The original term for what we now know as a 'plan adoption' was 'baseline', but here is an attempt to give context for understanding the concept.

 

The plan adoption concept

Think of students eligible and participating as in orbit, the students story like a ship approaching.

Eligible not participating are docked on the surface.
Not eligible or eligible not enrolled are in storage.

 

An initial evaluation can launch a story into orbit of participation on a plan.

An initial evaluation can determine a plan that is never implemented (declining FAPE)

An initial evaluation can go straight to storage with a DNQ, did not qualify

 

A triennial can return an orbiting participation ship to storage, no longer eligible

 

An orbiting participation ship can get docked to non participation thru cessation of services.

 

Any time a new/returning eligible student arrives, we need to manage the incoming story or ship if you will.

Will the student enroll in public and start to participate or not?

 

Once we know the incoming story, we can know if the ship needs to stay in orbit (active), be docked (eligible and pending/not participating)  for the time being or go to storage (inactive).

 

If there is chance the eligible student may participate at some point, it is upon the LEA to inform CDE that they have met their child find requirement.

That being acknowledging their responsibility for the child with disability.

Sending the plan adoption is how the district says to CALPADS/CDE 'Hey, we know they are here and we are taking care of them.'

This may in real life imply immediate participation, or delayed participation.
But the point is the district knows the student has the eligibility and is taking action locally to meet that need.

 

If the district is informed that participation or eligibility is stopping upon arrival, the district can report that change.

If 'stopping' is holding off on participation until an evaluation or assessment is done and we believe participation will start after the meeting.

In this case we would send plan adoption as of district enrollment date, the SWDS status of 1 in CALPADS remains accurate.

 

If the record is not coming from a SIRAS district or is returning from an absence, it is critical to update the MIS page with all known information.

If there is no paperwork, then check CALPADS!

 

Plan adoption centers around the concept of Child Find. Click HERE for more information about Child Find.

 

Align SIRAS District Enrollment date with the enrollment start date in CALPADS.

 

If student won't start participating yet, that is ok.

We need the plan adoption to align with the district enrollment date in CALPADS.

It is an acknowledgment of the district knowing it is responsible for the overall Plan.

The easiest way is to use the archive for reporting button once the MIS summary page has the correct recent district enrollment date and the incoming plan elements have been verified on the MIS summary page.

 

If staff want to open a 30 day review as a plan adoption, that meeting will also create that archive once the meeting is closed.

 

For almost all cases of students new (even returning) to your district, SIRAS protocol is to capture an arrival transaction. (Reported or not, this transaction is useful in error resolution later, if needed.)

• If student arrives eligible and participating (SWDS 1 in CALPADS) and started participating immediately, this is a standard plan adoption as of district enrollment date.
• If student arrives eligible and participating (SWDS 1 in CALPADS), but then immediately stops services or revokes eligibility, this becomes our arrival transaction by making the record inactive as cessation of services or withdrawal by revoking eligibility.
• If student arrives eligible and not participating (SWDS 2 in CALPADS), contact IEP team to find out:
  • If there is intent to participate immediately, if so archive a plan adoption type arrival transaction. The plan adoption archive can be used to send the plan adoption and then re-used to send the SWDS 1, effective as of the district enrollment date.
  • If there is possible intent to participate after an assessment or meeting, archive an arrival transaction by making the record inactive in the way that CALPADS already has them as not participating. Use the Archive for reporting button to create that non participation reason in SIRAS. Then set that archive to be 'Complete' as we don't need to report it to CALPADS. Then change the current record from Inactive to Pending but do not remove the inactive reason yet. That archive will then allow a meeting to be created in the IEP manager.
  • If during the course of the meeting the student will start to participate, make sure to make the record active prior to closing the meeting, this will ensure when the meeting is closed the archive the meeting creates will contain a SWDS 1.
  • If the student will not resume participation, leave the record pending with the inactive non participation reason in place, that way when the meeting is closed, SIRAS will know to report a MEET Only since we know the plan will not be implemented.
• If the student arrives eligible for IEP (SWDS 1 in CALPADS) but will start on ISP immediately, we keep the plan type IEP in SIRAS but use the 'plan type is changing' option when archiving the plan adoption. Then staff change the plan type during the meeting to address the new plan and the plan from that meeting reports the new plan on that new plan type.
• If the student arrives eligible for ISP but will start on IEP immediately, we keep the plan type ISP in SIRAS but use the 'plan type is changing' option when archiving the plan adoption. Then staff change the plan type during the meeting to address the new plan and the plan from that meeting reports the new plan on that new plan type.

For students in private school, here is the CALPADS data for students with disabilities CDE PPT for reference.

 

Per EDC 49068 the previous school needs to transfer to the current school (in your district) at least a copy of their records, including IEP documentation.

If the student's IEP is based in CA, then the most recent IEP plan that the student has in theory should already posted in CALPADS so if they are not coming from a SIRAS district, you can complete the MIS Summary page from SWDS, MEET, PLAN & SERV records posted by the previous district.

If the student's IEP was not based in CA, (and CALPADS has no data at all) then this is when we use SELPA_FROM = Out of State.  That indicator tells SIRAS to send more information than would normally be reported in plan adoption archive.

 

If your district has more than 40 incoming students from next year's districts that all need plan adoptions, SIRAS can batch archive them for you.

Email support@sirassystems.com

 

Requirements for batch archive of incoming students:

• Leave the incoming record active status as Pending, SIRAS will set it to Active.
• Fill in the district enrollment date, aka first day of school when they start to participate
• Fill in the school type and school attending
• All records to be batch archived must have the same district enrollment date
• (Filling in providers, optional but useful)
• If developmental delay is the disability, source for quote below.

 

For purposes of CALPADS reporting, when a student with disabilities transfers into a California public school from another state with a primary disability of “Developmental Delay”, which Disability Category should be used when submitting their baseline IEP record in lieu of “Developmental Delay” which is not an eligibility category in California?:  "For purposes of uploading a baseline record in CALPADS, for students who are between the ages of three and five (inclusive) who transfer from another state with a primary disability of “Developmental Delay”, LEAs may use Disability Category 281 – Established Medical Disability as their primary disability when creating the baseline record. For students who are greater than age five, LEAs may use Disability Category 280 – Other Health Impairment. Once the baseline record has been submitted the student’s primary disability can be amended, as appropriate."

 

Procedure for individually archiving a plan adoption of incoming student:

• Confirm student is eligible and there is no intent of parents to stop service or withdraw.
• Leave the incoming record active status as Pending, SIRAS will set it to Active.
• Fill in the district enrollment date in alignment with the recent district enrollment date in CALPADS.
• Fill in the school type, school attending, grade & providers
• Update MIS Summary page to have the latest 'plan' information. EX, new last IEP date? new last EVAL date?  new services?
• Click the archive for reporting button

 

 

 

 

 

 

 

Before we archive:

Confirm the district enrollment date is equal to the CALPADS district enrollment date.
If the enrollment date does not exist in CALPADS, this will result in a GERR0005, once CALPADS has the enrollment, remove the GERR0005 and send data again.

If the enrollment date in SIRAS is before the actual district enrollment start date, this will result in a GERR0005 so we need to fix the district enrollment date in SIRAS current data and the plan adoption archive to address this error.

 

 

 

 

How to archive:

Click on the Archive for reporting button

 

There are two optional tools for non standard adoptions.

 

• Plan Type (IEP/ISP) will be changing at the next meeting.

        Do not change plan type on MIS page, just use this checkbox upon arrival.
        Then change plan type during the plan review to follow.

 

• CALPADS currently has SWDS status 3-Eligible and Not Enrolled. Report SWDS status 1-Eligible and Participating.

        Student is listed in CALPADS as SWDS 3 but there is no SWDS 3 archive in SIRAS. Use this indicator to tell SIRAS to also send SWDS 1 upon restarting participation at your district.

 

 

 

 

 

 

 

Once the archived transaction is created, it is automatically set to send to CALPADS. This is what report status 'pending' (blue) means in the archive menu.

This type of archive will send PLAN and SERV records with a plan effective date equal to the district enrollment date which set the report event date of the archived transaction.

 

If this student was 'eligible not participating' or 'eligible not enrolled' in CALPADS upon arrival and they now are starting to participate again.

After this plan adoption archive is reported to CALPADS, we can open it back up and set the report status to SWDS Only and this same archive will send a SWDS = 1 record with the SWDS effective as of date equal to the district enrollment date.