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CALPADS error brief · IVR

IVR0012

Invalid Student Age
Severity Warning
Error type Data Discrepancy
Record type IVR

Official CALPADS rule

What CALPADS is rejecting

If Grade Level Code is equal to Adult (AD) Then Student age should be greater than or equal to 16 and less than 80; Else Student Age should be greater than 0 and less than or equal to 22 If School is not a Charter

Focus fields

Fields validated

1.17 - Student Birth Date 1.23 - Grade Level Code

Recommended correction path

Suggested resolution

Read the complete validation

Formal Version 18 rule:

  • If Grade Level Code is AD, student age must be greater than or equal to 16 and less than 80.
  • Otherwise, student age must be greater than 0 and less than or equal to 22 when the school is not a charter.

Current official status: Warning   Type: Data Discrepancy

Fields validated:

  • 1.17 Student Birth Date
  • 1.23 Grade Level Code

Start with the correct rule branch

Grade = ADFormal age range: 16 through 79.
Grade ≠ ADNon-charter range: older than 0 through 22.
Charter schoolThe non-AD clause expressly excludes charters.
Then verifyDOB, grade, school, and enrollment dates remain factually correct.

Boundary ages: what passes the formal rule

Do not round age or rely only on the birth year
Grade/school branchCalculated ageFormal resultMeaning
AD15 years, 364 daysOutside rangeThe student has not reached the 16th birthday.
ADExactly 16Inside rangeThe formal Version 18 rule includes age 16.
AD79 years, 364 daysInside rangeThe student is still younger than 80.
ADExactly 80Outside rangeThe upper boundary is exclusive: age must be less than 80.
Not AD, non-charterExactly 0Outside rangeThe student must be older than zero.
Not AD, non-charterExactly 1Inside rangeAge is greater than zero.
Not AD, non-charterExactly 22Inside rangeThe upper boundary includes age 22.
Not AD, non-charter22 years, 1 dayInside rangeThe student remains age 22 until the 23rd birthday.
Not AD, non-charterExactly 23Outside rangeThe student is older than the permitted maximum.

Calculate completed years—not a rounded decimal

Start with the reference year minus the birth year. Then subtract one if the student’s birthday has not yet occurred by the reference date.

Examples using September 1, 2026 only to demonstrate the calculation
Birth dateReference dateCompleted ageExample result
2010090120260901Exactly 16Inside the formal AD range.
201009022026090115Outside the AD range; the 16th birthday is tomorrow.
2004090120260901Exactly 22Inside the non-AD, non-charter range.
200308312026090123Outside the non-AD, non-charter range.
1946090120260901Exactly 80Outside the AD range.

These dates illustrate birthday arithmetic only. Use the student’s actual CALPADS birth date and the actual dates in the rejected enrollment.

What commonly produces IVR0012

Find the inaccurate fact rather than forcing a code
What you findLikely causeDurable correction
Birth month and day are reversedDate was interpreted as MM/DD versus DD/MM or transposed during entry.Verify authorized birth documentation, correct the SIS identity record, and update through SINF.
Wrong birth yearTypo, default year, sibling record, or incorrect historical conversion.Stop and verify the student’s identity before changing the birth date.
AD used for a conventional K–12 enrollmentLocal “adult,” continuation, postsecondary, or age flag was mapped incorrectly to CALPADS grade.Report the student’s actual CALPADS grade and correct the crosswalk.
Adult student reported at a K–12 schoolSchool of Attendance or program location was chosen incorrectly.Confirm the accountable institution and permitted grade/school combination.
Age crosses a birthday during enrollmentStart-date and exit-date calculations fall on different sides of a boundary.Preserve both real dates, calculate age on each, and document the CALPADS behavior.
Charter record triggers unexpected concernStaff applied the non-charter branch manually or the school’s charter status/CDS relationship is wrong.Verify the official school identity and charter status; do not infer it from the school name.
SIS correction does not reach CALPADSBirth date is governed through SINF, while the SENR extract continues using stale identity data.Correct the owning record and reconcile both SINF and SENR transmission paths.

Never “fix” age by changing the enrollment date. Start and exit dates describe when the student actually attended or was expected to attend. Birth date comes from identity evidence, and grade comes from the educational placement. Each fact must stand on its own documentation.

Choose the diagnostic pathway

  • Verify student identity and birth date
    • Does the SSID belong to the intended student?
    • What birth date is stored in CALPADS?
    • Does the SIS match authorized cumulative-file or birth documentation?
    • Could month, day, year, student, or SSID have been transposed?
    • Was the birth-date correction submitted through SINF?
  • Confirm grade and educational placement
    • What grade or service level is the student actually receiving?
    • Was a local grade, adult-program flag, or postsecondary label mapped to AD incorrectly?
    • If AD is submitted, is the School of Attendance an Adult Education Center?
    • Would changing the grade contradict enrollment or program evidence?
  • Calculate age at both enrollment dates
    • What is the student’s completed age on Enrollment Start Date?
    • If populated, what is the completed age on Enrollment Exit Date?
    • Does a birthday occur between the two dates?
    • Which calculation reproduces the warning?
    • Are both dates themselves factually correct?
  • Verify school and charter status
    • What CDS code appears in School of Attendance?
    • Is the enrollment assigned to the correct school?
    • Is that school officially a charter for the relevant period?
    • Does the rule’s non-charter branch apply?
    • If grade is AD, is the school an Adult Education Center?
  • Trace SIS, SINF, and SENR
    • Which system owns birth date, grade, school, and enrollment dates?
    • Does the raw SENR file match the SIS?
    • Does CALPADS contain a stale birth date from SINF?
    • Did an extract mapping change the grade or school?
    • Will the next export recreate the discrepancy?

Reconcile the four facts in order

  1. IdentityVerify DOB and SSID.
  2. PlacementConfirm grade and school.
  3. DatesCalculate completed age.
  4. RepairCorrect the owning source.
  5. VerifyReview CALPADS history.

Primary participants

  • Registrar or authorized student-records staff
  • CALPADS coordinator
  • Adult education or program administrator when AD is used
  • School/CDS and charter-status data owner
  • SIS and extract/integration owner

Correction ownership by fact

  • Birth date: identity record and SINF pathway.
  • Grade/school/dates: enrollment record and SENR pathway.
  • Mapping defect: SIS/extract owner.
  • Official ambiguity: document the case and seek CALPADS support.

Recommended correction path

  1. Preserve the rejected evidence

    Capture the submission ID, SSID, birth date, grade, school, start date, exit date, warning text, and raw SENR row.

  2. Confirm the student and birth date

    Compare CALPADS, the SIS, and authorized identity evidence before correcting field 1.17 through SINF.

  3. Confirm grade and school type

    Verify actual educational placement, School of Attendance, charter status, and—when applicable—Adult Education Center status.

  4. Calculate completed age precisely

    Calculate age on Enrollment Start Date and, when populated, Enrollment Exit Date. Check whether a birthday crosses a boundary.

  5. Apply the formal Version 18 boundaries

    Use ages 16–79 for AD; otherwise use ages older than 0 through 22 for the non-charter branch.

  6. Correct each fact in its owning system

    Use SINF for birth-date updates and SENR for supported grade, school, and enrollment information; repair any crosswalk or extract defect.

  7. Resubmit and inspect the accepted record

    Confirm the warning clears or is understood, and verify that identity and enrollment history remain accurate.

  8. Check similarly situated students

    Review records sharing the same grade mapping, adult program, school, charter classification, default DOB, or extract rule.

Before closing the issue

  • Confirm the birth date belongs to the correct SSID and matches authorized evidence.
  • Verify grade and school describe the actual educational placement.
  • Confirm AD is used only when appropriate and paired with an Adult Education Center.
  • Document completed age on the actual start date and, if applicable, exit date.
  • Verify SINF and SENR now carry consistent information.
  • Review other students affected by the same mapping or default.

Official SENR IVR0012 troubleshooting page  |  SENR guidance  |  Current CALPADS system documents