Purpose
This procedure will outline the steps and forms required in order to place an offender on the administrative caseload. It will describe the duties of the administrative caseload officer.

Introduction
In order to maintain the most efficient utilization of staff time, when a Probation Officer can no longer supervise an offender because of the offender being incarcerated or absconding supervision the offender’s file will be transferred to the Administrative Caseload Officer for monitoring.

Procedure

1. Prior to transferring an offender’s file to the administrative caseload as an absconder, the officer will ensure the following has been completed:
   
   
   1. The officer has investigated all leads, made attempts to locate the absconder in accordance with CS-1003 entitled "Standards for Offender Supervision Procedure”, has documented all attempts in the Chronological Record, and a Violation Report or Supplemental Report has been submitted to the proper authorities.
      
      
   2. Complete the “Absconder Checklist” and submit to the Unit Manager for review and approval.
      
      
   3. After the Unit Manager has approved the transfer, the file will be forwarded to the CS Records Officer for updating the Sentence Offender Roster (SOR), the DOC- OMS system and other CS databases.
      
      After the file is processed by the CS Records Officer it will be forwarded to the proper administrative caseload officer.
      
      
2. After the offender’s file has been received into the Administrative Caseload the following tasks will be completed:
   
   
   1. Quarterly attempts to locate the offender will be documented in the Chronological Record, these attempts will include but are not limited to; contact with family members, contact with known associates, inquiries with local jails, research court clerks office for new filings (misdemeanor and felony) and any other means in which to get the offender into compliance.
      
      
   2. Prepare and submit Special Reports and Supplemental Reports when significant information develops.
      
      
   3. If an absconder is located within the State of Oklahoma, the file will be reactivated from the administrative caseload when the offender becomes available for supervision. The Probation Officer will be responsible for the submission of all subsequent required reports. If possible, the last supervising officer will resume supervision.
      
      
   4. Verify warrant status, at a minimum, bi-annually, if applicable.
      
      
   5. Notify the appropriate law enforcement agency when the offender is located.
      
      
3. Prior to transferring an offender’s file to the administrative caseload as an incarcerated probationer, i.e. incarcerated in Oklahoma on another case, in another state’s institution or a federal institution the officer will ensure the following has been completed:
   
   
   1. The Probation Officer will submit any required reports to the proper authorities involving any violation of the offender’s probation period. The chronological record will reflect the reason of the offender’s incarceration, case number, sentence length, and release date.
      
      
   2. Submit the offender file to the immediate supervisor for review. The immediate supervisor will forward the file to the Unit Manager for approval.
      
      Note: If the offender is incarcerated in an Oklahoma facility, a “Dummy File” will be created and transferred to the Administrative caseload. The Dummy file will include copies of the following;
      
      
      • All legal documents to include R&C of Probation
        
        
      • LSI and LSI Report
        
        
      • All chronological records
        
        
      • Last Written Report
        
        
      • Intake Form
        
        
      • VOGO
        
        
      • Confidential Waiver/ Notice of Release form
        
        
      The offender’s file will be transferred to the Oklahoma facility where the offender is incarcerated.
      
      If the offender is incarcerated outside the state of Oklahoma or in a Federal facility no “Dummy File” is needed and the offender’s entire file will be sent to the administrative caseload.
      
      
   3. After the Unit Manager has approved the transfer, the file will be forwarded to the appropriate CS Records Officer for updating the Sentence Offender Roster (SOR), DOC- OMS system and other CS databases.
      
      
4. After the offender’s file has been received into the Administrative Caseload the following tasks will be completed:
   
   
   1. A Letter of Notification of Release will be lodged with the holding facility. The offender’s calculated release date will be requested.
      
      
   2. Contact with the holding facility to verify the incarceration of the offender will be completed bi-annually or sooner if the release date is shorter.
      
      
   3. If there is an outstanding warrant for the offender’s arrest, the proper law enforcement agency will be notified as well as the holding facility.
      
      
   4. Notification of reporting requirements will be mailed to the offender.
      
      
   5. If the offender fails to report as directed, the required reports will be written and the offender will be considered an absconder.
      
      
   6. After release, if the offender has a probation balance to be supervised and reports for intake the file will be re-activated to a Probation Officer.
      
      
   7. If the probation case expires during incarceration, the file will be closed on the discharge date by the administrative caseload officer.