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
• 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.

• 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..

• 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

• 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.

1. Affirm/Lock/Save all IEPs and Amendments
2. Review any students or transactions marked 'Do Not Report'
3. Ensure and assist case managers have exited any students who have exited special education
4. Ensure SSID and Local ID fields are populated
5. Ensure Transition Indicators are populated for any student who will be 16 on Census Day (Y or N)
6. Review General Education Participation percentage - ensure numbers are not transposed
7. Ensure any student age 5 or higher who is enrolled in TK or higher is in a SCHOOL-AGE program setting
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
9. Review CALPADS District of Special Education Accountability (DSEA) Extracts to verify DSEA is correct
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)

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

   [back]

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

1. Download Data Tracking Worksheet
2. Download SIRAS Fall 1 Checklist
3. Download DRDP Exceptions List
4. Review DSEA Report
5. Review Active Status as of Census
6. Degree of Support Status
7. Review in SIRAS DINC 2 Initial Eval > 60 days, verify meeting delay reasons.
8. Review in SIRAS DINC 3 (Indicator 12) Init Eval after 3rd Birthday, verify meeting delay reasons.
9. Review in SIRAS Indicator 5/6/8 reports with director and/or SELPA
10. Review SEDS Procedures
11. Review SEDS Error Resolution
12. Set Reminder for Census Day Tasks
13. Review AFTER CENSUS Considerations
14. Work with SIS Coordinator on after LEA APPROVE tasks

[END] SIRAS SEDS Coordinator Checklist

• Onboarding Students
• Students Leaving or Residents Not Enrolled
• SPED Data Enrollment - Preschool
• SPED Data Enrollment - Initial IEP timeline considerations

• Resolution Methods
• Common Solutions