Manage Discipline Data

Modified on: Mon, Nov 27, 2023 at 4:13 PM

The topics in this chapter describe tasks related to managing your discipline data, such as disabling the Administrator's Plus-PlusPortals auto sync option, exporting discipline reports to Excel, and transferring or deleting discipline data.

TABLE OF CONTENTS

Disable Administrator's Plus - PlusPortals Auto Sync
Export Discipline Reports to Excel
Transfer Discipline Data from Last Year to the New School Year
Delete Discipline Data for Previous School Years

Disable Administrator's Plus - PlusPortals Auto Sync

If Administrator's Plus is set up to automatically sync with PlusPortals, incidents you save to students' discipline records immediately appear in the parent portals. To disable the auto-sync feature, follow these steps:

On the Toolbar, click Setup > School Office Suite (SOS) Interface Options.
The Specifications: Interface Specifications dialog box opens.

Next to B. Auto Send to TeacherPlus and PlusPortals, click No.

Export Discipline Reports to Excel

You can export discipline reports to an Excel spreadsheet using the following steps:

On the Toolbar, click Tools > Excel Wizard.
The Excel Wizard dialog box opens in School Mode . In School Mode, data is exported from the school you're currently working in.
To export data from all schools in your district, click Switch To District Mode.
Optional: If you're exporting an incidents list report and you want to include student database fields in the report, click Common Specifications on the left panel, and then click DB Fields [Students] to select the database fields. Click Next to return to the Discipline Plus - Excel Reports dialog box.
On the left panel, click Discipline Plus, and on the right panel, double-click the report you want to export.

Depending on the report you select, either the report opens in Excel, or a specifications dialog box opens.
See the figure and table below to set incidents list report specifications, and then click Next to export the report; or if you're exporting a victim or bullying report, see Generate a Bullying Report for information on those specifications.

Specifications for Incidents List Reports
1. Beginning Date / 2. Ending Date	Click to set the date range for the search. The report only includes students involved in incidents that occur within this date range.
3. Start Grade / 4. End Grade	Select the range of grade levels you want to search.
5. Include Which Students	Select the students you want to search by enrollment status.
6. Include Code/Description	Specify if you want the report to include only the infraction code, only the infraction description, or the code and description.
7. Include DB Fields (from Common Specs)	Click Yes if you want the report to include student database fields selected in the Common Specifications dialog box. See step 3.
8. Include User Defined Category Tables	Important: This specification only applies when you're printing an Incidents List (One Row Per Code ) report. Click Yes if you want the report to include user-defined categories of discipline data. (See Create Custom Categories of Discipline Data.)

Transfer Discipline Data from Last Year to the New School Year

You can view a student's entire discipline history in the new school year by transferring the previous school year's discipline data to the new school year.

Important: You only need to perform this task if you use Scheduling Plus and you began scheduling the new school year before the previous school year ended.

Warning: You must transfer discipline data after the current school year ends but before the new school year begins. If you transfer discipline data after the new school year begins, you will lose incidents already entered for the new school year.

To transfer discipline data from the previous school year to the new school year, follow these steps:

On the Shortcut bar, click Discipline, and then click Transfer.
Verify no other users are logged in to Administrator's Plus and click Yes.
The Specifications: Transfer Discipline Data dialog box opens.
Set the specifications described in the table below.

Specifications: Transfer Discipline Data Dialog Box
1. Source Folder	Click to select the folder that contains the data you want to copy.
2. Source Grades	Select the check boxes for the grade levels you want to copy from the source folder. Click Select All to select all grade levels.
3. Destination Folder	Click to select the folder you want to copy the source data to.
Page Setup	Optional: Change the page layout and/or printing options for the Discipline Transfer report.

Click Done.

Warning: Transferring discipline data from the source folder to the destination folder will overwrite any discipline data already saved to the destination folder.

Click Yes to continue with the data transfer.
Click Yes again.

The Transfer Discipline Data dialog box opens.

Click one of the options described in the table below, and then click Next.

Transfer Discipline Data Dialog Box
1. Begin transfer	Begin the transfer of discipline data from the source directory to the destination directory and generate a Discipline Transfer report. For each grade, the report lists the successful and failed data transfers along with explanations for the failed transfers. Data fails to transfer when the names for the corresponding ID numbers in the source and destination directories do not match. Example If source directory grade 4 student (#04001) has a different name than destination directory grade 5 student (#05001), the data for this student does not transfer. The following are examples of actions that result in mismatched data: A student's name is initially entered in the database incorrectly but is corrected later. A withdrawn student is deleted from the database and a new student is assigned the withdrawn student’s ID number. A student doesn’t advance to the next grade level.
2. Individual student override	When the names for the corresponding ID numbers do not match in the source and destination directories, use this option to specify a source grade level and ID number and a destination grade level and ID number. When you click this option, the Individual Student Override dialog box opens. In the Source Year: [school year] section of the dialog box, type the student's current (source) grade level and ID number, or click to select the student from a list. In the Destination Year: [school year] section, type the student's new (destination) grade level and ID number, or click to select the student from a list. Click Accept [F10], and then click Done.
3. Copy discipline support files & reports	Copy the support files for the discipline codes and discipline reports from the source directory to the destination directory. Warning: If you made changes to the support files (such as deleting or editing codes or reports) since creating the new year, you must manually update the support files to avoid overriding your changes.
4. Shrink destination incident file	After the data transfer is compete, select this option to eliminate duplicate entries and decrease the size of the destination incident file.
5. Inspect / change specifications	Return to the Specifications: Transfer Discipline Data dialog box.

Click Quit to close the Transfer Discipline Data dialog box.

Delete Discipline Data for Previous School Years

You can delete all disciplinary data for previous school years from the current directory using the AdminPlus Beginning program. (See Create a New Year and Promote Students.)

Note: You can still access deleted discipline data by switching to the directory for the appropriate school year.