Uniform System of Disciplinary Data Collection USDDC User Guide ...

DPI Policy and Strategic Planning Uniform System of Disciplinary Data Collection USDDC User Guide For Use in Reporting 2008-09 Discipline Data Revised, September 2008 i STATE BOARD OF EDUCATION HOWARD N. LEE Chairman Raleigh KATHY A. TAFT Greenville EULADA WATT Charlotte KEVIN HOWELL Raleigh SHIRLEY E. HARRIS Troy MELISSA E. BARTLETT Raleigh ROBERT “TOM” SPEED Boone WAYNE MCDEVITT Asheville PATRICIA N. WILLOUGHBY Raleigh JOHN TATE III Charlotte BEVERLY PERDUE Lieutenant Governor New Bern RICHARD MOORE State Treasurer Kittrell NC DEPARTMENT OF PUBLIC INSTRUCTION June St. Clair Atkinson, State Superintendent 301 N. Wilmington Street :: Raleigh, North Carolina 27601-2825 :: www.ncpublicschools.org In compliance with federal law, including the provisions of Title IX of the Education Amendments of 1972, NC Public Schools administers all stateoperated educational programs, employment activities and admissions without discrimination because of race, religion, national or ethnic origin, color, age, military service, disability, or gender, except where exemption is appropriate and allowed by law. Inquiries or complaints should be directed to: Office of Curriculum and School Reform Services 6307 Mail Service Center :: Raleigh, NC 27699-6307 :: Telephone 919-807-3761 :: Fax 919-807-3767 Visit us on the Web: www.ncpublicschools.org ii Acknowledgments The Uniform System of Disciplinary Data Collection (DDC) was developed by the Office of Curriculum & School Reform Services, School Improvement Division, Alternative & Safe Schools/Instructional Support section in collaboration with Information Technology Services and Accountability Services staff. Special thanks for their time and expertise go to the following people: E. D. Hall Dr. Michael Perry Lawrence Price Corre Robinson Kathleen Snyder Assistant Superintendent, Technology Services; Johnston County Schools Middle Schools Executive Director; Nash-Rocky Mount Schools Administrative Technologist, Central Office; Chatham County Schools Research Assistant, Department of Sociology and Anthropology; North Carolina State University Center for Urban Affairs and Community Services; North Carolina State University iii Table of Contents     CHAPTER 1 – INTRODUCTION..........................................................................................................................................1 Rationale for Reporting Disciplinary Data .......................................................................................................................1 Use of the USDDC What Must be Reported Disciplinary Data Terminology Value of Disciplinary Data to the State, LEA, and School Procedures for Reporting Disciplinary Data..................................................................................................................... 3 What’s New for 2008-09? Reporting Acts Committed by an Offender Reporting Acts – Examples Reporting Bullying Reporting the Consequences of an Act or Acts Alternative Schools and Alternative Learning Programs About this USDDC User Guide………………………………………………………………………………….………9 CHAPTER 2 – HOW TO USE DDC ...................................................................................................................................10 Section A – Starting and Logging Into USDDC How Your DDC Login Profile Works Section B – DDC Windows and How They Work Working in the DDC Application Windows How To Find Your Way in DDC The Incident Review Window Error Messages and What to Do CHAPTER 3 – COLLECTING AND RECORDING INCIDENT DATA ..........................................................................30 Importing Student Information from SIMS Recording Incidents Reporting Disciplinary Data XML Data Extract Format CSV Data Extract Format Codes and their Descriptions Sample XML File Sample CSV File CHAPTER 4 – USING REPORTS TO CHECK AND UTILIZE INCIDENT DATA………………………………….46 APPENDIX A – INTERNET EXPLORER SETUP.........................................................................................................53 APPENDIX B – REPORTABLE OFFENSES ................................................................................................................57 iv Chapter 1 ‐ Introduction  Rationale for Reporting Disciplinary Data The Department of Public Instruction (DPI) is responsible for creating procedures for complying with statutory requirements and carrying out State Board of Education (SBE) policies, including the collection of disciplinary data. Schools must report to DPI all data required by statute and/or SBE policy, and DPI produces reports for the SBE in accordance with applicable statutes and policies. The data DPI collects on suspensions, expulsions, alternative learning program (ALP) placements and acts of crime and violence are also needed to produce reports for the federal government. State and federal legislation on school crime and violence has created specific reporting obligations for North Carolina schools. North Carolina General Statute 115C-288(g) requires that certain criminal offenses occurring in the schools be reported to law enforcement immediately. General Statute 115C-12(21) requires that an annual report of these acts be compiled by the SBE. These offenses must be reported if they occur on any site under the jurisdiction of the school regardless of the identity of the offender and even if the offender is unknown. The SBE has defined and listed these seventeen “reportable” offenses, or acts (see Appendix B). Ten of the seventeen reportable acts are considered dangerous. A high rate of dangerous acts committed over a two-year period may lead to a school being designated “persistently dangerous” by the SBE. In addition, General Statute 115C-12(27) requires that the SBE compile annual reports of suspensions, expulsions, and placements in alternative programs. SBE Policy # SS-A-007 requires schools to report all acts of discrimination, bullying, and harassment, regardless of whether the reported acts resulted in suspensions. Federal regulations issued by the Office of Special Education Programs (OSEP) require reporting on "Removal Length" of exceptional children (EC). Removal Length is the total time that EC students are removed from their standard classroom situation, and it includes time suspended in-school and out-of-school and time spent in an alternative learning program (ALP). Therefore, in addition to outof-school suspensions, in-school suspensions must be reported for EC students. In 2008 the US Department of Education issued new data collection requirements that increase the number of act types that must be reported regardless of disciplinary consequences. These include threatening acts, violent acts resulting in injuries that fall below the threshold defined by the SBE for a reportable assault, and possession or use of tobacco products. Use of the USDDC The Uniform System of Disciplinary Data Reporting (USDDC) is the system designated by DPI to record disciplinary incidents as part of the Uniform Education Reporting System (UERS). 1 Schools with NC WISE as the student information system will record incidents in the disciplinary module of NC WISE. DPI will arrange for the transfer of this data into USDDC through one or more pre-announced data dumps each year. Schools are responsible for verifying disciplinary data in the USDDC after each data dump. Most schools not using NC WISE will enter disciplinary data directly into the USDDC. Schools who wish to use third-party software for disciplinary data must ensure that the software can deliver a data file at year end to DPI in the specified comma delimited format (see pages 35-37 and 45). What Must Be Reported Due to state and federal statutes and State Board of Education policies (cited above), a record of incidents involving the following must be reported: • Any of the 17 reportable acts (see Appendix B) committed on a school campus or in connection with a school function. • Any act resulting in an out-of-school suspension or expulsion. • Any in-school suspension received by an EC student. • Any assignment to an alternative school or alternative learning program. • Any of the following acts, regardless of consequences assigned: - bullying - discrimination - verbal harassment - sexual harassment - a violent assault not resulting in serious injury (as defined by SBE) - fighting (or affray) - communicating threats - gang activity - extortion - property damage - possession or use of tobacco products In addition, the USDDC may also be used to record other more routine disciplinary incidents, although this is not required. Using the system to record all incidents can help principals and LEA officials gain perspective on the entirety of disciplinary incidents and consequences. (It also eliminates the decision on whether the act must be reported in USDDC.) For example, a principal may want to know what proportion of all school incidents resulted in a student conference, a parent conference, an in-school suspension, or an out-of-school suspension. A similar analysis might be performed for a particular act (or offense) such as insubordination or truancy. Disciplinary Data Terminology Disciplinary data reporting is organized around incidents occurring at sites under the jurisdiction of the reporting school. Some incidents may involve a single act, or offense, by a single offender. Other incidents may involve multiple acts by an offender. Occasionally, incidents such as fights will involve multiple offenders, each of whom may be charged with one or more acts. If applicable, the reporting system can record information about a victim of a particular offender, the use of a weapon 2 by an offender, or a police investigation. The system can also record a number of disciplinary consequences for each offender, which may include assigned in-school or out-of-school suspension days. Consequences recorded in the USDDC should be limited to those assigned by the school or LEA and should not include consequences assigned by courts and other bodies. The USDDC allows for the reporting of a number of the most commonly occurring acts (offenses) and disciplinary consequences. See pages 39-41 for a listing of Act Types and pages 42-43 for a listing of Consequence Types. Acts that are not listed should be reported as Other School Defined Offense. Consequences not listed should be reported as Other. The comment field may be used to elaborate on these. Value of Disciplinary Data to the State, LEA, and School The USDDC system enables DPI to fulfill its data reporting obligations in the areas of school crime and violence, suspensions and expulsions, and student placements in alternative learning programs. The accumulation of this information in one database allows for statewide analyses of relationships between these incident variables, for example, between acts of crime and suspensions. Analyses may also be performed on the demographics of student offenders, the frequency of occurrence of certain offenses, and the relationships between the incident data in USDDC and other student, teacher, or school data collected by DPI. The ongoing collection of the data each year helps DPI to analyze trends which may indicate whether certain statewide programming efforts are yielding results. Disciplinary data in the aggregate is public information. Data from USDDC is used in the NC School Report Card (http://www.ncschoolreportcard.org). The Report Card makes available for each LEA and school the rate of crime and violence (the 17 reportable offenses, or acts) and the rate of suspensions and expulsions. All information about individual incidents, including disciplinary consequences and the names of offenders and victims, is kept confidential. In its capacity as the operating arm of SBE, DPI may assist local improvement efforts, for example, by using USDDC data to evaluate LEA efforts to lower the school crime rate or reduce suspensions. In addition, the LEAs and schools may use information from the USDDC to study the numbers of certain types of minor offenses, the numbers of in-school suspensions or other disciplinary consequences, and the possible effects of local policies or behavioral intervention programs on these offenses and consequences. For example, an LEA that has implemented the Positive Behavioral Support (PBS) system might want to determine if the numbers of “Inappropriate language/disrespect” or “Insubordination” acts have been reduced or if the numbers of out-of-school or in-school suspensions have declined. Procedures for Reporting Disciplinary Data Each school should have one person responsible for documenting all disciplinary acts and consequences, the “school disciplinary data coordinator” for the purposes of this discussion. The school disciplinary data coordinator, often an assistant principal, must be familiar with the definitions of the 17 reportable acts, the lists of acts and consequences in the USDDC system, and the reporting guidance provided in this section. The coordinator may or may not be the same person who inputs 3 the data into the system, however the coordinator is responsible for accurate data entry. The coordinator should contact the LEA disciplinary data coordinator for guidance on local policies and procedures. Regardless of who determines the data to enter and who enters the data, the principal is ultimately responsible for the disciplinary data elements that are required by statutes or SBE policies. Principals must be thoroughly familiar with the definitions of the 17 reportable acts, because they are responsible for reporting to law enforcement any act that falls within the definitions [(GS 115C288(g)]. Failure to do so is a class 3 misdemeanor. School personnel may be assigned USDDC system user roles of Lead School Administrator, School Administrator, or School Viewer. The principal or designee should assume the role of Lead School Administrator, and the school disciplinary data coordinator or designee should assume the role of School Administrator. The School Administrator can do data entry and editing, while the Lead School Administrator can use the data approval feature in USDDC to approve incidents. This user role structure gives oversight of incidents to principals while allowing the data entry duties to be assigned to an assistant principal or someone else. (Note: The data approval feature in USDDC is not required for state reporting, but may be used as a mechanism for ensuring that incidents are reviewed by the principal or designee.) Disciplinary reporting is similar to the methods used by the justice system in charging a person with a crime, with a few exceptions. Most reporting is straightforward, as most incidents consist of single acts and single consequences. However, some incidents are more complex and require guidelines and some careful consideration to produce fair and consistent data. Guidelines have been created to ensure a fair representation of the level of criminal behavior in a particular school. The use of these procedures will result in consistent reporting by all schools in the state of North Carolina. What’s New for 2008-09? New federal specifications for reporting discipline require reporting of certain offenses regardless of the disciplinary consequences. For schools and LEAs that currently make a practice of reporting all disciplinary incidents in USDDC (or NC WISE), no additional incidents will need to be reported. LEAs that advise their schools to enter in USDDC only those incidents needed by DPI will experience some increase in reporting burden. In addition to bullying, discrimination, sexual harassment, and verbal harassment (which are currently required), the following offenses must now be reported regardless of disciplinary consequences: - Communicating threats - Extortion - Fighting - Affray - Gang activity - Property damage - Possession of tobacco - Use of tobacco In addition, a new act type has been added for serious assaults in which the victim suffers injuries less severe than those specified in the reportable act “Assault Resulting in Serious Injury.” Like the 4 offenses listed above, this new act must be reported regardless of disciplinary consequences. The new act, “Violent Assault Not Resulting in Serious Injury” is defined as “an intentional physical attack resulting in pain and/or fear of severe harm for the victim but resulting in an injury less severe as described in the definition of Assault Resulting in Serious Injury.” Minor assaults less serious than “Assault Resulting in Serious Injury” and “Violent Assault Not Resulting in Serious Injury” may be reported. A minor assault is one that a reasonable person would not consider “violent.” Any of the other act types with the word “assault” may be used in cases where pain or violent intent is minimal, particularly when younger children are the offenders and victims. Reporting Acts Committed by an Offender The school disciplinary data coordinator should first consult the Act Type Table on pages 38-40 and the descriptions of the Reportable Offenses in Appendix B in deciding how to report the acts committed by an offender. Use the following guidelines to help decide which act(s) to report, especially when serious offenses are committed. Each offender involved in an incident should be considered separately. 1. For a particular offender in an incident, report the most serious offense (act) first. 2. Report each additional act committed that is not subsumed by a previously reported act. For example, in a knife assault the act of “Possession of a Weapon” is subsumed by the more serious “Assault Involving the Use of a Weapon,” (because the knife must be possessed in order for the assault to take place) so “Possession of a Weapon” for the knife does not have to be reported. In contrast, for an offender who commits a knife assault and has possession of alcohol, “Assault Involving the Use of a Weapon” does not subsume “Possession of Alcoholic Beverage,” (because possession of alcohol is not required for the assault to occur) so both of these acts would have to be reported. If the student also had a handgun, but did not use it in an assault, “Possession of a Weapon” would be reported for the possession of the handgun (because possession of a handgun is not required for a knife assault to take place). 3. For each weapon-related act, the type of weapon should be reported. 4. Report multiple acts for incidents involving multiple victims if the acts are clearly separate events in time. For example, if a student shoots two other students with a handgun and the students survive their wounds, two acts of “Assault Resulting in Serious Injury” would be recorded. However, if the student displays a handgun to a group of students and threatens them collectively, only one act of “Assault Involving Use of a Weapon” would be recorded. 5. Report a separate act for each possession, use, or sale of a particular contraband item specified in USDDC. Do not report possession as a separate act if also reporting use or selling of the same item in the same incident. 6. Each of the seventeen reportable offenses should be reported to the police or a School Resource Officer who is a sworn police officer. Document this in the Investigation section of USDDC. 7. An act should be reported whenever school officials become aware that the act occurred, regardless of when the act occurred. Therefore, it is possible that an act that occurred in a previous year will need to be reported in the current year’s data. 5 Reporting Acts - Examples These scenarios illustrate the selection of Act Types in reporting incidents. All of these scenarios involve reportable acts, which require a police investigation. Although not mentioned in the scenarios, the reporting official may use information from police investigations in determining how to report the acts. 1. A teacher smells alcohol on a student’s breath. The student is sent to the assistant principal, who investigates and finds a plastic bag of marijuana and another plastic bag of pills in the student’s book bag. Reporting: Because the pills and the marijuana are separate items, two acts will be reported, “Possession of a controlled substance in violation of law – marijuana” and “Possession of a controlled substance in violation of law-other.” Note that both of these Act Types will map to the reporting category of “Possession of Controlled Substance in Violation of Law,” resulting in two reportable acts. Because the student wasn’t seen drinking the alcohol and no alcohol was found in the student’s possession, the Act Types “Alcohol Possession” and “Use of Alcoholic Beverages” are not used. The Act Types, “Other” or “Other School Defined Offense” may be used to note that the student came onto campus with some level of alcohol intoxication. 2. A student walks into a classroom with a small handgun and tells a teacher and two students in the room they are not to leave or he will shoot them. He does not hold the gun near or toward any particular individual. Police were dispatched to the scene, and after two hours a police negotiator convinces the student to give himself up. Reporting: This incident involves two dangerous acts, “Assault Involving Use of a Weapon,” because the weapon was displayed in a threatening manner, and “Kidnapping,” because the teacher and students were confined in a room without their consent. However, only one act of each should be reported because the acts were not perpetrated against the victims at separate times. “Possession of a Weapon” should not be reported, because that act is subsumed by “Assault Involving the Use of a Weapon.” Both students and the teacher should be listed as victims. 3. A number of witnesses have come forward to report that a student has been using physical intimidation to take small amounts of money from other students. After talking with the student, the victims, and the witnesses, the assistant principal determines that at least four occurrences occurred, three of them on different days. There was no report of a weapon used in the robberies. Reporting: Because the robberies took place at different times there should be four acts of “Robbery Without a Dangerous Weapon” and the four victims should be listed. The acts could be documented as occurring in three incidents or four. The organization of acts into incidents is for organizational purposes and is not of major importance in disciplinary reporting. 4. A teacher tries to restrain a student who is fighting. The student is enraged and turns on the teacher, hitting him several times and knocking him down. The teacher loses consciousness briefly. Reporting: Because the teacher was knocked unconscious, the first act reported is “Assault Resulting in Serious Injury.” Because a teacher is the victim “Assault on School Personnel” might be reported, except for the fact that the SBE definition specifically limits this act to assaults 6 on school personnel not involving serious injuries. Therefore, “Assault on School Personnel” should not be reported in this case. Knowing nothing about what precipitated the fight and assuming no serious injuries were sustained by the other student in the fight, the only other act to be reported is “Fighting,” and this should be reported for both students. Reporting Bullying Bullying is a series of deliberate and hurtful actions inflicted by one or more students who are perceived to be or are actually stronger, more confident, and/or more aggressive than the target or who simply outnumber the target. Bullying may be: 1) physical, 2) verbal, 3) social/relational, and/or 4) sexual harassment. Social/relational bullying consists of indirect, covert attempts to affect the target’s reputation or social standing. It may or may not include “cyberbullying,” which is the use of information and communication technologies such as email, cell phone and pager text messages, instant messaging, and defamatory personal polling web sites to intentionally harm others. Bullying should be reported as a single act committed by one or more offenders. Bullying is to be reported in USDDC after repeated, deliberate acts (e.g. threats, shoving, chasing, pinching, etc.) are observed or reported over time. Often, Bullying will be reported along with another act, especially when that other act is serious enough to be reported on its own. For example, if a student engages in bullying behavior and, in the process, physically hurts another student, both Bullying and Assault should be reported (two Acts in the one Incident). In addition to the serious reportable acts, these acts might be the primary means through which bullies inflict their physical and emotional damage; therefore, these acts should be reported along with the Bullying: 19 - Communicating Threats 21 – Affray 23 – Extortion 24 – Fighting 25 – Harassment – verbal 26 – Hazing 27 – Aggressive Behavior 36 – Theft 37 – Bus misbehavior 38 – Harassment – sexual 39 – Property damage 55 – Gang activity 97 – Assault on student 7 (Note: This is not an exhaustive list of acts that could be reported along with Bullying.) Second acts are not required to be reported along with Bullying. A teacher or principal may deem a student to be bullying simply because of the repetitiveness of the harassment of another student, especially after warnings to stop the behavior. Reporting the Consequences of an Act or Acts When students misbehave, schools assign consequences based on the seriousness of the offense and the student’s history of misbehavior. Consequences are based on the totality of the student’s misbehavior during an incident; therefore they are linked to the incident and not to a specific act. Use the following guidelines in reporting Consequences. 1. For each offender, report consequences involving suspensions or expulsion as a first or second consequence so these may be easily viewed in the School and LEA incident summary reports. 2. If you report more than one suspension for an offender in a particular incident (as sometimes occurs when students are short-term suspended pending the results of a hearing), you may report the suspensions as separate or concurrent events. If they are concurrent, the suspensions should have the same start date, and the total suspension length should be the length of the longest suspension. If they are separate, the suspensions should have separate start dates, and the terms of the suspensions should not overlap. In this case the two numbers of suspension days should add together to determine the total suspension length. In either case, for state reporting purposes, the multiple suspensions will be compiled into a single suspension, and the total number of days out of school will determine the length of the suspension. 3. Do not report suspension days for time that students spend in alternative learning programs or alternative schools. If students are long-term suspended and allowed to attend an alternative program, adjust the length of suspension to include only the length of time out of school. In situations where students report immediately to an alternative program and do not miss any days of schools, remove the suspension altogether and replace it with the consequence of assignment to an ALP program. Alternative Schools and Alternative Learning Programs North Carolina law requires that schools provide assistance to those students who are at risk of academic failure or of engaging in disruptive or disorderly behavior. The North Carolina SBE is charged with establishing the guidelines for setting up and evaluating alternative learning programs (ALPs), according to the regulations established by the General Assembly. As a consequence of criminal or unacceptable behavior, a student might be assigned to an ALP. Students are also assigned for other reasons, such as pregnancy, exceptionality, or other special learning needs. North Carolina now maintains stand-alone alternative schools and alternative programs, which can be administered within a numbered school or can be located at another site. 8 An annual report is produced for the SBE on the demographics of students attending Alternative Learning Programs. For federal reporting on exceptional children, the time attending ALPs must be captured in order to calculate the total “Removal Length” from their regular classroom. About This DDC User Guide What this Handbook Provides This handbook provides guidelines on • • • • • how to use your Internet browser program to access DDC what effect your DDC login profile has on what you can see and do how to use DDC application windows how to use the DDC to record disciplinary incident information how to use DDC reports to check and utilize data Conventions Used Where useful, this guidebook provides illustrations of DDC application windows. Some windows have legends that describe a part of the illustrated window with a red circle or oval around it. The following partial example of a screen illustration in this guidebook shows a legend, window highlight, and corresponding explanatory text: This symbol next to text denotes a system requirement, something you must do in order for DDC to work correctly. It does NOT indicate a disciplinary data collection policy requirement. This symbol indicates a data collection best practice. It is a recommendation. Your local office policies and procedures may override a recommendation made in this guidebook. 9 Chapter 2 ‐ How to Use DDC     This chapter explains how to use the features and some of the common functions of DDC, including • • • • login how you will use your Internet browser to run the DDC application how to work in DDC application windows, and how to find your way in the DDC application. In sections that describe how to navigate or work within DDC windows, both keyboard and mouse are included. This chapter includes the following sections: Section A – Starting and Logging Into USDDC Section B – DDC Windows and How They Work Section A: Starting and Logging Into DDC In order to use DDC you must be assigned • • a DDC Login ID and an initial password (which you can change). The DPI provides your DDC login ID and initial password. The DDC application is on the Internet at a Website address. This means you will use your Internet browser to start, log in, and use DDC. How to Start DDC There is only one valid internet web address for DDC: https://usddc.ncpublicschools.org You must use this address whether you type it into your browser URL, make a Windows Desktop link icon, or bookmark the page in your browser. If, for any reason, the web address for DDC ever changes, you will be notified by DPI. 10 Use the following steps to start DDC. 1. Start your computer and log in to your network as you normally do. 2. Start your internet browser. 3. There are a number of ways to start USDDC. Either a. type the following into your web browser address bar EXACTLY as shown: https://usddc.ncpublicschools.org or b. Double click on the USDDC hyperlink you received. 4. You will see the DPI Login window. Note: It is recommended that you add the DDC login window to your browser “favorites” or “bookmarks” menu. This makes it easier to get to DDC and guarantees you will be at the right DDC web address. How to Log Into DDC The following illustration explains how the North Carolina DPI DDC login window works. 11 How Your DDC Login Profile Works You are assigned a login profile for the DDC system by the DPI administrator. Your login profile includes your • • • • DDC login name an initial DDC login password your assigned login mode your assigned login category Your login mode and category control what you can see and do in DDC. This is determined by your school or LEA policy. After you log in, DDC displays your login profile at the top of every window. 12 DDC Login Modes DDC login modes control what you can do. There are two login modes: If your login mode is… Viewer Then … You can look at • incident records • ALP information • reports according to your assigned login category. You can • work with incident records • work with ALP information • create reports according to your assigned login category. Administrator DDC Login Categories Your login category controls the data you can work with. There are three DDC login categories: If your login category is… DPI LEA School Then you have access to … DDC and ALP data, statewide. DDC and ALP data for all schools within your LEA. DDC and ALP data for your school. Standard DDC Login Profiles: Listing and Description The student disciplinary incidents and consequence information you can see or work with in DDC is determined by the policies and procedures of your local office or management. The following tables • list DDC user profile types • describe the functions each profile allows, and • identify who (which DPI, LEA, or school personnel) uses the profile. 13 DDC Profile DPI Administrator Persons assigned this profile can… • look at all incident and ALP enrollment data • enter or change all state incident and ALP data • generate and save all reports • set up the DDC system data elements and tables • assign and maintain login profiles. look at all School and LEA • DDC setup and attributes • ALP information • security (login) files • all submitted DDC and ALP data. DPI Viewer LEA Administrator • look at all incidents • add or change incident information • define ALP programs • establish ALP feeder sites • look at ALP enrollment records • create reports for all schools in the LEA. look at all • incident information • ALP enrollment information • reports for every school in the LEA. • add or change incidents • look at ALP enrollment information • enroll a student in an ALP • discharge a student from an ALP • create reports • add or change incidents • enroll a student in an ALP • discharge a student from an ALP • mark an incident as “reviewed” • create reports • look at incidents • look at ALP enrollment • create reports • add or change an incident • enroll a student in an ALP • discharge a student from an ALP • define an ALP 14 LEA Viewer School Administrator Lead School Administrator School Viewer ALP Administrator Section B - DDC Windows and How They Work On just about every DDC screen you will always see certain things: • • • First, you are using an Internet Browser to get into DDC, so you will always see the dropdown menus, buttons, and features of that browser. Second, all DDC windows have certain features. Finally, DDC can guide you through tasks. For example, when you record an incident, DDC provides a menu that will take you to all of the application windows you need to complete. Below is an illustration of the DDC Welcome window. 15 Example DDC Drop-Down Menu When you move the mouse cursor over a menu selection, a drop-down menu appears. It shows the DDC/ALP functions you can use, as defined by your login profile. When you move the mouse cursor over an option, it changes to a hand. You can then select that option. The following example shows what a person in Administrator mode would see on the DDC menu. A person in Viewer mode would not see the New Incident option. Example DDC Window Scroll Bar Sometimes the information or data entry fields in the DDC application window take up more space than is viewable on your PC monitor. When this happens, you will see a scroll bar on the right hand side of the application window (see illustrations, next two pages). 16 17 18 Working in the DDC Application Windows Entering Information The DDC application is very easy to use. If you have any experience at all working with Windows applications, you will recognize the features illustrated on the following pages. If you have not worked with Windows, or if you have not used a Web-based application, the following illustrations explain how to work in DDC. The illustrations include instructions for how to use • • your mouse and the keyboard to move to fields, enter information, or select valid entries. 19 How To Save or Cancel Your Work You will see action buttons in DDC application windows. They have the following functions: Continue Saves the entries on the DDC application window and clears appropriate fields. You can then enter more of the same information. Example: You have entered an Act for Incident #99999. Use this button to clear fields and start entering another Act for Incident #99999. The first Act you entered is saved to the database. Save Reset Saves the information you have entered in the database. Clears all data entry in the current window. Use this if you want to re-enter data for all fields. Cancels the current task you are performing. If you are entering an incident in an Incident Task window, DDC returns you to the Incident Review window. If you are working in any other window, DDC returns you to the previous window. 20 Cancel How To Find Your Way in DDC This illustration shows the ways in which you can move through DDC application windows. It includes questions and answers about each of the navigation features highlighted. 21 The Incident Review Window The Incident Review window shows all entered and saved information for an incident. Those people in your LEA/school responsible for reviewing incidents and consequences (i.e., DDC LEA Administrator and DDC Lead School Administrator) use this window to mark incidents “reviewed.” How to Use the Hyperlinks The Incident Review window also lets you get around in DDC in order to add or change information. 22 23 Error Messages and What to Do Types of Error Messages You Might Receive The error messages you might receive when using DDC are 1. Login Failed 2. Session Time-Out (not really an error) 3. Application 4. Validation, and 5. Internet browser messages. 1. Login Failed A login ID generally consists of a user name and password. Your ID and initial password are assigned by your network or application administrator. In some cases you can change your password after you initially log in. It is possible that you have more than one login ID for the different systems and/or applications you use. You might have a login ID you use to • get on your office network every day • work with a mainframe or AS/400 application located at the central office • enter or look up SIMS data and so on. Unfortunately, having multiple login IDs increases the chances you might encounter a “login failed” message. Write down your login ID and password for each system or application you use. Keep it in a secure place. Update it if it changes. If you have trouble logging in to a network, system, or application, you can verify that you are using the correct login information. You might encounter this message when you try to log in to the DDC application. This means one or all of the following is true: • The DPI security application could not find the DDC user ID you entered. • DDC security could not match the password you entered to your ID. • You have selected the wrong type of user (internal or external) on the DDC login window. 24 If you receive this message, try the following: Step 1 2 3 4 5 Action Click the OK button on the Login Failed message box. This will return you to the DDC login window. Close your browser. Open your browser. Start DDC. Complete the login fields. • Be sure to enter the correct DDC user name and password. Remember, this might not be the same as your everyday network login ID and password. • Make certain you select the right User Type. If the login fails again, try again. This time, write down the exact user name and password you use to try to access DDC. 2. Session Time Out If you are working in DDC and then leave it idle for 15 minutes, it automatically exits. When this happens DDC displays the Time-Out window. The information you are working with in DDC is very sensitive. DDC has been set up so that it times out quickly. This is necessary to protect the privacy of students, parents, and school personnel. 25 If your session has timed out, do the following log back in: Step 1 2 Action Close any DDC application windows that might have remained open. Close your Internet browser. Note: It is very important that you close any open DDC application windows and your browser each time you log out or time out. Start your Internet browser. Start and log in to DDC. 3 4 3. Application Error Messages Application error messages can occur for a number of reasons. If you get an application error, • try to write down the steps you took before the error occurred and • follow any instructions in the error message. 26 If you must log back in, do the following: Step 1 2 Action Close any DDC application windows that might have remained open. Close your Internet browser. Note: It is very important that you close any open DDC application windows and your browser each time you log out or time out. Start your Internet browser. Start DDC. 3 4 4. Validation Error Messages When you try to save your work or continue to another window in the task (save and continue) DDC checks each field to verify • it is not blank, when it requires an entry, and • the information entered is valid. 27 When DDC finds one or more fields that are either blank or invalid, it displays a Validation Error. If you encounter a message like this, you can do the following: • complete the fields indicated by DDC and continue. • press to return to the previous window. 5. Browser Messages Generally, browser error messages look similar to the following example of an Internet Explorer message: 28 If you encounter an error message like this, try re-starting your browser and getting back into DDC. If the same error persists, contact your local tech support. Note: This manual provides instructions for how to configure Internet Explorer so that it does not cause problems with DDC. Please refer to the appendix. Another browser message you might encounter in the “Cannot Find Page” error. This is seen in the illustration below, along with possible causes and solutions.       29 Chapter 3 ‐ Collecting and   Recording Incident Data    This chapter provides guidelines you can use to enter incident and consequence information. It does not provide a step-by-step or field-by-field description of what to enter. This chapter also provides general guidelines for producing reports. Importing Student Information from SIMS When entering information about offenders or victims that attend your school, you will be required to enter various demographic attributes that describe the student. You may enter this information manually or you can conduct a search for the student based on student ID number or name. In order for this search to be meaningful, you should import your roster of students from SIMS. This section describes how to import SIMS student information. Overview – Stages of this Process Stage 1 2 3 Description Export SIMS student information using a special file builder definition file. Load the SIMS build file into DDC using the DDC web application. Add, change, or remove student information using the maintenance pages in the DDC web application. Stage 1 – Export from SIMS Import to DDC and Edit Student Information Step 1 2 Action • You will need to right click on this link and pick "Save Target as..." from the menu. • Download the build instructions file from here. • Save the file in your SIMS user directory: \CCSMSS\??? (where ??? is your SIMS User ID) • Use the default name of "DDCSTEXP" with no file extension. You will have to remove the ".txt" extension in the file name if your operating system automatically appends this. Start SIMS (TSS or TESS) as usual and log in using the same User ID that you used above. 30 Step 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Action Reorganize the database (SIMS Utilities-online): • From the Main Menu, select Utilities • From the Utilities Menu, select Reorganize • Answer "Y" to the question, "Do you wish to continue with the process?" and press F1. • When you get the message "Reorganization Complete," press F1 to return to the main menu. • From the Main Menu, select Data Exchange Facility • From the Data Exchange Facility menu, select File Builder • From the File Builder menu, select Import File Builder Definitions Type in DDCSTEXP for the File Builder Definition Filename. On the next screen, select Start the Process and let it run. When the File Builder menu returns, select File Builder Process. On the next screen, leave Request Identifier blank and select 1-File. On the next screen, type: DDCSTEXP for the File Code Answer "N" for Remove Trailing Spaces from Records For Year for Data press F3 and select the Current School Year On the next screen, enter the appropriate Semester On the next screen, answer "N" to the 'All students currently enrolled are included' question. Answer "N" to the 'Ordered by name' question. On the next screen, answer 'N' to the 'Students will be included regardless of grade level' question. Leave all other questions on this screen set to 'Y'. Press the F1 key to go to the next screen. On the next screen, enter any of the following grade levels that are taught in your school: KI, 01, 02, etc. On the next screen you will be asked to select from a list of items by which to sort students in the file. DO NOT select one of these fields. Press the F1 key and go to the next screen. On the next screen, select 'order by student number' On the next screen, select '2-Start the Process.' When the process is completed, log out of the SCHOOL SYSTEM and return to the "C" prompt. Import to DDC and Edit Student Information Step 1 Action Log into the DDC system as you normally would. • Go to the SIMS Import page (menu TOOLS -> SIMS Import) • Browse to the DDCSTEXP.BLD file created by the SCHOOL SYSTEM in the \CCSMSS\??? directory and select this file. • Click the open button. 31 Step 2 Action Verify the file name and click the Submit button. The DDC system will attempt to load the file and will display the results of the import. Proceed to the Student List page to browse or make changes to the student information. (menu TOOLS -> Student List). The “here” link points to the file DDCSTEXP which is a SIMS build instruction file. 3 Recording Incidents School- and LEA-Level Workflow The following illustration shows the most common workflow for recording disciplinary incidents and consequences. 32 Reporting Disciplinary Data This section details the output data formats that the USDDC will produce for generating disciplinary data for North Carolina. These data are used by NCDPI to support a variety of state and federal reporting requirements each year. Reporting Requirements School systems • • that have not transitioned to NC WISE or are not using the DDC application must report disciplinary data in the format described in this section. The XML or CSV formats detailed in this section are acceptable reporting formats. It is up to the LEA to ensure that the data is reported according to one of these formats – same fields, same codes, etc. – to ensure that the data matches what is obtained through NC WISE or DDC. 33 XML Data Extract Format The XML format is documented by two World Wide Web Consortium (W3C) XML-schema files (XSD). Here is a summary of the XML format. The valid code values have been annotated in the XML-schema, so the XML-schema could be used to decode the various codes within these documents if desired. ... ... ... ... ... ... ... 34 CSV Data Extract Format The comma-separated value (CSV) format for disciplinary data reporting contains multiple lines per incident. The incident number at the beginning of each line ties incidents together. The second column contains a letter indicating the type of information contained on that line. Incident nnnn,”I”,”yyyy”,”LLL”,”sss”,yyyy-mm-dd,”r”,”m” nnnn I yyyy LLL sss date r m Incident Number Constant “I” for Incident School Year LEA Code School Code Incident Date Reported to Law Enforcement? Y/N Expulsion consequence was modified? Y/N (placeholder for future use) New Line, line break Offender nnnn,”O”,n,”tt”,”ffff”,”LLLL”,”I”,”iii”,”g”,”e”,yyyy-mm-dd,aa,”gg”,”ec”,”f”,”P”,”m”,”h”,”r” nnnn O n tt ffff LLLL I iii g e date aa gg ec f P m h r Incident Number Constant “O” for Offender Offender Sequence Number starting with 1 and going up by 1 Type of Offender, see “Offender Types” First Name Last Name Student ID Type, see “Student ID Types” Student ID Gender: M=male, F=female Ethnicity, see “Ethnicity Codes” Birth Date Age in years, as of the date extracted Grade Level, PK,0K, 01 thru 12 Exceptional Child classification, see “EC codes” Economically disadvantaged (free lunch)? Y/N Limited English proficiency? Y/N Migrant? Y/N Homeless? Y/N With whom does student live?, see “Residence Codes” New Line, line break 35 Act nnnn,”A”,n,”tt”,”cc”,”ww”,”ww”,”ww” nnnn A n tt cc ww ww ww Incident Number Constant “A” for Act (offense) Offender Sequence Number from associated “O” record Act Type, see “Act Types” Reporting Category code, see “Reporting Categories” (optional) Weapon type used Weapon type used Weapon type used New Line, line break Consequence nnnn,”C”,n,”ttt”,”iii”,”ooo”,yyyy-mm-dd,”bbbb”,”LLL”,”sss”,”ppp”,yyyy-mm-dd, yyyy-mm-dd,dd,yyyy-mmdd,”ee” nnnn Incident Number C Constant “C” for Consequence N Offender Sequence Number from associated “O” record ttt Consequence Type, see “Consequence Types” iii Number of “in-school” suspension days, if applicable ooo Number of “out-of-school” suspension days, if applicable date Starting date of suspension or expulsion, if applicable bbbb Consequence assigned by (name of staff member) Fields to be populated ONLY if Consequence Type = 008, 009 or 010: LLL Alternative Learning Program – LEA Code sss Alternative Learning Program – School Code ppp Alternative Learning Program – Program Name, if applicable (could be a school) date Expected date of enrollment date Expected date of discharge dd Expected number of calendar days in the program date Scheduled date for an assessment report ee Reason for enrollment, see “ALP Enrollment Reasons” New Line, line break 36 Victim nnnn,”V”,”tt”,”ffff”,”LLLL”,”I”,”iii”,yyyy-mm-dd,aa,”gg”,”sss” nnnn V tt ffff LLLL I iii date aa gg sss Incident Number Constant “V” for Victim Victim Type, see “Victim Types” First Name Last Name Student ID Type, see “Student ID Types” Student ID Birth Date Age in years as of the extract date Grade Level, PK, 0K, 01 thru 12 Staff member ID, if applicable New Line, line break Investigation nnnn,”G”,yyyy-mm-dd,”ccc”,yyyy-mm-dd,”tt”,”iiii”,”bbb”,”ccc”,”ppp” nnnn G date ccc date tt iii bbb ccc ppp Incident Number Constant “G” for Investigation Date investigation was requested Name of person contacting law enforcement Date investigation began Investigator Type, see “Investigator Types” Name of investigator Badge ID (optional) Case Number (optional) Name of Police Department, if applicable (optional) New Line, line break Comment (optional) nnnn,”N”,yyyy-mm-dd hh:mm:ss.0,”bbbb”,”tttttttttt” nnnn N date bbbb ttttttttt Incident Number Constant “N” for Comment (note) Date and time comment was entered (24-hour clock format) User ID of commentator Comment Text (free-form) New Line, line break 37 Codes and their Descriptions Offense Site Codes 001 Classroom 002 Hallway 003 Cafeteria 004 Office 005 Restroom 006 Gym 007 Stairway 008 Other location in school bldg. 009 Parking lot 010 School grounds 011 Off school grounds 012 On school bus 013 Bus stop Offender Types 01 Student from this school 02 Staff Member 03 Parent/Caregiver 04 Student from another school 05 Unidentified Offender 06 Volunteer 07 Other Student ID Types N NCWISE S SIMS X Social Security Number (SSN) O Other (LEA-determined format) Ethnicity Codes A Asian-American B Black/African-American H Hispanic I American Indian/Native American M Multi-racial W White O Other EC codes (exceptional children) 01 not exceptional/non-disabled 02 autistism 03 serious emotional disability 04 deaf-blindness 05 hearing impairment 38 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 visual impairment incl. blindness intellectual disability--mild intellectual disability--moderate specific learning disability speech or language impairment orthopedic impairment traumatic brain injury multiple disabilities developmentally delayed other health impairment academically gifted psych. dev. delayed pregnant student intellectual disability—severe deafness Residence Codes 1 With parents 2 With other relatives 3 Foster care 4 Residential/group care 5 Homeless 6 Other Act Types Code 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 Description of Offense Assault resulting in a serious injury Assault involving the use of a weapon Assault on school personnel not resulting in a serious injury Death by other than natural causes Possession of controlled substance in violation of law - cocaine Possession of controlled substance in violation of law - marijuana Possession of controlled substance in violation of law - Ritalin Possession of a firearm or powerful explosive Possession of a weapon (excluding firearms and powerful explosives) Robbery with a dangerous weapon Robbery without a dangerous weapon Rape Sexual offense Sexual assault not involving rape or sexual offense Taking indecent liberties with a minor Kidnapping Possession of controlled substance in violation of law - other Unlawfully setting a fire (G.S. 14-277.1) RC* 01 02 03 06 09 09 09 10 11 13 14 12 16 15 17 07 09 39 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 59 60 73 74 75 76 77 Communicating threats (G.S. 14-277.1) Alcohol Possession (G.S. 18B) Affray (G.S. 14-33) Disorderly conduct (G.S. 14-288.4(a)(6)) Extortion Fighting Harassment - verbal Hazing Aggressive behavior Honor code violation False fire alarm Truancy Dress code violation Inappropriate language/disrespect Insubordination Gambling Falsification of information Theft Bus misbehavior Harassment - sexual Property damage Inappropriate items on school property Possession of tobacco Disruptive behavior Bomb threat Assault on student without weapon and not resulting in a serious injury Assault on non-student without weapon and not resulting in serious injury Burning of a school building (G.S. 14-60) Sale of controlled substance in violation of law - cocaine Sale of controlled substance in violation of law - marijuana Sale of controlled substance in violation of law - Ritalin Sale of controlled substance in violation of law - other Bullying Other School Defined Offense Physical Exam Late to class Gang activity Other Violent Assault Not Resulting in Serious Injury Immunization Excessive tardiness Being in an unauthorized area Cutting class Cell phone use 08 04 05 09 09 09 09 40 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 Disrespect of faculty/staff Excessive display of affection Leaving school without permission Leaving class without permission Skipping school Skipping class Possession of a prescription drug (DO NOT USE) Distribution of a prescription drug (DO NOT USE) Possession of Student's Own Prescription Drug Possession of Another Person's Prescription Drug Distribution of a prescription drug Mutual sexual contact between two students Use of controlled substances Use of counterfeit items Possession of counterfeit items Use of alcoholic beverages Use of narcotics Possession of chemical or drug paraphernalia Assault - other Assault on student Use of tobacco Discrimination 09 09 09 08 09 *RC – reporting categories as defined below Reporting Categories 01 Assault Resulting in Serious Injury 02 Assault Involving Use of a Weapon 03 Assault on School Personnel 04 Bomb Threat 05 Burning of a School Building 06 Death By Other Than Natural Causes 07 Kidnapping 08 Possession of Alcoholic Beverage 09 Possession of Controlled Substance in Violation of Law 10 Possession of a Firearm or Powerful Explosive 11 Possession of a Weapon 12 Rape 13 Robbery WITH a Dangerous Weapon (Armed Robbery) 14 Robbery WITHOUT a Dangerous Weapon 15 Sexual Assault (Not Involving Rape or Sexual Offense) 16 Sexual Offense 17 Taking Indecent Liberties with a Minor 18 Other Offense Resulting in Suspension or Expulsion 41 ALP Enrollment Reasons 01 Assault resulting in serious injury 02 Assault involving use of a weapon 03 Assault on school personnel, no serious injury 04 Bomb threat 05 Burning of a school building 06 Death by other than natural causes 07 Kidnapping 08 Possession of alcoholic beverage 09 Possession of a controlled substance 10 Possession of a firearm or powerful explosive 11 Possession of a weapon (excl. firearms/explosives) 12 Rape 13 Robbery with a dangerous weapon 14 Robbery without a dangerous weapon 15 Sexual assault (not involving rape/sexual offense) 16 Sexual offense 17 Taking indecent liberties with a minor 18 Other offense resulting in OSS/expulsion 19 Physical fight 20 Bullying and harassment 21 Inappropriate language 22 Academic difficulty 23 Academic acceleration 24 Disruptive behavior (not a violent offense) 25 Attendance/truancy 26 Work/job related 27 Pregnancy 28 Aggressive behavior towards others 29 Personal or family problems 30 Emotional and/or psychological problems 31 Student choice 32 Parent choice 33 Re-enrolled dropout 34 Transitional program 35 Placement by Hearing Officer (EC Only) Consequence Types 001 Supervised Activities 002 ISS - In School Suspension 003 OSS 10 days or less 004 OSS 11-365 days 005 OSS 365 days 006 Expulsion 007 Corporal Punishment 008 LEA Operated Alternative Learning School 009 Off-site Operated Alternative Learning School 010 Alternative Learning Program 42 012 018 021 022 023 024 025 026 027 028 029 030 031 032 033 034 035 063 090 092 093 100 101 102 103 104 105 106 107 113 135 Report to Law Enforcement Day Treatment Program After School Detention Bus Suspension Conference Lunch Detention Student Pays Restitution Time Out Student Written Warning Revoke Driving Privileges Student Oral Warning Administrative Conference with Parent Administrative Conference with Student Work Detail Homebound instruction Saturday Academy OSS 1-10 Pending Student Hearing Other MDT Meeting Pending NCDJJDP Alternative Program NCDPI Alternative Program Unilateral change in placement (EC only) Hearing held, no change in placement (EC only) Hearing held, change in placement (EC only) Referral to Community Agency Restriction of School Privileges ISS Partial Day Tobacco Awareness Class Before School Detention Sent Home Early OSS Immunization Victim Types 01 Student from this school 02 Staff Member 03 Parent/Caregiver 04 Student from another school 05 Unknown 06 Other 07 Volunteer Investigator Types 01 Police 02 Counselor 03 Security Officer 04 Truancy Officer 05 School Resource Officer 06 School Administrator 43 07 Sworn (Police) School Resource Officer Weapon Types 01 Handgun 02 Rifle 03 Shotgun 04 Knife 05 Box Cutter 06 Razor 07 Other Firearm 08 Other Y (is a firearm) Y Y N (is not a firearm) N N Y N Sample XML File Comment comment comment. 44 Sample CSV File 354,"I","2003-2004","35A","001",2004-05-31,"N","N" 354,"O",1,"01","John","Public","S","506781233","M","A",1993-0607,11,"08","11","N","N","N","N","1" 354,"A",1,"17","09","","","" 354,"C",1,"100","","",,"Jim Rigsbee","","","","","","","","" 353,"I","2003-2004","470","340",2004-02-21,"N","N" 353,"O",1,"01","Sue","Smart","O","OTHER","F","W",1985-0909,18,"12","02","Y","Y","Y","Y","1" 353,"A",1,"11","14","","","" 353,"C",1,"008","","",,"ALP Teacher","470","333","",2004-03-01,2004-03-31,30,2004-0323,"19" 350,"I","2003-2004","470","312",2004-04-21,"N","N" 350,"O",1,"01","Steve","Smith","X","222222222","M","B",1990-0908,13,"08","02","Y","N","Y","N","1" 350,"A",1,"46","05","","","" 350,"C",1,"004","","200",2004-05-01,"OSS Teacher","","","","","","","","" 351,"I","2003-2004","470","312",2004-03-21,"N","N" 351,"O",1,"01","Jane","Doe","O","ANOTHER ID","F","H",1988-0908,15,"10","05","N","Y","N","Y","2" 351,"A",1,"40","","","","" 351,"C",1,"001","","",,"Supervisor Teacher","","","","","","","","" 352,"I","2003-2004","470","312",2004-03-21,"N","N" 352,"O",1,"01","first","last","O","OTHER","M","I",1987-0809,16,"11","02","Y","N","N","Y","5" 352,"A",1,"16","07","","","" 352,"C",1,"024","","",,"lunch teacher","","","","","","","","" 349,"I","2003-2004","470","312",2004-05-16,"Y","N" 349,"O",1,"01","Norm","Smith","X","123456789","M","W",1985-09 01,18,"12","01","N","N","N","N","1" 349,"A",1,"02","02","01","","" 349,"C",1,"010","","",,"Hoke Principal","470","312","Hoke ALP Program",2004-05-17,2004-05 31,14,2004-05-29,"01" 349,"V","01","Bob","Messer","O","33333",1980-07-04,23,"12","" 349,"G",2004-05-18,"Hoke Lea",2004-05-20,"06","Rich RIley","12345","","" 349,"N",2004-06-18 13:39:21.0,"HokeLEA","1st report incident comments incident 319"                   45 Chapter 4 – Using Reports to Check    and Utilize Incident Data    All of the reports described below may be found in the USDDC Reports Menu under Violence Data. LEA Summary Report The LEA Summary Report is an Excel document that summarizes the number of each type of reportable offense for each school in the LEA. If the data is correct in USDDC, this report will correctly deliver the reportable offense data needed for the LEA Verification Form. Like all Excel documents, you may edit and save the reports on your computer. Altering the report does not alter the underlying data. You may also use the form to calculate the number of reportable offenses per 1000 students at each school. Just type in the school’s final ADM (or an approximation) in place of the default value of 1, and Excel will execute the calculation and put the result in the last column on the right. 46 LEA Summary Report: School Summary Report The School Summary report delivers the number of reportable offenses, dangerous offenses, expulsions, short-term suspensions and long-term suspensions for each school. If the data is correct in USDDC, this report will correctly deliver the number of reportable offenses and expulsions needed for the School Verification Form. Caution should be taken with the number of short-term suspensions and long-term suspensions delivered by this report. The report counts the total number of short-term suspensions, even if two suspensions are given to the same student for the same offense. Two such suspensions will be combined into one for state reporting, and the verification forms will need to reflect the state reporting rules. For example, if a student is suspended for 2 days pending a hearing, and after the hearing the student is suspended 5 additional days, the School Summary Report counts this as two short-term suspensions. For state reporting, this should be one short-term suspension of 7 days. You will need to check your data to see if schools entered suspension data this way. See below for suggestions on how to do this. 47 School Summary Report: You can scan your data using the School Incident Summary or LEA Incident Summary reports to see if your school(s) used the practice of entering multiple separate suspensions for the same student in an incident. LEA Incident Summary Report The LEA Incident Summary Report gives a detailed record of each incident. Because the report contains so much information, you may need to delete unneeded rows and columns and use the features of Excel to sort data in order to meet your needs. Like all Excel reports you can save various versions of the report on you computer. This does not alter the underling data. 48 LEA Incident Summary Report: In order to efficiently scan and sort the data, first remove the top rows of the report so that the column heads are in the first row: 49 As seen in the screen shot below, you can view multiple OSS Days fields by deleting the columns in between. By scanning down, you can determine if multiple suspensions were assigned to students for the same incident. These are the cases that will inflate the number of suspensions shown in the School Summary Report. (In the report shown below, you can see that there are no entries in the OSS fields to the right of OSS Days for Consequence 1.) Reporting multiple suspensions for a student in a particular incident is a legitimate way to report suspensions, so you don’t have to change the way the incident was reported. If you find cases where multiple suspensions were reported for particular students, you can adjust the number of suspensions shown on the School Summary Report downward to reflect the actual number of suspensions on the School and LEA Verification Forms. 50 You may also use this report to scan for a particular type of offense or consequence. Highlight the entire spreadsheet by clicking in the top left cell and use the Sort option under Data. Then sort the data by the category needed. For example, if you want to look at all cases of bullying, sort by Offense 1 Act Type and scan down to where Act Type = 51. 51 You will probably receive a “Sort Warning”; if so, tell Excel to “Sort anything that looks like a number as a number.” The report below shows that three incidents were found with acts of Bullying (Act Type = 51).   Also scan down the other Act Type columns (which typically are rarely used) to check for any cases of Act Type 51 in those columns. 52 Appendix A ‐ Internet Explorer Setup  If You Have Problems If you are having problems with the random page not found, Java language null pointer exceptions or other errors using the application and you are using Internet Explorer, please try the following. You can test IE's ability to make secure connections using VeriSign's SSL test site. If reasonably possible, install all Windows updates. A free CD with all updates is available from Microsoft. Setting Up Internet Explorer Add DDC as a trusted site Configure Security settings for the trusted sites zone in IE: IE, Tools, Internet Options, Security tab, select trusted sites, Default Level. Sites enter the address (https://usddc.ncpublicschools.org) of the site in the Add this Web site to the zone: box, Add, OK, Apply. Disable Saving of encrypted pages. 1. Start Internet Explorer. 2. On the Tools menu, click Internet Options, and then click the advanced tab. 3. Under the Security heading, locate the check box labeled: Do not save encrypted pages to disk. Check this box. 4. Uncheck enable Third Party Browser Extensions (after doing this you need to restart the machine). 5. Click OK. Turn off AutoComplete for Forms Start Internet Explorer. On the Tools menu, click Internet Options, and then click the Content tab. Under Personal Information, click AutoComplete. Under Use AutoComplete for, uncheck the checkbox labeled: Forms Under Clear AutoComplete History, click Clear Forms. Click OK when you are prompted to confirm the operation. 6. Click OK. 7. Click OK. 1. 2. 3. 4. 5. 53 Change Check for newer versions of stored pages option 1. 2. 3. 4. 5. 6. Start Internet Explorer. On the Tools menu, click Internet Options, and then click the General tab. Under Temporary Internet files, click Settings... Select the radio button labeled: Every time you start Internet Explorer. Click OK. Click OK. Clear Temporary Internet files and cookies 1. 2. 3. 4. 5. 6. 7. 8. 9. Start Internet Explorer. On the Tools menu, click Internet Options, and then click the General tab. Under Temporary Internet files, click Delete Cookies… Click OK when you are prompted to confirm the deletion. Under Temporary Internet files, click Delete Files… Select the checkbox labeled: Delete all offline content. Click OK. Click OK. Clear the history under temporary internet files. Verify that Internet Explorer is configured to use SSL 2.0 and SSL 3.0 1) Click the Advanced tab. 2) In the Settings box, under Security, click to select the Use SSL 2.0, Use TLS 1.0 and Use SSL 3.0 check boxes (if they are not already selected), and then click OK. Verify that Your Computer is using 128-Bit Encryption 1. In Internet Explorer, on the Help menu, click About Internet Explorer. 2. The level of encryption on your computer appears next to the words Cipher Strength. Verify that the Cipher Strength value appears as 128-bit. 3. Click OK. Check Third-Party Firewall or Antivirus Programs Please make sure that third-party firewall or antivirus programs that are installed on your computer are configured correctly and are not preventing you from connecting to security-enhanced Web sites. Check Firewall/Network Configuration. Make sure that the SSL port (port 443) is open on your network/firewall (if you have any). Uninstall Norton antivirus/internet security and disable firewall if possible. Try uninstalling Norton's Personal Firewall (if you have it running). 54 System Cryptography Go to Control Panel > Administrative tools > Local Security Settings Open up Local Policies > Security Options Verify that "System Cryptography: Use FIPS compliant algorithms for encryption" is set to disabled. You will need to restart the system for this to take effect. Verify that the Microsoft Cryptographic Services Service Is Started To verify that the Cryptographic Services service is started (and to start it if it is not): 1. 2. 3. 4. 5. 6. Click the Start button, and then click Run. In the Open box, type: cmd Click the OK button. At the command prompt, type: net start cryptsvc Press . Type exit to quit Command Prompt System File Checker Use the System File Checker (Sfc.exe) tool together with the /scannow parameter to immediately scan and verify the versions of all the system files that Windows File Protection helps protect. If the Sfc.exe tool detects that such a file was overwritten, the Sfc.exe tool retrieves the correct version of the file from the Dllcache folder or from the Windows XP installation source files, and then replaces the incorrect file. The Sfc.exe tool also verifies and repopulates the cache folder. You must be logged on as an administrator or as a member of the Administrators group to run the Sfc.exe tool. To run the Sfc.exe tool together with the /scannow parameter, follow these steps: Click Start, and then click Run. In the Open box, type cmd, and then click OK. At the command prompt, type sfc /scannow, and then press ENTER. Type exit, and then press ENTER. Re-registering the softpub.dll (dynamic link library): Start run type “regsvr32 softpub.dll” (without quotes) and wait for the OK message; then try again. This works, apparently, if you have installed a customized version of IE6, (maybe from your ISP). urlmon.dll is often missing. Login as Administrator, close all programs, start, Run… and paste in 55 regsvr32 urlmon.dll, Ok. Click Start > Run Type “regsvr32 wintrust.dll” (w/o quotes) Press OK Repeat the above steps for the following: regsvr32 softpub.dll regsvr32 wintrust.dll regsvr32 initpki.dll regsvr32 dssenh.dll regsvr32 rsaenh.dll regsvr32 gpkcsp.dll regsvr32 sccbase.dll regsvr32 slbcsp.dll regsvr32 cryptdlg.dll Clear the Secure Sockets Layer (SSL) slate and AutoComplete history: IE, Tools, Internet Options, Content tab. Under Certificates, click Clear SSL State. Click OK when you receive the message that the SSL cache was successfully cleared. Under Personal information, click AutoComplete. Under Clear AutoComplete history, click Clear Forms. Click OK when you are prompted to confirm the operation. Verify that the Date and Time Settings on your computer are correct. Because SSL certificates have an expiry date, if the date on your computer isn't correct, it may prevent you from connecting to secure sites. Talk to your network administrator about the proxy server, see if you are able to access the website from outside the network like your home computer etc. Try another profile with Administrator access. If you do not have one, go to User Accounts in the Control Panel. Select "Create a new account" Select "Computer Administrator" when the option arrives. Follow the prompts to create the profile. Log out of old profile, log in to new profile Please check if you are getting the same error with other browsers (Netscape 7.2) and with other machines. If it is working fine on some other machine make sure that your machine setting matches with the other machine. Check your Internet explorer version, the best thing if everything fails to help (worst case) would be to do a reinstall of Internet explorer. Try this website for additional help: http://www.duxcw.com/faq/win/xp/secure.htm     56 Appendix B ‐ Reportable Offenses  1. Assault Resulting in Serious Injury. An intentional physical attack causing the victim obvious severe or aggravated bodily injury involving (a) broken bones, loss of teeth, possible internal injuries; severe lacerations and bleeding; or loss of consciousness; and/or (b) requiring emergency medical services by trained school personnel or other health professionals (e.g. EMS) and/or hospitalization. If the offender used a weapon in an assault resulting in serious injury, report both Assault Resulting in Serious Injury and Assault Involving Use of a Weapon. Fights or affrays, where no weapon was used, resulting in no apparent or serious injuries are not required by state law to be reported, even if the incident resulted in suspensions or expulsion for the student. Local School Board policy may require reporting of fights or affrays to law enforcement. (State law G.S. 115C-391 requires that local boards of education remove to an alternative educational setting any student who is at least 13 and who physically assaults and seriously injures a teacher or other school personnel. If no appropriate alternative education setting is available, then the board shall suspend for no less than 300 days but no more than 365 days any student who is at least 13 and who physically assaults and seriously injures a teacher or other school personnel.) 2. Assault Involving Use of a Weapon. An assault by one person against another where the attacker either uses a weapon or displays a weapon in a threatening manner. Weapon is defined as: Any firearm or explosive device; force-impacting device; knife or sharp-edged or sharp-pointed utensil, device or tool; or any article, instrument or substance which can or is likely to produce death or great bodily harm. If a firearm or other weapon is used in the commission of any offense, the type of weapon must be identified in the WEAPON field of the USDDC. 3. Assault on School Personnel. An assault is an intentional physical attack by one person on another. An assault is either the actual intentional striking of another person, or an attempt to physically strike another by an intentional show of force or menace of violence sufficient to put a reasonable person in fear of immediate physical injury. This offense includes assaults on school personnel that do not involve use of a weapon and do not result in apparent serious injury. If apparent serious injury to school personnel results from the assault, report as Assault Resulting in Serious Injury. If the assault involves use of a weapon, report as Assault Involving Use of a Weapon. Victims included in this category are school administrators, education professionals (e.g. teachers), classified staff members (e.g. custodial, clerical), and adult volunteers. Acts which would not be reported are things such as unintentional pushing and jostling, as in a crowd; a school staff member who is accidentally struck while attempting to break up a fight or affray; or a volunteer who is knocked down by a student carelessly rushing through a door. Verbal threats to physically attack are not included unless they are accompanied by an act that is an intentional show of force or menace of violence sufficient to put a reasonable person in fear of immediate physical injury. 4. Bomb Threat (See G.S. 14-69.1 and 14-69.2). Making or communicating a false bomb threat in any form, including a computer message; or perpetrating a bomb threat hoax by bringing a fake explosive device, whether openly or concealed, onto school property or to school-sponsored events (both are considered Class H felonies by G.S. 14-69.1 and G.S. 14-69.2). 4 4 Because this definition is a summary of lengthy and detailed legislation, users of the definition should consult their school board attorney or the http://www.ncga.state.nc.us/statutes/toc-1.html website for further details or clarifications regarding its use. 57 5. Burning of a School Building (See G.S. 14-60). Any person who maliciously and willfully sets fire to, burns or causes to be burned (i.e. aids, directs or procures the burning of) any school building owned, leased or used by the public schools (considered a Class F felony by G.S. 14-60). 6. Death By Other Than Natural Causes. The killing of a living person, done either by another or by suicide. Acts to be reported under this category include murder, manslaughter, death by vehicle, killing in self-defense, killing done by an insane person, accidental killing and suicide. Killing is to be reported if either the death or the act causing it occurred on school property, and regardless of whether the victim is associated with the school. Examples of incidents to be reported are the accidental death of a child in a school bus accident, or a victim on school property shot by someone located on or off school property. 7. Kidnapping. Confining, restraining or removing from one place to another a person, without his/her or the victim’s or a minor victim’s parents’ consent, for the purpose of committing a felony; or holding a victim as hostage or for ransom, or for use as a shield. A parent taking a child in violation of a court order, although it may be a crime, is not kidnapping for this purpose. 8. Possession of Alcoholic Beverage (See G.S. 18B-300 to 302). Any underage person who purchases, provides or sells to another, possesses or has in his/her immediate custody or control, or consumes malt beverages, fortified or unfortified wine, or spirituous liquor, in any amount or form, on school property owned or leased by the local board of education, or at school-sponsored events (comparable to a misdemeanor violation by G.S. 18B-102 and G.S. 18B-300, 301 and 302). 9. Possession of Controlled Substance in Violation of Law. Possession of narcotic drugs on or in the immediate control of the person. Narcotic drugs include any form of cocaine, marijuana, heroin, LSD, methamphetamine, and all drugs listed in the North Carolina Controlled Substances Act. Possession of any amount in any form must be reported. Unauthorized possession of a prescription drug (e.g., Ritalin) is included in this category. The principal should confer with law enforcement personnel when in doubt as to whether a drug is a controlled substance. Alcohol possession should be reported as Possession of Alcoholic Beverage. 5 5 Because this definition is a summary of lengthy and detailed legislation, users of the definition should consult their school board attorney or the http://www.ncga.state.nc.us/statutes/toc-1.html website for further details or clarifications regarding its use. 58 10. Possession of a Firearm or Powerful Explosive. Any unauthorized person possessing on their person or within their custody or control, or storing, or carrying, whether openly or concealed, locked or unlocked, any firearm or powerful explosive, whether operable or inoperable, on school property; or bringing such a device onto school property. Persons authorized to carry weapons on school property are law enforcement officers, firefighters, and emergency service personnel when discharging their official duties (State law G.S. 115C-391 requires that local boards of education suspend for 365 days any student who brings a “weapon” onto school property. Weapons are defined as any gun, rifle, pistol, or other firearm of any kind, or any dynamite cartridge, bomb, grenade, mine or other powerful explosive, as defined in G.S. 14-284.1; and this does not apply to fireworks. Superintendents may modify the suspension on a case-by-case basis, but a written explanation for the decision must be included with the school’s Annual Report on School Crime and Violence). The type of any firearm(s) that is/are involved must be identified in the WEAPON field of the USDDC. 11. Possession of a Weapon. Possessing on their person or within their custody or control, storing, or carrying, by any unauthorized person, whether openly or concealed, a weapon, excluding firearms and powerful explosives, defined as follows: Any BB gun, stun gun, air rifle, air pistol, bowie knife, dirk, dagger, slungshot, leaded cane, switchblade knife, blackjack, metallic knuckles, razors and razor blades, any sharp pointed or edged instrument except instructional supplies, unaltered nail files and clips and tools used solely for preparation of food, instruction and maintenance. This category covers possession of all weapons, other than firearms and powerful explosives, which the law prohibits on educational property (N.C.G.S. § 14-269.2). Persons authorized to possess such weapons are law enforcement officers, firefighters and emergency service personnel when discharging their official duties. Report type of weapon unlawfully possessed in the WEAPON field of the USDDC. 12. Rape. Rape may be statutory or forcible. Forcible Rape is vaginal intercourse committed by force and without the consent of the victim, regardless of age. Statutory Rape is vaginal intercourse committed on a child under the age of 16 by a person who is at least 12 years old and at least 4 years older than the victim, regardless of whether the victim consented. Consensual vaginal intercourse between a 13, 14 or 15 year old girl or boy and a 16 year old girl or boy is not a crime; statutory rape requires at least four years between birthdays of the victim and perpetrator. Some examples of incidents which must be reported under this category are consensual intercourse between a 19-year old and a 15-year old; consensual intercourse with a person who is mentally handicapped or incapacitated, or physically helpless, regardless of whether the victim consented; or intercourse with an intoxicated or drugged victim who is too incapacitated to give consent. 13. Robbery With a Dangerous Weapon (Armed Robbery). Theft or attempted theft of anything of value from the person of another, or from the area under the immediate bodily control of the other, by using a dangerous weapon or by an act threatening use of a dangerous weapon. A dangerous weapon is any article, instrument or substance that is likely to produce death or great bodily harm. Forcible theft or attempted theft from a person without the use of a dangerous weapon should be reported under Robbery Without a Dangerous Weapon. Report type of weapon used in the WEAPON field of the USDDC. 6 6 Because “Bomb Possession” involves the G.S. 14-269.2 definition of a bomb or “powerful explosive” as a felony-level weapon (G.S. 14-269.2 (b1)), as differentiated from a felony “firearm” weapon (G.S. 14-269.2 (b)), former definitions of “possession of a firearm” and “possession of a (misdemeanor) weapon” have been revised. 59 14. Robbery Without a Dangerous Weapon. The taking or attempting to take anything of value from another’s person, by force, or by an act threatening force or violence, which puts a victim in fear, without the use of a weapon. The stealing of someone’s property without the use of force or from a source other than the victim’s person is not included in this offense. If the taking from the person involves use of a dangerous weapon the incident is reported under Robbery With a Dangerous Weapon. 15. Sexual Assault (Not Involving Rape or Sexual Offense). An assault of a sexual nature. An unauthorized and unwanted, intentional, or forcible touching of a sex organ of a person of the opposite sex. Sex organs are the breasts of females and genital areas of males and females. This category includes forcibly and intentionally grabbing the clothed or unclothed breast or genitals of a person of the opposite sex, without the consent of the victim. Report attempted rape and attempted sexual offense under this category. The difference between Sexual Assault and Sexual Offense is that Sexual Assault involves forcible and intentional touching without penetration of a sex organ, and Sexual Offense involves penetration of a sex organ or anus by any object, or touching another’s mouth or anus by the male sex organ. 16. Sexual Offense. Sexual Offense may be forcible or statutory. Forcible Sexual Offense is actual oral-genital contact, or penile-anal penetration, or insertion of any object, including a finger, into the genital or anal opening of another person’s body, committed by force and without the consent of the victim. Statutory Sexual Offense is any of the above acts committed on a child under the age of 16 by a person who is at least 12 years old and at least 4 years older than the victim, regardless of whether the victim consented. Statutory Sexual Offense is also any of the above acts committed on a person who is mentally handicapped or incapacitated or physically helpless, regardless of whether the victim consented. The difference between Rape and Sexual Offense is that Rape involves vaginal intercourse only, and Sexual Offense involves oral-genital contact, penile-anal penetration, or genital or anal penetration by any object. 17. Taking Indecent Liberties With A Minor. Committing a sexual act with or in the presence of a child under the age of 16 years, by a person at least age 16 and at least five years older than the child, for sexual gratification, regardless of whether force was used, or whether the victim consented. Examples of acts to be reported under this category are intentional exposure of genitals in front of a child; showing a child pornography, secretly or in the child’s presence; or photographing girls changing clothes or using toilets, if these acts are done for sexual gratification. 60