Discipline

Overview

Entry By Officer Add an Offense

Add an Action Summary

Add an Action Detail Record

Victims

Entry By Student

Defaults

Suspension/Expulsion Records

Overview

The Discipline module is used to track disciplinary Offenses and Actions for internal and

state reporting purposes. Within the Discipline module you will add in student Offense,

Action, and Action Detail records.

There are a few common key words within the Discipline module:

Offense: A violation or breaking of a school/district code of conduct or rule (example:

vandalism, fighting, etc.).

Action: The consequence assigned to an offense (example: in or out of school suspension).

In School Suspension: A type of suspension where a student is removed from the regular

classroom and placed into a separate setting within the school building for a certain

timeframe.

Out of School Suspension: A type of suspension where a student is removed from school

for a certain timeframe.

IAES Suspension: This relates to Special Ed students who cannot be expelled but can be

placed into an Interim Alternative Educational Setting for a certain timeframe.

Expulsion: The student may no longer attend school.

To access the Discipline module navigate to Office and Discipline.

Entry by Officer Add an Offense

Victims Add an Action Add an Action Detail Record

The Entry by Officer browse screen is often used by Discipline Officers. They can limit the

offenses and referrals that display in the screen to just the records that they are assigned

as the Discipline Officer. It offers the same functionality as the Entry by Student screen.

To access Entry by Officer, navigate to Office, Discipline and Entry by Officer.

The Entry by Officer screen will display the records based on the Filter you have set.

The available Filters include:

All Offenses – Current Year: This Filter will display all offenses for the current school year

regardless of who the Discipline Officer is for the students.

All Offenses – Include All Years: This filter will display all offenses for all school years

regardless of who the Discipline Officer is for the students.

Offenses with Me as Discipline Officer – Current Year: If you are attached to the

student record as their Discipline Officer, only those students who have you as a Discipline

Officer and have Current Year offenses will display in this browse screen. The Discipline

Officer is added in the Student Profile on the Entity Info tab.

Offenses with Me as Discipline Officer – Include All Years: If you are attached to the

student record as their Discipline Officer, only those students who have you as a Discipline

Officer and have a Offense record for any year will display in this browse screen. The

Discipline Officer is added in the Student Profile on the Entity Info tab.

Offenses with No Discipline Officer – Current Year: Students who do not have a

Discipline Officer attached to their record in the Entity Info tab will display in this browse if

they have a Current Year Discipline Offense.

Offenses with No Discipline Officer – Include All Years: Students who do not have a

Discipline Officer attached to their record in the Entity Info tab will display in this browse if

they have a Discipline Offense in any year.

Add an Offense

There are two options to create a new Offense record for a student:

Add Offense for Current Student: Selecting this button will allow you to create a new

Offense record for the student who is currently highlighted in the browse screen. If there

are no students in the browse screen, the system will tell you there are no students

available.

Add Offense for Any Student: Selecting this button will allow you to create a new Offense

record for any student by typing in a student’s namekey or searching for the student in the

Student Lookup.

If you select to add an Offense for the Current Student, the highlighted student’s name

would populate at the top of the screen. If you selected to add an Offense for Any Student,

you would need to enter the student’s namekey or select the Student link to search for the

student in the lookup.

Offense/Referral: The drop down allows you to select whether this is an Offense or

Referral. A Referral is typically entered in by the teacher from Educator Access Plus and

generally is not the selected option when you enter the record from the Discipline module.

When creating Offense records from the Discipline module, you will typically select the

Offense option. Actions cannot be added to Referral records, only Offense records.

Referrals will be discussed later in this course and also in the Educator Access Plus Course.

Offense: Enter the Offense code that represents the violation or rule the student has

broken. You can type the code into the field, use the drop down menu to select the code or

select the Offense link to choose from the list of codes available. This is a required field.

School: Enter the School code in which the offense took place. This is a required field.

Location: Enter the Location of the offense. This is not a required field but the more

information you can provide is always useful. Some examples of Location codes include:

South Hallway, Commons, Classroom, Parking Lot, Gym, etc.

Bus: If you are using the Busing module, you can enter the student’s bus code into this

field.

Offense Date: Enter the date that the Offense occurred.

Offense Time: Enter the time that the Offense occurred.

Parent Notified: Check this box if the parent has been notified of the student’s Offense

record. This can then be used as a range on reports to see if parents have been notified for

Offense records. Note: This check box will not actually notify the parent, it is for reporting

purposes only.

Incident: There are three options to select in the Incident drop down: Incident, Existing

Incident, and Not an Incident.

Existing Incident: This option would be selected in an instance that multiple students are

involved in an offense/incident and you would like to link all of the students to the same

Incident Number. When Existing Incident is selected, the field below it will become active

and you can enter an existing number or click on the Incident # link to search for the

number.

New Incident: This option will assign the next available Incident Number to the record you

are creating.

Not an Incident: If you do not track Incidents, you can select Not an Incident so that a

number is not assigned.

As an example, four students are caught fighting and you want to link them together so that

you have a record of the incident. The first student that you enter an offense for would be a

“New Incident” and an Incident Number would be assigned. Then, the remaining three

students that are entered would be an “Existing Incident” and you would be able to select

the Incident Number that was assigned to the first student to tie their records together.

Note: It is important to note that some states require Incident Numbers be recorded for the

Offenses. Verify with your state reporting documentation.

School Year: Select the School Year from the drop down menu to choose the year in which

the Offense took place. This will default to the current school year and is a required field.

Cost: If the student will be paying for any damage for the Offense, you can enter the Cost

that the student will be paying. This is not a required field and does not correspond with

the Fee Management module. You can pull this information on Discipline reports and

through Data Mining.

Student Role: This field can be used to note what the Student Role was in the Offense.

You can select from the available codes that have been created. Some examples include:

accomplice, victim, etc.

Discipline Officer: If you are a Discipline Officer and your staff record has the Discipline

Officer option selected (Staff>Staff Profile), your name will auto fill this field when you

create a new Offense record. You do have the ability to remove your name from this field

and select a different Discipline officer by typing in the Name key, clicking on the drop down

menu, or selecting the Disc Officer link to locate the Discipline Officer from the browse

screen. This field can be configured so that it is a required field

(Office>Discipline>Setup>Configuration>Discipline Entity Setup).

Time Comment: You can enter additional information in this field to note when the Offense

took place. For example, in the Offense Time you can enter 12:00 PM and in the Time

Comment you can enter ‘Lunch’ to note that this occurred during the student’s lunch period.

The Referred By area allows you to enter the individual who reported the Offense. The

Referred By drop down menu has three different options: Staff, Student and Other.

If selecting Staff or Student, you can enter the Namekey of the individual, click on the

drop down arrow to search for the individual or select the Staff/Student link to locate the

individual in the browse screen.

If you select the Other option in the Referred By drop down, you have the ability to enter

a free form name of the Individual who reported the Offense.

At the bottom of the Offense screen you will see 2 different comment areas. Both Comment

areas are optional.

Comments: This area allows you to enter a Freeform comment regarding the Offense

record.

Predefined Comments: This drop down allows you to select from Predefined comments

that have been created. These comments are created in the Discipline Codes area

(Office>Discipline>Setup>Codes>Offense Comments). Select the Insert button to add the

Predefined comment to the record.

Note: There may be additional fields you will need to add information to that are specific to

your state. If you see additional fields or options when entering an offense, refer to your

State Reporting documentation.

After you have entered the information for the Offense you can select the Save and Back

option to return you to the Entry by Officer screen or you can select Save and Add Action

to bring you directly to the Add Action screen.

Back: The Back button will return you to the Entry by Officer screen and will not save or

retain any of the information you’ve just added onto the Offense record.

Victims

Victims: Selecting the Victims button on the Offense screen allows you to add Victims to

this Offense. This is not a required area but the information can be pulled in a Data Mining

Report.

Select the Add button to create a new Victim record, Edit to modify an existing Victim

record or Delete to remove the Victim record from this Offense. You can add as many

Victims to an Offense as necessary.

When adding a Victim, you can select from Existing Name or Free Form Name. Existing

Name allows you to choose from the names in the system. You can begin typing the

Namekey into the Name field or you can select the Name link to search for the name.

Selecting Free Form Name allows you to enter any name into a Free Form field.

Relationship: If there is any relationship between the student with the Offense record and

the Victim, you can record that in this screen.

Primary Victim: You can check this box if this is the Primary Victim of the Offense. You

have the ability to add more than one victim to each Offense record.

Comments: This field can be used to document any comments that are made by the victim

regarding the offense.

Notes: You can enter any additional Notes for the victim of this offense.

Add an Action

Selecting the Save and Add Action button after entering the Offense will bring you right to

the Action Summary screen. The student’s name will automatically fill in from the Offense

record.

Action: The Action is the consequence of the Offense. If you know the code, you can type

the code into the field, you can click on the drop down arrow to select the code or you can

select the Action link to locate the code from the browse screen. The Action code is a

required field.

Suspension Type: This field may be used to note the Suspension Type associated with the

Action. It may be important for the use of State Reporting.

Note: The Suspension Type does have the ability to auto fill based on the Action code you

select if the codes have been setup with a default Suspension Type. This can be setup in

the Action Code (WS\OF\DI\PS\CO\AC).

Ordered Date: Enter the Date that the student will be serving the Action. The Date will

default to the current date but you can enter a future or previous date if needed.

Return Date: If the student is serving an In or Out of School Suspension, enter the date in

which they will return to school to attend their classes.

Total Time: Enter the Total Time of the Action. You can select Hours or Days in the drop

down menu and enter a numeric value to represent the Total Time the student will serve.

Parent Notified: You can check this box to verify that you have contacted the parent and

have notified them of this Action. This field is then used as a range for Discipline reports.

Note: By checking this box, you are not actually contacting the guardian. It is for reporting

purposes only.

Action Status: There are 3 options you can choose from in the Action Status drop down

menu.

• Open – When you first add the Action record to the Offense, it defaults to Open.

This signifies that the Action has not yet been served.

• Reissued – The Reissued option would be used if the student did not serve the

Action on the Ordered date and now the Action is being changed to a higher

consequence. For example, if the student didn’t serve their detention on the

Ordered Date, you could mark that as Reissued and create a new Action for a

Suspension.

• Served – When the student has completed the Action, you can mark the Action as

Served.

School: Select the School in which the student will be serving the Action.

School Year: Select the School Year in which the Action will be taking place. It will default

with the current year.

Diff. Reason: This is a code that you can add to a student’s Action record that refers to the

reason why a student would receive a different Action than the Standard Action given. For

example, if it was their second Offense, they may receive a different Action than the first

Offense would receive.

Hours/Days Served: When the Action Status has been changed to Served, this field will

update with the Hours or Days Served based on what you entered in the Total Time field.

Follow Up Officer: This is the individual who verifies that the student completed the

Action.

Authorized By: This is the individual who authorized the Action.

Comments: This area allows you to enter a Freeform comment regarding the Action record.

Predefined Comments: This drop down allows you to select from Predefined Comments

that have been created. These comments are created in the Discipline Codes area

(Office>Discipline>Setup>Codes>Action Comments). Select the Insert button.

Update Action Detail Records based on changes to the Action Summary?: Checking

this box will automatically create the Action Detail Records based on the Total Time you

entered in the Action. The Action Detail Records will show at what time the student is

serving the Action, the location they are serving the Action, the time served, etc.

Hours Per Day: Enter the Hours per Day that the student will serve the Action.

Start Time: Enter the Start time of the Action. This will be the default Start Time.

Action Detail Location: Enter the location where the Action will be served. This will

default into the Action Detail Records.

Action Detail Records

Action Detail records are the third part of creating a Discipline record and are optional when

creating the records. Each Action Detail record represents a specific date of a consequence.

These need to be generated/entered if they are used for state reporting for your state or if

you want to track whether or not each date of an action has been served.

You can access the Action Detail Records at the bottom of the Action Summary screen.

You can also access the Action Detail Records when expanding on the Offense record and

then expanding on the Action Summary and Details sub category.

Select the Add Action Detail link to create a new record, Edit to modify an existing record,

Delete to remove a record and History to view the Action Detail Record History.

The Action Detail Records are not required but they are useful if a student is serving an

action on multiple days. It allows you to then mark one of the Action Detail Records as

Served while the remaining Action Detail Record(s) would remain open until they have been

served.

Date To Be Served: Enter the date that this Action Detail Record will be served. If a

student is serving an In or Out of School Suspension, they may have multiple Action Detail

Records to represent the days they will serve each record.

Time To Be Served: Enter the time of day that they will serve this Action Detail Record.

Location: Enter the Location that the Action will be served on that specific date.

Length: Enter the Length of time this Action Detail will be. This will be in either hours/days

depending on the option you selected in the Action Summary.

Time Served: Once the Action has been served, you can enter the Time Served in this

field.

Action Detail Status:

• Open: When the Action is issued and has not yet been served, it is defaulted with an

Action Detail Status of Open.

• Served: When the Action has been completed, you can mark that Action Detail

Status as Served.

• Reissued: If the Action is being Reissued to a different day, you can select Reissued

on the record and then create a new Action Detail Record.

Parent Notified: You can check this box to verify that you have contacted the parent and

have notified them of this Action Detail. This field is then used as a range for Discipline

reports. Note: By checking this box, you are not actually contacting the guardian. It is for

reporting purposes only.

Follow Up Officer: This is the individual who will verify that the student has completed the

Action.

Difference Reason: This is a code that you can add to a student’s Action Detail record that

refers to the reason why a student would receive a different Action Detail than the Standard

Action Detail given. For example, if a student receives a 2 hour long detention versus the

standard 1 hour long detention.

Entered By and Entered On: This will default with the name of the person who entered

the record and will default in with the date and time it was entered.

Comments: This area allows you to enter a Freeform comment regarding the Action Detail

record.

Predefined Comments: This drop down allows you to select from Predefined comments

that have been created. These comments are created in the Discipline Codes area

(Office>Discipline>Setup>Codes>Action Detail Comments). Select the Insert button to add

the Predefined comment to the record.

After the Offense, Action and Action Detail has been created, you can expand the Student’s

record on the main screen of Entry by Officer to view the record.

You can expand on the records to view the information you’ve entered or you can

Add/Modify information to each record as necessary.

Entry by Student

Entry by Student allows you to view a browse screen of students and enter Discipline

records. Entering an Offense in the Entry by Student screen is exactly the same as the

Entry by Officer screen.

To access Entry by Student, navigate to Office, Discipline and Entry by Student.

To add an Offense, Action and/or Action Detail Record, you will need to expand on the

student record.

Add Offense: Select this link to create a new Offense Record for the student. You can also

select the Edit link to modify the record, the Delete link to remove the record, and History

to view the Offense history.

Action Summary: Select the Add link to create a new Action record for the Offense. You

can also select the Edit link to modify the record, the Delete link to remove the record, and

History to view the Action summary history.

Actions Details: Select the Add link to create a new Action Detail record for the Action.

You can also select the Edit link to modify the record, the Delete link to remove the record,

and History to view the Action Details history.

Defaults

Defaults can be set up for the Offense and Action Detail Record screens. The Defaults

are helpful for values that will remain the same for each Offense/Action Detail Record that

you enter. The Defaults will automatically fill some of the fields but you can update the

values when entering Offense/Action Detail Records.

You can access the Defaults button on the Entry by Officer screen by navigating to Office,

Discipline and Entry by Officer.

Defaults can also be accessed when adding or editing an existing Offense record.

You can also access the Defaults in the Entry by Student screen by navigating to Office,

Discipline and Entry by Student.

Select the Defaults button to enter values that you would like to automatically fill each

time you create a new Offense Record. You can change these at the actual time you are

entering the Offense, but having values default in can allow for quicker Offense/Action

Detail Record entry.

Suspension/Expulsion Records

The Suspension/Expulsion button allows you to view either a Suspension or Expulsion record

that was created for the selected student on the browse screen.

You can access the Suspension/Expulsion button by navigating to Office, Discipline, Entry

by Officer (or Entry by Student) and then selecting the Susp/Exp button.

Note: An asterisk will appear on the button if the highlighted student already has either a

Suspension or an Expulsion record.

You will be able to view the student’s created Suspension/Expulsion records on this screen.

These records are created when a student has an Action record created with a Suspension

Type of In School Suspension, Out of School Suspension or an Expulsion.