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: State Reportable – Mandatory State Reportable – Non-mandatory 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: During Official School Hours Before School Hours After School Hours Unknown 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: On Campus-Inside On Campus-Outside Off Campus	[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. Click the Plus (+) button next to Participants. The Search for Student, Staff, or Other Participants dialog appears. Enter criteria for the search and click Search. The Results section is populated with matching participants. Highlight the appropriate participant in the search results and click Add.
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: Disability as defined by Office of Civil Rights 504 Injury Relationship to School SPED Code Type of Employment 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: Reporter Victim Offender Witness 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. Click the Plus (+) button next to Participants. The Search for Student, Staff, or Other Participants dialog appears. Click Create Other. The Add Other Participant dialog appears.
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: Reporter Victim Offender Witness 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. Click the Plus (+) button next to Incident Elements. The Incident Elements dialog appears. Click Add Action. The Add Action dialog appears. 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: No Action Actions Completed In One Day Actions Completed In One or More Days Actions Within Due Process Removal Other Action Victim Related Actions	[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. Click the Plus (+) button next to Incident Elements. The Incident Elements dialog appears. Click Add Behavior. The Add Behavior dialog appears. 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: Aggression Alcohol, Tobacco and Other Drugs Arson Attendance Policy Violation Harassment, Threat and Intimidation Homicide Kidnapping Lying, Cheating, Forgery, or Plagiarism Other Violations of School Policies School Threat Sexual Offenses Technology, Improper use of Theft Trespassing Vandalism or Criminal Damage Weapons and Dangerous Items	[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): Other Violation of School Policies Other School Threat Other Technology Simulated Firearm Other Aggression Illicit Drug Substance represented as illicit drug Inhalant Unknown Drug Drug Paraphernalia Over the Counter Drug Prescription Drugs Other (Dangerous Items) Other firearm Simulated firearm	[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. Click the Plus (+) button next to Incident Elements. The Incident Elements dialog appears. Click Add Attribute. The Add Attribute dialog appears.
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