CALPADS Update Flash #299
2024-25 End-of-Year 1-4 Conversion of Certification Validation Rules to Data Discrepancies/Certification Data Discrepancies.To: Local Educational Agency (LEA) Representatives
From: California Department of Education (CDE) –
California Longitudinal Pupil Achievement Data System
(CALPADS) Team
Date: April 14, 2025
Subject: CALPADS Update FLASH #299
2024−25 EOY 1−4 Conversion of Certification Validation Rules to Data Discrepancies/Certification Data Discrepancies
The California Department of Education (CDE) and the California Longitudinal Pupil Achievement Data System (CALPADS) Team understand the importance of ensuring a stable, well-functioning system, and they continue to make improvements to enhance system usability and performance. As part of this ongoing effort, all eligible End of Year (EOY) 1–4 Certification Validation Rules (CVRs) have been converted to Data Discrepancies (DDs) that become Certification Data Discrepancies (CDDs) when a submission window opens. This conversion allows local educational agencies (LEAs) to view and resolve errors for submitted data on an ongoing basis throughout the year, reducing the workload during submission windows and providing more time for LEA staff to review reports for accuracy. In addition, CVR CERT004 has been split into three separate DDs to provide LEAs more clarity and specificity into the issue triggering the error, which will facilitate error resolution. Finally, since CVR processing lengthens the time for LEAs to access a revision, and DD processing does not, significantly reducing the number of CVRs that run shortens the time it takes LEAs to receive revisions.
EOY 1–4 Conversions
Concurrently with the implementation of the Special Education (SPED) redesign, the majority of SPED CVRs were implemented as DDs/CDDs as part of the redesign. For this upcoming EOY submission, all remaining CVRs in EOY 1–4 that were eligible for conversion have been converted to DDs/CDDs. A total of only 11 CVRs remain: Three for EOY 3, three for EOY 2, four for EOY 3, and one for EOY 4. Table 1 below summarizes the previously existing CVRs that have now been converted to DD/CDDs. All of the conversions are in the production environment, and the corresponding CVRs have been disabled.
Table 1: EOY 1–4 CVR Conversions
Code abbreviations used in the table that are not otherwise defined:
AD – Adult
AY – Academic Year
CTE – Career Technical Education
EL – English Learner
ELAS – English Language Acquisition Status (file name)
F2 – Fall 2
IN – Infant
PS – Prekindergarten
SCSC – Student Course Section (file name)
SCTE – Student Career Technical Education (file name)
SELA – Student English Language Acquisition (file name)
SENR – Student Enrollment (file name)
SINF – Student Information (file name)
SSID – Statewide Student Identifier
STAS – Student Absence Summary (file name)
TD – Toddlers
TBD – To Be Determined
TK – Transitional Kindergarten
| CVR # (Disabled) |
New DD/CDD# | Severity Level | Error Short Message | Error Description |
|---|---|---|---|---|
| CERT004 | SENR0661E1 SENR0661E2 SENR0661E3 SENR0661E4 |
Fatal | Invalid Student Race Missing Indicator and Student Race Code Combination | Student Race Missing Indicator must accurately reflect what is populated in the Student Race Code Fields. If Race is known, Race 1 should be populated prior to Race 2 through Race 5 codes. |
| CERT004 | SENR0716E1 SENR0716E2 SENR0716E3 SENR0716E4 |
Fatal | Invalid Student Ethnicity Missing Indicator and Student Hispanic Ethnicity Indicator | Student Ethnicity Missing Indicator must accurately reflect what is populated in the Student Hispanic Ethnicity Indicator. |
| CERT004 | SENR0717E1 SENR0717E2 SENR0717E3 SENR0717E4 |
Fatal | Missing overlapping SINF record | A student enrolled during the Academic Year has no overlapping SINF record. |
| CERT067 | SENR0649E3 | Fatal | ELAS Student Not Reported | A student enrolled has no SELA record. |
| CERT081 | SENR0687E1 | Warning | No Student Course Section Data for a Secondary or Short-Term Enrolled Student | No course section data was submitted for a student with Enrollment Status of Secondary or Short-Term. |
| CERT098 | SCSC0681E1 | Fatal | Student Course Section for SSID Not Enrolled During the Academic Year | A student course section record was submitted for an SSID that was not enrolled on Census Day (F2) or EOY 1 Reporting Period (E1). |
| CERT099 | SENR0693E1 | Warning | No Student Course Section Data for a Primarily Enrolled Student (SCSC) | No End-of-Year student course section data were submitted for an enrolled student with enrollment status of Primary. |
| CERT100 | CRSC0686E1 | Warning | No Enrollment for Course Section (CRSC) | A course section does not have any associated student course section records. |
| CERT106 | SENR0657E3 | Warning | Invalid “TBD” English Language Acquisition Status Code | If a student with a Primary enrollment has an English Language Acquisition Code = "TBD" and the Student Grade Level Code is not equal to "AD," "IN," "TD," "TK," or "PS," then the student must also have been enrolled for less than 30 days, since the agency has 30 days to test the student out of TBD status. |
| CERT112 | SENR0317E3 | Fatal | Student Enrollment Record in Previous AY Not Exited | A student that was enrolled any time between July 1 and June 30 of the previous Academic Year and has not been exited prior to August 16 of the Active Academic Year. |
| CERT112 | SENR0317E4 | Fatal | Student Enrollment Record in Previous AY Not Exited | A student that was enrolled any time between July 1 and June 30 of the previous Academic Year and has not been exited prior to August 16 of the Active Academic Year. |
| CERT113 | SENR0656E3 | Fatal | Missing Student Initial U.S. School Enrollment Date K–12 |
If Student Grade Level Code = “TK,” “KN,” “01,” “02,” “03,” “04,” “05,” “06,” “07,” “08,” “09,” “10,” “11,” “12,” and the English Language Acquisition Status = “EL,” then Student Initial U.S. School Enrollment Date must be populated. |
| CERT123 | SCTE068E1 | Fatal | Missing or invalid SCSC record for SCTE record | No Student Course Section Completion record (SCSC) was submitted for a CTE Capstone course at the same Reporting LEA or associated State Course Code submitted is not valid for SCTE Pathway Code. |
| CERT126 | STAS0706E3 | Fatal | Missing Primary or Short-term Enrollment Record for a student with Absence Summary Data | Students who are reported as attending school in the absence summary data must have associated SENR data for the same school in the same academic year with an enrollment status of Primary or Short-term. |
| CERT128 | SENR0695E3 | Fatal | Missing Absence Summary Data for Student | Each student who has an SENR record with an enrollment status of Primary or short-term in grades TK–12 must have an associated STAS record for the same school and academic year. |
| CERT129 | STAS0707E3 | Fatal | Expected Attendance Days is greater than Total Enrollment Days | A student's Expected Attendance Days must be less than or equal to their Total Enrollment Days at the same school for the same academic year. |
| CERT131 | SENR0715E3 | Fatal | Student Enrollment Record in Active Reporting AY Not Yet Exited | A student that was enrolled any time between July 1 and June 30 of the Active reporting Academic Year and has not been exited prior to August 16 of the next reporting Academic Year. |
| CERT131 | SENR0715E4 | Fatal | Student Enrollment Record in Active Reporting AY Not Yet Exited | A student that was enrolled any time between July 1 and June 30 of the Active reporting Academic Year and has not been exited prior to August 16 of the next reporting Academic Year. |
| CERT149 | SENR0712E3 | Warning | Missing Expulsion or Suspension Incident Result Record | Student was exited from your school during the Reporting Period (July 1 - June 30) with a Student Exit Reason Code = T165 [TransSpecDiscRsnsOrJudg] and is missing a Student Incident Result (SIRS) record with an Incident Result code = 100 (Suspension), 200 (Expulsion) during the same reporting period. |
| CERT150 | SENR0697E3 | Warning | Missing Expulsion Incident Result Record | Student was exited from a school during the Reporting Period (July 1 - June 30) with a Student Exit Reason Code = E300 (ExpellNoKnownEnroll) but does not have an Incident Result record with an Incident Result code = 200 (expulsion) during the same reporting period. |
| CERT151 | SOFF0709E3 | Warning | Invalid Student Offense and Incident Result Code Combination | Students should not be expelled for disruption or defiance (Student Offense Code = 511). |
| CERT152 | SOFF0710E3 | Warning | Invalid Incident Result Code and Grade Level Combination for Student Offense Code 511 (disruption, defiance) | Students in Grades “IN,” “PS,” “TK,” “KN,” “1–12” should not be suspended for disruption or defiance (Student Offense Code = 511). |
| CERT153 | SINC0699E3 | Fatal | Missing Student Incident Result (SIRS) Record for Student | Student Incident (SINC) Records must have at least one associated Student. Incident Result (SIRS) Record. |
| CERT154 | SOFF0711E3 | Fatal | Missing Student Incident (SINC) Record for Student | Student Offense (SOFF) Records must have an associated Student Incident (SINC) Record. |
| CERT154 | SIRS0703E3 | Fatal | Missing Student Incident (SINC) Record for Student | Student Incident Result (SIRS) must have an associated Student Incident (SINC) Record. |
| CERT155 | SINC0700E3 | Fatal | Missing Student Offense (SOFF) Record for Student | Student Incident (SINC) Record where Statutory Offense Indicator = Y must have an associated Student Offense (SOFF) Record. |
| CERT156 | STAS0708E3 | Fatal | Missing Suspension Data for a student who was reported as absent due to either out-of-school suspension or in-school suspension | Students who are reported as having suspensions (in-school or out-of-school) in the absence summary file must have associated Incident data. |
| CERT158 | SINC0702E3 | Fatal | Missing Removal to Interim Alternative Setting Reason Code | If student has an overlapping Active SPED Plan on the Incident Occurrence Date and the following offenses were committed by the student (Offense Code 100, 103, 105, 200, 400, 401, 500, 503, 505, 600), then Removal to Interim. Alternative Setting Reason Code must be populated. |
| CERT162 | SIRS0704E3 | Fatal | Missing Student Offense (SOFF) Record for student with an Incident Result for a reportable offense | Student Incident Results (SIRS) Record where Incident Results = 100, 110, 200, 300, 400 must have an associated Student Offense (SOFF) Record Note: Added 300 (Other Means of Correction) and 400 (No Result). |
| CERT163 | SIRS0705E3 | Fatal | Missing Student Instructional Support Indicator | If Incident Result Code = 100, 110, 200, then associated Student Instructional Support Indicator must be populated. |
| CERT165 | SENR0526E3 | Fatal | Invalid "EL" English Language Acquisition Status Code | Primarily Enrolled English Learners who are aged 22 years or older and Enrolled in Grades TK through 12 must be designated Adult English Learner (ADEL). |
| CERT166 | SENR0660E3 | Fatal | Invalid "TBD" English Language Acquisition Status Code | Primarily Enrolled students who are aged 22 years or older and Enrolled in Grades KN through 12 cannot be "TBD." |
Making Best Use of Data Discrepancy Functionality Before EOY Submission Window Opens
The data discrepancy processing runs for all submitted data on an ongoing basis, regardless whether a submission window is open. The DD user interface (UI) displays any DDs that have been triggered for the reporting year.
DDs trigger on data uploaded for specified records. As many LEAs, in an effort to minimize uploads, do not submit the EOY data that they will certify until the school year is complete, the majority of EOY DDs will not be useful to review until data are uploaded. Therefore, before the 2024–25 EOY submission window opens on May 6 (and before LEAs have uploaded EOY data), LEAs should focus on those DDs that trigger on existing data in CALPADS. These will primarily be data submitted for the Student Enrollment (SENR) file. The DDs listed in Table 2 below, which will also display as CDDs in the certification UI when the submission window opens, may be reviewed and resolved now, enabling LEAs to focus on the other DDs that trigger when EOY data are uploaded.
Table 2: Data Discrepancies to Review at Any Time
| DD | Short Message | Severity Level |
|---|---|---|
| SENR0661E1, SENR0661E2, SENR0661E3, SENR0661E4 | Invalid Student Race Missing Indicator and Student Race Code Combination | Fatal |
| SENR0716E1, SENR0716E2, SENR0716E3, SENR0716E4 | Invalid Student Ethnicity Missing Indicator and Student Hispanic Ethnicity Indicator | Fatal |
| SENR0717E1, SENR0717E2, SENR0717E3, SENR0717E4 | Missing overlapping SINF record | Fatal |
| SENR0649E3 | ELAS Student Not Reported | Fatal |
| SENR0657E3 | Invalid “TBD” English Language Acquisition Status Code* | Warning |
| SENR0656E3 | Missing Student Initial U.S. School Enrollment Date K–12 | Fatal |
| SENR0526E3 | Invalid "EL" English Language Acquisition Status Code | Fatal |
*Refer to CALPADS Update Flash #298 regarding the importance of checking for and resolving this DD on an ongoing basis throughout the year.
LEAs may also consider uploading EOY data prior to the opening of the EOY submission window on May 6. This includes student incident data, which will trigger DDs on students with incidents that have occurred throughout the year, up until data are uploaded. Aside from SENR DDs, the Student Offense (SOFF), Student Incident (SINC), and Student Results (SIRS) files have the highest quantity of DDs. Should LEAs submit these files now, they can resolve any DDs, and then they may upload the files again once the school year is complete for any incidents that occur during the remainder of the school year.
If these errors are resolved early, LEAs can focus on the remaining 6 (six) DDs that trigger on Student Course Section (SCSC), Course Section (CRSC), Student Career Technical Education (SCTE), and Student Absence Summary (STAS) files.
Early resolution of fatal errors is critical, as the EOY certification deadline and the close of the Amendment Window occur a week earlier in 2024−25 than they did in 2023−24. Using the DD functionality can help LEAs meet the milestone for no fatal errors and provide more time to review the accuracy of the data in the certification reports that are used to calculate the California School Dashboard indicators.
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