Overview: When managing 504 Plans in Aeries, it is crucial to ensure that plans are properly closed out and new plans are correctly initiated, to avoid data overlap errors in CALPADS.

Key Points:

1. Closing Out Plans:

   • There are two ways that Districts can manage 504 Plans within Aeries. With either option, when Staff close out plans during the current school year, the end date should be within the current school year
     
     1. The first option is to have Aeries close out the records in CALPADS yearly. This is done by submitting an SPRG File to CALPADS at the End of the Year (EOY). Aeries will close out the 504 Program in CALPADS, not in Aeries
        
     2. The second option is by having the 504 Plans not be closed out yearly and be extracted in the SPRG as an Eligibility program. This can be done when the option to 'Extract as an eligibility program' is selected. Eligibility programs will be closed out throughout the year (SPRG File) when an end date is entered on an active 504 Program

2. Initiating New Plans:

   • When creating a new plan, ensure it has a new start date that does not overlap with the previously ended plan

Common Issue:

• If a plan’s start date is changed to a current year date instead of ending the old record, it results in overlapping records in CALPADS, causing SPRG0070-overlapping-program-records errors

Best Practices:

• Ensure staff do not overwrite data already sent to CALPADS
• End any existing records before adding new records with non-overlapping, current school year dates

Example Log Queries to see if data was overwritten (replace the bold with the Student's ID Number)

  If using the 504 Page:
  LIST LOG IF OB = FOF AND ID = 12345 

  If using the Special Programs page:
  LIST LOG IF OB = PGM AND PGM.CD = 101 AND ID = 12345

• By following these best practices, you can maintain accurate and error-free records in CALPADS