1. Special Education Discipline Report Webinar
11/15/2018
Special Education Discipline Report Webinar
June 9th, 2015

2. TALKING POINTS Slide: 2 About the collection What’s New for 2014-2015
11/15/2018
TALKING POINTS
About the collection
What’s New for
Types of Reports
Interchange Reports
Error Reports
Reports to help resolve snapshot errors NEW
Snapshot Reports
District Activity Report NEW
Data Summary Report
Indicator 4 Report
Year to Year Report
FLAGS
Inconsistency
Reviewing Reports
Finalizing Reports
What Reports are Due and When? 
Slide: 2

3. A bit about the collection
Roles and Responsibilities
IdM Groups
Purpose & Content
Collection Period
Criteria
Discipline Interchange Files & What’s reported
Discipline Resources
What Interchange files make up the collection?
Timeline
Lessons Learned 3

4. Roles and Responsibilities
11/15/2018
Roles and Responsibilities
Districts
Responsible for submitting the data on students with disabilities with discipline incidences and actions, correcting errors.
Administrative Unit
Responsible for the Approval and submission of the Special Education Discipline Data Collection
Special Education Director
Responsible for authorizing reports providing explanations for Year to Year A & B Difference Flags 4

5. IdM Groups https://cdeapps.cde.state.co.us/faqs.html
11/15/2018
IdM Groups
DISTRICT
Interchange groups associated with the four digit district code
DIS
District Name PIPELINE -District Number -DIS~LEAUSER Submit and Modify Role
District Name PIPELINE -District Number -DIS~LEAVIEWER Read-Only Role
ADMINSITRATIVE UNIT
Snapshot groups associated with the five digit administrative unit code
SPI
AU Name PIPELINE - AU Number -SPI~LEAVIEWER Read-Only Role
AU Name PIPELINE –AU Number -SPI~LEAUSER Submit and Modify Role
AU Name PIPELINE –AU Number -SPI~LEAAPPROVER Approver Role
Administrative Units with multiple districts may not have more than one DIS role
The Special Education Director does not need to be the Approver. They are however responsible for authorizing reports
In order to Submit and Approve data the Administrative Unit respondent must have the approver role.
If you have changes in staff, s, name changes, or want to add a phone number in IdM please work with your LAMs. CDE has handed over this responsibility to LEAS. 5

6. 11/15/2018
PURPOSE and CONTENT
Section 618(a)(I)(A)(vii) of IDEA requires that states report the number of children with disabilities by:
DISABILITY
RACE
GENDER
ELL STATUS
Who were subject to:
Unilateral Removals by School Personnel for one of the following reasons
Drug
Weapons
Serious Bodily Injury
Removal based on a Hearing Officer Determination regarding likely injury
Suspension
In-School and Out-of-School totaling less than 10 school days and totaling more than 10 school days
Expulsions
With and without educational services
Authorization: P.L , §§ 618 (a)(1)(A)(v), 618(a)(1)(D), 618(a)(1)(E), 618(a)(3), and 618(d)(1)(C); 34 CFR §§ , (b) through (d), ,
Selected Definitions
Dangerous Weapon – A weapon, device, instrument, material, or substance, animate or inanimate, that is used for, or is readily capable of causing death or serious bodily injury, except that such a term does NOT include a pocket knife with a blade of less than 2½ inches in length (18 U.S.C. § 930(g)(2)).
Disciplinary Removal – Any instance in which a child is removed from his/her educational placement for disciplinary purposes, including in-school suspension, out-of-school suspension, expulsion, removal by school personnel to an interim alternative educational setting for drug or weapon offenses or serious bodily injury, and removal by hearing officer for likely injury to self or others.
Drug Offenses – The use, possession, sale, or solicitation of drugs as identified in 21 U.S.C. § 812(c). These offenses do NOT include use, possession, sale, or solicitation of alcohol or tobacco.
Expulsion – An action taken by the local educational agency removing a child from his/her regular school for disciplinary purposes for the remainder of the school year or longer in accordance with local educational agency policy. Include removals resulting from violations of the Gun Free Schools Act that are modified to less than 365 days.
In-School Suspension – Instances in which a child is temporarily removed from his/her regular classroom(s) for disciplinary purposes but remains under the direct supervision of school personnel. Direct supervision means school personnel are physically in the same location as students under their supervision. 6

7. REPORTING PERIOD The Special Education Discipline data collection
covers the time period of
July 1, 2014 through June 30, 2015
in which an ACTION took place
Each record in the Action file represents either a Discipline or a Removal
Slide: 7

8. Reporting Period for Incidents/Actions
11/15/2018
Reporting Period for Incidents/Actions
Incidences may span between July 1, 2013 through June 30, 2015 Actions must occur in the current collection period of July 1, 2014 and June 30, 2015 This is a change from the previous year to ensure accurate data reporting 8

9. Special Education Discipline Criteria
11/15/2018
Special Education Discipline Criteria
Special Education Flag must =
Incident Identifier
Must match between the Action and the Incident File
Incident Identifier cannot be zero-filled
Actions must be between July 1, 2014-June 30, 2015
Incidents must be between July 1, 2013-June 30, 2015
Duplicate records are not allowed
Incident Identifier MUST be UNIQUE in the Incident File
The System builds off of the Action file so if the Incident Identifier has not been included in the file, records that may have been reported in the Incident file but not in the Action will not make it to the snapshot 9

10. About the Discipline Interchange
11/15/2018
About the Discipline Interchange
The discipline interchange is a set of two files which contain discipline data for the school year – July 1, 2014 – June 30, 2015
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. 10

11. Discipline Interchanges
11/15/2018
INCIDENT
Admin Unit
School District
School Code
Program Code
Incident Identifier
MUST match identifier in Action file
If the Incident Identifier is NOT in the Action file the record never makes it to the Special Education Discipline Snapshot
Date of Incident
Behaviors**
Weapons**
Reported To Law Enforcement**
Serious Bodily Injury**
** Fields may be zero-filled or have a valid code. This data is NOT collected in the Special Education Discipline Data Collection
ACTION
Admin Unit
School District
School Code
Program Code
Incident Identifier
MUST match identifier in Incident File
SASID
Student’s First Name
Student’s Last Name
Student’s Gender
Student’s Date of Birth
Discipline Action Identifier
Disciplines
Discipline Start Date
Discipline Action Length
Special Education Removal Type
Special Education Removal Reason
Received Education Services During Expulsion
Habitually Disruptive Student**
Referred to Alternative School or Program**
Special Education Action Flag
The Incident Identifier must match between the Incident File and the Action file
The Incident Identifier will be unduplicated in the incident file. So if two or more students are involved in an incident. Only report it once in the Incident file and then include it for each student in the Action file.
The Action identifier will always be unique in the action file.
If you’ve reported an Expulsion let us know if the student RECEIVED services. Not just that they were offered but actually received services. If for some reason the student was expelled and did not receive services expect a contact from someone in CDE for an explanation.
Fields with ** may be zero-filled. The original intent of the files was to allow records for both regular and special education students to be reported and were required fields at the time of creation. These fields will be eliminated in 11

12. Discipline Incident File
11/15/2018
INCIDENT
Admin Unit
MUST be 00000
School District
School Code
Zero-fill if the student is in a Program
Program Code
Incident Identifier
MUST match identifier in Action file
MUST be Unique
If the Incident Identifier is in the Incident file but not the Action the record won’t make it to the Special Education Discipline Snapshot
Date of Incident
MMDDYYYY format
July 1, 2013 – June 30, 2015
Behaviors**Fields may be zero-filled or have a valid code.
Weapons** Fields may be zero-filled or have a valid code.
Reported To Law Enforcement** Fields may be zero-filled or have a valid code.
Serious Bodily Injury**Fields may be zero-filled or have a valid code.
NOTE: Schools and Dates will be checked against enrollment records
Record expectation: In the Discipline Interchange – Discipline Incident file the LEA should submit 1 record per “Incident” per LEA for every discipline incident which occurred at any point in the currently selected school year. This is not a new criteria. 12

13. Discipline Incident File
11/15/2018
Discipline Incident File
Each Incident record represents a single incident.
Incident Identifier
MUST Match the Incident Identifier in the Action file
If the Incident Identifier is included in the Incident File but has been left off of the Action file the record of that incident will NOT make it to the Special Education Discipline Snapshot as it doesn’t meet the snapshot criteria.
MUST be Unique
School Codes and Dates
Be sure the School Codes and Date of Incident matches data reported in the School Association File
Incident Identifier will be unduplicated.
Fields with ** may be zero-filled
No blanks are allowed
Incident Date and Incident School will be validated against data in the School Association file. If there is a discrepancy the grade will not populate in the snapshot reports. Please reference the incident school comparison report for details. 13

14. Discipline Action Interchange
11/15/2018
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, 2014 – June 30, 2015
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 but rather in the school year for which the action took place.
Record Expectation: In the Discipline Interchange Action file, the LEA should submit records for students with disabilities reported with a disciplinary action. 14

15. Discipline Action File
11/15/2018
Discipline Action File
Each Action record represents a single action as a result of an Incident. Student has been assigned a SASID and updated in the RITS System A record for the student exists in the Discipline Incident Interchange File Action Identifier A student could have more than one action associated with an incident. The Action identifier will always be unique. Incident Identifier May be duplicated in the Action file MUST match the Incident Identifier from the Incident file Date of Action System will check the start and exit dates in the IEP Participation file to be sure the action did not take place before a student was identified as a student with a disability
The Action identifier will be unique
The Action must occur between the Entry Date of Special Education and the Exit Date. If the Primary Disability field is blank in the Snapshot report or in the error report this may indicate the student was not considered a student with disabilities at the time of the Action. At the far end of the Snapshot Error report you’ll find the entry and exit date of special education data from the Special Education Discipline IEP Participation file. 15

16. Discipline Action File
11/15/2018
Admin Unit
MUST be 00000
School District
School Code
Zero-fill if student is in a Program
Program Code
Incident Identifier
MUST match identifier in Incident File
If the Incident Identifier is NOT included in the ACTION file the record won’t make it to the Special Education Discipline Snapshot
SASID
Student’s First Name
Student’s Last Name
Student’s Gender
Student’s Date of Birth
Discipline Action Identifier
Unique 10 digit code
Disciplines
Either a Discipline is reported or a Special Education Removal Type is. Both fields can’t have values and both can’t be zero-filled
Discipline Start Date
System will check the IEP Participation file to see Special Education Start and Exit Dates
Discipline Action Length
Special Education Removal Type
Special Education Removal Reason
Only when student was Unilaterally Removed by School Personnel
Received Education Services During Expulsion
Habitually Disruptive Student**Fields may be zero-filled or have a valid code.
Referred to Alternative School or Program**Fields may be zero-filled or have a valid code.
Special Education Action Flag MUST be 1 denoted Student is a student with disabilities at the time of the Action
Fields with the ** may be zero-filled
There are no blanks allowed
Actions must occur between July 1, 2014 and June 30, 2015
If the student was expelled indicate if they received services. This is the only type of discipline where we report if services were or were not received.
Either a student has a discipline or they have a removal.
Removal Reason is ONLY required when the student was Unilaterally Removed by School Personnel
The Action Length must be between 0005 and 3650
Either a student was in a school or they were in a program.
Special Education Action Flag must = 1
If the Incident Identifier is not included in this file but has been included in the Incident file the record doesn’t meet the criteria and will not be included in the snapshot. 16

17. Disciplines vs Removals
11/15/2018
Disciplines vs Removals
Either a Discipline is reported or a removal is 17

18. “Discipline” Categories Type of Suspension/Expulsion
REMOVALS
SUSPENSIONS
EXPULSIONS
One of the hardest parts of the collection historically is determining what the action is for the student based on what has been reported. If you have questions contact CDE.
Another challenging aspect is weeding through Actions that are NOT included in this report. If you have questions contact CDE.
Slide: 18

19. Types of Removals Unilateral Removal by School Personnel
Removal Based on a Hearing Officer
Page 8 of the Discipline Interchange Action File
Slide: 19

20. Unilateral Removal by School Personnel
Instances in which …
School personnel (not the IEP team) order the removal of children with disabilities from their current educational placement to an appropriate Interim Alternative Education Setting for not more than 45 school days.
The IEP team is responsible for determining the alternative educational setting.
Unilateral removals do NOT include decisions by the IEP team to change a student’s placement.
Exclude students who were moved from their current educational placement as a result of a decision by the IEP team to change a student’s placement. For example, if following a discipline offense, the IEP team meets and determines that the child’s current placement is not the least restrictive environment for that child, and therefore makes a permanent change in the child’s IEP placement, do NOT report the child with a Unilateral Removal.
Exclude parentally-placed private school students from this file.
Exclude students who are removed by school personnel for Drugs Weapons or Serious Bodily Injury and were NOT sent to an Interim Alternative Education Setting – these students should be reported as having been suspended.
Slide: 20

21. Removal Reasons Drugs Serious Bodily Injury Weapons Slide: 21
See page 9 of the Discipline Interchange Action file layouts
This field is ONLY required when the student was Unilaterally Removed by School Personnel
Slide: 21

22. Removal Based on a Hearing Officer
Instances in which …
An impartial hearing officer orders the removal of children with disabilities from their current educational placement to an appropriate alternative educational setting for not more than 45 school days
The IEP team is responsible for determining the alternative educational setting.
See page 8 of the Discipline Interchange – Action code 02
Exclude students who were moved from their current educational placement as a result of a decision by the IEP team to change a student’s placement. For example, if following a discipline offense, the IEP team meets and determines that the child’s current placement is not the least restrictive environment for that child, and therefore makes a permanent change in the child’s IEP placement, do NOT report the child with a Unilateral Removal.
Exclude parentally-placed private school students from this file.
Exclude students who are removed by school personnel for drugs weapons or serious bodily injury and were NOT sent to an Interim Alternative Educational Setting. These students should be reported as having been suspended.
Slide: 22

23. Suspensions Instances in which a child is temporarily
removed from his/her regular classroom(s) for disciplinary purposes
In-School Suspension
Out-of-School Suspension
See page 6 of the Discipline Action file layout
Report children with disabilities who were ages 3 through 21 as of the child count date and were subject to either an In-School Suspension, Out-of-School Suspension, or Expulsion.
Students who were removed by school personnel for drugs weapons or serious bodily injury and were not sent to an interim alternative educational setting should be reported as having been suspended.
Include students who are suspended pending an IEP team meeting in which the student’s IEP placements are changed.
Find additional information on page 7 of the file layouts
Slide: 23

24. Interim Alternative Educational Setting (IAES)
11/15/2018
Interim Alternative Educational Setting (IAES)
Unilateral Removals by School Personnel and
Removed Based on Hearing Officer’s Determination
*Interim Alternative Educational Setting (IAES) – An appropriate setting determined by the child’s IEP team or hearing office in which the child is placed for no more than 45 school days. This setting enables the child to continue to receive educational services and participate in the general education curriculum (although in another setting) and to progress toward meeting the goals set out in the IEP. As appropriate, the setting includes a functional behavioral assessment and behavioral intervention services and a modification to address the behavior violation so that it does not recur. 24

25. Expulsions
An action taken by the local educational agency removing a child from his/her regular school for disciplinary purposes for the remainder of the school year or longer in accordance with Admin Unit policy
Includes removals resulting from violations of the gun free schools act that are modified to less than 365 days
If the student was expelled let us know if they received services during the expulsion in the corresponding field.
Slide: 25

26. Action Length 0050 = 5 days 0450 = 45 days 0105 = 10.5 days
For any type of removal (unilateral, hearing officer, suspension or expulsion) indicate the number of days of the removal.
Must be 4 characters
Decimal is implied
Must be between .5 and 365 days
Half days indicated in 4th position
4th position must either be a 0 or a 5
Examples
0050 = 5 days
0450 = 45 days
0105 = 10.5 days
3650 = 365 days
For any type of removal (unilateral, hearing officer, suspension or expulsion) indicate the number of days of the removal.
Must be 4 characters
Decimal is implied
Must be between .5 and 365 days
Half days indicated in 4th position
4th position must either be a 0 or a 5
Examples
0050 = 5 days
0450 = 45 days
0105 = 10.5 days
3650 = 365 days
You’ll note that the decimal is therefore implied
Slide: 26

27. SPECIAL EDUCATION DISCIPLINE RESOURCES
11/15/2018
SPECIAL EDUCATION DISCIPLINE RESOURCES
INTERCHANGE Overview Deadlines File Layouts and Definitions Business Rules Templates Trainings
SNAPSHOT Overview Deadlines File Layout Business Rules Training Additional Links 27

28. Interchanges that make up the Special Education Discipline Snapshot
11/15/2018
Interchanges that make up the Special Education Discipline Snapshot
INTERCHANGES
Discipline Incident
Discipline Data
Discipline Action
Student Demographics
Demographics
Student School Association
Grades
IEP Participation
Primary Disability
Districts are the Authoratative Source for Demographics and Grades
Administrative Units are the Authoritative Source for Primary Disability
Special education discipline 28

29. 11/15/2018
TIMELINE
DISTRICT REFERENCE
ADMINISTRATIVE UNIT REFERENCE
TIMELINE IN DATA PIPELINE UNDER DISCIPLINE INTERCHANGE AND SPECIAL EDUCATION DISCIPLINE SNAPSHOT ARE ESSENTIALLY THE SAME TIMELINE. DISTRICTS AND ADMINISTRATIVE UNITS WILL NEED TO WORK TOGETHER FOR TIMELY SUBMISSION AND ADHERENCE TO DEADLINES. 29

30. IMPORTANT DATES TO REMEMBER
11/15/2018
IMPORTANT DATES TO REMEMBER
Monday, April 27
14-15 snapshot available
Thursday, May 14
Interchanges must be successfully uploaded
Student, School Association, IEP Participation, Discipline Incident/Action
Thursday, June 5
14-15 Special Education Discipline Snapshot created by this date
Thursday, June 26
90% of your total record count must be passed
Discipline Interchange validations
Thursday, August 6
90% of your total records must be passed Special Education Discipline Snapshot validations
Thursday, August 18
100 % of your total records must be passed interchange & snapshot validations
Report Review August 19-26
ALL Final signed reports received by CDE
Submit and finalize data – COLLECTION CLOSES
Thursday, August 30

31. SPECIAL EDUCATION DISCIPLINE DATA COLLECTION 2014-2015
11/15/2018
SPECIAL EDUCATION DISCIPLINE DATA COLLECTION
DISTRICT REFERENCE
September 1, 2014
Discipline Incident and Discipline Action files may be submitted to the Data Pipeline
May 14, 2015
Date by which the following interchange files must be submitted by districts
Discipline Incident
Discipline Action
Student Demographics
Student School Association
Special Education IEP Participation
Data must be from current reporting period
Number of student records must represent 10% of the total Special Education Discipline Data submitted
June 26, 2015
Date by which 90% of the total record count must be passed discipline interchange validations
August 6, 2015
Date by which 90% of the total record count must be passed special education discipline snapshot validations
August 18, 2015
Date by which 100% of the total record count must be passed interchange and snapshot validations
August 19 – 26, 2015
Report Review Week – Districts must be available to make any changes in the interchanges
August 26, 2015
Special Education Discipline Collection Closed
DISTRICTS SUBMITS
AU SUBMITS 31

32. Lessons Learned Is this the only task you have in your position?
11/15/2018
Lessons Learned
Is this the only task you have in your position?
Is this the only collection you oversee?
Would you rather be….
WIIFM
Employees who know their work has meaningful positive impact on others are not just happier they are vastly productive too! 32

33. What can we do collectively to improve the process?
11/15/2018
Improving the process
What can we do collectively to improve the process?
CDE
Districts
Administrative Units
Engage the field
Submit Early
Resolve Errors in a timely basis
Communicate with districts when you create a snapshot
Work with districts throughout the process
Know the collection – attend trainings
Create New Reports
Be available throughout the collection
Send out frequent updates
Provide your district number, AU number, subject matter in communications; business rule, problem loading, report issue
Work collaboratively 33

34. 11/15/2018
TEAMWORK
ful 34

35. 11/15/2018
What’s New for
Program Code field added to both the Incident and Action files (Program Exceptions are no longer required). Districts should work with Administrative Units to determine if a student should be reported in a program as opposed to a school. New Report for Administrative Units to see the status of interchange submissions and errors. Technical Assistance for interchange rules should be directed to CDE New Report for Districts to see Snapshot Errors District and Administrative Unit specific timeline references Single Incidences of ½ will be included. Report them as 0005 please Expanded the definitions in the file layouts to provide additional clarification on Disciplines and Unilateral Removals. Year to Year Report - Adding Expulsions to Year to Year report 35

36. 11/15/2018
Where do I find reports
Respondents with the DIS role have access to the Discipline Interchange Reports in COGNOS
Respondents with the SPI role will have access to the Special Education Discipline Reports in COGNOS under Special Education Discipline 36

37. INTERCHANGE REPORTS DISTRICT
Error Reports
Action & Incident
(Summary & Detail)
Incident Identifier Match
Incident & School Enrollment Date Comparison Report
SNAPSHOT Error Reports (Summary & Detail)
Slide: 37

38. INTERCHANGE REPORTS DISTRICT ROLE
11/15/2018
INTERCHANGE REPORTS DISTRICT ROLE
In Data Pipeline System COGNOS 38

39. If I’m a District Respondent How do I know…
11/15/2018
If I’m a District Respondent How do I know…
If my file successfully uploaded?
Batch Maintenance Processed Indicator YES
If I have Interchange errors
Batch Maintenance Error Count
Correct Record Count
Batch Maintenance Record Count
Is the number accurately reflecting the number of records you submitted?
If not a record might not be meeting the Special Education Discipline Snapshot criteria
Also check your s you will get a notification 39

40. Located under File Upload in the Data Pipeline System
11/15/2018
Batch Maintenance
Located under File Upload in the Data Pipeline System 40

41. VALIDATION REPORT DISTRICT ROLE
11/15/2018
VALIDATION REPORT DISTRICT ROLE
If you just want to get a summary of errors you can go to Validation Report under File Upload in the Data Pipeline system and see what errors you are getting and how many of each error. 41

42. ERROR REPORTS District Role
11/15/2018
ERROR REPORTS District Role
Incident
Detail and Summary
What does it mean if I can’t pull down my district in a report?
Where can I see what Business Rules there are for this interchange?
Action 42

43. Common Incident Errors
11/15/2018
Common Incident Errors
ADMIN UNIT
Must equal 00000
School Code and Program Code
Reminder either the student was in a School or a Program.
Both fields can’t be 0000 and both can’t have a value
Date of Incident
Cannot be blank
MMDDYYYY
Between July 1, 2013 and June 30, 2015
Behavior/Reported to Law Enforcement/Serious Bodily Injury
Doesn’t have enough characters, its null, it’s not valid.
Incident Identifier
Cannot be duplicated
Must match the one in the Action file
Cannot be the same as the Action identifier 43

44. Common Action Errors ADMIN UNIT Must equal 00000 Birthdate MMDDYYYY
11/15/2018
Common Action Errors
ADMIN UNIT
Must equal 00000
Birthdate
MMDDYYYY
Gender
Must be a valid two digit code
SASID
Must be a VALID SASID In the RITS System
School Code and Program Code
Reminder either the student was in a School or a Program.
Both fields can’t be 0000 and both can’t have a value
Incident Identifier
Can be duplicated if more than one student was involved in the incident or more than 1 action resulted from the incident for the student
Must match the one in the Incident file
Cannot be the same as the Action identifier
Action Identifier
Must be unduplicated
Cannot be the same as the Incident Identifier 44

45. Common Action Errors Discipline Date Disciplines Removal Type
11/15/2018
Common Action Errors
Discipline Date
MMDDYYYY
Between July 1, 2014 and June 30, 2015
Disciplines
Must be a valid code
If Discipline is then Removal Type must be 00
Removal Type
Must be a valid code 01 02
If Removal Type is 01 or 02 then Discipline must be 00
Removal Reason
Only in instances where student was Unilaterally Removed by School Personnel
Received Services
Did the student receive services during an Expulsion? Yes or No
If the Action is not an Expulsion you may zero-fill this field
Habitually Disruptive/Referred to ALT School
Must be valid code 45

46. Incident Identifier Discipline Action Without Incidents
11/15/2018
Incident Identifier
Discipline Action Without Incidents
The report lets you know if you have reported an Incident Identifier in the Action file but it can’t find a corresponding one in the Incident file
Discipline Incident Without Actions
The report lets you know if you’ve reported an Incident Identifier in the Incident file but it can’t find a corresponding one in the Incident file
The system builds off of the Action file. If the Incident Identifier has not been included in this file will not make it to the snapshot if an incident identifier has been reported in the Incident File 46

47. Incident and School Enrollment Date Comparison Report
11/15/2018
Incident and School Enrollment Date Comparison Report
SD017 ERROR – No Grade
This report provides you information when the Incident School Code or Incident Date are not matching up with the information reported in the School Association File.
If you are missing a grade in the Snapshot after you’ve checked to ensure interchange files are successfully loaded and are error free check to see if you have records in this report.
If you have records in this report you’ll need to work with the District person overseeing student to verify the data and make the necessary corrections 47

48. 11/15/2018
Snapshot Error Report
Now you can see the snapshot errors for your district and can make the changes in the interchange 48

49. Errors found in the reports
11/15/2018
Errors found in the reports
Make the correction in your source file and re-upload the interchange file where the error is occurring. Administrative Units will need to work with the Districts.
Slide: 49

50. SNAPSHOT REPORTS ADMINISTRATIVE UNIT
District Activity Report
Incident Identifier Match
Incident and School Enrollment Date Comparison Report
SIGNATURE REPORTS
(DETAIL REPORTS)
SNAPSHOT Error Reports (Summary & Detail)
Director
Authorized
Slide: 50

51. SNAPSHOT REPORTS ADMINISTRATIVE UNIT ROLE
11/15/2018
SNAPSHOT REPORTS ADMINISTRATIVE UNIT ROLE 51

52. District Activity Report
11/15/2018
District Activity Report
This report provides the Administrative Unit status on interchanges
District Code
District Name
File Description
Batch ID
Submitted By
Data Processed
Processed Indicator
School Year
Number of Records
Number of Errors
Number of Warnings
If you have snapshot errors, first check if there are interchange errors 52

53. Common Snapshot Errors
11/15/2018
Common Snapshot Errors
Trying to resolve Snapshot errors when
A file has not successfully uploaded
There are interchange errors
Records with Interchange errors will be included in the Excluded report
There are records in the Action without Incident report
There are records in the Incident without Action report
Birth Date
Calculated age must be >= to 3 and < 22 as of December 1
Age is outside of valid range (send in exception)
A child cannot be reported as a Preschooler with a Disability if they were 9 or older as of December 1 53

54. Common Snapshot Errors
11/15/2018
Common Snapshot Errors
Discipline Action Length
Cannot Exceed
What happens if a student had an incident earlier in the year and then an expulsion later in the year.
Verify data. If accurate provide an exception
Grade Level
Make sure the Date and School Code in the Discipline file matches the information in the School Association File
Date of Incident
Must be Included
LASID
Check the Activity Report has a file been successfully uploaded?
Primary Disability
The Date of the Action must come after the Entry Date of Sped and before the Exit Date of Sped. 54

55. Common Snapshot Errors
11/15/2018
Common Snapshot Errors
Special Education Suspensions/Expulsions vs Removal Types
Either a student was suspended or expelled OR they were Unilaterally Removed
Both the Discipline and the Removal Type cannot have a value nor can they both be zero-filled.
Look at the Year to Year report are you consistently reporting the events?
Only if you are reporting a Unilateral Removal by School Personnel should you be reporting a Reason. 55

56. Special Education Discipline Director Authorized Reports
Data Summary
Indicator 4
Year to Year Report
Explanations for Flags
Slide: 56

57. Data Summary Report
This report contains the number of children with disabilities (by disability, race/ethnicity, gender, and English Language Learner status ) who were subject to:
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), and
expulsion with and without educational services.
Slide: 57

58. Section 2: Removals to an IAES Based on a Hearing Office Determination Regarding Likely Injury.
Sections 1 A, B, C. D: Unilateral Removals to an IAES by School Personnel.
Report the number of children ages 3-21 who were unilaterally removed for drugs, weapons, serious bodily injury. Children with more than 1 unilateral removal should be counted only once in column 1 A.
Report the total number of times the children reported in column 1A were unilaterally removed for Drug offenses.
Report the total number of times the children reported in column 1A were unilaterally removed for Weapon offenses.
Report the total number of times the children reported in column 1A were unilaterally removed for Serious Bodily Injury offenses.
Report the number of children ages 3-21, who were removed to an IAES based on a Hearing Officer Determination of likely injury to themselves or others. Children removed by a hearing officer more than once should be counted only once in column 2.
Sections 1 A, B, C, D & Section 2 will repeat for Disability, Race/ Ethnicity, Gender, ELL Status. The report will look lat the Federal Race/
Ethnicity Reporting Category for the Race/Ethnic codes.
Section A: Disciplinary Removal by Disability.
This slide provides information related specifically to Removals
Section 1A: Number of Children Unilaterally Removed to an IAES by School Personnel
Section 1B: Number of Times students were Unilaterally Removed to an IAES for Drugs
Section 1C: Number of Times students were Unilaterally Removed to an IAES for Weapons
Section 1D: Number of Times students were Unilaterally Removed to an IAES for Serious Bodily Injury
Section 2: Number of Children Removed to an IAES by a Hearing Officer for Serious Bodily Injury
Sections 1 & 2 are broken out by Primary Disability, Federal Race/Ethnicity Reporting category, Gender, and ELL status
If a child reported in column 1A was unilaterally removed to an Interim Alternative Educational Setting more than once then this child should be counted more than once in columns 1B,1C,1D. If, in the course of a single incident, a child committed more than one type of offense, then report the child in each of the appropriate columns.
Slide: 58

59. Section 4A and 4B: In-School Suspensions totaling 10 days or less or > 10 days respectively.
Sections 3A and 3B Out-of-School Suspensions and Expulsions totaling 10 days or less or > 10 days respectively.
Report the number of children ages 3-21 with Out-of-School Suspensions or Expulsions summing to 10 days or less during the school year for any offense or combination of offenses. No child should be reported more than once in column 3A.
Report the number of children ages 3-21 with Out-of-School Suspensions or Expulsions summing to more than 10 days during the school year for any offense or combination of offenses. No child should be reported more than once in column 3B.
Report the number of children ages 3-21 with In-School Suspensions summing to 10 days or less during the school year for any offense or combination of offenses. No child should be reported more than once in column 4A..
Report the number of children ages 3-21 with In-School Suspensions summing to more than 10 days during the school year for any offense or combination of offenses. No child should be reported more than once in column 4A.
Sections 3A , 3B, 4A, 4B will repeat for Disability, Race/Ethnicity, Gender, ELL Status. The report will be looking at the Federal Race/Ethnicity Reporting Category for the Race/Ethnic codes.
Section A: Disciplinary Removal by Disability.
This slide provides information related specifically to In-School Suspensions Section 4A and 4B as well as Out-of-School Suspensions and Expulsion Section 3A and 3B.
Section 3A: Number of Children with Out-of-School Suspensions and/or Expulsions summing to 10 days or less
Section 3B: Number of Children with Out-of-School and/or Expulsions summing to more than 10 days. (This is the column that is used for Indicator 4 calculations of AU rate and significant discrepancy)
Section 4A: Number of Children with In-School Suspensions summing to 10 days or less
Section 5A: Number of Children with In-School Suspensions summing to more than 10 days
Information related to In-School Suspensions, Out-of-School Suspensions/Expulsions is broken down by Primary Disability, Federal Race Reporting Category, Gender, and ELL Status.
A child who is subject to both an In-School Suspension and an Out-of-School Suspension for the same offense should be reported in both columns 3 and 4.
Slide: 59

60. Section 5A: Total Disciplinary Removals
Section 5A: Total Disciplinary Removals. 5B: # of Children with Disciplinary Removals totaling 1 Day of Less. 5C: # of Children with Disciplinary Removals totaling 2-10 Days. 5D: # of Children with Disciplinary Removals totaling Greater than 10 Days.
Report the number of times any child with a disability was subject to any of the following disciplinary actions during the school year: In-School Suspensions, Out-of-School Suspensions, Expulsion, Removals by School Personnel to an IAES or by a Hearing Officer.
Report any child whose cumulative length of removal during the school year totaled 1 day.
Report any child whose cumulative length of removal during the school year totaled between 2 and 10 days.
Report any child whose cumulative length of removal during the school year totaled more than 10 days.
Sections 5A , B, C, D will repeat for Disability, Race/ Ethnicity, Gender, ELL Status. The report will be looking at the Federal Race/Ethnicity Reporting Category for the Race/Ethnic codes.
Section A: Disciplinary Removal by Disability.
Includes 1.5 cumulative length of removal during the school year .
This slide provides information shows ALL disciplinary incidences including Unilateral Removals by School Personnel, Unilateral Removals by a Hearing Officer, In-School Suspensions, Out-of-School Suspensions and Expulsions and broken down by Primary Disability, Federal Race Reporting Category, Gender, and ELL Status.
Section5A: Number of Times child was subject to any disciplinary action
Section 5B: Report of Children with cumulative length of removal for any disciplinary incident during the reporting period totaling 1 day
Section 5C: Report on Children with cumulative length of removal for any disciplinary incident during the reporting period totaling 2-10 days. (Please pay special attention to Column 5 C = 2-10 days which includes 1.5 cumulative length of removal during the school year).
Section 5D: Report on Children with cumulative length of removal for any disciplinary incident during the reporting period totaling greater than 10 days.
All children reported in columns 5B through 5D should have one or more disciplinary removals reported in column 5A. The sum of 5B, 5C, and 5D is the total number of children with one or more disciplinary removals during the school year. Each child reported in columns 1A, 2,3 or4 should be reported only ONCE in column 5B, 5C, or 5D, based on the cumulative number of days the child was removed during the school year.
Slide: 60

61. Section 6: Children Subject to Expulsions: 6A: Received Education Services During Expulsion. 6B: Did NOT receive Educational Services During Expulsion.
Report the number of children with disabilities ages 3-21 who were subject to expulsion during the school year and who received educational services during the expulsion.
Report the number of children with disabilities ages 3-21 who were subject to expulsion during the school year and did NOT receive educational services during the expulsion.
Incidences of Expulsions where the student did NOT receive services reported in the Discipline collection will be cross referenced with students reports with a Basis of EOY Student Collection. Exit Code 50 – Expulsions in the SPED.
Section E: Children Subject to Expulsion With and Without Educational Services by Disability Status.
This slide provides the data relative to Expulsions with services and without services.
Section 6A: Report of children who were subject to expulsion during the reporting period and received educational services during the expulsion
Section 6B: Report of children who were subject to expulsion during the reporting period and did NOT receive educational services during the expulsion.
CDE will be contacting Aus in regard to discrepancies in reporting’s of expulsions reported in the Special Education Discipline collection as well as the Special Education EOY collection.
Children with disabilities must receive services during any suspension or expulsion of more than 10 school days. The only children with disabilities who should be reported in column 6b are those who were removed for less than 10 school days after an expulsion (e.g. children with disabilities expelled under the Gun-Free Schools Act who expulsions were modified to less than 10 school days).
Children with disabilities must receive educational services during any suspension or expulsion of more than 10 school days. The only children with disabilities who should be reported in column 6B are those who were removed for less than 10 school days after an expulsion(e.g., children with disabilities expelled under the Gun-Fee Schools Act whose expulsions were modified to less than 10 school days).
Slide: 61

62. CERTIFICATION: I certify that the children reported represent an accurate account of all children in special education with disciplinary removals throughout the current school year and that these data are valid and reliable. I understand that a portion of these data will be used to calculate suspension/expulsion rates (Part B SPP Indicator 4) for my Administrative Unit/State Operated Program and will be reported to the Office of Special Education Program at the U.S. Department of Education.
By authorizing this report, you are confirming in writing that the data reported is both valid and reliable.
REMINDER: When you send in the Data Summary Report, please send the 14 page report in it’s entirety.
By authorizing this report, you are confirming in writing that the data reported is both valid and reliable.
Slide: 62

63. Indicator 4
Percent of districts that have a significant discrepancy in the rate of suspensions and expulsions of greater than 10 days in a school year for children with IEPs (20 U.S.C. 1416(a)(3)(A))
Indicator 4a takes the number of students an AU has reported as being suspended or expelled for greater than 10 days and uses December count population numbers to determine a rate at which students are being removed for greater than 10 days. All AU rates are then used to devise a state median rate for removals. The median is multiplied by 6 yielding the rate that if AUs fall above the median times 6, they are identified as having a significant discrepancy. Being identified as being significantly discrepant may trigger a review of policies, procedures and practices.
Indicator 4a is a performance indicator. However, the AU must submit valid data in regards to student disciplinary removals.
Indicator 4b takes the same data set and examines it by race/ethnicity. Numbers of removals by race/ethnicity are compared to the total special education population for the same race/ethnicity. Significantly discrepant is any AU that has 10% more removals by race/ethnicity than there is in the entire special education population. AUs having significantly discrepant numbers of removals by race/ethnicity will have a review of policies, procedures and practices.
Indicator 4b is a compliance indicator and the target is set at 0%.
Slide: 63

64. Indicator 4 Detail Listing
CERTIFICATION: I certify that the children reported represent an accurate account of all children I special education who were removed for greater than 10 school days throughout the current school year and that these data are valid and reliable. I understand that a portion of these data will be used to calculate suspension/expulsion rates (Part B SPP Indicator 4) for my Administrative unit and will be reported to the Office of Special Education Program at the U.S. Department of Education.
This report is the Indicator 4 Detail Listing that requires a signature by the Special Education Director and must be sent into CDE by 3:00 pm August 28th. You just need to send in the last page with the signature. Because there is student data on this report, please black out the last name of students before faxing, thank you.
To validate Indicator 4 data, whether it be this report or the previous data summary report specific to column 3B – suspensions/expulsions greater than 10 days, check that first, the student information is correct. The race/ethnicity, disability and gender must be accurate. Next check the length of days and verify that the length of removal is the same as what actually occurred for the student.
If you find the data to be incorrect, you have until August 29th to correct it.
By authorizing this report, you are confirming in writing that the data reported is both valid and reliable.
Slide: 64

65. Adding Expulsions to the report
By Disability ALL
Adding Expulsions to the report
Year to Year Report
Slide: 65

66. By Individual Federal Race Reporting Categories
Adding Expulsions to the report
Year to Year Report
Slide: 66

67. Adding Expulsions to the report
By Gender
Adding Expulsions to the report
Year to Year Report
Slide: 67

68. By ELL Status Year to Year Report NEW for 2014-15 CERTIFICATION
REQUIRED SIGNATURE BY DIRECTOR
EXPULSIONS INCLUDED
Year to Year Report
Slide: 68

69. Year to Year Report Flag Explanations
Please remember to provide explanations for the A & B flags from the Year to Year Report no later than Wednesday, August 26th, 2015
Slide: 69

70. Detail Reports Available
Access reports from Cognos under Special Education Discipline
Disciplinary Removals
Out-of-School Suspensions or Expulsions & In-School Suspensions
Detail Report in Excel
Unilateral Removals to an IAES
Children Subject to Expulsion
If a student had 2 expulsions you will see them twice in the Detail report but 1 time in the Data Summary Report column 6 page 13 70

71. 11/15/2018
Inconsistency in Data
Students Reported Inconsistently by more than 1 Admin Unit/SOP
Name
Federal Race/Ethnicity Reporting Category
ELL Status
Gender
Primary Disability
Slide: 71

72. Reviewing Report Recap
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 72

73. Accessing Reports You can choose to view all Errors and Warnings
11/15/2018
Accessing Reports
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.
If there are no errors you will not see your district in the drop down as there is no report to display 73

74. Reviewing and Downloading Reports
11/15/2018
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 HXML 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 reupload the updated file in the Data Pipeline website. 74

75. Expulsions – Validity Check
11/15/2018
Expulsions – Validity Check
Closer to the end of the Special Education Discipline Collection we will be conducting validity checks around Expulsions between the Special Education Discipline collection and the Special Education End of Year Collection. An expulsion without services was reported in the SPED EOY collection but not in the Discipline collection An expulsion without services was reported in the SPED Discipline data collection but not in the SPED EOY collection. There are inconsistencies in the expulsions being reported between the SPED Discipline and the SPED EOY collections.
Slide: 75

76. SPECIAL EDUCATION DISCIPLINE REPORT RELATED DEADLINES
11/15/2018
SPECIAL EDUCATION DISCIPLINE REPORT RELATED DEADLINES
Tuesday, August 18, 2015
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.
Wednesday, August 19-August 26, 2015
Report review week.
Review reports in detail and make any data corrections deemed necessary to ensure you are reporting valid and reliable data
Thursday, August 26, 2015
Final report review AND approval 76

77. August 26th, 2015 Deadline Final report review AND approval.
11/15/2018
August 26th, 2015 Deadline
Final report review AND approval.
Date by which the Administrative Unit must approve their completed Special Education Discipline Data Collection Snapshot and electronically SUBMIT the data to CDE via the Data Pipeline, verifying that it’s valid and reliable by ing or faxing in the signed Data Summary Report (all 14 pages), Indicator 4 Report, and the Year to Year Report along with explanations for A& B Flags.
Send in ALL Signed reports to CDE via or fax
Submit to CDE and Approve! 77

78. 11/15/2018
Technical Assistance
the team at Remember to include AU and District Number, Collection, and Subject with technical issues and copy the team. Just a phone call away Kristi Lindsey 78

79. GO TEAM DISCIPLINE! 79