What Do You Need to Check — and How Often?

Daily / Notification-Driven

• ☐ Review the SIRAS Home Page every workday for messages and actionable requests: Student Transfer Requests, Manage Caseload Requests, and User Account Transfer Requests. Also review Home-page notices confirming student transfers or user-account transfers were approved/completed.
• ☐ Review new or returning students who may require onboarding, transfer acceptance, or Plan Adoption.
• ☐ Review students reported as leaving, no longer enrolled, or no longer participating. See Student Record Offboarding.
• ☐ Review SIRAS validation messages and CALPADS IVRs posted in SIRAS. Do not clear an imported CALPADS error until its cause has been corrected.
• ☐ Follow urgent upcoming or overdue meeting notifications with the responsible staff.

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Weekly

• ☐ Run Upcoming Annual/Triennial and review/distribute the results with responsible staff.
• Review DINC 1 / DINC 2 / DINC 3 meeting-compliance concerns and assign follow-up.
• ☐ Review open meetings that may need finalization, closure, Meeting In Progress, or other follow-up.
• ☐ Review the New Referral List for SSID, consent, and Initial Evaluation reporting needs.
• ☐ Use Data Quality Monitoring to identify Active students without a Case Manager or required provider assignment.
• Review DINC 4 Transition Regulation Indicators, Degree of Support, Program Setting, service, and other recurring data-quality concerns.
• ☐ Compare recently enrolled SWDS records with SIRAS and route missing/unclear students through New or Returning Student Onboarding. Use SWDS Component Help when the status itself needs interpretation.
• ☐ Review incoming / transfer onboarding, student transfer requests, and Plan Adoption work that is still incomplete.
• ☐ If the district has an SIS integration, review the latest evidence from each active data direction. For an active integration, weekly is a good default; a low-volume district may use a monthly review, and high enrollment/transfer periods may need more frequent checks.
  • Aeries → SIRAS: review the current api_import_log.csv through SIS Integration Troubleshooting & Ongoing Monitoring.
  • SIRAS → Aeries: review the latest Aeries Special Ed Data Import completion email and reports using Read the Aeries Completion Email & Reports.

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Monthly

• ☐ Run an Overdue-As-Of projection for the next locally important date.
• ☐ Send eligible SIRAS SEDS data to CALPADS at least monthly, or more often according to local practice and deadlines.
• ☐ Resolve posted errors before the next reporting cycle. Use Process for Error Resolution.
• ☐ Review CALPADS submission logs when a job or transaction does not produce the expected result.
• Review CALPADS 16.21 (DINC 1) and 16.25 (DINC 2) for applicable meeting-timeline concerns; review DINC 3 / Indicator 12 and DINC 4 on the LEA's monitoring cadence.
• ☐ DINC 1 — Review previously overdue meetings for accepted reporting and supported delay information.
• ☐ Use Data Quality Monitoring for recurring SIRAS populations such as Inactive Records Requiring Archive, Reportable Data Changed, Plan Adoption Required, validation concerns, and missing Case Manager assignments.
• ☐ Use Data Quality Monitoring with Student Lists and Tables to review DSEA, program setting, transition, Degree of Support, General Education Participation, and other patterns.
• ☐ Review the current month's priorities in SEDS Coordinator Annual Planning Guide.

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Quarterly

• ☐ Use Data Monitoring Help to investigate long-running errors, unmatched records, duplicate records, and unresolved ownership questions.
• ☐ Use SIRAS vs. CALPADS Bulk Extract Reconciliation to compare SIRAS, SENR/enrollment, and CALPADS populations when a bulk comparison is needed.
• ☐ Use Data Quality Monitoring and the applicable local report to review low incidence, provider assignment, credentialing, out-of-home care, FTE, or other locally required audit populations.
• ☐ Use Census Day Search and Store / Point-in-Time Snapshot when locally selected student/service/provider evidence needs to be preserved.
• ☐ Confirm recurring monitoring tasks still have an active owner when staffing changes occur.

Quarterly CALPADS Students with Disabilities Reports

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Seasonal / Annual

• ☐ Fall 1: follow Preparing for Fall 1 Census Day and preserve the applicable point-in-time SIRAS population with Census Day Search and Store.
• ☐ EOY: run the Annual/Triennial projection as of June 30 and follow Preparing for EOY in SIRAS.
• ☐ Rollover: follow Before Rollover and After Rollover – Record Processing & Cleanup.
• ☐ DRDP: use DRDP Help for Admins to monitor required students, completion, errors, and exceptions.
• ☐ TOMS: use Exporting TOMS CAASPP/ELPAC Data from SIRAS for district batch review/export and verification.
• ☐ PSTS Survey workflow for High Schools: find eligible former students, prepare contacts, distribute surveys, enter responses, and report the completed PSTS data for the current cycle.
• ☐ Annual setup: review school calendars, user access, provider assignments, and recurring task ownership.

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Finish the Task

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