Transition and Treatment Funding Program

Idaho
Department of
Correction

Standard
Operating
Procedure
Title:
Transition Funding Program

Page:
1 of 16

Control Number:
607.26.01.013
Version:
5.0
Adopted:
08/08/2002

Bree Derrick, deputy director, approved this document on 09/08/2021.
Open to the public: Yes
SCOPE
This standard operating procedure (SOP) applies to department staff involved in the overall
case management of incarcerated residents and Probation and Parole clients who need
limited financial support for housing and other transitional services pursuant to this SOP,
whether housed in IDOC correctional facilities or under the supervision of the Division of
Probation and Parole.
Revision Summary
Revision date (09/08/2021) version 5.0: Updated terminology to conform with current
standards, clarified and updated processes throughout document, and added new sections
describing alternative/backup funding procedures and expired funding.
TABLE OF CONTENTS
A. Statutory Authority ............................................................................................................ 2
B. Board of Correction IDAPA Rule Number 06.02.02 .......................................................... 2
C. Governing Policy Number 607 ......................................................................................... 2
D. Purpose ........................................................................................................................... 2
E. Responsibility ................................................................................................................... 2
F. Definitions ........................................................................................................................ 2
G. Standard Procedures ....................................................................................................... 2
1. Introduction .............................................................................................................. 2
2. Funding Eligibility ...................................................................................................... 2
3. Funding Exceptions .................................................................................................. 4
4. Use of Funds ............................................................................................................ 4
5. Funding Priority ........................................................................................................ 5
6. Funding Request and Approval Process .................................................................. 6
7. Expired Funding ......................................................................................................14
8. Housing Provider List (HPL) ....................................................................................14
9. Alternative (Backup TTF Funding Procedures) – Emergency Use Only ...................15
References ..........................................................................................................................16
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A. STATUTORY AUTHORITYB. BOARD OF CORRECTION IDAPA RULE NUMBER 06.02.02
Rules Governing Release Readiness
C. GOVERNING POLICY NUMBER 607
Correctional Education and Programs
D. PURPOSE
The purpose of this standard operating procedure (SOP) is to identify requirements for
providing limited funding support to IDOC residents and Probation and Parole clients so they
might gain housing and other transitional services that are necessary to promote stability in
the community. Transitional funding is for residents and supervised clients who have no
means of financial support to assist in their reintegration into the community.
E. RESPONSIBILITY
Reentry Manager
The Reentry Manager is responsible to oversee transition funding and compliance with
this SOP.
Facility Heads and District Managers
Facility Heads and District Managers are responsible for implementing this SOP and
ensuring that staff members practice these procedures.
F. DEFINITIONS
None
G. STANDARD PROCEDURES
1. Introduction
Transition funding is a temporary and short-term solution for IDOC residents or clients who
lack resources for housing, transportation, birth certificates, interstate compact application
fee, or any combination of these transitional services.
While the IDOC may temporarily provide this type of funding, residents and clients should be
directed to access appropriate long-term housing resources and only utilize transition
funding as the last option.
All funding approvals are contingent on budget appropriations and allowable expenses.
2. Funding Eligibility
Residents and clients may be eligible to receive funding for housing, transportation, birth
certificate fees, interstate compact application fees, or any combination of these transitional
services when the following funding criteria is met:
a. All other alternative housing options and resources have been exhausted and;
b. The resident or client lacks the financial resources to pay out-of-pocket.
c. For the purpose of this SOP, alternative housing options and resources means:
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i. Living accommodations
ii. Financial support, or community support obtained via family members and
friends
iii. Emergency shelter, Medicaid, Social Security, or Health and Welfare funding
d. TTF funding requests that are submitted due to the resident’s or client’s inability to gain
employment due to a CIS-documented medical or mental health issue will automatically
be eligible for TTF funds.
e. Riders:
i. Cannot have more than $300.00 total credited to their resident bank account
during the last six months of incarceration.
ii. Must have an estimated programing completion date.
f. Parole Violators:
i. Cannot have more than $300.00 total credited to their resident bank account
during the last six months of incarceration.
ii. If they are currently in county jail and have no means of financial support or
outside resources that can contribute towards their housing or transitional
services (as verified by the probation and parole officer), they will meet funding
criteria.
g. Termers:
i. Cannot have more than $700.00 total credited to their resident bank account
during the last twelve months of incarceration.
ii. Must have a tentative parole date.
iii. Funding for housing may or may not be available for residents who satisfy their
sentence. For residents who satisfy their sentence, housing will be considered on
a case-by-case basis.
h. Clients:
i. Must be unemployed or there must be extenuating circumstances such as an
illness, employment layoff, or other crucial reason that prevents them from paying
rent or other transitional services.
ii. Must be at risk of becoming homeless.
iii. Must not have utilized more than two 30-day housing authorizations in a 12-
month period. The 12-month period will go back as far as the date released from
prison when that release occurred within the same 12-month period.
iv. Clients who were deemed ineligible for TTF funding while incarcerated will not
be eligible for TTF funding while on supervision until 30 calendar days after their
official release date. They must follow their approved release plan, or the
Probation and Parole Officer must seek alternative housing options and
resources as defined above in this section.
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v. If a client self-paid for 30 days of housing prior to their Probation and Parole
Officer requesting 30 days funding by IDOC, the Probation and Parole Officer
needs to phone the provider to obtain the client’s self-paid ‘rent end date’ and
provide that date in the TTF funding request. This ensures that rent is not double
paid and the client receives their full 30 day TTF-funded stay.
vi. Clients must not be directed to move into a transitional house without the
Probation and Parole Officer first obtaining funding approval from TTF.
3. Funding Exceptions
a. TTF Coordinator
i. The TTF Coordinator or designee can make exceptions up to $100.00 over the
funding eligibility totals described in section 2 of this SOP.
ii. When considering whether the resident will be responsible for self-paying a
portion of their transitional funding, the TTF Coordinator or designee will
determine how much over the credited amount described in section 2 of this SOP
(as applicable) the incarcerated resident’s bank account shows.
For example, if the resident is a parole violator and has had $500 total credited to
their resident bank account during the last six months of incarceration, then they
would be $200 over the allowable $300 limit, assuming they have not paid any
court-ordered obligations.
iii. Once it is determined how much the resident is over the allowable limit, the TTF
Coordinator or designee will determine what the individual will self-pay:
A. For people who are over the threshold but have less than 1/2 of what is
being requested, IDOC pays the total plus 1.
B. For people who are over by an amount that’s equal to 1/2 of what is
requested, the resident pays half.
b. Institutional Program Manager or District Manager
i. Upon receiving a funding denial from the TTF Coordinator or designee,
Institutional Case Managers and Probation and Parole Officers may staff the
decision with their Institutional Program Manager or District Manager, as
applicable.
ii. If the Institutional Program Manager or District Manager feel that the funding
decision should be reconsidered based on the circumstances surrounding that
individual’s case, then the Institutional Program Manager or District Manager may
email the Reentry Manager or designee the facts and reasons why the additional
exception should be granted.
iii. The Reentry Manager or designee has the authority to approve or deny the
additional exception based on the facts received.
4. Use of Funds
a. Housing
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i. If approved, housing costs will be funded for 30 days at a time, up to a maximum
of 60 days total.
ii. It is the intent of the TTF program that potential recipients become self-
supporting as quickly as possible, so an additional 30 days of funding is not a
guarantee and staff must apply for each 30 day period separately.
iii. The initial funding amount approved will be for the minimum amount necessary to
establish initial residency. Staff must always consider a housing option at the tier
2 (preferred) or tier 3 (premium) rate before tier 1 (minimum) when submitting
funding requests for housing.
iv. All IDOC-approved housing providers will be tiered at a tier 1 (minimum
standard), tier 2 (preferred standard), or tier 3 (premium standard) no later than
January 2, 2022.
v. Until an approved provider is tiered, the provider will continue to receive their
current housing rates, unless they opt-out of being a provider prior to January 2,
2022.
vi. A registered sex offender can receive approval for an additional 30 days of
housing (a total of 90 days) if there are extenuating circumstances such as an
illness, employment layoff, or other reason deemed crucial by the district
manager or designee prior to submitting the TTF funding request.
b. Transportation to Supervising District
i. Funding will be available to cover transportation expenses from prison to a
resident’s supervising district.
ii. Staff must always consider available lower cost transportation options first when
submitting funding requests for transportation.
c. Birth Certificate Fees
i. Transition funding may be used for a birth certificate application processing fee.
ii. The birth certificate fee (when approved for funding) can only be funded once
during the individuals’ entire period of incarceration or supervision.
d. Interstate Compact Application Fee
i. Transitional funding may be approved for the interstate compact application
processing fee.
ii. There must be a reentry plan to an out-of-state location to ensure successful
reentry.
iii. The interstate compact application processing fee may be funded up to two times
only; this allows for a second chance at an interstate transfer in the event the first
option falls through.
5. Funding Priority
a. The transitional funding budget is a finite resource. Based on annual budget constraints,
priorities are set to ensure adequate funding is available to meet needs intended under
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this policy. TTF funding requests are processed and considered daily in the following
priority:
i. Supervised probationers and parolees (housing and interstate compact
application fees)
ii. Riders and parole violators (housing, transportation, and interstate compact
application fees)
iii. Termers (housing, transportation, and interstate compact application fees)
iv. Birth certificate fees
v. Termers who are satisfying their sentence. Housing will be considered on a case-
by-case basis; all other services available to termers will have priority.
6. Funding Request and Approval Process
a. Institutional Case Managers must review a resident’s bank account and deduct from the
credited balance any payments made for court-ordered obligations that were made
during the six-month or twelve-month period (as described in section 2 of this SOP)
before submitting a funding request form. The remaining balance will be the amount TTF
will consider for funding eligibility purposes.
b. Institutional Case Managers must submit funding request forms no earlier than five
weeks or no less than two weeks prior to the resident’s projected release date.
c. Unless the provider informs the Institutional Case Manager that a bed is no longer
available for the resident, Institutional Case Managers must not request any changes to
an already approved authorization if less than two weeks remain before the resident’s
projected release date. The Reentry Manager may allow an exception if contacted by the
Program Manager.
d. Probation and Parole Officers may submit funding requests on an as needed basis, but
no earlier than one week prior to the initial projected move-in date or second month’s
rent start date.
e. Whether an Institutional Case Manager or Probation and Parole Officer, the most recent
funding decision will always supersede the previous funding decision and the previous
funding decision will be null and void; therefore, requiring a new funding request to be
submitted should funding continues to be pursued.
Table 6-1: Institutional Staff Process
Functional Roles and
Responsibilities Step Tasks
Case Manager 1
a. If housing or transportation is needed:
i. Submit the Request for Information (RFI) for approval.
b. If another transitional service is need:
i. Skip to step 4
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Functional Roles and
Responsibilities Step Tasks
Probation and Parole
Officer 2
a. Complete an investigation of the release plan.
b. Document the outcome in the ‘parole plan module’ of
Reflections.
c. Reflections will auto-generate an email notification to the
case manager, parole coordinator, and PPO.
Case Manager 3
Check the ‘parole plan module’ in Reflections to see if the
resident’s proposed release plan and transitional housing location
has been entered and if it has not, enter it.
Case Manager 4
a. Review the resident’s case file and resident bank account
balances to see if they qualify for transitional funds in
accordance with section 2 of this SOP.
b. Interview the resident to verify that they do not have family
or friends who can help with funding or have an
acceptable housing option available to them.
i. If the resident does not qualify for transitional funds,
you may still submit the TTF funding request, but
explain to the resident that they will most likely be
denied funding unless their family or friends can help
secure partial funding. You may also choose to end the
process here until the resident is in a better position to
qualify.
Case Manager 5
a. If housing is needed:
i. Consult with the resident on transitional housing
placement options. Have the resident consider a
provider tiered at the preferred (tier 2) or premium
standard (tier 3) over a provider tiered at the
minimum standard (tier 1). See section 4 of this
SOP for additional information regarding tiers.
ii. Facilitate the transitional housing application
process and contact the provider to arrange for
housing placement based on the resident’s
projected release date.
iii. Identify associated costs for rent and deposits.
b. If another transitional service is needed:
i. Do not complete any tasks in step 5; proceed to
step 6.
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Functional Roles and
Responsibilities Step Tasks
Case Manager 6
a. Complete a Facilities Transition Funding Request form.
This form is in Laserfiche format and is located on EDOC
on the ‘Reentry Services’ page
b. If submitting the form for housing, transportation, or
interstate compact application purposes, you must not
submit the form earlier than five weeks or no less than two
weeks prior to the resident’s projected release date. A
form submitted outside of that timeframe will automatically
be denied by the TTF Coordinator or designee. See
section 6 of this SOP for additional information.
c. If submitting the form for housing and the housing provider
does not appear in the ‘provider’ field dropdown list,
please select ‘X: Not on List’ and provide the provider
name, address, and phone number in the comment
section of the form and the TTF Coordinator will provide
further instruction if the request is approved.
TTF Coordinator or
designee 7
a. Review the request, and if submitted too early or too late,
automatically deny the request.
b. Review the resident’s bank account to verify that they
meet the funding criteria in accordance with section 2 of
this SOP.
c. Log all applicable information and funding decision into
the TTF spreadsheet.
d. Email the Case Manager and Transitional Housing
Services Contractor the results of the funding decision.
i. Title the email subject “TH Funding Decision
[Resident’s IDOC Number] and [Resident’s Last
Name].”
ii. If the housing provider is not an assisted living
facility and is not listed on IDOC’s approved
housing list (see section 8 of this SOP), let the
Case Manager know in the funding decision what
documentation they need to tell the assisted living
provider to submit to the TTF email box when the
resident arrives their facility and is provided a bed.
TTF will not pay the assisted living provider until
the provider confirms that the resident has
checked into the residence. Beginning June 1,
2021, IDOC will no longer approve housing for a
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Functional Roles and
Responsibilities Step Tasks
traditional transitional housing provider that is not
on IDOC’s approved housing list.
iii. If the provider is on IDOC’s approved housing list,
include in the funding decision email the name of
the provider, whether the resident has a cost-share
responsibility and the amount, whether the resident
is required to register as a sex offender, and the
resident’s projected release date.
e. Copy and paste the funding decision in CIS using the
following path: OMP tab > c-notes > transition and
treatment funds.
Case Manager 8
a. Verbally notify the resident of the transition funding
decision.
i. If the request was approved - the process
continues at step 9.
ii. If the request was denied – the process ends here.
b. You do not need to document the funding decision into
CIS. The TTF Coordinator will have recorded the decision
in the following path: OMP tab > c-notes > transition and
treatment funds.
Transitional Housing
Services Contractor
Or
Institutional
Administrative Staff
9
a. Transitional Housing Services Contractor
responsibilities:
i. Issue a service authorization to the approved
provider.
ii. Process and track weekly census reports
submitted by the providers.
iii. Pay the providers for the number of days the
resident occupied a bed/room.
iv. Send funding reports to the IDOC Reentry
Manager on an agreed upon periodic basis.
b. Institutional Administrative Staff responsibilities:
i. When the resident was approved for
transportation, a birth certificate, or interstate
compact fees, submit a copy of the purchase
receipt and all applicable p-card transactions
together (at the same time) to the TTF email box.
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Functional Roles and
Responsibilities Step Tasks
TTF Coordinator or
designee 10
a. When the purchase receipt and p-card transactions are
received via email:
i. Verify that they are filled out correctly, to include
ensuring the correct PCA numbers were used.
ii. Update the TTF spreadsheet.
iii. Ensure the purchase receipt, p-card transactions,
and documented transition and treatment funds
note are submitted to the approved signature
authority before submitting them to the Fiscal Unit.
b. If the provider is not on IDOC’s approved housing list:
i. The provider must email TTF an invoice that
shows the providers business name, address, and
phone number; the resident’s IDOC number and
first and last name; the rent start and end date;
and the rent amount owed for that period.
ii. The provider will also be required to complete a
federal W-9 form and email it to the TTF email box
along with the invoice.
Re-Entry Manager or
designee 11
Submit the invoice and W-9 form (if applicable), purchase receipt,
p-card transactions, and documented transition and treatment
funds note to the Fiscal Unit for processing.
Fiscal Unit 12 Pay the provider/vendor or p-card bill.

Table 6-2: Probation and Parole Staff Process
Functional Roles and
Responsibilities Step Tasks
Probation and Parole
Officer 1
a. Determine whether the client qualifies for transitional
funds in accordance with section 2 of this SOP.
i. If the client recently released from prison,
check with the Institutional Case Manager
before applying for TTF funds because the
client may not have qualified for TTF funding
upon release and must wait 30 days to
regain funding eligibility.
b. Interview the client to verify that they don’t have family
or friends who can help with funding or have an
acceptable housing option available to them.
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Functional Roles and
Responsibilities Step Tasks
i. If the client does not qualify for transitional
funds, you may still submit the TTF funding
request, but explain to them that they will
most likely be denied funding unless their
family or friends can help secure partial
funding. You may also choose to end the
process here until the client is in a better
position to qualify.
Probation and Parole
Officer 2
a. If housing is needed:
ii. Consult with the client on transitional
housing placement options. Have the client
consider a provider tiered at the preferred
(tier 2) or premium standard (tier 3) over a
provider tiered at the minimum standard (tier
1). See section 4 of this SOP for additional
information regarding tiers.
iii. Facilitate the transitional housing process
and contact the provider to arrange for
housing placement based on the client’s
projected move-in date or 2nd month rent
start date.
iv. If for a 2nd month rent, phone the provider
and specifically ask what date the current
rent ends so that you can provide that date
in the funding request. This ensures that rent
days are not being paid twice and the client
receives their full 30 day stay.
b. Identify associated costs for rent and deposits.
i. If another transitional service is needed, do not
complete any tasks in step 2; proceed to step 3.
Probation and Parole
Officer 3
a. Complete a Probation and Parole Transition Funding
Request form. This form is in Laserfiche format and is
located on EDOC on the ‘Reentry Services’ page.
i. Probation and Parole Officers may submit the
funding request on an as needed basis, but no
earlier than one week prior to the initial
projected move in date or 2nd month rent start
date. A form submitted outside of that timeframe
will automatically be denied by the TTF
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Functional Roles and
Responsibilities Step Tasks
coordinator or designee. See section 10 of this
SOP for additional information.
ii. If submitting the form for housing and the
housing provider does not appear in the
‘provider’ field dropdown list, please select ‘X:
Not on List’ and provide the provider name,
address, and phone number in the comment
section of the form and the TTF Coordinator will
provide further instruction if the request is
approved.
TTF Coordinator or
designee 4
a. Review the request, and if submitted too early,
automatically deny.
b. Review the request to verify that the client meets the
funding criteria in accordance with section 2 of this
SOP.
c. Log all applicable information and funding decision into
the TTF spreadsheet.
d. Email the Probation and Parole Officer and Transitional
Housing Services Contractor the funding decision.
i. Title the email subject “TH Funding Decision
[Client’s IDOC Number] and [Client’s Last
Name].”
ii. If the housing provider is not an assisted
living facility and is not listed on IDOC’s
approved housing list (see section 8 of this
SOP), let the Probation and Parole Officer
know in the funding decision what
documentation they need to tell the assisted
living provider to submit to the TTF email box
when the client arrives their facility and is
provided a bed. TTF will not pay the assisted
living provider until the provider confirms that
the client has checked into the residence.
Beginning June 1, 2021, IDOC will no longer
approve housing for a traditional transitional
housing provider that is not on IDOC’s
approved housing list.
iii. If the provider is on IDOC’s approved
housing list, include in the funding decision
email the name of the provider, whether the
client has a cost-share responsibility and the
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Functional Roles and
Responsibilities Step Tasks
amount, whether the client is required to
register as a sex offender, and the client’s
initial projected move in date or 2nd month
rent start date.
e. Copy and paste the funding decision in CIS using the
following path: Offender tab > supervision contact.
Probation and Parole
Officer 5
a. Verbally notify the client of the transition funding
decision.
i. If the request was approved - the process
continues at step 6.
ii. If the request was denied – the process ends
here.
b. You do not need to document the funding decision into
CIS. The TTF Coordinator will have recorded the
decision in the following path: Offender tab >
supervision contact.
Transitional Housing
Services Contractor
Or
District Administrative
Staff
6
a. Transitional Housing Services Contractor
responsibilities:
i. Issue a service authorization to the approved
provider.
ii. Process and track weekly census reports
submitted by the providers.
iii. Pay the providers for the number of days the
resident occupied a bed/room.
iv. Send funding reports to the IDOC Reentry
Manager on an agreed upon periodic basis.

b. District Administrative Staff responsibilities:
i. When the client was approved for
transportation, a birth certificate, or interstate
compact fees, submit a copy of the purchase
receipt and all applicable p-card transactions
together (at the same time) to the TTF email
box.
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Functional Roles and
Responsibilities Step Tasks
TTF Coordinator or
designee 7
a. When the purchase receipt and p-card transactions are
received via email:
i. Verify that they are filled out correctly, to include
ensuring the correct PCA numbers were used.
ii. Update the TTF spreadsheet.
iii. Ensure the purchase receipt, p-card
transactions, and documented transition and
treatment funds note are submitted to the
approved signature authority before submitting
them to the Fiscal Unit.
b. If the provider is not on IDOC’s approved housing list:
i. The provider must email TTF an invoice that
shows the providers business name, address,
and phone number; the supervised individual’s
IDOC number and first and last name; the rent
start and end date; and the rent amount owed
for that period.
ii. The provider will also be required to complete a
federal W-9 form and email it to the TTF email
box along with the invoice.
Re-Entry Manager or
designee 8
Submit the invoice and W-9 form (if applicable), purchase
receipt, p-card transactions, and documented transition and
treatment funds note to the Fiscal Unit for processing.
Fiscal Unit 9 Pay the provider/vendor or p-card bill.

7. Expired Funding
All funding approvals will expire 90 calendar days after the Case Manager or Probation and
Parole Officer is notified of the funding decision by the TTF Coordinator or designee. When
the 90 days have passed, the Case Manager or Probation and Parole Officer will need to
submit a new funding request. The Transitional Housing Services Contractor must notify the
TTF Coordinator or designee of a service-authorization that has not been utilized within the
90 day period so that the funding can be liquidated and IDOC CIS funding notes can be
updated.
8. Housing Provider List (HPL)
a. The Transitional Housing Services Contractor maintains a preapproved transitional
Housing Provider List (HPL) for planning and referral.
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b. The Transitional Housing Services Contractor will add/delete housing providers at the
discretion of the Reentry Manager, with input from the District Manager or designees.
c. If a provider wants to make changes to their housing list entries, department staff must
direct the housing provider to contact the Transitional Housing Services Contractor to
request those changes.
d. Department staff may not request changes to a provider’s housing list entry.
e. The Transitional Housing Services Contractor will email updated HPL’s to IDOC’s TTF
Coordinator or designee as needed for publishing on IDOC’s Intranet system.
9. Alternative (Backup TTF Funding Procedures) – Emergency Use Only
Only in the event that the Laserfiche TTF request forms are unavailable for a period of five
consecutive business days, the TTF Coordinator or Reentry Manager may allow staff to
submit an email directly to the TTF email box to request funding. If allowed, the format of the
email will be as follows:
a. Enter in the subject line of the email: resident/client’s last name, IDOC number,
status, and request type.
b. The status types are standardized as follows:
i. Rider – Housing request for residents releasing to probation from an IDOC
facility.
ii. Termer – Housing request for residents releasing to parole (to include parole
violators) from an IDOC facility.
iii. PP – Housing request for clients supervised in the district by the Probation
and Parole Office, to include those incarcerated in a county jail.
iv. FTRD – Housing request for residents releasing to the community on their
full-term release date (FTRD).
c. The request types are standardized as follows:
i. Housing – transitional housing requests
ii. Birth Cert – Birth certificate requests
iii. Trans – Bus ticket/Air transportation request
iv. ISC – Interstate Compact
v. Inquiry – Any questions or concerns
vi. HPLU – Housing Provider List update
Examples
Garcia, 74123, PP, Birth Cert
Smith, 65489, Rider, Housing
Jones, 123459, Termer, Inquiry
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REFERENCES
Housing Provider List
Facilities Transition Funding Request
Probation and Parole Transition Funding Request
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