Department Operations Manual

72010.16 IW/TIP Records The IW/TIP requires proper recording and documentation of an inmate's participation in a work/training assignment for the purpose of granting worktime credit. DOM 73030 of this manual provides detailed procedures for the completion and processing of the CDC Form 191, Inmate Time Card, and worktime credit chronos. • Time cards shall be filed in the general chrono section of the inmate's C- File. 72010.16.1

72010.16.1 Transfer of Time Cards If a time card is received in the case records office after an inmate and his records have been transferred, the information from the card shall be entered into the computer. After entry into the computer, the time card shall be mailed immediately by first-class mail to the receiving case records office for placement in the inmate's C-File. 72010.16.2

72010.16.2 Missing Time Report The time collection computer program does not permit granting of worktime credits when there are gaps in an inmate's record. Timely entry of correct worktime data for each day is absolutely necessary. A missing time report is computer-generated which enables each facility and parole region (community correctional center cases only) to receive a monthly listing of missing computer entries of worktime records. The missing time report provides a method for staff to make immediate follow- up of any missing time thereby enabling case records staff to grant accurate worktime credits in a timely manner. The missing time report shall be routed to facility department heads for further distribution to supervisor(s) for follow-up. Staff shall review their timekeeping records and prepare a time card or chrono for inmates under their supervision who are listed on the report. 72010.16.3

72010.16.3 Missing Time Report Format The missing time report is printed in CDC numerical order within the following categories: • Not vested. • Vested. Missing time information shall continue to be shown on each monthly listing until a time card or time chrono has been received and entered into the computer by case records staff. 72010.17

72010.17 Revisions The Deputy Director, Institutions Division, or designee shall be responsible for ensuring that the contents of this article are kept current and accurate. 72010.18

72010.18 References PC § 2081.5. CCR (15) (3). DOM §§ 52080 and 73030. A RTICLE 4 — I NITIAL I NTAKE P ROCEDURE Revised July 22, 2013 72020.1

72020.1 Policy Inmates received by the Department must be accompanied by proper documentation and authorization, and their identity must be verified to prevent inadvertent acceptance of persons not legally committed to CDCR. If CDCR Intake Control Unit (ICU) has been notified by a county that a new commitment prisoner or a referral pursuant to Penal Code (PC) Section 1203.03 is ready to be transported, the Department is unable to accept delivery by the fifth working day, and the abstract of judgment or minute order has been completed, PC Section 4016.5(d) states that county shall be reimbursed for costs incurred resulting from the prisoner’s detention. California Code of Regulations (CCR), Title 2, Division 2, Financial Operations, Chapter 1, Victim Compensation and Government Claims Board, Section 776, states a county is entitled to reimbursement for allowable expenses incurred in the transportation of a State prisoner to a State institution. 72020.2

72020.2 Purpose This Section establishes standard procedures for the orderly acceptance and processing of inmates in a controlled, expedient manner into departmental institutions. This Section establishes standard procedures for the reimbursement to a county when the county has notified CDCR of the detention of a new commitment State prisoner in a county facility in excess of five working days from the date of county notification to ICU. This Section also establishes standard procedures for reimbursement of allowable expenses incurred in the transportation of State prisoners. 72020.3

72020.3 Types of Inmates/Cases Received by the Department Inmates received by CDCR include: • New commitments. • Diagnostic commitments [PC 1203.03]. • Safekeepers (PC 4007). • Out-to-court returns with new terms or to finish terms. • Parole Violators With New Terms (PVWNT) or Parole Violators Returned To Custody (PVRTC). • Outpatient returnees with new commitments or to finish commitments. 72020.3.1

72020.3.1 New Commitment County Reimbursement CDCR shall reimburse a county for each day of a prisoner‘s detention, starting on the day following the fifth working day (Monday through Friday, excluding holidays as outlined in Government Code Section 19853) after the county notifies CDCR it has a prisoner ready for transfer to CDCR and delivery is denied. Reimbursement begins for each day in excess of five working days from the date the county notified CDCR ICU that delivery of the prisoner was denied. The county will not be reimbursed for the detention of a prisoner for any period of time prior to notification and within the five working days after notification. Notification Processes: Notification to CDCR ICU shall be on or before the Friday prior to the week of transport. If a county’s designated Receiving Center (RC) is unable to accept delivery of the prisoner, the county shall contact ICU. ICU will either: • Direct the county to deliver the prisoner to an alternate RC with available beds; or • Verify that CDCR is currently unable to accept delivery of the prisoner at any RC. If a county refuses or is unable to deliver the prisoner to the designated or alternate RC, the county will no longer be eligible for reimbursement. Upon notification from CDCR ICU of the inability to accept delivery of the prisoner at any RC, the county shall e- mail, in CDCR’s approved format, the following information to CDCR ICU: • The name of each detained prisoner denied delivery to CDCR, along with his or her criminal investigation and identification number, and date of birth; • The certified abstract of judgment date or minute order date for each prisoner denied transfer; • Verification the prisoner denied delivery by CDCR is medically fit for transport. Priority shall be given to inmates incurring non-routine medical expenses who are otherwise medically capable of transporting to CDCR. If a county attempts to deliver a prisoner to CDCR without notifying ICU and the RC is unable to accept delivery of the prisoner, the date of notification will be the date the county attempts to deliver the prisoner to CDCR. In the event beds become available at an RC for the prisoner whose delivery was initially denied, CDCR will notify the county of the bed availability and the county shall arrange for delivery of the prisoner to the identified RC. The county shall deliver the prisoner within two working days of CDCR’s notification of bed availability. If the county is unable to deliver the prisoner within two working days, reimbursement will not be authorized for any additional days. 72020.3.2

72020.3.2 Allowable Expenses CDCR is responsible for reimbursement to counties for expenses incurred for the transportation of the State prisoner from a county facility to CDCR as outlined in CCR, Title 2, Section 776. Reimbursement claims must be submitted to CDCR within six months of the end of the month in which the costs were incurred. 72020.4

72020.4 Intake Procedures Reception centers or receiving institutions shall prepare required departmental forms on inmates received with new commitments. In processing arrivals at institutions, standard procedures shall be followed. 72020.4.1

72020.4.1 Receiving Responsibility: Receiving and Release (R&R) In processing arrivals the R&R sergeant shall: Verify that new/additional commitments are valid and certified. The court order is deemed certified if it has any two of the following: • Original judge's signature. • Original county/court clerk's signature. • Original county seal. Refer to Correctional Case Record Manager (CCRM) any questionable documents for verification. Make a print of arrival's right index finger on the commitment document. Assign a CDC identification number (CDC number) for new commitments. Record each newly admitted inmate's number and name in the reception center roster. Prepare Forms Prepare a Body Receipt in duplicate and distribute: • Original to person delivering inmate. • Copy to C-File. Receive new arrival's cash, securities, and other personal property and complete a CDCR Form 104, Property and Cash Receipt Arrival, in quadruplicate and distribute: • White, retained in R&R. • Yellow, to inmate. • Green, to trust office with case/securities. • Pink, to remain with valuable property envelope. Have inmate complete a CDCR Form 345, Authorization for the Secretary to Maintain Trust Account, and forward to C-file. Prepare the Strategic Offender Management System (SOMS) - Notification in Case of Inmate Death, Serious Injury, or Serious Illness, on all new commitments. • The CCRM shall prepare the SOMS-Notification in Case of Inmate Death, Serious Injury or Serious Illness for commitments received by mail. • This information is used to prepare the FBI Form FD-249; Fingerprint Cards, and then the form is destroyed. • The chrono section of the “ Notification in Case of Inmate Death, Serious Injury, or Serious Illness” shall be removed and forwarded to Case Records for the C-File. CDC Form 103-B The CDC Form 103-B, Associate Warden--Custody Inmate Record Card, may be used in a facility at the discretion of the Warden. This form is not a part of the inmate C-file and shall not be retained therein. 72020.4.2

72020.4.2 Disposition of Personal Clothing New arrivals may send civilian clothing out of the facility at their own expense or designate that the facility dispose of it. 72020.4.3

72020.4.3 Fingerprints Four sets of fingerprints and complete information shall be provided on four FBI Form FD-249, except for 90-day placements (PC 1203.03). R&R Responsibility On 90-day placements, only one FBI Form FD-249 shall be sent to California Department of Justice (DOJ) on an FBI card. Required Information The following information is required on all FBI Form FD-249s: • Date subject was received by the facility. • County of commitment. • Commitment offense(s). • Court case number(s), crime(s) including probation revocation when applicable, proper code section(s), and sentence(s) shall be specified. • For diagnostic cases, the charge shall be "PC 1203.03." The charge resulting in PC 1203.03 commitment shall not be reflected. • Inmate's full commitment name [see DOM 73010.6.1], CDC number, contributing facility's identification number, and the name of the facility submitting the card. Additional Commitments If an additional commitment is involved, indicate the type. • Court return with new term. • Additional commitment received by mail. • Escape return with new term. • PVWNT. • Civil Addict cases shall specify outpatient return with a new commitment. Parole Violators PVRTC: • In the charge box, note "Parole Violator" or "Outpatient Returnee." • In the final disposition box, note "P.R.T.C." PVWNT: • In the charge box, note "Parole Violator with New Term" and include county, case number, code and section number, and offense in narrative form. • In the final disposition box, place the new term(s) (i.e., Parole Violator with New Term and years of term. Do not include code number). Audit of Information All FBI Form FD-249s shall be audited to ensure that they are proper, accurate, and complete in form. FBI Form FD-249s that do not contain all the required information shall be returned to the processing facility by DOJ. Returned FBI Form FD-249s shall be forwarded to the facility of confinement for correction and resubmission to DOJ. On a daily basis, and no later than four working days after receipt of the inmate, two of the FBI Form FD-249s shall be mailed to: California Department of Justice Bureau of Criminal Information and Analysis 4949 Broadway Room F-109 Sacramento, CA 95820-1528 Records Office The remaining two FBI Form FD-249s will be filed in the C-file. One shall be permanently retained there, and the other one shall be sent out to the Division of Adult Parole Operations (DAPO) when the inmate is released on parole. 72020.4.4

72020.4.4 Inmate Photograph Specifications Inmate photographs must meet the following specifications: Photographs and negatives produced for other than institutional use shall have both the front and side views of the inmate. The size of the picture and negative shall be three inches (height) by four inches (width) with no border. The side view shall be on the left side of the photograph facing the front view. All photographs shall be taken in a reduction scale of 7:1. The ground glass on the camera will be marked to provide 2 3/8 inches from the top of the head to the bottom of the number board. • Number boards shall be used on all front view photographs and be approximately eight inches (width) by four inches (height). They shall contain only the following information: • "CALIFORNIA PRISON" in 1/2 inch letters. Civil addict commitments will show as "CALIFORNIA REHABILITATION CENTER." • Inmate's CDC number in one inch numbers. • Inmate's name in 1/2 inch letters (initials and last name). • Date photograph taken in 1/2 inch numbers. Photographs shall reflect as nearly as possible the normal appearance of the inmate. Excessive smiles or squints that distort the shape of the eyes and mouth shall be avoided. • Inmates shall be photographed every five years or when there is a distinct change in physical appearance. Staff Responsibility Staff shall refer inmates to the institutional photo lab for a new photograph when their appearance differs markedly from the photograph on their privilege or identification card or in the C-file. Referrals shall be in writing with a copy to CCRM. 72020.4.5

72020.4.5 Confidential Folders Upon receiving information that an inmate has a prior CDC number and was discharged on or after 1-1-80, the following shall be done. Reception Center Case Records Staff Query Offender Based Information System (OBIS) for confidential file flag. • If there is a confidential flag, immediately contact ID/Warrants Unit Confidential Folder clerk. • Request the Confidential Folder and have pertinent information relayed immediately for use by custody and counseling staff prior to receipt of the folder. ID/Warrants Unit Mail Confidential Folders by First Class Mail the same day request is received. • If the material in the Confidential Folder is deemed nonconfidential (see DOM 61020) the ID/Warrants Unit, Confidential Folder clerk, shall be notified to remove the confidential flag from OBIS. • The Confidential Folder, with the notation "Deemed Nonconfidential," shall be returned to the Archives Unit with the discharged file. 72020.4.6

72020.4.6 Case Files for Parole Violators/CCRM Responsibility The CCRM shall communicate with the appropriate regional CCRM, using the telephone, FAX, or OBIS, advising them of the receipt of the parole violator(s) and shall request that the case files be forwarded immediately. • Case files on parole violators (PVRTC or PVWNT) shall be requested daily. • Parole regions shall forward requested files to the institution immediately. 72020.4.7

72020.4.7 Parolees With New Commitments Non-life commitment parolees who have been revoked and returned to prison with a new commitment shall not be automatically discharged. Case Records Staff Case Records staff shall determine whether or not to discharge a prior commitment for a parolee returned to prison with a new commitment in accordance with BPH Rule 2649. A parolee who has been returned with a new commitment but whose parole has not been revoked shall be presented to the BPH on the Miscellaneous Proceedings Calendar at the reception center or receiving facility. 72020.4.8

72020.4.8 Safekeepers The PC 4007 provides for housing of county prisoners in State prisons for safekeeping, hospitalization, or because the county jail is unsafe or unfit. The Warden shall immediately, upon receiving such prisoner, advise The Director in writing. Records Office Responsibility The ID/Warrants Unit will issue all "S" numbers and the headquarters OBIS staff will enter all "Admission" movements. The following information shall be telephoned to the ID/Warrants Unit prior to receiving an "S" number: • Reviewing facility's name. • Name, title, and telephone number of person requesting the "S" • number. • Safekeeper's date of birth. • Safekeeper's ethnicity. • Safekeeper's CI&I number (or state that the CI&I number is unavailable). • Admitting agency. The C-file shall be processed in accordance with DOM 71020.5.7. 72020.5