What Do You Need to Capture?

Before You Begin

• Confirm whether the export is intended to represent the district or another approved organizational scope.
• Switch to the correct organizational level in SIRAS.
• Review new, returning, leaving, and non-participating records for the measurement date.
• Confirm the person creating the export can see the full intended population.
• Identify the secure storage location and the staff member responsible for retaining the file.
• Record the search criteria used to create the Found Set.

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Fall 1 Census Day Procedure

1. Confirm the SIRAS scope

Sign in on the actual Census Day and confirm you are working at the organizational level the export is meant to represent.

2. Build the Current-data Found Set

For the Fall 1 Search and Store working population, search Active Status = Active / Pending, then display the result as a Student List.

Use the intended Active/Pending Current-data population for the point-in-time export.

3. Open Data Export

Go to Tools → Data Export.

Open Data Export from the Tools menu.

4. Select Student Data

Under Export Presets, select Student Data.

Use the Student Data preset for the point-in-time Current-data extract.

5. Review the export options

• Select the preferred coded-value format, such as Code and Label or Label and Code.
• Use the same coded-value convention for recurring snapshots when possible.
• Add a filename prefix that identifies the exact date and purpose.
• Select Start Process – Generate Export.

Identify the date/purpose in the file name before generating the export.

6. Confirm the export completed

Wait for SIRAS to confirm that the export completed.

7. Download and securely store the file

Open My Finished Exports, select Download, and save the file immediately to the approved secure location.

Download the completed export promptly when it needs to be retained.

Finished exports can be removed from the SIRAS export area after a limited period. Do not rely on that area as the long-term archive.

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June 30 EOY Reference Procedure

1. Complete the Current-status and population review in Preparing for EOY in SIRAS.
2. Use the LEA's documented June 30 search criteria.
3. Follow the same Tools → Data Export → Student Data workflow shown above.
4. Use 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.

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Optional Monthly or Quarterly Snapshots

Some LEAs also preserve selected Current-data exports for staffing, caseload, trend, or audit analysis. Use the same process and document the exact date and population definition.

For the annual planning context and suggested local snapshot dates, see SEDS Coordinator Annual Planning Guide.

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Name, Store, and Document the File

Recommended naming pattern:
YYYYMMDD_Purpose_Organization_ExportName

Example:
20261007_Fall1_DistrictName_StudentData.xlsx

Store with the file:

• date and time created;
• district/organizational 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.

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How to Use the File Later

• Compare the saved SIRAS Current population with the applicable CALPADS certification/monitoring population.
• Research why a student appeared in SIRAS but not CALPADS, or vice versa.
• Analyze local caseload, provider, school, or program information not present in the CALPADS report.
• Document the condition of Current data on the measurement date.
• Support local monitoring and audit research.

Return to LEA Data Monitoring Tasks

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