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NM SARA User Manual

1. First Nare in Mid intial e LastName im oa owoarz000 Gender Female ssn Ra f ree Factse fae Ethnicity flack or Arican Americar Hispanic fie Details of the selected youth are displayed in read only mode Youth who have at least one RAI cannot be deleted RAI s must be deleted first 4 Click Delete button to delete the selected youth from the database 5 Click Home link to close this screen and go to Home page or click List of Youths to go to Youth List screen Page 27 of 73 Edit Youth 1 To modify details of a youth from the menu tab choose Youth amp RAI gt Search Youth 2 First Search for the youth Youth List matching the search criteria is displayed TE First Name en j Mid Tritial Last Name Facts an SeN Gender bottom TA Dee Te voum usr Hrotat Recor 7 12345 Blac oration aeae Ass pesersa ety venan pomer LAI Moona vewlecr neste hazas fete Ravan os aaa ra Se eo A a 124 1525423 martinez misty 14 15 1995 Female 535 26 asian Nes a viowlEdit belote BA a unary s hass untere mey eissame SE te ves 1 Mew tarpeet Ay j 525 89 american Inden asian cam 12 komea maniy irsya005 forats 52509 ranean ddian asian Iyoy _Mmeulectnate ry 525 03 american Inden RS A EEN E ee bomer pey laras Fomai 52509 Ameroan Inden Asan Vog 1 Mow cer oeatel A ay ko leases eean isy ovsrauon rama 525 89 asian vite o h fewleenoeetetRaT ooe e ea Max
2. Overrides Report The Reports Search screen appears Enter the required search criteria and click Search button Overrides Up and Down Report displayed in new pop up window as per the search criteria entered in the Reports Search screen Page 71 of 73 1 01 2008 ta 12701 2005 2 l Eine Heed 4 Overrides Up and Down is available only for Detailed type 5 Click Print button to view the report in a PDF pop up window To print go to File then Print Close out of the window with the Close button or the X located in the upper right hand side of the window 6 Click Export to Excel button to export the report to Excel File 7 Click Close Button to close the pop up window OGC Report How to see OGC Report 1 To search for report from the menu tab choose Reports gt OGC gt OGC Report Aggregate or Detailed The Reports Search screen appears 2 Enter the required search criteria and click Search button 3 OGC Report displayed in new pop up window as per the search criteria entered in the Reports Search screen Page 72 of 73 nfo Fon Detention center ren tocation Aut Fact nrea ocation 21 Gant Cenie Eke ame Gen00 Age Cthmisty ispanic Statute FIA Admit Dmte LOS Mefemai Mefeming Coller Osten nanie racinv 100 leering tthe a laait smth sets m 01 01 1990 19 wine ves Seinagneytohmorrim u ze zoono coven Brg EE pean Derinant ymore Adult Dasersa Ambar E
3. feere ee eee nme mame am 9 If the youth is not in the list click on Add Non CYFD Youth button in the Youth List screen Add Non CYFD Youth screen will be displayed Stome Cist of Youths mams C w ther r Datenton centar Saige Juu GeV vous sameer Co Admmed ey rrara nay samvepate rene 13 03 2009 0720 10 Enter required fields in Add Non CYFD Youth screen and click Submit Admission will be recorded for the youth 11 Click on Home link to go back to Home page Click on List of Youth link to go to the youth list screen Non CYFD Release 1 To record release for non CYFD youth from the menu tab choose Non CYFD gt Non CYFD Release 2 Select detention center from the dropdown and click on Search List of youth waiting for release will be displayed Page 63 of 73 Qliome 5 25715 remsie Chaves Coun 1DE Forel 9 2005 uae cheves County 0 kernel Click on Release link in the youth list Review and edit the release date and time for the selected youth and then press the submit button A confirmation message will appear indicating the release was saved successfully er it SARA Tm ao or Uist o Unread oaths RBs mr ines ten ae cs m el a steady ea eee patios aan sete nret 4 Click on Home link to go back to Home page Page 64 of 73 CHAPTER 9
4. AVERAGE LENGTH OF STAY Non CYFD POPULATION REPORT CLIENTS REFERRED WITH RAI DATA PROGRESS REFERRALS SCREENED BY CATEGORY AND SCORE LEVEL OVERRIDES UP AND DOWN OGC REPORT Page 3 of 73 CHAPTER 1 Welcome Welcome to SARA SARA is a web based application that provides state wide centralized youth detention screening and tracking services with several MIS Management Information System reports Users User s can be assigned one or more of the following roles in this chart Users Access Profile Chart User Types Main Screen Rights End Users Administrator Authentication Set authentication mode ITS Help Mode User management Desk New User Edit User Super User Search Create View Edit Create FACTS staff Youths youth data JDAI Admissions Create View Edit RAI History BCJ DC SCI Releases and individual records management Missing FACTS View Edit Detention History Missing Referral and individual records Record Admission Missing Record Release Conditions of Enter missing FACTS Release Enter missing Referral Reports Enter missing Conditions of System Release Messaging Run preset reports detail and Merge aggregate data Seal Unseal Merge duplicate youth Volume Sealing Seal Unseal record Add system messages Screener Search View Edit RAI History and BCJDC SCI individual records View Edit Create youth and RAI Population Search View RAI History and Detention Manager Admissi
5. Reports Reports Search 1 To search for reports from the menu tab choose Reports List of reports available Admission Releases Category e Population Aggregate e Population Detailed e ADP ALOS e Non CYFD Population Aggregate e Non CYFD Population Detailed RAI Category e Clients Referred with RAI Data Aggregate e Clients Referred with RAI Data Detailed e Progress Referrals Screened by Category and Score Level e Overrides Up and Down OGC Category e OGC Aggregate e OGC Detailed From the Reports tab choose the Report Category and then the Report Name The Reports Search screen appears Otome igot Admission Releases ADP ALOSRaporSear EEEE Wata AI alde marked ara eran to fall z E 3 P spay iformaton for Page 65 of 73 4 Enter the desired date range for your report 5 Lookup list for Display information for a County b Detention Center c Region and District d Statewide Total and List All Detention Centers e Statewide Total and List All Counties 6 Area Location dropdown only available if County Detention Center or Region and District are selected in Display information for list 7 Area Location 2 dropdown is only available if Region and District is selected for Display information for list Population Report 1 To search for report from the menu tab choose Reports gt Admission Releases gt Re
6. a juvenile detention facility 1 To record admission for non CYFD youth from the menu tab choose Non CYFD gt Non CYFD Admission A search filter will appear Clow 2 Enter search criteria in the filter and press Search List of youth satisfying the search criteria will be displayed 3 If you find the youth searched in the existing youth list click on Modify Non CYFD Youth link 4 In Modify Non CYFD Youth screen enter the required fields and click the Submit button Changes will be saved for the youth Page 61 of 73 SARA Ga init a one You will get a message indicating the record updated successfully 5 Press the List of Youth link to go back to your Youth List 6 Click on Record Admission link the release date and time are prefilled by the system but they are editable by the user HH ews E AA SARA e i s R a a N T B E R S Sone Gu voun aes Feat Nar Feo x kast ere fo a a A red o _ tre se 7 Once you have ensured the information is correct press the Submit button and the admission will be recorded for the youth 8 If the youth is currently being detained in a facility the list will display as below and the youth will need to be released prior to being admitted into your facility In the example Travis Testing is currently in detention Page 62 of 73 Sa
7. If primary reason for referral is Probation Violation warrant an override is not required l If primary reason for referral is Probation Violation or Delinquent offense Probation Violation no warrant an override is required m An override explanation will be mandatory only if other is selected in override Page 24 of 73 n Projected Detention Center field is displayed if the actual decision is detained When you select the projected detention center a projected availability will appear This number should correspond to the number of beds available in the detention center selected o Email notifications An email alert will be sent to the Projected Detention Center when the actual decision is detained When Primary referral offense is FINS and actual decision is detained for a RAI an email is sent to J DAI Coordinator and Assistant Statewide J DAI coordinator An email is sent to JDAI Coordinator when a child gt 11 yoa or lt 18 yoa has been admitted to a juvenile detention facility An email is sent to J DAI Coordinator when a youth presented for detention has an outstanding release and has been presented for a new detention hold 6 Click Submit button to save Youth and RAI 7 A Successfully saved message will appear Chome Youn a naro Search Youth EAL Summany gt Ada RATS KAT aana 2 02 2009 01 47 oF youth Aba Yvonne saved successfully ertal spe
8. azis1995 Famelo 8538 asian Nos 2 voulanto 3 123455 Quntana Misty versrsanae 55 9 write yes 2 vewlearloetetel ary 129 Romera Misty 4 5 3908 Formale 525789 American indian asian a viewlecit ete Le Fomara misty azerises Fornaio 1525759 American indian asian 2 Vov sarvat An ary co as4sss Sean may faysyan04 Female 525 89 asian white Ino 2 Mew ponpe y IMavimum rows per page 100 Se pager 1of1 3 From the Youth List click the RAI Summary link for the youth to be viewed The RAI Summary screen appears for the selected youth Page 33 of 73 Jeyaaz00e ia arin Pel Tor aue tae i pe rie 202908 sandoni nemano caren Sanu tented Seen 2 36 2008 chaves E i 7 sr172005 ar Home List of Youths Taa a aan Alcaraz tensos ooo o COO N same oaro ancer froma CET pos pasa thay ine e fe a em jena faas l EEE a Eg 4 From the RAI Summary click the Delete link for the RAI to be viewed Page 34 of 73 Rowena opt outtard super Sereerme Date Time s5 2 2000 4200 eters nite a or Seeds Breese oie Sel cater Arvest BatecT ene arara Base ae ot eraerena E5 ate roman Rata oaste r TT Mne or Souneunios ef Weaver n Commission ot Ceme emirate a mest Seren ottomma T T ee MMMM onrovaneo Facare ma orsta an he tte ule Farias amp Vite ensured in apace ante waged ths cater PrevousCasasalabucend tegn
9. 12 00 1004 14 EEN o burglary Commarcisi Wotan FTA 07 18 20003 otero Bgparumant tymora aduit p f 4 OGC is available for both Aggregate and Detailed type 5 Click Print button to view the report in a PDF pop up window To print go to File then Print Close out of the window with the Close button or the X located in the upper right hand side of the window 6 Click Export to Excel button to export the report to Excel File 7 Click Close Button to close the pop up window Page 73 of 73
10. 13 26 2a r 0 Spe Herman 19 2973 id tity 09 06 2000 0 0 F em Acoma Pueblo SheveeceuayY 20 29 2000 14143 aa Burg Peter 05 05 1999 10 10 fe Federal Noncyro Shaves County 10 29 2009 12 49 Sai aiu iiid IDE Roswell 7 Galegoa enrzsyias0 1918 P Federat Moncvro Shaveatowntv 19 29 2000 14 10 za hina Gory 00 04 2002 je u redarai Shaven County 49 20 2000 10 30 Total Youths 4 Non CYFD Population Report is available for both Aggregate and Detailed type 5 Click Print button to view the report in a PDF pop up window To print go to File then Print Close out of the window with the Close button or the X located in the upper right hand side of the window 6 Click Export to Excel button to export the report to Excel File 7 Click Close Button to close the pop up window Clients Referred with RAI data 1 To search for report from the menu tab choose Reports gt RAI gt Reports Search gt Clients Referred Aggregate or Detailed The Reports Search screen appears 2 Enter the required search criteria and click Search button 3 Clients Referred with RAI data Report displayed in new pop up window as per the search criteria entered in the Reports Search screen Page 69 of 73 Area tocation 2r Ceres wy y Aet Score Statute 4 Clients Referred with RAI data Report is available for both Aggregate and Detailed type 5 Click Print button to view the rep
11. 8 American Indan vos 1 venleanloeite Be y 25 85 american Indian Asia sw ecit olete RAT 12 Pomers misty 4 6 1905 Female 525 89 American Indan ves 1 vow earlosietelAt nry 1525 85 an white lo view Ecit Delete RAT ee tess bean pasty jisvisos frema A asian wht 7 1 Venon Dete AT p ESSA animum rows per page 100 3 Confirm the youth information is duplicated by reviewing identifying and RAI information 4 Record both youth ids and decide which id to keep If in question keep the older smaller youth id 5 From the Youth List click the RAI Summary link for the youth id to be merged from Har List af youths youth py moo FacTs Fse Name asena moye 53 faze as eve Doe esvoarz0as Gondar Female Ethnicity Black or afron Ameren Hispane Re Cuc Irar summary Total Records 1 5 7 2008 Em view erint edit elete werae enguent offense Probation CTEROMigiation re warrant Pages Lof 1 577 2003 12 Detained KEommarcialy laxinum rows per pags 109 6 From the RAI Summary click the Merge link to merge duplicate youth records Page 36 of 73 Tatar Wont asrasjaoos oeaaca Dalent aaen osastoon O ar co Ola Youth Detailer vouth ine fiz recto Mome ommon con fasas poe owrosj1955 Sanasi Fermsie sihri Fenarican adian arian Pade Telandat ispanie frar ew Youth 10a ae Sh tonos scree tme 7 Enter New
12. Home Tar youths Youths Facts faase o Name feuma ssn arsa noB EE Gender pe Ethnicity fur Hispanic fae ETENTION HISTORY otal Records EE page 1 ott 5 7 2008 DONA ANA Detained Dona Ana County JDC Las Cruces 5 7 2098 5 2 2008 Edit Delete View Print E E Pago 4 of laximum rows per page 100 4 From the Detention History click the Edit link for the record to be modified Page 41 of 73 namazan cusa asraarasos EI 5 Modify the admission or release details for the youth 6 Click Save Changes button to save changes to this Detention Record 7 Click Home link to close this screen and go to Home page or click Detention History link to go to Detention History screen Delete Detention Record Tip Clicking the cancel button will clear recently filled er 1 To delete a Detention Record of a youth from the menu tab choose Detention gt Detention History The Youth List screen appears 2 First Search for the youth Youth List matching the search criteria is displayed Page 42 of 73 mnene a sid itil LastName FacTs sen Gender DOE Fram osr Ivou ust fatal Records 7 Tae T a eas Page 1 ot i a 1 121 21 American Indian Black Pacific T Z E msy fe saoo fremme 2121 femeror kef ie assoee lowsersa oy e ovsres00 remake 1285 atackorafican amercn ho fa isi isisa Dasersa msy lc s s 1995 Female ME american indi
13. SSN ies fs faves Facts pasa Ethnicity lisse or esr amancon Hispanic Mis Details of the selected youth are displayed in read only mode 4 Click Home link to close this screen and go to Home page or click List of Youths to go to Youth List screen Delete Youth 1 To delete a youth from the menu tab choose Youth amp RAI gt Search Youth 2 First Search for the youth Youth List matching the search criteria is displayed Page 26 of 73 Tome pos From Doe To i om lrourn ust Total Records 7 123 45 Black or African ia lasco0e pesersa Pisy c ayanmo omale 33545 Black ors Vileno EA ary 62 05 ative Nawalan or ater unable to foto ko isens owen sty uussarivedremae 62 05 Matve haaren or treinam to fy Mewlecnpeitet Al rary to hiszss2 martinez misy fytsazes feral 585 96 asian las a vieu eanet RA ess Quintana misty izasao SEE write vos 2 frowa A ary 25 E9 Anwrican Trdan Alan octet RAE 129 kemara sty ayeaee rarmaie 152578 american Indan Asian yog melee eit ay 525 89 american indian Ain bat i komaa Misty efaove orale 525789 American Indian Aian yg 2 frowleatooore 69444555 seen msy ysra994 ema 525 lasan wate ho a ew eatloe SES SERGE ESE rors ar Maximum rows per page 100 3 From the Youth List click the Delete link for the youth to be deleted The Delete Youth screen appears for the selected youth ome staf Youths Youths fiz
14. Summary screen appears for the selected youth Page 47 of 73 Bra ere ores SARA Ta 7 mag rr cree oe Eom ol we cee ner ue sence SES 4 From the RAI Summary click the Update Case Status link for the RAI you are updating A pop up window will allow you to add or update the Case Status of each RAI Fie D e v ajas Grae We sa temos fe rere me Fees o m FE s C o Era O cod A confirmation message will indicate the record was updated successfully 5 You may close out of the window with the close button or X in the upper right hand side of the window This will take you back to the RAI summary of the youth you are working on The case status will be displayed in the column of the RAI you updated 6 Click Home link to close this screen and go to Home page or click List of Youth to go to the Youth List screen Page 48 of 73 Missing FACTS 1 To update missing FACTS of a youth from the menu tab choose Youth amp RAI gt Missing FACTS 2 Select county from the dropdown and click search to display the youth in the respective county courey Benalla Gens x EE paget 1of1 ES EE vout rof tastramal mest wamol mri pon ceme son ap ni aL oan melita euro angie e 177272008 Fem White fno lea Mera Frenk 15 2 3994 Vale Bleck Paoli Islandese led Peger tof vounzoe fe Name acra Angay Genser Female
15. the youth to be viewed The RAI Summary screen appears for the selected youth Hor st of Youths Youthipe fie Facts Feces Name stares way SBN faze a5 e705 pow eavourz00o Gender emae Ethnicity lack eraren amanan Hispanic Re Jar suMMaRy Total Records 1 Delinquent offense pronation burglary 5 72008 OTERO violation cro warrant AE E a tz petsined meae os Pagedi Lof 1 Isimu rows per pags 100 iaw Print Edit Delate verao Page 29 of 73 4 From the RAI Summary click the Edit link for the RAI to be modified Otome Oras Summary Ost of Yours 5 Modify the RAI details for the youth 6 Click Save Changes button to save changes to this RAI Click Home link to close this screen and go to Home page or click RAI Summary to go to RAI Summary screen or click List of Youths to go to Youth List screen View RAI 1 To view RAI details of a youth from the menu tab choose Youth amp RAI gt Search Youth 2 First Search for the youth Youth List matching the search criteria is displayed Page 30 of 73 Tome First Name vidiri Last Namo Facts ssn a Gender poerrem m poB Te a z Ga Ivou usr rer Records 7 l sersa Misty amaa 223 45 an he view toot 14 456088 pesersa sty c 4 1 2000 Female 22345 Black or A N eei eiete A 162 65 ative hawaian o aerat fo NRA T ha fieza ran fey hiiia orar
16. to Home page Page 53 of 73 Un seal Youth 1 To Un seal youth from the menu tab choose Youth amp RAI gt Un seal Youth The Youth List screen appears 2 First Search for the youth Youth List matching the search criteria is displayed Feet Name rity id tii Lastieme acre son ender how al W poprem E To 52900 Decerma Mas C A2000 female 129 48 799 Black ar Amean nenzan Ne 2 30 assis Touran met 114 2834 Female ee2 2 7952 sua Hava an ot omer PGE Izlanda unable t ESTAS 2 Yep as25a2 martinez ity f 4s s985 omale 585 98 1442 asian Wee a a 123455 Quintana Ms 12 15 1994 Male _ 555 95 44 2 White ves 2 Ueaealhiew toa 128 amare Many 115 299 Female 25 09 9954 Arvenzan Indian Azian Past ilander vez fi lureseallview Loa 3 From the Youth List click the Un seal link for the youth to be Un sealed 4 Click Home link to close this screen and go to Home page Tip Once Un sealed all identifying information of the youth will be visible across application View Log 1 To view the log of youth from the menu tab choose Youth amp RAI gt Seal Un seal Youth The Youth List screen appears 2 First Search for the youth Youth List matching the search criteria is displayed Page 54 of 73 Firstname mis Mid tal 1 Lattme Farse i soy 1 Sardar Eshov ale E Pott Recor s EE I a a CC 20 4e2i08 Durant Misty Sahes998 eal e590 Hanalan
17. 02 2009 02 02 of youth Lee Razer saved successfully The print button will open a PDF file so you can print Page 21 of 73 10 Click Home link to close this screen and go to Home page Add new RAI for an existing Youth 1 To add RAI for Existing youth from the menu tab choose Youth amp RAI Youth List screen appears gt Search Youth The 2 First Search for the youth Youth List matching the search criteria is displayed Hrotat Records 7 123 45 Black or African IMavimum rows per page 100 JEE Pager 1 of 1 Ta First Name misty 1 Mid Tritial Last Name Facts en Gender potrom TA oce Te lrours use epetan anle ena s e a 14450388 pesersa misty c 14 1 2000 remo 227 45 Back or 4 2n 462108 Durant Misty 11 14 1094Female 482 85 Native Hawaiian or E 12s asese2 martinoz miey aras 1s0s pomalo E5399 acon Nos a lise qumtane Misty 2v15 1se var SES arie ves 129 Romera misty a s aaas Fomai 525780 Amorican Indian asian ze homara miey 4 s a095 Female 828 8 American Indian asian yag ca less Sean may faysraa04 Female 525 89 asian white Iho view ecit Delete View Eeit Dame y viow anveet A y Mew Fett ete Al mary TE ar viow Edit belote 3 If there is a match for the youth click on the RAI summary to view a list of all completed RAI s to ensure the current alleged offense has not been scored Tom List af rouths
18. FEES rive Kavala or omar evleatarell fee i i ie 12e isssz martinez misty ersvaoas Fermate 585590 asian Ives fe eneee a fizan umana mey hizasnooamao 552 wne va 2 friou kannete A ay 2 Tanai 545 86 ioman tear Aan ries Fag eu E T 525 89 amerioan Indian Adin 12 poms misy oefanoe porma 53575 amorem Inden Wos 2 viowzat pertel Tremor 525 5 a SUPE 9 asss sean msy overta54 female S255 asin ice 2 Mew cat peete i Fie Tele Tet gt IL Pagew 1 of 1 Mavimum rows per page 100 3 From the Youth List click the RAI Summary link for the youth to be viewed The RAI Summary screen appears for the selected youth nome tstof youths none eee Sander erse a ol mo faa mtma ie Hasane fe sasn faves fpemmea acute fsa owe as araos oewos fizrzevaonelenavee heumen fizmnaooa tines etnias f f vewane serail Orewa esas emme aay old Java ewmatio ce eraseetaate tyes amines fle for out of sete auaniaooe patane 4 From the RAI Summary click the View Print link for the RAI to be viewed Page 31 of 73 sommes or tent saree sewers Ostajte 99 13 2960 1208 eter Coty eng ny areas Casement i Ea come a m feet sor wesc FF pa OOOO eneon ne teres imac rn ie san natans orense T r r rr A most Servers Ottema T T err amanan metew f T ewrra
19. SARA Screening Admissions ana Releases Application User Manual Page 1 of 73 Table of Contents CHAPTER 1 WELCOME WELCOME To SARA Users Users ACCESS PROFILE CHART User SIGN IN TERMS OF AGREEMENT SARA HOME PAGE CHAPTER 2 USER ADMINISTRATION ADMINISTRATION SET UP TASKS New USER EDIT A USEI DELETE A USER SIGN IN AUTHENTICATION MODE RESET PASSWORD BY ADMINI STRATO MY PROFILE RESET PASSWORD MY SETTINGS CHAPTER 3 YOUTH amp RAI ADD YOUTH amp ADD A RAI ADD NEW RAI FOR AN EXISTING YOUTH VIEW YOUTH DELETE YOUTH EDIT YOUTH EpIT RAI View RAI DELETE RAI MERGE DUPLICATE YOUTH CHAPTER 4 DETENTI ON DETENTION ADMISSION DETENTION RELEASE MODIFY DETENTION RECORD DELETE DETENTION RECORD View DETENTION RECORD CHAPTER 5 CASE STATUS amp UPDATE MISSING INFORMATION CASE STATUS MISSING FACTS MISSING RAI REFERRAL MISSING RELEASE CONDITIONS CHAPTER 6 SUPPORT FUNCTIONS SEAL YOUTH Once Un sealed all identifying information of the youth wi e across application CHAPTER 7 SUPPORT FUNCTIONS Users EDIT LOG SYSTEM MESSAGE AGREEMENT Page 2 of 73 VOLUME SEAL CHAPTER 8 NON CYFD NoNn CYFD ADMISSION NoNn CYFD RELEASE CHAPTER 9 REPORTS 65 REPORTS SEARCH 65 POPULATION REPORT 66 ADP ALOS AVERAGE DAILY POPULATION
20. Youth ID youth id you want to keep and click on Show Youth button to display auto fill the details of the entered youth ID in the section New Youth ID in read only format 8 Click Confirm Youth Merge to proceed with the merge of selected RAI record to the New Youth ID 9 A Successfully merged message will appear a The RAI record of the old youth is transferred to the new youth b If the old youth has no more RAI records the old youth s record is deleted c If the old youth id has more RAI records steps 5 8 need to be repeated until all RAI records are transferred 10 Click Home link to close this screen and go to Home page or click RAI Summary to go to RAI Summary screen or click List of Youths to go to Youth List screen Page 37 of 73 CHAPTER 4 Detention Detention Admission 1 To record detention admission of a youth from the menu tab choose Detention gt Admissions z YOUTHS WITH RAT DECISION OF DETENTION AND NO RECORD OF ADMISSION Total Records 6 Fie e MIE Pagie 1 of 1 American indian lasian Pacific yes _ s 18 2008 Mekinley County De aacord 129 Romero Misty 4 5 1995 Female f san eae ecrssion 257740 35 Apodaca Nicole 12 1 1992 Male White Yes a io A Cur IDS eret Ces Cruces admission Black or afican toa county se Racor ascose ie pesersa isty e 4 2 2000 Female rakk Mo fema a can ane 257740 1 7 apodaca Ambar 12 1 1992 Femala White Nes 5 13 2008 Adult Facility
21. Youthipe mo Facts Name bases mye SBN fiz fas oferos oe osrous000 Ethnicity seh vatican anren Hispanic fre Gender Female Rar SUMMARY Total Records 1 Deirguent offense probation Violation na warrant Fase text gt Cleats Pagoh a aF a eximum rows per pags 100 Burglary 577 2008 OTERO Commorcial seus h12 Dotainsd view Print Edi ooleta Merge Page 22 of 73 4 If there is a match for the youth and there is not a RAI scored for the current offense press the Add a RAI button Siem Cea samy Clete me ae 5 Enter the RAI details of the Youth a The system automatically enters N A in FACTS field if both the following two conditions are met FACTS of the youth is not available The primary reason for referral is any of the following 1 ICJ INS Hold 2 Hold Out of State ICj 3 Hold Out of State ICE b A drop down to indicate the state will be displayed if the primary reason for referral is among the above three reasons Page 23 of 73 c The referral field will be displayed as 111111 when the primary reason for referral is any of the following Warrant Bench Warrant Parole Detention Order Retake Electronic Monitoring GPS Violation Hold for out of state 1C Hold for out of state ICE ICJ INS Hold Violation of court order condition of release Drug Court or Juvenile Court Hold post
22. a youth from the menu tab choose Youth amp RAI gt Search Youth 2 You must first Search for the youth before the Add a Youth button is enabled A list of possible matches will be displayed It is important to search by using a small combination of letters in the first and or last name if you do not have a FACTS or SS This will allow you to find possible matches for a youth who may spell their name in an unfamiliar way Example The caller is asking for a RAI on Corey Gonzales and you type in Cory Gonzalez You will not find the youth you are looking for and possibly create a duplicate youth x Fint Name a wid titi Last Hare Facts ssn 4 Gendar Taron a E oe From a ooto f m Cr rourH List frotar Te 7 123 45 lack or Afican 14 456988 DeSersa Misty c 4 1 2000 Female 223 95 lack or A View Eelt Delete Stmmary a e flati Haw an ar E I RR TY Go iseme owen sty usae ieeq remate 62 86 Native nawaran or otherunabiet yozan peite Rh ary 25 35 12150542 nartier sty 2718 1995 Female 1589 2 fasian ves ee ee ee 2 izme aumtana misty as iooaman 558 59 wnio Wes 1 vewa aera ary kasaae amercan Tea Ase WEET 123 kamera mety ezsy095 emae 25 58 famencan idan Asian yag it ary e a american inden IEEE es Ponera Misty 4 6 1095 remate 2858 Amerean Indan asian yag M eo imss fen msty 47571904 Female E259 asien white Wo 1 vewl a ee eager 107i animum rows per page 100 3 If the
23. ail button to allow users to send an email to the J DAI Coordinator email box to notify us a juvenile was not detained after all 6 Once inside the application you can log out by clicking the Sign Out link available on top right of the screen 7 A clock is provided on each screen of the application so you will know how many minutes you have in your session before it times out The time is reset each time you complete a task in the application Tip While using any of the modules of the application you can navigate back to the Home page by clicking on Home link Page 9 of 73 CHAPTER 2 User Administration Administration Set up Tasks A SARA Administrator must set up users before they can access the system SARA users have access to different functions of the application depending upon their user roles and the access rights available with each role New User 1 To add a SARA user from the menu tab choose Administration gt Edit User 2 In the List of Users screen fill out first few letters of the first name and or last name and press SEARCH 3 Select Edit on a possible match and verify information 4 If first view of personal information is not a match click the List of Users link to review personal information for each subsequent possible match 5 If a match is found update information if necessary 6 Click SAVE CHANGES Tip i Pressing the Search button with no criteria will
24. ailed to the user s email address entered in the email address box 14 Click Home link to close this screen and go to Home page Edit a User 1 To modify details of a SARA user from the menu tab choose Administration gt Edit a User 2 First Search for the user List of users matching the search criteria is displayed i Psttame f stam sername err Tota Record EAA RS n uras tame organizota Dacigmation actie i Smith popmanaoe creo Pog Manage Yes ken I adr rmm drives ee che evo S ie hope lsupersor cvro superar Yes aul helduen SCLC Hel User vee 3 From the list of users click the Edit link for the user to be modified The Edit a User screen appears for the selected user Page 12 of 73 Onome Quist of users E heminievater E super user Recens last modified 11 16 2009 4 Modify any necessary details for the user a To inactivate an active user login account select Inactive User b To re activate an inactive user account select Active User c Select Unselect their User Type to modify the access rights to use SARA functions 5 Click Save Changes button to save changes to this user 6 Click Home link to close this screen and go to Home page or click List of Users to go to List of Users screen Delete a User 1 To delete a SARA user from the menu tab choose Administration gt Edit a User 2 First Search for the user List of use
25. an asian White No 124 s542 mertnez misty 473571985 romale 385 lesion vs h e emess oairtane mey aoasyisoame SEO inis reefs y ji T American Indian asian Pacifc j 12s Fomes misty spss romate 25 0 America hes fae 1 i I i fsz Detention eo sassee sen tasty a siae Female 25 asian ite he Fb Bee Page 1 oF 2 Mavimm rows per page 100 3 From the Youth List click the Detention History link for the youth to be deleted Fame etary Yown Bo Facta fass Mame femme S ssn sassa OB fiaasnves Gender fe Ethnicity Fie Hispanic Fae DETENTION HISTORY T page 1 of 1 5 7 2008 DONA ANA Detained Dona Ana County JDC Las Cruces 5 7 2008 5 7 2008 Edt Ds a Ee E EE Pace 1of3 Jaximum rows per page 100 4 From the Detention History click the Delete link for the record to be deleted Page 43 of 73 Teaco Rea 4 BR nate te Detention record is displayed in read only mode 5 Click Delete Release Only button to delete the release record of youth 6 Click Delete Admission amp Release button to delete both the admission and release record of youth This button will also need to be used if there is only an Admission recorded Once you delete the Admission you must go back and manually edit the Actual Decision in the RAI record if the youth was released instead of being detained 7 Click Home link to cl
26. az vex 5 7 2008 Shae s7720 a Sra eren NE A page a ofa Misty a ie Pee no soro 3 Click Home link to close this screen and go to Home page System Message 1 To add or updates the System Message from the menu tab choose Support Functions gt System Page 56 of 73 Enter System Message Message will appear at the Home Page iwaleome te sank Tezera on os ovzo08 2 Enter a greeting or important system message 3 Click Cancel button to clear or reset the filled entries 4 Click Submit button to save the system message 5 Click Home link to close this screen and go to Home page Agreement 1 To add or updates the Agreement from the menu tab choose Support Functions gt Agreement z Enter Terms of Agreement 2 Enter the Terms of Agreement 3 Click Cancel button to clear or reset the filled entries Page 57 of 73 4 Click Submit button to save the terms of agreement 5 Click Home link to close this screen and go to Home page Volume Seal 1 To volume batch seal multiple records of youths from the menu tab choose Support Functions gt Volume Seal Upload Watch of Youths for Volume Seal Required format of spreadsheet se to upload batt of youths for volume selina r e E E i pars tae tare rt tere sed antl fz pactew here rt are ZEL js parses Gears Ft ere wid fe pacrone Tast hame Fst sida sl i ji Examela fermat of ze
27. cie et erin tari ir fer mall Address sara sysadii statesus The print button will open a PDF file to print from 8 Click Home link to close this screen and go to Home page View Youth 1 To view identifying details of a youth from the menu tab choose Youth amp RAI gt Search Youth 2 First Search for the youth Youth List matching the search criteria is displayed Page 25 of 73 Tome DOB From DOB To m om lrourn ust Total Records 7 123 45 Black or African a lasco0e pesersa Pisy c ayanmo Female 233545 CK ors View Elpeli RA 62 05 Watve Nawalan or ctherunable to Cada ko isens owen sty usssarteedremae 62 05 Matve Hawalancroterunatio ta fy Meylecnpeitet Al nary to aszsea martinez misty fytsaze8 Feral 585 96 asian Nes a vieu eanet R 2 isss umana misty izasao SEE write vos 2 frionas 525 20 american Fon aaan R aaar 129 kemara sty ayesee rarmaie 52578 american Indan Asian yog N say 525 89 amorcan indian An aatar i Foma Misty 4efiove orale 525789 American indien Aian yg 2 owane y 69444555 seen msy wzsvaaaa Fermes 5259 lasan wate ho a fewlzoner oea ESE rors or Maximum rows per page 100 3 From the Youth List click the View link for the youth to be viewed The View Youth screen appears for the selected youth Home List of Youths Youth ine mo First Name me Mid mitia fe Last Name Do8 ovrew2000 Gender Female
28. ck Home link to close this screen and go to Home page My Profile All users have access rights to My Profile 1 To see your profile from the menu tab choose My Settings gt My Profile The My Profile screen appears Page 16 of 73 Rome ehavee Adin organization Designation Email address FD admin ihararachaveza tato rms gus 222 6007 eminchavse active user user type acmiistratar Phone Number user Name usor status Details of the currently signed in user are displayed in read only format If there are any errors send an email with corrections to jdai coordinator state nm us 2 Click Home link to close this screen and go to Home page Reset Password My Settings Any signed in SARA user can change their password 1 To reset your password from the menu tab choose My Settings gt Reset Password Note Al fields marked are required User Name aamin Old Password New password Confirm Password am 2 Enter the Old Password New Password and Confirm Password Password requirements are eight characters in length and must contain one capital letter one special character and one number 3 Click Submit button to reset the password 4 Click Cancel button to clear or reset the filled entries 5 Click Home link to close this screen and go to Home page Page 17 of 73 CHAPTER 3 Youth amp RAI Add Youth amp Add a RAI 1 To add
29. d an override request will not be displayed k If primary reason for referral is Probation Violation warrant an override is not required l If primary reason for referral is Probation Violation or Delinquent offense Probation Violation no warrant an override is required m An override explanation will be mandatory only if other is selected in override n Projected Detention Center field is displayed if the actual decision is detained When you select the projected detention center a projected availability will appear This number should correspond to the number of beds available in the detention center selected o Email notifications An email alert will be sent to the Projected Detention Center when the actual decision is detained When Primary referral offense is FINS and actual decision is detained for a RAI an email is sent to J DAI Coordinator and Assistant Statewide J DAI coordinator An email is sent to JDAI Coordinator when a child gt 11 yoa or lt 18 yoa has been admitted to a juvenile detention facility An email is sent to J DAI Coordinator when a youth presented for detention has an outstanding release and has been presented for a new detention hold 8 Click Submit button to save Youth and RAI 9 A Successfully saved message will appear Otome Rat sarasmi Emal SARA Y Detention Center Emel Address sare syadmmin E atate mmus 2
30. date the Release Conditions of the youth If Release Conditions not received for more than 3 months the checkbox will be automatically checked A batch process will run by the system at regular intervals to complete this process and remove those youth from the list 5 Click Submit button to save the record 6 Click Close button to close the pop up window Page 52 of 73 CHAPTER 6 Support Functions Seal Youth 1 To seal youth from the menu tab choose Youth amp RAI gt Seal Youth The Youth List screen appears 2 First Search for the youth Youth List matching the search criteria is displayed est name y masma _ Lat Hare FACTS son li Gender Show alle 4 poe rem bob Te I E ET Sion ase ma tava famat 4 nz ae avn oa Paced ei ES Serer ea Sr eee Te ea E e eRenae et Seer cir k n 3 From the Youth List click the Seal link for the youth to be sealed Only Super User can view D information of the sealed record using OGC reports or Un seal module and un seal a sealed record A youth will be available for sealing only if L D information not isible a There has not been a referral for the youth in the last 2 i after sealing has occurred years to any Viewer b There is not a pending referral with the actual decision as detained c The youth is over the age of 18 and the case is closed 4 Click Home link to close this screen and go
31. diccion amp Releaece Recent RAI Referrals 7 incomplete Referrals Count of Recent RAT Referrals 0 more than 12 bes 0 move than 24 hes A T 5 incomplete Referrals 4 Recent RAI Referrals 1 You can browse through the application modules by selecting menu tabs and sub menu options available under each menu tab 2 Click FAQ link to view the list of frequently asked questions and their answers 3 The System Message box displays greetings and or important system messages 4 Recent RAI Referrals box displays a count of recent last 4 days RAI s called in by the logged in user Clicking on the count will open a pop up window displaying the details of those RAI s in the list Clicking on the print button will create pdf pop up window to list the recent RAI s which can be sent to a printer 5 Incomplete Referrals box displays count of incomplete referrals It displays RAI s where actual decision is detained but no admission has been recorded for 12 24 48 or 72 hrs Clicking on the count opens up a pop up window displaying all the incomplete referrals in a list The list also Page 8 of 73 provides a record admission link for population managers to allow them to record an admission for the selected referral Clicking on the print button will create pdf pop up window to list the RAI s pending admission to a detention center There is a Send Em
32. disp Disposition 15 day detention Detained pending post dispositional placement Committed Diag return to court on pending case Transfer from another center Parole Retake Warrant FTA d If an auto detain is selected the rest of the RAI will be disabled and the required s will not appear The disabled fields will be everything below the primary reason for referral up to the RAI recommendation The actual decision will be auto filled to Detained If actual decision is further changed then an override will be required e When Use or Possession of Weapon in Commission of a Crime is a Fire Arm and Enumerated is FALSE the most serious offense will display in the Fire Arm category f Mitigating factors will be disabled if the enumerated field is checked g For Aggravating Factors Risk of FTA and Re Offense one point will be added to the RAI score for each checked checkbox For Mitigating Factors one point will be deducted from the RAI score for each checked option h RAI Score Most serious offense points Prior Offense Points Aggravating Factors Risk FTA points Mitigating Factor points i Override is required only when the recommendation and decision do not match j When primary reason for referral is selected as one of the Warrant values in the dropdown and if the RAI score is less than 12 even if the Actual Decision is Detained an override request will not be displayed k
33. en appears 2 Enter the required search criteria and click Search button 3 ADP ALOS Report displayed in new pop up window as per the search criteria entered in the Reports Search screen Page 67 of 73 Display info Fori Detention Canter Area tocatios emer Asai racy 300 SED amp nreo ioeation 2 4 ADP ALOS Report is available only for Detailed type 5 Click Print button to view the report in a PDF pop up window To print go to File then Print Close out of the window with the Close button or the X located in the upper right hand side of the window 6 Click Export to Excel button to export the report to Excel File 7 Click Close Button to close the pop up window Non CYFD Population Report 1 To search for report from the menu tab choose Reports gt Admission Releases gt Reports Search gt Non CYFD Report Detailed or Aggregate The Reports Search screen appears 2 Enter the required search criteria and click Search button 3 Non CYFD Population Report will be displayed in new pop up window as per the search criteria entered in the Reports Search screen Page 68 of 73 Divlav Info For Detention Center Area Location Chaves Ga Ciscoe ae ean eave Chaves County 396 Rommel 33 Bacay Theress 06 00 2997 32 ha u BIR Acoma Puchio nomcvro Shaves ouity hor29 2009 12145 a Balzer Gerry 00 01 1032 27 a7 NO ea Nancvro ShaveaCountv 10 29 2000
34. enticated from local SARA application database b If chosen mode is Check LDAP eDirectory first then check local application database then user name and password are authenticated from LDAP Novell eDirectory first If the user name does not exist in LDAP Novell eDirectory then authenticates user name and password from the local SARA application database 3 Click Submit button to save changes 4 Click Home link to close this screen and go to Home page Reset Password by Administrator Administrators have access rights to reset the password of any SARA user 1 To reset password of SARA user from the menu tab choose Administration gt Edit a User 2 First Search for the user List of users matching the search criteria is displayed Page 15 of 73 users fatal Castile Misty yest Castile Misty adminmisty Yes Edt Delete Fie lt Previous Nets Last gt gt paga tof t kazmum rovs per page 100 3 From the list of users click the Reset Password link Alert message appears asking for confirmation to reset password Click Cancel to cancel the operation Or Click OK to reset the password of selected user 4 A Successfully reset password message will appear 1 Username mistycasi ssmont reset successfily e emailed to user s ennail address First Hama he Last Mama a Usar tame ce The default password is sent to the E mail id of the selected user 5 Cli
35. erd mo a Praon Atempt 1771872008 20 Deaiee sing RAE Rafer 4 Update the RAI Referral of the youth If RAI Referral has not been received for more than 3 months the checkbox will be automatically checked A batch process will run by the system at regular intervals to complete this process and remove those youth from the list 5 Click Submit button to save the record Page 50 of 73 6 Click Close button to close the pop up window Missing Release Conditions 1 To update missing Release Conditions of a youth from the menu tab choose Youth amp RAI gt Missing Conditions 2 Select county from the dropdown and click search to display the youth from the respective county Onome ee nn E Masmur reve per pags 100 D 3 Click Edit link to update ae a Click Print button to print the Missing Release Con a i Missing Release Conditions of 7 Click Refresh List button to refresh the list the selected youth in a new pop Click Home link to close this screen and go to Home page up screen Page 51 of 73 rout 108 ae Coo Err a ssu ferira bos aoise aiar arv Release Date 1202s Ehnety Arercan Indien or lnskn arre ka _ _ Dan D ceme E community Corectia community Cutty roster E communes Mentone Deen tret aas E smersancy shatter a D crs Oo E Homa eotenton E other E servaitance E vouth nepeming canter Se 4 Up
36. i ather EAE land al Eee 24182562 rarnec minty it4571395 Ferale 605 96 1442 ston Fre 2 azsH82 Gumara Mey 22 1899 Mele 555 99 146 Winks Wee 2 Sz Remero es lefafares prt E Tndln Aran Daal land ver 3 es gt LES pagat tof 3 From the Youth List click the View Log link for the selected youth to view the log of sealing un sealing of the selected record in a new pop up screen youth aoe Pe racToM fass Name fem sen oasa vos oraso Gender Femaia thay aanwe SSS e Wo Sesi un sesi Loa 057272000 11102 Ses Mevell Super 05 29 2008 11122 Unezeal Wovell super 4 Click Close link to close this pop up screen Page 55 of 73 CHAPTER 7 Support Functions Users Edit Log 1 To view log of updates for a User record from the menu tab choose Support Functions gt Users Edit Log 2 First Search for the User Users Edit Log matching the search criteria is displayed mene moo ttt ET anname useme OOOO Update Date From iz T E 0s ao e razo mistycastilo Castilo Misty CVRD riscrcstiooseteinmusleas es arranoa es case I RJ Castillo caste hs u 5 7 2008 mistycastl castle Misty cvr scr vist cas lo statenm us 03 Yes 5 7 2000 Gazie sy7j2008 Catho T oes Chaves he e 1517 2000 adminmnisty Castile Misty cv cr misty cas lo ststenm us 222 Yes 57772000 Eha 500 prm lease he u 51742008 ladminmniety Casma Misy CYD scr nish cacho atste nus
37. i mieervehnne paruly via veient ema rta Thor mare sien aejsieatens past et Pending Statens or Haterate Meeta rate Sesstemene remna erat epee Feri caratana ate te aena seperate marse At Mecomeandatien nemtone p ramde oman vieionee Abuse andor angst buejas Genera Coster eee ee aharssewes se Santees igtemanted or Sextet RAI details of the selected youth are displayed in read only mode 5 Click Delete button to delete the selected RAI details from the database 6 Click Home link to close this screen and go to Home page or click RAI Summary to go to RAI Summary screen or click List of Youths to go to Youth List screen Page 35 of 73 Merge Duplicate Youth 1 To merge duplicate youth from the menu tab choose Youth amp RAI gt Search Youth 2 First Search for the duplicate youth Hiatal Records 7 lc veon remae 112345 Back oratncen First Name sty Mid tntial Last Name racte C swo E Gender a Doston ES costo O m n bourisuisr 14458900 pesersa Misty Fae et No view 20 462108 Durant Misty 13 14 1004 Female 6285 Nativo Hawatan ar atherjunablato y imwEdi Delete RA Fal Tromao 525 5 legen asa 124 152502 Imartinoz misy 4 15 1905 Female 85 2 lasian ves fs vewsailostore 2 2129456 aumtans mety rernsrt9e4Mae 555 30 lnmte hes 1 ev Ea Dete PAn nary Female E25 89 american indian asien l par 120 Fromera misty 4 5 1905 Female S25
38. imum rows per page 100 3 From the Youth List click the Edit link for the youth to be modified Hame Tist of Youths Youth ioe o Fst Namet Imst Mi iritial le Last Mame Bete oe cwvesi2000 E Gende Femae ssn Ta a eras Facrse sew Ethnicity Black or african american a Hispanic no F CEE 4 Modify the details for the youth Clicking the cancel button will clear the correction entered 5 Click Save Changes button to save changes to this youth Page 28 of 73 6 Click Home link to close this screen and go to Home page or click List of Youths to go to Youth List screen Edit RAI 1 To modify RAI details of a youth from the menu tab choose Youth amp RAI gt Search Youth 2 First Search for the youth Youth List matching the search criteria is displayed Ta First Name misty Mid Titi Last Name Facts en Gender bottom A oce Te lrourn use Hrotat Records 7 RATRE 123 45 Back or Amean sere A 124 1525423 martinez misty l4 1s 1995 Fomalo 1585 95 asian ves a view Edit pelete St 2 poe rine oy enero EL me ves 1 12 omes mey 5 3805 Farle 528 59 Arerian Idan Aslan yyy A Foner Mey arae66 Fomai 25 59 Ameroan indian Alen yag a Frew ranore FN pera 2 ko ense fiom any fzaeee rate E29 losin white hie A Pager 1 of 1 IMavimum rows per page 100 3 From the Youth List click the RAI Summary link for
39. lication you will be prompted to change your password Password requirements are eight characters in length and must contain one capital letter one special character and one number Tips If you forget your password enter your User Name and click the Forgot Password button The password will be sent to the email address registered for your user name in SARA The Back button on the browser has been disabled If you need to navigate back to the homepage use the Home button Page 6 of 73 Terms of Agreement The Terms of Agreement screen is shown after a successful sign in Welcome to Sereening Admissions Releases Application SARA Terme of Auresment one eth fanfdentialifcrmation ie sukgect te timinalsrorea ton Read the Confidentiality Agreement and then make your selection If you click the Agree button this signifies you accept the Terms of Agreement and will be taken to the SARA Home page If you click the Decline button this signifies you decline the Terms of Agreement and will be taken back to the Sign In screen Page 7 of 73 SARA Home Page SARA Home page is shown once the Terms of Agreement is accepted 7 Time Remaining 6 Sign out 1 Menu tabs Youanar bane eyeing mere Message Board see 3 System Message 2 FAQ Link Serconing A
40. m but they are editable by the user Tips Print button enabled only after Submit button is clicked 5 Click Submit button to save the release Cancel will erase all entered record information List of Unreleased Youth will take 6 Click Print button to print the Record you back to the list of youth Home will take you to the home page Release in PDF 7 Click Home link to close this screen and go to Home page or click List of Unreleased Youths to go to Youth List screen Page 40 of 73 Modify Detention Record 1 To modify Detention Record of a youth from the menu tab choose Detention gt Detention History 2 First Search for the youth Youth List matching the search criteria is displayed haw EE mamta 2 Last Name Faeres sek Gender cot tem TE conte TS voum Irotal Records 7 Page 1 of hiema oesersa msy fe a595 Female Ee te esooss pesersa mety e iyav2000 romare 223 4 lock or atean amerean often isi iassa posera tasty e evs ao0s froma HE american maian asian white Mno _ eeenton et 188542 martes sty ansn99s Female 359 sin eE amp esas funtana pasy acrasysssdivate 55890 anita pe o ee ee emer sty e ee es oe casos seen ity 8 1906 pamela 525 9 in hte bw h pem manmum rows per page Page 1of1 3 From the Youth List click the Detention History link for the youth to be modified
41. ons individual records Centers Releases View Detention History and Reports individual records Record Modify Admission Record Modify Release Run preset reports detail and Page 4 of 73 aggregate Field User Search View RAI History and JPPO office Missing FACTS individual records Edit Youth staff Missing Referral View Detention History and individual records Missing Enter missing FACTS Conditions of Enter missing Referral Release Enter missing Conditions of Reports Release Run preset reports detail and aggregate Manager Search View RAI History and Field office Reports individual records Judges Supervisor Chief View Detention History and individual records Run preset reports detail and aggregate Viewer Reports Run preset reports aggregate Local only Coordinators Mangers Case Expeditors To access SARA system a user name and password is needed Users are set up and maintained by a SARA Administrator Page 5 of 73 User Sign In How to sign in to SARA 1 Only registered users can sign in with their active user name and password 2 Type in this URL https www newmexicosara com in the browser s address bar and press the Enter key SARA TS asain 3 Enter your User Name and Password and click the Sign In button Upon successful sign in the Terms of Agreement screen is shown 4 The first time you sign into the app
42. ort in a PDF pop up window To print go to File then Print Close out of the window with the Close button or the X located in the upper right hand side of the window 6 Click Export to Excel button to export the report to Excel File 7 Click Close Button to close the pop up window Progress Referrals Screened by Category and Score Level 1 To search for report from the menu tab choose Reports gt RAI gt Reports Search gt Progress Report The Reports Search screen appears 2 Enter the required search criteria and click Search button 3 Progress Referrals Screened by Category and Score Level Report displayed in new pop up window as per the search criteria entered in the Reports Search screen Page 70 of 73 Progress Report Raferrale Screened RAT Hiah scors Med scora Low Scora Highscore MadScora tow Score Highscore Wed scars Law Scora Ge C Progress Referrals Screened by Category and Score Level Report is available only for Detailed type Click Print button to view the report in a PDF pop up window To print go to File then Print Close out of the window with the Close button or the X located in the upper right hand side of the window Click Export to Excel button to export the report to Excel File Click Close Button to close the pop up window Overrides Up and Down 1 To search for report from the menu tab choose Reports gt RAI gt Reports Search gt
43. ose this screen and go to Home page or click Detention History link to go to Detention History screen Page 44 of 73 View Detention Record 1 To view Detention Record of a youth from the menu tab choose Detention gt Detention History 2 First Search for the youth Youth List matching the search criteria is displayed First Name my Mid tnitial 1 latime 1 racrse een anir Ca DOB From DOR To E e a hountusr Total Records 7 i2121 american idan slack Parite otenion iso azat2i esera misty 0 4008 Female 2121 rere ER ro peceren 1a asees pasera Mey aayon Female 1231 slack or arean marean mo ah is 45t4n oeserse msty c sr1995 Female 151 amencan mdan ian white ho j peet 28 06 petenta tot 180542 nartrez sty wyasyisss Female 359 ain Sl sE Petentan 5 1123458 Quintana Misty ayssa malo 885 99 whita ves f History lsa a5 amanenn Traan Baan Paate pae 12 fiomero aly vsri998 Fema 25 8 Ameria Sa co stasss Sean sty 4571994 Female 52580 asian white kW p eee E N page or animum rows per page 100 3 From the Youth List click the Detention History link for the youth to be viewed O Home O Lst ot Youths aa e O Be foma asn eem sos fexvairsess Bimet Wake asane lie 3271972008 rasy Oeteines bls PD Habes Galt 23 2008 Rio balDstnes Pel Fos Cotes 4 From the Detention History click the View link for the reco
44. ourt or Juvenile Court Hold post disp Disposition 15 day detention Detained pending post dispositional placement Committed Diag return to court on pending case Transfer from another center Parole Retake Warrant FTA d If an auto detain is selected the rest of the RAI will be disabled and the required s will not appear The disabled fields will be everything below the primary reason for referral up to the RAI recommendation The actual decision will be auto filled to Detained If actual decision is further changed then an override will be required e When Use or Possession of Weapon in Commission of a Crime is a Fire Arm and Enumerated is FALSE the most serious offense will display in the Fire Arm category f Mitigating factors will be disabled if the enumerated field is checked Page 20 of 73 g For Aggravating Factors Risk of FTA and Re Offense one point will be added to the RAI score for each checked checkbox For Mitigating Factors one point will be deducted from the RAI score for each checked option h RAI Score Most serious offense points Prior Offense Points Aggravating Factors Risk FTA points Mitigating Factor points i Override is required only when the recommendation and decision do not match j When primary reason for referral is selected as one of the Warrant values in the dropdown and if the RAI score is less than 12 even if the Actual Decision is Detaine
45. paii Amarican indian Santa Fe Youth r 122321 iso peSersa misty e 5 9 2995 romalo Black Pacifc ves 5 28 2008 Development cir Get Islander Santa Fe i american ina Bernco Juv Det Youth Record basasa 151 pesersa Misty e 5 5 1905 Female american inter I _ sa anag farmas aD ee Sie eue Cen ose Paget 1of1 IMavimum rows per pega 100 2 Click Record Admission link from the Youth List to record an admission Onome Youths waiting admissions ostene Aiae n naaa ndnican s Youth ios m racTSS wa name ibs Yvonna Sander Female e om pam E ETA esrasvz00s Arrest Time Pras Age at Screening Referrals faa Remson for Referral Hold for cut of stete 1C3 ca Seen i i r poari S wm ee eo CO teen te oon Say admission Date amuzas CH Adoieion Time a7 FTA yes Owe na T z Swi E e Page 38 of 73 Youth details displayed in Youth I D and RAI section in read only mode Detention Center and Admitted by will pre fill with the logged in user s information 3 Enter the admission details A Tip 4 Click Submit button to save the admission record Print button enabled only after Submit button is clicked 5 Click Print button to print the Record Admission in PDF 6 Click Home link to close this screen and go to Home page or click Youth Waiting Admissions to go to Youth List screen Detention Release 1 To reco
46. ports Search gt Population Report Detailed or Aggregate The Reports Search screen appears 2 Enter the required search criteria and click Search button 3 Population Report displayed in new pop up window as per the search criteria entered in the Reports Search screen Page 66 of 73 Cente Ges sens nome conbot Admueagetincty Honan oenyoAmesne ofene FIADMense oven vay comments tam Date Data lee bbs Po sibs 2 Barker o on s00246 17 tenyr hot te 00 30 2008 05 00 orto m oo on s00246 17 00 70 2008 00 08 retin e ororo x Irist potee enfortemen Fra conduet 7421 2000 15 23 Piece sot e7yex 20090 a fe a Gece 07 21 2000 35 22 mason e orjossaooee a A 7 24 2008 15 22 07 19 2008 11 16 32 20 2911 a7 Taian Yeo SET r orvorsz009 9 aman ables 7 13 2000 15 94 4 Population Report is available for both Aggregate and Detailed type 5 Click Print button to view the report in a PDF pop up window To print go to File then Print Close out of the window with the Close button or the X located in the upper right hand side of the window 6 Click Export to Excel button to export the report to Excel File 7 Click Close Button to close the pop up window ADP ALOS Average Daily Population Average Length of Stay 1 To search for report from the menu tab choose Reports gt Admission Releases gt Reports Search gt ADP ALOS Report The Report Search scre
47. q bring up a list of all users in SARA 7 If no match is found Click on Administration gt New User Page 10 of 73 List of Users Note AlI fields marked are gutted Fint Neme D E vd ta o Designation LDLo Active ie Inacive Uner patemon canter suteresir E Admiisatr E super user El tme population Manager 8 Enter the details for the user 9 If the user has a Novell Log in their SARA username should be the same If the user does not have Tip a Novell Log in the user name should be their firstnamelastname Clicking the cancel 10 To activate the account for the new user select Active User Baron val clear allied If you select Inactive User this will create an inactive login account and the user will not be able to login 11 Select their User Type to set their access rights for SARA A user can be in more than one role at atime If the user is a population manager select the corresponding detention center from the drop down list If the user is a field user or supervisor select the corresponding supervisor from the drop down list 12 Click Submit button to save Page 11 of 73 13 A Successfully saved message will appear Wome Fields marked ar regeired a User Castile Misty C Record saved successfully Fist amet Mantal k Last Hamet ele User login details are em
48. raadehast ilz ta upload bateh of 2x youths for volume zeslngt E b E T E 456574 ay Shaun b ke 427503 Adam Henry k a leaa ams naman k Ja Jaes095 alvarde WAlgjandra i a as7953 Hanke stay ig es hig pe a ma j i E ii I fs ner 3Dozuments and SovngeDeeltoposwaiaaie CBRE anly ale format Ie sloved chdiesd Srnec 2 Click Browse button to select and open the required xls file which has the batch volume sealing of youths for 3 Click Upload Spreadsheet button to upload the xls file to database A screen Batch Youths Check List is displayed If there are problems with any of the rows to be batched they will display in red If the errors are not fixed only the rows with no errors will batch successfully Page 58 of 73 Batch Youth Check List Check List of uploaded Batch Youth File uploaded successfully 122121 Desersa misty p a50 besersa misty e s195 Female 18121 aE ay TEN FAGTS rat ioe apo eF k ARA ass4e2 Durant pm 24 bwat tester aytetenel male 5552 FACTEF rot match 4 Click Confirm Batch Seal button to batch seal all the uploaded youth records 5 Click Upload button to go back to Upload Batch of Youths for Volume Seal screen 6 Click Home link to close this screen and go to Home page Import Youth Details 1 To import youth details into SARA from a file csv generated from FACTS from the menu tab choose Suppor
49. rd detention release of a youth from the menu tab choose Detention gt Releases 2 First Select your Detention Center gt Search Youth List matching the search criteria is displayed Detention center Benco luv Det Youth Services Ctr 2 em LIST OF UNRELEASED YOUTHS fetal Records 26 Pagas Loft PES mce uv 453002 49 Lopez Jeremy 10 3 3995 Male 54 White yes petYouth 5 7 2008 23 4069 Services Ctr Bs amo Juv P 453002 49 Lopez Jeremy 10 3 1995 Male 64 White yes BetWauth ls tzyeo08 i7 Rocard 4859 Services Ctr 277 Nativa Hawaian oF jsomce Juv 777777 56 Martinez Nicole 41 7 2997 Pomale 77 _ other Paci e Yes Dat Vauth 5 13 2008 17 a777 Islander Services Ctr american indian Samco Juv 6e padia lester L 12 2 1989 Male lasian Pacific No Det vauth sye 2008 22 Islander Services Ctr meseus ee TLAS Pager 1af 1 Maximum rows per page 100 3 Click Record Release link from the Youth List to record Detention Release for the youths currently in Detention Center Page 39 of 73 E Prem ete peetterention sitet dette Duaseetion Dare cos D waned sa net emun wata in cnamntion maser pete fi 13 D veneer te at Cotentenidimee seme 30 Wessie ate cs aes 3 J cevdmare of neiem Youth RAI and Admission details are displayed in read only mode 4 Enter all the release details available to you Release date and time are prefilled by the syste
50. rd to be viewed Page 45 of 73 eee one SE taare Tine BEST tateanes te ammen aciona sem ostentan sraton cman Cam preta pot capcom sata sane Bassons oae wanes w OA seon whem enon weon rarer tm adut Catenton diet ternas 8 Tetarom es Detention record is displayed in read only mode 5 Click Print button to view the detention record in a PDF pop up window To print select File gt Print Click on the Close button or the X in the upper right hand of the page 6 Click Home link to close this screen and go to Home page or click Detention History link to go to Detention History screen Page 46 of 73 CHAPTER 5 Case Status amp Update Missing Information CASE STATUS The Case Status link will allow field users population managers and super users to add edit a Case Status while all other user roles will only be able to view Case Status It can be found in the RAI summary under a column named Case Status This column will display the case status link which will open up a pop up window to allow the adding updating viewing of case status of a RAI 1 To view the case status of a RAI from the menu tab choose Youth amp RAI gt Search Youth 2 First Search for the youth Youth List matching the search criteria is displayed za E So4E dn Te E Jo iene 3 From the Youth List click the RAI Summary link for the youth to be viewed The RAI
51. re is a match go to Add new RAI for an existing Youth instructions step 3 page 19 4 If there is not a match press the Add a Youth button Page 18 of 73 Home Fist Nama Dos Ssn Ethnicity st of Youths Note all folds markod aro required Last Mid titi ae O O FACTS E spene z Adding a RAL record for a youth required 5 Enter the details of the youth 6 Click Add RAI for this Youth button to add RAI for new youth somien D pa Fo aae a semenes FE 7 Enter the RAI details of the Youth Page 19 of 73 Clicking the cancel button will clear all filled entries a The system automatically enters N A in FACTS field if both the following two conditions are met FACTS of the youth is not available The primary reason for referral is any of the following 1 ICJ INS Hold 2 Hold Out of State ICj 3 Hold Out of State ICE b A drop down to indicate the state will be displayed if the primary reason for referral is among the above three reasons c The referral field will be displayed as 111111 when the primary reason for referral is any of the following Warrant Bench Warrant Parole Detention Order Retake Electronic Monitoring GPS Violation Hold for out of state 1C Hold for out of state I CE ICJ INS Hold Violation of court order condition of release Drug C
52. rs matching the search criteria is displayed Page 13 of 73 Castile Misty Castile Misty adminmsty Yes Fia lt Previous Nets Last gt gt paga tof 1 fraximumm rovs per page 100 3 From the list of users click the Delete link for the user to be deleted Petname jay ie Intl k_ tat ame p Designation eit address mM eee Shone Number 9 pas f poan sr Detention Centar fav raci econ tast modes 11 15 2008 ean ber who has ogped in at lsast once can not be deleted Suci user canbe inactive using the Edt User sorser Details of the selected user are displayed in read only mode 4 Click Delete from database button to delete the selected user from the database A user who has signed in at least once cannot be deleted Such a user can be inactivated by clicking on List of Users link then the Edit link of the desired user Inactive User and press Submit Page 14 of 73 Next select 5 Click Home link to close this screen and go to Home page or click List of Users to go to List of Users screen Sign In Authentication Mode 1 To select or change mode of Authentication from the menu tab choose Administration gt Authentication Mode check Loae eDirectory first then dhek local appliention database 2 Two options are available a If chosen mode is Local application database only then user name and password are auth
53. ssu b paro COo nny ee f a FACTS not recived tor more bhan 3 months 90 Dars D e 4 Update the FACTS of the youth If FACTS is not received for more than 3 months the checkbox will be automatically checked A batch process will run by the system at regular intervals to complete this process and remove those youth from the list 5 Click Submit button to save the record Click Print button to print the 6 Click Close button to close the pop up window Missing FACTS list in PDF Refresh List will clear out any youth with updated information Click Refresh List button to refresh the list Page 49 of 73 Missing RAI Referral 1 To update missing RAI Referral of a youth from the menu tab choose Youth amp RAI gt Missing Referral 2 Select county from the drop down and click search to display the youth in the respective county Home Youth s RAIS iccing RAD Rafaren ha S Click Print button to print the Missing RAI Referral list in PDF 3 Click Edit link to Update Click Refresh List button to refresh the list Missing RAI Referral of Click Home link to close this screen and go to Home page the selected youth in a new Pop up screen veamos ise vame Gender frena ssn e vos TEE Arent Dmte 77naraa ethriity rice ipari fin 21872023 Semel Delnguent ePense Prostin Volaer nsvarret Singing CoTweb
54. t Functions gt I mport Youth Details The youth details screen appears Home Ge aaa rat D t S Required format of spreadsheet esv to import youth detalls a c E E E fe i z ettiieme Festlieme Mdtnisl Gender Ernici pissanie 2 lest ieme ist hame Mid inal leender Ehnieitr amanie i 3 Letham it tleme Mid fot Caner Etnici Jian 4 lest teme first Name Mid tial Sender Biwiety amanie 5 i 6 I I I i 3 E E G E E T hasa bar shaun 5 2 a im i 2 arene i Serr ji ji fo i 3 reese i ji T E ji ji 4 pecoss laiverdo a 3 fasses ji E i w fia i e fems riam m ji F i i p i i i i i mT i I I T ji Fie neme E lem20 00 facts 3 esves To 2 Use the browse button to select the desired csv file Page 59 of 73 3 Click on upload spreadsheet to upload the selected file 4 A screen displaying matched and mismatched youth details will be displayed nome eS e oe 5 Click Import Matched Rows button to import the matched rows to the SARA database 6 Click Export Mismatched Rows to csv button to export the mismatched rows to a CSV file 7 Click Cancel Import to cancel this operation and go back to the previous screen 8 Click the Home link to go back to the home page Page 60 of 73 CHAPTER 8 Non CYFD Non CYFD Admission A Non CYFD Youth is any youth being detained under another authority such as federal or tribal hold in
55. tig sartane mareen atone stone raana tsp aac ana wna staga mi ater manaua caer Atego eomatehenw sonst wa ahs were Trea mara swam aractan pan yor arang Otten Rtas eenma recton Teveimermete morea o merone riya alate ane pane y RAE Score R RAL Recommendation Acteat Cocaine ne Grama Demas Welerce Aoete mnsa aegea Prapectnd Desena Canter Bere aa enr 0 fine away Aharnatnes or sarvea tretamentat ar Promat RAI of the selected youth is displayed in read only mode 5 Click Print button and the RAI details appear in PDF format Select File gt Print to print your RAI When your RAI has printed you can close out of the window with the close button or X in the upper right hand side of the window Page 32 of 73 6 Click Home link to close this screen and go to Home page or click RAI Summary to go to RAI Summary screen or click List of Youths to go to Youth List screen Delete RAI 1 To delete RAI details of a youth from the menu tab choose Youth amp RAI gt Search Youth 2 First Search for the youth Youth List matching the search criteria is displayed Tame Fist Name misty id iti 1 Last Name Facts sou Gender bossom S b r m E Ges ae ours ust Tatal Records 7 1456908 esersa misy c 4 1 2000 Female 223 45 lack or Amien view edtfotore ary 2n 462108 Durant isty 11 14 1004Femala 482 85 Native Hawaiian or D 1 Mew Eeit Delete ey 124 isossa martinoz misty

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