GUIDE TO PBF405B 5 727

User Manual: PBF405B

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Guide to Understanding
Criminal History Record
Check Information
Illinois State Police
Illinois State Police
Division of Administration
Bureau of Identifi cation
260 North Chicago Street
Joliet, Illinois 60432
Phone: (815) 740-5160
Fax: (815) 740-4401
www.isp.state.il.us
State of Illinois
Illinois State Police
Hiram Grau, Director
GUIDE TO UNDERSTANDING CRIMINAL
HISTORY RECORD CHECK INFORMATION
ILLINOIS STATE POLICE
DIVISION OF ADMINISTRATION
BUREAU OF IDENTIFICATION
260 NORTH CHICAGO STREET
JOLIET, ILLINOIS 60432-4072
PHONE: (815) 740-5160 * FAX: (815) 740-4401
www.isp.state.il.us
Guide to Understanding Criminal History Record Check Information
i
TABLE OF CONTENTS
-I- GENERAL INFORMATION - 1 -
THE HISTORY OF THE BUREAU OF IDENTIFICATION - 1 -
THE ROLE OF THE BUREAU OF IDENTIFICATION AS THE STATE CENTRAL REPOSITORY - 2 -
-II- UNIFORM CONVICTION INFORMATION ACT - 3 -
UCIA FINGERPRINT FORM - 5 -
UCIA NAME BASED REQUEST FORM - 10 -
-III- FEE APPLICANT FINGERPRINT PROCESS - 15 -
THE ADAM WALSH CHILD PROTECTION AND SAFETY ACT - 19 -
THE NATIONAL CHILD PROTECTION/VOLUNTEERS FOR CHILDREN ACT - 23 -
-IV- LIVE SCAN - 27 -
HOW DO I BECOME A LIVE SCAN VENDOR - 29 -
LIVE SCAN CERTIFICATION PROCESS - 30 -
-V- USER AGREEMENTS - 33 -
-VI- AFIS FINGERPRINT QUALITY REJECT PROCEDURES - 35 -
FBI NAME CHECK PROCEDURE - 36 -
STATE NAME CHECK PROCEDURES - 36 -
-VII- CRIMINAL HISTORY INFORMATION - 39 -
ARREST VS. CONVICTION RECORDS - 39 -
NAME CHECKS VS. FINGERPRINT CHECKS - 39 -
HOW THE NAME SEARCH ROUTINE WORKS - 40 -
HOW THE FINGERPRINT PROCESS WORKS - 41 -
WHY SOME INQUIRIES RESULT IN A “NO HIT RESPONSE - 41 -
ERRORS - 42 -
ACCESSING THE ISP SEX OFFENDER REGISTRATION DATABASE - 43 -
ACCESSING THE FBI CHRI RECORDS - 44 -
VIEWING AND CHALLENGING YOUR ILLINOIS CRIMINAL HISTORY RECORD - 46 -
-VIII- HOW TO INTERPRET A RAP SHEET - 49 -
-IX- THE FISCAL PROCESS - 57 -
Guide to Understanding Criminal History Record Check Information
ii
UNDERSTANDING YOUR MONTHLY STATEMENT - 57 -
DUPLICATES ON THE ACCOUNT STATEMENT - 58 -
REPLENISHING THE ACCOUNT - 58 -
-X- ELECTRONIC INQUIRY & RESPONSE METHODS - 59 -
SUBMITTING CONVICTION INFORMATION NAME REQUESTS ELECTRONICALLY - 59 -
FILE TRANSFER PROGRAM - 60 -
FILE TRANSFER PROGRAM INSTALLATION INSTRUCTIONS - 60 -
TECHNICAL ISSUES - 62 -
USING THE FILE TRANSFER PROGRAM - 62 -
RESPONSE METHODS - 66 -
RESPONSE RESULTS - 67 -
DECRYPTION PROGRAM - 69 -
HOW TO DECRYPT A FILE - 75 -
-XI- USING CUSTOMER SUPPORT - 77 -
-XII- FREQUENTLY ASKED QUESTIONS - 79 -
ELECTRONIC INQUIRY AND RESPONSE QUESTIONS - 79 -
RESPONSE HANDLING QUESTIONS - 79 -
FISCAL AND FEE RELATED QUESTIONS - 80 -
ADDITIONAL INFORMATION QUERIES - 81 -
FINGERPRINT SUBMISSION QUESTIONS - 82 -
MISCELLANEOUS QUESTIONS - 83 -
COMMONLY USED ACRONYMS - 85 -
APPENDIX A LIVE SCAN VENDOR INFORMATION AND APPLICANT CONSENT FORM - 87 -
APPENDIX B FEE SCHEDULE - 89 -
APPENDIX C CLASSIFICATION OF OFFENSES AND CORRESPONDING PENALTIES - 91 -
APPENDIX D NCIC CODE TABLES - 93 -
STATE CODES - 95 -
FOREIGN COUNTRIES/DEPENDENCIES/ TERRITORIES - 96 -
CANADIAN PROVINCES - 104 -
INDIAN NATIONS - 105 -
MEXICAN STATES - 106 -
APPENDIX E HELPFUL WEB ADDRESSES - 107 -
Guide to Understanding Criminal History Record Check Information
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-I- GENERAL INFORMATION
The History of the Bureau of Identification
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), the
Criminal History Record Information system (CHRI), and the live scan 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 CHRI system and AFIS, consists of
approximately 5.5 million offenders.
O
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The Role of the Bureau of Identification as the State Central Repository
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. 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 a subject’s
contacts with the criminal justice system. A subject’s CHRI transcript, commonly
referred to as a “rap sheet”, 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 filing decisions, 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 making filing decisions, in
making bail recommendations, in plea negotiations, and in investigations. 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 entities utilize CHRI for making hiring and licensing decisions. The BOI
provides access to CHRI data and ensures that information disseminated is in
compliance with state and federal laws governing the use of such data.
T
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-II- UNIFORM CONVICTION INFORMATION ACT
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. A check of federal records
cannot be made using this form.
All requests for UCIA information must be submitted on a Uniform Conviction
Information Act request form (either fingerprint or name based). Each form contains 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. For live scan fingerprint
submissions, request the TCN from the live scan vendor when the request is submitted.
This number is used in tracking the status of the request form. Each paper form must be
accompanied by a check or money order in the appropriate amount made payable to
the Illinois State Police. Electronic requests can be paid for using a draw-down account.
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 Appendix B for the fees
associated with each form.
When processing a UCIA request for employment purposes, the applicant’s signature is
required. This signature must be retained for two years by the employer. The employer
is required to provide a copy of the response to the applicant.
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.
UCIA Processing Instructions
equests for UCIA Information are to be made according to the following
instructions. Failure to properly complete all required fields on the form resulting in
an error, will require an additional fee upon resubmission.
The requester must complete a UCIA form for each conviction record requested.
Maiden names may be included on the fingerprint based forms but are not
permitted on name based forms. Maiden names must be submitted separately
when using a name based search.
Each request must contain the requester’s complete return address.
O
R
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The individual named in the request may initiate proceedings to challenge or
correct a record furnished by the Illinois State Police by contacting the BOI.
The subsequent dissemination of conviction information furnished by the Illinois
State Police is permitted only for the 30 day period immediately following receipt
of the information.
The subject’s complete and accurate name, sex, race, and date of birth are
required in order to check the Illinois criminal history record files. Without this
information, the search of the Illinois criminal history record files could be
adversely affected.
Do not include or attach other correspondence.
If the request is for employment or licensing purposes, the following additional
instructions apply:
Pursuant to 20 ILCS 2635/7, a requester must maintain on file for a minimum of 2
years a release signed by the individual to whom the information request
pertains.
The requester must provide the individual named in the request with a copy of
the response furnished by the Illinois State Police.
Within seven working days of receipt of such copy, the individual named in the
request must notify the BOI as well as the requester if the information furnished
is inaccurate or incomplete.
Guide to Understanding Criminal History Record Check Information
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UCIA Fingerprint Form
Form #ISP6-404B
he UCIA fingerprint form can be used by any individual or agency to obtain
fingerprint based conviction information about a person for any purpose. Please
type or print using ink (do not use pencil).
The instructions listed below follow the field format of the UCIA fingerprint submission.
Failure to complete all required fields which are marked in bold on the form and listed in
the instructions as “MANDATORY will result in the return of the request unprocessed.
Notations will be made for both paper and live scan submissions for those areas where
a distinction between the two should be made.
Document Control Number (DCN) - MANDATORY
Paper form: The DCN is a pre-printed number located
at the top left-hand corner of the form. Each form has a
unique DCN number and therefore all inquiries must be
submitted on an original form.
Live scan: A range of numbers is provided to the
agency and should auto-populate on the live scan
submission. DCN ranges must not be recycled. To
request a new range of DCN numbers, submit an email
request to livescan@isp.state.il.us. Include the agency
ORI, the device identifier of the live scan machine
(typically beginning with the prefix “LS”), and the number
of DCN numbers needed.
Submitting Agency ORI-NCIC - MANDATORY
Paper form: This field is used by agencies that have an
assigned Originating Requester Identification (ORI)
number specifically for requesting a fingerprint inquiry for
non-criminal justice purposes. This is a nine character
alphanumeric code. Example: IL01600ZS or PS0100000
(IL is preprinted on the form. If your prefix differs from
“IL”, cross out the letters and hand write the appropriate
prefix.) For those agencies that do not have an ORI, or
those that use a live scan vendor, please use ILLUFP000
in this field.
Live scan: This is the agency ORI/NCIC number for the
requester of the criminal history record information. This
is not necessarily the sender of the live scan request.
Transaction Control Number (TCN) - MANDATORY
Paper form: The TCN is a unique pre-printed 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
T
L99999999
Transaction Control Number
FRMXXXXL99999999
Submitting Agency ORI NCIC (if
applicable)
IL
Guide to Understanding Criminal History Record Check Information
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to the submitting agency or requester 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).
Live scan: Live scan machines will assign this number
automatically, using the device identifier assigned to the
machine (typically beginning with “LS”) and the DCN.
Subjects Last Name - MANDATORY
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. If the subject
has only one name, it must go in the Last Name field.
First Name
The subject’s first name should be entered in this field.
Hyphenated names should include the dash between
names. Do not enter any other special characters, such
as apostrophes.
Middle Name/Suffix
Enter the subject’s middle name and/or suffix in this field,
suffix meaning II, III, Jr. Do not enter NMI(no middle
initial) or NMN (no middle name) in the middle name
field.
Cost Center (Office Use Only)
The three or four character number assigned to an
agency that has a draw-down account. If payment is not
enclosed with the fingerprint card, the cost center number
must be entered.
Live scan: If utilizing live scan, a vendor can choose to
utilize the requesting agency’s cost center if they have
one or if the subject will be paying the vendor, the
vendors cost center should be used.
Date of Birth - MANDATORY
Enter an eight digit date of birth. The entry format should
be MM/DD/CCYY. Example: 05/30/1951. If you do not
know the subject’s date of birth, you may enter an
approximate year of birth.
Cost Center
Office Use Only
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State Identification Number (SID)
If known, enter the SID number. The SID number
contains eight numeric characters with the last character
being zero or one. Do not enter out of state SID numbers
in this field. IL is preprinted on the form. If the known
SID does not meet this criterion, do not enter the SID into
this field.
Sex - MANDATORY
Enter the valid sex code (see Appendix D, NCIC Code
Tables).
Race - MANDATORY
Enter a valid race code (see Appendix D, NCIC Code
Tables).
Drivers License Number
Enter the subject’s driver’s license number if known.
Drivers License State
Enter a valid two alpha character state code (see
Appendix D, NCIC Code Tables). If the state provided
does not meet this criterion, leave blank.
Requestor’s Name - MANDATORY
Enter the name of the subject requesting this information.
Agency/Company Name
Enter the name of the agency or company requesting this
information.
Return Address - MANDATORY
Enter the exact address in which the response to the
UCIA 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. If the
generic ORI is used and 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
State Identification Number (if applicable)
IL
Return Address
Street: City: State: Zip:
Foreign State/Country
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UCIA requests (see Appendix D, NCIC Code Tables).
Foreign Postal Code
This field should be completed for any out of country
UCIA requests.
Date Fingerprinted - MANDATORY
Enter the eight digit date fingerprinted. The format
should be MMDDCCYY.
Licensing or Employment Purposes
Check the box for “Yesif this request is for licensing or
employment purposes. Check the box 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.
Subject’s Maiden Last Name
Last name rules apply.
First Name
First name rules apply.
Middle Name/Suffix
Middle name rules apply.
Fee Amount
Enter the fee amount submitted with this request.
Subject’s Signature
Have the subject for whom the UCIA request is being
conducted 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.
Illinois State Police
Bureau of Identification
260 North Chicago Street
Joliet, Illinois 60432-4072
/ /
(Yes) (No)
Licensing or Employment
Purpose
Subject’s Signature: .
Date: / / .
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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. For detailed
information on errors, please refer to the Errors section located in Chapter VII, Criminal
History Record Information.
Guide to Understanding Criminal History Record Check Information
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UCIA Name Based Request Form
Form # ISP6 - 405B
he UCIA name-based form can be used by any individual or agency to obtain non-
fingerprint based conviction information about a person for any purpose. Only one
name per form can be submitted (maiden names must be submitted separately).
Please type or print using ink (do not use pencil).
The instructions listed below follow the field format of the UCIA Name Based request
form. Failure to complete all required fields which are marked in bold on the form and
listed in the instructions as “MANDATORY will result in the return of the request
unprocessed.
Document Control Number (DCN) - MANDATORY
The DCN is a pre-printed number located at the top left-
hand corner of the form. Each form has a unique DCN
number and therefore all inquiries must be submitted on
an original form.
Submitting Agency ORI-NCIC
This field is used by agencies that have an assigned
Originating Requester Identification (ORI) number
specifically for requesting a fingerprint inquiry for non-
criminal justice purposes. This is a nine character
alphanumeric code. Example: IL01600ZS or PS0100000
(IL is preprinted on the form. If your prefix differs from
“IL”, cross out the letters and hand write the appropriate
prefix.) For those agencies that do not have an ORI,
please use ILLUNFP00 in this field.
Transaction Control Number (TCN) - MANDATORY
The TCN is a unique pre-printed 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
requester unprocessed. Above the TCN will be a bar
coded number (Standard BAR CODE 39) representing
the TCN in bar code format.
Subject’s Last Name - MANDATORY
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
T
L99999999
Transaction Control Number
FRMXXXXL99999999
Submitting Agency ORI NCIC (if
applicable)
IL
Guide to Understanding Criminal History Record Check Information
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special characters such as apostrophes. If the subject
has only one name, it must go in the Last Name field.
First Name - MANDATORY
The subject’s first name should be entered in this field.
Hyphenated names should include the dash between
names. Do not enter any other special characters such
as apostrophes.
Middle Name/Suffix
Enter the subject’s middle name and/or suffix in this field,
suffix meaning II, III, Jr. Do not enter NMI(no middle
initial) or NMN (no middle name) in the middle name
field.
Cost Center (Office Use Only)
The three or four character number assigned to an
agency if they have a draw-down account. If payment is
not enclosed with the form, the cost center number must
be entered.
Date of Birth (DOB) - MANDATORY
Enter an eight digit date of birth. The entry format should
be MM/DD/CCYY. Example: 05301951. If you do not
know the subject’s date of birth, you may enter an
approximate year of birth.
Sex - MANDATORY
Enter the valid sex code (see Appendix D, NCIC Code
Tables).
Race - MANDATORY
Enter a valid race code (see Appendix D, NCIC Code
Tables).
Drivers License Number (DLN)
Enter the subject’s driver’s license number if known.
Drivers License State (DLS)
Enter a valid two alpha character state code (see
Appendix D, NCIC Code Tables). If the state provided
does not meet this criterion, leave blank.
Requestor’s Name
Enter the name of the subject requesting this information.
Cost Center
Office Use Only
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Agency/Company Name
Enter the name of the agency or company requesting this
information.
Return Address - MANDATORY
Enter the exact address in which the response to the
UCIA 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. If no ORI
is used and 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
UCIA requests (see Appendix D, NCIC Code Tables).
Foreign Postal Code
This field should be completed for any out of country
UCIA requests.
Licensing or Employment Purposes
Check the box for “Yes” if this request is for licensing or
employment purposes. Check the box 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.
Fee Amount
This field is preprinted on the form.
Date
Enter the date the form was completed.
Form Distribution
This form should be forwarded to the Bureau of Identification at the address below.
Illinois State Police
Bureau of Identification
P.O. Box 88727
Chicago, Illinois 60680-1727
Return Address
Street: City: State: Zip:
(Yes) (No)
Licensing or Employment
Purpose
$16.00
Date: / / .
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Errors
Errors that are returned are to be corrected on the original form by the submitting
agency and returned to the Bureau of Identification. For detailed information on errors,
please refer to the Errors section located in Chapter VII, Criminal History Record
Information.
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 UCIA Fingerprint card form (#ISP6-404B) should
be submitted. Fingerprints are the only positive means of identification.
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Guide to Understanding Criminal History Record Check Information
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-III- FEE APPLICANT FINGERPRINT PROCESS
Form # ISP 6-404
ee Applicant fingerprint submissions are criminal history information requests
authorized by Illinois Compiled Statutes for the purpose of licensing or employment
screening. Requests of this type can be used to access both state and FBI criminal
history information. Fee Applicant fingerprint submissions are retained on the state
CHRI database. This facilitates subsequent automatic notifications to agencies when
there has been a significant change to an individual’s criminal history record.
Subsequent notifications are provided at no additional cost to the requestor. Always
record the TCN, which is located in the top right hand corner of the Fee Applicant
request form. For live scan fingerprint submissions, request the TCN from the live scan
vendor when the request is submitted. This number is used in tracking the status of the
request form.
The instructions listed below follow the field format of the Fee Applicant fingerprint
submission. Failure to complete all required fields which are marked in bold on the
form and listed in the instructions as “MANDATORY will result in the return of the request
unprocessed. Please type or print using ink (do not use pencil). Appropriate
processing fees are listed in Appendix B, Fee Schedule.
Document Control Number (DCN) - MANDATORY
Paper form: The DCN is a pre-printed number located
at the top left-hand corner of the form. Each form has a
unique DCN number and therefore all inquiries must be
submitted on an original form.
Live scan: A range of numbers is provided to the
agency and should auto-populate on the live scan
submission. DCN ranges must not be recycled. To
request a new range of DCN numbers, submit an email
request to livescan@isp.state.il.us. Include the agency
ORI, the device identifier of the live scan machine
(typically beginning with the prefix “LS”), and the number
of DCN numbers needed.
Submitting Agency ORI-NCIC - MANDATORY
The ORI is seven characters in length and must be
preceded by letters (IL, SB, etc.). Example: IL0160000
(IL is pre-printed on the form). The ORI should be that of
the requesting agency, not the submitting agency, as this
may be different.
Live scan: This is the agency ORI/NCIC number for the
requester of the criminal history record information. This
is not necessarily the sender of the live scan request.
F
Submitting Agency ORI NCIC
IL
L99999999
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Transaction Control Number (TCN) - MANDATORY
Paper form: The TCN is a unique pre-printed 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).
Live scan: Live scan machines will assign this number
automatically, using the device identifier assigned to the
machine (typically beginning with “LS”) and the DCN.
Subject’s Last Name - MANDATORY
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. If the subject
has only one name, it must go in the Last Name field.
First Name
The subject’s first name should be entered in this field.
Hyphenated names should include the dash between
names. Do not enter any other special characters, such
as apostrophes.
Middle Name/Suffix
Enter the subject’s middle name and/or suffix in this field,
suffix meaning II, III, Jr. Do not enter NMI(no middle
initial) or NMN (no middle name) in the middle name
field.
Date of Birth (DOB) - MANDATORY
Enter an eight digit date of birth. The entry format should
be MM/DD/CCYY. Example: 05/30/1951. If you do not
know the subject’s date of birth, you may enter an
approximate year of birth.
Place of Birth (POB) - MANDATORY
The place of birth must be a valid two character alpha
state code. If the place of birth is unknown, place the
alpha characters “YY in this field.
Transaction Control Number
FRMXXXXL99999999
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State Identification Number (SID)
If known, enter the SID number. The SID number
contains eight numeric characters with the last character
being zero or one. Do not enter out of state SID numbers
in this field. The IL is preprinted on the form. If the
known SID does not meet this criterion, do not enter the
SID into this field.
FBI Number
Enter the subject’s FBI number if known.
Sex - MANDATORY
Enter the valid sex code (see Appendix D, NCIC Code
Tables).
Race - MANDATORY
Enter a valid race code (see Appendix D, NCIC Code
Tables).
Height - MANDATORY
Enter a three digit height. If the height is 6'2", enter it as
602. Enter 000 if height is unknown. Omit fractions in
this field. The first character, expressing feet, must be 4,
5, 6, or 7, and the second and third characters,
expressing inches, must be between 00 and 11.
Weight - MANDATORY
Enter a three digit weight. If the weight is 92 pounds,
enter it as 092. Omit fractions in this field. Enter 000 if
the weight is unknown. The weight must be between 50
and 499.
Hair - MANDATORY
Enter a valid hair code (see Appendix D, NCIC Code
Tables).
Eye - MANDATORY
Enter a valid eye code (see Appendix D, NCIC Code
Tables).
Skin
Enter a valid skin code (see Appendix D, NCIC Code
Tables).
State Identification Number (if applicable)
IL
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Social Security Number
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
Enter the subject’s driver’s license number if known.
Drivers License (DL) State
Enter a valid two alpha character state code (see
Appendix D, NCIC Code Tables). If the state provided
does not meet this criterion, leave blank.
FOID # - Firearm Owners ID Card number
Enter the subject’s FOID card number if known.
Certificate License Number
Enter the subject’s Certificate License Number if one
exists.
Subject’s Maiden Last Name
Last name rules apply.
First Name
First name rules apply.
Middle Name
Middle name rules apply.
MISC # - Miscellaneous Number
Enter the miscellaneous number if known (see Appendix
D, NCIC Code Tables). If the miscellaneous number
does not begin with an alpha character prefix, leave
blank.
Residence of Person Fingerprinted
Enter the current address of the subject.
Date Fingerprinted - MANDATORY
Enter the eight digit numeric date fingerprinted. The
format should be MM/DD/CCYY.
Submit Fingerprints to FBI - MANDATORY
If an FBI check is also needed, check the “Yes” box. If
an FBI check is not needed, check the “No” box. If the
field is left blank, the fingerprints will not be forwarded to
/ /
Submit Fingerprints
to FBI
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the FBI.
Purpose Applicant Fingerprinted - MANDATORY
The appropriate purpose code(s) for Fee Applicant
submissions are provided at the time an agency
completes the User Agreement process. Information on
purpose codes can be obtained by contacting the BOI
Customer Support Unit at (815) 740-5160 or via email at
boi_customer_support@isp.state.il.us.
Requestor’s Name
Enter the name of the subject requesting this information.
Form Distribution
This form should be forwarded to the Bureau of Identification at the address below.
Illinois State Police
Bureau of Identification
260 North Chicago Street
Joliet, Illinois 60432-4072
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. For detailed
information on errors, please refer to the Errors section located in Chapter VII, Criminal
History Record Information.
The Adam Walsh Child Protection and Safety Act
he Adam Walsh Child Protection and Safety Act of 2006 (Public Law 109-248) is a
federal act which was signed into law on July 27, 2006. Section 151 and 153 of the
act require the U.S. Attorney General to ensure access to Federal Bureau of
Investigation (FBI) national criminal history record information by (1) governmental
social service agencies with child protection responsibilities, (2) child welfare agencies,
and (3) public and private elementary and secondary schools and state and local
educational agencies. Section 153 of the act is entitled the “Schools Safely Acquiring
Faculty Excellence Act of 2006.” Section 153(b) provides that the Attorney General
shall, upon request of a state’s chief executive officer, conduct fingerprint-based checks
of national crime information databases (as defined in 28 U.S.C. Section 534) pursuant
to requests submitted by child welfare agencies or by private schools or public
elementary or secondary schools or local or state educational agencies for volunteer
and employment screening.
In Illinois, public schools have historically been authorized to receive national criminal
history record information from the FBI pursuant to the Illinois School Code. However,
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federal law has historically prohibited private entities from receiving such data. Private
entities that work with children have long contended that access to national criminal
history records is a critical component in making sound suitability determinations when
screening employment applicants, contractors and volunteers who work with or around
children. Former federal prohibitions have now been lifted making it possible for private
schools and private child welfare organizations to receive national criminal history
record information. Access is now possible pursuant to PL 109-248. In order to receive
FBI national criminal history record information pursuant to the Adam Walsh Child
Protection and Safety Act of 2006, authorized entities must adhere to specific state and
federal guidelines. The following information is provided to assist authorized entities in
understanding the basic elements of PL 109-248 and how this law is being implemented
in Illinois. The dot points appearing below are not intended to provide a detailed
explanation of all provisions contained in PL 109-248. Private entities and organizations
seeking access to FBI national criminal history records pursuant to the Adam Walsh
Child Protection and Safety Act of 2006 are encouraged to obtain a copy of the act and
review it to glean any additional pertinent information.
User’s Agreement
The qualified entity must sign a User’s Agreement provided by the Illinois State
Police (ISP), Bureau of Identification (BOI) prior to submitting any requests.
The User’s Agreement contains specific provisions governing the use of state and
national criminal history record information which must be adhered to.
Once the User’s Agreement is executed, the qualified entity will be issued an
organization identification number (ORI number). That number must be used when
submitting the fingerprint based inquiries.
Fee Applicant Fingerprint Inquiry
The qualified entity must obtain a signed consent form (waiver) from the applicant
authorizing a search of the ISP and FBI national criminal history record databases.
In addition, the consent form must specifically authorize the release of any criminal
history record information that may exist from any agency, organization, institution,
or entity having such information on file regarding the applicant.
All requests for State and FBI national criminal history record information must be
fingerprint based and be submitted as a Fee Applicant fingerprint inquiry to the BOI
electronically via live scan. Name based AWA/AWV checks are not permitted. To
learn more about live scan, please access the ISP Internet Home Page at
www.isp.state.il.us/crimhistory/livescan.cfm.
All AWA/AWV submissions must be processed through the BOI. In addition, all
submissions must designate a fingerprint-based search of both the Illinois State
Police’s and the FBI’s criminal history record information databases. Requesting a
search of the FBI’s criminal history record information database only, is not
permitted.
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A current list of commercial live scan fingerprinting vendors is available from the
Illinois State Police upon request.
Live scan machines can also be purchased from live scan equipment manufacturers.
A list of live scan equipment manufacturers is also available upon request.
Fee Applicant submissions must include the correct ISP assigned ORI number and
appropriate three character Purpose Code (AWA for Adam Walsh Act employee
applicant; or AWV for Adam Walsh Act volunteer applicant) on all submissions
forwarded to the ISP for processing.
Fees
A draw down account must be established to facilitate the payment of fees unless a
commercial live scan fingerprinting vendor is used to transmit the fingerprint
submissions to the ISP. If a live scan vendor is used, payment can be made to the
vendor and ISP will collect the ISP and FBI processing fees by debiting the live scan
vendor’s draw down account. A monthly statement detailing all account activity will be
provided to the account holder.
Purpose Code
Illinois Fee
FBI Fee
Total
Employee (AWA)
$15.00
$19.25
$34.25
Volunteer (AWV)
$15.00
$15.25
$30.25
Processing
ISP and FBI criminal history record fingerprint based inquiries can be submitted for
current and prospective employees of the qualified entity, as well as individuals such
as volunteers and contractors who may have unsupervised access to children in a
school or social service organization.
Responses
All ISP and FBI criminal history responses will be forwarded to the qualifying entity,
not the live scan vendor.
An ISP response will provide any Illinois conviction information contained in the files
of the Illinois State Police. An FBI response will provide conviction as well as any
non-conviction information contained in the national criminal history record
information database.
ISP is prohibited from disseminating any juvenile criminal history record information
unless the juvenile was tried and convicted as an adult.
The qualified entity is required to provide the applicant a copy of their ISP and FBI
criminal history record response upon request.
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The officials making the suitability determination are required to provide the
applicants the opportunity to challenge the accuracy of the information contained in
their Illinois or FBI criminal record, per 28 CFR 16.34. Officials making the suitability
determination should not make denials based on information contained in a criminal
history record until the applicant has been afforded a reasonable time to challenge
their record or has declined to do so.
Applicants should be advised that they can request to access and review their Illinois
criminal history record if they believe it to be inaccurate or incomplete. Complete
details regarding Illinois Access and Review and FBI review procedures can be
obtained by accessing the ISP Internet Home Page at
www.isp.state.il.us/crimhistory/viewingchrircds.cfm.
The BOI processes all Access and Review fingerprint submissions free of charge,
however, local police departments may charge a nominal fee for completing and
submitting the Access and Review form.
Dissemination and Security
Records obtained under the authority of the Adam Walsh Child Protection and
Safety Act must be used solely for the purpose requested and cannot be
disseminated outside of the receiving organization, related agencies, or other
authorized entities. All secondary disseminations must be logged.
Agencies and organizations receiving criminal history record information are
required to secure such information and insure that it is not accessible to or
disseminated to any unauthorized individuals.
All qualified entities receiving ISP and FBI criminal history record information are
subject to state and federal audits regarding the use, security and dissemination of
such information.
Training
Organizations seeking to obtain criminal history record information pursuant to the
Adam Walsh Act are required to attend criminal history record information training
sessions conducted by the Illinois State Police, Bureau of Identification. These
sessions are generally half day training sessions conducted twice a year and are
designed to instruct non-criminal justice entities and organizations on various aspects of
the ISP and FBI criminal history record information program. The training sessions
include instruction on how to interpret criminal history rap sheets, available electronic
response methods, a review of proposed state and federal legislation which may affect
access to criminal history record information, etc. For more information on upcoming
ISP sponsored training sessions, please visit our website at www.isp.state.il.us.
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The National Child Protection/Volunteers for Children Act
he National Child Protection Act of 1993 (NCPA), Public Law 103-209, as amended
by the Volunteers for Children Act (VCA), Public Law 105-251 (Section 221 and 222
of the Crime Identification Technology Act of 1998), authorizes certain nongovernmental
organizations to conduct a fingerprint based national criminal history record check to
determine an individual’s fitness to care for the safety and well-being of children, the
elderly and people with disabilities. This federal Act allows organizations, designated as
a qualified entity, to make a fitness determination based on national criminal history
record information provided by the Federal Bureau of Investigation (FBI) through the
Illinois State Police. There are specific criteria that qualified entities must adhere to in
order to obtain FBI criminal history record information pursuant to the NCPA/VCA.
Terms Associated with NCPA
Term
Definition
Care
The provision of care, treatment, education, training,
instruction, supervision, or recreation to children, the elderly,
or individuals with disabilities.
Child
A dependent, unmarried person who is under eighteen
years of age.
Disabled person
One who is unable by reason of any physical or mental
condition to receive a
nd evaluate information or to
communicate
decisions to such an extent that the person
lacks ability to manage his/her financial resources, including
a partially disabled person who lacks the ability, in part, to
manage his financial resources.
Elderly person
A person who is sixty years of age or older.
Qualified Entity
A business or organization, either public, private, for-profit,
not-for-
profit, or voluntary that provides care or care
placement services.
Qualified Entities
A “qualified entity” is defined as a business or organization, either public, private, for-
profit, not-for-profit, or voluntary that provides care or care placement services, including
a business or organization that licenses or certifies others to provide care or placement
services. The Act specifically permits qualified entities to submit fingerprint based ISP
and FBI criminal history record checks regarding individuals that provide care,
treatment, education, training, instruction, supervision or recreation to children, the
elderly or people with disabilities. The qualified entity’s decision to request a criminal
history record check is discretionary according to the NCPA/VCA. There is currently no
provision contained in the Act requiring that such checks be conducted. Qualified
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entities are authorized to conduct NCPA/VCA criminal history record checks to obtain
FBI data, provided there is no other existing statutory provision in place authorizing
such access. Organizations currently authorized to conduct criminal history record
checks under other statutory provisions should continue to follow the statutory
mandates that specifically apply to them. For example, public schools should continue
to request Illinois and FBI criminal history record information pursuant to the Illinois
School Code, not the NCPA/VCA. However, a private children’s soccer league would
meet the qualifications of a qualified entity and as such, are eligible to receive FBI
criminal history record information regarding individuals seeking employment or
volunteering to coach in the children’s league.
Complete an NCPA/VCA Program Application
Your organization must meet the qualifications described above in order to be
designated as a ‘qualified entity’. Complete the NCPA/VCA application in full and
explain what functions are performed involving children, the elderly, or people with
disabilities. Once the application is approved, i.e. it is determined that your
organization meets the qualifications of a qualified entity, a user’s agreement must
be executed.
Sign the NCPA/VCA User’s Agreement
The qualified entity must sign a User’s Agreement provided by the Illinois State
Police, Bureau of Identification prior to submitting any requests.
The User’s Agreement contains specific provisions governing the use of state and
national criminal history record information which must be adhered to.
Once the User’s Agreement is executed, the qualified entity will be issued an
organization identification number (ORI number). That number must be used when
submitting the fingerprint based inquiries.
Fee Applicant Fingerprint Inquiry
The qualified entity must obtain a signed consent form (waiver) from the applicant
authorizing a search of the ISP and FBI national criminal history record databases.
In addition, the consent form must specifically authorize the release of any criminal
history record information that may exist from any agency, organization, institution,
or entity having such information on file regarding the applicant.
All requests for State and FBI national criminal history record information must be
fingerprint based and be submitted as a Fee Applicant fingerprint inquiry to the BOI
electronically via live scan. Name based NCPA/VCA checks are not permitted. To
learn more about live scan, please access the ISP Internet Home Page at
www.isp.state.il.us/crimhistory/livescan.cfm.
All NCPA/VCA submissions must be processed through the BOI. In addition, all
submissions must designate a fingerprint-based search of both the Illinois State
Police’s and the FBI’s criminal history record information databases. Requesting a
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search of the FBI’s criminal history record information database only is not
permitted.
A current list of commercial live scan fingerprinting vendors is available from the
Illinois State Police upon request.
Live scan machines can also be purchased from live scan equipment manufacturers.
A list of live scan equipment manufacturers is also available upon request.
Fee Applicant submissions must include the correct ISP assigned ORI number and
appropriate three character Purpose Code (NCP for NCPA/VCA employee
applicant; or VCA for NCPA/VCA volunteer applicant) on all submissions
forwarded to the ISP for processing.
Fees
A draw down account must be established to facilitate the payment of fees unless a
commercial live scan fingerprinting vendor is used to transmit the fingerprint
submissions to the ISP. If a live scan vendor is used, payment can be made to the
vendor and ISP will collect the ISP and FBI processing fees by debiting the live scan
vendor’s draw down account. A monthly statement detailing all account activity will be
provided to the account holder.
Purpose Code
Illinois Fee
FBI Fee
Total
Employee (NCP)
$15.00
$19.25
$34.25
Volunteer (VCA)
$15.00
$15.25
$30.25
Processing
ISP and FBI criminal history record fingerprint based inquiries can be submitted for
current and prospective employees of the qualified entity, as well as individuals such
as volunteers and contractors who may have unsupervised access to children, the
elderly or people with disabilities.
Responses
All ISP and FBI criminal history responses will be forwarded to the qualifying entity,
not the live scan vendor.
An ISP response will provide any Illinois conviction information contained in the files
of the Illinois State Police. An FBI response will provide conviction as well as any
non-conviction information contained in the national criminal history record
information database.
ISP is prohibited from disseminating any juvenile criminal history record information
unless the juvenile was tried and convicted as an adult.
The qualified entity is required to provide the applicant a copy of their ISP and FBI
criminal history record response upon request.
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The officials making the suitability determination is required to provide the applicants
the opportunity to challenge the accuracy of the information contained in their Illinois
or FBI criminal record, per 28 CFR 16.34. Officials making the suitability
determination should not make denials based on information contained in a criminal
history record until the applicant has been afforded a reasonable time to challenge
their record or has declined to do so.
Applicants should be advised that they can request to access and review their Illinois
criminal history record if they believe it to be inaccurate or incomplete. Complete
details regarding Illinois Access and Review and FBI review procedures can be
obtained by accessing the ISP Internet Home Page at
www.isp.state.il.us/crimhistory/viewingchrircds.cfm.
The BOI processes all Access and Review fingerprint submissions free of charge,
however, local police departments may charge a nominal fee for completing and
submitting the Access and Review form.
Dissemination and Security
Records obtained under the authority of the National Child Protection Act and
Volunteer for Children’s Act must be used solely for the purpose requested and
cannot be disseminated outside of the receiving organization, related agencies, or
other authorized entities. All secondary disseminations must be logged.
Agencies and organizations receiving criminal history record information are
required to secure such information and insure that it is not accessible to or
disseminated to any unauthorized individuals.
All qualified entities receiving Illinois and FBI criminal history record information are
subject to state and federal audits regarding the use, security and dissemination of
such information.
Training
Organizations seeking to obtain criminal history record information pursuant to the
NCPA/VCA are required to attend criminal history record information training sessions
conducted by the Illinois State Police, Bureau of Identification. These sessions are
generally half day training sessions conducted twice a year and include instruction
regarding criminal history record processing procedures, how to interpret a rap sheet,
available electronic response methods, an overview of new laws and proposed state
and federal legislation that may affect access to criminal history record information, etc.
For more information on upcoming ISP sponsored training sessions, please visit our
website at www.isp.state.il.us.
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-IV- LIVE SCAN
ive scan is an inkless electronic system designed to capture an individual’s
fingerprint images and demographic data (name, sex, race, date of birth, etc.) in a
digitized format that can be transmitted to the BOI for processing. The data is forwarded
to the BOI over a Virtual Private Network (VPN) and then processed by the ISP’s
Automated Fingerprint Identification System (AFIS). Once received at the BOI for
processing, the inquiry can then be forwarded to the FBI electronically for processing.
All of this occurs within minutes and results in a biometric identification of an individual
with little or no human intervention.
There have been a number of advancements in live scan technology. Live scan
fingerprint technology provides a fast, easy way of capturing fingerprint images and
transmitting them to get a quick criminal history record response. Live scan operators
do not require in depth training in order to roll a good set of fingerprints and do not have
to be versed in the science of fingerprinting to successfully utilize live scan equipment.
Today’s live scan devices are equipped with error checking software that reduces
potential fingerprint quality errors. Live scan technology is widely used among criminal
justice as well as many non-criminal justice entities that submit fingerprints to the state
and/or FBI for processing. The overwhelming majority of fingerprint submissions
received by the ISP and FBI are submitted electronically utilizing live scan technology.
Major advantages of utilizing a live scan system include the ease of use and the speed
in which fingerprint images and demographic data can be captured and transmitted and
positive identifications made. Fingerprint impressions are taken by placing a subject’s
fingers against a glass platen and scanning them. The scanned images are digitized
and packaged with the demographic information that must be keyed into the system.
Both sets of data are then electronically forwarded to the ISP’s AFIS system for
processing. Most live scan submissions are processed and results returned within 48
hours. The criminal history response is returned to the requesting agency based on
their Originating Identification Number (ORI), not the live scan vendor capturing and
transmitting the fingerprint submission. Another benefit of live scan technology is its
built-in quality assurance component. As fingerprints are scanned, the device
determines if the fingerprint images are rolled completely and in the proper sequence to
meet minimum quality control processing standards. When using the old ink and roll
method, poor quality prints could not be determined until they had been sent through
the mail to the BOI and processed by a fingerprint technician. The manual submission
and processing of fingerprint cards always increases the potential of errors and results
in increased response times.
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Benefits of using live scan fingerprint submissions include:
It is an inkless/paperless system.
Provides rapid positive identification.
Reduced transmission costs.
Quicker hit/no hit response.
Quick fingerprint capture capability.
Better quality fingerprint images.
Fewer chances for errors due to built in edits.
Manual Fingerprint processing:
Print using live scan
Print using Ink & Roll
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Live scan Fingerprint Processing:
How do I Become a Live scan Vendor
rivate and commercial entities, as well as police agencies, seeking to submit live
scan fingerprint inquires to the ISP for non-criminal justice purposes must comply
with certain rules and regulations before being authorized to connect live scan devices
to the ISP live scan network.
Please note that on July 1, 2007, SB 1424 was signed into law amending 225 ILCS 447.
This bill requires all commercial live scan fingerprinting vendors to be licensed in order to
operate in the State of Illinois. Please contact the Illinois Department of Financial and
Professional Regulation, Division of Professional Regulation Technical Assistance Unit at
(217) 782-8556 to get more information on commercial live scan fingerprinting vendor
licensing requirements and the associated licensing fees.
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Contact ISP for equipment purchase requirements by calling the ISP Help Desk at
(866) 532-3700 or using the following email address livescan@isp.state.il.us.
Sign a Live scan User Agreement. This can be obtained by contacting the Customer
Support supervisor or manager at (815) 740-5160. Once the agreement has been
signed by both the agency and the Director of the Illinois State Police, the agency
will be assigned:
o Live scan Device ID Number (DID)
o A Cost Center number
o Originating Agency ID Number (ORI)
o Virtual Private Network (VPN) ID and password.
The live scan device must comply with all Electronic Fingerprint Submission
Specifications (EFSS). A copy of the EFSS can be obtained via the Illinois State
Police website at www.isp.state.il.us/crimhistory/livescan.cfm.
Live scan equipment must be certified by the ISP Bureau of Field Services (BFS)
Technical Support Unit. You must contact the ISP Help Desk to request a
certification test date to be scheduled. A Technical Support Unit representative will
then contact you to schedule a date and time for testing and certification.
You must establish a draw down account with the ISP to cover the costs of
fingerprint inquiries transmitted to the ISP for processing. Contact the Fiscal
Department at the BOI to establish a draw-down account.
Live scan Certification Process
he agency or the live scan vendor installing the equipment must call the ISP Help
Desk at (866) 532-3700 or use the following email address livescan@isp.state.il.us
to request a certification test date be scheduled.
Certification Steps
ISP Technical Support staff will contact the agency contact person/technician on the
day of testing.
The agency contact person/technician must submit “test” submissions using
supplied test data.
The ISP Technical Support staff will check the validity of each submission type,
informing the contact person/technician of problems, if any.
Once all records have been successfully tested and certified, the agency will be
informed that their equipment has passed certification.
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The agency’s certification information will be turned over to the Quality Assurance
staff to conduct data quality audit.
Once the data quality audit has been successfully completed, you will be informed
that the data records have passed certification.
If you encounter problems with your live scan equipment, contact your live scan
equipment vendor for service. If problems arise with your live scan transactions after
certification, contact ISP BOI Customer Support Unit.
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-V- USER AGREEMENTS
n order to submit submissions for processing, an agency must have an up-to-date
user’s agreement on file with the BOI. The process to establish a new (or updated)
user’s agreement is:
Contact the BOI Customer Support supervisor by calling (815) 740-5160 or send a
request via email to boi_customer_support@isp.state.il.us to determine which type
of agreement(s) is needed to fulfill your requirements.
The proper agreement form will be sent to the user agency:
User Agreement Type
User/Agency Type
UCIA Agreement
General Public
Adam Walsh Act Agreement
Private/public schools; governmental social service
agencies; child welfare agency
National Child Protection/Volunteers
for Children Act Agreement
Agencies that provide public and private care of
children, elderly, and disabled
Live scan Vendor Agreement
Commercial live scan fingerprinting services
Interagency Agreement
State or local governmental agency use
Return the completed agreement form with an original signature along with a check
or money order sufficient to cover the ISP and FBI processing fees for the estimated
number of inquiries to be transmitted during a 12 month period of time.
The agreement is recorded into the electronic system and submitted to Springfield
for signature. At this point, the ORI is issued, the Cost Center is established, the
Device ID is issued, and the live scan certification process has been completed.
Copy of executed agreement is mailed to the user agency.
I
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-VI- AFIS FINGERPRINT QUALITY REJECT
PROCEDURES
hen a fingerprint submission contains illegible or insufficient minutia data, the
images cannot be processed by the Automated Fingerprint Identification System
(AFIS). Consequently, the fingerprint card cannot be processed and a ‘fingerprint
quality’ reject response is forwarded to the submitting entity. Such rejects can occur at
the Bureau of Identification (BOI) or at the Federal Bureau of Investigation (FBI).
Unless the fingerprint image quality is extremely poor, the BOI is usually able to process
the overwhelming majority of fingerprint submissions with no problems. The FBI has
more stringent fingerprint quality editing routines than the BOI; consequently, the FBI
rejects a greater number of fingerprint submissions. Please be advised that the BOI
has no authority to dictate to the FBI what fingerprint images should be considered AFIS
unacceptable versus those that should be classified as AFIS acceptable.
When a Fee Applicant ‘fingerprint quality’ reject occurs at the federal level, and the
submission was transmitted as both a State and FBI check, the requester receives a
state response but the FBI forwards a rejected response. If the fingerprint quality is
sufficiently poor, the fingerprints may also reject at the state level. When the fingerprint
quality reject begins at the state level, the fingerprint images can not be forwarded to
the FBI. Merely resubmitting the initial fingerprint images will not result as AFIS
acceptable; the applicant must be re-fingerprinted and submitted with a new
Transaction Control Number (TCN). For state level fingerprint rejections, the original
TCN must be inserted into the Transaction Control Reference Number field (EFSS field
tag number 1.10 of the type one record as described in the Electronic Fingerprint
Submission Specification document). Note for state level rejects, the first transaction is
not submitted to the FBI; therefore, a new set of fingerprints must be taken and flagged
appropriately to be processed by both the State and the FBI. The reprocessing fee of
$10.00 for the state check applies in this case as well as $19.25 for the FBI check.
Note: If the card was a manual submission, the BOI still has the FBI fee
and only the $10.00 resubmission fee for the state is required.
If the reject occurs at the federal level, the subject must be reprinted and the new
transaction must be submitted with a new TCN and the original FBI Internal Control
Number (ICN) from the initial FBI reject message must be inserted into the same 1.10
Transaction Control Reference Number field when submitting the applicant’s fingerprints
the second time. Note because the prints were successful through the State, and the
rejection occurred only at the FBI level, this second set of prints should be flagged as
FBI Only. In this scenario, the fee consists of a $10.00 FBI re-submission fee. The FBI
issues a new ICN if the fingerprint submission is rejected a second time.
Uniform Conviction Information Requests are not accepted by the FBI; therefore FBI
rejects cannot occur for this transaction type. When they are rejected due to poor
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fingerprint quality, merely resubmitting the initial fingerprint images will not result as
AFIS acceptable. The individual must be re-fingerprinted and submitted with a new
Transaction Control Number (TCN). The initial Transaction Control Number (TCN) must
be inserted into the Transaction Control Reference Number field (EFSS field tag
number 1.10 of the type one record as described in the Electronic Fingerprint
Submission Specification document).
FBI Name Check Procedure
he only time the FBI will provide a name based response is when a fingerprint
submission has been rejected a minimum of two times. If the FBI rejects the
transaction a second time, a name based inquiry can be requested. In order to request
a name based inquiry, the requester must contact the BOI Customer Support Help Desk
at (815)740-5160 or via email at boi_customer_support@isp.state.il.us and provide both
the TCN numbers from the rejection notices, as well as other identifiers pertaining to the
applicant. The BOI will forward the request to the FBI for processing. Once the FBI
processes the name based inquiry, the response is forwarded back to the BOI. The
BOI then forwards the name based response to the requester. An FBI name based
inquiry can only be requested within a 90 day window from the date the second or most
recent FBI fingerprint quality reject was processed. There is no fee associated for this
request. Agencies that have an assigned NCIC number can contact the FBI directly to
obtain name checks.
If the individual wishes to request their own name check, it can be mailed or faxed to the
attention of “Name Check Request” at the address listed below, following the
procedures outlined above.
Mail FBI
CJIS
1000 Custer Hollow Road
Clarksburg, WV 26306-0171
ATTENTION: Name Check Request
Fax (304) 625 – 5102
Electronic www.fbi.gov/hq/cjisd/namecheckfaqs.pdf
The responses can be faxed or mailed, however, a “hit” response is returned by mail
only.
State Name Check Procedures
lthough State processing results in very few fingerprint quality rejects, the State will
also produce a name based inquiry upon request. To request a Uniform Conviction
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Information non-fingerprint based inquiry form, the requester can either contact the BOI
Customer Support Help Desk at (815) 740-5160, go to the internet website via the
Illinois State Police home page: www.isp.state.il.us and select the Request for Criminal
History Information form, or via email at boi_customer_support@isp.state.il.us. This
form is mailed to the requester along with the instructions for completing and processing
the request. A fee of $16.00 is required to process Uniform Conviction Information name
based inquiry forms.
Note: This name based check through the State produces only Illinois
conviction information.
If you have any questions regarding how to resubmit fingerprint inquiries that have been
rejected, or how to initiate a name based response, please contact BOI Customer
Support at (815) 740-5160 or via email at boi_customer_support@isp.state.il.us.
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-VII- CRIMINAL HISTORY INFORMATION
Arrest Vs. Conviction Records
ost non-criminal justice entities that submit criminal history information inquiries to
the BOI are only authorized to receive conviction information pursuant to state law.
Conviction information typically includes arrests, states attorney filing decisions, 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
entities. If the BOI is unable to obtain a court disposition for an arrest transaction, that
arrest is also not disseminated to non-criminal justice entities.
Criminal justice agencies are authorized to receive conviction as well as non-conviction
criminal history 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 by Illinois and FBI
Criminal Justice Information Systems (CJIS) policy from conducting Law Enforcement
Agency Data System (LEADS) inquiries on behalf of non-criminal justice entities.
Name Checks Vs. Fingerprint Checks
ame checks are non-fingerprint inquiries submitted to the BOI for processing based
on the subject’s personal identifiers. Those identifiers consist of the name, sex,
race, date of birth and other optional information, 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 hit 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 (see Appendix D, NCIC Code
Tables). If a name inquiry is submitted containing invalid code values, the search results
can be adversely affected.
Items of note to consider when considering using a name inquiry:
The ISP CHRI database contains over 30 million names.
A name inquiry has the potential of producing multiple “hits”. This means that the
data provided may match more than one subject. Fingerprints will be required to
obtain the correct criminal history data.
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Personal identifiers may be manipulated by the subject resulting in a false “no hit”
response.
Alias names, common names, or maiden names may result in false “hit” or “no-hit”
responses.
Name inquiries are not retained on the CHRI database.
Name inquires are not acceptable by the FBI, except when a subject’s fingerprints
have been rejected due to poor fingerprint quality (see Chapter VI, AFIS Fingerprint
Quality Reject Procedures).
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 submission are not used as the primary
means of conducting the search; however, they assist in expediting the fingerprint
search. The accuracy of the personal identifiers used in a fingerprint search will not
affect the accuracy of the search. While subjects can utilize multiple names and other
personal identifiers, no two subjects have identical fingerprints. To ensure that the
response furnished by the BOI positively pertains to the subject in question, a fingerprint
inquiry should be submitted rather than a name inquiry.
While the BOI processes fingerprint inquiries, the BOI does not retain all fingerprint
inquiries. Fee applicant fingerprint inquires are retained on the CHRI database.
Uniform Conviction Information Act fingerprint inquiries are not retained on the CHRI
database.
How the Name Search Routine Works
he BOI uses a soundex routine when processing name inquiries on the Illinois
Criminal History Record Information 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. The social security
number is not used as a primary data element in the search routine due to the number
of potential false hits produced.
If false or inaccurate identifiers are submitted 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, fingerprint inquiries
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should be submitted rather than name inquiries. Fingerprints are the only means of
positive identification.
How the Fingerprint Process Works
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
(CHRI) system.
Fingerprint submissions:
Allow a biometric search of the CHRI database,
Provide positive identification (no multiple hits),
Fingerprint patterns don’t change and are not easily altered,
Can be posted to the CHRI database (fee applicant fingerprint submissions only),
Can be processed through FBI criminal history information database (fee applicant
fingerprint submissions only).
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 4,000 fingerprint submissions in a 24 hour period. The
current intake averages 2,700 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 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
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.
Conviction responses to juvenile arrests (subjects under 17 years of age) can only
be disseminated if the juvenile is tried as an adult or convicted of a forcible felony.
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ISP can only provide Illinois conviction information; we do not maintain any out of
state information.
Charges that are reportable to ISP include felonies, class A and B misdemeanors,
DUI charges, aggravated fleeing and eluding and anti-theft laws. Class C
misdemeanors, local ordinances, and numerous traffic offenses are not mandated to
be reported so these charges may not be available; however, if these offenses are
reported, they may be disseminated.
ISP is mandated to provide conviction information only (charges that are dismissed
or where supervision is received are not conviction information).
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.
If a subject has his or her record expunged, that information is no longer maintained
by the BOI.
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.
Errors
ccasionally, an inquiry submitted to the BOI results in an error. The types of errors
that can occur are fatal errors, non-fatal errors, common transmission errors,
system errors, or fingerprint quality errors (rejected fingerprints).
Fatal Errors
Fatal errors occur when a mandatory field is not completed or has been completed
incorrectly when submitting a request, when the agency is not authorized to receive the
information requested, or when the agency submits an incorrect submission type.
Non-Fatal Errors
Non-fatal errors can occur for various reasons and may not always be apparent to the
BOI when the submission is being processed. For example, if the ORI provided on the
submission is a valid ORI, but is not correct for the requestor, the submission will
process. The response would then go to the address of the submitted ORI. The
requestor would not get their response.
Common Transmission Errors
Common transmission errors can keep an inquiry from being processed. For live scan
submissions, this can be as simple as pressing the transmit button more than once.
This causes two copies of the inquiry to be submitted to the BOI with the same TCN.
Once processing begins, the TCN goes to error status for being duplicated. For
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electronic name inquires, common transmission errors include invalid data being
provided on the file or sending the file to the wrong email address. For more
information on submitting electronic name inquiries, see Chapter VIII.
System Errors
There are two types of system errors; one is caused by systems at the BOI and ones is
caused by the systems of the user. BOI system errors can be caused by system
downtime (scheduled and unscheduled). User system errors occur due to firewalls,
incorrect Decrypt installation, or because the user has not registered with Entrust (see
instructions in Chapter X, Electronic Inquiry & Response Methods).
Fingerprint Quality Errors (Rejected)
When a fingerprint submission contains illegible or insufficient minutia data, the images
cannot be processed by the Automated Fingerprint Identification System (AFIS).
Consequently, the fingerprint card cannot be processed and a ‘fingerprint quality’ reject
response is forwarded to the submitting entity.
Accessing the ISP Sex Offender Registration Database
riminal history information check submissions do not include an inquiry into the Sex
Offender Registry (SOR). SOR information must be obtained from the online
database available at www.isp.state.il.us/sor/. A check of the national sex offender
database can be obtained online from the United States Department of Justice National
Sex Offender Public Registry at www.nsopr.gov.
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 from a
department of corrections facility.
Sexually dangerous. They are designated as such at a civil hearing prior to
incarceration.
Sexual predator, created July 1, 1999. One is designated as a sexual predator when
the subject is convicted of an offense which requires lifetime registration.
Illinois has an 88% compliance rate for subjects who have registered, one of the highest
rates in the country. The other 12% are non-compliant. This information is also available
from the database. Contact local authorities if one of these subjects 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
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Police website. Persons registered from out of state or as a juvenile might not be
posted to the Illinois CHRI database.
Missing Sex Offenders
Missing Sex Offenders may be found in the Missing Sex Offender Registry located at
http://www.isp.state.il.us/missingsor/missingsor.cfm.
A sex offender is determined to be "missing" when:
The sex offender has vacated his last reported address and has not provided new
information regarding his current whereabouts to law enforcement as required by
Illinois law.
Law enforcement officials have confirmed the offender has vacated the last known
address of the sex offender by conducting a physical address verification of the
offender's last reported address.
The offender's current whereabouts at this time are unknown.
If you know the current whereabouts of a non-compliant sex offender, please contact
the Illinois State Police Sex Offender Registration Unit at (217) 785-0653.
Other databases available are:
Child Murder and Violent Offender Against Youth Registry www.isp.state.il.us/cmvo/
Convicted Methamphetamine Manufacturer Registry www.isp.state.il.us/meth/
Illinois Department of Corrections Sex Registrant Search
www.idoc.state.il.us/subsections/so_search/default.asp
Accessing the FBI CHRI Records
n order for a non-criminal user agency to receive FBI fingerprint based information, a
state or federal statute must be in place indicating that a particular user agency or
organization has the authority to receive FBI information. The FBI only performs
fingerprint based criminal history information checks. An FBI response to a fingerprint
based criminal history information 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 record for conviction information from an Illinois criminal
history information check and receive the arrest data from the FBI.
Individuals using a UCIA form cannot request an FBI criminal history information check
through the BOI. To obtain FBI information, the subject must send an FBI fingerprint
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card along with a certified check or money order for $18 made payable to the U.S.
Treasury.
Complete and forward a letter to the FBI requesting a copy of your FBI criminal
history record. If the request is for a couple, or family, etc., all persons must sign the
request letter and provide a legible set of fingerprints. Include your complete mailing
address. If there is a deadline (e.g., an immigration deadline), please include the
deadline in the request letter and on the outside of the envelope. The request letter
must be accompanied by a legible set of fingerprints.
Obtain proof of identity, which consists of a set of your fingerprints (original card, no
copies), with your name, date of birth and place of birth. Fingerprints should be
placed on a standard fingerprint form (FD 258) commonly used for applicant or law
enforcement purposes.
o Include rolled impressions of all ten fingerprints and impressions of all ten
fingerprints taken simultaneously (these are sometimes referred to as plain or flat
impressions.)
o If possible have your fingerprints taken by a fingerprinting technician (this service
may be available at a Law Enforcement Agency.) Previously processed
fingerprint cards will not be accepted.
Include $18 (U.S. funds) in the form of a money order, certified check made payable
to the Treasury of the United States, or you may pay by credit card. Be sure to sign
where required. No personal checks or cash will be accepted. Payment must be
the exact amount. If for a couple, family, etc., include $18 for each person. If paying
by credit card you must include the completed credit card payment form. Credit
cards will not be used for expedited mail services.
Mail the items listed above to the following address:
FBI CJIS Division - Record Request
1000 Custer Hollow Road
Clarksburg, West Virginia 26306
If any of the above items are missing or incomplete, the request w
ill be
returned. Allow approximately 8 to 10 weeks for processing, upon receipt to the FBI.
What You Will Receive
If no criminal history record exists, the original fingerprint card will be returned
stamped “No Record and returned to the individual.
If criminal history information exists, the subject’s FBI Identification Record will be
returned.
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How to Challenge Your FBI Record
The FBI's Criminal Justice Information Services Division is not the source of the data
appearing on Identification Records and obtains all data thereon from fingerprint
submissions or related identification forms submitted to the FBI by local, state and
federal agencies. The responsibility for authentication and correction of such data rests
upon the contributing agencies. Therefore, the rules set forth for changing, correcting, or
updating such data requires that the subject of an Identification Record make
application to the original contributing agency.
An individual may challenge the information contained in the FBI Identification Record
by contacting the original agency that submitted the information to the FBI or the state
central repository in the state in which the arrest occurred. These agencies will be able
to furnish the guidelines for correction of the record. The FBI is not authorized to modify
the record without written notification from the appropriate criminal justice agency.
To obtain additional information regarding the FBI’s processing procedures, please
contact the FBI at (304) 625-5590 or visit their website at
http://www.fbi.gov/hq/cjisd/fprequest.htm.
Viewing and Challenging Your Illinois Criminal History Record
he Access and Review process is available for subjects that wish to review their
Illinois criminal history information. The procedures for this process are
documented on the Illinois General Assembly web site under the Illinois Administrative
Rules and can be found at
www.ilga.gov/commision/jcar/admincode/020/02001210sections.html.
The procedure for conducting an Access and Review inquiry to review Illinois criminal
records is as follows:
Any individual may request any law enforcement agency or correctional facility to
initiate a fingerprint based inquiry to the Illinois State Police for the purpose of
allowing the individual to access their state criminal history record transcript. This
process can not be used to obtain a criminal history record transcript for licensing or
employment purposes. Title 20 Part 1210 of the Illinois Administrative Code
requires law enforcement agencies and correctional facilities within Illinois to
facilitate Access and Review inquiries upon request. Such requests must be made
during the agency’s regular business hours.
In response to a request, the law enforcement agency or correctional facility is
required to obtain fingerprints from the individual along with other identification
information, and submit it within 30 days to the Illinois State Police on an Access and
Review fingerprint card provided by the Illinois State Police.
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Within 60 days after receiving the Access and Review form, the Illinois State Police
is required to provide the law enforcement agency or correctional facility with the
individual’s complete criminal history transcript or, if no criminal history is found, a
written statement so stating. If a criminal history transcript is disseminated to the law
enforcement agency or correctional facility, it will contain all conviction as well as
non-conviction information reported to the Illinois State Police regarding the
individual.
Once the Access and Review fingerprint form is processed, the Illinois State Police
will forward a copy of the individual’s criminal history transcript to the law
enforcement agency or correctional facility. The criminal history transcript will be
accompanied by a Record Challenge form which the individual can complete and
return to the Illinois State Police to request corrections or modifications be made to
the criminal history record.
The law enforcement agency or correctional facility is required to contact the
individual and allow the individual to view their criminal history transcript at the
facility only. Individuals exercising their right to Access and Review their criminal
history record are not permitted to leave the law enforcement agency or correctional
facility with their criminal history transcript unless it has been redacted to exclude all
identifiers and references to the individual. This will prevent the use of the transcript
for employment or licensing purposes.
After receiving the Record Challenge form, the Illinois State Police will provide a
written response informing the individual of any action taken to correct the
individual’s criminal history record. If it is determined that no corrections are to be
made, a statement to that fact will be provided to the individual.
The Illinois State Police does not charge a fee for processing Access and Review or
Record Challenge submissions. However, police agencies and correctional facilities are
permitted to charge a nominal fee to cover their costs for facilitating Access and Review
requests.
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-VIII- HOW TO INTERPRET A RAP SHEET
he rap sheet is the portion of your response that contains an subject’s criminal
history record information.
The first page of a rap sheet is the Subject Identifiers page, providing personal
information pertaining to this subject (except marital status). Listed below is a
description of this section. The numbers next to the description correspond to numbers
on the sample rap sheet following this section.
1 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. Subsequent criminal history information is then added to the rap sheet
by the SID.
2 Conviction Status indicates whether the subject has misdemeanor or felony
convictions on the rap sheet.
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.
3 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.
4 Sex, Race, Height, Weight, Eyes, Hair, and Skin indicate 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.
5 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.
6 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 is reported to the BOI by the arresting
agency.
The next section of the rap sheet contains the criminal history information that is
viewable for your agency for the subject. For visibility rules for your agency, please
review the appropriate statute.
7 Arrest 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.
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.
8 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 is
information given to BOI by the arresting agency and added to the database.
9 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.ilga.gov.
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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.
10 Class indicates the class (misdemeanor or felony) of the statute filed against the
subject Class 1, Class A, Class Z (unknown), etc.
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.
11 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.
Decision Date is the date that the State’s Attorney’s Office made their decision
regarding the statute’s filed against the subject.
12 Court Charges/Disposition
Disposition indicates the outcome of the court case.
Disposition Date is the date that the court gave its decision to the subject.
13 Case Number is the court case number associated with its specific arrest and
court disposition data.
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.
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14 Custodial (If a subject has been incarcerated)
Date Received is the date the subject was received at the confining facility.
15 Subject Institute Number is the confining agencies number for the incarcerated
subject, which is reported to the BOI to add to the database.
16 Confining Agency is the agency of incarceration.
17 Agency Received From is the agency that transported the subject to his/her
confining agency.
18 Custodial Status indicates any significant change that has occurred with
subjects (such as received, released, paroled, etc.)
19 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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ILLINOIS STATE POLICE
Bureau of Identification
260 North Chicago Street
Joliet, IL 60432-4075
1 Criminal History Of: DOE, JOHN
State Identification Number : IL 99887760
(Last Known Name)
2 Conviction Status : FELONY CONVICTIONS
Custodial Status: RECEIVED
Custodial Status Date: 02/13/2001
3 Alias Name(s)
Date of Birth
DOE,JOHN
01/01/1901
JOHNSON,LOWE D
06/14/1960
4 SUBJECT IDENTIFICATION DATA
Sex:
MALE
Race:
WHITE
Height: 611
Date Reported: 01/12/2001
FBI#:
Weight: 100
Date Reported: 01/12/2001
Chicago IR#: IR998877
Eyes:
BLUE
Hair:
BLACK
Skin:
MEDIUM
5 Scars/Marks/Tattoos Place of Birth Drivers License Number
DL
State
TAT L LEG
ILLINOIS
Social Security Number
Miscellaneous Number
Palm Prints Available
348668820
OA-ID123456
6 Photo Available
IDOC#
FOID#
INS#
DOC CORRECTIONAL CENTER
STATEVILLE
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Occupation
Date Reported
DOOR GREETER
07/12/1999
Employer
Date Reported
ACME Department Store
07/12/1999
CRIMINAL HISTORY DATA
Arrest
7
DCN: P12345678
Date of Arrest: 01/12/2001
Name: DOE, JOHN
Date of Birth: 01/01/1901
Residence:
8
Arresting Agency: WILL COUNTY SHERIFF'S OFFICE
NCIC: IL0990000
Agency Case Number: 123456789
Officer Badge Number:
Photo Available: NO
9 10
Arrest Charges
Count
Statute Citation
Literal Description
CSAOD
Class
1
720 ILCS 5.0/9-1
MURDER
O
M
Arrest Type: ON-VIEW ARREST
Date of Offense: 12/01/2000
11
States Attorney Section
Filing Decision: FILED
Decision Date: 01/12/2001
Count
Statute Citation
Literal Description
CSAOD
Class
1
720 ILCS 5.0/9-1
MURDER
O
M
Agency Name: WILL COUNTY STATE'S ATTORNEY
NCIC: IL099013A
Court Charges/Disposition
Count
Statute Citation
Literal Description
CSAOD
Class
12 1
720 ILCS 5.0/9-1-A-2
MURDER
O
M
Disposition: GUILTY
Disposition Date: 02/12/2001
13 Case No:
Agency Name: WILL COUNTY CIRCUIT COURT
NCIC: IL099015J
Status
Sentence
Fine Amount
Date
SENTENCED TO
10 YEARS IMPRISONMENT-DOC
02/12/2001
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Custodial
14
DCN: L39604454
Date Received: 02/13/2001
Name: JOHNSON, LOWE D
Date of Birth: 03/16/1962
Residence:
2119 BROKEADOG AV
CHICAGO, IL 60420
15 Subject Institution Number:
Photo Available: NO
16 Confining Agency: DOC CORRECTIONAL CENTER
STATEVILLE
NCIC: IL099035C
17 Agency Received From: WILL COUNTY SHERIFF'S OFFICE
NCIC: IL0990000
Count
Statute Citation
Literal Description
CSAOD
Class
1
720 ILCS 5.0/9-1-A-2
MURDER
O
M
Case Number:
Disposition:
Status
Sentence
Fine Amount
Date
SENTENCED TO
10 YEARS IMPRISONMENT-DOC
02/12/2001
18 19
Custodial Status
Status Date
Agency Name
RECEIVED
02/12/2001
DOC CORRECTIONAL CENTER
STATEVILLE
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.
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-IX- THE FISCAL PROCESS
Understanding Your Monthly Statement
tatements are sent out monthly and should reflect any activity (debits and/or credits)
that have occurred regarding the account during the time frame shown on the
statement. A monthly account statement consists of seven parts.
The first part of the statement shows the agency’s name
and address. If an address change is required, submit
the request on agency letterhead. If the statement should
to go to the attention of a specific person, submit this in
writing also, to the attention of the Fiscal Department.
The second and third parts of the statement show the cost center number and the ORI
number assigned to the agency or organization. This information is necessary when
placing a call concerning the account.
The fourth and fifth parts of the statement show the account debits and the account
credits. The account debits contain a listing of any names submitted for criminal history
record information checks and the amount withdrawn from the 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.
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The sixth and seventh parts of the statement show
the beginning and the ending balances for the
account.
Duplicates on the Account Statement
f a name is listed more than once on the monthly statement, this is considered to be a
duplicate submission. If the duplicate is the result of an ISP system error, a credit will
be issued to the agency. If the duplicate is the result of the requestor resubmitting the
same name multiple times, a credit may be issued depending on the reason for the
resubmission. Please contact BOI Customer Support at (815) 740-5160 or via e-mail at
boi_customer_support@isp.state.il.us in order for the problem to be referred to either
technical support or the fiscal unit.
Replenishing the Account
hen an agency is submitting a payment to their account, please ensure that the
ORI number and the 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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-X- ELECTRONIC INQUIRY & RESPONSE METHODS
n order to process electronic inquiries, your agency head must sign an User
Agreement. For information on User Agreements, review Chapter V, User
Agreements.
Submitting Conviction Information Name Requests Electronically
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.
The ORI has an assigned length of 9 characters 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. The following table
denotes the required format for electronic file submission.
Field Name
Length
Position
Agency Identification Number/
Originating Requester Identifier (ORI)
9
1-9
Transaction Type Code
5
10-14
Transaction Applicant Position
3
15-17
Last Name
16
18-33
First Name
12
34-45
Middle Initial
1
46
Date of Birth
8
47-54
Sex
1
55
Race
1
56
Social Security Number
9
57-65
File Name
11
66-76
Filler
123
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
I
F
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provides a free, easy to use electronic form. The File Transfer Program formats and
saves your data to a file which will help you submit conviction inquiries without error.
File Transfer Program
he File Transfer Program is a free and easy to use
program provided by the BOI to ensure accurate record
submission. When identification data is entered using the
File Transfer Program, a record is created. When the record
is saved, the form is cleared as many records as needed
can be entered. Once records have been entered and
saved, the program prepares records for transfer by creating
a new file on the system. When the records are ready to be
submitted, the file can be sent via e-mail to
feesub@isp.state.il.us. Do not send anything else in the file
(signatures, graphic attachments, etc.) as this causes errors
when the file is processed.
The File Transfer Program is provided via regular mail and via the ISP Homepage. To
obtain a copy of the File Transfer Program call the BOI Customer Support Unit at (815)
740-5160, send an e-mail request to boi_customer_support@isp.state.il.us, or select
File Transfer Program from the Electronic Conviction Inquiries page on the Illinois State
Police web site at http://www.isp.state.il.us/services/convictioninquiries.cfm. Do not
send electronic inquiries to this e-mail address.
File Transfer Program Installation Instructions
he File Transfer Program is provided by the BOI to ensure that requests for criminal
history record information by electronic means is submitted accurately.
Downloading the Application
1. Make three new folders
1.1. Double click “My Computer”
1.2. Double click on drive C:\
1.3. Click “File
1.4. Click “New Folder
1.4.1. Folder 1: rename this folder to “Modem Entry” (Hit Enter, then repeat
steps 1.3 and 1.4).
1.4.2. Folder 2: rename this folder to “Trans(Hit Enter, then repeat steps 1.3
and 1.4).
T
T
The File Transfer Program
and its enrollment
instructions can be found at
www.isp.state.il.us/services/
convictioninquiries.cfm
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1.4.3. Folder 3: rename this folder to “TransArc(Hit Enter, then repeat steps 1.3
and 1.4).
2. Go to the ISP website - www.isp.state.il.us/services/convictioninquiries.cfm. Under
Electronic Conviction Inquiries:
2.1. Click “File Transfer Program
2.2. When the “File Download” box appears, click “Run program from its current
location” then click “OK” (or click “Open”).
2.3. When the “Security Warning: Do you want to install and run namecheck.exe
from www.isp.state.il.us?” box appears, click Yes”.
2.4. When the WinZip self extractor appears, click “OK” to unzip all files in the
namecheck.exe
2.4.1. Click Browse” and browse for the folder named C:\Modem Entry
2.4.2. Click Unzip”. You should receive message “4 files unzipped successfully”.
2.4.3. Click “OK”.
2.4.4. Click Close”.
Software Installation
3. Change to the folder the software was downloaded to.
3.1. Double click on My Computer
3.2. Double click on drive C:\
3.3. Double click on Modem Entry
4. Run the Setup program. The Setup icon will look like a little computer with a blue
screen.
4.1. Double click on the Setup.exe icon.
4.2. The “Install” window will show a message stating the installation files are being
copied. After the files are copied, a window with the title “Setup” will appear.
Installation may stop due to system files that need to be updated. Click “OK” to allow the
program to update 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.
5. Install the program
5.1. Close any other programs that may be running on the computer before
beginning setup.
5.2. Click OKin the File Transfer Program Setupwindow.
5.3. Click the computer icon in the File Transfer Program Setupwindow to begin
the installation.
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5.4. The next screen will show where the program will be installed (this should be the
“Modem Entry” folder). Click Continue”.
5.5. When they screen says the “File Transfer Program Setup was completed
successfully, click “OK”.
5.6. The setup program will create two folders for itself on drive C:\
5.6.1. C:\Program Files\ File Trans
5.6.2. C:\Modem Data.
6. Create an icon on the desktop to start the “File Transfer” program.
6.1. Click on the “Start” button.
6.2. Click on “All Programs”.
6.3. Click once on the File Transfer Program”.
6.4. Follow the arrow and right click on the hand clasping icon.
6.5. From the menu that appears select “Send to”.
6.6. Left click and select “Desktop (create shortcut).”
6.7. Release the mouse button.
6.8. A hands clasping icon will appear on your desktop.
6.9. Open the “File Transfer” program by double clicking the icon.
Technical Issues
Windows XP and the File Transfer Program
here is a problem caused by a newer version of the MSCAL.OCX file that is installed
by Microsoft Office XP. You may 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, the program should work
properly.
E-mail Services
AOL and YAHOO e-mail service cannot be used at this time to send files.
Using the File Transfer Program
he File Transfer Program is provided by the BOI to ensure that requests for criminal
history information by e-mail are submitted accurately. This user guide will acquaint
users with the File Transfer Program features. On screen instructions are available for
each field and button by holding your mouse pointer over the field or button.
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From the Modem Entry Form, records
are saved to a file in the C:\Trans
folder. The file in the C:\Trans folder
will be labeled with your Agency ID
(ORI) Number plus an extension of
“F01". No matter how many records are
created, they are all saved to this one
file in the C:\Trans folder until
transferred to the BOI for processing.
When a file is transferred over e-mail,
the records are archived in the
“C:\TransArc” folder according to the
date they were sent.
Warning!!!
If you send the same record on different days, you will receive two responses. You will
also be billed for two submissions.
Using the Fields
If a field is not correct it will return the user to the field that needs to be corrected. The
most common error is related to the Date of Birth. The user must use the tab key to
move from the Date of Birth field to the Sex and Race fields. The information
provided below describes each field and the data required to complete each field.
Field Name
Description
Agency Identification Number
(ORI)
This is a required field. Assigned by the Illinois State Police
when the User Agreement is completed.
Transaction Applicant Position
This is a required field. A drop down box, from which the code
can be chosen that matches the first two alpha characters of the
ORI. Type code on this form may not match the code on the
agreement.
Transaction Type Code
This is a required field. Automatically generated and
determined by the transaction applicant position that is entered.
This code may not match the code on the agreement.
Last Name
This is a required field. No special characters or punctuation
is allowed.
First Name
This is a required field. At least one character must be
entered for First Name.
Middle Initial
This is an optional field.
Date of Birth
This is a required field. Enter the date as MM/DD/CCYY.
When the record is saved, the “/ /” are remov
ed. To edit or
resave the record, “/ /“ must be placed within the “Date of Birth”
field.
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Field Name
Description
Note: When moving from the “Date of Birth” field to the “Sex”
and “Race” fields, the tab key must be used to key in sex and
race, or an error message will appear. The fields will retain their
default color if entered correctly. If the background color is clear,
an error message will appear stating the “Date of Birth” field is
not entered correctly.
Sex
This is a required field. Use the keyboard to enter these fields.
(M) = Male, (F) = Female, (U) = Unknown.
Race
This is a required field. 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” f
ield’s background color is
clear when the record is saved, a “Field in Error” message will
appear. 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” field and then resave the record.
Social Security Number
This is an optional field. Use numeric characters only.
File Name
This is an optional field. If you would like an individual response
for each inquiry, enter your ORI (minus the alpha prefix) plus a
dot followed by a unique three digit number.
Example: If your ORI 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 File Transfer program saves all the records in a single
file which is named with your ORI 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.
You can retrieve your records for review by going to the Transfolder for the current file
or the Transarcfolder for older files. The name of the files in the Transarcfolder will
be the date they were created. The naming format for files in the Transarcfolder is
“yyyymmdd” (For example: 20040312. This file would have been created on
03/12/2004.)
Using the Buttons
This button saves the record that was entered. The “Save” button only
saves the record to the database. The database file will be saved to the
file in the Transfolder after all records have been entered by using the
Prepare File for Transferbutton.
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This button moves to the next record in the database. Use this field to
find a record that might require editing in the database. Use Nextand
Previousto make sure records have not been entered twice.
This button moves to the previous saved record in the database.
This button allows changes to be made the displayed record that has
been saved.
This button deletes a record entered in error or that will not be submitted.
This button closes the form without saving or preparing the file for
transfer.
This button brings up a calendar 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. To
retrieve files saved on a specific date, click on
that date. Press “Enterto select today’s date.
After clicking on the date, records are saved to
a newly created file in the “C:\Trans folder. A
pop-up box will appear stating “Your file was
completed successfully. If an error appears
statingNo files found” when attempting to save
records to today’s date, the C:\Transfolder is
either missing or not installed on drive C:\.
E-Mailing File
After the file is prepared for transfer, e-mail the file as an attachment to
feesub@isp.state.il.us. If the “File Transferprogram is being used, this file will be
located at: “C:\Trans\xxxxxxx”(x=file name). This file can contain multiple names.
Responses from the BOI will be returned in a single file. If separate file responses are
required for individual submissions, separate names need to be used in the Filename
field.
Do not include signatures or other additional file types with this e-mail. Delete all
extraneous information from the body of the e-mail prior to sending to the Illinois
State Police.
Include the agency’s ORI in the subject line of the e-mail.
Do not send the Trans” folder, just send the file.
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Do not send any zipped files.
AOL and YAHOO e-mail service should not be used at this time to send files.
This file can contain multiple names. All responses from the BOI will be sent in a
single file. If a separate file for individual submissions is required, use separate
names in the Filename field.
Please do not use feesub@isp.state.il.us for any other communication. This
address is for files only.
Response Methods
he BOI provides several alternatives for obtaining responses to criminal history
record information inquiries.
E-mail
To obtain responses via e-mail, you must utilize the ISP Decrypt program and
register with Entrust. Instructions for this are provided later in this chapter.
Facsimile
To obtain responses via facsimile, the machine must be located in a secure location.
Electronic File
For responses of this type, the result will appear at the end of your original inquiry.
An explanation of those results is explained in the next section.
Print
Responses of this type are sent via US Mail.
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Response Results
here are several response results that can be received. The description of each
type is listed below, along with an example of what an electronic file response would
appear as.
Fee Applicant
UCIA Fingerprint
UCIA Non-fingerprint
Possible
Response
Types
Hit
Hit
Hit
No Record
No Record
No Record
In Process
In Process
In Process
Multiple Hit
Rejected
Rejected
Fatal Error
Fatal Error
Fatal Error
Error Required
Data
To read the electronic response, use the following key:
HC0000000CIRNFHCW DOE JANE E04171960FB1234567890092720001006NOREC BASED ON YOUR INQUIRY
1 2 3 4 5 6
1 ORI
2 Submission Type
3 Purpose Code
4 Name, Sex, Race, DOB, Identifiers
5 Date submitted
6 Submission results
Hit
The subject of the inquiry has a record that is available pursuant to the statute
appropriate to the requesting agency. Manual responses (faxed or mailed) will
consist of a cover letter with the individual’s identifiers and the appropriate rap sheet.
Electronic name search files will return “Hit Crim History Attached” as the
response. The response may or may not be attached with the file, depending upon
your preferred response method for “Hits”. Example:
HC0108954CIRNFHCWLEENAN ROBERT P01031975MW34482182305232009050006HIT - CRIM HISTORY
ATTACHED
No Record
There is no conviction data available based on the subject information submitted.
Manual responses (faxed or mailed) will consist of a cover letter with the individual’s
identifiers and the “No Record” result notation. Electronic name search files will
return “No Rec Based On Your Inquiry” as the response. Example:
HC0000000CIRNFHCW DOE JANE E04171960FB1234567890092720001006 NO REC BASED ON YOUR INQUIRY
T
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Held
Further processing is required to determine if the subject name has any conviction
data available. Manual responses (faxed or mailed) will consist of a cover letter with
the individual’s identifiers and the “Pending” result notation. Electronic name search
files will return Pending Response as the response.
PK0000000CIRNFPKDDOE JOHN R05141957MW23456789003242001040413PENDING- RESPONSE
Multiple Hit
The subject name submitted pointed to more than one record and fingerprints are
required to determine which record, if any, belongs to the subject. Manual
responses (faxed or mailed) will consist of a cover letter with the individual’s
identifiers and the “Multiple Hit” result notation. Electronic name search files will
return Multi-Hit Submit Fingerprints as the response. Example:
MS0000000CIRNFMSCDDOE JOE J01241960MU0000000004192001040006MULTIHIT - SUBMIT FINGERPRI
Error Required Data
This is for electronic name search files. 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
Fatal Error
A “Fatal Error” response notifies the requestor that the submission contains errors
within a mandatory field and could not be processed. Submissions will be returned
with the fatal error report. If possible, correct the submissions and return them to the
Illinois State Police as soon as possible. Live scan agencies receive this information
via daily faxes. It is important that every attempt is made to return the corrected
submission to the BOI.
Rejected
A “rejected” response notifies the requestor that the fingerprint quality did not pass
AFIS standards and could not be processed. A new request is required.
Procedures for results of this type are described in Chapter VI, AFIS Fingerprint
Quality Reject Procedures.
Average state and FBI response times are 24 to 48 hours for “hit”, “no record”, “held”,
and “multiple hit” notifications for electronic response method types. Inquiries that
receive a “held” response initially can take between 30 to 45 days to complete.
In the event a response must be regenerated, there are time limits depending on the
inquiry that was submitted. For Uniform Conviction Information Act inquiries, both
fingerprint and non-fingerprint based, responses can only be regenerated for 30 days.
For Fee Applicant inquiries, responses can be regenerated for 90 days.
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Decryption Program
Why Digital Encryption?
ll criminal history responses sent from the BOI across the internet in the form of e-
mail are federally mandated to be encrypted and users to be authenticated. In
compliance with this mandate, ISP will send out e-mail attachments that have been
encrypted to the industry standard 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
Microsoft Windows XP SP2, SP3 - Professional/Home/Tablet 32-bit and 64-bit
editions
Microsoft Windows Vista™ SP1, SP2 - All 32-bit and 64-bit editions
Microsoft Windows 7 - All 32-bit and 64-bit editions
Microsoft Windows Server 2003 SP1, SP2 - All 32-bit and 64-bit editions
Microsoft Windows Server 2003 R2 SP1, SP2 - All 32-bit and 64-bit editions
Microsoft Windows Server 2008 SP1, SP2 - All 32-bit and 64-bit editions
Microsoft Windows Server 2008 R2 - All 64-bit editions
For Apple/Macintosh Computers, the link is
https://truepass01.cmcf.state.il.us/download/ESP/Mac/
A
C
HECKLIST
/B
EFORE YOU START
:
This process will require the uninstallation and installation of programs. If you are not
authorized to add or remove programs on the PC, you may need to contact your IT
staff for assistance.
If you are a current user, all unencrypted emails must be decrypted using the current
process before installing the new Entrust Security Provider software.
Know what Operating System and version (32 bit or 64 bit) is on the PC used for
decrypting responses. It is very important to note the version (32 bit or 64 bit) as this
determines which software package must be downloaded and installed.
To determine the Operating System/version:
Click on the Start Button
Click on Settings/Control Panel or Control Panel
Click on System or System and Security/System
The Operating System and Version are shown on the “General” tab (if there is no
notation of 64 bit under System, it is a 32 bit system).
All Microsoft Security Updates must be installed prior to installation of the Entrust
Security Provider software.
Temporarily disable virus protection software. This can interfere with the installation of
Entrust Security Provider software.
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Entrust Enrollment
Users must go to www.illinois.gov/pki/ to enroll with the State of Illinois to be issued a
Digital Certificate required for use with Entrust software. Select the “Get a Digital ID
button located on the left side of the web page. The enrollee must be a real person with
a valid Illinois driver’s 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 subscriber agreement with the State of Illinois Central
Management Services. Out-of-state users must click the ANon-Illinois Resident Accept@
button instead of the Agreebutton 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.
The ISP Criminal History Record Information system is not capable of sending e-mail
responses to more than one person. Therefore, only one person from each agency
needs to be enrolled.
Downloading and Installing Entrust
The Entrust Security Provider software is available from the following web address:
https://truepass01.cmcf.state.il.us/download/ESP/Current_version/. A link to this
download site can also be found on the Electronic Conviction Inquiries page of the ISP
web site at www.isp.state.il.us/crimhistory/convictioninquiries.cfm.
Instructions for the Removal of the ISP CHRI Decrypt Program and the Entrust Desktop
Solution, as well as the installation of the Entrust Security Provider program are below.
1) If you are a current user of the ISP CHRI Response Decrypt program and the
Entrust Desktop Solution program, they must be uninstalled.
To Add/Remove Programs
a. Click on the Start button.
b. Click on Control Panel.
c. Double click on Add or Remove Programs.
a. Select ISP CHRI Response Decrypt, then select Remove.
i. When prompted “Are you sure?”, click “Yes
ii. When prompted to delete shared files, say “Keep” for each
instance.
iii. Click OK
b. Select Entrust Desktop Solution, then select Remove.
i. Select Entrust Entelligence 7.0 in the pop-up box when
prompted
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ii. Follow prompts (Next, Uninstall Now, Finish)
iii. When prompted to restart the computer, say “Yes”.
2) The Entrust Security Provider (ESP) zip file to be downloaded will be different
depending on the version of the operating system version. Using a web browser
(such as Internet Explorer, Google Chrome, or Mozilla Firefox), type or click on
the following web address in the address bar to access the download files:
https://truepass01.cmcf.state.il.us/download/ESP/Current_version/
a. File names are: ESP_91_32bit.zip (for 32 bit systems)
ESP_91_64bit.zip (for 64 bit systems)
b. Open and extract the file. (For Windows 7 users, the file must be saved
before opening.)
c. Double click the setup.exe file to begin installation.
i. Follow prompts (Run, Next)
ii. Accept License Agreement. Follow prompts (Next)
iii. Choose “Complete” installation option. Follow prompts (Install,
Finish)
d. NOTE: Computer must be restarted after ESP installation.
3) After restart, the appropriate patch must be downloaded and installed. It is
located at the same web address:
https://truepass01.cmcf.state.il.us/download/ESP/Current_version/
a. File names are: eesp_91_158410_win32.zip (for 32 bit systems)
eesp_91_158410_win64.zip (for 64 bit systems)
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b. It is important to close all windows prior to installing the patch. If they are
not closed, errors may occur at the end of the installation process.
c. Open and extract the file.
d. Double click the eespwin32_91_158410.msp file or the
eespwin64_91_158410.msp file to begin installation.
e. Follow prompts (Open, Next, Finish)
f. NOTE: Computer must be restarted after ESP patch installation.
4) After installation has been completed and the computer restarted, double click
the Entrust icon located in the system tray (it appears as a person with a red
X) . For current users, after logging in, the program may have to upgrade
their current certificate.
5) After completing the installation of the ESP software, you must contact ISP to
activate the new decryption method. Responses received using the new method
of decryption will be identified with the following in the subject line: Your
Criminal History Response New Encryption. Anything received using the
old encryption process cannot be opened with ESP.
a. To open a response from with an installed email client (such as Microsoft
Outlook or Lotus Notes):
i. Double click the response file in the email program and open the
response directly from email or save the file to a folder on their
computer prior to decryption.
ii. Save the response to a folder on the computer, then either double
click the file or right click the file and select “Decrypt and Verify” to
begin the decryption process.
iii. The first time a response is opened using either method will prompt
the user to log into Entrust if they are not already logged in.
b. To open a response using a web based email client:
i. The response must be saved to a folder on the computer prior to
decrypting.
ii. After the response is saved to the computer, it can be decrypted by
double clicking the file or right clicking the file and selecting
“Decrypt”.
c. To decrypt multiple responses with one click:
i. Save the response file(s) to a folder on the computer.
ii. Go to the folder containing the files and select all files you wish to
decrypt.
iii. Right Click the selected files
iv. On the right click menu that appears, select “Decrypt and Verify”
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ENTRUST Operation
After the install is complete, the following icon will appear in the bottom right system tray
next to the clock on the PC. The presence of the red X in the icon indicates that
the user is not logged in to their digital ID. 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.
Double clicking this icon, the following
window should appear.
Enter the Name (User ID) and the
password that was created when
registering for a State of Illinois Digital
ID. If you forget the password for your
Profile Name, you can go to the
following URL:
https://autora01.cmcf.state.il.us/soi_re
cover.html. Follow the instructions to
recover your password. Please do not
call the ISP as we will not be able to
reset passwords on the CMS
Certificate Authority server.
After successfully logging in, the icon in the system tray will change: This icon
indicates that the user is logged in to their digital ID.
To log out, right click the icon and choose the option “Log Out”, or double click on the
system tray icon again to log out.
Activating E-mail Responses
Once you have enrolled for your Digital Certificate, installed the Entrust Security
Provider software, and can successfully log on to Entrust, you must fax the Illinois State
Police Customer Support Unit, at (815) 740-4401, to be activated. Provide the ORI and
e-mail address on agency letterhead along with a request to activate e-mail responses
for your agency. The change will be made within 24 business hours. You will not
receive any responses in your e-mail until you have been activated in the Criminal
History Record Information system.
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Troubleshooting
Problem: You receive an error message stating “You are not the intended recipient
for this message.” The message will not decrypt. The above error is
generated.
Solution: You may be using the wrong Entrust account to try to decrypt the
message. Only the account that is registered to the e-mail address will be
the account that can open the message. Please make sure you are using
the correct account.
or
Your certificate keys are out of sync. Contact the CMS PKI Help Desk and
ask to have your keys re-synced. Once new keys have been issued,
contact the State Police and ask for your responses to be re-sent to you. If
re-syncing the keys does not solve the problem, the e-mail message may
have been misdirected to you and you will not be able to decrypt it. Please
contact the BOI Customer Support Unit at (815) 740-5160 or via e-mail at
boi_customer_support@isp.state.il.us and place a request for technical
support.
Problem: I am unable to open the zip file.
Solution: Zip files require an extractor, such as WinZip. There are several
extractors on the market, as well as several free versions. WinZip has a
trial version that can be used for opening zip files.
Problem: I am missing port information for my firewall.
Solution: The following ports will have to be modified or opened. ISP will not be
able to assist with this configuration, as firewalls may be different for each
agency.
authority.cmcf.state.il.us
163.191.220.20
port 829
server.cmcf.state.il.us
163.191.220.34
port 389
roaming01.cmcf.state.il.us
163.191.220.37
port 640
Problem: I need assistance with my Digital ID.
Solution: For questions or assistance regarding Digital ID’s, please contact the PKI
Digital Certificate Customer Support at (800) 366-8768. Select Option 1
(IT) Information Technology, and then Option 12 HFS and Digital
Certificate Support. Please respond by saying "This is concerning the
registration process for a digital certificate". PKI Customer Support hours
are Monday thru Sunday, 8:00 am to 5:00 pm.
Problem: My Digital ID has expired.
Solution: For an expired Digital ID password, please go to www.illinois.gov/pki and
select Forgot Password from the menu to have your password reset.
Problem: I need assistance with the Entrust Security Provider Software.
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Solution: For any issues or questions regarding the Entrust Security Provider
software, please contact the State of Illinois Central Management
Services help desk by calling (800) 366-8768, select option 1, and then
option 13. Provide a short description of the problem and your contact
information. A support technician will return your call to assist you.
Problem: I received an error regarding unable to access roaming servers.
Solution: Make sure you installed with an account that has local admin rights on the
PC.
Some anti-virus software programs cause problems during installation of
software. You may wish to temporarily stop your anti-virus application
during the install.
If you have AVG anti-virus software version 9.0, when installing the ESP
9.1 software choose the “Custom” option during the install, then deselect
the option to install the TrueDelete software. AVG software and the
TrueDelete component is incompatible at this time.
Make sure you clicked the setup.exe file to install the ESP 9.1 software.
Verify that you installed the patch software. The easiest way to do this is
by going to “Start” “Programs” “Entrust Entelligence” “Entrust
Certificate Explorer”, click on Help, and then choose “About Entrust
Certificate Explorer”. The window should show “Entrust Entelligence
Security Provider 9.1 for Windows”.
How to Decrypt a File
f 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 open the file.
If the user has a thick client for their email (such as Microsoft Outlook, Mozilla
Thunderbird, Lotus Notes, etc.) and the ESP software is installed the user will double
click on the attachment in their email to open the criminal history response. If the user
is not logged into Entrust, the software will ask for their Name (user ID) and password.
The user also has the option of saving the encrypted file to a location on their PC. This
can be done for all users, but will be mandatory for any user who used a web client for
their email. Once the file is on the local file system the user simply needs to double
click on the response or right click and select “Decrypt and Verify” to start the decrypt
process. This process is the same as for thick client email users. Clicking on the
response will open the response in the default browser if the user is logged into Entrust,
otherwise it will ask for the Name (user ID) and password and then proceed to decrypt
I
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the response. To decrypt multiple response files, select the files, right click, and select
“Decrypt and Verify”.
When the file is opening the user will be prompted with the following message:
“Opening an encrypted or digitally signed file will launch the application associated with
the original file. You should only open files from a trustworthy source. The original file
may contain executables that you may not wish to launch for security reasons.
Do you still want to open (filename)?”
Reply “Yes” to this message. This will open up the response in your default browser.
Another message will immediately be displayed asking the following:
“The application launched to view (filename) has exited.
Do you wish to delete the file? If you are done with the file you can safely delete it since
the original is still protected.”
If you want to delete the unencrypted copy that is currently open select “Yes”. This
action will not delete the original encrypted file and it can be opened again as long as
the user is logged into Entrust. If you wish to save the unencrypted response you can
say “No” and it will be in the same user directory as the encrypted file or you can do a
save as and save the unencrypted file to a specified location on your PC.
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.
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-XI- USING CUSTOMER SUPPORT
ur Customer Support Staff would like to assist you in the most efficient way
possible. Please have the following information available when calling. Make sure
to note the name of the Customer Support staff member when calling.
When leaving a voicemail, please provide a number you can be reached, as well as
the best time of day to contact you.
When calling to check the status of a file, have the Agency Identification Number
(ORI), date or dates in question, the number of names submitted in the file, and at
least one of the names submitted available.
When calling about an error message, please write down the error message prior to
calling. Our Customer Support staff will log this information and the caller will be
provided with the Ticket number assigned to the call.
When calling about a mailed submission, please have the TCN or DCN number, the
subject’s name, and the date the form was mailed to the BOI available.
When calling about a live scan submission, please have the TCN or DCN number,
the subject’s name, name of the requesting agency and their ORI available.
Be sure the e-mail address you have listed with our agency is current.
All calls that require Technical Support assistance are logged and the customer is
provided a Ticket number that is assigned to each call. The customer should use this
number as a reference when calling.
All updates to agency information (e-mail addresses, fax number, or street addresses)
must be submitted on agency letterhead and faxed to (815) 740-4401 or mailed to:
Illinois State Police, Bureau of Identification
Attention: Customer Support Unit
260 North Chicago Street
Joliet, Illinois 60432-4075
The Customer Support staff can be reached at (815) 740-5160, Monday through Friday
from 7:00 AM to 5:00 PM or via e-mail at boi_customer_support@isp.state.il.us
O
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-XII- FREQUENTLY ASKED QUESTIONS
isted below are answers to a number of the most frequently asked questions. These
questions and answers are included in this section for your reference.
Electronic Inquiry and Response Questions
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 e-mailed on weekends and holidays will be processed
the next business day.
Question: Is this program a web-based Internet program?
Answer: No.
Question: What race code should be used for people of Hispanic decent?
Answer: The NCIC code table states that Hispanics should be entered with the
race code most closely representing the subject. When submitting a
request for information on a subject of Hispanic descent, use the “W”
code for white. The FBI created the NCIC code table has established the
specific race code definition. ISP has no authority to modify the table’s
race codes or change their definition.
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.
Response Handling Questions
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.
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Question: If I am submitting my criminal history record information 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 criminal history record information you
received. 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 provide that to the employee.
Question: If I submit an electronic criminal history record information 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.
The subject may also seek to use the Access and Review process.
Question: I submitted a UCIA request for an applicant. The applicant would like a
copy of the response. Can I give it to them?
Answer: Yes, the UCIA law mandates that an employer provide a copy of the
response to the applicant when it is used for employment purposes.
Fiscal and Fee Related Questions
Question: What is the cost of submitting record checks?
Answer: Please refer to the current fee schedule located in Appendix C, Fee
Schedule 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 current rate. Manual submissions must be accompanied by
a check or money order made payable to the Illinois State Police. Please
refer to the current fee schedule located in Appendix C, Fee Schedule for
the fees associated with each form.
Question: How much money do I need to start an escrow account?
Answer: The minimum amount required is $350.00 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.
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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.
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: 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
charge