Probation Department Policy/Procedure Manual

3.15 Office Coverage - Prado

Location Facility and Staff
Section N/A
Subject 3.15 Office Coverage - Prado
Purpose The purpose of this procedure is to establish the selection process, organization and duties of the officer providing office coverage for the Adult Division officers stationed at the Prado building.
Effective Date 3/1/2020
Previous Effective Date

 

Background

The role of the Deputy Probation Officer (DPO) providing office coverage is to ensure that a DPO is available during business hours at the Prado Site to field questions and requests from the public, when the assigned officer is not available, or when a person requesting assistance does not have an assigned officer but merely requires assistance. 

General Procedure

The DPO’s stationed at the Prado Site will be responsible for providing office coverage Monday through Friday during business hours from 8:00 a.m. to 5:00 p.m.  Each shift will be from 8:00 a.m. to 12:30 p.m. and 12:30 p.m. to 5:00 p.m. 

Sign-ups will occur on the Wednesday prior for the following workweek.  Each unit assigned to the Prado Site will have a DPO assigned to office coverage.  Unit DPOs shall work together to communicate availability for office coverage to ensure weekly coverage and accommodate officers who have additional caseload obligations.   

DPOs will be responsible to arrange for a replacement in the event they know ahead of time they will be absent.  In case of sick calls, the DPO will inform their respective supervisor if they were assigned to office coverage, in order for the supervisor to find a replacement. 

Once the DPO is assigned a shift for office coverage, they will document their shift on the Electronic Unit Schedule under “Office Person” and will update the electronic In/Out Board under Status as “Prado Office Coverage.”  

Duties

The DPO assigned to office coverage will be responsible for the following: 

  1. Inquiries regarding probation cases assigned to the Prado site when the assigned officer is not available.
  2. Answer the front door for any walk-ins.
  3. Will respond to general probation inquiries including on non-assigned probation cases.
  4. Additional duties as they arise.

Any citizen complaints against any member of the Probation Department will be directed to a Chief Deputy Probation Officer.  If the Chief Deputy is not available, the caller will be referred to the Assistant Chief Probation Officer.  

Inquiries from the media will be directed to the Chief Probation Officer.  If the Chief Probation Officer is no available, the inquiry will be referred to the Assistant Chief Deputy