CALPADS error brief · CERT
CERT108
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 total Staff Assignment FTE data submitted for the LEA varies +- 25% from the total number of Staff and thus may be over/understated.
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 school's total reported FTE-to-staff ratio falls below .75 or above 1.25. | Review the complete population |
| Where is the authoritative evidence? | HR position control, active staff roster, school assignments and SASS | Protect confidential records |
| What correction is supported? | Reconcile the numerator and denominator; correct missing people, duplicated assignments or percentage conversion errors | Never add data merely to clear the error |
Diagnose the ratio before editing FTE
| Pattern | Possible explanation | What to inspect |
|---|---|---|
| Ratio below .75 | Missing FTE or extra staff in denominator | Unassigned staff, zero/blank FTE and inactive employees |
| Ratio above 1.25 | Duplicate/excess FTE or missing staff in denominator | Percent scaling, multi-site duplication and omitted staff |
| Unusual but supported | Real part-time or combined assignments | HR position control and school allocation |
Do not normalize every employee to 1.00. Reconcile the complete school population and preserve legitimate part-time and multi-role work.
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, active staff roster, school assignments and sass. Record what was checked and who confirmed it.
- 5
Apply only the supported correction
Reconcile the numerator and denominator; correct missing people, duplicated assignments or percentage conversion errors. 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) Staff ratio is < .75 OR > 1.25. Review the Staff Assignment data and adjust the FTE so that the ratio for all classifications for all staff at the LEA is equal to or less than 1.25 and greater than or equal to .75. Calculate Total FTE to Total Staff Ratio as follows: (Sum of the Total Staff Assignment FTE)/100/Total Staff in LEA/IRC Job Class Codes (Field 8.13) to be included: 10, 11, 12, 25, 26 or 27 and all Support/Non-Classroom Based Job Assignment Code (Fields 8.15-8.21) <> 6018 (Employee on Leave)