The Presenting tab provides designated team members with the ability to add, edit, and view information that was provided when the case was referred to the CAC. The information on the Presenting Tab is typically complete even before the Forensic Interview is conducted. It is designed to record what is known about the case at the time the report is made – how the case presented initially.
The Presenting Tab is divided into several sections and record tables. Red data fields in this tab are used to tabulate statistics for the NCA Statistics Report.
The Save and Cancel buttons for the tab are located in the header above the active page. You must select “Save” to save information entered into each section to the case record. These buttons will be available even if you are at the bottom of the page.
The Presenting tab also has a “Save as Permanent Record” button. Once this option is selected, no further changes can be made to the record on the Presenting tab and data in this tab will be set to read-only.
Figure 1. “Save,” “Save as Permanent Record” and “Cancel” buttons
NOTE: Users with “View” privileges can view the information on the page, however, text boxes and pick list options are disabled.
Referral
The referral section includes information from the initial report or referral form.
STEP 1: Enter Date
Start by entering the date the CAC was made aware of the case in the field “Date Received by CAC.”
Figure 2. “Date Received by CAC” field
STEP 2: Enter the Referring Agency
Select the agency that made the referral from the “Referral Source” drop down list.
Figure 3. “Referral Source” drop down list
To add a new Agency, click on the “Add” button next to the Referral Source field.
Figure 4. “Add” referral source button
The “New Agency” dialog box will appear with a list of existing agencies at the top. Check to make sure the agency you want to add is not in the list. If it is on the list, select it there and return to the Incoming Referral section. If it is not on the list, enter the agency name, address and phone number in the open fields. Click “Save” to add the new agency or “Cancel” to forego adding a new agency.
Figure 5. “New Agency” fields
STEP 3: Enter the Individual Making the Referral
After you have chosen the Referral Source, the dropdown list for the “Person” field will be populated with personnel from the selected agency. Choose the individual who made the referral from the “Person” dropdown list.
Figure 6. “Person” dropdown list
To add a new personnel for the chosen agency, click on the “Add” button next to the Person field.
Figure 7. “Add” person button
The “New Personnel” dialog box will appear with a list of existing individuals associated with the selected agency. Check to make sure the person you want to add is not in the list. If they are on the list, click cancel to return to the Referral section and select them from the Person drop down box. If the individual does not appear in the list, enter the individual’s name, credentials, job title, email address and phone number, if known. First and last names are required. Click “Save” to add the new person or “Cancel” to forego adding a new person.
Figure 8. “New Personnel” list of existing individuals and new personnel data fields
STEP 4: Enter the Reason for Referral
Select the “Reason for Referral” from the radio button options. Once you tick on “Allegation of Abuse,” “Requesting Other Direct Services”, or “Requesting Other Indirect Services”, new fields and selections will be available for you to enter more information about the case.
Figure 9. “Reason for Referral” radio button options
The table below details the additional data entry fields that will be available in each of these sections and how to use them.
Reason for Referral | Data Entry Fields | How to Use |
Allegation of Abuse | Date first reported | Enter the date the abuse report was first made (if known). |
Alleged Maltreatment | Select from the list to identify all of the alleged maltreatments identified in the abuse report. This is customizable for your CAC. |
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Sexually explicit images of this child exist? | Select from “No”, “Yes,” or “Unknown”. |
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Images Created By | This field will only display if “Yes” is selected for the field “Sexually explicit images of this child exist?”. The pick list will include all people associated to the case as listed on the People tab. |
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Source of Information | This field will only display if “Yes” is selected for the field “Sexually explicit images of this child exist?”. The pick list is customizable for your CAC. |
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Location Description | A text field to describe the location where the abuse is alleged to have taken place. |
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State | The state where the alleged abuse occurred. |
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County | The county where the alleged abuse occurred. |
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Location Types | Pick list created by each CAC |
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Narrative Description | Text field to record what was reported by the referral source. Click the “+” or “-“ to expand or decrease the size of the text field. |
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Requesting Other Direct Services | Other Direct Services | A pick list to select which type of service. This is customizable for your CAC. |
Comments | Text field to record additional information about the client’s needs. Click the “+” or “-“ to expand or decrease the size of the text field. |
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Sexually explicit images of this child exist? | Select from “No”, “Yes” or “Unknown.” |
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Images Created By | This field will only display if “Yes” is selected for the field “Sexually explicit images of this child exist?”. The pick list will include all people associated to the case as listed on the People tab. |
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| Source of Information | This field will only display if “Yes” is selected for the field “Sexually explicit images of this child exist?”. The pick list is customizable for your CAC. |
Requesting Other Indirect Services | Other Indirect Services | A pick list to select which type of service. This is customizable for your CAC. |
Comments | Text field to record additional information about the client’s needs. Click the “+” or “-“ to expand or decrease the size of the text field. |
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Sexually explicit images of this child exist? | Select from “No”, “Yes” or “Unknown.” |
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Images Created By | This field will only display if “Yes” is selected for the field “Sexually explicit images of this child exist?”. The pick list will include all people associated to the case as listed on the People tab. |
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Source of Information | This field will only display if “Yes” is selected for the field “Sexually explicit images of this child exist?”. The pick list is customizable for your CAC. |
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Reason for Referral | New Client | The field is located after assigning the reason for referral and should be checked if the client has no previous cases. It would be the first time the client is served. |
Incident
The incident section includes more details about the location where the incident(s) allegedly occurred.
Use the “Location Description” open text field to record a description of the incident location.
Select the “State” and “County” where the incident(s) took place from the drop down lists.
Select the “Location Type” from the options in the drop down list.
Use the “Narrative Description” open text field to record a synopsis of how the allegation was initially made and the case referred to the CAC.
Figure 10. Incident data fields
Prior Interviews
The Prior Interviews table provides a place to record if a child has already been interviewed with respect to this case.
Figure 11. Prior Interviews table
STEP 1: Add a Prior Interview
To document a prior interview, click on the “Add New Record” button.
Figure 12. “Add New Record” button
Enter the date the conversation/interview took place in the “Interview Date” field and the “Agency” that conducted the interview.
Figure 13. “Interview Date” and “Agency” fields
Click “Update” to save the record. Click “Cancel” to forego adding a new record.
STEP 2: Edit or Delete a Prior Interview
To edit a prior interview record, click on the “Edit” button in the row next to the record you wish to modify.
If you wish to delete a prior interview, click the “Delete” button in the row with the record you wish to remove.
Figure 14. “Edit” and “Delete” buttons
A pop up box will ask, “Are you sure you want to delete this record?” to confirm deletion. Select
“OK” to delete, or “Cancel” to forego deleting the record.
Referral Records
This section only displays for CACs with an Internet based Data Provider.
Figure 15. Referral Records section
The table below contains information about the data fields in the Referral Records table.
Data Entry Sections | Data Fields | How to Use |
Referral Records – only displays for CACs with an Internet based Data Provider | Data Provider | The name of the Data Provider who sent this referral record. |
Referral ID | The number the Data Provider assigned to the referral record. |
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Date Received by the CAC | The date the Referral Record was received by NCAtrak. |
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Status | The status of the referral – this status is set by the team member(s) at the CAC who process referral data. |
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Status Date | The date the status occurred. |
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Comments | These comments are entered by the team member(s) who process referral data at the CAC. These comments are shared with the Data Provider to coordinate better data transfer. |
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Document Upload
To upload documents related to the information entered on the Presenting Tab, go to the Document Upload section towards the bottom of the page.
Refer to the “Document Upload” help file for details on uploading and managing documents.
NOTE: NCA does not recommend the storage of evidentiary documents as part of this case record. Any copies of evidentiary materials should be retained by the appropriate law enforcement and prosecution partners.