Juvenile Justice Training Academy

STOP! Please read the information below first.

If you are NOT an employee of TJJD, then this webinar series is not intended for you. This series does not apply to local travel policy for counties and should not be used by individuals that are not employed by TJJD.

However, if you are an employee of TJJD, then welcome to the Traveling with Joy microlearning webinar series. This series is intended to provide a virtual introduction and explanation option for a new agency employee with a goal to understand the various processes and forms related to travel requests. Please keep in mind that the final determination for compliance with the rules for state business travel is with accounting and the fiscal division within TJJD. You should always consult with your direct supervisor and local business office for specific questions about your travel event that most likely will be beyond the scope of this series.

The series is organized to start with the recording, How to Complete the ACC-350, and then view the remaining four recordings. That being said, you are certainly welcome to access single recordings as a refresher. You may watch the recordings as often as you like. Tenured staff are welcome to watch these recordings as well. A handout is also provided. This series is provided to help navigate the travel request process and is not intended to be a training requirement for TJJD staff.

Finally, a thank you is owed to the creator and narrator of this microlearning series, Joy Coward, without her work this series would not have been possible.

• Handout
• How to Complete the ACC-350
• How to Complete the ACC-368 and ACC-369
• How to Make Reservations
• How to Complete the ACC-323
• How to Put it all Together

ICIS Microlearning Series

Integrated Certification Information System
Eligible for Management Hours

The purpose of this microlearning series is to provide an additional resource for current or future authorized users of the Integrated Certification Information System or ICIS web-based platform. The series is intended to provide an option for learning styles that prefer an auditory and visual experience that provides brief manageable segments to learn and the ability to repeat and review the segments at the pace of the learner. Each segment is worth .25 credit hours unless otherwise indicated. You may use the generic form that is included under this tab to document your training. You may watch one episode or the complete series. Return as often as you want to review the series but be advised you should not seek additional training credit hours beyond what is allowed.

ICIS Microlearning Episode I: Definitions and Terms | .25 Hours

ICIS Microlearning Episode II: Login Credentials and Access | .25 Hours
– Integrated Certification Information System (ICIS) User Authorization Request Form (.docx)

ICIS Microlearning Episode III: Major Functions Ribbon | .50 Hours

ICIS Microlearning Episode IV: Get to Know Your Tabs – General | .25 Hours

ICIS Microlearning Episode V: Get to Know Your Tabs – JPO | .25 Hours

ICIS Microlearning Episode VI: Get to Know Your Tabs – JSO/CAO | .25 Hours

ICIS Microlearning Episode VII: Get to Know Your Tabs – MISC. | .25 Hours

ICIS Microlearning Episode VIII: Get to Know Your Tabs – Training Records | .25 Hours

ICIS Microlearning Episode IX: Get to Know Your Tabs – Application History & Competency Exam | .25 Hours

ICIS Microlearning Episode X: Adding an Employee | .25 hours

Generic Form for documentation – download and complete for your records.

Motivational Interviewing Microlearning Webinar Series

Motivational Interviewing | A Journey to Change

The purpose of this ten-part microlearning webinar series is to support staff new to Motivational Interviewing (MI) with reviewing skills recently acquired and to support ongoing practice. In addition, it is intended to be used by more experienced MI users when there is a need to review one or several competencies. This series is not intended to replace attendance at an MI training class. While watching each segment of the series is equivalent to .25 training hours, watching all of the recordings does not indicate you will receive a certificate of completion for Motivational Interviewing.

Motivational Interviewing: A Journey to Change #1

Motivational Interviewing: A Journey to Change #2

Motivational Interviewing: A Journey to Change #3

Motivational Interviewing: A Journey to Change #4

Motivational Interviewing: A Journey to Change #5

Motivational Interviewing: A Journey to Change #6

Motivational Interviewing: A Journey to Change #7

Motivational Interviewing: A Journey to Change #8

Motivational Interviewing: A Journey to Change #9

Motivational Interviewing: A Journey to Change #10

Description and Advisory
The purpose of the Texas Model Series is to discuss different aspects and components of the Texas Model. This 12 part series will talk about attachment, trauma, teamwork, connection, and a variety of different topics that make up the Texas Model.

To download form AEU-120 follow this link.

For pre-approval of training that qualifies for certification/certification renewal credit, please refer to the Texas Administrative Code (TAC) §344.660. If there are still questions, please submit your request to John.Kinsey@tjjd.texas.gov, and include descriptions, website links, or documentation such as lesson plans, or PowerPoint slides. Certificates of completion or sign in sheets are not adequate documentation for this purpose.

If your link to the ICIS log-in page is not working, here are some tips:

Make sure you have the most current link: https://www2.tjjd.texas.gov/loginportal/Account/Login.aspx. If that was the issue, please delete any old bookmarks, favorites or shortcuts with the previous link, and then you can create new ones. If you are still having problems with the new link, you may need to clear out your Internet Explorer browsing history:

• Select “Tools”
• Select “Internet Options”
• Under “Browsing history” select “Delete…”
• Check boxes for: Temporary Internet Files and website files, Cookies and website data, History
• Select “Delete”

If none of these fixes work, please contact our IT help desk: EnterpriseSupport@tjjd.texas.gov.

Please check the ICIS Application FAQ; it is available as a tab here and under HELP in ICIS. Most ICIS questions are answered here.

Documentation for webinars may be emailed to you for live broadcast attendance. For archived webinars, documentation may come to you by email from the ClassMarker platform. If it is an older webinar recording, you can use the document below or your own local training form. In any instance by competing the form you are indicating you watched the webinar in it’s entirety.

• Credit for Webinar or E-Learning Course

To be eligible for certification as a new Juvenile Probation Officers (JPO) or Juvenile Supervision Officers (JSO) individuals must pass the TJJD Certification Exam with a score of 70% or higher. The exam for each certification type covers all applicable Mandatory Topics (JPO or JSO). Departments or facilities that proctor the certification exam must ensure the proctor complies with TJJD’s Proctoring Agreement. If you have additional questions about the exam, please contact john.kinsey@tjjd.texas.gov.

For the Initial Certification Applications, the requirements are: JPO – 80 hours; JSO – 80 hours; and CAO – 40 hours.

For the Renewal Certification Applications, the requirements are: JPO – 60 hours; JSO – 80 hours; and CAO – 40 hours.

Depending on the volume of applications submitted, it may take more time than usual to review an application. Applications that have met all requirements and have been submitted before the renewal date (plus the one month grace period) will not go inactive or expire while pending.  Officers can continue performing their duties, and the certification remains active.

How do I create a file for a new employee?
Log into your ICIS and click on “Add New Employee” in the green box in the upper right. Fill out the form and remember to click “Save” at the bottom of each tab as you go. The employee will then show up under “Personnel” on the blue bar. You continue to add or make changes to the record. To open the file, click on their name.

How do I enter a new training that an officer has just attended?
Click on “Create Training Event” in the box on the upper right. This will take you to the form to create the training. Remember to click “Save” at the bottom of each tab.

Where do I add the mandatory topics covered in a training?
Go to “Training Events” on the blue bar on top where the training was created and click on the training title to open it. If the training is not listed, change the default from “Recent and Upcoming” to “All” on the right. There are 3 tabs: General, Mandatory Topics Covered, and Current Roster. When you click on “Mandatory Topics Covered” you will see a list of topics broken down into General Mandatory (for both JSO and JPO), JPO Mandatory, JSO Mandatory, and Other Required Topics (for JSOs working in a facility).

*Note: The 4 CAO Mandatory topics are marked with an asterisk.* Click on all of the topics that were covered in this particular training. Remember to click “Save” at the bottom when finished.

How do I add a training event to someone’s record in ICIS?
Go to “Training Events” on the blue bar on top, and search for the training you want to add. If you do not see it, click on “All” on the right side (instead of “recent and upcoming”). Open the training by clicking on the title. Then, click on “Add/Remove Personnel to the Roster” link on the upper right side box. You will be directed to the screen with a list of your personnel. Click on the box next to their name(s) on the left side column, and then click on the green arrow pointing to the right. This will put them in the roster, and the training will show up in their individual record(s). Remember to always click “Save” on the bottom of each page.

How do I remove a training from someone’s record in ICIS?
Go to “Training Events” on the blue bar on top, and search for the training you want. Click on “Add/Remove Personnel to the Roster” on the upper right side, then click the box next to their name in the right side column, and click the green arrow pointing to the left, then “Save” on the bottom. This will remove the training from their record.

Is there a way to type a training one time, and then make some changes to it without having to retype everything when it occurs again?
Yes. Open the training you want to copy, and click on “Copy this Training” in the box on the right. This opens a duplicate draft of the training to which you can make changes in any field. Remember to click “Save” at the bottom of each page.

How do I delete a training event?
First, you must remove everyone from the roster. Then click on “Delete this Training” in the right side box. This action is not reversible. Please be certain you want to delete a training before you do this.

How do I edit the credit hours for one officer who did not attend the entire training?
Open the officer’s record, and go to their “Training Records” tab. Click on the training event you want to edit, update the information with the appropriate number of credit hours and click “Save”. These changes will not show up in the general “Training Events.”

How do I correct the date, description, or other information in a training I created?
You must make these types of changes in the “Training Event,” which will then show up in each attendee’s record.

What does the blue round arrow mean next to a training event in an officer’s ICIS record?
The round blue arrow indicates it is a rollover training. When an application is approved, any training that was listed in the officer’s record but was not selected for the certification or renewal application will show up as an available rollover training during the next certification period. You are allowed to use up to 20 hours of rollover trainings for the next renewal period.

What is the FACT Clearinghouse?
The Department of Public Safety (DPS) will set you up with your department’s secure DPS website where your department can conduct its Criminal History Checks. When you send an applicant to be fingerprinted electronically through the FAST System at a DPS vendor’s location, the individual’s record automatically goes into your FACT Clearinghouse, and you will be subscribed to that individual’s record. If the individual is ever arrested, your department will receive an email of the event.

If a certified officer is transferred to our county from another county, do we need to send them to a FAST location to be fingerprinted again?
If you employ an individual who is already certified and in the FAST System under a different juvenile probation department, log in to your secure DPS website and perform a name based search, using their name and date of birth. When the record is located, you can open it and click “Subscribe to this Record.” This will put them in your FACT Clearinghouse.

If an individual works at more than one department, can they both subscribe to their record?
Yes.

If we employ an individual who is in the FAST System under another state agency or different entity, can we conduct the name-based search and subscribe to their record in the FAST System?
If, in their Applicant Details page, you see: “HAS ACTIVE FBI RAP BACK” and “FRB Subscription Confirmed” shows “TRUE,” you can subscribe to their record. If not, they must be electronically fingerprinted at a FAST location. If you are not sure, please contact DPS (information below).

Should we ever unsubscribe to someone’s DPS record in our FACT Clearinghouse?
If an individual in your FACT Clearinghouse leaves employment, you must always unsubscribe to their record.

Are we required to submit any information to DPS to rerun the FBI check for certification renewals?
Anyone who was electronically printed after 1/15/2018 is automatically put in the FBI’s Rap Back. Once an officer is in the FBI Rap Back, there is no longer a need to email DPS to update their record. The officer’s FACT Clearinghouse FBI record will not show a new date unless there is an event. In this case, for certification renewal applications, you can just enter the date you checked as the “Date FAST Criminal History Search Completed” date in ICIS on the “Misc.” tab. This date is good for 6 months from when you submit the application, and this is the only place where the CH gets updated in ICIS (there is also a “FACT Subscription Date” on the first ‘General’ tab, and that date remains the same throughout their employment with you).

For officers printed between 6/1/2015 – 1/15/2018, they are eligible for the FBI Rap Back, and there is no need for them to be printed again. If you’re not sure if the officer is already in the FBI Rap-Back, please contact DPS to ask. Here is the contact information for DPS:

DPS Crime Records Services
CH records check process; county codes; access to Secure DPS website; or updating an FBI CH Check:
(512) 424-2365, option 6
Fax: 512-424-2706
fingerprint.service@dps.texas.gov

FAST Fingerprint Locations
To schedule appointments for the FAST electronic fingerprints
Website: https://uenroll.identogo.com
Customer service center: 888-467-2080

Questions about Rap Back or FACT Clearinghouse
Rap Back Unit, TXDPS – Rap Back Specialist
512-424-2746
Email: rapbackunit@dps.texas.gov

What should we do if an applicant cannot locate their form for separation from the military?
If the applicant is unable to locate the form, the individual may request a copy by following the steps described on the military service records page at www.archives.gov. If the form indicates a discharge status other than “Honorable” discharge, the department shall print and complete another standard form located on the military service records page at www.archives.gov and fax to the number indicated to request additional information. The applicant must first sign the form to authorize release of the information to the department.

How long will it take to receive additional information on the discharge?
The archives website states they should have the additional information to you within 2 weeks. However, if the additional information on the discharge has not been received in a timely fashion, you may request an extension to allow more time. Verification that the request for information may be requested prior to the extension being granted.

Does a “General under Honorable Conditions” separation qualify as an “Honorable Discharge”?
No. You must obtain additional detailed information for any discharge status other than “Honorable.”

Does the discharge paper requirement apply only to initial certifications, or does it apply to certification renewals as well?
If a certified officer is called to active duty during a certification period, verification that the officer was honorably discharged will be required and a copy of their separation papers should be provided to you upon their return to work.

How do I change the name of a certified officer in ICIS?
Go to “Current Certified Officers” under “Personnel” on the blue bar on top. Open the officer’s record by clicking on their name. Change the name in their record and click “Save” at the bottom. Then, click on “Notify TJJD of Name Change” on the lower right box.

What if I want to hire a certified officer who used to work at a different county?
Contact the last county of employment and ask them to transfer the officer. They must have separated the officer from employment to do this. Then they will go into their “Archived Personnel” list and open the record. There is a link on the right bottom box that says “Transfer Employee.”

You will go to “Pending” on the blue bar in your ICIS, and click on “Transfer.” You should see the officer’s name and you have the option of accepting or denying the transfer. Once accepted, you will be directed to a Transfer Request form, which you fill out and submit. When the request is approved you will receive a confirmation email from TJJD’s Certification Officer and the record will appear as employed with your county and will be placed on your Current Certified Personnel list.

*If a certified JSO is hired by a department or a private facility other than where the officer received his or her certification, before they may perform the duties at the new facility, the officer must receive facility-specific training in the topics found in Chapter 343.429.

If a certified officer leaves employment and was separated in ICIS, then returns to work, how do we show the individual as currently employed again?
Go into your “Archived Personnel” list under “Personnel” on the blue bar and locate their record. Click their name to open their file. On the upper right corner you will see “This employee is not employed in the current organization…” Click on “What are my options?” From there, you can click on the “Rehire processing” link. This will bring up a Transfer Request form to fill out, and submit. Once the transfer request is approved, ICIS will automatically mark the record as employed in your county and move the file to your “Current Certified Personnel” list.

Should I use the “Archive” or “Separate from Employment” link if an individual leaves employment?
If an individual was never certified, click on “Archive Employee Record.” If, however, they were a certified officer, you must notify TJJD of their separation within 10 days. To do this, click on “Separate from Employment” located in the box near the bottom right side. This will bring up a short form to submit. Once submitted, ICIS will automatically mark the record as “Not Employed” and move it to your Archived Personnel list under “Personnel” on the blue bar.

What if the “Separate from Employment” link is not highlighted and I cannot click on it?
That means you do not have the level of authorization in ICIS to perform that function. Every Chief Administrative Officer has full access in ICIS, and if they would like to designate someone to be able to separate an individual from employment, they can email TJJD to request granting that level of authorization for them.

What should we do if someone who had authorization to use TJJD’s programs leaves employment?
If an individual who had access to any of TJJD’s applications leaves employment, you must notify TJJD as soon as possible.