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Home > Support Center > Support Center - Administrators > Data Monitoring > Data Monitoring Checklist
Data Monitoring Checklist
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Joe Masinter
Sep 10, 2024
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  •   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 on Padlet.
  • 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
    • 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 > 3rd 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.
  • Quarterly
  • Yearly
  • Private school follow-ups for eligible students not on ISP.
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