ICOTS User Roles Explained

State Administrator (See ICOTS Administration Section for more Information)

• Performing all functions available under the Administrators tab
  • Editing Compact Office contact information displayed on ICOTS forms and in the Public Web Portal
  • Maintaining supervised individual profiles and performing profile management functions through special status updates, merges, deletions, expungements, and demographic edits
• Conducting data clean-up and quality assurance to ensure accuracy and consistency

• Monitoring dashboard metrics, compliance reports, and overdue activities

• Providing technical and procedural support to field users

• Adding case notes to the state’s cases without the need to reassign 

Compact Office

Supervisory and Case Management Responsibilities include:

• • Reviewing and approving all incoming and outgoing managed processes and case activities

  • Monitoring, verifying, and processing all incoming and outgoing case activities

  • Reassigning cases between officers or supervisors and adding case notes to state cases

  • Performing functions in the absence of a Probation Officer or Supervisor

  • Providing guidance and technical assistance to field officers managing interstate cases

  • Coordinating and tracking transfer requests between sending and receiving states

  • Assigning caseloads, reviewing staff activity, and supporting DCA functions

  • Handling warrants, retaking, extraditions, and oversight of high-risk or specialized caseloads

Supervisors and PO Supervisors

• Reviews entries by PO and possibly other Supervisors
• Submits managed activities to the Compact Office Receives email notifications
• Reassigns cases between PO users Forwards cases to other Supervisors

POs

• Initiates Compact functions and activities
• Submits managed compact activities to a Supervisor or Compact Office for review
• Receives email notifications
• Supervises offenders

Supervising Users

• User in either the sending or receiving state designated as responsible for supervision while a case is active.  For example, when initiating a transfer, the sending state PO (or user assigned in the sending state) is also the supervising user until a Notice of Arrival is submitted by the receiving state user.  At that time, the receiving state PO (or user assigned in the receiving state) becomes the 'supervising user.'
• User errors during a Move or Merge or when submitting a subsequent transfer on a profile (activities submitted out of order) the 'supervising user' may be assigned to the wrong individual in error.  This designation can be reassigned via manage caseload just like the assigned user designation.

Note: There is no way for managed data to leave the state without Compact Office approval.