BEST PRACTICES TOOLKIT & USER MANUAL DATA QUALITY PROJECT

Transcription

1 BEST PRACTICES TOOLKIT & USER MANUAL FOR DATA ENTRY INTO COUNTY CRIMINAL JUSTICE RECORDS SYSTEMS DATA QUALITY PROJECT May 5, 2011 v. 5.0 i

2 TOOLKIT VERSION HISTORY 5.0 5/5/11 Guide format update and incorporation of NIEM 2.1. Religion and address update. Combine technical and user guide into one toolkit containing information for both user types /1/11 Minor religion table update /1/11 Religion table update /01/10 Country code updated in Place of Birth table to reflect 3 digit country code per NIEM 2.0 and JNET standards. Supervision types updated to reflect D statuses. 2.2 Previous ii

3 TABLE OF CONTENTS ALPHABETICAL LISTING OF DATA ELEMENTS... v Introduction... viii PERSON NAME PREFIX... 1 PERSON SURNAME (LAST NAME)... 2 PERSON GIVEN NAME (FIRST NAME)... 2 PERSON MIDDLE NAME... 3 PERSON MAIDEN NAME... 3 PERSON NAME SUFFIX... 4 ALIAS LAST NAME... 5 ALIAS FIRST NAME... 6 ALIAS MIDDLE NAME... 6 PERSON NICKNAME... 7 PERSON BIRTH DATE... 8 PERSON EYE COLOR... 8 PERSON HAIR COLOR... 9 PERSON HEIGHT PERSON WEIGHT PERSON RACE PERSON ETHNICITY PERSON SEX PERSON RELIGION PERSON STATE FINGERPRINT IDENTIFICATION (SID) CHARGE TRACKING IDENTIFICATION (OFFENSE TRACKING NUMBER / OTN) PERSON SSN IDENTIFICATION (SOCIAL SECURITY NUMBER) ALIAS SOCIAL SECURITY NUMBER (SSN) PERSON U.S. CITIZEN INDICATOR ADDRESS TYPE ADDRESS LINE 1 (BUILDING/APARTMENT/UNIT) ADDRESS LINE 2 (STREET) CITY NAME STATE CODE POSTAL CODE (ZIP CODE) POSTAL EXTENSION CODE (ZIP CODE EXTENSION) BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER (PIN) CONVICTION COURT NAME TEXT CONFINEMENT LOCATION NAME CHARGE SEQUENCE ID CHARGE STATUTE TITLE CHARGE STATUTE SECTION CHARGE STATUTE SUBSECTION CHARGE DEGREE CHARGE SEVERITY LEVEL CHARGE GRADE CHARGE APPLICABILITY TEXT (INCOHATE CHARGE) CASE DOCKET ID JUDGE OFFICIAL TYPE SENTENCE DATE PRESENTENCE INVESTIGATION INDICATOR (PSI) SENTENCE EFFECTIVE DATE SENTENCE TERM MINIMUM SENTENCE TERM MAXIMUM CONDITIONAL RELEASE PROJECTED DATE (MINIMUM RELEASE DATE) SENTENCE EXPIRATION DATE (MAXIMUM RELEASE DATE) DETAINER STATUS ARREST APPREHENSION DETENTION ORDER (DETAINER) iii

4 COURT ORDER SUPERVISING AGENCY NAME SUPERVISION TYPE SUPERVISION PERSON STATUS DATE OF ADDITION TO SUPERVISION WEAPON PERSON BIRTH PLACE CODE (PERSON NATIONALITY / COUNTRY OF BIRTH) SPECIAL THANKS AND END NOTES iv

5 ALPHABETICAL LISTING OF DATA ELEMENTS A ADDRESS LINE 1 (BUILDING/APARTMENT/UNIT) ADDRESS LINE 2 (STREET) ADDRESS TYPE ALIAS FIRST NAME ALIAS LAST NAME ALIAS MIDDLE NAME ALIAS SSN ARREST APPREHENSION DETENTION ORDER (DETAINER / WARRANT) B BIRTH DATE BIRTH PLACE (PERSON NATIONALITY / COUNTRY OF BIRTH) BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER (PIN) BUILDING/APARTMENT/UNIT (ADDRESS LINE 1) C CASE DOCKET ID CHARGE APPLICABILITY TEXT (INCOHATE CHARGE) CHARGE DEGREE CHARGE GRADE CHARGE SEQUENCE ID CHARGE SEVERITY LEVEL CHARGE STATUTE SECTION CHARGE STATUTE SUBSECTION CHARGE STATUTE TITLE CHARGE TRACKING IDENTIFICATION (OFFENSE TRACKING NUMBER / OTN) CITY NAME CORRECTIONAL FACILITY (CONFINEMENT LOCATION NAME) CONDITIONAL RELEASE PROJECTED DATE (MINIMUM RELEASE DATE) CONFINEMENT LOCATION NAME (CORRECTIONAL FACILITY) CONVICTION COURT NAME COUNTRY OF BIRTH (BIRTH PLACE / PERSON NATIONALITY) COURT ORDER SUPERVISING AGENCY NAME D DATE OF ADDITION TO SUPERVISION DETAINER / WARRANT (ARREST APPREHENSION DETENTION ORDER). DETAINER STATUS E ETHNICITY v

6 EYE COLOR F FIRST NAME (GIVEN NAME) G GIVEN NAME (FIRST NAME) H HAIR COLOR HEIGHT I INCOHATE CHARGE (CHARGE APPLICABILITY TEXT) JKL JUDGE OFFICIAL TYPE M MAIDEN NAME MAXIMUM RELEASE DATE (SENTENCE EXPIRATION DATE) MIDDLE NAME MINIMUM RELEASE DATE (CONDITIONAL RELEASE PROJECTED DATE) N NATIONALITY (BIRTH PLACE / COUNTRY OF BIRTH) NICKNAME O OFFENSE TRACKING NUMBER (OTN) / CHARGE TRACKING IDENTIFICATION. OTN (CHARGE TRACKING IDENTIFICATION / OFFENSE TRACKING NUMBER) PQ PERSON NATIONALITY (BIRTH PLACE / COUNTRY OF BIRTH) PIN (BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER) POSTAL CODE (ZIP CODE) POSTAL EXTENSION CODE (ZIP CODE EXTENSION) PREFIX PRESENTENCE INVESTIGATION INDICATOR (PSI) R RACE RELIGION S SENTENCE DATE vi

7 SENTENCE EFFECTIVE DATE SENTENCE EXPIRATION DATE (MAXIMUM RELEASE DATE) SENTENCE TERM MAXIMUM SENTENCE TERM MINIMUM SEX SOCIAL SECURITY NUMBER (SSN) STATE CODE STATE FINGERPRINT IDENTIFICATION (SID) STREET (ADDRESS LINE 2) SUFFIX SUPERVISION PERSON STATUS SUPERVISION TYPE SURNAME (LAST NAME) TUV U.S. CITIZEN INDICATOR W WARRANT / DETAINER (ARREST APPREHENSION DETENTION ORDER) WEAPON WEIGHT XYZ ZIP CODE (POSTAL CODE) ZIP CODE EXTENSION (ZIP + 4 / POSTAL EXTENSION CODE) vii

8 Introduction The County Commissioners Association of Pennsylvania (CCAP), in conjunction with the County Chief Adult Probation and Parole Officers Association and the Pennsylvania District Attorneys Institute, received grant funding to improve the quality of information collected within the local criminal justice record keeping system. The grant provides for CCAP to develop a method for Pennsylvania to improve the quality of information collected within the local criminal justice automated records systems. This Best Practices User Manual for Data Entry into County Criminal Justice Records Systems has been developed as part of this grant and is based on the National Information Exchange Model (NIEM) version 2.1. The NIEM is the result of a collaborative effort by the justice and homeland security domains to produce a set of common, consistent and well-defined data elements to be used for data exchange. NIEM was designed to be used as a consistent baseline for exchanging information within and across local, state, federal and tribal agencies. Through consulting with Pennsylvania county and state criminal justice subject matter experts, the data elements listed within this manual were determined to be the critical core set of data elements common across these agencies. This manual is intended to provide the criminal justice practitioner with a reference guide to entering this information in a standard and consistent manner, ultimately improving the quality of information within the local records management system. It is anticipated that counties involved with standardizing the information entered into their local records management systems, following the NIEM guidelines, will benefit through: Increased Reporting Accuracy: The more consistently, accurately and more standardized the data entered within records management system(s), the more meaningful the reports will be for county administrators. Effective management and planning can only be achieved with accurate reports. Improved Electronic Reporting: Counties are increasingly being required to electronically report and to transfer criminal justice information. However, the ability to successfully transfer meaningful and accurate information is hindered by differences in how and what data is entered in the records management systems. Standards-based Information Sharing: Standards-based information sharing can also mean quicker access to and better understanding of data that crosses system, agency and jurisdiction borders. This means that individuals will not have to reenter the same data multiple times, delay critical decisions for lack of data or take action based on inaccurate or incomplete information. Improved Public Safety: Timely access to quality information enables better decision making, which can easily translate into saving lives. Getting the right information to the right people all of the time means that officials will be properly equipped to make informed decisions in planning for, preventing or responding to criminal incidents and day-to-day operations. Improved Government Effectiveness: The ability of government personnel to effectively serve the public and to deliver positive outcomes, hinges on the availability of appropriate and accurate information. Access to such information ensures that decisions are made and assistance provided as quickly as possible. Additional information regarding the Data Quality Grant, a pdf version of this document, and a searchable data repository can be obtained on CCAP s website at the following address: Additional information regarding the National Information Exchange Model (NIEM) can be found at viii

9 PERSON NAME PREFIX Definition (NIEM 2.0): A title or honorific used by a person. Properly addressing the person for forms Field Size: 25 TEXT CODE CAPTAIN CAPT DOCTOR DR GENERAL GENERAL JUDGE JUDGE LIEUTENANT LT MISS MISS MISTER MR MRS MRS MS MS PROFESSOR PROF REVERAND REV STRING No punctuation is to be used The above list is not necessarily a complete list of prefixes. NIEM 2.0, NCIC 1

10 PERSON SURNAME (LAST NAME) Definition (NIEM 2.0): A last name or family name of a person. Searching; Proper Name Structure; Common Identifier Across Agencies Field Size: 100 PSP: Captured during fingerprinting Example: SMITH, MCKEE, OHARE, SMITH-JONES PSP: Outside agency data is used to validate to make sure the data is applied to the correct CCHRI record. STRING 1. Complete names should be used if available; and thus, abbreviations for the name should not be used. 2. Punctuation and Spaces: Hyphens are the only form of punctuation to be included when entering the Surname (last name). That is, apostrophes and other forms of punctuation or special characters should be eliminated. In addition, do not include any spaces in the Surname (last name). NIEM 2.0, NCIC Definition (NIEM 2.0): A first name of a person. PERSON GIVEN NAME (FIRST NAME) Searching; Proper Name Structure; Common Identifier Across Agencies Field Size: 50 PSP: Captured during fingerprinting EXAMPLE: SNOOPY, SANDY-MAE PSP: Outside agency data is used to validate to make sure the data is applied to the correct CCHRI record. STRING 1. Complete names should be used if available; and thus, abbreviations for the 2

11 name should not be used. 2. Punctuation and Spaces: Hyphens are the only form of punctuation to be included when entering the Given Name (First Name). Apostrophes and other forms of punctuation or special characters should be eliminated. In addition, do not include any spaces in the Given Name (First Name). NIEM 2.0, NCIC PERSON MIDDLE NAME Definition (NIEM 2.0): A middle name of a person Searching; Proper Name Structure; Common Identifier Across Agencies Field Size: 50 PSP: Captured during fingerprinting EXAMPLE: SNOOPY, SANDY-MAE, OHARE PSP: Outside agency data is used to validate to make sure the data is applied to the correct CCHRI record. STRING 1. Complete names should be used if available, and abbreviations for the name should not be used. 2. Punctuation and Spaces: Hyphens are the only form of punctuation to be included when entering the Middle Name. That is, apostrophes and other forms of punctuation or special characters should be eliminated. In addition, do not include any spaces in the Middle Name. 3. If there is no Middle Name, place an X in the field to indicate that the question was asked. NIEM 2.0, NCIC PERSON MAIDEN NAME Definition (NIEM 2.0): An original surname of a person before changed by marriage. 3

12 Field Size: 100 Searching; Common Identifier Across Agencies EXAMPLE: SNOOPY, SANDY-MAE, OHARE STRING 1. Complete names should be used if available; and thus, abbreviations for the name should not be used. Hyphens are the only form of punctuation to be included when entering the Maiden Name. That is, apostrophes and other forms of punctuation or special characters should be eliminated. In addition, do not include any spaces in the Maiden Name. 2. Some records management systems do not provide for a Maiden Name field, in this case, the Alias Last Name field should be used to enter the Maiden Name. NIEM 2.0, NCIC PERSON NAME SUFFIX Definition (NIEM 2.0): A term appended after the family name that qualifies the name. Determining Generation; Common Identifier Across Agencies TEXT FIRST SECOND THIRD FOURTH FIFTH JUNIOR SENIOR DOCTOR OF PHILOSPOHY MEDICAL DOCTOR DOCTOR OF LAWS JURIS DOCTOR ESQUIRE CODE I II III IV V JR SR PhD MD LLD JD ESQ 4

13 Field Size: 50 DOCTOR OF OSTEOPATHY STRING No punctuation should be used. DO The above list is not intended to be a complete list of suffixes. NIEM 2.0, NCIC ALIAS LAST NAME Definition (NIEM 2.0): An alternate last name or family name of a person. Field Size: 100 Used for searches; Printed on documents, such as warrants, to help identify an individual if apprehended using an alias. PSP: Captured during fingerprinting 1. Complete names should be used if available; and thus, abbreviations for the name should not be used. 2. Punctuation and Spaces: Hyphens are the only form of punctuation to be included when entering the Alternate Surname (Alias Last Name). That is, apostrophes and other forms of punctuation or special characters should be eliminated. Do not include any spaces in the Alternate Surname (Alias Last Name). EXAMPLES: SMITH, MCKEE, OHARE, SMITH-JONES PSP: Outside agency data used to validate to make sure the data is applied to the correct CCHRI record. STRING ALIAS LAST NAME: PERSON ALTERNATE NAME\PERSON SURNAME NIEM 2.0, NCIC 5

14 ALIAS FIRST NAME Definition (NIEM 2.0): An alternate first name of a person. Field Size: 50 Used for searches; Printed on documents, such as warrants, to help identify an individual if apprehended using an alias. PSP: Captured during fingerprinting 1. Complete names should be used if available; and thus, abbreviations for the name should not be used. 2. Punctuation and Spaces: Hyphens are the only form of punctuation to be included when entering the Alternate First Name (Alias First Name). That is, apostrophes and other forms of punctuation or special characters should be eliminated. Do not include any spaces in the Alternate First name (Alias First Name). EXAMPLE: SNOOPY, SANDY-MAE PSP: Outside agency data used to validate to make sure the data is applied to the correct CCHRI record. STRING ALIAS FIRST NAME: PERSON ALTERNATE NAME\PERSON FIRST NAME NIEM 2.0, NCIC ALIAS MIDDLE NAME Definition (NIEM 2.0): An alternate middle name of a person. Used for searches; Printed on documents such as warrants to help identify an individual if apprehended using an alias. PSP: Captured during fingerprinting 1. Complete names should be used if available; and thus, abbreviations for the name should not be used. 2. Punctuation and Spaces: Hyphens are the only form of punctuation to be 6

15 Field Size: 50 included when entering the Alternate Middle Name (Alias Middle Name). That is, apostrophes and other forms of punctuation or special characters should be eliminated. Do not include any spaces in the Alternate Middle Name (Alias Middle Name). EXAMPLE: SNOOPY, SANDY-MAE, OHARE PSP: Outside agency data used to validate to make sure the data is applied to the correct CCHRI record. STRING ALIAS MIDDLE NAME: PERSON ALTERNATE NAME\PERSON MIDDLE NAME NIEM 2.0, NCIC PERSON NICKNAME Definition (NIEM 2.0): A nickname or street name of a person. Field Size: Complete names should be used if available; and thus, abbreviations for the name should not be used. 2. Punctuation and Spaces: Hyphens are the only form of punctuation to be included. That is, apostrophes and other forms of punctuation or special characters should be eliminated. Do not include any spaces EXAMPLE: SNOOPY, SANDY-MAE, OHARE STRING Some case records management systems provide for entry of a Nickname; but for those that do not, the Nickname should be entered in an Alternate / Alias name field. NIEM 2.0 7

16 PERSON BIRTH DATE Definition (NIEM 2.0): Calendar date on which a person was born Field Size: 10 Searching; Used on warrants and other forms, such as PA Department of Transportation forms; Provides for particular functionality for juveniles; Common Identifier Across Agencies PSP: Captured on the fingerprint. CCYYMMDD EXAMPLE: Driver s License PSP: Outside agency data used to validate to make sure the data is applied to the correct CCHRI record. DATE 1. The Date of Birth is expressed as a Gregorian date (CCYYMMDD) when exchanging data - year (CCYY), month (MM), and day (DD). 2. If the Date of Birth is unknown, leave blank and do not put zeros. The user interfaces of many case records management systems use the format of MMDDYYYY; therefore, the conversion to a Gregorian date would need to occur at the time of electronically exchanging information. NIEM 2.0, NCIC PERSON EYE COLOR Definition (NIEM 2.0): The color of the eyes of a person. Identification; Used on warrants; PSP: Captured during fingerprinting TEXT BLACK BLUE BROWN GREEN CODE BLK BLU BRO GRN 8

17 Field Size: 25 GRAY HAZEL MAROON MULTICOLORED PINK UNKNOWN Observation of the person. STRING NIEM 2.0, NCIC GRY HAZ MAR MUL PNK XXX PERSON HAIR COLOR Definition (NIEM 2.0): A color of the hair of a person. Used for identification PSP: Captured during fingerprinting TEXT BLACK BLOND OR STRAWBERRY BLUE BROWN GREEN GRAY OR PARTIALLY GRAY ORANGE PINK PURPLE RED OR AUBURN SANDY WHITE UNKNOWN OR COMPLETELY BALD Observation of the person. STRING CODE BLK BLN BLU BRO GRN GRY ONG PNK PLE RED SDY WHI XXX 9

18 Field Size: 3 NIEM 2.0, NCIC PERSON HEIGHT Definition (NIEM 2.0): A measurement of the height of a person. Field Size: Used for identification, for example, on warrants. PSP: Captured during fingerprinting FEET, INCHES: 1. Height must be expressed in FEET and INCHES. 2. Fractions of an inch should be rounded off to the nearest inch. Example: TEXT CODE ½ 601 Numeric NIEM 2.0, NCIC PERSON WEIGHT Definition (NIEM 2.0): A measurement of the weight of a person. 10

19 Used for identification, for example, on warrants. Field Size: PSP: Captured during fingerprinting POUNDS: 1. Weight must be expressed in POUNDS, using three digits. 2. Fractions of a pound should be rounded off to the nearest pound. Example: TEXT CODE 94 POUNDS POUNDS ½ POUNDS 211 Numeric NIEM 2.0, NCIC Definition (NIEM 2.0): PERSON RACE A classification of a person based on factors such as geographical locations and genetics. Used for identification, for example on warrants; Common Identifier Across Agencies PSP: Captured during fingerprinting TEXT AMERICAN INDIAN OR ALASKAN NATIVE ASIAN OR PACIFIC ISLANDER BLACK OR AFRICAN AMERICAN UNKNOWN WHITE CODE I A B U W 11

20 Field Size: 35 STRING American Indian or Alaskan Native a person having origins in any of the original peoples of the Americas and maintaining cultural identification through tribal affiliations or community recognition. Asian or Pacific Islander a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent or the Pacific Islands. Black or African American a person having origins in any of the black racial groups of Africa. White - a person having origins in any of the original peoples of Europe, North Africa or Middle East. NIEM 2.0, NCIC PERSON ETHNICITY Definition (NIEM 2.0): A cultural lineage of a person. Field Size: 25 TEXT HISPANIC NON-HISPANIC UNKNOWN STRING NIEM 2.0, NIBRS CODE H N U 12

21 Definition (NIEM 2.0): Field Size: 25 PERSON SEX A gender or sex of a person. Used for identification PSP: Captured during fingerprinting TEXT FEMALE MALE STRING CODE F M While unknown is a gender option compliant with NIEM and NCIC codes, the PA criminal justice practitioners requested this option be removed within Best Practices. The business process reason is that the sex of a person must be defined in agencies to determine housing and gender specific services. NIEM 2.0, NCIC Definition (NIEM 2.0): PERSON RELIGION A religion to which a person subscribes or believes; a categorization of spiritual beliefs. TEXT 7TH DAY ADVENTIST AGNOSTIC AMISH CODE OTHER7DA OTHERAGN OTHERAMI 13

22 Field Size: 25 ATHEIST BAHAI BAPTIST BUDDHIST CATHOLIC-CHRISTIAN CHRISTIAN EPISCOPALIAN HINDU ISLAMIC JAINS JOHOVAH S WITNESS JEWISH LUTHERAN MENNONITE METHODIST MORMON MOSLEM MOSLEM-SHIITE MOSLEM-SUNNI MOSLEM-DRUZE ORTHODOX-CHRISTIAN OTHER PARSI (ZOROASTRIAN) PENTECOSTAL-CHRISTIAN PRESBYTERIAN PROTESTANT-CHRISTIAN SIKH UNKNOWN ZOROASTRIAN STRING NIEM 2.0 OTHERATH BAHAI PROTEBAP BUDDH CATHO CHRIS PROTEEPI HINDU MOSLE JAINS OTHERJVW JEWIS PROTELUT OTHERMEN PROTEMET OTHERMOR MOSLE SHIIT SUNNI DRUZE ORTHO OTHER PARSI PENTE PRESBY PROTE SIKH UNKNOWN ZOROZ 14

23 Definition (NIEM 2.0): Field Size: 8 PERSON STATE FINGERPRINT IDENTIFICATION (SID) A number issued by a state Automated Fingerprint Identification System (AFIS) based on submitted fingerprints. Used as a common and unique identifier to identify a defendant across incidents/cases statewide. PSP: Captured during fingerprinting (User Interface generally includes hyphens) String (When the SID is exchanged electronically, no hyphens or spaces are used to separate the numbers.) *Only Pennsylvania SID s are to be entered into this field. 1. ONLY Pennsylvania SID S are to be entered into this field. 2. SID s from other states should always be entered into a Miscellaneous ID field. 3. The first time someone is fingerprinted they are assigned a SID. This is the main key along with OTN which connects PBPP, AOPC and DOC records management systems. Without an SID, data cannot be applied to CCHRI. NIEM 2.0, NCIC Definition (NIEM 2.0): CHARGE TRACKING IDENTIFICATION (OFFENSE TRACKING NUMBER / OTN) A unique identifying number assigned to an entire set of charges for an arrest. Different numbers may appear in the set if cases have been consolidated. A number assigned to a group of offenses for tracking purposes Used as the basic unit to identify a charge and is a common identifier across agencies. The title, section and subsection combination also limits the proper grades within the AOPC systems and is the route for default 15

24 Field Size: 20 financials. PSP: Captured during fingerprinting Q (User Interface) Q (When exchanging data) PSP: For outside agency data, it is used for validation to insure the data sent is for the correct person before the data is applied to CCHRI. String Q No spaces, no hyphens or other punctuation. Many records management systems will pre-format the OTN, for example Q ; however, when electronically exchanging data, no punctuation marks or spaces area used. 1. An OTN is assigned for every arrest fingerprint taken. This is the main key into CCHRI. Without the OTN, any data that is sent to CCHRI cannot be applied. 2. Due to the interchanging of Charge Tracking Identification and Offense Tracking Number, the OTN is cross referenced in under Charge Tracking Identification and Offense Tracking Number. NIEM 2.0, NCIC Definition (NIEM 2.0): PERSON SSN IDENTIFICATION (SOCIAL SECURITY NUMBER) A unique reference to a living person; assigned by the United States Social Security Administration. A 9-digit numeric identifier which is a common identifier across agencies. This is used for identification, for example, on warrants, Court Summary reports and other information provided to the Court and other agencies. PSP: Captured during fingerprinting (User Interface) (electronically exchanging information) (If no SSN is available, then all "nines" should be entered.) 1. JNET rap sheet 2. Outside agency data used to validate to make sure the data is applied to 16

25 Field Size: 9 the correct CCHRI record. String Many records management systems will pre-format the SSN in the user interface in the standard format of When electronically exchanging information, there should be no spaces or hyphens in the SSN. NIEM 2.0, NCIC Definition (NIEM 2.0): Field Size: 9 ALIAS SOCIAL SECURITY NUMBER (SSN) An alias reference to a living person; not assigned by the United States Social Security Administration to this person. A 9-digit numeric identifier which can be used for identification, for example, on warrants, Court Summary reports and other information provided to the Court and other agencies (User Interface entered with other alias information) (No hyphens when exchanging information electronically) String Many records management systems will pre-format the SSN in the user interface in the standard format of However, when electronically exchanging information, there should be no spaces or hyphens in the SSN (ex ). NIEM 2.0, NCIC PERSON U.S. CITIZEN INDICATOR Definition (NIEM 2.0): True if a person is a citizen of the United States ; false otherwise. 17

26 Field Size: 1 True; False. Yes; No. Checkbox Information collected from a certified birth certificate, or from the Immigration and Naturalization Service (INS). Boolean NIEM 2.0 Definition (NIEM 2.0): Data Element Purpose: Agency Requiring and Using the Data Element in this Format: ADDRESS TYPE Categorization of the type of address To properly address forms and identify information about the defendant for service ADDRESS TYPE Contact Mailing Address Location Address Text Field Size: 25 Users of the JNET ERII PA SAVIN ADDRESS DESCRIPTION A postal address by which a person or organization may be contacted. A geophysical location described by postal information. PSP NCIC 18

27 NIEM 2.0 ADDRESS LINE 1 (BUILDING/APARTMENT/UNIT) Definition (NIEM 2.0): Data Source (s): Field Size: 60 ADDRESS LINE 1: The first line of address text. The building name, apartment name and/or unit name for where the Defendant lives To properly address forms and identify information about the defendant for service String ARREST SUBJECT MAILING ADDRESS ADDRESS DATA ELEMENT DESCRIPTION OF ADDRESS DATA ELEMENT BuildingText A physical structure at an address. DeliveryPointID An identifier of a single place or unit at which mail is delivered. DeliveryPointText A single place or unit at which mail is delivered. SecondaryUnitText A particular unit within a larger unit or grouping at a location. RouteName* A name and number of a postal route. Examples: RR 3 BOX RR 2 BOX 9800 RR 1 BOX 17A 1. This would be the first line of the address. 2. Print rural route addresses as: RR N BOX NN. Do not use the words RURAL, NUMBER, NO., or the pound sign (#). 3. Change the designations RFD and RD (as a meaning for rural or rural free delivery) to RR. Note: RD is no longer acceptable. NIEM 2.0, AOPC, USPS 19

28 ADDRESS LINE 2 (STREET) Definition (NIEM 2.0): A road, thoroughfare or highway. Field Size: 60 ADDRESS LINE 2: The second line of address text. The street name and number where the Defendant lives To properly address forms and identify information about the defendant for service String This would be the second line of the address. NIEM 2.0 Definition (NIEM 2.0): Data Element Purpose: Agency Requiring and Using the Data Element in this Format: CITY NAME A name of a city or town. The name of the city in which the Defendant lives To properly address forms and identify information about the defendant for service ALL CAPS 20

29 Field Size: String NIEM 2.0, AOPC Definition (NIEM 2.0): Data Element Purpose: Agency Requiring and Using the Data Element in this Format: STATE CODE The USPC 2 letter code for state, commonwealth, province, or other such geopolitical subdivision of a country. The USPS code for the name of the state in which the Defendant lives To properly address forms and identify information about the defendant for service US Postal State Code TEXT ARMED FORCES AMERICAS (EXCEPT CANADA) ARMED FORCES AFRICA, CANADA, EUROPE, MIDDLE EAST ALASKA ALABAMA ARMED FORCES PACIFIC ARKANSAS AMERICAN SAMOA ARIZONA CALIFORNIA COLORADO CONNECTICUT DISTRICT OF COLUMBIA DELAWARE FLORIDA FEDERATED STATES OF MICRONESIA GEORGIA GUAM HAWAII IOWA IDAHO ILLINOIS CODE AA AE AK AL AP AR AS AZ CA CO CT DC DE FL FM GA GU HI IA ID IL 21

30 INDIANA KANSAS KENTUCKY LOUISIANA MASSACHUSETTS MARYLAND MAINE MARSHALL ISLANDS MICHIGAN MINNESOTA MISSOURI NORTHERN MARIANA ISLANDS MISSISSIPPI MONTANA NORTH CAROLINA NORTH DAKOTA NEBRASKA NEW HAMPSHIRE NEW JERSEY NEW MEXICO NEVADA NEW YORK OHIO OKLAHOMA OREGON PENNSYLVANIA PUERTO RICO PALAU RHODE ISLAND SOUTH CAROLINA SOUTH DAKOTA TENNESSEE TEXAS UTAH VIRGINIA VIRGIN ISLANDS VERMONT WASHINGTON WISCONSIN WEST VIRGINIA WYOMING IN KS KY LA MA MD ME MH MI MN MO MP MS MT NC ND NE NH NJ NM NV NY OH OK OR PA PR PW RI SC SD TN TX UT VA VI VT WA WI WV WY Field Size: 2 String 22

31 NIEM 2.0 Definition (NIEM 2.0): Data Element Purpose: Agency Requiring and Using the Data Element in this Format: Field Size: 5 POSTAL CODE (ZIP CODE) An identifier of a post office-assigned zone for an address. To properly address forms and identify information about the defendant for service String NIEM 2.0 Definition (NIEM 2.0): Data Element Purpose: Agency Requiring and Using the Data Element in this POSTAL EXTENSION CODE (ZIP CODE EXTENSION) An identifier of a smaller area within a post office-assigned zone for an address. To properly address forms and identify information about the defendant for service 23

32 Format: Field Size: 4 String 2222 NIEM 2.0 Definition (NIEM 2.0): Data Element Purpose: Agency Requiring and Using the Data Element in this Format: Field Size: 20 BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER (PIN) A number assigned by a booking system to identify a unique booking event within a specific jail. PIN Per Incarceration Period booking number String NIEM 2.0 CONVICTION COURT NAME TEXT 24

33 Definition (NIEM 2.0): Data Element Purpose: Agency Requiring and Using the Data Element in this Format: A county court in which a conviction was issued. County Name for the lineage court case. Identify the county in which the conviction took place. Used for the purposes of jurisdiction and financial distribution. AOPC PENNSYLVANIA COUNTY IDENTIFICATION NUMBERS AND JUDICIAL DISTRICTS COUNTY NO. COUNTY JUDICIAL DISTRICT 1 ADAMS 51 2 ALLEGHENY 5 3 ARMSTRONG 33 4 BEAVER 36 5 BEDFORD 57 6 BERKS 23 7 BLAIR 24 8 BRADFORD 42 9 BUCKS 7 10 BUTLER CAMBRIA CAMERON CAMERON-ELK CARBON CENTRE CHESTER CLARION CLEARFIELD CLINTON COLUMBIA COLUMBIA-MONTOUR CRAWFORD CUMBERLAND 9 22 DAUPHIN DELAWARE ELK ERIE 6 26 FAYETTE FOREST FOREST-WARREN FRANKLIN FULTON FULTON-FRANKLIN GREENE HUNTINGDON INDIANA 40 25

34 Field Size: JEFFERSON JUNIATA LACKAWANNA LANCASTER 2 37 LAWRENCE LEBANON LEHIGH LUZERNE LYCOMING MCKEAN MERCER MIFFLIN MONROE MONTGOMERY MONTOUR MONTOUR-COLUMBIA NORTHAMPTON 3 49 NORTHUMBERLAND 8 50 PERRY PHILADELPHIA 1 52 PIKE POTTER SCHUYLKILL SNYDER SNYDER-UNION SOMERSET SULLIVAN SULLIVAN-WYOMING SUSQUEHANNA TIOGA 4 60 UNION VENANGO WARREN WARREN-FOREST WASHINGTON WAYNE WESTMORELAND WYOMING YORK 19 STRING 1. Pennsylvania county criminal justice users commonly enter the county number. 2. When electronically exchanging data, both the county number and judicial district number are used. NIEM, AOPC 26

35 Definition (NIEM 2.0): Data Element Purpose: Agency Requiring and Using the Data Element in this Format: CONFINEMENT LOCATION NAME The name of the confining institution. Used for writs and transportation lists in order to locate a prisoner for transportation to Court. PA COUNTY INSTITUTION / CORRECTIONAL FACILITY ADAMS COUNTY ADULT CORRECTIONAL COMPLEX ALLEGHENY COUNTY JAIL ARMSTRONG COUNTY JAIL BEAVER COUNTY PRISON BEDFORD COUNTY PRISON BERKS COUNTY PRISON BLAIR COUNTY PRISON BRADFORD COUNTY CORRECTIONAL FACILITY BUCKS COUNTY MEN/WOMENS CCC BUCKS COUNTY CORRECTIONAL FACILITY BUTLER COUNTY PRISON CAMBRIA COUNTY PRISON CARBON COUNTY CORRECTIONAL FACILITY CENTRE COUNTY CORRECTIONAL FACILITY CHESTER COUNTY PRISON CLARION COUNTY PRISON CLEARFIELD COUNTY PRISON CLINTON COUNTY CORRECTIONAL FACILITY COLUMBIA COUNTY PRISON CRAWFORD COUNTY CORRECTIONAL FACILITY CUMBERLAND COUNTY PRISON DAUPHIN COUNTY PRISON DELAWARE COUNTY PRISON LOCATION GETTYSBURG PITTSBURGH KITTANING ALIQUIPPA BEDFORD LEESPORT HOLLIDAYSBURG TROY DOYLESTOWN DOYLESTOWN BUTLER EBENSBURG NESQUEHONING BELLEFONTE WEST CHESTER SHIPPENVILLE CLEARFIELD MCELHATTAN BLOOMSBURG SAEGERTOWN CARLISLE HARRISBURG THORTON 27

36 ELK COUNTY PRISON ERIE COUNTY DEPARTMENT OF CORRECTIONS FAYETTE COUNTY PRISON FRANKLIN COUNTY JAIL GREENE COUNTY PRISON HUNTINGDON COUNTY JAIL INDIANA COUNTY JAIL JEFFERSON COUNTY PRISON JUNIATA COUNTY PRISON LACKAWANNA COUNTY PRISON LANCASTER COUNTY PRISON LAWRENCE COUNTY CORRECTIONAL FACILITY LEBANON COUNTY CORRECTIONAL FACILITY LEHIGH COUNTY DEPARTMENT OF CORRECTIONS LUZERNE COUNTY CORRECTIONAL FACILITY LYCOMING COUNTY PRISON MCKEAN COUNTY PRISON MERCER COUNTY JAIL MIFFLIN COUNTY CORRECTIONAL FACILITY MONROE COUNTY CORRECTIONAL FACILITY MONTGOMERY COUNTY CORRECTIONAL FACILITY MONTOUR COUNTY PRISON NORTHAMPTON COUNTY PRISON NORTHUMBERLAND COUNTY PRISON PERRY COUNTY PRISON CURRAN FROM-HOLD CORRECTIONAL FACILITY DETENTION CENTER HOUSE OF CORRECTIONS PHILADELPHIA INDUSTRIAL CORRECTIONAL CENTER ALTERNATIVE/SPECIAL DETENTION RIVERSIDE CORRECTIONAL FACILITY PIKE COUNTY CORRECTIONAL FACILITY POTTER COUNTY PRISON SCHUYLKILL COUNTY PRISON SNYDER COUNTY PRISON SOMERSET COUNTY JAIL SUSQUEHANNA COUNTY RIDGWAY ERIE UNIONTOWN CHAMBERSBURG WAYNESBURG HUNTINGDON INDIANA BROOKVILLE MIFFLINTOWN SCRANTON LANCASTER NEW CASTLE LEBANON ALLENTOWN WILKES-BARRE WILLIAMSPORT SMETHPORT MERCER LEWISTOWN STROUDSBURG NORRISTOWN DANVILLE EASTON SUNBURY NEW BLOOMFIELD PHILADELPHIA PHILADELPHIA PHILADELPHIA PHILADELPHIA PHILADELPHIA PHILADELPHIA LORDS VALLEY COUDERSPORT POTTSVILLE SELINSGROVE SOMERSET MONTROSE 28

37 CORRECTIONAL FACILITY TIOGA COUNTY PRISON UNION COUNTY PRISON VENANGO COUNTY PRISON WARREN COUNTY PRISON WASHINGTON COUNTY CORRECTIONAL FACILITY WAYNE COUNTY PRISON WESTMORELAND COUNTY PRISON WYOMING COUNTY CORRECTIONAL FACILITY YORK COUNTY PRISON WELLSBORO LEWISBURG FRANKLIN WARREN WASHINGTON HONESDALE GREENSBURG TUNKHANNOCK YORK CODE PA STATE INSTITUTION / CORRECTIONAL FACILITY LOCATION ALB ALBION ALBION CAM CAMP HILL CAMP HILL CBS CAMBRIDGE SPRINGS CAMBRIDGE SPRINGS CHS CHESTER CHESTER COA COAL TOWNSHIP COAL TOWNSHIP CRE CRESSON CRESSON DAL DALLAS DALLAS FRA FRACKVILLE FRACKVILLE FRS FOREST MARIENVILLE FYT FAYETTE LABELLE GRA GRATERFORD GRATERFORD GRE GREENSBURG GREENSBURG GRN GREENE WAYNESBURG HOU HOUTZDALE HOUTZDALE HUN HUNTINGDON HUNTINGDON LAU LAUREL HIGHLANDS SOMERSET MAH MAHANOY FRACKVILLE MER MERCER MERCER MUN MUNCY MUNCY PIT PITTSBURGH PITTSBURGH PNG PINE GROVE INDIANA QUE QUEHANNA BOOTCAMP KARTHAUS RET RETREAT HUNLOCK CREEK ROC ROCKVIEW BELLEFONTE SMI SMITHFIELD HUNTINGDON SMR SOMERSET SOMERSET WAM WAYMART WAYMART CODE PA COMMUNITY CORRECTIONAL CENTERS LOCATION 29

38 102 PHILADELPHIA CCC #2 PHILADELPHIA 103 PHILADELPHIA CCC #3 PHILADELPHIA 104 PHILADELPHIA CCC #4 PHILADELPHIA 105 PHILADELPHIA CCC #5 PHILADELPHIA 201 SCRANTON CCC SCRANTON 202 ALLENTOWN CCC ALLENTOWN 203 HARRISBURG CCC HARRISBURG 204 YORK CCC YORK 205 JOHNSTOWN CCC JOHNSTOWN 301 PITTSBURGH CCC #1 PITTSBURGH 302 PITTSBURGH CCC #2 PITTSBURGH 303 PITTSBURGH CCC PITTSBURGH 304 ERIE CCC ERIE 305 SHARON CCC SHARON 319 RIVERSIDE CCC PITTSBURGH String Field Size: 325 NEM, Pennsylvania Department of Corrections This is commonly a free text field. Pennsylvania criminal justice practitioners recommended the field be locked down so the data is entered in a standard way, but the users do not want a long dropdown field. Definition (NIEM 2.0): Field Size: 4 CHARGE SEQUENCE ID A sequentially assigned number for charge tracking purposes Used to uniquely identify a charge under an OTN. The first charge under the arrest might be assigned Charge Sequence ID 1, the second would be 2 and so forth. String 30

39 NIEM 2.0 Definition (NIEM 2.0): Field Size: 10 CHARGE STATUTE TITLE An identifier of a set of laws for a particular jurisdiction. The Purdon s title identifier for a given statute. Used to uniquely identify a charge Comprised of Charge, Charge Section and Charge Subsection String NIEM 2.0 CHARGE STATUTE SECTION Definition (NIEM 2.0): An identifier of a section or category within a code book. The Purdon s numeric section identifier for a given statute. Used to uniquely identify a charge Example:

40 Field Size: String NIEM 2.0 Definition (NIEM 2.0): CHARGE STATUTE SUBSECTION The Purdon s numeric sub-section identifier for a given statute. Used to uniquely identify a charge Field Size: 10 Example: A1 A1* String NIEM 2.0 CHARGE DEGREE Definition (NIEM 2.0): A degree of a charge AOPC: Statute Sub-Section (Example: Title 18 Section 2502 Sub-Section A, B & C are First Degree, Second Degree and Third Degree respectively.) Further identifies a charge 32

41 Using the Data Element Field Size: 5 AOPC TEXT FIRST DEGREE 1 SECOND DEGREE 2 THIRD DEGREE 3 FOURTH DEGREE 4 FIFTH DEGREE 5 SIXTH DEGREE 6 SEVENTH DEGREE 7 EIGHTH DEGREE 8 String NIEM 2.0, AOPC CODE CHARGE SEVERITY LEVEL Definition (NIEM 2.0): A severity level of a charge The grade determines the severity assigned and also, in many cases, determines the level of penalty that the court should consider. AOPC FELONY HOMICIDE MISDEMEANOR SUMMARY String 33

42 Field Size: 15 NIEM 2.0 Definition (NIEM 2.0): CHARGE GRADE Charge Grade is a combination of Charge Degree and Charge Level of Severity, categorizing the severity of an offense, M1 -? Misdemeanor, F1 -? Felony, S, S1 -? Summary Further identifies a charge AOPC TEXT FELONY FELONY 1 ST DEGREE FELONY 2 ND DEGREE FELONY 3 RD DEGREE MISDEMEANOR CODE F F1 F2 F3 M MISDEMEANOR 1 ST DEGREE M1 MISDEMEANOR 2 ND DEGREE M2 MISDEMEANOR 3 RD DEGREE M3 MURDER 1 ST DEGREE MURDER 2 ND DEGREE SUMMARY OFFENSE SUMMARY OFFENSE 1 ST DEGREE SUMMARY OFFENSE 2 ND DEGREE SUMMARY OFFENSE 3 RD DEGREE SUMMARY OFFENSE 4 TH DEGREE SUMMARY OFFENSE 5 TH DEGREE SUMMARY OFFENSE 6 TH DEGREE SUMMARY OFFENSE 7 TH DEGREE H1 H2 S S1 S2 S3 S4 S5 S6 S7 34

43 SUMMARY OFFENSE 8 TH DEGREE S8 Field Size: 5 String AOPC, PSP CHARGE APPLICABILITY TEXT (INCOHATE CHARGE) Definition (NIEM 2.0): Using the Data Element in this Format: A degree of involvement a person is being charged with committing in an offense. (Also referred to as the ACS code or inchoate statute.) Determines the level of participation of the defendant in committing the crime. The inchoate offense qualifies the title, section and subsection. AOPC SOLICITATION CONSPIRACY ATTEMPT Field Size: String NIEM 2.0 CASE DOCKET ID 35

44 Definition (NIEM 2.0): An identifier used to reference a case docket. Field Size: 25 The docket number for the lineage case. This number identifies a matter before the court. AOPC CP-00-CR YYYY String AOPC Definition (NIEM 2.0): JUDGE OFFICIAL TYPE A kind of Judicial Official An authority who can conduct a hearing before the court and issue orders. Identifying the sentencing Judge Field Size: 35 Magisterial District Justice Court of Common Pleas Trial Judge Bail Commissioner Municipal Court Judge String Bail Commissioner and Municipal Court Judge are unique to Philadelphia NIEM 2.0, AOPC 36

45 SENTENCE DATE Definition (NIEM 2.0): The date the judge ordered the sentence. The date the sentence was imposed. Identify the start date of a sentence. AOPC Year, Month, Day Date Field Size: 10 CCYY-MM-DD Sentence Start Date cannot be prior to the Sentence Effective Date. Definition (NIEM 2.0): PRESENTENCE INVESTIGATION INDICATOR (PSI) The sentencing suggestion(s) sent by a probation department to the court handling a criminal case. Identify whether a PSI was completed and who completed it TEXT COUNTY 1 PBPP 2 NOT REQUESTED 3 CODE 37

46 Field Size: String Pennsylvania Board of Probation and Parole Definition (NIEM 2.0): SENTENCE EFFECTIVE DATE The date sentence term calculations begin, with calculations for credit time. Identify the start date of a sentence. AOPC Year, Month, Day Date Field Size: 10 CCYY-MM-DD Definition (NIEM 2.0): SENTENCE TERM MINIMUM A minimum range or duration for a term. The minimum term of the sentence that can be applied based on sentencing guidelines. To set for the penalty ordered by the Judicial Authority. AOPC DAYS, MONTHS, YEARS; HOURS 38

47 Field Size: 15 Duration PnYnMnDTnH, where ny is the number of years, nm is the number of months, nd is the number of days and nh is the number of hours. NIEM 2.0 SENTENCE TERM MAXIMUM Definition (NIEM 2.0): A maximum range or duration for a term. Field Size: 15 The maximum term of the sentence that can be applied based on sentencing guidelines. To set for the penalty ordered by the Judicial Authority. AOPC DAYS, MONTHS, YEARS; HOURS Duration PnYnMnDTnH, where ny is the number of years, nm is the number of months, nd is the number of days and nh is the number of hours. SentenceTerm\TermMaximumDuration NIEM 2.0 CONDITIONAL RELEASE PROJECTED DATE (MINIMUM RELEASE DATE) Definition (NIEM 2.0): An expected date of conditional release. This date may change over time. ConfinementReleaseDate - The date that the subject was / should be released. PSP: DOC sends Admission and Release date for update to CCHRI. 39

48 DAYS, MONTHS, YEARS Date Field Size: 10 CCYY-MM-DD NIEM 2.0 SENTENCE EXPIRATION DATE (MAXIMUM RELEASE DATE) Definition (NIEM 2.0): The date a sentence expires. To set for the penalty ordered by the Judicial Authority. AOPC DAYS, MONTHS, YEARS Date Field Size: 10 CCYY-MM-DD NIEM 2.0 Definition (NIEM 2.0): DETAINER STATUS A status of a detainer lodged against a person. 40

49 Field Size: 6 LIFTED LODGED String Pennsylvania Department of Corrections Definition (NIEM 2.0): ARREST APPREHENSION DETENTION ORDER (DETAINER) An order issued by a judge or the Department of Corrections to arrest a subject for technical violation of probation, parole, supervised release or institution status. Warrant/Detainer: A request filed by a criminal justice agency with the facility in which an inmate is incarcerated, asking the facility either to hold the inmate for the agency or to notify the agency when release is imminent. Detainers are usually based on outstanding criminal charges, outstanding parole or probation violations, or additional sentences already imposed against the inmate. To record a warrant for violation of a condition of probation or parole. Using the Data Element in this Format: DETAINER TYPES FEDERAL UNSENTENCED FEDERAL SENTENCED FEDERAL ICE (IMMIGRATION AND CUSTOMS ENFORCEMENT AGENCY) FEDERAL VIOLATION OF PROBATION FEDERAL VIOLATION OF PAROLE OUT-OF-STATE - UNSENTENCED OUT-OF-STATE SENTENCED 41

50 OUT-OF-STATE VIOLATION OF PROBATION OUT-OF-STATE VIOLATION OF PAROLE COUNTY UNSENTENCED COUNTY SENTENCED COUNTY VIOLATION OF PROBATION COUNTY VIOLATION OF PAROLE COUNTY VIOLATION OF COUNTY INTERMEDIATE PUNISHMENT COUNTY COSTS, FINES AND RESTITUTION COUNTY DOMESTIC RELATIONS LOCAL MAGISTERIAL CONFIDENTIAL NON-HOLDING DETAINER EXECUTION FORMALLY SENTENCED EXECUTION PENDING PENALTY PHASE DETERMINED, NOT YET FORMALLY SENTENCED LIFE COMMUTED LIFE RE-ENTRY DEPARTMENT OF CORRECTIONS SENTENCE PBPP PA BOARD OF PROBATION AND PAROLE WARRANT OTHER Field Size: 55 String Pennsylvania Department of Corrections Definition (NIEM 2.0): Data Element Purpose: Agency Requiring and Using the Data Element in this Format: COURT ORDER SUPERVISING AGENCY NAME Supervising County Name: The county that is supervising the offender Identify the county that is supervising the offender PA COUNTY NUMBERS AND JUDICIAL DISTRICTS 42

51 County Number County Judicial District 1 ADAMS 51 2 ALLEGHENY 5 3 ARMSTRONG 33 4 BEAVER 36 5 BEDFORD 57 6 BERKS 23 7 BLAIR 24 8 BRADFORD 42 9 BUCKS 7 10 BUTLER CAMBRIA CAMERON-ELK CARBON CENTRE CHESTER CLARION CLEARFIELD CLINTON COLUMBIA COLUMBIA- MONTOUR CRAWFORD CUMBERLAND 9 22 DAUPHIN DELAWARE ELK ERIE 6 26 FAYETTE FOREST FOREST-WARREN FRANKLIN FULTON-FRANKLIN GREENE HUNTINGDON INDIANA JEFFERSON JUNIATA LACKAWANNA LANCASTER 2 37 LAWRENCE LEBANON LEHIGH LUZERNE 11 43

52 Field Size: LYCOMING MCKEAN MERCER MIFFLIN MONROE MONTGOMERY 38 MONTOUR- 47 MONTOUR COLUMBIA NORTHAMPTON 3 49 NORTHUMBERLAND 8 String 50 PERRY PHILADELPHIA 1 52 PIKE POTTER SCHUYLKILL SNYDER-UNION SOMERSET SULLIVAN-WYOMING SUSQUEHANNA TIOGA 4 60 UNION VENANGO WARREN WARREN-FOREST WASHINGTON WAYNE WESTMORELAND WYOMING YORK 19 The county agencies use the County Number ; but, electronic data exchange utilizes the County Number and the Judicial District. AOPC SUPERVISION TYPE 44

53 Definition (NIEM 2.0): Data Element Purpose: Agency Requiring and Using the Data Element in this Format: Field Size: 1 A judicial requirement that a person fulfill certain conditions of behavior in lieu of jail time SUPERVISION TYPES TEXT CODE PROBATION 1 ACCELERATED 2 REHABILITATION DISPOSITION PROBATION WITHOUT VERDICT 3 PAROLE 4 INTERMEDIATE PUNISHMENT 5 PENDING 6 JAIL 7 D-PROBATION 8 D- ACCELERATED 9 REHABILITATION DISPOSITION D-PROBATION WITHOUT 10 VERDICT D- PAROLE 11 D- INTERMEDIATE 12 PUNISHMENT D-JAIL 13 String Pennsylvania Board of Probation and Parole Definition (NIEM 2.0): SUPERVISION PERSON STATUS A status of a person under supervision. 45

54 Data Element Purpose: Agency Requiring and Using the Data Element in this Format: Field Size: TEXT ACTIVE 1 ADMINISTRATIVE 2 ABSCONDER 3 CLOSED 4 NON-REPORTING 5 UNKNOWN 6 CODE NIEM 2.0, Pennsylvania Board of Probation and Parole DATE OF ADDITION TO SUPERVISION Definition (NIEM 2.0): Data Element Purpose: Using the Data Element in this Format: A date a status was set, effected, or reported. Date of addition to supervision; Supervision start date Effective date of probation as recorded from the sentencing order. AOPC, PBPP CCYY/MM/DD Date Field Size: 10 46

55 CCYY-MM-DD 1. Gregorian date (CCYY-MM-DD): Year (CCYY), Month (MM), and Day (DD). 2. The user interfaces of many case records management systems use the format of MMDDYYYY; therefore, conversion to CCYY-MM-DD would occur when electronically exchanging information. SUPERVISION PERSON STATUS/STATUS DATE (DATE OF ADDITION TO SUPERVISION; SUPERVISION START DATE) NIEM 2.0; Pennsylvania Board of Probation and Parole Definition (NIEM 2.0): Data Element Purpose: Agency Requiring and Using the Data Element in this Format: WEAPON A property item used as an instrument of attack or defense. A property item used in an offense. TYPE OF WEAPON CODE ASPHYXIATION (BY DROWNING, STRANGULATION, SUFFOCATION, GAS, ETC.) 85 AUTOMATIC FIREARM (TYPE NOT STATED) 11A AUTOMATIC HANDGUN 12A AUTOMATIC RIFLE 13A AUTOMATIC SHOTGUN 14A BLUNT OBJECT (E.G., CLUB, HAMMER, ETC.) 30 CLUB/BLACKJACK/BRASS KNUCKLES 17 DRUGS/NARCOTICS/SLEEPING PILLS 70 EXPLOSIVES 60 FIRE/INCENDIARY DEVICE 65 FIREARM (TYPE NOT STATED) 11 HANDGUN 12 KNIFE/CUTTING INSTRUMENT (E.G., AX, ICE PICK, SCREWDRIVER, OR SWITCHBLADE) 20 LETHAL CUTTING INSTRUMENT (E.G., SWITCHBLADE KNIFE OR MARTIAL ARTS STARS) 16 MOTOR VEHICLE (WHEN USED AS A WEAPON) 35 OTHER (ANY WEAPON OR FORCE, INCLUDING DEADLY DISEASES, NOT FITTING THE ABOVE SPECIFICALLY CODED WEAPONS/FORCE) 90 47

56 Field Size: OTHER AUTOMATIC FIREARM 15A OTHER FIREARM 15 PERSONAL WEAPONS (I.E., HANDS, FEET, TEETH, ETC.) 40 POISON 50 RIFLE 13 SHOTGUN 14 UNARMED 1 String NIEM 2.0 Definition (NIEM 2.0): different or unique): Data Element Purpose: Agency Requiring and Using the Data Element in this Format: PERSON BIRTH PLACE CODE (PERSON NATIONALITY / COUNTRY OF BIRTH) A country in which a person was born. An NCIC code for place of birth. Used for identification PSP: Captured during fingerprinting 48

57 TEXT ARUBA AFGHANISTAN ANGOLA ANGUILLA ALAND ISLANDS ALBANIA ANDORRA NETHERLANDS ANTILLES UNITED ARAB EMIRATES ARGENTINA ARMENIA AMERICAN SAMOA ANTARCTICA FRENCH SOUTHERN TERRITORIES ANTIGUA AND BARBUDA AUSTRALIA AUSTRIA AZERBAIJAN BURUNDI BELGIUM BENIN BURKINA FASO BANGLADESH BULGARIA BAHRAIN BAHAMAS BOSNIA AND HERZEGOVINA BELARUS BELIZE BERMUDA BOLIVIA BRAZIL BARBADOS BRUNEI DARUSSALAM BHUTAN BOUVET ISLAND BOTSWANA CENTRAL AFRICAN REPUBLIC CANADA COCOS (KEELING) ISLANDS SWITZERLAND CHILE CHINA COTE DIVOIRE CAMEROON CONGO, THE DEMOCRATIC CODE ABW AFG AGO AIA ALA ALB AND ANT ARE ARG ARM ASM ATA ATF ATG AUS AUT AZE BDI BEL BEN BFA BGD BGR BHR BHS BIH BLR BLZ BMU BOL BRA BRB BRN BTN BVT BWA CAF CAN CCK CHE CHL CHN CIV CMR COD 49

58 REPUBLIC OF THE CONGO COOK ISLANDS COLOMBIA COMOROS CAPE VERDE COSTA RICA CUBA CHRISTMAS ISLAND CAYMAN ISLANDS CYPRUS CZECH REPUBLIC GERMANY DJIBOUTI DOMINICA DENMARK DOMINICAN REPUBLIC ALGERIA ECUADOR EGYPT ERITREA WESTERN SAHARA SPAIN ESTONIA ETHIOPIA FINLAND FIJI FALKLAND ISLANDS (MALVINAS) FRANCE FAROE ISLANDS MICRONESIA, FEDERATED STATES OF GABON UNITED KINGDOM GEORGIA GUERNSEY GHANA GIBRALTAR GUINEA GUADELOUPE GAMBIA GUINEA-BISSAU EQUATORIAL GUINEA GREECE GRENADA GREENLAND GUATEMALA FRENCH GUIANA COG COK COL COM CPV CRI CUB CXR CYM CYP CZE DEU DJI DMA DNK DOM DZA ECU EGY ERI ESH ESP EST ETH FIN FJI FLK FRA FRO FSM GAB GBR GEO GGY GHA GIB GIN GLP GMB GNB GNQ GRC GRD GRL GTM GUF 50

59 GUAM GUYANA HONG KONG HEARD ISLAND AND MCDONALD ISLANDS HONDURAS CROATIA HAITI HUNGARY INDONESIA ISLE OF MAN INDIA BRITISH INDIAN OCEAN TERRITORY IRELAND IRAN, ISLAMIC REPUBLIC OF IRAQ ICELAND ISRAEL ITALY JAMAICA JERSEY JORDAN JAPAN KAZAKHSTAN KENYA KYRGYZSTAN CAMBODIA KIRIBATI SAINT KITTS AND NEVIS KOREA, REPUBLIC OF KUWAIT LAO PEOPLES DEMOCRATIC REPUBLIC LEBANON LIBERIA LIBYAN ARAB JAMAHIRIYA SAINT LUCIA LIECHTENSTEIN SRI LANKA LESOTHO LITHUANIA LUXEMBOURG LATVIA MACAO MOROCCO MONACO MOLDOVA, REPUBLIC OF GUM GUY HKG HMD HND HRV HTI HUN IDN IMN IND IOT IRL IRN IRQ ISL ISR ITA JAM JEY JOR JPN KAZ KEN KGZ KHM KIR KNA KOR KWT LAO LBN LBR LBY LCA LIE LKA LSO LTU LUX LVA MAC MAR MCO MDA 51