JIF98 Software Manual - Tennessee Administrative Office of the Courts

JIF98 Software Manual - Tennessee Administrative Office of the Courts
SUPREME COURT OF TENNESSEE
Administrative Office of the Courts
Juvenile Information Form
JIF98 Software
INSTALLATION AND USER’S MANUAL
Page 1
Table of Contents
Introduction
What is Juvenile Information Form (JIF98) Software?.................................. 3
Features and Benefits Summary .................................................................. 3
System Requirements .................................................................................. 3
Chapter 1: Getting Started
Installation .................................................................................................... 5
Troubleshooting and Tips ............................................................................ 9
Chapter 2: Tutorial
Requirements for Tutorial ............................................................................. 11
Launching the Program ................................................................................ 11
Adding a Case .............................................................................................. 11
Sending Cases ............................................................................................. 12
Deleting Sent Cases..................................................................................... 15
Chapter 3: User Reference
User Interface Layout ................................................................................... 18
Field Descriptions ......................................................................................... 19
Function Keys............................................................................................... 21
Glossary ....................................................................................................... 22
Where to Go for Additional Information ........................................................ 25
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 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:
y
y
y
y
y
Look-up tables that facilitate data entry
Backup functionality
Basic error reporting
Adherence to TCJFCJ reporting guidelines
Bulk deletion of transmitted records
System Requirements:
y Microsoft Windows 95 or greater
y Disk Drive, CD Drive, or Email Access
y 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
C H A P T E R
1
GETTING STARTED
•
•
Installation
Troubleshooting
Page 4
INSTALLATION
G e t t i n g
S t a r t e d
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.
3. Click on the Next button.
4. Click the Next button on the following 2 screens that appear.
Page 5
INSTALLATION
G e t t i n g
S t a r t e d
5. The following screen appears.
6. Make sure that the checkbox is checked.
7. Click the Next button.
8. Click the Install button.
Page 6
INSTALLATION
G e t t i n g
S t a r t e d
9. Click the Finish button.
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.
Page 7
INSTALLATION
G e t t i n g
S t a r t e d
12. Press the letter “C” on your keyboard or click on option 4) Configure System
13. Type your court’s two-digit code.
14. Press the Enter key on your keyboard.
Congratulations! 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 & TIPS
G e t t i n g
S t a r t e d
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 to us.
Sent by email to:
[email protected]
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:
y Pressing the F1 key will display a menu of options that will help you enter data.
y The <TAB> button and the mouse may be used to progress between fields.
y Records that contain missing information, or errors, will not be sent to the AOC.
y Pressing the <ESC> key will exit any screen and the program.
Page 9
C H A P T E R
2
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.
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:
4
5
6
Page 11
TUTORIAL
Learn How to Use Jif98
8. Press <PAGE DOWN> on the screen or press the Page Down key on your
keyboard. This will take you to the 2nd 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 <F10> 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.
1
SENDING CASES
1. Press the <Esc> 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:
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.
4. Put a 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 a B if you are using a CD or your hard drive.
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 your floppy disk if you chose drive A and then it will
jump to step 9 on page 15.
7. If you choose B for your drive letter, the system will come back with “invalid path or
file name” message.
8. Type I for Ignore.
Page 14
TUTORIAL
Learn How to Use Jif98
9. The system will then ask for a back up drive.
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 (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 [email protected]
DELETING SENT CASES (FROM YOUR SYSTEM)
1. Select option #6 from the main menu.
Main Menu:
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.
Congratulations! You have completed the tutorial successfully.
Page 16
C H A P T E R
3
USER REFERENCE
•
•
•
•
User Interface Layout
Field Descriptions
Function Keys
Where to go for Additional Information
Page 17
USER INTERFACE LAYOUT
Main Menu:
U s e r
R e f e r e n c e
1.) Add, Update, Delete Information
Screen 1:
AREAS FOR DATA
ENTRY
Screen 2:
FUNCTION KEY
OPTION AREAS
Page 18
FIELD DESCRIPTIONS
U s e r
R e f e r e n c e
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 for 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 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
U s e r
R e f e r e n c e
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 allow “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
U s e r
R e f e r e n c e
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 typing 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
Judicial fact finding determination (judgment) of a case (ex. guilty or not guilty).
Aftercare
The supervision given to a child for a limited period of time after they are
released from commitment to a state agency.
Burglary
The unlawful entry of a structure to commit a felony or a theft.
CASA
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.
Case
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”
Commitment
A decision by the judge that a child should be sent to a state agency for
monitoring or care of the child.
Contempt of Court A willful disobedience of a court order or willful interference with the
administration of justice.
Crime Index
Includes homicide, robbery, aggravated assault, rape, larceny and burglary.
DCS
The Tennessee Department of Children’s Services.
Delinquency
Acts or conduct in violation of criminal law.
Delinquent Act
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.
Dependency Case
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.
Detention
The placement of youth in a restrictive facility between referral to court and the
first court hearing (Detention Hearing). Also, a youth may be placed in a
detention facility at different points as a case progresses through the juvenile
justice system.
Disposition
Definite action taken or treatment plan decided on regarding a particular case.
(Ex: a course of treatment and rehabilitation).
Disposition Date
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 Adjustment A non-judicial procedure whereby the juvenile court staff, subject to court
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.
Institution
Juvenile correctional or rehabilitation center.
Intake
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.
Judge
An elected or appointed judge presiding over the juvenile court proceedings.
Juvenile
Any individual under the chronological age of eighteen (18) and that has not
been previously transferred to adult court.
Larceny/Theft
The unlawful taking, carrying, leading, or riding away of property from the
possession of another.
Motion
Oral or written request before, during or after court hearings on which a court
issues a ruling or order.
Paternity
Determination of who is the father of a child.
Petition
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.
Pretrial Diversion
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.
Probation
Supervision of the child to monitor behavior after finding of guilt.
Record
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”
Referee
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.
Referral Date
The date the child was referred to the court on the current referral
reason/charges.
Referral Source
The agency or individual filing a complaint with intake that initiates court
proceedings.
Review Hearing
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
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.
Status/Unruly
Offenses
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.
Termination of
Parental Rights
A legal proceeding forever severing all legal rights and obligations of the
parent so that others may adopt the child.
Violent Crime Index Includes homicide, robbery, forcible rape and aggravated assault.
YSO
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
W h e r e
t o
G o
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
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