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SIRAS Office Hours for SEDS Coordinators

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SIRAS Office Hours for SEDS Coordinators

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Click link to go to Happy Fox Office Hours Page

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Office Hour Opportunities for SPED Admin Staff

390

Brian's SIRAS Q & A Office Hours for SELPA and SEDS coordinators on Tuesdays at 10am
Brian's OFFICE HOURS WILL RESUME ON JANUARY 7th at 10a

NOTICE NEW MEETING LINK STARTING 1/7/2025

Link to video of 12/10/2024 Office Hours with Brian

Passcode: SbAVKc6.

- SPED Data Quality Errors
CDE SPED Q & A Office Hours with Dominic from CDE and CALPADS Staff on Mondays at 3pm
Hosted by CDE, if you have questions about attending this recurring webinar, contact [email protected]
CALPADS Q & A Office Hours on Wednesdays at 3pm
[ More Info] Hosted by CDE Use 'more info' link then look for this logo in screenshot below on the actual website.

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Office Hour Opportunities for SPED Admin Staff 390 Brian's SIRAS Q & A Office Hours for SELPA and SEDS coordinators on Tuesdays at 10am Brian's OFFICE HOURS WILL RESUME ON JANUARY 7th at 10a NOTICE NEW MEETING LINK STARTING 1/7/2025 Link to video of 12/10/2024 Office Hours with Brian Passcode: SbAVKc6.

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UPDATE: In Dec. 2024 Annual Determination Letters went out to Directors, the deadline for reporting updated data to CALPADS was January 24, 2025.

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Brandi's PPT for CDE 16.21 Monitoring Webinar

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Brandi's PPT for CDE 16.21 Monitoring Webinar

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Understanding CALPADS Report 16.21 Late Plan Reviews and Re-evaluations

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Version 1 from CDE

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Student Degree of Support Identification Guidance Final Version 1 Februrary 2024

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https://sirassystems.happyfox.com/kb/article/78-alternate-assessment-in-siras/

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Alternate Assessment in SIRAS

2930

To find specifically Alternate assessment or ELPAC alternate, go to /reporting/student lists/predefined lists

Then under General List + Search Query use SBAC, CAA, ELPAC, Alternate ELPAC choices to

If you are looking for the CDE Alternate Assessment Participation Decision-Making Tool for California, the link for it is here:

It has specifications of the Domains

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Alternate Assessment - Conceptual Domain Skill Level

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https://sirassystems.happyfox.com/kb/article/146-toms-api-for-siras/

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558

SIS Coordinator:
At this time, the API will only send one student accommodation set at a time. In the future we will develop the ability to batch send from the API. This year we were under the understanding that ETS would leave the previous accommodations in TOMS but that didn't happen. So we suggest to continue to use the bulk CAASPP/ELPAC export files as before for the remainder of the 24/25 academic school year.

IEP Team: If your district has this feature enabled, you will see this message when finalizing a meeting.

'Send Accommodations to ETS/TOMS'. If checked, the accommodations from the meeting being closed will be pushed to TOMS when the meeting is finalized.
OVERVIEW:

* Use the same TOMS API credentials that are in your SIS already.
* If you don't know, or can't find the district TOMS credentials in place in your SIS already, your lead Site Testing Coordinator can work with your SIS admin to request new TOMS API credentials.
* If new credentials are generated, they will need to be set into both your SIS and Siras.
* The API functionality currently can only send one set of student accommodations at a time.
* The API can send both IEP and 504 accommodations.
* Once the bulk of the accommodations are in place from file upload, then the TOMS API button can be used in Siras to individually send updates as needed per student.
* Very important to always verify the results of any API data push carefully as this is a new feature. Report any findings to[email protected] if you find the data did not transfer as expected.

Entering LEA API credentials for TOMS:

Login to Siras as District Administrator

Goto /Tools/SIRAS Admin

Select the TOMS API Credentials tab

Enter the TOMS API User Name

Enter the TOMS API Secret Key

Click Save Credentials

If you need help getting credentials, use the help link that is provided:

Once the credentials are saved:
* Verify the credentials:
* Go to /Reporting/Student Lists/Predefined Lists/
* Click on CAASPP Assessment button (this will find candidate records to test)
* This takes you to a student accommodation list

From the list, click the black triangle next to an eligible candidate to test the connection with.

Then in the Assessment Info area
* Click the TOMS API: Upload Accommodations Tab

In the TOMS API tab
* Click the 'Connect to TOMS API' button
* Verify successful connection

Once your session has been 'Successfully authorized' you can begin.

Once you are connected to the API there are three buttons.
* Open TOMS Site
* Query Test Settings
* Replace All Test Settings

1) Open TOMS Site (OPTIONAL)
* This is an easy shortcut to open TOMS
* Search in Toms for the student that you will be updating
* This is important to carefully review the data once it is sent.

2) Query Test Setting
* Use this button to pull the current data from TOMS to be viewable Siras
* This button does not update SIRAS!
* If you get a 404 error, this student does not have an SSID in TOMS
* If you get the 'Successful GET:' the new data that just showed up in this window is the existing accommodations data in TOMS already.
* (see screenshot at end of document)

3) Replace All Test Settings - This is the button to POST/SEND data to TOMS
* Use this when new accommodations are in place for a particular student
* When first using this feature, be sure to immediately login to TOMS to verify the accommodations as sent from Siras made it correctly.
* If you see discrepancies with what was sent vs what ended up in TOMS please email[email protected] directly.

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https://discussions.apple.com/thread/253207270?sortBy=best

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If you don't want to upgrade the OS you can download newer certificates from here.
https://letsencrypt.org/certificates/
Download these two files

ISRG Root X1

Self Signed click on the der to download

And ISRG Root X2

Self signed click on der to download.

Open the Keychain Access app in your Applications> Utility folder.

In the left column highlight System.

Click on File in the menubar and click on Import Items,

select the newly downloaded files in turn and press Open.

Double-click on one of the newly imported certificates, click on the disclosure triangle

and next to When using this certificate: change Use System Defaults to Always Trust.

Do the same for the other certificate.

Restart your mac.

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If you don't want to upgrade the OS you can download newer certificates from here. https://letsencrypt.org/certificates/ Download these two files ISRG Root X1 Self Signed click on the der to download And ISRG Root X2 Self signed click on der to download. Open the Keychain Access app in your Applications> Utility folder.

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https://letsencrypt.org/certificates/

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Last updated:

Our roots are kept safely offline. We issue end-entity certificates to subscribers from the intermediates in the next section. For additional compatibility as we submit our new Root X2 to various root programs, we have also cross-signed it from Root X1.

We've set up websites to test certificates chaining to our active roots.

Under normal circumstances, certificates issued by Let's Encrypt will come from "R3", an RSA intermediate. Currently, issuance from "E1", an ECDSA intermediate, is possible only for ECDSA subscriber keys for allowlisted accounts. In the future, issuance from "E1" will be available for everyone.

Our other intermediates ("R4" and "E2") are reserved for disaster recovery and will only be used should we lose the ability to issue with our primary intermediates. We do not use the X1, X2, X3, and X4 intermediates anymore.

IdenTrust has cross-signed our RSA intermediates for additional compatibility.

Active, limited availability
Let's Encrypt E1 (ECDSA P-384, O = Let's Encrypt, CN = E1)

Each of our intermediates represents a single public/private key pair. The private key of that pair generates the signature for all end-entity certificates (also known as leaf certificates), i.e. the certificates we issue for use on your server.

Our RSA intermediates are signed by ISRG Root X1. ISRG Root X1 is widely trusted at this point, but our RSA intermediates are still cross-signed by IdenTrust's " DST Root CA X3" (now called "TrustID X3 Root") for additional client compatibility. The IdenTrust root has been around longer and thus has better compatibility with older devices and operating systems (e.g. Windows XP, Android 7). You can download "TrustID X3 Root" from IdenTrust (or, alternatively, you can download a copy from us).

Having cross-signatures means that each of our RSA intermediates has two certificates representing the same signing key. One is signed by DST Root CA X3 and the other is signed by ISRG Root X1. The easiest way to distinguish the two is by looking at their Issuer field.

When configuring a web server, the server operator configures not only the end-entity certificate, but also a list of intermediates to help browsers verify that the end-entity certificate has a trust chain leading to a trusted root certificate. Almost all server operators will choose to serve a chain including the intermediate certificate with Subject "R3" and Issuer "ISRG Root X1". The recommended Let's Encrypt client software, Certbot, will make this configuration seamlessly.

Roots

Similar to intermediates, root certificates can be cross-signed, often to increase client compatibility. Our ECDSA root, ISRG Root X2 was generated in fall 2020 and is the root certificate for the ECDSA hierarchy. It is represented by two certificates: one that is self-signed and one that is signed by ISRG Root X1.

All certificates signed by the ECDSA intermediate "E1" will come with a chain including an intermediate certificate whose Subject is "ISRG Root X2" and whose Issuer is "ISRG Root X1". Almost all server operators will choose to serve this chain as it offers the most compatibility until ISRG Root X2 is widely trusted.

This certificate is used to sign OCSP responses for the Let's Encrypt Authority intermediates, so that we don't need to bring the root key online in order to sign those responses. A copy of this certificate is included automatically in those OCSP responses, so Subscribers don't need to do anything with it. It is included here for informational purposes only.

Our newer intermediates do not have OCSP URLs (their revocation information is instead served via CRL), so we have not issued an OCSP Signing Cert from ISRG Root X2.

We are dedicated to transparency in our operations and in the certificates we issue. We submit all certificates to Certificate Transparency logs as we issue them. You can view all issued Let's Encrypt certificates via these links:

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Root Certificates Our roots are kept safely offline. We issue end-entity certificates to subscribers from the intermediates in the next section. For additional compatibility as we submit our new Root X2 to various root programs, we have also cross-signed it from Root X1.

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See slide 7

https://padlet.com/siras/siras4spedredesign-n7hsxg7e11hsvarh/wish/2689434410

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How to find students indicated as having a behavioral intervention plan, BIP in Siras.

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Updated 9/2023

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Formerly Wrong Program Setting

Updated 1/2024

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Updated 4/2024

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See DRDP Admin Help for more info.

https://training.sirassystems.org/support/docs/F25_DRDP_Exception_List.xlsx

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Updated 11/18/2023

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Shows how to prepare a record for an upcoming Initial Evaluation

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Individuals with Disabilities Education Act

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300.111 Child find.

(1) The State must have in effect policies and procedures to ensure that-

(i) All children with disabilities residing in the State, including children with disabilities who are homeless children or are wards of the State, and children with disabilities attending private schools, regardless of the severity of their disability, and who are in need of special education and related services, are identified, located, and evaluated; and

(ii) A practical method is developed and implemented to determine which children are currently receiving needed special education and related services.

(b) Use of term developmental delay. The following provisions apply with respect to implementing the child find requirements of this section:

(1) A State that adopts a definition of developmental delay under §300.8(b) determines whether the term applies to children aged three through nine, or to a subset of that age range (e.g., ages three through five).

(2) A State may not require an LEA to adopt and use the term developmental delay for any children within its jurisdiction.

(3) If an LEA uses the term developmental delay for children described in §300.8(b), the LEA must conform to both the State's definition of that term and to the age range that has been adopted by the State.

(4) If a State does not adopt the term developmental delay, an LEA may not independently use that term as a basis for establishing a child's eligibility under this part.

(c) Other children in child find. Child find also must include-

(1) Children who are suspected of being a child with a disability under §300.8 and in need of special education, even though they are advancing from grade to grade; and

(2) Highly mobile children, including migrant children.

(d) Construction. Nothing in the Act requires that children be classified by their disability so long as each child who has a disability that is listed in §300.8 and who, by reason of that disability, needs special education and related services is regarded as a child with a disability under Part B of the Act.

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Sec. 300.111 Child find - Individuals with Disabilities Education Act

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300.111 Child find. (a) General. (1) The State must have in effect policies and procedures to ensure that- (i) All children with disabilities residing in the State, including children with disabilities who are homeless children or are wards of the State, and children with disabilities attending private schools, regardless of the severity of their disability,...

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- How to request/send/receive a user account from another district

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- How to request/send/receive a user account from another district

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User Account Transfer Request Process

162

A user who has access to manage user accounts can request to transfer a user to their district. In the Manage User section under the Tools menu, this can be initiated in one of two ways:

By clicking on Create New User to create a new user account SIRAS will recognize that the user already exists and will locate that user account for you by clicking the Find Existing User: xxxx button.

By clicking the Choose User button, selecting 'All SELPAS' in the filter (this option is located at the top of the list) then entering the user name that you are looking for.

SIRAS will then locate the existing user and indicate that you will need to request permission of that district to transfer the user account to your district.

To execute the user account transfer request, click the Create User Transfer Request button. Update the user's new email address and phone. When the districts 'Accepts' the request the user account will site assignments will be updated

If the user will be temporarily servicing your district, i.e. Summer School; check the 'Temporary Assignment checkbox'.

When the user request is completed, this notice will appear.

Contact [email protected] regarding any complications or special transfer requests.

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User Account Transfer Request Process 162 A user who has access to manage user accounts can request to transfer a user to their district.

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https://sirassystems.happyfox.com/kb/article/23-manage-caseload-help/

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How to use statistical reports for yearly placement count reports.

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This will help you find all the initial evaluations this past year to report on.

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Adding Calendar and Progress Report Dates

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Adding Calendar and Progress Report Dates

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P

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SIRAS Admin- Calendar Events

Entering Calendar Events

This should be done at the end of every school year.
Why Enter District Holidays?
When "Holiday" type events are entered, it will do two things:

It will plot the holidays (colored green) in the District Calendar located under Tools menu;

It will adjust the 60 day evaluation completion count down for an Initial Evaluation and a Triennial, moreover it will adjust the 30 day countdown for an Interim Placement "Review (30 Days)".

The assessment timeline count down (visible on the Choose Student List right column) will also be adjusted based on your district's holidays that exceeds more than 5 days.

Be sure to enter the first and last calendar days that students do not attend school.
Why create Progress Report date event?
This will add a pop down menu on the Progress Report page so staff can more efficiently enter the progress report dates instead of repeatedly entering the same dates for different student.

How to create Holiday Event:

Go to /Tools/SIRAS Admin

Select Calendar Events

Click the "Create new Calendar Event" button at the bottom.

In the Event Type, pick the appropriate event type.

In the 'Description' header add more detail.

Enter the 'Start Date' and 'End Date';

Events will save automatically.

You do not need to do anything to save the events.

Note: You can enter in all district wide holidays. Only those holidays that exceed 5 school days will adjust the 60 day assessment count down.

Note: We suggest updating Progress report dates after Summer Rollover to ensure final progress reports at the end of the year don't have a wrong date auto entered. Staff can manually fix per student but it is confusing if done too soon at end of year.

How to create Progress Report date event:

Under the Tools menu select the 'SIRAS Admin'.

Click the "Create New Calendar" button

This will open a new row. It may materialize in the middle, but it will noted as 'New Event' - 'Please select one'

Enter in the 'Start Date' the date of the Progress Report (which is the date that the general ed students have their report cards sent)

We suggest under the 'Description' column replace 'Date' with the quarter.

Newly created events auto populate today's date and sort according to Start Date.

Note: If a school has different report dates than the rest of the district, drill down to that school by clicking the little school house (located in the upper left corner) and entering the progress report dates there. The school progress report dates will supersede the district progress report dates.

This is what users will see on their Progress Reports if the progress report dates are entered as a calendar event.

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SIRAS Admin- Calendar Events This should be done at the end of every school year. Why Enter District Holidays? When "Holiday" type events are entered, it will do two things: It will plot the holidays (colored green) in the District Calendar located under Tools menu; It will adjust the 60 day evaluation completion count down for an Initial Evaluation and a Triennial, moreover it will adjust the 30 day countdown for an Interim Placement "Review (30 Days)".

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Before Rollover Help (next year data)

Adding Calendar and Progress Report Dates

After rollover help

Admin beginning of school year help

When staff leave help

Fall Meeting Review

Next years data help

Rollover Contingencies

How to re-assign students to another person

Batch edit help

EOY Meeting Review

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Updated 6/2023

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Finding students individually assigned to you

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Finding students individually assigned to you

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Help admin users find assigned caseload

https://sirassystems.happyfox.com/kb/article/411-how-to-view-individually-assigned-students/

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Next Year's Data Help

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98

​ ​

Next year's data is optional but can be very useful.

There are two main types of Next Year's Data

Next Year's District/School/Provider information set by SPED data staff

Next School Year form IEP Plan updates by the IEP Team

Next Year's District/School/Provider information

Is created and updated by SPED staff as early as needed.

Store changes to schools within district that will be applied during the summer rollover.

Store transfers to new districts that will be applied during the summer rollover.

8th grade feeder districts should set the HS district as next year's district

Next School Year forms

Store changes to an IEP plan that won't take effect until when school comes back in fall.

Is created in the IEP Manager as appropriate at end of School year.

This form would not be appropriate to fill out in the fall, only at end of school year.

If district, school or providers will be changing, they must be updated under /student info/next year's data first

Is populated in the Next School Year IEP form in the IEP Manager

Store updates to an IEP plan that won't take effect until when school comes back in fall.

The Next Years Data tab is a holding place for future data that will be applied to the students current data after the end of school year rollover in July. Its connected to the 'Revisions to IEP for Next School Year' sometimes called the 'Record of Change' IEP form. When that form is completed it will update the information in the Next Years Data tab. This can be reviewed by going to Student List under the Reporting menu, selecting Predefined List tab and selecting the 'Next Years Data' button.

During the rollover, the next year's data is only applied to active status = active records.

Next Year's data will not be applied during the rollover when:

Placing the Next Years Providers will allow users from the students next years Providers to be able to view their future caseloads (students not yet transferred) in read only.

When 8th grade districts fill in their local HS district(s) for the next school year, the HS district SPED data staff can start doing their projections for the coming year.

SIRAS HS Districts can see total number of incoming freshmen.

SIRAS HS Districts can run statistical reports to breakdown projected eligibility count for staffing and classroom projections.

To view the future students and run these projections the SPED Data user will click on the little red school house in the upper right hand corner and select 'Incoming Students' or 'Next Year Preview'. Once this is done the incoming future records will be 'Read only'.

With exception of the content on the Next Years Data tab.
This where the next years district staff can complete the rest of the information needed to be completed on this page first.

so that the new school and providers can be assigned in preparation for the rollover in July.

Under Student Info / Next Years Data, click on 'Create Next Year's Data' to enter new information.

If the student is staying at the same school, then this can happen automatically if the user opens the Next School Year form in the IEP Manager.

If the student is transferring to a new District or school over summer, this page below needs to be updated before the end of the year with the new information.

Otherwise the during the rollover if it is blank, Siras assumes everything is staying the same for the next year.

If the student is going to a different school in the same district, set it here for Siras to change it over summer.
If the student is going to a new district, like a HS district, the 8th grade district can set the HS district here.
Then the HS district can see these records and fill out the school and providers ahead of time.

To view the future students and run these projections the SPED Data user or Provider will click on the little red school house in the upper right hand corner and select 'Incoming Students' or 'Next Year Preview'. This will allow 'Read only' access.

With exception of the content on the Next Years Data tab for SPED data staff
This where the next years district staff can complete the rest of the information needed to be completed on this page first.

Incoming Students = only those with Next Year's District Attending set to your district.

Next Year Preview = includes the above plus current students who do not have a different district as Next Year's District Attending.

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98 ​ ​ Next year's data is optional but can be very useful. There are two main types of Next Year's Data Next Year's District/School/Provider information set by SPED data staff Next School Year form IEP Plan updates by the IEP Team Next Year's District/School/Provider information Is created and updated by SPED staff as early as needed.

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If printing in Chrome on Windows and PDF doesn't open or is garbled

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Have a meeting to discuss a Census day plan of attack! NOW!

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Merged into Happy Fox

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How to list and report on accommodations

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How to re-assign students to another person

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How to re-assign students to another person

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How to Force Finalize or Abandon a Meeting

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How to Force Finalize or Abandon a Meeting

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Updated 6/2024

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PSTS - Post secondary survey reporting error help

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overdue-no consent IEPs SIRAS Help sheet

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Logging In and Navigating Through SIRAS

493

Web Address (URL)

Note: There are two versions of SIRAS. The Training version may be used for practice and training. The Production version or Live version is where you will edit and save actual student data. Please be aware of which version you are accessing! The SIRAS training version is marked "Test Server - All changes will be overwritten" on all pages.

IMPORTANT BOOKMARK INFO!

Remove the '/main.jsf?dswid=-8427&cid=1' information from your bookmarks.

​ ​
What username to use:
Additional Help for Reset Password

To view IEPs, click login to Special Ed.

To view 504s, click login to 504 plan module

To view SSTs, click to login to SST tracker
Trouble Logging in: SIRAS says 'No User Exists'
Make sure your username is first.last

Make sure you are logging into the correct server
SIRAS comes up as blank page
Are you using a saved desktop shortcut to get to SIRAS? You may need to delete it and create new one or better yet, save as a bookmark in your browser of choice.

Navigating Through SIRAS

SIRAS Support in Context '?' mark buttons

SIRAS Home and 'Return to menu' (Do not use browser back button!)

Choose Student

Located under the SIRAS logo in the upper left corner, select the 'Choose Student' button to list your caseload and view basic info about each student.

If you have zero records, got to FAQ further down page.

Or, you may be a site admin who has not been assigned a site yet. Reach out to your district office SIRAS contact.

If you are in a "found set" is click the 'Reset Search' link to restore all your records/students.

Additional Help for Choose Student
Schoolhouse Icon - Change Scope

​ ​

This is on the far right of the screen below your Username and is very useful in switching scopes of the types of records you can see. Ex. Site admin vs case manager. Use View Individually assigned to see caseload vs school(s) only. Use the School Filter to change/filter your focus; step up or down to a district, school group or individual school.
Additional Help for Change Scope
Username [Log Out] button

This is on the far right of the screen, top right. The words 'log out' when clicked on will close your session.

Student Info menu

Reporting menu

Quick Search

This search box can accept student initials, local ID, SSID, birthdate.

See this link for more search help.

FAQ
I have zero records, what do I do?

Reset Search

Request students to be assigned click here for more info about Manage Caseload

Switch scope to or from view individually assigned.

Look for the reset search in the upper header bar to the left of the quick search.

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Logging In and Navigating Through SIRAS 493 Note: There are two versions of SIRAS. The Training version may be used for practice and training. The Production version or Live version is where you will edit and save actual student data. Please be aware of which version you are accessing!

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Frequently asked questions (FAQs) regarding California state law relating to Universal Prekindergarten (UPK) and Transitional Kindergarten (TK).

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Inactive preschoolers turning 5 by 6/30/2025

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Inactive preschoolers turning 5 by 6/30/2025

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Inactive eligible preschoolers turning 5

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Inactive eligible preschoolers turning 5

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Annual Determination Letter Help

Data Monitoring checklist

16.21 Help Sheet by Siras

CDE 16.21 Webinar by Brandi J.

CDE 16.21 Webinar PPT by Brandi J.

Ongoing Data Monitoring Procedures

Ongoing Data Monitoring PPT

How to list accommodations

How to look for no Case Manager assigned

New Referrals List (weekly)

Monitoring New Referrals - PDF (weekly)

Previously Overdue IEP/EVAL Lists (monthly)

Inactive preschoolers turning 5

What is Child Find

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- Meeting Report Help Custom Queries/Exports

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- Meeting Report Help Custom Queries/Exports

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PSTS - How to send to CALPADS (post secondary)

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PSTS - How to send to CALPADS (post secondary)

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PSTS - How to report post secondary survey answers to CALPADS

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PSTS - How to enter post secondary surveys into Siras

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PSTS - How to enter post secondary surveys into Siras

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PSTS - How to read post secondary survey answers into data entry

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PSTS - How to find and list post Secondary survey candidates

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PSTS - How to print and email post secondary surveys

24

To easily review records that need PSTS surveys or may have
There are three main ways to get PSTS data.
A) Print out all the forms in batch to mail out for survey results.
B) Print out all the forms in batch and use a phone tree to call students and fill out the answers in the office.
C) Email individual links to students/parents to get survey responses.
For A) and B) here is how to generate a PDF of all the surveys to fill out.

To print the batch forms for recording the survey results:
1) Go to Tools/Labels and Batch Forms

2) Click on the Batch Forms tab

NOTE: Default will print Spanish Forms based on Native Language. Should you wish all forms to be in English, uncheck this default. If you have a few forms to print in Spanish, you can return to this area with a new found set of just the records that need the form in Spanish and re-check this box.

3) Click on 'Find post-secondary students' to create a found set of students for the batch.

4) Click on 'Create batch forms.'

Once the file has been created, scroll down to see the filename of CASEMIS Follow up <today's date>.pdf
If you don't immediately see it, click the Refresh button at the top of the Saved Files area.

5) Click on download. This file will contain the surveys in Spanish if the student is listed as EL.

6) Click Download to save the file, then you can print as needed.

C) Email individual links to students to get survey responses.
1) Find and select current student to email
2) Go to IEP Manager
3) Review Exit summary link requests to see if a contact email address is present
4) Go to /tools/document library
5) Click on the Post Secondary form link under Edit Form
6) After the form opens, confirm contact info, then click the Green arrow save and return
7) In the same row where you clicked the form link, on the right is a Manage Links button/link click on that
8) There you can create the link and indicate the found or known contact email to send it to.

/Tools/Document library
Look for Post Secondary Form link under Edit Form

Click the form link to open the form

Verify contact information
Click the Green Arrow to Save and Return

Click on the Manage Links link:

Here you can send the form directly to a students email address if you got that from the Exit Summary meeting forms.

Creating Labels
1) While you still have your found set of Post-Secondary students, you can create a batch file of address labels for the mailers too:

2) Once the survey responses come in, the answers to the surveys need to be filled out in the MIS Summary page at the bottom, Table D. Responses must be entered before submitting 6/30 EOY 4 data. If no responses were received, enter Not able to contact. If a response was received, but there was no response filled out on the survey, use Other or Refused to answer. If you are aware the student is currently incarcerated, use Incarcerated.
**Do not make the student records Active or
**Do not Submit these records once the answers are filled out

Siras is currently able to submit up to two answers per student to CALPADS.
Send the PSTS data after all primary responses have been recorded (see additional CALPADS Flash 203 document on how to code the survey answers into Siras).

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PSTS - How to print and email post secondary surveys

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How to put custom titles in PDF reports.

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https://sirassystems.happyfox.com/kb/article/324-before-rollover-help/

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Meeting delay reasons

Overdue or meetings without consent

Meeting Report Help Predefined Queries

Meeting Report Help Custom Queries/Exports

Parent Response & IEP Disagreements

Finalizing IEP Meetings awaiting consent

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Meeting Report Help - Predefined Queries

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Meeting Report Help - Predefined Queries

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Transfers to and from County Office Tips

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Transfers to and from County Office Tips

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Transfers to and from County Office Tips

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Overdue Initial Evaluations Corrective Action Help

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Overdue Initial Evaluations Corrective Action Help

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Updated 3/29

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https://sirassystems.happyfox.com/kb/article/300-parent-response/

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Assigning FMTA as CDE Access to Siras records

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Assigning FMTA as CDE Access to Siras records

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See this page in Happy Fox

https://sirassystems.happyfox.com/kb/article/652-access-for-cde-fmta-staff/

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Your SELPA has already created a SIRAS account to be used for giving a CDE representative access to student records within your LEA. Check with SELPA to confirm this person’s name, as that is what you will be searching for when assigning student records to be reviewed by CDE.

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Merged into Happy Fox

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- LRE Decision Tree for Kinder and TK Ages 5-22

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- LRE Decision Tree for Kinder and TK Ages 5-22

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Program Setting Help

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Help for determining Program Setting for LRE:

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- Preschool LRE Decision Tree Ages less than 5 or age 5 in preschool only

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- Preschool LRE Decision Tree Ages less than 5 or age 5 in preschool only

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Program Setting Help

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Help for determining Program Setting for LRE:

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Helpful acronyms

General user help

CALPADS SSID help

C2C Training slides 2019

Submission order for SPED/SSRV files

Data for Fall 1 snapshot

Data for EOY 4 snapshot

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IEP Implementation for SIRAS districts

Siras forms not opening in Chrome for Win 11

TOMS export for ELPAC and SBAC

TOMS API in Siras Help

CAA & Alternate ELPAC updates to TOMS

Using school groups

Help clearing browser cache

Updating Mac SSL - 1

Updating Mac SSL - 2

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Print custom statistical report titles

Reporting past data

Yearly referral meeting result totals
Estimated placement counts by academic year

PSTS How to find and list

PSTS How to print and email

PSTS How to enter surveys into Siras

PSTS How to send to CALPADS

PSTS Error help

DSEA for charters

Census day report for directors

Overdue initial evaluations corrective action help

LRE decision tree ages 3-5

LRE decision tree ages 5-22

Transfers to and from county office tips

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Degree of support helpsheet

Creating a new student record in Siras

Preparing a record for referral

Preparing Record For Participation

Wrong Program Setting

Private school help PPT

Private school procedures
Adding calendar events

Suggested SPED Due Dates

DRDP Admin Help

DRDP Provider Help

DRDP Exception List

How to change MIS page information

EOY rollover procedures

Next Year's Data - Pre Rollover

Fixing NPA Service Provider Code

Universal Prekindergarten FAQ

Program setting chart

Program Setting Decision Tree for ages 3-5

Program Setting Decision Tree for ages 5-22

Program Setting Definitions

Active status help sheet

How to Force Finalize a meeting

Preschool help

Adding calendar events

Transition Work/Classroom based experience

Transfer from Out of State

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START HERE

MediCal Billing in SIRAS

SEDS Coordinator Office Hours

Login help

Finding students assigned to you

How to request a student be added

How to request/send/receive a user account from another district

Help with manage caseload

Printing reports to PDF - adding titles

How to get a found set

Finding out of district records

Assigning FMTA as CDE Access to Siras records

Transfer help

Siras roles and rights

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https://sirassystems.happyfox.com/kb/article/313-exporing-toms-sbac-elpac-from-siras/

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Finalizing IEP Meetings with  Awaiting Consent

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Finalizing IEP Meetings with  Awaiting Consent

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Updated 4/2024

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165

Definitions | Impact Table
Parent Response options
Parent Response | Steps for Disagreements

Awaiting Consent

Accepts the Plan (Signed Consent)

Does not Accept the Plan or Stay Put

Does not Accept the Plan (Initials Only)

Partial Consent

Partial Consent (Agree to Goals)

Parent Contacted, No Response

All Parent Response options will update the IEP date on the MIS Summary page. Any time before or after a meeting has been finalized, the user can change the Parent Response to Accepts the Plan; then all pending form data will then update the MIS Summary page.

Awaiting Consent [Unable to Finalize]

The IEP meeting has been held, Consent and/or Participation forms have been sent out to parents and awaiting signatures, all pending form data is held in que (Review Pending Changes tab), and student goals are not updated. This meeting will not be finalized until all Links/Requests have been completed and Parent Response is changed to reflect their agreement/disagreement.

Accepts the Plan (Signed Consent) [Finalize and creates transaction to report SWDS, MEET, PLAN/SERV as appropriate to CALPADS]

Parent agrees to the IEP, all pending form data is updated on the MIS Summary page, and student goals are updated. This meeting can be finalized.

Does not Accept the Plan or Stay Put [Able to finalize, only MEET and/or SWDS can be reported.]

Parent signs the Consent form that they do not agree to the IEP, or no signature can be obtained, contact attempts must be fully documented. Appropriate SWDS, MEET, PLAN and SERV info are updated on MIS and reportable to CALPADS] This meeting can be finalized. If parents come to an agreement, the user changes the Parent Response to Accepts the Plan, MIS should get updated but SEDS coordinator should verify the MIS page tells the correct story. Parent response can be changed before or after the IEP meeting has been finalized.

When a district holds an IEP meeting and there is a disagreement, e.g. Parent Response = 'Does NOT Accept the Plan or Stay-Put', the new offer of FAPE will NOT be implemented. The IEP that was agreed upon last is still in effect. In these instances, the meeting, the offer of FAPE, and the notes are all archived in SIRAS for documentation purposes (when the meeting is finalized). The steps detailed below, will ensure that the new IEP dates and offer of FAPE are documented in SIRAS, and keep the last agreed upon services and goals current. These steps would apply to meetings with partial consent, as well as cases where the new goals were not consented, and previous year's goals will stay in place and measured on the progress report.

Does not Accept the Plan (Initials Only) [Able to finalize, SWDS and MEET can be reported]

Parent signs the Consent form that they do not agree to the IEP, IEP dates are updated on the MIS Summary page, all other pending form data is held in que (Review Pending Changes tab), and student goals are not updated. This meeting can be finalized. If parents come to an agreement, the user changes the Parent Response to Accepts the Plan. This can be done before or after the IEP meeting has been finalized.

Partial Consent [Able to finalize, only meeting date is reported]

Parent agrees to part of the IEP, IEP dates are updated on the MIS Summary page, all other pending form data is held in que (Review Pending Changes tab). A Siras Admin User is required to unlock the MIS Summary page and manually update the items that were consented to, student goals are not updated. This meeting can be finalized. If the parent later consents to the entire IEP, the user changes the Parent Response to Accepts the Plan. This can be done before or after the IEP meeting has been finalized.

Partial Consent (Agree to Goals) [Able to finalize, only meeting date is reported]

Parent agrees to part of the IEP, IEP dates are updated on the MIS Summary page, all other pending form data is held in que (Review Pending Changes tab). A Siras Admin User is required to unlock the MIS Summary page and manually update the items that were consented to, student goals are updated. This meeting can be finalized. If the parent later consents to the entire IEP, the user changes the Parent Response to Accepts the Plan. This can be done before or after the IEP meeting has been finalized.

Parent Contacted, No Response [Able to finalize, only meeting date is reported]

Parent has been contacted multiple times with no response. Parent has not signed the Consent form that they agree to the IEP, nor did they sign that they disagree. IEP dates are updated on the MIS Summary page, all other pending form data is held in que (Review Pending Changes tab), and student goals are not updated. This meeting can be finalized. If parents come to an agreement, the user changes the Parent Response to Accepts the Plan. This can be done before or after the IEP meeting has been finalized.

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165 Definitions | Impact Table Parent Response options Parent Response | Steps for Disagreements Awaiting Consent Accepts the Plan (Signed Consent) Does not Accept the Plan or Stay Put Does not Accept the Plan (Initials Only) Partial Consent Partial Consent (Agree to Goals) Parent Contacted, No Response All Parent Response options will update the IEP date on the MIS Summary page.

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Updated 10/2021

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Procedures for Initial IEPs

Updated 1/16/2024

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Updated 7/14/24

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33

Terminology

Rollover: Next year's data is applied to current data.

Grade advance: Process of advancing grades to next level. Technically part of rollover but not dependent upon having next year's data. No one should have to advance grades manually except when a record is not rolled over.

New District Assignment Names for Change View Scope

Attending: Reporting LEA / District Attending

DSEA: District of Special Ed. Accountability

DSEA + Residence: DESA + District of Geographical Residence

Residence Only: District of Geographical Residence

Current Students: This is the default found set of students who are enrolled at your district.
Incoming Students: This is the found set one can use to preview student records that will be transferring to your District once the rollover happens.

At this point, those students are now in your district and have the active status of Pending. Once they are confirmed as enrolled and participating, we would add the district enrollment date on the MIS and archive a plan adoption.

If your district has tens to hundreds of incoming students needing plan adoption, contact for assistance in batch creation of those plan adoptions.

If any of the expected records coming to your district did make it, and are still showing in the 'View Incoming' view, then most likely the record has a meeting that needs to be finalized by the other district, or the other district made their record pending to temporarily keep the record at their district while they finish up with it. If you need help contacting the other district, reach out to [email protected] for contact info from the other district.

How to find records that have not rolled over yet:

Click Search

Add criteria of Rollover Date

Set to dates less than 7/1/2024 "< 7/1/2024"

Once you have found the record(s)

Review for records that need to have grade advanced and maybe next years data applied as well.
Some pending records may need to stay in that 'pending' status if enrollment isn't confirmed yet.

Ensure open meeting was closed or certification error was resolved and we can change active status back to Active
MIS Summary Page

Go to Next Year's Data

Use the Advance and Apply Next Year's Data

Main points:

To avoid future SENR0606 errors for all new transfers, create plan adoption archives as soon as enrollment is confirmed. Also remind staff to not create meeting dates that are on the same day as the first day of enrollment as we use that date for the archive. Unless staff are doing an interim placement amendment on the actual district enrollment date. In that case that amendment can create the plan adoption archive.

Student records transferred to you during the rollover have the active status of pending. Locate them quickly using the link from below the green circle on the home page Pending (usually recent transfers).

For the recent transfers and the active kids, you can now review/confirm/edit providers for the 24-25 SY. In other words, update your caseloads for the 24-25 SY. This starts with a list from your admin about which providers are at which schools. Then you can run a list in SIRAS of all of your active students, group by school attending and case manager. Add a column of All Providers. The providers should be updated by the first day of school.

If the record did not rollover because the meeting will be continued in the fall, then you must be in touch with the team. Monitor those records as they finalize. After finalizing, make the necessary changes to the MIS, as mentioned in the previous point.

Check your new referrals list. All of them are pending status and the grades did not advance. For students with meeting dates, after the rollover, update the records to their new grade. If the team has opened the SIS/demographics form, and it is showing the old grade/school it will need to be reopened so that the new info is updated on the forms.

After rollover and grade advance SPED Clerk tasks:
1) Locate student records that had Next Year's Data and did not rollover to Current
This is an ongoing process as you may have to wait till meetings are finalized.
2) Locate student records that did not grade advance and did NOT have Next Year's Data
They may have had retain grade checked, or were active status = pending
3) Pending Status = Pending: Activate newly enrolled students (Don't forget to archive the Plan Adoption) Please refer to Creating a baseline record under Siras Reporting Help in the siras4calpads padlet.
If you have over 50 incoming students, let us know so we can help archive them.
Minimally the School Attending needs to be filled out for these incoming students, preferably get the case manager assigned too.
4) Use the document Meeting Report Help under Meeting Help at siras4admins
5) Request/Complete Transfers (Monitor the home page Transfers tab)
6) Assign case managers (this includes removing assignments from staff who left)
7) Confirm Provider Caseloads (Monitor the home page Assignment Request tab)
8) No shows and confirming District/School Attending (Use inactive/other/No Show)
9) Compliance check
10) Block/Create User Accounts (See 'When Staff Leave' in Siras4Admins)
11) Enter Calendar Events in Siras4Admins (Tools/Site Admin)
12) Search for student records with services that ended prior to 7/1/2023

Meeting Help: https://padlet.com/siras/siras4admins-ebz7qyp6qk5d/wish/1660851495

Adding Calendar events: https://padlet.com/siras/siras4admins-ebz7qyp6qk5d/wish/2644537391

When Staff Leave: https://padlet.com/siras/siras4admins-ebz7qyp6qk5d/wish/2642894538

Admin. Beginning of School Year Help: https://padlet.com/siras/siras4admins-ebz7qyp6qk5d/wish/2642895457

Note when you have new staff for your district: If you go to create a user account and you get the message that the user account already exists, do not create a duplicate account! Please contact [email protected] to have the account moved over. Duplicate user accounts waste time for all staff involved in using them and cleaning them up.

1) Locate student records that had Next Year's Data and did not rollover to Current. This was due to students having open meetings- held with a date prior to the rollover. Go to the Search, add criteria of Rollover date <7/1/2024 and Has next year's data. Search to List.

After the IEP meeting is completed, finalize the meeting, go to the Next Year's Data page and Advance to Next Year's Data using the button at the bottom of the Next Year's Data page.

If there are students on the list who do not have open meetings, this means they finalized the IEP meeting after the rollover. Confirm the student's Next Year's Data is really intended for Next School Year, as in this new AY we are in now, the 23-24 school year. If the contents of Next Year's Data were leftovers and intended for any previous school year and no longer relevant, the next years data should be deleted.

2) Locate student records that did not grade advance and did NOT have Next Year's Data. This was due to students having open meetings- held with a date prior to the rollover. Go to the Search by clicking Modify, add 'Exclude' check to Has Next Year's Data. Search to List.

After the IEP meeting is completed, finalize the meeting, go to the MIS Summary Page and advance the student's grade.

If there are students on the list who do not have open meetings, this means they finalized the IEP meeting after the rollover. Confirm what the student's grade should be right now and advance the grade if necessary.

Or run a School Attending by Grade Statistical report.

3) Active Status = Pending: Activate newly enrolled students: Students who had your district as Next Year's District prior to the rollover are now yours. The students transferred to you via Next Year's Data have the active status of Pending. Go to the bottom of the homepage to locate the link of the recently transferred.

Review and update MIS Summary page as needed:

School type

Program setting

Primary residence

Add case manager and providers

Confirm enrollment before activating and archiving the record for CALPADS reporting.

Use predefined query of 'no case manager upcoming/overdue'

A baseline archive to CALPADS is required when students transfer in. If not, a CERT 132 will result in CALPADS. Determine if their IEPs/EVALs are overdue or due in the first 30 days of school by using the default management list. Alert the new team to the compliance concerns.

4) Use the document Meeting Report Help under Meeting Help at siras4admins
Go to Reports/Meeting reports/ Predefined and select reports to review meetings that are still open that should be closed.

5) Search for students exited in Siras between 7/1/2_ and 8/1/202_. This will cause a difficulty with SPED CERT 143 and PSTS if the exit date in Siras does not match what is in CALPADS.
Change the date to match the actual exit date, refer to the enrollment record in CALPADS.
If there is legitimate but brief summer enrollment after 7/1, then that enrollment falls under the scrutiny of EOY 4 202_. Be careful if students -only- get services from your district during summer, a baseline archive will be required! Per CALPAD Flash 166
For PSTS students the acceptable exit date range is 8/16/202_ - 8/15/202_.

6) Request/Complete Transfers. Request transfers of students that are newly enrolled in your district. This may include students that did not have your district listed as the Next Year's District and/or did not rollover because they still have an open meeting in the prior district. Request 'Allow Preview' to view the record until the prior district can complete the IEP meeting. Go to the Homepage in Siras and view the Transfers table. Review the transfer requests. Send the records or Cancel the requests as appropriate.

7) Assign case managers: Search for students without a case manager. Search for Case manager= blank and assign case managers to students in the list. This search can be repeated for Speech Pathologist, Psychologist or related service provider of your choice. Add or remove additional providers as needed by clicking on the student record > going to the MIS Summary page > Edit Providers. Use predefined query of 'no case manager upcoming/overdue'

8) Confirm Provider Caseloads: Go to the Home Page in Siras and view the Assignment Requests table. Providers can request a student to be assigned or removed from their caseload. These requests will need to be Approved or Cancelled by the Admin. Go to Reporting > Student Lists > Edit List. Add the list option 'All Providers' from the left to the right. You can edit the right column to include only information you wish to see. Click Update List. This will show you all of the providers for your found set of students. Add or remove additional providers as needed by clicking on the student record > MIS Summary > Edit Providers.

9) No shows and confirming District/School Attending. Confirm students are attending your district/school. If the student is not in the correct school, unlock the student record on the MIS Summary page and change the school. There is no need to send a transfer request. If the student is no longer in your district for any reason, make the student Inactive > Exited > Put in the last day student received services (Exit Date) > List the appropriate reason. This should match the date in your SIS and the CALPADS enrollment record. If the student was not with your district last year, then use Inactive/Other/No Show.

10) Compliance check. To prevent overdue meetings right at the beginning of the school year, go to the homepage and select the IEP link next to upcoming. In the Choose Student list that comes up, click on the Student Lists / Print button. Change the date in the Upcoming as of field to a date that = your first day of school. This will give you IEPs due within the first 30 days. Then go back to the home page link and select Triennials. Click on the Student Lists/ Print button and follow the same steps to add your first day of school. This will give you Triennials due within the first 75 days of school. Make sure that the Case Managers of these students are aware of the early meetings that are due. In addition, use the Search button/ Predefined queries to determine Overdue + Unscheduled IEPs. If the students are still active, notify their IEP teams that meetings should be held before Fall 1 CALPADS reporting.

11) Block/Create User Accounts If staff have left the district, go the Manage Users> Choose User. Reassign active/pending students to someone else's caseload, remove inactive students and remove their school email and phone from the account before inactivating their account. Do this by adding the role Block Access. Create New User Accounts for new staff. If the user has an account in SIRAS at another district, contact Support to transfer the user account to your district.

12) Enter Calendar Events. Enter school holidays in excess of 5 days in Tools/SELPA-District-School Admin. Under the same tab in SIRAS, add Progress Report dates for the 202_-202_ school year. Enter the regular report card dates for the district. If there are different reporting periods within your district, narrow your focus using the schoolhouse icon (located in the upper right corner) to the specific school with different dates. Utilize the "Description" column to name each reporting period (quarter, trimester, semester, P1, etc.).

13) Search for expired services. Open the search dialog box. Add criteria of Service End Date < 7/1/202_, click Search to List. Click Predefined Lists and run Services (Regular Services)
Also search for really old < 7/1/202_ as unless these are old stay put contested services they should not have this old an end date.

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33 Terminology Rollover: Next year's data is applied to current data. Grade advance: Process of advancing grades to next level. Technically part of rollover but not dependent upon having next year's data. No one should have to advance grades manually except when a record is not rolled over.

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This feature is restricted to SIRAS Admins
Updated 7/26

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Finding Out of District Archived Records

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Finding Out of District Archived Records

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SSID history search

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Transition Work-based and Classroom-Based Exp Help

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Transition Work-based and Classroom-Based Exp Help

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Formerly: College and Career Indicator Help

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If you are aware a student is coming from a neighboring district, go to the Tools menu/Request
transfer to search for and request the transfer of the student record to your District. If staff are
not able to immediately transfer the record, you can email the other District to request a preview
for your staff. Once the record is sent to your District, District Admins will get a message saying
the record has arrived and the active status of the record will be Pending.