Chapter 6 – Adult Classification

61030.10 Case Summary/Readmission Summary/Inclusion of Late Information

• The Cumulative Case Summary’s and Readmission Summary’s usefulness depends upon their accuracy and completeness. In some cases, documentation may be received after the preparation of the ISRSInstitutional Staff Recommendation Summary or the CDC Form 816. When this occurs, the following procedures shall be followed:

• Reception Center Late Information Processing

  • The CCRMCorrectional Case Records Manager is responsible for incorporating all available late legal documents into the C-file prior to the inmate’s transfer. Clinical material and non-legal documentation arriving after completion of the Cumulative Case Summary shall be reviewed by the counselor who completed the original report or a supervising counselor.

  • If the material warrants modification of the case factors, the counselor shall up-date the C-file. This shall be accomplished by having the ISRSInstitutional Staff Recommendation Summary retyped, rewriting the CDC Form 816 or by including an addendum following the supervisor’s comments. The counselor shall also correct CDC Forms 839, 840, 812, and 812-A and other documents as needed.

  • If information is received after CSRClassification Staff Representative endorsement that could contraindicate transfer to the facility endorsed, the information shall be immediately evaluated and the case resubmitted to a CSRClassification Staff Representative with a new recommendation, and the reasons.

• Information Arriving After Transfer

  • When the inmate has transferred, legal documents shall be forwarded to the attention of the CCRMCorrectional Case Records Manager at the receiving institution. Non-legal documents received after the inmate has been transferred shall be forwarded to the CCCorrectional Counselor-III or C&PRClassification & Parole Representative at the receiving institution with a notation that the “material has not been included in the Cumulative Case Summary.” Non-legal documents include C-file material from discharged terms, statements pursuant to PCPenal Code 1203.01, letters from victims or next of kin and letters from law enforcement agencies or defense attorneys.

• Institutions’ Late Information Processing

  • The counselor at the receiving institution shall review the supplemental information and update the new C-file as necessary. This may require a change in the classification score, institution placement, enemy information (CDC Form 812) or confidential information. If the inmate’s classification score level or the placement appears inappropriate for some other reason, the case shall be referred to a CSRClassification Staff Representative by the classification process for transfer review.