Purpose
This procedure will outline the steps, forms and responsible persons required to properly supervise offenders assigned to the Community Sentencing Division.

Introduction
The role of Probation Officers is to supervise offenders in a manner that ensures the mission of the Community Sentence Division is fulfilled. The goal of supervision is for the offender to be crime free, productive, and reflect a lowered risk assessment. Components of supervision involve appropriate referral and monitoring, response to violation, and emphasis on the offender appropriately structuring their time usage through work and/or other approved activities.

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 Community Sentenced 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.

Procedure

1. Supervision of CS offenders will be initiated as soon as the offender reports to the CS Office or upon receipt of reliable information that the offender is under CS supervision.
   
   
   1. All CS assigned offender files will be opened per CS 1001.
      
      
   2. The Probation Officer will ensure that each file contains all the required legal documents. If restitution is ordered by the court the probation officer will ensure an account for restitution payments has been established with the DOC, Restitution and Accounting Division.
      
      
2. The supervision of CS offenders will be in accordance with the three phases outlined in this procedure. The different phases are not static. The time requirements are an initial requirement. An offender may be required to report at a higher phase if the assigned officer or supervisor identifies supervision problems. If the offender fails to report as required, the offender will be returned to Phase I.
   
   As mandated in state law, offenders on community sentencing will not normally be supervised for longer than a three year period. Offender may be reviewed after two years of supervision to be considered for early release from the supervised portion of the probation period.
   
   
   1. Phase 1 supervision will be required for all offenders initially assigned to CS supervision. During this period the officer will ensure needs of the offender are addressed and appropriate referrals are made. Contacts with the offender will provide pro-social support to the offender in successfully completing their supervision. The offender shall provide current information regarding their home and employment. The officer will require the offender to submit a complete monthly “Written Report” and monitor/verify the offender’s progress in treatment.
      
      During Phase 1 supervision the following is required:
      
      
      1. The officer must conduct a minimum of one face-to-face contact with the offender twice per month with at least 14 days between contacts. These contacts can occur in the office, home, offender’s treatment location or other place as approved by the probation officer’s supervisor.
         
         
      2. An initial home visit (HV) will be completed within 30 days.
         
         
      3. Home visits will be conducted every 90 days after the initial home visit.
         
         
      4. Any change in residence will be verified within 30 days by the officer conducting a home visit.
         
         
      5. Any change in employment will be verified within 30 days by either a personal visit, paycheck stub, or other means as accepted by immediate supervisor. If no change occurs, employment will be verified monthly.
         
         
      6. Urinalysis will be conducted as required per the Probation Plan, other Court Order or as deemed necessary by the supervising officer.
         
         
   2. Phase 2 supervision can be required for offenders that have been supervised for more than 90 days on Phase 1. During this period the officer will ensure needs of the offender are addressed and appropriate referrals are made. Contacts with the offender will provide pro-social support to the offender in successfully completing their supervision. The offender shall provide current information regarding their home and employment. The officer will require the offender to submit a complete monthly “Written Report” and monitor/verify the offender’s progress in treatment.
      
      During Phase 2 supervision the following is required:
      
      
      1. The officer must conduct a minimum of one face-to-face contact with the offender monthly with at least 14 days between contacts. This contact can occur in the office, home, offender’s treatment location or other place as approved by the probation officer’s supervisor.
         
         
      2. Home visits will be conducted every 90 days.
         
         
      3. Any change in residence will be verified within 30 days by the officer conducting a home visit.
         
         
      4. Any change in employment will be verified within 30 days by either a personal visit, paycheck stub, or other means as accepted by immediate supervisor. If no change occurs, employment will be verified monthly.
         
         
      5. Urinalysis will be conducted as required per the Probation Plan, other Court Order, or as deemed necessary by the supervising officer.
         
         
   3. Phase 3 supervision will be considered for offenders that have been supervised for more than one (1) year and have completed all court ordered stipulations, to include the Probation Plan, Rules and Conditions, etc. During this period the officer will ensure needs of the offender are addressed. Contacts with the offender will provide pro-social support to the offender in successfully completing their supervision. The offender shall provide current information regarding their home and employment. The officer will require the offender to submit a complete monthly “Written Report”. If the offender develops a need area after being placed on this phase of supervision the offender will be reassigned to Phase 2 or Phase 1. Any offender in treatment will not be considered for this Phase 3. On non reporting months the offender will mail in a written report, supervision fees and employment verification.
      
      
      1. The officer must conduct a minimum of one face-to-face contact with the offender every 60 days. This contact can occur in the office, home or other place as approved by the probation officer’s supervisor.
         
         
      2. Home Visits will be conducted every 90 days.
         
         
      3. Any change in residence will be verified within 30 days by the officer conducting a home visit.
         
         
      4. Any change in employment will be verified within 30 days by either a personal visit, paycheck stub, or other means as accepted by immediate supervisor.
         
         
      5. Urinalysis will be conducted as deemed necessary by the supervising officer.
         
         
3. During the officer’s contact with the offender, the offender’s needs (problem areas), treatment participation, Probation Plan, employment status, living conditions or any other areas of concern will be discussed. Information concerning these areas along with any changes in these areas will be thoroughly detailed in the “Chronological Record.”
   
   
   1. The supervising officer will evaluate and monitor offenders activities, while maintaining the confidentiality of offender’s status if at all possible, through:
      
      
      1. Home Visits(HV) will be scheduled or unscheduled. If the offender fails to keep the scheduled appointment at the residence the officer may make contact with neighbors, family, etc. to verify the offender still resides at the listed address. The officer will leave written reporting instructions at the offender’s residence. Home visits will be attempted at various times and on varying days when it is likely that the offender will be home. The chronological entry on home visits will include the location (address) where the contact took place, who was present at the time, and other information as deemed appropriate. During the HV the officer will evaluate the environment and review with the offender the progress he/she is making on the Probation Plan, payment of monies and other components supervision.
         
         
      2. Office Visits (OV) will, when appropriate, be scheduled and conducted by the offender’s assigned officer. If the assigned officer is not available, other assigned team members will see the offender. This does not preclude unscheduled visits by the offender. The chronological entry for office visits will include a review of the offender’s Probation Plan, offender problem areas, supervision progress, collection of monies owed, a check of the Oklahoma County Sheriff’s Office records for a new arrest and any other components of supervision.
         
         
      3. Other Visits (OT) are contacts the supervising officer has with the offender outside the office and not at the offender’s residence. It is also contacts any Probation Officer has with any offender under the supervision of the CS Program. These contacts will be documented thoroughly in the chronological record of the offender’s file at the earliest opportunity. The chronological record will include the time, place, and circumstances of the contact as well as any other information received concerning the offender’s supervision period. The officer will also note any changes in demeanor or attitudes of the offender and attempt to determine the source of the changes.
         
         
      4. Collateral Contacts (CL) will be made to assist with determining offender’s pro-social adjustments. They may include but are not limited to discussions with treatment providers, family members, relatives, employers, associates, friends, neighbors, law enforcement agencies, etc. All contacts will be thoroughly documented in the chronological record. All efforts will be made to keep the offenders status confidential.
         
         
      5. General Entry (GE) will be used to document, in the offender’s chronological record, all other information relevant to the offender’s supervision, case conferences with other employees or supervisors and all other work performed in the course of supervising the offender.
         
         
4. All though not all-inclusive, the supervising officer when performing general supervision on CS offenders should consider the following:
   
   
   1. The officer will ensure the offender has been provided a copy of the rules and conditions of supervision as soon as they become available from the sentencing court and that the offender understands the rules and conditions. If the offender’s primary language is anything other than English, the supervising officer will make every attempt to have the rules and conditions translated to a language understandable by the offender.
      
      
   2. At any time an offender becomes delinquent and/or non compliant in any probation rule or condition, the supervising officer shall notify the offender and document the notification in the chronological record. When an offender does not report as required the officer will mail the offender the Delinquent Notice form.
      
      
   3. Non-compliant behavior of the offender may be addressed by a case conference. The purpose of a case conference is to review supervision issues in an attempt to resolve those issues involving a particular offender. A case conference shall normally involve the supervising officer and the immediate supervisor. It will be documented in the chronological record and include the plans to correct the offender’s non-compliant behavior.
      
      
   4. Concerning the employment of CS offenders, the officer will ensure the validity of the offender’s current employment status. The officer must know the level and source of the offender’s income.
      
      
      1. The officer will monitor offender's employment by collateral contacts, face-to-face contacts at job site, time sheets and/or current check stubs, or any other method deemed appropriate by the officer’s Unit Manager.
         
         
      2. Upon determining that an offender is employable but has no employment, the officer will require the offender to; seek employment by applying for employment from three different businesses a day, refer the offender to employment agencies, refer the offender for job readiness classes or refer the offender to an educational program.
         
         
      3. If the offender is disabled, the officer will verify the offender’s disability income monthly.
         
         
      4. If the offender reports being a student, the offender will provide verification of continued enrollment. If the offender is a student with no employment, the officer will verify the offender’s means of support.
         
         
      5. If the offender reports being a homemaker or retired the officer will validate the offender’s means of support.
         
         
   5. Concerning treatment for CS offenders, the officer will ensure the proper referrals have been made to each offender based on the offender’s needs, the Probation Plan, Rules and Condition of Probation and any other means that reflects the offender has a need for treatment. CS, in conjunction with the Oklahoma DOC, has contracts in place that will supply eligible CS offenders with needed treatment and programs. Ineligible CS offenders cannot be included in these contracts.
      
      
      1. Offenders that are court ordered for treatment or are in need of treatment will be given a completed voucher to submit to the treatment provider for services. The officer will complete the voucher and the voucher must be signed by a Unit Manager or the Director of CS.
         
         The White copy of the voucher is given to the offender to present to the provider. (The treatment provider uses this voucher to submit to the Oklahoma DOC for payment of services.) The Yellow copy is placed in Section 5 of the offenders file. The Pink copy is collected daily, submitted to the Director and forwarded to the DOC.
         
         
      2. Probation Officers must have prior approval from the Director, Deputy Director or Unit Manager before offenders are allowed to enter inpatient treatment. Approval for inpatient treatment will be limited to 30 days, then subject to review for additional treatment if needed.
         
         Vouchers should be submitted when offenders are sanctioned to the County jail. The jail sanction voucher will not be completed for more than 30 days.
         
         
      3. The Officer shall contact the proposed provider to schedule an initial intake for assessment or treatment. Upon confirmation of the appointment, the Officer shall provide the offender with reporting instructions and complete the “Community Sentencing System Referral Voucher”. The white copy of the Treatment Referral shall be provided to the treatment provider. The yellow copy shall be filed in Section V of the offender’s file. The treatment voucher shall be valid for ninety days from the date of issuance.
         
         
      4. The Officer will monitor the offender’s progress toward treatment objectives by reviewing the monthly progress reports supplied by the treatment provider and/or verbal communication with the provider. Periodic staffings may be conducted with the treatment provider. The officer will provide relevant information regarding the offender to the treatment provider in regard to UA results, lifestyle changes, associates, family issues, and other concerns.
         
         
      5. Upon completion of treatment, the offender will be required to comply and supply proof of compliance with the aftercare plan of the treatment provider.
         
         
      6. All treatment provider vouchers must be re-issued prior to the end of each fiscal year (June 30th) if treatment hours remain to be completed. Treatment vouchers are only valid for the fiscal year in which they are issued.
         
         
      7. In the event a treatment voucher needs to be cancelled, stopped, void or terminated the Officer will complete the Cancellation of Services form and fax it to the provider at once. A copy of the cancellation form will be submitted to the Unit Manager and a copy will be placed in Section 5 of the offender’s file.
         
         
      Note: In order for the service provider to supply the officer with progress reports on an offender’s treatment a Release of Information must be signed by the offender. Any information concerning treatment on an offender to the CS cannot be released to any other person or agency without the offender signing a Release of Information to that particular entity. Officers should consult with the Unit Manager if information is requested from any person or agency concerning an offender’s treatment.
      
      
5. The Chronological Records will reflect all contacts and pertinent information on the offender. It is imperative that it be detailed and reports specific progress or lack of progress toward the Probation Plan objectives, court ordered rules and conditions and other areas of concern. “Chronological Records” will be maintained throughout the period of supervision.
   
   Each entry in the “Chronological Record” will include date and time of each contact, place, or type of contact (as indicated by the appropriate code). The recording officer will sign each entry.
   
   Chronological entries for the different contacts have been addressed above. Other entries that will be included in the chronological record are as follows:
   
   • 1. A Telephone Contact (TC) is entered into the chronological when the officer spoke with the offender or someone regarding the offender, on the phone. Enter the name of who you spoke to if other than offender and what issue was discussed.
        
        
     2. A Delinquent Notice (DN) is a written letter mailed or given to the offender that addresses a specific delinquency of his probationary period. Enter the address to which the notice was mailed. If the notice is returned, note the reason it could not be delivered. Note the date and time the offender is directed to report or contact the officer.
        
        
     3. If Urinalysis Testing (UA) is completed the officer will document when the urine was collected, drugs tested for, and results of each drug tested. If the test is positive, there will be an action taken by the officer, i.e. adding sanctions increased reporting, notification of assigned treatment provider, or action the officer or Unit Manager deems necessary.
        
        Note: All pregnant offenders receiving a positive reaction to a UA test will be referred to the Unit Manager for an immediate case conference.
        
        
6. The following categories of case reports will be submitted to the immediate supervisor on the appropriate form and format.
   
   
   1. Violation reports will be submitted on all violations of the rules and conditions of probation for which the offender is being supervised. Violation reports on felony and misdemeanor arrests shall be submitted to the jurisdictional authority within three working days from knowledge of violation. The officer’s supervisor, prior to distribution, will review violation reports. The chronological record will include the actions taken and/or any sanctions imposed.
      
      The violation report will be prepared in the following manner:
      
      
      1. The heading of the Violation Report will be completed in full.
         
         
      2. The rule and condition(s) violated by the offender will be reflected on the report.
         
         
      3. The comment section of the Violation Report will include a complete summary of the offender’s performance while under supervision, to include the offender’s last known address and last known place of employment. If new criminal charges have been filed, the formal statement of those charges, agency filing charges, case number, pending court date, amount of bond, and present location of offender will be included.
         
         
   2. The supervising officer will submit supplemental reports any time a significant change in status occurs in an offender’s case and a violation report has already been submitted.
      
      The supplemental report is prepared in the following manner:
      
      
      1. The heading of the Supplemental report will be completed in full.
         
         
      2. The additional rule and condition(s) violated by the offender will be reflected on the report.
         
         
      3. The report will reference the previous Violation Report submitted and the date the original report was submitted.
         
         
      4. The final paragraph will contain a brief summary of the offender’s compliance since the violation report was submitted, to include any changes of the offender’s address or place of employment. If new criminal charges have been filed, the formal statement of those charges, agency filing charges, case number, pending court date, amount of bond, and present location of offender will be included.
         
         
   3. Special reports will be submitted by the supervising officer to relay any significant information or unusual situations regarding an offender that is not covered under violation or supplemental reports. When specific services ordered by the court are not available, the officer will submit a request for further dispositional consideration. A special report may also be used to request the court add, modify, or remove special conditions of supervision. The reasons for such a request will be specified in the report. The report will be in a narrative format.
      
      
7. Offenders who abscond from supervision pose a serious threat to the safety of the community.
   
   
   1. Immediate action will be taken by the officer to locate suspected absconders. When an officer has reason to believe an offender has absconded supervision, the officer will make inquiries at the last known residence and place of employment, and will check with family, friends, local jails, and other agencies with which the offender may have had contact. The officer will exhaust all means to locate the offender and regain supervision. In addition, letters may be mailed to other possible contacts including those outside the immediate area.
      
      
   2. A violation report will be prepared no longer than 60 days after the last face to face contact with the offender or upon receipt of reliable information that the offender is an absconder. If it is determined, prior to the 60 days, that the offender has absconded, a violation report shall be submitted within three working days from the date the determination was made. In the violation report, the officer will relate all attempts made to locate the offender.
      
      
8. Officers with the CS program are not considered police officers by state statue and should never conduct business or present themselves as such. If a CS officer becomes aware of the whereabouts of any offender with an outstanding warrant, the officer will immediately contact the local law enforcement authorities and report the outstanding warrant information and whereabouts of the offender to them and document all actions in the offender’s chronological record.
   
   
9. The travel of offenders outside the state of Oklahoma should be discouraged during the supervision period. The officer may issue a Travel Permit under certain situations.
   
   
   1. If an offender must travel, the supervising officer or supervisor must address the following:
      
      
      1. Officers have the authority to allow an offender to travel outside the state of Oklahoma, via issuance of a “Travel Permit” for a period not to exceed 30 days. The supervising officer will complete a travel permit and give the original to the offender and retain a copy for the file.
         
         
      2. Any offender requesting travel outside the United States or travel outside the state of Oklahoma for longer than 30 days must obtain the approval by the court.
         
         
      3. No offender shall be allowed to travel outside the state of Oklahoma without a travel permit being issued, unless the jurisdictional authority waived the restriction.