What Do You Need to Compare?
| Who is only in SIRAS or only in CALPADS?Compare the two populations by SSID before comparing detailed fields. | The same student exists in both, but a field differsBring selected CALPADS values next to the SIRAS values and flag mismatches. |
| I need the correct SIRAS source file firstUse an actual point-in-time snapshot when available; otherwise use the historical-estimate fallback. | I found a mismatch and need to fix itMove one discrepancy at a time into Investigate → Correct → Submit → Verify. |
1. Choose the Correct Source Files
| Need | Preferred SIRAS source |
|---|---|
| Actual Census Day / point-in-time Current population | Saved same-date SIRAS snapshot |
| Earlier population when no snapshot was preserved; reconcile the historical SIRAS estimate against same-timeframe SENR | Historical population estimate |
| Current operational population | Build the correct Found Set and use Data Export. |
| Historical archive transactions rather than students | Use Advanced Historical Queries before exporting. |
On the CALPADS side, use the report/export that actually answers the same question. A certification snapshot, 16.xx monitoring report, enrollment list, and transaction history can all contain different populations because they serve different purposes.
2. Prepare Working Copies
- Keep the original SIRAS and CALPADS files unchanged.
- Create working copies for comparison.
- Identify the column containing SSID in each file.
- Make sure SSID values are stored consistently so leading zeros or formatting do not break the match.
- Remove accidental spaces from comparison fields when necessary.
- Keep only the fields needed to answer the current question; preserve the originals separately.
Useful working columns can include:
- SSID;
- student name for human review;
- district/school;
- participation/status;
- meeting or plan date;
- plan type/program setting;
- DSEA or residence/accountability fields; and
- the specific field(s) involved in the monitoring question.
3. Compare the Population by SSID
Start with membership before comparing detailed values. Create three categories:
| Category | Question |
|---|---|
| In both | The SSID exists in both source files. Continue to field-level comparison when needed. |
| Only in SIRAS | Why did the SIRAS population include this student while the CALPADS report did not? |
| Only in CALPADS | Why did CALPADS include this student when the SIRAS source file did not? |
Simple Excel membership flag
If the SSID is in column A of both working sheets, a COUNTIF-style flag can be used. Adjust the sheet names/columns to match the actual workbook.
On the SIRAS working sheet:
=IF(COUNTIF(CALPADS!$A:$A,A2)=0,"Only in SIRAS","In both")
On the CALPADS working sheet:
=IF(COUNTIF(SIRAS!$A:$A,A2)=0,"Only in CALPADS","In both")
4. Compare Selected Fields for Students in Both Files
After population differences are understood, compare only the fields needed for the monitoring question.
One practical method is to bring the matching CALPADS value next to the SIRAS value, then add a comparison flag.
If your Excel version supports XLOOKUP, the pattern is:
=XLOOKUP([SSID],CALPADS_SSID_Column,CALPADS_Value_Column,"Not found")
Then compare the SIRAS and returned CALPADS values:
=IF(SIRAS_Value=CALPADS_Value,"Match","Review")
Repeat this only for the fields that answer the question. A giant side-by-side comparison of every field can hide the differences that matter.
Normalize the display first. For example, compare code-to-code or label-to-label rather than treating “10” and “Initial Evaluation” as automatically different when they represent the same coded value.
5. Classify the Differences Before Correcting Anything
| Difference | First question |
|---|---|
| Only in SIRAS | Was the student actually eligible/participating/in scope on the reporting date? Was required history submitted and accepted? |
| Only in CALPADS | Is CALPADS carrying older enrollment/SEDS history, or was the student absent from the SIRAS source population because Current data changed later? |
| Date mismatch | Which date represents the verified real-world event, and is the difference in Current data or archived/posted history? |
| Status / plan / program mismatch | Are the two files measuring the same as-of date and the same component? |
| Missing SIRAS value | Is the field genuinely missing, or is the CALPADS report showing historical data not represented in the chosen Current extract? |
| Missing CALPADS value | Was the SIRAS transaction never submitted, rejected, blocked by an earlier transaction, or excluded by the CALPADS report definition? |
6. Move Each Real Difference into the Monitoring Journey
Do not fix the spreadsheet. Use it to identify the records that need investigation.
- Pick one discrepancy category or a manageable group.
- Use Data Monitoring Help to establish what actually happened and which source owns the correction.
- Use Process for Error Resolution when the correction owner is known.
- If the correction is reportable, use Reporting data to CALPADS.
- Use CALPADS Submission Log Help to verify the submitted result when necessary.
- Rerun the applicable CALPADS report and/or rebuild the comparison until the difference is resolved or documented.
7. Preserve the Reconciliation Evidence
When local practice requires retention, save:
- the original SIRAS source extract;
- the original CALPADS report/export;
- the working comparison file;
- the as-of/reporting date;
- the source/population definition used for each side; and
- notes describing unresolved exceptions or intentional differences.
Store the files in the district-approved secure location and follow local student-data retention/security requirements.
Return to LEA Data Monitoring Tasks and continue the recurring monitoring cycle.
