Ensuring public safety for the 21st century

Code Release 37.0 - ICOTS Enhancements 4/28/21

On Wednesday, April 28, 2021 Appriss pushed the new code for six new ICOTS enhancements to production. The six enhancements cover changes to email notifications, compact action requests, and the retaking requirement.

Rejected Case Notifications

1.1 Update Rejected Case Notifications

Previously, the notification sent to ICOTS users informing them of rejected cases was very generic causing confusion and lacking information directing users on what action to take next. If formerly read, "This e-mail is a reminder that the case for John Doe (1234567) has been denied and the case requires attention or must be withdrawn."

1-1_RejectedCaseNotification.png

The exact wording is below:

This e-mail is a reminder that the case for Mary R2SS (26346) requires attention due to a denied Request for Reporting Instructions or rejected Transfer Request. Review the ICOTS Profile to determine whether the case should be withdrawn, a new Request for Reporting Instructions or Transfer Request should be transmitted or to confirm the case is awaiting a Transfer Reply from the receiving state. As a reminder, ensure the offender is only in the receiving state in compliance with Compact rules. Contact your Compact Office for assistance or clarification on rules or procedures.

Compact Action Requests

2.2 Add New ‘Travel Permit’ CAR Specialization

With Rule 3.110, Travel Permits, taking effect on April 1st, 2020, the receiving state must notify a sending state when an offender travels to a sending state. “Travel Permit” is now one of the selections in the drop-down for Specialization on the Compact Action Request Activity.

CARTravelPermits_02.png

The new specialization also displays on the CAR PDF and in the ‘Compact Action Request’ Dashboard.

CARTravelPermits_01.png

2.3 Include Comment Field Preview and Specialization in CAR Notifications

The first 2000 characters of the comment field, as well as the CAR Specialization is provided in the email notifications so users can understand the purpose of the CAR without the need to log into ICOTS.

2-3_CAREmailNotifications_LinkedRFRI.png

Compact action requests linked to a specific compact activity will list the activity in both the subject and body of the notification. The notification will also list the transmission date. This is the sample text (new wording in red):

This email is a notification that a Compact Action Request for Kentucky offender Micro Move (19525) has been submitted. This is regarding a(n) Reply to Request for Reporting Instructions transmitted 11/05/2020.

Compact action requests with a selected ‘Specialization’ will list the specialization in both the subject and body of the notification. This is the sample text, new wording in red:

Subject: A Compact Action Request for Ohio offender Peter Bermuda (21365) has been submitted (Cost, Fines, and Restitution)

This email is a notification that a Compact Action Request for Ohio offender Peter Bermuda (21365) has been submitted. This is regarding Cost, Fines, and Restitution.

Modify Retaking by Addendum to Violation Report

3.1 Allow RECSTA to remove Retaking Requirement from Violation Report

Violation reports cannot be withdrawn once a state submits and responds to behavior requiring retaking. There are occasions when PC is not found, new information is learned, or an offender's situation changes after submission of the violation report.

Available only to receiving state Compact Office Users, this enhancement creates a new Violation Addendum process to remove the retaking obligation. Once processed, the offender will no longer show on the ‘Offenders Awaiting Retaking’ Dashboard so Commission members can accurately track which offenders are currently awaiting retaking.

New Process

  1. (Receiving State) Create an Addendum to Existing Violation Report
    1. POs can create from either the Assistants tab or the offender profile.
      3-1_RemoveRetakingObligation_SelectAVR_01.png
    2. Compact Office users in the receiving state can create an AVR from the offender profile.
      3-1_RemoveRetakingObligation_SelectAVR_01_CompactOffice.png
  2. Select violation report for which retaking is no longer required
    3-1_RemoveRetakingObligation_SelectViolation_01.png
  3. Select the “Retaking No Longer Required” option in the Recommendation section.
    3-1_RemoveRetakingObligation_SelectAVR_02_Recommendation.png

    Once submitted, the new recommendation is displayed on the AVR PDF
    3-1_RemoveRetakingObligation_AVRPDF_01.png
  4. (Sending State) Select “Retaking No Longer Required” option in the Response section of the RVR
    3-1_RemoveRetakingObligation_RVR_01_Response.png

    After transmission to the receiving state, the new response and updated retaking requirement are displayed on the RVR PDF.
    3-1_RemoveRetakingObligation_RVRPDF_01_Resolved.png

    Once the RVR is transmitted to the receiving state, the receiving state will not be able to change the original violation back to mandatory retaking. If the offender requires retaking after the need is removed via this new process, the receiving state must submit a new violation report activity.

Modify Case Closure Notice Documentation

4.1 Include Last Primary Residence on Both the Case Closure and Case Closure Reply PDFs

The PDFs of the Case Closure Notice and Case Closure Notice Response now display the offender's last known Residence and phone number. The home address and phone number fields were not part of the original CCN or CCN-Reply forms from which ICOTS was designed.

CCNLastKnownResidenceonPDFs_01.png

4.2 Modify Text for Case Closure Notice Notifications

Sending state users are often confused when receiving the CCN is due/due email notifications. This new clarifying language should reduce confusion, as well as provide more direction to the receiving state user for submitting a CCN.

4-2_CCNDueNotifications_IsDue01.png

  1. The text on the “Case Closure Notice Is Due” notification now reads (new text in red):

    From: ICOTS Notification <icots@globalnotifications.com>
    Sent: Friday, January 29, 2021 6:00 AM
    To: {ICOTS User}
    Subject: A(n) Case Closure Notice for Kentucky offender Mark Riley (14973) is due on 02/28/2021

    This email is a reminder that the supervision end date for Mark Riley (14973) is currently 02/28/2021. If you are the sending state PO, please ensure the case is eligible for closure on that date and log into ICOTS to modify the date if needed from the Compact Cases tab of the offender’s profile. If you are the receiving state PO, please log into ICOTS and complete a Case Closure Notice on or within 10 business days after the supervision end date.

  2. The text on the “Case Closure Notice Is Due Today” notification now reads (new text in red):

    From: ICOTS Notification <icots@globalnotifications.com>
    Sent: Sunday, February 21, 2021 6:00 AM
    To: {ICOTS User}
    Subject: A(n) Case Closure Notice for Kentucky offender Edward Raven (14987) is due today

    This email is a reminder that the supervision end date for Edward Raven (14987) is today 02/21/2021. If you are the sending state PO, please ensure the case is eligible for closure on that date and log into ICOTS to modify the date if needed from the Compact Cases tab of the offender’s profile. If you are the receiving state PO, please log into ICOTS and complete a Case Closure Notice on or within 10 business days after the supervision end date.

    ____________________________________________________________
    Offender Name: Edward Raven
    Age: 62
    ICOTS Offender #: 14987
    ICOTS Case #: 15027
    Sending State: Kentucky
    Receiving State: Indiana
    Supervision Type: Parole
    Special Status: None
    Offender Profile: {ICOTS Offender Profile url}
    ____________________________________________________________

    NOTICE: This electronic mail transmission is for the use of the named individual or entity to which it is directed and may contain information that is proprietary and/or confidential. It is not to be transmitted to or received by anyone other than the named addressee (or a person authorized to deliver it to the named addressee). It is not to be copied or forwarded to any unauthorized persons. If you have received this electronic mail transmission in error, delete it from your system immediately without copying or forwarding it, and notify the sender of the error by replying via email, so that our address record can be corrected.

  3. The text on the “Case Closure Notice Was Due” notification now reads (new text in red):

    From: ICOTS Notification <icots@globalnotifications.com>
    Sent: Wednesday, February 17, 2021 6:00 AM
    To: {ICOTS User}
    Subject: A(n) Case Closure Notice for Kentucky offender Roger Spaw (15292) was due on 02/03/2021 (10 days overdue)

    This email is a reminder that the supervision end date for Roger Spaw (15292) was due on 02/03/2021. If you are the sending state PO, please ensure the case is eligible for closure on that date and log into ICOTS to modify the date if needed from the Compact Cases tab of the offender’s profile. If you are the receiving state PO, please log into ICOTS and complete a Case Closure Notice on or within 10 business days after the supervision end date.

    ____________________________________________________________
    Offender Name: Roger Spaw
    Age: 60
    ICOTS Offender #: 15292
    ICOTS Case #: 15332
    Sending State: Kentucky
    Receiving State: Ohio
    Supervision Type: Parole
    Special Status: None
    Offender Profile: {ICOTS Offender Profile url}
    ____________________________________________________________

    NOTICE: This electronic mail transmission is for the use of the named individual or entity to which it is directed and may contain information that is proprietary and/or confidential. It is not to be transmitted to or received by anyone other than the named addressee (or a person authorized to deliver it to the named addressee). It is not to be copied or forwarded to any unauthorized persons. If you have received this electronic mail transmission in error, delete it from your system immediately without copying or forwarding it, and notify the sender of the error by replying via email, so that our address record can be corrected.

Was this article helpful?
0 out of 0 found this helpful

Comments

0 comments

Please sign in to leave a comment.