The following open issues have been identified with the CALPADS Submission process. We are updating this list as items are added and/or resolved. We apologize for the inconvenience and are working as quickly as possible to amend our extraction process.
If your schools are still testing students via the TOMS Portal, there are a couple of important steps to be taken BEFORE JUNE 30th:
After June 30th, you no longer need to worry about continuing the CAASPP/ELPAC testing, as the nightly sync between TOMS and CALPADS will be suspended.
Remember that all enrollment records need to be closed for all students by July 20th for the EOY submissions.
Please see this article for more information: Extended CAASPP/ELPAC Testing for 20-21
CALPADS - SDEM extract in EOY not handling Multiple Teacher flag properly **Fixed in the 7/9/21 update.
Staff Demographics (SDEM) extract is improperly excluding some teachers with the MTS flagged as 09. This is a hot item and will be released as soon as it passes QC testing. Also, we are adding back the list of files extracted by each button on the EOY tab.
CALPADS SINF Extract gets stuck in certain circumstances, never completes **Fixed in the 7/9/21 update
When students have a Home Reporting school (STU.HS) that is marked as Do Not Report (LOC.DNR) the file extraction process gets stuck and never completes. The only workaround is to remove the DNR tab from School Options for that school, but make sure that school is NOT selected on the Schools tab for CALPADS Extracts.
CALPADS EOY Extracts not working for non-flex schools using Section Staff **Fixed in the 7/7/21 Update
Schools who are not using Flexible Scheduling but are using section staff may not extract correctly for EOY Course and Staff files. This is a hot item and will be released as soon as it passes QC testing.
New SSID Import File **Fixed in the 6/22/21 Update
Please see this document for more information: CALPADS Extracts - Identifier Tab
Can't Import new SSIDs because of unrecognized data:
New SSID Extract files from CALPADS now include new data at the end of the file, and cannot be imported. Vendors were informed today (6/10/21) in the bi-weekly Vendor Call that they changed the New SSID file to include the Earliest CALPADS School Enrollment Date K-12 without informing us first so we could amend our import routines. We are working on this ASAP and will release a fix as soon as possible.
SCSC Extract for Middle School Transcript Records **Fixed in the 6/17/2021 update
SCSC Extract for Middle School (grades 7 and 8) Transcript Records with Credits Attempted = 0 are not extracting at this time. High School students (grades 9 to 12) with Credits Attempted = 0 are extracting correctly but Middle School students (grade 7 and 8) should be extracting also.
SENR - Improperly changing E450 Exit Codes for Preschool students with Non-ADA Enrollments **Fixed in the 6/8/21 Out-Of-Band Update
Confirmed as an issue for PS students with enrollment Status of 50 (Non-ADA enrollment). If they have an E450 exit (appropriate for PS students) the SENR extract is changing them to E170. That is correct for most Non-ADA Enrollments and Secondary Enrollments, but NOT for Preschool students. CALPADS rejects records for PS students with Non-ADA Enrollments.
WBLR - Records not extracted if GR=14 **Fixed in the 6/8/21 Out-Of-Band Update
Work-Based Learning Records for Transition students are not included in the WBLR extract if they are outside the grade range of 9-12. WBLR records should extract for all Student Grade Levels translated for CALPAD to grades 9-12 (so it would include transition students w/GR=14)
WBLR - Duplicate Records Rejected **Fixed in the 6/8/21 Out-Of-Band Update
In certain circumstances, duplicate WBLR records are being extracted. This is happening for students with ISP records who have multiple STU records (i.e. inactive record at another school, or a concurrent record at another school). The extract process is duplicating the WBLR records, which are being rejected by CALPADS when uploaded.
STAS file failing when codes are exempted in STU.SP **Fixed in the 6/8/21 Out-Of-Band Update
When exempting codes from STU.SP for STAS extract, the file is failing due to decimal rounding of data.
SENR: File to obtain new SSID Identifiers includes an E155 Exit Code when created within the last 2 weeks of school ** Resolved 5/29/21
When requesting new SSID Identifiers for new students, if a school's Calendar ends within the next 14 days, an E155 Exit Code is included in the extracted file. Normally this is not an issue, however when that school is taking advantage of the Extended CAASPP/ELAPC Testing Window for 20-21 and these new students need to be tested in the TOMS system, those enrollment records will contain a future exit date. An option to Not Extract Future Dates is needed here, similar to the one offered on the Enrollment Update tab.
In order to provide more flexibility to our customers, we are programming to make further changes to this process: **Fixed in the 2/19/21 Out-Of-Band Update
Staff extract was extracting staff with Hire dates up to October 31. **Fixed in the 2/19/21 Out-Of-Band Update
A new setting was added under Other Options to force Parent/Guardian information (SINF/SIAD) to be extracted exclusively from STU.PG and STU.PED. The option is deselected by default. See CALPADS Extracts - Other Options Tab
The Parent/Guardian Highest Education Level will always be pulled from STU.PED, even when processing Guardian information from the CON table. This will remain in place until CALPADS changes the SINF file layout in preparation for 22-23.
The Staff Demographics (SDEM)/Staff Assignments (SASS) extracts were adjusted to evaluate the staff hire date against Information Day, instead of October 31st as was required before. Also will evaluate the Assignment Start Date against Information Day.
CRSE Extract does not seem to be working properly for Itinerant Teachers **Fixed in the 2/12/21 update
We are investigating an issue that has been discovered stopping the CRSE Extract from including Itinerant Teachers even though the Itinerant field is populated with a Y. Programming is aware of the issue and is currently working on a fix. We will update this post once a fix is identified.
Upload Failed - File length Exceeded: **Fixed in the 2/12/21 update
This is generally occurring when the Multi-Teacher Status field is extracting 09 (No Multi-Teacher Status) because that field is only allowed to be 1 character. We will be changing the CRSE/CRSC extracts to ignore any records with the TCH.MTS/MST.MTS field value of 09.
CRSE Extract not working properly for Itinerant Teachers or Section Staff marked as NO State Reporting **Fixed in the 1/15 update
The CRSE Extract is not including Itinerant Teachers even though Itinerant is populated in MST.IT or TCH.IT. Programming is aware of the issue and is currently working on a fix. We will update this post once a fix is released.
The following Aeries Idea has also been created to keep users updated. https://ideas.aeries.com/forums/926386/suggestions/42420502
SSID Import fails with new CALPADS SpEd Indicator **Fixed in the 9/17 hot-fix
CALPADS added a new field to the SSID Extract file to hold a Special Education indicator as of 9/15/2020. We are adjusting our import process to handle this new indicator in a similar fashion as the English Language Acquisition Code and Date in the SSID Extract.
SENR0023 - Invalid Exit Reason and Grade Level Combination: **Fixed in the 9/17 hot-fix
SENR upload fails with this fatal error if Exit Code 450 is used with a grade level greater than Preschool.
CALPADS recently added a validation rule for this combination and made it a fatal error. We are working on making changes to the Option to replace other exit codes with 450.
The changes to the SINF process were included in the Update that was released 02/12/21.
Here are several links that should be helpful:
There are several changes to various areas of Aeries that this change CALPADS is making will require. I have linked AeriesIdeas items to each of them. Customers who add themselves to any of these items will be notified personally as action is taken on them.
SINF0551 - WARNING - Missing Guardian 1 First Name: **Partially fixed in the 2/12/21 update
CALPADS has added validations to prepare for the upcoming changes to the Parent/Guardian information, including separating First and Last Names for the Guardian(s). It is perfectly fine to ignore these warnings for this school year, but districts should attempt to make sure the CON records have First Name and Last Name fields populated.
SINF0010/SINF0011 - Missing Alias First Name/Missing Alias Last Name: **Fixed in the 9/18 hot-fix
SINF Upload rejects reccords when only 1 Alias Name field populated
We have identified this as an unintended consequence of the changes released on 9/15/2020 to add Preferred Names to the SINF extract. Development has already started on the fix and we will ship it as soon as it passes QC testing.
SENR Reconciliation Process:
SENR file- Upload Failed **Fixed in the 9/29 release
SENR file upload fails for a file created as part of the SENR Reconciliation Process. The process is still using the old SENR file layout, that changed as of 9/15. The process will be changed to use the new layout. (*Item added 9/21/20)
Yes, we have been tracking this and already have assigned the work to a programmer. I am in the process of updating the Known Issues post. You beat me to it.
Worked perfectly after removing it. Thanks Jan!!! Btw, love your avatar! Huge Hello Kitty fan! :)
Judy, how did you know how many characters had to be deleted? I still cannot get my file up.
I went by what the error in CALPADs said. I thought it said 34 and that I had 39? I then knew that I had to delete enough to get to 34 fields which I think was 5 carats.
I only had about 350+ records in my file since submitted more earlier. I just did a change in the text file to change the number of extra carats at the end to a string with 5 less carats. Being it was such a small file, I just eyeballed for the interdistrict transfer records and removed the 5 carats on those manually (4 of them) since they would not be picked up with the long string of ^^^^^^^^^^^.
Sorry I know this is probably confusing, but took me just about 3 minutes and I didn't have to load into a spreadsheet and then download again with carat delimits.
Thanks Judy! I got my file up, but now when I import the SSID's, I get the "0 records loaded" error. Did you copy/paste the SSID's in manually, or are you just waiting for the fix?
For that I noticed there is a date at the end from the upload. I just did a replace command ike
I had to do this for 20200916 and 20200915 since the SSIDs were from 2 days verifying If you did it in one day there is probably only one day.
Thank you for all the help, Judy!
Hi Jan, I have a question regarding the Alias names in the new SINF file. Please forgive me if you have answered this already. I'm only asking because I couldn't find the answer.
For the new SINF file, will it extract legal names for alias if the alias fields are left blank?
Also on the Alias Field - will the extract actually be from the Alias field? Or will it pull the LN FN for the preferred name?
For instance, a student's first name is Leilani & the alias first name has Lei Lei as her nickname. Legal name is Robert. We'd want her logging in with Leilani, not Lei Lei.
Student Legal First Name will be Robert
Student Alias First Name will be Lei Lei (if Alias Last is not populated, it will take it from STU.LN)
Student Preferred First Name will be Leilani
Reina, the Alias name fields are not tied into the Legal or Preferred names. It's designed just to hold a shortened name the student wants the teacher to use, like Bobby instead of Robert.
Good morning Jan,
I guess my question is does the alias name have to be populated? If there is no Alias name do we enter legal name in alias?
I pulled an SINF file after updating to the 9/18 version and it appears to be pulling the Alias field
Reina, Alias fields are totally optional. If the student has a legal name that is different than what is in the STU name fields (FN, MN, FN, etc). then they should be listed on the Legal Student Info (LSI) table.
It looks like the SENR upload pull the Legal Name but not the gender. My SENR file showed the legal name correctly but pulled the gender from the other field above it (what the student identifies as) and not what is listed as the legal gender. Received a SENR0035 error. Manually fixed the file and uploaded again with no errors after that.