Discipline Incident Setup
The following data elements are required for discipline incidents. Discipline incidents are created at the student, school or district level. It is recommended to create all incidents at the school level via the Special Functions navigation below. Create incidents at the district level if the incident is not associated with a particular school.
Incident types, as well as incident codes and subcodes, must be set up at the district level prior to creating discipline incidents. See the District Setup - Incident Management section of this document for more information. For more information on code values, see the Appendix.
The following rules apply to each type of person associated with an incident.
Type of Person | Rule |
Offender | |
| At least one offender must be defined for each incident. |
At least one violation (behavior) must be defined for each offender. Note: After you create a behavior for a participant, you must drag the behavior to the participant to associate the two elements. | |
One violation (behavior) must be marked as the primary violation in the incident. If a primary violation is not selected, then the report derives the primary violation. | |
At least one action must be associated with each violation (behavior) assigned to an offender. Note: After you create an action in response to a behavior, you must drag the action to the behavior to associate the two elements. After the action is associated with the behavior, it no longer appears under the Incident Elements heading. | |
Victim | |
| Victims are not required for incidents. |
Victims must not have any associated behaviors. | |
Victims must have at least one associated action to be reported. | |
Witness | |
| Witnesses are not required for incidents. |
Witnesses must not have any associated behaviors. | |
Witnesses do not have state reportable actions. | |
Reporter | |
| At least one reporter must be defined for each incident. |
Reporters must not have any associated actions or violations (behaviors). |
Definitions
Use the following definitions to assist in recording incidents:
- Incident - An event that occurs on school grounds or at a school-sponsored event that disrupts the orderly functioning of a school or classroom. Incidents range from minor problem behaviors to criminal acts and typically result in referral for disciplinary assessment. An incident is described by the violation that occurred, the people involved, the date, the time, and the location of occurrence.
- Violation - A violation is a crime or infringement of a law, policy, right, or expectation. Incidents are handled by behavior codes in incident management.
- People - People who may be involved in an incident include an offender, victims, witnesses, and bystanders. These people may be students attending the school, students attending other schools, school staff, vendors, visitors, or others.
- Offender - An individual that commits a violation (behavior). An offender can be a student or non-student and may or may not have a relationship with the school.
- Bias/Hate Related Incidents - An incident is considered bias/hate related when one could reasonably conclude that it was motivated, in whole or in part, by the perpetrator's bias or attitude against an individual or group based on perceived or actual personal characteristics. Such characteristics could include age, gender, height, weight, ancestry, or ethnicity, race, immigration or citizenship status, religion or religious practices, disability, economic status, marital status, or sexual orientation. Bias/Hate related indicators are handled by an incident attribute.
- Gang - A gang can be described as a group of persons, who share a common identity and who often engage in criminal behavior. Many gangs associate themselves with a particular geographic area or type of crime, and some use graffiti as a form of nonverbal communication.
- Gang Related Incident - An incident is considered gang related when the participants, suspects or victims, are identified as gang members or affiliates. Gang related indicators are handled by an incident attribute.
- Physical Injury - An injury where professional medical attention is require, such as a stab or bullet wounds, concussions, fractured or broken bones, or cuts requiring stitches. This is handled as a participant attribute.
- Serious Bodily (physical) Injury - A bodily (physical) injury that involves a substantial risk of death; extreme physical pain; protracted and obvious disfigurement; or protracted loss or impairment of the function of a bodily member, organ, or faculty. This is handled as a participant attribute.
Data Element | Additional Information | [Table]FieldName | Used in these Reports |
Start Page > Special Functions > Incident Management > Edit/Create New Incident > Incident Detail Note: Security groups must be granted access to Incident Types in order to create incidents. | |||
Incident Description | |||
Incident ID | This field is view-only and appears for existing incidents. The ID is populated automatically when the incident is first submitted. | [Incident]Incident_ID | Required Setup |
School | Choose a school or the district from the pop-up menu. The school number is part of the CTDS number reported on the AZ Safe and Drug Free report. Note: This option is only available if the incident is created at the district. | [Incident]School_Number | Required Setup |
Incident Type | Choose one of the following incident types from the pop-up menu for state reporting purposes:
Note: This value is not currently used to determine state reportable data. | [Incident_LU_Code]Code_Type=incidenttypecode [Incident_LU_Code]Incident_Category | Required Setup |
Incident Date | Click the Calendar icon to open the calendar menu. Use the Arrow icons to select a different month. Click the date the incident occurred. Use the Time pop-up menus to enter the time the incident occurred. | [Incident]Incident_TS | Required Setup |
Time Frame Time of Day | Choose the time frame that the incident took place from the pop-up menu. This field defines the Time of Day element of the AZ Safe and Drug Free report. Valid values:
Choose a subcode for the “During Official School Hours” time frame, if applicable. | [Incident_Detail]LU_Code_ID – Associates a time code to the incident. [Incident_LU_Code]Code_Type=timecode [Incident_Detail]_LU_SUB_CODE] | Required Setup |
Title | Not Required | [Incident]Incident_Title | Not Required |
Description Additional Comments | Enter the description of the incident. This field defines the Additional Comments element of the AZ Safe and Drug Free report. | [Incident]Incident_Detail_Desc | Optional Setup |
Location | Choose the location where the incident occurred from the pop-up menu. Valid values:
| [Incident_Detail]LU_Code_ID – Associates a location code to the incident. [Incident_LU_Code]Code_Type=locationcode [Incident_LU_Code]Incident_Category | Required Setup |
Location Description | Enter the description of the location of the incident. | [Incident]Location_Details | Optional Setup |
Prepared By | Not Required | N/A | Not Required |
Financial Impact Cost | Enter the cost incurred as a result of the incident. This field defines the Cost element of the AZ Safe and Drug Free report. | [Incident]Financial_Impact | Optional Setup |
Created By | Not Required The system-generated record of the person logged into PowerSchool who recorded the incident. | [Incident]Created_By | Not Required |
Created On Referral Date | The system-generated date and time that the incident was recorded. This field defines the Referral Date element of the AZ Safe and Drug Free report. | [Incident]Created_TS | Required Setup |
Incident Builder: Participants: Add Student or Staff Member This section defines the Person portion of the AZ Safe and Drug Free report.
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Name Referring Individual First Name Referring Individual Last Name Person ID Person Type SAIS ID/Student ID Grade Ethnicity Gender Date of Birth First Name Last Name Middle Name | The full name, school, grade level, gender and type (student or staff member) of the participant. The identity of the participant is saved in PowerSchool. The name, school, grade level, gender and type data are referenced from the student or staff member record. | [Incident_Person_Role]StudentID [Incident_Person_Role]TeacherID | Required Setup |
Attributes Disability 504 Injury Relationship to School SPED Code Type of Employment | Click the Plus (+) to add to a participant attribute. Choose the code from the pop-up menu. Valid values:
Note: Special Education (SPED) Codes are required only if SPED Need data is not tracked in PowerSchool via the SAIS Needs student pages. See Knowledgebase article 58749 on PowerSource for details on setting up SPED Codes if not tracking SPED data in PowerSchool. | [Incident_Detail]LU_CODE_ID | Required Setup |
Attribute Subcode Injury Relationship to School SPED Code Type of Employment | Choose a subcode from the pop-up menu for the following participant attributes: Injury, Relationship to School, SPED Code, Type of Employment. | [Incident_Detail]LU_SUB_CODE_ID | Required Setup |
Attribute Code Comment Other Relationship (to School) Description of Injury | Enter a comment describing the “Other” subcode for “Relationship to School” and the Injury subcodes. | [Incident_Detail]Lookup_Code_Desc | Required Setup |
Role | Choose the role that best describes the participant’s involvement in the incident. Valid values:
Note: In order to assign more than one role, click the Plus (+) sign next to Select Role(s). | [Incident_Person_Role]Role_Incident_Detail_ID | Required Setup |
Incident Builder: Participants: Add Other Participant This section defines the Person portion of the AZ Safe and Drug Free report.
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Mark Person as Unknown | Select the checkbox if the person is unknown. | [Incident_Other_Person]Is_Unknown | Not Required |
First, Middle, Last | Enter the first, middle, and last names of the participant, if available. | [Incident_Other_Person]First_Name [Incident_Other_Person]Middle_Name [Incident_Other_Person]Last_Name | Required Setup |
Position | Not Required | [Incident_Other_Person]Position | Not Required |
Age | Not Required | [Incident_Other_Person]Age | Not Required |
Gender | Enter the gender of the participant, if available. | [Incident_Other_Person]Gender | Required Setup |
Role | Choose the role that best describes the participant’s involvement in the incident. Valid values:
Note: In order to assign more than one role, click the Plus (+) sign next to Select Role(s). | [Incident_Person_Role]Role_Incident_Detail_ID | Required Setup |
Incident Elements: Add Action This section defines the Action portion of the AZ Safe and Drug Free report.
Note: After you create an action in response to a behavior, you must drag the action to the behavior to associate the two elements. After the action is associated with the behavior, it no longer appears under the Incident Elements heading. | |||
Action Code | Choose the action code from the pop-up menu. Valid values:
| [Incident_Action]Action_Incident_Detail_ID [Incident_Detail]LU_Code_ID – Associates an action code to the incident. [Incident_LU_Code]Code_Type=actioncode [Incident_Person_Action]Incident_Person_Detail_ID – Associates an action code to a behavior and a participant. | Required Setup |
Action Subcode Action Code | Choose the action subcode from the pop-up menu. See the Appendix for valid values. | [Incident_Action]Action_Incident_Detail_ID [Incident_Detail]LU_Sub_Code_ID – Associates an action subcode to the incident. | Required Setup |
Action Date Range: Begin Date & End Date Assigned Action Start Date Assigned Action End Date | Enter the begin and end date of the Action. | [Incident_Action]Action_Plan_Begin_DT [Incident_Action]Action_Plan_End_DT | Required Setup |
Action Taken Detail Action Comments | Enter additional comments for “Other Action” and | [Incident_Action]Action_Resolved_Desc | Required Setup |
Actual Resolution Date Date Action Decided | Enter the date that the consequence for the behavior was decided. | [Incident_Action]Action_Actual_Resolved_DT | Required Setup |
Duration Code | Choose the duration from the pop-up menu. | [Incident_Detail]LU_Code_ID – Associates a duration code to the incident. [Incident_LU_Code]Code_Type=durationcode | Required Setup |
Assigned Duration Number of Removal / Reassignment Days | Enter the assigned length of the disciplinary action. | [Incident_Action]Duration_Assigned | Required Setup |
Action Completed | Choose Yes or No from the pop-up menu. | [Incident_Action_Attribute]Is_Yes1_No0_Attribute | Required Setup |
Service Declined | Select the checkbox to indicate that services were offered, but declined by the parent or student. This field is required if the Action code is 105, 103, or 101. | [Incident_Action_Attribute]IS_YES1_NO0_ATTRIBUTE | Required Setup |
Action Review Date | Enter the date the action is due to be reviewed for further evaluation. | [Incident_Action_Attribute]Date_Attribute | Required Setup |
Scheduled Hearing/Review Date | Enter the date on which the action requires hearing or review, related to actions with due process. | [Incident_Action_Attribute]Date_Attribute | Required Setup |
Name of Place a Student Moved to | Enter the name of the class, school, agency, or alternative education setting where the student was moved. | [Incident_Action_Attribute]Text_Attribute | Required Setup |
Police Report # | Enter the police report number as received from the law enforcement. | [Incident_Action_Attribute_Text_Attribute | Required Setup |
Results of Referral to Law Enforcement | Choose the result of law enforcement involvement from the pop-up menu. | [Incident_Action_Attribute]LU_CODE_SUB_CODE | Required Setup |
Incident Elements: Add Behavior (Violation) This section defines the Violation portion of the AZ Safe and Drug Free report.
Note: After you create a behavior for a participant, you must drag the behavior to the participant to associate the two elements. | |||
Behavior Code Violation Category Code | Choose the behavior code from the pop-up menu. This field defines the Violation Category Code for the AZ Safe and Drug Free report. Valid values:
| [Incident_Detail]LU_Code_ID – Associates a behavior code to the incident. [Incident_LU_Code]Code_Type=behaviorcode [Incident_Person_Detail]Incident_Person_Role_ID – Associates a behavior code to a participant. | Required Setup |
Behavior Sub code Violation Code Violation Detail Code 1 Violation Detail Code 2 Violation Detail Code 3 | Choose an behavior subcode from the pop-up menu. This field defines the Violation Code, Violation Detail 1, Violation Detail 2, and Violation Detail 3 elements of the AZ Safe and Drug Free report. | [Incident_Detail]LU_Sub_Code_ID – Associates an behavior subcode to the incident. [Incident_LU_Sub_Code]State_Detail_Report_Code | Required Setup |
Behavior Code Comment Free Form Text | Enter a text to describe the following violations (behavior subcodes):
| [Incident_Detail]Lookup_Code_Desc | Required Setup |
Primary Behavior Primary Violation Indicator | Select the checkbox to indicate that this is the primary behavior for this incident. This field defines the Primary Violation Indicator element of the AZ Safe report. | [Incident_Detail]Primary_Indicator [Incident_LU_SUB_CODE]Severity | Required Setup |
Incident Elements: Add Attribute This section defines the Hate Related and Gang Related portion of the AZ Safe and Drug Free report.
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Attribute Code Hate Related Gang Related | Select the checkboxes for Hate Related and/or Gang Related, if applicable. | [Incident_Detail]LU_Code_ID – Associates an attribute code to the incident. [Incident_LU_Code]Code_Type=attributecode [Incident_LU_Code]Incident_Category | Required Setup |