[AFTER ROLLOVER]

 

2024 END OF YEAR LETTER FROM CDE

 

IEP Rollover Dates:

 

• 7/08/2024: 1514, All SELPA active SST & 504 data Completed
• 7/13/2024: 2700, 3100, 3312, 4411, 5600, 7100, 1951 Completed
• 7/20/2024: 1511, 1512, 3500 Completed
• 7/27/2024: 1501, 1923, 1924, 4200, 43XX  Completed

 

Next year's data is optional, only create it if it will help, like for transition meetings that occur at the end of one year but the plan won't take effect until the coming year.

Next year's district/school data is only suggested if student is transferring to a new district or new school within a district. Next Year Data Help

Next Year's Grade

 

Things to do before the rollover grade advance in July:

1. Feeder districts fill in next years district starting in Sept. (This allows the receiving districts time to do estimates of incoming students.) Examples are all 8th graders having their HS district set as Next Year's district.  If you have lots of these, contact [email protected] for help using batch edit to set next year's district.
2. Students of a certain grade known to all transfer from one school to another after summer. In this case we create next years data, the district is left the same but a new school is filled in. If you have lots of these, they can be batch edited too.
3. In June close as many as possible of completed meetings that aren't being continued after summer. Help for finalizing.
4. Some meetings can't be closed and that is ok, if this is a high profile case, we suggest making the active status = pending to not be evaluated for rollover so it can be closed later in summer.
5. Find all students that have 'next years data' review the list of next years services, look for anomalies where next years services were created but are all blank or missing a majority of known services.

 

SIRAS rollover is the combined procedure of:

• Advancing grades for active SPED, 504 and SST active records
• Processing next year’s data for active SPED only into current data.

 

Rollover Procedures:

• If student is returning to your district next year, don't make record inactive.
• If student is going to a different district next year based on next years district, do not make record inactive.
• If student is a 'completer' and won't be returning to school next year, inactivate and archive and report the inactive 'completer' inactive reason.
• If a student is moving away and won't return to your district and it is unknown where they are going, we can inactivate the record as moved. We would not archive this inactive reason.
• Leave next year’s district/school blank if student is not transferring.
• Leave next year’s providers blank if student is retaining same providers.
• If any next year's providers are listed, they will be the -only- providers listed after rollover.
• If any next year's services are listed, they will be the -only- services listed after rollover.
• Feeder districts complete filling out Next Years District of where student is going next year.

 

When is the rollover?

• 504 and SST will be rolled over by the first week after the EOY4 6/30/YYYY Census date.
• Each SELPA has their SPED End of Year (EOY) Rollover done separately. At the latest this should be done by the first weeks of August after the 2020 EOY4 Certification deadline.
• SELPA may determine when SIRAS does the rollover after taking into consideration when all LEA will be SELPA Certified for EOY4, or minimally when all LEA have mitigated any records under consideration below. (Mitigated = changing active status to Pending to hide record from rollover until LEA is done working with or fixing any record under consideration.)
• Please see this help sheet for early rollover contingencies. This is for records that should leave but you need to keep it to finish something until after the rollover. EX: Access for ESY staff to student records that are going to a new district, but ESY finishes after the rollover date.

 

How 'incoming districts' can complete next year's school and other data:

• Sending 'outgoing' district has to have already the 'incoming' district as Next Year's District.
• Receiving 'incoming' district logs into SIRAS
• Then Click School House Icon (Change View Scope)
• Select ‘Incoming Students’ under View Next Year’s Students
• Run /reporting/statistical reports/setup custom report
• Run report by ‘next school’ and ‘next case manager’
• You will need to unlock the page to add this new information.

 

Important notes for completing Next Year's Data:

• Changes to providers for returning students must include complete caseload for next year.
• Delayed changes to IEP services for next year must include complete set of continuing/amended services and old service/dates removed from next year’s reference.
• What you see in Next Year’s data is what you will get next year, so don’t leave it incomplete when it comes to returning students.

Rollover Exceptions:

• Only Active Status = Active records will be considered for Next Year’s data rollover and grade advance
• Any record with open meeting date in past will not get the grade advanced, nor will next years data get applied.
• If grade retained is checked, grade will not get advanced.
• Records with pending transfer status will not get next years data applied.

Considerations for SELPA wanting to rollover in July:

- Any districts that will not certify by rollover date.

- Any feeder districts with CERT errors on students leaving their district may want to change the active status of those records to ‘pending’.  This will keep the current record in your district and buy time to solve the CERT error before allowing the record to matriculate to the next district.