SOP 220.07: Guidelines for Completing the Parole Review Summary

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|`Functional Area: `
`Facilities Operations`|`Reference Number: `
`IIC02-0001`
`(220.07)`|`Revises`
`Previous`
`Effective Date:`
`10/15/07`|
|`Subject:`
`Guidelines For Completing`
`The Parole Review Summary`|||
|`Authority:`
`Bryson/Ward`|`Effective Date:`
`07/16/15`|`Page``1`` of`
` 8`|

I. POLICY:

   A procedure has been developed in conjunction with the State
   Board of Pardons and Paroles to release inmates in advance of
   their Tentative Parole Month (TPM) or Max Out Date. Each
   institution will receive a computer printout from the State
   Board of Pardons and Paroles once a month listing potential
   eligible inmates for advance release. A Parole Review Summary
   (Attachment 1) shall be completed within thirty (30) days of
   receipt of the printout and forwarded to State Board of
   Pardons and Paroles, Attention: Processing Unit.

II. APPLICABILITY:

   All state and county facilities and transitional centers.

III. RELATED DIRECTIVES:

   A. GDC Rules: 125-1-2-.05 and 125-1-2-.13.

   B. ACA Standards: 3-4094 and 3-4291

IV. DEFINITIONS:

   None

V. ATTACHMENTS:

   ATTACHMENTS: # 1 Parole Review Summary

VI. PROCEDURE:

|Functional Area:
Facilities Operations|Prev. Eff. Date:
10/15/07|Page 2 of
8|
|---|---|---|
|`Functional Area:`
`Facilities Operations`|`Effective Date:`
`07/16/15`|`Reference Number:`
`IIC02-0001`
`(220.07)`|

A. A computer printout will be generated by the State Board
   of Pardons and Paroles and sent to facilities at monthly
   intervals. Each facility will review, for advance
   release, the cases of inmates who are on the computer
   printout according to the following schedule:

   1. The review process will begin six (6) months in
      advance of any potential benefit to the inmate. The
      facility/center will be responsible for sending its
      completed summary within the first thirty (30) days
      after notification. This will allow the Parole
      Board's Processing Unit one hundred and twenty (120)
      days lead time for review and assessment of the
      summaries as well as allowing for the advance
      release of those inmates rated above average.

   2. Inmates who do not have a Tentative Parole Month
      (TPM) and who meet criteria in this procedure will
      be reviewed six (6) months in advance of any maximum
      sentence expiration.

      a. The Board of Pardons and Paroles requires 120
         days lead time to review and assess these
         inmates.

      b. It must be emphasized that the facility/center
         must accomplish its ratings in a timely and
         prompt manner. If there is delay, it will not
         be possible to process the inmate prior to the
         advance release date.

   3. After the facility/center makes its recommendation
      on the Parole Review Summary, the summary, in
      conjunction with a manual review of the file, will
      be forwarded to Parole Board, Attention: Processing
      Unit. The inmate’s counselor shall also enter a case
      note in SCRIBE stating that the review has been
      completed.

   4. If a recommended Tentative Parole Month extension is
      generated during the review process, this will
      automatically delete an inmate from consideration.

|Functional Area:
Facilities Operations|Prev. Eff. Date:
10/15/07|Page 3 of
8|
|---|---|---|
|`Functional Area:`
`Facilities Operations`|`Effective Date:`
`07/16/15`|`Reference Number:`
`IIC02-0001`
`(220.07)`|

   5. If an inmate has been transferred to another
      facility/center, the losing facility/center shall
      advise the gaining facility/center to submit the
      Parole Review Summary, utilizing information
      presently in the file.

   6. MH/MR Counselors will be responsible for completing
      the Parole Review Summary on Mental Health
      Offenders. MH/MR counselors shall also enter a case
      note in the file stating that the review has been
      completed.

B. Each individual facility/center will review their case
   files of all inmates listed as eligible for advance
   release on the computer printout and consider the
   following criteria:

   1. Inmate must have no disciplinary reports in the
      Greatest Severity Offense or High Severity Offense
      category nor any Tentative Parole Month extensions
      for six (6) months prior to Parole Board's
      consideration date.

   2. The Parole Review will be completed by the assigned
      facility/center staff upon the Parole Boards
      request.

   3. Active participation in work, education and/or
      treatment programs including alcohol and drug
      specifically, to the extent offered at
      facilities/centers as specified by the Work/Activity
      Plan and Status Report and the inmate's assigned
      counselor.

   4. Inmate must be classified as close, medium, minimum
      or trusty status only.

   5. Inmate must receive positive recommendations from
      his assigned counselor and Warden or Superintendent.

   6. Inmate must have no more than one (1) escape.

|Functional Area:
Facilities Operations|Prev. Eff. Date:
10/15/07|Page 4 of
8|
|---|---|---|
|`Functional Area:`
`Facilities Operations`|`Effective Date:`
`07/16/15`|`Reference Number:`
`IIC02-0001`
`(220.07)`|

   7. If serving for the offense of armed robbery, inmate
      must have completed five years.

   8. Inmate must achieve fifth grade reading level and/or
      performance to the best of his/her abilities.

C. Explanation and instructions for completing the Parole
   Review Summary. This form is completed for each inmate
   eligible for consideration of release. The controlling
   date is the Tentative Parole Month (TPM) as originally
   determined by the State Board of Pardons and Paroles for
   those anticipating parole, and the max-out date for those
   who will discharge from the system. Approximately six
   months in advance of release, and thirty days before the
   form is due, the State Board of Pardons and Paroles will
   notify the facility/center by computer printout of the
   cases it plans to review. The following defines how by
   computer printout:

   1. Section 1. Inmate:

      a. Write out the name of the inmate in last,
         first, middle initial order.

      b. Fill in the ID number; the first two spaces are
         for the prefix, the next segment for the six
         numbers. Refer to the display on page 3-06 of
         the manual for models of the correct format.

   2. Section 2. Case Description:

      a. Type case - Place an X on the line that
         classifies the case. Put an X by "Parole" if
         the inmate has been given a tentative parole
         month by the State Board of Pardons and
         Paroles, or by "Max Out" if the inmate is going
         to discharge from GDC. If the inmate has a life
         sentence put an X in the appropriate space.

      b. Review date - Place an X next to TPM or PCD to
         indicate the type review date.

|Functional Area:
Facilities Operations|Prev. Eff. Date:
10/15/07|Page 5 of
8|
|---|---|---|
|`Functional Area:`
`Facilities Operations`|`Effective Date:`
`07/16/15`|`Reference Number:`
`IIC02-0001`
`(220.07)`|

      1) Tentative Parole Month (TPM) - Enter the
         month and year of the TPM for those being
         paroled, or the month and year of release
         for those who will Max-Out.

      2) Parole Consideration Date (PCD) - Enter
         the month and year of the Parole
         Consideration Date of the inmate who has a
         life sentence.

   c. Type report - If a Parole Review Summary has
      not been written since the inmate entered GDC,
      place an X in the space marked "Initial". Any
      summary written after the "initial" summary is
      to be considered as an "update" summary.

   d. Report Period (RPT) - In the "From" space,
      write the month and year that indicates the
      beginning of the report period covered by the
      Parole Review Summary. In the "To" space, enter
      the month and year that defines the end of the
      period. The period should extend from the date
      the last Parole Review Summary was completed
      through the present. If this is the first
      Parole Review Summary, place "Initial Report"
      in the "to" space.

3. Section 3.Disciplinary Reports and Dispositions:

   a. In an organized manner, list each disciplinary
      incident: include the date of the offense, the
      specific charges, their codes, and the
      disposition. The reports to be included are
      greatest and high only from report period to
      report period.

   b. If it is the initial report, include all of the
      Greatest Severity Offense's and High Severity
      Offense's from the beginning of the inmate’s
      entry into GDC.

|Functional Area:
Facilities Operations|Prev. Eff. Date:
10/15/07|Page 6 of
8|
|---|---|---|
|`Functional Area:`
`Facilities Operations`|`Effective Date:`
`07/16/15`|`Reference Number:`
`IIC02-0001`
`(220.07)`|

4. Section 4.Proposed Plan for Residence/Employment
   Upon Release

   a. Give the name, relationship, and address of the
      most significant person with whom the inmate
      plans to reside upon release. If the address is
      a rural one, please give directions including
      landmarks. If known, give the names and
      relationship of other members of the household.
      Specify the name and address of the future
      employer; include any facts known about the job
      the inmate will hold.

   b. If there is no employment plan, please so state
      on the Parole Review Summary. Then, request
      referral to the Georgia Department of Labor.
      Lack of an employment plan will not keep an
      inmate from being paroled.

5. Section 5. Case Management Summary:

   a. Mental Health: Place an X next to the option
      that indicates the current status of this
      inmate in the Mental Health/Mental Retardation
      Program. "Active" includes inmates currently
      assigned to the case load of a Mental
      Health/Mental Retardation counselor or those
      being treated by one of these specialists at
      the present time. If the inmate is active and
      on medication, please state the type and amount
      of medication as of this writing.

   b. Case Summary: This statement reflects the
      counselor's professional opinion, and
      communicates the status of the inmate to the
      State Board of Pardons and Paroles. Address all
      areas adequately, but concisely. The content
      should be based upon personal observations,
      Work/Activity Performance Reports, and other
      communications from staff members. At a
      minimum, review facility/center adjustment,
      quality of work, level of performance, and

|Functional Area:
Facilities Operations|Prev. Eff. Date:
10/15/07|Page 7 of
8|
|---|---|---|
|`Functional Area:`
`Facilities Operations`|`Effective Date:`
`07/16/15`|`Reference Number:`
`IIC02-0001`
`(220.07)`|

      staff/peer relationships. If the inmate is now
      involved in the Mental Health/Mental
      Retardation Program, describe the progress that
      is being made and the present state of mental
      functioning.

   c. Education: Please state in the narrative
      whether the final TABE score indicates an
      improvement over previous scores and how much.
      Also, indicate completion of any vocational
      and/or academic programs.

      1) Highest TABE Reading: Enter the highest
         reading score that the inmate has ever
         made on the Test of Adult Basic Education.
         Look at all the inmate's TABE test scores,
         because many inmate's take the TABE more
         than twice. Record the score as follows
         and be careful not to enter the average
         score for the reading score.

                      2.3 = 0 2 3

                      10.2 = 1 0 2

      2) Test Date: Enter the number corresponding
         to the month and year as follows:

           January 1987 = 1 87

      3) Academic Program Participation: Check the
         appropriate spaces.

       L/R - Literacy/Remedial Reading

           ABE - Adult Basic Education

           GED - GED Preparation

           Sp Ed - Special Education

6. Section 6.Summary Rating: Overall Facility/Center
   Behavior:

|Functional Area:
Facilities Operations|Prev. Eff. Date:
10/15/07|Page 8 of
8|
|---|---|---|
|`Functional Area:`
`Facilities Operations`|`Effective Date:`
`07/16/15`|`Reference Number:`
`IIC02-0001`
`(220.07)`|

   a. On the basis of the Work Activity Performance
      Reports received during the period and other
      personal and reported observations of overall
      facility/center behavior, place an X after the
      category that best conveys the consensus of the
      staff regarding the performance of this
      individual.

   b. Above average: Performance is above expectation
      of what is considered acceptable. Routinely
      follows facility and departmental policies,
      procedures, and rules and regulations.

   c. Average: Performance is acceptable; nothing
      more, nothing less. Generally completes
      assigned tasks in an appropriate manner. Fairly
      consistent in following the rules and
      regulations, or policies and procedures of the
      facility/center and department.

   d. Below average: Performance is unacceptable and
      often below the level of capability. Many
      times, fails to complete assigned task. Often
      breaks the rules and regulations, or policies
      and procedures of the facility/center and
      department.

7. Section 7. Recommendations:

   a. Release: Mark the type controlling date that
      applies to this inmate. Then mark "No" if the
      summary rating of this inmate is average or
      below, and yes if the summary classification is
      above average.

   b. To date Extension: Write in the total number of
      Tentative Parole Month extension days
      accumulated from all disciplinaries received by
      the inmate.

   c. Reduction of Extension: Mark "No" if you would
      not recommend reducing the total number of
      extension days. This would imply that there has

|Functional Area:
Facilities Operations|Prev. Eff. Date:
10/15/07|Page 9 of
8|
|---|---|---|
|`Functional Area:`
`Facilities Operations`|`Effective Date:`
`07/16/15`|`Reference Number:`
`IIC02-0001`
`(220.07)`|

      not been a substantial improvement in
      performance or behavior. On the other hand, if
      there has been a substantial improvement in
      performance and behavior, and you would
      recommend reducing the number of extension
      days, write in the number of days the time
      should be cut. For these cases, the Case
      Management Summary (noted in Section V above)
      should support the recommendation by indicating
      the specific improvements that have been
      observed in work patterns and behavior.

   d. Signature and Date: Sign and date the form the
      day the section is complete.

8. Section  8.Warden or Superintendent's Statement:

   a. The Statement: the Warden or Superintendent
      should indicate whether the counselor's
      comments present a fair portrayal of the
      inmate. If there is any difference of opinion,
      the alternate view should be presented. In
      addition, if there is other information that
      would be helpful to the State Board of Pardons
      and Paroles, it should be incorporated here.

   b. Summary Rating: The Warden or Superintendent is
      also responsible for marking the general
      classification that seems appropriate for this
      inmate. The factors that should be taken into
      account for each class are as follows:

      1) Above Average: Performance is above
         expectation or what is considered
         acceptable. Routinely follows
         facility/center and departmental policies,
         procedures, and rules/regulations.

      2) Average: Performance is acceptable;
         nothing more, nothing less. Generally
         completes assigned tasks in an appropriate
         manner. Fairly consistent in following

|Functional Area:
Facilities Operations|Prev. Eff. Date:
10/15/07|Page 10 of
8|
|---|---|---|
|`Functional Area:`
`Facilities Operations`|`Effective Date:`
`07/16/15`|`Reference Number:`
`IIC02-0001`
`(220.07)`|

               facility/center and departmental policies,
               procedures, and rules/regulations.

            3) Below Average: Performance is unacceptable
               and often below the level of capability.
               Many times fails to complete assigned
               task. Often breaks facility/center and
               departmental policies, procedures, and
               rules and regulations.

            4) Signature and Date: Sign and date the form
               the day the section is completed.

      9. Section 7. This section will be completed by
         Central Office.

VII. RETENTION SCHEDULE:

   Attachment 1 - Upon completion, a copy of this form will be
   retained in the inmate Administrative case file. Other copies
   routed to Central Office and Parole will be retained in
   accordance with the Retention Schedules for those
   sections/agencies.