Inactive Records Requiring Archive: Review and Resolution
Use this article to find and resolve recent SIRAS records that were made Inactive using a reportable reason but may not have a matching archived transaction ready for CALPADS reporting.
The list also identifies records where an inactive transaction was archived previously, but the Inactive Date or Inactive Reason was changed afterward. In this article, recent means the academic year from July 1 through June 30.
Do not automatically archive every record returned by the query. First compare the Current record, the most recent archive, and the CALPADS history to determine which of the two scenarios applies.
Contents
What the Monitoring List Finds
Records appear for one of two reasons:
Scenario 1 — A reportable inactive event has no matching archive
The record was made Inactive using a reason that must be reported to CALPADS, but SIRAS does not find an archived transaction for that inactive event.
Scenario 2 — The inactive date or reason changed after the record was archived
An inactive transaction was archived, but the Current record now contains a different Inactive Date or Inactive Reason. The record must be researched to determine which information is correct.
Examples of inactive updates that require a reportable SWDS or non-participation transaction include:
- SPED not eligible;
- SPED no longer eligible;
- SPED not participating; and
- SPED not enrolled.
For help determining the correct status, date, or inactive reason, use When Students Leave, Stop Participating, or Become Inactive before creating or correcting the archive.
Recheck the Offboarding Decision Before Archiving
- Review the CALPADS SENR Student Exit Category, exit date, and School Completion Status.
- Use Appropriate SWDS Status and Non-Participation Reason for Student Exit Categories and Completion Statuses — May 2026.
- Determine whether SWDS [1] should remain or a new SWDS [2], [3], or [4] is required.
When the crosswalk says SWDS [1] remains, correct an incorrectly selected reportable SIRAS inactive reason and do not create a SWDS archive.
Run the Predefined Query
- Click Search.
- Select the Predefined Queries tab.
- Expand Data Monitoring.
- Click Inactive Records Requiring Archive.
- Review every record in the resulting found set.
Open Search.
Select Predefined Queries → Data Monitoring → Inactive Records Requiring Archive.
The same query may be used directly from the Data Monitoring query group.
Use the Predefined List
The same population can be reviewed through:
Reporting → Student Lists → Predefined Lists → Data Monitoring → Inactive Records Requiring Archive
Open the Inactive Records Requiring Archive predefined list.
The list displays the inactive information and archived reporting status needed for review.
| List result | Meaning and next action |
|---|---|
| Complete | The archived transaction is marked complete. Verify that CALPADS contains the expected inactive transaction and that the Current record still matches it. |
| Pending | The archive exists but has not yet been sent successfully to CALPADS. Review any reporting hold or error and complete the normal submission cycle. |
| Unreported for MM/DD/YYYY | The displayed inactive event date does not have an archived transaction ready for reporting. Review the latest archive first, then use Archive for Reporting when the Current information is verified. |
You may begin with the Reportable Exits predefined list, click Modify, return to Predefined Queries, and select Inactive Records Requiring Archive to narrow the found set.
Scenario 1: The Reportable Inactive Event Has No Archive
First determine whether the missing archive is actually required.
| Crosswalk result | Action |
|---|---|
| SWDS [1] remains | Review the Current inactive reason. If a reportable reason was selected incorrectly, change Current to the appropriate non-reportable reason. Do not create an archive. |
| New SWDS [2], [3], or [4] | Verify Current date/reason, then use Archive for Reporting to create the missing SWDS transaction. |
| Varies | Research the actual field event and current CALPADS definitions before changing Current or creating an archive. |
- Open the student’s MIS Summary.
- Review the most recent archived transaction and CALPADS SWDS history.
- Confirm the verified SENR exit date/reason and completion code.
- Confirm the intended SWDS/NPR result using the crosswalk.
- Create the archive only when the reportable inactive event is genuinely missing.
Use Archive for Reporting only after the Current inactive information has been verified.
Scenario 2: The Inactive Date or Reason Changed After Archiving
When the most recent archive and the Current record contain different inactive information, research the record before making another change.
- Determine the correct Inactive Date and Inactive Reason from the actual event and supporting documentation.
- Review the Current record.
- Open the most recent archive and compare the archived inactive information.
- Review the CALPADS SWDS history to identify what was actually posted.
- Use the decision table in the next section to determine which system or transaction must be corrected.
Compare the Current inactive information with the most recent archived transaction.
Verify the actual inactive event, the applicable date, the archived transaction, and the CALPADS history.
Determine What Must Be Corrected
| What you find | Required action |
|---|---|
| A later real inactive/status event occurred after the earlier archive. | This is new reportable data. Update Current for the new event and create a new archive dated for that event when the crosswalk requires a new SWDS status. |
| Current is wrong, but the archive and CALPADS are correct. | Correct Current only. Do not create or resend a transaction solely to make Current match correct history. |
| Current is correct, but the existing archive sent incorrect data. | Correct the existing archive that reported the bad data. Remove the verified incorrect CALPADS entry as required, set the corrected transaction to Pending, and resend it. |
| Both Current and the existing archive contain the same bad data. | Correct Current and the existing archive. Remove the verified incorrect CALPADS entry as required, set the corrected transaction to Pending, and resend it. |
| The record uses a reportable inactive reason, but the crosswalk says SWDS [1] remains. | Correct Current to the appropriate non-reportable inactive reason. Do not create a new SWDS transaction. |
Use CALPADS enrollment information as part of the date review when the inactive event is tied to an enrollment exit.
When a posted SWDS transaction is verified as incorrect, remove that incorrect entry before resending the corrected SIRAS transaction.
In the illustrated record, March 5, 2025 was verified as the correct Current and enrollment date, while the SWDS history showed a different effective date. The incorrect SWDS entry therefore needed correction before the SIRAS transaction was resent.
Create the Missing Archive or Correct the Existing Transaction
New event that was never archived
- Correct or verify Current.
- Create a new archive dated for the new event.
- Verify the SWDS/NPR result and Report Status.
- Submit and confirm acceptance.
Bad data already sent by an existing transaction
- Correct Current.
- Open and correct the existing archived transaction that sent the bad data.
- Remove the verified incorrect CALPADS entry through the authorized correction process.
- Set the corrected existing transaction to Pending.
- Resend and confirm acceptance.
A correction belongs in the transaction that originally reported the incorrect event. A new archive is for a later real event or genuinely new reportable information.
Verify the reporting reason, event date, inactive information, replacement choice, and archived reporting details before completing the archive.
The Current record, the governing archived transaction, and the accepted CALPADS history represent the same verified inactive event, and the record no longer appears as an unresolved item on the monitoring list.
Completion Checklist
- Run the Inactive Records Requiring Archive predefined query or list.
- Review SENR exit reason, exit date, and completion status.
- Use the May 2026 exit-to-SWDS crosswalk.
- Determine whether SWDS [1] remains or a new SWDS [2], [3], or [4] is required.
- Do not archive a correctly non-reportable local inactive event.
- Create a new archive only for a genuinely new or missing reportable event.
- For bad data, correct Current and the existing archive that sent the error.
- Remove the verified incorrect CALPADS entry and resend the corrected existing transaction as Pending.
- Confirm acceptance and rerun the monitoring query.
Screenshots retained from the former Articles 283 and 296.
