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Discipline Module Admin Guide

The Discipline feature enables teachers and administrators to easily document and track student disciplinary issues through the Incident Report, which includes the student name, incident, response, demerit points, and action taken. This feature is linked to the student, teacher, and response databases, so teachers and administrators can get much of an incident report complete with just a few clicks of the mouse. Information within the disciplinary incidents can be sorted and filtered to find specific students and incidents quickly. This module also supports Response types to organize incidents into groups for easy management, and is used to help fairly distribute demerit points and/or search for specific disciplinary issues. This is an interactive part of Incident reports, so faculty can categorize an incident quickly and have demerit points assigned to the student automatically.

Introduction to Disciplinary Incident Reports

Disciplinary incident reports are a way for you to keep track of incidents in your school by student, incident type, incident details, and action taken. With integrated student, teacher, and responses databases, you can quickly fill out an incident report and save it to the disciplinary database so others can reference the incident immediately and the appropriate actions taken. An email to the parents can also be composed and sent at the time an incident report is written or edited.

 

Enabling and Disabling the Discipline Feature

By default the Discipline feature comes enabled. If your school does not need to use the Discipline feature, you may turn the feature off. To enable or disable this feature, follow the steps below:

  1. Click Settings at the top of the page
  2. Click on the Turn Features On/Off tab and the Features page opens.
  3. Go to the row that says Discipline, to disable the Discipline feature, uncheck the checkbox in the Discipline row. To enable the Discipline feature, check the checkbox in the Discipline row.

The menu bar will refresh and the Discipline option will be available.

Configuring the Discipline Preferences

You probably will want some faculty members to have total access to these records, some with only partial access, and maybe even some faculty members with no access to student disciplinary records at all. Disciplinary preferences enable you to define who can view student disciplinary records, who can write disciplinary reports, who can run disciplinary reports, and if parents can view their child's reports. To configure the disciplinary preferences follow the steps below:

  1. Go to Settings > Turn Features On/Off > Discipline Row
  2. Select the checkbox to enable the feature
  3. Click Configure. The Discipline configuration dialog box opens.
  4. Set the following options:

      • All teachers can enter and view their own reports - Check this option to enable all faculty members to write disciplinary incident reports and view the reports they have written. This option does not allow faculty members to view reports written by others.
      • Select users who can globally manage disciplinary incidents - This option enables selected faculty members from the interactive list who can write, edit, view, and delete all incident reports.
      • Teachers can view all incidents, even those written by other teachers - Check this option to enable all faculty members to view all disciplinary reports regardless of who wrote them.
      • Parents can view incidents for their children - Check this option to enable parents to view all incident reports for their children.
      • Who can run discipline reports? - This option enables selected faculty members from the interactive list who can run disciplinary reports.
      • Click Save to save your changes. Click Cancel to go back to the Features page without saving your changes.

Managing the Incidents Page

Adding an Incident

  1. To access the Disciplinary Incidents page, click Discipline at the top of the page. The Incidents page opens.
  2. Click Add Incident button.
  3. The Add Incident form opens. Enter the required information for the report.
    • Incident Date - Date when the incident occured
    • Student - Student (offender) that the Incident Report is for
    • Reported By - Faculty (witness) who has witnessed or is reporting the incident
    • Incident Detail - Details of the Incident that occurred
    • Response - Disciplinary action taken by the school (Suspended, Expelled, etc)
    • Demerit Points - How much demerit points will be set to the student (this is automatically filled depending on the response selected)
    • Actions Taken - Brief description of the actions taken during/after the incident
  4. Click Add to save your incident report to the database.

NOTE: You may choose to send an email to the parents or guardians of the student immediately. Under Notify Parents & Student via Email, check the email addresses to which you want to send your email. Enter the Email subject and message, and then click on the Send Email & Save Incident button -- This can be done when creating the incident and when editing an incident.

Editing an Incident

  1. From the Incidents table, click on the incident you want to edit. The Edit Incident form opens.
  2. Edit the incident report as necessary.
  3. Click Save to save your edited incident report to the database.
  4. To delete an incident, simply click the link at the top right where it says “Want to delete this incident? Click here.

Deleting an Incident from the Incidents Table

  1. In the first column of the table, click the checkbox of the incident you want to delete.
  2. Click the checkbox in the column header. A pop-up menu opens.
  3. Select ALL to select all items on the current page of the table; select NONE to clear all selected; and select DELETE SELECTED to delete the selected Incident Reports
  4. When the confirmation dialog box opens, click Yes, Delete to delete the incident or Cancel.

Searching for Deleted Incidents

Use the Advanced Search option to quickly find student names and incident dates. You can search by name, date, or by both name and date.

  1. Click the arrowhead at the end of the Search field. The Search form opens.                                 
  2. Enter the necessary data for the filter
    • Student Name - Enter the Student Name (offender)
    • Incident Date - Enter the date range in which the incident occured
    • Show only incidents with: Suspensions / Detentions - Select whether to show only Deleted or Suspensions Responses (or both)
  3. To search only for incidents that have been deleted, check Show Only Deleted Items.
  4. Click Search to start the search. The results of your search display in the Incidents table.

Undeleting an Incident

  1. Use the advanced search options to search for the deleted Incident Report. Click on Search to search for the Incident Report and Cancel to clear the search and return to the main Incidents table.
  2. From the search results, click on the incident you want to undelete. The Edit Incident form opens.
  3. Click the link at the top right to undelete the incident. The incident is moved to the main incidents table.

 

Responses and Demerit Points

Responses are a way to group, or categorize, like incidents. Responses are not incident details or actions taken as a result of an incident, but are a general grouping of similar events for the purpose of assigning demerit points and running searches. For example, name calling, teasing, and insults might all be grouped together under a specific response called 'taunting' or a more general group called 'minor.' Responses can be customized for your school's needs and can be very general, like severe, major, moderate, and minor, or very specific, like truancy, fighting, class disruption, or forgetting homework. You can make as few or as many different response types as you want.

When the ‘Truancy’ response was added to the Responses database, it was assigned a demerit point value of 25. The responses database is linked to your Incident reports, so when a faculty member selects ‘Truancy’ as a response to an incident, then 25 demerit points are automatically added to the student's record. The responses database takes the guesswork out of assigning demerit points to students creating a truly fair and impartial system.

Accessing the Response Type Page

To access the Response page, click Manage Response Types at the top of the Incidents page.

Adding a Response Type

  1. Click Add New Response Type. The Add Incident Response dialog box opens.
  2. Enter the values for the Response Type field and the Demerit Points field. Note: Demerit points can be changed in the incident report if necessary.
  3. Click Add. The new response type is added to the database and can now be accessed through the Incident report.

Editing a Response Type

  1. From the Responses table, click on the response you want to edit. The Edit Incident form opens.
  2. Edit the response as necessary.
  3. Click Save to save your edited response to the database.

Deleting a Response Type

Responses can be deleted from the Response Type table when they are no longer relevant or needed. Once a response is deleted, it cannot be undeleted. After a response is deleted from the Response Type table, it is no longer available for new Incident reports; however, the response still displays in Incident reports that use the deleted response.

  1. In the first column of the table, click the checkbox of the response you want to delete.
  2. Click the checkbox in the column header. A pop-up menu opens.
  3. Select ALL to select all items on the current page of the table; select NONE to un-select all selected; and select DELETE SELECTED to delete the selected Incident Reports
  4. When the confirmation dialog box opens, click Yes, Delete to delete the response or Cancel.

Note: Deleted response types cannot be recovered, so please use caution when deleting.

 

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