Probation Department Policy/Procedure Manual

1.39 Opening a New Case in Monitor

Location	Clerical
Section	PRCS Clerical
Subject	1.39 PRCS – Opening a New Case in Monitor
Purpose	To establish a standardized procedure when opening new PRCS cases in Monitor.
Effective Date	6/3/2019
Previous Effective Date

 

1.  When the 611 packet is received from SDPO, stamp it with Received By stamp 
2.  Get defendant’s “P” number and retrieve closed file from basement (if case is from another County you may need to start from scratch – especially if there’s no prior history here)
3.  Highlight following in 611 packet
   •  Cover page: Assigned DPO, Prior Prison Commitments, and Prior Serious or Violent Convictions
   •  CDCR 611 packet: Primary residence and the date unit SDPO signed
   •  Sentence Date Sheet: PRCS Eligible, Sentence Date, Imposed, County/Case #, and Charge
4.  IF the release date is within 2 months from the date you received it, you may open up the case
5. IF NOT, write release date on a sticky, put it on file, and place file in the PRCS Pending Release drawer in order of release date
6. Scan the entire 611 packet plus Special Conditions, Cover Sheet, and any Notifications of Change in Status – so everything received from SDPO
7.  Verify that the Description and CJ Identifiers sections on the Client ID page are up to date and complete
8.  Insert red sheets, put everything out to PRCS (except under Case Supervision – case type is PRCS_Pndg), and add reminder to calendar!
9. Check to see that Jurisdiction area and Activated date on the main Cases - Main tab are entered
   • Check to see that the Start/End Dates and Case Type on the Cases - Case Supervision tab are entered 
   • ALWAYS will be part of terms: W/F/N, O, Q, S
   • Enter all Special Conditions (will vary for each case), Gang Terms (if any – except Other), and Sex Offender Terms (if any)
   • Complete Flags section for all priors 
   • Enter defendant’s address (start date should reflect release date – note with whom the defendant will be living with in notes area), and update phone(s)
   • Run CLETS (cite in Journal Notes) and obtain the latest mugshot
   • Complete Narrative and give file to assigned officer:
   • Packet received for POST RELEASE COMMUNITY SUPERVISION; Inmate admitted for three (3) years from . 
   • Important: When reminder alarm goes off on your calendar, change case type under Case Supervision from PRCS_pending to just PRCS and save!

 

PRCS File Set Up

Right Side In order	Left Side  In order
Our Special Conditions of Post Release Community Supervision CDCR 1515 Cover Page (‘‘Please open up new supervision event out to…’’) County Supervision Special Conditions of Release Facsimile Red Sheet Old Questionnaires, Forms, etc.	ALL Narratives                       Picture from PhotoNet/CalPhoto Picture from 611 Packet (Place another at the end of the 611 packet and toss the remaining 2) CLETS Complete 611 Packet (First page should be the Check List) Red Sheet Old Probation Reports, DA Complaints, etc.