SENR0606 Missing Plan Record for Enrolled Eligible and Participating Student with Disabilities

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ISSUE

RESOLUTION

 

ISSUE

 

Initial evaluation was done before census date.

Participation started after census date.

 

In this example a student had an Initial Evaluation on 9/30/2024 but it wasn't immediately known when the services would start and meeting wasn't finalized until December.

At that time it was determined the student would start on 12/3/2024.

Since the meeting was open during Fall 1, nothing was reported until the meeting was closed in December.  Before the meeting was closed the district enrollment date was filled out with the standard first day of school but the student hadn't started participating yet so the district enrollment date should have been left blank until the plan effective date was known.  Click here for more information on the SIRAS district enrollment date.

 

As a result, SIRAS reported SWDS 1 effective as of the meeting date, 9/30/2024

 

 

 

As such, CALPADS expected to see a PLAN with a plan effective date as of 9/30/2024 to go along with starting immediately.

Or in other words, since there was a SWDS 1 with an effective date -before- Census date 10/4/2024 but the only PLAN on file  was dated -after- the Census date there was no PLAN CALPADS could see being implemented as of Census date, hence the source of the SENR0606F1.

 

Instead since the plan effective date of 12/3/2024 was in place, and the Initial IEP meeting being finalized as 'eligible and participating' instead of eligible not participating due to future start date.

 

 

But that makes sense because when the meeting was closed in Dec. the student was starting immediately.  SIRAS is working with CDE on ways IEP teams can report the Initial IEP in progress in a scenario like this before the IEP manager Initial IEP event is closed. This would be similar to sending a 'meeting in progress' that we can do for annuals and triennials. The tricky part here is that if we want to send a 'meeting in progress' for an Initial IEP, we have to send two records, the MEET record (but we must at least know if the student was eligible or not) and the Stat

 

In the meantime the solution here is to send a SWDS 2 as of the meeting date, then a SWDS 1 as of the plan effective date.

That way the SWDS 2 status is what is in place as of Census date.  Therefore CALPADS won't be expecting a plan predating the census date due to the SWDS 1 in place now.

 

SOLUTION

Steps to take in SIRAS

1. We are effectively breaking one archived transaction into two separate transactions.
2. Change initial IEP archive to send non particiaption status as of census date
3. Add active archive to send updated SWDS 1 status representing start of participation after census date

 

Do we need to get rid of the wrong SWDS 1?

Well we could delete it but in this case resending the same archive will overwrite it.

 

We do this by the following:

• Open the initial IEP archived transaction that sent data causing the SENR0606, in our example it is the 9/30/24 archive.
• Click open archived record for editing.
• Update district enrollment date to the correct participation start (plan effective) date. In our example it is 12/3/2023.
• Click 'active' in upper right hand area
• Set the inactive as of date to be the meeting date.
• Type of Inactive is Initial Evaluation Outcome
• Non participation reason is Eligible No IEP (future start) 12
• Save
• Set the report status of the archive to pending to resend this new data to CALPADS.

 

See screenshots below for example.

 

 

Once we save this, then SIRAS will send a new SWDS status of 2 effective as of the Meeting Date.

Since the primary key of district and status effective date (meeting date) are still the same, this new SWDS 2 will overwrite the exiting wrong SWDS 1.

 

Then on the current record, fill in the District Enrollment date in SIRAS with the plan effective date of 12/3/2024

Then archive a plan adoption as of the date the services started, the plan effective date.

That will send the SWDS 1 effective as of the 12/3/24 PLAN already in CALPADS.

 

Then the SWDS 2 status is what is as of the census date, this removes the SENR0606 Error.

 

 

The archive should now have the new Eligible No IEP information in the label and the status is blue for sending to CALPADS.

 

 

 

After fixing the initial archive, there is one more required step.

The final step is to make a new archive representing the change from non participation status (inactive) to participation status (active).

 

BE SURE TO UPDATE DISTRICT ENROLLMENT DATE TO PARTICIPATION START DATE BEFORE ARCHIVING.

 

 

 

 

Use Plan adoption archive.

 

 

Here we see the the results of both actions.

Sending data twice to CALPADS will now resolve the SENR0606