This is in regards to the error list sent out to SELPA by CDE on 12/6/2024
Error descriptions and resolution suggestions, scroll further down the page.

 

How to find the errors:

• Go to /Reporting/CALPADS Reporting
• Click on # CALPADS Errors

OR

• Click on SIRAS logo to go to SIRAS Home page
• Click on Student Data Overview
• Click on # CALPADS Errors

 

How to Fix Errors:

• On the MIS Summary page fix the current data.
• In the affected meeting archives below the surface, fix the data there too.
• Then change the report status of the archive to Pending or Plan Only, away from Complete.
• Then send data to CALPADS again.

 

Many of the error fixes below will involve fixing the most recent archive sent on/prior to 10/2/2024.

Typically we do NOT just fix the MIS and archive an amendment as of today because it is now Dec. 2024, well after Census.

We need to fix the original archive that sent the bad data in the first place, click here for more information on fixing SIRAS archives.

We will be adding updates and comments to the document below shortly.

 

SANTA CLARA SELPA DISTRICTS: If the Plan effective date of the affected archive is prior to 7/1/2024, you may need to manually fix the archive in CALPADS or create new archive with online maintenance after fixing SIRAS. This is due to the recent SELPA code merge of 24/25. Alternatively, send a plan with an effective date after 7/1/2024 but prior to 10/3/2024. SIRAS can't send plans from 43XX with plan effective dates prior to 7/1/2024 due to the new SELPA code of 4310 being rejected.

 

If your district has already LEA Approved and your district wants the updates included in CA Dashboard numbers, your district will need to decertify, and approve on an updated Snapshot.

 

Here is the text of the original letter:

 

Dear Director (SELPA Director Name)

 

As a part of a data quality improvement effort, the Sped Data Support Team spent some time running data quality checks on Fall 1 California Longitudinal Pupil Achievement Data System (CALPADS) data (as of November 30, 2024) to ensure CALPADS validations were working as designed. During this process, we uncovered anomalies in some student records that may impact your Fall 1 Special Education snapshot reports, State Performance Plan Indicators, and Annual Determination Letter.

 

The following link contains a list of SSIDs by SELPA and local educational area, the associated anomalies we found, and corrective actions you should take to resolve the errors. 

(Link this email is where the errors in posted in SIRAS came from.)

Once you have downloaded and opened the Excel file, please select the appropriate tab/sheet for your SELPA from the available tabs at the bottom of the workbook. You may scroll left or right using the navigation tools at the bottom of the workbook. Furthermore, we recommend reviewing and correcting the data by December 13, 2024.

 

The items listed below can have an impact on State Performance Plan Indicator Disproportionality calculations and Annual Determination Letters, so we recommend resolving them in the following order of importance:

 

·       Priority 1 – Inaccurate or invalid District of Special Education Accountability. Please review Validation Numbers 10, 11, 16, 17, 18 in column A.

·       Priority 2 – ‘Pending as of’ MEET records that may identify a student as non-compliant for overdue plan reviews or reevaluations. Please review Validation Number 22 in column A.

We recommend reviewing and correcting the remaining validations prior to SELPA-approval by the end of the amendment window, January 24, 2025. 

 

If you have any questions about any of these anomalies, please feel free to reach out to the Sped Data Support Team at [email protected].

 

Thank you,

 

SPED Data Support Team

Error Code, Error Description, CDE Resolution Suggestion

Suggested resolution approach by SIRAS.

When we suggest to resend an archive after fixing it click here for more information on that procedure.

 

1b, Students must be appropriate ages for Special Education Program Settings: preschool age 3-5 (5 year olds cannot be in TK or KN) (200, 201, 203, 204, 300, 301),Review Special Education Program Setting Code

 

Possible fix: Look in archive of SIRAS to see age of student as of the plan effective date to fix program setting and resend archive.

If you have questions on updating program setting click here for program setting help.

 

1c, Students must be appropriate ages for Special Education Program Settings: school age 5-22 (TK-12) (300, 301, 400, 401, 402, 403, 500),Review Special Education Program Setting Code

 

Possible fix: Look in archive of SIRAS to see age of student as of the plan effective date to fix program setting and resend archive.

If you have questions on updating program setting click here for program setting help.

2, SENR IVR0034 - Duplicate Record within File based on Operational Key,Validate SENR Records and remove duplicate
2, SINF IVR0034 - Duplicate Record within File based on Operational Key,Validate SINF Records and remove duplicate

 

These two errors SEDS coordinators will need to work with SIS Coordinators in fixing SENR or SINF information not sent by SIRAS.

 

 

3, Duplicate Plan SWDS Status Effective Start Date,Review student's SWDS records and update

 

Look in CALPADS and remove the more recent effective date that is redundant.

8, Students with a Plan Type of ISP should have an enrollment at school 0000002 effective on Census Day OR if they are enrolled at a public school, the Reason for Plan Code should be 4 - Adoption Different Plan Type,Review Reason for Plan Code

 

In one instance an ISP plan was adopted as IEP.

However the plan adoption was archived as 'same type' instead of 'different type' (see screenshots at bottom of page)

To resolve we opened the plan adoption archive

• Click open for editing
• Click CALPADS reporting
• Click the 'Set adopt different plan type'
• Validate/Save
• Change Report status from Complete to Pending

Since posted 8 error is tied to current data, it won't prevent the archive from sending.

 

Was the student on an ISP plan? If so do the private school enrollment dates make sense?

Is the ISP plan effective date overlap the private school enrollment?

 

Or was this student not on ISP?
If not ever, then no ISP plan should exist remove it. If the student was on IEP make sure a plan record exists showing the IEP plan the student was on as of census date.

 

Otherwise, look in the PLAN area of CALPADS, if there is an ISP plan the plan effective date of that plan must overlap private school enrollment.

This most likely will not be straightforward, contact [email protected] for further assistance.

9, Students enrolled at an NPS school should have a Program Setting of 300 - "Separate School"  or 301 - Residential Facility for the plan effective on census day,Update PLAN to reflect NPS placement or enroll in non-NPS school

 

Possible fix: Look in most recent archive (prior to Census) of SIRAS to fix program setting and resend archive.

10, DSEA of Plan record that is effective on Census Day must serve grade level of the student on Census Day,Review and update PLAN DSEA

 

Possible fix: Look in most recent archive (prior to Census) of SIRAS to fix DSEA and resend archive.

13, PLAN record has a program setting of 400 (Regular Classroom/Public Day School) with a Gen Ed Participation percentage of zero or blank,check program setting and Gen Ed Participation percentage in the Plan record and update accordingly

 

Possible fix: Look in most recent archive (prior to Census) of SIRAS to fix % Gen. Ed. (or program setting) and resend archive.

If you have questions on updating program setting click here for program setting help.

 

14, Students that have a setting of 300 or 301 should not have a gen ed participation percentage of 100,Review General Education Participation percentage

 

Possible fix: Look in most recent archive (prior to Census) of SIRAS to fix % Gen. Ed. (or program setting) and resend archive.

If you have questions on updating program setting click here for program setting help.

15, All PLAN records should have at least one or more SERV records with same effective date,Post SERV record with matching Effective Start Date to PLAN record

 

Possible fixes:

Look in CALPADS

Look to see if there were any SERV with plan effective date missing a PLAN
Look to see if there were any PLAN with plan effective date missing a SERV

Remove extraneous records in CALPADS, or resend missing data from SIRAS.

 

Look in most recent archive (prior to Census) of SIRAS, fix services and resend archive.

 

 

16, All PLAN records for Charter LEAs for Special Education purposes should indicate a DSEA of the charter school code,Review and update PLAN DSEA

 

Possible fix: Look in most recent archive (prior to Census) of SIRAS to fix DSEA and resend archive.

19, All students enrolled at NPS schools (0000001) should have a SWDS status code of 1 - Eligible and participating with a plan effective date on or before enrollment date,Review SENR Enrollment Date and SWDS Status Effective Start Date, because an enrollment at an NPS school must come after a SWDS of Eligible and Participating Effective Start Date

 

There isn't an easy suggested fix for this, contact [email protected]

22, Most recent MEET record indicates Annual Late ,Review student's Annual meet record with pending as of date, ensure meeting delay code is correct

If your district did NOT do the most recent meeting that was held late, you can ignore this message.

 

NOTE FROM SPED SUPPORT: "Validation 22 looked at the MEET records in CALPADS as of 11/30/2024. Many LEAs have posted unnecessary or incorrect Pending MEET records that, if left as they are, would end up landing that record in the Annual Determination Letter. However, we did inadvertently pull in some valid Pending MEET records: those that were posted for Initial IEPs as required. If a record listed in Validation 22 is a Pending MEET record for an Initial IEP, it may be ignored. "

 

Was this a Pending as of Parental consent Pending archive for an Initial Evaluation?

Then you can ignore this 22 warning

 

What looks to be the most common cause of 22 is the presence of pending records that are not needed or have the wrong date.

Specifically plan review or reevaluations that were not overdue the week of 12/1/2024 or whatever date the CDE pull was done on.

Look in CALPADS.

Is the most recent meeting an Initial Evaluation 10?

If so does the pending as of date match the parental consent date of the meeting?

If so did the evaluation take more than 60 days from the parental consent date, or third birthday?

Then make sure the documented meeting delay reason is in place or 90.

If the meeting wasn't late, then ignore the 22 error.

 

 

If this was a plan review

And this student was NOT overdue for a plan review as of 10/2/2024

Then no pending as of record was needed for this meeting.

 

 

What we are looking for is a pending as of record in CALPADS with some unrelated date and no meeting delay reason that was not for an Initial Eval.

This Pending As Of record in CALPADS is supposed to be able to report why a meeting is already overdue.

The data reported for this record doesn't make sense so we should delete this pending as of record.

 

 

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Screenshots for one resolution to 8