How do I manage CALPADS EOY 3 data? (Step 1 of 2 – Student Discipline)

EOY 3 is the End of Year CALPADS reports that are focused on Student Discipline and Attendance as of the 2016-2017 school year.  For the purposes of this article, we will cover two options for gathering/maintaining discipline information: the SIS or a Discipline Log.

Student Discipline

Each school should be tracking their disciplinary incidents in a way that is compliant with the CALPADS reporting requirements due at the end of the year. However, for those small to medium-sized schools that are required by local authorizers to regularly report this data, we recommend that this data is managed outside of the Student Information System.

There are a few reasons why we recommend this:

1) If a school is required to turn in Monthly Reports to a local agency, it is unlikely that your SIS will support those local reports, or that the reports align completely with the local requirements.  Inputting that information into your SIS and then the local reports after that would be double the work!  And if you decide to input the data into the SIS for tracking reasons you still can but with less urgency.

2) Some Student Information Systems have developed Discipline/Incident Management Systems.  We find that many of the existing solutions are not easy to use which requires training and may be prone to error.   We find that using a spreadsheet template may be much easier for office staff.

3) When managing discipline online in a central database, it is likely that many people are using the system and can have access to the creation of discipline incidents.  For legal reasons, it is important that the tracking of discipline incidents and related actions are traceable, managed, and recorded.  This is especially true when an expulsion occurs.  We have found in our experience that this is much harder to do when multiple users can make the application of disciplinary actions and reporting inconsistent.  In this regard, it is advantageous to have a single point of contact that is responsible for issuing disciplinary actions and reporting.


If you are a school that either does not report to a local authorizing agency, or has a large volume of disciplinary incidents or have other compelling reasons to centralize the reporting into a Student Information System, we have additional articles to guide you through maintaining incidents in several SIS.  For the most part, our discipline log solution works well for small to medium size schools with a relatively small number of disciplinary actions (Less than 100 incidents a year).

A Student Discipline Log

For small schools with a small number of incidents that report on a regular basis to local entities, we promote the use of a student discipline log which can be downloaded here: 2017-2018 CALPADS EOY 3 Suspensions and Expulsions Log

The discipline log should have a clear owner that is responsible for this log throughout the year.  The log consists of several parts.

Part 1:  Student Information:

This section covers the basic set of information that needs to be collected for those who participated in the incident.  Each row contains the information for each student involved and contains:

  • Column B – Student SSID
  • Column C – Local Student Number (Most likely their SIS number)
  • Column D – Legal First Name
  • Column E – Legal Last Name
  • Column F – Date of Birth
  • Column G – Gender

Part 2:  Incident Information

This section covers all of the required elements of the incident itself and the consequences.

  • Column H – Incident ID
    • This is a unique ID that can be as simple as a number that increases in value for each new incident.  If two students are involved in the same incident, they should have the same incident ID.  A single student is also capable of committing multiple offenses in the same incident.
  • Column K – Discipline Incident Occurrence Date
    • This is the date the the incident occurred
  • Column L – Student Offense Code
    • This is the code that is used to describe the actionable offense.  The list of codes vary widely and are included in the “Code Descriptions” tab of the student discipline log.
  • Column M – Most Severe Offense Code
    • Most often, this is the same code as the Student Offense Code.  The most severe offense code for the entire incident should be reported if there was more than one student involved in the incident.  Although this decision can be somewhat arbitrary, there is a suggested hierarchy in the CALPADS Data Guide version 6.1 published 7/28/2014 that outlines a suggested model hierarchy although they state that it is up to the LEA to determine their own hierarchy.
      1. Homicide (Codes 500 or 501) – MOST SEVERE
      2. Forcible Rape (Code 401)
      3. Robbery/Extortion (Code 600)
      4. Assault with a Deadly Weapon (Code 103)
      5. Battery (Codes 503 or 504)
      6. Possession of a Weapon (Codes 101 or 104)
      7. Sexual Offenses (other than forcible rape) (Code 400)
      8. Sale or furnishing of drugs (Codes 200 or 203)
      9. Possession of drugs for sale (Code 201)
      10. Possession or sale of alcohol (Code 202)
      11. Use of drugs/alcohol (Code 202)
      12. Possession of paraphernalia (Code 204)
      13. Destructive or explosive device (bomb threat included) (Codes 105 or 101)
  • Column N – If a weapon was used, what kind?
    • The following weapons are relevant for Offense Codes 100, 101, 103, 104 and 105
      • 10 – Handgun
      • 20 – Shotgun or Rifle
      • 30 – Other firearm
      • 40 – Other weapon
      • 50 – Multiple Weapons with Firearm
  • Column O – Disciplinary Action Taken
    • According to the CALPADS Data Guide:
      • For non-special education students, only suspensions and expulsions that are one full day or more must be reported.
      • For special education students, any increment of time for suspensions and expulsions—whether it’s a half hour or a half day— must be reported.
      • LEAs should report any expulsion, even if the enforcement of that expulsion has been suspended or shortened. If a given student ultimately violates the terms of a behavior contract and the student is expelled, then the LEA should report the expulsion without the expulsion modifications.
    • This column uses the following codes:
      • 100 – Suspension
      • 110 – In-School Suspension
      • 200 – Expulsion
      • 300 – No Suspension or Expulsion
  • Column P – Disciplinary Action Authority Code
    • Only required if a special education student is suspended or expelled
    • This column uses the following codes:
      • 10-School or district personnel
      • 20-Court Order
      • 30-Hearing Officer
      • 40-Local Governing Board
  • Column Q – Disciplinary Actions Days
    • This is required for special education students and options for others
    • Expulsions should count the number of days from the day of expulsion to the end of the school year or actual exit date.
  • Column R – Instructional Support Indicator
    • Only required for special education students
  • Column S – Expulsion Modification Category
    • According to the CALPADS Data Guide:
      • If a given student ultimately violates the terms of a behavior contract and the student is expelled, the the LEA should report the expulsion without the expulsion modifications.
    • This column uses the following codes:
      • 100-Enforcement Suspended
      • 200-Shortened
      • 300-No Modification
  • Column T – Interim Alternative Educational Setting*
    • *Required For students with Disabilities Only
    • Was the student removed to an alternate interim setting:
      • Per the CALPADS Data Guide v 9.2, December 19, 2017

Per federal requirements: This is required for special education student. An Interim Alternative Setting is an appropriate setting determined by the child’s IEP team or a hearing officer in which the child is placed for no more than 45 school days. This setting enables the child to continue to receive educational services and participate in the general education curriculum (although in another setting) and to progress toward meeting the goals set out in the IEP.  As appropriate, the setting includes a functional behavioral assessment and behavioral intervention services and modifications to address the behavior violation so that it does not recur.

  • If the student was removed to an interim alternative setting for 45 days or less for drug-, weapon-, or violence-related offenses, LEAs should indicate the reason for the student’s removal:
    • Removal by Hearing Officer
    • Removal by School Personnel
    • No Interim Removal
Updated on June 5, 2018

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