October 2025 SIRAS Newsletter
IMPORTANT Information for all users in SIRAS
- Upcoming IEP/504 Reviews and Reevaluations: SIRAS reminds users of upcoming and overdue meetings using color coding. Yellow signifies upcoming and red signifies overdue. Compare both last IEP annuals and last IEP evaluations to make sure both stay in compliance. Periodic reviews and reevaluations of 504 Plans usually follow the same IEP timelines, annually for reviews and every three years for reevaluations. Check with your administration for specific 504 timeline expectations.
- Initial Evaluations Held before Census Date (10/1/2025): Please see the link for finalizing initial evaluations with a meeting date is prior to 10/1/25 (the next census date) but a plan effective date which will be after the next census date of 10/1/25: 'How to finalize initial evaluation when meeting is before census date but plan effective is after'
- Use the Student Data Overview links on your home page to monitor your caseload. Review your students who have overdue or upcoming meetings (annuals due within the next 30 days and triennials due within the next 75 days).
- Review your open meetings regularly. Finalize IEP meetings as quickly as possible, right after parent consent has been received. Finalized IEPs are sent to CDE as they occur throughout the year. The absence in reporting of a timely IEP meeting appears late.
- Review Electronic Signature request completion: Check your Incoming Messages on the homepage to see completed signature requests. Go to the meeting in the IEP Manager to verify all needed signatures have been received before finalizing.
- Service logs: Follow your District’s guidance and expectations to document the completion of an IEP service, a supplementary service, an evaluation, or the hours a student worked using the service log.
- Uploaded Documents: When uploading documents to SIRAS, the name of the document you are trying to upload should not contain any special characters in it. It’s recommended that all documents be uploaded in PDF format so that they can be opened and read by other users within the system. Documents uploaded as Word documents will download to users’ computers to view and must then be deleted from the individual’s downloaded files to protect student privacy.
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Search Page, the buttons to execute the search have been relocated below the search fields as users had trouble finding them.
IMPORTANT Information for SIRAS Data Administrators in SIRAS
- User accounts for agency staff: Contact [email protected] for account creation for agency staff.
- User accounts for VCBH ERSES Clinicians: As new Clinicians are hired, the Data Administrators at the LEAs they serve will create their account with the role of Service Log Only-Individual and assign students to them and their Clinical Supervisor. Please reach out to SELPA if you have any questions.
- Preschool only: Update preschool program settings for Census Day reporting.
- Print Census Day reports on October 1, 2025. Utilize Happy Fox and the SIRAS4CensusDay Padlet as resources for preparing your data and to access the Census Day reports checklist. Be sure to follow the directions for Search and Store as well. Waiting to run these SIRAS reports will make your supporting data less accurate as it will then include students not eligible and participating on Census Day.
- CALPADS Fall 1 snapshots will soon be available. Review reports from CALPADS, make needed changes to SIRAS records, and send/re-send to CALPADS. Follow the Regular Data Monitoring Procedures and the After Census Day tasks posted on Happy Fox prior to meeting with SELPA.
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Email Notification Update - System-generated emails (primarily containing links to forms) will now be sent from [email protected]. (Previously [email protected])
While we do not anticipate major issues, some email providers may initially filter or block these messages. We recommend confirming with your recipients that they have successfully received any emails sent from SIRAS.
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