2014 2015 DISCIPLINE WEBINAR Special Education Discipline Improving

2014 -2015 DISCIPLINE WEBINAR Special Education Discipline

Improving the process What can we do collectively to improve the process? CDE Districts Engage the field Submit Early Communicate with Resolve Errors in a timely districts when you create basis a snapshot Work with districts throughout the process Know the collection – attend trainings Create New Reports Be available throughout the collection Send out weekly updates Provide your district number, AU number, subject matter in email communications; business rule, problem loading, report issue Work collaboratively 2 Administrative Units

TRAINING COMPONENTS § § § § 3 What is the Special Education Discipline Data Collection? § Which collection? § What data is reported? § What’s New for 2014 -2015 Resources Responsibility and Roles Discipline Interchange Process § Incident § Action § How to report § Fixing Errors How to create a snapshot New Tools Important Dates Questions

Discipline Interchange/ Discipline Snapshot § Interchange § Periodic Collection § Student Level Data § § ONLY Students with disabilities are included School Level Data § count of incidents § count of students § § 4 School Discipline and Attendance (SDA) Districts submit data in pipeline under Discipline interchange § ALL Students disciplined counted and reported § Districts submit data and finalize data within Pipeline § Four files Two files

PURPOSE and CONTENT Section 618(a)(I)(A)(vii) of IDEA requires that states report the number of children with disabilities by: v DISABILITY v RACE v GENDER v ELL STATUS Who were subject to: 1) U n i l a t e r a l R e m o v a l s b y S c h o o l P e r s o n n e l f o r o n e o f t h e f o l l o w i n g r e a s o n s a) Drug b) Weapons c) Serious Bodily Injury 2) R e m o v a l b a s e d o n a H e a r i n g O f f i c e r D e t e r m i n a t i o n r e g a r d i n g l i k e l y i n j u r y 3) S u s p e n s i o n a) In-School and Out-of-School totaling less than 10 school days and totaling more than 10 school days 4) E x p u l s i o n s a) With and without educational services 5

COLLECTION PERIOD 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 6

What’s New for 2014 -2015 Program Code field added to b oth the Incident and Action files (Program Exceptions a re no longer required). Districts sho uld work with Administrative Units to determine if a student should be reported in a program as op posed to a school. New Report for Administrative Units to see the status of interchange submissions and errors. Tech nical Assistance for interchange rules should be dir ected to CDE New Report for Districts to se e Snapshot Errors District and Administrative Un it specific timeline references Si ngle Incide nces of ½ will be i ncluded. Report them as 0005 please Ex panded the definitions in th e file layouts to provide additional clarification on Disciplines and Unilateral Removals. 7

Roles and Responsibilities DISTRICTS ADMINISTRATIVE UNITS Responsible for submitting the data on students with disabilities with discipline incidences and actions Responsible for the Approval and submission of the Special Education Discipline Data Collection COLLABORATION 8

Id. M Groups https: //cdeapps. cde. state. co. us/faqs. html DISTRICT Interchange groups associated with the four digit district code ADMINSITRATIVE UNIT Snapshot groups associated with the five digit administrative unit code DIS • District Name PIPELINE District Number DIS~LEAUSER Submit and Modify Role District Name PIPELINE District Number DIS~LEAVIEWER Read. Only Role • 9 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

RESOURCES INTERCHANGE http: //www. cde. state. c o. us/datapipeline/inter _sped-discipline Overview Deadlines File Layouts and Definitions Business Rules Templates Trainings 10 SNAPSHOT http: //www. cde. state. c o. us/datapipeline/snap _sped-discipline Overview Deadlines File Layout Business Rules Additional Links

Interchanges that make up the Special Education Discipline Snapshot INTERCHANGES v Discipline Incident v Discipline Data v Discipline Action v Discipline Data v Student Demographics v Student School Association v Grades v IEP Participation v Primary Disability SPECIAL EDUCATION DISCIPLINE 11 http: //www. cde. state. co. us/datapipeline/special-education-discipline-file-layout

Discipline Incident and Action Interchanges 12

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. 13

Discipline Interchanges 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** § R e p o r t e d T o L a w E n f o r c e m e n t* * § S e r i o u s B o d i l y I n j u r y* * 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 ** Fields may be zero-filled or have a valid § Received Education Services During code. This data is NOT collected in the EXPULSION Special Education Discipline Data Collection § H a b i t u a l l y D i s r u p t i v e S t u d e n t* * § Referred to Alternative School or Program** § Special Education Action Flag 14

Discipline Incident File INCIDENT § Admin Unit § MUST be 00000 § School District § School Code § Zero-fill if the student is in a Program § Program Code § http: //www. cde. state. co. us/datapipeline/org_sped_program_codes § 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 15

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 16

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 2014 -2015 but rather in the 2015 -2016 school year for which the action took place. 17

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 18

Discipline Action File § § § § § § § § 19 Admin Unit MUST be 00000 School District School Code Zero-fill if student is in a Program Code http: //www. cde. state. co. us/datapipeline/org_sped_program_codes 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 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 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

Helpful Guidance § § § 20 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 In instances in which the IEP team meets to determine the appropriate setting where the student will receive educational services following an expulsion, the removal must be reported as a Suspension or Expulsion and not a Unilateral Removal 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. § e. g. 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. Exclude students who have cumulatively been suspended for less than half a school day (what would half a day be for the individual student) Exclude parentally-placed in private school students

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

Templates 22

Tips on files Be sure there are no spaces in the file name Be sure the file is not open when you are uploading it to the Data Pipeline website Establish a naming convention that easy for you to follow 23

Submitting Discipline Interchange Files 24 https: //cdeapps. cde. state. co. us/index. html

Submitting Discipline Interchange Files 25

Submitting Discipline Interchange Files 26

Submitting Discipline Interchange Files The Data Pipeline will accept Excel, CSV, or Text Files. 27

Submitting Discipline Interchange Files Steps for uploading the files 1) Once the files are created, run them through the Format Checker to ensure all the bytes are correct. The system checks the first row of data. For each field you will either get a Pass or a Fail if the byte length of your data meets the expected byte length. 28 http: //www. cde. state. co. us/displineinterchangefileuploadsteps

Discipline Interchange Load under File Upload in Data Pipeline Dataset Discipline Choose the file type Your organization will populate based on your role Locate the save file Choose Replace Hit Submit 29

Status of Records If you wish to see the status of the files submitted you’ll want to go to the either the Batch Maintenance Screen or the Status Dashboard 30

Validation Report Once you submitted the files by uploading them through the Data File Upload screen you will be able to see a summary of what if any errors you may have by clicking on the Validation Report button on the left hand of the screen. Dataset: Discipline File Type: Action or Incident School year: 2013 -2014 LEA BATCH ID ERROR CODE ERROR TYPE ERROR MESSAGE COUNT of records receiving the error or warning. 31

Reviewing Errors If you want to see a detailed list of errors, go to 1. Cognos at the bottom of the Data Pipeline System Screen 2. Another window will open 3. Choose Discipline Interchange Folder and choose one of the following error reports 1. 2. 3. 4. 32 Discipline Action Error Detail Report Discipline Action Error Summary Report Discipline Incident Error Detail Report Discipline Incident Error Summary Report

Reviewing Errors You can choose to view all Errors and Warnings Just one Error or Warning Choose the Finish Button once you’ve made your selection. If no selection is made all of the errors will be displayed on the report. If there are no errors you will not see your district in the drop down as there is no report to display 33

Reviewing Errors You can view the errors and the records receiving the error on-line in the browser or you can download the report as PDF HXML or EXCEL 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. 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. 34

Interchange Reports § Be sure to look under Discipline Interchange § Discipline Action Summary and Detail § Discipline Incident Summary and Detail Reports currently under development § Actions without Incidents § Incidents without Actions § Snapshot Errors specific to your district 35

How to Create A Snapshot 36

CREATING A SNAPSHOT 37

Once you create a snapshot § § 38 Please let the districts know You will receive an email letting you know you successfully created the snapshot Go to the Status Dashboard for additional information COGNOS REPORT(s) § Error § Data Summary § Indicator 4 § Year to Year § Detail § Excluded § Snapshot § District Status § Action without Incident § Incident without Action § Records not making it to the snapshot § Demographic discrepancy report

EXCEPTIONS GRADE TO AGE § Students receiving a grade to age error will need an exception. A template will be posted shortly with instructions. 39

IMPORTANT DATES TO REMEMBER 40 Monday, April 27 14 -15 snapshot available Thursday, May 14 Interchanges must be submitted 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 Thursday, August 19 - 26 Report Review August 19 -26 ALL Final signed reports received by CDE Submit and finalize data – COLLECTION CLOSES

TIMELINE DISTRICT REFERENCE http: //www. cde. state. c o. us/datapipeline/sped disciplinetimelinedistri ctreference ADMINISTRATIVE UNIT REFERENCE http: //www. cde. state. c o. us/datapipeline/sped disciplinetimelineauref erence 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. 41

SPECIAL EDUCATION DISCIPLINE DATA COLLECTION 2014 -2015 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 DISTRICTS • Student Demographics SUBMITS • Student School Association • Special Education IEP Participation AU SUBMITS 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 42

Questions If you have ANY questions about the Special Education Discipline Data Collection please feel free to contact us. We are just a phone call away! Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us Data Custodian Lindsey Heitman 303 -866 -5759 heitman_l@cde. state. co. us Please include the following team members in your email communications gleason_k@cde. state. co. us; heitman_l@cde. state. co. us In the subject line of the email if you would please include the following information: District number Administrative Unit number Subject of the email along with any business rules or name of a report if applicable. 43

GO TEAM DISCIPLINE! 44