By Jalayne Robinson, LMSW
TDCAA Victim Services Director
One of the most important responsibilities of a victim assistance coordinator (VAC) in a prosecutor’s office is helping crime victims navigate the justice system, which can feel overwhelming, confusing, and intimidating. For many victims, involvement in the criminal justice process is completely unfamiliar. They may not understand legal terminology; courtroom procedures; or the roles of the prosecutor, defense attorney, court personnel, or even prosecutor staff. As a result, uncertainty often becomes a significant source of stress.
Crime victims may ask questions such as: What happens next? How long will this take? Will I have to testify? Why was the court date postponed? Why did the defendant receive a plea agreement? They may request to speak to the DA right away, or they may be fearful of any interaction with the prosecutor’s office.
While VACs cannot eliminate the challenges in the criminal justice process, we can reduce anxiety by providing clear information, realistic expectations, and consistent communication. Helping victims understand the process is not simply about sharing information; it is also about building rapport and a sense of trust so they can feel a little more in control during this difficult time.
Why understanding matters
Crime often leaves victims feeling powerless. The criminal justice process can unintentionally reinforce those feelings when victims do not understand what is happening or why decisions are being made.
During my experience as a VAC in a criminal district attorney’s office, I consistently saw that victims who understood the criminal justice process were more likely to:
• feel respected and included,
• experience less anxiety and frustration,
• participate and cooperate,
• have greater confidence in our office, and
• after the case was disposed, regardless of the outcome, be satisfied our office had done the best we could.
Understanding does not always make outcomes easier to accept, but it helps victims prepare for those outcomes and reduces the fear that often accompanies uncertainty.
Terminology
One of the most effective ways to help victims understand the criminal justice system is to become familiar with frequently used court terms and to educate victims on what to expect during their interaction with the justice system. Terms that prosecutors and court personnel use daily may be unfamiliar to victims: arraignment, indictment, continuance, disposition, enhancement, adjudication, and pre-trial diversion can create confusion if not explained in plain language.
If you are a new VAC, legal and court-related terms may feel unfamiliar to you too at first. When I began as a VAC, it was difficult to help others when I was still learning myself. I often tell new victim services staff that it took me about two years to feel confident helping others navigate the process. Do not get discouraged; it takes time.
One helpful resource is TDCAA’s Victim Assistance Manual, a book written especially for VACs. Chapter 10 includes a glossary of frequently used court terms that can be a valuable reference as you learn the criminal justice system and your role within it. Your office may already have a copy of the manual. If not, it is available for purchase at www.tdcaa.com/product/victim-assistance-2023.
As a VAC, you can also find ways to translate this very foreign terminology into everyday language. For example:
• Rather than saying, “The case was continued,” say, “The hearing was postponed and rescheduled for a later date.”
• Rather than saying, “The defendant accepted a plea bargain,” tell victims, “The defendant agreed to plead guilty and accept a specific punishment without going to trial.”
• Rather than, “The grand jury returned an indictment,” explain, “A group of citizens called a grand jury has reviewed the case and decided there was enough information for the case to move forward. The grand jury’s decision is called a true bill.”
• For those of you whose counties have the Texas IVSS Counties court notifications, many times it is helpful to explain to crime victims in advance the terms used by the notification system and what to expect when they receive a text, email, or phone call from Texas IVSS Counties.
Clear communication helps victims feel informed rather than intimidated.
Provide a general overview
Many victims struggle because they do not know what to expect next. Providing a general overview of the criminal justice process, such as a flowchart, early in the case can reduce confusion throughout the life of the case. Felony and misdemeanor flowcharts are available at the Texas Judicial Branch website at www.txcourts.gov/ publications-training/training-materials/criminal-process-flowcharts.
You might consider including a flowchart in your initial victim services packet you mail out, hand deliver, or email to crime victims. Victims simply need a basic understanding of where the case is in the process and what may happen next. When possible, explain that every case progresses differently and that delays are common. Setting realistic expectations at the beginning often prevents frustration later.
Explain the roles of criminal justice professionals
Victims often assume that everyone involved in the system serves the same function. Clarifying professional roles can reduce misunderstandings. Victims may benefit from learning that:
• the prosecutor represents the State; he or she is not the victim’s private attorney; and he or she does not represent the victim personally;
• defense attorneys represent the defendant;
• judges act as neutral decision-makers;
• law enforcement officers investigate crimes; and
• VACs provide support, information, referrals, and assistance throughout the process.
Helping victims understand these roles can prevent disappointment and confusion when legal decisions are made.
Preparing victims for court
Court appearances are among the most anxiety-producing aspects of the criminal justice process. Whenever possible, VACs should help victims understand:
• what the courtroom looks like,
• where they will sit,
• who will be present,
• that the defendant will be there too,
• how long proceedings may take,
• whether they may be asked to testify, and
• what types of questions they may hear.
Some offices provide courtroom tours or photographs of the courtroom in advance. Even a brief explanation of courtroom procedures can help reduce fear of the unknown.
As a VAC, I accompanied victims to court whenever possible. Before the hearing, I told them I would try to enter the courtroom with them and sit beside them throughout the proceeding. In some cases, family members had been subpoenaed and could not remain in the courtroom, making that support especially meaningful—many victims appreciated having someone with them. During the hearing, I explained each stage of the process as it occurred.
If you are a new VAC, ask your supervisor or prosecution team whether you may observe court proceedings before assisting crime victims so you can become familiar with the process. When victims understand what to expect, they often feel more confident and prepared.
The DA’s Office in Harris County offers wonderful suggestions for VACs who provide court accompaniment; these are on our website at www.tdcaa.com/wp-content/uploads/Suggestions-for-Court-Accompaniment-Sample-Harris-County.pdf.
Communication is key
Lack of communication frequently causes victims to feel forgotten or excluded from the process. While VACs often manage large caseloads, regular communication can significantly improve a victim’s experience.
In high-profile cases, I never wanted victims to learn about movement in their case from the media before hearing from our office. I made it a priority to stay fully informed so I could notify victims directly. Even when there is little new information to share, brief updates can still be valuable:
• “The case is still pending.”
• “No hearings are scheduled this month.”
• “We are waiting on laboratory results.”
• “The next court setting is docket call, and it is scheduled for next week. You are not required to come to docket call, but I wanted to let you know about the setting.”
Silence often leads victims to assume that nothing is happening or that their case no longer matters.
Discuss delays before they occur
Consistent communication reassures victims that they have not been overlooked. One of the greatest frustrations is the length of time criminal cases often require. Many victims expect quick resolutions and are surprised to learn that cases can take months or even years to complete.
Early conversations about potential delays can help manage expectations. Victims should understand that postponements may occur because of:
• ongoing investigations,
• witness availability,
• evidence testing,
• court scheduling issues, and
• legal motions and hearings.
Preparing victims for the possibility of delays often reduces disappointment when delays occur.
Delivering outcomes
Sometimes the outcome a victim hopes for does not occur. This is a very difficult part of our job as VACs. Please discuss with your prosecution team how to proceed when delivering outcomes. Victims may not always agree with what happens, but they are more likely to feel respected when they understand the reasoning behind decisions.
Encourage questions
Victims may hesitate to ask questions because they fear appearing uninformed. Creating an environment where questions are welcomed helps reduce confusion and empowers victims to participate more fully. Simple queries, such as, “What questions do you have?” or “Is there anything that doesn’t make sense right now?” can open important conversations.
The goal is not for victims to leave every interaction with complete certainty but to feel comfortable asking for clarification when they need it. As VACs, we want victims to know they have someone they can rely on throughout the process.
Regaining a sense of control
The criminal justice process can never erase the harm caused by crime. However, VACs play a vital role in helping victims navigate the journey that follows. By providing clear explanations, realistic expectations, consistent communication, and opportunities for meaningful participation, VACs help transform a process that often feels confusing and overwhelming into one that is more understandable and manageable.
Information alone does not eliminate trauma, but understanding can reduce anxiety. When victims know what to expect and feel included in the process, they are better equipped to move forward. For many victims, that understanding becomes an important step toward healing.
To every VAC reading this article: Thank you for the important work you do. Whether you serve in a small rural prosecutor’s office or one of Texas’s largest offices, your role is essential in helping victims feel supported, informed, and less alone.
Victim services consultations
As TDCAA’s Victim Services Director my primary responsibility is to assist Texas prosecutors, VACs, and other prosecutor office staff in providing support services for crime victims in their jurisdictions. I am available to provide victim services training and technical assistance to you via phone, email, in person, or Zoom. The training and assistance are free of charge.
If you would like to host a group training in your county for prosecutors and staff or even a larger, regional training for surrounding counties, please reach out to me at Jalayne.Robinson@tdcaa.com. I can tailor the training to meet your specific needs.