Enhance LEAP File Logic to Include 194 PGM Records Prior to School Start
Enhance the LEAP file to extract valid 194 PGM records for programs that occur before the official start of the school year. Many districts run funded summer programs, such as ELOP, that end prior to the first day of school and should be included in LEAP reporting.
AdminStephen Burks
(Admin, Aeries Software)
shared this idea
Hello, this work item has been completed and was released on 5/12/26. Here are the relevant revision notes:
CALPADS Extracts > EOY > LEAP Extract:
- The Update ELOP Calculation process could create duplicate PGM-194 records because existing current-year records were not checked before new ones were added. The process now checks for an existing current-year PGM-194 record before creating a new one, preventing duplicates from being generated.
- ELOP Days were calculated without filtering by academic year, potentially updating prior-year records. The process now only populates ELOP Days for PGM-194 records active in the current academic year, bypassing prior-year records.
- Each time the extract button was clicked, the Suggested Date would reset to the first day of school regardless of the date that had been entered. The Suggested Date now retains the entered date when the button is clicked.
- The LEAP extract was skipping PGM-194 records that started on or after 07/01 but ended prior to the first day of school. The extract has been updated to include these records.
- See ELOP Data Management doc.
-
ahernandez
commented
Per Flash #305-
LEA Education Program Codes are in a separate LEA Education Program Code set and will not be treated like Education Program Codes submitted in the Student Program (SPRG) file where different rules apply depending on whether the education program code is considered “eligible” or “participating.” LEA Education Program records are not tied to start dates and do not require overlapping school enrollment. As long as a signed ELP registration form is on file, the student should be reported.Field 26.07 – Expanded Learning Program Days: Populate with the total number of days the student attended an ELP program during the Academic Year (July 1 – June 30). If a student enrolled in an ELP and never attended an ELP program, the LEA should populate this field with “0.”
