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SIRAS data research protocol suggests each SIRAS LEA do monthly downloads of SIRAS current data.
Some LEAs may opt for quarterly extracts.
But minimally all LEAs should do the Fall 1 Census day extract from their SEDS System like SIRAS on the actual Fall 1 census date.
This is the first Wednesday of October. We also suggest grabbing a copy of the data as of 6/30, the last day of the academic
What is the census day search and store?
Well, it means that on the census date, in October each year, someone from the LEA needs to go to the /tools/data export/predefined export area of SIRAS and grab a copy of the active/pending current data. The securely store it locally to be used later.
But why does this need to be done?
The reasoning behind this stems back from CASEMIS days when this was the only way to have a reliable way to have this data being reported on by CDE in the offline CASEMIS program, was to extract this data from your SEDS System at the time and store this file separately from live data.
Having a copy of this Fall 1 snapshot would allow the LEA to run reports on the offline data at a later time.
What actually is being exported?
SIRAS had ability going back to 2010 to store full un-duplicated CASEMIS extracts within SIRAS on the MIS summary page. That is the origin of the MIS page archives.
But when SPED data migrated from CASEMIS to CALPADS in Fall of 2019, the data reporting transitioned to a transactional method.
So instead of having 1 single copy of a record per student, CALPADS requires all transactions happening during the given academic year to be reported in real time.
Now that we have CALPADS, it stores our census data so the question of 'how many active students do we have on 'Fall 1' any given year now needs to be tracked your LEAs CALPADS 16. reports.
So if the 'data' is stored in CALPADS why do we still do this in the SEDS today?
One can use the 16.14 report from CALPADS to run all sorts of 'historical' reports in Excel.
Yes this is true and typically LEAs will use the 16. reports in CALPADS for reports.
But the 16. reports don't have your case manager caseloads and other important data points that aren't reported to CALPADS.
It is a good way to guage how a districts data monitoring is going.
Does the active count from SIRAS match the certified 16.14 report months later?
- If not, why?
- If it does, great job!!!
So yes, set your calendar, don't forget to do this.
On the first Wednesday in October of each year, login to SIRAS, and take the 3 minutes it takes to do this for your district. If you are not sure what to do with the file immediately, SIRAS will store the file, but you will want to contact your local district IT department about where you would securely store these files for later local reference. This file should not be emailed!
Steps to create the files needed:
Login to SIRAS
If you are SELPA, be sure you are at SELPA level.
If you are District, be sure you are at District level
If you are Site, your District person should be storing this data but you can too!
Adjust your search to be
- Fall 1 active status = Active/Pending
- EOY 4 active status = Active/Eligible
Search to list if it isn't already your found set
(PS, you can include active/pending, but if you later use the file to report, you must remember to filter out active status = pending!)
Go to the /tools/data export area of SIRAS Under the export presets
Click the Student Data export preset
Choose your export preference of Code and Label, or Label and Code
Add the prefix of F24_ or 20241002_ or something to remind you this is a census day file and what census date it is being used for.
EOY 4 2025 = E25_ or 20250630_
Fall 1 2025 = F25 or 20251003_
Click Start Process - Generate Export
