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Anonymous Reporting Link
The behavior observation system begins by providing a link on the school website
that provides a form for reporting an incident of inappropriate behavior, a victim
of inappropriate behavior or an observation of potentially illegal activities. On
this form, the person making a report can opt to include their contact information
if they choose.
Report Reception
The anonymous link is specially coded to flow the administrator of the school system
that the behavior report is related to. The administrator receives an email and
a text message that informs them instantly that a new report has just been submitted
to the system. The administrator can log on to the system at anytime and view the
report and screen it for validity. Once the report is screened and the administrator
determines that it is valid, they can activate the report for a period of time (1
day, 2 days, 1 week, etc.). Once active, the report then automatically appears on
the dashboards all of the teachers, counselors, coaches or other superiors who interact
with the student indicated. Those superiors then receive an email and text message
notifying them that an observation request has been submitted and is now active
on their personal dashboard. The administrator can also initiate a report on the
system through their admin dashboard if they received a written complaint, a phone
report or would simply like to create their own report of a student.
Observers
Observers are the school staff who interacts with the student. Through a one time
per semester 30 minute set up process, each observer indicates all of the students
with whom they interact with. When the administrator activates a report, this report
then appears only on the personal dashboards of the staff who interact with that
student. This eliminates those staff members who do not share significant time with
that student over the course of their normal day. By using this filter, we eliminate
staff that will not be able to add significant observation reports due to their
limited interaction with the particular student creating a significant efficiency
of scale. When the observer logs on to their system, the report is waiting in a
cue with a certain expiration time based on how long the administrator has requested
to put this student under special observation. The report can be viewed for its
details and the student ID of the person who the administrator would like an observation
report for. Once the observation period has elapsed, the observer will receive an
email and text message notifying them that it is time to submit their report. Follow
up reminders will continue to go out to the observer for the next 72 hours. The
observer then logs in to their personal dashboard, clicks on the report, enters
in a 250 character summary of their observation of the student and clicks on submit.
The report then is sent to the administrator for further review and the report disappears
from the observer’s dash board of active observation requests.
Administrator Master Report
Once all of the observation reports are submitted or the 72 hour time period elapses,
the master report now contains the original complaint report and all of the observation
reports from the observers. The report can then be printed and archived for future
reference and the administrator now has a comprehensive observation specifically
for this student to use in their disciplinary proceedings if necessary. This report
includes time stamps of when the anonymous claim was submitted, when the claim was
activated, the expiration time of the request for observation and time stamps of
the received observation reports from the observers.
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