CALPADS: Export Data

Click the Administration cog icon on your toolbar, as shown circled above. In some systems you will see the word Administration in place of the cog.

Under Other, click CALPADS Exports.

Note: If you don't see an Other tab and/or a CALPADS Exports link (as described in the last step), it means you have not been given access to the feature(s). You may then opt to contact your district representative (who manages your district's Illuminate permissions) and request that you be given access.

Most exports have common options that need to be set when you generate a CALPADS export file:

1. Site: Limit data in the extract file to a particular site, or select the district site to include data for all schools.

2. Export Type: Select the type of data file you would like to create. Please see the CALPADS documentation for information on which files to include for each submission.

3. File Format: The default value (Carat-Delimited) produces a file in the format that is necessary to upload to CALPADS. The Tab-Delimited option is used to generate a file that can more easily be opened and viewed in Microsoft Excel if you would like to preview your data.

4. Include previously submitted students: This option is selected by default. Deselecting this option will cause the extract to only include students whom have not been included in previous CALPADS extracts. Note: This option is not used for the Staff Demographics and Staff Assignment extracts.

5. Academic Year: Assign a year to your data.

6. Include students who are not currently enrolled: This option allows you to include students who are not currently enrolled at the site chosen.

7. Click Submit.

Each Export Type also has its own options. When choosing options unique to the export type you have selected, refer to the related section below.

The SSID Request (SENR) File includes only students whom do not yet have an SSID.

The Academic Year option further limits the set of students in the extract to students whom were enrolled during the selected academic year.

The Fall Enrollment (SENR) File is used to report active enrollment as of the state census date.

The Census Date selection defaults to the first Wednesday in October, though it can be altered by clicking the calendar icon beside it.

Ongoing Maintenance (SENR) Files report enrollment over a date range. This file is used for generating all enrollment extracts except for Fall 1 and SSID.

The Start Date and End Date options limit the extract so that it only includes enrollment records that were active at some point during that time period. These dates can be altered by clicking the calendar icons beside them.

The Student Information (SINF) file extract reports basic student demographic data.

The Start Date and End Date options limit the extract so that it only includes students whom were actively enrolled at some point during that time period. These dates can be altered by clicking the calendar icons beside them.

The Student Programs (SPRG) File extract reports student program participation data.

The Start Date and End Date options limit the extract so that it only includes students whom were actively enrolled at some point during that time period. These dates can be altered by clicking the calendar icons beside them.

The Course Section extracts - Course Section Enrollment (CRSE, Fall) and Course Section Completion (CRSC, End of Year) - report master schedule data.

The extract differs slightly depending upon which submission you need to make to CALPADS:

1.For the Fall submission, select the CRSE option.

2. For the End of Year submission, select CRSC.

The Start Date and End Date options limit the extract so that it only includes course sections that were being offered at some point during that time period. These dates can be altered by clicking the calendar icons beside them.

The Student Course Section extracts - Student Course Section Enrollment (SCSE, Fall) and Student Course Section Completion (SCSC, End of Year) - report student schedule data.

The extract differs slightly depending upon which submission you need to make to CALPADS.

1. For the Fall submission, select the SCSE option.

2. For the End of Year submission, select SCSC.

The Start Date and End Date options limit the extract so that it only includes student schedules that were in effect at some point during that time period. These dates can be altered by clicking the calendar icons beside them.

The Staff Demographics (SDEM) extract reports basic information about teachers and other staff members.

The Academic Year option limits the set of staff records in the extract to those whom have affiliations to a school or district site during the selected academic year.

The Staff Assignment (SASS) extract reports information about jobs held by staff members.

The Start Date and End Date options limit the extract so that it includes staff assignments that were in effect during that time period. These dates can be altered by clicking the calendar icons beside them.

The Student Waivers (SWAV) extract reports CAHSEE waivers.

The Start Date and End Date options limit the extract so that it only includes waivers that were in effect at some point during that time period. These dates can be altered by clicking the calendar icons beside them.

The Student Discipline (SDIS) extract reports disciplinary incidents and truancy information.

The Start Date and End Date options limit the extract so that it only includes students considered to be truant and disciplinary incidents that occurred at some point during that time period. These dates can be altered by clicking the calendar icons beside them.

When you are finished making all your selections, click Submit.

Repeat the steps above for each new data export type you want to perform. You might also be interested in viewing other lessons within the "CAHSEE" manual for help with related tasks. For more information on CALPADS, visit http://www.cde.ca.gov/ds/sp/cl/.