|Discipline, Referrals, Contact Logs|
Teachers and administrators can submit referrals online, track discipline, assign detention, and send alerts to parents for discipline issues. You may also log parent contacts, good behavior, medical incidents, academic and general concerns. (The free version allows teachers to keep logs for themselves. A paid license is required for referrals, and for parents to have online access and alerts.)
To log a new incident, click the tab. Or on a mobile device, click the main menu and select "New Referral/Incident".
Click one or more students from your class, or type the name or ID of any students at your school. (Include just the perpetrators; for victims or witnesses, type their names in the description.)
Select the discipline code from the checkboxes, and optionally the consequence, such as detention. You may customize all these options. For warnings, do not select any consequence; it's understood that anything you log is at least a warning. Select "Minor", "Moderate", or "Severe" to mark the incident with one, two, or three black diamonds.
The time field doesn't need to be a specific time; it may simply be the period or "lunch", "after school", etc., or blank. Also the description is not required.
For example, if two students were talking, just click the "Log" tab, click the two students, and click the "Talking/Disruption" checkbox, and you're done.
Referrals — Use the "Refer" menu to refer an incident to the student's counselor, assistant principal, principal, or homeroom/advisory teacher. Or leave the refer menu blank if it's just a minor incident that does not require further administrative action.
Note that administrators and homeroom/advisory teachers can always look up student discipline logs whether you refer them or not. For example, if you refer an incident to the Counselor, the homeroom/advisory teacher is notified and can read your referral; the counselor is notified so they can take administrative action; and the asst. principal can see the incident in the student's log. See Discipline Setup to designate asst. principals, counselors, and homeroom/advisory teachers.
When someone else refers an incident to you for your homeroom/advisory students, by default you'll receive a copy by email. See the screen to turn off these alerts.
Show Log — Click the "Show Log" button to view all your incidents, plus any incidents submitted by other staff for your homeroom/advisory students. When you click a specific student, you may be able to see incidents submitted by other teachers even if they're not your homeroom/advisory student, but only if your system admin enables that (see ).
When an admin applies consequences for one of your students, the referral is highlighted in your log, for example so you can see what the punishment was and read their notes, if any.
Use the menus to select what type of incidents to show during a date range. The student list shows how many incidents each student has. For example, select Merit Points for 2nd Quarter to see how many each student got.
Note: If you refer an incident to someone else, you can still see it, but you cannot edit it. If they have not read it yet, you can refer it back to yourself to make further changes or refer it to someone else. But once they read it, you cannot take it back.
Note: When you log an incident for multiple students, it saves as separate reports for each student, so the admin can give individual comments and punishments. But they are cross-referenced so the admin can see who else was involved. For individual violations, like gum chewing, it's better to enter incidents for each student separately so they are not cross-referenced.
Note: You can always see your own referrals and log entries. For your homeroom students you can even see entries logged by other teachers. You admin may also permit you to see other teacher's entries for all your students or even the whole school.
Any administrator may submit a referral. Go to the screen in Admin Mode. Or on a mobile device click the "New" tab.
The "Reported by" box lets you submit referrals on behalf of other people, e.g. so the secretary can enter an incident reported by the bus driver. See the "Teachers" help text above for more details.
First you must be designated as the Counselor or Asst. Principal for your students, or as the Principal. See Discipline Setup
Referrals — Click the tab to view referrals. This is similar to an email inbox, where you receive referrals from teachers or other staff.
When someone sends you a referral, by default you'll receive a copy by email. See the screen to turn off these alerts.
New/Open/Closed — New referrals are marked with a solid dot (), which becomes an open dot () after you've read it. You may add comments and select consequences, such as detention. Then click the "Close" button to remove the referral from your inbox. This does not delete it, so it always stays in the student's record.
Student History — Click any student to see their incidents. This includes all incidents, even if closed or not referred to anyone. And you can see all students, even those who are not in your caseload. Normally it shows incidents for the current school year only, but you can click "Show all years" for the complete history. Click the menu to see the number of each type of incident. Select a menu option to filter which incidents are displayed.
Multiple Students — If multiple students were involved in an incident, like fighting, it is saved as separate reports for each student, so you can add individual comments and set consequences separately. The reports are cross-referenced so you can easily switch to the other student(s).
Editing — Note whenever you make changes to an incident, it is automatically highlighted in the homeroom/advisory teacher's log, so they are aware of any consequences or notes you add. Therefore it is not necessary to refer the incident back to the homeroom/advisory teacher.
Viewing Other Students — By default the screen shows your own inbox, but you can switch the Inbox menu to look at anyone else's referrals. This is useful to cover for an admin who is absent. There are also menu options to view everyone's inbox at once, or all incidents at the whole school, or all referrals.
Normally you cannot edit incidents that are referred to someone else. So to take possession of someone else's referral, change the Refer menu to refer it to yourself.
Note: Students who have no designated Asst. Principal or Counselor are referred to all admins simultaneously. For example, if you have two AP's who handle referrals for all students, both of them are notified of new referrals. The first person to read the referral automatically takes possession of it, so it no longer appears in the other AP's inbox. (To delegate it to someone else specifically, select them from the Refer menu.)
Note: An incident can be referred to only one person at a time. To escalate the referral to someone else, simply change the Refer menu. Likewise you may de-escalate an incident if it should not have been referred to you. Setting the Refer menu blank passes control back to the person who submitted it.
Merits — If you use some sort of merit points, the Reports > report is useful to see how many points each student earned and lost in a given date range.
Post online for Parent & Student — Edit an incident and check this checkbox so the parents and student can see it when they login. Each incident may be shown or hidden separately. Note: Your admin may disable this.
Send alert to Parent/Student — Check this checkbox to send an email alert. For Elementary/Secondary the alert goes to the parent; for College/Adult it goes to the student. Parents & students may opt to receive alerts as text messages too.
Both options show the Description, but not the Staff Notes.
There are 5 other options besides discipline:
Good Behavior — Optionally include rewards, like Merit points.
Academic Concern — For example to refer recommendations for tutoring.
General Concern — To keep logs for yourself or alert the counselor, for example if a student frequently has suspicious bruises, or if you suspect a student is on drugs.
Medical Incident — To log injuries or medical concerns, like frequent pains.
Parent Contact — To keep records of phone calls and parent conferences, especially for the teacher to keep the admin informed of any confrontations.
Normally logs show all types of incidents, but you can set the menu to filter just one type.
There are three types of discipline reports:
Teachers and admins may print incidents for individual students. It may be a single incident, or a log of all incidents within a date range. You may filter it for Moderate and Severe discipline reports, or other types of incidents, like Good Behavior. If you select the option to print for "Parents", you may optionally type a message and include signature lines, and format it for mailing. Or you may select to print just for "Internal Staff" to include the Staff Notes and other details.
To print a single incident instead of a date range, first open the incident, then click the Print button on that screen.
Tally Each Student
Admins can see the number of incidents for each student in a selected date range. For example, you can see how many Merit points were rewarded and penalized last month for each student, or how many referrals each student got this year. You can sort students by the number of incidents or by name.
Admins can print statistics showing the total number of each type of incident and consequence in a date range, and the average per week. If you have multiple schools, check "All schools..." to see totals for your schools combined, or uncheck it to see just the selected school. You may also set the menu to isolate a single grade level, gender, race/ethnicity, or special program. Or select a single student to view their statistics.
Check "Compare" to compare two different date ranges. This helps you measure the effectiveness of new programs and policies, for example, to see if the number of fights has gone down this year compared to last year, or 2nd semester compared to 1st semester. The "Change" column shows how much each type of incident went up or down as a percent. This automatically factors in the number of days and students enrolled in each date range so results are not skewed — e.g. when comparing a 2-month period with 500 students enrolled this year against a 9-month period with 440 students last year.
Note: Incidents are counted separately for each student, so a fight between 2 students counts as 2 reports, not 1. That way the comparisons factor in the number of incidents and students.
Note: If you let teachers customize their own discipline codes, you may find many variances for the same type of incidents, like "Swearing" and "Profanity". The only way to clean that up is to restrict teachers from customizing that, then edit each incident one by one.
Note: The "per week" averages count the number of school days as defined on (not holidays, staff days, etc.) and divides by 5.
Teachers see referrals on the screen only for the school year, so try looking in your other gradebooks. Summer school may be separate. Make sure the dates are accurate on the screen. If you still cannot see your incidents, change the log menu from "All Incidents" to "My Recent Incidents". That shows everything you've entered in the past 7 days. Make sure each incident has the correct date.
Admins see referrals on the screen only if they have the "D" permission for "View discipline & referrals" on the screen. See Discipline Setup. Make sure the year menu is set to the correct year. If you still cannot see your incidents, change the Inbox menu to "My Recent Incidents". That shows everything you've entered in the past 12 hours. Make sure each incident has the correct date.
Administrators must have an account. And on the screen they must have the "D" permission for "View discipline & referrals", and their job must be specified as Counselor, Asst. Principal, Principal, or other.
If someone refers an incident to you, then un-refers to make corrections, then refers it again, it emails you a copy each time they refer it, so disregard the older email.