Discipline Incident Letters Report

Introduction

This report generates letters for discipline incidents based on data from the Incident Management module. To print letters, the report uses templates set up for each school at the district level. You can have multiple templates defined for each school. Refer to the Creating a Discipline Incident Letter Template for information on how to create discipline letter templates.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to the selection criteria for analysis when the report does not return the correct records.

Report Input

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

Field	Description
Current Selection Students	Select the option to create the letter for currently selected students or all students.
Incident Start Date	Enter the start date of the reporting period. Incidents will be included based on the Incident Date, not the Action Date.
Incident End Date	Enter the end date of the reporting period.
Letter To Use	Choose the Letter with the appropriate action code. Students whose incidents are attached to the matching Incident Type and Action Code for that Letter Id will be generated.
Include School Header	Choose whether to print the School Name and Principal at the top of each letter or to leave blank lines if the letters are going to be printed on paper with a pre-printed school letterhead.
Include Behavior	If Yes is selected, the Behavior associated with the Incident will be printed as part of the Letter detail.
Include Duration	If Yes is selected, the Duration of the Action (for example, the number of days suspended) will be printed as part of the Letter detail.
Include Action Taken Detail Comments	If Yes is selected, the comments associated with the Action Taken will be printed as part of the Letter detail.

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.

A message, “No records found in the selected date range” is displayed in the Report Output if there are no incident records within the reporting dates.

Data Element	Description	[Table]FieldName
School	The school name.	[S_IM_Letter_Setup_S]SchoolID
School Address	The school address.	[Schools]SchoolAddress [Schools]City [Schools]Zip
School Phone	The phone number of the school.	[Schools]Phone
Principal Name	The name of the school's principal.	[Schools]Principal
Issued Date	The date the letter was issued.	Generated
Paragraph 1	The opening paragraph of the letter.	[S_IM_Letter_Setup_S]OpeningParagraph
Student ID	The student number.	[Students]Student_Number
Full Name	The name of the offending student.	[Students]Last_Name [Students]First_Name [Students]Middle_Name
Date of Birth	The student's date of birth.	[Students]DOB
Gender	The Student's gender	[Students]Gender
Address	The student's address.	[Students]Street [Students]City [Students]State [Students]Zip
Incident Occurred At	The school at which the incident occurred.	[Incident]School_Number
Date	The date the incident occurred.	[Incident]Incident_TS
Action Code	The action taken against the student as result of the incident.	[S_IM_Letter_Setup_S]ActionCode
Action Services	The Action Service associated with the Action Code.	[S_IM_Letter_Setup_S]ActionSubcode
Start/End Date	The start and end date of the disciplinary action.	[Incident_Action]Action_Plan_Begin_Dt [Incident_Action]Action_Plan_End_Dt
Duration	The duration of the disciplinary action.	[Incident_Action]Duration_Actual
Action Taken Detail	Any comments surrounding the action.	[Incident_Action]Action_Resolved_Desc
Behavior	The behavior the offender exhibited.	[Incident_LU_Code]Code_Type = behaviorcode [Incident_LU_Sub_Code]Sub_Category derived from behaviorcode
Object	The object used during the incident.	[Incident_LU_Code]Code_Type=objectcode [Incident_LU_Code]Incident_Category
Paragraph 2	The closing paragraph of the letter.	[S_IM_Letter_Setup_S]ClosingParagraph
Signature	The signature on the letter.	[S_IM_Letter_Setup_S]Signature