View Submission Details


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.


View Submission Details Screen


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 Submission Details Header


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.

View Submission Details SSID Error Warning

Letter A Click to expand or hide the section.

Letter B Section includes list of Errors and Warnings triggered by records in file. Also includes total count of records per error.

Letter C Click to expand or hide the section

Letter D Click dropdown selection to pick school/s do display in summary.

Letter E Error Severity dropdown filter. Used to select the records to display below based on severity level (Error or Warning)

Letter F Dropdown List of Triggered Error codes. Used to select the records to display below based on selected Error code listed

Letter G Filter or sort results through the column headers

Cancelled, Failed, Posted, Ready, Selected

Letter H 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.

View/Post Passed Records Tab (Other Files)

Letter A Click to expand or hide the section.

Letter B Click this to post ALL records regardless if it needed matching or not.

Letter C Check this box to display individual school records as well as exclude a school or entire file from being posted.

Letter D Click to expand section. Counts number of records for specific fields elements

Letter E Click to expand or hide the filter section.

Letter F Status

Enrolled, Multi, New, Single

Letter G Dispositions Filter

Cancelled, Failed, Posted, Ready, Selected

Letter H Filter or sort results through the column headers

Letter I Click on button to bring up SSID selection modal

Letter J Click on button to view record details. This option does not allow for matching.

Letter K 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.


ViewSubmissionDetailsSSIDPassedDetails


Letter A 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.

Letter B 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:

View/Post Passed Records Tab (Other Files)

Letter A Enabling this feature highlights the difference between 2 or more possible matched results.

Letter BAll possible matches will be presented in this section.

Letter C Click to choose the correct student record for the match

Letter D Select if none of the records presented above do not match the student owned and prefer to request a new SSID instead

Letter E Click to indicate the desire to disregard the system selected potential matches

Letter F 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


View/Post Passed Records Tab (Other Files)

Letter A Click to expand or hide the section.

Letter B Click this to post all records that passed in the file.

Letter C Check this box to display individual school records as well as exclude a school or entire file from being posted.

Letter D Click to expand section. Counts number of records for specific fields elements

Letter E Click to expand or hide the filter section.

Letter F Filter or sort results through the column headers

Letter G 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.

Sample SPRG Record Detail Modal


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.

Excluding File

To partially exclude a school or entire file from posting:

Number 1 Click on the View/Post Passed Records tab.

Number 2 Under School Summary, put a check mark on the Display Individual Post/Exclude button for each record box.

Number 3 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.