Department Operations Manual

81090.5.1 Parole Agent Caseload Contacts Roster Procedures The parole agent shall utilize VIMO and/or SOMS to maintain the Face Sheet and the automated ROS in SOMS for each assigned offender. These electronic records are vital operational and safety tools which provide information about offenders. It is essential that the information recorded on the Face Sheet and automated ROS screen is current and accurate. Parole agents shall also record dates of supervision contacts and events resulting in a change of supervision on the roster every working day. On the last working day of the month, parole agents shall review the roster for accuracy and submit to unit supervisor for review. 81090.6

81090.6.1 Field File Composition and Maintenance Procedures (a) Manila file folders shall be utilized for field files. In the event a parolee makes a threat against DAPO staff, a red file folder shall be utilized. (b) The front of the field file shall include a label (e.g., Avery Label 5161) with the parole agent’s name. This label shall be typed and centered at the top of the field file. When the field file is transferred to another parole agent, the label shall be updated, retyped, and placed over the existing label. (c) The front of the field file shall also be labeled (e.g., Avery Label 5164) with identifiers to designate specialized cases and other supervision categories. This label shall be typed and centered directly beneath the parole agent’s name. The following identifiers shall be included on the label:  PC290 (Static-99R SCORE):___________  LIFE TERM  EOP/CCCMS  CSRA:____________  MEDICAL PAROLE  CLLR:____________  ACP  ADMIN PLACEMENT  INTERSTATE  PROP 47/57 (CIRCLE)  ADA/DDP/DPP CODES(S):____________ SLI: YES/NO CRIMINOGENIC NEEDS:  SUBSTANCE ABUSE  EMPLOYMENT  EDUCATION (TABE SCORE):__________ (d) All documents shall be filed chronologically in the field file with the current material on top. Parole units shall use tabs provided by DAPO to divide the field file in sections by subject matter. The filing of documents shall be distributed in the field file as follows: Left Side of File Right Side of File One copy of the most recent Face Sheet. CDCR Form 1244, Parole Violation History. The most current gang, sex, arson, and/or narcotic registration receipt or copy of registration form. Copies of previous registrations may be purged or retained at the parole agent’s discretion. Printout of the Sentence Data Sheet as generated in SOMS. TAB 1 CONDITIONS OF PAROLE/ INITIAL INTERVIEW CDCR Form 1244-A DECS, Disability and Effective Communication Review Log, printed on blue paper. A copy of the CDCR Form 1515, Notice and Conditions of Parole, or the Notice and Conditions generated in SOMS, and any addendums and/or attachments. The most recent version shall be on top, and copies of previous versions shall be retained in the field file beneath the most recent version. The signed original shall be forwarded to Parole Case Records. TAB 1 ARREST REPORTS/ PROBATION OFFICER’S REPORTS CDCR Form 1650-B, Initial/Comprehensive Interview. Arrest report(s) from commitment offense(s). TAB 2 ROS/MONTHLY REPORT RESIDENCE-EMPLOYMENT VERIFICATION Probation Officer’s Report(s) from commitment offense(s), if available, and Abstract of Judgment from commitment offense(s). Automated ROS. This form shall be electronically maintained within SOMS. TAB 2 RELEASE PROGRAM STUDY RISK & NEEDS CDCR Form 1508, Parolee’s Monthly Report Release Program Study (RPS) generated in SOMS. CDCR Form 1658, Parolee Residence/Employment Verification. TAB 3 VIOLATION REPORT WARRANTS TAB 3 SEX OFFENDER ASSESSMENT CORRECTIONAL OFFENDER MANAGEMENT PROFILING FOR ALTERNATIVE SANCTIONS/CASE PLAN Parole violation documents and attachments, including warrant request documents. Sex Offender Treatment assessments, progress reports, and polygraph reports. Sex Offender Treatment discharge review evaluation. TAB 4 CASE CONFERENCE REVIEW/DISCHARGE REVIEW Correctional Offender Management Profiling for Alternative Sanctions Case Plan, Reentry Assessment, and Reentry Summary. CDCR Form 1657, Case Conference Review/Discharge Consideration Committee, CDCR Form 3042, Sex Offender Management Program – Classification Scoring Sheet. CDCR Form 3043, Containment Team Meeting/Discharge Consideration Committee. TAB 4 TESTING CDCR Form 3016-A, Threats Against Staff: Regional Administrator Analysis/Summary (if applicable). Urinalysis lab testing results. CDCR Form 1527, Voluntary Statement of Admission. CDCR Form 1502, Activity Reports, Discharge Reviews. TAB 5 CRIMINAL IDENTIFICATION AND INFORMATION/OTHER/ CONFIDENTIAL TAB 5 NON-CONFIDENTIAL PAROLE OUTPATIENT CLINIC (POC)/LEGAL Criminal Identification and Information report (behind confidential tab). Non-confidential POC evaluations/reports. Other letters, memoranda, instructions, or other documents regarding the offender. CDCR Form 2157, Review for Notice of Release Requirement (PC 3058.6). CDCR Form 2256, Parole and Community Team (PACT) Orientation Meeting Notice. CDCR Form 1661, Goals and Progress Report. All Interstate Documents. Confidential medical/ADA envelope attached to inside back cover. Test for Adult Basic Education (TABE) Score/Disability Effective Communication Systems Printout. ADA Form 2271. Confidential section for confidential, and non-ADA documents. CDCR Form 1707, Request for Victim Services. Any other legal form(s). 81090.7

82101 Initial Parole Unit Assignment Responsibilities The address listed in “Parole Plan #1” on BPH Form 3005, Parole Verification Document, shall be used to determine the initial parole unit assignment. 82101.1

82101.1 Board of Parole Hearings Procedures When an incarcerated inmate is granted parole by BPH, a transcript of the hearing shall be provided to the BPH Offender Investigations and Screening Division (OISD) to conduct a preliminary review. OISD shall complete the BPH Form 3005 within 60 days of the BPH hearing. OISD shall document the following information on BPH Form 3005: • Type of parole grant (lifer, elderly, youth, etc.). • Proposed residences, in order of priority. • County of Last Legal Residence (CLLR). • Programs required by BPH. • Inmate problem areas. • Inmate support system. • Residency restrictions and location concerns, such as a victim or witness residing in the same county as a proposed residence. • BPH required conditions of parole, pending BPH approval. • BPH recommended conditions of parole, pending BPH approval. If a program is not proposed by BPH, OISD will note transitional housing to be determined by DAPO. OISD will forward the BPH Form 3005 to the DAPO Community Transition Program (CTP) via electronic mail to: [email protected] . 82101.2

82101.5 Parole Unit Procedures Unless a shorter due date is requested by the CTP supervisor, the parole agent shall have five business days from assignment of the BPH Form 3005 to verify the proposed residence and employment. The purpose of the verification visit shall be to determine if the inmate’s proposed residence and employment are viable. When making the assessment of viability, the cost of housing and/or length of time available to reside at the residence shall not be sufficient reasons to find the proposed residence not viable. The parole agent may note concerns about the potential for homelessness or short-term nature of the residence in the Comments section. The parole agent shall also complete the CDCR Form 1658, Parolee Residence/Employment Verification and submit this form with the BPH Form 3005. 82101.5.1

82101.6.1 Regional Reentry Unit Procedures for Subsequent Board of Parole Hearings Form 3005 Within one business day of receipt of a subsequent BPH Form 3005, the Regional Reentry Unit shall: • Assign the case to a parole unit. • Notify CTP of the parole unit assignment. • Obtain a copy of the inmate’s pre parole packet via ERMS, where it electronically will reside, and initiate a transfer in SOMS to the new parole unit. 821010.6.2

821010.6.2 Parole Unit Procedures for Subsequent Board of Parole Hearings Form 3005 The unit supervisor shall ensure the case is assigned to a parole agent and the transfer is accepted from the previous unit within one business day of receipt. The parole agent shall process the subsequent BPH Form 3005 within five business days according to section 82101.5, unless the BPH Form 3005 is expedited by the CTP Supervisor. 82101.7

82101.7 Parole Grant Vacated, Rescinded, or Reversed If an inmate’s parole grant is vacated, rescinded, or reversed by BPH or the Governor, the BPH Legal Division will notify CTP via electronic mail to: [email protected] , and the Institutional Case Records staff at the institution where the inmate is housed. CTP staff shall notify the unit supervisor of the assigned parole unit and the Regional Reentry Unit via electronic mail. Upon notification the parole has been rescinded, vacated, or reveresed the supervisor responsible for the current level of review will initiate the cancelling of the document in SOMS. If the form has already been finalized or passed the second review stage it can no longer be cancelled, the form is to stay as is in SOMS, and when the offender is within 210 days from release a new RPS will then be re-initiated. The unit supervisor shall then ensure that any field file created is destroyed. 82101.7.1

82101.7.1 Parole Granted-Inmate Serving a Consecutive Determinate Term An inmate may be granted parole on an indeterminate sentence and still must serve a determinate term if the court ordered it served consecutive to the indeterminate term. When this occurs, Institutional Case Records staff shall notify CTP via electronic mail to: [email protected] , according to current department procedures for determinate term releases. CTP staff shall verify the BPH Form 3005 submitted when parole was granted for the indeterminate term is still viable, or generate a subsequent BPH Form 3005 if the original is not viable. If the release date is less than one year, the assigned parole unit shall send the CDCR Form 2202, Request for Discharge Review Date/Controlling Discharge Date Documentation via electronic mail to: CDCR PCR-DRD-CDD for the appropriate updates. The field file shall be maintained in the parole unit. If the release date is more than one year, the BPH OISD will generate a new BPH Form 3005 prior to release. 82101.8

83020.2.2 Parole Unit Support Staff (a) Upon receipt of the ACP packet, parole unit support staff shall: (1) Immediately forward the ACP packet to the unit supervisor or designee for parole agent assignment. (2) Ensure the Strategic Offender Management System (SOMS) contains updated identifying and demographic information for the inmate. (3) Access the Electronic Records Management System (ERMS) to create a field file. (4) Print the ITRP and COMPAS Case Plan for the field file. (5) Print any applicable registration forms. (6) After the parole agent and unit supervisor complete the CDCR Form 611- A and CDCR Form 2234, return the completed forms as instructed on the forms. 83020.2.3

83030.2.2 Parole Agent II (Specialist) (a) Upon assignment, the CCTRP Parole Agent II (Specialist) shall: (1) Submit a request to the parole unit for creation of a CCTRP participant case file. (2) Complete the CDCR Form 1516-CCTRP , Requirements of the Custody to Community Transitional Reentry Program. (3) Complete Section I of the CDCR Form 2289, Notice And Request For Assistance During A Parole Proceeding. (4) Complete the Behavioral Health Reintegration (BHR) referral package (if applicable due to mental health needs). (5) Create an electronic monitoring profile utilizing the current software approved by DAPO. (6) Enter a Supervision History event in SOMS. 83030.2.3

83040.12 Transition to Post Release Community Supervision or Parole (a) The Sacramento Control Office-Western Interstate Corrections Compact (SACCO-WICC) Records Office shall screen all participants for PRCS eligibility. Participants deemed eligible for PRCS will be processed consistent with current practice for inmates incarcerated in DAI facilities. (b) For participants transitioning to parole, any remaining release funds shall be forwarded to the assigned parole unit. On the parole date, DAPO shall continue supervision of the participant according to current policy and procedures for parolee supervision. 83040.12.1

84030.3.5 Cancellation Procedure – Parolee Arrested in a County That Does Not Have Jurisdiction • Following the parolee’s arrest in a county that does not have jurisdiction to adjudicate the petition for revocation, and the parolee is being released from custody, the parole agent shall: • Conduct a case conference with the unit supervisor. • If it is determined during the case conference that remedial sanctions will be utilized, complete the JCC Form CR-302. • If it is determined during the case conference that an out-of-custody petition for revocation is to be filed, do not complete the JCC Form CR- 302. The parole agent shall complete the revocation packet (see DOM Section 84010.3.2). 84030.3.6

84090.7 Criminal Charges If an MDO parolee is charged with new criminal acts that result in detention, the parolee shall be transferred to the law enforcement agency that detained the parolee. DSH shall notify DAPO and BPH of an MDO parolee’s custodial transfer. DAPO shall address the criminal behavior in accordance with DAPO’s current parole violation process. 84090.8

85010.4 Features The supervisor of a parole unit is one of the most critical and influential persons within DAPO. An effective supervisor: • Ensures that parole agents accomplish the mission of community protection and the arrangement of casework services. • Assists agents in developing the knowledge and skills needed to be effective in supervising parolees. The effectiveness is measured by the work the agents produce and how well the parole mission of reintegrating parolees back into society is accomplished. All work is subject to supervisory review. 85010.5

85010.11 Annual Performance Appraisal Procedures Unit Supervisor and Parole Agent II, Supervisor (Once Every 12 Months) • Reviews employee training records. • Prepares written performance appraisal on each employee. • Forwards report to manager for review. • Discusses report with employee. • Provides a signed copy of the performance appraisal to the employee. • Allows employee to discuss the report with the manager if requested. 85010.1 2 Apprenticeship Program Policy All employees entering a rank and file peace officer job classification are apprentices unless they have already attained journey-level status in the same classification accepted by the Correctional Peace Officer Standards and Training (CPOST). The apprenticeship program for all Parole Agent I rank-and-file apprentices requires the completion of a minimum of 3600 hours in the respective work processes and a minimum of two years on the job, unless qualifying credit is awarded by the local CPOST subcommittee pursuant to the CPOST guidelines. These apprentices are required to complete the academy appropriate to their classification, but the time spent at the academy is not included in the 3600-hour work process requirement. The unit supervisor and Parole Agent II (Supervisor) ensure apprentices over a two-year period have the opportunity and training to perform the following work processes: • Supervision of parolees. • Report writing and record keeping. • Investigating. • Arrests. • Additional experience. The unit supervisor and Parole Agent II (Supervisor) evaluate the apprentice’s performance and takes corrective action when necessary as part of the evaluation process. The apprentice’s DAS Form 103-A, Apprentice Daily Record, shall be reviewed and approved monthly and forwarded to the Regional Training Coordinator at the end of each month, and no later than the 10th of the following month. The DAS Form 103-A is available through the Regional Training Coordinators. In addition, the unit supervisor shall prepare a written performance appraisal on each employee’s overall work performance once per quarter for the entire apprenticeship period. 85010.13

85030.13 Travel When a parole agent must travel beyond the boundaries of the parole unit for training, to attend meetings, or for other official reasons, the parole agent will be on-duty until he or she arrives at the lodging. After that time, the parole agent will be considered on-duty only when attending scheduled activities or carrying out approved duties. 85030.14

85030.15 Work Rules There will be a minimum of one parole agent in the office assigned as OD Monday through Friday, from 8:00 a.m. to 5:00 p.m. Additional modifications or staffing can be made in sub-units and storefronts at the discretion of the unit supervisor. In working the expanded schedule (weekends and/or evenings) it is expected that a parole agent will spend his or her time in the field, in the office, or a combination of both with approval of the unit supervisor. For safety reasons, a parole agent working on a Saturday or Sunday shall a written general itinerary of planned field visits to the unit supervisor no later than the preceding Friday. If an arrest is required during this expanded schedule, a parole agent shall contact the unit supervisor or AOD and conduct a case conference. In arrests or investigations where there is potential danger, a parole agents shall utilize the assistance of law enforcement. Arrests shall be made in accordance with DOM, Chapter 8, Article 3. 85030.16

85030.21 Work Schedule Each parole agent shall submit a proposed work schedule for each month at least seven calendar days, but no more than 14 calendar days, prior to the beginning of the scheduled month to the unit supervisor for approval. The State shall develop and standardize a work schedule to be utilized statewide. The schedule shall represent all work hours, which shall include all workdays, weekend work, evening work, days off, OD duties, lunch or no lunch, and other special assignment responsibilities. The unit supervisor shall ensure that all parole agents comply with the scheduling requirements of the MOU for BU 6 and the meeting of operational needs. The unit supervisor shall approve the work schedule at least three days prior to the scheduled month, unless it can be documented that the scheduled work hours as submitted would be detrimental to the needs of the office or would hinder the parole agent in the performance of his or her duties and responsibilities. This documentation shall be provided to the parole agent upon request. If the parole agent does not submit a monthly work schedule, the unit supervisor will assign the work schedule. 85030.22

85050.2 Parole Agent Attire Policy (a) No uniform is required to be worn by parole agents on a daily basis. However, they are required to carry and maintain DAPO approved equipment and clothing as outlined in this article. Government Code (GC) 19850(a) describes a uniform as "...outer garments, excluding shoes, which are required to be worn exclusively while carrying out the duties and responsibilities of the position and which are different from the design or fashion of the general population. This definition includes items that serve to identify the person, agency, functions performed, rank, or time in service." (b) The Department shall furnish all protective equipment required to be worn. Protective equipment is described in GC 19850(d) as "...equipment or attire worn by law enforcement personnel for the purpose of protecting themselves or the public from overt actions of others or to assist in the carrying out of related duties…” When wearing law enforcement identifying clothing, staff shall comply with the standards defined within this article. (c) Basic Parole Agent Academy Students Basic Parole Agent Academy (BPAA) students are required to wear BPAA- approved and provided attire consisting of pants, a belt, and a polo shirt. If a BPAA student chooses to purchase their own academy attire, the attire must be approved by the BPAA Director, Commander, or coordinators. BPAA students are required to provide and wear their own athletic or boot style shoes during the BPAA. BPAA students must display their student ID at all times while on academy grounds. 85050.3