Attachment A - Current Workflow.pdf

SEX OFFENDER WORK FLOW

VERIFICATION FORMS – ACIC staff

• Offender reports to law enforcement every 3 or 6 months

• Verification form is submitted through CENSOR and will going to our pending file. If it is done manually it’s faxed or emailed to SOR.

• ACIC Staff member will update the website address and submit

• Verification forms are then sent to our verifier for 3rd party check.

CHANGE OF INFORMATION FORMS – ACIC staff

• Offender reports to law enforcement every time any information needs to changed or updated (mailing or physical address, employment, phone, email, driver’s license, vehicle information, social media, etc etc). This will then go to our pending file to be reviewed and updated before being submitted.

• As with VOR forms some COI forms are still done manually by some departments who do not use CENSOR or if CENSOR is down they will be emailed or faxed to the SOR.

• ACIC Staff member will update the physical address and employment address for the

SOR website.

• Change of Information forms are then sent to our verifier for a 3rd party check.

REGISTRATION FORMS – ACIC staff

• Offenders are registered by law enforcement, ADC, ACC or directly by the court upon sentencing. The courts and ACC cannot register in CENSOR so all these forms are submitted by fax or email to the SOR.

• Court documents are requested for Out of State convictions, once received we will create a record in AMF and tie to his DL information and update any AKA’s or any other information used for CCH records.

• Arkansas convictions, once ACIC Staff received court documents ACIC Staff member will update that disposition information in AMF and add any AKA, or any other information used to update the CCH record.

• Once all documents are received ACIC Staff member can update all information regarding the offense in CENSOR or enter it manually into MESSENGER for those not using CENSOR.

• Registrations are submitted, all information is then sent to our verifier for a 3rd party check. Once submitted and if available ACIC Staff member will enter the assessment level and update the description of the offense and the victim information.

• Any offense that was committed out of state has to be entered into MESSENGER manually so it will appear on the website.

• Each registration is verified to make sure it has been sent to NCIC.

FACT SHEETS / ASSESSMENTS – ACIC staff person

• Receives email of assessment from SOCNA / ADC

• Enters level

• Search and download photo for the SOR website

• Updates the offense description and victim information if needed

• Verify and enter the offenders / victims age at the time offense for level 2 offenders to determine if they will appear on the website

• All Fact Sheets / Assessments are then sent to the verifier for a 3rd party check

*NONE OF THESE TRANSACTIONS INCLUDE EMAILS, CALLS, REQUESTS FROM ARKANSAS LAW

ENFORMENT AND OTHER STATES OR COUNTRIES FOR INFORMATION REGARDING A SPECIFIC

OFFENDER. COURT CASES TO BE PUT TOGETHER, TRAINING, MEETINGS, ETC. ETC.

REGISTRATION PROCESS…

STEP 1..RUN SQW ( ARKANSAS DL / NCIC INFORMATION)

STEP 2…RUN QX..AR SID FOR ARKANSAS CCH OR FBI NUMBER FOR NCIC MULTI STATE CCH

STEP 3… GO TO AMF.. RUN BY MASTER CSN OR CREATE MASTER RECORD FOR OUT OF STATE

CONVICTIONS

STEP 4…. UPDATE CCH RECORD IF NEEDED.. AKA’S, SCARS,MARKS, AND TATTOOS. TIE ARKANSAS DL TO

CCH RECORD

STEP 5… UPDATE ARREST RECORD OR CREATE FOR OUT OF STATE CONVICTIONS

STEP 6… GO TO CENSOR, RUN BY CSN OR NAME AND DOB.

STEP 7… UPDATE OR ENTER PHYSICAL IDENTIFIERS. THOSE OFFENDER WITH AN AR SID THE SCREEN

WILL AUTO POPULATE MASTER NAME INFORMATION. THOSE OFFENDERS WITHOUT AN ARKANSAS SID

WE WILL START FROM SCRATCH AND ENTER THE INFORMATION PUT INTO AMF AND SHOW THE CSN

CREATED.

STEP 8… UPDATE PHYSICAL/ MAILING ADDRESS, ADDRESS FOR WEBSIT..VESSEL INFORMATION. EMAIL

ADDRESSES

STEP 9… UPDATE EMPLOYMENT / EMPLOYMENT FOR WEBSITE, VEHICLE INFORMATION, ALIEN

REGISTRATION, PASSPORT, PROFESSION LICENSING NUMBER, COLLEGE / EDUCATION

STEP 10… OFFENSE AND VICTIM INFORMATION. CRIME DESCRIPTION…SUBMIT TO ACIC/NCIC

STEP 11…. RUN SOFF RELEASE RECORD TO NCIC AND ADD ASSESSMENT LEVEL INFORMATION

STEP 12… RUN SORM.. ADD THE CRIME FOR THE WEBSITE AND ANY INFORMATION THAT COULD NOT

BE PUT IN CENSOR.

STEP 13…RUN SORV IF NEED TO ADD ADDITION VICTIM INFORMATION (CENSOR WILL ONLY ALLOW 4

TO BE ENTERED) LEVEL 2 OFFENDERS FOR THE WEBSITE WILL NEED ADDITION INFORMATION ADDED

STEP 14.. RUN QSOF TO VERIFY ALL INFORMATION IS ENTERED

FINAL STEPS.. RUN AND PRINT OUT QSOF, SQW TO VERIFY THE RECORD WENT NCIC AND QX FOR AFTER

COPIES..

SOFS MAY BE NEEDED TO ADD ADDITION EMAIL INFORMATION