2016-2017 STUDENTS WITH DISABILITIES DISCIPLINE INTERCHANGE WEBINAR

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

Table of Contents Disciplines: Slide 21 Purpose and Content: Slide 4 Action Types: Slide 5 Collection Period: Slide 6 What’s New for 2016-2017: 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

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

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

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 http://www.cde.state.co.us/datapipeline/inter_sped- discipline Actions must occur in the current collection period of July 1, 2016 and June 30, 2017

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

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

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 https://cdeapps.cde.state.co.us/faqs.html

RESOURCES INTERCHANGE http://www.cde.state.co. us/datapipeline/inter_spe d-discipline Overview Deadlines File Layouts and Definitions Business Rules Template Trainings SNAPSHOT http://www.cde.state.co. us/datapipeline/snap_spe d-discipline Overview Deadlines File Layout Business Rules Additional Links

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

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

Discipline Action Interchange

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.

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 2016-2017 but rather in the 2017-2018 school year for which the action took place.

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

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

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

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.

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.

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.

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

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.

Discipline Template

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

Accessing the Data Pipeline https://cdeapps.cde.state.co.us/index.html

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

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 http://www.cde.state.co.us/displineinterchangefileuploadsteps

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.

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.

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.

Check Status of Data File Upload File Failed to Upload - Email Notification Check emails to ensure file was successfully uploaded Below is an email 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: 46765 Date: 03/22/2017 03:18 PM Name: Kristi Gleason Year: 2017 User ID: gleason_k@cde.state.co.us File Name: 0900_Dis_Action_1617FC.xlsx Error: Error in file upload with batch id : 46765

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

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

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

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

AVAILABLE COGNOS REPORTS

ERROR REPORTS

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.

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

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.

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.

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 1234567891 1234 01212017 4321 08/13/2016 00000000 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 1234567891 1234 01212017 02282017 00000000

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”.

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 0000123456 03162017 0007654321 00 03202017 0200 01 1 0007654322 03

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 0000123456 03162017 0007654321 00 03202017 0200 01 1 0007654322 03

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 0000777777 09282016 0007676767 01 10012016 0020 00 1 0000666666 0040 02

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 0000777777 09282016 0007676767 01 10012016 0020 00 1 0000666666

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 http://www.cde.state.co.us/datapipeline/inter_sped-discipline And the Snapshot Exception Template here http://www.cde.state.co.us/datapipeline/snap_sped-discipline

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

Resolving Business Rule DA043 Frankie had an incident at the end of the 2015-2016 school year and was expelled from school. The expulsion carried over into the 2016-2017 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

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

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

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

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

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 email away! Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us Collection Lead Lindsey Heitman 303-866-5759 heitman_l@cde.state.co.us Email protocol – please include: District # and Administrative Unit # Phone number where you may be reached Subject of the email NOTE: Never send files or reports via email – contact us to determine best technical assistance avenue. Thank you

GO TEAM DISCIPLINE! 57