Chapter 7 – Adult Case Records Information

Notification of the release, transfer of custody to another jurisdiction, escape, discharge, or death of an incarcerated person may be provided upon written request.

Notification to local authorities of the release of an incarcerated person shall be
provided as mandated by law.

Notification to an incarcerated person of their statutory requirement to register with
local authorities shall be provided as mandated by law.

Statutory testing, and evaluations, shall be completed pursuant to the applicable
mandate.

The purpose of this article is to provide guidelines for the following:

• Requests for the notification of an incarcerated person’s release.

• Compliance with statutory mandates for notification of an incarcerated person’s release to specified law enforcement agencies and district attorneys.

• Notification to an incarcerated person, the Department of Justice (DOJDepartment Of Justice) and local authorities of a statutory requirement to register upon an incarcerated person’s release from departmental custody.

• Compliance with testing and evaluations statutorily required or ordered by the court.

Legal Mandate: As included in this article, a statute which Case Records acts on, when applicable, to ensure compliance on behalf of the department, e.g., Penal Code (PCPenal Code) sections 290, 290.6, 457.1, 646.92, 3058.6, 3058.61, 3058.65, 3058.8, 3058.9, 3060.6, 11150, and 11155.

Written requests for notification of release received by Case Records from individuals defined as victim, victim’s next of kin, and victim’s immediate family member, shall be forwarded to the Office of Victim and Survivor Rights and Services (OVSRSOffice of Victim and Survivor Rights and Services).

OVSRSOffice of Victim and Survivor Rights and Services will record requestor contact information in the Central File (C-File) and note the notification requirement.

OVSRSOffice of Victim and Survivor Rights and Services shall include the written request submitted for notification, into the C-File according to OVSRSOffice of Victim and Survivor Rights and Services policy and procedure.

Notification shall be provided by Case Records and Parole Case Records (PCR) staff upon request to local authorities and entities pursuant to applicable statutes, e.g., PCPenal Code sections 270, and 11155 according to processes established by the Chief, Case Records Services, utilizing a departmentally approved method.

Notification shall be provided to local authorities as stated within applicable statutes, e.g., PCPenal Code sections 290.6, 457.1, 646.92, 3058.6, 3058.61, 3058.9, 3060.6, and 11150 according to processes established by the Chief, Case Records Services.

When a request for notification has been made a matter of record by OVSRSOffice of Victim and Survivor Rights and Services, the requester shall be notified by appropriate program of the incarcerated person’s:

• Escape.

• Authorized release from departmental custody.

• Transfer to a community program (e.g., Male Community Reentry Program or Female Community Reentry Program).

• Placement in alternative custody (e.g., Alternative Custody Program, Medical Parole, Reprieves).

• Release to parole.

• Discharge.

• Release from custody for any other reason (e. g., bail).

• Transfer of custody to another agency.

• Death.

Notification to the requestor of release, discharge, transfer of custody to another agency, and an incarcerated person’s death shall be provided:

• In writing, e.g., mail or e-mail, by the Correctional Counselor (CCCorrectional Counselor)-III Reception Center, the Classification & Parole Representative (C&PRClassification & Parole Representative) or the Correctional Case Records Manager (CCRMCorrectional Case Records Manager), utilizing a departmentally approved notification form, and processed pursuant to the applicable statute(s), e.g., PCPenal Code sections 3058.8 and 3058.65.

• Immediately, when there is any change in the date of release after a notice has been sent, notification shall be re-sent pursuant to the applicable statute(s). If the date of release moves outside the statutory timeframe and again comes within the time constraints mandated, notification shall be re-sent.

When the requestor does not reside at the last known address provided to the department, the CCCorrectional Counselor-III or C&PRClassification & Parole Representative as applicable, shall make a diligent, good faith effort to learn the whereabouts of the requestor utilizing departmentally approved methods (e.g. Directory Assistance, Local Law Enforcement, OVSRSOffice of Victim and Survivor Rights and Services).

When current contact information for a requestor is discovered, after the return of an undelivered notification, written notification by Case Records staff shall be made to the current address of the requestor, even if the notification information was verbally provided to the requestor by the CCCorrectional Counselor-III or C&PRClassification & Parole Representative.

Upon an immediate release, the CCCorrectional Counselor-III or C&PRClassification & Parole Representative as applicable, shall immediately notify the requestor by the most expedient means possible by phone and mail or email.

In the event of an incarcerated person’s escape, notification to the chief of police of the city and sheriff of the county in which the incarcerated person resided at the time of arrest and conviction, and the victim or next of kin of the victim shall be immediately notified by the most expedient means possible, (e.g., telephone, local law enforcement, e-mail) in accordance with CCRCalifornia Code of Regulations Title 15 section 3296.

The C&PRClassification & Parole Representative shall have the responsibility to notify the individuals listed above in subsection (f) in writing, within 30 days after the escapee’s return to custody as noted in PCPenal Code section 11155(b).

Notification, subsequent notifications and attempts to notify a requestor, for events noted in Section 72060.6 (a)(1) through (9), in writing or by other departmentally approved means, shall be documented and included in the incarcerated person’s C-File pursuant to procedures established by the Chief, Case Records Services.

Written and verbal information containing or documenting personal data of requestors, (e.g., names, addresses, phone numbers), shall be maintained in the confidential section of the incarcerated person’s C-File pursuant to CCRCalifornia Code of Regulations Title 15 section 3321.

Requests for notification received or identified after release of an incarcerated person to parole supervision, shall be addressed by PCR staff.

Requested notifications of release, escape, or death, for supervised persons serving a parole revocation in a county jail, shall be processed by PCR staff.

Notification of a statutory mandate to register upon release from departmental custody to an incarcerated person, shall be provided as stated within applicable statutes, e.g., PCPenal Code sections 290, and 457.1, according to processes established by the Chief, Case Records Services, utilizing a departmentally approved method.

When applicable, e.g., PCPenal Code section 290.016, pre-registration of a statutory requirement to register shall be completed according to processes established by the Chief, Case Records Services, utilizing a departmentally approved method.

Case Records staff shall utilize a departmentally approved method, following procedures established by the Chief, Case Records Services, to accomplish compliance with statutorily mandated or court ordered actions, testing and evaluations, e.g., PCPenal Code sections 645, 1170(d), 1202.1, 3002.rom individuals shall be processed as follows:

Violations of this policy shall be reported to the Warden, Assistant Deputy Director, or the Warden’s or Assistant Deputy Director’s designee, and the Chief, Case Records Services.

The Director, Division of Adult Institutions, or designee shall be responsible for ensuring the contents of this article are kept current and accurate.