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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: SIRAS creates an archived copy of each student record per meeting or reportable event. 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. Here is how to know how
For events occurring outside of regular meetings held in the IEP Manager, there is a Manual Archival ("Archive for Reporting") function on the MIS Summary which allows archived records to be created and reported for various scenarios.
Archived records are initially flagged as Report Status = Pending which will pull them into the CALPADS API Reporting area.
- How to review transactions
- Transaction entries beneath the surface of current data.
- Automatically created when meeting events in the IEP/IFSP/ISP manager are finalized.
- Archive for reporting creates transactions.
- An archived transaction can be used to report missing or better information to CALPADS.
- Use the report status of the archived transaction to tell SIRAS to send files using Pending, SWDS Only, MEET Only, or PLAN Only report status.
This archive can send SWDS, MEET, PLAN and SERV records to CALPADS.
- 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:
- Associated Meeting (If created by a meeting)
- Plan Effective Date (Set by IEP manager but can be adjusted here without reactivating meeting.)
- CALPADS Record Types (What will be reported to CALPADS.)
- Open archived record for editing (Open to change report status 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
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.
