Transcript ssdr Webinar2014 2015

School Safety & Discipline
Reporting 2014-15
Melissa Marino
Data Collection Supervisor
March 2015
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.
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You 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 Actions
New list of reporting options for DAT: Disciplinary Action Taken
Report day of in-school suspension if student is there for half the day
or more
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/discipli
ne/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/discipli
ne/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 Services
New list of reporting options for AE: Education Services
Provided
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**Codes 4 and 5 have been discontinued. Codes 6, 7
and 8 are new.
Education Services
New list of reporting options for NAE: Education
Services not provided
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**Codes 2,3 and 4 are discontinued. Codes 5,6 and 7
are new.
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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FAQ
What 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/dis
cipline/QA.html#7
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Contacts
For 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 Marino
Data Collection Supervisor
[email protected]
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QUESTIONS?
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