2.1 JOB DESCRIPTION - LEADS TERMINAL AGENCY COORDINATOR (TAC)

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1 2 GETTING STARTED 2.1 JOB DESCRIPTION - LEADS TERMINAL AGENCY COORDINATOR (TAC) 4501: LEADS Terminal Agency Coordinator (TAC). (A) A LEADS terminal agency coordinator, hereafter referred to as TAC, shall be appointed by each terminal agency administrator. The TAC must be fully certified as a LEADS operator and have supervisory authority over the operation of LEADS approved equipment. The TAC is directly responsible to the agency administrator for the operation of LEADS. (1) Duties: LEADS terminal agency coordinator (a) Responsible for the training of LEADS terminal operators in all facets of terminal operation and other affected personnel as to the operational capabilities of the LEADS. Ensure each operator reviews training materials and is recertified every two years. (I) (II) (III) (IV) shall attend the new TAC indoctrination training with in 6 months of appointment. shall attend the annual in-service training session and others as scheduled. shall initially (within six months), train, functionally test and affirm the proficiency of terminal (equipment) operators. shall participate/attend any audit of the employing agency. (b) (c) Responsible for the proper completion of the monthly records validations. Maintain all documentation from LEADS, including but not limited to: (I) (II) (III) (IV) newsletters; LEADS computer messages; manuals; and lesson plans (d) (e) (f) Maintain agency level records of LEADS certified operators and notify LEADS of any changes on the prescribed form provided by LEADS control. Review all entries within a reasonable time frame for accuracy; modify/remove entries as needed. Know the location and use of all LEADS equipment within the agency. LEADS Section 2 - Page 1

2 (g) Biennially provide the functional retesting and reaffirm the proficiency of terminal operators in order to assure compliance with LEADS/NCIC policy and regulations. (2) Requirements: (a) (b) (c) (d) (e) (f) Knowledge of the responsibilities, functions, organization structure, purpose and aims of the agency. Knowledge of methods, procedures and programs in law enforcement. Knowledge of security and computer personnel working directly or indirectly with the computer system. Knowledgeable of the NCIC, NLETS and LEADS rules, regulations, and guidelines. This knowledge includes, but is not limited to, being familiar with what services are available, user agreements, and non-terminal agency agreements. Knowledge of all procedures concerning broadcast messages and their proper use. Knowledge and administration of the general maintenance of the equipment. 2.1A ADDITIONAL TAC RESPONSIBILITES Retention of LEADS materials must be maintained according to the prescribed retention schedule. Newsletters are to be retained for the current year plus two previous years. Teletypes received from LEADS are to be placed where directed in the teletype. Retention of teletypes sent by the agency or received from other agencies are at the discretion of the agency. Updated background checks on all certified operators must be completed every five years as defined in the LEADS Security Policy. At a minimum, an update will consist of an electronic criminal history check. 2.3 TAC RESPONSIBILITIES AS THE POINT OF CONTACT (POC) The TAC will also serve as the Point of Contact (POC) for any security violations or concerns within the department. These responsibilities include: Serve as the security point of contact for the Information Security Officer (ISO) at the local agency. LEADS Section 2 - Page 2

3 Know who is using the equipment and how the equipment is connected to CJIS systems. Ensure that no untrained personnel are using CJIS system terminals. Ensure that hardware has the appropriate security measures in place. Keep the LEADS ISO informed of security incidents. Support policy compliance at the local agency in partnership with the ISO. LEADS Section 2 - Page 3

4 2.3 AGENCY ADMINISTRATOR INFORMATION - NON-TERMINAL AGENCIES LEADS is responsible for maintaining the agreements with the non-terminal agencies. LEADS shall provide the non-terminal agency with a copy of the participation agreement, a copy of the LEADS Administrative Rules, copy of the LEADS Operating Manual Section 1.9 covering Validation, and training materials applicable to LEADS Practitioners (road officers, secretaries, clerks, etc.) Terminal agencies may disseminate information to a non-terminal agency providing the nonterminal agency is in good standing with LEADS. The non-terminal agency ORIs must be used in transactions run for those agencies. When using these ORIs the transaction will be accepted or rejected, if the transaction is rejected, the agency is not in good standing with LEADS and LEADS information should not be disseminated to the non-terminal agency in question. 2.4 LEADS OPERATOR CERTIFICATION The Omnixx software allows operators to do a variety of things concerning certification. Each individual can pull up their own certification information by going to Trainer and it will have a list of their certifications, status and expiration date. Also in the Trainer portion of Omnixx you can take an actual course that will allow you to see what type of questions will be given on the test. At the end of the course it will give the total number of questions in the exercise, and percentage of questions that were correct. At the bottom of the screen it will have a list of each area covered on the test (i.e., detainer, administration, locate) and give you a percentage of how you did in each category. 2.4A Exam Retrieval When the operator is ready to test: Click on Trainer Click on TESTS on the toolbar Click on the desired test At the bottom of the page click on START TEST The test will be displayed At completion of the test click on SUBMIT You will be notified 30 days prior to the expiration of your certification. It is best to take your test during this window period. LEADS Section 2 - Page 4

5 The list below indicates the current certifications available in LEADS. All tests must be completed within 8 hours. TAC test is 45 questions. FQO (Fully Qualified Operator) test is 35 questions. (Entry capability). INQ (Inquiry Only Operator) test is 25 questions. (Non-entering capability). MDT (Mobile Data Terminal) test is 25 questions. (Non-entering capability, mobile device access only). CCH test is 25 questions. Refer to the BCI & I Training Manual for Computerized Criminal History/Civilian Applicant Card Processing for the CCH testing procedures. The test will consist of 25 questions and the test is to be taken every two years. 2.4B Grading the Exam The exam will be graded automatically after the operator has completed the test. Even though it will not display questions missed it will give a percentage of how the operator did in each category. 2.4C LEADS Operator Tracking System The LEADS Operator Tracking System is designed to protect LEADS from unauthorized use and keep track of transactions for each operator. Each operator must login before using the workstation and logout whenever the workstation is unattended. A user-id identifies each LEADS operator. The operator user-id will be the same as the operator s license number (OLN) or state identification number. If the operator does not have an OLN or state ID, LEADS Control will assign a user-id to the operator. New operators must use the default password, "Their OLN" when they initially login. Passwords must be at least eight (8) characters and no more than fifteen (15) characters in length and are case sensitive. Passwords can contain numbers and uppercase letters. Passwords cannot be reused for 1 year. A password must contain at least one alpha, one numeric, and one special character. Example of valid passwords is: IL2WIT$P. The accepted special characters are,. /? < > : ; $ % & * ( ) _ - + = { } [ ] \ `. If your password has expired, you will have to contact LEADS Control to be reset. Enter only a password of your choice in accordance with the requirements above and transmit. Once you have entered a valid password, you will be prompted to confirm your password a second time. LEADS Section 2 - Page 5

6 LEADS OPERATOR UPDATE FORM DATE: Please use this form each time there is a change in your operator list. TAC: MAIL TO: OHIO LEADS ORI: PO BOX COLUMBUS OH AGENCY: ACTION TYPE: Add/Delete/ Modify NAME: Last, First, MI DATE OF BIRTH OLN # / STATE ID # / LEADS ASSIGNED # ORI* TYPE OF CERTIFICATION (TAC, FQO, INQ, MDT) DATE CERTIFIED *The ORI listed must be the ORI associated with the operator s certification. This may be a different ORI than the agency submitting the form, since MDT service may be provided by a different agency. LEADS Section 2 - Page 6

7 2.5 SENSITIVITY OF DATA The LEADS continues to grow as criminal justice agencies elect to become active participants. There is more data stored each day and more inquiries into the files. As we continue to expand, we must continually be aware of the responsibility and liability associated with the data we contribute and the data we retrieve. Data accessed through LEADS, NCIC, NLETS and other intra-state systems is restricted to the use of duly authorized law enforcement and/or criminal justice agencies and is not to be sold, transmitted or disseminated to any non-law enforcement agency, non-criminal justice agency or unauthorized person. Participating agencies have assumed responsibility for system security and integrity by signing the LEADS participation agreement (LEADS Administrative Rule 4501: ). LEADS terminal agencies can provide data received via LEADS to other criminal justice agencies. To be considered as a criminal justice agency they must have an Originating Agency Identifier (ORI) assigned and be active in the system. 2.6 AUDIT TRAIL When an inquiry is made into the system it is automatically recorded to a log at LEADS Control and if the inquiry is sent to NCIC it will be logged there also. The log is the start of the audit trail. It can be searched later, upon request through the LEADS Security Office, to determine when and if an inquiry was made about a particular person, vehicle, article, etc. The LEADS log is maintained for six years. LEADS operators can also place the name, unit number, badge number or other identifier of the requestor for social security number checks, operator s license number checks, and vehicle registration number checks in the requester field. When running inquiries for non-terminal agencies, you must substitute their ORI in the inquiry for your ORI. Other inquiries can also include the requestor s name, unit number, etc. When a computer printout is transmitted or disseminated to an authorized individual or criminal justice agency, the participating agency should indicate through the body of the computer printout: 1. To whom the printout will be given; 2. Date and time stamped (or handwritten) to document when the printout was forwarded to the receiving individual, court, etc. The terminal ORI should be left intact on the printout and not removed or defaced so an audit trail is in place. LEADS Section 2 - Page 7

8 Faxing of LEADS printouts is permissible provided you are confident the person on the receiving end is criminal justice personnel and entitled to receive the information. Before faxing the printouts, they must be marked with an audit trail as defined above. In the case of CCH printouts, the receiving person must fax back a signed receipt. 2.7 MESSAGE SWITCHING GUIDELINES Message switching, simply defined, is sending a message from one workstation location to another workstation at a different location. In order to accomplish the message switching through the computer, the information to be transmitted must be in a prescribed format. The message format is flexible and allows for the handling of original messages as well as additions or replies. Strict adherence to the standard formats will ensure accuracy and minimize delay in message handling. There are eight different message types. However, the basic message format is the same for each type. An example of the different messages and construction is explained in this section. All traffic over the system must be in the prescribed message form. Unnecessary messages with superfluous verbiage or embellishments are prohibited. Information of no value to the receiving agency must be avoided, i.e., the address or telephone number of parents reporting a runaway child are of no value to another department. The originating department, not the parents, will be notified of any apprehension. Avoid expressions such as "Arrest and Hold", "Hold for Investigation", "Hold and Notify", "Detain for this Department, "Wanted as Suspect", etc. The name of the crime is to be clearly specified and if a warrant has been issued, it is to be entered in the LEADS/NCIC system. In view of the many persons who can receive messages, the use of non-standard abbreviations must be avoided. Keep in mind many abbreviations which may be common within one department or in one state can be entirely unknown and confusing to another department or state. Departmental radio codes must not be used. It is imperative departments originating any type of "want message"; cancel the message when it no longer applies. Messages can be canceled only by the originating department. Do not resend the original message when canceling. Departments apprehending a wanted subject or recovering stolen or wanted property must send a notification to the originating agency, reporting the apprehension or recovery using the prescribed hit confirmation form. The originating department must then cancel their outstanding messages and clear their LEADS/NCIC file entry. Ohio agencies may receive an incoming administrative message coming from a state that uses a Control Field. A control field is a ten-digit alpha-numeric identifier used by some states instead of for the attention of, or for routing purposes to a specific person or section. Ohio does LEADS Section 2 - Page 8

9 not use a control field, except in response to an incoming message. With a control field, you must use the identical field on your reply message. 2.7A Message Construction Each message sent over the LEADS consists of six basic lines of information. Based on the information being sent and the message type, some slight variations may exist from one message to another. Example of an administrative message form: 2.7B Message Header LEADS Section 2 - Page 9

10 The message header (ORI) is a nine-character NCIC assigned agency identifier which directs the message to its proper location(s). A message can be addressed to a total of five individual agencies by using the ORI for each agency. DRI OHOHP0000 OH OH OH OHCOP0000 If you wish to obtain a copy of the message for your files, key in your ORI as one of the individual headers you are using to send the message. When using Ohio broadcast code messages, i.e., OHALLTERM or QUAD, more than one Ohio header may be used. You may also use the Ohio broadcast codes in conjunction with an individual agency ORI. If you want to direct the message to another state at the same time simply place the two letter state code identifier after the ALLTERM/QUAD header. Do not use a nine digit ORI for QUAD and ALLTERM requests to other states; use only the two character header. Example: DRI OHALLTERM PA Note: The sending of ALLTERM and QUAD messages to other states sends the message to their control center for dissemination as they see fit. 2.7C Destination ORIs This line consists of the originating agency's message number and is for original messages only. When the message is delivered, the computer will add a line indicating the sending agency's ORI, automatic message number, the time and date. 2.7D Sending Agency (AGY) Agency sending the message; i.e,. your agency. 2.7E Destination (AGY) This is the name of the department(s) or agency(s) who is/are to receive the message. If it is desirable to send the message to a specific section within a department, it can be added on the same line, i.e., SO COLUMBUS OH DEP. SMITH TRAFFIC BUREAU. 2.7F Message Number, Initials, and Date LEADS Section 2 - Page 10

11 Mno Int Dat - Message number assigned by agency, operator initials, date message transmitted. 2.7G Time Control Field Time Use military time Hours. 2.7H Message Text The system must not be used for the following types of messages: 1. Social announcements, i.e., holiday messages, retirements, convention notices. Seminars or training classes are not permitted over NLETS. 2. Recruiting of personnel. 3. Messages in which the complainant is interested only in the recovery of property. 4. Attempts To Locate vehicle (Breach of Trust) without warrant. For the protection of the arresting officer, messages are not to be dispatched until a warrant is secured. 5. Excessively long messages. 6. Transmission of subpoenas. 7. Use of vehicle registration or drivers license information obtained via LEADS should not be placed in the message. 8. Messages supportive or in opposition to political issues or announcement of meetings relative to such issues. 9. Messages supportive or in opposition to labor/management issues or announcements relative to such issues. 10. Messages supportive or in opposition of legislative bills. 11. Messages relating to requests for information concerning salary, uniforms, personnel, or related items which can be routinely obtained by correspondence or means other than LEADS/NLETS. 12. Messages relating to the advertisement or sale of equipment. LEADS Section 2 - Page 11

12 13. Individual listing of items stolen is prohibited. A general description of property is permitted. 14. Radio codes in messages must not be used. 15. Special characters, (i.e., ***), must not be used. 2.8 BROADCAST MESSAGE CODES To simplify the sending of a message to more than one agency or department, Ohio law enforcement and criminal justice agencies are grouped into areas, or quadrants. More than one broadcast message code may be used in a header. (Individual agency ORIs may be used with the broadcast codes, providing the individual agency ORI is listed first, followed by the broadcast message code). Messages will be sent to all criminal justice workstations in the areas as defined by the quadrant broadcast codes listed. OHALLPSNW - OHALLPSNE - OHALLPSSW - OHALLPSSE - OHALLPSCO - OHALLOHPD - OHALLOHPT - OHALLOHPS - OHALLGHQT - OHALLOHP# - OHALLTERM - northwest quadrant of Ohio northeast quadrant of Ohio southwest quadrant of Ohio southeast quadrant of Ohio nine county central Ohio area (These workstations also remain in the respective assigned quadrant.) all Highway Patrol District Headquarters and the Training Academy (The sending agency will be notified if any workstation is inoperative.) all Highway Patrol workstations individually, (The sending agency will be notified if any workstation is inoperative.) all Highway Patrol workstations at posts with scales. all Highway Patrol workstations at the Highway Patrol General Headquarters. (replace the # with a Highway Patrol District number) all Highway Patrol workstations within the designated district. all Police, Sheriff, Highway Patrol and other criminal justice workstations (Use this code only for urgent and important messages when it is necessary for every criminal justice agency in the state be alerted.) LEADS Section 2 - Page 12

13 OHALLLAKE - OHALLRIVR - along the Lake Erie shore along the Ohio River shore OHALLIS70 - along Interstate 70 OHALLIS71 - along Interstate 71 OHALLIS75 - along Interstate 75 OHALLIS77 - along Interstate 77 OHALLSHRF - OHALLPLCE - OHALLTNPK - OHALLCNXX - OHADJCNXX - all Sheriff's agencies individually who have LEADS access all Police agencies individually who have LEADS access all agencies along the Ohio Turnpike. This code is only used by the State Highway Patrol Berea District Headquarters (Turnpike) to notify agencies of road conditions, etc. all LEADS users in county XX (XX = county number 01 through 88) all LEADS users in county XX and all adjacent counties (XX = county number 01 through 88) 2.8A LEADS Quadrant Broadcast Boundaries The LEADS broadcast boundaries provide a visual of the exact geographic area of the state to which the various quadrant broadcast covers. Also identified are the counties in each quadrant. This will assist the user to determine if the use of the quadrant broadcast is actually necessary. Many times the purpose can be accomplished by addressing multiple workstations as opposed to the broadcast identifier. LEADS Section 2 - Page 13

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15 2.9 MISCELLANEOUS MESSAGES Attempt-To-Locate (ATL) and Attempt-To-Contact (ATC) are to be used only when all other means have failed and limited to cases of extreme emergency i.e. foul play is suspected or known; death or serious illness messages; or delivery of military orders. An ATL message is to give the area of travel, including vehicle description, time of departure, routes of travel and any known stopovers MESSAGE RETRIEVAL If a message cannot be received at a workstation, the message will be held by the LEADS. When the receiving workstation is ready to receive messages it will automatically be delivered to the workstation when the next operator logs on. 2.10A How to Retrieve Messages Omnixx Force has a feature for message retrieval called Message Log. The Message Log feature allows the user to search and view messages that were sent and received during previous sessions of Omnixx Force. The Message Log menu bar has two components that can accessed. The FILE menu allows you to EXIT and the TOOLS menu has an archive feature which will allow you to archive the current log and begin a new one. LEADS Section 2 - Page 15

16 2.10B How to use search criteria to retrieve messages There are several features that can be used to help narrow the search for information contained in a certain message. Depending on the search criteria used will determine the extent of the information you receive. Below is a list of identifiers you can use to help you with your search: ORI TERM UNIT OPERATOR START DATE END DATE START TIME END TIME SEARCH FOR MKE LEADS Section 2 - Page 16

17 2.10C How to Forward a Received Message In Omnixx force a message that has been received by you can be forwarded to another user. This can be achieved by using either the Message window or the Message Log. 1. Access either the Message Window or Message Log, right click in the selected received message and the following will appear: 2. Click on Forward Message LEADS Section 2 - Page 17