File Upload

The “Upload File” screen features the interface that facilitates the batch file submission process. A user may select files through this interface to submit state reporting data and to post the data in the ODS. The interface allows the user to upload multiple files at a time and to upload the different State Reporting file types in the same upload. The File Name for each file should be significant to the specific data in the file. The system will assign each file being uploaded a unique Job ID. The user will have the option to give each file a user- selected Job Name for easy identification and reference to a group of files or a single file being uploaded.

File Upload Screen


User Access Roles

  • All or selected file type Edit roles (e.g. SENR Edit roles)
  • All or selected file type View roles (to view file type details when troubleshooting an error)
  • Student Search (to be able to search a SSID when troubleshooting an error )

CALPADS Batch File Upload Structure

The structure of the file should conform to the order and data type listed in the record layouts described in the sections below. CALPADS will accept files in the following formats:

  • Comma Separated Value format (CSV)
  • Caret Separated Value format
  • Extensible Markup Language (XML) format
  • Excel Spreadsheet format (.xlsx)

Files submitted in Comma Separated Value or Caret Separated Value format must not contain a header row. Each record must end with a carriage return and line feed.

XML formatted files must utilize the CALPADS XML schema provided in Appendix A of the CALPADS File Specification document. Non required data elements with no value must be included in the data submission.

An Excel Spreadsheet format may contain one row of column names.

Additionally, Excel Spreadsheet templates will be distributed to those LEAs that wish to use an Excel spreadsheet format.

Uploading a File


Step 1. From the Left Navigation menu, click on Upload/View Submissions link. Click on File Upload.

Image showing Upload/ File upload link from Left Navigation.

Step 2. The File upload screen will appear where the user can select the file type, indicate the JOB Name and choose the file to upload from a local folder.

File Upload Screen showing possible file type selections.

NOTE: By default, the SSID-Enrollment (SENR) file type is selected. However, user can choose a different file from the dropdown. When uploading files that include SENR and some other file type, it is important to upload and poste the SENR first before uploading the next file types.


Step 3. Choose the local file appropriate to the indicated file type. Then click on Upload Files button.

The system will enforce the following defined user interface rules:

  • If a user uploads a file with a name matching an existing File Name during a submission process, the system will display the following message: “Duplicate File selected. A file can be selected for upload only once.”

  • If a user upload a file with no records, the system will display the following message: “No records found in file, upload has stopped processing.

File Upload Screen displaying selection of local file


Step 4. Once the file is uploaded, the user is redirected to the View Submission page where a notification of successful upload appears. Clicking on Apply filter or refreshing the page, reflects the uploaded file under results.

File Upload successful notification


Upload Validation Processing Errors

Users may also encounter some error during file upload. The system performs the following validation processing and returned results:

  • If a file name is more than 100 characters, the system will display an error message.

  • If a file format is not .XSLX, .XML, TXT, and .CSV the system will display an error message.

InvalidFileType


  • If a user selects a duplicate file, the system will display an error message.

Duplicate File Error


  • If a user selects a File Type that doesn’t match the file type that is uploaded (i.e., Student Enrollment is selected and the file type uploaded is SASS), the system will display the following error message:

  • “Error: The File Type selected for file ([Insert user’s File Name]) is [Insert file type selected from file upload dropdown list]. It does not match the file type referenced in the file ([Insert file type from file that was upload}) Please select the correct File Type and resubmit. No file was processed.”

File type does not match error


Multiple File Upload

A user have the ability to upload one or more batch files at once. However, when uploading files that include SENR and some other file type, it is important to upload and post the SENR first to gain ownership of a SSID/student before uploading the next file types.

To upload multiple files, click on Add Additional Files button to bring up another row of file type to add.

File type does not match error


CALPADS File Upload Processing Methods

There are three main processing methods of data in CALPADS:

Transaction Processing

Individual record transactions are submitted and managed using a defined operational key. Records are added/updated using transaction types of “” (empty string), or “ “ (space), or “A” (Add/Update) all of which cause the system to act in the same way. Records are deleted using the transaction type of “D” (Delete), and records are replaced using the transaction type of “R” (Replace).

Effective Date Processing

Data are managed in CALPADS using Start and End effective dates. Users can establish start and end dates for specific information. Records are added/updated using transaction types of “” (empty string), or “ “ (space), or “A” (Add/Update). Records are deleted using the transaction type of “D” (Delete). Source data in the LEAs Student Information System does not need effective dates for CALPADS data collection purposes because CALPADS will store the data for an LEA based on effective dates provided in the submission file.

Replacement Processing

Records are processed based on the operational key. Records may be replaced using transaction types of “” (empty string), or “ “ (space), or “R” (Replace) all of which cause invoke the same system behavior. Submitted data are processed using the operational key to identify which records will be processed. For batch, all the records in CALPADS with the same operational key are deleted even if only one record with that operational key was submitted and all newly submitted records in the submission with the same operational key or any other operational key are added. For online maintenance, individual records in CALPADS with the same primary key are deleted and replaced.

Record Types and Processing Methods

Each of the CALPADS record types is associated with one of the processing methods identified above. In addition to the processing method, an operational key is identified for each record type. The operational key for each record type is essential for identifying a record or group of records in CALPADS. For the purposes of the CALPADS processing methods, the current Academic Year ID or Academic School Year is based on the processing date. The table below depicts the processing type and operational key for the various CALPADS record types.

Record Type and Processing Table


Number

Record Type

Processing Type

Operational Key

1

SSID Enrollment

Transaction Processing

If transaction type = “A” (Add/Update) or “D” (Delete), then operational key is SSID, School of Attendance, Enrollment Start Date.

If transaction type = “R” (Replace), then operational key is SSID, School Attendance.

2

Student Information

Effective Date Processing

SSID

3

Student Program

Transaction Processing

If transaction type = “A” (Add/Update) or “D” (Delete), then operational key is School of Attendance, SSID, Education Program Code, Education Program Membership Start Date, Education Service Academic Year, Education Service Code.

If transaction type = “R” (Replace), then operational key is SSID, School Attendance.

7

Staff Demographics

Effective Date Processing

Reporting LEA, SEID

8

Staff Assignment

Replacement Processing

School of Assignment, Academic Year ID

9

Course Section

Replacement Processing

School of Course Delivery, Academic Year ID, Academic Term Code

10a

Student Course Section Enrollment

Replacement Processing

SSID, School of Course Delivery, Academic Year ID, Academic Term Code

10b

Student Course Section Completion

Replacement Processing

SSID, School of Course Delivery, Academic Year ID, Academic Term Code, Marking Period Code

11

Student Career Technical Education

Replacement Processing

School of Attendance, Academic Year ID

12

Student English Language Acquisition

Transaction Processing

Reporting LEA, SSID, English Language Acquisition Status Code

 

13

Student Absence Summary

Replacement Processing

School of Attendance, Academic Year ID

14

Student Special Education Program

Transaction Processing

Reporting LEA (District of Service), SSID, Reporting SELPA, Student Special Education Meeting or Amendment Identifier

15

Student Services

Replacement Processing

Reporting LEA, Academic Year ID, SSID, Reporting SELPA, Student Special Education Meeting or Amendment Identifier

16

Student Test Settings

Replacement Processing

TBD

17

Postsecondary Status

Replacement Processing

Academic Year ID, Reporting LEA, Education Program Participation Type, SSID, Postsecondary Status Code

18

Student Incident

Replacement Processing

School of Attendance, Academic Year ID Incident Local ID

19

Student Incident Result

Replacement Processing

School of Attendance, Academic Year ID Incident Local ID

20

Student Offense

Replacement Processing

School of Attendance, Academic Year ID Incident Local ID

21

Work-Based Learning

Replacement Processing

School of Attendance, Academic Year ID


Uploading a Batch Delete File

LEAs can submit a batch file to mass delete incorrect records. However, the records to be deleted must be extracted first from CALPADS to ensure all operational key elements are the same. and used to create a batch file. These steps are not applicable to records generated from the Special Education system.

  1. Request the appropriate file type ODS download extract from CALPADS.

  2. Open the downloaded file in Excel.

  3. Replace record type by deleting the -R (e.g. SENR-R to SENR)

  4. Add a D to the second column (transaction type column)

  5. Download appropriate batch file template.

  6. Copy paste the columns with records to the downloaded batch file template

  7. Save it as .xlsx

  8. Upload and post the records in CALPADS.

  9. Once file shows a "Posted" status, you may re-upload the file with the correct records extracted from your SIS.

Additional Resources

CALPADS File SpecificationsDoc

Chapter Chapter 1.3 provides additional information on job file processing methods and scenarios.