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CALPADS requires districts to report data on certain programs. Those programs are: California Partnership Academy or Health Academy, NCLB Title 1 Part A Basic Targeted, Foster, GATE, Homeless, Title 1 Part C Migrant, AVID, Long-term Independent Study, Special Ed, 504 Accommodation Plan and Free and Reduced.

Aeries will automatically send a PGM program exit date to CALPADS as the student moves from school site to school site.

Long-term Independent Study:

• Select “Yes” for Independent Study under the MST.ISI field.

• Independent Study should NO LONGER be reported in the Program screen.

AVID will be designated by a CBEDS code on the CRS screen and will be maintained by the District Office.

Special Ed and Free and Reduced will be maintained at the District Office. The other five programs will be maintained at the school site.

Please work with your DOG and your Program Liaisons on the following procedures.

California Partnership Academy or Health Academy:

• A new record should be created every year the student participates using the first day of school and the last day of school in that school year.

• Enter code number 113 in the PGM.CD field.

• Enter the Participation date into the Program Start Date or PGM.PSD field.

• Pre-populate the Program End Date or PGM.PED field with the last day of school.

• Enter the California Partnership Academy ID # 0047 into the PGM.CPA field – the PGM.CPA field will only display once the PGM.CD is populated with a 113.

• Populate the School or PGM.SCL field.

• Verify that the section numbers for this student have a 113 in the Funding Source or MST.FS field on the Master Schedule under the More Info tab.

• Course numbers should have a suffix of “HA” .

• At the beginning of the next school year populate the Participation Start Date or the PGM.PSD field with the first day of school in the new school year and the Program End Date PGM.PED field with the last day of school in the new school year, if the student continues to participate in this program.

• Example; for a 12th grader participating for four years in this program you should have four separate records, each record using the beginning and ending dates of each school year.

NCLB Title 1 Part A Basic Targeted :

There is a difference between the identification that #1 triggers how the district gets the money for Title 1 for Business Services, i.e., NSLP, EL, etc., and #2 what students are reported participating or receiving the services paid for by Title 1 dollars for CALPADS. We do need to know both.

But for CALPADS reporting Title 1 Coordinators (person who runs the single plan at each school) will:

• Identify the students who are receiving direct Title 1 services using Title 1 dollars.

• Identify the Title 1 service(s) that each student is receiving.

• Send a list of the students and corresponding services to the DOG or Counselor for input into Aeries.

Students that participate in the Title 1 program should be coded in the Special Program screen for NCLB Title 1as follows:

• A new record should be created every year the student participates using the first day of school and the last day of school in that school year.

• Enter code number 122 in the PGM.CD field.

• Enter Participation date into the Program Start Date or PGM.PSD field.

• Pre-populate the Program End Date or PGM.PED field with the last day of school.

• Enter up to six services for each record in the Services Received or in the PGM.SR fields*.

o Best practice would be to enter a service on a separate record because services can change for the student and the service will need an exit date in the PGM.PED.

• Enter your school in the PGM.SCL field.

• Populate the Program End Date or PGM.PED field if the student exits the Program before the end of the school year or if the student no longer receives a service.

• At the beginning of the next school year populate the Participation Start Date or the PGM.PSD field with the first day of school in the new school year and the Program End Date PGM.PED field with the last day of school in the new school year, if the student continues to participate in this program.

• Example; for a 12th grader participating for four years in this program you should have four separate records, each record using the beginning and ending dates of each school year.

|Code |CALPADS Code Name |Description |

|05 |T1-Instruction Mathematics |A targeted instructional service in mathematics received under Title I Part A |

| | |Basic. |

|06 |T1-Reading Language Arts |A targeted instructional service in reading/language arts received under Title I |

| | |Part A Basic. |

|07 |T1-Science |A targeted instructional service in science received under Title I Part A Basic. |

|08 |T1-Social Studies |A targeted instructional service in social studies received under Title I Part A |

| | |Basic. |

|09 |T1-Vocational/Career |A targeted vocational/career instructional service received under Title I Part A |

| | |Basic. |

|10 |T1-Other Instructional Service |Another type of targeted instructional service received under Title I Part A |

| | |Basic. |

|11 |T1-Health Dental and Eye Care |A targeted health, dental, or eye care support service received under Title I |

| | |Part A Basic. |

|12 |T1-Guidance/Advocacy |A targeted guidance/advocacy support service received under Title I Part A Basic.|

|13 |T1-Other Support Service |Another support service received under Title I Part A Basic. |

Note: Currently, El Dorado, Union Mine, Independence and Virtual Academy are the only schools in our district that provide NCLB Title 1 services. And currently in-house at Independence is funded by Title 1.

GATE:

• Enter code number 127 in the PGM.CD field.

• Enter Eligibility date into the Eligibility Start Date or PGM.ESD field.

• Populate the Eligibility End Date or PGM.EED field if the student exits the program before the end of the school year.

• Enter your school in the PGM.SCL field.

Foster Youth:

The CDSS (CA Dept of Social Services) and CALPADS (CA Logitudinal Pupil Achievement Data System) are working together to identify Foster Youth more efficiently.

The CDSS has created a new student match system with CALPADS, the statewide student database and with the County Office of Education.  The match will occur once a week every Thursday.  Student Services will review the match and will notify the Foster Liaisons, the Registrars, the Business Office Secretary III (Free & Reduced Meals), Business Office Accounting Specialist (Bus Applications) with Foster Youth updates and/or changes throughout the year so that students can receive whatever services we provide.

The Registrar must input the following Foster Youth data into the PGM or Program screen in Aeries:

• Enter code number 190 in the PGM.CD.

• State Foster ID number or SSD.FID field (This field will become available on the PGM screen after code 190 is entered into the PGM.CD field).

• Enter Eligibility date into the Eligibility Start Date or PGM.ESD field.

• Populate the Eligibility End Date or PGM.EED field if the student exits the program before the end of the school year.

• Populate the SUP.FC field with a “Y” for yes.

• Enter your school in the PGM.SCL field.

Homeless:

Each site has a Homeless Liaison. The Liaison will identify homeless students and send a McKinney Vento form to the District Office. The Liaison should notify the Registrar or DOG to populate the Homeless Program in the PGM.

• A new record should be created every year the student participates using the first day of school or the date the student becomes eligible and the last day of school in that school year.

• Enter code number 191 in the PGM.CD field.

• When Homeless Program Code of 191 is selected; a homeless “Dwelling Type” or PGM.HDT field, Runaway Indicator or PGM.RA field and Unaccompanied Youth Indicator or PGM.UY field will be available.

o Populate the homeless “Dwelling Type” field for every homeless student.

▪ Homeless “Dwelling Type” is limited to the list in Aeries.

o Populate the Unaccompanied Youth field with “Yes” if the homeless student is not in the direct care of their parent or guardian.

o Populate the Runaway field and the Unaccompanied Youth field if the homeless student is less than 18 years of age who has left home without parental/caregiver permission and stay away for one or more nights.

o Once a student is reported as a runaway for a given school year, even if the student is no longer a runaway, the indicator in Aeries should not be changed to N for “No” unless a correction is being made.

• Enter your school in the PGM.SCL field.

• Enter the Eligibility date into the Eligibility Start Date or PGM.ESD field.

o Verify with the Homeless Liaison that the PGM.HDT field is populated with a Homeless Program Code of 191 and homeless “Dwelling Type”.

o No longer required to keep the same homeless “Dwelling Type” all year.

o Exit students if they move into permanent housing or change homeless “Dwelling Type”.

• Add a new PGM.CD 191 record if the PGM.HDT changes and exit the old record.

• Pre-populate the Eligibility End Date or PGM.EED field with the last day of school.

• At the beginning of the next school year during the first week of school, populate the Eligibility Start Date and the PGM.ESD field with the first day of school in the new school year and the Eligibility End Date PGM.EED field with the last day of school in the new school year.

o Revisit all students that were in the Homeless Program from prior year and determine if they are still eligible in the current year.

o Identify new students participating in the Homeless Program and code accordingly.

The Homeless Liaison should report to the District Office once per month and the Homeless Program should be reviewed at least once a semester.

Title 1 Part C Migrant:

Students are identified as potentially migrant by a Counselor. The Counselor sends a list of potential migrant students to Yolo County. Yolo County interviews the student’s family and determines if the student should receive migrant services. Yolo County will send a list of eligible migrant students and a migrant ID number to the Counselor. The Counselor will ask the Registrar to input the info into Aeries as follows:

• Enter code number 135 in the PGM.CD field.

• Enter Eligibility date into the Eligibility Start Date or PGM.ESD field.

• Enter the Migrant Ed ID number into the SSD.MID.

• Enter your school in the PGM.SCL field.

• Populate the Eligibility End Date or PGM.EED field if the student exits the program before the end of the school year.

504 Accommodation Plan

School sites determine via a Study Team whether students will need a 504 Accommodation

Plan for a temporary disability. Do not input a 504 Plan code in the PGM for the concurrent school, only for the primary school. Students who participate in a 504 Accommodation Plan should be reported in the Program screen by the counselor as follows:

• Enter code number 101 in the PGM.CD field.

• Enter Participation date into the Program Start Date or PGM.PSD field.

• Enter your school in the PGM.SCL field.

• Only populate the Program End Date or PGM.PED field if the student exits the program before the end of the school year.

• Enter code 5 in the STU.U5 field.

This information will be used for Federal reporting for the Office of Civil Rights data collection for career technical education students and for State reporting on students who request waivers and exemptions for the CAHSEE.

Armed Forces Family Member (Military Survey Question):

School sites determine a family member’s armed forces status via the Enrollment Form or via the Parent Portal, Student Info, Family Information and then Military Survey Option.

• A new record should be created every year the student is eligible in the program by using the first day of school or the date the student becomes eligible and the last day of school in that school year.

• Procedure via the Enrollment Form if parent answers “yes” to the active military question. Make sure that the parent also fills out the military branch they serve.

o Enter code 192 in the PGM.CD field.

o Enter Eligibility date into the Eligibility Start Date or PGM.ESD field. This will either be the first day of school or the date of the student’s eligibility in the program.

o Pre-populate the Eligibility End Date or PGM.EED field with the last day of school.

o You can input a different Program (Participation) Start & End Dates if you wish but I don’t recommend it at this time until we know a little more of how this will report to CALPADS.

• Procedure via the Parent Portal

o A new record should be created every year the student is eligible in the program by using the first day of school or the date the student becomes eligible and the last day of school in that school year.

o The parent answers “yes” to the Military Survey Options question in the Parent Portal.

o The information on the Military Survey Option will be stored in the “Parent Response to Survey” or PRS table. This information will be displayed on the Military Survey Audit page in Aeries for the district to review and confirm or reject.

o Access the Military Survey Audit page in .Net only.

▪ Click on Student Data

▪ Click on Other

▪ Click on Military Survey Audit

o After a new PRS record is confirmed on the Military Survey Audit page a Special Programs or PGM record will be created for the student and a message with a link will display on the Military Survey Audit page that will allow the user to click and navigate over to the newly created PGM record.

o Click the mouse on the Military Survey Audit node under Student Data/Other/Military Survey Audit on the Navigation Tree.

o The Military Survey Audit page can be used to view Pending, Confirmed or Rejected records. (A Pending record is one that has not been Confirmed or Rejected. A Confirmed record is one that the school has confirmed and which now has an associated PGM record created for it. A Rejected record is one that the school has chosen not to confirm.

o The Military Survey Audit page has a Date Range Filter Option that can be used to display records for certain time periods. If the date range fields are left blank the page will display all records.

o There is also a Filter option to display Pending, Confirmed or Rejected records.

o The records on the Military Survey Audit page have an icon in the Student Name column. Clicking on the icon will navigate the user to the Student Demographics page for the student. (There you can check the entry date for the student.)

o At the top of the Military Survey Audit page there is an Eligibility and Program (Participation) dates option. When a record is confirmed a PGM record will be created for the student. The Date option selected will be used for the new PGM record. Before Confirming a record an Eligibility and Program (Participation) date option should be selected. The page will default to the Date Submitted option.

o Any option, whether it is Date Submitted, First Day of School or Custom, will populate both the Eligibility and Program (Participation) Start Dates. The only difference is using the Custom dates; you can input a different date for the Eligibility Start Date from the Program (Participation) Start Date. You can input a different Program (Participation) Start & End Dates if you wish but I don’t recommend it at this time until we know a little more of how this will report to CALPADS.

o You will need to manually populate the last day of school on the Eligibility End Date and the Program (Participation).

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Note: Some programs will need the Participation dates populated and some programs will need Eligibility dates populated. Be careful to visit these dates if circumstances with this student change. For example, be sure to review enter and exit dates if you copy or add a student from another school. Or if a student who was homeless before, is no longer homeless.

Programs and dates should be reviewed after the rollover and before the new school year.

Be sure to clean up any Elementary School Programs that do not exist in High School. Some Elementary’s use PGM.CD 144 for Special Ed. EDUHSD uses the Special Ed Program Screen instead. The PGM should NOT contain PGM.CD 144.

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