Probation Department Policy/Procedure Manual

4.3 Case Closures

Location Juvenile Services - Division Wide
Section N/A
Subject 4.3 Case Closures
Purpose To ensure the accuracy and consistency with closing cases in the Juvenile Division
Effective Date 4/29/2021
Previous Effective Date

 

OVERVIEW

Deputy Probation Officers shall follow this procedure when requesting a youth’s case (court ordered Diversion 654.2, probation without wardship 725(a), wardship 725(b), or Deferred Entry of Judgement 790) be recommended for closure or when a youth’s case is set to expire.

Legal Clerks shall follow this procedure when processing a youth’s case for closure.

Supervising Deputy Probation Officers shall follow this procedure when reviewing a youth’s case for closure/expiration

SPECIFIC PROCEDURE

Deputy Probation Officers (DPOs)

  1. DPOs shall consult with their assigned Supervising Deputy Probation Officer prior to making a recommendation to the Juvenile Court that a youth’s case be closed, or in advance of a youth’s case expiring
  2. If the Supervising Deputy Probation Officer agrees to the request to have the youth’s case closed or expire, the DPO shall prepare a report/memorandum for the Juvenile Court requesting the youth’s case be closed or explaining that the youth has performed satisfactorily and that allowing their case to expire is appropriate.
  3. If submitting a report/memorandum recommending a case be closed, DPOs shall complete a Juvenile Division Case Closure Guide and save it in Monitor prior to the date of court
  4. DPOs shall address each of the questions under the Deputy Probation Officer section of the Juvenile Division Case Closure Guide
    1. If transfer of jurisdiction is being recommended and fines, fees, and/or restitution exist, email Collection Clerk at least 10 business days prior to the report due date to request a Juris Transfer Financial Correspondence be generated and proceed to item “E”, listed below
    2. Inquire whether fines and fees were paid in full (if applicable)
    3. Inquire whether restitution was paid in full (if applicable)
      1. If there is outstanding restitution, the DPO shall email a Collection Clerk at least 10 business days prior to the report due date to request a CR-110 form and a CR-111 form be prepared
    4. Ensure DNA Collection was completed if the youth was ordered to provide a specimen of saliva and/or blood pursuant to PC 296
    5. Ensure any property and/or evidence which had previously been seized has been properly disposed of or returned in accordance with the Seizure, Control, and Processing of Property and Evidence Procedure
    6. Ensure youth received a Ward of the Court Letter (in Monitor) if the youth was ever in foster care
    7. Ensure Enrollments in Monitor were closed in accordance with the Monitor Enrollments Guide
    8. Inquire whether the youth’s case should be closed as “Satisfactory”
    9. Verify if the youth’s case is eligible for sealing
      1. Pursuant to WIC 786, If the youth’s 654.2, 725(a), or 725(b) case is eligible for sealing, email the Legal Clerk at least 10 business days prior to the report due date to request sealing documents be prepared
      2. Pursuant to WIC 781, If the youth’s 654.2, 725(a), or 725(b) case is ineligible for sealing, pursuant to WIC 786, advise youth of their right to apply for sealing pursuant to WIC 781
      3. Pursuant to WIC 793(c), Sealing Order will be completed by the Court Clerk for 790 cases sealed and provided to the Legal Clerk after the case is closed in court

 

Legal Clerks (LCs)

 

  1. When processing a youth’s case for closure, LCs shall complete the Legal Clerk section of the Juvenile Division Case Closure Guide saved in Monitor by the assigned DPO
    1. Ensure the Enrollments in Monitor are closed in accordance with the Monitor Enrollments Guide
    2. Generate Juvenile Division Supervision Services Survey (if applicable) in Monitor and provide to an Administrative Assistant
    3. Ensure the youth’s case is sealed in Monitor (if applicable)
    4. Save signed Sealing Orders (WIC 786 or WIC 793(c)) in Monitor
    5. Notify the assigned DPOs Supervising Deputy Probation Officer that the Juvenile Division Case Closure Guide is available for review in Monitor

 

Supervising Deputy Probation Officers (SDPOs)

 

  1. SDPOs shall address each of the questions under the Supervising Deputy Probation Officer section of the Juvenile Division Case Closure Guide
    1. Ensure Enrollments in Monitor were closed in accordance with the Monitor Enrollments Guide
    2. Verify case was sealed by LC in accordance with the Sealing Procedure (if applicable)
    3. Indicate if the case expired
    4. Verify jurisdiction was transferred (if applicable) and indicate where case was transferred to
    5. Include any other information (if applicable)