Important terms of communication regarding SWDS, student with disability(ies) and participation statuses.

 

Eligibility:  Is the student eligible for IEP/IFSP or not eligible for IEP/IFSP.

Participating:  If eligible, are they participating with services or not? Participating or Not Participating

The date that something is determined or changes: 
 

Initial evaluations:

This meeting type will always result in the establishing of a student with disabilities status record and a meeting record.

Depending upon if the student is determined eligible will determine if also if the IEP manager event in SIRAS will report an IEP/IFSP/ISP plan and the associated services.

 

If an eligibility is determined during an initial evaluation as of a specific meeting date, but there isn't agreement, or lack agreement formally determined until much later, waiting for that unknown 'date of known agreement status' that may never result in an agreement isn't optimal for reporting data on initial evaluations.  In these cases the special education status effective date should align with the primary meeting date, even if there were several continued meetings in attempting to get closure on the IEP documentation.

 

If the eligibility or participation status changes, we need to know upon what date this effectively takes place.

The context of the change is also important.

 

Meetings where participation or eligibility status is determined, should automatically capture the date of effect. (assuming meeting isn't reactivated, fixed and saved again).

In situations where a change of eligibility or participation status is initiated by parent/guardian, then SIRAS staff need to clearly document this to ensure all district procedures are followed. If you have any questions on this email [email protected]

 

Counts of students with disability status, meetings, plans must be confirmed (reported to CALPADS) by each reporting LEA (your district) twice a year. SELPA assists LEAs with resources and knowledge to this end.This is Fall 1 and EOY4 within many other counts your SIS coordinator will be dealing with. But SEDS coordinators need to work with SIS coordinators. SIS coordinators also need to work with SEDS coordinators to know when all SEDS data has been reported to CALPADS. To then pick your snapshot for LEA Approve, after all SIRAS data has been sent for the year.

 

During the course of a school year, students will arrive and students will leave.
During the course of a school year, students will have meetings like initial evaluation, plan review or reevaluation. These meetings will report a MEET meeting record, and a PLAN plan record along with the services in the SERV file.
During the course of a school year, staff will hold IEP Manager events like 30 day review, other reviews, interim placement amendment.  These are all amendments to a plan so they will only send PLAN and SERV service records to CALPADS when the meeting is closed.

During the course of a school year there will be students whose eligibility or participation status will change.

When either does change, we mark the date of when it happened or when it is effective as of.

 

• If the eligibility change comes thru an agreed to IEP within Siras, this is automatically reported.
• If the eligiblilty change comes thru parental contact, staff document the request and make the record inactive in SIRAS. Once the change is made, it can be archived for Siras to automatically report the change.
• If the participation change comes thru an agreed to IEP within Siras, this is automatically reported.
• If the participation change comes thru parental contact, staff document the request and make the record inactive or active in SIRAS. Once the change is made, it can be archived for Siras to automatically report the change.

 

IEP Manager events include:
* Amendment - for use in an interim placement
* Amendment - for use with adopting an IEP as is, no changes (Ex. 30 day type 1)
* Amendment - for use with adopting an IEP with some changes (Ex. Other Review)
* Plan Review - when a 30 day review does not adopt the incoming plan
* Plan Review - the annual IEP
* Reevaluation - the triennial IEP (and plan review combined)
* Initial Evaluation - (part C, part B and part C to B)

 

Acronyms and context:
SWDS: Student with disability status file
MEET: Meeting file
PLAN: IEP/ISP/IFSP Plan file
SERV: Service file

If you have any comments, questions or concerns about the information you find here, please don t hesitate to email [email protected]. We appreciate any and all feedback as that is how we make our program better and better.

If this is all new to you and you have not been trained in any of this but this is what you are being asked to do, please email [email protected] directly to set up and apt. for a one on one crash course in Siras SPED reporting.