1. ICOTS Training Presentation
Presented by:
Breana Beach,
and Sarah Payton
[Revision 07/27/2016]
07/27/2016

2. Logging In http://icots.interstatecompact.org/ICOTS
The login consists of a user’s address and passwords are managed by each user using the “What is my password again” link. Security methods require your password be a minimum of eight characters and contain at least one upper case, one lower case, one numeral and one special character. Additional requirements include that the password can not be the same as the User ID, You can not reuse any of your last 10 passwords, Passwords must be changed every 90 days, No spaces are allowed and Passwords can not be a dictionary word or proper name. <pause>
** Logins are your address, in all lower case letters.**

3. Logging In Login is email address Click “What is my password again?”
Enter again
Go to Inbox, click on link to create password
Password example: Gsmith49#
The login consists of a user’s address and passwords are managed by each user using the “What is my password again” link. Security methods require your password be a minimum of eight characters and contain at least one upper case, one lower case, one numeral and one special character. Additional requirements include that the password can not be the same as the User ID, You can not reuse any of your last 10 passwords, Passwords must be changed every 90 days, No spaces are allowed and Passwords can not be a dictionary word or proper name. <pause>
** Logins are your address, in all lower case letters.**

5. Under User tab you need to set up your workflow to your supervisor.
Each user is required to define and manage his or her workflow. This must be established prior to or during a user’s initial login. All users either report to a supervisor to review all outgoing managed activities prior to submitting to the compact office or report to the compact office. <pause>
**Workflows must be set up by the user before any work can be forwarded to a supervisor and the Compact Office.** 5

6. Workflow POs/Caseworker PO Supervisors Create compact activities
Supervise offenders
PO Supervisors
Review and approve information
Have the ability to reassign cases from officer to officer
Various user roles are established to facilitate a customizable workflow of the processes completed in ICOTS. The 2 field user roles are the PO (Pee-Oh) and PO Supervisor roles. It is important to note that these roles may or may not reflect the job functions of the user outside of ICOTS. The PO role allows for the creation of activities and the responsibility or assignment of compact cases. In addition to the capabilities of the PO, the PO supervisor reviews the entries of a PO for accuracy and completeness prior to submitting to a compact office for final submission to another state.  This user also has the ability to reassign cases between PO users and other PO Supervisor users. <pause> 6

7. Compact Workload
The Compact Workload serves as a user’s to-do list and provides a variety of searching options so that it is flexible enough to narrow your caseload to exactly the cases you wish to view. Leaving all search options blank or clicking reset generates a list of all assigned cases for a user. <Pause>

8. Compact Workload Case List/To-Do List Has Action items for
Search results display in a table format which allows for sorting by any column. Hyperlinks for offender first and last names direct a user to that offender’s profile. The action item column displays pending activities requiring action by the user as a blue Hyperlink. Action items awaiting action by another user will appear in black. A view all link appears when more than one action item exists directing the user to all action items pending for the offender’s case. *Selecting the view all link prevents a user from overlooking any action items. <pause>
Has Action items for
Awaiting Completion
Awaiting Review

9. Action Items Supervisor PO/Caseworker Awaiting Review
Awaiting Completion
Two types of action items exist on the compact workload Awaiting Review requiring a user to move an item through the workflow and awaiting completion for an activity. Once created, an activity remains on a user’s workflow until submission. At anytime after creating a new activity, the user can resume completion of it from the Compact Workload. <pause>

10. Offender Profile
Each offender in the system has his or her own unique offender profile screen. On this screen offender case information is Viewed and edited such as Address, Employment, Aliases, dates of birth, photographs and special statuses. <pause>

11. Offender Profile
The Compact cases tab on the offender’s profile displays all historical and active cases, the activities created and submitted on a case as well as allows the user to initiate subsequent activities for the offender. Once an offender is created in the system, using this drop down to create additional activities instead of the assistants screen prevents the user from accidentally creating a duplicate case or offender record. <pause>

12. Offender Profile Action Items
Action Items can be accessed from the offender profile and display the same action items listed on the Compact workload. The view button means the activity is for the user to complete or take action on, the dash is a pending activity associated with the offender but for another user. <pause>

13. Update Residence and Employment information
Offender Profile
Update Residence and Employment information
The receiving state user can update residence and employment information for an offender. The information provided automatically populates to future forms such as a progress report, violation report or case closure. <pause>

14. Transfer Request
ICOTS will prompt the user with questions and does not allow progression to happen unless the questions are answered. Based on the criteria, the answers given determine what screen appears next. The first option “Is the transfer request you wish to create for an offender for whom no RFRI has been submitted by your state?” creates a brand new record in the system. The other questions merge or copy information from data already in the system. <pause>

15. Transfer Request
The next screen asks for offender demographic information. ICOTS uses this information to search the system for matches so it’s important that as much information available is provided. <

16. Transfer Request
Matches on the data entered as well as the option to add a new offender is available. After verifying the matches are NOT <emphasis> the same offender in which a transfer is being created for, Add offender may be selected creating a new offender record in the system. <pause>

17. Transfer Request
If the results display a match to the offender being entered, simply select the offender from the list and continue on. <pause>

18. Transfer Request
If none of the offenders already in ICOTS are your offender you will use this drop box to add a new offender
1/14/2014

19. Reasons & Justification for Transfer
Must already live with
Resident: continuously inhabited at least one year prior to offense
Resident Family: Parent, grandparent, aunt, uncle, adult child, adult sibling, spouse, legal guardian, or step-parent: has resided in receiving state for at least 180 days and indicates willingness and ability to assist in plan of supervision.
Employment Transfer: At the direction of employer as a condition of maintaining employment
>>Subject to supervision due to the commission of a felony or certain misdemeanants (See ICAOS rule 2.105) and meets one of the following transfer criteria:
> Resident living in the receiving state at least 1 year prior to the offense & has not intended to establish new residency in another state during that year by remaining in another state for 6 months or longer. This would not apply if offender is incarcerated or on active military deployment.
> Resident Family lives in the receiving state for at least 6 months & has means of support/employment
>Military deployment (or live with family deployed by the military)
> Involuntary employment transfer to another state as a condition of maintaining employment (or live with family who's employment transfers involuntarily)
>Other: Considered at the discretion of the receiving state provided sufficient documentation justifies the transfer

20. Transfer Request Last step
The list of topics appear on the screen which the user is required to complete before the submit button activates. As the user moves through the various topics, ICOTS saves the progression indicated with a green check mark. Once that appears, the user can be assured the data is saved and is available anytime thereafter. The user could log out prior to submitting a Transfer request and resume progress from his or her compact workload. <pause>

21. Transfer Request Last Chance to Delete
After all the topics are complete, the submit button is active. Selecting submit, moves the transfer request through the workflow<pause>
Last Chance to Delete

22. Transfer Request
The status of the transfer request can be viewed from the compact workload. The user is able to see the date the compact office transmitted the transfer request to the receiving state. <pause>
Transfer Reply must be submitted to MN ICU within 30 days unless it requires an ECRC then it needs to be submitted to MN ICU within 15 business days

23. Reply
Once the response is sent, an is generated notifying the sending state users (Compact Office, PO Supervisor & PO)
The Activity History (Offender Profile) also reflects the decision of the Transfer Reply
Once the receiving state compact office has approved the transfer reply, the decision is sent to each user involved via notification. After receiving the , details of the reply including any comments the receiving state made in the reply can be reviewed from the compact cases tab of the offender’s profile. <pause>

24. Transfer Request Reply
is sent to user assigned
As a receiving state, the user is notified by receiving an stating they are assigned a Reply to a Transfer Request. The activity is accessible from the assistants screen,
Access activity from Compact Workload 24

25. Transfer Request Reply
Offender Profile: Action Items
The Compact workload or under the action items tab of the offender’s profile. <pause> 25

26. Transfer Request Reply
To complete the transfer reply the user must review and respond to a series of topics and questions before the reply can be submitted. <pause> 26

27. Transfer Request Reply
Accepted
The last topic on the list is the decision. The user will choose either accepted or rejected. If rejected is chosen, the user is required to explain why the case is denied. If accepted, the reporting instructions information must be entered unless previously provided. <pause>
Rejected 27

28. Transfer Request Reply
Once submitted, the PO supervisor and/or the receiving state compact office are notified to review and approve the transfer reply before an is generated to the sending state with the official decision. <pause> 28

29. Investigation Period
On all accepted incoming investigations the MN agent must submit an to the MN Compact Office indicating whether or not an ECRC is required. When it is determined the case will require an ECRC the reply must be returned to the Compact Office within 15 business day to allow time for an ECRC to be held and the community to be notified. All other replies are due within 30 days.

30. Transfer Request Reply
Accepted
-Valid for 120 days
Rejected
Rejections for incomplete Transfer Request state exactly what is missing.
When submitting a denial (ie residence, means of support, etc. ), remember you are denying the plan of supervision, not the offender. What is wrong with the residence, what is wrong with the support system or employment? I
Rule
-Be specific
Rule

31. Reporting Instructions
Offender must qualify for Reporting Instructions
The receiving state shall request reporting instructions, unless offender is under active criminal investigation or is charged with a new criminal offense.
The offender shall remain in the receiving state until receipt of reporting instructions.
The sending state shall grant the request and provide reporting instructions no later than two business days
In victim sensitive case, provisions of Rule (Victim notification) must be followed prior to granting reporting instructions.

32. Request for Reporting Instructions
Offender must qualify
for Reporting Instructions
Reporting instructions may be requested for an offender who needs to be in the receiving state pending an investigation and qualifies for one of the reasons. When choosing expedited, it is important to take into consideration that both states must agree that an emergency exists for reporting instructions to be granted. <pause>
1/14/2014

33. Request for Reporting Instructions
Just like the transfer request, the request for reporting instructions has a topics list the user must progress through. If the transfer request was submitted previously, most data will populate to the request for reporting instructions keeping the user from having to rekey redundant data such as the offender’s address, employment, sex offender information, etc. If reporting instructions are requested first, the user can also base the transfer request from the reporting instructions request. <pause>

34. Notice of Departure
Upon receipt of an approved transfer request or reporting instructions, a notice of departure is available for transmission to the receiving state notifying when the offender is leaving and includes his or her mode of travel. <pause> 34

35. Also can indicate an offender has failed to arrive or report
Notice of Arrival
Indicates the offender has arrived and reported
Receiving State assumes supervisory authority
Upon submission, the Receiving User becomes the Supervising User
After an approval and notice from the sending state of the offender’s departure, the receiving state user transmits a notice of arrival indicating the offender has arrived and reported in their state. <pause>
Also can indicate an offender has failed to arrive or report 35

36. Receiving State Supervision
All of these activities can be initiated by the assigned user in the receiving state directly from the compact cases tab of the offender’s profile once the Notice of Arrival is submitted. <pause>

37. Additional Activities
Violation Report
OVR Reply
Progress Report
Case Closure Notice
Closure Reply
Compact Action Request
Compact Action Reply
Case Note
Available after NOA & initiated by Receiving State
Available after Assignment is made in Receiving State
The supervision activities include the offender violation report, progress report, case closure notice and compact action request.
May indicate Case reassignment

38. Progress Report
Submit at least annually or within 30 days at the request of Sending State (use specialized CAR to request PR)
Use to report NON-SIGNIFICANT violations

39. Case Closure Notice Date of discharge (termination) of supervision
Notice to sending state of the absconding of the offender in the receiving state
OVR must precede closure
Notice to sending state of incarceration of offender for 180 days or longer; include:
Judgment and sentencing documents
Information about the offender’s location
Notification of death
Return to sending state
Cannot close during retaking
The sending state must submit a case closure reply within 10 business days of receipt
Rule 4.112

40. Questions