DOC - ONLINE VISITING REGISTRATION (OVR) Santa Clara County

OVR User Manual

The Information Services Department 1555 Berger Dr. Building 2, loor 2

San Jose, CA 95112 September, 2006

O V R S E R V I C E

Table of Contents Overview ....................................................................................................... 2 Access the OVR Service .............................................................................. 3

Sign Up as a Visitor with DOC .......................................................... 4

Create a Login Account ......................................................4 Login to OVR with your Login Email and Password .........6 Complete and Submit the DOC Visitor Registration Form7 Look Up Inmate Booking Information ................................8

Log In to OVR to Schedule a Visitation for an Inmate .................. 10

Schedule a New Visit.........................................................11 View Scheduled Visits.......................................................14 Changes to an Existing Visit ............................................16 Update Visitor Registration ..............................................19 Look Up Inmate Booking Information ..............................19

Appendixes ................................................................................................. 20 A: Forgot your Password................................................................ 20 B: Changing your Login Email and Password............................... 23

O N L I N E V I S I T I N G R E G I S T R A T I O N ( O V R ) S E R V I C E

Overview The Department of Correction (DOC) Online Visiting Registration (OVR) service available via the Internet, allows one to look up an inmate, register as a visitor to visit inmate(s), schedule a visit, and view/update their scheduled visits with an inmate housed at either the Santa Clara County Elmwood Correctional Facility or the Correctional Center for Women (CCW). This online service eliminates the need to schedule visits with inmates by contacting DOC staff by phone or in-person.

One can use this service from any computer with Internet access using a standard web browser, such as Internet Explorer, Netscape, or Firefox.

In most County buildings, such as the Santa Clara County Elmwood Facility, 70 W. Hedding, Service Center, and others, informational kiosks with Internet access are available for the public to use the Santa Clara County website (www.SCCGov.org). You may access the OVR service from the Santa Clara County website (select “Schedule an Inmate Visitation” from the “Select an online service” list under “Get it done online”).

DOC staff has automatically registered and signed up the visitors who have registered in person at the Santa Clara County Elmwood Correctional Facility / Correctional Center for Women (CCW) after October 31, 2005. To use this service, these visitors can obtain their login information by:

• Contacting DOC Elmwood/CCW Visiting by phone at (408) 957-5900 or

• By sending an email to ovrsupport@doc.sccgov.org please include your first, last name, email address, and phone number.

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Access the OVR Service Users can access the Online Visiting Registration (OVR) service in two ways:

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1. From the “http://www.sccgov.org home page at the “Get it Done Online” section, select “Schedule an Inmate Visitation” and then click the Go button, or

Enter web address (URL) in the address line

2. Type in directly the OVR website address: http://eservices.sccgov.org/ovr in the address line, and then press the Enter key on the keyboard.

If a security pop up window displays, click Yes to continue.

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Sign Up as a Visitor with DOC

You only need to sign up once as a new visitor with DOC to visit any inmate at the Santa Clara County Elmwood Facility and the Correctional Center for Women (CCW).

DOC staff has automatically registered and signed up the visitors who have registered in person at the Santa Clara County Elmwood Correctional Facility / Correctional Center for Women (CCW) after October 31, 2005. To use this service, these visitors can obtain their login information by:

• Contacting DOC Elmwood/CCW Visiting by phone at (408) 957-5900 or

• By sending an email to ovrsupport@doc.sccgov.org please include your first, last name, email address, and phone number.

Create a Login Account

3. Click the button to register as a visitor with the Santa Clara County Elmwood Correctional Facility and the Correctional Center for Women (CCW).

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Step 6

Step 5

Steps 4.1 or 4.2

Step 7

4. Obtain your Login Account Information, by following the steps below:

4.1. Select the Login Email radio button (if you already have an email address) and enter your email address in the field provided, or

4.2. Select the I don’t have an email address radio button, if you don’t have an email address, and/or don’t want to receive any communications from the Santa Clara County Elmwood Correctional Facility and the Correctional Center for Women (CCW).

If you don’t have an email address, but wish to have one to receive communications from the Santa Clara County Elmwood Correctional Facility and the Correctional Center for Women (CCW), get a free email account with a free Internet email service provider, such as http://mail.yahoo.com/, www.hotmail.com, www.gmail.com, etc.

5. Enter and confirm your password.

6. County Policy: Click the check box to accept the County Policy.

7. Click the Button to finalize the Login Email creation process. or

• Click the Reset Form if you wish to start all over and delete all the information that you entered on the previous steps.

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Your Login Email already exists? If your see the error message above you can do any of the following: a) Login to the OVR service with your existing Login Email; or b) Refer to the Forgot your Password section if you have a Login Email, but forgot your password; or c) Contact DOC staff if they created a Login Email for you, by calling (408) 957-5900 or visiting the Elmwood facility.

Login to OVR with your Login Email and Password

After you Click the Join Now button (see Create a Login Account section) the system takes you to the Login page.

Enter your Login Email created in the previous section

Enter your password

Click “Submit”

Refer to Appendix A if you forgot your password.

1. On the Visitor Registration, Register New Visitor page, fill out your information and submit the application, as shown below.

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Complete and Submit the DOC Visitor Registration Form

Fill out your information (red * asterisks indicate required fields).

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Click the Submit button to send your application for review.

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Important Information!

It would take 2-4 business days for your application to be reviewed.

If you don’t have an email address to receive status notifications, you may obtain a status on your application from DOC by calling (408) 957-5900 or visiting the Elmwood Facility.

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Look Up Inmate Booking Information

The Look Up Inmate Booking Information function allows you to search for an inmate to find out the status of that inmate.

1. Click the Look-up Inmate Booking Information link, from the DOC Visit Reservation home page.

Choose one Search Criteria: - CEN (Booking Number), or - PFN (Personal File Number), or - Name (First, Last and DOB)

2. Select one search criteria (from the choices above), on the Inmate Booking Information page.

3. Click the button, or

• Click the Cancel button to cancel your search and go back to the DOC Visit Reservation home page.

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This concludes the functions that are available to a user without being approved by DOC. Once you obtain an approval by DOC (after 2 to 4 business days), please return to the OVR page to schedule an appointment to visit an inmate. Refer to the next section in this manual for additional details.

You can also Look Up an Inmate without Logging In! Go to http://www.sccgov.org home page at the “Get it Done Online” section, select “Look Up an Inmate” option and then click the Go button.

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Log In to OVR to Schedule a Visitation for an Inmate

Click here to Log In

Once your registration has been approved by DOC, you may schedule a visitation for an inmate by following the steps below.

1. Go to the OVR service web page at http://eservices.sccgov.org/ovr

For details instructions how to access this web page, refer to the Access the OVR Service section.

2. Click the Log In link located in the upper right hand side of the window.

Refer to Appendix A if you forgot your password.

Enter your Login Email createdin the previous section

Enter your password

Click “Submit”

4. If a Security Alert window pops up click the Yes button to by pass it.

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The system refreshes the page and displays the DOC Visit Reservation home page. Noticed that the menu options have changed after you have been approved by the Department of Correction. Refer to next few sections in this manual to learn how to perform any of the following activities:

• Schedule a New Visit

• View Scheduled Visits

• Update Visitor Registration

• Look-up Inmate Booking Information

Schedule a New Visit

1. Click the “Schedule a New Visit” link from the DOC Visit Reservation home page.

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2. Select one search criteria (search inmate by CEN (Booking Number), PFN (Personal File Number) or by Name (include Date of Birth or Booking Date).

3. Click the button to find an inmate, or

• Cancel: Click this button to cancel the search and go back to the DOC Visit Reservation home page.

Important rules for scheduling a visit!

• Click the button on the Schedule a New Visit, Inmate Details page, to verify that the inmate that you found matches your search, or

• Previous: Click this button to go back to the Schedule a New Visit/Search page, or

• Cancel: Click this button to cancel this procedure and go back to the DOC Visit Reservation home page.

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4. Fill out the Relationship to Inmate and Visitor 2 Details on the Visitor/s Details page.

Note: A second visitor needs to be registered and approved by DOC ahead of time. 5. Click the button to schedule your appointment, or

• Previous: Click this button to go back to the Inmate Details page, or • Cancel: Click this button to go back to the DOC Visit Reservation home page.

Select Timeof Visit

6. On the Schedule a New Visit, Choose Date and Time of Visit page select one time slot by clicking on the radio button next to the time that you want to schedule. Use the Previous Week/Next Week buttons to navigate from one week to the next.

7. Click the button to schedule a visit, or

• Previous: Click this button to go back to the Schedule a New Visit/Visitor Details page, or

• Cancel: Click this button to go back to the DOC Visit Reservation home page.

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8. The Schedule a New Visit, Confirmation page displays all the details for the appointment

that you just made 9. Click the button if you agree and want to confirm this appointment, or

• Previous: Click this button to go back to the Schedule a New Visit/Visitor Details page, or

• Cancel: Click this button to go back to the DOC Visit Reservation home page.

This completes the process of making an appointment to visit an inmate at the Santa Clara County Elwood Correctional Facility or the Correction Center for Women (CCW). Refer to the next section in this manual if you wish to make changes to the visit that you just made. View Scheduled Visits

This section will show you how to view a list of your currently scheduled visits to check their status, modify, or cancel.

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10. Click the View Scheduled Visits link from the DOC Visiting Reservation main page.

11. On the My Scheduled Visits for Visitor page the system displays all the visits scheduled to visit an inmate for the next three weeks.

If there are no visits scheduled, the system displays an error message “There are no visits scheduled for this period.”

You may use the Start/End Date navigation feature to search for visits scheduled in a particular time frame (example: 09/01/2006 – 9/08/2006).

12. Click the radio button for a selected visit date and time.

13. Click the button to obtain additional information about that visit, or

• Modify Visit: Click this button to change the date/time of your existing visit, or

• Cancel Visit: Click this button to cancel an existing visit reservation, or

• Generate Report: Click this button to obtain a list with all the visits for visitor, or

• Make a New Reservation: Click this button to schedule a new visitation for an inmate, or

• Cancel: Click this button to exit the Schedule Visits for Visitor page and go back to the DOC Visit Reservation home page.

Before submitting your page, make sure you have made at least one selection!

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14. On the Visit Status page the system displays detailed information for the visit that you selected, including Visiting Time and Location, Visitor 1 Details, Visitor 2 Details (if entered), and Inmate Details.

15. Click the button to go back to the Scheduled Visits for Visitor page.

16. Click the button to obtain a printable page with the list of all the visits that you have made with the Santa Clara County Department of Correction.

17. Close the report and go back to the DOC Visit Reservation page.

18. Click on the button to go back to the DOC Visit Reservation home page.

Changes to an Existing Visit

Only visits whose current status is Scheduled can be modified!

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Modify an Existing Visit

1. Click on the View Scheduled Visits from the DOC Visit Reservation home page.

2. Select a scheduled visit date and time by clicking on the radio button.

3. Click the button.

4. On the Modify Scheduled Visit, Visitor Details page update the Relationship to Inmate field, if necessary.

5. Click the button.

6. On the Modify Scheduled Visit, Choose Date and Time of Visit page the system displays a brief statement of visits availability for that week.

7. If the inmate has any visits available for any week, select the date, and click the radio button for the time that you wish to visit.

8. Click the Continue button to schedule that visit, or

• Previous: Click this button to go back to the Scheduled Visits for Visitor page, or

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• Cancel: Click this button to cancel this procedure and go back to the DOC Visit Reservation home page.

Click on the Previous Week or Next Week buttons to search for other available dates and times.

9. On the Modify Scheduled Visit confirmation page, verify the reservation that you just made.

10. Click the Confirm button to confirm you appointment, or

• Previous: Click this button if you want to change the date/time of the reservation you are about to confirm, or

• Cancel: Click the button if you want to cancel the changes to your existing visit.

Select Timeof Visit

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If you successfully modified your appointment the system will display your changes on the list of Scheduled Visits for Visitor page.

Update Visitor Registration

You may update your registration at any time. Note that changes to the Criminal History section are subject to review by DOC.

1. Click the Update Visitor Registration link.

2. Update your information as necessary.

3. Click the Submit: button to save/submit your changes.

Look Up Inmate Booking Information

Refer to detailed instructions provided on page 8 of this manual.

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Appendixes A: Forgot your Password

If you forgot your password, you can request a new password using the “Forgot My Password” link located in the upper right hand side of the Department of Correction, Website Registration page. The system will automatically create a new password and send it to you via email.

Follow the steps below to request your new password:

1. Open an internet browser and type in the OVR service web address in the address line: http://eservices.sccgov.org/ovr

2. Press the Enter button on the keyboard. This will bring you to the OVR service login page.

3. Click the “Forgot My Password” link to request a new password.

4. If a Security Alert window pops up, click the button to proceed.

5. The system refreshes and displays the Forgot Your Password page.

6. In the “Forgot your Password?” page, enter your email address in the Login Email: field then click the button.

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7. The system refreshes and displays the DOC OVR Login page. If the Security window pops up, click the OK button to proceed.

8. Check your email, which you entered when requesting the OVR password. You should receive an email from the “Webmaster” with the subject “SCC Portal Site – Your New Password”.

9. Click the “Login” link to access the OVR service using your new password.

10. In the Login page, enter your Login Email in the Email field and the new password in the Password field; then click the button.

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If you have successfully accessed the OVR service, you should see the “Department of Correction, DOC Visit Reservation” home page.

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B: Changing your Login Email and Password

You must be logged in to the OVR service in order to change the OVR Login Email or Password.

If the DOC staff created a default Login Email and password for you, for security purposes, it is recommended that you change the generic password the first time you log in to the OVR service.

1. In the OVR service, click the “Update My Account” link located in the upper right of the OVR service page.

2. The system opens a new window, which contains the account login information: There are two options, “Changing Your Login Email” and “Changing Your Password”. The system only allows changing one section at a time:

To change the password, proceed to the step 2.

1. Changing You Login Email - Click the radio button next to “Changing Your Login Email” and enter the following information:

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• Password: Enter the current password, which you use to access the OVR service.

• New login email: enter the new email address which next time will be used as your Login Email to access the OVR service.

• Confirm new login email: enter the same new email address.

• Click the button to submit your request.

1.1. The following confirmation window appears, click on “here” to go back to the OVR service.

1.2. To validate the new login email, click the “Logout” link located on the upper right of the OVR service and log back in using the new email address.

2. Change Your Password – click the radio button next to “Change Your Password” and enter the following information:

• Old password: Enter the password which you used to access the OVR service.

• New password: Enter the new password which next time will be used to access the OVR service.

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• Confirm New password: Enter the same new password.

• Click the button to submit your request.

2.1. The following confirmation window appears, click on “here” to go back to the OVR service.

2.2. To validate the new password, click the “Logout” link located on the upper right of the OVR service and log back in using the new password.

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