EVVRS Frequently Asked Questions (FAQ)
Contents
1. how many times did x occur and how many times was a student an offender or victim This is another reason why keeping the paper record of the incident and listing details in the Incident Description field can be helpful to the district Back to FAQ Contents iii VV SA Incidents One Student as Offender and Victim a Yes in some cases for example when an Assault escalates into a Fight If two students were involved in such an incident you would report one student as an Offender only in connection with both the Assault and the Fight while you would report the other student as a Victim of the Assault and as an Offender in connection with the Fight iv VV SA Incidents Days Suspended or Removed A Enter 0 5 in the Days Suspended or Removed field of the Offender Information Page A Yes but you must enter new offender information for each different type of suspension the student received In this case you would 1 click Identify Offender from the People Involved in Incident Page and enter the offender information including only the first portion of the suspension i e number of days of home instruction Then when you are back on the People Involved in Incident Page you would 2 click Identify Offender again this time entering the same offender information but with the second portion of the suspension i e number of days of out of district placement Because the NJSMART ID number is the sa2. Persistently Dangerous Schools i Persistently Dangerous Schools Legal Appeals A Pursuant to N J A C 6A 3 1 1 et seq a district board of education may file a Petition of Appeal with the Commissioner of Education if it has evidence that the department s determination was not made in accordance with its published policy Back to FAQ Contents ii Persistently Dangerous Schools Number of Special Education Students A No The formula for determining persistently dangerous schools is based on the relative degree of safety and security in schools as determined by school reported EVVRS data regardless of the educational classification of students Whether special education or general education students commit a larger portion of the reported offenses the result is the same unsafe schools Back to FAQ Contents E Victims of Violent Criminal Offenses i Victims of Violent Criminal Offenses 30 Day Limit for Transfer Option A When a school district charter school that receives any NCLB funds determines that a student is a victim of a violent criminal offense according to criteria for determining the victim of a violent criminal offense in the USCO policy they must within 14 calendar days of the determination offer the parents of the child the opportunity to transfer the child to a safe school and they must also inform the parents that the transfer must occur within 30 days of the determination A Ifa school dis
3. http homeroom state nj us EVVRS htm under the heading Training Materials iii EVVRS Support User Manual New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 8 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 A You can access the EVVRS User Manual on the EVVRS Welcome Page at http homeroom state nj us EVVRS htm under the heading User Documents Back to FAQ Contents A Violence Vandalism and Substance Abuse VV SA Weapons Offenses and Harassment Intimidation and Bullying Incidents i VV SA Incidents Incident Location A A bus stop is not part of school grounds and the incident would not be reported on the EVVRS However if the investigation confirms that the incident was HIB related then it would be reportable The Anti Bullying Bill of Rights Act requires all incidents of HIB to be reported whether they occur on school grounds or not There is an option in the Incident Location section of the Incident Report Form that is specifically to be used when an HIB incident occurs off of school grounds It would not be reported if the incident happened after school hours when students were not under school supervision However the school might invoke the code of student conduct for students involved the exception being if the investigation confirms that the incident was HIB related Then the incident must be re
4. in USCO Policy Provision II Back to FAQ Contents F Charter Schools A While the statute permits affected students to be afforded the opportunity to attend a public charter school in addition to a safe public elementary school or secondary school within the local educational agency the application of this provision is limited in New Jersey in two ways In summary transfers under the policy could only occur as a part of the charter school s equal opportunity selection process and among charter schools administered under the same managing authority Since pursuant to N J S A 18A 36A 3 charter schools are considered public school districts that are operated independently of local boards of education transfers may only take place among multiple charter schools operated under the same approved charter That is charter school students are permitted to transfer to another charter school that is administered under the same managing authority but are not permitted to transfer to a school in the local public school district administered by a local board of education Pursuant to N J S A 18A 36A 7 a charter school must be open to all students on a space available basis and may not discriminate in its admission policies or practices although it may establish reasonable criteria to evaluate prospective students Also in accordance with N J S A 18A 36A 8 if there are more applications to enroll in the charter school than there are spaces ava
5. of day If school is not in session and the incident occurs at a time when no academic or extracurricular program sponsored by the school district charter school is taking place the incident does not meet this definition and it would not be reported On the other hand if school is not in session but the incident occurs during an after school academic or extracurricular program sponsored by the school district charter school the incident does meet this definition and you are required to report it Back to FAQ Contents ii The Transfer Option No School Available A In this case the student is not entitled to a school transfer and the district is not required to offer the transfer option However school districts charter schools that receive funds under any of the titles under the NCLB are encouraged but not required to explore other appropriate options such as an agreement with a neighboring school districts charter schools to accept transfer students To learn more about Public School Choice Options go to http www state nj us education choice choice htm Back to FAQ Contents New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 16 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 iii The Transfer Option Class Full A No School districts charter schools are required to transfer students to another safe school
6. schools are required to report EVVRS data to the NJDOE two times each school year between September 1 and December 31 and January 1 and June 30 For report period 1 you will be asked to confirm your data electronically For report period 2 you will be confirming data submission as well as verifying your data for the entire school year You are required to complete the confirmation process after Report Period 1 and the verification process after Report Period 2 even if you have no zero incidents to report Back to FAQ Contents E What Should Be Entered in the EVVRS A Depending on the district board of education s code of student conduct disciplinary action might result from a reportable incident However the reporting of an incident on the EVVRS is independent of any consequences the district imposes The law states that any school employee who observes or has direct knowledge from a participant or victim of an act of violence or of the use possession or distribution of New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 6 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 drugs or alcohol on school grounds must file a report describing the incident to the school principal Thus the report is only a record that an incident occurred r Witnessing an incident is not a requirement for reporting it Reporting an EVVRS defi
7. state definitions translate to federal definitions Because the EVVRS collects data for the federal government we use the federal categories C Summer and After School Hours Incidents A Incidents that occur between July 1 and August 31 should not be reported in EVVRS However districts should maintain their own records of incidents and actions taken A Yes Arson Damage to Property and Theft can all occur when school is closed Such EVVRS defined incidents are always reported according to district policy and the Memorandum of Agreement when applicable even when the offenders are unknown However only report these incidents in EVVRS when they occur between September 1 and June 30 Back to FAQ Contents D Definition of School Grounds A As defined in N J A C 6A 16 1 3 school grounds means and includes land portions of land structures buildings and vehicles when used for the provision of academic or extracurricular programs sponsored by the district and structures that support these buildings such as district wastewater treatment facilities generating facilities and other central service facilities including but not limited to kitchens and maintenance shops School grounds also includes other facilities as defined in N J A C 6A 26 1 2 playgrounds and recreational places owned by local municipalities private entities and other individuals during those times when the district has exclusive use of a portion of s
8. within the school district charter school to be eligible to receive funds under any and all titles under the NCLB Being full is not a justifiable reason to withhold the transfer option Appropriate and equitable accommodations must be made in another school within the school district charter school to provide educational services to the transferring students iv The Transfer Option Desegregation Plan A Pursuant to 68 FR 16789 school districts charter schools must complete the transfers by the start of each school year Interference with an approved desegregation plan is not a justifiable reason to withhold the transfer option If the transfers are not completed by the start of the school year school districts charter schools are in violation of federal statute and jeopardize all of their NCLB funding Back to FAQ Contents v The Transfer Option Transfer of Perpetrators A There is no provision in the federal USCO statute or in the NJDOE s USCO Policy that requires school districts charter schools to adopt responses with regard to perpetrators as a condition for receiving NCLB funds The statute and the policy only require school districts charter schools to provide the transfer option to students enrolled in persistently dangerous schools and to victims of violent criminal offenses However neither the statute nor the policy is intended as a solution for all student violence and conduct problems Schools are encouraged to develop and
9. z The incident report form is available on the EVVRS Welcome Page in PDF format at http homeroom state nj us EV VRS htm under the heading Reporting Forms You may open and print it using Adobe Acrobat Reader If you need to download Acrobat Reader you can click on the Adobe Acrobat hyperlink on the EVVRS Welcome Page under the heading Other Tools A You cannot directly enter data into the Incident Report Form provided on the EVVRS Page unless you have Adobe Acrobat Writer e The district level EVVRS user needs the paper EVVRS forms to confirm that incidents entered into the EVVRS after Report Period 1 and to verify that incidents entered into the EVVRS after Report Period 2 are the same Whether or not you should send the paper copies to the district office is a decision that is based on your district s procedures however it is recommended that all EVVRS forms for the district are store in one central location Back to FAQ Contents ii Recordkeeping District Made Paper Incident Report Forms New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 5 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 A We recommend districts use the EVVRS Violence Vandalism and Substance Abuse Incident Report Form but districts may instead use their own form so long as it contains the same information Whether the district uses the EVVRS r
10. Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 EVVRS Frequently Asked Questions FAQ A System Requirements B EVVRS User Accounts C Recordkeeping i Paper EVVRS Incident Report Forms ii District Made Paper Incident Report Forms iii Filing and Storing Completed Paper Incident Report Forms D Reporting Periods E What Should Be Entered in the EVVRS F Access to Information i Student Records ii The District Board of Education and the Public G EVVRS Support i Emails ii Training iii User Manual A Violence Vandalism and Substance Abuse VV SA Weapons Offenses and Harassment Intimidation and Bullying Incidents i Incident Location ii Multiple Offenders iii One Student as Offender and Victim iv Days Suspended or Removed B Report of Suspension of Students with Disabilities i Definition of Suspension ii Education Incidents State v Federal Disability Categories C Summer and After School Hours Incidents D Definition of School Grounds New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 A Finding the Incident Report You Want to Change B Editing Student ID Numbers A Reporting Requirements B Removal to Crisis Room C Incid
11. Report Period 2 A No EVVRS is locked and no further changes can be made following final verification Back to FAQ Contents IV APPROVED PRIVATE SCHOOLS FOR STUDENTS WITH DISABILITIES A Reporting Requirements Q Why are private schools for the disabled required to use the EVVRS We have always completed the incident forms and sent them to the home school of the offending student for reporting Why isn t that sufficient Additionally since we must return paper records of all disciplinary actions to the district when the student returns to his other school what is the point of our using this system A The NJDOE is interested in identifying private schools for the disabled that may require technical assistance in the area of school safety In addition private schools for the disabled are included under the scope of Chapter 16 of the Administrative Code subchapter six specifies EVVRS_ reporting responsibilities Q We are small schools that serve troubled students many of whom have severe behavior problems Their home schools could not handle them Due to our small size and the type of students we serve we will almost certainly meet the Category B persistently dangerous criteria Will we be labeled as persistently dangerous No private schools for the disabled are not included under the Unsafe School Choice Option Policy Do Approved Private Schools for Students with Disabilities that have programs located within a pub
12. e student s involved in the incident has his her attendance reported should be used to report an EVVRS incident Back to FAQ Contents B Report of Suspension of Students with Disabilities i Report of Suspension of Students with Disabilities Definition of Suspension a What you describe would be reported as a suspension with the appropriate option selected in the Program Services Provided Upon Disciplinary Action section on the Report of Suspension of Students with Disabilities Report Form or EVVRS form if the incident meets the criteria for an EVVRS defined offense in which case it would be reported using the VV SA Incident Report Form Back to FAQ Contents ii Report of Suspension of Students with Disabilities for Reasons Other than VV SA State vs Federal Disability Categories New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 11 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 A The NJDOE Office of Special Education confirms that the designation of intellectual disability is correct for purposes of the EVVRS The discrepancy lies in the slight differences between state and federal reporting categories See the Crosswalk of State and Federal Special Education Eligibility Categories Table on the EVVRS Welcome Page at http homeroom state nj us EVVRS htm under the heading Training Materials which shows how
13. ely by September 30th of the same year in accordance with the guidance and formats provided by the NJDOE Corrective actions should be based on an analysis of the problems faced by the school and should address the issues that resulted in the school being identified as persistently dangerous Some examples of corrective actions include hiring additional staff to supervise students in common areas increasing instructional activities in areas such as conflict resolution working with law enforcement officials to identify and eliminate gang related activities providing in service training for teachers and administrators in such areas as consistent enforcement of school discipline policies and preventing and defusing tensions and hostilities conducting and addressing the findings of school climate assessments limiting access to campuses or hiring security personnel or purchasing security equipment Back to FAQ Contents New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 18 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 ii Unsafe School Choice Option Policy State Federal Aid A While there is no categorical federal or state appropriation supporting the federal requirement schools may use their state aid and other funds as appropriate to address safety and security needs Back to FAQ Contents D
14. ents on School Buses D The Role of a Student s Disability A Definitions i School ii School Grounds iii Age and Sexual Assault B Transfer Option i Incident Location ii No School Available iii Class Full iv Desegregation Plan v Transfer of Perpetrators vi Unsafe School Choice Option Policy Cc Unsafe School Choice Option Policy i Early Warning ii State Federal Aid D Persistently Dangerous Schools i Legal Appeals ii Number of Special Education Students E Victims of Violent Criminal Offenses i 30 day Limit for Transfer Option ii Legal Challenge F Charter Schools G Students Enrolled in Special Education Programs New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 2 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 A EVVRS Homeroom A Data Confirmation B Data Verification C Data Certification New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 3 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 A System Requirements 5 Some Macintosh users lose the student information they enter and thus the reports they generate on student offenders and student victims which use these data display no record
15. eport form or their own local form it must be approved by the local board of education Whichever form you use be sure to record the Incident Number generated by the EVVRS on your paper form when you enter the incident into the system Back to FAQ Contents iii Recordkeeping Filing and Storing Completed Paper Incident Report Forms A Itis recommended that you file them in the central office by school grouping together all pages that pertain to a single incident i e all incident offender and victim information for that incident Then for each school place the forms in order by EVVRS Incident Number At the end of the year you or someone else in the district will have to refer to these hard copies to generate EVVRS reports such as the Incident Listing report and check the figures on the District Report of Violence and Vandalism Because the detail in EVVRS generated reports is grouped by school filing the district s paper reports by school makes locating them later for confirmation after Report Period 1 and verification after Report Period 2 more convenient A According to the Department of Treasury Division of Archives and Records Management DARM Records Series Number 0053 0004 agencies are required to retain original VV SA Incident Reports in the Student Records for a period of 100 years Back to FAQ Contents D Reporting Periods A As required by the Anti Bullying Bill of Rights Act all public and charter
16. eroom state nj us EVVRS htm and print or download the incident definitions Back to FAQ Contents VU DATA CONFIRMATION AND VERIFICATION A Data Confirmation Q What is the Report Period 1 confirmation A This is when the CSA or CSLP confirms that all EVVRS reportable incidents occurring between September 1 and December 31 have been entered accurately and without omission into EVVRS through the EVVRS Confirmation button Q Am I able to make edits additions or deletions after the Report Period 1 confirmation A Yes the system remains open and revisions are permitted until the system closes on the last school day before July 16 Back to FAQ Contents B Data Verification Q What is the Report Period 2 data verification New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 21 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 A This is when the CSA or CSLP confirms that all EVVRS reportable incidents occurring between January and June 30 have been entered accurately and without omission and that all EVVRS data for the entire school year September 1 June 30 is accurate and complete A No the system will be closed after the Report Period 2 verification deadline A No the NJDOE must create district and statewide reports immediately after the deadline to meet federal and state reporting requirements A T
17. f P L 2002 c 83 C 18A 37 14 the names of the investigators the type and nature of any discipline imposed on any student engaged in HIB and any other measures imposed training conducted or programs implemented to reduce HIB z We advise using the District Report of Violence and Vandalism for the corresponding report period You may also provide other reports such as the Incident Category Summary and the Incident Summary by Location to give the board a more detailed picture The report module also provides detailed HIB reports such as the District HIB Summary Report which will serve to inform your agency s governing body of HIB incidents per the Anti Bullying Bill of Rights Act ABR P L 2012 c 122 All reports are located in the Report Module which may be accessed by clicking on the EVVRS Report Module button from the EVVRS Welcome Page at http homeroom state nj us EVVRS htm Back to FAQ Contents G EVVRS Support i EVVRS Support Emails e All memorandum and attachments to Chief School Administrators CSAs Charter School Lead Persons CSLPs and Administrators of Approved Private School for Students with Disabilities APSSDs are emailed to Web User Administrators are also posted on the EVVRS Welcome Page at http homeroom state nj us EVVRS htm under the heading Notices Back to FAQ Contents ii EVVRS Support Training A A recorded training webinar will be posted on the EVVRS Welcome Page in January 2013 at
18. f member Category B offenses include simple assault on a student minor injury possession sale of a weapon other than a firearm gang fight robbery or extortion sex offense criminal threat arson sale and distribution of drugs excluding possession with intent and HIB or New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 15 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 threat For more details please see the Persistently Dangerous Schools section in Provision I of the USCO Policy at http www state nj us education grants nclb policy unsafe htm Back to FAQ Contents B The Transfer Option i The Transfer Option Incident Location A No a school district charter school is only required to make student transfers for incidents that occur on school grounds when they are used for the provision of academic or extracurricular programs by the school district charter school For definitions of school grounds and schools visit http www state nj us education code current and see the rules under N J A C 6A 16 1 3 and N J A C 6A 26 12 A No School districts and charter schools must provide the transfer option only when the incident occurs on school grounds when the grounds are used for the provision of academic or extracurricular programs sponsored by the school district charter school regardless of the time
19. he EVVRS The classification per se does not influence the decision to report Even if the Child Study Team asserts that there is a relationship between the classification and the action the incident must still be reported In some instances the Age and Cognitive Development Maturity Consideration allows for a possible exception See Electronic Violence and Vandalism Reporting System EVVRS Primer Three Considerations on Reporting to the New Jersey Department of Education which may be accessed at http homeroom state nj us EVVRS htm under the heading Training Materials Back to FAQ Contents New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 14 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 A Definitions i Definitions School A For the purposes of USCO the definition of a New Jersey school falls within the definitions of a school facility and other facilities pursuant to N J A C 6A 26 1 2 School facility means and includes 1 any structure building or facility used wholly or in part for educational purposes by a district and 2 facilities that physically support such structures buildings and facilities such as district wastewater treatment facilities power generating facilities steam generating facilities and other central service facilities including central kitchens and maintenance sh
20. he NJDOE has prepared a document titled Electronic Violence and Vandalism Reporting System EVVRS Recommendations for Data Confirmation and Verification to assist you This document can be accessed from the EVVRS Homeroom Page at http homeroom state nj us EVVRS htm under the heading Training Materials C Data Certification gt Yes the EVVRS and HIB ITP are two separate data collection systems Confirming verifying for the EVVRS does not fulfill the agency s requirement to certify for the HIB ITP Conversely certifying for the HIB ITP does not fulfill the agency s requirement to confirm verify for the EVVRS Each data collection system has its own confirmation Verification EVVRS and certification HIB ITP guidelines and requirements s eval amp dc evvrs 2012 13 faqs evvrsfaqs_december 2012 docx New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 22
21. ilable the charter school must select students to attend using a random selection process e g lottery for enrollment Back to FAQ Contents New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 20 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 G Students Enrolled in Special Education Programs Q How does the persistently dangerous schools designation USCO Policy Provision I and the victims of violent criminal offenses option USCO Policy Provision II apply to students determined to be in need of special education programs and services and who attend school in school districts charter schools that receive NCLB funds A For all students who attend public schools identified by the NJDOE as persistently dangerous or who become victims of violent criminal offenses their parents must be notified in accordance with the USCO policy and informed that they may exercise the option of transferring their children to a safe school School districts charter schools are required to provide transferred special education students with the program required by the student s Individualized Education Program IEP Back to FAQ Contents VI EVVRS INCIDENT DEFINITIONS A EVVRS Homeroom Q How can I download the latest EVVRS incident definitions A You can go to the EVVRS Welcome Page under the heading Training Materials at http hom
22. implement appropriate strategies for addressing the circumstances that contribute to or support victimization as well as to use locally determined policies and procedures to consistently and proactively manage individuals who have victimized students Pursuant to N J A C 6A 16 7 1 all school districts charter schools are required to have a code of student conduct that sets forth in part conduct sanctions and due process In addition school districts charter schools receiving Title IV A funds are reminded that pursuant to Section 4114 d of Title IV A NCLB CSAs have assured the NJDOE as a condition for receiving NCLB funds under districts NCLB Consolidated Formula Subgrant Applications that they have appropriate and effective school discipline policies and a code of student conduct policy that has consequences that are fair and developmentally appropriate and considers the student and the circumstances of the situation Back to FAQ Contents vi The Transfer Option Unsafe School Choice Option Policy New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 17 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 A The transfers may be either permanent or temporary but the student must be allowed to remain in his or her new school for as long as the student s original school is identified as persistently dangero
23. lic school need to enter their data separately from the public school New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 13 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 A Yes public and private school data are reported on separately and therefore must be entered independently of each other even if they share the same location Back to FAQ Contents B Removal to Crisis Room A Removal to a crisis room for classroom misbehavior would be considered an In School Suspension if and only if the removal suspension is for one half day or more Such an incident is reportable on the EVVRS through the Suspension of Students with a Disability for Other Reasons button unless the incident meets the criteria for an EVVRS defined offense in which case it would be reported using the VV SA Incident Data button Back to FAQ Contents C Incidents on School Buses A Yes If the bus is traveling to or from a receiving school for example from a regular high school to a vocational school the school reporting the incident is the school toward which the bus is headed at the time of the incident Back to FAQ Contents D The Role of a Student s Disability A Ifthe student has the mental capacity to understand both what he or she is doing and the probable effect of his or her actions then the incident must be reported on t
24. me for both offender entries all of the offender information for this offender will be combined in the system Back to FAQ Contents v VV SA Incidents Incident Type New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 10 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 A Select HIB from the Incident Detail section of the Incident Page and enter all the required data on this page Once you click the Submit Record button the HIB Information Page will appear This page only appears if HIB is selected on the Incident Page After completing the HIB Information Page click the Proceed button and continue to enter the incident data on the People Involved in the Incident Page vi VV SA Offender and Victim Information A Yes the NJSMART number is required and is the only student identifier number entered The individual responsible for data entry must verify that the NJSMART number is entered exactly as it appears in your district s student information system gt If an NJSMART number is entered incorrectly anytime that number is used in the future it will be associated with the wrong student If an NJSMART number is entered in error you must contact the NJDOE immediately by emailing evvrs doe state nj us Please be sure to include your district code in the email The school code that matches where th
25. nce problems email evvrs doe state nj us Please include your district code in the email A Your district s Web User Administrator must delete the old account and establish a new one as quickly as possible by visiting the NJDOE Homeroom at http homeroom state nj us New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 4 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 A Your district s Web User Administrator must delete the old account and establish a new one for you by visiting the NJDOE Homeroom at http homeroom state nj us Back to FAQ Contents C Recordkeeping i Paper EVVRS Incident Report Forms Schools must use the EVVRS paper reporting forms or the local equivalent to record data pertaining to an incident before entering that data on the EVVRS for three reasons 1 to expedite entry the data on the paper form should be complete before entering it on the EVVRS 2 to confirm EVVRS incidents after Report Period 1 and to verify EVVRS incidents after Report Period 2 the completed paper forms constitute the official record of incidents that occurred in the district and 3 to track students the EVVRS tracks incidents not students so schools cannot always tell who did what to whom from EVVRS generated reports The paper record of the incident can be helpful when looking for this kind of information
26. ned incident is based on the facts that are available to the employee making the report including his her own observations direct knowledge gained from an offender or victim of the incident or the findings of police investigations The law states that all incidents involving violence vandalism weapons or substance abuse as defined by the EVVRS must be reported regardless of whether or not the student has an Individual Education Plan IEP That said the Age and Cognitive Development Maturity Consideration allows for a possible exception See Electronic Violence and Vandalism Reporting System EVVRS Primer Three Considerations on Reporting to the New Jersey Department of Education which may be accessed from http homeroom state nj us EV VRS htm under the heading Training Materials A Yes all agencies must indicate through the data confirmation process in Report Period 1 and the data confirmation verification process in Report Period 2 that there are no incidents to report This electronic confirmation verification process notifies the NJDOE that your agency has not entered any incidents and that you are confirming that your district has zero incidents to report Back to FAQ Contents F Access to Information i Access to Information Student Records lt A copy of the incident report i e the Incident Information Page and the page pertaining to the student either the Offender Information Page or the Victim Informa
27. ops Other facilities means athletic stadiums grandstands greenhouses garages facilities used for non instructional or non educational purposes and any structure building or facility used solely for school administration Back to FAQ Contents ii Definitions School Grounds A As defined in N J A C 6A 16 1 3 school grounds means and includes land portions of land structures buildings and vehicles when used for the provision of academic or extracurricular programs sponsored by the district and structures that support these buildings such as district wastewater treatment facilities generating facilities and other central service facilities including but not limited to kitchens and maintenance shops School grounds also includes other facilities as defined in N J A C 6A 26 1 2 playgrounds and recreational places owned by local municipalities private entities and other individuals during those times when the district has exclusive use of a portion of such land Back to FAQ Contents iii Definitions Age and Sexual Assault A Yes The criteria are quite detailed and can be found in Provision II of the USCO Policy Victims of Violent Criminal Offenses Category A amp Category B Offenses at http www state nj us education grants nclb policy unsafe htm A Yes Category A offenses include firearm offenses aggravated assault on a student major injury assault with a weapon and any assault on a district staf
28. ported regardless of when it occurred as required by the Anti Bullying Bill of Rights Act A The school the student is traveling to reports the incident A Yes because they are school sponsored events which apply under the definition of school grounds A Off site program is defined as a program that is part of a school in which the student is enrolled but that operates at another site and has NOT been assigned a school code by the Department of Education The name and address of the off site program should be entered in the incident description field A No Programs must report incidents under their assigned school code However by entering the program name in the incident description field the NJDOE will be able to sort program data when reviewing data for schools identified as Early Warning or Persistently Dangerous New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 9 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 Back to FAQ Contents ii VV SA Incidents Multiple Offenders A An incident with multiple offenders as well as multiple victims if there are any is submitted in one report You may not always know who did what when checking an incident on an EVVRS report The EVVRS tracks incidents not students In other words what matters at the federal level is not who did what to whom but for example
29. s After you have entered offender and victim information for a few incidents use the EVVRS Report function to generate the Offender Type Summary and Victim Type Summary reports If the data you entered do not appear on these reports you will need to use another computer to re enter the offender and victim information Email us EV VRS doe state nj us if the problem persists Back to FAQ Contents B EVVRS User Accounts A Yes Each user should have his or her own personal user account even if one is used only for viewing and one is used for data entry A Your district s Web User Administrator usually the business administrator can establish an account for you by visiting the NJDOE Homeroom at http homeroom state nj us z School users see only their school s data and district users see data for all of the schools in the district If you are a one school district and have a school user account but no district account email us EVVRS doe state nj us to have your account converted to a district user account If your district has more than one school but you do not have a district account you can 1 establish a new district account 2 add a district account to an existing user providing a new User ID and password or 3 convert one of your school accounts to a district account A Contact your Web User Administrator to verify that your account is active and that you are using current login information If you still experie
30. tion Page should be in the student s file Alternatively if the report is kept with all other incident reports then there must be a tag in the student s file noting the existence and location of the incident record An EVVRS incident report as described above is considered a part of a student s educational record and therefore should be forwarded to the requesting school A The district may decide if the incident report is considered part of the student s cumulative folder Back to FAQ Contents ii Access to Information The District Board of Education and the Public New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 7 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 z According to 18A 17 46 of the Anti Bullying Bill of Rights Act ABR P L 2012 c 122 two times each school year between September 1 and January 1 and between January 1 and June 30 at a public hearing the superintendent of schools shall report to the district board of education all acts of violence vandalism and harassment intimidation or bullying which occurred during the previous reporting period X The report shall include the number of reports of harassment intimidation or bullying HIB the status of all investigations the nature of the bullying based on one of the protected categories identified in section 2 o
31. trict charter school determined that a student or students met the standard for being a victim of violent criminal offense in the previous school year but the determination was made 30 days or fewer New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 19 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 before the end of the school year they must allow these victims to exercise the option at the start of the new school year A Other than the special case described above schools are not obligated to provide the transfer after the 30 day period has lapsed but schools are encouraged to take into consideration subsequent circumstances regarding the victimization and the student s school performance and to provide appropriate accommodations for the student These accommodations may include school transfers and other measures that provide the victimized student with a safe and successful school experience Back to FAQ Contents ii Victims of Violent Criminal Offenses Legal Challenge A Parents may directly challenge any school district decision by voicing their concern to local school administrators local school boards of education and the county superintendent and by providing evidence that the school did not act in accordance with the Criteria for Determining Victims of Violent Criminal Offenses as set forth
32. uch land Back to FAQ Contents A Finding the Incident Report You Want to Change A All registered EVVRS users whether they are district or school level users must locate and modify previously entered data by school New J ersey Department of Education Division of Student amp Field Services P O Box 500 Trenton NJ 08625 0500 12 Electronic Violence and Vandalism Reporting System EVVRS EVVRS FAQs revised December 2012 A Each row of the table on the Search Result Page represents the record of a single offender or victim associated with a particular incident Thus for each incident with multiple offenders and or victims the Incident Number displays several times Because it appears twice you are seeing one incident with information for each of the two participants in the incident displayed B Editing Student ID Numbers Q What happens if I enter the wrong NJSMART number for a student offender or victim A Once an NJSMART number is entered for a particular student offender or victim it cannot be changed If an NJSMART number is entered incorrectly anytime that number is used in the future it will be associated with the wrong student If you have entered an NJSMART number in error you must contact the NJDOE immediately by emailing evvrs doe state nj us Please be sure to include your district code in the email Q Can I access EVVRS to make edits additions or deletions following final data verification for
33. us In making the determination of whether the transfer should be permanent or temporary school districts charter schools should consider the educational needs of the student as well as other factors affecting the student s ability to succeed if returned to the transferring school For example school districts charter schools may want to consider allowing a student to complete his or her education through the highest grade level at the receiving school A Pursuant to 68 FR 16789 school districts charter schools that receive funds under any of the titles under the NCLB must complete the transfers by the start of each school year If the transfers are not completed by the start of the school year school districts charter schools are in violation of federal statute and jeopardize all of their NCLB funding A For schools identified as persistently dangerous under USCO Policy Provision I transfers must be completed by the start of the school year However in the event that a student enrolls in the school after the start of the school year the parent must be notified of the school s designation at the time of enrollment and must be immediately offered the transfer option Back to FAQ Contents C Unsafe School Choice Option Policy i Unsafe School Choice Option Policy Early Warning A Schools designated as PDS or EWS under the USCO policy are required to develop and submit corrective action plans or school safety plans respectiv
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