CODING STRUCTURE:

Enter the one (1) character code identifying the action to be taken with the input screen/format. O = Enter ORIGINAL incident data to the database.

A = ADD information to the incident record.

M = MODIFY exceptional clearance of the incident on the database. R = REPLACE the original incident data on the database.

D = DELETE data on the database.

W = WINDOW UPDATE for exceptional clearances, arrests, and recovered property.

I = INQUIRY the database for incident information.

NOTE:

See procedures below.

Base Date is defined as a January 1 of the first year of the two years of data retained on the state online MICR database.

Start Date is defined as the date the agency begins submitting MICR data.

EDITS:

• Must be valid code.

• Required for all transaction screens/formats.

• Action O is valid only for Incident (MICR.1) transaction screen/format.

• Action O is not valid for incidents with an Original Year prior to the base date or agency start date.

• Action A is not valid for Incident (MICR.1) transaction screen/format.

• Action A is not valid if Assist Originating Agency Identifier (ORI) is completed.

• Action M is valid only for Incident (MICR.1) transaction screen/format.

• Action R is valid only for Incident (MICR.1) transaction screen/format.

• Action D is valid for all transaction screens/formats.

• Action W is valid only for Incident (MICR.1), Arrest (MICR.7), or Property (MICR.9) transaction screens/formats.

• Action W is valid only for incidents with an Original Year and original Date of Occurrence/Report prior to the base date or agency start date.

• If Action is W, Exceptional Clearance Date, Date of Arrest, or Date Recovered cannot be prior to the base date or agency start date.

DATA ELEMENT # 1 (continued) PROCEDURES:

ACTION O

Action O is used to enter original incident data on the database using the Incident (MICR.1) transaction screen/format. Administrative and Offense information is required for all original incidents. Victim and Offender information is required for all original incidents with an offense that is defined by the F as a Group A offense along with Negligent Homicide Vehicle/Boat and Nonviolent Family Offenses. If entering a “Crime against Property,” Kidnapping, or Gambling, a Property record is also required.

Following are the minimum mandatory data elements which must be entered for each original incident. However, completion of other data elements may be required depending on the codes entered in these data elements:

ELEMENT NUMBER 01 – Action (must be O) 02 – ORI Number 03 – Original Year 04 – Incident Number 05 – County 06 – City/Township 08 – Date of Occurrence/Report 09 – Occurrence/Report Date Indicator 10 – Hour Occurred

14 – Offense File Class 15 – Location Site

16 – Offense Attempted/Completed 61 – Incident Complete Indicator

Required if offense is a Group A offense, Negligent Homicide Vehicle/Boat, or Nonviolent Family Offenses:

ELEMENT NUMBER 17 – Offender Suspected of Using 18 – Suspected Bias Motivation 22 – Offender Number

26 – Victim Number

27 – Victim Connected Offense File Class 28 – Victim Type

*EXCEPTION*: If submitting a record to indicate _{“no criminal data,” the data elements required are:} *ELEMENT NUMBER* 01 – Action (must be O)

02 – ORI Number 03 – Original Year

04 – Incident Number (must be 0) 05 – County

06 – City/Township

08 – Date of Occurrence/Report (Day must be 00) 09 – Occurrence/Report Date Indicator (must be R) 61 – Incident Complete Indicator

DATA ELEMENT # 1 (continued) ACTION A

Action A is used to add supplemental offenders, victims, arrests, and property. An original incident must be present on the database.

Following are the minimum mandatory data elements required for each type of transaction screen/format. Other data elements are required depending on the supplemental information being added.

ELEMENT NUMBER 01 – Action (must be A) 02 – ORI Number 03 – Original Year 04 – Incident Number

61 – Incident Complete Indicator

ACTION M

Action M is used to modify Exceptional Clearance and Exceptional Clearance Date on the database. Following are the mandatory data elements required to modify the Exceptional Clearance and Exceptional Clearance Date.

ELEMENT NUMBER 01 – Action (must be M) 02 – ORI Number 03 – Original Year 04 – Incident Number

08 – Date of Occurrence/Report 11 – Exceptional Clearance 12 – Exceptional Clearance Date 61 – Incident Complete Indicator

If an incident was initially entered as exceptionally cleared and needs to be changed so an arrest can be added, the incident may be modified and leave the Exceptional Clearance and Exceptionally Clearance Date (data elements 11 and 12) blank.

All other information cannot be modified. To change data in the administrative (excluding exceptional clearance and exceptional clearance date) and offense records, the entire incident must be deleted and re-entered. Individual offender, victim, arrest, or property records can be changed by first deleting that individual record and re-entering only that individual record with the correct information.

Action R

Action R is used to replace original incident data on the database. This action will delete ALL data for the incident and replace it with the information contained in the screen/format. Therefore, all edits will apply as if entering an original incident. If more than one victim, one offender, one arrest and/or four property items need to be replaced, they must be added after the original incident is replaced.

DATA ELEMENT # 1 (continued)

Following are the minimum mandatory data elements which must be entered for each replace incident. However, completion of other data elements may be required depending on the codes entered in these data elements.

ELEMENT NUMBER 01 – Action (must be R) 02 – ORI Number 03 – Original year 04 – Incident Number 05 – County 06 – City/Township 08 – Date of Occurrence/Report 09 – Occurrence/Report Date Indicator 10 – Hour Occurred

14 – Offense File Class 15 – Location Site

16 – Offense Attempted/Completed 61 – Incident Complete Indicator

Required if offense is a Group A offense, Negligent Homicide Vehicle/Boat, Nonviolent Family Offenses:

ELEMENT NUMBER 17 – Offender Suspected of Using 18 – Suspected Bias Motivation 22 – Offender Number

26 – Victim Number

27 – Victim Connected Offense File Class 28 – Victim Type

Action D

Action D is used to delete information from the database.

Mandatory data elements:

ELEMENT NUMBER 01 – Action (must be D)

02 – Originating Agency Identifier 03 – Original Year

04 – Incident Number

61 – Incident Complete Indicator

ACTION W

Action W is used to update the exceptional clearance, arrests, or recovered property for incidents with an original date of report prior to the base date or agency start date. Administrative and offense information must be entered prior to supplemental Arrest or Property.

If there is an existing W record in MICR and additional W information needs to be submitted, the agency must first Delete the existing W record and resubmit all W information on one record. For example, a W record was submitted on December 27, 2008, with an arrest. On January 4, 2009, property was recovered on the same

DATA ELEMENT # 1 (continued)

All three types of updates (exceptional clearance, arrests, or recovered property) must include administrative information and the offense file class(es). An Incident (MICR.1) transaction screen/format must be submitted with data elements:

ELEMENT NUMBER 01 – Action (must be W) 02 –ORI Number

03 – Original Year 04 – Incident Number 05 – County

06 – City/Township

08 – Date of Occurrence/Report (original date of occurrence) 14 – Offense File Class

61– Incident Complete Indicator

EDITS:

• If Action = W – Hour occurred cannot be entered

Exceptional Clearance – These data elements are also completed on the administrative record if the incident is

updated to exceptional clearance:

ELEMENT NUMBER 11 – Exceptional Clearance 12 – Exceptional Clearance Date

Arrest – These data elements are completed if arrest records are being added:

ELEMENT NUMBER 39 – Arrest Number 40 – Arrest Type 41 – Arrest Age 42 – Arrest Race 43 – Arrest Sex 44 – Arrest Ethnicity 45 – Arrest Residence 46 – Arrest Charge 47 – Arrest Armed 48 – Date of Arrest

49 – Multiple Arrest Indicator

50 – Disposition of Arrest under 18 (only if arrest is under 18 years old)

51 – Clearance Indicator

61 – Incident Complete Indicator

Recovered Property – These data elements must be completed if property is recovered which was originally

DATA ELEMENT # 1 (continued)

ELEMENT NUMBER 52 – Item Number

53 – Property Loss Type (must be 5 RECOVERED) 54 – Property Class

55 – Property Value 56 – Date Recovered

57 – Number of Stolen/Recovered Vehicles (only if Property Description is 03 AUTOMOBILES, 05 BUSES, 24 OTHER MOTOR VEHICLES, 28 RECREATIONAL VEHICLES, or 37 TRUCKS) 61 – Incident Complete Indicator

Action I

Action I is used to inquire specific incident data from the database.

Mandatory data elements for each transaction screen: ELEMENT NUMBER 01 – Action (must be I)

02 –ORI Number 03 – Original Year 04 – Incident Number

DATA ELEMENT # 2: ORI Number