MECOMJune 10, 2015

MECOM GrantThis section is summarized from source presentation HB 1355 Workgroup Meeting CCIS MECOM Presentation.pptx

In 2009, the CCIS Interface Control Document (ICD) underwent an upgrade to version 2.00. Reporting data element was added to the ICD to include MECOM (Mental Competency) data.

Earlier this year (2014), FDLE and FCCC worked together on a federal grant proposal that would improve the completeness, automation, and transmittal of records to state and federal systems used by NICS.

Phase 1All 67 counties will comply with ICD Version 2.00 and will send MECOM data.

110-01 Case Name (Party) Place of Birth (field 22) needed for mental competency cases only.

Data FDLE included in specifications for web service are used to be able to identify an individual with as many identifiers as possible to avoid multiple person records for one person. So for these case updates, it is helpful to FDLE if you provide:

Person Demographics DataS. No.

Field Name Size Mandatory for

MECOM

Portal Party Screen

CCIS field

1 Last name 50 Varchar2

Yes Yes 110-01.18 Last Name (30)

2 First name 50 Varchar2

Yes Yes 110-01.19 First Name (20)

3 Middle name 50 Varchar2

No Yes 110.01.20 Middle Name (20)

4 Suffix 25 Varchar2

No Yes 110-01.21 Suffix (Suffix Code Value)

5 Race 1 Yes Yes 110-01.12 Race (Race Code Value)6 Gender 1 Yes Yes 110-01.11 Gender (Gender Code Value)7 Date of birth DATE Yes Yes 110-01.10 Date of Birth (DATE 10)8 SSN 11 No No 110-01.7 Social Security Number (9)9 City of Birth 50

Varchar2No No

110-01.22 Place of Birth (60)10 State/Country of Birth

2 Varchar2 No No

11 DL State 2 Varchar2 No No 110-01.17 DL Number (25)12 DL # 20 No No13 NICS Comments 1000 No No

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Alias NamesS. No. Field Name Size Mandatory

for MECOMPortal Party

ScreenCCIS field

1 Last name 50 Varchar2 Yes Yes 110-01.18 Last Name (30)2 First name 50 Varchar2 Yes Yes 110-01.19 First Name (20)3 Middle name 50 Varchar2 No Yes 110.01.20 Middle Name (20)4 Suffix 25 Varchar2 No Yes 110-01.21 Suffix (Suffix Code Value)5 Date of birth DATE Yes Yes 110-01.10 Date of Birth (DATE 10)6 SSN 11 No No 110-01.7 Social Security Number (9)

Court Action TabS. No. Field Name Size Mandatory

for MECOMPortal Party

ScreenCCIS field

1 Date of Order DATE Yes Yes 110-02.18 Disposition Date2 Statute Code Drop Down

list Yes Yes 110-02.27 Special Report Category

(see code table)3 County No Yes 110-02.3 County Code (see code

values)4 UCN No Yes 110-02.5 Uniform Case Number (20)5 Entry Type Yes Yes 110-02 ???6 Comments No No 110-02

Address under Court Action S. No. Field

NameSize Mandatory

for MECOMPortal Party

ScreenCCIS field

1 Line 1 100 Varchar2 Yes 110-01.9 Name Type (Name Type code value)2 Line 2 100 Varchar2 Yes Yes 110-01.18 Last Name (30)3 City 50 Varchar2 Yes Yes 110-01.19 First Name (20)4 State 50 Varchar2 No Yes 110.01.20 Middle Name (20)5 Zip 25 Varchar2 No Yes 110-01.21 Suffix (Suffix Code Value)

Relatives under Court Action (ex. father, mother)S. No. Field Name Size Mandatory

for MECOMPortal Party

ScreenCCIS field

1 Type 5 Varchar2 Yes 110-01.9 Name Type (Name Type code value)2 Last name 50 Varchar2 Yes Yes 110-01.18 Last Name (30)3 First name 50 Varchar2 Yes Yes 110-01.19 First Name (20)4 Middle name 50 Varchar2 No Yes 110.01.20 Middle Name (20)5 Suffix 25 Varchar2 No Yes 110-01.21 Suffix (Suffix Code Value)

110-02 Case Record Special Report Category Code (field 27) valid values are:

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50 - MECOM in re: F.S. 393.063(9) 51 - MECOM in re: F.S. 394.4655 52 - MECOM in re: F.S. 394.467 53 - MECOM in re: F.S. 397.675 54 - MECOM in re: F.S. 397.6811 55 - MECOM in re: F.S. 397.6815 56 - MECOM in re: F.S. 397.6818 57 - MECOM in re: F.S. 397.6957 58 - MECOM in re: F.S. 397.697 59 - MECOM in re: F.S.744.3215 (1) 60 - MECOM in re: F.S. 744.331(6)(a) 61 - MECOM in re: F.S. 916.106(11) 62 - MECOM in re: F.S. 916.12 63 - MECOM in re: F.S. 916.13 64 - MECOM in re: F.S. 916.15 65 - MECOM in re: F.S. 916.3012 66 - MECOM in re: F.S. 916.302(2) 67 - MECOM in re: F.S. 985.19(2) 68 - MECOM in re: F.S. 985.223

Grant deadline July 1, 2015.

Phase 2

Web Service between CCIS and FDLEA web service interface will be developed between CCIS and MECOM to upload mental health data, thus making the data more quickly available to the NICS Index and eliminating the need for duplicate entries. This only adds people to MECOM. Removing an individual from MECOM will continue to be a manual process.

Grant deadline August 1, 2015.

FDLE Provided NICS InformationNICS ICD with field validations and code values for drop down lists are listed in the following PDF’s:

NICS and E-Check ICD AppC State NICS Index Message Formatso Appendix C outlines the message formats for the EDP, MDP and SDP message keys used to enter,

modify, and add supplementary information to a NICS record. The XDP is used to remove the NICS record.

NICS and E-Check ICD AppD Message Field Code Tableso Appendix D is a comprehensive list of all possible field codes. I don’t think we have excluded any value

the FBI would accept but if there is a question, Chandra will be able to advice. The field requirements, length and acceptable values for MECOM are (should be) identical to the field requirements, length and

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acceptable values for NICS so the document Chandra is providing will probably be easier to read and much more ‘to the point’.

List of counties that typically do not report these cases is available in this link:

http://www.dcf.state.fl.us/programs/samh/mentalhealth/docs/Baker%20Act%20Receiving%20Faciliites.pdf

CCIS 3.0 spreadsheet has been updated to reflect the counties that have receiving facilities because they will have data to send to CCIS

Clerk Reporting Mental Incompetence FindingsSummarized from source document 3_BP Report Mental Health to FDLE 021914.docs

A person is added to MECOM based on mental defectiveness and voluntary commitment. The person is removed from MECOM manually.

Trigger 1: persons who have adjudications of mental defectiveness or commitments to mental institutions

Trigger 2: an individual who has been allowed to transfer to voluntary status in lieu of court-ordered involuntary commitment after being admitted for involuntary examination at a Baker Act receiving facility and is certified by a physician to be of imminent danger, may be prohibited from purchasing firearms or retaining or applying for a concealed weapon or firearms license.

If an order of dangerousness is granted and filed with the Clerk of Court, report to FDLE within 24 hoursReport Name, Sex, DOB and UCN (Uniform Case Number) and any other known identifiers i.e. SS#, Driver's License, last known address. Use Statute 790.065 as basis for reporting.If denied, enter “disposed by judge” according to SRS rules. Although the statute requires petitioner to wait a year to reapply, the clerk is not the enforcer of this provision.

If petition for relief is granted, the clerk is to provide the order to FDLE so that the requisite mental health record is deleted from the MECOM database. Consider using a specific docket code and description for “Order Granting Relief from Firearms Disability and Order Denying Relief from Firearm Disability”, in your local CMS to pull future reports.

Petition for Relief from Firearm Disabilities Imposed by the CourtSource document is 3c_Pet for Relief Ord – Firearms_021914.docx

A hearing is held to determine the outcome of the petition for relief. A form is completed that either grants relief or denies relief.

Mental Health Firearm DisqualifiersDefined by U.S. Code 922 and s. 790.065, F.S., specifically (2)(a).

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Leon County MECOM AuditJust an FYI, we had our audit yesterday and were told we were clean, but the auditor discussed w/ us 8 instances of what she called “incomplete” information. Issues were, sex and/or race not entered in MECOM but found somewhere in the file (submitted after MECOM entry made; she asked whether we were notified when additional information came in, “no”); middle name on order but not on case or in MECOM (we explained, case is set up based on petition and we follow that not how individual filings/papers list it after case initiation); one person was the III but not entered in MECOM; and one was an error that FDLE made when updating the old info by adding the wrong case year. Also, in the past, clerk staff had entered in the remarks section comments from JIS, like tats on left arm, scar on face, etc. Since she saw these on some entries, when seeing JIS printouts in files for cases where these comments were not present, she indicated “incomplete information”; this information even could have been filed after the MECOM entry was made. Ron reminded her that this info is not required by statute and therefore should not be an issue, but she insisted MECOM is “name based” and the more details the better and listed it as one of the 8 incompletes.

Just wanted to share this b/c it seems like, even though our audit was OK, they are looking to require more, make clerks enter more. And while I'm fine w/ that, the big issue for me is that what the "rules" should be about: Staff makes a MECOM entry, but later, information is filed in the case that contains additional information that could be added to MECOM. How would clerks be notified of that additional information? And is MECOM set up to allow edits/additions?

Lee County ProcessWe update the MECOM database monthly when the following events are filed within the month:

Order of Incapacity Order of Involuntary Placement Order of Involuntary Treatment

These occur in 3 different case types: Baker Act, Marchment Act & Incapacities.

E-Filing Portal

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Cannot identify the petitioner as the mother

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Marchman Orange County Party ScreenMECOM reporting can obtain lots of the data needed from the party screen

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