(HIB-ITP) Data Collection System User Manual
Contents
1. Select the program approach initiative that was implemented from the drop down list If you select Other from the list please provide a description of the program in the space provided Note gt H B related discussions at such functions as Back to School Night faculty meetings and School Safety Team Meetings are not considered appropriate implementation of a program approachiinitiative for the purposes of this data collection 11 Select Yes or No to indicate whether training was provided to support the program 12 Using the format indicated enter the date on which the program started 13 Enter the total number of hours for which the program was conducted e g 5 2 3 5 or 10 14 Enter the number of days per week the program was provided on average 15 Enter the number of weeks per reporting period the program was provided 16 Select the target population for which the program was designed check all that apply 17 Select the school wide condition s for which the program was designed to address check all that apply For guidance on the school wide conditions listed click the Domains of Safe and Supportive School Conditions for Learning link 18 Enter the first and last name of the person responsible for evaluating the program Select a title from the drop down list that most closely matches this person s title within your school district 19 To enter additional programs for the same school or di2. entered will appear Click Print at the top of the page To print a status report for Trainings Provided and or Programs Provided select the school or select district wide for a district level report Click Print Status Report Trainings or programs that have been entered will appear Click Print at the top of the page B To Order Full Reports 2 From the Main Menu click Reports Select the report period from the drop down list for which you would like to order reports Enter your last name and first name in space provided Enter your email address required and an alternate email address optional in the space provided Enter your phone number required and extension optional in the space provided Select the report s you would like to order and click Submit and OK You will receive the full report s you ordered via email from evvrs doe state nj us on the next business day Click Print if you would like to print the report order confirmation Click Main Menu to return to the Main Menu Page 12 of 12 Part 5 Semi annual District wide Certification of HIB ITP Data HIB ITP data is required to be certified semi annually through the Certification of HIB ITP Data button Certification for Report Period is due by January 31 Certification for Report Period 2 is due by July 15 All data entered for both report periods must be verified for accuracy by the chief school administrator or charter school lead person prior
3. to the submission of the semi annual district wide certification to the NJDOE as described below 2 From the Main Menu click Certification HIB ITP Data Enter the first and last name of the person certifying for your agency in the space provided Select a position title from the drop down list that most closely matches your job title If you do not see a position title that closely matches your job title select Other from the drop down list Type your job title in the space provided Select the reporting period for which you are submitting data and click Submit Data and OK to submit The Confirmation of Submission page will appear Click Print to print a copy of this confirmation for your records Click Back to Main Menu to return to the Main Menu or click Logout to exit the system Please contact EVVRS Support at evvrs doe state nj us with any questions
4. 30 2015 Between January 2015 and June 30 2015 Report Period 2 HIB Investigations and Affirmed HIB Incidents i e found to be HIB and HIB Trainings and Programs via the Harassment Intimidation and Bullying Investigations Trainings and Programs HIB ITP Data Collection System January 2015 to June 30 2015 July 15 2015 Between September I 2015 and December 31 2015 Access to the Harassment Intimidation and Bullying Investigations Trainings Program HIB ITP Only staff assigned Electronic Violence and Vandalism Reporting System EVVRS district level permission can access the HIB ITP system 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 NIDOE Homeroom page for additional guidance Page 3 of 12 Part Data Entry A To report the Number of HIB Investigations initiated and completed within 10 days and the Number of HIB Incidents that were affirmed i e found to be HIB by the board of education governing authority 2 Go to the NIDOE Homeroom page Cl
5. HIB that are investigated are entered in the Number of HIB Investigations box The Number of HIB Incidents Affirmed by the Board of Education box is to be accessed only when BOTH an HIB investigation substantiates the report as HIB and the board of education governing authority affirms the incident as HIB i e found to be HIB gt Page 4 of 12 If the board of education governing authority has not yet had an opportunity to affirm the results of an HIB investigation by the end of Report Period you will be able to go back into the Report Period data collection in the HIB ITP system during Report Period 2 to enter the Number of HIB Incidents Affirmed by the Board of Education box see Part 2 Updating Records Substantiated HIB incidents that are affirmed by the board of education governing authority after the deadline for submitting Report Period 2 data cannot be entered into the HIB ITP system but supporting documentation should be made available to the NJDOE upon request If the board of education governing authority rejects a substantiated report of HIB i e found NOT to be HIB only enter the investigation in the Number of HIB Investigations box The Number of HIB Investigations Initiated the Number Completed within 10 days and the Number of HIB Incidents Affirmed by the Board of Education must be completed for each school in your district The number of HIB incidents affirmed i e found to be HIB by the board of education governing
6. Harassment Intimidation and Bullying Investigations Trainings and Programs HIB ITP Data Collection System User Manual General Information Report Periods and Submission Dates 2 Access to HIB ITP 2 Data Entry Part IA Reporting HIB Investigations and Incidents 3 Part IB Reporting HIB Trainings 4 Part IC Reporting HIB Programs Approaches Initiatives 5 Updating Records Part 2A Updating Investigations and Incidents 8 Part 2B Updating Trainings Provided 8 Part 2C Updating Programs Provided 9 Deleting Records Part 3A Deleting HIB Investigations and Incidents 10 Part 3B Deleting Trainings Provided 10 Part 3C Deleting Trainings Provided 10 Reports Part 4 Printing Status Reports and Ordering Full Reports II Official Submission Part 5 Semi annual District wide Certification of HIB ITP Data 12 October 2014 Report Periods and Submission Dates Page 2 of 12 Report Period I HIB Trainings and Programs via the Harassment Intimidation and Bullying Investigations Trainings and Programs HIB ITP Data Collection System July 1 2014 to December 31 2014 January 30 2015 Between January 2015 and June 30 2015 Report Period I HIB Investigations and Affirmed HIB Incidents i e found to be HIB via the Harassment Intimidation and Bullying Investigations Trainings and Programs HIB ITP Data Collection System September 2014 to December 31 2014 January
7. authority entered into the HIB ITP system should match the number of HIB incidents entered into the Electronic Violence and Vandalism Reporting System EVVRS for each report period School personnel responsible for completing the certification of HIB ITP data two times per year through the HIB ITP data collection system Part 5 must ensure that all affirmed incidents of HIB i e found to be HIB have been reported accurately in both the HIB ITP and EVVRS data collection systems and that the chief school administrator or charter school lead person has certified the official submission to the NJDOE prior to submitting the data To report the Number of HIB Trainings that were conducted in each school or district wide 2 Go to the NIDOE Homeroom page Click HIB ITP Enter your four digit district ID number user ID and password and click Login to display the Main Menu For login issues see Access to HIB ITP Click Data Entry Menu Select the appropriate reporting period from the drop down list Locate the section titled Training Provided for the school or district wide Select a school or district wide from the drop down list Click Add New Trainings Provided Review the definition of training provided in the box at the top of the page Select the type of training by clicking the appropriate check box If you select Other Training Content select one or more of the topics that apply Please note that meet
8. d for which you will be deleting Select a school or district wide and click Modifying Existing Trainings Select the delete check box es next to the associated ID number of the training s and click Delete and OK to submit To delete additional training s from another school or district wide click Back to Data Entry Menu and repeat steps 3 and 4 To delete training s from another school or district wide in another reporting period click Back to Data Entry Menu and repeat steps 2 through 4 To Delete Programs Provided From the Main Menu click Data Entry Menu Select the reporting period for which you will be deleting Select a school or district wide and click Modifying Existing Programs Select the delete check box es next to the associated ID number of the program s and click Delete and OK to Submit To delete additional program s from another school or district wide click Back to Data Entry Menu and repeat steps 3 and 4 To delete program s from another school or district wide in another reporting period click Back to Data Entry Menu and repeat steps 2 through 4 Page 11 of 12 Part 4 Printing Status Reports and Ordering Full Reports To Print a Status Report From the Main Menu click Data Entry Menu Select the reporting period from the drop down list for which you want to print a status report To print a status report for HIB Investigations and Incidents click Print Status Report All data that has been
9. ds is 0 Repeat for each field that needs to be edited After all the revisions are entered click Save and OK to submit The District Total should reflect the new entries If you need to update an entry for a different report period click Back to Data Entry Menu and repeat steps 2 through 6 B To Update Training Provided 2 From the Main Menu click Data Entry Menu Select the reporting period for which you will be updating Select a school or district wide and click Modify Existing Trainings Click the ID number associated with the training you would like to update The ID number is a link that will allow you to view and modify information associated with this training Update data by highlighting or selecting the appropriate data field s Enter the updated information The updated information will appear in the data field s When updating is complete click Update and Back to training list To update additional trainings in the same school or district wide repeat steps 4 through 6 To update trainings in a new school or district wide click Back to Data Entry Menu and repeat steps 3 through 7 If you want to update trainings for a school or district wide in a different report period click Back to Data Entry Menu and repeat steps 2 through 6 Page 9 of 12 C To Update Programs Provided 2 From the Main Menu click Data Entry Menu Select the reporting period for which you will be updat
10. ick HIB ITP Enter your four digit district ID number user ID and password and click Login to display the Main Menu For login issues see Access to HIB ITP Click Data Entry Menu Select the appropriate reporting period from the drop down list Click Enter and Edit HIB Investigation and Incident Numbers Enter the number of HIB investigations that were initiated for each school for the selected reporting period in the Total Initiated box Enter the number of HIB investigations that were completed for each school within 0 days for the selected reporting period in the Completed within 10 days box Enter the number HIB incidents that were affirmed by the board of education governing authority for each school for the selected reporting period in the Number of HIB Incidents Affirmed box This number should also equal the number of incidents reported as HIB in EVVRS When the HIB investigations and incidents data input are complete for your school s click Save and then click OK to submit From here you may 1 Click Back to Data Entry Menu to enter data for HIB trainings Part 1b or HIB programs Part Ic OR 2 Click the Back to Main Menu to request reports Part 4 to complete the semi annual official data certification process Part 5 or to logout Options to return to the Data Entry and Main Menus to print and to logout are located at the top of each page in the HIB ITP system Notes gt The number of reports of
11. ing Select a school or district wide and click Modify Existing Programs Click the ID number associated with the program you would like to update The ID number is a link that will allow you to view and modify information associated with this program approach initiative Update data by highlighting or selecting the appropriate data field s Enter the updated information The updated information will appear in the data field s When updating is complete click Update and Back to program list and OK to submit To update additional programs in the same school or district wide repeat steps 4 through 6 To update programs in a new school or district wide click Back to Data Entry Menu and repeat steps 3 through 7 To update programs for a school or district wide in a different report period click Back to Data Entry Menu and repeat steps 2 through 6 Page 10 of 12 Part 3 Deleting Records Please note that deleted information cannot be retrieved A To Delete HIB Investigations and Incidents From the Main Menu click Data Entry Menu Select the reporting period for which you will be deleting Click Enter and Edit HIB Investigations and Incident Numbers Delete investigation or incident numbers by highlighting or selecting the appropriate data field s and entering zero Click Save and OK to submit B To Delete Training Provided From the Main Menu click Data Entry Menu Select the reporting perio
12. ings such as Page 5 of 12 School Safety Team meetings Anti Bullying Specialist meetings and district school staff meetings are not considered trainings for the purposes of this data collection Notes gt gt gt HIB Training on District HIB Policy Only cannot be selected along with Other Training Content If your district conducted both HIB Training on District HIB Policy Only and Other Training Content as listed in the next section at the same session these must be entered as separate trainings If you select check if the HIB training on district policy included instruction on preventing bullying on the basis of protected categories and other distinguishing characteristics then HIB Training on District HIB Policy ONLY must be selected as well Using the format indicated enter the date on which the training was conducted Enter the total number of hours for which the training was conducted e g 5 2 3 5 or 10 Select the number of participants that received the training Select the target population for which the training was designed check all that apply To enter additional trainings for the same school during the same reporting period if a school was selected or district wide if district wide was selected click Save and Add more trainings and repeat steps 10 through 14 OR To enter additional trainings for another designated school not originally selected t
13. o change from school to district wide to change from district wide to a school or to change reporting periods click Save and Go to training list click OK to submit and then click Back to Data Entry Menu and repeat steps 5 through 14 If you do not want to save this training click Cancel and Go to training list From here you may 1 Click Back to Data Entry Menu to enter data for HIB Investigations and Incidents Part la or HIB programs Part Ic OR 2 Click Main Menu to request reports Part 4 to complete the semi annual official data certification process Part 5 or to logout Options to return to the Data Entry and Main Menus to print and to logout are located at the top of each page in the HIB ITP system C To report the Number of HIB Programs Approaches Initiatives that were conducted in each school or district wide 2 Go to the NIDOE Homeroom page Click HIB ITP Enter your four digit district ID number user ID and password and click Login to display the Main Menu For login issues see Access to HIB ITP Page 6 of 12 4 Click Data Entry Menu 5 Select the appropriate reporting period from the drop down list 6 Locate the section titled Program Provided for the school or district wide 7 Select a school or district wide from the drop down list 8 Click Add New Programs Provided 9 Please review the definition of program provided in the box at the top of the page 10
14. strict wide during the same reporting period click Save and Add more programs and repeat steps 6 through 8 OR 20 To enter additional trainings for another designated school not originally selected to change from school to district wide to change from district wide to a school or to change reporting periods click Save and Go to program list then click Back to Data Entry Menu and repeat steps 5 through 18 Page 7 of 12 21 If you do not want to save this program click Cancel and Go to training list At this point you may 1 Click Back to Data Entry Menu to enter data for HIB Investigations and Incidents Part la or HIB trainings Part 1b OR 2 Click Main Menu request reports Part 4 to complete the semi annual official data certification process Part 5 or to logout Options to return to the Data Entry and Main Menus to print and to logout are located at the top of each page in the HIB ITP system Page 8 of 12 Part 2 Updating Records A To Update HIB Investigations and Incidents 2 From the Main Menu click Data Entry Menu Select the reporting period for which you will be updating Click Enter and Edit HIB Investigations and Incident Numbers Find the school for which you would like to update information and highlight the appropriate data field you would like to change Enter the new number into that data field The updated information will now appear in the data field The default for these fiel
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