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SEDS Coordinator Overview (Draft)

 

What is expected of the SEDS coordinator role?

 

Well there are certain action items that we need to get to zero by monitoring for some daily, weekly, etc.

 

• What are you going to do daily? (daily tasks link)
• Going to the home page and checking on the requests and messages there as many times as you need depending upon the time of year.
• Do the data monitoring tasks, send data, resolve the IVRs posted in SIRAS, send data again.
• Make sure all meetings held before census are reported, even if we have to send a MEET only record.
• Is a meeting showing as overdue as of census but won't be held until after census? Make sure a (meeting in progress) record is sent to send the 'pending' record we want to see in the 16.21 report.
• Do you have posted IVRs you are not clear how to resolve? Did you check this page on the padlet?
• Did you email [email protected]?

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That's it. Do these things above if you have something, take care of it, or contact [email protected] if you are not able to.

Then once that is done, unless you are doing your weekly tasks for however long they take. The onto monthly and then the certification tasks.

These tasks are all in the calendar area listing the month names so you can look at your month to make sure you take care of everything you will need to do for that month.

So the SEDS coordinator needs to do these tasks on a regular basis and in doing so will build a familiarity with the data and the staff who work on the IEPs.

Communication between the DO staff and staff in the field for the purposes of clearing reporting errors needs to be simplified to the status of two key terms. Eligibility and participation.  They both can respectively be on or off.  Once set the status stays the same for a long time typically.

When something changes, that is the moment we report the change from the MIS Summary page.

 

When creating records we are creating them for one of two reasons. Referral, or incoming IEP from a non SIRAS district.

For the incoming IEP plan, once it is set up, the SEDS coordinator doesn't need to touch the record at all.  No matter how many meetings happen.

The only reason SEDS coordinators needs to work on a meeting in progress is because something isn't working correctly for the IEP team.

To figure out why something in the meeting isn't working go to 'Managing IEP/504/SST events' area and select the 'Event fixing' area.

 

SEDS coordinators get asked to grant other staff access to SIRAS or close out SIRAS accounts because staff have left. When this happens go to Managing SIRAS accounts area.

 

SEDS coordinators get asked to create records for referrals or students already on IEP that have transferred in. When this happens go to Managing data records area.

 

SEDS coordinators get asked to create meeting events like initial evaluations, plan reviews and reevaluations

 

This document is an overview about the general responsibilities of a Siras user with the role of District SPED data clerk.

Explanation of other User Access Roles

 

For most records, there shouldn't be much to do as SIRAS automates reporting of SPED events held in the IEP manager for you.

The regular times that things need to be done for any given student are when a student newly arrives or returns to your district or when students leave.

Those are also enrollment related tasks in the SIS, so we will want to in most cases align enrollment start or exit dates in CALPADS with district enrollment or inactive dates in SIRAS.

 

When new students arrive eligible, we need to do something called 'adopt the plan' or basically check in with CAPADS that your district is aware that the student has arrived and enrolled. We do this by updating the MIS Page and archiving the MIS page as of the district enrollment date.

 

When students leave your district, depending on why they are no longer enrolled we make the record inactive in SIRAS.
Depending upon what reason it was, will determine if we need to archive and report it.  SIRAS can find these records that need to be reported with the reportable exits predefined query.

 

The District SPED data clerk role allows you to:

• See all students and all user accounts in your district.
• Create records, edit and change data for student records.
• Create, edit and assign/remove access for user accounts.
• Assist staff in closing meetings that may not have finished.
• Monitor the home page for staff needing assignment changes.
• Monitor the home page for requested transfer of records to other districts.
• Monitor for overdue student records needing meetings ahead of time.

Those abilities allow you to help staff prepare for, conduct and ultimately finalize IEP meetings.
These IEP activities need to be reported to CALPADS for State reporting. For the most part the IEP activities automatically generate archived transactions that can be reported to CALPADS with no action required on your part. These are meetings held in the IEP manager area of the Siras program.
Assuming your district has granted you CALPADS access to report your district’s IEP data to CALPADS, you will have the user access role of CALPADS Access.
The CALPADS Access role allows you to:

• See, edit and create archived transactions used for CALPADS reporting
• Generate files to post to CALPADS thru the API interface between Siras and CALPADS
• Import submission errors/warnings related to data sent to CALPADS
• Import certification errors/warnings related to the current Census period
• Create/edit archived transactions to resolve Census day CERT Errors and Warnings

Additional Tasks
Ensuring students who have left get their record made inactive in a timely manner
Ensuring students who are new to the district get a record created/transferred to your current data and a baseline reported to CALPADS (preventing CERT 132)
Reviewing the Data Monitoring Procedures document to ensure data entry anomalies are cleaned up and program settings are adjusted as necessary for students transitioning from Preschool to Kinder See Help for Data Administrators Padlet
Running Census Day Reports on Census Day to save for later to compare to CALPADS or be used for reports that can not be run from CALPADS. Ex. Excess Cost, see Census Day Padlet
Extracting data on Census day for any further reporting. see Census Day Padlet