An individual who enters or seeks to enter an HCSO facility.
A Visitor who is 18 years or older.
A Visitor who is younger than 18 years old.
The category that defines a Visitor's relationship to the facility and purpose for visiting.
Since the Visitor Type is based on the purpose of the Visit, Visitor Type is not fixed and can change for a single individual. For example, Sam Winchester can come to service a vending machine at 10:30am (Visitor Type: Tradesperson), and come back to the same facility at 3:30pm to visit a Resident, Dean (Visitor Type: Personal).
The information used to authenticate a User during login is a combination of their personal information, consisting of:
The Last Name a person uses primarily to identify themselves (aka True Last Name) can change over time due to:
Because of the changing nature of Last Names it can be confusing to know which one to use when you have more than one or yours recently changed.
The Last Name used to sign in depends on your User Verification State and what you've provided us. Use the table below to determine which of your Last Names is required to sign in.
|
User Verification State
(go to definition) |
Your True Last Name is... |
|---|---|
| Unverified | The one you supplied as your True Last Name in your most recently submitted Verification Form (ex: BOP Request form) |
| Verified or Pending Unverification | The True Last Name in your most recently Verified Name Batch |
An Entry Requirement is simply a requirement needed for entry, this may be a Form or Training. There are two types, what differentiates them is their scope:
See Photo ID Requirements for more details.
Refers to restrictions placed on a Visitor in regards to where they can visit. Each Visit Restriction has the below attributes:
A Visitor may have to an entire facility under Can't Visit but have a single Resident within that same facility under Can Visit. This is common when a BOP Override is applied.
Any document that a User or HCSO Staff submits in U-Visit.
The date after which a Form is no longer considered valid.
The current state of a Form in its lifecycle:
A Verification Form is a Form that can verify a User's identity as a set of specified Names during its evaluation (SSN and Date of Birth are also verified). Every other Form is a non-Verification Form, which can only be associated with an Active Name Batch.
Indicates whether a User's identity has been confirmed through a Verification Form. A User can be:
Users have different restrictions based on their Verification State (as mentioned on the home page):
A BOP (Background of Persons) check performed through CJIS (Criminal Justice Information System), is a paramount Pre-Visit Entry Requirement for most Visitor Types.
For convenience, the BOP Request form also contains related items, such as CORI and PREA sign-offs, which expire at the same duration.
A set of requirements used during evaluation of a BOP Request to verify the integrity of the provided information by:
This refers to the criteria by which a person's background is evaluated (after all the Verification Criteria have been met).
In special cases, such as when a BOP Appeal is approved, an Override is applied to a BOP Request. BOP Overrides grant Visitors access that would otherwise be disallowed, in the form of updating the Visit Restrictions.
A Name consists of a first name, middle name (optional), last name, and suffix that legally identifies an individual.
When a Verification Form is evaluated, only the Names specified within it are evaluated. Given that and the fact that Names change over time, when a Verification Form is evaluated, it doesn't verify all the Names that may be connected to a User (ones that might've have been evaluated before).
Therefore, we need to bundle the Names specified within each Verification Form. This "bundle" is called a Name Batch, which consists of:
The Names within each Name Batch cannot be changed after they're created. If a User needs to make a change or include another Name, they'd need to submit a new Verification Form of the same Form Type to create a completely new Name Batch with the new / changed Name(s) (and any other current Active Name they want to use since they would become Inactive if not listed in the new Name Batch).
Users are notified of this within Verification Forms.
A True Name is the User's Name as it's registered with the US Dept of State.
An Alternative Name is any other Name a User may identify as, other than their True Name.
These are probably mostly previous True Names that were legally changed after life events, such as after a marriage, divorce, or social gender transition.
The current state of a Name Batch, based on the Form Status of the Verification Form that created it.
| Point in Form Lifecycle | Form Status | Name Batch Status | Name Batch Verification State |
|---|---|---|---|
| Before Evaluation | Pending | Pending | Unverified |
| After Evaluation | Approved, Approved with Restrictions, or Denied | Active | Verified |
| After Evaluation | Canceled | Rejected | Unverified |
| After Form Expiration Reached | Expired (previously Approved, Approved with Restrictions, or Denied) | Inactive (Verified) | Verified |
| After Form Expiration Reached | Expired (previously Canceled) | Inactive (Unverified) | Unverified |
Indicates whether a Name Batch has been verified; can be either:
A major reason for having Name Batches is because a Name is only a person's "legal identifier" in society, which can change over time. This means one person can have multiple Names. Within legal documents, such as a State-Issued ID, a person is identified by such legal identifier(s).
Therefore, on Verification Forms we ask which legal identifier(s) / Name(s) a person currently uses to legally identify themselves. Only these Names are evaluated when the corresponding Verification Forms is evaluated as an Pre-Visit Entry Requirement. A satisfactory evaluation can expire, therefore a person can only enter a facility if they provide proof of ownership (through a Valid Photo ID ) of a Name, which:
Names that meet the above criteria are referred to as Active Names, its Batch is referred to as an Active Name Batch.