Chapter 7 – Adult Case Records Information

72060.6 Requested Notification Policy Directives

• 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.