10/1/2025 is the
FALL 1 CALPADS reporting date.
Before Census Day Tasks
- Attend Office Hours
- Keep onboarding new or returning records.
- Keep inactivating leaving records.
- SEDS Coordinators monthly instructions
- Keep up with data monitoring.
SIS and SEDS Coordinators Collaborate
Working together toward LEA Approve
PLANNING:
- Build the Team!
- CALPADS FALL 1 Reporting Roadmap reviewed by Team.
- Fall 1 tasks assigned to the Team.
- In the Task excel document, note 3 tabs at bottom.
- Review F1 Timeline Benchmarks Tab
- Review Fall 1 Checklist
- Review Cert Report Quality Check
- In the Task excel document, note 3 tabs at bottom.
- Team plans to attend or watch: 2025 CDE CALPADS Roadshow Sign Up Links
- Team makes sure to stay in contact and touch base on a regular basis.
- The team will strive to continue to do the data monitoring tasks as best they can.
- Reporting errors do not require fixing anything in the IEP manager, don't reactivate meetings!
DATA QUALITY:
- SPED data sent by SIRAS needs enrollment in place set by SIS coordinator, work together and communicate!
- Ensure District SPED Clerk has CALPADS SWDS edit access to be able to report data to SIRAS
- District SPED clerk reviews reports, errors and CDDs in CALPADS.
- Develop regular method to compare active in SIRAS with enrolled in CALPADS.
- Schedule time with SELPA to review 16. reports
- Develop and maintain local method to look for foundlings.
- Compare recently enrolled SWDS 1 to Active in SIRAS, do onboarding if foundling.
- Compare recently enrolled SWDS 2 or 3 to any record in SIRAS, do onboarding if foundling.
- Compare recently enrolled SWDS 4 to any record in SIRAS, IEP team may want the record for review.
- Encourage IEP team to inform district office when students leave or stop participating.
REPORTING DATA:
- Review SPED Data Enrollment FAQ for below scenarios:
- Review SSID enrollment requirements for Preschool Referrals as of parental consent
- Review SSID enrollment resolution for closing out DNQ or Not Participating scenarios
- Make sure all WBLR work based learning results tracked in SIRAS are entered into your SIS!
- Make sure all discipline incidents for students with disabilities, are entered into your SIS!
- Reach out to NPS to verify your district gets any incident information from the current year.
CERTIFYING DATA
- Be aware of CALPADS Snapshot Dates VS SIRAS Send Data Dates
- Have all IVR errors in SIRAS cleared in SIRAS by suggested deadline or local agreed date.
- Work together on CDD errors and warnings in CALPADS.
- Once all CDDs are resolved in CALPADS and all data is sent from SIRAS..
- Then we can look for a snapshot to certify and LEA Approve.
- Review AFTER LEA APPROVE tasks below.
[END] SIS and SEDS Coordinators Collaborate
On Census Day Tasks
Tasks for completion on 10/1/2025
- Do the: Census Day Search and Store
- Print and save 16.12 statistical report from SIRAS.
- Print and save 16.13 statistical report from SIRAS.
- Print and save 16.15 statistical report from SIRAS.
- Print the Age by Disability matrix report from SIRAS.
- Run FTE reports in SIRAS (to compare to FTE from 16.14 from Fall 1 2025)
- Run Out of Home Care Search (Padlet Link)
- Run Credentialing Audit Search (Padlet Link)
- Run Low Incidence Search
- Run any other known reports and extracts for your district or SELPA.
- Download the .xlsx, .csv and .pdf type files being used together in a local Fall 1 2025 secured folder.
- The downloaded extracts from SIRAS can be used later in comparison with 16.14..
After Census Day Tasks
What to do after 10/1/2025
- Continue working towards your LEA Approve Goal Date!
- When making amendments we will need to back date the report event date from 'today's' date.
- Use the "Back in Time" solution for archiving.
- Use reporting period block to filter only sending event dates relevant to Fall 1.
- Don't Disable reporting period block until after Fall 1 amendment window ends.
- Meetings done on or prior to 10/1/2025 don't need to be closed or held to report the MEET record. Send 'meeting in progress'
- Records still showing as 'overdue' on 10/1/2025 need a 'pending as of MEET' record with meeting delay reason reported.
- Continue resolving CDD errors in CALPADS.
- Review all 16. reports with District Director and/or SELPA
After LEA APPROVE Tasks
Compare SIRAS estimates to CALPADS numbers
- Do VLOOKUP analysis between 16.14 and data extract done on 10/1/2025
- Records in 16.14 should correspond to 'Active Status = Active' in the SIRAS data file.
- CSIS YouTube Video showing how to use VLOOKUP to compare data from two data sources.
- Email [email protected] for assistance with this task.
SEDS Coordinator Tasks
CDE Local SEDS Audit Checklist
- Affirm/Lock/Save all IEPs and Amendments
- Review any students or transactions marked 'Do Not Report'
- Ensure and assist case managers have exited any students who have exited special education
- Ensure SSID and Local ID fields are populated
- Ensure Transition Indicators are populated for any student who will be 16 on Census Day (Y or N)
- Review General Education Participation percentage - ensure numbers are not transposed
- Ensure any student age 5 or higher who is enrolled in TK or higher is in a SCHOOL-AGE program setting
- Submit pending Meet records with appropriate Meeting Delay Code for any Initial Evaluation, Annual Plan Review, or Triennial Evaluation that is overdue as of Census Day
- Review CALPADS District of Special Education Accountability (DSEA) Extracts to verify DSEA is correct
- Compare data between student information system (SIS) and the special ed. data system (SEDS) to ensure students are identified consistently in both systems (e.g. name, birth date, race/ethnicity)
1> Open Meetings - Affirm/Finalize/Close all IEPs and Amendments
- Run meeting reports to find as many meetings that can be completed.
- Run Meeting in progress to find easy closer.
- Run Awaiting Consent to close when all required contact attempts have been logged.
- Run Partial consent and accept the approved changes.
- Use Finalizing a Meeting help page for assistance with parent Response.
- If they just can't be completed, that is ok.
- Report pending meeting if meeting date is after census date.
- Report meeting in progress if meeting happened prior to census but can't be closed before LEA Approve
- Verify meeting delay reason if held late.
2> Review any students or transactions marked 'Do Not Report'
- Review all CALPADS (IVR) errors in SIRAS
- CALPADS Errors in SIRAS mean missing data in CALPADS
- CALPADS Errors, while posted, make the transactions temporarily DNR (do not report), until the posted error is removed.
- Plan to have all IVR errors cleared in SIRAS and all pending data reported by Nov. 7th
- Once all IVR errors are cleared and no more missing data needs to be sent, resolve any final SPED related CDDs in CALPADS
3> Active Status as confirmed by Case Managers and enrollment.
- Reach out to IEP Teams to see if we have new notice of students who exited SPED prior to 10/2/2025 (SWDS0621F1)
- All students enrolled and participating as of 10/1/2025 should be Active in SIRAS on 10/1/2025.
- All students who enrolled and participating on or after 10/2/2025 should be Pending in SIRAS on 10/1/2025.
- All students that stopped being enrolled and/or participating on or before 10/1/2025 should be Inactive in SIRAS on 10/1/2025.
- This ensures the census day search and store will be the best estimate of CALPADS 16.14 report from SIRAS data.
4> Ensure SSID and Local ID fields are populated
- Review in SIRAS on the MIS Summary page that local SIS ID is in the student ID field.
- Your districts SIS integration should be doing this.
- If the local ID is not seen as student ID, contact [email protected]
5> Ensure Transition Indicators are populated for any student who will be 16 on Census Day (Y or N)
- Review in SIRAS DINC 4 Transition Reg Indicators to identify records that need attention.
- Review in SIRAS Look for HS students turning 16 and review transition information. (Prevent PLAN0390F1 - PLAN0397F1)
6 > Review General Education Participation percentage - ensure numbers are not transposed
- Review in SIRAS cleaning up program data
7> Ensure any student age 5 or higher who is enrolled in TK or higher is in a SCHOOL-AGE program setting
- Review in SIRAS Program Setting updates. (Prevent PLAN0619F1, PLAN0389F1)
8> Submit pending Meet records with appropriate Meeting Delay Code for any Initial Evaluation, Annual Plan Review, or Triennial Evaluation that is overdue as of Census Day
- Review in SIRAS DINC 1 so you can compare when you:
- Review in CALPADS 16.21 report as of 10/1/2025 and ensure the following:
- Records with different SELPA/District than yours get plan adoption
- All meetings held late have documented meeting delay reason
- All overdue records have pending record if meeting date will be after 10/1/2025
- All overdue records that were done overdue get their MEET reported by finalizing or sending meeting in progress record.
- All overdue records that overdue as of census, get meeting delay reason in place and documented.
9> Review CALPADS District of Special Education Accountability (DSEA) Extracts to verify DSEA is correct
- Review in SIRAS DSEA Extract (padlet link)
10> Compare data between student information system (SIS) and the special ed. data system (SEDS) to ensure students are identified consistently in both systems (e.g. name, birth date, race/ethnicity)
- CSIS YouTube Video showing how to use VLOOKUP to compare data from two data sources.
[END] CDE Local SEDS Audit Checklist
SIRAS SEDS Coordinator Checklist
- Download Data Tracking Worksheet
- Download SIRAS Fall 1 Checklist
- Download DRDP Exceptions List
- Review DSEA Report
- Review Active Status as of Census
- Degree of Support Status
- Review in SIRAS DINC 2 Initial Eval > 60 days, verify meeting delay reasons.
- Review in SIRAS DINC 3 (Indicator 12) Init Eval after 3rd Birthday, verify meeting delay reasons.
- Review in SIRAS Indicator 5/6/8 reports with director and/or SELPA
- Review SEDS Procedures
- Review SEDS Error Resolution
- Set Reminder for Census Day Tasks
- Review AFTER CENSUS Considerations
- Work with SIS Coordinator on after LEA APPROVE tasks
[END] SIRAS SEDS Coordinator Checklist
SEDS Procedure Review
- Onboarding Students
- Students Leaving or Residents Not Enrolled
- SPED Data Enrollment - Preschool
- SPED Data Enrollment - Initial IEP timeline considerations