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CALPADS Update Flash #198

Topic addressed: Special Education errors returned to fatal

To:           Local Educational Agency (LEA) Representatives

From:      California Department of Education (CDE) –
                California Longitudinal Pupil Achievement Data System (CALPADS) Team

Date:       December 22, 2020

SubjectCALPADS Update FLASH #198


Special Education Errors Returned to Fatal

All Special Education (SPED) related fatal Certification Validation Rules (CVRs) became “warnings” on Monday, December 14, 2020, in order for local educational agencies (LEAs) to approve their Fall 1 data submission by the December 18, 2020 certification deadline. As stated in Flash 197, these errors will once again become “fatal” errors on Tuesday, December 22, 2020, with the commencement of the Amendment Window. All revisions dated after December 22, 2020 at 9:00 a.m. will reflect the change. All Special Education Local Plan Areas (SELPAs) and LEAs should review the Revised Uncertified revision generated after December 22, and coordinate to disapprove submissions that show fatal errors. All fatal errors must be resolved in order to certify their Fall 1 submission by the January 29, 2020 deadline.

Specifically, SELPAs and LEAs should disapprove their Fall 1 submission if there are fatal errors for any of the following CVRs in their Revised Uncertified Revision generated after December 22 at 9:00 am:

CERT 132 –Missing SPED record for Enrolled Student at Reporting LEA
CERT140 –Missing SPED record for a student with a SSRV record
CERT142 –Missing Special Education Service for Education Plan Type Code 100, 150, or 200
CERT144 –SPED record missing for student enrolled at NPS school
CERT145 –SPED record missing for student enrolled in Private School
CERT147 –Invalid Adult Age with Students with Disabilities Transition
CERT160 –Missing Private School Enrollment record for Education Plan Type Code 200 (ISP)
CERT167 –General Education Participation Percentage Range Code must be Populated
CERT168 –Special Education Program Setting Code must be Populated

To help understand how to check revisions, view the short video entitled CALPADS Snapshot and Revision on the CSIS Training channel on YouTube: https://www.youtube.com/watch?v=fZQKZ-fiMlQ&list=PLsnFpLOXpp4Itub_qeFnInTgT0zJulxUb

You can jump to minute 15 on the video to quickly find the details on the Revised Uncertified revision data. You can toggle the Revision Status in the upper right-hand corner of the Certification Status page to access the Revised Uncertified revisions.

The CSIS YouTube Channel also has several videos under the Certification Errors Playlist, to help LEAs understand how to resolve the SPED validations. Here is a link to the CSIS Training Channel on YouTube: https://www.youtube.com/c/CSISCALPADSTrainingChannel/playlists?view=50&sort=dd&shelf_id=3

To help resolve CERT 132 and CERT 167, which comprise the bulk of the errors, LEAs should review Flash 195 (https://www.cde.ca.gov/ds/sp/cl/calpadsupdflash195.asp) which describes how to troubleshoot CERT132, and Flash 193 (https://www.cde.ca.gov/ds/sp/cl/calpadsupdflash193.asp) which clarifies CERT167. Most of these errors can be resolved by using these resources while working in conjunction with the Special Education Data System (SEDS) vendor.

Finally, LEAs are reminded that another reason to re-approve during the amendment window (December 19, 2020 – January 29, 2021) was mentioned in Flash 192. If a school’s UPC on Report 1.17 increases due to additional students being identified as EL or Free or Reduced-Price Meal Eligible (through an Alternative Household Income Form or Direct Certification), LEAs should de-certify and re-certify the updated data by the close of the amendment window, January 29, 2021. The CDE will use these certified data for Second Principal Apportionment (P-2) calculations.

Questions:   CALPADS/CBEDS/CDS Operations Office | calpads@cde.ca.gov | 916-324-6738
Last Reviewed: Tuesday, December 22, 2020
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