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CALPADS error brief · IVR

IVR0116

Duplicate Effective Start Date in the file
Severity Fatal
Error type Input Validation
Record type IVR

Official CALPADS rule

What CALPADS is rejecting

Two or more records exist in the submission with the same Effective Start Date

Focus fields

Fields validated

7.08 SEID 7.04 Effective Start Date

Recommended correction path

Suggested resolution

What this error actually means

This does not necessarily mean the employee is duplicated. It means CALPADS cannot distinguish two proposed demographic versions that claim to begin for the same staff identity on the same date.

Valid, invalid, and unsafe responses

SituationValue or conditionInterpretation
True duplicateAll values and keys repeatRemove the repeated export row after tracing its source.
Conflicting duplicateSame key but different demographic valuesDetermine the actual event and supported version.
Legitimate later changeA second event occurred on another dateUse its actual effective date—not an invented date.
Common causeOne-to-many HR join repeats the employeeRepair the query or integration.

Fields and records evaluated

  • 7.06 Reporting LEA
  • 7.08 SEID
  • 7.04 Effective Start Date

Recommended correction path

  1. 1

    Preserve the rejected evidence

    Capture the submission, row, field values, Reporting LEA, masked SEID, effective dates, and related SASS/CRSE identifiers before editing.

  2. 2

    Confirm the person and business key

    Use authorized evidence to match the educator, Reporting LEA, SEID, and effective period. Do not include SSNs in ordinary working notes.

  3. 3

    Test the exact rule

    • Compare the complete duplicate rows side by side.
    • Confirm they use the correct staff SEID—not two people collapsed onto one identifier.
    • Trace HR joins, incremental extracts, and repeated source records.
    • Determine the actual effective date of each legitimate demographic change.
  4. 4

    Find the first divergence

    Determine whether the problem began in authorized personnel evidence, HR/SIS entry, a local crosswalk, an integration, file generation, or CALPADS history.

  5. 5

    Make the supported correction

    Remove only an accidental duplicate or correct an evidence-supported effective date in the source. Submit one coherent SDEM history.

  6. 6

    Regenerate and reconcile

    Confirm the accepted SDEM history under the intended Reporting LEA and SEID. Review Report 4.4 and applicable Reports 4.1–4.5, then inspect other staff affected by the same mapping or workflow.

Official IVR0116 guidance · CALPADS Staff Demographics guidance · Report 4.4 Staff Profile List · Current specifications and code sets