Chapter 18 National Sex Offender Registry

Table of Contents SECTION 01: I. II. III. IV. INTRODUCTION ...............................................................................
PURPOSE AND CRITERIA OF THE NATIONAL SEX OFFENDER REGISTRY (NSOR)
............... 3 RETENTION PERIOD FOR TRIBAL NSOR ENTRIES .......................................................... 3 VALIDATION............................................................................................................. 4 PROCEDURES FOR HANDLING A HIT ........................................................................... 4 MESSAGE KEYS, FIELD CODES, AND EDITS.................................. 5
SECTION 02: I. II.
MESSAGE KEY (MKE) CODES FOR NSOR FILE
.............................................................. 5 MESSAGE FIELD CODES AND EDITS ............................................................................ 5 INQUIRY TRANSACTIONS .............................................................. 10
SECTION 03: I. II. III. IV.
............................................................. 10 GUIDELINES FOR NSOR INQUIRY .............................................................................. 10 REQUIREMENTS FOR NSOR INQUIRY ........................................................................ 12 EXAMPLES OF NSOR QXS INQUIRY RESPONSE ........................................................... 12
MESSAGE FIELD CODES FOR NSOR INQUIRY
SECTION 04: I. II. III. IV. V.
ENTRY TRANSACTIONS .................................................................. 14
MESSAGE FIELD CODES FOR NSOR ENTRY ................................................................ 14 GUIDELINES FOR NSOR ENTRY ................................................................................ 15
.......................................................................... 15 EXAMPLE OF NSOR ENTRY ...................................................................................... 15 EXAMPLE OF NSOR ENTRY ACKNOWLEDGEMENT ....................................................... 15
REQUIREMENTS FOR NSOR ENTRY
SECTION 05: I. II. III. IV. I. II. III. IV.
MODIFY TRANSACTIONS ................................................................ 16
MESSAGE FIELD CODES FOR NSOR MODIFICATION ..................................................... 16 GUIDELINES FOR NSOR MODIFICATION ..................................................................... 16 REQUIREMENTS FOR NSOR MODIFICATION................................................................ 16 EXAMPLE OF NSOR MODIFICATION ACKNOWLEDGEMENT ............................................ 17 MESSAGE FIELD CODES FOR NSOR SUPPLEMENTAL ................................................... 18 GUIDELINES FOR NSOR SUPPLEMENTAL ................................................................... 18
............................................................. 19 EXAMPLE OF NSOR SUPPLEMENTAL ACKNOWLEDGEMENT .......................................... 19

REQUIREMENTS FOR NSOR SUPPLEMENTAL
CLEAR TRANSACTIONS .................................................................. 20
MESSAGE FIELD CODES FOR NSOR CLEAR ................................................................ 20 GUIDELINES FOR NSOR CLEAR ................................................................................ 20 REQUIREMENTS FOR NSOR CLEAR ........................................................................... 21 EXAMPLE OF NSOR CLEAR ACKNOWLEDGEMENT ....................................................... 21
SECTION 09: I.
CANCEL SUPPLEMENTAL TRANSACTIONS ................................. 22 .................................... 22

Chapter 18-1
MESSAGE FIELDS CODES FOR NSOR SUPPLEMENTAL CANCEL

National Sex Offender Registry (NSOR)
ACCESS Operations Manual Revised April 2013
II. III. IV.
GUIDELINES FOR NSOR SUPPLEMENTAL CANCELLATION ............................................. 22 REQUIREMENTS FOR NSOR SUPPLEMENTAL CANCELLATION ....................................... 22 EXAMPLE OF NSOR SUPPLEMENTAL CANCEL ACKNOWLEDGEMENT .............................. 23
CANCEL TRANSACTIONS ............................................................... 24
MESSAGE FIELD CODES FOR NSOR CANCEL .............................................................. 24 GUIDELINES FOR NSOR CANCELLATION .................................................................... 24
.............................................................. 24 EXAMPLE OF NSOR CANCEL ACKNOWLEDGEMENT ..................................................... 25

REQUIREMENTS FOR NSOR CANCELLATION
Chapter 18-2
CHAPTER 18: SECTION 01: Procedure #: Supersedes: Applies To: I. Tribal ACCESS Users 18.01.000
NATIONAL SEX OFFENDER REGISTRY INTRODUCTION Effective Date: See Also: CALEA: May 1, 2012
PURPOSE AND CRITERIA OF THE NATIONAL SEX OFFENDER REGISTRY (NSOR) A. A sex offender or any other person required to register under a jurisdictions sex offender registry program meets the criteria for entry by tribal entities into this file. Individuals required to register under other registration program (e.g. arson and violent felony) do not qualify for entry into NSOR. All county law enforcement Sex Offender Registration (SOR) entries are based on fingerprint submissions received through the mail or transmitted via a livescan device to the Washington State Patrol Criminal History and Identification Section. Upon completion of the process at the state level, a copy of the SOR data is forwarded to the NSOR database electronically. Only tribal agencies and agencies providing services via contract for a tribal agency may enter into NSOR with this mask. NSOR records will remain active until they are cleared or cancelled by the entering agency or until the Ending Registration Date (ERD) is reached. Sex offender records with the ERD Field containing NONEXP are retained as active records until they are cleared or cancelled by the entering agency. Records for sexual predators must have an ERD value of NONEXP. When the ERD is reached (ERD is equal to the current date), the expired record message key (MKE) is changed to IXS and the entering agency is notified with an unsolicited $P administrative message. Expired records are retained in an inactive status (historical file) indefinitely. Expired records can be removed from the historical file using the cancel transaction. Sex offender records that have been cleared are retained in an inactive status (historical file) indefinitely. Cleared records can be removed from the historical file using the cancel transaction. Records that are canceled are retired immediately.
B.
C. II.
RETENTION PERIOD FOR TRIBAL NSOR ENTRIES A.
B.
C.
D.
Chapter 18-3
III.
VALIDATION A. NSOR records are validated monthly. For validations purposes, the appropriate source of the information in the NSOR record is considered the jurisdictions registry. The existence of an NCIC NSOR record does not require action by the inquiring agency. If information obtained during the encounter indicates that the offender has failed to fulfill registration requirements (i.e. change of address), the NSOR record is not probable cause for arrest or detainment. However, the NSOR record can be used as the basis for initiating an investigation.
IV.
PROCEDURES FOR HANDLING A HIT A.
Chapter 18-4
NATIONAL SEX OFFENDER REGISTRY MESSAGE KEYS, FIELD CODES, AND EDITS Effective Date: See Also: CALEA: May 1, 2012
MESSAGE KEY (MKE) CODES FOR NSOR FILE Inquiry QXS
Entry Modify Locate Clear Cancel NSOR EXS* MXS CXS XXS Entry Cancel Supplemental EXSN XXSN *Fourth character "C" may be added to the entry MKE to indicate caution. When used, the MKE is translated as SEXUAL OFFENDER CAUTION or SEXUALLY VIOLENT PREDATOR CAUTION. II. MESSAGE FIELD CODES AND EDITS Field Alias Edits May include alphabetics, numerics, a comma, hyphens, and spaces. The comma must follow the last name. There can be no more than one space after the comma. The hyphen cannot be in the first position or directly precede the comma. Information on coding instructions can be found in the Personal Descriptors Section of the NCIC 2000 Code Manual. Must be a valid code as listed in the Personal Descriptors Section of the NCIC 2000 Code Manual. Must be a valid Gregorian date (YYYYMMDD). The CON is the date of the conviction which resulted in registration. Due to the lack of disposition reporting, the date of conviction may not be available. In such cases, another dates associated with the conviction (i.e. arrest date) may be used with comments in the MIS Field. Must be a valid code as listed in the Offense Codes in the NCIC 2000 Code Manual. Free text. It may contain a maximum of 20 characters. Punctuation should be omitted from the CTY Field. Example: St. Louis would be entered as St Louis
Code AKA
CMC CON
Cautions and Medical Conditions Date of Conviction
CRR CTY
Conviction Resulting in Registration City Name
Chapter 18-5
CTZ
Citizenship
DCL DLO
Date of Clear DNA Location
DNA DOB
DNA Profile Indicator Date of Birth
DOC EBS
Date of Cancellation Expanded Date of Birth Search Expanded Name Search Ending Registration Date
ENS ERD
Must contain a two character alphabetic country code form the State and Country Data Codes of the NCIC 2000 Code Manual. Must be a valid Gregorian date (YYYYMMDD) equal to or less than current date. A 250 character free text field that explains the location of the DNA sample, contact information, ORI, type of DNA sample available, and the CODIS number. If the DNA field is N or defaulted to N, then the DLO field must be blank. Must be either a Y or N. N is the default value. If Y is entered, then the DLO field must be filled. Must be eight numbers representing year, month, and day in that order (YYYYMMDD). The numbers in the month positions cannot exceed 12. The numbers in the day positions cannot exceed the number of days in the month indicated. The month and date cannot exceed the date entered and cannot be ----0229 when the year is not a leap year. Must be a valid Gregorian date (YYYYMMDD) equal to current date or current date minus one. Must be either 1, 2, 3, or blank. The default value is blank. If 2 or 3 is entered, the day of birth in the DOB Field must be 12 or less. Must be Y or N. Must be either NONEXP or a valid Gregorian date (YYYYMMDD) greater than current date. The ERD is the date the registration ends. When the ERD is met, the NCIC System will inactivate the NSOR record. If the ERD Field contains the value NONEXP, then the record is kept indefinitely. If the end of registration has not been determined (i.e. subject to mental evaluation), NONEXP should be used with appropriate comments in the MIS Field. Must be a valid code listed in the Personal Descriptors Section of the NCIC 2000 Code Manual. The field may be one to nine characters. It may be up to seven numbers; or one to six numbers followed by a letter A through H; or one to six numbers followed by a letter J through Z, followed by one or two check digits; or one to six numbers followed by two letters followed by one check digit. If the number contains one letter (J-Z), the check digit(s) will be 1-11. If the number contains two letters, the first cannot be B, G, I, O, Q, S, U, Y, or Z; the second must be A, B, or C; and the check digit will be 0 to 9. The letters I
EYE FBI
Eye Color FBI Number
Chapter 18-6
and O are always invalid. If the FBI has established a criminal history record for the offender, the FBI Number must be included in the NSOR record unless sharing the sex offender registration information for noncriminal justice background checks violates a jurisdictions law or policies. If the offenders FBI Number is unknown, the entering agency should follow recognized procedures to determine, verify, or establish the FBI Number. Inclusion of the FBI Number ensures that sex offender registry information is available through criminal and civil fingerprint submissions. Therefore, it is imperative that every effort is made to determine if the offender has an FBI Number and to include it in the NSOR record. Must be a valid code listed in the Personal Descriptors Section of the NCIC 2000 Code Manual. The first character represents feet and the second and third characters represent inches. May be a minimum of 400 but not more than a maximum of 711. Must be Y or N. Free text. It may contain a maximum of 500 characters. The MIS field should be used to further describe the offense, especially when codes are for general offenses and require explanation. If the registering agency cannot determine the appropriate code, a generic offense code should be used with specific information in the MIS Field. Must be a valid message key. The name may include alphabetics, numerics, a comma, hyphens, and spaces; the comma must follow the last name; there can be no more than one space after the comma. The hyphen cannot be in the first position or directly precede the comma. Information on coding instructions can be found in the Personal Descriptors Section of the NCIC 2000 Code Manual. A self-checking number consisting of an alphabetic character (X in the NSOR File) followed by nine numeric characters automatically assigned by NCIC to each accepted record. Must have valid check digits when used to identify a record in a subsequent transaction.
HAI HGT
Hair Color Height
IND MIS
Image Indicator Miscellaneous Field
MKE NAM
Message Key Name
NIC
NCIC Number
Chapter 18-7
OCA
Originating Agency Case Number
The entering agency should ensure the OCA is a unique number assigned to the case within the agency.
ORD
ORI
POB
RAC RSH SEX SNA SNU STA
SXP
Must not contain a single zero only, a run of zeros only, the word NONE, or a single alphabetic only. The first seven characters of the OCA cannot equal the first seven characters of the ORI. The only valid special character is the hyphen. Offender Registration Must be a valid Gregorian date (YYYYMMDD) less Date than or equal to the current date. The ORD is the initial registration under the current registration requirement within the jurisdiction. If the offenders registration requirements change based on subsequent convictions, the ORD may contain the initial date of registration under the new requirements. If any other date is used, the MIS Field should include appropriate comments. Originating Agency Must be a valid ORI. The ORI represents the Identifier agency responsible for maintaining the NSOR record. The ORI can be the agency that operates the jurisdictions registry or the local law enforcement agency where the offender is registered. Place of Birth Must be a valid code as listed in the State and Country Codes Section of the NCIC 2000 Code Manual. More information can be found in the Personal Descriptors Section of the NCIC 2000 Code Manual. Race Must be a valid code as listed in Personal Descriptors, NCIC 2000 Code Manual. Related Search Hit Must be Y or N. Sex Must be a valid code as listed in Personal Descriptors, NCIC 2000 Code Manual. Street Name Free text. It may contain a maximum of 25 characters. Street Number Free text. It may contain a maximum of seven characters. State Name Must be a valid code as listed in the State and Country Codes Section of the NCIC 2000 Code Manual. More information can be found in the Personal Descriptors Section of the NCIC 2000 Code Manual. Sexual Predator Must be either Y or N. Defaults to N. If SXP is Y, Indicator then ERD must be NONEXP, and the CMC Field must contain a valid code.
Chapter 18-8
TNO
Telephone Number
TNT
Telephone Number Type Weight
WGT
ZIP
Zip Code
Must be three numerics, a space, followed by three numerics, followed by a hyphen, followed by four numeric characters. The TNO Field should contain a telephone number for the offender, not the entering agencys telephone number. Must be a valid code as listed in the Personal Descriptors Section of the NCIC 2000 Code Manual. Used only when entering Supplemental TNO. Minimum of 050 and maximum of 499. More information in Personal Descriptors, NCIC 2000 Code Manual. Must be either five numerics or ten characters with five numerics followed by a hyphen and another four numerics.
Chapter 18-9
CHAPTER 18: SECTION 03: Procedure #: Supersedes: Applies To: I. All ACCESS Users 18.03.000
NATIONAL SEX OFFENDER REGISTRY INQUIRY TRANSACTIONS Effective Date: See Also: CALEA: May 1, 2012
MESSAGE FIELD CODES FOR NSOR INQUIRY Field Name Required? Mandatory Mandatory Mandatory Mandatory Conditional Optional Optional Conditional Conditional Optional Optional Optional Optional Conditional Message Field Code HDR MKE ORI NAM DOB SEX RAC FBI OCA IND RSH ENS EBS ZIP Field Length 9-19 3-3 9-9 3-30 8-8 1-1 1-1 1-9 1-20 1-1 1-1 1-1 1-1 5-5 or 10-10 Data Type Alphabetic, numeric, special characters Alphabetic Alphabetic, numeric Alphabetic, numeric, special characters Numeric Alphabetic Alphabetic Alphabetic, numeric Alphabetic, numeric, special characters Alphabetic Alphabetic Alphabetic Numeric Numeric, special characters
Header Message Key Originating Agency Identifier Name Date of Birth Sex Race FBI Number Originating Agency Case Number Image Indicator Related Search Hit Expanded Name Search Expanded Date of Birth Search Zip Code II.
GUIDELINES FOR NSOR INQUIRY A. When the inquiry contains NAM and complete DOB as the only numeric identifier, the DOB in the inquiry must match the exact DOB in a record before a record will be retrieved. When the subject of the inquiry uses more than one DOB, the persons name should be checked using each available DOB. NCIC will search for all matching records that contain the exact DOB. SEX and RAC should be included to minimize multiple hits by limiting the scope of the name search. Including SEX will cause NCIC to search only those records containing the same (or unknown) SEX code as the SEX
National Sex Offender Registry (NSOR) Chapter 18-10
B.
code in the inquiry. Also, the inclusion of the RAC in an inquiry can limit the search made by NCIC. C. When the inquiry contains a name and an alphanumeric identifier other than the DOB (i.e. FBI), a name search is not generated. In this situation, only the alphanumeric identifier is searched. Including SEX and RAC in this inquiry will not confine the search. An inquiry of the Wanted Person (QW) File will result in the automatic cross-search of the NSOR. Active records will be returned in a positive response; inactive records (expired and cleared) will not. The IND, RSH, ENS, and EBS Fields are optional and can be added to the end of each inquiry. Inquiries may also contain an IND. If the image indicator is Y, image data related to each primary hit response will be returned. Inquiries may also contain a RSH Field. If RSH is Y, secondary hit responses will be returned for all linked records. 1. The system links records when: a. b. H. ORI/OCA matches the primary hit response and the dates of entry for those records are within 30 days of each other and The LKI/LKA are the same as ORI/OCA contained in the primary hit response.
D.
E. F. G.
If the inquiry includes the ENS/Y, then additional searches are generated by using each input name part as a last name, interchanging the remaining name parts as given names. 1 Example: Bryan, Morgan Lee; Bryan, Lee Morgan; Morgan, Lee Bryan; Morgan, Bryan Lee; Lee, Morgan Bryan; and Lee, Bryan Morgan
I.
Inquiries may include an EBS. The following numeric codes determine what information will be returned in the inquiry: 1 Search will return records with the exact input DOB as well as records with the exact month and day and a range of plus or minus one year of the input DOB. 2 Search will return records with the exact input DOB as well as records with the exact year of birth with the month and day transposed. 3 Search will return the following: records with the exact input DOB, records with the exact month and day and a range of plus or minus 1 year of the input DOB, and records with the exact year of birth with the month and day of the input DOB transposed.
Chapter 18-11
III.
REQUIREMENTS FOR NSOR INQUIRY A. Inquiries can be made by: 1. NAM and at least one of the following: DOB with optional SEX and RAC, FBI, and/or OCA a. Example: N;QXS.WAWSP00J7.NAM/SMITH, JOHN.DOB/19621012. SEX/M.RAC/W Example: N;QXS.WAWSP00J7.ZIP/98504
2.
Zip Code a.
B.
A direct retrieval of an active NSOR record can be made using NAM and OCA only. Exact spelling of the name as contained in the entry is required when inquiring with only NAM and OCA. To directly retrieve a NSOR record using the NIC, a QW must be performed. Negative Response NCIC TIME: 1114 DATE: 041613 TO: SP8H WAWSP00J7 NO NCIC SEX OFFENDER FILE RECORD NAM/SMITH, J0HN D0B/19621012 RAC/W SEX/M
C. IV.
EXAMPLES OF NSOR QXS INQUIRY RESPONSE A.
B.
Positive Response NCIC TIME: 1728 DATE: 022713 TO: SP8H WAWSP0000 *** SEX OFFENDER REGISTRY INFORMATION *** THE SUBJECT IDENTIFIED IN THE FOLLOWING RECORD WITH NIC/X061757943 IS REGISTERED AS A SEX OFFENDER. DO NOT SEARCH, DETAIN, OR ARREST BASED SOLELY ON THIS RECORD. ADDITIONAL INFORMATION REGARDING SUBJECT MAY BE AVAILABLE FROM THE INTERSTATE IDENTIFICATION INDEX. MKE/SEXUALLY VIOLENT PREDATOR - CAUTION CMC/25 - ESCAPE RISK ORI/WAWSP0000 NAM/SMITH, J0HN SEX/M RAC/W POB/TX DOB/19521012 HGT/510 WGT/175 EYE/BR0 HAI/BR0 FBI/123456A ORD/19980521 ERD/NONEXP SXP/Y CRR/PEEPING TOM CON/20120215 OCA/0CA123 MIS/TEST MIS FIELD DNA/N SNU/1234 SNA/TEST STREET
Chapter 18-12
CTY/0LYMPIA STA/WA ZIP/95012 TNO/301 555-1212 ORI IS WASHINGTON STATE PATROL OLYMPIA 360 705-5999 NIC/X061757943 DTE/20130227 2027 EST DLU/20130227 2027 EST ***** END OF SEX OFFENDER REGISTRY INFORMATION *****
Chapter 18-13
NATIONAL SEX OFFENDER REGISTRY ENTRY TRANSACTIONS Effective Date: See Also: CALEA: May 1, 2012
MESSAGE FIELD CODES FOR NSOR ENTRY Field Name Required? Mandatory Mandatory Mandatory Mandatory Mandatory Mandatory Optional Mandatory Mandatory Mandatory Optional Mandatory Mandatory Mandatory Mandatory Optional Mandatory Mandatory Mandatory Conditional Optional Optional Message Field Code HDR MKE ORI NAM SEX RAC POB DOB ORD ERD SXP HGT WGT EYE HAI FBI CRR CON OCA MIS CMC SNU Field Length 9-19 3-4 9-9 3-30 1-1 1-1 2-2 8-8 8-8 8-8 1-1 3-3 3-3 3-3 3-3 1-9 4-4 8-8 1-20 1-500 2-2 1-7 Data Type Alphabetic, numeric, special characters Alphabetic Alphabetic, numeric Alphabetic, numeric, special characters Alphabetic Alphabetic Alphabetic Numeric Numeric Alphabetic, numeric Alphabetic Numeric Numeric Alphabetic Alphabetic Alphabetic, numeric Numeric Numeric Alphabetic, numeric, special characters Alphabetic, numeric, special characters Numeric Alphabetic, numeric, special characters
Chapter 18-14
Header Message Key Originating Agency Identifier Name Sex Race Place of Birth Date of Birth Offender Registration Date Ending Registration Date Sexual Predator Indicator Height Weight Eye Color Hair Color FBI Number Conviction Resulting in Registration Date of Conviction Originating Agency Case Number Miscellaneous Caution and Medical Conditions Street Number
Street Name City Name State Zip Code Telephone Number DNA Profile Indicator DNA Locator Citizenship II. A.
Optional Optional Mandatory Optional Optional Optional Conditional Optional
SNA CTY STA ZIP TNO DNA DLO CTZ
1-25 1-20 2-2 5-5 or 10-10 12-12 1-1 1-250 2-2
Alphabetic, numeric, special characters Alphabetic Alphabetic Numeric, numeric, special characters Numeric, special characters Alphabetic Alphabetic, numeric, special characters Alphabetic
GUIDELINES FOR NSOR ENTRY The originating agency must account for all fields in the NSOR record. All available data called for by the record format must be entered when the original entry is made. Missing data obtained at a later time should be promptly added through the use of a modify message. Information entered in NSOR records within Washington State are limited to the fields as listed in the Message Field Codes for NSOR Entry Table above. For more information on the NCIC requirements for NSOR entries, please refer to the NCIC Operating Manual. The following fields are mandatory for acceptance of a missing person entry in NCIC: 1. B. HDR, MKE, ORI, NAM, SEX, RAC, DOB, ORD, ERD, HGT, WGT, EYE, HAI, CRR, CON, OCA, and STA.
B.
III.
REQUIREMENTS FOR NSOR ENTRY A.
The entry will be rejected if one of the mandatory fields is left unfilled. NSOR Entry N;EXS.WAWSP00J7.TEST, SUBJECT ONE.M.W.WA.19400101. 20130401.NONEXP.Y.506.140.BRO.BLK..........1499.20130401. TEST007.TEST RECORD ONLY...........00....5555.SMALL STREET.ANYWHERE..WA.98599.360 555-1212.N..US
IV.
EXAMPLE OF NSOR ENTRY A.
V.
EXAMPLE OF NSOR ENTRY ACKNOWLEDGEMENT A. NCIC Acknowledgment NCIC TIME: 1341 DATE: 041613 TO: SP8H WAWSP00J7 NAM/TEST, SUBJECT 0NE NIC/X141757019 OCA/TEST007
Chapter 18-15
NATIONAL SEX OFFENDER REGISTRY MODIFY TRANSACTIONS Effective Date: See Also: CALEA: May 1, 2012
MESSAGE FIELD CODES FOR NSOR MODIFICATION Field Name Required? Mandatory Mandatory Mandatory Conditional Conditional Conditional Message Field Code HDR MKE ORI NAM NIC OCA Field Length 9-19 3-3 9-9 3-30 10-10 1-20 Data Type Alphabetic, numeric, special characters Alphabetic Alphabetic, numeric Alphabetic, numeric, special characters Alphabetic, numeric Alphabetic, numeric, special characters
Header Message Key Originating Agency Identifier Name NCIC Number Originating Agency Case Number Any field(s) from entry transaction II. A.
GUIDELINES FOR NSOR MODIFICATION Modification of a record is restricted to the agency that entered the record. A modification message is used to add, delete, or change data in an NSOR record. An NSOR record cannot be modified if the record is in an expired or cleared status. The DOB is a mandatory field and cannot be deleted even when supplemental DOBs exist. A modification message to change data in the DOB Field in the base record to the same as data in a supplemental DOB Field will place that data in the DOB Field in the base record and eliminate it from the supplemental record. The modify transaction consists of the message key, ORI, two record identifiers, and the fields being modified. The fields being modified must be identified by their appropriate Message Field Codes.
B.
III.
REQUIREMENTS FOR NSOR MODIFICATION A.
Chapter 18-16
B.
Modifications on an NSOR record can be made by: 1. NAM and OCA a. Example: N;MXS.WAWSP00J7.NAM/TEST, SUBJECT ONE. OCA/TEST007.CTY/TENINO Example: N;MXS.WAWSP00J7.NAM/TEST, SUBJECT ONE. NIC/X141757019.CTY/TENINO Example: N;MXS.WAWSP00J7.NIC/X141757019.OCA/TEST007. CTY/TENINO
2.
NAM and NIC a.
3.
NIC and OCA a.
IV.
EXAMPLE OF NSOR MODIFICATION ACKNOWLEDGEMENT A. NCIC Acknowledgment NCIC TIME: 1356 DATE: 041613 TO: SP8H WAWSP00J7 MODIFY NAM/TEST, SUBJECT 0NE OCA/TEST007
Chapter 18-17
NATIONAL SEX OFFENDER REGISTRY SUPPLEMENTAL TRANSACTIONS Effective Date: See Also: CALEA: May 1, 2012
MESSAGE FIELD CODES FOR NSOR SUPPLEMENTAL Field Name Required? Mandatory Mandatory Mandatory Conditional Conditional Conditional Optional Optional Optional Optional Optional Conditional Message Field Code HDR MKE ORI NAM NIC OCA AKA DOB CMC CTZ TNO TNT Field Length 9-19 4-4 9-9 3-30 10-10 1-20 3-30 8-8 2-2 2-2 12-12 1-1 Data Type Alphabetic, numeric, special characters Alphabetic Alphabetic, numeric Alphabetic, numeric, special characters Alphabetic, numeric Alphabetic, numeric, special characters Alphabetic, numeric, special characters Numeric Numeric Alphabetic Numeric, special characters Alphabetic
Header Message Key Originating Agency Identifier Name NCIC Number Originating Agency Case Number Alias Date of Birth Caution and Medical Conditions Citizenship Telephone Number Telephone Number Type II. A. B.
GUIDELINES FOR NSOR SUPPLEMENTAL Entry of additional identifiers as a supplemental record to an NSOR record may be made only by the ORI that entered the NSOR base record. When a supplemental record entry contains data on a person already contained in a person (i.e. missing or wanted) file record, the agency making the supplemental record entry will be furnished with the record on file at the time the supplemental record entry message is acknowledged.
Chapter 18-18
C.
The following is a list of fields that can be appended to a record on file and the maximum number that can be added to a record. A maximum of nine additional identifiers can be added with each supplemental data entry message. Field Name MFC AKA DOB CMC CTZ TNO TNT Max Number 99 9 10 9 9 9
Alias Date of Birth Caution and Medical Conditions Citizenship Telephone Number Telephone Number Type III. A.
REQUIREMENTS FOR NSOR SUPPLEMENTAL The supplemental transaction consists of the message key, ORI, two record identifiers, and the fields being supplemented. The fields being supplemented must be identified by their appropriate Message Field Codes. Supplemental transactions on an NSOR record can be made by: 1. NAM and OCA a. Example: N;EXSN.WAWSP00J7.NAM/TEST, SUBJECT ONE. OCA/TEST007.DOB/19590405 Example: N;EXSN. WAWSP00J7.NAM/TEST, SUBJECT ONE. NIC/X991785024.DOB/19590405 Example: N;EXSN. WAWSP00J7.NAM/TEST, SUBJECT ONE. NIC/X991785024.OCA/TEST007
B.
2.
NAM and NIC a.
3.
NIC and OCA a.
IV.
EXAMPLE OF NSOR SUPPLEMENTAL ACKNOWLEDGEMENT A. NCIC Acknowledgment NCIC TIME: 1514 DATE: 042413 TO: SP8H WAWSP00J7 SUPP NAM/TEST, SUBJECT 0NE OCA/TEST007
Chapter 18-19
NATIONAL SEX OFFENDER REGISTRY CLEAR TRANSACTIONS Effective Date: See Also: CALEA: May 1, 2012
MESSAGE FIELD CODES FOR NSOR CLEAR Field Name Required? Mandatory Mandatory Mandatory Conditional Conditional Conditional Mandatory Message Field Code HDR MKE ORI NAM NIC OCA DCL Field Length 9-19 3-3 9-9 3-30 10-10 1-20 8-8 Data Type Alphabetic, numeric, special characters Alphabetic Alphabetic, numeric Alphabetic, numeric, special characters Alphabetic, numeric Alphabetic, numeric, special characters Numeric
Header Message Key Originating Agency Identifier Name NCIC Number Originating Agency Case Number Date of Clear II. A.
GUIDELINES FOR NSOR CLEAR An NSOR record should be cleared when an offender has relocated and another jurisdiction has registered the offender; when a previously valid record is removed from the jurisdictions registry; or as otherwise defined by the jurisdictions policy/procedures. When offenders are relocating, jurisdictions are encouraged to keep their record active in NCIC until the new jurisdiction has entered a new record for the offender in the NSOR. The clear transaction will change the status of the NSOR record from active to inactive. Only the ORI that entered the record can clear the record. Expired records cannot be cleared. If the record being cleared contains an FBI Number, the NCIC System will notify the IAFIS of the clearance and the IAFIS will remove the sex offender flag from the criminal history record. When an NSOR record is cleared, any supplemental information appended to that record will be cleared automatically. When an NSOR record is cleared, its status will be changed to inactive. During this period of time, the record can be accessed via the QXS
B. C.
D. E.
transaction. Inactive records cannot be modified; however, they can be canceled. Cleared records will remain in an inactive status until the agency cancels the record. III. REQUIREMENTS FOR NSOR CLEAR A. B. The clear transaction consists of the message key, ORI, two record identifiers, and the date of clear. Clears on an NSOR record can be made by: 1. NAM and OCA a. Example: N;CXS.WAWSP00J7.NAM/TEST, SUBJECT ONE. OCA/TEST007.20130424 Example: N;CXS.WAWSP00J7.NAM/TEST, SUBJECT ONE. NIC/X991785024.20130424 Example: N;CXS.WAWSP00J7.NIC/X991785024.OCA/TEST007. 20130424
2.
NAM and NIC a.
3.
NIC and OCA a.
IV.
EXAMPLE OF NSOR CLEAR ACKNOWLEDGEMENT A. NCIC Acknowledgment NCIC TIME: 1535 DATE: 042413 TO: SP8H WAWSP00J7 CLEAR NAM/TEST, SUBJECT 0NE OCA/TEST007
Chapter 18-21
NATIONAL SEX OFFENDER REGISTRY CANCEL SUPPLEMENTAL TRANSACTIONS Effective Date: See Also: CALEA: May 1, 2012
MESSAGE FIELDS CODES FOR NSOR SUPPLEMENTAL CANCEL Field Name Required? Mandatory Mandatory Mandatory Conditional Conditional Conditional Message Field Code HDR MKE ORI NAM NIC OCA Field Length 9-19 4-4 9-9 3-30 10-10 1-20 Data Type Alphabetic, numeric, special characters Alphabetic Alphabetic, numeric Alphabetic, numeric, special characters Alphabetic, numeric Alphabetic, numeric, special characters
Header Message Key Originating Agency Identifier Name NCIC Number Originating Agency Case Number Any field(s) from supplemental transaction II. A.
GUIDELINES FOR NSOR SUPPLEMENTAL CANCELLATION 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 canceled. When an NSOR record is cancelled, its entire supplemental record is automatically cancelled. The cancel supplemental transaction consists of the message key, ORI, two record identifiers, and the fields being cancelled. The fields being cancelled must be identified by their appropriate Message Field Codes. Cancel supplemental transactions on an NSOR record can be made by: 1. NAM and OCA a. Example: N;XXSN.WAWSP00J7.NAM/TEST, SUBJECT ONE. OCA/TEST007.DOB/19590405
B. III.
REQUIREMENTS FOR NSOR SUPPLEMENTAL CANCELLATION A.
B.
2.
NAM and NIC a. Example: N;XXSN.WAWSP00J7.NAM/TEST, SUBJECT ONE. NIC/X991785024.DOB/19590405 Example: N;XXSN.WAWSP00J7. NIC/X991785024.OCA/TEST007. DOB/19590405
3.
NIC and OCA a.
IV.
EXAMPLE OF NSOR SUPPLEMENTAL CANCEL ACKNOWLEDGEMENT A. NCIC Acknowledgment NCIC TIME: 1548 DATE: 042413 TO: SP8H WAWSP00J7 CANCEL SUPP NAM/TEST, SUBJECT 0NE OCA/TEST007 DOB/19590405
Chapter 18-23
NATIONAL SEX OFFENDER REGISTRY CANCEL TRANSACTIONS Effective Date: See Also: CALEA: May 1, 2012
MESSAGE FIELD CODES FOR NSOR CANCEL Field Name Required? Mandatory Mandatory Mandatory Conditional Conditional Conditional Mandatory Message Field Code HDR MKE ORI NAM NIC OCA DOC Field Length 9-19 3-3 9-9 3-30 10-10 1-20 8-8 Data Type Alphabetic, numeric, special characters Alphabetic Alphabetic, numeric Alphabetic, numeric, special characters Alphabetic, numeric Alphabetic, numeric, special characters Numeric
Header Message Key Originating Agency Identifier Name NCIC Number Originating Agency Case Number Date of Cancellation II. A. B.
GUIDELINES FOR NSOR CANCELLATION Cancellation of a record is restricted to the agency that entered the record. A cancellation message is used when it is determined that the record is invalid, the original criminal offense is expunged or pardoned, or as otherwise defined by the registering jurisdictions policy or procedures. The cancellation message is used to retire expired and cleared records. The NCIC System will notify the IAFIS of the cancellation, and the IAFIS will remove the sex offender flag from the criminal history record. When an NSOR record is cancelled, its entire supplemental record is automatically cancelled. The cancel transaction consists of the message key, ORI, two record identifiers, and the date of cancel.
C. III.
REQUIREMENTS FOR NSOR CANCELLATION A.
Chapter 18-24
B.
Cancellation on an NSOR record can be made by: 1. NAM and OCA a. Example: N;XXS.WAWSP00J7.NAM/TEST, SUBJECT ONE. OCA/TEST007.20130424 Example: N;XXS.WAWSP00J7.NAM/TEST, SUBJECT ONE. NIC/X991785024.20130424 Example: N;XXS.WAWSP0000.NIC/X991785024.OCA/TEST007. 20130410
2.
NAM and NIC a.
3.
NIC and OCA a.
C.
Inactive records (expired and cleared) can be canceled. If the two record identifiers used in the cancellation message are NAM and OCA, the NCIC System will cancel the oldest matching record on file, which could be an inactive record. NCIC Acknowledgment NCIC TIME: 1553 DATE: 042413 TO: SP8H WAWSP00J7 CANCEL NAM/TEST, SUBJECT 0NE OCA/TEST007
IV.
EXAMPLE OF NSOR CANCEL ACKNOWLEDGEMENT A.
Chapter 18-25

Chapter 18 National Sex Offender Registry

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Chapter 18 National Sex Offender Registry

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Table of Contents SECTION 01: I. II. III. IV. INTRODUCTION ...............................................................................

PURPOSE AND CRITERIA OF THE NATIONAL SEX OFFENDER REGISTRY (NSOR)

SECTION 02: I. II.

MESSAGE KEY (MKE) CODES FOR NSOR FILE

SECTION 03: I. II. III. IV.

SECTION 04: I. II. III. IV. V.

ENTRY TRANSACTIONS .................................................................. 14

SECTION 05: I. II. III. IV. I. II. III. IV.

MODIFY TRANSACTIONS ................................................................ 16

............................................................. 19 EXAMPLE OF NSOR SUPPLEMENTAL ACKNOWLEDGEMENT .......................................... 19

SECTION 08: I. II. III. IV.

CLEAR TRANSACTIONS .................................................................. 20

CANCEL SUPPLEMENTAL TRANSACTIONS ................................. 22 .................................... 22

MESSAGE FIELDS CODES FOR NSOR SUPPLEMENTAL CANCEL

ACCESS Operations Manual Revised April 2013

II. III. IV.

SECTION 08: I. II. III. IV.

CANCEL TRANSACTIONS ............................................................... 24

.............................................................. 24 EXAMPLE OF NSOR CANCEL ACKNOWLEDGEMENT ..................................................... 25

ACCESS Operations Manual Revised April 2013

National Sex Offender Registry (NSOR)

RETENTION PERIOD FOR TRIBAL NSOR ENTRIES A.

ACCESS Operations Manual Revised April 2013

National Sex Offender Registry (NSOR)

PROCEDURES FOR HANDLING A HIT A.

ACCESS Operations Manual Revised April 2013

National Sex Offender Registry (NSOR)

MESSAGE KEY (MKE) CODES FOR NSOR FILE Inquiry QXS

Cautions and Medical Conditions Date of Conviction

Conviction Resulting in Registration City Name

ACCESS Operations Manual Revised April 2013

National Sex Offender Registry (NSOR)

Date of Clear DNA Location

DNA Profile Indicator Date of Birth

Eye Color FBI Number

ACCESS Operations Manual Revised April 2013

National Sex Offender Registry (NSOR)

Hair Color Height

Image Indicator Miscellaneous Field

Message Key Name

ACCESS Operations Manual Revised April 2013

National Sex Offender Registry (NSOR)

Originating Agency Case Number

RAC RSH SEX SNA SNU STA

ACCESS Operations Manual Revised April 2013

National Sex Offender Registry (NSOR)

Telephone Number Type Weight

ACCESS Operations Manual Revised April 2013

National Sex Offender Registry (NSOR)

ACCESS Operations Manual Revised April 2013

ACCESS Operations Manual Revised April 2013

National Sex Offender Registry (NSOR)

EXAMPLES OF NSOR QXS INQUIRY RESPONSE A.

ACCESS Operations Manual Revised April 2013

National Sex Offender Registry (NSOR)

ACCESS Operations Manual Revised April 2013

National Sex Offender Registry (NSOR)

ACCESS Operations Manual Revised April 2013

National Sex Offender Registry (NSOR)

Optional Optional Mandatory Optional Optional Optional Conditional Optional

SNA CTY STA ZIP TNO DNA DLO CTZ

1-25 1-20 2-2 5-5 or 10-10 12-12 1-1 1-250 2-2

REQUIREMENTS FOR NSOR ENTRY A.

EXAMPLE OF NSOR ENTRY A.