Probation Department Policy/Procedure Manual

1.1 Adult Services- Address Change Procedure

Location	Clerical
Section	N/A
Subject	1.1 Address Change Procedure
Purpose	To establish the roles and expectations of staff in order to ensure addresses are accurate. When requested by law enforcement, accurate addresses will ensure the latest information will be provided.
Effective Date	4/5/2019
Previous Effective Date	4/5/2019

 

      All address changes for offenders assigned to field caseloads are the responsibility of the assigned Probation Officer. All updates will be made in Monitor. Ensure you add any relevant information about the residence in the “NOTES” section…Parent’s house, etc.

Any Monthly Report Form submitted to the front desk will have the information and address verified and changed in Monitor by the front desk staff. An automatic email notification will be sent to PR_ADDRESS_CHANGE_NOTICE.  

Any mail returns shall be placed in the assigned probation officer's mail tray.  When an address change is updated in Monitor, it will automatically update in eCourt.  If offenders report an address change in person or by telephone to a Collections or Finance staff, their address will be updated in eCourt, but this change will not automatically update in Monitor. The Collections unit will email PR_ADDRESS_CHANGE_NOTICE with the updated address information.  For those who are transient, use the “CON” field, not the “CUR”. Also input the city and zip code they are mostly staying/found.

Please make sure that when making address changes in Monitor, the ‘old’ address status be changed to "PRI" for prior. The new address is then marked as “CUR” so that we have a historical record of the prior address. This will ensure that Collections receives an automatic email notification of the change. If the mailing address is different than the residence, please add the new mailing address and use the “CON” Status and check the “MAIL” box. This should help reduce the number of returned mailings Collections and Finance receive each week.  Do not use a PO Box address as a current “CUR” address.

Also, make sure the City and County information is filled in including whether they live in SLO area, or the Northern or Southern regions of the County, including those who are transient.  If they live in another County, fill in that information as well.  If they live out of state, it is not necessary to input the County information, but if you know it, please add it.