Chris will circulate the question internally to see what perspectives folks may have about when a CODIS hit is deemed official. If necessary, Chris will loop in BJA for interpretation.
Please check the box next to the following questions if the answer is 'yes'.
Please enter the applicable Event Date if there is an Event associated with this TTA.
When entering an Event Date, the Time is also required.
If the TTA is targeted to a particular audience or location, please complete the questions below.
Milestones are an element, activity, work product, or key task associated with completing the TTA (e.g. kick-off meeting, collect data from stake holders, deliver initial data analysis).
Please complete the fields below, if applicable, to create a milestone for this TTA.
Chris reached back out to Adrienne stating that SAKI sites likely treat this situation differently across the board. Some sites probably view the email communication as the official notification of a CODIS hit, while others may wait until the letter is received.
Chris stated that while reporting the hit in the correct period is important, it is more important that it is reported at all, but not double counted. Chris also mentioned that if they are waiting to initiate investigations until the letter is received, they might want to consider changing their practice to begin investigating upon receiving the email communication. Chris did inquire about what the typical gap in time is between recieving the email and the letter.
Chris and Dr. Patricia Melton held a phone call with Adrienne and representatives from Austin PD to talk through the reporting process for their unique situation.
SAKI TTA told Austin PD that BJA expects them to report CODIS hits when they have the adaquate information to report everything that is required, even if that means reporting an upload and a hit in separate quarters. Ultimately, if Austin PD is not able to report all information regarding a CODIS hit until a new quarter has started, that is okay.
A second phone call will be scheduled to talk through revising any past reports that may include details that aren't in alignment with this thought process.
Chris held a phone call with representatives from Austin PD to talk through how to best report CODIS hits when they receive the preliminary notice in one reporting period and the official letter (with all reporting materials) in the subsequent reporting period.
Chris provided guidance based upon Wisconsin's previous PMT discussions to state that Austin should report the CODIS hit in the reporting period in which the official letter is received with all of the data that should be reported. If the CODIS upload and the CODIS hit letter take place in different reporting periods, they should keep separate records and contact the PMT team to edit this on the back end since they aren't able to enter in a number of CODIS hits without entering at least 1 CODIS upload on the PMT reports.
Austin expressed extreme concern with this suggestion since they have not been reporting CODIS hits if the CODIS upload took place in a previous reporting period. Reporting all CODIS hits would then "double or triple" then number of overall hits they report.
Chris will check with SAKI TTA leadership and BJA to see how they would like Austin to proceed. Austin would have to go back and edit previous PMT reports if they are supposed to go off of the new guidance provided by SAKI TTA.
Austin representatives, Chris, Pattie Melton, and two OJP representatives held a phone call to discuss next steps for Austin's SAKI PMT questions.
Ashley Russell and Mike Adams from OJP helped answer questions for Austin's SAKI team. Austin is to report ALL CODIS hits on SAKI cases, even if the CODIS upload and the CODIS hit took place in separate reporting periods. If they have hits to report, but no uploads to report, they are to enter a "1" in the upload spot, but then email Mike Adams on the back end to manually fix the report. This will increase the number of hits they report significantly, and require Austin to go back to previous reports and figure out how many hits they now should report that were missed before. Those "missed" hits will be reported on future reporting forms, most likely in one large batch.
Please respond to the Performance Metrics below. The Performance Metrics questions are based on the TTA Type indicated in the General Information section of the TTA.
Please submit a signed letter of support from your agency’s executive or other senior staff member. The letter can be emailed to or uploaded with this request. The letter should be submitted on official letterhead and include the following information:
- General information regarding the request for TTA services, i.e., the who, what, where, when, and why.
- The organizational and/or community needs specific to the request for TTA services.
- The benefits or anticipated outcomes from the receipt of TTA services.
By submitting this application to BJA NTTAC, I understand that upon approval of this application for TTA, the requestor agrees to keep BJA NTTAC informed of any circumstances that may impact the delivery of the TTA, including changes in the date of the event, event cancellation, or difficulties communicating with the assigned TTA provider.
Please call [site:phone] if you need further assistance completing this application.