JIF98 Software Manual - Tennessee Administrative Office of the Courts
Contents
1. The unlawful taking carrying leading or riding away of property from the possession of another Oral or written request before during or after court hearings on which a court issues a ruling or order Determination of who is the father of a child A document filed in a juvenile court alleging that a juvenile is a delinquent status offender or on the child s behalf and asking that the court assume jurisdiction over the juvenile or juvenile s case A procedure similar in nature to informal adjustment with no official finding as to guilt except that a judge or referee must approve any agreement Supervision of the child to monitor behavior after finding of guilt All referral reasons charges reported to the court via complaint petition motion etc on a given day for given child Note The term is synonymous with Case An individual licensed to practice law in Tennessee who is appointed by the judge to hear cases A referee has the same authority and powers as the judge to issue process and conduct proceedings The date the child was referred to the court on the current referral reason charges The agency or individual filing a complaint with intake that initiates court proceedings Held by the juvenile court to review dispositions and to determine the need to maintain placement in out of home care and or jurisdiction of a child Page 23 GLOSSARY Robbery Status Unruly Offenses Termination of Parent2. Case Outcome lt s gt DD 6 2 63 64 65 60 6972 68 Type Of Detention Placement After Secure Detention Hearing Demographic Information Date Of Birth PZ Fo Sex Of Child Race Of Child Is Child Of Hispanic Origin Living Arrangement of Child Is Child Enrolled In School Last Grade Completed By Child Is Child Also In Special Education lt F1 gt Help Save lt Fi gt Save lt Esc gt Exit lt PGUP gt lt PGDOWN gt lt Screen 1 SENDING CASES 1 Press the lt Esc gt option on the screen or the Esc button on your keyboard until the main screen is shown 2 Select option 2 from the main menu Main Menu 8 33 TENNESSEE COUNCIL OF JUVENILE amp 02 01 2005 FAMILY COURT JUDGES JUVENILE INFORMATION FORM plate Delete In fo a 2 Report Monthly Records to TCJFCJ Page 12 TUTORIAL Learn How to Use Jif98 3 Type a Y to confirm that you want to send records your records to the TCJFCJ cx JIFOB EYE Process Done THERE WERE NO ERRORS DETECTED IN THE RECORDS THERE IS A TOTAL OF 1 RECORDS READY O BE REPORTED PLEASE ENTER AN X TO RETURN TO THE MENU A Y TO CONTINUE AND REPORT RECORDS TO THES TENNESSE COUNC_L OF JUVENILE AND FAMILY COURT JUDGES OFFICE 4 Puta blank disk or cd in the appropriate drive of your computer 5 Type the drive letter for your media a You will type an A if you are using a diskette b You will type
3. lt F1 gt Save s IB lt PGUP gt lt PGDOWN gt gt Screen 2 TT Screen 2 ex CA JIFY8N JIF9B EXE D x Juvenile Informaticn Form Screen 2 9 05 15 am Status ADDITION Date 2 077 eee gi FUNCTION KEY tne i Outcomes 1 2 gt 63 4 5 gt 66 gt 67 68 7 Of Detention Placement After Secure Detention Hearing 6 Court No ii Child Id Date Of Birth Of Child Race Of Child hild Of Hispanic Origin hild Enrolled In School Page 18 FIELD DESCRIPTIONS User Reference Child Id Will not allow blanks You cannot enter the same child id with the same referral date more than once If you attempt to add a child with the same date more than once the system will prompt you with the message DETAILS ALREADY ON FILE DO YOU WANT TO EDIT THE RECORD YES NO If you choose yes it will retrieve the record already on file and allow you to make changes to that record Referral Date Will not allow blanks and cannot be greater than the current date If you have problems with the system accepting the date exit and check your system date In Windows your system date clock can be found in the bottom right hand side of your screen Court As mentioned in the INSTALLATION section this field is initialized during setup If the court number is incorrect please call 615 741 2687 or 800 448 7970 and ask for Peach McComb Beverly Edmonds or Cheryl Patterson f
4. a B if you are using a CD or your hard drive ev JIF98 EXE INSERT THE DISKETTE INTO THE DESTINATION DRIVE ENTER THE DRIVE THAT YOU WILL BE COPYING TO lt A or BD OR X TO EXIT Page 13 TUTORIAL Learn How to Use Jif98 6 Type the number for the appropriate Month in the highlighted field Note This will place a data file on yourffloppy disk if you chose drive A and then it will jump to step 9 on page 15 ca JIF98 EXE ENTER THE NU BER OF THE MONTH FOR WHICH THE DALA IS BEING REPORTED i JANUARY 2 FEBRUARY 3 MARCH 04 APRIL 65 MAY 66 JUNE 07 JULY 98 AUGUST SEPTEMBER 1 OCTOBER 11 NOVEMBER 12 DECEMBER 7 If you choose B for your drive letter the system will come back with invalid path or file name message cx JIF98 EXE Cancel 8 Type I for Ignore Page 14 TUTORIAL Learn How to Use Jif98 9 The system will then ask for a back up drive ev JIF98 EXE IT IS NECESSARY THAT YOU ALSO CREATE BACKUP FILE IN CASE THE ORIGINAL FILE IS LOST OR LAMAGED IN TRANSIT ENTER THE DR UE THAT YOU WILL BE p C COPYING YOUR BACKUP TO lt A B o 10 Type the letter C for your hard drive 11 Press the Enter key on your keyboard The system will backup your data to a file on your hard drive An example of the file name and location is C Program Files JIF98 JIF0106 DBF The file name is broken down as JIF to indicate the software the month and year of file
5. to us Sent by email to juvenile reporting tscmail state tn us Mailed to Administrative Office of the Courts Attn Juvenile Data Team 511 Union Street Suite 600 Nashville TN 37219 How do I fix inconsistent data errors Database tables benefit from periodic re indexing This will help the database locate specific records more easily You can reindex your database by using option 5 on the main JIF screen Do you have any tips for Windows users Yes JIF98 was designed around Microsoft s older Disk Operating System DOS The following tips may be useful for you Pressing the F1 key will display a menu of options that will help you enter data e The lt TAB gt button and the mouse may be used to progress between fields Records that contain missing information or errors will not be sent to the AOC Pressing the lt ESC gt key will exit any screen and the program Page 9 CHAPTER TUTORIAL Requirements for Tutorial Step 1 Launching the Program Step 2 Adding a Case Step 3 Sending Cases Step 4 Deleting Sent Cases Page 10 TUTORIAL Learn How to Use Jif98 LAUNCHING THE PROGRAM 1 Double Click on the icon shown below that you will find on your computer desktop ADDING A CASE 2 Select option 1 Add Update Delete Information from the main menu 3 Press the F3 key to add a case CJIF98 JIF98 EXE TENNESSEE COUNCIL OF JUVENILE amp FAMILY COURT JUDGES JUVENILE INFORMATION FORM SOFT
6. use by courts that do not have existing computer systems capable of exporting juvenile court statistics which adhere to statewide guidelines Features and Benefits Summary e Look up tables that facilitate data entry e Backup functionality Basic error reporting e Adherence to TCJFCJ reporting guidelines Bulk deletion of transmitted records System Requirements e Microsoft Windows 95 or greater e Disk Drive CD Drive or Email Access e Optional Attached Printer required for options 2 and 3 from Main Menu Option 2 Report Monthly Records to TCJFCJ Option 3 Print Form Page 3 CHAPTER 1 GETTING STARTED e Installation e Troubleshooting Page 4 INSTALLATION Getting Started Installation of JIF98 is a simple process composed of the following steps WARNING THIS WILL ERASE ANY EXISTING JIF INFORMATION If you need to re install please call the Administrative Office of the Courts for assistance 1 Double Click on the Setup exe file found on the cd disk or email that you were sent 2 The following screen appears Setup Juvenile Information Form 98 Welcome to the Juvenile Information Form v98 Setup Wizard This will install JIF98 on your computer Itis recommended that you close all other applications before continuing Click Next to continue or Cancel to exit Setup 3 Click on the Next button 4 Click the Next button on the following 2 screens that appear Setup
7. 0106 January of 2006 and finally the extension of DBF database file Once the file is saved to your hard drive C you can save the file to a CD or email it as an attachment to the AOC at juvenile reporting tscmail state tn us DELETING SENT CASES FROM YOUR SYSTEM 1 Select option 6 from the main menu Main Menu E 0 x TENNESSEE COUNCIL OF JUUENILE amp 07 01 2065 FAMILY COURT JUDGES JUVENILE INFORMATION FORM SOFTTEC INC 6 Delete Records Already Sent to TCJFCJ Page 15 TUTORIAL Learn How to Use Jif98 2 Type the letter N if you would like to keep your sent records in JIF98 or Y to confirm the deletion JIF98 EXE THIS ROUTINE WILL PERMANETLEY REMOUE ANY RECORDS THAT HAVE ALREADY AE DELETED OR COPIED AND SENT TO THE TENNESSE COU L OF JUVENILE AND AMILY COURT JUDGES OFFICE ARE Fou SURE YOU WANT TO CONTINUE PLEASE ENTER A N TO RETURN TO THE MENU OR A Y TO CONTINUE AND DELETE RECORDS Congratulations You have completed the tutorial successfully Page 16 CHAPTER USER REFERENCE User Interface Layout Field Descriptions Function Keys Where to go for Additional Information Page 17 USER INTERFACE LAYOUT Main Menu User Reference OUNCIL OF JUVENILE amp CAT 1 Add Update Delete Information BY SOPTTEC INC rjudications Status NE N Date of Disp Of gt cuted By informal Adjus 6 6 6 a 6 lt F1 gt Help Save
8. Juvenile Information Form v98 sioj xj Setup Juvenile Information Form v98 Select Destination Location N Select Start Menu Folder Where should Juvenile Information Form v98 be installed amp f Where should Setup place the program s shortcuts Setup will install Juvenile Information Form v98 into the following folder Setup will create the program s shortcuts in the following Start Menu folder To continue click Nest If you would like to select a different folder click Browse Browse To continue click Next If you would like to select a different folder click Browse Browse At least 4 2 MB of free disk space is required Page 5 INSTALLATION Getting Started 5 The following screen appears Setup Juvenile Information Form ve Select Additional Tasks by Which additional tasks should be performed Select the additional tasks you would like Setup to perform while installing Juvenile Information Form 98 then click Next Additional icons Cancel 6 Make sure that the checkbox is checked 7 Click the Next button 8 Click the Install button Setup Juvenile Information Form 98 Ready to Install Setup is now ready to begin installing Juvenile Information Form 98 on your computer Click Install to continue with the installation or click Back if you want to review or change any settings Destination location C Program File
9. SUPREME COURT OF TENNESSEE Administrative Office of the Courts Juvenile Information Form JIF98 Software INSTALLATION AND USER S MANUAL Table of Contents Introduction What is Juvenile Information Form JIF98 Software Features and Benefits Summary System Requirements nenna Chapter 1 Getting Started Instdllalionsa cali loiah Troubleshooting and Tips Chapter 2 Tutorial Requirements for Tutorial nenene Launching the Program aaa Addingra Cases italo iii rica Sending CASS Jaa Deleting Sent Cases n Chapter 3 User Reference User Interface Layout Field Descriptions srrnnnnrrrrnnnnnnnnonnnnnrrrrnnnnnnnnrrnnnnnnn FUNGHON KOS scialli E GOS SAY storia time Where to Go for Additional Information Page 2 INTRODUCTION What is Juvenile Information Form JIF98 Software The Juvenile Information Form software JIF98 is a software application designed for older DOS based systems yet will function on a variety of modern workstations running Microsoft Windows JIF98 provides a means to electronically record and transfer information pertaining to juvenile court activities in order to meet statewide reporting guidelines established by the Tennessee Council of Juvenile and Family Court Judges TCJFCJ and adopted by the Administrative Office of the Courts AOC The software is intended for
10. TEC INC Search for CHILD ID Child Identification Referral Date Court Select Delete Search 4 Enter a Child Id 5 Enter the actual date of the referral in the Referral Date field The current date is the default in this field 6 Fill in a complete case line 7 You can press the F1 key if you need help with what your options are for that field Screen 1 IF 98 JIF98 EXE Status ADDITION Date 06 30 2005 Court No 11 Child Id Referral Date 0673072005 Does Child Have Previous Adjudications For Or Concerning Delinquent Offenses tatus Offenses Drug amp Alcohol Offenses Dependency Neglect ag Referral Intake Amended Formal Informal Action i Source Action Charge Actions Executed By Informal Adjus Page 11 TUTORIAL Learn How to Use Jif98 8 Press lt PAGE DOWN gt on the screen or press the Page Down key on your keyboard This will take you to the 2 screen and allow you to fill in the rest of the case information Screen 2 9 Fill in the Case Outcomes and all remaining fields on the form Use F1 for assistance 10 Press lt F10 gt on the screen or the F10 key on your keyboard to save the case 11 Type a Y to confirm your choice to save the record cv JIF98 EXE Juvenile Information Form Screen 2 9 58 65 am Status ADDIT Date 97 05 2005 Court No ii Child Id TESTOBI Referral Date 097 95 20905 Detention Information
11. al Rights Violent Crime Index YSO The taking or attempting to take anything of value from the care custody or control of a person or persons by force or threat of force or violence and or by putting the victim in fear Includes acts or types of conduct that are offenses only when committed or engaged in by a juvenile that can be adjudicated only by a juvenile court A legal proceeding forever severing all legal rights and obligations of the parent so that others may adopt the child Includes homicide robbery forcible rape and aggravated assault Youth Services Officer An official of the court whose duties include but are not limited to juvenile court intake pre hearing investigations referral supervision detention screenings counseling and or record keeping Page 24 ADDITIONAL INFORMATION Where to Go The administrative support staff of the Tennessee Council of Juvenile and Family Court Judges are available to answer any questions regarding this publication Peach McComb Beverly Edmonds and Cheryl Patterson Administrative Office of the Courts Technology Division 511 Union Street Suite 600 Nashville TN 37219 615 741 2687 Page 25
12. atulations Installation is now complete To make the JIF98 screen size larger Go to the light blue title bar at the top of the JIF98 screen Right click and choose Properties Select the Font tab Change the font to Lucinda Console and the Font Size to 24 Click OK Select Save properties for future windows with same title Click OK Page 8 TROUBLESHOOTING amp TIPS Getting Started How does the AOC define a Case or Record The AOC defines a Case as All referral reasons charges reported to the court via complaint petition motion etc on a given day for a given child Additionally a Record is a complete case in its electronic form What if I have more than one 1 referral reason Each Case can hold up to five 5 referral reasons What if I have more than five 5 referral reasons Each Case can hold up to five 5 referral reasons So only include the top five 5 reasons in your reporting Whom do I contact for help with the system The included tutorial will guide you through the basic usage of the system Any problems should be directed first to your local computer administrator and then to the AOC where we are always happy to assist with the JIF98 software We may be contacted at 615 741 2687 or 800 448 7970 How can I send the data to the AOC JIF98 is designed to save records that you would like to send into a file The file can then be saved to a disk or cd for mailing or attached to an email that you send
13. eased from commitment to a state agency The unlawful entry of a structure to commit a felony or a theft Court Appointed Special Advocate usually volunteers who serve to ensure that the needs and interests of a child in child protection judicial proceedings are fully protected All referral reasons charges reported to the court via complaint petition motion etc on a given day for given child This can also be referred to as a Record A decision by the judge that a child should be sent to a state agency for monitoring or care of the child A willful disobedience of a court order or willful interference with the administration of justice Includes homicide robbery aggravated assault rape larceny and burglary The Tennessee Department of Children s Services Acts or conduct in violation of criminal law An act committed by a juvenile that if committed by an adult would require prosecution in a criminal court Because the act is committed by a juvenile it falls within the jurisdiction of the juvenile court Those cases covering neglect or inadequate care on the part of parents or guardians such as abandonment or desertion abuse or cruel treatment improper or inadequate conditions in the home and insufficient care or support resulting from death absence or physical or mental incapacity of parents The placement of youth in a restrictive facility between referral to court and the first court hearing Detention Heari
14. enter a blank in Referral Reason 2 5 the system will skip this field and will not allow you to input a Judicial Action if you do not have a corresponding Referral Reason A blank will print out as an error on the error report if there is a corresponding Referral Reason Action Executed By Press F1 for a lookup table of the valid descriptions and codes If you enter a blank in Referral Reason 2 5 the system will skip this field and will not allow you to input Executed By if you do not have a corresponding Referral Reason Page 19 FIELD DESCRIPTIONS User Reference Date of Disposition of Informal Adjustment Must be a date greater than or equal to the Date of Referral and greater than or equal to the system date If you enter a blank in Referral Reason 2 5 the system will skip this field and will not allow you to input a Date of Adjustment if you do not have a corresponding Referral Reason Case Outcomes A blank in Case Outcome 1 will print out as an error on the error report Case Outcomes will not allow the same outcome code to be used more than once per record Press F1 for a look up table of valid descriptions and codes By entering a blank into Case Outcomes 2 8 the program will terminate the entering of the case outcomes and take you immediately to the next field Type of Detention Will allow 1 9 for valid detention codes Press F1 to see a list of the detention codes Placement after Secure Detention Hearing Will a
15. ing the first few characters of the value you are looking for and the system will display the correct value or the closest spelling of that value By hitting the Enter key on the highlighted selection the system will enter that value in the field F2 Search Pressing F2 will perform a search based on a provided Child ID F3 Add Allows you to input a new record F4 Del The F4 key will delete the record from the database after prompting with Are you sure Y N F5 Edit Allows you to correct or update a record that has already been entered after prompting with Are you sure you want to Save Y N Page Up Page Down Pressing Page Up or Page Down will take you back and forth between pages of the main edit screen Esc Quit The Esc key will exit the current operation and return to the previous screen Additionally this key can be used to exit the program from the main screen Enter Accepts the valid input Tab Moves the cursor to the next field Shift Tab Moves the cursor to the previous field Page 21 GLOSSARY Adjudication Aftercare Burglary CASA Case Commitment Contempt of Court Crime Index DCS Delinquency Delinquent Act Dependency Case Detention Disposition Disposition Date Judicial fact finding determination judgment of a case ex guilty or not guilty The supervision given to a child for a limited period of time after they are rel
16. llow 1 9 for valid placement codes Press F1 to see a list of placement codes Date of Birth Must be less than or equal to the current system date Sex of Child Will allow 1 for Male 2 for Female or 7 for Unknown Values other than those allowed will cause a message to be displayed Race of Child Will allow 1 2 3 4 5 or 7 Press F1 for a look up table of valid descriptions and codes A blank will print out as an error on the error report If you enter anything other than 1 2 3 4 5 or 7 a message will appear telling you this is incorrect Is Child of Hispanic Origin Will allow 1 for Yes 2 for No or 7 for Unknown Living Arrangement of Child Press F1 for a lookup table of valid descriptions and codes A blank will print out as an error on the error report Is Child Enrolled in School Will allow 1 for Yes 2 for No or 7 for Unknown Last Grade Completed By Child Press F1 for a look up table of valid codes and descriptions Is Child Also in Special Education Will allow 1 for Yes 2 for No or 7 for Unknown Page 20 FUNCTION KEYS User Reference F1 Help Pressing F1 will bring up various help screens and validation tables depending on where you are in the program You may move around on Lookup tables by pressing Page Up or Page Down or by using the Arrow Up or Arrow Down keys You may also begin typ
17. ng Also a youth may be placed in a detention facility at different points as a case progresses through the juvenile justice system Definite action taken or treatment plan decided on regarding a particular case Ex a course of treatment and rehabilitation The date that the disposition outcome or the informal adjustment of each referral took place This is the date on which all reports produced by TCJFCJ are based Page 22 GLOSSARY Informal AdjustmentA non judicial procedure whereby the juvenile court staff subject to court Institution Intake Judge Juvenile Larceny Theft Motion Paternity Petition Pretrial Diversion Probation Record Referee Referral Date Referral Source Review Hearing approval makes the decision to attempt to remedy the situation alleged in the referral by giving counsel and advice to the parent s and child This is a voluntary agreement in which no official finding of fact is made Informal adjustments may be initiated with or without a petition Juvenile correctional or rehabilitation center Intake department first screens referred cases The intake department may decide to dismiss the case for lack of legal sufficiency or to resolve the matter formally or informally An elected or appointed judge presiding over the juvenile court proceedings Any individual under the chronological age of eighteen 18 and that has not been previously transferred to adult court
18. or assistance Referral Reasons Referral Reason 1 will not allow for blanks Press F1 Help for the lookup window for valid descriptions and codes By entering a blank into Referral Reason 2 5 the program will terminate the entering of the case information data for those referral reasons and will take you immediately to page 2 for case outcomes If you enter an incorrect Referral Reason a look up window will appear for you to select the correct Referral Reason Referral Source Press F1 for a look up table of the valid descriptions and codes If you enter a blank in Referral Reason 2 5 the program will skip this field and not allow you to input a Referral Source if you do not have a corresponding Referral Reason Intake Action Press F1 for look up table of the valid descriptions and codes If you enter a blank in Referral Reason 2 5 the program will skip this field and will not allow you to input an Intake Action if you do not have a corresponding Referral Reason Amended Charge Press F1 for a look up table of the valid descriptions and codes The amended charge cannot contain the same code as its corresponding Referral Reason This field will allow for blanks If you enter a blank in Referral Reason 2 5 the system will skip this field and will not allow you to input an Amended Charge if you do not have a corresponding Referral Reason Formal Informal Action Press F1 for a look up table of the valid descriptions and codes If you
19. s JIF98 Start Menu folder Juvenile Information Form v98 Additional tasks Additional icons Create a desktop icon mo Cancel Page 6 INSTALLATION Getting Started 9 Click the Finish button gt Setup Juvenile Information Form v98 Sje x Completing the Juvenile Information Form v98 Setup Wizard Setup has finished installing Juvenile Information Form v98 on your computer The application may be launched by selecting the installed icons Click Finish to exit Setup 10 The JIF Program will open in a new window 11 Press any key on your keyboard or click on the screen with your mouse ca C PROGRA 1 JIF98 JIF98 EXE Version 2 66 Tennessee Council Of Juvenile amp Family Court Judges 1997 1998 SoftTec Inc All rights reserved Page 7 INSTALLATION Getting Started 12 Press the letter C on your keyboard or click on option 4 Configure System C PROGRA 1 JIF98 JIF98 EXE lol x 7 44 54 am TENNESSEE COUNCIL OF JUVENILE amp 67 05 2005 FAMILY COURT JUDGES JUVENILE INFORMATION FORM BY SOFTTEC INC 3 rint Form 4 onfigure System v b gt Reindex iles 6 elete Records Already Sent To TCJFCJ lt Esc gt EXIT Add Update Delete JIF Record 13 Type your court s two digit code 14 Press the Enter key on your keyboard cx C PROGRA 1 JIF98 JIF98 EXE INPUT THE TWO DIG 7 IUVENILE COURT CODE ASSIGNED TO YOUR COURT Enter Court No Congr
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