Data Monitoring Checklist

Brian Marcontell

Nov 18, 2024

311

Sending Data:
- If we have 0 CALPADS IVR Errors in SIRAS and there are a significant amount of pending records waiting to be sent, then we should send data from Siras to CALPADS (CALPADS Reporting tab).
- When and how often your district sends data is a local decision but CDE and Siras both suggest minimally sending data at least once a month.
- Email [email protected] for further information.
Calendar Events
- Send Data minimally monthly, adding a calendar event can help remind about the task.
- Run SSID extracts monthly to look for foundlings, calendar it.
- Review DRDP Not started or incomplete each week. Goal is to have no records on this list.
- Run DRDP Incomplete reports and send reminders second week week of Oct. and April.
- Run DRDP Incomplete reports and send reminders first week of Nov. and May.
- When staff complete DRDP data entry and validate with no errors, that removes the entry from the incomplete list.
- Making record inactive if they were not enrolled during DRDP rating window will remove entry from the DRDP incomplete list.
- Updating district enrollment date to show they enrolled after deadline, will remove entry from the incomplete list.
- Remind staff. DRDP help
Daily

Review homepage notifications
Upcoming Annuals/Tris (Yellow)- schedule meetings/remind staff
Overdue Annuals/Tris (Red)- schedule meetings/remind staff
Review records with pending status (usually recent transfers)- check to see if they enrolled before activating the record. See help on padlet
Review SIRAS Errors/Warnings until resolved/before sending more data to CALPADS. See error help on SIRAS 4 CALPADS Padlet
Review Transfer requests. Once enrollment is confirmed, send the record. See help.
Review Caseload Assignment requests. See help
Review User transfer requests. See help
Review incoming messages.
Review SIS bridge report. Either a report to your email daily or in SIRAS Tools/Site Admin/Scheduled task logs.
During certification season, review CALPADS Certification Errors/Warnings until resolved/before sending more data to CALPADS.

Weekly

Attend CALPADS Trainings (check CALPADS trainings/register/add to calendar)
Attend SELPA Trainings (check SELPA events/register as needed/add to calendar)
Attend SIRAS and CDE Office Hours (check SEDS Office Hour Links/add to calendar)
If 0 Errors/Warnings in SIRAS, send data from Siras to CALPADS (CALPADS Reporting tab). See help page
Review 16.21 report from CALPADS for students to find students listed outside of your district or SELPA, they will need plan adoptions if starting to participate.
Review open meetings/resolve & finalize IEPs in SIRAS (all open meetings on/before reporting date- Census Day or 6/30)
Locate students without a case manager in SIRAS by searching case manager =blank. See helpsheet. Assign a case manager to each active student.
Homepage notification or Student Lists/Predefined/New referral list, check on SSID in your SIS and archive records with parent consent. see helpsheet on Padlet and ppt on padlet
Beginning Nov 15 and May 1, review DRDP Not started or incomplete, note progress from DRDP eligible
2 weeks prior to SIRAS DRDP deadline, remind staff

Monthly
- See SPED Focus by Month for reminders.
- Review Delay reasons using Predefined Lists (SIRAS)- if reasons are wrong, change data on current MIS and associated archives. See help on padlet
  - Previously overdue IEP (for delay reason verification See help sheet for definitions)
  - Previously overdue EVAL (for delay reason verification)
  - DINC 2 Initial Eval > 60 days (review delay reasons)
  - DINC 3 Initial Eval > 3^rd bday (review delay reasons)
- Beginning Sept 1 and Feb 1, Review DRDP Eligible list, have preschool staff confirm that students are attending services
- Beginning Sept 1 and Feb 1, send message to preschool staff about DRDP deadlines, note DRDP eligible for your records
- Ensure all discipline, including NPS has been entered into your SIS. See CALPADS resources
- Review CALPADS Queries in Siras
  - Inactive records requiring archive
  - Reportable data changed
  - Plan adoption required
- Review Compliance concerns in Siras
  - Delay reason required
  - Trans. Indicators req. and blank
  - Any transition indicator = N
  - KDG requiring updated program setting
  - No Case Manager/ upcoming overdue.
  - Max age exit required
- Review Predefined Lists
  - Reportable Exits (Review Archived Reporting Status)
- Review Statistical reports. See help on padlet
  - Print Indicator reports. Share with your director.
- Review DSEA lists
  - Review Sending vs Receiving in Siras (see padlet helpsheet)
  - Compare to CALPADS DSEA extracts
- Preparing for PSTS (next year)
  - Add exit information of completers
  - Add exit information for max. age (found in predefined query)

- Print Out of home care lists from SIRAS, save for your director in July. See help sheet on padlet.
- Who is collecting Work-based learning (WBLR) data? Will be reported EOY.
- Meet with your local data team. Discuss deadlines, current challenges, plans.
- Meet with your director to review overdues, process, request assistance with follow up.
- Find out upcoming certification deadlines, DRDP deadlines, internal deadlines.
- Data Monitoring Task: Pending referral list
- Data Monitoring Task: Special Ed. Program Data list
- Data Monitoring Task: School and District Data list
- Data Monitoring Task: Special Ed. INF/PRS Program Data list

Quarterly
- Upload CALPADS reports to Improvement Data Center at www.systemimprovement.org for quarterly analysis.
- LEA Data drilldown help sheet
- How to upload CALPADS reports help sheet
Yearly

Private school follow-ups for eligible students not on ISP.