Program Setting Updates
Program Setting is reported to CALPADS through a PLAN record.
Use the Program Setting Definitions reference when selecting the appropriate value.
1. When Program Setting Changes
A student may move from one Program Setting to another when:
- The student turns 5 and moves from a preschool-age setting to a school-age setting.
- The IEP team changes how or where the student receives services.
- The student enrolls in a different type of school or placement, such as moving from a public school to a nonpublic school or private school.
Do not report a school-age Program Setting before it is actually in effect. For example, a student should not be reported with a school-age setting before reaching age 5. Use a report date on or after the student’s fifth birthday and while the student has an active enrollment in CALPADS.
2. Automatic Next Program Setting Updates
For students age 5 or older in Kindergarten, enter the appropriate future value in on the Next Data page: under Next Program Setting. The nightly SIRAS data maintenance process applies the Next Program Setting to the student’s Current record when the student meets the age and grade requirements, typically on the student’s fifth birthday. The update is also recorded in the Change Log.
See Automatic Updates (Data Maintenance Process) for additional information.
3. Determine the Appropriate Program Setting
Use the applicable Least Restrictive Environment decision tree:
- Preschool LRE Decision Tree – for students under age 5 or age 5 and enrolled in preschool only
- School-Age LRE Decision Tree – for Kindergarten and Transitional Kindergarten students age 5 or older through age 22
Verify the student’s percentage in general education values at the same time, especially when those values may also be changing.
4. Update and Report Program Setting
The simplest way to report a new Program Setting is to update the MIS Summary and create an archive after the new setting is in effect. The archive date becomes the PLAN effective date and report event date.
Use one of the following methods:
- Update and archive the MIS Summary. Change Program Setting after it becomes effective, then archive the MIS Summary using the appropriate effective date. This is commonly the first day of school or the student’s fifth birthday.
- Update before the next meeting. Enter the correct Program Setting before the next meeting so the meeting archive reports the new value using the meeting’s Plan Effective Date.
- Correct an existing archive. If an older archive contains incorrect Program Setting information, correct the archive and resend it as PLAN Only. See Reporting Specific Records from SIRAS to CALPADS.
5. Find Records That Need Review
PLAN0619F1 errors can occur when a student has a valid preschool Program Setting in CALPADS but will be age 5 and enrolled in Kindergarten before the upcoming Census Day. These updates occur throughout the year, but many are needed near the beginning of the school year.
Also review students turning 5 who may still have blank percentage-in-general-education values.
The available tools are located under Predefined Queries > Compliance Concerns.
KDG Requiring Updated Program Data
This query finds students who are already age 5 and enrolled in Kindergarten but still have an outdated Program Setting.
Update Program Setting on the MIS Summary and create an archive dated no earlier than the student’s fifth birthday and on a date when the student is enrolled.
Program Setting 203/204 for Grade > PRS
This query finds students in Transitional Kindergarten or a higher grade who still have a preschool-based Program Setting. Review these records with the appropriate program specialist, director, or SELPA contact and correct them as appropriate.
6. Program Setting Changed but Not Archived
If Program Setting was corrected but the record was not archived, go to Predefined Queries > Data Monitoring and run Program Setting Changed, Needs Reporting.
This query finds records where Program Setting has changed but the updated value has not yet been archived for reporting.
