How to Generate Extracts

Overall Process

  1. Selecting the Extract
  2. Previewing Data
  3. Reviewing Errors
  4. Reviewing Options
  5. Selecting Students/Teachers
  6. Generating Extract
  7. Downloading Extract

Selecting the Extract

Click on the CALPADS button from the menu and confirm that the “Generate Extract” tab is selected. (Do note that not all users will have access to the additional tabs under the CALPADS module. These users will be taken directly to the “Generate Extract” tab as shown below.)

Using the two drop downs shown below, the school Year and the type of CALPADS Extract can then be selected.

Previewing Data

Data for a student can be previewed before an extract is generated.
Select the fields under the “Preview” section (1), select the student (2), then click the “View Only” button (3).

A preview of the output will be displayed similar to to the screenshot below. Only one student can be selected, but multiple fields can be previewed.

Reviewing Errors

Errors can be checked for by using the “Validate SENR Extract” button under the “Generate Extract” section.

With a student selected, the validate button will look for and display any errors that may be found as shown in the screenshot below. These errors will also be displayed under the “Students” page for each school account.

Viewing the errors for a specific school can also be displayed. Using the “Errors” section, select a school using the drop down. Any validation errors will be displayed in red, along with a ‘View’ link as shown below.

The pop up screen will display the students with errors, a description, and options to clear or recheck an error. The student record can also be opened by clicking on the corresponding row for a given student.

In the example above, the student’s grade level drop date is after the grade level’s add date. We can also confirm this error by checking the student’s record > grade level history page.

For help with CALPADS errors, please visit: [Link for “Fixing CALPADS Errors”]

Reviewing Options

With the Year and Extract selected, the options under the “Generate Extract” box can be reviewed.

To generate column headers, check mark the “Output Headers” box before generating the extract. Note: Be aware that when uploading data to CALPADS, there are to be no headers.

The Advanced Search options can be brought up by clicking the inverted triangle found in the search bar. The options here will vary depending on the report. In the sample above, the SENR extract includes the option to filter students by school, SSID Status and/or secondary enrollment.

Selecting Students/Teacher

Students/Teachers can be manually selected using the corresponding checkboxes next to the names.

All students/teachers can be selected by clicking the checkbox found on the column header, then selecting the “ALL” option.

Note: If the “ALL” option is used, please confirm that all students/teachers are being displayed on one page. The number of rows per page can be changed by clicking the gear button found on the lower left side of the table.

Generating Extract

With the students/teachers selected, click the “Generate SENR Extract”. The “Generate SENR Extract for All Records” can also be used to quickly generate an extract for all students.

The requested file will be processed and its status will be displayed on the “Generation In Progress” section. The Refresh button can be used to update the Status.

Downloading Extract

Completed extracts are displayed in the “Generated Extracts” section. Click the “Download” button to save the file. Advanced Search options are also included.

Note: If the CALPADS extract is to be submitted, do not open the file. If the file is opened by Excel, or another spreadsheet file, it will be rejected by CALPADS, as there will be formatting errors.




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