Disciplinary records

Disciplinary records give your school a structured way to document student incidents. Teachers report incidents, administrators review them, record decisions and consequences, and contact parents — all with a permanent audit trail on every case. Only admins and teachers can access disciplinary records. Students and parents cannot see records in the portal; parents are informed by email when an administrator chooses to contact them.

​

Enabling the feature

Disciplinary records are turned off by default. An administrator enables them in school settings: Once enabled:

• Admins see Disciplinary Records under the Operations section of the Admin Dashboard sidebar.
• Teachers see a Report Incident quick link on their Teacher Dashboard.

See School configuration for the other feature toggles on this tab.

​

Reporting an incident

Both teachers and admins can report incidents. Click Report incident to open the Report an incident dialog. Click Submit incident to save. Each record receives a reference number (for example DR-2026-A1B2C3) that appears on the case and in searches.

​

Categories

Every incident is filed under one of nine categories: Behavior, Bullying or harassment, Attendance, Academic integrity, Safety, Technology, Property, Substance-related, or Other.

​

Severities

Incidents carry one of four severity levels: Low, Moderate, High, or Critical.

​

The status workflow

Every record moves through a status lifecycle. New incidents start as Reported. Only administrators can change a record’s status. Open a record, choose a new Status in the Administrative decision section, and click Save decision.

​

Admin and teacher views

​

Recording a decision

Administrators document their handling of a case in the Administrative decision section of the record:

• Status — move the case through the workflow
• Administrator notes — internal notes about the investigation
• Consequence or decision — the outcome (detention, warning, no action, etc.)
• Reason for this update — optional context that is saved into the audit trail

Click Save decision to apply the changes. Every save is captured in the audit trail.

​

Emailing parents

From a record, an administrator can click Email parents to open the Email parents or guardians dialog. The subject and message are pre-filled with a neutral follow-up template you can edit before sending.

• The email goes to every parent or guardian linked to the student who has an email address on file.
• Recipients are hidden from one another.
• The record logs the contact date and adds a Parent or guardian emailed entry to the audit trail.

If no parent email addresses are linked to the student, DeanDesk tells you and nothing is sent.

​

The audit trail

Every record keeps a chronological audit trail that cannot be edited or deleted. Entries include:

• Incident reported — when the record was created and by whom
• Status changed — from which status to which, with the acting administrator
• Parent or guardian emailed — each parent contact, with the email subject
• Record updated — which fields changed

Each entry shows who performed the action and when, plus any note the administrator added.

​

Including records in student reports

Disciplinary records can appear in generated student reports. In the report template designer, enable the Disciplinary records field on a template. When you generate reports with that template, each student’s report includes all of their disciplinary records — academic scope filters only limit course data, not disciplinary history. See Student reports for how report templates work.