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Request for Reporting Instructions to Return to a Sending State

Returning to a Sending State occurs for 3 reasons:

  • Transferee requests to return to the sending state
  • Transferee was granted reporting instructions during transfer investigation and transfer is denied (no subsequent transfer will occur)
  • Return in lieu of retaking (behavior requiring retaking ONLY)

Workflow Processes for Return to Sending State RFRI - The Return to Sending State RFRI activity is initiated by the assigned user in the receiving state and includes three items in the activity check list:

  • Returning Offender's Residence
  • Returning Offender's Employment / Means of Support
  • Departure Information



When a receiving state PO initiates an RFRI from the offender profile, the Returning RFRI activity will be created as long as they select the radio button "allowing an offender to return to sending state?".


On the Assistants tab for creating an RFRI, selecting "for an offender who wishes to return to a state that transferred their supervision" will create the new Returning RFRI activity, instead of the normal RFRI.


The activity includes

  • the Intended Return Date,
  • comment field which should include the offender's reason to return and other relevant information as needed.  The receiving state can also use this field or the attachment field to explain why information such as the returning address is 'unknown.'  





Training Notes: 

  • Remind users to submit NOD and Case Closure upon departure of the offender.  For cases in which the returning address is 'unknown,' failure to send the Case Closure prior to the NOA (by the sending state) changes the primary address of the offender to 'NULL' and prevents creation of a subsequent Case Closure.  The sending state should update the address in ICOTS. 
  • The new Return RI process uses the same PDF format as traditional RI's.  Therefore, some fields will be blank on returning RI's as data fields are more limited.  For example, the receiving state may provide supplemental residence information such as who will reside with the offender in the sending state.  As the new return RI process does not capture this information in a designated field, it is uploaded as a comment/attachment and will not appear on the PDF.



Q:  If return reporting instructions are requested and the offender changes his/her mind, how do I withdraw the request?

A:  Managed activities with replies such as a request for return reporting instructions can be withdrawn prior to reply from the sending state.  The assigned user in the receiving state can withdraw the request from the offender's profile screen. 

  • If the sending state has replied (approving the request,) the sending state can withdraw the approval to prevent the case from showing a return date on the Cases in Need of Notice of Departure Report.  For reminder tips on this report, see the article below.

  • If the Notice of Departure has been submitted, there is no action needed other than noting the status of the case on the offender's profile.  
  • If the Notice of Arrival has been submitted, the supervising state is permanently changed to the sending state on the ICOTS record.  If the offender is/did not return the case must be reentered into ICOTS.

As a reminder withdrawing activities is a permanent action.  


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