Support Center - Administrators
Aug 06, 2026
Administrator / SEDS Coordinator Support Guide
This guide is a starting point for SELPA, district, school, and SEDS administrators. Use the sections below to find help by responsibility or workflow.
For page-by-page help with SIRAS menus and screens, see the SIRAS User Manual. Teachers and service providers should also see the Provider Support Guide.
New to SIRAS or taking on a new administrator role?
Start with Getting Started, Training & Office Hours. That section includes administrator orientation, SEDS Coordinator onboarding, live training, practice servers, office hours, current schedules, and ongoing communications.
Start with Getting Started, Training & Office Hours. That section includes administrator orientation, SEDS Coordinator onboarding, live training, practice servers, office hours, current schedules, and ongoing communications.
Contents
1. Getting Started, Training & Office Hours
New to SIRAS, taking on an administrator or SEDS Coordinator role, or looking for training and live assistance? Start with these resources.
Administrator and SEDS Coordinator orientation
- Introduction to SIRAS for Special Education Administrators — administrator concepts, workflows, monitoring responsibilities, and refresher checklist
- Getting Started as a SEDS Coordinator — first steps, role expectations, and a suggested 30-day onboarding path
- SIRAS for SEDS Coordinators Training Guide — structured learning modules for instructor-led or independent training
- About SIRAS Systems
- Logging In and Navigating Through SIRAS
Training, practice servers, and live assistance
- SIRAS Training, Office Hours & Practice Servers — choose a learning path, reach a practice environment, request live training, and find self-guided resources
- Office Hour Opportunities for SPED Admin Staff — current administrator and SEDS Coordinator office-hour schedules and meeting links
- System Event Calendar — training-server refreshes, scheduled system events, and other operational dates
Use Article 380 for the current office-hour schedule.
Article 389 explains the available training and support paths. Article 380 owns the dates, times, meeting links, and schedule changes.
Article 389 explains the available training and support paths. Article 380 owns the dates, times, meeting links, and schedule changes.
Stay current after onboarding
- SIRAS SEDS Coordinator News — dated reporting and system updates
- SIRAS Communications — broader notices and announcements
- Due Dates — current reporting and operational deadlines
2. Role, Calendar & Ongoing Responsibilities
Use these resources to organize recurring administrator and SEDS Coordinator work.
- SEDS Coordinator Annual Planning Guide — seasonal and month-by-month focus
- Data Monitoring Tasks — recurring monitoring checklist
- Data Monitoring Investigation Guide — investigate records identified by monitoring
- Due Dates
- System Event Calendar
- SEDS and CALPADS Resources
- SIRAS for SELPA
- SIRAS for Charter Schools
3. Student Records, Onboarding & Offboarding
Understand the record
- SIRAS Record Status — Active, Pending, and Inactive
- Data Record — Current Data
- Archived Transactions: Current Data, Components, and Reporting Status
- Next Year's Data
- Search Help
- Finding Records in Archived Data
Onboard students
- New or Returning Students
- Creating a New Student Record
- Request Student Transfer Help
- Plan Adoption
- Initial Evaluation Process
- Private School Scenarios
Offboard or inactivate students
4. Meetings, Plans & Archived Transactions
Meeting and parent-response workflows
- Finalizing a Meeting
- Parent Response Definitions
- Meeting Delay Reasons
- Meeting Reports Help
- Finding Unaffirmed or Open IEP Meetings
- Finding Do Not Report Transactions
Archived reporting transactions
- Archived Transaction Components: SWDS, MEET, PLAN, and SERV
- SWDS Component: Eligibility and Participation Status
- MEET Component: Evaluation and Review Events
- PLAN Component: Plan and Program Information
- SERV Component: Services Associated with a Plan
- Archive for Reporting: When to Create or Correct an Archived Transaction
New event and correction are different workflows.
Create a new archive for a later real event or newly reportable information. When an existing transaction sent bad data, correct Current as needed and correct the archived transaction that originally reported the error.
Create a new archive for a later real event or newly reportable information. When an existing transaction sent bad data, correct Current as needed and correct the archived transaction that originally reported the error.
5. Preventive Compliance Monitoring & Projections
Use upcoming and future-looking tools to prevent missed timelines, then use overdue and reporting tools for investigation and correction.
Start with what is approaching.
Run Upcoming Next Annual/Triennial regularly and use an Overdue-As-Of projection for month-end, Census Day, school breaks, or June 30. Do not wait for CALPADS to identify the overdue population.
Run Upcoming Next Annual/Triennial regularly and use an Overdue-As-Of projection for month-end, Census Day, school breaks, or June 30. Do not wait for CALPADS to identify the overdue population.
- Compliance Monitoring: Upcoming, Overdue & As-Of Meeting Projections — central procedure for all roles
- Data Monitoring Tasks: Preventive and Corrective Review — recurring schedule
- Data Monitoring Investigation Guide — determine why a record appears
- Predefined Queries, Lists & Reports — navigation and list/report tools
- CALPADS Report 16.21 Compliance Check — overdue Annual/Triennial reporting
- Initial Part B Timeline Compliance — Initial Evaluation timeline reporting
- Previously Overdue Meetings and Delay Reasons — completed-late follow-up
- Annual Determination Letter Queries
- Census Day Search and Store
| Audience | Expected monitoring |
|---|---|
| Providers and Case Managers | Upcoming meetings for assigned students; notify administrators of incorrect dates, missing responsibility, or scheduling barriers. |
| School administrators | Workload by Case Manager/site; projected meetings as of local target dates. |
| District/SEDS administrators | Districtwide projections, current and previous overdues, delay reasons, open meetings, and CALPADS reconciliation. |
A monitoring list identifies records for review.
Confirm what happened in the field and whether the issue belongs in Current, Meeting, Archived, SIS, or CALPADS data before making a correction.
Confirm what happened in the field and whether the issue belongs in Current, Meeting, Archived, SIS, or CALPADS data before making a correction.
6. CALPADS Reporting & Error Resolution
Reporting cycle and certification
- Reporting Data to CALPADS
- Preparing for Fall 1 Census Day
- Preparing for EOY in SIRAS
- Census Day Search and Store
- Due Dates
Validation, errors, and submission history
- SIRAS Validations
- Imported CALPADS IVR Errors
- CALPADS Error Summary
- Process for Error Resolution
- CALPADS Submission Log Help
- Data Reporting FAQ
A correction should preserve the actual event history.
Verify the source event and the transaction that reported it before deleting, replacing, or resending CALPADS data.
Verify the source event and the transaction that reported it before deleting, replacing, or resending CALPADS data.
7. DRDP, TOMS/ELPAC & PSTS Reporting
These reporting responsibilities use SIRAS but are separate from the CALPADS SWDS, MEET, PLAN, and SERV transaction process.
| Reporting area | Administrator responsibility and help |
|---|---|
| DRDP | Coordinate DRDP ratings for applicable young children, complete and validate the SIRAS DRDP record, and submit the required data to DR Access. |
| TOMS / CAASPP / ELPAC | Maintain statewide-assessment accommodations and designated supports in SIRAS, then use the applicable student-level API or batch-export workflow to update TOMS. |
| PSTS | Identify eligible former students, coordinate survey outreach, record responses on the MIS Summary, and submit PSTS data to CALPADS. |
8. User Accounts, Permissions & Access
- SIRAS User Access Roles and Permissions — authoritative role and access reference
- Manage Users / My Account
- Site Assignments
- User Account Transfer Request Process
- Assign CDE or FMTA Staff Access to Specific Students
- Change Scope
Do not create a duplicate account for someone who already uses SIRAS in another district.
Use the user-account transfer process so the person retains one SIRAS identity.
Use the user-account transfer process so the person retains one SIRAS identity.
9. SIS Integration & Data Exchange
Start with the integration model
- SIS Integration Guide
- SIRAS SFTP Connection Settings and File Access
- SIRAS/SIS Integration Troubleshooting
Aeries integration
- Set Up Aeries–SIRAS Integration
- Aeries Integration Fields and Options
- Aeries Integration Troubleshooting and FAQ
File-based data exchange
10. Troubleshooting, Communications & Support
- Typical Resolution to Common SIRAS Issues
- Active and Known Issues
- SIRAS Communications
- SIRAS SEDS Coordinator News
- Contact SIRAS Support
When contacting SIRAS Support:
Include the student’s SIRAS ID, what happened in the field, the workflow being attempted, relevant dates, and the exact error or unexpected behavior. Do not include confidential student information in an unsecured email.
Include the student’s SIRAS ID, what happened in the field, the workflow being attempted, relevant dates, and the exact error or unexpected behavior. Do not include confidential student information in an unsecured email.
