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

Introduction

The CIRS Offenders 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 Offenders file, in order to locate the information in PowerSchool.

Data Elements

The following are the data elements contained in the 17_CIRS_Offenders file (defined later in this article).

• ADMINID
• OFF_IDNUM
• INCIDENT_NUM
• ENRORGID
• OFF_LASTNAME
• OFF_FIRSTNAME
• OFF_MNAME
• OFF_DOB
• OFF_GRADE
• OFF_GENDER
• OFF_TYPE
• OFF_INJURY
• OFF_IEP
• OFF_ID
• OFF_AMINDAKNAT
• OFF_ASIAN
• OFF_BLACK
• OFF_WHITE
• OFF_HISPANIC
• OFF_HAWAIIAN
• OFF_DISABILITY
• OFF_ELL
• 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 Offenders 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.

Offender General Demographics

Navigating to Students

From the Start Page > Use the last name or Local ID to search for the student.

Once the student has been selected > select Demographics (Information)

Only the fields required for CIRS State Reporting are noted in red boxes.

• Last Name (OFF_LASTNAME)
  • Last Name of Offender
• First Name (OFF_FIRSTNAME)
  • First Name of Offender
• Middle Name (OFF_MNAME)
  • Middle Name of Offender – not required
• DOB (OFF_DOB)
  • Date of Birth of Offender
• Grade Level (OFF_GRADE)
  • Grade Level of Offender
• Legal Gender (OFF_GENDER)
  • Gender of Offender
• Race (OFF_AMINDAKNAT)
  • Is the Offender American Indian or Alaskan Native.
• Race (OFF_ASIAN)
  • Is the Offender Asian.
• Race (OFF_BLACK)
  • Is the Offender Black.
• Race (OFF_WHITE)
  • Is the Offender While.
• Ethnicity (OFF_HISPANIC)
  • Is the Offender Hispanic.
• Race  (OFF_HAWAIIAN)
  • Is the Offender Hawaiian or Other Pacific Islander.

Attributes

The following section contains data elements that fall under the Attribute category.

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.

Add an Attribute

To add an Attribute > click the green + sign to the right of Incident Elements > click Attribute.

Complete the sections of the Attribute > click Add Attributes.

Edit an Attribute

To edit an Attribute > scroll to the bottom of the screen > hover over the Offender Name > click the pencil icon.

Offender Type

Click the green + sign to the right of Attributes.

Select the applicable Attribute from the list below.

For Offender > Select Offender Type

A 2^nd dropdown will appear > select the applicable Offender Type.

• Offender Type (OFF_TYPE) Attribute
  • The Offender’s relationship and status to the school.
    • 1 – Student attending this school
    • 2 – Student from another school
    • 3 – School Personnel
    • 4 – Other adult
    • 5 – Unknown

Offender Injury

Click the + sign (like in the previous step) to the right of Attributes > Select Injury

After selecting Injury as the Attribute for the Offender > select the applicable Injury Attribute from the 2^nd dropdown.

• Offender Injury (OFF_INJURY)
  • A codeset value indicating whether or not an injury was incurred by an offender during an incident and, if so, the extent of that injury.
    • 1 – Minor Injury3 – No Injury
    • 5 – Serious Bodily Injury

Offender IEP

Click the + sign to the right of Attributes > Select IEP.

After selecting IEP as the Attribute for the Offender > select the applicable Attribute from the 2^nd dropdown.

• Offender IEP (OFF_IEP) Attribute
  • A codeset value indicating whether or not an offender was on an Individual Education Plan (IEP) at the time the incident occurred.
    • Y – Yes
    • N – No

Offender Disability

Click the + sign to the right of Attributes > Select Offender Disability

After selecting Offender Disability as the Attribute for the Offender > select the applicable Attribute from the 2^nd dropdown.

• Offender Disability (OFF_DISABILITY)
  • A codeset value indicating the nature of an offender’s disability if the offender is on an Individual Education Plan (IEP) at the time the incident occurred.
  • Refer to the AOE’s Offender Disability codeset.

Offender English Language Learner

To edit the ELL status > from the Start Page > Use the last name or Local ID to search for the student.

Once the student has been selected > select State/Province – VT (Information)

Select the Support Services tab > select the Limited English Proficiency dropdown to edit the status.

Click Submit.

• Offender English Language Learner (OFF_ELL)
  • A codeset value indicating whether or not an offender was an English Language Learner (ELL) student at the time the incident occurred.

The remaining data elements are created during the beginning of year set-up and auto populated in the 17_CIRS_Offenders file.

• Supervisory Union ID (ADMINID)
  • The AOE assigned ID to the Supervisory Union or District.
• 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.
• Incident Number (INCIDENT_NUM)
  • Unique identifier assigned to each incident.
• Enrolling Org (ENRORGID)
  • The school where the student is attending.
• ID of Offender (OFF_ID)
  • 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.
• School Year (SY)
  • The school year for which data is being submitted.