Managing Conduct

Managing Conduct
Managing Conduct
Administrator Guide
Version 5.7
Copyright © 2017 by X2 Development Corporation,a Follett School Solutions Company. No part of this
publication may be reproduced or distributed in any form or by any means without the prior written
consent of the publisher.
Version 5.7
Table of Contents
Managing Conduct
4
Conduct Guides
4
Using Conduct – User Guide
4
Managing Conduct – Administrator Setup Guide
4
Setting Up Aspen to Manage Conduct Incidents
4
Define Conduct Preferences
5
Assign Security Roles for Conduct Incidents
9
Customize a Conduct Template
10
Create Conduct Reference Codes
11
Link Conduct Action Reference Codes to Student Daily Attendance Codes
12
Use Conduct Referral Workflows
13
Managing Detentions
15
Set Up Detention Codes
15
Enter Detention Cutoff Date
17
Taking Detention Attendance
18
To take detention attendance:
18
View Details about Detentions Served
19
To look up detention information by student name:
19
To look up detention information by action/date:
20
Running Conduct Reports
20
Use Quick Letters
21
Conduct Actions Report
21
To run the Conduct Action List report:
21
Conduct History Report
22
To run the Conduct History report:
22
Conduct Totals Report
22
To run the Conduct Totals report:
23
Suspension Notice Report
23
To run the Suspension Notice report:
24
Index
25
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Managing Conduct
Managing Conduct
Use Aspen's Conduct features to manage and track conduct incidents for students. In the District
view, you can see all incidents entered for your district.
After a staff member enters a conduct incident or report of the event, conduct managers can enter
the actions taken to address the infraction. For example, if a teacher enters a conduct incident for a
fight a student was involved in, you can then enter that the student must serve a three-day
suspension and 10 hours of community service.
See Conduct User Guides for descriptions of the Managing Conduct - Administrator Setup Guide
and Using Conduct - User Guide.
Conduct Guides
Using Conduct – User Guide
This user guide is for all users who use Aspen to:
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Enter conduct incidents.
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View conduct incidents.
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Add actions to conduct incidents.
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Manage and track detentions.
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Take detention attendance.
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Run conduct reports.
Managing Conduct – Administrator Setup Guide
If you are an administrator or manager of your district's or school's conduct incidents, the
Administrator Setup Guide helps you:
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Assign security roles for conduct-related activities.
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Define conduct preferences.
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Create conduct reference codes.
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Create and manage conduct workflows.
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Maintain the necessary data and tables.
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Customize a conduct template to help meet your state's reporting requirements.
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Manage and track detentions.
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Run conduct reports.
Setting Up Aspen to Manage Conduct Incidents
With the appropriate user role privileges, conduct incidents can be entered and viewed from most
views with the Student tab. Usually staff members enter the incidents into Aspen from the Staff
view, and managers and system administrators manage them from the District or School view.
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Managing Conduct
To set up Aspen to manage conduct-related activities to meet your district, school, and state
reporting needs, you need to:
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Define conduct preferences.
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Assign security roles for conduct-related activities.
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Customize a conduct template to help meet your state's reporting requirements.
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Create conduct reference codes.
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Link conduct action reference codes to student daily attendance codes.
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Use Conduct Referral workflows.
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Instruct users involved in entering conduct incidents to enable the Tasks widget on their Home
page. They must have the Tasks widget set to appear on their Home page in order to submit a
conduct incident.
See Set Your User Preferences.
Define Conduct Preferences
In the District (Root Organization) view, define conduct preferences to determine:
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how the system generates and assigns ID numbers for conduct incidents
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the detention cutoff date and session names
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action restrictions for Special Education students
To define district conduct preferences:
1. Log on to the District view.
2. Click the District tab.
3. On the Setup side-tab, click Preferences. The general preferences page appears.
4. Click the Category drop-down to select Conduct. The conduct preferences default to the
Basic sub-tab:
5. Use the following table to enter information in the fields:
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Managing Conduct
Field
Description
Incident ID Number Generation
Select this checkbox for Aspen to automatically assign an ID to new
conduct incidents.
Auto assign
Note: You only define a value for the Next value, Increment, Length,
and Prefix fields if you select this checkbox.
Next value
Type the number you want the system to use to start conduct ID number
generation. Then, the system updates this number with each new
conduct incident you enter.
Increment
Type a value that determines how many numbers to skip between each
ID the system assigns. If you do not want to skip numbers between IDs,
enter 0.
Type the length of the conduct ID number. The system adds zeros at the
beginning of each ID to enforce the length you enter.
Length
Note: This length does not include the value you define in the Prefix
field.
Prefix
Type a prefix for all conduct incident IDs in your district.
This field pertains to entering conduct incidents involving multiple
students. Your selection determines whether this field appears in the
Multi-Add Conduct dialog box and its default value.
Click the Shared incident ID drop-down to select one of the following:
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Shared
incident ID
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Hide and disable: The Shared incident ID field does not appear in the
Multi-Add Conduct dialog box, and all students involved in a single conduct incident will be assigned different incident ID numbers.
Show and enable: The Shared incident ID field appears in the MultiAdd Conduct dialog box, and is selected by default -- meaning that all
students involved in a single conduct incident will be assigned the same
incident ID number.
Show and disable: The Shared incident ID field appears in the MultiAdd Conduct dialog box, and is deselected by default - meaning that all
students involved in a single conduct incident will be assigned different
incident ID numbers.
Detention Management
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Managing Conduct
Field
Description
Detention
cutoff date
Enter the date that you want to start managing detentions. From this date
forward, you will be able to track and manage detentions.
By default, all districts are set up with one detention period called
Detention. If your district would like to take detention attendance more
than once per day, use the Session Name fields to differentiate among
the sessions.
Session 1
Name
Session 2
Name
Session 3
Name
For example, your district might call these sessions AM Detention, PM
Detention, and Saturday Detention.
Note: If they do not set these preferences, they see the district values.
Note: Schools only see their own session name preferences. If they do
not set these preferences, they see the district values.
6. Click the Advanced sub-tab:
7. Use the following table to enter information in the fields:
Field
Description
Action Restrictions for IEP Students
Action:
threshold
list per
incident
This field applies only to students who are on IEPs. It prevents a user from
entering a conduct action for an IEP student after a defined threshold of
actions per incident has been met. Type an action, separated by a colon (:)
and a number to indicate the number of units/days of the action is allowed
for a special education student for an incident. When the number of
units/days per incident hits the threshold and a user enters a subsequent
action, the following warning appears:
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Managing Conduct
Field
Description
Note: The action you type in this field must exactly match the reference
code in the Data Dictionary. For example, if the reference code is
Suspension, make sure you do not type it here as Suspended.
To add more than one action, separate them with a comma and space.
For example:Suspension:10, Detention:2
A user will receive a warning when entering the 11th day of suspension for
one incident or the 3rd detention for an IEP student for one incident.
Note: If there are several types of actions that start with Detention, such
as Detention Office, Detention Teacher, the threshold combines all
incidents of these detentions.
Action:
threshold
list per
year
This field applies only to students who are on IEPs. It prevents a user from
entering a conduct action for an IEP student after a defined threshold of
actions per year has been met. Type an action, separated by a colon (:) and
a number to indicate the number of units/days of the action is allowed for a
special education student for a school year. When the number of units/days
per year hits the threshold and a user enters a subsequent action, the
following warning appears:
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Managing Conduct
Field
Description
Note: The action you type in this field must exactly match the reference
code in the Data Dictionary. For example, if the reference code is
Suspension, make sure you do not type it here as Suspended.
To add more than one action, separate them with a comma and space.
For example:Suspension:10, Detention:2
A user will receive a warning when entering the 11th day of suspension for a
year or the 3rd detention for an IEP student for one year.
Note: If there are several types of actions that start with Detention, such
as Detention Office, Detention Teacher, the threshold combines all
incidents of these detentions.
8. Click Save.
Assign Security Roles for Conduct Incidents
In the District view, define roles with the conduct-related privileges you want your users to have.
Note: Aspen contains several default roles with pre-defined privileges that cover most user
functions in a district. To make changes to a default role and adjust security access, Follett
suggests copying the default role, then editing it before creating new roles.
When a staff member initiates a Conduct Referral workflow, the conduct manager (often the vice
principal) will see it in their Tasks box. Then, they can review it by clicking the Determine Action
link. The conduct manager can choose to post the incident and add a conduct action for the
student to complete; not record the incident; or investigate the incident for bullying.
Note: By default, students and family members are able to use the Portal Conduct Referral to
report a bullying incident.
In order for a staff member to be able to initiate the Conduct Referral workflow, they have to have
the proper privileges (Read access to the Student Conduct Incident system table in the Student
category). The Instructor and Staff user roles have these privileges by default.
To view or edit details for the Conduct Manager user role:
1. Log on to the District view.
2. Click the Admin tab.
3. Click the Security side-tab.
4. Select the Conduct Manager role, and click Details on the Roles side-tab. The details of the
role appear.
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Managing Conduct
5. Next to Security Access, click the Category drop-down to select Student. The Security
Access area displays all system tables in the Student category:
6. In the System Table column, go to Student Conduct Incident. See Define Details for User
Security Roles.
7. These privileges are available:
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C = Create conduct incident record
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R = Read conduct incident records
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U = Update conduct incident records
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D = Delete conduct incident records
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M = Mass update conduct incident records
Note: These five checkboxes need to be selected for a Conduct Manager
to have full privileges to work with conduct incidents.
8. Click Save.
Customize a Conduct Template
Detail pages in Aspen are called templates which contain several fields about a record. For
example, the Conduct Incident Record detail page contains information on the selected student’s
incident, such as the date, time, and location of the incident.
Your district may want to customize a template by adding fields to gather data required for state
reporting purposes, such as:
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Managing Conduct
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number of student victims
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number of staff victims
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number of non-school victims
The following screen shows a customized template with these fields added:
To edit a conduct template:
1. Log on to the District view.
2. Click the Tools tab.
3. Click the Templates side-tab. A conduct-related template has a context that begins with conduct.
4. To edit an existing conduct template, select the checkbox next to the template you need to edit,
and click Details on the Templates side-tab.
Create Conduct Reference Codes
Reference codes are shorthand codes for values you want users to select at fields and validate
what users select.
Reference codes appear in pick lists. For example, if you want users to select Detention,
Suspension, or Community Service at a Conduct Action code field, you must create those
codes. Once the codes are created, you might find that you need to add a code. For example, if a
new conduct action is offered at your district, you would add a new reference code to the Conduct
Action table.
Create reference codes in these conduct reference tables that users can select when entering
conduct incidents and actions:
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Managing Conduct
Reference table
Description
Examples
Conduct Action
Note: After creating the
Conduct Action
reference codes, you
may want to link them to
Student Daily
Attendance Codes.
Conduct Incident
Conduct Location
Codes
Conduct Action Time
Units
Conduct Alt Ed Codes
The disciplinary action being
taken to address the incident.
A description of the actual
incident.
Where the conduct incident
occurred.
Measurement of conduct actions.
Types of alternative education
used for conduct incidents.
Conduct No Alt
Education Indicator
Indicates if the conduct action is
for alternative education.
Conduct No Alt Ed
Code
Results of conduct incidents that
are not related to alternative
education.
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Detention
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Suspension
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Community Service
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Cheating
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Cell phone use
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Fighting
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Language
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AWOL
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Classroom
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Cafeteria
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Parking lot
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Day
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Hour
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Home tutoring
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Private alternative setting
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Work/Community service setting
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Yes
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No
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Incarcerated
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Moved/transferred
To create or edit Conduct reference tables and codes:
1. Log on to the District view.
2. Click the Admin tab.
3. Click the Data Dictionary side-tab, and then click Reference. See Create Reference Codes for
more details.
Link Conduct Action Reference Codes to Student Daily Attendance Codes
To set up automatic attendance records for suspensions, Conduct Action code for suspensions
must be linked to the appropriate Student Daily Attendance code(s).
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Managing Conduct
1. Log on to the District view.
2. Click the Admin tab.
3. Click the Data Dictionary side-tab.
4. On the Data Dictionary side-tab, click Reference. A list of reference tables appears.
5. Find the Conduct Action reference table, and select the checkbox next to its name.
6. On the Data Dictionary side-tab, click Codes. Any existing Conduct Action codes appear.
7. Click the name of an existing suspension code to view its details:
8. In the Local code field, enter the Student Daily Attendance code(s) to use when creating
attendance records for suspensions. Doing so links the conduct action of suspension to one or
more attendance codes. You might enter a single code (such as Susp) or multiple codes (such
as A,S) based on your district’s configuration.
9. In the Template Context field, type .suspension to link suspension conduct actions to the
appropriate calendar.
Notes:
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If you do not see a Template Context field, you need to
add it to your default field set.
While you are editing your suspension codes, you might
also want to edit your detention codes.
10. Click Save.
11. Repeat steps 7-10 for each of your suspension codes.
Use Conduct Referral Workflows
Aspen workflows are used to coordinate a multi-step process involving one or more users from
start to finish. For managing conduct incidents, the Conduct Referral workflow displays as a
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Managing Conduct
checklist which allows all involved in the process to track progress. It includes steps to:
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Enter a conduct incident into Aspen.
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Determine if the incident is bullying, and if so, investigate the incident.
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Enter the action the student or school will take to rectify the incident.
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Record when the student or school completes all associated steps.
Users who are assigned a workflow task can manage and access their tasks from the Home page.
The Conduct Referral workflow includes two steps or phases:
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Referral: User with the proper privileges (Read access to the Student Conduct Incident system
table in the Student category), such as a teacher, enters the conduct incident into Aspen from
the Tasks widget on their Home page and types a description of the incident.
Determine action: User with the Conduct Manager user role, such as a vice principal, reviews
the incident details and dismisses the incident by not reporting it (which discards the incident
record); posts it and adds actions to the record; or investigates the incident for bullying (this
launches the Bullying Investigation workflow).
Notes:
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For steps with multiple outcomes, after you click the step,
you select the outcome. For example, when you click the
Determine action step, select Post, Do not record, or
Investigate (Bullying).
You can print the form by clicking
.
These steps are already entered into Aspen as part of the Conduct Referral workflow. If needed,
you can customize the workflow to address your district's or school's specific needs.
To view the details of the workflow steps or to modify the conduct
workflow:
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Confirm conduct workflow phases.
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Create workflow roles to group users who perform the same tasks in workflows.
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Add participants to each workflow phase.
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Managing Conduct
Managing Detentions
Use Aspen to manage students’ detentions, which are tracked by penalty time. You can take daily
detention attendance and view when and how many penalties have been served.
Detention management involves the following:
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Setting up detention codes
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Entering a detention cutoff date
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Taking detention attendance
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Viewing details about detentions served
Set Up Detention Codes
In order to manage detentions in Aspen, you must designate one or more conduct action codes as
detention codes. Also, you need to link detention conduct actions to the appropriate calendar.
To set up detention codes:
1. Log on to the District view.
2. Click the Admin tab.
3. Click the Data Dictionary side-tab to expand it. The list of system tables appears:
4. On the side-tab, click Reference. The list of reference tables appears.
5. Find and select the Conduct Action table.
6. Under Reference, click Codes. The list of Conduct Action reference codes appears:
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Managing Conduct
7. Find one of your district’s detention fields, such as Detention - Saturday.
8. Click the code. A details page appears:
9. In the Federal code field, type DetMgt.
Note: This field is case-sensitive.
10. In the Template Context field, type .detention.
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Managing Conduct
Notes:
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If you do not see a Template Context field, you need to
add it to your default field set.
While you are editing your detention codes, you might
also want to edit your suspension codes.
11. Click Save.
12. Repeat steps 7-11 for each of your detention codes.
Enter Detention Cutoff Date
To start managing detentions in your district, you need to enter a detention cutoff date. From this
date forward, Aspen will track and manage detention data, and you’ll be able to take detention
attendance.
Detention actions entered prior to the cutoff date will not be included on lists of unserved
detentions.
If you've been entering detentions in Aspen for some time, but at a later date start using Aspen to
take detention attendance and perhaps link conduct action reference codes to student daily
attendance, you should enter a detention cutoff date to clear the previous detentions in the Aspen.
Otherwise, you may get a long list of outstanding detentions from previous dates that may have
been served. This allows Aspen to track served and unserved detentions from the date you enter.
To enter a Detention cutoff date:
1. Log on to the District view.
2. Click the District tab.
3. On the Setup side-tab, click Preferences. The general preferences page appears.
4. Click the Category drop-down to select Conduct. The Conduct preferences appear:
5. In the Detention cutoff date field, select or type the date that you want to start tracking and
managing detentions in Aspen.
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Managing Conduct
6. Click Save.
Taking Detention Attendance
Take detention attendance in the School view by clicking the Conduct tab, Detentions side-tab. A
roster of students with unserved detentions on a specified date appears. When a student is marked
present, a Detention Served record is created, giving them credit for a single detention.
Detention actions are automatically closed when the number of detentions served matches the
action penalty time. Students are removed from the roster when they no longer have outstanding
detentions.
To take detention attendance:
1. Log on to the School view.
2. Click the Conduct tab.
3. Click the Detentions side-tab. A list of students who have unserved detentions appears:
4. To filter the detentions by code, such as Office Detention or Saturday Detention, click the
Code drop-down.
5. For each student, select the checkbox in the appropriate detention column to mark them present.
Note: If desired, click
to type a comment. A new window opens.
6. Click Save. The system automatically reduces the Detention Count field by 1 and updates
each student's Detention Served record (Student tab > Conduct side-tab > Detentions
Served).
Note: To take detention attendance for a different date, select or type that date in the
Detention Date field and press the Tab key.
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Managing Conduct
View Details about Detentions Served
In Aspen you can look up the details about detentions your students have served. There are two
ways to view detention information:
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By student name
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By action/date
To look up detention information by student name:
1. Log on to the School view.
2. Click the Student tab.
3. Find and select the student whose detention information you want to look up.
4. Click the Conduct side-tab to expand it. A list of the student’s conduct incidents appears:
5. On the side-tab, click Detentions Served. A list of the detentions that the student has served
appears:
Note: Notice that for each incident, the Penalty field matches the Served
field.
6. Do one of the following (optional):
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Managing Conduct
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Click the date in the Served column if you need to change this date or to add a comment.
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Click the text in the Comment field to view the full comment (read-only).
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Click the text in the Incident > Description field to view the complete description (readonly).
To look up detention information by action/date:
1. Log on to the School view.
2. Click the Conduct tab.
3. Click the Action History side-tab. A list of actions appears, broken down by student, incident,
and date.
4. Find and select the appropriate record.
5. On the Action History side-tab, click Details. All of the details regarding the action appear.
6. Click the Action sub-tab. At the bottom of the page, a list of detentions served for the selected
record appears:
Running Conduct Reports
Run the following conduct reports to follow up on actions entered for incidents or to use during
parent/guardian conferences:
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Quick Letters
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Conduct Actions Report
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Conduct History Report
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Conduct Totals Report
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Suspension Notice Report
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Managing Conduct
Use Quick Letters
Use the Quick Letters feature to quickly create and customize attendance, conduct, or graderelated letters from any student list page for students meeting a given set of criteria. You can then
print these letters as one print job and mail them to the students or their parents/guardians.
For instance, you might use Quick Letters to create a custom form letter regarding students who
have five or more absences so far this semester. The letter would notify parents that their students
are in danger of losing course credit. You could also use this feature to create a more general letter
for all students informing them of the school attendance policy.
To create a Quick Letter, click the Quick Letter icon
on any student list page and complete
the Quick Letter wizard. For instructions on completing the Quick Letter wizard, see the "Create a
Quick Letter" Help topic.
Conduct Actions Report
Run the Conduct Action List report to view a list of student conduct incidents and their associated
actions:
This report sorts actions by students’ last names.
To run the Conduct Action List report:
1. Log on to the District or School view.
2. Click the Conduct tab.
3. On the Reports menu, click Conduct Action List. The Conduct Action List pop-up appears.
4. Enter the report parameters. The report appears in the format you select.
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Managing Conduct
Conduct History Report
Run the Conduct History report to view all conduct incidents entered for a single student within a
date range:
This report sorts incidents by date in ascending order. For each incident, the report displays the
following information:
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Date
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Referred by
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Incident Code
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Administrator
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Time
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Description
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Place
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Table of Actions
To run the Conduct History report:
1. Log on to the District or School view.
2. Click the Student tab.
3. Search for and select the student.
4. Click the Conduct side-tab.
5. On the Reports menu, click Conduct History. The Conduct History pop-up appears.
6. Enter the report parameters. The report appears in the format you select.
Conduct Totals Report
Run the Conduct Totals report to view the number of conduct incidents or actions, broken down by
category, reported at your school during the specified date range.
There are many ways to group totals.
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Managing Conduct
Example: You might set the Group totals by field to Incidents by location to see if more
lunch monitors are needed in the cafeteria. Or, to see how many students have displayed a
particular disruptive behavior, group totals by Incident.
To run the Conduct Totals report:
1. Log on to the District or School view.
2. Click the Conduct tab.
3. Click the Office Input, Incident History, or Action History side-tab.
4. On the Reports menu, click Conduct Totals. The Conduct Totals pop-up appears.
5. Enter the report parameters. The report appears in the format you select.
Suspension Notice Report
Run the Suspension Notice report to print a letter to be sent to parents/guardians regarding their
child's suspension:
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Managing Conduct
This letter goes into the student's file. You have the option of printing a parent copy, student
services copy, and school copy.
To run the Suspension Notice report:
1. Log on to the District or School view.
2. Click the Conduct tab.
3. Click the Incident History side-tab.
4. Search for and select the student.
5. On the Reports menu, click Suspension Notice. The Suspension Notice pop-up appears.
6. Enter the report parameters.
Note: If you need to print an additional copy of this letter to be sent to another address (such
as for divorced families), select the Alternate mailings checkbox.
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district
Index
defining preferences
A
conduct 5
attendance, detention 15
M
automatic attendance records for suspensions
linking conduct action reference codes to student daily attendance code(s) 12
managing
detentions 15
Q
C
Quick Letters 21
codes
R
conduct 11
detention 15
reference codes
conduct
conduct 11
bullying 14
reports
for special education students 7
conduct reports 20
reference codes 11
Conduct Actions report 21
setting up the system 5
Conduct History report 22
Conduct Actions report 21
Conduct Totals report 22
Conduct History report 22
Suspension Notice report 23
conduct overview 4
S
conduct reference codes 11
conduct referral workflows 13
conduct security roles 9
security roles
conduct 9
setup information
conduct setup 4
conduct 4
Conduct Totals report 22
Suspension Notice report 23
conduct user guides 4
T
D
templates 10
details
customizing detail pages 10
detentions 15
U
user guides
conduct 4
attendance 18
W
cutoff date 17
workflows
details 19
conduct 13
setup 15
set up 13
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