ODS Extract

(Updated 1/28/2025)

An LEA may request an extract of the current data contained in the ODS for each record type submitted to CALPADS. All of the ODS extracts will update throughout the day and will no longer require nightly processing to update. The CALPADS ODS Extract file may be used to compare and identify differences between the CALPADS data and the data in the local student information system.


ODS Extract Main

Number 1 Click on Extracts link from the Left Navigation menu.

Number 2 Locate and click the ODS Extracts option from the request CALPADS file buttons

Number 3 Select the appropriate file type from the dropdown menu


ODS Extracts User Roles

LEA Level ODS Extracts Roles

Below are the roles needed by a LEA user to request and download extracts. Essentially, the edit role to a specific file type needs to be assigned.

  • SENR Edit
  • SINF Edit
  • SPRG Edit
  • SELA Edit
  • SPED Edit (For SPED and SSRV extracts)
  • SDEM Edit
  • SASS Edit
  • CRSE Edit (For CRSE and CRSC extracts)
  • SCSE Edit (For SCSE and SCSC extracts)
  • STAS Edit
  • SINC Edit (For SINC, SIRS, SOFF extracts)
  • PSTS Edit
  • PSTS For SPED Students Edit

SELPA Level ODS Extracts Role

SELPA user can download a SPED and SSRV ODS extract if the following roles are assigned.

  • SELPA Reports Role (For SPED, SSRV and PSTS extracts)

Record Layout

The ODS Extract file is structured like the input file with the addition of two fields, upload date and last date updated, at the end of each record. Additionally, the Record Type Code will have a ‘-R’ appended to the Input Record Type Code. The valid Record Type Codes for the ODS Extract files are provided in Table below.

Record Type Codes

# Record Type Input Record Type Code ODS Extract Record Type Code
1.        SSID Enrollment SENR SENR-R
2.        Student Information SINF SINF-R
3.        Student English Language Acquisition SELA SELA-R
4.        Student Program SPRG SPRG-R
5.        Student Discipline SDIS SDIS-R
6.        Student Waivers SWAV SWAV-R
7.        Staff Demographics SDEM SDEM-R
8.        Staff Assignment SASS SASS-R
9.        Course Section Enrollment CRSE CRSE-R
10.     Course Section Completion CRSC CRSC-R
11.     Student Course Section Enrollment SCSE SCSE-R
12.     Student Course Section Completion SCSC SCSC-R
13.     Student Career Technical Education SCTE SCTE-R
14.     Student Absence Summary STAS STAS-R
15.     SWDS Eligibility SWDS SWDS-R
16.     Special Education Meeting MEET MEET-R
17.     Special Education PLAN PLAN PLAN-R
18.     Special Education Services SERV SERV-R
19.     Postsecondary Status SSRV PSTS-R
20.     Student Incident SINC SINC-R
21.     Student Incident Result SIRS SIRS-R
22.     Student Offense – SOFF SOFF SOFF-R


File Format

The extract file created will be in caret delimited format. The structure of the file will conform to the order and data type listed in Table 2-2 above. The date formats will follow the same formats required for the CALPADS File Formats (Format: CCYYMMDD, e.g. 20081025).


File Transmission

An LEA may request an ODS Extract file for a record type through the CALPADS portal. The ODS Extract function allows an authorized user to specify selection criteria where applicable and request a file be created by the CALPADS application. The generated file will be available for download through CALPADS. The file will not be transmitted via email.


Request and Download Process

The image below depicts the process in requesting and downloading an ODS file extract (Sample: SDEM Extract).

Sample ODS Extract Request Process

Cumulative Enrollment Extract procedure

Number 1 Click on Extracts link from the Left Navigation menu.

Number 2 Locate and click the ODS Extracts option from the request CALPADS file buttons

Number 3 Select the appropriate file type from the dropdown menu

Number 4 By default, the selected record type and the LEA user is associated to is populated.

Number 5 Select if only the Active Staff is requested

Number 6 Name requested extract file (optional)

Number 7 Check "email results when done" box if you wish CALPADS to notify you when the extract request is available for download. Ensure that you provide a valid accurate email address to route the message to.

Number 8 Click on Request File button to execute the request.

Number 5 Select to request data based on Date Range.

Number 6 Populate the desired start and end date ranges.

Number 6 Name requested extract file (optional)

Number 7 Check "email results when done" box if you wish CALPADS to notify you when the extract request is available for download. Ensure that you provide a valid accurate email address to route the message to.

Number 7 Click on Request File button to execute the request.


Under Submitted Extracts, locate the your file request and click on Download once the requested file is ready

Cumulative Enrollment Extract procedure


Extract Modal Email Notification Functionality

This option allows users to be notified, through email, when a submitted extract request is ready for download. Each extract modal will have the following features:

  • Optional Checkbox titled: "Email Results When Done"
  • Email Field
  • The email address associated to the CALPADS User Profile requester will be autofilled. However, the user can also be able to provide an email address to override this default.

Extract modal Email Notification feature


Extract Modal Email Notification Message

Upon request for a CALPADS extract availability email notification, a user will receive an email with the following details. The user will be required to authenicate prior to downloading the extract request file.


Extract email message details


Subject Line:[Extract Type that was requested] is Ready for Download

Body Message:
Your requested extract is now ready for download.

Details:

File Name: [Default file name from system or extract name provided by user when requesting the extract ] Date Request: [Date/Time Requested in the following format: MM/DD/YYYY HR:MIN:SEC AM/PM - GMT Time Zone]
[Download Link]

Important: For security reasons and phising avoidance, please be aware of the provided valid email addressess boxed in red.

SSID ODS Download Extract

Selection Criteria Options:

  • Actively enrolled students (null Enrollment Exit Date)
  • Date range based on Enrollment Start Date and Enrollment Exit Date
  • Reporting LEA
  • School


SSID ODS Extract Modal


SINF ODS Download Extracts

Selection Criteria Options:

  • Actively enrolled students (null EnrollmentExit Date)
    OR
  • Date range based on Enrollment Start Date and Enrollment Exit Date
  • Reporting LEA
  • School
  • Effective Date

SINF ODS Extract Modal


SELA ODS Download Extracts

Selection Criteria Options:

Active Student:

  • Actively enrolled students (null Enrollment Exit Date)
  • Reporting LEA (required)
  • School of Attendance (required)
  • Record History (All vs Most Recent Only) *

Date Range:

  • Based on Enrollment Start Date and Enrollment Exit Date (required)
  • Reporting LEA (required)
  • School of Attendance (required)
  • Record History (All vs Most Recent Only) *

*Notes:

  • All historical data will be blank for Local Record ID and Academic Year fields and will include complete historical data of selected enrolled students, regardless of Reporting LEA on SELA record(s).

  • Most recent only SELA record is determined by sorting (descending) Effective Start Date.

SELA ODS Extract Modal


SPRG ODS Download Extracts

Selection Criteria Options:

  • Academic Year (null date ranges)
  • Actively enrolled students (null Enrollment Exit Date)
  • Date range based on Student School Start Date and Student School Exit Date(null Academic Year)
  • Reporting LEA
  • School
  • Education Program Code

SPRG ODS Extract Modal


SWDS ODS Download Extracts

Selection Criteria Options:

Active Student:

  • Actively enrolled students (null Enrollment Exit Date)
  • Reporting LEA (required)
  • School of Attendance (required)
  • Record History (All vs Most Recent Only)

Date Range:

  • Based on Enrollment Start Date and Enrollment Exit Date (required)
  • Reporting LEA (required)
  • School of Attendance (required)
  • Record History (All vs Most Recent Only)

Note: Extract will include complete historical data of selected enrolled students, regardless of reporting LEA on the SWDS record(s).

SPED ODS Extract Modal


MEET ODS Download Extracts

Selection Criteria Options:

Active Student:

  • Actively enrolled students (null Enrollment Exit Date)
  • Reporting LEA (required)
  • School of Attendance (required)
  • Record History (All vs Most Recent Only)

Date Range:

  • Based on Enrollment Start Date and Enrollment Exit Date (required)
  • Reporting LEA (required)
  • School of Attendance (required)
  • Record History (All vs Most Recent Only)

Note: Extract will pull existing records, even if the student is not currently Eligible and Participating.

SSRV ODS Extract Modal


PLAN ODS Download Extracts

Selection Criteria Options:

Active Student:

  • Actively enrolled students (null Enrollment Exit Date)
  • Reporting LEA (required)
  • School of Attendance (required)
  • Record History (All vs Most Recent Only)

Date Range:

  • Based on Enrollment Start Date and Enrollment Exit Date (required)
  • Reporting LEA (required)
  • School of Attendance (required)
  • Record History (All vs Most Recent Only)

Note: Extract will pull existing records, even if the student is not currently Eligible and Participating.

SSRV ODS Extract Modal


SERV ODS Download Extracts

Selection Criteria Options:

Active Student:

  • Actively enrolled students (null Enrollment Exit Date)
  • Reporting LEA (required)
  • School of Attendance (required)
  • Record History (All vs Most Recent Only)

Date Range:

  • Based on Enrollment Start Date and Enrollment Exit Date (required)
  • Reporting LEA (required)
  • School of Attendance (required)
  • Record History (All vs Most Recent Only)

Note: Extract will pull existing records, even if the student is not currently Eligible and Participating.

SSRV ODS Extract Modal


CRSE and CRSC ODS Download Extracts

Selection Criteria Options:

  • Academic Year ID
  • Reporting LEA
  • School of Course Delivery

CRSE and CRSC ODS Extract Modal


SASS ODS Download Extract

Selection Criteria Options:

  • Academic Year ID
  • Reporting LEA
  • School of Assignment

SASS ODS Extract Modal


SDEM ODS Download Extract

Selection Criteria Options:

  • Active Staff (no Staff Employment End Date)
  • Date Range based on Staff Employment Start Date and Staff Employment End Date
  • Reporting LEA
  • Effective Date

SDEM ODS Extract Modal


STAS ODS Download Extract

Selection Criteria Options:

  • Academic Year ID
  • Reporting LEA
  • School of Attendance

STAS ODS Extract Modal


SCTE ODS Download Extract

Selection Criteria Options:

  • Academic Year ID
  • Reporting LEA
  • School of Course Delivery

SCTE ODS Extract Modal


SCSE and SCSC ODS Download Extracts

Selection Criteria Options:

  • Academic Year ID
  • Reporting LEA
  • School of Course Delivery

SCSE and SCSC ODS Extract Modal


PSTS ODS Download Extracts

Selection Criteria Options:

Active Student:

  • Reporting LEA (required)
  • School of Attendance (required)
  • Academic Year (required)
  • Education Program Participation (not required)

Date Range:

  • Reporting LEA (required)
  • School of Attendance (required)
  • Enrollment Start Date and Enrollment Exit Date (required)
  • Education Program Participation (not required)

PSTS ODS Extract Modal


SINC ODS Download Extracts

Selection Criteria Options:

  • Academic Year ID
  • Reporting LEA
  • School of Attendance

SINC ODS Extract Modal


SIRS ODS Download Extracts

Selection Criteria Options:

  • Academic Year ID
  • Reporting LEA
  • School of Attendance

SIRS ODS Extract Modal

SOFF ODS Download Extracts

Selection Criteria Options:

  • Academic Year ID
  • Reporting LEA
  • School of Attendance

SOFF ODS Extract Modal