Chapter 5 – Adult Custody and Security Operations

53130.10.1 Completion/Processing of Timekeeping Logs

• Work/training supervisors shall complete and process timekeeping logs on inmates under their supervision using the following symbols and procedures:

  • “X” – with the number of hours an inmate is on their assignment; i.e., X-6, X-7 1/2, or X-16.

  • “A” – with the number of hours of unauthorized absence.

  • “E” – with the number of hours of ETOExcused Time Off authorized by the work/training supervisor shall be recorded in 15-minute increments.

  • “R” – when the inmate is on regular days off.

  • “RX” – with the number of hours worked during the inmate’s regular day off.

  • “H” – when the inmate is authorized time off for a state holiday.

  • “HX” – with the number of hours worked during a state holiday.

  • “S’ – with the number of hours an inmate is unable to report to work through no fault of the inmate as defined in DOMDepartment Operations Manual § 53130.8.

• Forwarding Timekeeping Logs

  • Upon completion of the work month, reassignment, or notification of pending transfer, the work/training supervisor shall immediately forward the completed timekeeping log to his or her immediate supervisor who shall audit and sign the timekeeping log. Timekeeping logs that have not been completed as outlined in this article and/or are missing information, shall be returned to the work/training supervisor for correction.

• Prerelease Checkout Status

  • Case records staff audit an inmate’s release date at least 9 months, 45 days, and 10 days prior to the scheduled release. If the projected release date is changed, the inmate and the inmate’s counselor shall be notified. The records office staff shall notify the assignment lieutenant of the names of inmates who are scheduled for release. The assignment lieutenant shall publish the inmate’s name and number on the daily movement sheet (DMSDaily Movement Sheet) indicating prerelease checkout status 10 working days prior to release.

  • Work/training supervisors shall review the DMSDaily Movement Sheet for inmates who have been assigned to their supervision. They shall complete the timekeeping log for parole/discharge inmates by awarding “S” time for the 10 working days prior to scheduled release. Conservation camp inmates shall receive 15 days “S” time prior to release. All timekeeping documents shall be submitted to the appropriate records office the following working day after notification of prerelease status.

• Transfer Notification

  • A list of transfers scheduled for the following week shall be issued by the records office staff. Managers and supervisors shall ensure that the timekeeping documents for those inmates being transferred are submitted 3 working days prior to the inmate’s departure. If notification of transfer is received in less than 3 days, the timekeeping log shall be submitted immediately. Inmates being transferred shall be awarded “S” time for the 3 working days prior to departure.