Discipline Data Review and Audit

1.Introduction #

This workshop will assist in auditing and reviewing discipline data pulled from Summer PEIMS, at both the district and campus levels, to help ensure accuracy, maximum funding and minimum accountability triggers.

Getting Started:

Log in to your OnDataSuite Account

  • Chrome is preferred browser.

Contact the OnDataSuite Admin (Manager) at your LEA for log in credential and account questions.

1.1.File Center #

Data Source (s)

Data for the discipline reports comes from Summer PEIMS TSDS interchange files extracted from the Student Information System (SIS). The files are then uploaded into the “File Center” of OnDataSuite/OnPar by a designated staff.

To determine how current the Summer PEIMS discipline data is, go to File Center/ “Data Sources”/ TSDS PEIMS tab: Scroll down to view the data loaded.

  • Status = PRELIMINARY file means that the data is NOT the “FINAL” file that will be sent to TEA and therefore, can still be changed!
  • The number of “Weeks” refers to the reporting cycle for which data has been loaded. Example, at any time during the 5th 6 weeks period, a file can be loaded and marked as Prelim: 5 weeks
  • Click on the file to open and ensure Discipline interchange/complex types have “OK“, meaning that the discipline portions (data) of this Summer PEIMS file are loaded.

2.TSDS Rules - Edits #

Located on Blue Menu bar.

  • Use navigator on left to locate “PEIMS Summer”
  •  Columns for Fatals/Warnings/Specials counts are hyperlinked for drill down details.

Scroll down to find Discipline row.

Click on count of Business Rules ( 7/7) to see list edits triggered

 

Option to download “Excel All Detail” – shows list of student details for every business rule triggered in this area.

or

Click on the Business Rule number to see the list of students who triggered a specific rule.

NOTE: All changes must be made in the SIS and then a new file extracted/uploaded into OnDataSuite to update.

3.Dashboards #

Utilize Dashboards to get a quick look at the district or campus level discipline data.

3.1.Campus Dashboard #

Dashboards/Campus Dashboard/ Campus Student

Note Year drop down option on top right.

  • Displays Discipline Student % by campus.
  • Click on % to drill down to student names. ( Student detail access required)
  • NOTE: District users can select a specific campus (click campus name on left column)

3.2.Academic - Discipline #

Dashboard/Academic/Attendance & Discipline

  • The  Discipline dashboard is located on the right side of the screen.
  • Available at both district/campus user levels.

Review district or campus discipline by six weeks.

  • District/campus goals can be set to display green, for met, and red for not met. (ODS Admin have access to set goals.)
  • Trends column displays a comparison of the prior 6 weeks counts.
  • The “Information Year” drop down selection to see prior years.

3.3.Individual Student Profile #

NOTE: Must have Student Detail Access to view Student Profile/Dashboard data.

Locate the “Search” tab, at the end of the blue menu bar.

Enter “Search” criteria to pull up student(s)

Once student list is displayed, use link under SID column (left), to access the Student Profile Dashboard.

The Student Information/Overview tab displays Discipline comparison information at the District/Campus/Student level for the most recent summer PEIMS data loaded.

Select the Summer link- left black pane- / Attendance & Discipline

Click the blue “Toggle Discipline Details” button and scroll down to view each discipline record for the student for multiple years.

4.My Dashboard #

  • Watch training video
  • Add Widgets
  • “Star” Fav Bookmarks

5.Student tab #

Locate the “Student” tab on the blue menu bar to view Student Discipline Reports.

5.1.Discipline Validation #

Funding Data Validation folder

 

Discipline Validation folder

 

  • Filters for Year and Campus
  • Tools drop down
    • Export to Excel
    • Bookmark
    • Report Info
  • Columns can be sorted by using the “arrows”.
  • Click on Student ID (first column) to view Student Profile Dashboard

5.2.Discipline AdHoc Reports #

Creating Ad Hoc Reports

Select Category: Disciplinary Incidents

  • Check the year(s) needed for the report under “PEIMS Student Criteria Filters” (right). Leave all unchecked, to pull all the years.

  • Select Criteria – Drop down displays alphabetized list of all the elements available.
  •  “Filter” option is available. Located on the right.

  • Create Report- generates and displays report.
  • Click on counts to display a non duplicated list of students
    • Option to Create Focus List, tab located at the top of student list.

 

Discipline Reports to Create:

Disciplinary Incidents – category displays the number of unique disciplinary incidents, not a count of records or a count of students.

NOTE: An incident MAY have more than one record associated with it (ex: fighting).

Best Practice: Start broad with 1 criteria then begin to add more criteria to identify areas of concern.

 

 

 

Multiyear data audits: Investigation

Student tab –PEIMS Student Report Center

  • Disciplinary Incidents – Criteria 1=” Reporting Period
  • Disciplinary Incidents – Criteria 1=” Campus”
  • Disciplinary Incidents – Criteria 1=” Disciplinary Action Code”
  • Disciplinary Incidents – Criteria 1=” Disciplinary Action Reason”

(rerun the reports above using a 2nd criteria such as “Grade Level” or “SPED)

 

  • Disciplinary Incidents– Criteria 1= “At Risk
  • Disciplinary Incidents – Criteria 1= “Bilingual
  • Disciplinary Incidents – Criteria 1= “Dyslexia
  • Disciplinary Incidents – Criteria 1= “Economic Disadvantage
  • Disciplinary Incidents – Criteria 1= “Ethnicity/ Race
  • Disciplinary Incidents – Criteria 1= “Foster Care
  • Disciplinary Incidents – Criteria 1= “Gifted and Talented
  • Disciplinary Incidents – Criteria 1= “Grade
  • Disciplinary Incidents – Criteria 1= “Homeless Status
  • Disciplinary Incidents – Criteria 1= “Immigrant
  • Disciplinary Incidents – Criteria 1 = “Inconsistent Code of Conduct” 
  • Disciplinary Incidents – Criteria 1= “LEP
  • Disciplinary Incidents – Criteria 1= “Migrant

(add as many different criteria as you like)

 

Summer Enrollment will provide a count of students.

Example:

  • Summer Enrollment – Criteria  = “Discipline Action Codes”
    • Add various criteria, as desired
    • Click on counts to drill down to student list.
    • Create focus lists
    • Add Columns
      • Use to added more data to each students row.
      • Use to unbound cells that contain more multiple data.

 

Best Practice: Use Adhoc reports to full fill data request.

 

 “Report Options” – (black box/left)

  • Show Percents 
  • Turn on heatmap – visual aid in looking for data anomalies
  • Bookmark/Share –saves the report parameters and enables sharing
  • Export to Excel

  • Graph Control – provides options for visualizing data

5.3.Discipline Custom Reports #

Discipline Reports – each folder contains reports.

Note – Many reports display a “count of incidences” and NOT a count of students. However, the drill down will produce a list of students and the student count.

*“= Available at ESC Level

 

Example: “Discipline Action Group Summary” report

Filters at the top of report provide options to change year and/or view by all campuses or individual campus.

Use Tools drop down options:

      • Export to Excel
      • Report Info- to review a description of the report
      • Bookmark/Share your favorite reports

 

5.4.Focus List Utilization #

Create a focus list

  • Upload a list of students (located on black menu bar)
  • Create list from with in OnDataSuite ( located at the top of reports)

Use the Focus List on Custom Reports

  • Some reports have a “Focus List” filter at the top.
  • Example: Retention Report

Use Focus List on Adhoc Report building.

  • Pull in focus list at the top of the Report Center
  • Use Categories/Criteria as usual
  • Example: Summer Enrollment/ Criteria = Dual Credit

6.Accountability #

Various Accountability reports utilize PEIMS discipline data as their source. Most of the Accountability reports are driven by federal or TEA documentation.

Best Practice: Utilize reports to pull data requirements for review and transcribe onto standardized forms for submissions.

Best Practice: Utilize data to be proactive/reactive to triggered indicators.

6.1.Federal - Discipline data #

Run the following reports to see the impact that Discipline from Summer PEIMS will have on various Accountability systems and reporting areas.

Select desired Federal Report and review results by clicking on links for different groups of students.

6.2.RDA and DVM Reports - Discipline areas #

  • RDA -Results Driven Accountability- SPED Indicators 14-18, will display counts of students with disproportionality and risk ratios for race/ethnicity, plus the ability to drill down and see the list of students.

 

  • DVM –Each of the Data Validation Monitoring (DVM) reports for Discipline will display counts of students whose coding is triggering the indicator. Option to drill down and view the students if users account has “details” view.

7.OnPar - Discipline #

Use the Dropdown menu to locate OnPar – top left corner.

Locate “My Reports”/ Discipline tab

  • Select Report Information/criteria desired.
  • Populate reports with “Peer List” to see data from any other district/campus in the state.
  • Export to excel option available.

8.OnBoard - Discipline #

Located on the OnPoint drop down.

View discipline data % from Summer PEIMS file.

  • Click “View Details” to see the underlying report.
  • Option to view prior years.
  • NOTE: User can not drill down to student details

9.Support and Training #

  • Submit Ticket Icon – Use to enter a question, problem, or feature request with detailed information and click “Submit Ticket”. To remove the box without submitting a ticket, simply click the top ‘Submit Ticket’ button again.

 

  • Knowledge Base Icon – Use to search KB articles for information on reports and functionality. (top right)

 

Support link – top black menu bar

  • Training / Webinars- recorded session (Past) and upcoming sessions (Future) – NOTE: Filter options.

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