NYC Department Of Probation eJusticeNY/IPRS Training PDF

NYC Department Of Probation ejusticeNY/IPRS Training 1 Why Are We Here? Performance Objectives  Development of E-Justice  E-Justice Evolution  NCIC/III Requirements 2  What is eJusticeNY? A DCJS (Division of Criminal Justice Services) appli...

NYC Department Of Probation ejusticeNY/IPRS Training 1 Why Are We Here? Performance Objectives  Development of E-Justice  E-Justice Evolution  NCIC/III Requirements 2  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  The National Computerized What is Information Center/Interstate Identification Index which NCIC/III? 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 SYSTEM HISTORY: Purposes of NCIC To provide and maintain a To help the computerized criminal justice To enhance officer filing system of community safety timely and perform its duties accurate information 5  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  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 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 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. An e-Justice Rap sheet is an CHRI/Rap electronically-generated Criminal History Report (Rap Sheet) that is Sheet obtained directly from your desktop 10 Probation Services Includes the Integrated Probation Registration System (I-PRS) that is used Provides information and by many Probation functionality specific to all Departments to capture Probation departments and State-mandated data on their practitioners. new registrations, modifications, case closings, etc. 11 The Service Suites of EJusticeNY Sex Offender Registry (SOR) Provides convenient access to the Sex Offender Registry for authorized criminal justice agencies. Explains the background of the relevant legislation and provides multi-faceted searching of the registry. Additional features, such as searching the National Sex Offender Registry and electronic delivery of the New York State SOR sub-directory to authorized agencies, are available. Finds all three levels of the Sex Offender Registry. 12  Criminal Justice Repository The Service Provides multi-faceted inquiries Suites of and searches of Criminal, Civil, Wanted and Missing data EJusticeNY 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 SEXWhat OFFENDERS is CHRI? Sex Offender Registry Sub-directory Only finds level three sex offenders. 14 E-Justice NY Home Page EJusticeNY has a home link page, which should be checked periodically for up dated information. 15  Criminal Justice Repository What is CHRI? For the purposes of training, investigative officers may use the NYS Name: Sam Sex: Male Race: White following information Sample to obtain a dummy rap sheet: Other Histories: FBI, NYSID: NY05870633R DOB: 5/24/56 NCIC Alias: Carl Public Florida, Idaho, Texas 16  Use Age if DOB not certain. The more information you input, the Search more accurate the search will be. Screen When using the Browser, the “Stop Button” stops the search if needed. “TIPS & Check the appropriate segments TRICKS” (categories) desired for your search. The “Watch List “ segment provides a list of all individuals who meet the criteria of your search. 17  What is I-PRS? The Rap sheet Follows National (FBI) Rap sheet Has key features that are labeled and easily Format. accessible. Has in depth criminal history, i.e address Displays the most Shows mug shots. verification, recent event transfer (cycle) first. information, supervision type. Cycles include Provides Hyper- arrest, Court and Is organized down Links to agency disposition not across page. information. information. 18  What is CHRI? 01 02 03 04 Personal In-Box – Late NCIC/III Batch Inquiries Services Any requested Responses (received one at rap sheet a time (e.g., information that Florida, Idaho, is delayed will Texas, etc.) be posted in your Personal In-Box. 19  What is CHRI? Criminal Messag In-Box – e Service Contains s Contd your “hit notices”. 20  Originating Agency Identification Code (ORI) is a nine ORI=Agency character code unique to your location. All Identifier ORIs are assigned by FBI. ORIs are critical for Interstate messages 21 ORI=Agency Identifier If you move from E-Justice is one ORI to another, organized by the ORI The ORI address has this will effect the Each ORI has a which is generated assigned users who accessibility and a specific address. by the Federal have Probationers. new ORI must be Government (FBI). provided by the Sub- TAC. 22 What is CHRI? Track Status of A variety of Fingerprint- Inquiry Keys Criminal Based Inquiries can be used to Transactions but is still being obtain developed. information. Re-Generated DCJS can Can Generate Response Rap determine who Response Rap sheets are the deleted a rap sheets. most up to sheet. date. 23  Federal Certificate Requirements NCIC Certification must be obtained within the first 6 months Certification as authorized user of eJusticeNY Test 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  What is The test itself CHRI? 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  What is CHRI? NCIC CERTIFICATION TEST TEST RESULTS UPDATED TEST CERTIFICATE CAN BE EACH DAY BY DCJS PRINTED OUT BY THE USER. 26  NCIC Test Key Features What is CHRI? 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 E-Justice NY Home Page EJusticeNY has a home link page, which should be checked periodically for up dated information. 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 Policy Information processed through E- justice must be protected to Statement ensure proper utilization. It is mandated that inquiries be maintained at all ORI locations and accessible to all authorized users. It is therefore the policy of the NYC Department of Probation that access to eJustice Secure Services is limited to authorized use. 29 Authorized Users And Confidentialit 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. y. 30  Criminal history may only be given out in accordance to DCJS U&D agreement. Information obtained through E-Justice Use and services shall only be provided to Dissemination authorized DOP staff, except as of Information directed by a BC or above. Criminal History Report Information (CHRI) may not be given out over the telephone. 31 Use And Dissemination continued Inquiries requested outside These inquiries the department must follow are permitted on specific a very limited procedures and basis and in use the accordance with appropriate the U&D reason code. agreement. These inquiries are utilized to determine but not limited to confirming active Probation status. 32  Outside requests must be approved by the ORI location Branch Chief or Assistant Commissioner. Use And Dissemination Continued The inquiry must be recorded and reviewed by the agency TAC. 33 Use And Dissemination Continued Authorized users are strictly This service is not to be used to prohibited from using secure further personal interest or the services for personal matters. interest of personal associates. Disclosure of classified information to unauthorized individuals is a violation and will result in disciplinary action. 34 Security Work stations with Changes to to the access to secure workstations or services are assigned user restricted to must be approved authorized by the Deputy personnel and Commissioner of should be made IT. inoperable during non-use. Operators must Printouts must be log off from shredded when no eJusticeNY secure longer needed for services when official use. their work station is unattended. 35  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- Security assigned. Continued 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 Administration SUB-TACS All ORIs must have an on- site Sub-TAC. The Sub-TAC is responsible for administering the day-to- day operations of the secure services system, and for answering questions and resolving problems. 37 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. Internal audits 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  Remember to enter the reason codes Criminal Justice provided in the E-Pap based on the particular case circumstances. Information Requests for inquiries on Probationer History associates (Reason code PAI) must be documented and approved by the Continued. 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  Criminal Justice Repository The Service Provides multi-faceted inquiries and Suites of searches of Criminal, Civil, Wanted and Missing data maintained by DCJS. EJusticeNY 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. 40  WCriminal You must confirm Justice the identity of the requester and Information enter that name on History the requestor box of the search Continued.hat is screen. CHRI? The requestor, upon receiving the rap sheet, must file both the rap sheet and the original request form in the appropriate case folder. 41 Thank you Patricia Jolivin [email protected]