1. CALPADS Troubleshooting Guide
Welcome to the CALPADS Troubleshooting Guide training. In this session we will describe the types of errors that you may encounter and provide methods to help resolve those errors. We will introduce troubleshooting tips used by the service desk and detail the best way to request assistance from support. After the completion of this training we hope that you will have the ability and confidence to identify data discrepancies and resolve common errors in CALPADS.

2. CALPADS LEA administrator
Intended For
Individuals assigned to
CALPADS maintenance
CALPADS
LEA administrator
This training is for individuals responsible for posting data in CALPADS and completing certification.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

3. 1 HOLD Mute yourself Silence cellphones Name & LEA conversation
Courtesy Guidelines
Mute yourself
HOLD
Silence
cellphones
Name & LEA 1
conversation
at a time
We have some ground rules for today’s training
First, please mute yourself when you are not asking a question and do not put us on hold because doing so will usually play music which is disruptive to the training.
Please silence your cell phones.
Announce your name and LEA when speaking.
And finally, we ask that there be only one conversation at a time. However, if you ask a lengthy question or one that does not pertain to the training, we may postpone answering it until the end of the training.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

4. Navigating the Error List Examples of common Errors
Agenda
Troubleshooting Tips
Navigating the Error List
Error Types
Examples of common Errors
Wrap Up
We will begin with an overview of the different types of errors. Then review the resources used to troubleshoot errors. Next we will break down the CALPADS error list in detail and provide you with tips from the service desk. Lastly we will look at some common errors and wrap the session up.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

5. Let’s begin by discussing the different types of errors that you may encounter.
Error Types
CALPADS Troubleshooting Guide v1.0, November 30, 2016

6. Error Types Type Prefix Severity Result of Input Validation Rule (IVR)
FRMT, GERR,SENR, SINF, SPRG, SELA, SDIS, SWAV, SCSE, SCSC, CRSE, CRSC, SCTE, SDEM, SASS
Warning, Fatal
Online Maintenance, Batch File
Certification Validation Rule
(CVR)
CERT
Multiple Identifier Discrepancy
(MID)
MID
Fatal
Online Maintenance
Miscellaneous
PF, Upload Failed
Batch File
There a four basic types of errors in CALPADS:
Input Validation Rule (IVR), Certification Validation Rule (CVR) Multiple Identifier Discrepancy (MID) and Miscellaneous errors. IVRs are data errors related to submission records and have the most prefixes. IVRs can occur online and in Batch file submissions during input.
CVRs are errors related to requirements and have just the CERT prefix. CVRs occur globally in the certification module. CVRs differ from IVRs because they may be validated across file types and are not subjected to specific file submitted.
MID errors are related to the process of combing MIDs. They have the MID prefix and occur as MIDs are resolved.
Miscellaneous errors are related to a failed upload or post process. Miscellaneous errors do not always have a prefix. They occur online.
This different types of validations ensure that the data entered is sensible and reasonable. The helps CALPADS generate quality reports.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

7. Input Validation Rule (IVR) Errors
IVRs Indicate a data discrepancy between:
Data in CALPADS ODS and a submitted record
Multiple records in batch file
Submission sequence
Formatting
Input validation rules enforce a variety of business rules. IVR’s are imposed on all data submitted and posted. Batch files are validated initially on upload with IVRs and once again after the file has been reviewed and selected to post. Data submitted through online maintenance is validated prior to posting. The post button is not available until the submitted data has been successfully validated.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

8. CVRs Indicate a possible data discrepancy between:
Certification Validation rule (CVR) errors Certification Validation Rule (CVR) Errors
CVRs Indicate a possible data discrepancy between:
DATA relevant in the snapshot and reporting expectations
Reporting requirements
Certification Rules
Certification validation rules have two types of error severity, fatal and warning. CVRs errors are triggered when data in the Snapshot conflicts with reporting expectations or requirements.
The CERT warnings typically are comparisons that identify significant change from one year to the next or identify data that is missing, but not required. E. G. change in program enrollment counts, unreported job classification or program participation.
Fatal Certification errors will prevent the certification of a snapshot. Fatal Cert errors can trigger for a number of reasons, missing data, cross file type validations and conflicting data reported. The 2% anomaly threshold is a specific certification rule that will trigger an fatal error.
Since certification errors are detected after posting records, you may have 0 rejected records during your file submissions and still have certification errors.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

9. MID & Miscellaneous Errors
MID Errors identify why a MID combination could not be completed
Miscellaneous errors identify the reason for a failed file submission or post
MID errors are the result of a failed MID combination. When multiple SSID enrollment records can not be combined MID errors reveal the reason for the rejected combination. There are only four MID validations.
Miscellaneous errors trigger during the submission or posting process and are often accompanied by a Upload Failed or Post Failed message. Typically a, “string of Syntax indicating”, where the error is located in the file is provided with miscellaneous errors. There are only two Miscellaneous validations.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

10. Navigating the Error List
To be an effective and efficient troubleshooter you must learn to use the Error List. The error list is a Technical document. Once you learn how to navigate it and understand its contents you will have the ability to resolve errors faster.
Navigating the Error List
CALPADS Troubleshooting Guide v1.0, November 30, 2016

11. The Error List is a tabbed excel document
Like the CFS (Forms) and the Valid code combinations the error list is a tabbed Excel document. Each Tab is a sheet for a specific file type or submission.
The Error List is a tabbed excel document
CALPADS Troubleshooting Guide v1.0, November 30, 2016

12. Error List – Tab Navigation
Clicking the Tabs at the bottom of the spreadsheet allows you to navigate through the document.
Cycle through the tabs to find the appropriate error description
CALPADS Troubleshooting Guide v1.0, November 30, 2016

13. Error List – Tab Navigation
Cycle through the tabs to find the appropriate error description
CALPADS Troubleshooting Guide v1.0, November 30, 2016

14. Error List – Tab Navigation
The bottom tabs are named for the error type as it relates to the file submission or certification module. Errors that trigger in the student program record will be under the abbreviation for student program SPRG. Fall 2 certification errors would be under the Fall 2 tab.
Cycle through the tabs to find the appropriate error description
CALPADS Troubleshooting Guide v1.0, November 30, 2016

15. Error List - Layout
The descriptions are listed in alpha-numeric order by the error number
Each error description has seven elements
All validations, IVRS for file submissions and CVR for certifications are listed in alpha numeric order. For example Student enrollment errors would be listed with Format errors in numeric order then General errors in numeric order then the submission specific orders listed in numeric order. Every error has the same 7 elements.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

16. Error List – Layout
The descriptions are listed in alpha-numeric order by the error number
Each error description has seven elements
Error Number - used to identify the error description
The Error Number column is used to identify the error description.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

17. Error List – Layout
The descriptions are listed in alpha-numeric order by the error number
Each error description has seven elements
Error Number - used to identify the error description
Error Name - a basic generalization of the circumstances in which the error triggers
The Error Name column is a succinct description of what triggered the error. CALPADS provides the Error number and name for reference when an error triggers.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

18. Error List – Layout
The descriptions are listed in alpha-numeric order by the error number
Each error description has seven elements
Error Number - used to identify the error description
Error Name - a basic generalization of the circumstances in which the error triggers
Error Description - a brief explanation for the reason causing a failed validation
The Error Description column is a brief explanation of the conditions that commonly causes the error.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

19. Error List - Layout
The descriptions are listed in alpha-numeric order by the error number
Each error description has seven elements
Error Number - used to identify the error description
Error Name - a basic generalization of the circumstances in which the error triggers
Error Description - a brief explanation for the reason causing a failed validation
Severity - indicates if the record will pass or reject during processing
The Severity column describes the degree and impact of an error. For file type validations fatal errors keep results in the record from being posted and the records are rejected. Warnings indicate a potential discrepancy, but do not prevent posting. For certification validations fatal errors will prevent you from certifying.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

20. Error List – Layout
The descriptions are listed in alpha-numeric order by the error number
Each error description has seven elements
Error Number - used to identify the error description
Error Name - a basic generalization of the circumstances in which the error triggers
Error Description - a brief explanation for the reason causing a failed validation
Severity - indicates if the record will pass or fail processing
Fields Validated – identifies the fields of comparison, indicates where a discrepancy may lie
The Fields Validated column lists the fields that are processed by validation rules. These are key fields triggering the error. Checking the fields validated will offer clues to the nature of the problem.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

21. Error List – Layout
The descriptions are listed in alpha-numeric order by the error number
Each error description has seven elements
Error Number - used to identify the error description
Error Name - a basic generalization of the circumstances in which the error triggers
Error Description - a brief explanation for the reason causing a failed validation
Severity - indicates if the record will pass or fail processing
Fields Validated – identifies the fields of comparison, indicates where a discrepancy may lie
Suggested Resolution – provides one or more methods to resolve the error
The Suggested Resolution column offers at least one way to resolve the error. Often there are several suggested resolutions, after reviewing them all choose the best method of resolution.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

22. Error List -Layout
The descriptions are listed in alpha-numeric order by the error number
Each error description has seven elements
Error Number - used to identify the error description
Error Name - a basic generalization of the circumstances in which the error triggers
Error Description - a brief explanation for the reason causing a failed validation
Severity - indicates if the record will pass or fail processing
Fields Validated – identifies the fields of comparison, indicates where a discrepancy may lie
Suggested Resolution – provides one or more methods to resolve the error
Updates – provides history of changes to the error code
The Updates column provides the history of the error code. It will indicate if the error is new or if the severity has changed. Any changes in validation rule processing will be noted in the updates.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

23. The “tips” that we will share next are some of the methods and steps that the support staff use to identify and resolve errors. Hopefully you will be able to implement some of these practices into your troubleshooting process.
Troubleshooting Tips
CALPADS Troubleshooting Guide v1.0, November 30, 2016

24. Troubleshooting Tips #1 Drill down to view the error in detail
#2 Consult the error list to identify the
fields validated
#3 Open multiple browser windows to compare the CALPADS ODS and the rejected record
#1. When looking at the rejected record in a file submission, it is best to drill down to the Submission detail screen. This will allow you to see every field in the rejected record.
#2. Consult the error list to identify the fields validated for any type of error, IVR, CVR, MID or Miscellaneous.
#3. Open multiple browser windows so that you can compare the data discrepancy between the CALPADS ODS and your rejected record, CERT error or MID error.
#4. Use the reference documentation to understand field requirements and data relationships.
#5. When you can not figure an error out do not dwell on the unknown and unresolved. Submit a service request for assistance.
#4 Use reference documentation
to understand field requirements
#5 Submit a service request for support
CALPADS Troubleshooting Guide v1.0, November 30, 2016

25. Drill Down
The best method for reviewing rejected records is to drill down to the furthest detail. We will now show exactly what we mean by “drill down.”
CALPADS Troubleshooting Guide v1.0, November 30, 2016

26. Tip #1 - Drill Down
Drill down to view the rejected records by selecting the batch file in view submission status
To examine rejected records start by selecting the job name for the file you want to view. The blue link will take you to the file details screen for that file.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

27. Tip #1 - Drill Down Click the blue link to view the rejected records
On the file details screen the total records, passed records and rejected records are listed for all the schools and each individual school. To see all the rejected records in the file click the blue number link for all schools.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

28. Tip #1 - Drill Down
To search for a specific rejected record enter the search criteria then click the apply filters button
Click the reveal arrow to view all the fatal errors
The rejected record screen only show the rejected records in a file. There are filter options that allow you to search for a specific error and reveal buttons that display all fatal errors or warnings.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

29. Tip #1 - Drill Down
Click the show button to expand the list of SSID records triggering the GERR0002 errors
After revealing the list of errors, click the show button to see the list of students records triggering a specific type of error.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

30. Select the record that you want a detailed view of
Tip #1 - Drill Down
Select the record that you want a detailed view of
The SSIDs triggering the error are listed at the bottom of the rejected records screen. Although some general details about the records are displayed, it is best to view each rejected record in detail. Do not try to trouble shoot on this screen. Click the view details button for the record you would like to examine.
* A common mistake made is to try to trouble shoot from the rejected records screen. It is best to continue drilling down until there is a detailed view of every field in the rejected record.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

31. Bread crumbs end with submission details
Tip #1 - Drill Down
Bread crumbs end with submission details
Specific rejected record details indicate the field of validation are in the Filter Criteria
The view details button drills down to the submission details screen. The complete record is displayed. Look at the filtered criteria. The field that failed validation is indicated by its Field Name as well as the Field Value that triggered the error. Drilling down to the submission details allows you to see the record in its entirety. The CALPADS field names are listed in blue on the left and the record content from your local SIS is listed in white on the right.
The rejected record in the detail view identifies every field (in blue on the left) and the data input for those fields (on the right)
CALPADS Troubleshooting Guide v1.0, November 30, 2016

32. Identify Validation Fields
Now lets demonstrate how to identify the fields of validation.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

33. Tip #2 - Identify Validation Fields
When viewing the rejected record in detail view consult the CALPADS error list to identify the fields validated
Use the error code from the rejected record to find the error description in the CALPADS error list
Having drilled down to the submission details screen, we need to identify the fields that triggered the error. Use the error code from the rejected record to look up the error description in the CALPADS error list.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

34. Tip #2 - Identify Validation Fields
Consult the error list to identify the fields validated.
The fields validated column in the error list will indicate the field to look at for possible discrepancies. The validated field may not be the cause for the error or may not be the only cause for error.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

35. Open Multiple Browsers Windows
Another method that assists in troubleshooting is using multiple browser windows. Opening multiple browser windows allows you to compare the record submitted to the data already in CALPADS side by side.
NOTE: Most SIS vendors send up all the data and CALPADS has to figure out if the record needs to be updated or not. Regardless each record needs to be validated.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

36. Tip #3 - Open Multiple Browsers Windows
Move the cursor to the SSID Enrollment or State Reporting tab
After the fields of validation have been identified. We need to compare the rejected record to the CALPADS ODS. Remember the rejected record was extracted from your student information system and failed validation due to data discrepancies with the current record in CALPADS. Therefore comparing the current record in CALPADS to the rejected record will help us determine whether we need to change data in CALPADS or in the local SIS. Begin by placing the cursor over SSID enrollment or the State Reporting tab.
From the rejected record detail view open a second window so that you can view the fields validated in your rejected record and the CALPADS ODS side by side
CALPADS Troubleshooting Guide v1.0, November 30, 2016

37. Tip #3 - Open Multiple Browsers Windows
When the submenu appears, use the cursor to hover on online maintenance
When the dropdown opens, place the cursor over online maintenance.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

38. Tip #3 - Open Multiple Browsers Windows
Another submenu will appear move the cursor to hover over search for student
A secondary dropdown menu will open. Place the cursor over search for student. Right click the search for student link.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

39. Tip #3 - Open Multiple Browsers Windows
Right click search for student to open a navigation options menu. Select open link in a new window
Right clicking should reveal browser options in a pop up window. Choose the option that opens a new window. The options of functionality are similar in all browsers, but the directions may be different.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

40. Tip #3 - Open Multiple Browsers Windows
From the search from student screen navigate to the module that contains the student data being validated
In the new window type in the SSID from the rejected record. Navigate through the students records until you find the data being validated in the submission. If it is a SENR error go to the Student Enrollment section. If it’s a SINF error navigate to the Student Demographic section. If it’s a SPRG error navigate to the Student Program section.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

41. Tip #3 - Open Multiple Browsers Windows
Compare the rejected record and the CALPADS record in the two browser windows side by side. This allows you see the data clearly and identify the discrepancy. Resolving the discrepancy may consist of editing the record in CALPADS or back in your local SIS. Once you correct the record in the SIS, generate a new extract, upload into CALPADS and verify your edit resolved the discrepancy.
By comparing the fields validated between the rejected record and the CALPADS ODS side by side we can easily identify the nature of the discrepancy triggering the error
CALPADS Troubleshooting Guide v1.0, November 30, 2016

42. Reference Docs
Understanding why an error occurred can help you resolve the error, but maybe more importantly help you avoid triggering the error in the future. The best tools for understanding CALPADS reporting requirements, restrictions, rule processing and functionality are the CALPADS System documents.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

43. Frequently Used Documents
Tip #4 – Reference Docs
Frequently Used Documents
CALPADS File Specifications (Forms)
CALPADS Valid Code Combinations
CALPADS Data Guide
CALPADS Code Sets
CALPADS Error List
The most frequently used of the CALPADS System documents used for troubleshooting are the….
CALPADS File Specifications (Forms)
CALPADS Valid Code Combinations
CALPADS Data Guide
CALPADS Code Sets
CALPADS Error List
All of these documents including the error list can be found on the CALPADS system documents page.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

44. The CALPADS Error List is the primary troubleshooting resource
Tip #4 - Reference Docs
The CALPADS system documentation page lists the most updated versions of technical documentation
The primary resource for troubleshooting validation errors is the CALPADS Error list. The error list should be consulted anytime an error message is displayed in CALPADS. It is essential to successful troubleshooting. The importance of the error list can not be over emphasized with regard to troubleshooting. Just knowing how to use this document alone will cut the time spent troubleshooting down dramatically.
The CALPADS Error List is the primary troubleshooting resource
CALPADS Troubleshooting Guide v1.0, November 30, 2016

45. Tip #4 - Reference Docs
The file specification documents are commonly referred to in the suggested resolution in the Error List
The documents listed under CALPADS file specifications are often referred to in the Error List. This collection of documents feature field restrictions, codes and formatting instructions.
The CALPADS Code Sets document contains the current code values referenced in the file specifications for the CALPADS data elements. CALPADS state course codes are included in this document. 
The CALPADS File Specifications MS Word document includes overviews of the file formats, data submission windows, and document conventions.
The CALPADS File Specifications Forms document is an excel spreadsheet containing the file formats for CALPADS.
The CALPADS Extract Specifications document assists LEAs in understanding the extract specifications for CALPADS.
The CALPADS Valid Code Combinations document lists codes that can only be used in specific combinations in CALPADS.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

46. Tip #4 - Reference Docs
The CALPADS User Manual, CALPADS SSID and Enrollment procedures and the CALPADS Data Guide are not referenced by the Error List, but can be used for problem solving
The CALPADS User Manual, SSID Enrollment and Procedures or Data Guide is not referenced by the Error List, but will be needed for troubleshooting. The User Manual explains functionality and report specifications. It also features a glossary of terms. The SSID Enrollment and Procedures describes the business rules regarding the different enrollment types and scenarios. It also describes the rules for anomaly resolution specifically MID combinations. The CALPADS Data Guide provide LEAs with an understanding of what type of and when data must be maintained for each submission window. How to prepare for each submission and how the data will be used by the state.
For a detailed description and overview of the CALPADS documentation please attend the CALPADS Guide to Documentation training.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

47. Tip #4 - Reference Docs
Frequently, the suggested resolution in an error description references another CALPADS system document. Use the additional documents referenced to correctly populate the fields of validation
When using an error description from the Error List you may be referred to an additional reference document to find the accepted values or code combinations that will resolve the error. Being familiar with the Code Sets and Valid Code Combinations documents and knowing where to look for information is key in expediting the error resolution process.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

48. Request Support
When in doubt, if all else fails submit a service request. We are the easy button of CALPADS.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

49. Tip #5 - Request Support
The service request web form is the most direct way to request help. It is also the preferred method of request by support
The best way to contact the Service desk and submit a support request is to complete the Service Request form. It is by far the fastest and most direct method of contact between LEAs and Support. The information collected by the support form allows requests to be linked to previous requests or issues.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

50. Tip #5 - Request Support
Correct contact information allows the support to associate the requestor with their CALPADS account, LEA and previously submitted service requests
The contact information should be populated completely for the person with the issue.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

51. Tip #5 - Request Support
When requesting assistance from a specific member of the support staff include (ATTN: name of staff member) in the subject line
The subject generalizes the problem for routing and quick search. It can also be used to call to the attention of specific support personnel.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

52. Tip #5 - Request Support
Provide detailed information that describes and identifies the problem or issue. Key details include
SSID numbers
Job ID numbers
Error codes
School name
School code
The Description does not need to be lengthy, but precise. Non-personally identifiable information related to the problem should be provided. Error numbers, example SSID, Job ID numbers for files all help identify your issue.
Omit any personally identifiable details regarding students.
No names
No Local ID’s
The SSID is sufficient by itself
CALPADS Troubleshooting Guide v1.0, November 30, 2016

53. When working online attach screen shots of the error
Tip #5 - Request Support
Attaching screen shots of the problem or error message assist in helping identify or reduplicating the problem. Be sure to omit or cover up names in the screen shots.
When working online attach screen shots of the error
CALPADS Troubleshooting Guide v1.0, November 30, 2016

54. Examples of Common Errors
There are some common errors we will review and use the troubleshooting methods we have discussed so far in this training.
Examples of Common Errors
CALPADS Troubleshooting Guide v1.0, November 30, 2016

55. Common Errors – GERR0005 Problem
GERR0005 Error received online or batch submission for SINF, SELA, SPRG, SCSE or SCSC
“LEA does not have ownership of student enrollment to make the update”
Solution
Understand that SSID ownership is established through the Enrollment record.
Compare the data from the Rejected record in the submission file to the current enrollment data in CALPADS to identify effective start/end date(s) overlap with enrollment.
Correct the enrollment/exit dates in CALPADS or correct the date(s) in the submission file.
The GERR005 error is a common error found in a CALPADS file submission. GERR005 errors trigger on Student Information, Program, English language Acquisition and Course Section records. Typically dates in the rejected record extend beyond the enrollment dates noted in the Student Enrollment record. Ownership of an SSID is established though the enrollment, all subsequent student data must correspond to the existing enrollment date range.
CALPADS Troubleshooting Guide v1.0, November 30, 2016 55

56. Common Errors – GERR0005
Compare the Rejected Record fields validated to the Current record in CALPADS
To resolve a GERR005 error it is best to open two windows so that the rejected record can be viewed side by side with the enrollment record in CALPADS. Consult the error list so that fields validated can be examined. Identify the discrepancy in the fields validated and make the appropriate changes either in your local SIS or in CALPADS. Determine which record is correct then fix the record that is incorrect so that the records match to resolve the rejected record.
In this example we find that the GERR0005 triggered because the school of attendance does not correspond between the enrollment record in CALPADS and the rejected record from the submission.
Basic premise – start dates in various file types need to fall within the enrollment dates or a GERR005 will indicate an ownership problem so the update cannot continue.
In this example there is a discrepancy in the school of attendance fields between the rejected record and the record in current CALPADS. The students primary enrollment is at College Prep High, but the SPRG 181 record is for Alessandro High
CALPADS Troubleshooting Guide v1.0, November 30, 2016 56

57. Common Errors – GERR0005
Compare the rejected record fields validated to the Current record in CALPADS
It is not uncommon for multiple fields of validation to contain discrepancies. The GERR0005 will also trigger if the program membership start date in the rejected record goes unchanged. For program records that have a “Participation” membership, the start date must be on or after the enrollment date. Notice that in this example, the Program Membership Start date predates the actual Enrollment Start Date. Either the enrollment record in CALPADS is incorrect or the program record in the SIS that generated the rejected record is incorrect.
Another discrepancy between the rejected records Program Membership Start Date and the students Enrollment Start Date in CALPADS would also trigger a GERR005. The program start date can not precede the enrollment start date.
CALPADS Troubleshooting Guide v1.0, November 30, 2016 57

58. Common Errors – SENR0027 Problem
The SENR027 error occurs when an enrollment record being submitted overlaps with an existing enrollment record in CALPADS or another record within the SENR file.
Solution
Compare the rejected record in your SENR file to the enrollment record in CALPADS and determine the nature of the discrepancy. Update any applicable fields(Student School Start Date, Enrollment Status Code, Student School Exit Date, and Student Exit Reason Code).
Correct the enrollment record in your student information system(SIS) then resubmit the file.
Since CALPADS requires ongoing updates to the student enrollment record throughout the year SENR files are submitted quite often. The most common error in the SENR file is the SENR0027. When a enrollment record for an SSID is submitted conflicts with a enrollment record in CALPADS for the same LEA this fatal error is generated.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

59. Common Errors – SENR0027
Compare the rejected record fields validated to the current record in CALPADS
Comparison of both the enrollment history in CALPADS and the rejected record in detail will reveal the source of the error. The enrollment status code is highlighted in this example because the rejected record has the correct school and start date as the record in CALPADS, but the enrollment status code is incorrect. The enrollment status code in the rejected record is 10 for primary enrollment. The student has a primary enrollment at Palos Verdes Peninsula High on that same day. This is the reason for the SENR0027, but if the rejected record was submitted with a secondary enrollment status a 20 it would have passed as a secondary and primary enrollment can be concurrent.
This SENR0027 triggered because the rejected record enrollment status code is different than the enrollment record in CALPADS at the NPS school. The primary enrollment in CALPADS is currently at a different school of attendance.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

60. If no teaching assignment is appropriate for support instruction
Common Errors – CERT048
CERT048
Error occurs when no course section is reported for a job classification of teacher (12, 26, or 27)
Solution
Verify that the teacher has a non-classroom based teaching assignment or the associated course record is at the same school of delivery as the staff assignment
Submit the appropriate non-classroom based teaching assignment or course section for the teacher
If no teaching assignment is appropriate for support instruction
Submit a course-section record with the 3020 (Support/Consultation) course code
Certification errors or CVRs differ from IVRs in that the validation is exclusive to data that has already posted to CALPADS. There are no rejected records with certification errors. The discrepancy lies in data that is in the CALPADS ODS.
CERT048 errors are Fall 2 errors. They triggered when a staff member has a teacher job classification code(12, 26,27), but no associated course record or non-classroom based staff assignment has been reported.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

61. Common Errors – CERT048
Certification errors trigger from discrepancies in data in CALPADS. You must perform searches in online maintenance to identify the errors
This CERT048 triggered because there is no non-classroom based staff assignment for our teacher(12, 26, 27). If we expect our teacher to have an associated course record we have to look in the course section to identify the course record
Use the SEID indicated in the error message to search for the staff assignment. After confirming that the staff member is a teacher and as no non-classroom based staff assignment. We need to verify if there is a course record associated with the staff member and if not, why.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

62. Common Errors – CERT048
After verifying that the staff member should be classified as a teacher(12,26,27), we need to check the course record. The CERT48 has triggered because the school of assignment in the staff assignment record and the school of course delivery in the course record do not correspond.
We see that the teacher does in fact have a course record, but the staff assignment is at a different school than the course record. If staff member teaches at multiple schools you may need to submit course records for each school and staff assignments at each school.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

63. Verify the student’s enrollment status on Census Day
Common Errors – CERT077
CERT077
Error occurs when no student course section records are reported for a student whose enrollment status on Census Day is Primarily Enrollment (10)
Solution
Verify the student’s enrollment status on Census Day
If correct, submit the student course section records (SCSE) for the student
If not correct, submit updated student enrollment records (SENR)
CERT077 errors trigger when a student has a primary enrollment at a school, but no course record was submitted for that student at that specific school. To identify and resolve these errors we need to review the enrollment history and the student course section data.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

64. Common Errors – CERT077
Often the resolution of CERT errors requires the navigation to multiple modules in online maintenance.
This CERT077 errors requires that we first examine the enrollment record and possibly the student course section record
Use the SSID from the CERT077 error message to access the students profile. First look at the enrollment record to see where the students was reported to be enrolled on census day. After identifying where the student was enrolled on census day review the student course section data.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

65. Confirm that the students primary enrollment is accurately reported
Common Errors – CERT077
Confirm that the students primary enrollment is accurately reported
Check the Student Course Section record for a course record where the school of course delivery matches the school of attendance for the SSID.
This example shows a student enrolled at Palmitter Special Education. If this enrollment record is accurate the next thing to do is check the student course enrollment to see if the course was submitted at the correct school. We find that no course was submitted for this student. To resolve the error we would have to add a course record at this school.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

66. Common Errors – MID Errors
Problem
Errors when combining SSIDs in MID resolution
“Combination includes an open enrollment that is not the focus ID”
“The update will create one or more overlapping enrollments”
Solution
Exit or delete overlapping or duplicate enrollment records
A student can only have one enrollment on any given day among all SSIDs being combined
Temporarily manipulate the enrollment history by exiting duplicates using an exit date equal to the start date and an exit code of N470
Clean up enrollment history after combine
MID errors occur when the enrollment record prevents a combination. Either the error is related to the Focus ID( an open enrollment with the most recent start date) or related to concurrent enrollments. Both errors can be resolved be editing the enrollment record to allow the combination. After a successful combination update the remaining SSID to reflect an accurate enrollment history.
CALPADS Troubleshooting Guide v1.0, November 30, 2016 66

67. Common Errors – MID Errors
MID errors must be resolved prior to a MID combination. The owner of the focus ID(LEA with the current enrollment or most recent enrollment start date) can usually edit the enrollment record to resolve a MID error.
MID errors need to be resolved by the owner of the focus ID. The LEA that most recently assigned a given student a SSID is given ownership over the anomaly and is responsible for resolving the MID anomaly. This example shows an instance of a duplicate enrollment record for a single student. Both MID errors occurred attempting this MID combination.
The duplicate enrollment record (same enrollment start date, same school) is causing a CCE that has prevented the MID combination.
CALPADS Troubleshooting Guide v1.0, November 30, 2016 67

68. Common Errors – MID Errors
Make no edits to the SSID record that you wish to retain.
Use two browser windows to open the enrollment records for each SSID. The simplest way to resolve the focus SSID issue is to close one of the enrollment records. The simplest way to resolve a CCE is to use a “no show” exit code. So adding a exit reason of N470 and an exit date the same date as the enrollment start date to one of the enrollment records resolves both errors. After editing the enrollment history so that there is only a single open enrollment and no overlapping period of enrollments, you can attempt the MID combination again.
For the SSID that you wish to retire, change the Enrollment End Date to the same day as the Enrollment Start Date. Add a N470 Exit Reason. Combine the MID, then delete the N470 enrollment after the combination.
CALPADS Troubleshooting Guide v1.0, November 30, 2016 68

69. Common Errors – Miscellaneous Errors
Problem
PF0001 is triggered if there are records a submitted file that have been changed in CALPADS after reaching “In Review” status, but prior to posting.
NOTE: Schools in the “In Review” state passed the validations at the time of posting but were not allowed to post because one or more schools ran into the Post Failed
Solution
LEAs should simply re-upload the same file (creating a new job ID) and post immediately. The records that failed previously on POST should now fail on UPLOAD, allowing the LEA to continue working with a school's passed records.
File errors often occur in the form of the PF001 error. Changes made to a record in the ODS after a file submission, but prior to posting can trigger PF001 errors. To prevent corruption of data in CALPADS, edits applied when a file is uploaded are re-applied at POST. So after the original submission of a batch file another set of validations is run prior to posting to check whether changes have been made to the ODS between the upload timestamp and the post timestamp. PF0001 is triggered if there are records in the submitted file for a school that receive a fatal error at POST. There is nothing to correct or resolve with PF0001 errors.
You can post the past records from the file and then submit another file from your SIS to account for the recent changes that were made between the submission and posting.
CALPADS Troubleshooting Guide v1.0, November 30, 2016 69

70. Lets review the key concepts and points of emphasis from this presentation.
Wrap Up
CALPADS Troubleshooting Guide v1.0, November 30, 2016

71. Did you get it all?
There are multiple Error types, IVRs CVRs, MID and Miscellaneous errors
There are several reference documents useful for troubleshooting, the most important of these is the CALPADS Error List
Understand how to use the Error List
The Error Description provides a brief explanation for the reason of a failed validation
The Fields validated identify the fields of comparison and indicate where a discrepancy may lie
Suggested resolution will provide one or more methods to resolve the error
Review each bullet point
CALPADS Troubleshooting Guide v1.0, November 30, 2016

72. Did you get it all? (continued)
Use the troubleshooting tips
Drill down to view rejected records in detail
Identify the fields validated
Open multiple browsing windows to compare the rejected record to the CALPADS ODS
Use reference documentation to resolve the error
Send in a support request for help
There are multiple levels of support
Complete the service request form with detail related to your problem for the quickest response.
As demonstrated, common errors are quickly resolved using the tips and strategies discussed
Review each bullet point
CALPADS Troubleshooting Guide v1.0, November 30, 2016

73. Did you get it all? (continued)
What is the difference between IVRs and CVRs?
IVRs or Input Validation Rule errors trigger on the submission or input of data. CVRs or Certification Rule Errors trigger on data that has been previously posted in the CALPADS ODS.
What is the primary resource for troubleshooting validation errors?
The CALPADS Error list.
The Error List references what set of documents on the System Documents page?
The CALPADS File Specifications(CFS) documents.
When viewing the rejected record in detail view you should consult the CALPADS error list’s _______ column to identify the?
Fields validated. This column in the error list indicates where a discrepancy may be located.
What is the best way to contact support?
The best way to contact CALPADS representatives is through a service request online at
What information should be omitted when requesting support?
Personally identifiable information should be omitted from your support request. Do include SSID, SEID, job ID and error numbers in your request.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

74. Reminders
Familiarize yourself with the documents on the system documents page, especially the CALPADS Error List
Use the error list to identify the fields validated and the source of the error
Drill down to the submission details screen to examine the complete record when troubleshooting
If all else fails, submit a service request for support using the Web form
Touch on each reminder one last time.
CALPADS Troubleshooting Guide v1.0, November 30, 2016

75. Resources CALPADS Calendar
System Documentation (versions 8.3 or later, Effective November 15, 2016)
Document
Description
Sections
CALPADS File Specifications (Forms)
File layout and requirements for batch submission
SENR, SINF, SPRG, & SELA tabs
CALPADS Code Sets
Detailed state code lists
CALPADS Valid Code Combinations
Matches up related codes
Error List
Detailed error message descriptions
SENR, SINF, SPRG, SELA, & Fall 1 tabs
CALPADS Data Guide
Detailed requirements
{Cover each item}
CALPADS Troubleshooting Guide v1.0, November 30, 2016

76. Support Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone:
Listserv:
CALPADS Troubleshooting Guide v1.0, November 30, 2016

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CALPADS Troubleshooting Guide v1.0, November 30, 2016