Compliance Monitoring: Upcoming, Overdue & As-Of Meeting Projections
Aug 06, 2026
Compliance Monitoring: Upcoming, Overdue & As-Of Meeting Projections
Use SIRAS compliance lists, queries, and projections to identify work before a meeting becomes overdue, estimate future workload as of a selected date, and investigate meetings that are currently or were previously overdue.
Data monitoring is preventative.
Do not wait for a CALPADS compliance report or an overdue notice. Review upcoming timelines regularly, project forward to important dates, and coordinate the remaining work while there is still time to complete it.
Do not wait for a CALPADS compliance report or an overdue notice. Review upcoming timelines regularly, project forward to important dates, and coordinate the remaining work while there is still time to complete it.
Contents
1. Preventive vs. Corrective Monitoring
| Monitoring type | Question it answers | Examples |
|---|---|---|
| Preventive | Which meetings or data requirements are approaching, and what will become overdue by a future date? | Upcoming Next Annual/Triennial; Overdue-As-Of projections; missing Case Manager; Degree of Support required/missing. |
| Current concern | What is overdue or incomplete now? | Currently overdue annual/triennial; Initial Evaluation over 60 days; transition indicators missing; validation errors. |
| Historical follow-up | Which meeting was completed late or still needs a delay reason or reporting correction? | Previously overdue annual; previously overdue triennial; delay reason required. |
A projection is a planning tool.
It estimates workload from the dates currently recorded in SIRAS. Transfers, new referrals, meeting completion, corrected dates, and other later events can change the results.
It estimates workload from the dates currently recorded in SIRAS. Transfers, new referrals, meeting completion, corrected dates, and other later events can change the results.
2. Where to Find Compliance Tools
Predefined Compliance Queries
Open Search → Predefined Queries → Compliance Concerns / Overdues. The available buttons may vary by access, program configuration, and SIRAS release.
Predefined compliance queries include upcoming, current-overdue, previously-overdue, Initial Evaluation, transition, and Degree of Support concerns.
Predefined Compliance Lists
Open the predefined list area to review current work queues such as validation errors, missing Case Managers, transition concerns, program-setting concerns, service concerns, Degree of Support, and delay-reason requirements.
Predefined lists provide repeatable work queues that can be grouped, printed, or exported according to user access.
For general navigation, see Predefined Queries, Lists & Reports and Search Help.
3. Use the Overdue Compliance Concerns Filter
The Overdue Compliance Concerns field in the Query Builder supports many different compliance views. It is not limited to a single “overdue” result. This is also where the optional as of date can be used when you want a projected view rather than only the current status.
The Query Builder allows the Overdue Compliance Concerns selection to be paired with an optional as of date.
The Overdue Compliance Concerns menu includes many different current, upcoming, and projected views.
Common query options shown in the menu
| Option | How it is commonly used |
|---|---|
| Overdue | Broad overdue view for meeting timelines that are already late. |
| Overdue Initial Eval | Focus on Initial Evaluation timeline concerns. |
| Upcoming | Preventive view of nearly due work. |
| Upcoming/Overdue | Combined planning view for work that is nearly due or already late. |
| Overdue Annual | Current annual reviews that are overdue. |
| Overdue Evaluation | Current triennial or reevaluation timeline concerns. |
| Upcoming Annual | Annual reviews that are coming due soon. |
| Upcoming Evaluation | Upcoming reevaluations or triennials. |
| Upcoming IFSP | Upcoming IFSP-related timeline monitoring where that workflow applies. |
| Overdue Compliance Concerns | General compliance concern view. |
| Previously Overdue Annual/Eval | Historical follow-up on meetings that were completed late. |
| Init Eval > 60 days after Parent Consent | Investigate Initial Evaluations that exceeded the standard consent timeline. |
| Init Eval > 3rd birthday | Investigate IFSP-to-IEP transition Initial Evaluations that occurred after the third birthday benchmark. |
Important:
The list of options may evolve over time. Use the current menu in SIRAS as the source of truth for the exact labels available in your system.
The list of options may evolve over time. Use the current menu in SIRAS as the source of truth for the exact labels available in your system.
4. Review Upcoming Meetings
Upcoming Next Annual/Triennial is the primary preventive meeting list. All staff who are responsible for students should use it within their assigned scope.
How SIRAS Defines “Upcoming”
“Upcoming” identifies meetings that will become overdue soon based on the dates currently stored in SIRAS.
| Meeting type | When it appears as Upcoming |
|---|---|
| Annual Plan Review | Due within 30 days of the date used for the search or list. |
| Triennial Reevaluation | Due within 75 days of the date used for the search or list. |
- Yellow identifies a meeting approaching the applicable 30-day or 75-day deadline.
- Red identifies a meeting that is overdue as of the selected date. When no different date is entered, the default is today.
- Results can be organized by school, Case Manager, psychologist, Speech-Language Pathologist, or another locally useful responsibility field available in the list.
The list reflects the dates stored in SIRAS.
A corrected date, completed meeting, transfer, or newly assigned staff member can change the result. Verify the source dates before treating a record as a scheduling or compliance problem.
A corrected date, completed meeting, transfer, or newly assigned staff member can change the result. Verify the source dates before treating a record as a scheduling or compliance problem.
Recommended routine
- Run the upcoming Annual/Triennial query at least weekly.
- Sort or group the list by school, Case Manager, or responsible staff member.
- Confirm that each meeting has an owner and a reasonable preparation timeline.
- Verify that the recorded Last Annual and Last Evaluation dates are accurate.
- Open or schedule the meeting according to local practice.
- Follow up on records that have no Case Manager or an unclear responsible team.
The upcoming list is for workload planning, not just compliance staff.
Case Managers, providers, school administrators, program specialists, and clerical staff can use the list to see which meetings are approaching within the students they are allowed to view.
Case Managers, providers, school administrators, program specialists, and clerical staff can use the list to see which meetings are approaching within the students they are allowed to view.
5. Project Meetings Overdue As Of a Date
Use the as of date when you need to answer a future-looking question such as:
- How many Annuals and Triennials will be due by the end of this month?
- How many meetings remain before winter or spring break?
- Which meetings or Initial Evaluations will be overdue as of Census Day or another reporting date?
- How many meetings must be completed by June 30 to finish the school year?
Projection workflow
- Select the compliance concern type you want to project, such as Upcoming, Upcoming/Overdue, Overdue Annual, Overdue Evaluation, or another relevant option from the menu.
- Enter the target as of date that represents the planning deadline.
- Run the search or search to list.
- Group the results by Case Manager, school, program, or other locally useful responsibility.
- Separate meetings already scheduled or in progress from meetings that have no documented plan.
- Assign follow-up and establish an earlier local target date.
- Rerun the projection regularly to measure progress and identify newly added work.
| Useful target date | Planning question |
|---|---|
| End of the current month | What must be completed soon to prevent a new overdue? |
| Day before a school break | What must be scheduled or completed before staff availability changes? |
| Census or certification date | Which meetings or pending events must be represented accurately as of the reporting date? |
| June 30 | How many Annuals/Triennials remain in the current academic year? |
Do not change legitimate due dates to improve the projection.
Correct a date only when the underlying Current or historical information is actually wrong. Otherwise, use the projection to plan and complete the work.
Correct a date only when the underlying Current or historical information is actually wrong. Otherwise, use the projection to plan and complete the work.
6. Review Current and Previous Overdues
Currently overdue
- Confirm whether the meeting truly has not occurred.
- Check for an open or unfinalized meeting.
- Determine whether a Pending As Of or Meeting In Progress transaction is applicable.
- Confirm whether a delay reason is required and documented.
- Escalate records without an assigned owner or plan.
Previously overdue
- Confirm the actual meeting date.
- Verify that the finalized MEET transaction reached CALPADS.
- Review the delay reason and supporting documentation when applicable.
- Do not rewrite the historical date merely because the meeting appears late.
Use CALPADS 16.21 — Overdue Plan Review and Reevaluation, Initial Part B Timeline Compliance, and Previously Overdue Meetings and Delay Reasons for reporting follow-up.
7. Responsibilities by Role
Teachers, Case Managers, and Service Providers
- Review upcoming meetings for assigned students.
- Begin preparation early and communicate scheduling barriers.
- Confirm that dates and responsible staff are accurate.
- Notify an administrator when the record is incorrect or no responsible team is assigned.
School Administrators and Program Specialists
- Review upcoming and projected workload by Case Manager or school.
- Balance assignments and identify staffing or scheduling bottlenecks.
- Follow up on meetings without a documented plan.
- Use an end-of-year projection to estimate remaining annual workload.
District Administrators and SEDS Coordinators
- Run districtwide projections and recurring compliance lists.
- Monitor current and previously overdue populations.
- Verify delay reasons, open meetings, archives, and CALPADS reporting history.
- Coordinate escalation, submission, correction, and reconciliation.
8. Turn Results into Action
| What the list shows | Recommended next action |
|---|---|
| Upcoming meeting with a clear Case Manager | Confirm scheduling and preparation; keep monitoring until finalized. |
| Upcoming/overdue meeting with no Case Manager | Assign responsibility before attempting to solve the timeline problem. |
| Meeting occurred but remains open | Review open meetings, complete finalization, or use the documented Meeting In Progress workflow. |
| Due date appears wrong | Investigate Current, Meeting, and Archived history before correcting the actual source date. |
| Previously overdue without a delay reason | Verify the event and add the supported delay reason through the correct meeting/reporting workflow. |
| Large projected workload before a target date | Group by responsible staff, establish weekly targets, and rerun the projection to track progress. |
Use Data Monitoring Investigation Guide when a record does not make sense or the list alone does not identify the source of the problem.
9. Monitoring Checklist & Related Help
- Upcoming Annual/Triennial list is reviewed regularly.
- Each approaching meeting has a responsible person.
- A future as-of projection has been run for the next important deadline.
- The correct compliance concern type was selected for the question being asked.
- Current-overdue records have an assigned next action.
- Previously-overdue records have been checked for delay reasons and accepted reporting.
- Dates were verified rather than changed merely to clear a concern.
- The projection is rerun to measure progress.
