How to create a new student record

1. Be clear on why you are creating the record so you know what does and does not need to be entered.
2. Be clear that we know no other SIRAS server has a copy of this record for SIRAS to transfer to you.
3. Did you do the /tools/request transfer to see if a student with the SSID already exists in SIRAS?
4. If you are not clear, you may end up creating a duplicate record and have to contact [email protected] to resolve.
5. If you don't know if the student has an SSID or not, you have not done enough due diligence to create a record. Please find that out before continuing.
6. Assuming there is no other record with the same SSID and SIRAS isn't able to transfer the record from Ventura, Kern, or any other SIRAS district to your district.
7. Under the Student Info menu select the + New Student option.
8. Minimally complete the required fields (highlighted red).
9. Under Status if the student actively has an IEP or 504 Plan (depending which module you are in) Pending = the eligibility has yet to be determined;  Active = Student has a current IEP or 504 Plan (depending which module you are in).
10. At the top right corner of the New Student page, Click + Create Record to create the record or Create and Add Another New Student to create the new record.

 

Check with your DO to see if your district has the SIS integrated and import log indicates new records will be created.

If so adding the correct information into your SIS will tell the SIS to create the record in SIRAS for you overnight to have that record in SIRAS by the next day.

 

Why are we creating a new student record?

 

Is this new record for a returning student already eligible with an SSID?

Make sure to use /tools/request transfer on the SSID first to see if a record for this student already exists.

Also follow along with this on-boarding help sheet.

 

For preschool who don't have SSID, it is required upon parental consent date for an initial evaluation.

The outcome of this meeting will need to be reported. If the parental consent date is prior to 10/2/2024 and the meeting date of the initial will be after 10/2/2024 a pending as of record needs to be archived on the MIS Summary page.  CDE Training on SSID requirements about enrollment upon parental consent.

 

If you get a message about an SSID already existing, you must request the transfer of the original record. Once parental consent for assessment has been obtained, your district is required to get an SSID, even if the student isn't enrolled at a specific school yet.

 

Is this a part C (IFSP) to part B (IEP) initial evaluation?

Is the IFSP record at a different district? If so have the other district list your district as 'next year's' district and individually assign your IEP team to the record so they can do the initial IEP without having to transfer the SIRAS record to your district first.

How do I know where CALPADS information goes on the MIS Summary page?

 

What if there is no CALPADS data to update MIS page, we only have paper documents?

Sometimes we don't have all the information we need.

If there is no clear referral by, referral date, parental consent date, initial evaluation date or Special Ed. Initial Start Date.

What we can do is look for the earliest date known to family or on the paperwork indicating when they started on SPED.

We can use that one earliest date to set the following:

• Referral Date (use Other for Referral By)
• Parental Consent Date
• Initial Evaluation Date
• Special Ed. Initial Entry Start Date

 

The paperwork shows eligibility of developmental Delay, what do we use for disability?

   CDE has opted to use disability code:

   281 – Established Medical Disability for students age 3-5

   OR

   280 – Other Health Impairment, for students age 6-9

 

when adopting out-of-state IEPs that use Developmental Delay as a disability category.

For Special Ed. students only:

When creating the record for a student already Eligible, look to CALPADS so you can complete the MIS Summary page fully.

Completing the MIS Summary page fully allows you to:

• Archive a Plan Adoption [CALPADS Note: PLAN & SERV records]
• Make MIS Inactive in order to report withdrawal or cessation of services upon arrival [CALPADS Note: SWDS record]
• Ensure the IEP team has the complete IEP history in the opening documentation between your district an the family. [CALPADS Note: If CALPADS has incomplete SPED information, an archive from the MIS Summary page of SIRAS can rebuild the current status SWDS and recent MEET plan review/reevaluation meetings along with the current PLAN and SERV services. Again, all present on the MIS Summary page..
• Active status = Active is only used when we have yes to three questions. Enrollment = Yes, Eligibility = Yes & Participation = Yes.
• If any of those three are no, the SIRAS Active status should be either Pending or Inactive depending upon if it is in use or not.

 

 

What about 'out of State' SELPA From?

If a student is already eligible and has SPED information in CALPADS, and is returning to CA from being out of State.
We do not use 'out of State' for SELPA from.

Update the last IEP and last EVAL dates and any other Plan information from the last IEP meeting held out of state, like we would a transfer from within CA.

We only use Out of State SELPA when creating a new record for a student that has no SPED history at all in CALPADS.
The IEP was developed out side of CA and we are now introducing that full Plan into CALPADS.

 

Correctly select the student’s Special Education Status.

If the student is coming from another SELPA and has already been receiving services, the status should Active and a Review (30 Day) meeting should get started. During an Initial Evaluation the student status should be Pending. Continue to fill out as much information as possible. The red fields are required; the yellow fields are necessary but not at the time of record creation; and the white fields are only id applicable. Once the student information is completed, click on the Create New Student Record button.

Duplicate Records:

SIRAS will detect duplicate records by Name + DOB; or SSID. or Student ID.   If SIRAS detects a duplicate record you will be warned and asked to locate the other record.  Compare the possible duplicate record by the SSID which is a unique number provided by the State. Do not knowingly create duplicate student records.