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.
Describing the Incidents Incident Description
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
Adding Students and Staff Participants Incident Builder: Participants: Add Student or Staff Member Use the following steps to add participants to the incident. Click the Plus (+) button next to Participants. The Search for Student, Staff, or Other Participants dialog appears. Enter criteria for the search and click Search. The Results section is populated with matching participants. 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
Adding Other Participants Incident Builder: Participants: Add Other Participant Use these steps to add a non-student/non-staff participant to the incident. Click the Plus (+) button next to Participants. The Search for Student, Staff, or Other Participants dialog appears. 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.
Adding Offending Behaviors Incident Elements: Add Behavior Use these steps to add behavior to the incident. Click the Plus (+) button next to Incident Elements. The Incident Elements dialog appears. 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

Adding Behavior Attributes Incident Elements: Add Attribute Click the Plus (+) button next to Incident Elements. The Incident Elements dialog appears. 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
Adding Disciplinary Actions Incident Elements: Add Action Use these steps to add a disciplinary action to the incident. Click the Plus (+) button next to Incident Elements. The Incident Elements dialog appears. 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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Introduction

Defining Incident Details

Describing the Incidents

Adding Students and Staff Participants

Adding Other Participants

Adding Offending Behaviors

Adding Behavior Attributes

Adding Disciplinary Actions