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CALPADS error brief · SWDS

SWDS0343

Students who are Eligible and Participating must haveInitial Entry Start Date populated
Severity Fatal
Error type Input Validation
Record type SWDS

Official CALPADS rule

What CALPADS is rejecting

If Special Education Status Code = 1 (Eligible and Participating) and Special Education Initial Entry Start Date is null

Focus fields

Fields validated

22.10 Special Education Initial Entry Start Date 22.12 Special Education Status Code

Recommended correction path

Suggested resolution

Official rule in plain language

Severity: Fatal   Type: Input Validation

Fields validated

  • 22.10 Special Education Initial Entry Start Date
  • 22.12 Special Education Status Code

The Initial Entry Start Date is the historical date the parent or guardian consented to the initial provision of special education services after an IDEA Part C or Part B evaluation. It is not the latest IEP date, the current enrollment date, or the date this file was uploaded.

One student, one effective-dated history

1 · Initial entry22.10 anchors the student’s first entry into special education.
2 · Status becomes effective22.11 begins a documented status segment; 22.12 identifies that status.
3 · Applicable academic year22.05 is derived from the Status Effective Start Date.
4 · Subsequent status historyAdd a new effective row only when a real status event changes the history.

Key distinction: Initial Entry is normally a once-established historical anchor. Status Start Dates may recur as the student’s documented status changes. Neither is the upload date.

Valid, invalid, and diagnostic examples

ResultExampleWhy
ValidStatus 1; Initial Entry 20230915The historical initial-entry anchor is present.
InvalidStatus 1; Initial Entry blankEligible and Participating cannot be reported without 22.10.
InvestigateStatus 1; only the latest annual IEP date is availableResearch the original entry date; do not substitute a later annual-review date.

Concrete checks

  • Confirm that Status Code 1 accurately describes the student on the effective date.
  • Locate the original consent/initial-provision record in the special education system, archived file, prior LEA records, or CALPADS history.
  • If the exact historical date cannot be recovered, CFS v18 directs the LEA to report its best approximate Initial Entry Start Date; document the evidence and method used.
  • Once established, preserve 22.10 across transfers, SELPA changes, exits, reentries, and the Part C-to-Part B transition.

Recommended correction path

  1. 1

    Preserve the rejected row

    Capture the submission ID, SSID, Reporting LEA and SELPA, Academic Year, Initial Entry Date, Status Start Date, Status Code, and adjacent SWDS history.

  2. 2

    Verify identity and enrollment context

    Match the student and confirm the qualifying SENR history before interpreting the special education chronology.

  3. 3

    Build the four-stage timeline

    Place initial entry, each status event, its academic year, and subsequent status rows in chronological order. Add MEET, PLAN, and SERV dates when they help identify the underlying event.

  4. 4

    Verify the authoritative event

    Use the special education system, signed evaluation/eligibility/consent records, transfer evidence, and CALPADS ODS history. Do not infer the date from the file upload.

  5. 5

    Correct the source and mapping

    Populate the evidence-supported historical Initial Entry Start Date when Status Code 1 is correct. If Status Code 1 is wrong, correct the status event instead; do not manufacture an entry date to preserve an unsupported status. Repair any repeatable extract rule so the next file preserves the same truth.

  6. 6

    Resubmit and reconcile

    Confirm acceptance, inspect the complete SWDS history in CALPADS, and review related MEET, PLAN, SERV, Fall 1, and EOY 1 results for unintended chronology effects.

Official references