Data entered into Infinite Campus is ran through various validation checks and shared with staff. In consideration of state and federal timelines, and the possibility of staff absence, these notifications are sent to multiple recipients to avoid delay in response.
These checks are to help identify and prevent erroneous information from being uploaded into other programs, sent to vendors, certified with the California Department of Education (CDE), and U.S. Department of Education. Resolving these should be a priority to ensure data is 100% accurate and reliable.
Data is checked for missing and incorrect information. Most of the fields checked are on the demographics or enrollment tabs in Infinite Campus. After reviewing these notifications, (not necessarily errors), no action may be needed; for example, ‘absent first day of enrollment’. In this situation the absence may be kept for tracking purposes, or the starting enrollment date can be changed. This validation is included because enrollment dates are monitored closely by many entities, including ADA submissions for pupil funding. It is the site administrator’s decision on whether to change the enrollment start date or not. NOTE: According to the Dept. of Education, students with any number of enrollment, including only one day, MUST be enrolled in a class.
Data notifications are pulled from Infinite Campus and the California Longitudinal Pupil Achievement Data System (CALPADS) system. CALPADS requires pupil enrollments, pupil demographics, pupil addresses, pupil grades, pupil discipline, pupil absences, special education, foster, homeless, military, runaway, migrant, GATE, 504 program, pupil lunch status, pupil English learner status, courses, staff assignments, staff demographics, etc. Each file is processed through multiple validations, including comparing longitudinally with what was submitted in previous years, what other agencies report, and against other districts’ submissions. This is when the enrollment overlap errors are identified – concurrent enrollment (CCE) anomalies (student is enrolled in two schools in different districts at the same time)***. Since CALPADS compares data across agencies and districts, the other districts or agencies may need to be contacted in order to resolve data discrepancies.
Multiple online resources are available to bookmark: Infinite Campus Community and CALPADS FAQs. The Research and Data staff are available to support data entry through training, the SI Working Group Meetings, and by using the work order type of ‘Data & Reports – RD’. Please contact departments directly for specific questions, such as special education, behavior, EL, etc.
***A case may arise in which a student is concurrently enrolled (i.e., shows overlapping enrollment) in a traditional school and a non-classroom based independent study school.
For the purposes of CALPADS reporting:
- The non-classroom based independent study school is responsible for correcting the concurrent enrollment in CALPADS, and the school can do one of two things to correct this:
- Amend the School Start Date and School Exit Date, so that the student does not appear in CALPADS with an overlapping enrollment period in the school in which the student was physically present in a classroom.
- Enroll the student as a secondary enrollment (Enrollment Status Code 20) during the period of overlap.
NOTE: Legally, average daily attendance (ADA) cannot be reported by two LEAs for the same student on the same day. Although CALPADS will not be used as an auditing tool for average daily attendance reporting, it is expected that LEAs will exercise due diligence in determining whether given students are enrolled elsewhere prior to enrolling the students.
LEAs should use the following guidance when resolving one-day or very short enrollment laps causing CCE anomalies:
- The Enrollment Exit Date (Field 1.25) for a given student in this situation should reflect the last full day that the student met the minimum day requirement* for purposes of ADA for an LEA.
- The Enrollment Start Date (Field 1.22) for a given student in this situation should reflect the first full day that the student met the minimum day requirement* for purposes of ADA for an LEA.
The example below illustrates a possible scenario and a resolution:
Scenario: On October 2nd, a student attends one period in the morning at School A, and then leaves School A and enrolls in School B in the afternoon and attends two class periods at the end of the day.
Resolution: Because the student did not meet the minimum day requirement* at either school, School A should exit the student with an Enrollment Exit Date (Field 1.25) of October 1st, and School B should enroll the student with an Enrollment Start Date (Field 1.22) of October 3rd.
*Minimum day requirement for ADA: A student must be enrolled in a given school for a minimum of 180 instructional minutes in order to meet the minimum day requirement for purposes of ADA.
MISSING Race/Ethnicity or Determination:
CDE/CALPADS Race FAQs:
Can we put space on our form for parents/guardians to indicate “Declined to answer” under the Race question, or can we put “You may leave this question blank if you answered Yes to the Hispanic question” in our instructions for the race question?
What do we do when respondents refuse to identify their race or ethnicity?