Rejected Records Extract

An LEA may request an extract of the rejected records for a specific batch submission. The data in the file may be used locally on the user’s personal computing system for analysis and resolution of errors.

The following record types will follow the Rejected Records Extract format described in this section:

  • SENR (SSID Enrollment)
  • SINF (Student Information)
  • SPRG (Student Program)
  • SDIS (Student Discipline)
  • SDEM (Staff Demographics)
  • SASS (Staff Assignment)
  • CRSE (Course Section Enrollment)
  • CRSC (Course Section Completion)
  • SCSE (Student Course Section Enrollment)
  • SCSC (Student Course Section Completion)
  • SCTE (Student Career Technical Education)
  • SELA (Student English Language Acquisition)
  • STAS (Student Absence Summary)

Record Layout

The Reject Record Extract file layout for each file type above will follow the same structure as their corresponding input file format as documented in the CALPADS File Specification (CFS) document with the addition of the following six fields identified in Table 7-1 below.

Rejected Records Extract Record Layout

# CALPADS File Element Max Length Business Rule
1   Error Code 2 The error code associated with the record. For example 1 for Invalid Submitter error.
2   Error Severity 1 The error severity associated with the error (i.e., warning or fatal).
3   Error Description 50 The description associated with the error code assigned to the record.
4   Field Name 50 The field name that failed validation checks and resulted in the error code.
5   Field Value 50 The field value that failed validation checks and resulted in the error code.

The following two fields exist in each record type and will contain the following:

  • Record Type Code will have a "-E" appended to the input Record Type Code value.
  • Transaction Type Code will be blank.

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 the previous section. The date formats will follow the same formats required for the CALPADS File Formats (Format: CCYYMMDD, e.g. 20081025). For example:

Record Type Caret Delimited Fields
SDEM Record Type Code = “SDEM-E”
SDEM Transaction Type Code = Blank
SDEM All other fields for record type as defined in the CFS
SDEM Error Code
SDEM Error Severity
SDEM Error Description
SDEM Field Value
CRSE Record Type Code = “CRSE-E”
CRSE Transaction Type Code = Blank
CRSE All other fields for record type as defined in the CFS
CRSE Error Code
CRSE Error Severity
CRSE Error Description
CRSE Field Value

File Transmission

An LEA may request a Rejected Record Extract file for a record type through the CALPADS portal. The Rejected Record Extract function will allow 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 the file extract.

Rejected Records Extract

Rejected Record extract sProcedure procedure

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

Number 2 Locate and click the Rejected Records option from the request CALPADS file buttons.

Number 3 By default, the LEA the user is associated to is populated.

Number 4 Select the Record type of the rejected records list you wish to download.

Number 5 Select the submitter

Number 6 Select the JOB ID of the file uploaded.

Number 7 Select specific school/s or leave it blank to include ALL schools.

Number 8 Name requested extract file (optional)

Number 9 Click on the Request File button to execute the request.

Number 10 Under Submitted Extracts, locate the your file request and click on Download once the requested file is ready.

Rejected Records Extract