JCMS Advanced Training - PowerPoint Presentation

JCMS Advanced Training August 10-11, 2015

Staff and Participant Introductions

Referral Types

Formal Referral (FM) Child and paperwork together Examples: You operate a detention facility You contract with another county’s facility Juvenile is in detention when offense is alleged

Paper Complaint (PA) Paperwork is received prior to face-to-face contact

Paper Formalized Referral (PF) Started as a PA Formalized with face-to-face contact Open existing PA Referral Change Referral Type Add Referral Date and Time Update other fields as necessary

Interim/Permanent Transfer Referral (TR) Supervision of a juvenile from another Texas c ounty is transferred to you through Inter-County Transfer TR Referral is entered by receiving county Enter the PID assigned in home county Create the appropriate Supervision

Interim/Permanent Transfer Additional Information

Interim/Permanent Supervision Supervision provided in the Receiving County is reported to TJJD County Referred – Enter your county Currently, the TJJD Statistical Report doesn’t include supervisions if the County Referred is not in your jurisdiction. Offense and Disposition are not reported to TJJD by the Receiving County

Interim/Permanent FAQs Referrals sent to your department for Disposition are Paper Complaint Referrals. What happens to Supervision in the sending county? Close as Transferred out of Jurisdiction Open an IICT Supervision (optional)

Supervision Screen in Sending County

Interim/Permanent FAQs continued 1. Interim was requested, but never began. Do not enter a TR Referral. 2. Sending County requests supervision for a modified probation order. Juvenile had a long list of referrals. TR is based on referral with supervision. Chrono additional referrals/VLCOs. 3. Child on Interim leaves and then returns . Do not create a new referral. Attach supervision to previous referral.

Interstate Compact Referral (IC) Supervision from another state is transferred to you through Interstate Compact Supervision provided in the Receiving County is reported to TJJD Originating Jurisdiction - – Enter County; your county Currently , the TJJD Statistical Report doesn’t include supervisions if the Originating Jurisdiction is not a county in your jurisdiction .

Interstate Compact Referrals (IC) Interstate Compact Flag Do not use Interim Supervision for IC kids Use Court Ordered Probation or Deferred Use “Unknown” offenses when necessary

Unknown Offenses

Crisis Intervention Referral (CI) Juvenile 16 or younger No pending charges; Not on supervision Face-to-face contact is required No valid offense - CINS offenses are NOT recorded in Crisis Intervention Referrals

Crisis Intervention Referral (CI) Use one of the CI Offenses Home Related Community Related School Related Enter a Disposition Diverted or Supervisory Caution by Dept Do not enter Supervision or Programs

Crisis Intervention Flag

Contract Detention (CD) & Contract Placement (CP) Referrals Used by departments that provide contract services Must have a Detention or Placement entry Must enter the PID assigned in the home county Originating Jurisdiction PID for out-of-state juveniles - 9999999999

Contract Detention Referrals and Offenses JCMS automatically creates a Not Specified offense for CD Referrals You may change the Not Specified Offense. If you change the offense, you must assign a Primary DOI on the Referral Disposition Screen Violation of Court Order – CD Referrals Only (50129007)

Updating Offense for CD Referral Updating Disposition DOI

Contract Placement Referrals and Offenses Three options for CP Offenses Use the true offense Use Not Specified For Violations, use Violation of Court Order – CP Referrals Only (50129008 ) Case Plans and CP Referrals – TEMP Supervision

Municipal Court/Justice of the Peace Referrals (MJ) Used to track convictions in MJ or JP Court Not transferred to TJJD in extract Do not use to track offenses transferred from Municipal or JP Courts Do not use to track Contempt of Court offenses

Parole Referrals (PR) Used by counties that provide Parole Supervision Used to attach Parole Supervision Not used for new offenses committed by parolees

Non-Jurisdiction Referrals (NJ) Used for temporary, courtesy services to a juvenile not under your jurisdiction Example: Facilitating the detention of a juvenile from one department into another department’s facility NJ is reported to TJJD

Prevention/Intervention Referral (PI) Used to track spending of Grant T – School Attendance Improvement Projects Grant Grant S – Prevention and Intervention Demonstration Project Do not create a Supervision Create a Program for PI Services

Other Administrative Referral (OA) Used to capture situations not recorded in the other referral types. OA Referrals are not reported to TJJD. Associated screens are not reported to TJJD.

Screen by Screen Tips

Referral Screen FM, PF and PA Referrals Originating Jurisdiction = County County = your county

Offense Screen JPD Complaint Date – Does not change GOC – General Offense Code Attempt Conspiracy Solicitation

Offense Screen Adding an Offense to an existing TRN # Use Add Another Offense button Create new offense and use Link to Arrest button

Associating an offense to an existing TRN. Open the Offense Screen Click the Add Another Offense button.

Associating an offense to an existing TRN Create a new Offense Screen Use the Link to Arrest button

Offense Screen Out of State Location County is not required when state is not Texas Violating CREL or TEMP is not an offense Violating Deferred Prosecution is not an offense

Enter the Offense Date prior to searching for an offense. Do not include N/A offenses in Formal, Paper Formalized or Paper Complaint Referrals. Selecting the Appropriate Offense

Examples of N/A offenses that should not be used in FM, PF and PA Referrals . Offense Description Offense Code Citation

Detention Screen Detention Billing Report Daily Rate CFE – Juvenile in Detention beyond Threshold Do not close a detention entry when transporting to detention hearing Changes in Facility or in Cost Per Day Close current Screen Open New Screen

Change of Facility

Detention Screen Offenses received while juvenile is in Detention = Formal Referral Under Maintenance, enter Holidays Used to calculate ‘Length of Stay’ ‘Actual Stay’ includes all days

Disposition (Referral) Screen Tracks the final disposition of all offenses within a Referral Divided by: Intake Prosecutor Court

3 Consolidated Dispositions

3 Consolidated Dispositions At Intake and Prosecutor , Consolidated should only be used when multiple referrals are disposed as Deferred Prosecution on the same day. If multiple referrals are disposed on the same day by Intake or Prosecutor as Supervisory Caution, No Probable Cause, Dismissed, etc. (not Deferred) enter this disposition for each referral.

PA ONLY Dispositions

Tracking Modified Dispositions Modifications and Extensions should NOT be entered on the Subsequent Disposition Screen. Each MODF or EXTD disposition should be associated with a referral for VLCO.

Correct entry of MODF/EXTD * Violation could be Technical or New Offense *

Incorrect entry of MODF/EXTD Do not enter modifications or extensions as second dispositions

RANA Use Not Administered if a RANA was required but was not completed CDA If previous disposition occurred within 14 days of current Disposition, enter previous score.

Disposition (Offense) Screen Tracks action/disposition of each offense Must be used to track amended offenses

Supervision Screen Show extensions of supervision in the Extension Section of current supervision

Supervision Screen If Supervision is closed as Absent without Permission, you must open an Indirect Supervision If child leaves on Inter-County Transfer Close Supervision as Transferred out of Jurisdiction Create IICT (optional)

Inter-County Transfer and Supervision IICT – used by the SENDING County for 180 days of interim(optional) Attached to formal referrals Interim Probation* – Used by RECEIVING county Permanent Probation* – Used by the RECEIVING county after day 180 Interim Deferred* – used by the RECEIVING county *Attached to TR Referrals

Juvenile put on DEFP or PROB and immediately Transferred Out Open Supervision for one day Close Supervision the following day as Transferred out of Jurisdiction

Program Screen Under Maintenance, review a ctive Programs.

Program Screen Programs provided in multiple locations require multiple Program codes Relationship Enhancement Group – Detention Relationship Enhancement Group – Community Update the Program Registry if you create or change Programs Enter Programs when Referred

Program Screen Programs must be a condition of Supervision Review Funding Sources If Funding Source changes , Close as Depletion of Funds/Closure . Open a new Program Entry on the next day.

Placement Screen Facilities registered with TJJD must use the TJJD Facility Code from the Registry Non-Secure (12) Post-Adjudication Secure (37)

Compare JCMS Maintenance to Facility Registry

Placement Screen Changing Cost per Day or Level of Care are done without closing the Placement Screen.

Behavioral Health Services Mental Health, Substance Abuse, Trauma, Intellectual Disability/MR Juvenile under JPD Jurisdiction Not associated to a Program A one-time event

BH Services - Examples Mental Health or Substance Abuse Assessment or Evaluation Doctor visit to review/prescribe BH medication Purchasing MH medication 1x counseling session 1x Crisis Intervention session to stabilize juvenile in a crisis situation

Behavioral Health Treatment Mental Health, Substance Abuse, Trauma, Intellectual Disability/MR Juvenile under JPD Jurisdiction Care intended for or used to remedy a BH problem Occurs over time No curriculum. Not a program.

BH Treatment - Examples Medication Management Case Management – coordinating appointments and doctor visits Observing and coaching juveniles regarding Life Skills

Additional Tips

Recommended Search Options When searching across county, use Date of Birth and Sex . If you do not find the juvenile you are searching for: Insure My County Only is unchecked Insure Archived Records is checked

Associating Chronological Notes To A Referral Chronological Notes associated to a referral are automatically: Sealed when the referral is sealed Deleted when the referral is deleted

Associating Chronos to a Referral

Sealing and Archiving Seal a Folder - Maintenance Seal an Offense – Offense Screen Seal a Referral - Referral Screen Archive Folders - Maintenance or Juvenile Screen Folders must have a Folder Status of Closed to be eligible for (group) archiving or sealing.

Entering a Folder Status of Closed

Close Officer Assignments Closing Supv doesn’t close officer assignment

TJJD and the Conference of Urban Counties (CUC)

TJJD and the Conference of Urban Counties (CUC) Collaborative system Help Desk Issues Resolved by TJJD Submitted to CUC

Issues Resolved by TJJD TJJD tracks all Help Desk calls Consistent Answers Helps us identify common problems Data Entry questions Consistency Benefit to the Department Accurate reporting to TJJD and local Reports

Issues Submitted to the CUC TJJD creates a HIMS ticket Results: Issues are fixed immediately Issues are added to a deployment Fixes are deployed in Sprints every two weeks 2-hour outages with each Sprint - Tuesdays Issues are discussed by Product Owners

Issues discussed by Product Owners A pproved and fixed in Deployments New Referral Source, New Attachment Categories Approved and fixed in Change Requests Adding and modifying Reports Typically bigger/structural changes Added to Backlog Not Approved

VPN changes in your county Please let your county IT know that you need advance notice of VPN changes.

Creation of Test Record

Test Record Create a Juvenile: DOB 10/10/2000 Create Offense Arrest Date: 05/11/2013 TRN: Offense Date: 05/11/2013 JPD Complaint Received Date: 05/11/2013 Offense: Burglary of Habitation (F2) Create Referral Referral Type : Formal Referral Date: 5/11/2013 Originating Jurisdiction: County County : Anderson Attach Offense: Burglary of Habitation IOI: Primary

Offense vs. Referral Dispositions and Adding Subsequent Dispositions

Test Record 1 Scenario 1 – Amend an offense and Adjudicate GOAL: Using the juvenile created in Test Record 1 (DOB 10/10/2000 ), we will: Amend a Burg of Habitation to a Criminal Trespass Adjudicate the juvenile to Probation Create a Probation Supervision Screen

Test Record 1 Scenario 1- Amend an Offense and Adjudicate Step 1- Amend offense Amendments/Revisions must be entered on the (Offense) Disposition container: At INTAKE: Refer to Prosecutor - Petition Requested ( 5/13/2013 ) At PROSECUTOR: Amend to a Criminal Mischief Petition Filed (5/17/2013)

Test Record 1 Scenario 1 – Amend an Offense and Adjudicate Step 2 - Adjudicate to Probation From (Offense) Disposition Container At COURT: Dispose as Adjudicated - Placed on Probation (6/25/2013) From (Referral) Disposition container: Accept the Calculated Disposition Enter RANA Scores

Test Record 1 Scenario 1 – Amend an Offense and Adjudicate Step 3 - Enter Supervision Access the Supervision Container Supervision Type = Court Ordered Probation Supervision Begin Date: 6/25/2013 Estimated End Date: 6/24/2014 Level/Phase: Regular Assign a Primary Probation Officer

Test Record 1 Scenario 2 – Revising an Offense to a Violation GOAL: Using the juvenile created in Test Scenario 1 and adjudicated to probation on 6/25/2013, we will: Create a referral for a new offense Revise the new offense to a Violation Dispose of the new referral as Prob Modified Extend Probation/Change the Supervision Level Add a Program

Test Record 1 Scenario 2 - Revising an offense to a VLCO Step 1 - Create a FM referral for Poss Marij <2oz (MB ) CREATE OFFENSE Arrest Date: 03/12/2014 TRN: Offense Date: 03/12/2014JPD Complaint Received Date: 03/12/2014 Offense: Poss Marij <2oz (MB) CREATE REFERRAL Referral Type: Formal Referral Date: 3/12/2014 Originating Jurisdiction: County County: Anderson Attach Offense: Poss Marij <2oz (MB ) IOI: Primary

Test Record 1 Scenario 2 - Revising an offense to a VLCO Step 2 - Create an offense screen for the Violation Create Offense Most Offense info is the same as the Poss of Marij <2oz Violation Offenses do not have TRN/TRS numbers JPD Complaint Received Date: 03/17/2014 Offense: Viol of Court Order – New Offense

Test Record 1 Scenario 2 - Revising an offense to a VLCO Step 3 - Include the Violation in the existing Referral Attach the Violation offense to the Poss of Marijuana Referral Open Referral for Poss of Marijuana Click View/Click Edit In Offense Section, Click Add Another Offense Select the Violation IOI = Revised Attach Original Referral

Test Record 1 Scenario 2 - Revising an offense to a VLCO Step 4 - Dispose of the Referral Referral Disposition Screen Enter the Disposition of Probation Extended (03/25/2014) DOIs Poss of Marij – DISMISSED Viol Court Order New Offense – PRIMARY If using the (Offense) Disposition Screen Enter an Intake Action of Referred to the Prosecutor to advance the Edit to Prosecutor.

Test Record 1 Scenario 2 - Revising an offense to a VLCO Step 5 - Extend Supervision, change Supervision Level and a dd a Program Supervision Screen Extend Probation on 3/25/2014 New Estimated Extension End Date = 3/24/2015 Enter new level of Maximum beginning 3/25/2014 Program Screen Referred Date: 03/25/2014 Program : Substance Abuse Treatment Begin Date: 04/08/2014 Estimated Release Date: 09/24/2014 Level/Phase: Level 1 Attach to: Violation – New Offense

Questions?