1. SPECIAL EDUCATION DISCIPLINE JULY 11th, 2017 HUDDLE

2. Special Education “Huddle”
URL:
Dial in number is
*Please mute your phone

3. Special Education Discipline Updates Timeline Q & A
Today’s Agenda
Special Education Discipline
Updates
Timeline
Q & A
Special Education End of Year 3

4. Important Dates to Remember
11/13/2018
Important Dates to Remember
Monday, April 3rd
Discipline Interchange officially open
Monday, May 8th
Date by which the interchanges files must be uploaded: DISCIPLINE/IEP/STUDENT
Thursday, June 8th
Date by which the Admin Unit must generate a snapshot.
Thursday, June 22nd
Date by which 90% of total record count must be included in Discipline Action file
Wednesday, July 12th
Date by which all Discipline Action Interchange errors must be resolved
Tuesday, August 15th
Report review week: Districts must be available to make any changes in the interchange
Tuesday, August 23rd
Date by which you must have generated a Complete Snapshot. All data records are included, Interchange & Snapshot Errors resolved
Wednesday, August 16th – Wednesday, August 23rd
Report Review Week. Districts need to be available to make any changes Admin Units deem necessary.
Wednesday, August 23rd
Final Data Approval and Report Submission

5. Where are we with the collection?
Tomorrow, July 12th is the deadline for having Interchange Errors Resolved
Discipline Action
IEP
Student Demographics/School Association (for any student included in the Discipline Action file)
Reminder, if there is a change in respondents for the collection be sure to put processes in place for a smooth transition. 5

6. What’s Next?
Now that you are error free at the Interchange the focus turns to resolving Snapshot errors.
Sometimes when you fix Snapshot errors new ones pop up and even Interchange ones can surface.
Thursday, August 15th, 2017 is the “Date by which you must have generated your COMPLETE Special Education Discipline Snapshot dataset by passing all Interchange and Snapshot validations in preparation for report review.”
Administrative Units and Districts work collaboratively to meet the deadline. If staff is on an interim schedule be sure to plan accordingly. 6

7. Interchanges that make up the Special Education Discipline Snapshot
Discipline Action
Discipline Data
Student Demographics
Demographics
Student School Association
Grades
IEP Participation
Primary Disability
Special education discipline

8. Snapshot Errors
Here is a link to the Snapshot Business Rule Guidance where you can find helpful hints on resolving Snapshot level errors.
cationdisciplinebusinessruleguidance
The link to the Exception Template may be found here under Additional Links discipline.
Remember to place all exceptions in the Syncplicity folder and then let us know they are they so they can be uploaded. 8

9. Reviewing Reports If you want to see a list of errors, go to
Cognos at the bottom of the Data Pipeline System Screen
Another window will open
Choose Special Education Discipline Folder 9

10. Resolving Errors - Helpful Reports

11. District Activity Report
Once a Snapshot is created, the Admin Unit has access to the “District Status Report” in Cognos under Special Education Discipline which provides files processed yes or no, number of records reported, number of errors, date of last submission for the following Interchanges:
Discipline Action
Student Demographics
Student School Association

12. District Activity Report
File
BatchID
Submitter
Date Processed
Processed Indicator
# of Records
# of Errors
# of Warnings
1234
Discipline Action
#####
Who
Day & Time
Y or N #
Student Demographic
Student School Association
4321
Look for
Submitted By - Not Loaded
Date Processed – how does that coincide with when Snapshot was created?
Processed Indicator N
Processed Indicator Y but Number of Records 0
Number of Errors – if Discipline Errors check Excluded Report. If student errors check with Submitter

13. Snapshot Records Excluded Due to Profile Errors
Cognos
Special Education Discipline
SPED Snapshot Records Excluded Due to Profile Errors
The report won’t let you know what the error or errors may be just which records have an error.

14. Reviewing and Downloading Reports
11/13/2018
Reviewing and Downloading Reports
You can view the errors and the records receiving the error on-line in the browser or you can download the report as PDF HTML or EXCEL
Be sure to choose the “Format” Option if you choose 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.
FIXING ERRORS
Once you know what records have which error, go to the source make a correction, make a change in the interchange file, and re-upload the updated file in the Data Pipeline website.
(Districts also have access to the Snapshot errors in COGNOS under Discipline Interchange) 14

15. Something’s Amiss
You’ve uploaded your file and created a snapshot, but the errors are not reflecting the file’s data:
If this happens be sure to check:
The confirmation that the Snapshot was created and when
The District Activity Report – timing around Interchange and Snapshot
The file upload TIME (from ) to ensure file was fully processed when you created the snapshot

16. Snapshot looking good All the records that are to be included are
All Interchange and Snapshot Errors are resolved
Begin looking into Reports

17. COGNOS Reports
SIGNATURE REPORT
NEW
SIGNATURE REPORT
NEW
SD017

18. These are all the records recorded in your SPED Discipline Snapshot
SPED Snapshot Records
These are all the records recorded in your SPED Discipline Snapshot
You can use this as a reference when questions arise from other reports. 18

19. Special Education EOY/Discipline Expulsion

20. SDA & Discipline Data Comparison – This Report is currently not pulling in the right SDA Data
Colorado Department of Education
SPED Discipline: School Discipline and Attendance & Special Education Discipline Data Comparison Report
Administrative Unit:
<school year> School Year
This report compares your Special Education Discipline (SPED Discipline) data to the data your district submitted for the School Discipline and Attendance (SDA) . You should review it carefully for completeness and accuracy.
Data for: <District Name>
In-School Suspensions
Out-of-School Suspensions
Expulsions with Services
Expulsions w/out Services*
SPED Discipline
SDA
Difference**
% Difference
*Schools are required to provide services if a student is removed from their placement for more than 10 days
**It is possible that numbers will not match exactly, but there should not be extreme differences. Extreme differences could indicate that data within the SPED Discipline or the SDA is not valid.

21. Students Reported Inconsistently by more than 1 Admin Unit/SOP
The Errors appearing here may be legitimate entries.
For example a student’s disability identification may have changed at a mid-year staffing
A student’s parents may choose to report race differently when they move to a new district (A student is identified “Hispanic,” then “2 or More Races”)
Investigate things that don’t make sense 21

22. Incident and School Enrollment Date Comparison
This report details records where an incident is reported when a student was not enrolled.
This report should be blank
Are you receiving SD017? 22

23. SPED Data Summary Report (2014-2015 and newer)
2 Special Education Discipline Director Signed Reports + Flag Explanations
SPED Data Summary Report ( and newer)
SPED Year to Year Comparison Report
+ Special Education Discipline Flag Explanations
Revenant data for Indicator 4 can be found in the Data Summary Report. The report with the heading “Indicator 4” has been changed to a detail report and does not need to be submitted to the CDE. 23

24. SPED Data Summary Report
Sections A-D contain counts of discipline events and counts of children with disabilities by:
Unilateral removal by school personnel following a drug or weapon offense or serious bodily injury
Removal based on a hearing officer determination regarding likely injury
Suspension (both In-School and Out-of-School totaling less than 10 school days and totaling more than 10 school days
Expulsion with and without educational services.
TIP: The TOTALS for these areas should be the same across Sections A-D 24

25. SPED Data Summary Report
The final section, “Section E: Children subject to expulsion who did and did not receive educational services by disability status” is on page 13. Note: Children with disabilities must receive educational services during an expulsion of more than 10 school days. The only children with disabilities who should be reported as not receiving services are those who were removed for less than 10 school days after an expulsion. 25

26. Year to Year Comparison Report
The report totals 13 pages
A section for “Disability: All” (1 page)
A section for Racial/Ethnic groups (6 pages)
A section for Gender groups (2 pages)
A section for ELL Status groups (2 pages)
The signature page 26

27. Year to Year Report Flag Explanations
Please remember to provide explanations for the A flags from the Year to Year Report by August 23, 2017
Remember, you can include multiple flag categories when the same explanation applies 27

28. Assistance Needed?
If you have ANY questions about the Special Education Discipline Data Collection please feel free to contact us. No question or concern should remain unanswered of unresolved.
We are just a phone call or away!
Kristi Gleason Collection Lead
Lindsey Heitman
protocol – please include:
District # and Administrative Unit #
Phone number where you may be reached
Subject of the
NOTE: Never send files or reports via – contact us to determine best technical assistance avenue.
Thank you

29. Special Education End of Year

30. Special Education EOY - Timeline
Wednesday July 12th
IEP interchange errors resolved and
at least 1 Sped EOY snapshot taken
Where to verify error count? Several options- Confirmation, Batch Maintenance, Special Education/Status Dashboard, Pipeline Error Reports, Cognos Reports, Validation Report
Special Education EOY - Lindsey Heitman - (303)

31. Special Education EOY – Status Dashboard
Verify snapshot processed and data exists:
Special Education EOY - Lindsey Heitman - (303)

32. Special Education End of Year- Updates
Bugs moving to Production today
SE073: should now accept a Sped Hours of 8000
SY269: edit should no longer trigger on 66060, 66070, and 66080
SY112: clause added so edit won’t trigger when a 52 delay code is used
Reminders
New warning SY282 for records that may be transfers instead of dropouts (may want to hold off on submitting your SY247 exceptions until September)
Records excluded due to a 31 PAI Code (tuition contract) – Only need to report the exit once. After that year, record will be reported for December Count purposes only and won’t pull into your Sped EOY.

33. Special Education End of Year - Updates
Missing Snapshot Records Report coming today!
Report will identify records missing from snapshot due to:
Interchange errors
Criteria issues such as excluded PAI codes or mismatched sasids or lasids
Records missing from either Child or Participation File
Be sure to check this report to ensure you have the expected number of records in your snapshot
Would love your feedback on the missing record descriptions
Do they make sense?
Any suggestions to better clarify

34. Special Education EOY: Exception Process
Syncplicity – online platform used for secure file sharing
Let us know if you do not yet have a folder. We will send you with a link to set it up
Once your folder is created, access it at this link:
File name is your AU code
Used for Exception requests, questions that include PII, facility students information, etc
CDE to notify us you’ve placed something in the folder. We don’t get specific notification
User Guide:

35. DATES TO REMEMBER Special Education EOY 2016-2017
Monday May 1, 2017
Snapshot official opening
Wednesday July 12, 2017
IEP Interchange errors resolved
At least 1 Special Education EOY Snapshot created by this date
Thursday Sept. 7, 2017
All exception requests received by CDE
Tuesday Sept. 12, 2017
All errors resolved: Interchange and Snapshot
Tuesday Sept. 12 – Friday Sept. 15, 2017
Report Review
Review exit information in preparation for duplicate checks
Wed. Sept. 20 – Wed. Sept. 27, 2017
AUs make changes to resolve duplicates
Final Report Review September 28 – October 5
ALL Final signed reports received by CDE
Submit and finalize data – COLLECTION CLOSES
Thursday Oct. 5, 2017

36. Special Education End of Year - Resources
Special Education IEP Interchange:
Special Education EOY Snapshot:
Special Education EOY - Lindsey Heitman - (303)

37. Special Education End of Year
Enrich/Frontline Migration
Migrate Enrich from Viawest to Sungard server
Dates: July 10, 2017 – August 9, 2017
40 Districts
80 Web Sites
New servers will be staged/tested prior to migration.
Districts will be migrated one at a time, not a big- bang cutover.
URL’s will remain the same
Need an IT contact for each AU in July and August

38. Migration Overview (cont)
Backup - Contingency Though we fully expect the migration to go as planned, in the unlikely occurrence of any roadblocks or delays, any customers that are not migrated will remain at their current hosted location and will be accessible until the issue(s) are resolved and will then be moved during off hours so there’s no interruption in service.

39. Migration Overview (cont)
Proposed migration order

40. Contacts
For any technical comments, questions or assistance, feel free to reach contact: Jessie Young

41. Special Education EOY: Questions?
Special Education EOY contact information
Lindsey Heitman – (Primary contact)
Kristi Gleason –
Orla Bolger –
*Please include your AU #, Error code # (if applicable), and phone number in s 41