1. Discipline Incidents Collection
Collection opens May 1, 2009
Collection closes June 30, 2009
Oregon Department of Education – September Update

2. Discipline Incidents Collection
The Discipline Incidents collection REPLACES the SET collection.
New federal and state reporting requirements and district requests prompted updating of the SET collection.
Federal and state reports now require additional data not collected in the SET.
The Discipline Incidents collection meets current federal and state reporting requirements.
The Discipline Incidents collection gives districts broader categories of incidents to choose from.
The Discipline Incidents collection provides additional codes to choose from that match the federal definitions of disciplinary incidents.
September 2008 Update

3. Discipline Incidents Collection
The Discipline Incidents collection Instruction Manual and online documents provide necessary information that assist in completing the collection.
Documents have been updated from the SET collection with a couple new ones added.
Updated documents include; Frequently Asked Questions (FAQ’s), Expulsions, Suspension, Removals, Truancy defined, and No Child Left Behind.
New documents include Discipline Incidents Collection File Layout and Persistently Dangerous Reporting Matrix.
September 2008 Update

4. Discipline Incidents Collection
Student Level Collection
SSID collection, not an institution level collection
All Suspensions, Expulsions, Removals and Truancies must be reported
Discipline Data
Suspensions, Expulsions, and Removals are entered for regular and SPED students in the Discipline Incidents collection
The SET collection moved from an institution level collection in to the current SSID or student level collection. This allows for better management of data and a more accurate reporting. The collection includes Suspension, Expulsion, Removal and Truant records for all students, regular and Special Education records should be reported. There is no longer a separate “Discipline” collection required in the summer as there has been in the past. This collection includes all records needed for reporting purposes for NCLB Title IV-A, Gun Free Schools, Unsafe Choice Option & IDEA ’04.
NOTE:
For the SET collection all incident days must be reported for SPED students or an error flag will appear before the collection will be accepted.
For the SET collection all incident days will be reported for all students, regular education and SPED students.
September 2008 Update

5. Discipline Incidents Collection
Collection reflects student records for the school year.
Student collection reflects records from July 1, through June 30, 2009.
Caution: If expulsion/suspension/removal extends past June 30, 2009 (i.e., into the school year) enter the event in the Discipline Incidents collection only.
The caution indicates that if a student has been suspended, expelled or removed from the school setting for the required year, and the days overlap from one collection year to the next, only count the student records in the school year that the incident occurred – do not count once in each school year. For example: A student was expelled for weapons on May 30th. The expulsion provides that the student will not attend school until May 31st of the following year. Only record the student as an expulsion for the school year that the incident occurred, not as two occurrences.
September 2008 Update

6. Discipline Incidents Collection
Collection opens May 1, 2009
Upload files
Web Submission
Technical issues contact:
Help Desk
Program issues contact:
Scott Hall – Safe and Drug Free Schools ,
See SET file format and Q. & A. documents for more details
For download/upload and web submission instructions see in the Consolidated Collections Student – Level Collections User Guide
User Guide Overview for SET
Web Submission
General web submission instructions see pages 13.
Specific web SET collection detail see page 53.
File Submission
General Production Download – or “how to get a current student SSID file” (in a format of your choice) instructions see page 25/26.
General Data Submission instruction for prepared files (see page 8 flow chart if you are unsure of Institution Type) all types - see pages 8-12
Review Errors and Record Maintenance
This function is for correcting or editing submitted records that have not yet been posted (finalized and accepted by ODE). Be sure to check the Review Errors or Download Errors options under the Error Management sections – see page 17 and 19 for details.
Housekeeping is another area to use when needing to delete un-posted (not finalized and accepted by ODE) records.
NOTE: Many districts will not need to worry about these functions if they have a Computer Service Provider that conducts this process for them – see page 8 for more details.
September 2008 Update

7. Discipline Incidents Collection
Collection closes June 30, 2009
Prior to June 30 review and fix any errors that are displayed in the Error Management / Review Errors – or Housekeeping to delete submitted files associated with errors in Review Errors.
NOTE: Only records that are error free can
be posted and accepted.
Consolidated Collections Student – Level Collections User Guide
Review Errors & Record Maintenance Section of the User Guide
When the file is submitted be sure to go into the “Record Maintenance” functions (page in the User Guide)
Review Errors and Record Maintenance
This function is for correcting or editing submitted records that have been posted (finalized and accepted by ODE). Be sure to check the Review Errors or Download Errors options under the Error Management sections – see pages for details.
Housekeeping is another area to use when needing to delete un-posted (not finalized and accepted by ODE) records see page 18
For specific examples for SET Review Errors & Record Maintenance see page 54
NOTE: Only records that are error free can be posted.
September 2008 Update

8. Discipline Incidents Collection
Collection closes June 30, 2009
The Reports section has a number of tools for district use to verify that submitted records have been received and posted by ODE.
Review reports BEFORE June 30 to verify that all files have been submitted and are correct.
Please verify data in collection summary report.
Consolidated Collections Student – Level Collections User Guide
Reports Section of the User Guide page 29
Verification Reports – Choose SpringSET05-06 to view all SET posted records for your district. These reports are a real-time count (by district and by school) of posted records, errors, and the number of students whose Resident and Attending Institution IDs don’t match. These reports can be used as a diagnostic tool to help identify discrepancies in reported records and help determine when there may be conflicting submissions with other districts. This report can be exported to Excel and has no confidential student identifiers.
"Collection Summary" reports contain a roll-up view by incident, by school for each district. This summary report provides a snapshot of data submitted. This report can be exported to Excel and has no confidential student identifiers.
“Student Summary” reports contain secure student data and should be confidentially stored. This report allows the user a view of data reported by student SSID # for incidents reported by school/district. This report can be exported to Excel and has multiple confidential student identifiers.
September 2008 Update

9. Discipline Incidents Collection
Collection closes June 30, 2009
Mid-July (dates to be released later) – Report Validation window for Report Card opens to display safe/unsafe status based on Discipline Incidents data submitted – Verification is optional during this window.
August 7, 2009 – Unsafe School Choice/ Persistently Dangerous Schools Notification: Districts are notified based on Discipline Incidents data submitted.
June 30 – July 28 Optional Validation opportunity to view SET data for Unsafe School Choice Option/Persistently Dangerous Schools
Actual Report Card Validation will occur during regularly scheduled time – 9/7 – 9/28
Report Card Validation: Non-Assessment Data Elements
The Validation Process
The validation process for the school and district report cards allows districts to verify the data the Department will use to complete the report cards. If the district identifies a discrepancy in the data provided on the validation site, the district may have the opportunity to correct the data, if the data has not been previously published by ODE. Data corrections are either made by the district in the collection data or by submitting the information required for a correction to the ODE collection contact through the validation application. Instructions on the validation screen identify which method of correction is employed for a particular report card data element. If corrections are not submitted, the data shown on the validation site will be reported on the report cards.
A User’s Guide for the validation application is available at:
To validate data, compare the data displayed against the source data you have available. If the data appears to be correct, click Accept. If you believe the data is incorrect, the directions in the Instructions box will direct you to either a) correct the source data in the collection submitted by the district or b) supply in the comment box the following:
The data field name (e.g., the name of the column in which the incorrect data appears)
The affected institution(s), if applicable
The correct data value
The document source of the correct value including year of the document,
September 2008 Update

10. Discipline Incidents Collection
July 2008 – Report Validation Window
See the Report Card Validation Handbook
September 2008 Update

11. Discipline Incidents Collection
August Persistently Dangerous Schools Parent Notification - Districts must notify parents of Persistently Dangerous status 14 days prior to the start of school and offer parents a chance to relocate to another school.
The following link provides detailed information regarding Persistently Dangerous School status:
NCLB - Unsafe School - Persistently Dangerous Choice Option First Year: Any school meeting the state defined criteria as an Unsafe School for year one must complete a corrective action plan and submit to the state. Second Year: Any school meeting the state defined criteria as an Unsafe School for a second consecutive year must evaluate and revise year one corrective action plan and submit to the state. A committee of school and ODE reviewers will assess the school's revised corrective action plan. Third Year: Any school meeting the above rates for three consecutive years will be designated as Persistently Dangerous. Parents may then exercise their right to have their child attend a safe Oregon public school.
September 2008 Update

12. Discipline Incidents Collection
File layout format, code information and instructions are located on the Schedule of Due Dates page at the district website. Click on the Discipline Incidents link or go to
Please see handouts – these materials will also be located on the SET district web site -
September 2008 Update

13. Discipline Incidents Collection
Question and Answers
Q. Will I need to enter suspension, expulsion, and
removal incident days for a student who does not have a disability (Is not on an IEP)?
Yes. Incident school days are required for all
students.
September 2008 Update

14. Discipline Incidents Collection
Q. What is an administrative law judge?
A. An administrative law judge (ALJ) is appointed by the Office of Administrative Hearings. “Removal by administrative law judge” is a very rare occurrence. The ALJ does not conduct district hearings for suspensions or expulsions.
September 2008 Update

15. Discipline Incidents Collection
Q. Do I need to enter data about the type of disability the student has?
A. Yes. If item # 35, “special education flag”, is marked “Yes”, then item #49 must contain a valid number.
September 2008 Update