Question: Why does the CALPADS Error Extract for CRSE show inactive sections? 


Steps to Resolve:

  1. Identify Inactive Sections:

    • Check the sections that are marked inactive but still appear in the CRSE file.
      • These will show on the CALPADS Error List
    • Example sections: 8_140, 8_239, 8_1217, 8_344, 8_1318, 8_430, 8_1604.
      • These sections from CALPADS are for school # 8, sections 140, 239, 1217, etc. 

  2. Verify Teacher and Student Data:

    • Confirm the teacher’s end date and ensure students were moved to new sections.
    • Example: Teacher J Smith  ( Teacher Number 122) left at the end of September. 
      • New sections were created, and students were moved, but the original section was inactivated.

  3. Run Queries to Identify Affected Students:

    • Use the following query to find students in the affected sections in Secondary Scheduling (Not Flex):
      LIST STU CAR TCH CAR.SE STU.ID STU.NM TCH.TE TCH.TN IF TCH.TN = 122
    • Replace 122 with the Teacher Number. 

  4. Edit Course Attendance Records:

    • For each student, update the course attendance end date for the section taught by the inactive teacher and the start date for the new teacher.
    • Example query to find students at Eagle High School (Not Flex):
      LIST STU CAR TCH CAR.SE STU.ID STU.NM TCH.TE TCH.TN IF TCH.TN = 122
    • Look up each student and edit their CAR records on the Student Data> Scheduling> Course Attendance page.

  5. Reload CRSE and SCSE Files:

    • After making the necessary changes, in Aeries create the CALPADS Extracts for Fall 2: CRSE and SCSE files to ensure the inactive sections are no longer included.

  6. Verify Changes:

    • Check the new CRSE file to confirm that the inactive sections are not present.

Additional Notes:

  • If a teacher goes on leave and is assigned courses, ensure to update the teacher assignment and move students to new sections if necessary.
    • Example: Teacher N Jones  (ID: 148) went on leave, causing errors. Assign a different teacher for the Fall semester and move students to a new section for the Spring semester if the teacher permanently changed.

By following these steps,  the issue of inactive sections appearing in the CRSE file should be resolved.