Probation Department Policy/Procedure Manual

4.13 Interim Procedure on Court Reports and Filings under COVID-19 Restrictions

Location Juvenile Services - Division Wide
Section N/A
Subject 4.13 Interim Procedure on Court Reports and Filings
Purpose Establish a procedure for the submittal of reports and various other court filings while under COVID-19 restrictions
Effective Date 4/27/2020
Previous Effective Date 11/1/2022

 

Overview

Juvenile Justice Court operations continue to be limited with hearings being held at the main courthouse in San Luis Obispo instead of at the Juvenile Services Center (JSC) and appearances by the parties being made telephonically or through videoconferencing in most cases.  As a result, court staff, attorneys and other legal parties are not receiving their normal court correspondence by hardcopy at JSC and modified electronic processes are required.

Specific Procedure

  1. Juvenile Review/District Attorney Referrals
    1. In-custody juvenile review: Deputy Probation Officers (DPOs) shall email the police report to the Deputy District Attorney (DA) assigned to Juvenile Court for review for filing.  If the DA files an in-custody petition, the DPO shall email the police report to all parties with the detention report. The DPO shall send the DA’s original copy of the police report by interoffice to the DA’s legal clerk Margie Abeyta.  The attorney’s copy can be placed in the assigned attorney’s mailbox.
    2. Out-of-custody juvenile review: DPO shall review police report and complete DPO Juvenile Review Worksheet. DPO shall give yellow Juvenile Review Worksheet with the police report and file to the Legal Clerks (LCs). The LC will process the referral in Monitor, email the packet to the DA and interoffice the packet to the DA’s legal clerk Margie Abeyta.
  2. Court filings (JV 735, exparte orders, notices of hearing/proofs of service, etc..)
    1. JV 735s: DPO or LC shall email to the court to be filed. The court will email the filed petition back to the individual that sent the email and copy the LC email list. The LC shall email the filed petition to the DA email list, attorney and CASA if applicable.  The LC shall print a copy of the petition and mail to the parent/guardian, file a copy in the youth’s file and process in Monitor. Emails to the youth’s attorney or CASA shall be encrypted.
    2. Exparte orders and notices of hearing/proofs of service:  DPO or LC shall email to the court.  The court will email back the filed paperwork to the LCs and a copy will be processed in Monitor, filed in the youth’s file and emailed to CASA if applicable.
  3. Court reports (PSIs, memorandums, progress reports, detention reports, etc…)
    1. DPO or LC (if arranged for with DPO) shall email court reports to the court, DA, attorney and CASA if applicable.  Emails to the youth’s attorney or CASA shall be encrypted.
  4. The Court Clerk will email all paperwork from court hearings to the Court Officer who appeared for the specific hearing for review.  Once reviewed, the Court Officer shall forward the paperwork to the LC to process in Monitor and file a copy in the youth’s file.
  5. Miscellaneous: All paperwork that is being turned in to the Court shall be emailed. Nothing should be placed in the Court’s inbox at JSC.