Assertive Discipline
May 1, 2015
1. Student Discipline
Assertive Discipline and Discipline Forms **
Incident ID
2. Assertive Discipline Setup
Setup of Student Infractions in Code Table
Setup of Suspendable Offense Codes
Setup All Letters
3. Entry on ADS Form
Suspension Letter to Parent
Suspension Letter Editor
Student Assertive Discipline Record **
Special Ed Student **
4. Reports
Discipline Report
Discipline Distribution Report
Student Assertive Discipline Report
Discipline Analysis
5. Victims and Witnesses
6. Major DSP Changes from February 2013
7. Macro – Copy Dispositions From ADS to DSP
** = New or updated information
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Student Discipline
The Discipline forms can be displayed by selecting Discipline on the Student Data form. Considering
the various ways these forms can be used, schools/districts MUST have well documented policies
regarding student discipline. The following is the Assertive Discipline form that contains a large amount
of information that is stored about a specific incident in the ADS, DSP and EXP tables.
The application of disciplinary policy must also be well communicated to the school community.
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Are discipline policies, penalties, etc., covered in the Student Handbook so that every student
and family is well informed?
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Does the school and district have consistent and uniform procedures for Penalties, for
example the disposition codes?
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Are all “legal bases” covered?
The following is the Discipline (DIS) form that contains a small amount of information that can be stored
about an incident. This form can be accessed by clicking the mouse on the Switch button at the bottom
of the Assertive Discipline form.
The Safe Schools Act or SSA Date field displays in the upper right corner on both forms. This field
should contain the date of a student’s most recent infraction of the Safe Schools Act. According to
California law Ed Code 49079, a teacher must be notified for a period of three years from the last
infraction that the student violated the SSA. If the SSA Date field contains a date an asterisk (*) will be
printed next to a student’s name on teacher rosters.
Both Discipline forms have a Red Flag button that will force the Discipline button to display in red on the
Student Data form. Schools should discuss and agree upon protocols for use of the Red Flag buttons.
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Incident ID
When adding a new Discipline record, an Incident ID will automatically be added to the discipline record.
The same Incident ID number can be copied to multiple students.
When you use the Copy button to copy this incident to multiple students, after the students are selected
the following message will display. Click the mouse on the Yes button and the current discipline record
will be copied to the students selected and will have the same Incident ID number.
Click the mouse on the No button and the current discipline record will be copied to the students selected
and will be assigned the next available Incident ID number.
The Lookup button will display specific incidents on the Discipline Incidents form and will display all
students that were assigned the same Incident ID number.
The Discipline Incidents form will display any student that has a Discipline record with that Incident ID.
You can also select to view any Victims and Witnesses associated with the Incident ID number. This
form will allow you to display specific Incident ID’s or Incident ID’s for a specific date range. You can also
change Incident ID numbers from this form if necessary.
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Setup of Student Infractions in Code Table
From Other Functions select Update Code Table. Select the ADS table for the Assertive Discipline
form or the DIS table for the Discipline form. Select the Field CD and enter all student infractions listed
in the Ed Code, the school/district handbook(s), Board Policy, etc.
The drop-down listings on the Assertive Discipline and Discipline forms will display the information
entered in the Code Table.
NOTE: Code Setup for student infractions should be entered in two informational tables – the
Code Table and Suspendable Offense Code Table.
All Disposition (DS) codes will be setup in the DSP table and should contain all penalties or
consequences.
Setup Suspendable Offense Codes
From View all Forms, select Update Suspendable Offense Codes. Enter all suspendable infractions,
citing Ed Code sections, Board Policy, etc. Indicate whether each infraction is reported on the Crime
Report, could lead to possible expulsion, etc. The Severity Levels need to be populated for CALPADS
reporting.
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Setup Discipline Letters
From View all Forms, click the mouse on Discipline Letter Text Editor. Select to create and/or edit the
Discipline Letter and Suspension Letters to parents. These letters will then be available to print when
students violate school rules.
The following is an example of a Suspension Letter.
NOTE: There are legal ramifications to the content and wording on the suspension and
discipline letters, including the “Footer.” School personnel should consider
consulting with district legal counsel on the appropriate content and wording of
all letters related to student discipline.
Entering a Discipline Record on the Assertive Discipline Form
To enter a discipline record for a student, select the Discipline button from the Student Data form.
Clicking the mouse on the Switch button will display between the Assertive Discipline (ADS/DSP) and
Discipline (DIS) forms. The Assertive Discipline form is much more comprehensive than the
Discipline form.
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To add an Assertive Discipline record, click the mouse on the Add button. When making an entry, if a
suspendable code is selected the Letter button will display in RED as a reminder that a Suspension
Letter should be generated. Also a message will display.
Enter all necessary information to be printed on the Suspension Letter. When the Disposition has been
entered the tab will display the code selected. Multiple Disposition codes can be added to the Discipline
record. After all information has been entered click the mouse on the Letter button. The following
selection box will display to either automatically print the Suspension Letter or to update the letter using
the Letter Editor.
When the Use Suspension Letter option is selected the following options will display to format your
letter.
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Click the mouse on the OK button and the Suspension Letter will be generated. Below is a sample of a
portion of the letter.
NOTE: This letter may be modified to provide Suspension Pending Expulsion or
recommendations to Involuntary Transfer Committee
Special Education Students
A message will display on the lower right of the Assertive Discipline form if a student is Special Ed. The
message is based on the following:
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If the Primary Disability (CSE.DI) field is populated for the student
If the student is a current Special Ed student based on the Entry Date (CSE.ED)
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A new field has been added to the Assertive Discipline form, the Removal to Interim Setting Reason
Code (ADS.RR) has been added to the Additional Info tab. This field will only be visible if the user has
READ permission to the CSE/Special Ed table and the student is a current Special Ed student.
The fields will be hidden if the user does not have READ to CSE/Special Ed table or the student is not
Special Ed.
The Student is Special Ed (CSE.SSE) field has been removed from the form. This field was
informational only and is no longer needed.
In Aeries, if the user does not have READ permissions to CSE/Special Ed, a warning will display for all
students stating that the Special Ed Status is unknown.
Note : It is important that the user entering or updating Assertive Discipline records also has READ
permission to CSE/Special Ed.
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Student Assertive Discipline Record
The Print Student Discipline Report/ADS can be generated by clicking the mouse on the Print button
on the Assertive Discipline form or can be selected from View All Reports. The following form will
display with a large number of options available. All Violations and Disposition codes will display but
specific codes can be selected by clicking on the code to change them to Yes or No.
The bottom right corner will display the following formatting options:
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Hide Demerits – will not print the number of Demerits or Total Demerits.
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Show Most Recent Offenses First – will display the discipline records in descending date order.
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Show Blank School as District – if the School of Incident is blank the District name will print.
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Print Comments – will print comments if they exist in the discipline record.
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Print Additional Info – will print information from the Additional Info tab if they exist.
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Print Expulsion Info – will print information from the Expulsion Info tab if they exist.
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Limit by Dates – will allow you to select a specific date range for discipline records
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Keep this form open – will leave the form open after the report generates.
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Heading and Lines Options – will allow you to change the color of the field name headings as
well as the lines that print between each field.
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The following is an example of the printout for the student selected.
Discipline Report
For school wide reports, the Print Students with N or More Discipline Demerits located in View all
Reports will produce a listing of all students with “X” or more demerits. This report can be used in
conjunction with query statements to develop ongoing programs/monitoring for certain students.
Discipline Distribution Report
For school wide reports, the Discipline Distribution Report can be located in View all Reports. This
report can be used to monitor the actual number of different disciplinary codes recorded. This report can
be generated to compute a total of the codes by a selected field, if desired. The following is an example
of the Discipline Distribution Report broken out by Total, grade, sex and then Ethnicity.
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Discipline Analysis Report
A Discipline Analysis Report is available from the District or School version of Aeries. This report can
calculate violations by various options such as Violation, Approximate Time, Exact Time, Student etc from
the Assertive Discipline (ADS) and Disposition (DSP) table. The following report can be generated.
The options are also available to create a spreadsheet or a colored graph.
Victims and Witnesses
The Victims and Witnesses form will allow you to store and track information for a student who was a
victim or witness to a crime. The information added to this form can be utilized by the Civil Rights report
to track the victims of harassment.
This form is accessible from View all Forms. The form has two tabs which are the Victim (VIC) and the
Witness (WIT). The Victims and Witnesses form also contains an Incident ID field. The Incident ID
field on either the Victim or Witness forms can be linked to Assertive Discipline records by populating
the field with the same Incident ID number. This will enable schools to track multiple students involved in
one discipline incident.
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Assertive Discipline Changes
Major changes were released for the Assertive Discipline form on February 26, 2013. Previously, each
Assertive Discipline record could only store 3 different Disposition codes and there was only one set of
related disposition fields for all 3 dispositions.
The major enhancement will now allow multiple disposition records to be stored. This allows the LEA to
report to the State the final disciplinary action taken, as the action may progress for the student (i.e.
suspension leading to expulsion). This will also allow for the disciplinary action duration to be kept per
disposition, enabling the LEA to keep track of the days of suspension as well as the days of expulsion
under the same discipline record.
The Assertive Discipline form has undergone many enhancements, including making the form
larger. The new Disposition (DSP) table will now be used to store multiple Disposition records. The
number of Dispositions that can be added to an Assertive Discipline record are unlimited in the DSP
table however the form can only display up to 10 dispositions for a single ADS record. The order in which
the fields display on the Assertive Discipline form has also changed. The new DSP disposition fields
will display at the bottom of the form to allow new records to be added and displayed. An option has
been added that will allow you to view the old ADS disposition fields. All old ADS disposition fields will be
displayed with parenthesis around the field names.
The districts network administrator must verify that any user who can view or update Assertive
Discipline (ADS) has matching permissions to the new DSP table. Also, the Victims (VIC) and
Witnesses (WIT) tables should have an additional level of security due to the confidential nature of the
data.
All Disposition codes that are set up in the COD table for ADS.DS will be automatically converted over to
the DSP.DS field in the COD table. This will also include the ADS.RST, ADS.RL, ADS.AA, ADS.RS and
ADS.ST codes.
Records with Disposition codes in the ADS table should be converted over to the DSP table using the
Copy Dispositions From ADS to DSP macro. Not all Disposition records can be converted using this
macro. Any ADS record that has more than one disposition and information added to the disposition
fields, such as Disposition Start Date (ADS.DD) cannot be converted. We cannot determine which
Disposition code goes with the entered data.
After running the Copy Dispositions From ADS to DSP macro, run the Print ADS to DSP Conversion
Audit Report to generate a report of the records that could not be converted.
All Disposition fields from the ADS table that have been setup on the Define Required Fields form that
have Required Fields and Limited Dropdown settings for the Disposition and related data fields will be
automatically copied so that they work appropriately with the DSP fields. The original settings for the ADS
fields in the Define Required Fields form will be del-tagged.
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These changes are to help Districts submit Discipline data cleanly to CALPADS. Previously, some
districts were creating multiple ADS records for the same student for the same incident with different
Dispositions to track the student’s progression. This affected their districts CALPADS reporting. The
changes made to ADS with the addition of the DSP table enable you to track all that information on a
single discipline record and not have to use a work-around that caused issues with CALPADS reporting.
If the ADS records have the Days and Start and End Date fields associated with the last and most severe
disposition, those records will be extracted correctly in the CALPADS EOY extract and do not need to be
converted.
Macro – Copy Dispositions From ADS to DSP
Records with Disposition codes in the ADS table should be converted over to the DSP table using the
Copy Dispositions From ADS to DSP macro. Not all Disposition records can be converted using this
macro. Any ADS record that has more than one disposition and information added to the disposition
fields, such as Disposition Start Date (ADS.DD) cannot be converted. We cannot determine which
Disposition code goes with the entered data. A report is available that displays all non-converted records
after the macro has processed.
The macro can be accessed from View All Forms in AdminCS for Client Server versions. For Access
versions, the macro is accessed from View All Forms in the school database. In View All Forms, View
All Macros, click the mouse on Copy Dispositions From ADS to DSP.
The following form will display. Options are available to convert ADS records to DSP from the date of
7/1/2012 to the Present and also from the earliest ADS date to 6/30/2012.
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The form has the following explanations:
This process will copy the following disposition data from ADS to DSP:
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Disposition code and all its related data (dates, hours, authority, placement etc.) IF there is only
ONE disposition code.
ALL disposition codes IF the related data fields (dates, hours, authority, placement etc.) are all
blank/empty.
ALL related data IF the three (3) disposition codes are blank/empty.
NOTE: The ADS record had the capability to store disposition data in three fields – DS, DS2 and DS3. If
an ADS record contains more than one Disposition with data loaded in related fields, such as Dates,
Hours, Authority, Placement, etc. the Disposition data cannot be copied over to the DSP table, because it
CANNOT be determined to which disposition code the related data pertains.
The following message will display after the conversion is processed.
Click the mouse on OK to view the ADS to DSP Conversion Audit report. The following report will
display. In the example below, 2 students are displayed with ADS records that contain more than one
disposition code. The records will need to be evaluated.
The form will display a red message of Already Processed after the process was run.
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