Step 6 for creating a community contact
A probation/parole officer with primary ownership of an offender is the automatic default for all of that offender's work assignments (i.e. all orders or requests entered on the system).
You can assign the primary ownership of offender work to a parole/probation officer or a supervisor with the Assign/Transfer Primary Ownership screen. In some jurisdictions, the assignment is initially made to a supervisor, who in turn uses this screen to select a probation/parole officer from a list of staff members who report to this supervisor. Other jurisdictions assign offenders directly to a probation/parole officer without recording any action by a supervisor.
An officer with primary ownership of an offender is also the default owner of that offender's case plan, and paper file tracking record. In addition, the primary officer of an offender is also the recipient of automatically generated e-mail about that offender, triggered by TAG in certain situations.
Once primary ownership of an offender is designated to an officer, the name of the officer and his/her "role" (assignment to a program/caseload) appears in the Header block of that offender record.
To access this screen from the Main Menu, select Community Assign/Transfer Officer Internal Transfer.
Click the Location field, then select the location or community office from the List of Values; mandatory.
To see all the offenders requiring assignment, leave the Officer field blank and click Query once. All offenders who have been assigned to this office (To Location on the Intake screen), but have not yet been assigned to an officer, appear in the Offenders Requiring Assignment block. Officers active at this location appear in the Assign to Officer block.
To see only offenders assigned to a particular officer, click in the Officer field and select the officer; optional. (This may be a supervising officer to whom all contacts at that location are assigned by default, and who will reassign the offender to a parole officer.)
In the Officer field, click the List of Values to open the Active Officers at Current Location screen. The screen automatically displays a list of officers.
Select a name.
Click Exit or press Enter to close this screen and carry the selected name over to the Officer field on the Offender Requiring Assignment screen. Offenders who have been entered on the Intake screen with this office as the To Location, and who are assigned to the selected officer, appear in the Offenders Requiring Assignment block.
The Assign to Officer block displays all active officers at the selected location. If a supervising officer is selected, only officers linked to that supervisor appear.
To assign offenders one at a time, click in the Assign checkbox at the righthand end of a row in the Offenders Requiring Assignment block to select an offender.
If all offenders are to be assigned to the same officer, click in the Assign All Offenders to One Officer checkbox. All the Assign checkboxes in the Offenders Requiring Assignment block are automatically checked.
In the Assign to Officer block, click in the Assign checkbox at the lefthand end of a row to select an officer. Only one officer can be selected at a time.
Click Save. Only one officer assignment can be saved at a time.
Once the assignment has been saved:
The selected offender row disappears from the Offenders Requiring Assignment block.
The selected officer's name appears as the case plan owner in the Officer field of the Case Plan screen for the offender.
All work items (orders and requests) for the offender are automatically transferred to the selected officer. That officer's workload is increased by the appropriate weighting amount. If there is an officer selected in the Officer field at the top of the screen, that officer's workload is decreased by the appropriate weighting amount.
The previous location's interest in the contact is automatically removed and the newly assigned location becomes the only currently active location with an interest in the offender.
Records cannot be deleted or modified. Once assigned, work can be transferred to another officer on the Internal Work Transfers screen.
Next Step for creating a community contact:
Step 7: establishing an interest in a contact.