Discipline Records

Discipline Records

Openeducat provides the facility of discipline records in which all the records of the student misbehaviour are listed and the action can be taken against the student misbehaviour by either suspending the student or by taking fine from them.

Go to SIS ‣ General ‣ Discipline ‣ Discipline Records. Click on New to create a new Discipline Record of the student.

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Details of Discipline Record Form

  1. Student :- Specify the student whose misbehaviour record is to be created.

  2. Progression No :- It will show a Progression number of Particular student. It is filled in automatically from the progression record of the selected student.

  3. Course :- Course is the current course of the student, he is studying in. It is filled in automatically from the student and cannot be modified.

  4. Date :- Set the date on which the particular discipline record is created. Today’s date is proposed by default.

  5. Created By :- Name of the user who created the particular discipline record. It is filled in automatically and cannot be modified.

  6. Recipients :- Select the contacts to whom the misbehaviour email has to be sent. By default, OpenEduCat automatically computes and populates the student contact and all associated parent/guardian contacts.

  7. Priority :- Specify the priority of the misbehaviour of the student, between Low, Normal, High, and Very High.

  8. Company :- Company the record belongs to. The field is only displayed when several companies are managed.

Under Misbehaviour Info :-

  1. Misbehaviour Type :- Select the Misbehaviour type whether it is major or minor. This field is mandatory.

  2. Misbehaviour Category :- Select the misbehaviour category for that particular student. Only the categories of the selected Misbehaviour Type are proposed, so the type has to be selected first. This field is mandatory.

  3. Action to be taken :- Set the name of the action to be taken against the student about their misbehaviour. This field is mandatory.

  4. Merit Points / Demerit Points :- Record the points to be credited or deducted for this incident.

  5. Meeting Date Time :- Set the date and time of the meeting with the parents of the respective misbehaved student. This field is mandatory and the date cannot be set before today.

  6. Note :- Set the note for the particular discipline record.

Note

All the fields of the record can only be modified while it is in the Draft status. Once the misbehaviour email has been sent they become read-only, so use Reset Draft if a correction is needed.

Status of a Discipline Record

A discipline record moves through the following statuses, shown on the status bar at the top of the form :-

  1. Draft :- The record has been created but nothing has been sent yet.

  2. Email Sent :- The misbehaviour email has been sent to the recipients.

  3. Awaiting Letter :- An apology letter is awaited from the student.

  4. Awaiting Meeting :- A meeting with the parents is awaited.

  5. Action Taken :- The action has been recorded on the case.

Two more statuses, Suspended and Done, are used to close a case once the action has been applied.

Action Taken about the Student Misbehaviour

  • To take action against the student about their misbehaviour, click on Send Email. The email composer opens pre-filled with the template configured on the Misbehaviour Category of the record. The record moves to Email Sent.

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  • Click on Send Email to send mail. After click on Send Email, wizard will open. Then Click on Send to send email.

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  • The same Email button is available at the end of every draft line of the Discipline Records list, so the email can be sent without opening the record.

Click on Apology Letter to record that an apology letter has been asked from the student. The record moves to Awaiting Letter.

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Click on Meeting With Parents to move the record to Awaiting Meeting.

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Click on Take Action. The button is available once the record is in the Awaiting Meeting status.

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After click on Take Action, wizard will open.

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The wizard proposes the following options :-

  1. Fine :- Tick it to charge a fine, and set the Fine Amount. The amount must be greater than zero.

  2. Suspend :- Tick it to suspend the student, and set the Suspend From Date and the Suspend To Date. The end date cannot be earlier than the start date.

  3. Remark :- A free remark about the action that is taken.

Here the action to be taken is Fine. So select the fine field from the wizard and set the amount of the fine.

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Click on Submit.

A draft customer invoice is created for the student using the Discipline Fine product and the entered fine amount. The discipline record moves to Done. The invoice can be reviewed and confirmed from Invoicing ‣ Customers ‣ Invoices.

Note

When the fine invoice is paid in the Invoicing app, an automated invoice payment hook (_invoice_paid_hook) checks for linked discipline cases. If the record is not already closed, it automatically marks the case as Done and posts a payment confirmation note in the record chatter.

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If the action to be taken is Suspend, then select the suspend field from the Take Action wizard and set the suspension period of the student.

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A Suspended Student record is created for that period and the email composer opens with the suspension template, so the suspension can be notified immediately.

Note

Ticking both Fine and Suspend applies the two actions at once. If neither of them is ticked, the record is simply closed and moves to Done.

To see the suspended students, follow the below steps :-

Go to SIS ‣ General ‣ Discipline ‣ Suspended Students.

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Click on New to create a new Suspended Record of the student.

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Details of Suspended Student Form

  1. Student Name :- The suspended student.

  2. Suspend From Date / Suspend To Date :- Period of the suspension. The end date cannot be earlier than the start date.

  3. Misbehaviour Category :- Category of the misbehaviour that led to the suspension.

  4. Discipline Id :- The discipline record the suspension comes from. It is filled in automatically when the suspension is created from the Take Action wizard.

Resetting a Record

Click on Reset Draft to send a record back to the Draft status. The button is available in every status except Draft.

Views, Filters and Analysis

The Discipline Records menu offers several views, which can be selected with the view switcher on the top right of the screen :-

  1. List :- The view that opens by default. It displays the student, the date, the course, the creator, the recipients and the status as a coloured badge. The progression number, the priority, the misbehaviour type and the merit / demerit points can be added with the optional columns selector.

  2. Calendar :- Displays the records on the Meeting Date Time, coloured by status, which gives the planning of the meetings with the parents.

  3. Form, Pivot and Graph :- The pivot and the graph summarise the records by student and by misbehaviour category.

The search bar proposes the Today, Week, Month and Archived filters, and the records can be grouped by Student, Course, Master, Type or Category.

Discipline of a Student

A Discipline button is displayed on the top of the student form. It shows the number of discipline records of that student and opens them in read-only when it is clicked, which gives the discipline history of the student in one click.

Discipline in Student Progression

OpenEduCat Discipline integrates directly into Student Progression (op.student.progression):

  • Backend Progression Form: Opens a dedicated Discipline tab containing the Get Discipline wizard button. Clicking this button allows administrators to link relevant discipline records to the student’s progression record, automatically calculating the Total Discipline count.

  • Progression PDF Report: The printed Student Progression report includes a dedicated Discipline table detailing incident dates, misbehaviour types, categories, actions taken, and case statuses.

  • Progression Portal View: Students and parents can track discipline history under the Discipline tab on the Student Progression portal page.

Apology Letter on the Portal

The student can write the apology letter from the portal. Opening the apology link gives access to a form where the student writes the letter, selects the recipients and attaches the supporting documents. On submit, the letter is emailed to the selected recipients with the attachments, and the student is redirected to their profile.

Note

Submitting the apology from the portal does not change the status of the discipline record. The discipline master moves the record forward manually with the Meeting With Parents and Take Action buttons.

Reports

Two PDF reports are available from SIS ‣ Reporting ‣ Discipline :-

Misbehaviour Type Wise

Go to SIS ‣ Reporting ‣ Discipline ‣ Misbehaviour Type Wise. A wizard opens in which the criteria of the report are selected.

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  1. Misbehaviour Type :- Select whether the report covers the Major or the Minor misbehaviours. Major is proposed by default.

  2. From Date / To Date :- Period covered by the report. Today’s date is proposed in both fields.

Click on Print to download the PDF, or on Close to abandon the report.

Student Wise

Go to SIS ‣ Reporting ‣ Discipline ‣ Student Wise.

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  1. Student Name :- Select the student whose discipline records have to be printed. This field is mandatory.

  2. From Date / To Date :- Period covered by the report.

Click on Print to download the PDF.

Note

In both wizards the To Date cannot be earlier than the From Date, otherwise OpenEduCat displays a validation message.

Access Rights

The discipline menus are available to the following groups :-

  1. Discipline / User :- Can access Discipline Records, Suspended Students and the discipline reports.

  2. Discipline / Manager :- In addition, can configure School Offences, Elearning Rules and Misbehaviour Categories.

Discipline records, suspended students, misbehaviour categories, school offences and elearning rules are filtered per company, so a user only sees the records of the companies that are allowed for their account.