We recently got guidance from CDE during the 2025 Spring EOY Roadshow on slide 39 regarding students who are:

Exiting Graduates and Completers that are NOT Returning

• Work with your SIS administrator and identify any SWDs that are high school graduates (or other completers that will NOT be returning the following year)
• Ensure that these students are exited from special education in the SEDS
  • Students who graduate with a standard diploma should have a SWDS record, effective the day after their enrollment exit:
  • Status = 4 – Not Eligible
  • Non-Participation Reason Code = 30 – No Longer Elig

 

Who does this impact?

Data entry staff are not impacted since SIRAS has stepped in to make these last minute adjustments to CAPADS data as guided by CDE.
So staff who create exit summaries can continue to make them aligning the date of exit in the form to the actual graduation date.

 

Staff who are responsible for reporting the data will have to fix data with graduation dates prior to 5/12/2025 already sent to CALPADS.

So that is the main impact here. Instructions are below.

 

How are they impacted?

Districts who do not fix the data already sent to CALPADS prior to 5/12/2025 will have their Cohort and Dashboard data directly impacted!

Districts need to search for records representing graduation with a regular HS diploma AND they will not be returning.

For these students, the guidance is that we cannot have the SWDS effective date = the SENR exit date in CALPADS.

This document will help you to understand which records need to be fixed now as this won’t be an issue anymore starting 5/12/2025.

 

Who has to fix this?

Any LEA that has already or will report(ed) SWDS [4] record(s) representing diploma completers between 7/1/2024 and 6/30/2025.

Well for any diploma exits that have NOT been sent from SIRAS, the good news is that if SIRAS is your SEDS system, this issue is being addressed to your convenience.

This means that staff don’t have to change anything in what they already do. Assuming they were already aligning dates like this.

This change for SIRAS LEAs will be in effect in SIRAS by Monday May 12th 2025.  So, any diploma data sent on or after that date will be compliant with this CDE directive.

Meaning staff don’t have to ‘fix’ anything in SIRAS.

 

What do I need to do now?

 

• Find all the SWDS 4 records that have already been sent to CALPADS.
• Use the mark finder in choose students to mark all the records and save this as a found set.
• Then go to each one in CALPADS.
• Verify the SWDS record has the bad effective date showing in CALPADS (as described in slide 39) and delete that SWDS record specifically. No others.
• If the SWDS 4 Not eligible effective date is equal to the SENR enrollment Exit date for E230/100, fix the SWDS effective date by one date after.
• Don't worry about doing anything with the archive in SIRAS.
• You technically could remove the SWDS 4 from CALPADS and resend from SIRAS but that's up to you.
• If you are unable to edit the SWDS effective date in CALPADS, then you may have to delete the SWDS 4 from CALPADS.
• Then go to the SIRAS archive and set the report status to Pending to resend the SWDS 4 with the adjusted SWDS effective date.

 

.

How do I find the affected records in SIRAS?

See the query in the screenshot below:

Click Search and add the following criteria

• Inactive Date Greater or Equal to 7/1/2024
  • AND
• Inactive Reason: Graduated with HS diploma 72
• Active Status = All

Then click on Historical/Advance Query

• Historical Query Type = Archived Records
• Archive Date Criteria = Between (7/1/2024) to (blank)
• CALPADS Report Status = Complete

Click Search To List.

This search will only find the exit archives that have been sent already. (report status = complete)

There are many archives with future dates that have not been sent yet so they will still have report status pending so they don’t need to be fixed at this time.

Those records with future inactive dates 5/12/2025 or later will automatically be sent with correct data later this year.

 

To summarize:

• Use the query above to find standard diploma students that have had data already sent to CALPADS.
• Export this list to Excel to keep track of the ones you have fixed.
• Open each SWDS 4 record with the effective date = enrollment exit date
• Fix the effective date of the SWDS 4 to be one date after the SENR enrollment exit date

 

If you are manually looking in the SIRAS Archive, you will see how SIRAS is automatically adjusting the SWDS Effective date for you!

 

 

 

 

If you see this alignment in SIRAS between SIRAS Inactive Date and SENR Enrollment Exit Date this is OK!

 

 

This is what a comparison of the dates in SIRAS vs CALPADS should look like.