2018-19 School Discipline and Attendance (SDA) Collection Review Spring 2019

Agenda Collection Dates Collection Background SDA File Review and Updates Data Collection Process

SDA - Annette Severson - severson_a@cde.state.co.us 2018-2019 Collection Dates Date Event April 17th (Wednesday) Collection opens- April 23rd (Tuesday) Webinar training from 10-11 am  May 15th (Wednesday) Webinar training from 1-2 pm https://cdeinfotech.adobeconnect.com/data_services/ and call in number: 1-855-397-4421  June 14th (Friday) Suggested Date for having all files uploaded June 28th (Friday) Deadline for SDA to be finalized SDA - Annette Severson - severson_a@cde.state.co.us

SDA data is Required by Statute: 22-11-503 (3)(c): The information shall be consistent for each type of report and, at a minimum, shall include the occurrence of each of the following types of incidents, expressed as a number and as a percentage of the total occurrences of all of the incidents: Substance abuse-drugs; Substance abuse- alcohol; Substance abuse- tobacco; Felony assaults; Fights; Possession of dangerous weapons; and Other violations of the code of conduct at the public school 22-32-109.1(2)(b)(IV): The number of conduct and discipline code violations…only in the most serious category that is applicable to that violation including to specific information on the number of and the action taken with respect to the following types of incidents: Dangerous Weapon; Destruction of Property; Alcohol; Tobacco; Drug; Robbery; Disobedient/Defiant; Detrimental Behavior; 1st, 2nd or Vehicular Assault; 3rd degree Assault/Disorderly Conduct

All student attendance info- count of days and partial days What must be Reported? All (includes special education) students disciplined during the school year All student attendance info- count of days and partial days Include the student and incident: When the student is disciplined with a Classroom Suspension, In-School Suspension, Out of School Suspension, Expelled, or Referred to Law Enforcement When the behavior can be categorized with any of the behavior codes: 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 13, 14, 15 or 16 Do Not Include incidents or students where: Behavior is coded as 12- Other Violation of Code of Conduct AND Disciplinary Action was Other Action Taken

Public Uses of Data Advocacy groups: Media: Campaigning to end the “school-to-prison pipeline” rely on accurate discipline numbers to define the problem Data helps as school discipline policies become more of a focal point for education reform advocates who say punitive discipline erodes students’ motivation and negatively impacts their attitudes toward their school. Media: Reporting and analysis for the public review of the safety and attendance of their local schools.

School View Data Center – CDE Uses of Data School View Data Center – all data is published by school for the public to review Provided to the U.S. Department of Education Provided for various data requests – media, researchers, legislatures and advocates Pre-populate Civil Rights Data Collection (CRDC) fields, however the 2018-19 year is NOT a CRDC reporting year

2018-19 SDA Files

Discipline by Student Demographic Firearm (GFSA) Discipline SDA Files and Updates 2018-2019 Discipline by Action Count of behaviors by school with Action Taken Other Action definition clarified Reminder- optional CRDC fields can be blank Discipline by Student Demographic Count of Students Disciplined by Demographic Information Firearm (GFSA) Discipline Count of Firearm Possessions by School with Action Taken No Updates Attendance Data Count of Attendance by Student Demographic Information Required for All Public Schools

Discipline by Action File 7/21/2019 Discipline by Action File Count of Behaviors/Allegations per school is reported in file Most severe action taken per behavior reported Only 1 action taken/incident reported Referrals to Law Enforcement reported in addition to most severe action taken if applicable Only report those behaviors/allegations which occurred in school during school year Each Behavior/Allegation has a code associated with it A record will be reported per behavior/allegation and school Discipline by Action

Discipline by Action File 7/21/2019 Discipline by Action File Other Action Taken Incidents The total number of behavioral incidents (not students) in which the most severe action taken to the student(s) is not included as a data field type (i.e. suspension, expulsion, etc.).  Other Action Taken is defined by state statute as any other form of discipline, which shall be officially identified as part of a board policy.  Discipline by Action

Behavior/Allegations Provide the behavior code for the behavior that occurred or the allegation type reported at the school for the school year. To obtain additional clarification or statutes regarding the behavior and allegation codes, please refer to: Behavior Statutes and Clarifications at https://www.cde.state.co.us/datapipeline/schooldisciplineattendance Behavior Codes (01-17) must have a resulting Action Taken* reported Allegation Codes (18-22) cannot have a resulting Action Taken* reported *Action Taken = Classroom Removal, In-School Suspension, Out of School Suspension, Expulsion, Law Enforcement Referral or Other Action Taken Discipline by Action

Discipline by Action file: Record Description 1 record per school and behavior or allegation type For records with Behavior Codes 01-17: Total Number of Incidents must be reported and greater than 0 Type of Action(s) taken must also be reported (classroom suspension, in-school suspension, out-of-school suspension, expulsion, referral to law enforcement or other action taken) Weapon Description (no weapon, with weapon, with firearm/explosive device) may also be provided or left blank Allegation Codes (18-22)- for CRDC reporting only and should not be used in the 2018-19 file; however if included: Total Number of Incidents would be reported (must be greater than 0 if in the file) Weapon Description would be left blank or 0 filled Type of Action taken would be zero-filled Discipline by Action

Reporting Incident Example 1 Discipline by Action File 1 Incident of tobacco violation 1 In-School Suspension 1 Referral to Law Enforcement 3 students receive in-school suspensions and are referred to law enforcement for tobacco use (1 incident) Discipline by Student Demographic File School Ethnicity/Race Gender Grade IDEA/ Special Ed Section 504 ELL Undup # Class Removal In-School Susp Only 1 OSS More than 1 OSS Total OSS Expul With Services Expul Without Services Law Referral Arrest Other Action 1234 05 02 070 1 01 080 Discipline by Action

Reporting Incident Example 2 Discipline by Action File 1 Incident of 3rd Degree Assault 1 Out-of-School Suspension 2 students fight and are suspended (1 out of school and the other in school) Most Severe Action Taken is the Out of School Suspension Discipline by Student Demographic File Ethnicity/Race Gender Grade IDEA/ Special Ed Section 504 ELL Undup # Class Removal In-School Susp Only 1 OSS More than 1 OSS Total OSS Expul With Services Expul Without Services Law Referral Arrest Other Action 05 02 090 2 1 Discipline by Action

Discipline by Student Demographic File One record per subset of students disciplined by school 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 Student Demographics

Discipline by Student Demographic File: FAQs Unduplicated count of the students: If 1 student receives 3 in-school suspensions and expelled with services once (all for different incidents), 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 Student Demographics

Reporting Incident Example 1 Discipline by Action File 1 Incident of tobacco violation 1 In-School Suspension 1 Referral to Law Enforcement 3 students receive in-school suspensions and are referred to law enforcement for tobacco use (1 incident) Discipline by Student Demographic File School Ethnicity/Race Gender Grade IDEA/ Special Ed Section 504 ELL Undup # Class Removal In-School Susp Only 1 OSS More than 1 OSS Total OSS Expul With Services Expul Without Services Law Referral Arrest Other Action 1234 05 02 070 1 01 080 Discipline by Student Demographics

Reporting Incident Example 2 Discipline by Action File 1 Incident of 3rd Degree Assault 1 Out-of-School Suspension 2 students fight and are suspended (1 out of school and the other in school) Most Severe Action Taken is the Out of School Suspension Discipline by Student Demographic File Ethnicity/Race Gender Grade IDEA/ Special Ed Section 504 ELL Undup # Class Removal In-School Susp Only 1 OSS More than 1 OSS Total OSS Expul With Services Expul Without Services Law Referral Arrest Other Action 05 02 090 2 1 Discipline by Student Demographics

Reporting Incident Example 3 (unduplicated count) 1 student is disciplined multiple times throughout the year- each reported and recorded in Discipline by Action file Discipline by Student Demographic File Ethnicity/Race Gender Grade IDEA/ Special Ed Section 504 ELL Undup # Class Removal In-School Susp Only 1 OSS More than 1 OSS Total OSS Expul With Services Expul Without Services Law Referral Arrest Other Action 02 060 1 3 Discipline by Student Demographics

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

Firearm (GFSA) Discipline File One record per school and firearm weapon with counts of actions taken. If there are no firearms to report for a school, no record will be needed in file (based on No Reportable Incidents screen) 4 types of Firearms reported - Handgun - Rifle/Shotgun - Other Firearm - Multiple Firearms Expulsions reported are a subset of Dangerous Weapon Expulsions reported Firearm (GFSA) Discipline

Firearm (GFSA) Discipline File Flowchart (A) Brought or Possessed at School (B1) Expelled (C1) Less Than Mandatory One Calendar Year (D1) Referred to Alternative School/Program (C2) Full Mandatory One Calendar Year (D2) Referred to Alternative School/Program (B2) Other Discipline Action (B3) Remove Other (B4) No Action Taken Action Taken Length Alt Program Firearm (GFSA) Discipline

Attendance Data 2018-19 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

Second, each subgroup of students would have reported the following: Attendance Data 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 – CRDC field can be blank for 2018-19 Attendance

Attendance Data File: Relationship Equation Student Total Days Attended Student Total Days Excused Absent Student Total Days Unexcused Absent Student Total Days Possible Attendance

Attendance Data File Example Each group is categorized together- here is 1 record for all of the American Indian, Female, Non-Special Ed, Non-IDEA, Non- ELL, Non-Homeless and Not F/R lunch: 124140 34325 16535 175000 (attendance equation) Truancy Rate 16535 175000 0.09 9% District Code School Code Length of School Year Ethnicity/Race Gender IDEA/Special Education Section 504 ELL Status Homeless F/R Lunch Status Total Days Attended by Students Total Days Excused by Students Total Days Unexcused by Students Total Possible Attendance Days Number of Students Truant 4 or More Days in a Month Number of Students Truant for Ten or More Days in a School Year Number of Students Truant for Both Conditions Number of Students with Chronic Absenteeism Total Days Missed Due to Out of School Suspension 1111 1750 01 124140 34325 16535 175000 20 15 12 40  

Habitually Truant Definition 22-33-107(3)(I): A child who has attained the age of six years on or before August 1 of the year in question and is under the age of seventeen years and who has four unexcused absences from public school in any one month or ten unexcused absences from public school during any school year. Absences due to suspension or expulsion of a child are considered excused absences for purposes of this subsection. Attendance

Habitually Truant Counts 3 fields capture this required data: Truancy: Four or more days in any one calendar month Truancy: Ten or more days in one school year Truancy: Met both conditions Students are to be reported in only 1 category per school as applicable Attendance

Reporting Habitually Truancy Example 1 count of Truancy: 4 or more Days in one calendar month Unexcused Absences for Sally in March. (Total Unexcused Absences in the School year is less than 10) Attendance

Reporting Habitually Truancy Example Month # Unexcused Absences for Shirley Aug Sept 1 Oct Nov Dec Jan Feb March 2 April May 4 TOTAL 10 1 count of Truancy: Met Both Conditions Attendance

Chronically Absent Definition The unduplicated count of students absent 10% or more of the days enrolled in the public school year during the school year. A student is absent if he or she is not physically on school grounds and is not participating in instruction or instruction –related activities at an approved off-grounds location for the school day. Chronically absent students include students who are absent for any reason (e.g., illness, suspension, the need to care for a family member), regardless of whether absences are excused or unexcused. This count would include students in grades K-12. Attendance

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% Attendance

SDA Data Collection Process

Identity Management Roles To have access to the SDA periodic collection, one of the following 3 roles would need to be assigned to you by your Local Access Manager: If you plan to ‘do it all’ – you will want the SDA~LEA Approver Role IdM Role Enables User to: SDA~LEAAPPROVER Finalize, Submit, Modify and View Data SDA~LEAUSER Submit, Modify and View Data SDA~LEAVIEWER View Data

https://cdx.cde.state.co.us/pipeline Login to Data Pipeline https://cdx.cde.state.co.us/pipeline Username = email address Password = determined by you. Use the ‘I forgot my password’ if needed.

Quick Review of Process Update ‘No Reportable Incidents’ Tab Upload Data files in order (if applicable): Discipline by Action File Discipline by Student Demographic File Firearm (GFSA) Discipline File Attendance File Review error reports, correct data and re-upload files as needed Review data reports for accuracy Finalize data files

No Reportable Incidents A separate tab in Data Pipeline, under “SDA” Option to use when a school has no incidents to report to CDE; either No Disciplinary Incidents and/or No Firearms to report Can be updated throughout the SDA process. If marked as “No” initially, this can be updated to “Yes” for a school if needed and vice versa, until the data is finalized. Must update each page or select ‘all’ per page to update all schools in one screen

No Reportable Incidents Screenshot After logging into Data Pipeline: *If there are multiple pages, please be sure to list ‘All’ per page OR save each page after updating the status indicators

No Reportable Incidents – Disciplinary Incidents Disciplinary Incidents column: “Yes” indicates: the school is included in the Discipline by Action file AND The school is included in the Discipline by Student Demographic file “No” indicates: The school is not included in the Discipline by Action file AND The school is not included in the Discipline by Student Demographic file If all schools are marked as “No”, then the LEA will not upload either the Discipline by Action file or the Discipline by Student Demographic file.

No Reportable Incidents – Firearm Incidents Firearms brought column: “Yes” indicates: The school is included in the Firearm (GFSA) data file uploaded “No” indicates: The school is not included in the Firearm (GFSA) data file uploaded. If all schools in the district have this indication, then the LEA will not upload the Firearm (GFSA) data file.

Uploading Data Files Order (based on No Reportable Incidents tab) If 1 or more school(s) have “Yes” indicated for Incidents in the Disciplinary column and “Yes” in the Firearm column: Discipline by Action File Discipline by Student Demographic File Firearm (GFSA) Discipline File Attendance File If 1 or more school(s) have “Yes” indicated for Incidents in the Disciplinary column and “No” in the Firearm column: If ALL schools have “No” indicated for Incidents in the Disciplinary and Firearm columns:

Uploading Data File Process Upload data file in Pipeline Check Batch Maintenance for process indicator Check Status Dashboard for error count Review errors and warnings (Pipeline Error Report or Cognos Error Reports) Correct data file Upload corrected data file in Pipeline Continue until all errors resolved Review Cognos Data Reports for data accuracy Re-upload corrected files if needed Finalize once ALL applicable SDA files are uploaded, error-free, reviewed and accurate

Uploading File Screenshot Dataset School Discipline Attendance File Type Discipline by Action THEN Discipline by Student Demo THEN Firearm Discipline THEN Attendance Data School Year 2017-2018 Organization/LEA Select your District/BOCES Locate File Browser and select file to upload Upload Type Replace if your file is complete within the one file upload   Append if you are adding additional data to what has been previously uploaded Click “Submit” for each file

Batch Maintenance Screenshot Displays status for files If using ‘Append’ functionality, error count is incorrect for all except the last file uploaded.

Confirms file processed and provides the error count in the file Status Dashboard Confirms file processed and provides the error count in the file Data Exists = Y (data processed) or N (data not processed)   Validation Errors = # (# of errors in file) Overall Status = P (Pending) or N (No data) Last updated date = last date of upload

Review Errors and Warnings Two options: Using Cognos Using Pipeline Error Reports You may use either option exclusively or both throughout

Using Cognos (Errors and Warnings) Select the appropriate Error Report to view: For Attendance data errors: “Attendance Error Detail Report” For Discipline by Student Demographic data errors: “Demographics Error Detail Report” For Discipline by Action data errors: “Discipline Action Error Detail Report” For Firearm Incident data errors: “Firearm Error Detail Report” If there are no errors for your district for the file OR the file was not processed for your district yet, there will be no error report available Error reports can be downloaded into excel

Using Data Pipeline (Errors and Warnings) 7/21/2019 Using Data Pipeline (Errors and Warnings) Select file type, year, LEA and Errors and Warnings – then select “Search” Then, Select Excel to view report First, view details to have detailed error report

Correct Data Update data in data files based on errors/warnings and re-upload files as needed. Repeat steps until all errors in file are resolved Repeat for all applicable files for SDA

Review Reports for Accuracy and Finalize

Cognos Reports for Review Dates listed to the right must be ignored

Discipline by Action Taken Reports Discipline Action Error Detail Report Discipline Action Error Summary Report Summary of Behavior by Action Count Incidents by Action Trend Comparison of Incidents Reported and Students Disciplined

Discipline by Student Demographic Reports Comparison of Incidents Reported and Students Disciplined Count of Students Disciplined Trend Summary of Disciplinary Actions by Federal Race/Ethnicity Summary of Disciplinary Actions by Gender Summary of Disciplinary Actions by Grade Summary of Disciplinary by Demographic File Demographics Error Detail Report Demographics Error Summary Report

Firearm (GFSA) Data Reports Firearm Error Detail Report Firearm Error Summary Report Summary of Firearm Data

Attendance Data Reports Attendance and Truancy Data Attendance Error Detail Report Attendance Error Summary Report Attendance Rate Trend Average Daily Membership Chronically Absent Students by School Count of Habitually Truant Students Trend Summary of Attendance Data

Key Words used in Report Titles Error Detail Report Includes record with each error Error Summary Report Provides count of records with each error Trend Data provided for current year, prior year and 2 years prior Summary Grouping the data reported into categories

Summary of Behavior by Action Provides the Type of Behavior (code and description) AND totals as reported for each by School: Number of Incidents Classroom Removals In-School Suspensions Out-of-School Suspensions Expulsions Law Enforcement Referrals Other Action Taken Discipline by Action

Count Incidents by Action Trend Provides data reported in the Discipline by Action Taken File for the current year, prior year and 2 years previously Total Number of Incidents Classroom Removal Incidents In School Suspension Incidents Out of School Suspension Incidents Expulsion Incidents Law Referral Incidents Other Action Taken Incidents Discipline by Action

Comparison of Incidents Reported and Students Disciplined Provides the total counts of incidents reported per school Provides the total count of students disciplined reported by school These numbers will assist with any comparison error(s) in your data file and to verify accuracy of both reports Recall, the count of students disciplined should be either more than or equal to the count of incidents reported Discipline by Action Discipline by Student Demographics

Count of Students Disciplined Trend Provides data reported in the Discipline by Student Demographic File for the current year, prior year and 2 years previously Number of Students Reported as Disciplined (unduplicated count) Number of Students Reported with Classroom Removals Number of Students Reported with In School Suspension Number of Students Reported with Out of School Suspension Number of Students Reported with Expulsions (with or without services) Number of Students Reported with a Law Enforcement Referral Number of Students Reported with an Other Action Taken Total Number of Students Disciplined (duplicated count) Discipline by Student Demographics

Summary Reports for Discipline by Student Demographic Summary of Disciplinary Actions by Federal Race/Ethnicity Total of each disciplinary action reported by Federal Race/Ethnicity for each School Summary of Disciplinary Actions by Gender Total of each disciplinary action reported by Gender for each School Summary of Disciplinary Actions by Grade Total of each disciplinary action reported by Grade for each School Summary of Discipline by Demographic File Total of each disciplinary action reported by Federal Race/Ethnicity, Gender, Grade, Special Education, 504, and ELL status for each School Discipline by Student Demographics

Summary of Firearm Data Provides data only if Firearm file was uploaded Provides Firearm data by School, Grade Level and Firearm Weapon Code/Description Firearm (GFSA) Discipline

Attendance and Truancy Data Attendance and Truancy Rates by School Habitually Truant Student Counts by School Number of Students with Chronic Absenteeism by School Average Daily Attendance (ADA) by School Calculated by taking Total Number of Days Attended divided by Length of School Year Attendance

Attendance Rate Trend Provide attendance data for current year, prior year and 2 years prior by School: Total Days Possible Student Total Days Attended Student Total Days Excused Student Total Days Unexcused Attendance Rate Attendance

Average Daily Membership Provides data by School Code and Name: Pupil Membership (from October Count) Average Daily Membership Calculated as (Total Days Attended) * (Length of School Year) Total Days Attended Length of School Year The calculated Average Daily Membership should resemble the Pupil Membership reported Attendance

Chronically Absent Students by School Provides Number of Students with Chronic Absenteeism with: School Code and Name Student Total Days Attended Student Total Days Excused Student Total Days Unexcused Student Total Days Possible Attendance Rate Attendance

Count of Habitually Truant Students Trend Provides the Habitually Student Truant Count by Type and School for the current year, prior year and 2 years prior Habitually Truant Students (4 days in 1 month) Habitually Truant Students (10 days in 1 school year) Habitually Truant Students (both conditions) TOTAL Habitually Truant Students Attendance

Summary of Attendance Data Provides the following data: School Code Federal Race/Ethnicity Gender Length of School Year Average Daily Membership Student Total Days Attended Student Total Days Excused Student Total Days Unexcused Student Total Days Possible Attendance Rate Truancy Rate Count of Habitually Truant Students (4 or more days in 1 Month) Count of Habitually Truant Students (10 or more days in School Year) Count of Habitually Truant Students (both conditions) Number of Students with Chronic Absenteeism Attendance

CRDC Reports All will have title “CRDC: %%%%” These reports will have data included, however since it is not a CRDC reporting year, no data will pre-populate CRDC for 2018-19

Finalize Data Attendance File is only file needed to be “Submitted to CDE” All files must be uploaded and error free OR indicated as “No” for all schools in No Reportable Incidents tab prior to finalizing By finalizing the Attendance data file, the other 3 files are also finalized Download sign off form will indicate which schools have data reported

Finalize Data Steps Only the LEAAPPROVER role can perform this step

Big News for 2019-2020

Attendance Data File – 2019-2020 Updates Attendance Data File will no longer be included in SDA Instead, there will be a new Attendance Snapshot Attendance data fields are being added to the Student School Association file to accommodate new snapshot: 6 new fields: Total Days Attended, Total Days Excused, Total Days Unexcused, Total Possible Attendance Days, Total Days Missed Due to Out of School Suspensions, and Habitually Truant Status Attendance information will be reported per student record, as opposed to aggregated at student demographics level Student School Association file updated and posted at: http://www.cde.state.co.us/datapipeline/inter_student New Attendance Data Snapshot layout posted at: https://www.cde.state.co.us/datapipeline/datapipelinesnapshots- attendance

Available Resources All resources made available at: http://www.cde.state.co.us/datapipeline/schooldisciplineattendance

Data Pipeline Website http://www.cde.state.co.us/datapipeline 7/21/2019 Data Pipeline Website http://www.cde.state.co.us/datapipeline Periodic Collections -> School Discipline and Attendance Overview Deadlines File Layouts Business Rules Templates Trainings Additional Resources Direct Link: http://www.cde.state.co.us/datapipeline/schooldisciplineattendance

Thank you for Joining! Annette Severson Severson_a@cde.state.co.us (303) 866-6824