Census Day Search and Store

When to Create an Export

• Fall 1: Create the export on the actual Fall 1 Census Day—the first Wednesday in October.
• End of Year: Create a June 30 reference export after the district has reviewed the Current population for that date.
• Optional local monitoring: Some organizations also save monthly or quarterly exports for trend and caseload analysis.

For the complete reporting workflows, see Preparing for Fall 1 Census Day and Preparing for EOY in SIRAS.

Before You Begin

1. Confirm whether the export should represent the district or the entire SELPA.
2. Switch to the correct organizational level in SIRAS.
3. Confirm that new, returning, leaving, and non-participating records have been reviewed for the reporting date.
4. Confirm that the person completing the export has access to the full intended population.
5. Identify the secure storage location and the staff member responsible for retaining the file.

Fall 1 Census Day Procedure

2. Build the Current-data found set

Search for Active Status = Active/Pending, then display the results as a student list.

For Fall 1 Search and Store, select Active / Pending.

Pending records require separate review.
Including Pending records preserves the full Current view used for research, but Pending does not automatically mean the student belongs in the Fall 1 eligible-and-participating population. Filter and investigate Pending records when comparing the export with CALPADS.

3. Open Data Export

From the SIRAS menu, go to Tools > Data Export.

4. Select the Student Data preset

Under Export Presets, select Student Data.

5. Review the export options

1. Select the preferred coded-value format, such as Code and Label or Label and Code.
2. Confirm that the file format is appropriate for local use. The Student Data preset commonly produces an Excel file.
3. Add a filename prefix that identifies the exact date and purpose.
4. Select Start Process – Generate Export.

The screenshot shows a sample Training Server export. Use the current reporting date and your organization's naming convention.

6. Confirm that the export completed

Wait for the message confirming that the export was completed and saved to attachments.

7. Download and securely store the file

Locate the completed export under My Finished Exports, select Download, and save the file immediately in the approved secure location.

Completed files may be removed from the SIRAS finished-export area after a limited period. Download the file promptly when it must be retained.

June 30 EOY Reference Procedure

1. Complete the Current-status and population review described in Preparing for EOY in SIRAS.
2. Use the district's documented June 30 search criteria and display the intended Current population.
3. Follow the same Data Export workflow shown above.
4. Export the Student Data preset using the same coded-value convention used for other saved extracts.
5. Name the file with the exact date and EOY purpose, such as 20270630_EOY_.
6. Download and store the file securely with the search criteria and owner documented.

The June 30 file is a Current-data reference. EOY reporting is cumulative and depends on the full CALPADS transaction history for July 1 through June 30; the export is not a complete substitute for that history.

Name, Store, and Document the File

Store the following information with the file:

• date and time created;
• district or SELPA level;
• search criteria;
• export preset and coded-value preference;
• name or role of the person who created it; and
• known exceptions or unresolved records at the time of export.

How to Use the File Later

• Compare the Fall 1 Current-data estimate with the applicable CALPADS 16.xx certification population.
• Research why a student appeared in SIRAS but not CALPADS, or vice versa.
• Analyze local caseload, provider, school, or program information not included in CALPADS reports.
• Document the condition of Current data on the reporting date.
• Support local monitoring and audit research.

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