Data Export: Special Education and Section 504 Data from SIRAS to SIS
Aug 15, 2026
This is the canonical SIRAS → SIS export-file reference. It documents the SIRAS-generated files a district SIS can consume or use locally, including Special Education student/status data, service data, Section 504 data, and the Aeries/legacy file formats.
For the overall non-Aeries implementation process—SFTP, first test files, Training review, Production approval, automation, and bidirectional handoff—use File-Based SIS Integration: Implementation Guide.
Special Education and Section 504 do not use the same reporting loop.
The Special Education files can support SIS awareness/reconciliation of SPED data. For Section 504, the district SIS is responsible for the district's Section 504 CALPADS/Program 101 workflow, so new 504 participation and exits in SIRAS need a dependable SIS handoff.
The Special Education files can support SIS awareness/reconciliation of SPED data. For Section 504, the district SIS is responsible for the district's Section 504 CALPADS/Program 101 workflow, so new 504 participation and exits in SIRAS need a dependable SIS handoff.
“Pending records are not included” has a specific meaning below.
For
For
studentData.csv, this refers to Special Education Current Active Status = Pending. It does not refer to IEP Manager Pending Changes, Pending As Of MEET, or archived Report Status = Pending. See Pending in SIRAS.
Contents
Retrieve the Files After SFTP Access Is Working
- Use SIRAS SFTP: Secure File Exchange & Connection Settings to establish and manually verify the district account.
- Confirm which SIRAS export files the district SIS will process.
- Confirm the files are being generated in the district SFTP location.
- Schedule the SIS retrieval after the current nightly files have been created; use actual timestamps to choose the import time.
- Process the current files in the SIS test/Training workflow.
- Review record counts, matched/unmatched results, rejected rows, and representative students before Production reliance.
| Format | CSV with a header row. |
| Transfer | SFTP using the district-specific account. |
| Recommended match key | SSID. |
| Processing approach | Map stable header names to the corresponding SIS data points; do not depend on column position. |
File Names and Populations
| File | Population and purpose |
|---|---|
studentData.csv | All Active Special Education Current records, plus recent Inactive records represented by the most recent archive. Special Education Current Active Status = Pending records are not included. |
serviceData.csv | Service, supplemental-service, and ESY data for the Special Education population represented in the student export. |
504StudentData.csv | All Active Section 504 plan records. A 504 record still Pending for referral/review is not yet an Active 504 plan record. |
tableA.csv | Aeries/legacy Special Education student file. Aeries Special Ed Data Import continues to use this file under the supported SIRAS configuration. |
tableB.csv | Aeries/legacy service file used with the Aeries Special Ed Data Import and established legacy processes. |
Special Education Inactive records require an applicable archive for the export history.
A SPED record made Inactive without a matching archived transaction may not appear as expected. Use Inactive Records Requiring Archive.
A SPED record made Inactive without a matching archived transaction may not appear as expected. Use Inactive Records Requiring Archive.
504 requires a local handoff even when automated import is unavailable.
Ideally the SIS imports
Ideally the SIS imports
504StudentData.csv. If it cannot, define a manual process so new 504 participation and exits reach the SIS and the district can complete its Section 504 reporting responsibilities.
Recommended SIS Processing
- Match students by SSID whenever possible.
- Use header names rather than fixed column positions.
- Treat demographic fields as reference data when the SIS is the authority.
- Display coded values and label columns together when both are present.
- Process student records before dependent service records.
- Retain the completion log, rejected rows, and record counts.
- Do not treat successful SFTP transfer as proof that the SIS import completed successfully.
For the established machine-readable comparison of recommended and legacy file fields, use the SIRAS Data Transfer File Specification sheet maintained for integration work.
studentData.csv Field Specification
This is the recommended expanded Special Education student/status export. When a district uses it to identify the current active Special Education population, Inactive Reason should be blank.
| Header | Legacy / related field | Description | Notes |
|---|---|---|---|
Active Status | Active or Inactive SIRAS Special Education record status. | ||
FIRST_NAME | Student Legal First Name | Student identifying information. | |
MIDDLE_NAME | Student identifying information. | ||
LAST_NAME | Student Legal Last Name | Student identifying information. | |
BIRTHDATE | Student Birth Date | Student identifying information. | |
SSID | 10-digit CALPADS ID; recommended primary match key. | ||
STUDENT_ID | Local Special Education Student ID | May differ from the SIS identifier according to local practice. | |
LOCAL_ID | Local Student ID | Expected to match the SIS when SIRAS receives SIS data. | |
SELPA_CODE | 4-digit CDE SELPA code. | ||
DIST_CODE | District Attending or Reporting LEA; 7-digit district CDS code. | ||
District Name | District label. | ||
SCH_CODE | School of Attendance / NPS | School Attending; 7-digit school CDS code. Includes NPS/private-school values when applicable. | |
School Name | School label. | ||
SITE_CODE | Optional local site identifier; often the SIS school code. | ||
SCH_TYPE | School type. | ||
DSEA | District of Special Education Accountability | Authoritative special education accountability district. | |
DSEA Name | Name of the District of Special Education Accountability. | ||
DOGR | District of Geographic Residence; non-authoritative reference. | ||
DOGR Name | Name of the District of Geographic Residence. | ||
SCH_RESI | School of Residence; non-authoritative reference. | ||
School of Residence Name | Name of the School of Residence. | ||
ESY | Boolean indicating enrolled in ESY in SIRAS. | ||
GRADE | Reference value; SIRAS is not the demographic authority. | Main SIS is authoritative; use as reference when importing SIRAS data. | |
GENDER | Student Gender Code | Reference value. | Main SIS is authoritative; use as reference when importing SIRAS data. |
RACE1 | CALPADS race-category value; reference only. | Main SIS is authoritative; use as reference when importing SIRAS data. | |
RACE2 | CALPADS race-category value; reference only. | Main SIS is authoritative; use as reference when importing SIRAS data. | |
RACE3 | CALPADS race-category value; reference only. | Main SIS is authoritative; use as reference when importing SIRAS data. | |
EL_TYPE | EO, EL, IFEP, or RFEP. | ||
NATIV_LANG | CALPADS language code. | Main SIS is authoritative; use as reference when importing SIRAS data. | |
ETHNICITY | Student Hispanic Ethnicity Indicator | Reference value. | |
MIGRANT | Migrant indicator. | Main SIS is authoritative; use as reference when importing SIRAS data. | |
REFR_DATE | Special Education Referral Date | Special Education Referral Date. | |
REFR_BY | Referring Party Code | Referring Party Code. | |
REFR_BY.label | Text label for Referring Party Code. | ||
PRNT_CSNT | Initial Evaluation Parental Consent Date | Initial Evaluation Parental Consent Date. | |
PLAN_TYPE | Education Plan Type | Current education plan type code. | |
PLAN_TYPE.label | Text label for Education Plan Type. | ||
IEPDELAY | Meeting Delay Code | Meeting Delay Code. | |
IEPDELAY.label | Text label for Meeting Delay Code. | ||
ENTRY_DATE | Special Education Initial Entry Start Date | Special Education Initial Entry Start Date. | |
INIT_EVAL | Initial Evaluation Date | Initial Evaluation Date. | |
LAST_IEP | Most Recent Plan Review Date | Most Recent Plan Review Date. | |
LAST_EVAL | Most Recent Evaluation/Reevaluation Date | Most Recent Evaluation/Reevaluation Date. | |
RESID_STAT | Primary Residence Category | Primary Residence Category code. | |
RESID_STAT.label | Text label for Primary Residence Category. | ||
DISABILIT1 | Primary Disability | Primary Disability code. | |
DISABILIT1.label | Text label for Primary Disability. | ||
DISABILIT2 | Secondary Disability | Secondary Disability code. | |
DISABILIT2.label | Text label for Secondary Disability. | ||
DISDEGREE1 | Degree of Support | Primary-disability support level when applicable. | |
DISDEGREE2 | Retained legacy field; CALPADS removed the second support-degree field. | ||
FEDSET_SCH | Special Education Program Setting | CALPADS Special Education Program Setting code. | |
PRSLOCATION | Preschool Program Setting Service Location | Preschool Program Setting Service Location. | |
PRSSETTING | Ten or More Weekly Hours in Setting Indicator | Ten or More Weekly Hours in Setting Indicator. | |
IN_REGCLS | General Education Participation Percentage Range | General Education Participation Percentage Range. | |
INFANT_SET | Infant Regional Center Services Eligibility Indicator | Infant Regional Center Services Eligibility Indicator. | |
TRAN_REG1 | Postsecondary transition indicator 1. | ||
TRAN_REG2 | Postsecondary transition indicator 2. | ||
TRAN_REG3 | Postsecondary transition indicator 3. | ||
TRAN_REG4 | Postsecondary transition indicator 4. | ||
TRAN_REG5 | Postsecondary transition indicator 5. | ||
TRAN_REG6 | Postsecondary transition indicator 6. | ||
TRAN_REG7 | Postsecondary transition indicator 7. | ||
TRAN_REG8 | Postsecondary transition indicator 8. | ||
SPEC_TRANS | Special Transportation Indicator | Special Transportation Indicator. | |
PARINPUT | Parental Involvement Facilitation Code | Parental Involvement Facilitation Code. | |
GRAD_PLAN | Graduation Plan | Graduation Plan code. | Main SIS is authoritative; use as reference when importing SIRAS data. |
GRAD_PLAN.label | Text label for Graduation Plan. | ||
Special Education Status Code | Current reportable status. | ||
Inactive Reason | Non-Participation Reason | Non-Participation Reason code. | For SIS integration purposes, SIRAS exports only inactive reasons that qualify as ineligible or no longer eligible for Special Education in this field. |
Inactive Reason.label | Text label for the Non-Participation Reason. | ||
Inactive Date | Special Education Program Exit Date | SIRAS inactive date. | |
PARTI_ELA.label | ELA assessment participation label. | ||
PARTI_MATH.label | Mathematics assessment participation label. | ||
PARTI_SCI.label | Science assessment participation label. | ||
PARTI_EL.label | English language assessment participation label. | ||
Placement | Optional SELPA-specific placement value. | ||
Placement Changed | Optional SELPA-specific placement change date. | ||
Program | Optional SELPA-specific category. | ||
Case Manager | Assigned case manager. | ||
Case Manager Email | Assigned case manager email address. | ||
Plan Effective Date | Effective date from the applicable plan. | ||
MediCal Billing Permission | Y, N, or blank. | ||
MediCal Billing Permission Date | YYYYMMDD effective date. | ||
Classroom Accommodations CSV | Semicolon-delimited subject:description pairs. | ||
Remote Access URL | Short-lived encrypted link for authorized SIS users to access SIRAS information. |
serviceData.csv Field Specification
These are plan/service export records, not Service Logs.
Service plan data and delivered-session Service Logs are different records. See SERV Component: Services Associated with a Plan and Service Log Help.
Service plan data and delivered-session Service Logs are different records. See SERV Component: Services Associated with a Plan and Service Log Help.
| Header | Description |
|---|---|
SSID | Student SSID. |
STUDENT_ID | Local Special Education Student ID. |
FIRST_NAME | Student first name. |
LAST_NAME | Student last name. |
BIRTHDATE | Student birthdate. |
DIST_CODE | District Attending or Reporting LEA. |
SCH_CODE | School Attending. |
DSEA | District of Special Education Accountability. |
DOGR | District of Geographic Residence. |
GRADE | Student grade. |
SERVICE | CALPADS service code; labels are not currently provided in this file. |
PROVIDER | Service provider. |
LOCATION | Service location. |
FREQUENCY | Service frequency. |
DURATION | Service duration. |
Service Additional Info 1 | Custom SELPA-specific field. |
Service Additional Info 2 | Custom SELPA-specific field. |
Service Start Date | Start date indicated on the IEP. |
Service End Date | End date indicated on the IEP. |
Service ESY | Boolean indicating Extended School Year service. |
Service Meeting Date | Optional historical export: meeting or amendment date where the service was defined. |
Service Report Start Date | Optional historical reporting-period start date. |
Service Report End Date | Optional historical reporting-period end date. |
Monthly Minutes | Optional historical calculated monthly service minutes. |
Service Report Months | Optional historical number of report months. |
Service Report Minutes | Optional historical calculated service minutes. |
Inactive Date | Student inactive date for optional historical exports. |
serviceData.csv is available for local use but is not a primary SIS-integration target. Districts can also use Service Export or request custom service extracts for local workflows such as County Office billback/reconciliation.
504StudentData.csv Field Specification
This file contains Active Section 504 plan records for the SIS handoff. Its purpose is to help keep the SIS aware of current 504 participation and related 504 data; the SIS remains responsible for the district's 504 CALPADS/Program 101 workflow.
| Header | Description |
|---|---|
Active Status | Active 504 record status. |
FIRST_NAME | Student first name. |
MIDDLE_NAME | Student middle name. |
LAST_NAME | Student last name. |
BIRTHDATE | Student birthdate. |
SSID | Student SSID. |
STUDENT_ID | Local Special Education/504 Student ID. |
LOCAL_ID | Local SIS Student ID. |
SELPA_CODE | SELPA code. |
DIST_CODE | District code. |
District Name | District name. |
SCH_CODE | School code. |
School Name | School name. |
SITE_CODE | Optional local site code. |
SCH_TYPE | School type. |
DSEA | District of Special Education Accountability. |
DSEA Name | Name of the District of Special Education Accountability. |
DOGR | District of Geographic Residence. |
DOGR Name | Name of the District of Geographic Residence. |
SCH_RESI | School of Residence code. |
SCH_RESI Name | School of Residence name. |
ESY | Extended School Year indicator. |
GRADE | Student grade. |
GENDER | Student gender code. |
RACE1 | CALPADS race-category value. |
RACE2 | CALPADS race-category value. |
RACE3 | CALPADS race-category value. |
EL_TYPE | English Language Acquisition Status. |
NATIV_LANG | Primary language code. |
ETHNICITY | Student Hispanic Ethnicity Indicator. |
MIGRANT | Migrant indicator. |
REFR_DATE | 504 referral date. |
REFR_BY | Referring-party code. |
REFR_BY.label | Text label for Referring Party. |
PRNT_CSNT | Parent consent date. |
INIT_EVAL | Initial 504 evaluation date. |
Last 504 Review | Most recent annual 504 review date. |
Last 504 Evaluation | Most recent 504 evaluation/reevaluation date. |
504 Impairment | Description of impairment. |
504 Major Life Activities | Affected major life activities. |
PARTI_ELA.label | ELA assessment participation label. |
PARTI_MATH.label | Mathematics assessment participation label. |
PARTI_SCI.label | Science assessment participation label. |
PARTI_EL.label | English language assessment participation label. |
Placement | Optional district placement value. |
Placement Changed | Optional placement change date. |
Program | Optional district category. |
Classroom Accommodations CSV | Semicolon-delimited subject:description pairs. |
Remote Access URL | Short-lived link for authorized access to 504 data and documents. |
Aeries / Legacy tableA.csv and tableB.csv
SIRAS continues to generate tableA.csv and tableB.csv for established integrations and for the supported Aeries Special Ed Data Import workflow.
tableA.csv— student/Special Education file.tableB.csv— service file associated with the student records.
For Aeries setup, filenames, schedule, recipients, and one-time validation, use Aeries–SIRAS Integration: Configure and Test Both Data Directions.
For new non-Aeries integrations, prefer the expanded recommended files where possible. Do not build a new process around legacy files unless the receiving system specifically requires the established layout.
File Updates
January 2026
The following fields were added to the recommended student export:
- MediCal Billing Permission
- MediCal Billing Permission Date
- Classroom Accommodations CSV
- Remote Access URL
The Remote Access URL contains an encrypted parameter and expires within a short period. Replace it from the new nightly file rather than storing it as a permanent link.
Monitoring, Changes, and Troubleshooting
- Confirm nightly file creation and retrieval.
- Compare expected and actual record counts.
- Review the first rejected row or SIS processing error.
- Review filename, delimiter, encoding, leading zeros, and whether the file was modified.
- Reconfirm mappings when a field is added or a school/code changes.
- Verify the receiving SIS actually completed its import; transfer alone is not completion.
Use SIS Integration Troubleshooting & Ongoing Monitoring for established-integration problems.
