School Safety & DisciplineReporting 2014-15

Melissa MarinoData Collection SupervisorMarch 2015

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Agenda

Methods of transmitting the data

Walk through of using the SSDR application

FY15 changes in the required data

Explanations of new elements

FAQ

Contact Information and Questions

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How to transmit SSDR data Online entry is no longer available

Data must be transmitted via file upload – one offense file and one discipline file per district. In order to upload and validate files in SSDR, you must have the DA security role “School Safety and Discipline Report (SSDR)”

Transmitting SSDR data via SIF will be an option for SIF districts whose vendor is able to upgrade their connection to SIF 2.7. Check with your vendor to see if this is an option for your district this year.

Certification deadline is July 24th

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Using the SSDR application

When you click on the School Safety and Discipline link on the security portal, you will see this screen. Select your district from the drop down, and select the current school year. Click next.

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You will see the above page. Click on the File Upload link on the left hand side of the screen.

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This page is where you can upload your offense and discipline files that you exported from your SIS. To upload, select offense, click the browse button and find the appropriate file, then click the continue button. Repeat this process to upload the discipline file.

7You will see this message after you click continue. Click the OK button to proceed while the system loads the files.

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Once both files are uploaded, you will see the above screen. Click the validate button to initiate validation of the two files and see the resulting error report. Click the clear button to cancel and go back to the initial file upload screen.

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Again, a message will appear letting you know that the files are being validated. Click OK to move to the next screen to see your error report.

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If your files have no errors, you will see the above screen with the message “Records are validated and there were no errors.”

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If your files contain validation errors, you will see the above screen, with a link to the error report. Clicking on this link will open the error report in another tab on your browser. **If you plan on exiting the application or moving away from this screen, be sure to print or save the contents of the error report because this link will not save.

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Sample Error Report

Above is an example of an SSDR error report. Each error has a corresponding error ID. More details on the error types are available in the SSDR Error List document on the Data Collection SSDR website: http://www.doe.mass.edu/infoservices/data/ssdr.html

Next steps are to correct the data errors in your SIS, re-export and transmit your files, and validate again until the files are clean.

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Changes 2014-15: Offense File

There are 5 new fields for descriptions

OFF DESC2 through OFF DESC5 are mandatory only if the offense types reported in OT2 through OT5 require specification. Example: offense type “other weapon”

INC DESC is an optional field that can be used to describe the incident in general. Useful if you are reporting multiple related offenses under the same Offense ID.

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Changes 2014-15: Discipline File

New discipline action (DAT): Emergency Removal

New options for Education Services provided (AE) and Education Services not provided (NAE)

New field ERDX: extra suspension days New field APPEAL: appeal code New field AEX: specification for specific

Education Services scenarios New fields SOT1 through SOT5: type of offense

ID (should be whichever offense ID is applicable to this student from the corresponding offense record)

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List of Disciplinary ActionsNew list of reporting options for DAT: Disciplinary Action

Taken

Report day of in-school suspension if student is there for more than half the day

New: Report day of out-of-school suspension if suspended for full day or for any portion of the day

New: Code 6 Emergency Removal

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Emergency Removal Definition: The removal of a student from school

temporarily when a student is charged with a disciplinary offense and the continued presence of the student poses a danger to persons or property, or materially and substantially disrupts the order of the school, and, in the principal's judgment, there is no alternative available to alleviate the danger or disruption.

For more detail on emergency removal:http://www.doe.mass.edu/lawsregs/advisory/

discipline/StudentDiscipline.html

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Emergency Removal

New field ERDX: Extra Suspension Days

Emergency removals can be for no more than 3 days. If there were additional suspension days added to the discipline, report the number of additional days in this field.

Report 0 in this field if the disciplinary action taken is not emergency removal.

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Education Services A school has the obligation to provide each

student who is suspended or expelled an opportunity to make academic progress during the suspension or expulsion. Students and parents must be notified in writing of this opportunity at the time of suspension or expulsion.

For more detail on the Education Laws and Regulations around Education Services:

http://www.doe.mass.edu/lawsregs/advisory/discipline/StudentDiscipline.html

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Education Services Students who are suspended or expelled for

more than 10 consecutive days must be provided a list of education services that the school will provide the student during the period of suspension or expulsion. The school must document and report whether the student accepts the services and, if so, what services.

Students who are suspended or expelled for 10 days or less are also entitled to education services but the services do not need to be reported to ESE.

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Education ServicesNew list of reporting options for AE: Education

Services Provided

**Codes 4 and 5 have been discontinued. Codes 6, 7 and 8 are new.

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Education ServicesNew list of reporting options for NAE: Education

Services not provided

**Codes 2,3 and 4 are discontinued. Codes 5,6 and 7 are new.

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Long Term Suspension Appeal

New field APPEAL: Appeal Code

Students who are suspended long-term have a right to appeal the principal's decision to the superintendent, and the principal must include notice of the right to appeal in the suspension decision. Students who have been suspended short-term do not have the same right of appeal to the superintendent under §37H ¾ though the district may choose to provide it.

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FAQ

If the suspension was 10 days or less and I am not reporting the Education Services,

how do I code this?

Education Services Indicator (AEINC)= N Education Services not provided (NAE) = 7  (other) Other Specification (AEX)= “not required to report”

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FAQ

If a student is expelled and receiving Education Services, how do I code them in SIMS? Do I code them as expelled or

enrolled?

DOE012 should be coded as expelled (05) if the student was expelled on the SIMS reporting date, regardless if he/she is receiving education services.

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FAQWhat is the difference between out-of-school

suspension and emergency removal?

If the student's continued presence is a danger or causes material and substantial disruption, and there is no alternative to address the danger or disruption, the principal has the discretion to remove the student on an emergency basis. In such an emergency, the school is not required to provide advance oral and written notice to the student and parent prior to the student's removal from school, unlike with out-of-school suspension.

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FAQ

If a student was suspended for two extra days after a three day emergency removal, are the two extra days included in the days missed and date eligible to return/date

returned?

Yes, the two extra days should be included in the days missed. So days missed (DM) = 5

And if the start date of the discipline was 3/23/15, the date eligible/date returned should be 3/30/15.

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FAQ

More information can be found on the below site. It is a Q&A on the new Student and Discipline Laws and

Regulations.

Student Discipline Laws and Regulations: Question and Answers

http://www.doe.mass.edu/lawsregs/advisory/discipline/QA.html#7

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ContactsFor questions about SSDR data collection, contact

your ESE Data Collection Support Specialist

Locate the name of your specialist at

http://www.doe.mass.edu/infoservices/data/fts.html

My contact information:Melissa MarinoData Collection Supervisormmarino@doe.mass.edu

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QUESTIONS?