Organizational Structure, Staffing, and Funding

Counties can vary in how they structure their Probation Department but there are key similarities. Of the fifty-eight counties in California, all Probation Departments but one is led by a Chief Probation Officer who has oversight over Template:Hover Title, juvenile probation, juvenile detention facility, camps, ranches, and other juvenile commitment facilities. One county, San Francisco, has a separate Chief Probation Officer for adult probation and juvenile probation. Probation Departments are staffed by numerous classifications that perform various functions throughout the Department. All Probation Departments have multilayered hiring processes and training requirements. Funding for Probation Departments comes from a variety of sources, which vary in their requirements to publicly report how that money is spent.

Staff Roles in a Probation Department

Chief Probation Officer

The Chief Probation Officer is a probation officer who has been appointed to direct and supervise the operations of the county’s probation department. The Chief Probation Officer has oversight responsibility of all aspects of the Probation Department. Historically, most Chief Probation Officers were appointed by the superior court. However, now many are appointed by the board of supervisors while others are dually appointed by a combination of the superior court and the board of supervisors.

The Chief Probation Officer is responsible for caseload distribution, level of supervision, and staff assignments based on their approved budget. Most Probation Chiefs rely on a management team that assists in the daily functioning of the department.

Managers

The number of managers varies with the size of the county. Generally, there are managers over the adult and juvenile divisions of the department. Many counties also have an Assistant Chief Probation Officer who is able to step in during the absence of the Chief Probation Officer. An Assistant Chief may have supervision authority over other managers or supervisors.

Division managers have oversight over either the juvenile or adult divisions. Small counties may have a single manager over both divisions. These managers are responsible for the daily functioning of the division and will oversee the supervisors of that division. Any county that operates a juvenile detention facility is required to have a Juvenile Hall Superintendent. California law states that each board of supervisors have a suitable place for detention for youth who the court deems in need of that level of care. For counties that have a juvenile detention facility, the facility is under the supervision of the Chief Probation Officer but it is the Superintendent who oversees the day-to-day operations and ensures that staffing, training, safety, and security are maintained. Larger juvenile detention facilities may also have an assistant superintendent to assist with all these duties.

At the management level, many counties have an administrative manager who is responsible for personnel hiring, clerical staff, facility and office space, maintenance, and other resources that assist officers in completing their assignments. There may also be a fiscal manager, who is responsible for the fiscal operations of the Probation Department.

Supervisors

Supervisors in the Probation Department are responsible for a specific unit within one of the divisions. A supervisor’s duties include ensuring all staff in their unit receive initial and ongoing training, assist staff to understand their specific role in the unit, and complete personnel evaluations for each employee. This structure is designed to assist each Probation Department in carrying out their mission.

Probation Officers

The role of the probation officer is to investigate and supervise individuals who are placed on community supervision and oversee their rehabilitation. They are the fact finder for the court. They assess risk and needs of justice-involved individuals and provide interventions and programs designed to rehabilitate the individual. They assist victims through victim restitution and enforcement of court orders.

Having a probation officer in the courtroom gives the court immediate access to information and recommendations to the court. Counties have different ways of assigning these officers. Some counties have Court Probation Officers. Other counties have a court officer assigned from the court investigation unit.

In Juvenile Probation, there is a probation officer assigned to be in Juvenile Court when court is in session. They will be in court for Initial Hearings/Arraignments, Detention Hearings, Jurisdictional Hearings, Contested Jurisdictional Hearing, Dispositional Hearings, Review Hearings, and Violation of Probation Hearings. These officers are often the probation officer who does the court investigation and writes these reports. If there are further hearings needed that pertain to supervision, such as a Review Hearing or Violation of Probation Hearing, the supervision probation officer may take these cases to court and be the court officer for the cases on their caseload.

If a youth has been transferred to adult Criminal Court, some counties do not have a juvenile probation officer in the court. Since the case is in adult court, if there is a request for a Pre-Sentence Investigation Report, it is often investigated and written by an adult probation officer.

In Adult Probation, counties vary in which court proceedings the court officer will attend. They will attend the Violation of Probation hearing and may or may not attend Arraignments or Sentencing Hearings. Similar to Juvenile Probation, there may be a dedicated court officer to represent the Probation Department or various supervision officers will attend the hearing for the individuals on their caseload.

Probation officers who supervise individuals may start at the pretrial phase or may be assigned their case once the sentencing of the individual is complete. Supervision officers will monitor for completion of supervision terms and conditions and any rehabilitative programs ordered by the court. They will meet with the individual in their office but may also meet with them in their home or elsewhere in the community. Supervision officers may be authorized to carry a firearm. They may have a specialized caseload such as sex offenders, domestic violence, transitional age youth, or gangs. Most counties assign cases by risk level and need.

Juvenile Detention Officers

The juvenile detention officers who are assigned to juvenile detention facilities have the task of monitoring the safety and security of the youth and the facility. They are with the youth 24-hours a day. The officers will monitor movement in and between units. They may supervise the youth while they attend school. They will supervise the youth while they are on the units and monitor youth while they are in their rooms. Juvenile detention officers assist and supervise visitation, meal times, and recreational times. Some officers may provide programs while others oversee the youth while they attend programs. Officers complete bookings and releases. Some counties use probation officers to provide services to the youth in the juvenile detention facilities.

Probation Assistants

Some counties use probation assistants to complete tasks that do not require peace officer status. Some of these tasks may be clerical in nature such as phone calls to remind the individual of an appointment or court hearing. Another task may be to provide transportation. Some probation assistants are assigned to work directly with a probation officer on a specific caseload. Some may provide delinquency prevention services.

Fiscal Services

Depending on the size of the Probation Department, fiscal services may be performed ranging from one person to a unit to a completely separate division. However, despite the size, similar functions are required for the operations of a Probation Department. Staff are required to manage all fiscal operations including: developing contracts; processing payroll; tracking revenues; paying and tracking expenditures; procuring equipment; data collection; required reporting; fiscal oversight; composing Board Letters; monitoring contracts for fiscal and programmatic compliance; preparing budgets estimates and projections; and, grant reporting. These fiscal services functions are complex and multifaceted due to the variety of funding streams which include County general fund dollars, State and Federal funds, and a variety of grants. These funds all have special requirements and must be tracked and reported on separately.

Clerical Support

Depending on the size of the Probation Department, clerical support services may be performed ranging from one person to a unit to a division. However, despite the size, similar functions are required for the operations of a Probation Department. Staff are required to establish and maintain case files (either hard copy or electronically) for individuals on probation, process violations of probation, bench warrants, supplemental reports, and modifications to the court, scanning numerous documents into the case management system, processing reports for the court, and providing receptionist duties. Clerical support also compiles and submits mandated statistical reports to required agencies, such as the California Department of Justice or the Board of State and Community Corrections.

Analysts

Some Probation Departments have a variety of analysts (i.e., business analysts or management analysts) to perform analytics-based data studies in order to inform and support department planning and process improvement efforts. Analysts gather information and data necessary for the study of policies, procedures, and operations; assist in tabulating and charting data; and, assist in analyzing data gathered by statistical and other techniques. Using various electronic data analysis tools, analysts identify key performance indicators, design and conduct data queries, perform statistical and quantitative analyses, and utilize explanatory and predictive modeling to provide decision support for departmental programs and activities. Analysts also research and analyze laws, policies, and other regulatory requirements and changes and prepare reports of studies and recommendations as part of the department’s research and evaluation efforts.

Hiring Process

Because probation officers are peace officers, the hiring process is more complex than for most other county positions. Even non-sworn staff in a Probation Department will have to undergo a more intensive hiring process.

For juvenile detention staff and probation officers, the first step is passing a state test. This test is given by the county human resources department. In order to be eligible for interviewing for a probation officer or juvenile detention officer positions, the candidate must pass this test. Most counties then move to an interview process to create a county list for the position. Next steps are a background investigation and a psychological evaluation. Lastly, a physical is required. Some counties also require physically testing prior to hiring. Some counties will send all candidates to a background investigation while other counties only send the top candidates. Some counties conduct polygraph or voice stress tests as well.

Background Investigations: Probation officers and juvenile detention officers are peace officers under California Government Code 1031 and California Penal Code Section 830.5 . Part of the hiring process for peace officers is the required background investigation. In some counties, non-sworn staff are also required to complete a background investigation although it may not be as thorough as one for a peace officer.

Counties may use a variety of staff, consultants, retired law enforcement officers, or contractors to conduct the background investigation. Each candidate for hire will complete a personal history statement. This is a very thorough report of the candidate.

• Personal information: This includes all names used by the candidate, date of birth, location of birth, addresses the candidate has lived, and physical description of the candidate.

• Family information: This includes information on the candidate’s parents, siblings, spouse, and children. During the interview portion of the investigation, the investigator will interview family members.

• Education: This includes high school graduation information including copies of a diploma, college information including transcripts, copies of diplomas, as well as post graduate transcripts and diplomas, if achieved.

• Employment and Experience: Most agencies will be looking at paid employment as well as volunteer experience. Included in the information are jobs held, dates of employment, and any employment issues, such as discipline or terminations. Also included is information about reasons for changes in employment.

• Financial: This includes information on monthly living expenses, current and past salaries, savings accounts, and any loan information. Candidates are required to disclose any foreclosures or filings of bankruptcy.

• Arrests and Convictions: In this section, the candidate must disclose any previous contact with law enforcement, any arrests, and convictions. This also includes any information about time in jail, placement on probation, and any expungements that may have been issued. In this legal section, there may also be questions about any other law enforcement contact, such as a witness to a crime or being the victim of a crime.

• Motor Vehicle information: This includes driver’s license information, liability insurance held, any accidents that occurred regardless of whether it was the fault of the candidate, and any tickets received by the candidate. If there were any suspensions of the candidate’s driver’s license, this will also need to be disclosed.

Following receipt of the personal history statement, the investigator will verify the information given and will conduct interviews to gain further insight into the candidate’s history and character. This process can take up to eight weeks to complete. The results of the background are given to the Chief Probation Officer or their designee.

Psychological Evaluation

Another element of the hiring process is the completion of a psychological evaluation. This part of the process is only given once a conditional job offer is made. Each Probation Department contracts with a licensed psychologist to conduct this evaluation. If the agency arms officers, there is an additional component of the psychological evaluation. The purpose of this evaluation is to ensure that any staff hired are mentally fit to hold a peace officer position. The candidate will meet with the psychologist and will be given a variety of psychological tests. Once the psychologist has a chance to review the test findings, they conduct an interview with the candidate. This is only part of the hiring process, however, if a candidate fails this portion, it is unlikely they will be considered for the position. Confidentiality of the results of the evaluation have been waived by the candidate and those results are given to the Chief Probation Officer or their designee.

Medical Exam

Each candidate must see a doctor arranged by the county to determine if the candidate meets the physical requirements of the job. Some counties will also conduct their own physical agility test to ensure the candidate can meet the needs of those under their care and to keep themselves and others safe. It is generally the final step of the hiring process.