ODS Extract

An LEA may request an extract of the current data contained in the ODS for each record type submitted to CALPADS. 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.

Click on Extracts link from the Left Navigation menu.

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

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)

File Type Extracts

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
  

CRSE and CRSC ODS Download Extracts

Selection Criteria Options:

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

SASS ODS Download Extract

Selection Criteria Options:

• Academic Year ID
• Reporting LEA
• School of Assignment
  

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
  

STAS ODS Download Extract

Selection Criteria Options:

• Academic Year ID
• Reporting LEA
• School of Attendance
  

SCTE ODS Download Extract

Selection Criteria Options:

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

SCSE and SCSC ODS Download Extracts

Selection Criteria Options:

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

SELA ODS Download Extracts

Selection Criteria Options:

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

Note: Historical data will be blank for Local Record ID and Academic Year fields.

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

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

Students With Disabilities Status (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).

Special Education Meetings (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.

Special Education Plans (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.

Special Education Services (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.

PSTS ODS Download Extracts

Selection Criteria Options:

Academic Year:

• 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)

SINC ODS Download Extracts

Selection Criteria Options:

• Academic Year ID
• Reporting LEA
• School of Attendance

SIRS ODS Download Extracts

Selection Criteria Options:

• Academic Year ID
• Reporting LEA
• School of Attendance

SOFF ODS Download Extracts

Selection Criteria Options:

• Academic Year ID
• Reporting LEA
• School of Attendance

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).