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CALPADS error brief · FRMT

FRMT0001

Wrong field length
Severity Fatal
Error type Input Validation
Record type FRMT

Official CALPADS rule

What CALPADS is rejecting

Field length does not match CALPADS File Specifications (CFS)

Focus fields

Fields validated

7.01 Record Type Code 7.02 Transaction Type Code 7.03 Local Record ID 7.04 Effective Start Date 7.05 Effective End Date 7.06 Reporting LEA 7.07 Academic Year ID 7.08 SEID 7.09 Local Staff ID 7.10 Staff Legal First Name 7.11 Staff Legal Middle Name 7.12 Staff Legal Last Name 7.13 Staff Alias First Name 7.14 Staff Alias Middle Name 7.15 Staff Alias Last Name 7.16 Staff Birth Date 7.17 Staff Gender Code 7.18 Staff Hispanic Ethnicity Indicator 7.19 Staff Ethnicity Missing Indicator 7.20 Staff Race 1 Code 7.21 Staff Race 2 Code 7.22 Staff Race 3 Code 7.23 Staff Race 4 Code 7.24 Staff Race 5 Code 7.25 Staff Race Missing Indicator 7.26 Staff Highest Degree Code 7.27 Staff Employment Status Code 7.28 Staff Employment Start Date 7.29 Staff Employment End Date 7.30 Staff Service Years LEA 7.31 Staff Service Years Total

Recommended correction path

Suggested resolution

What this error actually means

CALPADS measures the exported value, including leading or trailing spaces. A value can look reasonable in HR software but become too long after prefixes, suffixes, punctuation, padding, or an incorrect field mapping is added.

Valid versus invalid

ExampleSubmitted value or conditionInterpretation
Valid patternValue stays within the published maximum for that specific field.Verify the field-by-field CFS length.
Invalid patternA name, identifier, code, or service-year value exceeds its field maximum.Inspect the rejected row and count exported characters.
Common extract defectA value intended for one column spills or maps into another.Compare the header/layout mapping with the 31-field SDEM specification.

Fields validated

  • All SDEM fields

Recommended correction path

  1. 1

    Open the rejected submission detail

    Locate the exact physical row, field number, submitted value, Reporting LEA, SEID, Academic Year, and effective dates.

  2. 2

    Read the raw exported value

    Do not rely only on the formatted HR or SIS screen. Inspect spaces, delimiters, zero padding, dates, and local code translations.

  3. 3

    Test this rule

    • Locate the rejected field—not only 7.01 shown in the local page metadata.
    • Reveal leading/trailing spaces and nonprinting characters.
    • Compare the exact exported value with the current CFS maximum.
    • Correct the source mapping or value; do not truncate a legal name blindly.
  4. 4

    Confirm correction authority

    HR/personnel staff own authoritative employment and demographic facts; technical staff own mappings and export behavior; the CALPADS operator verifies the submitted representation. Protect confidential personnel data throughout the review.

  5. 5

    Correct the responsible source

    Correct the authoritative value or export mapping, regenerate the SDEM row, and verify that meaningful data was not lost through arbitrary truncation.

  6. 6

    Resubmit and reconcile downstream records

    Confirm the row posts under the intended SEID and Reporting LEA. Review Staff Profile Report 4.4 and relevant Reports 4.1–4.5; then check whether the same mapping affected other staff, SASS assignments, or CRSE sections.

Official FRMT0001 guidance · CALPADS Staff Demographics guidance · Fall 2 Reporting Roadmap · Report 4.4 Staff Profile List · Current CALPADS specifications and code sets