Incident Management Information

We need to report ANY Incident that is a violation of Ed Code or any Incident that results in use of Physical Restraint or Seclusion (even without a violation of Ed Code).

 There should be an Action Record for each student who was restrained or secluded, or committed a violation of Ed Code.  Each Incident should have at least one corresponding Result (Action).

All violations of Ed Code are required to have an Incident, Action and Offense.  

• Incident Entry is for the violation(s) of Ed Code or use of Physical Restraint or Seclusion.  The fields to be filled out include the following:
  • Incident Type – either Local Use Only or CA State Reporting
  • Incident Date – Date the incident occurred
  • Time – approximate time incident occurred
  • Title – Brief description of Incident (i.e. Physical Injury caused, Defiance, Restraint, Plagiarized) This is a quick reference that shows on reports and makes it easy for others to see types of Incidents each student has had in the past.
  • Description – This is an in-depth description of the Incident. It is best to include what happened and what the outcome was.  All students involved should have their student ID numbers used in place of their names.  Remember this section is available for public to see.  
  • Location – where the incident occurred.
  • Prepared by – the person that entered the Incident
  • Participants – those involved in the incident to include Reporters, Victims, Offenders and Witnesses. Attributes are added here.
  • Incident Elements – This is where you add Action, Object, and Behavior
    • Behavior REQUIRED FOR ED CODE VIOLATIONS
    • Action REQUIRED FOR ALL INCIDENTS
  • Change Reason – description of any changes made after initial submitting of the Incident

• Participants are added using these steps:
  • Click on the GREEN plus sign to the right of the “Participants”
  • Type the Student’s Last Name
  • Select Type (student, staff, other)
  • Select the box for Only Active to include Enrolled students or uncheck the box for Only Active to include students no longer enrolled at your school.
  • Context will default to your site, but can be changed to add a student/staff from another site.
  • Select the BLUE Search button
  • Find the person you were searching for (common names could result in multiple pages) and select the name by clicking on their name ( it will highlight the line BLUE)
  • Select the BLUE “Add” button
  • Add Participant Attributes box will come up. Click the GREEN plus sign the click on the drop down box to select the type of attribute.  i.e. Motivation is selected then another drop down box will appear and you can select the type i.e. obtain peer attention, avoid tasks/activities.  Select Role(s) by clicking on the arrow button next to “Reporter” this will allow you to select the role the student/staff you selected will be assigned and click on the BLUE Add Participant Attribute Button.  There must be an offender for all Incidents.  If no offender is entered, the Incident will not be associated with the student. 

• Incident Elements are added using these steps:
  • Click on the GREEN plus sign to the right of the “Incident Elements” located to the right of “Participants”
  • Click on the Element you are adding to the Incident. 

• The following are the steps for each type of Element.
  • Add Action 
  • 1. Select Add Action. 
  • 2. Click the drop down box for Action Code. 
  • 3. Select the Action (Result) of the Incident.  All Actions that begin with a number are used for “State Reported” Incidents.  All Actions that begin with “LU…” (Local Use) are to be used with Local Use Only Incidents. 
  • 4. Enter the Begin Date and End Date in the Action Date Range. 
  • 5. Enter Action Taken Detail (i.e. OSS for 5 day, Detention 3 days, Warning). 
  • 6. Enter Actual Resolution Date. 
  • 7. Click on the drop box for Duration Code and select School Days. 
  • 8. Assigned Duration is the amount of school days assigned to the Action (i.e. OSS 3 days or 2 days det). 
  • 9. Actual Duration is the amount of school days served of the Assigned Duration (most of the time the Assigned and Actual are the same.) for OSS and ISS only. 
  • 10. Duration Notes, Action change Reason and Action Change Code DO NOT need to be filled in. 
  • 11. Click on the Action Authority Code drop down box and select (10) School or District Personnel for all Incidents.  No other code will be used here. 
  • 12. Instruction Support Indicator selected to YES if there is an ISS or OSS 
  • 13. IEP STUDENTS ONLY should have the Removal to Interim Alternative Setting selected to (3) No Removal for all Incidents. 
  • 14. IEP STUDENTS ONLY Click on the drop down box for Discipline Status (CASEMIS). Select the appropriate code out of the following: (10) Stayed in school w/o SPED Instruct Support; (11) Stayed in school w/SPED instruct support; (20) Sent home, w/o instruct support; or (21) Sent home, w/instruct support. These are the only choices we use.
  • Select the BLUE Add Action
  • Hover over the RED Star until you see a white cross with arrows, left click and hold down to drag the RED Star to the Offenders Name then release.  (An Action should be done for all Actions that were taken, there can be multiple actions)
  • Add Object (only used for weapons)
  • 1. Select Object Code drop down box and select Weapon
  • 2. Select the drop down box on the new box that appears and select the type of weapon
  • 3. Type in a description of the weapon.
  • 4. Type the Quantity of weapons
  • Select the BLUE Add Object
  • Hover over the BLUE Box until you see a white cross with arrows, left click and hold down to drag the BLUE Box to the Offender’s Name then release.  (A weapon should be added for all Incidents that included a weapon or dangerous object)
  • Add Behavior
  • 1. Select the drop down box next to Behavior Code
  • 2. Select the Behavior (Numbers only are for STATE REPORTED and LU… are for Local Use Only)
  • Select the box next to Primary Behavior if the selected behavior code is the Primary Behavior. (Only one behavior can be selected as Primary for each Incident. i.e. Two student were fighting one student used brass knuckles.  The Primary Behavior is the fight since both students were involved, and only one student will have the additional behavior of the weapon)
  • Select the BLUE Add Behavior
  • Hover over the Hand next to Behavior until you see a white cross with arrows, left click and hold down to drag the Hand to the Offender’s Name then release.  

• Click on the BLUE Submit Incident