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Safe Schools Incident Reporting Guide 2015-2016

posted Dec 14, 2015, 10:00 AM by Lawrence Esplin   [ updated Dec 14, 2015, 10:21 AM ]
Correctly reporting Safe School Incidents is required for State (UTREX) and Federal Reporting (CRDC). A school with no incidents is likely not in compliance and could incur a CRDC audit for the district. Even a simple bullying incident when no action other than a parent contact is taken should be reported in PowerSchool using the Incident Management Screen. Logs are not used for reporting to the state or CRDC.

Incidents initiated on the student page do not automatically include the selected student as the Offender. The Incident Builder must be used to define all participants.

The link to PowerSchool's Utah Quick Entry Guide is the official guid for State reporting. Details below include screen shots and notes regarding Incident Creation.

Only complete forms report correctly. Each form has two parts that must be completed. Below is an example of a complete Incident Form:

-- Form Top --
-- Form Bottom -- 
The offender(s') name must appear in the Participants' Offender box. If a victim is to be attached that name should appear in the victim's box. Each offender should have a Behavior, Action and Object attached and an attribute should be added on the Incidents Elements box.

Step by Step Incident Creation
  • Special Functions - The link is on the left under Functions.

  • Incident Management - The link is near the middle of the list.
  • Create New - The screen shows your schools incidents and lets you filter by date, Title, or currently selected students. To add a new Incident just click on the Create New Incident button.

  • Incident Type
    • Only incidents with a type of UT State Reporting^ will report in the UTREX collections. The ~ designates a state reportable field any items in pull down menus without the ~ will not report.

  • Incident Date - The current date and time can be changed to the actual Incident Date and Time.
  • Time Frame - choose form the list

  • Title and Description
    • Make the title descriptive enough to find the incident easily at a later date.
    • Write a complete description and it will serve s notes for referrals and audits.

  • Location - Choose from the list

  • Incident Builder - The bottom of the form links Students - Behaviors - Actions and Objects to the Incident

    • Participants - To add a participant click on the + on the top right corner of the Left column.
      • Offender - Every reportable Incident must have at least one Offender to report correctly.
        • First find the student using the form. Note you can search for students outside your school.

        • Select the appropriate Role and Attributes 

      • Victim, Witness and other roles - Can be added in the same manner as Offenders.
      • Participants will show on the left in the Incident Builder.
    • Incident Elements - On the right Elements are added to the Incident Builder Click + to add a new Element. Start with Behavior and then add Action, Object and Attributes
      • Behavior - At least one behavior must be attached to each Offender. Multiple Behaviors can be added for each incident. Behaviors require a type and a subtype. Bullying is found under Harassment.

      • Action - An action must be added for each offender and once linked actions no longer appear on the right under elements. Parent Contact is not a reportable choice so please choose No Action Taken^ for State Reportable Incidents (^). Make sure all Action Information is complete.

        • Date and Duration date is critical to an accurate CRDC report.

        • Complete Action Attributes as needed according to State Reporting Guidelines.

      • Object choose and object for each Incident and Offender, No Weapon^ , is a valid choice.

      • Attribute - Complete the incident by adding Incident Attributes. Attributes do not need to be linked to Participants on the left.

    • Attaching Elements to Participants - Incidents are not complete until Behaviors, Actions, and Objects are attached to Participants. Just drag the corresponding element from the right to the Participant on the left. The element will now show beneath the Participant.

Lawrence Esplin,
Dec 14, 2015, 10:16 AM