NOTE: this article details 'student data' archives.

These are not the same as the results of 'meeting data' archives when using Meeting Reports.

 

Archived Records - Overview:  Two ways archived transactions are completed:

1. SIRAS creates an archived copy of each student record per meeting or reportable event created in the IEP manager, when the meeting 'event' is closed.  These archives contain all the data that is required for reporting across the 4 CALPADS transaction types. The appropriate transaction types are derived from the associated meeting and other data such as Report Event Date and Last IEP Date.

2. SIRAS Admins can manually click the 'Archive for reporting' button on the MIS for events occurring outside of regular meetings held in the IEP Manager.

 

When an archived transaction is created they are initially flagged as Report Status = Pending which will pull them into the CALPADS API Reporting area. 
Unless the event in the IEP manager was an amendment and the plan was not an agreement. In that case the report status will be DNR.

 

Click Here for more information on Report Status

 

Archived transactions can be found in the 'archived records' menu.

 

 

If you want to search for archived transactions, use the 'historical/advance query' tab under Search.

 

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Inside the archived record, look for the 'Report Status' in the upper left hand corner of the 'CALPADS Reporting Information' area at the top of the page.

In the screenshot below, notice the Report Status is Pending, which means SIRAS will attempt to send this archive to CALPADS the next time data is sent from SIRAS to CALPADS.

 

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This inital evaluation archive in the screenshot below has already sent SWDS, MEET, PLAN and SERV records to CALPADS since the student was found eligible during the initial IEP, and the report status is showing as 'Complete'

• If CALPADS is missing data, we can use them to send the missing data to CALPADS.
• If CALPADS has wrong data, remove the wrong data from CALPADS and replace it with better data from a SIRAS archived transaction.

 

At the top is the CALPADS Reporting information with four key data points:

1. Associated Meeting (If created by a meeting)
2. Plan Effective Date (Set by IEP manager but can be adjusted here without reactivating meeting.)
3. CALPADS Record Types (What will be (if report status is Pending) or what has been (if report status is Complete) reported to CALPADS.)
4. Open archived record for editing (Click this to fix bad data on the MIS page.)
5. Once open archived record for editing button has been clicked, the Edit CALPADS reporting button will show.
6. Click the Edit CALPADS Reporting button if we need to change the report status, report event date or plan effective date.

 

 

Once Archive is opened for editing, the Edit CALPADS Reporting button appears.

 

 

• Report Status (Control factor for sending data or not)
• Report Event Date (must match associated meeting date if created by meeting)
• Report Event Date (if archive was created manually, usually is amendment date when sending new data. EX: new program setting)
• Report Event Date (if archive was crated manually, can be aligned with last IEP date and last EVAL date to send MEET record with evaluation code 40 for reevaluation)
• Associated Meeting (if it exits, don't change report event date)
• Plan Effective Date, reflects when the the plan can be implemented.

Report Status

• Complete (Data has already been sent to CALPADS)
• Pending (Will send data referenced in the CALPADS Record types)
• Do Not Report (Do not send this data, if it was sent to CALPADS, it should be removed.
• MEET Only (Report the Last IEP date as a Plan Review)
• SWDS Only (Report the SWDS status effective as of the district enrollment date
• PLAN Only (Report the PLAN and SERV record only effective as of the plan effective date

 

 

 

 

After clicking on 'Open archived record for editing' the Finished Editing and 'Edit CALPADS Reporting' buttons will appear.

After Open archived record for editing is clicked, the archive can be edited.

If we need to tell SIRAS to send this archive again after fixing something, use the 'Edit CALPADS reporting' button to change the report status to 'Pending' then click save.

Then click the Go to Current record button at the top of the page, when done editing.

 

 

 

 

 

REVIEW:

 

 

 

 

When trying to debug scenarios, look to see if any given archive on the MIS page has an association with a meeting or not.

Archived transactions connected to IEP manager events will have date alignment.