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Recording Incidents

Incidents that are included in the Safe Schools Report or that result in expulsion or
out-of-school suspensions are to be entered into eSIS. Incident/discipline data must
be tracked to comply with state and federal legislation and State Board of Education
policies.
Please refer to School Safety and Climate Section for any policy questions.


Process
In order for incidents to be recorded and reported properly, information should be
added in a specific sequence. The sequence has four steps:
 1.      Record the Incident.
 2.      Attach the Students/Perpetrators.
 3.      Record the Student-Specific Details.
 4.      Add the Victims and Witnesses.

         Navigation: eSIS Main Start screen > School > School Incident Reporting >
         School Incident List

Important:         For reporting purposes incidents need to be entered at the School level.
                   Be sure to include as much information as possible when entering incidents.


Recording an Incident
 1.      Click Add.
         The Incident Detail screen will open.         The school number and name are
         automatically populated.
 2.      Verify the Date of Incident and Time values are correct.       Change as necessary.
         The fields are automatically populated with the current date and time.
 3.      Update the following fields:
         a. Incident/Offense Type
         Note: If more than one Incident/Offense Type applies, use the Multi button to
               add multiple offense types to the incident. Enter multiple types in order of
               seriousness beginning with the most serious.
         b. Incident Site
         c. Incident Occurred Time
         d. Reported By
         e. Action Assigned By
         f. Weapon - if Incident/Offense Type involves a weapon
         g. Incident Description - this is a free form field
 4.      Check Property Damage if the incident resulted in any property damage.
 5.      Check Police/911 Called? if needed.
 6.      Complete the Investigation Information if the police or an SRO investigated the
         incident.
 7.      Click Save.

eSIS 9.1 - 11/3/2008                         NCDPI NC WISE                                Page 1 of 5
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Recording Incidents

         Incident Number and External Code in the upper right corner will be
         autogenerated when the incident is saved.


Attaching Students/Perpetrators
Adding Perpetrators to the incident must be done for state reporting. While perpetrators
are most often students, they can also be a staff member or other person (i.e., volunteer).
Incidents can contain multiple perpetrators. For example, an incident for fighting would have
at least two perpetrators since a fight cannot exist with just one person.


 1.      Click Members Involved.
 2.      Click Add in the Perpetrators section.
 3.      From the System Message box, choose the appropriate Perpetrator choice:
         a. Add Student
                          i. Query for and select the appropriate student on the Select
                             Pupil screen.
                             The Student Incident Details screen will open.
                  ii. Go to Step 1 under Action Taken tab in the Student-Specific
                      Details section.
         b. Add Staff Member
                   i. Click the name of the staff member from the list of values.
                          ii. Choose Relationship to School from drop-down.
                   iii. Click Save.
         c. Add Other
                          i. Enter the following fields:
                                1. Last Name   - free form field
                                2. First Name - free form field
                                3. Relationship to School - drop-down field
                          ii. Click Save.
 4.      Repeat Steps 1-3 to add additional perpetrators to the incident.




eSIS 9.1 - 11/3/2008                           NCDPI NC WISE                         Page 2 of 5
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Recording Incidents

Recording Student-Specific Details
Details specific to a student perpetrator are entered using the following steps. If there is
more than one perpetrator involved in the incident the user must follow the steps for each
perpetrator.
When the user clicks Add Student in the Perpetrators section the appropriate student
must be queried and selected. Once the student is selected, the Student Incident
Details screen is displayed. Some Basic Demographic data for the student will be entered by
default as well as some Incident-specific details. The user will now need to enter any
additional student-specific data such as Action Taken, Disposition, Parent Contacted
and Other Actions.



Student Incident Details screen
 1.      Click Multi to add additional offenses to this student if necessary.
         Any offenses added will apply only to the selected student, not all members involved.
 2.      Check the following boxes if applicable (located directly beneath the
         Incident/Offense Type):
         a. Violent Act?
         b. Delete on Transition?

Action Taken tab
 1.      Click the Action Taken from the list of values.
         Record the most serious action first (i.e., Report to Law Enforcement). All details
         for one action must be entered before adding other actions (see the Other Actions
         tab section for information on how to add other actions).
 2.      Verify the following fields and change as needed:
         a. Date
         b. Time
         c. First Day
 3.      Enter the Length of the action (i.e., a three day suspension would be 3)
 4.      Tab to the Last Day field and verify the date is correct.
         The date will be auto-populated based on the values entered in the First Day and
         Length fields.
 5.       Choose the Action Location from the drop-down.
         This is the location where the consequence was decided upon, usually the office.
 6.      Enter the following information if applicable:
         a. Check the Alternate Program Placement box
         b. Choose the Alt. Program Placement School from the list of values
 7.      Click Save.




eSIS 9.1 - 11/3/2008                        NCDPI NC WISE                              Page 3 of 5
Doc # 380 -Revision 1.0
Recording Incidents

Disposition tab
 1.      Click the Disposition tab.
 2.      Enter the following data if applicable:
         a. Re-Entry Date - free form field
         b. Disposition - choose from the list of values
         c. Interview Narrative - free form field
         d. Early Re-Entry
                  i. Actual Time Served
                 ii. Reason for Change Code
 3.      Click Save.

Parent Contacted tab
 1.      Click the Parent Contacted tab.
 2.      Choose the applicable mode of contact in the How field.
 3.      Click in the Date field.
         The current date will populate; change if necessary.
 4.      Choose the Parent/Guardian Name contacted from the list of values.
 5.      Enter the name of the staff member who made contact with the parent in the By
         Whom field.
         This is a free form field.
 6.      Enter the Hearing Date and Time if a student hearing has been scheduled.
 7.      Click Save.
 8.      Click Add to enter additional Parent Contact information.
         Add additional parent contact information as needed by following Steps 1-5.



Other Actions tab
 1.      Click Add.
 2.      Repeat Steps 1-7 from the Action Taken tab section.
 3.      Click Add to continue adding actions until all have been entered.
 4.      Click Save and exit when all actions have been entered.
 5.      Choose the perpetrator’s Role Type from the list of values.
 6.      Click Save.



Adding Victims and Witnesses
Adding Victims
 1.      From the Members Involved screen, click Add in the Victims section.
 2.      Choose the appropriate Victim type in the System Message box:
         a. Add Student
                          i. Query for and select the appropriate student from the
                             Select Pupil screen.
                            The Incident Victim Details screen will open.


eSIS 9.1 - 11/3/2008                          NCDPI NC WISE                            Page 4 of 5
Doc # 380 -Revision 1.0
Recording Incidents

                  ii. Update the appropriate information on each of the following screens as
                      needed:
                         1. Action Taken
                         2. Parent Contacted
                         3. Other Action
         b. Add Staff Member
                   i. Click the Staff Member name from the list of values.
                          ii. Click the Relationship to School from drop-down.
                   iii. Click Save.
         c. Add Other
                          i. Update the following fields:
                                1. Last Name    - free form field
                                2. First Name    - free form field
                                3. Relationship to School       - drop-down field
                          ii. Click Save.


Adding Witnesses
 1.      From the Members Involved screen, click Add in the Witnesses section.
 2.      Click the appropriate Witness type from the System Message box:
         a. Add Student
                           i. Query for and select the appropriate student on the Select
                              Pupil screen.
                          ii. Click the Relationship to School from the drop-down.
                  iii. Click Save.
         b. Add Staff Member
                   i. Select the Staff Member name from the list of values.
                          ii. Click the Relationship to School from drop-down.
                   iii. Click Save.
         c. Add Other
                          i. Update the following fields:
                                1. Last Name    - free form field
                                2. First Name - free form field
                                3. Relationship to School - drop-down field
                          ii. Click Save.
 3.      Click Save and exit.




This document is the property of the NC DPI and may not be copied in whole or in part without the
express written permission of the NC DPI.
eSIS 9.1 - 11/3/2008                            NCDPI NC WISE                             Page 5 of 5
Doc # 380 -Revision 1.0

				
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