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CALPADS error brief ยท IVR

IVR0034

Duplicate Record within File
Severity
FATAL error - Must be corrected in order to post the record and/or certify the data.
Error type PLAN - Special Education Plan
Record type IVR

Official CALPADS rule

What CALPADS is rejecting

Duplicate Record within File based on Operational Key

Focus fields

Fields validated

23.04 - Reporting LEA 23.06 - SSID 23.09 - Reporting SELPA 23.12 - Special Education Plan Effective Start Date

Recommended correction path

Suggested resolution

Read the complete validation

CALPADS rule: Duplicate Record within File based on Operational Key

Fields involved:

  • 23.04 - Reporting LEA
  • 23.06 - SSID
  • 23.09 - Reporting SELPA
  • 23.12 - Special Education Plan Effective Start Date

Coordinate the correction

Authoritative sourceConfirm the authoritative plan history and the PLAN operational-key fields.
People to involveCALPADS coordinator, special education data steward, case-management owner, and extract support.
Connected recordsReview prior PLAN iterations, SWDS status, MEET events, SERV records, and records generated by the same extract.

Recommended correction path

  1. Identify the exact student and plan iteration. Match SSID, Reporting LEA, Reporting SELPA, plan type, and Plan Effective Start Date before editing.
  2. Confirm the documented value. Compare every validated field with the authoritative source and the current CALPADS rule.
  3. Locate the true point of failure. Determine whether the issue is in source documentation, IEP/SEDS entry, SIS data, mapping, extract logic, or an existing CALPADS record.
  4. Correct the owning system. Use the authorized local process; do not overwrite accurate program information merely to make the transaction post.
  5. Regenerate and verify. Confirm the accepted effective-dated PLAN record, review connected records, and check whether the same mapping affected other students.

Official CALPADS guidance

Understanding the Error: The Special Education Plan (PLAN) file submitted contains two records that CALPADS interprets as the same record. Both records have the same operational key: Reporting LEA, SSID, Reporting SELPA and Special Education Plan Effective Start Date. These are the fields that CALPADS uses to uniquely identify a record in the ODS. Therefore, there can't be two records with the same unique identifiers.

Things to check for in submission: Verify that the fields listed in the Fields Validated column are correct in the submitted file.

Suggested Resolution:
1) Delete one of the duplicate records and resubmit the file.

OR

2) If file produced from local SES, contact vendor/technical resource to determine reason for duplicate record and to determine how to resolve the problem.

Official IVR0034 troubleshooting page  |  PLAN online-maintenance guidance  |  CALPADS system documentation

Cross-team correction support

Begin with: the authoritative plan history and the PLAN operational-key fields.

Coordinate: CALPADS coordinator, special education data steward, case-management owner, and extract support.

Then verify: prior PLAN iterations, SWDS status, MEET events, SERV records, and records generated by the same extract.