Students with Disabilities Status (SWDS)
(Updated 8/30/2024)
For authorized users, the Students with Disabilities Status history displays when a user clicks the container on the Student Details. The system will display a button next to each record to open the record in read-only. The UI is depicted below followed by its screen elements table. Following by user interaction section and the system operations section with the additional expected system functions, requirements, and possible processes. The system will display all records by default in reverse chronological order.
Account Roles Needed
Users need the following roles to access and edit this section of the Student Details page.
- Student Search
- SPED View: Provides functionality to only view SWDS via Online Maintenance. Provides functionality to request and retrieve SWDS Rejected Records Extracts and request and retrieve SWDS ODS Extract.
- SPED Edit: Provides functionality to create and manage SWDS records using the online and batch interface.
- School Level Users with SPED Edit will NOT be able to Add/Edit/Delete the SWDS record(s) due to no School level field to allow authorization.
An authorized user may perform the following functions through this interface:
- View a student’s existing Students with Disabilities Status record.
- Select to edit or delete an existing record reported by the LEA the user is associated to.
- Add new Students with Disabilities Status record
- Return to the Student Detail page
Students with Disabilities Status Container
The Students with Disabilities Status Container (SWDS) page displays when the user clicks to expand the container header within the student details. The system will display a button next to each record to open the record The UI is depicted below followed by its screen elements table. Following by user interaction section and the system operations section with the additional expected system functions, requirements and possible processes. The system will display all Student Special Education Program records by default in reverse chronological order.
Clicking on the Students with Disabilities Status header expands the container and reveals existing records.
Add New Record button enables user to create a new Students with Disabilities Status record.
Container column headers enable users to sort or filter existing records based on parameters set.
Open button enable users to view details of the record. The record details cannot be modified regardless if the LEA owns the record and the user has Edit roles.
Since the container only shows limited records at a time, the page buttons allow users to move to the next set of records.
Student Special Education Program Modal
The Special Education Details UI is depicted below followed by a screen elements table. If the user clicks to open an existing record, the modal page appears with the values from the student’s selected record.
| Screen Label | Required | Validation/Business Rule |
|---|---|---|
| Header Data | ||
| N/A | (Contents derived from most current SENR and SINF data) | |
| SWDS Data | ||
| Local Record ID | N | A local use field to provide the system record identifier for a submitted record in any California Longitudinal Pupil Achievement Data System (CALPADS) file format. |
| Reporting LEA | Y | |
| Academic Year ID | N | 1) Academic Year ID must be a valid academic school year combination and no more than one year in the future 2) Academic Year ID is associated with the record Status Effective Start Date. |
| SSID | Y | 1) SSID must be a valid CALPADS SSID in the ODS 2) Only one record may exist in the file with the same SSID and CA Status Start Date |
| Local Student ID | N | A unique identifier assigned to the student by a local educational agency. This may not necessarily be the same as the identifier assigned to the student at the school level. This field will flow through CALPADS and be provided back to the Local Educational Agency (LEA) to help facilitate locating the original record in their local student information system (SIS) environment. |
| Local Special Education Student ID | Y | A unique identifier assigned to a student by a Special Education Local Plan Area (SELPA) or State Operated Program (SOP), the identifier may or may not be the same as the identifier in the local student information system. |
| Reporting SELPA | Y | 1) SELPA code must be a valid 4-digit SELPA code 2) SELPA must be a valid Entity Code and have an active reporting relationship with the Reporting LEA |
| Special Education Initial Entry Start Date | If SPED Status = 1 - Eligible and Participating, then Y, otherwise must be blank. | 1) Must be less than or equal to current date 2) Must be greater than or equal to Initial Entry Start Date when Special Education Status Code = 1 (Eligible and Participating) 3) Only one SWDS record for student per Plan Effective Start Date is allowed |
| Special Education Status Effective Start Date | Y | 1) Must be less than or equal to current date 2) Must be greater than or equal to Initial Entry Start Date when Special Education Status Code = 1 (Eligible and Participating) 3) Only one SWDS record for student per Plan Effective Start Date is allowed - For students who are being initially evaluated, this would be the date a determination was made. - For students whose status is changing, it would be the date the student's status changed. - For students who are identified as eligible outside of CA and then transfer in, this would be the date the student first entered a CA public school. - For students who were determined eligible in CA, left out of state and were exited from special education out of state, then come back to CA, this would be date the student's exit status was recorded in CA. |
| Special Education Status Code | Y | 1) Student must not be over the age of 22 and have a Special Education Status = 1 (Eligible and Participating) 2) Special Education Status Code and Non-Participation Code must be a valid combination as defined in the CALPADS Valid Code Combinations document 3) Students must not be enrolled on the Special Education status Effective start date if Special Education Status Code = Eligible and Not Enrolled |
| Non-Participation Reason Code | If Special Education Status Code <> 1 (Eligible and Participating)Then Y, Else N | 1) Must be blank, if Special Education Status Code = 1 (Eligible and Participating) 2) Student cannot be less than 21 years old and have a Non Participating reason code = 23 (Max age) |
Additional Resources
Special Education CALPADS Enrollment Status Type
This table clarifies the correct Enrollment Status, Enrollment Start Date, and School of Enrollment that should be used when creating SSIDs and enrollments for students who are being newly evaluated for special education.
Special Education Data Submission Scenarios
This page contains specific special education data scenarios and information about which of the special education files Students with Disabilities Status (SWDS), Special Education Meetings (MEET), Special Education Plans (PLAN) and Special Education Services (SERV) would be required in each of these scenarios.
CALPADS Special Education FAQ
This document list current Special Education- related frequently asked questions.
CALPADS Error List
This document contains descriptions for each error generated when submitting data to CALPADS. It also provides suggested resolutions.
CALPADS File SpecificationsForm
Look for Student Special Education Tab
CALPADS Code Sets
This document contains the current code values referenced in the file specifications for the coded value data elements. Appropriate SPED codes are included in this document.