How do I enter a new Incident in PowerSchool Part 2 of 2 for (CIRS) State Reporting in Vermont?

Purpose

This article will guide you step by step on how to enter an Incident in PowerSchool, focusing on those fields that are required for State Reporting.

Part 1 guides you through entering the Incident and details around the Incident.

When a disciplinary incident occurs, it should always be recorded in PowerSchool as soon as possible. Waiting until later in the school year runs the risk of inaccurate entries.

Incident Management in PowerSchool is referred to as CIRS and stands for Combined Incident Reporting Software.

There are two ways to enter incidents in PowerSchool.

  1. Via Incident Management
    • From the Start Page > District or School level > left-menu panel under Functions > Select Incident Management.
  2. Via Student Search
    • From the Start Page > for the school you are at > Select the Student in question > under Administration > select Incidents.

The process outlined below follows the Incident Management option.

Adding Participants to an Incident in PowerSchool

Under Functions from the homepage > Select Incident Management

Once at Incident Management > ensure the date range is from the first day of school to today to ensure you have visibility to all incidents at your school.

If entering at the district level > Click the dropdown next to Current School Year” > Select “Date Range” > Enter the Start and End dates.

  • School Level:
    • All Incidents associated to your School will be displayed.
  • District Level:
    • All Incidents for your District will be displayed.

You may select the Incident you wish to add Participants to via several options.

  • ID Search
    • Enter the Incident ID > Click Apply.
  • Incidents List
    • Search via one of the data elements in the list above and click on the hyperlink.

Participant(s) Details Section

If more than one participant was involved in the Incident, there will be additional screens available upon completion of this first participant screen.

Step 1: Participant Details Section (Participant 1)

  • Participant Type (Required)
    • Defaults to Students
    • Select the applicable Participant Type
      • Student
      • Staff
  • Name
    • Begin typing the Last or First name and PowerSchool will return results searching on both the Last and First name.
    • Select the applicable Participant by name
  • Role (Required)
    • Reporter
    • Victim
    • Offender (Additional fields will appear)
    • Witness
  • If the Role selected is Reporter, Victim or Witness skip the Behavior and Actions section below.
    • Click Save
  • If the Role selected is “Offender” proceed to next steps.

*The following two sections apply to “Offender” and should remain blank for any other “Role” selected.

Step 2: Behaviors Section

*If for Offenders, otherwise leave blank

  • Behavior
    • Select the behavior from the dropdown
      • (Click the + sign if more than one behavior occurred)
      • Select the checkbox to indicate if the behavior is:
        • Primary Behavior
          • One Primary Behavior is required for all Incidents.
        • Allegation

Step 3: Actions Section

*If for Offenders, otherwise leave blank

  • Action (Required)
    • Select the Action from the dropdown
      • (Click the + sign if more than one action occurred)
        • Add an Action Taken Detail if applicable
  • Action Comment (If Applicable)
    • Add an Action Comment
  • Begin Date (Required)
    • Enter the date the Action began
  • End Date (Required)
    • Enter the date the Action ended
  • Action Taken Detail (If Applicable)
    • Add an Action Taken Detail
  • Duration Code (Required)
    • Click the dropdown and select “Specify Actual/Assigned Duration”
  • Assigned Duration (Required)
    • Enter the Assigned Duration
  • Actual Duration (Required)
    • Enter the Actual Duration
      • Can remain the same or be different from assigned if the duration changed.
  • If the Action selected is “Suspension” an additional field appears to the right of the Action field.
    • Length of Suspension (Required)
      • 1 Day to 6+ Day
        • Select the number of days the Offender were suspended.

Step 4: Action Attributes Section

*If for Offenders, otherwise leave blank

The following data elements are all required except for Gun Possession which should be completed only if the Incident was gun related.

  • Received Expulsion Services
    • If yes, select Yes.
    • Otherwise select No.
  • Restraint
    • If yes, select Yes.
    • Otherwise select No.
  • Seclusion
    • If yes, select Yes.
    • Otherwise select No.
  • Suspension for Gun Possession Reduced
    • If yes, select Yes.
    • Otherwise select No (If not gun related, leave blank).
  • If the Participant is the Offender and no Victims were involved
    • Click Save
  • If a victim(s) was involved
    • Click Next to continue to Participant 2

Step 5: Participant Details Section (Participant 2)

  • If there is more than one participant, after clicking next, another screen will appear where the additional “participant(s)” information will be collected.
  • Participant
    • Type (of Participant)
      • Select the applicable Participant Type.
        • Students
        • Staff
  • Name
    • Begin typing the Last or First name of the participant and PowerSchool will return results searching on both the Last and First name.
    • Select the applicable Participant by their name.

Once the Participant Name has been selected additional fields appear.

  • Select the Participant Role (Required)
    • If the Participant Role is Reporter, Victim or Witness – stop!
    • Click Save
  • If the Participant Role is Offender
    • Return to Steps 2, 3, & 4.
    • Repeat process for all Participants involved in the Incident.
  • When completed > Click Save

To view the “How do I enter a new Incident in PowerSchool Part 1 of 2 for (CIRS) State Reporting in Vermont” Click Here.

            Updated on January 11, 2023

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