51 results found

1. CALPADS SSID Import Issue as of 8/8/2023

   As of 8/8/2023, the CALPADS SSID Extract layout changed and they added a new data element.  This is causing the Aeries SSID Import to not import new SSIDs.
   The Aeries SSID Import process needs to be adjusted for the CALPADS SSID Extract layout change.

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   2 comments  ·  CALPADS  ·  Delete…  ·  Admin →
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   completed  ·  AdminMarie Cullens (Senior Business Analyst, Aeries Software) responded

   Hello, this idea (or bug) has been completed in the 8/17/2023 update. Here are the Revision Notes:

   
   

   CALPADS Extracts - For California users, the extract now supports the latest SSID file layout, including the new Student Initial US School Enrollment Date K-12 field.

2. Calpads - Adjust CALPADS XRF for new Language Code set

   Calpads - Adjust CALPADS XRF for new Language Code set

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   5 comments  ·  CALPADS  ·  Delete…  ·  Admin →
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   completed  ·  AdminMarie Cullens (Senior Business Analyst, Aeries Software) responded

   Hello, this idea (or bug) has been completed in the 9/15/2023 update. Here are the Revision Notes:

   
   

   • CALPADS Extracts:
     The page now supports the new three-character language codes for the 2023-2024 school year, which will be effective 9/19/2023. The translations will automatically be added to the cross-reference table (XRF). 
   • The Parent Education Level is now extracted from the Ed Level field on the Contacts page (CON.ELV) for both parents according to the Codes Identifying Parent/Guardian in Contacts CON.CD on District Settings, due to changes in the CALPADS state requirements. If the district setting is blank, primary contacts are extracted. 
   • The Get Parent/Guardian Information from STU.PG and STU.PED (instead of CON) option is now disabled due to the changed requirements.
   • A date picker was added allowing users to select the date on which changes are submitted. The default date can be changed as needed.
   • Effective 9/19/2023, the Student Enrollment extract includes the new Graduation Exemption Indicator in column 1.35, indicating whether a student graduated with an exemption from local graduation requirements, which is extracted from the new Graduation Exemption field (STU.GEX) on Demographics > Student Data 2.

   
   

   See https://support.aeries.com/support/solutions/articles/14000145642-calpads-2023-2024-changes

   
   

   Hello, this idea (or bug) has been completed in the 9/15/2023 update. Here are the Revision Notes:

   
   

   • CALPADS Extracts:
     The page now supports the new three-character language codes for the 2023-2024 school year, which will be effective 9/19/2023. The translations will automatically be added to the cross-reference table (XRF). 
   • The Parent Education Level is now extracted from the Ed Level field on the Contacts page (CON.ELV) for both parents according to the Codes Identifying Parent/Guardian in Contacts CON.CD on District Settings, due to changes in the CALPADS state requirements. If the district setting is blank, primary contacts are extracted. 
   • The Get Parent/Guardian Information from STU.PG and STU.PED (instead of CON) option is now disabled due to the changed requirements.
   • A date picker was added allowing users to select the date on which changes are submitted. The default date can be changed as needed.
   • Effective 9/19/2023, the Student Enrollment extract… more

3. SSID MATCH TOOL PROCESS DOWNLOAD FILE NEEDS ADJUSTING TO ALIGN WITH CALPADS 23-24 changes

   The logic in the SSID Match process is using the SENR layout when the file is produced which needs to be updated to align with the CALPADS 23-24 rollover changes that went into effect on 9/19/2023. The file being produced needs an additional column added to accommodate the STU.GEX field.

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   completed  ·  AdminMarie Cullens (Senior Business Analyst, Aeries Software) responded

   Hello, this idea (or bug) has been completed in the 09/21/2023 update. Here are the Revision Notes:

   
   

   • The SSID Match was creating the SENR extract with the old layout format, fixed.

4. Add Aeries Fixed Codes to CON.ELV for Parent Ed Level

   CALPADS code translations - Add Aeries fixed codes for Parent Ed Level to CON.ELV so users can add or edit the code translation list for CON.ELV.

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   completed  ·  AdminMarie Cullens (Senior Business Analyst, Aeries Software) responded

   Hello, the idea has been completed in the 10/19/2023 update.  Here are the Revision Notes:

   
   

   CALPADS Extracts - For CALPADS administrators, on the code translations tab, the CON.ELV values can now be selected in the dropdown under the CALPADS column when adding or editing a record for a custom code. Only custom codes need to be translated for CON.ELV.

5. Add a New School Completion Status Code students meeting the criteria for the new Pathway Diploma for Students with Disabilities.

   Add a New School Completion Status Code for students meeting the criteria for the new Pathway Diploma for Students with Disabilities. The new code value assigned by CALPADS is 102 with an effective date of July 1, 2022 so that it may be used RETROACTIVELY for students who exited in the 2022–2023 academic year with the new diploma.

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   completed  ·  AdminSylvia Nishimoto (Quality Control, Aeries Software) responded

   Hello, this idea has been completed in the 09/07/2023 update. Here are the Revision Notes:  https://support.aeries.com/support/discussions/topics/14000020169

6. CALPADS SSID Match Results Output File

   Determine options for utilizing new CALPAD SSID Match Results Output file for easier SSID assignment The new CALPADS SSID Match Results Output file that should be available in CALPADS in August 2022.

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   8 comments  ·  CALPADS  ·  Delete…  ·  Admin →
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   completed  ·  AdminKathy Kelly (Quality Control, Aeries Software) responded

   Hello,

   This feature has been added in the 3/30/2023 Aeries update.  Here are the Revision Notes:

   CALPADS Extracts - For California users, the SSID Match feature was added to facilitate recent changes to the CALPADS SSID Match Results process. A SSID Requests file can be generated from the Identifiers tab, then the SSID Match Results file can be uploaded to Aeries. Once uploaded, the appropriate SSIDs can be selected for extract. 

   See CALPADS Extracts Identifier Tab - SSID Match Process

7. CALPADS SENR ODS Process needs to honor the Summer Withdrawal Dates for N470 - No Shows

   CALPADS SENR ODS Process needs to honor the Summer Withdrawal Dates for N470 - No Shows

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   completed  ·  AdminJuan Alberto (Business Analyst, Aeries Software) responded

   Hello, the idea (or bug) has been completed in the 9/28/23 update.  Here are the Revision Notes:

   • CALPADS Extracts (SENR) - For California users, for No Show students, the Enrollment Update now extracts the date one day prior to the summer withdrawal date (STU.SWD) if that date is after the first day of school.

8. CALPADS SPRG ODS process - add option to skip FRE records with the Source of Direct Cert (FRE.SRC = DC)

   Add an option to skip FRE records with the Source of Direct Cert (FRE.SRC = DC) in the SPRG files. This will allow the SPRG ODS process to not send up NSLP (FRE) records that have been created from the Direct Certification Import.

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   completed  ·  AdminKathy Kelly (Quality Control, Aeries Software) responded

   Hello, this Aeries Idea has been released in the 5/18/2023 update.  Here are the Revision Notes:

   CALPADS - On the Other Options tab, the FRE.SCR codes to exclude from SPRG section was added allowing users to exclude certain Free Source records when processing the SPRG extract.

9. SENR ODS reconciliation process

   Adjust SENR ODS reconciliation process to account for all dates found in the current year instead of only dates starting with 07/01.

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   1 comment  ·  CALPADS  ·  Delete…  ·  Admin →
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   completed  ·  AdminAudie Cristos (Aeries Support Analyst, Aeries Software) responded

   This issue was resolved in the 12/1/2022 update.

10. Adjust the fixed codes for the STU.BCU field to match the CALPADS Code Set

    Add the missing codes per CALPADS into the AeriesFixedCodes.xml file for STU.BCU:
    BQ - Bonaire, Sint Enstatiues and Saba
    CW - Curacao
    SS - South Sudan

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    completed  ·  AdminJan Tokorcheck (Quality Control, Aeries Software) responded

    A fix for this issue was released on 10/26/2023. Here are the revision notes:

    
    

    Demographics - The Birth Country drop-down list was missing several codes. The field is now updated with the latest CALPADS codes.

11. SENR ODS reconciliation - unneeded removal records generated

    The SENR ODS reconciliation process is creating D records in the removals file needlessly when a student has an enrollment status change (such as grade level, school transfer) - commonly referred to as a 440 or E150 change. In these cases the enrollment date (start date) is not changing... nor are the other SENR operational key fields (School of Attendance, SSID, Start Date) - so a (D)elete record is not needed.

    Having uneeded (D)elete records in the removals file causes increased workload due to:
    - it requires an additional file to be posted.

    • since removing records represents potential data loss, careful data administrators will want/need to validate the validity of the removal transaction (as these should be rarely needed... except in the case of start date change - but that is NOT an Aeries issue).

    I have included a document with screenshots to illustrate what I am describing.

    The SENR ODS reconciliation process is creating D records in the removals file needlessly when a student has an enrollment status change (such as grade level, school transfer) - commonly referred to as a 440 or E150 change. In these cases the enrollment date (start date) is not changing... nor are the other SENR operational key fields (School of Attendance, SSID, Start Date) - so a (D)elete record is not needed.

    Having uneeded (D)elete records in the removals file causes increased workload due to:
    - it requires an additional file to be posted.

    • since removing records represents potential data loss,… more

    • 

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    completed  ·  AdminKathy Kelly (Quality Control, Aeries Software) responded

    Hello, this issue has been resolved in the 3/23/2023 update.  Here are the Revision Notes:

    An unnecessary Delete record was generated when an E150 Exit Reason existed and the School, Student, and Enrollment Start Dates were the same, fixed.

12. Change CALPADS process to generate multiple SENR files

    Due to the changes CALPADS launched in their new environment, we must make immediate adjustments to the Enrollment Update Extracts

    When processing SENR reconciliation process, output into several files
    Deletes
    Exits
    Updates

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    completed  ·  AdminKathy Kelly (Quality Control, Aeries Software) responded

    Hello, this issue has been resolved in the 6/22/22 update.  Here are the Revision Notes:

    CALPADS Extracts - The SENR Operational Data Store (ODS) tab now provides SENR extracts that are output in a zip file which contains separate files which are required due to changes with the operational key fields in the SENR extract. The sub-files are prepended with the order in which they should be uploaded, 001, 002, 003, etc.

    
    

    Further refinements of this process are planned, including redesigning the Enrollment Update page. Until then, please use this process for all SENR updates needed. 

    
    

    See CALPADS Extracts - SENR ODS Reconciliation

13. Update codes per CALPADS codes v.14 for the 2022-2023 School year

    Update codes per CALPADS codes v.14 for the 2022-2023 School year

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    completed  ·  AdminKathy Kelly (Quality Control, Aeries Software) responded

    Hello, this issue has been resolved in the 10/6/2022 update.  Here are the Revision Notes:

    CALPADS Extract - The updated CALPADS code set (v14) is now available for the 2022-2023 school year.

14. GERR0005 - LEA does not have ownership of student enrollment to make the update

    On the SINF file there is an error - "GERR0005 - LEA does not have ownership of student enrollment to make the update"

    This error will not allow our SINF file to upload into CALPADS. This error kicks out if ANY data gets changed to a student that has already been closed out in CALPADS.

    This happens for both Active and Inactive students. For example, a student leaves a school to transfer to a different District and is now inactive in Aeries and CALPADS. The school finds out the students Address changed, but we must update the address to send out last report cards or notices.

    However ANY change loaded into the SINF after the enrollment is closed in CALPADS, such as an address will kick out the SINF file.

    I put in a ticket and Aeries Support said that we cannot make changes to the data once the enrollment becomes inactive.

    But we must keep our data accurate in Aeries. Is it possible that after a student becomes inactive and is closed in CALPADS that the CALPADS Extract will not create an SINF record for these student so that all other records will load in CALPADS?

    If not, and Aeries states that we cannot make changes to Aeries data once the enrollment is Inactivate in Aeries can Aeries block the fields that can NO LONGER be changed so that this stops the Users from updating data that will stop the SINF from uploading?

    On the SINF file there is an error - "GERR0005 - LEA does not have ownership of student enrollment to make the update"

    This error will not allow our SINF file to upload into CALPADS. This error kicks out if ANY data gets changed to a student that has already been closed out in CALPADS.

    This happens for both Active and Inactive students. For example, a student leaves a school to transfer to a different District and is now inactive in Aeries and CALPADS. The school finds out the students Address changed, but we must update the address to send… more

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    2 comments  ·  CALPADS  ·  Delete…  ·  Admin →
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    completed  ·  AdminMarie Cullens (Senior Business Analyst, Aeries Software) responded

    Hello, this idea (or bug) has been completed in the 06/28/2023 update. Here are the Revision Notes:

    
    

    The SINF extract has been updated to adjust the effective date of change, if the change was made after the student's last day of enrollment.

15. CALPADS SINF not pulling translated XRF Race Codes when logged in LGD and instead pulls blanks

    CALPADS SINF is not pulling translated Race Codes from the XRF table when the record is logged in LGD and instead is pulling blanks.

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    completed  ·  AdminKathy Kelly (Quality Control, Aeries Software) responded

    Hello, this bug has been resolved in the 06/22/2023 update. Here are the Revision Notes:

    CALPADS Extracts (California) - In some cases, the SINF extract did not include the correct race code when custom race codes existed, fixed.

16. Change CALPADS Process to generate multiple SPRG files

    Due to the changes CALPADS launched in their new environment, we must make immediate adjustments to the Enrollment Update Extracts

    When processing SPRG reconciliation process, output into several files
    Deletes
    Exits
    Updates

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    completed  ·  AdminKathy Kelly (Quality Control, Aeries Software) responded

    Hello, This has been completed in the 8/25/2022 update. Here are the Revision Notes:

    
    

    CALPADS Extracts - The SPRG extract now provides multiple extract files consolidated into a single zip file due to import process changes made by CALPADS. The sub-files are pre-pended with a three-digit number indicating the order in which they should be uploaded (e.g., 001, 002, 003, etc.)

17. CALPADS SPRG - Remove the transaction code "R" from the SPRG files

    CALPADS SPRG - Remove the transaction code "R" from the SPRG files

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    completed  ·  AdminKathy Kelly (Quality Control, Aeries Software) responded

    Hello, This was completed in the Aeries update on 8/25/2022.  Here are the Revision Notes:

    CALPADS Extracts - The SPRG extract now provides multiple extract files consolidated into a single zip file due to import process changes made by CALPADS. The sub-files are pre-pended with a three-digit number indicating the order in which they should be uploaded (e.g., 001, 002, 003, etc.)

18. CALPADS SPRG ODS Delete File is Failing

    Since the CALPADS Post Redesign, the SPRG ODS Extract requested from CALPADS is missing the Academic Year and is causing the Aeries Delete files to fail when submitting to CALPADS. This is CALPADS Known Issue #6050. Programming will adjust the Aeries SPRG ODS Reconciliation Delete files and add the Academic Year to prevent the CALPADS Failed message and allow the records to post.

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    completed  ·  AdminKathy Kelly (Quality Control, Aeries Software) responded

    Hello, this issue has been resolved in the 6/21/22 update.  Here are the Revision Notes:

    CALPADS Extracts - For California customers, the SPRG ODS Reconciliation Delete transaction file was being rejected by CALPADS due to a missing Academic Year field, fixed.

19. CALPADS Extracts - TK students

    CALPADS Extracts - TK students need to be extracted separately from Kindergarten students as of July 1st, 2023

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    completed  ·  AdminKathy Kelly (Quality Control, Aeries Software) responded

    Hello, this idea has been completed in the 06/22/2023 update. Here are the Revision Notes:

    • The Transitional Kindergarten grade level (TK) was added to Grade Level translations. A warning message is displayed if the translation does not apply to the school year in which the user is logged in. https://support.aeries.com/support/solutions/articles/14000067780-calpads-extracts-code-translations-tab
    • Effective July 1, 2023, the SPRG extract no longer auto-generates program records with code 185 for Transitional Kindergarten as of a 2023-2024 database.

20. CALPADS Codes - Add code 9228 to Teacher State Course Group (TCH.CB) field.

    CALPADS Codes - Add code 9228 to Teacher State Course Group (TCH.CB) field.

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    completed  ·  AdminJenni Allen (BA, Aeries Software) responded

    Hello, this idea (or bug) has been completed in the 12/8/2022 update. Here are the Revision Notes:

    California Specific

    • Teachers - The CALPADS code 9228-Non-Core Academic Elective was added to      the State Course Code drop-down list (TCH.CB).