Improving Data Reporting: Support for EVVRS and HIB-ITP Decision-makers

Improving Data Reporting: Support for EVVRS and HIB-ITP Decision-makers
December 2012

Goal Accurate reporting of EVVRS and HIB-ITP data.

Objectives You will be able to: Identify the similarities and differences of EVVRS and HIB-ITP reporting; Report suspension of students with disabilities for reasons other than violence, vandalism, substance and weapons offenses in EVVRS; Identify reporting periods for each system; Understand EVVRS definitions;

Objectives (con’t.) Determine which incidents, including HIB, meet the criteria for reporting in EVVRS and HIB-ITP and to your governing authority pursuant to N.J.S.A. 18A: 37-13 et seq. and N.J.A.C. 6A: 16-5.3; Know how to accurately complete the VV-SA and HIB-ITP data collection forms;

Objectives (con’t.) Implement recent modifications to EVVRS and HIB-ITP; Recognize confidentiality considerations for student-level data; and Access EVVRS and HIB-ITP Reports.

HIB-Related Issues HIB-related questions: Although some of the discussion will touch upon HIB – this is not an HIB training. Please refer to “HIB Resources” under “Training Materials” on the EVVRS Welcome Page at http://homeroom.state.nj.us/EVVRS.htm No single answer can be applied to each HIB case, since each case is fact specific. You may email HIB-related questions to hib@doe.state.nj.us for assistance.

EVVRS/HIB-ITPSimilarities Both systems collect HIB incidents affirmed by the BOE/governing authority after a 10-day investigation is completed. Both systems have two reporting periods.

EVVRS Reporting Periods Report Period 1 – Data Confirmation: September 1 to December 31 CSA or Charter School Lead Person is “confirming” that all EVVRS reportable incidents occurring between September 1 and December 31 have been accurately submitted. Revisions and deletions to Report Period 1 data are permitted throughout the school year prior to final verification of all data in mid July.

EVVRS Reporting Periods (con’t.) Report Period 2 - Data Verification: January 1 to June 30 CSA or Charter School Lead Person is confirming that all EVVRS reportable incidents occurring between January 1 to June 30 have been accurately submitted. In addition, the CSA or Charter School Lead Person is “verifying” that all EVVRS data for the entire school year – September 1 to June 30 is accurate and complete. No modifications to EVVRS data can be made subsequent to data verification in mid-July.

EVVRS Reporting Periods (con’t.) For tips on how to ensure accurate data confirmation and verification, refer to the document titled “Recommendations for Data Confirmation and Verification” under “Training Materials” on the EVVRS Welcome Page at http://homeroom.state.nj.us/EVVRS.htm

EVVRS Reporting Periods (con’t.) The EVVRS procedures for data confirmation for Report Period 1 and data verification for Report Period 2 must be completed even if there are zero (0) incidents to report. Completion of the confirmation and verification process, even if no incidents met the criteria to be entered into EVVRS for a report period(s), provides notification to the NJDOE that your district has zero (0) incidents to report. Important! Be sure to print your EVVRS confirmation form after confirming your data for Report Period 1 and to print your verification form after verifying your data for Report Period 2.

HIB-ITP Reporting Periods Report Period 1 – Semi-Annual Data Certification Between July 1 and December 31 for Trainings and Programs(includes trainings and programs occurring over the summer). Between September 1 and December 31 for HIB Investigations and Incidents affirmed by the board of education/governing authority. The CSA or Charter School Lead Person is officially submitting and certifying the accuracy of the agency’s HIB-ITP data for Report Period 1. Revisions and deletions to Report Period 1 data are permitted throughout the school year prior to final certification of all data in mid July.

HIB-ITP Reporting Periods (Con’t) Report Period 2 - Semi-Annual Data Certification Between January 1 and June 30 for Investigations, Affirmed HIB Incidents and Training and Programs. The CSA or Charter School Lead Person is officially submitting and certifying the accuracy of the agency’s HIB-ITP data for both Report Period 1 and Report Period 2. No modifications to HIB-ITP data can be made subsequent to data certification in mid-July.

HIB-ITP Reporting Periods (Con’t) The procedures for HIB-ITP data certification for Report Period 1 and Report Period 2 must be completed even if there are no investigations, HIB affirmed incidents or Trainings and Programs to report. Completion of the certification process even if no information has been entered for a report period(s) provides notification to the NJDOE that there your district has nothing to report. Important! Be sure to print your HIB-ITP confirmation forms after certifying data for both Report Periods 1 and 2.

EVVRS/HIB-ITPDifferences EVVRS collects specific incident-level information related to violence, HIB incidents affirmed by the BOE/governing authority, vandalism, substance offenses and weapons offenses. HIB-ITP collects the number of HIB investigations that occurred, HIB incidents affirmed by the BOE/governing authority and HIB trainings and programs. Specific incident-level information is not collected.

EVVRS/HIB-ITPDifferences (con’t.) Terminology used at the end of each report period: EVVRS Confirmation (Report Period 1) Verification (Report Period 2) HIB-ITP Certification (both Report Periods 1 and 2)

The Two Main Components of EVVRS Data Collection Reporting incidents of violence, HIB, vandalism, substance abuse and weapons offenses: General Education Students Special Education Students Reporting suspensions of students with disabilities: Per IDEA Section 618, Part B, the suspension of students with disabilities (lasting at least one-half day) for reasons other than violence, vandalism, substance abuse and weapons offenses must be reported to the federal government. The NJDOE mechanism for the collection and reporting of this data is the EVVRS.

Approved Private Schools for Students with Disabilities (APSSD) APSSDs are required to report incidents of violence, vandalism, HIB, substance and weapons offenses through the EVVRS, pursuant to N.J.S.A. 6A: 16-1.2 and 6A:16-5.3. APSSDs that are housed within an LEA are responsible for independently entering their own APPSD data in both EVVRS and HIB-ITP for each report period, separate and distinct from the data reported by the LEA.

What to Report on the EVVRS Incidents of violence, HIB, vandalism, weapons offenses and substance offenses that occur on school grounds, including in school buildings and on school buses. Only incidents that meet the criteria in the EVVRS incident definitions should be reported over the EVVRS. All other offenses not found in the EVVRS definitions should be addressed according to your district code of conduct.

What to Report on the EVVRS HIB EXCEPTION! Anti-Bullying Bill of Rights Act - P.L. 2010, c.122: Definition of HIB includes incidents that occur on school property, at any school-sponsored function, on a school bus, or off school grounds (N.J.S.A. 18A: 37-15.3). Enter incidents that occur off school grounds for HIB ONLY. Off school grounds includes electronic communication transmitted by means of, but not limited to, a telephone, cellular phone, computer, or pager (N.J.S.A. 18A: 37-14).

What to Report on the EVVRS REMINDER: When a student with a disability is suspended for at least ½ day and the incident does not meet the EVVRS criteria, that incident must still be reported in EVVRS using the “Report of Suspensions of Students with Disabilities for reasons other than violence, vandalism, weapons offenses, substance offenses or HIB” form through the “Data Entry (II) button.

What NOT to Report Over the EVVRS Any incidents that do not occur on school grounds (with the exception of HIB incidents); Any incidents between staff members or other adults; Any incidents where a staff member commits an otherwise EVVRS reportable offense on a student; and Any incidents that are not found in the EVVRS definitions.

What NOT to Report Over the EVVRS THE HIB LAW IS NOT PERFECT! Do not report any incidents that occur between July 1 and August 31 over the EVVRS According to N.J.A.C. 18A:17-46, only incidents occurring between September 1 and December 31, and between January 1 and June 30 are to be reported over the EVVRS.

What NOT to Report Over the EVVRS For HIB incidents that occur between July 1 and August 31, you must continue to follow the procedures in the Anti-Bullying Bill of Rights Act: Investigate, confirm, and report to your BOE/governing authority. Provide support for the victim and disciplinary action for the offender according to the district code of conduct. For incidents of violence, vandalism and substance or weapon offenses that occur between July 1 and August 31, follow the district code of conduct. Maintain a record of ALL incidents and actions taken that occur over the summer (but do not enter in the EVVRS).

Age and Cognitive Development Maturity Consideration Some types of offenses, by definition require that the offender fully understand that the behavior will have a specified result. For example, for an offense to be categorized as an assault, the offender must “purposely, knowingly, or recklessly” attempt to cause bodily injury.

Age and Cognitive Development Maturity Consideration (con’t.) For other types of offenses, the understanding of the result is inferred, but not specifically defined. For example, for an incident to be categorized as theft, the offender takes something without consent. In this case, the person reporting the incident must consider whether or not the offender knew that consent was needed.

Age and Cognitive Development Maturity Consideration (con’t.) The age and cognitive development consideration applies to the ONLY following incident types: Fight Theft Threat Sex Offense (when there is no victim)

Age and Cognitive Development Maturity Consideration (con’t.) Before deciding whether or not to report an incident as a fight, theft, threat or sex offense on the EVVRS, one needs to consider age and developmentally appropriate behavior and be sure that the offender is cognitively and developmentally mature enough to understand the potential consequences of his or her actions.

Age and Cognitive Development Maturity Consideration (con’t.) For example, the offender should know that: A physical confrontation may result in bodily injury (Fight); Taking belongings or property without consent is not permitted (Theft); A threat can make a victim fearful (Threat); or His or her behavior is considered inappropriate (Sex Offense – when there is no victim).

Age and Cognitive Development Maturity Consideration (con’t.) The age and cognitive development consideration should only by used in the applicable offenses and the determination should only be made in exceptional cases. Age alone is not sufficient to exclude an incident from the EVVRS. It must be determined if the offender understood the impact of his/her actions to decide if it is an EVVRS-reportable offense.

Completing the VV-SA Data Collection Form for the EVVRS The Violence, Vandalism and Substance Abuse (VV-SA) Incident Report Form (or other BOE approved form that collects the same information) must be completed fully and accurately prior to submitting it to the individual responsible for data entry in the EVVRS. The VV-SA Incident Report Form should not be subject to interpretation by the individual responsible for data entry!

Completing the VV-SA Data Collection Form (con’t.) “Gang-Related” can by selected for any EVVRS incident type. By selecting this option you are reporting that there was confirmation from a law enforcement official, the victim, or the offender that the incident was gang-related. “Police Notification” Be sure to correctly indicate whether a complaint was filed or not filed, when the police were notified in relation to an incident.

Completing the VV-SA Data Collection Form (con’t.) “Bias-Related” can be indicated for any incident type with the exception of HIB. By definition, an HIB incident includes bias.

Completing the VV-SA Data Collection Form (con’t.) A single incident can consist of multiple incident detail types. For example, a student offender who made a criminal threat could also have been in possession of a knife. This should be entered into the EVVRS as a single incident involving both incident types (Criminal Threat and Weapons Possession). HIB offenses can also be reported together with multiple incident types, with the exception of threat. An incident involving a threat will either be reported as threat as defined in the EVVRS Incident Definitions or as HIB. While both may put the victim in fear of physical injury, only HIB includes the bias component. Threat does not. Therefore, in cases where the victim is fearful of physical injury, the incident must be reported as a threat or HIB, depending on whether bias played a role.

EVVRS Recent Modifications The NJ SMART number is now a required field. Local student ID numbers will no longer be accepted Only the first initial of the student’s first name and first three letters of a student’s last name will be accepted into the EVVRS. This information is required for cross-checking of student records.

EVVRS Recent Modifications (con’t.) If an NJSMART number is entered incorrectly, and that number belongs to another student – each time that NJSMART number is entered in the future, it will be associated with another student’s record. IMMEDIATELY contact EVVRS Technical Support at evvrs@doe.state.nj.us when you discover an NJSMART number has been entered incorrectly.

EVVRS Recent Modifications(con’t) HIB is a stand-alone category. It is no longer part of the Violence category. “Location” – Off-Site Program Select Off-Site Program when the program location is part of a school in which students are enrolled but that operate at another site and have NOT been assigned a school code. Indicate off-site program name and address in the Incident Description field. Refer to “2012-13 EVVRS Changes” under “Training Materials” on the EVVRS Welcome Page at http://homeroom.state.nj.us/EVVRS.htm to view all modifications to both systems.

Student Confidentiality Individual student information is never is used in any report prepared by the NJDOE. Only aggregate school district and school-level data are used when producing internal or public reports. Do not include any student names in the incident description.

Student Confidentiality (con’t.) Only a court order or subpoena would compel the NJDOE to release individual student information, and the release of the information would be limited to the stipulations of the court order or subpoena. The EVVRS database is protected by a firewall and the highest level of encryption technology available. The system encrypts the data that are entered so that they may be transmitted securely from all LEAs in New Jersey to the NJDOE.

EVVRS Incident Definitions “Violence” Assault Simple and Aggravated Must determine the type of injury, whether it is minor or major. Identifying the type of injury will determine whether the offense is a simple or aggravated assault.

Minor or Major? MINOR: Injury such as a cut, abrasion, burn or bruise where the individual was seen by the school nurse and received treatment, e.g., an ice pack, topical preparation, or bandaging; or the individual was referred to a medical practice or facility for observation and/or treatment, and the injury was not considered major injury. MAJOR: Injury which requires medical treatment and includes concussions, injured organs, fractured or broken bones, severe burns, or cuts requiring stitches. The injury could be: a serious bodily injury which involves (A) a substantial risk of death; (B) extreme physical pain; (C) protracted and obvious disfigurement; or (D) protracted loss or impairment of the function of a bodily member, organ, or mental faculty.

EVVRS Incident Definitions “Violence” (con’t.) Criminal Threat Threat Extortion Fight *HIB - Separate Category Kidnapping Robbery Sex Offense

EVVRS Incident Definitions “Vandalism” Arson Bomb Threat Burglary Theft Damage to Property Fake Bomb Fire Alarm Fireworks Offense Trespassing

EVVRS Incident Definitions “Substance Abuse” Use Confirmed Possession Sale/Distribution Substance Type

Recording a Refusal to Submit to Physical Exam for Substance Use Refusal of a physical exam equates to de facto report of use. Enter the incident as “Use Confirmed.” Since the physical exam was refused, the substance type is not known. EVVRS will allow for “Use Confirmed” to be selected without a substance type. Enter “Refused” in the Incident Description field.

EVVRS Incident Definitions “Weapons” Weapons Offense Possession Used in Offense Sale/Distribution Bomb Offense Exploded Unexploded

EVVRS Incident Definitions “Weapons” (con’t.) The USDOE’s definition of weapons offense includes a “one-day suspension” criteria. Only report Weapon Possession and Sale/ Distribution offenses in EVVRS when there has been a one-day suspension as a result of the incidents.

EVVRS Incidents Definitions“Weapons” (con’t.) DO NOT report “realistic” looking guns as handguns or rifles. Handgun offenses are serious offenses that have implications for both federal and state reporting. A realistic looking gun should be reported as either an Imitation Firearm or an Air Gun, Pellet Gun, BB Gun – as deemed appropriate.

Removal “Removed from the building” Removed from the classroom, program or building. If removal is “Yes” for an EVVRS incident, select “Disciplinary Action Taken” from Section A and/or B on the VV-SA form. If removal is “No” for an EVVRS incident, select “Disciplinary Action Taken” from Section C on the VV-SA form.

Counting “Days Suspended” If the student is removed to an alternative program, indicate out-of-school suspension and the number of days suspended prior to the beginning of the student’s attendance in the program. Subsequently, count any days the student is suspended while in the alternative program.

EVVRS Report Module Reports of EVVRS incidents that were entered throughout the school year can be generated at both the school and district levels from the Report Module which can be accessed from the EVVRS Welcome Page. (Login information is required.) Reports can be used to communicate, analyze, and develop responses to concerns about school safety and to report to the Board of Education/governing authority, as well as to meet state and federal reporting requirements.

HIB-ITP (Harassment, Intimidation and Bullying – Investigations, Trainings and Programs) Data Collection System

HIB-ITP Data Submission Anti-Bullying Bill of Rights Act - P.L. 2010, c.122 requires the reporting of the following two times each year: The status of all HIB investigations The training conducted to reduce HIB The programs implemented to reduce HIB

Investigations and Incidents of HIB Number of Investigations: Conducted within 10 days of the reported incident. Number of Incidents: Affirmed by the Board of Education/Governing Authority. The number of affirmed incidents of HIB entered into the HIB-ITP should match the number of affirmed incidents of HIB entered into the EVVRS for each report period.

HIB-ITP Trainings and Programs Trainings: Enable and enhance the implementation of bullying prevention activities Programs: Are multi-faceted and long-term approaches aimed at reducing bullying that become part of the life of the school and that should ensure effectiveness through data assessment. Please refer to “HIB Resources” under “Training Materials” on the EVVRS Welcome Page at http://homeroom.state.nj.us/EVVRS.htm for more complete information.

HIB-ITP Trainings and Programs (con’t.) Trainings conducted by outside consultants are appropriate for the HIB-ITP and should be entered into the system. If the training was open to the entire district, enter it as district-wide. If the training was only open to a particular school, then enter it as school-level.

HIB-ITP Trainings and Programs (con’t.) Examples of trainings or programs that should NOT be entered into HIB-ITP: Stand-alone events: *Lunch with principal *Spirit Day *Crazy Sock Day *Unless ongoing, related activities are indicated in the description box Meetings: **School Safety Team Meetings **ABC/ABS meetings **PTA meetings **Unless a “training” is part of the meeting

HIB-ITP User Access Reminder: Only EVVRS users with district-level permission have access to the HIB-ITP. If you require a user ID and password for the HIB-ITP system – please contact your district Web User Administrator (WUA). Ask for a district-level EVVRS login account.

HIB-ITP Reports Real-time status reports can be printed while data are being entered. From the Data Entry Module, click on the “Print Status Report” button for reports on Investigations and Incidents, Trainings or Programs. Full reports can be ordered from the Main Menu by clicking on the “Reports” button. Reports will be emailed to users within 24 hours of the time ordered.

Sources of Help http://homeroom.state.nj.us/EVVRS.htm Welcome Page: USER MANUALS! DEFINITIONS! SCENARIOS! And more…

Sources of Help (con’t.) Follow-up online chat session after Webinar– January 11, 2013. (Details are forthcoming.) Questions and answers from Webinar will be posted on the EVVRS Homepage in January 2013.

Sources of Help (con’t.) Ask experienced EVVRS users and the web-user administrator in your school or district. EVVRS mailbox: evvrs@doe.state.nj.us

Test Your Knowledge! 1. Do agencies need to report over the EVVRS to the NJDOE that there were no (zero) incidents meeting EVVRS criteria?

Test Your Knowledge! 2. Can an agency EVVRS user access the EVVRS to make additions, edits or deletions once data has been verified for Report Period 2?

Test Your Knowledge! 3. Is the data being verified in Report Period 2 only for incidents between January 1 and June 30?

Test Your Knowledge! 4. Should incidents that occur over the summer be reported on the EVVRS?

Test Your Knowledge! 5. Do agencies need to report names of students?

Test Your Knowledge! 6. Are NJ SMART student identification numbers a requirement for EVVRS?

Test Your Knowledge! 7. May agencies report incidents for programs under a different code than the assigned school code?

Test Your Knowledge! 8. Should “Removal” (on the Offender Page) be indicated only when the student has been removed from the building?

Test Your Knowledge! 9. Are HIB trainings/workshops conducted by outside consultants to be included in the HIB-ITP data collection?

Test Your Knowledge! 10. Should School Safety Team Meetings be included in the HIB-ITP database as trainings when training did not occur during the meeting?

EVVRS Contact Information New Jersey Department of Education Office of Student Support Services evvrs@doe.state.nj.us

Improving Data Reporting: Support for EVVRS and HIB-ITP Decision-makers