Introduction
The CIRS Incidents 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 Incidents file, in order to locate the information in PowerSchool.
Data Elements
The following are the data elements contained in the 16_CIRS_Incidents file (defined later in this article).
- ADMINID
- INCIDENT_NUM
- ENRORGID
- INC_DATE
- TIME
- LOCATION
- INCIDENT_TYPE
- OTHER_DESC
- WEAPON
- DRUG
- DRUG_DESC
- CATEGORY
- VIOLENCE_RELATED
- CRIMINAL_OFFENSE
- ADMIN_VERIFIED
- REPORTER
- SY
Refer to the AOE’s Knowledge Base for additional information.
Note: In the instructions below, the 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 Incidents 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 Details
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.
Incident Description
Once the Incident is open, the top portion of the screen contains Incident Description information.
- Incident Date (INC_DATE)
- The date on which the incident occurred.
- Time Frame (TIME)
- Code set value indicating the time of day at which the incident occurred.
- Location (LOCATION)
- The location where the incident occurred.
- Incident Type (INCIDENT_TYPE)
- The type of incident reported.
- Description (OTHER_DESC)
- Description of incident for school policy violations.
Incident Builder
The bottom portion of the screen contains details about the Participants and Elements in regards to the Incident.
Reporter
Under Incident Builder > Reporters can be found.
To add a Reporter > click on the green + sign to the right of Participants.
Search by Last Name and Type to locate the individual. Click Search.
Search results are displayed below. Click on the individual who reported the Incident. Click Add.
The Attribute box will appear. Make any necessary edits to Attributes or Role.
Click Add Participant Attributes. You will then see the Reporter.
To edit a Reporter > hover over the Reporter name > click the pencil icon. Save when finished.
The Reporter Initials will be populated in the 16 CIRS Incident file if a Reporter is added under Participants.
- Reporter (REPORTER)
- The initials of the individual who reported the incident.
Drug Description
If a Drug was involved, the information should be captured under the Attribute category > under Incident Elements.
To add the Attribute > click on the green + sign (next to Attribute) under Incident Elements.
To edit the Attribute > hover over the Attribute (under Incident Elements) > click the pencil icon.
If the drug was “Other” > select the checkbox “Other (list)”. A comment box will appear > enter any applicable information about the drug > then click Add Attribute.
- OTHER LIST (DRUG_DESC)
- A description of a drug when “Other” is selected in the Drug codeset.
Attributes
The following data elements can be found under Incident Elements (right side of screen).
To edit an Attribute > click the pencil icon.
- Admin Verified (ADMIN_VERIFIED)
- Was the incident verified by the school or district administration.
- Criminal Offense (CRIMINAL_OFFENSE)
- Indicates whether or not the principal views this incident as a criminal offense.
- Drug (DRUG)
- Was a drug involved? If yes, what type of drug?
- Violence Related (VIOLENCE_RELATED)
- Indicates whether or not the incident was violence related.
- Weapon (WEAPON)
- Indicates whether or not a weapon was involved and if so, the type of weapon.
- Offense Category (CRDC) (CATEGORY)
- Used for harassment incident to identify type of harassment – only if applicable.
The remaining data elements are created during the beginning of year set-up and auto populated in the 16_CIRS_Inc file.
- Supervisory Union ID (ADMINID)
- The AOE assigned ID to the Supervisory Union or District.
- Incident Number (INCIDENT_NUM)
- The unique number assigned to each incident.
- Enrolling Org (ENRORGID)
- The school where the student is attending.
- School Year (SY)
- The school year for which data is being submitted.