CALPADS error brief · CERT
CERT046
Official CALPADS rule
What CALPADS is rejecting
Focus fields
Fields validated
SASS DataRecommended correction path
Suggested resolution
Fall 2 certification rule
Severity: Fatal Type: Certification Data Discrepancy
The sum of Staff FTE for all Job Classifications for an individual staff member in the LEA is either more than 200% or less than 5%.
Records or fields compared
- SASS Data
Transactional acceptance is not the same as certification coherence. The snapshot is testing whether related records, effective dates and populations form one defensible Fall 2 account.
Correction ownership
| Question | Answer | Safeguard |
|---|---|---|
| What did the snapshot expect? | The snapshot found an individual staff FTE below 5 percent or above 200 percent. | Review the complete population |
| Where is the authoritative evidence? | HR position control, payroll allocations, SASS and CRSE | Protect confidential records |
| What correction is supported? | Verify the complete allocation; correct duplication, scaling or assignment errors without forcing a legitimate value toward 100 percent | Never add data merely to clear the error |
More than 100 percent can still be legitimate
| Example | Combined FTE | Interpretation |
|---|---|---|
| 100% teacher + 25% administrator | 125% | Possible when separately documented duties are real |
| 80% teacher + 20% instructional coach | 100% | A divided assignment totaling one full position |
| 100% teacher at one school + 50% at another | 150% | Possible for a multi-site assignment |
| 100% + 100% + 25% | 225% | Exceeds the 200% threshold and requires correction or documented investigation |
This is a reasonableness check, not proof of error. Inspect decimal-versus-percent conversion, duplicate rows, overlapping assignments, and actual workload before changing data.
Recommended correction path
- 1
Preserve the current snapshot
Capture revision, school, year, identifiers, counts and relevant detail rows.
- 2
Classify the discrepancy
Separate a true zero or legitimate exception from a missing, stale, duplicated, mis-keyed or out-of-period record.
- 3
Trace all companion records
Compare shared identifiers, effective dates, Census Day status and the complete history—not only the last upload.
-
4
Verify authoritative evidence
Use hr position control, payroll allocations, sass and crse. Record what was checked and who confirmed it.
- 5
Apply only the supported correction
Verify the complete allocation; correct duplication, scaling or assignment errors without forcing a legitimate value toward 100 percent. Repair repeatable source mappings where applicable.
- 6
Regenerate and reconcile
Wait for processing, rebuild the Fall 2 snapshot, confirm the error clears, and compare downstream counts and detail reports.
Retained official CALPADS guidance
The total Full Time Equivalent (FTE) % for all of a staff member's Job Classifications should not exceed 200% or should not be less than 5%. Review the Staff Assignment data and adjust the FTE so that the total for all classifications is equal to or less than 200% and greater than or equal to 5%.. See Report 4.4 - Staff Profile - List See Report 4.5 - Staff Non Classroom Based or Support Assignment - Detail