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Editing Infractions in the Staff Portal Student Discipline Editor

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Information

 
Date:12/2/2016
Source: CRLLCCR Development
Summary2
Prior to Implementation

The Student Discipline Editor is available only with MMS Portals version 4.6 and later. To use the Student Discipline Editor you must have access to the MMS Staff Portal and menu privileges for this editor.

Resolution

Log in to the Staff Portal. You can get to the Student Discipline Editor from the Students menu by choosing Students > Discipline Editor, or you may choose Students > Student Profile and then click on the Discipline tab:

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The Student Discipline Editor is divided into 3 sections, as shown below:

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Each section may be opened or closed. If the sections are closed, click the small arrow next to Discipline Infractions to expand it:

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  1. Viewing Infractions

Each of the student’s infractions for the current school year (if any) will be listed in order, from newest to oldest. Looking across the infractions grid, you will see the following information:
Infraction Description: this comes from your Discipline Infractions Code table.

Category: this column displays any category codes assigned to an infraction. The possibilities are: D – drugs or alcohol; V – violence; W – weapon; B – bullying.
The categories are assigned in the Discipline Infractions Code table. More than one may be assigned for the same infraction. If you hover the mouse over a category code, a window will pop up showing the category description.
Note that these categories correspond to categories of infractions that are commonly reported to the state. Careful assignment of the category codes can simplify state reporting.

Date: the date the infraction occurred.

Time: the time the infraction occurred (reported in 12-hour time, with AM and PM designations).

Location: the location where the infraction occurred. The available locations come from the MMS Room table. You may need to add such ‘locations’ as Hallway, Athletic Field, Bus, and so on, to use for infractions that did not occur in a classroom. (See MMS Generations School > Edit Rooms).

Reported By: the staff person who reported the infraction. The person must be listed in the MMS Staff table (See MMS Generations School > Edit Staff). You may need to add non-instructional staff members such as bus drivers, coaches, and so on.

Incident: If the infraction was tied to an incident, the incident ID will appear here. If you hover the mouse over the incident ID, a window will pop up showing the incident description.

Detail: The grid shows one of two buttons: User-added image or  User-added image . The first indicates that no additional details are recorded for the infraction; the second, with the plus sign, indicates that additional details were entered. When you hover the mouse over the button, a window will pop up showing the additional information. This may include a weapon type, a drug/alcohol type and/or an extended infraction description.

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Note: this column, like the Detail column, will show one of two buttons. The button with the plus sign indicates that a note is present. The button without the plus sign indicates that the note field is empty. You can hover your mouse over the Note button to view the contents of the note.
Letter: the button in this column User-added image allows you to send a pre-defined letter for the current infraction with one easy click. See the KBA Student Discipline Editor Letter for details on how to set up the letter and use this feature.

  1. Paging

You’ll notice this control at the bottom of the infractions grid:

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You can use it to navigate to the next or preceding page if the student’s infraction record extends beyond the first page.

  1. Ordering the Infractions Display

By default, the grid presents the infractions in descending date order. You may reverse that order simply by clicking on Date in the grid heading. An up or down arrow next to Date indicates which way the grid is ordered:

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In the same way you can order the grid by Infraction, Category, Time, Location and Reported By columns. Just click in grid heading for the column you want.

  1. Adding New Infractions

To Add an infraction, click the Add Infraction button above the infraction grid.

A new row will open at the top of the grid:

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You can work your way across the grid. You must choose an infraction and a date; the remaining information is optional. See notes below:

Infraction: pull down the list and choose the infraction.

Category: you cannot edit the Category column, but it will be updated to show any category assigned to the infraction you choose.

Date: the Date is set by default to the current date, but you may change it. You can report an infraction as occurring on a date when school is not in session (for example, at a school event on the weekend), but the student must be enrolled in school (according to his or her attendance entry/withdrawal record) on the date you select.

Time: you can enter the Time by keying it in or you can choose the time from the pulldown list. When keying in the time, use 12-hour format, followed by a space, and then ‘AM’ or ‘PM’ (01:15 PM is valid, but 13:15 PM is not). In the pulldown list, you’ll see that the times are listed in 15-minute increments, from 12:00 AM through 11:45 PM. Choose the time closest to what you want, and edit the time afterward if needed.

Location and Reported By: to enter the Location and Reported By information, simply pull down the lists and choose the appropriate entry.

Incident: if you wish to assign the infraction to an Incident that has been previously recorded, pull down the Incident list and choose the appropriate incident:

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Note: You can create a new incident directly from the student discipline editor by clicking the Edit Incidents button above the infractions list. For information about editing incidents, see this KBA: Staff Portal Incident Editor (Version 4.6)

Details: click the Detail button to enter additional information for this infraction. A window will pop up to allow you to enter a Weapon Type and/or a Drug/Alcohol Type (for applicable infractions), and to enter additional text to describe the infraction:

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You make the optional Weapon Type and Drug/Alcohol Type selections from pulldown lists of valid codes that have been entered into the MMS Valid Data Selection table (see MMS Generations Admin> Valid Data Selection Table Editor).

The optional Additional Information box lets you enter up to 250 characters of added info about the infraction. This information is available to be included in Mail Merge letters.

Note: click the Note button to enter an open-ended note about this infraction. A Note window will pop up where you can enter the text. This information is not available for Mail Merge letters.

Letter: the option to send a letter for the new infraction is not available until after you have saved the infraction information. After the information is saved, and assuming that you have configured a discipline Mail Merge letter to use with the student discipline editor, you can generate the letter at any time simply by clicking the Letter button. For more information see the KBA Student Discipline Editor Letter.

To save the new infraction, press the Update button on the right. The display will refresh; if you have used the Detail or Note buttons, the button pictures will include a plus sign to signify that information has been saved there. To cancel your work, click Cancel; the new infraction record will not be saved.

  1. Editing Existing Infractions

When you look at the Discipline Infractions display, you’ll see an Edit button on the right side of each infraction row:

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If you want to change any of the information recorded for the infraction, click the Edit button and then enter or change the information as needed. See the details above for the types of information recorded in each column of the record.

You will notice that the Edit button now reads Update, and the Delete button now reads Cancel:

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To save your work click Update; to cancel the edits, click Cancel.

  1. Deleting an Infraction

When you look at the Discipline Infraction display, you’ll see a Delete button on the far right side of each row:

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You can delete an infraction by clicking the Delete button. A confirmation message pops up:

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To proceed with the delete, click OK.

Note: we haven’t covered Actions in this article, but any infraction may have one or more Actions associated with it (such as Detention, In-School Suspension, etc.). When you delete an infraction, all associated actions are deleted as well. See the article Editing Actions in the Staff Portal Student Discipline Editor for more information on assigning Actions.

Additional Information

Portals Help Files for Student Profile.
MMS Generations Help files for Edit Discipline Infractions Code Table
MMS Generations Help files for Discipline Actions Code Table
MMS Generations Help files for Edit Valid Data Selection Table
Additional KBAs are available at
CR Knowledge Base.
Additional Tech Bytes are available at CR Tech Bytes.

Applies to VersionMMS Staff Portal 4.6 (December 2016)
KeywordsStudent Discipline Editor, Student Profile, Staff Portal, Edit Student Infractions, Add Infractions, Delete Infractions, Delete Infractions and Actions, Winter Release 2016.

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