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 previous SIRAS districts that all need plan adoptions, SIRAS can batch archive them for you.

Email [email protected]

 

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, see this page.

 

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

 

 

 

 

 

 

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.