ODS Extract

(Updated 9/20/2024)

An LEA may request an extract of the current data contained in the ODS for each record type submitted to CALPADS. All of the ODS extracts will update throughout the day and will no longer require nightly processing to update. The CALPADS ODS Extract file may be used to compare and identify differences between the CALPADS data and the data in the local student information system.

ODS Extract Main

Number 1 Click on Extracts link from the Left Navigation menu.

Number 2 Locate and click the ODS Extracts option from the request CALPADS file buttons

Number 3 Select the appropriate file type from the dropdown menu

ODS Extracts User Roles

LEA Level ODS Extracts Roles

Below are the roles needed by a LEA user to request and download extracts. Essentially, the edit role to a specific file type needs to be assigned.

SENR Edit
SINF Edit
SPRG Edit
SELA Edit
SPED Edit (For SPED and SSRV extracts)
SDEM Edit
SASS Edit
CRSE Edit (For CRSE and CRSC extracts)
SCSE Edit (For SCSE and SCSC extracts)
STAS Edit
SINC Edit (For SINC, SIRS, SOFF extracts)
PSTS Edit
PSTS For SPED Students Edit

SELPA Level ODS Extracts Role

SELPA user can download a SPED and SSRV ODS extract if the following roles are assigned.

SELPA Reports Role (For SPED, SSRV and PSTS extracts)

Record Layout

The ODS Extract file is structured like the input file with the addition of two fields, upload date and last date updated, at the end of each record. Additionally, the Record Type Code will have a ‘-R’ appended to the Input Record Type Code. The valid Record Type Codes for the ODS Extract files are provided in Table below.

Record Type Codes

#	Record Type	Input Record Type Code	ODS Extract Record Type Code
1.	SSID Enrollment	SENR	SENR-R
2.	Student Information	SINF	SINF-R
3.	Student English Language Acquisition	SELA	SELA-R
4.	Student Program	SPRG	SPRG-R
5.	Student Discipline	SDIS	SDIS-R
6.	Student Waivers	SWAV	SWAV-R
7.	Staff Demographics	SDEM	SDEM-R
8.	Staff Assignment	SASS	SASS-R
9.	Course Section Enrollment	CRSE	CRSE-R
10.	Course Section Completion	CRSC	CRSC-R
11.	Student Course Section Enrollment	SCSE	SCSE-R
12.	Student Course Section Completion	SCSC	SCSC-R
13.	Student Career Technical Education	SCTE	SCTE-R
14.	Student Absence Summary	STAS	STAS-R
15.	SWDS Eligibility	SWDS	SWDS-R
16.	Special Education Meeting	MEET	MEET-R
17.	Special Education PLAN	PLAN	PLAN-R
18.	Special Education Services	SERV	SERV-R
19.	Postsecondary Status	SSRV	PSTS-R
20.	Student Incident	SINC	SINC-R
21.	Student Incident Result	SIRS	SIRS-R
22.	Student Offense – SOFF	SOFF	SOFF-R

File Format

The extract file created will be in caret delimited format. The structure of the file will conform to the order and data type listed in Table 2-2 above. The date formats will follow the same formats required for the CALPADS File Formats (Format: CCYYMMDD, e.g. 20081025).

File Transmission

An LEA may request an ODS Extract file for a record type through the CALPADS portal. The ODS Extract function allows an authorized user to specify selection criteria where applicable and request a file be created by the CALPADS application. The generated file will be available for download through CALPADS. The file will not be transmitted via email.

Request and Download Process

The image below depicts the process in requesting and downloading an ODS file extract (Sample: SDEM Extract).

Sample ODS Extract Request Process

Number 1 Click on Extracts link from the Left Navigation menu.

Number 2 Locate and click the ODS Extracts option from the request CALPADS file buttons

Number 3 Select the appropriate file type from the dropdown menu

Number 4 By default, the selected record type and the LEA user is associated to is populated.

Number 5 Check the Active Staff box to only extract SDEM records of active staff. OR

Number 5 Populate a date range to include all records within that parameter.

Number 6 Name requested extract file (optional)

Number 7 Click on Request File button to execute the request.

Number 8 Under Submitted Extracts, locate the your file request and click on Download once the requested file is ready

Cumulative Enrollment Extract procedure

SSID ODS Download Extract

Selection Criteria Options:

Actively enrolled students (null Enrollment Exit Date)
Date range based on Enrollment Start Date and Enrollment Exit Date
Reporting LEA
School

SSID ODS Extract Modal

SINF ODS Download Extracts

Selection Criteria Options:

Actively enrolled students (null EnrollmentExit Date)
OR
Date range based on Enrollment Start Date and Enrollment Exit Date
Reporting LEA
School
Effective Date

SINF ODS Extract Modal

SELA ODS Download Extracts

Selection Criteria Options:

Active Student:

Actively enrolled students (null Enrollment Exit Date)
Reporting LEA (required)
School of Attendance (required)
Record History (All vs Most Recent Only) *

Date Range:

Based on Enrollment Start Date and Enrollment Exit Date (required)
Reporting LEA (required)
School of Attendance (required)
Record History (All vs Most Recent Only) *

*Notes:

All historical data will be blank for Local Record ID and Academic Year fields and will include complete historical data of selected enrolled students, regardless of Reporting LEA on SELA record(s).
Most recent only SELA record is determined by sorting (descending) Effective Start Date.

SELA ODS Extract Modal

SPRG ODS Download Extracts

Selection Criteria Options:

Academic Year (null date ranges)
Actively enrolled students (null Enrollment Exit Date)
Date range based on Student School Start Date and Student School Exit Date(null Academic Year)
Reporting LEA
School
Education Program Code

SPRG ODS Extract Modal