NYC Department Of Probation eJusticeNY/IPRS Training PDF

NYC Department Of Probation ejusticeNY/IPRS Training 1 12/13/24  Why Are We Here? Performance Objectives  Development of E-Justice  E-Justice Evolution  NCIC/III Requirements...

NYC Department Of Probation ejusticeNY/IPRS Training 1 12/13/24  Why Are We Here? Performance Objectives  Development of E-Justice  E-Justice Evolution  NCIC/III Requirements 2 12/13/24  What is eJusticeNY?  A DCJS (Division of Criminal Justice Services) application. It is a secure portal with access to National Computerized Information Center (NCIC)/Interstate Identification Index (III) files  A Source of Criminal History Report Information (CHRI) which is a Computerized Criminal History  Access to Data Entry through the I-PRS (Integrated Probation Registrant System) and integrated with CHRI  Includes other criminal justice Suites of Services (e.g., Crime Mapping, Sex Offender Registry, Law Enforcement Services…) 3 12/13/24  What is NCIC/III?  The National Computerized Information Center/Interstate Identification Index which operates to serve federal,state and local criminal justice agencies A System of 94,200 agencies, 750,000 users, 47 million records  Averages approximately 4.2 million transactions daily by users with valid NCIC Certification 4 12/13/24  SYSTEM HISTORY: Purposes of NCIC  Tohelp the criminal justice community perform its duties  To provide and maintain a computerized filing system of timely and accurate information  To enhance officer safety 5 12/13/24  What is CHRI?  Computerized Criminal History Report Information is an electronic Rapsheet through Repository  Includes Photographs, Probation Information, Out-of-State Criminal Histories and Links to other criminal justice agencies  Inquiries and Searches from any desktop on DOP Intranet by NCIC Certified users 6 12/13/24  What is I-PRS?  Integrated Probation Registrant System  Allows users to Register, Add Address, Modify, Transfer, Add VOP/BW, Close and Delete probation supervision cases  Quality Information requires Decision making and Investigative skills  Real-time transaction Completion or Error messages  Information instantly integrated with CHRI 7 12/13/24 Why Quality Information?  Correct Registration or Transfer (e.g. matching ORI#, Caseload#, and PRS#) delivers instant Hit Notices to appropriate Criminal In-Box  Enhances Probation Officers’ empowerment through ownership and responsibility for data entry  Reliable data to share with other 94,199 criminal justice agencies to accomplish their mission 8 12/13/24  NYC Department of Probation eJusticeNY  There are 23 ORIs (Originating Agency Identifier) of the Functional Structure on the DOP Intranet  OIT will be conducts continuous monthly training  Security through NCIC Certification and triple layer Audit all user will be required to conduct certification as an agency starting February 2025.  Work in progress to achieve “one-stop shopping” access for case information and statistics  Suggestions are made through the eJusticeNY Feedback 9 12/13/24  CHRI/Rap Sheet An e-Justice Rap sheet is an electronically-generated Criminal History Report (Rap Sheet) that is obtained directly from your desktop. 10 12/13/24 The Service Suites of EJusticeNY Criminal Justice Repository  Provides multi-faceted inquiries and searches of Criminal, Civil, Wanted and Missing data maintained by DCJS.  New York Police Department’s (NYPD) nearly one million record database of arrests and photographs have been duplicated at DCJS. These images are available on both the Search and Inquiry Services. 13 12/13/24 SEX OFFENDERS Sex Offender Registry Sub-directory  Only finds level three sex offenders. 14 12/13/24  E-Justice NY Home Page  EJusticeNY has a home link page, which should be checked periodically for up dated information. Text Text Text Text Text Text Text Text Text 15 12/13/24  Search Screen “TIPS & TRICKS”  Use Age if DOB not certain.  The more information you input, the more accurate the search will be.  When using the Browser, the “Stop Button” stops the search if needed.  Check the appropriate segments (categories) desired for your search.  The “Watch List “ segment provides a list of all individuals who meet the criteria of your search. 17 12/13/24  The Rap sheet  Follows National (FBI) Rap sheet Format.  Has key features that are labeled and easily accessible.  Shows mug shots.  Has in depth criminal history, i.e address verification, transfer information, supervision type.  Displays the most recent event (cycle) first.  Cycles include arrest, Court and disposition information.  Is organized down not across page.  Provides Hyper-Links to agency information. 18 12/13/24  Message Services  Personal In-Box – Any requested rap sheet information that is delayed will be posted in your Personal In-Box. I. Late NCIC/III Responses II. Batch Inquiries (received one at a time (e.g., Florida, Idaho, Texas, etc.) 19 12/13/24  Message Services Contd. Criminal In-Box –  Contains your “hit notices”. 20 12/13/24  ORI=Agency Identifier  Originating Agency Identification Code (ORI) is a nine character code unique to your location. All ORIs are assigned by FBI. ORIs are critical for Interstate messages. 21 12/13/24  ORI=Agency Identifier  E-Justice is organized by the ORI which is generated by the Federal Government (FBI).  Each ORI has a specific address.  The ORI address has assigned users who have Probationers.  If you move from one ORI to another, this will effect the accessibility and a new ORI must be provided by the Sub-TAC. 22 12/13/24  Criminal Transactions  Track Status of Fingerprint- Based Inquiries but is still being developed.  A variety of Inquiry Keys can be used to obtain information.  Can Generate Response Rap sheets.  Re-Generated Response Rap sheets are the most up to date.  DCJS can determine who deleted a rap sheet. 23 12/13/24  NCIC Certification Test  Federal Certificate Requirements – Certification must be obtained within the first 6 months as authorized user of eJusticeNY – Re-certification must be taken every two years thereafter – NYSPIN Certification is NOT a substitute for eJusticeNY Cerfication  You must take and pass the NCIC/III Test to have access to out of state criminal history information. Access will begin the day after certification is obtained.  Currently New York State criminal history access is NOT impacted by failing or not taking the test.  Requested that all authorized users take the test before doing any inquiries regardless of whether NCIC/III is required for daily workload  If you fail the test you may take the test every 30 minutes until you have passed the test. 24 12/13/24  The test itself A timed test which lasts 37 minutes. Test should be taken only when you have time to focus on the test. Taken on line at your desktop. Open book test using the study guide. 25 12/13/24  NCIC Certification Test Test Results Updated Each Day By DCJS Test Certificate can be printed out by the User. 26 12/13/24  NCIC Test Key Features  Test Password – First Name  Study guide contains all questions (download or browse)  Minimum of 19 out of 25 questions correct to Pass (76%).  Test results are updated each day by DCJS  Access to NCIC/III is usually restored/provided the day after test is passed  Test Certificate can be printed by user (or TAC) 27 12/13/24  Rules and Regulations Governing E- Justice  E-PAP Procedure No. 10-03-03 Rules & Regulations Governing the Use and Dissemination of Criminal History Record Information obtained via the DCJS eJusticeNY System. 28 12/13/24  Policy Statement  Information processed through E- justice must be protected to ensure proper utilization.  Itis mandated that inquiries be maintained at all ORI locations and accessible to all authorized users.  Itis therefore the policy of the NYC Department of Probation that access to eJustice Secure Services is limited to authorized use. 29 12/13/24  Authorized Users And Confidentiality.  Only authorized secure services users may request secure services data. Use of another operators ID and password is strictly prohibited.  Information obtained from E-Justice is to be utilized for official criminal justice purposes only. 30 12/13/24  Use and Dissemination of Information  Criminal history may only be given out in accordance to DCJS U&D agreement.  Information obtained through E-Justice services shall only be provided to authorized DOP staff, except as directed by a BC or above.  Criminal History Report Information (CHRI) may not be given out over the telephone. 31 12/13/24  Use And Dissemination continued  Inquiriesrequested outside the department are permitted on a very limited basis and in accordance with the U&D agreement.  These inquiries are utilized to determine but not limited to confirming active Probation status.  These inquiries must follow specific procedures and use the appropriate reason code. 32 12/13/24  Use And Dissemination Continued  Outside requests must be approved by the ORI location Branch Chief or Assistant Commissioner.  The inquiry must be recorded and reviewed by the agency TAC. 33 12/13/24  Use And Dissemination Continued  Authorized users are strictly prohibited from using secure services for personal matters.  This service is not to be used to further personal interest or the interest of personal associates.  Disclosure of classified information to unauthorized individuals is a violation and will result in disciplinary action. 34 12/13/24  Security  Work stations with access to secure services are restricted to authorized personnel and should be made inoperable during non-use.  Operators must log off from eJusticeNY secure services when their work station is unattended.  Printouts must be shredded when no longer needed for official use.  Changes to to the workstations or assigned user must be approved by the Deputy Commissioner of IT. 35 12/13/24  Security Continued  When a user moves to a new work site, the TAC and ORI Sub TAC must be notified so that their secure services location may also be re-assigned.  When a Branch Chief or Asst. Commissioner requires an individual to receive secure services, a request to the agency TAC must be officially made. 36 12/13/24  System Audits  Federal and State mandates require that eJusticeNY staff from Albany perform periodic audits (once every three years) at Department sites to ensure compliance with the regulations of eJusticeNY.  Internalaudits are conducted once every month by Sub TACs and once per year by the TAC.  DCJS is also required to audit users of CHRI to ensure security and privacy standards. 38 12/13/24  Criminal Justice Information History Continued.  Remember to enter the reason codes provided in the E-Pap based on the particular case circumstances.  Requests for inquiries on Probationer associates (Reason code PAI) must be documented and approved by the SPO with all relevant information on the relationship to the Probationer. The case number must be in the rap request to establish an audit trail and the criminal request form must be placed in the Probation file. 39 12/13/24  Criminal Justice Information History Continued.  You must confirm the identity of the requester and enter that name on the requestor box of the search screen.  The requestor, upon receiving the rap sheet, must file both the rap sheet and the original request form in the appropriate case folder. 40 12/13/24