Sentencing Guideline Software Web Version Training Manual SGS Web Help Desk: 814.867.1243
Table of Contents How to Create a Judicial Proceeding...1 How to Create a Judicial Proceeding by OTN Search...1 How to Create a Judicial Proceeding by Judicial Proceeding Search...4 How to Create a Prior Record Score Worksheet...10 How to Create Offenses...17 How to Create Offenses Manually...17 How to Create Offenses from the AOPC Offense List...23 Updating Offenses...28 Copying Offenses...31 Replacing Offenses...34 Deleting Offenses...39 Copying Offenses Multiple Times...41 How to Search for a Judicial Proceeding...43 How to Enter Sentences...46 Entering Incarceration Sentences...50 Entering County Intermediate Punishment Sentences...51 Entering Probation Sentences...54 Entering Departure Reasons...57 Entering State Intermediate Punishment Sentences...63 How to Submit a Judicial Proceeding...71 How to Print Guideline Sentence Forms...77
SGS Web - How to Create a Judicial Proceeding The Commission collects data by judicial proceeding. The definition is; a proceeding in which all offenses for which an offender has been convicted are pending before the court for sentencing at the same time. A judicial proceeding may contain different docket numbers and/or different OTN numbers. Do not create a separate judicial proceeding for the same offender when there are multiple docket or OTN numbers and sentencing occurs before one judge on the same day. All offenses should be included in one judicial proceeding. There are 2 ways to create a judicial proceeding 1) Search by OTN (this will populate offender and offense information on SGS Web screens) 2) Search by Judicial Proceeding and add offender Option 1) Create a judicial proceeding by Search by OTN: Click on the Advanced Search button on the left-hand navigation bar. Enter up to 5 OTN s to search AOPC for existing Offender and Offense information. SGS Web Help Desk: 814.867.1243 1
SGS Web - How to Create a Judicial Proceeding The Status field in the center of the AOPC Search Results screen will display several processes when the Refresh button is selected (Pending Request, Requested, Processing, and Responded). Once the status displays Responded, click on the Offender icon ( ), to begin creating the judicial proceeding. A SGS Web Help Desk: 814.867.1243 2
SGS Web - How to Create a Judicial Proceeding Modify or add data as needed to the Offender information, including employment information. Select the Judge from the drop down list. The Docket Number populates but allows editing. Enter the County Contact. Proceed to Prior Record or the Offense module by selecting a radio button. Then select Save. SGS Web Help Desk: 814.867.1243 3
SGS Web - How to Create a Judicial Proceeding Option 2) Create a judicial proceeding by Judicial Proceeding Search. Click on the Judicial Proceedings button on the left-hand navigation bar located on the Digital Dashboard screen. Search by one of the following: Offender Name, Docket #, Police Photo ID, Commission ID, or Judge. SGS Web Help Desk: 814.867.1243 4
SGS Web - How to Create a Judicial Proceeding When the search returns a result, the judicial proceeding can be completed by selecting the incomplete modules. Click the icon ( ), for the module needing completed. SGS Web Help Desk: 814.867.1243 5
SGS Web - How to Create a Judicial Proceeding If the search does not return a result, click on Add. Two buttons display, Add New Offender and Show Offenders to Add to JP. SGS Web Help Desk: 814.867.1243 6
SGS Web - How to Create a Judicial Proceeding The Add New Offender button allows manual typing of the offender information. SGS Web Help Desk: 814.867.1243 7
SGS Web - How to Create a Judicial Proceeding The Show Offenders to Add to JP button allows selecting from a list of offenders not attached to any Judicial Proceeding by clicking on the last name. SGS Web Help Desk: 814.867.1243 8
SGS Web - How to Create a Judicial Proceeding Enter the required fields. To navigate to either the Prior Record or Offense module select a radio button then click Save. SGS Web Help Desk: 814.867.1243 9
SGS Web - How to Create a Prior Record Score Worksheet SGS Web - How to Create a Prior Record Score Worksheet Once the offender has been attached to a judicial proceeding the prior record score information can be added. The Commission collects data by judicial proceeding. The definition is; a proceeding in which all offenses for which an offender has been convicted are pending before the court for sentencing at the same time. A judicial proceeding may contain different docket numbers and/or different OTN numbers. Do not create a separate judicial proceeding for the same offender when there are multiple docket or OTN numbers and sentencing occurs before one judge on the same day. All offenses should be included in one judicial proceeding. The Prior Record Score Worksheet is accessible from the Digital Dashboard. Click the box under the PRS column to open the prior record score worksheet. SGS Web Help Desk: 814.867.1243 10
SGS Web - How to Create a Prior Record Score Worksheet When a prior worksheet exists for an offender with the same social security number or SID number SGS Web displays the link with the offender s last name. Click on the last name to view the details. If the worksheet is acceptable for use, click the Copy button. The copied worksheet allows editing. The 6 th Edition prior record score worksheet is the default worksheet. The 6 th Edition worksheet can also be used for the 6 th Edition Revised guidelines. To enter a 5 th Edition prior record worksheet click on the Switch to PRS Worksheet 5 th Edition. When the judicial proceeding consists both a 6 th /6 th Revised and a 5 th Edition offense date, complete a prior record worksheet for each. Locate the appropriate offense category and enter the number of juvenile adjudications or adult convictions for that offense category. SGS Web Help Desk: 814.867.1243 11
SGS Web - How to Create a Prior Record Score Worksheet After entry of the number in the field, press the tab key or click the mouse in another field to allow the automatic calculation of the prior record score. SGS Web Help Desk: 814.867.1243 12
SGS Web - How to Create a Prior Record Score Worksheet The bottom of the screen displays the calculation results. Determine whether the offender was crime free from the ages of 18 to 28 and check the Yes or No box for offenses committed under the 6 th Edition Revised guidelines. The definition of crime-free includes any summary offense and/or one misdemeanor offense with a statutory maximum of one year or less. There are two columns, Juvenile Adjudications Lapse and Juvenile Adjudications Do Not Lapse. Juvenile adjudications do not lapse unless Yes is checked. These columns pertain to the juvenile lapsing provision in the sentencing guidelines. Any 4 point offenses will never lapse. SGS Web will determine the lapsing of juvenile adjudications upon entry of the offense date. SGS Web Help Desk: 814.867.1243 13
SGS Web - How to Create a Prior Record Score Worksheet After entry of all prior record score information, click the Save button at the top or bottom of the screen. SGS Web Help Desk: 814.867.1243 14
SGS Web - How to Create a Prior Record Score Worksheet To make changes to the prior record score worksheet, click the Update button. After the changes are made click the Save button. SGS Web Help Desk: 814.867.1243 15
SGS Web - How to Create a Prior Record Score Worksheet To finish the worksheet click the PRS Complete button. SGS Web Help Desk: 814.867.1243 16
SGS Web - How to Create Offenses SGS Web - How to Create Offenses Once the offender has been attached to a judicial proceeding, offenses can be added. The Commission collects data by judicial proceeding. The definition is; a proceeding in which all offenses for which an offender has been convicted are pending before the court for sentencing at the same time. A judicial proceeding may contain different docket numbers and/or different OTN numbers. Do not create a separate judicial proceeding for the same offender when there are multiple docket or OTN numbers and sentencing occurs before one judge on the same day. All offenses should be included in one judicial proceeding. Offenses may be added two ways: 1) Manually 2) Select from the AOPC list. Option 1) Manually Click the New Offense button. SGS Web Help Desk: 814.867.1243 17
SGS Web - How to Create Offenses Enter the date of offense (mm/dd/yy) slashes are optional. Completed is the default setting for the offense, click Inchoate when applicable. Search for the offense by Offense Type in one of the three offense lists; Controlled Substance - drug offenses from 35 780-113, DUI Offenses only and Non-Controlled Substance - includes anything not found in the other two lists such as Crimes Code Title 18 offenses. There are three ways to search for the offense, by Statute, by Description or search the entire list. When the offense was an Inchoate, enter the object offense for the search. The offenses of 18 901, 902 and 903 will not be found in the offense list. To narrow the search, select the grade. Click the Find button. SGS Web Help Desk: 814.867.1243 18
SGS Web - How to Create Offenses To select the offense, click on the underlined description of the offense. SGS Web Help Desk: 814.867.1243 19
SGS Web - How to Create Offenses Enter the Count Number, the OTN (required field), the victim s age, and type of supervision the offender was on when they committed the current offense. Enter a mandatory if applied, and the deadly weapon enhancement if applicable. SGS Web Help Desk: 814.867.1243 20
SGS Web - How to Create Offenses To view the guideline recommendations, check the box beside Proceed to Guideline Recommendations. Click Save. SGS Web Help Desk: 814.867.1243 21
SGS Web - How to Create Offenses The guideline ranges display as well as the statutory minimum and maximum for the offense. In addition, the Fines and Community Service Guideline Recommendations display when the OGS and PRS range recommendation is non-confinement. SGS Web Help Desk: 814.867.1243 22
SGS Web - How to Create Offenses Option 2) Select from the AOPC Offense List Click on the page icon to add the offense to the judicial proceeding. SGS Web Help Desk: 814.867.1243 23
SGS Web - How to Create Offenses The date of offense and the title and section fields are populated. Select the Type of Supervision the offender was on when they committed the current offense. Click the Find button. SGS Web Help Desk: 814.867.1243 24
SGS Web - How to Create Offenses Select the offense by clicking on the underlined description of the offense. SGS Web Help Desk: 814.867.1243 25
SGS Web - How to Create Offenses The docket number, count number, and OTN populate, but allow editing. Enter the victim s age, a mandatory if applied and the deadly weapon enhancement if applicable. A SGS Web Help Desk: 814.867.1243 26
SGS Web - How to Create Offenses To continue selecting offenses from the AOPC offense list, click the box beside Select Another AOPC Offense. Click Save. A SGS Web Help Desk: 814.867.1243 27
SGS Web - How to Create Offenses Updating Offenses To Update certain information related to an offense, click on the OTN link for that offense from the Select an Offense screen. SGS Web Help Desk: 814.867.1243 28
SGS Web - How to Create Offenses Click on the Update button. SGS Web Help Desk: 814.867.1243 29
SGS Web - How to Create Offenses The following fields allow updating: Docket #, Count Number, OTN, Date, Victim Age, Mandatory Minimum, and Deadly Weapon Enhancement. Click Save. SGS Web Help Desk: 814.867.1243 30
SGS Web - How to Create Offenses Copying Offenses To Copy the same offense that has the same grade and OGS, click the OTN link from the Select an Offense screen. A SGS Web Help Desk: 814.867.1243 31
SGS Web - How to Create Offenses Click the Copy button. SGS Web Help Desk: 814.867.1243 32
SGS Web - How to Create Offenses All fields may be changed or remain the same as the copied offense. After entering the information, click Save. SGS Web Help Desk: 814.867.1243 33
SGS Web - How to Create Offenses Replacing an Offense To Replace an offense, click the OTN link for the offense from the Select an Offense screen. SGS Web Help Desk: 814.867.1243 34
SGS Web - How to Create Offenses Click the Replace button. SGS Web Help Desk: 814.867.1243 35
SGS Web - How to Create Offenses The Search for Offense screen displays. To replace the offense, enter the Title and Section number of the new offense. Click Find. SGS Web Help Desk: 814.867.1243 36
SGS Web - How to Create Offenses To select the offense, click on the underlined description of the offense. SGS Web Help Desk: 814.867.1243 37
SGS Web - How to Create Offenses All of fields allow changes if needed. The OTN is a required field. Click Save. A SGS Web Help Desk: 814.867.1243 38
SGS Web - How to Create Offenses Deleting Offenses To Delete an offense, click the OTN link from the Select an Offense screen. SGS Web Help Desk: 814.867.1243 39
SGS Web - How to Create Offenses Click the Delete button and then click the Yes button to delete the offense. SGS Web Help Desk: 814.867.1243 40
SGS Web - How to Create Offenses Copying the Offense Multiple Times On the Create an Offense screen, enter the value in the Number of Offenses to Create field. This option is only available upon initial creation of the offense. Click Save. SGS Web Help Desk: 814.867.1243 41
SGS Web - How to Create Offenses Upon returning to the Select an Offense page, the offense copied appears the number of times based on the value entered. SGS Web Help Desk: 814.867.1243 42
SGS Web - How to Search for a Judicial Proceeding SGS Web - How to Search for a Judicial Proceeding The Commission collects data by judicial proceeding. The definition is; a proceeding in which all offenses for which an offender has been convicted are pending before the court for sentencing at the same time. A judicial proceeding may contain different docket numbers and/or different OTN numbers. Do not create a separate judicial proceeding for the same offender when there are multiple docket or OTN numbers and sentencing occurs before one judge on the same day. All offenses should be included in one judicial proceeding. Once an offender is attached to a judicial proceeding, searching by judicial proceeding will display the case. Searching by offender could result in finding multiple cases for the offender and determining the judicial proceeding to select may be difficult. Click the Judicial Proceedings button on the left hand navigation bar. SGS Web Help Desk: 814.867.1243 43
SGS Web - How to Search for a Judicial Proceeding Search by Offender Name, Docket Number, PPID Number or Judge. SGS Web Help Desk: 814.867.1243 44
SGS Web - How to Search for a Judicial Proceeding Whatever search value is used the results contain the following links: a summary of the judicial proceeding represented by the icon, the Offender link represented by an underline; the Commission ID number represented by an underline. An i in the icon box indicates the module is incomplete and a check in the icon box indicates the module is completed. Enter and complete any of the modules by clicking on the. To proceed to the Sentence module, the PRS and Offense modules must first be completed. Updates to completed modules may be made by clicking on the icon box and making changes within the module. SGS Web Help Desk: 814.867.1243 45
SGS Web - How to Enter Sentences SGS Web - How to Enter Sentences Entering sentencing information can only occur after the PRS and Offense modules are marked complete. On the Sentence screen the required fields are represented with an asterisk *, they are; Sentencing Date, Start Date, Sexually Violent Predator, PSI Completed. Other fields include; JP Costs, JP Fees, Drug and Alcohol Assessment Information and the Disposition Leading to Conviction, Number of Prior RRRI Minimum Sentences Given to the Offender, Offender is RRRI Ineligible. When the Disposition Leading to Convictions is the same for all the offenses in the judicial proceeding, check the Apply Disposition to all JP Offenses box. Click Save. The Sentence screen also allows users to mark the offense as Merged, as a Diversion Program or to Delete the offense. When the sentence is Guilt Without Further Penalty, click the box in the GWFP column. SGS Web Help Desk: 814.867.1243 46
SGS Web - How to Enter Sentences To calculate the RRRI Minimum prior to sentencing, use the RRRI Estimator. Enter the number of days and click Estimate RRRIM. The estimated days/months display on the screen but do not print on the pre-sentence guideline form. SGS Web Help Desk: 814.867.1243 47
SGS Web - How to Enter Sentences Click the manage link located to the left of the offense to enter the sanctions for the offense. Enter sentences in the order in which the court sentenced to establish the correct concurrent/consecutive relationship within the judicial proceeding. SGS Web does not capture information on concurrent or consecutive sentences from other judicial proceedings. SGS Web Help Desk: 814.867.1243 48
SGS Web - How to Enter Sentences On the Sentence Sanction Manager screen, the first field displayed is Credit for Time Served. Start Date and End Date fields aid in calculating credit for the offense. Enter information for Fines and Restitution. Select the Type of Disposition if the offense has a different disposition then that selected on the Sentence screen. SGS Web Help Desk: 814.867.1243 49
SGS Web - How to Enter Sentences The sanctions display in the following order down the screen, Incarceration, County Intermediate Punishment and Probation. When entering Incarceration, select the Type based on the facility the offender will serve the sentence in, i.e. County Jail or State Facility. The minimum and maximum are required. SGS Web is programmed based on the sentencing laws of Pennsylvania and will provide error messages when information is entered incorrectly. Some error checks include; violations of the minimum and maximum rule, exceeding the statutory limit for the offense, entry of flat sentences. Users may need to verify the sentence with the court and cannot submit the case until errors are corrected. SGS Web Help Desk: 814.867.1243 50
SGS Web - How to Enter Sentences When entering a County Intermediate Punishment sentence, check the Apply Intermediate Punishment (IP) Sanction box. Select the beginning Restrictive Program (RIP) from the dropdown list. Users should enter the total amount of time the offender will be in a Restrictive Program and then enter the balance they will serve in the Restorative Program (RS). County IP is a flat sentence and requires an amount of time in a Restrictive Program. Enter values in months and or days. SGS Web Help Desk: 814.867.1243 51
SGS Web - How to Enter Sentences Select the beginning Restorative Program (RS) from the drop-down list. Enter the balance of the flat sentence in months and or days. SGS Web Help Desk: 814.867.1243 52
SGS Web - How to Enter Sentences Answer the question, Is IP consistent with clinical recommendations? Check the box when the answer is yes and leave the box unchecked when the answer is no. SGS Web Help Desk: 814.867.1243 53
SGS Web - How to Enter Sentences When entering a Probation sentence, check the Apply Probation Sanction box. Enter the amount of Probation in months and or days. Select a Probation Condition from the drop-down list. Indicate whether the Probation is Concurrent or Consecutive to one item in the drop-down list. SGS Web Help Desk: 814.867.1243 54
SGS Web - How to Enter Sentences Answer the Yes/No question for Negotiated Plea as to Sentence. SGS Web Help Desk: 814.867.1243 55