[Before Rollover][Next Year Data Help][After Rollover][Beginning of School Year Tasks]
What to do after the rollover?
How do I find records that did not rollover?
What to do with records that did not rollover?
When closing meetings, IEP staff can use the indicator to automatically advance the student record.
SPED Clerk tasks for after rollover and grade advance.
What to do after the rollover:
- Find Pending Records to confirm if they need to be Active or Inactive
- Review 'Incoming Students' view under the school house Icon to see if another district has to close out records to be sent to your district.
- Use Plan Adoption Required predefined query.
- If your district has tens to hundreds of incoming students needing plan adoption, contact [email protected] for assistance in batch creation of those plan adoptions.
- If any of the expected records coming to your district did make it, and are still showing in the 'View Incoming' view, then most likely the record has a meeting that needs to be finalized by the other district, or the other district made their record pending to temporarily keep the record at their district while they finish up with it. If you need help contacting the other district, reach out to [email protected] for contact info from the other district.
- User Rollover Date to find records in your district that didn't rollover yet.
How to find records that have not rolled over yet:
- Click Search
- Add criteria of Rollover Date
- Set to dates less than 7/1/YYYY "< 7/1/YYYY"
- Where YYYY is current year.
What to do with records that did not rollover.
- Review for records that need to have grade advanced and maybe next years data applied as well.
- Some pending records may need to stay in that 'pending' status if enrollment isn't confirmed yet.
- Ensure open meeting was closed or certification error was resolved and we can change active status back to Active
When closing meetings, IEP staff can use the indicator to automatically advance the student record:
Or the record can be manually advanced by District SPED clerk.
- Go to Next Year’s Data
- Use the Advance and Apply Next Year's Data
- NOTE: This button only works for District SPED Clerk and District Admin 1 user roles.
After rollover and grade advance SPED Clerk tasks:
1) Locate student records that had Next Year’s Data and did not rollover to Current
This is an ongoing process as you may have to wait till meetings are finalized.
2) Locate student records that did not grade advance and did NOT have Next Year’s Data
They may have had retain grade checked, or were active status = pending
3) Pending Status = Pending: Activate newly enrolled students (Don’t forget to archive the Plan Adoption) Please refer to Creating a baseline record under Siras Reporting Help in the siras4calpads padlet.
If you have over 50 incoming students, let us know so we can help archive them.
Before we batch archive the incoming students, minimally do the following for the incoming pending records:
- If student will not enroll, make record inactive as of first day of school as 'No Show' (Don't archive!)
- Fill out School Attending for all. (Can be set in batch)
- Fill out District Enrollment date for all. (Can be set in batch)
- Make records Active
- Contact us at [email protected] for assistance with any aspect of this!
4) Use the document Meeting Report Help under Meeting Help at siras4admins
5) Request/Complete Transfers (Monitor the home page Transfers tab)
6) Assign case managers (this includes removing assignments from staff who left)
7) Confirm Provider Caseloads (Monitor the home page Assignment Request tab)
8) No shows and confirming District/School Attending (Use inactive/other/No Show)
9) Compliance check
10) Block/Create User Accounts (See ‘When Staff Leave’ in Siras4Admins)
11) Enter Calendar Events into SIRAS Admin
12) Search for student records with services that ended prior to two years prior.
Note when you have new staff for your district:
If you go to create a user account and you get the message that the user account already exists, do not create a duplicate account!
Please contact [email protected] to have the account moved over.
Duplicate user accounts waste time for all staff involved in using them and cleaning them up.
