Family Guide to HCPSS Processes for Documenting Violations of the Student Code of Conduct

The Howard County Public School System (HCPSS) is committed to providing a safe, engaging and supportive learning environment in which all policies are enforced equitably. The purpose of this video is to outline the processes that will take place at the school level when a violation of the Student Code of Conduct occurs.

When a violation of the Student Code of Conduct occurs, school staff will identify a level of response in alignment with the offense definition in the Student Code of Conduct. Staff Responses will fall into one of 3 categories

1. Level 1-2 behaviors that do not require written documentation
2. Level 1-3 behaviors that require written documentation.
3. Level 3-5 behaviors that require written documentation by an administrator

Let’s start with Level 1-2 responses that do not require written documentation.

There are times that a student may violate the student code of conduct, however the severity of the violation is low level and therefore it does not require written documentation. These result in level 1-2 responses in which the staff member engages in problem-solving and/or supporting the student through one or more of the following actions and no additional follow-up is needed. Actions may include but are not limited to

• Reflecting with the student
• Addressing needs through social emotional learning (SEL) instruction
• Providing teacher check-ins
• Providing reminders of expected behaviors
• Prompting the student for the desired behavior
• Implementing the school’s PBIS system
• Making a phone call to the Parent/Guardian

For some level 1-3 responses a staff member will document the offense with an Incident Report (IR).

An Incident Report may be completed by any staff member. It is a tool to process and discuss an incident with a student. It also documents when a staff member assigns a specific type of consequence to a student. These consequences include extended school day, which may be a before during or after school detention, loss of privileges, school or community services, a formal conference with the student and their parent or guardian and referral to administration.

An Incident Report is recorded for the purpose of data collection/analysis, but it is not placed in the student’s cumulative file.

Once determined that written documentation is needed, staff will follow these steps:

1. Complete the top portion of the Incident Report to identify the student and staff member, time of day and location of the incident.
2. Complete the Prior Actions and Observed Behavior Sections which includes a brief description by the staff member.
3. Allow the student to record or share their description of the incident. If the student requires accommodations or additional support to complete their portion, they should be permitted to do so with a trusted adult.
4. Have a conversation with the student to complete the referring staff and student discussion section.
5. Complete the Action Taken section and call the parent or guardian to inform them of the incident
6. Distribute the copies of the IR to the parent or guardian.

It is important to note, if you receive an incident report that does not include a completed student statement, please reach out to the referring staff member to learn more about the incident and discuss your child’s perspective.

For some level 3-5 responses an administrator will document the violation with an Office Disciplinary Report. An Office Disciplinary Report (ODR) may only be completed by an administrator (but may have been referred to an administrator by a staff member), it documents the consequence given by an administrator and it becomes a part of thes students cumulative file.

An administrator is required to both call a parent or guardian regarding the ODR as well as provide a copy of the ODR. And, if the consequence involves a suspension, the parent/guardian will receive a letter with additional information about the suspension.

Per Policy 9020: Students’ Rights & Responsibilities, students will be accorded due process when discipline is being considered. Due process includes:

1. Notifying the student of the allegations within the scope of the HCPSS Student Code of Conduct.
2. Providing an explanation of all the evidence.
3. Allowing the student an opportunity to respond to the allegations. (Students will be encouraged to provide a written response).
4. Notifying the parent(s)/guardian verbally and in writing of the violation when the disciplinary consequence or behavior warrants reallocation of the student’s time (such as formal detention or Saturday School), exclusion, or suspension. (Policy 9200 Student Discipline)

There may be times when either you do not agree with the outcome for your child or when you do not believe that the Student Code of Conduct was applied fairly. In these instances, parents have a right to make a grievance.

Discussing your concerns with the school principal should always be your first step. If concerns continue to exist, parents may use this link to learn more about how to submit a formal concern that can be reviewed at the school and/or central office level. Theis form can be found at HCPSS.org by searching Formal Concern Process.

We hope this information provides students and families with a better understanding of the processes that will take place in each of our schools when a violation of the student code of conduct occurs.