CJIS Training Requirements - Las Vegas Metropolitan Police Department

Training Requirements All levels of training in this program must complete training as specified by the CJIS Manager. 1. CJIS Terminal Operator Certification: Within six months of hire, or granting of access to systems, personnel must be proficiency trained. Personnel will be notified directly (or...

Training Requirements All levels of training in this program must complete training as specified by the CJIS Manager. 1. CJIS Terminal Operator Certification: Within six months of hire, or granting of access to systems, personnel must be proficiency trained. Personnel will be notified directly (or through their supervisor) of how to complete this training, and when. 2. CJIS Terminal Operator Recertification: Biennially, personnel must reaffirm their proficiency by completing recertification training. Personnel are notified 90 days prior to their due date via department e-mail (personnel without e-mail are notified via 1000 miler, or through their supervisors). 3. CJIS Security Awareness Training: Information on how to protect CJIS systems is mandatory training for all personnel (regardless of access to systems) to be completed within six months of hire, and biennially thereafter. For terminal operators, this training is provided as part of their CJIS Terminal Operator Certification and Recertification training. Security awareness training may be required more frequently as directed by the CJIS Manager. 4. System Updates: Personnel must keep abreast of changes to the systems, and other important notices throughout the year. These changes are distributed by the CJIS Manager via LVMPD News on MetroWeb, Patrol Briefing, departmental e-mail, directed training, and the Online Multi-System Guide System Updates list. 5. Failure to Complete: Personnel who fail to complete mandatory training will be considered be made to their chain of command. 6. Re-Employed Personnel: Personnel who have left the department, and have returned to duty, Page 10 of 18 10.505 LAS VEGAS METROPOLITAN POLICE DEPARTMENT POLICY AND PROCEDURE CJIS Usage, Access, Dissemination, and Training Effective:11/2015 must contact the Terminal Agency Coordinator Unit to determine what access and training requirements need to be met. All student records of CJIS training are maintained by the CJIS Manager, and a copy sent to the Terminal Agency Coordinator Unit, and not ODB. Other Agency and Task Force Personnel Personnel from other agencies assigned to a Task Force that use Metro computers and/or works in a Metro facility, fall within the scope of this policy regardless of JusticeLink access. The Point of Contact (POC) for that Task Force must contact the Terminal Agency Coordinator Unit to ensure all necessary training, access, and CJIS security requirements are met for the task force member. 10.505.8 Advisory Process Department Personnel have the ability to affect change in CJIS systems such as NCIC, NCJIS, and ViCAP through the established State and Federal advisory process. The CJIS Manager, or designee, represents LVMPD at the NCJIS Southern Nevada Technical Subcommittee. Personnel who wish to submit an idea or recommend to make the CJIS systems better should e-mail [email protected] with the following elements: 1. Name, Classification, Assignment, and Contact Information. 2. System (NCIC, NCJIS, N-DEx, etc.). 3. Nature of the issue or concern. 4. Your recommendation. 5. How the recommendation will impact other areas or personnel. The CJIS Manager will review the recommendation and respond to the submitter with a status. The CJIS Manager will ensure that recommendations related to the dissemination of records are approved by the Director of Police Records as the principal agent for the department and has the final responsibility/authority for the integrity of records. If approved, the CJIS Manager, or designee, will bring forth the recommendation to the Nevada NCJIS and FBI CJIS advisory process: 1. NCJIS Southern Nevada Technical Subcommittee. 2. NCJIS Steering Committee. 3. NCJIS Advisory Committee. 4. CJIS Western Regional Working Group. 5. CJIS Advisory Policy Board (APB). Page 11 of 18 10.505 LAS VEGAS METROPOLITAN POLICE DEPARTMENT POLICY AND PROCEDURE CJIS Usage, Access, Dissemination, and Training Effective:11/2015 For NCJIS recommendations, if the NCJIS Advisory Committee approves the recommendation, it will be scheduled for implementation. For NCIC or N-DEx recommendations, if the CJIS Western Regional Working Group approves, it moves to the CJIS Advisory Policy Board (APB). If the CJIS APB approves, it is sent to the Director of the FBI, and if approved, the change will be scheduled for implementation. 10.505.9 Policies and Procedures New Policies and Updates To ensure consistency and compliance with mandates and regulations, if any Bureau or Division wants to modify a procedure or policy that contains references to a CJIS system, it must be first sent through their chain of command to the CJIS Manager for review and approval. Review of Existing Policy and Procedures The CJIS Manager will be provided all policies and procedures in use by all areas of the department as they relate to usage of CJIS systems to ensure they meet compliance with regulations, agreements, law, and that they are compatible with other Bureaus or Divisions. Internal Written Procedures (IWP) and Policies The Nevada CJIS System Agency (CSA) mandates require the Terminal Agency Coordinator (a role performed by the CJIS Manager) establish internal written procedures specific to LVMPD, which includes security policy for discipline of NCIC, NCJIS, Nlets, CLETS, N-DEx, SCOPE and WVS criminal history information and violators. The CJIS Manager establishes, maintains, and distributes internal written procedures as it relates to CJIS systems to all agency personnel. Assistance The CJIS Manager assists, provides consultation, research, evaluation, and recommendations for RMS, CAD, Legacy issues, other Information Technology (IT) development issues, current IT and system issues and usage, and policies and procedures regarding these systems. Further, the CJIS Manager is the liaison to assist, consult, research, evaluate and recommend policies and procedures for local systems and IT. Other LVMPD Department Policies Other department policies address CJIS systems in various ways. For a full list refer to the Terminal Agency Coordinator MetroWeb site: http://metroweb.lvmpd.int/services/employee/tac/Pages/policies.aspx 10.505.10 Audits The CJIS Manager is the designated representative of the Sheriff for all audits of Criminal Justice Information Systems and is responsible for cooperating and providing assistance to the audit staff with required, or with directed compliance audits whenever necessary. State and Federal Audits: 1. Office of the Sheriff (OOTS) will forward any letters regarding audits of CJIS systems to the CJIS Manager. 2. CJIS Manager contacts the auditors to be in compliance with any pre-audit requirements to include questionnaires. Page 12 of 18 10.505 LAS VEGAS METROPOLITAN POLICE DEPARTMENT POLICY AND PROCEDURE CJIS Usage, Access, Dissemination, and Training Effective:11/2015 3. CJIS Manager coordinates with any areas that will be impacted by the audit. a. Areas impacted by the audit, or have information needed for the audit, will provide assistance to the CJIS Manager in preparing for the audit as appropriate. 4. CJIS Manager coordinates with auditors for any on-site visits. 5. At completion of on-site audit, CJIS Manager contacts OOTS for Sheriff to be present at the exit 10.505.11 Offlines An offline search is a special tool that can be used to obtain information not available through an online inquiry. Searches for transactions and information can be performed on any query performed via the CJIS systems (NCIC, NCJIS, Nlets, WVS, and SCOPE systems). Requesting an Offline An offline search can only be requested by an LVMPD Investigator (such as Detective, Investigative Specialist, etc.) for an official investigation, or any LVMPD Supervisor in support of their official duties (Manager, Sergeant, Lieutenant, etc.). Patrol Sergeants may request offlines (to include on behalf of their officers) to retrieve queries and responses performed by officer(s) in the field. Requests must be sent using form LVMPD 537, CJIS Offline Search Request. Oversight The Terminal Agency Coordinator Unit oversees requests for CJIS offline investigations in a controlled and secured environment. All offlines are considered confidential and are handled as such. Any offline requests associated with an ongoing Internal Affairs Section (IAS) investigation will be referred to IAS. 10.505.12 Validation The CJIS Manager is responsible for ensuring that the NCJIS/NCIC validation process is completed by the prescribed due date and the Nevada CJIS Systems Agency (CSA) is notified. Validation ensures that the quality control of NCIC and NCJIS entries meet the requirements as set forth in Section 14 of this policy, as well as any additional Local, State, Federal, and department mandates and standards. In order to ensure that NCIC entries are still valid and the record is packed, the Validation Unit may contact the Bureau that submitted the entry form for clarification. When contact is made by the Validation unit, the entering Bureau must respond in a timely manner, as failure to validate a record within the allotted time frame will result in the entry being purged from the system. 10.505.13 Terminals The CJIS Manager works in cooperation with the Director of Information Technologies Bureau (ITB) and the Local Area Security Officer (LASO) to ensure the security and operation of terminals connecting to the CJIS or NCJIS networks. Requests Terminal Agency Coordinator Unit and provided to the Information Technologies Bureau as needed. ITB personnel use the form LVMPD 534, JLClient Installation Request (JusticeLink ORI Request) to submit a request to the Terminal Agency Coordinator Unit for a new ORI. Page 13 of 18 10.505 LAS VEGAS METROPOLITAN POLICE DEPARTMENT POLICY AND PROCEDURE CJIS Usage, Access, Dissemination, and Training Effective:11/2015 The Information Technologies Bureau maintains and provides the current location of all terminals for the CJIS Manager. 10.505.14 NCIC Entry Correct entry into NCIC is mandated by both State and FBI regulations, as well as Supreme Court and other court rulings. All members of our agency are responsible for the timely, accurate, and complete entry of NCIC records. Terminals and personnel who perform entry capabi and comply with all County, State, and Federal entry requirements into the systems. Access 1. Terminals: Specific areas that perform entry capabilities have an entry ORI appended to specific JusticeLink terminals in that area. The Terminal Agency Coordinator Unit processes all entry ORI requests from the Administrative Assistant (click here for instructions). 2. Personnel: Specific areas have been identified as having entry capabilities. Administrative Assistants should use LVMPD 535, (JusticeLink Security Group Changes) when personnel enter or leave these areas (click here for instructions) to ensure authorized personnel have the necessary access rights. Personnel Without Entry Capabilities Personnel who do not have entry capabilities will submit NCIC Entry forms (LVMPD 510 series) to the Police Records Bureau Teletypes desk and will ensure their entry submittals meet the criteria set forth in this section. NCIC Entry F Refer to this guide for more information on using NCIC Entry Forms. The FBI and State requires that when we enter a record in NCIC, it must meet the following requirements: Accurate: Information submitted to teletypes, and entered, is accurate 1. Complete: Record is complete with all known information. a. Record is kept up-to-date with new information. b. Ensure the person or property is still outstanding. 2. Timely: Records are entered and removed in a timely manner. Entries that are not timely, complete, or accurate, will be reviewed by the CJIS Manager with the employee and/or area. Accuracy The accuracy of NCIC records is an integral part of the NCIC System. If information is incorrect, it can lead to the arrest or detention of an innocent person and open our agency up for litigation. Further, it can prevent To verify information is accurate, include all available cross checks with the data you are placing in the NCIC entry form. Page 14 of 18 10.505 LAS VEGAS METROPOLITAN POLICE DEPARTMENT POLICY AND PROCEDURE CJIS Usage, Access, Dissemination, and Training Effective:11/2015 Examples of cross checking include (but not limited to): 1. Checking the VIN/LIC number against DMV database to ensure the number is correct. 2. Name and AKAs against other systems such as SCOPE to ensure the names are not misspelled. 3. Investigative case files. 4. Interstate Identification Index (III) and State criminal history. Second Party Check The accuracy of NCIC records is an integral part of the NCIC System. The accuracy of a record must be double-checked by a second party. The verification of a record should include assuring all available cross checks, e.g., VIN/LIC, were made and that the data in the NCIC record match the data in the investigative report. Areas that enter into NCIC must ensure they have a second party check (SPC) person that verifies the accuracy of entry performed by the entry personnel. The entry and SPC person cannot be the same person. Record Packing & Completeness The employee submitting an NCIC entry form must account for all fields in a record. All available data called for in the record format must be entered. Missing data obtained at a later time should be promptly added through the use of a modify message. 1. A record may contain a minimum number of information such as personal descriptors, license, and vehicular data because little was known of the individual at the time of entry. This lack of information limits the chance of a hit on the record. 2. One possible source of additional identification data may be the Interstate Identification Index (III). Thus, an inquiry (MKE/QH) should be made prior to or soon after making an NCIC person file entry to determine if the criminal history record of the subject is in III. A positive response to this inquiry may reveal not only physical descriptors, identifying numbers, and aliases not known to the inquirer, but also arrest, court, and/or custody-supervision data which might provide investigative leads. 3. When additional numeric identifiers and personal descriptors regarding the subject of the record are found in other databases or documentation, the entering agency must make an informed decision as to whether or not the subject is the same as the one in the NCIC record. In the absence of biometric identifiers, the determination should be based on multiple factors such as known criminal activity, date of birth, scars, marks, tattoos, photographs, Social Security number, license number, passport, military identification, last known address, and aliases. Particular attention should be paid to discrepancies in height, age, etc. When uncertain, do not include the additional information in the NCIC record and maintain documentation in the case file. 4. Vehicle information may be entered provided the entering agency has reasonable grounds to believe the subject may be operating the vehicle or vehicle bearing the license plate. Mere knowledge or verification with the DMV that a vehicle and/or plate is registered to the subject does not meet the criteria for entry. Complete records include all critical information that was available on the person or property at the time of entry. Critical information is defined as data fields that will: Page 15 of 18 10.505 LAS VEGAS METROPOLITAN POLICE DEPARTMENT POLICY AND PROCEDURE CJIS Usage, Access, Dissemination, and Training Effective:11/2015 (1) Increase the likelihood of a positive hit on the subject or property and aid in the identification of a subject or property; or (2) Assist in compliance with applicable laws and requirements. Retain all information found and entered into the NCIC entry form in either OnBase or Premiere 1 (P1) so it can be validated. Anything you have placed in the NCIC entry, must be readily accessible in either P1 or OnBase otherwise it must be removed from the entry. Timely Entry & Removal To ensure maximum system effectiveness, NCIC records must be entered immediately when the conditions for entry are met. The only exceptions to immediate entry are when otherwise prescribed by federal law or when documentation exists to support delayed entry. Entering into NCIC in a timely manner ensures the record is available for officer safety, to identify the subject or person, and recover property. Without immediate entry, lives and property can be in danger. Records must be removed from NCIC in a timely manner when they no longer meet the requirements for an active entry. For example, records should be removed in a timely fashion when: 1. A fugitive has been arrested or is no longer wanted. 2. A missing person is no longer missing. 3. A piece of property (to include guns, license plates, etc.) is no longer lost or stolen. Failure to Comply In the landmark case, , the court set the precedence that: decision represents a warning that the courts will not tolerate incompl Any agency who submits incomplete records, such as LVMPD, can face litigation and sanctions for incomplete records. Personnel and bureaus that fail to comply with the mandatory NCIC entry requirements will face progressive actions in the following steps: 1. CJIS Manager will contact the supervisor of the employee. 2. CJIS Manager will contact the bureau commander. Upon non-compliance by either the Supervisor or Bureau Commander: 3. CJIS Manager will remove entry capabilities for the operator(s) and require operator(s) attend retraining. 4. CJIS Manager will remove entry capabilities of terminals in specific area. Upon successful agreement that an operator or area will comply with mandatory requirements, access will be reinstated by the CJIS Manager. The CJIS Manager may require an audit period of their choosing to ensure compliance. 10.505.15 Definitions 1. CJIS Systems Agency (CSA): A duly authorized state, federal, international, tribal, or territorial criminal justice agency on the CJIS network providing statewide (or equivalent) service to its Page 16 of 18 10.505 LAS VEGAS METROPOLITAN POLICE DEPARTMENT POLICY AND PROCEDURE CJIS Usage, Access, Dissemination, and Training Effective:11/2015 criminal justice users with respect to the CJI from various systems managed by the FBI CJIS Division. There shall be only one CSA per state or territory. In federal agencies, the CSA may be the interface or switch to other federal agencies connecting to the FBI CJIS systems. The CSA for Nevada is the 2. Criminal Justice Information Systems (CJIS): An abstract term used to refer to the different databases and systems that house Criminal Justice Information (CJI) and Criminal History Record Information (CHRI) such as NCIC, NCJIS, N-DEx, Nlets, SCOPE, WVS, ViCAP, etc. 3. Criminal Justice Agency (CJA) - Any court, and any governmental agency which performs a function in the administration of criminal justice pursuant to a statute or executive order, and which allocates a substantial part of its budget to a function in the administration of criminal justice. 4. Criminal Justice Information (CJI) - Criminal Justice Information (CJI) is the abstract term used to refer to all of the FBI and other agency provided data necessary for law enforcement agencies to perform their mission and enforce the laws, including but not limited to: biometric, identity history, person, organization, property, and case/incident history data. Criminal History Record Information (CHRI) is a subset of CJI. 5. Criminal History Record Information (CHRI) - A subset of CJI. Information contained in records collected and maintained by agencies of criminal justice, the subject of which is a natural person, consisting of descriptions which identify the subject and notations of summons in a criminal action, warrants, arrests, citations for misdemeanors issued pursuant to NRS 171.1773, citations issued for violations of NRS 484.379, 484.3795, 484.37955 and 484.379778, detentions, decisions of a District Attorney or the Attorney General not to prosecute the subject, indictments, information or other formal criminal charges and dispositions of charges, including, without limitation, dismissals, acquittals, convictions, sentences, information set forth in NRS 209.353 concerning an offender in prison, any post-conviction relief, correctional supervision occurring in Nevada, information concerning the status of an offender on parole or probation, and information concerning a convicted person who has registered as such pursuant to chapter 179C of NRS. The term includes only information contained in a record, maintained in written or electronic form, of a formal transaction between a person and an agency of criminal justice in this State, including, without limitation, the fingerprints of a person who is arrested and taken into custody and of a person who is placed on parole or probation and supervised by the Division of Parole and Probation of the department. 6. JusticeLink / J-Link: The State of Nevada CJIS Systems Agency (CSA) system (sometimes to other CJIS systems (such as NCIC, NCJIS, Nlets, CLETS, etc.). 7. NCIC: NCIC (National Crime Information Center) is a computerized database of documented criminal justice information available to virtually every law enforcement agency nationwide, 24 hours a day, 365 days a year. NCIC serves more than 90,000 criminal justice and law enforcement agencies by providing information which can assist in apprehending fugitives, locating missing persons, locating and returning stolen property, and identifying terrorists and their supporters. It also provides protection for law enforcement personnel and for the public. 8. NCJIS: The Nevada Criminal Justice Information System, commonly referred to as NCJIS, is the f 1987. It contains six files, which are criminal history, warrants, parole & probation dangerous offender (P&P DONS), sexual offenders, concealed weapons permits, and protection orders. 9. NCJA (Private): A private agency or subunit thereof whose charter does not include the responsibility to administer criminal justice but may have a need to process CJI. An example would include a local bank. Page 17 of 18 10.505 LAS VEGAS METROPOLITAN POLICE DEPARTMENT POLICY AND PROCEDURE CJIS Usage, Access, Dissemination, and Training Effective:11/2015 10. NCJA (Public): A public agency or sub-unit thereof whose charter does not include the responsibility to administer criminal justice but may have a need to process CJI. An example would include a county school board which uses CHRI to assist in employee hiring decisions. 11. N-DEx: The Law Enforcement National Data Exchange (N-DEx) uses criminal justice data from local, data that may seem unrelated. It is a repository of criminal justice records, available in a secure online environment, managed by the FBI. 12. NLETS: The National Law Enforcement Telecommunications System, commonly referred to as agencies to exchange criminal justice and public safety related information. 13. OPID: Nevada JusticeLink Operator ID. 14. TAC: Terminal Agency Coordinator. The TAC serves as the point-of-contact at the local agency for matters relating to CJIS information access. The TAC administers CJIS systems programs within the local agenc 15. Terminal Operator: An individual that transmits, receives, and coordinates information through direct communication to the Criminal Justice Information Systems (such as NCIC and NCJIS) in compliance with state and federal regulations. 16. ViCAP: The Violent Criminal Apprehension Program (ViCAP) maintains the largest investigative repository of major violent crime cases in the U.S. It is designed to collect and analyze information about homicides, sexual assaults, missing persons, and other violent crimes involving unidentified Page 18 of 18