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State Codes Finalized for Incident Management and Safe Schools Reporting

posted Mar 8, 2011, 8:20 AM by Lawrence Esplin
Principals and Vice Principals, PowerSchool finalized the codes and types for incident management and released a guide to simplify Safe School Reporting. Please see attachment below.

Please check your school's Incidents by going to Reports - Quick_Info - Clearinghouse - Utah Incident Reporting
    If the report will list problems with a *RED audit problem mark.



Using Incident Management for Utah Safe Schools Reports I1 and I2
Where is Incident Management?
From the main PowerSchool screen select Special Functions - Incident Management

  
            You will see the the Incident Management Screen. From her you can create, filter or order incidents.

Creating a New Safe School Incident
Click on the Create New Incident Button, on the next page choose UT State Reporting on the Incident Type (mandatory) pull down.
Modify the or accept the Incident Date (mandatory).
Select the Time Frame (mandatory), SA = School activity.

Enter a Title and Description the title and description are sent to the state and can be used to filter incidents.
Choose a Location (mandatory) and enter a Location Description (optional) .

Add Participants (Mandatory) State reports will not work without participants. All offenders and victims must be added. Witnesses and reporters are optional. At least one offender must be defined for each incident. Multiple offenders per incident are allowed. 
  1. Click the Plus (+) button next to Participants. The Search for Student, Staff, or Other Participants dialog appears. 
  2. Enter criteria for the search and click Search. The Results section is populated with matching participants. 
  3. Highlight the appropriate participant in the search results. 
  4. Click Add. 
  1. Click the Plus (+) button next to Attributes. 
  2. Choose the appropriate participant attribute from the Attributes pop-up menu. This field is required if the information is known. Otherwise, click the Minus (-) button to remove the Attributes pop-up menu. Note: The participant attribute “Also Victim” should only be assigned to participants who are both an offender and a victim. Based on the participant attribute code, a subcode pop-up menu may appear. 
  3. Choose the appropriate participant attribute subcode from the pop-up menu.
    1. Choose a role from the Select Role(s) pop-up menu. Define at least one offender per incident. Victims must be defined, if applicable, but are optional. 
    2. Click + Add Participant Attributes.
Add Behaviors At least one behavior must be defined for each offender. Multiple behaviors are allowed per offender, however one of the behaviors must be the primary behavior. There may be multiple primary behaviors per incident, but there must be only one primary behavior per offender. Note: After you create a behavior, you must drag the behavior to the participant to associate the two elements. After the behavior is associated with the participant, it also remains under the Incident Elements heading. 
  1. Click the Plus (+) button next to Incident Elements.
  2. Choose Add Behavior from the pop-up menu. 
  3. Choose the behavior performed by the offender from the pop-up menu. Based on the behavior code, a subcode pop-up menu appears. Choose the appropriate behavior subcode from the pop-up menu. 
    1. Select the Primary Behavior checkbox to indicate if this is the primary behavior for the incident. 
    2. Click Add Behavior. The behavior appears under the Incident Elements heading. 
    3. Click and drag the behavior to the appropriate offender. The behavior appears under the name of the offender and also remains listed under Incident Elements. 
    4. Click Submit Incident to save the changes.
Add Action At least one action must be associated with each primary behavior. Even if no action is taken, it is necessary to choose the code indicating that no action was taken. Note: After you create an action in response to a behavior, you must drag the action to the behavior to associate the two elements. After the action is associated with the behavior, it no longer appears under the Incident Elements heading.
  1. Click the Plus (+) button next to Incident Elements.
  2. Choose Add Action from the pop-up menu. At least one action must be defined per offender in the incident.
  3. Choose the appropriate action code from the pop-up menu. If no action was taken, choose “No Action Taken.”
  4. Based on the action code, a subcode pop-up menu may appear. Choose the appropriate action subcode from the pop-up menu.
  5. Populate the Action Date Range for reference. This field is optional.
  6. Choose the appropriate Duration Code for the duration of the disciplinary action from the pop-up menu.
  7. Populate the Assigned Duration field regarding the duration of the disciplinary action. This field is reported if Action Duration is blank.
  8. Populate the Actual Duration field regarding the actual duration of the action.
  1. Choose Yes or No from the pop-up menu for each of the action attributes.
  2. Click Add Action. The action appears under the Incident Elements heading.
  3. Click and drag the action to the appropriate behavior, which should be listed under the name of an offender. The action appears under the behavior and is no longer listed under the Incident Elements heading. If the action appears to be associated with the participant, delete the action, recreate it, and associate it to the behavior.  
  4. Click Submit Incident to save the changes.
Objects At least one object must be associated with each offender. Objects are used to define the weapon used by an offender. If no weapon is involved then choose the code indicating that no weapon was involved. Note: After you create an object, you must drag the object to the participant to associate the two elements. After the object is associated with the participant, it also remains under the Incident Elements heading. 
  1. Click the Plus (+) button next to Incident Elements.
  2. Choose Add Object from the pop-up menu.
  3. Choose the weapon used by the offender from the pop-up menu. If the offender used no weapon, choose “No Weapon.” Note: Define each weapon once. It is not necessary to create the weapon for the student and for the incident.
  4. Click Add Object. The object appears under the Incident Elements heading.
  5. Click and drag the object to the appropriate offender. The object appears under the name of the offender and also remains listed under Incident Elements.
  6. Click Submit Incident to save the changes.
Attributes
  1. Click the Plus (+) button next to Incident Elements. 
  2. Choose Add Attribute from the pop-up menu.
  3. Select the applicable attribute checkboxes, if applicable. These attributes must be defined for the incident, if applicable, and as a participant attribute for the offender.
  4. Click Add Attributes. Each attribute appears under the Incident Elements heading.
  5. Click Submit Incident to save the changes.   

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Lawrence Esplin,
Mar 8, 2011, 8:37 AM
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