Batch File Templates

The following are the available Batch File Templates. You may click on the specific file type to download the desired template.

SSID Enrollment File (SENR) Template Form

This file format is used to assign an SSID to a student as well as manage enrollments. It is used for periodic enrollment updates and grade level changes.

Student Information File (SINF) Template Form

This file format is used to submit information about a student that is relatively static and not likely to change over time. It should be submitted when a student is assigned a new SSID. This file should only be submitted if there are any changes to data within the file

Student Program File (SPRG)TemplateForm

This file format is used to submit program information about a student. Program eligibility or participation data is submitted depending on the specific program and time of the collection.

Student English Learner Acquisition Status File (SELA)TemplateForm

This file format is used to submit English Language Acquisition Status (ELAS) information about a student.

Student with Disabilities Status File (SWDS)TemplateForm

This file format is used to submit special education program information for children and students with disabilities from ages 0 to 22. The information reported in this file is generally collected locally in electronic individualized education program (IEP) systems and is required for federal reporting for the Individuals with Disabilities Education Act (IDEA). For LEAs with local SEDS, this file is transmitted from the SEDS to CALPADS through API.

Special Education Plan File (PLAN) TemplateForm

This file format is used to submit special education plan information for children and students with disabilities from ages 0 to 22. The information reported in this file is generally collected locally in electronic individualized education program (IEP) systems and is required for federal reporting for the Individuals with Disabilities Education Act (IDEA). For LEAs with local SEDS, this file is transmitted from the SEDS to CALPADS through API.

Special Education Meetings File (MEET) TemplateForm

This file format is used to submit special education meeting information for children and students with disabilities from ages 0 to 22. The information reported in this file is generally collected locally in electronic individualized education program (IEP) systems and is required for federal reporting for the Individuals with Disabilities Education Act (IDEA). For LEAs with local SEDS, this file is transmitted from the SEDS to CALPADS through API.

Special Education Services File (SERV) TemplateForm

This file format is used to submit special education and related services for children and students with disabilities ages 0-22.. For LEAs with local SEDS, this file is transmitted from the SEDS to CALPADS through API.

Staff Demographics File (SDEM) TemplateForm

This file format is used to submit demographic data about a staff member.

Staff Assignment File (SASS) TemplateForm

This file format is used to submit assignment data about a staff member. Only active employees should be included in the submission.

Course Section File (CRSE/CRSC) TemplateForm

This file format is used to submit course section data. Course enrollment data must be submitted in the fall. Course completion data must be submitted at the end of the year.

Student Course Section File (SCSE/SCSC) TemplateForm

This file format is used to submit course section data. Course enrollment data must be submitted in the fall. Course completion data must be submitted at the end of the year.

Student Discipline File (SDIS) Template (Retired starting in EOY 2020)Form

This file format is used to submit student discipline information. The LEA is required submit the individual student offenses associated with a single incident.

Student Incident File (SINC) Template Form

This file format is used to submit student Incident information. The LEA is required to submit the individual students associated with a single incident.

Student Incident Result File (SIRS) Template Form

This file format is used to submit student Incident Result information. The LEA is required submit all Incident Results associated with a single incident.

Student Offense File (SOFF) Template Form

This file format is used to submit student offense information. The LEA is required submit the individual student offenses (per Education Code Sections 48900 & 48915) associated with a single incident.

Student Absence File (STAS) TemplateForm

This file format is used to submit student absence summary information.

Student Career Technical Education File (SCTE) TemplateForm

This file format is used to submit career technical education (CTE) information about a student

Postsecondary Status File (PSTS) TemplateForm

This file format is used to submit postsecondary status (PSTS) information of a prior year completer.

Work-Based Learning File (WBLR) TemplateForm

This file format is used to submit work-based learning completion information about a student. The LEA is required to submit work-based learning completion information in any grades 9-12.

Extract Templates

SSID Extract Template

This template serves to assist the LEAs in deciphering each of the columns from a requested SSID Extract.

Direct Certification Extract Template

This template serves to assist the LEAs in deciphering each of the columns from a requested Direct Certification extract.

DSEA Accountability Extract Template

This template serves to assist the LEAs in deciphering each of the columns from a requested District of Special Education Accountability (DSEA) Accountability Extract.

DSEA Informational Extract Template

This template serves to assist the LEAs in deciphering each of the columns from a requested District of Special Education Accountability (DSEA) Informational Extract.

CENR Extract Template

This template serves to assist the LEAs in deciphering each of the columns from a requested Cumulative Enrollment (CENR) Extract.


Instructions:

Each template is an excel (.XLS) document and is ready for input. The first row includes the column headings and may remain in the file when submitting. Each additional row constitutes one record for a student. When inputting data, the user should consult the CALPADS File Specifications (CFS) documents for required fields and validation rules.

Note:

  • Most cells include format validations to minimize error when entering values

  • Many cells also include validation rules that are viewable when moused over


Tips when creating batch files:

1) All cells must be of Text formatting and including cells with number values. Highlight all cells with data, right click and select "Format Cells". Under the Number tab, select "Text" as the Category.

2) The sheet names can not be customized - use 'Sheet1' without spaces

3) When a batch file of file type .XLS is uploaded, only the first sheet is used to obtain the data

4) The SSID Enrollment files of the file type .TXT and .CSV should not have a header (column names, etc). Header (column names) are okay in EXCEL (.XLS) files

5) It is sometimes useful to save excel files as .CSV, then open the file in Notepad to make sure there are no format issues for each value.

6) When copying and pasting data into the excel worksheet, format all cells on the worksheet as "TEXT" before pasting. 

 - Ex: If copying a CDS code: 00000001234567 into the column for "School of Attendance", if the cell is not formatted as TEXT beforehand, the 0's will appear hidden and when uploaded to CALPADS the record will be rejected

7) Remember that SINF and SPRG files require SSID values

8) Remember that dates need to be in CCYYMMDD format (ex: 20091007)


Converting Extract Files to Excel Format

The steps to import a TXT or CSV file into Excel are similar for Excel 2007, 2010, 2013, and 2016:

  1. First download and save the extract file to in your hard drive
  2. Open the Excel spreadsheet where you want to save the data and click the Data tab.
  3. In the Get External Data group, click From Text.
  4. Select the TXT or CSV file you want to convert and click Import.
  5. Select "Delimited". A delimiter is just a fancy way of saying that your TXT file uses tabs or your CSV file uses commas to separate and group your data.
  6. Click Next.
  7. Select the delimiter that groups your data into individual columns in the Data preview field. Typically you want to select "Tab" when converting a TXT file, and "Comma" when converting a CSV file. For CALPADS extracts, use "Caret" (^). Note: If you select "Space" it can sometimes split a single column into multiple columns if the column header text has multiple words. For example, a "First Name" column becomes a "First" column and a "Name" column. Look carefully at the Data preview to make sure your data is aligned with the intended column header!
  8. Click Next.
  9. Select "Text".
  10. Click Finish.
  11. Choose "Existing Worksheet".
  12. Add "=$A$1" to the field. This ensures your data begins in the Row 1, Column A cell of the spreadsheet. If there are any blank rows in the spreadsheet above your data, it can cause a file import error.
  13. Click OK.
  14. Click Save.

Import data sets & spreadsheets in Google Sheets

  1. On your computer, open a new spreadsheet in Google Sheets.
  2. Open or create a sheet.
  3. At the top, click File and then Import.

  4. Choose a non-password-protected file in one of these file types:

    • .xls (if newer than Microsoft® Office 95)
    • .xlsx
    • .xlsm
    • .xlt
    • .xltx
    • .xltm
    • .ods
    • .csv
    • .txt
    • .tsv
    • .tab

  5. Select an import option. Not all file types have all six options:

    • Create new spreadsheet: Create a spreadsheet from the imported data in a new browser tab.
    • Insert new sheets: Adds new sheets with the imported data to your existing spreadsheet.
    • Replace spreadsheet: Replace the open spreadsheet with the data in your imported file.
    • Replace current sheet: Replace the current sheet’s contents with the imported data.
    • Append rows to current sheet: Adds the imported data to the current sheet after the last row with any data.
    • Replace data starting at selected cell: Replace the data in a range of selected cells with the imported data.

  6. Optional: If you import a plain text file, like .csv or .txt, under "Separator character," you can pick what letter or symbol Google Sheets uses to separate cells.

    • Detect automatically: This will automatically find ways to split your data set. For example, it can detect fixed-width-formatted files.
    • Tab
    • Comma
    • Custom: Choose a custom character to split your data.

  7. Click Import.