Student Information File Layout

The following table shows the CALPADS field numbers, field names, the eSchoolPlus Tables and Columns and where the data is coming from in eSchoolPlus for the Student Information State file.

NOTE: Some of the data in this file may not match the data that you see on the eSchoolPlus pages. Because this file is an effective date file, if changes are made to data after the Census date, the system will pull the data from the appropriate effective date program to get the correct value as of the Census Date. For example, if the Census Date is 10/01, but you are sending the Fall 1 submission to the State on 10/15 and changes were made to the data that makes up the Student Information file after 10/01, the file would have data as of 10/01, but the eSchoolPlus pages would show the updated data.

There are some data elements that CALPADS has determined are "updatable" that they want updates for using effective date information. These are indicated with a Y in the CALPADS Updatable column in this mapping. After reviewing the list of fields, there are some that don't change based on a date that it becomes effective, but that you are changing because of a data entry error. These fields are listed with a U in the CALPADS Updatable column, meaning that we will send the updated information for that field regardless of the effective date.

Field #	Field Name	Required?	CALPADS Updatable?	eSchoolPlus Table	eSchoolPlus Column	Where to find data in eSchoolPlus
	District					From the eSchoolPlus environment
	School Year					From the School Year prompt on page
	Building			reg_entry_with	building	Registration > Entry & Reports > Student Demographic > Entry/Withdrawal: Building
2.01	Record Type Code	Y				Not found in eSchoolPlus. SIAD if the record was created using the Student Address Data Submission type on the Create CALPADS Extract/State Files page. Otherwise, the value is SINF.
2.02	Transaction Type Code	N				Not found in eSchoolPlus. This field tells CALPADS if the data being sent is an update, deletion or new record.
2.03	Local Record ID	N	Y			Not being sent in files created in eSchoolPlus.
2.04	Effective Start Date	Y		reg_v_programs	start_date	Initially this date will be populated with the entry date of the student from the first Entry/Withdrawal record. As CALPADS updateable fields are changed, this date will be the date from the program record for the table that is being changed.
2.05	Effective End Date	N				Not currently being sent from eSchoolPlus.
2.06	Reporting LEA	Y		reg_entry_with	building	First 7 characters of State Equivalency Code for the building on the Entry/Withdrawal record being reported for the student. The Building State Equivalency Code is found by going to Administration > Registration Setup > Building > Building Definition > Preferences panel.
2.07	School of Attendance	N		reg_entry_with	building	Last 7 characters of State Equivalency Code for the building on the Entry/Withdrawal record being reported for the student. The Building State Equivalency Code is found by going to Administration > Registration Setup > Building > Building Definition > Preferences panel.
2.08	Academic Year ID	Y				From the School Year prompt on CALPADS extract/download page.
2.09	SSID	Y		reg_personal	state_report_id	Registration > Entry & Reports > Student Demographic > Personal—SSID field.
2.10	Local Student ID	Y		reg_entry_with	student_id	Student ID field
2.11	Student Legal First Name	Y	U	reg	first_name	Registration > Entry & Reports > Student Demographic > Registration—First Name field. Since the State file may only include Alphabetic letters, numbers, periods, hyphens and apostrophes any other characters in this field will be stripped out for the State File.
2.12	Student Legal Middle Name	N	U	reg	middle_name	Registration > Entry & Reports > Student Demographic > Registration—Middle Name field. Since the State file may only include Alphabetic letters, numbers, periods, hyphens and apostrophes any other characters in this field will be stripped out for the State File.
2.13	Student Legal Last Name	Y	U	reg	last_name	Registration > Entry & Reports > Student Demographic > Registration—Last Name field. Since the State file may only include Alphabetic letters, numbers, periods, hyphens and apostrophes any other characters in this field will be stripped out for the State File.
2.14	Student Legal Name Suffix Code	N	U	reg	generation	Registration > Entry & Reports > Student Demographic > Registration—Generation field. The local code will be used, not the State Equivalency Code because the State values are identical to the codes that are loaded into baseline eSchoolPlus.
2.15	Student Alias First Name	N	Y	ca_v_stu_alias (reg_user)	first_name page_number=202 field_number=1	Registration > Entry & Reports > Student District Defined > CA Alias—First Name field. Since the State file may only include Alphabetic letters, numbers, periods, hyphens and apostrophes any other characters in this field will be stripped out for the State File.
2.16	Student Alias Middle Name	N	Y	ca_v_stu_alias (reg_user)	middle_name page_number=202 field_number=2	Registration > Entry & Reports > Student District Defined > CA Alias—Middle Name field. Since the State file may only include Alphabetic letters, numbers, periods, hyphens and apostrophes any other characters in this field will be stripped out for the State File.
2.17	Student Alias Last Name	N	Y	ca_v_stu_alias (reg_user)	last_name page_number=202 field_number=3	Registration > Entry & Reports > Student District Defined > CA Alias—Last Name field. Since the State file may only include Alphabetic letters, numbers, periods, hyphens and apostrophes any other characters in this field will be stripped out for the State File.
2.18	Student Birth Date	Y	U	reg	birthdate	Registration > Entry & Reports > Student Demographic > Registration—Birth Date field. Student Age must be between 0 and 22. If Grade Level is AD, student age must be between 15 and 80.
2.19	Student Gender Code	Y	U	reg	gender	Registration > Entry & Reports > Student Demographic > Registration—Gender field.
2.2	Student Birth City	N	U	reg_personal	birth_city	Registration > Entry & Reports > Student Demographic > Personal—City of Birth field. Since the State file may only include Alphabetic letters, numbers, periods, hyphens and apostrophes any other characters in this field will be stripped out for the State File.
2.21	Student Birth State Province Code	N	U	reg_personal	birth_state	Registration > Entry & Reports > Student Demographic > Personal—State of Birth field. Student Birth Country Code and Student Birth State Province Code must be a valid combination
2.22	Student Birth Country Code	Y	U	reg_personal	birth_country	Registration > Entry & Reports > Student Demographic > Personal—Country of Birth field. Student Birth Country Code and Student Birth State Province Code must be a valid combination
2.24	Student Hispanic Ethnicity Indicator	If field 2.25 is N or null, then Y	Y	reg_personal	hispanic	Registration > Entry & Reports > Student Demographic > Personal—Hispanic/Latino Ethnicity field. If the student has been asked for his/her ethnicity, then this field should be Yes or No. If the student was not asked, then this field should be Unanswered. If the student has been asked if he or she identifies him/herself as Hispanic/Latino and has declined to answer, then this field should be Unanswered and a Hispanic Code entry of 998 – Hispanic Intentionally Left Blank should be added to this student.
2.25	Student Ethnicity Missing Indicator	If field 2.24 is null, then Y	Y	reg_hispanic	hispanic_code	If a student has a Hispanic Code of 998, this field will contain a Y.
2.26	Student Race 1 Code	If field 2.31 is null, then Y	Y	reg_ethnicity	ethnic_code	Registration > Entry & Reports > Student Demographic > Personal—Race field. If a student has been asked what his or her Race is and declined to state, then a code of 999 – Decline to State should be entered.
2.27	Student Race 2 Code	N	Y	reg_ethnicity	ethnic_code	Registration > Entry & Reports > Student Demographic > Personal—Race field; More button.
2.28	Student Race 3 Code	N	Y	reg_ethnicity	ethnic_code	Registration > Entry & Reports > Student Demographic > Personal—Race field; More button.
2.29	Student Race 4 Code	N	Y	reg_ethnicity	ethnic_code	Registration > Entry & Reports > Student Demographic > Personal—Race field; More button.
2.30	Student Race 5 Code	N	Y	reg_ethnicity	ethnic_code	Registration > Entry & Reports > Student Demographic > Personal—Race field; More button.
2.31	Student Race Missing Indicator	If fields 2.26 – 2.30 null, then Y	Y	reg_ethnicity	ethnic_code	Registration > Entry & Reports > Student Demographic > Personal—Race field. If a student has been asked what his or her Race is and declined to state, then a code of 999 – Decline to State should be entered and this value will be Y in the State file.
2.36	Residential Address Line 1	N	Y	If Address to Report is Physical, use reg_programs where program_id = EDCTC If Address to Report is Mailing, use reg_contact for contact_id where reg_stu_contact.contact_type = M	If Address to Report is Physical, use program_value where field_number = 1 If Address to Report is Mailing, use concatenation of street_number, street_prefix, street_name, street_suffix, street_type	Registration > > Entry & Reports > Student Demographic > Programs > EDCTC – Student CALPADS Contact Info Registration > Entry & Reports > Student Demographic > Addresses panel—House Number, Street Prefix, Street Name, Street Suffix and Street Type fields. This will not be valued if the student's Residential Status on the CA Demographics page is 100, 110, 120 or 130 (this is true for 2.36 – 2.4).
2.37	Residential Address Line 2	N	Y	If Address to Report is Physical, use reg_programs where program_id = EDCTC If Address to Report is Mailing, use reg_contact for contact_id where reg_stu_contact.contact_type = M	If Address to Report is Physical, use program_value where field_number = 2 If Address to Report is Mailing, use concatenation of apartment, complex, development	Registration > Entry & Reports > Student Demographic > Programs > EDCTC – Student CALPADS Contact Info Registration > Entry & Reports > Student Demographic > Addresses panel—Apartment, Complex and Development fields.
2.38	Residential Address City Name	N	Y	If Address to Report is Physical, use reg_programs where program_id = EDCTC If Address to Report is Mailing, use reg_contact for contact_id where reg_stu_contact.contact_type = M	If Address to Report is Physical, use program_value where field_number = 3 If Address to Report is Mailing, use city	Registration > Entry & Reports > Student Demographic > Programs > EDCTC – Student CALPADS Contact Info Registration > Entry & Reports > Student Demographic > Addresses panel—City field
2.39	Residential Address State Province Code	N	Y	If Address to Report is Physical, use reg_programs where program_id = EDCTC If Address to Report is Mailing, use reg_contact for contact_id where reg_stu_contact.contact_type = M	If Address to Report is Physical, use program_value where field_number = 4 If Address to Report is Mailing, use state	Registration > Entry & Reports > Student Demographic > Programs > EDCTC – Student CALPADS Contact Info Registration > Entry & Reports > Student Demographic > Addresses panel—State field
2.40	Residential Address Zip Code	N	Y	If Address to Report is Physical, use reg_programs where program_id = EDCTC If Address to Report is Mailing, use reg_contact for contact_id where reg_stu_contact.contact_type = M	If Address to Report is Physical, use program_value where field_number = 5 If Address to Report is Mailing, use zip	Registration > Entry & Reports > Student Demographic > Programs > EDCTC – Student CALPADS Contact Info Registration > Entry & Reports > Student Demographic > Addresses panel—Zip Code field
2.45	Student Initial US School Enrollment Date	If field 2.44 equals N, then Y	U	reg	us_enroll_date	Registration > Entry & Reports > Student Demographic > Registration: US Enrollment Date field. Must be greater than student's birth date and less than or equal to the current date Plus six months
2.46	Enrolled in US School less than Three Cumulative Years Indicator	If field 2.44 equals N, then Y	U	ca_v_stu_demo (reg_user) reg_programs	us_schooling page_number=200 field_number=1 program_id='CA120' field_number='10'	This field will be calculated as Y when the following conditions are met: The Birth Date date must indicate the student to be between the ages of 3 and 21. The Birth Country Code country must be a country other than the United States (US) or Puerto Rico (PR). The date of initial US enrollment is used to determine the 3 year timeframe. Exception: For students who should have a value of Y in this field even though the US Enrollment date is greater than 3 years from today (because their enrollmet in the US has not been continous), then update the CA Demographics page (Registration > Entry & Reports > Student District Defined > CA Demographics), Schooling in the United States field. You can also access this program-tracked item by clicking on the English Proficiency field on the CA Demographics page. You can also access it from the ESL field on the Personal page..
2.50	Parent Guardian Highest Education Level Code	Y	Y	reg_contact	education	Registration > Entry & Reports > Student Demographic > Contacts > General panel: Education Level field. If more than one guardian is associated with the student, the system will get the use the highest education level. If no guardians for a student have a value in the Education Level field, then the system will put a "15" in this field (Declined to State or Unknown).
2.51	Guardian 1 First Name	N		reg_contact	first_name	Registration > Entry & Reports > Student Demographic > Contacts: First Name field. Since the State file may only include Alphabetic letters, numbers, periods, hyphens and apostrophes any other characters in this field will be stripped out for the State File.
2.52	Guardian 1 Last Name	N		reg_contact	last_name	Registration > Entry & Reports > Student Demographic > Contacts: Last Name field. Since the State file may only include Alphabetic letters, numbers, periods, hyphens and apostrophes any other characters in this field will be stripped out for the State File.
2.53	Guardian 2 First Name	N		reg_contact	first_name	Registration > Entry & Reports > Student Demographic > Contacts: First Name field. Since the State file may only include Alphabetic letters, numbers, periods, hyphens and apostrophes any other characters in this field will be stripped out for the State File.
2.54	Guardian 2 Last Name	N		reg_contact	last_name	Registration > Entry & Reports > Student Demographic > Contacts: Last Name field. Since the State file may only include Alphabetic letters, numbers, periods, hyphens and apostrophes any other characters in this field will be stripped out for the State File.