PBIS (Positive Behavior Intervention Support) Discipline Tracking in the AS/400

Transcription

1 Background PBIS (Positive Behavior Intervention Support) Discipline Tracking in the AS/400 In September, 2006, new input and reporting features were added to the K-12 Student Management software to assist administrators in the data collection for implementing PBIS (a systems approach to proactive school-wide discipline for all students). These new features can also be useful for schools not participating in PBIS. The new features include: Four data fields were added: ODR (office disciplinary referral), TIME (of day the incident occurred), SCH (school where incident occurred, and LOC (location within the school where the incident occurred). A data base management feature (F6-13-Field #1) was added to enable the user to do mass changes to the ODR, TIME, SCH, and LOC data fields which are located on the individual discipline screen (F6-9). The Discipline Incident Report (F6-12-2) was created. It allows the user to create both a paper report and a file to be downloaded from the AS/400 to an EXCEL spreadsheet. The reporting parameters allow the user to restrict by date range, school year, violation code, action code, grade level, handled by, and teacher number. The output report options are: paper report, excel file, or both and can be sorted by date or violation code. Entering the Discipline Data (F6-9) New data fields on F6-9 (Individual Discipline Screen): ODR Time Sch Loc It is important whenever possible to specify the TCHR # Use F10 to select a teacher. When using the Referred By field, try to be consistent. This field is not as reliable for analysis. Page 1 of 9

2 ODR: office disciplinary referral which is any student behavioral issued referred by building staff to the office administration (Principal, Vice Principal, or designee), Time: time of day the incident occurred. Entered in military time. Example: 3:05pm would be entered as Sch: the school at which the incident occurred. Example: M23 = Pierce Middle School, M31 = Fieler Elementary School, M11 = Merrillville High School Loc: the location within the school. These locations need to be consistent across the district. Pierce and Fieler administrators (original participants of PBIS) have defined the following: ADET After School or Sat Detention AGYM Auxiliary Gym BATH Bathroom BUSD Bus CAFÉ Cafeteria CLAS Classroom HALL Hallway LDET Lunch Detention LIBR Library MGYM Main Gym PLAY Playground SWEL Stairwell PLOT School Parking Lot CLAB Computer Lab DBMS (Database Management System) Updating Information (F6-13) A new function, F13 Discipline DBMS, has been added to the Attendance and Discipline Systems Master Menu. This function is only available at the school level. Currently only one option is available, field number 01 (ODR, Time, Sch, Loc). Until additional options are added, the Field to be Updated value will default to 01. When additional options are added, the default will be removed. Student records can be selected based on several optional criteria. However, the field number to be updated, beginning date, and withdrawn student fields are required. Option 01 allows the user to maintain a student s time, school, and location of a specific disciplinary incident. Incident records will be displayed in ascending order, which is the opposite of when a student s incident records are displayed in F6-9 (Maintain Discipline Data by Student). This means when viewing incidents in F6-9 for the same date, the second incident entered will be displayed before the first incident entered for the same date. When viewing the same student s records in database management, the second entered incident for the same date will be displayed after the first entered incident. If a Page 2 of 9

3 value is entered in the time field, it will be edited for a valid military time format. The school and location fields are not edited. A user must have discipline access rights of R, W, or A to view records and discipline access rights of W or A to update records. F6-13 Discipline DBMS Field to be updated: currently only option is 1 Date Range: required All other selection fields are optional F12 for help with Teacher #, Violation Code, or Action Code Example: Display all 7R team students with discipline between 8/24/06 thru 10/23/06 Do not include withdrawn students F Code Help Page 3 of 9

4 ODR, Time, School and Location can be inputted, modified or erased from these screens For Location: Refer to district defined list on page 2 (Section: Entering Discipline Data) Press ENTER to update F6-13 Result Screen Discipline Incident Reports (F6-12-2) This feature has options to create a paper report only, an Excel file only, or both. If created the EXCEL file will be located within the school s library KM??DATA with a file name of XLDISC. This report can only be run at the school level. Tips: Must specify a date range Can access previous years data but not by directly specifying here. See section titled Accessing Different School Year Can limit report or file by any or all of the following: Violation Code Action Code Grade Level Handled By Referred By Teacher # Output Options: Paper Report, Excel File or Both F Discipline Incident Report Parameter Screen Sort Options: Date or Violation Code Page 4 of 9

5 Successful completion of report and/or creation of export file Library & File name for EXCEL transfer file KM??DATA XLDISC(XLD001)??=school # (e.g., 23 for Pierce) Number of records represents the number of incidents for the requested date range This report will be sorted by date or violation code as you specified and include incidents which occurred during a specified time frame. F Report Result Report includes: Grade, Team(if applicable), Student ID and name, date of incident, time, school, location, violation code, action code, incident #, teacher # (if specified in student discipline entry screen) and referred by teacher name Sub-Totals by date or violation code and grand total of all incidents Page 5 of 9

6 Transferring the Discipline Data from AS/400 to Your PC If you selected B=Both or E=EXCEL on the F report screen, you can transfer the discipline incident report data from the AS/400 to your PC and save it in EXCEL. From EXCEL you can sort, resort, use Data Filter, graph, etc. If you have this icon on your PC desktop double <Click> it Otherwise: Select <START>, <PROGRAMS>, <IBM iseries Access for Windows>, <Data Transfer from iseries Server> You will get the following dialog box: 1. iseries File name See below for complete file name 2. PC Output Device: Defaults to Display you need to use the arrow to select FILE 3. Before transferring data, you must specify the Details of the PC Output Device Click on Details and refer to screen shot on the next page. 4. PC File Name: use the BROWSE to select the PC location for storing your file Specify an extension of:.csv Specify the iseries File Name: KMnnDATA/XLDISC(XLD001) Specify zeros 5. Click on Transfer data from iseries. Where nn = your school number (example: Pierce is 23, Fieler is 31, etc.) Page 6 of 9

7 This is the screen shot of Step 3 on previous page File Details Specify whether you want to create, overwrite or append to the file specified in Step 4 on previous page. Select a File Type compatible with EXCEL: Comma Separated Variable (CSV) (Recommended file type) Translate server data to: ASCII (this is the default) Deselect save transfer description Click OK After you click OK The data will transfer from the AS/400 to the PC location and file name you specified The transfer request will report the number of Rows Transferred Click OK The process is now complete. You can now open the transferred file with Microsoft EXCEL. In EXCEL, you will be able to sort, resort, data filter, graph, etc. You will need to save your file in the Excel workbook format. To save, select: <File> <Save As> Specify file name Specify file type: Microsoft Office Excel Workbook Page 7 of 9

8 Attendance/Discipline - Accessing a Different School Year (F6-24) This feature was added with the Fall 2006 RDS release. It allows restricted Administrative security access to previous years attendance and discipline data. This feature should be used with caution. Be careful not to alter historical data. The function s primary use is to review student historical data and run reports for student data which can not be accessed in current year. To run attendance and discipline reports for previous years, you will need to use the F24 (Access Different School Year) function. Select: F24 to access a different school year F6 Attendance and Discipline Systems Master Menu Page 8 of 9

9 Specify: The school year you want to view The school you want to view ************************* To return to current year, you must return to the Student Records (K12) System Master Menu Use F16 (Exit) when done. ************************ F6-F24 Attendance & Discipline System Master Menu Access Different School Year While working in a different school year, the school year will be displayed and will flash The school you are accessing will be displayed in the upper left corner. Attendance and Discipline data can be viewed and reports can be run for previous school years. When done reviewing previous year, remember to exit (F16) back to the main K-12 menu to return to current year. Page 9 of 9