Error Code Translation for Disapproved Records

Return of Approved Records and
Error Code Translation for Disapproved Records from
Submission of Evaluation Approvals to STAC System
07/07/00

Evaluation Files submitted electronically to SED for the purpose of entering child evaluation data 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 EVL-TR-REC-STATUS field. If you sent us a STAC-ID then that STAC-ID will be returned to you in the EVL-TR-STAC-ID field. If you did not send in a STAC-ID then there will be a STAC-ID in EVL-TR-STAC-ID field that was assigned from an already existing Child record or was from a newly created Child record. Approved records will also contain values in the record number field EVL-TR-REC-NO and the amendment number field EVL-TR-AMD-NO. These fields along with STAC-ID specifically identify a service approval record.

Those records that are rejected will have an error code from "01" through "ZZ" in the EVL-TR-REC-STATUS field. Below is a table explaining what these error codes mean.

 

ERROR MESSAGES FOR EVALUATIONS

Error Code Description
01 STAC-ID Not Found. The EVL-TR-STAC-ID you sent us was not on the system. If you do not know the child STAC-ID or this is a first time service, then this field should be = spaces.
02 Invalid Year. EVL-TR-YEAR should consist of two consecutive two digit years. For example, the 1996-97 school year should be represented as 9697.
03 Invalid Name. First name and last name must be entered (Middle initial can be spaces). The names may include only letters. There may be no spaces imbedded in either name. Do not include any surname suffixes such as III or Jr.) For example, Van Schaack must be sent as VanSchaack. Robert Jones III, Robert Jones 3 or Robert Jones Jr should be sent as Robert Jones.
04 Invalid DOB. Date of Birth must be sent in Century (A19" until the year 2000 when it will be A20"), Year, Month, Day order. The DOB must be a valid date that fits within the criteria of the service being processed. For example, a DOB of 19750630 for a 1996-97 4408 (summer) service would be invalid because the person would be 21 when summer school begins on 07/01/96.
05 Invalid Sex. Sex code EVL-TR-SEX must = "M" or "F".
06 Invalid Racial-Ethnic Code. See table for valid values (see Specs for Submittal of Electronic STAC5s) . May not = spaces.
07 Invalid SSN. EVL-TR-SSN must = spaces or nine digits.
08 Invalid Outside ID. EVL-TR-OUTSIDE-ID must = spaces or be left justified and from five to nine characters.
12 Invalid CSE Code. EVL-TR-CSE (Committee on Special Education District) must = a valid 12 digit code from the HC-Agency file that we made available to you.
25 Child record withdrawn. The Child record that matched either the EVL-TR-STAC-ID, EVL-TR-SSN or EVL-TR-OUTSIDE-ID you sent has been withdrawn from the STAC system.
63 STAC-ID not Found. EVL-TR-STAC-ID was not found on the STAC system.
90 No Changes submitted. All the data fields that could be amended already = the values of the corresponding fields on the STAC system.
1V EVAL PROV CODE CANNOT CHNG. The Evaluation Provider (EVL-TR-ED-PROV)code may not be amended.
2P Invalid Record Type. EVL-TR-REC-TYPE must = "1" for a new STAC-1 add, "R" for a reapp, "3" for a STAC-3 amendment or "W" for a withdraw.
3P Cannot change CSE. EVL-TR-CSE cannot be amended
6M TRANSLATION COST (EVL-TR-TRANSL-COST) SHOULD NOT BE > 1000
6N DISABILITY TYPE (EVL-DISTYPE ) MUST BE ENTERED
6O DISABILITY (EVL-DISTYPE ) MUST BE "ND"/"PD".
6P EVALUATOR (EVL-TR-EVALUATOR ) MUST BE ENTERED.
6Q MUST ENTER STAC-ID (EVL-TR-STAC-ID).
6R MUST ENTER NUM-EVAL (EVL-TR-NUM-EVAL).
6S NUM-EVAL MUST BE NUMERIC (EVL-TR-NUM-EVAL).
6T NO EVAL RECORD FOR THIS STAC-ID (EVL-TR-STAC-ID) AND NUM-EVAL (EVL-TR-NUM-EVAL).
6U INVALID LAST NAME (EVL-TR-LNAME ) ENTERED.
6V MUST ENTER CPSE DIST (EVL-TR-CPSE).
6W RES (EVL-TR-CNTY-PD) AND FOSTER CARE COUNTY (EVL-TR-CNTY-FC) MUST BE DIFFERENT.
6X INVALID FOSTER CARE COUNTY (EVL-TR-CNTY-FC).
6Y NUM-EVAL (EVL-TR-NUM-EVAL). SHOULD NOT BE ENTERED.
6Z APPROVED EVALUATOR (EVL-TR-EVALUATOR ) MUST BE ENTERED.
7A EVALUATOR (EVL-TR-EVALUATOR ) NOT ON SEDRF.
7B EVALUATOR (EVL-TR-EVALUATOR ) NOT AN HC PROVIDER.
7C EVALUATOR (EVL-TR-EVALUATOR ) NOT ON HAGCY.
7D EVALUATOR (EVL-TR-EVALUATOR ) NOT FLAGGED ON HAGCY.
7E CPSE/EVAL/CNTY COMBO EXIST. Combination of CPSE, EVALUATOR, and COUNTY codes already exists.
7F EVALUATION RECORD WITHDRAWN.
7G COMP. TYPE (EVL-TR-TYP-COMP ) MUST BE ENTERED WHEN ADDING.
7H NUM-EVAL (EVL-TR-NUM-EVAL) MUST BE ZEROS WHEN ADDING.
7I EVAL DATE (EVL-TR-DT-EVAL) MUST BE ENTERED.
7J INVALID VALUE FOR ACTION FIELD (EVL-TR-REC-TYPE).
7K MUST ADD AT LEAST ONE COMPONENT.
7L INVALID BILINGUAL (EVL-TR-YN-EVL-BIL) VALUE.
7M INVALID COMP TYPE (EVL-TR-TYP-COMP) ENTERED.
7N INVALID PHYSICIAN (EVL-TR-FG-EVL-PH ) VALUE FOR COMP.
7O MUST ENTER COMPONENTS SEQUENTIALLY.
7P INVALID MONTH (EVL-TR-DT-EVAL) FOR EVAL DATE.
7Q INVALID YEAR FOR EVAL DATE (EVL-TR-DT-EVAL).
7R EVAL DATE (EVL-TR-DT-EVAL) CAN NOT BE BEFORE 199907.
7S EVAL DATE (EVL-TR-DT-EVAL) CAN NOT BE > CURRENT MONTH AND YEAR.
7T EVAL SCH YEAR (derived from EVL-TR-DT-EVAL )MUST BE > HAGCY SCH YR.
7U EVAL SCH YR (derived from EVL-TR-DT-EVAL ) MUST BE LEQ HAGCY RETRACT YEAR.
7V CPSE (EVL-TR-CPSE ) SEDREF NOT ON FILE.
7W CPSE (EVL-TR-CPSE ) SEDREF CLOSED.
7X CPSE (EVL-TR-CPSE ) SEDREF INACTIVE.
7Y APPROVED EVALUATOR (EVL-TR-EVALUATOR ) SEDREF NOT ON FILE.
7Z APPROVED EVALUATOR (EVL-TR-EVALUATOR ) SEDREF CLOSED.
8A APPROVED EVALUATOR (EVL-TR-EVALUATOR ) SEDREF INACTIVE.
8B INVALID AGE/EVAL UATION DATE (EVL-TR-DT-EVAL).
8C ONLY ONE SOC COMP (EVL-TR-TYP-COMP ) ALLOWED.
8D ONLY ONE SC1 COMP (EVL-TR-TYP-COMP ) ALLOWED.
8E ONLY ONE SC2 COMP (EVL-TR-TYP-COMP ) ALLOWED.
8F TRYING TO ADD MORE THAN ONE SOC COMPONENT (EVL-TR-TYP-COMP) .
8G TRYING TO ADD MORE THAN ONE SC1 COMPONENT (EVL-TR-TYP-COMP).
8H TRYING TO ADD MORE THAN ONE SC2 COMPONRNT (EVL-TR-TYP-COMP).
8I ONLY ONE PSY COMP (EVL-TR-TYP-COMP ) ALLOWED/SCHOOL YEAR.
8J ONLY ONE SOC COMP (EVL-TR-TYP-COMP ) ALLOWED/SCHOOL YEAR.
8K ONLY ONE AUD COMP (EVL-TR-TYP-COMP ) ALLOWED/MONTH.
8L PHY COMP (EVL-TR-TYP-COMP ) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID) AND DATE (EVL-TR-DT-EVAL).
8M ONE PHY COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
8N SPT COM (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID ) AND DATE (EVL-TR-DT-EVAL).
8O ONLY ONE SPT COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
8P PHT COMP EXIST (EVL-TR-TYP-COMP) FOR THIS STAC-ID (EVL-TR-STAC-ID) AND DATE (EVL-TR-DT-EVAL).
8Q ONLY ONE PHT COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
8R OCT COMP (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID) AND DATE (EVL-TR-DT-EVAL).
8S ONLY ONE OCT COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
8T EDU COMP (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID) AND DATE (EVL-TR-DT-EVAL).
8U ONLY ONE EDU COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
8V PYC COMP EXIST (EVL-TR-TYP-COMP) FOR THIS STAC-ID (EVL-TR-STAC-ID) AND DATE (EVL-TR-DT-EVAL).
8W ONLY ONE PYC COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
8X NEU COMP (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID ) AND DATE (EVL-TR-DT-EVAL).
8Y ONLY ONE NEU COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
8Z PHS COMP (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID ) AND DATE (EVL-TR-DT-EVAL).
9A ONLY ONE PHS COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
9B ORT COMP (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID ) AND DATE (EVL-TR-DT-EVAL).
9C ONLY ONE ORT COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
9D OPT COMP (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID ) AND DATE (EVL-TR-DT-EVAL).
9E ONLY ONE OPT COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
9F CSL COMP (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID ) AND DATE (EVL-TR-DT-EVAL).
9G ONLY ONE CSL COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
9H OTH COMP (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID ) AND DATE (EVL-TR-DT-EVAL).
9I ONLY ONE OTH COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
9J DEV COMP (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID) AND DATE (EVL-TR-DT-EVAL)..
9K ONLY ONE DEV COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
9L EVAL COST (EVL-TR-COST-EVAL ) SHOULD NOT BE ENTERED.
9M LEA-CD (EVL-TR-CPSE ) VALID FOR SOME AND INVALID FOR OTHER COMP (EVL-TR-TYP-COMP).
9N PROV-CD (EVL-TR-EVALUATOR ) VALID FOR SOME AND INVALID FOR OTHER COMP.
9O CAN NOT CHANGE COUNTY OF RESIDENCE (EVL-TR-CNTY-PD).
9P CAN NOT CHANGE FOSTER CARE COUNTY (EVL-TR-CNTY-FC).
9Q NYC FOSTER CARE COUNTY (EVL-TR-CNTY-FC) MUST BE = 31.
9R INVALID ACTION (EVL-TR-ACT) FOR CHANGE MUST = C/W/A.
9S COMP NO.( EVL-TR-NUM-SQ ) MUST BE ENTERED WHEN CHANGING/WITHDRAWING.
9T HECOM REC (EVL-TR-TYP-COMP + EVL-TR-NUM-SQ) DOES NOT EXIST, CANNOT CHANGE.
9U COMP TYPE (EVL-TR-TYP-COMP) DIFFERENT THAN HECOM RECORD (EVL-TR-NUM-SQ).
9V EVAL DATE (EVL-TR-DT-EVAL ) DIFFERENT THAN HECOM RECORD (EVL-TR-TYP-COMP + EVL-TR-NUM-SQ).
9W HECOM REC WITHDRAWN (EVL-TR-TYP-COMP + EVL-TR-NUM-SQ), CAN NOT CHANGE.
9X HECOM RECORD (EVL-TR-TYP-COMP + EVL-TR-NUM-SQ) ALREADY WITHDRAWN.
9Y CPSE (EVL-TR-CPSE) DIFF THAN ORIGINAL RECORD.
9Z PROV (EVL-TR-EVALUATOR) DIFF THAN ORIGINAL RECORD
AA TRYING TO ADD MORE THAN 20 COMPONENTS.
AA TRYING TO ADD MORE THAN 20 COMPONENTS.
AI TRANSLATION COST (EVL-TR-TRANSL-COST) NOT NUMERIC
AJ OTH NOT A VALID EVAL-TYPE FOR ELECTRONIC SUBMISSIONS
AM USER-ID not found. SRV-TR-USERID not found on the STAC system.
AN Userid not FTP Approved. SRV-TR-USERID is not flagged as a valid FTP user on the STAC system.
AO LEA-CODE not = External-LEA-CODE. The LEA-CODE (SRV-TR-CSE) on the record does not match the CSE code the user (SRV-TR-USERID ) is approved for.
AP CNTY-PD not = External CNTY. The County-Paid (SRV-TR-CNTY-PD) on the record does not match the County code the user (SRV-TR-USERID ) is approved for.
AQ USER-ID = spaces. E*F71USERID must be included for this record to be processed.
BB NPY COMP (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID ) AND DATE (EVL-TR-DT-EVAL).
BC ONLY ONE NPY COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
BD NO DEV,CSL,PHS,OTH COMPONENTS AFTER 06/30/02
BE SOC COMP (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID ) AND DATE (EVL-TR-DT-EVAL).
BF PSY COMP (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID ) AND DATE (EVL-TR-DT-EVAL).
BG STATUTE OF LIMITATIONS IS IN EFFECT FOR THIS SCHOOL YEAR AND TYPE OF SERVICE.
BH NUM-AMD LIMITED. CALL ITS
BJ CAN'T CHANGE MAINTENANCE PROVIDER CODE.
BK INVALID RELATED SERVICE DATE.
BL OTO EXISTS FOR STAC/DATE
BM ONLY 1 OTO/3MONTHS ALLOWED
BN MUS COMP (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID) AND DATE (EVL-TR-DT-EVAL)..
BO FUV COMP (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID) AND DATE (EVL-TR-DT-EVAL)..
BP TVI COMP (EVL-TR-TYP-COMP) EXIST FOR THIS STAC-ID (EVL-TR-STAC-ID) AND DATE (EVL-TR-DT-EVAL)..
BQ ONLY ONE MUS COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
BR ONLY ONE FUV COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
BS ONLY ONE TVI COMP (EVL-TR-TYP-COMP) ALLOWED/3MONTH.
CO USER ID not an Active Account
Last Updated: August 8, 2016