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CALPADS error brief · SWDS

SWDS0638F1

Missing MEET Record for an Eligible and Participating Student with Disabilities
Severity Fatal
Error type CDD
Record type SWDS

Official CALPADS rule

What CALPADS is rejecting

A student with an SWDS record indicating an evaluation must have at least one MEET Record

Focus fields

Fields validated

SENR Data 1.22 Enrollment Start Date 1.23 - Enrollment Status 1.25 - Enrollment Exit Date SWDS Data 22.04 - Reporting LEA 22.11 - Special Education Status Effective Start Date 22.12 - Special Education Status Code MEET 23.04 Reporting LEA 23.06 SSID 23.12 - Special Education Plan Effective Start Date

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 enrolledStart with the enrollment context
2. SWDS statusSWDS 22.xxEligibility and participation over timeReconcile the effective relationship
3. MEETMEET 24.xxReferral, evaluation, meeting, or pending eventRule focus
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 1.22/1.25 — Enrollment Dates
  • SENR 1.23 — Enrollment Status Code
  • SWDS 22.04 — Reporting LEA
  • SWDS 22.11 — Status Effective Start Date
  • SWDS 22.12 — Status Code 1
  • MEET 24.04 — Reporting LEA
  • MEET 24.06 — SSID
  • MEET 24.13/24.14 — Meeting or Pending Date

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?Eligibility and participation are connected to a reported meeting/evaluation event rather than appearing as an unsupported status.Census-day snapshot logic
What is inconsistent?The effective SWDS record is code 1, but CALPADS finds no qualifying MEET history for the SSID.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 the supported MEET record, or correct the inaccurate SWDS status/effective date, SSID, or event history.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

  • Verify code 1 is truly the latest SWDS status effective on Census Day.
  • Search MEET history across Reporting LEAs before assuming the event is absent.
  • Check whether the source MEET was rejected or omitted by the SEDS extract.
  • Use the actual evaluation/meeting or pending date and activity; do not create a placeholder event.

Recommended correction path

  1. 1

    Locate the exact snapshot row

    Match the SSID, Reporting LEA, census context, and snapshot revision identified by SWDS0638F1.

  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

    Verify code 1 is truly the latest SWDS status effective on Census Day. Search MEET history across Reporting LEAs before assuming the event is absent. Check whether the source MEET was rejected or omitted by the SEDS extract. Use the actual evaluation/meeting or pending date and activity; do not create a placeholder event.

  5. 5

    Make the supported correction

    Add the supported MEET record, or correct the inaccurate SWDS status/effective date, SSID, or event history. 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 SWDS0638F1 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 SWDS0638F1 guidance · CALPADS SWDS record guidance · Current certification and real-time reports · SDLA CALPADS report directory