Discipline Manual. Information Technology Department

Transcription

1 Discipline Manual Information Technology Department Revised November 30, 2017

2 SBCUSD Information Technology Department Page 2

3 Newest Changes Aeries Discipline Manual 11/03/2017 Printing the Notice of Suspension has changed Training and Support You may contact the following offices for assistance with the Aeries system: Youth Services (909) IT Training Specialist (909) or Reports Department (909) or Information Technology Help Desk (909) or Discipline related questions Training Requests Specialty Reports Computer and Hardware issues Security Department Login and password questions (909) Anyone needing authorization to input discipline data into Aeries should have their administrator send an to the Security Team requesting that access. Check for updates to this manual on the District Website. Click on this link Aeries Discipline Manual SBCUSD Information Technology Department Page 3

4 Introduction This manual is based on the SBCUSD Aeries Student Information System. This manual is to be used in conjunction with the Procedures for Discipline from Youth Services. All rights reserved. No part of this publication may be reproduced or used in any form or by any means graphic, electronic, or mechanical, including photocopying, recording, taping, or in information storage and retrieval systems without written permission from San Bernardino City Unified School. Additional manuals and Quick Reference Guides are also available for other district procedures on the SBCUSD website under Employee Technology Training. Course prerequisite A basic understanding of the Windows/MAC environment is a prerequisite for this course. It is assumed that you can use a mouse, are familiar with basic computer elements such as the title bar, menu bar, and scroll bars, and can select menu options and applications. Conventions used in the manual You will see this symbol when additional information is provided about the current topic. It will also appear when a tip, trick, or shortcut is available. You will see this symbol when you need to be aware of a potential problem. Please check with your supervisor regarding any SBCUSD guidelines and procedures that may relate to the information in this manual. The information in this manual is subject to change. That is due to Aeries updates and SBCUSD customization of the program. Go to the SBCUSD website under Employee Technology Training for the most current Aeries documentation. Look for the revision date on the document to see when the information was last updated. Do not use the [Enter] key to save any records in Aeries. Always use the available buttons such as: or or Reload Data All Discipline information has to be entered into Aeries within 2 weeks of end of year (subject to change). It is best to enter daily so the records are available to Youth Services and the information is correct. Set your computer screen to show State Reporting Fields. This will show the mandated fields in green Click on the carrot (arrow) to the right of your name. Put a check in the Highlight State Reporting Fields checkbox. SBCUSD Information Technology Department Page 4

5 SBCUSD Information Technology Department Page 5

6 Table of Contents Aeries Discipline Manual Table of Contents... 6 Lesson 1 SBCUSD Low Level Referral Form... 8 Low Level Referral Flowchart... 9 Explanation of Minor Offenses and Major Infractions Lesson 2 Entering Office Referral Form (Student Referrals) Entering data into Aeries from the Office Referral Form General Tab Additional Info Tab Changing a Referral Record Deleting a Referral Record Generating Student Referral Reports For Groups of Students For Individual Student Referral Reports Referrals Exceptions Report List students whose 30 Day watch date is due List students whose 45 Day watch date is due Lesson 3 Entering Notice of Suspension (Assertive Discipline) Entering data into the Aeries Notice of Suspension Form General Tab Additional Info Tab Generating the Notice of Suspension Report Mapping the Notice of Suspension form to Aeries Mapping the Notice of Suspension form to Aeries Changing a Suspension Record Deleting a Suspension Record Lesson 4 Entering Suspension of Student by Teacher (Assertive Discipline) Entering data into Aeries for Suspension of Student by Teacher General Tab Additional Info Tab Changing a Suspension of Student by Teacher Record Deleting a Suspension of Student by Teacher Record Lesson 5 Entering a Pending Expulsion (Assertive Discipline) General Tab Additional Info Tab Lesson 6 Entering Bullying of Victims Information (VICTIMS Link) Deleting a Victims Record Lesson 7 Linking Student s Referrals, Suspensions and Victims records Link Assertive Discipline and/or Student Referral Records Copy Assertive Discipline Lesson 8 Generating Discipline Reports in Aeries Suspension Exceptions Report Anecdotal report for one student (Green Folder for expulsions) Explanation of commonly used Assertive Discipline Reports Print Assertive Discipline Reports Lesson 9 Appendix Problem Behavior Codes List Student Referral Administrative Action Codes List - Student Referral SBCUSD Information Technology Department Page 6

7 Type & Description Codes List Student Referral Environment Codes List Student Referral Others Involved Codes List Student Referral Teams List Student Referral Violations Code List Assertive Discipline Suspension Incident Rank Order List Assertive Discipline Weapons Type Suspension/Expulsion Administrative Action Disposition Codes List Assertive Discipline Placement Codes List Assertive Discipline Type & Description List Assertive Discipline Location Code List Initials used in Student Referrals and Suspensions Substitute List (SUB00-50) Campus Security Officer List (CSO) SBCUSD Information Technology Department Page 7

8 Lesson 1 SBCUSD Low Level Referral Form A Low Level Referral (LLR) form (SU-276B) is required before creating an Office Referral Form (SU-275B) (unless your administrator states otherwise). LLR s are only used for Chronic Minor Offenses. LLR s are NOT input into Aeries, a note is made in the comment field in the Student Referral screen, which will be explained in Lesson 2. Elementary sites can combine incidences onto one form (more than one staff member), Secondary sites must have 4 (the whole form) filled out from the same staff member. For training on filling this form out, please contact Youth Services. To order these forms, contact Printing Services at (909) SBCUSD Information Technology Department Page 8

9 Low Level Referral Flowchart Youth Services uses this as a guide for the steps that should be taken before an Office Referral is generated. For copies or questions regarding this chart, contact Youth Services. Transportation can give the sites Referrals to enter into Aeries. It is the responsiblility of the site to create a system to track Low Level bus Referrals in order to create an Office Referral when necessary. SBCUSD Information Technology Department Page 9

10 Explanation of Minor Offenses and Major Infractions This chart lists the Minor Offenses used for Office Referrals and Major Infractions used for Suspensions or Expulsions. Suspensions and Expulsions Recommended require that an Office Referral also be created to document the interventions implemented. SBCUSD Information Technology Department Page 10

11 Lesson 2 Entering Office Referral Form (Student Referrals) This lesson will instruct you on how to enter the SBCUSD Office Referral Form (SU-275B) into the Student Referral area of Aeries. These forms can be ordered from Printing Services at (909) SBCUSD Information Technology Department Page 11

12 Entering data into Aeries from the Office Referral Form 1. Select the desired student. 2. Click on Student Data > Guidance > Student Referral in the navigation pane. General Tab 1. Click the button. The General tab will open in edit mode. Before you can save a record, all shaded areas have to be filled in. (Date, Problem Behavior, Administrative Action, Ref Tag, and School of Incident). 2. In the Date field, click on the calendar icon and select the incident date if not the current date. (The information that populates this field should be taken from the Date of Incident section at the top of the SBCUSD Office Referral Form.) 3. In the Problem Behavior field, select one behavior from the drop-down list. (The information that populates this field should be taken from the Problem Behavior section of the SBCUSD Office Referral Form.) See Lesson 9 Appendix for a list of all the Problem Behavior codes. The one selected behavior should answer the question, what was the initial behavior that caused the problem to start? Only select one. 4. In the Administrative Action field, select the administrative action from the drop-down list. (The information that populates this field should be taken from the Administrative Action Taken section of the SBCUSD Office Referral Form). If you need to add more detail, type it into the Comment field at the bottom of the screen. If you are quoting from the form, use quotation marks. See Lesson 9- Appendix for a list of all the Administrative Action codes available. SBCUSD Information Technology Department Page 12

13 5. The Days, Hours, Start Date, and End Date fields are optional. If you use them, clarify why you used them in the Comment field, (i.e., if you input a 2 into the Days field, type, The student was sent to OCS for two days. into the Comment field). 6. The Result field is optional. It can be used by an administrator to flag students for a 30 or 45 day follow-up at a later date. Queries can be run based on the field. See query for 30 and 45 day watch under Generating Student Referral Reports. Aeries Discipline Manual 7. In the Ref Tag field, select R Referral/Level 1 from the drop-down list. If you do not see this option you are not in the Student Referral area of Aeries. Cancel this record and navigate to Student Data, Guidance, Student Referrals. 8. In the Incident ID field, the program will automatically insert the number. See Lesson 6 Discipline Incidents. It is possible to link students by Incident ID# s and to link all of a student s discipline records using the same ID#. If you will also be creating an Assertive Discipline record for this incident, make sure to write down this number so you can force the ID# s to be the same (Lesson 7). This Incident ID field is not the same as the Incident # field on the Additional tab. 9. In the Tag field, select I Inactive if you want to tag the referral record for deletion. The Information Technology Department will delete records showing an I on a regular basis. 10. In the Referral field, select the referring staff member from the drop-down list. (The information that populates this field should be taken from the Referring Staff section at the top of the SBCUSD Office Referral Form). Use one of the substitute teacher options at the bottom of the list if the referring staff member is a guest teacher (e.g., SUB01). Once SUB01, 02, 03, etc. is given to a guest teacher, make sure the same number is given to that guest teacher for the whole year. The same applies to the CSO s. If the referral is from a classified staff member, use Unassigned located at the bottom of the drop-down, and then type their name in the Comment Field. 11. In the Admin Init field, type the initials of the administrator who processed the referral. (The information that populates this field should be taken from the Administrative Signature section of the SBCUSD Office Referral Form. If there are administrators at the site with the same initials, be certain to distinguish between them in a consistent manner (this is case sensitive). You can input up to six characters in the field, but no spaces. See Lesson 9 Appendix Initials for Administrators and Persons Entering Referrals. 12. In the School of Incident field, always leave the value in this field set to your site. If incident occurred at another school or on a field trip, enter the exact location in the Comment field. 13. In the Comment field, enter additional details and comments if necessary. Type exactly what is given or written, even if miss-spelled. NO OTHER STUDENTS NAMES OR ID S ARE ALLOWED. a. The person entering the referral should type their initials in this box. If there are staff members at the site with the same initials, be certain to distinguish between them so it is clear who entered the referral into Aeries. b. Always use quotation marks when entering a quote from someone else, whether verbal or written. Make sure you include the name of the person giving the statement and the date. c. If there is a Low Level Referral form (SU-276) stapled to the Office Referral form, enter how many incidents are listed and the corresponding date(s). You cannot SAVE until you answer the Instructional Support question on the Additional Info tab. 14. Continue to the Additional Info Tab. SBCUSD Information Technology Department Page 13

14 Additional Info Tab Aeries Discipline Manual 1. Click on the Additional Info tab. 2. Click on the button to input information onto the Additional Info tab. 3. The Law Enforcement Notified? field is only used if the school police are called. Not Applicable is listed in the field by default. Select Yes from the drop-down list if applicable. 4. The Incident # field should only be used when the school police are called. If applicable, input the citation number on the police report in this field. This Incident # field is not the same as the Incident ID field on the General tab. 5. The Grade Level field is populated automatically. 6. In the Weapon Type field, select the type of weapon from the drop down list. If no weapon was involved, leave the field as it is. (The information that populates this field is found below the Problem Behavior section of the SBCUSD Office Referral Form). A reference to a weapon might also be found in the area of the referral form that asks staff to Provide a behaviorally specific description of the incident. 7. In the Date and Type & Description fields, select how the parent/guardian was notified and date notified from the drop-down list. (The Information that populates this field is found in the middle of the SBCUSD Office Referral Form under Last parent/guardian contact: and Type of Communication:). See Lesson 9- Appendix for a list of all the Type & Description codes available. 8. In the Location field, select the place where the incident occurred from the drop-down list. (The Information that populates this field is found in the SBCUSD Office Referral Form listed as Location). Transportation can give the sites Referrals to enter into Aeries. It is the responsiblility of the site to create a system to track Low Level bus Referrals in order to create an Office Referral when necessary. See Lesson 9 - Appendix for a list of all the Location codes available. 9. In the Exact Time field, type the exact time. If the exact time is not known, leave the field blank and then enter approximate time in the Apprx Time field. Use only Exact Time or Apprx Time field. 10. In the Apprx Time field, only use if exact time is not known. Use only Time of Incident or Apprx Time field, not both. 11. The Final Disposition Date field is not used for office referrals. 12. The Suspension Expulsion Date field is not used for office referrals. 13. In the Student is Special Ed field, specify if the student is Special Ed by choosing the appropriate response from the drop-down list. You can find this information by going to the top of Student Referral screen and clicking on Programs. 14. The Spec Ed Hearing Date field is optional. Input a date if it is on the SBCUSD Office Referral Form. 15. The Instructional Support field is mandatory. Check with the administrator who handles the referral. An administrator may choose to use the field in order to indicate and/or track targeted skill development provided by staff. SBCUSD Information Technology Department Page 14

15 16. In the Environmental field, select the Environmental Factor from the drop-down list. (The information that populates this field comes from the Environmental Factors section of the SBCUSD Office Referral Form). Only one factor should be selected. If more than one is selected, have the Referring Staff or Administrator fix it. See Lesson 9 - Appendix for a list of all the Environmental codes available. The selected Environment Factor should answer the question, What was happening in the environment at the time of the misbehavior? 17. In the Function field, select the Possible Function from the drop-down list. (The information that populates this field comes from the Possible Function section of the SBCUSD Office Referral Form). Only one should be selected. Only one function should be selected. If more than one is selected, have the Referring Staff or Administrator fix it. See Lesson 9 - Appendix for a list of all the Possible Function codes available. The selected Possible Function should answer the question, What is the hypothesized reason for engaging in the misbehavior? 18. In the Others involved field, select what is on the SBCUSD Office Referral Form. Never enter student names or ID s in this field! This is located in the middle of the form. 19. In the Team/Track field, select what is on the SBCUSD Office Referral Form. Use Team or Track, not both. The Teams are listed in the drop-down list as Team 1, Team 2, etc. Please be certain to assign each of your teams with a different number so that it is clear to which team the student belongs (e.g., Grade K = Team 1; Cougars = Team 2). See Lesson 9 - Appendix for a list of all the Teams available. 20. Usr6, Usr7, & Usr8 are not used. 21. The Other Comment field should be used to record additional steps taken by administrators during and after the incident to correct the behavior. This area should not be used to provide a description of the incident. That information should be recorded in the Comment field under the General tab. a. Never enter any other student s name or ID. b. Always use quotation marks when entering a quote from someone else, whether verbal or written. Make sure you include the name of the person giving the statement and the date. 22. Click the button to save the record. Do not press the [Enter] key to save records. Per Youth Services, a Suspension/Expulsion also has to have an Office Referral. Referrals stay in Aeries, Suspension records may be removed overturned. Referrals are used for intervention and may explain more about what happened. Youth Services uses this area to make more notes and to keep records, the Suspension area cannot be used the same way. Bullying Suspensions and all Expulsions must also have the Victims Link filled in (see section on Victims). SBCUSD Information Technology Department Page 15

16 Changing a Referral Record Aeries Discipline Manual 1. Select the desired student. The Demographics window will display. 2. From the Navigation Pane select Student Data > Guidance > Student Referrals. 3. Select the desired referral from the Violation list (right side). 4. Click the button. If you are making a change to someone else s record (e.g., someone other than the initials shown in the Comment box), type your initials, the date, and then type the change you are making in the Comment box. It is a good idea to make a note in the Comment box of any changes, even if you are the original creator of the record. 5. Make the necessary changes and then click the button to save the referral. If you mistakenly select an option from a pull-down list and want to remove it, select the text inside the field and press the [Delete] key. If you would like a red flag to appear next to the Student Referral link, click the Flag icon in the upper left corner of the Student Referral screen, enter See Cum in the comment box then click OK. SBCUSD Information Technology Department Page 16

17 Deleting a Referral Record A Referral Record cannot be deleted by a user. The Tag field is used to make the Referral Inactive. On a regular basis the inactives are deleted by the Information Technology Department. 1. Select the referral record from the right side. 2. Click the Change button. 3. Click the drop down arrow in the Tag field. 4. Select I Inactive. 5. Click the button to save your changes. SBCUSD Information Technology Department Page 17

18 Generating Student Referral Reports For Groups of Students 1. Go to View All Reports, click on the drop-down list to the right of the Category field and select SB_Office Referral. 2. Select the desired report. (The abbreviation PB under the Report Name field below stands for problem behavior and corresponds to the Problem Behavior field on the General tab of the Student Referral screen.) 3. Select the desired report options. a. Report Delivery: i. None no sent. ii. w/o Attachment but no file. iii. w/ Attachment and file. 4. Click the Run Report button. 5. If prompted, enter your SBCUSD username and password and click the Login button. 6. The Report Manager screen displays with the data and options. 7. Select the desired options from the drop-down lists (e.g., Select School(s), Start Date: and/or End Date:). 8. Select the icon and choose PDF or EXCEL. The report will generate. 9. If you want to sort data, the best format would be Excel. Select Excel then use Export to see and print the report. Some reports do not work in Excel. 10. Some reports have sort arrows in the column headings: 11. To print the report, click the icon on the Report Manager Toolbar. 12. Close the Report Manager screen. If the report does not open, check for a Pop-up blocker. SBCUSD Information Technology Department Page 18

19 Referrals Exceptions Report This report shows any data discrepancies in a student s Referral record. This report should be run every week to correct data as soon as possible. 1. From the Navigation Pane, click on the View All Reports link. 2. Click on the drop-down list to the right of the Category field and select SB Office Referral. 3. Click on report. Run Report. 4. If prompted, enter your SBCUSD username and password and click the Login button. 5. Select the icon and choose EXCEL. The report will generate. 6. Select Open. 7. Change to Landscape and move print lines if you want all the columns in the report to show on one page. The yellow represents the fields in the student s record that need to be corrected. In this picture, Notification Type 2 and 3 represent data in the Additional Info tab, Notification area. If yellow in a blank field, you must select something from the drop-down of that field. If the report does not open, check for a Pop-up blocker. For Individual Student Referral Reports This is used to print out Referral records for one student. 1. From the Navigation Pane, click on the View All Reports. 2. From the Category drop down, select SB_Office Referral. 3. Click on the link. 4. Click on. 5. Select Start and End date, Student ID, and True or False on the options. 6. If prompted, enter your SBCUSD username and password and click the Login button. 7. The Report Manager screen displays with the data and options. 8. Select the desired options from the drop-down lists (e.g., Select School(s), Start Date: and/or End Date:). 9. Select the icon and choose PDF or EXCEL. The report will generate. 10. Follow your screen prompts to view, save or print the report. For a student s report listing all Discipline Records, see page 54. SBCUSD Information Technology Department Page 19

20 List students whose 30 Day watch date is due The information for this query comes from the Result field. If you need assistance running a query, refer to the Query Manual on the District s Employee Technology Training Website under or aeries@sbcusd.com. Copy and paste what is in the box to the Query area in Aeries. LIST STU ADS STU.NM STU.ID STU.SX STU.GR ADS.DT ADS.RS IF ADS.RS = 30 AND ADS.DT > 08/23/2009 AND ADS.DT < 08/29/2009 > means greater than < means less than Change the ADS.DT > date and the ADS.DT < date to the date range you want. This statement will display a list of students whose 30-day watch referrals are due for review between the dates inserted. List students whose 45 Day watch date is due The information for this query comes from the Result field. If you need assistance running a Query, refer to the Query Manual on the District s Intranet Website under or aeries@sbcusd.com. Copy and paste what is in the box to the Query area in Aeries. LIST STU ADS STU.NM STU.ID STU.SX STU.GR ADS.DT ADS.RS IF ADS.RS = 45 AND ADS.DT > 08/09/2009 AND ADS.DT < 08/15/2009 Change the ADS.DT > date and the ADS.DT < date to the date range you want. This statement will display a list of students whose 45-day watch referrals are due for review between the dates inserted. SBCUSD Information Technology Department Page 20

21 Lesson 3 Entering Notice of Suspension (Assertive Discipline) This lesson will instruct you on how to enter suspension data into Aeries and print the Notice of Suspension Form (SU-83) on paper. PER YOUTH SERVICES, ALL SUSPENSIONS/EXPULSIONS ALSO HAVE TO HAVE AN OFFICE REFERRAL and if there are Victims, see the Victims section. The Notice of Suspension form is not a pre-printed form. It is now generated as a report after information is input into the Aeries Assertive Discipline area and will total 3 pages. SBCUSD Information Technology Department Page 21

22 Entering data into the Aeries Notice of Suspension Form The legal document is the one that is generated after you input the information into Aeries and print the report. Before you begin, from the Demographics page, note data in the CorrLng, 504, know the date given School Rules and make sure in attendance that day and are they Sped. If this is a Special Ed student, note whether a future hearing date is scheduled. 1. Select the desired student. The Demographics window will display. 2. Click on the Student Data > Guidance > Assertive Discipline link in the navigation pane. 3. To view an existing record, use the drop down arrow, and then click on the record: OR, you may see the list this way: 4. Click the button. It may be above the list of Records OR it may be under the Description of Incident if you have a record open The General tab will open in edit mode. If the student has a record in Aeries for a Special Education Program, you will see Student is Special Ed General Tab 1. All shaded fields: Date, School, Violations and Instructional Support are required. 2. In the Date: field, click on the calendar icon and select the incident date. (xx/xx/xxxx) 3. In the Exact: time field, enter the Time of Incident. 4. The Apprx: time field is not used for Suspensions. 5. In the School: field, always leave the value in this field set to your site. If the incident occurred at another school or on a field trip, enter the exact location in the Description of Incident field. SBCUSD Information Technology Department Page 22

23 6. The Incident ID: field, the program will automatically insert the number. See Lesson 7 - Discipline Incidents to link students, Referrals and Suspension records by Incident ID# s. 7. In the Referrer: field, select the Administrator issuing the suspension from the drop-down list. 8. Substitute not used at this time. 9. In the Location: field, select from the drop-down list. See Lesson 9 - Appendix for a list of all the Location codes available. 10. In the Violations: field, select the behavior from the drop-down list. See Lesson 9 Appendix, Violations codes for a list of all the violations available. When using a bullying code, it must be accompanied by another code. For example, A1-Cause Serious Physical Injury and X3-Engages in bullying based on In Lesson 9 see the X codes for bullying. Make sure you select the appropriate code for a suspension/expulsion: In most cases, Suspensions are all the s (two letters like AA), Expulsions are almost always the s (one letter & one number like A1). 11. Pre-Referral Intervention not used. 12. The Possible Motivation field is not used for Suspensions. 13. In the Weapon Type field, enter the type of weapon if reason for suspension involved a weapon. See Lesson 9 - Appendix for a list of all the Weapon Type codes available. 14. The Demerits field is not used. 15. In the Initials field, type in the initials of the person inputting the data (max of 6 digits). This is case sensitive (e.g., kj is not the same person as KJ. 16. In the Tag field, select I Inactive if you want to flag this record for deletion. The Information Technology Department will delete records showing an I on a regular basis. 17. In the Instructional Support field, you must answer Yes or No. If the student has a record in Aeries for a Special Education Program, you will see Student is Special Ed. a. If the student is special education and has been suspended, Instructional Support is required on Day 10, Day 11, and future suspensions. Please mark Yes if the team has put a plan in place to addressed services. Service should be documented by the casecarrier. 18. Removal to Interim Alt Setting displays if student is Special Ed. Select 1,2, or 3 from the drop down menu. a. Interim Alternative Setting is not a suspension. It is formal process that is only determined by an IEP team. MOST RESPONSES WILL BE CHOICE Choice 1-Removal by Hearing Office 2. Choice 2-Removed by School Personnel 3. Choice 3-No Removal 19. In the Description of Incident field, enter FACTS and essential comments about the incident. a. Always use quotation marks when entering a quote from someone else, whether verbal or written. Make sure you include the name of the person giving the statement and the date. Type exactly what is given or written, even if miss-spelled. b. Write a description of the incident. FACTS only. c. No other student names or ID# s are allowed. The Incident ID number is used to cross reference. SBCUSD Information Technology Department Page 23

24 20. Click the button to save the data. Aeries Discipline Manual DO NOT USE THIS LETTER. When inputting is completed you will use the District s Suspension Letter located in View All Reports. 21. Click on the to enter the Disposition Code. The Administrative Decision Data From DSP Table screen appears 22. Click in the top field to get the options, select SUS Suspension, Admin from the drop-down list. 23. In the Days field, enter the number of days suspended (not to exceed 5 days). 24. The Hours field is not used for Suspensions. 25. In the Start Date field, type the Incident Date (xx/xx/xxxx) for the suspension and then use the Tab key. The End Date and Return Date will automatically populate based on the value entered in the Days and Start Date fields. 26. The Rtn Status and Rtn Loc fields are not used. 27. In the Authority field, select 10 School or District Personnel only. 28. The Placement field is populated by Youth Services. 29. The Result field is optional. It can be used by an administrator to flag students for a 30 or 45 day follow-up at a later date. Queries can be run based on this field. See Lesson 8 for this query. 30. In the SusTg field, select S Suspension/Level 2 from the drop-down list. 31. Click the button to save the data. You cannot SAVE until you answer the Instructional Support question. SBCUSD Information Technology Department Page 24

25 The Suspension screen filled in Aeries Discipline Manual Additional Info Tab 1. Click on the Additional Info tab. 2. Click on the button to continue entering suspension information into Aeries. DO NOT LEAVE Not Applicable in any field. Answer YES OR NO 3. In the Law Enforcement Notified? field, select Yes if law enforcement was called in to handle the incident or No if they were not. It is Yes even if no arrest was made. 4. If Law Enforcement was notified, in the Police Incident # field, enter the citation, incident or report number from the police officer, and then enter the name of the officer and what department they are from, and the violation number on the citation in the Other Comments field. SBCUSD Information Technology Department Page 25

26 5. In the Notifications area: Date and Type & Description, MUST be these 3 in this order (from the drop down list) and show they have been done by including the DATES completed: 1. Due Process Meeting Scheduled (meeting with parent/guardian). 2. Student Informed of School Rules (when student was given written rules, make sure student was here on the date you enter). 3. Suspension Re-entry Meeting. 4. The 4 th entry is optional (list who was notified in the Other Comments area). See Lesson 9 - Appendix for a list of all the Type & Description codes available. 6. The Grade field populates automatically. 7. The Final Disposition Date field is not used for Suspensions. 8. The Suspension Expulsion Date field is used only if an expulsion is recommended. If this is Pending Expulsion, complete the steps in Lesson 5 - Entering a Pending Expulsion. 9. In the Spec Ed Hearing Date field, enter a hearing date (mandatory for Expulsions). 10. In the Student has 504 Plan field, answer Yes or No from the drop-down list. 11. In the Explnd field, answer the question, Was the reason for the suspension explained? 12. In the Stmnts field, answer the question, Were statements collected? (Usually YES and from the student). Some sites keep student discipline folders for these types of files. If a student refuses to make a statement, make sure to note this in the Other Comments field. 13. In the Suppt. field, answer the question, Did student receive Tier 1, Tier 2, and/or Tier 3 support? 14. In the 504 field, you must enter a Yes or No to answer if the student has a 504 plan. 15. In the Arrest field, enter the answer to the question, Was the student arrested? If a citation was written, an arrest was made. Select No if not applicable. a. Yes In Custody, if transported to Juvenile Hall. b. Yes Out of Custody, means the student was cited then released. For both a & b, Enter the Violation Code, Officer and Agency in the Other Comments field. 16. In the Confr. field, answer the question, Was an informal conference held prior to the suspension?. 17. In the Rleas. (Released) field, select to whom the student was released to from the drop-down list, and then enter their name and relationship (e.g., Mary Jones, mother, Officer Smith) and time in the Other Comments field. NEVER let the student walk home during school hours, even if the parent gives verbal permission. 18. The Usr8 field is not used for Suspensions. 19. The Other Comments field is used to add additional comments. It should not be used to provide a description of this incident, that information should be recorded in the Description of Incident field on the General tab. a. Always use quotation marks when entering a quote from someone else, whether verbal or written. Make sure you include the name of the person giving the statement and the date. If student refuses to make a statement, note it here. b. Use to explain in more detail, any fields on this screen. c. Make a note stating who was contacted and what time of day (e.g., 9/13/2012, mother informed of suspension at 9 am). SBCUSD Information Technology Department Page 26

27 d. If student refused to comment or give statement, note it here. e. If an interpreter was used to explain the suspension, state this and include interpreter s name. 20. Click the button to save your changes. Per Youth Services, a Suspension/Expulsion also has to have an Office Referral. Referrals stay in Aeries, Suspension records may be removed if overturned. Referrals are used for intervention and may explain more about what happened. Youth Services uses this area to make more notes and keep records, the Suspension area cannot be used the same way. Bullying Suspensions and all Expulsions that have a Victim must also have the Victims Link filled in (see Lesson 6 for Victims). The new Victims tab is used to show if any victim s records were created in regards to this incident. You will only see this information if you have permissions. The Witness Tab is not used at this time. SBCUSD Information Technology Department Page 27

28 Generating the Notice of Suspension Report The Notice of Suspension form is an electronic report done through Aeries. It gets all the data from what was entered in the previous steps. A total of 3-pages will print. Following these instructions are pictures of where the information from Aeries goes into the Notice of Suspension (mapping). 1. In the Navigation Tree, click on the Reports icon. 2. In the Filter Reports field: type the word Notice. 3. Click on the SB_Notice of Suspension report. If the CorrLng field shows Spanish, select the SB_Notice of Suspension (Spanish). 4. Leave the Report Format as PDF. Select the Report Delivery you want. 5. Click on. If the report does not open, check for a Pop-up blocker. You may be asked to login again. The Report Viewer screen displays. 6. Select the correct year and your school from the drop downs. 7. In the ID field, select the student from the drop-down arrow. (Sample) 8. In DT field, select the date of the suspension from the drop-down arrow. 9. Click on The report will generate. To read and print so the X marks on the form line up correctly, you must use the floppy disk icon and then preview the Notice. SBCUSD Information Technology Department Page 28

29 10. Click the floppy disk icon (save) and then select PDF. 11. Read through the Notice to verify that all the information is correctly entered. There should be 3 pages. If not, close this window, fix the data in Aeries, and then run this again. 12. Print using the printer icon in the top row of the PDF menu icons. The SU-83 suspension form will generate according to the information in the fields within the Assertive Discipline screen. Refer to the Mapping the Notice of Suspension form to Aeries section following this Lesson. SBCUSD Information Technology Department Page 29

30 13. The Notice of Suspension will generate 3 pages: Notice of Suspension, Know Your Rights and a questionnaire. Whenever possible, print Back to Front so the Know Your Rights (picture below may not match current original) information sheet is on the back of the Notice of Suspension. P A R E N T S I G N A T U R E Page 1, 2 and 3 Page 3 of 3 SBCUSD Information Technology Department Page 30

31 14. Type or print on the print out all the items that need to be hand entered. See Hand entered on the next page. 15. Have the appropriate administrator, student AND parent/guardian sign the Notice of Suspension form. Parent signs somewhere on the side or bottom. 16. The parent/guardian must sign all three pages. 17. If the parent/guardian speaks both English and Spanish, give them both versions and sign all 6 pages. This becomes the original. 18. Now run 3 copies of the original form with the Know Your Rights printed on one side and the Notice of Suspension (with the signatures) on the other side. 19. Distribute the copies as follows: Original CUM folder (has to be original - signed copy) 1 st copy Student 2 nd copy Site s Attendance Technician ( is acceptable), some sites also give copy to the Registrar 3 rd copy Parent or guardian 20. Close the Acrobat and Report Viewer windows. You must obtain proof that the parent/guardian received all 3 pages of the Suspension form. Suggestions (use only one) 1. Have all 3 pages signed by parent/guardian. 2. A school form stating they received all 3 pages (with names of pages on it). 3. Mail Certified with a Signature Receipt. Any modifications to the Suspension report after it has been signed has to be approved by Youth Services; Youth Services will give you the necessary procedures for doing any modifications. Mapping the Notice of Suspension form to Aeries The following 2 pages show examples of the suspension form and where the data comes from within the Aeries Assertive Discipline screen. AND, shows an example of the Aeries Assertive Discipline screen and how the data maps to the Notice of Suspension form (SU-83). If you need any further explanation of these pictures, please call (909) and ask for Aeries support or directly to aeries@sbcusd.com. SBCUSD Information Technology Department Page 31

32 How this form maps to specific fields in Aeries.net Assertive Discipline Gen:=General Tab, Addtl:=Additional Tab, Admin:=Administrative Decisions Auto fills Auto fills Auto fills Gen: Date Auto fills Auto fills Gen: Exact Time Addtl: Rleas. Hand entered Auto fills Auto fills Auto fills Auto fills Admin: Start Date Not Used Admin: Days Auto fills Addtl: Suspension Expulsion Date If date present, both options are auto checked Gen: Violations Addtl: Stmnts. Auto fills Addtl: Explnd. Addtl: Type & Descrip. Hand entered Addtl: Confr. Hand entered Auto fills Addtl: Law Enfrcmnt Notified? Addtl: Arrest. Addtl: Suppt.. Addtl: Type & Descrip. Addtl: Type & Descrip. Addtl: 504 Add: Police Incident Hand entered Addtl: Sp Ed Hearing Date Hand entered Hand entered Hand entered Hand entered Gen: Referrer SBCUSD Information Technology Department Page 32

33 Mapping the Notice of Suspension form to Aeries This shows an example of the Aeries Assertive Discipline screen and how the data maps to the Notice of Suspension form (SU-83). The Red type tells you where this information goes on the Notice of Suspension form. Use #3 in most cases #5 #5 SBCUSD Information Technology Department Page 33

34 Changing a Suspension Record Aeries Discipline Manual Any modifications to the Suspension report after it has been signed has to be approved by Youth Services; Youth Services will give you the necessary procedures for doing any modifications. 1. Select the desired suspension record from the Violation list (right side). 2. Click the button. 3. Make the necessary changes and then click the button to save the suspension. 4. Click the paper/pencil icon to edit the Administrative Decisions (Dispositions) information. 5. Click the Save button when done making the changes. If you are a different person than the one who originally entered the suspension, in the Comment box type the word Changed, then enter your initials. Make sure your initials are different from other personnel entering suspensions. If you mistakenly select an option from a pull-down list and want to remove it, select the text inside the field and press the [Delete] key. To Flag the Assertive Discipline area, click the flag icon in the upper right corner. Enter See Cum in the comment box, then click the OK button. SBCUSD Information Technology Department Page 34

35 Deleting a Suspension Record A Suspension Record cannot be deleted by a user. The Tag field is used to make the Suspension Inactive. On a regular basis, the inactives are deleted by the Information Technology Department. 1. Select the desired suspension record from the Violation list (right side). 2. Click the button. 3. Click the drop down arrow in the Tag field. 4. Select I Inactive. 5. Click the button to save your changes. SBCUSD Information Technology Department Page 35

36 Lesson 4 Entering Suspension of Student by Teacher (Assertive Discipline) This lesson will instruct you on how to enter teacher suspensions from the Suspension of Student by Teacher form (SU-84) into Aeries. These suspensions are not counted as suspension totals for the fiscal year (i.e., does not get added to #5 on the Notice of Suspensions Report). This form can be ordered from Printing Services. Teacher Suspensions do not print in Aeries. SBCUSD Information Technology Department Page 36

37 Entering data into Aeries for Suspension of Student by Teacher Aeries does not print out Teacher Suspensions. Before you begin, from the Demographics page, note data in the CorrLng, 504, Schl: Enter Dt (know their first day in attendance) and Sped fields. If this is a Special Ed student, note whether a future hearing date is scheduled. 1. Select the desired student. The Demographics window will display. 2. Click on the Student Data > Guidance > Assertive Discipline link in the navigation pane. 3. To view an existing record, use the drop down arrow, and then click on the record: OR, you may see the list this way: General Tab 1. Click the button. It may be above the list of Records OR it may be under the Description of Incident if you have a record open. The General tab will open in edit mode. 2. All shaded fields: Date, School, and Violations are required. 3. In the Date: field, click on the calendar icon and select the incident date. (xx/xx/xxxx) 4. In the Exact: time field, enter the Time of Incident. 5. The Apprx: time field is not used for Suspensions. 6. In the School of Incident: field, always leave the value in this field set to your site. If the incident occurred at another school or on a field trip, enter the exact location in the Description of Incident field. SBCUSD Information Technology Department Page 37

38 7. The Incident ID: field, the program will automatically insert the number. See Lesson 7 - Discipline Incidents to link students, Referrals and Suspension records by Incident ID# s. 8. In the Referrer: field, select the Teacher issuing the suspension from the drop-down list. 9. Substitute not used at this time. 10. In the Location: field, select from the drop-down list. See Lesson 9 - Appendix for a list of all the Location codes available. 11. In the Violations: field, select the behavior from the drop-down list. See Lesson 9 Appendix, Violations codes for a list of all the violations available. Teacher Suspensions would only use the two letter codes like AA and would be the s. 12. Pre-Referral Intervention not used. 13. The Possible Motivation field is not used for Suspensions. 14. In the Weapon Type field, if a weapon was used this would not be a Teacher Suspension. 15. The Demerits field is not used. 16. In the Initials field, type in the initials of the person inputting the data (max of 6 digits). This is case sensitive (e.g., kj is not the same person as KJ). 17. In the Tag field, select I Inactive if you want to flag this record for deletion. The Information Technology Department will delete records showing an I on a regular basis. 18. In the Instructional Support field, answer Yes or No. If the student has a record in Aeries for a Special Education Program, you will see Student is Special Ed. a. If the student is special education and has been suspended, Instructional Support is required on Day 10, Day 11, and future suspensions. Please mark Yes if the team has put a plan in place to addressed services. Service should be documented by the casecarrier. 19. Removal to Interim Alt Setting for Special Ed students. Select 1,2, or 3 from the drop down menu. a. Interim Alternative Setting is not a suspension. It is formal process that is only determined by an IEP team. MOST RESPONSES WILL BE CHOICE 3. i. Choice 1-Removal by Hearing Office ii. Choice 2-Removed by School Personnel iii. Choice 3-No Removal 20. In the Description of Incident field, enter FACTS and essential comments about the incident. a. Always use quotation marks when entering a quote from someone else, whether verbal or written. Make sure you include the name of the person giving the statement and the date. b. Write a description of the incident. FACTS only. c. No other student names or ID# s are allowed. The Incident ID number is used to cross reference. 21. Click the button to save the data. SBCUSD Information Technology Department Page 38

39 1. Click on the to enter the Disposition Code. The Administrative Decision Data screen appears 2. Click in the top field to get the options, select Suspension, Teacher from the drop-down list. 3. In the Days field, enter the number of days suspended. 4. The Hours field can be used for Teacher Suspensions. 5. In the Start Date field, type the Incident Date for the suspension and then use the Tab key. The End Date and Return Date will automatically populate based on the value entered in the Days and Start Date fields if you used the Tab key after entering the start date. 6. The Rtn Status and Rtn Loc fields are not used. 7. The Authority field, is not used. 8. The Placement field is not used. 9. The Result field is not used. 10. In the SusTg field, select Teacher Suspension from the drop-down list. 11. Click the button to save the data. The Suspension screen Proceed to the Additional Info tab instructions on the next page. SBCUSD Information Technology Department Page 39

40 Additional Info Tab 1. Click on the Additional Info tab. Aeries Discipline Manual 2. Click on the button to continue entering Teacher Suspension information into Aeries. 3. In the Law Enforcement Notified? field, select NO (if law enforcement was called to handle the incident, this would not be a Teacher Suspension). 4. The Police Incident # field is not used for Teacher Suspensions. 5. In the Notifications area: Date and Type & Description fields, enter the conference date using the calendar icon, then select how the parent was notified using the drop-down list under Type & Description. Note the time, and location from the A parent-teacher conference regarding the suspension of your child has been scheduled for area on SU-84 form in the Other Comment box. If other meetings or conversations occurred between the teacher, student, parent, and/or administrator, select from the dropdown list in one of the four additional fields. See Lesson 9 - Appendix for a list of all the Type & Description codes available. Also use the Other Comments area for additional info. 6. The Grade field populates automatically. 7. The Final Disposition Date field is not used. 8. The Suspension Expulsion Date field is not used. 9. In the Spec Ed Hearing Date field, enter a hearing date, if applicable. 10. The Instructional Support field, this is an Admin decision for Teacher Suspensions. 11. In the Student has 504 Plan field, answer Yes or No from the drop-down list. 12. In the Explnd field, answer the question, Was the reason for the suspension explained. 13. In the Stmnts field, answer the question, Were statements collected? (Usually YES and from the student). Some sites keep student discipline folders for these types of files. If a student refuses to make a statement, make sure to note this in the comment field. 14. In the Suppt. field, answer the question, Did student receive Tier 1, Tier 2, and/or Tier 3 support? 15. In the 504 field, you must enter a Yes or No to answer if the student has a 504 plan. 16. In the Arrest field, select NO. 17. In the Confr. field, answer the question, Was an informal conference held prior to the suspension?. SBCUSD Information Technology Department Page 40

41 18. In the Rleas. (Released) field, select to whom the student was released to from the drop-down list, and then enter their name and relationship (e.g., Mary Jones, mother, Officer Smith) in the Other Comments field. 19. If the student is staying on campus, give details in the Other Comments field. NEVER let the student walk home during school hours, even if the parent gives verbal permission. 20. The Usr8 field is not used for Suspensions. 21. The Other Comments field is used to add additional comments. It should not be used to provide a description of this incident, that information should be recorded in the Comment field on the General tab. a. Always use quotation marks when entering a quote from someone else, whether verbal or written. Make sure you include the name of the person giving the statement and the date. If student refuses to make a statement, note it here. b. Use to explain in more detail, any fields on this screen. c. Make a note stating who was contacted and what time of day (e.g., 9/13/2012, mother informed of suspension at 9 am). d. If student refused to comment or give statement, note it here. 22. Click the button to save your changes. Teacher Suspensions are not printable in Aeries. Use print screen if needed. Per Youth Services, a Suspension also has to have an Office Referral. Referrals stay in Aeries, Suspension records may be removed if overturned. Referrals are used for intervention and may explain more about what happened. Youth Services uses this area to make more notes and keep records, the Suspension area cannot be used the same way. Bullying Suspensions that have a Victim must also have the Victims Link filled in (see Lesson 6 for Victims). SBCUSD Information Technology Department Page 41

42 Changing a Suspension of Student by Teacher Record 1. Select the desired teacher suspension record from the Violation list (right side). 2. Click the button. If you are a different person than the one who originally entered the suspension, type the word Changed: and then enter your initials in the Comment box. Make sure your initials are different from other personnel entering suspensions. 3. Make the necessary changes and then click the button to save the record. 4. Click the paper/pencil icon to edit the Administrative Decisions (Dispositions) information. 5. Click the Save button when done making the changes. If you mistakenly select an option from a pull-down list and want to remove it, select the text inside the field and press the [Delete] key. SBCUSD Information Technology Department Page 42

43 Deleting a Suspension of Student by Teacher Record A Suspension Record cannot be deleted by a user. The Tag field is used to make the Suspension Inactive. On a timely basis, the inactives are then deleted. 1. Select the desired teacher suspension record from the Violation list (right side). 2. Click the button. 3. In the Tag field, select I Inactive from the drop-down list. The Information Technology Department will delete all records that are flagged with an I on a regular basis. SBCUSD Information Technology Department Page 43

44 Lesson 5 Entering a Pending Expulsion (Assertive Discipline) This lesson will instruct you on how to enter Pending Expulsion data into Aeries. You use the Assertive Dicsipline link and the same SB_Suspension report as you do for Suspensions. It is the Violation Code and Administrative Decisions you select that make this an Expulsion Pending. Before you begin, from the Demographics page, note data in the CorrLng, 504, know the date given School Rules and make sure in attendance that day and are they Sped. If this is a Special Ed student, there must be a Sp Ed Hearing date scheduled. 1. Select the desired student. The Demographics window will display. 2. Click on the Student Data > Guidance > Assertive Discipline link in the navigation pane. 3. To view an existing record, use the drop down arrow, and then click on the record: OR, you may see the list this way: 4. Click the button. It may be above the list of Records OR it may be under the Description of Incident if you have a record open The General tab will open in edit mode. YES If the student has a record in Aeries for a Special Education Program, you will see Student is Special Ed General Tab 1. All shaded fields: Date, School, Violations and Instructional Support are required. 2. In the Date: field, click on the calendar icon and select the incident date. (xx/xx/xxxx) 3. In the Exact: time field, enter the Time of Incident. 4. The Apprx: time field is not used for Suspensions. 5. In the School: field, always leave the value in this field set to your site. If the incident occurred at another school or on a field trip, enter the exact location in the Description of Incident field. SBCUSD Information Technology Department Page 44

45 6. The Incident ID: field, the program will automatically insert the number. See Lesson 7 - Discipline Incidents to link students, Referrals and Suspension/Expulsion records by Incident ID# s. 7. In the Referrer: field, select the Administrator issuing the Expulsion from the drop-down list. 8. Substitute? not used at this time. 9. In the Location: field, select from the drop-down list. See Lesson 9 - Appendix for a list of all the Location codes available. 10. In the Violations: field, select the behavior from the drop-down list. See Lesson 9 Appendix, Violations codes for a list of all the violations available. When using a bullying code, it must be accompanied by another code. For example, A1-Cause Serious Physical Injury and X3-Engages in bullying based on In Lesson 9 see the X codes for bullying. Make sure you select the appropriate code: Expulsions are almost always the s and the code has one letter and one number like A1. In most cases, Suspensions are all the s and the code has two letters like AA. 11. Pre-Referral Intervention not used. 12. The Possible Motivation field is not used for Expulsions. 13. In the Weapon Type field, enter the type of weapon if reason for the Expulsion involved a weapon. See Lesson 9 - Appendix for a list of all the Weapon Type codes available. 14. The Demerits field is not used. 15. In the Initials field, type in the initials of the person inputting the data (max of 6 digits). This is case sensitive (e.g., kj is not the same person as KJ). 16. In the Tag field, select I Inactive if you want to flag this record for deletion. The Information Technology Department will delete records showing an I on a regular basis. 17. In the Instructional Support field, this has to be YES. They must receive Academic Packets. If the student is special education and has been suspended, Instructional Support is required on Day 10, Day 11, and future suspensions. Please mark Yes if the team has put a plan in place to addressed services. Service should be documented by the casecarrier. 18. Removal to Interim Alt Setting displays if student is Special Ed. Select 1,2, or 3 from the drop down menu. a. Interim Alternative Setting is not a suspension. It is formal process that is only determined by an IEP team. MOST RESPONSES WILL BE CHOICE Choice 1-Removal by Hearing Office 2. Choice 2-Removed by School Personnel 3. Choice 3-No Removal 19. In the Description of Incident field, enter FACTS and essential comments about the incident. a. Always use quotation marks when entering a quote from someone else, whether verbal or written. Make sure you include the name of the person giving the statement and the date. b. Write a description of the incident. FACTS only. c. No other student names or ID# s are allowed. The Incident ID number is used to cross reference. 20. Click the button to save the data. SBCUSD Information Technology Department Page 45

46 DO NOT USE THIS LETTER. When inputting is completed, you will use the District s Suspension Letter located in View All Reports. 21. Click on the to enter the Disposition Code. The Administrative Decision Data from DSP Table screen appears 22. Click in the top field to get the options, select the appropriate Expulsion code from the drop-down list. 23. In the Days field, enter 5. For Expulsion, Pending, this must be 5 days. 24. The Hours field is not used for Suspensions. 25. In the Start Date field, type the Incident Date (xx/xx/xxxx) for the Expulsion and then use the Tab key. The End Date and Return Date will automatically populate based on the value entered in the Days and Start Date fields. For an Expulsion Pending, remove Return Date. The student will not be returning. 26. In the Return Date field: delete the Return Date. 27. The Rtn Status and Rtn Loc fields are not used. 28. In the Authority field, select 10 School or District Personnel only. 29. The Placement field is populated by Youth Services. 30. The Result field is not used for Expulsion Pending. 31. In the SusTg field, select Expulsion Recommended. 32. Click the button to save the data. The Suspension screen should look similar to this: SBCUSD Information Technology Department Page 46

47 Additional Info Tab Aeries Discipline Manual 1. Click on the Additional Info tab. 2. Click on the button to continue entering the Expulsion information into Aeries. DO NOT LEAVE Not Applicable in any field. Answer YES OR NO 3. In the Law Enforcement Notified? field, select Yes if law enforcement was called for the incident or No if they were not. It is Yes even if no arrest was made. 4. In the Police Incident # field, if Law Enforcement was notified, enter the citation, incident or report number from the police officer, and then in the Other Comments field, enter the name of the officer and what department they are from. 5. In the Notifications area: Date and Type & Description, be certain to select these 2 from the drop-down list (in this order), you must answer these and show they have been done by including the dates completed: 1. Due Process Meeting Scheduled (meeting with parent/guardian). 2. Student Informed of School Rules (when student was given written rules, make sure student was here on the date you enter). 3. The 3 rd & 4 th entries are optional (list who was notified in the Other Comments area). See Lesson 9 - Appendix for a list of all the Type & Description codes available. 6. The Grade field populates automatically. 7. The Final Disposition Date field is not used for Expulsions. 8. The Suspension Expulsion Date field, enter the date given as the End Date in the General Tab>Administrative Decisions window. 9. In the Spec Ed Hearing Date field, enter a hearing date (must be within the 5 days). Mandatory for Expulsions. 10. In the Student has 504 Plan field, answer Yes or No from the drop-down list. SBCUSD Information Technology Department Page 47

48 11. In the Explnd field, answer the question, Was the reason for the Expulsion explained? 12. In the Stmnts field, answer the question, Were statements collected? (Usually YES). Some sites keep student discipline folders for these types of files. If a student refuses to make a statement, make sure to note this in the Other Comments field. 13. In the Suppt. field, answer the question, Did student receive Tier 1, Tier 2, and/or Tier 3 support? 14. In the 504 field, you must enter a Yes or No to answer if the student has a 504 plan. 15. In the Arrest field, enter the answer to the question, Was the student arrested? If a citation was written, an arrest was made. Select No if not applicable. a. Yes In Custody, if transported to Juvenile Hall. b. Yes Out of Custody, means the student was cited then released. If Yes is selected, Enter the Violation Code, Officer and Agency in the Other Comments field. 16. In the Confr. field, answer the question, Was an informal conference held prior to the Expulsion? 17. In the Rleas. (Released) field, select to whom the student was released from the drop-down list, and then enter their name and relationship (e.g., Mary Jones, mother, Officer Smith) and the time in the Other Comments field. NEVER let the student walk home during school hours, even if the parent gives verbal permission. 18. The Usr8 field is not used for Suspensions. 19. The Other Comments field is used to add additional comments. It should not be used to provide a description of this incident, that information should be recorded in the Description of Incident field on the General tab. a. Always use quotation marks when entering a quote from someone else, whether verbal or written. Make sure you include the name of the person giving the statement and the date. If student refuses to make a statement, note it here. b. Use to explain in more detail, any fields on this screen. c. Make a note stating who was contacted and what time of day (e.g., 9/13/2012, mother informed of suspension at 9 am). d. If student refused to comment or give statement, note it here. e. If an interpreter was used to explain the suspension, state this and include interpreter s name. 20. Click the button to save your changes. SBCUSD Information Technology Department Page 48

49 21. Run the SB_Suspension Report in View All Reports to generate the letter. See Lesson on Generating the Notice of Suspension Report. Per Youth Services, a Suspension/Expulsion also has to have an Office Referral. Referrals stay in Aeries, Suspension/Expulsion records may be removed if overturned. Referrals are used for intervention and may explain more about what happened. Youth Services uses this area to make more notes and keep records, the Suspension/Expulsion area cannot be used the same way. Bullying Suspensions and all Expulsions that have a Victim must also have the Victims Link filled in (see Lesson 6 for Victims). If these steps are followed, a check mark will be placed on the Notice of Suspension form next to Pending recommendation for expulsion and Extension of Suspension Requested. The new Victims tab is used to show if any victim s records were created in regards to this incident. You will only see this information if you have permissions. The Witness Tab is not used at this time. SBCUSD Information Technology Department Page 49

50 Lesson 6 Entering Bullying of Victims Information (VICTIMS Link) This lesson will instruct you on how to enter data for Victims into Aeries. All Bullying Suspensions must have the Victims Link filled in. All Expulsion cases that have a victim(s) must have the Victims Link filled in. 1. Select the victimized student. The Demographics window will display. 2. Click on the Student Data > Guidance > Victims link in the navigation pane. 3. For a new record, select the button, for adding a record, select the button. The Victims Screen opens. 4. In the Date field click on the calendar icon and select the Incident date. 5. In the Type field for an Expulsion Pending violation, click the drop down arrow and select the same Type used for the Expulsion Pending Violation record of the perpetrator. In the Type Field for a Suspension Violation involving Bullying only, click the drop down arrow and select the same bullying type used for the suspension violation record. 6. In the Status field, select the appropriate drop down from the list. 7. Under the Basis of Harassment area, select the type of Bullying this is determined to be (see picture above). 8. In the Grade field, make sure it is correct for this student. 9. In the Incident ID field, type the Incident ID# from the Suspension/Expulsion record created for this incident. You must insert the number; the system does not insert this for you. 10. In the School of Incident field, select the student s active school even if the incident occurred somewhere else. Explain under Comments if the incident occurred somewhere other than the student s campus. 11. In the Incident Location field, this should match the perpetrator s location. 12. In the Comments field: a. List FACTS only about the incident. A full description of what happened. b. List name(s) and the details of any interventions done by a counselor, principal, teacher, etc. c. List who, if anyone, picked up the student and the time. d. No other student names or ID s are allowed. 13. Click the button. SBCUSD Information Technology Department Page 50

51 Deleting a Victims Record A Victim Record cannot be deleted by a user. The Status field is used to make the record Inactive. On a timely basis, the inactives are deleted. 1. Select the desired Victim record from the list (right side). 2. Click the button. 3. In the Status field, select I Inactive from the drop-down list. The Information Technology Department will delete all records that are flagged with an I on a regular basis. SBCUSD Information Technology Department Page 51

52 Lesson 7 Linking Student s Referrals, Suspensions and Victims records When a record is created, Aeries will automatically assign an Incident ID to that record. This screen lists all discipline and victim records for your site. You can display records by a date or range of dates, and/or by Incident ID s. Incident ID# s can be given to a record to link records. See the following pages for linking and copying records and Incident ID# s. 1. Click on the Student Data > Guidance > Discipline Incidents link in the navigation pane. 2. The Filter Options screen opens. You have 2 options: Dates and Incident ID. 3. To use the Date fields, put a check mark in the Dates box. 4. If you know the incident date, then use the View Date Picker (Calendar) to select the Start and End Dates. 5. If you do not know the exact date, select a range of dates for the Start and End dates. 6. To look up using an Incident ID number, put a check mark in the box. 7. Type the Incident ID number in the blank Incident ID box 8. It is recommended that you use the date and Incident ID fields together, this way you limit the list. 9. To run the list, click on the icon. SBCUSD Information Technology Department Page 52

53 Link Assertive Discipline and/or Student Referral Records Use the Discipline Incidents screen to link records that are related. This is useful if other students were involved in the same incident, or when a Student Referral record is created, use the same Incident ID number if a Suspension/Expulsion record will also be created. There are 3 ways to link records. The first way Use the Incident # from the very first record created 1. When creating a suspension or referral record you can force the Incident ID# s to be the same by using the first number assigned (e.g., if you create the referral first, use the Incident ID number given to that referral when you create the suspension record or vice versa) to all remaining related records you will create. 2. All related records must have the same date and location in order to work, otherwise you will get an error message that the number has already been used. 3. Make sure to put the Incident ID number in as soon as you open the next related record so that Aeries does not assign a different number. The second way Change the Incident ID field in the Discipline Incident screen 1. Follow Lesson 7 to get to the Discipline Incident screen. The numbers in the first column are the Incident ID numbers given by the program as you create the records. Do not create your own numbers. This cannot be undone. Make sure you know what you are changing. 2. Double click on the Incident ID number you want to change, it should be highlighted. 3. Type the Incident ID number that you want matching another student s or Suspension or Office Referral. 4. Save by clicking the Reload Data icon. The third way - See Copy Assertive Discipline SBCUSD Information Technology Department Page 53

54 Copy Assertive Discipline This will show you how to copy a record to another student. This would be useful if other students were involved in the same Suspension incident and you want the incident ID number to be the same for all students involved. DO NOT SELECT A REFERRAL IN THE ASSERTIVE DISCIPLINE SCREEN TO COPY. You cannot copy Referrals. This action will corrupt data. You will have to manually create the Referral record. Create a record for the first student with all the necessary data and Update (save) it. 1. Leave the check mark in, Use the same Incident ID#... this way they will be linked when brought up in the Discipline Incident screen. 2. DO NOT check any other box. 3. Select all students involved in the incident (verify StuID). To select more than one, click on each student until all have been selected. 4. The Total, at the bottom, should match how many students you have selected. 5. Click the button. A message will pop up with the number of students copied. 6. Click on OK. 7. Check the other student s records for accuracy and change any data in the individual s record as needed. SBCUSD Information Technology Department Page 54

55 Lesson 8 Generating Discipline Reports in Aeries This lesson will instruct you on how to get reports needed from the Assertive Discipline and Student Referral areas of Aeries. Suspension Exceptions Report This report shows any data discrepancies in a student s Suspension record. This report should be run every week to correct data as soon as possible for state reporting. 1. In the Navigation Tree, click on the Reports icon. 2. In the Filter Reports field: type the word Exception. 3. Click on report. 4. Run Report. 5. Select the school year and school. 6. Click View Report. 7. Click on the floppy disk and select Excel. It should download into your bottom left corner or come up on your screen. The yellow represents the fields in the student s record that need to be corrected. In this picture, Notification Type 2 and 3 represent data in the Additional Info tab, Notification area. If yellow in a blank field, you must select something from the drop-down of that field. If the report does not open, check for a Pop-up blocker. SBCUSD Information Technology Department Page 55

56 Anecdotal report for one student (Green Folder for expulsions) 1. Select the student. 2. Click the Student Data > Guidance > Assertive Discipline link on the Navigation pane. 3. Click the button in the top left corner. The Print Student Assertive Discipline Report options screen displays. 4. Select the desired report options. 5. Select the Print Additional Info box. This will include the information on the Aeries Additional Info Tab. 6. If there are a lot of records, you must use the Limit By Dates check box. Run 6 months at a time. 7. Click the Run Report button (bottom of screen). 8. At the File Download dialog box, click the Open button. The report displays in the Adobe Reader window. 9. Print the report by clicking the button or giving the File > Print command. 10. Close the Adobe Reader and View Report screens. The report will show Referrals. Look for the R in the field. For Referral, Suspension or Expulsion reports by themselves, it is best to use View All Reports. Explanation of commonly used Assertive Discipline Reports Discipline Distribution Report (ADS) Lists how the discipline violations are distributed by ethnic code, special education, and/or data entered in any of the user defined fields (U1 thru U8) on the Additional Info tab. Discipline Report (DIS) Not used. Student Discipline Reports/ADS This report displays the details of one or more student s discipline records. The same report displays when you click the Print button within the Assertive Discipline screen. Suspension Attendance Listing by Student This report displays a summary of attendance data for specified students with discipline records. Suspension Details This report displays all students with suspensions. If you export in Excel format, you can sort the data as needed. SBCUSD Information Technology Department Page 56

57 Print Assertive Discipline Reports Aeries Discipline Manual 1. In the Navigation Tree, click on the Reports icon. 2. From the Navigation Pane, click on the View All Reports link. 3. Click on the drop-down list to the right of the Category field and select SBCUSD Suspensions or SBCUSD Office Referrals. 4. Point to the desired report (refer to summary of reports above) and click. The Print Options screen displays. 5. Select the desired Report Format (e.g., PDF). 6. Select the desired Report Delivery. a. Report Delivery: i. None no sent. ii. w/o Attachment but no file. iii. w/ Attachment and file. 7. Select the desired report options. Each report will have different options to select. The screen shot below is an example of the Discipline Distribution Report. If the report does not open, check for a Pop-up blocker. This is an example of the Discipline Distribution Report. This report gives a total of records by the Description code (see picture below). SBCUSD Information Technology Department Page 57

58 Discipline screen not used Assertive Discipline screen Click Yes to toggle to No. No will disable this code. Make sure the selections are similar to this screen. 1. Open View All Reports. 2. In the Filter field, type Distrib, and then select Discipline Distribution Report. You can select options to show how many disciplines by Code (blue shading on left side), grade, ethnicity OR Attendance Program. Check the box next to Limit to incidents occurred at this school if you do not want incidents from other schools in your totals. 3. Click the Run Report button. 4. At the File Download dialog box, click the Open button. The report will display inside an Adobe Reader window. 5. Print the report using the Print button or File > Print command. 6. Close the Adobe Reader window. 7. Close the View Report dialog box. CD, CD1, CD2, CD4, and CD5 are the Code Description fields in the General tab, Assertive Discipline screen SBCUSD Information Technology Department Page 58

59 Lesson 9 Appendix This appendix lists all available codes for the Student Referral and Assertive Discipline Screens. Both means the list applies to both Referrals and Assertive Discipline screens. Problem Behavior Codes List - Referrals Administrative Action Codes List - Referrals Type & Description Codes List - Referrals Environmental Codes List - Referrals Function Codes List - Referrals Others Involved Codes List - Referrals Teams List - Referrals Violation Code List - Assertive Discipline Suspension Incident Rank Orders List - Assertive Discipline Disposition Codes List - Assertive Discipline Placement Codes List - Assertive Discipline Type and Description Code List Assertive Discipline Location Codes List - Both Initials for Administrators and Persons Entering Referrals List - Both Substitute List Both Campus Security Office List (CSO) Both Weapons Type List Suspensions/Expulsions only SBCUSD Information Technology Department Page 59

60 Problem Behavior Codes List Student Referral These are all the codes available to use under the Student Referral General Tab. On the SU-275B form, under Problem Behavior, only one can be put onto the form. This list can be handed out to teachers so they know more options are available. If not listed on the form, write in next to Other: SBCUSD Information Technology Department Page 60

61 Administrative Action Codes List - Student Referral These are all the codes available to use under the Student Referral General Tab. On the SU-275B form, under Administrative Action Taken, any of these can be put onto the form. This list can be handed out to teachers so they know more options are available. If not listed on the form, write in next to Other: SBCUSD Information Technology Department Page 61

62 Type & Description Codes List Student Referral These are all the codes available to use under the Student Referral Additional Info Tab for Type & Description. On the SU-275B form, under Last parent/guardian contact and Type of Communication, any of these can be put onto the form. This list can be handed out to teachers so they know more options are available. If not listed on the form, write it in as close to the existing options on the form as possible. SBCUSD Information Technology Department Page 62

63 Environment Codes List Student Referral These are all the codes available to use under the Student Referral Additional Info tab. On the SU-275B form, under Environmental Factors, any of these can be put onto the form. Select only one. This list can be handed out to teachers so they know more options are available. If not listed on the form, write in next to Other: Function Codes List Student Referral These are all the codes available to use under the Student Referral Additional Info tab. On the SU-275B form, under Possible Function, any of these can be put onto the form. Select only one. This list can be handed out to teachers so they know more options are available. If not listed on the form, write in next to Other: SBCUSD Information Technology Department Page 63

64 Others Involved Codes List Student Referral These are all the codes available to use under the Student Referral Additional Info Tab, Others Involved. On the SU-275B form, under Others involved in the incident, any of these can be put onto the form. This list can be handed out to teachers so they know more options are available. If not listed on the form, write it in as close to the existing options on the form as possible. Teams List Student Referral These are all the codes available to use under the Student Referral, Additional Info Tab, Team. On the SU- 275B form, under Team/Track, any of these can be put onto the form. If not listed on the form, write it in as close to the existing options on the form as possible. If using Teams make sure the Team number assigned to a team remains consistent. E.g., Team 1 = Bears, Team 2 = Cougars. Give this list with the team names written in the corresponding column to anyone that may input data into Aeries Student Referrals. SBCUSD Information Technology Department Page 64

65 Violations Code List Assertive Discipline (Suspension and Expulsion Codes for Assertive Discipline) These are all the codes available to use under the Assertive Discipline, General Tab, Violations field. These will fill in the Reason for Suspension and Education Code Section on the Notice of Suspension form (SU-83). In most cases s are for Suspensions only and s are for Expulsions only SBCUSD Information Technology Department Page 65

66 Suspension Incident Rank Order List Assertive Discipline Use this list, in this order, if more than one Code/Description is used. These are in order of highest (1) violation to lowest (33). E.g., Possession of Sale Of Firearms would be listed in the first drop-down, then Possession of Dangerous Objects would be listed in the next drop-down. SBCUSD Information Technology Department Page 66

67 Weapons Type Suspension/Expulsion Administrative Action Disposition Codes List Assertive Discipline These are all the codes available to use under the Assertive Discipline, Administrative Decisions link. SBCUSD Information Technology Department Page 67

68 Placement Codes List Assertive Discipline These are all the codes available to use under the Assertive Discipline, General Tab, Administrative Action link, Plcmnt field. If applicable, this will be populated by Youth Services. SBCUSD Information Technology Department Page 68

69 Type & Description List Assertive Discipline These are all the codes available to use under the Assertive Discipline Additional Info Tab for Type & Description. Location Code List These are all the codes available to use under the General tab in Assertive Discipline, Additional Info tab in Student Referral. On the SU-275B form, under Location, any of these can be put onto the form. Make sure to only select one. This list can be handed out to teachers so they know more options are available. If not listed on the form, write in next to Other: SBCUSD Information Technology Department Page 69