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CALPADS error brief · IVR

IVR0034

Duplicate Record within File based on Operational Key
Severity Fatal
Error type Input Validation
Record type IVR

Official CALPADS rule

What CALPADS is rejecting

Two or more records exist with the same operational key fields

Focus fields

Fields validated

1.05 - School of Attendance 1.08 - SSID 1.22 - Enrollment Start Date

Recommended correction path

Suggested resolution

Read the complete validation

CALPADS rule: Two or more records exist with the same operational key fields

Fields involved:

  • 1.05 - School of Attendance
  • 1.08 - SSID
  • 1.22 - Enrollment Start Date

How this record moves through CALPADS

1. Authoritative SISMaintain actual enrollment history.
2. SENR postsEstablish SSID-connected enrollment.
3. SINF followsSupply overlapping demographics.
4. SPRG and SELA followReport programs and English-language status.

Upload reminder: A file can upload successfully while individual records reject. Correct the source or extract when the next file would reproduce the error.

Choose the diagnostic pathway

  • SSID and student identity
    • Does the student have the correct SSID?
    • Does the local record point to a retired or replaced SSID?
    • Are staff reviewing the intended student before changing enrollment history?
  • LEA, school, and enrollment ownership
    • Which LEA and school own the enrollment?
    • Is the school authorized under the Reporting LEA?
    • Is the enrollment primary, secondary, short-term, or non-ADA?
  • Enrollment dates and chronology
    • When did the student actually begin attending?
    • Is the enrollment still open, or should it have an exit?
    • Does another enrollment overlap or continue this record?
    • Do the SIS and CALPADS histories tell the same story?
  • Enrollment exit and completion
    • Is the enrollment still open?
    • When and why did the student leave?
    • Did the student complete school?
    • Was another enrollment expected?
    • Do Exit Reason and Completion Status describe the same event?
  • E150 and continuing enrollment
    • Was E150 used for a midyear update rather than a departure?
    • Was the continuing enrollment created for the next calendar day?
    • Did grade, transfer status, or geographic residence actually change?
  • SIS, extract, and CALPADS reconciliation
    • Is the authoritative SIS record correct?
    • Did the extract transform or omit a value?
    • Does CALPADS contain an older or conflicting enrollment?
    • Will the next extract reproduce the error?
  • Downstream student-record effects
    • Does SINF overlap the qualifying enrollment?
    • Could SPRG or SELA depend on these dates?
    • Could the change affect attendance, assessment, course, cohort, dropout, or special-education reporting?

Read the enrollment sequence

  1. StudentConfirm the intended person.
  2. Local identityReview the SIS identifier.
  3. SSID historyCheck current and retired SSIDs.
  4. EnrollmentConfirm the correct record.
  5. VerifyReview CALPADS and downstream data.

Primary participants for this error

  • CALPADS coordinator
  • Registrar or enrollment staff
  • School-site office staff
  • SIS system owner

Compare three versions of the record

  • What actually occurred.
  • What the authoritative SIS contains.
  • What the SENR file and CALPADS ODS contain.

The correction belongs where those versions first diverge.

Recommended correction path

  1. Identify the exact enrollment

    Match SSID, Reporting LEA, School of Attendance, start date, enrollment status, grade, and any exit information.

  2. Reconstruct what occurred

    Use enrollment, attendance, transfer, withdrawal, or completion documentation rather than inferring the answer from the validation.

  3. Compare SIS, extract, and ODS

    Locate the first point where the authoritative history and transmitted or stored values diverge.

  4. Confirm the complete rule

    Review every validated field, current code combinations, and any connected enrollment records.

  5. Correct the owning system

    Use the authorized local process and avoid a CALPADS-only edit that the next extract will overwrite.

  6. Verify acceptance and downstream meaning

    Confirm the complete enrollment history and review SINF, SPRG, SELA, attendance, assessment, cohort, and special-education effects as applicable.

Official CALPADS guidance

Understanding the Error: The Enrollment file submitted contains two records that CALPADS interprets as the same record. Both records have the same SSID, School of Attendance, and Enrollment Start Date. These are the fields that CALPADS uses to uniquely identify a record in the ODS. Therefore, there can't be two records with the same unique identifiers. Things to check for in submission: Verify that the fields listed in the Fields Validated column are correct in the submitted file. Suggested Resolution: 1) Delete one of the duplicate records and resubmit the file OR 2) If file produced from local SIS, contact vendor/technical resource to determine reason for duplicate record and to determine how to resolve the problem.

Before closing the issue

  • Confirm IVR0034 no longer appears for the intended enrollment.
  • Verify the complete accepted enrollment history in CALPADS.
  • Document source evidence, owner, correction location, and broader extract impact.
  • Review downstream student records and reports affected by the correction.

Official IVR0034 troubleshooting page  |  SENR guidance  |  Fall 1 Reporting Roadmap

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, or short-term?
  • 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 the student transferred, retained, promoted, or updated through an E150 enrollment transition?
  • What is the student’s district of geographic residence?

Review official CALPADS SENR guidance

SENR participant directory

Engage the roles needed for the specific student, enrollment event, ownership question, or system issue.

  • 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
  • Charter or alternative-education program staff
  • Special education data staff
  • SIS system owner
  • Extract, integration, or vendor support