NYS Unified Court System

Registry TaskUser GuideFamily & IDV CourtsCustody and Visitation Records Checking

January 2009

Table of Contents

Overview

Introduction…………………………………………….......................................…….……..…3Frequently Asked Questions........................................................................................................4

Training Manual

Using the Registry Task 1. How to Submit a Registry Check Request......................................................................7 2. How to View the Registry Check Results.....................................................................11

Using Automated Registry Checks 1. How to Run a Check from the Court Calendar............................................................16 2. How to Generate a Report detailing Registry Checks run from the Calendar..................................................................................................19

Court Activity 1. Court Calendar Screen.................................................................................................22 2. Registry Results Tab....................................................................................................23

Introduction

In NYS, new legislation (A11657) affecting the Family, Supreme Courts and IntegratedDomestic Violence Courts was recently passed that will take effect on January 23, 2009. Thenew legislation, or the “Records Checking Bill”, requires Family and Supreme Courts to performmultiple records checks in all Custody/Visitation (V) matters before a (temporary or final)custody/visitation order can be issued.

The intent of this legislation is to provide the court with background information on individualsseeking custody to help ensure the safety and well-being of the children who may be in their care.

Several of these required checks can be completed through a search of the UCMS-FC database.These checks include:

• Orders of Protection history• Open Family Court Warrants• Article 10 history: Child Abuse (NA) and Neglect Cases (NN)

In an effort to help ease the burden on the courts, enhancements in the form of the new RegistryChecks Task will be made to UCMS-FC to assist users to comply with this legislation. Thisguide will explain the proper usage of the new functionality.

There is one additional check which must be completed outside of the UCMS-FC system. Thisinvolves using the NYS Sex Offender Registry hosted by the Division of Criminal JusticeServices (eJustice NY).

Access to eJustice NY and the Sex Offender Registry and instructions for its proper use will beprovided to the courts in a separate training guide. This training guide pertains only to the use ofthe new Registry Checks Task in UCMS-FC.

Frequently Asked Questions

What is a “Registry Check”?

A registry check is a search performed in the statewide UCMS-FC database on the nameof a party or child in a court case to look for possible “hits.” A “hit” would constitute oneor more of the following:

• Order of Protection history (statewide Domestic Violence Registry)• Active Family Court Warrant• Article 10 History (Prior or pending role on an NA or NN docket)

What enhancements to UCMS-FC will be made to aid the court in performing the searcheswithin UCMS-FC?

A new task called Registry Checks has been added to UCMS-FC. This task is equippedwith both automated and manual search functions, which help ease the burden on thecourts to complete the required checks within UCMS-FC.

What Courts will be required to use the Registry Check Module?• Family• Supreme IDV• Supreme Matrimonial

*Supreme Courts who are not yet using UCMS-FC for their IDV parts will be receivingUCMS-FC in order to be able to do these searches.

Will there be any Security Permissions in UCMS-FC needed to access the records checksusing the new Registry Check Task?

Yes.

Registry Check Task Button

This new task button will be enabled for staff in Family Court, Supreme IDV, andSupreme Matrimonial parts.

If the task button needs to be added to a user, the permission is Registry Check***Task***

Court Specific Permissions:

Family Court Users

The initial permission will be assigned to the Chief Clerk group per usualprocedure. The Chief Clerks will then assign the correct permission to their staff.The permission that needs to be assigned is Registry Check- Family.

Supreme IDV Users

These users will be assigned permission for the Registry Check Task Button aswell as an additional security permission. This permission will allow the user theadditional option to search on Matrimonial cases.

Supreme Matrimonial Users

These users will be assigned permission for the Registry Check Task Button aswell as an additional security permission. This permission will allow these usersto search by name only on the Registry Check Request tab.

How does the search in UCMS-FC actually work?

Searches are based on the individual’s name and date of birth (if known).

The search will incorporate the use of what is referred to as “Fuzzy Search” logic in orderto provide comprehensive results.

This means a search on a name will return for review all possible matches found in the database where a “hit” result matched the search criteria.

Another court may have data entered on the same person but with a slightly differentspelling of the name or a different DOB or perhaps where no DOB was available.

To help you determine if the result was for the same person you searched on, each namereturned will receive a “Score” based on how much information is “matched.” Onlyresults with a minimum score of 90% will be returned.

This will give you an idea of how high the probability is that this is the same person yousearched on. A manual review via the Inquiry task may be required in order to confirm.

For exampleSearch Name: Robert Smith (01/01/1972)

Name Results Returned: Robert Smith (01/01/1972) Score: 100%Robert Smyth (01/01/1972) Score: 98%Rob Smithe (01/23/1972) Score: 90%

How long will the results of each search be kept in UCMS-FC?

Users will be able to view and print results for 30 days from the time the search is done.

This information can be found in the Registry Check Task by viewing the Registry CheckResult tab.

There is the ability to print results for one or more individuals, as well as if no resultswere found.

How often do Registry Checks need to be performed?

The law requires that a Registry Check be completed each time a temporary or final orderof custody is older than thirty days.

In Family Courts, UCMS-FC will run an automated function on an overnight job that willbe completed each time a custody/visitation case is found on the calendar to help ensureupdated results without the court having to determine if the thirty days has lapsed.

Using the Registry Task

How to manually Submit a Registry Check:

Step 1: Click the Registry Check task button. The Registry Check Request tab will display.

The initial view for an IDV user will have radio buttons where the user will have theoption to search on a matrimonial case:

The initial view for Family Court:

Step 2: Enter the File # and click the “View Dockets” button.

Note: Registry checks are required on parties and children before a Judge issues acustody or visitation order. Registry check searches can be conducted on anycase type.

Step 3: From the Select Docket(s) Accumulator add the desired docket(s) to includethe docket members with the role of Petitioner, Respondent and Child to be pre-populated in the “Perform Registry Check for” table. Docket members otherthan Petitioner, Respondent or Child will be displayed in the “Select Membersfor Registry Check” table. Registry Checks on these individuals is optionaland would only be necessary if the individual were involved in thecustody/visitation decision.

Step 4: To add members from the “Select Members for Registry Check” table to the“Perform Registry Check For” table highlight the row(s) and click the Add button. To remove a name from the “Perform Registry Check For” table select the row and click delete.

Example: The child’s grandparent has a role of Interested Party on the docket and offers to take temporary custody of the child. The grandparent

would be added so registry checks would be run on this individual.

Note: The “Last Check” column reflects the last date the registry checkwas performed on the individual. A member who has a role ofchild will have a check mark in the “Child” column.

How to enter a name that does not appear on the docketA Registry Check may be requested for an individual that has not been assigned to a role on thedocket.

Step 5: Click the Add a Party Not on the Docket(s) radio button. Enter the name, date ofbirth and gender if known. It is suggested that the individual’s date of birth andgender be used to return closer matches.

Example: An aunt who does not have a role on the docket(s) is present in courtand offers to take temporary custody of the child. The registry checkswould be run on this individual.

Note: If the individual is a child the “Party is a Child on the Case ” checkboxmust be selected or the Article10 case types will be searched as if theindividual were an adult.

Step 6: When all the parties have been added to the “Perform Registry Check for” table, Click the Submit Request(s) button. A message that the Registry Checks have been submitted displays.

Note: It is not necessary to highlight the selections. All individuals in the tablewill be submitted when this button is clicked. The rows will be removedfrom this tab and will be displayed on the Registry Check Results tab.

How to View the Registry Check Results

The Registry Check Results tab displays the requests that were submitted. By default therequests made by the current user for the current day will be displayed. Other requests canbe viewed by changing the date range, and radio buttons provided.

View Registry Check Submitted:

D ate Range: From and To default to the current date. The date range caninclude requests made within the last 30 days.

Submitted by: Current User: Displays all requests for this user only.All Users: Includes requests submitted for all users within

the users court, including registry checksperformed by the system automatically.

Specific User: This populates a drop down list box. A user namefor that court can be selected and the “RegistryCheck Submitted” table will display requestssubmitted by that user only.

Show: If any changes are made to the initial display selections (above) click the “Show” button.

Refresh: For the status of “Pending”, click the Refresh button periodically.

to see if the Registry Checks were completed.

Registry Check Requests Submitted table:Provides a synopsis of the request submitted for each individual, aswell as the status of the request’s results. The date the systemcompleted the search also appears.

Request #: A unique number that is assigned to each request that appears inthis table. The Request# is used to sort the rows that appear in the Registry Check Results table to it’s corresponding request.

Submitted by: Indicates who initiated the request. “UCMS” in this column states that the registry check was requested by the automated nightly process.

Status: This is the status of the registry check request and its results**. Pending: The request is in the system’s queue for processing and has not

completed**.

Results Found: Completed and results found. Results can be viewed by highlighting the row(s) and clicking the “Select” button. Results will be displayed in the Registry Check Results table.

No Results: Completed and NO results found.

P rint No Results: Select rows with this status, and click the Print No Results button to print a report for the file that verifies that the registry was run but no results were found.

**Note: If the Status is “Pending” click the Refresh button in order for the Status to be updated.

Change Sort : Standard Change Sort button. Allows customization of sort.

Expand/Shrink: Expand the view of table or return to the previous view.

Registry Check Results

Step 1: Select a row or multiple rows form the Registry Check RequestsSubmitted table that have a status of “Results Found”. Click Select

Registry Check Results table

This table displays a detailed level of results for each individual request selected with astatus of Results Found*.

* A manual review via the Inquiry task is required in order to confirm a “match” as well as retrieve additional information on this individual.

Registry Check Results table

Request # : This number correlates to the request number selected in theRegistry Check Requests Submitted table and can be used

as a reference when multiple rows are selected.

Score: Each result found will receive a score based on the how closely thename, date of birth and gender match the name searched. Onlyresults with a score of 90% or higher will be returned. Note: If the name searched was found as an alias, (AKA)willappear next to the score.

OP/TOP History A check mark will indicate this individual was involved in an Order of Protection found in the statewide Domestic Violence Registry. (Temporary or Final) Note: If the order was part of a conversion case, the information

cannot be retrieved.

Open Warrant: A check mark will indicate that the individual is the subject of an open Family Court warrant.

Article 10 History: A check mark will indicate that the individual is either a Petitioner, Respondent or Child on a NA, NN , B, AS docket(s).

Expand/Shrink: Selection will allow for a larger (expanded) viewof the Registry Check Results table and the abilityto return to the original view.

View Results: Displays the Custody/Visitation Registry Check Search Results reportwith the ability to view, print or save a pdf version.

Print Results: Automatically prints the Custody/Visitation Registry Check SearchResults report. Note: If multiple rows are selected, the report will print for all selected individuals by File Number. If a single row is selected,the results will print for that individual only.

Sample Report from Registry Results Tab

Automated Processing of Registry Checks Registry Checks from Court Calendar

Automatic processing of Registry Checks will occur for all calendared “V” dockets on a nightlybasis. There will be an option to print an indicator on the court calendar when the calendar isgenerated to reflect the results of this processing.

Since courts print their calendars a few days up to a week ahead of time there is a courtpreference option defaulted to start processing the registry checks nightly, 4 days prior to eachcalendar date. This batch process gathers V dockets scheduled on a calendar for the next 4 days.

Example: On Thursday, January 22 at 12:30am UCMS ran the registrynd

check processing for all V dockets on the calendar for January 26 th

This process will continue to look at V dockets scheduled between the date the

process ran on (January 22nd) and the calendar date (January 26 ). If the calendar isth

printed again, closer to the court date, anything scheduled in the interim would bepicked up.

A manual registry check would be necessary if a V docket was scheduled on thecalendar for the same day.

How to Include Registry Check Status on the Court Calendar

Step 1: Click on the Reports task button

Step 2: Select Report Category of: Calendar ReportsSelect Report: Court Calendar

A new Registry Check group box containing calendar print options appears on theright of the screen (above the calendar template options).

Registry Check Options:

� Include Registry Check Status on Calendar

If this is selected, a status will print under the docket number for all “V” dockets onthe calendar and any other docket type where a Registry Check was submitted.

Registry Check Completed - Results Found

Indicates at least one result was found for one or more of the individuals witha role of Petitioner, Respondent or Child when the registry check was run.

For further details, to help begin to determine if this is the same individual, referto either the Custody/Visitation Registry Check Search Results report ifprinted with the calendar or the Registry Check Results tab

Registry Check Completed - Results NOT Found

Indicates NO results were found for ANY of the docket members

Registry Check Not Run

This will only be printed if a Registry Check was not found on a V docket.An example of when this might occur would be when a V docket was added tothe calendar after the batch process was run and a manual search was not yetdone.

Note: When this status is received, a search must be done through theRegistry Check task.

Example of Court Calendar

Note: Forward will advance to the Custody/Visitation Registry Search Results Report (seepage 13). Print This Document will only print the current report in the viewer.

How to Generate the Custody/Visitation Registry Check Search Results Report

Registry Check Options � Include Report of Registry Check Results

When selected, UCMS will provide an additional Custody/Visitation Registry Checkreport which will print along with the court calendar and will show detailed results foreach docket on the calendar where an automated or manual Registry Check wassubmitted.

� Page Break per Family File When selected, this Custody/Visitation Registry Check report willpage break on each File Unit.

Custody/Visitation Registry Check Search ResultsCalendar Report Overview

This report follows the same order as the court calendars so that it is easier to locateindividuals and results. The report layout is as follows:

Heading: Court, Appearance Date, Judge, Part and the date the report was printed.

Print Order: Calendar Number, Appearance Time, File # and Docket #

Names Searched: For each group of dockets, a list of all individuals where a RegistryCheck was submitted.

Registry Check Status - Results:For each “Name Searched” one of the following will display:

Completed - Results Found (date request completed)

Indicates at least one of the following results were found for the individuals searched:

Order of Protection Open Family Court Warrant Article 10 History (NA, NN, B, AS)

Completed - Results NOT Found (date request completed)Indicates NO results were found for any of the individuals searched.

Registry Check Not Run

This will only be printed if a Registry Check was not found on a Vdocket. An example of when this might occur would be when a V docketwas added to the calendar after the batch process was run and a manualsearch was not yet done.

Note: When this status is received, a search must be done throughthe Registry Check task.

Results

For every result found the following will display:

Court: Name of Court where result was found

File #: File # in the Court where result was found

Name: Name and DOB(if found) returned as a possible match.

If the search name was found as an alias, the alias will print and “(AKA)” will print next to the score.

Score: Percentage to indicate the likelihood of a possible match.

Registry Results: The registries were searched and the individual searched was found to have one or more of the following results.

TOP/OP: Order # (Issue date; Expiration date)If an Active order found. If multiple orders were found,will display the information for the most recent order.

TOP/OP History Found:If there is NOT an active order, but a TOP/OPhistory was found. Open Warrant: Docket # (Issue Date)If an open Family Court warrant is found.

Article 10 History Found: Involvement in an NA, NN, B or AS docket.

COURT ACTIVITY Court Calendar Screen

A Reg Check column has been added to the court calendar screen. This column will show a check mark IF a Registry Check had been done within 30 days of today’s date.

The check mark will appear regardless of whether or not results were found.

COURT ACTIVITYRegistry Results Tab

The Registry Check Results tab is displayed in the Court Activity notebook. If there were a check mark for that docket on the calendar screen, select this tab toview the results of the search. The ability to view and print results is available from this view.

Note: The tab will always appear in the notebook regardless of whether or not there areresults to display.