Data Quality Monitoring with Student Lists and Tables
Aug 17, 2026
LEA Data Monitoring — Data Quality Quick Actions
Start with the known issue you want to find. Use Student Lists for individual-record problems and Statistical Reports/Tables for population patterns.
You are here: Monitor. Continue right only when the monitoring result requires investigation or correction.
Need help using the underlying SIRAS tools?
Build or refine a population → Search Help · Choose, sort, or save fields → Student List Help · Count or group the Found Set → Statistical Reports Help.
This article focuses on what data-quality conditions to review, not on mastering those tools.
Build or refine a population → Search Help · Choose, sort, or save fields → Student List Help · Count or group the Found Set → Statistical Reports Help.
This article focuses on what data-quality conditions to review, not on mastering those tools.
| Find Active students missing a Case ManagerSort the Active population by Case Manager and review blanks/outdated ownership. | Find students needing Plan AdoptionUse the Plan Adoption Required monitoring population, then continue to the Plan Adoption workflow. |
| Find questionable status, school, or enrollment dataSort individual records for blanks and obvious outliers. | Review School / DSEA / Plan Type / Program Setting patternsUse a Table when the problem is the relationship among multiple fields. |
| Find missing or unusual provider assignmentsReview assignment ownership and service/provider patterns. | Review Degree of Support, participation, or transition indicatorsUse sorting or grouping to expose blanks and unusual values. |
| Find Inactive Records Requiring ArchiveReview records where Current status changed but dated history/reporting still needs attention. | Find Reportable Data ChangedReview Current/archive/reporting history that may no longer agree after a correction. |
Need help operating the tools?
Use Student List Help for individual records and
Statistical Reports Help for counts, groups, and Tables.
On This Page
Start with the Population You Intend to Review
- Confirm the district, school, or other LEA scope you are responsible for.
- For a broad Current-data review, return to the full Active Special Education population.
- If you have been working from a filtered Found Set, reset or rebuild the search before interpreting the results.
- Open Reporting → Predefined Lists → General Lists when a Student List is the best starting point.
Open Predefined Lists / General Lists to begin a broad student-level review.
Do not change a record just because it looks unusual.
If the correct value is not already known, use Data Monitoring Help to determine what actually happened before correcting data.
Find Active Students Missing a Case Manager
- Start with the Active Special Education population.
- Open a Student List that includes Student Name, School Attending, Case Manager, and any locally useful responsibility fields.
- Sort or group by Case Manager.
- Review blank, obviously outdated, or unexpected assignments.
- If responsibility is known, update the appropriate assignment/caseload workflow.
- If the student is newly enrolled, transferring, or otherwise has unclear ownership, verify the onboarding/transfer context before assigning staff.
Find Students Needing Plan Adoption
- Use the current Plan Adoption Required predefined monitoring list/query.
- Review the incoming student's enrollment, Current/MIS information, and available prior-plan/reporting history.
- Confirm that the student actually needs a local Plan Adoption.
- Continue with Plan Adoption for the actual workflow.
A Plan Adoption monitoring result is a handoff into the student-onboarding workflow. Do not complete the adoption based only on the fact that the student appears on a list.
Find Questionable Status, School, or Enrollment Data
Use a Student List when the problem can be seen in individual rows.
| Review | What stands out | Next step |
|---|---|---|
| Current SPED Status | Active record that appears no longer enrolled/participating; long-running Pending record that still needs resolution. | Confirm the real-world status. See Special Education Record Status and Pending in SIRAS. |
| School Attending | Blank school on an Active record or a school that does not fit the student's known placement. | Verify the student's Current participation/placement before correcting the school. |
| District Enrollment Date | Blank date or a date that does not match actual district enrollment history. | Verify the actual enrollment history. See District Enrollment Date. |
Review Placement, Program & Accountability Patterns
Use a Statistical Report / Table when the question is whether two or more fields make sense together across the population.
A useful starting combination is:
- School Attending
- School Type
- Primary Residence
- Program Setting
- Plan Type
A custom Statistical Report can group school, residence, program, and plan fields for population review.
The generated table makes field combinations visible across the selected population.
Look for combinations that stand out from the expected population: an unexpected School Type and Plan Type, a Program Setting that does not fit the placement context, or a residence/accountability relationship that deserves review.
Remove Detail to See Broader Trends
If School Attending creates too many unique rows, remove it and regenerate the Table. The smaller summary can make relationships among School Type, residence, Program Setting, and Plan Type easier to see.
Removing a highly specific field can simplify the report and expose broader patterns.
Use the summarized table to identify combinations that deserve individual student review.
When a combination stands out, return to a Student List to identify the individual students in that group.
| Field / relationship | Why it is useful to review |
|---|---|
| DSEA / Geographic Residence | Unexpected responsibility relationships can expose accountability or sending/receiving data that need verification. |
| Plan Type | Grouping Plan Type with School Type and placement fields can expose program combinations that deserve student-level review. |
| Program Setting | Unusual placement/setting patterns may be visible in a Table even when there is no simple validation error. |
| General Education Participation | Missing or unexpected participation values can stand out within a Program Setting population. |
Find Missing or Unusual Provider Assignments
- Start with the Active population or the narrower service population you intend to review.
- Include provider, service, school, Case Manager, and other useful assignment fields in a Student List; or use a Statistical Report when the issue is a pattern.
- Review Active students/services without the expected provider assignment and combinations that do not match the known service model.
- If the correct provider is known, update the applicable provider/caseload assignment workflow.
- If service ownership or history is unclear, investigate before changing assignments.
Review Degree of Support, Participation & Transition Indicators
| Review | Look for | Method |
|---|---|---|
| Degree of Support | Missing values where expected or patterns that do not fit the population being reviewed. | Student List for blanks; Table for population patterns. |
| General Education Participation | Missing/unexpected values within a program-setting group. | List or Table. |
| Transition indicators | Transition-aged populations with missing or unexpected indicators. | List or Table, then route the item to the responsible IEP/team workflow. |
When the expected value is not obvious from the known student/program information, use Data Monitoring Help rather than guessing.
Find Inactive Records Requiring Archive
- Run the current Inactive Records Requiring Archive predefined monitoring list/query.
- Confirm why the student became Inactive and what dated event/history should exist.
- Remember that changing Current status to Inactive does not automatically preserve every required historical/reporting event.
- Complete the appropriate exit/history/archive workflow for what actually occurred.
Find Reportable Data Changed
- Run the current Reportable Data Changed monitoring list/query.
- Determine what Current/reportable information changed after the earlier archive or submission.
- Compare Current data, the relevant SIRAS archive, and CALPADS history as needed.
- If it is obvious which source is wrong, correct that source.
- If the correction owner is not obvious, use Data Monitoring Help.
- If the correction creates a reportable transaction, follow Reporting data to CALPADS and then verify the result.
Need a Different Data-Quality Review?
Custom review fallback
Use this when the quick actions above do not match the field or population you need.
Use this when the quick actions above do not match the field or population you need.
- Use Search Help to define the population.
- If the question is about individual records, use Student List Help and sort/group the relevant fields.
- If the question is about counts or relationships among fields, use Statistical Reports Help.
- Remove unnecessary detail when a Table has too many unique rows to reveal a pattern.
- When you identify an outlier, return to the individual student record and verify the field event before correcting anything.
Monitoring Work That Has Its Own Quick-Action Page
| Upcoming, current, or projected meeting timelines | Meeting Compliance Quick Actions |
| CALPADS 16.21 | 16.21 Help |
| CALPADS 16.25 | 16.25 Help |
| Previously overdue meeting history | Previously Overdue Meeting History |
| Service Log quality control | Service Log Quality Control |
| SIS integration mismatch review | SIS Integration Troubleshooting & Monitoring |
Finish the Review
| What happened? | Next step |
|---|---|
| Nothing questionable | Return to LEA Data Monitoring Tasks and continue the checklist. |
| You know exactly what is wrong | Use Process for Error Resolution and correct the source that owns the error. |
| The result does not make sense | Use Data Monitoring Help before changing data. |
| The correction is reportable | Submit the eligible transaction and verify the CALPADS result. |
| The issue is resolved | Rerun the same list/report and confirm the record is gone or appropriately remains. |
