The Forensic Interview (FI) tab provides designated team members with the ability to add, edit, delete, and view information about the Forensic Interview activities for a particular CAC case.
The information is separated into the following sections: “Referral”, “Forensic Interview”, “Interview Services Log”, “Outcome of Forensic Interview”, “Outside Referrals” and “Additional Points of Contact”.
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 of the case record.
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 is used to record the agency and personnel who requested the FI and the date the request was made.
STEP 1: Enter Date
Start by entering the date the referral is made in the “Date” field. You can either use the calendar to select the date or type in the date using the MM/DD/YYYY format.
Figure 1. Referral Date Field
STEP 2: Enter the Referring Agency
Enter the agency referring the client for treatment. Select the agency that made the referral from the “Referral Source” drop down list.
Figure 2. Referral Source Field
To add a new Agency, click on the “Add” button next to the Referral Source field.
Figure 3. Referral Source “Add” Button
A “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 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 4. “New Agency” Details
STEP 3: Enter the Individual Making the Referral
Next, select the individual who made the referral from the “Person” drop down list.
Figure 5. Person Making the Referral
To add a new Person, click on the “Add” button next to the Person field.
Figure 6. Add New Person
A “New Personnel” dialog box will appear with a list of existing individuals associated with the 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 dropdown 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 7. Adding New Person Data Fields
Forensic Interview
The Forensic Interview section provides a record of key information about who conducted and/or participated in the Forensic Interview activities and when.
STEP 1: Enter the Provider Agency
Enter the agency providing the Forensic Interview. This may be your CAC or another agency if you are using a different one at your center.
Figure 8. FI Provider Agency
To add a new Agency, click on the “Add” button next to the Referral Source field.
Figure 9. FI Provider Agency “add” Button
A “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 FI 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 10. “New Agency” Details
STEP 2: Enter the Individual Providing the Forensic Interview Services
Select the “Person” providing the FI from the Person pick list.
Figure 11. FI Provider Person
To add a new Person, click on the “Add” button next to the Person field.
Figure 12. FI Provider “Add” Button
A “New Personnel” dialog box will appear with a list of existing individuals associated with the 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 FI section and select them from the Person dropdown 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 13. Adding New Person Data Fields
STEP 3: Indicate if Anyone Met with the Family
The “Did anyone meet with the family at the time of the interview?” checkbox is useful for recording volunteers, members of the investigation team, and others who might have talked with the family. Check this box to indicate that someone met with the family.
A table will display that will allow you to enter the name and agency of the person(s) who met with the family.
Figure 14. “Did anyone meet with the family at the time of the interview?” Checkbox
STEP 4: Enter Details about the Meeting with the Family
Click on the “Add New” button in the section “Who met with family?”
Figure 15. “Add New” Button
A dialog box will appear where you can enter the information about who met with the family.
Figure 16. Agency and Personnel Fields
Select the “Agency” and “Personnel” who met with the family from the dropdown lists in these fields. You may also add a new agency and/or new personnel from here by clicking on the “Add” buttons beside the respective fields.
Click “Update” to save the record. Click “Cancel” to forego adding a new record.
NOTE: Often a Victim Advocate will meet with the family but it is advisable to enter that session on the VA tab so this visit is recorded with other services when it comes time to run reports.
STEP 5: Custom Fields
Enter information into any custom fields your CAC has added to the Forensic Interview section.
Figure 17. FI Custom Fields
There are up to 3 custom fields available for use by each CAC in this section. When not in use, they are hidden.
STEP 6: Indicate if Case is Ready for MDT Review
Check this box to indicate that the FI process has proceeded to the point that the case is ready for a team review.
Figure 18. “Ready for MDT Review” Checkbox
Interview Services Log
The Interview Services Log is used to schedule and record each FI. This may include attempted interviews as well as completed interviews.
Figure 19. Interview Services Log
STEP 1: Schedule a FI Session
To add a FI session, click on the “Add New” button.
Figure 20. “Add New” FI Session Button
A dialog box will appear with a menu of options to include in the details about the session.
STEP 2: Enter Session Details
To schedule a future session, enter the date in the “Date” field, as well as, anticipated start and end times in the “Start” and “End” fields. Select “Scheduled” from the “Status” dropdown list.
Select the appropriate “Provider Agency” and “Provider Personnel” who will conduct the session from the drop down menus.
Select the type of session from the “Type” drop down list and the location of the session from the “Location” drop down list.
Enter any applicable comments in the “Comments” text box. Once all information is added, click “Update” to save the FI session record. Click “Cancel” to forego adding a new record.
Figure 21. FI Session Details Fields
NOTE: Only after saving an FI session log will you be able to add Observers. Once the FI session log has been saved, click on the “Edit” button beside the session to add observers to the FI.
To add an observer to the Forensic Interview, go to the Observers section towards the bottom and click on the “Add New” button.
Figure 22. “Add New” FI Observer Button
A dialog box will appear where you can enter more information about the observer. Select the “Agency” the observer is from and the individual’s name from the “Personnel” drop down list.
Figure 23. “Agency” and “Personnel” Fields
Click “Update” to save the observer to the record. Click “Cancel” to forego adding an observer.
STEP 3: Review and Edit FI Sessions
Once a scheduled session has been attended or the scheduled session date has passed, select the “Edit” button to update the FI session record. Attended sessions (or any session on the list) can be updated at any time by selecting the Edit button.
Once changes are made, select “Update” to save your changes and return to the Interview Services Log.
To delete a session record, click on the “Delete” button. A pop up box will ask, “Are you sure you want to delete this record?” Select “OK” to delete or “Cancel” to forego deleting the record.
Figure 24. “Edit” and “Delete” Buttons
Outcome of Forensic Interview and Interview Records
Outcome of Forensic Interview
The Outcomes of the Interview section and Interview Records table are used to record the final outcomes of the FI. This is a summation of the efforts of the FI. While there is a place to report disclosure in each session, use this field to make final statement. This not only records the disclosure but this information is what displays in the Investigation Summary Table on the MDT Tab. This field is not automatically populated by entries in the session log. This is designed in this manner to give the Forensic Interviewer the final decision about what is reported about the alleged victim’s disclosure.
Figure 25. FI Disclosure Options
There is a possibility that your CAC has added up to 2 custom fields here. When not in use, they are hidden.
Figure 26. FI Outcome Custom Fields
Interview Records
Interview Records is a table that provides CACs the ability to keep records about the media used to record the interview. All of the fields in the table are optional.
STEP 1: Add an FI Record
To add an Interview Record, click on the “Add New” button in the Interview Records table.
Figure 27. “Add New” FI Record
A dialog box will come up for adding more information about the Interview Record. Select the “Type” of record from the dropdown list, enter the “Storage Location” and type in the “Media Number” to catalogue the record, if applicable.
Figure 28. FI Record Details
Click “Update” to add the record or “Cancel” to forego adding the record.
STEP 2: Edit or Delete a FI Record
To make changes to an FI record, click on the “Edit” button next to the record in the table.
Once changes are made, click on “Update” to save your changes and return to Interview Records table.
To delete a record, select the “Delete” button. A pop up box will ask, “Are you sure you want to delete this record?” Select “OK” to delete or “Cancel” to forego deleting the record.
Figure 29. “Edit” and “Delete” FI Records
Outside Referrals
The outside referrals table is used to record referrals made for services or support that is outside of the scope of services established for all alleged victims.
STEP 1: Add an Outside Referral
Click on the “Add New Referral” button and a dialog box will appear to enter details about the outside referral.
Figure 30. “Add New Referral” Button
Enter the date of the referral in the “Date” field either by using the calendar to select the date or type in the date in MM/DD/YYYY format. Select the agency the referral was made to in the “Referred To” dropdown list and enter any comments, if applicable, in the “Comment” box.
Figure 31. New Referral Details
Click on the “Update” button to add the referral or “Cancel” to forego adding the referral.
STEP 2: Edit or Delete an Outside Referral
To make changes to a referral record, select the “Edit” button next to the record in the table.
Once changes are made, select “Update” to return to the list.
To delete a record, select the “Delete” button. A pop up box will ask, “Are you sure you want to delete this record?” Select “OK” to delete or “Cancel” to forego deleting the record.
Figure 32. “Edit” and “Delete” Outside Referrals
Additional Points of Contact
The Additional Points of Contact is a table that provides a place to note information about people that are significant to the investigation.
STEP 1: Add a New Point of Contact
To add a new point of contact, click on the “Add a New Point of Contact” button.
Figure 33. Add a New Point of Contact
A dialog box will appear. Enter information into the “Agency”, “Name”, “Phone Number” and “Email” fields.
Figure 34. New Point of Contact Details
Click “Update” to add the contact or “Cancel” to forego adding the contact.
NOTE: All of the fields in the table are text fields and all are optional. To enter the phone number you can enter 7 or 10 consecutive numbers and the system will format the number like this: (xxx) xxx-xxxx. To add an extension, enter an “x” immediately after the last number and then up to a 4 digit extension.
STEP 2: Edit or Delete a Point of Contact
To make changes to a point of contact record, select the “Edit” button next to the record in the table.
Once changes are made, select “Update” to return to the list.
To delete a record, select the “Delete” button. A pop up box will ask, “Are you sure you want to delete this record?” Select “OK” to delete or “Cancel” to forego deleting the record.
Figure 35. Edit or Delete a Point of Contact
Document Upload
To upload documents related to the information entered on the Presenting Tab, scroll down to the “Document Upload” table and click on the “Select files” button.
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.