SEDS Coordinator Annual Planning Guide
Use this page to see the shape of the SEDS Coordinator year at a glance. Each month identifies the dominant focus, a few high-value actions, and the detailed guide to open when you are ready to work.
This is a planning map—not a deadline calendar or a complete task list. Use Due Dates for current deadline sources and Data Monitoring Tasks for recurring operational work.
The annual cycle repeats, but exact dates and unusual student situations change. Use this guide to anticipate the next body of work, then move into the linked workflow or procedure.
This guide shows the recurring annual cycle and the preparation work associated with it. For confirmed dates for rollover, SIS import pauses, Training Server refreshes, DRDP archiving, ESY resets, maintenance, and other scheduled SIRAS events, use the System Event Calendar.
The Year at a Glance
| Reset and Rebuild July–September Close the prior year, complete rollover, rebuild access and caseloads, and prepare for Fall 1. | Capture and Certify October–December Preserve Census Day evidence, reconcile Fall 1, resolve errors, and complete approval. | Transition and Monitor January–March Prepare testing and DRDP work, review transitions, and begin EOY planning. | Close and Report April–June Clean cumulative data, certify EOY, preserve June 30 evidence, and prepare rollover. |
Jump to a Season
| July–September: Reset and Rebuild | October–December: Capture and Certify |
| January–March: Transition and Monitor | April–June: Close and Report |
| The Work That Never Stops | Build the Local Calendar |
July–September: Reset and Rebuild
Finish the prior reporting year, apply rollover, reestablish accurate access and caseloads, then pivot into Fall 1 preparation.
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July Close and roll SIRAS cycle
SIS imports commonly pause between academic years while SIRAS exports remain active. SELPA rollovers generally occur from mid-July through mid-August.
Open: EOY Guide · Before Rollover · After Rollover |
August Rebuild and onboard SIRAS cycle
The prior DRDP period is typically archived in early August before Fall DRDP entry begins in September. Production data is also commonly copied to the Training Server around mid-August.
Open: New or Returning Students · Next Year’s Data · ESY Eligibility and Enrollment · Rollover Clean Up |
September Prepare Fall 1 SIRAS cycle
On September 1, SIRAS clears ESY Enrolled for all records. ESY Eligible is not cleared. Fall DRDP entry normally begins during September.
Open: Fall 1 Guide · Next Year’s Data · ESY Eligibility and Enrollment · DRDP Help |
October–December: Capture and Certify
Preserve Census Day evidence, expose and correct reporting problems early, and complete Fall 1 review and approval.
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October Capture the snapshot
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November Reconcile and correct
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December Approve and stabilize
Open: Fall 1 Guide · Due Dates |
January–March: Transition and Monitor
Shift from Fall 1 closure into next-year planning, statewide testing, DRDP, PSTS, and early EOY preparation.
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January Prepare transitions and testing SIRAS cycle
A production-to-Training Server refresh is commonly scheduled near the beginning of January. Training-only records and changes may be overwritten.
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February Monitor and prepare
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March Launch EOY planning SIRAS cycle
The prior DRDP period is typically archived in March to make way for Spring DRDP entry.
Open: EOY Guide · DRDP Help · System Event Calendar |
April–June: Close and Report
Move from broad cleanup into cumulative EOY certification, June 30 evidence, approval, amendment work, and rollover readiness.
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April Clean the year
Open: Data Monitoring Tasks · EOY Guide |
May Certify and prepare rollover
Open: EOY Guide · Before Rollover |
June Close, store, and approve
Open: EOY Guide · Search and Store · Rollover Schedule |
The Work That Never Stops
| Keep the population current Onboard new and returning students; inactivate students who leave or stop participating. |
Keep meetings moving Review open, upcoming, overdue, Pending As Of, and Meeting In Progress events. |
| Keep reporting current Send data regularly, resolve posted errors, and verify accepted transactions. |
Keep access accurate Review users, schools, providers, Case Managers, and caseload assignments. |
| Keep systems reconciled Compare SIS, SIRAS, and CALPADS when populations, dates, or histories disagree. |
Keep leadership informed Bring unresolved risks and unusual trends to the local data team and Special Education Director. |
Use Data Monitoring Tasks for the full recurring checklist and Data Monitoring Help for the investigation method.
Build the Local Calendar
the official deadline, the district's earlier working target, and the escalation date for unresolved items.
Use Due Dates for state, program, SELPA, and local deadline sources. Use System Event Calendar for confirmed SIRAS-run events and SELPA Rollover Schedule for SELPA-specific rollover dates.
The month shown here is the usual planning window. Always follow the current CDE, SELPA, district, DRDP, testing, and SIRAS calendars.
