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CORI On-Line Services CORI On-Line Services Overview - Mass.gov

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Department of Criminal Justice
 Information Services(DCJIS)
CORI On-Line Services
     Overview

        p
      Department of Criminal Justice Information Services
  Criminal Offender Record Information Support Services Unit
                200 Arlington Street, Suite 2200
                     Chelsea, MA 02150
                    cori.info@state.ma.us
                                                               1
               CORI On-Line Services
• The DCJIS provides internet-based applications for
  submitting CORI requests and applications for CORI
  certification.

• This presentation outlines the following
   – each step involved in submitting CORI requests
   – each step involved in submitting an application for CORI
     Certification
   – Adding/updating Agreements of Non-Disclosure (AONDs)
   – the roles and responsibilities of the Administrator and
     Submitters.

• The email sent to you containing this presentation includes
  the Agency Code, Usercode, Password, and Download
  Password for your agency (which will supersede any
  previous codes you may have received prior).
                                                                2
        CORI On-Line Services (cont’d)
• Definitions:

   – Agency Administrator: the single point of
     contact within a CORI-certified agency. Only
     one Agency Administrator per agency is
     allowed. All CORI-related e-mail messages will
     be directed to the Agency Administrator.

   – Submitters: employees of a CORI-certified
     agency who have been authorized by the
               d the        t  b it        t f
     agency and th DCJIS to submit requests for
     record checks via the Web-CORI application.

                                                      3
         CORI On-Line Services (cont’d)
• Each agency Submitter must be registered with the CHSB.
  Registration is performed by the Administrator through the
                       Application s        Update/Add
  Online Certification Application’s (OCA) “Update/Add
  Agreements of Non-Disclosure” link. All changes to Submitter
  status are made through this link.

• Once a Submitter is approved by the DCJIS, the
  Administrator will receive an e-mail message containing the
  Submitter’s Usercode and password.

• User Codes are unique for each individual. DO NOT SHARE
  YOUR USER CODE!

• The Administrator must notify the DCJIS of any changes to
  the agency contact information via phone, e-mail, fax, or U.S.
  Mail.

                                                                4
            Administrator Responsibilities
•   There can be only one Administrator. The Administrator is the point of contact for the
    agency’s CORI certification. The Administrator’s responsibilities include:

     – Submitting CORI requests.
     – Receiving all CORI request results through a secure email link. Please note that
       CORI results can only be returned to one pre-authorized email address.
     – Submitting renewal or expanded access CORI certification applications through
       the       link.
       th OCA li k
     – Conducting CORI checks of all agency Submitters that will request, receive or
       review CORI.
     – Maintaining an up-to-date list of agency Submitters in the Web-CORI application.
                                                        Audits,
     – Providing timely responses to CORI Compliance Audits Complaints or
       Assessments on behalf of the agency.
     – Attending CORI training and ensure that all agency Submitters either attend CORI
       training or receive and review the CORI training materials provided by the CHSB.
             y g                 y      g          g    y
     – Notifying the CHSB of any changes to the agency’s certification contact
       information.
     – Ensuring agency’s compliance with the CORI statute, regulations, policies and
       procedures.



                                                                                         5
               Submitter responsibilities

•   Agency employees who submit CORI check requests via Web-CORI are
    known as Submitters. An agency may have multiple S b itt
    k         S b itt       A          h                         h
                                              lti l Submitters, whose
    responsibilities include:

     – Requesting and reviewing CORI on behalf of the certified agency.

     – Submitting CORI requests to the CHSB through the Web-CORI system.

                      g             g            g                 g
     – Either attending CORI training or reviewing the CORI training materials.

     – Cooperating with all CORI Compliance, Audits, Complaints or
       Assessments.

     – Ensuring the agency’s compliance with the CORI statute, regulations,
       policies and procedures.



                                                                              6
    Sub tt g CORI Check equests
    Submitting CO C ec Requests


  To b it           t f        h k
• T submit requests for CORI checks, you
  must utilize the Web-CORI application

• To access the Web-CORI application, go to
  http://coriweb.chs.state.ma.us/ and click the
  I Agree button at the bottom of the page

                   Web CORI
• Click the Access Web-CORI link
                                              7
             g              q      (      )
    Submitting CORI Check Requests (cont’d)
•   The Web-CORI login page will
    appear




•   Enter your Agency Code,
    Usercode, and Password
•   To submit CORI checks for
    clients, employees, etc., click
    the Process Cori Requests
    butto
    button
•   To submit CORI checks for
    Agency Submitters, click the
    Process Cori Submitter button

                                              8
                                (cont d)
 Submitting CORI Check Requests (cont’d)

• The Web-CORI
  Request Type screen
  will appear



             I
• Click the “I
  understand…..”
  checkbox
• Click on the appropriate
  link under Select
  Request Type
  R       tT
                                           9
                                (cont d)
 Submitting CORI Check Requests (cont’d)

• The Name and Date
  of Birth Request
  screen will appear




                                           10
    Submitting CORI Check Requests (cont’d)
•       Enter the names, dates of birth, and social security numbers (when
        provided) of the individuals to be checked and then click the Submit
        button at the bottom of the screen.

    •       Note: If you have more than 8 names to submit, click the More
            Names button at the bottom of the screen instead of clicking Submit.

•                          S bmit b tton      Agenc                  ill recei e
        After clicking the Submit button, the Agency Administrator will receive
        and e-mail notifying him/her that the request was received. The e-mail
        will also contain the Batch Number assigned to the request.

    •       Note: To h k th t t         f     b itt d b t h
            N t T check the status of a submitted batch, go t    to
            https://coriweb.chs.state.ma.us/, click the I Agree button at the
            bottom of the page, click the Access Web-CORI link, enter your
            Agency Code, Usercode, and Password, and then click the Check
                                               screen
            Status button at the bottom of the screen.

•       Once your batch has been processed, the Agency Administrator will
        receive an e-mail message. (see next slide)


                                                                                   11
Sample of E-Mail Received when CORI
   Checks Have B
   Ch k H        Been P        d
                       Processed




                                  12
  How to Obtain CORI Check Results

• To obtain the results of your CORI check
  request, you must do the following:

  – Click the link included in the “results have
    been processed” e-mail
  – Note: This link expires after 10 days. Please
    open within that time frame. If it has expired
    you may email cori.info@state.ma.us to
            t th t b       t
    request that it be reset.
                                                 13
                                 (cont d)
How to Obtain CORI Check Results (cont’d)

     File
• A “File Download –
  Security Warning”
  dialog box will appear




• Click the Run button

                                        14
                                 (cont d)
How to Obtain CORI Check Results (cont’d)

             File
• A second “File
  Download- Security
  Warning” dialog box
  will appear




• Click the Run button


                                        15
                                 (cont d)
How to Obtain CORI Check Results (cont’d)

       Password
• The “Password”
  dialog box will appear




• Enter your Download
  Password in t e Enter
   ass o d the te
  Password box
• Click OK
                                        16
                                 (      )
How to Obtain CORI Check Results (cont’d)

• A Select Target
  Directory dialog box
  will appear



• Select the target
  folder in the Select
  Target Directory
  dialog box
• Click the OK button
                                        17
                                 (      )
How to Obtain CORI Check Results (cont’d)

       Silver Key
• The “Silver Key”
  dialog box will appear




• Click the OK button




                                        18
                                 (cont d)
How to Obtain CORI Check Results (cont’d)

• You can view and/or print the results of a
  CORI check request. To view the results,
  you must have Adobe Acrobat Reader
  installed on your PC.




                                               19
     Registering Agency Submitters
•   A certified agency may designate as many CORI Submitters as it
    wishes. The Agency Administrator must register each Submitter in
        Web-CORI
    the Web CORI application

•   The Agency Administrator must conduct a Web-CORI check on
        h t ti l Submitter before registering hi /h i th W b CORI
    each potential S b itt b f        i t i him/her in the Web-CORI
    application. Please go to
    http://www.mass.gov/Eeops/docs/chsb/Policy%20for%20Administrat
    or s%20conducting%20CORI%20checks%20of%20Agency%20Sub
    or's%20conducting%20CORI%20checks%20of%20Agency%20Sub
    mitters_20100415.pdf to access the CHSB’s “Policy for
    Administrator's Conducting CORI checks of Agency Submitters.

•   Each Submitter must complete an Individual Agreement of Non-
    Disclosure (AOND). This form must be kept on file by the agency.
    DO NOT FORWARD THE AONDs TO THE CHSB.     CHSB

                                                                       20
                              (cont d)
Registering Agency Submitters (cont’d)
•   To Register Submitters in Web-CORI, please go to
    http://coriweb.chs.state.ma.us/ and click on the I Agree button at the
    bottom of the page

•   Click the Access OCA link

•   On the Request Type p g , click the Update/Add Agreements of
             q        yp page,           p          g
    Non-Disclosure link

•   Log in to the OCA application by completing the Agency Code,
      g                pp          y    p     g      g   y      ,
    Usercode, and Password fields and clicking the Continue button




                                                                        21
                              (cont d)
Registering Agency Submitters (cont’d)

• The OCA Link page
  will appear




• Click Update/Add
  Agreements of Non-
  Disclosure
                                     22
                              (cont d)
Registering Agency Submitters (cont’d)

      Non-Disclosure
• The Non Disclosure
  Agreement log in
  page will appear



• Enter your Agency
  Code, Username, and
  Password
• Click Continue

                                     23
                              (cont d)
Registering Agency Submitters (cont’d)

• The List of
  Agreements of Non-
  Disclosures page will
  appear




• Click the Add AOND
  button

                                     24
                              (cont d)
Registering Agency Submitters (cont’d)
•   The Individual Agreement of
    Non-Disclosures &
    Authorization for CORI Check
    page will appear



•        p
    Complete the fields on the
    page
•   Click either the Submitter
    check box or the Administrator
    check box
•   Click the I Agree check box
•   Click the Submit button

                                     25
                              (cont d)
Registering Agency Submitters (cont’d)
•   The List of Agreements of Non-
                  p g         pp
    Disclosures page will re-appear,
    and the name submitted in the
    previous step will appear at the
    top of the list




•   To      i t        dditi    l
    T register an additional name,
    click the Add AOND button; if
    there are no more names to
     eg ste , click the      t button
    register, c c t e Exit butto
    (Note: to remove a submitter from
    the list, click the Remove link to   a4

    the right of the person’s name and
                         button.)
    click the Continue button )

                                              26
Slide 26

a4         We should also let them know that they can remove agreements of non-disclosure from this screen by selecting "remove."
           akoulouris, 5/7/2010
                              (cont d)
Registering Agency Submitters (cont’d)

• The Certification
  Summary page will
  appear




  C c the Close button
• Click t e C ose butto
  to exit the application


                                     27
                              (cont d)
Registering Agency Submitters (cont’d)

 The Administrator will be notified by e-mail of the
  Usercode and Password for each Submitter.

 The Administrator must forward each Submitter
  his/her user code and password.




                                                   28
                  Resources
• Resources available to assist agencies:
  – Information Concerning the Process for Correcting a
    Criminal Record
  – Model CORI Policy
  – How to read a criminal record
      • Disposition Code List
      • Massachusetts Sentencing Commission Master Crimes List
  – Frequently Asked Questions

   All of this information is available at www.mass.gov/cjis.

   Any questions please contact the CORI Unit by email at
                    cori.info@state.ma.us


                                                                 29

				
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