1. 2018-19 School Discipline and Attendance (SDA)Training

2. Content Summary
CSI SDA Contact Information
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)

3. 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 ( (3)(c) and (2)(b)(IV)) related to SDA Collection:

4. 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

5. 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:

6. SDA Collection Process

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

8. 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

9. File Layout and Definition Documents – CSI Additions
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

10. Data Validation Strategies Checklist for SDA Collection
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

11. 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

12. 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

13. 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

14. 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
5423MVMCSDisciplineAction
Discipline by Student Demographics File for High Point Academy
0655HPADisciplineDemographics
Firearm Discipline File for Early College of Arvada
2837ECAFirearm
Attendance File for James Irwin Charter Academy
4403JICAAttendance
that files are ready to be processed
1. Collect Data
2. Submit to CSI
3. Resolve Errors
4. Certify

15. 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

16. 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 year.

17. 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

18. SDA File Overview

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

20. 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

21. 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

22. 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

23. 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

24. 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

25. Discipline by Action – Sample File
Discipline by Action File

26. 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

27. 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

28. 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

29. 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

30. 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

31. 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
>

32. Discipline by Demograhic – Sample File
Discipline by Demographics File

33. 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

34. 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

35. 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

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

37. 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

38. Habitually Truant Definition and Counts
CDE Truancy Information:
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

39. 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

40. 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%

41. No Reportable Incidents
If you have no reportable discipline information, send an to
You will still need to report attendance information

42. Special Education Disciplines

43. 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

44. 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

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

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

47. 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.

48. Timelines and Deadlines

49. 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)

50. 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.

51. Thank you for Reviewing this Training
Contact the Submissions Inbox with Questions: