2018-19 School Discipline and Attendance (SDA)Training

Content Summary CSI SDA Contact Information Submissions_CSI@csi.state.co.us Purpose of School Discipline and Attendance (slides 3-5) SDA Collection Process (slides 6-17) Step 1: Collect Data Step 2: Submit to CSI Step 3: Resolve Errors Step 4: Certify SDA File Overview (slides 18-41) Discipline by Action Discipline by Student Demographics Firearm (GFSA) Attendance Special Education Disciplines (slides 42-47) Timelines and Deadlines (slides 48-50)

Purpose of the School Discipline and Attendance Collection The School Discipline and Attendance collection contains school level information for (1) the counts of students disciplined based on the type of incident (behavior of the student) and the demographics of the student and the numbers of incidents (2) the counts of students that brought or possessed a firearm and the action taken for those incidents and (3) the attendance information for each school. For more information on State Statues (22-11-503(3)(c) and 22-32- 109.1(2)(b)(IV)) related to SDA Collection: https://www.cde.state.co.us/datapipeline/sdabehaviorstatutesclarification

SDA vs. SPED Discipline SPED Discipline is a different collection than SDA CSI will be communicating with schools regarding SPED Discipline separately SPED students are reported on BOTH submissions

Required Files Discipline by Action File* Firearm (GFSA) Discipline File* Discipline by Student Demographic File* Attendance Data File * - Only required if you have incidents to report SDA File Layout and Definitions Document Link: https://resources.csi.state.co.us/2018-2019-school-discipline-and-attendance-file-layout-and-definitions-documents/

SDA Collection Process

SPED EOY Data Collection in 4 Steps Repeat steps 1-3 until data is complete and accurate!

Step 1: Data Collection/Entry What Data to Collect All students disciplined during the school year All student attendance info- count of days and partial days Resources Utilized File Layout and Definition Documents Data Validations for the SDA Files Resource 1. Collect Data 2. Submit to CSI 3. Resolve Errors 4. Certify

File Layout and Definition Documents – CSI Additions https://resources.csi.state.co.us/2018-2019-school-discipline-and-attendance-file-layout-and-definitions-documents/ 1. Collect Data 2. Submit to CSI 3. Resolve Errors 4. Certify

Data Validation Strategies Checklist for SDA Collection https://resources.csi.state.co.us/data-validation-strategies-checklist-sda-collection/ 1. Collect Data 2. Submit to CSI 3. Resolve Errors 4. Certify

Where should Data be Entered for SDA? Data Management System PowerSchool Infinite Campus School Discipline and Attendance – PowerSchool Incident Management Quick Entry Guide Infinite Campus – Entering Behavior Events and Resolutions  1. Collect Data 2. Submit to CSI 3. Resolve Errors 4. Certify

Where to Enter Data Cont. SDA Attendance Information Setting up your Attendance correctly in your SIS is extremely important in providing an accurate, error free Attendance file for the SDA Collection Attendance Setup Instructions PowerSchool Attendance Help File Infinite Campus Attendance Setup for Administrators 1. Collect Data 2. Submit to CSI 3. Resolve Errors 4. Certify

Step 2: Submission to CSI PowerSchool PowerSchool SDA Reporting Guidance – CSI Additions Infinite Campus Infinite Campus SDA Reporting Guidance – CSI Additions Files have been updated to include CSI Additions in Green. Intended to provide SIS specific support to CSI schools on all SDA files. 1. Collect Data 2. Submit to CSI 3. Resolve Errors 4. Certify

Step 2: Submission to CSI Load to SDA18-19  Files to Run Naming convention examples: School Code, School name/abbreviation, interchange type, and date Discipline Action File for Mountain Village 5423MVMCSDisciplineAction03102019 Discipline by Student Demographics File for High Point Academy 0655HPADisciplineDemographics03102019 Firearm Discipline File for Early College of Arvada 2837ECAFirearm03102019 Attendance File for James Irwin Charter Academy 4403JICAAttendance03102019 Email submissions_CSI@csi.state.co.us that files are ready to be processed 1. Collect Data 2. Submit to CSI 3. Resolve Errors 4. Certify

Step 3: Error Resolution Error reports loaded to SDA18-19  Error Reports CSI Troubleshooting Errors Resource SDA Errors tab (includes all 4 files) 1. Collect Data 2. Submit to CSI 3. Resolve Errors 4. Certify

Example of Using the Troubleshooting Errors Resource Scenario: Your school is working in PowerSchool and submits SDA files. Upon receiving the error report, you encounter a SI065 error you are unsure on how to correct. Use the Troubleshooting Errors Resource! SI065 - Student Total Days Possible must equal the sum of the Student Total Days Attended plus the Student Total Days Excused plus the Student Total Days Unexcused. Reviewing the CSI Additions shows that the sum of all attended, excused and unexcused days should total up to the total possible days. Since you are in PowerSchool, you see that you should check the Attendance Audit report to identify students who are off and review that the course enrollment dates match up with the enrollment into the school for the 18-19 year.

Step 4: Data Review Summary/certification report will be provided once error free Steps to Complete: Review each tab thoroughly to determine accuracy of data If accurate, ensure all applicable parties (below) have signed and return scanned version of the signed Certification tab to CSI School Leader, Data Submissions Coordinator, and Primary Discipline Contact If errors are found, modify most recent error free files or reach out to CSI for assistance Changes will be uploaded to the Data Pipeline and a new summary report provided Once data is accurate, sign and return prior to the due date. Summary reports loaded to SDA18-19  Summary Report Certifications 1. Collect Data 2. Submit to CSI 3. Resolve Errors 4. Certify

SDA File Overview

File Overview Discipline by Action Discipline by Student Demographic Firearm (GFSA) Discipline Attendance Data

Discipline by Action Count of Behaviors/Allegations per school Most severe action taken per behavior/allegation (behavior = incident) Only 1 student/incident reported Referrals to Law Enforcement reported in addition to most severe action taken if applicable Discipline by Action File

Behavior/Action Issues in PowerSchool Keep in mind when recording behaviors or actions Utilize the Incident Management section, not the Log Entries At least one behavior must be defined for each offender At least one action must be associated with each behavior Once all behaviors and actions have been created, they need to be dragged onto the offender (in that order) Discipline by Action File

Reporting Incident Example 1 Discipline by Action File 1 Incident of tobacco violation 1 In-School Suspension 1 Referral to Law Enforcement Discipline by Student Demographic File 1 White, Male, 7th grader, Non IDEA, Non 504, Non ELL Student with In School Suspension and Referred to Law Enforcement 1 Asian, Female, 7th grader, Non IDEA, Non 504, Non ELL Student with In School Suspension and Referred to Law Enforcement 1 White, Male, 8th grader, Non IDEA, Non 504, Non ELL Student with In School Suspension and Referred to Law Enforcement 3 students receive in-school suspensions and are referred to law enforcement for tobacco use (1 incident) Discipline by Action File

Reporting Incident Example 2 2 students fight and are suspended (1 out of school and the other in school) Discipline by Action File 1 Incident of 3rd Degree Assault, Out of School Suspension Discipline by Student Demographic File 1 White, Male, 10th grader, Non IDEA, Non 504, Non ELL Student, Only 1 Out-of-School Suspended 1 White, Male, 9th grader, Non IDEA, Non 504, Non ELL Student, 1 In-School Suspended Discipline by Action File

Reporting Incident Example 3 An allegation of harassment is reported. It is determined to be based on religion. No student is disciplined. Discipline by Action File 1 count of ‘Allegation of harassment or bullying on the basis of religion’ Discipline by Student Demographic File No further information is reported Discipline by Action File

Discipline by Action – Sample File Discipline by Action File

Discipline by Student Demographics File One record per subset of students disciplined by school More detailed information on students disciplined: Ethnicity/Race Gender Grade Level IDEA/Special Education status Section 504 Status ELL Status Counts of students by action taken Discipline by Demographics File

Discipline by Student Demographics File Unduplicated count of the students: If 1 student receives 3 in-school suspensions and expelled with services once, he/she would be reported as: 3 in the in-school suspensions 1 in the expulsions with educational services 1 in the unduplicated count of students disciplined Discipline by Demographics File

Reporting Incident Example 1 Discipline by Action File 1 Incident of tobacco violation 1 In-School Suspension 1 Referral to Law Enforcement Discipline by Student Demographic File 1 White, Male, 7th grader, Non IDEA, Non 504, Non ELL Student with In School Suspension and Referred to Law Enforcement 1 Asian, Female, 7th grader, Non IDEA, Non 504, Non ELL Student with In School Suspension and Referred to Law Enforcement 1 White, Male, 8th grader, Non IDEA, Non 504, Non ELL Student with In School Suspension and Referred to Law Enforcement 3 students receive in-school suspensions and are referred to law enforcement for tobacco use (1 incident) Discipline by Demographics File

Reporting Incident Example 2 2 students fight and are suspended (1 out of school and the other in school) Discipline by Action File 1 Incident of 3rd Degree Assault, Out of School Suspension Discipline by Student Demographic File 1 White, Male, 10th grader, Non IDEA, Non 504, Non ELL Student, Only 1 Out-of-School Suspended 1 White, Male, 9th grader, Non IDEA, Non 504, Non ELL Student, 1 In-School Suspended Discipline by Demographics File

Reporting Incident Example 3: Unduplicate Count Focus Provide an unduplicated count of students involved reported incidents. Regardless of how many times a particular student is counted for any category within the Discipline by Student Demographics file, only count the student once in the unduplicated count of students disciplined. Same Student, counted multiple times in Discipline by Student Demographics File Same Student, counted once in the Unduplicated Count of Students Disciplined field Discipline by Demographics File

Discipline by Student Demographic Important Note to Remember Discipline by Student Demographic > or = Discipline by Action Count of Students Disciplined Count of Incidents Multiple Students may be disciplined for 1 incident 2 students disciplined 1 fight >

Discipline by Demograhic – Sample File Discipline by Demographics File

Firearm (GFSA) Discipline File One record per school and firearm weapon with counts of actions taken. No firearms to report = no file needed 4 types of Firearms reported Expulsions reported are a subset of Dangerous Weapon Expulsions reported Firearm (GFSA) Discipline

Attendance Data File First, Data is categorized and reported by Student Demographic information: Ethnicity/Race Gender IDEA/Special Education Section 504 Status ELL Status Homeless Free and Reduced Lunch Status Attendance Data

Attendance Data File Second, each subgroup of students would have reported the following: Total Days Attended Total Days Excused Total Days Unexcused Total Days Possible Attendance Number of students truant four or more days in a month Number of students truant ten or more days in a school year Number of students truant for both conditions listed above Number of Students with Chronic Absenteeism Total days missed due to out of school suspensions Attendance Data

Student Total Days Possible Student Total Days Attended Student Total Days Excused Absent Student Total Days Unexcused Absent Student Total Days Possible Attendance Data

PowerSchool Attendance Setup Issues To ensure that the Attendance has been set up properly, check the following areas: Verify that all Attendance Codes labeled as Absent have Absent, Unexcused or Tardy selected Ensure that all necessary Attendance Code Categories have been added and sorted numerically Confirm that FTE has been listed as Defined under the period. Ensure the Entry Date for a student matches the Classroom Enrollment Date For more information see the Attendance Setup page within the PowerSchool Colorado State Reporting site. Attendance Data

Habitually Truant Definition and Counts CDE Truancy Information: http://www.cde.state.co.us/cdereval/truancystatistics Counts 3 fields capture this required data: Number of Students Truant 4 or More Days in a Month Number of Students Truant for 10 or More Days in a School Year Number of Students Truant for Both Conditions

Chronically Absent Definiton Includes: Unduplicated count of students absent 10% or more of days Absent = Student not physically on school grounds and not participating in instruction Comprises students absent for any reason Excused or Unexcused

Examples of Calculating Chronically Absent Status Student # Days Possible (enrolled) # Days Attended # Days Excused Absent # Days Unexcused Absent Total Days Absent Total Days Absent/ Days Possible Chronically Absent? Alligator 176 135 24 17 41 23.30% Y Bear 123 111 9 3 12 9.76% N Cat 54 44 10 18.52% Dog 118 117 1 0.85% Elephant 97 92 2 5 5.15% Frog 145 101 38 6 30.34% Giraffe 167 128 33 39 23.35% Horse 175 168 4 7 4.00% Iguana 177 164 11 13 7.34%

No Reportable Incidents If you have no reportable discipline information, send an email to submissions_CSI@csi.state.co.us You will still need to report attendance information

Special Education Disciplines

SDA and SPED Discipline Discrepancies Discipline Reporting Ensure you are reviewing all special education students and comparing discipline data in both collections related to: In School Suspensions (ISS) Out Of School Suspensions (OSS) Data Comparison Strategies Be sure data is coded properly in SIS to be both State reportable and pulls correctly into file School Discipline and Attendance SPED Discipline Review and sum the counts of ISS and OSS for all rows of data with Disability/IDEA flagged as 1 If student is reported in Discipline Action file, compare demographics against SDA to ensure they are included Examine the demographic makeup (race, ethnicity gender, grade, etc.) of each student disciplined. Ensure they are being counted Compare students flagged as ISS or OSS and compare against SDA file based on demographics

Disability Data in SIS Ensure all Students receiving special education services are coded as such in your SIS regardless of if using Alpine. PowerSchool Infinite Campus

Discipline Reporting in SIS Review applicable reports in your SIS to determine who is being reported PowerSchool Infinite Campus

Discipline File Review SDA (Discipline by Student Demographics) File Compare Information To: SPED Discipline (Discipline Action)File

Collection Discrepancy Tips Data Entry and Reporting Ensure that the data submissions staff is working with the SPED team, school leadership, and staff entering incidents to verify all data is accurate. Use your Student Information System to extract all files rather than manual data entry. Confirm SIS is up to date. Verify that all Special Education students have SPED information reported in SIS, even if using Alpine. Create mock IEP for schools in IC using Alpine. Any Start/End Dates of Special Education must be from current year. If student exits Special Education, ensure that the incident occurred while student was on IEP.

Timelines and Deadlines

School Timeline 05/07/2019: CSI requests files for an initial test submission Submit your file no later than two business days after your last day of school or no later than June 7 (whichever comes first) If your file contains errors, you will have 2 business days after receiving your error report to resubmit the corrected information Will provide a summary report to each school to certify upon error clearance June 19: Certification agreements are due (signed by head of school)

School SDA Deadlines Updated 3/05/19 Last Day of School Schools Submission Due Error Free By* 5/13 CECFC, CECA 5/15 5/19 5/17 Maclaren 5/21 5/23 Colorado Early Colleges Parker 5/28 Caprock, CMA, CLA/VPA, CPA, ECA, GVAN, JICA, LHS, SMCS, Academy, Pinnacle 5/30 5/24 AAK, CSCA, FCA, GVACS, Golden View, HPA, Monarch, MVM, MMS, MSCS 5/29 5/31 GVAFC, NAS-L 6/3 6/5 AHS, Mountain Village, RFMA 6/4 6/6 Montessori del Mundo, New Legacy 6/10 RMS, Two Rivers 6/7 6/11 6/12 Stone Creek *Subject to change. The deadline is typically two business days AFTER you receive your error report. The deadlines above assume you receive your error report the day you submit your file. If your last day of school has changed, please submit an updated calendar to us, and we will update your school’s deadlines.

Thank you for Reviewing this Training Contact the Submissions Inbox with Questions: Submissions_CSI@csi.state.co.us