CALPADS compliance guide
How CALPADS Special Education Records Work Together
A student’s special education history is not stored in one record. CALPADS assembles enrollment, status, meetings, plans, services, and post-school outcomes into an effective-dated lifecycle.
The lifecycle at a glance
SENR — Enrollment foundationWho is enrolled, where, and during which dates?
SWDS — StatusWhen did referral, eligibility, participation, nonparticipation, or noneligibility become effective?
MEET — EventsWhat referral, consent, evaluation, review, or plan meeting occurred?
PLAN — Operative planWhat plan type, disability, setting, participation, transition, and accountability information became effective?
SERV — Planned servicesWhich services, providers, locations, frequencies, and durations belong to the operative plan?
PSTS — Post-school follow-upWhat education, employment, or training outcome was documented after exit?
EOY certificationDo the histories form a coherent July 1–June 30 account?
What each record proves—and cannot prove
| Record | What it establishes | What it cannot replace |
|---|---|---|
| SENR | Enrollment ownership and dates | SWDS eligibility or an education plan |
| SWDS | Special education status and its effective date | The meeting that produced a determination |
| MEET | A referral, consent, evaluation, or meeting event | An operative PLAN or delivered service |
| PLAN | The effective education-plan configuration | The complete meeting history or each service |
| SERV | Services associated with an operative plan | Eligibility, enrollment, or post-school outcome |
| PSTS | Documented follow-up after secondary exit | Prior eligibility, completion, or plan history |
Recommended reconciliation order
- 1
Begin with identity and enrollment
Confirm SSID, Reporting LEA, school, enrollment ownership, and effective dates.
- 2
Read SWDS as a history
Identify the status effective during each relevant enrollment period.
- 3
Place MEET events on the timeline
Separate referral, consent, evaluation, determination, review, and amendment events.
- 4
Identify the operative PLAN
Confirm the plan effective during the report period and its accountability relationships.
- 5
Attach SERV to the correct plan
Match student, LEA, SELPA, service, provider, and Plan Effective Start Date.
- 6
Review PSTS only for eligible exiters
Use the correct prior-year population and documented follow-up.
- 7
Regenerate certification reports
Confirm counts and student lists—not only error disappearance.