Judicial Inquiry System (JIS)

Transcription

1 Judicial Inquiry System (JIS) Jessica Lunsford Act (JLA) First Appearance Calendar User Manual Office of the State Courts Administrator Updated March 5, 2018

2 Table of Contents ABOUT THIS DOCUMENT... 3 SCOPE... 3 AUDIENCE... 3 INTRODUCTION... 3 ACCESS TO JLA... 4 JLA TRANSACTION AUDIT RECORDS... 4 TECHNICAL REQUIREMENTS FOR THE APPLICATION... 4 VIEWING JLA... 5 HOW JLA IS CREATED... 6 FCIC EVENT (FINGERPRINT-BASED MATCH):... 6 VINE EVENT (NAME/IDENTIFIER-BASED SEARCH):... 6 UNDERSTANDING THE JLA CALENDAR PAGE... 8 DYNAMIC REFRESHING... 9 SORT ORDER... 9 CALENDAR HEADER CALENDAR PAGE COLUMNS ACTION BUTTONS (BOTTOM OF PAGE) UNDERSTANDING THE SUBJECT DETAILS PAGE CONSOLIDATED VIEW VIEWING DETAIL DATA SOURCE RESPONSES PRINTING DETAIL DATA SOURCE RESPONSES USER AUDIT REPORTS JLA ADMINISTRATION FEATURES ADD SUBJECT TO CALENDAR MODIFY CALENDAR CUTOFF TIMES BOOKING EVENT SEARCH TRACK BOOKING EVENT VFOSC/HRSO BOOKING ALERT NOTIFICATIONS MASS RE-QUERY CALENDAR USAGE TIPS P age

3 Table of Figures Figure 1 Calendar View tab... 5 Figure 2 First Appearance County Selector... 5 Figure 3 Calendar Disclaimer... 6 Figure 4 JLA First Appearance Calendar Process... 8 Figure 5 JLA First Appearance Calendar Page... 9 Figure 6 Clear Sort Order button Figure 7 Calendar Header Figure 8 Alert Legend Figure 9 Sample of Data Sources field on Calendar Page Figure 10 Sample of Booking Source field on Calendar Page Figure 11 Calendar Day selector Figure 12 Report All data source selections Figure 13 Consolidated View page Figure 14 Booking Information section Figure 15 Charge Descriptions section Figure 16 Example of Viewing Detail Results Figure 17 Example of Viewing Error or No Record Found Figure 18 Printing Detail Results Reports Figure 19 Audit tab Figure 20 Audit Report - Calendar Detail View activity Figure 21 Audit Report - Calendar Page View activity Figure 22 Audit Report - Add/Re-query activity Figure 23 Calendar Administration tab Figure 24 Add Subject to Calendar tab Figure 25 Manual Add confirmation Figure 26 Modify Calendar Cutoff Times tab Figure 27 Booking Event Search tab Figure 28 Track Booking Event tab Figure 29 Sample of High Risk Sex Offender notification Figure 30 Sample of Violent Felony Offender of Special Concern notification Figure 31 Sample of subject with both HRSO and VFOSC classifications Figure 32 Modification made on Monday (holiday) Figure 33 Modification made on Tuesday following the holiday Figure 34 Modification made on Wednesday following the holiday P age

4 About this Document Scope This document is a user s guide to the functionality available in Judicial Inquiry System (JIS) Jessica Lunsford Act (JLA) First Appearance Calendar. This document is specific to the use of the JLA First Appearance Calendar. This guide seeks only to describe the methods by which to navigate the First Appearance Calendar and how it may be utilized. USERS MUST REVIEW THE JIS SEARCH USER MANUAL IN CONJUNCTION WITH THIS MANUAL IN ORDER TO UNDERSTAND THE FULL FUNCTIONALITY OF THE SYSTEM. According to the FDLE CJIS Limited Access Certification Course material: Users MUST ensure they understand what information is returned and how to query CHRI (criminal history record information) properly in the software application used to access FCIC and NCIC and users MUST have a clear knowledge of what Purpose Code to use for the CHRI being queried. For more information, the user should contact their agency s FCIC Agency Coordinator (FAC). Audience This document is intended for users of the First Appearance Calendar. This feature is available only to individuals who: 1. Are required by their agency to view this information in the administration of criminal justice; and 2. Possess an active FDLE CJIS Limited or Full Access certification. Introduction The JLA First Appearance Calendar, a component of the Judicial Inquiry System (JIS), was implemented as a result of the Jessica Lunsford Act. It is a web-based system that enables criminal justice entities to access to an automated listing of subjects booked in each of the 67 Florida counties featuring a merged record response generated by an automated query against multiple criminal justice data sources. By extracting and making readily accessible information from multiple data sources, the system gives users the ability to rapidly retrieve a comprehensive criminal history background check. This merged record response occurs through two types of automated booking events with the following labels: 1. FCIC = Electronic fingerprint match provided by the FDLE Biometric Identification System (BIS) 2. VINE = Input of identification information at the jail at the time of booking A third event type titled MANUAL occurs when a user manually adds a subject to a calendar. This will be discussed later in this manual. Within this manual and the application, there are references to JLA. This refers to the Jessica Lunsford Act, which requires the courts to assist in providing criminal histories and identification of certain criminal classifications to the court at First Appearance. 3 P age

5 Access to JLA The Office of the State Courts Administrator creates and administers JLA user accounts. For all inquiries regarding access to the Judicial Inquiry System or questions concerning the application please contact the JIS Support by at Access to JLA is permitted to users who: 1. Are employed or under contract with a recognized criminal justice agency (recognized ORI); 2. Are appropriately screened; 3. Possess the appropriate FDLE CJIS Certification; and 4. Are required by agency and approved by agency s Point of Contact/FCIC Agency Coordinator to view this information in the administration of criminal justice JLA Transaction Audit Records The system maintains records of user access for all data source connections for auditing purposes, logging each time a user views the calendar page, subject details, and manual add/re-query of calendar subjects. This information is retained for four years in accordance with the requirements of the Florida Department of Law Enforcement CJIS User Agreement, the Federal Bureau of Investigation s CJIS Security Policy, as well as any access to information contained within the Florida Crime Information Center (FCIC) and the National Crime Information Center (NCIC). Users should be aware that their activity may be monitored and reviewed for appropriate use of the system. JIS Points of Contact and/or FCIC Agency Coordinators may contact JIS Administrators for further information on obtaining audit records for their agency JIS users. Technical Requirements for the Application There are specific settings and software configurations required to use the JIS application. Please contact the JIS Support by for details. jis_support@flcourts.org. 4 P age

6 Viewing JLA When the user logs into JIS, the Subject Query tab will be displayed as the default screen. Users who are permitted access to JLA will see a tab titled Calendar View (Figure 1). Users will click on this tab to retrieve the First Appearance calendar. Figure 1 Calendar View tab Permitted users may have access to either their own county s calendar or all counties within their circuit. Users who have county wide calendar access will be brought directly into the calendar for their particular county. Certain calendar users may be deemed local agency administrators by POCs/FACs. These individuals have additional rights/functionality within the calendar such as adding, removing, and moving subjects on the calendar. This level of access is generally restricted to the organization responsible for providing criminal history information from JIS at First Appearance. Administrative functions will be discussed later in this manual. Users with circuit wide calendar access will be presented with the First Appearance County Selector dialog box (Figure 2). The user may select any county in their judicial circuit as well as adjust the date/time range for the information to be displayed in calendar. Figure 2 First Appearance County Selector Before being able to utilize the calendar, all users will be prompted to read the following disclaimer (Figure 3) and must click OK to acknowledge and proceed (more about VINE events on page 7). 5 Page

7 Figure 3 Calendar Disclaimer How JLA is Created The First Appearance Calendar automatically populates a docket based upon arrests in Florida in the last 24- hour period. These arrests generate two separate Booking Events in the calendar: FCIC event (fingerprint-based match): These events are labeled as FCIC because they are fingerprint-based matches by FDLE. These events appear on the calendar when a positive biometric match is made by FDLE s Biometric Identification System (BIS) based on electronic fingerprints submitted from the county s jail live scan station. FDLE sends JIS the demographics related to the person matched via BIS. These demographics are then used by the First Appearance calendar to conduct searches against the data sources listed earlier in this document. If the individual has a hit, the record(s) are merged and displayed in the calendar by county. **IMPORTANT** Fingerprint searches submitted to FDLE from the booking live scan process are only conducted against arrest records within the State of Florida. If a subject does not have a Florida arrest record on file with FDLE, their fingerprints will not return any fingerprint-based matches to the JIS First Appearance Calendar. Only name-based searches from VINE may return arrest records from outside of Florida. FDLE does not have a process in place for fingerprints collected during the booking process to search from arrest records outside of Florida. Please note this not particular to JIS. VINE event (name/identifier-based search): These events are labeled as VINE because they are part of the APPRISS system s feed known as Victim Information and Notification Everyday. The feed begins when a booking officer enters demographic information into their county s jail management system. This information is uploaded to APPRISS every 15 minutes. JIS receives this information from APPRISS every minutes. JIS will utilize this information to conduct name/identifier-based searches against the data sources mentioned earlier in this document. VINE events also contain release events. JIS will use these release events to remove subjects from the calendar if they were placed on the calendar through VINE events. 6 P age

8 JLA automatically populates a calendar based upon arrests. These arrests generate separate VINE and FCIC Booking Events which will initiate queries of the following data sources: CCIS DOC DJJ DHSMV FCIC Rap Sheet Florida Summary NCIC Rap Sheet FCIC/NCIC Hot Files JIS attempts to consolidate the VINE and FCIC events while consolidating responses from the data sources into a single entry on the calendar (Figure 4). 7 P age

9 Figure 4 JLA First Appearance Calendar Process Understanding the JLA Calendar Page The calendar page (Figure 4) is an overview of the subjects including their demographic information, statuses, responding data sources, and booking sources. It is the main page from which users view details related to the subjects. JLA functions are very similar to the JIS Manual Search. The same information which can be derived from the data sources in the search side will be provided in a merged record response found in the Calendar. 8 P age

10 NOTE: Many changes made to the calendar by local agency administrators will be seen by all users who access the calendar. For example, when a user deletes a subject, it will remove the subject from all users view. This does not apply to sorting by columns. If a user sorts by a particular column, only the user will see the modified sorting. A user s sorting will not change the way other users see the calendar. Figure 5 JLA First Appearance Calendar Page Dynamic Refreshing JLA is automatically performing searches on each booking event received. Because the data sources searched do not all respond at the same time, several times a minute without user intervention, the system is checking for responses from the data sources as well as for any new booking events receive. Below are examples of new data that automatically updates as they are received: New subject additions or removals after being released/deleted by a local agency administrator Classification assignments by users Editing of booking numbers Responses from data sources once added to the calendar or from a re-query or manual add NOTE: Dynamic Refreshing does NOT mean the system conducts automatic re-queries against the data sources several times a minutes. Responses shown on the calendar are of that particular time. For example, if a new hot file (i.e., warrant) is entered into FCIC on a subject who is already been booked and run by JIS, this new warrant will not appear under the subject unless a user conducts a Hot File requery. Users can hit the F5 key to force a reload of the browser page to obtain the most current data if there is a delay in the refreshing of the page. Sort Order The calendar is pre-programmed with the following default sort order: 9 P age

11 Females appear prior to males (numerous counties First Appearances utilize this pattern) Classified subjects within each gender (Classification explained under the Columns section) Ascending booking number order within each gender Users may sort by particular columns by clicking on the header of each column. Continuing to click the column header will toggle between ascending and descending order. Clicking on the Clear Sort Order button (Figure 5) located in the lower right corner of the screen returns to the default sort. Figure 6 Clear Sort Order button Calendar Header Displays the county name, number of subjects on the calendar, date/time it was accessed by the user, and date range. The default range is based on the county s cutoff time. If a different day s calendar is selected such as Tomorrow or Yesterday, the date/time in the header adjusts accordingly (Figure 5). Figure 7 Calendar Header Calendar Page Columns Alert Icon: These are the same alert designations displayed in JIS Search (Figure 6). Figure 8 Alert Legend Alerts: Derived from CCIS, DOC, FCIC/ NCIC Hot Files, and FCIC/NCIC Rap Sheet responses Classification: Pre-programmed labels that allow local agency JIS administrators to sort subjects in prioritized order. Again, these should be utilized only by JIS users with administrative permissions. The available labels will sort subjects in the following order: No classification assigned Special Handling (1st priority) Domestic Violence (2nd priority) Sexual Offender (3rd priority) 10 P age

12 Interpreter Needed (4th priority) Felony (5th priority) Misdemeanor (6th priority) VOP (7th priority) Note: If a user applies a classification, it will affect the order of the subjects listed on the calendar for all users viewing that county s calendar. Booking #: This field, which is populated with either the booking number from a VINE event or an OBTS number from an FCIC event, is editable so users can override or correct a pre-existing number. Note: If a user modifies a booking number, all users will see the modification. Data Sources: Abbreviations for data sources that provided returns on a subject (Figure 7). CCIS DHSMV DJJ DOC FCIC (FCIC Rap Sheet) FLSUMM (FCIC Summary Rap Sheet) HOTFILE NCIC (NCIC Rap Sheet) OUTSTDL (Out-of-State Driver s License) Figure 9 Sample of Data Sources field on Calendar Page Booking Source: This column identifies the booking event type(s) received for the subject. VINE refer to prior section titled How JLA is Created for definition FCIC refer to prior section titled How JLA is Created for definition MANUAL when a local agency administrator manually adds a subject to the calendar. Please note this particular process is not fingerprint-based. The results will be based on the subject s demographics entered by the user conducting the manual add to the calendar. If the system determines through matching analysis that two or more events belong to the same subject, the system will display the subject on a single line with a combined Booking Source such as VINE, FCIC (Figure 8). These are displayed in the order received. In this example the JIS received the VINE booking event information first, then received the FCIC booking information. Figure 10 Sample of Booking Source field on Calendar Page 11 P age

13 Action Buttons (bottom of page) Calendar Day Selector: Responses populate under the appropriate calendar based on booking cutoff times defined by each county. For example, if a subject is booked after a day s cutoff time, they will be attending the following day s First Appearance. This would be considered Tomorrow s Calendar. Users will have access to the following (Figure 9): Yesterday s Calendar Today s Calendar Tomorrow s Calendar Figure 11 Calendar Day selector Move to Tomorrow/Today (Administrators only): Users can move the subjects and their corresponding search results between Today and Tomorrow calendars. Note: If a user moves a subject, the subject will be moved off the calendar for all users/viewers of that particular county s JIS calendar. Calendar Report: Generates a PDF report of the calendar page listing. Report All: Generates a PDF report of one or more data sources for all subjects on the calendar. Due to resource issues only the FCIC Rap Sheet, Florida Summary, NCIC Rap Sheet, and Hot Files are available in this particular report (Figure 10). Figure 12 Report All data source selections Clear Sort Order: Returns the calendar page to the default sort order if the user sorts by one or more columns. 12 P age

14 Re-query: Users will be able to initiate a re-query of a data source or data sources for a particular individual in the event a data source was down or a response is found to be missing. Note: If a user re-queries a subject, all users will see the updated search responses as permitted by their profiles. Delete (Administrators only): Users can remove subjects from the calendar that are found to not be attending First Appearance. Users may select multiple subjects by holding the Control key and selecting the subjects with their mouse. Note: If a user deletes a subject or subjects, this will be reflected on all calendar users sessions. There is no undelete option. Once a record is deleted it cannot be restored to the calendar listing. A local administrator may manually add the deleted subject back to the calendar if needed. Merge (Administrators only): Users can select two records to merge. For example, if the system did not automatically merge a VINE and FCIC event for a particular subject, the user can force the merge. This should only be conducted if the user has verified that both events belong to the same individual. Merging occurs only within JIS; it does not affect the records back at the originating data source (e.g., FDLE, DJJ, DOC, etc.). Note: If a user merges two events, all JLA users will see this record as merged. Understanding the Subject Details Page To view the details, the user will double-click the selected record. Just like in the JIS Search feature, users will be brought to the subject s Consolidated View page. NOTE: Since the JLA calendar utilizes the same view as the JIS Subject Query, users are strongly encouraged to review the contents of the JIS Search User Manual for additional information regarding reading and navigating the Subject Details. Consolidated View Consolidated View screen (Figure 11) offers the user important status information regarding the individual queried immediately upon requesting the details of the search. 13 P age

15 Figure 13 Consolidated View page The Consolidated View page is very similar to the JIS Search function. Please review the JIS Search User Manual for additional information. There are two sections under the Consolidated View that are particular to the First Appearance Calendar: Booking Information: Located in the upper right corner of the Consolidated View, this section provides details regarding booking events (Figure 12). Figure 14 Booking Information section Charge Descriptions: This section displays any booking charges and associated statutes received from a VINE event, which comes from a jail s booking event (Figure 13). 14 P age

16 Figure 15 Charge Descriptions section Another note particular to the First Appearance Calendar Consolidated View appears in the Subject Information block. As in the JIS Search Consolidated View each identifier has a label, such as [FLSUMM] or [DHSMV], to indicate the source of the information displayed. Two additional labels occur in the First Appearance Calendar: [VINE] Indicates the information came from the VINE booking event [FDLE] Indicates the information came from the FCIC booking event Viewing Detail Data Source Responses To view the responses from each data source, the user will click on the corresponding button(s). The data will display in the right side of the window (Figure 14). Figure 16 Example of Viewing Detail Results To see any possible error messages associated with the transaction, the user will click on the > button to display the message (Figure 15) 15 P age

17 Figure 17 Example of Viewing Error or No Record Found Printing Detail Data Source Responses To print the data sources for the particular subject, the user will click on the Create Report button and select the data sources the user wishes to include in the report (Figure 16). 16 P age

18 Figure 18 Printing Detail Results Reports NOTE FOR CCIS REPORTS: Due to the volume of cases that can be returned on an individual, JIS allows users to select from two different CCIS reports and also select the particular case type to print. Condensed Report: Allows user to print a summarized version of the case. It will print the case summary information, warrant information, charge information, and court event information only. Details Report: Allows the user to print all sections of information for the case. To return back to the calendar after looking at a subject detail, simply click upon the tab titled First Appearance Calendar. User Audit Reports JIS allows users via the Audit sub-tab (Figure 17) under the JIS Administration tab to retrieve a log of their past JIS queries and First Appearance Calendar activity. Returns/responses received by the user from the data sources are not stored; therefore, they are not available through the audit reports. Users will have access to appropriate reports via links in the left margin of the screen. 17 P age

19 Figure 19 Audit tab The system limits each user to their transactions alone and pre-populates the user name field and will prepopulate the user name field with the user s JIS user name. Users must enter a date range for each report to run. Additional search parameters (e.g., subject s first and last name) may be available depending on the report selected. There are three reports available via the JLA First Appearance component. These can be accessed by clicking on the link under the JLA Reports section on the left: Detail Viewed: Records when the user double-clicks on a particular subject to view the detail data returned from the data sources (Figure 18). o User Name: Pre-populated with user s JIS user name and cannot be changed o Start/End Date: User must enter a date range o Subject s First Name/Last Name: Optional additional search parameters. User may utilize a partial name search by entering only the first initials o Report includes the user s user name, ORI, purpose code (hard coded in user s account), subject s name, DOB, SSN, county of the calendar viewed, viewed date/time, and data sources results for the subject 18 P age

20 Figure 20 Audit Report - Calendar Detail View activity Calendar Viewed: Records when the user views the calendar page listing (Figure 19). o User Name: Pre-populated with user s JIS user name and cannot be changed o Start/End Date: User must enter a date range o County: To be used as a filter for users with access to calendars for all counties within their circuit o Report includes the user name, ORI, county of calendar viewed, viewed date/time Figure 21 Audit Report - Calendar Page View activity 19 P age

21 Add/Re-query: Records when a user manually adds a subject to JLA using the JLA Administration>Add Subject to Calendar tab or re-queries a subject directly on the calendar page using the Re-query button (Figure 20). o User Name: Pre-populated with user s JIS user name and cannot be changed o Start/End Date: User must enter a date range Figure 22 Audit Report - Add/Re-query activity JLA Administration Features JLA offers administrative functions which allow certain users to make alterations to the calendar. These features are available under the JLA Administration tab (Figure 21). Please contact JIS Support for further information regarding access. Note that users who have permission to access circuit wide First Appearance calendars may also be automatically granted administrative access. Figure 23 Calendar Administration tab Add Subject to Calendar Add Subject to Calendar tab (Figure 22) allows a local agency administrator to manually add subjects to the calendar. The local agency administrator may choose to conduct a search against all data sources if a subject does not already appear on the calendar view. If the local agency administrator is seeking to query additional sources for an individual with an alias Name, DOB, or SSN, they may choose to search only certain sources for the addition. An example of this would be an NCIC-Out of State Driver s License search. The system does not automatically conduct this search since it requires a state parameter which the automated system may not have available. The following identifiers are required when adding an individual: First and Last Name Date of Birth Race Gender County Calendar Time 20 P age

22 NOTE: Circuit wide users have the option to select the county to place a subject. Users may place subjects on either Today s Calendar or Tomorrow s Calendar by clicking on the drop down. Additional identifiers may be provided when conducting a manual addition to the calendar: Social Security Number (SSN) State Identification Number (SID) Driver s License or State Identification Card Number (DL/ID) Federal Bureau of Investigation Number (FBI) Department of Corrections Number (DC) Figure 24 Add Subject to Calendar tab Once all parameters are entered, click the Add Subject button. If the manual addition is successful, a green notification bubble will appear in the upper right corner for confirmation (Figure 23) and the screen will reset for a new subject. The Clear Fields button will manually reset the fields. To view the manually added subject, the user will then click on the Calendar View tab to return to the calendar listing. Figure 25 Manual Add confirmation Modify Calendar Cutoff Times The Modify Calendar Cutoff Times tab (Figure 24) allows local agency administrators to adjust their county s booking cutoff times set in JIS. Most counties utilize a cutoff time to determine when subjects will attend First Appearance based on a subject s booking time. 21 P age

23 Subjects booked within the cutoff time will appear on Today s Calendar. Subjects booked after the Ending Time cutoff time will be posted on Tomorrow s Calendar. The system also has the option to set different times for weekend days as some counties have different cutoff times for earlier First Appearances. Figure 26 Modify Calendar Cutoff Times tab Modifications from administrative users should only take place in the block titled Cutoff Times Adjustment (not the County Default Cutoff Times block). Manual adjustments may need to occur to accommodate impromptu changes in cutoff times or holidays (which may have an earlier First Appearance court time and consequently an earlier cutoff time). The County Default Cutoff Times is just for reference purposes as the county s default cutoff times. This block can be referred to if changes were made to the block above and users are unsure how to return the times to their original state. Any modifications require the user to click the Submit button at the bottom. Administrative users with access to other counties in their circuit may change the County drop down to view the information relevant to the particular county. Changing the county does not require the user to click the Submit button; instead it will automatically refresh. The Excluded Dates optional feature is where an administrative user can enter a date for the system to move all subjects appearing on the calendar for said date onto the following day s calendar. This feature may be used if a county postpones a First Appearance for an entire day. In essence this eliminates the need to move an entire day s list of subjects one-by-one to Tomorrow s Calendar. The user will click on the button to the left of the Add button to call up a calendar and select the date(s), then click the Add button, then click the Submit button to save the date. To delete the date, the user will select the date, then click the Delete button, then click the Submit button to remove the date. 22 P age

24 Booking Event Search The Booking Event Search tab (Figure 25) allows administrative users to review incoming VINE and FCIC booking events as well as manually added subjects for the First Appearance Calendar. This information can be used to investigate discrepancies on the calendar. Users are able to specify which event they wish to search for by using the radio button to select the event type. The user may broaden a search by entering just the first letter of the first and last names of the subject. The user may also export the results of the search into an Excel spreadsheet (CSV) or PDF. They may also click on the link at the end of the row to see the actual raw data OSCA receives to process the events. Figure 27 Booking Event Search tab Track Booking Event Track Booking Event tab (Figure 26) displays the latest booking event received for the particular county. It is used to troubleshoot issues with feeds from FDLE, APPRISS, or the county jails. Figure 28 Track Booking Event tab VFOSC/HRSO Booking Alert Notifications JIS offers authorized individuals the ability to receive alerts via (Figure 27, Figure 28, and Figure 29) when subjects flagged by the Florida Department of Corrections as Violent Felony Offenders of Special Concern (VFOSC) and High Risk Sex Offenders (HRSO) are booked within the recipients county. These notifications originate when the fingerprints of subjects, who are flagged in FCIC as VFOSCs or HRSOs, are identified by FDLE as part of the live scan submission. When a match is discovered by FDLE, they send OSCA a notification that the subject was flagged as either a VFOSC, HRSO, or both. It is up to each agency to identify who should receive these notifications. 23 P age

25 To add a recipient, the agency s FAC or POC must jis_support@flcourts.org with the following information: Recipient s first and last name Recipient s official address Acknowledgment that the recipient possesses at least one of the following levels of FDLE training/certification: o CJIS Online Security Awareness training Level 2 (only permitted to receive notifications from the calendar but needs Limited or Full Access certification to access the First App Calendar itself). o CJIS Limited Access (FCIC/NCIC) certification o CJIS Full Access (FCIC/NCIC) certification TACs and/or POCs will need to JIS Administrators when recipients separate from the agency so that these recipients can be removed from the system. 24 P age

26 Figure 29 Sample of High Risk Sex Offender notification 25 P age

27 Figure 30 Sample of Violent Felony Offender of Special Concern notification 26 P age

28 Figure 31 Sample of subject with both HRSO and VFOSC classifications Mass Re-query Mass Re-query allows for a re-query of one or more data sources for subjects within the booking date/time range entered at the top of the screen. This should be conducted by JIS Administrators. Users must contact JIS Support to initiate this action in the event a data source(s) was unavailable and has since been brought back online. 27 P age

29 CALENDAR USAGE TIPS CRITICAL: As stated above, the calendar is populated with two types of incoming booking events; an FCIC event (fingerprint match in the FDLE Biometric Identification System from prints collected at the jail live scan machine sent to FDLE) and a VINE event (subject demographic information from the jail s booking system). It is critical to note that the FDLE Biometric Identification System checks for fingerprints only within Florida. Therefore, if a subject has no prior Florida arrest record on file, no match will be found by FDLE and JIS will NOT receive a fingerprint-based hit from FDLE to run. All that will be used to conduct a search is the information from the VINE event. This is most significant because if a subject has a criminal history in another state under a different name than that given at the time of arrest, the appropriate record may not be retrieved by the system. This is not an issue caused by the JIS system. If a subject does not have an NCIC response, recommend running name manually through JIS Search. This may occur because the only return did not match the individual being run. For example, a search for Jane Smith with her DOB and SSN may return a subject who used her SSN. System did not match the return for her so it did not display an NCIC at all. Recommend users conduct an NCIC search through JIS Search for calendar subjects who have National Status Unknown. This is because the NCIC detail may be running by FL SID, which may not have been indexed in the FBI Interstate Identification Index (III); therefore the subject may have an out-of-state record which is not located via a FL SID. FCIC events may display a different name than the VINE event. This is important for users to know as they review subjects on the calendar. For example, a subject by the name of John Smith gets booked into the jail. The arrest report has the name John Smith, which in turn is what the VINE event will display. If John Smith has an FCIC criminal history under John Doe, the FCIC event will appear on the calendar as John Doe unless the system is able to automatically match the two events reviewing several identifiers in the events. However, the system may not merge these two events into a single event. Users should review VINE events to see if there are any companion events that show as FCIC only. We are now displaying OBTS numbers associated with the FCIC events so this will allow users to search their local system to help join the corresponding VINE event using the Merge button. It is a good practice to make sure any unmatched FCIC or VINE events are merged in case one event may have more or different data source responses than the other. When reviewing the calendar for unmerged/stray VINE and FCIC events, users might want to begin by sorting the calendar by Name to check for unmerged VINE and FCIC events. If none are found, users can then click on the Clear Sort Order button, then sort by DOB. This would be because some subjects may appear under different names but have the same DOB. Same process can be done by SSN. Currently, FDLE does not have the ability to filter our events they send to the First Appearance Calendar. Users may discover subjects on the calendar who are not going to First Appearance, such as criminal registrants. The local agency administrator has the option to manually delete these subjects from the calendar as determined. Please note that CCIS searches by the automated calendar may not retrieve every case for the subject. This occurs because a subject may have multiple cases under different name variations. The automated calendar system only conducts a search based on the name format/spelling it receives from FDLE and 28 P age

30 APPRISS. For example, the calendar may display cases for John Smith; however, the subject may also have CCIS cases under John Smyth. Administrative users may add a subject using alias information and then return to the calendar to merge the results of the MANUAL event to the VINE/FCIC event. Responses shown on the calendar are of the particular time that JIS receives the booking event and runs the searches. For example, if a warrant is entered into FCIC by an agency after the subject is searched by the automated calendar, the new warrant will not appear on the calendar unless the subject is manually re-queried. Public Defenders are not permitted to see any NCIC rap sheets or NCIC hot files. The FDLE message switch is not set up to allow the Florida Summary transaction to be run by a purpose code of P; therefore, this response cannot be provided to Public Defender staff. If the user s county decides to modify cutoff times to adjust for a different First Appearance court time, please note that subsequent modifications after the initial day of modification should occur. Remember, cutoff times affect who appears on which day s First Appearance calendar. Let s use Volusia County as an example to illustrate temporary modifications of the cutoff times to display the appropriate subjects for First Appearance (Figure 30, Figure 31, and Figure 32). The county holds First Appearance at 1:30pm during the week and 8:30am on weekends and holidays. Their booking cutoff times for a usual weekday are from 10:30am the previous day to 10:30am the current day. Their booking cutoff time for a weekend and holiday are 5:30am. If Monday is a holiday, the users will alter the cutoff times under the Modify Calendar Cutoff Times tab over the next 3 days to display the appropriate subjects on the First Appearance calendar: Figure 32 Modification made on Monday (holiday) 29 P age

31 Figure 33 Modification made on Tuesday following the holiday Figure 34 Modification made on Wednesday following the holiday 30 P age