CJIS REPORTING PRESENTED BY DONETTE BIRKELBACH CJIS EXPERT Find - - PowerPoint PPT Presentation

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May 15, 2023 169 likes •487 views

LISA DAVID DISTRICT CLERK WILLIAMSON COUNTY, TEXAS CJIS REPORTING PRESENTED BY DONETTE BIRKELBACH CJIS EXPERT Find your criminal clerk who works puzzles, word games, or Sudoku at lunch .a real problem solver. This is how we

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CJIS REPORTING

LISA DAVID DISTRICT CLERK WILLIAMSON COUNTY, TEXAS PRESENTED BY DONETTE BIRKELBACH

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CJIS “EXPERT” This is how we report CJIS in

ur County
Find your criminal clerk who works puzzles, word games, or Sudoku

at lunch ….a real problem solver.

This is your CJIS “Expert”
Have the clerk request authorization from DPS to use their website.
Link is https://cch.dps.texas.gov/CJISAuth/login/CJIS

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Link is https://cch.dps.texas.gov/CJISAuth/login/CJIS

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CJIS “EXPERT” This is how we report CJIS in

ur County
On the login page, click on “Request Access” follow the steps
This will be invaluable in the reporting process
Actual reporting through the website is fast and easy
In my case, I run error reports, submit corrections, and report NICS

(we will talk about NICS later.)

In Williamson County, we use Odyssey, I run my reports through

that system, but there are many reports that can be run through the CJIS website, once your “Expert” has access.

I have my error report set up to run the first of every month.

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CJIS Manuals

In this Power Point I will refer to various manuals. I highly

recommend you download all the manuals.

You can download the Adult and Juvenile Manuals from

the DPS website

Link is

http://www.dps.texas.gov/administration/crime_records/ docs/cjis/CR-50B.pdf Adult

Link is

http://www.dps.texas.gov/administration/crime_records/ docs/cjis/CR-50A.pdf Juvenile

Every criminal clerk should have a copy on their desk.

There are great examples of typical reporting in the back.

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Most Common CJIS Errors

Incorrect reporting of Early Terminations and Completions of

Deferred. Deferred Adjudication (originally reported as 312.)- Early Termination or completion –

a. Disposition is 400, Community Supervision

Expired- (does not matter if the time has actually expired.)

b. Court Disposition Date –this is always the
riginal disposition date no matter what you are

reporting.

c. Status or Sentence Date- Termination or

completion/dismissal date.

d. Delete fees and agency information.
e. Provision-Must be filled out for Deferred-393-

Deferred Completed and Charges are dismissed (show example of our county’s form. 394-deferred complete (no dismissal.)

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Deferred Terminated or Completed/Dismissed

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Most Common CJIS Errors

Incorrect reporting of Early Terminations and

Completions of Probation (Defendant was actually convicted.)

a. Court Disposition- 331 (Probation Discharge)
b. Disposition Date- use original disposition date

NEVER CHANGE

c. Status or Sentence Date- Enter the date of the

Discharge from Probation

d. Show reporting instructions and our form
e. No provision is needed.

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Early Termination or Completion of Probation

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Most Common CJIS Errors

Reporting Vacated Sentences
A. Court Disposition- Your new Disposition (such as

Dismissal)

B. Disposition Date- use original disposition date NEVER

CHANGE

C. Status or Sentence Date- Enter the date of the new

Discharge

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Vacated Sentences-Convicted/Dismissed

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Appeal Reporting
These instructions were given to myself and Lisa David, by Cassandra Ritchie
Report the original judgment normally.
Wait until the Appeal is over to do supplemental report
Again, leave or enter the original disposition date – Never change this date
Appeal date - final disposition date.
Appeal Status- see manual for codes, such as held, released on bond, etc.
Appeal Result-see manual for codes, such as Reverse and Acquittal, Reverse

and New Trial, Dismissed Appeal, etc.

You may need a Provision if needed
Show example

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Appeal Reporting

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NICS Reporting- The National Instant Criminal

Background Check System

I learned about NICS reporting last year at the CJIS conference.
House Bill 3352 was passed in 2009, after the Virginia Tech shooting. This Bill requires District and

County Clerks to report mental commitments to DPS. This includes all cases from 9/1/1989 to present.

Our CJIS representative came for the morning, showed me how to report and explained when we
report. He suggested that we pick one ORI (in other words, under one Court number), and use it to

report all commitments. I am talking about the criminal commitments at this time. The Civil commitments are reported by the County Courts.

Once you make a report, you are required to make a report every month from then on. If there are

no reports that month, you enter a “Zero” report. There is a NICS reporting guide

Link https://cch.dps.texas.gov/CJIS/les/help/downloaduserguide/2
All mental commitments. If they are restored to competency, no matter.

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NICS REPORTING EXAMPLES

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CJIS and NICS Reporting
My other advice is … make friends with someone in Error Resolution, they will be your biggest ally.
There will be some errors reported wrong at the arresting or prosecution phase. This is where the

website comes into play.

In such a case, I email my “friend” the TRN and TRS, Defendant’s Name, DOB, judgment(s), and

information or indictment. I give a brief explanation of what I believe to be wrong. (For example, I believe the DA reported this as a rejection, and the Defendant was actually indicted and convicted.)

In my opinion, this is the MOST IMPORTANT REPORTING WE DO AS CLERKS
In light if the recent events in Sutherland Springs and Las Vegas, I do not want to be the clerk who

fails to report a commitment or Family Violence finding.