Discipline, Crime and Violence Extract

Processing Options

Choose a time to run the report from the pop-up menu:

• In Background Now (Recommended) – Execute the report immediately in the background.
• ASAP – Execute the report in the order it is received in the Report Queue.
• At Night – Execute the report during the next evening.
• On Weekend – Execute the report during the next weekend.
• On Specific Time – Execute the report on the date and time specified.

Specific Date/Time

Enter a date using the format mm/dd/yyyy or mm-dd-yyyy in order to run the report on a specific day. The incorrect format displays an alert and the date field is submitted as a blank entry.

Use the pop-up menus to schedule the report to be run at a specific hour and minute.

Example: 7/29/2008 @ 10 AM : 05.

Report Start Date

Enter the start date for the report date range.

Report End Date

Enter the end date for the report date range.

Extract the students’ first and last names.

Choose one of the following from the pop-up menu:

• Yes – Include student first and last names in the extract for verification purposes.
• No (default) – Do not include student names. Use this option when creating a file to submit to the Virginia DOE.

Sender’s Email

Enter the email address of the person sending the report to the Virginia DOE.

A Record – Fixed Length

1

Record Type

The value “A” is reported.

N/A

Alpha-numeric

1

N/A

2

File Submission Type

The value “3” is reported.

N/A

Numeric

1

N/A

3

Beginning School Year

The four-digit school year.

N/A

Numeric

4

N/A

4

Division Number

The division number. This field includes the leading zeroes.

N/A

Numeric

3

N/A

B Record – Tab-Delimited

1

Record Type

The value “B” is reported.

N/A

Alpha-numeric

1

N/A

2

Unique Student Identifier

The unique locally assigned student number. This field is extracted from Start Page > Student > Demographics.

[Students]Student_Number

Alpha-numeric

12

N/A

3

Enrolled Division Number

The division number of the school where the student is officially enrolled. This field is extracted from Start Page > Student > Log Entries. If the Enrolled Division field is blank, then the district number is reported from Start Page > District Setup > District Info.

[S_VA_LOG_X]enrolled_division

or

[Prefs]value where [Prefs]name=districtnumber

Numeric

3

N/A

4

Enrolled School Number

The school number of the school where the student is officially enrolled. This field is extracted from Start Page > Student > Log Entries. If the Enrolled School field is blank, then the school number is reported from Start Page > District Setup > Schools/School Info > Edit School.

[Log]VA_ResponsibleSchool

or

[Students]SchoolID

[ReEnrollments]SchoolID

Numeric

4

N/A

5

Incident Division Number

The division number of the school where the incident took place. This field is extracted from Start Page > Student > Log Entries.

[S_VA_LOG_X]enrolled_division

or

[S_VA_LOG_X]incident_division

Numeric

3

N/A

6

Incident School Number

The school number of the school where the incident took place. This field is extracted from Start Page > Student > Log Entries.

[S_VA_LOG_X]incident_school

Numeric

4

N/A

7

Grade

The student’s grade level when the incident occurred. This field is extracted from Start Page > Student > Transfer Info > Edit Current/Previous Enrollment.

If the Grade Level Code field is populated, then that value is reported. Otherwise, the Grade Level is reported.

[S_VA_STU_X]State_Grade_Code

[S_VA_REN_X]State_Grade_Code

or

[Students]Grade_Level

[ReEnrollments]Grade_Level

Alpha-numeric

2

N/A

8

Special Education Disability

The student’s primary disability, if the student is identified as a special education student. This field is extracted from the Start Page > Student > State/Province – VA > General.

[S_VA_STU_X]Primary_Disability_Code

Alpha-numeric

2

N/A

9

Date of Birth

The student’s date of birth, extracted from Start Page > Student > Demographics.

[Students]DOB

Date

10

N/A

10

Question of Hispanic

Indicates if the student is identified as Hispanic.

[Students]FedEthnicity

Alpha

1

N/A

11

Racial/Ethnic Category

The race/ethnic category assigned to this student.

[S_VA_STU_X]Virginia_Ethnicity_Race_Code

Alpha-numeric

2

N/A

12

Gender

The student’s gender, extracted from Start Page > Student > Demographics.

[Students]Gender

Alpha-numeric

1

N/A

13

Date of Incident

The date the incident took place, extracted from Start Page > Student > Log Entries > Incident Date.

[S_VA_LOG_X]incident_date

Date

10

N/A

14

Incident Code

The unique incident code assigned to this incident, extracted from Start Page > Student > Log Entries > Incident Number.

[S_VA_LOG_X]incident_ID

Alpha-numeric

10

N/A

15

Offense Code 1

The code that identifies the primary offense perpetrated by the student involved in the incident, extracted from Start Page > Student > Log Entries > Primary Offense Code.

[S_VA_LOG_X]Primary_Offense_Code

Alpha-numeric

5

N/A

16

Offense Code 2

The code that identifies a secondary offense perpetrated by the student involved in the incident, extracted from Start Page > Student > Log Entries.

[S_VA_LOG_X]Offense_code2

Alpha-numeric

5

N/A

17

Offense Code 3

The code that identifies a third offense perpetrated by the student involved in the incident, extracted from Start Page > Student > Log Entries.

[S_VA_LOG_X]Offense_code3

Alpha-numeric

5

N/A

18

Number of Firearms Confiscated

The number of firearms confiscated, if the incident involved weapons classified as firearms, extracted from Start Page > Student > Log Entries.

[S_VA_LOG_X]Num_Firearms_Confiscated

Numeric

5

N/A

19

Number of Non-Firearms Confiscated

The number of non-firearms confiscated, if this incident involved weapons that are not classified as firearms, extracted from Start Page > Student > Log Entries.

[S_VA_LOG_X]Num_Non_Firearms_Confiscated

Numeric

5

N/A

20

Final Division Discipline/Sanction

The code identifying the sanction placed on the student as a result of the disciplinary incident, extracted from Start Page > Student > Log Entries.

[S_VA_LOG_X]Final_Sanction_code

Alpha-numeric

2

N/A

21

Number of Days Suspended

The number of days the student was suspended or expelled, extracted from Start Page > Student > Log Entries.

[S_VA_LOG_X]Days_suspended

Numeric

3

N/A

22

Number of Victims

The number of victims involved in the incident, extracted from Start Page > Student > Log Entries.

[S_VA_LOG_X]Num_Victims

Numeric

2

N/A

23

Alternative Placement

Indicates if the student was placed in an alternative educational setting as a result of the incident (Y/N), extracted from Start Page > Student > Log Entries.

[S_VA_LOG_X]Alternative_Placement_TF

Alpha-numeric

1

N/A

24

Permanent Expulsion

Indicates if the student was expelled from school for 365 days or permanently (Y/N), extracted from Start Page > Student > Log Entries.

[S_VA_LOG_X]Permanent_Expulsion_TF

Alpha-numeric

1

N/A

25

Time Incident Took Place

The time of day the incident took place, extracted from Start Page > Student > Log Entries.

[S_VA_LOG_X]Incident_time_code

Alpha-numeric

2

N/A

26

Limited English Proficiency

This field is calculated. If the LEP field on the student state page is equal to Yes, a Y is extracted for this field. If the LEP field is blank, an N is extracted for this field.

[S_VA_STU_X]LEP_Code

Alpha-numeric

1

N/A

27

Reported to Law Enforcement

Indicates if the incident was reported to law enforcement (Y/N), extracted from Start Page > Student > Log Entries.

[S_VA_LOG_X] Reported_To_Law_Enforcement_TF

Alpha-numeric

1

N/A

28

Permanent Change in Placement

When a special education student becomes involved in a discipline incident that results in a permanent change in placement. This information must be reported on the DCV annual report. “Y” for “yes” in the new field or an “N” for “no” change in placement.

[S_VA_LOG_X] Permanent_Change_Placement_TF

Alpha-numeric

2

N/A

Indicates that a means of providing coursework was provided (Y/N).

Do not leave blank

Defaults to N.

Indicates that law enforcement charges were filed (Y/N).

Required data element.

Defaults to N.

Indicates whether there were aggravating circumstances for the incident (Y/N).

Defaults to N

Cannot be blank

Trailer Record

Record Count

This field is calculated by adding the number of A and B records included in the file.

N/A

Numeric

N/A

N/A