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Follow these guidelines for entering discipline incidents for successful reporting on the Discipline, Crime and Violence Report.

Entering Incidents and Offenses

Interventions > All > Office > Incident Detail

Click Add to enter a new incident. You must enter a value in the Timeframe field under the Incident panel. This is used for the Time Incident Took Place field in the file. If an incident was reported to Law Enforcement, select the Reported to Police checkbox under the Police panel.

When a student is involved in a discipline incident and committed more than one offense in that incident, you should enter all Offenses on one Incident.

Offenses with Weapons

If a student commits an offense with a code of BA1 or BA3, they must also have a weapon offense reported (WP0, WP1, WP2, WP4, WP5, WP6, WP7, WP8, WP9, WS1, or WT1).

When weapons are confiscated during an incident, you must update the Weapons Confiscated district-defined section on from the Offender Detail page (Interventions > All > Office > Incident Detail > Offenders panel > click View Detail > Other Offender Information panel > Weapons Confiscated section).

  • If you indicate that a Firearm has been confiscated, then the offender must have an offense with one of the following codes: WP1, WP2, WP4, or WP8.
  • If you indicate that a non-firearm has been confiscated, you must have one of the following offenses WP0, W2P, WP3, WP5, WP6, WP7, WP9, W8P, or W9P.

You do not need to update the Law Enforcement checkbox.

Entering Discipline Actions

Interventions > All > Office > Incident Detail > Offenders panel > click View Detail > Actions panel

Actions codes of '01','05', '06', or '08' should only be used for Special Education students. Use Action '07' for incidents where the Offense Code includes WP1, WP2, WP4, WP6, WP7, WP8, DR1, or DR4.

If a student has an action code of '05', then the Outcome Code must be ALT. If a student has an action code of '08', then you cannot have an Outcome Code of ALT.

Entering Incident Victims

Interventions > All > Office > Incident Detail > Victims panel

Please see the State documentation for the list of offense codes that require victims to be reported (see Reference Table 8). We report a count of victims to the State, not detailed victim data.

Offense Code Matrix

Regulatory > Virginia > Other > Discipline Offense Matrix Setup (DCV)

Use this feature to set up discipline incident validation rules for your district's offense codes. The rules you define are processed when you run the Download for the Discipline, Crime, and Violence submission. Defaults are set, but you may add/change different criteria to perform checks against incidents involving the offense codes you identify. The matrix should be set prior to processing the download and extract, but you may change it at any time.

Any codes found to not meet the requirements in the Offense Code Matrix will be shown as errors in the Start Task Log after you run the Download. Please refer to the VA DOE website for a list of all appropriate Crosswalk codes for the current school year.

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