Table of Contents. Case Closure From Receiving State. Step 1: Initiate the Workflow.. 3. Step 2: ICJO Receiving 11. Step 3: ICJO Sending 13
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1 Case Closure From Receiving State Workflow Guide Updated 02/01/2016
2 Table of Contents ICJO = Interstate Compact for Juveniles Office JPO = Juvenile Parole or Probation Officer JPS = Juvenile Parole or Probation Supervisor Case Closure From Receiving State Step 1: Initiate the Workflow.. 3 Step 2: ICJO Receiving 11 Step 3: ICJO Sending 13 Step 4: Response to Case Closure Request is Due Please Note: JIDS is a forms management system. E form must be completed in the system. Forms that requires an outside signature will additionally need to be printed off and scanned in.
3 Case Closure From Receiving State Process Step 1: Initiate the Workflow Page 3 of The Receiving State searches for the juvenile file in JIDS and opens the web viewer by clicking on the View Document icon. NOTE: Users should not enter a new juvenile file to close an existing active case. If a JPS or JPO is not initiating the workflow, the ICJO will complete this step. Click the View Document icon on the Search Results page or File Details page to open the file in the web viewer.
4 2. In the web viewer, select the Generate E Form icon, and then select Generate E Form. Page 4 of Click the Generate E Form icon 2 2. Select Generate E Form
5 3. Select Form X Case Closure Notification. Page 5 of 18 Select Form X Case Closure Notification
6 Page 6 of The web viewer reloads and the form appears. Fill out the e Form X and click Save. The web viewer will reload when the form saves. Select Receiving State The document appears in the web viewer when it uploads. Fill out the form and click Save
7 5. To submit the request to the Receiving State ICJO, click the Workflow icon and select Route to predefined workflow. Page 7 of With the Form X highlighted in blue and opened in the viewer, select the Workflow icon Select Route to predefined workflow
8 6. Select Case Closure From Receiving State. Page 8 of 18 Select Case Closure From Receiving State
9 7. Enter notes for the Receiving State compact office, if desired. Select OK to continue. Page 9 of 18 Enter notes, if desired step. Select OK
10 8. Select OK to continue. Page 10 of 18 The Document routed successfully message will appear. Select OK The Case Closure request is now at the Receiving State ICJO for review. You may close the web viewer. The Receiving State ICJO will forward the request to the Sending State ICJO.
11 Case Closure From Receiving State Process Step 2: ICJO Receiving Page 11 of The Receiving State ICJO receives an notification for the Case Closure. The juvenile s file appears in the Global Assignments page for review. Click the View Document icon to open the case in the web viewer.
12 Page 12 of The Receiving State ICJO selects the green arrow icon below the Form X to Send to Sending State. Entering notes is optional. Select Save to continue Adding notes is optional. Click Save to continue 1. Click the green arrow icon to Send to Sending State 1
13 Case Closure From Receiving State Process Step 3: ICJO Sending Page 13 of The Sending State ICJO receives an notification for the Case Closure. The juvenile s file appears in the Global Assignments page for review. Click the View Document icon to open the case in the web viewer.
14 Page 14 of If denying the request, check the Denied box on the Form X. Please note, the Sending State is required to enter a reason for denial before saving the form. Select the Reject workflow icon. The Receiving State ICJO will receive an notification only. 1. If the Sending State denies the request, select the Denied check box. A reason for denial is required to save the form. 2. Click red x icon to Reject the request 1 2
15 Page 15 of If accepting the request, select Accept Request to close the case. Adding notes is not necessary. The Receiving State ICJO will receive an notification 1. Click the green check icon to Accept Request and close the case Adding notes is not necessary. Click Save to continue. 1
16 4. If you open the juvenile s file detail page, the Case Status is Closed and there is now a Case Closure Date. Page 16 of 18
17 Case Closure From Receiving State Process Step 4: Response to Case Closure Request is due Page 17 of If the Sending State ICJO does not respond via workflow within 60 calendar days, they will receive an reminder and the workflow step will change to Response to Case Closure Request is due indicating that their response is now overdue.
18 Case Closure From Receiving State Workflow is complete Page 18 of 18
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