Student Behavior and Administrative Response - File Layout
Reporting Rules
Report all incidents for the students enrolled in the reporting division that occurred:
On school property, in a classroom, on a school bus, or at a school-sponsored activity.
On the property of an alternate school for the students placed there by the reporting division.
In a private school where the sanction resulted in a suspension, expulsion, or report to law enforcement.
Note: Public Regional Centers (Governor's, CTE, Special Education, STEM, STEM-H, PK, and so on) will report SBAR for the students attending the public regional center.
A Record
Data Element Name | Description | Format | Max Length |
|---|---|---|---|
Record Type | Constant A | A | 1 |
File Submission Type | Code to describe the submission. | N | 2 |
Beginning School Year | Four-digit year for the beginning of school. | N | 4 |
Division Number | Leading zero(s) must be included, that is, 005. | N | 3 |
B Record
Data Element Name | Description | Format | Max Length |
|---|---|---|---|
Record Type | Constant B | A | 1 |
Local Event ID | ID used to identify specific events; must be unique at the division level. | A/N | 11 |
Event Division | Three or four-digit state-assigned Division number that identifies the division, center, or agency where the event occurred. | N | N |
Event School | Four-digit state-assigned School number that identifies the school, center, program, or placement where the event occurred. | N | N |
Date of Event | The date of the event. | Date | 10 |
Time of Event | The time that the event occurred. | N | 1 |
Location of Event | The location of the event. | N | 1 |
Firearms Confiscated | The number of firearms confiscated at the event. | N | 2 |
Weapons Confiscated | The number of non-firearm weapons confiscated at the event. | N | 2 |
Firearms Code | The code that best describes the weapon used at the event. | N | 1 |
Law Enforcement Flag | A flag to identify that law enforcement was notified of this behavior. | A | 1 |
Notified of Charges Filed Flag | A flag to indicate the school or division was notified that the student was charged with an offense in the community relating to the Commonwealth's laws, or with an offense in the community that is required to be disclosed to the superintendent of the school division pursuant to subsection G of § 16.1-260. | A | 1 |
Notified of Conviction Flag | A flag to indicate the school or division was notified that the student was found guilty or not innocent of an offense in the community relating to the Commonwealth's laws on weapons, alcohol, or drugs, or of a crime in the community that resulted in or could have resulted in injury to others, or of an offense in the community that is required to be disclosed to the superintendent of the school division pursuant to subsection G of § 16.1-260. | A | 1 |
CAHO Flag | A flag to indicate a Court Appointed Hearing Officer by the Virginia Supreme Court. This should only be reported for students with an IEP. | A | 1 |
State Testing ID | State Testing ID as assigned to the student. | N | 10 |
Behavior Code 1 | One of up to four Behavior Codes that best describes the student's behavior exhibited during this specific event. | A/N | 6 |
Behavior Code 2 | One of up to four Behavior Codes that best describes the student's behavior exhibited during this specific event. | A/N | 6 |
Behavior Code 3 | One of up to four Behavior Codes that best describes the student's behavior exhibited during this specific event. | A/N | 6 |
Behavior Code 4 | One of up to four Behavior Codes that best describes the student's behavior exhibited during this specific event. | A/N | 6 |
Unknown Offender Code | The type of offender, if the offender is not a student within the school division. | N | 1 |
Enrolled Division | Three-digit state-assigned Division number that identifies the division, center, or agency in which the student is enrolled. | N | 3 |
Enrolled School | Four-digit state-assigned School number that identifies the school, center, program, or placement in which the student is enrolled. | N | 4 |
Behavioral Intervention Code 1 | One of up to three Behavioral Intervention Codes that addresses the student behavior(s) of this specific Event. If a Threat Assessment was conducted (Code = 11), it must be reported in Behavioral Intervention Code 1. | N | 2 |
Behavioral Intervention Code 2 | One of up to three Behavioral Intervention Codes that addresses the student behavior(s) of this specific Event. If a Threat Assessment was conducted (Code = 11), it must be reported in Behavioral Intervention Code 1. | N | 2 |
Behavioral Intervention Code 3 | One of up to three Behavioral Intervention Codes that addresses the student behavior(s) of this specific Event. If a Threat Assessment was conducted (Code = 11), it must be reported in Behavioral Intervention Code 1. | N | 2 |
Instructional Support Code 1 | One of up to three Instructional Supports provided to the student as a response to this specific event. | N | 1 |
Instructional Support Code 2 | One of up to three Instructional Supports provided to the student as a response to this specific event. | N | 1 |
Instructional Support Code 3 | One of up to three Instructional Supports provided to the student as a response to this specific event. | N | 1 |
Detention (DS) | The number of hours of Detention Outside of Regular School Hours assigned as a disciplinary sanction for this specific event. | N | 3 |
School-Based Community Service (SBCS) | The number of hours of School-Based Community Service assigned as a disciplinary sanction for this specific event. | N | 3 |
Loss of Privileges (LOP) | The number of days the student loses privileges at school, before/during/after the school day, or at extracurricular activities administered as a disciplinary sanction for this specific Event. | N | 3 |
Suspension of Bus Privileges (SBP) | The number of days the student loses the bus administered as a disciplinary sanction for this specific event. | N | 3 |
Class Removal (CR) | The number of days of Class Removal (less than 1/2 day) assigned as a disciplinary sanction for this specific event. Partial Days should be reported to the nearest hundredth place (2 decimal places). For example, use 0.5 for a half day, 0.17 to represent 1 hour in a 6-hour day, 0.17 to represent 1 period in a 6-period day, and so on. | N, 2 | 6 |
In-School Suspension (ISS) | The number of days the student was assigned In-School Suspension (1/2 day or more) as a disciplinary sanction for this specific event. Partial Days should be reported to the nearest hundredth place (2 decimal places). For example, use 0.5 for a half day, 0.17 to represent 1 hour in a 6-hour day, 0.17 to represent 1 period in a 6-period day, and so on. | N, 2 | 6 |
OSS by Sch Admin (STS) | The number of days the student was suspended from school by an authorized school-level administrator as a disciplinary sanction for this specific event. The amount of time reported should align with the definition of short-term suspension, as per the Code of Virginia, § 22.1-277.04. Partial Days should be reported to the nearest hundredth place (2 decimal places). For example, use 0.5 for a half day, 0.17 to represent 1 hour in a 6-hour day, 0.17 to represent 1 period in a 6-period day, and so on. | N, 2 | 6 |
OSS by Div Admin (LTS) | The number of days the student was suspended from school by the division superintendent, a hearing officer, or an authorized designee as a disciplinary sanction for this specific event. The amount of time reported should align with the definition of long-term suspension, as per the Code of Virginia, § 22.1-277.05 Partial Days should be reported to the nearest hundredth place (2 decimal places). For example, use 0.5 for a half day, 0.17 to represent 1 hour in a 6-hour day, 0.17 to represent 1 period in a 6-period day, and so on. | N, 2 | 6 |
OSS by Sch Board | The number of days the student was suspended or expelled by the local school board as a disciplinary sanction for this specific event. The amount of time reported should align with the definition of long-term suspension or expulsion, as per the Code of Virginia, § 22.1-277.04, §22.1-277.05, 22.1-277.06, 22.1-277.07, and 22.1-277.08. Partial Days should be reported to the nearest hundredth place (2 decimal places). For example, use 0.5 for a half day, 0.17 to represent 1 hour in a 6-hour day, 0.17 to represent 1 period in a 6-period day, and so on. | N, 2 | 6 |
Retired | Formerly, Alt Placement by School Admin. | 6 | |
Alt Placement by Div Admin (ALT) | The number of days the student was placed in an alternative education program by the division superintendent, a hearing officer, or an authorized designee. An Alt placement by the Division Administrator is a disciplinary sanction that can be used in conjunction with, in lieu of, or in addition to the LTS for this specific event. The amount of time reported should align with the definition of long-term suspension, as per the Code of Virginia, § 22.1-277.05. Partial Days should be reported to the nearest hundredth place (2 decimal places). For example, use 0.5 for a half day, 0.17 to represent 1 hour in a 6-hour day, 0.17 to represent 1 period in a 6-period day, and so on. | N, 2 | 6 |
Alt Placement by Sch Board (ALT) | The number of days the student was placed in an alternative education program by the local school board. An Alt placement by a local school board is a disciplinary sanction that can be used in conjunction with, in lieu of, or in addition to the LTS or EX for this specific event. The amount of time reported should align with the definition of long-term suspension or expulsion, as per the Code of Virginia, §22.1-277.05, 22.1-277.06, 22.1-277.07, 22.1-277.08, and § 22.1-277.2:1. Partial Days should be reported to the nearest hundredth place (2 decimal places). For example, use 0.5 for a half day, 0.17 to represent 1 hour in a 6-hour day, 0.17 to represent 1 period in a 6-period day, and so on. | N, 2 | 6 |
Alt Placement Educational Agency | Three-digit state-assigned division number that identifies the alternative center or program where the student was placed for educational services in lieu of attending their Enrolled School. | N | 3 |
Alt Placement School | Four-digit state-assigned School number that identifies the school, center, program, or placement where the student was placed for educational services in lieu of attending their Enrolled School. | N | 4 |
Aggravating Circumstances Flag | A flag that recognizes the behavior has met one of the following criteria: 1) resulted in a threat assessment determination of serious harm or credible threat of serious harm, or (2) pose an ongoing and unreasonable risk to school safety, or (3) be persistent and unresponsive to intervention. | A | 1 |
Student Victims | The total number of school-aged victims harmed in the event. | N | 4 |
Staff Victims | The total number of victims employed by the school division harmed in the event. | N | 4 |
Other Adult Victims | The total number of victims beyond school age including volunteers harmed in the event. | N | 4 |
Other/Unknown Victims | The total number of victims with unknown age harmed in the event. | N | 4 |
Indeterminate Victim Flag | A flag to indicate that the number of victims is unspecified or indeterminate. | A | 1 |
Responsible Division | The Responsible Division Number is a three-digit, state-assigned number that identifies where the student resides OR where the student attends a school through open enrollment, OR where the student attends due to tuition being waived. | N | 3 |
Responsible School | The Responsible School number is a four-digit, state-assigned number that identifies where the student resides OR where the student attends a school through open enrollment, OR where the student attends due to tuition being waived. | N | 4 |
Expulsion Flag | A flag to indicate that the student has been expelled or suspended for 365 days or more. | A | 1 |
Filler |