Data Monitoring Tasks: Preventive and Corrective Review
Aug 06, 2026
Data Monitoring Tasks: Preventive and Corrective Review
This is the recurring operational checklist for SEDS Coordinators and other staff responsible for maintaining SIRAS, meeting timelines, and CALPADS data.
Use Data Monitoring Investigation Guide when a listed record needs research. Use SEDS Coordinator Annual Planning Guide for seasonal priorities.
Monitoring should prevent problems—not only find them afterward.
Review upcoming meetings and future as-of projections before reviewing current and previously overdue records. Assign an owner and recurring calendar reminder for every task that applies locally.
Review upcoming meetings and future as-of projections before reviewing current and previously overdue records. Assign an owner and recurring calendar reminder for every task that applies locally.
Contents
| Preventive Compliance Monitoring | Daily and Notification-Driven Tasks |
| Weekly Tasks | Monthly Tasks |
| Quarterly Tasks | Seasonal and Annual Tasks |
| Completion Standards and Escalation |
Preventive Compliance Monitoring
Use Compliance Monitoring: Upcoming, Overdue & As-Of Meeting Projections as the central meeting-timeline procedure.
| Review | Recommended frequency | Purpose |
|---|---|---|
| Upcoming Next Annual/Triennial | Weekly for responsible staff | Identify nearly due meetings early enough to schedule, prepare, and assign responsibility. |
| Overdue-As-Of projection | Monthly and before major dates | Estimate how many meetings will be due or overdue as of month-end, Census Day, a school break, or June 30. |
| Currently overdue | At least weekly | Identify meetings requiring immediate follow-up, finalization, pending/in-progress reporting, or escalation. |
| Previously overdue | Monthly and during certification | Verify meeting reporting, delay reasons, and historical accuracy. |
Daily and Notification-Driven Tasks
- Review SIRAS Home notifications, messages, transfer requests, caseload-assignment requests, and user-transfer requests.
- Review new or returning students who may require onboarding, transfer acceptance, or Plan Adoption. See New or Returning Students.
- Review students reported as leaving, no longer enrolled, or no longer participating. See When Students Leave, Stop Participating, or Become Inactive.
- Review posted SIRAS validation errors and CALPADS IVRs. Do not clear an imported error until its cause has been corrected.
- Review SIS integration or scheduled-task logs at the frequency required by the district's integration plan.
- Follow urgent upcoming or overdue meeting notifications with the responsible staff.
Weekly Tasks
- Run Upcoming Next Annual/Triennial and distribute or review the results with responsible staff.
- Review open meetings and follow up on events that should be finalized, closed, reported as Meeting In Progress, or reported as Pending As Of.
- Review currently overdue Annual, Triennial, and Initial Evaluation concerns.
- Review the New Referral list for missing SSIDs, Parent Consent Dates, and Pending As Of reporting needs.
- Identify Active students without a Case Manager or required provider assignment.
- Review Degree of Support, transition, program-setting, or service concerns that require staff action.
- Compare recently enrolled SWDS records with SIRAS to identify students who have not been onboarded.
- Review incoming and transfer activity to confirm that enrollment and participation decisions have been completed.
Monthly Tasks
- Run an Overdue-As-Of projection for the next locally important date and review workload by Case Manager or school.
- Send SIRAS SEDS data to CALPADS at least monthly, or more frequently according to local practice and reporting deadlines.
- Resolve posted errors before the next reporting cycle. Use Process for Error Resolution and CALPADS Error Summary.
- Review CALPADS submission logs when a job or transaction does not produce the expected result. See CALPADS Submission Log Help.
- Review CALPADS 16.21 and 16.25 reports for missing Plan Adoptions, overdue events, and meeting-timeline concerns.
- Review previously overdue meetings for accepted reporting and documented delay reasons.
- Review SIRAS predefined monitoring lists, including Inactive Records Requiring Archive, Reportable Data Changed, Plan Adoption Required, validation concerns, and missing Case Manager assignments.
- Review DSEA, program-setting, transition-indicator, Degree of Support, and General Education Participation concerns.
- Review statistical and indicator reports with the Special Education Director or local data team.
- Review the current month's priorities in SEDS Coordinator Annual Planning Guide.
Quarterly Tasks
- Review long-running errors, unmatched records, duplicate records, and unresolved ownership questions.
- Compare SIS, SIRAS, and CALPADS populations using a documented local reconciliation process.
- Review low-incidence, out-of-home care, credentialing, FTE, provider-assignment, and other locally required audit lists.
- Preserve locally selected point-in-time reports and student/service/provider extracts when required by local practice. See Optional Quarterly Snapshots & Data Extracts.
- Confirm that recurring monitoring tasks still have an active owner when staffing changes occur.
Seasonal and Annual Tasks
- Fall 1: Follow Preparing for Fall 1 Census Day and complete Census Day Search and Store.
- End of Year: Run the Annual/Triennial projection as of June 30, follow Preparing for EOY in SIRAS, and preserve the locally selected June 30 reference set.
- Rollover: Review Before Rollover, After Rollover, and Rollover Clean Up.
- DRDP: Monitor eligible students, rating completion, errors, and exceptions during each rating period.
- TOMS: Review assessment accommodations and designated supports before statewide testing windows.
- PSTS: Prepare contacts, distribute surveys, enter responses, and report completed data according to the current cycle.
- Annual setup: Review school calendars, user access, provider assignments, and recurring task ownership for the new year.
Completion Standards and Escalation
- Upcoming work should have an assigned owner and a scheduled next step.
- Projected workload should be reviewed early enough to adjust staffing, scheduling, or support.
- Posted IVRs should be driven toward zero; unresolved items should have a documented owner and next action.
- Warnings and anomalies should be reviewed even when they do not prevent submission.
- Each correction should be verified after resubmission.
- Escalate when the field event cannot be determined, the systems contain conflicting histories, or the error returns after one or two informed correction attempts.
Do not change dates or reactivate an IEP meeting merely to remove a concern.
First determine what occurred in the field, which Current or historical record is incorrect, and whether the record needs scheduling, finalization, reporting, or correction.
First determine what occurred in the field, which Current or historical record is incorrect, and whether the record needs scheduling, finalization, reporting, or correction.
