FREQUENTLY ASKED QUESTIONS (FAQS)

Can ID numbers contain client identifiers, such as client’s initials, name, date of birth or part of her social security number?

Can we serve a child client if we don’t have a related adult client?

How do I complete the Pregnant field for a male client?

How do I delete a dv client?

How do I enter age for a child under the age of 1 year?

How do I enter an unknown age of a dv client?

How do we open a child client case when someone has obtained an OP on her/his behalf?

How old does a victim have to be to be considered an adult client?

How to correct a data entry error in which an adult is entered as a child or vice versa?

If a child was a client of the program and returns as an adult victim, do we assign her a new client ID number as if she were a new client?

If a grandmother with custody of her grandchild brings the child in for services, and the child’s mother is also a client of the program, which adult record should the child be associated with—the mother’s or the grandmother’s?

Q I have a child client who has not received direct services under her ID number, but she has been in child care at the program while her mother receives services. Do I close her case?

What choice for education do I use for a client who received her GED?

What do I enter into the School field for a child too young to be in school?

What fields on the client intake are mandatory?

What ID numbering system should I use for our clients?

What is a client intake (DV)?

What is the difference between the “In” and “Out” columns on the Child Behavioral Issues data entry screen?

When a young client turns 18 while in shelter, is she reentered as an 18- year-old adult?

When do I update or enter a new intake/case for a client into InfoNet? Does her first contact date change to the current date or remain the same as the first contact date on the first intake?

When documenting the number of children an adult client has, should I document the number of children in the parent’s care or total number of children, including grown, independent children?

When should we close a client’s file?

Which county should I document the client as being a resident of?

Are staff signatures required on ICADV service contact forms?

Are the paper data collection forms developed by ICADV mandatory?

Is it OK to leave the Comments section on ICADV forms blank?

On ICADV forms, there are check boxes on the Service Contact form under Service Interaction for Contact circuit clerk, Safety/flight planning, and Explained court process. Do these have anything to do with the reporting of activities to the InfoNet?

Can I keep data on services provided by each location/site separately? Will I still be able to run a report on total program statistics?

Group service data are displayed on two sections of the Standard Services Report – the Direct Client Services section and the Community, Institutional and Group Services section. Should these two sections reflect identical numbers of service hours?

How can I obtain our dv duplicate client count or caseload for a specific period?

How do I determine how many hours of service were provided by volunteers?

How do I obtain the number of orders of protection filed in each county?

How do I obtain the number of shelter days provided for clients from a specific county?

In the Medical/CJ Order of Protection report, does the number of OPs filed include the number of OPs that were upgraded?

Is there a way to generate a report of Orders of Protection by their expiration dates?

On the Standard Report > Client Information Report, should the total clients and total cases reflected on the report be identical?

What if none of the available Standard or Management Reports give me the number(s) or the information I need, but I know the information is entered into InfoNet?

When I review my Client Information Report, I notice that there are some “adult” records in the “child” age categories of the report. What may cause this?

Why would a report show service hour totals that are not in .25 hour increments?

Why would the total number of clients reflected on the Client Information Report not be equal to the number of clients served (direct service subtotal) on the Direct Client Service Report?

Do I enter Print Media, Radio, TV, and Internet on the Services data entry tab or the Publications data entry tab in the Community and Institutional Services section?

For In-Service/New Staff Training in the Community and Institutional Services section, do I document the time that staff spent providing training or document the time staff spent in the training?

May I enter an entire month’s worth of community and institutional services in one record if the service was the same?

What is the difference between Institutional Advocacy and Professional Training?

What is the difference between Public Education Services and Training Services in the Community and Institutional Services section?

What type of Board activities can be collected on the Community and Institutional Activities?

Are we required to provide .25 hours of Civil Legal Advocacy/OP services to every new client to explain her rights under IDVA?

Do I document counseling appointment cancellations or when the client does not show up for an OP hearing?

How do I count time spent during intake briefly explaining the IDVA and a client’s rights for an order of protection?

How do I document Family Counseling in both parent and child’s files?

How long does a client need to be in residence before documenting shelter for her?

If a client leaves shelter for a couple of nights and later returns, do we give her a shelter end date when she leaves and open a new shelter record when she returns?

If a program has a consultant that provides education on topics like self- care and hygiene, what service should be entered?

If adult clients attend a Children’s Group Counseling session with their children on a limited basis to help understand what their child is experiencing, how should I document that activity for the adult? For the children?

If legal services are provided by a paralegal, should that be documented as Legal Advocacy/Advocate or Legal Services/Attorney?

If we spend time distributing medication to adult clients for their children, should the time spent be documented under the adult or child record?

Is time spent entering dv client data and service data into InfoNet considered a direct client service?

May I enter the services provided by contractual consultants/providers?

Should staff time spent advocating for a taxi cab voucher for a client be considered a Transportation service or an Economic Assistance service?

We had a client at an off-site shelter location, but once space became available in our residential facility, she transitioned into our shelter. How do we enter her shelter services?

What is the difference between Counseling and Therapy services?

What is the difference between on- and off-site shelters?

What service should I use to document time I spend doing a child’s intake with the mother? What if I am completing multiple children’s intakes with the parent?

What service should I use to document time spent consulting with an adult regarding her child’s case?

What service should I use to document time spent improving a parent’s ability to effectively discipline her child while they are in shelter?

What unit of measurement should I use to document direct client services—minutes or hours?

When documenting Collaborative Case Management, how do I split the time spent evenly among each employee involved?

When staff runs an errand, such as picking up a client’s medication, what service should be used to document it?

How do I document Family Counseling in parent and child’s files?

How do I enter a Child Care session when I am caring for children from more than one family?

How do I enter a one-hour group session co-facilitated by two staff—one hour or ½ hour for each co-facilitator?

How many hours would be documented if I provide Group IDVA to 3 clients at the same time for an hour?

I can’t find the ID number of a dv client that has attended a group session. How do I enter the service for that client?

If I provide a group that covers multiple planned topics during the same session, how should I break out the data to reflect those interactions— combined in one group session or entered in multiple sessions showing each type of service individually?

When I do a search for ID numbers to enter a group session, why do some ID numbers appear multiple times with numbers after them?

How do I document a hotline call from a client?

May I aggregate hotline call data at the end of the month or do I need to enter each call on its own?

What unit of measurement should I use to document time on hotline calls—minutes or hours?

Can the Other Staff Activities dv section be used to document time spent on individual fundraising events?

If we use the List Editor to personalize our drop down list of Other Staff Activities, will we be able to change the list later?

Where do I document on-call hours that volunteers and dv staff provide?

If we do not turn away any clients during a report period, do we need to enter a record of zero?

Must I enter turn away data daily or can I wait until the end of the month to enter all turn away information?

How often do I need to enter agency Information?

Do I need to enter a new funding statement at the beginning of each fiscal year?

Do I need to enter a separate statement for each site?

How do I remove a person from a funding statement?

I cannot find a staff person in my Funding for Staff list. What should I do?

When do I need to revise my funding statement during the fiscal year?

Is defining the Agency list a requirement so that we can document outside agencies receiving presentations and making referrals?

Who decides what editing should be done to the Agency, Other Staff Activities, and/or Funding Source lists?

How do I update a staff member’s name if the person gets married and the last name changes?

When a staff member leaves the program, do I replace the staff record with the replacements name?

Can ID numbers contain client identifiers, such as client’s initials, name, date of birth, or part of her social security number?

Can we serve a significant other if we don’t serve a related victim?

How do correct a data entry error in which an adult is entered as a child or vice versa?

How do I complete the Pregnant? field for a male client?

How do I delete a client?

How do I enter an unknown age of a client?

How do I enter the age for a child under the age of one year?

Of which county should I document the client as being a resident?

What choice for education do I use for a client who received a GED?

What fields on the client intake page are mandatory?

What ID numbering system should I use for clients?

When do I update intake information for a client into Infonet?

When should we close client’s file?

Where do I enter new police and prosecution charges for an offender?

What is a client intake?

I have staff that only needs to run reports and does not need access to revise or enter new data. Is limited accessibility allowed by InfoNet?

If I have a staff person that wants to do data entry from a home computer, can I install the Smartpass token on a personal computer?

Can I keep data on services provided by each location separately? Will I still be able to run a report on total agency statistics?

How can I obtain our duplicate client count or caseload for a specific period?

How do I figure out how many hours of service were provided by volunteers?

Do I enter Print Media, Radio, and TV on the Activities data entry tab or the Media/Publications data entry tab?

For in-service/new staff training, do I document the time that staff spent providing training or document the time staff spent in the training?

What is the difference between Institutional Advocacy and Training?

What type of board activities can be collected in Community and Institutional Activities?

Do I document any data in a client’s service log if the client calls to cancel a counseling appointment?

How do I document Family Counseling in the adult client or child’s files?

Is time spent entering client data and service data into InfoNet considered a direct client service?

May I enter the services provided by contractual consultants or providers into the database?

What service should I use to document time I spend doing a child’s intake with the adult client? What if I am completing multiple children’s intakes with the adult client is it Group or In-Person Counseling?

What unit of measurement should I use to document direct client services in Infonet?

After I enter group session information and staff hours spent on providing the group session to clients, how do I enter client ID numbers of those who attended the group?

How do I document Family Counseling in both the adult and child clients’ files?

How do I enter a co-facilitated, one-hour group session as one hour for each of the co-facilitators or ½ hour for each co-facilitator?

I can’t find the ID number of a client that has attended a group session. How do I enter the service for that client?

Can the Other Staff Activities section be used to document time spent on individual fundraising events?

If we use the List Editor to personalize our drop-down menu of Other Staff Activities, will we be able to change the list later?

Where do I document on-call hours that volunteers and staff provide?