Chapter 6 – Adult Classification

61020.19.1 Identifying Information

• CDC Number (Boxes 1-6)

  • At the bottom of the CDC Form 840, first enter the inmate’s CDC number as obtained from the Legal Status Summary.

  • Print the letter prefix (for example P or W) in the first box. Enter the numbers in the remaining five boxes, Boxes 2-6, always ending in Box 6. Do not enter a letter in a number box. Example:

    P

    4

    5

    6

    7

    8

• Inmate’s Last Name (Boxes 7-11)

  • Print the first eight letters of the inmate’s last name in CAPITAL BLOCK letters. Do not use lowercase or written script letters. Letterboxes are left-hand justified. Start printing the name in the box furthest to the left and end with any empty boxes on the right.

  • If the name consists of more than eight letters, print the first eight letters of the name and omit the remaining letters. Although eight boxes are provided on the score sheet, the database captures only the information in Boxes 7-11 or the first five letters entered. For names with less than eight letters, leave the remaining boxes to the right empty. If the last name is two words, run the words together. Do not leave an empty box in between letters.
    Example: Mac Knight

    M

    A

    C

    K

    N

    I

    G

    H

• Date Completed (Boxes 12-17)

  • Enter the date that the CDC Form 840 is being completed as a “New” document as the Date Completed. The database organizes data from the CDC Form 840 based on the Date Completed.

  • If the CDC Form 840 is being completed as a correction document or to delete a previously submitted CDC Form 840, enter the Date Completed as it appears on the original document. A zero need not be entered before the month or day, but if applicable, enter a zero as part of the year.
    Example: January 8, 2002

    1

    8

    0

    2

• Date of Last Score Sheet (Boxes 18-23)

  • Enter the date of the most recent classification score sheet in the C-file. A zero need not be placed in front of the month or day, but if applicable, enter a zero as part of the year.

  • Use the date of the last score sheet to identify the most recent score sheet in the C-file and organize the score sheets in chronological order to prevent tracking errors and ensure continuity.

• Form Identification (Boxes 24-32)

  • At the top of the score sheet, three blank boxes are labeled “New,” “Correction,” and “Delete.” Print an “X” in the appropriate box.

    • Print an X in the “New” box (Box 24) if a new CDC Form 840 is being prepared.

    • Print an X in the “Correction” box (Box 25) to correct a previously submitted CDC Form 840.

    • Enter the date that the correction is being prepared in the “Date Corrected” Boxes 26-31.

    • Print an X in the “Delete” box (Box 32) to delete a previously submitted CDC Form 840.

• Additional information regarding preparation of “correction” and “deletion” documents is noted in DOMDepartment Operations Manual § 61020.20.9 and DOMDepartment Operations Manual § 61020.20.10.