Discipline Incident Letters
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 ([District Office] Start Page > District > Discipline Incident Letters). Multiple templates can be defined for each school. For information about setting up discipline letter templates, click here.
Selection Criteria
The selection criteria are outlined in the Report Table below.
Report Input
For help with navigation and running the report, see How to Find and Generate a Report.
| Field | Description |
| Current Selection Students | Select to either create the letter for only the currently selected students or for all students. |
Incident Start Date | Enter the start date of the incident. Note: Incidents will be included based on the Incident Date, not the Action Date. |
| Incident End Date | Enter the end date of the incident. |
| 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. |
| 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 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 (e.g. number of days suspended) will be printed as part of the Letter detail. |
| Include Action Taken Detail Comments | If Include Action Take Detail Comments is checked, the comments associated with the Action Taken 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.
Item # | Data Element | Description | [Table]FieldName |
| H1 | School | The school name. | [S_IM_LETTER_SETUP_S]SchoolID |
| H2 | School Address | The school address. | [Schools]SchoolAddress [Schools]City [Schools]Zip |
| H3 | Principal Name | The name of the school's principal. | [Schools]Principal |
| 1 | Issued Date | The date the letter was issued. | Generated |
| 2 | Paragraph 1 | The opening paragraph of the letter. | [S_IM_LETTER_SETUP_S]OpeningParagraph |
3 | STUDENT ID | The student number. | [Students]Student_Number |
4 | FULL NAME | The name of the offending student. | [Students]Last_Name [Students]First_Name [Students]Middle_Name |
5 | DATE OF BIRTH | The student's date of birth. | [Students]DOB |
| 6 | ADDRESS | The student's address. | [Students]Street [Students]City [Students]State [Students]Zip |
| 7 | INCIDENT OCCURRED AT | The school at which the incident occurred. | [Incident]School_Number |
| 8 | Date | The date the incident occurred. | [Incident]Incident_TS |
| 9 | Action | The action taken against the student as result of the incident. | [S_IM_LETTER_SETUP_S]ActionCode [S_IM_LETTER_SETUP_S]ActionSubcode |
| 10 | Start/End Date | The start and end date of the disciplinary action. | [Incident_Action]Action_Plan_Begin_Dt [Incident_Action]Action_Plan_End_Dt |
| 11 | Duration | The duration of the disciplinary action. | [Incident_Action]Duration_Actual |
| 12 | Action Taken Detail | Any comments surrounding the action. | [Incident_Action]Action_Resolved_Desc |
| 13 | Behavior | The behavior the offender exhibited. | [Incident_LU_Code]Code_Type = behaviorcode [Incident_LU_Sub_Code]Sub_Category derived from behaviorcode |
| 14 | Paragraph 2 | The closing paragraph of the letter. | [S_IM_LETTER_SETUP_S]ClosingParagraph |
| 15 | Signature | The signature on the letter. | [S_IM_LETTER_SETUP_S]Signature |