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

Introduction

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

Data Elements

The following are the data elements contained in the 19_CIRS_Victims file (defined later in this article).

• ADMINID
• VICTIM_IDNUM
• INCIDENT_NUM
• ENRORGID
• VICTIM_LASTNAME
• VICTIM_FIRSTNAME
• VICTIM_MNAME
• VICTIM_DOB
• VICTIM_GRADE
• VICTIM_GENDER
• VICTIM_AMINDAKNAT
• VICTIM_ASIAN
• VICTIM_BLACK
• VICTIM_WHITE
• VICTIM_HISPANIC
• VICTIM_HAWAIIAN
• VICTIM_TYPE
• VICTIM_INJURY
• VICTIM_ID
• VICTIM_CHOICE
• 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 Victims 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 Victim

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 (VICTIM_LASTNAME)
  • Last Name of Victim
• First Name (VICTIM_FIRSTNAME)
  • First Name of Victim
• Middle Name (VICTIM_MNAME)
  • Middle Name of Victim
• DOB (VICTIM_DOB)
  • Date of Birth of Victim
• Grade Level (VICTIM_GRADE)
  • Grade Level of Victim
• Legal Gender (VICTIM_GENDER)
  • Gender of Victim
• Race (VICTIM_AMINDAKNAT)
  • Is the Offender American Indian or Alaskan Native.
• Race (VICTIM_ASIAN)
  • Is the Offender Asian.
• Race (VICTIM_BLACK)
  • Is the Offender Black.
• Race (VICTIM_WHITE)
  • Is the Offender While.
• Ethnicity (VICTIM_HISPANIC)
  • Is the Offender Hispanic.
• Race (VICTIM_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.

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

Victim Type

Click the green + sign to the right of Attributes.

A 2^nd dropdown will appear > select Victim Type

• Victim Type (VICTIM_TYPE)
  • The Victim’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

Injury Type

Click the green + sign to the right of Attributes.

A 2^nd dropdown will appear > select Injury Type

• Injury (VICTIM_INJURY)
  • A codeset value indicating whether or not an injury was incurred by a victim during an incident and, if so, the extent of that injury.
    • Minor Injury
    • No Injury
    • Serious Bodily Injury

Victim School Choice

Click the green + sign to the right of Attributes.

A 2^nd dropdown will appear > select Victim School Choice

• Victim School Choice (VICTIM_CHOICE)
  • A codeset value indicating whether or not a victim of a violent incident has exercised his/her right to school choice.
    • Yes
    • No

The remaining data elements are created during the beginning of year set-up and auto populated in the 19_CIRS_Victims 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.
• Victim ID Number (VICTIM_IDNUM)
  • A unique number assigned to each victim involved in an individual incident.
• Unique Identifier for Victim (VICTIM_ID)
  • A unique identifier assigned by the state to each victim that persists across all incidents in which a victim is involved in a school year.
• School Year (SY)
  • The school year for which data is being submitted.