Training Guide. Discipline. May 2012

Transcription

1 Training Guide Discipline May 2012

2 Copyright 2012 by Texas Computer Cooperative All rights reserved Education Service Center, Region Hines Avenue San Antonio, TX This manual was prepared and published by Education Service Center, Region 20, San Antonio, TX in concert with participating Texas Computer Cooperative members. Made in the United States of America

3 May 2012 Discipline Contents Introduction... 3 Main Menu... 4 Change School Year and Campus... 4 Change Application... 4 Exit Application... 5 Online Help... 5 System Requirements and Browser Settings... 5 tx Gradebook Discipline Referrals... 5 Maintenance... 7 Directory... 7 Tables... 9 District Level... 9 Offense Codes... 9 Offense Level Action Codes Location Codes Reported By Group Campus Level Administered By Reported By Person Student Medical Alert Inquiry Maintenance Referrals Letters Update Print Utilities Assign Incident Numbers Reports Discipline Reports TxEIS 1

4 Discipline May 2012 Create Discipline Report Appendix - Referrals Checklist TxEIS

5 May 2012 Discipline Introduction TxEIS Discipline is designed to enable you to maintain information on student behavioral infractions and actions taken by school officials in response to the infractions. The data is tracked over multiple school years. The Discipline application allows the campus-level staff to manage inappropriate student behavior more effectively. The data can also be used by campus- and district-level staff to evaluate the effectiveness of the various types of actions taken. The Discipline application provides the following features: Extensive customizable tables Ability for teachers and staff to enter discipline referrals from tx Gradebook Automatic generation of discipline letters to parents Incident-related comments Digital photos saved in the database for evidence A user-created report The Discipline application offers the following reports: Action Summary Bil/ESL Students in Discipline Settings Detailed Incident Report Incident Number Incident Records (Multi-PEIMS Offenses) Offense Summary Offenses Reported By Summary PEIMS Special Ed Students in Discipline Settings TEA DFSCA Evaluation And more... TxEIS 3

6 Discipline May 2012 Main Menu The Discipline main menu includes the current application version; options to change to a different application, exit the current application, and view online Help; and several menu options to utilize the Discipline application. Change School Year and Campus The Change button allows you to access Discipline data for another school year and campus. When you click Change, the School Year and Campus fields become enabled, allowing you to select another school year and campus. Click Apply to apply the changes. You can only select campuses to which you have been granted access. Change Application The Change Application link allows you to open another TxEIS application in a separate browser. 4 TxEIS

7 May 2012 Discipline Exit Application The Exit Application link allows you to close the Discipline application. Click Exit Application to close the Discipline application. The Exit Application page is displayed indicating that you exited the application. Click Back to Main Menu. The Application Directory is displayed. Online Help The TxEIS Student system is constantly changing to meet ongoing state-mandated requirements and the needs of the school districts. With every system change that occurs, the online Help system is immediately updated to reflect the change. Click the Help link in the upper-right corner of the application page for information about the individual fields on the pages. This ensures that you will be accessing the most up-to-date information for every field in the application. System Requirements and Browser Settings Periodically ensure that your system and browser settings meet the minimum requirements. For information about system requirements and recommended browser settings, see the System Requirements page found on the Contents tab of the online Help system. tx Gradebook Discipline Referrals If the campus allows teachers to enter referrals in tx Gradebook (i.e., Allow Discipline Referrals is selected in Grade Reporting on the Maintenance > Gradebook Options > Campus > Options tab), the Discipline Referrals page is displayed in tx Gradebook allowing teachers to enter discipline referrals via tx Gradebook. The referrals are submitted to an administrator for review and further action. The Discipline menu is not displayed in tx Gradebook for campuses that do not allow teachers to enter referrals. Note: You can also give campus-level administrative users access only to the Discipline Referrals page. To grant Discipline-only access, the Type of User field must be set to Discipline on the Maintenance > Gradebook Options > Campus > Administrative Users tab in Grade Reporting. These users will not have access to any other tx Gradebook pages. Campuses that allow teachers to enter referrals in tx Gradebook must specify campus employees such as counselors or vice principals who are designated discipline approvers. This is managed TxEIS 5

8 Discipline May 2012 in Registration on the Principal/Counselor tab where you can designate an employee as a discipline approver and enter the address to which discipline referrals are sent. The discipline approvers will use the Discipline Referrals page in the Discipline application to review discipline referrals submitted in tx Gradebook and determine if further action must be taken. See Appendix - Referrals Checklist at the end of this guide for more information. 6 TxEIS

9 May 2012 Discipline Maintenance Directory The Discipline Directory is used to retrieve records for students in Discipline if you do not know the student ID. The page is accessed from the Discipline maintenance pages. Note: If you are viewing data for a prior school year and you have been granted historical readonly access in Security Administration, the data is read-only. 1. You can search for a student by last and/or first name. Other options allow you to narrow the search further. Enter data in any or all of the following fields: In the Last Name field, type all or part of the student s last name. For example, you can type sm to find all students whose last name begins with Sm. You can type up to 25 characters. In the First Name field, type all or part of the student s first name. For example, you can type jo to find all students whose first name begins with Jo. You can type up to 17 characters. The Campus ID field displays the campus ID to which you are logged on. If necessary, you can type another campus ID for which you have access. The campus ID must be three digits. TxEIS 7

10 Discipline May 2012 In the Grade Level field, type a grade level to narrow the search to one grade level. The field can be two characters. The Active Code field indicates the status of the student records. The field displays 1 (Active) by default. If necessary, you can type another code. The field is one digit. 2. Click Search. The students who meet the criteria entered are displayed. If more students are retrieved than can be displayed on one page, you can page through the list. Click to view the first page of the list. Click to go back one page in the list. Click to go forward one page in the list. Click to view the last page of the list. Click to select the page number in the list you want to view. 3. When you locate the student you want to retrieve, click the student ID. The student s information is displayed on the page from which you accessed the directory. 4. Click Cancel to return to the previous page without selecting a student. 8 TxEIS

11 May 2012 Discipline Tables If you are viewing data for a prior school year, and you have been granted historical read-only access in Security Administration, the data is read-only. District Level Offense Codes The Offense Codes tab allows you to create a list of codes indicating the offenses that a student may commit. When a student discipline record is created, an offense code must be included in the record to indicate the nature of the offense. Maintenance > Tables > District Level > Offense Codes A list of existing offense codes is displayed. System codes are displayed in the top grid and cannot be changed or deleted. 1. In the User Codes grid, click +Add to add a user offense code. A dialog box is displayed. TxEIS 9

12 Discipline May 2012 In the Code field, type a valid offense code. The field is four digits. Notes: Codes cannot begin with 00. Valid user codes are , , etc., and In the PEIMS field, click to select the equivalent PEIMS code for the offense code if applicable. In the Description field, type the description of the code. The field can be up to 60 characters. Click Ok to add the code to the user code table. The code is displayed at the bottom of the grid. 2. Click Save to save the changes. 3. To edit a user offense code, click. A dialog box is displayed allowing you to make changes. Update the fields, and then click Save to save the changes. The changes are displayed in the grid. 10 TxEIS

13 May 2012 Discipline Note: For the current year, you cannot edit a user offense code that is used in a student discipline record; the icon is not displayed. 4. To delete a user offense code, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. A message is displayed asking you to confirm that you want to delete the row. Notes: Click Yes to continue. The selected rows are deleted. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved). For the current year, you cannot delete a user offense code that is used in a student discipline record; the icon is not displayed. TxEIS 11

14 Discipline May 2012 Offense Level The Offense Level tab allows you to create a list of offense levels that indicate the extent of the discipline actions taken for an offense action, such as teacher, administrator, and central office intervention. Maintenance > Tables > District Level > Offense Level Existing offense levels are displayed. 1. Click +Add to add an offense level. A dialog box is displayed. In the Code field, type a valid level code. The field is one digit. In the Description field, type the description of the level. The field can be up to 50 characters. 12 TxEIS

15 May 2012 Discipline Click Ok to add the code to the offense level code table. The code is displayed at the bottom of the grid. 2. Click Save to save the changes. 3. To edit an offense level code, click. A dialog box is displayed allowing you to make changes. Update the fields, and then click Save to save the changes. The changes are displayed in the grid. Note: For the current year, you cannot edit an offense level code that is used in a student discipline record; the icon is not displayed. 4. To delete an offense level code, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. A message is displayed asking you to confirm that you want to delete the row. Notes: Click Yes to continue. The selected rows are deleted. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved). TxEIS 13

16 Discipline May 2012 For the current year, you cannot delete an offense level code that is used in a student discipline record; the icon is not displayed. Action Codes The Action Codes tab allows you to create a list of codes indicating actions taken by school officials in response to a student discipline offense. When a student discipline record is created or changed, an action code can be included in the record to indicate the steps taken by school officials. Maintenance > Tables > District Level > Action Codes A list of existing action codes is displayed. System codes are displayed in the top grid and cannot be changed or deleted. 1. In the User Codes (bottom) grid, click +Add to add a user action code. A dialog box is displayed. 14 TxEIS

17 May 2012 Discipline In the Action field, type a valid action code. The field is two characters. The codes that can be used are as follows: Alphabetic: AA-AZ, BA-BZ, etc. Alphanumeric beginning with any letter after E: F0-F9, G0-G9, etc. Alphanumeric beginning with 9: 9A-9Z Note: If you type a code that is reserved for system codes, a message is displayed when you click Save indicating that the number is reserved for system use. In the PEIMS field, click to select the equivalent PEIMS code for the action code, if applicable. In the Description field, type the description of the code. The field can be up to 60 characters. Click Ok to add the code to the user code table. The code is displayed at the bottom of the list. 2. Click Save to save the changes. 3. To edit a user action code, click. A dialog box is displayed allowing you to make changes. TxEIS 15

18 Discipline May 2012 Update the fields, and then click Save to save the changes. The changes are displayed in the grid. Note: For the current year, you cannot edit a user action code that is used in a student discipline record; the icon is not displayed. 4. To delete a user action code, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. A message is displayed asking you to confirm that you want to delete the row. Notes: Click Yes to continue. The selected rows are deleted. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved). For the current year, you cannot delete a user action code that is used in a student discipline record; the icon is not displayed. 16 TxEIS

19 May 2012 Discipline Location Codes The Location Codes tab allows you to create a list of codes indicating the locations where discipline offenses may be committed. Maintenance > Tables > District Level > Location Codes A list of existing location codes is displayed. 1. Click +Add to add a location code. A dialog box is displayed. In the Location field, type a valid code for the location in which an incident can occur. The field can be up to three characters. TxEIS 17

20 Discipline May 2012 In the Description field, type the description of the location code. The field can be up to 25 characters. Click Ok to add the code to the location code table. The code is displayed at the bottom of the grid. 2. Click Save to save the changes. 3. To edit a location code, click. A dialog box is displayed allowing you to make changes. Update the fields, and then click Save to save the changes. The changes are displayed in the grid. Note: For the current year, you cannot edit a location code that is used in a student discipline record; the icon is not displayed. 4. To delete a location code, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. A message is displayed asking you to confirm that you want to delete the row. Click Yes to continue. The selected rows are deleted. 18 TxEIS

21 May 2012 Discipline Notes: You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved). For the current year, you cannot delete a location code that is used in a student discipline record; the icon is not displayed. Reported By Group The Reported By Group tab allows you to create a list of codes indicating the groups of people who may report an incident, such as cafeteria staff or security officers. The entries in this table are displayed in the Reported by drop-down field on the Maintenance > Student > Maintenance page. Maintenance > Tables > District Level > Reported By Group A list of existing Reported By Group codes is displayed. If no groups have been set up, the grid is empty. 1. Click +Add to add a Reported By Group. A dialog box is displayed. TxEIS 19

22 Discipline May 2012 In the ID field, type a valid Reported By Group code. The field can be up to three characters. Note: The ID cannot already exist in Grade Reporting on the Maintenance > Master Schedule > Campus Schedule > Instructor tab (i.e., the cr_instr_cyr table). IDs entered on this tab must be unique. In the Description field, type the description of the code. The field can be up to 60 characters. Click Ok to add the code to the Reported By Group code table. The code is displayed in the grid. 2. Click Save to save the changes. 3. To edit a Reported By Group code, click. A dialog box is displayed allowing you to make changes. Update the fields, and then click Save to save the changes. The changes are displayed in the grid. Note: For the current year, you cannot edit a Reported By Group code that is used in a student discipline record; the icon is not displayed. 4. To delete a Reported By Group code, click. The row is shaded red to indicate that it will be deleted when the record is saved. 20 TxEIS

23 May 2012 Discipline You can select multiple rows to be deleted at the same time. Click Save. A message is displayed asking you to confirm that you want to delete the row. Notes: Click Yes to continue. The selected rows are deleted. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved). For the current year, you cannot delete a Reported By Group code that is used in a student discipline record; the icon is not displayed. TxEIS 21

24 Discipline May 2012 Campus Level Administered By The Administered By tab allows you to create a list of codes indicating the employees (other than principals and counselors) who may handle a discipline incident and take action. The entries in the table are displayed in the Administered by drop-down field on the Maintenance > Student > Maintenance page. Employees who are in the Principal/Counselor table do not need to be added to the Administered By table. A list of existing administrators is displayed. If no administrators have been set up, the grid is empty. 1. Click +Add to add an administrator. A dialog box is displayed. 22 TxEIS

25 May 2012 Discipline In the ID field, type the employee s ID. The ID must be three digits. Note: The ID cannot already exist in Registration on the Maintenance > Campus Profile > Campus Information Maintenance > Principal/Counselor tab (i.e., the cr_principle_counselors table). IDs entered on this tab must be unique. In the First, Middle, Last, and Gen fields, type the employee s first, middle, and last names and generation code (if applicable). Edits for first name: The first character can be a-z, A-Z, -, or. The remaining characters can be a-z, A-Z, -,, or one space. The last character can be one space but cannot be a -. The field can be up to 17 characters. Edits for middle name: The first character can be a-z, A-Z, 0-9, -, or. The remaining characters can be a-z, A-Z, 0-9, -,, or one space. The last character can be one space but cannot be a -. The field can be up to 14 characters. Edits for last name: The first character can be a-z, A-Z, -, or. The remaining characters can be a-z, A-Z, -,, or one space. The last character can be one space but cannot be a -. The field can be up to 25 characters. Click Ok to add the administrator to the Administered By table. The administrator is displayed in the grid. 2. Click Save to save the changes. 3. To edit an administrator, click. A dialog box is displayed allowing you to make changes. TxEIS 23

26 Discipline May 2012 Update the fields, and then click Save to save the changes. The changes are displayed in the grid. Note: For the current year, you cannot edit an administrator that is assigned to a student discipline record; the icon is not displayed. 4. To delete an administrator from the Administered By table, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. A message is displayed asking you to confirm that you want to delete the row. Notes: Click Yes to continue. The selected rows are deleted. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved). For the current year, you cannot delete an administrator that is assigned to a student discipline record; the icon is not displayed. 24 TxEIS

27 May 2012 Discipline Reported By Person The Reported By Person tab allows you to create a list of codes indicating the employees who may report a discipline incident. The entries in the table are displayed in the Reported by dropdown field on the Maintenance > Student > Incident Information page. A list of existing Reported By Person codes is displayed. If no Reported By Persons have been set up, the grid is empty. 1. Click +Add to add a Reported By Person. A dialog box is displayed. In the ID field, type the employee's ID. The ID must be three digits. Note: The ID cannot already exist in Grade Reporting on the Maintenance > Master Schedule > Campus Schedule > Instructor tab (i.e., the cr_instr_cyr table). IDs entered on this tab must be unique. TxEIS 25

28 Discipline May 2012 In the First, Middle, Last, and Gen fields, type the employee s first, middle, and last names and generation code (if applicable). Edits for first name: The first character can be a-z, A-Z, -, or. The remaining characters can be a-z, A-Z, -,, or one space. The last character can be one space but cannot be a -. The field can be up to 17 characters. Edits for middle name: The first character can be a-z, A-Z, 0-9, -, or. The remaining characters can be a-z, A-Z, 0-9, -,, or one space. The last character can be one space but cannot be a -. The field can be up to 14 characters. Edits for last name: The first character can be a-z, A-Z, -, or. The remaining characters can be a-z, A-Z, -,, or one space. The last character can be one space but cannot be a -. The field can be up to 25 characters. Click Ok to add the record to the Reported By Person table. The code is displayed in the grid. 2. Click Save to save the changes. 3. To edit a record, click. A dialog box is displayed allowing you to make changes. Update the fields, and then click Save to save the changes. The changes are displayed in the grid. Note: For the current year, you cannot edit a Reported By Person record that is used in a student discipline record; the icon is not displayed. 26 TxEIS

29 May 2012 Discipline 4. To delete a record from the Reported By Person table, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. A message is displayed asking you to confirm that you want to delete the row. Click Yes to continue. The selected rows are deleted. Note: For the current year, you cannot delete a Reported By Person record that is used in a student discipline record; the icon is not displayed. TxEIS 27

30 Discipline May 2012 Student Medical Alert If a medical alert has been entered in the Health application for which you have consent to view, the Medical Alert! button is displayed on the Maintenance > Student pages in Discipline. Click Medical Alert! to view the information. The Medical Alert dialog box is displayed, which provides information on necessary actions or interventions you must take. Click OK to close the dialog box. 28 TxEIS

31 May 2012 Discipline Inquiry The Inquiry page allows you to view a student s discipline records (i.e., incident reports). Maintenance > Student > Inquiry 1. To view a student s records, select the student in one of the following ways: In the ID field, type the student ID. Leading zeros are not required. In the Student autosuggest field, begin typing the student s name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the drop-down list you can select the student. If you do not know the student ID, click Directory to select a student from the directory. 2. Click Retrieve. The student s grade level, date of birth, sex, and state student ID (last four digits only) are displayed. Under Student, the student s demographic data is displayed. TxEIS 29

32 Discipline May 2012 Under Parent, the student s parent contact information is displayed. This is the first parent listed who is marked as Guardian on the Maintenance > Student Enrollment > Contact tab in Registration. If no contact is marked as Guardian, the Parent fields are blank. If the student has existing discipline records, they are displayed. If an incident has more than one offense, the primary offense (i.e., the offense that will be reported to PEIMS) is displayed under Offense Description. If no offense is marked for the PEIMS extract, the offense with the lowest offense code is displayed. 3. Click to view the details for a record. The Maintenance page opens, and the complete record is displayed. The Maintenance page is described in the next section of this guide. 4. Click New to add an incident. The Maintenance page is displayed allowing you to add a record. The Maintenance page is described in the next section of this guide. Maintenance The Maintenance page allows you to add, modify, or delete a student discipline record (i.e., incident report). A student can have more than one discipline record. One incident can have multiple offenses and corresponding actions taken. Comments about the incident can also be added. Data for prior years cannot be updated; all fields and buttons are disabled. Maintenance > Student > Maintenance 30 TxEIS

33 May 2012 Discipline 1. To view a student s records, select the student in one of the following ways: In the ID field, type the student ID. Leading zeros are not required. In the Student autosuggest field, begin typing the student s name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the drop-down list you can select the student. If you do not know the student ID, click Directory to select a student from the directory. 2. Click Retrieve. The student s grade level, date of birth, sex, and state student ID (last four digits only) are displayed. 3. The Date field displays the current date by default. If necessary, type another incident date in the MMDDYYYY format. 4. The Time fields display the system (i.e., current) time by default. If necessary, type the time of the incident in the HHMMSS format, where HH is the hour, MM is the minute, and SS is the second. Select AM or PM. 5. In the Incident Nbr field, type a six-digit number for the incident. If you type fewer than six digits, the number will be autofilled with zeros when you click Save. The field is required if you are adding multiple students to the incident. 6. The Reporting Period field displays the period for which the data will be reported. If you are adding a new incident during the current school year, the reporting period is displayed by the system. If you are updating an existing incident that occurred during the current school year, the reporting period is displayed by the system. If you are adding a new incident that did not occur during the current school year, a message is displayed indicating that the incident date is not in the current school year. The reporting period is not displayed by the system. You can type a reporting period. 7. In the Location of Incident field, click to select the code indicating the location in which the incident occurred. The drop-down list displays locations from the Maintenance > Tables > District Level > Location Codes tab. 8. Select Witnessed if the incident was witnessed. TxEIS 31

34 Discipline May In the Parent Contacted field, click to select the code indicating if the parent has been or will be contacted about the incident. Note: If a discipline letter will be printed, the field must be set to Letter. 10. In the Contact Date field, type the date the parent was contacted if applicable. Use the MMDDYYYY format. Note: If you selected Letter for the Parent Contacted field, the Parent Contacted field is automatically updated from Letter to Yes when the letter is printed. The Contact Date field is updated to the date on which the letter is printed. 11. Select Conference Requested if a conference is requested. 12. In the Conference Date field, type the conference date, if applicable. Use the MMDDYYYY format. 13. Select Informal Hearing if an informal hearing is needed. 14. Select Appeal Expected if an appeal is expected. 15. In the Reported by field, click to select the person or group who reported the incident. The drop-down list displays names from the following: The Maintenance > Tables > District Level > Reported By Group tab in Discipline The Maintenance > Tables > Campus Level > Reported By Person tab in Discipline The Maintenance > Campus Profile > Campus Information Maintenance > Principal/Counselor tab in Registration The Maintenance > Master Schedule > Campus > Instructors tab in Scheduling 16. In the Administered by field, click to select the person handling the incident and taking action. The drop-down list displays names from the following: The Maintenance > Tables > Campus Level, Administered By tab in Discipline The Maintenance > Campus Profile > Campus Information Maintenance > Principal/Counselor tab in Registration 17. In the offense (top) grid, click +Add to add an offense. A blank row is displayed in the grid. In the Offense field, select an offense. If you do not know the offense code, place the cursor in the field and press F2 or click Lookup to select the code. The Offense Codes dialog box is displayed. 32 TxEIS

35 May 2012 Discipline You can search for an offense code by code or PEIMS code. In the Code field, type all or part of the four-digit offense code. For example, you can type 1 to find all offense codes that begin with 1. In the PEIMS Codes field, type all or part of the PEIMS code. For example, you can type ex to find all PEIMS offense codes that begin with ex. In the Offense field, type all or part of the PEIMS offense code. For example, you can type 1 to find all PEIMS offense codes that begin with 1. Click Search. The offense codes that meet the criteria are displayed. If more codes are retrieved than can be displayed on one page, you can page through the list. Click to view the first page of the list. Click to go back one page in the list. Click to go forward one page in the list. Click to view the last page of the list. Click to select the page number in the list you want to view. When you locate the code you want to retrieve, click the offense code. The offense code is displayed in the Offense field on the Maintenance page. The equivalent PEIMS code (if applicable) and offense description are also displayed. Note: If the offense code is 42-45, the action code must be 16 or 17 (PEIMS edit 42565). In the Level field, type or click to select the level of the offense, which indicates the extent of the discipline actions taken. TxEIS 33

36 Discipline May 2012 Select Extract for the offense that will be extracted to PEIMS. The field can only be selected for one offense. The selected offense is used in the discipline reports and PEIMS discipline extract. Click Save to save the changes. To delete an offense, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time; although, you cannot delete all rows. You must retain at least one offense row. Click Save. A message is displayed asking you to confirm that you want to delete the row. Click Yes to continue. The selected rows are deleted. Note: If you attempted to delete all offense rows, a message is displayed when you click Save, and no rows are deleted. 18. In the action (bottom) grid, click +Add to add an action. A blank row is displayed in the grid. In the Act field, type the code for the action taken as a result of the offense. If you do not know the offense code, place the cursor in the field and press F2 or click Lookup to select the code. The Action Codes dialog box is displayed. 34 TxEIS

37 May 2012 Discipline You can search for an action code by code and PEIMS code. In the Code field, type all or part of the two-digit action code. For example, you can type 1 to find all action codes that begin with 1. In the PEIMS Code field, type all or part of the PEIMS code. For example, you can type ex to find all PEIMS action codes that begin with ex. In the Action field, type all or part of the PEIMS action code. For example, you can type 1 to find all PEIMS action codes that begin with 1. Click Search. The action codes that meet the criteria are displayed. If more codes are retrieved than can be displayed on one page, you can page through the list. Click to view the first page of the list. Click to go back one page in the list. Click to go forward one page in the list. Click to view the last page of the list. Click to select the page number in the list you want to view. When you locate the code you want to retrieve, click the action code. The action code is displayed in the Act field on the Maintenance page. The equivalent PEIMS code (if applicable) and action description are displayed. Notes: If the action code is 16 or 17, the offense code must be (PEIMS edit 42565). If the action code is 01-04, 07-12, 15, 50-59, or 61, you can override the action with code 27 (only if the student is in special education on the incident date) or with code 28. Code 28 can be used for non-special education students. The offense code must be 02, 04-09, 11-14, 16-19, 26-32, 35-37, 46-48, 55, or 57. TxEIS 35

38 Discipline May 2012 Code 27 rules: Special Education Student Qualifying Offense Mandatory Action Code 27 Alternative Action Type of Message No No/Yes No/Yes Yes No/Yes Error; do not allow Yes No No Yes No Error; no qualifying offense Yes Yes No Yes No Error; force second action record Yes Yes Yes Yes No Warning; continue processing Yes Yes Yes Yes Yes Warning; continue processing Yes Yes No Yes Yes No message; process record Yes Yes No No Yes Warning; continue processing Yes Yes Yes No Yes No message; process record If you are overriding with code 27 or 28, you must create a new row with code 27 or 28. A message is displayed when you click Save indicating that a second action record is needed, and a blank row is added to the action grid. There must be at least two action records when using code 27 or 28. If you enter the second action record with a mandatory action, a warning will be displayed when you click Save indicating that a mandatory action record was entered with a code 27 or 28 override record, and the record will be saved. Codes 27 and 28 cannot both be reported on different records with the same student ID, incident number, and campus of disciplinary responsibility. In the Campus Resp field, type the campus ID at which the student was enrolled when the discipline incident occurred. The field must be three digits. If you type fewer than three digits, the number will be autofilled with zeros when you click Save. 36 TxEIS

39 May 2012 Discipline In the Discp Actn Date field, type the date that the disciplinary assignment (i.e., action) was ordered in the MMDDYYYY format. The date may or may not be the same date on which the incident occurred. The date must be on or after June 1 of the beginning school year (PEIMS edit 42562). The date must be on or after August 1 of the beginning school year and on or before July 1 of the ending school year (PEIMS edit 42563). In the From Date and To Date fields, type the date range when the disciplinary assignment will be carried out in the MMDDYYYY format. If you leave the To Date field blank, the date in the From Date field is added when you click Save. In the Official Length field, type the official length of the student s disciplinary assignment, if there is an equivalent PEIMS code for the action. The field must be three digits (e.g., 005). If you type fewer than three digits, the number will be autofilled with zeros when you click Save. Note: The official length cannot be 000 unless the action code is 16, 17, 27, or 28. In the Actual Length field, type the actual length of the student s disciplinary assignment. If you leave the field blank, the number in the Official Length field is entered when you click Save. The actual length must be in whole days with three digits (e.g., 005). If you type fewer than three digits, the number will be autofilled with zeros when you click Save. In the Diff Code field, type or click to select the reason for the difference between the official and actual lengths of a student s disciplinary assignment if applicable. In the Campus Assignment field, type the campus ID to which the student is assigned for the disciplinary action. The field must be three digits. The field is required if the action code is not 06, 07, or 26. If the action code is 06, 07, or 26 and the field is blank, the campus in the Campus Resp field is entered when you click Save. The field must be blank if the action code is 01, 05, 16, 17, 25, 50, or C3. In the Amount field, type the number indicating the extent of the action prescribed (e.g., 1 hour and 100%). The Action Nbr field displays the action number assigned during the PEIMS discipline data extract. If an equivalent PEIMS code exists for the action, the system assigns an action number at that time. Click +Add to add another action. A blank row is displayed in the grid. To delete an action, click. The row is shaded red to indicate that it will be deleted when the record is saved. TxEIS 37

40 Discipline May 2012 You can select multiple rows to be deleted at the same time. Click Save. A message is displayed asking you to confirm that you want to delete the row. Click Yes to continue. The selected rows are deleted. 19. In the Course field, if the incident occurred during class, press F2 or click to select the course. The Search for Course dialog box is displayed. 38 TxEIS

41 May 2012 Discipline You can search for the course by course number or course title. Enter data in one or both of the following fields: In the Course ID field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters. In the Course Title field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters. Click Search. The courses that meet the criteria are displayed. If more courses are retrieved than can be displayed on one page, you can page through the list. Click to view the first page of the list. Click to go back one page in the list. Click to go forward one page in the list. Click to view the last page of the list. Click to select the page number in the list you want to view. When you locate the course you want to retrieve, click the course number. The course number is displayed in the Course field on the Maintenance page. If the incident did not occur during a class, leave the field blank. 20. If you selected a course, press F2 or click in the Section field to select the course section. The Search for Course Section dialog box is displayed. You can search for the section by section number. In the Section Number field, type all or part of the section number. For example, you can type 1 to find all section numbers that begin with 1. Click Search. The sections that meet the criteria are displayed. TxEIS 39

42 Discipline May 2012 If more sections are retrieved than can be displayed on one page, you can page through the list. Click to view the first page of the list. Click to go back one page in the list. Click to go forward one page in the list. Click to view the last page of the list. Click to select the page number in the list you want to view. When you locate the section you want to retrieve, click the section number. The section number is displayed in the Section field on the Maintenance page. The period, course title, instructor ID, and instructor name are displayed. 21. Click Print Profile to print the Discipline Profile Report for the student. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. 40 TxEIS

43 May 2012 Discipline 22. Click Picture to add a photo related to the incident. The Upload Picture dialog box is displayed allowing you to upload the photo. The incident date, time, and location are displayed. Click Browse. The Choose file dialog box is displayed. Locate the file, and then click Open. The Choose file dialog box closes. The path and file name are displayed in the Select field. Click Upload Picture. The picture is saved to the database and is displayed in the photo window. TxEIS 41

44 Discipline May 2012 Click Delete Picture to delete the photo. The photo is deleted. Click Close to close the Upload Picture dialog box. The Maintenance page is displayed. 23. Click Comments to add comments related to the incident. The comments dialog box is displayed. Under Comments, type comments related to the incident, and then click OK. The dialog box closes. You can click and drag the bottom-right corner of the Comments field to expand it as needed. Click Cancel to close the dialog box without updating the comments. If comments already exist for the incident, the button is outlined in red to indicate that comments exist. 24. Click Save to save the changes. Or, click Save And Add to save the changes and clear the page to add a new incident for the same student. If any offense or action rows were marked for deletion, a message is displayed asking you to confirm that you want to delete the rows. Click Yes to continue. The rows are deleted. 25. To add multiple students to an incident number, click Multi Student Incident. This button is not enabled until the incident is saved. The student ID and student name are cleared from the page; however, the incident information remains in the fields. Retrieve the next student using the ID or Student Name fields or Directory as described previously. Update any incident data as needed, and then click Save. The student s name is added under Students below the Multi Student Incident button. You can click the student s name to display the incident record for the student. Note: In the Offense field, only the current offense (action reason code) or an offense with an equivalent PEIMS code of 23 can be selected. An error is displayed if you select any other code. 42 TxEIS

45 May 2012 Discipline Click Multi Student Incident again to add another student. 26. Click Delete Incident to delete the incident. A message is displayed asking you to confirm that you want to delete the incident. Click Yes. The incident record is deleted. 27. Click Inquiry to return to the Inquiry page. 28. If you arrived at this page from Maintenance > Referrals and you are a discipline approver, you can click Return to Referral to return to the Referrals page. The button is not displayed unless you are a discipline approver. TxEIS 43

46 Discipline May 2012 Referrals The Referrals page allows designated discipline approvers to review discipline referrals entered in tx Gradebook and take appropriate action (i.e, review or create incident record). Discipline referrals may be entered by teachers or other employees who have authorization to enter referrals, such as a bus driver. Discipline incident numbers are automatically assigned when an incident record is created. Notes: You can only review referrals if you are designated as a discipline approver (i.e., the Discipline Approver field is selected in Registration on the Maintenance > Campus Profile > Campus Information Maintenance > Principal/Counselor tab). All approvers can view all referrals. See Appendix - Referrals Checklist at the end of this guide for more information. Discipline > Maintenance > Referrals 1. To retrieve a list of referrals, type data in one or more of the following fields: In the Admin Number field, begin typing the administrator s ID. As you begin typing the ID, a drop-down list displays administrators whose IDs match the numbers you have typed. From the drop-down list you can select the administrator. In the Admin Name field, begin typing the administrator s name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial As you begin typing the name, a drop-down list displays administrators whose names match the letters you have typed. From the drop-down list you can select the administrator. In the From Grade Level and To Grade Level fields, type the beginning and ending grade levels for the range of grade levels you want to retrieve. In the From Name Range and To Name Range fields, you can type the range of last names you want to retrieve (e.g, AA-MC). 44 TxEIS

47 May 2012 Discipline In the From Incident Date and To Incident Date fields, you can type the beginning and ending dates to see referrals for a specific range of dates. Use the MMDDYYYY format. To review only referrals with a specific status (or more than one specific status), select Pending, Reviewed, and/or Completed to see only referrals with this status. Leave all three fields unselected if you want to search all referrals. You must have a value in either the Admin Number or Admin Name field. The other fields are optional. 2. Click Retrieve. The data is displayed according to the criteria specified. The Status field displays the current status of the referral: Pending status indicates referrals that have been submitted via tx Gradebook and are awaiting review and further action from an administrator. Reviewed status indicates referrals that have been reviewed by an administrator, and for which the administrator is taking no further action. Completed status indicates referrals that have been reviewed by an administrator, and for which further action was taken (i.e., an incident record was created.) The Students field displays the full name and student ID of the student(s) associated with the referral. The Grade Level field displays the student s grade level. The Offense Code field displays the PEIMS offense code associated with the incident. The Referrer Comment field displays comments entered by the teacher or employee who entered the referral. The Loc field displays the location of the incident. The Severity field displays the severity of the incident, as indicated by the referrer. For example, code H (i.e., high) is displayed if the nature of the offense is very severe. The Incident Date field displays the date on which the incident occurred. The Sent to Office field indicates if the student(s) were sent to the office as a result of the incident. The Submitted Date field displays the date on which the discipline referral was entered. If more referrals are retrieved than can be displayed on one page, you can page through the list. Click to view the first page of the list. Click to go back one page in the list. Click to go forward one page in the list. Click to view the last page of the list. Click to select the page number in the list you want to view. You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order. TxEIS 45

48 Discipline May To take action for the student for this referral, click. A dialog box is displayed allowing you to review the referral and create an incident if necessary. Or, you can select Review for the referral and take no further action. The dialog box displays the name, student ID, and grade level of all students involved in the incident. Under Referral Detail, the following information is displayed, as entered in tx Gradebook by the employee who submitted the incident referral: The Severity field indicates the severity of the offense. For example, High is displayed if the nature of the offense is very severe. The Location field displays the code indicating the location of the incident. The Incident Date field displays the date on which the incident occurred. The Course/Sec field displays a course section if the incident occurred during class. The Offense Code field displays the PEIMS offense code describing the offense. The Referrer Comments field displays any comments entered in tx Gradebook by the employee who submitted the incident referral. Sent to Office is selected if the student(s) were sent to the office as a result of the incident. The Reviewed/Returned Date field displays the current (i.e., system) date. Indicate if you want to take no further action or create an incident record: Select Review if you have reviewed the referral and are taking no further action. In this case, you should type comments under Return Message explaining your decision. You can type up to 2000 characters. 46 TxEIS

49 May 2012 Discipline Click Save. The dialog box closes, and the Maintenance > Referrals page remains displayed. The status of the referral changes to Reviewed. Note: The Save button is not enabled until you select Review or Create Incident. Select Create Incident if you want to create an incident record. You can add additional comments under Return Message (up to 2000 characters). Click Save. The dialog box closes, and the Discipline Maintenance page (i.e., Maintenance > Student > Maintenance) opens where you can add additional information for all involved students, such as offense and action codes, and save the incident record. Note: The Save button is not enabled until you select Review or Create Incident. If a referral record is created with no data in the action (bottom) grid on the Maintenance > Student > Maintenance page, a message is displayed in the topright corner indicating that the record was created with only the basic information. The record must be modified to include the required information. Once the action information has been saved for the student (or all students involved in the incident have matching action information), the message is cleared. On the Maintenance > Student > Maintenance page, you can click Return to Referrals to return to the Referrals page. The button is only displayed for discipline approvers. Click Cancel to close the dialog box if it was opened by mistake. Letters Update The Update page allows you to create, edit, and delete Discipline letters. Maintenance > Letters > Update A list of existing letters is displayed in the grid sorted alphanumerically by type. Ltr Body is selected if the body of the letter has been typed in the editor. 1. Click New to create a new letter. The letter editor opens, and a blank page and formatting toolbar are displayed. The buttons on the toolbar allow you to change the font, size of font, attributes (bold, italic, underline), alignment, spacing, etc. of the text you type. TxEIS 47

50 Discipline May 2012 In the Type field, type the letter type code. The code must be two characters. In the Description field, type a description of the letter. The description can be up to 50 characters. In the letter editor, type and format the letter using as many variables as necessary: Position the cursor where you wish to insert a variable. Click Variables. The variables dialog box is displayed with a list of available variables. 48 TxEIS

51 May 2012 Discipline Click Select for the variable you want to add. Click OK to insert the variable in the letter. Click Save to save the letter. The letter editor closes, and the new letter is added to the grid. Click Cancel to close the letter editor without making changes. 2. To edit an existing letter, click a letter in the grid to select it, and then click Edit. The letter opens in the letter editor. Edit the letter type, description, or body as needed. To delete a variable, highlight the variable (including the curly brackets) to select it, and then press DELETE. Click Save to save changes. The letter editor closes, and you return to the Update page. 3. To delete a letter, click a letter in the grid to select it, and then click Delete. The letter is deleted from the grid. Print The Print page allows you to retrieve the students for whom you want to print letters. You can perform a variety of queries to retrieve a specific group of students, such as all students involved in an incident with a specific action code. Once you select the students, you can set printing options, print a test page, and then print the letters. TxEIS 49

52 Discipline May 2012 Maintenance > Letters > Print 1. Retrieve one or more students using the following fields: In the Student ID field, type the student s ID number to retrieve the student. If you use this field to retrieve a student, it is not necessary to use the other fields. The remaining fields can be used in combinations: In the Last Name field, type all or part of the last name. For example, type A to retrieve all students whose last name begins with A. In the First Name field, type all or part of the first name. For example, type A to retrieve all students whose first name begins with A. In the Grade Level field, type the grade level. The field must be two digits. In the Incident Date field, type the date on which the incident occurred in the MMDDYYYY format. In the Discipline Action Date field, type the date on which action was taken for the incident in the MMDDYYYY format. In the Administered By field, type the ID of the person who handled the incident. In the Offense Code field, type the offense code for the record you want to retrieve. If you do not specify criteria, all students are retrieved. 2. Click Go. All students who match the specified criteria are displayed in alphabetical order. 3. Select the student(s) for whom you want to print a letter. Or, select Select All to print letters for all students listed. 4. Click Print. The print dialog box is displayed with Other Selection as the default tab. 50 TxEIS

53 May 2012 Discipline The Other Selection tab lets you specify other options for printing letters: In the Letter Type field, click to select a letter type. The letters that have been created on the Update page are listed. This field is required. Under Change Parent Contacted from L etter to Y es, indicate if the Parent Contacted field in the student s discipline record should be changed from Letter to Yes when the letter is generated. If you select Yes, the Parent Contacted field on the Maintenance > Student > Maintenance page is updated to Yes, and a letter is not generated again for the incident. Also, the Contact Date field is updated with the date on which the letter is printed. Note: To print a letter again for this incident, you must reset the Parent Contacted field to Letter. If you select No, the Parent Contacted field on the Maintenance > Student > Maintenance page remains as Letter, and another letter can be generated. Under Sort Sequence, select the order in which you want the letters printed from the following options: Alpha (by student last name) Grade (by grade level) Zip (by mailing address) Under Which Parent(s)/Relation(s) to Send to, select First Primary Parent to send the letter only to the primary parent, or select All Primary Parents to send the letter to all parents listed. This parent relation is set up in Registration on the Maintenance > Student Enrollment > Contact tab. Note: Data is required in all fields on the tab before letters can be printed. Click the Print Letters tab. The tab lets you adjust the paper size and margins. Under Paper Size, adjust the page width and height as needed. Under Margins, adjust the left, right, top, and bottom margins as needed. The margins are specified in inches. Click Test to print a test page. The letter opens in a new window. TxEIS 51

54 Discipline May 2012 Click to close the letter window. Click Run to print letters for all selected students. The letter opens in a new window allowing you to save the letter in PDF format and/or print the letter. Click Cancel to close the dialog box without printing the letter. 52 TxEIS

55 May 2012 Discipline Utilities The Discipline application offers one utility. Assign Incident Numbers The utility allows you to assign incident numbers to records with blank incident numbers. You can also print a report listing the options selected and the number of records read, selected, and updated. Incident numbers are available each school year. Utilities > Assign Incident Numbers 1. The following fields are optional. Leave the fields blank to run the utility for all blank incident numbers. In the Campus field, type the campus ID number. The campus ID must be three digits. In the Date of Incident fields, type the beginning and ending dates in the MMDDYYYY format to assign numbers to incidents that occurred within a specific date range. 2. In the Starting Incident Number field, type a starting number. The incident number must be six digits (numeric only). Leave the field blank for the system to automatically assign the next incident number. The system assigns the first available incident number starting with If more incidents exist than there are available incident numbers, an error message is displayed. An incident number is not assigned. TxEIS 53

56 Discipline May Click Run Assign. When the process is complete, the Offense Summary report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be saved in the following file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. 54 TxEIS

57 May 2012 Discipline Reports Discipline Reports The Discipline reports page allows you to view and print reports using Discipline data. Reports > Discipline 1. Select the report to see the parameter options. 2. Click Run Preview to generate the selected report. Note: Parameters in bold type on the parameters page are required. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be saved in various file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. This option is not available for all reports. Click to close the report window. 3. Click Clear Options to clear data from the parameter fields. 4. Click Return to Reports to return to the list of available reports. TxEIS 55

58 Discipline May 2012 Report ID Report Name Report Description SDS0100 Discipline - Detailed Incident Report The report lists student offense records, including demographic, schedule, offense, and action information. If a date range is entered, it is displayed in the report heading. The report also indicates the offense codes that will be extracted for PEIMS. You can click campus and students. to search for the SDS0200 Special Ed Students in Discipline Settings The report lists students who are in special education and in a disciplinary setting. The report displays students with the specified official or actual length of the disciplinary assignment and an equivalent PEIMS code for the action. An error report is printed for offense records that do not have corresponding action records. You can click campus. to search for the SDS0300 Bil/ESL Students in Discipline Settings The report lists students who are in a bilingual/esl program and in a disciplinary setting. The report displays students with the specified official or actual length of the disciplinary assignment and an equivalent PEIMS code for the action. An error report is printed for offense records that do not have corresponding action records. You can click campus. to search for the SDS0500 Discipline Action Listing The report lists the disciplinary actions taken against students who committed offenses, including instructor and offense information. The report can also be used as the In-School Suspension (ISS) Notification report using the filter function and action code 06 or B1. You can click campus and students. to search for the 56 TxEIS

59 May 2012 Discipline Report ID Report Name Report Description SDS0700 TEA Drug-Free Schools and Communities Act (DFSCA) Evaluation Report The report provides a summary of the number of offenses committed by elementary, middle, and high school students and the disciplinary actions taken against them. It also summarizes the number of weapons confiscated. You can click campus. to search for the SDS0800 Offense Summary Report The report summarizes the number of offenses per cycle and is sorted by offense code. You can click campus. to search for the SDS0900 Action Summary Report The report summarizes the number of actions taken per cycle and is sorted by action code. You can click campus. to search for the SDS1000 PEIMS Report The report prints PEIMS discipline data by grade level for a specified campus. For each incident listed, the first action and offense with a PEIMS code are displayed. If a date range is typed, it prints in the report heading. The report also indicates the offense code that will be extracted for PEIMS. You can click campus. to search for the SDS1100 Incident Number Discipline Report This report prints detailed incident information by incident number for each student. It also indicates which offense code will be extracted for PEIMS. You can click campus. to search for the TxEIS 57

60 Discipline May 2012 Report ID Report Name Report Description SDS1200 Incident Records (Multi- PEIMS Offenses) This report displays all incidents with multiple PEIMS offenses and shows the order in which PEIMS offenses will be extracted. The report is used to validate the data being submitted in the PEIMS discipline data extract. The report can be run for a specific campus or for the entire district and is sorted by name, student ID, PEIMS extract, and offense code. It also indicates which offense code will be extracted for PEIMS. You can click campus. to search for the SDS1300 Discipline Audit Report (PEIMS Edits) The report lists students who will trigger PEIMS edit and/or performance-based monitoring errors: 42508, 42509, 42526, 42533, 42534, 42560, 42567, 42568, and 9999 (the PEIMS action is missing the PEIMS offense code). If a record has an edit error and does not have an incident number, an asterisk is displayed under Incident Nbr, and a warning message indicates that records with missing incident numbers will not have a PEIMS 425 record. You can click campus. to search for the SDS1400 Offenses 'Reported By' Summary Report The report displays the percentage of offenses reported by the persons who reported incidents. The percentage displayed is based on the number of offenses reported for an offense code by a particular person/group divided by the total number of offenses reported for the whole campus. The report is grouped by Reported By ID. The Reported By field on the incident record can be blank, and all offenses reported without a Reported By person/group print on the "Reported By = blank" page. You can click campus. to search for the 58 TxEIS

61 May 2012 Discipline Create Discipline Report The Create Discipline Report page allows you to create a customized Discipline report for students at one campus or all campuses. The information is taken from the most current student record for the selected school year. Reports > Create Discipline 1. In the Report Title field, type a title for the report. The first 50 characters are displayed as the report heading. 2. Under Campus Options, select Campus to print information for the campus to which you are logged on, or select All Campuses to print information for all campuses in the district. 3. The fields are grouped by student table. Select the fields for which you want to print information. You can select an entire group of fields by selecting the group name (e.g., Demographic). 4. Click Create Report to generate the report. The report displays the selected data. TxEIS 59

62 Discipline May 2012 The report heading includes the county-district number, campus ID(s), report title, school year, date and time, page numbers, and record count. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be saved in the following file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. You can sort data to make it easier to review or find records in the reports: Click Sort. The Sort dialog box is displayed. Click Add to add new sorting criteria. A row is displayed in the grid. In the Column field, click to select a field by which to sort the data. In the Sort Order field, click to indicate if you want to sort the column in ascending or descending order. To add another row, click Add. Continue adding rows as needed. Sorting is applied in the order in which it was added. To delete a row, select the row, and then click Delete. The row is deleted. Click OK to apply the sorting to the report. 60 TxEIS

63 May 2012 Discipline When you want to view only certain data, you may find it useful to filter the data in the window. You can use specific criteria to retrieve only the data that you want. Click Filter. The Filter dialog box is displayed. The Original Filter Criteria section displays the original filter expression. Under New Filter Criteria, click Add to add new filter criteria. A row is displayed in the grid. In the Column field, click to select a field by which to filter the data. In the Operator field, click to select an operator (e.g., Equals and Greater Than). In the Value field, click to select a value. In the Logical field, click if you want to add another criteria with an operator (i.e., And or Or). Then, click Add to add another row. To add another row, click Add. Continue adding rows as needed. To delete a row, select the row, and then click Delete. The row is deleted. Click OK to apply the filtering to the report. TxEIS 61

64 Discipline May TxEIS

65 May 2012 Discipline Appendix - Referrals Checklist The following steps cover the discipline referral process. Step Task Page The following must be set up in the TxEIS Student system: Grant the campus access to discipline referrals in tx Gradebook. Grade Reporting > Maintenance > Gradebook Options > Campus > Options Select Allow Discipline Referrals, and then click Save. Specify the administrators who will receive and manage (i.e., approve) the discipline referrals submitted via tx Gradebook. Registration > Maintenance > Campus Profile > Campus Information Maintenance > Principal Counselor For each discipline approver, do the following: If the administrator is responsible for a specific grade level range, use the From Grade Level and To Grade Level fields to indicate the beginning and ending grade levels. If the administrator is responsible for a specific range of last names, use the From Name Range and To Name Range fields to indicate the beginning and ending letters (e.g., AA thru MC). Select Discipline Approver to indicate that the administrator is a discipline approver. Select Receive Discipline Referral if the discipline approver wants to receive notification of his new pending discipline referrals. TxEIS 63

66 Discipline May 2012 Step Task Page Type a valid address in the Address field for the discipline approver. Click Save. Add any non-instructional staff (e.g., bus drivers and security guards) on the Principal/Counselor tab who will be allowed to enter discipline referrals. Registration > Maintenance > Campus Profile > Campus Information Maintenance > Principal Counselor Click +Add to add a new record. Set the Role ID field to 000 (Other) for an employee who is neither a principal nor a counselor, but is being set up as an administrative user of tx Gradebook. Add any other required information for the employee in the free-form area below the grid. Click Save. Note: For non-instructional staff, do not complete the fields for discipline approvers described in the previous step. Enable non-instructional staff to submit discipline referrals in tx Gradebook. Click +Add to add a new record. Enter the user ID, staff ID, and any other required information for the employee in the free-form area below the grid. Set the Type of User field to Discipline Only. Grade Reporting > Maintenance > Gradebook Options > Campus > Administrative Users Note: For a non-instructional staff member who needs access to all campuses in the district, use Grade Reporting > Maintenance > Gradebook Options > District > Administrative Users instead. Click Save. 64 TxEIS

67 May 2012 Discipline Step Task Page Teachers and non-instructional staff enter discipline referrals in tx Gradebook as follows: Enter a new discipline referral record in tx Gradebook. tx Gradebook > Discipline > Discipline Referrals Note: A discipline-only user will see only the Discipline Referrals page in tx Gradebook; no other tx Gradebook menus or pages are displayed or accessible. Click Enter New Referral. Retrieve the student using the Student ID or Student Name field. Click Add another student if more than one student was involved in the incident, and then retrieve the next student using the Student ID or Student Name field. This creates a multi-student record. Add data in the fields as needed, including the Severity, Offense Description, Date of Incident, Time of Incident, Sent to Office, and Teacher s Course Section fields. Type any comments in the Referrer Comments field as needed. Type your PIN and click Submit Referral when the referral is complete and ready for further action by an administrator. The referral status changes to Pending. Note: To save an unfinished referral that you want to complete at a later time, click Save Draft. Then, click Submit Referral once the referral is completed. TxEIS 65

68 Discipline May 2012 Step Task Page View, print, or delete discipline referrals. Click under View to view a saved discipline referral. A referral with a status of Draft or Pending can be updated. Update the fields in the Record Details section as needed. Save the draft, or submit the referral. A referral with a status of Reviewed or Completed can be viewed but not updated. tx Gradebook > Discipline > Discipline Referrals Click under Print to print the referral. The report opens in a new window, and you can print the report from that window. Click under Delete to delete a referral. You can only delete referrals with a status of Draft or Pending. The discipline approver receives notification (if this option is selected) of the discipline referral submitted by a teacher or non-instructional staff member in tx Gradebook, and retrieves the record in the TxEIS Discipline application. Complete the discipline referral. Discipline > Maintenance > Referrals Retrieve the administrator using the Admin Number or Admin Name field, and then click Retrieve. All of the administrator s referrals are retrieved. Narrow the list of referrals displayed (if necessary) by entering criteria in the From Grade Level, To Grade Level, From Name Range, To Name Range, From Incident Date, To Incident Date, and/or status fields. The grid can also be sorted by clicking the column heading. 66 TxEIS

69 May 2012 Discipline Step Task Page Click under Details, and review the referral information. If no further action is needed, select Review, type comments under Return Message about why no further action is being taken, and then click Save. The referral status changes to Reviewed. To create an incident record, do the following: Select Create Incident. Carefully review the referral comments and correct any inappropriate verbiage. Note if this is a multi-student incident, in which case a multistudent incident record must be created. Type comments under Return Message about the action being taken. Click Save. An incident number is automatically assigned to the record, and the Discipline Maintenance page is populated with the referral information. Complete the incident record. Discipline > Maintenance > Student > Maintenance Retrieve a student using the ID or Student field, or the directory. Note: If you are viewing this page directly after creating an incident record, the student and incident are already retrieved, and the fields are populated from the referral record. Complete the fields for the incident record and click Save. The referral status changes to Completed. TxEIS 67

70 Discipline May 2012 Step Task Page For a multi-student incident, click Multi Student Incident to add additional students to the record. Retrieve the next student using the ID or Student field, or the directory. Update any incident data as needed, and then click Save. Teachers and non-instructional staff can see what action was taken by the administrator for the referral. Retrieve the record, and check the status. tx Gradebook > Discipline > Discipline Referrals Retrieve the referral record using the Student ID, Student Name, and/or Status field. Click Search. Each record will have one of the following statuses: The Draft status indicates a referral you have created but not submitted. The Pending status indicates a referral you have submitted that is awaiting review and further action from an administrator. The Reviewed status indicates a submitted referral that has been reviewed by an administrator, for which the administrator is taking no further action. The Completed status indicates a submitted referral that has been reviewed by an administrator, and for which further action was taken. Click under View to see the administrator s return message for Reviewed and Completed referrals. The message should indicate why action is not being taken, or what action is being taken. 68 TxEIS

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72 A Tradition of Performance A Vision for the Future