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CALPADS error brief · GERR

GERR0002

Value Not Found in Reference Set
Severity Fatal
Error type Input Validation
Record type GERR

Official CALPADS rule

What CALPADS is rejecting

The value provided for the field is not a valid value from the CALPADS Code Sets

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 validates exact codes, not local descriptions. A locally meaningful label, obsolete translation, misplaced value, lowercase variation, or extra space may not match the reference set.

Valid versus invalid

ExampleSubmitted value or conditionInterpretation
ValidExact current CALPADS codeThe code belongs to this field and effective period.
InvalidLocal HR descriptionA label is not necessarily the submission code.
InvalidCode from another SDEM fieldValid elsewhere does not mean valid here.
InvalidRetired or padded codeReference-set and effective-date validation can both matter.

Fields validated

  • The SDEM code field identified in submission detail

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

    • Identify the precise field and submitted value.
    • Compare it with the current CALPADS code set for that field.
    • Check case, padding, and local-to-CALPADS crosswalks.
    • Verify the code was effective for the record’s date.
  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 local value or mapping to the exact current CALPADS code. Do not select a convenient valid code without personnel evidence.

  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 GERR0002 guidance · CALPADS Staff Demographics guidance · Fall 2 Reporting Roadmap · Report 4.4 Staff Profile List · Current CALPADS specifications and code sets