Probation Department Policy/Procedure Manual

5.10 Front Desk Duties

Location Adult Services-Front Desk
Section
Subject 5.10 Front Desk Duties
Purpose This serves as a procedural overview for Casa Loma Front Desk Duties.
Effective Date 1/1/2019
Previous Effective Date 10/31/2022

 

Check-in Monthly Report Forms (MRF’s)

Every defendant checking in needs to complete a Monthly Report Form.  Date stamp all MRFs. Verify the address and phone number in Monitor against the MRF.  Make any necessary changes in Monitor. Upload the MRF into Monitor. After the MRF is uploaded into Monitor, disperse the MRFs to the Deputy Probation Officers. Shred the uploaded MRFs once uploaded if the defendant is assigned to the Limited Supervision Unit. Only send an MRF to the Limited Supervision DPO if the defendant put information that is necessary for DPO to see.

Reporting after sentencing:

If the defendant is assigned to a DPO, give the defendant the DPO’s business card and ask the defendant to contact the DPO to schedule a meeting. Attempt to reach the DPO as well, in the event that the DPO can meet with the defendant then. If the defendant is not assigned to a DPO, provide them with the business card to call once a week until assigned an officer. If defendant does not have an address or phone number, ask them to report to office weekly until they are assigned a DPO.

 

Released from Jail or Prison

 

If the defendant is released from Jail and sentenced:

Ask the defendant to complete the MRF. Check in Monitor to see if the defendant is assigned a DPO. If assigned a DPO give them business card and contact DPO to meet with them.  If their assigned DPO is not available contact the Office Person in the assigned unit. If defendant is not set up in Monitor, look them up in CJIS.

If Released from Jail and Not Sentenced:

The defendant does not need to complete a MRF. Look in CJIS to verify why the defendant is reporting in. The defendant may need PSI packet, a P63 or restitution paperwork.

If Released from Prison:

Ask the defendant to complete a MRF. If they are not set up in Monitor, look the defendant up in CJIS to verify if they are on a Split Sentence (Mandatory Supervision or PRCS. It is critical that someone in the Mandatory Supervision/PRCS unit meet with the defendant.)

 

Mail

  • Mail is to be checked daily (11am) and first thing on Monday morning.
  • Open anything not individually addressed, especially if the mail appears to be a MRF, even if it is addressed to an officer
  • Date stamp the mail that is individually addressed. Do not open.
  • Disburse all mail immediately.

 

Scheduling Pre-Sentencing Interviews (PSIs):

  • Give the defendant the PSI packet to fill out in the lobby. Verify if they need to complete a Prop 63 form.
  • If an officer is assigned, provide them with DPO’s business card so they may schedule appointments directly with the DPO.
  • If no officer is assigned to the case, provide the defendant with a business card to call weekly to check if an officer has been assigned. If the defendant does not have an address or phone number, have them report to Casa Loma weekly until assigned a DPO.
  • If the defendant has no address or phone number to contact, is and assigned a DPO, schedule an appointment. Schedule 14 days prior to court the defendant’s sentencing date, between 10:00 to 15:00, Monday-Thursday. Do not schedule during BIP on Thursdays between11:00 and 12:00, or on Wednesday between 13:00 and 16:00.
  • Short Set appointments need to be confirmed with the Investigations SDPO
  • If the defendant is in monitor, a make a journal note: Deft. Completed PSI & P63 packet, given DPO card to make appointment. Followed by the initial of the administrative assistant.
  • Date Stamp the three completed pages. Give to the legal clerk assigned to the investigations if the defendant is not assigned a DPO, otherwise give to the assigned DPO.

 

Mail Run 

At 1:30 pm daily. Before leaving, check for lab drop off envelopes & take key for Prado office.

 

Restitution

If Restitution or fines are ordered from the court, give the defendant the Restitution Information Form to fill out. Both parts of the forms are date stamped. The top half along with the Restitution Clerk card will be given to defendant. The bottom half is cut and placed in the Collections mailbox.

 

Fax Machine

  • Routinely check for incoming faxes throughout the day.
  • Distribute faxes to the correct officer or unit.
  • Make sure the fax machine has paper.

 

Supplies

Periodically check supplies. Stock: cards, any flyers, forms used at the front desk, paper, pens, staples, etc.

 

Fire Extinguisher Monthly Checks

  • To be checked on the 1ST of each month.
  • Initial the month for which you are checking.
  • The sheet is saved in the F Drive à Adult Division à Front Desk & AAIII Duties
  • If new blue tags are needed, call the phone number on the card to request the extinguishers be serviced.

 

Car Mileage Log Checks

  • On the 1ST of each month, replace mileage logs with a blank log in every vehicle.
  • The log from the previous month is to be given to the Sr. Account Clerk.

 

Car Reservation Log

  • Blank log sheets are kept in the F Drive à Adult Division à Front Desk & AAIII Duties.
  • Old log sheets are to be kept in the binder on top cabinet in front desk area for 6 months.

 

Visitor Log

Anyone that is not an employee of the County and does not have an ID or badge visible (law enforcement does not need a visitor badge) will require a visitor badge. Take their name, reason for visit, and log it in on the clip board. Make note of in/out time.

 

Holiday Signs

  • To be put up 1 week before upcoming holiday.
  • Kept in the F Drive à Adult Division à Front Desk & AAIII Duties.
  • 4 copies (payment window, handicap access door, and 2 for front door).
  • Take down the sign upon return from holiday.

 

 

New Hire Checklist

  • Create mailbox, car, and name plate.
  • Update phone list.

 

Officer of the Day Phone Calls (OD)

  • The officer of the day will take any calls that need immediate attention.

If the officer of the day is assigned to Casa Loma, transfer calls to their desk phone. If the officer of the day is assigned to the Prado Office, transfer calls to X5388.