This lesson provides answers to common questions related to Student Incident Result extract for use in creating a SIRS upload to CALPADS.
What is SIRS?
SIRS refers to the Student Incident file. This is 1 of 3 new discipline files for EOY CALPADS Submission.
Student Incident Result (SIRS) file is how LEAs report all results for each incident. Each incident should have at least one corresponding SIRS record for each student who was restrained or secluded, or who committed an offense. This file will pull from Consequences and Durations in Major Behavior Incidents.
Students may have more than one result record for one incident in order to fully capture the incident and the dispositions that result to address the incident. For example, a student may have been physically restrained and then placed in an In-School Suspension. In this case, the student would have a SIRS record with 501 and a SIRS record with 110. Or a student may be arrested, suspended, and later expelled. In this case, the student would have a SIRS record with 700, a second record with 100, and a third record with 200.
For additional information on expectations around what codes to use and which codes would expect duration, please refer to CALPADS System Documentation and/or contact CALPADS Support.
For details on how to enter discipline data in Illuminate to populate this file, please see below.
SINC should be the first discipline extract run, followed by the SIRS, then the SOFF.
Data Entry
Illuminate added new Consequence codes to all ISI client databases in the Summer of 2019. Codes added were 400, 501, 502, 700, and 800. For questions around which code to use and when, please reach out to CALPADS.
For data to generate into the SIRS file, LEAS must create Major Behavior Incidents overlapping a student's enrollment entry/exit dates.
For each incident, SIRS file will pull Consequences and Durations from the Participants in Major Behavior Incidents. Note: Not all Consequences will require a Duration. Please refer to CALPADS System Documentation for additional details on which codes expect duration.
Consequences must be State Mapped in Code Management to generate correctly.
If Duration Days is inaccurate or not updating, navigate to the Behavior Incident > edit Participant > edit Consequence > click "Update Consequence" button at the bottom and re-run SIRS.
Validation Logs should be reviewed, as they will cross check valid code combinations and identify missing or incorrect data entry.
Database Team limitation: If there is data missing or incorrect for behavior incidents, this must be corrected manually per incident in Illuminate.
Generating File for Submission:
Where to Start
- Click on Reports
- Under Admin, select State Reporting
- Once on the State Reporting Tools page, select CALPADS Student Incident Result (SIRS) File
Please note that the order seen on the above screenshot may be different than the order of reports, extracts, and tools available in your list.
SIRS Overview
- Validation Logs: These are logs predicting potential errors with the SIRS submission. A validation log will automatically be created each time the "Generate Report" button is selected and will show a date and timestamp. Validations reference the logic mentioned in the Data Entry area of this document.
- View as Standard Report: This option will let you run the report like you would any custom/prebuilt report in Illuminate.
- Academic Year: Even though Postsecondary refers to students who were enrolled/graduated in the previous year, this extract should be run for the current year.
- Start Date/End Date: Enter the Start and End Dates for the academic year.
- Generate Report: Clicking this will run the tool to show data for the site, academic year, and Fall 2 selection.
- Download Options: The results can be downloaded as Excel, PDF, Tab Delimited, or More formats.
Downloading SIRS for CALPADS Submission
Once you've generated data, select More and then click on the radial option next to CALPADS for the appropriate format to submit and then click Download.
Of the 3 new discipline files, the SINC should be submitted to CALPADS first, followed by the SIRS and then SOFF.
Every SINC record will have at least one corresponding SIRS record. A SINC may have multiple SIRS.
Next Steps
For questions on how you should report student data or which codes to use, contact CALPADS.