Criminal Justice System Overview

NYC Department of Probation eJusticeNY/IPRS Training

• The training covers the eJusticeNY/IPRS system used by the NYC Department of Probation.
• Key performance objectives include the development of e-Justice, e-Justice evolution, and NCIC/III requirements.
• eJusticeNY is a secure online portal providing access to Division of Criminal Justice Services (DCJS) and national criminal history records.
• It offers criminal history report information, including computerized criminal history.
• The I-PRS (Integrated Probation Registrant System) is integrated with eJusticeNY/CHRI (Computerized Criminal History Report Information).
• eJusticeNY/IPRS includes other services like Crime Mapping, Sex Offender Registry, and Law Enforcement Services.

What is NCIC/III?

• NCIC/III is the National Computerized Information Center/Interstate Identification Index, a system for 94,200 agencies and 750,000 users, maintaining records for 47 million criminal justice cases.
• Approximately 4.2 million transactions happen daily through valid NCIC user certification.
• The system serves federal, state, and local criminal justice agencies.
• NCIC/III's purpose is to aid the criminal justice community in its duties, maintain a computerized filing system for timely/accurate information, and enhance officer safety.

What is CHRI?

• CHRI (Computerized Criminal History Report Information) is an electronic repository that provides criminal history reports, including photographs, probation information, and out-of-state criminal histories.
• It links to other criminal justice related agencies.
• CHRI is accessed through the DOP Intranet, by certified NCIC users.

What is I-PRS?

• I-PRS (Integrated Probation Registrant System) is a system used to register, add/modify addresses, transfer, and close/delete probation cases.
• I-PRS is real-time and integrates with CHRI for instant data transfer.
• I-PRS requires investigative and decision-making skills for the quality of the information.
• real-time transaction completion messages are included in the system.

Why Quality Information?

• Accurate registration/transfer (using ORI#, Caseload#, and PRS#) are important for accurate "Hit Notices" to appropriate channels.
• Quality data improves the empowerment of probation officers by allowing for improved ownership and responsibility.
• Reliable data enables collaboration amongst criminal justice agencies to better complete their assigned missions.

NYC Department of Probation eJusticeNY

• There are 23 originating agency identifiers (ORIs) on the DOP Intranet.
• Ongoing monthly training is conducted by the Office of Information Technology (OIT)
• NCIC certification and triple-layer audits are mandatory for all users starting February 2025.
• One-stop access to case information and statistics through eJusticeNY is in development.
• Suggestions for improvements can be provided via the eJusticeNY Feedback channel.

CHRI/Rap Sheet

• An e-Justice Rap sheet is a digitally generated criminal history report (Rap Sheet).
• It is directly accessible on user desktop.

Probation Services

• The I-PRS (Integrated Probation Registrant System) records State mandated data, including new registrations, record modifications, and closings.
• Data is specific to each probation department and their practitioners.

The Service Suites of eJusticeNY

• eJusticeNY provides access to the Sex Offender Registry (SOR).
• This includes the ability to search related legislation and the National Sex offender Registry.
• The New York State SUB-directory is electronically offered to authorized agencies.
• All three levels of the Sex Offender Registry can be viewed within this service.

Criminal Justice Repository

• The service suite contains multi-faceted inquiries and searches related to Criminal, Civil and Missing data.
• The Repository maintains data of the NYPD database.
• This database contains nearly one-million arrests and photographs duplicated for Search & Inquiry Services.

Sex Offender Registry Sub-directory

• This feature only shows "Level 3" sex offenders.

E-Justice NY Home Page

• The e-JusticeNY website has a home page which should be periodically checked for up-to-date information.

Criminal Justice Repository (Dummy Rap Sheet)

• Investigating officers can create a dummy rap sheet for training and practice purposes.
• This dummy rap sheet includes pertinent information such as NYS Name, Sex, Race, NYSID, DOB, NCIC Alias, and other history information such as FBI, Florida, Idaho and Texas.

Search Screen "TIPS & TRICKS"

• Entering more information will result in a more precise search.
• Stop button is to halt running searches, if necessary.
• The watch list segment shows all individuals meeting the search criteria.
• Use age if date of birth is unclear.

I-PRS

• I-PRS utilizes National (FBI) Rap Sheet format, displays recent events (cycles) first, cycles include arrest, court, and disposition information.
• Shows mug shots.
• Organizes data downward on pages.
• Provides links to more agency information

CHRI

• Personal In-Box displays/posts delayed rap sheet information.
• Late NCIC/III responses are also listed in the in-box .
• Batch inquiries are received individually.

ORI=Agency Identifier

• An ORI is a nine-number, unique character code assigned by the FBI, essential to Interstate messages.
• An ORI is tracked by the FBI for each location.

What is CHRI?

• CHRI tracks status of fingerprint-based inquiries

• Rap sheets can be re-generated and are up-to-date.

• A variety of inquiry keys can be used to gather information

• DCJS can determine which user(s) deleted a rap sheet

• A Criminal Transaction section is included

NCIC Certification Test

• Federal certificate requirements are met.
• Authorized personnel must take eJusticeNY certification tests within 6 months of authorization.
• Re-certification is required every two years.
• NYSPIN certification does not substitute for eJusticeNY certification.
• NCIC/III Test must be taken and passed for access to out-of-state criminal history information. Access begins upon successful completion of the test.
• NY State criminal access is not impacted by not being certified.
• The NCIC/III test needs to be completed before making inquiries.
• Those who fail the test can retake it if necessary, with a 30 minute waiting period

What is CHRI?

• The NCIC Certification test is a timed test, lasting 37 minutes

• The test should only be taken when time permits focused attention towards the test

• The test is completely online/digital

• The test is open-book, utilizing the study guide

What is CHRI?

• NCIC test results are updated daily by DCJS

• Test certificates can be printed by the user.

What is the NCIC Test?

• The NCIC Test includes test passwords.

• A study guide is included with all questions.

• The test comprises 25 questions, and a minimum of 19 are required to pass (76%).

• Test results are updated daily

• Access to NCIC/III is granted after the test, typically the same day the test was completed

• Test certificates are available for printing by users (or TAC).

E-Justice NY Home Page

• It is essential to check for up-to-date information on the home page.
• E-PAP Procedures (Procedure No. 10-03-03) govern the use of the criminal history record information

Policy Statement

• E-Justice information must be protected to ensure proper use.

• Inquiries must be properly tracked to all authorized users.

• Access to E-Justice services is limited to authorized users.

Authorized Users and Confidentiality

• Only authorized secure service users have access to request information

• Using another operator's credentials is strictly prohibited.

• The information accessed on eJustice should only be utilized for official, legitimate criminal justice purposes

Use and Dissemination of Information

• Criminal history information that is requested must adhere to DCJS U&D agreements.

• Inquiries on probationer associates should be properly documented and approved by the SPO, with all related information.

• The case number must be included in the rap sheet request for audit tracking, and the request form must be filed in the probationer’s file.

Use and Dissemination Continued

• All inquiries from outside the department are subject to limited and controlled access, in accordance with U&D agreements.

• These inquiries are utilized for probationary status verification and other related matters.

Use and Dissemination Continued

• Requests from outside the ORI location require approval by the Branch Chief or Assistant Commissioner

• The inquiries must be recorded

• Agency TAC review is also required.

Use and Dissemination Continued

• Authorized users are restricted from using secure services for personal reasons.

• The service is not to be used in personal interest, or interests of other associates

• Unauthorized disclosure of classified information results in disciplinary action.

Security

• Workstation changes/user assignments must be approved by the Deputy Commissioner of IT.

• Access to secure service workstations are restricted to authorized personnel

• Workstations must be made inoperable during non-use.

• Printouts of sensitive information must be shredded when no longer needed.

• Operators must log off secure services when workstations are unattended.

Security Continued

• Security notification is required for user moves to new locations at work stations.

• Branch Chiefs/Assistant Commissioners must officially request access to services for a designated user through the agency TAC (Technical Assistance Center)

Administration SUB-TACS

• All ORIs must have an on-site Sub-TAC.
• Sub-TACs handle daily operations, address questions and concerns with respect to secure services.

System Audits

• External and internal audits (conducted in Albany, by Sub-TACs, and by DCJS) are necessary to ensure compliance with the relevant regulations.

• Internal audits are completed every month and annual audits are performed by the TAC.

Criminal Justice Information History Continued

• Reason codes are essential for inquiry entry.

• Inquiries involving probationer associates (Reason Code PAI) require documentation, approval by the SPO, and detailed relevant information about the relationship to the probationer.

• A case number is required in the request for audit tracking.

• The information regarding the request must be placed in the probationer’s file.

The Service Suites of EJusticeNY

• The eJusticeNY suite has a criminal justice repository for multi-faceted inquiries, which covers the searches of criminal, civil, wanted, and missing data managed by the DCJS agency.
• The New York Police Department (NYPD) database provides over one-million record database of arrest and photographs, which are duplicated and available on the associated Search and Inquiry Services.

WCriminal Justice Information History Continued

• Confirm the identity of the person making the query

• Insert the user's name into the prompt

• Files must include rap-sheets, and request forms

• Files must be in the appropriate file folder.

This quiz covers key concepts related to criminal records, including the purpose of rap sheets and the features of EJusticeNY. Explore how criminal history information is organized and the specific data provided for inquiries. Discover essential tools for officers and authorized agencies in managing and searching crime-related data.