1 ICOTS What weve learned since October 6, 2008

2 GETTING STARTED

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4 APPLICATION Completing an ICOTS Application Review ICOTS PRIVACY POLICY Review ICOTS USER AGREEMENT Complete ICOTS APPLICATION Submit completed ORIGINAL application to DOC Information Services Send to the interstate compact unit. Once approved, DOC Information Services will set up the user account. Once the account has been created an will be generated and sent to the new user. HOME

5 1. Click on the Users tab 2. Click on the Workflow tab 3. Select Reports to Supervisor 4. Enter supervisors name or login SETTING UP WORKFLOW

6 Reminders If you have started an action and you do not complete it, the system will save it in your Compact Workload and you can access it from there to complete it DO NOT ADD ANOTHER STATES OFFENDER!!!! DO NOT CLICK THE RED WITHDRAW BUTTON!!! Search for an offender prior to initiating an action; only add the Minnesota offender if they are not already in the system

7 Attachments Can take place by either typing (or copying and pasting) directly into the description field or by browsing computer files and uploading (attaching) a document to the system –In both instances, remember to click the Add button

8 Incoming Transfer Requests CPO COUNTIES: We will continue to send all Interstate Requests to the DOC contact. If appropriate, they will delegate to the CPO contact The county supervisor will then need to assign the case to an agent

9 REPLY to TRANSFER REQUEST On all accepted incoming cases, an shall be sent to the Interstate Office noting whether or not the offender requires Community Notification –Be sure to include the offenders name in the Acceptances will not be processed until an is received

10 Rule Transfer request form; Instant offense in sufficient detail to describe the type and severity of offense and whether the charge has been reduced at the time of imposition of sentence; Photograph of the offender; Conditions of supervision; Any orders restricting the offenders contact with victims or any other person;

11 Any known orders protecting the offender from contact with any other person; Information as to whether the offender is subject to sex offender registry requirements in the sending state along with supportive documentation; Pre-sentence investigation report, if available; Supervision history, if available;

12 Information relating to any court-ordered financial obligations, including but not limited to, fines, court costs, restitution, and family support; the balance that is owed by the offender on each; and the address of the office to which payment must be made The Offender Application for Interstate Compact Transfer shall be maintained in the sending state

13 Additional documents, such as the Judgment and Commitment, and any other information may be requested from the sending state following acceptance of the offender. The sending state shall provide the documents if available. Sex Offender information is still required –Assessment information –Social history –Information relevant to offenders criminal sexual behavior –Law enforcement report providing specific details of the sex offense –Victim information (name, sex, age & relationship) –Current or recommended supervision and treatment plan

14 Instant Offense Details Should be attached under the Pre- sentence Investigation Reports tab Most often provided via an attachment of a police report, criminal complaint or pre- sentence report Also include sentencing information to indicate whether the charge has been reduced

15 Once you click Yes, the New Record box will appear Click the Browse button to find the file on your computer Once you have attached the file and entered a description, click the Add button

16 Additional Information Attach additional documents you believe are important even though they arent required by rule Only attach documents in one place –Once attached, you can refer to it but do not attach it in another area

17 Outgoing Transfer Requests MUST include instant offense details, including type and severity of the offense and whether the charge was reduced –Attach the complaint or police report OR –Attach a PSI including the offense description OR –Type in the offense details by hand

18 Must include special and standard conditions of supervision –Enter each condition individually OR –Attach a copy of the probation agreement Any additional information can be attached in the PSI section When transferring Misdemeanor DWI cases, include information on prior DWIs

19 1. When you select lifetime or specific registration, the attachment area will appear. 2. Click the browse button 3. Select the file and click open Sex Offender Registry Information

20 This will appear once you have successfully attached the document.

21 Conditions of Supervision Select Special Condition, then attach conditions. All conditions can be in one attachment.

22 This will appear once the conditions are successfully added.

23 Conditions of Supervision Standard conditions as well as any special conditions are required –Select the Special Condition option in the drop down menu –Provide a description –Attach the document –Click add If nothing is selected, the default is Alcohol/Drug Treatment

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25 A front facing photo must be attached. Make sure the offender is recognizable from the photo. Offender Photograph

26 The boxes appear checked once you have been in the section; it does not guarantee that you have completed it. Once you have entered all information, you can upload the Offender Application and everything will be filled in.

27 Click Download Offender Application, print the application and have it signed and dated by offender and witness. The application does not need to be attached, but the original must be retained in your office. Offender Application

28 This is what the screen will look like once the application is successfully attached. You may view the PDF to be sure it is correct.

29 If you see the green box, the transfer request has been successfully submitted to your supervisor for review.

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31 Outgoing Parole Transfers Institution cases are assigned to the compact office For offenders in the community, do not complete departure information without contacting the Interstate Office first

32 Closing Cases Only the receiving state can complete a case closure If a MN offender receives early discharge, send an action request to the receiving state with the discharge order attached and request that they complete a closure The sending state must then complete a case closure reply before the case will be closed

33 Viewing Closed Cases Click the Show historical cases box

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35 DO NOT ADD OFFENDERS FROM OTHER STATES!

36 Adding Offenders DO NOT enter offenders outside of the Transfer Request or Request for Reporting Instructions assistants If the offender is already in ICOTS, select that offender record instead of adding a new record

37 Adding Offenders Each state is loading their active outgoing cases; if an offender is not in the system, DO NOT add them Search ICOTS for your offender. If the offender is not in ICOTS you must proceed with the old paper process.

38 MN Legacy Cases All outgoing cases active as of October 8th were loaded into ICOTS These cases are being assigned to agents in alphabetical order or as requested Cases are assigned to the agent listed in the Interstate database Legacy cases cant have more than one agent.

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40 Pending Cases Cases still pending replies will remain on paper until loaded by the Interstate Office in the subsequent legacy load in early December Any communication on these cases should be sent outside of ICOTS until the subsequent load DO NOT add these offenders in ICOTS

41 Important Things A Notice of Arrival cant be done until a Notice of Departure has been completed An acceptance is not valid until it has been approved by the Interstate Office Previously rejected cases can be found under the Assistants tab

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43 Reassigning Cases In the Users tab, select Manage Case Load, then select a from user based on their role. You may enter the users name or login. You can either search Default Results or search by Offender Name.

44 Select a to user based on their role. Select the cases you would like to transfer to that user by clicking the boxes to the left of the appropriate cases. Once you have selected the cases, click the submit button. Once a case is reassigned, ICOTS will create a case note indicating the change.

45 VACATION ON LEAVE BUTTON DOES NOT WORK! Supervisors will have to designate another person with supervisor rights in ICOTS to cover their work while they are gone The designated person will need to monitor the supervisors workload within the Manage Case Load function Only Action Items will be assigned, not cases

46 If there is an Action Item for a case, the Manage Case Load process will reassign only the Action Items, not the case itself.

47 Workflow for Supervisor Vacations Two options for agents workflow: 1.Agents can change workflow to the temporary supervisor for the duration of vacation OR 2.The temporary supervisor can contact an agent and have them change their workflow temporarily while they assign the action item. Once that is done the agent would change the workflow back.

48 Workflow for Agents Vacation ON LEAVE BUTTON DOES NOT WORK! Supervisors will need to manage agents workloads while agents are on vacation

49 ICOTS is the vehicle to transfer information about interstate cases Agents still need to know the ICAOS Rules