How do I manage discipline data for CALPADS in PowerSchool’s Incident Manager?

If you are managing discipline incidents in a system other than PowerSchool and find yourself at the EOY in California, you may be more interested in this article here.  If you are utilizing Incident Manager in PowerSchool, then you are in the right place!

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.

Step 1:  There was an incident that requires discipline!  Open PowerSchool and navigate from the home page to:  Special Functions>Incident Management

20140509 0840 Capture

Step 2:  Click on “Create New Incident”

20140509 0850 Capture

Step 3:  In the TOP HALF of the Incident Detail screen titled “Incident Description”, the following fields are required for CALPADS EOY requirements:

1) School
2) Incident Type = CA State Reporting
3) Incident Date

20140509 1044 Capture

The Incident Builder

Step 4:  In the BOTTOM HALF of the Incident Detail screen titled “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.

20140509 1048 Capture

Step 5:  We will start by running a query for a participant if they are already in PowerSchool. 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 below, 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.

20140509 1051 Capture

Step 6:  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”.

20140509 1053 Capture

Step 7:  When you finish with adding participants, you will need to add Incident Elements.  Click on the “+” icon in the right hand side column.

20140509 1057 Capture

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)
20140509 1101 Capture

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).  Otherewise, the single behavior should have the Primary Behavior box checked.

20140509 1126 Capture

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?

20140509 1122 Capture

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

20140509 1147 Capture

Step 8:  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.

20140509 1137 Capture

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

20140509 1139 Capture

Step 9:  Check that the action is a property of the behavior and “Submit Incident”

20140509 1142 Capture

Expulsions (Special Case)

Step 10:  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.

20140509 1200 Capture


Updated on June 5, 2018

Was this article helpful?

Looking For More?
Talk To A Support Consultant Immediately!
Contact Us


Leave a Reply

This site uses Akismet to reduce spam. Learn how your comment data is processed.

Do NOT follow this link or you will be banned from the site!