Entering Discipline Referrals Suspensions Expulsions Victims

Transcription

1 Entering Discipline Referrals Suspensions Expulsions Victims Information Technology Department Revised August 15, 2018

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3 Training and Support You may contact the following offices for assistance with the Aeries system: Aeries Entering Discipline 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 Revisions: 06/05/2018 Updates for the New Web Look Explain using the new Filtering pages Other minor changes SBCUSD Information Technology and Youth Services Departments Page 3 of 68

4 Introduction This manual is based on the SBCUSD Aeries Student Information System. Aeries Entering Discipline This manual is to be used in conjunction with the Procedures for Discipline from Youth Services. 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 current Aeries documentation. Look for the revision date on the document to see when the information was last updated. 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 and Youth Services Departments Page 4 of 68

5 Table of Contents Table of Contents... 5 Lesson 1 SBCUSD Low Level Referral Form... 7 Low Level Referral Flowchart... 8 Explanation of Minor Offenses and Major Infractions... 9 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 Referrals Exceptions Report For Individual Student Referral Reports 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) 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 Aeries Entering Discipline SBCUSD Information Technology and Youth Services Departments Page 5 of 68

6 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) Aeries Entering Discipline SBCUSD Information Technology and Youth Services Departments Page 6 of 68

7 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 and Youth Services Departments Page 7 of 68

8 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 and Youth Services Departments Page 8 of 68

9 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 and Youth Services Departments Page 9 of 68

10 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 and Youth Services Departments Page 10 of 68

11 Entering data into Aeries from the Office Referral Form You will transfer the information from the Office Referral Form in to the appropriate fields in the Aeries-Student Referral area. To see a list of all the drop down codes for each field, see Lesson 9. Aeries Entering Discipline Transportation can give the sites Bus 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. 1. Select the student from Search Students. 2. Click on the Pages Icon, type Referral in the Filter field. 3. Select Student Referral from the list. 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, School of Incident and Instructional Support question on the Additional Info tab). 2. In the Date field, click on the calendar icon and select the incident date if not the current date. 3. In the Problem Behavior field, select one behavior from the drop-down list. The selected behavior should answer the question, what was the initial behavior that caused the problem to start? 4. In the Administrative Action field, select the administrative action from the drop-down list. 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., The student is being suspended). 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. 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. SBCUSD Information Technology and Youth Services Departments Page 11 of 68

12 8. In the Incident ID field, the program will automatically insert the number. It is possible to link students by Incident ID# s and to link all of a student s discipline records using the same Incident ID#. If you will also be creating a Suspension record for this incident, make sure to write down this number so you can force the Incident ID# s to be the same (See Lesson 7). 9. In the Tag field, select I Inactive if you want to tag the referral record for deletion. 10. In the Referral field, select the referring staff member from the drop-down list. 11. In the Admin Init field, type the initials of the administrator who processed the referral. Make sure to use the same initials for the same person all the time (i.e., case sensitive).you can input up to six characters in this field, but no spaces. 12. In the School of Incident field, always leave the value in this field set to your site. If incident occurred at another location, enter in the Comment field. 13. In the Comment field, Type exactly what is given or written, even if miss-spelled. NO OTHER STUDENTS NAMES OR ID S ARE ALLOWED. Enter additional details and comments if necessary. a. The person entering the referral should type their initials. b. Always use quotation marks when entering a quote from someone else, whether verbal or written. Make sure you include the date and name of the person giving the statement. c. If there are Low Level Referrals (BU-276), 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 and Youth Services Departments Page 12 of 68

13 Additional Info Tab Aeries Entering Discipline 1. Click on the Additional Info tab. 2. Click on the button to edit. 3. The Law Enforcement Notified? field is only used if the school police are called. Select YES or NO. 4. The Incident # field, is used if law enforcement is involved. 5. The Grade Level field is populated automatically. 6. In the Weapon Type field, select the type of weapon from the drop down list. 7. In the Date and Type & Description fields, select the date and how the parent/guardian was notified. 8. In the Location field, select the place where the incident occurred from the drop-down list. 9. In the Exact Time field, type the exact time. 10. In the Apprx Time field, only use if exact time is not known. 11. The Final Disposition Date and Suspension Expulsion Date fields are not used. 12. In the Student is Special Ed field, answer YES or NO. 13. The Spec Ed Hearing Date field is optional. Input a date if it is known. 14. The Instructional Support field is mandatory, answer YES or NO. 15. In the Environmental field, select from the drop-down list. Only one factor should be selected. If more than one is selected, have the Referring Staff or Administrator fix it. The selected Environment Factor should answer the question, What was happening in the environment at the time of the misbehavior? 16. In the Function field, select from the drop-down list. Only one should be selected. If more than one is selected, have the Referring Staff or Administrator fix it. The selected Possible Function should answer the question, What is the hypothesized reason for engaging in the misbehavior? 17. In the Others involved field, select from the drop down. Never enter other student names or IDs in this field! 18. Usr6, Usr7, & Usr8 are not used. 19. The Other Comment field should be used to record additional steps taken by administrators during and after the incident to correct the behavior, and/or more detail regarding this screen. a. Never enter any other student names or IDs. b. Always use quotation marks when entering a quote from someone else, whether verbal or written. Make sure you include the date and name of the person giving the statement. 20. Click the button to save the record. Do not press the [Enter] key to save records. SBCUSD Information Technology and Youth Services Departments Page 13 of 68

14 Changing a Referral Record Aeries Entering Discipline 1. Click on the Pages Icon, type Referral in the Filter field. 2. Select Student Referral from the list. 3. Select the desired referral (all numbers) from the Violation list (right side). 4. Click the Change button. If you are making a change to someone else s record, type your initials, the date, and then the change you are making. 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 right corner of the Student Referral screen, enter See Cum in the comment box, and then click OK. 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 and Youth Services Departments Page 14 of 68

15 Generating Student Referral Reports If the report does not open, check for it behind your screen or check for pop-up blockers. If the report does not open, check for a Pop-up blocker. Aeries Entering Discipline For Groups of Students 1. Click on the Pages Icon, type Referral in the Filter field 2. Select the desired report. (The abbreviation PB 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 on Run Report. 5. If prompted, enter your SBCUSD username and password and click the Login button. The Report Viewer screen displays with the data and options. 6. Select the desired options from the drop-down lists (e.g., Select School(s), Start Date: and/or End Date:). 7. Select View Report. This may be hidden in the right upper corner. 8. Select the icon and choose PDF or EXCEL. The report will generate. 9. To print the report, use File>Print or click the icon on the Report Viewer Toolbar. 10. Close the Report Viewer screen. SBCUSD Information Technology and Youth Services Departments Page 15 of 68

16 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 Tree, click on the Reports icon. 2. Type exception in the Filter Reports field. 3. Select SB_Referrals Exceptions. 4. If prompted, enter your SBCUSD username and password and click the Login button. 5. Click on Run Report. 6. Fill in School Year and School. 7. Click View Report. May be in the upper right corner. 8. Select the icon and choose EXCEL. Select your SAVE destination. The report will generate. It may be in the lower left corner of your screen. 9. To print the report, use File>Print or click the icon on the Report Viewer Toolbar. All the yellow areas need attention. For assistance call Youth Services, OR a Trainer, For Individual Student Referral Reports This is used to print out Referral records for one student. 1. From the Navigation Tree, click on the Reports icon. 2. Type details in the Filter Reports field. 3. Select SB_Referral Details by Student. 4. Select the desired options from the drop-down lists (e.g., Select School(s), Start Date: and/or End Date:). 5. Click View Report. May be in the upper right corner. 6. Select the icon and choose PDF. Select your SAVE destination. The report will generate. It may be in the lower left corner of your screen. 7. To print the report, use File>Print or click the icon on the Report Viewer Toolbar SBCUSD Information Technology and Youth Services Departments Page 16 of 68

17 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 Queries and Labels Manual on the District s Website or aeries@sbcusd.com. Copy and paste what is in this 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 > 08/23/2017 AND ADS.DT < 05/29/2018 > 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 Queries and Labels Manual on the District s Website or aeries@sbcusd.com. Copy and paste what is in this 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 > 08/09/2017 AND ADS.DT < 05/15/2018 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 and Youth Services Departments Page 17 of 68

18 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 and Youth Services Departments Page 18 of 68

19 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 and 504 fields. Know the date given School Rules and make sure in attendance that day. If this is a Special Ed student, note whether a future hearing date is scheduled. See Lesson 9 - Appendix for listings of all the drop down codes available. 1. Select the student from the Search Students field. 2. Click on the Pages Icon, type discipline in the Filter field. 3. Select Assertive Discipline from the list. This is the Suspension/Expulsion record screen. 4. Click the button. The General tab will open in edit mode. All shaded areas have to be filled in before you can SAVE this record. If the student has a record in Aeries for a Special Education Program, you will see Student is Special Ed or IEP. General Tab 1. In the Date: field, click on the calendar icon and select the incident date (is the day it happened). 2. In the Exact: time field, enter the Time of Incident. The Apprx: time field is not used for Suspensions. 3. In the School: field, always leave the value in this field set to your site. If the incident occurred at another location, enter in the Description of Incident field. 4. 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. ALL SUSPENSIONS/EXPULSIONS must also have an Office Referral entered into Aeries. 5. In the Referrer: field, select the Administrator issuing the suspension from the drop-down list. 6. Substitute not used at this time. SBCUSD Information Technology and Youth Services Departments Page 19 of 68

20 7. In the Location: field, select from the drop-down list. Aeries Entering Discipline 8. In the Violations: field, select the behavior from the drop-down list. 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 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). An X code must be included if a victim is involved. 9. Pre-Referral Intervention and Possible Motivation field is not used for Suspensions. 10. In the Weapon Type field, select if applicable. Describe the weapon in Description of Incident. 11. The Demerits field is not used. 12. 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). 13. 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. 14. 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 and any future suspensions for the year. Please mark Yes if the team has put a plan in place to address services. Services should be documented by the case carrier. 15. Removal to Interim Alt Setting displays only 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 a formal process that is only determined by an IEP team. MOST RESPONSES WILL BE CHOICE 3 unless told otherwise. 1. Choice 1-Removal by Hearing Office 2. Choice 2-Removed by School Personnel 3. Choice 3-No Removal 16. In the Description of Incident field, enter FACTS and essential comments about the incident. a. No other student names or ID# s are allowed. The Incident ID number is used to cross reference and is explained later in the manual. b. Always use quotation marks when entering a quote from someone else, whether verbal or written. Make sure you include the date and name of the person giving the statement. Type exactly what is given or written, even if miss-spelled. c. Write a description of the incident. FACTS only. 17. Click the button to save the data. DO NOT USE THIS LETTER. When inputting is completed you will use the District s Suspension Letter located in Reports. SBCUSD Information Technology and Youth Services Departments Page 20 of 68

21 18. Click on the to enter the Disposition Code. The Administrative Decision Data screen appears 19. Click in the top field to get the options, select SUS Suspension, Admin from the drop-down list. 20. In the Days field, enter the number of days suspended (not to exceed 5 days). 21. The Hours field is not used for Suspensions. 22. In the Start Date field, select the date the suspension will start. The End Date and Return Date will automatically populate based on the value entered in the Days and Start Date fields. 23. The Rtn Status and Rtn Loc fields are not used. 24. In the Authority field, select 10 School or District Personnel only. 25. The Placement field is populated by Youth Services. 26. The Result field is not used. 27. In the SusTg field, select S Suspension/Level 2 from the drop-down list. 28. Click the button to save the data. Review the information on the screen for accuracy. The Suspension screen filled in SBCUSD Information Technology and Youth Services Departments Page 21 of 68

22 Additional Info Tab Aeries Entering Discipline 1. Click on the Additional Info tab. 2. Click on the Change 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 or NO. It is Yes if a citation was given. 4. 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. 5. In the Notifications area: Date and Type & Description, MUST be these 3 in this order: 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 (within the suspension period). 4. The 4 th entry is optional. Usually how the parent was notified (list who was notified in the Other Comments area). 6. The Final Disposition Date field is not used for Suspensions. 7. 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. 8. In the Spec Ed Hearing Date field, enter a hearing date (mandatory for Expulsions). 9. In the Explnd field, answer the question, Was the reason for the suspension explained? 10. 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. 11. In the Suppt. field, answer the question, Did student receive Tier 1, Tier 2, and/or Tier 3 support? 12. In the 504 field, you must enter a Yes or No to answer if the student has a 504 plan. SBCUSD Information Technology and Youth Services Departments Page 22 of 68

23 13. In the Arrest field, enter the answer to the question, Was the student arrested? If a citation was written, an arrest was made. 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. 14. In the Confr. field, answer the question, Was an informal conference held prior to the suspension?. 15. 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 child leave during school hours without a parent/guardian, even if the parent gives verbal permission! The District is responsible for this child until a parent/guardian picks them up or the bell rings. 16. The Usr8 field is not used. 17. 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. NO OTHER STUDENT NAMES OR ID s are allowed. 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. 18. 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 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 and Youth Services Departments Page 23 of 68

24 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 using 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. If you do not see a date, get out of report, go back to Administrative Action in the student s record and make sure you filled it in correctly. 9. Click on This is in the upper right corner. The report will generate. DO NOT READ until you follow the next step. SBCUSD Information Technology and Youth Services Departments Page 24 of 68

25 10. Click the floppy disk icon 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 and Youth Services Departments Page 25 of 68

26 13. The Notice of Suspension will generate 3 pages: Notice of Suspension, Know Your Rights and a questionnaire. Whenever possible, print Back to Front. 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 and Youth Services Departments Page 26 of 68

27 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, if possible back to front. 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 and Youth Services Departments Page 27 of 68

28 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 and Youth Services Departments Page 28 of 68

29 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. Aeries Entering Discipline Use #3 in most cases #5 #5 SBCUSD Information Technology and Youth Services Departments Page 29 of 68

30 Changing a Suspension Record Aeries Entering Discipline 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 and Youth Services Departments Page 30 of 68

31 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 and Youth Services Departments Page 31 of 68

32 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 and Youth Services Departments Page 32 of 68

33 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 and 504 fields. Know the date given School Rules and make sure in attendance that day. If this is a Special Ed student, note whether a future hearing date is scheduled. See Lesson 9 - Appendix for listings of all the drop down codes available. 1. Select the student from the Search Students field. 2. Click on the Pages Icon, type discipline in the Filter field. 3. Select Assertive Discipline from the list. This is the Suspension/Expulsion record screen. 4. Click the button. The General tab will open in edit mode. All shaded areas have to be filled in before you can SAVE this record. If the student has a record in Aeries for a Special Education Program, you will see Student is Special Ed or IEP. General Tab 1. In the Date: field, click on the calendar icon and select the incident date. 2. In the Exact: time field, enter the Time of Incident. The Apprx: time field is not used for Suspensions. 3. In the School: field, always leave the value in this field set to your site. If the incident occurred at another location, enter in the Description of Incident field. 4. 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. 5. In the Referrer: field, select the Teacher issuing the suspension from the drop-down list. 6. Substitute not used at this time. 7. In the Location: field, select from the drop-down list. SBCUSD Information Technology and Youth Services Departments Page 33 of 68

34 8. 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. 9. Pre-Referral Intervention and Possible Motivation fields are not used for Suspensions. 10. The the Weapon Type field, if a weapon was used this would not be a Teacher Suspension. 11. The Demerits field is not used. 12. 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). 13. 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. 14. 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 and any future suspensions for the year. Please mark Yes if the team has put a plan in place to addressed services. Service should be documented by the case carrier. 15. 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 16. In the Description of Incident field, enter FACTS and essential comments about the incident. a. No other student names or ID# s are allowed. The Incident ID number is used to cross reference and is explained later in the manual. b. Always use quotation marks when entering a quote from someone else, whether verbal or written. Make sure you include the date and name of the person giving the statement. Type exactly what is given or written, even if miss-spelled. c. Write a description of the incident. FACTS only. 17. Click the button to save the data. DO NOT USE THIS LETTER. When inputting is completed you will use the District s Suspension Letter located in Reports. SBCUSD Information Technology and Youth Services Departments Page 34 of 68

35 1. Click on the to enter the Disposition Code. The Administrative Decision Data screen appears 2. Select Suspension, Teacher from the drop-down list. 3. The Days field, enter the number of days the teacher did not have this student o5r use hours. 4. The Hours field can be used for Teacher Suspensions. 5. In the Start Date field, type the Incident Date for the suspension, the End and Return Dates will auto populate. Edit as needed. 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 and Youth Services Departments Page 35 of 68

36 Additional Info Tab 1. Click on the Additional Info tab. Aeries Entering Discipline 2. You may need to click on the CHANGE button to continue entering Teacher Suspension information into the Additional Info tab. 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: a. Select conference w/student and the date. b. Select how the parent was notified. i. 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 Comments box at the bottom of this screen. c. If other meetings or conversations occurred between the teacher, counselor, student, parent, and/or administrator, select from the drop-down and type their name in the Other Comments field. d. Use the Other Comments area to explain in more detail any Additional Info field. 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, answer YES or NO. This is an Admin decision. 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). a. Some sites keep student discipline folders for these types of files. b. If a student refuses to make a statement, make sure to note this in the Other Comments field. 13. In the Suppt. field, select the support the student has received. SBCUSD Information Technology and Youth Services Departments Page 36 of 68

37 14. In the 504 field, you must enter a Yes or No to answer if the student has a 504 plan (same as above). 15. In the Arrest field, select NO. 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) in the Other Comments field. a. If the student is staying on campus, select After School. Enter where the student was sent for this suspension and in the Other Comments field. 18. The Usr8 field is not used. 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 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. 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. 20. Click the SAVE button to save your changes. Teacher Suspensions are not printable in Aeries. Use print screen if needed. Per Youth Services, a Suspension (even a Teacher 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. SBCUSD Information Technology and Youth Services Departments Page 37 of 68

38 Changing a Suspension of Student by Teacher Record Aeries Entering Discipline 1. Select the desired teacher suspension record from the Violation list. 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 and Youth Services Departments Page 38 of 68

39 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 and Youth Services Departments Page 39 of 68

40 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 student from the Search Students field. 2. Click on the Pages Icon, type discipline in the Filter field. 3. Select Assertive Discipline from the list. This is the Suspension/Expulsion record screen. 4. Click the button. The General tab will open in edit mode. All shaded areas have to be filled in before you can SAVE this record. If the student has a record in Aeries for a Special Education Program, you will see Student is Special Ed or IEP. 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 (day it happened). 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. 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. SBCUSD Information Technology and Youth Services Departments Page 40 of 68

41 8. Substitute? not used at this time. Aeries Entering Discipline 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. DO NOT USE THIS LETTER. When inputting is completed, you will use the District s Suspension Letter located in View All Reports. SBCUSD Information Technology and Youth Services Departments Page 41 of 68

42 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 and Youth Services Departments Page 42 of 68

43 Additional Info Tab Aeries Entering Discipline 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 Explnd field, answer the question, Was the reason for the Expulsion explained? SBCUSD Information Technology and Youth Services Departments Page 43 of 68

44 11. 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. 12. In the Suppt. field, answer the question, Did student receive Tier 1, Tier 2, and/or Tier 3 support? 13. In the 504 field, you must enter a Yes or No to answer if the student has a 504 plan. 14. 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. 15. In the Confr. field, answer the question, Was an informal conference held prior to the Expulsion? 16. 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. 17. The Usr8 field is not used for Expulsions. 18. 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. 19. Click the button to save your changes. 20. 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 The recommendation new Victims tab for is expulsion used to show and Extension if any victim s of Suspension records Requested. 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 and Youth Services Departments Page 44 of 68

45 SBCUSD Information Technology and Youth Services Departments Page 45 of 68

46 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 also have a Victims record. All Expulsions that have a victim must also have a Victims record. 1. Select the victimized student. The Demographics window will display. 2. Click on the Pages Icon, type victim in the Filter field. 3. Select Victims from the list. This is the Suspension/Expulsion record screen. Aeries Entering Discipline 4. For a new record, select the button, for adding another record, select the button. The Victims Screen opens. 5. In the Date field click on the calendar icon and select the Incident date. 6. 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. 7. In the Status field, select the appropriate drop down from the list. 8. Under the Basis of Harassment area, select the type of Bullying this is determined to be (see picture above). 9. In the Grade field, make sure it is correct for this student. 10. 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. 11. 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. 12. In the Incident Location field, this should match the perpetrator s location. 13. 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. 14. Click the button. SBCUSD Information Technology and Youth Services Departments Page 46 of 68

47 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 and Youth Services Departments Page 47 of 68

48 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. The Discipline Incidents 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 Pages Icon, type discipline in the Filter field. 2. Select Discipline Incidents from the list. 1. The Filter Options screen opens. You have 2 options: Dates and Incident ID. 2. To use the Date fields, put a check mark in the Dates box. 3. If you know the incident date, then use the View Date Picker (Calendar) to select the Start and End Dates. 4. If you do not know the exact date, select a range of dates for the Start and End dates. 5. To look up using an Incident ID number, put a check mark in the box. 6. Type the Incident ID number in the blank Incident ID box 7. It is recommended that you use the date and Incident ID fields together, this way you limit the list. 8. To run the list, click on the icon. SBCUSD Information Technology and Youth Services Departments Page 48 of 68

49 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 to all remaining related records you will create (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). 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 Incidents 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 and Youth Services Departments Page 49 of 68

50 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 Suspension 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 and Youth Services Departments Page 50 of 68

51 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 and Youth Services Departments Page 51 of 68

52 Anecdotal report for one student (Green Folder) Aeries Entering Discipline 1. Select the student. 2. Click on the Pages Icon, type discipline in the Filter field. 3. Select Assertive Discipline from the list. 4. Open a record. 5. Click the button in the middle of the screen. The Print Student Assertive Discipline Record Report Options screen displays. Read all the option choices: 6. Select the desired report options. 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. Click the View Report button. 9. Print the report by clicking the button or click on File > Print. 10. Close the Adobe Reader and View Report screens. For Referral, Suspension or Expulsion reports by themselves, it is best to use View All Reports. SBCUSD Information Technology and Youth Services Departments Page 52 of 68

53 Explanation of commonly used Assertive Discipline Reports Aeries Entering Discipline 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. Print Assertive Discipline Reports 1. In the Navigation Tree, click on the Reports icon. 2. From the Navigation Tree, 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. If applicable, 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. SBCUSD Information Technology and Youth Services Departments Page 53 of 68

54 This is an example of the Discipline Distribution Report. This report gives a total of records by the Description code (see picture below). Discipline screen not used Assertive Discipline screen All codes are selected by default. Click to unselect or Clear All. Make sure the selections are similar to this screen. CD, CD1, CD2, CD4, and CD5 are the Code Description fields in the General tab, Assertive Discipline screen SBCUSD Information Technology and Youth Services Departments Page 54 of 68

55 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 and Youth Services Departments Page 55 of 68

56 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 and Youth Services Departments Page 56 of 68

57 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 and Youth Services Departments Page 57 of 68

58 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 and Youth Services Departments Page 58 of 68

59 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 and Youth Services Departments Page 59 of 68

60 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 and Youth Services Departments Page 60 of 68

61 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 and Youth Services Departments Page 61 of 68

62 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 and Youth Services Departments Page 62 of 68

63 Weapons Type Suspension/Expulsion Aeries Entering Discipline 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 and Youth Services Departments Page 63 of 68

64 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 and Youth Services Departments Page 64 of 68

65 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 and Youth Services Departments Page 65 of 68