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California CALPADS Reporting

Jupiter Ed exports all required student & course data for the California Longitudinal Pupil Achievement Data System (CALPADS), including student grades, discipline, health, and special programs.

Note: Please see the CALPADS documentation for questions about your state requirements.

Staff

On the screen, click each teacher then click "Edit User Info", then enter their SEID. Or you may import the SEID's from a data file.

Click the CALPADS button to enter the Highly Qualified Teacher data.

County/District/School Numbers

On the screen, enter the seven digit number for your district and each school.

If you are a public school district with a reporting relationship with charter schools or NPS's, click "New School" to add each of those schools to your account. Then add staff, courses, sections, and students for each school, or you may give admins at each school access to enter that data themselves. Note: The other school's courses will be part of your district's course catalog, so use clearly distinct course titles or numbers to avoid confusion.

Race/Ethnicity

On the screen, change the list to the following:

Hispanic
White
Black
Filipino
American Indian / Alaska Native
Asian Indian
Chinese
Japanese
Korean
Vietnamese
Laotian
Cambodian
Hmong
Other Asian
Hawaiian
Guamanian
Samoan
Tahitian
Other Pacific Islander

You may list these in any order. Also you may use "Latino" and "African American" as alternatives. Any additional or unrecognized race/ethnicities will not be reported.

Special Programs

By default, the screen includes checkboxes for IEP, GATE, ELL, Migrant, Homeless, Free Lunch & Reduced Lunch. But these checkboxes are not used for CALPADS, and they are redundant with the more specific settings on the screen. So to avoid confusion, erase those items from the screen. You may keep any other special groups, like Athletes.

Terms

On the screen, set the option "Which terms should appear on transcripts?" (Not applicable if your schedule has no cumulatives.)

If your schedule has an Intersession and/or Supplemental Sesion, use a separate track for those (select "Some students have different grading periods"). Click your Intersession and type "IS" in the Term Code box. Click your Supplemental Session and type "SP" in the Term Code box. Leave the Term Code blank for all other terms; it will automatically export the term codes for S1/S2, Q1/Q2/Q3/Q4, T1/T2/T3, FY, etc.; or you may type these Term Codes to set them explicitly.

Courses

On the screen, click each course to edit it and set the required options. Check "R. Show on report cards" for courses that should be exported.

UC/CSU Requirements

On the screen, the UC/CSU entrance requirements are preloaded for you, as well as a generic sample for high school graduation requirements. See Graduation Requirements for details. You may make minor alterations, but please contact us for help with major changes to ensure it validates requirements correctly.

On the screen, click each course and set the "Grad Req" menu to select which requirements the course satisfies. You may select multiple requirements, or none. UC/CSU requirements are preloaded:

A. "A-World History", "A-US History", and "A-US Government" meet the A requirement. "GA-Social Studies" meets the G requirement, for courses like Economics.

B. "B-English" meets the B requirement. "GB-English" meets the G requirement, like Journalism. Select both for courses that meet both requirements, like Creative Writing.

C. "C-Math" is for Algebra I and higher math courses that meet the C requirement. "GC-Math" is for math electives that meet the G requirement, like Computer Programming. Select both for courses that meet both requirements, like Calculus.

D. "D-Biology", "D-Chemistry", "D-Physics", and "D-Integrated Science" meet the D requirement. "GD-Science" meets the D requirement, like Forensic Science. Select both for courses that meet both requirements.

E. "E-Spanish", "E-French", "E-Chinese", and "E-Japanese" meet the E requirement. You may delete languages you don't offer, and add others languages if needed, like "E-German", "E-ASL", etc. "GE-Foreign Language" meets the G requirement. Select both for courses that meet both requirements, like French 3.

F. "F-Visual/Perf Arts" meets the F requirement. "GF-Visual/Perf Arts" meets the G requirement. Select both for courses that meet both requirements, like Music Theory.

G. "GO-Elective" is for courses that meet the G requirement, but do not fall into any other subject above, like Automotive Engineering.

It also has a separate list for high school graduation requirements, which are usually slightly different than the UC/CSU requirements. Select these in addition to the A-G requirements for each course.

If you customize the list of requirements, you may change the wording and the order, as long as it contains the keywords A, B, C, D, E, F, GA, GB, GC, GD, GE, GF, GO for UC/CSU. (Note: G alone is not accepted by CALPADS. The hyphens are not required, and it is not case-sensitive.)

The screen automatically verifies if students are on track to meet course requirements for UC/CSU. See Academic Plans for details. (Note: These settings are very accurate, but there are some rare cases it cannot validate, e.g., to ensure the foreign language used for the G requirement is the same language used for the E requirement.)

Student Data

On the screen, enter the student's grade level, gender, birthdate, race/ethnicity, and parent names. For early childhood, set the grade level to "Pre-Kindergarten". For ungraded special ed. students, set the grade level blank.

If a new student does not have a SSID number, or you do not know it, leave it blank.

See the screen for information specific to California, like enrollment status, exit reason, district of residence, and special programs.

Use the "Add Program" menu to add programs to the student's record, like Special Ed, GATE, etc. You may add multiples of the same program if applicable — e.g., one for each Title I service, or one for each time period if the student stops and restarts a program. To remove a program, set the dates and menus blank where possible.

If a student withdraws then later reenrolls in the same school, click the link "Add Reenrollment". Note: It shows withdrawals and reenrollments from past years, but it exports only the enrollment activity relevant for the current year. Be sure to keep enrollment data in chronological order.

Note: Each year it saves a separate copy of the student's program participation/eligibility. This is copied forward when you start a new year. For example, the student's programs during 8th grade are copied forward when they start 9th grade. You may optionally delete the past program activity from their 9th grade record; this will not erase anything from their 8th grade record (use the menu at the top to switch years). Either way, it exports only the data relevant for the current year.

Note: Some items on these screens are somewhat redundant:

The "Language" on the Add/Edit screen is not reported; it's used only for reports and the parent/student login. See the CALPADS screen to report the "Primary language".

The "Graduated" date on the Add/Edit screen is not reported; it's used only for transcripts. See the CALPADS screen to report the exit date.

If the Add/Edit screen still has checkboxes for IEP, Migrant, etc., they are not the same as the CALPADS screen. Go to the screen to erase those.

Health Records

On the screen, click the "Edit" button. At the bottom you may enter the student's immunizations and health screenings. (To erase an entry, set the menu to blank.) Note: You may enter records in any order, and it will automatically sort them by date when they're saved. You may enter up to 5 items at a time, then a link appears to add more.

The Health report is no longer required for CALPADS, but you may still enter this data for your own records.

Discipline & Truancy

On the screen, when you edit any referral, check "Report to CALPADS" to add the required information. Only admins can do this, not teachers.

Exporting

Go to the screen to select a CALPADS file to export. Pay attention to which year you have selected at the top of the webpage. It downloads CSV files.

Select "This school only" to export one school, or select "Entire district". Note: If you have two schools in Jupiter with the same School Code (such as a K-5 and 6-8 school that are really one K-8 school), you must select "Entire district", otherwise it will erase your previous exports for the other school. (In that case, simply reupload the data for the whole district.) Likewise, select "Entire district" if you have multiple NPS's reporting to you.


Troubleshooting

File doesn't download.

See Export for troubleshooting.

After uploading to CALPADS, lots of data disappears.

That can happen if you export for "This school only" when you have two schools with the same School Code, or multiple NPS's. Try exporting for "Entire district" and reuploading.

Other Errors

Open the CVS file in Excel or any spreadsheet to verify it contains the correct data — but do not edit it! Spreadsheets alter the date format, leading zeros, and delimiters, making files invalid for state reporting.

If you need to edit the file, use a text editor like Notepad or TextEdit. Try copying just a few rows to a new file and upload that to see if you can isolate the error. Please contact us if you need further help.