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Free module · MIT licensed

Student discipline and behaviour records

A teacher logs what happened, against the student it happened to. The note stays on the student's record for as long as they are at the school — including after the teacher who wrote it has left. Staff only, never shown to parents. Free in the GegoK12 school ERP core.

See it in the demo All GegoK12 modules
  • FreeCore module. No per-student fee, no subscription.
  • Staff onlyNothing from this module reaches parents or students.
  • PermanentSurvives promotion, and the author leaving.
  • No permissionsEvery staff account can read every record.
Why this module exists

Staff leave. What they knew leaves with them.

Most of what a school knows about a difficult student is not written down anywhere the school owns. It is in a class teacher's diary, in a WhatsApp group, in a conversation between two teachers in a corridor. It works, in the sense that the people who need to know usually do know — right up until one of them resigns in April.

Then a new teacher inherits the class and starts from nothing. A pattern that four different teachers had each noticed once, and nobody had joined up, disappears. A parent meeting is held with no record of the three earlier ones. And when the head is finally asked to justify a decision — by a parent, a board, or an inspector — the evidence is a set of recollections, some of which belong to people who no longer work there.

The point of writing an incident into the system rather than a notebook is not surveillance. It is that the record belongs to the school instead of to the person who happened to be standing there. A teacher can leave in the middle of a term and the school still knows what happened in September.

Scope

A filing cabinet, not a behaviour programme

Most software sold in this category is a behaviour points system with rewards, parent alerts and dashboards attached. This is not that, and the difference is worth being clear about before you install it.

What it does

Record keeping, internal to the school

  • Records an incident against a named student
  • Keeps who logged it and when
  • Shows a student's full history on their record
  • Keeps that history after the student changes class
  • Keeps it after the staff member leaves the school
  • Lets you attach a file or photograph to a record

What it does not do

Deliberately out of scope

  • Award or deduct behaviour points
  • Rank, score or grade students on conduct
  • Send an SMS or push notification to anyone
  • Show anything to a parent or to a student
  • Restrict a record to particular members of staff
  • Trigger an automatic consequence at a threshold

If you want merit points, house competitions and parent-facing behaviour feeds, this module will disappoint you and you should say so before you install. If you want the school to still hold the file in three years, it is the right shape.

Who can read a record

Every staff account. No exceptions.

Discipline records are visible to anyone with a staff login to your GegoK12 installation, and to nobody else. There is no setting that limits a record to the head, the class teacher or a counsellor, and no way to mark one confidential. A teacher in a different year group can open any student's history.

We would rather tell you that on the product page than let you find out after the data is in. It is a real constraint and it should shape how you use the module.

What that means in practice

Two things follow. First, staff accounts are the access control — so who gets one, and how quickly one is closed when somebody leaves, is the decision that matters. Second, the module suits factual incident records rather than sensitive case notes.

Safeguarding disclosures, counselling notes, medical or family circumstances and anything a child told a teacher in confidence do not belong here. Those need restricted access, and this module does not have it. Keep them wherever your safeguarding policy already says they go.

Because GegoK12 is self-hosted, the records sit on your server and your school remains the data controller. Nothing is sent to GegoSoft and there is no third-party processor in the path. Your own retention policy — how long a disciplinary note about a child should be kept, and who reviews it — still applies, and the software will not enforce it for you.

How a record gets made

Four steps, about a minute

The value of this module is entirely a function of whether a busy teacher will actually use it at 3.40pm. So it is short.

  1. 01

    Find the student

    A teacher or staff member opens the student from their class list or by searching the name or enrollment number. The discipline history is on the student record, next to attendance and guardian details, rather than in a separate system with its own login.

  2. 02

    Write what happened

    The incident is described against a type and a date, with the description in free text. Write it the way you would want it read back to you in a meeting eighteen months from now: what happened, where, who else was involved, and what was done about it.

    A severity level and the action taken are recorded alongside the description.

  3. 03

    Save it

    The record is stamped with the author and the date and attached to the student. Nothing is sent anywhere — no parent is notified, no alert is raised, no threshold is counted. If somebody needs to be told, a person tells them.

    A saved record can be edited or removed afterwards by an administrator.

  4. 04

    Read it back, years later

    The history stays on the student record through every promotion, every change of class teacher and every staff resignation. When the head, the new class teacher or the office needs the file before a parent meeting, it is one screen — not a hunt through somebody's old diary.

    Incidents can also be listed and filtered across a class or a term rather than one student at a time.

The discipline record screen in the GegoK12 admin panel, showing a student's incident history
Placeholder — replace with a screenshot of the discipline record screen in the admin panel.
Against the alternatives

Three ways a school keeps this information

The honest comparison is not against other software. It is against the notebook, which is what most schools actually use.

  A teacher's notebook GegoK12 discipline records Behaviour points platforms
Who owns the record The teacher The school The vendor's cloud
When that teacher leaves It goes with them Nothing changes Nothing changes
Who can read it Whoever is shown it All staff, no exceptions Usually role-restricted
Shown to parents No No Often, by design
Points and rewards No No Yes — the main feature
Where the data sits A drawer Your own server The vendor's servers
Cost Free Free — MIT licensed Typically per student, per year

Scroll the table sideways on a narrow screen →

Behaviour points platforms are a different product solving a different problem, and for a school running a structured positive-behaviour programme they are the better tool. This column is here so you can rule us out quickly if that is what you are shopping for.

Questions

Before you install it

Is the discipline module free?
Yes. Discipline records is one of the 26 free modules in the MIT-licensed GegoK12 core. There is no per-student charge and no subscription, however many students you have and however many records you keep.
Can parents see a discipline record?
No. Nothing from this module appears in the parent app, in a student login, or in any report a family receives. It is internal record keeping for the school. If a parent needs to be told about an incident, a member of staff tells them — the software neither does it for you nor stops you.
Who in the school can read a discipline record?
Any staff account. There is no role-based restriction, no confidential flag, and no way to limit a record to the head or the class teacher. A teacher in an unrelated year group can open any student's history. That is a genuine limitation rather than a design preference, and it means safeguarding disclosures and counselling notes should not be kept here.
What happens when the teacher who logged an incident leaves the school?
The record stays exactly where it is, still stamped with their name and the date. That is the main reason to use the module at all. Closing a staff account removes that person's access to the system; it does not remove anything they wrote.
Does a record follow the student to the next class?
Yes. The full history stays on the student record through every promotion. Unlike attendance, fees and marks — which belong to a particular academic year and start fresh each June — discipline history belongs to the child and carries forward for as long as they are enrolled.
Does the module send alerts to anyone?
No. Saving a record changes the record and nothing else. No SMS, no push notification, no email, no automatic escalation when a student reaches a certain number of incidents. If you want somebody told, use the communication module deliberately, or speak to them.
Is this a behaviour points or merit and demerit system?
No, and it is not trying to be. There are no points, no scores, no leaderboards and no rewards. It records what happened in words. Schools running a structured positive-behaviour programme with house points and parent-facing feeds will want a dedicated platform for that instead.
Can a record be edited or deleted after it is saved?
A saved record can be corrected or removed afterwards by an administrator. Confirm how your own installation is configured before you rely on records being permanent for evidential purposes.
Can I see all incidents across a class or a term rather than one student at a time?
Incidents can be listed and filtered across a class or a date range as well as read individually on a student record. If you need a specific report that the standard screens do not produce, GegoSoft takes on custom development and you get the source.
Does discipline history appear on a conduct certificate?
Conduct certificates come from Certificate management, which is a separate Pro add-on at $100 rather than part of the free core. Whether it draws on discipline history or is written by the office is a question about that module, not this one. Ask our team what your school needs before buying it.
Is keeping disciplinary records about children lawful where I am?
Schools have kept written disciplinary records for as long as there have been schools, and data protection law in most countries permits it as part of running the institution. What varies is how long you may keep a record, who inside the school may see it, and what a parent may ask to see. GegoK12 is self-hosted, so those records never leave your server and your school stays the data controller. We are software developers rather than lawyers — if your jurisdiction has a specific retention or access rule, check it, then set your own policy accordingly, because the module will not enforce one for you.
See it on a real record

Log an incident in the demo

The demo has students on it. Open one, add a discipline record, and see where it lands on the student file. It takes a minute and tells you more than this page can about whether the shape fits your school.

Open the demo Get the source on GitHub Talk to our team