2014 2015 Discipline Coding Training

2014 2015 Discipline Coding Training IMS Department 9/25/2014 1 Agenda 1. PEIMS o What is it? o PEIMS Data Standards o Local Codes vs PEIMS codes o Other reference documents & resources o Retention of discipline records & referrals 2. Discipline input into itccs o Contact information on students o Behavior location code o Primary offense code o Action codes o Campus of Assignment ID (Sec-165901030, Elem-165901109 or 165901122) o Difference in length justifications and entry o Comments o Multiple student entries for same offense o Truancies o DAEP placement requirements o CTE students in disciplinary settings o Referrals to Law Enforcement, School-Related Arrests, & Bullying o Student restraints 3. Six Weeks Discipline Reports o Review reports o Correct errors o Verification statements IMS Department 9/25/2014 2 1

PEIMS Public Education Information Management System PEIMS encompasses all data requested and received by TEA about public education, including student demographic and academic performance, personnel, financial, and organizational information. PEIMS Data Standards describe the PEIMS data reporting requirements. IMS Department 9/25/2014 3 PEIMS Data Standards and Discipline 425 Disciplinary Action Data Record o o o o o Indicates student classroom removals based upon the student code of conduct violations and incidents of truancy for which the district has filed charges against the student and/or student s parent/guardian Code 164 Disciplinary Action Code Code 165 Disciplinary Action Reason Code Code 166 Disciplinary Length Difference Reason Code Code 190 Behavior Location Code 435 Student Restraint Record o o o Captures the restraint data for 1)the restraints of all students that are administered by school district police officers and 2) special ed students that are restrained by school district school employees and volunteers. Code 173 Restraint Reason Code Code 194 Restraint Staff Type Code Appendix E IMS Department 9/25/2014 4 2

425 Record IMS Department 9/25/2014 5 435 Record IMS Department 9/25/2014 6 3

Appendix E Chart IMS Department 9/25/2014 7 Local Codes vs PEIMS Codes Local codes are district defined codes for discipline offenses and actions. PEIMS codes are from the Code 164 (actions) and Code 165 (offenses) tables of the PEIMS Data Standards. Locally defined offense codes that are a violation of the Student Code of Conduct are given a PEIMS offense code of 21 (Violation of School Code of Conduct) If you enter an offense code that is NOT a PEIMS code 21, then you need to make sure that you have proper documentation of the offense and that the mandatory or discretionary action is given to the student and the corresponding action codes are keyed into itccs. See the PEIMS 425 Record Chart in Appendix E for guidance in determining mandatory and discretionary DAEP placements and expulsions. IMS Department 9/25/2014 8 4

Reference Documents and Resources Questions concerning coding and disciplinary placements should be directed to the Executive Director of Student Services. Texas Education Code (TEC), Chapter 37 establishes the statutes related to student discipline, law and order in public schools. Individual school districts write and enforce student disciplinary policies that comply with the statutes. 2014-2015 MISD Student Code of Conduct Chapter 37 Offenses and Consequences Chart is designed to assist school officials in determining the appropriate disciplinary responses to offenses committed both on and off campus. The chart is based on the requirements of Texas Education Code Chapter 37 and common provisions of local districts Student Codes of Conduct. Before making any final disciplinary decision, school officials should always consult their local Student Code of Conduct. IMS Department 9/25/2014 9 Discipline Records Retention Period Discipline records and referrals must be retained for 5 years. o Stored in accessible location on campus for one year. o Stored at district s warehouse for the remaining 4 years. Expulsion packets should be stored separately from other discipline records and referrals. IMS Department 9/25/2014 10 5

Discipline input into itccs Refer to the itccs Discipline Training Guide September 2014 for detailed instructions on adding and viewing discipline records. IMS Department 9/25/2014 11 Discipline input into itccs Discipline can be added for a single student on WST0905 or multiple students with the same primary offense code on WST0907. Contact information for the home and work numbers that have been entered on the Demo 2 screen for the student will be displayed. IMS Department 9/25/2014 12 6

Discipline input into itccs IMS Department 9/25/2014 13 Behavior Location Code (Code 190) Behavior Location Code indicates where a student committed an applicable offense that is enumerated in Texas Education Code 37.006 or 37.007. IMS Department 9/25/2014 14 7

Behavior Location Code Behavior Location Code eliminates duplicate reasons in the C165 Discipline Reason Code Table by allowing school staff to ask and answer two questions to determine proper Discipline Action Reason Code reporting. 1. What did the student do? 2. Where did the student commit the behavior? Please refer to Appendix E for a complete guide to all DISCIPLINARY-ACTION-REASON-CODEs, the related BEHAVIOR-LOCATION-CODEs, and the allowable actions per Texas Education Code Chapter 37. IMS Department 9/25/2014 15 Behavior Location Code In most cases where the BEHAVIOR-LOCATION-CODE is applicable to a particular DISCIPLINARY-ACTION- REASON-CODE, there is more than one possible action for that DISCIPLINARY-ACTION-REASON-CODE depending upon where the behavior occurred. If a DISCIPLINARY-ACTION-REASON-CODE only has a BEHAVIOR-LOCATION-CODE of 00 - Not Applicable, then the Texas Education Code Chapter 37 is silent as to a location of the behavior and it does not matter where the behavior occurred so long as the local Student Code of Conduct addresses the LEAs ability to take action for the behavior where it occurred. IMS Department 9/25/2014 16 8

Behavior Location Code This field is required for all offense codes except 21-23, 33-34, 41-45, and 55-56. Offense codes 09 and 10 must have 04 in the Behavior Location field. IMS Department 9/25/2014 17 Offense Codes The first offense code is classified as the primary offense code for the student on that date and time. You can also enter three additional offenses. All comments and actions will be tied to the primary offense. All of our offense codes have a PEIMS-equivalent code. However, the primary offense code will only be reported if one or more action codes has a PEIMSequivalent code. IMS Department 9/25/2014 18 9

Offense Codes IMS Department 9/25/2014 19 Offense Codes IMS Department 9/25/2014 20 10

Action Codes All action codes will be tied to the primary offense code. Action codes cannot be tied to any additional offense codes. If the action code corresponds to the PEIMSequivalent code 06 or 26 for ISS, the Campus of Assignment field will automatically be updated when the discipline record is saved. For action code 07, you must enter the campus 9-digit number for Houston, Parker or MAP in the Campus of Assignment field. IMS Department 9/25/2014 21 Action Codes IMS Department 9/25/2014 22 11

Action Codes IMS Department 9/25/2014 23 Offense/Action Codes If the primary offense has a PEIMS-equivalent code corresponding to either conduct requiring mandatory expulsion or conduct requiring mandatory placement in a DAEP (optional expulsion), the action code must have an applicable PEIMS-equivalent code. If the action code entered does not correspond to an applicable mandatory PEIMS-equivalent code, a message will appear to the right of the primary offense record indicating that the action is incomplete. If the primary offense has a PEIMS-equivalent code corresponding to conduct requiring mandatory expulsion, the action code must correspond to a mandatory action, or action code 28 (mandatory action not taken) must be selected. Otherwise, the Add 28 Action button will be displayed next to the offense table when the action code is saved. This only occurs for non-special ed students. IMS Department 9/25/2014 24 12

Offense/Action Codes IMS Department 9/25/2014 25 Offense/Action Codes A PEIMS action code of 27 can only be assigned to a student when there is a non-mandatory PEIMS action code, and the student is enrolled in special education on the date of the offense. If you enter a non-mandatory PEIMS action code, a message will appear to the right of the primary offense record indicating that the action is incomplete. If the primary offense date is a valid date that falls within the student's enrollment in special education, then the Add 27 Action button will be displayed. IMS Department 9/25/2014 26 13

Offense/Action Codes IMS Department 9/25/2014 27 Action Codes If the action code corresponds to the PEIMS-equivalent code 05 or 25 for OSS, the program will determine the number of consequence days. When the data is saved, the program will add together the number of days in the consequence Lng (length) fields or the number of days in the consequence Act Lgn (actual length) fields, depending on which field was modified. If either total is greater than three days, a pop-up warning box will appear to warn you of the overage. IMS Department 9/25/2014 28 14

Differences in Length If a student does not serve the discipline term that has been assigned (Lng), then you must enter the actual number of days served by the student in the disciplinary placement in the Act Lng field and use one of the Different Length Reason codes. Include only the actual number of instructional days that the student was in attendance when calculating this number. Do not include days absent. IMS Department 9/25/2014 29 Comments The Comments page WST0902 allows you to add, change, and view comments about a student related to an offense or actions taken by the school officials. The Comments page cannot be accessed from the Discipline menu or the Go button. If you accessed this page by clicking under Cmts on WST0904, you cannot add, update, or delete the comments. All comments are tied to the primary offense. When entering comments, do not enter information that can identify other students. If you need to state that the student was involved in a situation with another student, refer to the other student by his/her initials or by student 1 or student A. Comments must be entered!! IMS Department 9/25/2014 30 15

Multiple Students/Same Offense The Primary Offense code must be the same for all students involved in the incident. Students who are involved in the same infraction should be entered with the same incident number whenever possible. You may change or add any secondary offense or any action data that needs adjusting. If comments were entered for this offense for the first student entered, a pop-up window will ask if you want to duplicate comments for the next student. IMS Department 9/25/2014 31 Multiple Students/Same Offense IMS Department 9/25/2014 32 16

Truancies See 425 Record and Appendix E for truancy information. IMS Department 9/25/2014 33 Truancies IMS Department 9/25/2014 34 17

Truancies The Office of Student Services will notify campuses of truancy rulings. Once the court has made a finding of truancy, this information will be entered into itccs by the Office of Student Services using the following PEIMS codes: o Offense codes 42, 43, 44, 45 o Action Codes 16, 17 o Action Date is the date of the court ruling o If student has withdrawn from school, use the date of withdrawal as the Action Date. o If a ruling occurs during the summer, use the first day of the next school year as the Action Date. If the student does not enroll the following year, then this filing cannot be entered into itccs. o DO NOT use the local offense codes 9J, 9R, or 9U to report court rulings of truancy. IMS Department 9/25/2014 35 DAEP Placements See Appendix E - Additional Information regarding Disciplinary Alternative Education Program (DAEP) Conferences, Expulsion Hearings, Placement Reviews, and Other Actions IMS Department 9/25/2014 36 18

Elementary DAEP Placements Please note that there may be circumstances when a student does not attend the designated DAEP campus. IMS Department 9/25/2014 37 Continuations of Prior Year Placements All continuations of DAEP and expulsions from prior year must be keyed into itccs using the same offense code as the original placement. You may contact IMS if you do not have the prior year offense code or information. IMS Department 9/25/2014 38 19

CTE Students and Disciplinary Placements Assistant principals will complete the CTE Attendance Correction form for all CTE students with ISS, DAEP, and Culver placements of more than 5 days. IMS Department 9/25/2014 39 CTE Students and Disciplinary Placements IMS Department 9/25/2014 40 20

Law Enforcement Referrals, School Related Arrest, and Bullying Fields are located on the Discipline Maintenance screens WST0905 and WST0907 for Office of Civil Rights reporting of: Referrals to Law Enforcement School Related Arrests Bullying IMS Department 9/25/2014 41 Law Enforcement Referrals Referral to law enforcement is an action by which a student is reported to any law enforcement agency or official, including a school police unit, for an incident that occurs on school grounds, during school-related events, or while taking school transportation, regardless of whether official action is taken. IMS Department 9/25/2014 42 21

School Related Arrest A school-related arrest is an arrest of a student for any activity conducted on school grounds, during off-campus school activities (including while taking school transportation), or due to a referral by any school official. IMS Department 9/25/2014 43 Bullying Refer to Student Welfare Freedom From Bullying, FFI (Local) for local district policy as it relates to bullying. Bully information should be entered on WST0905 or WST0907. Select the appropriate Bully Reason from: o Sex o Race o Disability o Sexual Orientation o Religion o Other IMS Department 9/25/2014 44 22

Bullying Clicking Save activates the Victim button. IMS Department 9/25/2014 45 Bullying Information for all victims of each bullying incident is entered on WST0919-Victim Information. IMS Department 9/25/2014 46 23

Student Restraints The 435 Student Restraint Data record captures the restraint data for 1) the restraints of all students that are administered by school district police officers and school resource officers working with a LEA under a local MOU, and 2) special education students that are restrained by school district/charter school employees and volunteers. Texas Education Code 37.0021 and TAC 89.1053(b)-(c). Refer to TAC 89.1053 for additional operational rules related to the management of special education student restraint events. IMS Department 9/25/2014 47 Student Restraints IMS Department 9/25/2014 48 24

Student Restraints School staff persons performing student restraints are divided into two categories: 1) LEA employees or volunteers, and 2) LEA police officers or school resource officers (SRO) IMS Department 9/25/2014 49 Student Restraints LEA employees are not law enforcement personnel. Student restraints performed by these staff are only reported if the student was a special education student at the time of the restraint event. Do not report non-special education student restraints performed by LEA employees or volunteers. IMS Department 9/25/2014 50 25

Student Restraints LEA police officers are licensed peace officers who are employed by a police department created by a particular LEA school board. School Resource Officers (SRO) are licensed peace officers who are employed by a state, county, or municipal law enforcement agency who through contract with a school district or charter school provide a police presence at a school district or charter school, or at a school campus. Do not report student restraint events that are performed by law enforcement personnel who are not employed by a LEA police department or who are not serving as an SRO under a MOU with a LEA. IMS Department 9/25/2014 51 Student Restraints All restraint events reported must be for a reason listed in code table C173. IMS Department 9/25/2014 52 26

Student Restraints by MISD Police Officers MISD Police will provide campus administration with the completed MISD Restraint Use Reporting Form when they have restrained any student. Campuses MUST enter ALL MISD Police officer restraint information on WST0916. Restraint Staff Type Code = 02 and Restraint Reason Code = 08. IMS Department 9/25/2014 53 Student Restraints by MISD Police Officers IMS Department 9/25/2014 54 27

Student Restraints of Special Education Students by district employee/volunteer The Special Services Department has forms that must be completed to document all restraints of special education students. All restraints of special education students must be entered into itccs with the appropriate Restraint Staff Type Code and Restraint Reason Code. o By district employee/volunteer use WSE0765 o By MISD police officer use either WSE0765 or WST0916 IMS Department 9/25/2014 55 Student Restraints of Special Education Students by district employee/volunteer IMS Department 9/25/2014 56 28

Six Weeks Discipline Reports The IMS Department runs discipline summary reports for each campus at the end of each grading period. These reports will be ponied or made available on the IMS shared drive (admpeims-ims) or Report Manager for review, correction, and verification. IMS Department 9/25/2014 57 Six Weeks Discipline Reports DG18M - Offenses & Actions by Grade Level & Ethnicity (JST0551) provides a matrix of discipline offenses and discipline actions by grade level and ethnicity as well as percentage of students who have discipline records. DG18S Student Detail Report (JST0592) provides a list of students that includes grade, sex, ethnicity, offense, action codes, and teacher name. DG18T Summary Report by Teacher (JST0595) provides a matrix by teacher with report counts broken down by sex and ethnic groups 1-5. DG18D Cumulative PEIMS Detail Report (JST0635) provides a disciplinary report of all PEIMS reportable offenses and actions to date. DG18E Six Weeks PEIMS Detail Report (JST0635) provides a disciplinary report of all PEIMS reportable offenses and actions for a specific grading period. IMS Department 9/25/2014 58 29

Six Weeks Discipline Reports Note: Additional error reports may be in your folder at the end of each grading period. These reports will only be in your folder if you have errors that require correction. Note: You must contact the IMS Department to have your headers opened in order to update discipline records after each cycle has been closed. IMS Department 9/25/2014 59 Correcting Discipline Coding Errors in itccs The Inquiry page WST0904 allows you to see a student s discipline records in chronological order. The page lists each offense, offense date, action, and consequence dates. The page also indicates if the offenses and actions are reported to PEIMS. From this page, you can toggle( ) to Maintenance (Single Student) WST0905 to update a student s discipline record, or you can toggle ( ) to Maintenance (Change/Delete) WST0906 to change or delete primary offense data for a student. IMS Department 9/25/2014 60 30

Correcting Discipline Coding Errors in itccs The Maintenance (Change/Delete) page WST0906 allows you to change or delete a primary offense from a student s discipline record. WST0906 cannot be accessed from the Discipline menu or the Go button. From the Student menu, select Discipline, and then select Inquiry. If you delete the primary offense, the other offense codes, action codes, and comments associated with the primary offense are also deleted. If multiple students are associated with the discipline record, the record is only changed or deleted for the selected student. The record is not changed or deleted for the other students. IMS Department 9/25/2014 61 31