1. 2013-2014 DISCIPLINE INTERCHANGE WEBINAR

2. DISCIPLINE Welcome to today’s Discipline Interchange focused webinar
5/14/2018
DISCIPLINE
Welcome to today’s Discipline Interchange focused webinar
Dial in number is
URL
Please use *# to mute your phone. You can unmute your phone using *#.
Support at:
Contact
Kristi Gleason
(303)

3. Webinar Etiquette
Mute Your Phone (*# Mutes and Un-mutes Individual Phones)
If you receive a call and need to pick up please disconnect from the webinar.
Enter your Name and your District when logging into the webinar (no password will be needed)
For today’s event, we will hold the Q&A session at the end of the presentation:
Type it in the Chat Box for a response OR
Raise Your Hand:
A presenter will call your name
After your name is called, un-mute your phone and speak your question/comment
Please be respectful of others time; we may need to have a separate conversation later to best help you 3

4. Webinar Etiquette Should you receive a call during the webinar,
please hang up this call, answer the other call
and then call the webinar number back please.
When another call is answered while on the
webinar all of the participants hear the hold
music.
Thank you 4

5. Agenda IdM Documentation File Layouts Business Rules Templates
Trainings
Discipline Interchange Files
Action
Incident 5

6. DISCIPLINE IDM Roles Interchange User roles:
LEA Viewer: able to view data. Read only access
LEA User: able to upload, edit, and submit data to Interchange
EXAMPLES
DOUGLAS_COUNTY_RE_1 PIPELINE-0900-DIS~LEAUSER Submit and Modify Role
DOUGLAS_COUNTY_RE_1 PIPELINE-0900-DIS~LEAVIEWER Read-Only Role 6

7. DISCIPLINE INTERCHANGE TRAINING
Take-Aways from the first webinar
Administrative Units and Districts need to work together to determine who at the district will be submitting the data
Additional documentation is needed for clarification purposes
I’m open to any and all ideas for future webinar trainings 7

8. DISCIPLINE INTERCHANGE DOCUMENTATION
Where do I go to find information relative to Discipline Interchanges?
Data Pipeline Website 8

9. DISCIPLINE INTERCHANGE DOCUMENTATION9

10. DISCIPLINE INTERCHANGE DOCUMENTATION 10

11. DISCIPLINE INTERCHANGE DOCUMENTATION 11

12. DISCIPLINE INTERCHANGE DOCUMENTATION
Overview: File Layout and Definitions: Discipline Incident File Layout and Definitions Discipline Action File Layout and Definitions Business Rules: Discipline Interchange Business Rules – Discipline Incident Discipline Interchange Business Rules – Discipline Action Template: Discipline Incident Template Discipline Action Template Trainings: Discipline Interchange Pilot Training Configure Internet Explorer to download Excel Files from COGNOS 12

13. About the Discipline Interchange
5/14/2018
About the Discipline Interchange
The discipline interchange is a set of two files which contain discipline data for the school year – July 1, 2013 – June 30, 2014
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.
: Special Education students discipline reported
: All students discipline reported at the student level
File Format already set to meet both Special Education Discipline and Safety and Discipline Indicators (SDI) requirements 13

14. Discipline Incident Interchange
The purpose of the Discipline Incident Interchange file is to capture and verify the attributes of a student with disabilities who were reported with a disciplinary incident in the currently selected school year.
Student has been assigned a SASID and updated in the RITS System
A record for the student exists in the Discipline Action Interchange File
If an action follows in the following school year do NOT report the incident or action in the but rather in the school year for which the action took place. 14

15. Discipline Incident Interchange
Admin Unit/SOP Code
This is a carry over from ADE and is not actually used – please zero-fill the field.
School District/BOCES Code
Must be a valid District Code within the reporting district/BOCES
School Code
School code must be a valid school within the district. Grades served at the reported school must include grade reported for the student. If a student attends a program – zero-fill school code and submit a program exception.
Incident Identifier
A unique ten digit number assigned to each incident by reporting LEA. Must match number in the Discipline Action file
Date of Incident
Format is MMDDDYYYY – Between July 1, 2013 and June 30, 2014
Behaviors
ZERO-FILL – this field was held to accommodate the Safety and Discipline Collection. Cannot be blank
Weapons
ZERO-FILL – this field was held to accommodate the Safety and Discipline Collection. Cannot be blank
Reported to Law Enforcement
Serious Bodily Injury 15

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, 2013 – June 30, 2014
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 but rather in the school year for which the action took place. 16

17. Discipline Action Interchange
Admin Unit/SOP Code
Must be zero-filled. This is a carryover from ADE
Disciplines
Must be zero-filled if Special Education Removal Type is “01” Unilateral Removal by School Personnel or “02” Unilateral Removal by a Hearing Officer.
School District/BOCES Code
Must be a valid District Code within the reporting District/BOCES
Discipline Start Date
Format is MMDDYYYY – must be within the collection period July 1, 2013 – June 30, 2014
School Code
School code must be a valid school within the district. Grades served at the reported school must include grade reported for the student. Zero-fill if a student is attending a program – send in an exception.
Discipline Action Length
Must be 4 characters – between half day and 365 days ( ) Half days included in 4th position. 4th position must either be a 0 or a 5.
Incident Identifier
A unique ten digit number assigned to each incident by reporting LEA. Must match number in the Discipline Incident file.
Special Education Removal Type
Must be zero-filled if Discipline is 01-In-School Suspension, 02 – Out-of-School Suspension, 03 – Expulsion
Student's State ID (SASID)
Will be validated against RITS at the time of submission
Special Education Removal Reason
Provide a Removal Reason Code for instances in which the student was Unilaterally Removed by School Personnel for Drugs, Weapons, or Serious Bodily Injury
Student's First Name
REQUIRED – will be validated against RITS
Received Education Services During Expulsion
Cannot be zero-filled if Discipline is 03 – Expulsion
Student's Last Name
Habitually Disruptive Student
Zero-filled – Safety and Discipline Field. Cannot be blank.
Student's Gender
REQUIRED – Will be validated against RITS
Referred to Alternative School or Program
Student's Date of Birth
Special Education Action Flag
Must be 1
Discipline Action Identifier
A unique ten digit number assigned to each discipline action by LEA 17

18. EXCEPTIONS GRADE TO AGE
Students receiving a grade to age error will need an exception. A template will be posted shortly with instructions.
For students attending a program for the Collection Period you will need to send us in a program exception. The School Code field will be zero-filled for these students. A template will be posted shortly with instructions 18

19. Submitting Discipline Interchange Files 19

20. Submitting Discipline Interchange Files20

21. Submitting Discipline Interchange Files21

22. Submitting Discipline Interchange Files
The Data Pipeline will accept Excel, CSV, or Text Files. 22

23. 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 23

24. 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 right hand of the screen.
Dataset: Discipline
File Type: Action or Incident
School year:
LEA
BATCH ID
ERROR CODE
ERROR TYPE
ERROR MESSAGE
COUNT of records receiving the error or warning. 24

25. Reviewing Errors If you want to see a detailed list of errors, 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
Discipline Action Error Detail Report
Discipline Action Error Summary Report
Discipline Incident Error Detail Report
Discipline Incident Error Summary Report 25

26. Reviewing Errors You can choose to view all Errors and Warnings
5/14/2018
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. 26

27. 5/14/2018
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
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. 27

28. 5/14/2018
Status of Records
If you wish to see the status of the files submitted you’ll want to go to the following screens in the Data Pipeline System
Discipline
Status Dashboard
This page will show you the following information
Does Data Exist?
Number of Validation Errors
Number of RITS Errors
When the file was last Updated 28

29. TIPS
We suggest you update your files with disciplinary data as soon as you have it and then begin submitting them to the Data Pipeline website.
While we’ve tried our best to test the business rules and the system invariable something will come up that we hadn’t thought of or isn’t working and it would be better to identify these issues early on rather than close to the federal reporting deadline. 29

30. Thank you for joining us today
Happy 30