Chapter 8 – Adult Custody and Security Operations

All Division of Adult Parole Operations (DAPODivision of Adult Parole Operations (formerly P&CSD)) staff shall ensure records are updated in a timely manner, accurate, readily available, and maintained in a manner that permits retrieval of information and statistical data by authorized personnel.

This policy establishes guidelines for uniform interpretation, application, and administration of caseload management plans and the use of the Virtual Integrated Mobile Office (VIMO). VIMO shall be accessed using a state-issued cell phone or computer. State-issued cell phones shall be utilized in accordance with DOMDepartment Operations Manual Section 85050.5.1. Should any section in this article conflict with the Bargaining Unit 6 Memorandum of Understanding (MOUMemorandum Of Understanding), the MOUMemorandum Of Understanding shall prevail.

The parole agent shall maintain a supervised person’s profile within the Strategic Oversight Management System (SOMSStrategic Offender Management) and maintain the electronic Record of Supervision (ROS), located within the Supervision Contact screen in SOMSStrategic Offender Management, for each assigned supervised person. The CDCRCalifornia Department of Corrections and Rehabilitation Form 1650-D, Record of Supervision is still in use by the Regional Reentry Unit for confidential administrative placement. It is essential that the information recorded on the electronic ROS or CDCRCalifornia Department of Corrections and Rehabilitation Form 1650-D be current, accurate, and grammatically correct. VIMO, a mobile application that links to SOMSStrategic Offender Management, will allow staff to remotely access and update various facets of the SOMSStrategic Offender Management database (e.g. residential addresses, phone numbers, photos, etc.) via a state-issued cellular smartphone.

• The electronic ROS and CDCRCalifornia Department of Corrections and Rehabilitation Form 1650-D are legal documents, and the information recorded within the electronic ROS or on the CDCRCalifornia Department of Corrections and Rehabilitation Form 1650-D must be kept up to date. The electronic ROS shall be the primary method used to record any and all efforts to supervise a supervised person. All activity, contacts (including voice calls, electronic contact, electronic communication, and in-person), actions, or information received about a supervised person, or taken by a parole agent, shall be recorded on the electronic ROS. Events requiring entry on the electronic ROS include, but are not limited to:

  • Contact with the supervised person at the supervised person’s residence, parole unit, or any other location.

  • Collateral contacts.

  • Urinalysis tests collected, and results of the tests.

  • Attempts to contact the supervised person, including the location of the attempted contact or phone number(s) called.

  • Contact with the supervised person by telephone, electronic email, or by any other form of electronic communication.

  • Submission of other documents or processes completed in supervising a case, such as the submission of a transfer request, discharge review, program referral, the issuance or collection of CDCRCalifornia Department of Corrections and Rehabilitation Form 1661, Goals and Progress Report.

• The parole agent may use note pads, personal computers, or other alternate methods of note taking. However, the parole agent shall ensure all case activity and supervised person interaction is recorded on the electronic ROS within 24 hours, but no later than close of business the day after the recorded event(s).

• Entries recorded on the electronic ROS utilizing VIMO shall be uploaded into SOMSStrategic Offender Management by the close of business the same day of the event, but no later than close of business the day after the recorded event(s).

  • In the event of scheduled absences which would prevent timely uploading of case activity recorded via VIMO, the parole agent shall ensure all case activity is uploaded to SOMSStrategic Offender Management before the absences.

• VIMO and associated desktop/laptop functionality in SOMSStrategic Offender Management shall serve as the parole agent’s field book and shall be the primary means of reviewing a supervised person’s data while in the field. The parole agent shall also utilize VIMO or SOMSStrategic Offender Management to maintain urinalysis testing records for supervised persons. In order to maximize the informational value of VIMO for use in the field, the parole agent shall ensure the Relatives and Associates screen in SOMSStrategic Offender Management is accurate, current, and grammatically correct. Each entry on the electronic ROS shall include:

  • The name(s) of the person(s) contacted or providing information. If the parole agent is receiving information from a person(s) who desires to remain anonymous, this shall be noted in the entry.

  • Location of contact.

  • Method of contact.

  • Beginning and ending time of contact.

  • A narrative description of the contact.

  • Accommodations provided to ensure effective communication in accordance with the Americans with Disabilities Act (ADAAmericans with Disabilities Act).

• The parole agent shall maintain a current Face Sheet within SOMSStrategic Offender Management.

  • The Face Sheet contains case information relative to each supervised person. The text information found in the Face Sheet is populated by the SOMSStrategic Offender Management database. The photographs are populated by the Photo Capture Workstation, which is a feature in SOMSStrategic Offender Management, or by utilizing VIMO. The Face Sheet and associated photographs shall be maintained in accordance with current DAPODivision of Adult Parole Operations (formerly P&CSD) policy.

Supervised Person Photographs

• Supervised person photographs are populated by the Photo Capture Workstation or by utilizing VIMO. The parole agent shall:

  • Take a minimum of three mug shot photographs of the supervised person without glasses, hats, scarves, or other items that can cover or obscure the head or face. The three photographs shall include a full-face frontal primary mug shot, one left facial profile, and one right facial profile. If the supervised person wears glasses, a photograph of the supervised person shall also be taken while they are wearing glasses.

  • If there are any significant changes to the supervised person’s appearance, the parole agent shall immediately update the supervised person’s photos with a minimum of three mug shots as described above.

• The parole agent may use note pads, personal computers, or other alternate methods of note taking. However, the parole agent shall ensure all case activity and supervised person interaction is recorded on the electronic ROS within 24 hours, but no later than close of business the day after the recorded event(s).

• Entries recorded on the electronic ROS utilizing VIMO shall be uploaded into SOMSStrategic Offender Management by the close of business the same day of the event, but no later than close of business the day after the recorded event(s).

  • In the event of scheduled absences which would prevent timely uploading of case activity recorded via VIMO, the parole agent shall ensure all case activity is uploaded to SOMSStrategic Offender Management before the absences.

• VIMO and associated desktop/laptop functionality in SOMSStrategic Offender Management shall serve as the parole agent’s field book and shall be the primary means of reviewing a supervised person’s data while in the field. The parole agent shall also utilize VIMO or SOMSStrategic Offender Management to maintain urinalysis testing records for supervised persons. In order to maximize the informational value of VIMO for use in the field, the parole agent shall ensure the Relatives and Associates screen in SOMSStrategic Offender Management is accurate, current, and grammatically correct. Each entry on the electronic ROS shall include:

  • The name(s) of the person(s) contacted or providing information. If the parole agent is receiving information from a person(s) who desires to remain anonymous, this shall be noted in the entry.

  • Location of contact.

  • Method of contact.

  • Beginning and ending time of contact.

  • A narrative description of the contact.

  • Accommodations provided to ensure effective communication in accordance with the Americans with Disabilities Act (ADAAmericans with Disabilities Act).

• The parole agent shall maintain a current Face Sheet within SOMSStrategic Offender Management.

  • Take a minimum of three mug shot photographs of the supervised person without glasses, hats, scarves, or other items that can cover or obscure the head or face. The three photographs shall include a full-face frontal primary mug shot, one left facial profile, and one right facial profile. If the supervised person wears glasses, a photograph of the supervised person shall also be taken while they are wearing glasses.

  • If there are any significant changes to the supervised person’s appearance, the parole agent shall immediately update the supervised person’s photos with a minimum of three mug shots as described above.

For the purposes of determining parole agent and parole unit workload, the following cases shall be included, as of:

• The date an incarcerated person is released from a CDCRCalifornia Department of Corrections and Rehabilitation facility following a period of revocation, new commitment, or a 90-day diagnostic study.

• The date a suspended supervised person was located outside of California is ordered reinstated or continued on parole.

• The date the case is received on transfer in SOMSStrategic Offender Management.

• The arrival date noted on the “Notice of Arrival” Interstate Compact for Adult Offender Supervision (ICAOS) form.

• The date a Supervised Person-At-Large who is arrested out-of-state waives extradition and is available to California.

• The date the parole unit is notified of a direct release (court walkover) as described in Chapter 8, Article 1, or the date the direct release reports to the parole unit.

• The date a supervised person with a California Static Risk Assessment score of 5 or a sex offender supervised person is placed into suspended status (i.e. High Control case supervision types).

For the purposes of determining parole agent and parole unit workload, the following cases shall not be included when SOMSStrategic Offender Management reflects “Discharge” or “Closed Interest,” as of:

• The date the supervised person is returned to a CDCRCalifornia Department of Corrections and Rehabilitation facility to serve 90-day diagnostic study, or a new commitment.

• The date a supervised person serving a life parole term is returned to a Division of Adult Institutions facility following a Superior Court good cause finding for a violation of conditions of parole.

• The effective date of discharge.

• The date on a death certificate, letter from coroner, coroner’s report, Criminal Identification and Information report or Federal Bureau of Investigation report, indicating a supervised person’s date of death.

• The date of transfer to another parole unit.

• The date noted on the “Case Closure Notice” ICAOS form as the closing date.

On the first working day of each month, the parole agent shall generate the “Agent Caseload Contacts Roster” (roster) for the parole agent’s caseload in SOMSStrategic Offender Management. The roster shall be generated in PDF format and printed. SOMSStrategic Offender Management will automatically include the supervised person’s name, CDCRCalifornia Department of Corrections and Rehabilitation number, supervision level on the date the roster was generated, most recent parole date, controlling discharge date, and the reinstatement date or revocation release date.

The parole agent shall:

• Utilize VIMO or SOMSStrategic Offender Management to maintain the Face Sheet and the electronic ROS for each supervised person assigned to them.

• Record the dates for supervision contacts and events resulting in a change of supervision on the roster every working day.

• On the last working day of the month, review the roster for accuracy and submit to the unit supervisor for review.

The field file is established to provide staff with copies of pertinent information extracted from the Electronic Records Management System (ERMSElectronic Records Management System), and an organized, chronological history of documents related to the supervised person obtained during the parole term. Field files shall be maintained for all supervised persons. Upon discharge, the field file shall be processed as described in Section 81090.8.

Manila file folders shall be utilized for field files.

Red file folders shall be used to identify supervised person(s) who have made viable threats against staff.

The front of the field file shall also be labeled with identifiers to designate specialized cases and other supervision categories. This label shall be typed and placed in the center of the file The following identifiers shall be included on the label:

All documents shall be filed chronologically in the field file with the current material on top. Parole units shall use tabs provided by DAPODivision of Adult Parole Operations (formerly P&CSD) to divide the field file in sections by subject matter. Documents located in the Parole Violation Disposition Tracking System (PVDTS), SOMSStrategic Offender Management, and ERMSElectronic Records Management System are not required to be printed or duplicated solely for placement into the field file. The filing of documents shall be distributed in the field file as follows:

The SOMSStrategic Offender Management database tracks and manages the data for incarcerated and supervised persons. SOMSStrategic Offender Management serves as the source of information extracted into management reports required internally and for external stakeholders. Incarcerated and supervised persons data entered into SOMSStrategic Offender Management populates critical fields within the Law Enforcement Automated Data System (LEADS) and the Department of Justice Supervised Release File (SRF), both of which are utilized by many law enforcement agencies within the state of California. In addition, SOMSStrategic Offender Management will be the source for management reports used to compare and identify parole supervision trends and make adjustments in a supervised person’s supervision strategies.

The SOMSStrategic Offender Management database is organized into modules and sections. The primary modules are Offender, Prison, Parole, Health, Support, and Administration. The parole module is further divided into the following primary sections: Parolee Record, Records Maintenance, Caseload Management, Reports, Routine Processes, and Security Group Threat. Available sections may change depending on the module selected. DAPODivision of Adult Parole Operations (formerly P&CSD) staff may also modify the Personal Favorites section to quickly access the SOMSStrategic Offender Management functions they commonly use.

All DAPODivision of Adult Parole Operations (formerly P&CSD) staff shall make every reasonable effort to ensure the timely and accurate entry of supervised person’s information into SOMSStrategic Offender Management. It is critical that all available supervised person’s information be entered into the appropriate SOMSStrategic Offender Management data fields as the information becomes available.

The parole agent shall monitor and process all additional Offender Investigations, Agent Actions Due, and Forms Awaiting Review associated with their caseload in SOMSStrategic Offender Management.

All training and support for VIMO and associated SOMSStrategic Offender Management functionality will be provided by the SOMSStrategic Offender Management unit or designated VIMO master trainers.

A supervised person’s residence of record information is recorded in SOMSStrategic Offender Management, and available to all DAPODivision of Adult Parole Operations (formerly P&CSD) staff and law enforcement agencies. Prompt updating of the supervised person’s residence is imperative for officer and staff safety, as well as preserving the civil rights of people no longer residing with a supervised person.

If a supervised person has claimed they are residing at an address that has not been verified by the parole agent, and the parole agent or staff then enters the unverified address in SOMSStrategic Offender Management, the parole agent or staff designated to update the address in SOMSStrategic Offender Management shall indicate this by adding “UNVERIFIED ADDRESS” to the Comments for External Agencies.

When the parole agent verifies a supervised person has changed residence, the parole agent shall ensure the Residential History section of SOMSStrategic Offender Management is updated as soon as operationally possible, but no later than three business days, either directly by the parole agent or by support staff at the direction of the unit supervisor or assistant unit supervisor.

As soon as operationally possible, but no later than three business days after the parole agent verifies the address, the parole agent or support staff shall change the address type, if necessary, and enter the date the residence was verified in the Residential History section and remove “UNVERIFIED ADDRESS” from the Comments for External Agencies. The staff updating the information in SOMSStrategic Offender Management shall select the Residence Type based on the following definitions of each type:

• Community Program: a residential treatment program.

• Custody Program: an inpatient treatment program in a custody setting.

• Federal Custody: a supervised person under DAPODivision of Adult Parole Operations (formerly P&CSD)’s supervision currently in custody for federal charges in a federal facility or federal contract bed.

• Local Jail: a supervised person incarcerated in a county jail within the state of California pending local or revocation charges, or serving a revocation sentence.

• Mailing: an address where a supervised person receives mail.

• Out-of-State Custody: a supervised person in custody in another state.

• Physical (Home): a supervised person’s residence.

• Planned (after ISCInformation Security Coordinators [Interstate Compact] transfer): the address in California where a supervised person from another state proposes to reside, if the supervised person’s interstate transfer request is granted.

• Planned (after release): the proposed address from the RPSRelease Program Study.

• School/College: a supervised person residing on the grounds of a school or college.

• Shelter Transient: a supervised person residing in a homeless shelter.

• Transient-Homeless: a supervised person who is homeless or otherwise has no residence.

Staffing conditions such as the geographic location of the parole agent, scheduled leave times, training, personal leave, staff shortages, arrest volume, or other factors may have an adverse impact on the ability of peace officer staff to complete timely SOMSStrategic Offender Management data entry. Recognizing that this may impact the integrity of the data within SOMSStrategic Offender Management, the unit supervisor has the discretion to assign specific data entry duties, on a case-by-case basis, to the parole unit support staff in lieu of the parole agent.

The unit supervisor or assistant unit supervisor shall be responsible for verifying the accuracy and timeliness of the updates entered into SOMSStrategic Offender Management as standard review factors when conducting case reviews, containment team meetings, and discharge reviews. Verification of SOMSStrategic Offender Management data entry accuracy and timeliness shall be conducted utilizing the management reports within SOMSStrategic Offender Management.

Face Sheet Information

• All other changes in a supervised person’s information that is contained on the Face Sheet shall be entered into SOMSStrategic Offender Management within five working days, either by the parole agent directly or by support staff at the direction of the unit supervisor or assistant unit supervisor. This includes, but is not limited to, the following data fields.

  • Employment Record.

  • Telephone Numbers.

  • Incarcerated Person General Comments.

  • Supervision Cautions.

  • Vehicle History.

  • Special Conditions.

  • Incarcerated Person Personal Characteristics.

  • Supervision Level.

Changes in Agent of Record

• The unit supervisor or assistant unit supervisor shall be responsible for entering changes in caseload assignments, which will appear on the SOMSStrategic Offender Management Supervision History screen. The unit supervisor or assistant unit supervisor shall enter changes the same day the new Agent of Record is to begin responsibility for the case. All other changes in Supervision History shall be entered within five working days of the day of the event.

General Comments for External Agencies

• This data field is limited to 70 characters. This field appears in LEADS and in the SRF return via the California Law Enforcement Telecommunication System. This field shall be used for important information that a law enforcement officer may need which is not shown elsewhere in the SRF return, e.g., a dog in a supervised person’s residence, the supervised person resides in the back of the residence, security gate, or gate entry codes.

General Comments for Internal CDCRCalifornia Department of Corrections and Rehabilitation Only

• This data field shall be used for information needed for CDCRCalifornia Department of Corrections and Rehabilitation staff that is not contained anywhere else in SOMSStrategic Offender Management.

The following procedures identify staff roles, responsibilities, and timelines for entering the required supervised person information into the appropriate SOMSStrategic Offender Management data fields.

Regional Reentry Unit Staff

• Upon receipt of the electronic RPSRelease Program Study generated by SOMSStrategic Offender Management and located within the Release Plan screen in SOMSStrategic Offender Management, for each assigned supervised person from the Division of Adult Institutions, the Regional Reentry Unit shall:

  • Enter the Intake New Case Supervision Event and open the RPSRelease Program Study Incarcerated person Investigation, to include parole unit assignment, in SOMSStrategic Offender Management.

  • All other incarcerated or supervised person data, such as CDCRCalifornia Department of Corrections and Rehabilitation Number, Name, Sex, and Legal Mandates shall normally be prepopulated in SOMSStrategic Offender Management.

Parole Unit Support Staff

• Upon receipt of the RPSRelease Program Study, support staff shall enter or update in SOMSStrategic Offender Management all of the available information including, but not limited to the following data fields:

  • Assigned Parole Unit.

  • Date of Birth.

  • Place of Birth.

  • Physical Identifying Information (ethnicity, gender, height, weight, hair color, eye color, facial hair, body build).

  • Social Security Number.

  • Federal Bureau of Investigation Number.

  • United States Immigration and Naturalization Service Number.

  • California Driver License or Identification Number.

  • State Identification Number.

  • Commitment County.

  • County of Last Legal Residence.

  • Residential History:

    • The address entered into SOMSStrategic Offender Management shall be the address listed in the Proposed Residence section of the RPSRelease Program Study. The address type selected in SOMSStrategic Offender Management shall be “Planned” (after release).

    • The SOMSStrategic Offender Management Residence Detail shall require the user to select a Begin Date and Type when entering a new or updated address.

    • If the supervised person is homeless, or residence information is unavailable, the user shall select “Transient – Homeless” as the Residence Detail Type with a Begin Date based upon the Parole Date. Under Address Search, the user is to select the appropriate City and Zip Code in which the supervised person is expected to reside or receive services.

    • Note: SOMSStrategic Offender Management will attempt to validate the address entered by the user. Upon validation, SOMSStrategic Offender Management will present the option to choose the validated address or the address submitted by the user.

  • Registration Requirements, if applicable (e.g., gang, sex, or arson).

  • Employment Record:

    • The Employment Detail data shall include the name of the employer, occupation, employment status, work telephone number, start date, end date (if applicable), employer aware of the supervised person being subject to parole supervision, street number and name, city, county, state, and zip code.

    • If no employment information is indicated on the RPSRelease Program Study, the Employment Record shall reflect that the supervised person is Unemployed in the Employment Detail. If available, enter the date the supervised person became unemployed, or enter the Parole Date or Reinstate Date in the Begin Date field. If the exact begin or end date is unknown, the approximate box may be checked.

    • Under no circumstance shall the Employment Detail data field in SOMSStrategic Offender Management be left completely blank.

    • “To Be Announced” (TBA) or “To Be Determined” (TBD) shall not be valid entries for Employer Name.

    • Employment Status shall be required for all supervised persons and shall be entered into the SOMSStrategic Offender Management database in the Nature of Job field within the Employment Detail screen.

The unit supervisor shall determine a centralized location in the parole unit for the storage of discharged supervised person field files. Upon verification of discharge of the parole term or other discharge from DAPODivision of Adult Parole Operations (formerly P&CSD) supervision, all field files shall be retained intact in the parole unit for one year in an area designated by the unit supervisor. The outside front cover shall be marked with the discharge date.

Following one year of a supervised person’s discharge, parole unit support staff shall ensure documents identified in DOMDepartment Operations Manual section 81090.6.1(d) are in ERMSElectronic Records Management System. For all documents that are not yet in ERMSElectronic Records Management System, parole unit support staff shall:

• Place all documents into a manila envelope.

• Ensure the envelope is labeled with the supervised person’s first name, last name, CDCRCalifornia Department of Corrections and Rehabilitation number, and the words “DISCHARGED FILE.”

• Send the file to Parole Case Records (PCR) via mail.

• After confirmed receipt by PCR, parole unit staff may confidentially destroy the remaining documents.

Staff Request for Field File

• If retrieval of a discharged person’s field file is needed after shipping to Parole Case Records, parole unit staff shall call Parole Case Records. Requests for discharged field files shall be initiated by staff at the level of Parole Administrator or above.

After receiving the remaining file from parole units, Parole Case Records staff shall scan the documents into ERMSElectronic Records Management System. The scanned documents shall be retained for 90 days. Following the 90 days, the documents may be confidentially destroyed, leaving only an electronic file. The electronic documents shall be maintained in accordance with the DAPODivision of Adult Parole Operations (formerly P&CSD) Records Retention Schedule.