Compact Online Reference Encyclopedia (CORE)

Looking for information on a specific topic, training, rule, or process? Through one search here, you can find the information you need from ICAOS’ white papers, advisory opinions, bylaws, policies, Hearing Officer's Guide, training modules, rules, helpdesk articles and the bench book. All results are cross-referenced with links to make navigation easy and intuitive.

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Support - Tolling Feature
The 'Tolling' indicator, utilized and managed by a sending state, illustrates a case is placed in "Tolling" status by the sending state's sentencing authority. Sending states must ensure the supervision end date is always a future…
Support - FY22 Q4 (April 2022-June 2022): User clean up (remove roles, deactivate after 12 months, etc.)
What is User Administration? With an average of 30,000 active ICOTS users at any given time, each state is responsible for user administration and user ICOTS training.  In FY2019, the Commission conducted an audit to ensure states have adopted and…
Support - ICAOS Rules Training Presentations & Resources
The Rules Training PowerPoint provides comprehensive information on the interstate compact in the various areas noted below.    Overview of the Compact Eligibility for Transfer Transfer Process/Investigation Supervision in the Receiving State/Closing a…
Support - Holidays considered for compliance
The following holidays are not considered Business Days when calculating compliance on the ICAOS Dashboards.   Please note, Due Dates listed on the Compact Workload within ICOTS do not always consider holidays so for official compliance measures, be sure…
Support - Data Management of ICOTS-Dynamic PDF's Explained
ICOTS is a tool used to process Interstate Compact business, track offender movement and facilitate communication between states on Compact cases. ICOTS is not designed to replace a state’s offender or case management system. Once submitted, ALL data is…
Support - Rejected Cases Requiring Action Report
The 'Rejected Cases Requiring Action Report' provides a list of cases in which the latest status is ‘rejected’ and is still ‘open’ in ICOTS (non-historical.)  There are 2 separate lists that generate from that report.   Each case will need to be…
Support - Transfer Reply Due Dates
The Transfer Reply Due Dates Report lists all compact cases in the receiving state that have a Transfer Reply due within the selected date range of the last data upload. Case details include sending state, receiving state, probation, parole, receiving…
Support - Confidential Records
Administrators exclude offenders from the public web portal via the offender management tab.  The offender profile will display "Confidential Record" in large red letters under the offender photo area.  To remove the 'confidential'…
Support - Notice of Failure to Arrive
Upon selecting "Notice of Arrival" either from the Assistants tab or the offender profile, the user will be asked if the offender arrived in the receiving state. If the user selects "No", they will be directed to the Notice of Failure…
Support - Removing Cases From Workload
Cases are deleted from the system or moved to historical status in three ways: The supervisory authority, or location of the offender, determines whether the assigned user in the Sending State or Receiving State can initiate the removal.  Junk cases (…
Support - Split or Divided States in ICOTS
Due to the differences in workflow and activity processing in ICOTS, states have requested that we publish a list of the states that are configured as split in ICOTS. This means there is an independent and separate workflow for probation and parole ICOTS…
Support - Offender Search Screen
Offender Search Screen Users can search by ICOTS Case or Offender number as well as by using demographic information.  Using more identifiers in a demographic search, provides more accurate results. Identifiers should include the DOB (all known,) FBI…
Support - Offenders Retaken, Then Re-Transferred (Retaking)
The Offenders Retaking then Retransferred report lists offenders to/from the sending state with prior cases closed by reason ‘retaken’ with a subsequent approved case transferred in ICOTS. This report serves as an analysis tool to determine whether…
Support - Retaking Management Data (Retaking)
Retaking Management Data report provides both snapshot data regarding current active warrants and offenders awaiting retaking as well as date range data for the numbers of offenders retaken and those retaken, then retransferred.  The data provided pulls…
Support - Adding new ICOTS Offender
Important! Duplicates and Junk records must be reported to your State Administrator within 5 business days of creation.  Failure to do so is a violation of the ICOTS Privacy Policy.  Only add new records after confirming the individual does not have an…
Support - Return in Lieu of Retaking (Retaking)
The Return in Lieu of Retaking report lists active cases in the receiving state with a violation requiring retake and a violation response ordering the offender to return. Charts distinguish cases between those with or without a transmitted returning RFRI…
Support - Types of File Attachments Accepted in ICOTS
ICOTS accepts the following document file formats when uploading an attachment to a compact activity: DOC (Microsoft Word) DOCX (Microsoft Word 2007-2010) RTF (rich text format) TXT (text file) PDF (Adobe portable document format) ICOTS attempts to…
Support - Compact Action Requests on Closed Cases
Why am I receiving email notifications about CARs submitted on a case that's closed in ICOTS? These email notifications are valid. CARs can be submitted on historical cases. This functionality was included in ICOTS so users could communicate about a…
Support - Progress Reports Training Scenario
View the demonstration of the Progress Report  
Support - Transfer Decisions (Transfers)
The Transfer Decision Dashboard (Summary & Detailed) provides an analysis tool for monitoring acceptance rates.  This report identifies areas for process improvement, training and corrective action needs. Outgoing Cases:  Identify users with…
Support - Case Closure Notice Training Scenario
View the demonstration of the Case Closure Notice  
Support - Subsequent State Transfers
Request for Reporting Instructions When the user selects the receiving state, only those cases between the sending state and selected receiving state will be displayed to choose from.  The new RFRI and compact case will already have the offender…
Support - Discretionary Retaking Activity
The Discretionary Retaking activity communicates the Sending State’s intent to Retake under Rule 5.101 (b) ‘retake an offender via warrant’  Returns invoked under Rule 5.101 (a) use return reporting instructions. Activity Workflow The Discretionary…
Support - Offender Violation Report Workflow
Offender Violation Report transmitted by a Receiving State Response to OVR due in 10 business days of receipt in Sending State Addendum to Offender Violation Report transmitted by the Receiving State If sent PRIOR to original response, workflow merges…
Support - Addendum to Response to Violation Report
Use the Addendum to Response to Violation Report for correspondence after submitting a Response to Violation Report in ICOTS. This ensures information consolidates to the official violation record in ICOTS.    DO NOT use Compact Action Requests to follow-…
Support - Case Notes
Case notes generate emails when either a case has been reassigned (via manage caseload) as well as when a user enters case note (approved enhancement 2018.) When a user enters a case note, ICOTS notifies all users associated with the workflow on a case (…
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