STS Error Help

Input Record: STS Student Record (020)

---

STS does not require a Calendar but since it coincides with other reporting periods, we advise users to include the Calendar.

100-199

Error: 101 Invalid System Indicator

Data Element:	System Indicator
Cause:	Record System Indicator not ‘STS’
Solution:	Change value to ‘STS’

Error: 102 Invalid Transaction Code

Data Element:	Transaction Code
Cause:	Transaction Code not = ‘020’ or ‘030’
Solution:	Change the value to ‘020’ for Student Record or ‘030’ for Transcript Record

Error: 103 Invalid Beginning School Session Year

Data Element:	Beginning School Session Year
Cause:	Beginning School Session Year not numeric or not valid based on the record’s School Session Year
Solution:	Change to valid numeric year

Error: 104 Sponsor Code not equal to submitting LEA

Data Element:	Sponsor Code
Cause:	Sponsor Code does not match the Sponsor Code of submitting LEA
Solution:	Enter Sponsor Code of the LEA submitting input

Error: 105 Invalid State Identification Number (nonpublic schools)

Data Element:	State Identification Number
Cause:	State Identification Number is not numeric
Solution:	Change State Identification Number to a valid numeric value

Top of Page

200-299

Error: 200 No Student Record for Student ID with Transcript Record

Data Element:	Transaction Code
Cause:	Student Record with Transaction Code ‘020’ not sent for matching Student ID with Transcript Record with Transaction Code ‘030’
Solution:	Send a Student Record (transaction ‘020’) for each student with Transcript Record(s) (transaction ‘030’)

Error: 201 Invalid Site Code (nonpublic)

Data Element:	Site Code
Cause:	Not a valid LDOE Site Code or site closed
Solution:	Change Site Code to a valid LDOE Site Code

Error: 202 Site Code does not match Sponsor Code (nonpublic)

Data Element:	Site Code
Cause:	1st 3 bytes of Site Code not equal to Sponsor Code
Solution:	Change 1st 3 bytes of Site Code to equal Sponsor Code

Error: 203 Invalid Student First Name (nonpublic)

Data Element:	Student First Name
Cause:	First position in Student First Name is blank
Solution:	Enter a Student First Name beginning in the first position

Error: 204 Invalid Student Last Name (nonpublic)

Data Element:	Student Last Name
Cause:	First position in Student Last Name is blank
Solution:	Enter a Student Last Name beginning in the first position

Error: 205 Invalid Birth Date (nonpublic)

Data Element:	Birth Date (input
Cause:	Invalid Student Birth Date or > Current Date
Solution:	Correct Birth Date (format must be MMDDYYYY)

Error: 206 Invalid Ethnic/Race Flag

Data Element:	Ethnicity/Race Flags
Cause:	Ethnicity/Race Flags must be set to either “Y” or “N”. At least one Ethnicity/Race Flag MUST be set to “Y”.
Solution:	Set Ethnicity/Race Flags to either “Y” or “N” (see section on data elements)

Error: 207 Invalid Sex Code

Data Element:	Sex Code
Cause:	Sex Code not = ‘M’ or ‘F’
Solution:	Set Sex Code to ‘M’ or ‘F’

Error: 208 Invalid Grade Placement Code

Data Element:	Grade Placement Code
Cause:	Grade Placement Code not = ‘6 through 12’
Solution:	Change value to ‘06 through 12’

Error: 209 Invalid Grade 9 Entry Year for grades 9-12

Data Element:	Grade 9 Entry Year
Cause:	Grade 9 Entry Year > Beginning School Session Year or < 1991
Solution:	Change the value to student's Grade 9 Entry Year

• Make sure the student does not have a T9 for more than one year.

Error: 210 Invalid Graduation Date

Data Element:	Graduation Date
Cause:	Graduation Date is not blank and not within current school session, is not a valid date format (MMDDYYYY), or is more than two weeks into the future
Solution:	Change the Graduation Date to a valid date not more than two weeks into the future or leave blank for a non-graduate

Error: 211 Duplicate Student Record

Data Element:	State Identification Number
Cause:	Duplicate student records have been submitted in the same file
Solution:	Remove the duplicate student record

Error: 212 Invalid Career Option Code

Data Element:	Career Option Code
Cause:	Invalid Career Option Code entered, must be an alphanumeric three digit code
Solution:	Change the Career Option Code to a valid value

Error: 213 Site Code not equal to submitting Site

Data Element:	Site Code
Cause:	Student site number not equal to submitting site
Solution:	Correct student site number or submit from more than a single site

Error: 214 Grad Date only allowed on Grade 12 Students

Data Element:	Graduation Date
Cause:	Graduation Date submitted for student not in Grade 12
Solution:	Remove the Graduation Date

Error: 215 Grad Date not within OSFA Annual Academic Year

Data Element:	Graduation Date
Cause:	Graduation Date submitted not within the specified range must fall between 9/1 and 8/31 of current Beginning School Session Year in order to match the OSFA Annual Academic Year
Solution:	Change the Graduation Date

Error: 217 Invalid Endorsement Code

Data Element:	Academic Endorsement or Career/Tech Endorsement
Cause:	Invalid Endorsement Code entered for Academic Endorsement or Career/Tech Endorsement
Solution:	Change the Endorsement Code to a valid code if graduate or leave blank if non graduate.

• The cohort year determines what course tests are required to be taken for the students and is required for the yes/no determination. The State rules for determining what parts of the graduations test are passed, are based on the cohort year. Example: English I is used for students in the 17/18 or later (18-19, 19-20) cohort years. Cohort years before that (16-17 and earlier) will use English III.
• To change the cohort year of the student, go to the Student Master, Sports tab. Choose the Cohort year and then Save.
• Note that the Ninth Grade Entry Year is only for the STS transmissions.
• Choose EXE in the Test Score Editor if the student is a COA or SPED student.

Error: 218 Passed GEE Flag must be ‘Y’, ‘E’, ‘A’, or ‘G’

Data Element:	Passed GEE/ Met EOC Flag
Cause:	Passed GEE/ Met EOC Flag must be ‘Y’ (Yes), ‘E’ (Exempt), “A” (Alternate), “G” (Growth Portfolio) or blank. Flag set to either ‘Y’, ‘E’, ‘A’, ‘G’. For nonpublic graduates, this field may be blank.
Solution:	Change to ‘Y’, ‘E’, ‘A’, ‘G’ (public/charter) or leave blank (nonpublic only)
Note:	Met EOC was added to the Met GEE field to identify Met EOC Requirements in the 2013-2014 School Year.

• The STS build does not send the "Met Assessment Requirements for Graduation (Met GEE/EOC) Flag" (position 122) field until the student has a graduation date submitted. Only early grads would have a grad date.

Error: 220 Rank In Class must be <= Size Of Class

Data Element:	Local Rank In Class
Cause:	Rank In Class in greater than Size Of Class
Solution:	Change Rank In Class to a value less than or equal to the Size Of Class

Error: 221 Only send endorsements for graduates

Data Element:	Academic Endorsement or Career/Tech Endorsement
Cause:	Endorsement Code entered without a Graduation Date. May only be submitted for graduates
Solution:	Enter a Graduation Date or remove the Endorsement Code

Error: 222 Student is at another site in your LEA (nonpublic)

Data Element:	Site Code
Cause:	A record for this student exists at another site in the LEA
Solution:	Delete student record from the previous site before submitting a file for the current site or use the “Student Reassignment” function (found under Update on the STS Navigation Bar) to move the record to the new site and then resubmit the file.

• As of the last STS submission, the student was in another school in the district. Reassign the student to the current school in STS.

Error: 223 Grad With < 24 CUs Earned

Data Element:	Graduation Date
Cause:	Graduation Date submitted for a student with fewer than 23 credit units
Solution:	The system has removed the Graduation Date from the submitted record. The transcript data does not equal the 24 credit units required for graduation. Verify the student online and give a reason for allowing the student to graduate with less than the required number of CUs and sign the electronic statement of affirmation.

Error: 224 Invalid Diploma Pathway

Data Element:	Diploma Path
Cause:	Invalid Diploma Pathway entered
Solution:	Change the Diploma Pathway Code to a valid value

Error: 225 Invalid Endorsement for Jumpstart

Data Element:	CT Diploma Endorsement
Cause:	Missing Diploma Endorsement
Solution:	Enter a Statewide Regional, Basic or Statewide Advanced Career Technical Endorsement for Tech Jumpstart Career Diploma

Error: 226 Invalid 9th grade entry year for T9

Data Element:	Ninth Grade Entry Year
Cause:	Ninth Grade Entry Year less than Beginning School Session Year for Grade T9.
Solution:	BSSY should be one year in the future when student will enter 9th grade.

Error: 227 Invalid Local Identification Number

Data Element:	Local ID
Cause:	Local ID is Null or invalid.
Solution:	Enter a Locally defined unique ID number with valid values

Error: 228 Graduates Must Declare a Diploma Path

Data Element:	Diploma Path
Cause:	A diploma path has not been selected for the student
Solution:	Enter a diploma path code

Error: 229 Invalid Career Option Code

Data Element:	Career Option Code
Cause:	Career Option code missing or does not apply to the selected diploma path
Solution:	Enter a valid career option code for the selected diploma path

Error: 230 Grade Placement is invalid for graduate (Warning Message)

Data Element:	Grade Placement Code
Cause:	A graduate must be grade 12
Solution:	Verify Grade Placement is 12 for graduate

Error: 231 Invalid Diploma Path for 9th grade in 2013 and prior

Data Element:	Diploma Path
Cause:	Students entering 9th grade in 2013 and prior, the Diploma Path must have a diploma path of either ‘C4’, ‘C5’, ‘C6’ or ’CD’.
Solution:	Verify the 9th grade entry year and change the diploma path code to either ‘C4’, ‘C5’, ‘C6’ or ’CD’.

Error: 232 Invalid Diploma Path for 9th grade in 2014 and thereafter

Data Element:	Diploma Path
Cause:	Students entering 9th grade in 2014 and thereafter, the Diploma Path must have a diploma path code of either ‘CA’,’ TU’ or ‘L1’.
Solution:	Verify the 9th grade entry year and change the diploma path code to either ‘CA’,’ TU’ or ‘L1’.

Error: 233 Diploma Path Not Declared

Data Element:	Diploma Path
Cause:	Diploma Path ‘ND’ is not accepted for students after April 1st of their 10th grade year.
Solution:	Verify Grade Placement and change the Diploma path to a valid code based on the student’s 9th grade entry year.

• The student's Ninth Grade Entry in Transcript Workstation, has been changed to the incorrect year. Use the year (Fall) that the student entered 9th grade.

Error: 234 Invalid GEE/EOC and ELA Flag (Combination error)

Data Element:	Met GEE/EOC Flag and ELA Subject Areas
Cause:	The Met GEE/EOC AND ELA Subject Areas Flags have an invalid combination. (When GEE/EOC is Y the ELA Flag must be blank. When GEE is E, the ELA Subject Areas Flag must be blank. When Met GEE/EOC is A, the ELA Subject Areas Flag must be A or P. When Met GEE Flag is G, the ELA Subject Areas Flag must be G or P.)
Solution:	Change the Met GEE/EOC Flag to ‘Y’ or ‘E’ or change ELA Subject Areas code.

• The STS build does not send the "Met Assessment Requirements for Graduation (Met GEE/EOC) Flag" (position 122) field until the student has a graduation date submitted. Only early grads would have a grad date.

Error: 235 Invalid GEE/EOC and MATH Flag (Combination Error)

Data Element:	Met GEE/EOC Flag and MATH Subject Areas
Cause:	The Met GEE/EOC and MATH Flags have an invalid combination. (When the Met GEE/EOC is Y, the MATH Subject Area Flag must be blank. When Met GEE/EOC is E, the MATH Subject Area Flag must be blank. When the Met GEE/EOC Flag is A, the MATH Subject Areas Flag must be A or P. When Met GEE/EOC Flag is G the MATH Subject Areas Flag must be G or P.)
Solution:	Change Met GEE/EOC Flag to ‘G’ or ‘P’ or change MATH Subject Areas code.

• The STS build does not send the "Met Assessment Requirements for Graduation (Met GEE/EOC) Flag" (position 122) field until the student has a graduation date submitted. Only early grads would have a grad date.

Error: 236 Invalid Met GEE/EOC Flag and SCIENCE Flag (Combination Error)

Data Element:	Met GEE/EOC and SCIENCE Subject Areas
Cause:	The Met GEE/EOC and the SCIENCE Subject Area Flag have an invalid combination. ( If the Met GEE/EOC is Y or E the SCIENCE Subject Area Flag must be blank; If the Met GEE/EOC is A, the SCIENCE Subject Area Flag must be A or P; If the Met GEE/EOC Flag is ‘G’, the SCIENCE Subject Area Flag must be blank.)
Solution:	Change GEE Flag to ‘A’ or ‘P’ or change or remove the value in Science Subject Areas

• The STS build does not send the "Met Assessment Requirements for Graduation (Met GEE/EOC) Flag" (position 122) field until the student has a graduation date submitted. Only early grads would have a grad date.

Error: 237 Invalid Met GEE/EOC Flag and SOCIAL STUDIES Flag (Combination Error)

Data Element:	The Met GEE/EOC have an invalid combination for the SOC STUD Subject Area Flag. (If the Met GEE/ EOC flag is ‘Y’ or ‘E’, the SOC STU Flag must be blank. If Met EOC/GEE is ‘A’, the SOC STUD Flag must be ‘A’ or ‘P’. If the Met EOC/GEE flag is G’, the SOC STUD Flag must be blank.)
Cause:	The Met GEE/EOC and the SOC STUD Subject Area Flag have an invalid GEE/EOC flag is ‘G’, the SOC STUD Flag must be blank.)
Solution:	Change MET GEE/EOC Flag to ‘A’ or ‘P’ or change or remove the value in the SOC STUD Subject Areas.

• The STS build does not send the "Met Assessment Requirements for Graduation (Met GEE/EOC) Flag" (position 122) field until the student has a graduation date submitted. Only early grads would have a grad date.

Error: 238 Invalid Met GEE/EOC Flag and EOC Subject Areas (Combination Error)

Data Element:	EOC Subject Areas (ELA, MATH, SCIENCE or SOC STUD)
Cause:	The Met GEE/EOC Flag “Should Not” be ‘Y’ when all Subject Areas are ‘P’.
Solution:	Change Met GEE/EOC to ‘A’ or ‘G’ or remove the value from the EOC Subject Areas (ELA, MATH, SCIENCE or SOC STUD).

• The STS build does not send the "Met Assessment Requirements for Graduation (Met GEE/EOC) Flag" (position 122) field until the student has a graduation date submitted. Only early grads would have a grad date.

Error: 239 Science and Social Studies Flag is required

Data Element:	EOC Subject Areas (SCIENCE and SOC STUD)
Cause:	SCIENCE and SOC STUD Subject Areas are required when the Met EOC/GEE Flag is ‘A’ either SCIENCE Flag or the SOCSTUD flag must be entered.
Solution:	Enter a valid value in either Science Subject area or Socials Studies Subject Area.

• This area can not be left blank. Enter a P or A in the Science or Social Studies subject area.

Error: 240 Subject Areas should be blank when the Met GEE/EOC Flag is ‘Y’, ‘E’ or BLANK

Data Element:	Met GEE/EOC Flag and EOC Subject Areas
Cause:	All EOC Subject Areas should be blank when Met EOC/GEE Assessment Requirements flag is Y, E, or blank.
Solution:	Change Met GEE/EOC to ‘A’ or ‘G’ or remove the data from all EOC Subject Areas.

• Change the subject area to a blank.

Error: 241 Invalid FAFSA Application Flag

Data Element:	FAFSA Application Flag
Cause:	FAFSA Application Flag must be a number between 1 and 4.
Solution:

Error: 242 FAFSA Application Flag Required for Graduate

Data Element:	FAFSA Application Flag
Cause:	FAFSA Application Flag is blank for student with Graduation Date.
Solution:	Enter a valid FAFSA Application Flag (1-4) or remove Graduation Date

• If the student is dropped, make sure the begin date of the "FAFSA Completed" special code is not a date after the drop date.

Error: 243 Invalid 9th grade entry year for grades 6 - 8

Data Element:	Ninth Grade Entry Year
Cause:	Ninth Grade Entry Year should be blank for Grades 6 - 8.
Solution:	Remove the values from the Ninth Grade Entry Year.

Errors 248, 249, 250 & 251 - These are new error codes because they are not in the 2020-2021 STS user guide. These probably have do with the new assessment requirements flag for April Dunn and/or LAA1 students.

Top of Page

Validations on Student Demographics

The Errors beginning with “U” are validations of the student’s demographics against what was submitted to the Unique ID System (EScholar). Items checked are: the first letter of the first name, first 3 letters of the last name, day of birth, local ID, gender, and ethnicity/Race. These items must match what is in EScholar. If any of these items are incorrect in EScholar they must first be corrected in EScholar before the student can be entered into STS.

U01-U99

Error: U01 Invalid Unique ID

Data Element:	State Identification Number
Cause:	Unique ID is less than 10 digits or is not numeric
Solution:	Change Unique ID to a valid numeric value

Error: U02 Unique ID does not exist

Data Element:	State Identification Number
Cause:	Validation with the Unique ID system did not find a match for the Unique ID entered for this site code.
Solution:	Update Master record in Unique ID System or enter a valid Unique ID for this site code.

• Send student file back through eScholar by using LA Student UID Mass Export File and the LA UID Mass Import File.

Error: U03 Student’s first name not matched

Data Element:	First Name
Cause:	Validation with the Unique ID system does not find the First letter of the student’s first name in the Unique ID system for this Unique ID.
Solution:	Update Master record in the Unique ID system or enter a valid First Letter of the student’s first name for this Unique ID.

Error: U04 Student’s last name not matched

Data Element:	Last name
Cause:	Validation with the Unique ID system does not find first three letters of the student’s last name in the Unique ID system for this Unique ID.
Solution:	Update Master record in the Unique ID system or enter a valid first three letters of the student’s last name for this Unique ID.

Error: U05 Student's Local ID not matched

Data Element:	Local ID
Cause:	Local ID submitted does not match the student's Local ID in the Louisiana Secure ID system.
Solution:	Update Master record in the Unique ID system or enter a valid Local ID for this Unique ID.

• The student will need to be run back through the eScholar System to get a correct ID number.

Error: U06 Student's Day of birth not matched

Data Element:	Day of Birth
Cause:	Day of birth submitted does not match the student's Day of Birth in the Louisiana Secure ID System.
Solution:	Verify the Day of Birth provided is numeric between 01 and 31 and is a valid day for the specific month; i.e for February 01-29 and in the format DD.

Error: U07 Student's Ethnicity not matched

Data Element:	Ethnicity
Cause:	Ethnicity and Race submitted does not match the student's Ethnicity and Race in the Unique ID system.
Solution:	Update Master record in the Unique ID system or enter a valid Race and Ethnicity code for this Unique ID.

Error: U08 Student’s gender not matched

Data Element:	SexCd
Cause:	The SexCd for this student does not match the SexCd that was submitted to the Unique ID System(EScholar).
Solution:	Update the student’s SexCd in the Unique ID system or change the SexCd being submitted to STS to match what was submitted to the Unique ID System.

BATCH INPUT EDITS (ERROR MESSAGES)

Input Record: STS Student Transcript Record (030)

Error: 101 Invalid System Indicator

Data Element:	System Indicator
Edit:	System Indicator must equal ‘STS’
Cause:	Record System Indicator not ‘STS’
Solution:	Change value to ‘STS’

Error: 102 Invalid Transaction Code

Data Element:	Transaction Code
Edit:	Must be equal to ‘020’ or ‘030’
Cause:	Transaction Code not = ‘020’ or ‘030’
Solution:	Change the value to ‘020’ for Student Record or ‘030’ for Transcript Record

Error: 103 Invalid Beginning School Session Year

Data Element:	Beginning School Session Year
Edit:	Beginning School Session Year must be valid year = to record’s Beginning School Session Year.
Cause:	Beginning School Session Year not numeric or not valid based on record’s School Session Year
Solution:	Change to valid numeric year

Error: 104 Sponsor Code not equal to submitting LEA

Data Element:	Sponsor Code
Edit:	Sponsor Code must equal record’s Sponsor Code
Cause:	Sponsor Code does not match the Sponsor Code of submitting LEA
Solution:	Enter Sponsor Code of the LEA submitting input file

Error: 105 Invalid State Identification Number

Data Element:	State Identification Number
Edit:	State Identification Number must be numeric
Cause:	State Identification Number is not numeric
Solution:	Change State Identification Number to a valid numeric value

Top of Page

300-399

Error: 300 No Transcript Record for Student ID with Student Record

Data Element:	Transaction Code
Edit:	A Transcript Record with transaction ‘030’ must exist for each Student ID with Student Record with Transaction Code ‘020’
Cause:	A Transcript Record (030) with this Student ID was sent without a matching Student Record (20) with the same Student ID
Solution:	Send a Transcript Record(s) (030) for each student with a Student Record (020) with a matching Student ID

Error: 301 Invalid Course Beginning School Session Year

Data Element:	Course Beginning School Session Year
Edit:	Must be numeric and less than or equal to Beginning School Session Year and >1990
Cause:	Course Beginning School Session Year not numeric or greater than Beginning School Session Year or < 1991
Solution:	Change the value to the Beginning School Session Year course was taken

Error: 302 Invalid Course Code

Data Element:	Course Code
Edit:	Must be a valid Course Code on the Course Code Table for the Course Beginning School Session Year and Course Category Code not ‘ELEM’ and Course Academic Area Code not ‘E’
Cause:	Course Code not a valid Course Code on the LDOE Course Code Table or field is blank
Solution:	Change the value to a Course Code on the LDOE Course Code Table

• This is usually caused by a student transferring into a La school from another state. The course code number will be different and is usually an elective course. Example: 7th-9th grade level course-Journey To Careers, 10th-12th grade level course-Education For Careers

Error: 303 Invalid Course Part Number

Data Element:	Course Part Number
Edit:	Course Part Number must be ‘1, 2 or blank’
Cause:	Course Part Number is not ‘1, 2 or blank’
Solution:	Change Course Part Number to a ‘1 or 2’ or leave blank

Error: 304 Invalid Semester Code

Data Element:	Semester Code
Edit:	Must be a valid Semester Code on the LDOE Semester Code Reference Table
Cause:	Semester Code not on the LDOE Semester Code Table
Solution:	Change the value to a code on the LDOE Semester Code Table for the semester in which the student was enrolled

Error: 305 Invalid Letter Grade Code

Data Element:	Letter Grade Code
Edit:	Must be a valid Letter Grade Code on the LDOE Letter Grade Reference Table
Cause:	Letter Grade Code not on the LDOE Letter Grade Table or is blank
Solution:	Change the value to a valid Letter Grade Code on the LDOE Letter Grade Reference Table (see section on Data Elements)

Error: 306 Invalid Credit/Experience Attempted Count

Data Element:	Credit/Experience Attempted Count
Edit:	Must be numeric
Cause:	Credit Attempted Count not a valid numeric value
Solution:	Change to a valid numeric value

Error: 307 Credit/Experience Attempted Count > 0 and Letter Grade = ‘E’

Data Element:	Credit/Experience Attempted Count
Edit:	If Letter Grade = ‘E’, then Credit/Experience Attempted Count must = 0
Cause:	Credit/Experience Attempted Count > 0 and Letter Grade = ‘E’
Solution:	Change Credit/Experience Attempted Count to 0

Error: 308 Credit/Experience Attempted Count = 0 and Letter Grade not = ‘E’

Data Element:	Credit/Experience Attempted Count
Edit:	If Letter Grade not = ‘E’, then Credit/Experience Attempted Count must be > 0
Cause:	Credit/Experience Attempted Count = 0 and Letter Grade not = ‘E’
Solution:	Change Credit/Experience Attempted Count to value > 0

Error: 309 Credit/Experience Attempted Count = 0 and Waiver Flag = ‘N’

Data Element:	Credit/Experience Attempted Count
Edit:	If Core Curriculum Waiver Flag = ‘N’, then Credit/Experience Attempted Count must be > 0
Cause:	Credit/Experience Attempted Count = 0 and Waiver Flag = ‘N’
Solution:	Change Credit/Experience Attempted Count to value > 0

Error: 310 Invalid Credit/Experience Earned Count

Data Element:	Credit/Experience Earned Count
Edit:	Must be numeric and equal or less than credit/experience attempted
Cause:	Credit/Experience Earned Count not a valid numeric value or credit/Experience earned is greater than credit attempted
Solution:	Change to a valid numeric value equal to or less than credit/experience attempted

Error: 311 Invalid Credit/Experience Earned Count for Letter Grade ‘F’

Data Element:	Credit/Experience Earned Count
Edit:	If Letter Grade = ‘F’, then Credit/Experience Earned Count must = 0
Cause:	Credit/Experience Earned Count > 0 and Letter Grade = ‘F’
Solution:	Change Credit/Experience Earned Count to 0

Error: 312 Credit/Experience Earned Count not = Credit/Experience Attempted Count for Letter Grade ‘P’

Data Element:	Credit/Experience Earned Count
Edit:	If Letter Grade = ‘P’, then Credit/Experience Earned Count must = Credit/Experience Attempted Count
Cause:	Credit/Experience Earned Count not =Credit/Experience Attempted Count and Letter Grade = ‘P’
Solution:	Change Credit/Experience Earned Count to equal Credit/Experience Attempted Count

Error: 313 Credit/Experience Earned Count not > 0 for Letter Grade ‘A’, ‘B’, ‘C’, ‘D’, or ‘P’

Data Element:	Credit/Experience Earned Count
Edit:	If Letter Grade not = ‘E’ or ‘F’, then Credit/Experience Earned Count must be > 0
Cause:	Credit/Experience Earned Count = 0 and Letter Grade not = ‘E’ or ‘F’
Solution:	Change Credit/Experience Earned Count to a value > 0

Error: 314 Invalid Grade Point Maximum Count

Data Element:	Grade Point Maximum Count
Edit:	Must be numeric and equal to or > 4.00
Cause:	Grade Point Maximum Count not a valid numeric value equal to or > 4.00
Solution:	Change to a valid numeric value equal to or > 400

• Grade "P", for a Passing grade, can only be used in the Final column (not Sem 1 or Sem 2 columns) in the Transcript Workstation.

Error: 316 Invalid Core Curriculum Waiver Flag

Data Element:	Core Curriculum Waiver Flag
Edit:	Must be a ‘Y’ or ‘N’
Cause:	Core Curriculum Waiver Flag Not ‘Y’ or ‘N’
Solution:	Change value to ‘Y’ or ‘N’

Error: 317 Core Curriculum Waiver Flag =‘N’ for Letter Grade ‘E’

Data Element:	Core Curriculum Waiver Flag
Edit:	If Letter Grade = ‘E’, then Core Curriculum Waiver Flag must = ‘Y’
Cause:	Core Curriculum Waiver Flag = ‘N’ and Letter Grade = ‘E’
Solution:	Change Core Curriculum Waiver Flag to ‘Y’

Error: 318 Core Curriculum Waiver Flag = ‘Y’ and Letter Grade not = ‘E’

Data Element:	Core Curriculum Waiver Flag
Edit:	If Letter Grade not = ‘E’, then Core Curriculum Waiver Flag must = ‘N’
Cause:	Core Curriculum Waiver Flag = ‘Y’ and Letter Grade not = ‘E’
Solution:	Change Core Curriculum Waiver Flag to ‘N’

Error: 319 Invalid Course Sponsor Code

Data Element:	Course Sponsor Code
Edit:	Course Sponsor Code must blank or a valid Sponsor Code based on the Course Beginning School Session Year
Cause:	Course Sponsor Code not blank and not a valid Sponsor Code on the LDOE Sponsor/Site database
Solution:	Change the value to a valid Sponsor Code on the LDOE Sponsor/Site database or leave blank

• This is usually a Dual Enrollment error.

Error: 320 Course Sponsor Code required if Course Site Code not blank

Data Element:	Course Sponsor Code
Edit:	Course Sponsor Code must not be blank if Course Site Code not blank
Cause:	Course Sponsor Code is blank and Course Site Code is not blank
Solution:	Change the value to a valid Course Sponsor Code

Error: 321 Invalid Course Site Code

Data Element:	Course Site Code
Edit:	Course Site Code must be blank or a valid LDOE Site Code based on the Course Beginning School Session Year
Cause:	Course Site Code not blank or not a valid Site Code on LDOE Sponsor/Site database
Solution:	Change the value to a Site Code on LDOE Sponsor/Site database or leave blank

• This is usually a Dual Enrollment error. There is no information for where the credit was earned. Enter the school where the credit was earned in the "Save", Enrolled Site field of the Transcript Workstation.

Error: 322 Course Site Code does not match Course Sponsor Code

Data Element:	Course Site Code
Edit:	1st 3 bytes of the Course Site Code must equal the Course Sponsor Code
Cause:	1st 3 bytes of the Course Site Code does not equal the Course Sponsor Code
Solution:	Change the Site Code to match the Sponsor Code

Error: 323 Course Site Code required if Course Sponsor Code not blank

Data Element:	Course Site Code
Edit:	Course Site Code must not be blank if Course Sponsor Code not blank
Cause:	Course Site Code is blank and Course Sponsor Code is not blank
Solution:	Change the value to a valid Course Site Code

Error: 324 Invalid Course Site Name

Data Element:	Course Site Name
Edit:	Required if Course Site Code is blank, otherwise optional
Cause:	Course Site Name is blank in first position and Course Site Code is blank
Solution:	Enter a valid Course Site Name if Course Site Code is blank

• In the "Save", State field of the Transcript Workstation, when a state is chosen, click in the "Credit Site" field and choose Katrina-Displaced Sponsor of the correct state.

Error: 325 Course Code for Distance Learning/Repeat Course Code not found in Database.

Data Element:	Course Code
Edit:	Conversion Course Code must exist in the course code database for repeatable courses or Course Code with Course Category Code ‘DIST’
Cause:	Conversion Course Code for repeatable courses or Course Code with Course Category Code ‘DIST’ not found in course code database
Solution:	Request LDOE Data Management verify status of Conversion Course Code

Error: 326 Duplicate Transcript Record

Data Element:	State Identification Number
Edit:	Transcript key data matches another transcript record in transmission
Cause:	Key data are State Identification Number, BSSY, Sponsor Code, Course Code, Course BSSY, Semester Code, and Course Part Number
Solution:	Eliminate the duplicate record or add different semester or part number to differentiate the records

• The student can only have one state course code used on the transcript per semester, per year.

To correct, change the state course code that is in error to another General Elective, Example: General Elective to Gen Elective 2, 3, 4, etc.

If it is a SPED student, when building the STS file in LA STS Export File, check the box "Exclude courses with zero credit earned". Do a partial submission with only SPED students.

If the same course is repeated in the same school year, then the Credit Recovery must be checked to indicate that is why it was repeated in the same school year. In the Transcript Workstation, Save field, choose Credit Recovery, then Save.

• In the LA STS Export File setup box, AFTER the "Grades Closeout EOY" has been done, uncheck "Include Current year Grades".

Error: 327 Course Part Number not allowed if Letter Grade ‘P’ or ‘E’

Data Element:	Course Part Number
Edit:	Course Part Number must be blank if Letter Grade = ‘P’ or ‘E’
Cause:	Letter Grade = ‘P’ or ‘E’ submitted with Course Part Number
Solution:	Transcript Records with Letter Grade = ‘P’ or ‘E’ must be sent as whole records; they cannot be split using the Course Part Number

Error: 328 Transcript Course Name required for this Course Code

Data Element:	Transcript Course Name
Edit:	Transcript Course Name is missing on record with a Course Code that requires a Transcript Course Name. See STS User Guide, Appendix B, for a list of Course Codes requiring a Transcript Course Name
Cause:	Course Code submitted without required Transcript Course Name
Solution:	Enter a Transcript Course Name for this course

Error: 329 Nonnumeric Quality Points Awarded Count

Data Element:	Quality Points Awarded Count
Edit:	Must be numeric
Cause:	Quality Points Awarded Count not a valid numeric value
Solution:	Change to a valid numeric value

Error: 330 Quality Points Awarded Count not = 0 for Letter Grade ‘P’, ‘E’ or ‘F’

Data Element:	Quality Points Awarded Count
Edit:	If Letter Grade ‘P’, ‘E’, or ‘F’, Quality Points Awarded Count must = 0
Cause:	Quality Points Awarded Count not = 0 and Letter Grade = ‘P’, ‘E’ or ‘F’
Solution:	Correct for valid Quality Points Awarded Count for matching Letter Grade

Error: 331 Quality Points Awarded Count = 0 for Letter Grade ‘A’, ‘B’, ‘C’ or ‘D’

Data Element:	Quality Points Awarded Count
Edit:	If Letter Grade ‘A’, ‘B’, ‘C’ or ‘D’, Quality Points Awarded Count must be > 0
Cause:	Quality Points Awarded Count = 0 and Letter Grade = ‘A’, ‘B’, ‘C’ or ‘D’
Solution:	Correct for valid Quality Points Awarded Count for matching Letter Grade

Error: 332 Quality Points Awarded Count not = Grade Point Maximum Count for Letter Grade ‘A”

Data Element:	Quality Points Awarded Count
Edit:	If Letter Grade ‘A’, Quality Points Awarded Count must = Grade Point Maximum Count
Cause:	Quality Points Awarded Count not = Grade Point Maximum Count and Letter Grade = ‘A’
Solution:	Correct for valid Quality Points Awarded Count for matching Letter Grade

Error: 333 Quality Points Awarded Count not < Grade Point Maximum Count for Letter Grade ‘B’, ‘C’, or ‘D’

Data Element:	Quality Points Awarded Count
Edit:	If Letter Grade ‘B’, ‘C’ or ‘D’, Quality Points Awarded Count must be < Grade Point Maximum Count
Cause:	Quality Points Awarded Count not < Grade Point Maximum Count and Letter Grade = ‘B’, ‘C’ or ‘D’
Solution:	Correct for valid Quality Points Awarded Count for matching Letter Grade

Error: 334 Invalid Course Type Code

Data Element:	Course Type Code
Edit:	Must be a valid code on the Course Type Code Table
Cause:	Course Type Code not a valid type code or is blank
Solution:	Change to a valid Course Type Code

Error: 335 Invalid Distance Learning Course Type Code

Data Element:	Distance Learning Course Type Code
Cause:	Distance Learning Course Type Code not valid
Solution:	Change to a valid Distance Learning Course Type Code or leave blank if not applicable

Error: 336 Course Type Code Must Be ‘AP’ for this Course Code

Data Element:	Course Type Code
Edit:	Must be ‘AP’ (Advanced Placement) Course Type Code prior to 2003
Cause:	Course Type Code not ‘AP’
Solution:	Change Course Type Code to ‘AP’

Error: 337 COURSE TYPE 'AP' INVALID FOR COURSE CD

Data Element:	Post-Secondary Credit Hours
Edit:	Post-Secondary Credit Hours must be a valid value for a Dual Enrollment Course
Cause:	Invalid value has been submitted for a Dual Enrollment Course
Solution:	Submit Post-Secondary Credit Hours with a value between 00.00 and 99.99. Note: This field has an implied decimal (Ex: 3.00 submitted as 0300 in batch)

Error: 338 030-record <175 characters

Data Element:	Record 030 Upload Error
Cause:	Layout has less than the required number of characters
Solution:	Check record layout and verify the number of characters

Error: 339 Post Sec Credit Hrs must be > 0

Data Element:	Post Sec Credit Hrs
Edit:	Post Sec Credit Hrs must be > 0
Cause:	Post-Secondary Credit Hours have not been entered for DE course
Solution:	Enter the credit hours earned for the college portion of the DE credit

• This is usually a Dual Enrollment error. There is no information for where the credit was earned. Enter the college name where the credit was earned in the "Save", Credit Site field of the Transcript Workstation.
• If it is the current school year, hours can be entered into the column C HRS and the school (not college) can be entered to the column P SEC SITE of the Master Schedule Editor.

Error: 340 Post Sec Credit Hrs must be blank or 0 when Course Type not DE

Data Element:	Post Sec Credit Hrs
Edit:	Post Sec Credit Hrs Must be blank or zero when Course Type Code is not DE
Cause:	Post-Secondary Credit Hours have not been entered for a course that is not a dual enrollment course
Solution:	Remove the credit hours or change the course type to DE

Error: 341 Invalid DE Post Sec Credit Hours

Data Element:	Post Sec Credit Hrs
Edit:	Invalid DE Post Sec Credit Hours
Cause:	Credit hours submitted for a Dual Enrollment Course are incorrect or this field has not been left blank for a dual enrollment course
Solution:	Submit a valid secondary site code for a dual enrollment Course or leave blank for a non-dual enrollment course

Error: 342 Invalid Dual Enrollment Secondary Site Code

Data Element:	Dual Enrollment Secondary Site Code
Edit:	Dual Enrollment Secondary Site Code must be a valid high school site code or this field has not been left blank for a non-dual enrollment course
Cause:	An invalid site code has been submitted as a high school site code for a Dual Enrollment Course or this field has not been left blank for a non-dual enrollment course
Solution:	Submit a valid high school site code for a dual enrollment Course or leave blank for a non-dual enrollment course

Error: 343 Invalid Course Choice Sponsor Code

Data Element:	Course SponsorCd
Edit:	Invalid Course Sponsor Code for a Course Choice Provider
Cause:	An invalid sponsor code has been submitted for a Course Choice Sponsor or this field has not been left blank for a course choice provider
Solution:	Submit a valid course sponsor code for a course choice provider or leave blank for a non-course choice course (i.e. provider’s sponsor codes should begin with ‘U’)

• This is usually a Dual Enrollment error. In the "Save", Credit Site and/or Enrolled Site field of the Transcript Workstation, the college information was entered in the school information field. The "Credit Site" is for the college site and name. The "Enrolled Site" is for the High school (or Middle School) site and name.

Error: 344 Invalid Course Choice Site Code

Data Element:	Dual Enrollment Secondary Site Code
Edit:	Invalid DE Secondary Site Code
Cause:	An invalid site code has been submitted for a Course Choice Provider or this field has not been left blank for a non-distance learning course
Solution:	Submit a valid course choice site code for a course choice provider or leave blank for a non-course choice course (i.e. provider’s sponsor codes should begin with ‘U’)

Error: 345 Invalid Dropout Prevention Sponsor Code

Data Element:	Course SponsorCd
Edit:	Invalid dropout Prevention Sponsor Code
Cause:	An invalid sponsor code has been submitted for a Dropout Prevention Provider of a distance learning course or this field has not been left blank for a non-dropout prevention course
Solution:	Submit a valid dropout prevention sponsor code for a dropout prevention course or leave blank for non-distance learning

Error: 346 Invalid Dropout Prevention Site Code

Data Element:	Course SiteCd
Edit:	Invalid dropout Prevention Site Code
Cause:	An invalid site code has been submitted for the Dropout Prevention Provider of a distance learning course or this field has not been left blank for a non-distance learning course
Solution:	Submit a valid dropout prevention site code for a dropout prevention course or leave blank for non-dropout prevention course

Error: 347 Credential required for CA pathway

Data Element:	File Name
Edit:	Credential required for CA pathway, verify PDF is on eScholar FTP
Cause:	A credential has not been loaded on the eScholar FTP site for this student, the file is not named correctly or the student is not a graduate under the CA pathway (i.e. SiteCode_StudentLocalID_BegSchoolYearEarned_IBC3DigitCode)
Solution:	Upload a valid credential for this student on the eScholar FTP site, correct the naming of the file (i.e SiteCode_StudentLocalID_BegSchoolYearEarned_IBC3DigitCode) or change the diploma path for this student

Error: 348 eScholar FTP connection is unavailable

Data Element:	Batch Upload Error or File Name Field
Edit:	eScholar FTP connection is unavailable, contact DOE
Cause:	The connection with eScholar FTP site is broken
Solution:	Contact DOE staff to resolve

Error: 349 Invalid Diploma Path-student not assessed on LAA1

Data Element:	Diploma Path
Cause:	An invalid Diploma path has been submitted or student does not have an IEP in SER. L1 Diploma Path is only allowed for students assessed on LAA1 as indicated in SER
Solution:	Contact your SPED Coordinator to resolve or change the diploma path for the student

Error: 349 CDV Career Option must be entered online

Data Element:	Career Option Cd
Edit:	CDV Career Option must be entered online
Cause:	An invalid career option code has been entered in a batch upload
Solution:	Remove the career option code from the student’s record in the batch and enter manually online

500-599

Error: 502 - This error indicates something is not right with the 020 record and the 050 records cannot be linked. This error triggers when one of two things happen:

Cause 1:	In the upload, there is an error on the 020 which kicks out the student from writing over and then the 050 doesn’t have a student to add to. This error is fixed once the 020 error is resolved.
Cause 2:	If the upload is standalone 050 or uploaded with student records – there isn’t a student at the site or in the file for the 050 to attach to.

• Either the 020 records were removed due to errors, the 020 was not found in the upload file, or student is not there with a standalone upload.
• Basically, the 050 has to have a good 020 to link to make a master file created. If the student isn’t already there or was removed during validation, then the 502 error triggers.
• The user should get a corresponding error on a 020 record (if it is in the file). If the user is transmitting 050 records only, then there should already be a corresponding student record in STS. If the student is in the upload, then they should be getting a 020 error message meaning the student was removed so the IBC does not have match (or for some reason the 020 wasn’t in the file to begin with). If the 050 is a sent in as a standalone upload, then the student is not there for that year, site, etc.

Error: 507 Invalid Student Unique ID

• Starting on character 29 the next 10 characters are the student's unique id. This id must match what is in STS and eScholar. For nonpublic schools, the 9 character id is accepted.

Error: 512 Invalid Year IBC Earned

• Starting at character 47 the next 4 characters must be the BSSY in which the student earned the IBC (ex. 2017).

Top of Page