Initial 60-Day Review Investigation Flashcards
Initial 60-Day Review Investigation (IT60)
Initial 60-Day Reviews (IT60s) are conducted to confirm that all accumulated preliminary information is accurate and complete to appropriately manage a case under community supervision.
IT60s are critical to ensure the accuracy of the data entered into OBIS and confirm that each offender is properly oriented to their supervision requirements and appropriate referrals have been made.
One of the final steps of the intake and orientation process is to conduct an IT60 investigation. The IT60 is an investigation that can ensure that you have entered all initial offender intake and sentencing information correctly.
You have 60 days from the date of intake to complete this investigation. Complete an IT60 on current offenders who committed a subsequent offense and were sentenced to an additional period of supervision
IT60 Tasks
The Department provides an IT60 form DC3-242, which serves as a checklist to guide you in completing the investigation. Some of the common tasks can include:
• organizing all associated sentencing documents and locating any missing documentation
• reviewing and updating the movement and status review screen to confirm you assigned an offender to the appropriate supervision status and officer
• reviewing an offender’s sentence structure screens and comparing it to the supervision orders and arrest report to ensure accuracy and completion of all entered sentencing data
• reviewing and updating an offender’s individual identifying information
• reviewing and updating court- or sentencing authority-ordered monetary obligations
• instructing an offender to acknowledge by signature the probation order and OFOA form; ensuring that you placed all forms in the offender case file; documenting in OBIS that you provided the initial instruction to the offender
• obtaining an offense report, reviewing the FCIC/NCIC records check, and documenting your findings in case notes
• ensuring that an offender’s contact standards are established according to supervision status, type, and risk level
• reviewing and updating an offender’s address and verifying the residence (Initial home verification must be a personal visit at the home.); verifying and notifying the employer, service provider, or school of the offender’s supervision status; if unemployed, instructing the offender to complete job search logs
• reviewing all special conditions in OBIS; completing all referrals for treatment, community service, and the “No Contact” victim notification letter; sending notification to the victim regarding how to register with VINELink, if there is a victim involved in the case
• confirming that an offender received and acknowledged by signature instruction on: the supervision forms available online; the grievance process; remaining in contact with the supervising officer; the firearms prohibition; complying with criminal registration requirements; remaining drug free; the residence and employment verification processes
• instructing offenders to sign the Health Insurance Portability and Accountability Act (HIPAA) disclosure form
• instructing court-designated career offenders on registration requirements and acknowledgement by offender signature
Complete all sections of the IT60 form DC3-242 ensuring all sections are accurate and complete. Maintain the original copy of all signed forms in an offender’s case file. Submit the investigation to your supervisor for approval no later than 60 calendar days past the initial intake date
Initial 60-Day Review Process: Technical Instructions
- Use the Initial 60-Day Review form DC3-242 to ensure you complete all initial work on the case.
- Provide the offender file to your supervisor within 60 calendar days, allowing 15 days for the supervisor to review, and include an FCIC/NCIC record.
- Your supervisor will use the DC3-242 to review the file material and data entries on various OBIS screens to ensure that everything is in compliance as required.
- Your supervisor reviews each section and checks the “Completed” box if all work is complete for the section and completes the IT60 Review by the 45-day due date.
- If any section does not apply (for example, an offender is employed, the “Unemployed” section does not apply, or the offender is not a Career Offender) you and your supervisor will check the box to indicate this was reviewed and write N/A in the comment section.
- If work for a particular section is not complete, your supervisor will leave the “Completed” box blank and write whatever work is pending in the “Exception” column, with a due date written in the “Due” column.
- Once the Initial 60-Day Review is conducted, your supervisor will sign and date the DC3-242 and place it in the offender file.
- Your supervisor will enter the completed date on the IT01 3 with a “C1” investigation status code, which generates an “IR” Initial Review contact and an “IT3” default comment in case notes.
- If there are any exceptions noted on the IT60, your supervisor will ensure a Re-Review (REVW) is entered in ITS with the corresponding due date to follow up on any work that is still pending after the Initial 60-Day Review is conducted.
- Once the work identified on the Re-Review is checked for completion, your supervisor will update the DC3-242, initialing and dating that the work is completed, and ensures the Re-Review completion date is entered in ITS.
NOTE: If the offender is not available for supervision (absconded or serving a jail sentence), certain areas of the Initial 60-Day Review investigation that require offender participation cannot be completed. These exceptions will be noted on the DC3-242; however, a Re-Review should not be entered in the ITS system. If (or when) the offender becomes available for supervision, the officer will address all exceptions previously noted on the DC3-242 and request the supervisor to note on the DC3-242 that the sections have been completed.
IT60 Review
Section 1: File Organization
Review the file to ensure that it is organized in accordance with “Offender Records” Procedure 302.004 and, for two-part files, also in accordance with the “Offender File Organization Sheet,” NI1-006, which requires chronological filing for each section including:
Six-part files
Section 1 - Legal
Section 2 - Supervision
Section 3 - Monetary Obligations
Section 4 - Monetary Payments
Section 5 - Structured Treatment Programs
Section 6 - Supplemental Information
Two-part files
Legal documents on the left side of the file
All other documents on the right side of the file
IT60 Review
Section 2: PP02 Movement and Status Review
• Review that movements entered are correct.
• Review that supervision type is correct.
• Review that the offender is in the correct supervision status, e.g. active or active suspense.
• Review that all appropriate movements and status codes are entered, including S11, S13, and S04
IT60 Review
Section 3: OT22/OT21 Sentence Structure Review
• Compare sentence structure(s) on the OT22/OT21 with the Order of Supervision to review that information is entered correctly, including but not limited to the following:
o intake date should match Gain 01 date
o imposed date is date sentence imposed by sentencing authority
o offense code, qualifiers, disposition and offense date
o sentence type/length/scheduled and overall termination date
o special provisions, e.g. HV for habitual violent felony offender
o chaining, e.g. “IN” for initial sentence, “CC” for concurrent to another component, “CS” consecutive to another component, or “CT” coterminous (having the same boundaries) with another component.
• Verify “SS” “SSA” was entered in case notes to reflect that sentence structure was reviewed.
NOTE: If any corrections or updates are made during the IT60 Review, the supervisor must enter another “SS” contact to document the review after changes made
IT60 Review
Section 4: OT23 Personal Characteristics and Photo
• Make sure information on the OT23 is correct and complete, including but not limited to:
o true name, alias, birth
o date of birth/sex/race
o FDLE # (state ID)/SSN#/DL# OR ID#
o DNA drawn date displayed
o photo taken, if applicable
o review photo in file with photo on web and compare with identifying information to confirm correct photo
IT60 Review
Section 5: COPS
• Review COPS accounts compared to the Order of Supervision to ensure all accounts are entered with correct account information.
o Review for correct COS rate on OP22; if exempt, review documentation and appropriate entries to rate for time period COS is exempt.
o Review for drug testing account
o Review for electronic monitoring account, if on electronic monitoring
• Review OP03 7/OP23 7 to confirm officer audit of accounts
• Review the OP04 screens on each payee account to verify:
o payee information and type is correct
o obligation is entered for the correct amount
o pay schedule is entered if required monthly payments are court-ordered
o final due date is correct
o payment status is correct
• Supervisor entry of “P3” “OP3” is entered in case notes to reflect the supervisor has completed the COPS Account audit
IT60 Review
Section 6: Orders and OFOA
• Review the Order of Supervision.
o Compare with court disposition sheet to ensure they reflect same information, including disposition and special conditions ordered.
o Review file for officer and offender signatures and dates on order(s).
o If conditional release, review for non-generic certificate signed by the offender.
• Review that the Offender Financial Obligation Agreement (OFOA) has been signed and dated by the officer and offender and has been placed in the correct section of the file.
• Review case notes for “INT” to document offender was instructed on orders and OFOA, offender received copy of order, and additional instructions provided.
• Supervisor entry of “SA” “SOA” is entered in case notes to document supervision orders have been audited by the supervisor.
IT60 Review
Section 7: Criminal History/Offense Circumstances/Victim Information
• Review file material for PSI on instant offense, located in the legal section of the file, if ordered by the court.
• If no PSI was ordered, review file material for the following:
o current FCIC/NCIC record
o circumstances for instant offense (located in Supplemental section 6 of file)
o victim impact information (if applicable, located in Supplemental section 6 of file), review case notes for officer entry of ‘RC’ documenting officer review of criminal history
• Officer to compare FCIC/NCIC record with OT41 entries to ensure data (offense codes, dispositions, etc.) is correct; if not, ensure corrections are made on OT41 immediately. These entries may impact JLA or other designations. Once the review is complete, shred the FCIC/NCIC record.
IT60 Review
Section 8: Jessica Lunsford Act (JLA) Review
• Review for JLA flag generated on PP01 (JLA-EM) and, if electronic monitoring is not ordered, ensure state attorney’s office is contacted and results documented in case notes.
• Review criminal history and current offense using JLA cheat sheet to determine if offender meets JLA criteria.
• Review OT74, input any needed victim age and parent indicator.
IT60 Review
Section 9: PP04 Risk Review
• Review the PP04 to complete risk assessment review using the FCIC/NCIC criminal arrest history to ensure the appropriate supervision level is displaying.
• If an override is warranted, enter on PP04.
IT60 Review
Section 10: PP76 Contact Standards and Electronic Case Notes
• Review contacts for the first month to ensure that contact requirements are being met as required. Although officers can’t “catch up” contacts after the fact, deficiencies or difficulties in making contacts with the offender should be addressed. The officer and the supervisor should have a discussion regarding better contact management with the offender.
• Review content of case notes for good quality.
• Review contacts for appropriate use of contact codes/default comment codes, e.g. verification/notification codes for employment and residence, text required for all collateral contacts, excessive attempted personal (AP) contacts, protected health information entered using “PHI”
• Review case notes to ensure that “A3” “ALL” audit code has been entered (or individual codes of “SS/SSA”; “SA/SOA”; “P3/OP3”)
IT60 Review
Section 11: OT71 Residence Verification
• Review the OT71 screen, comparing residence information reported by the offender on the most recent report (or in case notes) to ensure the following information is entered completely and correctly.
o Ensure there is an open residence for the current period of supervision.
o Correct type of residence is entered (Permanent, Temporary, etc.)
o Complete address on the first line including street address, apartment/building/suite/lot number using the U.S. Postal Service standard abbreviations (ST, AVE, BLVD, RD)—spelled correctly, apartment/subdivision complex name on the second line ensuring no gate codes are entered on either line.
o Telephone numbers, including cell phone
o Vessel information if offender residence
o Vehicle information (if vehicle is the offenders’ residence, indicate so)
o Curfew hours (if applicable)
o If homeless, review case notes to ensure offender is actively seeking a better residence.
• Review OT71 to ensure residence verified with date within Notify/Begin date.
IT60 Review
Section 12: OT36 Employment/School Verification and Notification
• Review the OT36 screen, comparing employment information reported by the offender on the most recent report (or in case notes) to ensure current employment information has been entered completely including:
o an open employment for the current period of supervision
o correct significance of employment
o complete name of employer
o complete address
o salary
• Ensure an OT36 screen is completed for the following:
o primary job
o second job, if applicable
o school attendance, if applicable
o unemployed, if applicable
o disabled, if applicable
o retired, if applicable
• Review OT36 for employer notification and verification dates within current period of supervision.
• Review OT36 for employer notification date and “EN” or “EMN” case note with text describing the offender’s job title, duties, length of employment, salary, work location, hours, travel required, etc.
• Review OT36 for employer verification date and “EV” or “EPS” for 2nd Job case note.
• If the offender is unemployed, review offender’s ability to work, referrals to job services, job search forms, “JOB” entry, instructions given by officer, and documentation in case notes of efforts offender has made to locate employment.
• If the offender is self-employed, review file for occupational license and case notes for details on work duties, location, hours, travel, etc.
• If the offender is disabled, review file for appropriate SSI/AFDC/Disability documentation.
• If the offender is retired, review case notes for verification.
