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Student Incident Records (SINC)

Contents

Introduction

Student Incident records are used to submit student incident information. Multiple student offense records may be associated with a single incident. This extract is formatted in a delimited text file. Student Incident records may be submitted independently of other records; however, a student enrollment record must exist for the student in the incident. The Student Incident report uses the Replacement processing method.

For information about setting up discipline data, see CALPADS Discipline Quick Entry.

Selection Criteria

The extract includes student discipline incidents based on the following criteria:

  • The incident must be assigned a student offender who has a valid SSID and an active school enrollment (concurrent or regular) at the school of the incident on the date of the incident.

  • The incident must occur within the reporting period.

  • The incident must occur at a school that is not excluded from state reporting.

  • The student offender and their school enrollment at the time of the incident must not be excluded from state reporting.

  • The incident must be assigned an incident type of 'CA State Reporting' or 'CA State Reporting^'.

  • The incident must have at least one Action assigned.

The California Department of Education (CDE) has added a new grade level of ‘TK’ that districts must use when reporting Transitional Kindergarten students to CALPADS. This new grade level will be effective starting with the 2023-2024 school year.

To support this functionality, PowerSchool has updated all California state reporting pages and reports to honor the grade level mappings as defined by each district.

The grade level is reported as mapped in all CA-specific reports once you meet the following criteria:

  • You are on PS Version 23.1 or higher

  • LTK Pref is enabled

  • While running the report, the selected school year is 23-24 or higher.

LTK Grade Level Mapping - valid values:

  • Grade 0 = KN

  • Grades -1 and below = TK, PS, IN

  • Grades >12 = AD


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Report Input

This report is run at the District and School level.

For help with navigation and running the report, see How to Find and Generate a Report.

Field

Description

Select Schools

If run at the district level, choose one of the following:

  • Select Multiple Schools - Select schools to include in the report. To select a single school, click that school. To select multiple schools, use Ctrl+Click and select each school to be included. Select schools to include in the report

  • All Schools - Run the report for the entire district.

If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.

Select Students

Indicate which students to include in the report by selecting one of the following options:

  • The selected [number] students only - Run the report for students in the current selection.

  • All students - Run the report for all students in the current school or district that meet the selection criteria.

Notes: If running the report for a single student, or group of students, select the students prior to running the report.

Report Period Start Date

Enter the report start date. PowerSchool recommends using the first day of the current school year, as defined in the Years & Terms, as the start date.

Report Period End Date

Enter the report end date. PowerSchool recommends using the last day of the school year so that all discipline incidents are captured in the extract for the full academic year.

School Group 
Note: This overrides the Use selection above.

Choose a group of schools to override the above "Use" parameter indicating District-Wide vs.Current School Only. The extract includes student records associated with the selected schools that meet the selection criteria.

Note: This parameter is optional. The “School Group“ Report parameter will only be available when the sub-district functionality is not enabled.

Report Mode

Choose one of the following from the pop-up menu:

  • Submission mode (normal mode) – Extract only updated records that have not been previously submitted to CALPADS based on the updateable fields and operational keys. This mode provides the option to save the extract results as a snapshot of data in the CALPADS Submission History table.

  • Exception mode (missing records) – Extract all records that do not satisfy the selection criteria. Use the resulting list of students and exception messages to troubleshoot why records are missing from the extract.

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Report Output

Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Table for a definition of each column in the table.

Operational Keys: School of Attendance, Academic Year ID

Processing Method: Replacement

Field #

Data Element

Description

[Table]FieldName

Max Length

Field Type

O/U

Required

18.01

Record Type Code

The type of data record being submitted.

Always SINC

4

CS

N/A

Y

18.02

Transaction Type Code

The action taken when the data record is submitted.

CALPADS processes the following Transaction Type Codes:

  • Blank: Add or update the record

  • D: Delete the current record

  • R: Replace the record

This value is calculated based on the updatable fields and operational keys.

1

CS

N/A

N

18.03

Local Record ID

A local use field to provide the system record identifier for a submitted record in any CALPADS file format.

This field is calculated by concatenating internal ID fields. The values for the internal fields may be separated by periods.

Discipline records:

[Incident]Incident_ID

[Incident]Student_Number

[psrw_ParticipantBehaviorCode]ID


255

CS

U

N

18.04

Reporting LEA

The district number; a unique identifier for the LEA responsible for obtaining and maintaining a student's SSID by way of an enrollment record in the CALPADS.

State Business Rules:

  • The seven-digit county district (CD) code must be reported if the reporting LEA is a district or county office.

  • The school (S) code must be reported if the reporting LEA is an independently reporting charter school.

[Prefs]Name=districtnumber

[Prefs]Value

7

CS

N/A

Y

18.05

School of Attendance

The seven-digit school code for the school that is associated with the incident.

The report locates the School of Attendance for a student based on the school associated with the incident. Each school is assigned a seven-digit School Number, which is used as the School of Attendance value.

State Business Rules:

  • If the student attends an independently reporting charter school, the school number (S) must be submitted.

  • If the student attends an NPS school, the School of Attendance must be 0000001.

[PSRW_Incident]School_Number

[Schools]ID

[S_CA_SCH_X]StateSchoolNumber


7

CS

O

Y

18.06

Academic Year ID

The period during which school is in regular session and provides a required number of days of instruction (175 days in California).

Extracted in the format CCYY-CCYY, such as 2008-2009.

[Terms]FirstDay

[Terms]LastDay

The report extracts the last four digits of the date value stored in both the FirstDay and LastDay fields.

9

CS

O

Y

18.07

SSID

The unique identifier for the student assigned by the first California district in which the student is enrolled.

State Business Rules:

  • Must be a valid CALPADS SSID.

[Students]State_StudentNumber

10

CS

N/A

Y

18.08

Local Student ID

A unique identifier assigned to the student by an LEA.

State Business Rules:

  • Updates to this field must be made through the SSID Enrollment extract.

[Students]Student_Number

15

CS

N/A

Y

18.09

Student Legal First Name

The first name given to the student after birth or through legal action.

State Business Rules:

  • Updates to this field must be made through the Student Information extract.

Note: If populated, the student's legal name overrides the student's preferred name.

[StudentCoreFields]PSCore_Legal_First_Name

[Students]First_Name

30

CS

N/A

Y

18.10

Student Legal Last Name

The last name given to the student after birth or through legal action.

State Business Rules:

  • Updates to this field must be made through the Student Information extract.

Note: If populated, the student's legal name overrides the student's preferred name.

[StudentCoreFields]PSCore_Legal_Last_Name

[Students]Last_Name

50

CS

N/A

Y

18.11

Student Birth Date

The student’s birth date, extracted in the format CCYYMMDD, e.g. 20081025.

State Business Rules:

  • Updates to this field must be made through the Student Information extract.

[Students]DOB

8

DT

N/A

Y

18.12

Student Gender Code

The student’s gender.

State Business Rules:

  • Updates to this field must be made through the Student Information extract.

Notes

  • If populated, the student's legal gender overrides the student's preferred gender.

  • If the student's preferred gender is X, the student's legal gender must be M or F.

[StudentCoreFields]PSCore_Legal_Gender

[Students]Gender

1

CS

N/A

Y

18.13

Incident ID Local

The unique identifier for the incident. A disciplinary incident is one or more student offenses that occur on the same date at the same time.

This value is used to track the incident throughout multiple student records. In Incident Management, this value is system generated.

State Business Rules:

  • This value must be unique for the incident per Academic Year and school.

[Incident]Incident_ID

20

CS

N/A

Y

18.14

Incident Occurrence Date

The date on which the disciplinary incident occurred.

State Business Rules:

The date must be within the academic year specified, on or after the student’s first date in CALPADS and on or before the current date.

[Incident]TS

8

DT

N/A

Y

18.15

Statutory Offense Indicator 

An indicator of whether the incident involved one or more students committing at least one reportable offense.

If the Statutory Offense Indicator equals Y, then Student Offense (SOFF) and Student Incident Results (SIRS) records must be submitted for the incident and students involved. If the Statutory Offense Indicator equals N, then only SIRS record(s) must be submitted for the incident. 

State Business Rules:

All records with the same Academic Year, School of Attendance, Incident ID Local, and SSID must have the same Statutory Offense Indicator.

Calculated from:

[Incident_LU_Code]Code_Type=behaviorcode

[Incident_LU_Code]State_Aggregate_RPT_Code

1

CS

N/A

Y

18.16

Student Instructional Support Indicator

Indicates whether the student receives instructional support from the LEA during a disciplinary action.

Valid values:

  • Y – The student receives instructional support.

  • N – The student does not receive instruction support (a total cessation of educational services).

State Business Rules:

  • This field is only required for students with disabilities.

  • If Statutory Offense Indicator equals N, then Student Instructional Support must be blank. 

[Incident_LU_Code]Code_Type=actionattribute

[Incident_LU_Code]State_Aggregate_RPT_Code

[Incident_LU_Sub_Code]State_Detail_Report_Code

1

CS

N/A

Yes, if Statutory Offense Indicator equals Y.

18.17

Removal to Interim Alternative Setting Reason Code

Indicates the student was removed to an interim alternative setting as a result of the discipline.

Valid values:

  • 1 – Removal by Hearing Officer

  • 2 – Removal by School Personnel

  • 3 – No Removal

State Business Rules:

  • If Statutory Offense Indicator equals N, then Removal to Interim Alternative Setting Reason Code must be blank or equal to 3 (No Removal).

[Incident_LU_Code]Code_Type=actionattribute

[Incident_LU_Code]State_Aggregate_RPT_Code

[Incident_LU_Sub_Code]State_Detail_Report_Code

1

CS

N/A

N

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