Department Operations Manual

86070.3 Levels of Decision Parole Field File A written request to examine the parole field file of a parolee shall be referred to the unit supervisor or designee for approval. Electronic Records Management System A written request to examine the ERMS data of a parolee shall be referred to the Regional Parole Administrator (RPA) or designee for approval. Parole Outpatient Clinic Record A written request to examine the POC record of a parolee shall be referred to the Chief Psychiatrist or designee for approval. If a request is submitted to review two or more of the records, the request shall be referred to each respective level of decision cited above for approval. Time Limits Within seven days of receiving a request to examine the parole field file, ERMS data, or POC record of a parolee, the person or designee specified in the above paragraphs shall notify the person requesting the examination whether the request is denied or approved. Scheduling an Examination of a Parole Field File, ERMS Data, or POC Record The parole field file, ERMS data, or POC record of a parolee, shall be made available as soon as possible for Olson review. The requester has no later than the following time limits from the date of request to review the parole field file, ERMS data, or POC record pursuant to CC 1798.34: • Active records, 30 days. • Inactive records, 60 days. If the time expires the requester shall be required to resubmit a written request to view the parole field file, ERMS data, or POC record. 86070.4

41010.3 Definitions -A- Access Ability and means to communicate with or otherwise interact with a system, to use system resources to handle information, to gain knowledge of the information the system contains, or to control system components and functions. Access Authorization The granting of permission to execute a set of operations in a computer system. Access Control The process of granting or denying specific requests to: 1) obtain and use information and related information processing services; and 2) enter specific physical facilities (e.g., federal buildings, military establishments, and border crossing entrances). Access Management Group A group that is responsible for access permissions granted to CDCR’s Information Assets, including the CDCR Network, and departmental applications and databases. Accountability The state of being liable, responsible and answerable. AISO Agency Information Security Office - Provides information security recommendations, guidance, and authority. AMS Application Maintenance and Support - Provides IT business application development, maintenance and support services spanning across all CDCR divisions, including adult and juvenile offenders, parole operations, and administration. Application Disaster Recovery Plan A plan devised to process a computer application (application) after is has been distrupted for some period of time. Asset Anything (tangible or intangible) that has value to CDCR. Authentication Authentication is the process of determining whether someone or something is, in fact, who or what it is declared to be. To access most technology services you must provide such proof of identity. In private and public computer networks (including the Internet), authentication is commonly used by requiring login passwords or passphrases; knowledge of such is assumed to guarantee that the user is authentic. Thus, when you are asked to “ authenticate ” to a system, it usually means that you enter your username and/or password for that system. Authorization In computing systems, authorization is the process of determining which permissions a person or system is supposed to have. In multi-user computing systems, a system administrator defines which users are allowed access to the system, as well as the level of privileges they are eligible to access (e.g., access to file directories, hours of access, amount of allocated storage space). Authorization can be seen as both the preliminary setting of permissions by a system administrator, and the actual checking of the permission values when a user obtains access. Authorization is usually preceded by authentication. Availability Assurance that the systems responsible for delivering, storing and processing information are accessible when needed, by those who need them. -B- Back-up A process by which data is copied in some form so as to be available and used if the original data from which it originated is lost, destroyed or corrupted. BIS Business Information System - A fully implemented automated business management system that creates, tracks, and reports all of the Department ’ s business transactions. Blog A web site containing frequent publications of personal thoughts and web links, coined from the words weblog, maintained for the purpose of commentary, or other material such as graphics or video. BPH Board of Parole Hearings - Conducts parole consideration; rescission, parole, revocation, and parole progress hearings for adult inmates and parolees. Business Continuity Management Program An ongoing governance process supported by senior management and resourced to ensure that the necessary steps are taken to identify the impact of potential losses, maintain viable recovery strategies and plans, and ensure continuity of products/services through exercising, rehearsal, testing, training, and maintenance. Business Continuity Plan (BCP) A plan that documents arrangements and procedures that enable an organization to respond to an event that lasts for an unacceptable period of time and return to performing its critical business functions after an interruption. -C- CALPIA California Prison Industry Authority - A State-operated agency that provides productive work assignments for offenders in California ’ s adult correctional institutions. CALPIA operates more than 60 service, manufacturing, and agricultural industries at prisons throughout California. CAS Corrections Application Solutions - Develops and maintains applications and systems used by divisions and programs throughout CDCR to support statewide offender, parole, and juvenile operations. CCHCS California Correctional Health Care Services - A department under federal receivership responsible for providing constitutionally adequate medical care to patient-inmates of the CDCR within a delivery system the state can successfully manage and sustain. CDCR Network The system of telecommunication devices, workstations, servers, and peripherals used to provide inter- and intra-facility connectivity that enable CDCR employees to access information assets and electronic communications. The CDCR Network is managed by the CDCR Enterprise Information Services (EIS) division and the Office of Technology Services (OTech). Chain E-mail or Letter E-mail sent to successive people. Typically the email contains directions for the recipient to forward the email to multiple people. The contents usually contain promises of good luck for the recipient or money if the directions are followed. Classification The assignment of information, including a document, to a category on the basis of its sensitivity concerning disclosure, modification, or destruction. Client (User) The individual or organization that utilizes a product. Community Transition Program (CTP) CTP obtains and utilizes information about offenders in order to develop and implement effective and specific reentry plans that maximize a parolee ’s opportunity to successfully reintegrate into the community. Component A component is defined in SAM § 5013 as any individually identified piece of hardware, such as the mainframe, tape drive, disk drive, power supply unit, controller, punch, reader, printer, modem, CRT, keyboard, remote device, and the like. Computer Contaminant Any set of computer instructions that, outside the intent and without the permission of the owner of such information, is designed to modify, damage, or destroy a computer, system, or network, or to record or transmit information within a computer, system, or network. Such contaminants include, but are not limited to, the group of self-replicating or self-propagating computer instructions commonly termed viruses, Trojans, and worms which are designed to affect computer programs or data, consume computer resources, modify, destroy, record or transmit data, or otherwise usurp the normal operation of the computer, system, or network. Computer Network Any system that provides communication among one or more computer systems and input/output devices including, but not limited to, display terminals and printers connected by telecommunication facilities. Computer Program or Software A set of instructions, or statements or related data, that when executed in actual or modified form cause a computer, system, or network to perform specified functions. Computer Security The technological safeguards and managerial procedures that can be applied to computer hardware, programs, data, and facilities to ensure the availability, integrity, and confidentiality of computer-based resources. This can also include assurance that intended functions are performed as planned. Computer Services Includes, but is not limited to, computer time, data processing, storage functions, other uses of a computer, system, or network. Computer System A device or collection of devices, including support devices but excluding calculators that are not programmable and not capable of being used in conjunction with external files, one or more of which contains computer programs, electronic instructions, input data, and output data, and which performs functions including, but not limited to, logic, arithmetic, data storage and retrieval, communication, and control. Computer-Based Tools Software or computer programs that improve or enable a user’s ability to configure and manage IT components. Confidential Information Information maintained by State agencies that is exempt from disclosure under provisions of the California Public Records Act (PRA) (GC § 6250 et seq.) or other applicable state or federal laws. All inmate, parolee, ward, and employee information that has not been explicitly defined as public information in §3261.2 of Title 15 should be treated as Confidential Information. Confidentiality Assurance that information is shared only among authorized persons or organizations. Breaches of confidentiality can occur when data is not handled in a manner adequate to safeguard the confidentiality of the information concerned. Such disclosure can take place by word of mouth, by printing, copying, e-mailing or creating other data. The classification of the information should determine its confidentiality and the appropriate safeguards. Correctional Offender Management Profiling for Alternative Sanctions (COMPAS) Enables CDCR to perform needs assessments and follow adult offenders from their intake at the reception centers through the completion of their parole supervision requirements. Cost Thresholds Cost thresholds are the set dollar amounts assigned to agencies based on their size and past experiences with Department delegations can be found at: http://www.cio.ca.gov/Contact_Us/staff_assignments.html CPAT California Parole Apprehension Team – Enhances public safety through parole intervention and parolee-at-large apprehension. Critical Application An application that is so important to the Department that its loss or unavailability is unacceptable. With a critical application, even short-term unavailability of the information provided by the application would have a significant negative impact on the health and safety of the public or Department employees, the fiscal or legal integrity of operations, or the continuation of essential programs. CTA California Technology Agency – State of California’s IT control agency. Custodian of Information An employee or organizational unit (such as a data center or information processing facility) acting as caretaker of an automated file or database. -D- DART Desktop Advanced Research Team – Provides system level operational support of all end-point devices. Data A representation of facts, concepts, or instructions in a formalized manner suitable for communication, interpretation, or processing by humans or by automated means. Data Classification Data Classification is the conscious decision to assign a level of sensitivity to data as it is being created, amended, enhanced, sorted, or transmitted. The classification of the data should then determine the extent to which the data needs to be controlled/secured and is indicative of its value in terms of Business Assets. The classification of data and documents is essential to differentiate between that which is of little (if any) value, and that which is highly sensitive and confidential. The classification of data helps determine what baseline security controls are appropriate. Data Processing Equipment Computers, network components, and other devices that facilitate, enable, or depend upon data communications. Network devices such as, but not limited to, routers, hubs, wires, and servers are data processing equipment. Data Processing Systems A system, including computer systems and associated personnel, that performs input, processing, storage, output, and control functions to accomplish a sequence of operations on data. Data Security Protecting data from unauthorized access, modification, destruction, or disclosure. Data Transmission The conveying of data from one functional unit to one or more additional functional units through the transmission of signals by wire, radio, light beam, or any other electromagnetic means. DEC Disability Effective Communications System – An IT program created and maintained by EIS that ensures that inmate and parolee due process rights are recognized by identifying and accommodating their disabilities and effective communication special needs. Decentralized Applications Systems that run on more than one computer in geographically separated locations. The term also refers to systems that are not supported by a single organization, such as EIS. Defect A variance from specifications/standards or an attribute/function not contained in the software requirements specifications. Denial of Service An attack that prevents or impairs the authorized use of networks, systems, or applications by exhausting resources. Deputy Director Operations Responsible for all aspects of EIS’s day -to-day operations. Development Activities or costs associated with the analysis, design, programming, staff training, data conversion, acquisition, and implementation of new IT applications. Disaster Recovery Operation The act of recovering from the effects of a disaster or disruption to a computer facility, and the preplanned restoration of facility capabilities. Disaster A human or natural occurrence causing destruction and distress, after which a business is deemed unable to function. Disaster Recovery The ability of an organization to respond to a disaster or an interruption in services by implementing a disaster recovery plan to stabilize and restore the organization’s critical functions. DRP Disaster Recovery Plan – The management approved document that defines the resources, actions, tasks and data required to manage the technology recovery effort. Usually refers to the technology recovery effort. This is a component of the Business Continuity Plan. Documentation Information about how specific applications are constructed, maintained, and used. It includes, but is not limited to, system and program design specifications, record formats, report layouts, program source and object code, job control language specifications, run instructions, key entry instructions, and data definitions. DRD Tracker Discharge Review State Tracker – Creates a calendar-based event driven solution which allows field agents and case records staff to determine when a parolee is due for a Discharge Review. -E- E-mail Written communication transmitted electronically using computers connected to network(s). Today ’ s email systems are based on a store- and-forward model. Email servers accept, forward, deliver and store messages. Neither the users nor their computers are required to be online simultaneously; they need connect only briefly, typically to an email server , for as long as it takes to send or receive messages. EdCATS Education Classroom Attendance Tracking System – Allows teachers to log academic and vocational classroom hours and track milestones achieved by students while attending those classes. EIS Enterprise Information Services – A division of CDCR responsible for the enterprise-wide execution of all IT systems and services. Electronic Data Processing (EDP) Equipment EDP equipment is defined as: • Central processing units and all related features and peripheral units, including processor storage, console devices, channel devices, etc. • Minicomputers, microcomputers, personal computers, and all peripheral units associated with such computers. • Special purpose systems including word processing, magnetic ink character recognition, optical character recognition, photocomposition, typesetting, and electronic bookkeeping. • Communications devices used for data transmission such as modems, data sets, multiplexors, concentrators, switches, local area networks, private branch exchanges, network control equipment, and microwave or satellite communications systems. • Input-output (peripheral) units (off-line or on-line) including: terminals, card readers, optical character readers, magnetic tape units, mass storage devices, card punches, printers, computer output to microfilm converters, video display units, data entry devices, FAXs, teleprinters, plotters, or any device used as a terminal to a computer, and control units for such devices. Encryption Data encryption is a means of scrambling or ciphering the data so that it can be read only by the recipient – the person(s) holding the ‘key’ – a password of some sort. Without the ‘key,’ the ciphered data cannot be opened and read. Enterprise Architecture (EA) The CDCR unit responsible for managing CDCR’s enterprise architecture program, a strategic practice for maintaining the IT architecture portfolio to facilitate more informed and effective IT decisionmaking, both strategically and operationally. This includes, but is not limited to, the Business, Application, Information/Data, Technical, and Security Architecture domains. eOMIS Electronic Offender Management Information System – A real-time application that increases the availability of accurate and complete offender information so CDCR can more efficiently manage inmates. ERMS Electronic Records Management System – A document management system that provides a digitally scanned and uploaded central records repository. EWACS Enterprise Web and Collaboration Solutions – Provides web application development, operational support, and end user support for the enterprise. Develops public and internal facing web and client-based applications that meet various business needs. -F- Failure Inability of a product or service to perform its required functions within previously established limits. FIS Field Information System – Documents all contacts by parole agents with juvenile offenders. Forwarded E-mail E-mail resent from an internal network to an outside point, whether internal or external to CDCR. -G- Guideline A description that clarifies what should be done and how to achieve the objectives set out in policies. -H- Handheld Computer Synonym for Personal Digital Assistant. Hardening A defense strategy to protect against attacks by removing vulnerable and unnecessary services, patching security holes, and securing access controls. Hardware The physical equipment or machinery (computers, terminals, printers, disc drives, etc.) used in IT systems. HAWI Holds and Warrants Interface – Easily accesses parolee information to automate the issuance of holds and warrants. High Risk Confidential Information (HRCI) Non-public information that if disclosed could result in a significant harm (including financial, legal, risk to life and safety or reputational damage) to the CDCR or individual(s). Examples of HRCI include, but are not limited to, information such as the following: • Personally identifiable information such as person’s name in conjunction with the person’s Social Security Number, credit or debit card information, individual financial account, driver’s license number, state ID number, passport number, or a name in conjunction with biometric information; • Personal health information such as any information about health status, provisions of health care, or payment for health care information as protected under HIPAA; • Correctional Offender Record Information • Information that if disclosed would “reveal vulnerabilities to, or otherwise increase, the potential for an attack on an IT system of a public agency.” Examples include, but are not limited to, firewall and router configurations, server names, IP addresses, and other system configuration details; • Any documentation of information which contains information or data within any Gang Database. • Records of investigations, intelligence information, or security procedures. This includes, but is not limited to, information identifying confidential informants. -I- Information Assets All categories of information existing in any form, including electronic or hard copy that is stored, used, or created by CDCR and have value to the organization. Information Governance The process of official enterprise-level decision making for CDCR information standards to ensure the effective, efficient, and secure use of CDCR information. This includes officially making and adopting Data Classification decisions for CDCR information. Information Integrity The condition in which information or programs are preserved for their intended purpose, including the accuracy and completeness of information systems and the data maintenance within those systems. Information Owner Group(s) or person(s) responsible for individual and/or collective decision-making regarding specific CDCR Information Assets. This includes decision-making regarding the appropriate use, access, controls, and Data Classifications for those Information Assets. Information Processing The systematic performance of operations upon data such as handling, merging, sorting, and computing; synonymous with data processing systems. Information Security The protection of information from a wide range of threats in order to ensure business continuity, minimize business risk, and maximize return on investments and business opportunities. Information exists in many forms: printed or written on paper, stored electronically, transmitted by post or electronic means, on films, and spoken. Information Security Incident An information security incident is indicated by a single or a series of unwanted or unexpected information security events that have a significant probability of compromising business operations and threatening information security. Information Security Standards and Guidelines (ISSG) Compilation of the standards and guidelines comprising CDCR’s program to ensure the protection and security of information asssets. Information Technology All computerized and auxiliary automated information handling, including: Systems design and analysis; conversion of data; computer programming; information storage and retrieval; voice, video, and data communications; requisite system controls; simulation; and, all related interactions between people and machines. Input-Output Unit/Device The equipment used to communicate with a computer; commonly termed I/O (Input/Output). Instant Message (IM) A type of communications service that enables a user to exchange text messages in real time among two or more individuals logged into a particular instant messaging system from a computer workstation. Integrity As it pertains to data, is the assurance that the information is authentic and complete. Ensuring that information can be relied upon to be sufficiently accurate for its purpose. The integrity is not only whether the data is correct, but also whether it can be trusted and relied upon. Internet The World Wide Web (WWW), consisting of a network of networks. Intranet A term that refers to a closed network of networks. In the context of CDCR, it refers to the web portal used for hosting information and documents for internal CDCR users only. IS Infrastructure Services – Creates, maintains, and supports all enterprise data activity necessary to facilitate CDCR ’ s current and future business needs as well as provide ongoing operations, production implementation, and control in a secure manner. ISC Information Security Coordinator – Each entity ’ s ISC is responsible for ensuring that applicable CDCR IT security policies and procedures are followed. IT CSFO IT Customer Service and Field Operations – Provides quality service, guidance and direction to customers in order to support their business needs by implementing cost-effective, innovative technologies and adopting operational IT best practices and standards. ITPSP IT Policy and Strategic Planning – Drives enterprise IT planning efforts necessary to support the Agency ’ s mission and future investments while ensuring compliance with national, State and local mandates. -J- - K- -L- Law Enforcement Automated Data System (LEADS) Parole LEADS is a web-based computer system that provides local California law enforcement agencies with information on CDCR parolees. Life Cycle The anticipated length of time that the IT system or application can be expected to be efficient and cost-effective and can continue to meet the agency ’ s programmatic requirements; synonymous with operational life of a system. LINX Link Investigation and Network Cross-Reference – Centralized web-based application that contains inmate gang affiliations and validation for adult offenders. Local Area Network A Local Area Network (LAN) is a computer network consisting of telecommunications devices such as routers, hubs, switches, firewalls, and computers such as workstations, servers, and peripheral devices. LSTS Lifer Scheduling and Tracking System – Supports the inmates sentenced to life parole suitability hearing process. -M- Mainframe Refers to large computers typically housed in a data center environment and running legacy systems. Mainframe computers have security components, such as Resource Access Management Systems, integrated into the operating system and can support many hundreds of users simultaneously. Malicious Software Malicious software, or malware, is any set of computer instructions that, outside the intent and without the permission of the owner of such information, is designed to modify, damage, or destroy a computer, system, or network, or to record or transmit information within a computer, system, or network. Such contaminants include, but are not limited to, the group of self-replicating or self-propagating computer instructions commonly termed viruses. Trojan Horses and worms are designed to affect computer programs or data, consume computer resources, modify, destroy, record, or transmit data, or otherwise usurp the normal operation of the computer, computer system, or computer network. Malware includes computer viruses, computer worms, Trojan Horses, most root kits, spyware, dishonest adware and other malicious or unwanted software. MDO Mentally Disorder Offender – Database that tracks MDO holds, creates hearing schedules, generates confirmation letters for evaluators and attorneys, and tracks MDO cases. Mission-Critical Applications Applications defined by CDCR that support business activities or processes that cannot be interrupted or unavailable for the Recovery Time Objective (RTO) defined by the agency without significantly jeopardizing the organization. -N- Need-to-Know Refers to a person having both a legitimate right and a reason to obtain information. NIST National Institute of Standards and Technology – A measurement standards laboratory which is a non-regulatory agency. NIST promotes innovation and industrial competitiveness by advancing measurement science, standards, and technology. -O- OBITS Offender Based Information Tracking System – Mission critical master record for all juvenile offender activity that feeds information into multiple systems. One-Time Costs Costs occurring only once that are associated with the analysis, design, programming, staff training, data conversion, acquisition, and implementation of new IT applications. Operational Life See Life Cycle. Operations Activities or costs associated with the continued use of IT applications. Operations include personnel associated with computer operations, including network operations, job control, scheduling, and key entry. It also includes the costs of computer time and other resources needed for processing. See SAM Section 4819.2. OTech Office of Technology Services – Provides IT services to many state, county, federal and local government entities throughout California. Owner of Information See Information Owner. -P- PACATS Parolee Automated Cash Assistance Tracking System – Tracks cash assistance provided to parolees throughout the state, separated by assistance type. PAL Trax Parolee At Large Tracking System – Tracks CPAT agent caseloads. Parole-LEADS See Law Enforcement Automated Data System. Personal Digital Assistant (PDA) Palm-sized computer that syncs with a computer workstation and allows users to refer to information from the workstation without having to print it out. Schedules, e-mails, documents, and spreadsheets as well as reference material such as dictionaries and phone lists can be stored and accessed as needed on the device. PDAs often are capable of wireless connectivity with LANs and the Internet. Personally Identifiable Information Personally Identifiable Information (PII) is the manifestation of an individual’s first name or first initial and last name, in combination with one or more of the following: • Social Security Number; • Driver’s license number; • State issued ID card; • Credit or debit card number in combination with any required security code or password that could permit access to an individual’s financial account; • Medical information, history, mental or physical condition, treatment or diagnosis by a health care professional; • Health information, policy number or subscriber ID, unique identifier, or any information in an application and claims history, including any appeals records. Physical Security The measures designed to safeguard personnel; to prevent unauthorized access to equipment, installations, material, and documents; and to safeguard them against unauthorized access, damage, and theft. Post Implementation Evaluation Report (PIER) The review of a computer, computer system, or computer network that has been in operation for at least six months and no longer than two years for the purpose of matching the requirements of the system against what has been produced so as to ensure that stated requirements have been met. Policy Overall intention and direction as formally expressed by management. PPPMA Policy/Planning, Project Management and Acquisitions is the EIS unit responsible for EA, PPRM, QPAC, and ITPSP. PPRM Portfolio, Project and Resource Management is the EIS unit that improves the management of IT investments by utilizing project and portfolio managements tools; incorporating proven methodologies; and following best practice disciplines to assist in the identification, ranking, and justification of investments and the implementation of funded projects. PRAS Parole Restitution Application System – Tracks original court ordered restitution payments and balances. Privacy The right of individuals and organizations to control the collection, storage, and dissemination of information about themselves. Process The work activities that produce products, including the efforts of people and equipment. Product The output of a process, including the goods and services produced by individuals and the organization. Production Application A computer-based process that stores, manipulates, or reports departmental information. Program In the IT field, a program is the set of instructions by which a computer operates to accomplish a specific task. Program Application Manager Department supervisory and management staff responsible for managing or supervising employees ’ use of an automated file or database. Programming Detailed design encompassing the actual development and writing of program units or modules. Project A planned sequence of tasks to respond to a problem or opportunity; an activity with a beginning and an end and containing a set of resources. Proprietary Software Software packages which are developed by independent vendors and marketed to users. Protected Health Information Individually identifiable information in electronic or physical form created, received, or maintained by health care organizations such as health care payers, providers, plans, and contractors. State laws require special precautions to protect from unauthorized use, access or disclosure. Protected Personal Information Information that identifies or describes an individual and must be protected from inappropriate access, use, or disclosure as defined in applicable state and federal laws. Protecting Sensitive Information Typically means providing for one or more of the following: • Confidentiality – Disclosure of the information must be restricted to designated parties. • Integrity – The information must be protected from errors or unauthorized modification. • Availability – The information must be available within some given timeframe (i.e., protected against destruction). (NIST Computer System Laboratory CSL Bulletin 92-11.) Public Information Information maintained by State agencies that is not exempt from disclosure under the provisions of state or federal laws. Public Information is open to inspection by any person during normal business hours (PRA § 6253(a)). -Q- QPAC Quality Project Authority and Compliance – Staff in EIS that advocates for CDCR’s IT projects to Control Agencies for the purpose of securing project authority and funding approval, as well as the project’s successful completion. Quality The extent to which a product meets the expectations and requirements of the user. Quality Assurance (QA) (1) A staff function designed to support line management in performing the Quality Control function. As such, QA identifies the processes (both good and bad) which affect quality, and is used to advise management of such effects. A management decision may then be necessary to ensure that QC techniques are implemented and maintained; and, (2) The function that uses measurement and analysis to continually improve processing, procedures, and standards so that management can be reasonably assured of their staff following such methods, procedures, and standards, as well as staff’ s ability to produce products which meet specified requirements. Quality Control (QC) (1) The collection of activities to ensure that defects are neither made nor implemented. While QA monitors the processes involved in the production cycle, QC is an integral part of work and is the responsibility of each employee; and, (2) A line function used to measure quality associated with specific products or services. QC is the responsibility of each IT area, and it is the function responsible for the quality of the work being done within a specific area or for a specific project. -R- Recovery Point Objective (RPO) The maximum amount of data loss an organization can sustain during an event. Recovery Time Objective (RTO) The period of time within which systems, applications, or functions must be recovered after an outage (e.g. one business day). RTOs are used as the basis for the development of recovery strategies, and as a determinant as to whether or not to implement the recovery strategies during a disaster situation. Requirement The specification(s) for satisfying a user need is associated with a standard by which the satisfaction of that need can be measured. Resource Access Management Facility An application within IBM-based computer systems that reviews logons, passwords, and permissions before permitting access to information. Risk In the context of information systems, the likelihood or probability that a loss of information assets or breach of security will occur. Risk Analysis The process of identifying the vulnerabilities and threats to an organization by assessing the critical functions necessary for an organization to continue business operations, and defining the controls in place to reduce organization exposure and evaluating the cost for such controls. Risk Assessment Overall process of risk analysis and risk evaluation. Risk Evaluation The process of comparing the estimated risk against given risk criteria to determine the significance of the risk. Risk Management The process of coordinating activities to direct and control the organization with regard to risk. -S- Sensitive Information Information maintained by State agencies that requires special precautions to protect it from unauthorized use, access, disclosure, modification, loss, or deletion. Sensitive information may be either Public or Confidential. It is information that requires a higher than normal assurance of accuracy and completeness. The key factor for Sensitive Information is that of integrity. Typically, Sensitive Information includes records of financial transactions and regulatory actions. Smartphone A cellular telephone with built-in applications and Internet access. Smartphones provide digital voice service as well as text messaging, e- mail, Web browsing, still and video cameras, MP3 players, video viewing and often video calling. In addition to their built-in functions, smartphones can run a myriad of applications, turning the once single- minded cellphone into a mobile computer. Software Programs, procedures, rules, and any associated documentation pertaining to the operation of a system. (Contrast with hardware.) Spam Unauthorized and/or unsolicited electronic mass mailings. Stakeholder A person, group, organization, member, or system who affects or can be affected by an organization’s or system’s actions. -T- Threat The potential cause of an unwanted incident, which may result in harm to a system or organization. -U- Unauthorized Disclosure The intentional or unintentional disclosure of confidential information to people inside and/or outside the CDCR who do not have authorization predicated on a “need to know” basis. Unit Testing Testing performed on a single, stand-alone module or unit of code. User Identification (ID) The logon name an individual user to access a computer or network system. User of Information An individual having specific limited authority from the owner of information to view, change, add to, disseminate, or delete such information. -V- Validation The process of comparing a product in any stage of its development with specified requirements to determine whether the correct product is being produced. Virus Small but insidious piece of programming code that attacks computer and network systems through contaminated (infected) data files, introduced into a system via email, portable storage media or the Internet. The code attaches itself to the target computer ’s operating system or other programs, and may automatically replicate itself to spread to other computers or networks. Vulnerability A weakness of an asset or group of assets that can be exploited by one or more threats. -W- Wide Area Network (WAN) Two or more LANs connected together. A communications network that uses devices over telephone lines, fiber-optics, satellite dishes, or radio waves to span a larger geographic area that can be covered by a LAN. Wireless Referring to communications transmitted without wires, such as radio, microwave, or infrared. Workstation Any device commonly called a microcomputer, personal computer, or terminal used for processing, storing, or sending information. Worm A computer worm is a standalone malware computer program that replicates itself in order to spread to other computers. Often, it uses a computer network to spread itself. WWW An abbreviation for World Wide Web. See Internet . -X- -Y- -Z- 41010.4

62070.6.6.1 Methods/Responsibilities for Parole From TCL The parole unit supervisor shall be responsible for notifying the institution when an inmate is paroled from a TCL. The following actions shall be taken: Parole Staff • The unit supervisor shall notify the institution by FAX (Attention): C&PR, of the inmate ’ s parole advancement and release to parole from a TCL. • The unit supervisor shall sign and process the CDC Form 611, Release Program Study, outlining the factors for authorizing the release. Institution Staff • Upon receipt of FAX authorizing the inmate ’ s release to parole from a TCL, the C&PR shall notify the inmate ’ s captain, caseworker, and facility watch commander that the inmate has paroled from the TCL. • The C&PR shall direct the CCRM to process and complete all parole records on the inmate. Personal Property • The captain shall be responsible to coordinate the disposition of the inmate ’ s personal property with receiving and release (R&R) and parole unit staff. • If parole from the TCL is anticipated prior to the inmate leaving the institution, the inmate shall be required to sign a CDC Form 193, Inmate Trust Account Withdrawal, to cover the cost of shipping the inmate ’ s personal property, including any personal handicraft materials. The inmate shall be required to supply staff with the name and complete address to where the property shall be shipped. • If parole while on TCL was not anticipated, the Parole Agent shall be contacted for instructions regarding the disposition of the inmate ’ s personal property. Under this condition, the costs for shipping the property to the designated location shall be deducted from the inmate ’ s release fund 62070.6.6.2

74030.16 Postponement or Rescission of Release The ISL parole date of an Indeterminate Sentence Law inmate or the parole date of a life or non-life PC 1168 inmate may be postponed or rescinded for good cause at a rescission hearing. Rescission proceedings refer to any proceedings that may result in the postponement or recision of a release date. The C&PR shall report to the BPT Headquarters Calendar, any conduct that may result in recision proceedings. The BPT shall determine whether to initiate rescission proceedings. Conduct that must be reported to the BPT includes: • Assault with a weapon. • Escape. • Physically assaultive Behavior. • Possession of a weapon without permission. • Possession of controlled substances without a prescription. • Attempt to escape. • Urging others by words or acts, with the intent to cause a riot, at a time and place under circumstances which produce and present an immediate danger of a riot which results in acts of force or violence. • Active participation in a riot that results in acts of force or violence. • Intentional destruction of state property valued in excess of $50.00. • Falsification of a significant record or document. • Possession of escape tools without permission. • Manufacture or sale of intoxicants. • Unauthorized possession or use of alcoholic beverages or any substance which, when inhaled, ingested or breathed, can cause a person to be under the influence of or intoxicated from such substance. • Urging others by words or acts, with the intent to precipitate a riot, at a time and place under circumstances which present a clear and present and immediate danger of a riot. • Any inmate whose mental state deteriorates to the point that there is a substantial likelihood that the inmate would pose a danger to himself or others when released and who is within 90 days of release. • Any new information which indicates that parole should not occur. • An inability to meet a special condition of parole, such as failure of another state to approve an interstate parole. • Information significant to original grant of parole was fraudulently withheld from the Board. • Fundamental errors occurred resulting in the improvident granting of a parole date. If an inmate with a previously established parole date (life, ISL, non-life PC 1168) receives a new commitment to state prison, the parole date shall be rescinded; no hearing or other BPT action is required. The inmate may appeal the rescission only on the grounds that he/she is not the person sentenced to state prison by the new judgment. The CCRM, when processing the new commitment, shall post an entry onto the CDC Form 112, Chronological History Page, indicating the parole date has been rescinded. The CDC Form 112 posting shall read: "(Indicate date of posting) Parole date of (indicate date of parole) rescinded per BPT Rule (indicate applicable BPT Rule number)". • BPT Rule 2273 will be cited in the case of life prisoners; and • BPT Rule 2308 for ISL and non-life PC 1168 prisoners. The inmate shall be scheduled for a new Parole Consideration Hearing. • If the new commitment is for a determinate term, the Parole Consideration Hearing shall be conducted within 60 days of receipt of the new commitment. 74030.17

81033.3 Transportation Procedures Parole Agent Assures vehicle is fueled, in safe operating condition, and free of contraband. Assures handcuffs are double locked and properly applied on arrestee. Uses waist chains when transporting long distances or from one custody setting to another. May use leg irons if arrestee is an escape risk or potentially violent. Secures arrestee with seat belt and, if the transport vehicle has a childproof locking mechanism, it shall be engaged in order to prevent an escape. A caged vehicle may be used when available to transport a parolee being placed into custody. A minimum of two parole agents shall be used to transport a parolee being placed into custody or transporting any parolee displaying behavior that presents a risk of harm to officers or the public. Parole agents may case conference with the unit supervisor prior to any transport of a parolee with a special condition of parole to participate in the Parole Outpatient Clinic if they believe two parole agents should be used in the transport in order to enhance parole agent safety. The parolee shall be placed in the back seat on the passenger side when being transported for custody. At least one parole agent shall sit in the back seat during the transportation of a parolee being placed into custody unless using a caged vehicle. 81033.4

85050.1 Policy (a) Standard Equipment (1) Each parole agent is furnished with the following standard equipment: (A) Pair of handcuffs and keys. (B) Handcuff case. (C) "Ready bag." (D) Parole agent badge. (E) Identification Card. (F) Distinguishable clothing including but not limited to a parole agent windbreaker-type jacket and polo-style shirt that meet the standards set forth in Section 85050.6. (G) Protective vest. (H) Chemical agent (Oleoresin Capsicum Pepper spray). (I) Firearm, holster, and ammunition carrier, if requested by a parole agent hired prior to January 1, 1988. All parole agents hired after January 1, 1988 must be furnished these materials. (J) Department of Motor Vehicles Form INV 171, A Card. (K) Expandable baton. (L) Tactical flashlight equipped with a momentary switch. (M) Shooting trauma kit. (N) Cardiopulmonary resuscitation mask with a one-way valve. (O) Disposable protective clothing kit, inclusive of fluid-resistant coverall, eye-shield/goggle, latex gloves, disposable paper mask, respiratory protective mask, and any other protective equipment deemed appropriate by the Department. (P) Blood-borne pathogen clean-up kit. (Q) Cell phone. (R) Spit protection hood. (S) Nitrile gloves. (b) Safety Equipment (1) Each parole agent assigned a State vehicle is furnished with the following safety equipment: (A) Set of reflectors. (B) Jumper cables. (C) Fire extinguisher. (D) First-Aid kit (contents should be inventoried annually). (c) Optional Equipment (1) Each parole agent is issued the following equipment if there is a need related to climate or other special conditions: (A) Fog lights. (B) Studded snow tires. (C) Spotlight (plug-in type). (D) Automobile hood lock. (E) Locking gas cap. (2) Parole agents requesting optional equipment may electronically mail the request to their unit supervisor for approval. If approved by the unit supervisor, the unit supervisor must forward the request to their regional headquarters via the chain of command. (3) If the Department of General Services reassigns a vehicle, the unit supervisor must retain any optional equipment and assign it to another unit vehicle. (d) Parole Unit Equipment (1) The following items will be assigned to each parole unit and subunit: (A) Two sets of leg irons. (B) Two sets of waist chains with attached handcuffs, padlock, and keys. (2) Each parole unit must establish an equipment log to track the usage of parole unit equipment. When using parole unit equipment for an arrest or transport, the parole agent must complete and sign the unit equipment log. 85050.2

86010.7 Pistol-Mounted Lights (a) This section applies only to parole agents assigned to California Parole Apprehension Team (CPAT). Parole agents may elect to use a pistol-mounted light while on duty. Pistol-mounted lights and associated equipment, including approved holsters, rail adapters, pressure switches, batteries, etc., shall be purchased at the parole agent’s expense with no reimbursement by DAPO. Pistol-mounted lasers are not authorized for use. (1) Pistol-mounted lights employing an ambidextrous push/toggle switch to provide single-finger operation for either momentary or constant-on operation and grip activated switches are approved for on-duty use. (2) The following pistol-mounted lights meet DAPO-approved standards and are authorized for on-duty use: (A) Streamlight. (B) Insight Technologies. (C) Surefire. (D) Blackhawk. (E) TLR Series. (F) M or X Series. (G) X Series. (H) Xiphos Series. (3) Pistol-mounted lights are considered part of the firearm weapon system and shall be carried in a DAPO-approved holster. All DAPO-approved holsters designed to carry pistol-mounted lights shall also meet the following requirements: (A) The parole agent shall use a DAPO-approved holster that allows the operator to carry the firearm with the pistol-mounted light attached. (B) The parole agent shall have the light securely attached to the firearm while in use and shall not require removal to holster the firearm. (b) Pistol-Mounted Light Approval Process (1) Prior to use, the CPAT parole agent shall successfully complete the DAPO-approved pistol-mounted light initial training course. During training, the parole agent shall have their firearm, pistol-mounted light, and holster inspected by a DAPO Rangemaster to ensure compliance with this policy. The parole agent shall demonstrate the following skills with their firearm, pistol - mounted light, and DAPO-approved holster prior to approval: (A) Obtaining a qualifying score utilizing the DAPO-approved diminished- light pistol qualification course and maintain qualification at least annually. (B) Safely deploying and manipulating the firearm with the pistol-mounted light. (2) Any parole agent who fails to achieve a passing score during the pistol- mounted light training or annual diminished-light pistol qualification course shall not be authorized to use a pistol-mounted light. (3) The completed training shall be documented on the CDCR Form 2283, Non Standard Weapon or Equipment Authorization, noting the make, model, serial number, and caliber of the parole agent’s firearm; and the make and model of the pistol-mounted light. A copy of the CDCR Form 2283 shall be forwarded to the RTC for recording in CATS and retention in accordance with current DAPO policy. The parole agent who completed the training shall ensure a copy of the approved CDCR Form 2283 is provided to their supervisor for placement into their supervisory and training files. (4) The authorization to use pistol-mounted lights is conditional and may be suspended, revoked, or canceled with cause, as determined by the Regional Parole Administrator or designee. (c) Required Use of Handheld Flashlights Parole agents shall carry a handheld flashlight to use as a light source in accordance with current DAPO policy. Pistol-mounted lights are not authorized for on-duty use as a substitute for a handheld flashlight or in any circumstance where drawing a firearm is not warranted. 86010.8

74030.12 Progress Hearings Non-Life Cases Following any parole consideration hearing at which parole has been granted, progress hearings will be scheduled. • During the fourth month prior to the parole date if parole date is between 10 and 14 months from the date of the last parole consideration hearing. • On the twelfth month after the hearing at which a parole date was set if the parole date is 15 months or more from the date of the last parole consideration hearing. • Any time department staff feels an earlier parole date would be appropriate. Staff shall refer the case to the C&PR to place the case on the institutional Miscellaneous Proceeding Calendar with documentation of the reasons for requesting the progress hearing. The Board may deny the department request or may order a Progress Hearing scheduled. If the parole date is within 9 months from the date of the last parole consideration hearing, no progress hearing shall be scheduled. A Progress Hearing shall not be scheduled for an inmate with an ISL parole date which is later than a confirmed DSL date if the maximum advancement that could be granted at the progress hearing (four months per year) plus a 60-day advancement would not result in advancing the ISL parole date to a date earlier than the DSL date (BPT 2305). 74030.12.1

81010.12 Direct Release to Parole From Court (a) In any case that the amount of pre-imprisonment credit is equal to or exceeds the sentence imposed, the entire sentence is deemed to have been served and the defendant is not delivered to CDCR. Instead, the court shall advise the defendant they must serve a parole term, and shall order the defendant to report to a Division of Adult Parole Operations (DAPO) parole unit. Whenever the court sentences a defendant directly to parole supervision, DAPO shall supervise the parolee in the same manner as an inmate who was released from a CDCR facility. (b) PC section 3000.08(l) required, “Any person released to parole supervision pursuant to subdivision (a) shall, regardless of any subsequent determination that the person should have been released pursuant to subdivision (b), remain subject to subdivision (a) after having served 60 days under supervision pursuant to subdivision (a). On December 31, 2020, California Appellate Court decision in People vs. Ruiz effectively repealed PC section 3000.08(l). Upon discovery, Post Release Community Supervision (PRCS) cases shall be transferred to county supervision within 60 days. Any circumstances that delay the transfer of PRCS cases to county supervision beyond the specified time shall be documented in the automated ROS. (c) Depending on the instructions given by the court, the offender may not initially report to the parole unit that will be responsible for supervising the offender. The court’s reporting instructions may also vary from standard instructions given to inmates and may not comply with PC section 3060.7 reporting requirements. The timeliness in which the courts send sentencing documents to CDCR will vary. (d) If it is discovered an offender has failed to report to DAPO upon release from county jail, the unit supervisor shall assign the case to a parole agent to investigate the matter. It is the responsibility of DAPO, when appropriate, to request a warrant even if the case may be eligible for PRCS. The time during which the offender’s parole is suspended shall not be credited toward any period of parole supervision. (e) At the time of release or while on parole, if a California Static Risk Assessment (CSRA) score does not auto populate, a manual request may be submitted via electronic mail to: [email protected]. The request shall include the parolee's name, CDCR number, and the reason for the request. This request may take up to 45 to 60 days for a CSRA score to auto populate, until then the offender shall be assigned a risk value of 5. 81010.12.1

81019 Policy Legal Basis of Parole The California Legislature has found and declared “...that the period immediately following incarceration is critical to successful reintegration of the offender into society and to positive citizenship. It is in the interest of public safety for the State to provide for the supervision and surveillance of parolees and to provide educational, vocational, family and personal counseling necessary to assist parolees in the transition between imprisonment and discharge.” Responsibility for Supervision Each parolee, whether on active, suspended Parolee-at-Large (PAL), or revoked status, shall be assigned to a parole agent. Parole agents are responsible for case supervision, surveillance and services delivery to parolees assigned to their caseloads. The primary means through which parole agents fulfill these responsibilities are through contacts with parolees and persons involved with the parolees. Parole agents shall cooperate with other law enforcement and human services agencies that may be involved with their parolees. Case contacts (field, office or collateral) shall be carried out to accomplish supervision objectives. 81019.1

81020.9.3 Procedure for Completion of CDCR Form 1658 The parole agent shall document the following on the CDCR Form 1658: • Address of proposed residence. • Occupant information. • Identity of the person(s) contacted at the residence. • The relationship of the person(s) contacted at the residence. • Identity of the responsible/primary occupant of the residence. • Name of the owner(s) and/or property manager of the residence and if they are aware of the parolee’s status. • Confirm how long the parolee will reside at the proposed residence. • Confirm search and seizure provisions were explained to the occupant(s). • The living area and, if approved by the occupant(s) on pre-parole cases, conduct a cursory inspection of the parolee’s proposed personal quarters. • Any barriers that could preclude access to the front door of the residence and what is needed to overcome those barriers (i.e., obtain access codes, gate keys, etc.). • All dogs and/or other animals on the property and whether or not they may pose a danger to a parole agent and/or law enforcement officers. • Any noted concerns with the residence (e.g., gang members, registered sex offenders, safety concerns, etc.). • Note if residence is compliant with the law (sex offender/victim restrictions). • Check if the residence is approved or disapproved and, if disapproved, explain why. • Draw a diagram of the residence and surrounding property. • A secondary address (only lifer parolees) requires pre-release verification of the secondary address. • Proposed employment information (only lifer parolees) requires pre- release verification of proposed employment. If the employment plan is not viable, the parole agent shall note the reason why in Section V of the form. The parole agent shall complete the initial CDCR Form 1658. If the question is not applicable, enter either “N/A” or a slash mark “/”. For subsequent CDCR Form 1658 updates, the parole agent is only required to complete those sections requiring updated information or if no updates are required, marking the appropriate box on the form and noting the date of the prior CDCR Form 1658 containing the correct information. After three updates on the form and/or if no space is available to notate additional changes, the parole agent must complete a new residence verification form to maintain the legibility of the information on the form. For example, if there is a new reside nt moving in with the parolee, the “update” box may be checked and the date of the change written next to the new information entered. 81020.9.4

81024.4.1 Mental Illness/Disability Procedures For GPS-monitored disabled or mentally ill parolees, documentation clarifying the need for modification or exclusion from traditional GPS supervision is required if it is determined that participating in traditional or modified GPS monitoring will cause serious injury or death. The CDCR Form 128-PMH3, GPS Supervision of Mentally Ill Parolee- Clinical Recommendation to Continue, Modify, or Exclude from Traditional Monitoring, shall be used when the parole agent suspects GPS monitoring may have an adverse effect on a parolee’s mental health, and/or suspects a parolee’s mental disorder prevents the parolee from compliance with traditional GPS monitoring. With this type of case, the following shall take place: • The parole agent shall complete Section I of the CDCR Form 128- PMH3, attach the CDCR Form 7385-A, Authorization For Release of Information-DAPO, and submit both forms to the POC Regional Headquarters Supervising Senior Psychologist for completion. • Upon receipt of the CDCR Forms 128-PMH3 and 7385-A, within no more than two working days, the POC Regional Headquarters Supervising Senior Psychologist shall assign a POC Clinical Psychologist or Clinical Social Worker to evaluate the parolee. • No more than ten working days following clinical assignment, the POC Clinical Psychologist or Clinical Social Worker shall evaluate the parolee and conference the case with the parole agent to determine if there is or is not a need for modification or exclusion to traditional GPS monitoring. The evaluation and recommendation shall be documented on the CDCR Form 128-PMH3, with the completed CDCR Form 7385- A attached. • Within one business day following the evaluation, the POC Clinical Psychologist or Clinical Social Worker shall provide the completed CDCR Forms 128-PMH3 and 7385-A to the POC Regional Headquarters Supervising Senior Psychologist. In an effort to ensure these forms are received timely, the forms shall be sent via fax when overnight delivery is unavailable. • Within two working days after receipt of the completed CDCR Forms 128-PMH3 and the CDCR Form 7385-A, the POC Regional Headquarters Supervising Senior Psychologist shall conference the case with the unit supervisor and/or the District Administrator, complete Section 4 of the CDCR Form 128-PMH3, and provide both forms to the referring parole agent. Parolees in a 24-hour licensed mental health facility do not require the POC clinician’s report. In these cases, the parolee’s licensed care provider; e.g., Doctor of Philosophy (PhD) or Doctor of Medicine (MD) at the facility, will be asked to prepare th e report. Upon receipt of the licensed care provider’s report, the parole agent shall attach the report to the CDCR Form 128-PMH3 and CDCR Form 7385-A, and provide the completed documents to the POC Regional Headquarters Supervising Senior Psychologist. Note: Parolees who have difficulty remembering to charge their GPS device because of a mental illness or disability do not meet the criteria for exclusion from GPS monitoring. Physical Disability Procedures If it is determined that a physical disability exists precluding the parolee from wearing a traditional GPS monitoring device, or if traditional GPS monitoring is likely to cause serious injury or death, modified supervision or exclusion from GPS monitoring may be considered. Such physical disabilities may include, but are not limited to: • Amputated limb(s) prohibiting traditional placement of a GPS device on parolee’s ankle. • Diabetes or other medical condition(s) causing severe swelling of limbs, potentially resulting in physical harm if a traditional GPS monitoring device is applied. • Parolee’s current and/or continued placement in a medical facility with diagnostic imaging equipment. Medical equipment may be adversely affected by GPS monitoring, or the increased potential for exposure to infection may exist (during surgery). • Documentation is not necessary in cases where a parolee is a double leg amputee. • The parolee must provide a letter to their parole agent from their licensed medical physician. Letters from physician assistants or other designees will not be accepted. In the event that a physical disability exists, the physician’s letter must provide the following information: • Parolee’s medical condition and clarification as to whether the condition is acute or chronic. • Specifically how the parolee’s condition limits traditional GPS monitoring. • Specifically how wearing the GPS monitoring device is likely to cause serious injury or death relative to the parolee’s current medical condition or location in a medical facility. 81024.5

81025.3 Notification and Disclosure of HIV Infected Parolee Policy Information regarding the Human Immunodeficiency Virus (HIV), Acquired Immunodeficiency Syndrome (AIDS) or AIDS Related Condition (ARC) status of a person is confidential and shall not be disclosed except as provided by law. Willful or negligent disclosure of HIV information by a peace officer is a misdemeanor. Designated Department institution medical representatives shall inform the assigned parole agent of the pending parole of an inmate who has tested positive for HIV infection or who has been diagnosed with ARC or AIDS and of the appropriate medical precautions to be taken. The parole agent shall inform the parolee who has tested positive for HIV infection or who has ARC or AIDS of available resources provided by the county health department or other providers in order to receive appropriate counseling and medical treatment for AIDS. If it becomes known to a parole agent that a parolee who has tested positive for HIV infection, or has ARC or AIDS has not informed his or her spouse or registered domestic partner, the parole agent shall contact the California Correctional Health Care Services (CCHCS) Litigation Coordinator and request assistance for properly notifying the spouse or registered domestic partner. The parole agent shall document requests for notification on the electronic Record of Supervision. When conducting the arrest of a parolee diagnosed with ARC or AIDS, the parole agent shall notify all law enforcement officers assisting the parole agent of the parolee’s ARC or AIDS status. 81025.3.1

81032.5 Detention of Parolees Beyond the Final Case Disposition In order to ensure DAPO parole holds are removed and parolees are released in a timely manner: The parole agent shall: • Determine the facility where the parolee is being detained. • Immediately contact the Warrant Unit by telephone and request for the parole hold to be removed. • Ensure the parole hold release has been received by the detaining facility prior to the conclusion of the business day. • Document all calls, persons contacted, faxes, electronic mail, and teletypes sent on the CDCR Form 1650-D. The unit supervisor shall: • When it is discovered that a parolee is detained beyond final case disposition (revoke, continue on parole, dismiss, defer for criminal prosecution), immediately conduct a case conference with the parole agent to ascertain the reason for the continued custody. • Ensure the parole agent immediately removes the parole hold when warranted and verifies the parolee is released from custody. 81032.6

86040.8 Reentry Case Plans After Release Procedures (a) There are several reasons why a pre-release Case Plan may not have been prepared for a parolee: (1) A hold, warrant, or both was placed on the inmate and was cancelled just prior to release. (2) The inmate’s release date was adjusted at the last minute as a result of a court ordered resentencing. (3) A parolee that has returned to an institution for a new prison term receives a new Case Plan. (b) Upon discovery of a parolee who does not have a completed Reentry Case Plan or Reentry Assessment, the following shall occur: (1) Within 45 days of release, the parole agent shall contact the CTP Call Center via electronic mail at [email protected]. Include the parolee’s name, CDCR number, current location, and the parole agent’s contact information. The parole agent shall submit one electronic mail per offender. (2) If the parolee has returned to custody (county jail, prison, detained in another state, Department of State Hospitals, etc.) and needs only the Reentry Assessment, the parole agent shall contact the CTP Call Center via electronic mail at [email protected], upon release. Include the parolee’s name, CDCR number, current location, and parole agent’s contact information. The parole agent shall submit one electronic mail per offender. (c) The interview shall normally be conducted at the parole unit with the parole agent present. In the event a parolee resides in a remote geographical area or is physically unable to come into the parole unit for a phone interview, the parole agent may make arrangements with CTP staff to complete the interview and Reentry Case Plan via a different telephone. (1) CTP staff shall conduct the interview and complete the questionnaire. (2) CTP staff shall create a Reentry Case Plan in the COMPAS system. (3) The parole agent shall complete the Reentry Case Plan with the parolee present. The parole agent shall address all highly probable and probable criminogenic needs with a minimum of one goal, one task, and one service provider for each need. (4) The parole agent shall issue the parolee a copy of the Reentry Case Plan and have the parolee sign a copy as described in this article. 86040.8.1

54100.24 Conditions of Parole Appeals Inmates or parolees may appeal discretionary imposition by the Department of special and additional special conditions of parole, requesting removal or amendment of any condition unnecessary for public safety, security or rehabilitation purposes. Prior to filing an appeal, a request to remove or amend an imposed condition or conditions may first be made via a written request (CDCR Form 22) directed to the assigned parole agent and submitted in accordance with the provisions of the Request for Interview, Item or Service article (DOM §54090). • Specific reasons for objection to the condition(s) in question shall be stated and any necessary supporting document or information attached to the request. • An appeal of parole conditions shall be reviewed and signed at the Second Level of Review. Review and Time Limits An appeal regarding a request to remove or amend one or more of the condition(s) of parole shall be filed within 30 calendar days of imposition or within 30 calendar days following receipt of the written confirmation of the supervisor’s decision to uphold the condition(s) as originally imposed (With respect to supporting document requirements, see DOM Section 54100.8). • The first level review shall be waived and the second level of review shall be completed by the regional parole administrator or designee. • Appeals of special conditions of parole shall be addressed by the parole region. • If the appeal is sent to the institutional appeals coordinator by mistake, it shall be forwarded to the appropriate parole region and the inmate/parolee notified that the appeal has been forwarded. • The appellant, if dissatisfied with the second level of review, shall forward the appeal to third level. 54100.24.1

81010.8 Length of Parole (a) The length of the parole term shall be determined by Parole Case Records staff. The length of the parole term is based on the statutes defining the parole term for a particular offense at the time of the commitment offense. (b) The length of parole shall be established within specified statutory maximums by the BPH for offenders subject to PC 1168 and by CDCR for offenders subject to PC 1170. BPH shall set the length of parole for offenders sentenced under PC 1168 at the Parole Consideration Hearing. The parole period specified by the BPH shall be on the NOC. The offender shall be given a copy of the NOC prior to release on parole. 81010.8.1

81010.12.2 Direct Release to Parole from Court – Parole Violator with New Term Procedures (a) Officer-of-the-Day (1) Follow procedures outlined in section 81010.12.1. (2) Upon identification of an active record: (A) Update Offender Demographics, SOMS Supervision Cautions pursuant to section 81010.11.1, and Offender Photographs as needed. (B) Immediately notify the unit supervisor of the parole unit supervising the active record. (C) Obtain reporting instructions from the parole unit and instruct the offender accordingly. (D) Provide any legal commitment documents and a copy of the CDCR 1650- B signed by the offender to the unit supervisor for scanning and submission to Parole Case Records. (E) Email any legal commitment documents to Parole Case Records via [email protected] for the new commitment entry into SOMS. (b) The case shall be processed by the supervising parole unit as a Parole Violator With New Term (PVWNT). (c) If the parolee is already serving a parole term, the agent of record shall ensure the certified documents for the new commitment offense are mailed to Parole Case Records. 81010.12.3

81010.21.7 Parole Unit Responsibilities (a) Upon receipt of a field file from the Regional ICE Unit, the case shall immediately be assigned to a parole agent. The case shall be supervised in accordance with DAPO policy. (1) If the case was transferred to the parole unit due to the offender being released from USICE custody, and the offender has not reported to the parole unit, the parole agent shall request a warrant for the offender’s arrest in accordance with DAPO policy. (2) If the case was transferred to the parole unit after the offender’s arrest and the placement of a parole hold, the parole agent shall conduct a case conference with the unit supervisor or designee and determine the course of action for the violation in accordance with DAPO policy. (3) If the case was transferred to the parole unit and the offender reported, the parole agent shall supervise the case in accordance with DAPO policy. (4) If the offender is returned to USICE custody, the case shall be transferred back to the Regional ICE Unit. (5) If the offender reports prior to the parole unit’s receipt of the field file from the Regional ICE Unit, or prior to the case being assigned to a parole agent, the Officer-of-the-Day (OD) shall access CDCR databases to obtain necessary documents to begin the initial interview and update the NOC and modify the SCOP, if necessary. The OD shall also ensure that the offender is photographed according to current DAPO policy. 81010.22

81020.9.4 Change in Residence Verification Pursuant to the general conditions of parole, a parolee must inform their parole agent about a change in address at least 72 hours before the address change occurs. Upon receiving notification of a change of address, the parole agent shall: • Update the address information in SOMS. • During the next required home contact (depending on supervision category), excluding Residential Multi-Service Center (RMSC), Parolee Service Center (PSC), Female Offender Treatment and Employment Program (FOTEP) residential drug treatment program, homeless shelters, emergency housing accommodations, or other approved exceptions, complete the applicable sections of the CDCR Form 1658. This requires the completion of sections I, II, and III of the CDCR Form 1658. If the residence change involves the parole e’s return to a residence for which a CDCR Form 1658 was previously completed for that parolee, the parole agent shall update the prior form, then date and sign the form. Consistent with the pre-release residence verification process, any subsequent change in residence shall be verified by the agent of record utilizing the CDCR Form 1658, except for a change in residence meeting the following criteria: • Homeless shelters or other emergency housing accommodations. • The change in residence is to homeless or transient status. • Parolee resides in a residential program (contracted RMSC, PSC, FOTEP, or residential drug treatment program). • Other approved exemptions as determined by the unit supervisor. In the aforementioned exceptions, the parole agent shall note on the electronic Record of Supervision, the location of the parolee ’s room or bed area, any limitations, restrictions, or obstacles that may be present, and with whom the parolee would be residing. 81020.9.5