Before Rollover – Preparation & Exceptions
Jul 29, 2026
Before Rollover – Preparation & Exceptions
Use this guide before the annual SIRAS rollover to prepare Next Year's Data, review expected incoming and outgoing records, resolve or plan for open meetings, and identify records that should intentionally remain behind during rollover.
After rollover has run, continue with After Rollover – Record Processing & Cleanup. After rollover cleanup is complete, use Beginning of School Year Help – Administrator Checklist.
Rollover dates and SIS integration dates change each year.
Use the System Event Calendar for the current rollover and SIS integration schedule. Contact SIRAS Support if your SELPA needs to coordinate a different rollover date.
Use the System Event Calendar for the current rollover and SIS integration schedule. Contact SIRAS Support if your SELPA needs to coordinate a different rollover date.
What Are You Preparing Before Rollover?
Use the student's expected situation for next year to decide what needs to be reviewed before rollover.
| Expected next-year situation | What to review before rollover |
|---|---|
| Student stays in the same district and school | Leave Next Year's District and School blank unless a change is expected. Review any future provider, service, or grade information that has been entered. |
| Student will move to a different district | Set the Next Year's District. Do not make the student inactive just because the rollover will transfer the record. The receiving district can preview the record through Incoming before rollover. |
| Student will move to a different school in the same district | Set the Next Year's School. The receiving school can preview the expected student through Incoming before rollover. |
| Provider assignment will change | Review the complete Next Year's provider assignment. If Next Year's providers are entered, those entries become the provider list after rollover. Providers can preview expected future caseload students through Incoming. |
| Services will change next year | Review the complete set of continuing and amended Next Year's services. If Next Year's services are entered, those entries become the service set after rollover. |
| The current district must keep access to the record after rollover | Consider intentionally changing the record from Active to Pending before rollover. This is appropriate for limited exceptions such as ESY, unresolved EOY1/CALPADS certification errors, or an ongoing meeting that cannot yet be closed. See Section 5. |
| The grade should not advance | Retain Grade can prevent grade advancement. Retain Grade does not by itself prevent the rollover or Next Year's Data from being applied. |
1. Understand What Rollover Will Do
Rollover performs two related functions:
- It evaluates eligible Active SPED, 504, and SST records for grade advancement.
- For SPED records, it can apply Next Year's Data to Current data, including future district, school, provider, service, and other applicable future-year information.
Next Year's Data is a future-year overlay.
What is entered there is intended to become Current information when rollover is applied. See Next Year's / Upcoming Data Help for the detailed feature reference.
What is entered there is intended to become Current information when rollover is applied. See Next Year's / Upcoming Data Help for the detailed feature reference.
Rollover timing is coordinated by SELPA. Use the System Event Calendar for the current schedule.
2. Review & Complete Next Year's Data
Before rollover, review Next Year's Data for students whose district, school, providers, services, or other future-year information will change.
District Administrators / SEDS Coordinators
- For students transferring to another district, enter the Next Year's District.
- For students moving to another school within the same district, enter the Next Year's School.
- Leave Next Year's District and School blank when those assignments are not changing.
- Review future provider assignments. If any Next Year's providers are entered, they become the complete provider list after rollover.
- Review future services. If any Next Year's services are entered, they become the complete service set after rollover.
- For large groups of predictable transfers, such as feeder-school matriculation, contact SIRAS Support when batch assistance would be helpful.
School Administrators
- Review students expected to enter your school next year using the Incoming preview in Section 3.
- Coordinate with your district administrator when an expected Next Year's School assignment is missing or incorrect.
- Review provider assignments for students expected to enter your school.
Providers
- Use the Incoming preview to see students expected to be added to your caseload after rollover.
- Providers should not rely on the IEP Manager Next Year's Data form to set Next Year's District, School, or provider assignments.
- If an expected future caseload assignment appears incorrect or incomplete, coordinate with the staff responsible for the student's future assignment.
Complete future lists matter.
If Next Year's providers are entered, they replace the provider list after rollover. If Next Year's services are entered, they replace the service list after rollover. Do not leave a partially entered future provider or service list when the intent is to continue other existing assignments.
If Next Year's providers are entered, they replace the provider list after rollover. If Next Year's services are entered, they replace the service list after rollover. Do not leave a partially entered future provider or service list when the intent is to continue other existing assignments.
3. Review Incoming as a Preview of Next Year's Scope
Before rollover, Incoming is a preview of records expected to enter a user's scope after Next Year's Data is applied.
| User / Scope | What Incoming shows before rollover |
|---|---|
| District administrator | Students expected to transfer into the district because that district is identified in Next Year's Data. |
| School administrator | Students expected to enter the school because that school is identified as the future school assignment. |
| Provider | Students expected to be added to the provider's caseload when future provider assignments are applied. |
Review Incoming Students
- Open the Scope / Change View Scope dialog using the schoolhouse control.
- Select Incoming Students under the Next Year's / future-student scope options.
- Click Go.
- Open the Choose Student list and review the expected records.
- For larger groups, administrators can use reporting tools to review future school and case-manager assignments.
- Open Student Info > Next Year's Data when you need to review the future values that are driving the Incoming preview.
The meaning of Incoming changes after rollover.
Before rollover, Incoming is a preview. After rollover, a record that is still Incoming means the expected Next Year's Data assignment was not processed and the record has not yet entered the receiving user's normal scope. See After Rollover – Record Processing & Cleanup.
Before rollover, Incoming is a preview. After rollover, a record that is still Incoming means the expected Next Year's Data assignment was not processed and the record has not yet entered the receiving user's normal scope. See After Rollover – Record Processing & Cleanup.
4. Review Open Meetings
Open meetings can affect whether a record is processed at rollover. Review them before the rollover date whenever possible.
- If an Initial, Annual, or Triennial meeting occurred on or before June 30, confirm the appropriate MEET record has been reported.
- If the meeting occurs after June 30, a Pending As Of MEET record may be appropriate when a delay reason is required.
- Close completed meetings whenever possible. See Finalizing a Meeting.
Meeting continues across rollover
If a meeting began before rollover but cannot be completed before the rollover date:
- If the current district must continue working with the record during summer, consider making the record Pending before rollover so it remains in the current scope. See Section 5.
- If the meeting will continue later and it is appropriate to close the current meeting temporarily, review the Force Finalize / Abandon / unresolved meeting guidance.
For Annual or Triennial meetings that must remain open through the rollover period, make sure the required MEET reporting is addressed. See slides 15–18 in the rollover meeting guidance.
Meeting opened for the next school year
- If the student will be in a different district next year, do not leave a future meeting attached to the record expecting it to transfer with the student. Abandon the meeting as appropriate and create the meeting in the receiving district after the transfer.
- If the student remains in the same district, a future-dated meeting can remain open when otherwise appropriate.
5. Hold Back Records That Must Remain in the Current Scope
Most records should be allowed to roll over normally. A small number of records may need to remain in their current district temporarily so staff can finish summer work before the future assignment is applied.
Common examples include:
- An outgoing student is still participating in ESY and current-district staff need access until ESY is finished.
- An outgoing record still has an unresolved EOY1 / CALPADS certification error that the current district must resolve.
- An open meeting cannot yet be closed because work is continuing through the rollover period.
Before rollover, the hold-back method is to change Active Status from Active to Pending.
Pending keeps the current record in the existing scope instead of allowing the rollover to apply the future assignment. After the reason for holding the record is resolved, staff can process it using the after-rollover workflow in Article 340.
Pending keeps the current record in the existing scope instead of allowing the rollover to apply the future assignment. After the reason for holding the record is resolved, staff can process it using the after-rollover workflow in Article 340.
Find ESY candidates that may need to remain behind
- Search for Has Next Year's Data AND Enrolled in ESY = Yes.
- Search to List.
- Open the predefined Next Year's Data list.
- Review which records are actually transferring and still need current-district access after the rollover date.
Temporarily make the record Pending
- Open the student record.
- Change Active Status from Active to Pending.
- Save.
Do not make large groups Pending as routine rollover preparation.
Pending is an exception workflow for records that truly need to remain in the current scope temporarily. Once rollover has run, each held-back record must be reviewed and processed.
Pending is an exception workflow for records that truly need to remain in the current scope temporarily. Once rollover has run, each held-back record must be reviewed and processed.
6. Review Rollover Exceptions & Grade-Advance Logic
Conditions that can prevent or change rollover processing
| Condition | Expected effect |
|---|---|
| Active Status is not Active | The record is not considered for normal Next Year's Data rollover and grade advancement. |
| SPED record has an open meeting with a date in the past | Grade advancement and Next Year's Data are not automatically applied. |
| SPED record has any open meeting and is transferring to a new district | The transfer / Next Year's Data processing does not occur automatically. |
| SPED student is under age 3 as of rollover | Next Year's Data is not automatically applied. It is expected to be applied as part of finalizing the Transitional IFSP-to-IEP Initial Evaluation. |
| Retain Grade is selected | The grade does not advance. This does not mean the record itself failed to roll over. |
| Grade was already recently advanced through SIS integration | SIRAS does not advance the grade a second time. |
If a record is not processed because of a rollover exception, its Next Year's Data remains available and can be manually applied later when appropriate. See After Rollover – Record Processing & Cleanup.
Grade-Advance Logic
| Current grade | Normal rollover result |
|---|---|
| Infant | Stays Infant |
| Preschool – age 5 or older as of September 1 | Kindergarten |
| Preschool – age 4 to under 5 as of September 1 | Transitional Kindergarten |
| Preschool – under age 4 as of September 1 | Stays Preschool |
| Transitional Kindergarten | Kindergarten |
| Kindergarten through 11th grade | Advances one grade |
| 12th | 12+ |
| 12+ | Stays 12+ |
| Ungraded | Stays Ungraded |
7. Final Before-Rollover Checklist
- Review the current rollover date on the System Event Calendar.
- Close completed meetings that do not need to continue through summer. See Finalizing a Meeting.
- Review open meetings that may prevent rollover or a future-district transfer.
- Review students with Next Year's Data and look for incomplete or unexpected future provider/service lists.
- Confirm expected outgoing district and school assignments are entered.
- Use Incoming to preview students expected to enter your district, school, or caseload.
- Identify the small number of records that must remain in the current scope after rollover and make them Pending before rollover when appropriate.
- If your SELPA is rolling over before all EOY1 work is complete, pay particular attention to outgoing records with unresolved certification errors.
- Do not make a student inactive solely because Next Year's Data will transfer the record to another district at rollover.
- If a student truly will not return and is not being handled through the Next Year's Data transfer process, follow When Students Leave or Stop Participating – Inactive.
