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Behavior Incident Report System (BIRS)
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Version 3.1
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June 2025_rev February 2026
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Spreadsheet Developed by: Myrna Veguilla Figueroa, MSMS, MPH
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Questions/Concerns: veguilla@usf.edu
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Click for data entry video tutorial
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Click for tutorial on using the tabs
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Instructions
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Data Entry and Quality Checklist
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BIRS Data Entry Common Errors
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Review BIRS Excel File for data entry errors that can result in data quality concerns
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Errors within data entry may indicate a need for additional training for the staff member entering BIR data
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Program Information Tab
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● Recording inaccurate population counts for the program (by Gender, IEP, DLL, race, ethnicity)
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Child Enrollment Tab
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● Enrolling children twice
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● Recording incorrect demographic information for each child
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● Deleting children after they have left the program (use the disenroll option instead)
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BIR Data Entry Tab
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● Failure to use drop down lists to make selections (Do not type in responses! Although it is faster, errors in spelling, spacing, and capitalization can cause errors.)
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● Typing in date incorrectly (correct format: mm/dd/yy)
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● Typing in time incorrectly (correct format is in 24 hours time/military time OR changing AM to PM as needed)
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● Leaving blanks when you don’t know (Other’s Involved – use "None" or "Other", Motivation – use "Don’t know", Admin Follow-Up – use "Not applicable").
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● Any manipulation of data (i.e., deleting BIR entries, changing child or classroom ID)
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BIR Completion Checklist
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Review these questions for BIR completion errors that can result in data quality concerns
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Answering yes to these questions may indicate a need for additional staff training on the BIR completion process
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● Are teachers checking ONE box per criteria (e.g., the most intrusive behavior, one activity, one possible motivation, etc.
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● Are all necessary fields being completed (e.g., no missing data)?
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● Are teachers leaving blanks when they don’t know?
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● Are there increases in use of Don’t Knows as a response?
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● Are multiple BIRs being turned in for the same child within a small time frame?
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● Are BIRs being turned into the data entry staff person on a regular basis?
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● Are completed BIRs being entered into the excel file in a timely manner?
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