Probation Department Policy/Procedure Manual

1.8 DNA Needed tracking

Location Clerical
Section N/A
Subject 1.8 DNA NEEDED – Checking, Notifying, Tracking
Purpose When a defendant is ordered to submit a sample of DNA, the assigned Legal Clerk will check DNA collection status and process accordingly.
Effective Date 4/16/2019
Previous Effective Date

 

OVERVIEW

When any Legal Clerk (LC) opens a new case in Monitor, the Probation Orders will occasionally include the term “Provide specimens of saliva and/or blood as directed, pursuant to  PC 296 (DNA).” If this term is ordered the LC will:

  1. Add a Special Condition in the Terms with the description “Submit DNA”
  2. Set the DNANeeded “flag” in the Monitor File Summary screen indicating the defendant is ordered to submit DNA.

At regular intervals the assigned DNA LC will filter for the DNANeeded flag to create a list of defendants who must submit DNA, and determine the processing needed for each. (NOTE: As of April, 2019 the DNA contacts at the Jail are Legal Clerk Annette Rushing and Supervising Legal Clerk Petti Gil.)

ONE TIME ONLY

A new DNA LC will create a Word folder called DNA Letters, in F:Clerical/(clerk’s name)/DNA Letters. They will use the current Excel spreadsheet of all defendants on the DNANeeded list, which includes the collection status of each.

SEARCH FOR DEFENDANT NAMES

This step will create a list of all defendants with the DNANeeded flag.

  1. In Monitor-Supervision, click Caseload-Probation Detail
  2. Set the blue link to Adult
  3. Set the Flag drop down to DNANeeded
  4. Click Go to create a list, print

DETERMINE PROCESSING

The DNA LC will compare the newly-printed DNANeeded list to the previously-printed list and notice any new names. The DNA LC will research each new name and determine what processing is needed.

  1. CHECK WARRANT STATUS
    1. If, according to Monitor/CJIS, the defendant is out to warrant status, no DNA processing is needed. Add the defendant’s name to the Excel spreadsheet indicating the defendant is out to warrant status. Go to the next name on the list.
    2. If defendant is not out to warrant status, continue to the next step
  1.  CHECK CLETS RAPS
    1. Run CLETS Raps on defendant but DO NOT PRINT
    2. If DNA has already been submitted, skip to CLEARING NAMES
    3. If DNA has not been collected, or no mention is made of DNA, continue to the next step.
  2. CREATING DNA LETTERS
    1. In Monitor-Documents-Forms, click DNA Letter. Use the valid mailing address on file. Click the Felony box under Qualifying Violations.
    2. SAVE AS: Save in the DNA Letters folder on F: under the clerk’s name. Label as: Last name, First name_Date (Ex: Doe, John 01-01-69)
    3. AddIn/Save the letter back to Monitor
  3. DEFENDANT IN CUSTODY
    1. If defendant is currently in custody DO NOT print/mail the letter.
    2. Send an email to the DNA contacts at the jail. ATTACH a copy of the DNA letter to the email. Include the defendant’s full name, DNA needed, and that the defendant is currently IN CUSTODY. If possible, list the custody release date.
    3. Add the defendant’s name to the DNA spreadsheet indicating the date and who the letter was emailed to.
  4. MAIL LETTER
    1. If defendant is not in custody, print one copy of the DNA letter and mail to defendant
    2. Send an email to the DNA contacts at the jail. ATTACH a copy of the DNA letter to the email. Include the defendant’s full name, DNA needed, and the date the DNA letter was mailed.
    3. Add the defendant’s name to the DNA spreadsheet indicating the date the letter was mailed and who was notified.

(NOTE: The DNA letter instructs defendants to call the Sheriff’s Department and make an appointment. The DNA letter is valid for 30 days from the date of the letter. If the defendant calls for an appointment after the letter has expired, a new letter will be needed. The jail contact will email and request a new letter.)

CLEARING NAMES

When defendants submit DNA the jail contact will sign the DNA letter and email a copy to the Probation LC. The DNA LC will clear the DNA flag in Monitor, remove the name from the DNA spreadsheet, and close/remove the Submit DNA term from the defendant’s probation terms.

  1. Search the defendant’s name in Monitor
  2. In File-Summary, click (blue) Flags
  3. Click DNANeeded flag and “uncheck” the Active box. SAVE.
  4. Click NEW and create an Active flag for DNATested, enter either:
    1. DNA collected per CLETS Raps, OR
    2. Collected on (date) per Jail staff
  5. Remove the defendant’s name from the DNA spreadsheet
  6. Scan/save the signed DNA letter in Monitor-Documents-Import

ADDITIONAL PROCESSING

  1. After 30 days, if the defendant’s name is not cleared, create a new DNA letter (name and save as the first letter, above) and email the assigned DPO with a copy of the DNA letter to contact in the field.
  2. Occasionally verify the warrant status of names on the spreadsheet that are out to warrants.
  3. For out of county defendants verify that a Jurisdictional Transfer will be requested.
  4. For any outgoing ICOTS cases, contact the ICOTS officer for information.
  5. Defendants with no CII number will need a Book/Release at the jail in order to submit DNA.