Using Conduct. User Guide Version 5.8

Transcription

1 User Guide Version 5.8

2 Copyright 2017 by X2 Development Corporation,a Follett School Solutions Company. No part of this publication may be reproduced or distributed in any form or by any means without the prior written consent of the publisher. Version 5.8

3 Table of Contents Using Conduct 5 Conduct Guides 5 Using Conduct User Guide 5 Managing Conduct Administrator Setup Guide 5 Entering Conduct Incidents 5 Enter Conduct Incident From Your Home Page Using the Conduct Workflow 6 To enter a new conduct incident: 7 Enter Several Conduct Incidents for Same Date 8 To enter conduct incidents: 8 Enter a Conduct Incident for Previous Date 10 Enter or View Conduct Incident for Specific Student 11 To view, edit, or enter an incident for a specific student from the Student tab: 11 Enter Conduct Incident Involving Multiple Students 11 To view, edit, or enter an incident for multiple students: 11 Viewing Conduct Incidents 13 View Conduct Incidents for Specific Date 13 View Conduct History 14 View Action History 14 Adding Actions to Conduct Incidents 15 Add Actions to Conduct Incident Using the Conduct Workflow 15 To add actions to a conduct incident: 16 Add Actions to Conduct Incident from Conduct Tab 17 To enter actions for an incident: 17 Enter Conduct Actions for Students on IEPs 21 Taking Detention Attendance 22 To take detention attendance: 22 View Details about Detentions Served 23 To look up detention information by student name: 23 To look up detention information by action/date: 24 Running Conduct Reports 25 Conduct Actions Report 25 To run the Conduct Action List report:

4 Conduct History Report 26 To run the Conduct History report: 26 Conduct Totals Report 27 To run the Conduct Totals report: 27 Suspension Notice Report 27 To run the Suspension Notice report: 28 Using the Bullying Investigation Workflow 28 Restore Victim's Safety 29 Notify Parents of Investigation 31 Investigate Incident 32 Determine Investigation Outcome 36 Notify Parents of Outcome 37 Investigate Accusation 38 Discipline Accuser 40 Plan Victim's Future Safety 42 Notify Law Enforcement Agency 43 Review a Portal Conduct Referral 44 Index

5 Using Conduct Use Aspen's Conduct features to manage and track conduct incidents for students. As a conduct referrer (such as a teacher or staff member), you will enter a conduct incident or report of the event. Then, Aspen system administrators or conduct managers will enter the actions taken to address the infraction. For example, if a teacher enters a conduct incident for a fight a student was involved in, the administrator can then enter that the student must serve a three-day suspension and 10 hours of community service. See Conduct User Guides for descriptions of the Managing Conduct Administrator Setup Guide and Using Conduct User Guide. Conduct Guides Using Conduct User Guide This user guide is for all users who use Aspen to: Enter conduct incidents. View conduct incidents. Add actions to conduct incidents. Manage and track detentions. Take detention attendance. Run conduct reports. Managing Conduct Administrator Setup Guide If you are an administrator or manager of your district's or school's conduct incidents, the Administrator Setup Guide helps you: Assign security roles for conduct-related activities. Define conduct preferences. Create conduct reference codes. Create and manage conduct workflows. Maintain the necessary data and tables. Customize a conduct template to help meet your state's reporting requirements. Manage and track detentions. Run conduct reports. Entering Conduct Incidents There are several ways to enter conduct incidents for students. Staff members can: - 5 -

6 Enter an incident from their Home page using the Conduct workflow. For example, a teacher can enter an incident that occurred in her classroom. School administrators and office staff can: Enter several incidents on the Conduct tab, Office Input page. For example, an assistant principal might quickly enter all incidents that were reported to him or her on the same date. Enter a single incident involving multiple students. On the Conduct tab, Office Input page. For example, if there is a fight in the parking lot, you only have to enter the incident one time, and select all of the students involved. Enter an incident for a previous day on the Incident History page. Note: You can also do this from the Conduct tab, Office Input page by typing or selecting a different date in the Date field. Enter an incident for a specific student on the Student tab. Enter Conduct Incident From Your Home Page Using the Conduct Workflow On your Home page in the Tasks widget, you can manage the conduct tasks you are responsible for, including entering a conduct incident. To enter a conduct incident, the workflow takes you to the Conduct Incident wizard. This three-step process allows teachers to choose the Conduct Referral workflow, enter the details regarding the incident, and complete the referral. Notes This is the only conduct method that allows a teacher to select students who are not registered in their own classes. If the Tasks area does not appear on your Home page, click Set Preferences in the navigation bar at the top of the page. Click the Home tab, and select the Tasks checkbox

7 To enter a new conduct incident: 1. On the Home page, in the Tasks widget, click Initiate. The Initiate Workflow wizard displays Step At the Workflow drop-down, select Conduct Referral. This will allow you to report a new conduct incident. 3. Type the date of incident or click to select the date. 4. At Student Selection, select one of the following: Selected: To select one or more students from the student pick list. Snapshot: To select a snapshot of students from the snapshot pick list. 5. Click Next. The wizard displays Step Use the following table to enter information in the fields: Field Incident date Incident time Incident ID Incident code Incident location Description Description Today's date automatically appears. Or, type or select the date the incident occurred. It can be the current or a previous date. The current time automatically appears. Or, type the time the incident occurred. If your incident IDs are auto-assigned, the system automatically enters an ID. You may be able to edit this value to match another conduct incident that might be related. To assign a new incident ID to an existing incident, on the Options menu, click Reassign incident ID. Click the drop-down to select the code that best describes the incident or is the most egregious offense (if more than one). For example, if a student was caught smoking and cutting gym class, you might select Smoking as the primary code. Click the drop-down to select the location of the incident. For all states, type a detailed description of the incident. This information does not get sent to the DOE. 7. Click Next. The wizard displays Step Confirm the information, and click Finish. The workflow now appears in the Tasks area for a conduct manager to review. Note: After you complete a task on your list, the system removes it and lists any new tasks you are responsible for. To view the tasks you completed, select Closed Tasks from the drop-down

8 Enter Several Conduct Incidents for Same Date When a student breaks a school rule, enter a conduct incident in Aspen. Then, you can add the actions you take to discipline the student for that incident. Office staff or administrators responsible for discipline at your school probably enter several conduct incidents for different students every day. To enter conduct incidents: 1. Log on to the School view. 2. Click the Conduct tab. The Office Input page appears with the cursor in the Name/ID field. 3. Do one of the following to search for a student: Type a student s full or partial name. A list of students appears, starting with the closest match. Type a student s LASID or SASID. 4. Click Add. The Conduct Entry pop-up appears: - 8 -

9 5. Use the following table to enter information in the fields: Field Description Student > Name The student s name appears. You can click to select a different student s name. Primary Code Additional Codes Click to select the code that best describes the incident or is the most egregious offense (if more than one). For example, if a student was caught smoking and cutting gym class, you might select Smoking as the primary code. Click Add to select any additional, or secondary, offenses related to the primary offense. The offense name(s) appear. Note: You can select as many codes as needed. State - Do Not Report Date Time Location Check this box if you do not want the incident reported to the state. Today's date automatically appears. Or, type or select the date the incident occurred. The current time automatically appears. Or, type the time the incident occurred. Select the location of the incident. Owner > Name Click to select the name of the administrator responsible for entering this conduct incident. Referral Staff > Name Victim/Target > Name Meeting Date Activity Date Incident ID Victims: # of Students Click to select the name of the staff member who reported the incident. Click to select the name of the student who was the victim of the incident, if applicable. Type or select the date of the meeting, if one has been scheduled, to discuss the incident with the student. (Optional) Type or select the date that the student can return to activities (sports, clubs, etc.) if you revoke their privileges. (Optional) If you auto-assign incident IDs, the system automatically enters an ID. You can edit this value to match another conduct incident that might be related. To assign a new incident ID to an existing incident, on the Options menu, click Reassign incident ID. For Massachusetts schools only: If your school is in Massachusetts, the Massachusetts - 9 -

10 Field # of Staff # of Non-school # of Unknown Offenders: # of Students # of Non-students # of Non-school DOE Description Description Department of Elementary & Secondary Education (DESE) requires these values for the Student Safety and Discipline Report (SSDR). If your school is in Massachusetts, the Massachusetts DESE requires a short, free-text description of the incident. Note: Your field name might be different. Physical Injury Description Many states require a description of any physical injuries that result from the incident. For all states, type a detailed description of the incident. This information does not get sent to the DOE. 6. Add actions, if applicable. Note: If you don't know the actions at the time you initially enter the incident, you can leave this blank, save the report, and enter the actions later. 7. Click Save to save the incident report and enter actions later. Enter a Conduct Incident for Previous Date When a student breaks a school rule, enter a conduct incident in Aspen. You might need to enter incidents that happened in the past. Staff members can enter a conduct incident for a previous date from the Tasks area on their Home page. Office staff and school administrators can enter a conduct incident for a previous date from the Incident History side-tab. Note: You can also do this from the Conduct tab, Office Input page by typing or selecting a different date in the Date field

11 To enter a conduct incident for a previous date from the Incident History side-tab: 1. Log on to the School view. 2. Click the Conduct tab. 3. Click the Incident History side-tab. 4. On the Options menu, click Add. The New Student Conduct Incident page appears. 5. Enter the incident information, and click Save. Enter or View Conduct Incident for Specific Student You can view, edit, or enter a conduct incident for a specific student from the Home page or the Student tab. To view, edit, or enter an incident for a specific student from the Student tab: 1. Log on to the School, Staff, or Health view. Note: In the Staff view, you can only view conduct incidents for your students. 2. Click the Student tab. 3. Search for and select the student. 4. Click the Conduct side-tab, then click Incidents. A list of any conduct incidents entered for the student appears. 5. Do one of the following: Click the value in the Code column to view the details of a conduct incident. On the Options menu, click Add. The New Student Conduct Incident page appears. Enter the conduct incident. Then, click the Actions sub-tab to enter any actions. Be sure to click Save,or your entry will be lost. Enter Conduct Incident Involving Multiple Students You can view, edit, or enter a conduct incident involving multiple students on the Student tab. To view, edit, or enter an incident for multiple students: 1. Log on to the School or Staff view. 2. Click the Conduct tab. The Office Input page appears. 3. Click Multi-Add. The Multi-Add Conduct pop-up appears:

12 4. In the Students box, determine how you will select the students involved in the incident: Select Selection to make your choices from the Student Pick List. Select Snapshot to choose an existing snapshot from the Snapshot Pick List. Notes: Depending on your system settings, you might not see a Shared incident ID checkbox. If you see this field and it is selected, all incidents created will be assigned the same ID number. Deselect this checkbox to generate a unique ID for each student. Also, be sure to look at the number of selected students, since the names don't appear until you click Save

13 More information about incidents involving multiple students: If after saving the conduct incident you find that another student needs to be added, create a single incident with the same Incident ID number. If you don't have proper privileges to do this, ask your Aspen system administrator for assistance. After an action has been added to the incident for all students, you can go back and add an additional action for one student, if needed. If you enter a description for the action, it will appear on a standard. 6. If restraints were used after the incident, select the Restraints tab and click the Add button to enter restraints information. Viewing Conduct Incidents Depending on your user role, you can view conduct incidents that were entered in the past: View conduct incidents for a specific date. View conduct history for all students. View conduct incidents entered for a specific student. View actions entered for conduct incidents for all students. View Conduct Incidents for Specific Date You can view all conduct incidents that were entered on a specific date in a school. To view conduct incidents by date: 1. Log on to the School view. 2. Click the Conduct tab. 3. Click the Office Input side-tab. 4. In the Date field, type or select the date you want to view conduct incidents for. Then, click Enter. The page displays all conduct incidents entered on the date you specify:

14 Notes: To move to the next date or the previous date, click the arrows beside the Date field. To view the full text of the description, click in the Description field. To view details of the incident, click the student's name. View Conduct History In the District, Intermediate Organization, and School views, you can view conduct history for all students for the current year or all years. To view conduct history: 1. Log on to the District, Intermediate Organization, or School view. 2. Click the Conduct tab. 3. Click the Incident History side-tab. 4. Refer to the filter description to see if you are viewing conduct incidents for the current school year or all records in your school or district. The page displays conduct incidents alphabetically by student: Note: To edit or view the information for an incident, click the student s name. To view the full description, click in the Description field. View Action History In the District, Intermediate Organization, and School views, you can view the history of all actions taken for conduct incidents for all students

15 To view action history: 1. Log on to the District, Intermediate Organization, or School view. 2. Click the Conduct tab. 3. Click the Action History side-tab. 4. Refer to the filter description to see if you are viewing actions for the current school year or all records in your school or district. The page displays actions alphabetically by student: Note: To edit or view the information for an action, click the student s name. To view the complete description, click in the Description field. Adding Actions to Conduct Incidents Conduct managers or administrators can add actions to a conduct incident from: the Tasks area on your Home page using the Conduct workflow; or the Conduct tab Add Actions to Conduct Incident Using the Conduct Workflow A conduct manager or administrator can add actions to a conduct incident and post the incident from the Tasks area on your Home page. You go through the same steps here as when you add actions from the Conduct tab, but it all takes place on pop-up windows from your Home page. Note: If the Tasks area does not appear on your Home page, click Set Preferences in the navigation bar at the top of the page. Click the Home tab, and select the Tasks checkbox

16 To add actions to a conduct incident: 1. On your Home page, in the Tasks widget, click Determine action next to the Conduct Referral workflow. The wizard displays Step 1:

17 Note: If you include an Incident description, it will appear on all selected students' Conduct Incident records. 2. At the bottom of the screen, select one of the following: Post: To record the incident and allow you to add an action to it. Do not record: To not record the referral as a conduct incident. Note: If you select this option, the incident will never appear on the student's record and is deleted from Aspen. Investigate (Bullying): To initiate the Bullying Investigation workflow. Note: The person who referred the conduct incident (mostly likely a teacher) will see the choice the administrator made to post, not record, or investigate the incident, along with administrator's comments. Add Actions to Conduct Incident from Conduct Tab After the specifics of a conduct incident have been added, you might determine an action the student or school must take to rectify that incident. Use the incident record to track these actions, and if and when the student or school completes them. Note: Each conduct incident can have more than one action. To enter actions for an incident: 1. Log on to the School view. 2. Do one of the following: Click the Student tab to search for and select a student. Click the Conduct side-tab. Click the name of the conduct incident you want to work with. Click the Conduct tab. Click the Office Input side-tab. At the Date field, click to select a date. Click the student's name in the appropriate row. Click the Conduct tab. Click the Incident History side-tab. Click the student s name for the appropriate incident date. The Incident page appears. 3. At the top of the page, click the Actions sub-tab:

18 Any conduct actions that have been entered for this incident appear. 4. Click Add. The Student Conduct Action pop-up appears. 5. Click to select the appropriate code for the action. The fields in the pop-up change depending on the code you select. Note: If you are entering an action for a student who is on an IEP and your district set the Conduct action threshold preference, the system might prevent you from entering an action for the student. System administrators can set a user role, usually the Conduct Manager, to override this restriction in the user role details. 6. Use the instructions for one of the following options: Detention Codes Suspension Codes Other Codes If you selected a detention code, the pop-up updates as follows:

19 7. In the calendar, click a rectangle representing the first day of the student's detention. The rectangle turns blue, and the Start Date and No. of detentions fields are automatically populated. Repeat as needed. Notes: To deselect a day, click the rectangle again. It turns white. The first day you select is the first day the student's name appears on the detention list. The student will appear on the detention list every day until the detention is served. 8. Type a Description, if desired. 9. Click OK. If you selected a suspension code, the pop-up updates as follows:

20 Note: If your district has been set up to automatically enter attendance records for suspensions, you do not need to manually enter absences for the day(s) this student has been suspended. 10. In the calendar, click a rectangle representing the first day of the student's suspension. The rectangle turns blue, and the Start Date and Duration (days) fields are automatically populated. Repeat as needed. Note: To deselect a day, click the rectangle again. It turns white. 11. Type a Description, if desired. 12. Click OK. The End Date field is automatically populated. If you selected a code other than detention or suspension (such as Apology, Loss of Course Credit, or Letter), the pop-up updates as follows:

21 13. Type a date, or click to select a Start Date. 14. If the action has been completed, select the Is action closed checkbox. 15. Type a Description, if desired. 16. Click OK. Note: You can view actions entered for all students in the current year or all years on the Action History side-tab. Enter Conduct Actions for Students on IEPs When entering a conduct action in the School view, Conduct tab, Office Input side-tab for a student on an active IEP, you might receive the following warning:

22 This is triggered by the Conduct action threshold preference, which restricts how many times certain conduct actions can be entered for students on IEPs. System administrators can set a user role, usually the Special Education Manager, to override this restriction in the user role details. When a user with this role adds a conduct action for a student on an IEP who has met the threshold of actions, he or she is able to override the restriction and continue adding the action: Taking Detention Attendance Take detention attendance in the School view by clicking the Conduct tab, Detentions side-tab. A roster of students with unserved detentions on a specified date appears. When a student is marked present, a Detention Served record is created, giving them credit for a single detention. Detention actions are automatically closed when the number of detentions served matches the action penalty time. Students are removed from the roster when they no longer have outstanding detentions. To take detention attendance: 1. Log on to the School view. 2. Click the Conduct tab. 3. Click the Detentions side-tab. A list of students who have unserved detentions appears:

23 4. To filter the detentions by code, such as Office Detention or Saturday Detention, click the Code drop-down. 5. For each student, select the checkbox in the appropriate detention column to mark them present. Note: If desired, click to type a comment. A new window opens. 6. Click Save. The system automatically reduces the Detention Count field by 1 and updates each student's Detention Served record (Student tab > Conduct side-tab > Detentions Served). Note: To take detention attendance for a different date, select or type that date in the Detention Date field and press the Tab key. View Details about Detentions Served In Aspen you can look up the details about detentions your students have served. There are two ways to view detention information: By student name By action/date To look up detention information by student name: 1. Log on to the School view. 2. Click the Student tab. 3. Find and select the student whose detention information you want to look up. 4. Click the Conduct side-tab to expand it. A list of the student s conduct incidents appears:

24 5. On the side-tab, click Detentions Served. A list of the detentions that the student has served appears: Note: Notice that for each incident, the Penalty field matches the Served field. 6. Do one of the following (optional): Click the date in the Served column if you need to change this date or to add a comment. Click the text in the Comment field to view the full comment (read-only). Click the text in the Incident > Description field to view the complete description (readonly). To look up detention information by action/date: 1. Log on to the School view. 2. Click the Conduct tab. 3. Click the Action History side-tab. A list of actions appears, broken down by student, incident, and date. 4. Find and select the appropriate record. 5. On the Action History side-tab, click Details. All of the details regarding the action appear. 6. Click the Action sub-tab. At the bottom of the page, a list of detentions served for the selected record appears:

25 Running Conduct Reports Run the following conduct reports to follow up on actions entered for incidents or to use during parent/guardian conferences: Quick Letters Conduct Actions Report Conduct History Report Conduct Totals Report Suspension Notice Report Conduct Actions Report Run the Conduct Action List report to view a list of student conduct incidents and their associated actions:

26 This report sorts actions by students last names. To run the Conduct Action List report: 1. Log on to the District or School view. 2. Click the Conduct tab. 3. On the Reports menu, click Conduct Action List. The Conduct Action List pop-up appears. 4. Enter the report parameters. The report appears in the format you select. Conduct History Report Run the Conduct History report to view all conduct incidents entered for a single student within a date range: This report sorts incidents by date in ascending order. For each incident, the report displays the following information: Date Referred by Incident Code Administrator Time Description Place Table of Actions To run the Conduct History report: 1. Log on to the District or School view. 2. Click the Student tab. 3. Search for and select the student. 4. Click the Conduct side-tab. 5. On the Reports menu, click Conduct History. The Conduct History pop-up appears. 6. Enter the report parameters. The report appears in the format you select

27 Conduct Totals Report Run the Conduct Totals report to view the number of conduct incidents or actions, broken down by category, reported at your school during the specified date range. There are many ways to group totals. Example: You might set the Group totals by field to Incidents by location to see if more lunch monitors are needed in the cafeteria. Or, to see how many students have displayed a particular disruptive behavior, group totals by Incident. To run the Conduct Totals report: 1. Log on to the District or School view. 2. Click the Conduct tab. 3. Click the Office Input, Incident History, or Action History side-tab. 4. On the Reports menu, click Conduct Totals. The Conduct Totals pop-up appears. 5. Enter the report parameters. The report appears in the format you select. Suspension Notice Report Run the Suspension Notice report to print a letter to be sent to parents/guardians regarding their child's suspension:

28 This letter goes into the student's file. You have the option of printing a parent copy, student services copy, and school copy. To run the Suspension Notice report: 1. Log on to the District or School view. 2. Click the Conduct tab. 3. Click the Incident History side-tab. 4. Search for and select the student. 5. On the Reports menu, click Suspension Notice. The Suspension Notice pop-up appears. 6. Enter the report parameters. Note: If you need to print an additional copy of this letter to be sent to another address (such as for divorced families), select the Alternate mailings checkbox. Using the Bullying Investigation Workflow If a student or family member witnesses or is the victim of a bullying incident, they can report it from the Student or Family portal. If a staff member witnesses a bullying incident, they initiate a Conduct Referral workflow

29 The conduct manager or administrator who reviews these reports has the option of launching an investigation. The Bullying Investigation workflow is made up of the following steps: Restore the victim s safety. Notify parents of both students involved about the incident. Investigate the incident by holding interviews with both students involved. Determine the outcome of the incident and assign actions to the aggressor. If necessary, investigate a false accusation and assign actions to the accuser. Notify the parents of both students of the investigation outcome. Plan for the future safety of the victim. If appropriate, notify law enforcement about the incident. Restore Victim's Safety The first step in the Bullying Investigation workflow is restoring the victim's safety by assigning a check-in person and creating a safety plan. To restore the victim's safety: 1. In your Tasks widget, click Restore victim s safety in the appropriate row. Step 1 appears. 2. Review information about the incident. 3. Click Next. Step 2 appears:

30 4. In the Check-in person field, type or click to select a staff member to assign to the student. 5. In the Safety Plan field, type a plan of action for this investigation to ensure the safety of the victim. This might involve having a certain number of meetings with the student each week and notifying teachers who have the victim and aggressor in class together. 6. In the Additional Resources section, click Add to add additional persons. The following pop-up appears:

31 7. In the Name field, type the name of the person you want to associate with the victim's safety. You can associate persons outside the school, such as the student's doctor or psychologist. 8. In the Date implemented field, type or click to select the date the safety plan was implemented. 9. In the Follow-up date field, type or click to select the date that the school will follow up with this person. 10. In the Description field, type the reason this person is involved and what their role is. 11. Click OK. 12. Click Finish. Notify parents of investigation is the next step and appears in your Tasks area. Notify Parents of Investigation If a bullying investigation is being launched, you will need to notify both sets of parents. To notify parents of a bullying investigation: 1. In your Tasks widget, click Notify parents of investigation in the appropriate row. 2. Review information about the incident, using the Related Forms drop-down to view other forms. 3. Click Next. Step 2 appears:

32 4. In the Meeting/Contact date field, type or click to select the date you met with or contacted the students' parents. 5. In the Follow-up comment field, type any feedback or concerns given by the parents about the investigation. 6. Click Finish. Note: The workflow does not send any type of notification to parents. This step is used only to document that you have called or met with the parents of both students. Investigate incident is the next step and appears in your Tasks area. Investigate Incident To investigate the incident: 1. In your Tasks widget, click Investigate incident in the appropriate row. 2. Review information about the incident, using the Related Forms drop-down to view other forms. 3. Click Next. Step 2 appears:

33 4. In the Investigation start date field, type or click to select the date the investigation began. 5. In the Investigation end date field, type or click to select the date the investigation ended (if applicable). 6. In the Victim and aggressor relationship field, type information regarding how the victim and aggressor know each other and the nature of their relationship. 7. Click the Aggressor tab:

34 8. If this student has been the aggressor of an incident in the past, select the Prior incident with aggressor? checkbox. 9. In the Aggressor interview date field, type or click to select the date the aggressor was interviewed. 10. In the Aggressor interview comment field, type any comments the student made when interviewed. 11. Click the Victim tab:

35 12. If this student has been the victim of an incident in the past, select the Prior incident with victim? checkbox. 13. In the Victim interview date field, type or click to select the date the victim was interviewed. 14. In the Victim interview comment field, type any comments regarding the interview. 15. Select any of the following checkboxes that apply: Physical or emotional harm? Fear for self or property? Hostile environment? Rights infringed? Determine investigation outcome is the next step and appears in your Tasks area

36 Determine Investigation Outcome To determine the outcome of the bullying investigation: 1. In your Tasks widget, click Determine investigation outcome in the appropriate row. 2. Review information about the incident, using the Related Forms drop-down to view other forms. 3. Select an outcome. The rest of this step depends on what outcome you choose. Follow the instructions for the selected option: Bullying incident confirmed Click Finish. Plan victim's future safety is the next step and will appear in your tasks area. Bullying incident confirmed (notify law) Click Finish. Notify law enforcement agency is the next step and will appear in your tasks area. No wrongdoing Non-bullying incident 4. If you selected No wrongdoing, click Next. Step 2 appears:

37 5. In the Administrator remarks field, type an explanation of the incident that shows that there was no wrongdoing involved. 6. If you would like to print a copy of the form, select the Print form on exit checkbox. 7. Click Finish. Investigate accusation is the next step and appears in your Tasks area. Non-bullying incident If you selected Non-bullying incident, click Finish. Determine action is the next step and appears in your Tasks area. Notify Parents of Outcome Once the outcome of a bullying investigation has been determined, you need to notify both sets of parents. To notify parents of the outcome of a bullying investigation: 1. In your Tasks widget, click Notify parents of outcome in the appropriate row. 2. Review information about the incident and investigation, using the Related Forms drop-down to view other forms. 3. Click Next. Step 2 appears:

38 4. In the Meeting/Contact date field, type or click to select the date you met with or contacted the students' parents. 5. In the Follow-up comment field, type any feedback or concerns given by the parents about the incident. 6. Click Finish. Note: The workflow does not send any type of notification to parents. This step is used only to document that you have called or met with the parents of both students. Plan victim's future safety is the next step and appears in your Tasks area. Investigate Accusation 1. In your Tasks widget, click Investigate accusation in the appropriate row. Step 1 of the workflow appears. 2. Review information about the incident and investigation, using the Related Forms drop-down to view other forms. 3. Select one of the following: Knowingly false accusation Unknowingly false accusation Note: Step 2 of the workflow is dependent upon your selection. If you selected Knowingly false accusation, Step 2 appears:

39 4. In the Victim field, the name of the student who was falsely accused of bullying appears. 5. In the Incident date field, today s date appears. Type or click to select a different date. 6. In the Incident time field, the current time appears. Type a different time if necessary. 7. In the Incident code field, click the drop-down to select False accusation. 8. In the Incident location field, click the drop-down to select Portal. 9. In the Incident description field, type details regarding the false accusation. 10. Click Finish. Note: Follett suggests creating new reference codes to be used for this context. We suggest creating an Incident code called False accusation and an Incident location code called Portal. Discipline accuser is the next step and appears in your Tasks area. If you selected Unknowingly false accusation, step 2 is as follows:

40 11. In the Administrator remarks field, type an explanation of the misunderstanding behind the unknowingly false accusation. 12. If you would like to print a copy of the form, select the Print form on exit checkbox. 13. Click Finish. Notify parents of outcome is the next step and appears in your Tasks area. Discipline Accuser To assign actions to the accuser in a bullying incident: 1. In your Tasks widget, click Discipline accuser in the appropriate row. Step 1 appears. 2. Review information regarding the accusation and the investigation, using the Related Forms drop-down to view other forms. 3. Click Next. Step 2 appears:

41 4. Click Add. The following pop-up appears:

42 5. In the Action code field, click to select an action from the pick list. 6. Select the appropriate action and click OK. 7. In the Action start date field, type or click to select a date. Note: If you selected a detention or suspension code at the Action code field, use the calendar to select the days detention will be served. The Action start date, No. of detentions and Action end date fields will be completed by the system. 8. In the Action description field, type any additional information regarding the action. 9. Click OK. 10. To add additional actions, repeat steps In the Administrator remarks field, type any additional information regarding the actions assigned to the student. 12. To print a copy of the form, select the Print form on exit checkbox. 13. Click Finish. Notify parents of outcome is the next step and appears in your Tasks area. Plan Victim's Future Safety To plan for the victim's future safety in a bullying investigation workflow: 1. In your Tasks widget, click Plan victim s future safety in the appropriate row. Step 1 appears. 2. Review information about the incident, using the Related Forms drop-down to view other forms. 3. Click Next. Step 2 appears:

43 4. In the Check-in person field, the name of the person you selected earlier appears. Click to select a different check-in person. 5. In the Safety Plan field, the safety plan you created to restore the victim's safety appears. You can add additional information to the plan if necessary. 6. In the Additional Resources list, any resources you added earlier appear. You can add more resources if necessary. 7. Click Finish. Notify law enforcement is the next step and appears in your Tasks area. Notify Law Enforcement Agency To document that you have contacted law enforcement in a bullying investigation: 1. In your Tasks widget, click Notify law enforcement agency in the appropriate row. 2. Review information regarding the incident and investigation, using the Related Forms dropdown to view other forms. 3. Click Next. Step 2 of the workflow appears:

44 4. In the Meeting/Contact date field, type or click to select the date that the law enforcement agency was notified. 5. In the Follow-up comment field, type any comments made by law enforcement regarding the issue. 6. Click Finish. Note: The workflow does not send any type of notification to law enforcement. This step is used only to document that you have contacted law enforcement regarding the issue. Review a Portal Conduct Referral You might need to review a Portal Conduct Referral that was initiated in the Family or Student portal regarding a potential bullying incident. To review a Portal Conduct Referral: 1. On your Home page, in the Tasks widget, click Review referral next to the workflow. Step 1 appears:

45 2. Review the information submitted. 3. Below the details of the incident, select one of the following and then click Next: Continue: This is a legitimate conduct referral that may need to be investigated for bullying. Discard: This is not a legitimate conduct referral. Request more information: More information is needed to determine if this is a conduct incident. Note: Step 2 is dependent upon your selection. Follow the appropriate instructions. If you selected Continue, Step 2 appears as follows:

46 4. Review the information. Note: The system attempts to match the names entered in the Offender and Victim fields to a student in the district. If it finds a match, the name will appear at the Offender/Victim field. If it does not find a match, click to try to match the name to a student in the pick list. Discard 1. In the Incident code field, click the drop-down to select the code that best matches the description of the incident. 2. Click Finish. The information is transferred to a Conduct Referral workflow. A conduct manager will determine if the incident needs to be investigated for bullying or handled as a conduct referral. If you selected Discard in Step 1, at the Administrator remarks field, type an explanation of why the referral is being discarded. If you would like to print a copy of the form, select the Print form on exit checkbox. 3. Click Finish

47 Request more information 1. If you selected Request more information in Step 1, at the Administrator remarks field, type any questions about the incident you would like the referrer to answer. 2. If you would like to print a copy of the form, select the Print form on exit checkbox. 3. Click Finish. Note: A task will appear on the referrer's Home page, and they will be able to edit the incident description to provide the requested information. If the referral was reported anonymously, the Request more information selection will not be available

48 Index A accusation 38 action history 14 action threshold 22 actions, adding to conduct incidents 15 add conduct actions 15 B bullying launching an investigation 29 reporting an incident as staff member 6 using the Portal Conduct Referral 44 bullying workflow 29, 31-32, 36-38, 40, C conduct 5 actions 17 Conduct Referral 6 for special education students 21 history 14 incidents 8, linking by ID 8 Portal Conduct Referral 44 viewing 13 Conduct Actions report 25 Conduct History report 26 conduct incident adding actions 15 Conduct Incident wizard 6 conduct incidents 13 conduct overview 5 conduct referrer 5 conduct user guides 5 D detentions attendance 22 conduct actions 18 details 23 Discipline Accuser 40 I incidents, conduct 13 incidents, conduct, enter 5 for a previous day 10 for multiple students 11 from the Home page 6 on the Office Input page 8 Investigate Accusation 38 Investigate Incident 32 investigation, bullying 28 N Nofity Law Enforcement Agency 43 Notify parents of investigation 31 Notify parents of outcome 37 P Plan victim's future safety 42 R reports conduct reports 25 Conduct Actions report 25 Conduct History report 26 Conduct Totals report 27 Suspension Notice report 27 Restore victim's safety 29 Conduct Totals report

49 Index S students entering information for conduct incidents 11 Suspension Notice report 27 suspensions 20 U user guides conduct 5 V Victim Name field 8, 11 victim safety 29, 42 W widgets Tasks 15 wizards Bullying Investigation 28 Conduct Incident