Migrant Eligible Program Students Extract Request
An authorized LEA may request an extract of the Migrant Eligible Program Students (MEPS) results through the CALPADS on-line portal for all their primary enrolled students. CALPADS will create the extract file according to the user’s specified selection criteria.
- all students “currently” enrolled within the requesting LEA that have a “primary” enrollment status regardless of when the enrollment begins (includes pre-enrolled students), or
- all primary (enrollment status = 10) enrollments where exit code = E155 (YearEndEnrlmntExitSameSchl) AND the exit date for that enrollment is less than 1 year.
NOTE: Extract results will be updated on a weekly basis.
Record Layout
The file will contain the direct certification results for:
- all students “currently” enrolled within the requesting LEA that have a “primary” enrollment status regardless of when the enrollment begins (includes pre-enrolled students), or
-
all primary (enrollment status = 10) enrollments where exit code = E155 (YearEndEnrlmntExitSameSchl) or E156 (GD12ContinuedEd) AND the exit date for that enrollment is less than 1 year.
- NOTE: If a student has an enrollment where exit code = E155 or E156, it should only be included if it is the most recent enrollment for the LEA.
The content of the Migrant Eligible Program Students (MEPS) file is listed in table below.
| # | CALPADS File Element | Field Type | Max Length | Business Rule |
|---|---|---|---|---|
| 1 | SSID | CS | 10 | The SSID for the student from the associated SENR record. If the SSID associated with the enrollment is retired, the system will populate the SSID field with the active SSID associated with the retired SSID. May not be blank. |
| 2 | MSDNumber | CS | 11 | Number issued by MSIN to uniquely identify MEP eligible students. May not be blank. |
| 3 | EligibilityStartDate | DT | 8 | Eligibility start date for the Certificate of Eligibility (COE), also known as the Qualifying Arrival Date (QAD) as provided by MSIN. |
| 4 | EndofEligibilityDate | DT | 8 | End of eligibility (EoE) provided by MSIN. Can be a future date. During the eligibility period, it will be a projected future date. May not be blank. |
| 5 | RetiredMSDNumber | CS | 11 | The MSD number that is no longer in use due to a merge. May be blank. |
| 6 | RetirementDate | DT | 8 | The date the MSD Number is retired. On retirement, a system process will update the MSD File with the new MSD number. May be blank. |
| 7 | Latest Update Date | DT | 8 | The date the MEPS record was last updated in the weekly MSIN import. |
File Format
The extract file created will be in caret delimited format with no end cap delimiter. The structure of the file will conform to the order and data type listed in the Record Layout above. The date formats will follow the same formats required for the CALPADS File Formats (Format: CCYYMMDD, e.g., 20150701).
File Transmission
LEA may request a Migrant Eligible Program Students (MEPS) Extract file through the CALPADS portal. The extract function will allow an authorized user to specify selection criteria and request a file be created by the CALPADS application. The LEA will receive email notification when the file is available for download. The file will not be transmitted via email.
Request and Download Process
The image below depicts the process in requesting and downloading the file extract.
Below are the steps in requesting a Direct Certification extract from the CALPADS Extract page.
Active Student
Request will only include students with current open enrollment record.
Click on Extract from the Left navigation menu.
Click on ODS Extracts button to expand the list of avilable ODS extracts.
From the list, select Migrant Education Extract ODS Download - MSIN.
In the modal, select Active Students Tab.
The Reporting LEA field will default to the LEA associated to.
Select school/s by either clicking on the arrows to move the school to the selected box.
In Record History, it defaults to Most Recent History, which will only extract the most recent Migrant status record of the student in CALPADS. Picking All, will extract the complete history of the Student’s MSIN records regardless of the SENR enrollment period.
Records Added Since Allow the LEA to only select “new” records added since the indicated date. If entering value, must be MM/DD/YYYY format or select a date using Date Picker.
User may specify a file name for the extract. (Optional)
Check "email results when done" box if you wish CALPADS to notify you when the extract request is available for download. Ensure that you provide a valid accurate email address to route the message to.
Click on Request File button to execute request. This message below will appear:
Extract request made successfully. Please check back later for download.
Date Range
Request will include all students enrolled within the current academic year overlapping the indicated dated range regardless if it is active or not.
Click on Extract from the Left navigation menu.
Click on ODS Extracts button to expand the list of avilable ODS extracts.
From the list, select Migrant Education Extract ODS Download - MSIN.
In the modal, select Active Students Tab.
The Reporting LEA field will default to the LEA associated to.
Select school/s by either clicking on the arrows to move the school to the selected box.
Specify date range of student enrollment for the current AY to include. To capture all students use 7/1 to 6/30 of current academic year.
In Record History, it defaults to Most Recent History, which will only extract the most recent Migrant status record of the student in CALPADS. Picking All, will extract the complete history of the Student’s MSIN records regardless of the SENR enrollment period.
Records Added Since Allow the LEA to only select “new” records added since the indicated date. If entering value, must be MM/DD/YYYY format or select a date using Date Picker.
User may specify a file name for the extract. (Optional)
Check "email results when done" box if you wish CALPADS to notify you when the extract request is available for download. Ensure that you provide a valid accurate email address to route the message to.
Click on Request File button to execute request. This message below will appear:
Extract request made successfully. Please check back later for download.
Extract Modal Email Notification Functionality
This option allows users to be notified, through email, when a submitted extract request is ready for download. Each extract modal will have the following features:
- Optional Checkbox titled: "Email Results When Done"
- Email Field
- The email address associated to the CALPADS User Profile requester will be autofilled. However, the user can also be able to provide an email address to override this default.
Extract Modal Email Notification Message
Upon request for a CALPADS extract availability email notification, a user will receive an email with the following details. The user will be required to authenicate prior to downloading the extract request file.
Subject Line:[Extract Type that was requested] is Ready for Download
Body Message:
Your requested extract is now ready for download.
Details:
File Name: [Default file name from system or extract name provided by user when requesting the extract ]
Date Request: [Date/Time Requested in the following format: MM/DD/YYYY HR:MIN:SEC AM/PM - GMT Time Zone]
[Download Link]
Important: For security reasons and phising avoidance, please be aware of the provided valid email addressess boxed in red.
Converting MEPS Extract to Excel Format
The MSIN extracts, when downloaded is in a .txt format. Opening the file brings up the Notepad application with some data that users might have difficulty reading. A solution to this is to use the MSIN Extract template.
Below are the steps in converting the extract.
- Download the MEPS Extract Template.
- Open the template.
- A protected View message will appear at the top, you may click on Enable Editing.
- Another security warning will appear at the top concerning a disable Macros. Click on Enable Content.
- Click on Import MEPS Extract File button.
- Locate the downloaded MEPS extract you requested from CALPADS.
- Once you click on the file, the template will then gather the information from the extract and list the data extracted.
Sample MEPS Extract
Below is an example of a discrepancy extract converted to excel.
User Roles for Access
Additional Resources
Migrant Education Programs and Services
Provides information on statewide programs and services coordinated by California's Migrant Education Program (MEP).
Migrant Education Data at a Glance
Quick notes about the new Migrant Ed collection process.
CALPADS Update Flash #308
Topics Include: Change in Migrant Student Data Collection.
MEPS Extract Template
This template serves to assist the LEAs in deciphering each of the columns from a requested Migrant Eligible Program Students (MEPS) Extract.