SIRAS to SIS File Based Data Transfer Files
Nov 15, 2024
496
SIRAS generates data files containing student & service data to the SFTP nightly.
File Specification:
File format: comma separated (CSV)
File Names: "studentData.csv", "serviceData.csv", "504StudentData.csv"
File transfer method: SFTP (ftp.sirassystems.org port 7472)
Legacy data transfer files:
- Prior to 2019 SIRAS used the CASEMIS table A/B formats for providing data to Student Information Systems.
- In 2019 we revised the "tableA.csv" for Student data and "tableB.csv" for Service data adhering closely to CALPADS SPED and SSRV file specifications. File headers were updated to match CALPADS full-length descriptive headers.
- In 2023, CALPADS SPED and SSRV file formats were replaced by a 3 part SWDS/PLAN/MEET files, which doesn't work well for the purpose of transferring current data to the SIS.
- The new files have been created with the intent to establish a useful and unchanging specification to be used for data transfer.
- All integrations still using tableA.csv and tableB.csv should switch to pulling data from studentData.csv and serviceData.csv as soon as feasible.
- For the Academic Year beginning July 2025 we will no longer be generating the legacy tableA/tableB files.
File Content and Data Specification:
studentData.csv: All records actively participating in Special Ed. Also, Inactive records with Inactive Date occuring at least since the beginning of the current academic year, and within at least 6 months. Please note the following potential discrepancies when importing data back to the SIS:
- Inactive Reasons that are not reportable to CALPADS (reasons such as Moved and Continuing), have the Inactive Date and Reason omitted from this file, in order to prevent SIS integrations from interpreting this data as an Exit from Special Ed.
- Student records who have recently left the district will still be included in the file, and may result in some "unmatched" records, as they may not exist in the SIS anymore but remain in SIRAS.
- Records with 'Pending' status in SIRAS for any reason (either new referrals or new to the district) will not be included.
serviceData.csv: All service data including Supplemental and ESY services for the above Special Ed. students.
504StudentData.csv: All Active status 504 Plan records.
Formatting: The Names/Labels and Codes for some of the coded values are split into 2 columns. Specific identifying headers are be used for each data point.
Recommended processing method: Match records in the SIS using SSID. As this information is generally for reference only, Header/Data Value pairs can be simply displayed as is, as raw data, or with some translation of the headers as desired.
For full documentation of coded values and field definitions, please reference CALPADS File Specification and Code Set documentation: https://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
studentData.csv:
| Header | Legacy tableA File Header | Description | |||||
| Active Status | "Active" or "Inactive". Indicates record status in Siras | ||||||
| FIRST_NAME | Student Legal First Name | For record identifying purposes | |||||
| MIDDLE_NAME | |||||||
| LAST_NAME | Student Legal Last Name | ||||||
| BIRTHDATE | Student Birth Date | ||||||
| SSID | 10 digit CALPADS ID, required and recommended for primary record matching | ||||||
| STUDENT_ID | Local Special Education Student ID | This ID is only enforced to be unique at the SELPA level, may or may not match the ID from the SIS depending on district preferences. | |||||
| LOCAL_ID | Local Student ID | This should match the ID from the SIS, but will usually only be populated if Siras is receiving a data file from the SIS. | |||||
| SELPA_CODE | 4 digit CDE SELPA code | ||||||
| DIST_CODE | District Attending or Reporting LEA, 7 digit CDE code | ||||||
| District Name | |||||||
| SCH_CODE | School of Attendance / School of Attendance NPS | School Attending, 7 digit CDE code. Includes Non-public and private school codes (may be unofficial) | |||||
| School Name | |||||||
| SITE_CODE | optional school site identifier, should match SIS School Code in most cases | ||||||
| SCH_TYPE | |||||||
| DSEA | District of Special Education Accountability | District of Special Education Accountability. Authoritative | |||||
| DSEA Name | |||||||
| DOGR | District of Geographic Residence. Non-Authoritative | ||||||
| DOGR Name | |||||||
| SCH_RESI | School of Residence. Non-Authoritative | ||||||
| School of Residence Name | |||||||
| ESY | Enrolled in ESY in Siras. Boolean | ||||||
| GRADE | Non-Authoritative | ||||||
| GENDER | Student Gender Code | Non-Authoritative | |||||
| RACE1 | Note: CALPADS Code Values. Siras is not the authority for demographics data, inclusion in this file is for reference only. | ||||||
| RACE2 | |||||||
| RACE3 | |||||||
| EL_TYPE | English Learner Type. EO / EL / IFEP / RFEP | ||||||
| NATIV_LANG | CALPADS codeset, pending revision to 3 digit codes | ||||||
| ETHNICITY | Student Hispanic Ethnicity Indicator | ||||||
| MIGRANT | |||||||
| REFR_DATE | Special Education Referral Date | ||||||
| REFR_BY | Referring Party Code | ||||||
| PRNT_CSNT | Initial Evaluation Parental Consent Date | ||||||
| PLAN_TYPE | Education Plan Type Code | Note: Plan Type 900/800/700/300 for Not Eligible, Eligible but no IEP, or Pending Evaluation no longer exist. | |||||
| PLAN_TYPE.label | |||||||
| IEPDELAY | Meeting Delay Code | Note: CALPADS Code Values | |||||
| IEPDELAY.label | |||||||
| ENTRY_DATE | Special Education Initial Entry Start Date | ||||||
| INIT_EVAL | The Special Ed. Initial Evaluation Date | ||||||
| LAST_IEP | Most recent Plan Review Date | ||||||
| LAST_EVAL | Most recent Evaluation or Re-evaluation | ||||||
| RESID_STAT | Primary Residence Code | Note: CALPADS Code Values | |||||
| RESID_STAT.label | Text label corresponding to coded value: will sometimes include additional distinct label values which share the same CALPADS-reported code value | ||||||
| DISABILIT1 | Disability 1 Code | Note: CALPADS Code Values | |||||
| DISABILIT1.label | |||||||
| DISABILIT2 | Note: CALPADS Code Values | ||||||
| DISABILIT2.label | |||||||
| DISDEGREE1 | Degree of Support for Primary Disability | ||||||
| DISDEGREE2 | |||||||
| FEDSET_SCH | Special Education Program Setting Code | Note: CALPADS Code Values | |||||
| PRSLOCATION | Preschool Program Setting Service Location Code | ||||||
| PRSSETTING | Ten or More Weekly Hours in Setting Indicator | ||||||
| IN_REGCLS | General Education Participation Percentage Range Code | ||||||
| INFANT_SET | Infant Regional Center Services Eligibility Indicator | ||||||
| TRAN_REG1 | IEP Includes Postsecondary Goals Indicator | ||||||
| TRAN_REG2 | Postsecondary Goals Updated Annually Indicator | ||||||
| TRAN_REG3 | Postsecondary Goals Age Appropriate Transition Assessment Indicator | ||||||
| TRAN_REG4 | Transition Services in IEP Indicator | ||||||
| TRAN_REG5 | Supportive Services Indicator | ||||||
| TRAN_REG6 | Transition Services Goals in IEP Indicator | ||||||
| TRAN_REG7 | Student IEP Participation Indicator | ||||||
| TRAN_REG8 | Agency Representative IEP Participation Code | ||||||
| SPEC_TRANS | Special Transportation Indicator | ||||||
| PARINPUT | Parental Involvement Facilitation Code | ||||||
| GRAD_PLAN | |||||||
| GRAD_PLAN.label | |||||||
| Special Education Status Code | Note: CALPADS Code Values | ||||||
| Inactive Reason | Non-Participation Reason Code | Note: New to CALPADS Redesign, this field combines former Plan Type 900/800/700 with former Exit Reasons. Coded value only in this column. | |||||
| Inactive Reason.label | Text label for reason the student is Inactive. For purposes of integration with the SIS, only reasons that are reported to CALPADS are included. | ||||||
| Inactive Date | Special Education Program Exit Date | Includes date of inactivity in Siras for all reasons | |||||
| PARTI_ELA.label | Test participation | ||||||
| PARTI_MATH.label | |||||||
| PARTI_SCI.label | |||||||
| PARTI_EL.label | |||||||
| Placement | optional field with SELPA-specific usage | ||||||
| Placement Changed | |||||||
| Program | optional field with SELPA-specific usage | ||||||
| Case Manager | First / Last name of user assigned | ||||||
| Case Manager Email | |||||||
| Plan Effective Date | CALPADS field, date from PLAN file | ||||||
serviceData.csv |
|
||||||
| Header | Description | ||||||
| SSID | Student identifying information | ||||||
| STUDENT_ID | |||||||
| FIRST_NAME | |||||||
| LAST_NAME | |||||||
| BIRTHDATE | |||||||
| DIST_CODE | 7 digit CDE District Attending | ||||||
| SCH_CODE | |||||||
| DSEA | District of Special Education Accountability | ||||||
| DOGR | District of Geographic Residence | ||||||
| GRADE | |||||||
| SERVICE | CALPADS Coded values. Labels not currently provided in this file. | ||||||
| PROVIDER | |||||||
| LOCATION | |||||||
| FREQUENCY | |||||||
| DURATION | |||||||
| Service Additional Info 1 | Custom additional data field, purpose varies by SELPA | ||||||
| Service Additional Info 2 | |||||||
| Service Start Date | As indicated on the IEP | ||||||
| Service End Date | As indicated on the IEP | ||||||
| Service ESY | Boolean indicating if the service is for Extended School Year | ||||||
| The following additional data/headers are only optionally applicable for special historical service export files: | |||||||
| Service Meeting Date | The date of the IEP or amendment where the service was defined or updated | ||||||
| Service Report Start Date | For calculation of minutes, the beginning of the applicable period | ||||||
| Service Report End Date | The end of the applicable period | ||||||
| Monthly Minutes | An estimated value of Minutes per Month derived from FREQUENCY and DURATION on the IEP | ||||||
| Service Report Months | A decimal number of months for the applicable period | ||||||
| Service Report Minutes | The Monthly Minutes multiplied by the Service Report Minutes | ||||||
| Inactive Date | The Student's Inactive Date in Siras | ||||||
