Probation Department Policy/Procedure Manual

1.3 Court Report Distribution

Location Clerical
Section N/A
Subject 1.3 Court Report Distribution
Purpose Instructions for report distribution of paper/paperless files.
Effective Date 4/19/2019
Previous Effective Date

 

REPORT DISTRIBUTION – PAPER FILES:

There are usually 5 copies total. 1 stamped “Original” to Judge, the remainder are stamped “Copy”.  1 copy is for the Court Clerk.  The Court Clerk’s copy is paper clipped to the Judge’s copy.  The other copies are for the DA, the defense counsel and the file. Per the Court’s request, no “original” documents are to be stapled – paper clipped only.

If there is more than one Court case number on any report, you will need two additional copies for each additional case number. For example, for 2 case numbers, you will need 7 copies, for 3 case numbers, you will need 9 copies, and so on.  The additional copies are necessary as the Judge requires 1 original and 1 Court Clerk copy for each case number.  Thus, for 2 case numbers, there will be 2 stamped “Original”, both of which go to the Judge, and the Court Clerk gets a copy for each case number, attached to the Judge’s copy.  The DA, defense counsel, and the file only need one copy, regardless of the number of case numbers. Please highlight the clerk number on each original judge report and corresponding Court Clerk copy. 

The above process is referred to as “routine distribution” and applies to all reports.

Also, if there is more than one case number, you will need to prepare and print a multiple cases cover page in Monitor, which is paper clipped on top of the Judge’s originals and Court Clerk’s copies of the document.

  1. Warrant Request Reports: go on pink paper, each copy is stamped “Confidential” on the top. 
    1. Revoking Orders: Make 5 copies total on white paper.  Stamp 1 “Original” and the rest “Copy”.  Each clerk number must have its own set of revoking orders, paper clipped to the Judge’s original report.  Paper clip the original revoking order and 3 copies to Judge’s original report, then clip the clerk copy of report to corresponding original judge’s report.  Revoking orders do not go to DA or defense counsel. 
  2. ​Attach one copy of revoking order for each clerk number, to the file copy of report.
    1.  Narrative:  “REPORT OF PROBATION OFFICER ON WARRANT REQUEST, #case number. REVOKING ORDER(S) typed this date.  Routine Distribution.”
  3. Pre-Sentencing Reports/PV Sentencing Reports:  go on white paper, each copy is stamped “Confidential” on the top. 
    1.  Narrative – Pre-Sentencing Reports: “PRE-SENTENCE REPORT OF PROBATION OFFICER. #case number.  _________attached (if any documents are to be attached, including the Terms and conditions, specify what they are). Routine distribution.”
    2. Narrative – PV sentencing Reports: “REPORT OF PROBATION OFFICER ON PROBATION VIOLATION. #case number.  _________attached (if any documents are to be attached, specify what they are). Routine distribution.”
    3. No Show Memos: go on white paper, routine distribution.
    4.  “NO SHOW MEMORANDUM OF PROBATION OFFICER. #case number. _______attached (If any). Routine distribution.
    5. Post Sentence Reports: go on white paper, each copy is stamped “Confidential” on the top. 

Only 4 copies are needed as there are no Court copies.The original (Copy 1) goes to CDCR with a copy of the police report.Copy 2 to DA, Copy 3 to defense counsel, and Copy 4 for the file.The original is mailed to the CDCR Legal Process Unit, P.O. Box 942883, Sacramento, CA 94283. All other copies are distributed as usual.

Narrative: “Post-sentence Report of Probation Officer.  Police report attached to Copy 1 to CDCR. #case number. Routine distribution.” 

  1. Ex Parte Memos, Modification Reports, Change of Plea, Reduction to Misdemeanor, Memorandums, etc: go on white paper. (You can delete the extra boxes which have not been marked by the officer on the ex parte memos). Routine distribution.

Narrative: “REPORT OF PROBATION OFFICER RE ___________________. #case number, _________attached (if any documents are to be attached, specify what they are). Routine distribution.”

Narrative: “MEMORANDUM OF PROBATION OFFICER RE _____________. #case number, _________attached (if any documents are to be attached, specify what they are). Routine distribution.”

If you are working under an investigation event in Monitor, you will need to make a notation on INT Setup tab of the Interview screen, under Notes, stating the date; which document/report was finalized; and then your initials. For example, “03/29/18 - PSI finalized and in today’s run. hs”

  • OR/Bail Reports: go on pink paper. Currently, these reports are e-filed with the Court. As such, only 3 copies will be needed, one for the DA, defense counsel and the file.

 

  • “OR/BAIL REDUCTION REPORT OF PROBATION OFFICER. #case number. Not to be released or To be released. Routine Distribution.” 

 

If the defendant has been released from custody prior to the OR/Bail Report being completed, the DPO will prepare a memo stating something to the effect of, “On (date), this matter was referred to the Probation Department for an OR/Bail Reduction Report. According to CJIS, the defendant was released on posted bond on (date) and is no longer in custody. As such, a report was not completed.” This memo goes on white paper and is distributed in the same manner as the OR/Bail Report.

  • “MEMORANDUM OF PROBATION OFFICER RE OR/BAIL REDUCTION. #case number. Routine Distribution.” 

Always put the file copy of the document in the file under the CLETS printout. 

REPORT DISTRIBUTION – PAPERLESS FILES: The distribution of reports for paperless files is identical to that of paper files with the exception that no file copy needs to printed as everything is saved in Monitor. However, if there are attachments to any report for a paperless files that are not Monitor generated, such as RRFs, victim impact statements, CalVCB Claims, character letters, etc,. these documents should be scanned and imported into Monitor and named appropriately, i.e., 18F-XXXXX Attachments to REPORT NAME.