Data Reporting FAQs by Carina Lopez

How do I enroll and what Enrollment Start Date do I use for a Pre-K or Private student?

clopez301 — 2024-06-14 20:26:58 UTC

Pre-K Enrollment and SEIS guide

clopez301 — 2024-06-14 22:49:49 UTC

IVR0034

clopez301 — 2024-09-25 22:35:29 UTC

This depends on which File Type is giving you the error. This code is used for several file types.

Investigate:

-File type

-Look at both records (triggering the error)

-If they are both needed, you may need to mark one DNR temporarily, then restore it once the other is reported successfully.

Regarding "pending as-of" transactions causing the IVR0034 error: When submitting a pending transaction for both a 20 and a 40 meeting type, you could either submit the two transactions in separate reports to avoid the error or will need to create the 2 pending transactions on separate days so that they have different pending as of dates.

The student has a current meeting, plan and services in SEIS, why are they missing from CALPADS?

clopez301 — 2024-09-26 16:57:20 UTC

Check for Parent Signature. If it is 'No', then NO PLAN or SERV files will be generated in SEIS and will not (and should not) be reported to CALPADS.
Do not manually add these records in CALPADS. The IEP remains the same (in CALAPDS) as the last IEP with parent/guardian consent (signature).

I was notified a student was arrested- Do I disenroll them in Aeries/SIS?

clopez301 — 2024-12-16 21:05:47 UTC

How to handle the SEIS record for Incarcerated Youth?

clopez301 — 2024-12-16 21:06:13 UTC

Missing Data in CALPADS? - Check these 3 factors

clopez301 — 2025-01-06 23:08:48 UTC

What do I do if we Never Receive Parent Consent to Assess?

clopez301 — 2025-05-19 21:16:00 UTC

Remove the meeting type and plan type
Change eligibility to Do Not Report with a comment 'No Parental Consent to Assess Received'. SAVE
Change Eligibility Status to DNQ or Not Providing Services. SAVE
Enter a dated comment including, but not limited to "No parent consent received to assess."
Click the Continue button to complete the process
FINALLY, check CALPADS for a Pending 'as of' MEET record. Delete if there is a Pending meeting record since the student is no longer Pending.

Additional Assessment requested by parent in between meeting dates?

clopez301 — 2025-05-30 18:14:24 UTC

A Student was Previously DNQ'd but will be re-assessed. What do I do?

clopez301 — 2025-09-11 20:46:28 UTC

Student Info
A student was previously exited/DNQ’d but is now being re assessed. What fields should I update on the Student Record?

If a student exits or is marked ineligible, then returns for reassessment, you will need to update the following fields to reflect the new assessment information:

• Date of Initial Referral

• Person Initiating Referral

• Date District Received Parent Consent

• Date of Initial IEP Meeting

The Meeting Type should also reflect Initial Evaluation.

Note: Special Education Initial Entry Start Date field should not be changed if there is already an entry.

How does my District get Multifactor codes sent to Cell Phones?

clopez301 — 2025-09-26 16:53:21 UTC

A 12th grade student has earned a Certificate of Completion and will be attending our Transition Program. What Enrollment Exit code do I use?

clopez301 — 2025-10-29 20:47:47 UTC

1) Their ENROLLMENT exit would be E230 with a completion status of 120 (Student with Disabilities Certificate of Completion) upon completion of their high school program and earning a Certificate of Completion.

2) Subsequent enrollments, to attend your Transition Program, will have E156 (GD12ContinueEd) exit code until they age out.

3) At that point, you will exit them with E125(PriorComplSpecEd).

Case Manager forgot to select a meeting type or did not update meeting date and the meeting was affirmed

clopez301 — 2026-01-27 17:55:54 UTC

Meeting Type and Date corrections cannot be made with an amendment. Fix based on scenarios:

No Amendments entered since affirm:

The correction is made in the Future IEP
Affirming comments should include: Reaffirmed to correct …
All of the same forms will be selected during the affirm process
Signature will remain the same unless there has been a change to the current IEP
Ensure the Next and Last dates are correct
All attachments should be attached to this new “Current” IEP
(The case manager) Submits a Student Change form, selecting Manage IEP/CALPADS data to inform the district of the additional affirm. The district will mark the incorrect IEP DNR so that it is not reported to CALPADS.

The IEP has an Amendment:

Enter a statement on the Comment Tab of the Current IEP noting the meeting type
Manually update the MEET file in CALPADS to match what occurred
Case Manager needs to be informed to not add any additional Amendments to this meeting; they should use the Future IEP to make any changes after you’ve entered the corrected information in CALPADS

Authentication App for Multifactor login?

clopez301 — 2026-02-27 00:07:25 UTC

To enable MFA, click the Enable button for your preferred method (multiple methods can be enabled).

Each time you log into SEIS, a verification code will be sent to the method(s) that are enabled.

Once enabled, the credentials can be updated or disabled. However, at least one method must be enabled.

What if the student transferred in with an active IEP/ISP/IFSP from a non-SEIS district or Out of State, but previous to that, they had a SEIS record?

clopez301 — 2026-03-25 23:25:03 UTC

• Request the SEIS record. This record will be outdated.

• Since the student’s active/current IEP was held outside of SEIS, the adoption notice can be removed by clicking the Delete icon.

• The IEP will be ‘adopted’ by completing the Initial CALPADS Affirm process; add the IEP from out of state/non-SEIS district.

Transition students vs. grade 12 in pursuit of a diploma. What is the difference?

clopez301 — 2026-03-25 23:26:28 UTC

-Transition students have either earned a certificate of completion, or completed grade 12 (cohort year) and are currently in pursuit of a certificate of completion.

-For those who earned a certificate of completion at the end of their initial cohort year, then attended a transition program: Upon exit from the transition program, they would be exited from their enrollment with an exit code of E125; Special Ed Prior Completer

-Grade 12, in pursuit of a diploma: these are Not considered transition students.

Can a student be exited from their IEP via an Amendment when an evaluation meeting results in an exit?

clopez301 — 2026-03-25 23:30:20 UTC

No. If a reevaluation meeting is held that results in an Exit (student no longer eligible), the case manager should document the reevaluation in the Future, as they usually would.

Any revocations by parents outside of an IEP meeting are handled with a student change form by the case manager.

How do I transfer a Pending record in SEIS, I keep getting a bunch of errors?

clopez301 — 2026-03-25 23:30:56 UTC

Mark the record DNR, this will bypass the error checks and allow you to transfer the record

I reactivated a previously exited student for a new Initial Eval, but now the parent has changed their mind and doesn't want their student evaluated. How do I close the record?

clopez301 — 2026-05-07 22:12:51 UTC

1) Make the student Eligible in SEIS, using the 3rd option (transferring from a non-SEIS district). This will ensure a transaction is not generated.

2) Mark the record DNR, and exit the student using the original exit date and reason

3) Marking it DNR ensures that the exit you are re-entering doesn't trigger a transaction.

*4) If the DNR doesn't "drop off," go to Searches> SEIS Searches> Students Marked DNR and remove the DNR designation. We don't want the record DNR'ed for good.

Reevaluation meeting, no longer eligible, parent disagrees, and requests further assessments. What do you do in SEIS?

clopez301 — 2026-06-04 15:49:43 UTC

Mark the current Reevaluation meeting as ALSO a Plan Review, leave the meeting open until the new assessments are complete if they are being completed within a reasonable amount of time.
OR
Affirm the meeting, no parent consent; don't exit the student. Then, when the new evaluations are completed, write this in the Future IEP as a full Reeval and Plan Review. Then, either step 4 or 5:
If the student was found not eligible, include that they are being exited from special education. Obtain signatures, affirm, and submit an exit request for your district to process.
If they were found eligible under a new disability 1, then make those changes (disability, services, goals, etc.).

How do I Create a transaction for a meeting that is late? AKA: Pending Meeting transaction

clopez301 — 2026-09-01 21:30:19 UTC

Initials that are overdue: see here:

https://app.tango.us/app/workflow/SEIS--Creating-a--Pending-As-Of-transaction-for-an-Initial-Evaluation-47c3ea8b35454619ba02d3af830afdad

Private school: Do families providing homeschool have to demonstrate that they are nonprofit in order to qualify for an ISP?

clopez301 — 2026-09-10 23:07:05 UTC

Yes, which means the vast majority wouldn't qualify. They would be eligible for an assessment and an offer of FAPE, which they would need to enroll in school to accept.

Homeschooled students in a Homeschool that is not registered as a non-profit are not eligible for proportionate share; however, they are required to be assessed by the district of location. They are to be enrolled with enrollment status code 50, as of the parental consent to assess date.

If eligible, the student is not eligible for services on an ISP; close the enrollment with n470 with same day as the enrollment date.

Do we have 60 days from the date the parent signed the AP for a Re-Eval or 60 days from the date of receipt of the signed AP?

clopez301 — 2026-09-10 23:13:56 UTC

60 days from the date of receipt.

Report a "Pending as of" meeting with delay code 10-Delay in Parent Consent if the meeting is late due to late receipt of signed consent to assess.