Discipline and Log Entries

Incident Management

Incident Types and state-reportable Codes and Subcodes are loaded with the PowerSchool State Reporting installer. Use the following to verify and/or edit incident management types, codes, and subcodes.

IMPORTANT: Do not edit or delete state-reportable codes maintained by PowerSchool.

Action Association Setup

Action associations are used to define whether an action is associated with a participant or behavior when creating quick incidents.

Data Element	Additional Information	[Table]FieldName
Go to Start Page, District Setup, Discipline and Log Entries, Incident Management, Action Association Setup.
Quick Incident Action Association	Choose Behavior to associate actions to behavior codes, which is required for PEIMS reporting.	N/A

Code and Subcode Setup

Code types are used as an organizational tool to categorize incidents. PowerSchool includes the following 11 system-defined, non-editable code types that provide the basis from which all user-defined incident codes, subcodes, and secondary subcodes are created.

Data Element	Additional Information	[Table]FieldName
Go to Start Page, District Setup, Discipline and Log Entries, Incident Management, Code & Subcode Setup.
Action Codes	Action codes are used to assign disciplinary action to a behavior.	[Incident_LU_Code]Code_Type=actioncode [Incident_LU_Code]Incident_Category
Action Subcodes	Action subcodes are used to further define action codes.	[Incident_LU_Sub_Code]Sub_Category [Incident_LU_Sub_Code]State_Detail_Report_Code
Attribute Codes	Attribute codes are used to describe further details about an incident.	[Incident_LU_Code]Code_Type=attributecode [Incident_LU_Code]Incident_Category
Behavior Codes	Behavior codes are used to associate a behavior (alcohol, fights, vandalism, etc.) to an offender in an incident.	[Incident_LU_Code]Code_Type=behaviorcode [Incident_LU_Code]Incident_Category
Behavior Subcodes	Behavior subcodes are used to further define behavior codes.	[Incident_LU_Sub_Code]Sub_Category [Incident_LU_Sub_Code]State_Detail_Report_Code
Participant Attribute Codes	Participant attribute codes are used to describe detail about a participant.	[Incident_LU_Code]Code_Type=participantattributecode [Incident_LU_Code]Incident_Category
Location Codes	Location codes are used to identify the location of an incident.	[Incident_LU_Code]Code_Type=locationcode [Incident_LU_Code]Incident_Category
Location Subcodes	Location subcodes are used to further define location codes.	[Incident_LU_Sub_Code]Sub_Catetory [Incident_LU_Sub_Code]State_Detail_Report_Code
Object Codes	Object codes are used to describe an item used in the incident.	[Incident_LU_Code]Code_Type=objectcode [Incident_LU_Code]Incident_Category
Participant Role Codes	The following participant role codes are set up by default and should not be edited: Offender Victim Witness Reporter	N/A
Time Codes	Time codes are used to assign a time of day (during school hours, outside school hours, etc.) to an incident.	[Incident_LU_Code]Code_Type=timecode [Incident_LU_Code]Incident_Category
Duration Codes	Duration (hours, days, weeks, etc.) is assigned to a disciplinary action as the result of violent behavior in an incident.	[Incident_LU_Code]Code_Type=durationcode [Incident_LU_Code]Incident_Category
Action Change Codes	Action change codes are used to describe the reasons an action was changed.	[Incident_LU_Code]Code_Type=actionchangecode [Incident_LU_Code]Incident_Category
Action Attributes	Action attributes are used to describe further details about an action taken in response to an incident.	[Incident_LU_Code]Code_Type=actionattribute [Incident_LU_Code]Incident_Category

Verify, Add, or Edit Codes and Subcodes

To access the Incident Management Code & Subcode Setup page:

Log into the District Office.
On the start page, click District. The District Setup page appears.
Click Incident Management. The Incident Management Setup page appears.
Click Code & Subcode Setup. The Incident Management Code & Subcode Configuration page appears.

Use the expand/collapse icon to display the code type list. After selecting a code type, the code and subcodes for that type are displayed at the bottom of the page with another expand/collapse icon.

To verify that a code exists:

Click a Code Type. A section for the Code Type appears at the bottom of the page.
Review the list of codes. If a code is missing, see "To add or edit a new code".
Repeat steps 1 and 2 for all Code Types.

To add or edit a code:

These steps may be used to add or edit local codes that are not state-reportable or to add/edit a local code that you need to map to a state reportable code.

Click a Code Type. A section for the Code Type appears at the bottom of the page.
Click the appropriate button to either add or edit a code or subcode.
1. To add a new code, click the Plus (+) button locate to the right of the code type.
2. To add a new subcode, select the appropriate code, and click the Plus (+) button next to the code.
3. To edit an existing code, select the code to edit, and click the Pencil icon next to the code.
4. To edit an existing subcode, select the subcode, and click the Pencil icon next to the subcode.
Complete the fields, and click Submit.

Notes:

State-reportable codes are identified by a carat (^) in the name.
Do not edit or delete state-reportable codes. If you remove a carat or delete a code, there is no way to tell which code was edited/deleted.
Do not add a carat to a custom code that is added for local use.

Data Element	Additional Information
Category	Enter the value that that will display when creating an incident.
State Aggregate Code	Enter the state aggregate code that will be stored in the tables. This should not be one of the codes used by the state unless you are using a local code in the category and need it to map to a state reportable code.
Display Order	Enter the order in which to display the code in the pop-up menu.
Severity	Enter the level of severity. This field is used to determine the level of the behavior and is not used by the state.
This code is not divided into subcodes.	Select if the code does not have subcodes.
This code has at least one subcode.	Select if the code has subcodes.
State Detail Report Code	Enter the state detail report code. For a state reportable code, the State Detail Report Code must be a valid state code.
State Reportable	Select the checkbox if the code is state-reportable. Note: For an incident to be reported to the state, the action and the behavior codes must be checked as state reportable.
Allow Comment	Select the checkbox if you want to allow comments to be made for this code.
Make this Comment Mandatory	Select the checkbox if the comment is mandatory.
Policy Description	Enter the policy description. This field is used to call attention to certain policies that the LEA and/or state have for the code. For example, when OSS is selected for Out of School Suspension the state policy displays that the suspension can be no more than 3 days in length.

Incident Templates

Go to Start Page, District Setup, Incident Management, Incident Templates.

Create and manage Incident Templates.

Data Element	Additional Information
Enable Template Name	Select to Enable Template Name
Template Name	Enter a name.
Template Description	Enter Template Description
Template Built By	Specify the user who built the template

Incident Types

Go to Start Page, District Setup, Incident Management, Incident Types

Use this page to verify the AL-specific incident management type, or to add local incident types that are not reportable to the state.

Note: To create incidents, security groups must be granted access to incident types.

Data Element

Additional Information

[Table]FieldName

Name

Using incident types, you can control who can view and enter specific types of incidents. See the PowerSchool System Help for more information.

The following incident types must not be removed or edited.

Discipline^
CRDC Victim^

[Incident_LU_Code]Incident_Category

[Incident_LU_Code]Code_Type=incidenttype

Log Entry Setup

Set up the log entry and sort order.

Data Element	Description	[Table]Field Name
Date	The date when the Log entry was created	Entry_Date
Time	The time when the Log entry was created	Entry_Time
Author	The name of the person who created the Log entry	Entry_Author
Log Type	Describes the Log entry type	LogType
Subtype (optional for discipline)	Describes the Log entry subtype	Subtype
Consequence (optional for discipline)	The outcome for the incident	Consequence
Title	A summary of the incident	Subject
Log Entry Text	The textual description of the incident	Entry
Category	The incident category	Category
Action Date (MM/DD/YYYY)	The date when action was taken	Discipline_ActionDate
Action Taken	A summary of the action that was taken	Discipline_ActionTaken
Action Taken Detail	A detailed description of the action that was taken	Discipline_ActionTakenDetail
Action Taken End Date (MM/DD/YYYY)	The date when the Action Taken ended	Discipline_ActionTakenEndDate
Alcohol Related	Indicates that the incident was (was not) alcohol related	Discipline_AlcoholRelatedFlag
Drug Related	Indicates that the incident was (was not) drug related	Discipline_DrugRelatedFlag
Drug Type	A detailed description of the drugs involved	Discipline_DrugTypeDetail
Duration (Actual)	The actual duration of the action that was taken	Discipline_DurationActual
Duration (Assigned)	The assigned duration of the action that was taken	Discipline_DurationAssigned
Duration Change Source	The source for the duration change	Discipline_DurationChangeSource
Duration Notes	A detailed description of the duration of the action that was taken	Discipline_DurationNotes
Felony Flag	Indicates that the incident was (was not) a felony	Discipline_FelonyFlag
Gang Related	Indicates that the incident was (was not) gang related	Discipline_GangRelatedFlag
Hate Crime	Indicates that the incident was (was not) hate crime related	Discipline_HateCrimeRelatedFlag
Hearing Officer	Indicates that the incident required (did not require) a hearing officer	Discipline_HearingOfficerFlag
Incident Context	Detailed description of the context in which the incident occurred	Discipline_IncidentContext
Incident Date (MM/DD/YYYY)	The date of the incident	Discipline_IncidentDate
Incident Location	The location where the incident took place	Discipline_IncidentLocation
Incident Loc Detail	Detailed description of the incident location	Discipline_IncidentLocDetail
Incident Type	Describes the type of the incident	Discipline_IncidentType
Incident Type Category	The incident type category	Discipline_IncidentTypeCategory
Incident Type Detail	Provides detail for the incident type	Discipline_IncidentTypeDetail
Likely Injury	Indicates that the incident most likely did (did not) result in an injury	Discipline_LikelyInjuryFlag
Money Loss Value (if incident results in a dollar loss amount for any party)	The monetary value of property lost or damaged	Discipline_MoneyLossValue
Offender	A categorical description of the offender	Discipline_Offender
Police Involved	Indicates that the police were (were not) involved	Discipline_PoliceInvolvedFlag
Reporter	The name of the person who reported the incident	Discipline_Reporter
Reporter ID	The ID of the person who reported the incident	Discipline_ReporterID
School Rules Violation	Indicates that the school rules were (were not) violated	Discipline_SchoolRulesVioFlag
Sequence	The sequence number for the Log entry	Discipline_Sequence
Victim Type	A categorical description of the victim	Discipline_VictimType
Weapon Related	Indicates that weapons were (were not) involved	Discipline_WeaponRelatedFlag
Weapon Type	Description of the weapons involved	Discipline_WeaponType
Weapon Type Notes	A detailed description of the weapons involved	Discipline_WeaponTypeNotes
Custom	A custom field	GenericCustom

Log Type

Data Element	Description	[Table]Field Name
Log Type	Enter the log type and click Submit