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ICOTS

What we’ve learned since October 6, 2008

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GETTING

STARTED

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Check this website

https://forums.doc.state.mn.us/site/ICOTS/default.aspx

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APPLICATION• Completing an ICOTS Application

• Review ICOTS PRIVACY POLICY

• Review ICOTS USER AGREEMENT

• Complete ICOTS APPLICATION

• Submit completed ORIGINAL application to DOC Information Services

• Send to the interstate compact unit.  Once approved, DOC Information Services will set up the user account.  Once the account has been created an email will be generated and sent to the new user.

• HOME

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1. Click on the Users tab

2. Click on the Workflow tab

3. Select Reports to Supervisor

4. Enter supervisor’s name or login

SETTING UP WORKFLOW

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Incoming Transfer Requests

• CPO COUNTIES: We will continue to send all Interstate Requests to the DOC contact. If appropriate, they will delegate to the CPO contact

• The county supervisor will then need to assign the case to an agent

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REPLY to TRANSFER REQUEST

• On all accepted incoming cases, an email shall be sent to the Interstate Office noting whether or not the offender requires Community Notification– Be sure to include the offender’s name in the

email

• Acceptances will not be processed until an email is received

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Outgoing Transfer Requests

• MUST include instant offense details, including type and severity of the offense and whether the charge was reduced– Attach the complaint or police report

OR– Attach a PSI including the offense description

OR– Type in the offense details by hand

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• Must include special and standard conditions of supervision– Enter each condition individually

OR– Attach a copy of the probation agreement

• Any additional information can be attached in the PSI section

• When transferring Misdemeanor DWI cases, include information on prior DWIs

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Check this website

https://forums.doc.state.mn.us/site/ICOTS/default.aspx

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Outgoing Parole Transfers

• Institution cases are assigned to the compact office

• For offenders in the community, do not complete departure information without contacting the Interstate Office first

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Closing Cases

• Only the receiving state can complete a case closure

• If a MN offender receives early discharge, send an action request to the receiving state with the discharge order attached and request that they complete a closure

• The sending state must then complete a case closure reply before the case will be closed

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Viewing Closed Cases

Click the “Show historical cases box”

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Check this website

https://forums.doc.state.mn.us/site/ICOTS/default.aspx

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DO NOT ADD OFFENDERS

FROM OTHER STATES!

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Adding Offenders

• DO NOT enter offenders outside of the Transfer Request or Request for Reporting Instructions assistants

• If the offender is already in ICOTS, select that offender record instead of adding a new record

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Adding Offenders

• Each state is loading their active outgoing cases; if an offender is not in the system, DO NOT add them

• Search ICOTS for your offender. If the offender is not in ICOTS you must proceed with the old paper process.

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MN Legacy Cases

• All outgoing cases active as of October 8th were loaded into ICOTS

• These cases are being assigned to agents in alphabetical order or as requested

• Cases are assigned to the agent listed in the Interstate database

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Check this website

https://forums.doc.state.mn.us/site/ICOTS/default.aspx

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Pending Cases

• Cases still pending replies will remain on paper until loaded by the Interstate Office in the subsequent legacy load in early December

• Any communication on these cases should be sent outside of ICOTS until the subsequent load

• DO NOT add these offenders in ICOTS

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Important Things

• A Notice of Arrival can’t be done until a Notice of Departure has been completed

• An acceptance is not valid until it has been approved by the Interstate Office

• Previously rejected cases can be found under the Assistants tab

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Check this website

https://forums.doc.state.mn.us/site/ICOTS/default.aspx

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Reassigning CasesIn the Users tab, select Manage Case Load, then select a “from” user based on their role. You may enter the user’s name or login. You can either search Default Results or search by Offender Name.

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Select a “to” user based on their role. Select the cases you would like to transfer to that user by clicking the boxes to the left of the appropriate cases. Once you have selected the cases, click the submit button.

Once a case is reassigned, ICOTS will create a case note indicating the change.

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VACATION

• Supervisors will have to designate another person with supervisor rights in ICOTS to cover their work while they are gone

• The designated person will need to monitor the supervisor’s workload within the Manage Case Load function

• Only Action Items will be assigned, not cases

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If there is an Action Item for a case, the Manage Case Load process will reassign only the Action Items, not the case itself.

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Workflow for Supervisor Vacations

• Two options for agents’ workflow:1. Agents can change workflow to the

temporary supervisor for the duration of vacation

or

2. The temporary supervisor can contact an agent and have them change their workflow temporarily while they assign the action item. Once that is done the agent would change the workflow back.

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Workflow for Agent’s Vacation

• Supervisors will need to manage agents workloads while agents are on vacation.