Revised 09/25/06

DISCIPLINE REPORTING

CHAPTER 32 FY2001 EMIS Discipline

Reporting Requirements

Starting with FY2000, all buildings in a district are required to report detailed discipline records for students in all grade levels. The elements in this record replace Suspension and Expulsion elements that were formerly reported on the student's Demographic and Attendance record in EMIS. The data requested here is required in order to meet the reporting requirements of federal and state law for all students, including those students with disabilities.

District personnel are required to report any incident that takes place on school grounds/property. School grounds/property should include the school building and immediate grounds, school transportation (e.g. buses), stadiums, gymnasiums, and other facilities. District Boards of Education may, at their discretion, use a different, more expansive definition.

Detailed discipline records will include the following data elements:

§         Building IRN of Where Discipline Incident Took Place - indicates the IRN of the building where the incident (misbehavior) took place.

§         Date of Discipline - indicates the date the discipline is administered to the student.

§         Type of Discipline - indicates the type of discipline administered to the student as a result of an infraction

§         Discipline Reason - indicates the offenses or infractions incurred.  Multiple reasons are allowed for each incident.

§         Total Discipline Days each occurrence - Indicates the length in FTE of the student's discipline proceeding with the school district. Include fractional days

§         Discipline modified on Case-by-Case Basis  Instructions Updated for FY05

      If, after due process has been accorded, a student is found to have brought a firearm to school or possessed a firearm at school, the Gun-Free Schools Act requires an expulsion for a period of not less than one year.  The law allows the chief administering officer of the school district to modify the one-year expulsion requirement on a case-by-case basis, but only if the modification is in writing.  The Expulsion (Type of Discipline = 1) must still be reported for this student even if the chief administering officer modifies the expulsion.

    Option "Y" or "N" should ONLY be reported when there is a combination of:

A)    Type of Discipline = 1 - Expulsion AND

B)    Discipline Reason =
06 - Use, possession, sale or distribution of a firearm;  OR
08 - Use, possession, sale or distribution of any explosive, incendiary or poison gas

Valid Options:

* = Not applicable (reported for Type of Discipline "1" with Discipline Reasons other than option 06 or 08 and Types of Discipline "2" through "7" with any Discipline Reason)

Y = Yes

N = No

§         Referred for Alternate Educational Services Instructions Updated for FY05

      If the Chief Administering Officer of the school district modifies the student's expulsion for Discipline Reasons 06 - Use, possession, sale or distribution of a firearm OR 08 = Use,  possession, sale or distribution of any explosive, incendiary or poison gas as part of the case-by-case exception provision, the district may recommend that the student receive alternative educational services. If alternative educational services are provided this should be reported as Y in this element, NOT as Discipline Type 4 = In school alternative discipline class/program/building.  The Expulsion (Type of Discipline = 1)  must still be reported for this student even if alternative educational services are provided.

    Option "Y" or "N" should ONLY be reported when there is a combination of:

 
    A) Type of Discipline = 1 – Expulsion AND
    B) Discipline Reason =
    06 - Use, possession, sale or distribution of a firearm; OR
    08 - Use, possession, sale or distribution of any explosive, incendiary or poison gas AND

         C) Discipline Modified on a Case-by-Case Basis - Y = Yes

          Valid Options: 

* = Not applicable (reported for Type of Discipline "1" with Discipline Reasons other than option 06 or 08 and Types of Discipline "2" through "7" with any Discipline Reason)

         Y = Yes

         N = No

32.1 Definition of the Elements

This section defines each element that is to be reported and indicates the valid codes to be used when reporting to EMIS. The corresponding SIS parameter, where codes will be stored for verification, is also included.

Building IRN of Where Discipline Incident Took Place

Report the Building IRN of the building in which the discipline incident took place.  The IRN in this element could possibly reflect another building within the reporting district, a building outside the reporting district, or the IRN of another EMIS reporting entity (i.e., ESC's, JVSD's,).

(See the FY06 EMIS Guide for further information on this new field).

Date of Discipline

The date field indicates the date the discipline is administered to the student.

Type of Discipline  Adjusted for FY05

Indicate the type of discipline administered to the student.  The type of discipline refers to the action taken against the student as a result of the incident.  Only report the final determination of the type of discipline for the specific incident (for example, if the student is suspended pending an expulsion, only the expulsion should be reported).  Do NOT report multiple types of discipline for the same incident.

 The following codes are the only valid types of discipline to be reported in EMIS:

  Code Description Definition

In the new discipline module, you may keep track of other types of discipline, such as Saturday School or detentions; however, they will not be reported to EMIS. Only those incidents, which resulted in one of the above types of discipline, will be reported to EMIS.

In SIS, Type of Discipline codes will need to be defined on the parameter P167 -

Discipline Action Codes.

On this table, the code is defined as well as the description. You may use any code and description that you choose. However, if the Action is EMIS reportable, fits one of the six actions listed above, then the description must be followed by a pipe character ( | ) and the applicable EMIS code. If it is not the information will not get moved into EMIS.

Example P167 Discipline Action Codes

In the example above, the code 1 has the characters "|1" at the end of the description field. Incident records containing this code will be reported in EMIS as an expulsion.
 

FY04 UPDATE - SATURDAY SCHOOL is no longer  EMIS reportable.

In SIS on the P167, remove the bar code and the 5 from your Saturday School entry.  By removing the bar code and the 5, this Saturday School entry will not be sent to EMIS.  You can still track Saturday School information, but it does not need to be sent to EMIS.

Notice the code for corporal punishment has the "|C" at the end of the description.  This will identify this code as a type to be counted as corporal punishment and will be saved to the "corporal punishment" field in EMIS when the data is moved over in June.

You may add other codes if you wish.  You must remember to specify the "|X" characters at the end of the description field in order for associated incident records to be reported to EMIS. Any codes defined that do not have the pipe character ( | ) followed by a number 1- 7 or letter C defined after it will not be reported in EMIS at year end, regardless of the number used in the code column.

Discipline Reason  Options Adjusted/Added for FY05

Discipline reason codes indicate the infraction that was committed by the student

and resulted in a punishment.  A student may have multiple reasons reported for one incident. Up to five discipline reasons may be reported for one incident.   DO NOT cite the same discipline reason more than once for a single incident.  For example, if the district reports Type of Discipline = "02 Out of School Suspension" for a student, then the district can report multiple discipline reasons such as "03 = Fighting/Violence" and "18 = Disobedient/Disruptive Behavior" as reasons for the out-of-school suspension. 

Please note: Discipline Reason  "** - Not applicable" cannot be used as the first or primary reason for a discipline incident.  Districts must choose one of the existing options "01" to "22" as a primary reason for a reported discipline incident.  Discipline reason "** Not applicable" can be used for discipline reasons two through five for a type of discipline

Only records with one or more of the following reason codes will be reported to EMIS:

Code Description Definition

In the discipline records, each incident must have at least one discipline reason

code. Discipline reason codes will be verified against the parameter P163 -

Discipline Infraction Codes. As with Discipline type codes, additional reason

codes may be defined. In all cases, if the reason codes are to be reported to

EMIS, the description field must contain the "|" character followed by the EMIS

discipline reason code. Here is an illustration of how the pipe character with the

EMIS code will work.

Notice the codes on line 5 for "Vandalism|04". This indicates that any infraction records found with a discipline reason of 04 are to be considered as EMIS code 04 - Vandalism, and are to be reported to EMIS. Codes with no designators at the end of the description will not be reported to EMIS.

 In the example above, the False alarms/bomb threats should be EMIS reportable. However, it will not get moved over to EMIS because it is missing the pipe character with a code 14 following the description.

Currently, the demerit value field on this parameter is not being used in the new discipline module. If demerits are awarded, they must be entered on the action record.

Total Discipline Days Each Occurrence

Total discipline days indicate the total number of days assigned for punishments for a particular incident. This figure should be considered an FTE so if a student was assigned a half a day suspension, the figure would be .50.

 Fractional days are to be reported. If there are multiple action records for a student with days

assigned to each action, this figure will represent the total of all days assigned for all actions for this incident. For example for one incident, if a student is assigned 5 days out of school suspension and 3.5 days in-school suspension, total discipline days reported will be 8.50 days.

Discipline modified on Case-by-Case Basis

    Option "Y" or "N" should ONLY be reported when there is a combination of:

A)    Type of Discipline = 1 - Expulsion AND

B)    Discipline Reason =
06 - Use, possession, sale or distribution of a firearm;  OR
08 - Use, possession, sale or distribution of any explosive, incendiary or poison gas

Valid Options:

* = Not applicable (reported for type of discipline "1" with discipline reasons other than option 06 or 08 and types of discipline "2" through "7")

Y = Yes

N = No

Referred for Alternate Educational Services

    Option "Y" or "N" should ONLY be reported when there is a combination of:

 
    A) Type of Discipline = 1 – Expulsion AND
    B) Discipline Reason =
    06 - Use, possession, sale or distribution of a firearm; OR
    08 - Use, possession, sale or distribution of any explosive, incendiary or poison gas AND

         C) Discipline Modified on a Case-by-Case Basis - Y = Yes

          Valid Options: 

          * = Not Applicable (reported for type of discipline "1" with discipline reasons other than

                06 or 08 and types of discipline "2" through "7"

         Y = Yes

         N = No

32.2 Additional SIS Parameters Used for

Verification in the Discipline Module

The following additional parameters can be defined in SIS to store codes for some of the other fields on the discipline records, which are not reported to EMIS. When the help screens are invoked, these parameters are checked for valid codes.

P162 - Discipline Policy Codes

Discipline policy codes are used to define the policies specific to your district.  The policy record is optional on the discipline records. When defining policy codes, you may use up to six characters for the code and up to 30 characters for the description field.

Examples of policy codes:

P164 - Discipline Location Codes

This table is used to define the location where the infraction was committed.

Enter only locations that are not in the ROOM screen. Both P164 and the ROOM tables are checked when entering a location code on the infraction record. Enter up to four alphanumeric characters to define the room code and up to thirty characters to describe the location.

Examples of location codes:

P165 - Discipline Refer Codes

This table is used to define the person who is making the referral for the infraction. Enter those persons who are not already defined on the TEAC screen. Examples would be custodians, building administrators, bus drivers, etc., which are normally not used on the master schedule. Both P165 and the TEAC table are referred to when accessing the help option for the "Referred"

field.

P166 - Discipline Contact Types

This table is used to define the type of contact that took place with the parent/guardian following the student's incident. Enter up to four characters to define the type of contact and up to thirty characters to describe the type of contact.

32.3 DISC PROGRAM

The DISC program allows the entry of discipline records, with the objective of moving them into LIVE EMIS, for JUNE reporting.

1.      Accessing the program

The DISC program is outside of SIS. 

To access Discipline from within SIS, enter D DISC at the Command prompt.  To return to SIS when you are done in DISC, enter F13 (Shift Key + F3 Key) and a drop-down menu will display.  Use your arrow key to select SIS from this menu to return to SIS.

To access Discipline from outside of SIS, you need to go into SIS and then BYE out.

At the Enter Choice: prompt Type DISC

EX:  Enter Choice:  DISC

            OR

From the menu outside of SIS at the Enter Choice: prompt select SIS_LOCAL and then select DISCIPLINE.

After pressing ‘RETURN’ or ‘ENTER’ it will take you into the program.

DISC V2.1, ©2000 MCOECN, Lima       

R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T

. 000000647  REICHERT,JULIE                 F-12-I-     PB OR BP SCHOOL        .

5,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,6

. F6-Add F8-Exit F9-Export F10-Field Menu/Edit F11-Delete F12-Save             .

F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G

  Date:[  /  /    ][                                        ]     Period:[  ]

      Download?:[Y]

 Infraction:[    ]

    Location:[    ]

          By:[    ]

     Action:[    ]                                 On:[  /  /    ]

# of Days:[   .  ]      From:[  /  /    ]  To:[  /  /    ]  Served?:[N]

      Demerits:[   .  ] Modified?:[N]  Referred to Alt. Program?:[N]

If you have access to more than one building and your logicals have not been set to a specific building it will display a menu for you to choose.

Example:

Use the up and down arrow keys to highlight the building you wish to access and press the ‘RETURN’ or ‘ENTER’ key.

Note:You must have discipline privileges in order to have access to the

DISC program.

2.      Bringing up individual students

Student ID or name can be used to display the student.

Example:

If the student ID is 99, enter 99 and press the ‘return’ or ‘enter’ key.

The student name can also be used in the format of ‘lastname, firstname’ or ‘lastname’ or ‘lastname, part of the first name’.

Examples:

DISC will bring up the first student it finds as a match. For example, if you type in SMITH it will bring up the first SMITH it finds in alphabetical order. If you enter 99 for the student ID and there isn’t a student with that exact ID it will bring up the next student in ID order.

F10 will progress to the next student. If you searched by Name it will go to the next student in order by Name. If you searched by ID it will go to the next student in order by ID.

Note: The name is case sensitive. If the student’s name on STUD is upper case it must be searched in upper case. If you use both uppercase and lowercase in SIS, then you must follow the same convention here.

New as of 11/99: The student demographic information is displayed in the header as follows:

Student ID Student Name *Sex-Grade-Status-Homeroom* School

3.      Adding Incidents

To add a new incident, bring up the student you wish to add and press the F6 key. This will automatically pull up the incident, infraction and action lines for you to enter.

Example:

Incident Date:

This is a mandatory field. Enter the date the incident occurred. The format is MMDDYYYY but you may enter this date in one of several ways. If you press the  <Return> key, it will enter the current date (this method will only work in the INCIDENT date field).

You may also enter the MMDDYY and it will automatically enter the first two digits of the year for you. For example, you may enter 091302 and the display will be 09/13/2002.  Do not type the slashes.

Description

The description is an optional field. However, we do suggest that you enter something.

When you first enter a student ID or name, it is this field that will display on the screen with the incident date. It would be helpful to have a brief description to identify the incident when searching to change or delete an entry.

Period:

The period is also an optional field. Press F10 to display the valid periods for that building. Use the arrow keys to move up and down the list and highlight the one you wish to use. Press ‘RETURN’ or ‘ENTER’. It will then add that period or it can be directly typed in. If you wish to enter nothing, leave the field blank and continue entering the Infraction and Action information.

Download?:

The download is used to indicate whether or not you wish to tag this record to be downloaded for producing discipline letters to parents. The field may contain a Y, an N, or a D. Y means yes, download it the next time you produce letters. N mean no, do not download it when you produce letters. D means it has already been downloaded. This field will default to a Y. You may change it if you wish. If you do not intend to use the feature of downloading disciplinary data to produce letters for parents, it is still all right to have the field value set to Y; it will do no harm.

Example:

IRN Incident Took Place:

If the incident took place in your building, hit the enter key and the system will automatically enter the IRN of your building.

If the incident took place in another building, manually enter this IRN number into this field.

Please use the following web address if you need a listing of available IRN numbers:

http://www.mdeca.org/EMIS/MDECA%20General%20EMIS%20Information.htm

Example:

Note: If you do not know the Infraction and/or Action at the time of entry, you may move your cursor to a field in the Infraction and/or Action record and press F11 to highlight and F11 once more to delete it.

After the Incident/Infraction/Action have been entered and you do not want to continue, press F12 to save.

A blinking message ‘Locked’ will appear on the upper right hand side of the record anytime an existing record is being modified. This indicates that you have exclusive rights to these files.

4. Adding Infractions

Infraction:

This is a mandatory field. Press the F10 key to display the valid infraction codes, which come from the P163 parameter. Use the arrow keys to move up and down the list and highlight the one you wish to use. Press ‘RETURN’ or ‘ENTER’. It will then add that infraction code or it can be directly entered.

Example:

Location:

This is an optional field. Press the F10 key to display the valid location codes, which come from the P164 parameter. Use the arrow keys to move up and down the list and highlight the one you wish to use. Press ‘RETURN’ or ‘ENTER’. It will then add that location code or it can be directly entered.

Example:

By:

This is an optional field. Press the F10 key to display the valid By: options, which come from the P165 parameter and TEAC screen. Use the arrow keys to move up and down the list and highlight the one you wish to use. Press ‘RETURN’ or ‘ENTER’. It will then add that person’s code or it can be directly typed in.

Example:

If any of the options are not correct, the corresponding parameters and/or screens need to be updated within SIS.

Note: If you do not know the Infraction and/or Action at the time of entry, you may move your cursor to a field in the Infraction and/or Action record and press F11 to highlight and F11 once more to delete it.

After the Incident/Infraction/Action have been entered and you do not want to continue, press F12 to save.

If you want to add additional infractions for this incident hit F6, highlight ‘Add Infraction’ and press return. Fill in the information following the previous guidelines.

5. Adding Actions

Action:

This is a mandatory field. Press the F10 key to display the valid action codes, which come from the P167 parameter. Use the arrow keys to move up and down the list and highlight the one you wish to use. Press ‘RETURN’ or ‘ENTER’. It will then add that action code or it can be directly typed in.

Example:

On:

This field is used to indicate the date the action was decided upon. (The date the punishment was determined.) This field will automatically be filled in with the current date. You will only need to manually enter this date if it is different than the current date.

Number of Days:

This is a mandatory field when adding actions, which are to be reported for EMIS.   Upon initial entry, if you wish to enter 1.00, type in 1 and press ‘return’. It will automatically position the numbers correctly in the field. If you wish to enter fractional days, example 1.25, enter 1.25 and press ‘return’.

When editing one field, what is displayed, is what will get saved.

Date Ranges:

New