Support Center - Administrators

There is a posted IVR error, that is a temporary DNR hold on the archive. After error is resolved, remove posted IVR error and record will send again. The archived transaction is a plan only amendment that was not agreed to, it is stay put. Change the report status from pending to do not report. Unless the parents later agree to that plan, it can not be reported. The report event date of the transaction is after the upcoming census date. We don't want to send transactions not relevant to the current census count we are trying to certify. Example, events after 6/30 aka EOY 4. All meetings or plan amendments or exits after 6/30 are not relevant for EOY 4 and may cause CALPADS to have an error. We wait to send those events next year once we enter the EOY 4 reporting period.

How do I find a record that left our district already?

Search on the SSID
When zero results come up, click on the historical/advanced query tab in the query builder
Switch historical query type from Current to Archived
Click Search to List
See this page

I have a rejected post. Errors present, but there are no IVR errors posted in Siras, what do I do?

In a case like this you must review the Submission Logs directly in CALPADS,
Click here
Please always email [email protected] when this happens so we can review the submission logs you see.

How do we add a private school into Siras?

First try to find the school here at this website:
Then email [email protected]
Let us know if you found it or not so we can add however appropriate.

We have a student attending an NPS school that isn't in Siras, how do we add the school into Siras?

First contact your SELPA to find out if there is an active contract with the school and get SELPA to email [email protected] to request the NPS school be added.

I can't create a user account because the username is already taken:

Ask this user if they have an existing Siras account, if they do, we need to request the original to come to your district. If they happen to have the same first and last name as another Siras user somewhere else, and they don't already have an account, then we can create a new account with a slightly different username like first1.last or firstX.last where we add a number or middle initial into the usename to make it unique. Don't try to add characters to the username.

What do we have to do with DRDP?

DRDP ratings need to be collected twice a year.
Click here for due dates of DRDP data collection.
Click here for help with DRDP overall.

How to prepare a Siras record for referral:

See this Siras4Admins padlet page

How to tell FMTA monitoring our overdues that we are planning a meeting (with the reason why it will be late) for a record showing as overdue?

Put meeting delay reason on the MIS and archive the MIS page before the meeting event is created in the IEP manager.
See slides 12, 13 Reasons to archive active.

Why can't we open a Plan Review?

If student needs plan adoption, that must be done first.

We need to have an Initial IEP, what do we need to know?

Review this page on the Initial Evaluation Process

How long can SWDS 2, Eligible No Plan, (future start date) stay in place?

This status can stay indefinitely.
Unless CALPADS gives an error based on enrollment that it needs to be replaced by SWDS 3 Eligible Not Enrolled.
Or a newer status is determined and an additional SWDS status is posted.
They should not be removed or replaced unless generating a valid error.

What do we do if we sent a plan adoption but the student actually never shows up and we No Show them in CALPADS?

In SIRAS, open the plan adoption archive and mark it as DNR, do not report.
Make the current record in SIRAS inactive
Inactive date, can be date they were expected to enroll
Type of Inactive, No show/No Evaluation
Non Participation Reason, No Show
In CALPADS
Remove the PLAN and SERV records associated with the plan effective date they were expected to enroll.

How do I help teachers with IEP/ISP forms manager issues

Forms manager procedures

How do I find testing and accommodation information?

Testing and Accommodations Help

How do I find things in SIRAS?

Search Help

When data is sent to CALPADS, what does it look like?

SPED Data Submission and Enrollment Help

SIRAS District Best Practice

Establish and maintain primary full/half time SEDS coordinator position.
Establish a SEDS coordinator backup, they can assist when working towards LEA Approve.
Establish local policy and deadline for staff to follow regarding documenting signature attempts.
Have SPED staff follow the policy for obtaining signatures or documenting attempts such that meeting events in SIRAS are open no longer than 90 days.
Understand meeting events open more than 90 days are a liability for the District.
‘Plan of attack’ towards upcoming LEA Approve.
Finding existing SSID for new students
IFSP to IEP transition initial evaluations
Establish and maintain preschool referral policy in writing
Establish and maintain preschool to kinder transition policy in writing
Maintain local copies of SELPA private school policies
Inform SIRAS of any local school attending changes
Establish local ‘Plan of attack’ towards upcoming LEA Approve.
Document fields needed for monthly or quarterly local reports to be extracted from SIRAS.
Document local policy for extracting and storing SIRAS data fields for local reporting. (Optional)

SEDS Coordinator

The following are SIRAS suggestions, ultimately this is a local decision.
Half to full time SEDS coordinator position to perform the LEA SIRAS Protocols.
Provide SEDS coordinator with CALPADS permissions to report data to CALPADS
SEDS coordinator is ideally filled by one person, delegates tasks as needed.
SEDS coordinator works with SIS coordinator.
Districts without a designated SEDS Coordinator still need the data monitoring and compliance tasks performed.
Districts that do not give the designated SEDS Coordinator CALPADS SPED access roles will then need to add those duties to the SIS Coordinator. SIRAS suggests against this except for small districts as necessary.

SEDS Coordinator Best Practice

Perform data monitoring in SIRAS.
Responsible for onboarding for new/returning student records.
Responsible for offboarding for students that leave or stop participating.
Preparing the MIS page prior to providers opening the first IEP manager event.
Sends data to CALPADS at least monthly.
Reviews and fixes errors in SIRAS.
Reviews CALPADS data discrepancies in off census.
Reviews CALPADS data certification errors during census.
Perform monthly data extracts for local reports over time.
Coordinates DRDP rating transcriptions into SIRAS for SPED students.
Coordinates Post Secondary Survey data collection for HS students.
Ensures Work Based Learning responses are transcribed into SIS.
Ensures if 504 students are found eligible or no longer eligible for 504, that status is updated in the primary SIS.
Perform compliance monitoring in SIRAS
Perform 16.21 report review in CALPADS regularly
Perform 16.25 report review in CALPADS regularly
Perform census day tasks leading up to and on census day. [Preparing for Fall 1 Census] [Preparing for EOY Census]
Do census day search and store
Monitor for leftover meetings and assist staff closing meetings in timely manner.
Work with SELPA for census certification.
Seek assistance when there isn’t clarity on how to fix data entry issues. Contact [email protected]

Provider Best Practice

When opening cover page, inspect it to ensure all latest IEP dates are accounted for.
If the cover page doesn't mention the last IEP held a previous district, contact SEDS coordinator for help.
Communicate to the SEDS coordinator any change of participation. Starting or stopping of participation.
Document in SIRAS PWN when students stop participating by cessation of services or withdrawal, while still living in District.
Document in SIRAS reasons for any meeting delay reason other than late without cause.
Don't keep meetings open longer than 90 days.
Follow your district policy on number of documented contact attempts needed to close out meeting event with no signature.
Don't fill out next year's data form or revisions to next year's data form during a meeting in the Fall.

Compliance

Student Records

User Accounts

Meeting

Meeting concepts
Part C Initial
Part C to B Initial
Part B Initial
Triennial reevaluation
Annual plan review
30 Day Review as plan review
Amendments

Summer Rollover Grade Advance

Before Rollover
After Rollover
Next Years Help
Next Years Grade

Scope Perspective

General User (Individually assigned)
Site provider (Individually assigned and/or school user role)
District provider (Individually assigned and/or district user role)
SIRAS SEDS Coordinator (District admin)
SIRAS SELPA
SIRAS Reporting LEA
SIRAS DSEA
SIRAS DOR
SIRAS DOL
SIRAS School
SIRAS Private School
SIRAS NPA Provider (Individually assigned student)
SIRAS NPS (NPS school administrator responsibility)
SIRAS NPS Provider (Individually assigned student)

SIS Integration

Support for SIRAS SEDS Coordinators

Tags