Reporting data to CALPADS
Aug 17, 2026
What do you need to do?
| Start or complete a normal CALPADS reporting cycleGenerate Files → Send Files → CALPADS Processing → Import Errors / Mark Complete. | Understand where you are in the reporting cycleUse the CALPADS Reporting page to identify the current stage and next required action. |
| A submission was rejectedImport the result, identify/correct the cause, and resend only after the problem is understood. | Something appears missing after submissionVerify the SIRAS-submitted job in CALPADS submission history. |
| A later transaction is not sendingCheck the older Pending archive, imported error, reporting-period restriction, future date, or report status. | I cannot start reporting because of accessReview the required SIRAS and CALPADS account roles for reporting staff. |
Normal SIRAS reporting cycle:
Generate Files → Send Files → CALPADS Processing → Import Errors / Mark Complete → Generate Files
Generate Files → Send Files → CALPADS Processing → Import Errors / Mark Complete → Generate Files
You are here: Submit.
Use Reporting → CALPADS Reporting to send reportable SIRAS archived transactions to CALPADS through the API.
SIRAS submits dated archived transactions, not directly from the Current MIS Summary. An archive must contain the applicable CALPADS component and have an eligible report status before it can be included in a reporting cycle.
Access for reporting:
The reporting user must have the required access in both SIRAS and CALPADS.
See User Access Roles — Access for Reporting with CALPADS.
More in This Guide
Before You Send
- Send SIRAS SEDS data to CALPADS regularly throughout the year and more frequently around reporting deadlines according to local practice.
- Confirm reportable events have been finalized or otherwise archived correctly.
- Review archived transactions with Pending report status.
- Resolve known issues that can be corrected before generating files.
- Confirm the reporting user has the required SIRAS and CALPADS access.
- Review current deadlines and any active reporting-period restrictions.
Pending report status is an archive status.
It is not the same thing as a student's Current Active Status = Pending.
For Current versus archived reporting data, see Data Record — Archived Transaction.
Understand the CALPADS Reporting Screen
The CALPADS Reporting page summarizes the data waiting to be sent and advances one reporting cycle at a time.
| Stage | What it does |
|---|---|
| Generate Files | Builds the applicable SWDS, MEET, PLAN, SERV, and optional PSTS files from eligible archived transactions. |
| Send Files | Uploads the generated files to CALPADS. |
| CALPADS Processing | CALPADS validates each submitted file and assigns the job result. |
| Import Errors / Mark Complete | Brings applicable result information back into SIRAS and closes the reporting cycle. |
Do not leave the cycle unfinished.
After CALPADS processing is complete, continue until Generate Files is available again. That confirms the prior SIRAS reporting cycle has been closed.
Complete a SIRAS-to-CALPADS Reporting Cycle
- Go to Reporting → CALPADS Reporting.
- Connect to CALPADS through the API login when prompted.
- Select Generate Files.
- Review the generated file types and record counts.
- Select Send Files.
- Wait until CALPADS processing finishes for the submitted files.
- Select Import Errors / Mark Complete.
- Continue the completion step as needed until Generate Files appears again.
- Route rejected/imported errors into investigation/correction before resubmitting.
Submission-stage completion:
The SIRAS reporting cycle is closed when CALPADS processing has been reconciled in SIRAS and the CALPADS Reporting page is ready for a new Generate Files cycle.
Understand Posted and Rejected Files
Posted
A Posted job was accepted by CALPADS. Finish the SIRAS reporting cycle, then move to verification. Use CALPADS Submission Log Help when you need to confirm the exact submitted job or transaction history.
Rejected
A Rejected job contains one or more validation problems. Use Import Errors / Mark Complete so applicable errors can be associated with the reporting workflow in SIRAS.
| The reason is not yet understood. | Data Monitoring Help |
| The correction owner is known. | Process for Error Resolution |
| CALPADS returned an IVR that appears in SIRAS. | CALPADS IVR Errors Posted in SIRAS |
| You need a code/message lookup. | CALPADS Error Summary |
Do not clear an imported error before correcting its cause.
Clearing the message alone does not correct the Current record, archive, CALPADS history, or enrollment condition that caused the rejection.
Pending Records and Submission Order
Pending report status means SIRAS should attempt to send the applicable component(s) from that archive.
When a student has multiple Pending archived transactions, the earlier eligible reporting event generally needs to process before a later event can proceed.
A later transaction may remain waiting when an older transaction:
- has an imported CALPADS error;
- is outside an allowed reporting period;
- has a future effective date;
- has an incorrect report status; or
- represents an event that is not reportable and should be reviewed.
A later transaction is not sending?
Use Pending CALPADS Archives / Not-Sending Diagnostics. Do not change a valid older transaction merely to force the later one through.
Use Pending CALPADS Archives / Not-Sending Diagnostics. Do not change a valid older transaction merely to force the later one through.
After You Submit: Verify, Reconcile, and Return to Monitoring
- Verify what was submitted and how CALPADS processed it with CALPADS Submission Log Help.
- Reconcile the resulting CALPADS information with SIRAS when the original concern involved compliance, missing history, or a cross-system mismatch.
- Repeat the original monitoring query/report and confirm the item is resolved or correctly represented.
- Return to LEA Data Monitoring Tasks.
Certification remains a CALPADS responsibility.
A successful SIRAS submission does not replace review of the applicable CALPADS certification and monitoring reports.
