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CALPADS error brief · SDEM

SDEM0196F2

Mismatch of SEID Demographics for Staff Information Update
Severity Warning
Error type CDD
Record type SDEM

Official CALPADS rule

What CALPADS is rejecting

Staff Gender Code and Staff Date of Birth Year must equal existing ODS Staff Gender Code and Staff Date of Birth Year Or Staff Legal First Name and Staff Legal Last Name must equal existing ODS Staff Legal First Name and Staff Legal Last Name in the latest SDEM record

Focus fields

Fields validated

7.11 - Staff Legal First Name 7.13 - Staff Legal Last Name 7.18 - Staff Birth Date 7.19 - Staff Gender Code

Recommended correction path

Suggested resolution

Fall 2 certification rule

Severity: Fatal   Type: Certification Data Discrepancy

Staff Gender Code and Staff Date of Birth Year must equal existing ODS Staff Gender Code and Staff Date of Birth Year Or Staff Legal First Name and Staff Legal Last Name must equal existing ODS Staff Legal First Name and Staff Legal Last Name in the latest SDEM record

Records or fields compared

  • 7.11 - Staff Legal First Name
  • 7.13 - Staff Legal Last Name
  • 7.18 - Staff Birth Date
  • 7.19 - Staff Gender Code

The individual record may already have passed transactional validation. The update does not satisfy either accepted identity-matching pathway for the SEID. Certification evaluates the assembled snapshot and its cross-record relationships.

What the certification snapshot is testing

QuestionMeaningOperational response
What passed? The source record was structurally acceptable.Do not assume acceptance proves that all companion records exist.
What was expected?The update does not satisfy either accepted identity-matching pathway for the SEID.Compare the complete Fall 2 snapshot, not only the last uploaded file.
Who owns the evidence?Authoritative HR identity documents and existing CALPADS SDEM historyReconcile CALPADS with the authoritative source before editing.
What action is appropriate?Correct the intended person's identity fields; never force a match or update another employeeAdd, correct, close, or remove only records supported by evidence.

High-value checks

1 — PopulationPath A: gender code and birth year agree
2 — RelationshipPath B: legal first and last names agree
3 — VerificationVerify the latest SDEM record and exact SEID before changing anything

Recommended correction path

  1. 1

    Preserve the certification evidence

    Capture the revision, school, reporting year, affected identifiers, and current detail-report rows.

  2. 2

    Verify the expected population

    Determine whether the apparent gap is real, a legitimate zero, an exemption, or an incorrect source record.

  3. 3

    Trace the complete relationship

    Compare the shared identifiers, effective dates, Census Day status, and related file families.

  4. 4

    Return to the authoritative source

    Use authoritative hr identity documents and existing calpads sdem history; protect staff and student information while reconciling.

  5. 5

    Apply the supported correction

    Correct the intended person's identity fields; never force a match or update another employee. Repair repeatable SIS, HR, SEDS, or scheduling mappings when applicable.

  6. 6

    Repost, regenerate, and compare

    Wait for processing, regenerate the certification snapshot, and confirm both the error and downstream counts are corrected.

Retained official CALPADS guidance

For ONLY the Most Recent SDEM within Reporting LEA, based on most recent Effective Start Date: 1) Verify that the gender and year of birth are correct. OR 2) Verify that the legal first name, last name in the file are correct.

Official references and final review