Incident Data

The Incident Data page displays when a user selects Incident Data under Online Maintenance from the Left Navigation menu. This is the only section where incident records can be added and modified,should a user opt to do it manually online. Users will NOT be able to add incident records per student through the Student Details (Incident Results) page.

Account Roles Needed

Users need the following roles to access the Incident Data page.

• SINC Edit
• SINC View

Note: User accounts previously assigned with the SDIS View and Edit roles are automatically assigned the new SINC roles.

If the SINC roles are assigned, an authorized user may perform the following functions through this interface:

• View and modify Incident records reported by the LEA the user is associated to.
• View and modify Offense records associated to Incident records reported by the LEA.

When to submit an Incident record

LEAs are expected to report Incident records for the following:

(1) Incidents involving violations of Education Code Sections 48900 and 48915 even if they did not result in suspension or expulsion and;

(2) Incidents resulting in the use of behavioral restraints and seclusion even if they were not a result of a violation of Education Code Sections 48900 and 48915

For additional , please refer to the following

• CALPADS FAQ for EOY
• Data Guide Chapter 2.1.4.
• California Education Code Section 49005.1 for specific definitions of restraint and seclusion.
• FLASH #159 for a summary of the discipline file restructuring.
  

Incident Reporting Reminders

Users should be aware of some nuances when reporting Incident Data.

1. Incident Records can be submitted through Batch upload or manual posting at the Incident data page. However, a user cannot submit using a combination of both process for the same incident. If a user decides to upload a SINC file for an incident, then the SIRS and SOFF must be reported through batch as well. If a user decides to manually add an incident online, then the corresponding SIRS and SOFF section can be added in the same transaction.

2. When Submitting through batch upload, the sequence of submission and posting should be in the order listed below. Each file must contain all reportable incidents and all have zero errors before moving on to the next file.

   1. SINC
   2. SIRS
   3. SOFF

3. Although there are 3 distinct file types, users will not be able to see the Incident result information in both Student Details (Incident Results) and Incident Data section until both the SINC and SIRS record are posted.

4. All 3 files use Replacement Processing

   • Records are processed based on the operational key. Records may be replaced using transaction types of “” (empty string), or “ “ (space), or “R” (Replace) all of which cause invoke the same system behavior. Submitted data are processed using the operational key to identify which records will be processed. For batch, all the records in CALPADS with the same operational key are deleted even if only one record with that operational key was submitted and all newly submitted records in the submission with the same operational key or any other operational key are added. For online maintenance, individual records in CALPADS with the same primary key are deleted and replaced.

The table below depicts the processing type and operational key for the various CALPADS record types.

Record Type	Processing Type	Operational Key
Student Incident	Replacement Processing	School of Attendance, Academic Year ID, Incident Local ID
Student Incident Result	Replacement Processing	School of Attendance, Academic Year ID, Incident Local ID
Student Offense	Replacement Processing	School of Attendance, Academic Year ID, Incident Local ID

Incident Data Interface

The Incident Data page displays when a user selects the Incident Data link under Online Maintenance from the Left Navigation menu in CALPADS. The Incident Data interface is shown below followed by a list of processes and page functionalities.

Incident Details Interface

The Incident Details page is displayed when a user clicks the Open button from the Incident Search page to either update or delete select incident data. The “Incident Details” UI is depicted immediately below, followed by a screen elements table, a user interaction section, and a system operations section with the available system functions, requirements, and possible processes that may occur through this interface. The page will consist of:

• 1) Incident Information – incident data elements with common data amongst a set of Student Incident (SINC), Student Incident Result (SIRS), and Student Offense (SOFF) records
• 2) Students – list of unduplicated students involved in the Incident
• 3) Incident Results – shows all the related Student Incident Results from the associated SIRS records.
• 4) Student Offenses – complete set of SOFF records related to the Incident including Offense related data elements
  

Behavioral Incident Reporting Workflow and Modals

Depending on the location in the Incident Data page and button clicked, the user will encounter all or some of the steps in the process of the modal listed below.

Add New Incident Modal

Add/Edit Student Modal

This section will address adding a student or Editing an existing student information within the Incident.

Add/Edit Incident Results Modal

This section will address adding a student or Editing an existing student information within the Incident.

Add/Edit Student Offense Modal

This section will address Adding a new Offense or Editing an existing offense for an existing Student within the Incident. Users can only have access to add or a student offense if the Statutory Offense Indicator of a student record under the Student Information Section is marked with a Y.

Behavioral Incident Details

Student Incident Details Table

Incident Level Information

Contains general attributes relevant to the incident.

#	Screen Label	Required	Validation/Business Rule
1	Academic Year	Y	N/A
2	Reporting LEA	Y	Should reflect the LEA CDS code associated to the submitter
3	School of Attendance	Y	Should reflect one of the LEA's schools CDS codes. For Charter schools, The CDS code should be the same as the Reporting LEA CDS code.
4	Incident ID Local	Y	Identifier must be unique for the incident, within the School of Attendance and Academic Year.
		Y	More than one student may be associated with an incident.
5	Incident Occurrence Date	Y	1) Student should be enrolled in your school during the Incident Occurrence Date specified;
			2) Incident Occurrence Date must be within Academic Year specified;
			3) Incident Occurrence Date must be greater than or equal to first Enrollment Start Date in CALPADS;
			4) Must be less than or equal to current date
			5) An incident with multiple Students, Incident results,and offenses must have the same Incident Occurrence Date on all records for that incident

Student Discipline Level Information

Contains general incident attributes and disciplinary action attributes specific to a student relevant to the incident.

#	Screen Label	Required	Validation/Business Rule
6	SSID	Y	The system will validate the SSID entered and display the Local Student ID and Student Name on the page.
7	Local Student ID	Y	If the SSID is valid, the Local Student ID will be populated.
8	Student Name	N/A	If the SSID is valid, the Student Name will be auto-populated.
9	Removal to Interim Alternative Setting Reason Code	N	A coded value representing the reason a student was removed to an interim alternative setting for 45 days or less.
			If Statutory Offense Indicator = N, Then Removal to Interim Alternative Setting Reason Code must be Blank or equal to 3 (No Removal)
			This element is required for incidents in which a statutory offense was committed by a student with disabilities (SWD) and is to be populated only if a student was removed to an interim alternative setting for 45 days or less.
			If the student was removed to an interim alternative setting for 45 days or less for drug-, weapon-, or violence-related offenses, LEAs should indicate the reason for the student’s removal: (Removal by Hearing Officer), (Removal by School Personnel), (No Interim Removal)
10	Student Instructional Support Indicator	REQUIRED If Statutory Offense Indicator = Y regardless of student group (i.e. SWD, general ed students)
			An indicator of whether or not a student is receiving instructional support (e.g., homework) from the local educational agency during an Incident Result action. A Y would indicate that the student is receiving instructional support; an N would indicate that the student is not receiving any instructional support (a total cessation of educational services).
			For students with disabilities, instructional support services include providing all services on the student's IEP during the duration of his/her suspension regardless of the number of days. The services may be provided in the home; however, providing homework does not meet the definition of instructional support for students with disabilities.
11	Statutory Offense Indicator	Y	An indicator of whether or not the student involved in the incident has at least one reportable offense pursuant to Education Code 48900/48915.
		If Y, then SOFF and SIRS record(s) must be submitted for the incident and student involved. If N, then only SIRS record(s) must be submitted for the incident

Student Incident Result

Contains incident result information and action taken specific to a student relevant to the incident. Since a student may have multiple results (e.g. suspension and then expulsion), user are expected to have multiple incident results records.

#	Screen Label	Required	Validation/Business Rule
12	Incident Result Code	Y	1) If Incident Result Code = 200 (Expulsion), Then Incident Result Modification Code must be populated.
			2) If Incident Result Code is equal to 300 (No Action), 400 (Other Means of Correction), seclusion, or restraint, Then Incident Result Duration Days must either not be populated or equal to zero.
			3) If Incident Result Code = 300 (no suspension or expulsion), then no other SIRS record with same Academic Year ID, School of Attendance, SSID, and Incident ID Local may exist where Incident Result Code = 100 (out-of-school suspension), 110 (in-school suspension, or 200 (expulsion).
13	Incident Result Authority Code	Y ; NOT Required if, on Incident Occurrence Date, Active SPED Plan and Incident Result Code is equal to 300 (No Action) or 400 (Other Means of Correction)	An Incident Result Authority is an agency which authorizes any Incident Result for a student.
14	Incident Result Duration Days	REQUIRED If Incident Result Code not equal to 300 (No Action) or 400 (Other Means of Correction)	Incident Result Duration Days format must equal one of the following: (#), (#.#), (#.##), (##), (##.#), (##.##), (###), (###.#), (###.##)
			If Incident Result Duration Days = 0, Then Incident Result Action Modification Code must = 100 (Enforcement Suspended) or 200 (Shortened)
			If Incident Result Code is equal to 300 (No Action) or 400 (Other Means of Correction) Then Incident Result Duration Days must either not be populated or equal to zero.
15	Incident Result Modification Code	Required If Incident Result Code = 200 (Expulsion)	A coded value representing the Incident Result Modification. An Incident Result Modification is a code describing a modification made to a disposition, such as shortening the term of the suspension or expulsion.
			If Incident Result Duration Days = 0, Then Incident Result Modification Code must = 100 (Enforcement Suspended) or 200 (Shortened)

Student Offense Level information

Contains specific student offense attributes relevant to the incident. This Section will only appear if the Statutory Offense Indicator is marked Y

#	Screen Label	Required	Validation/Business Rule
16	Student Offense Code	Y	This element reflects an offense committed by a given student.
17	Weapon Category Code	Required if Student Offense Code = 100, 101, 102, 103, 104, or 105	Student Offense Code must be a valid combination with Weapon Category as outlined in the CALPADS Valid Code Combinations document
			An imitation firearm is not considered a weapon. This field, Weapon Category Code, should be blank for students committing Student Offense Code 102 (Possession of an Imitation Firearm).
			Additionally, Student Offense Code 105 (Possession of an Explosive) is considered a firearm offense, and in the case of Student Offense Code 105, the Weapon Category Code field should be populated.

Action Buttons

#	Screen Label	Required	Validation/Business Rule
A	Delete		Deletes existing STAS record
B	Cancel		Cancels user out of modal and back to Student Discipline container
C	Validate		System runs validations against the selected matches. If successful, Post button becomes active.
D	Go Back/Edit		Allows User to go back and edit the values prior to re-validating the record for post. Warning: All populated field will be cleared if this button is clicked. User will need to re-populate the required fields.
			Warning: All populated fields will be cleared if this button is clicked. User will need to re-populate the required fields.
E	Post		Posts edited/ added Student Discipline records

Training Videos

Incident Data Population Video

Student Discipline for NPS Schools

Additional Resources

CALPADS File Specifications

Look for Student Incident, Student Incident Result, and Student Offense Tabs

CALPADS Data Guide

Chapter 2.1.4 provides additional information on Student Incident reporting.

CALPADS Code Sets

This document contains the current code values referenced in the file specifications for the coded value data elements.

CALPADS Error List

This document contains descriptions for each error generated when submitting data to CALPADS. It also provides suggested resolutions.

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