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Creating Incidents

Introduction

The following data elements are required for discipline incidents. State reportable incidents must be created at the school level via Special Functions. Non-state reportable incidents may be created at the student, school, or district level.

Incident types, as well as incident codes and subcodes, must be set up at the district level prior to creating discipline incidents. See the District Setup section of this document.

Data Element

Additional Information

[Table]FieldName

Required

Defining Incident Details

Start Page > Special Functions > Incident Management > Edit/Create New Incident > Incident Detail

Note: Security groups must be granted access to Incident Types in order to create incidents. Review additional information about incident management.

Incident ID

This field is view-only and appears for existing incidents. The ID is populated automatically when the incident is first submitted.

[Incident]Incident_ID

Required Setup

School

The current school name appears. State reportable incidents must be created at the school level.

[Incident]School_Number

Required Setup

Incident Type

Choose the Tennessee incident type:

  • TN State Reportable

[Incident_LU_Code]Code_Type=incidenttypecode

[Incident_LU_Code]Incident_Category

Required Setup

Incident Date

Enter the date and time that the incident occurred.

[Incident]Incident_TS

Required Setup

Time Frame

Enter the time frame within which the incident occurred.

Note: If Location is not On School Property Grounds, the time frame is reported as blank in the Incident Template Report.

[Incident_LU_Code]Code_Type=timecode

[Incident_LU_Code]Incident_Category

Required Setup

Time Frame Sub-Code

Choose the appropriate time frame subcode:

  • Before School Hours
  • During School Hours
  • After School hours

N/A

Required Setup

Time Frame Comment

If applicable, enter a comment regarding the time frame.

[Incident_Detail]Lookup_Code_Desc

Optional Setup

Title

Enter a title for the incident.

[Incident]Incident_Title

Not Required

Description

Enter a description of the incident.

[Incident]Incident_Detail_Desc

Not Required

Location

Choose the location where the incident occurred:

  • District Conveyance
  • Off School Grounds
  • On School Property Grounds

Note: If Location is not On School Property Grounds, the time frame is reported as blank in the Incident Template Report.

[Incident_LU_Code]Code_Type=locationcode

[Incident_LU_Code]Incident_Category

Required Setup

Location Subcode

Choose the location subcode.

[Incident_LU_Sub_Code]Sub_Category

[Incident_LU_Sub_Code]State_Detail_Report_Code


Location Description

If applicable, enter a description of the location of the incident.

[Incident]Location_Details

Optional Setup

Prepared By

Not Required

N/A

Not Required

Financial Impact

Not Required

N/A

Not Required

Created By

The system-generated record of the person logged into PowerSchool who recorded the incident.

[Incident]Created_By

System Generated

Created On

The system-generated date and time that the incident was recorded in PowerSchool.

[Incident]Created_TS

System Generated

Use the following steps to add participants to the incident.

  1. Click the Plus (+) button next to Participants. The Search for Student, Staff, or Other Participants dialog appears.
  2. Enter criteria for the search and click Search. The Results section is populated with matching participants.
  3. Highlight the appropriate participant in the search results and click Add.

Name

The full name, school, grade level, Gender, and type (student or staff member) of the participant.

The identity of the participant is saved in PowerSchool. The name, school, grade level, Gender and type data are referenced from the student or staff member record.

[Incident_Person_Role]StudentID

[Incident_Person_Role]TeacherID

Required Setup

Attributes

This field refers to participant attribute codes, which should be used if applicable

N/A

Optional

Attribute Subcodes

Choose an Attribute subcode.

N/A

Optional

Role

Choose the role that best describes the participant’s involvement in the incident. Each incident must be associated with at least one offender. The DCF 046 applies only to the offender. If you create a DCF 046 linked to a reporter, victim, or witness there will not be any record in the state event queue. 

Valid values:

  • Reporter
  • Victim
  • Offender
  • Witness

Note: In order to assign more than one role, click the Plus (+) button next to Select Role(s).

[Incident_Person_Role]Role_Incident_Detail_ID

Required Setup

Role Subcode

Role Subcodes are required for Victim and offender only.



Required Setup

Use these steps to add a non-student/non-staff participant to the incident.

  1. Click the Plus (+) button next to Participants. The Search for Student, Staff, or Other Participants dialog appears.
  2. Click Create Other. The Add Other Participant dialog appears.

Mark Person as Unknown

Select the checkbox if the person is unknown.

[Incident_Other_Person]Is_Unknown

Not Required

First, Middle, Last

Enter the first, middle, and last names of the participant, if available.

[Incident_Other_Person]First_Name

[Incident_Other_Person]Middle_Name

[Incident_Other_Person]Last_Name

Required Setup

Position

Not Required

[Incident_Other_Person]Position

Not Required

Age

Not Required

[Incident_Other_Person]Age

Not Required

Gender

Enter the Gender of the participant, if available.

[Incident_Other_Person]Gender

Optional  Setup

Role

Choose the role that best describes the participant’s involvement in the incident. Each incident must be associated with at least one offender.

Valid values:

  • Reporter
  • Victim
  • Offender
  • Witness

Note: In order to assign more than one role, click the Plus (+) sign next to Select Role(s).

[Incident_Person_Role]Role_Incident_Detail_ID

Required Setup

Role Subcode

Choose a role subcode if the role code selected is Victim or offender.



Use these steps to add behavior to the incident.

  1. Click the Plus (+) button next to Incident Elements. The Incident Elements dialog appears.
  2. Click Add Behavior. The Add Behavior dialog appears.

Note: After you create a behavior for a participant, you must drag the behavior to the participant to associate the two elements.

Behavior Code

Choose the behavior code.

Note: At least one behavior must be defined for each offender.

[Incident_LU_Code]Code_Type=behaviorcode

[Incident_LU_Code]Incident_Category

Required Setup

Primary Behaviour

The reason the disciplinary action was taken against the student. 

Note: All state reportable behavior, actions, and their associated attributes are pulled on the 046 extract even if they are not marked as primary. 



Behavior Subcode

Choose a behavior subcode.

[Incident_LU_Sub_Code]Sub_Category

[Incident_LU_Sub_Code]State_Detail_Report_Code

Required Setup

Behavior Code Comment

The comment box appears when a subcode for the Behavior Code > Misconduct-Illegal possession (Other) is selected.

[Incident_Detail]Lookup_Code_Desc

Required Setup


  1. Click the Plus (+) button next to Incident Elements. The Incident Elements dialog appears.
  2. Click Add Attribute. The Add Attribute dialog appears.

Attribute Code

Select the checkbox for Against Property Indicator if applicable. All other attribute codes are not required.

See the Appendix for valid values.

[Incident_LU_Code]Code_Type=attributecode

[Incident_LU_Code]Incident_Category

Required Setup

Use these steps to add a disciplinary action to the incident.

  1. Click the Plus (+) button next to Incident Elements. The Incident Elements dialog appears.
  2. Click Add Action. The Add Action dialog appears.

Note: After you create an action in response to a behavior, you must drag the action to the behavior to associate the two elements. After the action is associated with the behavior, it no longer appears under the Incident Elements heading.

Action Code

Select an action code. 

Refer to Incident Management Actions Codes.


[Incident_LU_Code]Code_Type=actioncode

[Incident_LU_Code]Incident_Category

Required Setup

Action Subcode

Choose the action subcode.

See the Appendix for valid values.

[Incident_LU_Sub_Code]Sub_Category

[Incident_LU_Sub_Code]State_Detail_Report_Code

Required Setup

Duration Code

Choose the duration code of

“Days”.

[Incident_Detail]LU_Code_ID

[Incident_LU_Code]Code_Type=durationcode

Required Setup

Assigned Duration

Enter in the assigned duration


Required Setup

Actual Duration

Enter in the actual duration


Required Setup



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