Student Information File Errors and Warnings

Building Building Numberdoes not have a valid building.

You should not see this error.

Building Building Numberis not a valid state building number.

This error indicates that a Building does not have a valid CDS/State Code Equivalency value. Go to Administration > General Setup > Building > Building Definition > Preferences panel.

No students match the filter criteria.

The filter that you have selected does not select any students. Please check the filter to ensure it is correct.

ERROR: Student Student ID is missing Student ID

The software will not allow for a blank Student ID, so you should not see this error.

ERROR: Student Student ID does not have an entry date

You should not see this error. If you do, please check to make sure that the student has an Entry/Withdrawal record (Registration > Entry & Reports > Student Demographic > Entry/Withdrawal: Entry Date).

ERROR: Student Student ID does not have a Gender

The software will not allow for no gender at time of New Student Entry, so you should not see this error.

ERROR: Student : Student ID does not have First Name.

The software will not allow for no first name at time of New Student Entry, so you should not see this error.

ERROR: Student : Student ID does not have Last Name.

The software will not allow for no last name at time of New Student Entry, so you should not see this error.

ERROR: Student Student ID does not have a Birth Date.

The software will not allow for no birthdate at time of New Student Entry, so you should not see this error.

ERROR: Student Student ID does not have a Birth Country.

Go to Registration > Entry & Reports > Student Demographic > Personal and select the student's birth country from the list of valid values.

ERROR: Student Student ID does not have an Academic Year

This indicates that the student does not have an Entry/Withdrawal record for the year that you selected for the Extract/State Files process. Go to Registration > Entry & Reports > Student Demographic > Entry/Withdrawal to resolve error.

ERROR: Student Student ID does not have a SSID.

You should not get this error. If a student has not been assigned a State ID, he/she will not be included in the file.

ERROR: Student Student ID does not have a Grade."

The software will not allow you to enter a student with an invalid grade so you should not see this error. Go to Registration > Entry & Reports > Student Demographic > Entry/Withdrawal to confirm student's grade

ERROR: Student Student ID does not have a valid Home Language LanguageXXX.

The software will not allow you to enter a new student without entering a Home Language (Registration > Entry & Reports > Student Demographc > Registration: Home Language field. If you get this error, it may indicate that the student has a Language that is not setup correctly in the Validation Table Languages (Administration > General Setup > District > Validation Tables > select Registration).

ERROR: Student Student ID does not have any Hispanic information

This error means that the student has a value of Unanswered in the Hispanic/Latino field on the Personal page (Registration > Entry & Reports > Student Demographic > Personal) and does not have a Race of 998 –Hispanic/Latino Intentionally Left Blank (Registration > Entry & Reports > Student Demographic > Personal—Race field).

ERROR: Student Student ID does not have an English Proficiency value

This indicates that the student does not have a valid English Proficiency value on the CA Demographics page (Registration > Entry & Reports > Student District Defined > CA Demographics).

ERROR: Student Student ID age should be less than or equal to 22 Years.

If the student's age is greater than 22, then they should have a grade level with a state equivalency code of AD. This error indicates that you have a student in a K-12 grade with an age of 22. Go to Registration > Entry & Reports > Student Demographic > Registration to check birthdate or Entry/Withdrawal to verify grade.

ERROR: Student Student ID age should be greater than 18 and less than or equal to 80 Years.

If the student's grade level has a state equivalency code of AD, the state requires his/her age to be between 18 and 80. Go to Registration > Entry & Reports > Student Demographic > Registration to check birthdate or Entry/Withdrawal to verify grade.

ERROR: English Language Acquisition code English Proficiency does not have a Start Date.

If a student has an English Proficiency value with a Statue Equivalency Code of RFEP, then he/she must have a date in the Start Date field on the English Proficiency line of the CA120 program. Click on the hyperlink in the English Proficiency field on the CA Demographics page (Registration > Entry & Reports > Student District Defined > CA Demographics).

ERROR: Date Redesignated FEP must be greater then Student's BirthDate and less than or equal to current date plus 30 days.

Please check to make sure that the student's birth date (Registration > Entry & Reports > Student Demographic > Registration: Birthdate) is correct or that the Date Redesignated FEP date (Registration > Entry & Reports > Student District Defined > CA Demographics) is correct.

ERROR: Student Student ID does not have a valid English Proficiency.

If a student has the ELA CST Proficient or Advanced Checkbox checked (Registration > Entry & Reports > Student District Defined > CA Demographics), then his/her English Proficiency should be set to the value with a State Equivalency Code of RFEP.

Student Student ID does not have a valid state Residence Status Residential Status . Defaulting to value to Permanent Residence.

This is a warning rather than an error that does not have to be fixed before you create the State file. If you want to correct the data, go to Registration > Entry & Reports > Student District Defined > CA Demographics and update the Residential Status field.

WARNING: Student Student ID does not have a valid state Residential Status.

If the student does not have an address (Registration > Entry & Reports > Student Demographic > Addresses) and does not have a Residential Status that indicates homelessness (100, 110, 120 or 130) this error will be reported. To resolve it, update the student's record to have an address or change the Residential Status to one that is more appropriate.

ERROR: Student Student ID does have a Residential Status of Residential Status but no address.

If the student does not have an address (Registration > Entry & Reports > Student Demographic > Addresses) and does not have a Residential Status that indicates homelessness (100, 110, 120 or 130) this error will be reported. To resolve it, update the student's record to have an address or change the Residential Status to one that is more appropriate.

WARNING: Student Student ID must have a CA131 - Homeless program record.

If the student has a Residential Status that indicates homelessness (100, 110, 120, or 130), he/she must have a record in the CA131 - Homeless program (Registration > Entry & Reports > Student Demographic > Programs: CA131).

ERROR: Student Student ID does not have an Interdistrict Transfer value.

This indicates that the value in the student's Interdistrict Transfer field (Registration > Entry & Reports > Student District Defined > CA Demographic: Interdistrict Transfer) is invalid.

ERROR: Student Student ID does not have a CADIS - District of Residence value

This error indicates that the student's District of Residence program value (Registration > Entry & Reports > Student Demographic > Programs: CADIS - District of Residence, Value field) is not populated.

ERROR: Student Student ID does not have a valid English Proficiency English Proficiency.

This error indicates that the student does not have a valid value in the English Proficiency field on the CA Demographics page (Registration > Entry & Reports > Student District Defined > CA Demographics).

WARNING: Student Student ID has an invalid US Enrollment Date

If the student's US Enrollment Date on the Registration page (Registration > Entry & Reports > Student Demographic > Registration) is earlier than his/her birth date or if it is more than six months from today, you will receive this error.

ERROR: Student Student ID needs an US Enrollment date and/or a Schooling in US value

If the student's Citizenship Status field has a value in it (Registration > Entry & Reports > Student Demographic > Personal), then he/she must have a US Enrollment date (Registration > Entry & Reports > Student Demographic > Registration) and/or a check mark in the Schooling in the US field on the CA Demographics page (Registration > Entry & Reports > Student District Defined > CA Demographics).

ERROR: Student Student ID does not have a value in the Ninth Grade Year field and the system cannot calculate the student's Ninth Grade Year.

If the student was enrolled in your school for ninth grade (Registration > Entry & Reports > Student Demographic > Entry/Withdrawal) the system will use that school year for this field. If the student was not enrolled in your school for ninth grade, but was for 10, 11, or 12, then the system will subtract the correct number of years from the Entry/Withdrawal record to get the ninth grade year. If the student was in ninth grade for the first time more than three years prior to his/her twelfth grade year, you will need to update the Ninth Grade Year field on the CA Graduation page (Registration > Entry & Reports > Student District Defined > CA Graduation).

ERROR: Student Student ID does not have a valid state code equiv for CTE Pathway CTE Pathway

You should not get this error. If you do, check the State Code Equiv field on the CTE Pathway validation table (Administration > General Setup > District > Validation Tables > select California State Reporting) for the CTE Pathway that the student has on his/her CA CTE Pathway page (Registration > Entry & Reports > Student District Defined > CA CTE Pathway).

ERROR: Student Student ID does not have a CTE Pathway

If a student has the CTE Completer field checked (Registration > Entry & Reports > Student District Defined > CA CTE Pathway) and he/she does not have a value in the CTE Pathway field, you will get this error. Update the CTE Pathway field for this student to resolve the error.

WARNING: StudentID: Student ID No Guardian Education Level found, defaulted to 15

This is a warning rather than an error that does not have to be fixed before you create the State file. If you want to correct the data, go to Registration > Entry & Reports > Student Demographic > Contacts > General panel and update the Education Level field on the guardians record.

WARNING: Student Student ID does not have a Guardian Education Level

Is this a valid error? Wouldn't the previous one take care of everything?

WARNING: Student Student ID did not have a record created for Building Building Number .

If the student had any of the previous errors listed for him/her you will get this message indicating that he/she will not be included in the State File.