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Discipline Referral Notifications

Configuring Discipline Referral Notifications

In the Notifications area of the Message Center module, you can create and send notifications when students receive Discipline Referrals. Discipline referral notifications inform the specified recipient that a student violated one or more school rules. Referrals are usually created by teachers who observe an infraction in the classroom. For example, if a student used foul language in the classroom, a notification may be sent to the student's guardian.

Guardians, students, and staff receive notifications for discipline referrals. You can use the filter to select a specific group of recipients based on various criteria. You can also schedule the notification to be sent at a desired frequency. For example, if you want to send all discipline referral notifications once a week instead of each time a violation occurred, you could schedule the notification to do so.

Procedure

  1. Select Menu > Administrative Access > Message Center.
  2. Select Notifications under Features.

    You see the Notification List, which displays existing Notifications set up for all requested dates.

  3. Verify you are in the correct Entity and school year by checking the information at the top left of the screen.
  4. Under the Notifications heading, click Add Notification near the top right of the screen.

    You see the Add Notification screen.

  5. Complete the appropriate fields.

    Required fields are identified with an asterisk. You must complete required fields before you can save your work.

    1. Select Discipline from the Notification Area drop-down list.

      The Notification field displays.

    2. Select Discipline Referral from the Notification drop-down list.
    3. Click Next near the top left of the screen.

      You see fields that enable you to enter discipline referral notification details.

    4. Under the Notification Details heading, select the appropriate radio button for the Trigger Type.

      If you select Scheduled, you must set up the scheduled task after you finish and save the notification.

      Skyward recommends selecting Scheduled if an existing value is specified in the Delay Display of Incidents field found under the Family/Student Access Details heading on the General tab of the District Year Configuration Details screen in the Discipline module to prevent instant notifications from being ignored.

    5. Under the Recipient Details heading, choose who should receive the notification from the Recipients drop-down list.

      If you wish to send the same notification message to both students and guardians, you must select Students.

      Additional fields display under the Recipient Details heading based on the recipient you selected. You also see the Offense Codes heading, which displays a list of Offense codes and their related descriptions.

      If you selected Students, continue to the next sub-step.

      If you selected Guardians, skip to sub-step g.

      If you selected Staff, skip to sub-step h.

    6. Check the applicable Send CC to boxes for the additional recipients you wish to carbon copy on the notification if appropriate.

      If you checked the box for Advisor, Discipline Officer, Homeroom Teacher, or Principal, no additional fields display.

      If you checked the box for Current Teachers, Future Teachers, or Guardians, additional filtering options display. You can click the Expand icon if you wish to use criteria to further define any of the filters.

      If you checked the box for Guardians, the Include Restricted Guardians field displays. Continue to the next sub-step.

      If you did not check the box for Guardians, skip to sub-step h.

    7. Check the box for Include Restricted Guardians if appropriate.
    8. Click the Filter icon if you wish to use a Message Filter to indicate who should receive the notification.

      The filter is used to determine who the notification is sent to. For example, you could determine this notification should only be sent to the student's primary family.

      If you selected Staff for Recipients, continue to the next sub-step.

      If you selected Guardians or Students for Recipients, skip to sub-step k.

    9. Check the box for Send to Discipline Officer if appropriate.
    10. Enter the Additional Staff you wish to send the notification to or click the Magnifying Glass icon to choose from the drop-down list.

      You can click outside of the selection box once you have made your selections.

      Skip to sub-step l.

    11. Enter any additional recipients you wish to send the notification to in the Send CC to Other Staff field or click the Magnifying Glass icon to choose from the drop-down list, if appropriate.

      You can click outside of the selection box once you have made your selections.

    12. Under the Offense Codes heading, check the box for each Offense Code you wish to include.

      You can check the box at the top of the Select Offense Codes column to select all Offense codes.

    13. Check the box for Include Created By if appropriate.

      When checked, the notification will include the name of the individual that created the discipline referral.

    14. Under the Message Content heading, uncheck the box for Include Discipline Message if appropriate.

      This box defaults to checked, but can be unchecked if necessary. When checked, the message includes the student name and information such as the Incident Date/Time, Incident Number, Offense Type, Discipline Officer, and Recommended Action. If you do not wish to include this information in the notification, you can uncheck this box.

    15. Choose the appropriate Priority Type from the drop-down list.

      If you select High for the Priority Type, the message appears with an alert indicator, which displays as an exclamation point inside a triangle. Additionally, the border around the message and icon appears in a different color.

    16. Enter the Subject.

      If you wish to insert information specific to each recipient, you can place your cursor in the field and click Insert Field to choose the appropriate field. When the communication is sent, the system inserts the unique value for each recipient. For example, you could insert the recipient's name. You can click Save to return to your communication draft.

    17. Enter the Message.

      If you wish to insert information specific to each recipient, you can place your cursor in the field and click Insert Field to choose the appropriate field. When the communication is sent, the system inserts the unique value for each recipient. For example, you could insert the recipient's name. You can click Save to return to your communication draft.

    18. Click Preview Message to verify the message will display as expected.

      You see the Preview Message window.

    19. Click Close near the bottom right of the window when you are finished previewing the communication.

      You return to the Add Notification screen.

  6. Choose one of the options near the top left of the screen to save your work.
    Option Description
    Add Attachments

    If you selected Instant as the Trigger Type, you see fields that enable you to add attachments. You must click Save once you have finished adding your attachments. No further steps are required.

    If you selected Scheduled as the Trigger Type, continue to the next step.

    Save

    If you selected Instant as the Trigger Type, the notification is saved and will be sent when the corresponding information is entered for a student or students. No further steps are required.

    If you selected Scheduled as the Trigger Type, continue to the next step.
  7. If you selected Scheduled as the Trigger Type, complete the following sub-steps.
    1. Enter a Scheduled Task Name for the notification.

      For example, you could enter Daily Warning Discipline Notifications.

    2. Choose the Frequency from the drop-down list.

      If you selected Daily or Once, skip to sub-step e.

      If you selected Weekly, continue to the next sub-step.

      If you selected Monthly, skip to sub-step d.

    3. If you selected Weekly for the Frequency, check the box for each day of the week the task should run.

      Skip to sub-step e.

    4. If you selected Monthly for the Frequency, enter a number for the specific Day of the Month when the task should run.
    5. Enter the Start Date or click the Calendar 31 icon to choose a date using the calendar.
    6. Enter the End Date or click the Calendar 31 icon to choose a date using the calendar, if appropriate.

      If no end date is entered, the scheduled task runs indefinitely or until a date is entered. Once a date is entered, the scheduled task ends on that date.

    7. Enter the Start Time or click the Clock icon to enter the current time.
  8. Choose one of the options near the top left of the screen to save your work.
    Option Description
    Add Attachments Saves the notification and you see fields that enable you to add attachments.
    Save If you selected Add Attachments on the previous screen, you see fields that enable you to add attachments.

    If you selected Save on the previous screen, you return to the Notification List. The notification will be sent at the scheduled date, time, and frequency.

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