LEA Data Monitoring Tasks
Sep 01, 2026
LEA Data Monitoring Workspace
Keep this page open beside SIRAS while you work. Use the cadence below to run the key monitoring tools that help an LEA find records needing follow-up before they become reporting, compliance, or workflow problems. Need orientation? How LEA Data Monitoring Works. Planning the year? SEDS Coordinator Annual Planning Guide.
Keep this page open beside SIRAS while you work. Use the cadence below to run the key monitoring tools that help an LEA find records needing follow-up before they become reporting, compliance, or workflow problems. Need orientation? How LEA Data Monitoring Works. Planning the year? SEDS Coordinator Annual Planning Guide.
You are here: Monitor.
Continue right only when the monitoring result requires investigation or correction.
Monitoring principle:
Finding a student on one of these lists or searches does not automatically mean the record is wrong. Use the result to identify records that need review, then investigate the actual student, meeting, enrollment, reporting, or workflow history before changing data.
What Do You Need to Do?
Daily Monitoring
Use daily monitoring for:
new referrals, validation errors, Plan Adoption, incoming messages, SIS integration, caseload and transfer requests, and open-meeting activity that may require prompt follow-up.
Use these checks each workday. Daily monitoring is intended to catch new activity while the appropriate staff can still respond quickly.
| Tool | What to Check | Why / When to Use It | Focused Help |
|---|---|---|---|
| LIST | New Referral List | Monitor Initial Evaluations for missing SSIDs, consent/reporting follow-up, and students who may need Pending As Of review. | New Referral Monitoring |
| LIST | Open Meeting w/Assessment Plan Received | Identify open evaluations that may be moving into Meeting In Progress work and notify the responsible IEP team when follow-up is needed. |
Home / Meeting monitoring Assessment Log follow-up |
| SEARCH | Validation Error Count > 0 | Find Active records with validation errors. If an error is expected because the record is still unresolved, confirm whether the record should remain Pending; otherwise investigate and correct the error. |
SIRAS Validations Resolve the error |
| SEARCH | Plan Adoption Required | Monitor incoming records that may require Plan Adoption, especially in larger districts where multiple people or an integration may create new student records. | Plan Adoption |
| UI | Home → Incoming Messages | Review new system messages and other activity that may require administrator follow-up. | SIRAS Home Help |
| UI | SIS Integration Log | Read the current integration log and look for errors or warnings so failed or incomplete automation is identified promptly. | SIS Integration Monitoring |
| UI | Home → Caseload Assignments | Respond to pending caseload-assignment requests and verify that assignment changes are being handled. | Manage Caseload Requests |
| UI | Home → Meetings | Review meetings that remain open for more than approximately two weeks and determine whether staff follow-up is needed. |
Home Page Meetings Find open / unaffirmed meetings |
| UI | Home → User Transfer | Respond to user-account transfer requests requiring administrator action. | User Account Transfer Requests |
| UI | Home → Transfer Requests | Respond promptly so a student's new district or school can obtain appropriate record access. | Student Transfer Requests |
Weekly Monitoring
Use weekly monitoring for:
Child Find, upcoming and overdue meetings, incomplete meetings, Program Setting, missing Case Managers, new-to-LEA records, and open evaluation activity requiring coordinated follow-up.
Use the weekly cycle to look across new enrollment, upcoming compliance, meeting workflow, and data-readiness populations that need coordinated follow-up.
| Tool | What to Check | Why / When to Use It | Focused Help |
|---|---|---|---|
| UI | Child Find Investigation | Review new enrollees for evidence of an existing special education eligibility/participation status and determine whether onboarding or additional investigation is needed. |
New or Returning Student Onboarding SWDS Component Help |
| LIST | Upcoming Next Annual/Triennial | Confirm upcoming meeting events have already been created. If not, determine whether the record was overlooked or whether offboarding or another resolution is appropriate. | Upcoming Annual / Triennial |
| LIST | Meeting Complete/Not Finalized | Identify meetings that appear complete but have not reached the appropriate finalized/closed state and route them for follow-up. |
Open / unaffirmed meetings Initial Evaluation Process |
| SEARCH | Annual/Triennial Currently Overdue | Review overdue meeting records, verify whether a delay reason is needed, and identify candidates for Meeting In Progress or Pending As Of reporting when appropriate. | Meeting Compliance Quick Actions |
| SEARCH | KDG Requiring Updated Program Data | Find preschool-to-school-age records requiring Program Setting or related program-data review. |
Find Program Setting cleanup records Program Setting Updates |
| SEARCH | No Case Manager and Upcoming/Overdue | Identify records where upcoming or overdue work may not have a clearly assigned case manager and determine whether intervention is needed. | Data Quality Monitoring |
| SEARCH | New to <Your LEA Name> | Review newly arrived Active records for missing school, Case Manager, last Annual date, disability, services, or other information. Resolve the data or determine whether the record should remain Pending while onboarding is completed. | New or Returning Students |
| SEARCH | No Meeting Scheduled and Upcoming/Overdue Annual/Triennial Dates | Find records needing immediate IEP-team action and distinguish active meeting work from older records that may instead require offboarding or another documented resolution. |
Find upcoming / overdue meetings Student Record Offboarding IEP created outside SIRAS |
| SEARCH | Open Meeting w/Assessment Plan Received | Find recent Assessment Plan Received activity. When Permission is Yes, confirm the parental-consent date and determine whether the IEP team or SEDS staff need to continue the Initial Evaluation / Pending As Of workflow. | Understand Pending in SIRAS |
Monthly Monitoring
Use monthly monitoring for:
DINC 1–4, delay reasons, Degree of Support, transition indicators, Program Setting, long-term reporting gaps, and changes that still need to be reported.
Use the monthly cycle for deeper compliance review, previously overdue activity, transition data, Program Setting, Degree of Support, and reportable-change populations.
| Tool | What to Check | Why / When to Use It | Focused Help |
|---|---|---|---|
| LIST | Degree of Support Required/Missing | Build a student list of records missing required Degree of Support information and coordinate review with the appropriate IEP/data staff. | Degree of Support Help |
| LIST | DINC 1: Currently Overdue Annual/Triennial | Review current overdue records for intervention needs, Meeting In Progress/Pending As Of candidates, and supported delay reasons. |
SIRAS DINC 1 monitoring CALPADS 16.21 / DINC 1 |
| LIST | DINC 1: Previously Overdue Annual | Review Annual meetings that were previously overdue during the academic year and reconcile delay information with CALPADS reporting. | Previously Overdue Meetings |
| LIST | DINC 1: Previously Overdue Triennial | Review Triennial/Reevaluation meetings that were previously overdue and reconcile supported delay information. |
Previously Overdue Meetings DINC 1 / CALPADS 16.21 |
| LIST | DINC 2: Init Eval > 60 Days | Review Initial Part B Evaluation records exceeding the 60-day timeline and verify the event history and applicable delay information. | DINC 2 Initial Evaluation Monitoring |
| LIST | DINC 3: Init Eval After 3rd Birthday | Review Part C-to-B Initial Evaluations completed after the student's third birthday and verify the timeline history. | Indicator 12 / DINC 3 |
| LIST | DINC 4: Transition Regulation Indicators | Review transition-regulation information for secondary students and identify incomplete or noncompliant indicators needing follow-up. | DINC 4 Transition Indicators |
| LIST | Delay Reason Missing | Build a focused list of records where a required or expected meeting delay reason has not been entered. | Meeting Delay Reasons |
| SEARCH | Any Transition Indicator = No (Age 16+) | Quickly identify secondary students whose transition indicators need IEP-team review. |
Review Postsecondary Indicators DINC 4 Monitoring |
| SEARCH | Degree of Support Required/Missing | Use the predefined search when you need a focused Found Set rather than the predefined list, then verify the appropriate level with responsible staff. | Degree of Support Help |
| SEARCH | Postsecondary Transition Indicators Missing (Age 15+) | Find students approaching transition-reporting requirements whose postsecondary indicator information is still incomplete. | Review Postsecondary Indicators |
| SEARCH | Program Setting 203/204 for Grade > PRS | Find school-age students who may still have a preschool Program Setting and verify whether the current setting remains appropriate. |
Program Setting Cleanup Program Setting Updates |
| SEARCH | Transition Service Missing from IEP | Identify secondary students whose transition-service information appears incomplete and route the record to the IEP team for review. | Transition Data Review |
| SEARCH | Active but Not Reported for Over 13 Months | Investigate Active records with an extended reporting gap. Determine whether the record represents unfinished meeting/reporting work, an archive issue, or a student who should have been offboarded. |
Inactive Records Requiring Archive Student Record Offboarding |
| SEARCH | Degree of Support for Disability Needs Reporting | Use before a locally important reporting checkpoint to find students whose Degree of Support has changed and still needs to be reported. | Degree of Support Help |
| SEARCH | Program Setting Changed, Needs Reporting | Find records where Program Setting was corrected or changed but the reportable update still needs to be archived/submitted. |
Find Program Setting changes needing reporting Program Setting Updates |
After a monthly correction:
Do not stop when Current data looks correct. If the change is reportable, confirm the appropriate archive/reporting action, submit it to CALPADS, verify the result, and rerun the monitoring list or search that identified the concern.
Reporting-Cycle and Seasonal Monitoring
Use reporting-cycle and seasonal monitoring for:
CALPADS reconciliation, Fall 1/Census, EOY, rollover, DRDP, TOMS, PSTS, and other annual or point-in-time monitoring work.
The daily, weekly, and monthly tools above are the recurring monitoring baseline. Reporting cycles add additional reconciliation and seasonal work without replacing that routine.
| Reporting / Reconciliation Submit eligible SEDS data to CALPADS and verify the result. Use SIRAS vs. CALPADS Bulk Extract Reconciliation when a larger population comparison is needed, and Data Monitoring Help for records or histories that do not make sense. | Fall 1 / Census Use Preparing for Fall 1 Census Day, CDE Local SEDS Audit Checklist, and On Fall 1 Census Day Tasks. When point-in-time evidence is needed, use Census Day Search and Store. |
| EOY / Rollover Use Preparing for EOY in SIRAS, Before Rollover, and After Rollover – Record Processing & Cleanup. | Other Annual Monitoring Use DRDP Help for Admins, Exporting TOMS CAASPP/ELPAC Data from SIRAS, and PSTS Survey Workflow for High Schools when those annual processes apply. For the broader calendar, return to SEDS Coordinator Annual Planning Guide. |
CALPADS report numbers and names can change.
This monitoring workspace routes to the focused compliance procedures rather than maintaining a second detailed CALPADS report catalog.
Finish the Task
Monitor → Investigate → Correct → Submit → Verify → Reconcile & Repeat
| Upcoming work Identify the responsible owner and a scheduled next step. | Questionable record Use Data Monitoring Help to establish what actually happened before changing data. | Verified SIRAS error Use Process for Error Resolution. |
| Reportable correction Submit the correction, then verify the CALPADS result. | Monitoring item resolved Rerun the same list or search and confirm the record is gone from the population or appropriately remains. | Still unclear Escalate when the field event, correction owner, historical transaction, or system behavior cannot be established safely. |
Escalate instead of guessing when the field event cannot be established, SIRAS and CALPADS histories conflict in a way you cannot explain, ownership of the correction is unclear, or the same error returns after informed correction attempts.
