Ensuring public safety for the 21st century

FY22 Q1 (July 2021-September 2021): Offender management

What is Offender Management?

Offender management administrative functions assure the Commission’s internal and external partners that the ICOTS data contains information that is accurate, valid, and reliable.  Per the ICOTS Privacy Policy, states must have established policies and procedures to ensure regular review and cleansing of ICOTS data is done in a timely manner.  Moreover, since the compact states are the ‘owners’ of the information that is submitted to ICOTS, the compact states are responsible for the accuracy of the data and should conduct regular self-auditing of data.  Offender management responsibilities include correcting offender data elements as well as cleaning up junk and duplicate records.

What Offender Management Issues Exist?

While a prior ICOTS enhancement to the ‘Offender’s Tab’ decreased the frequency of users creating duplicate and junk offender records, the failure of many ICOTS state administrators to properly review records and implement offender management procedures (Move, Merge and Delete) in the correct and timely manner continues to be problematic.  When instructions are not followed by state administrators for set-up and review/approval of offender management process, this results in incorrect assignments of records, the removal of the offender’s primary address and the inability to submit various ICOTS activities.  

What Objectives for Successful Offender Management Should States Consider for their Policies and Procedures?

  • Ensure processes and procedures are established for users to report junk and duplicate records.  Not all junk records are duplicates.
  • Proper training conducted prior to tasking staff with responsibilities. 
  • As a state administrator, when creating OR approving offender management action, records should be thoroughly reviewed to ensure proper action is being taken.
  • Establish at a minimum a weekly expectation to ensure any offender management items are processed (including a plan to coordinate and communicate with other state when pending items need to be processed by other states.)
  • Accountability/corrective action for state administrators who fail to follow written instructions.
  • Delete 'junk' or duplicate records.  Never Merge/Move a 'junk' record.  On your state's list of possible duplicates but inability to delete due to no activities sent to your state?  DO NOT attempt to Move/Merge.  As no activities were transmitted on these cases, the records should be deleted.  Reach out to the originating sending state to delete the record.   Note too, any offender records without a compact case should be sent to the national office for deletion as no state assignment exists on those records.
  • Use Merge only for historical records.  When approving merge review record to ensure no new cases have been created. 
  • Use/approve Move with full understanding of who the 'supervising user' is for the records AND ensure the 'supervising user' is not reassigned (or changed via NOD/NOA) while the Move is pending.  If reassignment or change in supervising state is needed, disapprove the current Move request, creating a new request choosing the new 'supervising user' to ensure proper assignment.

What Resources Exist for Offender Management?

Reports Available

ICOTS Duplicate Offender Report

Possible Duplicate Offender Report

Training Demos for Possible Duplicate Offender Report

New Report!  Junk Offender Records

This report will also be utilized in Q3.  READ the training notes before using this report and NEVER use Move or Merge for Junk Records!

Training

OnDemand 350 Compact Staff Duties

https://support.interstatecompact.org/hc/en-us/articles/224745447-Merge-Move-and-Delete-Case-Requests

https://support.interstatecompact.org/hc/en-us/articles/224744287-Can-t-Merge-Two-Compact-Cases-Under-The-Same-Offender

https://support.interstatecompact.org/hc/en-us/articles/224744147-Editing-Core-Offender-Demographics-and-Deleting-Secondary-Demographics

Workaround to allow for a case closure after bad Move/Merge  

https://support.interstatecompact.org/hc/en-us/articles/224744207-Receiving-State-Can-t-Submit-Case-Closure-and-Primary-Residence-is-Blank

Shared State Policies & Procedures

Washington:  In an effort to reduce creation of junk records, a direction was sent out to WA ICOTS users not to enter any new profiles for offenders whose transfer requests will be completed and submitted by the compact office unit.   Additionally, new instruction packets for the felony and misdemeanor offices were distributed in an effort to reduce errors with ICOTS data.   

Have Policies or Procedures to Share?  Email mspring@interstatecompact.org

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