Chapter 6 – Adult Classification

61020.20.9 Correcting a Previously Submitted Score Sheet

• Rules for making corrections to a score sheet with a form Revision Date prior to Rev. 07/02.

• Any score errors that are detected after the canary copy of the score sheet has been submitted to OISBOffender Information Services Branch require the following correction process. These rules apply only to a score sheet with a form revision date prior to Rev. 07/02:

• Correct the Central File

  • Annotate the original score sheet in the C-File. Line through the item or items to be changed and write the new information beside the appropriate box or boxes. Initial and date those notations. This provides central file documentation of the original and new values and changes on the score sheet.

  • Continue to carry forward the correct score on any subsequent score sheets in the central file to show the correct score. Ensure that the correct score is carried forward when a new score sheet is needed.

• Prepare a “Correction” score sheet:

  • When the score sheet to be corrected in the central file has a form revision date prior to Rev. 07/02, reference to the classification score is equivalent to the Preliminary Score. Follow these steps to correct the database:

    • Begin with a blank score sheet. The blank score sheet must be the same type of score sheet as the one being corrected. For example, when a CDC Form 839 needs to be corrected, the “Correction” score sheet shall also be a CDC Form 839.

    • Complete the Identifying Information section of this blank score sheet by entering the inmate’s CDC Number and Inmate’s Last Name.

    • Enter the same date that appears on the original score sheet being corrected. For the CDC Form 839 it is the Date Received CDC. For the CDC Form 840 it is the Date of Current Review. (exception: Neither the CDC Number nor the Date of Current Review can be corrected. See DOMDepartment Operations Manual § 61020.20.10 and contact OISBOffender Information Services Branch to correct these fields.)

    • Enter an “X” in the Box Item 5b, Form Identification, at the top of the score sheet.

    • Enter the date that the score sheet is being corrected in the “Date Corrected” boxes directly to the right.

    • For changes to score values in boxes in the Background Factors section, Prior Incarceration Behavior section, Favorable Behavior section, and Unfavorable Behavior section, enter the Total Correction for that score sheet, either negative or positive, in the Correction area of the CDC Form 839 or CDC Form 840 score sheet. On the CDC Form 839, it is Item C1. On the CDC Form 840 it is Item E1.

    • Enter the correct Total Classification Score in the Preliminary Score boxes when preparing a correction document for a CDC Form 839.

    • Enter the correct Prior Classification Score in the Prior Preliminary Score box and enter the Current Classification Score in the New Preliminary Score box when preparing a correction document for a CDC Form 840. (Note: On score sheets revised prior to 07/02, the Prior Preliminary Score is identified as the Prior Classification Score and the New Preliminary Score is identified as the Current Classification Score).

    • Leave the Mandatory Minimum Score and Placement Score boxes blank.

    • The name of the Current Institution and Facility may be entered.

    • The Counselor’s Name may be entered.

  • Submit the canary copy of the “correction” score sheet to:
    Department of Corrections and Rehabilitation
    Information Quality Support Section
    P.O. Box 942883
    Sacramento, CACorrectional Administrators 94283-0001

    • The green copy of the “Correction” score sheet is to be given to the inmate.

    • The original white copy of the “Correction” score sheet may be discarded.

• Rules for making Corrections to a CDC Form 839, CDC Form 840, or CDC Form 841 with a form revision date of Rev. 07/02 or later.

  • Any errors that are detected after the canary copy of the score sheet has been submitted to OISBOffender Information Services Branch require the following correction process. These rules apply only to a score sheet with a form revision date of Rev. 07/02 or later:

  • Correct the Central File

    • Annotate the original score sheet in the C-File. Line through the item or items to be changed and write the new information beside the box or boxes. Initial and date those notations. This provides central file documentation of the original and new values and changes on the score sheet.

    • Continue to carry forward the correct Prior Preliminary Score and New Preliminary Score on any subsequent score sheets in the C-File to reflect the corrections made. Ensure that the correct score is carried forward if a new score sheet is completed.

• Prepare a “Correction” score sheet:

  • When the score sheet to be corrected in the central file has a form revision date of Rev. 07/02 or later, follow these steps to correct the database:

    • Begin with a blank score sheet. The blank score sheet must be the same type of score sheet as the one being corrected. For example, when a CDC Form 839 needs to be corrected, the “Correction” score sheet shall also be a CDC Form 839.

    • Complete the Identifying Information section of this blank score sheet by entering the inmate’s CDC Number and Inmate’s Last Name.

    • Enter the same date as the date that appears on the original score sheet that is being corrected. Exception: Neither the CDC Number nor the date field in the Identifying Information section of the score sheet can be corrected. See DOMDepartment Operations Manual § 61020.20.10 and contact OISBOffender Information Services Branch.

    • Enter an “X” in the box Item 5.b, Form Identification, at the top of the score sheet.

    • Enter the date that the score sheet is being corrected in the “Date Corrected” boxes directly to the right.

• Correction rules only for a score sheet with a revision date of Rev. 07/02 or later:

  • Enter only the values that need to be corrected in the box or boxes to be corrected. Leave the Correction area of the score sheet blank. Do not enter a value in this area.

  • Record new values in boxes where information is new.

  • Place an asterisk in a box where a letter is to be removed.

  • Place a zero in a box where a numeric value is to be removed.

  • Place zeros in all six date-field boxes for a date that needs to be removed. Exception, the date field in the Identifying Information section of the score sheets cannot be corrected. (see DOMDepartment Operations Manual § 61020.20.10.)

  • To replace an incorrect date, other than the date of the original score sheet, enter the correct date in all of the date field boxes.

  • Where there are several boxes for one field, an asterisk in the first box removes all.

  • Always record the Preliminary Score when preparing a CDC Form 839 correction and record the Prior Preliminary Score and the New Preliminary Score when preparing a CDC Form 840 or 841 correction, even if there was no change in the score resulting from the correction.

  • Leave the Mandatory Minimum Score boxes blank.

  • Any changes to the Mandatory Minimum Score Factor Code and/or Mandatory Minimum Score shall be recorded on a “New” document as part of a regularly scheduled classification hearing. A “correction” document shall not be prepared.

  • Leave the Placement Score boxes blank unless it is an item that is being corrected.

  • The name of the Current Institution and Facility may be entered.

  • The Counselor’s name may be entered.

  • A Change in Term Points is not recorded as a “Correction.” Any Change in Term Points is recorded on a “New” CDC Form 840 or “New” CDC Form 841 as appropriate.

• Submit the canary copy of the “correction” score sheet to:
  Department of Corrections and Rehabilitation
  Information Quality Support Section
  P.O. Box 942883
  Sacramento, CACorrectional Administrators 94283-0001

  • The green copy of the “Correction” score sheet is to be given to the inmate.

  • The original white copy of the “Correction” score sheet may be discarded.