Welcome KSIS Mid-Year Training

1. WelcomeKSIS Mid-Year Training January 8, 20148:00 a.m. (CST)/9:00 a.m. (EST)

2. 2013-14 Safe Schools Windy Newton, Systems Consultant IT Office of Next Generation Schools &Districts Division of Student Success

3. Requirements 2013-14 • Resolutions mapped to the state code of SSP7: Restraint and SSP8: Seclusion have been added to the data standards and reporting for Safe Schools. • Data collection of Restraint and Seclusion custom tab must be completed for any incident resulting in Restraint or Seclusion.

4. Requirements for inclusion in Safe Schools Reporting • Incidents with law or board violation selection from one of the following categories: • Assault or Violence • Guns or other weapons • Controlled substances (including alcohol or tobacco) • Bullying or Harassment • Incidents with state resolutions of one of the following: • Expulsion, with services – SSP1 • Expulsion, without services – SSP2 • Out of School Suspension – SSP3 • In School Removal – INSR • Restraint – SSP7 • Seclusion – SSP8

5. Data Standards • A list of the select law and board violations can be found in the 2013-14 Safe Schools Data Standards on the KDE Safe Schools website. • The data standards provide users with details as to what data must be entered into IC for safe schools reporting purposes. Descriptions and screenshots are part of the document.

6. Communication • KDE’s primary point of contact for Safe Schools data collection is the Safe Schools Coordinator for the district. • All notifications sent to Safe Schools Coordinators are also sent to the KSIS Point of Contact. • It is the district’s Safe Schools Coordinator’s responsibility to communicate important notifications regarding data entry and standards to the school users in their districts.

7. How is the data used? • The data is reported to the Kentucky Center for School Safety • The Office of Education Accountability • Legislative requests • U.S. Department of Education • School Report Card > Learning Environment tab > Safety Tab

8. School Report Card • This data will be reported on your district and school report cards via Open House for 2013-14. • The 2012-13 data is populated currently for each school. • It is very important that schools and districts verify their data during the verification window for Safe Schools reporting and during the verification window for School Report Card.

9. Corporal Punishment • If your district does not implement Corporal Punishment according to board policy, the resolution code should be end dated via Behavior > Admin > Resolution Types • This will prevent users from selecting as a resolution in error.

10. Multiple Resolutions • Scenario: • Student receives a resolution of In-School Removal • During serving of INSR, student receives an Out-of-School suspension before INSR has ended • INSR resolution must be end dated or end timed prior to the start of the SSP3

11. State Resolutions • Require a selection of a law or board violation on the event detail • Require a start date and time • Require an end date and time

12. Restraint and SeclusionResolution ID • Why is this important? • This is the primary data element that will connect the data entered on the Restraint/Seclusion tab to the data entered on the Behavior Detail. • The student level custom report will not generate if the IDs do not match. • The data is required according to regulation.

13. Restraint and SeclusionResolution ID • The resolution ID field on the Restraint and Seclusion tab must be manually entered • Where do I find it? • The resolution ID is an auto-generated number assigned to a resolution when saved in the Behavior Management Tool. • Within the student’s Behavior Tab, click on the hyperlink to the appropriate incident (this will open the incident detail).

14. Restraint and SeclusionResolution ID continued • Click on the ID hyperlink within Incident Detail. • This will open up the incident within the Behavior Management Tool, the Resolution ID will be found within the Events and Participants section of the Incident.

15. Restraint and SeclusionResolution ID continued • Enter this resolution ID on the Restraint and Seclusion Tab in the Resolution ID field. The resolution ID on the R/S tab and the Behavior detail must match!

16. Recorded WebEx Session • KDE has developed and posted a recorded WebEx session detailing the steps described in the previous slide. • This can be found on KDE’s Safe Schools Data Collection and Reporting website.

17. Safe Schools Extract • The Safe Schools Extract is located via KY State Reporting | Safe Schools. • The validation report should be run monthly and distributed to schools for clean up of error/warnings prior to the end of the school year.

18. Validation Checks • Errors– Indicate problematic data that will NOT pull on the report • Warnings – Indicate problematic data that WILL pull on the report Districts should work throughout the school year to clean up errors and warnings.

19. Safe Schools Extract: Report Errors • Error 1: Resolutions – Missing Start/End Dates and/or Start/End Times This error will appear anytime a student has a state resolution without a resolution start/end date and/or start/end time.

20. Safe Schools Extract: Report Errors • Error 2: State Resolutions without a Law or Board Violation Selected This error will appear any time a student has a State Resolution without a selection of a Law or Board violationwithin the Event Detail

21. Safe Schools Extract: Report Errors • Error 3: Events without a Participant This error will appear anytime an event with a qualifying Law or Board violation does not have participant selected. • To resolve this issue: find behavior incident and add participant, if applicable; otherwise the incident should be deleted.

22. Safe Schools Extract: Report Errors • Error 4: Student Behavior Incident Date is not within Enrollment This error will appear for any student offender with a qualifying behavior incident date outside the student’s enrollment dates. • To resolve this issue, verify incident date as compared to enrollment start/end dates. If this is a non-reported incident, such as attendance letter for documentation purposes, the error can be disregarded. • A future update will change the logic of this error to compare the incident date to any district enrollment, not just the current school enrollment.

23. Safe Schools Extract: Report Warnings • Warning 1: Out of School Suspension/attendance dates and/or times Inconsistent This warning will appear for students who received a state resolution of SSP3 and the start/end date/times of the behavior resolution are not consistent with the check-in/out date/time within the student’s attendance. • NOTE: the Suspension/Attendance Linkage report will assist. • Check-in/out date/times are the authoritative elements for this data.

24. Safe Schools Extract: Report Warnings • Warning 2: Missing Demographic Data This warning will appear for students who are missing one or more of the following demographic fields: • State Student ID • First Name • Gender • This error should really never occur, if it does a ticket with IC Support should be open to resolve the demographic issue. • This warning will be removed in a future release.

25. Safe Schools Extract: Report Warnings • Warning 3: Student Behavior Resolution Date not within Enrollment This warning will appear for students who have a behavior resolution start/end date outside of the enrollment start/end dates. • For validation purposes, users should verify the dates of the resolution are within the dates of an enrollment record. • A future update will change the logic of this error to compare the incident date to any district enrollment, not just the current school enrollment.

26. Safe Schools Extract: Report Warnings • Warning 4: Overlapping State Resolution Start Date/Time and or End Date/Time This warning will appear anytime a student has two or more state resolutions (SSP1, SSP2, SSP3, SSP5, INSR) which overlap by any span of dates or times. • To resolve this issue, open the behavior records and adjust the dates/times so they do not overlap with another state resolution record. • NOTE: most of these incidents involve an INSR and an SSP3 record. The SSP3 cannot start before the INSR has ended.

27. Things to know! • Begin cleaning up your errors/warnings NOW… • Once data exported in Excel, separate by school and send to your building principals for verification. • This data is reported publically via the School Report Card.

28. 2013-14 Timeline • May 1st – Official district verification window opens • June 30th- District verification window closes • June 30th– Superintendent verification due to KDE • July 1st- KDE will extract data from IC state data warehouse • July 15th (tentative) – District and school level data will be available for viewing in the 13-14 School Report Card Data Collection tool • July 31st- School Report Card verification of behavior data ends (note: two weeks after availability in SRC) • August 30th– Data provided to KCSS and OEA as mandated by KRS 158.444 • End of September– Public release of School Report Card

29. Questions • Infinite Campus Behavior questions, contact windy.newton@education.ky.gov • Behavior Programmatic questions, contact libby.taylor@education.ky.gov • Restraint and Seclusion Programmatic questions, contact gretta.hylton@education.ky.gov • Have a Question? Post it in the Lync chat window.