Assertive Discipline Web Version

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This document contains information on the Assertive Discipline and Discipline form, discipline letters, reports and the Update Suspendable Offense code form.

Documentation

Assertive Discipline in Aeries Web
http://help.aeries.com/aerieshelp/images/c/c0/Aeries_Web_Assertive_Discipline.pdf Assertive Discipline in Aeries Web Version - Updated April 13, 2016]

Contents








Fields

Assertive Discipline General

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Assertive Discipline Victims

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Assertive Discipline Witnesses

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Assertive Discipline Expulsions

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Assertive Discipline Additional Info

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Aeries Web Version - Assertive Discipline

Student Discipline

The Discipline pages can be displayed by selecting Assertive Discipline under the Student Data/Guidance navigation tree. Considering the various ways these forms can be used, schools/districts MUST have well documented policies regarding student discipline. The following is the Assertive Discipline page that contains a large amount of information that can be stored about an incident.

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The application of disciplinary policy must also be well communicated to the school community.

  • Are discipline policies, penalties, etc., covered in the Student Handbook so that every student and family is well informed?
  • Does the school and district have consistent and uniform procedures for Penalties, for example the disposition codes?
  • Are all "legal bases" covered?

The following is the Discipline page that contains a small amount of information that can be stored about an incident. This form can be accessed by selecting Discipline under the Student Data/Guidance navigation tree.

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Incident ID

When adding a new Discipline record, an Incident ID will automatically be added to the discipline record. The same Incident ID number can be copied to multiple students.

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When you use the Copy button to copy this incident to multiple students, the following message will display. Select the option "Use the same Incident ID#." and click the mouse on the Copy button. The current discipline record will be copied to the students selected and they will all have the same Incident ID number.

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Uncheck the option and the current discipline record will be copied to the students selected and their records will be assigned the next available Incident ID number.

The Lookup button will display specific incidents on the Discipline Incidents form and will display all students that were assigned the same Incident ID number.

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The Discipline Incidents form will display any student that has a Discipline record with that Incident ID. This form will allow you to display specific Incident ID's or Incident ID's for a specific date range. This form may also display any records with that Incident ID or in the specified date range in the Victim or Witness tables if the user has read permissions to these tables.

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Setup of Student Infractions in Code Table

From the School Info/Configurations Navigation tree select Update Code Table. Select the ADS table for the Assertive Discipline form or the DIS table for the Discipline form. A sort code can be entered that will change the order of the codes in the dropdown, and the codes can be translated into up to six languages.

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Select the Field CD and enter all student infractions listed in the Ed Code, the school/district handbook(s), Board Policy, etc. The drop-down listings on the Assertive Discipline and Discipline forms will display the information entered in the Code Table.

NOTE: Code Setup for student infractions should be entered in two informational tables – the

Code Table and Suspendable Offense Code Table.

All Disposition (DS) codes will be set up in the DSP table and should contain all penalties or consequences. The disposition codes can also be sorted and can be translated into up to six languages.

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Setup Suspendable Offense Codes

From the School Info/Configurations Navigation tree select Update Suspendable Offense Codes. Enter all suspendable infractions, citing Ed Code sections, Board Policy, etc. Indicate whether each infraction is reported on the Crime Report, could lead to possible expulsion, etc. The Suspendable Offense Codes can be translated into up to six languages. Select the Correspondence Language button at the top of the screen to view the translations.

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The Update SSA Date field will auto populate the students Safe Schools Act or SSA Date field if a code is selected that is tagged as Y or X.

Setup Discipline Letters

From the School Info/Configurations Navigation tree select the Discipline Letter Text Editor or the Suspension Letter Text Editor. All letters created will display under Letter ID. Select to Add or Change the Discipline Letter or the Suspension Letter to parents. When completed select Save. These letters will then be available to print when students violate school rules. The following is an example of a Discipline Letter.

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The following is an example of a Suspension Letter.

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Entering a Discipline Record on the Assertive Discipline Form

To enter a discipline record from the Assertive Discipline form, select the specific student and click the mouse on the Add New Discipline Record button.

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The Safe Schools Act or SSA Date field will display in the upper right corner. This field should be filled with the date of a student's most recent infraction of the Safe Schools Act. This date will be auto populated when selecting a code that is tagged in the Update Suspendable Offense Codes (SOC) in the Update SSA Date field.
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According to California Ed Code 49079, a student's teachers must be notified for a period of three years from the last infraction that the student violated the SSA. If the SSA Date field contains a date an asterisk (*) will be printed next to the student's name on teacher rosters.

Both Discipline forms have a Red Flag button that will display in red on the Student Data form. Schools should discuss and agree upon protocols for use of the Red Flag buttons.

To add a discipline record, click the mouse on the Add New Discipline Record button. Complete the General tab. Select a Violation from the dropdown and the other information if applicable. Click the mouse on the Save button when complete.


If a Suspendable code is selected the following message will display after Save to prompt the user to continue with the process.

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If Violation codes have been entered and are not in the correct Severity Level based on the Update Suspendable Offense Codes (SOC) records, the following message will display.

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The Re-Order Codes option will sort the codes based on the Severity Level. The Leave Them As-Is option will not change the order and leave them as they were entered.

To enter Administrative Decisions (Dispositions), click the mouse on the Add New Administrative Action link on the bottom of the form.

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The following page will display. Select a disposition from the dropdown. Use the tab key to move through the fields. Click the mouse on the Save button when the page is completed.

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Multiple dispositions can be added to the Assertive Discipline record with unique information, including Start and End Dates, Action Authority, etc. Click the mouse on the Add New Administrative Action link again to enter multiple dispositions. Click on the disposition to display the information for the individual DSP record.

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The Additional Info and Expulsion tabs allow you to enter more details about the incident.

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Suspension Letter Editor (Suspension1)

Click the mouse on the Letter button to print a letter. Click the mouse on the OK button to display the Suspension/Expulsion letters. Click the mouse on Cancel to display the Discipline letters. Below is the Suspension Letter page. Select the letter that you wish to print.

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Selecting the Footer button from the Suspension Letter form will display the Footer Text Change Form and the footer can be updated as well as the Signature Line Text.

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NOTE: There are legal ramifications to the content and wording on the suspension and

discipline letters, including the "Footer." School personnel should consider

consulting with district legal counsel on the appropriate content and wording of

all letters related to student discipline.

Suspension Letter to Parent

When the Print button is selected the following options will display to format your letter.

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Click the mouse on the OK button and the Suspension Letter will be generated.

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'NOTE: 'This letter may be modified to provide Suspension Pending Expulsion or recommendations to Involuntary Transfer Committee

Special Education Students

A message will display on the Assertive Discipline page if a student is Special Ed. The message is based on the following:

  • If the Primary Disability (CSE.DI) field is populated for the student
  • If the student is a current Special Ed student based on the Entry Date (CSE.ED)


A new field has been added to the Assertive Discipline page on the General tab. This field will only be visible if the user has READ permission to CSE/Special Ed and the student is a current Special Ed student.  The fields will be hidden if the user does not have READ to CSE or the student is not Special Ed.   The Student is Special Ed (CSE.SSE) field has been removed from the form.  This field was informational only and is no longer needed.

In Aeries Web Version, if the user does not have READ to Special Ed, a warning will display stating that the Special Ed Status is unknown when adding a new ADS record. This warning will only be visible when trying to add a record. In read mode, no messages will display.

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Note : It is important that the user entering or updating Assertive Discipline records also have READ permission to CSE/Special Ed.

Student Assertive Discipline Record

The Print button on the Assertive Discipline form will display the following selection form with a large number of options available. All Violations and Suspension codes will display but specific codes can be selected by clicking on the code to change them to Yes or No.

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The bottom right corner will display the following formatting options:

  • Hide Demerits – will not print the number of Demerits for the discipline records and will not print a Total Demerits
  • Show Most Recent Offenses First – will display the discipline records in descending date order
  • Show Blank School as District – if the School of Incident is blank the District name will be printed
  • Print Comments – will print comments if they exist in the discipline record
  • Print Additional Info – will print information from the Additional Info tab if they exist in the discipline record
  • Print Expulsion Info – will print information from the Expulsion Info tab if they exist in the discipline record
  • Limit by Dates – will allow you to select a specific date range for discipline records
  • Include Students with no ADS – will print all students regardless if they have an Assertive Discipline Record
  • Gray Section Headings – will allow you to change the color of the field name headings

The following is an example of the printout for the student selected.

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=Student Assertive Discipline Report

The Student Assertive Discipline Record located in View all Reports will produce a listing of ALL student discipline records. When selecting this report various options can be selected to filter out students and limit the records printed.

Discipline Report=

For school wide reports, the Discipline Report located in View all Reports will produce a listing of all students with "X" or more demerits. This report can be used in conjunction with query statements to develop ongoing monitoring for certain students.

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Discipline Distribution Report

For school wide reports, the Discipline Distribution Report can be located in View all Reports. This report can be used to monitor the actual number of different disciplinary codes recorded. This report can be generated to compute a total of the codes by a selected field, if desired. The following is an example of the Discipline Distribution Report broken out by Total, Grade, Sex and then Ethnicity.

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Discipline Dashboard

The Discipline Dashboard is accessed from the Student Data/Guidance node in the Navigation tree. The Discipline Dashboard displays charts analyzing the total number of incidences in a variety of ways.

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There are few options available on the Discipline Dashboard.

  • Year to Date – select the range of dates of the discipline records to include in the charts
  • Show Total# Referral – select if the charts will display the Total #, Daily Rate, Weekly Rate or Percentage of Referrals
  • Incidents for all Violation Codes – Select to display Incidents by.
  • Edit Codes – select the violation codes that you would like to include in the charts

Once the options have been selected, the Refresh button is selected to refresh the data on the charts.

Victims and Witnesses

The Victims and Witnesses forms will allow you to store and track information for a student who was a victim or witness to a crime. The information added to this form can be utilized by the Civil Rights report to track the victims of harassment.

These forms can be displayed by selecting Victims or Witnesses under the Student Data/Guidance navigation tree. Users must have Read access to the Victims or Witnesses screens to view these records. Below is an example of the Victims form.

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The Victims and Witnesses screens also contains an Incident ID field. The Incident ID field on either screen can be linked to Assertive Discipline records by populating the field with the same Incident ID number. This will enable schools to track multiple students involved in one discipline incident.

The Lookup button next to the Incident ID field can be used to list discipline, victim and witness records that occurred on a day, during a range of days, or for a specified Incident ID. This Incident ID can then be entered as the Incident ID for the victim or witness record.

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