Create a negative behaviour record with Negative - Formal Caution to Suspend in ERN
This guide details how to create a negative behaviour record with an outcome of ‘Negative -Formal Caution to Suspend’, as well as creating the communication for the record.
Background
Principals should provide a student and their parents or carers with a formal caution to suspend for a particular behaviour of concern before proceeding with a suspension. In certain circumstances, the principal may determine that a student must be suspended without first issuing a formal caution to suspend due to immediate and significant risks to students or staff, or unacceptable risks posed to teaching and learning, that cannot be mitigated with the student at school.
Before you start
- Principal, School Admin Manager and/or delegate has been given access in AMU to create behaviour records in ERN
- Any staff member to appear in the referable field dropdown, must be nominated as referable prior to creating the behaviour record. (See 'Set up referable staff members’).
- Locate and have available the details of the student for whom the incident is being created.
- Login to ERN.
1. Find student in ERN
- Once you have logged into ERN, expand the search panel from the ERN Homepage.
- Click ‘Behaviour and Suspension’ option from the left-hand side panel
- Select ‘Student Behaviour Maintenance’ tab
- Enter the student's details. You can search for a student by their Student Reference Number (SRN), family name, and or date of birth. Or you can search for a group of students by expanding ‘Behaviour Options’ below
- Select the ‘Go’ button at the bottom centre of the Search panel.
- Scroll down and select the correct student from the ‘Search Results’ below.
1. Select the ‘Create Behaviour’ button in the middle of the page.
2. Complete the details in the fields provided, with particular attention to those marked with an * as they are mandatory fields.
Note: Once a behaviour incident is recorded, the details can be viewed by other staff members. Please consider the student's privacy when entering these details.
- Select the specific ‘Date & Time’ of the incident
- Type’ refers to behaviour type – Positive, Neutral, Negative - which can be selected from the dropdown menu. In this case choose Type ‘Negative’
- From ‘Reported by’ dropdown menu, select the staff member who reported the incident
- Select the ‘Part of Day’ from the dropdown menu
- Select where the incident occurred from the ‘Location’ field dropdown (to add/ update location options please see ‘Create a Location’)
- Select the appropriate ‘Behaviour of Concern’ which best describes the incident from the dropdown menu
- Select the appropriate ‘Outcome’ from the dropdown menu. In this case you must select ‘Negative – Formal Caution to suspend’
- ‘Caution Duration’ will automatically be set at 50 days maximum but can be adjusted to less than 50 days if required. ‘Caution End Date’ will be calculated based on the ‘Caution Duration’ selected.
- Make sure the ‘Closed’ checkbox is UNTICKED
3. Select ‘Save’ at the bottom centre of the page
Note: Only the following behaviour of concern descriptors will allow for a formal caution or suspension as an outcome. This is because these suspensions will be captured for data reporting purposes.
Behaviour of concern - grounds for Suspension:
- continued/persistent disobedience and/or disruptive behaviour
- malicious damage to, or theft of, property
- verbal abuse
- bullying and cyber-bullying
- mis-use of technology
- discrimination, including that based on sex, race, religion, disability, sexual orientation or gender identity
- other –behaviour of concern
Serious behaviour of concern – consider Immediate suspension:
- being in possession of, uses or supplies tobacco, vaping devices, alcohol, and e-cigarettes
- being in possession of, uses or supplies of a suspected illegal/restricted substance
- being in possession of, or using weapons including knives (excluding kirpans, in line with guidance set out in Legal Issues Bulletin 22- Knives in Schools) and firearms
- using an implement as a weapon
- seriously threatening or engaging in physically violent behaviour
- engaging in serious criminal behaviour related to the school
- engaging in sexual harassment, sexual assault or sexualised behaviour that may pose a risk of or has caused physical, psychological or emotional harm to others
- other – serious behaviour of concern
1. Click ‘Generate Behaviour – Negative Correspondence’
2. Select the ‘Correspondence Type’ – either letter or email format
3. Select the ‘Template to Use’ from the dropdown menu. In this case you will select ‘Formal Caution to Suspension Letter’
4. Select the ‘Delivery Options’ and click ‘Next’
5. Select the target recipients – ‘Students’, ‘Families’ (where multiple students are associated with the contact), or ‘Contacts’. Then Click ‘Next’
Note: If ‘Contacts’ is chosen then you will need to select which contact/s related to the student will receive the correspondence.
6. Review the correspondence recipients. You can uncheck a box if required. Then click ‘Next’
7. Review Correspondence and add the following details in the fields provided.
Field box 1: Enter the grounds for this formal caution
Field box 2: Enter the Principal’s full name
Field box 3: Enter Today’s date
8. Click ‘Next’
9. Select to Download or View the PDF. Then click ‘Next’
10. If there are no corrections to be made, download the document, and ask the principal to sign the letter
11. Either print and send via mail or email the correspondence.
Find student in ERN
1. Once you have logged into ERN, expand the search panel from the ERN Homepage
2. Click ‘Behaviour and Suspension’ option from the left-hand side panel
3. Select ‘Student Behaviour Maintenance’ tab
4. Enter the student's details. You can search for a student by their SRN, family name, and or date of birth.
5. Select the ‘Go’ button at the bottom centre of the Search panel.
6. Scroll down and select the correct student from the ‘Search Results’ below.
1. Select the ‘Create Behaviour’ button in the middle of the page.
Note: Once student is selected, their previous behaviour incidents will appear and you can select, update, and edit these incidents as required.
2. Complete the details in the fields provided, with particular attention to those marked with an * as they are mandatory fields.
i. Select the specific ‘Date & Time’ of the incident
ii. ‘Type’ refers to behaviour type – Positive, Neutral, Negative - which can be selected the dropdown menu. In this case choose Type ‘Negative’.
iii. From ‘Reported by’ dropdown menu, select the staff member who reported the incident
iv. Select the ‘Part of Day’ from the dropdown menu
v. Select where the incident occurred from the ‘Location’ field dropdown
vi. Select the appropriate ‘Behaviour of Concern’ which best describes the incident from the dropdown menu
vii. Select the appropriate ‘Outcome’ from the dropdown menu. In this case you must select ‘Negative – Formal Caution to suspend’
viii. ‘Caution Duration’ will automatically be set at 50 days maximum but can be adjusted to less than 50 days if required. ‘Caution End Date’ will be calculated based on the ‘Caution Duration’ selected.
Make sure the ‘Closed’ checkbox is UNTICKED
3. Select ‘Save’ at the bottom centre of the page
1. Click ‘Generate Behaviour – Negative Correspondence’
2. Select the ‘Correspondence Type’ – either letter or email format
3. Select the ‘Template to Use’ from the dropdown menu. In this case you will select ‘Formal Caution to Suspension Letter’
4. Select the ‘Delivery Options’ and click ‘Next’
5. Select the target recipients – ‘Students’, ‘Families’ (where multiple students are associated with the contact), or ‘Contacts’. Then Click ‘Next’
Note: If ‘Contacts’ is chosen then you will need to select which contact/s related to the student will receive the correspondence.
6. Review the correspondence recipients. You can uncheck a box if required. Then click ‘Next’
7. Review Correspondence and add the following details in the fields provided.
Field box 1: Enter the grounds for this formal caution
Field box 2: The Principal's full name
Field box 3: Today's date
8. Click 'Next'
9. Select to ‘Download’ or ‘View the PDF’. Then click ‘Next’
10. If there are no corrections to be made, download the document, and ask the principal to sign the letter
11. Either print and send via mail or email the correspondence.
Note:
To save the Formal Correspondence sent to parents, upload the saved Formal Correspondence to the Documents tab.