Updating District-Defined Discipline Fields for State Reporting School Year 2011 This document is for staff responsible for entering student discipline. The following instructions explain the district-defined discipline fields and how to navigate to them for a particular incident.
Section 1: Criteria for Incidents Reported on ED166 Incidents meeting any of the following criteria are reported to the ED166. These incidents require the ED166 District-Defined Discipline fields be updated: 1) Any incident in which a student was issued an ISS, OSS, Bus Suspension, or Expulsion OR 2) Any incident in which a drug/alcohol/tobacco code is used OR 3) Any incident in which a weapon is involved OR 4) Any incident in which one or more of the following incident codes is used: 1100 – Arson, 1400 – Burglary/Breaking and Entering 1410 – Theft/Stealing 1420 – Robbery 1700 – Fighting/Altercation/Physical Aggression 1710 – Physical Altercation 1711 – Verbal Altercation 1712 – Inciting a Fight/Riot 1720 – Battery/Assault 1730 – Throwing an Object 1800 – Harassment (Non-Sexual) 1810 – Threat/Intimidation/Verbal Harassment 1811 – Racial Slurs/Hate Crimes 1812 – Bullying 1813 – Hazing 1900 – Harassment – Sexual 1910 – Sexual Battery 1920 – Sexual Offense 2000 – Homicide 2100 – Stabbing 2200 – Blackmail 2300 – Kidnapping (Abduction) 2700 – School Threat/Bomb Threat 3500 – Vandalism 3510 – The Destruction of Personal Property 3700 – Weapons 3800 – Drugs/Alcohol/Tobacco
Training Documents – 2011 – Updating District-Defined Discipline Fields for State Reporting Windham Information Systems – 03.03.11
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Section 2: Incident Detail District-Defined Fields All Incident District-Defined Fields are shown below. The fields populated are the default values for the required fields. These fields must be updated when entering a new discipline incident:
Incident District-Defined Fields - Field Descriptions State Assigned Incident Number
This field is assigned by the State after the ED166 is processed. Please do not enter any data into this field. This field should always be checked if the location of incident is on school grounds and during the school day (i.e. Cafeteria, Hallway, Stairwell, etc).
School Sponsored Activity
This field should be checked if the location of the incident is off school ground and the incident occurs at a school event such as field trips, prom, and away football games. This field should not be checked if the location of the incident is off school ground and the incident does not occur at a school event such shoplifting at the mall or selling drugs in a public park.
Party Taking Action
This field describes the district staff administering the consequence for a discipline event. This field must be one of the following for expulsions: 06, 07,08, 09.
Referring Party
This is the category of the person who makes the referral to the Party Taking Action.
Victim –- Other Student
This field should be checked for all incidents in which a student is a victim.
Victim –- Certified Staff
This field should be checked for all incidents in which a certified staff member is a victim.
Victim –- Substitute Teacher
This field should be checked for all incidents in which a substitute teacher is a victim.
Victim –- Other Staff
This field should be checked for all incidents in which a staff member who is not a certified staff member and not a substitute teacher is a victim.
Victim –- Non-School
This field should be checked for all incidents in which a person who does not fall into the victim categories above is a victim.
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How to access Incident District-Defined Fields 1. For the student whose incident is to be updated, select Student Center -> Discipline -> Incident List:
2. Click the Incident column entry for the incident to be updated.
3. Click the Number link at the top of the Incident Summary page.
4. Click the District-Defined tab then click the ED166 - Incident link.
5. Review/Fill in/update the fields, click Save.
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Section 3: Offender Detail District-Defined Fields All Offender District-Defined Fields are shown below. The fields populated are the default values for the required fields. These fields must be updated when entering a new discipline incident:
Offender District-Defined - Field Descriptions Education Provided
The instruction provided during the consequence. If no education was provided, use code 9998 – No Education Provided. Expulsions may not use code 9998.
Number of Days to Carry Over
If the days of a sanction carry over to the next school year, this is the number of days to be served the following year. This number may not exceed 180.
Student Arrested
Check this box if the student was arrested as a result of the incident.
How to access Offender District-Defined Fields 1. For the student whose incident is to be updated, select Student Center -> Discipline -> Incident List 2. Click the Incident Role column entry for the incident to be updated.
3. Click the District-Defined tab then click the ED166 link.
4. Fill in/update the fields, click Save.
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Section 4: Running Discipline Entry Error Reports The following instructions explain how to locate the discipline entry error reports. These must be run and the errors corrected prior to conducting State reporting. Discipline Entry Error Reports – Report Descriptions 01 – Missing Offender
Discipline incidents must include at least 1 offender. This report lists incidents without at least 1 offender. Add an offender for each incident listed to correct these errors.
02 - Duplicate Offenders (no longer needed)
A student may only appear as an Offender for an incident once. This report lists incidents with duplicate Offenders. Remove the duplicate Offender entries to correct these errors.
03 – Incident Date Errors
The incident date must exist in the current school year calendar. This report lists incidents where the incident date is invalid. Change the incident date to correct these errors.
04 – Missing Location
A location must be specified for each incident. This report lists incidents where the location is missing. Add a location to the incident to correct these errors.
05 – Missing Sanction
Every discipline incident requires a least one Offender Action. This report lists Offenders without an Offender Action. Add an Offender Action to each Offender to correct these errors.
06 – Invalid Student Arrested
If Police Notified is ‘Y’, and the Police Action field = 04 then the Student Arrested field must be a 'Y' for the offender. This report lists Offenders where these fields are in error. Set the Student Arrested field to ‘Y’ on the Offender to correct these errors.
07 – Invalid Police Actions
If Police Notified is ‘Y’, the Police Action field must be completed for the incident. Update the Police Action field for the incident to correct these errors.
08 – Invalid Drug Code
All discipline incidents with an action code of 3800 - Drugs/Alcohol/Tobacco require a valid drug code on the Offender screen. Add a Drug Code to the Offender screen to correct these errors.
09 – Invalid Weapon Code
If an Offense Code of 3700 - Weapons is selected, a valid Weapon must be selected for the Offender as well. Select a Weapon for the Offender to correct these errors.
10 – Invalid Education Provided
Discipline incidents must indicate the Education Provided for the Offenders. Add the Education Provided to the Offenders for the Incidents in the report to correct these errors.
11 – Invalid School Sponsored Activity
The School Sponsored Activity field must be checked if the incident occurred on school grounds or during a school event and not checked otherwise. Update the School Sponsored Activity field for the incident to correct these errors.
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12 – Invalid Party Taking Action
13 – Incidents Requiring Victim Categorization
All incidents must have a Party Taking Action value. Correct these errors by updating the Party Taking Action field for the incident. This field must be code one of the following for expulsions: 06, 07,08, 09.
Victim • • • • • • • • • • • • • • • • • • • • • • •
information is required for the following incident types: Robbery,Battery/Assault, Throwing of an object, Harassment (Non-Sexual), Threat/Intimidation/ Verbal Harassment, Racial Slurs/Hate Crimes, Bullying, Hazing, Teasing, Threats of Bodily harm, Physical Intimidation, Foreign substance (feces; urine, bodily secretions), Foreign substance (prescription medications), Foreign substance (Illegal drugs), Foreign substance (dirt, clay, crayons, etc.), Foreign substance on other person’s body, Intentionally endangering an individual(s), Harassment-Sexual, Sexual Battery, Sexual Offense, Homicide, Stabbing, Blackmail, Kidnapping (Abduction) The destruction of personal property
For offenses involving more than 1 victim type include all applicable types. 14 – Missing Durations
15 – Invalid Carryover Days
All discipline incidents require Actual and Scheduled durations for each Offender Action. Update the Offender Action Durations to correct these errors. •
Discipline actions extending past the end of the current school year must have the number of days served next year calculated, entered, and subtracted from the scheduled duration to calculate the actual duration.
•
The Actual Duration for an incident cannot be 180 because the Actual Duration is the number of days served in the current school year.
•
The Actual Duration, Scheduled Duration, and Number of Days to Carry Over may not exceed 180.
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How to access Discipline Entry Error Reports 1. Click the Cognos Reporting link in eSchoolPlus.
2. Click the Discipline Reports folder.
3. Click the 2011 - ED166 Error Reports folder.
4. Click the report to run.
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