Policy Text
University of California, San Francisco
Police Department General Orders
1
8.2 Communications: Operations
8.2.4 California Law Enforcement Telecommunications System and National Crime
Information Center Operations (Revised: 11/3/25 )
The Communications area is equipped with computers that give access to the CLETS and NCIC.
Access into these systems provides records information from local law enforcement agencies,
along with state and national information, such as wanted persons, stolen vehicles and property
and criminal history. Access to these systems will be in compliance with provisions outlined in
the CLETS Policies, Practices, Procedures and NCIC manuals.
A. Use of Law Enforcement Data System
The ECC is equipped with computers th at provide access to the CLETS, the Criminal
Justice Information System (CJIS), NCIC and local system files including the CAD
system and RMS.
1. The following information is currently available through the CLETS:
a. Stolen and registration checks on vehic les by license plate or vehicle
identification number
b. Wants and warrants on persons by California driver’s license number,
name, date of birth or Social Security number
c. Criminal Offender Record Information (CORI).
2. The CJIS is a computerized file containing records that are of interest to the
criminal justice community. The CJIS is maintained by the California Department
of Justice (DOJ) and is available to authorized local, state and federal criminal
justice agencie s via the CLETS.
3. NCIC Files
The FBI maintains NCIC, which is the Federal counterpart of the CJIS. The NCIC
is available for inquiries and updates from CLETS terminals. Many of the NCIS
files are corollaries of the CJIS and are, in fact, accessed after passing through the
CJIS.
B. Persons Authorized to Use the CLETS
1. Only CLETS -certified personnel shall use the CLETS.
2. Each authorized employee must complete CLETS/NCIC training at a level
consistent with the employee's duties and certify with DOJ on a biannual basis.
Public safety dispatchers must complete training and certification within 30 days
of their access to the system and within sixty days of workbook issue date.
3. Personnel using the CLETS shall be responsible for adhering to CLETS
adminis trative rules including those that govern information access and
dissemination and administrative messages.
a. Information obtained from the CLETS shall only be disseminated to
authorized recipients who have both a right to know and a need to know.
All law enforcement personnel with proper identification are authorized
University of California, San Francisco
Police Department General Orders
2
recipients, but only if they have an official law enforcement purpose
justifying the need to obtain the information. The California DOJ
maintains a list of agencies authorized to receive crim inal history
information. Persons not included in the DOJ list are not authorized
recipients.
b. Information may not be disseminated to private individual, private security
or other University employees.
4. Verifications
a. If a record is found on a warrant or other file check, the information will
be verified with the originating agency before any arrest is made.
b. Verifications should be made by phone through the San Francisco Central
Warrant’s Bureau.
c. The Central Warrant’s Bureau operator handl ing the record confirmation
is responsible for updating records and sending a disposition teletype to
the originating agency.
5. Entries
a. Officers needing to enter information into the system or send
administrative messages shall direct requests to an ECC assistant or public
safety dispatcher
b. Teletype requests and data entry updates should be initia ted by the
employee handling the reques t and attached to the incident report.
c. An ECC dispatcher will attach all warrant location and confirmation
requests from outside agencies to the incident report and notify the
detective bureau via email.
6. Warrant Entries
a. Active warrants issued to t he UCSF Police Department shall be submitted
to the ECC personnel .
b. The ECC will maintain an active warrant file.
c. Complete warrant backgrounds and entry are processed by the Superior
Court, County of San Francisco and are entered into the CLETS.
d. Warrant verification is completed by ECC staff.
C. Security, Review, and Audit Trail Requirements of CORI
All criminal offender record information, whether computerized or hard copy, will be
stored in a secure area. Access to this file will be restricted t o personnel authorized to
release CORI.
1. The computer terminal equipment for acce ssing CORI is located in the ECC . The
Department has 24 -hour personnel coverage to prevent unauthorized access to
these areas.
2. Inquiries for the criminal history information of an individua l are restricted to
authorized, DOJ-trained operators, in accordance with the methods outlined in the
CLETS policies, practices and procedures. Dispatchers will not release CORI or
University of California, San Francisco
Police Department General Orders
3
Department of Motor Vehicle (DMV) records until this entry has been sanctioned
by the TSD Director .
3. A “Release of Criminal History Information” log will be maintained on every
release of CORI and DMV records. The ECC shall retain Release of Criminal
History log entries for a period of not less than t hree years.
4. Local CORI shall be reproduced or photocopied only within the physical facility
of the Department , by persons authorized to make such reproduction s.
5. All copies of criminal records will be red stamped with “Police Report Do Not
Copy” and the Department Release stamp, which includes the date