2013-2014 DISCIPLINE INTERCHANGE WEBINAR

DISCIPLINE Welcome to today’s Discipline Interchange focused webinar 5/14/2018 DISCIPLINE Welcome to today’s Discipline Interchange focused webinar Dial in number is 1-866-764-6750 URL http://connect.enetcolorado.org/data_services/ Please use *# to mute your phone. You can unmute your phone using *#. Support at: datapipeline.support@cde.state.co.us Contact Kristi Gleason Gleason_k@cde.state.co.us (303) 866-4620

Webinar Etiquette Mute Your Phone (*# Mutes and Un-mutes Individual Phones) If you receive a call and need to pick up please disconnect from the webinar. Enter your Name and your District when logging into the webinar (no password will be needed) For today’s event, we will hold the Q&A session at the end of the presentation: Type it in the Chat Box for a response OR Raise Your Hand: A presenter will call your name After your name is called, un-mute your phone and speak your question/comment Please be respectful of others time; we may need to have a separate conversation later to best help you 3

Webinar Etiquette Should you receive a call during the webinar, please hang up this call, answer the other call and then call the webinar number back please. When another call is answered while on the webinar all of the participants hear the hold music. Thank you 4

Agenda IdM Documentation File Layouts Business Rules Templates Trainings Discipline Interchange Files Action Incident 5

DISCIPLINE IDM Roles Interchange User roles: LEA Viewer: able to view data. Read only access LEA User: able to upload, edit, and submit data to Interchange EXAMPLES DOUGLAS_COUNTY_RE_1 PIPELINE-0900-DIS~LEAUSER Submit and Modify Role DOUGLAS_COUNTY_RE_1 PIPELINE-0900-DIS~LEAVIEWER Read-Only Role 6

DISCIPLINE INTERCHANGE TRAINING Take-Aways from the first webinar Administrative Units and Districts need to work together to determine who at the district will be submitting the data Additional documentation is needed for clarification purposes I’m open to any and all ideas for future webinar trainings 7

DISCIPLINE INTERCHANGE DOCUMENTATION Where do I go to find information relative to Discipline Interchanges? Data Pipeline Website http://www.cde.state.co.us/datapipeline 8

DISCIPLINE INTERCHANGE DOCUMENTATION 9

DISCIPLINE INTERCHANGE DOCUMENTATION http://www.cde.state.co.us/datapipeline/inter_sped-discipline 10

DISCIPLINE INTERCHANGE DOCUMENTATION http://www.cde.state.co.us/datapipeline/inter_interchanges 11

DISCIPLINE INTERCHANGE DOCUMENTATION Overview: File Layout and Definitions: 2013-2014 Discipline Incident File Layout and Definitions 2013-2014 Discipline Action File Layout and Definitions Business Rules: 2013-2014 Discipline Interchange Business Rules – Discipline Incident 2013-2014 Discipline Interchange Business Rules – Discipline Action Template: 2013-2014 Discipline Incident Template 2013-2014 Discipline Action Template Trainings: Discipline Interchange Pilot Training Configure Internet Explorer to download Excel Files from COGNOS 12

About the Discipline Interchange 5/14/2018 About the Discipline Interchange The discipline interchange is a set of two files which contain discipline data for the school year – July 1, 2013 – June 30, 2014 The discipline incident file contains data related to the incident itself. The discipline action file contains information related to the actions that resulted from the discipline incident. This information is used in the Special Education Discipline Collection. 2013-2014: Special Education students discipline reported 2014-2015: All students discipline reported at the student level 2013-2014 File Format already set to meet both Special Education Discipline and Safety and Discipline Indicators (SDI) requirements 13

Discipline Incident Interchange The purpose of the Discipline Incident Interchange file is to capture and verify the attributes of a student with disabilities who were reported with a disciplinary incident in the currently selected school year. Student has been assigned a SASID and updated in the RITS System A record for the student exists in the Discipline Action Interchange File If an action follows in the following school year do NOT report the incident or action in the 2013-2014 but rather in the 2014-2015 school year for which the action took place. 14

Discipline Incident Interchange Admin Unit/SOP Code This is a carry over from ADE and is not actually used – please zero-fill the field. School District/BOCES Code Must be a valid District Code within the reporting district/BOCES School Code School code must be a valid school within the district. Grades served at the reported school must include grade reported for the student. If a student attends a program – zero-fill school code and submit a program exception. Incident Identifier A unique ten digit number assigned to each incident by reporting LEA. Must match number in the Discipline Action file Date of Incident Format is MMDDDYYYY – Between July 1, 2013 and June 30, 2014 Behaviors ZERO-FILL – this field was held to accommodate the Safety and Discipline Collection. Cannot be blank Weapons ZERO-FILL – this field was held to accommodate the Safety and Discipline Collection. Cannot be blank Reported to Law Enforcement Serious Bodily Injury 15

Discipline Action Interchange The purpose of the Discipline Action file is to capture and verify the attributes of a student with disabilities who were reported with a disciplinary action resulting from a disciplinary incident in the currently selected school year – July 1, 2013 – June 30, 2014 Student has been assigned a SASID and updated in the RITS System A record for the student exists in the Discipline Incident Interchange File If an action follows in the following school year do NOT report the incident or action in the 2013-2014 but rather in the 2014-2015 school year for which the action took place. 16

Discipline Action Interchange Admin Unit/SOP Code Must be zero-filled. This is a carryover from ADE Disciplines Must be zero-filled if Special Education Removal Type is “01” Unilateral Removal by School Personnel or “02” Unilateral Removal by a Hearing Officer. School District/BOCES Code Must be a valid District Code within the reporting District/BOCES Discipline Start Date Format is MMDDYYYY – must be within the collection period July 1, 2013 – June 30, 2014 School Code School code must be a valid school within the district. Grades served at the reported school must include grade reported for the student. Zero-fill if a student is attending a program – send in an exception. Discipline Action Length Must be 4 characters – between half day and 365 days (005-3650.) Half days included in 4th position. 4th position must either be a 0 or a 5. Incident Identifier A unique ten digit number assigned to each incident by reporting LEA. Must match number in the Discipline Incident file. Special Education Removal Type Must be zero-filled if Discipline is 01-In-School Suspension, 02 – Out-of-School Suspension, 03 – Expulsion Student's State ID (SASID) Will be validated against RITS at the time of submission Special Education Removal Reason Provide a Removal Reason Code for instances in which the student was Unilaterally Removed by School Personnel for Drugs, Weapons, or Serious Bodily Injury Student's First Name REQUIRED – will be validated against RITS Received Education Services During Expulsion Cannot be zero-filled if Discipline is 03 – Expulsion Student's Last Name Habitually Disruptive Student Zero-filled – Safety and Discipline Field. Cannot be blank. Student's Gender REQUIRED – Will be validated against RITS Referred to Alternative School or Program Student's Date of Birth Special Education Action Flag Must be 1 Discipline Action Identifier A unique ten digit number assigned to each discipline action by LEA 17

EXCEPTIONS GRADE TO AGE Students receiving a grade to age error will need an exception. A template will be posted shortly with instructions. For students attending a program for the 2013-2014 Collection Period you will need to send us in a program exception. The School Code field will be zero-filled for these students. A template will be posted shortly with instructions 18

Submitting Discipline Interchange Files https://cdeapps.cde.state.co.us/index.html 19

Submitting Discipline Interchange Files 20

Submitting Discipline Interchange Files 21

Submitting Discipline Interchange Files The Data Pipeline will accept Excel, CSV, or Text Files. 22

Submitting Discipline Interchange Files Steps for uploading the files 1) Once the files are created, run them through the Format Checker to ensure all the bytes are correct 23

Validation Report Once you submitted the files by uploading them through the Data File Upload screen you will be able to see a summary of what if any errors you may have by clicking on the Validation Report button on the right hand of the screen. Dataset: Discipline File Type: Action or Incident School year: 2013-2014 LEA BATCH ID ERROR CODE ERROR TYPE ERROR MESSAGE COUNT of records receiving the error or warning. 24

Reviewing Errors If you want to see a detailed list of errors, go to Cognos at the bottom of the Data Pipeline System Screen Another window will open Choose Discipline Interchange Folder and choose one of the following error reports Discipline Action Error Detail Report Discipline Action Error Summary Report Discipline Incident Error Detail Report Discipline Incident Error Summary Report 25

Reviewing Errors You can choose to view all Errors and Warnings 5/14/2018 Reviewing Errors You can choose to view all Errors and Warnings Just one Error or Warning Choose the Finish Button once you’ve made your selection. If no selection is made all of the errors will be displayed on the report. 26

5/14/2018 Reviewing Errors You can view the errors and the records receiving the error on-line in the browser or you can download the report as PDF HXML or EXCEL Remember if you are reviewing the report in the browser to hit page down to see the next set of records and their errors. Once you know what records have which error, go to the source make a correction, make a change in the interchange file, and reupload the updated file in the Data Pipeline website. 27

5/14/2018 Status of Records If you wish to see the status of the files submitted you’ll want to go to the following screens in the Data Pipeline System Discipline Status Dashboard This page will show you the following information Does Data Exist? Number of Validation Errors Number of RITS Errors When the file was last Updated 28

TIPS We suggest you update your files with disciplinary data as soon as you have it and then begin submitting them to the Data Pipeline website. While we’ve tried our best to test the business rules and the system invariable something will come up that we hadn’t thought of or isn’t working and it would be better to identify these issues early on rather than close to the federal reporting deadline. 29

Thank you for joining us today Happy 30