Interstate Compact Offender Tracking System End-User Training for DOC Field Services Sept-Oct, 2008

1. Interstate Compact Offender Tracking SystemEnd-User Training for DOC Field ServicesSept-Oct, 2008 The ICOTS application is offered by the Interstate Commission on Adult Offender Supervision (ICAOS), and Appriss. Appriss is also the provider of the Victim Information and Notification Everyday (VINE) service, MethCheck, and JusticeXchange.The ICOTS application is offered by the Interstate Commission on Adult Offender Supervision (ICAOS), and Appriss. Appriss is also the provider of the Victim Information and Notification Everyday (VINE) service, MethCheck, and JusticeXchange.

2. Introduction

3. Interstate and Using ICOTS Minnesota Compact Unit processes 75-90 Transfers statewide each year …as of 7/31/08, the DOC had 801 cases transferred out (excluding Supervised Releasees) and 709 cases transferred in that ICOTS will be used for progress reports, violation reports, and discharge reports.

4. Existing for Northern Region (as of 7/31/08) Transferred Out (Excludes Supv Release) Bemidji 22 Center City 62 Detroit Lakes 86 Grand Rapids 24 Moorhead 182 St. Cloud 46

5. Existing for Southern Region (as of 7/31/08)  Transferred Out (Excludes Supv Rel) Albert Lea 59 Chaska 57 Litchfield 31 Mankato 55 Marshall 48 Winona 129

6. TOP TEN RECEIVED FROM North Dakota 236 Wisconsin 159 South Dakota 52 Texas 43 Iowa 38 Colorado 21 Missouri 19 Montana 15 Florida 14 Idaho 10

7. Video…. Video - Overview

8. What is ICOTS? What is ICOTS? ICOTS is a web-based application that will allow member states to facilitate all compact business processes and other case based activities Near paperless system Who Can Use ICOTS Each state determines who the users will be and administrates their users. Users are required to agree and adhere to the ICOTS Privacy Policy ICOTS is a web based application that facilitates the process of transferring the supervision of offenders from one state to another. Other Compact cased based activities will be completed through the system. Users approved by their state compact administrator can use ICOTS. The data for ICOTS is stored at a central location and is accessible from any internet connected computer. Workflow components such as notifications and requests are initiated within the application.ICOTS is a web based application that facilitates the process of transferring the supervision of offenders from one state to another. Other Compact cased based activities will be completed through the system. Users approved by their state compact administrator can use ICOTS. The data for ICOTS is stored at a central location and is accessible from any internet connected computer. Workflow components such as notifications and requests are initiated within the application.

9. Process Flow The processes that are completed using ICOTS can have several variations. Your answer to one question will affect the next steps you need to complete or questions you need to answer. This slide shows a sample of a process that can have different results based on how a person reacts to certain questions. Point out that answers to certain questions result in certain patterns. In a particular process, you will have to answer questions. Based on your answers certain other questions or requirements will be adjusted or added. As an instructor, you will need to be familiar with the process. You should talk about how some parts of the process must have other parts complete before they can continue. This chart should be explained at a high level to show that fact.This slide shows a sample of a process that can have different results based on how a person reacts to certain questions. Point out that answers to certain questions result in certain patterns. In a particular process, you will have to answer questions. Based on your answers certain other questions or requirements will be adjusted or added. As an instructor, you will need to be familiar with the process. You should talk about how some parts of the process must have other parts complete before they can continue. This chart should be explained at a high level to show that fact.

11. Workflow ICOTS provides a managed workflow that controls the flow of information User roles are defined in the ICOTS workflow to allow for review, accountability and reassignment. User roles are defined in the ICOTS workflow to allow for review, accountability and reassignment. The roles include: PO:  able to initiate Compact functions and submit for review to a PO Supervisor.  This role also receives assignments through notification of the ICOTS system PO Sup:  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 affiliated with them.  Compact Office:  gatekeeper for all submissions received and going out of the state.  This role may also reassign cases and perform functions in the absence of a PO or PO Sup. User roles are defined in the ICOTS workflow to allow for review, accountability and reassignment. The roles include: PO:  able to initiate Compact functions and submit for review to a PO Supervisor.  This role also receives assignments through notification of the ICOTS system PO Sup:  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 affiliated with them.  Compact Office:  gatekeeper for all submissions received and going out of the state.  This role may also reassign cases and perform functions in the absence of a PO or PO Sup.

12. Workflow POs Create compact activities Supervise offenders Compact Office & PO Supervisors Review and approve information Have the ability to reassign cases from officer to officer There is no way for managed data to leave the state without Compact Office approval Talking Points: PO Supervisor is somewhat of a misnomer, only reviews ICOTS tasks. Talking Points: PO Supervisor is somewhat of a misnomer, only reviews ICOTS tasks.

13. Accessing ICOTS Logging in… In order to demonstrate the initial stages of accessing ICOTS you will click on the demo link on the slide and a webpage will open in a new window. Starting on the login page. Describe the process of obtaining a user ID and login information. Username is email address. Contact agency administrator/state administrator Briefly explain the hardware/software requirements. This is a web based application and the requirements are the same as they are for running the internet.In order to demonstrate the initial stages of accessing ICOTS you will click on the demo link on the slide and a webpage will open in a new window. Starting on the login page. Describe the process of obtaining a user ID and login information. Username is email address. Contact agency administrator/state administrator Briefly explain the hardware/software requirements. This is a web based application and the requirements are the same as they are for running the internet.

14. Common ICOTS Tools Dropdown Menu Add multiple values (DOB, SSN, AKA) Remove an added value Select a date Item has been saved Talking Points: There are several icons and tools that users will observe in ICOTS. Briefly mention each of the listed items. Talking Points: There are several icons and tools that users will observe in ICOTS. Briefly mention each of the listed items.

15. Common ICOTS Tools Generates an ICAOS Form Deletes the current selected activity Attached document Required field Radio button Preview button – when a user clicks on the “Preview” button the system will generate the information on the current process into a standard ICAOS for printing Delete button – Users will only be able to delete tasks which they have created. Once an item has been submitted it cannot be deleted by anyone. This button will only delete the currently loaded activity; it will not delete an offender or any other information on the offender’s record. For instance, if you are completing a Transfer Request Reply and decide that you need to start over completely you can click the “Delete” button to erase all of the information that you have entered. This will not effect the Transfer Request that you are replying to. Preview button – when a user clicks on the “Preview” button the system will generate the information on the current process into a standard ICAOS for printing Delete button – Users will only be able to delete tasks which they have created. Once an item has been submitted it cannot be deleted by anyone. This button will only delete the currently loaded activity; it will not delete an offender or any other information on the offender’s record. For instance, if you are completing a Transfer Request Reply and decide that you need to start over completely you can click the “Delete” button to erase all of the information that you have entered. This will not effect the Transfer Request that you are replying to.

16. Common ICOTS Tools Adding an Attachment If you upload an attachment you MUST enter a description Talking Points: Throughout the application users will be given the opportunity to attach files to an offender’s record. When attaching files users must provide a description for each file that they upload. If they cannot attach a file they can user the description field to input the required data. Talking Points: Throughout the application users will be given the opportunity to attach files to an offender’s record. When attaching files users must provide a description for each file that they upload. If they cannot attach a file they can user the description field to input the required data.

17. Main Portal Flow Page Demonstration and Talking Points: You should highlight the fact that each of the processes are laid out on this page. This will be the default page you go to once you login. If you do not have any processes that are not yet completed, you will be able to continue them upon logging in. You can also initiate any of these processes: Request for Reporting Instructions – This will allow you to request the proper reporting instructions from the receiving agency/state. Request for Reporting Instructions Reply – This will allow you to give the proper reporting information if you are the receiving state/agency. Transfer Request – This is how you begin the transfer process from your state to another state. Transfer Request Reply – You will need to conduct this process when it has been requested that an offender be transferred to your jurisdiction. Notice of Departure – When an offender begins the transfer process, you will need to use this process. Notice of Arrival – This process will allow you to make notification that an arrival of al offender has taken place and they have reported as requested. Progress Report - This process allows you to view the progress on various functions. Offender Violation Report – Offender Violation Report is used to notify the sending state that an offender is in violation of the terms of supervision in the receiving state to whom has assumed responsibility for the offender's supervision. Response to Violation Report – Response to Violation Report is used to respond to a Violation Report that has been submitted by another state who currently is assuming responsibility for the offender's supervision. Case Closure Notice – This notice informs you that a particular case is closed. Compact Action Request – This is a function that will allow you to initiate a compact action. Compact Action Request Reply Case Note - Demonstration and Talking Points: You should highlight the fact that each of the processes are laid out on this page. This will be the default page you go to once you login. If you do not have any processes that are not yet completed, you will be able to continue them upon logging in. You can also initiate any of these processes: Request for Reporting Instructions – This will allow you to request the proper reporting instructions from the receiving agency/state. Request for Reporting Instructions Reply – This will allow you to give the proper reporting information if you are the receiving state/agency. Transfer Request – This is how you begin the transfer process from your state to another state. Transfer Request Reply – You will need to conduct this process when it has been requested that an offender be transferred to your jurisdiction. Notice of Departure – When an offender begins the transfer process, you will need to use this process. Notice of Arrival – This process will allow you to make notification that an arrival of al offender has taken place and they have reported as requested. Progress Report - This process allows you to view the progress on various functions. Offender Violation Report – Offender Violation Report is used to notify the sending state that an offender is in violation of the terms of supervision in the receiving state to whom has assumed responsibility for the offender's supervision. Response to Violation Report – Response to Violation Report is used to respond to a Violation Report that has been submitted by another state who currently is assuming responsibility for the offender's supervision. Case Closure Notice – This notice informs you that a particular case is closed. Compact Action Request – This is a function that will allow you to initiate a compact action. Compact Action Request Reply Case Note -

18. VIDEO Video-Transfer Request Assistant

19. ICOTS-How will this affect me? Outgoing Transfer Request Handout Supervisor Agent Bifurcated States – a possible twist Support Staff

20. Transfer Initiating a Transfer Request Talking points: The processes and functions in ICOTS can all be accessed from the initial page. We will process the transfer request. Select transfer and continue. Explain that the ICOTS system will prod the user with questions and will not allow progression to happen unless the questions are answered. Based on the criteria and answers given, you will be taken to the appropriate screens. Continue through the request. Complete all information as you do. It will be best to plan out the “fake” information you will be entering in.Talking points: The processes and functions in ICOTS can all be accessed from the initial page. We will process the transfer request. Select transfer and continue. Explain that the ICOTS system will prod the user with questions and will not allow progression to happen unless the questions are answered. Based on the criteria and answers given, you will be taken to the appropriate screens. Continue through the request. Complete all information as you do. It will be best to plan out the “fake” information you will be entering in.

21. Transfer Explain: “Checkmark” saving feature – ICOTS saves your progress as you complete each task. You can resume partially completed previously entered activities. The “grayed out” submit button – Ensures users fully complete the request before submitting it. The Preview Button – Generates the information in the current Form format for printingExplain: “Checkmark” saving feature – ICOTS saves your progress as you complete each task. You can resume partially completed previously entered activities. The “grayed out” submit button – Ensures users fully complete the request before submitting it. The Preview Button – Generates the information in the current Form format for printing

22. Transfer Explain: The Application that must be signed can be printed (pre-populated with the offenders information) You can scan and attach it for the receiving to review. You must verify that it has been signed. After each of these screens you will be taken back to the Transfer Request checklist. Explain: The Application that must be signed can be printed (pre-populated with the offenders information) You can scan and attach it for the receiving to review. You must verify that it has been signed. After each of these screens you will be taken back to the Transfer Request checklist.

23. Transfer Explain: How the response to the question drives the next promptExplain: How the response to the question drives the next prompt

24. Transfer Explain: How the response to the question drives the next prompt System helps to enforce the ICAOS rules by directing the user – Relationship Type dropdown Employment OR Means of Support, not both. Explain: How the response to the question drives the next prompt System helps to enforce the ICAOS rules by directing the user – Relationship Type dropdown Employment OR Means of Support, not both.

25. Transfer Explain: How the response to the question drives the next prompt Click on the select button to display the NCIC Code selection toolExplain: How the response to the question drives the next prompt Click on the select button to display the NCIC Code selection tool

26. Transfer Explain: How the NCIC dropdowns work – each dropdown further narrows your options of codes Or you can enter the NCIC code directly Explain: How the NCIC dropdowns work – each dropdown further narrows your options of codes Or you can enter the NCIC code directly

27. Transfer Explain: How the dropdowns work – Common conditions are listed, all others can be indentified with “Special Condition”Explain: How the dropdowns work – Common conditions are listed, all others can be indentified with “Special Condition”

28. Transfer Explain: That this is for reporting financial obligations, not tracking them. There is no way to enter payments or subtraction from the total that is entered. Explain: That this is for reporting financial obligations, not tracking them. There is no way to enter payments or subtraction from the total that is entered.

29. Transfer Explain : If the offender is identified as a sex offender the user must provide additional details. Explain : If the offender is identified as a sex offender the user must provide additional details.

30. Transfer Explain : Only Front facing is required Automatically resizes the image Only accepts png, jpg, gif, and tif file typesExplain : Only Front facing is required Automatically resizes the image Only accepts png, jpg, gif, and tif file types

31. Transfer Explain: The common construct that is seen on the remaining screens. Yes/No Question If yes, description/attachment construct Explain: The common construct that is seen on the remaining screens. Yes/No Question If yes, description/attachment construct

32. Transfer Explain : Submit button is now active. After submitted the request cannot be deleted. Preview Button allows you to print the information in a format that is similar to today’s forms. Forwards to your Supervisor/Compact officeExplain : Submit button is now active. After submitted the request cannot be deleted. Preview Button allows you to print the information in a format that is similar to today’s forms. Forwards to your Supervisor/Compact office

33. Transfer – what next?

34. Video Video-Transfer Request Reply

35. ICOTS – How will this affect me? Incoming Transfer Reply Assistant Handout – Incoming Interstate Transfer Supervisor Agent Support Staff

36. Transfer Request Reply Transfer Request Reply You will be given a choice of which offenders for which you would like to initiate a request. Transfer Request Reply is used to respond to Transfer Request that has been submitted by another state who currently is assuming responsibility for the offender's supervision. From the 'Home' page, the user will select 'Transfer Request Reply' by clicking the associated radio button and then clicking the 'Continue' button at the bottom right-hand side of the screen. The screen will then display the 'Transfer Request Selection' screen. Transfer Request Reply is used to respond to Transfer Request that has been submitted by another state who currently is assuming responsibility for the offender's supervision. From the 'Home' page, the user will select 'Transfer Request Reply' by clicking the associated radio button and then clicking the 'Continue' button at the bottom right-hand side of the screen. The screen will then display the 'Transfer Request Selection' screen.

37. Transfer Request Reply Explain : Select a Transfer Request to reply to. Columns are sortable Only displays cases that have been assigned to you. Explain : Select a Transfer Request to reply to. Columns are sortable Only displays cases that have been assigned to you.

38. Transfer Request Reply Explain : Confirms that you have the correct offender. Explain : Confirms that you have the correct offender.

39. Transfer Request Reply Explain : Works that same as the Transfer Request Not all items require action, just the ones with the checkboxes -- items are for informational purposesExplain : Works that same as the Transfer Request Not all items require action, just the ones with the checkboxes -- items are for informational purposes

40. Transfer Request Reply Explain : All review items are displayed in a fixed table Explain : All review items are displayed in a fixed table

41. Transfer Request Reply Explain : If the investigation determines that the provided information is incorrect or lacking the user can provide an explanation. The Offender’s Address, Transfer Reason, Justification, Offender information, Employment/Means of Support Screens all work the same way. Explain : If the investigation determines that the provided information is incorrect or lacking the user can provide an explanation. The Offender’s Address, Transfer Reason, Justification, Offender information, Employment/Means of Support Screens all work the same way.

42. Transfer Request Reply Explain : DOB will also be collected for others in the home. You can add multiple people to this list. Explain : DOB will also be collected for others in the home. You can add multiple people to this list.

43. Transfer Request Reply Explain : Works the same as it does on the Transfer RequestExplain : Works the same as it does on the Transfer Request

44. Transfer Request Reply Explain : The condition that you cannot comply with is highlighted in yellow. Explain : The condition that you cannot comply with is highlighted in yellow.

45. Transfer Request Reply Explain : Your choice will determine the following prompts. IF accepted then either issues reporting instructions or refers to previously issued reporting instructions IF rejected then request an explanationExplain : Your choice will determine the following prompts. IF accepted then either issues reporting instructions or refers to previously issued reporting instructions IF rejected then request an explanation

46. Transfer Request Reply Explain : Submit is now active. Explain : Submit is now active.

47. Transfer Reply – what next?

48. Offender Violation Video-Offender Violation

49. Violation Report Violation Report You will be given a choice of which offenders for which you would like to initiate a violation report. Transfer Request Reply is used to respond to Transfer Request that has been submitted by another state who currently is assuming responsibility for the offender's supervision. From the 'Home' page, the user will select 'Transfer Request Reply' by clicking the associated radio button and then clicking the 'Continue' button at the bottom right-hand side of the screen. The screen will then display the 'Transfer Request Selection' screen. Transfer Request Reply is used to respond to Transfer Request that has been submitted by another state who currently is assuming responsibility for the offender's supervision. From the 'Home' page, the user will select 'Transfer Request Reply' by clicking the associated radio button and then clicking the 'Continue' button at the bottom right-hand side of the screen. The screen will then display the 'Transfer Request Selection' screen.

50. Violation Report Explain: Select a case that has either an approved set of Reporting Instructions or an accepted Transfer Request Explain: Select a case that has either an approved set of Reporting Instructions or an accepted Transfer Request

51. Violation Report The processes and functions in ICOTS can all be accessed from the initial page (go to that page in the demo). We will process the violation report. Select violation report and continue. Continue through the Violation Report. Once a process is completed, it will have a check mark but can still be edited. Information can be saved for a user to return and complete a process. You can also start the various topics from this page. The next slide will be Residence information. The processes and functions in ICOTS can all be accessed from the initial page (go to that page in the demo). We will process the violation report. Select violation report and continue. Continue through the Violation Report. Once a process is completed, it will have a check mark but can still be edited. Information can be saved for a user to return and complete a process. You can also start the various topics from this page. The next slide will be Residence information.

52. Violation Report Explain: You must verify their residence and update if more accurate information is available. Explain: You must verify their residence and update if more accurate information is available.

53. Violation Report Explain: You must verify their offender’s employment and update if more accurate information is available. Explain: You must verify their offender’s employment and update if more accurate information is available.

54. Violation Report Explain: Information must be provided regarding a violation including: new arrest, new convictions, custody status, absconsion, etc. Explain: Information must be provided regarding a violation including: new arrest, new convictions, custody status, absconsion, etc.

55. Violation Report Explain: Depending on the disposition that you select you will be asked to supply different types of information: Sentence information, incarceration status, criminal case information and offense information Explain: Depending on the disposition that you select you will be asked to supply different types of information: Sentence information, incarceration status, criminal case information and offense information

56. Violation Report Explain: Enter details regarding last contact Explain: Enter details regarding last contact

57. Violation Report Explain: Any information regarding the violation can be entered on this screen. Explain: Any information regarding the violation can be entered on this screen.

58. Violation Report Explain: If there is any supporting documentation about the violation you can include them by uploading any attachments. Explain: If there is any supporting documentation about the violation you can include them by uploading any attachments.

59. Violation Report Explain: You can provide any details about the offender’s custody status. Explain: You can provide any details about the offender’s custody status.

60. Violation Report Explain: A recommendation concerning the violation is required prior to submitting the violation report. Explain: A recommendation concerning the violation is required prior to submitting the violation report.

61. Violation Report Explain: Once all items have been resolved you can now submit the Violation ReportExplain: Once all items have been resolved you can now submit the Violation Report

62. Offender Violation Response Video – Offender Violation Response

63. Response to Violation Report Response to Violation Report – Allows you to respond to an Offender Violation Report You will be given a choice of which offenders with violation reports for which you would like to initiate a response. Response to Violation Report – Allows you to respond to an Offender Violation Report You will be given a choice of which offenders with violation reports for which you would like to initiate a response. Response to Violation Report – Allows you to respond to an Offender Violation Report You will be given a choice of which offenders with violation reports for which you would like to initiate a response.

64. Response to Violation Report Explain: Allow of the components of the violation report are contained in the response so the user doesn’t need to navigate to any other screen. The only action item is the responseExplain: Allow of the components of the violation report are contained in the response so the user doesn’t need to navigate to any other screen. The only action item is the response

65. Response to Violation Report Explain: The user has the ability to select one response or a combination of responses depending on the details of the situation. Explain: The user has the ability to select one response or a combination of responses depending on the details of the situation.

66. Overview of Remaining Processes Request for Reporting Instructions – This will allow you to request the proper reporting instructions from the receiving agency/state. The remaining slides display the checklist screens for the remaining processes. The remaining slides display the checklist screens for the remaining processes.

67. Overview of Remaining Processes Request for Reporting Instructions Reply – This will allow you to give the proper reporting information if you are the receiving state/agency.

68. Overview of Remaining Processes Notice of Departure – When an offender has made arrangements to depart from the receiving state you will need to use this process.

69. Overview of Remaining Processes Notice of Arrival – This process will allow you to make notification that an arrival of an offender has taken place and they have reported as requested.

70. Overview of Remaining Processes (Cont’d) Progress Report - This process allows you to annotate the offender’s progress as requested or on an annual basis.

71. Overview of Remaining Processes (Cont’d) Case Closure Notice – This will allow you to close a compact case.

72. Overview of Remaining Processes (Cont’d) Compact Action Request – Compact Action Request is utilized for all correspondence in ICOTS. Users should not email each other directly. Compact Action Request Reply – Compact Action Request Reply is used to respond to a Compact Action Request that has been submitted by one state who is requesting some sort of action from another state. Case Note - A Case Note is utilized for all notations which need to be made to a Compact Case. Explain: Each of these processes provide the user with the standard description/attachment construct. Compact Action Request and Reply generate notifications; Case Notes do not Case notes are assigned to the offender, not to the user. Any user in the system can view case notes. Explain: Each of these processes provide the user with the standard description/attachment construct. Compact Action Request and Reply generate notifications; Case Notes do not Case notes are assigned to the offender, not to the user. Any user in the system can view case notes.

73. Searching ICOTS provides two main types of searches: Offender Search Retrieves specific offender for review, edit or action Compact Workload Search Provides a list of all pending activities for a user Offender Search – The tool used to load the offender profile Compact Workload – This search retrieves a “to-do” list for the user. It will list all pending and not yet completed activitesOffender Search – The tool used to load the offender profile Compact Workload – This search retrieves a “to-do” list for the user. It will list all pending and not yet completed activites

74. Searching Offender Profile You can search for offenders. Explain: any information that is entered is saved so that you can create a new offender if they are not listed in the system. The Offender Profile interface will be described in depth later in the presentation. Explain: any information that is entered is saved so that you can create a new offender if they are not listed in the system. The Offender Profile interface will be described in depth later in the presentation.

75. Searching Talking Points: If you don’t see the offender that you are searching for then you can create a new offenderTalking Points: If you don’t see the offender that you are searching for then you can create a new offender

76. Offenders Tab Update and view information Add Address Add Employment Manage Demographics Add SSN’s Add DOB’s Add Alias’s Add State ID #’s Add Additional Photos

77. Searching Compact Workload Depending on your user role, you can see offenders that might be assigned to others in your department. The Compact Workload provides a variety of searching options so that it is flexible enough to narrow your caseload to exactly the cases you wish to view. The Compact Workload provides a variety of searching options so that it is flexible enough to narrow your caseload to exactly the cases you wish to view.

78. Compact Workload Tab Important Resource that Contains: Action Needed Partially Completed Actions Status of Submitted Actions

79. Offender Profile Overview Offender Profile Explain: Offender Profile can be used to view any information that has been entered into ICOTS on an offender. Offender information can also be edited through the profile (new addresses, aliases, identifying numbers, employments, etc. ) You can also initiate new actions from the offender profile.Explain: Offender Profile can be used to view any information that has been entered into ICOTS on an offender. Offender information can also be edited through the profile (new addresses, aliases, identifying numbers, employments, etc. ) You can also initiate new actions from the offender profile.

80. Offender Profile Overview The Offender Profile will allow you to view and edit information about an offender. Address information Means of Support/Employment Information Identifying Information (Aliases, DOBs, SSNs, photographs, etc.)

81. Reports Summary Reports (Demographic, Crime & Offense Information) Accepted Offender Transfers Cases Processed Total Active Offenders Summary Reasons Summary Summary by Crime Offender Demographics Action Required Reports Overdue Replies to Transfer Requests (45 Day Rule) Overdue Transfer Requests (15 Days after Reporting Instructions) Overdue Reply to RFRI for Offender Living in the Receiving State at Time of Sentencing (2 Business Day Rule) Overdue Progress Reports Overdue Case Closure Overdue Replies to Violation Reports (10 Business Days) Overdue Transfer Requests after Expedited Reporting Instructions Approved Examples of standard reports….Examples of standard reports….

82. Forms You may need to print, file, or document certain forms. These forms can be generated from the ICOTS system.

83. Points to Remember Passwords – 20 minute window Attachments – 1 megabyte limit Cutting and Pasting where possible Special Conditions Restructures and other forms?

84. Users and Help Tabs Users – Manage Account – On Vacation? Change Supervisor Help – List of Interstate Compact Rules

85. Summary With ICOTS, you can: Complete Transfer documentation either as the sending or receiving state. Report on offender status and progress. Make notification of arrivals and departures. Report and track violations. Make Case Notes. You should summarize all the various functions and open the floor for additional questions. Make sure you include, either in your statements or in the discussion, that ICOTS will allow you to perform all functions related to offenders moving between states. It will also allow you to suspend action and take it up at a later time. Also very important: Various actions and processes must be complete before they can be submitted. The ICOTS program will prompt you for information if it is needed or if you answer other questions in certain ways. This is done to assure that the processes are completed per rule and are complete. This will make the process move faster over all since there will be less back and forth between states.You should summarize all the various functions and open the floor for additional questions. Make sure you include, either in your statements or in the discussion, that ICOTS will allow you to perform all functions related to offenders moving between states. It will also allow you to suspend action and take it up at a later time. Also very important: Various actions and processes must be complete before they can be submitted. The ICOTS program will prompt you for information if it is needed or if you answer other questions in certain ways. This is done to assure that the processes are completed per rule and are complete. This will make the process move faster over all since there will be less back and forth between states.

86. Where do we go from here? MN DOC Field Services Implementation Plan – handout Training In the District ICOTS User Form Live Date 10/6/08 Re-submit pending outgoing requests

87. Assessment 1. You (agent) receive an e-mail from ICOTS stating a transfer request has been assigned to you. After logging into ICOTS, what tab do you click on to locate the request? A. Users B. Assistants C. Compact Workload D. Offenders

88. Assessment True or False 2. Before a transfer request can be submitted to another state, it will be reviewed by the supervisor and Interstate Compact Office.

89. Assessment 3. The username for ICOTS will be: A. The user’s first initial and last name B. The user’s favorite food C. The user’s e-mail address D. The user’s first car

90. Assessment 4. The password will be: A. Fed Ex’d by 10/3/08 B. Sent via e-mail C. Picked by the user D. First B and then C

91. Assessment 5. When a new password is e-mailed to the user, the user can log in to ICOTS with the new password: A. Within a week and then change the password. B. Within 60 days and then change the password. C. Within 20 minutes and then change the password.

92. Assessment 6. If a password window of 20 minutes expires before the user can log in, the user must: A. Write a 5-page essay on why they will not wait 20 minutes again. B. Sign away their firstborn child for a new password. C. Try to log in with the old password. D. Go to the website, click link for a new password to be e-mailed again.

93. Assessment 7. How long does an agent have to complete a transfer request reply? A. 60 days from date of receipt B. 60 days from date submitted by sending state C. 45 days from date of receipt D. 45 days from date submitted by sending state

94. Assessment 8. For processing a transfer request, why wait to download the application until the last steps? A. So all information is filled in on the application before the offender signs. B. It isn’t downloaded at the end.