1. 2016-2017 STUDENTS WITH DISABILITIES DISCIPLINE INTERCHANGE WEBINAR

2. Data Pipeline Processes
TRAINING TOPICS
General Overview
Data Pipeline Processes
Important Dates
What’s New
Responsibility and Roles
Data Pipeline Access - IdM
Accessing the Data Pipeline
File Upload
Reports
Fixing Errors
Exempt Status Steps
Timeline

3. Table of Contents Disciplines: Slide 21
Purpose and Content: Slide 4
Action Types: Slide 5
Collection Period: Slide 6
What’s New for : Slide 7
Roles & Responsibilities: Slide 8
IdM Groups: Slide 9
Resources: Slide 10
Interchanges which make up the Special Education Discipline Snapshot: Slide 11
District Activity Report: Slide 12
About the Discipline Interchange: Slides 14-17
Authoritative Sources for Data: Slide 18
Unilateral Removals: Slide 19
Interim Alternative Educational Setting (IAES): Slide 20
Disciplines: Slide 21
Discipline Action Flow Chart: Slide 22
Creating a File: Slides 23-25
Accessing the Data Pipeline: Slides 26-27
Upload Steps: Slides 28-36
Available Cognos Reports: Slide 37
Error Reports: Slides 39-42
Incident/School Comparison: Slide 43
Common Errors: Slide 44-48
Exceptions: Slides 49-53
Steps to Report Exempt Status: Slide 54
Important Dates: Slide 55
Assistance Guidance: Slide 56

4. 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 (DISCIPLINE)
In-School and Out-of-School totaling less than 10 school days and totaling more than 10 school days
Expulsions (DISCIPLINE)
With and without educational services

5. DISCIPLINE ACTION TYPES
11/21/2018
DISCIPLINE ACTION TYPES
In-School & Out-of-School Suspensions
Expulsions: With and Without Services
DISCIPLINES
Unilateral Removal By School Personnel for Drugs, Weapons, or Serious Bodily Injury
Unilateral Removal By A Hearing Officer
REMOVALS OR
Record Expectation:
A record will either contain a Discipline or a Removal. Not both 5

6. COLLECTION PERIOD
Incidences may span between July 1, 2015 through June 30, 2017
An exception is needed if Incident occurred in prior year. The exception template and instructions may be found here discipline
Actions must occur in the current collection period of July 1, 2016 and June 30, 2017

7. SUPERINTENDENT SIGN-OFF FORM
Required for all districts including those with exempt status
COMPARISON REPORT BETWEEN SCHOOL DISCIPLINE AND ATTENDANCE AND SPECIAL EDUCATION DISCIPLINE
DETAIL REPORT: EXPULSIONS REPORTED IN THE SPECIAL EDUCATION DISCIPLINE AND SPECIAL EDUCATION END-OF-YEAR DATA COLLECTIONS

8. Roles and Responsibilities
11/21/2018
Roles and Responsibilities
DISTRICTS Responsible for submitting valid and reliable data on students with disabilities with discipline incidences and actions.
ADMINISTRATIVE UNITS Responsible for the Approval and submission of the Special Education Discipline Data Collection.
SPECIAL EDUCATION DIRECTORS
(in conjunction with Superintendents, Principals, Other School Personnel)
Responsible for the overall collection and the authorization of reports.
CDE supports the collaborative efforts.
Collaboration

9. 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
ADMINISTRATIVE 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

10. RESOURCES
INTERCHANGE us/datapipeline/inter_spe d-discipline Overview Deadlines File Layouts and Definitions Business Rules Template Trainings
SNAPSHOT
us/datapipeline/snap_spe d-discipline
Overview
Deadlines
File Layout
Business Rules
Additional Links

11. 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

12. 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

13. Discipline
Action Interchange

14. About the Discipline Interchange
11/21/2018
About the Discipline Interchange
The Discipline interchange file contains discipline data on students with disabilities for the school year.  
The discipline interchange data contains information related to the date of the incident and the action data contains information related to “Disciplines:” (Suspensions and Expulsions) and “Removals" (Unilateral Removal by School Personnel or by a Hearing Officer) as a result of the incident.
The action removal length is only the days removed when the student was determined to be a student with disabilities. 
This information is used in the Special Education Discipline Data Collection.

15. Discipline Action Interchange
The purpose of the Discipline file is to capture and verify the attributes of a student with disabilities who were reported with a disciplinary action which occurred in the current reporting period stemming from a disciplinary incident.
Student has been assigned a SASID and updated in the RITS System
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.

16. Discipline Action Data Elements
Admin Unit/BOCES Code MUST be a valid code (preferred) or zero-filled
School District/BOCES Code MUST BE A VALID CODE
School Code EITHER A SCHOOL IS REPORTED OR A PROGRAM. NOT BOTH
Program Code EITHER A SCHOOL IS REPORTED OR A PROGRAM. NOT BOTH
Incident Identifier MAY BE DUPLICATED IF MORE THAN 1 STUDENT IS INVOLVED OR MORE THAN 1 ACTION
Date of Incident DATE OF DISCIPLINE INCIDENT
SASID CHECKED AGAINST RITS
Student’s First Name CHECKED AGAINST RITS
Student’s Last Name CHECKED AGAINST RITS
Student’s Gender CHECKED AGAINST RITS
Student’s Date of Birth CHECKED AGAINST RITS
Discipline Action Identifier UNIQUE AND UNDUPLICATED. CAN’T MATCH INCIDENT IDENTIFIER
Disciplines SUSPENSIONS AND EXPULSIONS
Discipline Start Date WILL FOLLOW DATE OF INCIDENT
Discipline Action Length – SCHOOL DAYS REPORTED EXCEPT FOR EXPULSIONS WHICH MAY BE CALENDAR
Special Education Removal Type UNILATERAL REMOVALS BY SCHOOL PERSONNEL AND HEARING OFFICER
Special Education Removal Reason REQUIRED ONLY FOR REMOVALS BY SCHOOL PERSONNEL
Received Education Services During Expulsion
Special Education Action Flag MUST be 1

17. Discipline Action File
Each record represents a single discipline event
Incident Identifier
May be duplicated in cases where a student has more than one action associated with the incident
May be duplicated in cases where more than one student is involved in the incident
If a student gets in trouble in the morning and then in the afternoon for a reportable offense there would be two records with two unique Incident Identifiers and then the Action associated with each Incident.
School Codes and Dates
Be sure the School Codes and Date of Incident match up with the data reported in the School Association File
Each Action record represents a single action as a result of an Incident.
Action Identifier may not be duplicated
Action Identifier must not match Incident Identifier

18. Authoritative Source Student’s Demographic Data
1st comes from the Student Demographic File
If the student is not in the district the data will be pulled from the IEP Child file
Student’s Grade
1st comes from the School Association File
If the student is not in the district the data will be pulled from the IEP Participation file
Primary Disability
Pulled from the IEP Participation File

19. Unilateral Removals Two Types of Removal
By School Personnel – school personnel (not the IEP team) order the removal of child with disabilities from their current educational placement to IAES for not more than 45 school days.
Based on a Hearing Officer’s Determination – impartial hearing officer orders the removal of child with disabilities from current educational placement to IAES for not more than 45 school days.
Exclusions:
Moved from current educational placement as a result of a decision by the IEP team to change student’s placement.
Parentally placed private school students from file
Students who are removed by school personnel for drugs, serious bodily injury, or weapons and were not sent to an IAES. These students should be reported as suspended.

20. 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.

21. Disciplines - Suspension
Two Types of Suspensions
In-School – child is temporarily removed from regular classroom for disciplinary purposes but remains under the direct supervision of school personnel.
Out-of-School – child is temporarily removed from regular school for disciplinary purposes to another setting (e.g. home, behavior center).
Notes:
Students who were removed by school personnel for drugs, serious bodily injury, or weapons and were not sent to an IAES should be reported as having been suspended.
Report student as suspended in instances in which the IEP team meets to determine the appropriate setting where student will receive education services.
Exclude students who have cumulatively been suspended for less than half a school day.
Exclude parentally-placed private school students.

22. Who determined placement of student?
DISCIPLINE INCIDENT
Who determined placement of student?
IEP TEAM PLACEMENT
SCHOOL PERSONNEL
to IAES
HEARING OFFICER
to IAES
DISCIPLINE
REMOVAL (01)
REMOVAL (02)
Suspension
In-School
(01)
Suspension
Out-of - School
(02)
Expulsions
(03)
Drugs (01)
Serious Bodily Injury (02)
Weapons (03)
Received Services
With Services
Without Services

23. Creating a file
On April 1st of every year, CDE posts EDAC approved changes to the Discipline Interchange file layout.
Vendors make modifications necessary per the changes in time for submission opening.
Download the Discipline Interchange File Layout to ensure the file follows the layout and byte character lengths and if necessary, work with the vendor to ensure accuracy of the file created.
CDE provides an Excel template if there isn’t a vendor created file.

24. Discipline Template

25. Be sure there are no spaces in the file name
Tips on files
Be sure there are no spaces in the file name
Be careful with CSV files and losing leading zeros
Be sure the file is not open when you are uploading it to the Data Pipeline website
Establish a naming convention that is easy for you to follow

26. Accessing the Data Pipeline

27. Single Sign-On Email address associated with your IdM Group
The password you created in IdM

28. Uploading Discipline Action File
The Data Pipeline will accept Excel, CSV, or Text Files.
See “How to load the Discipline file in Data Pipeline” for additional information

29. 1st Step: Format Checker
File Upload Steps:
Once the file is created, you’ll want to run it through the Format Checker to ensure all the bytes are correct.
The system checks the first row of data.

30. Format Checker Results
Pass Result – Proceed to Step 2: Data File Upload
Fail Result – check file against file layout. Upload the file to Format Checker until all fields = Pass
e.g. Program Code is 4 bytes. File shows 10 bytes.

31. Step 2: Data File Upload
Once all fields Pass the Format Checker, you are ready to upload the file.
Click on Data File Upload
Locate File
Choose Replace
Hit Submit
Note message in green below. A Batch ID will be created.

32. Check Status of Data File Upload File Failed to Upload - Email Notification
Check s to ensure file was successfully uploaded
Below is an in a case where the file didn’t successfully upload. Additional details are provided
This message is to notify you of the Data Pipeline file upload errors. The errors must be corrected and the file must be uploaded again.
 File Submission Processed by Data Pipeline:
Submission ID:
Date: /22/ :18 PM
Name: Kristi Gleason
Year:
User ID:
File Name: _Dis_Action_1617FC.xlsx
Error: Error in file upload with batch id : 46765

33. Check Status of Data File Upload Batch Maintenance – Processed Indicator No
The example below shows a file that failed to process.
If this happens be sure
there are no spaces in the name of the file
that the file isn’t open when you upload it
that the bytes and the fields are accurate
Run file through Format Checker again. If file Passes re-upload to Data File Upload

34. Check Status of Data File Upload File Successfully Uploaded - Email Notification
Check s to ensure file was successfully uploaded
Below is an which shows the file successfully processed
Check to ensure the record count is the expected count.
Are there any errors? Yes 3

35. Check Status of Data File Upload Batch Maintenance – Processed Indicator Yes
The example below shows a file that successfully processed which coincides with the notification. Notice the Batch Number 46767

36. Check Status of Data File Upload Status Dashboard
You can also check the status of the Discipline Action by checking the Status Dashboard found under Discipline

37. AVAILABLE COGNOS REPORTS

38. ERROR REPORTS

39. Reviewing Errors Pipeline Error Reports
From Pipeline Reports choose Error Report. To see which records are receiving a specific error click on View Details. You can now review the errors in detail here or download them in Excel.

40. Reviewing Errors Error Reports in COGNOS
If you want to see a summary list of errors or a detailed list, 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

41. Reviewing Errors Error Reports in COGNOS
To view detailed error records select ICON below, choose Excel Options, View In Excel 2007 Format.
From this screen you can choose to view Errors, Warnings, Errors & Warnings, Select All or Select One Error. Click “Finish”
If there are no errors you will not see your district in the drop down.

42. Be sure to first make a change in your source system
Correcting Errors
Be sure to first make a change in your source system
Once the change is made in the source system, make the change in the file
Reload the updated file until all Interchange and Snapshot errors are resolved.
Fixing one error may result in additional or new errors.

43. Discipline Incident and School Enrollment Date Comparison Report
About this report:
Report provides inconsistent school code and dates between the Discipline Data and School Association Enrollment Data.
The authoritative source for students enrollment records come from the School Association File.
Data in the Discipline file must correlate to the data in the School Association file.
Problem with record below:
School Codes don’t match
SASID
Discipline Action School Code
Incident Date
School Association School Code
Entry Date
Exit Date
1234
4321
08/13/2016
Problem with record below:
Incident Date is not between the Entry and Exit date of the Student at the school.
SASID
Discipline Action School Code
Incident Date
School Association School Code
Entry Date
Exit Date
1234

44. Other Common Errors
RITS mismatches – typically first and last name are transposed
Incident Identifier and Action Identifier’s must not match
Action Identifier must be unique
Discipline Action Length must be between ½ and 365 days
0005 = half day
1000 = 100 days
3650 = 365 days
If the student is “Unilaterally Removed”, Discipline Action Length, by law, must be between ½ and 45 days
Students may not be suspended for more than 25 school days (warning)
A record for a Discipline Action is either “Discipline” or a “Removal” cannot be both (error)
Only “Unilateral Removals by School Personnel” require a “Reason”
“Received Education Services” are only reported during “Expulsions”.

45. Coding Scenarios
Corbin was involved in a discipline incident on March 16, 2017 for bringing drugs and a weapon to school. School Personnel (not the IEP team) determined it was necessary to remove him to an IAES.
Questions to ask yourself
Who determined placement of the student?
What was the action taken?
If the action was a removal by School Personnel what was the reason?
INCIDENT IDENTIFIER
INCIDENT DATE
DISCIPLINE ACTION IDENTIFIER
DISCIPLINES
DISCIPLINE DATE
DISCIPLINE ACTION LENGTH
REMOVAL TYPE
REMOVALREASON
RECEIVED SERVICES
SPED DISCIPLINE ACTION FLAG 00
0200 01 1 03

46. Unilaterally Removed By School Personnel
Notice that the incident identifier is the same on both records
The action identifier must be unique in the file
The student has a Unilaterally Removal by School Personnel for Drugs and Weapons – therefore the Discipline field is 00.
Because the student brought Drugs and a Weapon there will be two records.
The only time a Removal Reason is given is when the student was Unilaterally Removed by School Personnel.
By report 1 Special Education Flag you affirm the student is a child with disabilities at the time of the action.
INCIDENT IDENTIFIER
INCIDENT DATE
DISCIPLINE ACTION IDENTIFIER
DISCIPLINES
DISCIPLINE DATE
DISCIPLINE ACTION LENGTH
REMOVAL TYPE
REMOVALREASON
RECEIVED SERVICES
SPED DISCIPLINE ACTION FLAG 00
0200 01 1 03

47. Suspension
On September 28th, 2016, Sally and Steven got into a fight and were each given an In-School Suspension.
The record below didn’t pass business rules
Incident Identifier is different and should be the same
Action Identifier are the same and should be unique
Check Action lengths for accuracy
There can’t be a Removal Type or Removal Reason when there is a Discipline
Received Services is only required to be reported for Expulsion
INCIDENT IDENTIFIER
INCIDENTDATE
DISCIPLINE ACTION IDENTIFIER
DISCIPLINES
DISCIPLINE DATE
DISCIPLINE ACTION LENGTH
REMOVAL TYPE
REMOVAL REASON
RECEIVED SERVICES DISCIPLINE
SPED DISCIPLINE ACTION FLAG 01
0020 00 1
0040 02

48. How to Remedy Changed Incident Identifier to be the same
Action Identifier changed to reflect unduplicated identifiers
Action Length for suspensions for both students was 20 school days
Removal Type and Reason zero-filled
Zero-filled Received Services
INCIDENT IDENTIFIER
INCIDENTDATE
DISCIPLINE ACTION IDENTIFIER
DISCIPLINES
DISCIPLINE DATE
DISCIPLINE ACTION LENGTH
REMOVAL TYPE
REMOVAL REASON
RECEIVED SERVICES DISCIPLINE
SPED DISCIPLINE ACTION FLAG 01
0020 00 1

49. Interchange Exception
There are a handful of business rules at both the interchange and at the Snapshot that may require an exception request. You may find the interchange template here And the Snapshot Exception Template here

50. Interchange Exception
Business Rule
Description
Steps
DA043
Date of Incident must be between July 1st and June 30th of the current school year. If Date of Incident is accurate, refer to Exception Request Instructions
Download the Exception template. Follow the instructions for data needed including reason for an exception and send to CDE 50

51. Resolving Business Rule DA043
Frankie had an incident at the end of the school year and was expelled from school. The expulsion carried over into the school year. In order to clear error DA043 an exception must be requested. Exemption Record:
Error Code
Error Type
District Code
Admin Code
School Code
Grade Level
SASID
EDID
Disability
Comments
DA043 E
####
100
########## 04
Student had an incident last year and the expulsion carried over to current reporting period

52. SNAPSHOT Exceptions Business Rule Description Steps SD020
Student's age is outside of the valid range for the reported grade..
Download the Exception template. Follow the instructions for data needed including reason for an exception and send to CDE
SD024
The discipline date from the discipline action file must be between the start date of special education and the end date of special education.
SD025
The student associated with this action was reported as expelled without services, please request an exception and provide the reason services were not received. 52

53. Snapshot Exceptions SD020 E #### ##### 060 ########## 04
Error Code
Error Type
District Code
Admin Code
School Code
Grade Level
SASID
EDID
Disability
Comments
SD020 E
####
#####
060
########## 04
Reason why the students age is outside acceptable range for grade reported
SD024
040 13
Reason why action date is not between the start and exit of special education
SD025
080 03
Reason why no services were provided during the expulsion

54. Steps for reporting Exempt
From the Discipline Tab choose “No Discipline Actions”
No Discipline Actions – Click Yes
Click “Save”

55. Important Dates to Remember
11/21/2018
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

56. 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

57. GO TEAM DISCIPLINE! 57