Department Operations Manual

72010.2 Purpose This section defines the various forms and records and how they are to be prepared and maintained. 72010.3

72010.3 CDC Form 131, Inmate Identification Card Revised December 14, 2012 A CDC Form 131, Inmate Identification Card, shall be prepared for each inmate received by the Department.

72010.3.1 Disposition of Inmate Identification Card When Transferring Identification cards shall accompany inmates on transfer between facilities. Inmates may carry their identification cards or, at the discretion of the transporting officer, identification cards may be picked up and retained by the transporting officer while the inmate is in transit. If carried by the transporting officer, identification cards shall be immediately available to staff of any facility layover and to the receiving facility for reissue to the inmates upon arrival at their facility. 72010.3.2

72010.3.2 Replacement of Lost Identification/Privilege Cards Revised December 14, 2012 Any inmate who loses, mutilates, or destroys an identification card shall be charged for making a new one. 72010.4

72010.4 CDC Form 115, Rule Violation Report CDC Form 115, Rule Violation Report, shall be prepared and distributed in accordance with the CCR Article 5, and DOM 52080. A copy of the CDC Form 115 shall be numbered and filed in chronological order to constitute a register of facility violations in compliance with PC 2081. One copy of the CDC Form 115, with the subsequent investigation reports, shall be given to the inmate and one copy shall be filed in the inmate's C-File. Procedures for referring disciplinary reports to the BPT are outlined in this manual, CCR, and the BPT Rules. State DOJ JUS Form 8715 shall be prepared when a violation is to be referred to the local authorities for possible prosecution. Upon return of the completed form from the local authorities, one copy shall be filed in the inmate's C-File, disciplinary section. The CCRM shall secure a copy of the commitment in any case where the authorities have indicated on JUS Form 8715 that the final disposition was a commitment to State prison. 72010.5

72010.5 CDCR Form 106, Visiting Questionnaire The CDCR Form 106, Visiting Questionnaire, shall be retained in a folder and maintained by visiting room staff. • The Visiting Questionnaire folder together with the CDC Form 120, Visiting Card, shall be transferred with the inmate. 72010.6

72010.6 CDC Form 128s, Progress Reports The CDC Form 128 series (chronos) are used by staff to provide progress reports on inmates. The original of all reports, except the CDC Form 128-G, Classification Chrono, and the CDC Form 128-E, Vocational Chrono, shall be mounted on CDC Form 108, C-File Chrono Sheet − General. The chrono need not be typed. When handwritten, chronos shall be in black ink and legible. Staff who have contacts of interest with inmates, relatives of inmates, or other persons interested in an inmate are encouraged to document these contacts on the appropriate CDC Form 128. A route slip or similar device may be used when the chrono is directed to staff members before being placed into the C-File. The last name of the person writing the report shall be placed on the bottom line on the far right-hand corner. In addition to the date the report was written, the bottom line shall contain a descriptive title line indicating the subject matter contained in the report. 72010.7

72010.7 CDC Form 128-A, Custodial Counseling Chrono The CDC Form 128-A (white in color) shall be used only for the purpose of recording minor acts of nonconformance. The CDC Form 128-A shall be affixed to the CDC Form 108 in the disciplinary section of the C-File. 72010.7.1

72010.7.1 CDC Form 128-B, General Chrono The CDC Form 128-B (canary yellow in color) shall be used by staff when the subject matter to be reported involves matters of classification, parole, or social service. • This form shall be used by counselors and chaplains when making reports on the religious activity or outside contacts of inmates. • The number of contacts shall be indicated and any evidence of insight or change of attitude shall be noted. • Staff shall use this form if none of the other forms in the CDC Form 128 series are applicable to record information regarding contacts with inmates or persons interested in inmates. • Housing officers shall use the CDC Form 128-B to report such information as the inmate's relationships with fellow inmates, behavior, personal cleanliness, general attitude, and personality. • The CDC Form 128-B-1 is initiated when an adverse classification action may occur or a major program change is anticipated. • CDC Form 128-B shall be affixed to the CDC Form 108 in the general chrono section. • CDC Form 128-B-1 shall be affixed to the CDC Form 108 in the classification section. • The CDC Form 128-P, Credit Action, is prepared by the correctional case records staff when manually processing a change in release date. 72010.7.2

72010.7.2 CDC Form 128-C, Medical/Psychiatric/Dental/Chrono The CDC Form 128-C (pink in color) is used by the medical, psychiatric, and dental departments in place of a "memo." An exception is the psychiatric report prepared for the BPT. • The CDC Form 128-C shall be affixed to the CDC Form 108. 72010.7.3

72010.7.3 CDC Forms 128-D, E & F, Education Chronos The CDC Form 128-D (white with blue ink) is used for reporting progress (not registration) in day or evening high school courses. The CDC Form 128-E (blue) is used for reporting progress in day or evening vocational training courses. CDC Form 128-F (green) is used for reporting progress in day or evening elementary school courses. The appropriate forms are used for each course in which the student enrolls and shall be completed: • At the end of each quarter. • As a progress report prior to a parole board appearance. • When the inmate drops out of class or for some other reason does not finish the course. • With the bottom line containing the date and name of the course. The word "Day" or "Evening" (whichever does not apply) shall be crossed out. • The CDC Forms 128-D and F shall be affixed to the CDC Form 108. The CDC Form 128-E shall be affixed to the CDC Form 109. 72010.7.4

72010.7.4 CDC Form 128-G, Classification Chronos The CDC Form 128-G (goldenrod in color) is used to record all classification committee decisions. The CSR shall use CDC Form 128-G to record the approval or disapproval of transfers. This CDC Form 128-G shall become the official transfer authorization document. The CDC Form 128-G shall be affixed to CDC Form 108-A. 72010.7.5

72010.7.5 Classification Records A "call sheet" serves as a notice of a committee meeting and is issued to all members of the classification committee by one member who is designated as committee secretary. This notice shall list the names of the inmates to be considered and the date and time of the meeting. A "result sheet" noting committee decisions shall be prepared by the committee secretary and distributed to the CCRM and other facility staff on a need-to-know basis. The committee recorder shall send notification of committee actions by memo or use of the "Result Sheet" to the Department heads responsible for carrying out the decisions of the committee. 72010.8

72010.8 CDC Form 192, Custody Summary Folder The CDC Form 192, Custody Summary Folder, is no longer prepared at reception centers. Wardens, however, have the option of preparing, using, and maintaining a custody summary folder during the inmate's stay at the facility. Upon transfer, parole, or discharge, the custody summary folder shall be destroyed and not forwarded with the remaining departmental records. Custody summary folders shall not be used for filing confidential information apart from information contained in the confidential folder of the inmate's C- File. Nonconfidential documents in the custody summary folder shall be made available for disclosure at the time the inmate or the inmate's attorney is authorized to examine the nonconfidential portion of the inmate's C-File. When screening the custody summary folder for confidential information, it shall be given the same care as a preview screening of the C-File.

72010.9 CDC Form 114-A, Detention/Segregation Records The CDC Form 114-A, Detention/Segregation Record, shall be prepared for each inmate housed in lockup status. The record shall be prepared in the lockup housing unit and maintained inside the cell inspection log folder where the inmate is housed. • Prior to forwarding the records to the case records office, documents shall be placed in an 8 1/2" x 11" manila folder. The inmate's identification number and name shall be affixed in ink to the folder. • If the inmate is released to the general population, the records shall be forwarded to the case records office for retention with the C-File. • If an inmate remains in lockup at the same facility for an extended period of time, the records shall be forwarded to the case records office every six months for filing and a new record created by the lockup housing unit staff. • The case records office shall maintain this "satellite file" in close proximity to the C-File (similar to the manner in which "slough" files were maintained). If the inmate is transferred to another facility, the segregation record file shall be sent with all other records. 72010.10

72010.10 CDC Form 101, Work Supervisor's Report The CDC Form 101, Work Supervisor's Report, shall be routed to the records office for inclusion in the inmate's C-File on CDC Form 109, Work Report Chrono Sheet. 72010.11

72010.11 CDC Form 144, Control Card The CDC Form 144, Control Card, is prepared initially in the reception center and maintained by the case records staff in the facility and parole region. When an inmate is transferred, paroled, or returned to custody, the card shall be forwarded with the C-File. Definitions and instructions for completing the control card are discussed below: Control Date The control date is that date which next requires action or disposition regarding an inmate or parolee. The cards shall be filed in chronological order by the date in the control date section. Number The inmate's/parolee's departmental identification number (CDC number). Name The inmate's/parolee's commitment name. Parole Unit This section is for region case records staff to record the parole unit to which the parolee is assigned. Lifer Court Notices Required This section is marked to indicate that a notice to the court shall be sent prior to a BPT hearing on lifer cases or other indeterminate sentence law (ISL) cases as requested. Parolee-at-Large/Releasee-at-Large (PAL/RAL) This section is for region case records staff to record a parolee's/releasee's status and the date the parolee/releasee was declared PAL/RAL. 72010.11.1

72010.11.1 Indeterminate Sentence Law (ISL) Data The following information shall be entered on ISL cases: Parole Date An ISL parole date is entered in this block if the inmate has been granted an ISL parole date by the BPT. Primary Term The primary term discharge date is entered in this block if a primary term has been granted by the BPT. Board Date/Civil Addict Program (CAP) Annual Review Date The month and year in which an inmate is scheduled for their next ISL board hearing or, for a civil addict, their next annual review date or date specified by the NAEA . 72010.11.2

72010.11.2 Determinate Sentence Law (DSL) Data The following information shall be entered in DSL cases: Maximum (Max) DSL Date/CAP Maximum Time in Program The maximum (Max) date an inmate may remain in a facility on a DSL term or DSL recalculation or, in the case of a parolee, the Max date a parolee can remain under parole supervision. For civil addicts, this date is the Max date a person can remain in the civil addict program. DSL Release Date/CAP Max Time in Custody The date an inmate is scheduled for release on a DSL recalculation or, in the case of a parolee returned to custody, the scheduled date for release from custody. For civil addicts, this date is the Max date a person can remain in custody. Discharge Review Date/CAP Clean Consecutive Months on Outpatient Status (OPS) The date one year after release to (or returned to) active parole status. For civil addicts, this is the date that shall indicate the conclusion of the clean consecutive months in outpatient status (OPS) for discharge consideration or the date the civil addict rolls over to civil addict parole. 72010.11.3

72010.11.3 Miscellaneous Information This section shall be used to record status of extended term screening. Case records staff may record other information in this section as needed. 72010.12