KB856932 | HOW TO: Create a Major Incident Report
1. Click on Behavior.
2. Select Create Major Incident Report.
Create the Major Incident Report
If it is your first time creating an Incident Report, you will be directed to the basic information screen first (rather than a records list of your Incident Reports).
1. Select the Incident Date and Time.
2. Select the School Site (if you have access to more than one).
3. Choose a Short Description from the dropdown menu. This is the basic description of what happened. For example, "Caused, Attempted, Threatened Physical Injury." This description is for internal use only. A district Illuminate system admin can setup these descriptions in code and they will not be included in state reporting.
Note: By default a short description is set up in the Short Description Code table as a Major Incident unless otherwise changed by the district system admin and only Short Descriptions indicated as "major" in the code table will display in this dropdown.
4. Referred By- Select the employee (yourself) creating the report.
5. Click Start Major Incident Report.
Basically, you will be inputting information for each tab along the top from left to right.
Details- Enter all details pertaining to the incident here. The Date, along with both Description fields, must be filled out in order to save this report. Once these are filled in the 'Cannot Save Form' button will change to 'Save Your Changes.' (See Example Below.)
Incident Status- Draft- When initially created, and until a report is marked as complete, they will be marked as a draft for editing. Note: Drafts will not be included in state extracts.
Incident Date- Will carry over from previous page, though it can be edited here.
Time Period- When did the incident happen? For example, passing period, recess, etc.
Short Description- Basic description of what happened, will carry over from previous screen though it can be edited here. For example, "Caused, Attempted, Threatened Physical Injury."
Detailed Description- A lengthy play-by-play of exactly what happened.
Primary Violation- Will display once a violation is selected later in the process.
Incident School Site- Will carry over from previous page.
Location on Site- Where exactly did this happen? For example, restroom, hallway, classroom, etc.
Location Notes- Any extensive notes regarding location.
Incident Notes- Any extensive notes regarding the actual incident.
Referred By- Will show your name, you can assign this to a Report Supervisor later in the process.
Referred By Notes- Any extensive notes the referring user would like to add.
Quick Facts are basic Yes/No questions about the incident.
1. Use the radio buttons to mark 'Yes' on any selections related to this incident.
2. Click Save Your Changes to save these facts.
This is where you will add all people involved in the incident, note that on the left side you can add Students, Employees (Certificated/Non-Certificated) or Other Personnel.
1. Select the Student Name from the dropdown menu.
2. Select the Participant Role: Perpetrator, Victim, Mutual and Witness.
3. Additional Notes can be added.
4. Click Add Participant. If you would like to add another immediately, select the 'Add Another' checkboxthen click Add Participant.
Details
Note at the top right corner a summary of all the participants is displayed and color coded. P- Perpetrator, M- Mutual, V- Victim and W- Witness.
Once Participants have been added, you can provide additional information for each person.
1. Note that in the middle of your page and under details, this page tells you exactly who you are entering information for.
2. Along the left side you have the ability to enter different information for each individual. It will default to start at Details as seen above. Enter any contact and injury information here.
3. Click Update Participant Details.
Note that at the top, next to each participant's name, you have an Actions column which allows you to quickly navigate to edit participant info (pencil), print a discipline form letter (printer) and delete a participants record (trash can).
Make sure to click Save Form (Top right) often.
If a participant shows up with a SpEd indicator
If a participant is a student, and a SpEd alert displays next their name, you have the ability to view Special Education details by clicking directly on the alert next to their name.
Motivations (If Perpetrator)
1. Select a Motivation from the dropdown menu and aff any Motivation Notes (optional).
2. Click Add Motivation.
Interventions
1. Input any Intervention information here (Type, Date, and Notes).
2. Click Add Intervention.
Make sure to click Save Form (Top right) often.
Statement (If Victim)
1. If the student is considered the Victim, here you can input the Victim Statement.
2. When finished, press Update Victim Statement.
Make sure to click Save Form (Top right) often.
Violations (If Perpetrator)
1. Input any Violation information here (Violation Type, Documented SpEd, Weapon Category, Weapon Notes, Bullying Category, Recommended Consequence, and Violation Notes).
2. Click Add Violation.
Make sure to click Save Form (Top right) often.
Consequences
1. Input any Consequence information here (Consequence Type, Assigned By, Dates, etc.).
2. Click Add Consequence.
Make sure to click Save Form (Top right) often.
3. Once a consequence has been added and any additional edits have been made, click Update Consequence. Note: Click Update Consequence to update the Duration Details.
Expulsion
1. Input any Expulsion information here (Expulsion Status, Modification, Placement, Pre- Expulsion Conference, Committee Hearing, School Board Review and Expulsion Notes).
2. Click Add Expulsion.
Make sure to click Save Form (Top right) often.
Statement (If Perpetrator)
1. Type in any statement received from the perpetrator.
2. Select the employee whom received this statement.
3. Click Update Perpetrator Statement.
Make sure to click Save Form (Top right) often.
Delete Record
This allows you to permanently delete a participant's record from this Incident Report. This CANNOT BE UNDONE. It will delete all information associated with the participant. Click Yes, I Want to Delete this Participant if you're sure you would like to do this.
Additional allows you to add Agency Reports (i.e. CPS, Police, etc.), you can manually add Agency Reports or add them as attachments.
Manual:
1. Enter all basic report information (Agency, ID, Report Date, Report Author and Report Notes).
2. Click Add Agency Report.
Make sure to click Save Form (top right) often.
As an attachment:
1. Click Attachments.
2. Click Upload or Upload Confidential (Upload Confidential allows only users with the confidential view permission to see this document).
3. Drag the file(s) you wish to upload into the pop up box.
4. The attachment will upload and appear under Incident File Attachments. To delete, click on the trash can, or to download click the arrow icon.
Status allows you to assign this report as a Draft, Pending Review, Complete, Archived and Inactive. Once a report is moved from Draft (Default) to Complete, it is NO longer editable however if edits do need to be made the status can be changed back to draft.
You can also assign this to a Report Supervisor. This will default to you, unless otherwise noted here.
Make sure to click Save Form (Top right) often.
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