UPDATE: In Dec. 2024 Annual Determination Letters went out to Directors, the deadline for reporting updated data to CALPADS was January 24, 2025.

 

Text of letter is at bottom of this page:

 

ADL is basically a window during the year where CDE pays close attention to what records are overdue, or were done late.

They encourage districts to review data closely and fix what they can.

 

So what can be done during that time?

Basically we keep up with the data monitoring tasks of finding records that were done late and documenting the meeting delay reason if not late without cause.
Or locating meetings that could be late, and reaching out to staff to see if they have the meeting on their radars.

 

For the Dec. 2024 ADL session, the advice was to keep running your 16.21 overdue reports as of 12/13/2024.

If it is still prior to 1/24/2025, then this advice is still active.

Otherwise if you are looking at this after the fact, you can run 16.21 as of today as normal.

 

Things to look for:

 

• Students that appear on the 16.21 that had their most recent meeting held late, have a valid meeting delay reason in place in SIRAS that is also seen in the MEET record in CALPADS.
• Students that appear on the 16.21 that appear to be overdue for a plan review and/or triennial, and are currently overdue, and a meeting is in progress, (slide 13 here) get a pending meeting with a meeting delay reason in place.
• Students that appear on the 16.21 that appear to be overdue but have a meeting already held on time (or late), but the meeting can't be closed yet, get a meeting in progress archive (slide 15 here) created to report a meeting in progress record.
• Students that appear on the 16.21 that appear to be overdue and the most recent meeting was reported on time, look for missing previous meeting record in CALPADS and seek support from support@sirassystems.com to report the historical meeting from the past. Once the historical meeting is reported the current meeting will no longer look like it was held late.
• Getting ahead of overdues!   See help here for 'overdue as of'.

 

Watch this CDE video to show the process of using 16.21 to combine two excel sheets into one by virtue of keeping matching ID and removing non matching.

Key point is we are filtering on 'overdue plan review' and 'overdue reevaluation'

 

Scroll further for

 

• Looking for Initial evaluations that missed the 60 day timeline?
• Looking for Part C to Part B transitions that missed the 3rd birthday timeline?
• If you are looking for students flagged as missing the 'Tran Reg' indicators?

 

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Looking for Initial evaluations that missed the 60 day timeline?

Looking for Part C to Part B transitions that missed the 3rd birthday timeline?
 

 

Go to /Reporting/Student Lists/Predefined Lists

Open up 'Compliance Concerns/Overdues'

Look for the DINC2 and DINC3 buttons

 

 

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If you are looking for students flagged as missing the 'Tran Reg' indicators, use this query below:

 

 

 

 

 

 

Click Search To List

Add TRAN_REG1 to the list

Sort by TRAN_REG1

When the blanks come up to the top, these are the records that are probably triggering the warning in the ADR letter.

You will have to determine if the latest archive is missing known data at the time that can be fixed and resent.

If the indicators were not known at that time we may need to resend the archive after filling them all out as N in SIRAS and resending the archive.

Or if there was another amendment later that wasn't sent but did have the data, we can send that.

You will have to look at each case individually to determine the best course of action.

 

Contact support@sirassystems.com if you have questions.

 

 

 

 

 

Then find the same plan effective date in CALPADS

You can see this is the last plan on file that does not have the trans reg indicators.

Was this plan on a date the student was 16?

If so:

If they were known at the time, we can fill them out as appropriate and resend the archive.

If they were not known at the time, we can fill them out as all N or NA for 8 and resend the plan.

 

If the student turned 16 after the plan effective date on file in CALPADS.

Then we need to create a new plan as of the students 16th bday (assuming enrolled on that date)

The plan we send needs to contain all N/NA if post secondary wasn't known at the time the plan is effective as of.

Or we create an archive that has the known tran. reg. answers at the time.

The idea here is to not have 'Not Applicable' in CALPADS in the last plan that is in place.

Not Applicable means no Tran. Reg. answers of Y or N were filled in.

The error is that they are blank.

Further if they were N, then we need staff to get them filled out in an amendment and then reported.

 

 

 

 

 

TEXT OF DEC. 2024 ANNUAL DETERMINATION LETTER

 

 

December 6, 2024

 

Dear Director,

 

As a part of a data quality improvement effort, the Sped Data Support Team spent some time running data quality checks on Fall 1 California Longitudinal Pupil Achievement Data System (CALPADS) data (as of November 30, 2024) to ensure CALPADS validations were working as designed. During this process, we uncovered anomalies in some student records that may impact your Fall 1 Special Education snapshot reports, State Performance Plan Indicators, and Annual Determination Letter.

 

The following link contains a list of SSIDs by SELPA and local educational area, the associated anomalies we found, and corrective actions you should take to resolve the errors. 

 

<CDE Box Link>

 

Once you have downloaded and opened the Excel file, please select the appropriate tab/sheet for your SELPA from the available tabs at the bottom of the workbook. You may scroll left or right using the navigation tools at the bottom of the workbook. Furthermore, we recommend reviewing and correcting the data by December 13, 2024.

 

The items listed below can have an impact on State Performance Plan Indicator Disproportionality calculations and Annual Determination Letters, so we recommend resolving them in the following order of importance:

 

• Priority 1 – Inaccurate or invalid District of Special Education Accountability. Please review Validation Numbers 10, 11, 16, 17, 18 in column A.
• Priority 2 – ‘Pending as of’ MEET records that may identify a student as non-compliant for overdue plan reviews or reevaluations. Please review Validation Number 22 in column A.

We recommend reviewing and correcting the remaining validations prior to SELPA-approval by the end of the amendment window, January 24, 2025. 

 

If you have any questions about any of these anomalies, please feel free to reach out to the Sped Data Support Team at speddatasupport@cde.ca.gov.

 

Thank you,

 

SPED Data Support Team