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 District Setup 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. Note: 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 (example, number of days suspended) will be printed as part of the Letter detail. |
| Include Object | If Yes is selected, the Object associated with the incident 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. |
| Include Student ID | If Yes is selected, the student Id will be printed as part of the Letter detail. |
| Include Full Name | If Yes is selected, the student full name will be printed as part of the Letter detail. |
| Include Date of Birth | If Yes is selected, the student date of birth will be printed as part of the Letter detail. |
| Include Gender | If Yes is selected, the student gender will be printed as part of the Letter detail. |
| Include Address | If Yes is selected, the student home address will be printed as part of the Letter detail. |
| Incident occurred at | If Yes is selected, the school at which the incident occurred will be printed as part of the Letter detail. |
Report Output
Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.
Note: 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 | The action taken against the student as result of the incident. | [S_IM_Letter_Setup_S]ActionCode [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 |