Report of children with disabilities subject to disciplinary removal
Contents
1. 2 e asim Report of Children with Disabilities Subject to Disciplinary Removal May 2009 8 of 18 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA Import Excel Data into Access Import the data you have compiled in the Excel template using the Get External Data function in Access Access 2003 Click on the File menu then click Get External Data then Import Find and select your saved Excel template Be sure Microsoft Excel xls is selected as the Files of Type Be sure the radial button Show Worksheets is selected The first worksheet you will import is the Demographics worksheet From the list at the right select the worksheet you are importing Demographics Then click next Check the First Row Contains Column Headings box Then click next You will be importing this data into an existing table so click the In an Existing Table radial button and select the table ByStudent_DEMOGRAPHICS Then click next Then click finish Repeat the import steps for the Unilateral Removals and the Suspension Expulsion worksheets Access 2007 Click on the External Data tab on the menu bar then click on Excel in the Import group of buttons In the Get External Data First you will Specify the Source of the Data by utilizing the Browse button to find and select the Excel template file where you have entered your data Next you will select the radial button to Append a Copy of the Records to the Table and select the ByStudent_DEMOGRAPHICS table in t2. la SN Ss ma Fa a a ee el Save J Spelling 4 dvanc a View Paste a G e aier i s Refresh 3 Filter x Size to Switch Find z F Ae p Ally X Delete E More gt Toggle Filter Fit Form Windows 7 i Views Clipboard Font J Rich Text Records Sort amp Filter Window Find View This option will allow you to view all of the Data student records you have entered You may use this to verify your data View Search Individual Student Records Only Administrative Functions Navigation Pane Fi 2 Print Reports Clicking this button will print all 14 pages of reports and the signature page Export Data amp Print Signature Page Only lll v Record M lofi gt K Search start G 08 Im 6 2 DE 2 Microsoft offi fm SED 210_2008 2 33 Windows Expl WE Microsoft Acces 2 Report of Children with Disabilities Subject to Disciplinary Removal May 2009 11 of 18 o 642Pm 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA Export Data 1 Export your data by clicking the Export Data button on the Switchboard_ByStudent switchboard 2 A notification box will pop up asking you to save each of the files that follow to either a 3 floppy or CD Click ok Please save your files to a CD 3 An Output To box will appear Select Microsoft Excel xls and click ok You will need to do this several times 4 Select where you want
3. Disciplinary Removal May 2009 2 of 18 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA Excel Template Open the Excel template file that you saved to your computer If you are using Excel 2007 and upon opening the database you see a message indicating Security Warning Certain content in the database has been disabled You do NOT need to enable contents for the Excel template On the cover page worksheet enter your distinct 5 digit admin unit SOP number dd 9x Chis Z AIA x Discipline_Template_05292009_V3 xIsx Microsoft Excel xX preme 1 Insert Page Layout Formulas Data Review View amp x yo EZ ji Sa oa ly amp a Jo A a ele Tet J E g FAS z 4 Al Delete Re gt E PA v iie TERI Conditional Format Cell Sort amp Find amp u E la a Ji l F x E 38 Formatting as Table Styles Format a Filter Select Clipboard sl Font _ BL Alignment ta Number a E Styles Cells Editing Security Warning Automatic update of links has been disabled Options 5 coverpage Q rn y Report of Children with Disabilities Subject to Disciplinary Removal May 2009 3 of 18 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA You will be entering data into 3 worksheets within the Excel template file Demographics UnilateralRemovals and Suspension Expulsion Please refer to the end of this do
4. FI Font Rich Text Records Sort amp Filter Window Find 3 Main Switchboard Student Discipline Data School Year 2008 09 Instructions 1 Click on the gray button next to Enter Administrative Unit Number Enter your Administrative Unit SOP number for which you are reporting and select your Administrative Unit SOP name from the drop down menu Then click Close Form 2 Import your data from Excel using the file menu Excel column headings MUST match the Field Name in the File Layout You will import 3 fi the following existing access tables Student Demographic Data Import to By Student DEMOGRAPHICS Unilateral Removals Import to ByStudent_Sec_1 2 Suspensions Expulsions Import to ByStudent_Sec_ 3 3 Once you have imported all of your data go to the Student Data Switchboard by clicking the Student Data button Print your reports using the Reports button This will automatically print your reports Please verify that your data are correct and that all totals match 4 Export your data using the Export button Follow submission instructions to submit your hard copies and exported files to CDE v c a c 2 S Ss z _ Student Data Mail certified or overnight To Direct Inquiries To Colorado Department of Education Kristi Gleason Attn Kristi Gleason 303 866 4620 201 E Colfax gleason k cde state co us A start BEOR AW Ce DE 2 Merosot off SED 210_2008 2 3 Windows Expl WE Microsof
5. the Middle East Gender 01 Female a o2 Mae Report of Children with Disabilities Subject to Disciplinary Removal May 2009 14 of 18 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA Birth Date The month day and year on which an individual was born i e 09151989 MMDDYYYY format Students must be 3 21 as of December 1 of the current reporting period Grade Level The grade level or primary instructional level at which a student enters and receives services in a school or an educational institution during a given school year Please refer to the Special Education End of Year Student Grade Code Min Max table for valid grade age ranges posted on the Special Education Finance and Data website http www cde state co us cdespedfin EOYStudent htm 002 Infant 004 Pre kindergarten Preschool 006 Half Day Kindergarten 450 hours 007 Full Day Kindergarten 900 hours 010 Grade 1 020 Grade 2 030 Grade3 040 Grade4 050 Grade 5 060 Grade 6 070 Grade 7 080 Grade 8 090 Grade 9 100 Grade 10 110 Grade 11 120 Grade 12 School Code A unique number assigned to a school by CDE Refer to the Special Education Finance and Data website for code tables http www cde state co us cdespedfin EOYStudent htm e Public School Code Non Public School Code e Head Start Code Last Name The name borne in common by members of a family First N
6. 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA Colorado Department of Education Data Services Unit Telephone 303 866 4620 REPORT OF CHILDREN WITH DISABILITIES SUBJ ECT TO DISCIPLINARY REMOVAL USER MANUAL INSTRUCTIONS SCHOOL YEAR 2008 2009 Due Date August 31 2009 Report Must Contain e Discipline Report 14 pages e Signed Certification e CD with Access Database and Extracted Excel Files To be completed by Administrative Units and State Operated Programs Report of Children with Disabilities Subject to Disciplinary Removal May 2009 1 of 18 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA 2008 2009 DISCIPLINE COLLECTION USER MANUAL INSTRUCTIONS The following instructions will guide you through the Discipline Excel template and Access database These instructions do not include reporting criteria and should not be used in place of the federal instruction document Please be sure to read the federal instructions thoroughly Overview There are several steps to complete this data collection e Enter your data into the Excel template or import from your student system into the template e Import your data from the Excel template into the corresponding table in the Access database a ByStudent_DEMOGRAPHICS b ByStudent_Sec_1_2 c ByStudent_Sec_3 4 e Print your reports from the Access database e Mail the completed report with signature and exported files with some form of special handling Report of Children with Disabilities Subject to
7. SASIDs can be obtained from the Record Integration Tracking System RITS Type of Removal Type of Removal to an Interim Alternative Educational Setting For each incident in which the student was unilaterally removed either by school personnel or as determined by a hearing officer indicate the type and reason for the removal Leave this field blank if the student was not unilaterally removed during the reporting period Unilateral Removal by School Personnel Instances in which school 01 personnel not the IEP team order the removal of children with disabilities from their current educational placement to an appropriate interim alternative education setting for not more than 45 school days The IEP team is responsible for determining the interim alternative education setting Unilateral removals do NOT include decisions by the IEP team to change a student s placement 02 Removal Based on a Hearing Officer Those instances in which an impartial hearing officer orders the removal of children with disabilities from their current educational placement to an appropriate alternative educational setting for not more than 45 school days based on the hearing officer s determination that maintaining the child s current placement is substantially likely to result in injury to the child or other The IEP team is responsible for determining the alternative educational setting Removal Reason Unilateral Removal by School Personnel fo
8. alid two digit code You cannot choose removal reason with a Type of Removal Code 02 e Number of Days Removed Choose from drop down menu cannot be more than 45 days Please note that there may be more than one record per student in the UnilateralRemovals worksheet For instance if a student s incident involves both a weapon and drugs you would have one record for the weapon incident and one record for the drugs Report of Children with Disabilities Subject to Disciplinary Removal May 2009 4 of 18 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA Suspension Expulsion In the Suspension Expulsion worksheet you will be entering the following data for each Suspension and Expulsion incident e SASID Choose SASID from ByStudent_DEMOGRAPHICS record only e Type of Suspension Expulsion Choose from drop down menu must be a valid two digit code e Number of Days Suspended Report number of days child was suspended or expelled Please note that there may be more than one record per student in the Suspension Expulsion worksheet For example a student suspended multiple times would have a record for each suspension Save and close the template you will need this when you import your data from the Access database Report of Children with Disabilities Subject to Disciplinary Removal May 2009 5 of 18 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA Open the Access Database Open the Access database file that you saved to your computer I
9. ame The name given to an individual at birth baptism or during another naming ceremony or through legal change Report of Children with Disabilities Subject to Disciplinary Removal May 2009 15 of 18 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA Primary Disability A 2 digit code representing the student s Primary Disability If the student has more than one disability the code number reported must be that of his or her major disability as reflected on the student s Individualized Education Program IEP or Significant Limited Intellectual Capacity o3 Emotional Disability o4 Specific Learning Disability o5 Hearing Disability o6 Visual Disability 07 Physical Disability o8 Speech or Language Impairment o9 Deaf Blind 10 Multiple Disabilities a Preschooler with a Disability iel Infant Toddler with a Disability 13 Autism 14 Traumatic Brain Injury LEP Status The 2 digit code indicates whether the student is an English Language Learner This information should be indicated on the student s IEP fa re Report of Children with Disabilities Subject to Disciplinary Removal May 2009 16 of 18 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA Removals SASID A unique ten digit number assigned to each student by CDE referred to as a SASID For the purposes of the Discipline collection the SASID s reported in the UnilateralRemovals worksheet must have been reported in the DEMOGRAPHICS worksheet
10. cument for detailed data element definitions including allowable codes and data formats Demographics In the Demographics worksheet you will be entering the following data for each student you are reporting e Admin Unit SOP Number This number will populate from the cover page where you entered your Admin Unit SOP number e District Choose from drop down menu must be a valid four digit code e Local ID LASID Unique ten digit code e Student ID Unique ten digit code e Racial Category Choose from drop down menu must be a valid two digit code e Gender Choose from drop down menu must be a valid two digit code e Birth Date MM DD YYYY format between the ages of 3 21 e Grade Level Choose from drop down menu must be a valid three digit code e School Code Choose from drop down menu must be a valid four digit code e Last Name Student s Last Name e First Name Student s First Name e Primary Disability Choose from drop down menu must be a valid two digit code e LEP Status Choose from drop down menu must be a valid two digit code Please note that there is only one record per student in the Demographics worksheet UnilateralRemovals In the UnilateralRemovals worksheet you will be entering the following data for each Removal incident e SASID Choose SASID from ByStudent_DEMOGRAPHICS record only e Type of Removal Choose from drop down menu must be a valid two digit code e Removal Reason Choose from drop down menu must be a v
11. existing access tables content provides critical functionality and you trust its source 7 M forr r Student Demographic Data Import to By Student_DEN Hae nimate I te et to ByStudent Sec 1 2 File Path J e 08 09 Copy of Discipline0809_v1_5_25_09 for FINAL updates mdb Suspensions Expulsions Import to ByStudent_Sec_3_ Help protect me from unknown content recommended ot 3 Once you have imported all of your data go to the Stud Reports button This will automatically print your reports Navigation Pane 4 Export your data using the Export button Follow subn Open the Trust Center Mail certified or overnight To Direct Inquiries To Colorado Department of Education Kristi Gleason SS E A start G EORNA H muye OE Sped Discipli J OMB Discipli fH SED 210_20 Discipline 08 IE Microsoft A B 5 55pm Report of Children with Disabilities Subject to Disciplinary Removal May 2009 6 of 18 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA You should see the Main Switchboard that looks like this Qa ld Cen is Microsoft Access a y Home Create External Data Database Tools a y Ne Totals 4 Zz Selectior x PI a a 5 eane BS a a Brt ze S Save T Spelling 4 Y Advanced View Paste 5 j 37 Refresh A Filter k Sizeto Switch Find X F A E All 7 Delete E Me 3 7 Toggle Filter Fit Form Windows W7 Views Clipboard
12. f you are using Access 2007 and upon opening the database you see a message indicating Security Warning Certain content in the database has been disabled Please click on the Options button then on the radial button to Enable this content then click OK aS Gq oe Fs gt Home Create External Data Database Tools E Ne Total gt Selection me eN EE p a ie ss a Bek Save J Spelling zl Y Advanced View Paste r f iz 37 Refresh X T A Filter P ii Sizeto Switch Find 3 J A HE All Delete More j X Toggle Filter Fit Form Windows Ww Views Clipboard Font Rich Text Records Sort amp Filter Window Find r z x x Security Warning Certain content in the database has been disabled Options 2xl 8 Main Switchboard Student Discipline Data School Year Security Alert VBA Macro Instructions Access has disabled potentially harmful content in this database 1 Click on the gray button next to Enter Administrative and select your Administrative Unit SOP name from the dr If you trust the contents of this database and would like to enable it for this session y only click Enable this content r Warning It is not possible to determine that this content came from a 2 Import your data from Excel using the file menu Excel trustworthy source You should leave this content disabled unless the the following
13. he dropdown list of tables Then click OK Make sure the Show Worksheets radial button is selected From the list at the right select the worksheet you are importing Demographics Then click next Check the First Row Contains Column Headings box Then click next Then click finish A pop up window will appear that says Microsoft Office Access was unable to append all the data to the table click yes Then click the close button Repeat the import steps for the UnilateralRemovals and the Suspension Expulsion worksheets Report of Children with Disabilities Subject to Disciplinary Removal May 2009 9 of 18 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA Verify Data 1 Verify your data To review the data you have imported click on the View Data under Preview Reports on the Switchboard_ByStudent switchboard z Qee 6 Home Create Exte Switchboard_ByStudent Microsoft Access rnal Data Database Tools m 4 SS Nev Tota a Zz Selection T Ea E Epa la 2 a B 7 U z 22 cf Save T Spelling 4 T Advanced View Paste 4 2 abs Refresh x Filter s J VAD E EEE i All X Delete More ji Toggle Filter Views Clipboard ont Rich Text Records Sort amp Filter Size t Switch Fit Form Windows Window 12 at Find Find 1 xX a x Preview Reports Only view This option will allow you to view all of the Data student records you have entered You may use this
14. r 01 02 03 Number of Days Removed For each unilateral removal incident either by school personnel or as determined by a hearing officer indicate the number of days of the removal Leave this field blank if the student was not subject to a unilateral removal during the reporting period Drugs The use possession sale or solicitation of drugs as identified in 21 U S C 812 These offenses do NOT include use possession sale or solicitation or alcohol or tobacco Serious Bodily I njury A bodily injury that involves a substantial risk of death extreme physical pain protracted and obvious disfigurement or protracted loss or impairment of the function of a bodily member organ or faculty 18 U S C 1365 3 h Weapons A weapon device instrument material or substance animate or inanimate that is used for or is readily capable of causing death or serious bodily injury that is used for or is readily cable of causing death or bodily injury except that such a term does not include a pocket knife with a blade of less than 11 2 inches in length 18 U S C 930 Report of Children with Disabilities Subject to Disciplinary Removal May 2009 17 of 18 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA Suspension Expulsion SASID A_unique ten digit number assigned to each student by CDE referred to as a SASID For the purposes of the Discipline collection the SASID s reported in the Suspension E
15. t Acces ay 6 40pm Report of Children with Disabilities Subject to Disciplinary Removal May 2009 7 of 18 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA Enter Administrative Unit SOP Number in Access Click on the gray button to the left of Enter Administrative Unit Number A form will automatically open Enter your Administrative Unit SOP number for which you are reporting data and select your Administrative Unit SOP name from the drop down menu Then click Close Form vum C 3 n a Home Create External Data Database Tools te ca aise Be jy yee S A Pr rU A eel Save yelling Y Advanced View Paste Refresh A Filter a P Sizeto Switch Find s 7 A All gt Delete Me 7 7 Toggle Filter Fit Form Windows Views i an Dich Text Perard Sort amp Filter Window Find T A i MUST match the Field Name in the File Layout You will import 3 filg Denver 1 Denver on This button also allows you to review imported student data Print your reports using the Print Reports button and verify that your v c ri c 2 5 p B z to submit your hard copies and exported files to CDE Mail certified or overnight To Direct Inquiries To Colorado Department of Education Kristi Gleason Attn Kristi Gleason 303 866 4620 201 E Colfax gleason_k cde_state co us sat G COORG AH 6 e DE S sev 210 2008 2000 us sep 210_2008 2009 Swi E Microsoft access Dis Io
16. t mail the files on a CD and the signed reports with some form of special handling certified or overnight The due date for this collection is August 31 2009 Please be aware that only postmarks on or before the due date will be accepted as on time 1 Please note incorrect data will need to be resubmitted Please verify that your data is correct according to the federal requirements and definitions 2 The following files should be included on your CD submission e Access database with your data e Excel file of extracted files 3 Mail the completed report with signature and all files with some form of special handling certified or overnight to Colorado Department of Education ATTN Kristi Gleason Data Services Unit 201 E Colfax Room 507 Denver CO 80203 NOTE Please find below the Student Data Element Definitions Report of Children with Disabilities Subject to Disciplinary Removal May 2009 13 of 18 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA Student Data Element Definitions Student Demographics Admin Unit SOP Number A unique code assigned to an Administrative Unit State Operated Program by CDE Refer to Administrative Unit State Operated Program Code table posted on the Special Education Finance and Data website http www cde state co us cdespedfin EOYStudent htm District A four digit school district code Local ID LASID If your Administrative Unit State Operated Program uses a Locally Assigned St
17. to save your files CD 5 Leave the file name as is and click ok 6 Repeat steps 3 4 and 5 for each Dialogue box that appears There should be 9 total exports for data provided at the individual student level a PF F Switchboard_ByStudent Microsoft Access iia G Home Create External Data Database Tools 7 x I Nev Totals 4 gt Selection G j rA a B A uE eT 2 eH save HF spelling 4 T Advanced 7 if J Aor IE p BnS Delete j More D iii V7 Toggle Filte Sash Pose hi Clipboard Font Rich Text i Records Sort amp Filter Window Find Navigation Pane A start C E G amp fo 3 i v e 9 g Microsof Preview Reports View This option will allow you to view all of the Data student records you have entered You may use this to verify your data View Search Individual Student Records Only Administrative Functions Print Reports Clicking this button will print all 14 pages of 2 reports and the signature page Export Data f Print Signature Page Only v Record M lofl gt I amp Search amp sED 210_20 G sep 210 20 93 Windows WE Microsoft A g i A 6 52PM Report of Children with Disabilities Subject to Disciplinary Removal May 2009 12 of 18 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA Submit Data DUE TO THE SENSITIVITY OF THIS DATA THE RESULTS OF THIS COLLECTION CANNOT BE MAILED ELECTRONICALLY You mus
18. to verify your data K View Search Individual Student Records v c 6 E Administrative Functions P Ss z Print Reports Clicking this button will print all 14 pages of 2 reports and the signature page Export Data amp Print Signature Page Only v Record M 1of1 gt I start G EO a A fw K Search Se 9E tg Microsoft Offi Below are some key issues to check for when verifying your data Totals in EACH column of Section A by disability should equal the number reported in the corresponding total for Section B race ethnicity Section C gender and Section D LEP status For each row in Sections A through D the sum of columns 5B 5C and 5D should be less than or equal to the sum of columns 1A 2 3A 3B 4A and 4B Report of Children with Disabilities Subject to Disciplinary Removal May 2009 10 of 18 E SED 210_2008 2 LD3 Windows Expl WE Microsoft Acces 2 i 6 46pm 2008 2009 SPECIAL EDUCATION DISCIPLINE DATA Print Reports in Access After reviewing your data click the button next to Print Reports Clicking this button will print all 14 pages of reports and the signature page Have the Special Education Director sign the last page of the report Page 14 2 a s T Switchboard_ByStudent Microsoft Access 2x it e r Fal Home Create External Data Database Tools x a New Totals om ala BR i E
19. udent ID LASID for your students use the LASID This will help your Administrative Unit State Operated Program tie the LASID to the State Assigned Student ID SASID It will also help to identify records in error that must be corrected Student ID A_unique ten digit number assigned to each student by CDE SASID Student SASID s counted on the Discipline Report must be unduplicated SASIDs can be obtained from the Record Integration Tracking System RITS Racial Category The general racial ethnic heritage category which most clearly reflects the individual s recognition of his or her community or with which the individual most identifies 01 American Indian or Alaskan Native A person having origins in any of the original peoples of North America and who maintains cultural identification through tribal affiliation or community recognition Asian or Pacific Islander A person having origins in any of the original peoples of the Far East Southeast Asia the Indian subcontinent or the Pacific Islands This area includes China India Japan Korea the Philippine Islands and Samoa 03 Black not Hispanic A person having origins in any of the black racial groups of Africa 04 Hispanic A person of Mexican Puerto Rican Cuban Central or South American or other Spanish culture or origin regardless of race 05 White not Hispanic A person having origins in any of the original peoples of Europe North Africa or
20. xpulsion worksheet must have been reported in the DEMOGRAPHICS worksheet SASIDs can be obtained from the Record Integration Tracking System RITS Type of Suspension Expulsion For each incident in which the student was suspended or expelled indicate the type of suspension expulsion If the student was expelled indicate whether or not the student received educational services during expulsion i Number of Days Suspended For each suspension expulsion incident indicate the number of days of the suspension or expulsion In School Suspension Instances in which a child is temporarily removed from his her regular classroom s for disciplinary purposes but remains under the direct supervision of school personnel Direct supervision means school personnel are physically in the same location as students under their supervision Out of School Suspension Instances in which a child is temporarily removed from his her regular school for disciplinary purposes to another setting e g home behavior center This includes both removals in which no IEP services are provided because the removal is 10 days or less as well as removals in which the child continues to receive services according to his her IEP Expulsion Received Educational Services During Expulsion Expulsion Did NOT Receive Educational Services During Expulsion Report of Children with Disabilities Subject to Disciplinary Removal May 2009 18 of 18
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