Purpose
This procedure will outline the steps, forms and responsible persons required to have a properly opened offender file.

Introduction
Offender file accuracy and organizational consistency and completeness are essential for proper client support, courtroom reporting accuracy, financial integrity and accountability.

1. Offenders being considered for the Community Sentencing Program are order by the Court to be assessed using the Level of Service Inventory (LSI).
   
   
   1. Normally, the offender’s attorney is required, by the court, to bring the offender and the Order to Conduct Assessment For Community Sentence, from the courtroom to the Community Sentencing office. The offender will complete a Defendant’s Personal Information page and Waiver of Confidentiality form to begin the LSI process. The offender is assigned to an LSI provider, with whom Community Sentencing has contracted or certified Community Sentencing Staff member. The offender is instructed to contact the provider or staff member within forty-eight hours to schedule an appointment for the assessment. The Order to Conduct court order will be date stamped.
      
      
      1. If the offender is incarcerated, the attorney shall normally bring the Order to Conduct Assessment For Community Sentence to the Community Sentencing office. A contracted LSI provider with the Community Sentencing Program will be assigned to the offender.
         
         
   2. The E*Justice's computer system vital information, Oklahoma County Person Detail Report, details of current charges and information regarding the specific controlling case, are printed and copies are forwarded to the assigned LSI provider. A request for rap sheets on each offender is made and delivered to the certified assessor when available.
      
      
   3. A file is created for each offender and monitored for upcoming court dates.
      
      
   4. Upon receiving the LSI report, the report is reviewed by the Community Sentencing LSI supervisor for completeness and accuracy. The original LSI and report are filed in the offender’s file. Three days before the sentencing date, three copies (copy for the Judge, District Attorney and the Offender’s Attorney) are made and sent to the Judges chambers for review prior to sentencing. LSI reports should be sent to the Community Sentencing office seven days prior to the court date.
      
      
2. At the sentencing date, the Judge will determine if an offender is to be sentenced to the Community Sentencing Program.
   
   Note: Normally, only those offenders with a LSI score of 19 to 28 are eligible for Community Sentencing funding. An offender scoring outside this range may be admitted to Community Sentencing and eligible for funding if the offender has a mental illness or a developmental disability or a co-occurring mental illness and substance abuse disorder. Under no circumstances will any offender with a score outside this range or not meeting the other criteria as ordered by the court be issued a treatment voucher or have any services paid by the Community Sentencing Program.
   
   
   1. If an offender is sentenced to CS, the offender’s attorney is required to bring the offender to the Community Sentencing office for their initial intake interview. The attorney must bring all relevant paperwork as follows:
      
      
      1. Supplemental Court Order- showing sentence, community service hours if indicated, restitution payments if indicated and court costs (REQUIRED).
         
         
      2. Rules and Conditions of Supervised Probation – showing any special conditions indicated by the court (REQUIRED).
         
         
      3. Probation Plan – specifying all requirements and ordered treatment for the offender while on supervised probation (REQUIRED).
         
         
      4. Judgment and Sentence – It should specify the offender is under the custody of the Community Sentencing Program (if available).
         
         
      5. Plea of Guilty and Summary of Facts – (if available)
         
         
      6. Plea of Guilty Part B: Sentence on Plea – (if available)
         
         
      7. All court documents will be date stamped when received.
         
         
3. Community Sentencing Intake Officer will conduct an initial intake interview with the offender.
   
   
   1. The offender will fill out a Community Sentencing Division Intake Form and a Written Report form while the Intake Officer retrieves the offender’s file. Both forms will be added to the offender’s file.
      
      
   2. Using E*Justice Computer system, print the most recent Oklahoma County Detention Center Booking Sheet. Using the Department of Corrections website, print the most recent Offender Inquiry information. Both will be added to the offender’s file.
      
      
   3. The intake officer will obtain and complete the following paperwork and secure it in the offender’s initial file:
      
      
      1. Chronological record
         
         
      2. Verification of General Orientation
         
         
      3. Payment Schedule
         
         
   4. Each new offender will be provided with the intake officer’s business card and appropriate office telephone numbers. Inform the offender of the name of their Probation Officer, providing their business card as well.
      
      
   5. The intake officer will explain, in detail, the Community Sentencing Rules and Conditions and any special conditions, if indicated on the court order.
      
      
   6. Explain and review the supplemental court order, explaining in detail the offender’s obligations.
      
      
   7. Review the written report form with each offender, explain that a written report must be completed, including signature and date, at every office visit.
      
      
   8. Review the probation plan with the offender, explaining each obligation. Direct the offender to the appropriate Community Sentencing contract provider that will aid the offender with any recommended/court-ordered treatment. Write an appropriate voucher to the provider, for the offender to take to the initial intake with the provider. Complete and fax the voucher verification to the facility.
      
      
   9. Inform the offender of where, when and specifically how to pay the monthly supervision fees. All monies paid to Community Sentencing should be paid in the form of a cashier’s check or money order. Supervision fees for moderate range offenders are $60.00 total per month, to be paid with two money orders in the amounts of $40 to Oklahoma County for monthly probation fees and $20 to Department of Corrections for administration fees.
      
      
   10. The OSCN website will be researched to determine the Judge assigned to the case. This information will be used to assign a Probation Officer to supervise the offender.
       
       
   11. Close each intake by completing the Verification of General Orientation (VOGO) form. Have the offender sign the VOGO form and make a copy for their personal records.
       
       
   12. Write a summary of the intake in the chronological record, including all vital information concerning the offender as well as the assigned Probation Officer.
       
       
4. The offender’s intake information is entered onto the Sentence Offender Roster (SOR), Offender Management Systems (OMS) and any other CS databases by the Community Sentencing Records Officer. The Community Sentencing Records Officer will secure any missing legal documents that may be needed.
   
   
   1. The Community Sentencing Records Officer ensures all legal documents are in the offender’s file prior to transferring it to the assigned Probation Officer. If legal documents are not available the CSRO will maintain a list of needed documents and forward the documents to the supervising Probation Officer as soon as possible. The CSRO is responsible for gathering all legal documents required.
      
      
   2. If restitution has been ordered by the court, the CSRO will secure the restitution schedule and print the offender’s DOC number at the top right hand corner of the document. This document will be faxed to DOC, Restitution and Accounting Division.
      
      
5. The offender’s file is then forwarded to the assigned Community Sentencing Probation Officer.
   
   
   1. The Probation Officer will separate documentation into appropriate sections of a six-part folder.
      
      
      1. Section I (in chronological order from the top)
         
         
         1. Warrants and Sanctions
            
            
         2. All legal documents/court orders including the probation plan
            
            
         3. Offender picture
            
            
         4. Booking reports
            
            
         5. FBI records
            
            
      2. Section II (in chronological order from the top)
         
         
         1. DOC orders
            
            
         2. Case audit forms
            
            
      3. Section III (in chronological order from the top)
         
         
         1. Verification of General Orientation form
            
            
         2. LSI report
            
            
         3. LSI worksheets
            
            
         4. ASUS worksheets
            
            
         5. Assessment information
            
            
         6. Intake form packet
            
            
         7. Defendant personal information
            
            
      4. Section IV (in chronological order from the top)
         
         
         1. Chronological Records
            
            
         2. Correspondence
            
            
         3. Mental Health assessments
            
            
         4. Alcohol and Other Drug assessments
            
            
         5. Progress reports
            
            
         6. Doctors reports/medications
            
            
         7. Completion certificates
            
            
         8. Other miscellaneous information
            
            
         9. Confidentiality waiver
            
            
      5. Section V (in chronological order from the top)
         
         
         1. Written reports with associated vouchers
            
            
         2. Map to home of offender
            
            
         3. Receipts for probation fees
            
            
         4. Receipts for restitution fees
            
            
         5. Receipts for court costs
            
            
         6. Attendance records (counseling, AA/NA…)
            
            
         7. Used travel permits
            
            
      6. Section VI (in chronological order from the top)
         
         
         1. Issued travel permits
            
            
         2. Violation reports
            
            
         3. Supplemental reports
            
            
         4. Special reports
            
            
         5. Payment schedule
            
            
         6. Urinalysis results/reports
            
            
         7. Returned post cards