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CALPADS error brief · GERR

GERR0002

Value Not Found in Reference Set
Severity Fatal
Error type Input Validation
Record type GERR

Official CALPADS rule

What CALPADS is rejecting

The value provided for the field is not a valid value from the CALPADS Code Sets

Focus fields

Fields validated

1.01 - Record Type Code 1.02 - Transaction Type Code 1.13 - Student Legal Name Suffix Code 1.18 - Student Gender Code 1.20 - Student Birth State Province Code 1.21 - Student Birth Country Code 1.23 - Enrollment Status Code 1.24 - Grade Level Code 1.26 - Student Exit Reason Code 1.27 - Student School Completion Status 1.29 - Student Met all UC CSU Requirements Indicator 1.30 - Student School Transfer Code 1.32 - Student Golden State Seal Merit Diploma Indicator 1.33 - Student Seal of Biliteracy Indicator 1.34 - Adult Age Students with Disabilities in Transition Status 1.35 - Graduation Exemption Indicator

Recommended correction path

Suggested resolution

Read the complete validation

CALPADS rule: Value not found in reference set

Severity: Fatal   Type: Input Validation

Fields listed on the official SENR GERR0002 page:

  • 1.01 Record Type Code
  • 1.02 Transaction Type Code
  • 1.13 Student Legal Name Suffix Code
  • 1.18 Student Gender Code
  • 1.20 Student Birth State Province Code
  • 1.21 Student Birth Country Code
  • 1.23 Enrollment Status Code
  • 1.24 Grade Level Code
  • 1.26 Student Exit Reason Code
  • 1.27 Student School Completion Status
  • 1.29 Student Met all UC CSU Requirements Indicator
  • 1.30 Student School Transfer Code
  • 1.32 Student Golden State Seal Merit Diploma Indicator
  • 1.33 Student Seal of Biliteracy Indicator
  • 1.34 Adult Age Students with Disabilities in Transition Status
  • 1.35 Graduation Exemption Indicator

Valid versus invalid examples

These examples illustrate reference-set membership. They do not establish which valid code is factually correct for a particular student.

Common GERR0002 examples from Version 18.0 code sets
FieldRecognized examplesUnrecognized or suspect examplesWhat to verify
1.01 Record TypeSENRENR, Enrollment, or another record type in a SENR rowSelected extract, file merge, report constant, and row layout.
1.02 Transaction TypeA, D, or R when explicitly codedADD, DELETE, U, or UPDATEWhether the transaction should add/update, delete, or replace; the CFS also describes blank/space processing for add/update.
1.13 Legal Name SuffixJR, SR, II, IIIJr., Junior, 2ndThe student’s legal name and the current Name Suffix Preferred code set.
1.18 GenderF, M, XFemale, Male, Nonbinary, N, BThe authorized demographic record and current Gender code set.
1.20 Birth State/ProvinceUS-CA, US-NY, MX-BCNCA, California, Calif.The place of birth—not the student’s current residence—and the State/Province code set.
1.21 Birth CountryUS, MX, CAUSA, United States, Mexico, CANAuthorized birth information and the two-character Country ISO code used by CALPADS.
1.23 Enrollment Status10 Primary, 20 Secondary, 30 Short-term, 40 Specialized services only, 50 Non-ADAPrimary, P, 01, 60The student’s actual enrollment relationship and local-to-CALPADS crosswalk.
1.24 Grade LevelKN, TK, 09, 12, ADK, 9, Grade 9, 13The assigned grade for this enrollment and current Grade Level code set.
1.26 Exit ReasonE155, E230, T160, N470YearEnd, Graduate, Transfer, locally invented codesThe real exit event, surrounding enrollments, evidence, and Student Exit Category code set.
1.27 Completion Status100 standard diploma, 120 SWD certificate, 320 equivalency certificateGraduate, Diploma, G, locally defined completion labelsAuthorized graduation/completion record and the School Completion Status code set.
1.30 School Transfer1 through 6 when the defined transfer condition appliesInterdistrict, IDT, 7, or a local transfer labelThe legal/programmatic transfer basis and Student School Transfer Category code set.
1.29, 1.32–1.35 indicatorsY or N when applicableYes, No, True, False, 1, 0The underlying determination and whether the indicator is required, allowed, or should be blank.

Valid code does not mean valid circumstance: E155 is a recognized Exit Reason, but it is not correct merely because CALPADS accepts the code. The student must actually meet the E155 definition and its connected date and enrollment rules. GERR0002 tests membership in one field’s reference set; other validations test combinations, chronology, and meaning.

Find where the translation failed

From local meaning to CALPADS value
Failure patternWhat it looks likeDurable correction
Description exported instead of codeThe SIS displays “Kindergarten” and the extract submits the word instead of KN.Map the local value to the current CALPADS code in the report or integration.
Local code exported directlyThe district uses P for Primary, but CALPADS expects 10.Maintain an explicit, version-controlled local-to-CALPADS crosswalk.
Outdated code retainedA formerly accepted or vendor-specific value remains after a code-set revision.Compare the export and vendor release with the effective dates in the current code-set workbook.
Wrong field’s code set usedA value is valid somewhere else in CALPADS but not for the submitted SENR field.Confirm the field number and assigned reference set before changing the value.
Case, punctuation, or padding changedjr., us-ca, a trailing space, or spreadsheet conversion no longer matches the expected value.Inspect the literal exported characters and normalize the producing rule to the published code.
Default or placeholder exportedUNK, N/A, 0, or another local placeholder is sent even though the code set does not allow it.Determine whether the field should be blank or populated with an evidence-supported current code.
Value shifted into wrong columnA valid Grade Level value appears in Enrollment Status because an earlier structural field disappeared.Repair FRMT0009 and realign the full row before changing any codes.
Spreadsheet damaged the code09 becomes 9, or text values are auto-converted during opening or saving.Preserve text formatting and compare the untouched extract with the uploaded file.

Use the right evidence for the field group

Code selection begins with the underlying fact
Field groupAuthoritative questionLikely participants and evidence
File and transactionWhat record type and processing action was actually intended?CALPADS coordinator, SIS owner, submission job, extract definition, and transaction history.
Identity and birthplaceWhat legal suffix, gender code, birth state/province, and birth country are supported?Authorized student-records staff, cumulative file, accepted identity documentation, and SIS demographic record.
Enrollment and gradeWhat relationship does this enrollment represent, and what grade applies?Registrar, site staff, attendance/enrollment evidence, grade placement, and SIS enrollment record.
Exit and completionWhy did the enrollment end, and what completion outcome—if any—occurred?Registrar, counselor, graduation/cohort staff, withdrawal/transfer evidence, transcript, and completion record.
TransferDoes the student meet one of the defined transfer categories?District student services, enrollment staff, transfer agreement or authorization, prior enrollment, and district-of-residence evidence.
Y/N indicatorsHas the underlying determination occurred, and is the indicator applicable to this record?Responsible program owner, transcript/graduation review, special-education evidence where applicable, and current CFS conditions.

How a local value becomes a CALPADS code

1. Real circumstanceEstablish the student, enrollment, exit, completion, or indicator fact.
2. SIS local valueRecord the authorized local code or selection.
3. CrosswalkTranslate it to the current CALPADS field-specific code.
4. ValidationConfirm reference-set membership, combinations, chronology, and meaning.

If many students share the same invalid value, correct the crosswalk or configuration. If only one student fails, inspect that record’s local value, import history, and authoritative evidence.

Choose the diagnostic pathway

  • Exact field and literal value
    • Which field number does CALPADS identify?
    • What exact characters appear in that position in the untouched file?
    • Is the value a description, local code, deprecated code, placeholder, or code from another field?
    • Do case, punctuation, spaces, and leading zeros match the current published value?
  • Identity and birthplace codes
    • Does the value belong to the intended student?
    • Does authorized documentation support the legal suffix, gender, and birthplace information?
    • Was a U.S. state abbreviation submitted where CALPADS expects a State/Province code such as US-CA?
    • Was a three-character or written country name submitted instead of the required two-character code?
  • Enrollment and grade codes
    • What enrollment relationship actually exists?
    • What grade is assigned for this enrollment?
    • Does the local code have a current CALPADS crosswalk?
    • Did spreadsheet conversion remove a leading zero from grades 01–09?
  • Exit and completion codes
    • When and why did the student leave?
    • Was another enrollment expected or confirmed?
    • Did the student complete an authorized program or earn a recognized outcome?
    • Are Exit Reason and Completion Status individually recognized and valid together?
  • Indicator values
    • Did the extract send Yes/No, Boolean values, or numeric flags instead of Y/N?
    • Is the indicator applicable and required for this circumstance?
    • Does authorized evidence support Y, N, or a permitted blank?
    • Could a default value conceal that no determination occurred?
  • Crosswalk, vendor, and effective dates
    • Which local value produced the rejected CALPADS value?
    • Is the mapping specific to the correct field and file?
    • Was the code active for the applicable reporting period?
    • Has the SIS or integration been updated for Version 18?
    • Will the next scheduled extract reproduce the error?

Resolve the value from meaning to code

  1. IdentifyName field and value.
  2. EstablishConfirm the real fact.
  3. TranslateSelect current code.
  4. RepairFix source or crosswalk.
  5. ReconcileTest connected rules.

Primary participants for this error

  • CALPADS coordinator
  • Registrar or enrollment staff
  • Counselor, graduation, or cohort staff when applicable
  • SIS system owner
  • Extract, integration, or vendor support

Choose the owner from the pattern

  • One student: inspect the source value and evidence.
  • One local code: inspect the crosswalk.
  • One field across many records: inspect the report or integration.
  • After an update: inspect code-set effective dates and the vendor release.

Recommended correction path

  1. Preserve the rejected row and error details

    Capture the submission ID, row number, exact field, rejected value, export time, and untouched source file before editing.

  2. Confirm the row is structurally aligned

    Verify all 35 SENR positions remain intact. A recognized value in the wrong column is not fixed by selecting another code.

  3. Look up the field’s assigned reference set

    Use the current Version 18 File Specifications to identify the code set for that exact field, then inspect the current Code Sets workbook and effective dates.

  4. Establish the underlying fact

    Verify the student identity, birthplace, enrollment, grade, exit, completion, transfer, or indicator determination from authorized evidence.

  5. Translate the fact to the current code

    Select the code whose published definition matches the evidence. Do not choose the nearest-looking value merely because it is accepted.

  6. Trace the rejected value to its source

    Locate the first divergence among the SIS field, local code, crosswalk, report, integration, spreadsheet step, and final upload file.

  7. Correct the repeatable mapping

    Repair the owning system, crosswalk, or export rule. Avoid a one-time file edit that leaves the next extract unchanged.

  8. Regenerate, submit, and test connected rules

    Confirm GERR0002 clears, then review valid combinations, chronology, requiredness, accepted enrollment history, and other records produced by the same mapping.

Official CALPADS guidance

Understanding the error: Values submitted in a field must be recognized by CALPADS as one of the values valid for that field. The submitted file contains a value that is not valid.

Things to check for in submission: Verify the rejected value against the reference set assigned to the field listed in the error details. Suggested Resolution: 1) Review the current CALPADS Code Sets and File Specifications for field-specific valid values. OR 2) If the file was produced from a local SIS, contact the vendor or technical resource to determine why the invalid value was generated and how to correct the mapping.

Before closing the issue

  • Confirm GERR0002 no longer appears for the intended student and enrollment.
  • Verify the submitted value belongs to the reference set assigned to the correct field.
  • Confirm authorized evidence supports that specific code and its effective period.
  • Review connected requiredness, combination, chronology, exit, completion, transfer, and indicator rules.
  • Document the evidence, source value, crosswalk, correction owner, affected population, and regression test.

Official GERR0002 troubleshooting page  |  Current CALPADS File Specifications, Code Sets, and Valid Code Combinations  |  SENR guidance

What SENR does—and does not do

SENR answers enrollment and SSID-context questions such as:

  • Does this student have an SSID?
  • Which LEA and school own this enrollment record?
  • When did the enrollment begin?
  • Is it primary, secondary, short-term, or non-ADA?
  • What grade level applies to this enrollment?
  • Is the enrollment still open?
  • If it ended, when and why did the student leave?
  • Did the student complete school?
  • Was an authorized transfer category involved?
  • What is the student’s district of geographic residence?

Review official CALPADS SENR guidance

SENR participant directory

Engage only the roles needed for the specific field, student, enrollment event, or mapping defect.

  • CALPADS coordinator
  • Registrar or enrollment staff
  • School-site office staff
  • Attendance staff
  • Counselor or student-records staff
  • Graduation or cohort-data staff
  • District student-services administrator
  • Special education data staff
  • SIS system owner
  • Extract, integration, or vendor support