• FIRST NAME,
• MIDDLE NAME (optional)
• LAST NAME
• GENERATION (optional)
• DATE OF BIRTH
• GENDER
• [MOTHER'S MAIDEN NAME - recommended]

MIDDLE NAME(S) - (optional)
Enter the victim's MIDDLE NAME. Hash aliases will be created with/without the middle name and with just the middle initial.
Special Instructions: Enter multiple middle names with a singe space between them - (no commas or underscoring).

LAST NAME - REQUIRED
Enter the victim's LAST NAME. When the gender entered is "female" the software will prompt for "maiden name," and the maiden name will be used to generate an additional alias.
Comment: To cut down on errors, name fields are not case sensitive. e.g. McDonald will become MCDONALD.
 

RECOMMENDATION: It is possible for a person to have the same name, birth date and gender. To cut down on the potential for duplicate Hashed IDs, addition of a 'wild card' field for MOTHER'S MAIDEN NAME is desired. This field will be used to generate another alias for both males and females. This will require additional programming of the Client Identification Hashing Module (CIHM).

BIRTH DATE (mm/dd/yyyy) - REQUIRED
Enter the victim's birth date.
Comment:  When the victim's BIRTH DATE is entered, the age of the victim as of the INCIDENT DATE will Auto Fill in the AGE field below.
Special Instruction: If the exact BIRTH DATE is unknown, enter any known information. If you know the person's age, but not their date of birth enter 01/01 and the approximate year of their birth. This type of data entry is discouraged as a change in the date of birth will generate a different Hashed ID. A remedy to this situation is to use the "Enter Another Alias" button to enter both the old and new information when the correct birth date is known.

GENERATION - (optional)
As indicated, use the predefined look-up table (LUT) to select the generation. The default for this field is "Not Applicable."
Comment:  Default hash aliases are created with/without the "Generation" suffix.

LUT_GENERATION

GENERATION_CODE

GENERATION

0 Not Applicable
1 JR
2 SR
3 III
4 IV
5 V

Additional Victim Information as of Incident Date
Comment: The Hispanic Origin and Race Codes are from the Census 2000 questionnaire.

Is this person Spanish/Hispanic/Latino?
HISPANIC ORIGIN
Is this person Spanish/Hispanic/Latino?
Use the look up table for HISPANIC ORIGIN to respond to this question.

LUT_HISPANIC_ORIGIN

HISPANIC_ORIGIN_CODE

HISPANIC_ORIGIN

1 NO, not Spanish/Hispanic/Latino
2 Yes, Mexican, Mexican Am, Chicano
3 Yes, Puerto Rican
4 Yes, Cuban
5 Yes, other Spanish/Hispanic/Latino

1 White (Caucasian)
2 Black, African American, or Negro
3 American Indian or Alaska Native
4 Asian Indian
5 Chinese
6 Filipino
7 Japanese
8 Korean
9 Vietnamese
10 Other Asian
11 Native Hawaiian
12 Guamanion or Chamorro
13 Samoan
14 Other Pacific Islander
15 Other race (not listed above)

01     Now married                    Married (legally)
02     Widowed                         Spouse died (while married)
03     Divorced                          Divorced (legally)
04     Separated                        Separated (legally)
05     Never married                  Single, never legally married
06     Married, but live apart      Separated (in fact, not legally)
07     Unknown                         Marital status is unknown
08     Other                               Same sex unions, if recognized by statute

AGE
Auto Fills with the age of the victim in years. The victim's age is calculated as of the INCIDENT DATE when the BIRTH DATE field is populated.
Special Instruction: Data entry is required only if DOB is unknown. For victims who are children less than age 1, the age is displayed in months.

# OF ADULTS IN HOUSEHOLD
Enter the number of adults in the victim's household. Include the victim in this count.

# OF CHILDREN IN HOUSEHOLD
Enter the number of adults in the victim's household. If the victim is a child, include the child victim in this count.

CH[ILDREN'S] AGES (field name was abbreviated)
List the ages of ALL children (under age 18) who reside in the victim's household. Enter the age in years separated by a comma and a space (e.g. #, #, #…).
Special Instructions: If the victim is a child, include the victim in this listing. For children under age one round the age off to weeks OR months. Use "W" for weeks and "M" for months, and use a space between the integer and the letter. (e.g. 1 W=1 week; 3 M= 3 months.)
Comment; The Family Violence Coalition is interested in tracking the number of children whose parents or caretakers are involved in incidents of family violence.

VICTIM STATUS
Check all conditions below that apply for the victim on the date of the incident. The default is unchecked = NO. A check = YES.

Disabled/Handicapped  Vulnerable Adult  Pregnant
Serious Mental Illness  Unemployed Spouse   Child less than one year old
Comment: Populations that are especially vulnerable to becoming victims of family violence are listed here.

ABUSE SUBCATEGORY - Type of Victimization - REQUIRED
For each type of abuse that is entered there will be an additional pop-up menu with definitions of various subcategories for the abuse type.
Comment: The subcategories for "Partner Abuse/Domestic Violence" are identical to those listed on the VAWA Subgrant Award Report (SARS) - except as noted - and are required for VAWA-funded projects. There is only 1 ABUSE TYPE and only one one ABUSE SUBCATEGORY for each victim listed. However, due to the fact that multiple victims may be listed for each incident, there may be multiple abuse types listed for each incident.

PA SUBCATEGORY (Partner Abuse Victimization Type, also commonly called 'domestic violence.')
The terms Partner Abuse and Domestic Violence are sometimes used interchangeably - with the understanding that child maltreatment is a separate abuse category. (Of interest is the fact that VAWA includes "strangers" in their definition of "Sexual Assault" in the "Type of Victimization" table in the Subgrant Award Report (SAR), but excludes child abuse and neglect from the required list of data elements on the SAR.)

LUT_PA_SUBCATEGORY
(Partner Abuse/Domestic Violence Victimization Type)

PA_SUBCATEGORY_CODE	PA_SUBCATEGORY	PA_SUBCATEGORY_DEF
01	Adult Sexual Abuse (adult victim)	Rape or non-rape sexual offenses by an offender who is an acquaintance, friend, intimate or family member. (see SAR Item # 38.A) Includes date rape.
02	Domestic Violence - physical	Physical crimes by an offender known to the victim. Includes physical assault, malicious wounding, assault with a weapon, attempted murder, etc. (SAR Item # 38.B)
03	Domestic Violence - non-physical	Non-physical crimes by an ofender known to the victim. Includes violation of protective order, destruction of property, arson, harassment, telephone misuse, credible threats. (SAR Item # 38.C) Includes assault (threat) in MD
04	Stalking (DV)	Stalking is defined as a pattern of repeated, unwanted contact with a victim even after victim has given notice that contact is unwelcome (SAR Item # 38.D). Victim is known to the offender.
05	Other Victimization	Victimization not elsewhere described. (SAR Item # 38.E) If we get significant numbers of a particular response for "other" we can assign a new PA Code to these additional items (See 06 and 07 below.)
06	Domestic Violence - murder	Victim is murdered by an offender who is related to the victim either by marriage or by association (not on SAR).
07	Domestic Violence - emotional abuse	Emotional abuse is a repeated pattern of denigrating the victim through verbal abuse, actions designed to lower victim's feelings of self worth and/or lack of emotional support, etc. (not on SAR).

VAA SUBCATEGORY (Vulnerable Adult Abuse Victimization Type, includes 'elder abuse.')
The following definition is from the Adult Protective Servcies section of the DHR Social Serivces Administration regulations. Vulnerable adult means an adult [18+] who lacks the physical or mental capacity to provide for the adult's needs. The target population is limited to those adults who are at risk because they lack the physical or mental capacity to obtain or utilize essential services without support, or who are lacking such support and who are therefore deprived of such services.
Additional Information: Individuals suffering from neglect may include adults who are released or terminated from a protected environment (e/g/ foster care, group living, institutional living, etc.) with limited life maintence skills who, because of physical limitations and/or diminished decision-making capacity, may be unable to function in an unprotected environment.

LUT_VAA_SUBCATEGORY

VAA_SUBCATEGORY _CODE	VAA_SUBCATEGORY	VAA_SUBCATEGORY_DEF
01	Physical Abuse	"Abuse" means any physical injury or injuries sustained by a vulnerable adult as a result of cruel or inhumane treatment or as a result of a malicious act or acts by any person...investigations are limited to those who sustain injury or pain, and who are unable to extricate themselves from such injury or pain because of a physical and/or mental capacity.
02	Neglect	Neglect by others means the willful deprivation of a vulnerable adule of adequate food, clothing essential medical treatment of habilitative therapy or supervision. Omission of provision of these essentials can be either willful (meditated) or through ignorance of the need of the disabled adult. As in (01) above, investigation is limited to those who, due to mental and/or physical incapacity, are unable to extricate themselves or rectify the neglect.
03	Exploitation	Any action which involves the misuse of a vulnerable adult's funds, property or person.
04	Self Neglect	The inability of a vulnerable adult to provide themselves with the services 1) that are necessary for the vulnerable adult's physical and mental health, and 2) the absence of which impairs or threatens the vulnerable adult's well-being.
05	Unknown	At time the incident record was entered in the database, a specific Vulnerable Adult Abuse subcategory had not been identified

CM SUBCATEGORY (Child Maltreatment Victimization Type)
Types of Victimization for maltreatment of children - also commonly referred to as 'child abuse and neglect.' A "child" means an individual under 18 years of age. Definitions of child maltreatment are from Maryland COMAR 07.02.07.02.
Additional Information: Sexual Molestation or Exploitation includes, but is not limited to, contact or conduct with a child for the purpose of sexual gratification, and may range from exposure, voyeurism, sexual advances, kissing, fondling, sexual crime in any degree, rape, sodomy, prostitution, or allowing, permitting, encouraging, or engaging in obscene or pornographic display, photographing, filming, or depiction of a child as prohibited by law.

LUT_CM_SUBCATEGORY

CM_SUBCATEGORY _CODE	CM_SUBCATEGORY	CM_SUBCATEGORY_DEF
01	Child Abuse	The physical injury, not necessarily visible, of a child, under circumstances that indicate that the child's health or welfare is harmed or at substantial risk of being harmed, by a parent, an individual who has permanent or temporary care or custody or responsibility for supervision of a child, or a household or family member.
02	Child Neglect	The failure to give proper care and attention to a child including the leaving of a child unattended under circumstances that indicate that the child's health or welfare is harmed or placed at substantial risk of harm by a parent or other individual who has permanent or temporary care or custody or responsibility for supervision of a child.
03	Mental Injury - Abuse	The observable, identifiable and substantial impairment of a child's mental or psychological ability to function, that is caused by the act tof a parent or other individual who has permanent or temporary care or custody or responsibility for supervision of the child, or by a household member.
04	Mental Injury - Neglect	The observable, identifiable and substantial impairment of a child's mental or psychological ability to function, or a substantial risk of mental injury that is caused by the failure to give proper care and attention to a child by the child's parents, or other individual who has permanent or temporary care or custody or responsibility for supervision of the child.
05	Sexual Abuse	An act or acts involing sexual molestation or exploitation [see explanation above], whether physical injuries are sustained or not, by a parent, an individual who has permanent or temporary care or custody or responsibility for supervision of a child, or a household or family member.
06	Unknown	At time the incident record was entered in the database, a specific Child Maltreatment subcategory had not been identified

R/SA SUBCATEGORY (Rape/Sexual Abuse Victimization Type)
Definitions are adapted from the VAWA Subgrant Award Report (SAR).
Comment: Note that for all offenses tracked in the Rape/Sexual Abuse victimization subcategory, that the victim is not related to the offender. Rape/sexual assault where the offender is known to the victim is tracked under Partner Violence (for adults) or under Child Victimization (for children).

LUT_R-SA_SUBCATEGORY

R-SA_SUBCATEGORY _CODE	R-SA_SUBCATEGORY	R-SA_SUBCATEGORY_DEF
01	Adult Stranger Rape	Commission of an unsolicited sex act involving penetration where the offender is a stranger to the adult victim. If the victim is known to the offender, then the incident is tracked under Partner Abuse.
02	Adult Sexual Assault	Commission of an unsolicited sex act (other than rape) where the offender is a stranger to the adult victim. [If the victim is known to the offender, then the incident is tracked under Partner Abuse in the Sexual Abuse ABUSE SUBCATEGORY.]
03	Child Sexual Assault	Sexual contact with a child by a perpetrator who is a stranger to the child (includes fondling & may occur w/out penetration). [Sexual contact by a relative or caregiver is tracked under Child Maltreatment in the Child Sexual Abuse ABUSE SUBCATEGORY.]
04	Unknown	At time the incident record was entered in the database, a specific Rape/Sexual Assault subcategory had not been identified.

OV_SUBCATEGORY (Other Victimization - Victimization Type)
Other Victimization Types (if not already covered under one of the first four Abuse Subcategories).

LUT_OV_SUBCATEGORY

OV_SUBCATEGORY _CODE	OV_SUBCATEGORY	OV_SUBCATEGORY_DEF
01	Adults Molested as Children	Adult survivors of incest/sexual assault who request services to help deal with the effects of sexual victimization. [If the person is also a current victim of Partner Violence, then PV is the primary "abuse type."]
02	Children from Violent Homes	Children who live in a home where multiple incidents of partner abuse/domestic violence have occurred. Services are available to help these children deal with the experience of witnessing violence.
03	Survivors of Homicide Victims	Surviving family members of victims of a domestic homicide (child or adult survivor).
04	Other	Any other type of victimization, not currently specified. [Additional items may be added to this look up table.]

ANY PRIOR INCIDENTS? - default is "Unknown"
Were there prior incidents/episodes? Select from a 3-item Pull Down menu. (0=Unknown, 1=Yes, 2=No). If "Yes" enable "DURATION OF ABUSE" field.

DURATION OF ABUSE  - required when prior incidents are indicated.
There are two fields available when this selection is enabled. Enter a number in the first field, and then select from a pull down list with days, weeks, month, or years listed in the second field.
Comment: For reporting convenience, raw data is converted into months, including decimal fractions for weeks. (e.g. 1 week = 0.25 months). If an organization is working with a victim over a period of time, you may want to fill in this field the first time that you work with the victim. To avoid redundant data entry, the organizaton may want to print out the Victim Data screen for internal documentation.

Is this victim "related" to ANY of the offenders?
V Related to O - (Victim related to Offender)
Select from a 3-item Pull Down menu (0=Unknown, 1=Yes, 2=No).  If "Yes" the victim's relationship to each offender will be specified on the "Involved Persons Data" screen (Tab 3). The term "Related" refers to a relationship through blood, marriage or adoption.
Comments: Due to the fact that an incident can have multiple victims and mulitple offenders, the relationship if any, can not be specified until the alleged offender has been identified. On the Involved Persons Data screen it is possible to select any of the victims that have been entered, and to then to specify the relationship of the current offender listed on the screen to this victim. Due to the fact that the VAWA SAR report asks for the "relationship of the victim to the offender," the offender/victim relationship will then have to be reversed for any VAWA-oriented reports.

Enter Another Alias -New!
If additional information is known about a victim subsequent to the initial data entry, use the "Enter Another Alias" button so that both the new and old information can be entered. The new information will add an additional alias to the Alias Resolution Table (ART) for that victim.

Enter Another Victim Record
This feature enables the entry of multiple victims for an incident. Prior to sending the entire incident record to the FVC database, the Data Entry Technician can toggle back and forth between victim records using the PREVIOUS RECORD and NEXT RECORD buttons.

GO TO INVOLVED PERSONS DATA
The DET goes to TAB 3 by clicking on this button. All REQUIIRED fields on TAB 2 must be filled in before advancing to TAB 3. The DET MUST use this button to advance to TAB 3 in order to continue to enter the information REQUIRED for additional persons involved in this incident, including at least one alleged offender.
Comment: Prior to sending the entire record to the FVC Database, the DET can toggle back and forth between the various TABS to correct errors/update information. However, once the record is sent to the database, the DET CAN NOT retrieve the record. If an organization wishes to keep track of data that is entered, the organization can ask the DET to print out any or all of the screens prior to sending the incident record to the database.
Special Instruction: If this is the first time that a victim has been entered into the database, an "Alias Resolution Table" menu will pop up when the "Go to Involved Persons Data" button is enabled. Any additional names (including previous married names) of the victim should be entered here. If the victim is a female the software will prompt for maiden name. Text for all possible aliases for this victim  - the data that is hashed to generate the Hashed IDs - will be displayed. Note that the Hashed Aliases - not the text - populates the FVC database.