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Batch File and Extract Templates

(Updated 8/11/2025)

File Templates

The following are the available Batch File Templates. You may click on the specific file type to download the desired template. Each template is an excel (.XLS) document and is ready for input. The first row includes the column headings and may remain in the file when submitting. Each additional row constitutes one record for a student. When inputting data, the user should consult the CALPADS File Specifications (CFS) documents for required fields and validation rules.

Note:

  • Most cells include format validations to minimize error when entering values
  • Many cells also include validation rules that are viewable when moused over


File Name Code Description Download
SSID Enrollment Template SENR Assigns an SSID to a student and manages enrollments, periodic enrollment updates, and grade level changes. SENR Template
Student Information File SINF Submits relatively static student information. Submitted when a student is assigned a new SSID or when data changes. SINF Template
Student Program File SPRG Submits student program eligibility or participation data depending on program and collection period. SPRG Template
Student English Learner Acquisition Status File SELA Submits English Language Acquisition Status (ELAS) information. SELA Template
Student with Disabilities Status File SWDS Submits special education program information for students ages 0–22; required for IDEA reporting. SWDS Template
Special Education Plan File PLAN Submits special education plan information for students ages 0–22; required for IDEA reporting. PLAN Template
Special Education Meetings File MEET Submits special education meeting information for students ages 0–22; required for IDEA reporting. MEET Template
Special Education Services File SERV Submits special education and related services for students ages 0–22. SERV Template
Staff Demographics File SDEM Submits demographic data about staff members. SDEM Template
Staff Assignment File SASS Submits assignment data about staff members; only active employees should be included. SASS Template
Course Section File CRSE / CRSC Submits course section data; enrollment in fall and completion at end of year. CRSE/CRSC Template
Student Course Section File SCSE / SCSC Submits student course enrollment and completion data. SCSE/SCSC Template
Student Discipline File (Retired starting EOY 2020) SDIS Submits individual student offenses associated with a single incident. SDIS Template
Student Incident File SINC Submits student incident information and associated students. SINC Template
Student Incident Result File SIRS Submits all incident results associated with a single incident. SIRS Template
Student Offense File SOFF Submits student offense data per Education Code Sections 48900 & 48915. SOFF Template
Student Absence File STAS Submits student absence summary information. STAS Template
Student Career Technical Education File SCTE Submits Career Technical Education (CTE) information for students. SCTE Template
Postsecondary Status File PSTS Submits postsecondary status information for prior-year completers. PSTS Template
Work-Based Learning File WBLR Submits work-based learning completion information for grades 9–12. WBLR Template
Local Educational Agency Program File LEAP Submits LEA-level program information. LEAP Template

Extract Templates

Extract Name Description Download
SSID Extract Assists LEAs in deciphering column definitions for SSID Extracts. SSID Extract Template
Direct Certification Extract Assists LEAs in deciphering column definitions for Direct Certification Extracts. Direct Certification Template
DSEA Accountability Extract Assists LEAs with District of Special Education Accountability (DSEA) Accountability Extracts. DSEA Accountability Template
DSEA Informational Extract Assists LEAs with District of Special Education Accountability (DSEA) Informational Extracts. DSEA Informational Template
Cumulative Enrollment Extract Assists LEAs in deciphering column definitions for Cumulative Enrollment (CENR) Extracts. CENR Extract Template
Migrant Eligible Program Students Extract Assists LEAs in deciphering column definitions for MEPS Extracts. MEPS Extract Template

Tips when creating batch files

1) All cells must be of Text formatting and including cells with number values. Highlight all cells with data, right click and select "Format Cells". Under the Number tab, select "Text" as the Category.

2) The sheet names can not be customized - use 'Sheet1' without spaces

3) When a batch file of file type .XLS is uploaded, only the first sheet is used to obtain the data

4) The SSID Enrollment files of the file type .TXT and .CSV should not have a header (column names, etc). Header (column names) are okay in EXCEL (.XLS) files

5) It is sometimes useful to save excel files as .CSV, then open the file in Notepad to make sure there are no format issues for each value.

6) When copying and pasting data into the excel worksheet, format all cells on the worksheet as "TEXT" before pasting.

  • Ex: If copying a CDS code: 00000001234567 into the column for "School of Attendance", if the cell is not formatted as TEXT beforehand, the 0's will appear hidden and when uploaded to CALPADS the record will be rejected

7) Remember that SINF and SPRG files require SSID values

8) Remember that dates need to be in CCYYMMDD format (ex: 20091007)

Converting Extract Files to Excel Format

The steps to import a TXT or CSV file into Excel are similar for Excel 2007, 2010, 2013, and 2016:

  1. First download and save the extract file to in your hard drive
  2. Open the Excel spreadsheet where you want to save the data and click the Data tab.
  3. In the Get External Data group, click From Text.
  4. Select the TXT or CSV file you want to convert and click Import.
  5. Select "Delimited". A delimiter is just a fancy way of saying that your TXT file uses tabs or your CSV file uses commas to separate and group your data.
  6. Click Next.
  7. Select the delimiter that groups your data into individual columns in the Data preview field. Typically you want to select "Tab" when converting a TXT file, and "Comma" when converting a CSV file. For CALPADS extracts, use "Caret" (^). Note: If you select "Space" it can sometimes split a single column into multiple columns if the column header text has multiple words. For example, a "First Name" column becomes a "First" column and a "Name" column. Look carefully at the Data preview to make sure your data is aligned with the intended column header!
  8. Click Next.
  9. Select "Text".
  10. Click Finish.
  11. Choose "Existing Worksheet".
  12. Add "=\(A\)1" to the field. This ensures your data begins in the Row 1, Column A cell of the spreadsheet. If there are any blank rows in the spreadsheet above your data, it can cause a file import error.
  13. Click OK.
  14. Click Save.

Import data sets & spreadsheets in Google Sheets

  1. On your computer, open a new spreadsheet in Google Sheets.
  2. Open or create a sheet.
  3. At the top, click File and then Import.

  4. Choose a non-password-protected file in one of these file types:

    • .xls (if newer than Microsoft® Office 95)
    • .xlsx
    • .xlsm
    • .xlt
    • .xltx
    • .xltm
    • .ods
    • .csv
    • .txt
    • .tsv
    • .tab

  5. Select an import option. Not all file types have all six options:

    • Create new spreadsheet: Create a spreadsheet from the imported data in a new browser tab.
    • Insert new sheets: Adds new sheets with the imported data to your existing spreadsheet.
    • Replace spreadsheet: Replace the open spreadsheet with the data in your imported file.
    • Replace current sheet: Replace the current sheet’s contents with the imported data.
    • Append rows to current sheet: Adds the imported data to the current sheet after the last row with any data.
    • Replace data starting at selected cell: Replace the data in a range of selected cells with the imported data.

  6. Optional: If you import a plain text file, like .csv or .txt, under "Separator character," you can pick what letter or symbol Google Sheets uses to separate cells.

    • Detect automatically: This will automatically find ways to split your data set. For example, it can detect fixed-width-formatted files.
    • Tab
    • Comma
    • Custom: Choose a custom character to split your data.

  7. Click Import.