First create the student population you want to count. Then use Statistical Reports for immediate analysis or Data Export when you need to preserve a dated, auditable caseload snapshot.
Create the Caseload Population
Use Search to create the Found Set that represents the students whose provider assignments or caseload counts you want to analyze.
Then build a Student List with the identifying and provider fields needed for the review.
- Student Name
- SSID
- Student ID
- Date of Birth
- Grade
- School
- Active Status
- the provider assignment fields being monitored
Once the list has been built, save the list so it can be reused.
Quick Counts in SIRAS
If you only need to answer a caseload question and do not need to preserve student-level rows, use Statistical Reports on the verified Found Set.
Click path: Reporting → Statistical Reports
This can be useful for counting students by provider, school, grade, or another supported field. See Statistical Reports Help.
Preserve a Caseload Snapshot
When the district needs a durable point-in-time record that can be audited or compared later, export the Found Set.
- Verify the caseload Found Set.
- Go to Tools → Data Export.
- Load the saved Student List as the export.
- Click Generate Export.
- Download and securely store the resulting file.
For example: Provider Caseload Snapshot 2026-09-30. Do not rely on the file's Last Modified date to tell you when the snapshot was created.
See Data Export Help for the complete export procedure.
Compare Caseloads Over Time
For ongoing monitoring, use the same query logic, fields, and naming convention on a consistent schedule.
- Create and verify the current caseload Found Set.
- Use Statistical Reports when an immediate count is sufficient.
- Export the population when a dated snapshot needs to be preserved.
- Store dated exports securely.
- Compare later snapshots using the same definitions.
Provider Assignments Matter
If staff assignments are not maintained accurately in SIRAS, Statistical Reports and exports based on provider fields will not produce reliable caseload counts.
See Article 46 for guidance on individually assigning staff to student records.
Estimate a Past Caseload Population
If a dated snapshot was not preserved, a historical population may still be estimated from archived SIRAS data.
Use Reconstruct a Historical SIRAS Population Estimate for a predefined historical population, or Advanced Historical Queries when a custom historical query is needed.
However, an appropriately constructed historical query may still be suitable for the analysis being performed.
Once the historical Found Set is correct, see Analyze a Current or Historical Student Population to choose Statistical Reports or Data Export.
