Verifying Incident Management Setup

On this page:

Incident Types and state-reportable Codes and Subcodes are loaded with the PowerSchool State Reporting installer. Use the following to verify and/or edit incident management types, codes, and subcodes.

IMPORTANT: Do not edit or delete state-reportable codes maintained by PowerSchool.

Action Association Setup

Action associations are used to define whether an action is associated with a participant or behavior when creating quick incidents.

Data Element	Additional Information	[Table]FieldName
Start Page > District Setup > Discipline and Log Entries > Incident Management > Action Association Setup
Quick Incident Action Association	Choose Behavior to associate actions to behavior codes,	N/A

Code and Subcode Setup

Code types are used as an organizational tool to categorize incidents. PowerSchool includes the following 11 system-defined, non-editable code types that provide the basis from which all user-defined incident codes, subcodes, and secondary subcodes are created.

Data Element	Additional Information	[Table]FieldName
Start Page > District Setup > Discipline and Log Entries > Incident Management > Code & Subcode Setup
Action Codes	Action codes are used to assign disciplinary action to a behavior.	[Incident_LU_Code]Code_Type=actioncode [Incident_LU_Code]Incident_Category
Action Subcodes	Action subcodes are used to further define action codes.	[Incident_LU_Sub_Code]Sub_Category [Incident_LU_Sub_Code]State_Detail_Report_Code
Attribute Codes	Attribute codes are used to describe further details about an incident.	[Incident_LU_Code]Code_Type=attributecode [Incident_LU_Code]Incident_Category
Behavior Codes	Behavior codes are used to associate a behavior (alcohol, fights, vandalism, etc.) to an offender in an incident.	[Incident_LU_Code]Code_Type=behaviorcode [Incident_LU_Code]Incident_Category
Behavior Subcodes	Behavior subcodes are used to further define behavior codes.	[Incident_LU_Sub_Code]Sub_Category [Incident_LU_Sub_Code]State_Detail_Report_Code
Participant Attribute Codes	Participant attribute codes are used to describe detail about a participant.	[Incident_LU_Code]Code_Type=participantattributecode [Incident_LU_Code]Incident_Category
Location Codes	Location codes are used to identify the location of an incident.	[Incident_LU_Code]Code_Type=locationcode [Incident_LU_Code]Incident_Category
Location Subcodes	Location subcodes are used to further define location codes.	[Incident_LU_Sub_Code]Sub_Catetory [Incident_LU_Sub_Code]State_Detail_Report_Code
Object Codes	Object codes are used to describe an item used in the incident.	[Incident_LU_Code]Code_Type=objectcode [Incident_LU_Code]Incident_Category
Participant Role Codes	The following participant role codes are set up by default and should not be edited: Offender Victim Witness Reporter	N/A
Time Codes	Time codes are used to assign a time of day (during school hours, outside school hours, etc.) to an incident.	[Incident_LU_Code]Code_Type=timecode [Incident_LU_Code]Incident_Category
Duration Codes	Duration (hours, days, weeks, etc.) is assigned to a disciplinary action as the result of violent behavior in an incident.	[Incident_LU_Code]Code_Type=durationcode [Incident_LU_Code]Incident_Category
Action Change Codes	Action change codes are used to describe the reasons an action was changed.	[Incident_LU_Code]Code_Type=actionchangecode [Incident_LU_Code]Incident_Category
Action Attributes	Action attributes are used to describe further details about an action taken in response to an incident.	[Incident_LU_Code]Code_Type=actionattribute [Incident_LU_Code]Incident_Category

Verify, Add, or Edit Codes and Subcodes

To access the Incident Management Code & Subcode Setup page:

Log into the District Office.
On the start page, click District. The District Setup page appears.
Click Incident Management. The Incident Management Setup page appears.
Click Code & Subcode Setup. The Incident Management Code & Subcode Configuration page appears.

Use the expand/collapse icon to display the code type list. After selecting a code type, the code and subcodes for that type are displayed at the bottom of the page with another expand/collapse icon.

To verify that a code exists:

Click a Code Type. A section for the Code Type appears at the bottom of the page.
Review the list of codes. If a code is missing, see "To add or edit a new code".
Repeat steps 1 and 2 for all Code Types.

To add or edit a code:

These steps may be used to add or edit local codes that are not state-reportable or to add/edit a local code that you need to map to a state reportable code.

Click a Code Type. A section for the Code Type appears at the bottom of the page.
Click the appropriate button to either add or edit a code or subcode.
1. To add a new code, click the Plus (+) button locate to the right of the code type.
2. To add a new subcode, select the appropriate code, and click the Plus (+) button next to the code.
3. To edit an existing code, select the code to edit, and click the Pencil icon next to the code.
4. To edit an existing subcode, select the subcode, and click the Pencil icon next to the subcode.
Complete the fields, and click Submit.

Notes:

State-reportable codes are identified by a carat (^) in the name.
Do not edit or delete state-reportable codes. If you remove a carat or delete a code, there is no way to tell which code was edited/deleted.
Do not add a carat to a custom code that is added for local use.

Data Element	Additional Information
Category	Enter the value that that will display when creating an incident.
State Aggregate Code	Enter the state aggregate code that will be stored in the tables. This should not be one of the codes used by the state unless you are using a local code in the category and need it to map to a state reportable code.
Display Order	Enter the order in which to display the code in the pop-up menu.
Severity	Enter the level of severity. This field is used to determine the level of the behavior and is not used by the state.
This code is not divided into subcodes.	Select if the code does not have subcodes.
This code has at least one subcode.	Select if the code has subcodes.
State Detail Report Code	Enter the state detail report code. For a state reportable code, the State Detail Report Code must be a valid state code.
State Reportable	Select the checkbox if the code is state-reportable. Note: For an incident to be reported to the state, the action and the behavior codes must be checked as state reportable.
Allow Comment	Select the checkbox if you want to allow comments to be made for this code.
Make this Comment Mandatory	Select the checkbox if the comment is mandatory.
Policy Description	Enter the policy description. This field is used to call attention to certain policies that the LEA and/or state have for the code. For example, when OSS is selected for Out of School Suspension the state policy displays that the suspension can be no more than 3 days in length.

Map Codes

If the district has user-created codes and PowerSchool supplied codes are subsequently loaded, it may result in duplicate incident management codes. This code mapping functionality allows user-created codes to be merged with system codes, eliminating duplicates.

Data Element

Additional Information

[Table]FieldName

Start Page > District Setup > District Info > Map Duplicated codes to the equivalent current state reporting defined codes > [Select Code Category]

Review additional information about code migration for state reporting.

Current Incident Codes (Subcodes)

This lists all codes/subcodes used in the district, both user-created and system codes.

[Incident_LU_Code]Code_Type

[Incident_LU_Code]Incident_Category

State Reporting Incident Codes (Subcodes)

For each duplicate subcode, choose a code to merge it with from the corresponding pop-up menu.

[Incident_LU_Code]Code_Type

[Incident_LU_Code]Incident_Category

Incident Types

Data Element

Additional Information

[Table]FieldName

Start Page > District Setup > Incident Management > Incident Types

Use this page to verify the Texas-specific incident management type, or to add local incident types that are not reportable to the state.

Note: To create incidents, security groups must be granted access to incident types. Refer to Allowing Access to Incident Types or System Help in PowerSchool for more information on how to set up group-level permissions.

Name

Using incident types, you can control who can view and enter specific types of incidents. See the PowerSchool System Help for more information.

The following incident types must not be removed or edited.

Discipline^
CRDC Victim^

[Incident_LU_Code]Incident_Category

[Incident_LU_Code]Code_Type=incidenttype