Act 84 FAQs  

 

FREQUENTLY ASKED QUESTIONS (FAQ’s)

ACT 84 Documentation Requirements

Updated: July 25, 2012

 

 

Act 84 County Contacts, SCI Act 84 Liaisons, Act 84 County Jail Liaisons

 

1.    When will the effective date of receiving the §9764 a. (documents due upon commitment of an inmate from county correctional institution) 72-hours in advance of commitment to the custody of the Department of Corrections take effect?

 

Effective July 16, 2012, the Department of Corrections will require submission of all mandated commitment documents under §9764 a. 72-hours prior to reception.

 

2.     What documents are required upon commitment under §9764 a.?

 

·        Court Commitment Order form (referred to as DC-300B)

·        Record of adjustment in the county correctional facility, including but not limited to misconduct and escape history information

·        Written notice of current medical or psychological conditions requiring treatment including suicide attempts (captured on the DC-487)

·        All medical records of the county correctional facility relating to the inmate to the extent that those records may be disclosed under Federal and State law. The records shall include admission testing performed by the county and the results of those tests and any testing related to hepatitis, HIV/AIDS, tuberculosis or other infectious disease testing

·        Written notice of current or previously ordered/administered medications (captured on the DC-487)

·        48-hour supply of medication (due upon commitment, not included to be delivered 72-hours in advance)

·        Written statement by the county correctional facility setting forth the following:

o   The dates on which the inmate was incarcerated; and

o   The charges pending against the inmate with the offense tracking number; and

o   The date on which the inmate was released on bail, if any, and a copy of the bail order

o   Any sentencing credit to which the inmate may be entitled

·        A copy of the sentencing order and any detainers filed against the inmate which the county has notice

 

3.     Is there a form that identifies all of these documents for organized information transmittal?

 

Yes, the Department of Corrections has developed and recommends the use of the revised DC-301 Act 84 Information Transmittal form.  This form may be printed and duplicated by the county and will be made available by production from Pennsylvania Correctional Industries in carbon copies.  Part I of this form identifies all of the mandated commitment documents under §9764 a. and the additional documents due within thirty days of sentence under §9764 b.  Part II (page 2) of this form is developed for use with multiple/subsequent commitments.  The DC-301 should accompany the Act 84 mandated documents for organization of delivery/receipt.

 

4.     Who is supposed to receive the DC-301, DC-300B and other mandated commitment documents from the county?  Where are these documents maintained/routed?

 

The DC-301, DC-300B and other mandated commitment documents identified in #2 above are to be received at the Reception Center of delivery from the county (SCI-Pittsburgh, SCI-Camp Hill, SCI-Muncy, or SCI-Graterford).  The documents should be addressed to the appropriate reception facility Records Office.  The DC-300B is to follow the inmate to Diagnostic and Classification, and to the “home” institution.  See the map regarding Diagnostic Reporting Centers:

 

State Correctional Institution (SCI)-Graterford (Region 1)

P.O. Box 246, Rt. 29
Graterford, PA 19426
Telephone: 610-489-4151

 

State Correctional Institution (SCI)-Camp Hill (Region 2)
P.O. Box 8837 - 2500 Lisburn Road
Camp Hill, PA  17001
Telephone: 717-737-4531

 

State Correctional Institution (SCI)-Pittsburgh (Region 3)

3001 Beaver Avenue
Pittsburgh, PA 15233
Telephone: 412-761-1955

 

State Correctional Institution (SCI)-Muncy (All female commitments regardless of Region)

P.O. Box 180
Muncy, PA 17756
Telephone: 570-546-3171

 

5.     How is the overall documentation supposed to be sent (fax/mail/electronic)? 

 

A hard copy may be hand-delivered or mailed.  Fax transmittal is acceptable; however due to concerns of volume such transmittal is not a preferred method for documentation delivery.  For counties that provide frequent receptions to the DOC, the documentation may be prepared by the county and delivered a week in advance with the regularly scheduled delivery.  For counties that provide less frequent receptions to the DOC, recommendations include mailing the documents or coordinating with contiguous counties for hand-delivery the week prior.

 

6.     What about the medical records and notices regarding conditions and/or medications?

 

The medical records from the county correctional facility should be sent with the mandated commitment documents as identified in #2 above.  The records may be sealed and addressed to the appropriate medical department.   The Department has developed and recommends the use of the DC-487 Transfer of Health Information form, to standardize and satisfy the requirement of written notice of current or previously ordered/administered medications and written notice of current or previously ordered/administered medications.

 

 

7.     Concern regarding sending medications for inmates not yet received by the DOC?

 

Medications should not be mailed or delivered in advance.  Medications should be delivered with the inmate.

 

8.     Clerk of courts:  should an itemized statement of cost, fines and restitution be sent in advance so the 20% can be collected from the inmate for disbursement to the County?

 

Statement of cost, fines and restitution should be memorialized on the 300B.  An itemized statement from the Clerk of Courts is encouraged, but not required.

 

9.     Why isn’t the DC-300B and associated paperwork being received by the “home” institution upon transfer?

 

As with the efforts to receive the documentation in advance from the counties, the DOC is evaluating its own internal processes to enhance efficiencies.

 

10.  Are the Counties to start sending a security threat monitoring sheet on all transfers to the state?

 

Director Jim Barnacle, Office of Special Investigations and Intelligence, is requesting that county facilities share with OSII any Security Threat Group (STG) information collected by the counties.  OSII will share with the counties any STG information collected by the Department.  Director Barnacle and Major Kevin Kauffman upon request will provide training and information to county officials.  This initiative is in its infancy, and more information will be provided later in the year.  If you have STG information to share, please forward it to RA-docintel@pa.gov.  If you have any questions regarding this initiative, please contact:

 

James C. Barnacle | Director

Department of Corrections

Office of Special Investigations and Intelligence

PO Box 598 | Camp Hill, PA 17001-0598

Phone: 717.728.2033 | Fax: 717.728.0306

 

or

 

Kevin Kauffman | Major

Department of Corrections | OSII Intelligence Unit

1920 Technology Parkway | Mechanicsburg, PA 17050

Phone: 717.728.2033 | Fax: 717.728.0306

 

11.  Does the DOC not want the PSI included in this packet of information?

 

The documents required in the initial reception packet are established to meet minimum requirements.  However, the PSI is welcomed to be included in the packet.

 

 

 

 

 

12.  Where are bail order documents available?

 

Bail orders would be retrieved from the Clerk of Court/Prothonotary Office of the committing county.  The initial bail orders may be issued from a District Court of origin, but should be forwarded to the sentencing court with the OTN Docket sheets.

 

13.  How will counties know that the DOC received the advanced documentation prior to delivering the inmate?  Who are the contacts?

 

Through efforts of the PA DOC Office of County Inspections and Services (OCIS), other department offices, SCI reception centers and collaboration with county entities; the OCIS will post an accurate list of contacts involved in the Act 84 documentation transmittal process.  This reference list will be maintained on the DOC website under County Prisons.  The DOC will notify the sending county contact, confirmation of receipt of all required documents.  The DOC recommends that the counties create email distribution lists at the county level that will notify all pertinent staff/county entities.  

 

The counties should coordinate information with the respective Reception Center Records Office staff and use the below contacts for any additional concerns:  

 

Questions or concerns should be addressed to:

 

Kay Kishbaugh - Director

Office of County Inspections and Services

PA Department of Corrections | Central Office

1920 Technology Parkway | Mechanicsburg PA 17050

Phone:  717.728.4057 | Fax:  717.728.4180

kkishbaugh@pa.gov | www.cor.state.pa.us

 

 

Denise Wood – Records Administrator

Office of Population Management and Sentence Computation

PA Department of Corrections | Central Office

1920 Technology Parkway | Mechanicsburg PA 17050

Phone:  717.728.2040 | Fax:  717.728.0311

dwood@pa.gov | www.cor.state.pa.us

 

 

Thomas E. Greishaw I Executive Staff Assistant

Executive Deputy Secretary Shirley R. Moore Smeal

PA Department of Corrections | Central Office

1920 Technology Parkway | Mechanicsburg PA 17050

Phone:  717.728.4108 | Fax:  717.728.4178

tgreishaw@pa.gov | www.cor.state.pa.us

 

14.  How were the Act 84 Statistics by County derived?

 

The Act 84 statistics are compiled manually at the diagnostic and classification center (DCC). Future reports will be pulled from the Department’s main frame to more accurately depict actual documentation received and will eliminate the need for manual compilation.

 

Currently, paperwork received for commitments directly to the DCC are reviewed for completeness. For those offenders delivered to the regional diagnostic reception centers, the DCC compiles statistics from the checklists provided by these facilities. This checklist is filled out at the county level and signed by the transporting officer. The margin of error results from one of two things: either actual incomplete documentation or errors on the checklist which in some cases don’t have any items checked off and therefore doesn’t correctly reflect actual documentation that may have been provided. By example, documentation may have been provided to SCI "X", but the signed checklist submitted by SCI "X" to the DCC for inclusion doesn’t contain any checked off information, leaving the person at DCC to enter zeros in the respective columns. In some instances, a county may have submitted everything properly, but the checklist provided to DCC for tracking purposes did not have the proper items checked off, resulting is a jail being “deficient” for that offender.

 

15.  What is the proper protocol for ensuring compliance?

 

It is vital with the effective date of July 16, 2012, that all counties ensure form DC-301 (Part 1) and DC-301 (Part II), if applicable, are filled out correctly. Transporting authorities should verify documentation and place a in the sent column. This will guarantee that all required documentation has been verified at the county level and has been provided. Upon receipt of the offender and the DC-301, DOC staff will place a in the received column. Signatures will be applied by both parties and dated for the record.

 

If a piece of required documentation is not available, the offender should NOT be transferred to the Department. Without complete documentation, protocol will be to turn the offender away and return him /her to the county. 

 

16.  Must we use the new DC-301 (Part I) and DC-301 (Part II), or can we use existing stock of the old form?

    

You will need to use the new DC-301 (Parts I and II) that were emailed to you. You can print the newest version and simply make the necessary copies. The changes made to the form were made to ensure all requirements are met. Forms will be sent to Correctional Industries in the near future for printing. You will be notified when new printed forms are available.

 

17.  Where exactly does the medical records/DC-487 transfer sheet information get sent?

 

See Number 4, above. The DC-487 and any medical information should be sent to the receiving facility listed for your region in advance of transfer. 

 

18.  When would I use the DC-301 (Part II)? Can you cite an example?

 

Part II should be used when an offender has multiple commitments i.e. cases. For example, the offender is arrested and detained on Case A, and later offender is arrested on a separate Case B. Offender gets sentenced on both Case A and B. While the medical information and adjustment information apply to the person – we need a court commitment order for Case A and Case B. We also need items such as the bail information/incarceration dates for both Case A and B. The additional information required - the PSI/Official Version/guilty pleas transcript/preliminary hearing transcript, criminal complaint/affidavit; final sentence guidelines; sealed sentence order, sentence colloquy and court commitment orders is also needed for both Case A and Case B.

 

If an offender is sentenced to additional charges after already being committed to the DOC, the information outlined on Part II is needed for those additional cases.