Referral Codes & Actions

The Referral Codes & Actions screen allows the district to limit the actions that can be assigned for each discipline code. The view and use of specific discipline codes and actions on a discipline referral can also be restricted by user profile. In addition, the length of an action can be limited for general students, ESE students, and 504 students.

When the minor infractions functionality is enabled for your school (controlled by the system preference "Enable Minor Infractions" in Setup > System Preferences > General tab), then the Teacher Codes tab is available on the Referral Codes & Actions screen, where teacher discipline codes for use in minor infractions are defined.

Adding an Action

In the Actions tab, discipline actions such as detention, in-school and out-of-school suspension, and expulsion are set up.

1. In the Discipline menu, click Referral Codes & Actions.

2. Click the Actions tab.

3. In the blank row at the top of the table, enter the Title of the action.

4. (Optional) Enter the Local Code, a district-defined code that identifies the action.

5. Select the State Code that corresponds with the action. Select Local Discipline in the pull-down if it is a district-specific action.

6. (Optional) Select the Severity of the action.

7. In the Allowed Profiles pull-down, select the profile(s) that are allowed to use the action on discipline referrals.

Users who don’t have permission to use the action on discipline referrals can still view the action if it was already selected on the referral by another user.

If no profiles are selected, then all profiles will be able to use this action on a student's discipline referral.

To quickly locate a profile in the Allowed Profiles pull-down, begin typing the full or partial profile name in the Filter field at the top of the pull-down. The list of profiles will filter based on the criteria entered.

8. In the Days per Referral fields, enter the minimum and maximum number of days that are allowable for this action for non-ESE/504 students, if applicable.

9. In the Days for ESE per Referral field, enter the maximum number of days that are allowable for this action for ESE students, if applicable.

10. In the Days for 504 per Referral field, enter the maximum number of days that are allowable for this action for 504 students, if applicable.

11. In the Days per Year field, enter the maximum number of days per school year that are allowable for this action for non-ESE/504 students, if applicable.

12. In the Days for ESE per Year field, enter the maximum number of days per school year that are allowable for this action for ESE students, if applicable.  

13. In the Days for 504 per Year field, enter the maximum number of days per school year that are allowable for this action for 504 students, if applicable.

14. In the Warning Level for ESE/504 per Year field, enter the number of days for this action that once reached will display a warning to the user for ESE or 504 students.  

The total days for this action will display as a red digit on the referral once the warning level is reached.

15. To limit the use of the action to only students in a range of grade levels, select the minimum and maximum grade levels in the Grade Level Min/Max field.

16. If the action is for expulsion, select the appropriate Withdrawal Code.

When an action with a withdrawal code attached is added to a discipline referral, the student is automatically withdrawn as of the Date Decided or todays date if there is no Date Decided set.

17. In the Re-Entry Warning Message field, enter a warning message to display when the student is re-enrolled in a district school, if applicable.

18. Select Restrict Re-Entry to prohibit the student from being enrolled in a district school, if applicable.

Exceptions can be indicated in the School Exemptions (Re-Entry) field.

19. In the School Exemptions (Re-Entry) field, select the schools the student can be re-enrolled in, such as alternative schools, if applicable.

20. In the Profile Exemptions (Re-Entry) field, select the profiles that are allowed to re-enroll the student, if applicable.

21. In the Override Profile field, select the profile that can override restrictions placed on the action.

22. To limit when the action can be used, select the range of School Years.

23. To generate and print/email a letter for the student when the action is assigned to the student's referral, select the Letter.

Letters set up in Students > Print Letters & Send Email that are attached to Discipline are available for selection. 

24. Select Detention on the action to add students to the Detention List when the student is assigned the action.

If your school is using the tardy tracking functionality, select Detention on the action if students will be automatically assigned a tardy referral with this action once they reach a certain number of tardies.

Actions that have "Detention" selected will be available in Attendance > Attendance Setup > Tardy Thresholds for creating rules to assign automatic tardy referrals with detentions.

25. Press Enter to add the action.

After pressing Enter, the row is added to the list of actions. The row will flash to indicate the new action was saved.

Editing an Action

1. Click the Actions tab if not already opened.

2. Click any field on an existing action and make the desired change.

After making a change to a field, the row will flash to indicate the change was auto-saved after you click or Tab out of the field.

Deleting an Action

1. Click the Actions tab if not already opened.

2. Next to the action, click the red minus sign.

3. In the confirmation pop-up window, click OK.

The row will flash and then will be deleted.

Adding a Code

In the Codes tab, discipline codes and the allowable actions for each code are set up.

1. Click the Codes tab if not already opened.

2. In the blank row at the top of the table, enter the Title for the code.

3. Enter the Code.

SESIR codes must be the state-defined 3 characters.

4. (Optional) Select the Severity of the infraction if the district defines severity levels for discipline codes.

5. Select the SESIR check box to indicate that the code is a SESIR.

When the user filling out the referral form selects a discipline code that is a SESIR, the discipline incident form will display for the user to fill out additional required information.

6. For SESIR codes, select the Incident Type as defined by the Department of Education.

7. Select the Actions that are allowed to be assigned for this discipline code. One or multiple actions can be selected.

Only actions that were previously set up in the Actions tab of Referral Codes & Actions are available for selection.

To quickly locate an action in the Actions pull-down, begin typing the full or partial action title in the Filter field at the top of the pull-down. The list of actions will filter based upon the criteria entered.

8. When in-school or out-of-school suspension is selected as an Action, enter the minimum and maximum days that can be assigned for in-school suspension or out-of-school suspension for this discipline code in the ISS Days or OSS Days fields.

Referral Codes & Actions - Google Chrome

9. In the Allowed Profiles pull-down, select the profiles that are allowed to select this discipline code on discipline referrals. One or multiple profiles can be selected.

If no profiles are selected, then all profiles will be able to select this code on a student's discipline referral.

To quickly locate a profile in the Allowed Profiles pull-down, begin typing the full or partial profile name in the Filter field at the top of the pull-down. The list of profiles will filter based on the criteria entered.

10. In the Re-Entry Warning Message field, enter a warning message to display when the student is re-enrolled in a district school, if applicable.

11. Select Restrict Re-Entry to prohibit the student from being enrolled in a district school.

12. In the Override Profile pull-down, select the profile that will be able to override the restriction on re-entry.

13. To limit when the code can be used, select the range of School Years.

14. If your district is using the mobile app to assign students detention, select Include on Mobile App to allow this code to be selected for a student in the app.

Ensure that "Detention" has been selected as an Action for that code.

15. To generate and print/email a letter for the student when the code is assigned to the student's referral, select the Letter.

Letters set up in Students > Print Letters & Send Email that are attached to Discipline are available for selection. 

Referral Codes & Actions - Google Chrome

16. Press Enter to add the discipline code.

After pressing Enter, the row is added to the list of codes. The row will flash to indicate the new code was saved.

17. If you selected "Include on Mobile App" for the discipline code, select the icon to use in the mobile app. In the Icon column, hover the mouse over No File and click Scan, Upload, or Take Photo. Follow the prompts to select a file to serve as the icon.

Referral Codes & Actions - Google Chrome

18. After adding a discipline code, the Edit button in the Offenses column is available. Click Edit.

This function is used if the same discipline code has different actions based upon the number of occurrences. When adding a referral for a student and a discipline code is selected, the system will determine how many offenses with this discipline code have occurred for this student. The list of Actions available to assign to the student will be limited based on the Offenses setup. The number of ISS and OSS days that can be assigned will also be limited by the Offenses setup.    

19. In the pop-up window in the blank row, enter the first Threshold.

Referral Codes & Actions - Google Chrome

20. Select the Actions that are allowable for the threshold entered. One or multiple can be selected.

Referral Codes & Actions - Google Chrome

21. For in-school or out-of-school suspension actions, enter the minimum and maximum ISS Days and OSS Days that can be assigned for the threshold.

Referral Codes & Actions - Google Chrome

22. Press Enter to add the row.

23. Continue adding additional entries as needed.

24. Click Close when finished.

Referral Codes & Actions - Google Chrome
Editing a Code

1. Click the Codes tab if not already opened.

2. Click any field on an existing code and make the desired change.

After making a change to a field, the row will flash to indicate the change was auto-saved after you click or Tab out of the field.

Deleting a Code

1. Click the Codes tab if not already opened.

2. Next to the code, click the red minus sign.

3. In the confirmation pop-up window, click OK.

The row will flash and then will be deleted.

Adding a Teacher Code

When the minor infractions functionality is enabled for your school (controlled by the system preference "Enable Minor Infractions" in Setup > System Preferences > General tab), then the Teacher Codes tab is available on the Referral Codes & Actions screen, where teacher discipline codes for use in minor infractions are defined. When teachers mark a referral as "Minor infraction - No administrative action needed," they will select a teacher discipline code for the referral.

1. Click the Teacher Codes tab.

2. In the blank row at the top of the table, enter the Title for the code.

3. Enter the Code.

Referral Codes & Actions

4. Select Automatically Escalate to remove the "Minor Infraction- No administrative action needed" selection on the referral when this code is selected by the teacher. The referral will be sent to administrators for processing.

5. Alternatively, in the Escalate After X Referrals field, enter the number of referrals with this code that can occur before the next referral is escalated to administrators.

After that number of referrals is reached, the next referral with this code will have the "Minor Infraction - No administrative action needed" selection removed on the referral and the referral will be sent to administrators for processing.

Either the "Automatically Escalate" or the "Escalate After X Referrals" options can be used; both cannot be used on the same code. If one option is used, the other is disabled.

6. Select the Timeframe in which to count referrals for the "Escalate After X Referrals" feature.

Options are Year to Date, Semester To Date, Quarter to Date, Last 90 Days, Last 60 Days, or Last 30 Days.

7. To set a minimum and maximum school year that this code will be active, select the school years in the Years column.

Referral Codes & Actions

8. Press Enter to add the discipline code.

After pressing Enter, the row is added to the list of codes. The row will flash to indicate the new code was saved.

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Editing a Teacher Code

1. Click the Teacher Codes tab if not already opened.

Referral Codes & Actions

2. Click any field on an existing code and make the desired change.

After making a change to a field, the row will flash to indicate the change was auto-saved after you click or Tab out of the field.

Deleting a Teacher Code

1. Click the Teacher Codes tab if not already opened.

Referral Codes & Actions

2. Next to the code, click the red minus sign.

3. In the confirmation pop-up window, click OK.

The row will flash and then will be deleted.