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Discipline Referrals Checklist 8/1/2012 ESC Region VI: \\Cs2003server\CSDepartment\ISO\TxEIS\Student\Discipline\R6 TxEIS Discipline Referrals Checklist.docx

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TABLE OF CONTENTS

Allow Campus Access to Discipline Referrals ..............................................................................3

Setup Administrators to receive Discipline Referrals ..................................................................4

Add Non-Instructional Staff that need to submit Discipline Referrals ........................................5

Setup Non-Instructional Staff to be able to submit referrals in txGradebook ............................6

Entering referrals in the teacher txGradebook............................................................................7

How to View, Print, or Delete referrals from txGradebook ........................................................8

TxEIS Discipline Approver Reviews or Completes referrals .........................................................9

View Completed or Reviewed referrals in the teacher txGradebook .........................................12


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1. Allow campus access to Discipline referrals in txGradebook.

Grade Reporting > Gradebook Options > Campus

In the Options box, check Allow Discipline Referrals to allow teachers and other txGradebook users to submit discipline referrals through txGradebook.

If this field is selected, the Discipline menu is displayed in txGradebook, and the

Discipline Referrals page is available.

If this field is not selected, the Discipline menu is not displayed in txGradebook, and the

Discipline Referrals page is not available.


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2. Set up administrators to receive Discipline referrals.

Registration > Campus Profile > Campus Information Maintenance > Principal/Counselor tab

Click the spyglass for an administrator that will receive discipline referrals.

Specify the referrals that will be received by the administrator by updating the following

grade level and name range fields if applicable:

o From Grade Level: If the administrator is responsible for a certain grade range, enter

the low grade level from the grade levels on the campus.

o To Grade Level: Enter the high grade level from the grade levels on the campus. (The

From Grade Level and the To Grade Level can be the same grade level, for example,

From 09 To 09. The From/To Grade Level fields are optional.)

o From Name Range: Enter the beginning two alpha characters.

o To Name Range: Enter the ending two alpha characters; for example, from AA to

MC. (The From/To Name Range fields are optional.)


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Check the Discipline Approver field if the employee is a discipline approver. The field

must be selected in order for the employee to be able to view discipline referrals on the

Maintenance > Referrals page in Discipline.

Check the Receive Discipline Referral Email field if the administrator wants notification

that a discipline referral has been submitted. The administrator will only receive e-mail

messages for students that meet the grade level range and/or the name range if

specified.

Enter the E-mail Address if the administrator wants to receive e-mail notification of

submitted discipline referrals.

3. Add non-instructional staff so they can submit discipline referrals.

If the campus wants non-instructional staff members such as bus drivers or security

guards to submit discipline referrals, enter this type of staff member on the

Principal/Counselor tab.


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o Click +Add at the bottom of the grid. Type a unique three-digit advisor number for

the staff member, and enter his information in the free-form area of the page.

o Select the Role ID from the drop down of 000: Other for this type of staff member.

o Do not complete the discipline administrator fields in step 2 of this checklist.

4. Set up non-instructional staff so they can submit discipline referrals in txGradebook.

Grade Reporting > Maintenance > Gradebook Options > Campus > Administrative Users

Click + Add at the bottom of the grid to add the non-instructional staff, and enter his

information in the free form area of the page.

In the User ID field, type a unique user ID that is 6-8 alphanumeric characters.

In the Staff ID field, type the employee’s social security number.

In the Type of User field, be sure to select “Discipline Only.” The user will have access to

the Discipline Referral page only, and no other pages in txGradebook will be accessible.


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5. A teacher enters Discipline Referral records in txGradebook.

txGradebook > Discipline > Discipline Referrals

Click Enter New Referral and the Record Details section is displayed.

Use the autosuggest Student ID or Student Name fields to select the student from the

drop-down list to retrieve the student.

Click Schedule next to the student’s grade level, and the student’s schedule is displayed

for the current semester as set in TxEIS Grade Reporting. Click x to close the student’s

schedule.

If more than one student was involved in the incident, click Add another student.

Adding another student to the referral creates a multi-incident record. Select the

additional student by using the Student ID or Student Name fields as in the step above.

Select the Severity from the drop-down list of High, Medium, or Low.

Select the PEIMS Offense Description from the drop-down list describing the offense.


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In the Referrer Comments section, type comments related to the offense. The

comments will be read by the administrator reviewing the discipline referrals.

The Date of Incident defaults to the current date. If the date needs to be changed, type

the date in this format MM/DD/YYYY, or use the calendar picklist to select the date.

The Time of Incident defaults to the current time. If the time needs to be changed, type

the time in this format HH:MM:SS and A for AM or P for PM.

Check the Sent to Office checkbox if the students were sent to the office as a result of

the incident.

Select the Course Section from the drop-down if the incident occurred in class.

Select the Incident Location from the drop-down list.

Enter your PIN and select Submit Referral, Save Draft, or Cancel. The following explains

these options.

o Click Submit Referral if the referral is complete and ready for further action from an

administrator. The submitted referral appears in the teacher’s list of referrals with a

status of pending. If the administrator subscribed to email notification, the

administrator will receive an email notifying him of the referral according to the

administrator’s grade level(s) or alpha range specified. The referral will appear in

TxEIS Discipline for the administrator with a status of pending.

o Click Save Draft to save a draft of the referral. The referral can be completed and

submitted at a later time. The referral is listed in the teacher’s list of referrals with a

status of Draft.

o Click Cancel to close the Record Details section without saving any of the referral

information.

When a discipline-only user logs in to txGradebook, the Discipline Referrals page opens,

and no other menus or pages are displayed or accessible. The discipline-only user will

enter his referrals using the information provided in step 5.

6. Teachers can view, print, or delete their discipline referrals.

Click the spyglass under the View column in the grid to view a saved discipline referral.

The Record Details section is displayed to view or update the selected referral. Only

referrals with a status of Draft or Pending may be updated. Referrals with a status of

Reviewed or Completed can only be viewed. When viewing a referral, a Print button is

displayed in the Record Details section.


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Click the printer icon under the Print column in the grid to print a referral. The report

opens in a new window and the print dialog box is displayed. Click the Close Window

link to close the referral report.

Click the x under the Delete column in the grid to delete a referral. Teachers’ referrals

that have a status of Reviewed or Completed may not be deleted.

7. The TxEIS Discipline administrator reviews or completes discipline referrals.

Discipline > Maintenance > Referrals

Administrators can only review referrals if they are designated as a Discipline Approver

in Registration on the campus Principal/Counselor tab.

Only the administrators that are designated as discipline approvers should have access

through TxEIS Security to the Referrals page.

Use the autosuggest Admin Number or Admin Name fields to select the administrator

from the drop-down list. Click Retrieve to retrieve the referrals for the selected

administrator.

The Status is assigned to the referrals by the system and it displays the current status of

the referral. The following are the three statuses that are assigned:


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o Pending status is assigned to referrals submitted from txGradebook where the

administrator has not reviewed or taken further action.

o Reviewed status is assigned to referrals where the administrator has reviewed the

referral and will take no further action.

o Completed status is assigned to referrals where the administrator created a

discipline incident from the referral.

The administrator can limit the referrals that are retrieved by using the following fields

to filter the referrals.

o The administrator can type a From Grade Level and a To Grade Level and click

Retrieve to pull referrals for certain grade level(s).

o The administrator can type a From Name Range and a To Name Range and click

Retrieve to pull referrals for students with last names in the alpha range.

o The administrator can type a From Incident Date and a To Incident Date and click

Retrieve to pull referrals within the date range specified.

o The administrator can also pull referrals by status. Click Pending and click Retrieve to

only pull referrals with a status of pending. Click Reviewed and click Retrieve to only

pull referrals with a status of reviewed. Click Completed and click Retrieve to only

pull referrals with a status of completed. The administrator can use a combination of

statuses; if he checked Reviewed and Completed, he would pull the referrals with a

status of Reviewed and Completed.

o The fields in the grid may be sorted by clicking the header to sort in ascending or

descending order.

Click the spyglass under the Details column in the grid, and the Referral Details Form is

displayed. The referral information submitted from txGradebook is populated in the

form.


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The administrator should review the information submitted and make a determination if

the offense warrants creating a discipline incident. If the offense does not warrant

creating a discipline incident, the administrator should click Review and use the Return

Message section to write a message informing the submitter that an incident was not

created. Click Save in the Referral Details Form. The dialog box closes, and the Discipline

Referral page remains displayed. The referral status is changed to Reviewed.

If the administrator reviews the referral and determines an incident needs to be

created, he should click the Create Incident checkbox. The administrator should look

closely at the comment submitted with the referral, as that comment is saved as the

comment for the incident record. If the comment contains inappropriate verbiage, the

comment should be modified by the administrator. The administrator should note if the

form contains more than one student name, as he would need to create a multi-student

incident. He can write a Return Message letting the submitter know what actions he is

taking and click Save. The Maintenance > Student > Maintenance page is displayed.

The information from the Referral Details Form is populated on the Maintenance page.

An incident number is automatically assigned for this incident. The administrator should

complete the fields required for the incident. If this is a multi-student incident, assign

the action(s) for the first student and click Save. In the Multi Student Incident box, select

the next student for this same incident, complete the required fields and click Save. This


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student will be assigned the same incident number as the first student. The status for

this referral will be assigned as completed.

8. The txGradebook discipline referrers can see what actions were taken for their submitted

discipline referrals.

txGradebook > Discipline > Discipline Referrals

In your list of referrals, you can tell if the administrator has taken action on a referral,

because the status will have changed from pending to reviewed or completed.

If the discipline referral has a status of reviewed, a discipline incident was not created.

Click the spyglass for a reviewed referral, and the Record Details dialog box is displayed.

The Return Message is how the administrator can let you know why or what reason he

had for not creating a discipline incident.

If the discipline referral has a status of Completed, a discipline incident was created.

Click the spyglass for a completed referral. In the Return Message, the administrator

can let you know what action he took.

Date post:	16-Feb-2018
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