Common SBAR Errors and Warnings

ERROR: Incident ID: XXXXX - Incident Location is not Active

This error is displayed for 2 reasons:

1. If the Location is not selected for the incident.
2. If the Location selected is not active.

Add the Location in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.

Activate the Location in the menu path:

From the Administration menu, select General Setup, select District, and then select Validation Tables. Select All from Applications and Locations from Validation Table and activate the location.

ERROR: Incident ID: XXXXX - Incident time frame (event Time) is blank

If the TimeFrame is not selected for the incident, this error is displayed.

Add the TimeFrame in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.

ERROR: Incident ID: XXXXX - Does not have valid incident time frame (event Time)

If the selected TimeFrame is invalid, this error is displayed.

Select the valid TimeFrame in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.

ERROR: Incident ID: XXXXX - Incident Time frame is not Active

If the selected TimeFrame for the incident is inactive, this error is displayed.

Activate the TimeFrame in the menu path:

From the Administration menu, select General Setup, select District, and then select Validation Tables. Select All from Applications and Incidents Time Frame from Validation Table and activate the selected timeframe.

ERROR: Incident ID: XXXXX - Firearms Confiscated must be Valid number between 0 - 99

If the number of Non-Firearms Confiscated field exceeds value 99, this error is displayed.

To resolve the error, follow the steps in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Click Other and then check the # of Non-Firearms Confiscated field.

ERROR: Incident ID: XXXXX - Offence code is not Active

If the selected Offence code is not active, this error is displayed.

Activate the Offence code in the menu path:

From the Administration menu, select General Setup, select District, and then select Validation Tables. Select All from Applications and Incidents/Offense Codes from Validation Table and activate the code.

ERROR: Incident ID: XXXXX - Law Enforcement Flag Must be Y when Behavior Code is BESO18 or PD1-PD16

If the Law Enforcement Notified field is not checked when the selected Behavior Offense Code's state code equivalent is BESO18 or PD1-PD16, this error is displayed.

To resolve the error, follow the steps in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Expand the VA Offender Information in the Other Offender Information section and check the Law Enforcement Notified field.

ERROR: Incident ID: XXXXX - Authorization Code for Other Explanation is Required when Behavior Code is BAPOTH, BSOOTH, RBOTH, BSCOTH, BESOOTH

If the Authorization code is empty or null when the selected behavior code's state code equivalent is BAPOTH, BSOOTH, RBOTH, BSCOTH, and BESOOTH, this error is displayed.

To resolve the error, follow the steps in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Expand the VA Offender Information in the Other Offender Information section and provide the Authorization Code.

ERROR: Incident ID: XXXXX - The Offender type is inactive

If the selected Offender type is not active, this error is displayed.

To resolve this error:

1. Check which Offender type is selected in the menu path:
   From the Interventions menu, select All, select Office, and then select Incident Detail.
   Click on the View Detail icon for a particular student in the Offenders section. Expand the VA Offender Information in the Other Offender Information section and check for the Offender type.
2. Activate the Offender type in the menu path:
   From the Administration menu, select General Setup, select District, and then select Validation Tables. Select All from Applications and Unknown Offender from Validation Table and activate the selected Offender type.

ERROR: Incident ID: XXXXX, Download Type C - If the Behavior Code is BESO18, the Time of Event must be 3 and the Location of Event must be 7

When the selected behavior code's state code equivalent is BESO18, the TimeFrame must be 3 and the Location Must be 7.

Check if the selected behavior code's state code equivalent is BESO18 in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section.

Verify the selected Behavior Offense Code in the menu path:

From the Administration menu, select General Setup, select District, and then select Validation Tables. Select All from Applications and Incidents/Offense Codes from Validation Table. Check the state code equivalent for the selected Behavior Offense Code.

If the selected behavior code's state code equivalent is BESO18, select the TimeFrame as 3 and Location as 7 in the menu path.

From the Interventions menu, select All, select Office, and then select Incident Detail.

ERROR: Incident ID: XXXXX - The Offender type is required if the State Testing ID is 9999999999

If the Offender type is not selected for student with state ID 9999999999, this error is displayed.

To resolve the error, select the Offender type in the menu path.

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Expand the VA Offender Information in the Other Offender Information section and select the Offender type.

ERROR: Incident ID: XXXXX - State Testing ID Must be ten digits

If the length of the StateID for the student is not equal to 10, this error is displayed.

To resolve the error, make sure you have 10 digits of State ID in the menu path.

From the Registration menu, select Entry & Reports, select Student Demographic, and then select Personal.

ERROR: Incident ID: XXXXX - Action Duration value 18.75 (3.5, 3.75, etc.) is not valid

The error is displayed for the following reasons:

• If the Actual Duration in Offense Action is in-between 0 to 1 and its other than 0.25, 0.5, 0.75 decimal values, this error is displayed. Between 0-1 it accepts only 0.25, 0.5, 0.75 decimal values.

• If the Actual duration range is from 1 to 365 and contains the decimal numbers like 18.85, 25.6, 69.8, and so on, this error is displayed.

• If the Actual duration is greater than 365 days, this error is displayed.

Change the Actual Duration in the menu path.

From the Interventions menu, select All, select Office, and then select Incident Detail.
Open the Incident Detail page, click on the View Detail icon for a particular student in the Offenders section and change the Actual Duration.

ERROR: Incident ID: XXXXX - Instructional Support Code - Must be blank if Disciplinary Sanction Code is STS2, LTS2, EX2

If the Disciplinary Sanction Code is STS2, LTS2, or EX2, the Instructional Support Code must be blank.

Verify the selected code in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section and select the Actions section.

ERROR: Incident ID: XXXXX - If Behavior Code is BAP4, BAP5, or BSO4, Disciplinary Sanction Code may not be STS1, STS2, or ISS

If the Behavior Offense Code's state code equivalent is BAP4, BAP5, or BSO4, the Disciplinary Sanction Code should not be STS1, STS2, or ISS.

Verify the selected code in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section (Behavior Offense Code, Disciplinary Sanction Code).

ERROR: Incident ID: XXXXX - If Behavior Code Is STS1, LTS1 Or EX1, then Instructional Support Services is required

If the Behavior Offense Code's state code equivalent is STS1, LTS1 Or EX1, the Instructional Support Code field cannot be blank.

Verify the selected code in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section (Behavior Offense Code, Disciplinary Sanction Code).

Check the state code equivalent of Behavior Offense Code in the menu path:

From the Administration menu, select General Setup, select District, and then select Validation Tables. Select All from Applications and Incidents/Offense Codes from Validation Table and check the code.

ERROR: Incident ID: XXXXX - The Behavioral Offense Code is inactive

If the selected Behavior Offense Code's state code equivalent is not active, this error is displayed.

Verify the selected code in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section (Behavior Offense Code).

Activate the state code equivalent of selected Behavior Offense Code in the menu path.

From the Administration menu, select General Setup, select District, and then select Validation Tables. Select All from Applications and Incidents/Offense Codes from Validation Table and activate the code.

ERROR: Incident ID: XXXXX - The Behavioral Intervention Code is inactive

If the selected Behavior Intervention Code is not active, this error is displayed.

Verify the selected code in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section (Behavior Intervention Code).

To resolve the above error, activate the code (in validation table) in the menu path:

From the Administration menu, select General Setup, select District, and then select Validation Tables. Select All from Applications and VA Behavior Intervention Codes from Validation Table and activate the code.

ERROR: Incident ID: XXXXX - The Disciplinary Sanction Code is inactive

If the selected Disciplinary Sanction Code is not active, this error is displayed.

Verify the selected code in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section (Disciplinary Sanction Code).

To resolve the above error, activate the code (in validation table) in the menu path:

From the Administration menu, select General Setup, select District, and then select Validation Tables. Select All from Applications and VA Behavior Intervention Codes from Validation Table and activate the code.

ERROR: Incident ID: XXXXX - The Instructional Support Code is inactive

If the selected Instructional Support Code is not active, this error is displayed.

Verify the selected code in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section (Instructional Support Code).

To resolve the error, activate the code (in validation table) in the menu path:

From the Administration menu, select General Setup, select District, and then select Validation Tables. Select All from Applications and VA Instructional Support Code from Validation Table and activate the code.

ERROR: Incident ID: XXXXX - State Testing ID Must be ten digits

If the length of the StateID for the student is not equal to 10 digits, this error is displayed.

To resolve the error, make sure you have 10 digits of State ID in the menu path:

From the Registration menu, select Entry & Reports, select Student Demographic, and then select Personal.

ERROR: Incident ID: XXXXX, Dowload Type D - If the Behavior Code is BESO18, the Time of Event must be 3 and the Location of Event must be 7

If the selected Behavior Offense Code's state code equivalent is BESO18 and the TimeFrame is not 3 and Location of Event is not 7, this error is displayed.

Verify the selected code in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section (Behavior Offense Code).

To resolve the error:

For the Behavior Offense Code with state code equivalent BESO18, select Timeframe 3 and Location 7 in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.

ERROR: Incident ID: XXXXX, Student ID: XXXXX - The Hours Sanctioned value must be blank if a value is entered for Days Sanctioned

If the Hours Sanctioned is not null/blank if a value entered for the actual duration, this error is displayed.

Verify the selected code in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section (Hours Sanctioned).

Menu path for actual duration:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section and check the Actual Duration.

ERROR: Incident ID: XXXXX, Student ID: XXXXX - The Hours Sanctioned value must be blank if the Disciplinary Sanction code is NONE

If the Disciplinary Sanction code is None, the Hours Sanctioned value must be blank/null.

Verify the selected code in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section (Hours Sanctioned, Disciplinary Sanction Code).

ERROR: Incident ID: XXXXX, Student ID: XXXXX - The Hours Sanctioned value must be blank if the Disciplinary Sanction code has any one of these STS1, SBP, STS2, LTS1, LTS2, EX1, EX2 or ALT values

If the selected Disciplinary Sanction code is any one of these STS1, SBP, STS2, LTS1, LTS2, EX1, EX2 or ALT values, the Hours Sanctioned value must be blank/null.

Verify the selected code in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section (Hours Sanctioned, Disciplinary Sanction Code).

ERROR: Incident ID: XXXXX, Student ID: XXXXX - The Hours Sanctioned value must be between 1 to 200

If the Actual Duration is null/blank, the Hours Sanctioned value must be between 1 to 200.

Verify the selected code in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section (Hours Sanctioned).

Menu path for actual duration:

From the Interventions menu, select All, select Office, and then select Incident Detail.
Click on the View Detail icon for a particular student in the Offenders section and check the Actual Duration.

ERROR: Incident ID: XXXXX - victim count is required for this incident

This error is displayed for 3 different scenarios:

• If there are no Victims for the Incident and the selected Behavior Offense Code's state code equivalent is BSO10, RB1, RB2, RB5, RB9, BESO1, BESO2, BESO4

To resolve the error, you can add a victim for the incident, or you need to remove the Behavior Offense Code.

To add a victim:
Menu path: From the Interventions menu, select All, select Office, and then select Incident Detail. Select Victims in the Victim section.

To Remove Behavior Offense Code:
Menu path: From the Interventions menu, select All, select Office, and then select Incident Detail. Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section (Behavior Offense Code).

• If there are no Victims for the Incident and the selected Behavior Offense Code's state code equivalent is BSC6, BSC7, BSC18, BSC19, BSC21, BSC22

To resolve the error, you can add a victim for the incident, or you need to remove the Behavior Offense Code.

To add a victim:
Menu path: From the Interventions menu, select All, select Office, and then select Incident Detail. Select Victims in the Victim section.

To Remove Behavior Offense Code:
Menu path: From the Interventions menu, select All, select Office, and then select Incident Detail. Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section (Behavior Offense Code).

• If there are no Victims for the Incident and the selected Behavior Offense Code's state code equivalent is BESO11, BESO12, BESO13, BESO15, BESO16, BESO17, BESO18

To resolve the error, you can add a victim for the incident, or you need to remove the Behavior Offense Code.

To add a victim:
Menu path: From the Interventions menu, select All, select Office, and then select Incident Detail. Select Victims in the Victim section.

To Remove Behavior Offense Code:
Menu path: From the Interventions menu, select All, select Office, and then select Incident Detail. Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section (Behavior Offense Code).

ERROR: Event ID reported in the B Record is missing from the C Record

If the Behavior Offense Code is missing under VA SBAR Fields for active offender, this error is displayed.

To resolve the error:

• Add Behavior Offense Code for the active offender:
  Menu path: From the Interventions menu, select All, select Office, and then select Incident Detail. Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section (Behavior Offense Code).

• Run VA SBAR Download by selecting SBAR Student Behavior (C) option from Download Types.

ERROR: Event ID reported in the C Record is missing from the D Record

If the Actual Duration Under Action is blank under Dates for active offender, this error is displayed.

To resolve the error:

• Add Actual Duration for the active offender:
  Menu path: From the Interventions menu, select All, select Office, and then select Incident Detail. Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR fields in the Actions section, add Actual Duration in the Dates section, and make sure you have selected the Behavior Offense Code.

• Run VA SBAR Download by selecting SBAR Admin Response (D) option from Download Types.

ERROR: Incident ID: XXXXX, Student ID: XXXXX - The Days Sanctioned value must be blank if the Disciplinary Sanction code is NONE

If the Disciplinary Sanction code is None, then the Days Sanctioned (Actual Duration) value must be blank/null.

To resolve the error, check the Days Sanctioned (Actual Duration) value in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail. Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR Fields and Dates in the Actions section (Disciplinary Sanction Code, Days Sanctioned (Actual Duration)).

If Disciplinary Sanction Code is STS1, then the Days Sanctioned (Actual Duration) value must be less than or equal to 10.

To resolve the error, change the Days Sanctioned (Actual Duration) value in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail. Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR Fields and Dates in the Actions section (Disciplinary Sanction Code, Days Sanctioned (Actual Duration)).

ERROR: Incident ID: XXXXX, Student ID: XXXXX - Days Sanctioned must be greater than or equal to 11 and less than or equal to 45 days when the Disciplinary Sanction Code is LTS1

If Disciplinary Sanction Code is LTS1, then the Days Sanctioned (Actual Duration) value must be between 11 to 45.

To resolve the error, change the Days Sanctioned (Actual Duration) value in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail. Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR Fields and Dates in the Actions section (Disciplinary Sanction Code, Days Sanctioned (Actual Duration)).

ERROR: Incident ID: XXXXX, Student ID: XXXXX - Days Sanctioned must be 365 days when the Disciplinary Sanction Code is EX1 or EX2

If Disciplinary Sanction Code is EX1 or EX2, then the Days Sanctioned (Actual Duration) value must be 365.

To resolve the error, change the Days Sanctioned (Actual Duration) value in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail. Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR Fields and Dates in the Actions section (Disciplinary Sanction Code, Days Sanctioned (Actual Duration)).

ERROR: Incident ID: XXXXX, Student ID: XXXXX - If behavior Code is BSO16, the Disciplinary Sanction Code STS1, LTS1, EX1 or EX2 may not be used

If Behavior Offense Code’s state code equiv is BSO16, then Disciplinary Sanction Code STS1, LTS1, EX1 or EX2 may not be used.

To resolve the error, change the Disciplinary Sanction Code in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail. Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR Fields in the Actions section (Disciplinary Sanction Code).

ERROR: Incident ID: XXXXX, Student ID: XXXXX - If Behavior Code is BESO18, the Disciplinary Sanction Code must be STS1 or ALT

If Behavior Offense Code’s state code equiv is BESO18, then Disciplinary Sanction Code must be STS1 or ALT.

To resolve the error, change the Disciplinary Sanction Code in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail. Click on the View Detail icon for a particular student in the Offenders section. Expand the VA SBAR Fields in the Actions section (Disciplinary Sanction Code).

ERROR: Incident ID: XXXXX - Law Enforcement Flag must be Y when the Behavior Code is BESO14 and Staff victim count is greater than 0

When the Behavior Offense Code’s state code equiv is BESO14 and Staff victim count is greater than 0 then the Law Enforcement Flag must be Y.

To resolve the error, change the Law Enforcement Flag in the menu path:

From the Interventions menu, select All, select Office, and then select Incident Detail. Click on the View Detail icon for a particular student in the Offenders section. Expand the VA Offender Information in the Other Offender Information section (Law Enforcement Notified).