Use the Assign Offender screen to assign approved offenders to specific program/service courses or activities. It can be used in two ways: to assign offenders that have been referred through the Referral for Program/Service screen, or, if your agency's procedures allow it, to assign offenders directly to a program or service without a referral.
To access this screen from the Main Menu, select Community Programs/Services Offender Assignments.
Query in the Header block to locate the offender's record.
Click Next Block to access the Offender's Program/Service Profile block.
The way you handle step 4 depends on whether the offender is referred or not.
The Offender's Program Service Profile block shows all programs/services the offender is currently enrolled or participating in, sorted by status: accepted first, then assigned, completed, and not completed (pending and rejected statuses do not appear.) Within these groupings, records are listed by Program/Service (alphabetically), then by Course/Activity ID (alpha-numerically), then by Session (numerically). Start/End Dates, Weekdays, and Start [Time] fields display only when the status is Assigned. The Description field at the lower left hand corner of the screen also only displays when the status is Assigned (the assigned program/service must be highlighted for the description to display).
Select a line item in the Offender Program/Service Profile block. (Status must be Accepted.)
Proceed to step 5.
Select a blank line and fill in the following fields:
Category: select from the List of Values; mandatory.
Program/Service: select from the List of Values (only programs/services in the selected category display); mandatory.
Offender Availability Start Date: defaults to the course/activity start date or the current system date, whichever is later. To change the date, enter another using a MM\DD\YYYY format. The date must be later than the default date.
Offender Availability End Date: enter a date using a MM\DD\YYYY format. The date can not be earlier than the offender start date. The Offender Availability Start/End Dates are used to generate the offender's schedule for this program assignment.
Credit Hours/W[ork]/O[ther] checkboxes: these flags may not be accessible, depending on settings by your system administrator. When accessible, one or the other of these flags must be selected. You cannot check both. When checked, offender hours attended for this program/service are credited to the CSO aggregate (i.e. hours count towards the Community Service Order and must be accounted for through sentence calculation).
Proceed to step 5.
Click the Available Courses/Activities button. The window opens and displays information on all available sessions for the selected program in your area. The information is the same as that in the Resource Directory.
The window is positioned so that the Course/Activity Start/End Dates, Weekdays and Start fields lie directly below the same fields in the main body of the screen. This makes it easy to see conflicts with other assignments.
The Vacancies field shows how many more offenders can be assigned to the session. You can assign an offender to a full session (no vacancy), but you will see a warning message. The Vacancy field goes into negative numbers to show the number of offenders over capacity.
Select the Select checkbox to select a program. You can choose more than one.
To review course/activity details, click the Course/Activity Information button.
To review the course schedule, click the Detailed Schedule button.
If you are satisfied that the selected course or courses fulfill the offender's requirements, click Save in the Available Course/Activities window.
TAG then compares the detailed program schedule against the offender's schedule in the Event Scheduler screen. If no conflicts are found, a message appears asking you to confirm the save. Choose Yes or No.
If conflicts are found, this message appears:
"The following conflict exists: [date/time] Continue? [Yes/No]."
You can choose Yes to continue and save even when conflicts exist. However, you will have to resolve the conflicts with the offender's existing schedule on the Event Scheduler screen.
When the selection is saved, the window closes. The Course/Activity ID/Session fields and the Course/Activity Start/End Dates fields automatically fill in. The Weekdays checkboxes are automatically checked for the days that the course takes place, and the Start [Time] field also automatically fills in.
Click Save. When saving, the system copies the selected course schedule into the offender's schedule, and the program status changes to Assigned.
In addition, the Description field in the lower left hand corner of the screen fills in with a description of the course/activity (assuming that the course/activity that you just assigned is still highlighted on the screen).
If there are unresolved conflicts from step 11, click the Event Scheduler button to open the offender's schedule of events and remove one of the conflicting appointments. Click Quit to return to this screen.
You can delete (remove) an assignment until the offender has started attending the course/activity. Once attendance has been recorded, the course/activity cannot be deleted.
learn about the Referral for Program/Service screen.
learn about the Resource Directory.
with the Event Scheduler button, resolve date/time conflicts in an offender's schedule.