evvrs reporting basics
Contents
1. EVVRS User Manual on the EVVRS Welcome Page under the heading User Documents Back to FAQ Contents EVVRS DATA ENTRY VV SA Incidents Incident Location H A bus stop is not part of school grounds and the incident would not be reported in the EVVRS However if an alleged incident of HIB is reported at the bus stop and the investigation confirms the incident was HIB related and the HIB was affirmed i e found to be HIB by the board of education then it would be reportable in both EVVRS and HIB ITP The ABR requires all incidents of HIB to be reported whether they occur on school grounds or not There is an option in the Incident Location section of the EVVRS Incident Report Form that is specifically to be used when an HIB incident occurs off of school grounds The definition of school grounds may be found on page 11 or at N J A C 6A 16 1 3 New Jersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 7 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised March 2015 a It would not be reported if the incident happened after school hours when students were not under school supervision However the school might invoke the code of student conduct for students involved the exception being if the incident is reported as HIB and the investigation confirms that the incident was HIB related Then the incident must be reported in the EVVRS regardless of whe2. EVVRS access Homeroom Administrators may refer to the Homeroom Administrator Manual located on the NJDOE Homeroom page for additional guidance z Your district s Homeroom Administrator HA must delete the old account and establish a new account Your district s Homeroom Administrator establishes school and district level user accounts for staff that require EVVRS access Homeroom Administrators may refer to the Homeroom Administrator Manual located on the NJDOE Homeroom page for additional guidance Back to FAQ Contents New Jersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 2 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised March 2015 Recordkeeping Paper EVVRS Incident Report Forms 5 Schools must use the Violence Vandalism and Substance Abuse Incident Report Form VV SA or the Report of Suspension Removal of Students with Disabilities paper reporting forms or the local equivalent to record data pertaining to an incident before entering that data in the EVVRS for five reasons 1 to expedite entry the data on the paper form should be complete before entering it in the EVVRS 2 to confirm EV VRS incidents after Report Period 1 and to verify EVVRS incidents after Report Period 2 the completed paper forms constitute the official record of incidents that occurred in the district 3 to track students the EVVRS tracks incidents n
3. applicable even when the offenders are unknown However only report these incidents in EVVRS when they occur between September 1 and June 30 Back to FAQ Contents Definition of School Grounds A As defined in N J A C 6A 16 1 3 school grounds means and includes land portions of land structures buildings and vehicles when used for the provision of academic or extracurricular programs sponsored by the school district or community provider School grounds also includes school buses school sponsored functions structures that support the buildings such as school district wastewater treatment facilities generating facilities and other central service facilities including but not limited to kitchens and maintenance shops School grounds also includes other facilities as defined in as defined in N J A C 6A 26 1 2 playgrounds and recreational places owned by municipalities private entities or other individuals during times when the school district has exclusive use of a portion of the land Back to FAQ Contents Finding the Incident Report You Want to Change A All registered EVVRS users whether they are district or school level users must locate and modify previously entered data by school A Each row of the table on the Search Result Page represents the record of a single offender or victim associated with a particular incident Thus for each incident with multiple offenders and or victims the Incident Number di
4. or victim of an act of violence must file a report describing the incident to the school principal pursuant to N J S A 18A 17 46 Any school employee who observes or has direct knowledge of the use possession or distribution of drugs or alcohol on school grounds must file a report describing the incident to the school principal pursuant to N J A C 6A 16 5 3 a and N J A C 6A 16 5 5 k and 5 6 k require reporting of weapons offenses Thus the report in EVVRS is only a record that an incident meeting the EVVRS criteria occurred Witnessing an incident is not a requirement for reporting it Reporting an EVVRS defined incident is based on the facts that are available to the employee making the report including his her own observations direct knowledge gained from an offender or victim of the incident or the findings of police investigations The Public School Safety Law N J S A 18A 17 46 states that all acts of violence vandalism and harassment intimidation and bullying HIB must be reported to the NJDOE Additionally N J A C 6A 16 5 3 a requires reporting of the use distribution or possession of alcohol or other drugs and N J A C 6A 16 5 5 k and 5 6 k require reporting of weapons offenses Even if it is alleged that there is a relationship between the classification and the action the incident must still be reported That said the age and cognitive development maturity consideration allows for a possible exception to reporting S
5. Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised March 2015 EVVRS Frequently Asked Questions FAQ EVVRS User Account Recordkeeping Paper EVVRS Incident Report Forms District Made Paper Incident Report Forms Filing and Storing Completed Paper Incident Report Forms Reporting Periods What Should Be Entered in the EVVRS Access to Information Student Records The District Board of Education and the Public EVVRS Support Emails Training User Manual EVVRS Incident Definitions links to Incident Definitions in new web page TEE Vandalism and Substance Abuse VV SA Weapons Offenses and Harassment Intimidation and Bullying Incidents Incident Location Multiple Offenders One Student as Offender and Victim Incident Type Offender and Victim Information Report of Suspension of Students with Disabilities Definition of Suspension Summer and After School Hours Incidents Definition of School Grounds Finding the Incident Report You Want to Change Editing Student ID Numbers pproved 1 ate Scl 10 ols for St udents with Disa bi ities Reporting Requirements Removal to Another Room The Role ofa Student s Disability Tee NG eager E Sry ET ey ees ata TOnTIrmMation and V eriication Data Confirmation Data Verification Data Certification New Jersey Department of Education Division of Student amp Field Services P O Box 500 Trent
6. JDOE Additionally N J A C 6A 16 5 3 a requires reporting of the use distribution or possession of alcohol or other drugs and N J A C 6A 16 5 5 k and 5 6 k require reporting of weapons offenses A We advise using the EVVRS Report Module to select the appropriate report s for your board of education The EVVRS report module also provides detailed Incident Category Summary and Incident Summary by Location reports as well as HIB reports such as the District HIB Summary Report which New Jersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 6 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised March 2015 will serve to inform your agency s governing body of HIB incidents per the ABR The EVVRS Report Module may be accessed by clicking on the EVVRS Report Module button from the EVVRS Welcome Page Back to FAQ Contents EVVRS Support Emails A All recent memorandum and attachments to CSAs charter school lead persons CSLPs and administrators of approved private school for students with disabilities APSSDs that are emailed to Homeroom Administrators are also posted on the EVVRS Welcome Page under the heading Notices Back to FAQ Contents EVVRS Support Training A All training and reference materials are available on the on the EVVRS Welcome Page under the heading Training Materials EVVRS Support User Manual A You can access the
7. ate schools for the disabled that may require technical assistance in the area of school safety In addition private schools for the disabled are included within the scope of N J A C 6A 16 and this includes Subchapter 5 School Safety and Security N J A C 6A 16 5 1 et seq Q We are small schools that serve troubled students many of whom have severe behavior problems Their home schools could not handle them Due to our small size and the type of students we serve we will almost certainly meet the Category B persistently dangerous criteria Will we be labeled as persistently dangerous A No private schools for the disabled are not included under the Unsafe School Choice Option Policy in regards to being labeled persistently dangerous but could they could meet the Early Warning Status criteria and then would be required to create a corrective action plan for NJDOE Q Do approved private schools for students with disabilities that have programs located within a public school need to enter their data separately from the public school A Yes public and private school data are reported separately and therefore must be entered independently using the school code assigned to each of each even if they share the same location Are APPSDs required to report twice each year APSSDs submit EVVRS data one time each school year by July 15 You may enter data throughout the school year until final verification in mid July APSSDs do not rep
8. board of education may determine in its discretion to maintain other records such as the EVVRS incident report as part of the mandated student record see N J A C 6A 32 7 5 e 10 ii A Pursuant to N J A C 6A 16 7 8 when a student transfers to a public school district from another public school district all information in the student s record related to disciplinary actions taken against the student by the school district shall be provided to the receiving public school district in accordance with N J S A 18A 36 19a and N J A C 6A 32 7 5 A No For confidentiality reasons the EVVRS will only accept the first letter of the student s first name and up to the first three letters of the student s last name It is recommended that you record the student s full name on the paper copy of the VV SA Incident Report for your records Back to FAQ Contents Access to Information The District Board of Education and the Public P According to N J A C 18A 17 46 two times each school year between September 1 and January 1 and between January 1 and June 30 at a public hearing the CSA shall report to the district board of education all acts of violence vandalism and harassment intimidation or bullying which occurred during the previous reporting period z The Public School Safety Law N J S A 18A 17 46 states that all acts of violence vandalism and harassment intimidation and bullying HIB must be reported to the N
9. cords Management Services RMS Records Series Number 0053 0004 agencies are required to retain the original VV SA Incident Report in the student discipline record for a period of 100 years Back to FAQ Contents Reporting Periods A As required by the Anti Bullying Bill of Rights Act ABR P L 2012 c 122 all public and charter schools are required to report EVVRS data to the NJDOE two times each school year between September 1 and December 31 and January 1 and June 30 For Report Period 1 data confirmation is due electronically by January 30 For Report Period 2 verification of all EVVRS data for the entire school year is due on the last day of school prior to July 15 You are required to complete the confirmation process after Report Period 1 and the verification process after Report Period 2 even if you have no zero incidents to report Back to FAQ Contents What Should Be Entered in the EVVRS A Depending on the district board of education s code of student conduct disciplinary action might result from an EVVRS reportable incident However the reporting of an incident in the EVVRS is independent New Jersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 4 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised March 2015 of any consequences the district imposes Any school employee who observes or has direct knowledge from a participant
10. ee Electronic Violence and Vandalism Reporting System EVVRS Primer Three Considerations on Reporting to the New Jersey Department of Education which may be accessed from the EVVRS Welcome Page under the heading Help for EVVRS Incident Reporting The board of education reviews each chief school administrator s CSAs report of the result of each investigation and issues a decision to affirm reject or modify the superintendent s decision pursuant to N J S A 18A 37 15 e Keep in mind that district boards of education may affirm the CSA s decision that the investigation did not meet the HIB criteria i e was not substantiated however only HIB incidents affirmed by your governing authority as HIB should be entered in the EVVRS and HIB ITP system The number of affirmed incidents i e found to be HIB by the board of education that are entered into the HIB ITP system should match what is entered into EVVRS The number of investigations is also entered into the HIB ITP system Back to FAQ Contents New Jersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 5 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised March 2015 Access to Information Student Records A N J A C 6A 32 7 3 enumerates those educational records which are mandated student records and it does not specifically include the EVVRS incident report However a district
11. information Whether the district uses the EV VRS report form or their own local form it must be approved by the local board of New Jersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 3 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised March 2015 education Whichever form you use be sure to record the Incident Number generated by the EVVRS on your paper form when you enter the incident into the system Back to FAQ Contents Recordkeeping Filing and Storing Completed Paper Incident Report Forms Fe It is recommended that you file the VV SA hard copies in the central office by school grouping together all pages that pertain to a single incident i e all incident HIB offender and victim information for that incident Then for each school place the forms in order by EVVRS incident number Two times per year you or someone else in the district will have to refer to the hard copies to reconcile the EVVRS reports such as the Incident Listing report and District Report of Violence and Vandalism with the paper copies Because the detail in EVVRS generated reports is grouped by school filing the district s paper reports by school makes locating them later for confirmation after Report Period and verification after Report Period 2 more convenient A According to the Department of the Treasury Division of Revenue and Enterprise Services Re
12. n it occurred as required by the ABR The ABR requires all affirmed incidents of HIB 1 e found to be HIB by the board of education to be reported whether they occur during school hours or not A Itis a local decision between districts to determine which school reports the incident to the NJDOE to eliminate redundancy A Yes because they are school sponsored events which apply under the definition of school grounds they should be reported a Off site program is defined as a program that is part of a school in which the student is enrolled but that operates at another site and has NOT been assigned a school code by the Department of Education The name and address of the off site program should be entered in the incident description field Off site school sponsored function should be used for incidents that occur on field trips or sporting events a No Programs must report incidents under their assigned school code However by entering the program name in the incident description field the Department of Education will be able to sort program data when reviewing data for schools identified as Early Warning or Persistently Dangerous a The school code that matches where the student s involved in the incident has his her attendance reported should be used to report an EVVRS incident You will only submit one data entry for the suspension of a student with a disability If the incident is affirmed as HIB i e fo
13. of the EVVRS User Manual located on the EVVRS Welcome Page under the heading User Documents Back to FAQ Contents Data Verification A This is when the CSA or CSLP confirms that all EVVRS reportable incidents occurring between January 1 and June 30 have been entered accurately and without omission and that all EVVRS data for the entire school year September 1 June 30 is accurate and complete A No the system will be closed after the Report Period 2 verification deadline A No the NJDOE must create district and statewide reports immediately after the deadline to meet federal and state reporting requirements New Jersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 13 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised March 2015 A The NJDOE has prepared a document titled Electronic Violence and Vandalism Reporting System EVVRS Recommendations for Data Confirmation and Verification to assist you This document can be accessed from the EVVRS Welcome Page under the heading Training Materials Data Certification A Yes the EVVRS and HIB ITP are two separate data collection systems Confirming verifying for the EVVRS does not fulfill the agency s requirement to certify for the HIB ITP two times per year Conversely certifying for the HIB ITP does not fulfill the agency s requirement to confirm verify for the EVVRS Each da
14. on NJ 08625 0500 1 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised March 2015 EVVRS User Accounts A Yes Each user should have their own personal user account a Your district s Homeroom Administrator HA establishes school and district level user accounts for staff that require EVVRS access To create or change Homeroom Administrator account please complete and fax the Create or Change Homeroom Administrator Form to the Office of Information Technology New Jersey Department of Education NJDOE at 609 633 9865 Homeroom Administrators may refer to the Homeroom Administrator Manual located on the NJDOE Homeroom page for additional guidance A District level users can enter data district wide edit data district wide delete data district wide officially submit reports have access to report module and perform all functions in HIB ITP system School level users can enter data for assigned school and edit data for assigned school A Contact your Homeroom Administrator to verify that your account is active and that you are using current login information If you still experience problems email evvrs doe state nj us Please include your district code in the email A Your district s Homeroom Administrator HA must delete the old account and establish a new account Your district s Homeroom Administrator establishes school and district level user accounts for staff that require
15. ort HIB ITP data Back to FAQ Contents Removal to Another Room Q Students who are misbehaving in class may be sent to another room where they receive instruction and assistance from a staff member If I count this as an in school suspension it will increase tremendously the burden of entering data A Removal to another room for classroom misbehavior would be considered an in school suspension if and only if the removal suspension is for one half day or more Such an incident is reportable on the EVVRS through the Suspension of Students with a Disability for Other Reasons button unless the incident meets the criteria for an EVVRS defined offense in which case it would be reported using the VV SA Incident Data button New Jersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 12 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised March 2015 Back to FAQ Contents Data Confirmation e This is when the CSA or CSLP confirms that all EVVRS reportable incidents occurring between September 1 and December 31 have been entered accurately and without omission into EVVRS through the EVVRS Confirmation button 4 Yes the system remains open and revisions are permitted until the system closes in mid July A If you have zero incidents to report you still must officially confirm your data Please refer to the the Official Submission section
16. ot students so schools cannot always tell who did what to whom from EVVRS generated reports The paper record of the incident can be helpful when looking for this kind of information 4 N J A C 6A 16 5 3 a l requires the information on the VV SA to be collected and 5 the Individuals with Disabilities Education Act IDEA P L 101 476 requires the information on the Report of Suspension Removal of Students with Disabilities form to be collected A The incident report form is available on the EVVRS Welcome Page under the heading Reporting Forms A Yes All fields of the Incident Report form can be filled in electronically on the computer The EVVRS reporting form is available on the EVVRS Welcome Page under the heading Reporting Forms n The district level EVVRS user needs the paper EVVRS forms to confirm that incidents entered into the EVVRS after Report Period 1 and to verify that incidents entered into the EVVRS after Report Period 2 are the same Whether or not you should send the paper copies to the district office is a decision that is based on your district s procedures however it is recommended that all EVVRS forms for the district are stored in one central location Back to FAQ Contents Recordkeeping District Made Paper Incident Report Forms A We recommend districts use the EVVRS Violence Vandalism and Substance Abuse Incident Report Form but districts may instead use their own form as long as it contains the same
17. spension of Students with Disabilities Definition of Suspension A What you describe would be reported as a disciplinary removal with the appropriate option selected in the Program Services Provided Upon Disciplinary Action section on the Report of Suspension of Students with Disabilities Report form Enter the incident in the EVVRS if it meets the criteria for an EVVRS defined offense in which case it would be reported using the VV SA Incident Report Form Back to FAQ Contents Summer and After School Hours Incidents a Incidents that occur between July 1 and August 31 should not be reported in EVVRS However districts should maintain their own records of incidents and actions taken In regards to HIB incidents follow your district s code of conduct in handling these incidents with respect to disciplinary action for the offender and support services for the victim and offender In addition you must conduct an investigation and report the results of the investigation to your governing authority as required by the ABR A Yes Arson damage to property and theft can all occur when school is closed Such EVVRS defined incidents are always reported according to district policy and the Memorandum of Agreement when New Jersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 10 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised March 2015
18. splays several times Because it appears twice you are seeing one incident with information for each of the two participants in the incident displayed Editing Student ID Numbers A Once the NJSMART number is entered for a particular student offender or victim it cannot be changed by the school or district If it is discovered after the incident is entered that the NJSMART number was entered incorrectly anytime that number is used in the future it will be associated with the wrong student If you have entered an NJSMART number in error you must contact the NJDOE immediately by emailing evvrs doe state nj us for specific instructions on how to proceed Please be sure to include your district code in the email New Jersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 11 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised March 2015 APPROVED PRIVATE SCHOOLS FOR STUDENTS WITH DISABILITIES Reporting Requirements Q Why are private schools for the disabled required to use the EVVRS We have always completed the incident forms and sent them to the home school of the offending student for reporting Why isn t that sufficient Additionally since we must return paper records of all disciplinary actions to the district when the student returns to his other school what is the point of our using this system A The NJDOE is interested in identifying priv
19. ta collection system has its own confirmation verification EV VRS and certification HIB ITP guidelines and requirements New Jersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 14
20. udent as an offender only in connection with both the assault and the fight while you would report the other student as a victim of the assault and as an offender in connection with the fight Back to FAQ Contents VV SA Incidents Incident Type A Select HIB from the Incident Detail section of the Incident Page and enter all the required data on this page Once you click the Submit Record button the HIB Information Page will appear This page only appears if HIB is selected on the Incident Page After completing the HIB Information Page click the Proceed button and continue to enter the incident data on the People Involved in the Incident Page New Jersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 9 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised March 2015 VV SA Offender and Victim Information A Yes the NJSMART number is required and is the only student identifier number entered The individual responsible for data entry must verify that the NJSMART number is entered exactly as it appears in your district s student information system A Enter 0 5 in the Days Suspended or Removed field of the Offender Information Page A Check home because this covers home assignments and home instruction You would check in school setting if programs services were provide in school Back to FAQ Contents Report of Su
21. und to be HIB by the board of education use the VV SA form and enter the incident under the HIB category in EVVRS using the Violence Vandalism and Substance Abuse VV SA Incident Data button New Jersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 8 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised March 2015 Back to FAQ Contents VV SA Incidents Multiple Offenders A An incident with multiple offenders as well as multiple victims if there are any is submitted in one report as a single incident When filling out the incident report print and complete as many offender and victim pages as necessary to capture all the information gt You may not always know who did what when reviewing an incident in an EVVRS report The EVVRS tracks incidents not students In other words what matters at the federal level is not who did what to whom but for example how many times did x occur and how many times was a student an offender or victim This is another reason why keeping the paper record of the incident and listing details in the Incident Description field can be helpful to the district Back to FAQ Contents VV SA Incidents One Student as Offender and Victim gt Yes in some cases for example when an assault escalates into a fight If two students were involved in such an incident you would report one st
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