4-2009i - Multiple Cases involving Dual Supervision in ICOTS

How to Submit Consecutive and Concurrent Cases for Supervised Individuals Subject to both Probation and Parole Supervision

Consecutive Parole & Probation Supervision

Submitting a Transfer Request for an individual on parole supervision to be followed by probation supervision

Unified to a Unified State

Submit one Transfer Request with BOTH the parole case & subsequent probation case.  Note:  Supervision dates for each case are saved independently within ICOTS.

• If the sending state chooses to submit the parole and probation cases on separate ICOTS cases, be sure to send the “probation” transfer request in advance of the expiration of parole to ensure continuity of supervision.

Unified to a Bifurcated State

Submit one Transfer Request that includes criminal case information, conditions of supervision, expiration dates, etc. for parole, and a separate Transfer Request for the probation case.

• Within the same supervised individual's ICOTS number ('Offender Number'), create a new ICOTS Case Number for the subsequent probation case.

Bifurcated to Unified State

Each agency submits a separate Transfer Request utilizing the same individual's ICOTS Number.

Bifurcated to Bifurcated State

Each agency submits a separate Transfer Request utilizing the same individual's ICOTS Number.

• Be sure to send the “probation” transfer requests in advance of the expiration of parole to ensure continuity of supervision.

QUICK TIP

Selecting the Register Interest allows an unassigned

user to create a new active case for a supervised individual.

Concurrent Supervision

Submitting a Transfer Request for a supervised individual on both parole and probation supervision concurrently

Unified to a Unified State

Submit one Transfer Request that includes criminal case information, conditions of supervision, expiration dates, etc. for the probation and parole cases.

Unified to a Bifurcated State

Submit one Transfer Request that includes criminal case information, conditions of supervision, expiration dates, etc. for parole and a separate Transfer Request for the probation case.

• Within the same supervised individual's ICOTS number, create a new ICOTS Case Number for the subsequent probation case.

Bifurcated to Unified

Each agency submits a separate Transfer Request utilizing the same individual's ICOTS Number.

Bifurcated to Bifurcated

Each agency submits a separate Transfer Request utilizing the same individual's ICOTS Number.

QUICK TIP

Choosing the 4th option when creating a new Transfer Request uses existing ICOTS case information to create the new ICOTS case. (See below.)  

This functionality is helpful when submitting multiple cases for the same supervised individual and should be used to avoid creating duplicate records in ICOTS.

How to Submit Compact Activities on these Cases

If only one case number was submitted and accepted, only one activity such as Progress Reports, Violation Reports, CAR’s, or Case Closures need to be submitted by the Receiving State.

If more than one case number was submitted and accepted (from a bifurcated state), separate Progress Reports, Violation Reports, CAR’s, Case Closures, etc. need to be submitted by the Receiving State under both case numbers to ensure both agencies receive and respond to the action.