Report 1.2: Enrollment - Primary and Short-term Enrollment Student List
(Updated as of 10/04/2023)
Description: Lists the students included in Report 1.1: Enrollment - Primary and Short-term Enrollment Count by Subgroup by school. The report lists student level detail as a supporting certification report.
Report Type: ODS and Snapshot / Certification (Fall 1)
Security Roles: Fall 1 Reports Role
Data As Of:
- If ODS version, user defined
- If Snapshot version, Fall 1 Census Day (First Wednesday in October)
Basic selection criteria:
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Students Included: Students with an open enrollment on the “Data As Of” date, where the Enrollment Status equals 10 (Primary) or 30 (Short-term) and is in Grade Levels TK– 12, UE and US
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Note - Snapshot: Must have a SINF record that wholly or in part overlaps a qualified enrollment. Default Grade Level does not include PS since PS does not have to be certified.
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Note – SWD identification: Note - Beginning 2020-2021 reports, Triennial Records Meeting Type = 40 (Triennial) are no longer brought into the reporting Database and no longer used to determine active SPED students.
Report Filters: Filters can be selected resulting in only totals for the selected filter being displayed – legend on bottom of last page of report states which filter/s were selected
- Academic Year
- LEA
- Status – (Snapshot)
- School Type
- School
- Grade
- Gender
- Enrollment Status
- Ethnicity/Race
- Student School Transfer Code
- Adult Age Students with Disabilities in Transition Status
- Age Eligibility Filter
- For academic year 21-22 and prior: filter will show no dropdown options (N/A).
- For academic year 22-23+:
- All (KN-12, TK) – includes grades KN-12, based on the As of Date of the report, if this value is selected
- Title 1 (5 - 17 year olds only) – includes ages 5-17 in whole years based on Student Birth Date and the As of Date of the report, if this value is selected.
Report Logic
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| Column | Rules |
|---|---|
| 1 | School code is derived from user ID permission and Expected Schools table |
| 2 | School Name is determined by #1 and the Expected Schools Table. |
| 3 | SSID Field 1.08 - Unique identifier for the student assigned by the first California district of enrollment. This number follows the student throughout their enrollment within the California educational system |
| 4 | SINF 2.13 Student Legal Last Name, SINF 2.11 Student Legal First Name and SINF 2.12 Student Legal Middle Name |
| 5 | SENR Field 1.09 - Identifier assigned to the student by a local educational agency. |
| 6 | SINF Field 2.19 – Student Gender Code |
| 7 | Ethnicity/Race - identified using SINF fields 2.24 (Student Hispanic Ethnicity Indicator), SINF 2.25 (Student Ethnicity Missing Indicator), SINF 2.26-2.30 (Student Race 1-5 Code), and SINF 2.31 (Student Race Missing Indicator) and the following rules: |
| 1) If the Student Hispanic Ethnicity Indicator (Field 2.24) = Y, always roll up to Hispanic, even if one or more races are selected or the Student Race Missing Indicator (Field 2.31) = Y | |
| 2) If Student Hispanic Ethnicity Missing Indicator (Field 2.24) = N or null and the Student Ethnicity Missing Indicator (Field 2.25) = Y or null and Student Race 1 - 5 Codes (Fields 2.26 - 2.30) is indicated, then roll up per rules outlined in 5 below. | |
| 3) If the Student Hispanic Ethnicity Indicator (Field 2.24) = N and the Student Race Missing Indicator (Field 2.31) = Y, then roll up to "Missing". | |
| 4) If the Student Hispanic Ethnicity Indicator (Field 2.24) = N or null, and the Student Race Missing Indicator (Field 2.31) = Y, then roll up to "Missing." | |
| 5) If the Student Hispanic Ethnicity Indicator (Field 2.24) = N or null, and the Student Race Missing Indicator (Field 2.31) = N or null, and Student Race 1-5 Codes (Field 2.26 - 2.30) is indicated, then roll up as follows: | |
| • If a single race = American Indian or Alaska Native (100), roll up to American Indian or Alaska Native | |
| • If there is one or more of any of the Asian subgroups: ((201) Chinese, (202) Japanese, (203) Korean, (204) Vietnamese, (205) Asian Indian, (206) Laotian, (207) Cambodian, (208) Hmong, (299) Other Asian, and no other race category (100, 301, 302, 303, 304, 399, 400, 600, 700, 302, 303, 304, 399, 400, 600, 700) then roll up to Asian | |
| • If a single race = Filipino (400) roll up to Filipino(400) | |
| • If race includes Filipino (400) AND one or more of any of the Asian subgroups, [(201) Chinese, (202) Japanese, (203) Korean, (204) Vietnamese, (205) Asian Indian, (206) Laotian, (207) Cambodian, (208) Hmong, (299) Other Asian) and no other race category roll up to Filipino(400) | |
| • If there is one or more of any of the Native Hawaiian/Pacific Islander subgroups ((301) Hawaiian, (302) Guamanian, (303) Samoan, (304) Tahitian, (399) Other Pacific Islander) and no other race category (100, 201, 202, 203, 204, 205, 206, 207, 208, 299, 400, 600, 700) then roll up to Hawaiian/Pacific Islander. | |
| • If a single race = (600) Black or African American, roll up to Black or African American | |
| • If a single race = (700) White, roll up to White | |
| • If more than one of the following races: American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian/Pacific Islander, White, roll up to "Multiple" | |
| 8 | SENR Field 1.24 – Grade Level Code |
| 9 | SENR Field 1.23 – Enrollment Status Code |
| 10 | Count of primary and short-term enrolled students that are TK |
| 2023-2024: Data no longer tracked as program. See “Grade” filter to select TK counts only. | |
| Prior to 2023-2024: Education Program Code = Transitional Kindergarten (185) where the Program Membership Start Date must be >= 7/1 of the current reporting year and Program Membership End Date >= report As Of date (or null). | |
| 11 | SELA Field 12.13 - English Language Acquisition Status Code equal to EL (English Learner) status effective during the report period (using effective date) regardless of Reporting LEA |
| 12 | SENR Field 1.25 - Grade Level Code equal to KN -12, and SINF Field 2.18 - Student Birth Date equal to (determines age to be 3-21) and SINF Field 2.22 – Student Birth Country not equal to US (United States) or PR (Puerto Rico) and SINF Field 2.46 - Enrolled in US School less than 3 Cumulative Years equal to Y |
| 13 | SPRG Field 3.13 - Ed Program Code equal to 127 (Gifted and Talented) and SPRG Field 3.15 - Program Membership Start Date is on or before Fall 1 Census Day and SPRG Field 3.16 Program Membership End Date equal to blank or is on or after Fall 1 Census Day |
| 14 | SPRG Field 3.13 - Ed Program Code equal to 135 (Migrant) and SPRG Field 3.15 - Program Membership Start Date is on or before Fall 1 Census Day and SPRG Field 3.16 - Program Membership End Date equal to blank or is after Fall 1 Census Day |
| 15 | PLAN Field 23.11 - Ed Plan Type equal to 100 (IEP), 150 (IFSP) or 200 (ISP) – overlapping qualifying enrollment |
| 16 | SINF Field 2.50 – Parent Guardian Highest Grade Level Code equal to 14 (Not a High School Graduate) - OR |
| SPRG Field 3.13 - Ed Program Code equal to 181 (Free NSLP) or 182 (Reduced NSLP) and SPRG 3.15 – Ed Program Membership Start Date is on or after 7/1/ of reporting year and is on or before Census day of the reporting year and SPRG 3.16 – Ed Program Membership End date blank or is on or after Census day of the Reporting Year – OR | |
| SPRG Field 3.13 - Ed Program Code = 135 (Migrant), 191 (Homeless) or 193 (Tribal Foster Youth) and SPRG 3.15 – Ed Program Membership Start Date is on or after Fall 1 Census Day and SPRG 3.16 – Ed Program Membership End date blank or is on or after Fall 1 Census Day – OR | |
| Foster Youth Indicator equal to Y AND Episode Start date is on or before Fall 1 Census Day and Episode End Date is blank or is on or after Fall 1 Census Day – OR | |
| Direct Certification Indicator equal to Y AND Direct Certification Date less than or equal to November results – OR | |
| Student enrolled at a Juvenile Court School on Fall 1 Census Day | |
| 17 | SENR Field 1.34 – Adult Age Students with Disabilities in Transition Status = Y/N |
| 18 | 18. FRPM Eligible - Count of unduplicated students that meet the criteria for Economically Disadvantaged. |
Additional Resources:
CALPADS File SpecificationsForm
Look for Student Enrollment (SENR), Student Information (SINF), Student English Language Acquisition (SELA), Student Program (SPRG) tabs for the fields indicated in the report logic.