Warrant Status ICOTS Functionality

The warrant status function tracks warrants mandated by ICAOS rules for both historical and current cases. An active warrant record triggers the display of an 'Active Warrant' status on the profile screen, which is the only place where warrant status is shown. This feature is independent of specific compact cases or activities. Users affiliated with a record as the sending state can add new warrant status records to any ICOTS profile.  

IMPORTANT:   Warrants must be entered into ICOTS only if they are issued following an ICAOS rule. As per ICAOS regulations, a 'warrant' is required to be issued on a nationwide basis, without bond, and recorded in NCIC.

Creating a Warrant Record

To start a warrant status record, the date and issuing authority must be provided. The record can be updated while the warrant is active. Note:  For many warrant entries, the NIC number should be entered as the 'Warrant Identifier.' 

Updating a Warrant Record

Updates to the warrant record can be made at any time by any affiliated user (state-assigned PO, supervisors, or compact office) in a sending state.  The 'NCIC Verification Date' entry confirms the warrant is 'compact compliant' (no geographic limits, no bond, and entered into NCIC.)  Note:  Update can also be used to add comments and attachments.

Removing Active Warrant Special Status

Two actions can remove the active warrant special status, 'Withdraw' of the warrant or indicate the date when the warrant was 'executed.'

Email Triggers Requiring Warrant Status Entry

Email notifications will remind users that warrant entries are needed.  Warrants are managed via ICAOS Dashboards reports. 

ICOTS will prompt the user (via email notifications) to add warrant records upon submission of:

• Failure to Arrive*;
• Mandatory Retaking (via Violation Report) w/Sending state response of ‘Warrant Issued/Requested;’ or
• Discretionary Retaking

Users will receive ‘Warrant Status Update Needed’ email notifications when the warrant record is active for up to 30 calendar days after the triggering activity.

Email Timeframes:

• Upon transmission of:
  • Failure to Arrive
  • Violation response of ‘Warrant Issued/Requested'
  • Discretionary Retaking Activity (REMINDER:  Use when retaking via Compact compliant warrant only)
• Reminders sent 5, 10, 15, and 30 calendar days after transmission of the activity
• Email stop triggers:
  • Warrant Status is updated to indicate warrant execution
  • Warrant Status is updated to indicate warrant withdrawal
  • Successful NOA transmitted after Notice of Failure to Arrive
  • Mandatory Retaking obligation removed by receiving state compact office
  • Withdraw of Discretionary Retaking Activity 

Procedural questions should be directed to your state's compact office.

*Submission of a Notice of Failure to Arrive assumes the supervised individual failed to arrive as instructed after departing (or returning to) the sending state and absconded.  Be sure to review the compact case for details to determine whether a compact-compliant warrant is needed or if other action is appropriate.  If a warrant is not required, the email notifications will continue until the 30th day as noted above.

Q & A

Q:  A notice of failure to arrive was sent due to the supervised individual changing their mind about transferring.  How can I stop the warrant status notification emails when a warrant is not required?

A:  The warrant notifications initiated by a notice of failure to arrive can only be stopped by 3 triggers:

• Successful NOA transmitted after NOFA
• Warrant Status is updated to indicate warrant execution
• Warrant Status is updated to indicate warrant withdrawal

If a warrant isn't required, users will simply need to ignore the emails as it was not anticipated users communicate these other actions using this activity. 

Q:  How does the warrant status manage cases in which multiple warrants are issued?

A:  Only one warrant status record is managed on the profile at any given time.  When multiple warrants are issued, simply note the other warrants in the comment field.

Q:  What are the standards or expectations for which data fields should be completed by ICOTS users when using the special status feature?

A:  Since the process of issuing warrants differs from state to state and even within states, it is expected that sending states will develop detailed data entry procedures for their ICOTS users. Encouraging users to fill in non-mandatory fields, such as 'issuing authority contact information' and 'retaking authority,' can offer extensive reporting capabilities for states. These procedures, tailored to each state, should encompass:

• Which users are authorized to use the feature
• What fields are expected to be completed and in what timeframe(s)
• Procedures for documenting warrant information obtained from non-ICOTS users (for example, some states obtain NCIC verification through external partners such as sheriff's offices)

Q:  A warrant was issued and logged in ICOTS but was served before the NCIC verification date was entered.  Is there a specific way states should document these records?

A:  The warrant tracking feature and report are tools for sending states to better track warrant obligations for compact cases.  Sending states may establish their practices for handling these records, whether that's to withdraw the warrant (since it's no longer active) or enter an NCIC verification date (clarifying the situation in the notes) and mark the warrant as executed.

Q:  In parole cases, with new felony convictions involving incarceration in the receiving state, a revocation order is received from the Board of Parole that is placed as a detainer with the holding authority. There is no warrant entered into NCIC. How do we enter those warrants?

A:  The new warrant tracking feature was not intended to track detainers.  States should consider the options and feasibility of using this tool to also track detainers. Note that when detainers are issued,  emails still trigger per the warrant requirement in the rules.    

Q:  Is there a specific field for the NIC number?

A:  The NIC number should be entered in the 'Warrant Identifier' field.   

Q:  Is there a way to limit who can enter the warrant information for data integrity?

A:  An enhancement was approved by the Commission to allow for any sending state-associated user to make warrant entries. States should identify and direct which users in their state should be tasked with making entries.  

Q:  My state received a report of an absconder, therefore the case is closed in ICOTS.  Is my state expected to enter warrant information on the ICOTS profile?

A:  Yes, states should use the warrant status to track warrants for BOTH historical and non-historical cases.  The feature can be used at any time by ANY affiliated user in a sending state.

Q: When should a warrant be marked 'executed' at the time of arrest or after retaking?

A: Warrants should be marked 'executed' AFTER retaking has concluded.  This promotes good documentation through the retaking process and ensures the 'warrant needed' emails are not re-triggered.