Calendar Report Troubleshooting

This document provides guidance for resolving errors when submitting Calendar Ed-Fi data.

Review PowerSchool SIS Errors

The categories on the Ed-Fi Dashboard on the Publish Data table are arranged such that errors on one line may propagate downward as dependencies. It is important that you always work from top to bottom when addressing issues. Records with dependencies or errors can be viewed on the category's review page.

To access the error review page:

Click either the Review or Errors button next to the category.
In the Review page, select a view option from the Choose Category pop-up menu. Example of the selections available may include but are not limited to:
1. Statistical Summary - provides cumulative statistics for all publishing operations for the selected category. The columns displayed are Total Processing, Total Missing Data, Total Dependencies, Total Publishing, Total Errors, Last Update, and Total Published.
2. Published - provides a detailed list of the data successfully published to the state ODS. When demographic data is published, the system automatically requests a Unique Person Identifier (State Number), when needed, in order for the demographic record to be published. The columns displayed are based on the category type but will always include the Last Publish Date, Publishing ID and Resource ID.
3. Dependencies - provides a detailed list of records that cannot be published to the state ODS because it is dependent on other data sequencing. The columns displayed are based on the category type but will always include the Dependency, Last Publish Date, and Publishing ID.
4. Errors - provides a list of errors for the selected category. This will display information that are relevant to the category including the Error Code, Message Detail, Publishing ID and Resource ID.
Select the resource view from the Choose Data View pop-up menu.
Click Clear Cache located on the bottom right of the Results panel to ensure that you are not looking at old data and attempting to fix a problem that no longer exists.

Sometimes certain cells on the table may be clickable for additional information. In some cases, you will get the failed JSON payload or the error returned, and in other cases, you will get a link to the relevant student. When linked to a student, navigate to the Data Exchange Publishing link on the left navigation menu. This will give you access to more detailed error information and you are more likely to find JSON payloads and/or Resource Details tables to help identify missing or problematic data. Additionally, you can to export the data results to an Excel spreadsheet.

Review PowerSchool SIS Data Resources and Dependencies

The following data resources must be published for successful Calendar submission:

localEducationAgencies
schools
calendars
calendarDates

Verify that all required data resources are published. Then, review and resolve common dependency errors:

Common Dependency	Error Resolution
Student/Staff Unique ID	Record is missing the required State Assigned Unique ID. For states where the Unique ID can be requested on the student or staff page, select the request button and acquire the Unique ID. Otherwise, follow your state process for obtaining the Unique ID. Once a new ID is assigned, go to the Ed-Fi Dashboard and run Publish Missing for the given record type.
Student School Association	The Student record cannot be published until the record is claimed on the state side. To claim the record, the Student School Association record must be published. Start by running Publish Missing on the Student Enrollments category to publish the association records. When Student Enrollments is published, run Publish Missing on Student Demographics to retry the records.
Staff School Association	The Staff record cannot be published until the record is claimed on the state side. To claim the record, the Staff Employment record must be published. Start by running Publish Missing on Staff Associations to publish the associations records. When Staff Associations is published, run Publish Missing on Staff Demographics to retry the records.
Alternate Course Number not set	Either the Alternate Course Number has not been set on the Course, or the Alternate Course Number is not a valid state course number. Update the Alternate Course Number and run Publish Missing on Organization Schedule.
Missing Section Meeting Record	The Section does not have a period selected. Add a period to the section and run Publish Missing on Organization Schedules.
Section Record	The section record has not published. Check Organization Schedules and look for Dependencies or Errors on the section record in question. If there are no errors or dependencies, run Publish All on Organization Schedules, which will publish the missing section record, and then run Publish Missing for the category where this dependency was found.
XYZ Record	The referenced record for this record has not been published. Check the referenced record and determine if there is another dependency. If there is no other dependency, run Publish Missing to retry the record.

Resolve PowerSchool SIS Errors

PowerSchool SIS errors contain impacted data elements. To resolve errors, navigate to the individual data elements and verify or edit their associated fields.

Data Element	Location in SIS
code	This auto-generated data element is displayed as the Calendar Name. The auto-generated format is State School ID - School Year. Example: 1012340056-2023.
schoolId	From the Schools/School Info page, edit the School Number or Alternate School Number fields.
schoolYear	This auto-generated data element is published for the school year of the selected term. Select the school year and term from the pop-up menu in the top right of the SIS interface.
date	From the School Setup page, select the Calendar Setup page. From the Calendar Setup page, edit the School In-Session field.
beginDate	From the School Setup page, select Years & Terms. From Years and Terms, select Term Setup. From Term Setup, select Edit Term. Edit the First Day of Term field.
endDate	From the School Setup page, select Years & Terms. From Years and Terms, select Term Setup. From Term Setup, select Edit Term. Edit the Last Day of Term field.
periodSequence	From the School Setup page, select Years & Terms. From Years and Terms, select Term Setup. From Term Setup, select Edit Term. Edit the Abbreviation and Portion of School Year fields. If Portion = 1, then '1' is published If last character of Abbreviation is numeric (e.g. 'Q3'), then last character is published (e.g. '3') Otherwise '1' is published
typeDescriptor	On the Schools/School Info page, navigate to Indiana School Calendar Information. Edit the Calendar Type field.
termDescriptor	From the School Setup page, select Years & Terms. From Years and Terms, select Term Setup. From Term Setup, select Edit Term. Edit the Abbreviation and Portion of School Year fields. If Portion = 1, then 'Year Round' is published If Portion = 2, 3, or 4 and last character of Abbreviation is numeric (e.g. 'Q3'), then calculated, e.g. 'Third Quarter' Otherwise 'MiniTerm' is published
gradingPeriodDescriptor	Terms must be mapped to GradingPeriod Descriptors From the District Office page, select System Administrator. From the System Administrator page, select Data Exchange. From the Data Exchange page, select Code Set Mappings. From the Code Set Mappings page, edit Grading Periods. If not mapped, grading period will not be published for term May cause dependency issue for Sessions (Terms) resource
sessionName	From the School Setup page, select Years & Terms. From Years and Terms, select Term Setup. From Term Setup, select Edit Term. Edit the Name of Term field.
beginTime	From the Schools/School Info page, navigate to Indiana School Calendar Information. Edit the Normal Start Time field.
endTime	From the Schools/School Info page, navigate to Indiana School Calendar Information. Edit the Normal End Time field.
instructionalTimeInMinutesIndicator	From the Schools/School Info page, navigate to Indiana School Calendar Information. Edit the Performance Qualified School checkbox.
nonInstructionalMinutes	From the Schools/School Info page, navigate to Indiana School Calendar Information. Edit the Non-instructional Minutes field.
totalWaiverDays	From the Schools/School Info page, navigate to Indiana School Calendar Information. Edit the Total Waiver Days field.
totalInstructionalDays	This value is calculated from the number of in-session days in the calendar from First Day of Term to Last Day of Term. These values can be edited in Terms Setup and Calendar Setup.
calendarEventDescriptor	From the Schools/School Info page, navigate to Indiana School Calendar Information. Edit the Calendar Type field. Day types must be mapped to CalendarEvent Descriptors From the District Office page, select System Administrator. From the System Administrator page, select Data Exchange. From the Data Exchange page, select Code Set Mappings. From the Code Set Mappings page, edit Calendar Events. If not mapped, default 'Student Calendar' will be published
eventDuration	From the School Setup page, select Calendar Setup. From the Calendar Setup page, edit the Membership Value field. Membership Value is usually 1 for in-session days
eventMinutes	From the School Setup page, select Calendar Setup. From the Calendar Setup page, edit the Bell Schedule field. School Setup > Bell Schedules (populates dropdown on Calendar Setup) For each in-session date on the Calendar Setup page, the initial Start Time for the specified Bell Schedule is subtracted from the final End Time and converted to minutes. Then the Non-Instructional Minutes from the School Calendar Information page (see Calendars above) are subtracted to get the published value.
gradingPeriodDescriptor	Mapped GradingPeriod value for term from Code Set Mapping page (see Grading Periods)

Review State Errors

State submission errors are available through your state Ed-Fi portal. They are not available through PowerSchool SIS.

Resolve State Errors

After reviewing state errors in your state portal, return to PowerSchool SIS and resolve the errors by editing fields in the School Setup and Schools/School Info pages.

The School Setup page can be accessed from the navigation bar in PowerSchool SIS.

To access the Schools/School Info page for your school:

Click the School link at the top of the page to access the School pop-up menu.
Select District Office to access the District Start Page.
Select District Setup from the navigation bar.
From the District Setup page, select your school from the list.

Review guidance for individual Calendar error messages:

State Rule	State Message	Resolution
Calendar - 1	Calendar dates for current school year must be between July 1st and June 30th.	Verify that the current school year’s calendar dates are set within the allowed range. On the School Setup page, navigate to Scheduling and select Years and Terms. Select Edit Terms for the current school year, then click the school year to edit the First Day of Term and Last Day of Term fields.
Calendar - 2	Student Specific Elementary Calendar must be reported for schools with grade levels less than or equal to grade 06 and total Instructional time should be at least 54,000 minutes for the school year.	Verify that the correct calendar type has been specified for your school, then verify that at least 54,000 instructional minutes have been specified for grade levels KG through 06. On the Schools/School Info page, navigate to Indiana School Calendar Information. Verify the selection in the Calendar Type field. Then, verify the numeric value in the Instructional Minutes field.
Calendar - 3	Student Specific Secondary Calendar must be reported for schools with any grade level higher than or equal to grade 07 and total Instructional time should be at least 64,800 minutes for the school year.	Verify that the correct calendar type has been specified for your school, then verify that at least 64,800 instructional minutes have been specified for grade levels 07 and above. From the Schools/School Info page, navigate to Indiana School Calendar Information. Verify the selection in the Calendar Type field. Then, verify the numeric value in the Instructional Minutes field.
Calendar - 4	Student Specific Non-Compulsory Calendar must be reported for schools with grade levels of PK and/or KG only and Instructional time must be at least 100 minutes.	Verify that the correct calendar type has been specified for your school, then verify that at least 64,800 instructional minutes have been specified. From the Schools/School Info page, navigate to Indiana School Calendar Information. Verify the selection in the Calendar Type field. Then, verify the numeric value in the Instructional Minutes field.
Calendar - 5	School schedule is missing.	Verify that a schedule type has been associated with the school calendar. From the Schools/School Info page, navigate to Indiana School Calendar Information. Verify the selection in the Schedule Type field.
Calendar - 6	Instructional begin time is missing or invalid.	Verify that an instructional begin time is specified. From the Schools/School Info page, navigate to Indiana School Calendar Information. Verify that a numeric value has been specified in the Normal Start Time field.
Calendar - 7	Instructional end time is missing or invalid.	Verify that an instructional end time is specified. From the Schools/School Info page, navigate to Indiana School Calendar Information. Verify that a numeric value has been specified in the Normal End Time field.
Calendar - 8	Non-Instructional Minutes is missing or invalid.	Verify that the number of non-instructional minutes for a typical school day is specified. From the Schools/School Info page, navigate to Indiana School Calendar Information. Verify that a numeric value has been specified in the Non-Instructional Minutes field.
Calendar - 9	Instructional time in minutes indicator is missing or invalid.	Verify that the Performance-Qualified School District indicator is set correctly for your school. From the Schools/School Info page, navigate to Indiana School Calendar Information. Verify that the Performance Qualified School checkbox is set correctly for your school.
Calendar - 10	Total waiver days are missing or invalid.	Verify that total waiver days have been specified. From the Schools/School Info page, navigate to Indiana School Calendar Information. Verify that a numeric value has been specified in the Total Waiver Days field. If there are no waiver days for the current school year, '0' must be specified.
Calendar - 11	Calendar dates is less than the minimum requirement of 180 days. In order to avoid financial penalty, school(s) must have approved waiver days(s) on file with School Accountability.	Schools must provide a minimum of 180 student instructional days (Student Calendar, E-Learning, Delay/Early Dismissal-Weather, etc). Providing fewer than 180 student instructional days will trigger this warning message.