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CALPADS Data Quality, Validation, and Notification Workflow

Maintains CALPADS data quality through Aeries validation rules, automated SQL validation workflows, weekly responsibility-based notifications, and manual review for edge cases.

Internal-only entry. Do not publish externally without review.
Type
System
Lifecycle
Active
Last touched
2026-03-24
Visibility
Internal

Purpose

Maintains CALPADS data quality through validation work, record cleanup, office-assistant alignment, and recurring reporting discipline.

Current state

The workflow combines custom Aeries data-validation rules with automated SQL validation jobs covering areas such as special program management and language or EL classification checks. Validation results are emailed weekly to the responsible party based on table permissions and rule configuration, with links back to the validation results, an explanation of the errors, guidance on how to correct them, and a direct link to where the record update must be made. Additional manual review remains in place for uncommon or edge-case records.

Next step

Document the current validation-rule inventory, SQL workflow locations, notification routing logic, and the manual review process for edge cases.

Interfaces

Inputs
  • Aeries SIS, HR-aligned staff data, student program records, attendance and enrollment context.
Outputs
  • CALPADS submissions and district validation views.
  • Weekly validation-result emails with correction guidance and record links

Reality to Action trace

Reality Ingestion

Contributes in this stage.

Canonical Storage

Not in scope.

Automation Engines

Not in scope.

Human Interfaces

Not in scope.

Operational Adoption

Not in scope.

Core workflow

TBD. Document the 5-10 steps that define the core workflow.

Data integrity and contracts

Source of truth rules

  • Aeries SIS, HR-aligned staff data, student program records, attendance and enrollment context. remain the authoritative upstream inputs for this workflow.
  • CALPADS submissions and district validation views. should be treated as downstream copies, recipients, or operational consumers rather than the authoring system.

Safe handling

  • Protect credentials, generated files, logs, and any transient export artifacts.
  • Treat student identifiers, rosters, and related records as FERPA-restricted data.
  • Limit staff identity, employment, or account data to approved administrators and business owners.

Operational notes

Reliability posture

recurring validation and certification checks are documented in weekly reports; formal job inventory still needed. Failure impact: compliance risk, funding risk, and larger downstream error-correction burden. Manual fallback: manual data cleanup and certification review..

Observability

  • recurring validation and certification checks are documented in weekly reports; formal job inventory still needed.
  • Failure impact: compliance risk, funding risk, and larger downstream error-correction burden..
  • Manual fallback: manual data cleanup and certification review..

Security and privacy

CALPADS reporting permissions and SIS-admin controls. Classification: restricted student and staff reporting data. sensitive compliance and student-program data.

Dependencies

Upstream
  • Aeries quality, office and district process discipline, CALPADS deadlines.
Downstream
  • CALPADS submissions and district validation views.

Ownership

Owners

Technology Services with the CALPADS or Aeries data analyst role, Omar and Technology Services leadership

Users

Technology Services with the CALPADS or Aeries data analyst role, Educational Services and compliance stakeholders

CALPADS Data Quality, Validation, and Notification Workflow

Operational Notes

  • Method: Aeries validation rules, automated SQL review workflows, stakeholder notifications, and reporting-cycle governance.
  • Implementation: district data-quality workflow around Aeries, HR alignment, recurring email notifications, and CALPADS submission discipline.
  • Trigger / frequency: recurring across reporting windows and operational cycles.
  • Failure impact / fallback: compliance risk, funding risk, and larger downstream error-correction burden. Manual fallback: manual data cleanup and certification review..
  • Related references: research/weekly-reports-operational-context-2024-2026.md, research/weekly-reports-presentation-enrichment-2024-2026.md, board-update-2025-26-working-outline.md.

Registry Alignment

  • Mapped registry entry: INT-028
  • Registry clarified: this is a recurring validation and notification workflow built from custom Aeries rules plus automated SQL review processes, not a one-time submission activity.
  • Validation gaps: exact rule inventory, SQL workflow locations, notification routing logic, and the manual-review runbook still need documentation.