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CALPADS error brief · SWDS

SWDS0621F1

Missing Enrollment Record for Eligible and Participating Special Education Student
Severity Fatal
Error type CDD
Record type SWDS

Official CALPADS rule

What CALPADS is rejecting

Students must be enrolled when they first become eligible and participating in Special education

Focus fields

Fields validated

SENR Data 1.04 - Reporting LEA 1.22 Enrollment Start Date 1.23 Enrollment Exit Date SWDS Data 22.04 - Reporting LEA 22.11 - Special Education Status Effective Start Date 22.12 - Special Education Status Code

Recommended correction path

Suggested resolution

Status is not the same as enrollment, a meeting, a plan, or a service

Eligibility answers whether the student qualifies. Participation answers whether the student is receiving special education under the reported status. MEET records an event. PLAN records the operative education plan. SERV records services. Each relationship depends on its own effective date.

The history CALPADS is trying to reconstruct

Enrollment → SWDS status → MEET → PLAN → SERV → Fall 1 snapshot

StageRecord familyWhat it establishesThis page
1. EnrollmentSENR 1.xxWhere and when the student is enrolledRule focus
2. SWDS statusSWDS 22.xxEligibility and participation over timeReconcile the effective relationship
3. MEETMEET 24.xxReferral, evaluation, meeting, or pending eventReconcile the effective relationship
4. PLANPLAN 23.xxOperative IEP, IFSP, ISP, or other planReconcile the effective relationship
5. SERVSERV 25.xxServices delivered under the planReconcile the effective relationship
6. Fall 1 snapshotCertificationThe census-day relationship CALPADS evaluatesReconcile the effective relationship

Fields and records evaluated

  • SENR 1.04 — Reporting LEA
  • SENR 1.22 — Enrollment Start Date
  • SENR 1.23 — Enrollment Status Code
  • SENR 1.25 — Enrollment Exit Date
  • SWDS 22.04 — Reporting LEA
  • SWDS 22.11 — Status Effective Start Date
  • SWDS 22.12 — Status Code 1

Six questions that resolve this certification finding

QuestionSpecific findingEvidence
What passed?The individual SENR, SWDS, MEET, PLAN, or SERV transactions may each have posted successfully.Submission detail and ODS history
What did Fall 1 expect?The student’s enrollment history explains where the student was connected to public education when status 1 became effective.Census-day snapshot logic
What is inconsistent?SWDS code 1 is effective, but CALPADS cannot find the required SENR enrollment relationship.Student-level certification detail
Who owns correction?Special education staff and the SEDS own eligibility, participation, meeting, plan, and service facts; enrollment staff and the SIS own SENR; the CALPADS/SELPA reporting process reconciles the effective histories.SIS, SEDS, and authoritative special education records
What must change?Add/correct the supported SENR history, or correct the inaccurate SWDS status, identity, LEA, or effective date. Never create an enrollment solely because a special education record exists.Supported add, replace, delete, service request, or sequencing action
What proves resolution?1.0 Certification Errors; 16.12 Students with Disabilities Education Plan by Primary Disability; 16.14 Students with Disabilities Plan Student List; 16.15 Students with Disabilities Services; 16.16 Students with Disabilities Services Student List; 16.17 Students with Disabilities Annual Comparison; applicable SELPA reportsRefreshed snapshot and student-level evidence

Concrete checks

  • Search enrollment statewide and across the entire applicable academic year.
  • Include N470 records when testing the official rule.
  • Confirm SSID and Reporting LEA relationships across SIS and SEDS.
  • Determine whether the student was in an infant, private-school, NPS, non-ADA, transfer, or other enrollment context requiring a specific SENR representation.

Recommended correction path

  1. 1

    Locate the exact snapshot row

    Match the SSID, Reporting LEA, census context, and snapshot revision identified by SWDS0621F1.

  2. 2

    Build one effective-date history

    Place SENR enrollment dates, every SWDS status event, MEET dates, PLAN effective dates, and SERV dates on one timeline.

  3. 3

    Verify the authoritative evidence

    Use the SEDS, IEP/IFSP/ISP documents, evaluation records, SIS, and identity records. Special education staff and the SEDS own eligibility, participation, meeting, plan, and service facts; enrollment staff and the SIS own SENR; the CALPADS/SELPA reporting process reconciles the effective histories.

  4. 4

    Test this rule—not a neighboring rule

    Search enrollment statewide and across the entire applicable academic year. Include N470 records when testing the official rule. Confirm SSID and Reporting LEA relationships across SIS and SEDS. Determine whether the student was in an infant, private-school, NPS, non-ADA, transfer, or other enrollment context requiring a specific SENR representation.

  5. 5

    Make the supported correction

    Add/correct the supported SENR history, or correct the inaccurate SWDS status, identity, LEA, or effective date. Never create an enrollment solely because a special education record exists. Repair the source system or extract mapping so the next submission does not recreate the discrepancy.

  6. 6

    Regenerate and reconcile

    Regenerate Fall 1, verify SWDS0621F1 clears, and reconcile 1.0 Certification Errors; 16.12 Students with Disabilities Education Plan by Primary Disability; 16.14 Students with Disabilities Plan Student List; 16.15 Students with Disabilities Services; 16.16 Students with Disabilities Services Student List; 16.17 Students with Disabilities Annual Comparison; applicable SELPA reports. Confirm the aggregate and student-level histories agree.

Official SWDS0621F1 guidance · CALPADS SWDS record guidance · Current certification and real-time reports · SDLA CALPADS report directory