Discipline, Crime, and Violence

August 2015

New DCV Application• The DCV application and submission process has been revised

beginning with the 2014-2015 submission• 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

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

• Single data entry method (data entry B records)

DCV Access within SSWS• Make sure you have access to SSWS and the DCV application• If you do not have DCV access within SSWS, you will need to

contact your division’s SSWS account manager to grant you access

• Once you have access, 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

DCV Collection Window

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

Tab Delimited File Submission Method

Tab Delimited File Submission Method• To submit the tab delimited file using the submission method

you will need to extract the tab delimited file from your student information system

• Make sure that the file meets the specifications that can be found on our website and the User Manual

• Save the file in your documents• Once you are in the DCV application, select “Submit Data”• Then select “Choose File” to select the file that is saved within

your documents• Once the DCV file is chosen, select “Submit file to DOE” (not to

be confused with the selection of “Submit to DOE” on the right hand side which is completed as the final step)

Data Validation• This page will generate once your data has passed the

initial checks• An email will be sent to the contact listed in the file

confirming receipt

Status Tracking• Select “Status Tracking” on the right hand side to

track the progress of the file

Status Tracking• Status tracking is the same as in previous years and will alert

you to any errors in the data• If any errors exist, correct and re-submit the data file• You can select “View Errors” and then “Error Summary” and

“Error Details” • Once the data are error free, you will upload the corrected file

selecting “Submit Data”, “Choose File”, and “Submit File to DOE”

• Each new file submitted will override the previous file• This page is also the same as in previous years

Successful Submission

• Below is an example of a successful submission with warnings

View warnings• If you receive the message “Warnings Successful,” select

“View Warnings” on the right hand column• Check the data within your file (and student information

system) to ensure accuracy• The warnings will give specific incident information which will

allow you to make the necessary corrections• Once the data are determined to be accurate, you will need to

submit a corrected file• Once a successful submission has occurred, you may proceed

to the final step and click on “Submit to DOE” on the right hand side of the page

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 (first semester, second semester, and summer school)

• The division will not be able to submit successfully until all corresponding regional programs have submitted

Completed Data Entry• Below is the completed data entry message that will appear

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

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• It is strongly recommended that divisions and regional

programs submit data using the file submission method

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”

Data Entry B Records

• Select the highlighted link “Data Entry B Recs”

Data Entry ScreenSelect “Click here to add new Data Entry B Recs”

Data Entry Screen• Do not begin adding data until you have selected “click here to

add new data entry B recs” otherwise any data entered will be lost

• Begin adding student and incident data• Information for each field must be entered• Enter “0” or “none” where applicable• Once all data has been entered select “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)

Data Entry Screen• 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

Create File• Once all records have been entered successfully, the

next step is to create the file by selecting “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” or “notepad” (do not

save in excel or word)• The “A” record and “B” records will be visible• Do not edit or alter the file or this will create errors• Save the file to your documents (i.e. DCV 15-16)

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• If you makes corrections in the data entry screen you will

need to create a new file and follow the previous steps for file submission

• Corrections within the file itself will also require a new file upload

Questions

Please contact Tara McDaniel with any questions regarding the DCV application and submission procedures

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

Fax: 804-371-8796