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AI agent for school administrators

Student Discipline Documentation Agent

Complete, consistent discipline records with parent contact and follow-up

Student Discipline Documentation Agent: what goes in, what the agent does and what you get

What it does

Each discipline incident needs a record, parent contact, a consistent consequence and follow-up, and these steps are easy to miss. This agent reads incident reports from staff and checks they include the facts, witnesses and the policy rule involved. If pieces are missing, it asks the reporting staff member and checks again. It looks up the student's past incidents and the policy's consequence steps. Students with a support plan need the plan's rules checked before any consequence. It drafts a suggested consequence and a parent letter. It then tracks parent contact and any follow-up meeting until both are logged. The administrator decides the consequence and approves the letter.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedNo 1 STARTS WHEN Incident report submitted 2 DOES Check the report for facts, witnesses and rule 3 CHECKS THE RESULT Is the report complete? If not: ask the staff member for missing details. Backto step 2. 4 USES A TOOL Look up history, policy steps and support plans 5 DOES Draft suggested consequence and parent letter 6 YOU APPROVE Administrator decides and approves the letter 7 USES A TOOL Track parent contact and follow-up 8 RESULT Complete incident record
Read the steps as a list
  1. Incident report submitted
  2. Check the report for facts, witnesses and rule
  3. Is the report complete?If not: ask the staff member for missing details. Back to step 2.
  4. Look up history, policy steps and support plans
  5. Draft suggested consequence and parent letter
  6. Administrator decides and approves the letterThe agent waits here for your OK.
  7. Track parent contact and follow-up
  8. Complete incident record

How it decides

It suggests consequences by policy step based on past incidents and flags students with support plans.

  • Support plans checked first
  • Consequence follows policy steps
  • Parent contact within one school day

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Policy steps
  • Letter templates
  • Follow-up timing

What keeps you in control

It always asks you first

  • Deciding consequences
  • Sending parent letters

Hard limits

  • Never decides consequences
  • Keeps records private

It stops when

  • Done: record complete
  • Stop: safety concern; follow safeguarding process

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensOn 7 February a report about a hallway fight lacked witnesses. The completeness check failed, so the agent asked the teacher, who added two names. The student had one prior incident and no support plan, so policy suggested a one-day detention. The administrator approved it and the letter. The contact check later showed no parent reply, so the agent prompted a phone call.

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