ICOTS HELPFUL HINTS

DO NOT SHARE YOUR

PASSWORD!!YOU ARE RESPONSIBLE FOR ALL

INFORMATION ENTERED UNDER

YOUR NAME.

“He who spares the guilty threatens the innocent.” - Legal maxim

ICOTS TrainingEverything Else……

Helpful hints and useful information•In the TIR process – offender’s application MUST be done at the end of the process to ensure the required information is downloaded into the form.

•Offender’s application must be signed by the offender, witnessed & retained in the offender’s base file

•Offender’s Application is required for the interstate file on all outgoing parolees.

•Notices of Departure are issued immediately upon the offender’s departure.

•Notices of Arrival cannot be done if the notice of departure has not been completed

And Remember…..

• Cases will not become active without the completion of the NOD and the NOA

• If the case is not activated you will not be allowed to initiate actions – i.e., violation reports, etc.

• Check your workload every time you login to ICOTS HINT: If there is anything underlined in blue in the Action Item column – it is awaiting an action.

And did you know….

• Travel Permits for departing offenders must be attached to a Compact Action Requests

• Case Notes DO NOT generate ICOTS emails or go to the other state

• Compact Action Requests cannot be used to alter transfer information, i.e. – change of proposed placement.

• Changes in proposed placement requires that a new TIR be submitted.

• Compact Action Requests cannot be sent to another state until the other state assigns the case to an agent – ICOTS will not allow you to initiate the action until it is assigned.

One More Thing……

• When an ICOTS email is received, go to the Offender’s Profile to view the item.

• Progress Reports will update the offender information.• Supervisors will assign new incoming cases to agents. • Supervisors will re-assign cases when there are agent changes.• Any action through the “Assistants” tab – you will be able to

choose from the cases assigned to you that qualify for the action.

• All hyper-links are underlined in blue• DOC Policy covering Interstate is 206.020 (located on DOC

website).

Other useful information we thought important:

To View Compact Case – Offender’s Profile

All Compact Activity is viewed through the Compact Cases Tab

• Click the compact cases tab• Click the radio button to the left of the ICOTS# to

open the compact case activity– To view the activity such as the Transfer Request you have

to click on the blue link (hyperlink) – “Transfer Request”

– The transfer request will open – to view it in form view you must click on the

1. Compact Cases Tab

2. Radio Button 4. Drop-down Box

3. Compact Case Activity

This slide indicates that the offender has an open/active compact case. If you need to transfer another criminal case on this offender you will need to register interest in order to create a new case. The procedure for registering interest in an existing ICOTS file will be covered after the transfer request section.

Helpful Hints: Reporting Instructions

You have the ability to attach any information to a request for Reporting Instructions• 2nd or subsequent DUI needs to be listed on the RI request in the conditions section

•Any additional information can be added to the condition section of the RI

• A criminal history, PSI, sentencing worksheets, etc., will list required offense information

•RRI for an offender who was living in the receiving state at the time of sentencing shall be submitted by the sending state within seven calendar days of the

sentencing OR RELEASE FROM INCARCERATION TO PROBATION SUPERVISION. •If the offender is required to register in MN as a sex offender they must remain in MN until approved RIs are received.

Common Interstate Abbreviations

• RIs: Reporting Instructions• RRIs: Return Reporting Instructions• RFRIs: ICOTS abbreviation for Request for Reporting

Instructions• NOD: Notice of Departure• NOA: Notice of Arrival• TIR: Transfer Investigation Request• CAR: Compact Action Request• ICAOS: Interstate Commission for Adult Offender Supervision• ICOTS: Interstate Compact Offender Tracking System

DOC Policy for Interstate Transfers 206.020

What qualifies for RIs is not the same as what qualifies as a resident for a TIR – what is the difference?

•Living in the receiving state at the time of sentencing is appropriate for reporting instructions NOT transfer request justification

•Resident one year prior to the commission of the offense is the criteria for transfer packets.

“Zeal without knowledge is a fire without a light”

ACCEPTABLE FORMS OF

OFFENSE DETAIL

1. Manually entered offense detail including instant offense, charges and sentence.

2. Criminal Complaint

3. Police Report

4. PSI that includes offense description – “See Complaint” indicates that complaint must

also accompany the PSI “Never worry because the tide is going out. It always comes back.”

One Final Thought….

“Cast no dirt into the well that gives you water”