What Data Elements are included in the CIRS Actions file for Vermont State Reporting?

Introduction

The CIRS Actions file contains basic information about students in your school/district. This article is intended to guide you through the data elements captured in the CIRS Actions file, in order to locate the information in PowerSchool.

Data Elements

The following are the data elements contained in the 18_CIRS_Actions file (defined later in this article).

• ADMINID
• ACTION_NUM
• INCIDENT_NUM
• OFF_IDNUM
• ENRORGID
• ACTION_TYPE
• ACTION_START_DATE
• ACTION_END_DATE
• SUSP_RED
• SUSP_LENGTH
• EXP_SVCS
• SY
• SECLUSION
• RESTRAINT

Refer to the AOE’s Knowledge Base for additional information.

Note: In the instructions below, the above State Data Elements are listed in Parentheses with the PowerSchool field name preceding the State Field name. i.e. School Year (SY)

For additional resources around Incidents, refer to “How do I enter a new incident in PowerSchool Part 1 of 2”.

Also “How do I enter a new incident in PowerSchool Part 2 of 2”.

The data elements found in the CIRS Actions file are a byproduct of Beginning of Year (BOY) setup, are auto populated from other areas in PowerSchool, or are a result of daily operations.

Where applicable, this article shows where data elements contained in this file can be edited in PowerSchool.

It is highly recommended you review the following article to learn about the Intricacies of Incident Management in PowerSchool when editing an Incident.

Incident Action (consequence)

From the Start Page > select Incident Management (Functions) from the left menu panel.

Locate the desired incident by entering the Incident ID in the search field. > click Apply.

In the search results > click the ID or Title hyperlink to open the Incident.

Once the Incident is open > scroll to the bottom half of the screen > hover over the Offender’s Action > click on the pencil to edit.

This will take you to the Action details.

• Action Code (ACTION_TYPE)
  • They type of action (consequence) taken.
• Action Date Range
  • Begin Date (ACTION_START_DATE)
    • The date the action (consequence) began.
  • End Date (ACTION_END_DATE)
    • The date the action (consequence) ended.
• Actual Duration (SUSP_LENGTH)
  • The number of school days missed due to an in school or out-of-school suspension.

Scroll to the bottom of the screen to complete the final Data Elements.

• Received Expulsion Services (EXP_SVCS)
  • Indicates whether or not the student received educational services during an expulsion.
• Restraint (RESTRAINT)
  • Indicates whether or not the student was restrained.
• Seclusion (SECLUSION)
  • Indicates whether or not the student was placed in seclusion.
• Suspension for Gun Possession Reduced (SUSP_RED)
  • Only if a weapon was involved, indicates whether or not the school board reduced a weapons possession suspension to less than one year.
    • This field can be left blank if no weapon was involved.

The remaining data elements are created during the beginning of year set-up and auto populated in the 18_CIRS_Action file.

• Supervisory Union ID (ADMINID)
  • The AOE assigned ID to the Supervisory Union or District.
• Action Number (ACTION_NUM)
  • A unique number assigned to each action taken in response to each incident.
• Incident Number (INCIDENT_NUM)
  • Unique identifier assigned to each incident.
• Offense ID Number (OFF_IDNUM)
  • A unique identifier assigned by the state to each offender that persists across all incidents in which an offender is involved in a school year.
• Enrolling Org (ENRORGID)
  • The school where the student is attending.
• School Year (SY)
  • The school year for which data is being submitted.