Probation Department Policy/Procedure Manual

1.32 Limited Supervision - Administrative Caseload Procedures

Location Limited Supervision
Section N/A
Subject 1.32 Limited Supervision - Administrative Caseload Procedures
Purpose The Administrative Caseload is for defendants who score Low to Med-Low (19 and under) in their LS/CMI Assessment. It includes all types of cases. The cases are divided by alphabet A-K and L-Z.
Effective Date 5/1/2019
Previous Effective Date

 

Administrative Caseload Procedure

The Administrative Caseload is for defendants who score Low to Med-Low (19 and under) in their LSI/ CMI Assessment.  It includes all types of cases.  The cases are divided by alphabet A-k and L-Z.  

The Administrative Unit handles all Jurisdictional Transfers and works with the Revenue Recovery Unit to address restitution.

New File

  1. The officer reviews the file by reading the PSI report, police report, criminal history, and checking CJIS for any other open case. 
  2. A letter is sent to the defendant.   The letter specifies all requirements (terms/conditions) they need to complete to be successful on probation.  DPO provides information for the program the defendant is required to complete in this county.  For out of county, provide assistance wherever possible.  The defendant will need to do some research on their own.
  3. If the case has a victim, mail a victim letter.   Include terms/conditions for DV cases.
  4. If case has restitution, confirm a CR110/CR111 has been completed. If not complete.
  5. The defendant is monitored by submitting a Monthly Report Form.   Programs such as the Batterer’s Intervention Program and the Child Abuse Treatment program send a progress report to probation quarterly and the officer will calendar for a PV Hearing date as needed.

Referrals from Court

  1. Submit report on time, 3 days prior to court date.  These include PV, PVS, progress reports, and modifications.

Warrants

  1.  After DPO has made attempts to contact the defendant by mail, by telephone, and followed up with outside agencies.   If the defendant is not reporting and cannot be reached, write warrant. (see warrant process).

Transfer Cases

Cases may be overridden of by the SDPO on a case by case basis if the officer has concerns regarding the defendant, the safety of the victim, or the community.  The case can be transferred from field supervision to the Administrative Caseload and vice-versa.   See LSI-R Risk Override Procedure.

Expiring Cases

  1. On the first of every month the Probation Assistant will review for upcoming closures. Use Monitor or the SLO Adult Expiration List. Pull cases and provided to the assigned DPO.
  2. DPO-Check for Compliance:
    1. Has deft been reporting –  Documents, Import
    2. Review Terms & Conditions for Court ordered programs:  i.e. CWS, Batterer Treatment Program, Child Abuse Program, , Registration HS11590 (Drug Offender)
    3. Restitution, Fines & Fees, last payment
    4. CJIS, Court Date, Warrant, New cases
  1. If the deft has completed all terms, do a Closing Narrative.
    1. Go to Client tab, then Assessment tab [enter], press New tab.
    2. Go to Closing Narrative.
    3. Complete Closing Narrative Form which include:
      1. Housing Status
      2. Comments [whatever the outcome is.], and Save
    4. Go to documents, forms, closing narrative, and print. 
    5. If the Closing Narrative does not open.  Check Enrollment - see if the enrollment has an End Date, Status, Last verification.  Print
    6.  Clip to file and give to SDPO to sign.
    7. SDPO will give file to clerical to close in monitor
  2. If deft has not completed his/her terms
    1. This would include:The defendant not reporting monthly or as directed by DPO, terminatedfrom the Batterer Intervention Program, Child Safety Assurance Program, and non-compliance with Registration for HS11590 (Drug Offender) or not making payments to Restitution.
    2. Call defendant, have them provide any needed documentation:  Batterer’s Intervention Program, Child Endangerment Program, CWS, restitution, etc. 
    3. If defendant does not follow through, calendar for Probation Violation and submit report to the Court.
  3. Put the file in the Expiration Cabinet or Pending file.
  4. If the case has expired, do
    1. Closing Narrative
    2. Clip to file and give to SDPO to sign.
    3. SDPO will give file to clerical to close in monitor.