SIRAS SEDS Coordinator News
This page is a chronological record of SIRAS SEDS Coordinator updates, CDE and CALPADS notices, reporting transitions, and email communications.
Text shown under a month or date belongs to that time frame. Historical instructions and links are retained for reference and may no longer describe the current workflow.
Open the school-year and month sections to review what was communicated at that time. Use the linked current help articles when performing the work today.
Some older CDE, CALPADS, Box, training, or PDF links—especially from 2024—may no longer resolve. They remain here because the linked title and surrounding dated text document what resource was available at that time.
Contents
| Email Communications | 2026–27 Updates |
| 2025–26 Updates | 2024–25 Updates |
| Special Ed. Reporting Timeline | Return to the Top |
SIRAS SEDS Email Communications
The email archive remains collapsible so administrators can quickly open the period they need without losing the historical list.
Recent SIRAS SEDS Email Communications
Older Email Communications (2025 and 2024)
8/27/2025 SIRAS TOMS Update Email
2/20/2025 SIRAS Update Email (historical source currently points to the 3/27/2025 PDF)
2026–27 Updates and Notices
Text shown beneath a month belongs to that time frame. Open the school year and month to review the dated update.
2026–27 School Year
August 2026
DRDP 2015 to DRDP 2025 conversion
SIRAS began transitioning DRDP-related workflows and data from DRDP 2015 to DRDP 2025 for the 2026–27 school year.
Reporting Period Lock will be in place until 8/25/2026 as that is when the CALPADS Rollover will take place. See CALPADS Flash 326.
July 2026
Rollovers Completed
See this page.
2025–26 Updates and Notices
2025–26 School Year
Each month's text and nested notices are preserved beneath that month. Open a month to review what was known or communicated during that time frame.
April 2026
- If your account is responsible for sending SPED data to CALPADS, keep logging in with your original CALPADS login until further notice.
- If you cannot log in with your old credentials, reset your password with CALPADS.
- Instructions from CALPADS on how to set up your new access.
- 4/15/2026 update: Sending data with new @calpads.org CALPADS access was scheduled to become available May 1, 2026.
CDE Notice: SWDS0749 — April 24, 2026
From: Sped Data Support
Subject: SWDS0749E1
The Sped Data Support Team reported that SWDS0749E1 had been temporarily disabled while its trigger logic was revised. The revision was intended to ensure that a student was Eligible and Participating on the enrollment exit date for inclusion in EOY 1 reports 16.27 and 16.28 supporting Indicators 1 and 2.
The notice identified the following School Completion Status codes:
- [100] High School Diploma
- [102] Alternate Pathway Diploma
- [120] Received Certificate of Completion
- [250] Adult Education High School Diploma
- [320] Received High School Equivalency Certificate
- [330] Received California Certificate of Proficiency
- [360] Completed grade 12 without completing graduation requirements
It also identified Student Exit Reason codes [E140], [E300], [E400], and [T380] for students age 14 and older in grades 7–12 when an SWDS [2] or [4] record ended on the enrollment exit date.
CDE Notice: Timeline Noncompliance Data Correction Deadlines — April 7, 2026
The CDE Data Evaluation and Analysis Unit provided SELPA directors with lists of SSIDs that remained noncompliant after the March 28, 2026 data review. The notice advised LEAs to confirm remaining records with their SELPA and complete corrections before the final April 9, 2026 Prong II pull.
Questions about correcting those records were directed to the LEA's Focused Monitoring and Technical Assistance consultant.
March 2026
SIRAS UDA Menu Choices Updated — download the historical spreadsheet.
February 2026
- Two new fields were added to studentData.csv.
- Fall 2025 DRDP closed.
- Fall 2025 DRDP was scheduled to be archived in late February 2026.
- Spring 2026 DRDP data entry was scheduled to open in March 2026.
January 2026
- IEP Implementation was underway.
- The SELPA DRDP reporting deadline was at the end of the month.
SIRAS Export File Update
- Two columns were scheduled to be appended to studentData.csv effective February 2, 2026.
- Medi-Cal Billing Permission — [Y/N]
- Medi-Cal Billing Permission Date — [YYYYMMDD]
- The source fields are located under Student Info > Student Profile > Disability/Medical.
- See studentData.csv file specifications.
- The change did not affect Aeries districts unless staff had manually configured Aeries to use studentData.csv.
November 2025
- IEP Implementation dates were announced.
- Email issues were reported as resolved.
October 2025
Email issues
Microsoft filtering was limiting some email sent by SIRAS. Users were directed to Active and Known Issues for current information.
SIRAS had updated its email system so messages were sent from @notify.sirassystems.com. District technology staff were asked to allow that domain through local email filters and firewalls.
September 2025
Users were directed to Preparing for Fall 1 Census Day.
August 2025
CALPADS rollover was scheduled for September 9, 2025. Users were advised to wait until after the rollover before reporting data to CALPADS.
Several SPED and IFSP-related CALPADS updates were summarized in CALPADS Updates 2025–26.
- New Service Location [205] Home/community-based for IFSP.
- Service Location [640] renamed County Community School.
- Retired Service Locations [310] Head Start, [320] Child Development or Child Care Facility, and [570] Charter School.
- Retired Service Code [350] Individual and Small Group Instruction.
- Additional Referral By values and meeting-delay changes.
TOMS exports for CAASPP and ELPAC were expected to be updated for 2025–26 by September.
July 2025
CDE Notice: Updated Service Location Codes — July 8, 2025
CDE reported that several Service Location codes had been retired for the 2025–26 academic year, including [570] Charter School. Charter LEAs that previously used [570] were directed to use [510] Regular Classroom/Public Day School.
The notice stated that existing plans did not need to be amended solely to replace the retired code. The Service Location should be updated during a Plan Review, Reevaluation, amendment, or adoption of an incoming plan on or after July 1, 2025.
2024–25 Updates and Notices
2024–25 School Year
Each month's text and nested notices are preserved beneath that month. Open a month to review what was known or communicated during that time frame.
June 2025
CALPADS announced September 9, 2025 as the 2025–26 CALPADS rollover date.
The CALPADS Spring Special Education Data Roadshow recording was made available through the CSIS YouTube channel.
May 2025
April 2025
A query for Degree of Support for Disability needs reporting was added under Search > Predefined Queries > Data Monitoring. It located records where Degree of Support had been updated but had not yet been archived for reporting.
The Parent Response option “Does not accept the plan / stay put” was revised to “Does not accept the plan / stay put / no plan,” supporting closure of meeting-documentation events for nonparticipation scenarios.
The SIRAS TOMS API Automatic Update feature was re-enabled. Staff using single-record updates were advised to review the results in TOMS carefully.
March 2025
The Parent Response label Awaiting Consent was changed to Awaiting Response for clarity while retaining the same behavior. See Parent Response Definitions.
March 27, 2025 update: The SIRAS TOMS API Automatic Update feature was temporarily disabled. Staff were directed to use SIRAS CAASPP/ELPAC data exports for upload into TOMS.
February 2025
- Annual Determination Letters were distributed. Users were directed to ADL – Annual Determination Letter.
- Fall DRDP was archived and Spring DRDP was prepared for use.
CALPADS Notice: Fall 2 Deadline Reminder — February 18, 2025
CALPADS reminded LEAs that the 2024–25 Fall 2 certification deadline was March 21, 2025 and that Fall 2 had no amendment window. LEAs were encouraged to reach zero fatal errors by February 28 to allow time for review and approval.
December 2024
CDE Data Quality Check errors were posted into SIRAS.
A Clear All control was added to the MIS Summary for users reviewing a large number of displayed DRDP errors. DRDP errors were expected to be removed when the DRDP record was completed, validated, and included in a new upload to DR Access Data.
November 2024
Because of the Annual Determination data pull scheduled for December 13, 2024, SIRAS rolled back the default reporting-period block that had limited events to those dated on or after the October 2, 2024 Fall 1 Census Day. The reporting-period block was expected to default only during EOY 1 census.
Users were asked to review Timeline Compliance Data in CALPADS Flash 288.
October 2024
- 4,310 SELPA Merge Plan Adoption archives were created in batch by SIRAS.
- The SIRAS side menu was introduced. See Switch to Side Menu.
September 2024
CALPADS Flash 288 addressed:
- uses of Fall 1 data approved by the December 13, 2024 certification deadline;
- 2024–25 rollover codes and Fall validation changes;
- policy and guidance changes; and
- CALPADS Special Education Data roadshows.
September 20, 2024 — access-role changes
- School Admin Level I added the ability to create a student.
- School Admin Level II added the ability to view Incoming students.
- See SIRAS User Access Roles and Permissions for current role definitions.
September 20, 2024 — Native Language update
“Sign Language” [sgn] was replaced by “American Sign Language” [ase]. The original [sgn] code was relabeled “Other Sign Language.” See CALPADS Flash 279.
September 17, 2024: CALPADS rollover for 2024–25 was complete. Users were advised to wait until September 19 before sending data again.
September 16, 2024 — SELPA merge: Santa Clara SELPA districts and schools 4301, 4302, 4303, 4304, and 4307 were merged into 4310.
SIS integration: The studentData.csv header was updated effective September 1, 2024:
- NONPART changed to Inactive Reason.
- Inactive Reason changed to Inactive Reason.label.
- See studentData.csv documentation.
Ventura SELPA Q districts were asked to review contact data in the Training environment before production use.
August 2024
- Fall 2024 CDE Roadshow Announcement
- CALPADS Communications and Flashes
- EL Status for TK students was expected to be TBD. See the TK Guidance Letter and AB 2268.
- The CALPADS reporting-period block was expected to be updated to the October 2, 2024 date after rollover.
- Users were advised to review new DRDP grade requirements.
For current recurring beginning-of-year responsibilities, use SEDS Coordinator Focus by Month and the current rollover guides.
July 2024
Nonparticipation Reason [24] Withdrawal was retired at the end of June 2024.
The following Nonparticipation Reasons were added:
- [27] Not Eligible, No Parental Consent for Initial Provision of Eligibility
- [28] Not Eligible, Written Revocation
- [29] Eligible, Cessation of Services
- [30] No Longer Eligible
Special Ed. Data Reporting Timeline
California special education reporting has moved through three distinct models: SELPA-submitted offline CASEMIS files, LEA-submitted CALPADS SPED and SSRV transactions, and the current SWDS, MEET, PLAN, and SERV transaction model. Understanding these changes helps explain why SIRAS contains both Current data and dated archived reporting records.
Why Census Day Search and Store began
Under the former offline CASEMIS process, the data in a live special education data system continued to change after Census Day. To preserve what the system showed on the reporting date, an LEA needed to export the data on Census Day and store that file separately. The saved file could then be used later to reproduce reports, research discrepancies, and document the population that had been represented at that time.
SIRAS supported this history by storing full, unduplicated CASEMIS extracts on the MIS Summary beginning around 2010. That practice was the origin of the archived MIS records that remain visible in SIRAS.
| Reporting period | Reporting model and significance |
|---|---|
| Before July 1, 2019 |
Offline CASEMIS reporting by SELPA Special education data was reported through CASEMIS files commonly identified as tableA.csv and tableB.csv. LEAs supplied data through their local special education data systems, and the SELPA compiled and uploaded the reporting files to CDE. Because the state reporting process depended on a file representing a particular reporting date, locally saving the Census Day data was essential for reproducing reports after the live student records changed. |
| July 1, 2019–June 30, 2023 |
CASEMIS data moved into CALPADS as SPED and SSRV Beginning with the 2019–20 reporting year, individual LEAs reported special education data directly to CALPADS. The former CASEMIS student and service information was submitted as SPED and SSRV records. This introduced a transactional reporting model. Rather than submitting only one unduplicated record for each student at a reporting point, LEAs reported dated events and changes occurring throughout the academic year. CALPADS retained the posted history and generated the official certification reports. |
| July 1, 2023–Current |
CALPADS Special Education Data Redesign The SPED and SSRV record types were retired from active reporting and preserved in CALPADS as read-only historical records. They were replaced by four transaction types:
The current model separates eligibility and participation status, meeting activity, plan information, and services into their own dated transaction histories. |
How the reporting model affects SIRAS records
SIRAS maintains two main related views of a student SPED information:
- Current data represents the information on the surface of the MIS Summary page, the source of what is seen in the IEP manager. It effectively is the resultant state of the next applicable reporting transaction.
- Archived reporting transactions preserve the dated SWDS, MEET, PLAN, and SERV history that was or will be submitted to CALPADS.
A Current-field correction does not necessarily change a previously created reporting transaction. Likewise, a historical archive may need correction without changing what is currently true for the student. See Understanding Archived Transcations.
Why Search and Store is still useful
CALPADS certification reports are now the official source for certified state counts, and CALPADS retains the posted transaction history. However, a SIRAS Census Day or June 30 export still provides useful local evidence because it can include information that is not reported to CALPADS, such as:
- Case Manager and provider assignments;
- local caseload groupings;
- SIRAS Current status and workflow information;
- local fields used for district or SELPA analysis; and
- the exact Current-data view available to the LEA on the date of the export.
The saved export can help answer questions such as whether the SIRAS Current population on Census Day later reconciled with the certified CALPADS 16.xx population and, when it did not, which records account for the difference.
For the current export procedure, secure-storage requirements, and file-naming guidance, see Census Day Search and Store.
CASEMIS, tableA.csv, tableB.csv, SPED, and SSRV are retained here to explain the reporting history. Current reporting uses SWDS, MEET, PLAN, and SERV. Use the current SIRAS procedural articles and current CDE CALPADS documentation when completing reporting work today.
- CDE CALPADS–CASEMIS Integration resources — documents retained from the CASEMIS-to-CALPADS transition
- CASEMIS Compliance Searches — legacy data-cleanup reference retained for historical context
Terminology and procedures in these legacy resources may no longer apply to current CALPADS reporting.
