Special Education Services (SERV)

(Updated 9/19/2023)



For authorized users, the Special Education Services history displays when a user clicks the container on the Student Details. The system will display a button next to each record to open the record in read-only. The UI is depicted below followed by its screen elements table. Following by user interaction section and the system operations section with the additional expected system functions, requirements, and possible processes. The system will display all records by default in reverse chronological order.

Student Special Education” history displays when a user clicks the container on the “Student Details”. The system will display a button next to each record to open the record in read-only.


Account Roles Needed

Users need the following roles to access and edit this section of the Student Details page.

  • Student Search
  • SPED View: Provides functionality to only view SERV via Online Maintenance. Provides functionality to request and retrieve SERV Rejected Records Extracts and request and retrieve SERV ODS Extract.
  • SPED Edit: Provides functionality to create and manage SERV records using the online and batch interface.
  • School Level Users with SPED Edit will NOT be able to Add/Edit/Delete the SERV record(s) due to no School level field to allow authorization.

An authorized user may perform the following functions through this interface:

  • View a student’s existing Special Education Services record.
  • Select to edit or delete an existing record reported by the LEA the user is associated to.
  • Add new Special Education Services record
  • Return to the Student Detail page

Special Education Services Container

The Special Education Services (SERV) page displays when the user clicks to expand the container header within the student details. The system will display a button next to each record to open the record The UI is depicted below followed by its screen elements table. Following by user interaction section and the system operations section with the additional expected system functions, requirements and possible processes. The system will display all Student Special Education Program records by default in reverse chronological order.


The **Special Education Services (SERV)** page displays when the user clicks the container header. The system will display a button next to each record to open the record in read-only. The UI is depicted below followed by its screen elements table. Following by user interaction section and the system operations section with the additional expected system functions, requirements and possible processes. The system will display all Student Special Education Program records by default in reverse chronological order.


Letter A Clicking on the Special Education Services header expands the container and reveals existing records.

Letter B Add New Record button enables user to create a new Special Education Services record.

Letter C Container column headers enable users to sort or filter existing records based on parameters set.

Letter D Open button enable users to view details of the record. The record details cannot be modified regardless if the LEA owns the record and the user has Edit roles.

Letter E Since the container only shows limited records at a time, the page buttons allow users to move to the next set of records.


Special Education Services Modal

The Special Education Services Details UI is depicted below followed by a screen elements table. If the user clicks to open an existing record, the modal page appears with the values from the student’s selected record.


Special Education Services SERV Modal


Screen Label Required Validation/Business Rule
Header Data
N/A (Contents derived from most current SENR, SINF and SELA data)
SERV Data
Local Record ID N A local use field to provide the system record identifier for a submitted record in any California Longitudinal Pupil Achievement Data System (CALPADS) file format.
Reporting LEA Y
Plan Effective Start Date Y Only 1 LEA and SELPA associated with Plan Effective Start Date is allowed for a student.
Nonpublic Agency Identifier (NPA) If Service Provider Code = 400 (NPA) Then Y; Else N The NPA Identifier must be a valid 9 character identifier as maintained by the Special Education Division's Nonpublic Agency Database.
Academic Year ID N 1) Academic Year ID must be a valid academic school year combination and no more than one year in the future
2) Academic Year ID is associated with the record Status Effective Start Date.
SSID Y 1) SSID must be a valid CALPADS SSID in the ODS
2) Only one record may exist in the file with the same SSID and CA Status Start Date
Local Student ID N A unique identifier assigned to the student by a local educational agency. This may not necessarily be the same as the identifier assigned to the student at the school level. This field will flow through CALPADS and be provided back to the Local Educational Agency (LEA) to help facilitate locating the original record in their local student information system (SIS) environment.
Local Special Education Student ID Y A unique identifier assigned to a student by a Special Education Local Plan Area (SELPA) or State Operated Program (SOP), the identifier may or may not be the same as the identifier in the local student information system.
Reporting SELPA Y 1) SELPA code must be a valid 4-digit SELPA code
2) SELPA must be a valid Entity Code and have an active reporting relationship with the Reporting LEA
District of Special Education Accountability Y District of Special Education Accountability must be a valid 7-digit County District (CD) code or 7-digit charter school code (if the charter school has received CDE-approval to be its own LEA for special education purposes
Special Education Service Code Y 1) If Special Education Service Code equals 750, 820, 830, 840, 850, 855, 860, or 890, then Student Age must be at least 5 years, but less than 23 year
2) Two or more records for the same student with the same Special Education Service Code and Service Provider Code must not be submitted with the same Plan Effective Start Date
Special Education Service Provider Code Y If NPA Identifier is populated, then Special Education Service Provider Code must be 400 (NPA)
Special Education Service Location Code Y Two or more records for the same student with the same Special Education Service Code, Service Provider Code, and Special Education Service Location must not be submitted with the same Special Education Meeting or Amendment Identifier
Service Frequency Code If the student age is < 36 months OR If the Service Duration is populated Then Y; Else N N/A
Service Duration If the student age is < 36 months OR If Service Frequency Code is not null Then Y;
Else N		 Service Duration field must greater than or equal to 10 minutes per service session
Local Special Education Student ID Y Field must only contain Alphabetic letters, numbers, periods, hyphens and apostrophes, and forward slashes

Additional Resources

CALPADS Special Education FAQ

This document list current Special Education- related frequently asked questions.

CALPADS Error List

This document contains descriptions for each error generated when submitting data to CALPADS. It also provides suggested resolutions.

CALPADS File SpecificationsForm

Look for Student Special Education Tab

CALPADS Code Sets

This document contains the current code values referenced in the file specifications for the coded value data elements. Appropriate SPED codes are included in this document.