SPECIAL EDUCATION DISCIPLINE REPORT TRAINING 2016-2017 All About
SPECIAL EDUCATION DISCIPLINE REPORT TRAINING 2016-2017 All About Reports (with a little bit of Finalizing Thrown in for good measure) What Kind of Reports Are Available? Where Can I Find Reports? What Reports Require The Special Education Directors Signature? What Reports Assist in Validating Signed Reports? Where and When Do I Send Reports? 2/12/20 2 Discipline Action File
Uploaded Interchange Errors Resolved 07/12/2017 Throughout the year schools are tracking discipline events for students with disabilities. Beginning in April, district respondents begin uploading the Discipline Action file containing the discipline events of students with disabilities from the current reporting period to the data pipeline. By July 12th the districts have worked through any related interchange errors. Ensuring all data that is to be reported has been reported.
Snapshot Errors Resolved 08/15/2017 Administrative Units create Snapshots triggering Snapshot level errors ensuring the data is valid and reliable. By August 15th, a Complete Special Education Discipline Snapshot has been created. Report Review 08/16/201708/23/2017
Once Interchange and Snapshot errors have been resolved its time to dive into reviewing reports. Reports Signed & Uploaded to the DMS 08/23/2017 What Reports Require Signatures? When are they due? Discipline Action File Uploaded Interchange Errors Resolved
Snapshot Errors Resolved 08/15/2017 07/12/2017 Report Review 08/16/201708/23/2017 Reports Signed & Uploaded to the DMS 08/23/2017 SPED Discipline Reports
Resolve Snapshot Errors Report Review Week 8/15/2017 8/16-8/23 Reports signed and Uploaded to the DMS 8/23/2017 9
REPORTS AVAILABLE TO RESOLVE SNAPSHOT ERRORS Reports to Help Identify Snapshot Errors and Warnings District Activity Report SPED Error Detail Report (Warnings will stay on the Error Report) SPED Incident and School Enrollment Date Comparison Report (SD017) SPED Snapshot Records Excluded Due to Profile Errors 11 Cognos Reports Available to help resolve Errors 12 District Activity Report
Distri ct File Batch ID Submit ter Date Process ed Process ed Indicat or
# of Record s # of Erro rs # of Warni ngs 1234 Discipline Action ### ## Who
Day & Time Y or N # # # 1234 Student Demographic ### ## Who
Day & Time Y or N # # # 1234 Student School Association ### ## Who
Day & Time Y or N # # # 4321 Discipline Action Look for ### ##
Who Day & Time Y or N # # # 4321 4321 Submitted By - Not Loaded Date
Processed ### how does that Snapshot Student Demographic Who Day coincide & Y or Nwith # when # # ## Time was created? Processed Indicator N Who Student School Association ### Day & Y or N #
# # Processed Indicator ## Y but Number Time of Records 0 Number of Errors if Discipline Errors check Excluded Report. If student errors check with Submitter August 15, 2017 E R R O R F R E E Date by which all Interchange and Snapshot Errors are Resolved and Warnings have been Reviewed. For Administrative Units All data records needed for the Special Education Discipline snapshot should be uploaded and passed interchange (level 1) and Snapshot (level 2) edit validations.
14 WARNINGS DA025 - Under Colorado statute, a student may not be suspended for more than 25 school days for any disciplinary incident (CRS 22-33-105). SD021 - Student's age is outside of the expected range for the reported grade. SD022 - The following record(s) have a duplicate record (discipline, action length, and incident date combination matches) Please review the data submitted to ensure that it is valid. 15 Review Week Reports Report review week is August 1623. All changes identified during the report
review must be made by August 23, 2017 By August 23 rd the director must be ready to sign the AUs SPED Data Summary Report and the Year to Year Comparison Report, assuring the CDE that the data is valid and reliable. 17 SNAPSHOT REPORTS SNAPSH OT 18 Detail Reports
Signatur e Reports COGNOS Reports 2/12/20 19 SNAPSHOT RECORDS REPORT These are all the records recorded in your SPED Discipline Snapshot You can use this as a reference when questions arise from other reports. Its a good idea to download the report in Excel choosing the 2007 Format Count how many rows of data
records there are. 20 Students Reported Inconsistently by More Than 1 Administrative Unit This report is for your information to ensure you have reported demographic and primary disability accurately. The report will provide data that is inconsistent between you and other Administrative Units The Errors appearing here may be legitimate entries. For example a students disability identification may have changed at a mid-year staffing A students parents may choose to report race differently when they move to a new district (A student is identified Hispanic, then 2 or More Races) Investigate things that dont make sense
21 SIGNATURE REPORTS DISTRICT Superintenden t Sign-Off Form (requested by Special Education Directors for data assurance purposes) 22 ADMINISTRATIVE
UNIT Data Summary Report (14 Pages) Year to Year Report (13 Pages) Year to Year Flag Explanation Superintendent Sign-Off Form R e p o r t C o n t a i n s t h e f o l l ow i n g d a t a : 1. U n i l a t e r a l R e m o v a l s t o a n I n t e r i m A l t e r n a t i v e E d u c a t i o n a l S e t t i n g b y S c h o o l P e r s o n n el (B) Drugs (C) Weapons (D)Serious Bodily Injury 2. R e m o v a l s t o a n I n t e r i m A l t e r n a t i v e E d u c a t i o n a l S e t t i n g B a s e d o n a H e a r i n g Offi c e r D e t e r m i n a t i o n R e g a r d i n g L i kel y I n j u r y 3. O u t - o f- S c h oo l S u s p e n s i o n s o r E x p u l s i o n s (A) Number of Children with Out-of-School Suspensions/Expulsions Totaling
10 Days or Less (B) Number of Children with Out-of-School Suspensions/Expulsions Totaling Greater than 10 Days 4. I n - S c h o ol S u s p e n s i on s (A) Number of Children with In-School Suspensions Totaling 10 Days or Less (B) Number of Children with In-School Suspensions Totaling Greater than 10 Days 5. D i s c i p l i n a r y R e m o v a l s (A) Total Disciplinary Removals (B) Number of Children with Disciplinary Removals Totaling 1 Day or Less (C) Number of Children with Disciplinary Removals Totaling 2-10 Days (D) Number of Children with Disciplinary Removals Totaling Greater than 10 Days 6. 23 C h i l d r e n S u b j e c t t o E x p u l s i o n (A) Received Educational Services During Expulsion Superintendent Sign-Off Form
This report is DUE to Kristi Gleason by August 23. Districts with Exempt status may send the report in prior to the 23rd. To reduce paperwork, the superintendent should email or fax the full report directly to Kristi Gleason (it does not have to be collected by the AU and uploaded to the DMS). 24 Fax # for this report 303-866-6888 Attention: Kristi 2 Special Education Discipline Director Signed Reports + Flag Explanations SPED Data Summary Report (2014-2015 and newer) SPED Year to Year Comparison Report + Special Education Discipline Flag Explanations 25 SPED
Data Summary Report The report has 5 Sections Section A: Disciplinary Removal 26 Type by Disability (pp. 1-3) Section B: Disciplinary Removal Type by Race/Ethnicity (pp. 4-6) Section C: Disciplinary Removal Type by Gender (pp. 7-9)
Section D: Disciplinary Removal Type by English Language Learner Status(pp. 10-12) Section E: Children subject to expulsion who did and did not receive educational services by Disability Status (p. 13) SPED Data Summary Report S e c ti o n s A- D c o n t a i n c o u n ts o f d i s c i p l i n e e v e n ts a n d c o u n ts o f c h i l d re n w i th d i s a b i l i t i e s b y: (1)U n i l a t e r a l r e m ov a l b y s c h o o l p e r s o n n e l f o l l o w i n g a d r u g o r w e a p o n o ff e n s e o r s e r i o u s bodily injury (2)R e m o v a l b as e d on a h e a r i n g offi c e r d e t e r m i n a t i o n re g a rd i n g l i ke l y i n j u r y (3)S u s p e n s i o n ( b o th I n - S c h o o l a n d O u t- o fS c h o o l t o t a l i n g l e ss th a n 1 0 s ch o o l d a y s a n d t o t a l i n g m o re th a n 1 0 s c h o o l d a y s
(4)E x p u l s i o n w i t h a n d w i th o u t e d u c a ti o n a l services. 27 TI P : T h e T O TA LS f or t h e s e ar e a s s h o u l d SPED Data Summary Report The final section, Section E: Children subject to expulsion who did and did not receive educational services by disability status is on page 13. Note: Children with disabilities must receive educational services during an expulsion of more than 10 school days. The only children with disabilities who should be reported as not receiving services are those who were removed for less than 10 school days after an expulsion. This is very rare, only 13 out of the 155 students
expelled did not receive services last year (Section E-6(B)). 28 Section A: Disciplinary Removal by Disability. 29 If a child reported in column 1A was unilaterally removed to an Interim Alternative Educational Setting more than once then this child should be counted more than once in columns 1B,1C,1D. If, in the course of a single incident, a child committed more than one type of offense, then report the child in each of the appropriate columns.
Section A: Disciplinary Removal by Disability. 1A. Report the number of children ages 3-21 who were unilaterally removed for drugs, weapons, serious bodily injury. The child should only be counted once here.
30 1B. Report the total number of times the children reported in column 1A were unilaterall y removed for Drug offenses. 1C. Report the total number of times the children
reported in column 1A were unilaterally removed for Weapon offenses. 1D. Report the total number of times the children reported in column 1A were unilaterally removed for Serious Bodily Injury offenses. Section A: Disciplinary Removal by Disability.
Report the number of children ages 321, who were removed to an IAES based on a Hearing Officer Determination of likely injury to themselves or others. Children removed by a hearing officer more than once should be counted only once in column 2. 31 Section A: Disciplinary Removal by Disability. This page, with columns 1A, 1B, 1C, 1D & 2 will repeat for:
Section Section Section Section A: Disability B: Race/ Ethnicity C: Gender and D: ELL Status. The report will use the Federal Race/ Ethnicity Reporting Category for the Race/Ethnic codes. The totals should match across all 4 pages. 32 A child who is subject to both an InSchool Suspension and an Out-of-School Suspension for the same offense should be reported in both subsections 3 and 4.
33 Report the number of children ages 321 with Out-ofSchool Suspensions or Expulsions summing to 10 days or less during the school year for any offense or combination of offenses. No child should be reported more than once in column 3A. 34 Report the number of children ages 321 with Out-ofSchool Suspensions or Expulsions
summing to more than 10 days during the school year for any offense or combination of offenses. No child should be reported more than once in column 3B. Report the number of children ages 321 with In-School Suspensions summing to 10 days or less during the school year for any offense or combination of offenses. No child
should be reported more than once in column 4A. 35 Report the number of children ages 3-21 with In-School Suspensions summing to more than 10 days during the school year for any offense or combination of offenses. No child should be reported more than once in column 4A. This page with columns 3A/B and 4A/B will also repeat for:
36 Section Section Section Section A: Disability B: Race/ Ethnicity C: Gender and D: ELL Status. All children reported in columns 5B through 5D should have one or more disciplinary removals reported in column 5A. The sum of 5B, 5C, and 5D
is the total number of children with one or more disciplinary removals during the school year. Each child reported in columns 1A, 2,3 or4 should be reported only ONCE in column 5B, 5C, or 5D, based on the cumulative number of days the child was removed during the school year. 37 Report the number of times any child with a disability was subject to any of the following disciplinary actions during the school
year: InSchool or Out-of-School Suspensions, Expulsion, Removals by School Report any child whose cumulative length of removal during the school year totaled 1 day. Report any child whose cumulative length of removal during the school year totaled
between 2 and 10 days. Report any child whose cumulative length of removal during the school year totaled more than 10 days. NOTE: This Includes 1.5 cumulative length of removal during the school year. Remember our little owl back on the Snapshot Records report? Does this number match the record number?
Section E: Children Subject to Expulsion With and Without Educational Services by Disability Status. Section 6: Children Subject to Expulsions: 6A: Received Education Services During Expulsion 6B: Did NOT receive Educational Services During Expulsion. Children with disabilities must receive educational services during any suspension or expulsion of more than 10 school days. The only children with disabilities who should be reported in column 6B are those who were expelled for less than 10 school days (e.g., children with disabilities expelled under the Gun-Free Schools Act whose expulsions were modified to less than 10 school days or who were expelled at the end of a term, like 8 days before school was out for the summer). If the student was expelled for more than 10 days and did not receive 39 services, they must be reported in column 6B and this removal is non-
Report the number of children with disabilities ages 321 who were subject to expulsion during the school year and who received educational services during the expulsion. 40 Report the number of children with disabilities ages 3-21 who were subject to expulsion during the school year and did
NOT receive educational services during the expulsion. Incidences of Expulsions where the student did NOT receive services reported in the Discipline collection will be cross referenced with students reported with a Basis of EOY Student Collection. Exit Code 50 Expulsions in the SPED. 41 By authorizing this report, you are confirming in writing that the data reported is both valid
and reliable. Year to Year Comparison Report The report totals 13 pages A section for Disability: All 42 (1 page) A section for Racial/Ethnic groups (6 pages)
A section for Gender groups (2 pages) A section for ELL Status groups (2 pages) The signature page This page will repeat for all Racial, Gender and ELL Categories 43 You will only see flags - A if both the number of the change is over 20 students AND the Percent of the Change is over 20% These are the only data points that require explanation on the Flag Explanations sheet
CERTIFICATION: I certify that the students reported are: (1) an accurate account of all students; (2) that these data are valid and reliable; and (3) that I explained each significant year-to-year difference to the best of my knowledge. 44 By authorizing this report, you are confirming in writing that the data reported is both valid and reliable. Year to Year Report Flag Explanations Please remember to provide explanations for the A flags from the Year to Year Report no later than August 23, 2017 The Word Document may be found here under
Additional Links http:// www.cde.state.co.us/datapi peline/snap_sped-discipline Remember, you can include multiple flag categories when the same explanation applies Please remember to upload as SPED End-of-Year and Discipline Expulsion Comparison Report SPED Discipline: School Discipline and Attendance (SDA) & Special Education Discipline Data Comparison Report 46 Special Education EOY/Discipline Expulsion
If you reported an Expulsion Without Services in the Discipline collection (6b) we would expect to see the student with an Exit 50 in the End-of-Year and visa versa. If you reported an Expulsion with services the student would not have an Exit 50 in the End-of-Year collection. Data between the two collections is not an Apple to Apple comparison. Please review the report to ensure data is reported accurately. Special Education EOY/Discipline Expulsion Type of Action Suspensio Date n/ Expulsion Days Remove
d 04 04282017 198 04 04202017 175 04 09162016 7
48 Too many days removed for an end of year removal. Days removed are from the current reporting period. If expulsion spans two collections only report the number of school days removed in the current reporting period The length of removal at the beginning of the year is most likely to short to be an expulsion. SDA & Discipline Data Comparison Detail Reports 50 Unilateral Removals to an Interim
Alternative Education Setting (IAES) 1(A), 1(B), 1(C),1(D), 2 Out-of-School Suspensions or Expulsions and In-School Suspensions 3(A), 3(B), 4(A), 4(B) Disciplinary Removals 5(A), 5(B), 5(C),5(D) Children Subject to Expulsion 6(A), 6(B) SPED Excel Detail Report Detail Reports Detail Reports were created to assist Districts and Administrative Units validate the Data Summary and Year to Year Comparison Reports E.G. column 5c you may have 5 children that are reported with removals from 2-10 days in the Data Summary and Year to Year report but 7
records because a student has more than 1 detail record. The length of removals for the student meets the criteria and all records are included in the detail report. The student is only reported once in the authorized reports. SPED Detail Indicator 4 SPED Detail Indicator 4 This report is a listing of all student records that appear in the count for Indicator 4. We do not collect this report as a signed report, it is for your information. Refer to the SPED Data Summary Report pay special attention to Column 3B the total for this column is used to determine your Indicator 4A compliance The data in this column in Section B: Race/Ethnicity is used to determine Indicator 4B
compliance 52 SPECIAL EDUCATION DISCIPLINE REPORT RELATED DEADLINES Tuesday, August 15, 2017 Date by which you must have generated your complete Special Education Discipline Snapshot dataset by passing all interchange and snapshot validations in preparation for report review. Wednesday, August 16-August 23, 2017 Report review week. Review reports in detail and make any data corrections deemed necessary to ensure you are reporting valid and reliable data All changes must be made by end of day August 23, 2017 Thursday, August 23, 2017
Final report approval, upload signature 53 2/12/20 reports to DMS 53 August 23, 2017 Deadline Final report review AND approval. Date by which the Administrative Unit must approve their completed Special Education Discipline Data Collection Snapshot and; electronically SUBMIT the data to CDE via the Data Pipeline, verifying that its valid and reliable by uploading the signed Data Summary Report (all 14 pages) and the Year to Year Report (all 13 pages) along with explanations for Flags to the Data Management System. Districts send in
Superintendent Sign-Off Form 2/12/20 54 54 Important Dates to Remember Monday, April 3rd Discipline Interchange officially open Monday, May 8th Date by which the interchanges files must be uploaded: DISCIPLINE/IEP/STUDENT Thursday, June 8th Date by which the Admin Unit must generate a snapshot.
Thursday, June 22nd Date by which 90% of total record count must be included in Discipline Action file Wednesday, July 12th Date by which all Discipline Action Interchange errors must be resolved ALL DISTRICTS MET THE DEADLINE! Tuesday, August 15th Wednesday, August 16th Wednesday, August 23rd Wednesday, August 23rd
2/12/20 Date by which you must have generated a Complete Snapshot. All data records are included, Interchange & Snapshot Errors resolved Report Review Week. Districts need to be available to make any changes Admin Units deem necessary. Final Data Approval and Report Submission Kristi Gleason [email protected] 303-866-4620 55 Assistance Needed? If you have ANY questions about the Special Education Discipline Data Collection please feel free to contact us. No question or concern should remain unanswered of unresolved.
We are just a phone call or email away! Kristi Gleason 303-866-4620 [email protected] Collection Lead Lindsey Heitman 303-866-5759 [email protected] Alyssa Ohleyer 303-866-6308 [email protected] Exceptional Student Services Unit - Data Management System Email protocol please include: District # and Administrative Unit # Phone number where you may be reached Subject of the email NOTE: Never send files or reports via email contact us to determine best technical assistance avenue. 2/12/20 56 Thank you for joining us today!
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