How do I Manage Discipline Data for CALPADS in PowerSchool’s Incident Manager?

EOY 3 is the End of Year CALPADS reports that are focused on Cumulative Enrollment, Student Behavioral Incidents, and Attendance.  For the purposes of this article, we will cover maintaining student incident and discipline information in PowerSchool.

Incident Manager

Incident Manager is a module within PowerSchool Student Information System that will enable your staff to track reportable Suspension and Expulsion incidents throughout the year as they happen.  Since our focus is on the reportable incidents, we will be using CALPADS EOY 3 guidelines to walk through this process. 

Access the Incident Management Module

Open PowerSchool and navigate from the home page to:  Special Functions > Incident Management

Create an Incident

There are two types of incidents you can create in the Incident Management feature: “Quick Incident” or “Detailed Incident”. 

Create Quick Incident

The first section of the Quick Incident is called “Incident Detail” where you provide the following information (please see screenshot below):

  • Name
  • Role
  • Behavior
  • Primary Behavior
    • Every incident must have a Primary Behavior
  • Allegation
  • Action
    • Note: If a behavior does not result in any action taken, use code 300 (Other Means of Correction)
  • Begin Date
  • End Date
  • Action Taken Detail
  • Duration Code
  • Assigned Duration
  • Actual Duration

Create Detailed Incident

You can also create an incident record with a Detailed Incident. The incident is split into two sections: Incident Description and Incident Builder

Incident Description

The following fields are required for CALPADS EOY requirements:

  1. Incident Type (select CA State Reporting)
  2. Incident Date

Incident Builder

The two required sections are “Participants” and “Incident Elements.”  We will start by adding “Participants”.  Click the “+’ sign in the left-hand column.

Participants

You will see the following popup titled “Search for Student, Staff, or Other Participants”

Start typing the student’s name and PowerSchool will show student record matches for your selection. If a participant is not a current staff or student in PowerSchool, you can manually type his/her name after clicking the “Create Other” button on the bottom.  In the example above, we are interested in a student with a last name (1) that we search in the entire database (2), selected (3), and added (4) as a participant in this incident.

Once selected, Participants can take one of four roles.  Of these, only “Offender” is required for CALPADS but the other participation roles can be equally important for your school’s internal tracking.  After you select a role, click “Add Participant Attributes”.

Incident Elements

When you finish with adding participants, you will need to add Incident Elements.  Click on the “+” icon in the right-hand side column.

There are three kinds of Incident Elements that are available and relevant to Discipline Reporting.  They may seem out of order below, but that is the order in which they should be added.

A) Behavior (All Cases)
B) Actions (All Cases)
C) Object (Special Cases Only)

A) Behavior

(1) is where you list the behavior of the offense.  If there is more than one behavior, then only one should be marked with the “Primary Behavior” checkbox in (2).  Otherwise, the single behavior should have the Primary Behavior box checked.

B) Actions

1) This is the action taken.
2) This is the date of the action
3) For CALPADS, this should always be set to School Days
4) This is the actual duration of days in discipline
5) Action Authority Code is the entity that executes the disciplinary action.
6) Did this student receive Instructional Support while being disciplined?

C) Object

In the case that there is a behavior that requires a code that describes the use of a weapon, an Object Element is required.

  • 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

Once all of the Elements have been created, we must “link” the elements to the “Offender” by dragging the elements to the Offender Box.

IMPORTANT:  Always start with Behavior Elements, then Actions and finally Objects.

The Offender’s box should now have the behavior as a property of the offender.  Then add the action:

Check that the action is a property of the behavior and “Submit Incident” (note the indentation which indicates this hierarchy)

Expulsions (Special Case)

In case of expulsion, the only changes that need to be made should be made to the “Action” Element.  That means changing the action code to the correct code for expulsion, and listing if there are any expulsion modifications.

You now have the tools to correctly add an incident in PowerSchool.

Updated on January 31, 2023

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