Warrant Confirmation - The Management System Parking · PDF file... and 8.2.4 in ISO 9001:2000...

Document Number:

CTS-WKI-503 Revision Number:

1

Approved By: Georgette Johnson Effective Date: 12/01/09

Description Last Change:

Initial Release

Document Title: Warrant Confirmation 7.1, 7.5, 8.2.3, and 8.2.4 in ISO 9001:2000 & 4.4.6 and 4.5.1 in ISO 14001:2004, 4.4.5 & 4.5.3 in OHSAS 18001:1999

PURPOSE

This work instruction establishes the daily processes for the City Detention Center Warrant

Confirmation Clerks and the Lew Sterrett Warrant Confirmation Clerks.

SCOPE

This work instruction shall apply to all City Detention Center Warrant Confirmation Clerks and

the Lew Sterrett Warrant Confirmation Clerks.

RESPONSIBILITY & AUTHORITY

Court Specialist Supervisors shall take responsibility and ensure that all Court Specialist follow

the process as outlined.

SAFETY

Ergonomically arranged workplace.

ENVIRONMENT

Recycled Paper. Print Cartridges Recycled.

PROCEDURE

I. LEW STERRETT

6:00 AM TO 2:30 PM

1. At 6:00 am daily, the Lew Sterrett Supervisor must contact the City Detention Center

Warrant Confirmation Clerk to ensure proper transfer of the Warrant Confirmation

telephone lines.

2. The Lew Sterrett Supervisor must ensure receipt of the following items.

2.1. Completed Warrant Confirmation Prisoner Log CTS-FRM-523.

Document Number:


1



Initial Release


2.2. Completed Lew Sterrett Prisoner Release Report CTS-FRM-524.

2.3. Warrant Confirmation Sheet for all confirmed warrants.

2.4. AIS City Queue detailing arrested Defendants with Class C Misdemeanor

violations.

2.5. Warrant Confirmation Detailed Totals Slip listing the Defendants name and case

numbers of confirmed warrants.

2.6. Warrant Confirmation Totals Slip detailing the number of warrants confirmed.

2.7. Out of Town Agency teletype reports for confirmed warrants.

3. Performance of daily task.

3.1. Lew Sterrett Court Clerk must prepare the Arraignment Docket.

3.1.1. Lew Sterrett Court Clerk must pick-up Bump Cards from Dallas County

identifying all Class C Misdemeanor arrests and Warrants Only Arrest

Reports from Dallas Police Department, and process Defendants for the

first scheduled arraignment docket.

3.1.2. Lew Sterrett Court Clerk must verify and correlate each arrested

individuals’ names and associated documents to the Defendants’ names

listed on the City Fines Queue on the Dallas County Adult Information

System (AIS) to ensure that eligible Defendants are docketed for court.

3.1.3. Lew Sterrett Court Clerk must print a court list for Dallas County Sheriff’s

Office identifying all Defendants scheduled to appear on the scheduled

arraignment docket.

3.1.4. Lew Sterrett Court Clerk must print the Court docket, Judgments and

Waivers prior to the scheduled arraignment docket.

3.1.5. Lew Sterrett Court Clerk must promptly appear before the Court and

accompany the Judge and Bailiff to the courtroom.

Document Number:


1



Initial Release


3.1.6. Upon completion of Court, the Lew Sterrett Court Clerk must return to the

office immediately and process court dispositions, release authorizations,

update AIS, and update the City of Dallas MF/U System.

3.1.7. Upon completion of all updates the Lew Sterrett Court Clerk must pick up

Bump Cards, Warrants Only Arrest Reports and begin preparation of the

4:00 pm Arraignment Docket.

3.2. Lew Sterrett Warrant Confirmation Clerks should ensure that they follow all

processes and procedures, and complete daily, a Warrant Confirmation Prisoner

Log CTS-FRM-523 (detailing all warrants confirmed) and a Lew Sterrett Release

Report CTS-FRM-524 (detailing all prisoners released). These documents must

be submitted daily to the on duty Supervisor.

3.3. Each Day the Lew Sterrett Warrant Confirmation Clerk must print the following

documents at the end of the shift and submit documents to the on duty Supervisor

for verification.

3.3.1. AIS City Queue detailing arrested Defendants with Class C

Misdemeanor violations.

3.3.2. Warrant Confirmation Detailed Totals Slip listing the Defendants name

and case numbers of confirmed warrants.

3.3.3. Warrant Confirmation Totals Slip, detailing the number of warrants

confirmed.

3.3.4. Out of Town Agency teletype reports for confirmed warrants.

3.4. Lew Sterrett Clerks assigned to the Customer Service Window must follow all

processes and procedures.

Document Number:


1



Initial Release


3.4.1. Lew Sterrett Clerks must be at the Customer Service Window

at 6:00 am promptly.

3.4.2. Lew Sterrett Clerks must begin their daily closeout at 2:00 pm

to ensure all functions of the shift are properly closed out.

3.4.3. Lew Sterrett Supervisor must ensure a smooth transition of

shift closeouts.

3.5. Lew Sterrett Clerks must provide Quality Customer Service to both internal and

external customers.

4. The on duty Supervisor must review all the documents for both the City Detention

Center Warrant Confirmation Clerks and the Lew Sterrett Warrant Confirmation

Clerks (6:00 am to 2:00 pm) as outlined in section 3.3 within 24 hours as a measure of

Internal Control to ensure that all confirmations resulted in each confirmed Defendant

being arrested.

4.1. To verify other Agency arrest, the Supervisor must contact the Arresting Agency

and confirm that the Defendant was arrested.

4.2.Upon completion, the Supervisor must complete a daily Warrant Confirmation

Verification Log CTS-FRM-525.

4.3. If it is determined that the arrested individual was not arrested, the associated

warrant must be reactivated and returned to the active warrant file prior to the end

of the shift.

II. LEW STERRETT

2:00 PM TO 10:30 PM

1. At 2:00 pm daily, the incoming Lew Sterrett Supervisor must meet with the previous

shift Supervisor to discuss outstanding issues or concerns.

Document Number:


1



Initial Release


2. At 10:00 pm daily, the Lew Sterrett Supervisor must coordinate with the City

Detention Center Warrant Confirmation Clerks to ensure proper transfer of the

Warrant Confirmation telephone lines.

2.1. Lew Sterrett Supervisor must fax the following documents to the City Detention

Center Warrant Clerk daily from both shifts.

2.2.Confirmation Prisoner Log CTS-FRM-523 (detailing all warrants confirmed).

2.3.Warrant Confirmation Sheets for all confirmed warrants.

2.4. Lew Sterrett Prisoner Release Report CTS-524 (detailing all prisoners released).

2.5. Lew Sterrett Supervisor must ensure that the arrest report printer has an

adequate supply of paper prior to closing out the shift.

3. Performance of Daily task.

3.1. Lew Sterrett Clerks assigned to the Customer Service Window must follow all

processes and procedures.

3.1.1. Lew Sterrett Clerks must be at the Customer Service Window at

2:00pm promptly.

3.1.2. Lew Sterrett Clerks must begin their daily closeout at 10:00pm to ensure

all functions of the shift are properly closed out.

3.1.3. Lew Sterrett Clerks must ensure that all customers in line at

10:00pm are serviced prior to closure.

3.1.4. Lew Sterrett Supervisor must ensure a smooth transition of

shift closeouts.

3.2. Lew Sterrett Warrant Confirmation Clerks should ensure that they

follow all processes and procedures, and complete daily, a Warrant

Confirmation Prisoner Log CTS-FRM-523 (detailing all warrants confirmed)

and a Lew Sterrett Release Report CTS-FRM-524 (detailing all prisoners

Document Number:


1



Initial Release


released). These documents must be submitted daily to the on duty

Supervisor.

3.3. Each day the Lew Sterrett Warrant Confirmation Clerk must print the

following documents at the end of the shift and submit the documents to the

on duty Supervisor for verification.

3.3.1. AIS City Queue detailing arrested Defendants with Class C

Misdemeanor violations.

3.3.2. Warrant Confirmation Detailed Totals Slip listing the Defendants

name and case numbers of confirmed warrants.

3.3.3. Warrant Conformation Totals Slip, detailing the number of

warrants confirmed.

3.3.4. Out of Town Agency teletype reports for confirmed warrants.

3.4. Lew Sterrett Clerks will provide Quality Customer Service to both

internal and external customers.

4. The on duty Supervisor must review all the documents in section 3.3 within 24 hours

as a measure of Internal Control to ensure that all confirmations resulted in each

confirmed Defendant being arrested.

4.1. To verify other Agency arrest, the Supervisor must contact the Arresting

Agency and confirm that the Defendant was arrested.

4.2. Upon completion, the Supervisor must complete a daily Warrant Confirmation

Verification Log CTS-FRM-525.

4.3. If it is determined that the arrested individual was not arrested, the associated

warrant must be reactivated and returned to the active warrant file prior to the

end of the shift.

Document Number:


1



Initial Release


III. CITY DETENTION CENTER WARRANT CONFIRMATION CLERKS

10:00 PM TO 6:30 AM

1. At 10:00 pm daily, the City Detention Center Warrant Confirmation Clerks must

ensure proper transfer of the Warrant Confirmation telephone lines.

2. The City Detention Center Warrant Confirmation Clerks must ensure receipt of a

completed copy of the Warrant Confirmation Prisoner Log CTS-FRM-523, Warrant

Confirmation Sheets, and Lew Sterrett Prisoner Release Report CTS-FRM-524 from

the Lew Sterrett Supervisor daily.

3. Performance of Daily task.

3.1. Warrant Confirmation Clerks must answer incoming calls from Law

Enforcement Agencies and confirm outstanding warrants.

3.1.1. City Detention Center Warrant Confirmation Clerk must complete a

Warrant Confirmation Prisoner Log CTS-FRM-523 (detailing all warrants

confirmed) and a Lew Sterrett Release Report CTS-FRM-524 (detailing

all prisoners released), daily. Both reports must be faxed at 6:00am daily

to the Lew Sterrett Supervisor.

3.1.2. Each day the City Detention Center Warrant Confirmation Clerk

must print the following documents at the end of the shift and

fax documents at 6:00am daily to the Lew Sterrett Supervisor

for verification.

3.1.2.1 AIS City Queue detailing arrested Defendants with

Class C Misdemeanor violations.

3.1.2.2.Warrant Confirmation Detailed Totals Slip listing the

Defendants name and case numbers of confirmed

warrants.

Document Number:


1



Initial Release


3.1.2.3.Warrant Confirmation Totals Slip, detailing the number of

warrants confirmed.

3.1.2.4.Out of Town Agency teletype reports for confirmed

warrants.

3.1.3. City Detention Center Warrant Confirmation Clerks must forward

Regional Agency teletypes as required through the Detention Center

Sergeant or via fax.

3.1.4. City Detention Center Warrant Confirmation Clerks must process requests

for prisoner transfers and properly complete the associated Prisoner

Transfer Log CTS-FRM-522, and ensure that all prisoner transfer

information is complete.

3.1.5. City Detention Center Warrant Confirmation Clerks must provide a

prisoner release accounting to Dallas County daily at 12:30 am. The City

Detention Center Warrant Confirmation Clerks must complete an accurate

accounting of all prisoners released by both Lew Sterrett and the City

Detention Center Warrant Confirmation staff by 12:00 am.

3.2. All City Detention Center Warrant Confirmation Clerks must provide

Quality Customer Service to both internal and external customers.

3.3. Processing of Cash and Surety Bonds.

3.3.1. The City Detention Center Clerks must review the Adult

Information Systems (AIS) to ensure that no additional Class C charges

are pending.

3.3.2. The City Detention Center Clerk must collect the accurate monetary

amount of money when processing cash bonds, and properly update all

surety information in the Cash Handling System.

Document Number:


1



Initial Release


3.3.3. The City Detention Center Clerk must obtain arrested Defendants

signatures for the purpose of posting bonds, by faxing the Surety Bonds to

the associated Law Enforcement Agency where the Defendant is being

detained. If an arrestee is detained at the Dallas County Lew Sterrett

facility, the City Detention Center Clerk must fax the bond information to

214.653.5984 and verify receipt by calling Dallas County at 214.761.1302.

3.3.4. The City Detention Center Clerk prior to requesting a prisoner’s release,

must advise the City Detention Center Sergeant and satisfy all release

requirements (providing documentation from other agency, provide bond

out documents, etc.) so that the Sergeant can arrange and process the

necessary documents for the prisoner release.

3.4. Processing payments of fines and fees.

3.4.1. Only one City Detention Center Warrant Confirmation Clerk will be

responsible for conducting Cashiering duties daily.

3.4.2. Upon request, the on duty Sergeant must provide the City Detention

Center Warrant Confirmation Clerk with cashiering bank (cash box), cash

drawer key, credit card machine, bank deposit bag, and the Armored

Courier Deposit Book.

3.4.3. Upon receipt of the items in 3.4.2. the City Detention Center Warrant

Confirmation Clerk must sign CTS-FRM-526 City Detention Center

Cashier’s Bank Log acknowledging receipt.

3.4.4. The City Detention Center Sergeant must sign CTS-FRM-526 City

Detention Center Cashier’s Bank Log verifying issuance of items in 3.4.2.

3.4.5. The City Detention Center Warrant Confirmation Clerk is responsible for

ensuring that the cashier’s drawer is locked at all times.

Document Number:


1



Initial Release


3.4.6. All Capias Pro Fines must be paid in full prior to a prisoner being

released.

3.4.7. The City Detention Center Clerk must collect the accurate monetary

amount, properly update the Cash Handling System, and request

assistance in processing prisoner releases from the City Detention Center

Sergeant.

3.4.8. The City Detention Center Warrant Confirmation Clerk must provide the

supporting documents for all prisoner release request and under no

circumstances, will the City Detention Center Warrant Confirmation Clerk

forward a request for a prisoner to be released to another agency (this is

the sole responsibility of the City Detention Center Sergeant).

3.5. City Detention Center Clerks must follow and adhere to the

Departmental Cashier Closeout Procedures, as specified in ISO Procedures.

3.6. City Detention Center Clerks should not process Cash/Surety Bonds after 6:00

am. At 6:00 am City Detention Center Clerks must:

3.6.1. Print Closeout Summary and Credit Card Machine reports.

3.6.2. Prepare Closeout Summary for all monies received.

3.6.3. Prepare the bank deposit slip and bank deposit bag, which must be verified

by the on duty Sergeant.

3.6.4. Record the deposit amount in the Armored Courier Deposit Book, and

affix the bar-coded label to the deposit bag.

3.6.5. The City Detention Center Warrant Confirmation Clerk must record the

following information on the CTS-FRM-527 City Detention Center

Deposit Log: Date; Bank Bag Document ID#; $ Amount of deposit;

Deposit Warrant #.

Document Number:


1



Initial Release


3.6.6. The City Detention Center Warrant Confirmation Clerk must sign the log,

and the on duty Sergeant must sign acknowledging receipt of the deposit.

3.6.7. The City Detention Center Warrant Confirmation Clerk must return the

cashier’s bank (cash box), cashier drawer key, credit card machine, and

the Armored Courier Deposit Book.

3.6.8. The City Detention Center Warrant Clerk and on duty Sergeant must sign

CTS-FRM-526 City Detention Center Cashier’s Bank Log acknowledging

receipt of return of all the items listed on 3.6.7.

3.6.9. The on duty Sergeant must ensure that all monies are counted and properly

secured.

3.6.10. City Detention Center Warrant Confirmation Clerk must ensure

communications with the Lew Sterrett Supervisory staff as outlined prior

to the close of their shift.

3.6.11. The following must be submitted to the Assistant Director.

3.6.12. Cashier’s Closeout Summary must be submitted daily.

3.6.13. Deposit Warrant must be submitted daily.

3.6.14. Weekly Activity Report must be submitted every Sunday.

3.6.15. Monthly Activity Report due by the 5th of each month.

REFERENCES

CTS-PRO-501 Collection Activities

RECORDS

Computer Generated Confirmation Sheets

CTS-FRM-522 Prisoner Transfer Log

CTS-FRM-523 Warrant Confirmation Prisoner Log

CTS-FRM-524 Lew Sterrett Prisoner Release Report

Document Number:


1



Initial Release


CTS-FRM-525 Warrant Confirmation Verification Log

CTS-FRM-526 City Detention Center Cashier’s Bank Log

CTS-FRM-527 City Detention Center Deposit Log

Warrant Confirmation - The Management System Parking · PDF file... and 8.2.4 in ISO 9001:2000...

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