Victim Services Quarterly Statistical Report E-Form Instructions for Form Completion For use commencing April 1 st 2011

Transcription

1 Victim Services Quarterly Statistical Report E-Form Instructions for Form Completion For use commencing April 1 st 2011 This electronic version of the quarterly report form is to be completed by policebased victim service units (VSU). There are two components to submitting your quarterly report. Part one is the information relating to the service delivery of your victim service unit. Part two is the information relating to the administration of your program. Both portions are required for you to have a completed quarterly report submission. When you submit your completed victim services service delivery e-form, only summary information from the data you entered will be sent to us, such as services provided, persons assisted, etc. This report will also be for use by your program, giving you a snapshot in time, of the VSU you are coordinating. For RCMP based VSU s, this report collects all the required information for SGPS and RCMP. You will no longer be required to submit two separate reports. When you click submit your report will be sent to both organizations. For Municipal Police based VSU s, when you click on the submit function you will need to delete the RCMP address to avoid your report being sent to them as well. You are only required to submit your report to SGPS. The e-form uses data source tables to collect the information. This allows programs to track case information and services provided to new and ongoing cases while also simultaneously collecting quarterly statistics. The e-form displays statistical information by month for new cases opened in a given quarter. Tables related to new cases in a given quarter are displayed in this monthly format. Services provided to new and ongoing cases are shown in separate tables, with services provided to ongoing cases displayed only by quarter. Programs are required to have Adobe Acrobat Reader 8.1 or later in order to download the form from the Victims Services website and save a complete report to your computer. Once the quarter is over, and all the information has been entered, the report can be forwarded to our office by clicking the submit button on page one of the form. Only the summary report will be transmitted to Victims Services; the data source tables (a.k.a the case file information boxes) remain with your program. For each new quarter, you simply open the same file from the previous quarter and change the reporting period. This triggers the case file detail boxes, created in the previous quarter to flip over to the new quarter, moving new to ongoing or maintain their ongoing status. If a file has been completed in a quarter, in the

2 2 following quarter it is to be flagged for closure and can be deleted from the report form in the subsequent quarter. It is important to remember, while this form does collect a wide range of data and tracks services provided to victims, it is just a report form. It is not a records management system. The intention of this form is to track the victims served and the services you provided to those victims within the quarter you are reporting on. Please keep this in mind when using the form and maintaining records within your program. The data the form can report on is only as good as the data that is entered into it. As such, you will need to identify processes within your program in order to ensure you are accurately capturing the required information. So that s a brief summary of what the form is, what it collects and generally how it works. Now you need to know how to use it! Follow the step by step instructions below in order to complete your report. As always, at anytime, please call our office at for assistance! Please enter your statistics in the order outlined in this manual Step One: Program Heading Information Enter the name of your Victim Service Unit (VSU) in the first line If your VSU has multiple detachments or divisions, a separate report form for each detachment must be submitted. Please provide the name of the detachment on each report by completing the detachment/division line under Victim Service Unit Name line (as seen above).

3 3 Enter the Coordinators name. This refers to the individual responsible for the program. If your program has more than one paid staff member, the person who should verify this report is the main coordinator/executive director etc. If the Quarterly Report is completed by another staff member, the Coordinator still has to be the one to review and sign it. Assistant coordinators, administrative assistants, etc. cannot sign the reports, even if they have completed them. The information contained in the report is the responsibility of the Program Coordinator to ensure it is accurate and reflects the services delivered by the program in the quarter. Enter the phone number for the detachment/division for which this report refers. Enter the agency code for your VSU. This code is provided for each VSU by Victims Services, SGPS. Each individual VSU has it s own code so every detachment/division will have a unique code. It is not the RCMP detachment code. If you are unsure what your VSU agency code is, please call Victims Services and it will be provided to you. Select the reporting period for which you are currently reporting on by clicking in the box next to the appropriate period Select the year for which the report is being completed by selecting the correct year from the drop down menu

4 4 Step Two: VOCP books and trends If you distributed Victims of Crime Protocol books in your community (i.e. at a community event, placed in public spaces for people to take, gave to members to keep with them to hand out etc.), record the number you distributed in the space on the form as see above. In the general trends section, you can include additional information you may wish to note to SGPS (and or RCMP K-Div were applicable). This may be information about emerging crime trends in your community, special details about your program, etc. This box is a fixed text box so there is limited space to write into. If you have more information than what the box will allow you to include, please call our office to discuss the issue. NEXT, GO TO THE CASE FILE INFORMATION SECTION ON PAGE 8 OF THE QUARTERLY REPORT FORM

5 5 Step three: Case File Information You MUST create a case file information (CFI) box for each case you open or provide services to in the quarter you are reporting on. Each case file information box represents ONE police occurrence or ONE event in the case of non criminal files. Do NOT create individual case file information boxes for each victim. The number of victims related to the file are captured within the case file information box in the number of persons assisted. Each case is considered one incident, even though it may involve several offences. In these situations, choose the most serious offence as the type of incident (i.e."a. Criminal Code Violent is the most serious). If the offence type is not listed in the corresponding incident detail list, select Other and specify what the crime type is in the next box next to other and specify the crime type. Please Note: Charges do not have to be laid, in order for the case to be classified under the first three headings in the Type of Incident drop down menu. If charges are not laid, select the type of incident that is most appropriate for the crime the victim is reporting on. If charges are laid, select the type of incident based on what the police report notes as the charge. Other notes related to case file information boxes: If the case is new in this quarter, create a new CFI for that case. If the case is ongoing from a previous quarter and it does not have a CFI box, you can select the ongoing option in case status and complete all the necessary information as noted in the steps below. If the case is ongoing from a previous quarter and you have already created a CFI box for that case you will not need to recreate the case. Instead, you will just have to update the services provided as the form

6 6 rollsover cases from quarter to quarter and will remain on the form until you close and remove the CFI for that case. The following fields are MANDATORY to be completed in order for the information to populate correctly: Case Status Month File Opened Year File Opened Referral Type Number of persons served (adults, older adults, youth, children) enter only in the fields that apply for that case Type of Incident Incident Details The remaining fields are to be completed as they apply to the file you are providing service to in the current quarter. FOR NEW CASES or ONGOING CASES THAT DON T YET HAVE A CFI: How to: CREATE NEW CASE FILE BOXES Select the appropriate status option (new or ongoing). Select the month the file was opened from the drop down menu. Select the year the file was opened from the drop down menu. Enter the VSU file number in the according box. If your VSU does not use file numbers, you may also enter the victim s name in this field. What is entered in this field is how the file will appear on the table of contents list so use whatever information is relevant for you or how you want your files to appear in the table of contents (which can be found beginning on page 7 of the report form). Hit the tab button to move to the next field. Enter the RCMP or Police file number in the next field. Hit the tab button to move to the next field. In the advocate name field you can enter the name of the advocate or staff member that provided service on this file. This field is not mandatory and can be left blank if you choose. Hit the tab button to move to the next field. Choose a referral source from the drop down menu. Your options are the following (see the definitions page in this manual for further information on definitions of what each referral sources consists of): Police Referral to VSU accepted Outreach Referral

7 7 Self, Agency or Crown Referral to VSU Self or Agency referral no police file Police Referral to VSU declined If the victim has declined services from the VSU following the referral or if no contact is able to be made with the victim following the referral, click on the box next to the option VSU follow up declined/no contact with victim made. Hit the tab button to move to the next field. For the next four fields adult, older adult, youth, children enter the number of victims related to the incident that you have provided services to. Enter the number per age category in the corresponding field and tab to move across the row. Hit the tab button to move to the next field. Next, select from the drop down menu the type of incident. Your options are the following (see the definitions page in this manual for further information on definitions of what each referral sources consists of): A: Criminal Code Violent B: Criminal Code Non Violent C: Non Criminal Offence D: No Offence Occurred Then, select from the drop down menu the incident details. This field allows you select a specific crime type. Depending on the crime category you selected (as above) a corresponding menu of crime types will appear. Select the crime that relates to the file you are providing services to. If there are multiple charges, select the most serious crime to classify the file. If you have a file and the crime is not represented on the incident details list, select the other option and specify what the crime is in the next field (once you have selected other the next field will be unlocked and you will be able to enter the crime name in that field). FOR NEW AND ONGOING CASES DO ALL OF THE FOLLOWING EACH QUARTER: How to: ENTER SERVICES PROVIDED FOR EACH CFI The next three rows in the case file information box are related the services you provide to the victims. Enter the number of units of service delivery you provided in the current quarter for that file in the fields as appropriate. Your options are the following (see the definitions page in this manual for further information on definitions of what each services or support provided refers to): Emotional Support Crisis Intervention Court Prep/Orientation

8 8 Court Accompaniment Other Support (if you enter a number(s) indicated you provided other supports that may not be listed, please specify what those other supports are) Contacts with victims Case Conferencing Information Provided Other Agency Referrals In the two fields for Victim Impact Statements, enter in the number of VIS packages you gave to the victim(s) on that file, in that quarter. Also enter the number of corresponding notification forms you sent forward to the crown or clerk related to those VIS packages. Hit the tab button to move through these fields and onto the next row In the two fields for Packages Distributed or Provided, enter the number of Requesting Restitution Packages you gave to the victim(s) on that file, in that quarter. Hit the tab button to move to the next field and enter the number of Victim of Crime Protocol books you gave to the victim(s) on that file, in that quarter. Hit the tab button to move to the next field. In the two fields for Financial Benefits, enter the number of Financial Benefit Injury packages you gave to the victim(s) on that file, in that quarter and/or the number of Financial Benefit Death Benefit packages you gave to the victim(s) on that file, in that quarter. Click on Add a Case File to create more Case File Information boxes, allowing you to enter all the cases that were provided service in the quarter, both new and ongoing. Repeat all the steps listed above for each case you provided service to in the quarter and update the services provided to each case as you continue to provide services on that file throughout the quarter. For files that already had a case file information box created in a previous quarter, you just need to update the services provided on that file in this current quarter. How to: USE THE TABLE OF CONTENTS As you enter the Case File Information box, they will each be added to the Table of Contents page. This is page 7 and it starts out blank. When you add a new case, the table of contents will tell you on what page of the form document the Case File Detail section for that case appears. From the table of contents you can quickly access any of the case file information boxes you have created by clicking on the item in the table of contents. This action will take you directly to this item. This will allow you

9 9 to quickly locate a specific file to update information as the quarter progresses. Once you have created case file information boxes and entered all the services you have provided in the quarter for each file this portion of your report will be complete! Step Four: Saving your report Click on the check box next to the attestation statement. The statement will fill in based on the information you entered in step one (VSU name, coordinator name etc.). This statement is required to meet auditor requirements at SGPS. Enter the name of the person completing the form. This needs to be the individual responsible for the program. If your program has more than one paid staff member, the person who should verify this report is the main coordinator/executive director etc. If the Quarterly Report is completed by another staff member, the Coordinator still has to be the one to review and sign it. Assistant coordinators, administrative assistants, etc. cannot sign the reports, even if they have completed them. The information contained in the report is the responsibility of the Program Coordinator to ensure it is accurate and reflects the services delivered by the program in the quarter. Enter your phone number and the date the form was completed. You do NOT have to sign the report if you have checked the attestation statement and are submitting the report by . You can enter an electronic signature but it s not required.

10 10 If you are choosing to print and fax or mail in your report, you must sign the signature line. How to: SAVE YOUR REPORT Click on the save button and save your report form. You can save it with whatever name you chose and to wherever you like on your computer (desktop, folder, etc.). BE PATIENT as the form will take a few minutes to save depending on the size of your file. Once you click save, the form has to calculate and populate all the tables. This may take several minutes. Once saved, you can submit electronically by by hitting the click here to send a copy of your report in pdf format button. You will be prompted to save the report again, please so do USING A DIFFERENT FILE NAME. You are saving a copy to be transmitted to SGPS and K-Div (were applicable) and this copy does not contain the table of contents or the case file information boxes. This will leave you with two copies of your report form, one master copy with all the case files and a condensed copy with just the report tables. How to: SUBMIT YOUR REPORT After the report is saved, an will open with the addresses for SGPS and K-Division. The subject line will be populated with the line victim services quarterly report. Please add the name of the detachment or division to the subject line of the for the report you are submitting. o If you are a municipal police program, please delete the K-Division address from the address line to prevent your report from being submitted to their office. Your report will be attached to this . This copy contains only the first 6 pages of your report. Neither the table of contents or case file information boxes will be transmitted to SGPS or K-Division. Click send and you are done! If you choose to print and sign your report, it can be faxed or mailed to Victims Services SGPS. However, do NOT send the table of contents or the case file information pages; only submit the 6 report pages. For RCMP based programs you will also have to fax or mail your report to the Victim Services office at K-Division. You can print a copy of your report to retain for your records as well. You must print on legal size paper. Reports are to be submitted by , fax or mail (one only please!) by the 15 th of the month following the end of the quarter.

11 11 How to: FLAG FILES FOR CLOSURE Report due dates are as follows: o January February March Quarter due April 15 th o April May June Quarter due July 15 th o July August September Quarter due October 15 th o October November December Quarter due January 15 th What to do when a new quarter begins? Open the saved copy of the report you have on your computer, change the quarter by clicking on the check box next to the quarter you are now reporting. DO NOT click save. If you have any files you need to flag for closure do this now. These are any files you completed service on during the last quarter. This closure function has to happen at the beginning of a new quarter as you cannot have cases that are new and closed in the same quarter. In the table of contents, click the flag for closure box beside the file you want to close. A message box will appear letting you know this file will be deleted at the beginning of the next quarter. Click okay to that message. How to: DELETE FILES If you have any files that you flagged for closure in the previous quarter you will now be able to use the Delete button beside that file in the table of contents as the status will now be set at closed. Click the delete button to have the file removed from the report form. Clearing out files as the quarters progress is a good way to keep the form from getting too bogged down with information you are no longer using. As well as reducing the size of the file it shortens the table of contents and the pages of case file information boxes appearing on your form, making it easier for you to find the files you are still providing services to. Once you have flagged for closure all the files you need to and deleted any others that need to be deleted, save it with a new name (i.e. Quarter one, quarter two, quarter three, quarter four etc.) If you save it with the existing file name it will write over the report with this new version and you won t have that to refer back again. Once the report has saved, all the tables will be cleared and ready to be populated with new numbers for you new quarter. The case file information boxes that were in the form will still be there as well. If the status was new in the last quarter it will now be listed as ongoing and the three rows for service delivery items will be cleared out, allowing you to enter services you are providing in this new quarter. Cases that were already listed as ongoing will still be there and the case file information boxes will have been cleared in the same way new cases were as noted above.

12 12 Begin entering new cases as noted in the proceeding pages (as you did in the previous quarter). To update services provided to files that are considered ongoing, refer to the steps you followed as noted in the proceeding pages (and as you did in the previous quarter). When you are done entering for the quarter return the save and submission instructors from above.

13 13 How to complete the Quarterly and Annual Survey: Part B This survey represents the stats information related to the administration of your program. This form also needs to be completed and submitted in order for your reporting requirements to be met. Step One: Program Heading Information Enter the name of your Victim Service Unit (VSU) in the first line If your VSU has multiple detachments or divisions, please submit ONLY ONE FORM representing your program as a whole. This will require you to add the new cases, persons assisted and files closed from your separate victim service stat reports and report the collective total on this form. To do this most efficiently, refer to the Q column of the tables on the victim service stats report and add the values in each column accordingly to generate the totals you require. Enter the Coordinators name. This refers to the individual responsible for the program. If your program has more than one paid staff member, the person who should verify this report is the main coordinator/executive director etc. If the Quarterly Report is completed by another staff member, the Coordinator still has to be the one to review and sign it. Assistant coordinators, administrative assistants, etc. cannot sign the reports, even if they have completed them. The information contained in the report is the responsibility of the Program Coordinator to ensure it is accurate and reflects the services delivered by the program in the quarter. Enter the phone number for the detachment/division for which this report refers.

14 14 Enter the agency code for your VSU. This code is provided for each VSU by Victims Services, SGPS. Each individual VSU has it s own code so every detachment/division will have a unique code. If you are submitting one report to represent multiple detachments include the codes for each detachment covered by the survey. It is not the RCMP detachment code. If you are unsure what your VSU agency code is, please call Victims Services and it will be provided to you. Select the reporting period for which you are currently reporting on by clicking on the drop down menu and selecting the appropriate period Select the year for which the report is being completed by selecting the correct year from the drop down menu Click on the check box next to the attestation statement. The statement will fill in based on the information you entered in step one (VSU name, coordinator name etc.). This statement is required to meet auditor requirements at SGPS.

15 15 Step Two: Page one - Fillable table You only need to complete the boxes that are blue. Follow the column headings (AMJ, JAS etc.) to record the information in the column for that quarter. On March 31 st /April 1 st of 2011 count how many files you program currently has open. This represents the number of files your program has open at the beginning of the fiscal year. Enter this number in the corresponding box. Do not include any new files you open on April 1 st. The line number of new cases at March 31 st refers to the number of files you still have open at March 31 st You do not need to complete this box until March 31 st At the end of each quarter enter the number of files you opened. This number will be on page two of the quarterly stats report form, from the column total files opened. Enter this total number in the column for the quarter you are reporting on as seen above. At the end of each quarter enter the number of persons assisted. This number will be on page three of the quarterly stats report form. You will have to add together the first column from each of the age categories to get the total number of persons assisted. Enter this total number in column for the quarter you are reporting on as seen above.

16 16 At the end of each quarter enter the number of cases closed this quarter. This number will be on page one of the quarterly stats report form, number of case files flagged as closed. This is based on the number of files you flag for closure in the table of contents on the quarterly stats report form. Enter the number found on that line in the column for the quarter you are reporting on as seen above. For each of the remaining items, it is simply a count of the current number of each item in your program. Fill out the column accordingly for the quarter you are reporting on. If a particular section does not apply to your program (i.e. you do not have a board of directors), leave the section blank and skip to the next item relevant to your program. If there was no activity for a given item (i.e. you didn t recruit any advocates or board members in a given quarter) enter a 0 in the corresponding space.

17 17 Step Three: Page Three staffing and training For the section pictured above, complete all sections each quarter as they apply to your program, by entering into the relevant information into the appropriate box under each heading. For each section following these steps: Select the quarter you are reporting on from the drop down menu. Hit tab to move to the next field Enter the information relevant based on the column heading. Hit tab to move through the fields Enter the hours related to the item. Hit the + button to create a new line Continue to follow the above three steps as you move through this section What information goes into each section? Please list each position and the number of hours each position works each week Enter the name and position for each paid staff member within your VSU. Enter their main office of work. If staff cover multiple detachments, enter the main office they work from. If they have set hours per week in other detachments, enter those as well, listing the number of hours dedicated to those other offices each week. Enter the number of hours staff are contracted to work each week. This number should be what their employment contract says they should work each not. We recognize this may not be the actual number of hours actually worked (over time, volunteer time etc.), however, this is intended to capture staffing levels within your program. To capture overtime or additional hours contributed please see step four.

18 18 Detail any circumstances of paid staff turnover If you had any staff turnover in your program during the quarter, enter the name and position of the person leaving the program. Please also provide a brief statement to describe the circumstances of the departure. Please list training completed by staff Enter the name of the staff member, what training they received and who provided the training (organization name etc.). This should include training staff members have taken from outside organizations including conferences, courses, workshops etc. Please list training completed by advocates (do not include advocate certification training) Enter the name of the training, the training provider and the number of hours of training provided to advocates. This should include any training advocates received as in-services, conferences, guest speakers, workshops, etc. This does NOT include training related to receiving their core advocate certification as completed on line through JIBC. This training is included in the section under step four. Please list training completed by board members Enter the name of the training, the training provider and the number of hours of training completed by board members for your program. This should included training received from SGPS, attendance at conferences or workshops, etc. NOW, GO TO THE VOLUNTEER HOURS SECTION ON PAGE 3 ON THE REPORT FORM

19 19 Step four: Volunteer or Staff Hours How to: ENTER VOLUNTEER HOURS Use the Staff box table at the end of the form, on page 3 (as pictured above), to enter volunteer hours for each of your individual volunteers. The volunteer hours you enter here will automatically be entered in the table on page 2. Select the period using the drop down menu. Enter the volunteer s name in the corresponding box. Select the activity the volunteer performed from the drop down menu. If you select Other please specify the activity description in the corresponding box ( other details ). Select the position type from the reason drop down menu.

20 20 Enter the number of hours the volunteer contributed to this specified activity type in the hours box. Click on the add line button to add additional rows for that individual volunteer, selecting the activity and entering the number of hours that are relevant for that volunteer. If you make an error, click the delete line button to remove the incorrect line item. Once you have completed entering the information for that volunteer click on Add staff and repeat the above steps for each volunteer who contributed hours during the quarter. How to: ENTER STAFF HOURS You can also use the functionality of this box to track paid staff hours. Follow the same process as noted above, entering the name of the staff member and selecting the corresponding reason to reflect the hours contributed. You have the following options: o Paid time - is hours contributed as part of the staff member s regular work commitments. o Staff Overtime Compensated is hours contributed over and above the staff member s regular work hours and is time the staff member is compensated for either through paid overtime or time off in lieu. o Staff Overtime Voluntary is hours contributed over and above the staff member s regular work hours and is time the staff member is NOT compensated for. These hours are given voluntarily to the VSU (i.e. volunteering as an advocate in off hours etc.).

21 21 Additional Information Definitions: Please refer to the following information for terms, definitions and appropriate calculation of data in order to complete the report form. New Case = a new case referred to your VSU in the quarter being reported on. In order to be recorded as a case, you must have opened a file and provided service to the victim. Each case is considered one incident, even if it involves several offences. In situations with multiple offences in a single case, record the case under the category that represents the most serious offence. Police Referral to VSU declined = police member has made the offer of victim services to the victim at the time of incident and victim has declined. You may or may not get this information provided to you from your detachment/division. If it is available or you are aware of declined files, please record. Otherwise, please leave this selection blank in the case file details section of the quarterly report. Police Referral to VSU accepted = a referral from police members in your own detachment/police service or referrals from other police services or police-based victim service units where the victim has consented to service being provided. Outreach Referral = consistent with RCMP Policy, if the victim declines services but the member feels the victim is in need or would benefit from the assistance of the VSU, an outreach referral may be made to the VSU without victim consent. RCMP members are to provide basic information relating to a victim to Victim Services when the victim consents to the referral. As addressed in RCMP Operational Manual Bulletin OM-489, when the investigator is of the opinion that exceptional circumstances exist and Victim Services are required, basic information will be provided to Victim Services, without the victim's consent. Exceptional circumstances may include situations where a victim is traumatized, unconscious, incapacitated or where his/her safety is a concern. Outreach services / situations are further defined in the Victims of Crime Protocol, Roles and Responsibilities, page 9. Victim information to be provided can include: name; age; address; telephone number; address; and date, time and nature of incident. In cases where consent has not been provided and the investigator is of the opinion that a Victim Services referral is warranted, they should advise the victim of their intent effect the referral. Suggest wording, I am going to advise Victim Services about this incident and provide them with your contact information. Victim Services is a confidential service that can provide you with information, keep you informed on the status of the investigation, and offer support.

22 22 Self, agency or crown referral = a referral by the victim themselves (walk in) or from a community agency; hospital; medical employee; counselor; social worker; friend; family; neighbour; co-worker or other, where a police files exists. Examples of this may include: victim initially declined service when offered by police, then walks in to VSU seeking service; crown refers to VSU for court support where previously victim may not have been in contact with VSU. Self or agency referral = a referral by the victim themselves (walk in) or from a community agency; hospital; medical employee; counselor; social worker; friend; family; neighbour; co-worker or other, where NO police files exists. Examples of this may include: victim where crime has not been reported to police but support and referrals can still be made. Victim Declined Assistance when Contacted by VSU = cases in which a victim declined further assistance following initial VSU contact (include cases in which the victim did not return your call). Example of this may be: victim accepted police referral so you begin a file and attempt contact with victim. A number of attempts are made to reach victim and no follow up occurs as victim does not return calls. This file may be counted as Police Referral Accepted and then checked as VSU follow up declined. New Persons Assisted = the number of people assisted (adults/youth/children/older adults) in relation to the new cases. You will have to re-record persons assisted that were also assisted during previous quarters if there is a new and different case opened in this quarter that involves the same individual. Subsequent assistance provided to the same person regarding the same incident, from a quarter other than when the case was new, is considered followup and will be recorded in Table III Services Provided (Ongoing Cases from Previous Quarters). The categories for persons assisted are: Adult (18 years and over) Youth (12 to 17 years) Children (0 to 11 years) Older Adults (65 and over) If the victim s exact age is not known, select the most appropriate category based on your estimation of the victim s age.

23 23 Type of Incident: Files are to be classified by the type of crime the victim(s) being assisted are a victim of. The following four main headings remain and will assist you in classifying those victims for which a corresponding crime is not included on the preset list. Within each of these groupings, you will see on the report form a listing of various crime types. If a case involves multiple offences select the most serious when classifying the file. If the victim has been a crime for an offence that does not appear on the lists as they appear in the report form, please select other and provide the name of the offence. A Criminal Code Violent - is a crime against a person. It includes the following offences and also those found on the schedule in the pages following. Homicide Attempted Homicide Sexual Assault Family Violence Assault (causing or with a weapon) Threat/Harassment Abduction/Forcible Confinement Impaired Driving (causing) Criminal Negligence Robbery Trafficking in Persons Luring a child (online) Other: B Criminal Code Non Violent - is a crime involving property, and includes, but is not limited to the crimes listed below: Theft/Fraud Break and Enter Assault (common) Impaired Driving Trespass/Mischief/Vandalism Other: C Offence Non Criminal - is an offence that does not fall under the Criminal Code of Canada, such as an offence under the Traffic Safety Act, or another provincial law. Traffic death or serious injury Traffic minor injury or damage Mental Health Act Federal or Provincial Legislation Other: D No Offence Occurred - involves assisting with non criminal incidents in your community. It can include, but not limited to, the following items: Domestic Dispute Fire Sudden Death Suicide or Attempted Suicide Serious Injury Natural or Community Disaster Other:

24 24 Schedule of Serious and Violent Criminal Code Offences* Serious and violent crimes are crimes against persons that: result in death; cause serious physical or emotional injury; includes violence, intimidation or criminal harassment/stalking within a domestic relationship; and/or cause harm to a child or a vulnerable adult. Criminal Code Section Crime 65 taking part in a riot 76 hijacking of aircraft 77 endangering safety of aircraft in flight 78 taking on board a civilian aircraft offensive weapons or explosive substances 80 failure to take reasonable care in respect of explosives where death or bodily harm results 81(1) intentionally causing death or bodily harm by explosive substance 86(2) careless use of firearm 151 sexual interference 152 invitation to sexual touching 153 sexual exploitation 155 incest 160 bestiality 162 voyeurism child pornography 170 parent or guardian procuring sexual activity luring a child 173 indecent acts 212 procuring 215 failure to provide necessaries 218 abandoning child 220 causing death by criminal negligence 221 causing bodily harm by criminal negligence 235 murder 236 manslaughter 239 attempted murder 244 causing bodily harm with intent 245 administering noxious substance 246 overcoming resistance to commission of offence 247 setting traps likely to cause death or bodily harm 248 interfering with transportation facilities 262 impeding attempt to save life 264 criminal harassment/stalking 267 assault causing bodily harm; assault with a weapon 268 aggravated assault 269 unlawfully causing bodily harm torture 270 assaulting a peace officer 271 sexual assault 272 sexual assault with a weapon, threats to a third party or causing bodily harm 273 aggravated sexual assault removal of child from Canada for sexual purpose 279 kidnapping / illegal confinement

25 trafficking in persons hostage taking 280 abduction of person under abduction of person under robbery 346 extortion 423 intimidation intimidation of justice system participant 430(2) mischief causing actual danger to life 433 arson *Source: Victims of Crime Protocol - Roles and Responsibilities New and Ongoing Cases: Services Provided Each of the following items are considered separate units of service. You may provide multiple units of service during each contact you have with a victim. Each unit of service provided is to be recorded. These categories apply to both new and ongoing cases Contacts with victim = contacts you have with victims by phone, mail, , texting etc. Case Conferencing = meetings or contacts you have with other support agencies, police or crown as a function of providing support to victim. This may include: contacts with shelters, counseling services, crown s office, family violence case conferencing etc. Information = providing information about the status of the case and criminal justice proceedings, the criminal justice system in general, and other information and resources that can assist a victim of crime. Referral = providing a victim with information about community resources and the name, phone number or address of a community agency or resource that can provide further assistance or support appropriate to the victim s circumstances. Emotional Support = providing comfort or support to a victim. This is not counseling but may be things like empathetic listening, comfort or support following a sudden death etc. Crisis Intervention = providing practical assistance to a victim of crime in person or via the phone to assist in supporting their needs (i.e. providing on scene assistance at a call out, helping a victim to meet basic needs like accessing a shelter etc.).

26 26 Court Preparation or orientation = services provided in order to prepare a victim for their courtroom experience or orientation sessions related to court participation Court Accompaniment = instances of being with a victim in court for support, information or assistance purposes Other = if there are other services you have provided to victim that do not fall into one of the above stated categories, please select the other option and describe the type of service provided Victim Impact Statements = the number of victim impact statement packages distributed to victims and; the number of notification forms sent to the Clerk of the Court and the Crown s office (after a charge has been laid) to indicate the victim s intent to complete a victim impact statement and whether they wish to read it aloud in court. Please refer to the Victim Impact Statement section in the advocate training manual for further information regarding the Victim Impact Statement process. Requests for Restitution = number of Request for Restitution forms provided to victims. Please refer to the Restitution Guidelines in the advocate training manual to determine victim eligibility criteria for this program. Financial Benefits Applications = a count of the number of Financial Benefits Applications that were mailed or given in person to victims. Separate tracking for death benefit packages and injury benefit packages is required. Please refer to the Financial Benefit section of the advocate training manual for further information regarding eligibility criteria for this program. Victims of Crime Protocol = a count of the number of What victims of crime can expect from the criminal justice system Victims of Crime Protocol books that you provided to victims. All victims involved with the justice system should receive a copy of this protocol book. This count is specific to VOCP books provided to individual victims. If you provide VOCP books at community events or distribute in locations around your community please keep a count of this number and provide it on page one of the report form.

27 27 Hours Contributed in this Quarter: Volunteer Hours = hours contributed by your VSU advocates and Board members while providing services to victims and/or administering the program, including. These hours should be recorded in the Type of Activity row that best reflects the service provided. If hours have been contributed to an activity that is not represented by the list provided please include it under other and specify the type of activity. Paid Staff Hours = hours in which the coordinator and/or VSU support staff (administrative, court-support worker; aboriginal liaison, etc.) provided services to victims or administered the program. As this is an optional item, the Solicitor General and Ministry of Public Security does not track these hours. o Paid time - is hours contributed as part of the staff member s regular work commitments. o Staff Overtime Compensated is hours contributed over and above the staff member s regular work hours and is time the staff member is compensated for either through paid overtime or time off in lieu. o Staff Overtime Voluntary is hours contributed over and above the staff member s regular work hours and is time the staff member is NOT compensated for. These hours are given voluntarily to the VSU (i.e. volunteering as an advocate in off hours etc.). Categories to capture the hours contributed for volunteers and staff includes: Assistance to Victims = time spent providing direct assistance to victims (on phone, in person etc.) Court Related Activities = time spent providing court preparation, orientation or accompaniment Training Received (E-Learning) = time spent obtaining SGPS certification through E-Learning program Training Received (Other) = time spent in training related to victim services (conferences, workshops, etc.) Community Awareness or Public Education = time spent at community awareness events or conducting/participating in public education Fundraising = time spent organizing and carrying out fundraising events which benefit your victim service unit Administration = time spent on activities related to the administration of your program (office work, filing, recruitment, screening and management of volunteers etc.) Travel (to provide victim assistance) = time spent in order to reach a victim in order to provide service Travel (to training) = time spent traveling to and from training events or sessions

28 28 Travel (to meetings/admin) = time spent traveling to and from meetings or for the administration of your program (travel to additional detachments etc.) Advocate Meetings = time spent in attendance at advocate meetings Board Meetings = time spent in attendance at board meetings On call hours = time spent on call for victim services. If services are provided to victims during on call time, the time spent providing the service should be included in assistance to victims category. On call hours are only those hours when the advocate or staff member is designated to be available for service delivery but not actually providing services. Other = if hours are contributed and do not fit into any of the above categories include these hours under other and specify what the activity was. If you have any questions regarding the completion of this form or about the data being collected, we would be happy to assist you. Please contact: Victims Services, Policy and Program Development Branch, or toll free through Service Alberta