{{tag>fall_2 state_reporting calpads}}

====== Fall 2: Creating a Deletion Extract from CALPADS ODS Extract ======
The purpose of this manual is to assist in removing Course Section Enrollments and Students Course Section Enrollment records from the state system. This is a work around due to the **CALPADS known issues**:
  * #2899-CRSE file is not overwriting Course Section data correctly and 
  * #2879-SCSE file is not overwriting Student Course Section data correctly. 
The most common error the defects are causing is the **SCSE0139-Student Course Section** record must have a corresponding Course Section record. To complete this work around you must pull **CRSE** and **SCSE** records from the CALPADS ODS.

===== How to Pull an ODS Extract: =====
  - Log into CALPADS
  - Go under Reports **Extracts** \\ {{:state_reporting:create_deletion_extract1.png?nolink&300|}} \\
  - Under **Request CALPADS Files** click on **ODS Extracts** \\ {{:state_reporting:create_deletion_extract2.png?nolink&400|}} \\
  - Select **Course Section Enrollment ODS Download**, then click **Request File**. After File has been requested **click Return to Request Extract Files**. \\ {{:state_reporting:create_deletion_extract3.png?nolink&500|}} \\
  - Go to **Retrieve CALPADS Files**, click on **ODS Extracts**. \\ {{:state_reporting:create_deletion_extract4.png?nolink&500|}} \\
  - Select & Download **Course Section Enrollment ODS Download**. Click **Apply Filter** \\ {{:state_reporting:create_deletion_extract5.png?nolink&600|}} \\
  - File will show below after selection the Extract Type. **Download & Save**. \\ {{:state_reporting:create_deletion_extract6.png?nolink&700|}} \\
  * **__REPEAT Steps Above to Pull a Student Course Section Enrollment ODS Download__**

===== How to Convert the CRSE & SCSE ODS Download Files into DELETION Files =====
Below are the steps for converting an **ODS file** into a **Deletion file**. 
When the file is pulled from CALPADS there are some __extra fields at the end of each line that need to be stripped away__ and the __deletion indicator needs to be entered__. The easiest way to this is through a “find-and-replace” on the txt file.  
==== CRSE File ====
Here is a sample line of a CRSE file. \\ {{:state_reporting:create_deletion_extract7.png?nolink&700|}} \\
  - To turn the file into a deletion file 
    * Find - **CRSE-R^^^**
    * Replace with - **CRSE^D^^**
  - Stripping away extra fields at the end of each line. (When you have completed this task you should see no years at the end of each line).
    * **Example 1**:
      * Find - **Y^^^^N^20170209^20170209**
      * Replace with - **Y^^^^**
      * Find - **N^^^^N^20170209^20170209**
      * Replace with - **N^^^^**
    * **Example 2**:
      * Find - **Y^^^^A^20170209^20170209**
      * Replace with - **Y^^^^A**
      * Find - **N^^^^A^20170209^20170209**
      * Replace with - **N^^^^A** \\ <wrap important>**The two examples above may appear differently on your extract with different letters possibly G or B. Either way the line needs to be stripped back to the letter.** </wrap>
    * **Example 3**:
      * Find - **Y^^^2^^20170209^20170209**
      * Replace with - **Y^^^2^**
      * Find - **N^^^2^^20170209^20170209**
      * Replace with - **N^^^2^**
    * **Example 4**:
      * Find- **Y^N^1^^^N^20170203^20170203**
      * Replace with- **Y^N^1^^^**

==== SCSE File ====
Here is a sample line of a SCSE file. \\ {{:state_reporting:create_deletion_extract8.png?nolink&700|}} \\
  - To turn the file into a deletion extract 
    * Find - **SCSE-R^^^**
    * Replace with - **SCSE^D^^**
  - Stripping away extra fields at the end of each line. **__(When you have completed this task you should see no years at the end of each line)__**
    * Find - **S1^^^^^20170209^20170209**
    * Replace with - **S1^^^^^**
    * Find - **S1^^^^C^^20170209^20170209**
    * Replace with - **S1^^^^C**

<WRAP center round important 60%>
**To delete the records from CALPADS the Student Course Section Enrollments MUST be deleted before the Course Section Enrollment Records. Please make sure to load your SCSE deletion file FIRST then load the CRSE deletion file.**
</WRAP>