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.
Description: The closure reply compliance report lists cases in which a closure notice reply was due within the specified date range. The case closure reply due date, case closure reply transmit date and days overdue are included for each case. This…
Case Closure Replies must occur before cases are officially closed. To prevent states from inadvertently or prematurely closing cases via the Case Closure Notice a Case Closure Reply was created which essentially is an acknowledgement and agreement of a…
Description: The closure report provides a list of cases in which a case closure notice was due within the specified date range. The case closure due date, case closure transmit date and days overdue are included for each case. Reports can be filtered on…
To allow for additional activities or requests, rejections to transfer requests and/or denial of reporting instructions do not deactivate cases. The sending state must withdraw the case from the offender profile screen to remove the cases from the active…
Training Bulletin 6-2008i explains why an ICOTS must complete a Case Closure Reply before a case is officially closed. To prevent states from inadvertently or prematurely closing cases via the Case Closure Notice, a Case Closure Reply exists which…
Cases uploaded with Legacy Data in error will need to be closed in ICOTS. If a case appears in your workload as legacy data in error which had previously been closed, each state should work through the process in ICOTS as it is not an option to delete…
Who May Reopen a Compact Case? Receiving state compact office users can reopen a case any time that compact case’s status has the value CLOSED. Reopening is disallowed any time that a compact case’s status has a value other than CLOSED (e.g. WITHDRAWN).…
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.
Remove the case (…
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 reviewed…
The Manage Case Load document explains how cases are assigned in both the sending and receiving states. Each case in ICOTS is ultimately assigned to one user in both the sending and receiving states at any given time. This means that a user must be…
Clicking the Withdraw Button will withdraw the case permanently.
We have received reports of the withdraw button clicked in error. If a user clicks withdraw, a new request must be submitted.
See also Withdrawing Cases and Activities.
I have an offender with two compact cases. One has the approved RFRI-Reply and the other has the approved TREP. Can I merge these two compact cases?
Compact cases themselves cannot be merged together. Only offender profiles can be merged. Compact cases…
Anytime a receiving state user is unable to create a case closure due to a 'lack of a primary address' identify the supervising state and request an address be entered into the offender's profile. This action will resolve the error. See training notes…
There are a couple big differences between a merge request and a move request.
Merge Request
Combines all demographic information (photos, aliases, stated IDs, etc.)
Only the requester of the merge knows what supervising user is selected when the request…
These are the processes involved with withdrawing cases and individual compact activities. Withdrawing Cases and Individual Activities The function to withdraw an entire case is now separate from the function to withdraw an individual activity. This…
There are only 2 ways to start a new case which creates a new case number in ICOTS.
1. Initiate New Case From Assistants Screen
Choose Request For Reporting Instructions or Transfer Request from the Assistants screen and then select the option that is NOT…
This tutorial explains the process of reassigning compact cases and activities. Supervisors and Compact Office Users have the ability to reassign cases and forward Compact Activities in ICOTS. Reassigning takes place when a Supervisor User reassigns cases…
Description: This report lists all active compact cases in the receiving state (incoming) or sending state (outgoing). A compact case is considered active on an accepted transfer case with a transmitted notice of arrival in the receiving state. The…
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 case…
The version 4.0 code release resolves outstanding issues regarding data display and the functions to facilitate returning offenders to a sending state. Released April 29, 2009.
PDF Forms (Transfer Request & Request for Reporting Instruction…
ICOTS 10.0 code release is in production on May 26, 2010 and implements the items described below: Manage Special Statuses The option to expire special status information such as sex offender, history of violence and victim sensitive is available to the…
Description: This dashboard lists active cases with reporting instructions marked ‘Transferred Offender Returning to Sending State’ in the receiving state (incoming) or sending state (outgoing). It provides departure notice and arrival notice management…
Legacy cases do not allow for Notice of Arrival or Notice of Departures in ICOTS. It is assumed that legacy cases are actively supervised cases where the offender has reported in the receiving state. ICOTS will not allow a Notice of Departure or Notice of…
Find out how to narrow down and refine your search using the search criteria in the Compact Workload.
With more legacy data going into ICOTS, many Compact Office Users are still experiencing problems with the Compact Workload when more than 250 records…
On Wednesday, January 31, 2018 three new user experience enhancements were launched in ICOTS. While some future enhancements around new functionality will require training and informational materials, these enhancements were requested to improve user…
Frequently asked questions and answers regarding the function and role of compact office users in ICOTS.
I am a compact office user and processing an incoming activity, I have an option to delegate to a supervisor or assign to a PO. What’s the difference…
Most states have their own list of codes they use to categorize offenses. To centralize all the criminal offenses record in ICOTS, each state must enter an offender's offense details using NCIC codes. Below is a complete list of all the NCIC offense codes…
Find out why Compact Office users should become familiar with the Workload Search funtionality.
Search criteria should be administered when accessing pending activities as Compact Office Users’ workload is not filtered by user and will display all cases…
Frequently asked questions and answers regarding supervisor functions and activities in ICOTS.
I received an email to review an outgoing Transfer Request and to log into ICOTS; when I log in I am at the Assistants screen which only initiates activities.…
I'm trying to delete an offender from our duplicate report that case no compact cases, but ICOTS gives me an error message that says I'm not allowed to created a delete request for that offender. You will only see this message when you attempt to delete…