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Data should be sent from SIRAS to CALPADS Monthly at a minimum.
How can you can tell the last time data has been sent?:
- By going to /reporting/CALPADS reporting area.
- Scroll down to the CALPADS Export files area and look at the date/time the last file was created.
How to send data to CALPADS from SIRAS:
When sending data, always click the Import Errors / Mark Complete
Be sure that you see the 'Generate Files' button highlight again.
If when you believe you are don' DON'T see the 'generate files' button again, you may need to click the import errors/mark complete one more time. (see last screenshot)
The three bullet points on the left of the CALPADS Reporting area:
- # of student IEP events already reported since the beginning of the AY
- # of records with pending report status (the Que of transactions waiting to be sent)
- (HS Districts) PSTS records ready to report
SIRAS Concept: Only Archived records are sent to CALPADS
Step by Step CALPADS API Reporting Cycle:
- Connect to CALPADS API and login in the popup window
- Generate Files to create the SWDS, MEET, PLAN, SERV and optionally PSTS files for all records ready to report.
Records with any previously imported errors will not be included, until those errors are cleared. - Click Send Files. All files will be uploaded to CALPADS in sequence.
- Wait for CALPADS to finish processing. When completed, Job Status of each file will be either Posted or Rejected.
- If all files are successfully Posted, the reporting cycle is finished and SIRAS records will be marked as Complete.
- If any file is Rejected, no records will be posted to CALPADS, and there are a few more steps:
- Click Import Errors to attach the error messages from CALPADS to the student records in SIRAS.
- Locate the errors in SIRAS, make the corrections, and then clear the error messages.
- Restart the reporting cycle by Generating New Files.
Multiple Pending Archived Records for one Student Record
CALPADS does not allow multiple records for the same student to be included in a single file. To accommodate this, SIRAS will only include the oldest record which is Pending Report Status with each file. If the oldest record has any imported Errors, nothing will be sent until they are corrected.
Special Functions
- Reset Incomplete Reporting: use this if something gets messed up and you want to start the cycle over.
The most recent files and associated jobs will be deleted.
- Reporting Period Lock: This automatically filters pending transactions by date. Effectively not allowing transactions of data after the census cut off date. Can be manually overridden.
- Include Records with Imported Errors: This option bypasses the temporary DNR on archived transaction in place by posted errors.
- Only Report Flagged Records: This option allows users to send only specific transactions.
- Import CVR Errors: This option can import CDDs from CALPADS to flag records in SIRAS once revised uncertified snapshots are available in CALPADS. We suggest deferring to CALPADS certification reports directly as this import is still under testing.
Error Filters
The total # of errors in the CALPADS system will often be higher than what is imported back to SIRAS.
This is because SIRAS does not import any duplicate errors.
Certification
- Each LEA is responsible for running Census based certification reports in CALPADS.
- You may still have errors and warnings in SIRAS yet are able to Certify in CALPADS.
- Be mindful of SIRAS posted errors as they indicate the associated transaction archive record hasn't successfully made it to CALPADS yet and will not be reported.
- Once errors are resolved, they should be removed.
- Errors posted in SIRAS indicate data not sent to CALPADS.
Follow the yellow brick road!!
Keep clicking the Mark Complete button until you see the Generate Files button again
