Incident Management Query

Contents

Introduction

This function consists of two processes.

The user runs a query to identify particular incident information based on incident management data, student demographic information, and/or EFA codes that returns the list of incidents based on the criteria.
From the list of incidents, the user can export the records to a file with particular data about the incidents including South Carolina specific student and EFA information.

Users search for incidents based on incident data, student data and/or EFA codes, get a list of incidents that meet the criteria, and export data about those incidents.

Note: This process is run at the school level and not the district. The data being searched is based on the school year of the term selected in PowerSchool.
When the Term is set to a Term that is not in the latest school year for which an End of Year process has been completed, the Student Search Criteria fields Homeroom and all of the State Fields should not be used as Incident Search Criteria. The data stored in these fields reflect the student's current status which may be different than the status at the time of the incident. Similarly, if these fields are included in the extract they will also reflect the student's current status which may be different than the status at the time of the incident. When the search is run, the Grade Level reflects the grade level of the student on the date of the incident. The Enroll Status displays if the last enrollment record for the student is for the school year being processed. Otherwise, it is blank as the enroll status is not stored on the re-enrollment record.

Important points for using the search criteria are:

You may enter criteria to narrow the number and types of incidents. Student Search Criteria allows you to select from a pre-defined list of base PowerSchool fields and if State Field is chosen, then a list of pre-defined South Carolina specific fields appear for selection as search criteria.
If no criteria are entered on this page, all incidents in the currently selected school and for the currently selected school year will be included in the data set returned, including incidents that are not attached to students or teachers.
If 'AND' is selected between fields, then all statements would have to be true for an incident to be included in the search results.
If 'OR' is selected between fields and any one criteria is true for an incident, then the incident will be included in the search results.
If searching by Incident Type, the relational operator must be "contains" to return any results.
To limit to active students, Enroll_Status must be one of the search criteria. Then choose '=' as the operator and 'Active' in the Value dropdown.

Selection Criteria

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

Incidents are included in the query if they are for the currently selected school and the currently selected school year.

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Query Input

To generate the SC Incident Management Query, do the following:

On the Start Page, click System Reports. The Reports page appears.
Click the State tab. The State Reports page appears.
Click SC Incident Management. The SC Incident Management Query page appears.
Enter information in all of the fields desired.
Click Search to generate the query.

Field	Description
Incident Search Criteria	The Incident Search Criteria contains three rows of criteria used to locate incidents that meet the conditions entered. By default, the incident search returns all incidents from the current school and current year.
Field Name	The field name pop-up menu allows the user to narrow the selection by Incident ID, Incident Type, Incident Date, Incident Location, Incident Title, Prepared by, Participant Role Attribute, Behavior Code, Behavior Subcode, Action Code, Action Subcode, Object Code and/or Object Subcode. Note: If searching by Incident Type the relational operator must be contains. The Incident title and Prepared By fields are case sensitive. If searching for the title 'Truancy', you must capitalize the word in order to find records that match that title.
Relational Operators	The pop-up menu between the Field Name pop-up menu and the Value box contains the relational operators that exist in core PowerSchool: =(equal), <(less than), >(greater than), >=(greater than or equal to), <=(less than or equal to), # (does not equal too), contains (is the search argument contained in the [field], !contains (is the search argument not contained in the [field].
Value	The value pop-up menu will be pre-populated with the appropriate values corresponding to the incident field selected in the Field Name pop-up menu. The user is able to select multiple values in the pop-up menu by holding down the shift key to select contiguous values or holding down the Control key while selecting random values in the pop-up menu.
Comparison	The comparison pop-up menu will be populated with 'AND' and 'OR' as values. "AND" is the default.
Student Search Criteria	The Student Search Criteria contains three rows of criteria used to locate students that meet the conditions entered. By default, the student search returns all students (active, inactive, historical, and pre-registered). In order to narrow the selection, Enroll_Status should be one of the fields selected as part of the search criteria. Entering a Student search criteria is not required. If no criteria are entered by the user, then all students for the currently selected school year, regardless of enrollment status, will be included in the record set returned.
Field Name	Field name pop-up list is pre-populated with allowable fields from the Student table. A field called 'State Field' represents the South Carolina custom fields.
Relational Operators	The pop-up menu between the Field Name pop-up menu and the Value box contains the relational operators that exist in core PowerSchool: =(equal), <(less than), >(greater than),>=(greater than or equal to), <=(less than or equal to), # (does not equal too), contains (is the search argument contained in the [field], !contains (is the search argument not contained in the [field].
Value	The value pop-up menu will be pre-populated with the appropriate values corresponding to the student field selected in the Field Name pop-up menu. The user is able to select multiple values in the pop-up menu by holding down the shift key to select contiguous values or holding down the Control key while selecting random values in the pop-up menu.
Comparison	The comparison pop-up menu will be populated with 'AND' and 'OR' as values. "AND" is the default.
EFA Search Criteria	The EFA Search Criteria contains three rows of search criteria for searching EFA records. Each row of search criteria contains a Field Name, Relational Operator, and Value pop-up menus. Entering an EFA search criteria is not required. If no EFA criteria are entered by the user, then all students for the current year meeting the student search criteria will be included.
Field Name	The Field Name list will contain the EFA fields EFA Primary through EFA10.
Relational Operators	The relational operator options are = (equal to) and # (not equal to).
Value	The Value fields associated with EFA will be loaded with the allowed EFA codes. The user will be able to select multiple codes in the dropdowns by holding down the shift key to select contiguous codes or holding down the Control key while selecting random values in the pop-up menu.
Comparison	The comparison pop-up menu will be populated with 'AND' and 'OR' as values. "AND" will be the default.

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Query Output

Once Search is clicked on the SC Incident Management Query page, the Search Results page displays with the incidents that met the criteria of the query.

Field	Description
Incident Date	The date that the incident occurred.
Incident ID	The internal Incident ID assigned to an incident when it is created.
Incident Title	The Incident Title for the particular incident.
Student Name	Student name is listed. The user can click on the student's name to take them to the student information. If the incident is not linked to a student, this will be blank (i.e. participant is a teacher, person not in PowerSchool, or there isn't a participant).
Student Number	The student's number displays. If the incident is not linked to a student, this will be blank (i.e. participant is a teacher, person not in PowerSchool, or there isn't a participant).
Grade Level	The student's grade level displays. If the incident is not linked to a student, this will be blank.
Enroll Status	The student's enrollment status code displays. If the incident is not linked to a student, this will be blank.
Gender	The student's gender displays. If the incident is not linked to a student, this will be blank.
Record Type	If the EFA search is part of the criteria, EFA will display as well as the EFA code.

Once the query is processed the user can export records by clicking Export these incidents at the top of the page. The South Carolina Incident Query Report page appears.

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Report Input

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

Field	Description
Processing Options	Use the pop-up menu to select a processing option. Use the options to indicate when you want the report to generate. In Background Now ASAP At Night On Weekend On Specific Time
Specific Date/Time	If “On Specific Time” is chosen for the Processing Options, enter date and time you want the system to generate the report.
File Format	Select the delimiter for the output file, either Tab or Comma. Comma is the default.
Export SC-Specific Fields	Choose Yes to export the SC state specific data as well as the general PowerSchool data. Choose No to export only the general PowerSchool data and EFA code data, if the incident is attached to a student. No is the default.

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Report Output – Export SC Specific Data is No

If Export SC Specific Data is set to No, the following data items will be exported. See Understanding the Report Output Table for a definition of each column in the table.

Position	Field	Description	[Table]Field Name
1	Record Type	IMD for all records.	Calculated
2	School ID	Identifies the School Number for the student’s enrollment.	[Incidents]School_Number
3	Incident Type	Identifies the type of incident.	[Incident_LU_Code]Code_Type=incidenttypecode [Incident_LU_Code]Incident_Category
4	Incident ID	The ID number assigned to the incident when it is created.	[Incident]Incident_ID
5	Incident Title	Identifies the title of the incident.	[Incidents]Incident_Title
6	Incident Date	Date the incident occurred.	[Incident_Detail]Incident_TS truncated to display only the date.
7	Prepared by	Person who entered the incident details.	[Incidents]Entry_Author
8	Behavior Code	Behavior Code identifying the behavior that caused the incident.	[Incident_LU_Code]Code_Type=behaviorcode [Incident_LU_Code]State_Aggregate_RPT_Code
9	Behavior Code Description	The description of the behavior that caused the incident.	[Incident_LU_Code]Code_Type=behaviorcode [Incident_LU_Code]Incident_Category
10	Primary Behavior	Indicates if this was the primary behavior for the incident.	[Incident_Detail]Primary_Indicator
11	Behavior Subcode	Behavior subcode for an incident where the behavior requires more details.	[Incident_LU_Sub_Code]State_Detail_Report_Code [Incident_LU_Sub_Code]Is_State_Reportable_Flg = 1 (True)
12	Behavior Subcode Description	The description of the behavior subcode.	[Incident_LU_Sub_Code]Sub_Category
13	Action Code	Action Code identifying the consequences taken for the incident.	[Incident_LU_Code]Code_Type=actioncode [Incident_LU_Code]State_Aggregate_RPT_Code
14	Action Code Description	The description for the action code.	[Incident_LU_Code]Code_Type=actioncode [Incident_LU_Code]Incident_Category
15	Action Subcode	Action subcode for an incident where the action requires more details.	[Incident_LU_Sub_Code]State_Detail_Report_Code [Incident_LU_Sub_Code]Is_State_Reportable_Flg = 1 (True)
16	Action Subcode Description	The description for the action subcode.	[Incident_LU_Sub_Code]Sub_Category
17	Action Begin Date	The date the action started.	[Incident_Action]Action_Plan_Begin_Dt
18	Action End Date	The date the action ended.	[Incident_Action]Action_Plan_End_Dt
19	Duration Code Description	The duration assigned for the action taken.	[Incident_LU_Code]Code_Type=durationcode [Incident_LU_Code]Incident_Category
20	Duration Subcode Description	The description for the subcode if the duration requires more details.	[Incident_LU_Sub_Code]Sub_Category
21	Duration Day Value	The numeric value associated with the particular Duration Subcode. Since this is a numerical value this column can be totaled using Excel. See the Appendix for code values.
22	Actual Duration	The actual time served for the action taken.	[Incident_Action]Duration Actual
23	Object Code	The code for any object involved in the incident.	[Incident_LU_Code]Code_Type=objectcode [Incident_LU_Code]State_Aggregate_RPT_Code
24	Object Code Description	The description of the object involved in the incident.	[Incident_LU_Code]Code_Type=objectcode [Incident_LU_Code]Incident_Category
25	Object Subcode	The subcode for any object involved in the incident that requires more details.	[Incident_LU_Sub_Code]State_Details_Report_Code [Incident_LU_Sub_Code]Is_State_Reportable_Flg = 1 (True)
26	Object Subcode Description	The description for the object subcode.	[Incident_LU_Sub_Code]Sub_Category
27	Incident Location	The location where the incident occurred.	[Incidents]Location_Details
28	Participant Role	The role of the participant – Offender, Victim, Reporter, or Witness.	[Incident_LU_Code]Code_Type=personcode [Incident_LU_Code]Incident_Category
29	Participant Attribute Description	The description of the attribute of the participant.	[Incident_LU_Code]Code_Type=participantattributecode [Incident_LU_Code]Incident_Category
30	Participant Attribute Subcode Description	The description of the attribute subcode of the participant.	[Incident_LU_Sub_Code]Sub_Category
31	Other Person Indicator	This value is 1 if the person is not within the PowerSchool database, but was involved in the incident.	[Incident_Person_Role]Incident_Other_Person_ID
32	IS_Unknown	This value is 1 if the participant cannot be identified.	[Incident_Other_Person]Is_Unknown
33	ID	Student ID or Teacher ID from the Incident.	[Incident_Person_Role]StudentId [Incident_Person_Role]TeacherID
34	Student Number Teacher Number	The student’s number if the participant is a student or the teacher number if the participant is a staff person entered into the PowerSchool staff database.	[Students]Student_Number [Users]TeacherNumber
35	Student Last Name Teacher Last Name Other Person Last Name	The student’s last name. The teacher’s last name. The last name of a person not in the PowerSchool database.	[Students]Last_Name [Users]Last_Name [Incident_Other_Person]Last_Name
36	Student First Name Teacher First Name Other Person First Name	The student’s first name. The teacher’s first name. The first name of a person not in the PowerSchool database.	[Students]First_Name [Users]First_Name [Incident_Other_Person]First_Name
37	Student Middle Name Teacher Middle Name	The student’s middle name. The teacher’s middle name.	[Students]Middle_Name [Users]Middle_Name
38	Student Generation Teacher Generation	The student’s generation. The teacher’s generation.	[S_SC_STU_X]StudentGeneration [S_SC_USR_X]Tchr_Generation
39	State ID	The student’s state identification number. This is only populated when the participant is a student.	[Students]State_StudentNumber
40	Enroll_Status	The student’s current enrollment status. This is only populated when the participant is a student.	[Students]Enroll_Status
41	Entry Date	The student’s current entry date for this school. This is only populated when the participant is a student.	[Students]EntryDate
42	Exit Date	The student’s current exit date. This is only populated when the participant is a student.	[Students]ExitDate
43	Grade Level	The student’s current grade level. This is only populated when the participant is a student.	[Students]Grade_Level
44	EFA Start Date	The date that the EFA classification started if the record type is EFA. This is only populated when the participant is a student.	[S_SC_STU_EFA_History_C]start_dt
45	EFA Stop Date	The date that the EFA classification ended if the record type is EFA. This is only populated when the participant is a student.	[S_SC_STU_EFA_History_C]stop_dt
46	Code 1-Code 4	Code 1 is the primary EFA code of the student. This is only populated when the participant is a student.	[S_SC_STU_EFA_History_C]EFA_2 [S_SC_STU_EFA_History_C]EFA_2 [S_SC_STU_EFA_History_C]EFA_3 [S_SC_STU_EFA_History_C]EFA_4
47	Federal Ethnicity	Displays a 1 if the student is Hispanic/Latino; otherwise it displays a 0.	[Students]FedEthnicity
48	Race	Displays the race code(s) for the student.	[StudentRace]RaceCd
49	Gender	Indicates the gender of the person involved in the incident.	[Students]Gender

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Report Output – Export SC Specific Data is Yes

If Export SC Specific Data is set to Yes, the following data items will be exported. See Understanding the Report Output Table for a definition of each column in the table.

Position	Field	Description		[Table]Field Name
1	Record Type	IMD for all records.		Calculated
2	School ID	Identifies the School Number for the student’s enrollment.		[Incidents]School_Number
3	Incident Type	Identifies the type of incident.		[Incident_LU_Code]Code_Type=incidenttypecode [Incident_LU_Code]Incident_Category
4	Incident ID	The ID number assigned to the incident when it is created.		[Incident]Incident_ID
5	Incident Title	Identifies the title of the incident.		[Incidents]Incident_Title
6	Incident Date	Date the incident occurred.		[Incident_Detail]Incident_TS truncated to display only the date.
7	Prepared by	Person who entered the incident details.		[Incidents]Entry_Author
8	Behavior Code	Behavior Code identifying the behavior that caused the incident.		[Incident_LU_Code]Code_Type=behaviorcode [Incident_LU_Code]State_Aggregate_RPT_Code
9	Behavior Code Description	The description of the behavior that caused the incident.		[Incident_LU_Code]Code_Type=behaviorcode [Incident_LU_Code]Incident_Category
10	Primary Behavior	Indicates if this was the primary behavior for the incident.		[Incident_Detail]Primary_Indicator
11	Behavior Subcode	Behavior subcode for an incident where the behavior requires more details.		[Incident_LU_Sub_Code]State_Detail_Report_Code [Incident_LU_Sub_Code]Is_State_Reportable_Flg = 1 (True)
12	Behavior Subcode Description	The description of the behavior subcode.		[Incident_LU_Sub_Code]Sub_Category
13	Action Code	Action Code identifying the consequences taken for the incident.		[Incident_LU_Code]Code_Type=actioncode [Incident_LU_Code]State_Aggregate_RPT_Code
14	Action Code Description	The description for the action code.		[Incident_LU_Code]Code_Type=actioncode [Incident_LU_Code]Incident_Category
15	Action Subcode	Action subcode for an incident where the action requires more details.		[Incident_LU_Sub_Code]State_Detail_Report_Code [Incident_LU_Sub_Code]Is_State_Reportable_Flg = 1 (True)
16	Action Subcode Description	The description for the action subcode.		[Incident_LU_Sub_Code]Sub_Category
17	Action Begin Date	The date the action started.		[Incident_Action]Action_Plan_Begin_Dt
18	Action End Date	The date the action ended.		[Incident_Action]Action_Plan_End_Dt
19	Duration Code Description	The duration assigned for the action taken.		[Incident_LU_Code]Code_Type=durationcode [Incident_LU_Code]Incident_Category
20	Duration Subcode Description	The description for the subcode if the duration requires more details.		[Incident_LU_Sub_Code]Sub_Category
21	Duration Day Value	The numeric value associated with the particular Duration Subcode. Since this is a numerical value this column can be totaled using Excel. See the Appendix for code values.		N/A
22	Actual Duration	The actual time served for the action taken.		[Incident_Action]Duration Actual
23	Object Code	The code for any object involved in the incident.		[Incident_LU_Code]Code_Type=objectcode [Incident_LU_Code]State_Aggregate_RPT_Code
24	Object Code Description	The description of the object involved in the incident.		[Incident_LU_Code]Code_Type=objectcode [Incident_LU_Code]Incident_Category
25	Object Subcode	The subcode for any object involved in the incident that requires more details.		[Incident_LU_Sub_Code]State_Details_Report_Code [Incident_LU_Sub_Code]Is_State_Reportable_Flg = 1 (True)
26	Object Subcode Description	The description for the object subcode.		[Incident_LU_Sub_Code]Sub_Category
27	Incident Location	The location where the incident occurred.		[Incidents]Location_Details
28	Participant Role	The role of the participant – Offender, Victim, Reporter, or Witness.		[Incident_LU_Code]Code_Type=personcode [Incident_LU_Code]Incident_Category
29	Participant Attribute Description	The description of the attribute of the participant.		[Incident_LU_Code]Code_Type=participantattributecode [Incident_LU_Code]Incident_Category
30	Participant Attribute Subcode Description	The description of the attribute subcode of the participant.		[Incident_LU_Sub_Code]Sub_Category
31	Other Person Indicator	This value is 1 if the person is not within the PowerSchool database but was involved in the incident.		[Incident_Person_Role]Incident_Other_Person_ID
32	IS_Unknown	This value is 1 if the participant cannot be identified.		[Incident_Other_Person]Is_Unknown
33	ID	Student ID or Teacher ID from the Incident.		[Incident_Person_Role]StudentId [Incident_Person_Role]TeacherID
34	Student Number Teacher Number	The student’s number if the participant is a student or the teacher number if the participant is a staff person entered into the PowerSchool staff database.		[Students]Student_Number [Users]TeacherNumber
35	Student Last Name Teacher Last Name Other Person Last Name	The student’s last name. The teacher’s last name. The last name of a person not in the PowerSchool database.		[Students]Last_Name [Users]Last_Name [Incident_Other_Person]Last_Name
36	Student First Name Teacher First Name Other Person First Name	The student’s first name. The teacher’s first name. The first name of a person not in the PowerSchool database.		[Students]First_Name [Users]First_Name [Incident_Other_Person]First_Name
37	Student Middle Name Teacher Middle Name	The student’s middle name. The teacher’s middle name.		[Students]Middle_Name [Users]Middle_Name
38	Student Generation Teacher Generation	The student’s generation. The teacher’s generation.		[S_SC_STU_X]StudentGeneration [S_SC_USR_X]Tchr_Generation
39	State ID	The student’s state identification number. This is only populated when the participant is a student.		[Students]State_StudentNumber
40	Enroll_Status	The student’s current enrollment status. This is only populated when the participant is a student.		[Students]Enroll_Status
41	Entry Date	The student’s current entry date for this school. This is only populated when the participant is a student.		[Students]EntryDate
42	Exit Date	The student’s current exit date. This is only populated when the participant is a student.		[Students]ExitDate
43	Grade Level	The student’s current grade level. This is only populated when the participant is a student.		[Students]Grade_Level
44	EFA Start Date	The date that the EFA classification started if the record type is EFA. This is only populated when the participant is a student.		[S_SC_STU_EFA_History_C]start_dt
45	EFA Stop Date	The date that the EFA classification ended if the record type is EFA. This is only populated when the participant is a student.		[S_SC_STU_EFA_History_C]stop_dt
46	Code 1-Code 4	Code 1 is the primary EFA code of the student. This is only populated when the participant is a student.		[S_SC_STU_EFA_History_C]EFA_Primary [S_SC_STU_EFA_History_C]EFA_2 [S_SC_STU_EFA_History_C]EFA_3 [S_SC_STU_EFA_History_C]EFA_4
47	Federal Ethnicity	Displays a 1 if the student is Hispanic/Latino; otherwise it displays a 0.		[Students]FedEthnicity
48	Race	Displays the race code(s) for the student.		[StudentRace]RaceCd
49	Gender	Indicates the gender of the person involved in the incident.		[Students]Gender
50	Homeroom	Indicates the student’s homeroom.	[Students]Home_Room
51	Instructional Setting	Indicates the student’s instructional status.	[S_SC_STU_X]InstrSetting
52	English Proficiency	Indicates the student’s English proficiency.	[S_SC_STU_X]Engl_Prof
53	Self Contained Date	Indicates the date the student was classified self-contained.	[S_SC_STU_X]SelfContained
54	IEP	Indicates if the student has an IEP.	[Students]SC_IEP
55	Deaf Blindness Indicator	Indicates the student’s deaf-blindness status.	[S_SC_STU_X]DeafBlindInd
56	MultiDisability Indicator	Indicates if the student has multiple disabilities.	[S_SC_STU_X]MutliDisaInd
57	Trans IEP Indicator	Indicates the student’s transportation IEP indicator.	[S_SC_STU_TRANS_X]TRANS_TransIEPInd
58	Alternate Assessment Code	Indicates the student’s alternate assessment code.	[S_SC_STU_X]AltAssessCde

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Exported Data

The exported data may contain multiple records for one incident extracted in the result set. There will be multiple records for an incident for these situations:

More than one student and/or teacher is involved in an incident.
Multiple Behavior codes, Action codes, or Object codes are attached to an incident, an individual student, or a teacher involved in the incident. For example, a student committed Aggravated Assault with a knife > 2.5 inches and as a result, multiple action codes are assigned to the incident. A separate record would be created for each of the Action codes, which would contain the Behavior code Aggravated Assault and the Object code Knife > 2.5 inches and each Action code.

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