Chpater 10 Supervised Person

Chapter 10 Supervised Person File
WACIC Manual Chapter #10-1

Revised 10/2010

SECTION 01: INTRODUCTION 4
I. DEFINITIONS 4
A. PURPOSE OF THE SUPERVISED PERSON FILE 4
B. CRITERIA FOR ENTRY 4
C. RETENTION PERIOD FOR SUPERVISED PERSON RECORDS 5
D. VALIDATIONS 5
SECTION 02: INQUIRIES 6
I. DEFINITIONS 6
A. INQUIRIES 6
B. RESPONSES 6
C. NCIC POSITIVE (HIT) RESPONSE 7
D. PROCEDURES FOR VALID HIT VERIFICATION 7
SECTION 03: FIELDS AND EDITS 8
I. DEFINITIONS 8
A. MESSAGE KEYS 8
B. FIELDS AND EDITS 8
SECTION 04: ENTRY 23
I. DEFINITIONS 23
A. ENTRY MASK 23
B. EXAMPLES OF ENTRIES NOT USING THE MASK 24
C. ENTRY ACKNOWLEDGMENTS 24
II. PROCEDURE 25
A. MANDATORY FIELDS 25
SECTION 05: SUPPLEMENTAL DATA ENTRY TRANSACTIONS 26
I. DEFINITIONS 26
A. SUPPLEMENTAL ENTRY 26
II. PROCEDURE 26
A. SYNTAX 26
B. SUPERVISED PERSON SUPPLEMENTAL DATA ENTRY FIELD EDITS 27
C. EXAMPLES OF SUPERVISED PERSON SUPPLEMENTAL DATA ENTRIES 27
D. SUPPLEMENTAL DATA ENTRY ACKNOWLEDGMENTS 27
E. ENTRY GUIDELINES FOR SUPPLEMENTAL DATA 27
F. ALIAS (AKA) FIELD IN A SUPPLEMENTAL DATA ENTRY 28
G. ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL DATA ENTRY 29
H. MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL DATA ENTRY 29
I. MODIFICATION OF SUPPLEMENTAL IDENTIFIERS 30
SECTION 06: STOLEN/FRAUDULENT IDENTIFIER ENTRY TRANSACTIONS 31


Revised 10/2010
I. DEFINITIONS 31
A. STOLEN/FRAUDULENT IDENTIFIER DATA ENTRY TRANSACTIONS 31
II. PROCEDURE 31
A. SYNTAX 31
B. SUPERVISED PERSON SUPPLEMENTAL DATA ENTRY FIELD EDITS 31
C. EXAMPLES OF SUPERVISED PERSON STOLEN/FRAUDULENT IDENTIFIER DATA ENTRIES 32
D. STOLEN/FRAUDULENT IDENTIFIER DATA ENTRY ACKNOWLEDGMENTS 32
E. ENTRY GUIDELINES FOR STOLEN/FRAUDULENT IDENTIFIER DATA 32
F. MODIFICATION OF STOLEN/FRAUDULENT IDENTIFIERS 33
SECTION 07: CORRECTIONS CONDITIONS ENTRY TRANSACTIONS 34
I. DEFINITIONS 34
A. CORRECTIONS CONDITIONS DATA ENTRY TRANSACTIONS 34
II. PROCEDURE 34
A. SYNTAX 34
B. SUPERVISED PERSON CORRECTIONS CONDITIONS ENTRY FIELD EDITS 35
C. EXAMPLES OF CORRECTIONS CONDITIONS ENTRIES 35
D. CORRECTIONS CONDITIONS ENTRY ACKNOWLEDGMENTS 35
SECTION 08: MODIFY TRANSACTIONS 36
I. DEFINITIONS 36
A. MODIFY TRANSACTIONS 36
II. PROCEDURE 36
A. SYNTAX 36
B. SUPERVISED PERSON MODIFY FIELD EDITS 37
C. EXAMPLES OF SUPERVISED PERSON RECORD MODIFICATIONS 37
D. MODIFY ACKNOWLEDGMENTS 37
E. ADDITIONAL GUIDELINES 37
SECTION 09: LOCATE TRANSACTIONS 39
I. DEFINITIONS 39
A. LOCATES 39
SECTION 10: CLEAR TRANSACTIONS 40
I. DEFINITIONS 40
A. CLEARS 40
B. WHEN TO USE A CLEAR 40
II. PROCEDURE 40
A. SYNTAX 40
B. SUPERVISED PERSON CLEAR FIELD EDITS 41
C. EXAMPLES SUPERVISED PERSON RECORD CLEARS 41
D. CLEAR ACKNOWLEDGMENTS 41
E. NCIC ACKNOWLEDGMENT NCIC TIME: 1330 DATE: 030206 TO: ABCPD 41
SECTION 11: CANCEL TRANSACTIONS 42


Revised 10/2010
I. DEFINITIONS 42
A. CANCELS 42
B. WHEN TO USE A CANCELLATION MESSAGE 42
II. PROCEDURE 42
A. SYNTAX OF A CANCEL TRANSACTION 42
B. SUPERVISED PERSON CANCEL FIELD EDITS 43
C. EXAMPLES OF SUPERVISED PERSON RECORD CANCELLATION 43
D. CANCEL ACKNOWLEDGMENTS 43
SECTION 12: SUPPLEMENTAL DATA CANCEL TRANSACTIONS 44
I. DEFINITIONS 44
A. SUPPLEMENTAL DATA CANCELS 44
II. PROCEDURE 44
A. SYNTAX 44
B. SUPERVISED PERSON SUPPLEMENTAL DATA CANCEL FIELD EDITS 45
C. EXAMPLES OF SUPERVISED PERSON RECORD CANCELLATION 45
D. SUPPLEMENTAL DATA CANCEL ACKNOWLEDGMENTS 45
E. SUPPLEMENTAL DATA CANCELLATION GUIDELINES 45
SECTION 13: STOLEN/FRAUDULENT IDENTIFIER DATA CANCELS 47
I. DEFINITIONS 47
A. STOLEN/FRAUDULENT IDENTIFIER DATA CANCELS 47
II. PROCEDURE 47
A. SYNTAX 47
B. SUPERVISED PERSON STOLEN/FRAUDULENT IDENTIFIER CANCEL FIELD EDITS 48
C. EXAMPLES OF SUPERVISED PERSON STOLEN/FRAUDULENT IDENTIFIER CANCELLATION 48
D. STOLEN/FRAUDULENT IDENTIFIER CANCEL ACKNOWLEDGMENTS 48
SECTION 14: CORRECTIONS CONDITIONS CANCELS 49
I. DEFINITIONS 49
A. CORRECTIONS CONDITIONS CANCELS 49
II. PROCEDURE 49
A. SYNTAX 49
B. SUPERVISED PERSON SUPPLEMENTAL CORRECTIONS CONDITIONS CANCEL FIELD 50
C. EXAMPLES OF CORRECTIONS CONDITION CANCELLATION 50
D. SUPPLEMENTAL DATA CANCEL ACKNOWLEDGMENTS 50


Revised 10/2010
CHAPTER 10: WACIC Manual Supervised Persons
SECTION 01: Introduction

Procedure #: 10.01.000

Special Order:

Supersedes: WACIC Manual 2003 Edition

Applies to: ACCESS Users
Effective Date: August 1, 2006

See Also:

CALEA:

I. DEFINITIONS
A. Purpose of the Supervised Person File

1. The Correction Client File has been renamed the Supervised Person File with
the option to send records to NCIC. This file contains records of persons on
probation or other types of supervision. These records advise police officers
a person is under supervision and may also include conditions of release.

2. Local, state, and federal supervision officers may enter records in WACIC and
NCIC for subjects who are put under specific restrictions during their
probation, parole, supervised release sentence, or pre-trial sentencing. The
court shall order as an explicit condition of a sentence of probation or
supervised release "that the defendant not commit another local, state, or
federal crime during the term of supervision".

3. The Washington Crime Information Center (WACIC) system may also notify
the supervising agency that an inquiry has been made on their parolee or
probation client. No action is required of the inquiring agency; however,
contact with the inquiring agency may be made by the supervising agency.

4. It is the responsibility of the users of this file to maintain their records in a
current, up-to-date status. Supervised Person information must be entered,
modified, and cancelled as conditions dictate.
B. Criteria for Entry

1. Any city, county or state criminal justice agency charged with supervising
offenders may enter information on probationers and subjects of supervised
release convicted of felonies or serious misdemeanors and released under its
supervision. Supervised Persons are individuals who are put under specific


Revised 10/2010
restrictions during their probation, parole, supervised releases or pretrial
sentencing and released on their own recognizance.

2. WACIC and NCIC records must be entered promptly to ensure maximum
system effectiveness. A "timely entry" in the Supervised Person File is one
made immediately after (1) the terms and conditions have been determined
by the supervising agency; and (2) the decision has been made as to whether
there is a benefit to law enforcement and the supervising agency.
C. Retention Period for Supervised Person Records

1. Supervised Person File records are removed once records meet the date in
the Date of Probation/Parole Expiration (DPE) Field. NONEXP may be
entered in the DPE Field for subjects with non-expiring dates of supervision.

2. Other exceptions to the record retention periods will occur in the event a
serious error is detected in the record.
D. Validations

1. For validation policy and procedures, refer to the Validation Section in the
Introduction of this manual.


Revised 10/2010

SECTION 02: Inquiries


Special Order:



See Also:

CALEA:

I. DEFINITIONS
A. Inquiries

1. Operational inquiries (W, QW, DW, QWH) search the Supervised Person file
and are described in the Wanted Person File.
B. Responses

1. WACIC Positive (Hit) Response

------ RECORD NUMBER 1 OF 1 ----

*** NOT A WARRANT ***
*** DO NOT ARREST ON THIS INFORMATION ***
SUPERVISED PERSON (BASED ON match_ids) (score)

MKE/ECO ORI/WA0340500 SID/WA12345678
NAM/DOE, JOHN J DOB/08/04/1949 POB/NB
SEX/M RAC/W HGT/500 WGT/300
EYE/BRO HAI/BRO FBI/121165A SKN/FAR
SMT/SC R SHLD FPC/PIPOPIPOPIPOPIPOPIPO
MNU/OA-12345 SOC/555332211
OLN/DOEJJ516ND.WA.2009
LIC/123ABC.WA.2007.PC
VIN/119004040.1969.VOLK.BUG.2D.WHI
OOC/1234
SCI/WA001015J INC/ ADAMS CO JAIL
DOA/20051225 DPE/ 20100303 DSS/20060505
SUPERVISION RELEASE DATE/ 20151225
SUPERVISING ORI/ WA001012C OCA/06-12345
SUPERVISING OFFICE NAM/ FRIENDLY, JACK TEL/360-555-1212


Revised 10/2010
EMAIL/FRIENDLYATLRK.CI CONFIRMATION TEL/360-555-2233
ARI/ WA0340500
LOC/LITTLEROCK HALFWAY HOUSE
WAR/1234567
DNA/Y DLO/WSP CRIME LAB SEATTLE 206-555-5555
NCICSUBMIT/Y
CONDITION/1 AH PAY SUPERVISION FEES
DESCRIPTION/MONTHLY PAYMENTS TO CRIME VICTIM FUNC
EFFECTIVE DATE/20060505 EXPIRATION DATE/20070102
MIS/THIS IS THE MIS FIELD FOR THIS RECORD

ENT: 05/21/2006 AT 1206 FROM LRKPD BY/PD LITTLEROCK (LRKPD)
WAC/06C0016123 NIC/C490416753
C. NCIC Positive (Hit) Response

NCIC TIME: 1329 DATE: 030206 TO: LRKPD

WA0340500
WARNING - DO NOT ARREST BASED ON THIS INFORMATION
MKE/PROBATION OR SUPERVISED RELEASE STATUS
ORI/VA013123G NAM/SMITH, JOHN J SEX/M RAC/W POB/TX DOB/19511012
HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456A SKN/DRK
SMT/SC R HD
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/98765432 OLS/MD OLY/2000
OOC/ROBBERY OCA/611112131
VLD/20000521
MIS/SUBJECT ON PAROLE MAY NOT LEAVE THE AREA PROHIBITED TO
MIS/FREQUENT BARS
LIC/ABC123 LIS/VA LIY/1999 LIT/PC
VIN/2F37Z7P051519 VYR/1977
VMA/PONT VMO/LEM VST/2D VCO/WHI
DPE/20101009 SCI/VA123456J LOC/ANY COUNTY VA PAROLE OFFICE
DSS/20050509 SON/FITZPATRICK, JOHN SOT/703 555-3013
ARI/VA1012600 INC/VA STATE PENITENTIARY DOA/19900615
ORI IS ANY CITY PAROLE OFFICE VA 703 555-1234
IMN/I435461801 IMT/M
NIC/C146203706 DTE/19991020 0001 EST
REPEAT - PROBATION OR SUPERVISED RELEASE STATUS RECORD - DO NOT
ARREST
BASED ON THIS INFORMATION - PLEASE CONTACT SUPERVISING AGENCY VIA
NLETS,
TELEPHONE OR EMAIL TO ADVISE OF CONTACT WITH SUPERVISED INDIVIDUAL.
PLEASE BE ADVISED THAT SUPERVISING AGENCY MAY NOT BE
OPERATIONAL 24/7.


Revised 10/2010
D. Procedures for Valid Hit Verification

1. Refer to Chapter 1, section 6 for explanation.


Revised 10/2010
SECTION 03: Fields and Edits


Special Order:



See Also:

CALEA:

I. DEFINITIONS
A. Message Keys

Entry Modify
Clear
Cancel
Supervised Person ECO MCO CCO XCO
Corrections Condition ECOC MCOC

XCOC
Supplemental Data EN

XN
Stolen/Fraudulent ID ENS

XNS
B. Fields and Edits

1. Shown below in the order in which they appear in an entry transaction are the
Supervised Person File message fields and their respective MFC, field
lengths, entry requirements (required, optional, conditional), and basic edits.

Field Name MFC Length Required? Edits
Header Y A, N, S
Message Key MKE 4 Y A
Originating Agency Identifier ORI 9 Y A, N
State Identification Number SID 10 N A, N
Name NAM 30 Y A, S
Sex SEX 1 N * A
Race RAC 1 N * A
Place of Birth POB 2 N A
Date of Birth DOB 8 C N
Height HGT 3 N * N
Weight WGT 3 N * N
Eye Color EYE 3 N A
Hair Color HAI 3 N * A
FBI Number FBI 9 C A, N
Skin Tone SKN 3 N A
Scars-Marks-Tattoos SMT 10 N A
Fingerprint Class FPC 20 N A, N


Revised 10/2010
Miscellaneous Number MNU 15 C A, N, S
Social Security Number SOC 9 C N
Operators License Nbr OLN 20 C A, N
Operators License State OLS 2 C A
Operators License Year OLY 4 C N (or NX)
License Plate LIC 10 C A, N
License Plate State LIS 2 C A
License Plate Year LIY 4 C N (or NX)
License Plate Type LIT 2 C A
Vehicle ID Number VIN 20 C A, N
Vehicle Year VYR 4 C N
Vehicle Make VMA 24 C A
Vehicle Model VMO 3 C A, N
Vehicle Style VST 2 C A, N
Vehicle Color VCO 7 C A, S
Original Offense Code OOC 4 N N
Cautions & Medical
Conditions
CMC 2 N N
Sentencing Court Identifier SCI 9 N A, N
Place of Incarceration INC 50 N A, N, S
Date of Arrest DOA 8 N N
Date of Probation Expiration DPE 8 N * N
Date of Start of Sentence DSS 8 N * N
Supervising ORI SUPORI 9 N A, N
Originating Agency Case
Number
OCA 20 Y A, N, S
Supervising Officer Name SUPNAM 30 N * A, N, S
Supervising Officer
Telephone
SUPTEL 12 N * A, N, S
Confirmation Telephone CONTEL 12 Y A, N, S
Terminal Mnemonic TMNE 5 N A, N
Date of Expiration DOE 8 Y N
Arresting Agency Identifier ARI 9 N A, N
Release Location LOC 50 N A, N, S
Warrant Number WAR 15 N A, N
ORI of Court Issuing Warrant CRI 9 N A, N
Stolen/Fraudulent Name S/F NAM 30 N A, N, S
Stolen/Fraudulent DOB S/F DOB 8 N N
Stolen/Fraudulent SOC S/F SOC 9 N N
Stolen/Fraudulent MNU S/F MNU 15 N A, N, S
Stolen/Fraudulent OLN S/F OLN 20 N A, N
Stolen/Fraudulent OLS S/F OLS 2 N A
Stolen/Fraudulent OLY S/F OLY 4 N N (or NX)
DNA Profile Indicator DNA 1 N A
DNA Location DLO 250 N A, N, S
Notify Flag <notify>FLAG 1 Y A
Miscellaneous MIS 500 N A, N, S
Condition Number CNDNO 4 N N
Condition Code CND 5 N A, N
Condition Literal CNDLiteral 250 N A, N, S
Condition Literal Short
CNDLiteralSh
ort
100 N A, N, S


Revised 10/2010
Effective Date
<condition>D
ATE
8 N N
Condition Date of Expiration
<condition>D
OE
8 N N
Arrest Notify Flag ARRFLAG 1 Y A
NCIC Submit 1 N A
Citizenship CTZ 2 N A
E-Mail Address EML 80 N A, N, S

Required?: Y Yes Data Type: A Alphabetic
N No N Numeric
C Conditional S Special Characters
* - Required for NCIC

IF NCIC SUBMIT IS Y IT MUST HAVE ONE: DOB, FBI, MNU, SOC,
OLN-OLS-OLY, LIC-LIS-LIY-LIT, VIN-VYR-VMA-VST

2. MKE (Message Key)

a. The MKE field must contain a valid message key.

3. ORI (Originating Agency Identifier)

a. The ORI field must be a valid NCIC-assigned ORI. The first two
characters must be alphabetic. The ORI field must contain the valid NCIC
ORI of the agency holding the theft report or the valid NCIC ORI of an
agency authorized to act as holder of the record for such entry.

4. SID (State Identification Number)

a. If the SID starts with "WA", then:

(1) It shall have a length of 10 and
(2) It shall have a valid check digit.

Otherwise,

(3) The first two characters shall be a valid State Code and it shall have a
length 3-10 inclusive.

5. NAM (Name)

a. The NAM field contains a minimum of five and maximum of 30 characters,
including alphabetics, one comma, hyphen(s), and spaces; a comma must
follow the last name; no more than one space after comma.


Revised 10/2010
No more than one hyphen can be entered in the last name. The Personal
Descriptors of the NCIC Code Manual provides coding instructions.

6. SEX (Sex)

a. The SEX field must be a valid code as listed in the Personal Descriptors
of the NCIC Code Manual.

7. RAC (Race)

a. The RAC field must be a valid code as listed in the Personal Descriptors
of the NCIC Code Manual.

8. POB (Place of Birth)

a. The POB field must be two-character alphabetic code from the State and
Country Data Codes of the NCIC Code Manual.

9. DOB (Date of Birth)

a. The DOB field must be eight numbers representing year, month, and day
in that order (YYYYMMDD). Days cannot be more than the maximum for
the month. Unless the year is a leap year, the date February 29 (----0229)
will not be allowed.

10. HGT (Height)

a. The HGT field must be three numeric characters. The first character must
be 4, 5, 6, or 7. The second character must be zero or one. When the
second character is one, the third character must be zero or one. It may
be a minimum of 400 but not more than 711.

11. WGT (Weight)

a. The WGT field must be three numeric characters. It must contain a
minimum of 50 (050) pounds and maximum of 499 pounds.

12. EYE (Eye Color)

a. The EYE field must be three-character alphabetic code from the Personal
Descriptors of the NCIC Code Manual.

13. HAI (Hair Color)

a. The HAI field must be a three-character alphabetic code from the
Personal Descriptors of the NCIC Code Manual.


Revised 10/2010
14. FBI (FBI Number)

a. The FBI field may be one to nine characters. It may be up to seven
numerics, or one to six numerics followed by an alphabetic character A
through H; or one to six numerics followed by an alphabetic character J
through Z followed by one or two check digits; or one to six numerics
followed by two alphabetic characters followed by one check digit. If the
number contains one alphabetic character (J-Z), the check digit will be 1 to
11. If the number contains two alphabetic characters, the first alphabetic
cannot be B, G, I, 0, Q, S, U, Y, or Z. The second alphabetic must be A,
B, or C, and the check digit will be 0 to 9. The alphabetic characters I and
0 are always invalid.

15. SKN (Skin Tone)

a. The SKN field must be a three-character alphabetic code from the

16. SMT (Scars-Marks-Tattoos)

a. The SMT field must be a valid code from the Personal Descriptors of the
NCIC Code Manual.

17. FPC (Fingerprint Class)

a. The FPC field must be 20 alphabetic and/or numeric classification
characters which must be valid codes from the Personal Descriptors of
the NCIC Code Manual. If the first character of any finger is numeric, the
second character must also be numeric. Codes 00 and 50 may not be
used.

18. MNU (Miscellaneous Number)

a. The first two characters of the MNU field must be a valid NCIC-assigned
code as listed in Personal Descriptors, NCIC Code Manual. The third
character must be a hyphen.

b. Entry of one zero only or a run of zeros only is prohibited in positions 4
through 15. An originating agency police or identification number in the
MNU cannot be the only numeric identifier in the record. If the MNU
exceeds 15 characters, the first 15 characters should be entered in the
MNU field. The full MNU should be entered in the MIS Field.


Revised 10/2010
19. SOC (Social Security Number)

a. The SOC field must be nine numeric characters not less than 001010001.
The SOC cannot have a value of 8 or 9 in the first position or have a value
of 00 in the fourth and fifth positions.

b. Entries of invalid and/or non-issued numbers are allowed. With each entry
of this type, a caveat will be generated by NCIC stating that the SOC has
not been assigned and that the agency should check for a possible data
entry error.

20. OLN (Operators License Number)

a. The OLN field must not be more than 20 alpha-numeric characters. One
zero only or run of zeros only may not be used.

21. OLS (Operators License State)

a. The OLS field must be a two-character alphabetic code from the State
and Country Data Codes of the NCIC Code Manual. The OLS is
required if an OLN is entered.

22. OLY (Operators License Year)

a. The OLY field must be four numeric characters representing the expiration
year or the alphabetics NX to represent a non-expiring license.

23. LIC (License Plate)

a. The LIC field contains a maximum of ten alpha-numeric characters. It
must not be characters UNK, UNKN, or UNKNOWN. If the VMA is AERO,
the LIS is US, and the LIT is PP or NP, the first character in the LIC must
be the alphabetic N.

b. If the license plate number exceeds ten characters, the ten right most
characters are entered in the LIC field.

24. LIS (License Plate State)

a. The LIS field must be a two-character alphabetic code from the State and
Country Data Codes of the NCIC Code Manual.


Revised 10/2010
25. LIY (License Plate Year)

a. The LIY field must be four numeric characters representing a valid year or
the alphabetics NX to represent a non-expiring registration.

26. LIT (License Plate Type)

a. The LIT field must be a valid code from the Vehicle Data Codes of the
NCIC Code Manual.

27. VIN (Vehicle Identification Number)

a. A single zero only, run of zeros only, single alphabetic character only, or
all alphabetic characters only, indicating the vehicle identification number
is unknown, cannot be used.

b. If a state-assigned or non-conforming 17-character VIN, SVIN must be
entered in the first four characters of the MIS field. If the VIN exceeds 20
characters, only the last 20 characters should be entered in the VIN field.
The full VIN must then be shown in the MIS field. (Additional edits on the
VIN are provided in the Vehicle File section of this manual.)

28. VYR (Vehicle Year)

a. The VYR field must be four numeric characters representing the
production (model) year during which the vehicle was manufactured. The
year cannot be more than one year beyond the current model year. For
entries of model year 1981 or later and when the VIN is 17 characters, the
tenth position (vehicle year) of a VIN must be compatible with the VYR.

29. VMA (Vehicle Make)

a. The VMA Field can be up to 24 characters. The first four characters must
be alphabetic and a valid NCIC 2000-assigned code as listed in the
Vehicle Data Codes of the NCIC Code Manual. If the VMA code is less
than four characters and data are included in positions 5 through 24,
positions 3 and/or 4 should be blanks.

b. The remaining characters are free text and must contain the name of the
manufacturer when the VMA code is AERO, ATV, COEQ, CYL, FARM,
SNOW, SPEC, TRLR, or TRUK. If the VMO is TL, the codes must not be
ASM, ASMB, ASSE, ASSM, MB, MC, MK, MP, MS, NA, TK, TL, UNK,
UNKN, XX, XXX, XXXX, YY, YYY, YYYY, ZZ, ZZZ, or ZZZZ.


Revised 10/2010
30. VMO (Vehicle Model)

a. VMO edits are provided in the Vehicle File section of this manual.

31. VST (Vehicle Style).

a. If filled, the VST field must be a valid two-character code. (Further edits
on the VST are provided in the Vehicle File section of this manual.)

32. VCO (Vehicle Color)

a. The VCO field must be a valid color code from the Vehicle Data Codes of
the NCIC Code Manual. If it is seven characters long, the fourth must be
a slash (/).

33. OOC (Original Offense Code)

a. The OOC field must be a four-character numeric code from the Uniform
Offense Codes of the NCIC Code Manual.

34. CMC (Cautions and Medical Conditions)

a. The CMC field must be a valid NCIC-assigned code as listed in the

35. SCI (Sentencing Court Identifier)

a. The SCI field must be a valid NCIC-assigned ORI.

36. INC (Place of Incarceration)

a. The INC field contains a maximum of 50 free text characters.

37. DOA (Date of Arrest)

a. The DOA field must be a valid Gregorian date (YYYYMMDD).

38. DPE (Date of Probation Expiration)

a. The DPE field must be a valid Gregorian date (YYYYMMDD) or
NONEXP. The DPE cannot be less than the current date.

39. DSS (Date of Start of Supervision)

a. The DSS field must be a valid Gregorian date (YYYYMMDD).


Revised 10/2010
40. SUPORI (Supervising ORI)

a. The SUPORI field contains the NCIC-assigned identifier of the supervising
agency.

41. OCA (Originating Agency Case Number)

a. The OCA field contains a maximum of twenty alphabetic and/or numeric
characters. It must not contain a single zero only, a run of zeros only, the
word NONE, or the first seven characters of the ORI field.

42. SUPNAM (Supervising Officer Name)

a. The SUPNAM field contains a minimum of five and maximum of 30
characters including letters, one comma, hyphen(s), and spaces; a
comma must follow last name; no more than one space after the comma.
Further coding instructions are provided in the Personal Descriptors, of
the NCIC Code Manual.

43. SUPTEL (Supervising Officer Telephone)

a. The SUPTEL field contains a maximum of 12 characters that include the
area code, phone number, and extension.

44. CONTEL (Confirmation Telephone)

a. The CONTEL field contains a maximum of 12 characters that include the
area code, phone number, and extension.

45. TMNE (Terminal Mnemonic)

a. The TMNE field contains a maximum of 5 alphanumeric characters. It is
the terminal address for a supervising officer.

46. DOE (Date of Expiration)

a. The DOE field must be a valid Gregorian date (YYYYMMDD) and cannot
be greater than the current date.

47. ARI (Arresting Agency Identifier)

a. The ARI field contains 9 alphanumeric characters. It must be a valid
NCIC-assigned ORI.


Revised 10/2010
48. LOC (Release Location)

a. The LOC field contains a maximum of 50 free text characters.

49. WAR (Warrant Number)

a. The WAR field contains a maximum of 15 alphanumeric characters. It
cannot contain any special characters such as a dash, slash, or comma.

50. CRI (ORI of Court Issuing Warrant)

a. The CRI field contains 9 alphanumeric characters. It must be a valid
NCIC-assigned ORI.

51. S/F NAM (Stolen/Fraudulent Name)

a. The S/F NAM field contains a maximum of 30 alpha or numeric characters
in the same format as the NAM field in persons entries: Last name,
comma, space, first name, space, middle name/initial.

52. S/F DOB (Stolen/Fraudulent Date of Birth)

a. The S/F DOB field contains eight numbers representing year, month, and
day in that order (YYYYMMDD). Days cannot be more than the maximum
for the month. It must be a valid date.

53. S/F SOC (Stolen/Fraudulent Social Security Number)

a. Shall not be blank.
b. Shall not be all zeros.
c. Length shall be 9.
d. 4th and 5th positions shall not be "00".
e. Shall be greater than 001010001.
f. Shall be all numeric.
g. 1st position shall not be 8 or 9.

54. S/F MNU (Stolen/Fraudulent Miscellaneous Number)

a. The S/F MNU field contains a minimum of 4 and maximum of 15
characters. The first two characters designate the type of MNU and shall
be a valid code from the NCIC Code Manual. The 3rd character shall be a
dash. At least one character shall follow the dash. The characters after
the dash shall be alphanumeric. The characters after the dash shall not
be all zeros.


Revised 10/2010
55. S/F OLN (Stolen/Fraudulent Operators License Number)

a. The S/F OLN field contains a maximum of 20 alphanumeric characters. If
the OLS is WA, then the length shall be 8 or more.

56. S/F OLS (Stolen/Fraudulent Operators License State)

a. The S/F OLS field must be a valid 2-character State or Country Code
contained in the NCIC Code Manual. This field is required if the OLN is
filled.

57. S/F OLY (Stolen/Fraudulent Operators License Year of Expiration)

a. The S/F OLY field must be 4 numeric characters to represent the year of
expiration or NX to indicate a non-expiring license. This field is required if
the OLN is filled.

58. DNA (DNA Profile Indicator)

a. The DNA field must be either a Y or N. N is the default value. If Y is
entered then the DLO Field is required.

59. DLO (DNA Location)

a. The DLO field contains 250 free text characters explaining the location of
the DNA sample and contact information. If the DNA field is N or
defaulted to N, then the DLO field must be blank.

60. <notify>FLAG (Notify Flag)

a. The <notify>Flag field contains one character which must be Y or N.

61. MIS (Miscellaneous)

a. The MIS field contains a maximum of 500 free text characters.
Permissible values: space, &, comma, hyphen, /, #, $, A-Z, 0-9.

62. CNDNO (Condition Number)

a. The CNDNO field contains a maximum of 4 characters.


Revised 10/2010
63. CND (Condition Code)

a. The CND field contains a maximum of 5 characters. It must be one of the
following:

CND Literal
----- -------------------------
A1 OTHER
A2 OTHER
AA MAINTAIN ED/VOC
AB MAINTAIN EMPLOYMENT
AC JOB SEARCH PROGRAM
AD SEX OFFENDER/LIVING
AE NON-SEX OFFDR/LIVNG
AF COMPLY AFFIRM ACTS
AG PAY LFO FEES
AH PAY SUPERVISION FEES
AI CHANGE OF EMPLOYMNT
AJ PRESCRIBED MEDS
AK NOTIFY CCO/ARREST
AL OBEY/COMPLY DOC INST
AN INFORM PREV CONVCT
AQ ABIDE BY ISRB SPECIAL CON
BC VICTIM BUSINESS (CONTINUE)
C1 OTHER
C2 OTHER
C3 CERTAIN EMPLOYMENT
C4 PLETHYSMOGRAPH
C5 WK/PLC FRQ BY MINORS
C6 PRKS/PLYGRD/SCHLYRDS
C7 MIRROR OFFENSE
C8 CURFEW
C9 NO ALCOHOL TO EXCESS
CA ALCOHOL USE
CB CONTROLLED SUB USE
CC DRUG PARAPHENALIA
CD VICTIM CONTACT
CE CHECKING ACCOUNT
CF OPER MOTOR VEHICLE
CG BURGLAR TOOLS
CH BARS/TAVERNS/LOUNGES
CI MINOR CHILD CONTACT
CJ POSSESS PORNOGRAPHY
CK FIREARMS/DEADLY WEAP
CL URINALYSIS
CM POLYGRAPH


Revised 10/2010
CN GEOGRAPHIC BOUNDARY
CO GANG/GROUP CONTACT
CP OTHER POTENTIAL VICT
CQ ALCOHOL POSSESS
CR RESIDE MINOR CHILD
CS DRUG POSSESS
CT ASSOC W/DRUG USERS
CU DRUG LOCATIONS
CV CONSUME ALCOHOL
CW BREATHALYZER
CX CRIME PARTNER
CY VICTIM BUSINESS
CZ CONVICTED FELONS
DA INTERNET/EMAIL
DB M.H. INSTRUCTIONS
DC SEX RELATED LOCATIONS
DH N/C VIC FAM/WITNESS
DI NO GAMBLING
DJ NO CONTRACTS/PRTNRSHPS
DK N/CONTACT "900" PHONE#
DL QUESTIONABLE ASSOC
DM NO ELECTRONIC DEVICES
DN TAKE ANTABUSE
DO GANG PARAPHERNALIA
DQ NO USE GANG NAMES
DS N/MV OPER W/O LIC/IN
DV N/POSS ACESS DEVISE
DW N/FALSE IDENTIFICATN
GB GEOGRAPHIC BOUNDARY (CONTINUED)
O1 OTHER
OA OBEY ALL LAWS
OB HIV TESTING
OC DNA TESTING
OD SEX OFFENDER REGISTR
OE CCO REPORT
OF TRAVEL
S1 SPEC SEX OFFENDER DISPO
SD STAY OUT OF DRUG AREAS
T1 OTHER
T2 OTHER
T3 CHEM DP-INTSVE OUTPT
TA SUB ABUSE EVALUATION
TB SUB ABUSE TREATMENT
TC ATTEND AA/NA MEETING
TD COUNSELNG DIR BY CCO
TE COUNSELING INP/OUTP


Revised 10/2010
TF SEX OFFENDER TREATMT
TG SUB ABUSE TREATMENT
TH DOC PROGRAM
TM ANGER MGMT TREATMENT
TN ANGER MGMT EVAL
TO ALCOHOL EVAL
TP ALCOHOL TREATMENT
TQ SHOPLIFTING CLASS
TR VICTIM AWARENESS CL
TU PARENTING CLASS
TV DOMST VIOL TREATMENT
TX VICTIM AWARE EDU PRG
TZ SEX OFND TREAT PRG
VC VICTIM CONTACT (CONTINUED)

64. CNDLiteral (Condition Literal)

a. The CNDLiteral field contains a maximum of 250 free text characters.

65. CNDLiteralShort (Condition Literal Short)

a. The CNDLiteralShort field contains a maximum of 100 free text
characters.

66. <condition>Date (Effective Date)

a. This field must be eight numbers representing year, month, and day in that
order (YYYYDDMM). Enter the effective date of the supervised period.

b. Days cannot be more than the maximum for the month. Unless the year is
a leap year, the date XXXX0229 will not be allowed.

67. <condition>DOE (Condition Date of Expiration)

a. This field must be eight numbers representing year, month, and day in that
order (YYYYDDMM). Enter the expiration date of the supervised period.

b. Days cannot be more than the maximum for the month. Unless the year is
a leap year, the date XXXX0229 will not be allowed.

68. ARRFLAG (Arrest Notify Flag)

a. The ARRFLAG field must contain one character which shall be Y or N.


Revised 10/2010
69. (NCIC Submit)

a. The NCIC Submit field contains one character which must be Y or N to
indicate if the record is to be forwarded to NCIC. Note that NCIC has
additional required fields.

70. EML (E-Mail Address)

a. The EML field contains a maximum of 80 free text characters. This field
must be entered with double quotes around it.

71. WAC (WACIC Number)

a. A number consisting of the year of entry and the letter C, followed by
seven numbers which are automatically assigned by WACIC to each
accepted entry. For example: 06C1234567.

72. NIC (NCIC Number)

a. The NIC field is a self-checking number consisting of the alphabetic
character C, followed by nine numeric characters, which are automatically
assigned by the NCIC computer to each accepted record. It must have a
valid check digit when used to identify a record in a subsequent
transaction.

73. CTZ (Citizenship)

a. The CTZ field must contain a two-character alphabetic country code from
the State and Country Data Codes of the NCIC Code Manual.


Revised 10/2010
SECTION 04: Entry


Special Order:



See Also:

CALEA:

I. DEFINITIONS
A. Entry Mask

1. ACCESS provides a mask for all WEBMSS terminals. To retrieve the mask,
enter the following transaction:

F;ECO(Send)

MKE/____ ORI/ _________SID/__________ NAM/__________________________
SEX/_ RAC/_ POB/ __ DOB/________ HGT/___ WGT/___ EYE/ ___
HAI/___ FBI/ _________ SKN/ ___ SMT/ __________
FPC/ ____________________ MNU/ _______________ SOC/ _________
OLN/ ____________________ OLS/ __ OLY/ ____
LIC/ __________ LIS/ __ LIY/ ____ LIT/ __ VIN/ ____________________
VYR/ ____ VMA/ ________________________ VMO/ ___ VST/ __ VCO/ _______
OOC/ ____ CMC/ __ SCI/ _________ INC/ ______________________________
___________________ DOA/ ________ DPE/ ________ DSS/ ________
SUPORI/ _________ OCA/ ___________________
SUPNAM/ ______________________________ SUPTEL/ ____________
CONTEL/ __________ TMNE/ _____ (supervision)DOE/ ________ ARI/ ____
LOC/ _______________________________________________
WNO/ _______________ CRI/ _________
S/F NAM/ _____________________________ S/F DOB/ ________
S/F SOC/ _________ S/F MNU/ _______________
S/F OLN/ __________________ S/F OLS/ __ S/F OLY/ ____
DNA/ _ DLO/ _______________________________________________________
(notify)FLAG/ _ MIS/ ______________________________________________
CNDNO/ ____ CND/ _____ CNDLiteral/ _______________________________
CNDLiteralShort/ _______________________ (condition)Date/ ________
(condition)DOE/ ________ ARRFLAG/ _ NCIC Submit/ _
EML/ ______________________________________________________________

_____ REQUIRED FIELD

IF NCIC SUBMIT IS Y OR BLANK SEX, RAC, HGT, WGT, HAI, DPE, DSS,
SUPNAM AND SUPTEL REQUIRED


Revised 10/2010
IF NCIC SUBMIT IS Y SEX, RAC, HGT, WGT, HAI, DPE, DSS, SUPNAM, AND SUP TEL
ARE REQUIRED. IF NCIC SUBMIT IS Y YOU MUST HAVE ONE: DOB, FBI, MNU, SOC,
OLN-OLS-OLY, LIC-LIS, LIY-LIT, VIN-VYR-VMA-VST

. . . ENTER SUPERVISED PERSON FORMAT . . .
B. Examples of Entries Not Using the Mask

1. Supervised Person Entry

W;ECO.WA0340500.WA88888882.CORRECTION, CLIENT
RECORD.M.W.NB.19720308.600.222.HAZ.RED.121165A.MED.TAT R ARM.
PIPOPIPOPIPOPIPOPIPO.OA-9AA87654321.130090864.OLN0008723874.
ID.2006.2AA344452.IO.2006.PC.999VIN478747444.1997.HOND.ACC.4D.W
HI.0199..WAWSP0061.PLACE OF INCARCERATION.20040505.20081212.
20060101.WAWSP0066.OCA-2372W2324.SUPNAM, TEST.222-333-4444.
333-444-5555..20080808.WAWSP0047.WALLA WALLA STATE PEN.
WAR4895433.WAWSP0088.STOLEN, FRAUDULENT NAME.19550807.
112989001.CG-4722Q883JJ2.2384728374JJ.NC.2005.Y.DLO FIELD.Y.
MIS FIELD FOR THIS RECORD.1.AB.CNDLITERAL FIELD.CNDLITERALS
FIELD.20060505.20070102.Y.Y.EML@TEST.COM
C. Entry Acknowledgments

1. A successful entry results in an acknowledgment from WACIC and NCIC sent
to a terminal printer.

2. WACIC Supervised Person Entry Acknowledgment

WWCIC TIME: 1338 DATE: 051005 TO: LRKPD
WA0340500
ENTERED ECO NAM/JONES, BOB
WAC/06C1234567 OCA/06-54321
05/10/06 AT 1336

3. NCIC Supervised Person Entry Acknowledgment

NCIC TIME: 1327DATE: 051006 TO: LRKPD
WA0340500
NAM/SMITH, JOHN J NIC/C146203706
OCA/06-12345


Revised 10/2010
II. PROCEDURE
A. Mandatory Fields

1. WACIC Required Fields

a. The following fields are mandatory to enable a Supervised Person entry to
be accepted by WACIC: MKE, NAM, OCA, <confirmation>TEL,
<notify>FLAG, <arrestnotify>FLAG, NCICSUBMIT FLAG.

2. NCIC Required Fields

a. In addition to the fields required by WACIC, the following fields are
mandatory to enable a Supervised Person entry to be accepted by NCIC:
SEX, RAC, HGT, WGT, HAI, DPE, DSS, SUPNAM, and SUPTEL


Revised 10/2010
SECTION 05: Supplemental Data Entry Transactions


Special Order:



See Also:

CALEA:

I. DEFINITIONS
A. Supplemental Entry

1. The supplemental data entry transaction is used to append additional
identifiers to the Supervised Person record.

2. To enter information into a supplemental record, that field must first be filled
in the base record. That is, if an attempt is made to enter an SOC as a
supplemental data entry, a reject will occur if no SOC exists in the base
record.

3. Supplemental data entry to a record is restricted to the agency that entered
the record.
II. PROCEDURE
A. Syntax

Field Example
Header W;
Message Key EN
Originating Agency Identifier WA0340500
Record Identifier NAM/SMITH, JOHN J
Record Identifier OCA/06-54321
Supplemental Field(s) or Set(s)
DOB/19480804.19500804.
SMT/POCKMARKS.SC L SHLD.
End of Text (Send)

1. The supplemental data entry transaction consists of the message key, ORI,
two record identifiers, and the supplemental fields being added. Permissible


Revised 10/2010
record identifiers are NAM and OCA, NAM and WAC, or NAM and NIC. The
supplemental fields being added must be identified by their appropriate MFC.
B. Supervised Person Supplemental Data Entry Field Edits

Field Edits
MKE
The MKE for all Supervised Person supplemental data
entries is EN.
ORI
Must be a valid ORI and match the ORI in the record being
supplemented.
1
st
Record Identifier
The first of two identifiers to identify the record to be
supplemented. Must be NAM.
2
nd
Record Identifier
The second of two identifiers to identify the record to be
supplemented. Can be OCA, WAC, or NIC.
Supplemental Fields(s) or Set(s)
The field(s) or set(s) to be added. Each must be identified
by its MFC.
C. Examples of Supervised Person Supplemental Data Entries

W;EN.WA0340500.NAM/SMITH, JOHN J.OCA/06-54321.
DOB/19480804.19500804.SMT/SC R SHLD.POCKMARKS(send)
D. Supplemental Data Entry Acknowledgments

1. WACIC Acknowledgement

WACIC TIME: 0735 DATE: 050306 TO: LRKPD
WA0340500
SUPP RECORD NAM/SMITH, JOHN J OCA/06-54321
MODIFIED FIELDS: DOB.SMT

2. NCIC Acknowledgement

WA0340500
SUPP NAM/SMITH, JOHN J OCA/06-54321
E. Entry Guidelines for Supplemental Data

1. The Alias field and all other additional identifying data fields which may be
included in a supplemental record are listed below with their field codes and
the maximum number of aliases and/or additional identifiers that may be
added to a Supervised Person record.


Revised 10/2010
FIELD FIELD CODE
MAX NUMBER
PERMITTED
Alias AKA 99
Date of Birth DOB 9
Scars, Marks, Tattoos, etc. SMT 9
Miscellaneous Identifying Number MNU 9
Social Security Number SOC 9
Operators License Set OLN 9
License Plate Set LIC 9
Vehicle Set VIN 9
Cautions and Medical Conditions CMC 9
Images (set) IID 12

2. After the Supervised Person record has been identified, each field included in
a supplemental record entry, except those entered in sets of data, must be
identified by the appropriate field code followed by a slash and the item(s) of
data. The data elements must be separated by a period and each field must
end with a period. Fields that are not a part of sets of data may be entered in
any order in a supplemental record entry.

3. The IID field in the supplemental record format is a multiple element data
field; that is, this field has more than one data element following the field code
and slash and is entered in sets.

4. Each set of data must be preceded by the appropriate field code followed by
a slash. The data elements within a set of data must be entered in sequence
after the slash, and each data element must be accounted for.

5. The DOB, SMT, MNU, SOC fields in the main record must be filled before any
supplemental entry for that same field will be accepted. For example, any
attempt to enter a Social Security number in a supplemental record will be
rejected as a format error if the main record does not contain a Social
Security number in the SOC.

6. Further guidelines for the coding of personal identifiers are provided in
F. Alias (AKA) Field in a Supplemental Data Entry

1. Field code AKA followed by a slash is used to identify an alias (es).

2. An alias includes any names in which any last, first, or middle name is
different from that in the NAM Field (or those previously entered in the AKA
Field) for the record, i.e. NAM/Smith, Michael Lee and AKA/Smith, Lee
Michael.


Revised 10/2010
3. Aliases must be listed with the last name, comma (space after comma is
optional), first name or initial, space, middle name or initial, if any, space, and
suffix indicating seniority, if any. Aliases and/or variations in name spelling
must be separated by a period without repeating the MFC AKA.

4. Enter nicknames (monikers) in the AKA Field of the record. Further
guidelines for the coding of aliases are provided in Personal Descriptors of
the NCIC Code Manual.

5. It is not necessary to make alias entries for each combination of a compound
or hyphenated surname. Both the WACIC and NCIC systems index each
component of compound or hyphenated surnames so an inquiry on any
component or combination will produce a hit on the name as entered. For
example, a record entered with NAM/SMITH-JONES, JOHN JAY will be
retrieved by an inquiry with NAM/SMITH, JOHN JAY, NAM/JONES, JOHN
JAY, or NAM/SMITHJONES, JOHN JAY. If a possibility exists that the
surname and given name could be reversed, then an alias entry should be
made.
G. Additional Identifiers in a Supplemental Data Entry

1. The MFCs followed by a slash are used to identify additional data to be
included in a supplemental record, i.e. DOB/, SMT/, MNU/, and SOC/.
Multiples can be entered without repeating the MFC and separated only by
periods. For example, an entry might include:

DOB/19500101.19490804.SMT/SC L SHLD.POCKMARKS.
MNU/PI-WA12252333.SOC/123456789

2. When identifying data are entered in a supplemental record, the
corresponding fields in the corresponding base record must be filled.
H. Maximum Number of Additional Identifiers in a Supplemental Data Entry
Message

1. A maximum of nine additional identifiers of various kinds may be entered in
one supplemental record entry message. Additional messages are required if
more identifiers are entered. Each AKA (or variation of name spelling); DOB,
SMTs, MNU, or SOC, etc.; is counted as one identifier. Each set of data
relating to an image is likewise counted as one identifier.


Revised 10/2010
I. Modification of Supplemental Identifiers

1. No one-step procedure is available to modify an alias or other identifier in a
supplemental record. To modify (change) an alias or other identifier in a
supplemental record, the incorrect alias or other identifier must be cancelled
and reentered.

2. A modify message to the base record to delete information in a field will
cause the same data in the supplemental record to move up to the base
record.


Revised 10/2010

CHAPTER 10: WACIC Manual Supervised Person File
SECTION 06: Stolen/Fraudulent Identifier Entry Transactions


Special Order:



See Also:

CALEA:

I. DEFINITIONS
A. Stolen/Fraudulent Identifier Data Entry Transactions

1. The stolen/fraudulent identifier data entry transaction is used to append
additional identifiers to the Supervised Person record.

2. Stolen/Fraudulent identifier data entry to a record is restricted to the agency
that entered the record.
II. PROCEDURE
A. Syntax

Field Example
Header W;
Message Key ENS
NAM/JONES, BOB.
DOB/19480804.19500804.
End of Text (Send)

1. The stolen/fraudulent identifier data entry transaction consists of the message
key, ORI, two record identifiers, and the supplemental fields being added.
Permissible record identifiers are NAM and OCA, NAM and WAC, or NAM
and NIC. The supplemental fields being added must be identified by their
appropriate MFC.


Revised 10/2010
B. Supervised Person Supplemental Data Entry Field Edits

Field Edits
MKE
The MKE for all Supervised Person stolen/fraudulent
identifier data entries is ENS.
ORI
supplemented.
1
st
Record Identifier
supplemented. Must be NAM.
2
nd
Record Identifier
supplemented. Can be OCA, WAC, or NIC.
Supplemental Fields(s) or Set(s)
The field(s) or set(s) to be added. Each must be identified
by its MFC.
C. Examples of Supervised Person Stolen/Fraudulent Identifier Data Entries

W;ENS.WA0340500.NAM/SMITH, JOHN J.OCA/06-54321.
NAM/JONES, BOB.DOB/19480804.19500804.SOC/555223344(send)
D. Stolen/Fraudulent Identifier Data Entry Acknowledgments


WA0340500
S/F SUPP RECORD NAM/DOE, JOHN J OCA/TEST123
MODIFIED FIELDS: AKA, DOB, SOC
05/06/2006 AT 12/13

2. NCIC Acknowledgement

WA0340500
S/F SUPP NAM/SMITH, JOHN J OCA/06-54321
E. Entry Guidelines for Stolen/Fraudulent Identifier Data

1. The general rule for the use of stolen/fraudulent identifier fields is that they
must be used whenever a supervised person is known to be using
identification documents that are stolen/fraudulent. If the person is using a
made-up name or numerical identifier for which it is not known whether
identification documents (Social Security card, operator's license, etc.) exist,
these identifiers should be entered in the appropriate base record or
supplemental identifier fields, such as the DOB.


Revised 10/2010

STOLEN/FRAUDULENT ID FIELD FIELD CODE
MAX NUMBER
PERMITTED
Name NAM 9
Date of Birth DOB 9
Miscellaneous Identifying Number MNU 9
Social Security Number SOC 9
Operators License Set OLN 9

2. After the Supervised Person record has been identified, each field included in
a stolen/fraudulent identifier entry, except those entered in sets of data, must
be identified by the appropriate field code followed by a slash and the item(s)
of data. The data elements must be separated by a period and each field end
with a period. Fields that are not a part of sets of data may be entered in any
order in a supplemental record entry.

3. Each set of data must be preceded by the appropriate field code followed by
a slash. The data elements within a set of data must be entered in sequence
after the slash, and account for each data element.
F. Modification of Stolen/Fraudulent Identifiers

1. No one-step procedure is available to modify an identifier in a
stolen/fraudulent supplemental record. To modify (change) an identifier in a
stolen/fraudulent supplemental record, the incorrect identifier must be
cancelled and reentered.


Revised 10/2010
SECTION 07: Corrections Conditions Entry Transactions


Special Order:



See Also:

CALEA:

I. DEFINITIONS
A. Corrections Conditions Data Entry Transactions

1. The Corrections Conditions data entry transaction is used to append
additional conditions to the Supervised Person record. Corrections
Conditions are part of the WACIC record only and are not forwarded to
NCIC.

2. Corrections Conditions data entry to a record is restricted to the agency that
entered the record.
II. PROCEDURE
A. Syntax

Field Example
Header W;
Message Key ECOC
Record Identifier WAC/06C1234567
Condition Number CNDNO/3911
Condition Code CND/SDA
Condition Literal CNDLITERAL/STAY OUT OF DRUG AREAS
Condition Literal Short
CNDLITERALSHORT/ STAY OUT OF DRUG
AREAS
Effective Date <EFFECTIVE>DATE/050506
Condition Date of Expiration <CONDITION>DOE/050515
End of Text (Send)


Revised 10/2010
1. The Corrections Condition entry transaction consists of the message key,
ORI, two record identifiers, the supplemental corrections conditions number,
corrections condition code, condition literal, condition literal short, effective
date, and date of expiration. Permissible record identifiers are WAC and
OCA, or entering ORI and OCA. The corrections condition fields being added
must be identified by their appropriate MFC. Following the two record
identifiers, the CNDNO and CND fields are required, all others are optional.

2. To remove a supplemental corrections condition, use the corrections
condition cancellation transaction explained in Section 10.
B. Supervised Person Corrections Conditions Entry Field Edits

Field Edits
MKE
The MKE for all Supervised Person corrections conditions
entries is ECOC.
ORI
supplemented.
1
st
Record Identifier
supplemented. May be WAC or entering ORI.
2
nd
Record Identifier
supplemented. Must be OCA.
Corrections Conditions Fields
The fields for the corrections condition being added. Each
must be identified by its MFC.

C. Examples of Corrections Conditions Entries

W;ECOC.WA0340500.WAC/06C1234567.OCA/06-54321.
CNDNO/3911.CND/SDA.(send)
D. Corrections Conditions Entry Acknowledgments


WA0340500
ENTERED ECOC NAM/SMITH, JOHN J
WAC/06C1234567 OCA/06-12345 CND/SDA CND #/ 3911
05/03/2006 AT 12/13


Revised 10/2010

SECTION 08: Modify Transactions


Special Order:



See Also:

CALEA:

I. DEFINITIONS
A. Modify Transactions

1. The modify transaction is used to add, delete, or change information in one or
more fields of an active Supervised Person record.
2. Modification of a record is restricted to the agency that entered the record.
II. PROCEDURE
A. Syntax

Field Example
Header W;
Message Key MCO
Modified Field(s) EYE/BLU.HAI/BLN
End of Text (Send)

1. The modify transaction consists of the message key, ORI, two record
identifiers, and the fields being modified. Permissible record identifiers are
NAM and OCA, NAM and WAC, or NAM and NIC. The fields being modified
must be identified by their appropriate MFC.

2. Any field except the MKE can be modified.

3. To delete information from a field, use the MFC followed by a period, (e.g.,
SMT/.). Data cannot be deleted from a required field.


Revised 10/2010
B. Supervised Person Modify Field Edits

Field Edits
MKE The MKE for all Supervised Person modifies is MCO.
ORI
modified.
1
st
Record Identifier
modified. Must be NAM.
2
nd
Record Identifier
modified. Can be OCA, WAC, or NIC.
Modified Field(s)
The field(s) in the record to be modified. Each must be
identified by its MFC.

C. Examples of Supervised Person Record Modifications

W;MCO.WA0340500.NAM/SMITH, JOHN J.OCA/06-54321.EYE/BLU.
HAI/BLN(send)
D. Modify Acknowledgments

1. WACIC Acknowledgment

WWCIC TIME: 1341 DATE: 051006 TO: LRKPD
WA0340500
MODIFIED EIT NAM/SMITH, JOHN J
WAC/06C0087257 OCA/06-54321
MODIFIED FIELDS: EYE, HAI
05/10/2006 AT 13/41

2. NCIC Acknowledgment

WA0340500
MODIFY NAM/SMITH, JOHN J NIC/J146203706

E. Additional Guidelines

1. To remove all operator license data, a modification message, which includes
OLN/. will remove OLN, OLY and OLS fields.

2. To remove all license information, a modification message, which includes
LIC/. will remove LIC, LIS, LIY, and LIT fields.


Revised 10/2010
3. To remove all vehicle information, a modification message, which includes
VIN/. will remove all vehicle information except license information. To
remove all vehicular information, include LIC/LIC-VCO/. in your modify
message.

4. Required fields can be modified; however, they cannot be deleted by the use
of a modify entry.

5. If a modify deletes information from a field in a base record for which there is
supplemental data entered, the first supplemental data value will roll up into
the base record. For example, if you modify the base record to delete to SMT
field, the first supplemental SMT will roll up to the base record.


Revised 10/2010

SECTION 09: Locate Transactions


Special Order:



See Also:

CALEA:

I. DEFINITIONS
A. Locates

1. There is no locate transaction associated with the Supervised Person File.


Revised 10/2010

SECTION 10: Clear Transactions


Special Order:




See Also:

CALEA:

I. DEFINITIONS
A. Clears

1. When a clear message is sent, the first character of the message key is
changed to "C" and the record is retained in the WACIC system for 14 days
from the date of clear. If the record must be re-entered before the end of this
14-day period, it must first be cancelled before it can be re-entered or the
entry will be rejected as a duplicate record on file. Cleared records are
removed entirely from the NCIC system upon receipt of the clear message.
B. When to Use a Clear

1. A clear message should be transmitted when a subject is no longer under a
status of supervised release, such as when the probation has expired, has
been rescinded, etc.
II. PROCEDURE
A. Syntax

Field Example
Header W;
Message Key CCO
Date of Clear 20060525
End of Text (send)


Revised 10/2010
1. The clear transaction consists of the message key, ORI, two record
identifiers, and the date of clear. Permissible record identifiers are NAM and
OCA, NAM and WAC, or NAM and NIC.
B. Supervised Person Clear Field Edits

Field Edits
MKE The message key for all Supervised Person clears is CCO
ORI
cleared.
1
st
Record Identifier
cleared. Must be NAM.
2
nd
Record Identifier
cleared. Can be OCA, WAC, or NIC.
Date of Cancel
Must be a valid date in the format YYYYMMDD and must
be less then or equal to the current date.
C. Examples Supervised Person Record Clears

W;CCO.WA0340500.NAM/SMITH, JOHN J.OCA/06-54321.20060525(send)
D. Clear Acknowledgments


WWCIC TIME: 0837 DATE 052506 TO: LRKPX
WA0340500
CLEARED ECO NAM/SMITH, JOHN J
WAC/06C0073824 OCA/06-54321
E. NCIC Acknowledgment

NCIC TIME: 1330 DATE: 030206 TO: ABCPD
WA0340500
CLEAR NAM/SMITH, JOHN J NIC/C146203706


Revised 10/2010

SECTION 11: Cancel Transactions


Special Order:



See Also:

CALEA:

I. DEFINITIONS
A. Cancels

1. The cancel transaction deletes a record that is incorrect or invalid from the
Supervised Person File.
B. When to Use a Cancellation Message

1. Cancellation of a record is restricted to the agency that entered the record. A
cancellation message is used when the entering agency determines that the
record is invalid and was entered in error.
II. PROCEDURE
A. Syntax of a Cancel Transaction

Field Example
Header W;
Message Key XCO
Date of Cancel 20060525
End of Text (send)

1. The cancel transaction consists of the message key, ORI, two record
identifiers, and the optional date of cancel. Permissible record identifiers are
NAM and OCA, NAM and WAC, or NAM and NIC.


Revised 10/2010
B. Supervised Person Cancel Field Edits

Field Edits
MKE
The message key for all Supervised Person cancels is
XCO.
ORI
cancelled.
1
st
Record Identifier
cancelled. Must be NAM.
2
nd
Record Identifier
cancelled. Can be OCA, WAC, or NIC.
Date of Cancel
OPTIONAL. If used must be a valid date in the format
YYYYMMDD and must be the current date or the current
date minus one day. If not used the record is cancelled as
of the current date.

C. Examples of Supervised Person Record Cancellation

W;XCO.WA0340500.NAM/SMITH, JOHN J.OCA/06-54321.20060525(send)
D. Cancel Acknowledgments


WA0340500
CANCELED ECO NAM/SMITH, JOHN J
WAC/06C0073824 OCA/06-54321


WA0340500
CANCEL NAM/SMITH, JOHN J NIC/C146203706


Revised 10/2010
SECTION 12: Supplemental Data Cancel Transactions


Special Order:



See Also:

CALEA:

I. DEFINITIONS
A. Supplemental Data Cancels

1. The supplemental data cancellation is used to remove supplemental data
appended to a supervised person base record that is determined to be
inaccurate or invalid. Supplemental data cannot be modified; in order to
change a supplemental identifier, it must be cancelled and re-entered.

2. Canceling supplemental data appended to a supervised person record is
restricted to the agency that entered the record.
II. PROCEDURE
A. Syntax

Field Example
Header W;
Message Key XN
Supplemental Field(s) or Set(s) SMT/SC L SHLD.DOB/19480501.19500408
End of Text (send)

1. The supplemental data cancel transaction consists of the message key, ORI,
two record identifiers, and the supplemental field(s) being cancelled.
Permissible record identifiers are NAM and OCA, NAM and WAC, or NAM
and NIC.


Revised 10/2010
B. Supervised Person Supplemental Data Cancel Field Edits

Field Edits
MKE
The message key for all Supervised Person supplemental
data cancels is XN.
ORI Must be a valid ORI and match the ORI in the record.
1
st
Record Identifier
The first of two identifiers to identify the record. Must be
NAM.
2
nd
Record Identifier
The second of two identifiers to identify the record. Can be
OCA, WAC, or NIC.
THE SUPPLEMENTAL DATA FIELD(S) OR SET(S) TO BE
CANCELLED. EACH MUST BE IDENTIFIED BY ITS MFC
C. Examples of Supervised Person Record Cancellation

W;XN.WA0340500.NAM/SMITH, JOHN J.OCA/06-54321.SMT/SC L SHLD.
DOB/19480804.19500408(send)
D. Supplemental Data Cancel Acknowledgments


WA0340500
CANCELED SUPP NAM/SMITH, JOHN J
SMT/SC L SHLD
DOB/19480804.19500408


WA0340500
CANCEL SUPP NAM/SMITH, JOHN J NIC/C146203706
SMT/SC L SHLD
DOB/19480804 19500408
E. Supplemental Data Cancellation Guidelines

1. A maximum of nine identifiers of various kinds may be cancelled in one
cancel message. Additional messages are required if more than nine
identifiers are to be cancelled. Each AKA (or name spelling variation); DOB;
SMTs, MNU; or SOC, etc.; is counted as one identifier. Each set of image
data (multiple data element fields) is counted as one identifier.


Revised 10/2010
2. Aliases; dates of birth; scars, marks, tattoos, and other characteristics;
miscellaneous numbers; Social Security numbers; and caution and medical
conditions to be cancelled should be set out in the cancel message in the
same manner as in a supplemental record entry. That is, more than one
identifier of the same type may follow the MFC without repetition of the MFC.
However, character for character, each identifier to be cancelled must be set
out exactly as it appears in the supplemental record on file.

3. When a Supervised Person record is cancelled, its entire supplemental record
is automatically cancelled.


Revised 10/2010
SECTION 13: Stolen/Fraudulent Identifier Data Cancels


Special Order:



See Also:

CALEA:

I. DEFINITIONS
A. Stolen/Fraudulent Identifier Data Cancels

1. The stolen/fraudulent identifier data cancellation is used to remove
stolen/fraudulent data appended to a supervised person base record that is
determined to be inaccurate or invalid. Stolen/fraudulent identifiers cannot be
modified; in order to change a stolen/fraudulent identifier, it must be cancelled
and re-entered.

2. Canceling stolen/fraudulent identifiers appended to a supervised person
record is restricted to the agency that entered the record.
II. PROCEDURE
A. Syntax

1. Canceling stolen/fraudulent identifiers appended to a supervised person
record is restricted to the agency that entered the record.

Field Example
Header W;
Message Key XNS
NAM/JONES, BOB.
DOB/19480501.19500408
End of Text (send)

2. The stolen/fraudulent identifier cancel transaction consists of the message
key, ORI, two record identifiers, and the stolen/fraudulent identifier field(s)


Revised 10/2010
being cancelled. Permissible record identifiers are NAM and OCA, NAM and
WAC, or NAM and NIC.
B. Supervised Person Stolen/Fraudulent Identifier Cancel Field Edits

Field Edits
MKE
The message key for all Supervised Person
stolen/fraudulent identifier cancels is XN.
1
st
Record Identifier
The first of two identifiers to identify the record. Must be
NAM.
2
nd
Record Identifier
The second of two identifiers to identify the record. Can be
OCA, WAC, or NIC.
THE STOLEN/FRAUDULENT IDENTIFIER FIELD(S) OR SET(S) TO BE
CANCELLED. EACH MUST BE IDENTIFIED BY ITS MFC

C. Examples of Supervised Person Stolen/Fraudulent Identifier Cancellation

W;XNS.WA0340500.NAM/SMITH, JOHN J.OCA/06-54321.NAM/JONES, BOB.
DOB/19480804.19500408(send)
D. Stolen/Fraudulent Identifier Cancel Acknowledgments


WA0340500
CANCELED SUPP NAM/SMITH, JOHN J
DOB/19480804.19500408


WA0340500
CANCEL S/F SUPP NAM/SMITH, JOHN J NIC/C146203706
S/F DOB/19480804 19500408


Revised 10/2010
SECTION 14: Corrections Conditions Cancels


Special Order:



See Also:

CALEA:

I. DEFINITIONS
A. Corrections Conditions Cancels

1. The corrections conditions cancellation is used to remove corrections
conditions appended to a supervised person base record that are determined
to be inaccurate or invalid. Supplemental corrections conditions cannot be
modified; in order to change a supplemental corrections condition, it must be
cancelled and re-entered. Corrections conditions are a WACIC-only data field
in Supervised Persons record, therefore this transaction is not forwarded to
NCIC.

2. Canceling supplemental corrections conditions appended to a supervised
person record is restricted to the agency that entered the record.
II. PROCEDURE
A. Syntax

Field Example
Header W;
Message Key XCOC
Record Identifier WAC/06C1234567
Supplemental Corrections Conditions CNDNO/2
End of Text (send)

1. The supplemental corrections conditions cancel transaction consists of the
message key, ORI, two record identifiers, and the corrections condition
number being cancelled. Permissible record identifiers are WAC and OCA, or
entering ORI and OCA.


Revised 10/2010
B. Supervised Person Supplemental Corrections Conditions Cancel Field
Edits

Field Edits
MKE
The message key for all Supervised Person supplemental
corrections conditions cancels is XCOC.
1
st
Record Identifier
The first of two identifiers to identify the record. Can be
WAC or entering ORI.
2
nd
Record Identifier
The second of two identifiers to identify the record. Must
be OCA.
Supplemental Corrections
Conditions
THE SUPPLEMENTAL CORRECTIONS CONDITIONS NUMBER TO BE
CANCELLED. MUST BE IDENTIFIED BY ITS MFC
C. Examples of Corrections Condition Cancellation

W;XCOC.WA0340500.WAC/06C1234567.OCA/06-54321.CNDNO/2(send)
D. Supplemental Data Cancel Acknowledgments


WA0340500
CANCELED ECOC NAM/SMITH, JOHN J
WAC/06C1234567 OCA/06-12345 CND #/2

Chpater 10 Supervised Person

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Chpater 10 Supervised Person

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Chapter 10 Supervised Person File

WACIC Manual Chapter #10-1

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