Purpose
This procedure will outline the steps, forms and responsible persons required to properly close an offender file.

Introduction
Offender sentence discharge, revocations, accelerations, case transfers and deaths are essential for proper population count, department billing and accountability.

1. Each offender sentenced to CS has a sentence completion date, i.e. discharge date. This date is calculated from the sentencing date until the length of sentence has elapsed, less one day.
   
   
   1. Upon an offender reaching his/her discharge date, the officer will examine all relevant sentencing documents and verify all sentences are completed.
      
      
   2. After all supervised sentences have been completed, the officer will complete a Community Sentencing Termination Summary. All sections of this form must be addressed with the narrative summary portion accurately portraying the offender’s term of supervision.
      
      
   3. The last chronological record entry should reflect the reason for closure and list all forms complete as a result of the closure.
      
      
   4. Complete a Six-Part Closure form, with a single page of this form secured in front of each section of the file.
      
      
   5. Complete a Record Transfer/Verification Form and staple the form to the front of the offender’s file. The form should read the file was transferred from “Oklahoma County Community Sentencing” to “DOC Closed Records Unit”.
      
      
   6. The completed file will be submitted to the immediate supervisor and after review forwarded to the Unit Manager.
      
      
   7. The Unit Manager will approve the file and forward the file to the appropriate CS personnel for updating the Sentenced Offender Roster (SOR), the DOC- OMS system and CS Database.
      
      
   8. Upon closure on each system the closed file will be forwarded to the DOC Closed Records Unit.
      
      
2. The closing of files for those offenders serving a deferred sentence that is being accelerated can occur for two reasons, acceleration of the deferred sentence to a suspended sentence and acceleration of the deferred sentence to incarceration.
   
   
   1. Upon learning an offenders deferred sentence has been accelerated the officer will need to secure the following court documents from the Oklahoma County Court Clerks office;
      
      
      1. Judgment and Sentence
         
         
      2. Summary of Facts
         
         
      3. All other documents required
         
         
      All court documents will be secured in section one (1) of the offender file. The officer will make a chronological record entry reflecting the documents obtained as well as the reason and outcome of the acceleration hearing.
      
      
   2. Complete the Record Transfer/Verification form and the Community Sentencing Termination Form. Attach both to the outside of the file. Make a chronological record entry reflecting the completion of the documents.
      
      
   3. After all the required forms have been completed the file will be submitted to the Unit Manager through the immediate supervisor.
      
      
   4. After the file is reviewed, the Unit Manager will forward the file to the Community Sentencing Records Officer for processing.
      
      
   5. * If a deferred sentence is accelerated to a suspended sentence: after closing the deferred sentence, the Community Sentencing Records Officer will open the new suspended sentence without the offender going through the Intake process. All accelerated deferred sentences will be assigned to the previous supervising officer, if possible.
      
      
   6. * If a deferred sentence is accelerated to time to serve: after closing the deferred sentence, the Community Sentencing Records Officer will forward the file to the DOC Lexington Assessment and Reception Center (LARC) or in the event the offender is already incarcerated the file will be forwarded to the facility incarcerating the offender.
      
      
3. The closing of files for offenders serving a suspended sentence that are revoked involves a different process than accelerated deferred sentences.
   
   
   1. Upon learning an offenders suspended sentence has been revoked the officer will need to secure the following court documents from the Oklahoma County Court Clerks office;
      
      
      1. Order Revoking Suspended Sentence and/or
         
         
      2. Summary of Facts (completed after revocation)
         
         
      All court documents will be secured in section one (1) of the offender file. The officer will make a chronological record entry reflecting the documents obtained as well as the reason and outcome of the revocation hearing.
      
      Note: If the offender’s suspended sentence is revoked in part, with the remaining time to be served on community sentencing after release, the officer will make a “dummy file”. This “dummy file” will be transferred to the Community Sentencing Administrative Officer for monitoring purposes. The “dummy file” will consist of a copy of all court documents, all chronological records, all reports and the LSI.
      
      
   2. Complete the Record Transfer/Verification form and the Community Sentencing Termination Form. Attach both to the outside of the file. Make a chronological record entry reflecting the completion of the documents. Staple only the record transfer/verification to the front of the file.
      
      
   3. Complete a Six-Part Closure form, with a single page from this form secured in each section of the file.
      
      
   4. After all the required forms have been completed the file will be submitted to the Unit Manager through the immediate supervisor.
      
      
   5. After the file is reviewed, the Unit Manager will forward the file to the Community Sentencing Records Officer for processing.
      
      
   6. After closing the suspended sentence, the Community Sentencing Records Officer will forward the file to the DOC Lexington Assessment and Reception Center. Note: If the offender is already incarcerated in a DOC facility, other than LARC, the file will be forward to the facility incarcerating the offender.
      
      
4. An offender may have supervision transferred from the CS to State supervision during the period the offender is sentenced to CS. The transfer of supervision may occur due to acceleration, revocation or court ordered sentence modification.
   
   
   1. Upon learning of an offender’s transfer of supervision to State supervision the officer will secure from the Oklahoma County Court Clerks office the Rules and Conditions and/or court documents which reflect the change in supervision.
      
      
   2. Complete the Community Sentence Case Transfer Notice and the Community Sentencing Termination Form. Attach all forms to the outside of the file. Make a chronological record entry reflecting the completion of all documents.
      
      
   3. After all the required forms have been completed the file will be submitted to the Unit Manager through the immediate supervisor.
      
      
   4. After the file is reviewed, it will be forwarded to the Community Sentencing Records Officer for processing.
      
      
   5. After updating the DOC- OMS system, SOR and CS database the Community Sentencing Records Officer will forward the file to the appropriate DOC district.
      
      
5. In the event of an offender’s death during supervision the offender’s file will be closed.
   
   
   1. Upon learning of an offender’s death the officer will need to secure any one of the following documents;
      
      
      1. Death Certificate
         
         
      2. Newspaper article identifying the offender’s death
         
         
      3. Funeral Documentation
         
         
      4. Any other document required
         
         
      All documents will be secured in section one (1) of the offender file. The officer will make a chronological record entry reflecting the documents obtained as well as the circumstances involving the offender’s death.
      
      
   2. Submit a Special Report to the sentencing Judge, the District Attorney’s Office and the Court Clerk’s Office advising each of the offender’s death. (Attach any documentation of the offender’s death)
      
      
   3. Complete the Community Sentencing Termination Form and Record Transfer/Verification form, attach both to the outside of the file. Make a chronological record entry reflecting the completion of this document.
      
      
   4. Complete a Six-Part Closure form, with a single page from this form secured in each section of the file.
      
      
   5. After all the required forms have been completed the file will be submitted to the Unit Manager through the immediate supervisor.
      
      
   6. After the file is reviewed, the Unit Manager will ensure the Offender Sentence Roster is updated and the file forwarded to the Community Sentencing Records Officer
      
      
   7. After closing the sentence, the Community Sentencing Records Officer will forward the file to the DOC Closed Records Unit.