Probation Department Policy/Procedure Manual

1.35 Clerical Procedure for Post Release Community Supervision

Location PRCS Clerical
Section N/A
Subject 1.35 Clerical Procedure for Post Release Community Supervision
Purpose To establish a standardized procedure for all Legal Clerks when handling PRCS cases, specifically new case setup, in-custody revocations, warrant requests, BOL requests, warrant returns, closing narra
Effective Date 11/4/2022
Previous Effective Date

 

Opening New Cases

Once the supervisor has reviewed the CDCR 611 packet, it will be forwarded to the Legal Clerk for initial case setup with an indication of which PRCS officer it is to be assigned to. The entire CDCR 611 packet is to be imported under the DOCUMENTS/ROSTER/IMPORT tab prior to placing in file. All terms listed on the Special Conditions form shall be entered into the ORDERS screen in Monitor.

Cases are to be opened in Monitor two (2) months prior to the defendant’s release from Prison. All other CDCR 611 Packets are to be organized in the PRCS Pending Release drawer by release date and opened in Monitor as the 2-month mark arrives. At that point, the defendant shall be added to the excel spreadsheet titled “PRCS/MS Waiting to be Released.”

The Controlling Discharge Date (CDD) shall be indicated on the top of the file or 611 packets along with the Planned Discharge Date (PDD). The CDD will be entered as the expiration date in the CASES screen in Monitor and the PDD will be entered at the event level as the “planned” expiration date in the SETUP/OPEN screen in Monitor. All subsequent changes to the offender’s prison release date (Notification of Change in Status form) shall be forwarded to the Legal Clerk in order to update the “start” and “planned” expiration dates in Monitor as well as the Narrative; it is to be imported.

In-Custody Revocations

After an offender has been arrested on a PRCS revocation, his/her officer will prepare and complete the following forms: CR-300, MC-025, and Criminal Court Calendar (and possibly CR1515 and Special Conditions - if first time filing). Unit supervisor will approve and send those forms in an email to the Court and all appropriate criminal justice partners. Once a Court Clerk replies with a PT number, the Legal Clerk will E-file those previously emailed documents with the Court. After the Court Clerk emails a court date, time, and department, the Legal Clerk is to go into Odyssey and print filed forms to send to the District Attorney, Public Defender, and Court Officer (in a red folder) in the daily run. Legal Clerk is to watch for a final court disposition and return updated file to assigned officer.

Warrant Requests

When an officer is ready to request a warrant on their offender, the following forms must be completed in Monitor: CR-301, CR-300, and MC-025 (and possibly CR1515 and Special Conditions - if first time filing). Unit supervisor will approve and send those forms in an email to the Court and all appropriate criminal justice partners. Once a Court Clerk replies with a PT number, the Legal Clerk will E-file those previously emailed documents with the Court. After the filing has been accepted, the Legal Clerk is to go into Odyssey and print filed forms to send to the District Attorney in the daily run. Once the warrant has been issued in Odyssey, the Legal Clerk will assign offender to PRCSWarrants in Monitor and update file.

BOL Requests

Any requests for BOL’s shall be submitted to the Legal Clerk with all pertinent information, including but not limited to, person description, last known whereabouts, and any officer safety concerns.

Warrant Returns

Upon notice of a PRCS warrant return, the Legal Clerk shall pull the case file from the PRCS Warrants drawer and reassign to the previous PRCS supervision officer. The Legal Clerk will calculate the time the defendant was out to warrants, check CJIS/Odyssey for a Court date, and update the Narrative. The Legal Clerk shall adjust the CDD based upon the calculated tolled days after the Warrant Tolled Days email is received (usually the day after!). A Court disposition shall be entered by the Legal Clerk as soon as the deft goes to Court on the warrant return and file is to be returned to the assigned officer.

Closing Narratives and Discharge Letters

Upon case closure (either by Court early termination or Discharge), a Closing Narrative shall be completed and saved in Monitor and a copy shall be printed and signed by both the assigned officer and their supervisor. The file shall be forwarded to the Legal Clerk with the signed Closing Narrative for case closure in Monitor and a copy of the Discharge letter to the offender for narrative entry.