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Incident Reporting


LEAs must submit updated incident data to UTREx daily (data is extracted from PowerSchool). A record must be submitted for each independent incident. 

A record must be submitted for each student involved in the incident (including reporter, victim, offender, witnesses). 

Go to Incident; then Create Quick Incident. Do NOT use “Create Detailed Incident”.

All incidents as per the list of infractions included in this document should be submitted to UTREx regardless of whether or not they resulted in a removal.

Civil Rights Data Reporting (CRDC) is required by the US Department of Education Office of Civil Rights. Data is extracted from PowerSchool (PS). 

The WHY: A short description of the infraction must be included which answers whether the alleged basis for the infraction was due to sex, sexual orientation; race, color, or national origin; disability; or religion; whether it was caused by the student (offender or victim), and whether it was gang related. 

Gang: An organization, association, or group of three or more persons, whether formally or informally. Members may individually or collectively: engage in criminal or violent behavior to persons or property; create an unreasonable and substantial disruption; or a risk of disruption to a class, activity, program, or other function of a school. Gangs may have identifiable names, signs, symbols, marks, or other items which are evidence of gang membership, or a desire to be affiliated with, or be recruited by any criminal street gang and may wear, possess, or display gang attire.

Note: On PowerSchool this basis is on p. 1, bottom “CRDC: Harassment based on…” 

The RESULT: Every record includes no injury, injury, or serious bodily injury. 

Serious bodily injury involves a substantial risk of death; extreme physical pain; protracted and obvious disfigurement; or protracted loss or impairment of the function of a bodily member, organ, or faculty. 

RESULT/ACTION includes restraint or seclusion (as per below); placement in a gang prevention program; expelled; removed to an alternate setting (includes TDT, and if so for how many days); suspended, i.e., in-school suspension and out-of-school suspension, (if so for how many days); or parent took the student home.

Mechanical restraint is prohibited, except those that are protective, stabilizing or required by law, for example: safety equipment used to secure students during transportation. Or those used by a law enforcement officer in performing law enforcement duties, for example: handcuffs. 

Physical restraint means personal restriction that immobilizes or reduces the ability of an individual to move the individual’s arms, legs, body, or head freely.

Seclusionary time out means that a student is placed in a safe enclosed area by school personnel to purposefully be isolated from adults and peers. The student is prevented from leaving, or reasonably believes that he/she may not leave.

RESULT/ACTION must specify referral to police, the court, a criminal citation, non-criminal citation (ticket), physical arrest, search and seizure by the SRO, or other law enforcement activity.

For students with disabilities under IDEA and Section 504 data collection includes whether  services were provided for those who were disciplined for more than 10 cumulative days during the school year. 

The WHAT: We are required to report on the TYPES OF INFRACTIONS as per below that are committed on school grounds during the school day; or at school sponsored events – an event or at a time that students are under the authority of school personnel.

Physical Assault: An act or attempted act with force or violence to cause a substantial risk of bodily injury to another. When one individual physically attacks or “beats up on” another individual. 

Sexual Assault: Any sexual act directed against another person for the purposes of sexual gratification, without consent of the victim, including instances where the victim is incapable of giving consent. It includes rape, fondling, incest, and statutory rape. (This infraction MUST meet the criteria as per Policy 2116.)

Homicide: Murder and non-negligent manslaughter, killing of one human being by another, killing a person through negligence.

Fighting (mutual altercation): Mutual participation in a fight involving physical violence, where there is no one main offender and no major injury. Does not include verbal confrontations, tussles, or other minor confrontations. 

Harassment, non-sexual (physical, verbal, psychological): A form of discrimination involving unwelcome conduct based on certain characteristics protected by law (civil rights). Harassment does not have to include intent to harm; it may include subtle actions on the part of the perpetrator to put down the victim. Harassment may be verbal as well as nonverbal, written, or physical conduct that denigrates or shows hostility or aversion toward an individual or group of individuals.

Harassment includes epithets, slurs, threatening, intimidating or hostile acts; ridicule or mockery; insults; denigrating jokes; demeaning pictures or negative stereotyping including identity or nonconformity with sex stereotypes. It may be circulated by email, phone (including voice messages), text messages, social networking sites or other means. 

Harassment, sexual (unwelcomed sexual assault): Unwelcome sexual conduct determined by a reasonable person to be so severe, pervasive, and objectively offensive that it effectively denies a person equal access to the district’s education program or activity. (This must meet the criteria as per Policy 2116.)

Sexual harassment includes sexual advances, requests for sexual favors and other verbal, nonverbal, or physical conduct of a sexual nature. Harassment may include sexual exploitation, (including recording or distributing images of another person’s intimate body parts). 

Sexual harassment includes dating violence, domestic violence, stalking or sexual assault. 

Terroristic Threat: An individual is guilty of making a threat against a school if the individual threatens in person or via electronic means, either with real intent or as an intentional hoax, to commit any offense involving bodily injury, death, or substantial property damage, and threatens the use of a firearm or weapon or hoax weapon of mass destruction. Includes acts with intent to:

  • Disrupt the regular schedule of the school or influence the conduct of the students, employees, or general public at the school. 
  • Prevent or interrupt the occupancy of the school or a portion of the school, or a facility or vehicle used by the school; or 
  • Intimidate or coerce students or employees of the school; or 
  • Causes an official or volunteer agency organized to deal with emergencies to take action due to the risk of the school or general public. (UAC 76-10-401)

Threat/Intimidation (causing fear or harm): An expression of intent to do harm or act out violently, either physically or sexually, against someone or something. A threat may be spoken, written, or symbolic. Threats may be substantive (high level) or transient (low level). 

Robbery: (using force) unlawfully and intentionally takes or attempts to take personal property in the possession of another person against his will, by means of force or fear, and with a purpose or intent to deprive the person permanently or temporarily of the personal property. 

Alcohol: Beer, liquor or alcohol product containing 5% by volume. The possession, control, or use of any alcohol product; and/or if there is evidence that the student has been drinking, i.e., the student is noticeably impaired and has alcohol on his/her breath, the SRO would have a reasonable suspicion to conduct a breathalyzer test.

Tobacco: Includes cigarettes, electronic cigarettes, cigars, blunts, bidis (“bee-dees”: filterless cigarettes containing tobacco and wrapped in nonporous leaves sold in a variety of flavors), pipes, chewing tobacco/snuff/dip, hookah, and any other items containing or reasonably resembling tobacco or tobacco products. Violation includes the possession and/or use of tobacco products. “Tobacco use” includes smoking, chewing, dipping, or any other use of tobacco products. 

Marijuana: Means all species of the genus cannabis and all parts of the genus; including seeds, resin; every compound, manufacture, salt, derivative, mixture, and any synthetic equivalents of the substances contained in the plant cannabis. Marijuana does not include the mature stalks of the plant; fiber produced from the stalks; oil or cake made from the seeds of the plant (UAC 58-37). Violation includes the possession, and use of marijuana, 

Controlled substance: (illegal drug possession, sale, use/under the influence). The unlawful use, sale, purchase, possession of any controlled drug or narcotic substance per UAC 58-37-4. Violation includes the possession, and use.

Uncontrolled substance: Non-controlled substances include over-the-counter medications and medications that are prescribed to treat medical conditions such as diabetes, and bacterial infections. Use at school must be in accordance with the Washington County School District Medication Administration Policy 2030, including the appropriate Medication Authorization Form. 

With a parent note and administrator knowledge, a secondary student may carry/self-administer one dose of an easily identified prescription medication, or non-prescription over-the-counter medication, except for syrups (typically used to treat coughs or colds). Otherwise, a Medication Self-Administration Authorization form must be completed and state that it is medically appropriate for the student to carry and self-administer; or that the student may make arrangements with the school to store the medication. Violation includes the possession and use without required documentation. 

Distribution: Knowingly possessing with the purpose of intentionally dispensing a controlled, uncontrolled, or counterfeit substance; or agrees, consents, offers, or arranges to distribute. Includes tobacco, electronic cigarettes, alcoholic beverages, controlled and uncontrolled drugs. 

Bullying (as per LEA policy): Intentional behavior which poses a threat to the welfare, safety, or morals of another student. Includes written, verbal (name calling), nonverbal (graphic), or physical act of aggression against a student where the pervasiveness, persistence, or severity of the actions:

  • causes or places the student in reasonable fear of physical or emotional harm; 
  • causes or places the student in reasonable fear of damage to the student’s property; or
  • creates a hostile, threatening, humiliating, or abusive educational environment that is necessary to facilitate educational performance, opportunities, or benefits.

Also includes an imbalance of power between the bully and the target.

Disruption: Any act which substantially interrupts the orderly conduct of a school function or the learning environment.

Truancy: A school age minor who is at least 12 years old and who is enrolled in a public school shall attend the public school in which the school age minor is enrolled. When a student is absent from the assigned class, without parental or school knowledge and this absence does not meet a valid excuse.

Arson: (setting a fire on/in school property) To unlawfully and intentionally damage, or attempt to damage, any real or personal property by fire or incendiary device.

Examples include firecrackers, fireworks, and trash can fire, if they are contributing factors to a damaging fire. Without a fire, firecrackers and fireworks are included in the Weapons code. This category does not include a simple act of lighting a match.

Weapon: Means handgun, rifle, shotgun, other explosive device, knife or sharp object, substance used as a weapon, or look alike weapon.