Student Safety & Discipline Report (SSDR) Validation Rules: Error List Version 5.3

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1 Student Safety & Discipline Report (SSDR) Validation Rules: Error List Version 5.3 January 6, 2017

2 Table of Contents SSDR File Upload Errors (Data Format Errors)... 3 SSDR Incident Basic Validations... 4 SSDR Discipline Basic Validations... 5 SSDR Incident Dependency Validations... 7 SSDR Discipline Dependency Validations SSDR District File Validations Massachusetts Department of Elementary and Secondary Education Page 2 of 16

3 SSDR File Upload Errors (Data Format Errors) When a district uploads data that contain any of the following errors, the data will not be moved to the staging table. Massachusetts Department of Elementary and Secondary Education Page 3 of 16

4 SSDR Incident Basic Validations SSDR Incident date must be between begin date and today/end date The date of an incident may not be before the beginning of the fiscal year (July 1 to June 30) or after today s date or after the end of the fiscal year. SSDR Invalid School Code The school code entered is not one recognized by ESE. SSDR Offense Indicator must be set to "Y" This element must always be set to Y SSDR Invalid Discipline Code entered The discipline code must be set to Y or N SSDR Offense Code 1 invalid The first offense code must be one of the allowed values listed in Table 1 (see appendix) SSDR At least one offense code must be entered An incident must report at least one offense reported. SSDR Offense Code2 invalid The second offense code must be one of the allowed values listed in Table 1 (see appendix) SSDR Offense Code3 invalid The third offense code must be one of the allowed values listed in Table 1 (see appendix) SSDR Offense Code4 invalid The fourth offense code must be one of the allowed values listed in Table 1 (see appendix) SSDR Offense Code5 invalid The fifth offense code must be one of the allowed values listed in Table 1 (see appendix) SSDR At least one offender must be reported At least one offender must be reported. Massachusetts Department of Elementary and Secondary Education Page 4 of 16

5 SSDR Discipline Basic Validations SSDR All SIMS fields must be completed The SASID, First and Last name of each student offender must be filled in. Do not report discipline of non - student offenders. SSDR Start Date Disciplined/Days missed field must be filled in The start date of the discipline and the number of days missed must be completed. SSDR Program Status and Disciplinary Action must be completed A non - blank value must be submitted for program status and disciplinary action. SSDR Alt Education indicator field must be Y or N The Educational Services indicator field must be either N or Y. SSDR Invalid Disciplinary Action Taken code (DAT) entered The disciplinary action taken code must be one of those found in Table 3 (see appendix) SSDR SASID not found in student directory The SASIID reported must be active and found in the list of active SASIDs maintained by ESE. SSDR SASID not enrolled for this organization Only report disciplines for students enrolled in your school. Enrollment is determined by who is reported in your most recent SIMS submission. SSDR Invalid Bodily Injury Flag Valid values for the Bodily Injury Flag are Y, N and blank. SSDR Date returned must be on or after the date started and on or before the end of year. The date returned may not be before the beginning of the fiscal year (July 1 to June 30) or after the end of the fiscal year. SSDR Date eligible to return must be on or after the date started and on and before the end of year. The date eligible to return may not be before the date started or after the end of the fiscal year. For offenders who are only eligible to return in the next fiscal year, enter 09/01 of that year. Massachusetts Department of Elementary and Secondary Education Page 5 of 16

6 SSDR Discipline start date must be between the beginning and end of the year. The start date of a discipline may not be before the beginning of the fiscal year (July 1 to June 30) or after the end of the fiscal year. SSDR The Program Status Code is invalid Only those values found in table 2 (see appendix) are valid for the Program Status Code SSDR Days beyond emergency removal has been discontinued. Please leave the field blank. Extra Suspension Days has been discontinued. Do not report. SSDR The superintendant appeal code (APPEAL) must be either Yes or No The superintendant appeal code must be either Yes or No SSDR DOB does not match directory The date of birth reported must match the one in the student directory. SSDR LN: Last Name does not match directory The last name reported must match the one in the student directory. SSDR FN: First Name does not match directory The first name reported must match the one in the student directory. SSDR At least one offense code must be entered for a discipline It is not permitted to report a discipline with no offense attached to it. Massachusetts Department of Elementary and Secondary Education Page 6 of 16

7 SSDR Incident Dependency Validations SSDR Incident ID duplicated An Incident number can only be listed once in the Incident file. SSDR Multiple School Names not allowed for the same school code School code and school name must match throughout the file. SSDR Offense Code 1 is repeated Cannot have the same offense code listed more than once SSDR Offense Code 2 is repeated Cannot have the same offense code listed more than once SSDR Offense Code 3 is repeated Cannot have the same offense code listed more than once SSDR Offense Code 4 is repeated Cannot have the same offense code listed more than once SSDR Offense Code 5 is repeated Cannot have the same offense code listed more than once SSDR Illegal Substances (with no violence offense) not allowed with Victim Counts Victims are not allowed for non - violent, drug offenses (offense #1) SSDR Illegal Substances (with no violence offense) not allowed with Victim Counts Victims are not allowed for non - violent, drug offense (offense #2) SSDR Illegal Substances (with no violence offense) not allowed with Victim Counts Victims not allowed for non - violent, drug offense (offense #3) SSDR Illegal Substances (with no violence offense) not allowed with Victim Counts Victims not allowed for non - violent, drug offense (offense #4) SSDR Illegal Substances (with no violence offense) not allowed with Victim Counts Victims not allowed for non - violent, drug offense (offense #5) Massachusetts Department of Elementary and Secondary Education Page 7 of 16

8 SSDR If 1f or 1g are chosen for offense 1, a description must be entered Offense 1f and 1g require a description to be entered. SSDR If 1f or 1g are chosen for offense 2, a description must be entered Offense 1f and 1g require a description to be entered. SSDR If 1f or 1g are chosen for offense 3, a description must be entered Offense 1f and 1g require a description to be entered. SSDR If 1f or 1g are chosen for offense 4, a description must be entered Offense 1f and 1g require a description to be entered. SSDR If 1f or 1g are chosen for offense 5, a description must be entered Offense 1f and 1g require a description to be entered. SSDR Physical Fight requires at least 2 offenders A physical fight consists of at least 2 offenders. SSDR Victims cannot be reported for physical fight A Physical Fight cannot be reported with victims. SSDR Offense codes 3 through 9 and 12-13, 17 must have at least one victim The offense codes listed must have victims by definition. SSDR Offense codes 3 through 6, 8 through 9,12-13,17 must have at least one victim The offense codes listed must have victims by definition. SSDR Victims not allowed for Felony Victims are not allowed for a Felony in the SSDR. SSDR If Optional Description Code selected for Offense 1, a description is required A description is required for offenses 1f, 1g, 14b4, 14d, 15, 16 and 19. SSDR If Optional Description Code selected for Offense 2, a description is required A description is required for offenses 1f, 1g, 14b4, 14d, 15, 16 and 19. SSDR If Optional Description Code selected for Offense 3, a description is required A description is required for offenses 1f, 1g, 14b4, 14d, 15 and 16. Massachusetts Department of Elementary and Secondary Education Page 8 of 16

9 SSDR If Optional Description Code selected for Offense 4, a description is required A description is required for offenses 1f, 1g, 14b4, 14d, 15 and 16. SSDR If Optional Description Code selected for Offense 5, a description is required A description is required for offenses 1f, 1g, 14b4, 14d, 15 and 16. SSDR Offense Code(s) could involve physical injury, flag must be Y or N The physical injury flag must be reported when Offense codes 2, 4, 6, 9, 12, 15, 16, 17 and 19 are reported. SSDR Offense Code(s) do not involve physical injury, flag must be set to X For Offense codes 1a - 1i, 3, 5, 7, 8, 10, 11, 13, 14 and 18 the Physical Injury flag does not apply and must be reported as X. SSDR No Incidents entered for this school: No Incidents were reported for this school and the no incidents flag is not set. SSDR Incidents entered for this school, when school set to have no Incidents Incidents were reported for this school and the no incidents flag is set. Massachusetts Department of Elementary and Secondary Education Page 9 of 16

10 SSDR Discipline Dependency Validations SSDR Disciplined students, who are not expelled, must report a return date. If a student s discipline is not expulsion, then please complete either the Return Date or Date Eligible to return. SSDR Disciplinary action cannot be 4 or 5 for general education students The discipline action taken codes of 4 and 5 are reserved for students with disabilities. SSDR Days missed cannot be 0. Days missed must be between days SSDR Both Return/Eligible Dates must be empty when student is expelled A student who is disciplined by expulsion should not have a return or eligible to return date SSDR Offense 2 is repeated A student should not have the same offense listed twice in the discipline record. SSDR Offense 3 is repeated A student should not have the same offense listed twice in the discipline record. SSDR Offense 4 is repeated A student should not have the same offense listed twice in the discipline record. SSDR Offense 5 is repeated A student should not have the same offense listed twice in the discipline record. SSDR Educational Services code (AE) is required when Education Services Indicator (AEINC) equals Y If Educational Services code is Y, then the type of Educational Services must be provided SSDR Educational Services Not Provided code (NAE) must be empty when Education Services Indicator (AEINC) equals Y If Educational Services code is N, then Educational Services Provided must be blank. SSDR Educational Services Provided code (AE) must be empty when Education Services Indicator (AEINC) equals N If no Educational Services are provided, then the Educational Services code must be blank. SSDR Educational Services Not Provided code (NAE) must be provided when Education Services Indicator (AEINC) equals N No Educational Services are provided, then the no Educational Services code must be provided. Massachusetts Department of Elementary and Secondary Education Page 10 of 16

11 SSDR Student SASIDs duplicated for Incident A student SASID cannot be entered twice for same Incident. SSDR Start Date must be after Incident Date The start of a discipline cannot be before the actual offense date. SSDR Date Returned must be after Start Date The return date of a discipline cannot be before the start date of the discipline. SSDR Start Date and Date Returned inconsistent with number of days missed The dates entered for start and return date don't match up with number of days missed. SSDR Date Returned must be less than or equal to today Return date must be prior to today's date, otherwise use Date Eligible SSDR Start Date and Date Returned cannot be the same The start and return date of a discipline cannot use the same date. SSDR Incident date must be between begin date and today/end date The Incident date must be fall between the start and end of the fiscal year (07/01 06/30) SSDR6625 Days missed for an emergency removal cannot exceed three (3) By law, an emergency removal may not exceed 3 days. SSDR If school days missed (DM) are 10 or less then the superintendant appeal code (APPEAL ) must be No If school days missed are 10 or less, then the superintendant appeal code must be No SSDR If the Education Services provided Code (AE) is 2, 3 or 8 or the Education Services not provided Code is 7 then an other specification (AEX) must be provided. Education Services provided Codes 2, 3 & 8 and Education Services not provided Code 7 require additional information to be provided. SSDR if the Education Services provided Code (AE) is neither 2, 3 nor 8 and the Education Services not provided Code is not 7 then an other specification (AEX) must be blank. Additional information should not be provided when not require. SSDR Bodily Injury Flag must be completed for students with disabilities The Bodily Injury question must be answered for students with disabilities. Massachusetts Department of Elementary and Secondary Education Page 11 of 16

12 SSDR District File Validations SSDR A reported discipline, must have a corresponding reported incident and the incident date must match A discipline must have a corresponding incident and the incident date must match. SSDR Discipline record found, but not joined to any incident data A discipline must have a corresponding incident. SSDR Discipline was indicated (DISC IND = Y), but no disciplines were reported for this incident A discipline was indicated in the incident report but no student was reported being disciplined. SSDR No disciplines were indicated (DISC IND = N), but disciplines were reported for this incident The incident did not result in a disciplinary action but students are reported being disciplined. SSDR There are more offending student SASIDs than are counted in Offending student count There are more SASIDS listed reported being disciplined than were reported in the incident report. SSDR Type of Offense ID 1 (SOT1) must be one of the offenses listed on the Incident Report (OT1 - OT5) The offense for which a student is being disciplined must be one of those listed in the corresponding incident report. SSDR Type of Offense ID 2 (SOT2) must be one of the offenses listed on the Incident Report (OT1 - OT5) The offense for which a student is being disciplined must be one of those listed in the corresponding incident report. SSDR Type of Offense ID 3 (SOT3) must be one of the offenses listed on the Incident Report (OT1 - OT5) The offense for which a student is being disciplined must be one of those listed in the corresponding incident report. SSDR Type of Offense ID 4 (SOT4) must be one of the offenses listed on the Incident Report (OT1 - OT5) The offense for which a student is being disciplined must be one of those listed in the corresponding incident report. Massachusetts Department of Elementary and Secondary Education Page 12 of 16

13 SSDR Type of Offense ID 5 (SOT5) must be one of the offenses listed on the Incident Report (OT1 - OT5) The offense for which a student is being disciplined must be one of those listed in the corresponding incident report. SSDR Missing Discipline data, please check Incident/Discipline counts comparison report ESE expects that at least 85% of all students who have committed offenses reportable on the SSDR will be suspended or expelled. Massachusetts Department of Elementary and Secondary Education Page 13 of 16

14 Appendix TABLE1 Offense Type Codes Offense 1a Tobacco use (cigarettes, cigars, pipes or smokeless tobacco) 1b Alcohol possession 1c Alcohol use 1d Marijuana possession 1e Marijuana use 1f Possession of other illegal substances 1g Illegal use of other substances 1h Sale of illegal drugs 1i Possession of illegal drugs with intent to sell 2 Physical fight 3 Threat of physical attack 4 Physical attack, assault (non - sexual) 5 Sexual Harassment 6 Sexual assault (including rape) 7 Theft (school, staff or student property) 8 Threat of robbery 9 Robbery using force 10 Vandalism/Destruction of Property 11 Destruction of school property due to arson 12 Kidnapping 13 Homicide 14a Knife (cutting weapon) 14b1 Handgun 14b2 Rifle 14b3 Shotgun 14b4 Other Fire Arm 14c Explosive or incendiary device 14d Other Weapon 15 Other violence, drug or criminal incident 16 Felony conviction outside of school 17 Bullying 18 Non - Drug, Non - Violent or Non - Criminal Related Offense 19 Felony complaint (charge) outside of school Massachusetts Department of Elementary and Secondary Education Page 14 of 16

15 Appendix TABLE 2 Program Program Status Status Codes - 1 General Education 2 Students with Disabilities - student has an Individualized Educational Plan TABLE 3 Disciplinary Action Disciplinary Action Taken Codes 1 In - school suspension (1 day either partial or full - or more) 2 Out - of - school suspension (1 day either partial or full - or more) 3 Expulsion Removed by an impartial hearing officer to an alternative setting (only valid if 4 Program Status = 2. SWD) Removed by school personnel to an alternative setting (only valid if Program 5 Status = 2. SWD) 6 Emergency Removal (not more than 3 days, inclusive of the day or removal) TABLE 4 Ed Serv Codes - AE_DESC Column O 1 Home Tutoring In - district education services 2 (specify) Out - of - district education services 3 (specify) 3-5 Discontinued 6 Distance learning 7 Saturday School 8 Other (specify) TABLE 5 No Ed Serv Codes - NAE_DESC Column P 1 Moved / transferred 2-4 Discontinued 5 Refused services Did not respond to the offer of 6 services 7 Other (explain) Massachusetts Department of Elementary and Secondary Education Page 15 of 16

16 Revision History Version Date Date of Description Posted Change 5.3 1/6/17 Removed discontinued validations referring to ERDX and Date Eligible to return /4/15 Updated 6630 to correct description 5.2 5/15/15 Added 2585, 2590, 2595 & 2600 Removed SSDR6140-SSDR6160 allowing extended offense descriptions for offenses not requiring it. 5.1 First Draft SSDR Validation Rules: Error List

Discipline Matrix Quick Reference Guide

Discipline Matrix Quick Reference Guide Page 1 of 6 Alcohol Alcohol 1- Unintentional possession Alcohol 2- Under influence without possession Alcohol 3- Sale, purchase, transportation, possession, consumption