ANNUAL REPORT GUIDELINES
FOR
COUNTY CORRECTIONAL FACILITIES
NEW YORK STATE COMMISSION OF CORRECTION
(REVISED NOVEMBER, 1997)
ANNUAL REPORT GUIDELINES FOR COUNTY CORRECTIONAL FACILITIES
ITEM 1: INMATES IN CUSTODY END OF LAST YEAR MIDNIGHT, 12/31
County Census
Housed In
Total Census
Housed Out
Out Count
Count
ITEM II: INMATES RECEIVED FROM COURTS OF THIS COUNTY THIS YEAR (COUNTY ADMISSION)
County Admission
Reason for Commitment
Sentenced County Admission
Initial Entry Sentenced Admission
Convicted of Felony
Convicted of Misdemeanor
Convicted of Other Offenses
Status Change (from unsentenced to) Sentenced
Admission
Convicted of Felony
Convicted of Misdemeanor
Convicted of Other Offenses
Unsentenced County Admission
Held for Felony Offense
Held for Misdemeanor
Held for Other Offenses
Total County Inmate Admissions This Year
ITEM III: INMATES ADMITTED AND HOUSED FOR OTHER JURISDICTIONS THIS YEAR - HOUSED IN
Other Admission (Housed In)
Other County’s Inmates
State Inmates
Federal Inmates
Other Inmates
ITEM IV: TOTAL INMATES RECEIVED IN THIS FACILITY FROM ALL SOURCES
ITEM V: INMATES DISCHARGED FROM THIS FACILITY THIS YEAR
Discharge - County Inmates
Expiration of Sentence
Released/Transferred by Order of Court
Transferred to DOCS (State Readies)
Discharge - Other Than County Inmates
Boarders Discharged (SJO)
Parole Violators (Returned to DOCS)
Parole Violators (Released from Detainer)
Federal
Other
Total Inmates Discharged This Year
ITEM VI: INMATES TEMPORARILY HOUSED OUT TO OTHER JURISDICTIONS THIS YEAR
Other Counties (SJO)
Mental Health Facility
Admitted to Medical Hospital
Returned From
Other Counties (SJO)
Mental Health Facility
Medical Hospital
ITEM VII: INMATES IN CUSTODY END OF THIS YEAR MIDNIGHT 12/31
TABLE 1- LENGTH OF SENTENCE TO THIS FACILITY - COUNTY INMATES
TABLE 2 -LENGTH OF STAY - COUNTY INMATES
TABLE 3 -AGE WHEN ADMITTED
TABLE 4 -RACE
TABLE 5 -ETHNIC ORIGIN
APPENDIX A: Sample Annual Report Form
In 1988, the Commission of Correction, recognizing the many changes in correctional practice over the prior half century, issued a substantially revised "Annual Report Guidelines for County Correctional Facilities".
The continued advancement of the past nine years, specifically in the areas of electronic data reporting, has prompted the updating of these Guidelines by the Commission, in cooperation with the jail administrators committee of the NYS Sheriffs’ Association.
Forward from Chairman Croce:
November 1, 1997
Dear Colleague:
The revised "Annual Report Guidelines for County Correctional Facilities" was developed as a result of a joint effort between the Jail Administrator’s Committee of the New York State Sheriffs’ Association and the Commission of Correction. This 1997 revised edition is a streamlined product which is not only beneficial to county correctional facilities and the Commission but to the entire criminal justice community.
We hope that these revised Annual Report Guidelines will improve the quality of information provided by, and shared between, criminal justice agencies.
Sincerely,
Alan J. Croce, Chairman/Commissioner
ANNUAL REPORT GUIDELINES FOR COUNTY CORRECTIONAL FACILITIES
ITEM I. INMATES IN CUSTODY END OF LAST YEAR, MIDNIGHT 12/31
DEFINITION: Inmates in Custody End of Last Year Midnight, 12/31 -
The total number of county inmates under legal custody of the county’s sheriff or corrections department (regardless whether they are physically in the jail or not) plus all other inmates physically in the jail on midnight 12/31.
The breakdown of Items I (1-7) distinguishes county inmates (both those physically present and those who are not) from inmates held for other jurisdictions at the stroke of midnight 12/31. The number of Inmates in Custody End of Last Year Midnight 12/31 is the last day of the year prior to the annual report year you are compiling.
PURPOSE:
To collect a snapshot across all county correctional facilities of the total number of Inmates in Custody End of Last Year, midnight 12/31. This snapshot will be used to reconcile your annual report figures. Specifically, the number of Inmates in Custody End of Last Year, Midnight 12/31 will be used to verify the number of Inmates in Custody End of This Year, Midnight 12/31 Item VII).
EXAMPLE:
The following example illustrates the total number of Inmates in Custody End of Last Year Midnight 12/31/98 (For the annual report covering 1/1/98 - 12/31/98) for the Montgomery County Jail. Follow this example through the entire explanation of Item I, 1 through 7.
I.Inmates In Custody End of Last Year, midnight, 12/31/98
|
Male |
Female |
Total |
|||||
| 1 | County Census….… | 53 | 1 | 54 | |||
| 2 | Housed In………..… | 39 | 0 | 39 | |||
| 3 | Total Census……… | 92 | 1 | 93 | |||
| 4 | Housed Out………… | 1 | 1 | 2 | |||
| 5 | Out Count………… | 2 | 0 | 2 | |||
| 6 | Total Out………… | 3 | 3 | 1 | 1 | 4 | 4 |
| 7 | Count……………… | 89 | 0 | 89 | |||
1. COUNTY CENSUS
DEFINITION: County Census is the total number of county inmates under the legal custody of the county’s sheriff or corrections department regardless of their present physical whereabouts.
Include only those inmates belonging to this county (remanded to this facility by the courts in this county) whether they are physically in your facility or not. (Include county inmates housed out and intermittents not physically present at midnight 12/31). Do not include inmates who are housed in from another jurisdiction (substitute jail orders, parole violators, federals, etc.). The 12/31 Census is for the last day of the year prior to the annual report year you are compiling.
PURPOSE:
To collect a snapshot of only your county’s inmates. Each county will be responsible for reporting its own inmates, so that on a statewide basis there is a clear picture of the Census in each county.
EXAMPLE:
Montgomery County has a county census of 54 on midnight 12/31/88. (For the annual report covering 1/1/98 - 12/31/98. 50 are physically in the facility, 1 is housed out to a local hospital, 1 is housed out to Herkimer County and 2 are intermittents not physically in the facility. Note that inmates housed-in are not included.
I. Inmates In Custody End of Last Year, midnight, 12/31/98
|
Male |
Female |
Total |
|||||
| 1 | County Census….… | 53 | 1 | 54 | |||
2. HOUSED IN
DEFINITION: Housed In - any inmate physically housed in this county’s correctional facility who does not meet the definition of a county inmate (any inmate who is under the legal custody of some other jurisdiction, but physically housed in thisfacility i.e., SJO’s (Substitute Jail Orders), Corum Nobis, Parole Violators, Federal prisoners, etc.).
PURPOSE:
To collect and separate the number of inmates physically in your facility from those who are not county inmates.
EXAMPLE:
Montgomery County has a total of 39 inmates housed in. 11 are federal inmates, 26 are Fulton County inmates and 2 are Saratoga County inmates.
I. Inmates In Custody End of Last Year, midnight, 12/31/98
|
Male |
Female |
Total |
|||||
| 1 | County Census….… | 53 | 1 | 54 | |||
| 2 | Housed In………..… | 39 | 0 | 39 | |||
3. TOTAL CENSUS
DEFINITION: Total Census - The county census plus those housed in.
PURPOSE:
To collect the total number of county inmates (county inmates physically in the facility and those not physically in the facility) plus all other inmates housed in on 12/31.
EXAMPLE:
Montgomery County has a total census of 93. 54 are Montgomery County inmates (50 are physically in the facility and 4 are not) plus 39 inmates who are housed in for other jurisdictions.
I. Inmates In Custody End of Last Year, midnight, 12/31/98
|
Male |
Female |
Total |
|||||
| 1 | County Census….… | 53 | 1 | 54 | |||
| 2 | Housed In………..… | 39 | 0 | 39 | |||
| 3 | Total Census……… | 92 | 1 | 93 | |||
4. HOUSED OUT
DEFINITION: Housed Out - Any inmate who is under the physical custody of this county’s correctional facility, but who is being temporarily housed at another facility or jurisdiction. (i.e., SJO’s (including mental health facility under SJO), hospital admissions, court proceeding in another jurisdiction, etc.)
Include inmates housed out to another facility or jurisdiction only. (Do not include intermittents or temporary release.)
PURPOSE:
To collect the number of county inmates housed out to another facility or jurisdiction on 12/31.
EXAMPLE:
Montgomery County has 2 inmates Housed Out. 1 is admitted to a local hospital and 1 is housed out to Herkimer County on an SJO.
I. Inmates In Custody End of Last Year, midnight, 12/31/98
|
Male |
Female |
Total |
|||||
| 1 | County Census….… | 53 | 1 | 54 | |||
| 2 | Housed In………..… | 39 | 0 | 39 | |||
| 3 | Total Census……… | 92 | 1 | 93 | |||
| 4 | Housed Out………… | 1 | 1 | 2 | |||
5. OUT COUNT
DEFINITION: Out Count - Any inmate who is under the physical custody of, or under intermittent sentence to, this county’s correctional facility, but who is physically absent from the facility at the time of the county for reasons other than being "housed out." (i.e., intermittents, temporary release, hospital visits (not admitted), court appearance, etc.).
PURPOSE:
To provide a category in the 12/31 count for inmates not Housed Out to another facility or jurisdiction but who are out of the facility for some other reason at midnight.
EXAMPLE:
Montgomery County has 2 inmates on the Out Count. They are intermittents not physically present on 12/31/88.
I. Inmates In Custody End of Last Year, midnight, 12/31/98
|
Male |
Female |
Total |
|||||
| 1 | County Census….… | 53 | 1 | 54 | |||
| 2 | Housed In………..… | 39 | 0 | 39 | |||
| 3 | Total Census……… | 92 | 1 | 93 | |||
| 4 | Housed Out………… | 1 | 1 | 2 | |||
| 5 | Out Count………… | 2 | 0 | 2 | |||
6. TOTAL OUT
DEFINITION: Total Out - Housed outs plus out counts.
PURPOSE:
To collect the total number of county inmates not physically in your facility at midnight on 12/31.
EXAMPLE:
Montgomery County has a Total Out of 4. (1 is housed out (admitted) to a local hospital, 1 is housed out to Herkimer County, and 2 are on an out count as intermittents)
I. Inmates In Custody End of Last Year, midnight, 12/31/98
|
Male |
Female |
Total |
|||||
| 1 | County Census….… | 53 | 1 | 54 | |||
| 2 | Housed In………..… | 39 | 0 | 39 | |||
| 3 | Total Census……… | 92 | 1 | 93 | |||
| 4 | Housed Out………… | 1 | 1 | 2 | |||
| 5 | Out Count………… | 2 | 0 | 2 | |||
| 6 | Total Out………… | 3 | 3 | 1 | 1 | 4 | 4 |
7. COUNT
DEFINITION: Count - the number of inmates physically present at the time of the count.
PURPOSE:
To collect the number of inmates physically in your facility ("warm bodies") on midnight 12/31.
EXAMPLE:
Total Count - The number of inmates physically in the Montgomery County Jail on 12/31/88 is 89.
I. Inmates In Custody End of Last Year, midnight, 12/31/98
|
Male |
Female |
Total |
|||||
| 1 | County Census….… | 53 | 1 | 54 | |||
| 2 | Housed In………..… | 39 | 0 | 39 | |||
| 3 | Total Census……… | 92 | 1 | 93 | |||
| 4 | Housed Out………… | 1 | 1 | 2 | |||
| 5 | Out Count………… | 2 | 0 | 2 | |||
| 6 | Total Out………… | 3 | 3 | 1 | 1 | 4 | 4 |
| 7 | Count……………… | 89 | 0 | 89 |
|||
ITEM II. INMATES RECEIVED FROM COURTS OF THIS COUNTY
DEFINITION: County Admission - county inmates received are only those inmates committed or remanded to the custody of this county’s sheriff or corrections department, by any of the courts within this county.
PURPOSE:
To collect from each individual county only those inmates committed to the jail from courts within your county. EACH COUNTY WILL BE RESPONSIBLE FOR REPORTING ITS OWN COUNTY INMATE ADMISSIONS ONLY. If you house in inmates from other county jails, you will not report any of those inmates as your county inmates. If you house out inmates to other counties, you are responsible for reporting all information on your inmates throughout the entire annual report. This distinction eliminates duplicative reporting of the same inmate when admitted to different facilities under substitute jail order.
EXAMPLE:
Montgomery County houses in many inmates from other jurisdictions. In addition, Montgomery houses in federal inmates. None of these inmates will be reported in Item II on Montgomery’s report. (They will be recorded in Item III - Inmates Admitted and Housed for Other Jurisdictions This Year Housed In). Fulton County does complete Item II on its report for its county inmates (inmates committed to the sheriff’s department from the courts in their county).
DEFINITION: Reason for Commitment - In the event of multiple charges, the highest single offense classification at the time of admission is the controlling factor or reason for commitment. For example: multiple charges consisting of two "B" misdemeanors and one "C" felony would be entered as a "C" felony.
PURPOSE:
To consistently collect from each county the one most serious offense category upon admission.
EXAMPLE:
This individual is sentenced to the County Jail on the following offenses: Burglary 3rd (PL 140.20) Class D. Felony and Assault 3rd (PL 120.00) Class A. Misdemeanor. Reason for Commitment: Felony. (Class D. Felony is a more serious offense than Class A. Misdemeanor). When the offense classes are different, the most serious offense class takes precedence over the lesser class of offense.
A.- B. SENTENCED TO THIS FACILITY
DEFINITION: County Admission (sentenced) - The initial entry or status change (unsentenced to sentenced) of a county inmate by reason of conviction and sentence to this facility by any of the courts of this county. One admission per individual regardless of the number of convictions/commitments arising out of the original arrest. (The most serious offense classification is the controlling reason for the commitment, i.e., felony, misdemeanor, etc.).
...One person + one arrest = one admission...
If, however, the same individual, having been discharged from this facility, is subsequentlyconvicted and sentenced to this facility by any of the courts of this county on charges/commitments arising out of the original or a separate arrest it would be recorded as another admission. (Initial entry).
...One person + two separate incarcerations = two admissions...
EXAMPLE: (Recording consecutive sentences)
A woman is sentenced to the jail on the following charges arising out of the same arrest: Bigamy (PL.225.15) Class E Felony and Offering False Instrument 1st (PL.175.35) Class E Felony. She is subsequently sentenced on a separate charge of Assault 3rd(PL.120.00) Class A Misdemeanor, which is to run consecutively.
Do not count her as a second admission until she has been discharged from her first sentence.
PURPOSE:
To collect the number of County Sentenced Admissions which are sentenced by the courts in your county only.
Any inmates housed in for another facility or jurisdiction are not included.
DO NOT INCLUDE STATE READIES AS A COUNTY SENTENCED INMATE. State ready inmates are not recognized as sentenced inmates for the purpose of this report since they are not sentenced to this facility. An unsentenced county inmate who is sentenced to do state time is merely continued on as an unsentenced county inmate.
A. SENTENCED TO THIS FACILITY (INITIAL ENTRY)
DEFINITION: The initial entry of a county inmate by reason of conviction and sentence to this facility by any of the courts within this county.
PURPOSE:
To collect the number of sentenced admissions (entering the facility in sentenced status) as sentenced by the courts in your county by the most serious offense - felony, misdemeanor, or other offense.
The one most serious offense class upon admission will be reported.
As a reminder, conviction of an attempted offense is automatically decreased by one class category. For example, a convicted Burglary in the third degree is a Class D Felony, but a conviction of Attempted Burglary in the third-degree is a Class E Felony. (One class lower than the original offense category).
1. CONVICTED OF FELONY
Include all county inmates entering the facility by reason of conviction of a felony and sentenced to this facility by any of the courts within this county.
Felonies sentenced to county time are usually (but not exclusively), Class C, D or E felonies.
EXAMPLE:
A Montgomery County female is convicted of D.W.I.(Class E Felony) and Unauthorized use of Motor Vehicle (Class B Misdemeanor) and is sentenced to 60 days. It is her first time (initial entry) into the jail on this arrest. She is carried as 1 convicted felony in this section (sentenced to this facility-initial entry). Upon admission to Montgomery she is subsequently housed out to Herkimer County. Herkimer County will not carry her as a convicted felony on its report. Herkimer counts her as 1 inmate admitted and housed-in for another county. Thus, this female sentenced admission is only counted once -- from the county of origin or the census county.
NOTE: Montgomery County will carry this sentenced admission, as 1 female Felony. (The misdemeanor will not appear anywhere on the annual report form. The most serious offense classification, in this case, felony, takes precedence over the sentenced misdemeanor offense.)
2. CONVICTED OF MISDEMEANOR
Include all county inmates entering the facility by reason of conviction of a misdemeanor and sentenced to this facility by any of the courts within this county.
EXAMPLE:
A person is convicted of Criminal Trespass in the Second Degree (Class A Misdemeanor) and Unlawfully Posting Advertisements (Violation) in Fulton County and is sentenced to 30 days. It is his first time committed to the custody of the sheriff (initial entry) on this incident. He is counted as 1 Sentenced Misdemeanor admission on Fulton’s report. This inmate is subsequently housed out to Montgomery County. Montgomery does not count him as a misdemeanor admission on their report.
NOTE: Fulton County will carry this sentenced admission as 1 male Class A Misdemeanor. (The Violation will not appear anywhere on the annual report form. The most serious offense classification in this case, Misdemeanor, takes precedence over the Violation.)
3. CONVICTED OF OTHER OFFENSES
Include all county inmates entering the facility by reason of conviction of an offense other than a felony or a misdemeanor sentenced to this facility.
Include in this category Violations, Traffic Infractions, Youthful Offenders, and Civil Offenses. These specific categories will be reported as "Other."
B. SENTENCED TO THIS FACILITY STATUS CHANGE
(UNSENTENCED TO SENTENCED)
DEFINITION: The change in status of a county inmate from unsentenced to sentenced by reason of conviction and sentence to this facility by any of the courts of this county. Includes inmates sentenced to time served.
The one most serious offense classification upon sentence is the controlling reason for commitment.
PURPOSE:
To collect on a statewide basis, the number of county inmates who change their status in the facility from unsentenced to sentenced based on a conviction and sentence from the courts in that county.
NOTE: Include inmates sentenced to time served.
EXAMPLE: A county inmate is admitted unsentenced to your facility. On his 25th day in jail, he is convicted and sentenced to 25 days (time served) in the county jail.
Length of sentence to this facility: 25 days.
All sentenced admissions will be carried as "sentenced to this facility."
Inmates whose status changes from unsentenced to sentenced will not be included in the Age, Literacy, Race or Ethnic Origin Tables (found on page 5 of the annual report). The purpose of separating out initial entry sentenced admissions from change of status sentenced admissions is to collect as close as possible the demographics of individuals in jail. In other words, inmate demographics are already recorded on unsentenced inmates and will not be recorded again when their status changes to sentenced.
1. CONVICTED OF FELONY
Include a county inmate who changes status from unsentenced to sentenced by reason of convictiof a felony and is sentenced to this facility by any of the courts of this county.
The most serious offense classification upon sentence is the controlling reason for commitment.
Felonies sentenced to county time are usually, but not exclusively C, D, or E Felonies.
EXAMPLE:
A county inmate is admitted unsentenced to your facility on a charge of Criminal Sale of a Controlled Substance in the Third Degree (Class B Felony). On his 82nd day in jail, he is convicted.and sentenced to one year in the county jail on Criminal Possession of a Controlled Substance in the Fourth Degree (Class C Felony).
He is counted as 1 male sentenced to this facility - status change - convicted of a felony.
2. CONVICTED OF A MISDEMEANOR
Include county inmates who change their status from unsentenced to sentenced by reason of conviction of a misdemeanor and are sentenced to this facility by any of the courts of this county.
The most serious offense classification upon sentence is the controlling reason for commitment.
EXAMPLE: A county inmate is admitted unsentenced on a charge of Burglary in the Third Degree (Class D Felony). On his 56th day in jail, he is convicted and sentenced to 180 days on the offense of Criminal Trespass in the Second Degree (Class A Misdemeanor).
He is counted as 1 male sentenced to this facility - status change - convicted of misdemeanor.
3. CONVICTED OF OTHER OFFENSES
Include county inmates who change their status from unsentenced to sentenced by reason of conviction (other than a felony or misdemeanor) and are sentenced to this facility by any of the courts within this county. Include in this category, all sentences on Violations, Traffic Infractions, Civil Offenses, and Youthful Offenders.
The one most serious offense classification upon sentence is the controlling reason for commitment.
D. REMANDED TO THIS FACILITY (BY SECURING ORDER)
DEFINITION: County Admission - (Unsentenced) - The initial entry of a county inmate remanded to this facility by any of the courts of this county. One admission per individual regardless of the number of charges/commitments arising out of the original arrest. (The most serious offense classification is the controlling reason for the commitment, i.e., felony, misdemeanor, etc.
...One person + one arrest = one admission...
EXAMPLE: (Recording transactions on an inmate who receives simultaneous commitments.)
An individual is remanded (unsentenced) to jail for Burglary and Violation of Probation at the same time. Subsequently, he is discharged on the Burglary charge, but is still held for Violation of Probation. He is ultimately discharged on Violation of Probation.
1 county admission ---- 1 county discharge
EXAMPLE:
An individual is remanded (unsentenced) to jail for Burglary. Parole lodges a detainer against same inmate. Parole subsequently withdraws their detainer, but the individual is still being held on Burglary charge. Ultimately the Burglary charge is dismissed.
1 county admission ----- 1 county discharge
If, however, the same individual, having been discharged from this facility, is subsequently remanded to this facility by any of the courts of this county on charges/commitments arising out of the same or a separate arrest, it would be recorded as another admission.
...One person + two separate incarcerations = two admissions...
EXAMPLE: (Recording transactions on an inmate who receives subsequent commitments.)
An individual is remanded (unsentenced) to the jail for Burglary. He is subsequently charged with Violation of Probation, a separate charge.
Do not count him as another admission. If, however, the individual is discharged from the facility and subsequently charged with Violation of Probation, record him as a new admission.
PURPOSE:
To collect the number of your county’s inmates remanded to the custody of the sheriff by the courts within your county (unsentenced).
Do not include any inmates housed in from another county or jurisdiction.
As a reminder, admission of an attempted offense is automatically decreased by one class category. For example, the charge of Burglary in the third degree is a class D Felony, but the charge of Attempted Burglary in the third-degree is a Class E Felony. (One class lower than the original offense category)
1. HELD FOR FELONY OFFENSE
Include all county inmates remanded to this facility whose most serious charge at the time of commitment is a felony.
2. HELD FOR MISDEMEANOR
Include all county inmates remanded to this facility whose most serious charge at the time of commitment is a misdemeanor.
3. HELD FOR OTHER OFFENSES
Include all county inmates remanded to this facility whose most serious charge at the time of commitment is a Violation, Traffic Infraction, Civil Offense or Probation Violation.
(Please note that unsentenced probation violators who are subsequently sentenced, cannot be sentenced probation violators. There is no such offense category. The sentenced reason for commitment must be an offense from the original crime or from a new crime committed.)
E. TOTAL COUNTY INMATE ADMISSIONS THIS YEAR -
Add Item A(4) (Sentenced to this Facility Initial Entry) and Item D(4) (Remanded to this Facility - by securing order (unsentenced).
PURPOSE:
To collect from your county, the total number of admissions as received from the courts within your county. The total number of county admissions will equal as close as possible the number of individuals committed to the custody of the sheriff or corrections department. There will, of course, be exceptions. For instance, an unsentenced inmate who, while still in custody, receives a sentenced commitment on an unrelated charge.
EXAMPLE: (Recording transactions on an unsentenced inmate who, while still in custody, receives a sentenced commitment on an unrelated charge).
An individual is remanded to the jail on a Burglary charge. While still in custody, he is sentenced on a Disorderly Conduct charge for 15 days.
He is discharged on the Burglary charge (transferred by order of court - Item V-A(2) to serve the sentence. The Burglary charge is retained on file as a detainer.
Upon completion of the sentence, if the Burglary charge has not resulted in a release from custody (bail, dismissal, etcetera), he is readmitted on the Burglary charge.
He will, therefore, be admitted three times, discharged three times and have three length of stay terms. This is not any different from an inmate who is bailed on the Burglary, subsequently sentenced on the Disorderly Conduct, serves the sentence and is released and later is remanded on the original Burglary.
ITEM: III. INMATES ADMITTED AND HOUSED FOR OTHER JURISDICTIONS THIS YEAR - HOUSED IN
DEFINITION: Other Admission - (housed in) any inmate admitted to this facility who does not meet the definition of a county inmate, i.e., any inmate who is under the legal custody of some other jurisdiction. (Federal, State, other county, etc.)
PURPOSE:
To collect from each county correctional facility, the number of inmates admitted and housed for other jurisdictions.
1. OTHER COUNTY’S INMATES
Include all inmates housed in from another county in New York State.
2. STATE INMATES
State inmates include parole violators held on a parole violator warrant only. An inmate admitted on a local charge who later has a parole warrant lodged would be recorded as an admission on the local charge only until that charge is disposed of.
Example:
An individual is remanded (unsentenced) to jail for Burglary. Parole lodges a detainer against same inmate. He is subsequently discharged on the Burglary charge but is still being held on Violation of Parole. He is ultimately released from the Parole detainer.
1 county admission ----- 1 county discharge
1 "Housed in" State ----- 1 "Other Than County
Inmate admission Inmate" discharge
3. FEDERAL INMATES
Include any inmates held for federal authorities. Specifically separate out Military and Illegal Aliens from all other federal inmates.
4. OTHER
Include any inmates held for jurisdictions other than those specified above. For example, transit inmates held for another state.
5. TOTAL - HOUSED FOR OTHER JURISDICTION
Add Item III (1) (2) (3) and (4).
ITEM IV. TOTAL INMATES RECEIVED IN THIS FACILITY FROM ALL SOURCES
Add Item II. (E) and Item III(5)
DEFINITION: Total Admissions - Total inmates received in this facility from all sources. (County admissions plus other admissions = total admissions.)
PURPOSE:
To collect and report the total number of all people admitted to your facility whether received from the courts within your county or held for other jurisdictions.
ITEM V. INMATES DISCHARGED FROM THIS FACILITY THIS YEAR
DEFINITION: Discharge - A permanent transfer or release from custody resulting in removal from both the census and the count, as opposed to a temporary transfer or release which results in removal from the count only.
PURPOSE:
To collect the total number of discharges from your facility whether county inmates or inmates held for other jurisdictions during this year.
A. COUNTY INMATES
DEFINITION: Discharge County Inmates - The permanent transfer or release of a county inmate from custody resulting in removal from both the census and the count, as opposed to a temporary transfer or release which results in removal from the county only.
PURPOSE:
To collect from each county the number of county inmates discharged during this year.
1. EXPIRATION OF SENTENCE
Include in this category all county inmates discharged due to expiration of sentence.
Include all inmates discharged to time served.
Expiration of Sentence as reason for discharge takes precedence over any other type of discharge.
2. RELEASED/TRANSFERRED BY ORDER OF COURT
Include all inmates discharged or transferred by order of the courts within your county. Include discharge due to payment of fine or bail. Do not include inmates who are temporarily housed out to another facility.
3. TRANSFERRED TO DOCS (STATE READIES)
Include inmates who have been sentenced by the courts within your county to serve their sentence under DOCS (Department of Correctional Services).
4. OTHER
Include any county inmates permanently discharged for some other reason than stated above. For example, county inmate deaths, county inmate escapes, or inmate release to local parole, etc.
B. OTHER THAN COUNTY INMATES
DEFINITION: Discharge Other Than County Inmates - The permanent transfer or release of inmates held for other counties or jurisdictions resulting in removal from both the census and the count, as opposed to a temporary transfer or release which results in removal from the count only.
PURPOSE:
To collect from each county the number of inmates discharged who were held for other counties or jurisdictions.
1. BOARDERS DISCHARGED (SJO)
Include all inmates permanently discharged from your facility who were held for other counties.
2. PAROLE VIOLATORS (RETURNED TO DOCS)
Include parole violators discharged from your facility and returned to DOCS.
3. PAROLE VIOLATORS (RELEASED FROM DETAINER)
Include parole violators who are discharged from your facility and not returning to DOCS.
4. FEDERAL
Include all federal inmates discharged from your facility.
5. OTHER
Include all other discharges of non-county inmates from your facility for some other reason than stated above. For example,includee non-county inmate deaths in transit inmates and Corum Nobis inmates, etc.
6. TOTAL OTHER THAN COUNTY INMATES DISCHARGED
The sum of ITEM V.B. (1), (2), (3), (4) and (5) is the total number of non-county inmates discharged from your facility this year.
C. TOTAL INMATES DISCHARGED FROM THIS FACILITY ITEMS V.A & B
Add sub-totals V. A.(5) plus V. B. (6) to equal the total number of inmates (both county and non-county) discharged from your facility during this year.
ITEM VI. INMATES TEMPORARILY HOUSED OUT TO OTHER JURISDICTIONS THIS YEAR
A. HOUSED OUT TO
DEFINITION: Housed Out - Any inmate who is under the physical custody of this county’s correctional facility, but who is being temporarily housed at another facility or jurisdiction. (i.e., S.J.O.’s, hospital admissions, court proceedings in another jurisdiction, etc.)
PURPOSE:
To collect from each county, the total number of times all inamtes are housed out. Include all inmates whether they are county or non-county inmates.
Do not include inmates who are on an out count, i.e. visit the dentist, visit the hospital, go to court, etc. and are physically back in the facility within 24 hours.
Do not include intermittents who are on an out count. (You would only include an intermittent as housed out if the intermittent is housed out to another facility when serving sentence.)
1. OTHER COUNTIES (SJO)
Include all inmates housed out to another county correctional facility under Substitute Jail Order.
2. MENTAL HEALTH FACILITY
Include all inmates housed out (admitted) to a Mental Health Facility. Include both Substitute Jail Order and non-Substitute Jail Order transfers.
3. ADMITTED TO MEDICAL HOSPITAL
Include all inmates housed out (admitted) to a Medical Hospital for more than 24hours and miss at least one midnight count.
Include all inmates whether your county’s or those housed-in.
4. OTHER
Include inmates housed out for some other reason other than stated above.
5. TOTAL HOUSED OUT
The sum of ITEM VI A. (1), (2), (3), and (4) is the total number of inmates housed out this year.
B. RETURNED FROM
DEFINITION: Returns - A return is the "re-admission" of an inmate who was temporarily released or transferred out to another facility or jurisdiction, as opposed to a new admission.
PURPOSE:
To account for the return of every inmate housed out.
1. OTHER COUNTIES (SJO)
Include inmates returned to your facility from another county.
2. MENTAL HEALTH FACILITY
Include inmates returned to your facility from a mental health facility. Include returns from both substitute jail order and non-substitute jail order transfers.
3. MEDICAL HOSPITAL
Include all inmates returned to your facility after being admitted to a medical hospital.
4. OTHER
Include inmates returned to your facility after being housed out for some other reason than stated above.
5. TOTAL RETURNED
The sum of VI. B. (1), (2), (3), and (4) is the total number of inmates returned to your facility from housed out status.
ITEM: VII. INMATES IN CUSTODY END OF THIS YEAR MIDNIGHT - 12/31
DEFINITION: Inmates in Custody End of This Year Midnight 12/31 - the total number of county inmates under legal custody of the county’s sheriff or corrections department (regardless whether they are physically in the jail or not) plus all other inmates physically in the jail on midnight 12/31.
THE NUMBER OF INMATES IN CUSTODY ON 12/31 AT THE END OF THIS YEAR (AT THE STROKE OF MIDNIGHT NEW YEAR’S EVE) WILL BE RECKONING OF THE NUMBER IN CUSTODY AT THE BEGINNING OF THE YEAR PLUS ALL ADMISSIONS LESS ALL DISCHARGES.
NOTE: The 12/31 number in custody end of this year will be the same number used on next year’s annual report as the number in custody at the beginning of the year.
In other words, Item VII. becomes next year’s Item I.
1. COUNTY CENSUS
Item I.(1) County Census - 12/31 End of Last Year
Plus II.(E) Total County Inmate Admissions This Year
Minus V.(A) Total County Inmates Discharged This Year
Equals VII.(1) County Census - 12/31 End of This Year
2. HOUSED IN
Item I.(2) Housed In - 12/31 End of Last Year
Plus III(5) Total - Housed For Other Jurisdictions This Year
Minus V.(B) Total - Other Than County Inmates Discharged
Equals VII.(2) Housed In - 12/31 End of This Year
3. TOTAL CENSUS
Item I.(3) (Total Census - 12/31 End of Last Year)
Plus IV.(1) (Total Inmates Received From All Sources)
Minus V.(C) (Total Inmates Discharged From This Facility)
Equals VII.(3) (Total Census - 12/31 End of This Year)
4 . HOUSED OUT
Item I.(4) Housed Out - 12/31 End of Last Year
Plus VI.(A) Total Housed Out This Year
Minus VI.(B) Total Returned From Being Housed Out
Equals VII.(4) Housed Out - 12/31 End of This Year
5. OUT COUNT
Include any inmates who are not housed out to another facility or jurisdiction, but who are out of the facility for some other reason at midnight.
6. TOTAL OUT
Add Housed Out plus Out Count.
7. COUNT
COUNT IS THE NUMBER OF INMATES PHYSICALLY PRESENT IN YOUR FACILITY ("WARM BODIES") ON MIDNIGHT 12/31 END OF THIS YEAR.
TABLE 1: LENGTH OF SENTENCE TO THIS FACILITY - COUNTY INMATES
This is the total number of days imposed by the court at the time of sentence to this facility (county inmates only) during this calendar year.
Example: Inmate spends 38 days in unsentenced status. The judge sentences to time served. Length of sentence to this facility: 38 days.
Example: Inmate is convicted of Criminal Trespass in the Second Degree (Class A Misdemeanor) and is sentenced to 180 days. He is discharged(expiration of sentence) on the 120th day of his total time incarcerated. Length of sentence to this facility: 180 days.
Do not include any inmates housed in from any other county or jurisdiction.
For intermittent sentences, report the term of the sentence as imposed by the court not the number of days incarcerated.
Example: Sentence is 60 days at intermittent weekends. Length of sentence to this facility: 60 days.
Report the total number of intermittent sentences received during the year on Table 1.
Table1 Length of Sentence to this Facility, County Inmates
| Days | Male | Female | Totals | Days | Male | Female | Totals | |
| 1-3 | 49 | 4 | 53 | 184-186 | ||||
| 4-6 | 20 | 20 | 187-189 | |||||
| 7-9 | 18 | 18 | 190-192 | |||||
| 10-12 | 5 | 5 | 193-195 | |||||
| 13-15 | 6 | 6 | 196-198 | |||||
| 16-18 | 199-201 | |||||||
| 19-21 | 9 | 1 | 10 | 202-204 | ||||
| 22-24 | 204-207 | |||||||
| 25-27 | 208-210 | |||||||
| 28-30 | 211-213 | |||||||
| 31-33 | 214-216 | |||||||
| 34-36 | 217-219 | |||||||
| 37-39 | 37 | 3 | 40 | 220-222 | ||||
| 40-42 | 223-225 | |||||||
| 43-45 | 226-228 | |||||||
| 46-48 | 229-231 | |||||||
| 49-51 | 232-234 | |||||||
| 52-54 | 235-237 | |||||||
| 55-57 | 238-240 | |||||||
| 58-60 | 14 | 1 | 15 | 241-243 | ||||
| 61-63 | 244-246 | |||||||
| 64-66 | 7 | 247-249 | ||||||
| 67-69 | 250-252 | |||||||
| 70-72 | 253-255 | |||||||
| 73-75 | 256-258 | |||||||
| 76-78 | 259-261 | |||||||
| 79-81 | 262-264 | |||||||
| 82-84 | 265-267 | |||||||
| 85-87 | 268-270 | |||||||
| 88-90 | 271-273 | |||||||
| 91-93 | 274-276 | |||||||
| 94-96 | 277-279 | 7 | 7 | |||||
| 97-99 | 280-282 | |||||||
| 100-102 | 283-285 | |||||||
| 103-105 | 286-288 | |||||||
| 106-108 | 289-291 | |||||||
| 109-111 | 292-294 | |||||||
| 112-114 | 295-297 | |||||||
| 115-117 | 298-300 | |||||||
| 118-120 | 301-303 | |||||||
| 121-123 | 304-306 | |||||||
| 124-126 | 307-309 | |||||||
| 127-129 | 310-312 | |||||||
| 130-132 | 313-315 | |||||||
| 133-135 | 316-318 | |||||||
| 136-138 | 319-321 | |||||||
| 139-141 | 322-324 | |||||||
| 142-144 | 325-327 | |||||||
| 145-147 | 328-330 | |||||||
| 148-150 | 331-333 | |||||||
| 151-153 | 334-336 | |||||||
| 154-156 | 337-339 | |||||||
| 157-159 | 340-342 | |||||||
| 160-162 | 343-345 | |||||||
| 163-165 | 346-348 | |||||||
| 166-168 | 349-351 | |||||||
| 169-171 | 352-354 | |||||||
| 172-174 | 355-357 | |||||||
| 175-177 | 358-360 | |||||||
| 178-180 | 361-363 | |||||||
| 181-183 | 10 | 1 | 11 | 364-366 | 8 | 8 | ||
| Subtotal | 168 | 10 | 178 | Subtotal | 15 | 15 | ||
| Column #1's | Subtotal | 168 | 10 | 178 | ||||
| Grand Total | 183 | 10 | 193 |
Number of intermittent inmates:
Male 15 Female 0
TABLE 2: LENGTH OF STAY - COUNTY INMATES
THE LENGTH OF STAY FOR COUNTY INMATES IS BASED ON INMATES DISCHARGED DURING THE YEAR.
Count the actual amount of time each county admission remained in custody on the facility census.
Example: County inmate housed out to another county for 55 days and housed in your facility for 20 days would be recorded as having a length of stay of 75 days.
Do not include any inmates housed in for another county or jurisdiction.
Intermittent sentenced inmate’s length of stay will be determined by the number of days physically in the facility.
Count the actual length of stay for every county inmate discharged during the year. This includes both unsentenced and sentenced time. DO NOT REPORT FRACTIONS OF DAYS. ANY FRACTION OF A DAY IS A DAY.
Example: On his 56th day of unsentenced incarceration, an inmate is sentenced to 180 days. On the 120th day, he is discharged due to expiration of sentence. Length of stay county inmate: 120 days.
Do not include length of stay data for inmates not yet discharged on 12/31. These days will be reported on next year’s report (the year of actual discharge).
The actual length of stay includes all time served in the previous year.
Example: Date of admission is 12/1/98. Date of discharge is 3/31/90. The actual length of stay is 121 days to be reported on 1999's Annual Report. (No length of stay will be reported on the 1998 Annual report).
TABLE 2: LENGTH OF STAY - COUNTY INMATES
| Days | Male | Female | Totals | Days | Male | Female | Totals | |
| 1-3 | 174 | 15 | 189 | 184-186 | 1 | 1 | ||
| 4-6 | 56 | 1 | 57 | 187-189 | ||||
| 7-9 | 47 | 5 | 52 | 190-192 | 2 | 2 | ||
| 10-12 | 18 | 18 | 193-195 | |||||
| 13-15 | 21 | 21 | 196-198 | |||||
| 16-18 | 7 | 7 | 199-201 | |||||
| 19-21 | 34 | 5 | 39 | 202-204 | 1 | 1 | ||
| 22-24 | 7 | 7 | 204-207 | |||||
| 25-27 | 8 | 8 | 208-210 | 1 | 1 | |||
| 28-30 | 43 | 4 | 47 | 211-213 | 2 | 2 | ||
| 31-33 | 7 | 7 | 214-216 | |||||
| 34-36 | 4 | 4 | 217-219 | |||||
| 37-39 | 3 | 3 | 220-222 | 3 | 3 | |||
| 40-42 | 5 | 5 | 223-225 | 1 | 1 | |||
| 43-45 | 8 | 8 | 226-228 | |||||
| 46-48 | 6 | 6 | 229-231 | 1 | 1 | |||
| 49-51 | 232-234 | |||||||
| 52-54 | 19 | 1 | 20 | 235-237 | ||||
| 55-57 | 238-240 | 2 | 2 | |||||
| 58-60 | 241-243 | |||||||
| 61-63 | 244-246 | 1 | 1 | |||||
| 64-66 | 7 | 7 | 247-249 | 1 | 1 | 2 | ||
| 67-69 | 250-252 | |||||||
| 70-72 | 253-255 | |||||||
| 73-75 | 3 | 3 | 256-258 | 1 | ||||
| 76-78 | 1 | 1 | 259-261 | |||||
| 79-81 | 1 | 1 | 262-264 | 2 | 2 | |||
| 82-84 | 265-267 | |||||||
| 85-87 | 268-270 | 1 | 1 | |||||
| 88-90 | 14 | 14 | 271-273 | 2 | 2 | |||
| 91-93 | 274-276 | |||||||
| 94-96 | 277-279 | |||||||
| 97-99 | 1 | 1 | 280-282 | |||||
| 100-102 | 283-285 | 1 | 1 | |||||
| 103-105 | 286-288 | 2 | 2 | |||||
| 106-108 | 5 | 5 | 289-291 | |||||
| 109-111 | 292-294 | 2 | 2 | |||||
| 112-114 | 1 | 1 | 295-297 | |||||
| 115-117 | 298-300 | 1 | 1 | |||||
| 118-120 | 11 | 11 | 301-303 | |||||
| 121-123 | 304-306 | |||||||
| 124-126 | 1 | 1 | 307-309 | |||||
| 127-129 | 310-312 | |||||||
| 130-132 | 313-315 | |||||||
| 133-135 | 6 | 6 | 316-318 | |||||
| 136-138 | 1 | 1 | 319-321 | |||||
| 139-141 | 1 | 1 | 322-324 | 1 | 1 | |||
| 142-144 | 325-327 | |||||||
| 145-147 | 328-330 | 2 | 2 | |||||
| 148-150 | 2 | 2 | 331-333 | |||||
| 151-153 | 1 | 1 | 334-336 | |||||
| 154-156 | 337-339 | |||||||
| 157-159 | 340-342 | |||||||
| 160-162 | 1 | 1 | 343-345 | |||||
| 163-165 | 346-348 | |||||||
| 166-168 | 1 | 1 | 349-351 | |||||
| 169-171 | 352-354 | |||||||
| 172-174 | 355-357 | |||||||
| 175-177 | 358-360 | |||||||
| 178-180 | 1 | 1 | 361-363 | |||||
| 181-183 | 2 | 2 | 364-366 | |||||
| Subtotal | 539 | 32 | 571 | 367+ | 1 | 1 | ||
| Subtotal | 32 | 1 | 33 | |||||
| Column 1 | Subtotal | 539 | 32 | 571 | ||||
| Grand Total | 571 | 33 | 604 |
Report the actual age of county inmates admitted during the year. Include all unsentenced admissions and only initial entry sentenced admissions. Total admissions by age must equal Item II(E), Page 1 (Total county inmate admissions this year). Do not include any inmates housed in for another jurisdiction.
TABLE 3: AGE WHEN ADMITTED
| Age | Male | Female | Totals | Age | Male | Female | Totals | |
| <16 | 37 | 5 | 1 | 6 | ||||
| 16 | 13 | 1 | 14 | 38 | 10 | 10 | ||
| 17 | 12 | 12 | 39 | 13 | 13 | |||
| 18 | 10 | 1 | 11 | 40 | 11 | 1 | 12 | |
| 19 | 25 | 3 | 28 | 41 | 8 | 8 | ||
| 20 | 27 | 3 | 30 | 42 | 6 | 6 | ||
| 21 | 30 | 3 | 33 | 43 | 7 | 7 | ||
| 22 | 27 | 1 | 28 | 44 | 6 | 1 | 7 | |
| 23 | 15 | 2 | 17 | 45 | 6 | 1 | 7 | |
| 24 | 24 | 1 | 25 | 46 | 3 | 3 | ||
| 25 | 32 | 2 | 34 | 47 | 6 | 1 | 7 | |
| 26 | 29 | 1 | 30 | 48 | 3 | 3 | ||
| 27 | 27 | 3 | 30 | 49 | 5 | 1 | 6 | |
| 28 | 25 | 25 | 50 | 4 | 1 | 5 | ||
| 29 | 33 | 1 | 34 | 51 | 2 | 2 | ||
| 30 | 24 | 1 | 25 | 52 | 6 | 6 | ||
| 31 | 20 | 20 | 53 | 3 | 3 | |||
| 32 | 17 | 17 | 54 | 5 | 5 | |||
| 33 | 11 | 1 | 12 | 55 | 5 | 5 | ||
| 34 | 14 | 14 | 56 | 4 | 4 | |||
| 35 | 15 | 2 | 17 | 57 | 5 | 5 | ||
| 36 | 9 | 9 | 58> | 15 | 1 | 16 | ||
| Subtotal | 439 | 26 | 465 | Subtotal | 138 | 8 | 146 | |
| Column 1 | Subtotal | 439 | 26 | 465 | ||||
| Grand Total | 577 | 34 | 611 |
Report the Race of a county inmate as White, Black, American Indian, Asian or Other. Include all unsentenced county admissions and only initial entry sentenced admissions. Do not include any inmates housed in for another jurisdiction.
TABLE 4: RACE
| Race | Male | Female | Total |
| White | 427 | 27 | 454 |
| Black | 81 | 7 | 88 |
| Am. Ind. | 3 | 3 | |
| Asian | 1 | 1 | |
| Other | 65 | 65 | |
| Total | 577 | 34 | 611 |
Report Ethnic Origin as either Hispanic or Non-Hispanic. Include all unsentenced county admissions and only initial entry sentenced admissions. Do not include any inmates housed in for another jurisdiction.
TABLE 5: ETHNIC ORIGIN
| Male | Female | Total | |
| Hispanic | 69 | 1 | 70 |
| Non-Hisp. | 508 | 33 | 541 |
| Totals | 577 | 34 | 611 |