Safe Schools Data Collection and Reporting - Victoria Fields, Program Consultant Windy Newton, Office Data Manager Office of Continuous ...

Safe Schools Data
Collection and Reporting
                      Victoria Fields, Program Consultant
                     Windy Newton, Office Data Manager
          Office of Continuous Improvement and Support

                                                      2018-19 Beginning-of-Year Training

Enhancements Behavior Admin

 Behavior | Admin | Event Types
     ● Previously existing local event types were end
       dated as of 6/30/2018.
     ● New local event types for all state violations were
       created with a start date of 7/01/2018.
     ● The behavior event types now have appropriate
       mapping of State Violation Code mapping, which
       provides the connection to previous law/board
       violations for reporting purposes.
                                                             2
Victoria Fields and Windy Newton

Default Selections

 Behavior | Admin | Event Type
     ● Name        added to match State Event Code
     ● Available        in Referral selected
     ● Alignment          of Discipline selected
     ● Start     Date of 07/01/2018
     ● State      Event Code (Mapping) selected
     ● Classification              selected, if applicable

                                                             3
Victoria Fields and Windy Newton

Local Event Codes
  Users with appropriate rights, can add local
   event codes, if needed.
  Before doing so, review the pre-loaded list to
   ensure the addition will not duplicate an
   existing pre-loaded event type.
  Select the appropriate state event code
   (mapping).
  Do not end date or delete the pre-loaded event
   types. Available in Referral be deselected if
   district chooses to not have the event code
   available to the school level staff.
                                                    4
Victoria Fields and Windy Newton

Behavior Management Tool

 Behavior Management | Event Details
     ● Law violation and board violation drop lists have a
       DO NOT USE disclaimer
     ● 2018-19 behavior events should not have a
       selection of law or board violation
     ● The fields will remain until October release to
       allow districts to update 2017-18 behavior events
       if needed based on review of the School Report
       Card data.
                                                             5
Victoria Fields and Windy Newton

Drug Classification

 When user selects Drug, Tobacco or Alcohol
  use, possession or distribution event types,
  Drug Type element via Participant Detail is
  required.
 User will select the type of drug added for
  each participant involved in the event.
 This field will be used for reporting
  purposes.
                                                 6
Victoria Fields and Windy Newton

Weapon Classification

 When user selects Weapon use, possession
  or distribution event types, the Weapon Type
  element via Participant Detail is required.
 User will select the type of weapon added
  for each participant involved in the event.
 This field will be used for reporting
  purposes.
                                                 7
Victoria Fields and Windy Newton

Harassment Classification
 When user selects bullying, harassing
  communications, harassment, stalking,
  threatening another student, threatening staff
  or verbal abuse event types, the Harassment
  Type element via Participant Detail is required.
 User will select the type of appropriate basis for
  harassment added for each participant
  associated with the event.
 This field will be used for reporting purposes.

                                                       8
Victoria Fields and Windy Newton

Planned Upcoming Releases
 Campus.1833, September 12th, new Safe
  Schools extract will be available that
  incorporates the changes to behavior
 Campus.1837, October 10th, Law Violation
  and Board Violation drop lists will be hidden
  from Behavior Event Detail screen

                                                  9
Victoria Fields and Windy Newton

Restraint and Seclusion
 Review local resolution codes via Behavior |
  Admin | Resolution Types
     ● Ensure  there is a resolution for Restraint with a
        State Mapping of Restraint

     ● Ensure  there is a resolution for Seclusion with a
        State Mapping of Seclusion

                                                            10
Victoria Fields and Windy Newton

Interim Alternative Educational Setting
 Review local resolution codes via Behavior |
  Admin | Resolution Types
     ● Ensurethere is a resolution for IAES: Unilateral
        Removal by School Personnel – SPED only

     ● Ensure  there is a resolution for IAES: Removal
        by Hearing Officer– SPED only

                                                          11
Victoria Fields and Windy Newton

In School Removal
 Review local resolution codes via Behavior |
  Admin | Resolution Types
 Any local resolution meeting the definition of In
  School Removal must have a State Mapping of
  In School Removal for reporting purposes.
 Definition: A removal from the student’s regular
  educational setting during instructional time
 Examples: In-School Alternative Placement
  (ISAP), In-School Suspension (ISS), Safe Room,
  In-School Detention, Alternative Classroom, or
  Alternative Education Program within the
  district.
                                                      12
Victoria Fields and Windy Newton

Corporal Punishment

 If your district does not have board policy
  regarding the use of Corporal Punishment,
  the resolution should be end dated so users
  cannot make the selection by mistake.

                                                13
Victoria Fields and Windy Newton

Behavior Response
 Behavior | Admin | Response Types
 If your district only uses the Behavior
  Response section of the Behavior
  Management Tool to record Restraint and
  Seclusion detail, then the BR03: Other option
  should be end dated. This is not a valid
  response for restraint or seclusion.

                                                  14

Behavior Preference Options
 The following options are available for districts to consider to
  ensure accuracy of data throughout the year.
     •   Behavior | Admin | Preferences
          • Notify the person who enters the referral when a resolution has been
            assigned.
          • Add Parent/Guardian signature line on the Behavior Detail Report.
          • Add Administrator signature line on the Behavior Detail Report.
          • Require behavior approver for Behavior Response.
          • Require behavior resolution before behavior incident can be set to
            complete.
          • Lock behavior discipline incidents that have a status of Complete.
  Additional information can be found on Campus Community.

                                                                                   15
Victoria Fields and Windy Newton

Review Data Regularly
KDE recommends that districts and schools run
 reports regularly to ensure data accuracy
Provide user access to administrators in school to
 run reports on a regular basis
Available Resources:
      Safe Schools Extract via KY State Reporting
      A_Behavior Report via KY State Reporting | KDE
       Reports (qualifying events, SSP3, SSP7 and SSP8
       resolutions)
      Restraint or Seclusion Error Report via KY State
       Reporting | KDE Reports

                                                          16
Victoria Fields and Windy Newton

Missing Children Process
 Beginning early to mid-August, KDE will transition the missing
  children notifications from a KDE web application to generation
  through Infinite Campus.
    •   A daily file is received from Kentucky State Police (KSP)
    •   This file will be imported by KDE into Infinite Campus (IC)
    •   IC functionality will search the state database for the student using DOB,
        Name and Social Security Number.
    •   If the student is located in IC, the process will create/update a Missing Child
        flag in the student’s previous year, current and future enrollments with a
        start date and/or if student recovered with an end date.
    •   An email notification and/or cancellation will be generated automatically
        and sent to the principal email address found via System Administration |
        Resources | School detail.
    •   A process alert will be sent to all members of the Missing Child User Group
        with calendar rights to the school(s) of the missing student.
    •   If the student is not located in IC, an error message will generate which KDE
        will work to resolve.
                                                                                          17
Victoria Fields and Windy Newton

Summer Task #1 to Prepare
Principal Designation:
     •   Ensure the correct principal name and email address for
         all schools in district within IC via System Admin |
         Resources | School | School Detail
 Important Reminders: These fields must be updated
 anytime there is a change in principal, head teacher
 or administrator within the school. The email
 address should be complete and valid. The email
 address should also be the district assigned email
 address, not a personal email address.
                                                                   18
Victoria Fields and Windy Newton

Summer Task #2 to Prepare
 Missing Child User Group:
     •   Add all staff at the district level that should receive missing children
         notifications and/or cancelations to the Missing Child user group.
         This would include District Pupil Personnel Directors and other
         designees in the district that previously would have been copied on
         the email notifications sent to principals. District staff will also need
         calendar rights to all calendars. Users added to the Missing Child
         group will receive missing child notifications via the Process Alerts
         inbox based on calendar rights.
 Important Reminders: Once the new system is implemented,
 those previously copied on the email notifications will only receive
 notification in the process alert section of IC only after they have
 been added to this group and have access to the calendar.
 KDE requests these tasks be completed in all districts by close of
 business on July 31, 2018.
                                                                                     19
Victoria Fields and Windy Newton

Resources Available

KDE Safe Schools and Data Collection
 website
Behavior Data Standards
KDE Restraint and Seclusion website
KDE Missing Children website

                                        20
Victoria Fields and Windy Newton

Contacts

Safe Schools:
     •   Victoria Fields, (502) 564-4772, ext. 4015
     •   Windy Newton, (502) 564-5130, ext. 4063
Missing Children:
     •   Victoria Fields, (502) 564-4772, ext. 4015
     •   Windy Newton, (502) 564-5130, ext. 4063
     •   Rae Burgess, (502) 564-4772, ext. 4019

                                                      21
Victoria Fields and Windy Newton