View Submission Details (Work In Progress)
The View Submission Details page provides an authorized user with the details of a submitted file. This page is accessed when the user clicks on the View action button next to the particular file in the View Submission page as well as the Job Name link.
The selected file’s key elements display at the top of the page and the submission summary for the entire batch file with a total count of all the schools in the file and a breakdown of the aggregate count by School Status displays next. Also displayed on the page are the status and record results for all the schools in the file as well as for each school in the file. The Record Results section on the page displays an aggregate breakdown of the total records, passed records, and rejected records for all schools and each school within the file. The schools displayed can also be filtered by School Status.
Account Roles Needed
Users need the one or more of the following roles to access, view passed records and errors in this page. LEA Admins have the option to assign all or a few specific Edit roles.
- All or selected file type Edit roles (e.g. SENR Edit role)
- 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 )
An authorized user may perform the following functions on this interface:
- View the status and details for each school in a selected file
- Filter the school results displayed on the page
- Modify the sort order of the schools on the page
- View the details of Passed records for one or all the schools in a selected file
- View the details of Rejected records for one or all the schools in a selected file
- Return to the View Submission page to view the selected file results
View Submission Details Summary Section
The View Submission Details Header provides a quick summary of the uploaded file after validation and prior to posting the records.
View Errors and Warnings Tab
View Errors and Warnings displays a summary of errors encountered while processing the selected file. Error Details filters and displays contents that are consistent across record types. Outlined below are the filters and display elements common to all file types.
Selecting “Open” on the Error Details page, opens a modal specific to the record type of the file submission. Error information is repeated at the top of the page, followed by a summary of the record information submitted to aid the user in identifying the pertinent record. Resolution of the offending record may require resubmitting the record through a batch file or correction through online maintenance.
Click to expand or hide the section.
Section includes list of Errors and Warnings triggered by records in file. Also includes total count of records per error.
Click to expand or hide the section
Click dropdown selection to pick school/s do display in summary.
Error Severity dropdown filter. Used to select the records to display below based on severity level (Error or Warning)
Dropdown List of Triggered Error codes. Used to select the records to display below based on selected Error code listed
Filter or sort results through the column headers
Cancelled, Failed, Posted, Ready, Selected
Click on button to view record error details.
View/Post Passed Records Tab (SSID File)
For records with no fatal errors, the Post Passed Records tab provides users with a summary of the records for each school within a submitted file. The Tab is separated into three (3) segments that can be expanded or collapsed by clicking on the filter buttons located on the upper right corner of each segment. Unlike other files where you are only able to view each passed records, the SSID Enrollment-SENR Passed Records Detail includes additional functionality. If the submitted file includes records for students without SSIDs, the Passed Records Detail display will include additional data elements, SSID Request Match Status and Disposition.
Click to expand or hide the section.
Click this to post ALL records regardless if it needed matching or not.
Check this box to display individual school records as well as exclude a school or entire file from being posted.
Click to expand section. Counts number of records for specific fields elements
Click to expand or hide the filter section.
Status
Enrolled, Multi, New, Single
Dispositions Filter
Cancelled, Failed, Posted, Ready, Selected
Filter or sort results through the column headers
Click on button to bring up SSID selection modal
Click on button to view record details. This option does not allow for matching.
Click button after appropriate Match Status has been selected for each record or after all records have been matched.
Key Elements
For each of the data elements associated with the record type, this expandable section provides a count of instances supplied for the element, plus a count for each of the specific values provided. This can be useful for ensuring that the submitter has included all applicable data. For example, if an enrollment file is submitted that includes student exit records, a total record count of 100 with 0 for Student Met UC/CSU Requirements, Golden State Seal, and Seal of Biliteracy might indicate that a deep review of the file is in order.
Passed Records
The passed records data section consists of filters and a records display. There is a standard set of filter criteria independent of file type, as well as file type-specific filters where applicable. The Standard filters are: School, SSID, and Local ID, for student file types and School, SEID, and Local Staff ID in the case of staff-related file types (SDEM, SASS, CRSE/C). File type-specific filters are:
| File Type | Additional Filters |
|---|---|
| Student Enrollment - SENR | Disposition, Match Status |
| Student Information - SINF | No additional filters |
| SPRG – Student Program | No additional filters |
| Student English Language Acquisition Status - SELA | Academic Year, ELAS Code |
| Course Section Enrollment/Completion – CRSE, CRSC | Academic Term Code, Local Course ID, Course Section ID |
| Student Course Section Enrollment/Completion – SCSE, SCSC | Academic Term Code, Local Course ID, Course Section ID |
| Staff Demographics - SDEM | No additional filters |
| Staff Assignment - SASS | No additional filters |
| Career Technical Education - SCTE | Academic Year, Pathway Code |
| Student Discipline - SDISC | Academic Year, Incident ID |
| Student Absence Summary - STAS | No additional filters |
| Candidate List - SECL | (viewed only from Extract UI) |
The record display for each file type will vary, following the general layout of the file submission. The data displayed is limited to a single row per record, so in the case of record types with many data elements, only the most critical identifying information is included. Opening the record provides the full submission detail. See the most recent version of the CALPADS File Specifications for the record layout.
The exception is the SSID Enrollment-SENR: Passed Records. The SSID Enrollment-SENR Passed Records Detail includes additional functionality. If the submitted file includes records for students without SSIDs, the Passed Records Detail display will include additional data elements, SSID Request Match Status and Disposition.
SSID Request Match Status – For the associated record, match status indicates the results of the system matching process. Enrolled SSID indicates the system has processed the submitted record as an update for an existing student. Multiple Match indicates the submitted data matches multiple students and requires user intervention to process. New SSID indicates that the system did not find demographics that match this student. Single Match indicates that a single existing student matches the submitted record. If the user has selected the autopost option in their profile, this record will be posted automatically. If not (default), the user will need to review the match results by clicking the associated button to open the Match Results modal.
Disposition – Indicates the state of the match process (Cancelled, Failed, Posted, Ready, Selected). If this was not a new SSID request, this element will be blank.
Match Results Modal
The user will review the system-generated match characteristics and indicate how they want to proceed. Possible actions are:
Enabling this feature highlights the difference between 2 or more possible matched results.
All possible matches will be presented in this section.
Click to choose the correct student record for the match
Select if none of the records presented above do not match the student owned and prefer to request a new SSID instead
Click to indicate the desire to disregard the system selected potential matches
Click to either cancel or save selection.
From the Details page, users can click on Validate Selected SSIDs, which will run validations against the selected matches. If validation is successful, the Post Selected SSIDs button will be activated. Selecting this option will queue the record for posting.
View/Post Passed Records Tab (Other Files)
The View/Post Passed Records Tab page enables an authorized user to either post data to the ODS or to exclude data from posting to the ODS for one school or for all schools in the selected file. This page is similar to SSID file uploads above, the only difference between teh SSID file and other file types is that there will only be one Post ALL button to click on.
The record display for each file type will vary, following the general layout of the file submission. The data displayed is limited to a single row per record, so in the case of record types with many data elements, only the most critical identifying information is included. Opening the record provides the full submission detail. See the most recent version of the CALPADS File Specifications for the record layout. A sample record for SPRG is shown below.
Screen – Sample SPRG Passed Record Details
Click to expand or hide the section.
Click this to post all records that passed in the file.
Check this box to display individual school records as well as exclude a school or entire file from being posted.
Click to expand section. Counts number of records for specific fields elements
Click to expand or hide the filter section.
Filter or sort results through the column headers
Click to view details of a record.
Sample SPRG Record Detail Modal
The only user interaction within the modal is to close the window, by clicking the x in the upper right corner.
Excluding Uploaded Files
After uploading a file, users have the ability to tell CALPADS to partially or entirely exclude a file from being posted. A file can only be excluded prior to clicking the Post button. Once the Post or Post ALL button is clicked, the file can no longer be excluded.
To partially exclude a school or entire file from posting:
Click on the View/Post Passed Records tab.
Under School Summary, put a check mark on the Display Individual Post/Exclude button for each record box.
User have the option to Exclude all or selected school records. Unfortunately, file exclusion is only limited to the school level and NOT the record level.