Error Messages
Return of Approved DKIDS Records and
Error Code Translation for Disapproved Records from
FTP Submission of DKIDS Child Records to STAC System
09/19/18
Files submitted electronically to SED for the purpose of entering "DKIDS" child records onto the STAC system will go through a series of edits before being approved. Those records that are approved will be returned to you with "00" in the HKD-TR-ERROR-CODE field.
Those records that are rejected will have an error code from "06" through "DQ" in the HKD-TR-ERROR-CODE field. Below is a table explaining what these error codes mean.
| Error Code | Description |
| 06 | Invalid racial-ethnic code. See table for valid values (see Specs for Submittal of Electronic STACs). May not=spaces. |
| 1N | OSIS-ID already on file. OSIS-ID already exists on another child. |
| AQ | USER-ID=spaces. E*F71USERID must be included for this record to be processed. |
| CX | STAC-ID is not blank. |
| CY | Invalid sex. Sex can only be M or F. |
| CZ | Invalid outside-ID. Outside-ID can only be alphanumeric. |
| DA | Invalid date of birth. Date of birth must be in year, month, and day order and must be before today's date. |
| DB | An OSIS-ID is required for NYC district/county. |
| DC | An exact match appears on system. |
| DD | Both first and last name < 4 characters. |
| DE | USERID and LEA code do not match. |
| DF | HUSER not found, |
| DG | Soundex/DOB exact match found. |
| DH | Partial name/exact DOB match found. |
| DI | Duplicate entry exists. |
| DJ | Last name is missing. |
| DK | Imbedded spaces are not allowed in last name. |
| DL | First name is missing. |
| DM | Imbedded spaces are not allowed in first name. |
| DN | Numbers are not allowed in first name. |
| DO | Middle initial must be a letter or a space. |
| DP | Numbers are not allowed in last name. |
| DQ | Applicant is over-age. The calculated age must be 24 or under. |
Identifying STAC IDs for Disapproved Records
Records that errored out as a result of incorrect information should be resubmitted with the correct information in a new files. Records that errored out despite correct information should be submitted to the STAC Unit for review in an Excel spreadsheet.
To parse the output text file into Excel, do the following:
- In new versions of Excel, go to the Data tab at the top of the screen.
- In the group labeled either Get External Data or Get & Transform Data, click Get Data then click From File and then click From Text/CSV.
- Locate the output file (with the records that errored out) wherever you saved it on your local computer and double-click it.
- Excel should recognize it as a fixed-width file. It will ask for the File Origin, Delimiter, and Data Type
Detection.
- File Origin should be "1252: Western European (Windows)".
- Delimiter should be "--Fixed Width--".
- In the line directly under the Delimiter dropdown, paste the following text:
0, 6, 28, 43, 44, 52, 53, 54, 63, 75, 83 - Set Data Type Detection to "Do not detect data types".
- Click the Load button at the bottom of the window.
- In the header row, rename the columns as follows:
Column # Rename To Column1 STAC ID Column2 Last Name Column3 First Name Column4 MI Column5 DOB Column6 Gender Column7 Race-Ethnicity Column8 Outside ID Column9 SED Code Column10 Usercode Column11 Error Code - Save the file as follows:
File Naming Convention (Municipalities): XXXX_EFH616_01_YYYYMMDD_IDISSUES.XLSX
File Naming Convention (School Districts): 000000_EFH616_01_YYYYMMDD_IDISSUES.XLSX
where XXXX is the first four letters of the county name; 000000 is the first six digits of the school district SED Code; 01 is the number of the file submitted (up to five, resets daily); and YYYYMMDD is the date submitted, taken from the original filename. - Upload the file to the SED File Transfer Manager (FTM) "inbasket".
- Notify STAC via email sent to OMSSTAC@nysed.gov.
After a review process, STAC will upload a file into the SED File Transfer Manager (FTM) "outbasket" and reply to the original email notification. This returned file will include three new columns:
- STAC ID Assigned
- STAC Notes
- County/District Notes
The first column will contain the STAC ID that should be used, if identified. The second column will contain a request for additional information, if needed to resolve the ID issue.
The returned file will be named as follows:
File Naming Convention (Municipalities): XXXX_EFH616_01_YYYYMMDD_IDISSUES_R01.XLSX
File Naming Convention (School Districts): 000000_EFH616_01_YYYYMMDD_IDISSUES_R01.XLSX
- If additional information is requested in the return file, enter the information into the spreadsheet under the third column named "County/District Notes" and upload the file to the SED File Transfer Manager (FTM) "inbasket" for an additional review, then notify STAC via an email sent to OMSSTAC@nysed.gov again.
- Save the file with county/district notes should be named as follows:
File Naming Convention (Municipalities): XXXX_EFH616_01_YYYYMMDD_IDISSUES_R02.XLSX
File Naming Convention (School Districts): 000000_EFH616_01_YYYYMMDD_IDISSUES_R02.XLSX