DATA MANAGEMENT ALERT: New ESS Discipline Data Collection XML Schema and application updates for FY22

DATA MANAGEMENT ALERT   

New XML Schema released for ESS Discipline Data Collection and changes for FY22 incident entry

Due to upcoming changes to the FY22 ESS Discipline Data Collection (DDC) application, a new XML schema has been released for PEAs that wish to use the bulk upload option via an XML export from their Student Information System. Your student information system vendor will need to update your SIS to this new schema. ESS Data Management is distributing the NEW XML Schema to PEAs, and it is the PEA’s responsibility to deliver this new schema to their own Student Information System vendors. The XML schema can also be found on the Discipline Data webpage of the ESS Data Management website.

These are the changes you can expect to see when the ESS Discipline Data Collection application opens for entry in FY22.

Violations have been reduced to those relative to OSEP reporting, and the application will now allow multiple violations selected for one incident reported.

Certain actions will require a start and end date along with a numerical entry of equivalent in-session days removed (not hours removed per previous FY reporting).

Incidents with Expulsion actions will be expected to have an action end date of the end of the school year. Expulsions are defined as removals through the remainder of the school year; therefore, it is expected that the action end date be reported for these incidents as the last day of the school year.

A new Year End Data Certification page will be introduced and will take the place of No Data Certification. PEAs will be expected to enter a signature for all the data in the ESS DDC application, including the sites without incident.

The Year End Data Certification page can only be signed by a user with a NEW ADE CONNECT ROLE: ESS Discipline Data Collection: Signer. Read and Edit roles will be able to view this page in read-only mode.

It is expected your PEA assigns this role only to users authorized to sign off on your incident data for the year. Please contact your ADE Connect Entity Administrator to assign this role to your SPED Director or Superintendent (or equivalent position). It is the responsibility of the PEA to ensure this role is applied to the proper user. There will be no secondary authorization for this role from ADE.

The Year End Data Certification of Data page will display a list of schools your PEA is identified as the District of Residence for at least one student (General Education or SPED) attending that site (including tuition out sites). An incident count will show beside each site.

It is expected at the end of the year, the Signer will review the incidents entered in the application, counts of incidents on the certification page (including sites with zero incidents), enter their title, comments, and select the checkbox they have reviewed and certified the accuracy of the data. The signer will have the option to retract the signature should updates to the discipline data be required before the due date.

The ESS Discipline Data Collection application will open for FY22 incident entry on Monday, January 31, 2022.

Refer to this memo for additional details.

For any questions regarding these changes please feel free to contact [email protected].