POWERSCHOOL INCIDENT MANAGEMENT II

POWERSCHOOL INCIDENT MANAGEMENT II POWERSCHOOL TEAM With the release of PowerSchool 6.0.1, Pearson introduced an updated version of Incident Management, PowerSchool s discipline management feature. This update includes a modified appearance to some familiar screens for setting up Incident Code information as well as the Incident screen itself. This new system is incident-centric, meaning that an incident is first created and then participants (offenders, victims, witnesses, reporters) are added to the incident. Additional incident details can be added as needed. VADIR-specific information is pre-programmed for easy application to incidents. Some additional custom setup will need to be done by the district if it is desired to include information for local, non-vadir infractions. Enabling Users to Access Incident Management Before users can create incidents, security settings for user groups will need to be modified by a system administrator. To access group security follow these links: Start > System > Security > Groups > [select Group Name to work with]. On the Edit Group screen you will look for the settings for Accessible Incident Types. Here you will see the incident types that have been set up in your district. By default there will be two incident types: VADIR and Local (Non- VADIR) Incident. (Additional incident types can be set up from the Incident Types screen if needed). Check the boxes next to the incident types the current user group will be able to access. Next, scroll down to the Accessible Student Screens section and look for the Student Incidents entry. Check the box for this screen so that users will be able to see the Incidents link on the student menus. Scroll to the bottom of the screen and click the Submit button to save the changes. Edit each user group as needed to allow access to Incident Types and the Student Incidents screen. INCIDENT MANAGEMENT SETUP To access Incident Management Setup, at District Office go to: Start > District > Incident Management > [select a setup item Code & Subcode Setup or Incident Types] Incident Types When an incident is created, you will specify what level the incident is: VADIR or Local (Non- VADIR) Incident. These two incident types are pre-set; however, you may add additional 1 Rev. 5/6/2010

incident types if needed. If you want to add a new incident type, you should first think about how it will relate to Local (Non-VADIR) Incidents. If you simply wish to add a specific non- VADIR infraction type, we do not recommend adding it here. Instead, add it to a subcode list for custom non-vadir behavior code (see Behavior Codes below). INCIDENT MANAGEMENT SETUP Code & Subcode Setup PowerSchool s Incident Management feature uses seven preset Incident Code Types used to describe different aspects of a single discipline incident. By default, PowerSchool districts in New York will find that these codes have already been customized for VADIR reporting. This preset information should not be altered as it is used by the PowerSchool VADIR Summary Report that the district will use to compile its VADIR incidents. Incident Management can also be used for non-vadir district infractions. To do this, we recommend adding a new code to the Behavior Code list that will have subcodes consisting of your district s discipline infraction list. (Please Note: Firefox 3.0 is not currently supported for use with Incident Management setup and cannot be used for setting up new incident Codes and Subcodes use another browser to perform setup functions) Listed below are the eleven preset Incident Code categories with a basic description of their application to VADIR use: Action Codes Used for recording Resulting Action for the incident. Action codes preset for NYS VADIR reporting include Student Actions, Staff Actions, and Other Person Actions. Additional subcodes for each of these action codes are also defined for NYS VADIR reporting, providing a list of specific disciplinary actions taken for Students, Staff, and Other Persons. By clicking a specific Action Code, you will be able to see the subcodes associated with it. Your district may wish to define different action codes and subcodes for non-vadir incidents. For example you may want to specify an action subcode such as Lunch Detention. In that case, you can add an action code 2 Rev. 5/6/2010

of Non-VADIR Student Action with a separate list of subcodes associated with it that would include Lunch Detention. Attribute Codes Used for recording State Reportable attributes, such as involvement of Drugs/Alcohol, School Transportation, IMHB, Gang Related, Bias Related, Hate Crimes. Behavior Codes Used to indicate the type of incident. The behavior codes that have been predefined represent the specific VADIR incident types (#1-20) defined by New York State. Selecting a behavior code will reveal subcodes for these behavior codes that are used to indicate whether or not a weapon was used in the incident. However, not every VADIR behavior will have a subcode. It is our recommendation that non-vadir district infractions be setup under Behavior Codes. To do this, add a new behavior code with a descriptive name for local infractions e.g. Non- VADIR District Infraction. Next, select the newly created behavior code and create a series of subcodes for this item. These subcodes will consist of your district s complete local infraction list. Participant Attribute Codes Used to describe further detail about a participant. Attribute codes created here will appear in the Participant Attributes dialog box in the Incident Builder section of the Incident Detail page. By default no Participant Attribute Codes come pre-defined. Participant Attribute Codes created here are not necessary for VADIR reporting. Location Codes Used to indicate where incident took place. The preset NYS VADIR location codes are: On school property (4a) and At school-sponsored function off grounds (4b). These may be applicable to non-vadir incidents, so adding additional location codes is optional. Object Codes Used to indicate any objects that were used in the incident. For NYS VADIR, the object code Weapons is defined with subcodes for different types of weapons. For local non- VADIR incidents, it may not be necessary to define any objects, therefore adding more Object Codes/Subcodes is optional. Participant Role Codes Used to describe a participant s role in the incident. Four pre-defined Role codes are set up: Offender, Victim, Witness, and Reporter. No additional Role codes can be added, however, you can setup sub-codes for any of these four Role codes to provide more details about a participant s role. Sub-codes created here are not necessary for VADIR reporting. Time Codes Used to indicate the time frame in which incident occurred. The preset NYS VADIR time codes are: During regular school hours (4c) and Before or after regular school hours (4d). These may be applicable to non-vadir incidents, so adding additional time codes is optional. Duration Codes Used to indicate the duration of the resulting action (suspension, expulsion, etc). The pre-set NYS VADIR duration codes are: Hour(s), School Calendar Day(s), and School Calendar Year(s). These may be applicable to non-vadir incidents, so adding additional duration codes is optional. 3 Rev. 5/6/2010

Action Change Codes Used to describe reasons an action was changed. By default, no codes are pre-defined. Codes defined here will appear in a pop-up menu in the Add/Update Action dialog box in the Incident Builder section of the Incident Detail page. Action Change Codes created here are not necessary for VADIR reporting. Action Attributes Used to describe further details about an action taken in response to an incident. By default, no codes are pre-defined. Codes defined here will appear in a pop-up menu in the Add/Update Action dialog box in the Incident Builder section of the Incident Detail page. Action Attributes created here are not necessary for VADIR reporting. 4 Rev. 5/6/2010

INCIDENT MANAGEMENT SETUP Individual Screens 1. Action Codes and Subcodes Student Actions: Selecting Student Actions will display a list of associated Subcodes. Your district may wish to add a separate Action Code with Subcodes for local, non-vadir Student Actions as shown here. Staff Actions: Selecting Staff Actions will display a list of associated Subcodes 5 Rev. 5/6/2010

Other Person Actions: Selecting Other Person Actions will display a list of associated Subcodes 2. Attribute Codes and Subcodes State Reportable: Selecting State Reportable will display a list of associated Subcodes 6 Rev. 5/6/2010

3. Behavior Codes and Subcodes Behavior Codes: (all have subcodes, except 5, 14, 15, 17.1, 17.2, 18, 19, and 20): A custom Non-VADIR District Infraction behavior code can be added by clicking the + button. You can then add subcodes that comprise your district s non-vadir infractions. With a few exceptions, selecting a specific VADIR behavior code (e.g. Robbery) will display a list of two associated Subcodes: With Weapon & Without Weapon. If you set up a non- VADIR district infraction behavior code, its associated subcode list can contain the entire list of district infractions. 7 Rev. 5/6/2010

4. Participant Attribute Codes By default, no Participant codes are pre-defined. Attributes may be used to describe further detail about a participant. 5. Location Codes and Subcodes All Location Codes (no subcodes): Additional location codes may be added if these VADIR location codes are insufficient for local non-vadir infractions. Click the + button to add a new Location Code. 8 Rev. 5/6/2010

6. Object Codes and Subcodes Weapons: The Weapons object code was created for VADIR incidents. The associated subcodes list specific weapon types. 7. Participant Role Codes Subcodes to define more specific participant roles may be added for any of the four standard role codes by clicking the + button next to the role name. 9 Rev. 5/6/2010

8. Time Codes and Subcodes All Location Codes (no subcodes): These pre-defined Time Codes will likely be sufficient for most incident reporting, VADIR and non-vadir. 9. Duration Codes and Subcodes All Duration Codes (no subcodes): These pre-defined Duration Codes may be sufficient for most incident reporting, VADIR and non-vadir. 10 Rev. 5/6/2010

10. Action Change Codes By default, no Action Change codes are pre-defined. Action Change codes may be created to describe reasons an action (consequence) was changed. 11. Action Attributes By default, no Action Attributes are pre-defined. Action Attributes may be created to allow recording further details about actions taken in response to an incident. 11 Rev. 5/6/2010

CREATING A NEW DISCIPLINE INCIDENT ENTRY New discipline incidents can be entered in either of two ways. You may create one through the Incident Management screen accessed from the Special Functions menu, or you may use an individual student s Incidents screen. In either case, the functionality is the same; however the list of existing incidents will be different. On the Incident Management screen, you will see all existing incidents listed for the current school. On the Student Incidents screen, you will only see incidents involving the currently selected student. Start > Special Functions > Incident Management > [Create New Incident] or... From the Administration cluster in the Students menu: Incidents > [Create New Incident] The Student Incidents screen shows the current student s incidents in which he/she is a Reporter, Victim, Offender, or Witness. The Incident Management screen shows all incidents for the current school. When viewing existing incidents, you can use the Search Filter feature to limit the entries listed by Date Range, Incident Title, Incident ID, and/or Incident Type. You can use multiple filters at the same time. You can also remove a filter by either un-checking the checkbox or clicking the Remove Filter link for a specific filter. Entering Incident Detail Click the Create New Incident button to begin editing a new incident. The Incident Details screen will appear. This screen has two sections: Incident Description, and Incident Builder. 12 Rev. 5/6/2010

These may be expanded or collapsed for viewing and editing by clicking the triangle-shaped bullet next to each name. Incident Description In the Incident Description portion of the screen, you will fill in this information Incident Type: VADIR, Non-VADIR, or other district-defined type. Incident Date and Time Time Frame: during school hours or before/after school Add an Incident Title Add a description of what occurred in the incident. Location: On school property or at schoolsponsored function off grounds. Add a location description, name of the preparer, and the financial impact of the incident if applicable. Incident Builder The Incident Builder section is where you will define Participants in the incident as well as Incident Elements. Participants can fall into one of four categories: Reporters, Victims, Offenders, and Witnesses. Participants may be students, staff members, or other persons not associated with your school or district. 13 Rev. 5/6/2010

Click this button to add Participants to the incident record. Click this button to add a Incident Elements (Actions, Objects, Behaviors, and/or Attributes. Add Participants: To add a participant, click the green + sign located just to the right of the Participants heading. The Search for Student, Staff, or Other Participants dialog box will appear. Here you can use the Search Filter to find the participant in PowerSchool. Enter in the last name (or part of the name) of the person you wish to find, select the type to search for (Students, Staff, Other), Grade Level (optional), check the box to search Only Active (uncheck for all active and inactive), and select the school building to search. Click the Search button to 14 Rev. 5/6/2010

search the PowerSchool database. If the person is found, their name or a list of near matching names will appear in the list. Select the name to highlight it and then click the Add button. This will open the Add Participant Attributes dialog box. Here you can select their roll in the incident (Reporter, Victim, Offender, or Witness). Additionally, if you have defined subcodes for any of these four roles, they will be available for selection from a dropdown menu. When complete, click the Add Participant Attributes button. The participant will now be added to the incident in the role you have selected. You can add additional participants to this incident by repeating the above steps. Add Incident Elements: There are four types of Incident Elements that you can add to an incident record (Actions, Objects, Behaviors, and Attributes). Elements are added by clicking the green + symbol located just to the right of the Incident Elements heading. Actions Actions are the consequences assigned to offenders in an incident. A typical setup will include Student Actions (used for VADIR consequences in NY State), Staff Actions (actions taken against a staff member), Other Person Actions (actions taken against other participants not associated to the school district), and Non-VADIR Consequence (a custom list of a district s student consequences for non-vadir use). Objects Objects are used mainly to identify weapons that were used in an incident. Pearson has pre-defined the following NY VADIR weapon types in this Incident Element: Handgun; Rifles or Shotguns; Other Firearms; Knives; Chemical or Biological Agents; and Other Weapons. Behavior Behavior refers to the specific type of infraction. Upon selecting Behavior, the user will be able to choose from a pre-defined list of VADIR infractions, with an appropriate subcode (With or Without Weapon), or they may choose the custom Non-VADIR District Infraction (if it has been added). Choosing Non-VADIR District Infraction will activate a subcode list that consists of the district s local infraction list usually more minor incident types. 15 Rev. 5/6/2010

Attributes Attributes are pre-defined by Pearson for NY use, and include the following VADIR incident attributes that can be associated to an incident record: Involving Alcohol or Drugs; On School Transportation; IMHB not rising to the level of a category 10; Gang Related; Bias Related; and Violent criminal incident pursuant to NCLB. Adding Actions, Objects, Behaviors and Attributes: ACTIONS Click the + symbol and then select Add Action from the pop-up menu. The Add Action dialog box will appear. Select an appropriate Action Code (these are categories of consequences). Remember, Student Actions are used for VADIR level infractions. You should have a separate custom category for non- VADIR infractions. Staff Action and Other Person Actions are reserved for consequences applied to staff members or other persons. Selecting any of these categories will activate another dropdown menu with subcodes applicable to the category. Complete the action dates, details, notes, etc. as you see fit. Click the Add Action button at the bottom of the box to add the action to the incident. The action you created will now appear listed below the Incident Elements heading. Next, you must associate the action to a participant. This is done by simply dragging and dropping the action over the name of the participant who will be receiving this consequence. After doing so, the action will appear beneath the participant s name. If more than one action is needed, add more actions by repeating the above steps. OBJECTS Click the + symbol and then select Add Object from the pop-up menu. The Add Object dialog box will appear. Objects are used to record weapons or other objects used in an incident. A Weapons object code has been predefined with a set of subcodes relating to VADIR. 16 Rev. 5/6/2010

Weapon choices include: Handgun; Rifles or Shotguns; Other Firearms; Knives; Chemical or Biological Agents; and Other Weapons. Enter a description and Quantity, and then click the Add Object button. The object you created will now appear listed below the Incident Elements heading. You must now associate the object to a participant(s). This is done by simply dragging and dropping the object over the name of the participant(s) who handled the weapon used in the incident. After doing so, the object will appear listed beneath the participant s name. Since a single object (weapon) can be used by more than one participant, the object remains listed under the Incident Elements heading. You can drag and drop the object over as many participants as is required. Generally, weapons will only apply to VADIR-level incidents, but your district may choose to include them with certain non-vadir incidents. BEHAVIORS Click the + symbol and then select Add Behavior from the pop-up menu. The Add Behavior dialog box will appear. Behaviors are the actual infractions that were committed in the incident. Behaviors will generally be of two types: VADIR or Non- VADIR District Infraction. Selecting either of these types will activate a subcode dropdown menu that lists the possible VADIR infractions or a custom list of Non-VADIR 17 Rev. 5/6/2010

district-level infractions. If there are multiple behaviors to be added to an incident, you can designate one of the behaviors as the Primary Behavior by checking the check box in the Add Behavior dialog box. Click the Add Behavior button. The behavior will now appear listed below the Incident Elements heading. You must now associate the behavior to a participant(s). This is done by simply dragging and dropping the behavior over the name of the participant who committee the infraction. After doing so, the behavior will appear beneath the participant s name. Since a selected behavior can apply to more than one participant, the behavior remains listed under the Incident Elements heading. You can drag and drop the behavior over as many participants as is required. If two or more different infractions occurred in the incident, additional behaviors may be created. ATTRIBUTES Click the + symbol and then select Add Attributes from the pop-up menu. The Add Attributes dialog box will appear. Attributes are specific qualities that relate to the incident. Certain VADIR attributes are predefined in PowerSchool. These include: Involving Alcohol or Drugs; On School Transportation; IMHB not rising to the level of a category 10; Gang Related; Bias Related; and Violent criminal incident pursuant to NCLB. If any of these attributes apply to a VADIR incident, check the appropriate boxes to select them. Note: Your district may wish to define specific attribute codes for non-vadir incidents. These would need to be set up on the Incident Management setup screen at District Office level before State Reportable attributes for VADIR incidents are listed by default. Non-VADIR incidents would not have a State Reportable attribute associated with them. 18 Rev. 5/6/2010

they would become available in creating an incident record. After checking the appropriate boxes, click the Add Attribute button. The attribute will now appear listed below the Incident Elements heading. If you selected multiple check boxes, multiple attributes will appear listed below the Incident Elements heading. Attributes are not associated with a participant they are associated with the incident only, and therefore no other action is necessary. Deleting Incident Elements: Incident Elements may be deleted by clicking on the - button next to the item. If the element has been associated to a participant, deleting it will also remove this association as well. Finishing the Incident Record Once you have completed the entire incident record, you must click the Submit Incident button at the bottom of the screen to save the information. The incident will now appear on the the Incident List screen for the school or district, as well as the incident list for individual students who are a participants in the incident. Use the Search Filter to filter the incidents list to a smaller selection of records. You may also click on any of the column headings of the incident list to sort the list by that item. If you click a column heading once, it will sort ascending. If you click the same column heading again, it will sort descending. 19 Rev. 5/6/2010

Viewing Change History An incident log entry can be edited over time as needed. Whenever an incident is edited, a log of the user making changes is kept. Each time you edit an incident, it is a good idea to enter information in the Change Reason box to explain the rationale for the changes. Doing so will provide more details about your changes so that others viewing the change history later will know what was modified. If you do not enter any information in the Change Reason box, your user name will still be stored in the Change History, but without any other notation. To view the change history of an incident, select the student and click the Incidents link. On the Incident List screen, click either the incident ID or Title to open the record. On the Incident Details screen, look for the View Change History button next to the Incident ID number in the upper right corner of the screen. Clicking this button will display a list of the change dates recorded for this incident. By clicking the small arrow next to a date, you can expand the details of the changes made on that date to show Changed by and Change Reason. 20 Rev. 5/6/2010