CALPADS Submission

Step 1 - Create SENR – Student Enrollment Files

See CALPADS Processes - Enrollment Import

See CALPADS Processes - Enrollment Sync

Step 2 - Create SINF – Student Information Files

Click Submission Type and select Fall 1 Extract.
Enter CBEDS day in Submit Date (MMDDYY) or click and select CBEDS date.
Click on the Records to Generate bar. A new line is added to grid.
Click Record and select SINF - Student Information.
Click to start the process.

Once the Fall 1 process has completed a result window displays.

Correct each error report generated for the schools in Synergy SIS.
Re-run Fall 1 extract in validate mode until all errors are corrected.

CAUTION: Do not continue until all errors are resolved in Synergy SIS. Continue to the next step only after all errors are resolved. The creation process in the next step flags the internal database and marks students as reported to state.

The creation process can begin and the file can be sent to CALPADS once all errors are corrected.

Click to start the process.

Once the Fall 1 process has completed a result window displays.

Send created file to CALPADS and verify that no errors are present.

If errors are present at CALPADS

Click . This will roll the database back to fix the errors reported by CALPADS.
Resolve errors for students, create the file again, and send it to CALPADS.

Once CALPADS is error free

Click . This will mark all records as sent to the state. Records will not extract again unless something changes for the student.

TIP: Optionally you can finalize the SINF record for Synergy SIS and post all SINF records that pass at CALPADS. If this option is used, download a SINF-R file and run the SINF sync process in this document. Regenerate the SINF record from Synergy SIS.

Step 3 - Create SPRG – Student Program Files

Click Submission Type and select Fall 1 Extract.
Enter CBEDS day in Submit Date (MMDDYY) or click and select CBEDS date.
Click Record and change SINF - Student Information to SPRG - Student Program
Click to start the process.

Once the Fall 1 process has completed a result window displays.

Correct each error report generated for the schools in Synergy SIS.
Re-run Fall 1 extract in validate mode until all errors are corrected.

CAUTION: Do not continue until all errors are resolved in Synergy SIS. Continue to the next step only after all errors are resolved. The creation process in the next step flags the internal database and marks students as reported to state.

The creation process can begin and the file can be sent to CALPADS once all errors are corrected.

Click to start the process.

Once the Fall 1 process has completed a result window displays.

Send created file to CALPADS and verify that no errors are present.

If errors are present at CALPADS

Click . This will roll the database back to fix the errors reported by CALPADS.
Resolve errors for students, create the file again, and send it to CALPADS.

Once CALPADS is error free

Click . This will mark all records as sent to the state. Records will not extract again unless something changes for the student.

Fall 2 Extract

The Fall 2 requires four files to be submitted to CALPADS for processing. These files must be submitted in the correct order to avoid errors at CALPADS. The correct order is:

1. Staff Demographics

2. Staff Assignments

3. Course Section

4. Student Course Section.

The Course Section and Student Course Section can be sent at the same time.

CAUTION: Verify that all staff members that should extract are included in the SDEM file. Failure to do this housekeeping step will cause additional errors in the SASS, CRSE and SCSE files.

Process Fall 2 Extract

Step 1 - Create SDEM - Staff Demographic Files

Click Submission Type and select Fall 2 Extract.
Enter CBEDS day in Submit Date or (MMDDYY) or click and select CBEDS date.
Click on the Records to Generate bar. A new line is added to grid.
Click Record and select SDEM - Staff Demographic.
Click to start the process.

Once the Fall 2 process has completed a result window displays.

Correct each error report generated for the schools in Synergy SIS.
Re-run Fall 2 extract in validate mode until all errors are corrected.

The creation process can begin and the file can be sent to CALPADS once all errors are corrected.

Click to start the process.

Once the Fall 2 process has completed a result window displays.

Send created file to CALPADS and verify that no errors are present.

If errors are present at CALPADS

Click . This will roll the database back to fix the errors reported by CALPADS.
Resolve errors for students, create the file again, and send it to CALPADS.

Once CALPADS is error free

Click . This will mark all records as sent to the state and the records will not extract again unless something changes for the record.

NOTE: When a Submission type first selected, the records to generate are not pre-populated. Once a successful process has completed the CALPADS Submission screen will save the settings and display the previous run at the bottom of the screen.

Step 2 - Create SASS – Staff Assignments Files

Click Submission Type and select Fall 2 Extract.
Enter CBEDS day in Submit Date or (MMDDYY) or click and select CBEDS date.
Click Record and change the previous submission value to SASS – Staff Assignment Files.
Click to start the process.

Once the Fall 2 process has completed a result window displays.

Correct each error report generated for the schools in Synergy SIS.
Re-run Fall 2 extract in validate mode until all errors are corrected.

CAUTION: This file format is a complete replacement file. You must send the entire school again if the file has problems at the state. Sending single records will completely delete all records for the school for SASS.

The creation process can begin and the file can be sent to CALPADS once all errors are corrected.

Click to start the process.

Once the Fall 2 process has completed a result window displays.

Send created file to CALPADS and verify that no errors are present.

If errors are present at CALPADS

Click . This will roll the database back to fix the errors reported by CALPADS.
Resolve errors for staff, create the file again, and send it to CALPADS.

Once CALPADS is error free

Click . This will mark all records as sent to the state and the records will not extract again unless something changes for the record.

Step 3 – Verify ELL Section and Staff Data for CRSE

Navigate to the Synergy SIS> CA> Reports> List> CALP401 – Section ELL Cross Check
Click to launch the report.
Correct any errors that may appear for sections or staff records. Reference CALP401_Options for additional setup for this report.

NOTE: This report requires additional setup for the Instructional Strategy lookup table. Reference CALPADS Lookup Definition Setup for more information. Failure to update the table will result in incorrect report results.

TIP: The ELL Cross Check report generates two errors, only. The Staff Errors display only if the section errors are resolved. This report can be run at the School or at the District. Only sections where the district course is marked as NCLB Core Elementary or Secondary display on the report.

Step 4 – Create CRSE – Course Section Files

Click Submission Type and select Fall 2 Extract.
Enter CBEDS day in Submit Date or (MMDDYY) or click and select CBEDS date.
Click Record and change the previous submission value to CRSE – Course Section File.
Click to start the process.

Once the Fall 2 process has completed a result window displays.

Correct each error report generated for the schools in Synergy SIS.
Re-run Fall 2 extract in validate mode until all errors are corrected.

CAUTION: This file format is a complete replacement file. You must send the entire school again if the file has problems at the state. Sending single records will completely delete all records for the school for CSRE.

The creation process can begin and the file can be sent to CALPADS once all errors are corrected.

Click to start the process.

Once the Fall 2 process has completed a result window displays.

Send created file to CALPADS and verify that no errors are present.

If errors are present at CALPADS

Click . This will roll the database back to fix the errors reported by CALPADS.
Resolve errors for staff, create the file again, and send it to CALPADS.

Once CALPADS is error free

Click . This will mark all records as sent to the state and the records will not extract again unless something changes for the record.

Step 5 – Create SCSE – Student Course Section Files

Click Submission Type and select Fall 2 Extract.
Enter CBEDS day in Submit Date or (MMDDYY) or click and select CBEDS date.
Click Record and change the previous submission value to SCSE – Student Course Section File.
Click to start the process.

Once the Fall 2 process has completed a result window displays.

Correct each error report generated for the schools in Synergy SIS.
Re-run Fall 2 extract in validate mode until all errors are corrected.

CAUTION: This file format is a complete replacement file. You must send the entire school again if the file has problems at the state. Sending single records will completely delete all records for the school for SCSE.

The creation process can begin and the file can be sent to CALPADS once all errors are corrected.

Click to start the process.

Once the Fall 2 process has completed a result window displays.

Send created file to CALPADS and verify that no errors are present.

If errors are present at CALPADS

Click . This will roll the database back to fix the errors reported by CALPADS.
Resolve errors for staff, create the file again, and send it to CALPADS.

Once CALPADS is error free

Click . This will mark all records as sent to the state and the records will not extract again unless something changes for the record.

Process Spring Extract

The SPRING requires updated SENR and SINF records are sent to the state. Optionally SPRG is needed if requesting additional reports from CALPADS.

Process Spring Extract

Step 1 - Create SENR – Student Enrollment Files

See CALPADS Processes - Enrollment Import

See CALPADS Processes - Enrollment Sync

Step 2 - Create SINF – Student Information Files

Click Submission Type and select Spring Extract.
Enter March 1^st in Submit Date (MMDDYY) or click and select March 1^st .
Click on the Records to Generate bar. A new line is added to grid.
Click Record and select SINF - Student Information.
Click to start the process.

Once the Spring process has completed a result window displays.

Correct each error report generated for the schools in Synergy SIS.
Re-run Spring extract in validate mode until all errors are corrected.

CAUTION: Do not continue until all errors are resolved in Synergy SIS. Continue to the next step only after all errors are resolved. The creation process in the next step flags the internal database and marks students as reported to state.

The creation process can begin and the file can be sent to CALPADS once all errors are corrected.

Click to start the process.

Once the Spring process has completed a result window displays.

Send created file to CALPADS and verify that no errors are present.

If errors are present at CALPADS

Click . This will roll the database back to fix the errors reported by CALPADS.
Resolve errors for students, create the file again, and send it to CALPADS.

Once CALPADS is error free

Click . This will mark all records as sent to the state. Records will not extract again unless something changes for the student.

TIP: Optionally you can finalize the SINF record for Synergy SIS and post all SINF records that pass at CALPADS. If this option is used, download a SINF-R file and run the SINF sync process in this document. Regenerate the SINF record from Synergy SIS.

Process Enrollment Maintenance Extract

Use the Enrollment Maintenance submission to send periodic updates throughout the year.

Process Enrollment Maintenance Extract

Step 1 - Create SENR – Student Enrollment Files

See CALPADS Processes - Enrollment Import

See CALPADS Processes - Enrollment Sync

Step 2 - Create SINF – Student Information Files

Click Submission Type and select SSID – Enrollment Management.
Enter CBEDS day in Submit Date (MMDDYY) or click and select CBEDS day.
Click on the Records to Generate bar. A new line is added to grid.
Click Record and select SINF - Student Information.
Click to start the process.

Once the SSID – Enrollment Management process has completed a result window displays.

Correct each error report generated for the schools in Synergy SIS.
Re-run SSID – Enrollment Management extract in validate mode until all errors are corrected.

CAUTION: Do not continue until all errors are resolved in Synergy SIS. Continue to the next step only after all errors are resolved. The creation process in the next step flags the internal database and marks students as reported to state.

The creation process can begin and the file can be sent to CALPADS once all errors are corrected.

Click to start the process.

Once the SSID – Enrollment Management process has completed a result window displays.

Send created file to CALPADS and verify that no errors are present.

If errors are present at CALPADS

Click . This will roll the database back to fix the errors reported by CALPADS.
Resolve errors for students, create the file again, and send it to CALPADS.

Once CALPADS is error free

Click . This will mark all records as sent to the state. Records will not extract again unless something changes for the student.

TIP: Optionally you can finalize the SINF record for Synergy SIS and post all SINF records that pass at CALPADS. If this option is used, download a SINF-R file and run the SINF sync process in this document. Regenerate the SINF record from Synergy SIS.

Submission:

Use the Submission tab to generate SSID requests, Enrollment updates, Fall 1, Fall2, SPRING and EOY submissions.

Tasks

Fall 1 Extract

Process Fall 1 Extract

Step 1 - Create SENR – Student Enrollment Files

See CALPADS Processes - Enrollment Import

See CALPADS Processes - Enrollment Sync

Step 2 - Create SINF – Student Information Files

Click Submission Type and select Fall 1 Extract.

Enter CBEDS day in Submit Date (MMDDYY) or click and select CBEDS date.

Click on the Records to Generate bar. A new line is added to grid.

Click Record and select SINF - Student Information.

Click to start the process.

Once the Fall 1 process has completed a result window displays.

Correct each error report generated for the schools in Synergy SIS.

Re-run Fall 1 extract in validate mode until all errors are corrected.

CAUTION: Do not continue until all errors are resolved in Synergy SIS. Continue to the next step only after all errors are resolved. The creation process in the next step flags the internal database and marks students as reported to state.

The creation process can begin and the file can be sent to CALPADS once all errors are corrected.

Click to start the process.

Once the Fall 1 process has completed a result window displays.

Send created file to CALPADS and verify that no errors are present.

If errors are present at CALPADS

Click . This will roll the database back to fix the errors reported by CALPADS.

Resolve errors for students, create the file again, and send it to CALPADS.

Once CALPADS is error free

Click . This will mark all records as sent to the state. Records will not extract again unless something changes for the student.

TIP: Optionally you can finalize the SINF record for Synergy SIS and post all SINF records that pass at CALPADS. If this option is used, download a SINF-R file and run the SINF sync process in this document. Regenerate the SINF record from Synergy SIS.

Step 3 - Create SPRG – Student Program Files

Click Submission Type and select Fall 1 Extract.

Enter CBEDS day in Submit Date (MMDDYY) or click and select CBEDS date.

Click Record and change SINF - Student Information to SPRG - Student Program

Click to start the process.

Once the Fall 1 process has completed a result window displays.

Correct each error report generated for the schools in Synergy SIS.

Re-run Fall 1 extract in validate mode until all errors are corrected.

CAUTION: Do not continue until all errors are resolved in Synergy SIS. Continue to the next step only after all errors are resolved. The creation process in the next step flags the internal database and marks students as reported to state.

The creation process can begin and the file can be sent to CALPADS once all errors are corrected.

Click to start the process.

Once the Fall 1 process has completed a result window displays.

Send created file to CALPADS and verify that no errors are present.

If errors are present at CALPADS

Click . This will roll the database back to fix the errors reported by CALPADS.

Resolve errors for students, create the file again, and send it to CALPADS.

Once CALPADS is error free

Click . This will mark all records as sent to the state. Records will not extract again unless something changes for the student.

Fall 2 Extract

The Fall 2 requires four files to be submitted to CALPADS for processing. These files must be submitted in the correct order to avoid errors at CALPADS. The correct order is:

1. Staff Demographics

2. Staff Assignments

3. Course Section

4. Student Course Section.

The Course Section and Student Course Section can be sent at the same time.

CAUTION: Verify that all staff members that should extract are included in the SDEM file. Failure to do this housekeeping step will cause additional errors in the SASS, CRSE and SCSE files.

Process Fall 2 Extract

Step 1 - Create SDEM - Staff Demographic Files

Click Submission Type and select Fall 2 Extract.

Enter CBEDS day in Submit Date or (MMDDYY) or click and select CBEDS date.

Click on the Records to Generate bar. A new line is added to grid.

Click Record and select SDEM - Staff Demographic.

Click to start the process.

Once the Fall 2 process has completed a result window displays.

Correct each error report generated for the schools in Synergy SIS.

Re-run Fall 2 extract in validate mode until all errors are corrected.

The creation process can begin and the file can be sent to CALPADS once all errors are corrected.

Click to start the process.

Once the Fall 2 process has completed a result window displays.

Send created file to CALPADS and verify that no errors are present.

If errors are present at CALPADS

Click . This will roll the database back to fix the errors reported by CALPADS.

Resolve errors for students, create the file again, and send it to CALPADS.

Once CALPADS is error free

Click . This will mark all records as sent to the state and the records will not extract again unless something changes for the record.

NOTE: When a Submission type first selected, the records to generate are not pre-populated. Once a successful process has completed the CALPADS Submission screen will save the settings and display the previous run at the bottom of the screen.

Step 2 - Create SASS – Staff Assignments Files

Click Submission Type and select Fall 2 Extract.

Enter CBEDS day in Submit Date or (MMDDYY) or click and select CBEDS date.

Click Record and change the previous submission value to SASS – Staff Assignment Files.

Click to start the process.

Enter March 1^st in Submit Date (MMDDYY) or click and select March 1^st .