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CALPADS error brief · SWDS

SWDS0500

Invalid Academic Year based on Status Start Date
Severity Fatal
Error type Input Validation
Record type SWDS

Official CALPADS rule

What CALPADS is rejecting

Academic Year ID must be the academic school Year associated with the Special Education Status Start Date

Focus fields

Fields validated

22.05 Academic Year ID 22.11 Special Education Status Effective Start Date

Recommended correction path

Suggested resolution

Official rule in plain language

Severity: Fatal   Type: Input Validation

Fields validated

  • 22.05 Academic Year ID
  • 22.11 Special Education Status Effective Start Date

CALPADS academic years run from July 1 through June 30 and use CCYY-CCYY. Derive 22.05 from the actual 22.11 date; do not default every record to the current submission year.

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 Start 20260630 → 2025-2026June 30 is the final day of that academic year.
ValidStatus Start 20260701 → 2026-2027July 1 begins the next academic year.
InvalidStatus Start 20260630 → 2026-2027The year was advanced one day too early.

Concrete checks

  • Inspect the Status Effective Start Date first; do not correct Academic Year around a bad event date.
  • Test the local extract’s July 1 boundary and its handling of historical records.
  • Confirm the value uses the nine-character CCYY-CCYY format.
  • Look for a hard-coded current-year value in the SEDS-to-CALPADS mapping.

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

    When 22.11 is accurate, derive and submit the matching academic year. When 22.11 is wrong, correct the event date first and then regenerate 22.05 from it. 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