WVEIS Discipline Reporting &
Management System:
A Critical Component of
Implementing
Expected Behaviors in Safe
and Supportive Schools
9/30/13
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The Concept
1. Transform the current discipline
Reporting system to a discipline
Management system
2. Shift to reporting Incidents, then
making referrals of Individuals
involved in those incidents
3. Expand information data Collection
and Reporting Capabilities to be
more useful
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What is an “Incident”
An occurrence of inappropriate behavior
or behaviors, by one or more individuals,
that disrupts the learning environment
• Can involve one or more persons
o One student cheating on a test
o Two or more students harassing
another student, a teacher, a visitor, …
• Generally characterized in one of several
categories
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What are “Incident” Categories
Tardiness and Truancy
•
Skipping class
Increasing Severity
Failure to Obey Rules/Authority
•
Cheating
Disrespectful/Inappropriate Conduct
•
Inappropriate Language
Legal Concerns
•
Fraud/Forgery
Aggressive Conduct
•
Battery Against a Student
Illegal Drugs/Substances
•
Possession/Use of … Tobacco
Weapons
•
Possession/Use of Dangerous Weapon
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Incident Based Reporting
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Step 1: Specify the Incident
• District/School
• Date and Time of Day the incident took place
• Type of Incident
• overall, what was the nature of the incident?
• Location the incident took place
• Number Students and/or Staff Involved
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Step 2: Provide Information for Each Person
Involved
• Identify the Person
• Discipline Offense—Inappropriate
Behaviors
• Up to three behaviors may be entered
• The most severe MUST be reported as the PRIMARY
• Offenses may vary for each person involved
• School and Community Social Skill Standard
• Commentary
• “Just the Facts”
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Step 2: Provide Information for Each
Person Involved (Cont’)
• Motivation
• Action– what was the response to the
offense for this person?
• This may be different for each person involved
• List of actions is substantially expanded from the previous
policy
• Duration— If the action is detention/
suspension/ expulsion
• Commentary
• “Just the Facts”
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Levels of Access
Teachers
Administrators
• Enter incidents for any for all
students
• Enter incidents for any for all
students
• Make discipline referrals for all
behaviors at all levels of severity
• Make discipline referrals for all
behaviors at all levels of severity
• Can take actions for only Minimally
Disruptive (Level 1) Behaviors
• Can take actions for all behaviors
at all levels of severity
• Can view reports for only individual
students they have referred
• Can view reports for all students
• Can view reports for the whole
school
• Can view reports for the whole
school
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Step 3: Use the Data—
Reports, Charts, Crosstabs
• Number and/or Average Incidents per
Day/Month/Year/etc.
• Number and/or Average Students per
Incident.
• Incidents and/or Discipline Reports by
•
•
•
•
•
•
Problem Behavior
Location
Time of day
Student
Staff/Teacher
Etc…
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As required in Policy 4373
At a minimum schools shall:
• analyze school climate/culture data annually
• make data driven decisions based on analysis of
student behaviors
• implement comprehensive and effective
interventions targeting behaviors disruptive to
the educational process and place students at
higher risk of poor education/health outcomes
• evaluate school climate/culture improvement
and revise as needed
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Demonstration of the
System
(DMS) WVEIS
Training Tools
(Login) TSTDISCT
(Login) TSTDISCP
(Password) WVEIS Teacher View
(Password) WVEIS Principal View
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Admin Dashboard
Teacher Dashboard
Bottom of both
Filtered Dashboard
Drilldown on Grade 8
Frequent Referred Details
Add a New Incident
New Incident (step 2)
New Incident (step 3)
Incident Summary
Parent Letter
Search Option
You must place a checkmark in the “Select” box in addition to selecting a value from the drop
down list in order to search on a category and for a specific value.
* If you leave all check boxes un-marked, the search results will return everything you have
entered into the system.
Search Results
Notice the Letter, View, Edit and Delete columns – some options are not available. Teachers
cannot Edit or Delete an incident in which action has been taken.
Behavior Code Report
You can run a report for any/all behavior codes, with/without notes, get the summary data only,
sorted in the order of your choice and for any date range.
cont.
Details
Summary
West Virginia School Climate Surveys:
A Critical Component of
Implementing
Expected Behaviors in Safe
and Supportive Schools
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Safe and Supportive Schools (S3)
Grant Program
 In 2010 WV was awarded the USED Safe and
Supportive Schools grant
 Provide grants to support measurement of, and
targeted programmatic interventions to improve,
“conditions for learning”
 Conditions for learning = School Climate
 Accomplished through 3 federal priorities
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What is School Climate?
School Climate
…refers to the quality and character of school life
…is based on patterns of students', parents' and
school personnel's experience of school life
…reflects norms, goals, values, interpersonal
relationships, teaching and learning practices, and
organizational structures.
Source: National School Climate Center www.schoolclimate.org/climate/
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Proposed Federal Model for
School Climate Measurement
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Who is involved in the surveys?
Spring 2012
 86 schools (includes the 22 S3 intervention schools)
Fall 2012
 122 schools
Fall 2013
 164 schools (includes the 22 S3 intervention schools)
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Planning for the Survey
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The Surveys
 Four surveys adapted from the California School Climate, Health, and Learning Survey
questionnaires
 Elementary
 Middle/High
 Staff
 Parent
 Use is granted under permissions from the California Department of Education
 PDF Print versions available
 All surveys are conducted online
 Voluntary, anonymous, and confidential
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Sample Login Page
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Initial Planning
 Minimum six week survey window
• Fall 2013 window likely will be October through Mid November
• Spring 2014 window likely will be March through Early May
 Schools must register to participate in the survey
• Fall 2013 registration will open about September 1
 Identify district / school survey coordinators
• Lead survey planning, scheduling, and administration
• Seek assistance from the respective TA provider(s)
• Ensure that surveys are carried out in an appropriate and consistent manner
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Companion Guidance Document
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Student Surveys
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Informed Consent
• Parental consent is required
• Generic consent forms are included in the survey guidance
document
• Should be sent to parents at least two weeks prior to the
scheduled survey date(s).
• Schools should document their attempts to notify and
provide consent forms to parents.
• It is extremely important that schools carefully track the
return of forms so only students with permission are
surveyed
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Passive Informed Consent
• Given that participation is voluntary passive parental consent has been
deemed appropriate
 Parents are provided a written consent form describing:
 The nature and content of the survey
 The benefits and risks of participation
 Their rights and the rights of their children as participants
 Parents sign and return forms ONLY IF THEY WITHHOLD CONSENT FOR
THEIR CHILD’S PARTICIPATION
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Active Informed Consent
• Active parental consent may also be used
 Parents are provided a written consent form describing:
 The nature and content of the survey
 The benefits and risks of participation
 Their rights and the rights of their children as participants
 Parents MUST SIGN AND RETURN FORMS IF THEY GRANT CONSENT FOR
THEIR CHILD’S PARTICIPATION
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Census or Sample?
• It usually is not necessary to conduct a census of all students to obtain reliable
data
• For logistical reasons, schools may choose to survey all students
• Required sample sizes depend on many complicating factors
 Enrollment, margin of error and confidence levels, etc.
• WVDE Recommendation:
 Smaller schools (<= 400 students) survey all students
 Larger schools (> 400 students) may consider a sample of students
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Staff Surveys
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Which Staff Should Participate?
• Should be conducted as a census—that is,
all professional and support staff within a
school should be provided an opportunity
to participate.
• Staff may fill out the survey online from
any computer, either at school or
elsewhere.
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Parent Surveys
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Which Parents Should Participate?
• Getting parents to participate is a much more challenging
• Schools should make every effort to ensure parents are aware of and have
access to the survey.
• Should be conducted as a census of households —that is, only one
response per household which has one or more children at school
• Need at least 10 completed responses to generate reports
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Making Parents Aware of the Survey
• Generic parent invitation letter form is included in the survey guidance
document
• Instructions and parent login codes should be distributed by…
 Notices sent home with students
 Notices posted at the school, on the school webpage, on Edline; in
school newsletters
 Announcements/handouts distributed at public meetings
 Any other way you can think of…
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Survey Products
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WVDE Provides
• Student Sampling Plan (if needed)
• Survey Guidance Document
• One-page school specific instruction sheets for all surveys
• Periodic survey response rate reports
• All data analysis and reporting products
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What School Get from Participating
• Survey summary reports for each survey
 Student, Staff, and Parent
• School Climate Index Score
• Assistance in using the data to improve
school climate conditions
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Survey
Summary
Reports
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WV School Climate Index
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WV School Climate Index

Available only for schools with middle and high school grades

Uses (9-point) Scale Scoring whereby scores are assigned to each school
based on how it compared to all schools combined

Three levels of scores
 Overall school climate conditions
 Scores on twenty school climate indicators
 Summary data on 56 measures making up the 20 indicators

Asset Based—Higher index scores indicate positive or desirable school
climate conditions
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For this school the overall
WVSCI is 4.63.
School Climate Index
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Using the Data
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Using the Data
• Implementation of Expected Behaviors in Safe
and Supportive Schools (Policy 4373)
• Developing and implementing 5-year strategic
plans
• Goal setting for educator evaluation
• School improvement efforts
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School Climate Survey
Thank you
Who should you contact regarding the Surveys?
Andy Whisman
swhisman@access.k12.wv.us
Coordinator, Research and Evaluation
WVDE Office of Research
Building 6, Room 722
304.558.2546
Who should you contact regarding DMS?
Justin Boggs
jboggs@access.k12.wv.us
Coordinator, School Climate
WVDE Office of School Improvement
Building 6, Room 330
304.558.8830
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