The Juvenile Justice Training Academy (JJTA) supports learning and provides training resources to an array of individuals involved in the delivery of juvenile justice in Texas.
JJTA advocates for resources for juvenile justice professionals within and outside the agency and commits to deliver relevant and applicable instruction to potential, new, and current individuals in juvenile justice. JJTA sustains its collaborative relationships through shared communication and guidance between TJJD and our county partners.
For training questions, questions about the JJTA, or to be connected to an agency team member, please see the contacts below on this page.
Sponsored Trainings
TJJD Sponsored or Co-Sponsored Training Opportunities will be posted here when available.
Visit the Regional Training Portal to search training programs by topic, date, region, or keyword.
You may also request a training opportunity to be listed in the Regional Training Portal by visiting the Training Submission Portal. To access the portal, call the TJJD Training Department at (512) 490-7628.
Motivational Interviewing
Andy Fazzio | Facilitator and Trainer
Andy has worked in the criminal justice field for over 25 years in various positions. Andy worked in Oregon for the Oregon Youth Authority for over 15 years. Andy has extensive experience working on a team to design and train curriculum for juvenile as well as adult assessment tools and evidence-based communication methods such as Motivational Interviewing. He has trained all of what used to be called TYC in the PACT, Case Planning and Motivational Interviewing as well as many counties in Texas. Presently, Andy works as a training specialist providing primarily Motivational Interviewing around the agency, parole, probation, facility, JJAEP, county as well as state organizations. Andy currently offers both in-person and virtual events which can be found HERE. Among these are 2-day introductory and booster training events. There are training options to review and discuss coding as well. For questions or to host an event please contact Andy at andrea.fazzio@tjjd.texas.gov
Webinars
Upcoming Webinars
Register for an upcoming webinar by choosing a link below.
| WEBINAR | DATE | HOURS | HANDOUT |
| Fraternization and Manipulation: Do We Understand Our Boundaries? | October 15, 2024 | 2 Hours Management | |
| Best Practices to Prevent Occupational Exposure to Illicit Drugs | October 17, 2024 | 2 Hours Management | |
| Fentanyl Facts | October 30, 2024 | 2 Hours Management | |
| Effective Written Communication: Writing Skills for Goal Setting, Evaluations and Communications | November 7, 2024 | 2 Hours Management | |
| Keeping Kids Safe Online: A Workshop on Social Media Risks | November 13, 2024 | 2 Hours | |
| Online Safety: Social Media and Our Kids | November 14, 2024 | 2 Hours | |
| Understanding Crowd Psychology: Implications for Policing and Public Order Management in Juvenile Justice | November 26, 2024 | 2 Hours | |
| Tales of Citizens and Hermits: How Small Acts pay big dividends in a Leader’s most Important Relationships | December 3, 2024 | 2 Hours Management | |
| Games and Kids | December 18, 2024 | 1.50 Hours |
Recurring Webinars
Training Tuesdays with Texas Prevention and Early Intervention
Join experts in Prevention and Early Intervention from the Texas Department of Family and Protective Services each Tuesday from 2:00 – 3:00 p.m. as they explore current, relavent topics with PEI speakers and guest experts.
Archived Webinars
Business/Management
Community & Family
Facilities
FLUXX Grant Programs
General Topics
ICIS Microlearning Series
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.
ICJ
| WEBINAR | DATE RECORDED | HOURS | SUPPORTING DOCS |
| ICJ: Supervision and Extradition for Probation Departments | August 7, 2024 | 2 Hours Management | Handout |
| Interstate Compact Placement of Children | January 21, 2021 | 1.00 | None |
JCMS/JMT
| WEBINAR | DATE RECORDED | HOURS | SUPPORTING DOCS |
| Excel for Ad Hoc Reports | November 7, 2017 | 1.00 | Presentation, Handout, Survey |
| Funding Source Data Reporting | October 8, 2015 | 2.00 | FAQ, Handout, Matrix, Presentation |
| Mental Health Data Entry | November 29, 2016 | 2.00 | Handout |
JJAEP
Mental Health/Treatment
Motivational Interviewing
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
START
| WEBINAR | DATE RECORDED | HOURS | SUPPORTING DOCS |
| START Webinar Series Part 1: Communicable Diseases | April 7, 2020 | 0.25 | None |
| START Webinar Series Part 2: Standard vs. Universal Precautions | April 7, 2020 | 0.25 | None |
| START Webinar Series Part 3: Routine Cleaning – Disinfecting – Terminal Cleaning | April 7, 2020 | 0.25 | None |
| START Webinar Series Part 4: Safety Data Sheets (SDS) | April 7, 2020 | 0.25 | None |
| START Webinar Series Part 5: Adverse Consequences | April 7, 2020 | 0.25 | None |
The Texas Model
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.
TJJD Basics
| WEBINAR | DATE RECORDED | HOURS | SUPPORTING DOCS |
| Determinate Offenders vs Indeterminate Offenders | May 27, 2022 | 0.75 | Presentation |
| Day in the Life of TJJD Youth | July 6, 2022 | 0.75 | Presentation |
| Intake Assessments and Treatment Programs | Wednesday June 22 | 1.00 | Presentation |
| Intake Procedure | June 8, 2022 | 0.50 | Presentation |
| Parole/Halfway House/Contract Care | August 5, 2022 | 1.00 | Presentation |
| Release Review Panel | July 19, 2022 | 1.00 | Presentation |
| Feb. 14, 2023 | 1.00 (1.00 Management) | Handout | |
| Treating Sexual Behavior Problems: Treatment Concepts and Interventions within TJJD’s Secure Settings | August 24, 2022 | 1.00 | Presentation |
Professional Training
Advisory: The following training resources correlate to specific training topics some of which may be required under Texas Juvenile Justice Department standards. The information contained in these presentations has been made available as a public service to juvenile justice practitioners as an example instructional tool to be utilized in departmental, regional or interagency trainings. The presentation modules have been prepared and compiled as a useful reference resource for trainers or juvenile justice practitioners wishing to gain a general understanding of a specific mandatory topic, but they are NOT to be construed as a comprehensive or original source of administrative or statutory law or other juvenile justice related-practice or theory. Each user, through independent research, preparation and knowledge, must determine how the information can facilitate and/or enhance the training experience.
Disclaimer: While the TJJD makes reasonable efforts to use reliable, credible resources and to update material contained on this webpage, the TJJD and the State of Texas makes no warranty as to the accuracy, reliability or completeness of the information and shall not be liable for any errors, omissions or the failure to keep this information current. The availability of the resources contained on this webpage does not constitute such a warranty. This information has been provided by TJJD on the basis that the user will assume all risks associated with its use and sole responsibility for checking the accuracy, completeness and/or suitability of the materials provided.
For questions or comments regarding professional training, please contact us at (512) 490-7628 or juvenilejusticetrainingacademy@tjjd.texas.gov.
Juvenile Probation Officer Topics
Basic Mandatory Curricula
Click on the links below to view training materials for each topic.
Abuse, Neglect, and Exploitation: Identification | Reporting | Prevention
Adolescent Development and Behavior
Code of Ethics and Disciplinary Proceedings
Courtroom Proceedings and Dispositional Recommendations
Cultural Competency
Healing Within: A Guide to Juvenile Mental Health Wellness
Officer Safety: Stay Alert, Don’t Get Hurt
Personalized Case Management
Prison Rape Elimination Act: Purpose and Goals
Suicide Prevention and Intervention
Texas Family Code and Related Law
The Role of a Juvenile Probation Officer
Trauma Informed Care
Understanding Professional Liability
Review Activities
JPO Basic Review Jeopardy Game
(not required, discretionary review activity)
JPO/JSO Basic Alternate Review Activity
(not required, discretionary review activity)
E-learning Courses
1 hour credit each, unless otherwise noted.
These e-learning courses are provided as an alternative to a live training presentation. The Juvenile Justice Training Academy does not guarantee that this option is in any way more or less suitable to prepare the trainee for the performance of their job duties. It is the sole responsibility of the employer to ensure that trainees are adequately prepared for the TJJD certification exam. Scenarios may be included, however, activities have been removed when interaction or engagement with others would be required. Scenarios, if used, are to evaluate comprehension of the material by the trainee and not intended to provide examples from the certification exam. Upon completion of viewing this e-learning course, the employer is responsible for completing any and all necessary documentation that the training on this mandatory topic was completed by the trainee. No certificate will be generated after viewing this e-course.
Juvenile Probation Officers and Juvenile Supervision Officers may document their participation in a Texas Juvenile Justice Department (TJJD) sponsored e-learning course utilizing TJJD’s Credit for Webinar or E-Learning Course. TJJD does not provide additional documentation that verifies your participation or attendance for instruction. Documentation may be used to assist with tracking hours for certification of officers. It is the responsibility of the employing department or facility to maintain a record of an employee’s earned training hours in accordance with department/facility policies and procedures and TJJD administrative rules.
- Abuse, Neglect, and Exploitation: Identification | Reporting | Prevention
Listen | Participant Guide | 2.0 Hour - Adolescent Development and Behavior
Listen | Participant Guide | 1.0 Hour - Code of Ethics and Disciplinary Proceedings
Listen | Participant Guide | 1.0 Hour - Courtroom Proceedings and Dispositional Recommendations
Listen | Participant Guide | 1.0 Hour - Cultural Competency
Listen | Participant Guide | 2.25 Hour - Foundations of Juvenile Law: Texas Family Code and Related Laws
Listen | Participant Guide | 1.5 Hour - Healing Within: A Guide to Juvenile Mental Health Wellness
Listen | Participant Guide | 2.5 Hour - Officer Safety: Stay Alert, Don’t Get Hurt
Listen | Participant Guide | 3.0 Hour - Personalized Case Management: Using Research to Guide Juvenile Supervision
Listen | Participant Guide | Recording Time and Offline Work 5.0 Hours - Prison Rape Elimination Act: Purpose and Goals
Listen | Participant Guide | 1.0 Hour - Suicide Prevention and Intervention
Listen | Participant Guide | 1.0 Hour - The Role of the Juvenile Probation Officer
Listen | Participant Guide | 1.0 Hour - Trauma Informed Care
Listen | Participant Guide | 2.0 Hours - Understanding Professional Liability
Listen | Participant Guide | 1.0 Hour
Juvenile Supervision Officer Topics
Basic Mandatory Curricula
For questions or comments regarding JPO curriculum, please send a message to juvenilejusticetrainingacademy@tjjd.texas.gov
Abuse, Neglect, and Exploitation: Identification I Reporting I Prevention
Adolescent Development and Behavior
Code of Ethics and Disciplinary Proceedings
Communicable Diseases
Cultural Competency
Healing Within: A Guide to Juvenile Mental Health Wellness
Juvenile Rights
Prison Rape Elimination Act: Purpose and Goals
Suicide Prevention and Intervention
Texas Family Code and Related Law
Trauma Informed Care
Understanding Professional Liability
Review Activities
JPO/JSO Basic Alternate Review Activity
JSO Basic Review Quiz Time Game
E-learning Courses
1 hour credit each, unless otherwise noted
These e-learning courses are provided as an alternative to a live training presentation. The Juvenile Justice Training Academy does not guarantee that this option is in any way more or less suitable to prepare the trainee for the performance of their job duties. It is the sole responsibility of the employer to ensure that trainees are adequately prepared for the TJJD certification exam. Scenarios may be included, however, activities have been removed when interaction or engagement with others would be required. Scenarios, if used, are to evaluate comprehension of the material by the trainee and not intended to provide examples from the certification exam. Upon completion of viewing this e-learning course, the employer is responsible for completing any and all necessary documentation that the training on this mandatory topic was completed by the trainee. No certificate will be generated after viewing this e-course.
Juvenile Probation Officers and Juvenile Supervision Officers may document their participation in a Texas Juvenile Justice Department (TJJD) sponsored e-learning course utilizing TJJD’s Credit for Webinar or E-Learning Course. TJJD does not provide additional documentation that verifies your participation or attendance for instruction. Documentation may be used to assist with tracking hours for certification of officers. It is the responsibility of the employing department or facility to maintain a record of an employee’s earned training hours in accordance with department/facility policies and procedures and TJJD administrative rules.
- Abuse, Neglect, and Exploitation: Identification | Reporting | Prevention
Listen | Participant Guide | 2.0 Hour - Adolescent Development and Behavior
Listen | Participant Guide | 1.0 Hour - Code of Ethics and Disciplinary Proceedings
Listen | Participant Guide | 1.0 Hour - Communicable Diseases
Listen | Participant Guide | 1.0 Hour - Cultural Competency
Listen | Participant Guide | 2.25 Hour - Foundations of Juvenile Law: Texas Family Code and Related Laws
Listen | Participant Guide | 1.5 Hour - Healing Within: A Guide to Juvenile Mental Health Wellness
Listen | Participant Guide | 2.5 Hour - Juvenile Rights
Listen | Participant Guide | 1.0 Hour - Prison Rape Elimination Act: Purpose and Goals
Listen | Participant Guide | 1.0 Hour - Suicide Prevention and Intervention
Listen | Participant Guide | 1.0 Hour - Trauma Informed Care
Listen | Participant Guide | 2.0 Hours - Understanding Professional Liability
Listen | Participant Guide | 1.0 Hour
Community Activities Officer Topics
REQUIRED CURRICULA PROVIDED BY TJJD (Other required topics should be coordinated and/or provided by the department.)
- Trauma Informed Care
Listen | Participant Guide | 2.0 Hours - Code of Ethics and Disciplinary Proceedings
Listen | Participant Guide | 1.0 Hour
Level II Hearings
- Level II Hearing Online Training
Listen | Participant Guide | 1.0 Hour
UTMB Medical Staff
In accordance with agency policy, TJJD UTMB medical staff are required to take the Prison Rape Elimination Act E-Course annually. Once you have successfully completed the course, please print the certificate of completion for your records. Approximately one week later, your information will be provided to TJJD’s Medical Services administration as verification the course was successfully passed and you are in compliance with this required training. If you have questions about this e-Course or the instructions provided, please email the Juvenile Justice Training Academy.
TJJD Volunteers
Once you have successfully completed the course, please print the certificate of completion for your records. Information regarding the successful completion of the course will be provided to TJJD’s Family, Community, and Chaplaincy Programs administration. If you have questions about this e-Course or the instructions provided, please email the Juvenile Justice Training Academy.
Additional Free Online Learning
- GovLoop Academy offers free, practical and impactful online learning experiences to federal, state, and local government innovators to help them do their jobs better. Courses have been created in career development, citizen engagement, cloud, communications, finance, human resources, innovation, leadership and management, mentoring, procurement, project management and technology. Registration and creation of an account is required to ensure your employment with a governmental entity.
- Microsoft Virtual Academy provides free, online training to help individuals learn the latest technology, build their skills, and advance their careers. Whether you need training in Microsoft Office products such as Word, Excel, PowerPoint or SharePoint, or need to advance your skills in database configurations, servers and anything in between.
- National Criminal Justice Training Center (of Fox Valley Technical College) offers a free on demand learning platform that has self-paced courses and/or live or recorded webinars. To access the material, click on the orange “subscribe” button. It will redirect you to a registration page where you create a student account and once you have done that you register for access to the On Demand site. Once your registration is vetted (verifying you are a criminal justice professional, have a valid email address, etc.), you will receive an email with instructions on how to log into Blackboard and access all the On Demand Learning that is offered.
- National Institute of Corrections (NIC) Learning Center provides free learning and education to staff of state, local and federal corrections. Topics include leadership, jail and prison programming, offender reentry, and corrections mental health. For new users, an account must be created in order to take advantages of the courses provided.
Certification & ICIS
Certification FAQ
How do I download a Request Authorization Form?
To download form AEU-120 follow this link.
How can I determine if a training meets the requirement for getting certification hours?
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.
My ICIS link won’t work!
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.
How Do I _____ in ICIS?
Please check the ICIS Application FAQ; it is available as a tab here and under HELP in ICIS. Most ICIS questions are answered here.
How can I verify that I’ve taken an online webinar?
We do not offer certificates for our Webinars. Live webinars will usually send you a form to document your attendance. To document that you completed an archived Webinar on our website, you can use this form:
Where can I get more information about the certification exam?
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: Chris.ellison@tjjd.texas.gov.
How many hours are needed for certification?
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.
Where is my application?
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.
ICIS Application FAQ
Creating a File
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.
Create a New Training
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.
Mandatory Topics
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.
Adding Personnel to Training Roster
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.
Removing Personnel from Training
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.
Copying a Training
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.
Deleting a Training
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.
Editing an Officer’s Training
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.”
Correcting an Error in a Training Event
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.
Rollover Trainings
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.
Criminal History Checks
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.
Criminal History Checks for Certification Renewal
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
Military Discharge Papers
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.
Changing the Name of an Officer
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.
Transfer an Officer
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.
Rehire Process
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.
Archive or Separate from Employment
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.
Contact Information
We are available to help with any questions or concerns; for the fastest response, contact the training staff that best fits your needs.
For General Information
Please select the email below that corresponds to the area of inquiry you have a question about.
- Interpreting TAC 344 Educational and Transcript Requirements (verify “meets qualifications” status), Mandatory Topic Trainings — Chris Ellison at chris.ellison@tjjd.texas.gov
- Mandatory Topic Trainings, Training Hours Approval, Certification Exam Results from Classmarker — John Kinsey at john.kinsey@tjjd.texas.gov
- Arrests, Criminal Background Checks and Requests for Applicant Review — Kaci Singer at legalhelp@tjjd.texas.gov
- Texas Administrative Code (TAC) Standards Interpretation — Scott Friedman at scott.friedman@tjjd.texas.gov
- Technical and Data Entry Issues Specific to an Application — Diane Laffoon at certificationofficer@tjjd.texas.gov
- Questions related to Certification Applications or ICIS Database — Email: certificationofficer@tjjd.texas.gov
- Questions about ICIS Access, ICIS Passwords, Technical Issues — Email: enterprisesupport@tjjd.texas.gov
For DPS Fingerprinting Information; FAST Process; and FACT Clearinghouse
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