Behavior Data Collection

Research tells us educators can make more effective and efficient decision when they have the right data in the right form at the right time.
Collecting and aggregating discipline data is vital to the PBIS process. The OSEP Technical Center on PBIS created a system for behavior data collection and reporting called SWIS (School Wide Information System) More information on SWIS can be found at their website, If you are interested in getting SWIS, contact your PBIS Coordinator, Pat Hubert, Penny McCormick-Giles, Crystal Mengenhausen, Kari Oyen or Stephanie Weideman.
SWIS is a reliable, confidential, web-based information system to collect, summarize and use student behavior data for decision making. Any of these systems will work. Some systems are simply easier to operate and draw data for analysis. Schools that choose not to use SWIS must have a method for collecting and aggregating their discipline data.

When collecting data for analysis in a PBIS framework, it is important that your team is clear on how data will be collected. In South Dakota we have schools that opt not to use SWIS, but rather collect data using Excel Spreadsheets, Google Forms, ICampus, and other school data systems.

As a PBIS building, schools will be asked to submit aggregate data three times per year, in mid-October, late January and May.
This data will include:
- Office discipline referrals per day, per month
- Office discipline referrals by location, (classroom, hallway, gym, etc)
It is important that whatever system your building decides to use, this data, at a minimum is collected.
This data might look something like this:

Best practice indicates that the "Big Five" are collected for each incident:
1. Office discipline referrals per day, per month
2. Office discipline referrals per location, i.e. how many referrals have been from the classroom, hallways, gym, commons, etc.
3. Referrals by problem behavior, i.e. # of referrals for Disrespect, # of referrals for Physical Aggression, # of referrals for Bullying, etc.
4. Referrals by time of day
5. Referrals by student

Whatever system your building decides upon, it is very important that all staff are clear on how to complete the referral form, what should be referred to the office, and what is teacher managed, and that the form is aligned to the data collection system so that data entry is easy and quick.
Lastly, be sure and set dates early in the year for times to share data with the entire staff. Staff that work hard to collect data consistently can become disenchanted with the process if they are never informed about who is actually looking at the data and how it is being used. Sharing data regularly is tool to build staff buy-in and continued good practice.

Data Collection Help and Resources:


If your building chooses to utilize SWIS, a licensing agreement will be completed and you will be trained on how to use the system. SWIS is VERY user friendly and the learning curve is not steep. SWIS is a nationally recognized behavior data collection system, and there are wealth of resources at the main SWIS website:
The Wisconsin PBIS website has also created a quick and easy overview training module you may find helpful when creating graphs for data analysis. This module is found online at:


If your building chooses to use Excel to collect data, there are resources available to help as well. The Missouri PBIS initiative has created a template they refer to as "The Big 5 Generator" that is free to download and use. This tool does require that someone on the PBIS team have an above average comfort level with MS Excel. It isn't terribly difficult, but an Excel beginner will struggle a bit. This a handbook on using the "Big 5 Generator"
You can download the Big 5 Generator here.

Infinite Campus

If your building chooses to use Infinite Campus, specifically the Behavior Tab within IC, you will need to have someone on staff that is familiar with the process of running Ad-Hoc reports within IC. It will also be important that all staff are trained on exactly how to use the Behavior Tab, and what information is mandatory and what is optional. Remember that information recorded on the Behavior Tab is accessible to parents.
There is a collection of Infinite Campus Behavior Tab resources here.

Google Forms
Google Forms can be used to collect discipline referrals as well. This can be an easy way for teachers to access and quickly report items.
There are a variety of templates available to collect this data.
This is a Prezi that was developed to explain how a Google Form can be used to collect data: Google Form for ODR Collection
There are several sample templates available within Google Docs.
This is a website that outlines how a Google form can use an "add-on" to create an automatic communication loop from Principal back to teacher regarding the outcome of an office referral.