Skyward Data Entry Instructions
Submission 3 – 425 Disciplinary Action Data
NOTES:
-
This instructional document is to be used in conjunction with the Current “PEIMS Data Standards (Section
2 - Discipline & Appendix E)” PDF handout previously provided to you.
-
The following paragraph is extracted from the PEIMS Data Standards, under the 425 Disciplinary Action
Data, Special Reporting Requirements section.
For purposes of discipline data reported to TEA, the attendance/PEIMS data personnel are only
responsible for entering information that has been provided to them by the Superintendent or their
designee(s) who are responsible for applying the Student Code of Conduct to student behavior. In no
case should attendance/PEIMS data personnel be responsible for determining a student's coding
information for discipline actions taken.
-
It is important to understand that when your campus Skyward data is extracted to submit to the TEA only
discipline records which have a valid PEIMS Offense Code and a valid PEIMS Action Code will be included
in the data file. All other discipline records will not be extracted or reported to the TEA.
PART 1 – Adding an Offense
PATH: Student Management\Students\PR\Discipline\Offenses
Make sure that your filter is set to “All Years” so you can see any historical discipline data.
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The screen on the previous page is the most common location where you can enter your 425
Disciplinary data. Once you click on the “Add” button you will get a screen like the one below.
The screen fields highlighted in green are the Offense data fields which will be extracted to the 425
Disciplinary Action Data record. The crosswalk from these Skyward Offense screen fields to the actual
425 Disciplinary Action Data record are as follows: (Reference your current “PEIMS Data Standards
Section 2 - Discipline & Appendix E” PDF handout as well as your “PEIMS to Skyward Translation”
document for Submission 3)
SCREEN
Offense
Incident #
Location
Offense Date
Campus ID
PEIMS 425 DATA FIELD
E1006 – Disciplinary Action Reason Code
(Always click on the word “Offense” to get a new menu window of all of the available
Offense Codes you can choose)
E1016 – Disciplinary Incident Number
(This number can be self generated by Skyward or manually entered if the offense is
related to an existing offense)
E1083 – Behavior Location Code
E0934 – Reporting Period Indicator Code
(Skyward will use the date of the offense to determine which 6 week term to use)
E1037 – Campus ID of Disciplinary Responsibility
The menu item circled in red is a new feature which allows you to attach any relevant documentation
for this offense such as pictures or a police report.
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When you click on the word “Offense” you will get a new window with all of the available Offense Codes
you can choose from. A partial list is shown here.
All of the valid PEIMS Offense codes are numeric. All alpha codes are locally assigned and will get
converted to PEIMS Offense code “21 – Conduct Code Violation” only if a valid PEIMS Action Code has
been assigned to the offense.
Once the Offense Code has been entered you can click on the “Save and Add Action” button if you
already know what the action code for the offense is, otherwise click on the “Save and Back” to save the
offense without an action. You will need to come back later and add the action to the offense.
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When you click on the word “Location” you will get a new window with all of the available Behavior
Location Codes you can choose from. A partial list is shown here.
The field titled “Location” is where Skyward will pull the “Behavioral Location Code” from. This code is
only required for certain offenses; please refer to the “PEIMS 425 Record Chart for determining
Mandatory and Disciplinary DAEP Placements and Expulsions” in Appendix E from the PEIMS Data
Standards to determine when it is required. Appendix E is not part if this document but it was provided
as separate attachment. If you enter an offense which requires this code and you fail to enter one
Skyward will alert you with a pop-up message.
When making a selection for a “Behavior Location Code” you must ensure that the code located under
the “Behavior Location Code” column matches the code in the “Code” column as shown for the
highlighted code in the above screen shot. If the codes in both of these columns do not match then it
will not be reported correctly and you will receive a fatal error. Refer to Appendix C at the end of this
document for a list of valid Behavior Location Codes.
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PART 2 – Adding an Action Code for an Offense
PATH: Student Management\Students\PR\Discipline\Offenses
In order to add an Action Code to an existing offense you will need to expand the existing offense line by
clicking on the triangular arrow as highlighted in red above. Next you will need to click on the “Add” link to the
right of “Action Summary”, also highlighted in red above.
Once you click “Add” you will get the Add Action Summary screen as shown on the next page.
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The screen fields highlighted in green are the Action Summary data fields which will be extracted to the
425 Disciplinary Action Data record. The crosswalk from these Skyward Offense screen fields to the
actual 425 Disciplinary Action Data record are as follows: (Reference the current “PEIMS Data Standards
Section 2 - Discipline & Appendix E” PDF handout as well as your “PEIMS to Skyward Translation”
document for Submission 3))
SCREEN
Action
Detail Start Date
Total Time
School
Dif. Reason
Days Served
PEIMS 425 DATA FIELD
E1005 – Disciplinary Action Code
(Always click on the word “Action” to get a new menu window of all of the available
Action Codes you can choose)
E1036 – Date of Disciplinary Action
E1007 – Official Length of Disciplinary Assignment
E1003 – Campus ID of Disciplinary Assignment
E1009 – Disciplinary Length Difference Reason Code
(If this field is left blank it will default to a code “00 – No Difference”. Please see
additional notes for this field on page 7.)
E1008 – Actual Length of Disciplinary Assignment
(This field is automatically calculated after you select an “Action Status” of “served”,
highlighted in red in the screen shot above)
All other fields on the 425 - Disciplinary Action Data record which we have not covered are system
generated and are visible on the 425 Pre-PEIMS edit report.
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A common discipline fatal error is the failure to add a second action code for those offenses which
require one. For example, when a student commits a serious offense such as bringing a gun to school,
that student is required to be immediately removed from campus which is the initial action you will
enter. After a hearing or some other administrative decision a second action is required to detail what
the follow-up disciplinary assignment will be for this student which is usually an extended sentence to
DAEP or JJAEP. In other words for your serious offenses the student is given an immediate action to
secure the campus and protect the other students and since the offense was serious that student is not
expected to come back to class the following school day so another action is required to detail the
remainder of their disciplinary assignment.
When you click on the word “Action” you will get a new window with all of the available Action Codes
you can choose from as shown here. The action codes that show up are triggered by the Offense Code
you have previously chosen. If you do not see a valid PEIMS action code that you need then please call
the PEIMS department for assistance.
All of the valid PEIMS Action codes are numeric. All alpha codes are locally defined codes. Unlike an
Offense code, if a locally assigned Action Code is chosen then this discipline record will not get extracted
to the 425 – Disciplinary Action Data record and you will receive an edit message on your Pre-PEIMS edit
report stating that you have an Offense without a valid Action Code.
Once the Action Code has been entered click on the “Save” button. Please note that you will need to
come back to this action code and change the “Action Status” from “Open” to “Served” after the
student’s time has been served.
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Editing and deleting both Offense & Action records is self explanatory. If any assistance is needed please
call the PEIMS department.
Difference Reason Code Field Notes:
If you have a situation where the “Days Served” is less than the “Total Time” assigned then you will
need to choose a “Dif. Reason” code and ensure that the “Days Served” reflects the actual number of
days that the student served.
The easiest way to do this is to follow these four steps.
1. First make sure that you do not change this record until after the student has actually served all
of their time.
2. Change the “Action Status” from “Open” to “Served”.
3. Choose a Difference Reason Code by clicking on the “Dif. Reason” link and select one of the
available codes.
4. Edit the “Action Details” date(s) which the student did not serve. When you click on the “Edit”
link you will get a new screen where you will need to change the “Time Served” field to zero and
click “Save”, as shown on the next page.
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After clicking on save you will be returned to your original screen where you will notice that the “Days
Served” field has changed to reflect only the number of days the student actually served.
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Miscellaneous notes
Although not reported on the PEIMS 425 Discipline data record the following data fields are useful to
enter correctly if you ever have to refer back to the staff involved with the details of a discipline data
entry:
Disc Officer in the Offense screen
Staff in the “Referred by” section of the Offense screen
Follow Up Officer in the Action screen
Authorized By in the Action screen
Before you are able to select the appropriate staff for these fields the staff member must be added to
your campus staff and the “Discipline” check box must be checked for the staff member.
Continuation of a disciplinary assignment
It is important to take notes on any student whose disciplinary assignment will extend beyond the
current school year and will need to be continued the following school year. When the new school year
starts you will need to contact the PEIMS department to ensure that any students that have a
disciplinary assignment which is being continued from the previous school year is coded correctly in the
discipline area for the current school year.
Skyward vs TEA Terminology
The following terminology clarification will assist you when comparing Skyward reports t TEA reports.
SKYWARD TERMINONLOGY
Disciplinary OFFENSE
Disciplinary ACTION
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TEA TERMINOLOGY
(C165) Disciplinary-Action-Reason-Code
(C164) Disciplinary-Action-Code
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Submission 3 – 425 Disciplinary Action Data
PART 3 – The Discipline Module
PATH: Student Management\Office\DI
The Skyward discipline module contains several options for looking up & printing discipline data and
would require an entire training in order to review each option in detail. Below is a brief summary of
each option.
\BO
Entry by Officer – as far as the Skyward data is concerned the disciplinary officer is the
user that entered the disciplinary data into Skyward. This option will allow you to lookup disciplinary
data by the Disciplinary Officer.
\BS
Entry by Student – this is the same as Entry by Officer but instead allows you to look up
disciplinary data for a specific student.
\DI
Entry by Incident – this is the same as Entry by Officer but instead allows you to look up
disciplinary data for a specific incident number.
\AC
or REISSUED)
Action Detail Update – here you can find the current status of the action codes (OPEN, SERVED
\TT
Transaction Tracking – Allows you to track transactions either by Student or by the
Transaction Effective Date. This option is a log of who entered what and when.
\RE
Reports – This option provides you with a lot of discipline reports to run.
DL\DL
Discipline Letters Templates – This option will show you any saved Discipline Letter Templates
you or someone at your campus has saved. You can use these templates to create discipline letters.
The following options are to help you keep track of student discipline office visits.
OV\MA
Entry by Date – This allows you to lookup all student disciplinary office visits for a single date.
OV\BS
Entry by Student – Allows you to see all students in your campus and if they have a disciplinary
office visit date associated with their record.
OV\SE
Student Check In – This option will allow a student to check-in for an office visit.
OV\RE
Reports – There is only 1 report currently available under this option which will allow you to
create a template for a report on student’s disciplinary office visits.
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APPENDIX A
C165 DISCIPLINARY-ACTION-REASON-CODE (OFFENSE)
Code
Table
ID
Date
Issued
Name
C165
DISCIPLINARY-ACTION-REASON-CODE
Code
Translation
01
Permanent Removal By A Teacher From Class
(Teacher has removed the student from classroom and denied the student the right to return.
TEC §37.003 has been invoked.) – TEC §37.002(b)
02
Conduct Punishable As A Felony – TEC §37.006(a)(2)(A)
04
Possessed, Sold, Used, Or Was Under The Influence Of Marihuana Or Other Controlled
Substance – TEC §§37.006(a)(2)(C) and 37.007(b)
05
Possessed, Sold, Used, Or Was Under The Influence Of An Alcoholic Beverage – TEC
§§37.006(a)(2)(D) and 37.007(b)
06
Abuse Of A Volatile Chemical – TEC §37.006(a)(2)(E)
07
Public Lewdness Or Indecent Exposure – TEC §37.006(a)(2)(F)
08
Retaliation Against School Employee – TEC §§37.006(b) and 37.007(d)
09
Based On Conduct Occurring Off Campus And While The Student Is Not In Attendance At A
School-Sponsored Or School-Related Activity For Felony Offenses In Title 5, Penal Code – TEC
§37.006(c), TEC §37.007(b)(4), and TEC §37.0081
10
Based On Conduct Occurring Off Campus And While The Student Is Not In Attendance At A
School-Sponsored Or School-Related Activity For Felony Offenses Not In Title 5, Penal Code –
TEC §37.006(d) and TEC §37.007(b)(4)
11
Used, Exhibited, Or Possessed A Firearm
TEC §§37.007(a)(1)(A) and 37.007(e) and/or brought a firearm to school – TEC §37.007(e)
12
Used, Exhibited, Or Possessed An Illegal Knife
TEC §37.007(a) (1) (B) (Illegal knife blade longer than 5.5 inches)
13
Used, Exhibited, Or Possessed A Club – TEC §37.007(a)(1)(C)
14
Used, Exhibited, Or Possessed A Prohibited Weapon Under Penal Code §46.05 – TEC
§37.007(a)(1)(D)
16
Arson – TEC §37.007(a)(2)(B)
17
Murder, Capital Murder, Criminal Attempt To Commit Murder, Or Capital Murder – TEC
§37.007(a)(2)(C)
18
Indecency With A Child – TEC §37.007(a)(2)(D)
19
Aggravated Kidnapping – TEC §37.007(a)(2)(E)
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Date
Updated
03/01/14
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21
Violation Of Student Code Of Conduct Not Included Under TEC §§37.002(b), 37.006, or 37.007
(does not include student code of conduct violations covered in reason codes 33 and 34)
22
Criminal Mischief – TEC §37.007(f)
23
Emergency Placement/Expulsion – TEC §37.019
26
Terroristic Threat – TEC §37.006(a)(1) or §37.007(b)
27
Assault Under Penal Code §22.01(a)(1)
Against a school district employee or volunteer – TEC §37.007(b)(2)(C)
28
Assault Under Penal Code §22.01(a)(1)
Against someone other than a school district employee or volunteer – TEC §37.006(a)(2)(B)
29
Aggravated Assault Under Penal Code §22.02
Against a school district employee or volunteer – TEC §37.007(d)
30
Aggravated Assault Under Penal Code §22.02
Against someone other than a school district employee or volunteer – TEC §37.007 (a)(2)(A)
31
Sexual Assault Under Penal Code §22.011 Or Aggravated Sexual Assault Under Penal Code
§22.021
Against a school district employee or volunteer – TEC §37.007(d)
32
Sexual Assault Under Penal Code §22.011 Or Aggravated Sexual Assault Under Penal Code
§22.021
Against someone other than a school district employee or volunteer – TEC §37.007(a)(2)(A)
33
Possessed, Purchased, Used, or Accepted a Cigarette Or Tobacco Product As defined in the
Health and Safety Code, Section 3.01, Chapter 161.252
34
School-Related Gang Violence
Action by three or more persons having a common identifying sign or symbol or an identifiable
sign or symbol or an identifiable leadership who associate in the commission of criminal
activities under Penal Code §71.01
35
False Alarm/False Report – TEC §§37.006(a)(1) and 37.007(b)
36
Felony Controlled Substance Violation – TEC §37.007(a)(3)
37
Felony Alcohol Violation – TEC §37.007(a)(3)
41
Fighting/Mutual Combat – Excludes all offenses under Penal Code §22.01
42
Truancy (failure to attend school) – Parent contributing to truancy – TEC §25.093(a)
43
Truancy (failure to attend school) – Student is at least 12 years old with at least 3 unexcused
absences – TEC §25.094
44
Truancy (failure to attend school) – Student is at least 12 years old with 10 unexcused
absences – TEC §25.094
45
Truancy (failure to attend school) – Student failure to enroll in school – TEC §25.085
46
Aggravated Robbery – TEC §37.007(a)(2)(F), TEC §37.006(C)-(D) (HB 9680)
47
Manslaughter – TEC §37.007(a)(2)(G)
48
Criminally Negligent Homicide – TEC §37.007(a)(2)(H)
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49
Engages In Deadly Conduct – TEC §37.007(b)(3)
50
Used, Exhibited, Or Possessed A Non-Illegal Knife As Defined By Student Code Of Conduct And
As Allowed Under TEC 37.007. (Knife blade equal to or less than 5.5 inches)
55
Student Is Required To Register As A Sex Offender Under Chapter 62 Of The Code Of Criminal
Procedure And Is Under Court Supervision - TEC §37.304. The offense(s) for which the student
is required to register as a sex offender must have occurred on or after Sept. 1, 2007
56
Student Is Required To Register As A Sex Offender Under Chapter 62 Of The Code Of Criminal
Procedure And Is Not Under Court Supervision - TEC §37.305. The offense(s) for which the
student is required to register as a sex offender must have occurred on or after Sept. 1, 2007
57
Continuous Sexual Abuse Of Young Child Or Children Under Penal Code §21.02
Occurring on school property or while attending a school-sponsored or school-related activity
on or off school property – TEC §37.007(a) (2) (I)
58
Breach of Computer Security – TEC §37.007(a)(5) (HB1224)
59
Serious Misbehavior, as defined by TEC §37.007(c), while expelled to/placed in a Disciplinary
Alternative Education Program (DAEP)TEC §37.007(c) defines "serious misbehavior" as:
(1) deliberate violent behavior that poses a direct threat to the health or safety of others;
(2) extortion, meaning the gaining of money or other property by force or threat;
(3) conduct that constitutes coercion, as defined by Section 1.07, Penal Code; or
(4) conduct that constitutes the offense of:
(A) public lewdness under Section 21.07, Penal Code;
(B) indecent exposure under Section 21.08, Penal Code;
(C) criminal mischief under Section 28.03, Penal Code;
(D) personal hazing under Section 37.152; or
(E) harassment under Section 42.07(a)(1), Penal Code, of a student or district employee.
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APPENDIX B
C164 DISCIPLINARY-ACTION-CODE (ACTION)
Code
Table ID
C164
Date
Issued
Name
DISCIPLINARY-ACTION-CODE
Code
03/02/98
Date
Updated
03/01/2012
Translation
The following codes apply to all students.
01
Expulsion (TEC §37.007)
Without placement in another educational setting as a result of a formal expulsion hearing [TEC
§37.009(f)]. (This code does not apply if a student continues to receive educational services
during the term of expulsion)
02
Expulsion (TEC §37.007)
With placement in a juvenile justice alternative education program (JJAEP) as a result of a
formal expulsion hearing [TEC §37.009(f)]
03
Expulsion (TEC §37.007)
With placement in an on-campus disciplinary alternative education program (DAEP) as a result
of a formal expulsion hearing [TEC §37.009(f)]. (Do not use this code when a student has been
placed in a DAEP, but not expelled)
04
Expulsion (TEC §37.007)
With placement in an off-campus DAEP as a result of a formal expulsion hearing [TEC
§37.009(f)]. (Do not use this code when a student has been placed in a DAEP, but not expelled)
05
Out-Of-School Suspension
(Suspension may not exceed three days under TEC §37.005)
06
In-School Suspension (TEC §37.001)
(NOTE: For students eligible for special education and related services, this includes any setting
that has not been addressed by an admission, review, and dismissal committee within the
placement determination of the student's current IEP.) (Suspension may exceed three days
under TEC §37.005)
07
Placement In An On-Campus Or Off-Campus DAEP (TEC §37.008)
As a result of a conference [TEC §37.009(a)], rather than a formal hearing as required for
expulsion
08
Continuation Of Other District’s DAEP Placement
09
Continuation Of Other District’s Expulsion Order
10
Continuation Of The District's DAEP Placement From The Prior School Year
11
Continuation Of The District's Expulsion Order From The Prior School Year
12
Continuation Of The District's Expulsion With Placement To JJAEP From The Prior School Year
13
Placement In A JJAEP By Court Order
14
Placement in a DAEP by Court Order
15
Continuation Of Other District’s Expulsion With Placement To JJAEP
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16
Truancy
(failure to attend school) charges filed in Juvenile Municipal or Justice of the Peace court and
a fine was assessed
17
Truancy
(failure to attend school) charges filed in Juvenile Municipal or Justice of the Peace court and
fine was assessed
no
25
Partial Day Out-Of-School Suspension
26
Partial Day In-School Suspension
27
Mandatory Disciplinary Action Not Taken By District
As a result of ARD committee manifestation hearing determination, made in accordance with
IDEA for a student receiving special education services, that the student’s behavior is linked to
the student’s disability
28
Mandatory Disciplinary Action Not Taken (TEC §37.001(a)(4)
The mandatory disciplinary action was not taken because the district considered one or more of
the TEC, §37.001(a)(4) provisions that allows the district to consider self defense, intent or lack
of intent, student’s disciplinary history, or disability that substantially impairs the student’s
capacity to appreciate the wrongfulness of the student’s conduct as a factor in a decision to
order suspension, removal to a disciplinary alternative education program, or expulsion.
The following codes apply to students with disabilities. In order to use these codes, a special education
hearing officer (not a hearing officer employed or appointed by the district) must find the disciplinary action
necessary to support a 1415(k)(2) hearing officer order.
20 U.S.C. 1415(k)(2),(10) and CFR §300.521
50
Expulsion Without Placement In Another Educational Setting
as a result of a determination by a special education hearing officer (not a hearing officer
employed or appointed by the district)
51
Expulsion With Placement To A JJAEP
As a result of a determination by a special education hearing officer (not a hearing officer
employed or appointed by the district)
52
Expulsion With Placement To An On-Campus DAEP
As a result of a determination by a special education hearing officer (not a hearing officer
employed or appointed by the district)
53
Expulsion With Placement To An Off-Campus DAEP
As a result of a determination by a special education hearing officer (not a hearing officer
employed or appointed by the district)
54
Placement In An Alternative Education Program Established Under TEC, §37.008
As a result of a determination by a special education hearing officer (not a hearing officer
employed or appointed by the district)
55
Continuation Of Other District’s DAEP Placement
As a result by a special education determination of a hearing officer (not a hearing officer
employed or appointed by the district)
56
Continuation Of Other District’s Expulsion Order
As a result by a special education determination of a hearing officer (not a hearing officer
employed or appointed by the district)
57
Continuation Of The District's DAEP Placement From The Prior School Year As a result of a
determination by a special education hearing officer (not a hearing officer employed or
appointed by the district)
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58
Continuation Of The District's Expulsion Order From The Prior School Year As a result of a
determination by a special education hearing officer (not a hearing officer employed or
appointed by the district)
59
Continuation Of The District's Expulsion With Placement To JJAEP From The Prior School Year
As a result of a determination by a special education hearing officer (not a hearing officer
employed or appointed by the district)
60
Placement In A JJAEP
As a result of a determination by a special education hearing officer (not a hearing officer
employed or appointed by the district)
61
Continuation Of Other District’s Expulsion With Placement To JJAEP
As a result of a determination by a special education hearing officer (not a hearing officer
employed or appointed by the district)
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APPENDIX C
C190 BEHAVIOR-LOCATION-CODE
Code
Table ID
C190
Date
Issued
Name
BEHAVIOR-LOCATION-CODE
Code
Date
Updated
03/01/12
Translation
00
Not Applicable
01
On Campus
02
Off Campus, but within 300 feet of campus property line
03
Off Campus, but at a school sponsored or school related activity
04
Off Campus, and further than 300 feet from the campus boundary (Student was not in
attendance at a school sponsored or school related activity)
05
On campus of another school district, or while in attendance at a school sponsored or school
related activity of another school district
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APPENDIX D
C166 DISCIPLINARY-LENGTH-DIFFERENCE-REASON-CODE
Code
Table ID
C166
Date
Issued
Date
Updated
03/02/98
03/03/99
Name
DISCIPLINARY-LENGTH-DIFFERENCE-REASON-CODE
Code
Translation
00
No difference Between Official And Actual Lengths Of Disciplinary Assignments
01
Term Modified By District
02
Term Modified By Court Order
03
Term Modified By Mutual Agreement Of District, Student, And/Or Parents
04
Student Completed Term Requirements Sooner Than Expected
05
Student Incarcerated
06
Term Decreased Due To Extenuating Health-Related Circumstances
07
Student Withdrew From School
08
School Year Ended Before Completion Of Disciplinary Action Assignment
09
Continuation Of Previous Year’s Disciplinary Action Assignment
10
Term Modified By Placement Program Due To Student Behavior While In The Placement
99
Other
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