Cal-PASS Validations

Cal-PASS Common Validations

Local School Identifier

K12S1

The 7-digit School Number is empty.

The 7-digit School Number (CSIS School number displayed) is invalid.

The 7-digit School Number must not contain any alpha or special characters.

School Year

K12S2

N/A

The School Year cannot contain any alpha or special character or number sequence not in the correct format:  0708 for 2007‐2008, 0809 for 2008‐2009.

Student ID

K12S3

Student's Student Number (number displayed) cannot exceed 15 characters/digits in length.

The student number must not be null, exceed 15 characters, or contain any alpha or special characters.

Cal-PASS Student Extract Validations

SSN

K12S4

SSN (display SSN) must be 9 characters/digits in length.

The SSN must not contain alpha or special characters and must be in a valid SSN format, without dashes. The SSN cannot contain all zeroes in any section, such as 123000456.

Statewide Student ID

K12S5

N/A

Note: Values included in the extract include A-Z, 0, 1, 2, 3, 4, 5, 6, 7, 8, and 9; other characters are stripped.

The SSID can include A-Z, a-z, 0, 1, 2, 3, 4, 5, 6, 7, 8, or 9. Other characters are stripped. The SSID cannot contain special characters.

Partial First Name

K12S6

N/A

Note: Values included in the extract are A-Z, a-z, and $.

The partial first name can contain values A-Z, a-z and $.

The partial first name cannot contain any numeric characters.

Partial Last Name

K12S7

N/A

Note: Values included in the extract are A-Z, a-z, and $.

The partial first name can contain values A-Z, a-z and $.

The partial first name cannot contain any numeric characters.

Gender

K12S8

Student's gender must be M, F or blank.

Any special, numeric, or alpha character except F, M, or X.

Valid values are X, M, F, or null. Gender cannot contain special, numeric, or other alpha characters.

Note: Nulls are set to XX when data is retrieved from the database.

Date of Birth

K12S10

Date of Birth is empty.

Date of birth cannot contain special characters, alpha characters, or any numeric sequence not entered in the correct format: CCYYMMDD.

Grade Level

K12S11

Student's grade level (grade level displayed) is invalid.

Grade level must be equal to 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, IN, PS, KN, UN, UE, US, AD, or XX and must not contain special, alpha, or numeric characters other than those listed.

Language

K12S15

Student’s Primary Language is empty.

Student's Primary Language code (language code displayed) is invalid.

Home language must be equal to 00, 01, 02, 03, 04, 05, 06, 07, 08, 09, 10,11, 12, 13, 15, 16, 17, 18, 19, 20, 21,22, 23, 24, 25, 26, 27, 28, 29, 30, 32, 33, 34, 35, 36, 37, 38, 39, 40, 41, 42, 43, 44, 45, 46, 47, 48, 49, 50, 51, 52, 53, 54, 56, 57, 60, 61, 62, 63, 64, 65 or 99.

Language codes cannot contain special, alpha, or numeric characters other than those listed above, including 14, 31, 55, 58, and 59.

Ethnicity

K12S17

Student’s Primary Ethnicity is empty.

The student must have a race selected on the Demographics page under the Federal Ethnicity and Race heading.

Cal-PASS Course Extract Validations

Course ID

K12C1

Course’s Alt Course Number is empty.

Course's Alt Course Number (Alt Course Number displayed) is invalid.

CBEDS code must not contain any alpha or special characters or a number sequence other than a valid CBEDS code.

For a list of valid CBEDS code values, see Appendix C of the K-12 Data Element Dictionary user guide on the Cal-PASS website under Cal-PASS Data > Data Dictionary.

Local Course ID No.

K12C1.0.1

Course Number (display course number) invalid.

The local course ID cannot contain any special characters.

Course Title

K12C2

Course Name is empty.

The report checks both the course name associated with the district course list in [Courses]Course_Name and the course name associated with the historical grade in [StoredGrades]Course_Name.

All characters are accepted in the course name, except commas.

A-G Status

K12C3

The UC/CSU Approved Course Subject Area (A-G Status Displayed) is invalid.

UC/CSU Approved Course must be equal to A, B, C, D, E, F, GA, GB, GC, GD, GE, GF or GO. 

The UC/CSU Approved Course code must not contain any special or numeric characters and cannot contain any alpha characters other than those listed above.

Grade

K12C4

Course Grade (Grade Displayed) invalid. Only alpha, + and - allowed.

The grade can contain alpha characters and a plus or minus sign.

The grade cannot contain special characters or numeric characters.

Credit Earned

K12C5

Earned Hours (display earned hours) invalid.

Credit Earned cannot be null and cannot contain any alpha characters.

Credit Attempted

K12C6

Potential Hours (display potential hours) invalid.

Credit Earned cannot be null and cannot contain any alpha characters.

Course Level

K12C7

The Academic Course Level (Course Level displayed) is invalid.

The Course Level must be equal to 30, 31, 32, 33, 34, 35, 36, 37, 38, 39, 40 or XX.

Note: Nulls are set to XX when data is retrieved from the database.

The Course Level cannot contain special or alpha characters or any numeric sequence other than those listed above.

Course Type

K12C9

The Course Type  (Course Type displayed) is invalid.

The Course Type must be equal to 30, 31, 32, 33 or XX.

Note: Nulls are set to XX when data is retrieved from the database. 

The Course Type cannot contain special or alpha characters or any numeric sequence other than those listed above.

Course Term

K12C10

Store Code (Store Code displayed) is mapped to more than one Term.  Go to District Setup > District Information > Course Term Mapping.

Store Code (Store Code displayed) entered is not mapped. Go to District Setup > District Information > Course Term Mapping.

Store codes must be mapped to valid Cal-PASS terms listed on the Course Term Mapping page.

Store codes cannot contain any special characters or any alpha/numeric sequence except those defined under Term Codes in the Appendix.

The report refers to the store code associated with the historical grade, then refers to the equivalent Cal-PASS store code entered on the Course Term Mapping page at the District.