Probation Department Policy/Procedure Manual
1.2 CLETS Database Instructions
| Location |
Clerical |
| Section |
N/A |
| Subject |
1.2 CLETS Database Instructions |
| Purpose |
Instructions for utilizing the CLETS database |
| Effective Date |
4/5/2019 |
| Previous Effective Date |
|
Once you click on the CLETS log-on you will get the screen below. If you have any pending incoming messages, the Next Msg box will be red as seen below. Click on the Next Msg button to bring in any pending messages. If you have more than one pending message, the button will remain red until all incoming messages have been read. You may also hear an audible beep for any incoming messages.
To pull up the CLETS masks, click on the down arrow in the Masks entry field or you can type in the letters for the mask to retrieve the one you want to use. In the alternative, you can type “MASKS” into the Masks entry field for a complete list of CLETS Masks and their descriptions.
To pull up the mask, click on the Go button.
WORKS Screen
This is the Works Screen. Fill in the circled areas, then press the Send Msg button.
You will get back several screens under the Works mask. Each piece of information prints out on
a separate page. Pull up each response by clicking on Next Msg and hit the print button after each one. If for some reason you do not receive the DL screen, or if there are multiple hits on DL numbers, use the DL Mask to run the individual license numbers to get the record(s).
CII SCREEN (RAPS)
This is the California Criminal History screen. (Mask name RAPS)
The Route Data field (green) is a mandatory field. Put in the officer’s last name, your initials and the P number of the defendant. Do not use commas or dashes. Then fill in the Master Name Index information that is circled below. (Race, Hgt, Hair and Eyes are optional fields.) Then hit Send Msg.
Here is an example of a result that might come back on the RAPS screen.
All cases with a DSP designation at the end mean they are criminal records that are not supported by a finger print card.
Regular Criminal Histories are designated with a precursor letter of A for automated, H for Semiautomated and M for manual records. In this example the last record listed is a semiautomated record. This means that the record is only partially automated by DOJ and there are parts of the record that are manual and need to be requested via the Admin Mask or by phoning the DOJ at (916) 227-3244. When you call, you can sign up for their secure e-mail service, which allows the requested records to be e-mailed to you within hours (usually minutes), as opposed to waiting for a mailed record. This service is also helpful when a defendant’s record is too large for transmission via your CLETS terminal.
Copy the criminal history record number that you want by highlighting the number part only (exclude the “A”) You can later paste that number back into the RAPS screen to run the actual criminal history. For DSP records you will need to highlight the entire number and paste back into the RAPS screen.
Enter the criminal history number you just copied from the list screen back into the RAPS screen
under the “ACHS On-Line Criminal History Transcript CII (record)#” field and hit Send Msg.
Print the response. If there is only a California record, the response will state “California Only.” If it does not state “California Only Record” then you will need to run the III mask, using the FBI number.
INTERSTATE IDENTIFICATION INDEX (III)
Copy the FBI number from the CII record and paste that into the III Mask per below. If you do not have an FBI number, you can enter the defendant’s name and other information instead, in the Index Inquiry field shown below. The “Purpose” field is mandatory, enter a C for Criminal Justice purpose. The Officer and Division Requesting Record field is a mandatory field. Put in the officer’s last name, your initials and the P number of the defendant. Do not use commas or dashes.
USRAPS SCREEN
If you need to query another state for any records, use the USRAPS screen.
In this screen you would enter the 2 letter state designation in the blue field, and then enter the name info in the IQ query. This response will give you the SID# (state id number). Once you have that you can enter it in the FQ query area. The “Purpose” field is also mandatory, enter a C for criminal justice purpose and hit Send. You use the IQ query to get the state ID number and then use the FQ query to retrieve the entire criminal record.
POINT TO POINT for Sending HOLDS/RELEASES
Use the PTP mask to send a message to the jail to place or release probation holds.
The Group Codes-California Destinations should fill automatically with the Sheriff mnemonic (SLU0) and your personal terminal mnemonic (in this example, AXNZ, yours will be different). This allows a copy of the message to be returned to your terminal for the case file. The first 4 character mnemonic in the upper left corner is your GUS mnemonic, the next 4 character mnemonic is your CLETS mnemonic. The GUS mnemonic is your individual terminal ID. This is an internal number that is not used by CLETS or NLETS. The CLETS mnemonic is issued by the Dept of Justice and is used to identify your agency and location. All messages sent to and from CLETS use this mnemonic.
All CLETS inquiries require logging. If you are running an inquiry based on a subject in the Monitor database, open up the journal for that person and make an entry for the CLETS. If you are running an inquiry for any other reason and the person is not in the Monitor system, log the inquiry in your personal log (you will need to create a personal electronic log in Word or Excel.)
For additional information or inquiries regarding CLETS, visit the DOJ’s CLEW website at https://clew.doj.ca.gov/user/register and register for an account.