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Logging an Incident for a Student

This guide explains the two‑stage workflow for logging and resolving student incidents in Conduct Keeper.

  • Audience: Teachers/Staff (stage 1) and Administrators (stage 2)
  • Scope: Student incidents. PBIS is covered separately on the PBIS page.

At a glance: Fields and validation​

Required at creation (teacher/staff):

  • Student: choose a single student
  • Incident type: school‑configured categories (e.g., tardiness, disruption, academic dishonesty)
  • Description: factual summary of what happened

Captured by the system:

  • Date created and assigning user
  • Friendly Incident ID for reference

Optional (if enabled by your school):

  • Escalate (refer) to an administrator immediately
  • Attachments (evidence)
  • Custom fields (school‑specific attributes)

Statuses (admin‑managed; names vary by school):

  • Open → In Progress → Resolved/Closed
  • “Processed” is tracked for administrative completion

Stage 1 — For Teachers/Staff: Log the incident​

  1. Start a new incident
  • Go to Incidents and select New Incident.
  1. Select the student
  • Search by name or student code and select the correct student.
  1. Choose the incident type
  • Pick the best‑fit category from your school’s list. Types are customizable per school.
  1. Write a clear, factual description
  • Briefly explain what happened. Stick to observable facts (who, what, when). Avoid assumptions or labels.
  1. (Optional) Escalate (refer) to an administrator
  • Turn on “Escalate Immediately” if immediate admin review is required. This flags the incident and assigns it to the admin queue as well as sends a notification.
  1. Add attachments (optional)
  • If enabled, upload relevant photos, documents, or statements.
  1. Submit
  • The incident is created with an initial status (commonly “Open”). You’ll see the friendly Incident ID for reference. Administrators can now review it.

Stage 2 — For Administrators: Review and assign consequences​

  1. Review the incident queue
  • Open the Incidents list and filter for Unprocessed/Open or Referred items. Assign incidents to yourself or a designated administrator.
  1. Evaluate context and notes
  • Read the teacher’s description and existing notes. Add administrative notes as needed to document progress and communications.
  1. Apply the discipline matrix
  • From the incident detail, select the appropriate consequence(s) guided by your school’s configured discipline matrix (severity/response categories). This ensures consistent, equitable outcomes.
  1. Update status and processing
  • Move the incident through your school’s statuses (e.g., Open → In Progress → Resolved/Closed). Mark the incident processed when administrative action is complete; the system records a processed date.
  1. Communicate and finalize
  • If your school communicates outcomes to families, send a summary through your standard channel and note it in the incident. Save changes to finalize the resolution.

Role‑based permissions (RBAC)​

  • Teachers/Staff: create incidents, add notes, attach evidence for students they serve.
  • Administrators: assign incidents, apply consequences via the discipline matrix, change statuses, and mark incidents as processed/resolved.
  • Roles and permissions are tenant‑specific and may be customized by your school.

Tips for effective documentation​

  • Be timely: log incidents as soon as practical.
  • Be specific: include who, what, and when.
  • Be objective: describe observable behavior without labels.
  • Keep it concise: write enough for an admin to act confidently.

FAQs​

  • Can I edit an incident after submission?

    • If you have permission, open the incident and select Edit to update details or add notes.

  • What if I don’t have all the information yet?

    • Create the incident with what you know; administrators can follow up and add details. You can also add notes later.

  • Who can assign consequences?

    • Only administrators (or authorized roles) can apply consequences using the discipline matrix and change an incident’s status to processed/resolved.