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 • This is your CJIS “Expert” • Have the clerk request authorization from DPS to use their website. report CJIS in • Link is https://cch.dps.texas.gov/CJISAuth/login/CJIS our County
Link is https://cch.dps.texas.gov/CJISAuth/login/CJIS
• On the login page, click on “Request Access” follow the steps CJIS “EXPERT” • This will be invaluable in the reporting process • Actual reporting through the website is fast and easy This is how we • In my case, I run error reports, submit corrections, and report NICS (we will talk about NICS later.) report CJIS in • 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. our County • I have my error report set up to run the first of every month.
• 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/ CJIS Manuals 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.
• 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 Most expired.) b. Court Disposition Date – this is always the Common CJIS original disposition date no matter what you are reporting. Errors 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.)
Deferred Terminated or Completed/Dismissed
Incorrect reporting of Early Terminations and • Completions of Probation (Defendant was actually convicted.) a. Court Disposition- 331 (Probation Discharge) Most b. Disposition Date- use original disposition date NEVER CHANGE Common CJIS c. Status or Sentence Date- Enter the date of the Discharge from Probation Errors d. Show reporting instructions and our form e. No provision is needed.
Early Termination or Completion of Probation
Reporting Vacated Sentences • • A. Court Disposition- Your new Disposition (such as Most Dismissal) • B. Disposition Date- use original disposition date NEVER Common CJIS CHANGE • C. Status or Sentence Date- Enter the date of the new Errors Discharge
Vacated Sentences-Convicted/Dismissed
• 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 •
Appeal Reporting
• 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. •
NICS REPORTING EXAMPLES
• 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 .
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