Incident#
Incidents are the way to record negative behavioural events for students at the school. They allow you to electronically track all of the details about an incident for it’s lifetime. This includes any additional comments from staff as the incident is investigated, a record of contact made to parents/guardians as well as the outcomes resulting from the incident for each individual student.
Senior leaders at the school can then analyse data and uncover trends in behaviour of certain students or students as a whole. This allows the school to be more pro-active in tackling potential behavioural problems and to assist students in a more timely manner with interventions.
Reporting a New Incident#
A member of staff can report a new incident by clicking on the Create option from the Incidents section of the Behaviour side bar, this will open the new incident form.
You’ll need to provide the date and time that the incident occurred and select the location of the incident before being able to proceed. Once the continue button is clicked a new draft incident is created, the yellow banner at the top confirms that this incident is a draft and as such is not yet visible across the school.
Incident Details#
Depending on the information you selected on the create screen certain options are automatically set to help reduce the number of items that need to be selected. If you:
Choose In or Around a Lesson
The subject that you have in your timetable at the specified time will be automatically selected.
Choose Out of Class
The period of the school day that is timetabled at the specified time will be automatically selected.
You then need to complete the remaining required information to finish creating the incident:
Categories#
At least one category must be selected for the incident. This is how the school derives the seriousness of the incident as well as allowing analysis to be performed and additional staff to be alerted.
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Depending on the categories you select you may also be required to enter a description. This is configured by the school and allows you to enforce situations where additional information is required in order to resolve the incident.
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When a category that has been deemed as serious is selected, a red indicator will be shown informing you that this incident is now classed as serious.
CC Staff Members#
This is the mechanism by which additional staff within the school are made aware of incidents relating to student’s that they have a particular interest in. Certain staff members are automatically copied in as you complete additional sections of the incident report.
Automatic CC Staff Member Inclusions#
As you complete sections of the incident report additional staff members may be automatically included in the CC Staff Members section. Each of these staff members will be automatically selected and cannot be removed from the incident, the reason for each staff member being included is shown next to their name.
When selecting a student their head of year and form tutor will be added.
When selecting categories the school may have configured a set of staff members to be included.
When selecting a subject the head of the subject will be added.
When adding outcomes the school may have configured a set of staff members to be included.
When working with a serious incident the school may have configured a set of staff members to be included.
When a staff member has subscribed to updates from a student they will be included.
Description#
A free text area allowing you to enter short and concise descriptions about relevant information for the incident. This may be required based on your school’s configuration of categories.
Students#
At least one student must be selected. Each student is automatically assigned to the “Perpetrator” role when being added, if their involvement differs from this you’ll need to select the option that accurately represents it.
You can remove a student by clicking the corresponding delete icon, you’ll be asked to confirm the action before the student is deleted. (Deleting a student from an incident will also delete any assigned outcomes for that student)
Tip
You can view a printer friendly view of the incident for each student by clicking the print button in the corresponding student’s card. This view includes details scoped to the selected student. The selected students name will be shown (any other students involved will not be listed). Outcomes and contact record entries for the selected student will be included (any items for another student will not be listed).
If you’re sharing this view with other people you may need to double check no other student’s details are included in the description of the incident to protect their identities.
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You can open a students dashboard in a new tab by clicking the corresponding students dashboard button. This allows you to easily check up on other relevant items such as attendance or other incidents.
Publishing An Incident#
Once all of the required information is entered into the report the publish button will become available. Be sure that all information on the report is complete before clicking the publish button as this will publish the incident and make it available to the staff included in the incident. You will then be able to add outcomes to the incident report to record what actions were taken as a result of the incident.
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Any staff you’ve added to the Co-Authors or CC Staff Members list will receive a notification informing them of the new incident report.
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A staff member that is added to the CC Staff Members list will be able to view the incident but not edit it’s details.
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The details of the incident report are automatically saved as you make changes to the form. You’ll see a green popup message letting you know every time the details are saved.
Outcomes#
An incident outcome is the resulting action from an incident for a student. Each student can be assigned one, many or no outcomes from an incident.
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If the student has a role of “Perpetrator” or “Instigator” then they must have at least one outcome assigned.
The school can configure it’s desired set of incident outcomes but some are reserved and always made available. The reserved outcomes all have associated more complex workflows allowing additional tracking and processes to be performed. A detention is an example of one such outcome type.
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An Incident is not deemed as closed until at least one outcome has been assigned to each of the students with the “Perpetrator” or “Instigator” roles and that outcome is complete.
To add an outcome, click the Add Outcomes(s) button and select the outcome type you wish to add.
You’ll then be shown a window where you can add the details of the outcome and select the student(s) it applies to. A default outcome will have a detail section allowing you to record information associated to the outcome if desired.
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If the outcome requires that it is manually completed you’ll need to mark them all as completed before the incident can be closed.
To remove an outcome from a student you can click the delete icon from the corresponding student’s outcome. You’ll be asked to confirm the action before the outcome is deleted.
Tip
Incidents that can be closed are automatically closed overnight. See Automatic Incident Closure for more.
Reserved Outcomes#
The reserved outcomes each have a workflow attached to them. These each have their detailed documentation regarding their process. Currently available outcomes are:
Contact Record#
The contact record section allows staff to record any contact that’s been carried out with parents/guardians for each student. This record of contact is automatically stored with the incident so that all information is held together.
To add a new record of contact, click the add Add Contact Record Entry button in the corresponding student’s card. You will see a new popup window where you can enter all of the desired information about the contact.
Once complete, click the Add Contact Record Entry button at the bottom of the window. The new record will appear in the student’s card.
If you’ve got permission, you’ll be able to delete the contact records if they were added accidentally. When clicking delete you’ll be asked to confirm the deletion before the record is deleted.
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Contact record entries are also shown within the student’s notes section. They are shown so that a full picture of the contact home can be seen by staff as required. The content of the note is not editable via the notes screens and must be edited from within the corresponding incident.
Referrals#
The referral process has been designed to allow a staff member to pass ownership of the incident to someone else. This is particularly useful when a serious incident occurs and needs to be dealt with by a member of the senior leadership team at the school. Or when a student has a particular case for special attention and all incidents involving them should go through an assigned staff member.
Sending a New Referral Request#
The current owner of the incident can send a new referral request to another member of staff. To do so, click the Add Referral button. This will open a new window where you can enter the details of the referral.
You’ll need to complete the required fields:
Refer To
The staff member you would like to send a referral request to.
Referral Message
The message detailing why you would like to refer the incident to this member of staff.
Clicking the Request Referral button will send the new referral request to the specified staff member. You’ll be able to see all of the referral requests in the incident.
The staff member receiving the request has the option to review the request and either accept or deny it. If they accept the request, they will become the new owner of the incident and will be responsible for any remaining actions regarding that incident. If they deny the request they will enter a message detailing why they are denying it and you will be sent a notification and be able to see the message they entered.
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The staff member receiving the request will get a notification letting them know you’ve sent it.
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The maximum length of a referral message is 300 words.
Referral History#
The referral section of the incident will display all of the referral requests that have been sent and received by each staff member throughout the incidents lifetime. This allows the school to see who was “responsible” for the incident at any given date.
Accepting a Request#
As a staff member receiving a request you will see a notification. You can click the notification to be taken to the incident. Once viewing the incident, click the green tick button in the yellow message bar at the top of the screen to accept the referral and take ownership of the incident.
Rejecting a Request#
As a staff member receiving a request you will see a notification. You can click the notification to be taken to the incident. Once viewing the incident, click the red cross button in the yellow message bar at the top of the screen to reject the referral. Clicking this button will display a new window where you’ll need to enter a message explaining why you’re rejecting the request.
Once you’ve entered the message, click the Reject Referral button to send the response back to the person that sent you the referral.
Closing An Incident#
If the incident is a serious incident it will be automatically closed after 60 days of being open, you may close serious incidents before this if you wish to keep a clean list of incidents (which we highly recommend as it reduces your workload). This allows serious incidents to undergo a more involved and complex process without the system interfering. A serious incident may receive an immediate outcome, for example, a student might be immediately isolated, but over the next couple of days after further investigation a final decision is made to exclude the student due to the serious nature of the incident. By leaving the incident open it means that it remains in a staff members list of active incidents and does not get “filed away” on a students record.
The close button is displayed at the top of the page. It’s disabled if you still need to resolve an issue in the incident. If the button is disabled you will see a yellow bar showing further details about what you need to do to complete the incident report.
The common reasons for an incident not being closable are:
The incident contains incomplete outcomes. For example, a detention has been set but it’s attendance not yet recorded or an outcome that requires manual completion has not been marked as complete.
You’ll need to update the detentions attendance or the outcomes completion status to close these incidents.
The incident contains a pending referral request.
You’ll need to cancel the referral if it’s no longer required or chase the referee if a response is still needed.
Tip
You don’t need to manually close a low level incident because they will automatically be closed overnight once they’re complete, but you can do so if you prefer to clear your incident list.
Once an incident is closed it’s no longer accessible from a staff members list of incidents. It becomes part of the student’s record and as such must be accessed via the student’s profile. This means that once an incident is closed if you would like to re-open it for any reason, you should navigate to the student profile of the student(s) that were involved and locate the incident via the Behaviour > Incidents tab. From there you can access the incident and perform any action you have permission to carry out including re-opening the incident if additional details have come to light.
Automatic Incident Closure#
An incident is automatically closed overnight if the following conditions are met.
For Low Level Incidents:
None of the categories assigned to the incident are marked as being serious.
At least one outcome assigned to each student with a role of “Perpetrator” or “Instigator”.
An incident cannot be closed until an outcome has been assigned to each student with these roles.
All assigned outcomes are marked as complete. An incident must have all assigned outcomes for all students marked as complete for it to be closed this means:
For manually completed outcomes - you must have marked all outcomes as complete.
For detentions - you must have marked all students as attended or missed.
Have no pending referral requests.
All referral requests must be either accepted, rejected or withdrawn before an incident can be closed.
For Serious Incidents:
At least one outcome assigned to each student with a role of “Perpetrator” or “Instigator”.
An incident cannot be closed until an outcome has been assigned to each student with these roles.
All assigned outcomes are marked as complete. An incident must have all assigned outcomes for all students marked as complete for it to be closed this means:
For manually completed outcomes - you must have marked all outcomes as complete.
For detentions - you must have marked all students as attended or missed.
Have no pending referral requests.
All referral requests must be either accepted, rejected or withdrawn before an incident can be closed.
Has been open for more than 60 days.
Accessing Your Incidents#
To access your active incidents, click the My Incidents option from the Incidents section of the Behaviour side bar. This will load all of your active incidents with some high level information to help you identify the correct incident.
You can filter the page to show a certain subset of incidents by selecting the category from the filter bar:
All My Incidents
Incidents Co-Authored by Me
Incidents I Reported
Incidents I’m Copied Into
Incidents Referred to Me
To view an incident, click the corresponding view button. You can also select edit from the corresponding incidents actions button in the top right.
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If the incident is a serious incident a red exclamation mark icon will be shown in the top right hand corner and the incident will have a red underline beneath the header.
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If the incident is still a draft a draft icon will be shown in the top right have corner.
Draft Incident Removal#
After 30 days of inactivity a draft incident will be automatically removed. This helps to keep your incident list clean and your workload down.
Permissions#
This page is protected by the following permissions:
Add Incident Comments
Delete All Incident Comments
Delete Incident Comments
Edit All Incident Comments
Edit Incident Comments
View Incident Comments
Add Incident Contact Record Entries
Delete All Incident Contact Record Entries
Delete Incident Contact Record Entries
Edit All Incident Contact Record Entries
Edit Incident Contact Record Entries
View Incident Contact Record Entries
Close All Incidents
Close Incidents
Delete All Incidents
Manage All Incidents
Manage Incidents
Re-Open Incidents
View All Incidents
This page is available to users with the following roles:
Staff Members
Available with permission
Automatically available to view for staff with a pending referral to the incident.
Automatically available to view for staff that the incident is currently referred to.
Automatically available to view for staff that are added as co-authors of the incident.
Automatically available to view for staff that are CC’d into the incident.
Automatically available to view for the user that reported the incident.
Comments#
The comments section allows staff to have conversations regarding the incident and it’s investigation. The comments are automatically stored alongside the incident so that all information is available in a single place.
To add a new comment, click the Add Comment button to show a new window where you can enter the desired comment.
Once complete click the Add Comment button inside the popup window and the new comment will appear in the comments section for the incident.
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The maximum length of a single comment is 300 words.