Discipline, Crime, and Violence2014-2015

October 2014Tara K. McDaniel, M.S.

DCV 2014-2015

• The DCV application and submission process has been revised for 2014-2015

• The appearance of the application has changed, however the functionality remains the same

• Two data submission methods are available to divisions and regional programs

Two methods for DCV data submission

1. Tab delimited file submission extracted through the student information system (preferred method of submission)

2. Single data entry

The New Look of DCV

• Make sure you have access to SSWS and the DCV application

• Log in to SSWS• Click on the “Discipline, Crime, and Violence

(DCV)” application within SSWS• You will then select your school division or

regional program

• Note the new menu is located on the right hand side of the screen (previously found on the left hand side)

Data Submission Overview

Two Methods Available

1. Tab delimited file submission

2. Single data entry

Tab Delimited File Submission Method

1. Tab Delimited File Submission Method

• To submit the tab delimited file submission method (extracted from your student information system), please select “submit data”

• Then select “choose file” to select the file that is saved within your documents

• Once the DCV file is chose, select “submit to DOE”

• The file submission process and subsequent results pages are the same from last year

• Once the file passes the initial checks, click on “status tracking” to view the status

Status Tracking

• Status tracking is the same as in previous years and will alert you to any errors in the data

Submit to DOE

• If any errors exist, correct and re-submit the data

• You can select “view errors” and then “error summary” and “error details”

• Once the data is error free, select “submit to DOE”

• This page is also the same as in previous years

Successful Submission

View warnings

• If you receive the message “warnings successful,” select “view warnings” on the right hand column

• Check data to ensure accuracy• Once data is determined to be accurate

proceed and click on “submit to DOE”

Submit to DOE

Submit to DOE - Final Submission

• This process is the same as in previous years • Please complete the Completed Data Entry

form by answering the questions• The division will not be able to submit

successfully until all corresponding regional programs have submitted

Completed Data Entry

Verification Report

• Clicking on “submit to DOE” will generate the verification report which will need to be signed by the superintendent and faxed to our office (Fax number 804-371-8796)

• To view the verification report, click on “Reports” on the right hand column and select the first report labeled “Verification Report”

Single Data Entry Submission Method

2. Single Data Entry

• This method allows divisions and regional programs the option of entering one discipline incident at a time

• The process is the same as in previous years however the appearance of the data entry screen has been changed

File Creation

• Select “File Creation” on the right hand column

• Then select “Maintain data”• This will take you to the following screen

“Data Entry B Recs”• Select the highlighted link “Data Entry B Recs”

Data Entry B Records

Data Entry Screen

• Click on “click here to add new Data Entry B Recs”

• Do not begin adding data until you have clicked the above link, otherwise any data entered will be lost

Data Entry Screen

• Begin adding student and incident data• Each field must be entered• Enter “0” or “none” where applicable• Once all data has been entered click, on “add”

at the bottom of the screen• Once added, the record will be listed and

accessible at the bottom of the screen (see next slide)

• All records that are entered will be listed at the bottom of the “Data Entry B Recs” screen

• Records can be deleted and edited as needed• Once all records have been entered

successfully, the next step is to create the file by selecting “Create File”

Create File

Create File

• This feature creates the tab delimited file• Once the file is created, it will be visible in

your downloads• Select “open with” and then “word pad”• The “A” record and “B” records will be visible

Submit Data

• After the file has been created, select “Submit Data” on the right hand column

• Follow the same process for the file submission method (see slides 7 – 18)

• Errors can be corrected within the data entry screen or within the created file

Questions

Please contact Tara McDaniel with any questions regarding the new DCV application

and submission procedures

E-mail: tara.mcdaniel@doe.virginia.govPhone: 804-225-2715

Fax: 804-371-8796