STUDENT INFORMATION STANDARDIZATION MAPLEWOOD, STUDENT MANAGEMENT SYSTEM APPENDIX 2

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1 SUSPENSION, EXPULSION and Progressive Discipline Discipline Tab on the Student Record The Discipline tab on a Maplewood student record has TWO functions: Student Incident Tracking - Suspension, Expulsions and Suspension Program data If there is a formal appeal to any suspension or expulsion, please contact the Information Services Department for data entry direction. You must complete the following fields. Otherwise OnSIS will reject the Incident Record. Date of Incident Time of Incident Location Infraction Consequences Imposed By Effective Date End Date Duration The following information is submitted with an incident: OEN, Legal Names, DOB, Gender, Police contacted and any appeal information. Discipline Notes - Progressive Discipline Student Incident Tracking Suspensions Adding/Editing Incidents (top window) In the Maplewood Student Record, select the Discipline tab. To add an Incident (suspension), click Add. To edit an existing Incident, select the Incident in the Student Incident Tracking window and click Edit (bottom right of screen). You will then be given another screen to enter specifics. SUSPENSION, EXPULSION and Progressive Discipline Standardization Page 1 of 7

2 Begin entering the incident by specifying the Date, Time, Location and Time Frame of the Incident. The Reported By details may be entered by clicking the Details button. This will display a window, which allows for easy entry. Do not enter students names. (this field is not mandatory) 1 st Note Section -For school use only. The note area on the 2 nd screen (Incident Details) populates the Suspension letter. Students Involved The student s name appears in this window automatically; when additional students are involved in the incident you must add the students to the same incident. Press the Add button and then select Student. Repeat this if multiple students are involved. If the infraction information will be the same for multiple students, check the box for Select multiple students to add the same infraction. Click Edit to specify the infraction(s) applicable for the selected students. Note: Student incident details such as contact information and consequences must be entered on an individual student basis by highlighting the student name in the Student Involved area and selecting Edit. Click Edit to move to the Incident Details window where you will enter the actual Infraction and essential details of the incident. Infraction From the drop-down menu, select the infraction and then indicate in the check box if it is of a violent nature. SUSPENSION, EXPULSION and Progressive Discipline Standardization Page 2 of 7

3 OPTIONAL - Additional Infractions To add additional infractions click Add To select the Infraction(s) from the left, highlight the entire line by clicking the gray box to the left of the infraction, and then click the appropriate arrow to move to the right hand side. After you have copied the infraction to the right you can edit whether or not the Infraction was violent. Student Incident Details Specify the details of Parental Contact in this area. Indicate police involvement if there is any. The 2 nd note area (on the Incident Details screen) will populate the Consequence/Suspension letter. All notes must be specific, concise and must grammatically follow the statement, Namely, my findings indicate that. Consequences The program automatically populates the Consequence field based on the information within the standardized consequence table. Enter the effective date and end date (or duration of days). Note: You can automatically calculate the number of weekdays in a suspension. If the "automatically calculate weekday duration" option is selected, then the number of weekdays between the start and end date will be calculated for you. If the option is selected, and the user chooses to enter only the start date and the duration, the "last day" will automatically be populated. After adding the duration of the Consequences you will be prompted to add the suspension to the students attendance register, please select Yes. SUSPENSION, EXPULSION and Progressive Discipline Standardization Page 3 of 7

4 Click the Details button, and then select Principal or Vice Principal to report Imposed By information. Do not put a check mark in Multiple Consequences. Please leave it blank. Click OK to save the details of the incident. Click OK to close the incident window. Creating and Printing Suspension Letters Once the suspension data is entered into Maplewood, the corresponding letter can be quickly created. Steps for Creating a Suspension Letter from the Student Record Discipline tab Click Print at the of the screen Select Consequence Letter and Click OK Choose the appropriate Consequence Letter from the dropdown menu. Check the box Selected Student and click on the student s name to choose the student. If there is more than one incident displayed, select the appropriate one. To print a hard copy click Print. Place a signed copy in the OSR To print a PDF copy Click View. Select Save to PDF from the drop down menu to the right of the Print button. Save it in a suspension letter folder on your remote desktop. Name the file as schoolname_student name_today s day (ex.anne Hathaway_AStevenson_ ) Click Exit Click Done SUSPENSION, EXPULSION and Progressive Discipline Standardization Page 4 of 7

5 Open First Class on your Remote Desktop and the pdf file to the First Class Conference. The conferences are named Suspensions Region 1, Suspensions Region 2, Suspensions Region 3, and Suspensions Region 4. OnSIS collects Suspension/Expulsion Program data. Schools must enter appropriate program and program status data into Maplewood to ensure accurate reporting to OnSIS. If a student is suspended for less than 11 days and greater than or equal to 6 days, you must have a Suspension/Expulsion Program type indicated ( Academic only or Both Academic and Non-academic ) If a Suspension/Expulsion Program is reported, then an Attended/Completed Program must also be reported and vice versa. If a Suspension/Expulsion Program = Both Academic and Non-academic, then a Nonacademic Program must be reported (you can select more than one value). If a Suspension/Expulsion Program = Academic only, then a Non-academic Program must not be reported. If a student is suspended for 11 days or more, or the student was expelled, then the Suspension/Expulsion Program type must be Both Academic and Non-academic. If the Program Status = Did not attend, then the Non-academic program category is not required. Students suspended for 5 days or less can enroll in a suspension/expulsion program but is not mandatory From within the suspension window, select the Sus/Exp Program button. Academic Only Both Academic and Non-Academic Completed Attended On-going Did not attend No longer attending SUSPENSION, EXPULSION and Progressive Discipline Standardization Page 5 of 7

6 Completed Attended On-going* Did not attend No longer attending The student successfully met the objectives of the program according to the program provider According to the program provider, the student attended the program, but may not have completed the program. The student's enrolment in the program is continued past June 30 of the school year. The student refused to attend the program or indicated interest in the program but never showed up. The student attended/participated in some parts of the program but did not meet the objectives of the program according to the program provider and the student is no longer attending. Valid for Both Suspension and Expulsion Valid for Suspension Valid for Both Suspension and Expulsion Valid for Both Suspension and Expulsion Valid for Expulsion *If the Program Status is On-going, this record will be pre-populated into the next academic year. Valid options for a Non-academic Program Description Example of Programs Program** are: Code 01 Anger management Conflict Resolution, Problem Solving 02 Drug/Alcohol 03 Family counselling Problem Solving, Decision Making 04 Other 05 Life skills Healthy Lifestyle, Communication, Time Management, Problem Solving, Decision Making 06 Individual counselling **Schools can select more than one Non-academic Program. Appeal/Outcome Information: Under Appeal/Outcome Information exists a New Length of Suspension field. This field is to be entered only if the Appeal Outcome type is Reduced Suspension. The definition for this field is the length of the suspension (number of days) after an appeal. If the Appeal Outcome = Reduced Suspension, then the New Length of Suspension must be greater than zero If the Appeal/Outcome = Expunged, then no suspension/expulsion programs can be reported. SUSPENSION, EXPULSION and Progressive Discipline Standardization Page 6 of 7

7 Progressive Discipline - Adding/Editing Discipline Notes In the Maplewood Student Record, select the Discipline tab. To add or edit a Discipline Note select the Notes button. You will then be given another screen to enter specifics. To Add a new discipline note select the Add button, to edit an existing note, select the note in the Discipline Notes window and click Edit. Enter the date of incident. Select the Infraction and Consequence if known and provide a discipline note with the details for the incident. The infraction and Consequence fields can be modified once the Administrator decides the outcome of the incident. Select OK to save the Discipline note. SUSPENSION, EXPULSION and Progressive Discipline Standardization Page 7 of 7