UPDATED E-Transmittals Slides Rev. 7
IntroductionAn overview of the E-Transmittals process is crucial in the correctional context, as it streamlines the communication and documentation related to the relocation of clients under supervision. By employing E-Transmittals, corrections personnel enhance their ability to manage cases effectively and ensure that clients comply with legal requirements regarding their County of Residence.
Performance Objectives
Identify the two types of E-Transmittals that are utilized in the correctional system: County of Residence Transmittal Request and Out of Country Travel Permit.
List the necessary information that must be included in E-Transmittals, such as the client's demographic details, supervision level, and release location.
Determine the oversight responsibilities regarding E-Transmittals, including who is responsible for reviewing and approving these requests.
Legal County of Residence (LCOR)
Definition: A condition of Parole or Mandatory Supervision that requires the releasee to reside in the same county they were living in at the time of their offense.
Requirement: It is essential for clients to maintain their LCOR to ensure compliance with their parole conditions and facilitate supervision by local authorities.
3.1 Example 1
Scenario: A client from Travis County is sentenced for car theft in Harris County.
Question: What will the LCOR be upon release?
Answer: The LCOR will be Travis County, as it is where the client was residing prior to the offense.
3.2 Example 2
Scenario: A client from New Mexico is sentenced for car theft in Dallas County.
Question: What will the LCOR be upon release?
Answer: The LCOR will be New Mexico since that is the client's state of residence prior to sentencing.
Approved County of Residence (ACOR)
Definition: The county that has been officially approved by the Board for a client to reside in after their release, which may differ from the LCOR depending on extenuating circumstances.
Types of E-Transmittals
Two primary types of E-Transmittals:
County of Residence Transmittal Request
Out of Country Travel Permit
COR E-Transmittal
Definition: This request is required for clients who wish to move to a different county than their LCOR, ensuring that authorities are aware and can manage the transition appropriately.
Process: The residence plan must be approved prior to submission to ensure compliance with all regulatory requirements.
E-Transmittal Information Requirements
Essential items for submission include:
Release Location
Tracking Profile
Demographics
Supervision level, and other pertinent details.
Board Actions
The generic E-Transmittal process involves entering relevant information such as transmittal type, reason for request, and submission procedure. This helps the Board to assess the validity and necessity of each request.
Oversight of E-Transmittals
Responsibility: Unit supervisors oversee the E-Transmittal process and have the authority to approve or reject requests based on the submitted information and the client’s compliance history.
Exceptions to Regular Processing
Exceptions where normal procedures may be altered may include:
Protection of victim/client/witness safety.
Ensuring a better chance for supervision success.
10.1 Additional Considerations
Factors such as written public concern, support from family in a different county, verified job offers, or program availability in an alternate location can influence decisions regarding E-Transmittals.
Returning to LCOR
Requirement: Clients are mandated to return to their LCOR once initial conditions set forth by the parole panel are fulfilled.
Remaining in ACOR
Process: Clients must obtain permission from the Region Director to remain in ACOR beyond the initial requirements, ensuring continued compliance with supervision guidelines.
Information Submission for Requests
Clients must identify the reason for their request and provide supporting documentation necessary for review and approval.
13.1 Family or Friends Support
Information required includes the name and address of the sponsor that demonstrates support for the client's relocation.
13.2 Employment Verification
Clients should provide detailed information about the employment offer, such as:
Company name
Company address
Supervisor’s name
Job title
Salary
Validity of the offer
13.3 Program Availability
Submission must include the name, type, address of the program, the contact person, and confirmation that similar programs are unavailable in the client’s LCOR.
Out of Country Travel Permit
Board permission is mandatory for clients wishing to travel outside the Interstate Compact jurisdiction, ensuring that their supervision remains intact.
Approval/Rejection Process
Each request is reviewed by a Unit Supervisor, resulting in:
Approval for Board panel consideration
Rejection with instructions for next steps or required adjustments
Notifications
Following a Board decision on an E-Transmittal, notifications are sent via O365 email, providing details regarding the outcome (approval or denial).
Follow-up Actions
If a timely confirmation via O365 email is not received, clients are advised not to submit a second E-Transmittal, as this could cause complications in the processing timeline.
Monitoring E-Transmittals
Clients and supervisors should review the Board actions/voting section from the offender menu to track the status and receipt of the E-Transmittal.
Consensus History
Monitoring total records and voting history related to E-Transmittals ensures transparency and accountability within the correctional system.
Responsibility
It is essential for corrections personnel to inform clients of the Board’s decisions regarding their requests, as well as enter necessary information into the Offender Information Management System (OIMS) to maintain accurate and up-to-date records.