1. Discipline, Crime, and Violence August 2015

2. New DCV Application The DCV application and submission process has been revised beginning with the 2014-2015 submission The appearance of the application has changed; however, the functionality remains the same Two data submission methods are available to divisions and regional programs

3. Two methods for DCV data submission Tab delimited file submission extracted through the student information system (preferred method of submission) Single data entry method (data entry B records)

4. DCV Access within SSWS Make sure you have access to SSWS and the DCV application If you do not have DCV access within SSWS, you will need to contact your division’s SSWS account manager to grant you access Once you have access, log in to SSWS Click on the “Discipline, Crime, and Violence (DCV)” application within SSWS You will then select your school division or regional program

5. DCV Collection Window Note the new menu is located on the right hand side of the screen (previously found on the left hand side)

6. Tab Delimited File Submission Method

7. To submit the tab delimited file using the submission method you will need to extract the tab delimited file from your student information system Make sure that the file meets the specifications that can be found on our website and the User Manual Save the file in your documents Once you are in the DCV application, select “Submit Data” Then select “Choose File” to select the file that is saved within your documents Once the DCV file is chosen, select “Submit file to DOE” (not to be confused with the selection of “Submit to DOE” on the right hand side which is completed as the final step)

8. Data Validation This page will generate once your data has passed the initial checks An email will be sent to the contact listed in the file confirming receipt

9. Status Tracking Select “Status Tracking” on the right hand side to track the progress of the file

10. Status Tracking Status tracking is the same as in previous years and will alert you to any errors in the data If any errors exist, correct and re-submit the data file You can select “View Errors” and then “Error Summary” and “Error Details” Once the data are error free, you will upload the corrected file selecting “Submit Data”, “Choose File”, and “Submit File to DOE” Each new file submitted will override the previous file This page is also the same as in previous years

11. Successful Submission Below is an example of a successful submission with warnings

12. View warnings If you receive the message “Warnings Successful,” select “View Warnings” on the right hand column Check the data within your file (and student information system) to ensure accuracy The warnings will give specific incident information which will allow you to make the necessary corrections Once the data are determined to be accurate, you will need to submit a corrected file Once a successful submission has occurred, you may proceed to the final step and click on “Submit to DOE” on the right hand side of the page

13. Submit to DOE

14. Submit to DOE - Final Submission This process is the same as in previous years Please complete the Completed Data Entry form by answering the questions (first semester, second semester, and summer school) The division will not be able to submit successfully until all corresponding regional programs have submitted

15. Completed Data Entry Below is the completed data entry message that will appear

16. Verification Report Clicking on “Submit to DOE” will generate the verification report which will need to be signed by the superintendent and faxed to our office (Fax number 804-371-8796) To view the verification report, click on “Reports” on the right hand column and select the first report labeled “Verification Report”

17. Single Data Entry Submission Method

18. Single Data Entry This method allows divisions and regional programs the option of entering one discipline incident at a time The process is the same as in previous years; however, the appearance of the data entry screen has been changed It is strongly recommended that divisions and regional programs submit data using the file submission method

19. File Creation Select “File Creation” on the right hand column Then select “Maintain Data” This will take you to the following screen “Data Entry B Recs”

20. Data Entry B Records Select the highlighted link “Data Entry B Recs”

21. Data Entry Screen Select “Click here to add new Data Entry B Recs”

22. Data Entry Screen Do not begin adding data until you have selected “click here to add new data entry B recs” otherwise any data entered will be lost Begin adding student and incident data Information for each field must be entered Enter “0” or “none” where applicable Once all data has been entered select “add” at the bottom of the screen Once added, the record will be listed and accessible at the bottom of the screen (see next slide)

23. Data Entry Screen All records that are entered will be listed at the bottom of the “Data Entry B Recs” screen Records can be deleted and edited as needed

24. Create File Once all records have been entered successfully, the next step is to create the file by selecting “Create File”

25. Create File This feature creates the tab delimited file Once the file is created, it will be visible in your downloads Select “open with” and then “word pad” or “notepad” (do not save in excel or word) The “A” record and “B” records will be visible Do not edit or alter the file or this will create errors Save the file to your documents (i.e. DCV 15-16)

26. Submit Data After the file has been created, select “Submit Data” on the right hand column Follow the same process for the file submission method (see slides 7 – 18) Errors can be corrected within the data entry screen or within the created file If you makes corrections in the data entry screen you will need to create a new file and follow the previous steps for file submission Corrections within the file itself will also require a new file upload

27. Questions Please contact Tara McDaniel with any questions regarding the DCV application and submission procedures E-mail: tara.mcdaniel@doe.virginia.gov Phone: 804-225-2715 Fax: 804-371-8796