Preparing for EOY in SIRAS

Understand the EOY Reporting Model

EOY reporting reviews activity that occurred at any point from July 1 through June 30. A student may belong in the EOY reporting history even when the student's Current record is Inactive by June 30.

Review the current CALPADS EOY Reporting Roadmap for the official submission structure and calendar.

Build the EOY Team and Calendar

Assign responsibility across the staff who control the data:

• SIS/CALPADS staff: enrollment, identifiers, demographics, discipline, attendance, and SIS-controlled program data.
• SEDS Coordinator: SIRAS Current data, meetings, archives, SEDS submissions, IVRs, and special education certification reports.
• Program and IEP staff: verification of evaluations, meetings, participation, services, exits, and field events.
• Special Education Director: review of populations, anomalies, compliance indicators, and approval readiness.
• SELPA: local guidance, reconciliation, review, and approval according to the current calendar.

Use:

• SIRAS User Access Roles and Permissions
• SEDS Coordinator Focus by Month
• Due Dates
• Data Monitoring Tasks

Maintain Year-Round Data Quality

• Onboard new and returning students promptly.
• Inactivate leaving and non-participating records promptly.
• Finalize completed meetings and create required reporting archives.
• Send SIRAS data to CALPADS at least monthly and more frequently during EOY preparation.
• Resolve posted IVRs and verify accepted transactions.
• Compare SIS, SIRAS, and CALPADS populations regularly.
• Review open meetings, reportable changes, inactive records requiring archive, Plan Adoption candidates, and missing Case Managers.

Use Data Monitoring Help for the investigation method and Data Monitoring Tasks for the recurring schedule.

Reconcile Enrollment and Participation

1. Compare students enrolled during the year in the SIS and CALPADS with SIRAS records.
2. Identify enrolled SWDS [1], [2], [3], and [4] students who do not have the expected SIRAS record or history.
3. Review students Active in SIRAS without the applicable enrollment or CALPADS status.
4. Resolve duplicate, transfer, DSEA, and ownership questions.
5. Confirm the actual participation start and stop dates with the IEP team when the systems disagree.

Related resources:

• New or Returning Students – Onboarding and Special Education Status Review
• When Students Leave, Stop Participating, or Become Inactive
• SIRAS Record Status
• Plan Adoption – Incoming Students and CALPADS Reporting

Review Evaluations and Meeting History

• Review initial evaluations, annual plan reviews, and reevaluations that occurred during the reporting year.
• Confirm that finalized meetings created the expected MEET, PLAN, and SERV history.
• Send Meeting In Progress when a meeting occurred on or before June 30 but remains open and the documented workflow applies.
• Send Pending As Of MEET records for required events overdue and still pending across June 30, including the correct Meeting Delay code and label.
• Review meetings held late for accurate delay reasons.
• Review transactions marked Do Not Report and determine whether the status remains appropriate.

Use Compliance Monitoring: Upcoming, Overdue & As-Of Meeting Projections to review approaching meetings, current overdues, previously overdue meetings, and the workload projected through June 30.

• CALPADS 16.21 – Overdue Plan Review and Reevaluation
• CALPADS 16.25 – Initial Part B Timeline Compliance
• Previously Overdue Meetings and Delay Reasons
• Meeting Delay Reasons

Review Exits and Inactive Records

• Review students who left the district, stopped participating, graduated, reached maximum age, were found not eligible, or otherwise became Inactive during the year.
• Confirm the inactive date, outcome, exit reason, and any required SWDS or other reporting transaction.
• Review the Reportable Exits and Inactive Records Requiring Archive lists.
• Confirm that students who participated earlier in the year remain represented in the cumulative history even when they are no longer Active.
• Coordinate with the SIS owner when enrollment exits or completion data are missing or inconsistent.

Review PLAN, SERV, and Program Data

Review the reportable history for:

• Plan Type and Plan Effective Date;
• primary and secondary disability;
• Program Setting;
• District of Special Education Accountability;
• Degree of Support;
• General Education Participation percentage;
• transition regulation indicators;
• services, service locations, and NPA identifiers;
• school and district assignments; and
• required identifiers and demographics supplied through the SIS.

Use DINC 4 Transition Regulation Indicators when transition fields require review or correction.

When a reportable event occurred outside the ordinary finalization workflow, use Archive for Reporting: Creating a Manual Archived Transaction only after the MIS Summary accurately represents the event.

For the relationship between Current data and archived transactions, see Archived Transactions: Current Data, Components, and Reporting Status.

Review PSTS and Related EOY Data

• PSTS: identify the required prior-year completers, verify contact information, conduct outreach, enter responses, and submit the completed data.
• Discipline: confirm that incidents for students with disabilities, including NPS information, are entered in the SIS and reported through the district's CALPADS process.
• Work-Based Learning: coordinate SIRAS-tracked results with the SIS and the separate EOY 2 reporting workflow.
• DRDP: complete rating, error, and exception work according to the separate DRDP calendar; do not treat DRDP certification as the CALPADS EOY 1 submission.

Complete June 30 Search and Store

On June 30, save a secured Current-data reference export after reviewing the population for that date.

Use Census Day Search and Store for the procedure.

Submit Data and Resolve Errors

• Send SIRAS SEDS data regularly throughout the EOY window.
• Resolve imported IVRs and verify that corrected transactions post.
• Review CALPADS CDDs, certification errors, and warnings after snapshots are generated.
• Coordinate enrollment and SIS-controlled corrections with the appropriate owner.
• Use submission logs when a transaction does not appear and no IVR is posted.

Use:

• Process for Error Resolution
• CALPADS Error Summary
• CALPADS Errors from SIRAS Data
• CALPADS Submission Log Help

Review Certification Reports

Review the current EOY 1 special education certification and supporting reports identified in the CALPADS roadmap.

• Compare student-level populations with SIRAS and SIS evidence.
• Review plan, setting, disability, service, DSEA, timeline, exit, and postsecondary-outcome information.
• Investigate students appearing in one system or report but not another.
• Review aggregate anomalies with the Special Education Director and SELPA.
• Correct the source, resend, regenerate the snapshot, and repeat the comparison.

Approve and Monitor the Amendment Window

Before LEA approval, confirm that:

• fatal certification errors are resolved;
• warnings and accepted exceptions have been reviewed;
• SIRAS IVRs and pending submissions are resolved or documented;
• certification reports have been compared with SIRAS and SIS evidence;
• the Special Education Director and SELPA have reviewed material anomalies; and
• the team agrees that the cumulative history reasonably represents the reporting year.

Continue monitoring through the amendment window. When a material correction is made, resend the data, generate a new revision, repeat local review, and obtain any required SELPA approval.

EOY Preparation Checklist

• ☐ The EOY team, task owners, review schedule, and local approval targets are established.
• ☐ Current CDE, SELPA, and local deadlines have been reviewed.
• ☐ Year-round onboarding, offboarding, meeting finalization, archiving, submission, and monitoring are current.
• ☐ SIS, SIRAS, and CALPADS enrollment and participation histories have been reconciled.
• ☐ Meetings and evaluations occurring during the year have the correct MEET history.
• ☐ Events spanning June 30 have the appropriate Meeting In Progress or Pending As Of reporting.
• ☐ Exits and inactive outcomes have been reviewed and reported.
• ☐ PLAN, SERV, disability, program setting, DSEA, Degree of Support, participation percentage, and transition indicators have been reviewed.
• ☐ PSTS and other applicable EOY program data are complete.
• ☐ The June 30 Search and Store file was saved securely.
• ☐ SIRAS IVRs and CALPADS certification errors have been resolved.
• ☐ Certification reports have been compared with SIRAS and SIS evidence.
• ☐ Material anomalies were reviewed by the Special Education Director and/or SELPA.
• ☐ LEA approval occurred only after the team agreed the cumulative history was accurate.
• ☐ The amendment window is being monitored for corrections and reapproval.

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