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Student Discipline Records Report Exceptions (Records Missing)

Exception mode displays records that do not satisfy the selection criteria of the Student Program extract, and the reason that the records are excluded. Use the Exception mode to troubleshoot why records are missing from the extract.

Note: The Exception mode does not evaluate students associated with the Graduated Students school. These students are excluded from the report.

The following messages may appear in the report output to explain why records are excluded. See CALPADS Discipline Quick Entry and Creating Discipline Incidents for more information.

Message

Exception Reason

Resolution

[Table] Field

Student is excluded from state reporting.

The student is set to exclude from state reporting.

To include the student in state reporting:

  1. Navigate to the CALPADS Student Information page.
  2. Choose No from the menu Exclude Student From State Reporting.
  3. Click Submit.

[Students]State_ExcludeFromReporting

Student's enrollment is excluded from state reporting.

Enrollment Entry Date:

Enrollment Exit Date:

The student's enrollment is set to exclude from state reporting.

To include the enrollment in state reporting:

  1. Navigate to the student's Transfer Info page.
  2. Select the appropriate school enrollment based on the Enrollment Entry and Exit dates.
  3. Choose No for the pop-up menu Exclude this enrollment from State Reporting.
  4. Click Submit.

[Students]State_ExcludeEnrollment

[ReEnrollments]State_ExcludeEnrollment

Student's school is excluded from state reporting.

Enrollment Entry Date:

Enrollment Exit Date:

The school is set to exclude from state reporting.

To include the school in state reporting:

  1. Navigate to the student's Transfer Info page.
  2. Determine which school is excluded from state reporting based on the Enrollment Entry and Exit dates.
  3. Navigate to District Setup > Schools/School Info > Edit School.
  4. Deselect the checkbox Exclude From State Reporting?
  5. Click Submit.

[Schools]State_ExcludeFromReporting

Student's SSID is blank.The student's state student number is blank.

To populate the student's statewide student identifier (SSID):

  1. Navigate to the student's CALPADS Student Information page.
  2. Enter a value in the SSID field.
  3. Click Submit.
[Students]State_StudentNumber
Incident missing CA State Reportable behavior.

The incident has no behavior.

This error is displayed when:

  • the incident is not set as CA State Reportable;
  • the incident is either for a Special Ed student, or has a state reportable action entered; and
  • the incident is missing a state reportable behavior.

To set the incident type as CA State Reportable:

  1. Navigate to the Incident Management page: Start Page > Special Functions > Incident Management.
  2. Click the ID or Title of the incident to open the edit page.
  3. From the Incident Type pop-up menu, choose CA State Reporting^.
  4. Click Submit Incident.


To add a state reportable behavior:

  1. Navigate to the Incident Management page: Start Page > Special Functions > Incident Management.
  2. Click the ID or Title of the incident to open the edit page.
  3. Click the Plus (+) button next to Incident Elements.
  4. Choose Add Behavior from the pop-up menu.
  5. Choose the applicable Behavior Code from the pop-up menu. If there is more than one behavior in the incident, select the Primary Behavior checkbox for the primary behavior.
  6. Click Add Behavior. The behavior appears under the Incident Elements heading.
  7. Click and drag the behavior to the appropriate offender. The behavior appears under the name of the offender and remains listed under Incident Elements. The primary behavior is reported for each student offender in the incident. For student offenders with a behavior that is not marked as primary, their non-primary behavior is also reported.
  8. Repeat steps 3 - 7 to define each behavior for the incident.
  9. Click Submit Incident to save the changes.

[Incident_LU_Code]Incident_Category = CA State Reporting

[Incident_LU_Code]Code_Type=incidenttype

[Incident_LU_Code]Code_Type=behaviorcode

[Incident_LU_Code]State_Aggregate_RPT_Code

[Incident_LU_Code]Incident_Category

Incident is CA State Reporting type, but has no behavior.

The incident has no behavior, but is set as a CA State Reportable incident.

This error is displayed when:

  • the incident is set as CA State Reportable; and
  • the incident is missing a state reportable behavior.

To add a behavior:

  1. Navigate to the Incident Management page: Start Page > Special Functions > Incident Management.
  2. Click the ID or Title of the incident to open the edit page.
  3. Click the Plus (+) button next to Incident Elements.
  4. Choose Add Behavior from the pop-up menu.
  5. Choose the applicable Behavior Code from the pop-up menu. If there is more than one behavior in the incident, select the Primary Behavior checkbox for the primary behavior.
  6. Click Add Behavior. The behavior appears under the Incident Elements heading.
  7. Click and drag the behavior to the appropriate offender. The behavior appears under the name of the offender and remains listed under Incident Elements. The primary behavior is reported for each student offender in the incident. For student offenders with a behavior that is not marked as primary, their non-primary behavior is also reported.
  8. Repeat steps 3 - 7 to define each behavior for the incident.
  9. Click Submit Incident to save the changes.

[Incident_LU_Code]Code_Type=behaviorcode

[Incident_LU_Code]State_Aggregate_RPT_Code

[Incident_LU_Code]Incident_Category

CA State Reportable behavior entered, but not linked to offender.A behavior is entered for incident, but is not linked to offender.

To link the behavior to an offender:

  1. Navigate to the Incident Management page: Start Page > Special Functions > Incident Management.
  2. Click the ID or Title of the incident to open the edit page.
  3. Click and drag the behavior to the appropriate offender. The behavior appears under the name of the offender and remains listed under Incident Elements. The primary behavior is reported for each student offender in the incident. For student offenders with a behavior that is not marked as primary, their non-primary behavior is also reported.
    Note: Behaviors are listed in Incident Elements.
  4. Click Submit Incident to save the changes.

[Incident_LU_Code]Code_Type=behaviorcode

[Incident_LU_Code]State_Aggregate_RPT_Code

[Incident_LU_Code]Incident_Category

Incident has no action.

The incident does not have an action entered.

To add an action:

  1. Navigate to the Incident Management page: Start Page > Special Functions > Incident Management.
  2. Click the ID or Title of the incident to open the edit page.
  3. Click the Plus (+) button next to Incident Elements.
  4. Choose Add Action from the pop-up menu.
  5. Choose the appropriate disciplinary Action Code from the pop-up menu.
  6. Populate the Action Date Range field (Begin Date & End Date). The action end date reported is the next in session day after the Action Date Range End Date.
  7. Choose the appropriate Duration Code (School Days) from the pop-up menu for the duration of the disciplinary action.
    Note: This field is only required for special education students, i.e. those students with a CALPADS program record where the Education Program Code is 144. This field is optional for all other students.

  8. Enter the Actual Duration of the disciplinary action.
  9. Choose the Action Authority Code from the pop-up menu to indicate the agency that authorizes any disciplinary action against a student.
    Note: This field is only required for special education students, i.e. those students with a CALPADS program record where the Education Program Code is 144.
  10. Add additional information, as applicable. 
  11. Click Add Action. The action appears under the Incident Elements heading.
  12. Click and drag the action to the appropriate behavior or offender. The action appears under the behavior or offender and is no longer listed under Incident Elements.
  13. When you have added all the required actions, click Submit Incident to save the changes.

[Incident_LU_Code]Code_Type=actioncode

[Incident_LU_Code]Incident_Category

[Incident_Action]Action_Plan_Begin_Dt

[Incident_Action]Action_Plan_End_Dt

[Incident_LU_Code]Code_Type=durationcode

[Incident_LU_Code]Incident_Category

[Incident_Action]Duration_Actual

CA State Reportable action entered, but not linked to offender.An action is entered for the incident, but is not linked to an offender.

To link an action to an offender:

  1. Navigate to the Incident Management page: Start Page > Special Functions > Incident Management.
  2. Click the ID or Title of the incident to open the edit page.
  3. Click and drag the action to the appropriate behavior or offender. The action appears under the behavior or offender and is no longer listed under Incident Elements. Note: Actions are listed in Incident Elements.

[Incident_LU_Code]Code_Type=actioncode

[Incident_LU_Code]Incident_Category

Incident is not set as CA State Reportable type.The incident is not set as CA State Reportable type.

To set the incident type as CA State Reportable:

  1. Navigate to the Incident Management page: Start Page > Special Functions > Incident Management.
  2. Click the ID or Title of the incident to open the edit page.
  3. From the Incident Type pop-up menu, choose CA State Reporting^.
  4. Click Submit Incident.

[Incident_LU_Code]Incident_Category = CA State Reporting

[Incident_LU_Code]Code_Type=incidenttype

CA State Reportable incident has no offender.The incident does not have an offender.

To add a participant:

  1. Navigate to the Incident Management page: Start Page > Special Functions > Incident Management.
  2. Click the ID or Title of the incident to open the edit page.
    1. Click the Plus (+) button next to Participants. The Search for Student, Staff, or Other Participants dialog appears.
  3. Enter criteria for the search and click Search. The Results section displays matching participants.
  4. Highlight the appropriate participant in the search results.
  5. Click Add.

To assign a role to the participant:

  1. Choose a role from the Select Role(s) pop-up menu.
    Note: The Attributes area can be left blank.
  2. Click Add Participant Attributes.

[Incident_Person_Role]StudentID

[Incident_Person_Role]TeacherID

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