EVVRS Electronic Violence and Vandalism Reporting System 2005 / 2006.

EVVRSEVVRSElectronic Violence and Electronic Violence and

Vandalism Reporting SystemVandalism Reporting System

2005 / 20062005 / 2006

Key DatesKey Dates

October 26, 2005: System openedOctober 26, 2005: System opened

April 5, 2006: Annual Commissioner’s April 5, 2006: Annual Commissioner’s ReportReport to to the Legislature on Violence and Vandalism the Legislature on Violence and Vandalism

June 2: Annual District Report emailedJune 2: Annual District Report emailed

June 30: End of Reporting YearJune 30: End of Reporting Year

July 19:July 19: Verification of Data DeadlineVerification of Data Deadline

July 27:July 27: System closes; reopens in FallSystem closes; reopens in Fall

The ‘Two Branches’ of The ‘Two Branches’ of EVVRSEVVRS

VV-SA:VV-SA: Violence, Vandalism, Violence, Vandalism, Weapons and Substance AbuseWeapons and Substance Abuse

OROR

Other – Spec. Ed.Other – Spec. Ed. For Suspensions For Suspensions for Reasons for Reasons Other than Other than Violence Violence Vandalism or Substance Abuse Vandalism or Substance Abuse (involving (involving onlyonly students with students with disabilities as offenders).disabilities as offenders).

SupportSupport

[email protected]@doe.state.nj.us

Help Icon Help Icon

Supporting documents on Welcome Supporting documents on Welcome page at page at http://http://homeroom.state.nj.us.index.htmhomeroom.state.nj.us.index.htm::

– EVVRS Manual EVVRS Manual

–Frequently Asked QuestionsFrequently Asked Questions

–Incident Definitions and ScenariosIncident Definitions and Scenarios

Web User AdministratorWeb User Administrator

Each user should have an account. Each user should have an account. See your Web User Administrator See your Web User Administrator (WUA) to establish an EVVRS (WUA) to establish an EVVRS account.account.

Have WUHave WU5555A delete staff who no A delete staff who no longer use the EVVRS.longer use the EVVRS.

Data IntegrityData Integrity

Use the EVVRS Reporting FormUse the EVVRS Reporting Form

Accurate Reporting – Pick the right Accurate Reporting – Pick the right category!category!

Complete Reporting. Include:Complete Reporting. Include:

– an incident description whenever an incident description whenever possible possible

– offender and victim information.offender and victim information.

Retain incident records for five years. Retain incident records for five years.

Local IssuesLocal Issues

Be sure to hold an in-service at the Be sure to hold an in-service at the beginning of the school year. Review beginning of the school year. Review the reporting form, incident definitions the reporting form, incident definitions and scenarios.and scenarios.Keep up with data entry.Keep up with data entry.File copies of incident reports by school.File copies of incident reports by school.File Annual District Report.File Annual District Report.

SecuritySecurity

Encrypted data entry Encrypted data entry

Firewall prevents unauthorized Firewall prevents unauthorized accessaccess

SystemSystem RequirementsRequirements

Computer with Internet AccessComputer with Internet Access

Web Browser SoftwareWeb Browser Software– Internet Explorer 5.0 +Internet Explorer 5.0 +– Netscape 4.7 +Netscape 4.7 +

Adobe Acrobat ReaderAdobe Acrobat Reader

Microsoft WordMicrosoft Word

Microsoft PowerPointMicrosoft PowerPoint

AccessingAccessing the the EVVRSEVVRS

http://homeroom.state.nj.ushttp://homeroom.state.nj.us

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The HELP IconThe HELP IconFAQFAQEVVRS User Manual EVVRS User Manual PowerPoint PresentationPowerPoint [email protected]@doe.state.nj.us

[email protected]@doe.state.nj.us   (for private schools for disabled) (for private schools for disabled)

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AccessingAccessing the the EVVRSEVVRS

http://http://homeroom.state.nj.ushomeroom.state.nj.us

Note: Do not use www

http://http://homeroom.state.nj.ushomeroom.state.nj.us

What was Changed in 2004 ?What was Changed in 2004 ?

New Violence New Violence Categories:Categories:

New Substance New Substance Abuse Categories:Abuse Categories:

For substance For substance abuse:abuse:

If student If student refuses a refuses a

medical exammedical examandand

you do not you do not select a select a

substance substance typetype

Also changed in 2004Also changed in 2004

New Victim Information:New Victim Information:

Changed in 2005Changed in 2005

““IEP Services Received,” on the Offender IEP Services Received,” on the Offender Information page, was removed.Information page, was removed.

If a student with a disability receives an in-If a student with a disability receives an in-school suspension – for whatever reason, school suspension – for whatever reason, the incident and suspension should be the incident and suspension should be entered onto the system. entered onto the system.

Multiple Actions Taken for a student Multiple Actions Taken for a student offender may be entered offender may be entered

Don’t Forget Victim InformationDon’t Forget Victim Information

Do we enter incidents that occur during the Do we enter incidents that occur during the summer ?summer ?

Report incidents of vandalismReport incidents of vandalism

occurring in the summer when occurring in the summer when the EVVRS opens in the fall the EVVRS opens in the fall

Should incidents of vandalism by unknown Should incidents of vandalism by unknown persons be reported?persons be reported?

Yes !Enter the amount, and click on Offender Unknown

IF a student is classified Special Ed IF a student is classified Special Ed

In the middle of the year,In the middle of the year,

Should I use their same Student ID?Should I use their same Student ID?

NO !Assign a new Student ID!

What do I do if a regular student is mistakenly What do I do if a regular student is mistakenly cited for insubordination as a Special Ed cited for insubordination as a Special Ed

student?student?

This case DOES NOT belong in the EVVRS System

You cannot delete the case yourself !

Send an email to NJDOE – They will delete it !

What if the medical exam conducted to confirm What if the medical exam conducted to confirm suspicion of drug use comes back negative?suspicion of drug use comes back negative?

If student refuses a medical examination for suspicion of use:

Enter “REFUSED” in Comments areaRefusing the exam is considered admission

to the offense!Choose: Suspected Use Confirmed and Omit

Substance Type

Choose: Suspected Use Not Confirmed

For More Situations …For More Situations …

Check out the FAQ Document

Check out theEVVRS Scenarios

Also …

Entering Incident InformationEntering Incident Information

Don’t press the Enter Key!Don’t press the Enter Key!

Tab or Click into each FieldTab or Click into each Field

Enter data via:Enter data via:– Drop down arrows (or ALT+Drop down arrows (or ALT+))– Down arrow keyDown arrow key– TypeType

One Incident can haveOne Incident can haveMany OffendersMany Offenders

and/orand/orMany VictimsMany Victims

Don’t Forget!

Write the In

cident #

on your paper forms!

If Multiple Disciplinary If Multiple Disciplinary Actions:Actions:

Add an offender record, with the same Add an offender record, with the same student ID # as entered on the original student ID # as entered on the original

offender record, for any subsequent offender record, for any subsequent disciplinary actions. disciplinary actions.

After each screen:After each screen:

Please be Patient!Please be Patient!

Don’t Click CONTINUE Again!Don’t Click CONTINUE Again!

If Incident Data Fails an edit, School If Incident Data Fails an edit, School Name is reset to Default Value Name is reset to Default Value

……. Change It Back !!……. Change It Back !!

Note: Warning Message!

If Offender Data Fails an edit, If Offender Data Fails an edit, Offender Type is reset to Default Offender Type is reset to Default Value ……. Change It Back !!Value ……. Change It Back !!

Note: Warning Message!

To Print a FormTo Print a FormCTRL + PCTRL + P

To Print any ScreenOn PC:Print Screen KeyThen Paste into Word

On Macintosh:COM + SHIFT + 4Highlight Area …. Save as .jpg

To add, change, or view To add, change, or view datadata

Searching for RecordsSearching for RecordsAlways Always identifyidentify the school the school

first!first!

Duplicate Incident Numbers ?

These are most likely not duplicates, as there is one listing of an incident for each offender/victim.

Click on Incident Number to:Click on Incident Number to:

Add an offenderAdd an offender

Add a victimAdd a victim

Change Incident InformationChange Incident Information

Click on Offender Type to:Click on Offender Type to:

Change an actionChange an action

Delete an offenderDelete an offender

Click on Victim Type to:Click on Victim Type to:

To Delete a VictimTo Delete a Victim

Click on Student ID to:Click on Student ID to:

Change Student InformationChange Student Information– NameName– GenderGender– RaceRace– Student Disability CategoryStudent Disability Category

Can I change Student ID?Can I change Student ID?Can I change Offender Can I change Offender

Type?Type?

Must delete offender recordMust delete offender record

and then re-enterand then re-enter

NO!

Can I delete an Incident?Can I delete an Incident?

Re-enter new correct IncidentRe-enter new correct Incident

ThenThen

Email EVVRS to delete the Email EVVRS to delete the incorrect Incidentincorrect Incident

NO!

ReportsReports Order via Main MenuOrder via Main Menu

Arrive via email the Arrive via email the next daynext day

Printing Reports

Layout = LandscapeFont = Courier 10

Annual District ReportAnnual District Report

On June 9, the EVVRS issues the Annual District Report

The fax-back verification form must be returned by July 19

Individual schools do not receive final annual reports.However, they may request any of the school reports from the

system at any time.

Public School Safety Law Public School Safety Law “Annually, at a public hearing in October, the

superintendent of schools shall report to the board of education all acts of violence and vandalism … “

Recommended Documents for the Public Hearing:

Annual District Report Incident Listing Summary Count of Incident Detail

User InformationUser Information

NameName

PhonePhone

Email addressEmail address

PasswordPassword

To establish a new user:Request your District Web Administrator

to create a new account.Then, Delete the old user.

Can make changes to:Can make changes to:

EVVRSEVVRS

Don’t Forget To Report It !!!

Enter Data Early … Avoid the June / July Rush !!!

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