Student Discipline reporting for CALPADS requires the following 3 files.

• Student Incident (SINC) File, in which LEAs report all incidents: (1) resulting in the use of physical restraint, mechanical restraint, or seclusion; and (2) in which a statutory offense is committed. NOTE: The SINC is the “parent” record and needs to be uploaded and posted before the SIRS and SOFF (though the last two can be uploaded at the same time once the SINC is posted.  
• Student Incident Result (SIRS) File, in which LEAs report all results for each incident: Each incident should have at least one corresponding SIRS record for each student who was restrained or secluded, or who committed an offense.
• Student Offense (SOFF) File, in which LEAs report the statutory student offense (Student Offense code) that was committed for any incidents in which a statutory offense was committed. LEAs are required to report all statutory offenses, regardless of the result type (e.g., regardless of whether the student was suspended or expelled).

This information is required to satisfy federal requirements under the Safe and Gun-Free Schools Act, the Individuals with Disabilities Education Act (IDEA), and to determine "persistently dangerous" schools. The data are also posted on DataQuest to provide the public information about the suspension and expulsion rates in California public schools.

In the EOY 3 submission, the following guidelines will apply:

• Discipline data for all students, including students with disabilities, follow the same rules; and the reporting requirements follow the same rules as the Office of Civil Rights (OCR) data collection.  
• All incidents in which a statutory offense is committed, regardless if it results in a disciplinary action of suspension or expulsion. Disciplinary Action Category Code 300 “Other Means of Correction or No Action” should be used. 
• All incidents resulting in the use of Physical Restraint, Mechanical Restraint or Seclusion are included even if they occurred WITHOUT a statutory offense being committed.
• To align with Office of Civil Right rules, LEAs should now report all suspensions, regardless of the length of suspension, and they should report the increment in Field 4.2 – Incident Disciplinary Action Duration Days, which allows for increments of less than one day.

Note:  Offenses committed by students enrolled in a summer school program should also be submitted, even if that school is not the school where the student is primarily enrolled during the regular school year. A secondary enrollment for the student should be created and submit the disciplinary incident to CALPADS.

Before creating the discipline files, certain Assertive Discipline codes must be translated to CALPADS codes. On the CALPADS Extracts page, click on the Code Translations tab and map the local codes to the CALPADS codes. Any Discipline Offense Codes that are NOT translated in XRF will not be extracted to CALPADS. The codes translated should be all the codes that are contained in the Suspendable Offence Code table.

Below are the conditions for a record to be included in the Student Incident files:  

• Must have a date (ADS.DT) greater than July 1^st and less than June 30^th of the current school year
• Incident ID (ADS.IID) greater than 0
• Offense Code (ADS.CD) is not blank. Offense Codes (ADS.CD) that are not translated to CALPADS Discipline Offense codes will not be included in the SINC file.
• Offense Code (ADS.CD) translated to a valid CALPADS Discipline Offense code on the Code Value Translation form. The code set of Discipline Offense Codes are the CALPADS Student Offense codes in the CALPADS Code Set (element 18.15).
  • Any record will be considered valid for extract if:
    • Any of the ADS.CD# values translate to a valid CALPADS Student Offense code regardless of the ADS Disposition (ADS.DS or DSP.DS).

• As the ADS records are being processed:
  • Each change in the Incident ID value will result in the Discipline date and ADS.CD values being saved for use in all subsequent ADS records with a matching Incident ID
    • ADS.DT will be used in the Disciplinary Incident Occurrence Date (18.14) field
  • The system will iterate through each ADS.CD# value and extract a SOFF record for each code.

Also, the Behavioral Emergency codes must be translated to CALPADS codes. On the CALPADS Extracts page, click on the Code Translations tab and select the Code Set Behavioral Emergency Action Taken (BER.CD). There is a button to add the Default Translations and Local Codes to the XRF table. Map all codes to the CALPADS codes. If you have created any local codes, they must also be translated to the proper CALPADS codes. 

NOTE:  Behavioral Emergency Records (BER) MUST be linked to the school of occurrence. If they are attached at the district level, they will NOT be extracted. 

Note: There was recent guidance relating to proper CALPADS reporting of specific Mechanical or Physical Restraints: 

According to CALPADS, Behavioral Emergency records for mechanical or physical restraint performed by peace officers or security personnel should NOT be reported to CALPADS, based on Education Code 49005.1:
     (2) (A) “Mechanical restraint” does not include the use of devices by peace officers or security personnel for detention or for public safety purposes. 
     (2) “Physical restraint” does not include the use of force by peace officers or security personnel for detention or for public safety purposes. 

Any Behavioral Emergency Incidents with a Staff Type (BER.STY) code of 02-District police officer, school resource officer (SRO) or other Peace Officer NOT performing an arrest will NOT be extracted for CALPADS reporting. They will be included as part of CRDC data collection for the Office of Civil Rights. If police or security personnel use restraint as part of an arrest, a Behavioral Emergency Incident should NOT be added. There should be a Disposition Code for Arrest, which is the proper way to record this action. 

Refer to the following articles for more information:

CALPADS in Aeries Basics - Assertive Discipline

CALPADS in Aeries Basics - Behavioral Emergency