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MEDMS On-line User Manual

Unit 10: Safe/Drug-Free Incident Maintenance

Maintain Safe/Drug-Free Incidents
MEDMS provides the functionality (Add / Update / View) for designated SAU Users and School Staff to Maintain Safe/Drug-Free School Incidents.

Add a New Safe/Drug-Free Incident
This functionality is used to record a new Safe/Drug-Free incident into the MEDMS system.

  1. Select Safe/Drug-Free from Application and GO. (a)
  2. Select Add from Action and GO. (b)
  3. MEDMS opens the Safe/Drug-Free Incident screen.
  4. Enter the details for a new Safe and Drug Free incident (c). Indicate the Victim Status (d) and Offender Status. (e) If the Victim Status and Offender Status are Unknown the User should supply a description in the appropriate text area. Further details about the data fields associated with adding a new Safe/Drug-Free incident are available in the Data Field Entries for Adding/Updating Safe/Drug-Free Information.

  5. Select the Save button (f).

    The Incident Description must be saved prior to identifying Staff or Students who were involved. If a user attempts to use the command buttons in the School Offender Lists or School Victim Lists, the Incident Description will be saved automatically but only after all required fields have been completed on the Safe/Drug-Free Incident screen.

    The command buttons which enable the user to define School Victims (g) and School Offenders (Add Staff (h) and Add Student (i)) will remain enabled.

  6. MEDMS saves the new record to the database.
  7. The Safe/Drug-Free Incident screen is refreshed in 'Edit' mode.

    Safe/Drug-Free Incident Screen in Add Mode
    Safe/Drug-Free Incident Screen in Add Mode

Add Victims
The Safe/Drug-Free Incident Victims screen allows Users to define which Staff / Student were victims of the Safe/Drug-Free incident (if applicable).

  1. User selects the Add/Edit button from the School Victims List on the Safe/Drug-Free Incident screen. Refer to Safe/Drug-Free Incident Screen in Add Mode (g)
  2. MEDMS opens the Safe/Drug-Free Incident Victims screen allowing the User to indicate the Staff and Students who were Victims in the incident. (j)

    Safe/Drug-Free Incident Victims Screen
    Safe/Drug-Free Incident Victims Screen

  3. Select the Save button. (k)
  4. MEDMS saves the information to the database and the Safe/Drug-Free Incident screen is refreshed detailing the Safe/Drug-Free Incident with the updated School Victims List.

Add Staff Offenders
The Safe/Drug-Free Staff Offender screen allows Users to define Staff as offenders of the Safe/Drug-Free incident (if applicable).
  1. User selects the Add Staff button from the School Offenders List of an Safe/Drug-Free Incident. Refer to Safe/Drug-Free Incident Screen in Add Mode (h)
  2. MEDMS opens the Safe/Drug-Free Staff Offender screen allowing the user to identify a staff offender for the current incident (l).
  3. Select the Save button. (m)
  4. MEDMS saves the record to the database and the screen is refreshed detailing the Safe/Drug-Free Incident with the updated School Offenders List.

    Safe/Drug-Free Staff Offender Screen
    Safe/Drug-Free Staff Offender Screen

Add Student Offender:
The Safe/Drug-Free Student Offender screen allows Users to define Students offenders of the Safe/Drug-Free incident (if applicable).

  1. User selects the Add Student button from the School Offenders List of an Safe/Drug-Free Incident. Refer to Safe/Drug-Free Incident Screen in Add Mode (i)
  2. MEDMS opens the Safe/Drug-Free Student Offender screen allowing the user to identify a student offender for the current incident (n). See Data Fields for Adding / Updating Safe/Drug-Free Student Offenders.
  3. Select the Save button. (o)
  4. MEDMS saves the record to the database and the screen is refreshed detailing the Safe/Drug-Free Incident with the updated School Offenders List.

    Safe/Drug-Free Student Offender Screen
    Safe/Drug-Free Student Offender Screen

Update Safe/Drug-Free Incident Information
This functionality is used to update information on an existing Safe/Drug-Free incident record.

  1. Select Safe/Drug-Free from Application and GO. (a)
  2. Select Update from Action and GO. (b)
  3. MEDMS displays the Search Safe/Drug-Free Incidents screen.

    The system enables you to provide identifiers to complete an 'And' Search. The search functionality will use wildcards to find all results with an instance of the characters entered by the User (i.e. a search by the word 'Joe' will return all values with 'Joe' as part of the Student name).

  4. The User will be able to provide identifiers to complete an 'And' Search. The user can Search using any combination of the search fields: SAU, School, Student Name, Staff Name, Staff Action Taken, Student Action Taken, Incident Type, and the Date Range (From & To) for the incident date. (c) Note: MDOE users must select the appropriate SAU.

    If the user Searches using Student Name or Staff Name, they can limit the drop box results by selecting victim, offender or all from the radio buttons to the right of the field. (d)

    Search Safe/Drug-Free Incidents Screen
    Search Safe/Drug-Free Incidents Screen

  5. Select the Search button. (e)
  6. MEDMS displays the list of Safe/Drug-Free Incident(s) which matches the search criteria. Select the Safe/Drug-Free Incident that requires updating by clicking the hyperlink. (f)
  7. MEDMS opens the Safe/Drug-Free Incident screen.
  8. Update any of the information that was previously saved to the MEDMS database (g). For further details about the data fields associated with the updating of a Safe/Drug-Free Incident refer to Data Field Entries for Adding/Updating Safe/Drug-Free Information

    Safe/Drug-Free Incident Screen in Edit Mode
    Safe/Drug-Free Incident Screen in Edit Mode

  9. Select the Save button (h).
  10. MEDMS saves the information to the MEDMS database.
  11. MEDMS refreshes the Safe/Drug-Free Incident screen in 'Edit' mode.
  12. Information regarding School Victims can be updated by selecting the appropriate name hyperlink from the School Victims List. Additional Victims can be added by selecting the Add/Edit button on the right-hand side. (i)
  13. Information regarding School Offenders can be updated by selecting the appropriate name hyperlink from the School Offenders List. Additional Offenders can be added by selecting the Add Staff and/or Add Student buttons on the right-hand side. (j)

Update Victims
The Safe/Drug-Free Incident Victims screen allows Users to update information about Staff / Student that were victims of a Safe/Drug-Free incident.

  1. User selects the appropriate name (hyperlink) from the School Victims List on the Safe/Drug-Free Incident screen. Refer to Safe/Drug-Free Incident Screen in Edit Mode (i)
  2. MEDMS opens the Safe/Drug-Free Incident Victims screen allowing the User to update the Staff or Student who was a Victim in the incident. (k)

    Safe/Drug-Free Incident Victims Screen
    Safe/Drug-Free Incident Victims Screen
  3. Select the Save button. (l)
  4. MEDMS saves the updated information to the database and the Safe/Drug-Free Incident screen is refreshed detailing the Safe/Drug-Free Incident with the updated School Victims List.

Update Staff Offenders
  1. User selects a staff offender name (hyperlink) from the School Offenders List of an Safe/Drug-Free Incident. Refer to Safe/Drug-Free Incident Screen in edit mode (j)
  2. MEDMS opens the Safe/Drug-Free Staff Offender screen allowing the user to modify the offender profile for the current incident (m).

    Safe/Drug-Free Staff Offender Screen
    Safe/Drug-Free Staff Offender Screen

  3. Select the Save button. (n)
  4. MEDMS saves the record to the database and the Safe/Drug-Free Incident screen is refreshed detailing the Safe/Drug-Free Incident with the updated School Offenders List.

Update Student Offender:

  1. User selects a student offender name (hyperlink) from the School Offenders List of an Safe/Drug-Free Incident. Refer to Safe/Drug-Free Incident Screen in edit mode (j)
  2. MEDMS opens the Safe/Drug-Free Student Offender screen allowing the user to modify the offender profile for the current incident (o).

    Safe/Drug-Free Student Offender Screen
    Safe/Drug-Free Staff Offender Screen

  3. Select the Save button. (p)
  4. MEDMS saves the record to the database and the Safe/Drug-Free Incident screen is refreshed detailing the Safe/Drug-Free Incident with the updated School Offenders List.

View Safe/Drug-Free Incidents Information

This functionality is used to view Safe/Drug-Free Incident information that is currently stored in the MEDMS system but does not allow the user to add or update records.

View Safe/Drug-Free Incident Information follows the same process as Update Safe/Drug-Free Incident Information except that the fields are displayed in read-only mode and you access it by following the process in Update a Safe/Drug-Free Incident.

The typical course of events is the same as Update, except the Safe/Drug-Free screens are in read-only mode (fields cannot be edited).

Data Entry Fields

Data Field Entries for Adding/Updating Safe/Drug-Free Information
Field Description
SAU* Drop Down list of SAUs to which the user is associated.
School Name* Drop Down list of schools associated with the SAU and where the student has an active enrollment.
Incident Date* Text input field.
Incident Type* Drop Down list of Incidents from the Safe/Drug-FreeIncidentCode table.
Incident Description* A description of the incident (text area 255 characters).
Serious Bodily Injury Check box to indicate if incident resulted in serious bodily injury.
Offender Status* Radio button group with three options (known, unknown or none).
Victim Status* Radio button group with three options (known, unknown or none).
Non-School Offender Description Text input field.
Non-School Victim Description Text input field.

Data Field Entries for Searching Safe/Drug-Free Information
Field Description
SAU* Drop Down list of SAUs to which the user is associated. This field must be selected if an MDOE user.
School Drop Down list of school names from the School table for the SAU to which the user is associated
Student Name Drop Down list of actively enrolled students at the school based on choice of three radio buttons: Victim, Offender, All.
Staff Name Drop Down list of staff employed at the school based on choice of three radio buttons: Victim, Offender, All.
Staff Action Taken Drop Down list of Actions from the ActionTaken table
Student Action Taken Drop Down list of Actions from the ActionTaken table
Incident Type Drop Down list of Incidents from the Safe/Drug-FreeIncidentCode table
Serious Bodily Injury Check box to indicate if incident resulted in serious bodily injury.
During the Period From * From - Date (mm/dd/yyyy);
* To - Date (mm/dd/yyyy);

Data Fields for Adding / Editing Safe/Drug-Free Victims
Field Description
All Students A list that displays all the names of students belonging to the school where the incident occurred.
Student Victims A list of those students selected from the All Students list that have been defined as victims of the Safe/Drug-Free Incident.
All Staff A list that displays all the names of staff belonging to the school where the incident occurred.
Staff Victims A list of those students selected from the All Students list that have been defined as victims of the Safe/Drug-Free Incident.

Data Fields for Adding / Updating Safe/Drug-Free Student Offenders
Field Description
Student Name* A list of all students for the school at which the incident occurred
Action Taken* Drop Down list of actions from the ActionTaken table
Duration* Text field (numbers only)
Duration (radio button group)* Radio buttons for duration (hrs/days/weeks/months/years);
Notes 255 character text field to allow users to enter further notes about the Student Offender.

Data Fields for Adding / Updating Safe/Drug-Free Staff Offenders
Field Description
Staff Name* A list of all staff for the school at which the incident occurred
Action Taken* Drop Down list of actions from the ActionTaken table
Duration* Text field (numbers only)
Duration (radio button group)* Radio buttons for duration (hrs/days/weeks/months/years);
Notes 255 character text field to allow users to enter further notes about the Staff Offender.

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