Attachments to NPRP with TOC

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The National Pretrial Reporting Program

Attachments to NPRP with TOC

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Contents

Contents 1

Attachment 1 - 34 USC 10132 3

Attachment 2A – Data Extract Guide for Courts 10

Attachment 2B – Data Extract Guide for Pretrial Services Agencies 26

Attachment 3 – NPRP 60 Day Notice 45

Attachment 4 – NPRP 30 Day 49

Attachment 5 – Introduction Letter 53

Attachment 5A – FAQs 55

Attachment 6 – Request for Data 57

6a. RTI/NCSC Data Contact Outreach – EMAIL or MAIL Request with prior indication in data capacity interview that they may participate. 57

6b. RTI/NCSC Data Contact Outreach – EMAIL or MAIL Request with no prior contact or refusal to participate in data capacity interview 57

6c. Data Transfer Protocol 58

Attachment 7 – Initial Follow-up Script: Email, phone, and voicemail 61

Attachment 8 – Secondary Follow-up scripts 63

8a. Additional follow-up scripts – Email, phone, and voicemail 63

8b. Assess refusals and nonresponders – Email, phone, and voicemail for consistent nonresponders. 65

8c. Data questions that arise while cleaning – Email, phone, and voicemail 67

Attachment 9 – BJS Final Follow-up Script 68

9a. BJS Final Follow-Up 68

9b. Phone Script 69

Attachment 10 – Confirm Data Script 70

Attachment 11 – Thank you 71

Attachment 12 – Closing Script 72

12a. Notification that Data Collection is Closing 72

12b. Notification that Data Collection is Closed 73

Attachment 13 – Tyler Technologies Comments 74

Attachment 14 – Legal Rights Center Comments 76

Attachment 15 – Minnesota Freedom Fund Comments 77

Attachment 16 - Factsheet 78

Attachment 17 – Letter of Support 80



Attachment 1 - 34 USC 10132



34 USC 10132: Bureau of Justice Statistics

Text contains those laws in effect on August 13, 2018

From Title 34-CRIME CONTROL AND LAW ENFORCEMENT

Subtitle I-Comprehensive Acts

CHAPTER 101-JUSTICE SYSTEM IMPROVEMENT SUBCHAPTER III-BUREAU OF JUSTICE STATISTICS

Jump To:

Source Credit References In Text Codification

Prior Provisions Amendments Effective Date Miscellaneous

Shape1


§10132. Bureau of Justice Statistics

  1. Establishment

There is established within the Department of Justice, under the general authority of the Attorney General, a Bureau of Justice Statistics (hereinafter referred to in this subchapter as "Bureau").

  1. Appointment of Director; experience; authority; restrictions

The Bureau shall be headed by a Director appointed by the President. The Director shall have had experience in statistical programs. The Director shall have final authority for all grants, cooperative agreements, and contracts awarded by the Bureau. The Director shall be responsible for the integrity of data and statistics and shall protect against improper or illegal use or disclosure. The Director shall report to the Attorney General through the Assistant Attorney General. The Director shall not engage in any other employment than that of serving as Director; nor shall the Director hold any office in, or act in any capacity for, any organization, agency, or institution with which the Bureau makes any contract or other arrangement under this Act.

  1. Duties and functions of Bureau

The Bureau is authorized to-

    1. make grants to, or enter into cooperative agreements or contracts with public agencies, institutions of higher education, private organizations, or private individuals for purposes related to this subchapter; grants shall be made subject to continuing compliance with standards for gathering justice statistics set forth in rules and regulations promulgated by the Director;

    2. collect and analyze information concerning criminal victimization, including crimes against the elderly, and civil disputes;

    3. collect and analyze data that will serve as a continuous and comparable national social indication of the prevalence, incidence, rates, extent, distribution, and attributes of crime, juvenile delinquency, civil disputes, and other statistical factors related to crime, civil disputes, and juvenile delinquency, in support of national, State, tribal, and local justice policy and decisionmaking;

    4. collect and analyze statistical information, concerning the operations of the criminal justice system at the Federal, State, tribal, and local levels;

    5. collect and analyze statistical information concerning the prevalence, incidence, rates, extent, distribution, and attributes of crime, and juvenile delinquency, at the Federal, State, tribal, and local levels;

    6. analyze the correlates of crime, civil disputes and juvenile delinquency, by the use of statistical information, about criminal and civil justice systems at the Federal, State, tribal, and local levels, and about the extent, distribution and attributes of crime, and juvenile delinquency, in the Nation and at the Federal, State, tribal, and local levels;

    7. compile, collate, analyze, publish, and disseminate uniform national statistics concerning all aspects of criminal justice and related aspects of civil justice, crime, including crimes against the elderly, juvenile delinquency, criminal offenders, juvenile delinquents, and civil disputes in the various States and in Indian country;

    8. recommend national standards for justice statistics and for insuring the reliability and validity of justice statistics supplied pursuant to this chapter;

    9. maintain liaison with the judicial branches of the Federal Government and State and tribal governments in matters relating to justice statistics, and cooperate with the judicial branch in assuring as much uniformity as feasible in statistical systems of the executive and judicial branches;

    10. provide information to the President, the Congress, the judiciary, State, tribal, and local governments, and the general public on justice statistics;

    11. establish or assist in the establishment of a system to provide State, tribal, and local governments with access to Federal informational resources useful in the planning, implementation, and evaluation of programs under this Act;

    12. conduct or support research relating to methods of gathering or analyzing justice statistics;

    13. provide for the development of justice information systems programs and assistance to the States, Indian tribes, and units of local government relating to collection, analysis, or dissemination of justice statistics;

    14. develop and maintain a data processing capability to support the collection, aggregation, analysis and dissemination of information on the incidence of crime and the operation of the criminal justice system;

    15. collect, analyze and disseminate comprehensive Federal justice transaction statistics (including statistics on issues of Federal justice interest such as public fraud and high technology crime) and to provide technical assistance to and work jointly with other Federal agencies to improve the availability and quality of Federal justice data;

    16. provide for the collection, compilation, analysis, publication and dissemination of information and statistics about the prevalence, incidence, rates, extent, distribution and attributes of drug offenses, drug related offenses and drug dependent offenders and further provide for the establishment of a national clearinghouse to maintain and update a comprehensive and timely data base on all criminal justice aspects of the drug crisis and to disseminate such information;

    17. provide for the collection, analysis, dissemination and publication of statistics on the condition and progress of drug control activities at the Federal, State, tribal, and local levels with particular attention to programs and intervention efforts demonstrated to be of value in the overall national anti-drug strategy and to provide for the establishment of a national clearinghouse for the gathering of data generated by Federal, State, tribal, and local criminal justice agencies on their drug enforcement activities;

    18. provide for the development and enhancement of State, tribal, and local criminal justice information systems, and the standardization of data reporting relating to the collection, analysis or dissemination of data and statistics about drug offenses, drug related offenses, or drug dependent offenders;

    19. provide for improvements in the accuracy, quality, timeliness, immediate accessibility, and integration of State and tribal criminal history and related records, support the development and enhancement of national systems of criminal history and related records including the National Instant Criminal Background Check System, the National Incident-Based Reporting System, and the records of the National Crime Information Center, facilitate State and tribal participation in national records and information systems, and support statistical research for critical analysis of the improvement and utilization of criminal history records;

    20. maintain liaison with State, tribal, and local governments and governments of other nations concerning justice statistics;

    21. cooperate in and participate with national and international organizations in the development of uniform justice statistics;

    22. ensure conformance with security and privacy requirement of section 10231 of this title and identify, analyze, and participate in the development and implementation of privacy, security and information policies which impact on Federal, tribal, and State criminal justice operations and related statistical activities; and

    23. exercise the powers and functions set out in subchapter VII.

  1. Justice statistical collection, analysis, and dissemination

    1. In general

To ensure that all justice statistical collection, analysis, and dissemination is carried out in a coordinated manner, the Director is authorized to-

      1. utilize, with their consent, the services, equipment, records, personnel, information, and facilities of other Federal, State, local, and private agencies and instrumentalities with or without reimbursement therefor, and to enter into agreements with such agencies and instrumentalities for purposes of data collection and analysis;

      2. confer and cooperate with State, municipal, and other local agencies;

      3. request such information, data, and reports from any Federal agency as may be required to carry out the purposes of this chapter;

      4. seek the cooperation of the judicial branch of the Federal Government in gathering data from criminal justice records;

      5. encourage replication, coordination and sharing among justice agencies regarding information systems, information policy, and data; and

      6. confer and cooperate with Federal statistical agencies as needed to carry out the purposes of this subchapter, including by entering into cooperative data sharing agreements in conformity with all laws and regulations applicable to the disclosure and use of data.

    1. Consultation with Indian tribes

The Director, acting jointly with the Assistant Secretary for Indian Affairs (acting through the Office of Justice Services) and the Director of the Federal Bureau of Investigation, shall work with Indian tribes and tribal law enforcement agencies to establish and implement such tribal data collection systems as the Director determines to be necessary to achieve the purposes of this section.

  1. Furnishing of information, data, or reports by Federal agencies

Federal agencies requested to furnish information, data, or reports pursuant to subsection (d)(1)(C) shall provide such information to the Bureau as is required to carry out the purposes of this section.


  1. Consultation with representatives of State, tribal, and local government and judiciary

In recommending standards for gathering justice statistics under this section, the Director shall consult with representatives of State, tribal, and local government, including, where appropriate, representatives of the judiciary.

  1. Reports

Not later than 1 year after July 29, 2010, and annually thereafter, the Director shall submit to Congress a report describing the data collected and analyzed under this section relating to crimes in Indian country.

(Pub. L. 90–351, title I, §302, as added Pub. L. 96–157, §2, Dec. 27, 1979, 93 Stat. 1176 ; amended Pub. L. 98–473,

title II, §605(b), Oct. 12, 1984, 98 Stat. 2079 ; Pub. L. 100–690, title VI, §6092(a), Nov. 18, 1988, 102 Stat. 4339 ; Pub.

L. 103–322, title XXXIII, §330001(h)(2), Sept. 13, 1994, 108 Stat. 2139 ; Pub. L. 109–162, title XI, §1115(a), Jan. 5,

2006, 119 Stat. 3103 ; Pub. L. 111–211, title II, §251(b), July 29, 2010, 124 Stat. 2297 ; Pub. L. 112–166, §2(h)(1), Aug.

10, 2012, 126 Stat. 1285 .)

REFERENCES IN TEXT

This Act, referred to in subsecs. (b) and (c)(11), is Pub. L. 90–351, June 19, 1968, 82 Stat. 197 , known as the Omnibus Crime Control and Safe Streets Act of 1968. For complete classification of this Act to the Code, see Short Title of 1968 Act note set out under section 10101 of this title and Tables.

CODIFICATION

Section was formerly classified to section 3732 of Title 42, The Public Health and Welfare, prior to editorial reclassification and renumbering as this section.

PRIOR PROVISIONS

A prior section 302 of Pub. L. 90–351, title I, June 19, 1968, 82 Stat. 200 ; Pub. L. 93–83, §2, Aug. 6, 1973,

87 Stat. 201 ; Pub. L. 94–503, title I, §110, Oct. 15, 1976, 90 Stat. 2412 , related to establishment of State planning agencies to develop comprehensive State plans for grants for law enforcement and criminal justice purposes, prior to the general amendment of this chapter by Pub. L. 96–157.

AMENDMENTS

2012-Subsec. (b). Pub. L. 112–166 struck out ", by and with the advice and consent of the Senate" before period at end of first sentence.

2010-Subsec. (c)(3) to (6). Pub. L. 111–211, §251(b)(1)(A), inserted "tribal," after "State," wherever appearing.

Subsec. (c)(7). Pub. L. 111–211, §251(b)(1)(B), inserted "and in Indian country" after "States".

Subsec. (c)(9). Pub. L. 111–211, §251(b)(1)(C), substituted "Federal Government and State and tribal governments" for "Federal and State Governments".

Subsec. (c)(10), (11). Pub. L. 111–211, §251(b)(1)(D), inserted ", tribal," after "State". Subsec. (c)(13). Pub. L. 111–211, §251(b)(1)(E), inserted ", Indian tribes," after "States".

Subsec. (c)(17). Pub. L. 111–211, §251(b)(1)(F), substituted "activities at the Federal, State, tribal, and local" for "activities at the Federal, State and local" and "generated by Federal, State, tribal, and local" for "generated by Federal, State, and local".

Subsec. (c)(18). Pub. L. 111–211, §251(b)(1)(G), substituted "State, tribal, and local" for "State and local".

Subsec. (c)(19). Pub. L. 111–211, §251(b)(1)(H), inserted "and tribal" after "State" in two places. Subsec. (c)(20). Pub. L. 111–211, §251(b)(1)(I), inserted ", tribal," after "State".

Subsec. (c)(22). Pub. L. 111–211, §251(b)(1)(J), inserted ", tribal," after "Federal".

Subsec. (d). Pub. L. 111–211, §251(b)(2), designated existing provisions as par. (1), inserted par. (1) heading, substituted "To ensure" for "To insure", redesignated former pars. (1) to (6) as subpars. (A) to (F), respectively, of par. (1), realigned margins, and added par. (2).

Subsec. (e). Pub. L. 111–211, §251(b)(3), substituted "subsection (d)(1)(C)" for "subsection (d)(3)".

Subsec. (f). Pub. L. 111–211, §251(b)(4)(B), inserted ", tribal," after "State".

Pub. L. 111–211, §251(b)(4)(A), which directed insertion of ", tribal," after "State" in heading, was executed editorially but could not be executed in original because heading had been editorially supplied.

Subsec. (g). Pub. L. 111–211, §251(b)(5), added subsec. (g).

2006-Subsec. (b). Pub. L. 109–162, §1115(a)(1), inserted after third sentence "The Director shall be responsible for the integrity of data and statistics and shall protect against improper or illegal use or disclosure."

Subsec. (c)(19). Pub. L. 109–162, §1115(a)(2), amended par. (19) generally. Prior to amendment, par.

(19) read as follows: "provide for research and improvements in the accuracy, completeness, and inclusiveness of criminal history record information, information systems, arrest warrant, and stolen

vehicle record information and information systems and support research concerning the accuracy, completeness, and inclusiveness of other criminal justice record information;".

Subsec. (d)(6). Pub. L. 109–162, §1115(a)(3), added par. (6).

1994-Subsec. (c)(19). Pub. L. 103–322 substituted a semicolon for period at end.

1988-Subsec. (c)(16) to (23). Pub. L. 100–690 added pars. (16) to (19) and redesignated former pars.

(16) to (19) as (20) to (23), respectively.

1984-Subsec. (b). Pub. L. 98–473, §605(b)(1), inserted provision requiring Director to report to Attorney General through Assistant Attorney General.

Subsec. (c)(13). Pub. L. 98–473, §605(b)(2)(A), (C), added par. (13) and struck out former par. (13) relating to provision of financial and technical assistance to States and units of local government relating to collection, analysis, or dissemination of justice statistics.

Subsec. (c)(14), (15). Pub. L. 98–473, §605(b)(2)(C), added pars. (14) and (15). Former pars. (14) and

(15) redesignated (16) and (17), respectively.

Subsec. (c)(16). Pub. L. 98–473, §605(b)(2)(A), (B), redesignated par. (14) as (16) and struck out former par. (16) relating to insuring conformance with security and privacy regulations issued under section 10231 of this title.

Subsec. (c)(17). Pub. L. 98–473, §605(b)(2)(B), redesignated par. (15) as (17). Former par. (17) redesignated (19).

Subsec. (c)(18). Pub. L. 98–473, §605(b)(2)(D), added par. (18).

Subsec. (c)(19). Pub. L. 98–473, §605(b)(2)(B), redesignated former par. (17) as (19).

Subsec. (d)(1). Pub. L. 98–473, §605(b)(3)(A), inserted ", and to enter into agreements with such agencies and instrumentalities for purposes of data collection and analysis".

Subsec. (d)(5). Pub. L. 98–473, §605(b)(3)(B)–(D), added par. (5).

EFFECTIVE DATE OF 2012 AMENDMENT

Amendment by Pub. L. 112–166 effective 60 days after Aug. 10, 2012, and applicable to appointments made on and after that effective date, including any nomination pending in the Senate on that date, see section 6(a) of Pub. L. 112–166, set out as a note under section 113 of Title 6, Domestic Security.

EFFECTIVE DATE OF 1984 AMENDMENT

Amendment by Pub. L. 98–473 effective Oct. 12, 1984, see section 609AA(a) of Pub. L. 98–473, set out as an Effective Date note under section 10101 of this title.

CONSTRUCTION OF 2010 AMENDMENT

Pub. L. 111–211, title II, §251(c), July 29, 2010, 124 Stat. 2298 , provided that: "Nothing in this section [amending this section and section 41507 of this title] or any amendment made by this section-

"(1) allows the grant to be made to, or used by, an entity for law enforcement activities that the entity lacks jurisdiction to perform; or

"(2) has any effect other than to authorize, award, or deny a grant of funds to a federally recognized Indian tribe for the purposes described in the relevant grant program."

[For definition of "Indian tribe" as used in section 251(c) of Pub. L. 111–211, set out above, see section 203(a) of Pub. L. 111–211, set out as a note under section 2801 of Title 25, Indians.]

INCLUSION OF HONOR VIOLENCE IN NATIONAL CRIME VICTIMIZATION SURVEY

Pub. L. 113–235, div. B, title II, Dec. 16, 2014, 128 Stat. 2191 , provided in part: "That beginning not later than 2 years after the date of enactment of this Act [div. B of Pub. L. 113–235, Dec. 16, 2014], as part of each National Crime Victimization Survey, the Attorney General shall include statistics relating to honor violence".

STUDY OF CRIMES AGAINST SENIORS

Pub. L. 106–534, §5, Nov. 22, 2000, 114 Stat. 2557 , provided that:

"(a) IN GENERAL.-The Attorney General shall conduct a study relating to crimes against seniors, in order to assist in developing new strategies to prevent and otherwise reduce the incidence of those crimes.

"(b) ISSUES ADDRESSED.-The study conducted under this section shall include an analysis of- "(1) the nature and type of crimes perpetrated against seniors, with special focus on-

"(A) the most common types of crimes that affect seniors;

"(B) the nature and extent of telemarketing, sweepstakes, and repair fraud against seniors;

and

"(C) the nature and extent of financial and material fraud targeted at seniors;

"(2) the risk factors associated with seniors who have been victimized;

"(3) the manner in which the Federal and State criminal justice systems respond to crimes against seniors;

"(4) the feasibility of States establishing and maintaining a centralized computer database on the incidence of crimes against seniors that will promote the uniform identification and reporting of such crimes;

"(5) the effectiveness of damage awards in court actions and other means by which seniors receive reimbursement and other damages after fraud has been established; and

"(6) other effective ways to prevent or reduce the occurrence of crimes against seniors."

INCLUSION OF SENIORS IN NATIONAL CRIME VICTIMIZATION SURVEY

Pub. L. 106–534, §6, Nov. 22, 2000, 114 Stat. 2557 , provided that: "Beginning not later than 2 years after the date of enactment of this Act [Nov. 22, 2000], as part of each National Crime Victimization Survey, the Attorney General shall include statistics relating to-

"(1) crimes targeting or disproportionately affecting seniors;

"(2) crime risk factors for seniors, including the times and locations at which crimes victimizing seniors are most likely to occur; and

"(3) specific characteristics of the victims of crimes who are seniors, including age, gender, race or ethnicity, and socioeconomic status."

CRIME VICTIMS WITH DISABILITIES AWARENESS

Pub. L. 105–301, Oct. 27, 1998, 112 Stat. 2838 , as amended by Pub. L. 106–402, title IV, §401(b)(10), Oct.

30, 2000, 114 Stat. 1739 , provided that:

"SECTION 1. SHORT TITLE.

"This Act may be cited as the 'Crime Victims With Disabilities Awareness Act'.

"SEC. 2. FINDINGS; PURPOSES.

"(a) FINDINGS.-Congress finds that-

"(1) although research conducted abroad demonstrates that individuals with developmental disabilities are at a 4 to 10 times higher risk of becoming crime victims than those without disabilities, there have been no significant studies on this subject conducted in the United States;

"(2) in fact, the National Crime Victim's Survey, conducted annually by the Bureau of Justice Statistics of the Department of Justice, does not specifically collect data relating to crimes against individuals with developmental disabilities;

"(3) studies in Canada, Australia, and Great Britain consistently show that victims with developmental disabilities suffer repeated victimization because so few of the crimes against them are reported, and even when they are, there is sometimes a reluctance by police, prosecutors, and judges to rely on the testimony of a disabled individual, making individuals with developmental disabilities a target for criminal predators;

"(4) research in the United States needs to be done to-

"(A) understand the nature and extent of crimes against individuals with developmental disabilities;

"(B) describe the manner in which the justice system responds to crimes against individuals with developmental disabilities; and

"(C) identify programs, policies, or laws that hold promises for making the justice system more responsive to crimes against individuals with developmental disabilities; and

"(5) the National Academy of Science Committee on Law and Justice of the National Research Council is a premier research institution with unique experience in developing seminal, multidisciplinary studies to establish a strong research base from which to make public policy.

"(b) PURPOSES.-The purposes of this Act are-

"(1) to increase public awareness of the plight of victims of crime who are individuals with developmental disabilities;

"(2) to collect data to measure the extent of the problem of crimes against individuals with developmental disabilities; and

"(3) to develop a basis to find new strategies to address the safety and justice needs of victims of crime who are individuals with developmental disabilities.

"SEC. 3. DEFINITION OF DEVELOPMENTAL DISABILITY.

"In this Act, the term 'developmental disability' has the meaning given the term in section 102 of the Developmental Disabilities Assistance and Bill of Rights Act of 2000 [42 U.S.C. 15002].

"SEC. 4. STUDY.

"(a) IN GENERAL.-The Attorney General shall conduct a study to increase knowledge and information about crimes against individuals with developmental disabilities that will be useful in developing new strategies to reduce the incidence of crimes against those individuals.

"(b) ISSUES ADDRESSED.-The study conducted under this section shall address such issues as- "(1) the nature and extent of crimes against individuals with developmental disabilities;

"(2) the risk factors associated with victimization of individuals with developmental disabilities; "(3) the manner in which the justice system responds to crimes against individuals with

developmental disabilities; and

"(4) the means by which States may establish and maintain a centralized computer database on the incidence of crimes against individuals with disabilities within a State.

"(c) NATIONAL ACADEMY OF SCIENCES.-In carrying out this section, the Attorney General shall consider contracting with the Committee on Law and Justice of the National Research Council of the National Academy of Sciences to provide research for the study conducted under this section.

"(d) REPORT.-Not later than 18 months after the date of enactment of this Act [Oct. 27, 1998], the Attorney General shall submit to the Committees on the Judiciary of the Senate and the House of Representatives a report describing the results of the study conducted under this section.

"SEC. 5. NATIONAL CRIME VICTIM'S SURVEY.

"Not later than 2 years after the date of enactment of this Act, as part of each National Crime Victim's Survey, the Attorney General shall include statistics relating to-

"(1) the nature of crimes against individuals with developmental disabilities; and "(2) the specific characteristics of the victims of those crimes."


Attachment 2A – Data Extract Guide for Courts

Month 202X











Electronic Data Extract Guide

Courts













Prepared by

Cynthia G. Lee

National Center for State Courts

300 Newport Ave

Williamsburg, VA 23185







OMB Control Number: ##### Expiration Date:#####




Contents

Section Page

Appendix

Appendix A: Requested Data Elements, Definitions, and Formats 1




  1. National Pretrial Reporting Program Overview

The goal of the Bureau of Justice Statistics’ (BJS) National Pretrial Reporting Program (NPRP) is to collect information on persons charged with felony cases in state courts, and to collect contextual data on those persons from case filing to case disposition and sentencing. The NPRP will collect case-level information on pretrial release and detention, financial and other conditions associated with pretrial release, and any failures to appear, technical violations, or new arrests that occur during pretrial release.

The project will be completed in several phases by RTI International, with support from project partners the National Center for State Courts (NCSC), the National Association of Pretrial Services Agencies (NAPSA), Applied Research Services (ARS), and Pragmatica, Inc. The first phase collected information from states and counties about the systems that may collect and store these data. Such systems included courts, local jails, and pretrial services agencies. Data capacity surveys were conducted with each agency in the largest 200 counties in the U.S. The surveys allowed RTI and BJS to identify the data providers, understand their systems capabilities, and identify variables that potentially could be used to link the data across agencies.

The remaining phases involve a staged data collection from the 75 largest counties, and a sample of 50 of the remaining 125 counties. RTI and BJS have developed a sampling plan to maximize responsiveness and data representativeness and minimize respondent burden and project costs.


  1. Data Preparation Instructions

This section outlines how to prepare and submit your NPRP data extract submission.


    1. Identifying Eligible Cases

Courts. Your submission should define a case as all charges involved in a single incident filed into your system in calendar year 2019. At least one of the charges must be a felony offense. If a case may include multiple defendants involved in a single incident, please note this in your documentation and contact the NPRP staff listed in Section 3.5. If your case management system defines a case in some other way, please contact the NPRP personnel listed in Section 3.5.


2.2 File Structure

BJS is interested in a person-case and following that person-case from arrest and booking into jail, through pretrial processing to court case outcomes. This is an individual- and case-level data collection. You can provide data in any format that is convenient for you, but we ask that you please provide supporting documentation, if available.


2.3 File Format

There is no required format for the data you submit; use whatever is most convenient for you. All file formats will be accepted. Some common file formats include:

  • Text files (fixed width, delimited)

  • Excel or .csv files

  • Access database extracts

  • SQL server database

  • Data analysis software files (e.g., SAS, STATA, SPSS, or R data files)

The suggested coding classifications and value labels were developed to be as consistent as possible with the National Open Court Data Standards (NODS) and are provided in Appendix A. You are not asked to recode or manipulate your data prior to submission. If you have questions about any of the data elements requested, please contact the persons listed on the cover of this guide. We recognize that systems vary in terms of the ability to store, extract, and share data, and we are prepared to assist you.

Data from your jurisdiction will ultimately be combined with data from up to 75 other counties to gain a robust perspective on pretrial case processing in the U.S. During the data standardization process, RTI and NCSC may be in contact with jurisdiction personnel to request clarification on data fields and meanings to ensure that all submitted data are processed correctly.


2.4 Supporting Documentation

If possible, we ask that you provide supporting documentation with your submission. Specifically, we request:

  • Date range of the data (e.g., 01/01/2019 through 12/31/2019)

  • Date that the data extract was pulled

  • Data point of contact (POC) (i.e., name, organization, address, telephone, and email address)

  • File format of the data extract

  • Known data limitations or quality issues

    • Missing data:

      • System-missing (requested data element is not available in the system)

Unit-missing (requested data element is available, but mostly blank or missing)

    • Other common data issues include

      • Misspellings

      • Redundancy or duplication (e.g., two date fields for one event)

  • Data formatting information

    • Data dictionaries, including variable/column names, variable description, expected variable values

    • Any known discrepancies in the names of data elements in Appendix A and how your system labels the data elements


  1. Data Submission Instructions

RTI will create a private, password-protected user account for each Data Point of Contact (Data POC) to upload data to Amazon Web Services (AWS) Simple Storage Service (S3). This AWS S3 storage location will only be accessible from designated network subnets. The Data POC will need to provide their subnet range or specific IP address from which they will be accessing AWS S3 from so the access control rules may be updated to grant access to the Data POC from their network. A free and easy way to discover your IP address is to go to https://www.iplocation.net/ Once data access has been set up, the Data POC will log into their private account to transfer the requested data to a secure central data storage system on AWS S3.

Data security note: All data are encrypted in transit to AWS and at rest within AWS (SSL in transit and AES 256-encryption at rest), complying with the FIPS 140-2 standard. The secure AWS S3 repository will hold all raw data files received from the courts, jails, and pretrial services agencies until they are processed, linked, de-identified, and subsequently deleted by RTI data analysts. RTI controls access to the data storage system; all access to data resources will be logged, and the entire infrastructure will be reviewed and regularly scanned for vulnerabilities. The data storage system will be configured to deny public access by default, and we will use Amazon’s Macie service to regularly scan and evaluate the security status of the storage. All RTI and NCSC staff granted access to data files (identified and deidentified files) will be required to sign a Staff Data Security Agreement. This pledge outlines staff responsibilities for protecting the confidentiality of all information identifiable to a private person that is collected during the project. The RTI Principal Investigator is responsible for maintaining up-to-date record of signed pledges.


3.1 Will the data be secure and kept confidential?

Consistent with its statutory obligations (34 U.S.C. § 10134), BJS only uses information collected under its authority for statistical or research purposes. Further, BJS is required by law to protect the confidentiality of all personally identifiable information (PII) it collects or acquires in conjunction with BJS-funded projects (34 U.S.C. § 10231), and must maintain the appropriate administrative, physical, and technical safeguards to protect the identifiable information against improper use or unauthorized disclosure. BJS will not use or reveal data identifiable to a private person, except as authorized under 28 CFR § 22.21 and § 22.22. The BJS Data Protection Guidelines summarize the federal laws, regulations, and other authorities that govern information acquired under BJS’s authority, and are published on the BJS website: https://www.bjs.gov/content/pub/pdf/BJS_Data_Protection_Guidelines.pdf. RTI and NCSC are required to adhere to these same requirements as a condition of funding.


3.1.1 Data Transmission

RTI and NCSC project staff will receive data sets in a secure manner via an encrypted AWS GovCloud S3 server, appropriate for files with PII. RTI will create a private, password-protected user account that relies on an email address and IP address for each agency to upload data to the AWS S3 storage location. This AWS S3 storage location will only be accessible for the email and IP address granted access to the server. Any data set(s) electronically transmitted to BJS will be over the DOJ’s Office of Justice Programs (OJP) secure transfer site.


3.1.2 Data Storage and Access

The secure AWS S3 repository will hold all raw data files received from the agencies until they are processed, linked, and subsequently deleted by RTI. Once received and linked with other available records, raw data files will be stripped of PII and replaced with an anonymous identifier. RTI will retain a PII-anonymous identifier crosswalk in case a revised file is submitted later. This fille will be encrypted, password protected, and stored on a secure RTI server in the event the AWS S3 storage location is breached. Access to the S3 instance will be restricted to individuals with an identified business need. RTI controls access to the data storage system; all access to data resources will be logged, and the entire infrastructure will be reviewed and regularly scanned for vulnerabilities. PII is encrypted while in transit, and access to the data will be limited to those employees who have a need for such data and have signed a confidentiality pledge. The pledge includes an agreement to comply with all data security and human subjects' protection requirements.


      1. Data Publication

BJS only publishes de-identified data at the aggregate level in its project findings, reports, data files, and other statistical products. BJS archives its published data and related data documentation (e.g., user guides) at the National Archive of Criminal Justice Data (NACJD), located at the University of Michigan. To the extent practical, BJS removes, masks, or collapses direct and indirect identifiers prior to sending data to NACJD to protect confidentiality. NACJD takes additional precautions to protect confidentiality, including conducting a comprehensive disclosure risk review to determine the appropriate level of security that should be applied to the data. For more information on data requiring additional security protections, please see: https://www.icpsr.umich.edu/icpsrweb/content/NACJD/restricted.html.

We understand that your agency may have preexisting policies in place around data sharing, and we will work with your agency to meet any data transfer or agreement requirements you may have. While each of the identified data elements was selected to help fully understand the processing of case data, we recognize that not all data elements may be collected or readily available electronically for public use. Please notify us if you limit the amount or type of data you can release.


3.2 When is the submission due?

We ask that all participating agencies provide their data by ##/##/####. However, please reach out to the staff identified in Section 3.5 if you need additional time to submit your data.


3.3 What if I am unable to provide all the requested data?

We do not expect that any one organization has all of the data elements requested in Appendix A. Please provide those data elements that are available. If your agency does not collect any of the information in Appendix A, or if it would be too burdensome to provide the data, please contact the staff in section 3.5.


3.4 What happens after we submit the data?

RTI or NCSC will review the contents of the data files and conduct a series of checks to the data elements requested in the Appendix A. This should be completed within 2-4 weeks of submission. RTI or NCSC will then contact the Data POC to review and confirm the findings from the review. We may also have questions about variable values or labels, and will take all steps to understand your data submission.


3.5 Whom do I contact if I have questions?

Please reach out to Cynthia Lee (NCSC) at [email protected] or 757-259-1583 for questions or support in submitting your data to the AWS S3 server.



Appendix A:
Requested Data Elements, Definitions, and Standard Formats


The following series of tables includes the data elements for the NPRP. The name of the variable and the description provided should help you to locate a similar data element in your data management systems. We are also including a standard format, which is how we expect to standardize the data you submit.


Please contact any of the NCSC personnel listed in 3.5 if you have any questions about the following data elements.


Table 1. Case-level data

Name

Definition

Standard Formats

Court case number

Unique identifier for case


Associated case number

Unique identifier for this case at another court level. Used for purposes of linking limited jurisdiction and general jurisdiction cases.


First name

The defendant’s first name

 Text, character, string

Middle name (if available)

The defendant’s middle name

Text, character, string

Last name

The defendant’s last name

 Text, character, string

State ID number

The defendant’s unique, fingerprint-supported state identification number

 

FBI Number

The unique identification number given by the Federal Bureau of Investigation’s Interstate Identification Index to each offender (if available)

 

Other personal identifiers if SID and FBI number are not available

If SID and FBI number are not available, please provide any other unique identifier assigned to a person, such as a Social Security Number or Driver’s License Number. Please describe in data documentation

 

Other system identifiers assigned to a person

Include any other unique identifiers that specify the individual in your data system. For example, booking ID, inmate ID, or client ID. Please describe in data documentation.

 

Date of birth or age

The defendant’s date of birth. If not available, defendant’s age (and please include age at what reference period in the documentation. For example, age at arrest, age at booking, age at filing)

mm/dd/yyyy

Sex

The defendant’s biological sex/sex assigned at birth

Male, Female, Other, Unknown

Race

The defendant’s race

(OMB race categories if available) White, Black or African American, Asian, Native Hawaiian or Other Pacific Islander, American Indian or Alaska Native, Other, Unknown.

Ethnicity

The defendant’s ethnicity

Hispanic or Latino; Not Hispanic or Latino; Unknown. If race and ethnicity are stored in the same field, please contact one of the persons listed in Section 3.5

Date of offense

Date the alleged offense occurred

mm/dd/yyyy

Date of arrest

Date the individual was arrested for the offense

mm/dd/yyyy

Date court case filed

Date the case was filed in court

mm/dd/yyyy

Date of initial appearance

Date the defendant first appeared before a judicial officer after arrest. Typically, this initial appearance determines whether the defendant will be detained or released. Please include in data documentation what occurs at the first appearance after arrest

mm/dd/yyyy

Attorney type at initial appearance

Type of attorney representing the defendant at initial appearance, if any

Public defender, assigned/appointed counsel, private counsel, attorney of unknown type, no attorney

Date of arraignment

Date the defendant was arraigned. Arraignment typically includes advising defendant of charges against them, advising them of rights, and requesting the defendant to enter a preliminary plea. Please include in data documentation what occurs at the arraignment

mm/dd/yyyy

Number of FTAs

Number of times defendant failed to appear in this case

Integer

Any FTA

Did defendant ever fail to appear in this case?

Y/N

Disposition date

Final disposition date for the case as a whole

mm/dd/yyyy

Attorney type at disposition

Type of attorney representing the defendant at disposition, if any

Public defender, assigned/appointed counsel, private counsel, attorney of unknown type, no attorney

Attorney type at sentencing

Type of attorney representing the defendant at sentencing, if any

Public defender, assigned/appointed counsel, private counsel, attorney of unknown type, no attorney




Table 2. Charges—one record per charge, multiple records permitted per case

Name

Definition

Standard Formats

Court case number

Unique identifier for case


Charge number

Identifier for charge within case (e.g., sequence number)


Charge filing date

Date on which the charge was filed with the court

mm/dd/yyyy

Filing Charge Statute/Ordinance Number

The statute/ordinance number that defines the alleged behavior as an offense

Numeric

Filing NCIC Code

The NCIC code associated with the charge at filing

Text/Numeric

Filing Charge Description

Description of the offense at filing

Text

Filing Charge Degree

Charge class severity/degree at filing. For inclusion in the NPRP, at least one of the filed charges must be a felony

Felony, gross misdemeanor, misdemeanor, violation

Filing Charge Degree Detailed

The specific class severity or degree provided by statute for each charge against the defendant

Text

Filing Charge Modifiers

The specific type of mitigator or enhancer associated the filed charge

Attempt
Conspiracy
Solicitation
Domestic Violence
Use of a weapon
Other

Disposition Charge Statute/Ordinance Number

The state statute/ordinance number that defines the alleged behavior as a criminal offense for each disposed charge

Statute or ordinance number

Disposition NCIC Code

The NCIC code associated with the charge at disposition

NCIC code

Disposition Charge Description

Description of the offense at disposition

Text

Disposition Charge Degree

Charge class severity/degree at disposition

Felony
Gross misdemeanor
Misdemeanor
Violation

Disposition Charge Degree Detailed

The specific class severity or degree provided by statutory laws for each disposed charge

Text

Disposition Charge Modifiers

The specific type of mitigator or enhancer associated the disposed charge

Attempt
Conspiracy
Solicitation
Domestic Violence
Use of a weapon
Other

Charge Disposition Date

Date when the charge received a judgment or disposition

Date

Charge Manner of Disposition

The manner in which the charge was disposed

Jury Trial
Bench Trial
Non-Trial

Charge Disposition

The judgment or disposition entered by the court for the charge

Bindover/Transfer
Conviction at trial
Guilty plea
Acquittal
Entry into a problem-solving court docket
Diversion (not to a problem-solving court docket)
Continued without a finding Dismissed/Nolle Prosequi
Other

Charge Sentencing Date

Date when the charge received a sentence

Date


Table 3. Pretrial risk assessment—one record per assessment, multiple records permitted per case

Name

Definition

Standard Formats

Court case number

Unique identifier for case


Date of pretrial risk assessment

Date the pretrial risk assessment was ordered or conducted

mm/dd/yyyy

Pretrial risk assessment instrument

Type of pretrial risk assessment administered.


Risk assessment score

The risk assessment category assigned to the defendant. Include description of scores in the data documentation

 




Table 4. Pretrial release determinations—one record per event, multiple records permitted per case

Name

Definition

Standard Formats

Court case number

Unique identifier for case


Pretrial release determination type

Type of event

e.g., Initial appearance, Bail review, Revocation hearing

Date of pretrial release determination

Date of event

mm/dd/yyyy

Type of bond set

If bond was set, what type of bond was ordered

Cash bail, other financial bail, property bond

Bond amount information

If court set a financial bond, the amount ordered

Number

Bond posted

Was bond posted?

Y/N

Date bond posted

Date bond posted

mm/dd/yyyy

Type of detention ordered

Reason the court detained the defendant

No bond, preventive detention, other

Type of release ordered

Type of bond or release ordered, if applicable. Please detail in data documentation the types of release available in your jurisdiction

Personal recognizance/ROR, percentage/secured bond, unsecured bond, cash bond, property bond, other

Conditions of release

Conditions the defendant must follow when released pretrial

Release to supervising agency, electronic monitoring/house arrest, drug/alcohol testing, no contact order, program compliance, Ignition interlock, other

Attorney type at pretrial release determination

Type of attorney representing the defendant at this event, if any

Public defender, assigned/appointed counsel, private counsel, attorney of unknown type, no attorney

Bond modifications or revocations

If the defendant incurs a new arrest or violation of pretrial supervision and receives a revocation or modification of bond


Date of bond modification or revocation

The date the bond is modified or revoked

mm/dd/yyyy



Table 5. Sentencing—one record per sentence type per case or charge; multiple records permitted per case/charge; indicate whether provided at case or charge level

Name

Definition

Standard Formats

Court case number

Unique identifier for case


Charge number

Identifier for charge within case (e.g., sequence number), if sentence recorded at charge level


Sentence Type

Type of sentence the defendant was mandated to serve.

death penalty
life in prison
state prison
jail
lifetime supervision
extended supervision/split sentence
probation
fine/monetary penalty
restitution
community service
time served
other

Sentence Length

Length of sentence imposed by the court, by term. Indicate units (years, months, days, etc.) in data documentation.

Numeric

Sentence Conditions

Additional conditions imposed at sentencing.

Text

Concurrent/ Consecutive Sentence Flag

Flag to indicate the sentence is to be served concurrently or consecutively.

Yes/No

Time Served Credit Length

Length of time (specify units) spent in pretrial detention that was credited toward the sentence the defendant was mandated to serve.

Numeric

Monetary Penalty Type

A type or category of obligation, e.g., fee, fine, damages, court costs, special funds, liquidated damages.

Fees
Fines
Damages
Court costs
Special Funds

Monetary Penalty Amount

Total dollar amount for each monetary penalty type

Currency

Restitution Amount

Dollar amount of restitution ordered

Currency

Alternative Fine Indicator

Was there a sanction or alternative to fine, such as community service

Yes/No




Attachment 2B – Data Extract Guide for Pretrial Services Agencies

Month 202X
















Electronic Data Extract Guide


Jails and Pretrial Services Agencies









Prepared by

Matthew DeMichele

Suzanne Strong

Milton Cahoon

RTI International

3040 E. Cornwallis Road

Research Triangle Park, NC 27709







OMB Control Number: ##### Expiration Date:#####

Contents


Section Page

Appendix

Appendix A: Requested Data Elements, Definitions, and Formats 1




  1. National Pretrial Reporting Program Overview

The goal of the Bureau of Justice Statistics’ (BJS) National Pretrial Reporting Program (NPRP) is to collect information on persons charged with felony cases in state courts, and to collect contextual data on those persons from case filing to case disposition and sentencing. The NPRP will collect case-level information on pretrial release and detention, financial and other conditions associated with pretrial release, and any failures to appear, technical violations, or new arrests that occur during pretrial release.

The project will be completed in several phases by RTI International, with support from project partners National Center for State Courts (NCSC), National Association of Pretrial Services Agencies (NAPSA), Applied Research Services (ARS), and Pragmatica, Inc. The first phase collected information from states and counties about the systems that may collect and store these data. Such systems included courts, local jails, and pretrial services agencies. Data capacity surveys were conducted with each agency in the largest 200 counties in the U.S. The surveys allowed RTI and BJS to identify the data providers, understand their systems capabilities, and identify variables that potentially could be used to link the data across agencies.

The remaining phases involve a staged data collection from the 75 largest counties, and a sample of 50 of the remaining 125 counties. RTI and BJS have developed a sampling plan to maximize responsiveness and data representativeness and minimize respondent burden and project costs.


  1. Data Preparation Instructions

This section outlines how to prepare and submit your NPRP data extract submission.


2.1 Identifying Eligible Cases

Jails. Please include one record for each admission of an offender arrested for and booked into the jail for at least one felony charge in calendar year 2019. If the offender appears in a later admission with a felony charge, please include that as a separate admission. If your jail management system organizes bookings in some other way, please contact the NPRP staff listed in Section 3.5.


Pretrial services agencies. Please include one record for each defendant with at least one new felony charge filed in your system as a new case in calendar year 2019, even if that person was already a client. If you are unable to determine whether the charges included a felony at the opening of the case, please contact the NPRP staff listed in Section 3.5.


2.2 File Structure

BJS is interested in a person-case and following that person-case from arrest and booking into jail, through pretrial processing to court case outcomes. This is an individual- and case-level data collection. You can provide data in any format that is convenient for you, but we ask that you please provide supporting documentation, if available.


2.3 File Format

There is no required format for the data you submit; use whatever is most convenient for you. All file formats will be accepted. Some common file formats include:

  • Text files (fixed width, delimited)

  • Excel or .csv files

  • Access database extracts

  • SQL server database

  • Data analysis software files (e.g., SAS, STATA, SPSS, or R data files)

The suggested coding classifications and value labels are provided in Appendix A. You are not asked to recode or manipulate your data prior to submission. If you have questions about any of the data elements requested, please contact the persons listed in Section 3.5. We recognize that systems vary in terms of the ability to store, extract, and share data, and we are prepared to assist you.


Appendix A is a guide as to how we expect to recode and standardize the data you submit so that jail, pretrial services, and court data all have similar formats. Additionally, data from your jurisdiction will be combined with data from up to 75 other counties to get a robust perspective of pretrial case processing in the U.S. During the data standardization process, RTI and NCSC may be in contact with jurisdiction personnel to request clarification on data fields and meanings to ensure that all submitted data are processed correctly.


2.4 Supporting Documentation

If possible, we ask that you provide supporting documentation with your submission. Specifically, we request:

  • Date range of the data (e.g., 01/01/2019 through 12/31/2019)

  • Date that the data extract was pulled

  • Data point of contact (POC) (i.e., name, organization, address, telephone, and email address)

  • File format of the data extract

  • Known data limitations or quality issues

    • Missing data:

      • System-missing (requested data element is not available in the system)

      • Unit-missing (requested data element is available, but mostly blank or missing)

    • Other common data issues include

      • Misspellings

      • Redundancy or duplication (e.g., two date fields for one event)

  • Data formatting information

    • Data dictionaries, including variable/column names, variable description, expected variable values

    • Any known discrepancies in the names of data elements in Appendix A and how your system labels the data elements

  1. Data Submission Instructions

RTI will create a private, password-protected user account for each Data POC to upload data to Amazon Web Services (AWS) Simple Storage Service (S3). This AWS S3 storage location will only be accessible from designated network subnets. The Data POC will need to provide their subnet range or specific IP address from which they will be accessing AWS S3 from so the access control rules may be updated to grant access to the Data POC from their network. A free and easy way to discover your IP address is to go to https://www.iplocation.net/ Once data access has been set up, the Data POC will log into their private account to transfer the requested data to a secure central data storage system on AWS S3.

Data security note: All data are encrypted in transit to AWS and at rest within AWS (SSL in transit and AES 256-encryption at rest), complying with the FIPS 140-2 standard. The secure AWS S3 repository will hold all raw data files received from the courts, jails, and pretrial services agencies until they are processed, linked, de-identified, and subsequently deleted by RTI data analysts. RTI controls access to the data storage system; all access to data resources will be logged, and the entire infrastructure will be reviewed and regularly scanned for vulnerabilities. The data storage system will be configured to deny public access by default, and we will use Amazon’s Macie service to regularly scan and evaluate the security status of the storage. All RTI and NCSC staff granted access to data files (identified and deidentified files) will be required to sign a Staff Data Security Agreement. This pledge outlines staff responsibilities for protecting the confidentiality of all information identifiable to a private person that is collected during the project. The RTI Principal Investigator is responsible for maintaining up-to-date record of signed pledges.


3.1 Will the data be secure and kept confidential?

Consistent with its statutory obligations (34 U.S.C. § 10134), BJS only uses information collected under its authority for statistical or research purposes. Further, BJS is required by law to protect the confidentiality of all personally identifiable information (PII) it collects or acquires in conjunction with BJS-funded projects (34 U.S.C. § 10231), and must maintain the appropriate administrative, physical, and technical safeguards to protect the identifiable information against improper use or unauthorized disclosure. BJS will not use or reveal data identifiable to a private person, except as authorized under 28 CFR § 22.21 and § 22.22. The BJS Data Protection Guidelines summarize the federal laws, regulations, and other authorities that govern information acquired under BJS’s authority, and are published on the BJS website: https://www.bjs.gov/content/pub/pdf/BJS_Data_Protection_Guidelines.pdf. RTI and NCSC are required to adhere to these same requirements as a condition of funding.


3.1.1 Data Transmission

RTI and NCSC project staff will receive data sets in a secure manner via an encrypted AWS GovCloud S3 server, appropriate for files with PII. RTI will create a private, password-protected user account that relies on an email address and IP address for each agency to upload data to the AWS S3 storage location. This AWS S3 storage location will only be accessible for the email and IP address granted access to the server. Any data set(s) electronically transmitted to BJS will be over the DOJ’s Office of Justice Programs (OJP) secure transfer site.


3.1.2 Data Storage and Access

The secure AWS S3 repository will hold all raw data files received from the agencies until they are processed, linked, and subsequently deleted by RTI. Once received and linked with other available records, raw data files will be stripped of PII and replaced with an anonymous identifier. RTI will retain a PII-anonymous identifier crosswalk in case a revised file is submitted later. This file will be encrypted, password protected, and stored on a secure RTI server in the event the AWS S3 storage location is breached. Access to the S3 instance will be restricted to individuals with an identified business need. RTI controls access to the data storage system; all access to data resources will be logged, and the entire infrastructure will be reviewed and regularly scanned for vulnerabilities. PII is encrypted while in transit, and access to the data will be limited to those employees who have a need for such data and have signed a confidentiality pledge. The pledge includes an agreement to comply with all data security and human subjects' protection requirements.


3.1.3 Data Publication

BJS only publishes de-identified data at the aggregate level in its project findings, reports, data files, and other statistical products. BJS archives its published data and related data documentation (e.g., user guides) at the National Archive of Criminal Justice Data (NACJD), located at the University of Michigan. To the extent practical, BJS removes, masks, or collapses direct and indirect identifiers prior to sending data to NACJD to protect confidentiality. NACJD takes additional precautions to protect confidentiality, including conducting a comprehensive disclosure risk review to determine the appropriate level of security that should be applied to the data. For more information on data requiring additional security protections, please see: https://www.icpsr.umich.edu/icpsrweb/content/NACJD/restricted.html.

We understand that your agency may have preexisting policies in place around data sharing, and we will work with your agency to meet any data transfer or agreement requirements you may have. While each of the identified data elements was selected to help fully understand the processing of case data, we recognize that not all data elements may be collected or readily available electronically for public use. Please notify us if you limit the amount or type of data you can release.


3.2 When is the submission due?

We ask that all participating agencies provide their data by ##/##/####. However, please reach out to the staff identified in Section 3.5 if you need additional time to submit your data.


3.3 What if I am unable to provide all the requested data?

The data extract guide is intended for use by pretrial services agencies and jails. We do not expect that any one organization has all of the data elements requested in Appendix A. If your agency does not collect any of the information in Appendix A, or it would be too burdensome to provide the data, please contact the staff in section 3.5.


3.4 What happens after we submit the data?

RTI or NCSC will review the contents of the data files and conduct a series of checks to the data elements requested in the Appendix A. This should be completed within 2-4 weeks of submission. RTI or NCSC will then contact the Data POC to review and confirm the findings from the review. We may also have questions about variable values or labels and will take all steps to understand your data submission.


3.5 Who do I contact if I have questions?

You may reach out to any of the following RTI staff members for questions or support in submitting your data:

  • Marianne Ayers – NPRP Data Acquisition Support

  • Milton Cahoon – NPRP Data Acquisition Lead

  • Suzanne Strong – NPRP Project Director

Appendix A:
Requested Data Elements, Definitions, and Standard Formats

The following series of tables includes the data elements for the NPRP. The name of the variable and the description provided should help you to locate a similar data element in your data management systems. We are also including a standard format, which is how we expect to standardize the data you submit.

Please contact anyone in section 3.5 if you have any questions about the following data elements.

Table 1. Individual Identifiers and Demographic Data

Name

Definition

Standard Formats

First name

The individual’s first name

 Text, character, string

Middle name (if available)

The individual’s middle name

Text, character, string

Last name

The individual's last name

 Text, character, string

State ID number

The individual’s unique, fingerprint-supported state identification number

 

FBI Number

The unique identification number given by the Federal Bureau of Investigation’s Interstate Identification Index to each offender (if available)

 

Other personal identifiers if SID and FBI number are not available

If SID and FBI number are not available, please provide any other unique identifier assigned to a person, such as a Social Security Number or Driver’s License Number

 

Other system identifiers assigned to a person

Include any other unique identifiers that specify the individual in your data system. For example, booking ID, inmate ID, or client ID

 

Date of birth or age

The individual’s date of birth. If not available, individual’s age (and please include age at what reference period in the documentation. For example, age at arrest, age at booking, age at filing)

mm/dd/yyyy

Sex

The individual’s biological sex/sex assigned at birth

Male, Female, Other, Unknown

Race

The individual’s race(s)

(OMB race categories) White, Black or African American, Asian, Native Hawaiian or Other Pacific Islander, American Indian or Alaska Native, Other, Unknown.

Ethnicity

The individual’s ethnicity

(OMB ethnicity categories) Hispanic or Latino; Not Hispanic or Latino; Unknown



Table 2. Jail/Detention Information

Name

Definition

Standard Formats

Date of offense

Date the alleged offense occurred

mm/dd/yyyy

Date of arrest

Date the individual was arrested for the offense

mm/dd/yyyy

Arrest charge(s)

Arrest charges or the charges for which the person is incarcerated pretrial

State statute number, text description

Arrest charge level

The level of charges. For inclusion in NPRP, the individual should have at least one felony charge

Felony, Felony A, Misdemeanor, Misdemeanor II

Date of booking into facility for arrest charges

Date individual was booked into the jail for the arrest for the current case or charge

mm/dd/yyyy

Date of pretrial risk assessment(s)

Date the pretrial risk assessment conducted. If multiple assessments are conducted for one individual, please include all, with dates. Include description in data documentation

mm/dd/yyyy

Risk assessment score

The risk assessment category assigned to the defendant. If multiple scores are available for one individual, please include all. Please include a description of the risk assessment score in the data documentation


Date bond set by court or other official

The date the bond was set by court, law enforcement, or other justice official

mm/dd/yyyy

Type of bond set

The type of bond specified by the court, law enforcement, or other justice official. Please include in the data documentation the types of bonds available and how they are recorded in your system

Cash, percentage, surety, property, personal recognizance, unspecified

Type of detention ordered

Court ordered no bond or no release. We would like to know if person is held because court ordered no bond as compared to a person held because a bond is ordered but not posted

No bond

Amount of bond

If a financial bond is ordered, include the bond amount

Numeric

Conditions of bond

Any conditions ordered for the bond. Please include in the data documentation the available bond conditions that are tracked in your system

No contact with victim, drug and alcohol testing, drug and alcohol treatment, curfew, maintain employment, other, etc

Date bond posted

If possible, the date the bond was posted

mm/dd/yyyy

Type of bond posted

If possible, the type of bond posted

Surety/bail bonds company, cash bond, property bond, other

Date of pretrial release from facility

Date individual was released from facility (pretrial). Please note in documentation if this date can be determined, or if there is only one field for any type of release

mm/dd/yyyy

Pretrial release reason

If offender was released pretrial, how offender was released

Posted bond, released on recognizance, transferred to house arrest/electronic monitoring, released to pretrial supervision

Date of final release from jail, or date defendant changed from pretrial status to sentenced/convicted status

The date the jail released or changed the status of the defendant after a final verdict was entered in the court case (e.g., conviction, dismissal)

mm/dd/yyyy



Table 3. Pretrial Supervision, Failures to Appear, New Arrests, and Technical Violations

Name

Definition

Standard Formats

Date agency began supervising client

The date the agency began supervision of the defendant

mm/dd/yyyy

Charges

If available, the defendant’s charges. Please include in the documentation the source of the charges (e.g., arrest charges, court filing)

State statute number, text description

Charge level

If available, the level of charge. For inclusion in NPRP, the defendant should have at least one felony charge

Felony, Felony A, Misdemeanor, Misdemeanor II

Date of pretrial risk assessment(s)

Date the pretrial risk assessment conducted. If multiple assessments are conducted for one defendant, please include all, with dates. Include description in data documentation

mm/dd/yyyy

Risk assessment score

The risk assessment category assigned to the defendant. Please include a description of the risk assessment score in the data documentation


Level of pretrial supervision

The level of supervision determined by the court or the supervising agency. These vary greatly; please include in the data documentation the method used to determine how intensely you monitor clients

 

Conditions of supervision

Include all conditions of supervision ordered by the court. If possible, please list additional conditions added by your agency separately from those ordered by the court

In-person reporting, telephone reporting, home visits, curfew, other

Violation(s) of supervision

How the defendant violated supervision, if applicable. There should be one type of violation entered per occurrence. If a defendant incurs multiple violations on the same date, list each violation separately. Include the violations tracked by your agency in the data documentation

Fail to report, fail to comply, fail drug test, fail to appear, new arrest, other

Date(s) of violation of supervision

The date(s) the client violated supervision. If the date is for a failure to appear, please indicate the type of hearing missed, if possible

mm/dd/yyyy

Date supervising agent filed a violation report

Date the supervising agent reported the violation to the court or other administrative agency. Please provide data documentation about when and how these reports are filed

mm/dd/yyyy

Outcome of violation of supervision

Outcome of the violation

Continued on supervision, bail revoked

Date of violation of supervision outcome

Date pretrial release was revoked

mm/dd/yyyy

Date pretrial supervision ended

The date the agency stopped supervising the defendant

mm/dd/yyyy

Final outcome of supervision

Outcome of the pretrial supervision

Successful case closed, unsuccessful case closed, other


Table 4. Potential linking identifiers

Name

Definition

Standard Formats

Court case number

The court case number for the defendant


Jail person identifier

The inmate id number for the jail


Pretrial agency case number

The number assigned to the person or to the case under supervision



Table 5. Manner of Disposition and Outcomes

Name

Definition

Standard Formats

Manner of disposition

Type of hearing for the disposition

Plea, court trial, jury trial, other

Type of disposition

Type of disposition for the case or charge

Nolle prosequi, dismissal, acquittal, not guilty, probation before judgment, guilty, Alford plea, no contest plea, other



Table 6. Sentencing

Name

Definition

Standard Formats

Total sentence to incarceration – type of facility

Type of facility ordered for the sentence

Prison, jail, other

Total length of incarceration

Length of the sentence to a facility. Please specify the unit of time for the sentence in the data documentation

Number (specify)

Sentence suspended

Whether any time of the sentence ordered is suspended. Please include detail in the data documentation

Y/N

Length of sentence suspended

Portion of the sentence that is suspended

Number (specify)

Credit for time served

Whether the defendant received credit for time served incarcerated pretrial. Please include in the documentation whether electronic monitoring or house arrest counts towards credit time

Y/N

Length of credit for time served

Length of time the defendant received credit for time served. Please include in the data documentation the unit of time

Number (specify)

Total sentence to probation

Indicator whether the defendant was sentenced to probation

Y/N

Total length of sentence to probation

Total length of time the defendant was sentenced to probation. Please specify the unit of time for the sentence in the data documentation

Number (specify)

Conditions of probation

Conditions imposed as part of probation

Counseling, drug treatment, drug testing, domestic violence program, anger management, other

Other sentence imposed

Indicator whether another sentence was imposed. Please include details about available sentence types in your data documentation (e.g., community service may be a type of sentence or part of a probation order)

Y/N

Length of other sentence imposed

Length of the other sentence ordered. Please specify the unit of time for the sentence in the data documentation

Number (specify)

Monetary sentence ordered

Court ordered fines as part of sentence. Please include detail in the data documentation how monetary fines are tracked

 

Amount of monetary sentence ordered

Amount of the monetary sentence ordered

Number

Restitution

Whether restitution was ordered.

Y/N

Restitution

If available, was restitution to the victim or the state. Please include detail in the data documentation.

Victim, State

Court costs

Whether court costs were ordered to be paid by the defendant

Y/N 



Attachment 3 – NPRP 60 Day Notice

DEPARTMENT OF JUSTICE


[OMB Number 1121-NEW]


Agency Information Collection Activities; Proposed Collection Comments Requested;

New collection: National Pretrial Reporting Program (NPRP)

AGENCY: Bureau of Justice Statistics, Department of Justice


ACTION: 60-day Notice.



SUMMARY: The Department of Justice (DOJ), Office of Justice Programs, Bureau of Justice Statistics (BJS), will be submitting the following information collection request to the Office of Management and Budget (OMB) for review and approval in accordance with the Paperwork Reduction Act of 1995.


DATES: Comments are encouraged and will be accepted for 60 days until [INSERT DATE 60 DAYS AFTER DATE OF PUBLICATION IN THE FEDERAL REGISTER].


FOR FURTHER INFORMATION CONTACT:

If you have additional comments especially on the estimated public burden or associated response time, suggestions, or need a copy of the proposed information collection instrument with instructions or additional information, please contact Erica Grasmick, Statistician, Prosecution and Judicial Statistics Unit, Bureau of Justice Statistics, 810 Seventh Street NW, Washington, DC 20531 (email: [email protected]; telephone: 202-307-1402).


SUPPLEMENTARY INFORMATION: Written comments and suggestions from the public and affected agencies concerning the proposed collection of information are encouraged. Your comments should address one or more of the following four points:


- Evaluate whether the proposed collection of information is necessary for the proper performance of the functions of the Bureau of Justice Statistics, including whether the information will have practical utility;


- Evaluate the accuracy of the agency’s estimate of the burden of the proposed collection of information, including the validity of the methodology and assumptions used;


- Evaluate whether and if so how the quality, utility, and clarity of the information to be collected can be enhanced; and


- Minimize the burden of the collection of information on those who are to respond, including through the use of appropriate automated, electronic, mechanical, or other technological collection techniques or other forms of information technology, e.g., permitting electronic submission of responses.


Overview of this information collection:

  1. Type of Information Collection: New collection.


  1. The Title of the Form/Collection: The National Pretrial Reporting Program (NPRP).


  1. The agency form number, if any, and the applicable component of the Department sponsoring the collection: The Data Extraction Guide is NPRP-1. The applicable component within the Department of Justice is the Bureau of Justice Statistics, in the Office of Justice Programs.


  1. Affected public who will be asked or required to respond, as well as a brief abstract:

Respondents will be local general jurisdiction courts, jails and pretrial services agencies or their information technology (IT) staff. Among other responsibilities, the Bureau of Justice Statistics is charged with collecting data regarding the prosecution of crimes by state and federal offices. The NPRP will focus on the pretrial phase of felony case processing in large counties. This effort will collect information from jails, pretrial services agencies and general jurisdiction courts by requesting data extracts associated with felony filings from case management systems. A total of 125 of the largest 200 counties in the U.S. will be sampled with the top 75 counties sampled with certainty.

BJS will request complete case-level records from the 125 sampled counties and connect data files within jurisdictions through defendant identifiers. The files will then be linked to defendant criminal histories for a comprehensive data file on pretrial release and detention. BJS is requesting that the extracts include all felony cases filed in 2019. BJS is also requesting that the extracts include arrest charges, defendant demographics, pretrial release decisions, pretrial misconduct, case disposition and sentencing. Local jails, pretrial services agencies and courts can provide the data extracts in any format.

  1. An estimate of the total number of respondents and the amount of time estimated for an average respondent to respond: BJS will send a data extraction guide to a total of 375 agencies within 125 jurisdictions (one court, one jail, and one pretrial service agency for each county). The expected burden placed on each agency is about 16 hours per agency for data extraction and 10 hours to explain any data inconsistencies or to answer questions of the data collection team.


  1. An estimate of the total public burden (in hours) associated with the collection: The total respondent burden is approximately 9,750 burden hours for the 375 agencies.


If additional information is required contact: Melody Braswell, Department Clearance Officer, United States Department of Justice, Justice Management Division, Policy and Planning Staff, Two Constitution Square, 145 N Street NE, 3E.405A, Washington, DC 20530.

Dated:



Melody Braswell,


Department Clearance Officer for PRA,


U.S. Department of Justice.


Billing Code: 4410-18

Attachment 4 – NPRP 30 Day


DEPARTMENT OF JUSTICE


[OMB Number 1121-NEW]


Agency Information Collection Activities; Proposed Collection Comments Requested;

New collection: National Pretrial Reporting Program (NPRP)

AGENCY: Bureau of Justice Statistics, Department of Justice


ACTION: 30-day Notice.



SUMMARY: The Department of Justice (DOJ), Office of Justice Programs, Bureau of Justice Statistics (BJS), will be submitting the following information collection request to the Office of Management and Budget (OMB) for review and approval in accordance with the Paperwork Reduction Act of 1995. The proposed information collection was previously published in the Federal Register Volume 87, Number 31, page 8607, on Tuesday, February 15, 2022, allowing a 60-day comment period. Following publication of the 60-day notice, BJS received three comments. The first comment recommended use of a specific technology as a means to ease the burden on data providers. The second comment recommended the inclusion of people charged with misdemeanors. BJS did not make these changes; BJS has technology suitable to this data collection and misdemeanors would expand the scope of this data collection beyond what BJS feels can be achieved in this iteration. The third comment suggested a focus on electronic monitoring as a condition of release, which BJS feels the current data collection adequately addresses.


DATES: Comments are encouraged and will be accepted for 30 days until [INSERT DATE 60 DAYS AFTER DATE OF PUBLICATION IN THE FEDERAL REGISTER].


FOR FURTHER INFORMATION CONTACT:

Written comments and recommendations for the proposed information collection should be sent within 30 days of publication of this notice to www.reginfo.gov/public/do/PRAMain. Find this particular information collection by selecting "Currently under 30-day Review - Open for Public Comments" or by using the search function.


SUPPLEMENTARY INFORMATION: Written comments and suggestions from the public and affected agencies concerning the proposed collection of information are encouraged. Your comments should address one or more of the following four points:


- Evaluate whether the proposed collection of information is necessary for the proper performance of the functions of the Bureau of Justice Statistics, including whether the information will have practical utility;


- Evaluate the accuracy of the agency’s estimate of the burden of the proposed collection of information, including the validity of the methodology and assumptions used;


- Evaluate whether and if so how the quality, utility, and clarity of the information to be collected can be enhanced; and


- Minimize the burden of the collection of information on those who are to respond, including through the use of appropriate automated, electronic, mechanical, or other technological collection techniques or other forms of information technology, e.g., permitting electronic submission of responses.


Overview of this information collection:

  1. Type of Information Collection: New collection.


  1. The Title of the Form/Collection: The National Pretrial Reporting Program (NPRP).


  1. The agency form number, if any, and the applicable component of the Department sponsoring the collection: The Data Extraction Guide is NPRP-1. The applicable component within the Department of Justice is the Bureau of Justice Statistics, in the Office of Justice Programs.


  1. Affected public who will be asked or required to respond, as well as a brief abstract:

Respondents will be local general jurisdiction courts, jails and pretrial services agencies or their information technology (IT) staff. Among other responsibilities, the Bureau of Justice Statistics is charged with collecting data regarding the prosecution of crimes by state and federal offices. The NPRP will focus on the pretrial phase of felony case processing in large counties. This effort will collect information from jails, pretrial services agencies and general jurisdiction courts by requesting data extracts associated with felony filings from case management systems. A total of 125 of the largest 200 counties in the U.S. will be sampled with the top 75 counties sampled with certainty.

BJS will request complete case-level records from the 125 sampled counties and connect data files within jurisdictions through defendant identifiers. The files will then be linked to defendant criminal histories for a comprehensive data file on pretrial release and detention. BJS is requesting that the extracts include all felony cases filed in 2019. BJS is also requesting that the extracts include arrest charges, defendant demographics, pretrial release decisions, pretrial misconduct, case disposition and sentencing. Local jails, pretrial services agencies and courts can provide the data extracts in any format.

  1. An estimate of the total number of respondents and the amount of time estimated for an average respondent to respond: BJS will send a data extraction guide to a total of 375 agencies within 125 jurisdictions (one court, one jail, and one pretrial service agency for each county). The expected burden placed on each agency is about 16 hours per agency for data extraction and 10 hours to explain any data inconsistencies or to answer questions of the data collection team.


  1. An estimate of the total public burden (in hours) associated with the collection: The total respondent burden is approximately 9,750 burden hours for the 375 agencies.


If additional information is required contact: Melody Braswell, Department Clearance Officer, United States Department of Justice, Justice Management Division, Policy and Planning Staff, Two Constitution Square, 145 N Street NE, 3E.405A, Washington, DC 20530.

Dated:



Melody Braswell,


Department Clearance Officer for PRA,


U.S. Department of Justice.


Billing Code: 4410-18


Attachment 5 – Introduction Letter













[Date]


(NAME), (TITLE)

(AGENCYNAME)

(ADDR)

(CITY), (STATE) (ZIP)


Dear (NAME),


I am writing to request your participation in the National Pretrial Reporting Program (NPRP) collection, sponsored by the U.S. Department of Justice’s Bureau of Justice Statistics (BJS). BJS administers NPRP to collect case-level data about pretrial processes associated with felony filings in 125 of the largest 200 counties.


NPRP will report aggregate pretrial information on defendants charged with felony offenses in state criminal courts by collecting data on all aspects of case processing from filing through case disposition. To do so, BJS will request data on defendants and their cases, including contextual information about the defendants and their cases, such as their criminal histories, new arrests while on pretrial release, failures to appear in court, and any other violations committed while on release.


In approximately one week, you will receive an invitation to participate in this data collection from BJS’s NPRP data collection agent, RTI International (RTI). This request will include a data extract guide. BJS will request data extracts for all felonies filed between January 1, 2019 and December 31, 2019 in courts of general jurisdiction, pretrial services agencies, and jails. There are several ways to provide data, including an extract that follows our formatting request, an unformatted extract, or a complete extract of your data system. The data collected from agencies will be linked with data from other agencies within your jurisdiction and combined with data from other jurisdictions to provide a national picture of the pretrial processes and conduct, types of cases, demographics of defendants, and outcomes of cases.


BJS is authorized to conduct this data collection under 34 U.S.C. § 10132. By law, BJS employees and its data collection agents may only use your agency’s information for statistical or research purposes and must protect the confidentiality of information identifiable to a private person (34 U.S.C. § 10231). BJS is not permitted to publicly release your agency’s responses in a way that could reasonably identify a specific person.


Answers to frequently asked questions are attached to this email. If you have technical questions regarding NPRP data collection or need assistance with the data extract, please contact the RTI project team at [email protected] or (919) 541-6922. If you have general comments about BJS or NPRP, please contact Erica Grasmick, BJS project manager at [email protected] or (202) 307-1402.


BJS appreciates your generous cooperation and partnership in supporting this important effort.


Sincerely,



Doris J. James

Acting Director


Attachment 5A – FAQs











































Attachment 6 – Request for Data


6a. RTI/NCSC Data Contact Outreach – EMAIL or MAIL Request with prior indication in data capacity interview that they may participate.


Dear NAME,


Thank you for your interest in providing data for the National Pretrial Reporting Program (NPRP) from the U.S. Department of Justice, Bureau of Justice Statistics (BJS). BJS has partnered with RTI International (RTI), with support from the National Center for State Courts and National Association of Pretrial Services Agencies, for this case-level data collection for felony criminal cases from filing to disposition, focusing on pretrial release and detention.


We are reaching out to your [AGENCY/COUNTY/CENTRAL DATA AGENCY] to request your participation in this effort. We have attached a project information flyer and Data Extraction Guide to this email. Please respond to this email or call me to discuss your participation in NPRP by [DATE], and please do not hesitate to contact me with any questions or concerns.


Thank you for your time,


Milton Cahoon Cynthia Lee

Research Survey Scientist Principal Court Research Associate

RTI International National Center for State Courts



6b. RTI/NCSC Data Contact Outreach – EMAIL or MAIL Request with no prior contact or refusal to participate in data capacity interview


Dear NAME,


About a week ago, the U.S. Department of Justice, Bureau of Justice Statistics (BJS) sent a [mailed or emailed] announcement to [Primary Court, Jail, or Pretrial Services Agency Contact] about the National Pretrial Reporting Program (NPRP). BJS has partnered with RTI International (RTI), with support from the National Center for State Courts and National Association of Pretrial Services Agencies, for this case-level data collection for felony criminal cases from filing to disposition, focusing on pretrial release and detention.


We are reaching out to your [AGENCY/COUNTY/CENTRAL DATA AGENCY] to request your participation in this effort. We have attached a project information flyer, the BJS Data Use Agreement (DUA), and Data Extraction Guide to this email. Please respond to this email or call me to discuss your participation in the NPRP by [DATE], and please do not hesitate to contact me with any questions or concerns.


Thank you for your time,


Milton Cahoon Cynthia Lee

Research Survey Scientist Principal Court Research Associate


6c. Data Transfer Protocol

National Pretrial Reporting Program (NPRP):

Data Transfer Protocol

This data transfer protocol describes data transmission procedures to be followed by RTI International (RTI) Project Director, Suzanne Strong, and Data Manager, Milton Cahoon, for the U.S. Department of Justice, Bureau of Justice Statistics (BJS)’s National Pretrial Reporting Program (NPRP). The protocol also describes data storage and preparation procedures (e.g., deidentification) that RTI will follow. These procedures align with BJS’s Data Protection Guidelines.

Research Data

The data to be obtained and analyzed are records related to individuals with cases filed in court with at least one felony charge at case filing:

  • For courts, please provide criminal cases filed with at least one felony charge between January 1, 2019 and December 31, 2019. If possible, we would like to follow those cases through to the final disposition or outcome of the case.

  • For jails, please provide booking information for all persons booked into jail for an arrest with at least one felony charge between January 1, 2019 and December 31, 2019. We can accept all bookings during that timeframe and select the cases that match our data definitions.

  • For pretrial services agencies, please provide referral information for all persons referred to your office for supervision with at least one felony charge between January 1, 2019 and December 31, 2019. We can accept all referrals to your agency during that timeframe and select the cases that match our data definitions.

The data requested for jails, courts, and pretrial services agencies are outlined in a separate data extraction guide. If you do not yet have a copy of the data extract guide, please email [email protected] and we will send it to you.

The RTI Data Management Team, led by NPRP Data Manager Milton Cahoon, will oversee the acquisition and processing of data provided by each county or state agency. These responsibilities include, but are not limited to, preparation needed to transfer data and merge/link, clean, and prepare analytic data files. The Data Management team will develop quality control procedures for updating data files as additional data are received from each site.

NCSC will manage the transfer of court data using the RTI Amazon Web Services (AWS) GovCloud, which is described further in the next sections. NCSC will have access to the AWS and will process the data before passing them to RTI to link to jail and pretrial services agencies in the same county (or state, in the cases where state repositories provide data on behalf of the counties).

Data Transmission Procedure

Once the BJS Data Protection Guidelines have been reviewed with the site’s Data Point of Contact (POC), the POC may begin transmitting the requested data:

  • The Data Management Team will create a private, password-protected user account for each Data POC to upload data to AWS GovCloud S3 storage or secure server. This AWS GovCloud storage location will only be accessible from designated network subnets.

  • The Data POC will provide their subnet range or specific IP address from which they will be accessing AWS GovCloud so the access control rules may be updated to grant access to the Data POC from their network.

  • Once data access has been set up, the Data POC will log into their private account to transfer requested data to a secure central data storage system on AWS GovCloud.

Data security note: All data are encrypted in transit to AWS and at rest within AWS (SSL in transit and AES 256-encryption at rest), complying with the FIPS 140-2 standard. The secure AWS GovCloud S3 repository will hold all raw data files received from your county or agency until they are processed and subsequently deleted by the Data Management Team. The Data Management Team controls access to the data storage system; all access to data resources will be logged, and the entire infrastructure will be reviewed and regularly scanned for vulnerabilities by RTI’s security team.

Process to Acquire Access to AWS

  1. Email Milton Cahoon or Suzanne Strong at [email protected] with your preferred email address for the username and your IP address/subnet range. The username for the account will be the email address you provided.

  2. RTI will then set up your private account link.

    1. You must access the link from the IP address/subnet range that you provided to RTI.

    2. Use Chrome or Firefox to link to AWS. Avoid using Internet Explorer.

  3. RTI will set up a temporary password when we set up your private account link. We will send the password in a separate email from the account link.

    1. At initial login, you will be prompted to change the initial password. AWS requires a strong password consisting of a minimum of 12 characters with at least one of each: special character, number, uppercase letter, lowercase letter (e.g., #NPRPisgood4me).

    2. If you forget your password or need to reset it for any reason, please contact Milton Cahoon or [email protected].

  4. The provided URL will automatically direct your web browser to the AWS GovCloud S3 landing page where data may be uploaded. Click the Upload button and follow the instructions presented in the popup window.

If you encounter any difficulties with firewalls or data transfer, RTI will work with you to establish a secure file transfer protocol (SFTP), using either RTI’s SFTP or your agency’s SFTP.

Post-Transmission Procedures at RTI

AWS notifies the Data Management Team that a file is uploaded, and RTI will begin working on your data. The files will be stored on the secure AWS for data cleaning, processing, and linking. Please note that personal identifiers cannot be stripped from the file until the files are linked between courts, jails, and pretrial services agencies. Once that happens, the Data Management Team will create a crosswalk for the personal identifier to the unique study identifier and remove the personal identifiers. The crosswalk and de-identified file will not be stored on the same server at any time.

Data security note: Personal identifying information stripped from files will be stored in an encrypted workspace (AES 256-encryption and FIPS 140-2 validated) on RTI’s private network. Access to the workspace is limited to the Project Director, Data Manager, Data Analyst, and the NCSC Data Analyst. The Principal Investigator may also choose to access the files to review for compliance with the study protocols.

From the site-provided files, the Data Management Team will create deidentified analysis files that contain “raw” data elements (e.g., arrest dates, pretrial release dates, conviction dates), as well as summary variables (e.g., number and type of charges, length of pretrial detention).

Data security note: Since individuals are identified by a study ID in the de-identified files, the analysis files will not contain any personally identifiable information; individual cases will be identified only by a study ID.

RTI will conduct analyses using computational resources available through AWS. Like access to the secure data storage environment, the Data Management Team will manage access to the computing environments.

No information pertaining to a single individual will be released. BJS expects that findings include aggregate descriptive statistics, model coefficients, and results of statistical tests for accuracy and bias.

Shape2

Do you have questions or comments?

Please contact NPRP Data Manager Milton Cahoon directly at [email protected],

or our project email [email protected]

As required by BJS, RTI will produce a de-identified public use file to be archived with the National Archive of Criminal Justice Data (NACJD, https://www.icpsr.umich.edu/web/pages/NACJD/index.html). BJS expects that the data will be stored under some access restrictions, such that persons requesting the data will have to file an application with some description of their proposed research. Data will be de-identified such that no individual person can be identified in the archive file.





Attachment 7 – Initial Follow-up Script: Email, phone, and voicemail


Email


Dear (NAME),


I am reaching out on behalf of the Bureau of Justice Statistics, RTI International (RTI), and National Center for State Courts (NCSC) to follow up on a data request for the National Pretrial Reporting Program sent on [DATE]. We have not received a response and would like to know how to support you in the data extraction process.

If you have any questions about the data extraction guide or data transfer protocols, please do not hesitate to contact me via any of the methods listed below. Thank you in advance for the work you do, and for your willingness to participate in this very important data collection.


Sincerely,

[NAME]

[RTI or NCSC signature]

[Phone & Email]


Phone Voicemail and Script


Hello (NAME). My name is (NAME) from [RTI International / the National Center for State Courts]. I’m calling on behalf of the U.S. Department of Justice, Bureau of Justice Statistics regarding the National Pretrial Reporting Program. We sent a data request on [DATE] and have not yet received a response.

[VOICEMAIL: Please call me back at your earliest convenience at PHONE or email me at EMAIL so I can answer any questions or provide support in your efforts. Thank you for your interest in the NPRP].


I am calling you today to confirm that you have everything you need to consider and process the data extract request.


Have you received:


Initial contact email?


Project Information Flyer?


Data Extraction Guide?


Is the data request still under review, or have any decisions been made?

Record response


Is there anything we can do to support you with the data extraction or transfer?

Record response


Do you have any questions about the NPRP or your participation?

YES – Record questions and answers

NO – Thank you for your participation, and we hope to hear from you soon.

Attachment 8 – Secondary Follow-up scripts

8a. Additional follow-up scripts – Email, phone, and voicemail


Script may be modified by NCSC, NAPSA, or BJS, depending on professional relationship with the organization.


Email


Dear (NAME),


I am reaching out on behalf of the [Bureau of Justice Statistics / RTI International / National Center for State Courts / National Association for Pretrial Services Agencies] for the National Pretrial Reporting Program (NPRP). We sent a data request on [DATE] and [EMAILED/CALLED] on [DATE]. We have not received a response and would like to know how to support you in the data extraction process.


BJS has not collected data on pretrial case processing since 2009 under the State Court Processing Statistics. NPRP expands this collection to include data from courts, jails, and pretrial services agencies. You can see the types of information NPRP will provide at https://bjs.ojp.gov/data-collection/state-court-processing-statistics-scps


Your participation is voluntary, and we thank you in advance for your contribution to this important study. By submitting data by [DATE], the study will be able to provide comprehensive and accurate data on pretrial case processing in county courts, jails, and pretrial services agencies.


If you have any questions about the data extraction guide or data transfer protocols, please do not hesitate to contact me via any of the methods listed below.


Sincerely,

[NAME]

[RTI or NCSC signature]

[Phone & Email]


Phone Voicemail and Script


Hello (NAME). My name is (NAME) from [RTI International / the National Center for State Courts]. I’m calling on behalf of the U.S. Department of Justice, Bureau of Justice Statistics regarding the National Pretrial Reporting Program. We sent a data request on [DATE], [EMAILED/CALLED] you on [DATE] and have not yet received a response.


[VOICEMAIL: Please call me back at your earliest convenience at PHONE or email me at EMAIL so I can answer any questions or provide support in your efforts. Thank you for your interest in the NPRP].


I am calling you today to confirm that you have everything you need to consider and process the data extract request.


Have you received:


Initial contact email?

Project Information Flyer?


Data Extraction Guide?


Is the data request still under review, or have any decisions been made?


Record response


Is there anything we can do to support you with the data extraction or transfer?


Record response


Do you have any questions about the NPRP or your participation?


YES – Record questions and answers


NO – Thank you for your participation, and we hope to hear from you soon.


8b. Assess refusals and nonresponders – Email, phone, and voicemail for consistent nonresponders.


Email


Dear (NAME),


I am reaching out on behalf of the Bureau of Justice Statistics, RTI International (RTI), and National Center for State Courts (NCSC) for the National Pretrial Reporting Program. We have attempted to contact you [X] times by phone and email and have not received a response.


We realize the demands on your time, but your participation in this important data collection is critical to providing the most complete picture of pretrial case processing by courts, jails, and pretrial services agencies. For your convenience, the data extraction guide is attached. You can submit the data in any format, and we can work with you to ensure a secure data transfer.


Thank you in advance for the work you do and for your willingness to participate in this very important data collection.


Sincerely,

[NAME]

[RTI or NCSC signature]

[Phone & Email]



Phone Voicemail and Script


Hello [NAME]. My name is [NAME] from [RTI International / the National Center for State Courts]. I’m calling on behalf of the U.S. Department of Justice, Bureau of Justice Statistics regarding the National Pretrial Reporting Program. We have emailed or called you [X] times and have not yet received a response.


[VOICEMAIL: Please call me back at your earliest convenience at PHONE or email me at EMAIL so I can answer any questions or provide support in your efforts. Thank you for your interest in NPRP].


I am calling you today to confirm that you have everything you need to consider and process the data extract request.


Have you received:


Initial contact email?


Project Information Flyer?


Data Extraction Guide?


Is the data request still under review, or have any decisions been made?


Record response

Is there anything we can do to support you with the data extraction or transfer?


Record response


Do you have any questions about the NPRP or your participation?


YES – Record questions and answers


NO – Thank you for your participation, and we hope to hear from you soon.


8c. Data questions that arise while cleaning – Email, phone, and voicemail


Email


Dear [NAME],


My name is [NAME] and I am your data contact from [RTI International/National Center for State Courts]. I am emailing to confirm receipt of your data for the Bureau of Justice Statistics’ National Pretrial Reporting Program and to clarify a few questions about the [DATA/DATA FIELDS/ VALUES].


[LIST OF QUESTIONS].


If a phone conversation would be easier, please feel free to contact me and we can set up a time to meet.


[PROVIDE ESTIMATE OF AMOUNT OF TIME BASED ON NUMBER OF QUESTIONS]


Kind regards,

[NAME]

[RTI or NCSC signature]

[Phone & Email]


Phone Voicemail and Script


Hello [NAME]. My name is [NAME] from [RTI International / the National Center for State Courts]. I’m calling on behalf of the U.S. Department of Justice, Bureau of Justice Statistics regarding the National Pretrial Reporting Program. I would like to confirm successful receipt of your data and would like to ask a few questions about [DATA/DATA FIELDS/DATA VALUES].


[VOICEMAIL: Please call me back at your earliest convenience at PHONE or email me at EMAIL so we can resolve these issues. Thank you again for providing data for NPRP].


Is this a good time to discuss the data questions? [PROVIDE ESTIMATE OF AMOUNT OF TIME BASED ON NUMBER OF QUESTIONS]


No – set time to reschedule


Yes - proceed

[LIST OF QUESTIONS]


Thank you again. I may need to contact you again regarding data processing. Would you prefer me to email or phone?


Thank you for supporting NPRP.


Attachment 9 – BJS Final Follow-up Script

9a. BJS Final Follow-Up


Email



Dear _____________,


As you may recall from prior contacts, the Bureau of Justice Statistics partnered with RTI International (RTI), and the National Center for State Courts (NCSC) to collect felony case-level data for the National Pretrial Reporting Program (NPRP). We submitted a data request on [DATE] and followed up with you on [DATE]. BJS, RTI and NCSC will handle, use, and protect your data in accordance with the authorities described in the BJS Data Protection Guidelines. If these guidelines do not cover your agency's specific data provision requirements, BJS is happy to talk with you to discuss next steps.


Should you have any questions, need additional information about NPRP project or data request, or need our support in any other way, please do not hesitate to contact me via any means listed below. We thank you in advance for your participation in this very important national study.


Sincerely,


Erica Grasmick

Project Manager, National Pretrial Reporting Program

[BJS Signature]





9b. Phone Script


Hello, my name is Erica Grasmick from the Bureau of Justice Statistics at the Department of Justice. Our partners at the [National Center for State Courts/RTI] reached out to you about participating in the National Pretrial Reporting Program project on [DATE] and followed up on [DATE]. I am calling to confirm that we have submitted everything necessary for you to review our data request.


  • Do you have everything you need from us?

    • Yes: Are there any ways we can help your jurisdiction?

      • Agree to participate: Thank you very much for your time and participation. Is there a good time for us to reach back out to check in with you on this request?

      • Refuse to participate: Thank you very much for your time. We understand that your jurisdiction may not be able to fulfill our request at this time. As the NPRP data are expected to be nationally representative, it is very important that every invited jurisdiction participate in order to develop national statistics. If your jurisdiction is able to participate at a later date, please do not hesitate to reach out to us.

    • No: Identify what needs are not yet met

      • Thank you very much for your time. We will make sure that we get you those materials/that support by [DATE] (record what jurisdiction needs).

Attachment 10 – Confirm Data Script


RTI will map data (NCSC will do initial pass, RTI will take over, so no need for NCSC to send this email)


Email


Dear (NAME),


I am reaching out on behalf of the Bureau of Justice Statistics and RTI International (RTI) for the National Pretrial Reporting Program. We have finished mapping your data to our standardized set of definitions.


We would like to provide you with a copy of the mapped data for you to review and ensure that we mapped your data correctly. The data do not include any personally identifiable information, so we can transfer it via email or SFTP, whichever you prefer.


We will reach out to you in about two weeks to check on your progress. If you are finished earlier, please send us any comments and corrections.


Thank you again,


[NAME]


[RTI signature]


[Phone & Email]

Attachment 11 – Thank you


Email


Dear NAME,

On behalf of the Bureau of Justice Statistics (BJS), RTI International (RTI), the National Center for State Courts (NCSC) and the National Association of Pretrial Service Agencies (NAPSA), I would like to thank you for your participation in the National Pretrial Reporting Program (NPRP). I truly appreciate your support, and the efforts of <<ANY ADDITIONAL PERSONS EXTRACTING DATA>> for providing the data extract, as it is vital to the success of this collection.


This letter confirms that we have processed the data you provided, and the data are ready for inclusion in our analysis file. We anticipate that the report, Felony Defendants in Large Urban Counties, 2019 (working title), will be published in the fall of 2024. The report will be available on our website https://bjs.ojp.gov/ .


If you have questions or updates to the contact information for you or your agency, you may contact the RTI team at [(919) 541-6922] or by email at [email protected] You may also contact me at (202) 307-1402 or [email protected]


Sincerely,




Erica Grasmick

Project Manager, National Pretrial Reporting Program

[BJS Signature]

Attachment 12 – Closing Script

12a. Notification that Data Collection is Closing


Closing:


Email


Dear (NAME)


I am reaching out regarding the National Pretrial Reporting Program (NPRP). We are closing the data collection next month (ON DATE for second notification that will be sent the week prior), and we have not received a data file from you.


(FIRST EMAIL, MONTH PRIOR): For your convenience, the data extraction guide is attached to this email. Your response is vital to this important data collection about how courts, jails, and pretrial services agencies process pretrial defendants. Please call or email me to discuss any questions about the NPRP, the data request, or the secure file transfer options.


We would like to remind you that participation in the NPRP is voluntary, but your contribution to the collection is vital to provide a more accurate description of pretrial release and detention in large urban counties in the United States.


(SECOND EMAIL, WEEK PRIOR). If you have not yet already, please upload your data before [DATE]. If you need assistance with the file transfer or have any questions, please call or email me as soon as possible.


Sincerely,


Erica Grasmick

Project Manager, National Pretrial Reporting Program

[BJS signature]


12b. Notification that Data Collection is Closed

Closed:


Email


Dear (NAME),


I am reaching out on behalf of the Bureau of Justice Statistics and RTI International (RTI) for the National Pretrial Reporting Program. We are closing the data collection on [DATE].


We appreciate your consideration of the data request and hope to work with your agency on future data collections.


Kind regards,


[NAME]


[RTI signature]


[Phone & Email]


Attachment 13 – Tyler Technologies Comments


Executive Summary 

Tyler Technologies, Inc. is pleased to provide comments in response to the US Department of Justice (DOJ) Office of Justice Programs (OJP), Bureau of Justice Statistics (BJS) posting to the Federal Register (FR Doc. 2022-03149) regarding the data collection request to the Office of Management and Budget (OMB) for the National Pretrial Reporting Program (NPRP) (The Data Extraction Guide NPRP-1).

 

At Tyler Technologies (Tyler), our mission is to empower the public sector to create smarter, safer, and stronger communities. As a software provider focused exclusively on the public sector, Tyler builds transformative technologies that modernize and digitize government operations, promoting Open Data, transparency, evidence-based decisions, and citizen engagement. Tyler has many years of experience and familiarity with courts and criminal justice data at state and local levels. The Data and Insights Division (Tyler D&I) focuses on enabling governments to use data as a strategic asset in the design, management, and delivery of programs. We also enable automation, data quality, and information sharing standards for all customers and stakeholders. Our data solutions enable public sector leaders to connect not just systems, but stakeholders within and outside their organization, including across jurisdictions.


Tyler D&I already partners with BJS on an enterprise data platform solution, OJP calls the Data Management Reporting and Analytics (DMRA).  The DMRA platform and tools support mission critical functions of managing data as a strategic asset within DOJ. The DMRA allows all OJP program offices increased data value by providing data sharing infrastructure including a data catalog of shared assets, scalable analysis, collaborative workspaces, visualization capabilities, and access to data ingress and data automation for internal and public-facing platforms. Using the tools and platform would extend the value of the DMRA and further allow BJS to provide consumable information for internal and external users.

  

Tyler D&I is incredibly proud of our strong partnership with DOJ and the excellent performance and results that we have achieved together. We deeply value our partnership and look forward to further supporting the ongoing expansion of DOJ BJS’s data program.  

 

We look forward to the opportunity to speak with you further about this effort within BJS. 

 

Comments to Supplementary Information 

Tyler Technologies, Inc. understands the purpose of this announcement is to comment on BJS’s request of collecting and sampling pretrial information from courts, jails and pretrial service agencies data filed in 2019. Tyler provides the digital infrastructure that connect cities, counties, state, and federal government services to give agencies the ability to share data and insights across departments, jurisdictions, and geographic boundaries.


Individual Points from the Federal Register Posting


Practical Utility

BJS could use the information collected in a number of aggregate ways related to their mission of being the primary statistical agency of the DOJ, collecting, analyzing, publishing, and disseminating information on crime and operations of the justice system. One example would be that the pretrial information collected could be used internally in establishing metrics and evaluations of grants. The data could then be analyzed and shared with the public, to provide further insights when coupled with other publicly available reference data sets, that Tyler has already supported and made available within the DMRA. The process outlined for use with NPRP could be further leveraged for other programs, establishing standard operating procedures for sharing data across jurisdictional boundaries.


Estimate of Burden and Validity of Methodology and Assumptions

BJS estimates an approximate total of 9,750 hours from 375 agencies, breaking this down further to about 16 hours for data extraction and 10 hours to explain inconsistencies or questions from each collection result. BJS is willing to accept data in any format provided by agencies.


Tyler suggests that this burden could be reduced in the following ways:

  • Use the DMRA currently in place at OJP, as the data portal to share datasets and assets securely with data ingestion automation built into the platform;

  • Use the DMRA tooling to help evaluate, clean and transform data received;

  • Create and use metadata standards to organize and structure incoming data;

  • Develop a standard for submission format working with partners like Tyler - who provides the software for the majority of court systems in the US at the state and local level; and who have experience with cross jurisdictional pre-trial data.



Quality, Utility, and Clarity of Information

Tyler has experience standardizing information collection and ultimately enhancing analysis, standardization and sharing data across federal, state, and local government agencies. In working with OJP, implementing the DMRA, Tyler has worked closely as a subject matter expert in building data sharing and aggregation programs. Tyler is vested in connecting communities and collaboration. There could be additional opportunities to evaluate existing open data sources of pretrial data to supplement or gain insights while developing this request. BJS could leverage lessons learned from current projects Tyler has underway to increase the quality, utility and clarity of the pretrial data being sought.


Minimize the Burden by Using Information Technology

As noted, using the DMRA in this data collection request would significantly support BJS and the NPRP. It could permit electronic submission of responses from the counties. It could leverage publicly available information and facilitate collaborative data analysis, dashboards, and visualization. Department and geographic information silos could be broken down and the overall process simplified using the information technology currently available.



Attachment 14 – Legal Rights Center Comments


Erica,


Below is my comment regarding the NPRP.


The proposed data collection has enormous value and practical utility.  The program proposes to gather data that will help illuminate the relationship between various pretrial decisions and related outcomes.  For example, the data collected can be used to establish relationships between risk assessment score and bail amounts or number of days in pretrial detention and case outcome.  It can also illustrate the racial and ethnic disparities in pretrial decision-making and show how those disparities ripple through the remainder of the case.  While the program would be enhanced by tracking data about misdemeanor and gross misdemeanor charges, a focus on felonies along will still produce valuable information for governments, courts, and advocates working for more equitable practices in pretrial decision-making.



Thank you!



Anna Hall (she/ella)
Attorney & Equal Justice Works Fellow

Sponsored by Thomson Reuters and an anonymous donor

Legal Rights Center
1611 Park Avenue South

Minneapolis, Minnesota 55404

(612) 337-0133

Attachment 15 – Minnesota Freedom Fund Comments


Hello, 


I'm in full support of this proposed data collection effort! The proposed data collection would shine a light on a part of our society that is talked about often but rarely fully understood through comprehensive data. The focus on felony cases is very wise because many reforms has been created around misdemeanors and more and more cases are felony level.  Minnesota Freedom Fund is part of the National Bail Fund Network and all the bail funds that are part of that network talk about the importance of data to show the realities of pre-trial detention. I'm also very curious about the rise in mass surveillance efforts and would be very interested in seeing tracking of the use of Electronic Home Monitoring as a condition of release. The program proposes to gather data that will help shine a light on the relationship between various pretrial decisions and related outcomes.  For example, the data collected can be used to establish relationships between risk assessment score and bail amounts or number of days in pretrial detention and case outcome. I'm also very interested in seeing the rate at which people plead guilty/take a plea deal and how that relates to bail amount or number of days in jail etc.  The data can show current realities and trends around racial and wealth disparities in pretrial decision-making and show how those disparities impact the outcomes of cases.  This data will be so valuable to inform governments, courts, and advocates working for more equitable practices in pretrial decision-making. I think a focus on bail and number of days in jail is significant but also putting as much focus on electronic home monitoring as well will show the realities of pre-trial punishment before conviction as electronic home monitoring can be harm reduction but can also be harmful in the same ways and more as being held in custody. 


Thank you!


-Ash 

Ash Wirth (she/her)

Advocacy Coordinator

Minnesota Freedom Fund

[email protected]

952-353-6932 (call or text and on Signal)






Attachment 16 - Factsheet




Attachment 17 – Letter of Support



[LOGOS of supporting agencies NAPSA, NCSC, and the remaining TBD]


[DATE]


Dear [Title] [Name],


The U.S. Department of Justice, Bureau of Justice Statistics (BJS) is responding to a request from Congress to collect data about pretrial release in the U.S. Part of that response requires BJS to request data from courts, pretrial services agencies, and jails for the National Pretrial Reporting Program (NPRP).


NPRP will collect data about persons charged with at least one felony in calendar year 2019, the most recent year before the disruption of the COVID-19 pandemic. The information gathered during this collection will assist Federal, State, and local officials in their efforts to assess the use and variation of pretrial release across the country. As part of this project, your office completed either an interview or a survey about the ability to provide data, and now we are asking you to provide that information.


NPRP will help to answer questions about the mechanisms of pretrial release, the use of pretrial risk assessments, the amounts of bond set for felony charges, whether people released pretrial fail to appear for court hearings or commit new crimes, and how often people are detained for the entire pretrial period.


The National Association of Pretrial Service Agencies, the National Center for State Courts, and (other agencies) support this project, and encourage you to participate. Please reach out to our contacts below if you have any questions about the data collection, timeframe, or purposes of the study.


Thank you,

Jim Sawyer Cynthia Lee

National Association of Pretrial Service Agencies National Center for State Courts


TBD

TBD


12


File Typeapplication/vnd.openxmlformats-officedocument.wordprocessingml.document
AuthorGrasmick, Erica
File Modified0000-00-00
File Created2022-05-03

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