New Referral List: SSID & Pending As Of Monitoring
Use the New Referral List to monitor Part B Initial Evaluations after assessment consent is received. This is a specialized predefined list and query workflow.
- Does the referral have an SSID?
- Has the Parent Consent Date been entered?
- Does the required Pending As Of archive exist?
- Has the applicable archived transaction completed the reporting workflow?
For general preset behavior, see Predefined Queries & Lists: Using SIRAS Presets. For the complete Initial Evaluation workflow, see Initial Evaluation Process – Part B / IEP.
Contents
1. Open the New Referral List
- Go to Reporting → Student Lists → Predefined Lists.
- Open Data Monitoring.
- Select New Referral List.
- Review SSID, assessment permission, Parent Consent Date, expected meeting date, and Archived Reporting Status.
Open the New Referral List from Data Monitoring.
Review referral dates, SSID, and reporting-status fields together.
The preset may select the referral population and load the recommended fields. After it loads, you can use Student Lists to customize the columns without changing the underlying referral workflow.
2. Find Referrals Missing an SSID
- Sort the list by SSID so blank values appear together.
- Identify records with assessment permission marked Yes and a Parent Consent Date.
- Coordinate with the district SIS/CALPADS team to locate or obtain the SSID.
Use the SSID field to identify referrals that still need an SSID.
Review consent and SSID information together.
Enrollment mechanics are not determined by this SIRAS list. Use current CALPADS documentation and local SIS procedures to establish the enrollment information needed to obtain the SSID and report the evaluation outcome.
See CALPADS Update Flash 276 – Enrollment Information for Students Being Initially Evaluated.
3. Find Referrals Missing a Pending As Of Archive
SIRAS/SELPA practice is to create a Pending As Of MEET archive for every Part B Initial Evaluation after assessment consent is received.
CALPADS specifically requires the pending condition when the Parent Consent Date is before an applicable Fall 1 or EOY 1 census/reporting date and the expected Initial Evaluation meeting will occur after that date.
- Filter or sort for assessment permission = Yes.
- Review records with a Parent Consent Date.
- Confirm the SSID is available.
- Review Archived Reporting Status.
- Create the archive before the evaluation meeting occurs when required.
Use the referral dates and reporting status to identify missing Pending As Of work.
4. Read Archived Reporting Status
| Displayed status | Meaning |
|---|---|
| Unreported | No Pending As Of archive has been created for the current referral. |
| Unreported for MM/DD/YYYY | The Pending As Of archive exists but has not yet completed reporting. |
| Complete | The most recent applicable archive completed the reporting workflow. |
Archived Reporting Status shows where the reporting workflow stopped.
Follow up separately on missing Current data, a missing SSID, a missing archive, an unsubmitted transaction, or a CALPADS validation error.
5. Resolve the Referral After the Outcome Is Known
| Outcome | Next step |
|---|---|
| Eligible and participating | Update to Active and finalize/report the applicable outcome. |
| Eligible but not participating | Use the appropriate NONPART outcome and Inactive/Pending follow-up workflow. |
| Not eligible | Finalize the meeting and make the record Inactive using the correct reason. |
| Consent not received or later rescinded | Document the field history, abandon the meeting, clear the Parent Consent Date when applicable, and reverse the Pending As Of MEET reporting. |
The referral should not remain indefinitely Pending after the Initial Evaluation outcome is known.
6. Recommended Monitoring Routine
- Enter referral and consent information promptly.
- Review the New Referral List regularly during Fall 1 and EOY preparation.
- Resolve missing SSIDs and missing Pending As Of archives before the relevant census/reporting date.
- Use Data Monitoring Tasks for recurring monitoring and Data Monitoring Investigation Guide when an individual record does not make sense.
