Extended School Year (ESY): Eligibility, Enrollment, and Student Searches
SIRAS tracks both whether a student is eligible for ESY and whether the student is enrolled to attend ESY. These indicators answer different questions and should be maintained separately.
ESY Enrolled records that participation or attendance has been confirmed for the local ESY program.
ESY Eligible versus ESY Enrolled
| Indicator | What it means | When it is usually updated |
|---|---|---|
| ESY Eligible | The IEP team determined that the student requires ESY services. | During the IEP meeting and completion of the applicable ESY form or meeting information. |
| ESY Enrolled | The district has confirmation that the student will participate in the local ESY program. | After the family or district confirms attendance and the local enrollment process is completed. |
A student may be eligible for ESY but not attend the district's ESY program. Use the two indicators independently so eligibility counts and expected attendance counts remain accurate.
SIRAS resets the ESY Enrolled indicator for all student records on September 1. This annual reset prevents a prior year's confirmed ESY attendance from carrying forward as enrollment for the next ESY cycle. After the reset, districts should confirm and update ESY enrollment again when participation for the new cycle is known.
See System Event Calendar for this and other recurring SIRAS system events.
Where the Indicators Appear
IEP Manager
The Eligible and Enrolled indicators may appear next to the applicable ESY form in the IEP Manager.
MIS Summary
The primary ESY Eligible and Enrolled indicators are also available in the LEA section of the MIS Summary.
Three Ways to Find ESY Students
SIRAS provides a predefined query, a predefined reporting list, and individual ESY fields in the Query Builder. Choose the method that best matches the task.
1. Use the predefined ESY Eligible or Enrolled query
This is the quickest way to produce a student list containing records that are marked either ESY Eligible or ESY Enrolled.
- Click Search.
- On the Predefined Queries tab, expand Other Queries.
- Click ESY Eligible or Enrolled.
- SIRAS runs the query and opens the resulting Student List.
- Review the found set count near the upper-left portion of the page. This is the number of records returned by the predefined query.
Open Search Students and expand Other Queries under Predefined Queries.
Click ESY Eligible or Enrolled.
The query opens a Student List. The found set count shows how many records were returned.
The list contains students who meet either condition: ESY Eligible = Yes or ESY Enrolled = Yes. Use the Query Builder method below when you need to isolate one indicator or add other criteria.
2. Open the predefined ESY list from Reporting
SIRAS also provides a predefined ESY data-monitoring list:
- Open the Reporting menu.
- Select Student Lists.
- Open the Predefined Data Monitoring List.
- Select ESY List.
Use this reporting path when you want the standard ESY list prepared for review or local program monitoring.
3. Build a custom ESY search
Use the Query Builder when you need a specific ESY population, such as enrolled students at one school, eligible students who are not enrolled, or students assigned to a particular ESY teacher.
- Click Search to open Search Students.
- In the Query Builder, click the Add Criteria field.
- Type ESY.
- Select the ESY field you want to search.
- Choose the desired value or condition for the selected field.
- Add another criterion when needed, then click Search.
Typing ESY in Add Criteria displays the ESY-related fields available for a custom search.
Available ESY Search Criteria
Primary indicators
- Eligible for ESY
- Enrolled in ESY
Services and staffing
- Service ESY
- ESY Services
- ESY Teacher
- ESY Teacher Name
Program and schedule
- ESY School
- ESY Classroom
- ESY Class Hours
- ESY Year Start
- ESY Year End
Transportation and contact details
- ESY Pick Up Address
- ESY Take Home Address
- ESY PU Responsible Person
- ESY DO Responsible Person
- ESY PU Phone
- ESY DO Phone
- ESY Special Instruction
ESY Teacher may identify a SIRAS user assigned to the ESY role. ESY Teacher Name searches the typed name stored in the optional ESY program fields.
Common ESY Searches
After the September 1 reset: an Enrolled in ESY = No result may simply mean that enrollment has not yet been reconfirmed for the new ESY cycle. Review eligibility, enrollment status, and local confirmation records together before treating the student as not attending.
| Purpose | Suggested method or criteria |
|---|---|
| Find any student marked eligible or enrolled for ESY | Use Predefined Queries → Other Queries → ESY Eligible or Enrolled, or Reporting → Student Lists → Predefined Data Monitoring List → ESY List. |
| Find all students determined eligible for ESY | Use Query Builder: Eligible for ESY = Yes. |
| Find students expected to attend the ESY program | Use Query Builder: Enrolled in ESY = Yes. |
| Find eligible students whose enrollment still needs confirmation | Use Query Builder: Eligible for ESY = Yes and Enrolled in ESY = No. |
| Create a roster for a school, classroom, or teacher | Use Query Builder: Enrolled in ESY = Yes, plus ESY School, ESY Classroom, ESY Teacher, or ESY Teacher Name. |
| Review transportation planning | Use Query Builder: Enrolled in ESY = Yes, plus the applicable pick-up, drop-off, phone, or special-instruction field. |
Where to Maintain Additional ESY Details
Optional ESY operational fields are available under Student Info → Special Ed Profile or 504 Program. These fields may include the ESY school, classroom, teacher, class hours, program dates, transportation contacts, and special instructions.
For an overview of that page, see Special Ed Profile and Program Pages.
