Warrant Status ICOTS Functionality

Warrant status is a special status that is used to track warrants that are required by ICAOS rules in BOTH historical and non-historical cases.  When a warrant record is active, the profile screen will display the 'Active Warrant' special status.  Only the profile screen shows the warrant status.  This functionality is not associated with specific compact cases or activities. New warrant status records can be added to any ICOTS profile if the user is/was affiliated with the record as the sending state.   

IMPORTANT:   Only warrants issued in accordance with an ICAOS rule need to be entered into ICOTS using this feature.  According to ICAOS rules, a 'warrant' must be issued nationwide, without bond, and entered into 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

There are two actions that can remove the active warrant special status, 'Withdraw' of warrant or indicating 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 client 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 client 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 1 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:  As warrant issuing processes vary state to state and even within a state, it is expected sending states establish thorough data entry procedures for its ICOTS users.  Directing users to input data on non-mandatory fields (e.g. 'issuing authority contact information,' 'retaking authority,' etc.) can provide comprehensive reporting opportunities for states.   These state specific procedures should include:

• 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/handle these records?

A:  The warrant tracking feature and report are ultimately a tool for sending state's to better track warrant obligations for compact cases.  Sending states may establish their own practice 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:  On parole cases, with new felony convictions that involve incarceration in the receiving state, we get a revocation order 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?

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. Noting that when detainers are issued,  emails will still be triggered 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 is able to enter the warrant information for data integrity?

A:  This enhancement was approved by the Commission to allow for any sending state associated user to be able to make warrant entries.  States should identify and direct which users in their state should be tasked at 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 anytime 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.