FLORIDA DEPARTMENT OF JUVENILE JUSTICE Rick Scott, Governor Wansley Walters, Secretary JUVENILE JUSTICE INFORMATION SYSTEM (JJIS) BUSINESS RULES FOR DATA ENTRY SUBJECT: TRANSFERS- DISPOSITION AND JURISDICTION Purpose and Scope This rule outlines the process for capturing transfers in JJIS. It is important these rules be followed correctly for consistency in youth records across the state. Transfer of Disposition: Data Entry From Intake Web, go to Modules, Referral, Disposition Select the charge(s) that have been transferred and click Add Dispo button Disposition Date: Transf Dispo to Another Cnty (Del/Jud) The date the judge signed the order No (unless sending judge specified) The sending county The referral is left open until the receiving county adds their referral to JJIS. See below for remainder of information. Receiving County Responsibility: From Intake Web, click Add New Referral and select your circuit s intake processing program Click OK to begin the wizard once you view the pop-up message Step 1: Admit Date is the date the transfer order was received in the receiving county Admit Time is the time on date stamp if available; otherwise use time of data entry Admit Reason is Transfer from another county/unit for disposition
Step 2-5: Step 6: Step 7: Review/Add/Update as needed Origin of referral is Court Unit Circuit and Unit Assigned are the receiving Circuit and Unit Law Enforcement information is not required Add New Charge, Statute Selection 99999.01 Disposition Transferred From Another County Complete Charge Association- select the charge with the matching Transfer Disposition disposition (most serious count is selected if there are multiple counts) If multiple court cases are transferred, a charge and charge association is added for each docket number, not for each count within each docket number All orders signed on the same date are entered on the same referral Court Docket Number is the new docket number assigned by the receiving clerk Offense Date is the date the ordered was signed by the sending judge Offense Time and Offense Address are not required Three charge questions are not applicable and No Victim box must be checked (any victim information was previously entered on the original charge) Once Referral is completed (Wizard is completed), notify the sending county they may close their referral. From Intake Web, go to Modules, Referral, Close Charges Select the charge(s )that was transferred and disposed, click Close Charges button Click referral link to update placement Click Select to Release link Release Reason is Transferred Release Date is the date the receiving county added their referral Save and close, re-select charge(s) and click Close Charges 2
Transfer of Jurisdiction: From Intake Web, go to Modules, Referral, Disposition Select the charge(s) that have been transferred and click Add Dispo button You will be adding a Secondary Disposition. If two dispositions already exist, contact your DIO for assistance. Transf Jurisdiction- Commitment (includes CR) Transf Jurisdiction- Probation (includes PCP) Disposition date: The date the judge signed the order No The sending county The referral is left open until the receiving county adds their referral to JJIS. See below for remainder of information. Receiving County Responsibility: From Intake Web, click Add New Referral and select your circuit s intake processing Click OK to begin the wizard once you view the pop-up message Step 1: Step 2-5: Step 6: Admit Date is the date the transfer order was received in the receiving county Admit Time is equal to time on date stamp if available; otherwise use time of data entry Admit Reason is Court Order Review/Add/Update as needed Origin of referral is Court Unit Circuit and Unit Assigned are the receiving Circuit and Unit Law Enforcement information is not required Step 7: Add New Charge, Statute Selection 99999.08 Court Ordered Case Transfer Complete Charge Association- select the charge with the matching Transfer Jurisdiction disposition (most serious count is selected if there are multiple counts) 3
If multiple court cases are transferred, a charge and charge association is added for each docket number, not for each count within each docket number All orders signed on the same date are entered on the same referral Court Docket Number is the new docket number assigned by the receiving clerk Offense Date is the date the ordered was signed by the sending judge Offense Time and Offense Address are not required Three charge questions are not applicable and No Victim box must be checked (any victim information was previously entered on the original charge) Once Referral is completed (Wizard is completed), make sure the new referrals are assigned to the new JPO. Go to Modules, Referral, Disposition Select the new Court Ordered Case Transfer charge(s) and click Add Dispo button Disposition Date: Exact match of the primary disposition of the original/sent charge(s) The date the case(s) was received in the receiving county Exact match of the primary disposition of the original/sent charge(s) The receiving county Once disposition is saved, you will move to the Placements screen For probation cases: Select Intervention-Probation Admit reason is Transfer from another DJJ unit Custody Unit is your probation unit The dates will default to match the disposition date For committed- pending placement: For transfers within the same circuit, contact your DIO for assistance with the placement For committed- currently in program: 4
It will appear to be creating a new Committed- Pending Placement but the placement will not be generated Contact your DIO to move the commitment placement to the new referral ID For committed- on conditional release: New Committed-Pending Placement will be generated for the new circuit Contact your DIO to change the Committed-Pending Placement to the new CR placement and to correct the legal status (admit reason is change of referral- continued placement) Once referral and placement are created in JJIS, notify the sending county. Note: For committed-pending placement: Prior to closing, contact the commitment manager who did the conference summary. They will need to change the referral ID on the conference summarycommitment and edit to the waiting record to use the new referral ID created in the receiving county. From Intake Web, go to Modules, Referral, Close Charges Select the charge(s )that was transferred and disposed, click Close Charges button Click referral link to update placement Click Select to Release link Release Reason is Transferred Release Date is the date the receiving county added/disposed their referral Save and close, re-select charge(s) and click Close Charges Note: For committed-on conditional release, the release reason is change of referral- continued placement The sending county is not to create any placements for the receiving county. Original post date: January 25, 2013 5