Record a suspension in ERN - QRG
This guide details how to create a behaviour incident with an outcome of suspension and then resolving the associated suspension in ERN.
Background
Suspension is a serious action and principals should only consider suspension when other appropriate behaviour support options have been attempted or implemented and given time to be effective but have not been successful in resolving behaviours of concern. In some circumstances, the principal may determine that a student should be suspended as a first response to a behaviour of concern because there are immediate and significant risks to health, safety and wellbeing for students or staff that cannot be mitigated with the student at school.
Note: All student information used has been manufactured and does not relate to any real student.
Before you start
- Principal, School Admin Manager and/or delegate has given access in AMU to create suspension records in ERN.
- The referrable staff member should be a school executive.
- Locate and have available the details of the student for whom the incident is being created.
- Login to ERN.
Summary Instructions
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 SRN, family name, and or date of birth. Or you can search for a group of students by expanding ‘Behaviour Options’ below. Then select the ‘Go’.
Scroll down and select the correct student from the ‘Search Results’ below.
1. Create the behaviour using the Behaviour Detail tab.
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.
i. Select the specific ‘Date & Time’ of the incident
ii. ‘Type’ refers to behaviour type – Positive, Neutral, Negative – which can be selected from the dropdown menu. In this case choose Type Negative.
iii. From the ‘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. To add/ update location options please see ‘Create a Location QRG’)
vi. Select the appropriate 'Behaviour of concern' which best describes the incident from the dropdown menu.
vii. Select the relevant consequence from the ‘Outcome’ field dropdown menu. In this case you must select ‘Negative – Suspension’.
viii. Select the appropriate staff member to ‘Refer to’ from the dropdown menu. 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. Select the 'Suspensions ' tab and click the ‘Create Suspension’ then scroll down
2. Complete the details in the fields provided, where applicable, with particular attention to those marked with an * as they are mandatory fields.
i) If there is an 'Immediate and significant risks to health, safety and wellbeing for students', select this checkbox to override the need for a current 'Negative - Formal Caution to Suspend.
ii) Select the ‘Attending Days’
iii) Select the ‘Start Date’ by clicking on the calendar icon
iv. Enter the 'Return to school planning meeting date'
v) Select the ‘Duration’ i.e. number of days for the suspension (max days for K-2 is 5 days, for years 3-12 is 10 days. These are consecutive school days only). The ‘Planned End Date’ will automatically be created
vi) Enter ‘Immediate threat details’ in the field box if required
vii) Enter the ‘Return to school planning meeting outcome’ from the dropdown menu
vii) Enter a ‘Description’ if required.
3. Select ‘Save’. The new record will now appear under the ‘Suspensions’ tab
1. In the Behaviour record, Select ‘Generate Suspension 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 'Notice of Suspension letter'
4. Select the 'Delivery Options' checkbox, then click 'Next'
5. Select the target recipients – 'Students', 'Families' (where multiple students are associated with the contact), or 'Contacts'. Then click ‘Next’
Note: If 'Families' is chosen, choose whether to send to All students in the family.
6. Review the correspondence recipients. You can uncheck a recipient if required, then click 'Next'
7. Review Correspondence and add the following details in the fields provided, then click ‘Next’
- Field box 1: Enter the ground for this formal caution
- Field box 2: The nominated person from the school
- Field box 3: The Principal's full name
- Field box 4: Today's date
8. Select to Download or View the PDF, then click 'Next'
9. If there are no corrections to be made, download the document, and ask the principal to sign the letter. Either print and send via mail or email the correspondence
To finalise a suspension in ERN, see Finalising a Suspension – QRG
Detailed Instructions
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
1. In Student Behaviour Maintenance tab, select' 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.
i. Select the specific ‘Date & Time’ of the incident
ii. ‘Type’ refers to behaviour type – Positive, Neutral, Negative – which can be selected from 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. To add/ update location options please see ‘Create a Location QRG’)
vi. Select the appropriate 'Behaviour of concern' which best describes the incident from the dropdown menu.
vii. Select the relevant consequence from the ‘Outcome’ field dropdown menu. In this case you must select ‘Negative – Suspension’.
viii. Select the appropriate staff member to ‘Refer to’ from the dropdown menu.
Select ‘Save’ at the bottom centre of the page.
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
1. In the Behaviour record, select the ‘Suspensions’ tab and click ‘Create Suspension’ then scroll down
2. Complete the details in the fields provided, where applicable, with particular attention to those marked with an * as they are mandatory fields.
Note: The available fields indicated below may vary depending on the type of Behaviour of Concern selected in the Behaviour Detail tab.
i. If there is an 'Immediate and significant risks to health, safety and wellbeing for students', select this checkbox to override the need for a curent 'Negative - Formal Caution to Suspend'.
ii. Select the ‘Attending Days’
iii. Select the ‘Start Date’ by clicking on the calendar icon
iv. Enter the 'Return to school planning meeting date'
v. Select the ‘Duration’ i.e. Number of days for the suspension (max days for K-2 is 5 days, for years 3-12 is 10 days. These are consecutive school days only). The ‘Planned End Date’ will automatically be created
vi. Enter ‘Immediate threat details’ in the field box if required
vii. Enter the ‘Return to school planning meeting outcome’ from the dropdown menu
Note: If the planning meeting has not taken place yet, select ‘Not Required’ as the outcome.
viii. Enter a 'Description' if required
3. Select ‘Save’. The new record will now appear under the ‘Suspensions’ tab
1. In the Behaviour record, select ‘Generate Suspension 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 'Notice of Suspension letter'
4. Select the 'Delivery Options' checkbox, then 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 recipient if required, then click 'Next'
7. Review Correspondence and add the following details in the fields provided, then click ‘Next’
- Field box 1: Enter the ground for this formal caution
- Field box 2: The nominated person from the school
- Field box 3: The Principal's full name
- Field box 4: Today's date
8. Select to Download or View the PDF, then click 'Next'
9. If there are no corrections to be made, download the document, and ask the principal to sign the letter. Either print and send via mail or email the correspondence
To finalise a suspension in ERN, see Finalising a Suspension – QRG