Guide to Understanding Criminal Background Check

Transcription

Illinois State Police
Information & Technology Command
Bureau of Identification
Information & Technology
Command
260 North Chicago Street
Joliet, Illinois 60432
Phone: (815) 740-5160
Fax: (815) 740-5174
www.isp.state.il.us
Guide to Understanding
Criminal Background
Check Information
GUIDE TO UNDERSTANDING CRIMINAL
BACKGROUND CHECK INFORMATION
ILLINOIS STATE POLICE
INFORMATION & TECHNOLOGY COMMAND
260 NORTH CHICAGO STREET
JOLIET, ILLINOIS 60432-4072
PHONE: (815) 740-5160 * FAX: (815) 740-5174
www.isp.state.il.us
Guide to Understanding Criminal Background Check Information
TABLE OF CONTENTS
-I- GENERAL INFORMATION __________________________________________________ - 4 The History of the Bureau of Identification_______________________________________ - 4 The Role of the Bureau of Identification as the State Central Repository ___________ - 5 The National Child Protection/Volunteers for Children Act ________________________ - 5 -
-II- UNIFORM CONVICTION INFORMATION ACT ____________________________________ - 8 The Uniform Conviction Information Act ________________________________________ - 8 Conviction Information Request Fingerprint Form _______________________________ - 8 Conviction Information Name Based Request Form _____________________________ - 13 -
-III- FEE APPLICANT FINGERPRINT PROCESS ____________________________________ - 18 -IV- CRIMINAL HISTORY RECORD INFORMATION __________________________________ - 24 Arrest Vs. Conviction Records ________________________________________________ - 24 Name Checks Vs. Fingerprint Checks __________________________________________ - 24 How the Name Search Routine Works __________________________________________ - 25 How the Fingerprint Inquiry Process Works ____________________________________ - 25 Why Some Inquiries Result in a “No Hit” Response _____________________________ - 26 Accessing the ISP Sex Offender Registration Database _________________________ - 26 Accessing the FBI CHRI Records ______________________________________________ - 27 -
-V- HOW TO INTERPRET A RAPSHEET __________________________________________ - 30 -VI- THE FISCAL PROCESS___________________________________________________ - 40 Understanding Your Monthly Statement ________________________________________ - 40 Duplicates On Your Statement_________________________________________________ - 41 Replenishing Your Account ___________________________________________________ - 41 -
-VII- ELECTRONIC INQUIRY & RESPONSE METHODS ______________________________ - 42 Electronic Enrollment Requirements ___________________________________________ - 42 Submitting Conviction Information Requests Electronically _____________________ - 42 Electronic Entry Program _____________________________________________________ - 43 Electronic Entry Program Installation Instructions ______________________________ - 44 Technical Issues _____________________________________________________________ - 46 Using the Electronic Entry Programs___________________________________________ - 46 Electronic Responses ________________________________________________________ - 50 Decryption Program __________________________________________________________ - 50 How to Decrypt a File _________________________________________________________ - 56 -
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-VIII- USING CUSTOMER SUPPORT ____________________________________________ - 58 -IX- FREQUENTLY ASKED QUESTIONS _________________________________________ - 60 -X- GLOSSARY OF TERMS ___________________________________________________ - 66 -XI- APPENDIX ____________________________________________________________ - 74 -
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-I- GENERAL INFORMATION
The History of the Bureau of Identification
O
n February 14, 1929, seven men were lined up against a
wall in a garage located at 2212 North Clark Street,
Chicago, and were shot by four men, two of which were
wearing police uniforms.
The Chicago Police Department identified six of the victims,
through fingerprints, as members of the O’Bannion gang. The
subsequent investigation indicated that the murders were
committed by four members of a Detroit gang associated with
Al Capone.
This crime became known as the Saint
Valentine’s Day Massacre.
The public uproar over the brazen murders became one of the
motivating forces for reform in crime fighting. Supporters of a
reform movement used the role fingerprints played in solving
this crime to push for a state level identification bureau.
During December 1930, local, state, and federal government officials met to discuss
crime-related problems. The attendees of this meeting agreed to form a committee that
would support legislation, creating a state repository for criminal records.
On July 2, 1931, Governor Henry Horner signed House Bill 1073 into law, thus creating
the Bureau of Identification (BOI). The BOI was created for the purpose of collecting,
maintaining, and disseminating criminal history record information (CHRI).
In January 1932, T.P. Sullivan became the first Superintendent of the BOI. With
borrowed supplies, $10,000, and two assistants, Sullivan began. During 1932, Sullivan
collected approximately 30,000 arrest fingerprint cards, which comprised the bureau’s
master fingerprint file.
Today, the BOI operates the Automated Fingerprint Identification System (AFIS),
Computerized Criminal History (CCH), and the Livescan Network, representing a unique
blend of technology. The manual file is maintained in both paper and microfilm formats
and currently contains approximately 2.8 million records. The automated file, which is
comprised of the CCH system and AFIS, consists of approximately 3.8 million
offenders.
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The Role of the Bureau of Identification as the State Central
Repository
T
he Bureau of Identification is the state central repository for criminal records. The
BOI’s primary function is to collect, maintain and disseminate criminal history record
information (CHRI). The BOI’s specific responsibilities for the collection, maintenance
and dissemination of CHRI data are identified in the Illinois Criminal Identification Act,
20 ILCS 2630, et al. Criminal history record information maintained by the BOI consists
of information reported by Illinois criminal justice agencies summarizing an individual’s
contacts with the criminal justice system. An individual’s CHRI transcript, commonly
referred to as a “rapsheet”, consists of personal identification information such as name,
sex, race, and date of birth, as well as other physical characteristics. Transcripts include
a cumulative record of arrests, state’s attorney dispositions, court dispositions, sentence
information and custodial data.
Criminal history record information is used for criminal justice as well as non-criminal
justice purposes. Police agencies use CHRI data in conducting investigations and in
charging suspects. State’s attorneys rely on CHRI data in deciding how to approach a
case, in making bail recommendations, in negotiating pleas, and in filing charges that
may be upgraded based on a defendant’s prior criminal history. Judges rely on CHRI
data in both setting bond for defendants and in deciding which defendants should not be
released on bond prior to final disposition of a case. Judges also use CHRI data to
determine the appropriate sentence for defendants found guilty as a result of the court
proceedings. Probation and community correctional personnel use CHRI data to
determine the appropriate levels of supervision and to develop individualized treatment
programs for offenders. Correctional institutions utilize CHRI data in determining
security classifications, housing and work assignments for inmates. Non-criminal justice
agencies utilize CHRI for making hiring and licensing decisions.
The BOI is the agency which provides access to CHRI data and ensures that
information disseminated is in compliance with state and federal laws governing the use
of such data. The CHRI database consists of 3,804,564 subjects and over 12,000,000
subject names.
The National Child Protection/Volunteers for Children Act
E
ffective December 20, 1993, the National Child Protection Act (NCPA) of 1993,
Public Law 103-209, encouraged states to adopt legislation meeting the criteria of
Public Law 92-544 to authorize a national criminal history background check to
determine an employee’s or volunteer’s fitness to care for the safety and well being of
children. On September 13, 1994, the Violent Crime Control and Law Enforcement Act
of 1994, Public Law 103-322, expanded the scope of the NCPA to include the elderly
and individuals with disabilities.
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The NCPA is a voluntary law which states are encouraged to implement. However, if a
state chooses to implement this act, all provisions of the act must be implemented.
There are very few states participating in the NCPA due to certain provisions contained
in the act. One of the provisions of the NCPA requires that participating states designate
a state agency to act as the screening agent responsible for making the fitness
determination of applicants and ultimately deciding whether an applicant can be hired or
used as a volunteer. Unfortunately, Illinois does not have a designated state agency to
act in this capacity and therefore is unable to participate in the NCPA. There are several
other provisions of the NCPA which also prohibit Illinois from participating at this time.
As a result of the concerns expressed by states that would like to participate in the
NCPA but are unable to, the U.S. Congress is currently revising certain provisions of the
act to make it more workable for states such as Illinois. Until the NCPA is amended,
non-criminal justice agencies can access Illinois conviction records pursuant to the
Illinois Uniform Conviction Information Act (UCIA).
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-II- UNIFORM CONVICTION INFORMATION
ACT
The Uniform Conviction Information Act
O
n January 1, 1991, the Uniform Conviction Information Act (UCIA) became law in
Illinois. This act mandates that all criminal history record conviction information
collected and maintained by the Illinois State Police, Bureau of Identification, be made
available to the public pursuant to 20 ILCS 2635/1 et seq. This law permits only
conviction information to be disseminated to the public.
All requests for UCIA information must be submitted on a Conviction Information
Request form, each containing a unique transaction Control Number (TCN).
Consequently, copies cannot be processed. All inquiries must be submitted on an
original form. Always record the TCN, which is located in the top right hand corner of
the UCIA request form. This number is used in tracking the status of the request form.
Each form must be accompanied by a check or money order in the appropriate amount
made payable to the Illinois State Police. No other form of payment will be accepted.
Multiple requests may be submitted with a single check or money order to cover the
total cost. Please refer to the current fee schedule located in the Appendix on page 90
for the fees associated with each form.
Conviction Information Request Fingerprint Form
Form #ISP6-404B
T
he Conviction Information Request form can be used by any individual or agency to
obtain fingerprint based conviction information about a person for any purpose. On
January 1, 1991, the Uniform Conviction Information Act (UCIA) became law in Illinois.
This act mandates that all criminal history record conviction information collected and
maintained by the Illinois State Police, Bureau of Identification, be made available to the
public pursuant to 20 ILCS 2635/1 et seq. This UCIA form permits positive fingerprint
based conviction information to be disseminated to the public. Please type or print
using ink (do not use pencil). For additional processing instructions, see the back
side of the Conviction Information Request ISP6-404B.
The instructions listed below will follow the field format of the Conviction Information
Request Fingerprint Card (see Appendix page 98 for form). These instructions will be
helpful in completing each field on this form. Failure to complete all required fields
which are marked in bold on the form and listed in the instructions as “This is a
mandatory field” will result in the return of the request unprocessed.
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Document Control Number
L99999999
Submitting Agency ORI – NCIC (if
applicable)
IL
Transaction Control Number
FRMXXXXL99999999
Subject’s Last Name
First Name
Middle Name/Suffix
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Document Control Number (DCN)
The DCN is a preprinted number located at the top lefthand corner of the form. Each form has a unique DCN
number and therefore all inquiries must be submitted on
an original form. This is a mandatory field.
Submitting Agency ORI-NCIC
This field should only be used by criminal justice
agencies who are requesting a conviction information
request for non-criminal justice purposes. The ORI is
seven digits in length and must be preceded by the
letters IL. Example: IL0160000 (The IL is preprinted on
the form for you.)
Transaction Control Number (TCN)
The TCN is a unique preprinted number located at the
top right-hand corner of the form. If the TCN is not
present or is invalid, the form will be returned to the
submitting agency unprocessed. Above the TCN will be
a bar coded number (Standard BAR CODE 39)
representing the TCN in bar code format. This bar code
will be used to scan the fingerprint cards into the
Automatic Fingerprint Identification System (AFIS). This
is a mandatory field.
The subject’s last name should be entered into this field.
Hyphenated names should include the dash between
names. If there is a space in the last name, enter it as
one name. For example, O’Brian would be OBrian or
Van Dyke would be VanDyke. Do not enter any other
special characters such as apostrophes. This is a
mandatory field. If the subject’s last name is unknown,
you must enter “unknown”.
First Name
The subject’s first name should be entered in this field.
Middle Name/Suffix
Enter the subject’s middle name and/or suffix in this field,
suffix meaning II, III, JR. Note: Do not enter NMI (no
middle initial) or NMN (no middle name) in the middle
name field.
Cost Center
Office Use Only
Date of Birth
State Identification Number
IL
Sex
Race
Social Security Number
Cost Center (Office Use Only)
The three digit number assigned to an agency if they
have a pre-payment account. If you are not enclosing
payment with the fingerprint Card you must enter the cost
center number.
Date of Birth (DOB)
Enter an eight character date of birth. The entry format
should be MMDDCCYY. Example: 05301951. This is a
mandatory field. If you do not know the subject’s date
of birth, you may enter an approximate year of birth.
Example: If the subject appears to be in his/her 30's enter
the approximate year of birth and enter “U” for the month
and day. If you do not know an approximate age, please
enter “UU” for the month, day, century, and year.
State Identification Number (SID)
If known, enter the SID number. The SID number
contains eight numeric digits with the last digit being
zero. Do not enter out-of-state SID numbers in this field.
This field should only contain known Illinois SID numbers.
The IL is pre-printed on the form. If the known SID does
not meet this criterion, do not enter the SID into this field.
Sex
Enter the valid sex code (see Appendix page 94). This
Race
Enter a valid race code (see Appendix page 94). This is
a mandatory field.
Social Security Number (SSN)
Enter a nine digit numeric value in this field only. If the
social security number does not meet this criterion, leave
blank.
Drivers License Number
Drivers License Number (DLN)
Enter the subject’s driver’s license number if known.
DL State
Drivers License State (DLS)
Enter a valid two digit state code. The state code must
be a valid two digit alpha character NCIC standard code.
If the drivers license state provided does not meet this
criterion, leave blank.
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Requestor’s Name
Requestor’s Name
Enter the name of the individual requesting this
information.
Agency/Company Name
Enter the name of the agency or company requesting this
Conviction Information Request (both fingerprint and
name based forms).
Agency/Company Name
Return Address
Street:
City:
State:
Zip:
Return Address
Enter the exact address in which the response to the
Conviction Information Request is to be mailed. This
address must be a complete mailing address including
street number, city, state, and zip, in order to receive the
response. This is a mandatory field. If the mailing
address is not complete, the form will not be
processed, requiring an additional fee for a new
request.
Foreign State/Country
This field should be completed for any out of country
Conviction Information requests.
Foreign Postal Code
Foreign Postal Code
Date Fingerprinted
/
Licensing or Employment
Purpose
Subject’s Maiden Last Name
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Date Fingerprinted
Enter the eight digit numeric date fingerprinted. The
format should be MMDDCCYY. This is a mandatory
field.
/
(Yes)
(No)
Licensing or Employment Purposes
Enter “Y” for yes if this request is for licensing or
employment purposes. Enter “N” for no if this request is
not for licensing or employment purposes. If this field is
left blank, it will be assumed that the inquiry is not for
licensing or employment purposes.
Last name rules apply.
First Name
First Name
First name rules apply.
Middle Name/Suffix
Middle Name/Suffix
Middle name rules apply.
Fee Amount
Fee Amount
Enter the fee amount submitted with this individual
request.
Subject’s Signature:
Date:
/
/
.
.
Subject’s Signature
Have the subject for whom the conviction information
request is being performed sign their signature in this
field.
Date
Enter the date the subject signed the form.
Form Distribution
This form should be forwarded to the Bureau of Identification at the address below.
Joliet, Illinois 60432-4072
**********WARNING NOTICE**********
Any person who intentionally and knowingly
requests, obtains, or seeks to obtain conviction
information under false pretenses, disseminates
inaccurate or incomplete conviction information or
violates any other provisions of 20 ILCS 2625/1 may
be guilty of a crime punishable by up to one year of
imprisonment and/or may incur civil liabilities.
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Conviction Information Name Based Request Form
Form # ISP6 - 405B
T
he Conviction Information Request form can be used by any individual or agency to
obtain non-fingerprint based conviction information about a person for any purpose.
On January 1, 1991, the Uniform Conviction Information Act (UCIA) became law in
Illinois. This act mandates that all criminal history record conviction information
collected and maintained by the Illinois State Police, Bureau of Identification, be made
available to the public pursuant to 20 ILCS 2635/1 et.seq. This UCIA form permits
name search based conviction information to be disseminated to the public. Please
type or print using ink (do not use pencil). For additional processing instructions,
see the back side of the Conviction Information Request ISP 6-405B.
The instructions listed below will follow the field format of the Conviction Information
Request Name Based Request Form (see Appendix page 96 for form). These
instructions will be helpful in completing each field on this form. Failure to complete all
required fields which are marked in bold on the form and listed in the instructions as
“This is a mandatory field” will result in the return of the request unprocessed.
L99999999
Submitting Agency ORI – NCIC (if
applicable)
IL
FRMXXXXL99999999
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an original form.
This is a mandatory field.
This field should only be used by criminal justice
agencies who are requesting a conviction information
request for non-criminal justice purposes. The ORI is
seven digits in length and must be preceded by the
letters IL. Example: IL0160000 (The IL is preprinted on
the form for you.)
First Name
Middle Name/Suffix
Cost Center
Office Use Only
Date of Birth
Sex
Race
First Name
Middle Name/Suffix
name field.
Cost Center (Office Use Only)
The three digit number assigned to an agency if they
have a pre-payment account. If you are not enclosing
payment with the name based form you must enter the
cost center number.
Date of Birth (DOB)
Sex
Race
a mandatory field.
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blank.
Enter the subject’s drivers license number if known.
DL State
Requestor’s Name
Requestor’s Name
information.
Agency/Company Name
Agency/Company Name
Enter the name of the agency or company requesting this
Conviction Information Request (both fingerprint and
name based forms).
Return Address
Street:
City:
State:
Zip:
Return Address
Enter the exact address in which the response to the
Conviction Information Request is to be mailed. This
address must be a complete mailing address including
street number, city, state, and zip, in order to receive the
response. This is a mandatory field. If the mailing
address is not complete, the form will not be
processed, requiring an additional fee for a new
request.
Foreign Postal Code
Foreign Postal Code
Date Fingerprinted
/
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/
Date Fingerprinted
field.
Licensing or Employment
Purpose
(Yes)
(No)
Licensing or Employment Purposes
Enter “Y” for yes if this request is for licensing or
employment purposes. Enter “N” for no if this request is
not for licensing or employment purposes. If this field is
left blank, it will be assumed that the inquiry is not for
licensing or employment purposes.
First Name
First Name
Middle Name
Middle Name
Fee Amount
Fee Amount
Enter the fee amount submitted with this individual
request.
Date:
/
/
.
Date
Enter the date the form was filled out.
Form Distribution
P.O. Box 408380
Chicago, Il 60640-8380
**********WARNING NOTICE**********
Any person who intentionally and knowingly
requests, obtains, or seeks to obtain conviction
information under false pretenses, disseminates
inaccurate or incomplete conviction information or
violates any other provisions of 20 ILCS 2625/1 may
be guilty of a crime punishable by up to one year of
imprisonment and/or may incur civil liabilities.
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****************** NOTICE******************
A name based criminal history record check will be performed
based on the personal identifiers submitted pertaining to the
subject. Please note, however, that a “no record” response from
the ISP does not ensure that conviction information does not
exist under personal identifiers for the individual in question.
Conversely, a “record” response does not ensure that the record
belongs to the subject in question. It is common for criminal
offenders to use false or alias names and dates of birth which
may not be detected by a name based request. To ensure that
the information furnished by the ISP positively pertains to the
individual in question, a Fingerprint Inquiry card form (#ISP6647) should be submitted. Fingerprints are the only positive
means of identification.
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-III- FEE APPLICANT FINGERPRINT
PROCESS
Form # ISP 6-404
F
ee Applicant fingerprint cards are criminal history record information requests based
on Illinois Compiled Statutes for the purpose of licensing or employment purposes.
Please type or print using ink (do not use pencil). Appropriate processing fees are
listed in the Appendix on page 90.
The instructions listed below will follow the field format of the Fee Applicant Fingerprint
Card (see Appendix page 100 for form). These instructions will be helpful in completing
each field on this form. Failure to complete all required fields which are marked in bold
on the form and listed in the instructions as “This is a mandatory field” will result in
the return of the request unprocessed.
L99999999
Submitting Agency ORI – NCIC
IL
FRMXXXXL99999999
an original form. This is a mandatory field.
The ORI is seven digits in length and must be preceded
by the letters IL.
Example: IL0160000 (the IL is
preprinted on the form)
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First Name
Middle Name/Suffix
Date of Birth
Place of Birth
State Identification Number
IL
First Name
Middle Name/Suffix
name field.
Date of Birth (DOB)
Place of Birth (POB)
The place of birth must be a valid two digit alpha state
code. If the place of birth is unknown, place the alpha
characters “YY” in this field. This is a mandatory field.
If known, enter the SID number. The SID number
contains eight numeric digits with the last digit being
zero. Do not enter out-of-state SID numbers in this field.
This field should only contain known Illinois SID numbers.
The IL is pre-printed on the form. If the known SID does
not meet this criterion, do not enter the SID into this field.
FBI #
FBI Number
Enter the subject’s FBI number if known.
Sex
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Sex
Race
Height
Race
a mandatory field.
Height
Enter a three digit height. If the agency reported 6'2",
enter 602. Enter “000" if height is unknown. Omit
fractions in this field. This is a mandatory field.
Weight
Weight
Enter a three digit weight. If the agency reported 92,
enter 092. Omit fractions in this field. Enter “000" if the
weight is unknown. This is a mandatory field.
Hair
Hair
Enter a valid hair code (see Appendix page 94). This is
a mandatory field.
Eye
Skin
Eye
Enter a valid eye code (see Appendix page 94). This is
a mandatory field.
Skin
Enter a valid skin code (see Appendix page 94).
blank.
Enter the subject’s driver’s license number if known.
DL State
FOID #
Firearm Owners ID Card # (FOID #)
Enter the subject’s FOID card number if known.
Certificate License Number
Certificate License Number
Enter the subject’s Certificate License Number if one
exists.
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First Name
First Name
Middle Name/Suffix
Middle Name
Miscellaneous Number (MISC #)
Enter the miscellaneous number if known (see Appendix
page 94). If the miscellaneous number does not begin
with an alpha character prefix, leave blank.
MISC #
Residence of Person Fingerprinted
Residence of Person Fingerprinted
Enter the current address of the subject.
Date Fingerprinted
/
Date Fingerprinted
field.
/
Submit Fingerprints
to FBI
(Yes)
Purpose Applicant Fingerprinted
(No)
Submit Fingerprints to FBI
If an FBI check is also needed, check the “Yes” box. If
an FBI check is not needed, check the “No” box. This
field is a mandatory field. If the field is left blank, the
fingerprints will not be forwarded to the FBI.
Purpose Applicant Fingerprinted
Purpose codes for Fee Applicant Cards can be found in
see below. This is a mandatory field.
Purpose Description
Armed Storage Facility
Bank Charter
Charter Bus Drivers
Chicago Board of Education
Child Care License
Certified School Employee
Department of Natural Resources
Department Store Employee
Drivers Training Instructor
Education
Fireman
Food Service
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Code
ASF
BCA
CBD
CBE
CCL
CSE
DMM
DSE
DTI
EDC
FMN
FSC
Purpose Description
Housing Authority Employee
Health Care Worker
Hospital
Humane Euthanasia
Illinois Gaming Board
Liquor License
Mental Health Applicant
Miscellaneous
Non-certified School Employee
Private Adoption
Public Housing Applicant
Park District
Private Security
Illinois Racing Board
School Bus Driver
School Bus Driver
Social Service Worker
Secured Youth Care
US Postal
Vehicle Dealer Licenses
Volunteer
Licensure
Requestor’s Name
Code
HAE
HCW
HOS
HEA
IGB
LIQ
MHA
MSC
NSE
PAD
PHA
PKD
PSA
RCB
SBD
SCB
SSW
SYC
USP
VDS
VLN
LCS
Requestor’s Name
information.
Please refer to the table on Appendix page 85 when determining which type of
information will be disseminated to the requesting agency.
Form Distribution
Errors
Errors that are returned are to be corrected by the submitting agency and returned to
the Bureau of Identification. The fingerprint card must be returned.
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-IV- CRIMINAL HISTORY RECORD
INFORMATION
Arrest Vs. Conviction Records
M
ost non-criminal justice agencies that submit criminal history record information
inquiries to Bureau of Identification are authorized to receive conviction information
only pursuant to state law. Conviction information typically includes arrests, states
attorney disposition, court disposition and any custodial information pertaining to the
applicant, provided the subject was remanded to a custodial institution. Arrests
transactions which result in a court finding of not guilty or an acquittal can not be
disseminated to non-criminal justice agencies. If the BOI is unable to obtain a court
disposition for an arrest transaction, that arrest is also not disseminated to non-criminal
justice agencies.
Criminal justice agencies are authorized to receive conviction as well as non-conviction
criminal history record information. There are no restrictions on the CHRI data that can
be disseminated to law enforcement agencies for applicant purposes, provided the
applicant will be employed by the law enforcement agency. With the exception of public
housing authorities, law enforcement agencies are prohibited from conducting Law
Enforcement Agency Data System (LEADS) inquiries on behalf of non-criminal justice
agencies.
Name Checks Vs. Fingerprint Checks
N
ame checks are non-fingerprint inquiries submitted to the BOI for processing based
on the personal identifies pertaining to a subject. Those identifiers consist of the
name, sex, race, date of birth and social security number of the subject, if provided.
Responses to name checks are not based on positive identification. Consequently, such
responses do not preclude the existence of a record under other personal identifiers. To
reduce the potential for error, name inquiry submissions must be completed as
accurately as possible. However, common names can result in multiple hits responses
being produced. Data submitted as a name inquiry must comply with the standard
National Crime Information Center (NCIC) code values for sex and race. If a name
inquiry is submitted containing invalid code values, the search results can be adversely
affected.
Fingerprint inquiries are processed utilizing an Automated Fingerprint Identification
System (AFIS). The search is based on the fingerprint minutia data contained on the
submission. Responses to fingerprint inquiries are based on positive identification. The
personal identifiers contained on a fingerprint card are not used as the primary means
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of conducting the search. The accuracy of the personal identifiers used in a fingerprint
search will not affect the accuracy of the search. While individuals can utilize multiple
names and other personal identifiers, no two individuals have the same identical
fingerprints. To ensure that the information furnished by the BOI positively pertains to
the subject in question, a fingerprint inquiry should be submitted rather than a name
inquiry.
How the Name Search Routine Works
T
he BOI uses a soundex routine when processing name inquiries on the Illinois
Computerized Criminal History database. This routine does not require an exact
match on the name to produce a hit response. Soundex assigns numerical values to
vowels and consonants comprising the subject’s name and assigns additional values
based on a match of the subject’s sex, race, and date of birth. If the sum total of those
values reaches a certain threshold, a hit response is produced. Again, an exact match
on all identifiers is not required in order to produce a hit response. Social security
numbers are not used in the search routine due to the number of false hits produced.
If false or inaccurate identifiers are submitted to the Illinois State Police on a name
inquiry, an exact name search routine would miss any existing record. The soundex
routine is designed to minimize these occurrences while limiting the potential of multiple
false hit responses. However, in order to eliminate the potential of false name hits or
misses, the Illinois State Police recommends fingerprint inquiries are submitted rather
than name inquiries. Fingerprints are the only means of positive identification. Again,
the name, sex, race, and date of birth are not taken into consideration when the BOI
processes a fingerprint inquiry.
How the Fingerprint Inquiry Process Works
T
he BOI processes fingerprint submissions using an Automated Fingerprint
Identification System, more commonly referred to as AFIS. AFIS is a computer
system that accepts both electronic and paper fingerprint cards and processes those
submissions in conjunction with the Criminal History Records Information system. Once
a fingerprint card is received, the demographic data entered into the CHRI system. The
fingerprint data is simultaneously input into AFIS. The AFIS system was designed to
classify and identify fingerprint minutia and process it in a digitized format. AFIS then
searches existing records on its database to determine if there is a match. If there is no
match, a new record is established. If there is a match, the CHRI data is then linked to
the existing record. Eighty-five percent of AFIS searches require no human intervention
and can be processed in a matter of minutes. AFIS has a ten print search capability as
well as a latent fingerprint search capability. AFIS has the capacity to process 4000
fingerprint submissions in a 24 hour period. The current intake averages 2700 tenprint
submissions a day, 7 days a week. AFIS is capable of 15,000 finger comparisons per
second, allowing a search of the entire 38,000,000 finger print images on file in less
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than two hours for latent processing. New records are added to the database at an
average of 20,000 tenprint records per month.
Why Some Inquiries Result in a “No Hit” Response
T
here are various reasons why some inquiries result in a “no hit” or “no record”
response. Listed below are some of the most common reasons for this result.
1.
Conviction responses to juvenile arrests (individuals under 17 years of
age) can only be made available if the juvenile is tried as an adult or
convicted of a forcible felony;
2.
ISP can only provide Illinois conviction information; therefore, we do not
maintain any out of state information;
3.
Charges in Illinois that are reportable to ISP by arresting agencies are
felonies, class A & B misdemeanors, DUI charges, aggravated fleeing &
eluding and anti-theft laws. Class C misdemeanors and local ordinances
are not mandated to be reported to ISP so these charges may not be
available.
4.
ISP is mandated to provide conviction information only (charges that are
dismissed or where supervision is received are not conviction information);
5.
Conviction information that is not reported to us. While we attempt to
retrieve missing court dispositions, we are not always able to get this
information.
6.
If a subject has his or her record expunged, that information is no longer
maintained by the BOI.
7.
Finally, if a name check is submitted with personal identifiers which do not
match the personal identifiers maintained in the CHRI database, the
correct record might not be disseminated.
Accessing the ISP Sex Offender Registration Database
T
he current size of the Sex Offender Registrant Database is 18,650. Of those
registered:
18,269 are male and 381 are female;
15,788 are currently living in Illinois and 2,862 have left the state of Illinois;
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879 are juvenile offenders with the youngest offender being age 12.
2,421 are incarcerated.
There are four categories for Sex Offender Registration:
General sex offender.
Sexually violent offender, created in 1998. They are already incarcerated and
are deemed sexually violent at the time they are being considered for release.
Sexually dangerous. They are designated as such at the time of sentencing
for their sex offense.
Sexual predator, created July 1, 1999. One is designated as a sexual
predator when the individual is remanded to the State Penitentiary for an
indefinite period of time from a Civil proceeding.
Of the 18,650 registrants:
3,267 are sexual predators;
50 are deemed sexually dangerous; and
209 are sexually violent and are housed by the
Department of Human Services.
To access the
Sex Offender Registrant
database, go to
www.isp.state.il.us/sor/fr
ames.htm
Since 1998, 6 have been released.
Illinois has an 88% compliance rate for individuals who have registered, one of the
highest rates in the country. The other 12% are non-compliant and are on the street.
This information is also available from the database. Contact local authorities if one of
these individuals is encountered. The Sex Offender Registration (SOR) website allows
searches to be done by various means, i.e. town, county, etc. You may access this
website through the Illinois State Police website. Persons registered from out of state or
as a juvenile might not be posted to the Illinois CHRI database.
Accessing the FBI CHRI Records
T
he law in Illinois is specific; in order for a non-criminal user agency to receive FBI
fingerprint based information a state statute must be in place indicating that a
particular user agency has the authority to receive FBI information. The FBI only
performs fingerprint based background checks. An FBI response to a fingerprint based
background check will show all arrest information, unlike Illinois which can only provide
conviction information. Due to this statutory difference, a user could receive a no
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record for conviction information from an Illinois background check and receive
the arrest data from the FBI.
Example:
While a Park District can be statutorily viewed as a local government
agency (FEAPP) and receive FBI information on employees/volunteers,
functions held at a Park District that are not part of the Park District are not
statutorily authorized to receive FBI information (UCIA only) and can only
receive Illinois conviction information.
FBI Freedom Of Information Act
Individuals using a UCIA form cannot request a background check through the FBI
through the BOI. To obtain FBI information, the individual must send an FBI fingerprint
card along with a certified check or money order for $18 made payable to the U.S.
Treasury.
Mail the fingerprint card, along with the payment to:
FBI
CJIS
1000 Custer Hollow Road
Clarksburg, WV 26306-0171
ATTENTION: SCU D-2
NOTE:
The FBI would prefer
fingerprints to be taken
on a blue fingerprint
card, however, they will
accept any fingerprint
card.
General number for the FBI, CJIS Division: (304) 625- 5590.
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- 29 -
-V- HOW TO INTERPRET A RAPSHEET
T
he rapsheet is the portion of your response that contains an individual’s criminal
history record information. (see Appendix page 76)
The first page of a rapsheet is the Subject Identifiers page, providing personal
information pertaining to this subject (except marital status). Listed below is a
description of this section.
Subjects Name (Criminal History Of) shows the last known name used by the
subject.
State Identification Number (SID) is a unique number assigned to a subject by the
BOI when an initial arrest and/or fingerprint applicant card is added to our database.
ubsequent criminal history information is then added to the rapsheet by the SID.
Conviction Status indicates whether the subject has misdemeanor or felony
convictions on the rapsheet.
Custodial Status indicates if the subject has been confined to Department of
Corrections and the current reported status (received, paroled, etc).
Custodial Status Date gives the most current date of the subject’s custodial status.
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Alias Name(s) may include multiple names used by the subject reported through
various arrests.
Date of Birth could include multiple dates. This occurs when the subject gives alias
dates of birth on various arrests.
Sex, Race, Height, Weight, Eyes, Hair, and Skin indicates information reported to
us with the initial arrest entered on our database.
Date Reported shows the date that sex, race, height, weights, eyes, hair, and skin
information was reported to the BOI.
Scars/Marks/Tattoos, Place of Birth, Drivers License Number and Drivers
License State may contain multiple entries used by the subject as reported through
various arrests. The BOI will add this information to the subject’s identification data.
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Social Security Number, Miscellaneous Number and Palm Print Available is
information provided to the BOI by an arresting agency and is added to the subject’s
identification data. The headings may contain multiple entries used by the subject as
reported through various arrests.
Photo Available indicates if there is a photo available and the name of the agency
that retains it. At this time, the BOI does not keep a photo database.
IDOC#, FOID# INS# are subject numbers given to the BOI by the appropriate
agency, such as Department of Corrections and Firearm number.
Subject’s Occupation and Employer are reported to the BOI by the arresting
agency.
Basis for Caution is reported to the BOI by an arresting agency, providing caution
information such as violent subject, etc. The pages following the Subject Identifier
information section contains the Criminal History Data, which provides information
pertaining to all of the subject’s arrests that were reported the BOI.
DCN is the document control number, which is used to track the submission.
Date of Arrest is the actual date the subject was placed under arrest.
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Name and Date of Birth information is provided by the subject at the time of arrest.
False names are often reported (see alias names on subject information page) at the
time of arrest and reported to the BOI by the arresting authority.
Arresting Agency is the agency that initiated the arrest, unless the arrest was for
any warrants or violations.
NCIC-ORI is an agency number assigned to the arresting agency by either the FBI
or the Illinois State Police. All information pertaining to the agency is added to the
database, such as agency head, address, etc.
Agency Case Number, Officer Badge Number and Photo Available are all
information given to BOI by the arresting agency and added to the database.
Arrest Charges pertain to the arrest:
Count 1, for example is the 1st offense reported. If there are other offenses, they
will be listed below as Count 2, etc.
Statute Citation is the numerical description of the charge. For further offense
descriptions, refer to www.legis.state.il.us.
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Literal Description is the actual name of the offense. CSAOD is used to further
describe the type of statue the subject is charged with: C = Conspiracy, S =
Solicitation, A = Attempt, O = Substantive Offense, D = Drug Conspiracy.
Class indicates the class (misdemeanor or felony) of the statute filed against the
subject Class 1, Class A, Class Z (unknown), etc. (For more information, see
Appendix page 92.)
Arrest Type is used to indicate the way that the arrest occurred such as on view
arrest, summoned/cited (not taken into custody), original arrest warrant, bond
forfeiture warrant, probation violation warrant, out of state warrant, and
probation/mandatory supervised release violation warrant.
Date of Offense is the date the subject committed the offense he/she is being
charged with.
State’s Attorney Section
Filing Decision indicates the decision made by the State’s Attorney Office.
Filed The State’s Attorney’s Office has filed the charges
enumerated on the arrest.
Not Filed The State’s Attorney’s Office has made the decision to
not file charges against the subject. No further action will be taken.
Modified The State’s Attorney’s Office has decided to file a
modified version of the charge reported on the arrest.
Added
The State’s Attorney’s Office has decided to file
additional charges to those listed on the arrest.
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Decision Date is the date that the State’s Attorney’s Office made their decision
regarding the statute’s filed against the subject.
Appendix page 92.)
Count 1, for example is the 1st offense reported. If there are other offenses, they will
be listed below as Count 2, etc.
Agency Name is the name of the filing State’s Attorney’s Office.
NCIC-ORI is an agency number assigned to the State’s Attorney’s Office by either
the FBI or the Illinois State Police. All information pertaining to the agency is added
to the database, such as agency head, address, etc.
Court Charges/Disposition
Appendix page 92.)
Count 1, for example is the 1st offense reported. If there are other offenses, they will
be listed below as Count 2, etc.
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Disposition indicates the outcome of the court case.
Disposition Date is the date that the court gave its decision to the subject.
Case Number is the court case number associated with its specific arrest and court
disposition data.
Agency Name in this field will be the name of the Circuit Clerk’s Office.
NCIC-ORI is an agency number assigned to the Circuit Clerk by either the FBI or the
Illinois State Police. All information pertaining to the agency is added to the
database, such as agency head, address, etc.
Status is the condition of the sentence such as Unknown, Sentenced to, Waived,
Suspended, Concurrent and Consecutive.
Sentence relates to the sentencing the subject received by the Court. (Conditional
Discharge, Jail, Department of Corrections, Fine/Cost, etc) the sentence date will
follow. Definitions for sentence types (i.e. conditional discharge) can be found in the
glossary.
- 36 -
Custodial (If a subject has been incarcerated)
DCN is the document control number, which is used to track the submission.
Date Received is the date the subject was received at the confining facility.
Name and Date of Birth information pertaining to the subject.
Subject Institute Number is the confining agencies number for the incarcerated
subject, which is reported to the BOI to add to the database.
- 37 -
Confining Agency is the agency of incarceration.
Agency Received From is the agency that transported the subject to his/her
confining agency.
NCIC-ORI is an agency number assigned to the Correctional Facility by either the
FBI or the Illinois State Police. All information pertaining to the agency is added to
the database, such as agency head, address, etc.
Custodial Status indicates any significant change that has occurred with subjects.
Such as received, released, paroled, etc.
- 38 -
Custodial Status Date indicates the date the subject’s custodial status changed
(parole, release, etc). Agency Name refers to the confining or releasing agency’s
name.
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-VI- THE FISCAL PROCESS
Understanding Your Monthly Statement
S
tatements are sent out monthly and should reflect any activity - debits and/or credits
- that have occurred in your account during the time frame that is shown on the
statement. Your monthly account statement consists of seven parts. (A full sample
statement is located in the Appendix on page 84.)
The first part of the statement is your agency name and address. If you need to request
an address change, please submit on your agency letterhead this request. If you want
the statement to go to the attention of a certain person, please submit this in writing
also.
The second and third parts of the statement are your cost center number and your ORI
number. Whenever placing a call concerning your account, please have this information
available. These are the identifiers for your agency.
The fourth and fifth parts of the statement are the account debits and the account
credits. The account debits contain a listing of any names submitted for background
checks and the amount withdrawn from your account for each submission during the
time frame of the statement. This amount will vary depending on the type of submission.
The account credits contain any deposits that have been made into your account during
the time frame of the statement.
- 40 -
The sixth and seventh parts of the statement are the beginning and the ending balances
for your account.
Duplicates On Your Statement
I
f a name is listed more than once on your monthly statement, this is considered to be
a duplicate submission. If the duplicate is the result of an ISP system error, credit will
be issued to the agency. If the duplicate is the result of the agency resubmitting the
same name multiple times, credit may be issued depending on the reason for the
resubmission. Please contact Customer Support in order for the problem to be referred
to either technical support or the fiscal unit.
Replenishing Your Account
W
hen an agency is submitting a payment to their account, please ensure that your
ORI number and your cost center number appear on the check or money order.
This will ensure that the credit is entered into the correct account.
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-VII- ELECTRONIC INQUIRY & RESPONSE
METHODS
Electronic Enrollment Requirements
I
n order to process electronic inquiries, your agency head must sign an Interagency
Agreement (see Appendix page 80). The signed Interagency agreement should be
returned with an escrow check which will establish an account with the BOI. A copy of
the Interagency Agreement will be returned once it has been signed by the Director of
the Illinois State Police or his designee. An Agency Identification Number (ORI) will be
assigned by the BOI. This information will be included in Addendum 2 of the agreement
and returned to your agency.
Your escrow account check must be submitted with the Interagency Agreement. The
fee for each conviction inquiry submitted will be drawn against your escrow account. To
establish your escrow account, submit a check made payable to the Illinois State Police
Services Fund in a dollar amount of $250.00 for 35 or fewer inquiries a year, $500.00
for 36 to 70 inquiries per year, and $1000.00 for agencies submitting more than 70
inquiries per year. Please refer to the current fee schedule located in the Appendix on
page 90 for the fees associated with each form.
Submitting Conviction Information Requests Electronically
F
iles to be transferred electronically must be formatted to meet specific file
requirements. Records must also be prepared in an ASCII Text format. There will be
one record per line. Lines will be separated by a Carriage Return and Line Feed. The
layout is a standard fixed length 200 byte record. Each field must contain a certain
number of characters (pics).
The ORI has an assigned length of 9 pics in the required format. The ORI must begin in
the number 1 space on the line and end in the number 9 space of each line. If the data
for a field is less than the required length, you must use blank spaces in order to
maintain the required format. If data extends beyond the allowed length, the data cannot
extend to the next field. If an error is made in one field, the fields following will also be
misaligned. Data that is not properly formatted cannot be processed. Your records will
be returned with error messages.
We also recommend naming your file with your numeric agency ID and a single 3 digit
file extension. A filename example would be 12345678.F01.
- 42 -
The following table denotes the required format for electronic file submission.
FIELD NAME
Agency Identification Number (AIN)
Transaction Type Code
Transaction Applicant Position
LastName1
First Name
Middle Initial
Date of Birth
Sex
Race
File Name
Filler
LENGTH/PIC
POSITION
9
5
3
6
12
1
8
1
1
9
11
123
1-9
10-14
15-17
18-33
34-45
46
47-54
55
56
57-65
66-76
77-200
For most users, this layout is very difficult to compose. Minor format errors can cause
your submission to be rejected. In order to make the record format easy, the BOI
provides a free, easy to use electronic form. The Electronic Entry Form Program
formats and saves your data to a file which will help you submit conviction inquiries
without error.
Electronic Entry Program
T
he Electronic Entry Form Program is a free and easy to use program provided by
the BOI to ensure accurate record submission. When you enter identification data
on the Electronic Entry Form, a record is created. When you save the record, the form
is cleared so you can enter as many records as you need. Once you have finished
entering and saving your records, the program enables you to prepare your records for
transfer by creating a new file on your system. When you are ready to submit your
records, you e-mail the new file to [email protected].
The Electronic Entry Program is sent via regular mail and
via the ISP Homepage. To obtain a copy of the Electronic
Entry Program call the BOI, Customer Support at 815740-5160.
- 43 -
The electronic entry program,
“FeeSub”, and its enrollment
instructions can be found at
www.isp.state.il.us/services/co
nvictioninquiries.htm
Electronic Entry Program Installation Instructions
Electronic Entry Form is provided by the Illinois State Police Bureau of
TheIdentification
(BOI) to ensure that requests for background checks by electronic
means are submitted accurately.
I.
Step 1
Downloading the Application
Make three new folders on your hard drive.
A.
B.
C.
D.
Step 2
Double Click My Computer
Double Click on your “C” drive
Click file
Click new folder
Folder 1: rename this folder to - Modem Entry (Hit Enter)
(Repeat steps C & D)
Folder 2: rename this folder to - Trans (Hit Enter)
(Repeat steps C & D)
Folder 3: rename this folder to - TransArc (Hit Enter)
Go to the website - www.isp.state.il.us/services/convictioninquires.htm
Under Electronic Conviction Inquiries
A.
Step 3
Under File Download
A.
B.
Step 4
Click Yes
Under WinZip self extractor
A.
Step 6
Click run program from its current location (or click Open)
Click Ok
Security Warning: Do you want to install and run namecheck.exe from
www.isp.state.il.us?
A.
Step 5
Click FeeSub Program
Click Ok
Under WinZip self extractor to unzip all files in the namecheck.exe
A.
B.
Click Browse
Browse for the folder named C:\Modem Entry
Click Unzip
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C.
D.
E.
II
Should receive message “4 files unzipped successfully”
Click Ok
Click Close
Software Installation
Step 1
Change to the folder the software was downloaded to.
A.
B.
C.
Step 2
Double Click on My Computer
Double Click on the C drive
Double Click on Modem Entry
Run the Setup Program.
A.
B.
C.
The Setup icon will look like a little computer with a blue screen.
Double click on the Setup.exe icon.
The “Install” window will show a message stating the installation
files are being copied to your system. After the files from disk one
are copied, a window with the title “Setup” will appear.
Note:
You may be stopped during the installation with a screen telling you your
system files need to be updated. Click OK to allow the program to update
your system files. You will then be prompted the restart your machine. By
updating system files, the program is merely telling the system that this
new program is now installed. Once the Setup program is installed, The
File Transfer Program Setup Screen will display.
Step 3
Install the program.
A.
B.
C.
D.
E.
Click OK in the File Transfer Program Setup window. The next
screen will prompt you to begin the installation.
Close any other programs you may be running on your computer
before you begin Setup.
Click the computer icon in the File Transfer Program Setup window
to begin the installation.
The next screen will show you where the program will be installed
on your computer. Click Continue.
The final screen will tell you the File Transfer Program Setup was
completed successfully. Click OK
The setup program will create two folders for itself on your C drive: C:\Program Files\
File Trans and C:\Modem Data.
Step 4.
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Create an icon on your desktop to start the Electronic Entry Form from
your desktop.
A.
B.
C.
D.
E.
F.
G.
H.
I.
Click on Start Button.
Click on Programs.
Click once on the File Transfer Program.
Follow the arrow ► and right click on the hand clasping icon.
From the menu that appears select send to ►.
Left click and select “desktop (create shortcut).”
Release the Mouse button.
An icon will appear on your desktop with the hands clasping.
Open the Electronic Entry Form by double clicking the icon.
The Electronic Entry Form Program is a free and easy to use program provided by the
Bureau of Identification to ensure accurate record submission. When you enter
identification data on the Electronic Entry Form, a record is created. When you save the
record, the first three fields will retain the information and the remainder of the form is
cleared, allowing you to enter as many records as you need.
Once you have finished entering and saving your records, the program enables you to
prepare your records for transfer by creating a new file on your system. When you are
ready to submit your records, e-mail the new file to [email protected].
Technical Issues
Windows XP and the FeeSub Program
T
here is a problem being caused by a newer version of the MSCAL.OCX file that was
installed by Microsoft Office XP. You may want to reference Microsoft Knowledge
Base article Q311219 as it describes this problem. The MSCAL.OCX file will need to be
copied to the C:\PROGRAM FILES\MICROSOFT OFFICE\OFFICE10 directory to roll
back the new version that Office XP had installed. After doing this, everything should
work properly.
Using the Electronic Entry Programs
T
he Electronic Entry Form is provided by the Illinois State Police Bureau of
Identification (BOI) to ensure that requests for background checks by e-mail are
submitted accurately. This user guide will acquaint users with the Electronic Entry Form
features. On screen instructions are available for each field and button by holding your
mouse pointer over the field or button.
From the Electronic Entry form, your records are saved to a file in the C:\Trans folder
on your machine. The file in the C:\Trans folder will be labeled with your AIN plus an
extension of “F01”. No matter how many records you are sending, they are all saved to
this one file in the C:\Trans folder. When a file is transferred over e-mail, your records
are archived in your computer according to the date they were sent.
- 46 -
Your files are archived on your computer in the Transarc folder according to the date
they were created. Whenever a new date is selected on the calendar after selecting
Prepare File for transfer, the old file automatically moves from the Trans folder to the
Transarc folder. The new file is then saved in the Trans folder. There should only be
one file at any time in the Trans folder.
Using the Fields
Always use capital letters and tab through the fields.
Agency ID Number (AIN) is assigned by Illinois State Police when user agreement
is completed.
Transaction Applicant Position is a drop down box, from which you are to choose
the code that matches the first two alphas of your agency ID. Type code on this
form may not match the code on your contract.
Transaction Type Code is automatically
generated and determined by the transaction
applicant position that is entered. This code
may not match the code on your contract.
Last Name is a required field. No special
characters or punctuation allowed.
First Name is a required field. At least one
character must be entered for First Name.
Middle Initial is an optional field.
WARNING:
If you send the same record on
different days, you will receive
two responses. You will also be
billed for two submissions. If
you suspect you have sent the
same record more than once,
contact
the
Bureau
of
Identification Fiscal Department
at 815-740-5160.
Date of Birth is a required field. Enter the date as MM/DD/CCYY. When the record
is saved, the “/ /” are removed. To edit or resave the record, “/ / “ must be placed
within the date of birth field.
Note:
When you move from the Date of Birth field to the Sex and Race fields you
must use the tab key to key in sex and race, or you will receive an error
message. The fields will retain their default color if entered correctly. If the
background color is clear you will receive an error message telling you the
date of birth field is not entered correctly.
Sex - Use the keyboard to enter these fields. (M) = Male, (F) = Female, (U) =
Unknown.
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Race – Use the keyboard to select race: (A) = Asian/Pacific Islander, (B) = Black, (I)
= American Indian/Alaskan Native, (W) = white, (U) = Unknown.
Note:
If the Sex and/or Race field’s background color is clear when you save the
record, you will receive a “Field in Error” message. To rectify this, left
click on the field(s) which is clear in color, to change it to a colored
background. Put the “//” back in the Date of Birth and then resave the
record.
Social Security Number is an optional field. Use numeric characters only.
File Name is an optional field. If you would like an individual response for each
inquiry, enter your AIN plus a dot followed by a unique three digit number.
Example:
If your AIN is HC9511001, the first file name would be 951101.F01. The
second file name would be 951101.F02. The third file name would be
9511001.F03, etc.
Even with this method of giving unique file names to multiple records, you will notice the
Electronic Entry Program saves all the records in a single file which is named with your
AIN plus a file extension of .F01. This is because the Electronic Entry Program creates
a single file capable of containing hundreds of uniquely named records.
Filler – This field is not used by the Illinois State Police. This field is provided for
submitting agency use.
If a field is not correct, the program will return you to the field that needs to be corrected.
The most common error is related to the Date of Birth. You must use the tab key to
move from the Date of Birth Field to the Sex and Race fields. You must also enter the
date of birth in the required format. Files are saved by date.
You can retrieve your records for review by going to the Trans folder for the current file
or the Transarc folder for older files. The name of the files in the Transarc folder will be
the date they were created. The naming format for files in the Transarc folder is
“yyyymmdd” (For example: 20040312.
This file would have been created on
03/12/2004.)
Using the Buttons
Save – Saves the record that was entered. The save button only saves
the record to the database. You will save your database to the file in
your C:\Trans folder after you have entered all your records by using
the Prepare File for Transfer button.
- 48 -
Next – Moves to the next record in your database. Use this field to find
a record you might want to edit in your database. Use Next and
Previous to make sure you have not entered the same record twice.
Previous – Moves to the previous saved record in your database.
Edit – Allows you to make changes to the displayed record that has
been saved.
Delete – Allows you to delete a record you do not wish to submit.
Delete also enables you to delete duplicate or unwanted records.
Exit – Allows you to close the form without saving or preparing the file
for transfer.
Prepare File for Transfer –Brings up a calendar. This button allows
you to choose a specific date of records that have been saved to the
database.
Using the Calendar
This screen is activated when the Prepare file
for Transfer button is pressed. A calendar
appears with the current date selected. Press
enter to select today’s date. After clicking on
the date, your records are saved to a newly
created file in your Trans folder. You will then
see your file was completed successfully. If
you receive an error saying “No files found”
when you try to save your entries to today’s
date, your C:\Trans folder is either missing or
not installed on the root of your drive C:.
E-Mailing File
After your file is prepared for transfer, e-mail the file as an attachment to
[email protected]. If you are using the electronic entry program provided by the
Illinois State Police, this file will be located at: “C:\Trans\xxxxxxx” (x=file name).
Note:
Please do not send the Trans folder, double click on the Trans folder to
open it and just send the file.
- 49 -
Do not send any zipped files. AOL and YAHOO e-mail service cannot be used at this
time to send files. This file can contain multiple names. You will receive all your
responses from the BOI on a single printout. If you require separate printouts for
individual submissions, you will need to use separate names in the Filename field.
Please DO NOT use [email protected] for any other communication. This
address is for files only.
Electronic Responses
R
esponses to your requests will contain notations stating one of the following:
NO RECORD – NAME SEARCH ONLY
There is no conviction data available based on the subject information submitted in
your file.
Example:
HC0000000CIRNFHCW DOE JANE E04171960FB1234567890092720001006NORECORD - NAME SEARCH ONLY
PENDING – NAME SEARCH ONLY
Further processing is required to determine if the subject name has any conviction
data available. The processing time for PENDING responses is approximately 30
days.
Example:
PK0000000CIRNFPKDDOE JOHN R05141957MW23456789003242001040413PENDING- NAME SEARCH ONLY
MULTI-HIT – SUBMIT FINGERPRINTS
The subject name submitted pointed to more than one record and fingerprints are
required to determine which record, if any, belongs to the subject.
Example:
MS0000000CIRNFMSCDDOE JOE J01241960MU0000000004192001040006MULTIHIT - SUBMIT FINGERPRINTS
ERROR – REQUIRED DATA
There is an error in one or more of the required eight fields (Agency Identification
Number, Transaction Applicant Position, Transaction Type Code, Last Name, First
Name, Date of Birth, Sex, and Race). The record in question must be corrected and
resubmitted.
Example:
MS0000000CIRNFMSCDOE JANICE N02130960MW01100000003212001040006ERROR- REQUIRED DATA
Decryption Program
Why Digital Encryption?
A
ll Criminal History responses sent from the Bureau of Identification across the
internet in the form of email are federally mandated to be encrypted and users to be
- 50 -
authenticated. The Illinois State Police, in compliance with this mandate, will send out
email attachments that have been encrypted to industry standard IPSEC 3DES X.509
v3 protocol.
Encryption will guarantee the security of the information contained in the response
should it be intercepted by unauthorized persons while in-transit. Authentication will
guarantee the person receiving the encrypted response is the person intended and
authorized to decrypt it.
System Requirements
You will need:
A personal computer running Microsoft Windows
2000 Service Pack 3, Microsoft Windows XP
Service Pack 1, or higher. Note: Microsoft
Windows 95/98/ME is not supported nor is any
Apple/Macintosh Computers.
20 MB free disk space on a local disk drive
Entrust Entelligence 6.1.100.642 Software loaded
and operational
To be registered with the State of Illinois Central
Management Services Digital Certificate Project
Authentication Server
A connection to the Internet
Or, the CHRI Response Decryption
software, including Entrust
Entelligence Desktop software,
may be downloaded by browsing to
the following URL:
http://www.isp.state.il.us/services/s
ervices.htm
NOTE: The CHRI Response
Decryption software is only
compatible with Windows 2000
Service Pack 3 or higher or
Windows XP Service Pack 1.
An active email address capable of receiving
email attachments
Installing Entrust
The Entrust Entelligence Desktop software is a self-extracting executable file called
ISP.EXE. Running this file will install the Entrust Entelligence client. Entrust is the
Encryption and Authentication software chosen by the State of Illinois for its Digital
Certificate Project.
The installation program will, by default, install onto the primary local hard drive of the
PC. There are no options the user can select or deselect. The minimum options have
been pre-selected to allow Entrust to function.
The installation program may automatically restart your system if there are files which
need to be updated.
- 51 -
ENTRUST Enrollment
Users are required to enroll with the State of Illinois in order to be issued a Digital
Certificate. Users must go to https://autora02.cmcf.state.il.us to begin the process.
The enrollee must be a real person with a valid Illinois Drivers License. Selected
information from the driver’s license will be asked for during enrollment. It must be
entered exactly as printed on the driver’s license.
Users must read and agree to the user agreement with the State of Illinois Central
Management Services. Out-of-State users must click the “Non-Illinois Resident
Accept” button instead of the Agree button on the Subscriber Agreement form.
When entering names into the name fields, do not put a period (.) after the middle initial.
The web site will allow the entry of one, but it causes problems elsewhere, so avoid
doing this.
Users will be asked to create a profile name and password. Please remember these.
Write them down and keep them in a safe place, if necessary.
The State Police Criminal History system is not capable of sending email to more than
one person. Therefore, only one person from each agency needs to be enrolled.
ENTRUST Operation
Once the user is successfully enrolled and the Entrust software is loaded, the user
should be able to log onto the CMS server.
Entrust will load an icon of a gold key in the task
tray when it is installed. When the user is not
logged in, a red “X” will appear over the gold key
as shown in figure
Figure 1
When the user is logged in, nothing will appear
over the gold key as shown in figure 2.
Figure 2
When the user is logged in, but the session has
timed out (i.e. no activity for more than 30
minutes) and has become locked, a red padlock
will appear over the gold key as shown in figure 3.
Figure 3
- 52 -
Double clicking on the Entrust icon in the task tray will bring up the Entrust Login Screen
as shown in figure 4.
Figure 4
The Profile Name and password are the same ones created when you enrolled. If you
forget the password for your Profile Name, you can go to the following URL:
https://autora01.cmcf.state.il.us/soi_recover.html
Follow the instructions to recover your password.
Please do not call the Illinois State Police as we will not be able to reset passwords on
the CMS Certificate Authority server.
If you experience difficulty installing the Entrust software or cannot log on once the
software has been installed, please contact the Illinois State Police Customer Support
Desk at (815) 740-5160. Tell the operator you need technical support for the CHRI
Response Decrypt project and you will be routed to the appropriate technical support
staff.
Installing the ISP Decrypt Program
Extract the ISPDecrypt.EXE file you downloaded from the Illinois State Police web site.
In the extraction folder will be the SETUP.EXE. Click on the OK button.
Click on the button resembling a picture of the computer. By default, the installation
program will put the ISPDecrypt.EXE program in a folder called ISPDecrypt off of the
Program Files path. If you wish to install the software to a folder other than the default
folder specified, click on the Change Directory button first and specify a new path.
While it is possible to change the installation path, this is not recommended by
the Illinois State Police.
- 53 -
This screen will show the group name of the Start Menu in which the software will be
placed. Again, it is not recommended to change any of these settings. Click on the
continue button and you should see a number of files being installed and a progress bar
estimating the install progress. The ISP Decrypt program will have been successfully
installed at this point.
Note:
The installation program may require your system to be restarted several
times during the installation process. It may be necessary to update
Windows system files which can only be done while Windows is not
running. Additionally, Windows files may only be updated one at a time, as
such, restarting the PC and restarting SETUP.EXE program several times
is not uncommon.
Activating Email Responses
Once you have enrolled for your Digital Certificate, have installed the Entrust
Entelligence software and can successfully log on to Entrust, and have installed the
CHRI Response Decrypt software, you must call the Illinois State Police to be activated.
For Criminal Justice Agencies, contact Paula Dolph at (815) 740-5342.
For Non-Criminal Justice Agencies, contact Rosanne Harris at (815) 740-5188.
You will not receive any responses via email until you have been activated by the Illinois
State Police.
This completes the installation, setup and enrollment for the receipt of Criminal History
Responses from the Illinois State Police.
Technical Specifications
If you need assistance with the installation or operation of any of the software described
in this document, please call the Illinois State Police Customer Support Desk at (815)
740-5160 and tell the operator you need technical support for the CHRI Response
Decryption software.
This program calls a number of Dynamic Link Libraries and ActiveX controls. They are:
COMCAT.DLL
ASYCFILT.DLL
OLEAUT32.DLL
MSVCIRT.DLL
ATL.DLL
ETXPEM.DLL
STDOLE2.DLL
OLEPRO32.DLL
MSVBVM60.DLL
MSVCRT.DLL
ETXUTIL.DLL
ETFILE32.DLL
- 54 -
ENTAPI32.DLL
EXTPKCS7.DLL
MSVCP60.DLL
SYSINFO.OCX
ENTERR.DLL
ETXCORE.DLL
MSCOMCTL.DLL
COMDLG32.OCX
All these files must exist in the Windows SYSTEM32 folder.
The Entrust software uses a number of well-known ports to communicate with the CMS
Server. They are:
Port
53
389
445
640
829
1059
1072
1094
1095
1096
1097
Service
DNS Service
SLDAP
SMB
PC NFS
Entrust Certificate Authority Port
NIMREG
NETBSD
ATM2
NiceLink
CNR Protocol
Remote Authentication Tool (RAT)
For users working through firewalls, the following IP addresses will need to be allowed,
bi-directionally:
authority.cmcf.state.il.us
server.cmcf.state.il.us
roaming01.cmcf.state.il.us
163.191.220.20
163.191.220.22
163.191.220.24
All of these ports fall into the LDAP family of services.
Any firewalls between the PC with Entrust and the Internet will need to have these ports
open for Entrust to communicate properly.
Troubleshooting
You are unable to successfully install the ISP Decrypt Program.
Problem:
Solution:
During the installation process, you have restarted your system and
restarted the installation program but the installation program is
trying to update same file over and over again.
This is a known problem with the Visual Basic installer. Please visit
Microsoft’s website for more information.
You have installed all the software without error and the Decrypt program hangs up.
- 55 -
Problem:
Solution:
The ISPDecrypt program is stuck at DECRYPTING status.
Make sure all the ports for Entrust are open on the firewall.
Temporarily open all ports on the firewall and see if the program will
work.
Entrust installed, and the ISPDecrypt program installed, but upon attempting to use the
program, you receive an error.
Problem:
Solution:
The error “The Unicode version of ATL.DLL is not compatible with
Windows.”
You have installed the software on PC with an incompatible
Operating System. Windows 95/98 and ME are not compatible with
this software and cannot be used. Please reinstall on a PC with
Windows 2000 Service Pack 3 or higher.
You receive an error message stating “You are not the intended recipient for this
message.”
Problem:
Solution:
The message will not decrypt. The above error is generated.
The email message has been misdirected to you and you will not
be able to decrypt it. Please forward the email back to
[email protected]
How to Decrypt a File
P
lease follow the instructions provided when decrypting files. If you have any
questions concerning this process, please contact the Customer Support Unit at
(815) 740-5160.
Create the following two folders on your C drive:
1.
2.
Responses
Decrypted Results
Note:
If you do not sign onto Entrust before you try to Decrypt a file, you will be
prompted to sign onto Entrust when you try to decrypt the file.
1.
Open your e-mail. In your e-mail response from the BOI, you must:
A.
B.
C.
D.
Right Click on the attachment
Click on Save as
Scroll to find the C drive
Find the responses folder
- 56 -
E.
Click Save
2.
Exit your e-mail
3.
Open the ISP CHRI Response Decrypt Program
4.
In the box you will see the following:
A.
B.
D.
C\
Program Files
ISPDecrypt
a. Double click on the C\
b. Find the responses folder
c. Double Click on the responses folder
5.
In the files to decrypt box, all files that need to be decrypted will be listed.
A.
B.
Click the Decrypt button
When the status box says done, click Exit.
8.
Double Click My Computer
9.
Double Click the C drive
10.
Look for the responses folder
A.
B.
C.
D.
11.
Double Click on the responses folder
Right Click on the document
Scroll for the option Open with
Choose Note Pad
If you choose to save this document:
A.
B.
C.
D.
E.
F.
Choose File
Save As
Type name of file you choose
Scroll for the c drive
Find the folder Decrypted Results
Click Save
If you need to print that response you can go to the C drive and open the Decrypted
Results folder.
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-VIII- USING CUSTOMER SUPPORT
O
ur Customer Support Staff would like to assist you in the most efficient was we can.
Please have the following information available when calling us.
Please have your Agency Identification Number (ORI/AIN) available. In most
instances, we will need this information to assist you.
When leaving a voicemail, please provide a number you can be reached at, as well
as the best time of day to contact you.
If you are checking the status of a file you submitted, have the date or dates in
question available, the number of names submitted in the file, and at least one of the
names submitted.
If you received an error message when you sent a file electronically, please write
down what the error message is prior to calling. Our Customer Support Staff will log
this information.
Be sure the e-mail address you have listed with our agency is current.
All calls that require Technical Support assistance will be logged into Remedy. At
this time, the customer is given a Help Desk number that is assigned to each case.
The customer should use this number as a reference when calling.
The Customer Support Staff can be reached by dialing (815) 740-5160, Monday
through Friday from 6:00 AM to 6:00 PM.
- 58 -
- 59 -
-IX- FREQUENTLY ASKED QUESTIONS
L
isted below are answers to a number of the most frequently asked questions. These
questions and answers are included in the section for your reference.
Question:
The earlier versions of the electronic inquiry program required that my
inquiry be submitted over a modem, but my response was returned by
mail. Will I now receive responses back by e-mail?
Answer:
Yes. Your response will now be returned electronically to the e-mail
address supplied when enrolled. However, you will continue to receive
“hits” or conviction data through regular mail. The information received via
e-mail will be a listing of NO RECORD-NAME SEARCH ONLY,
PENDING-NAME SEARCH ONLY, MULTI-HIT-SUBMIT FINGERPRINTS
or ERROR - REQUIRED DATA. A NO RECORD notation next to the
subject name means there is no conviction data on file based on the
subject information submitted in your file. The PENDING notation means
that further processing is required to determine if the subject name has
any conviction data on file. The processing time for PENDING responses
is between 30 and 45 days. The MULTI-HIT notation means the subject
name pointed to more than one record and fingerprints are required to
determine which record, if any, belongs to the subject. ERROR REQUIRED DATA - notation means that there is an error in one or more
of the required eight fields (Agency Identification Number, Transaction
Applicant Position, Transaction Type Code, Last Name, First Name, Date
of Birth, Sex and Race). The record in question will have to be corrected
and resubmitted.
Question:
What is the response time for processing my files?
Answer:
Files submitted by 2:00 p.m. are processed that night and the
corresponding response e-mail are normally sent out the following
business day. Files emailed on weekends and holidays will be processed
the next business day.
Question:
Is this program a web-based Internet program?
Answer:
No.
- 60 -
Question:
What race code should be used for people of Hispanic decent?
Answer:
The NCIC code table states, Hispanics should be entered with the race
code most closely representing the individual. Most commonly, if this
cannot be determined, the individual is submitted as “U” (Unknown),
which includes all possible races within its search. The FBI created the
NCIC code table and established the specific race code definition. ISP has
no authority to modify the table’s race codes or change their definition.
Question:
What is the cost of submitting record checks?
Answer:
Please refer to the current fee schedule located in the Appendix on page
90 for the fees associated with each form.
Question:
How is payment made?
Answer:
Payment for electronic submissions will be drawn from your escrow
account at the rate of $7.00 per inquiry. Manual submissions must be
accompanied by a check or money order made payable to the Illinois
State Police. The charge for manual submissions is $10 each.
Question:
How much money do I need to start an escrow account?
Answer:
The minimum amount required is $250.00 for 35 or fewer inquiries per
year, $500.00 for 36 to 70 inquiries per year, and $1,000.00 for agencies
submitting more than 70 inquiries per year.
Question:
Are credit cards accepted?
Answer:
No.
Question:
Would there be a carry over if the entire escrow amount is not depleted by
the end of the contract period?
Answer:
Yes. The balance of your escrow account would be carried over. However,
if you decide to discontinue submitting UCIA inquiries via electronic
transfer, your escrow account balance would be returned upon request.
- 61 -
Question:
Does ISP provide any other information such as credit histories?
Answer:
No, ISP maintains and disseminates Illinois criminal history record
information only.
Question:
How can I find out if a person is a registered sex offender?
Answer:
To determine if the subject of your inquiry is a registered sex offender,
please check the Illinois State Police Registered Sex Offender Information
web site at www.isp.state.il.us.
Question:
Is my inquiry checked against the FBI’s national criminal history
database?
Answer:
No, ISP is not permitted to check the FBI’s national criminal history
database for non-criminal justice purposes.
Question:
Does the law require that I obtain the applicant’s signature and forward it
to the BOI?
Answer:
If the inquiry is for employment or licensing purposes, you are required to
obtain a signed release from the applicant and maintain it on file for at
least two years. The release is not to be forwarded to the BOI. It should be
maintained in your files.
Question:
If I include a certain dollar amount as required in the user’s agreement and
my estimate is inaccurate, am I obliged to submit that volume of inquiries
to the BOI?
Answer:
No. The figure provided in the user’s agreement is merely an estimate and
is needed for planning purposes. The estimate is also necessary to
comply with the rules and regulations governing ISP contractual
agreements.
Question:
Regarding healthcare background checks, for what position titles am I
required to submit a UCIA inquiry?
Answer:
Questions regarding position titles covered by the Health Care Worker
Background Check Act, changes in the law effective January 1, 1997, the
waiver process, and accessing the nurse=s aid registry, etc., should be
forwarded to the Illinois Department of Public Health.
- 62 -
Question:
What are the State holidays?
Answer:
The State holidays are:
New Year’s Day
Martin L. King Birthday
Lincoln’s Birthday
Washington’s Birthday
Memorial Day
4th of July
Labor Day
Columbus Day
Election Day (General)
Veterans Day
Thanksgiving (Thursday)
Thanksgiving (Friday)
Christmas
Question:
I sent my file to your agency several days ago and have not received
anything back. How much longer should I wait?
Answer:
Please do not wait several days or weeks before contacting our agency
when you have not received a file. Our files run within 24 to 48 hours upon
receipt of your file. Please keep in mind that files submitted after 2 pm will
be processed on the following day.
Question:
Can I receive credit on my statement for files I ran more than once?
Answer:
Unless the problem was a result of the Illinois State Police, you will be
charged for the files that are resent.
Question:
I need technical assistance.
Answer:
The Customer Support Staff will take your call and attempt to assist you.
In cases where further technical assistance is required, your call will be
forwarded to the Technical Support Staff.
- 63 -
Question:
I need to know the definition of a response I received via e-mail.
Answer:
Please note that all of your response definitions such as pending or multihit are located with the instruction packet you received when signing up for
the FeeSub program. See pages 2 and 3 of your enrollment instructions.
I want to change our e-mail address. How do I do that?
Question:
Answer:
Please list the new e-mail address and your ORI on agency letterhead and
fax the information to (815) 740-4401. Include any individual’s name you
may have spoken to.
Question:
I want to know the balance of my account.
Answer:
The Customer Support Staff will forward your call to the Fiscal Unit. They
will assist you with your inquiry.
Question:
Some of my employees need to be fingerprinted. How do I do that and
where do I get the fingerprint card?
Answer:
The Illinois State Police can mail you out a supply of fingerprint cards.
Please call our Store Clerk at (815) 740-5216, indicating the number of
cards you require, your agency name, and address. Currently, the city of
Chicago will not fingerprint on the Conviction Information Request
fingerprint card. Customers are instructed to go to any local police
department or sheriff’s office outside the city. Call the agency first to
discover any requirements they may have for fingerprinting, such as
charging a fee or residency requirements. You may also check the phone
directory for a listing under Fingerprinting. The Illinois State Police charges
a $14.00 fee to process the Conviction Information Request fingerprint
card.
Question:
If I am submitting my background checks to your agency electronically,
how will I supply a copy of an e-mail to my employee?
Answer:
The Illinois State Police does not have a standard form to supply your
employee with a copy of their background check. Your agency will need to
create a procedure for this. Many agencies type a brief statement on their
letterhead for the employee, while others simply cut and paste our e-mail
and submit that to the employee.
- 64 -
Question:
If I submit an electronic background check and receive a record response
in the mail, what are the procedures if the employee denies the record
belongs to them?
Answer:
You or the employee can initiate a fingerprint based search by submitting
a Conviction Information Request fingerprint card to our agency. The
response will then be based on a positive identification of fingerprints.
Question:
Can you deduct the cost of submitting fingerprint searches from my
modem account?
Answer:
Yes. You must make sure that your ORI is placed on the top portion of
your fingerprint card submission for proper processing. Failure to do so
could cause a delay in the processing time.
- 65 -
-X- GLOSSARY OF TERMS
#
30 Day Notice of Continue Court Date/ DL Suspense
Pending
The notice sent the defendant who has posted a driver’s
license or who has signed a promise to comply. A 30
day continuance is assigned. This code would be
followed by a Failure to Comply or an Order of Failure
to Appear/IL Drivers License Only, if the defendant
failed to appear within 30 days.
30 Day Notice of Continue Court Date/ Forfeiture
Pending
The notice sent to the defendant who has posted bond
other than those described in above. A 30 day
continuance date is assigned. This code would be
followed by a Judgment on Forfeiture, if the defendant
failed to appear within the 30 days.
A
AFIS
Automated Fingerprint Identification System. A
computer-based system for reading, cataloguing, and
matching fingerprint images.
Agency Identification Number (AIN)
The Agency Identification Number, also known as an
ORI, is a number assigned to users that have signed an
interagency agreement to obtain criminal history record
information.
Alcoholic Treatment
The defendant has been sentenced to submit to
alcoholism treatment.
Amended/Reduced
An arrest charge that is changed from the original
charge to a reduced charge at the court level.
B
Bail Bond Forfeiture
Bail bond forfeiture is the court decision that the
defendant has lost the right to the money or property
pledged to guarantee court appearance or the fulfillment
of another obligation, or has lost the right to the sum
deposited as security for the pledge, and that the court
will retain it. Neither revocation of bail status nor forfeit
of bail is automatic upon failure to appear. Each is a
court decision requiring a hearing. Such decisions
ordinarily will not be taken unless it appears that the
defendant permanently intends to avoid prosecution,
sentencing, or execution of a sentence. Further, bail
forfeiture will often be reversed and the pledged amount,
minus court costs, will be returned to the defendant if
the defendant appears in court within a given period of
time.
BOI
Acronym for the Bureau of Identification.
Bond Forfeiture Warrant (BFW)
A warrant issued upon forfeiture of bail bond.
Boot Camp
The defendant has been sentenced to spend time in a
correctional boot camp.
C
CHRI
Acronym for Criminal History Record Information.
Concurrent Sentence
A sentence that is one of two or more sentences
imposed at the same time after conviction for more than
one offense and to be served at the same time; or, a
new sentence imposed upon a person already under
sentence(s) for a previous offense(s), to be served at
the same time as one or more of the previous
sentences. A “multiple sentence” is two or more
concurrent or consecutive sentences, or a combination
of both types. It is possible for a person to be serving
one of a set of consecutive sentences while also serving
time on a concurrent sentence.
Conditional Discharge
A sentence or disposition of conditional and revocable
release without probationary supervision but under such
conditions as may be imposed by the court.
Conditional Discharge/Special Conditions
The defendant has been sentenced to conditional
discharge with special conditions.
- 66 -
Conditional Discharge Terminated
The sentence of conditional discharge has been
terminated after a specific term.
Consecutive Sentence
A sentence that is one of two or more sentences
imposed at the same time, after conviction for more than
one offense, and which is served in sequence with the
other sentences; or, a new sentence for a new
conviction, imposed upon a person already under
sentence(s) for a previous offense(s), thus increasing
the maximum time the offender may be confined or
under supervision.
Contempt of Court
Intentionally obstructing a court in the administration of
justice, or acting in a way calculated to lessen its
authority or dignity, or failing to obey it’s lawful orders.
Conviction
The judgment of a court, based on the verdict of a jury
or judicial officer, or on the guilty plea or nolo
contendere plea of the defendant, that the defendant is
guilty of the offense(s) with which he or she has been
charged.
Correctional and Release Information
Information on an individual compiled by a criminal
justice or non-criminal justice agency in connection with
bail, pretrial or post-trial release proceedings, reports on
the mental condition of an alleged offender, reports on
pre-sentence investigations, reports on inmates in
correctional institutions or participants in rehabilitation
programs, and probation and parole requests.
Cost Only/Penalties and Fees
A defendant is only ordered to pay costs, fees, or
penalties. No fine(s) is imposed.
Court Disposition
For statistical reporting purposes, generally, the judicial
decision terminating proceedings in a case before
judgment is reached, or the judgment; the data items
representing the outcome of judicial proceedings and
the manner in which the outcome was arrived at. Court
disposition can in criminal justice contexts mean either
the immediate result of prosecution (conviction,
acquittal, or dismissal) or the final result in the sense of
sentencing disposition when the judgment is conviction.
Credit Time Served
The court allows the defendant to use time already
served in the county jail to count towards the completion
of the DOC/Jail sentence.
- 67 -
CSAOD
Acronym for inchoate offence codes Conspiracy,
Solicitation, Attempt, Substantive Offense (O), and Drug
Conspiracy.
D
Death Suggested/Cause Abated
Case terminated upon determination of death of
defendant.
Delinquency Petition Withdrawn
State withdraws petition for delinquency and has
decided not to prosecute. For juvenile cases only,
Dismiss
To dismiss an action or suit without any further
consideration or hearing.
Dismiss/Court
No motion set; case dismissed.
Dismiss/Defense Motion
A motion to dismiss is entered by the defense and
granted.
Dismiss/No Probable Cause
Court determined there was not enough evidence to try
cause.
Dismiss/State Motion
A motion to dismiss is entered by the state and granted.
Dismiss/Superseded by Indictment or Information
The original complaint has been replaced by charges in
the information/indictment.
Dismiss/Want of Prosecution
Prosecutor failed to appear to pursue the action.
Disposition Not Mandated
This code should only be used by those statutes that by
law are not mandated to be reported to the Bureau of
Identification.
DOC
The defendant has been sentenced to spend time in the
Illinois Department of Corrections.
The Document Control Number is a preprinted number
located at the top left hand corner of a UCIA fingerprint
request form.
Driver Education School
The defendant has been sentenced to complete driver’s
education school.
Drug Addiction Treatment
The defendant has been sentenced to submit to drug
addiction treatment.
DUI School
The defendant has been sentenced to submit to
complete DUI School.
DUI School Completed
A defendant has completed DUI school that was
ordered by the court.
Duplicate or Warrant Arrest
This code should only be used when it has been proven
that the arrest has been reported as a duplicate or
warrant arrest.
E
Electronic Monitoring
Electronic devices are placed on the defendant’s body
to ensure that the defendant does not leave the area of
confinement.
ERROR – REQUIRED DATA
There is an error in one or more of the required eight
fields (Agency Identification Number, Transaction
Applicant Position, Transaction Type Code, Last Name,
First Name, Date of Birth, Sex, and Race). The record in
question must be corrected and resubmitted.
Ex Parte/Finding of Guilty
An order is said to be ex parte when it is entered upon
the defendant’s failure to appear.
F
Failure to Comply/NRVC
This would be used when a driver from a member state
of Non-Resident Violator Compact (NRVC) has
promised to appear and has failed to appear on the
continued court date. A “Notice of Failure to Comply” will
be forwarded to the driver’s home state for suspension
action.
Failure to Pay/Notice to SOS
The issuance of a notice to the SOS per statute 625
ILCS 5/6-306.6.
Fee Applicant Fingerprint Card
Fingerprint card submitted to the BOI by a non-criminal
justice agency which has executed the appropriate
contractual agreement with the Illinois
State Police for the purpose of doing a criminal
background check for a fee.
Fine/Cost/Penalties and Fees
All fines and costs (which include fees and penalties)
are added together and reported. This does not include
restitution.
G
Governor’s Pardon
Forgiveness of crime by the state’s governor.
Guilty/20 ILCS 305/10-102
This is often referred to as TACP (Treatment As a
Condition of Probation). Upon successful fulfillment of
the terms and conditions of probation, the court shall
discharge the person from probation. If the person has
not previously been convicted, the court may vacate the
judgment of conviction and dismiss the criminal
proceedings against them.
Guilty
The defendant has been found to have committed a
crime or has confessed to committing a crime.
Guilty/Mentally Ill
Having committed a crime, but the subject is found to
mentally ill.
Guilty/Directed Verdict
In a case in which the party with the burden of proof has
failed to present a prima facie case for jury
consideration, the trial judge may order the entry of a
verdict without allowing the jury to consider it. As a
matter of law, there can be only one such verdict. In a
criminal case, the judge may render a judgment of
acquittal in favor of the defendant.
- 68 -
H
Home Confinement
The defendant has been sentenced to confinement in
their home/neighborhood.
Merged with Another Sentence
The court has found the defendant guilty, but has
merged the sentence of the offense with the sentence of
a different offense.
I
Mistrial
A trial of an action which cannot stand in law because of
want of jurisdiction or a wrong drawing of jurors, or
disregard of some other fundamental requisite before or
during trial.
Intensive Probation
The defendant has been sentenced to this specific type
of probation.
Modified/Reviewing Court
A reviewing court has modified the disposition of the trial
court.
Interagency Agreement
The Interagency Agreement is an agreement between
the Illinois State Police and an agency to obtain criminal
history record information.
Modified/Trial Court
Court reheard matter after dispositions and modified
without vacating.
J
MULTI-HIT – SUBMIT FINGERPRINTS
The subject name submitted pointed to more than one
record and fingerprints are required to determine which
record, if any, belongs to the subject.
Jail
The defendant has been sentenced to spend time in the
county jail. This is used for incarceration sentences
under 365 days.
N
Judgment on Forfeiture
This is used when an order for judgment of the forfeiture
of a bond has been entered. It follows a 30 Day Notice
of Continue Court Date/Forfeiture Pending, when the
defendant fails to appear. This is reported to the SOS
(Secretary of State) and would result in a conviction
(bond forfeiture 6-100 IVC) being added to the drivers
record.
Juvenile Continuance Under Supervision
The defendant has been found guilty, but the conviction
has been withheld while the defendant satisfies the
conditions of the supervision. For juvenile cases only.
M
Medical/Mental Treatment
The defendant has been sentenced to submit to medical
or mental treatment.
Merged With Another Offense
Combined with another offense for the purpose of
imposing a single disposition.
- 69 -
No Bill
In the opinion of the Grand Jury, evidence was
insufficient to warrant the return of a formal charge.
No Charge/Disposition Not Available
This code should be used only when trying to report a
historical disposition when that information has been
destroyed or cannot be located.
No Sentence To Follow
The court has found the defendant guilty, but not
imposed a sentence.
Nolle Prosequi
A formal entry upon the record by the prosecuting
officer, by which he declares that he will not prosecute
the case further.
Non-Suit
Judgment rendered against party in legal proceeding on
his inability to maintain his cause in court, or when he is
in default in prosecuting his suit or in complying with
orders of court.
NO RECORD – NAME SEARCH ONLY
There is no conviction data available based on the
subject information submitted in your file.
Not Guilty
The jury/court acquits the defendant.
Not Guilty/Insane
Subject is not responsible for the charged crime
because the subject was deemed insane at the time the
crime was committed.
Not Guilty/Directed Verdict
Trial judge may enter an order of not guilty because of a
matter of law at the conclusion of the prosecutions case.
Not Guilty/Guilty of Lesser and Included Offense
One composed of some, but not all, of the elements of
the greater crime, and which does not have any
elements not included in the greater offense. The
subject is not guilty of this offense, but is guilty of a
lesser and included offense.
Probation
The defendant has been sentenced to a term of
probation.
Probation/Special Conditions
The defendant has been sentenced to probation with
special conditions.
Probation Terminated
The sentence of probation has been terminated after a
specific term.
Public Service
The defendant has been sentenced to complete some
service to the community.
R
Not Proven/Not Adjudicated Delinquent
State’s petition for delinquency has not been granted.
Not guilty. For juvenile cases only.
Remanded/Reviewing Court
A reviewing court returned the case to the trial court for
further action.
O
Restitution
The defendant is required to compensate the victim or
provide community service.
Order of Failure to Appear/IL Driver License Only
This will be used when an order has been entered
pursuant to IVC 6-303.3 to suspend an Illinois driver’s
license following the 30 day notice sent to offender for
failing to appear on the first court date. SOS would
receive this and enter a suspension IVC 6-306.3(d).
P
Paid In Full/Compliance of 625 ILCS 5/6-306.6
Defendant satisfied the previous failure to pay condition.
PENDING – NAME SEARCH ONLY
Further processing is required to determine if the subject
name has any conviction data available. The processing
time for PENDING responses is approximately 30 days.
Periodic Imprisonment/Work Release
The defendant has been sentenced to periodic time in
the county jail. Usually this occurs when the defendant
has a job throughout the week and spends time in jail on
the weekend.
Reversed/Reviewing Court
A reviewing court has reversed the disposition of the
trial court.
Revocation/Vacate 1410 Probation
A court action has vacated or revoked an existing 1410
(violation of the Controlled Substance Act) probation,
making that probation type void.
Revocation/Vacate 710 Probation
A court action that has vacated or revoked an existing
710 (violation of the Cannabis Control Act) probation,
making that probation type void.
Revocation/Vacate 720 ILCS 5/12-4.3 Probation
A court action has vacated or revoked an existing 710
probation, making that probation type void.
Revocation/Vacate Conditional Discharge
A court action has vacated or revoked an existing
conditional discharge, making that conditional discharge
void.
Revocation/Vacate Probation
probation, making that probation void.
- 70 -
Revocation/Vacate Supervision
supervision, making that supervision void.
S
Sexually Dangerous
A defendant is declared by the court to be suffering from
a mental disorder coupled with criminal propensities to
the commission of sex offences. Not found neither guilty
nor not guilty. Committed to institution. No sentence
information to follow.
Special Facility Attendance/Residence
The defendant has been sentenced to attend or reside
at a special facility.
The State Identification Number is eight digits in length
with the last number being 0 (zero). This number is used
to uniquely identify individuals by fingerprint data.
Transferred/No Jurisdiction
The case has been transferred out of jurisdiction of the
court reporting the case; like a change of venue.
Change of venue is the removal of a suit begun in one
county and moved to another county for trial. To move
case that was filed in the wrong county.
U
Unfit to Stand Trial
A defendant is found to be incompetent, not adapted or
qualified to stand trial pursuant to Article 104 of the
Code of Criminal Procedure of 1963, 725 ILCS 5/104 et.
al.
Uniform Conviction Information Act (UCIA)
The Uniform Conviction Information Act is a law enacted
on January 1, 1991 mandating that all criminal history
record conviction information collected and maintained
by the Illinois State Police, Bureau of Identification, be
made available to the public pursuant to 20 ILCS 2635/1
et seq.
Stricken Off With Leave to Reinstate (SOL)
This indicates that the court has taken the case off the
docket list, but the court can reinstate this case within a
specified time period.
V
Study/Vocational Training
The defendant has been sentenced to complete a
course of study or vocational training.
Vacate/Reviewing Court
A reviewing court has vacated the disposition of the trial
court.
Supervision
A defendant enters a plea of guilty or is found guilty by
the court or a jury, judgement is withheld, and the court
imposes a disposition of supervision.
Vacate Trial Court
Trial Court vacated previous disposition.
T
Terminated Satisfied
A probation, supervision or conditional discharge has
been terminated because all conditions of the sentence
have been met.
Terminated Unsatisfied
A probation, supervision, or conditional discharge has
been terminated without the defendant completing the
full conditions of the sentence.
The Transaction Control Number is a number located in
the top right hand corner of the UCIA request form used
in tracking the status of the request.
- 71 -
W
Warrant Issued
A written order to command law enforcement officers to
arrest a person and bring him before a judge.
Warrant Quashed/Withdrawn/Recalled
The warrant is quashed after service of that warrant, or
recalled or withdrawn prior to service.
Withhold Judgment/720 ILCS 5/12-4.3
the court or a jury for violation of aggravated batter of a
child (720 ILCS 5/12-4.3), judgment is withheld, and the
defendant is sentenced to probation.
Withhold Judgment/710 Probation 720 ILCS
550/10
the court or a jury for a violation of the Cannabis Control
Act, judgment is withheld, and the defendant is
sentences to probation as a first-time offender.
Withhold Judgment/1410 Probation 720 ILCS
570/410
the court or a jury for a violation of the Controlled
Substance Act, judgment is withheld, and the defendant
is sentenced to probation as a first-time offender.
Withhold Judgment/Supervision
the court or a jury, judgment is withheld, and the court
imposes a disposition of supervision.
- 72 -
- 73 -
-XI- APPENDIX
Type
Sample Rapsheet
Sample User Agreement
Sample Fiscal Statement
Legislative Table
Current Fee Structure
Classes and Corresponding Penalties
NCIC Code Table
Sample Conviction Information Request Name Based Form
Sample Conviction Information Request Fingerprint Form
Sample Fee Applicant Fingerprint Form
Page
76
80
84
85
90
92
94
96
98
100
- 74 -
- 75 -
Joliet, IL 60432-4075
Criminal History Of: DOE, JOHN
State Identification Number : IL 99887760
(Last Known Name)
Conviction Status : FELONY CONVICTIONS
Custodial Status: RECEIVED
Custodial Status Date: 02/10/1977
Juvenile Data:
Informal Adjustment: 0
Formal Adjustment: 0
Alias Name(s)
Date of Birth
ADAMS,JOHNNIE
CUST,TEST
CUSTODIAL,TESTING
DOE,JOHN
JOHNSON,LOWE D
TEST,TEST
01/01/1901
03/04/1941
12/07/1942
00/00/1950
06/14/1960
SUBJECT IDENTIFICATION DATA
Sex: MALE
Race: WHITE
Height: 611
Weight: 100
Date Reported: 01/19/1994
Date Reported: 01/19/1994
FBI#:
Chicago IR#: IR998877
Eyes: BLUE
Hair: BLACK
Skin: MEDIUM
Scars/Marks/Tattoos
TAT L LEG
Place of Birth
ILLINOIS
LOUISIANA
DL State
- 76 -
UNITED STATES OF
AMERICA
348668820
Miscellaneous Number
OA-ID123456
OA-ID42806
OA-ID49026
Photo Available
IDOC#
Occupation
DOOR GREETER
Date Reported
07/12/1999
Employer
Date Reported
Palm Prints Available
FOID#
INS#
CRIMINAL HISTORY DATA
Arrest
DCN: P12345678
Date of Arrest: 01/12/2001
Name: DOE, JOHN
Date of Birth: 01/01/1901
Residence:
Arresting Agency: ISP DOA BUREAU OF IDENTIFICATION
NCIC: IL0998900
Agency Case Number: 123456789
Photo Available: NO
Officer Badge Number:
Arrest Charges
Count
1
Statute Citation
720 ILCS 5.0/9-1
Arrest Type:
- 77 -
Literal Description
MURDER
Date of Offense:
CSAOD Class
O
M
States Attorney Section
Filing Decision: FILED
Count
1
Decision Date: 01/12/2001
Statute Citation
720 ILCS 5.0/9-1
Literal Description
MURDER
Agency Name: WILL COUNTY STATE'S ATTORNEY
CSAOD Class
O
M
NCIC: IL099013A
Court Charges/Disposition
Count
1
Statute Citation
720 ILCS 5.0/9-1-A-2
Literal Description
MURDER
Disposition: GUILTY
CSAOD Class
O
M
Disposition Date: 02/12/2001
Case No:
Agency Name: WILL COUNTY CIRCUIT COURT
NCIC: IL099015J
Status
Sentence
Fine Amount Date
SENTENCED TO
10 YEARS IMPRISONMENT-DOC
02/12/2001
Custodial
DCN: L39604454
Date Received: 01/10/2001
Name: JOHNSON, LOWE D
Date of Birth: 03/16/1962
Residence: 2119 BROKEADOG AV
CHICAGO, IL 60420
Subject Institution Number:
Confining Agency: DOC CORRECTIONAL CENTER STATEVILLE
Agency Received From: COOK COUNTY SHERIFF'S OFFICE
Count
1
Statute Citation
720 ILCS 5.0/9-1-A-2
Literal Description
MURDER
Case Number:
Photo Available: NO
NCIC: IL099035C
NCIC: IL0990000
CSAOD Class
O
M
Disposition:
Status
Sentence
Fine Amount Date
SENTENCED TO
1 YEAR IMPRISONMENT-DOC
Custodial Status
Status Date
Agency Name
RECEIVED
01/10/2001
DOC CORRECTIONAL CENTER STATEVILLE
01/10/2001
- 78 -
Circuit clerks are required to report convictions and forfeitures of bail
for Illinois vehicle code violations to the Secretary of State as prescribed in
chapter 95.5 section 6-204. This Information may be obtained from SOS offices
======END OF RAPSHEET======
STATE USE ONLY
WARNING: Release of this information to unauthorized individuals or agencies or misuse is prohibited by Federal Law
Title 42 USC 3787g pertaining to criminal history information.
- 79 -
INTERAGENCY AGREEMENT BETWEEN
THE ILLINOIS STATE POLICE
AND
(hereinafter “User “)_______________
The Illinois State Police (hereinafter "ISP") acting as the state central repository for Criminal History Record Information
(hereinafter "CHRI") and the User, hereby agree to the following terms, provisions, and conditions:
I.
Purpose:
(1)
ISP, in its capacity as the state central repository, has the authority to provide User with CHRI and be paid for its
expenses by use of the State Police Services Fund. This agreement establishes the terms of this relationship.
II. Term
(1)
This agreement will commence upon execution of the signature of the Director of the Illinois State Police, and
continue until June 30, 2005, unless canceled by either party upon thirty days written notice.
III. Services the ISP agrees to provide to User.
(1)
Fingerprint-based Criminal History Record Information.
IV. Duties of User - User agrees to undertake and perform the following duties:
(1)
User shall submit forms for processing by ISP through its files. Any fingerprint cards found to be unclassifiable shall
be returned to User. User may resubmit unclassifiable fingerprint cards by attaching a new completed fingerprint card
and submitting both to ISP for processing;
(2)
User can submit FBI fee applicant fingerprint cards for submission to the Federal Bureau of Investigation’s Criminal
Justice Information Services (CJIS) Division through the ISP;
(3)
User shall be responsible for checking the quality and completeness of all forms submitted to ensure they are legible
and properly completed;
(4)
User shall cooperate with and make its records available to ISP for the purpose of conducting periodic audits of User's
compliance with all laws, rules, and regulations regarding the processing of CHRI furnished by ISP to User;
(5)
User agrees to keep such records as ISP may direct in order to facilitate such audits. At a minimum, User shall log all
disseminations of CHRI received from ISP and covered by the terms of this Agreement. This log must include the
identities of persons or agencies to whom the information is released, the name of the requestor, the authority of the
requestor, the purpose of the request, the identity of the individual to whom the information relates, and the date of the
dissemination. Such log shall be retained for a period of (3) years. User shall ensure such authorized parties agree to
provide the same protection and physical security of CHRI as agreed to by User;
(6) User shall be responsible for the physical security of CHRI under its control or in its custody and shall
protect
such information from unauthorized access/disclosure and dissemination. When CHRI is no longer required by User, it may
be either returned to ISP or destroyed by User through shredding or burning;
- 80 -
(7) User shall pay ISP sufficient funds to cover the fees as set forth in Appendix A.
V.
Duties of ISP: ISP agrees to undertake and perform the following duties:
(1)
ISP shall process, in a timely fashion, all ISP fee applicant cards submitted by User;
(2)
ISP agrees to forward, in a timely fashion, FBI applicant fingerprint cards to the FBI's Criminal Justice Information
Services (CJIS) Division;
(3)
ISP shall, if requested, assist User in the interpretation or translation of any CHRI requiring clarification;
(4)
ISP shall conduct an annual review in order to determine the level of fees to be established for the following fiscal
year. ISP fees shall be based upon the cost of providing CHRI services, as required by law. User shall be notified of
any increase or decrease in ISP fees. Pursuant to notification by ISP, any new ISP fee established shall replace the
ISP fee identified in Appendix A;
(5)
Fingerprint submission procedures established by the FBI are subject to change and ISP shall advise User
immediately of any changes promulgated by the FBI;
(6)
The FBI fee is established by the Director of the FBI. ISP shall notify User immediately of any changes promulgated
by the FBI. Upon notification by ISP, any new FBI fee established shall replace the FBI fee identified in Appendix
A.
VI. General Provisions:
(1) ISP agrees to notify User 60 days prior to making changes in rules, procedures and policies adopted by it
and
incorporated in this agreement. User agrees to notify ISP 60 days prior to making changes in rules,
procedures and
policies adopted by it and incorporated in this agreement. Changes in the rules, procedures
and policies originating
with federal and state executive order, congressional or state legislative enactment,
or by court decision shall be
initiated as required by law;
(2)
This Agreement may be amended by the mutual consent of both parties at anytime during its term. Amendments to
this Agreement shall be in writing and signed by both parties or their authorized representatives. Modification of the
fee amounts in Appendix A will be made upon receipt of written notice from ISP to User;
(3)
The maximum amount of this agreement is per request as identified in Appendix A.
- 81 -
IN WITNESS WHEREOF, the parties hereto caused this agreement to be executed by the proper officers and officials.
_________________________________________________________________________
Signature of Agency Head
__________________________________________________________________________
Print or Type Name of Agency Head
________________________________________________________________________
Name of Agency
_______________________________________________________________________
Date
State of Illinois
By:_______________________________________________________________________
Director
Date:_____________________________________________________________________
- 82 -
LOCAL GOVERNMENT
APPENDIX A
AUTHORIZATION:
ISP will provide User with CHRI pursuant to and limited by:
20 ILCS 260/3 and 20 ILCS 2630/3.1.
FORMS:
User may submit forms as follows:
ISP6-404
FEES:
Services performed by ISP will be based upon the following fee schedule:
$38.00
Each original set of Fee Applicant fingerprint cards (1-ISP
& 1-FBI) submitted manually.
$14.00
Each ISP Fee Applicant fingerprint card submitted manually.
$12.00
Each Fee Applicant fingerprint card submitted electronically.
$24.00
Each FBI Applicant fingerprint card submitted manually or electronically.
$10.00
Each resubmission of Fee Applicant fingerprints as a result of an
card.
NOTICES:
ISP:
All notices shall be effective on the date of posting with the U.S. Postal Service and shall be
addressed as follows:
USER:
________________________________________
Agency
________________________________________
Street Address
________________________________________
City, State, Zip Code
________________________________________
Telephone Number
___________________________________
Fax Number
- 83 -
unclassifiable fingerprint
Joliet, Illinois 60432
ACME HIJINX
1313 MOCKINGBIRD LANE
DOWNERS GROVE, IL 60515
ACCOUNT STATEMENT BY COST CENTER
Start date:
End date:
03/01/03
04/09/03
Cost Center:
9999
ORI:
Cost Center Name:
SA0000000
Agency Name:
MODEM AGENCY
ACME HIJINX
ACCOUNT DEBITS
Activity
Date
Subm.
Name
TCN
Subject
Name
03/14/03
03/21/03
03/26/03
UCIA
UCIA
UCIA
RFT1110001011111
RFT1110001022222
RFT1110001033333
DOE, JANE
DOW, JANE
SMITH, JOE
Result
Result
Date
Sent
To
State
State
State
Fee
Waived
Resubm.
Amount
<$7.00>
<$7.00>
<$7.00>
ACCOUNT PAYMENTS
Activity
Date
03/07/03
Payment Type
CHECK
Beginning Balance:
Ending Balance:
Comments
DEPOSIT 4523 03/07/03
MMW
Amount
$500.00
$0.00
$465.00
- 84 -
- 85 -
Fee Legislation Table
AGENCY/GROUP
STATUTE CITATION
METHOD OF
SUBMISSION
FINGERPRINTS /
NAME ONLY
4th U.S. Army
20 ILCS 2630/3 (C)
Fingerprints
Arms Storage
No
No
All CHRI
Bureau of Justice
Statistics
20 ILCS 2630/7
Name Only
OBTS Study
No
No
All CHRI
Chicago Board of
Education
ORI# IL016299S
20 ILCS 2630/3 (A)
105 ILCS 5/34-18.5
Fingerprints Only
After A Positive
Namecheck
1 School
2 Contractual
Employees
Yes
1 No
2 Yes
Conviction Only
Department of
Children and Family
Services
ORI# IL920520Z
20 ILCS 415/8b.1
20 ILCS 2630/7
Fingerprints
Employees
Yes
No
Conviction Only
Department of
Children & Family
Services
ORI# IL920610Z
20 ILCS 415/8b.1
20 ILCS 2630/7
Fingerprints
Employees
Yes
Yes
All CHRI
Department of
Children and Family
Services
ORI# IL920030Z
225 ILCS 10/4, 4.1 & 4.2
Fingerprints
Childcare Licensing
Yes
No
All CHRI
Illinois Commerce
Commission
20 ILCS 2630/7
625 ILCS 5/18a-200 (7)
403 (2) & 404 (C)
Fingerprints
Commercial Vehicle
Relocators
Yes
No
All CHRI
Defense
Investigative
Services
20 ILCS 2630/7
Title V, U.S.C., part III
Subpart H, Ch 91, Sec 9101
Fingerprints
Positions of National
Security
No
No
All CHRI
Police & Fire
Boards
Fire Protection
Districts
20 ILCS 2630/3
65 ILCS 5/10-2.1-6, 2.1-6.1 &
2.1-6.2
Fingerprints
Firefighter Applicants
Yes
Yes
Conviction Only
Local Liquor
Control
Commissions
ORI# IL920490Z
20 ILCS 2630/3.1
235 ILCS 5/4-7 & 5/6-2
Fingerprints
Liquor License
Applicants
Yes
No
Conviction Only
Units of Local
Government
20 ILCS 2630/3
Fingerprints
Employees
Yes
No
Conviction Only
Department of
Natural Resources
ORI# IL920500Z
225 ILCS 210/2002, 2003, &
2004
Fingerprints
Explosive Licenses
Yes
No
Conviction Only
Illinois National
Guard
20 ILCS 2630/3
Fingerprints
Arms Storage
No
No
All CHRI
Private
Organizations
20 ILCS 2630/3
Fingerprints
Employees &
Volunteers
No
No
Conviction Only
Department of
Professional
Regulation
ORI# IL920020Z
20 ILCS 2630/3.1a
225 ILCS 447/35-3(2)(c)
Fingerprints
Private Detectives,
Security Guards,
Alarm Installers.
Yes
No
Conviction Only
REASON FOR ACCESS
FBI
ACCESS
ENUMERATED
STATUTES
ALL
CONVICTION
CHRI /
ONLY
- 86 -
METHOD OF
SUBMISSION
FINGERPRINTS /
NAME ONLY
REASON FOR ACCESS
FBI
ACCESS
ENUMERATED
STATUTES
ALL
CONVICTION
CHRI /
ONLY
AGENCY/GROUP
STATUTE CITATION
Department of
Professional
Regulation
ORI# IL920650Z
510 ILCS 72/35(a)(3)
20 ILCS 2630/3
Fingerprints
Humane Euthanasia
Yes
No
Conviction Only
Department of
Professional
Regulation
ORI IL920630Z
20 ILCS 2630/3
225 ILCS 65/5-23
Fingerprints
Nurses
Yes
No
Conviction Only
Illinois Racing
Board
ORI# IL920120Z
20 ILCS 2630/7
230 ILCS 5/15 & 5/15.3
Fingerprints
Racing Licenses
Yes
No
Conviction Only
School Districts
20 ILCS 2630/3
105 ILCS 5/10-21.9
Fingerprints
Only After
Positive
Namecheck
1. School
2. Contractual
Employees
Yes
1. No
2. Yes
Conviction Only
Secretary of State
ORI# IL920640Z
625 ILCS 5/6-508(c)(1)
Fingerprints
effective 1/1/04
Charter Bus Drivers
Yes
No
Conviction Only
Secretary of State
ORI# IL920620Z
20 ILCS 2630/7
625 ILCS 5/6 - 411
Fingerprints
Drivers Training
Licenses
Yes
No
Conviction Only
Secretary of State
ORI# IL920060Z
15 ILCS 310/10 b.1
20 ILCS 2630/7
Fingerprints
1. Police Applicants
2. All Employees of
Merit System
Yes
1. Yes
2. No
1 All CHRI
2 Conviction Only
Secretary of State
ORI# IL920560Z
625 ILCS 5/6 - 106.1
Fingerprints
Bus Driver Applicants
Yes
No
Conviction Only
Secretary of State
ORI# ILL032150
815 ILCS 5/7a
Namecheck Only
Illinois Securities Law
Violations
No
Yes (Fraud &
Prostitution)
All CHRI
All Agencies,
Boards, etc.
Commissioned by
the Governor
20 ILCS 415/8b.1
20 ILCS 2630/7
Fingerprints
1 Police Applicants
2 All Other Employees
Yes
No
1 All CHRI
2 Conviction Only
Illinois Department
of Revenue
20 ILCS 415/8b.1
20 ILCS 2630/7
Fingerprints
All Employees
Yes
No
Conviction Only
Attorney
Registration
Disciplinary
Commission
20 ILCS 2630/7
20 ILCS 2635/1 et seq.
Fingerprints
Investigative Charges
of Misconduct
No
No
Conviction Only
Department of
Nuclear Safety
20 ILCS 415/8b.1
20 ILCS 2630/7
Fingerprints
All Employees
Yes
No
Conviction Only
Illinois
Commissioner of
Banks and Trust
Companies
ORI# IL920550Z
20 ILCS 2630/7
20 ILCS 3205/5d
1.Fingerprints
2.Namechecks
Applicants For Permits
To Organize
1. Yes
2. No
No
1. All CHRI
2. Conviction Only
UCIA Any Person
or Organization
Fingerprints and
Namechecks
Any
No
No
Conviction Only
Illinois State
Museum
20 ILCS 415/8b.1
20 ILCS 2630/7
Fingerprints
All Employees
Yes
No
Conviction Only
US Postal Service
Fingerprints and
Namechecks
All Employees
No
No
Conviction Only
- 87 -
METHOD OF
SUBMISSION
FINGERPRINTS /
NAME ONLY
REASON FOR ACCESS
FBI
ACCESS
ENUMERATED
STATUTES
ALL
CONVICTION
CHRI /
ONLY
Fingerprints and
Namechecks
Teacher Licensing
Yes
No
Conviction Only
20 ILCS 2630/7
40 ILCS 5/2-156
Namecheck Only
Determine Eligibility
for Benefits
No
No
Conviction Only
Policemen’s
Pension Fund
20 ILCS 2630/7
40 ILCS 5/3-147
Namecheck Only
for Benefits
No
No
Conviction Only
Firefighter’s
Pension Fund
20 ILCS 2630/7
40 ILCS 5/4-138
Namecheck Only
for Benefits
No
No
Conviction Only
Policemen’s
Annuity and
Benefit Fund
20 ILCS 2630/7
40 ILCS 5/5-227
Namecheck Only
for Benefits
No
No
Conviction Only
Firemen’s Annuity
and Benefit Fund
20 ILCS 2630/7
40 ILCS 5/6-221
Namecheck Only
for Benefits
No
No
Conviction Only
Illinois Municipal
Retirement Fund
20 ILCS 2630/7
40 ILCS 5/7-219
Namecheck Only
for Benefits
No
No
Conviction Only
Municipal
Employees’
Officer’s and
Official’s Annuity
and Benefit Fund
20 ILCS 2630/7
40 ILCS 5/8-251
Namecheck Only
for Benefits
No
No
Conviction Only
County Employees’
and Officer’s
Annuity and Benefit
Fund
20 ILCS 2630/7
40 ILCS 5/9-235
Namecheck Only
for Benefits
No
No
Conviction Only
Laborer’s and
Retirement Board
Employees’ Annuity
and Benefit Fund
20 ILCS 2630/7
40 ILCS 5/11-230
Namecheck Only
for Benefits
No
No
Conviction Only
Park Employees’
and Retirement
Board Employees’
Annuity and Benefit
Fund
20 ILCS 2630/7
40 ILCS 5/12-191
Namecheck Only
for Benefits
No
No
Conviction Only
Sanitary District
Employees’ and
Trustees Annuity
and Benefit Find
20 ILCS 2630/7
40 ILCS 5/13-807
Namecheck Only
for Benefits
No
No
Conviction Only
State Employees’
Retirement System
20 ILCS 5/14-149
20 ILCS 2630/7
Namecheck Only
for Benefits
No
No
Conviction Only
State University
Retirement System
20 ILCS 2630/7
40 ILCS 5/15-187
Namecheck Only
for Benefits
No
No
Conviction Only
Teachers’
Retirement System
of Illinois
20 ILCS 2630/7
40 ILCS 5/16-199
Namecheck Only
for Benefits
No
No
Conviction Only
20 ILCS 2630/7
40 ILCS 5/17-149.1
Namecheck Only
for
Benefits
No
No
Conviction Only
AGENCY/GROUP
STATUTE CITATION
Illinois State Board
of Education
20 ILCS 2630/7
105 ILCS 5/21-1, -23, -23a & 23b
General Assembly
Retirement System
Public
School
Teachers’
Retirement
System
- 88 -
METHOD OF
SUBMISSION
FINGERPRINTS /
NAME ONLY
FBI
ACCESS
ENUMERATED
STATUTES
ALL
CONVICTION
CHRI /
ONLY
for Benefits
No
No
Conviction Only
Namecheck Only
Benefits
No
No
Conviction Only
750 ILCS 50/6
20 ILCS 2605/55A
5 ILCS 220/1
Fingerprints
Adoption - Parents
Yes
No
Conviction Only
Illinois Gaming Board
ORI# IL0169Y00
20 ILCS 2630/7
230 ILCS 10/5(d) 10/5.1(4), 10/6(e)
10/7(a)(1) (2)+(d)
10/9(a)(2), & (c) and .10/22
Fingerprints
Owners, Licenses,
Suppliers, and Operational
Licences
Yes
No
All CHRI
Public Housing
Authorities
310 ILCS 10/25(e)
42 U.S.C. 1437-1437R and 3535(d)
Fingerprints
Screen Applicants for
Public Housing
No
Conviction Only
Illinois Lottery
ILL11585S
720 ILCS 5/28-2
20 ILCS 2605/55A
20 ILCS 1605/10.1
5 ILCS 220/1
1. Fingerprints
2. Namecheck
All Employees
No
1. Yes
2. No
Conviction Only
Illinois Park District
Code
20 ILCS 2630/3
20 ILCS 2630/7
70 ILCS 1205/8-23
Fingerprints
Only After Positive
Namecheck
All Employees
No
Yes
Conviction Only
Vehicle Dealers
Secretary of State
IL920660Z
625 ILCS 5/5-105
Fingerprints
Licensee
Yes
No
Conviction Only
General Not For Profit
Corporation Act
(Secretary of State)
805 ILCS 105/102.13
Fingerprints
Incorporation of a
corporation benefitting
youths.
Yes
No
Conviction Only
Chicago Park District
20 ILCS 2630/3
20 ILCS 2630/7
70 ILCS 1505/16a-5
Fingerprints
Only After Positive
Namecheck
All Employees
No
Yes
Conviction Only
AGENCY/GROUP
STATUTE CITATION
Judges’ Retirement
System of Illinois
20 ILCS 2630/7
40 ILCS 5/18-163
Namecheck Only
Educational Service
Regions
20 ILCS 2630/3
105 ILCS 5/10-21..9
Private Adoptions
- 89 -
REASON FOR ACCESS
Non-Criminal Justice
Processing Fees
SCHOOLS
Forms
State Fingerprint Card
FBI Fingerprint Card
Full Set
FEE APPLICANTS
Full Set
UCIA
Non-Fingerprint Form
Fingerprint Card
RESUBMISSIONS
Received through Mail
Current
Effective
July 1, 2004
Current
Effective
July 1, 2004
$10.00
$14.00
$24.00
$38.00
$13.00
$20.00
$24.00
$44.00
N/A
$12.00
$24.00
$36.00
N/A
$15.00
$24.00
$39.00
UCIA
Non-Fingerprint Form
Fingerprint Card
Modem
Expungements
Petitions
Received via Livescan
Current
Effective
July 1, 2004
Current
Effective
July 1, 2004
$14.00
$24.00
$38.00
$20.00
$24.00
$44.00
$12.00
$24.00
$36.00
$15.00
$24.00
$39.00
Current
Effective
July 1, 2004
Current
Effective
July 1, 2004
$12.00
$14.00
$16.00
$20.00
N/A
$12.00
N/A
$15.00
Current
Fee Applicant
(with original attached)
Effective
July 1, 2004
Current
$10.00
$10.00
$10.00
$10.00
$12.00
$14.00
N/A
$12.00
$7.00
$40.00
No Charge
Effective
July 1, 2004
$10.00
$60.00
- 90 -
- 91 -
Classification of Offenses and Corresponding Penalties
Class – Felony
Murder
Class X
Class 1
Class 2
Class 3
Class 4
Class –
Misdemeanor
Imprisonment
Not less than 20
nor more than 60
years
Not less than 6
nor more than 30
years
Not less than 4
nor more than 15
years
Not less than 3
nor more than 7
years
Not less than 2
nor more than 5
years
Not less than 1
nor more than 3
years
Imprisonment
Extended Term
Mandatory
Supervised
Release
Probation/
Conditional
Discharge
60 – 100 years
3 years
$10,000 or
amount specified
in offense,
whichever is
greater
30 – 60 years
3 years
Same as above
NONE
15 – 30 years
2 years
Same as above
4 years
(maximum)
7 – 14 years
2 years
Same as above
4 years
(maximum)
5 – 10 years
1 year
Same as above
30 months
(maximum)
3 – 6 years
1 year
Same as above
30 months
(maximum)
Extended Term
Mandatory
Supervised
Release
Fine
Class B
Any tem less
than 1 year
Any term less
than 6 months
Class C
Any term less
than 30 days
None
Petty Offense
None
None
Class A
Fine
None
None
Not to exceed
$1,000
Not to exceed
$500
Not to exceed
$500 or amount
specified in
offense,
whichever is
greater
Amount specified
in statute
NONE
Probation/
Conditional
Discharge
1 year
(maximum)
1 year
(maximum)
1 year
(maximum)
6 months
(maximum)
Note: A fine cannot be the sole disposition in a felony case.
A term of imprisonment is mandatory for certain Class 1 felonies.
- 92 -
- 93 -
NCIC Code Tables
Field Name
Description
Sex
The subject’s sex.
Race
Hair Color
Skin Tone
The subject’s race
The subject’s hair color.
The subject’s skin tone/complexion
Code
Meaning
M
Male
F
Female
U
Unknown
W
White
B
Black
A
Asian/Pacific Islands
I
American Indian/Alaskan
U
Unknown
BAL
Bald
BLK
Black
BLN
Blond or Strawberry
BLU
Blue
BRO
Brown
GRN
Green
GRY
Gray
ONG
Orange
PLE
Purple
PNK
Pink
RED
Red or Auburn
SDY
Sandy
WHI
White
XXX
Unknown
ALB
Albino
BLK
Black
DRK
Dark
DBR
Dark Brown
FAR
Fair
LGT
Light
LBR
Light brown
MED
Medium
MBR
Medium brown
OLV
Olive
RUD
Ruddy
SAL
Sallow
YEL
Yellow
- 94 -
Field Name
Eye Color
Misc. Number
Description
The subject’s eye color
A
valid
multi-functional
identification number. Do not use
the two-digit alpha code listed
above for an Air Force, Army,
National Guard, or Air National
Guard serial number. Instead, use
the generic AS code, followed by
the number. For example, if the
subject’s National Guard serial
number is NG21001999, enter AS21001999 in the Miscellaneous
Number Field.
Code
Meaning
XXX
Unknown
BLK
Black
BLU
Blue
BRO
Brown
GRY
Gray
GRN
Green
HAZ
Hazel
MAR
Maroon
PNK
Pink
XXX
Unknown
AS
AR
AS
Air Force Serial Number
Alien Registration Number
Army Serial Number, National
Guard Serial Number, or Air
National Guard Serial Number
(regardless of state)
U.S. Coast Guard Serial Number
Mariner’s Document of
Identification Number
Marine Corps Serial Number
Royal Canadian Mounted Police
Identification Number (FPS
Number)
Navy Serial Number
Originating Agency Police or
Identification Number
Passport Number
Selective Service Number
Veteran’s Administration Claim
Number
CG
MD
MC
MP
NS
OA
PP
SS
VA
- 95 -
- 96 -
- 97 -
- 98 -
- 99 -
- 100 -
- 101 -

Guide to Understanding Criminal Background Check

Transcription

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