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Student Behavior and Administrative Response (SBAR) Collection

Report Description

Use this extract to report incidents, participants, and actions taken by the administration as part of the student behavior data required by Virginia DOE. All incidents reported on the school property, school bus, or at a school-sponsored activity are reported. The incidents are also reported if they occurred on an alternate school property where students are placed by the reporting division and in a private school where the sanction resulted in a suspension, expulsion, or report to law enforcement.

The information is generated in the following format:
A Record - Header Record
B Record - Event Record
C Record - Student Behavior Record
D Record - Administrative Response Record
E Record - Victim Record

Incident Management Setup is required prior to running this report. For more information on setup, reference State Reporting Setup - Incident Management Setup for State Reporting.

Selection Criteria

Selection criteria determine which database records are used in the report. For the Student Behavior and Administrative Response (SBAR) Collection, the incident records with an Incident Type of VA State Reporting are selected.

School Selection

The report selects school records that are not excluded from state reporting and includes all incident records that meet the selection criteria (including incidents created at the District Office). If run at the school level, the report includes all incident records associated with the current school that meet the selection criteria.

Student Selection

The report selects which student records to use based on the following criteria:

  • The student must not be excluded from state reporting.

  • The student must have a school enrollment during the selected reporting period.

  • The student must be associated with an incident of type VA State Reporting.

  • Unknown Offenders must be associated with an incident of type of VA State Reporting.

Incident Selection

The report selects VA State Reporting^ incidents that fall within the Report Start Date and Report End Date values entered.

Report Input

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

Field

Description

Select Schools

All Schools: Run the report for all schools. Includes all incident records that meet the selection criteria (including incidents created at the District Office).

School Selection: If run at the school level, the report includes all incident records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose another school from the list.

Students to Include

Indicate which students to include in the report by selecting one of the following options:

  • The selected [number] students only – Run the report for students in the current selection.

  • All students - Run the report for all students in the current school or district that meet the selection criteria.

If running the report for a single student, or group of students, select the students prior to running a report. Unknown Offenders are included by default.

Select School Year

Select the school year from the list.

Report Start Date

Enter start date for the reporting period. Students with an active school enrollment / incident on or after the start date are included in the report.

Report End Date

Enter end date for the reporting period. Students with an active school enrollment / incident on or before the end date are included in the report.

File Submission Type

Select Preliminary (17), Pre-Submission (9), or EOY (3)

Sender's Email Address

Enter the email address

Include Header Labels in output file?

Valid values are Yes and No. For validation purposes choose Yes, and for state reporting select No. Headers cannot be submitted to the state.

Report Output

Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Table for a definition of each column in the table.

Data Element

Description

[Table]FieldName

Field Length

Record A - Fixed Length

Record Type

The value 'A' is reported.

NA

1

File Submission Type

The code to describe the submission. The values '3' and '17' are reported.

NA

1

Beginning School Year

A four-digit year for the beginning of the school.

NA

4

Division Number

The leading zeroes must be included. For example, 005.

NA

3

Record B - One Record per Event/per Student

Record Type

The value 'B' is reported.

NA

1

Local Event ID

The ID is used to identify specific event. This ID must be unique at the division level.

[PSRW_INCIDENT]incident_id

11

Event Division

Three or four-digit state-assigned Division number that identifies the division, center, or agency where the incident occurred.

If Location is 5 - Other District School, 6 - Off-Campus School-Sponsored Event, or 7 - Off Campus Other Location/Social Media, then Incident Division is reported as the first three or four digits before the hyphen entered in Location Comment.

[PREFS]District_Number

4

Event School

Four-digit state-assigned School number that identifies the school, center, program, or placement where the incident occurred.

If Location is 5 - Other District School, 6 - Off-Campus School-Sponsored Event, or 7 - Off Campus Other Location/Social Media, then Incident School is reported as the last four digits after the hyphen entered in Location Comment.

[PSRW_INCIDENT]School_Number

4

Date of Event

The date of the incident.

[psrw_incident]incident_ts

10

Time of Event

The time that the incident occurred.

Valid values:

1 = During the school day
2 = During a school-sponsored activity
3 = Not during school or activities
4 = In transit on the way to or from school

[psrw_incidenttimeframe]state_aggregate_rpt_code

1

Location of Event

The location of the incident.

[psrw_incidentlocation] state_aggregate_rpt_code

1

Firearms Confiscated

The number of firearms confiscated at the incident.

[psrw_incidentobject]object_quantity

2

Weapons Confiscated

The number of non-firearm weapons confiscated at the incident.

[psrw_incidentobject]object_quantity

2

Firearms Code

A code to describe the firearm used at the event.

Valid values:

1 = Handgun/Pistol
2 = Rifle/Shotgun
3 = More than one firearm type; Handgun, Pistol, Rifle, Shotgun
4 = Other Firearm
5 = Non-firearm weapons (use only if Behavior Code is PD6)

[incident_lu_sub_code b]STATE_DETAIL_REPORT_CODE

Law Enforcement Flag

A flag to identify if law enforcement was notified of this behavior.

Valid values:

  • Yes (Y)

  • No (N)

Default value: N

[psrw_incidentactionattribute]state_detail_report_code

1

Notified of Charges Filed Flag

Indicates the school or division was notified that the student was charged with an offense relating to the Commonwealth's laws, or with an offense that is required to be disclosed to the superintendent of the school division pursuant to subsection G of 16.1-260.

This field must be Yes if the Behavior code is BESO18

Valid values:

  • Yes (Y)

  • No (N)

Default value: N

[psrw_incidentactionattribute]state_detail_report_code

1

Notified of Conviction Flag

Indicate the school or division was notified that the student was found guilty or not innocent of an offense relating to the Commonwealth's laws on weapons, alcohol, or drugs, or of a crime that resulted in or could have resulted in injury to others, or of an offense that is required to be disclosed to the superintendent of the school division pursuant to subsection G of 16.1-260.

This field cannot be Yes if the Notified of Charges Filed Flag is No.

Valid values:

  • Yes (Y)

  • No (N)

Default value: N

[psrw_incidentactionattribute]state_detail_report_code

1

CAHO Flag

A flag to indicate whether a Court Appointed Hearing Officer by the Virginia Supreme Court is involved. This should only be reported for students with an IEP.

Valid values:

  • Yes -Y

  • No - N

[incident_lu_sub_code]CAHO

1

State Testing ID

The State Testing ID assigned to the student.

[Students]State_StudentNumber

10

Behavior Code 1

One of the four codes that best describes the student behavior exhibited during this specific incident.

[incident_lu_sub_code]long_desc

6

Behavior Code 2

One of the four codes that best describes the student behavior exhibited during this specific incident.

[incident_lu_sub_code]long_desc

6

Behavior Code 3

One of the four codes that best describes the student behavior exhibited during this specific incident.

[incident_lu_sub_code]long_desc

6

Behavior Code 4

One of the four codes that best describes the student behavior exhibited during this specific incident.

[incident_lu_sub_code]long_desc

6

Unknown Offender Code

The type of offender, if the offender is not a student within the school division.

Note: The offender must have a behavior and action code.

[psrw_participantattr]state_detail_report_code

1

Enrolled Division

Three-digit state-assigned Division number that identifies the division, center, or agency in which the student is enrolled.

[Prefs]District_Number

3

Enrolled School

Four-digit state-assigned School number that identifies the school, center, program, or placement in which the student is enrolled.

[Students]Enrollment_SchoolId

4

Behavioral Intervention Code 1

One of up to three intervention codes that addresses the specific student behavior.

[incident_lu_sub_code]state_detail_report_code

2

Behavioral Intervention Code 2

One of up to three intervention codes that addresses the specific student behavior.

[incident_lu_sub_code]state_detail_report_code

2

Behavioral Intervention Code 3

One of up to three intervention codes that addresses the specific student behavior.

[incident_lu_sub_code]state_detail_report_code

2

Instructional Support Code 1

One of up to three disciplinary sanctions given to the student for this behavior as related to this event.

[incident_lu_sub_code]state_detail_report_code

1

Instructional Support Code 2

One of up to three disciplinary sanctions given to the student for this behavior as related to this event.

[incident_lu_sub_code]state_detail_report_code

Instructional Support Code 3

One of up to three disciplinary sanctions given to the student for this behavior as related to this event.

[incident_lu_sub_code]state_detail_report_code

Detention (DS)

The number of Days Hours of Detention Outside of Regular School Hours assigned as a disciplinary sanction for this specifc event.

Partial Days are reported to the nearest hundredth place (2 decimal places). For example, 0.5 for half day, 0.16 to represent 1 hour in a 6 hour day, 0.16 to represent 1 period in a 6 period day, etc.

[incident_lu_sub_code]state_detail_report_code

3

School-Based Community Service (SBCS)

Number of detention hours assigned to a student.

Partial Days are reported to the nearest hundredth place (2 decimal places). For example, use 0.5 for a half day, 0.16 to represent 1 hour in a 6 hour day, 0.16 to represent 1 period in a 6 period day, etc.

[incident_lu_sub_code]state_detail_report_code

3

Loss of Privileges (LOP)

The number of days a student looses privliges.

Partial Days should be reported to the nearest hundredth place (2 decimal places).  For example, use 0.5 for a half day, 0.16 to represent 1 hour in a 6 hour day, 0.16 to represent 1 period in a 6 period day, etc.

[incident_lu_sub_code]state_detail_report_code

3

Suspension of Bus Privileges (SBP)

The number of days the student is suspended from Bus Privileges.

Partial Days should be reported to the nearest hundredth place (2 decimal places).  For example, use 0.5 for a half day, 0.16 to represent 1 hour in a 6 hour day, 0.16 to represent 1 period in a 6 period day, etc.

[incident_lu_sub_code]state_detail_report_code

3

Class Removal (CR)

The number of Class Removal days (less than 1/2 day) assigned as a disciplinary sanction for this specific event.

Partial Days should be reported to the nearest hundredth place (2 decimal places).  For example, use 0.5 for a half day, 0.16 to represent 1 hour in a 6 hour day, 0.16 to represent 1 period in a 6 period day, etc.

[incident_lu_sub_code]state_detail_report_code

6

In-School Suspension (ISS)

The number of days the student was assigned In-School Suspension (half day or more) as a disciplinary sanction for this specific event.

Partial Days should be reported to the nearest hundredth place (2 decimal places).  For example, use 0.5 for a half day, 0.16 to represent 1 hour in a 6 hour day, 0.16 to represent 1 period in a 6 period day, etc.

[incident_lu_sub_code]state_detail_report_code

6

OSS by Sch Admin (STS)

The number out-of-school suspension of days determined by the School Administrator.

Partial Days should be reported to the nearest hundredth place (2 decimal places). For example, use 0.5 for a half day, 0.16 to represent 1 hour in a 6 hour day, 0.16 to represent 1 period in a 6 period day, etc.

[incident_lu_sub_code]state_detail_report_code

6

OSS by Div Admin (LTS)

The number of out-of-school suspension days determined by Superintendent/Designee or Hearing Officer.

Partial Days should be reported to the nearest hundredth place (2 decimal places). For example, use 0.5 for a half day, 0.16 to represent 1 hour in a 6 hour day, 0.16 to represent 1 period in a 6 period day, etc.

[incident_lu_sub_code]state_detail_report_code

6

OSS by Sch Board (SBTS)

The number of out-of-school suspension days determined by the School Board.

Partial Days should be reported to the nearest hundredth place (2 decimal places). For example, use 0.5 for a half day, 0.16 to represent 1 hour in a 6 hour day, 0.16 to represent 1 period in a 6 period day, etc.

[incident_lu_sub_code]state_detail_report_code

6

Alt Placement by Sch Admin (USE WITH ALT)

The number of days the student was alternatively placed by a School-Based Administrator.

Partial Days should be reported to the nearest hundredth place (2 decimal places). For example, use 0.5 for a half day, 0.16 to represent 1 hour in a 6 hour day, 0.16 to represent 1 period in a 6 period day, etc.

[incident_lu_sub_code]ALT

6

Alt Placement by Div Admin (ALT2)

The number of days the student was alternatively placed by a Superintendent/Designee or Hearing Officer.

Partial Days should be reported to the nearest hundredth place (2 decimal places). For example, use 0.5 for a half day, 0.16 to represent 1 hour in a 6 hour day, 0.16 to represent 1 period in a 6 period day, etc.

[incident_lu_sub_code]ALT2

6

Alt Placement by Div Admin (ALT3)

The number of days the student was alternatively placed by the School Board.

Partial Days should be reported to the nearest hundredth place (2 decimal places). For example, use 0.5 for a half day, 0.16 to represent 1 hour in a 6 hour day, 0.16 to represent 1 period in a 6 period day, etc.

[incident_lu_sub_code]ALT3

6

Alt Placement Educational Agency

Three-digit state-assigned division number that identifies the alternative center or program where the student was placed for educational services in lieu of attending their Enrolled School.

[psrw_incidentactionattribute]state_detail_report_code

3

Alt Placement School

Four-digit state-assigned School number that identifies the school, center, program, or placement where the student was placed for educational services in lieu of attending their Enrolled School.

[psrw_incidentactionattribute]state_detail_report_code

4

Aggravating Circumstances Flag

A flag that recognizes the behavior has met one of the following criteria:

1) resulted in a threat assessment determination of serious harm or credible threat of serious harm, or

2) pose an ongoing and unreasonable risk to school safety, or

3) be persistent and unresponsive to intervention

[psrw_incidentactionattribute]state_detail_report_code

1

Student Victims

The number of school-aged victims harmed in the incident.

Counted by psrw_incidentattribute.sub_category = 'STUDENT VICTIMS^'

4

Staff Victims

The number of victims employed by the school division harmed in the incident.

Counted by psrw_incidentattribute.sub_category = 'STAFF VICTIMS^'

4

Other Adult Victims

The number of victims employed by the school division harmed in the incident.

Counted by psrw_incidentattribute.sub_category = 'OTHER ADULT VICTIMS^'

4

Other/Unknown Victims

The number of victims of unknown age harmed in the incident.

Counted by psrw_incidentattribute.sub_category = 'OTHER/UNKNOWN VICTIMS^'

4

Indeterminate Victim Flag

A flag to indicate that the number of victims is unspecified or indeterminate.

Determined by psrw_incidentattribute.sub_category = 'INDETERMINATE VICTIM FLAG^'

1

Not collected

NA

NA

NA

Not collected

NA

NA

NA

Not collected

NA

NA

NA

Not collected

NA

NA

NA

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