OVR Admin User Manual - Welcome to the County of … of Correction OVR ADMINISTRATION USER MANUAL...

Department of Correction

OVR ADMINISTRATION USER MANUAL Santa Clara County

OVR Admin User Manual

The Information Services Department

1555 Berger Dr. Building 2, Floor 2 San Jose, CA 95112

Revised 5/8/2007

OVR ADMINISTRATION • USER MANUAL

i

Table of ContentsIntroduction _______________________________________________ 1

Accessing the OVR Admin System __________________________ 1 OVR Admin Operations Available per User Role _______________ 2 How to Access the OVR Admin System ______________________ 3

Operations Available to the Housing Module Staff Role___________ 6 Check/Modify/Cancel Scheduled Visits for a Visitor ____________ 7 View/Print/Update Daily Visiting Report _____________________ 17 Look-Up Inmate Booking Information _______________________ 23

Operations Available to the Visiting Staff Role _________________ 27 Register a New Visitor____________________________________ 28 Update/Check Visitor Registration Information _______________ 30 Reset a Visitor's Portal Login Account Password _____________ 32 Review Visitor Registration Applications ____________________ 33 Schedule New Visit for a Visitor____________________________ 35 Add/Modify/Remove 2nd Visitor ___________________________ 37 Schedule Multiple New Visits for a Visitor ___________________ 41 Check/Modify/Cancel Scheduled Visits for a Visitor ___________ 42 Check/Modify/Cancel Scheduled Visits for an Inmate__________ 42 View/Print/Update Daily Visiting Report _____________________ 49 View/Add/Modify/Remove Visitor Restrictions________________ 49 View/Add/Modify/Remove Inmate Restrictions _______________ 58 Look-Up Inmate Booking Information _______________________ 62 Reports ________________________________________________ 62

Operations Available to the Visiting Admin Role________________ 67 Map or Assign Inmate Housing Locations to Visiting Locations _ 68


View/Add/Modify/Remove Visiting Locations_________________ 72 Manage DOC User Accounts ______________________________ 81 Create a New DOC User Account___________________________ 83 Modify a DOC User's Account Information___________________ 84 Day Schedule Maintenance _______________________________ 85 Create/Update a Housing Unit Schedule_____________________ 89 Schedule Exemption Maintenance _________________________ 91 Update Inmate information________________________________ 94

Appendixes ______________________________________________ 95 A: Useful Tips! __________________________________________ 95 B: Scheduling Rules _____________________________________ 96 C: Visiting Schedules ____________________________________ 97 D: CJIC FAQs ___________________________________________ 99

ii


Introduction The OVR Administration (Admin) User Manual provides information for you to access and use the On-line Visiting Registration (OVR) Admin system. Some of the areas covered in this manual include: OVR Admin user roles, OVR operations available per role, how to access the system, and detailed instructions to perform any of the OVR Admin operations.

Accessing the OVR Admin System Access to the OVR Admin system is based on user role. You must have an account set up before accessing the OVR Admin system.

User Roles Privileges are assigned to authorized DOC staff to access specific operations in the OVR Admin system. Currently, three user roles are available:

Housing Module Staff are DOC staff located in the inmate housing units. This user role has the ability to maintain visits for a visitor, maintain the daily visiting report, and look-up inmate booking information.

Visiting Staff are officers and other staff working in the Visiting area, who have access to most of the OVR operations.

Visiting Administrators are supervisors, managerial staff, and other DOC staff who have access to all the operations in the OVR system. * Refer to the ‘OVR Admin Operations Available per Role’ section (on the next page) for the list of available operations.

1


OVR Admin Operations Available per User Role The following chart presents the operations available to each OVR Admin role. For example, Housing Module Staff are authorized to manage visits for a visitor (#8), manage reports (#10), and Look-up inmate booking information (#13).

Housing Module

Staff Visiting

Staff Visiting Admin

1 Register A New Visitor • • 2 Update/Check Visitor Registration Information • • 3 Reset A Visitor’s Login Account Password • • 4 Review Visitor Registration Applications • • 5 Schedule New Visit For A Visitor • • 6 Add/Modify/Remove 2nd Visitor • • 7 Schedule Multiple New Visits For A Visitor • • 8 Check/Modify/Cancel Scheduled Visits For A

Visitor • • •

9 Check/Modify/Cancel Scheduled Visits For An Inmate • •

10 View/Print/Update Daily Visiting Report • • • 11 View/Add/Modify/Remove Visitor Restrictions • • 12 View/Add/Modify/Remove Inmate Restrictions • • 13 Look-Up Inmate Booking Information • • • 14 Reports • • 15 Map Inmate Housing Locations To Visiting

Locations •

16 View/Add/Modify/Remove Visiting Locations • 17 Manage DOC User Accounts • 18 Create A New DOC User Account • 19 Modify A DOC User’s Account Information • 20 Day Schedule Maintenance • 21 Create/Update A Housing Unit Schedule • 22 Schedule Exemption Maintenance • 23 Update Inmate information •

Operation User Role

OVR Contacts For any questions regarding the OVR System, contact any of the following OVR Administrators: Elmwood

• Sonia Rivera at (408) 957-5307 Main Jail

• Lt. Irene DeCasas at (408) 808-2805 • Lt. Janet Fischer at (408) 808-2811

2


How to Access the OVR Admin System Authorized DOC staff may access the On-line Visiting Registration page (also called DOC Visit Reservation) at http://services.sccgovatwork/ovradmin with an authorized account (login email and password).

1. Type in directly, in the address line, the OVR A

http://services.sccgovatwork/ovradmin and pre

2. Click the Log In link located on the upper righ

k

2

Enter web address or URL in the address line

Click Submit 3c

Enter your Login Em

1

3. Enter your Login Email (3a) and your Passwo

button (3c).

Click on the “Log In” lin

dmin website address or URL ss Enter.

t hand corner of the page.

Enter your Password

ail 3a

3b

rd (3b), and press Enter or click the

3

http://services.sccgovatwork/ovradmin

http://services.sccgovatwork/ovradmin


If a security pop up window displays, click Yes to continue.

The operations in this menu change depending

on the user role.

Refer to the next section in this manual to learn how to perform any of the operations on this menu.

4


Part

1Operations Available to the Housing Module Staff and the Visiting Staff Role


Operations Available to the Housing Module Staff Role The Housing Module Staff has access to three operations. For complete details refer to any of the pages listed below.

Refer to Appendix A for a list of Helpful Tips to remember when performing any of the OVR Admin operations.

Forgot your password? Contact your OVR Administrator to assist you!


on the user role.

6


Check/Modify/Cancel Scheduled Visits for a Visitor You may view scheduled visits for a visitor and perform operations, such as: Check status, modify or cancel scheduled visits, generate a report of scheduled visits, or make a new reservation to visit an inmate. I. Check Status of a Visit for a Visitor This operation allows you to view all the details of a scheduled visit, including the status.

To check the status of schedule visits for a visitor:

2

1

1. Choose one of the three visitor search options available: Search by ID, Search by

Login ID, or Search by Name.

2. Click the button.

If there are no visits scheduled, the system displays an error message “There are no visits scheduled for this period.”

7


3

Start/End Date By default the system displays

three weeks in advance starting from today

* You may also search for past visits!

5

4

3. Enter a Start/End Date if you would like to view past or future visits. By default the

system displays three weeks in advance starting from today.

4. Select a scheduled visit by Visit Date & Time.


6

Details for the visit on Friday, January 26, 2007

6. The system displays the Visit Status page with detailed information on the selected

visit.

8


II. Modify Visit for a Visitor This operation allows you to change the date and or time to an existing visit. Only visits in Scheduled status can be modified!

To make changes to an existing visit for a visitor:

Follow steps 1 – 4 (select search option, search for a visitor, select start/end date, and select visit date and time) from the Check Status section on the Check/Modify/Cancel Scheduled Visits for a Visitor operation on page 7 of this manual.


5

Visitor 1 is required. Visitor 2 is optional, but if selected, all the fields are required.

6

7 6. Confirm the details for Visitor 1. You may also add a pre-approved Visitor 2 to this

visit.


9


Click the or buttons to search for other available dates and times.

Select: Date and Time of Visit

8

9

8. Select a new date and time from the Modify Schedule Visit, Choose Date and Time

of Visit page.


10. Click the button on the confirmation page to complete the changes to this

visit.

10

10


11

11. The system displays the new time on the Scheduled Visits for Visitor page.

III. Cancel Visit for a Visitor This operation allows you to cancel an existing visit.

To cancel a visit for a visitor:

Follow steps 1 – 4 (select search option, search for a visitor, select start/end date, and select visit date and time) from the Check Status section on the Check/Modify/Cancel Scheduled Visits for a Visitor operation on page 7.

5


11


6. Click OK to cancel the visit.

7

6

7. The system cancels the visits and updates the Visit Status column to reflect

“Cancelled by DOC” status.

IV. Generate Report of Visits for a Visitor This operation allows you to view a Visitor Scheduled Visits Report in printable format. This report displays the visits for the dates entered on the Start/End Date section. To generate a report of visits for a visitor:


12


Start &End Date You may search for past or future visits!

5

5. Click the button to view the details for the scheduled visits for the

dates entered on the Start and End Date section.

6

6. On the new Visitor Scheduled Visits Report page click the printer icon, the Print

link, or use your default print option to obtain a copy of this report.

V. Make a New Reservation for a Visitor This operation allows you make a new visit reservation from the Check/Modify/Cancel Scheduled Visits for a Visitor page. To make a new visit reservation:


13


5


6

7

6. Choose one of the three inmate search options available: Search by CEN, Search by

PFN, or Search by Name.

7. Click the button to find an inmate.

14


8

8. Click the button to verify that the inmate you found matches your search

criteria.

Note: The second visitor to be added must have an active and approved visitor application.

9

10


9. Enter visitor(s) details (ID Type/Number and Relationship to Inmate).


15


or buttons to search for other available dates and

S t Date a ime of Visit

Click the times.

12

11. On the Schedule a New Visit page choose the date and tim


13. Click the button to verify the reservation.

elecnd T

11

e of the visit.

13

16


View/Print/Update Daily Visiting Report You may update the status of scheduled visits (after they have occurred) for any visiting location and date, and include information, such as status of the visit (e.g. completed, cancelled, etc.) and information about the visitor (s) (e.g. present for the visit, number of children, etc.). After the visits have been updated, you may generate a visiting report. I. View/Update Daily Visiting Report This operation displays the daily visiting report for any given day, and allows you to update the details of any visit by selecting an inmate. If no visiting schedule is available, the system will display the following error message: “No visiting schedule is available for this location and date or there are no visits currently scheduled for this date. Please choose a different location and/or visit date”.

1

To view or update the Daily Visiting Report: 1. Select a Visiting Location from the drop down menu and enter a Visit Date.


3

5

2

4

17


3. Select a time frame from the Time Slot drop down menu on the View/Print/Update

Daily Visiting Report, Review Visits page.

4. Select a visit by Inmate Name/PFN/HCODE/BUNK.


6. Update visit details in the Visitor Details or FOR DOC INTERNAL USE ONLY

sections (6a, 6b, and/or 6c).

DOC Visit Comments: Enter important information to relay to other DOC staff. Children Details: Enter details, such as names and ages.

6 a

Were Visitors 1 and 2 present for the visit? Select Yes or No from the drop down menu

6 c

Visit Status: Select one (completed, denied, other?) Number of Children: Children present at the time of visit. Mode of Reservation: Select one (Online, Phone, Fax, Visit to Facility?)

6 b

7

6

7. Click the button to save your changes.

18


II. ‘Save All Visits’ on a Daily Visiting Report This operation saves the visit status for all the visits on the Daily Visiting Report after the visit status has been changed for each and every inmate on the list.

If no visiting schedule is available, the system will display the following error message: “No visiting schedule is available for this location and date or there are no visits currently scheduled for this date. Please choose a different location and/or visit date”.

12

To save all visits on a daily visiting report: 1. Select a Visiting Location from the drop down menu and enter a Visit Date.


3

4

5

3. Select a time frame from the Time Slot drop down menu on the View/Print/Update


19


4. Select a Visit Status for each and every Inmate Name on the View/Print/Update


Note: The ‘Completed’ Visit Status can only be used when a visit has already

taken place.

5. Click the button to change and save the Visit Status field for all the

inmates on the page.

III. ‘Mark All Visits as Completed’ on a Daily Visiting Report This operation allows you to mark all the visits on a Daily Visiting Report as completed, by just clicking on one button.

If no visiting schedule is available, the system will display the following error message: “No visiting schedule is available for this location and date or there are no visits currently scheduled for this date. Please choose a different location and/or visit date”.

1

2 To mark all visits as completed on a daily visiting report: 1. Select a Visiting Location from the drop down menu and enter a Visit Date in the

past or for today. The system will not allow you to mark future visits as ‘Completed’.


20


3

4

3. Select a time from the Time Slot drop down menu on t

Visiting Report, Review Visits page.

4. Click the button to change th

Completed for all the inmates on the page.

IV. Generate Report This operation creates a Daily Visiting Report for a selectDocument Format). This report includes all the time slots

If no visiting schedule is available, the system wilmessage: “No visiting schedule is available for this locatvisits currently scheduled for this date. Please choose a visit date”.

2

1

To generate a report: 1. Select a Visiting Location from the drop down menu a

2. Click the button

Completed

he View/Print/Update Daily

e Visit Status field to

ed day, in PDF (Portable for that day.

l display the following error ion and date or there are no different location and/or

nd enter a Visit Date.

21


3

3. Click the Review Visits page.

4. The system creates a

button on the View/Print/Update Daily Visiting Report,

Daily Visiting Report in PDF (Portable Document Format).

22


Look-Up Inmate Booking Information You may search for an inmate by CEN, PFN, or by Name to obtain current booking information. You may search for an inmate using the OVR Admin system or from the SCC Public Portal. If an inmate is no longer in custody, or the information entered is incorrect, the system will display any of the following error messages: PERSON NOT IN CUSTODY; CEN-(number) or PFN-(number) NOT FOUND; or NO MATCH FOUND. I. Look-up inmate from the OVR Admin system

1

2

To look-up an inmate from the OVR Admin system: 1. Choose one of the three inmate search options available: Search by CEN, Search by



3

3. The system displays the Inmate Booking Information, Inmate Details page.

23


II. Look-up inmate from SCC Gov.org

3

2

1

1. Go to http://www.sccgov.org home page at the “Get it Done Online” section.

2. Select the “Look Up an Inmate” option from the “Select an online service.”


24

http://www.sccgov.org/


4

5

4. Search for an inmate by CEN, PFN, or by Name.


7

6

6. Type in the blank field the word that appears in the picture (the text is case sensitive).


25


8

8. Click the or the buttons to exit the system. If you wish to make a reservatio9. n, you need to log in into the OVR Admin system

with your user ID and password.

The operation is for public users to access the VR service and ma to visit an inmate.

O ke reservations

26


Operations Available to the Visiting Staff Role Visiting Staff are officers and other staff working in the Visiting area, who have access to most of the OVR operations to manage visitor accounts, visitor applications, reports (such as the Daily Visiting Report), and also to look up inmate information. For a complete list of operations available to this role, refer to the OVR Admin Operations Available per Role section on page 2 of this manual.


on the user role.



27


Register a New Visitor If a visitor has never been registered on-line to visit an inmate, you may register the visitor and create an account for use in the OVR system.

Note: The following are some of the messages that the system may display if you do not complete all the mandatory fields:

This page contains errors. Please scroll down to review the form.

• (Field Name) is required • Date of Birth must be in the past • Felony Charges are required if Yes is selected.

If No is selected please do not enter anything • Warrant Check Date is required

To register and create a new account for a visitor in the OVR system:

Complete the six sections below (read special notes) and click

the button at the bottom of the registration form:

1 Account Information

Personal Information

The SSN (Social Security Number) is not a required field.

How to create a secure password!

2

28


Current U.S. Address

The email address used in this field will be used for all communications from DOC.

Main Jail

Select Yes if the visitor plans to visit someone at the Main Jail.

Criminal History

Select Yes if the visitor is on parole or probation or if the visitor has ever been convicted of a felony. If Yes is selected enter charges in the Comments field.

For Department of Correction Use Only

The Warrant Check Date is a required field for Approved or Denied applications.

The DOC Message to Visitor text will be displayed in the OVR visitor’s welcome page.

Although the Zip Code is not mandatory it is important to enter it to have a complete address.

4

6

5

3

29


Update/Check Visitor Registration Information Once a visitor is registered in the OVR system, you may review or update the visitor’s registration information at any time.

2

Register the visitor if you get the message: Visitor Not Found

1

To review or update a visitor’s registration information: 1. Choose one of the three visitor search options available: Search by ID, Search by



30


Step 3

Update visitor’s information

as needed

Step 4 Update the Approval Status field if the status of the application changes Note: The Warrant Check Date is only required for applications in Approved or Denied status.

Step 5 Click the Submit button to save the application.

31


Reset a Visitor's Portal Login Account Password You may reset the OVR Admin password for visitors who a) Do not remember their password to log on to the OVR system, or b) Registered in person after October 3, 2005, and subsequently were registered on-line by DOC staff.

To reset a visitor account password: 1. Choose one of the three visitor search options available: Search by ID, Search by



1

2

3

3. View/Print the Reset Visitor’s Login Account Password information.

Remind visitors that this piece of paper contains the key to access confidential information about them. Encourage visitors to change their password as soon as possible!

32


Review Visitor Registration Applications

By default, this operation displays all the applications in the Submitted status. To review a visitor’s registration application, you may search for a visitor by application in different statuses (e.g. All, Submitted, In Progress, Pending, etc.) and by location (e.g. All, Elmwood, or Main Jail).

To review a visitor’s application: 1. Select the search option from the Application Status and the Location’s drop down

menus.


1

4

3

2

3. Select an application by Visitor Name


33


34

5. Review/Update application as needed!

If the Approval Status is Approved or Denied the * Warrant Check Date is required

6. Submit your changes!


Schedule New Visit for a Visitor You may schedule a new visit for a visitor who has been registered and approved by the Department of Correction to visit an inmate.

1

To schedule a new visit for a visitor: 1. Choose one of the three inmate search options


2. Click the button to find an inmate

2

3

3. Click the button to verify that the i

criteria.

Note: The second visitor to be added must happlication.

Search for an inmate by CEN,by PFN, or by Name

available: Search by CEN, Search by

.

nmate you found matches your search

ave an active and approved visitor

35


4. Enter visitor(s) details (ID Type/Number and Relationship to Inmate).



Select Date and Time

of Visit

5

6


4 Visitor 1 is required. Visitor 2 is optional, but if selected, all the fields are required.

7

6. On the Schedule a New Visit page choose the date and time of the visit.


36


8. Click the button to verify the reservation.

Add/Modify/Remove 2nd Visitor You may add, modify, or remove a visitor that you would like to have as the second visitor on selected scheduled visits. I. Add or Change a Second Visitor to a Visit

Note: The second visitor to be added must have an active and approved visitor application in the OVR system.

8

2

1

37


To add or change a second visitor to a visit: 1. Choose one of the three visitor search options available: Search by ID, Search by



Start/End Date By default the system displays three weeks in advance starting

from today

3

4

3. On the Add/Modify/Cancel 2nd Visitor page enter a Star/End Date. By default the


4. Select a Visit Date and Time from the list of scheduled visits.

5. On the Confirm Second Visitor section, enter details for the second visitor, such as

ID Type, ID Number, and Relationship to the Inmate.


8

6

5

JOSE AGUILAR 7

7. The system displays a confirmation page for the second visitor.

8. Click the button to add this Visitor 2 to the visit.

38


II. Delete a Second Visitor from a Visit This operation removes a second visitor from an existing visit.

1

To delete a second visitor from a visit: 1. Search for the first visitor by providing Visitor Details, such as ID, Login ID, or

Name.


2

3

Start/End Date By default the system displays three weeks in advance starting

from today

4

5

6

3. On the Add/Modify/Cancel 2nd Visitor page enter a Star/End Date.

By default the system displays three weeks in advance starting from today.

4. Select a Visit Date and Time from the list of scheduled visits.

5. On the Confirm Second Visitor section, leave the ID Type as –not selected.


39


7. Click the button on the confirmation page to remove the 2nd visitor from

this visit.

7

8. The system deletes Visitor 2 from the selected visit.

40


Schedule Multiple New Visits for a Visitor You may schedule multiple visits for a visitor who has been registered and approved by the Department of Correction. The number of visits per week may vary from two to three depending on the inmate status (e.g. A trusty or inmate worker at Elmwood is allowed three visits per week). To schedule multiple visits for a visitor:

Follow steps 1-5 (choose search option, search for an inmate, confirm match, and enter visitor details) from the Schedule New Visit for a Visitor operation on page35.

6

6.

7.

‘Y

Select Dates

&Times of

7

Select multiple dates and times from the Schedule Multiple New Visits, Choose

Date and Time of Visit page.

Click the button.

If you selected more than 3 slots, the system will provide a message, such as ou selected 3. You can only select 1.’

41


8. Click the button to confirm the reservation displayed on the Schedule Multiple New Visits, Confirmation page.

Check/Modify/Cancel Scheduled Visits for a Visitor Refer to page 7 of this manual to learn how to perform this operation.

Check/Modify/Cancel Scheduled Visits for an Inmate You may view scheduled visits for an inmate and perform operations, such as check status, modify or cancel scheduled visits, and generate a report of visits. I. Check Status of Scheduled Visits for an Inmate

This operation allows you to view all the details of a scheduled visit for an inmate, including the visit status.

8

1

2

42


To check the status of scheduled visits for an inmate: 1. Choose one of the three inmate search options available: Searcy by CEN, Search by

PFN, and Search by Name.


If there are no visits scheduled, the system displays an error message “There are no visits scheduled for this period.”

3

Start/End Date By default the system

displays three weeks in advance starting from today* You may also search for

past visits!

5

4

3. Enter a Start/End Date if you would like to view past or future visits. By default the


4. Select a scheduled visit by Visit Date & Time.


43


Details for the Friday, March 02, 2007 visit!

6. The system displays the Visit Status page with all the details for a given visit. II. Modify Visit for an Inmate This operation allows you to change the date and/or time of an existing visit, in scheduled

status, for an inmate.

To make changes to an existing visit for an inmate:

Follow steps 1 – 4 (select search option, search for an inmate, select start/end date, and select visit date and time) from the Check Status section on the Check/Modify/Cancel Scheduled Visits for an Inmate operation on page 7.

5

5. Click the button

44


6. Confirm and edit, if applicable, the details for Visitor 1. You may add a pre-approved

Visitor 2 to this visit.



9

Select new Date and

Time of Visit

8

7

6 Visitor 1 is required. Visitor 2 is optional, but if selected, all the fields are required.

45


8. Select a new date and time from the Modify Schedule Visit, Choose Date and Time of Visit page.


10. Click the button on the confirmation page to complete the changes to this visit.

11

10

11. The system displays the new time on the Scheduled Visits for Visitor page.

46


III. Cancel Visit for an Inmate This operation allows you to cancel an existing visit scheduled for an inmate.

Follow steps 1 – 4 (select search option, search for an inmate, select start/end date, and select visit date and time) from the Check Status section on the Check/Modify/Cancel Scheduled Visits for an Inmate operation on page 7.

5

To cancel a sc

5. Click the

6 6. Click OK to

heduled visit for an inmate:

button.

cancel the visit.

47


7

7. The system cancels the visits and updates the Visit Status column to reflect the

‘Cancelled by DOC’ status.

IV. Generate Report of Scheduled Visits for an Inmate This operation allows you view an Inmate Scheduled Visits Report in printable format. This report displays the visits for the dates entered on the Start/End Date section.

Follow steps 1 – 4 (select search option, search for an inmate, select start/end date, and select visit date and time) from the Check Status section on the Check/Modify/Cancel Scheduled Visits for an Inmate operation on pages 7. To generate an inmate scheduled visits report:

Start &End Date You may search for past or future visits!

5

48


5. Click the button to view the details for the scheduled visits for the

dates entered on the Start and End Date section.

6. On the new Inmate Scheduled Visits Report page click the printer icon, the Print link, or use your default print option to obtain a copy of this report.

View/Print/Update Daily Visiting Report Refer to pages 17 of this manual to learn how to perform this operation. View/Add/Modify/Remove Visitor Restrictions You may add, modify, and/or remove visitor restrictions, such as Visiting Restrictions or Inmate Specific Visiting Restrictions.

A. Visiting Restrictions for the Visitor

The Visiting Restrictions restricts a visitor from visiting an inmate for a specific period or indefinitely, if necessary. I. Add a Visiting Restriction for the Visitor

2

6

1

49


To add a visiting restriction for the visitor: 1. Choose one of the visitor search options available: Search by ID, Search by Login

ID, or Search by Name.


4

3

3. Enter a Start Date, End Date, and Comments in the Visiting Restrictions, Visiting

Restrictions for Visitor page.

4. Click the button to save this new visiting restriction for the visitor.

The system will automatically cancel any visits scheduled during that period of

time and will display the following message: “All visits affected by this restriction (s)

have been cancelled”.

50


II. Modify Visiting Restrictions for the Visitor

2

1

To modify visiting restrictions for a visitor: 1. Choose one of the visitor search options available: Search by ID, Search by Login



4

3

3. Edit the End Date,

4. Click the

and/ or Comments sections.

button to save any changes to this restriction.

51


III. Delete Visiting Restrictions for the Visitor

In some cases, with the appropriate authorization, you may remove the visiting restrictions imposed on a visitor.

To delete a visiting restriction for the visitor: 1. Choose one of the visitor search options available: Search by ID, Search by Login



3

2

1

3. Click the button to delete the visitor restriction on the Visiting

Restrictions, Visiting Restrictions for Visitor page.

52


4

4. Click OK to confirm that you would like to delete the visitor restriction.

B. Inmate Specific Visiting Restrictions for the Visitor You may restrict the visitor from visiting an inmate (s) by imposing inmate specific

visiting restrictions.

I. Add Inmate Specific Visiting Restrictions for the Visitor

2

1

To add inmate specific visiting restrictions for the Visitor: 1. Choose one of the visitor search options available: Search by ID, Search by Login



53


3

4

3. Go to the Inmate Specific Visiting Restrictions section, on the Visitor Restrictions

page.


5

6

5. Search for an inmate by CEN, by PFN, or by Name.


After the restriction has been added the system will automatically cancel any visits scheduled during that period of time and will display the following message: “All visits affected by these restrictions have been cancelled”.

54


8

7

7. Enter a Start Date, an End Date, and Comments (these last two fields are optional).


II. Modify Inmate Specific Visiting Restrictions for the Visitor

2

1

To modify inmate specific visiting restrictions for the Visitor: 1. Choose one of the visitor search options available: Search by ID, Search by Login



55


3

5 4

3. Go to the Inmate Specific Visiting Restrictions section, on the Visitor Restrictions,

Visiting Restrictions for Visitor page.

4. Select an Inmate PFN from the list of Inmate Specific Visiting Restrictions.


6

6. Edit the End Date a

7. Click the

7

nd/or Comments section.

button to save your changes.

56


III. Delete Inmate Specific Visiting Restrictions for the Visitor

1

2

To delete inmate specific visiting restrictions for the Visitor: 1. Choose one of the visitor search options available: Search by ID, Search by Login



3

4

3. Go to the Inmate

page.

4. Select an Inmate

section.

5. Click the

5

Specific Visiting Restrictions section, on the Visitor Restrictions

PFN from the list on the Inmate Specific Visiting Restrictions

button to delete the selected inmate specific visiting restriction.

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View/Add/Modify/Remove Inmate Restrictions You may add, modify, and/or remove visiting privileges from an inmate for a specific period of time. A. Visit Restriction Details The Visiting Restrictions would restrict an inmate from visiting an inmate for a specific period or indefinitely, if necessary. Before you impose a restriction, you need to search for an inmate in the system. I. Add a Visit Restriction for an Inmate

2

1

To add a visit restriction for an inmate: 1. Choose one of the three inmate search options available: Search by CEN, Search

by PFN, or Search by Name.


The system will automatically cancel any visits scheduled during that period of time and will display the following message: “All visits affected by this restriction (s) have been cancelled”.

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4

1

3

3. Go to the Visit Restrict

4. Enter a Start Date, End

5. Click the bu

II. Modify a Visit Restri

2

To modify a visit restrict

1. Choose one of the three

PFN, or Search by Nam

2. Click the bu

5

ion Details section.

Date, and Comments (these last two fields are optional).

tton.

ction for an Inmate

ion for an inmate:

inmate search options available: Search by CEN, Search by

e.

tton.

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3. Go to the Visit Restriction Details section.

4. Change the End Date and/or the Comments section.


III. Delete Visiting Restrictions for an Inmate

3

4

5

1

2

To delete a visit restriction for an inmate:

1. Choose one of the three inmate search options available: Search by CEN, Search by



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3

4

B

A

3. Go to the Visit Restriction Details section.


5. The system removes the inmate visiting restriction.

B. Inmate Visit Monitoring Details for an Inmate

This feature was created in OVR Admin in case visits needed to be monitored at any time. This system feature is not being used at this time.

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Look-Up Inmate Booking Information Refer to page 23 of this manual to learn how to perform this operation.

Reports You may generate a variety of reports to obtain detailed information about visits, visitors, and locations.

If the system does not find a report to match your search criteria, you will see the message “Could not find any matches to generate a report. Please, try again with different sets of data.”

If the system finds a match, the system will display a report in PDF (Portable Document Format).

I. Visiting Report by Inmate

A Report by Inmate allows you to view information about all the visits an inmate has had. You may specify the dates for this report.

To obtain a ‘Visiting Report by Inmate’: 1. Enter a PFN (Personal File Number).

2. Select a date option:

• All Dates

• Use Following Date Ranges (enter From and To dates)


4. The system generates a report in PDF.

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II. Visiting Report by Visitor

A Report by Visitor allows you to learn more about a visitor’s visit history.

To obtain a ‘Visiting Report by Visitor’: 1. Select ID Type from the drop down menu.

2. Enter a Visitor ID Number.

3. Select a date option:

• All Dates

• Use Following Date Ranges (enter From and To dates)



III. Location Report

A Location Report provides the total number of scheduled visits for a specific location in a weekly, monthly, or yearly manner.

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To obtain a ‘Location Report’:

1. Select a location from the drop down menu.

2. Enter a date range (From and To)

3. Select time frame:

• Week

• Month

• Year



IV. Daily Visiting Report

The Daily Visiting Report is one of the most helpful reports for DOC staff because they use this report to evaluate past, present, or future visits. This report provides detailed information, such as time of visit, inmate details, visitor details, visit status, and remarks.

To obtain a ‘Daily Visiting Report’: 1. Select a Location from the drop down menu.

2. Enter a Date.



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V. Visits by Status Report

The Visits By Status Report is useful for DOC staff to identify visit status on a given time frame.

To obtain a ‘Visits By Status Report’:

1. Select a visit status (completed, cancelled, etc.) from the drop down menu.

2. Enter a date range (From and To).



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Operations Available to the Visiting Admin Role

Part

2


Operations Available to the Visiting Admin Role

The Visiting Staff role and the Visiting Admin role have access to the same day-to-day operations in the OVR Admin system. Refer to the OVR ‘Admin Operations Available per Role’ section (page 2 of this manual) for the list of available operations. This section covers other OVR Admin operations that only Visiting Administrators have authorization to manage.




on the user role.

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Map or Assign Inmate Housing Locations to Visiting Locations This operation allows OVR administrators to maintain the assignment of inmate housing locations to specific visiting locations.

I. Assign a visiting location

This operation allows you to assign or map a housing location to a visiting location.

1

To assign a housing location to a visiting location:

1. Click the button at the bottom of the Inmate Housing Location to

Visiting Location Mapping, Maintain Inmate Housing Locations to Visiting

Locations Mappings page.

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2

2. Complete the Mapping

the Inmate Housing Lo

Housing Location to V

3. Click the bu

4

4. The system adds the ne

Location Mapping, M

Mappings page.

3

Details, such as inmate facility code, visiting location, etc. on

cation to Visiting Location Mapping, Add an Inmate

isiting Location Mapping page.

tton to assign a housing location to a visiting location.

w assignment to the Inmate Housing Location to Visiting

aintain Inmate Housing Location to Visiting Locations

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II. Modify an Assignment

This operation allows you to change assignment details, such as modifying the HFAC, HCODCD, Visiting Location, or even the Housing Unit.

1

2

To modify the details of a housing location to a visiting location: 1. Select an Inmate Facility Code (HFAC) from the list.


3

4

3. Edit the Mapping (or assignment) Details as needed.


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III. Remove an assignment

This operation allows you to remove an assignment (or mapping) from the Inmate Housing Location to Visiting Location Mapping, Maintain Inmate Housing Location to Visiting Locations Mappings page.

Check with your OVR Administrator before deleting any visiting location assignments!

To remove the a 1. Select an Inm

2. Click the

1

3

3. Click the OK

4. The system re

2

ssignment (or mapping) of a housing location to a visiting location:

ate Facility Code (HFAC) from the list.

button.

button to confirm the deletion.

moves the assignment from the list.

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View/Add/Modify/Remove Visiting Locations OVR administrators can add or remove a visiting location or modify the details of a specific visiting location, such as changing the default number of available booths.

I. Add a Visiting Location

This operation allows you to add Visiting Locations, such as M8 Visiting All, or MJN-F2, and assign a default number of booths for each location.

1

To add a visiting location:

1. Click the button on the Visiting Locations, Maintain Visiting Locations

page.

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After a location has been created the Booth Schedule section is available on the Modify page.

2. Complete the Visiting Location Details, such as Location Name, Default Number

of Booths, and Comments.

3. Click the button to add a new visiting location.

3

4

2

4. The system adds the new location to the Visiting Locations, Maintain Visiting

Locations page.

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II. Modify a Visiting Location

This operation allows you to edit an existing Visiting Location. For instance, you may change the text in the Comments field.

1 2

To modify the details of a visiting location: 1. Select a visiting location from the list.


3

4

3. Edit the Visiting Location Details, such as Name or Comments.


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III. Modify Number of Booth Schedules (Booth Schedule Restriction)

This operation allows you to make temporary changes to the default number of booths for a visiting location. For instance, you may decrease, or increase the number of booths for a visiting location, for a fixed period of time.

To modify the number of booths in a visiting location: 1. Select a Visiting Location from the list.


1

2

4

3

3. Go to the Booth Schedules section on the Visiting Locations, Modify Visiting Location page.


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5. Enter the following Booth Schedule Details on the Visiting Locations, Add Booth

Schedule page:

a. Effective Date b. Expiration Date c. Number of Booths (lower or higher than the default number of booths)


5 6

7

7. The system will automatically cancel any visits scheduled during that period of time

and will display the following message: “All visits affected by this restriction (s) have been cancelled”.

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IV. Modify Booth Schedules Restriction

This operation allows you to edit information entered on the above steps (Booth Schedule restriction). You may change the effective/expiration date, or decrease/increase the number of booths for a limited time.

To modify a booth schedule restriction: 1. Select a Visiting Location from the Visiting Locations list.


1 2

4 3

3. On the Booth Schedules section select a booth schedule restriction from the list.


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5. Edit Booth Schedule Details, such as Effective Date, Expiration Date, and/or

Number of Booths.


5

6

7

7. The system will automatically cancel any visits scheduled during that period of time

and will display the following message: “All visits affected by this restriction (s) have been cancelled”.

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V. Remove Booth Schedule Restriction

This operation allows you to remove the temporary changes to a default number of booths that you created on the operation III - Modify Number of Booth Schedules above.

To remove a booth schedule restriction: 1. Select a Visiting Location from the Visiting Locations list.


1 2

4

3

3. Go to the Booth Schedules section.


The system removes the Booth Schedule adjustment without providing a warning

message. 79


VI. Remove Visiting Location

If a visiting location is being used in a visit, the system may display the following message: “Could not remove location! This location has future visits associated to it.”

1

To remove a visiting location: 1. Select a Visiting Location from the Visiting Locations list.


2

3

3. Click OK to confirm deletion.

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Manage DOC User Accounts This operation displays all the DOC user accounts in the system. Once you select an account, you may update account information or remove the account from the system.

I. Modify User Account Information

This operation allows you to find DOC Users and make changes to user account information, such as Name, Designation, and User Role.

2

1

To modify and existing DOC User account from the list: 1. Select a DOC user account from the DOC Users list.


3

4 3. Edit the user account information as needed.

4. Click the button to save changes. 81


II. Delete User Account

This operation allows you to delete permanently from the system DOC user accounts that are no longer valid. For instance, a DOC staff moved to another department; therefore, the account needs to be removed from OVR Admin.

1

To delete a DOC User account: 1. Select a DOC user account from the DOC Users list.


2

3


3 4

4. Click OK to delete this account from the system.

5. The system removes the user account from the system permanently.

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Create a New DOC User Account This operation allows you to create new accounts for DOC users to access the OVR system.

1

To create a new DOC user account:

2

1. Complete the fields in the Account Information and DOC User Details sections.

2. Click the button to create the user account.

To verify that the account was added to the DOC Users list go back to the main menu and click on the Manage DOC user accounts link. The new account you created above will be displayed on the DOC Users list.

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Modify a DOC User's Account Information This operation allows you to search for an individual DOC User Account by name and update it, or remove the account from the system.

The email address in a DOC User Account cannot be changed. If you need to change the email address, delete the existing DOC User Account and create a new account with the new email address.

2

1

To modify a DOC user account: 1. Enter DOC User Details on the DOC User Account Information, Search DOC

User page.

2. Click the button to find the user in the system.

From the Modify User Account Information page you may also delete a DOC

user from the system by clicking on the button.

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3

3. Modify the DOC user account information.

4. Click the button to save changes. Day Schedule Maintenance This operation allows you to manage day schedules (or time slots) for Elmwood or Main Jail, which are created based on user needs (E.g. Weekday, Weekend, or No Visiting schedules).

I. Add a Day Schedule

This operation allows you to add a new day schedule. A Day Schedule with no times may be created. For instance, a No Visiting schedule may be created and used for no visiting days.

4

1 To add a new day schedule:


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2. Enter the Day Schedule Details, such as Name, Comments, and Select Times slots.


2

3

4

4. The system adds the new day schedule to the Maintain Day Schedules list.

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II. View Details of a Day Schedule

This operation allows you to view the details of a selected day schedule.

To view the details of a day schedule: 1. Select a day schedule from the Day Schedules, Maintain Day Schedules page.


1

2

3

3. The system displays the Day Schedules Details for the selected item.

Day schedules cannot be edited! For any changes to an existing day schedule you may consider creating an exemption to that schedule (see operation ‘Schedule Exemption Maintenance’).

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III. Remove a Day Schedule

This operation allows you to delete a selected day schedule from the Day Schedules, Maintain Day Schedules page.

If the day schedule is being used in a housing schedule or an exemption, the system will not allow you to delete it from the list and will display a warning message, such as:

• This day schedule cannot be removed because it is being used on one or more Housing Schedules

• This day schedule cannot be removed because it is being used on future Exemptions

1

2 To delete a day schedule from the list: 1. Select a day schedule from the Maintain Day Schedules, Day Schedules page.


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3

3. Click the OK button to confirm deletion.

Create/Update a Housing Unit Schedule This operation allows OVR administrators to create a new housing unit schedule or manage an existing one by location and by day of the week.

Warning: The Housing Unit Schedule is a permanent schedule and does not have an expiration date. Once the schedule is set up handle any temporary changes to this schedule through exemptions (see Schedule Exemption Maintenance operation).

1

To create a new housing unit schedule: 1. Select a Housing Unit from the drop down menu.

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All days of the week must have a day schedule selected (e.g. Elmwood No Evening) before saving any changes to the schedule.

3

2

2. Select a day schedule for each day of the week. For example, for Sunday select the

Weekend and Holiday schedule from the drop down menu.


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Schedule Exemption Maintenance OVR administrators may create exemptions (or exceptions) to a day schedule to accommodate special circumstances or events.

I. Create an exemption

An exemption means to use an alternate day schedule for a specific date. For instance, on 12/25/2006 use the day schedule called “Christmas.” An exemption is for one day only and it expires at the end of the day. However, multiple exemptions can be created if the exception lasts more than one day.

1

To create an exemption to a day schedule:

1. Select a Housing unit (or the All option) from the drop down menu.

2


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4

3

3. Complete the Schedule Exemption Details as follows:

• Exemption Date: Day when the exception will occur.

• Day Schedule: Day schedule that will be used on the exemption date.

• Housing Unit: Select the one/s that will be affected by the change.

Multiple housing units may be selected:

o To select multiple consecutive units: Select the first option and hold

down the Shift key.

o To select multiple non-consecutive units: Select option and hold down

the Ctrl key.


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II. Remove Exemptions

You may delete an exception you may have created for a day schedule.

1

2

To remove an exemption to a day schedule: 1. Select an Exemption Date to be removed from the Schedule Exemptions, View

Schedule Exemptions page.


3

3. Click the OK button to confirm deletion.

4. The system removes the exemption date from the list.

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Update Inmate information The OVR system runs a "batch" job every day at approximately 1:00 AM to check the status of the inmates who have visits scheduled within the next 3 weeks. If any of the changes described below have occurred the system will cancel the visit. After this job is completed, the system sends an email to the email group [email protected]. The system cancels visits when …

a) The inmate has been moved. For instance, from Housing Facility (e.g. Main Jail

to Elmwood) or Facility Code (4300A to 4300H).

b) The status of the inmate has changed (e.g. Inmate Workers).

c) The inmate has a court date during regular business hours.

After the system runs the batch job you could identify in the OVR Admin system which visits were cancelled, by running the Visits By Status Report described on page 65 of this manual.

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mailto:[email protected]


Appendixes

A: Useful Tips!

Key points to remember when performing any of the OVR Admin operations:

• Fields marked with a red asterisk * are required.

• The date format for any operation is mm/dd/yyyy (forward slash is required).

• If you are unable to schedule a visit because the inmate has no visiting

location assigned, contact your OVR Visiting Admin person (See OVR

Contacts section).

• You may access the navigation trail (or breadcrumb) displayed below, from any

OVR Admin page, to go back to the main menu (“DOC Visit Reservation”) or to

the SCC Public Portal.

Click on the DOC Visit Reservation link to go back to the OVR Admin main menu page

Click on the SCC Public Portal link to go back to the Santa Clara County Public Portal (SCCGOV.org) page

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B: Scheduling Rules For Elmwood and Main Jail (MJ)

• A week, in the OVR scheduling system, goes from Sunday to Saturday • One visit per day • Two visits per week (exceptions: Some Elmwood inmates on a special status are

allowed to have up to 3 visits a week) • No visits for inmates who have been restricted from visiting

o Within time parameters o Permanently o From a specific visitor

• No visits for visitors who have been restricted from visiting o Within time parameters o Permanently o From a specific inmate

• No visits on the scheduled release date or after • No visits on a day the inmate has court scheduled • No visits when DOC or system cancelled the visit • No visits unless Visitors are in Approved status, except for Main Jail, which

allows visitors in Pending status to be scheduled • On-line visits for the public are only available for Elmwood • No visits when inmate HCOD is in "PR" (in process) or "TR" (transit) status,

except for qualified hospital visits • No visits when inmate is not in custody • No visits when inmate is transferred from Main Jail to Elmwood • Cancel MJ visits automatically if inmate is transferred to Elmwood • CEN status must be HELD or COMM • Visits can be scheduled for current day or

o Next 3 days at the Main Jail o Next 21 days for Elmwood

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C: Visiting Schedules

Elmwood Complex Visitors Program Informational

MEN'S FACILITY

Note! Effective Friday, February 3, 2006, you will now be able to schedule appointments for Friday morning at the Men's Facility. There will be three sessions available to schedule: 0800, 0900 and 1000 hours.

Monday, Tuesday, and Thursday

MORNING AFTERNOON EVENING 1:00 PM – 1:30 PM 7:00 PM – 7:30 PM

NO Morning Visits 2:00 PM – 2:30 PM 8:00 PM – 8:30 PM 3:00 PM – 3:30 PM 9:00 PM – 9:30 PM 4:00 PM – 4:30 PM 10:00 PM – 10:30 PM

Friday

MORNING AFTERNOON EVENING

8:00 AM – 8:30 AM 1:00 PM – 1:30 PM 9:00 AM – 9:30 AM 2:00 PM – 2:30 PM NO Evening Visits

3:00 PM – 3:30 PM

Saturday, Sunday and County Observed Holidays

MORNING AFTERNOON EVENING 7:00 AM – 7:30 AM 1:00 PM – 1:30 PM 8:00 AM – 8:30 AM 2:00 PM – 2:30 PM NO Evening Visits 9:00 AM – 9:30 AM 3:00 PM – 3:30 PM

10:00 AM – 10:30 AM 4:00 PM – 4:30 PM

WOMEN'S FACILITY

Daily Visiting Schedule

MORNING AFTERNOON EVENING 7:00 AM – 7:30 AM 1:00 PM – 1:30 PM 8:00 AM – 8:30 AM 2:00 PM – 2:30 PM NO Evening Visits 9:00 AM – 9:30 AM 3:00 PM – 3:30 PM

10:00 AM – 10:30 AM 4:00 PM – 4:30 PM

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Main Jail Complex

Visiting Hours Visiting Schedule Monday Tuesday Wednesday Thursday Friday Saturday Sunday 7:00 - 8:00 AM NO NO NO NO NO YES YES 8:10 - 9:10 AM YES YES NO YES YES YES YES 9:20 - 10:20 AM YES YES NO YES YES YES YES 10:30 AM - 2:00 PM NO NO NO NO NO NO NO2:00 - 3:00 PM YES YES NO YES YES YES YES 3:10 - 4:10 PM *See Below

YES YES NO YES YES YES YES

4:20 PM - 5:20 PM YES YES NO YES YES YES YES * Until further notice, 3:10 PM visits will be allowed only at Main Jail South. This time is not available at Main Jail North.

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D: CJIC FAQs What is CJIC? CJIC, Criminal Justice Information Control, is a centralized repository of information that provides automated criminal history and case tracking. You can obtain adult adjudication tracking and juvenile booking information through this database system. Why do I need to access CJIC? You may use CJIC to add, update or query details of a defendant. Searches which you may utilize within CJIC include: queries into bookings, custody, probation, court and warrants. CJIC is also utilized specifically with On-Line Visitor Registration to review an inmate housing, visitation scheduling and in your departmental process to clear a visitor. How do I access CJIC? Prior to accessing the production region in CJIC you need to learn about CJIC navigation, security and some basic functionality. CJIC Basic training is available by attending a class, department training or reviewing the on-line Working with CJIC guide. Your agency Security Coordinator will provide you with an account. CJIC, is a user-based system, each authorized user will have a unique user ID and password, which grants you permission to transactions you need to access to perform your job duties. Various levels of CJIC access are granted to DOC staff members based on their need and right to know, as well as their functionality within the department. Agency Security Coordinators determine the specific transactions within CJIC that you will see following training. Who is my department training coordinator? Officer Michelle Asban is the Training Coordinator for Department of Correction. You may contact her to sign up to any of the offered CJIC classes, such as CJIC Basics and CJIC Criminal History. Who is my department security coordinator? There are several Security Coordinators within DOC who may assist you with password settings and troubleshooting. Your main Security Coordinator is Officer Michelle Asban.

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OVR Admin User Manual - Welcome to the County of … of Correction OVR ADMINISTRATION USER MANUAL...

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