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Manage Student Log Entries

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Use log entries to create a record regarding a student's behavior, performance, or activity. Many schools use log entries to chronicle disciplinary actions. Log entries can also be used to record students' positive achievements. Regardless of your reason for creating the log entry, the system immediately sends the log entry to the PowerSchool server, where it is stored in the student's permanent record. Only authorized staff members can view, add, edit, and delete log entries and discipline alerts.

Note: The Log Entries student page is customizable. The information presented in this section is based on the default setup and may differ from your PowerSchool Log Entries student page. For information about configuring this page, see Log Types and Log Entry Fields 

View Log Entries

  1. On the start page, search for and select a student
  2. Under Administration, choose Log Entries from the student pages menu. If nothing appears, no teachers or other administrators have created log entries for the selected student.

Create a Log Entry

Though teachers can create log entries in PowerTeacher Gradebook, administrators create log entries in PowerSchool.

  1. On the start page, search for and select a student.
  2. Under Administration, choose Log Entries from the student pages menu. 
  3. Click New
  4. Use the following table to enter information in the fields:

    Field

    Description

    Date & Time

    Enter the current date and time using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry.

    Author

    Enter the name of the log entry author.

    Log Type

    Choose the log type from the pop-up menu.

    Subtype

    Choose the log subtype from the pop-up menu.

    Consequence

    Choose the log consequence from the pop-up menu.

    Title

    Enter a title for the log entry.

    Log Entry Text

    Enter the log entry text.

    Note: This information goes in the student's permanent record. There is no limit to the length of the entry.

  5. Because the Log Entries student page can be customized, the fields that appear on the second half of the page (after the Log Entry Text box) may differ from your PowerSchool Log Entries student page. Use the following table to enter information in the fields:

    Field

    Description

    Incident Type

    Choose the type of incident from the pop-up menu.

    Incident Type Category

    Choose the category of the incident from the pop-up menu.

    Incident Type Detail

    Choose the details of the incident type from the pop-up menu.

    Incident Date

    Enter the date of the incident.

    Incident Context

    Choose the context of the incident from the pop-up menu. Indicate if the incident occurred during or outside school hours and if it occurred at a school-sponsored activity.

    Incident Location

    Choose the location of the incident from the pop-up menu. Indicate if the incident occurred on campus, during an off-campus school activity, or while using school-sponsored transportation.

    Incident Location Detail

    Choose the details of the incident location from the pop-up menu.

    Offender

    Choose the category of the person committing the incident, such as a student or teacher, from the pop-up menu.

    Reporter

    Choose the category of the person reporting the incident, such as a student or teacher, from the pop-up menu.

    Reporter ID

    Enter the identification number of the person reporting the incident.

    Victim Type

    Choose the category of the person victimized by the incident, such as a student or teacher, from the pop-up menu.

    Felony Flag

    Select Yes or No to indicate if the incident was a felony.

    Likely Injury

    Select Yes or No to indicate if the incident likely resulted in an injury.

    School Rules Violation

    Select Yes or No to indicate if the incident was a violation of school rules.

    Police Involved

    Select Yes or No to indicate if there were police involved in the incident.

    Hearing Officer

    Select Yes or No to indicate if there was a hearing officer involved in the incident.

    Gang Related

    Select Yes or No to indicate if the incident was gang-related.

    Hate Crime

    Select Yes or No to indicate if the incident was a hate crime.

    Alcohol Related

    Select Yes or No to indicate if the incident was alcohol-related.

    Drug Related

    Select Yes or No to indicate if the incident was drug-related.

    Drug Type

    Choose the drug type from the pop-up menu.

    Weapon Related

    Select Yes or No to indicate if a weapon was used during the incident.

    Weapon Type

    Choose the type of weapon, such as a knife or a handgun, from the pop-up menu.

    Weapon Type Notes

    Enter any notes related to the weapon type.
    Note: You can enter a maximum of 79 characters.

    Money Loss Value

    Enter any amount of money lost in the incident.

    Action Date

    Enter the date the discipline action was taken.

    Action Taken

    Choose from the pop-up menu the discipline action taken, such as detention or suspension.

    Action Taken Detail

    Choose the details of the discipline action taken from the pop-up menu.

    Action Taken End Date

    Enter the date the discipline action ended.

    Duration (Assigned)

    Enter the assigned duration of the discipline action, such as 2 for two hours of detention.

    Duration (Actual)

    Enter the actual duration of the discipline action.

    Duration Change Source

    Use the pop-up menu to choose the reason for any difference in the values of the Duration (Actual) from the Duration (Assigned) fields.

    Duration Notes

    Enter any notes related to the duration of the discipline action.
    Note: You can enter a maximum of 79 characters.

    Sequence

    Enter the numerical sequence of this log entry if entering more than one log entry for the incident.

    Administrator ID

    Enter the identification number of the person administering the discipline action.

  6. Click Submit. The Changes Recorded page appears.

Edit a Log Entry

There are times when you must change an entry because it contains too much or not enough information. Only those school administrators with the proper permissions can edit a log entry.

  1. On the start page, search for and select a student.
  2. Under Administration, choose Log Entries from the student pages menu. 
  3. Click the date of the entry you want to edit. 

  4. Use the following table to edit information in the fields:

    Field

    Description

    Date & Time

    Enter the current date and time using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry.

    Author

    The name of the log entry author appears.

    Log Type

    Choose the log type from the pop-up menu.

    Subtype

    Choose the log subtype from the pop-up menu.

    Consequence

    Choose the log consequence from the pop-up menu.

    Title

    Enter a title for the log entry.

    Log Entry Text

    Enter the log entry text.
    Note: This information goes in the student's permanent record. There is no limit to the length of the entry.


    See Create a Log Entry for details of the Federal Gun Safe Schools Act Information fields.

    Note: Depending on your state, additional state-specific fields may appear. Modify the fields as necessary.

  5. Click Submit

Delete a Log Entry

Occasionally a log entry must be deleted from the student's permanent record. Only those school administrators with the proper permissions can delete a log entry.

  1. On the start page, search for and select a student.
  2. Under Administration, choose Log Entries from the student pages menu. 
  3. Click the date of the entry you want to delete. 
  4. Click Delete.
  5. Click Confirm Delete

Add a Discipline Alert

Use a Discipline alert to indicate and make staff members aware of a student's discipline information.

  1. On the start page, search for and select a student.
  2. Under Administration, choose Log Entries from the student pages menu. 
  3. Click Edit Discipline Alert
  4. Use the following table to enter information in the fields:

    Field

    Description

    Discipline Alert Text

    Enter the discipline-related information.

    Alert Expires

    Enter the alert expiration date, if any, using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry. If there is no expiration date, use the default entry 0/0/0.

  5. Click Submit. The Discipline Alert icon appears at the top of each page for the selected student. If the student does not have a Discipline alert, the icon does not appear.
  6. Click the Discipline Alert icon to read the alert from any page. 
  7. Click Close to close the Discipline Alert window.
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