Student Offense Records (SOFF)

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.

Field #

Data Element

Description

[Table]FieldName

Max Length

Field Type

O/U

Required

20.01

Record Type Code

The type of data record being submitted.

Always SOFF

4

CS

N/A

Y

20.02

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

20.03

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

20.04

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

20.05

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

20.06

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

20.07

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

20.08

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

20.09

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

20.10

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

20.11

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

20.12

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

20.13

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

20.14

Student Offense Code

The student’s offense.

In Incident Management, this is the Behavior Code. The behavior must be assigned to the appropriate offender to be reported.

See the Appendix for a list of valid code values.

State Business Rules:

• If the Weapon Category is populated, then the Offense Code must be 100, 101, 103, 104, or 105.

[Incident_LU_Code]Code_Type=behaviorcode

[Incident_LU_Code]State_Aggregate_RPT_Code

3

CS

N/A

Y

20.15

Weapon Category Code

The type of weapon used in the incident.

In Incident Management, this is the Object subcode. The object must be associated with the appropriate offender to be reported.

Note: If there are multiple weapons associated with the student and at least one of the weapons is a firearm, the weapon will be reported as:

• 50 – Multiple Weapons with Firearm

[Incident_LU_Code]Code_Type=objectcode

[Incident_LU_Code]State_Aggregate_RPT_Code

[Incident_LU_Sub_Code]Stae_Detail_Report_Code

2

CS

N/A

Yes, if the Student Offense Code is 100, 101, 103, or 104, 105.