SPED Discrepancy Extract


An LEA user may request an extract of the SPED Discrepancies for a specific SPED batch submission. The data in the file may be used locally on the user’s personal computing system for analysis and resolution of any School of Attendance, School of Attendance NPS, or demographic data mismatch between what is in CALPADS vs what is in the local Special Education System (SES).

The following SPED fields will be compared for any discrepancies and if any one of the following fields contain a discrepancy, the record will appear in the extract:

  1. SPED-School of Attendance and SENR-School of Attendance
  2. SPED-School of Attendance NPS and SENR- School of Attendance NPS
  3. SPED-Student Legal First Name and SINF- Student Legal First Name
  4. SPED-Student Legal Last Name and SINF – Student Legal Last Name
  5. SPED-Student Birth Date and SINF- Student Birth Date
  6. SPED-Student Gender Code and SINF - Student Gender Code
  7. SPED-Student Hispanic Ethnicity Indicator and SINF- Student Hispanic Ethnicity Indicator
  8. SPED-Student Ethnicity Missing Indicator and SINF – Student Ethnicity Missing Indicator
  9. SPED-Student Race Code 1 and SINF- Student Race Code 1
  10. SPED-Student Race Code 2 and SINF- Student Race Code 2
  11. SPED-Student Race Code 3 and SINF- Student Race Code 3
  12. SPED-Student Race Code 4 and SINF -Student Race Code 4
  13. SPED-Student Race Code 5 and SINF- Student Race Code 5
  14. SPED-Student Race Missing Indicator and SINF - Student Race Missing Indicator

The records in the extract will only show the discrepant data. For example, if a record has different Schools of Attendance but the other information is the same, information will only appear in the SPED-School of Attendance and SENR-School of Attendance fields and fields needed for identifying the records, but not the other comparison fields.


Extract Business Rules

The SPED Discrepancy Extract is created by comparing information from the submitted SPED batch file to the Student Enrollment (SENR) and Student Information (SINF) information in the CALPADS ODS. The business rules for identifying which records to compare are explained below.

Comparisons to SENR

The SPED Discrepancy Extract contains a comparison of the submitted School of Attendance and School of Attendance NPS to the Student Enrollment Information in CALPADS.

The School of Attendance and School of Attendance NPS reported in the SPED record will be compared to the School of Attendance and School of Attendance NPS in all the SENR records that overlap the SPED record. An overlapping SENR record is a record where the Enrollment Start Date is before the SPED Education Plan Amendment Date if populated and if not populated then before the SPED Special Education Meeting Date. If at least one of the overlapping SENR records matches the School of Attendance and School of Attendance NPS, then the data are not considered discrepant.

If there are no overlapping SENR records matching the School of Attendance and School of Attendance NPS from the SPED records in the CALPADS ODS, then the School of Attendance and School of Attendance NPS from the most recent overlapping SENR record will be populated in the SPED Discrepancy Extract.

If there are no overlapping SENR records, then the SENR-School of Attendance and SENR - School of Attendance NPS will not be populated and will be considered discrepant.

Comparisons to SINF

The SPED Discrepancy Extract contains a comparison of the submitted Demographic information to the Student Information data (SINF) in CALPADS. The SPED demographic fields will be compared to the demographic fields in the most recent SINF records for the student based on the SINF Effective Start and Effective End Dates.


Record Layout

The SPED Discrepancy Extract file layout is comprised of select SPED elements from the input file appended with:

  • School of Attendance and School of Attendance NPS from the SENR record, and
  • Select elements from the most recent SINF record for the student

Table Layout


Field #

CALPADS File Element

Field Type

Max Length

Business Rule

1  

SPED-Record Type Code

CS

4

Aligned to the SPED CFS

2  

SPED-Transaction Type Code

CS

1

Aligned to the SPED CFS

3  

SPED-Local Record ID

CS

255

Aligned to the SPED CFS

4  

SPED-Reporting LEA

CS

7

Aligned to the SPED CFS

5  

SPED-Academic Year ID

CS

9

Aligned to the SPED CFS

6  

SPED-SSID

CS

10

Aligned to the SPED CFS

7  

SPED-Local Special Education Student ID

CS

16

Aligned to the SPED CFS

8  

SPED-Reporting SELPA

CS

4

Aligned to the SPED CFS

9  

SPED-District of Special Education Accountability

CS

7

Aligned to the SPED CFS

10           

SPED-Special Education Meeting Type Code

CS

2

Aligned to the SPED CFS

11           

SPED-Special Education Meeting Date

DT

8

Aligned to the SPED CFS

12           

SPED-Student Special Education Meeting or Amendment Identifier

CS

28

Aligned to the SPED CFS

13           

SPED-Education Plan Type Code

CS

3

Aligned to the SPED CFS

14           

SPED-Education Plan Amendment Date

DT

8

Aligned to the SPED CFS

15           

SPED-Special Education Program Exit Date

DT

8

Aligned to the SPED CFS

16           

SINF- Effective Start Date

DT

8

Select from the most recent (based on effective Start and End Date) SINF record in CALPADS ODS for the same SSID

17           

SINF-Effective End Date

DT

8

Select from the most recent (based on effective Start and End Date) SINF record in CALPADS ODS for the same SSID

18           

SPED- School of Attendance

CS

7

Aligned to the SPED CFS

19           

SENR- School of Attendance

CS

7

Select from the most recent overlapping SENR record in CALPADS ODS

20           

SPED- School of Attendance NPS

CS

7

Aligned to the SPED CFS

21           

SENR- School of Attendance NPS

CS

7

Select from the most recent overlapping SENR record in CALPADS ODS

22           

SPED-Local Student ID

CS

15

Aligned to the SPED CFS

23           

SENR -Local Student ID

CS

15

 

24           

SPED-Student Legal First Name

CS

30

Aligned to the SPED CFS

25           

SINF- Student Legal First Name

CS

30

Select from the most recent (based on effective Start and End Date) SINF record in CALPADS ODS for the same SSID

26           

SPED-Student Legal Last Name

CS

50

Aligned to the SPED CFS

27           

SINF- Student Legal Last Name

CS

50

Select from the most recent (based on effective Start and End Date) SINF record in CALPADS ODS for the same SSID

28           

SPED-Student Birth Date

DT

8

Aligned to the SPED CFS

29           

SINF- Student Birth Date

DT

8

Select from the most recent (based on effective Start and End Date) SINF record in CALPADS ODS for the same SSID

30           

SPED-Student Gender Code

CS

1

Aligned to the SPED CFS

31           

SINF- Student Gender Code

CS

1

Select from the most recent (based on effective Start and End Date) SINF record in CALPADS ODS for the same SSID

32           

SPED-Student Hispanic Ethnicity Indicator

CS

1

Aligned to the SPED CFS

33           

SINF-Student Hispanic Ethnicity Indicator

CS

1

Select from the most recent (based on effective Start and End Date) SINF record in CALPADS ODS for the same SSID

34           

SPED-Student Ethnicity Missing Indicator

CS

1

Aligned to the SPED CFS

35           

SINF- Student Ethnicity Missing Indicator

CS

1

Select from the most recent (based on effective Start and End Date) SINF record in CALPADS ODS for the same SSID

36           

SPED-Student Race 1 Code

CS

3

Aligned to the SPED CFS

37           

SINF- Student Race 1 Code

CS

3

Select from the most recent (based on effective Start and End Date) SINF record in CALPADS ODS for the same SSID

38           

SPED-Student Race 2 Code

CS

3

Aligned to the SPED CFS

39           

SINF- Student Race 2 Code

CS

3

Select from the most recent (based on effective Start and End Date) SINF record in CALPADS ODS for the same SSID

40           

SPED-Student Race 3 Code

CS

3

Aligned to the SPED CFS

41           

SINF- Student Race 3 Code

CS

3

Select from the most recent (based on effective Start and End Date) SINF record in CALPADS ODS for the same SSID

42           

SPED-Student Race 4 Code

CS

3

Aligned to the SPED CFS

43           

SINF- Student Race 4 Code

CS

3

Select from the most recent (based on effective Start and End Date) SINF record in CALPADS ODS for the same SSID

44           

SPED-Student Race 5 Code

CS

3

Aligned to the SPED CFS

45           

SINF- Student Race 5 Code

CS

3

Select from the most recent (based on effective Start and End Date) SINF record in CALPADS ODS for the same SSID

46           

SPED-Student Race Missing Indicator

CS

1

Aligned to the SPED CFS

47           

SINF- Student Race Missing Indicator

CS

1

Select from the most recent (based on effective Start and End Date) SINF record in CALPADS ODS for the same SSID

The following two fields exist in each record type and will contain the following:
• Record Type Code will have a "-D" 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

SPED

Record Type Code = “SPED-D”

SPED

Transaction Type Code = Blank

SPED

All fields for record type as defined in the CFS

SINF

All fields for record type as defined in the CFS

SENR

All fields for record type as defined in the CFS


File Transmission

An LEA user may request a SPED Discrepancy Extract file for the SPED record type through the CALPADS portal. The SPED Discrepancy 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 images below depicts the process in requesting and downloading the file extract.

Replacement SSID Extract process

Special Ed Discrepancy procedure

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

Number 2 Locate and click the SPED Discrepancy Extract option from the request CALPADS file buttons

Number 3 Reporting LEA will default to the organization Account is logged into.

Number 4 Select user account of the submitter.

Number 5 Select JOB ID of the SPED file submitted to CALPADS.

Number 6 Name the extract file request (optional)

Number 7 Click on the 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.


SPED Discrepancy Extract process


Converting SPED Discrepancy Extract to Excel Format

The SPED Discrepancy extract, when downloaded is in a .txt format. Opening the file brings up the Notepad application with some data that users might have difficulty reading. A solution to this is to use the SPED Discrepancy Extract Template.

Below are the steps in converting the extract.

  1. Download SPED Discrepancy Extract Template
  2. Open the template.
  3. A protected View message will appear at the top, you may click on Enable Editing.
  4. Another security warning will appear at the top concerning a disable Macros. Click on Enable Content.
  5. Click on Import SPED Discrepancy Extract File button.
  6. Locate the downloaded, SPED discrepancy extract you requested from CALPADS.
  7. Once you click on the file, the template will then gather the information from the extract and list the possible discrepancies on each column.

SPED Discrepancy

The SPED Discrepancy extract result when converted to Excel does not have header names to identify each column. You can download the SPED Discrepancy Extract Template and imprt your data to the template and use it as reference to what column has a discrepancy. Please note that anything beyond the red line in the discrepancy extract will be the section where possible discrepancies occur. Only columns with discrepancy will show values.

Sample Discrepancy Extract

Below is an example of a SPED discrepancy extract converted to excel.

SPED Discrepancy Extract results