National Corrections Reporting Program 2018-2021

National Corrections Reporting Program

NCRP 2018 Manual_ABDEF.6 6 2018_final deletes

National Corrections Reporting Program 2018-2021

OMB: 1121-0065

⚠️ Notice: This form may be outdated. More recent filings and information on OMB 1121-0065 can be found here:

Document [pdf]

Download: pdf | pdf

2018 NCRP
Data Request
Instructions
Prison and Post
Confinement
Community
Supervision Records
(Parts A, B, D, E, and
F)

OMB Control No: 1121-0065
Expiration Date: 10/31/2021
June 2018

Contacts:
Tom Rich
NCRP Project Director
and Site Liaison
617-349-2753
tom_rich@abtassoc.com
Michael Shively
NCRP Site Liaison
617-520-3562
michael_shively@abtassoc.com
Abt Associates Inc.
10 Fawcett St.
Cambridge, MA 02138

2018 NCRP Data Request Instructions
Table of Contents
Overview................................................................................................................................................ 1
What’s New for 2018 ....................................................................................................................... 1
General Data Submission Instructions ............................................................................................. 2
Part A (Prison Admissions) Instructions ............................................................................................ 4
Part B (Prison Releases) Instructions ................................................................................................. 8
Part D (Prison Custody) Instructions ............................................................................................... 13
Part E (Post Confinement Community Supervision Admissions) Instructions ............................ 17
Part F (Post-Confinement Community Supervision Releases) Instructions ................................. 21
Appendix.

Additional Information on NCRP Variables .................................................... 25

Variable 1: County in Which Sentence Was Imposed ................................................................... 25
Variable 2: Inmate ID Number ...................................................................................................... 25
Variable 3: Date of Birth................................................................................................................ 26
Variable 4: Sex............................................................................................................................... 26
Variable 5: Race............................................................................................................................. 26
Variable 6: Hispanic Origin ........................................................................................................... 27
Variable 7: Highest Grade Completed ........................................................................................... 28
Variable 8: Date of Admission to Prison ....................................................................................... 29
Variable 9: Type of Admission to Prison....................................................................................... 30
Variable 10: Jurisdiction on Date of Admission ............................................................................ 34
Variable 11: Prior Jail Time ........................................................................................................... 35
Variable 12: Prior Prison Time REMOVED FOR RY2018 ........................................................ 35
Variable 13: Offenses .................................................................................................................... 35
Variable 14a: Offense with Longest Maximum Sentence ............................................................. 36
Variable 14b: Sentence Length for Variable 14a Offense ............................................................. 36
Variable 15: Total Maximum Sentence Length ............................................................................. 37

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. i

Variable 17: Location Where Inmate is to Serve Sentence............................................................ 39
Variable 18: Additional Offenses since Admission Date REMOVED FOR RY2018 ................ 40
Variable 19: Additional Sentence Time since Admission REMOVED FOR RY2018 ............... 40
Variable 20: Prior Felony Incarcerations ....................................................................................... 40
Variable 21: AWOL or Escape REMOVED FOR RY2018 ........................................................ 41
Variable 22a: Community Release Prior to Prison Release REMOVED FOR RY2018 ............. 41
Variable 22b: Number of Days on Community Release REMOVED FOR RY2018 .................. 41
Variable 23a: Date of Release from Prison.................................................................................... 41
Variable 23b: Location at Time of Prison Release ........................................................................ 41
Variable 24: Agencies Assuming Custody at Time of Prison Release .......................................... 42
Variable 25: Type of Release From Prison .................................................................................... 43
Variable 26: Date of Release from Post Confinement Community Supervision ........................... 46
Variable 27: Type of Release from Post Confinement Community Supervision .......................... 47
Variable 28: Supervision Status Just Prior to Release REMOVED FOR RY2018 ..................... 49
Variable 30: Inmate State ID Number ........................................................................................... 50
Variable 31a: Indeterminate Sentence ........................................................................................... 50
Variable 31b: Determinate Sentence.............................................................................................. 51
Variable 31c: Mandatory Minimum Sentence ............................................................................... 52
Variable 31d: Truth in Sentencing Restriction .............................................................................. 52
Variable 32: Length of Court-Imposed Sentence to Community Supervision .............................. 53
Variable 33: Parole Hearing / Eligibility Date ............................................................................... 53
Variable 34: Projected Release Date.............................................................................................. 54
Variable 35: Mandatory Release Date ........................................................................................... 55
Variable 36: First Name ................................................................................................................. 56
Variable 37: Last Name ................................................................................................................. 57
Variable 38: Facility Name ............................................................................................................ 57
Variable 39: FBI Number .............................................................................................................. 57
Variable 40: Prior Military Service................................................................................................ 58

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. ii

Variable 41: Date of Last Military Discharge ................................................................................ 58
Variable 42: Type of Last Military Discharge ............................................................................... 59
Variable 43: Date of Admission to Post Confinement Community Supervision........................... 59
Variable 44: Type of Admission to Post Confinement Community Supervision .......................... 60
Variable 45: County Where Offender was Released / County Where PCCS Office is Located ... 60
Variable 46: Social Security Number ............................................................................................ 61
Variable 47: Last Known Address Prior to Incarceration .............................................................. 62
Variable 48: Offender Custody Level ............................................................................................ 62
Variable 49: US Citizen NEW VARIABLE FOR RY 2018 ....................................................... 63
Variable 50: Country of Citizenship NEW VARIABLE FOR RY 2018 .................................... 64
Variable 51: Country of Birth NEW VARIABLE FOR RY 2018 .............................................. 64

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. iii

Overview
The National Corrections Reporting Program (NCRP) collects offender-level information from state
departments of correction and community supervision on admissions to and releases from prisons and
post confinement community supervision. Abt Associates is the NCRP data collection agent for the
Bureau of Justice Statistics, the federal agency that administers NCRP. BJS has administered NCRP
since 1983. Contact your NCRP site liaison (Tom Rich, at tom_rich@abtassoc.com or 617-349-2753
or Mike Shively, at michael_shively@abtassoc.com or 617-520-3562) for more information. Or visit
the NCRP website at www.ncrp.info.
For 2018, states are asked to submit three prison files:
•

Prison Admissions (Part A): one record for each admission of a sentenced offender to the state’s
prison system during calendar year 2018.

•

Prison Releases (Part B): one record for each release of a sentenced offender from the state’s
prison system during calendar year 2018.

•

Prison Custody (Part D): one record for each sentenced offender in the physical custody of the
state’s prison system on December 31, 2018.

For 2018, states are also asked to submit two post-confinement community supervision (PCCS)
files:
•

Post Confinement Community Supervision 1 Admissions (Part E): one record for each admission
to a post-confinement community supervision program during calendar year 2018.

•

Post Confinement Community Supervision Releases (Part F): one record for each release from a
post-confinement community supervision program during calendar year 2018.

The detailed instructions below for Parts A, B, D, E, and F include the NCRP definitions of
admissions, releases, and other terminology. The NCRP definitions may vary from the definitions
your state uses.

What’s New for 2018
There are three new variables in the 2018 request:
•

Whether the offender is a citizen of the United States (prison admission and stock records).

•

The offender’s country of current citizenship (prison admission and stock records).

•

The offender’s country of birth (prison admission and stock records).

The US Department of Justice has made the citizenship of prisoners a priority item for data collection.
As with all other BJS data, these data will not be used for enforcement purposes, but rather to better
describe the state prison population. While country of birth does not necessarily match current

Post Confinement Community Supervision means sentenced offenders serving a period of community
supervision immediately after release from prison.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 1

citizenship, collection of this element will allow BJS to better understand whether country of birth is a
good proxy for citizenship. As with all NCRP variables, states may decide not to include these three
new variables in their NCRP submission.
BJS has also decided to remove 7 variables that have had poor response rates in the past. If you have
been providing these data and it is too burdensome to modify your data extraction programs to
remove them, you may continue to provide them, however, BJS will not explicitly request them in
this document. These variables are:
•

Prior prison time served by the offender (Variable 12; Parts A, B, and D).

•

Additional offenses since admission date committed by the offender (Variable 18; Parts B and
D)

•

Additional sentence time since admission date to be served by the offender (Variable 19; Parts
B and D)

•

Whether the offender was on AWOL or Escape while serving sentences (Variable 21; Part B).

•

Whether the offender was serving time concurrently on community release prior to prison
release (Variable 22a; Part B).

•

The number of days on community release prior to prison release served by the offender
(Variable 22b; Part B).

•

Offender’s supervision status prior to release from PCCS (Variable 28; Part F).

In addition, if you were not able to include in your 2017 submission any of the new variables from
2015, please try to include them in your 2018 submission. The new variables from the 2015 request
were:
•

The offender’s Social Security Number (all five Parts).

•

The offender’s last known address prior to incarceration (Parts A and E).

•

The offender’s custody level at year-end (Part D).

If your agency requires additional information or a signed Data Use Agreement before including
SSNs or the last known address in your NCRP submission, please contact your Abt Associates site
liaison.

General Data Submission Instructions
Is there a required format or coding scheme for the data?
•

There is no required format or file type for the data you submit; use whatever is most convenient
for you.

•

There is no required set of codes for the categorical NCRP variables (e.g., race, prison admission
type). The documentation in this manual includes suggested “NCRP format” codes, but you can

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 2

use whatever internal codes your agency uses. As necessary, Abt will re-code your internal
agency codes into the standardized NCRP codes.
What if I am unable to provide all the requested data?
•

If your agency does not collect one or more of the requested data elements or providing them
would be an excessive burden (or is not allowed under agency policy), those data elements do not
have to be included in the data submission. The instructions for each Part also highlight the
“core” data elements that are most important to NCRP.

When is the data submission due?
•

The target date for submitting NCRP data is March 31st, but we understand that agency
constraints in many states preclude meeting that target date. The Abt site liaison will work with
each state to set a realistic target date.

How do I send the data to Abt Associates?
•

The preferred method for submitting data is via the NCRP data transfer site
(transfer.abtassoc.com). This site is compliant with FIPS (Federal Information Processing
Standard) 140-2 and meets all the requirements of the Federal Information Security Management
Act (FISMA) and the Privacy Act. The data are automatically encrypted during transit.

•

When you are ready to submit data, contact your NCRP site liaison2 to obtain a unique username
and password for the transfer portal, or to make other submission arrangements. Please protect
your transfer portal username and password. Instructions on how to use the transfer site are
available from your Abt site liaison.

What happens after we submit data?
•

Abt will verify the contents of the data files and conduct a series of validity checks on the data
(including comparing the submitted data to your submissions from prior years). Typically, this
will be accomplished within 1-3 weeks of receipt of your data. Your Abt site liaison will then
contact you to review the findings. Having a thorough understanding of what data you submit is
necessary in order to construct valid and reliable national NCRP datasets.

Tom Rich, at tom_rich@abtassoc.com or 617-349-2753, or Mike Shively, at
michael_shively@abtassoc.com or 617-520-3562

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 3

Part A (Prison Admissions) Instructions
The data file you produce for Part A should contain one data record for each admission of a
sentenced inmate to your prison system during 2018, regardless of sentence length or
jurisdiction.
NCRP defines admissions as including:
•

new court commitments;

•

revocations from probation, parole, or other types of post-confinement community supervision;

•

transfers from other jurisdictions;

•

escape or AWOL returns;

•

returns from appeal or bond.

Include in Part A:
•

Admissions of sentenced inmates to your prison facilities. 3

•

Admissions of sentenced inmates under your jurisdiction to county or local jails.

•

Admissions of sentenced inmates under your jurisdiction to in-state private prisons, including
both privately owned facilities and facilities operated by a private entity under contract to the
state.

Exclude from Part A:
•

Admissions of sentenced inmates to one of your prison facilities who are being transferred from
another one of your prison facilities.

•

Inmates re-entering a prison facility after a temporary leave of 30 days or less (e.g., for a court
appearance, funeral furlough, or medical care).

•

Admissions of sentenced inmates under your jurisdiction to Federal facilities, another state’s
facilities, or out-of-state private facilities.

•

Admissions of unsentenced inmates to your prison facilities (e.g., inmates awaiting trial, civil
commitments)

The variables requested in the Part A data set are listed on the next page. Most of these variables are
also in the Part B and D requests. Refer to the Appendix for additional information on these variables.

Prison facilities include prisons, penitentiaries, and correctional institutions; boot camps; prison farms;
reception, diagnostic, and classification centers; release centers, halfway houses, and road camps; forestry
and conservation camps; vocational training facilities; prison hospitals; and drug and alcohol treatment
facilities for prisoners. For inmates under home confinement, a private residence is not considered a prison
facility.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 4

The Part A (Prison Admissions) variables are listed below in the table. If you have limited resources for responding to this data request, please
focus on the core variables. Additional information on the variables is in the Appendix.
Category
Offender

#
2

Name
Inmate ID Number

30
39

State ID Number
FBI Number

36
37
3
4
5
6
7

First Name
Last Name
Date of Birth
Sex
Race
Hispanic Origin
Highest Grade
Completed
Prior Military Service
Date of Last Military
Discharge
Type of Last Military
Discharge
SSN
Last Known Address
US Citizen
Country of
citizenship
Country of birth
County in Which
Sentence was
Imposed
Prior Jail Time

40
41
42
46
47
49
50

Sentence

51
1

Bureau of Justice Statistics

Definition
A unique number that identifies an offender within the agency for this
admission and all subsequent admissions.
The offender’s unique, fingerprint-supported state identification number
The unique identification number given by the Federal Bureau of
Investigation/ Interstate Identification Index to each offender
The offender’s first name
The offender’s last name
The offender’s date of birth
The offender’s biological sex
The offender’s race
Is the offender of Hispanic origin?
The highest academic grade level the offender completed prior to
admission to prison on the current sentence
Did the offender ever served in the U.S. Armed Forces?
The date the offender was discharged from the U.S. Armed Forces for the
final time
The type of discharge the inmate received from the U.S. Armed Forces
The offender’s Social Security Number
The offender’s last known address prior to incarceration
Whether the offender is a citizen of the US
The offender’s current country of citizenship

Core
Variable
















The offender’s country of birth
The county where the court imposing the current sentence is located

The length of time served in jail prior to the date of admission (Variable 8)
and credited to prison service for the current sentence

Abt Associates Inc.

Contents ▌pg. 5

Category

#
13

Name
Offenses

14a

Offense with
Longest Maximum
Sentence
Sentence Length for
Variable 14a
Offense
Total Maximum
Sentence Length
Indeterminate
Sentence
Determinant
Sentence
Mandatory Minimum
Sentence
Truth in Sentencing
Law Restriction

14b

15
31a
31b
31c
31d

Prison
Admission

8
9

Length of CourtImposed Sentence
to Community
Supervision
Date of Admission to
Prison
Type of Admission
to Prison
Jurisdiction on Date
of Admission

Bureau of Justice Statistics

Definition
Crime(s) for which the offender was admitted to prison on the current
sentence(s), including the number of counts for each offense.
Of the crimes coded in Variable 13, the ONE crime for which the inmate
received the longest sentence
The maximum sentence as stated by the court that the offender is required
to serve for the offense listed in Variable 14a
The longest length of time as stated by the court that the offender could be
required to serve for all offenses specified in Variable 13 (Offenses)
Does the total maximum sentence (Variable 15) include an indeterminate
sentence?
Does the total maximum sentence (Variable 15) include a determinate
sentence?
Does the total maximum sentence (Variable 15) include a mandatory
minimum sentence?
Is the total maximum sentence (Variable 15) restricted by a Truth in
Sentencing Law mandating that a certain percentage of the court- imposed
sentence be served in prison?
The amount of time which the court states that the offender is required to
serve under community supervision after release from prison

The most recent date the offender was admitted into the custody of the
state prison system on the current sentence
The reason an offender entered into the physical custody of a correctional
facility on the date provided in Variable 8 (Admission Date) of the current
record
The state with the legal authority to enforce the prison sentence

Abt Associates Inc.

Contents ▌pg. 6

Core
Variable










Category

#
17

Anticipated
Release
from Prison

34
35

Name
Location where
Offender is to Serve
Sentence
Parole
Hearing/Eligibility
Date
Projected Release
Date
Mandatory Release
Date

Bureau of Justice Statistics

Definition
The type of facility in which the offender will be incarcerated to serve time
for his/her crime.
The date the offender is eligible for review by an administrative agency
such as a parole board, to determine whether he or she will be released
from prison
The projected date on which the offender will be released from prison
The date the offender by law must be conditionally released from prison

Abt Associates Inc.

Contents ▌pg. 7

Core
Variable

Part B (Prison Releases) Instructions
The data file you produce for Part B should contain one data record for each release of a sentenced
inmate from your prison system during 2018, regardless of sentence length or jurisdiction.
NCRP defines releases as including:
•

conditional releases from prison to parole, probation, or other forms of post-confinement
community supervision;

•

unconditional releases;

•

releases or transfers to other authorities;

•

deaths;

•

releases on appeal or bond if credit for time served is not given while on release;

•

escapes from custody.

Include in Part B:
•

Releases of sentenced inmates from your prison facilities 4, regardless of jurisdiction or sentence
length.

•

Releases of sentenced inmates under your jurisdiction from county or local jails.

•

Releases of sentenced inmates under your jurisdiction from in-state private prisons, including
both privately owned facilities and facilities operated by a private entity under contract to the
state.

Exclude from Part B:
•

Sentenced inmates who are being transferred from one of your facilities to another one of your
prison facilities.

•

Temporary releases of sentenced inmates of 30 days or less (e.g., for a court appearance, funeral
furlough, or medical care).

•

Releases of sentenced inmates under your jurisdiction from Federal facilities, another state’s
facilities, or out-of-state private facilities.

•

Releases of unsentenced inmates from your prison facilities (e.g., inmates awaiting trial, civil
commitments)

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 8

The variables requested in the Part B data set are listed on the next page. Most of these variables are
also in the Part A and D requests. Refer to the Appendix for additional information on these variables.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 9

The Part B (Prison Releases) variables are listed below in the table. If you have limited resources for responding to this data request, please
focus on the core variables. Additional information on the variables is in the Appendix.
Category
Offender

#
2

Name
Inmate ID Number

30
39

State ID Number
FBI Number

36
37
3
4
5
6
7

First Name
Last Name
Date of Birth
Sex
Race
Hispanic Origin
Highest Grade
Completed
Prior Military Service
Date of Last Military
Discharge
Type of Last Military
Discharge
Prior Felony
Incarcerations
SSN
County in Which
Sentence was
Imposed
Prior Jail Time

Offenses

40
41
42
20

Sentence

46
1

Bureau of Justice Statistics

Definition
A unique number that identifies an offender within the agency for this
admission and all subsequent admissions.
The offender’s unique, fingerprint-supported state identification number
The unique identification number given by the Federal Bureau of
Investigation/ Interstate Identification Index to each offender
The offender’s first name
The offender’s last name
The offender’s date of birth
The offender’s biological sex
The offender’s race
Is the offender of Hispanic origin?
The highest academic grade level the offender completed prior to
admission to prison on the current sentence
Did the offender ever served in the U.S. Armed Forces?
The date the offender was discharged from the U.S. Armed Forces for the
final time
The type of discharge the inmate received from the U.S. Armed Forces
Was the offender ever sentenced to confinement for a felony as a juvenile
or adult prior to his/her current prison admission?
The offender’s Social Security Number
The county where the court imposing the current sentence is located

Core
Variable

















The length of time served in jail prior to the date of admission (Variable 8)
and credited to prison service for the current sentence
Crime(s) for which the offender was admitted to prison on the current
sentence(s), including the number of counts for each offense.

Abt Associates Inc.

Contents ▌pg. 10



Category

#
14a

14b

15
31a
31b
31c
31d

Admission
to Prison

8
9

10
17

Name
Offense with
Longest Maximum
Sentence
Sentence Length for
Variable 14a
Offense
Total Maximum
Sentence Length
Indeterminate
Sentence
Determinant
Sentence
Mandatory Minimum
Sentence
Truth in Sentencing
Law Restriction
Length of CourtImposed Sentence
to Community
Supervision
Date of Admission to
Prison
Type of Admission
to Prison
Jurisdiction on Date
of Admission
Location where
Offender is to Serve
Sentence

Bureau of Justice Statistics

Definition
Of the crimes coded in Variable 13, the ONE crime for which the inmate
received the longest sentence
The maximum sentence as stated by the court that the offender is required
to serve for the offense listed in Variable 14a
The longest length of time as stated by the court that the offender could be
required to serve for all offenses specified in Variable 13 (Offenses)
Does the total maximum sentence (Variable 15) include an indeterminate
sentence?
Does the total maximum sentence (Variable 15) include a determinate
sentence?
Does the total maximum sentence (Variable 15) include a mandatory
minimum sentence?
Is the total maximum sentence (Variable 15) restricted by a Truth in
Sentencing Law mandating that a certain percentage of the court- imposed
sentence be served in prison?
The amount of time which the court states that the offender is required to
serve under community supervision after release from prison

Abt Associates Inc.

Contents ▌pg. 11

Core
Variable









Category
Release
from prison

#
23a
25
23b
24

Name
Date of Release
from Prison
Type of Release
from Prison
Location at Time of
Prison Release
Agencies Assuming
Custody at Time of
Prison Release

Bureau of Justice Statistics

Definition
The most recent calendar date that the state's prison custody terminated
The method of, or reason for, departure from the custody of your prison
system on the reported date of release
The type of facility that had been used for the custody or care of the
offender just prior to release
The type and location of agency that assumes custody (physical or
supervisory) over an inmate's freedom at the time of prison release

Abt Associates Inc.

Contents ▌pg. 12

Core
Variable



Part D (Prison Custody) Instructions
The data file you produce for Part D should contain one data record for each sentenced inmate
under physical custody, regardless of sentence length or jurisdiction, on December 31, 2018.
Include in Part D:
•

Sentenced inmates in your prison facilities 5, regardless of jurisdiction or sentence length.

•

Sentenced inmates under your jurisdiction held in county or local jails.

•

Sentenced inmates under your jurisdiction held in in-state or out-of-state private prisons,
including both privately owned facilities and facilities operated by a private entity under contract
to the state.

•

Any inmate in the above categories who was temporarily released (less than 30 days) from a
facility.

Exclude from Part D:
•

Sentenced inmates under your jurisdiction held in Federal facilities or another state’s facilities.

•

Unsentenced inmates held in your prison facilities (e.g., civil commitments, inmates awaiting
trial).

•

Inmates who have escaped and are not in custody.

The variables requested in the Part D data set are listed on the next page. Most of these variables are
also in the Part A and B requests. Refer to the Appendix for additional information on these variables.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 13

The Part D (Prison Custody) variables are listed below in the table. If you have limited resources for responding to this data request, please
focus on the core variables. Additional information on the variables is in the Appendix.
Category
Offender

#
2

Name
Inmate ID Number

30
39

State ID Number
FBI Number

36
37
3
4
5
6
7

First Name
Last Name
Date of Birth
Sex
Race
Hispanic Origin
Highest Grade
Completed
Prior Military Service
Date of Last Military
Discharge
Type of Last Military
Discharge
Prior Felony
Incarcerations
SSN
US Citizen
Country of
citizenship
Country of birth
County in Which
Sentence was
Imposed

40
41
42
20
46
49
50

Sentence

51
1

Bureau of Justice Statistics

Definition
A unique number that identifies an offender within the agency for this
admission and all subsequent admissions.
The offender’s unique, fingerprint-supported state identification number
The unique identification number given by the Federal Bureau of
Investigation/ Interstate Identification Index to each offender
The offender’s first name
The offender’s last name
The offender’s date of birth
The offender’s biological sex
The offender’s race
Is the offender of Hispanic origin?
The highest academic grade level the offender completed prior to
admission to prison on the current sentence
Did the offender ever served in the U.S. Armed Forces?
The date the offender was discharged from the U.S. Armed Forces for the
final time
The type of discharge the inmate received from the U.S. Armed Forces
Was the offender ever sentenced to confinement for a felony as a juvenile
or adult prior to his/her current prison admission?
The offender’s Social Security Number
Whether the offender is a citizen of the US
The offender’s current country of citizenship

Core
Variable
















The offender’s country of birth
The county where the court imposing the current sentence is located

Abt Associates Inc.



Contents ▌pg. 14

Category

#
11

Name
Prior Jail Time

Offenses

14a

14b

15
31a
31b
31c
31d

Prison
Admission

8
9

Length of CourtImposed Sentence
to Community
Supervision
Date of Admission to
Prison
Type of Admission
to Prison
Jurisdiction on Date
of Admission

Bureau of Justice Statistics

Definition
The length of time served in jail prior to the date of admission (Variable 8)
and credited to prison service for the current sentence
Crime(s) for which the offender was admitted to prison on the current
sentence(s), including the number of counts for each offense.
Of the crimes coded in Variable 13, the ONE crime for which the inmate
received the longest sentence
The maximum sentence as stated by the court that the offender is required
to serve for the offense listed in Variable 14a
The longest length of time as stated by the court that the offender could be
required to serve for all offenses specified in Variable 13 (Offenses)
Does the total maximum sentence (Variable 15) include an indeterminate
sentence?
Does the total maximum sentence (Variable 15) include a determinate
sentence?
Does the total maximum sentence (Variable 15) include a mandatory
minimum sentence?
Is the total maximum sentence (Variable 15) restricted by a Truth in
Sentencing Law mandating that a certain percentage of the court- imposed
sentence be served in prison?
The amount of time which the court states that the offender is required to
serve under community supervision after release from prison

Abt Associates Inc.

Contents ▌pg. 15

Core
Variable








Category

#
17

Anticipated
Release
from Prison

34
35

Facility

38
48

Name
Location where
Offender is to Serve
Sentence
Parole
Hearing/Eligibility
Date
Projected Release
Date
Mandatory Release
Date
Facility Name
Custody Level

Bureau of Justice Statistics

Definition
The type of facility in which the offender will be incarcerated to serve time
for his/her crime.

Core
Variable

The date the offender is eligible for review by an administrative agency
such as a parole board, to determine whether he or she will be released
from prison
The projected date on which the offender will be released from prison
The date the offender by law must be conditionally released from prison
Name of the facility holding the offender at year-end
The custody level to which the offender is assigned at year-end

Abt Associates Inc.

Contents ▌pg. 16




Part E (Post Confinement Community Supervision Admissions)
Instructions
The data file you produce for Part E should contain one data record for each admission of an
offender to a term of post-confinement community supervision (PCCS) to your state during
2018. PCCS means sentenced offenders serving a period of community supervision immediately after
release from prison. Only include admissions to PCCS of offenders under the legal authority of your
state; do not include interstate compact cases in which only supervisory responsibility is transferred to
your state but legal authority is retained by another state.
Include in Part E:
•

•

Admissions to community supervision for the purpose of completing a prison term in the
community. Most states refer to this as parole; your state may use other terminology. Examples
include:
−

An offender is released from a prison facility by the decision of a parole board or other
authority to the caseload of a community supervision authority (e.g., parole agency,
probation agency, corrections department). Most states call this a discretionary prison
release.

−

An offender has a mandatory release from prison to the caseload of a community
supervision authority (e.g., parole agency, probation agency, corrections department).

Admissions to community supervision resulting from a community supervision sentence that
begins immediately upon release from prison. This includes what some states refer to as a split
sentence or shock probation. Examples include:
−

An offender begins serving a court-imposed sentence of community supervision
following release from prison.

•

Re-admissions to community supervision following a revocation from community supervision
and a subsequent release from prison to complete the sentence in the community.

•

Admissions of offenders to community supervision in your state following a term of confinement
in another state when that state transfers legal authority of the offender to your state.

Exclude from Part E:
•

Admissions to community supervision that are not immediately preceded by a term of
confinement.

•

Admissions to prison facilities.6

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 17

•

Inmates re-entering parole or supervised release after a leave that was NOT a revocation.
−

•

Example: An offender serving a term of supervision is picked up on a technical violation
and sent back to prison for a “shock” term. The offender is never released from
supervision and the supervising agency has jurisdiction over the offender the entire time.

Interstate compact cases where only supervisory responsibility is transferred to your state but
legal jurisdiction is retained by another state.

The variables requested in the Part E data set are listed below. Refer to the Appendix for additional
information on these variables.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 18

The Part E (Post-Confinement Community Supervision Admissions) variables are listed below in the table. If you have limited resources for
responding to this data request, please focus on the core variables. Additional information on the variables is in the Appendix.
Category
Offender

#
2

Name
Inmate ID Number

30
39

State ID Number
FBI Number

36
37
3
4
5
6
7

40
41
42
46
47
49
50

Sentence

51
1

Bureau of Justice Statistics

Core
Variable
















The offender’s country of birth
The county where the court imposing the current sentence is located

Crime(s) for which the offender was admitted to prison on the current
sentence(s)

Abt Associates Inc.

Contents ▌pg. 19



Category
Release
from Prison

#
23a
25
24

Admission
to PCCS

Name
Date of Release
from Prison
Type of Release
from Prison
Agencies Assuming
Custody at Time of
Prison Release
Date of Admission to
Post-Confinement
Community
Supervision
Type of Admission
to Post-Confinement
Community
Supervision

Bureau of Justice Statistics

Definition
The most recent calendar date that the state's prison custody terminated
The method of, or reason for, departure from the custody of your prison
system on the reported date of release
The type and location of the agency that assumes custody (physical or
supervisory) over an inmate's freedom at the time of prison release

Core
Variable



The date an offender entered into post-confinement community supervision

The reason an offender entered into post-confinement community
supervision on the date provided in Variable 43 (Date of Admission to PostConfinement Community Supervision) of the current record

Abt Associates Inc.

Contents ▌pg. 20



Part F (Post-Confinement Community Supervision Releases)
Instructions
The data file you produce for Part F should contain one data record for each release of an offender
serving a term of post-confinement community supervision (PCCS) during 2018. PCCS means
sentenced offenders serving a period of community supervision immediately after release from
prison. Only include releases from PCCS of offenders under the legal jurisdiction of your state; do not
include interstate compact cases in which your state only had supervisory responsibility and another
state retained legal jurisdiction over the offender.
NCRP defines PCCS releases as including:
•

Discharges

•

Returns to prison or jail resulting from a revocation, pending revocation, or a new sentence

•

Transfer of legal authority over an offender from your state to another state

•

Deaths

Include in Part F:
•

•

Releases from community supervision when the offender was completing his prison sentence.
Examples include:
−

An offender is returned to prison while on parole, supervised release, mandatory
supervised release, or other types of post-confinement community supervision.

−

An offender is discharged after completing parole, supervised release, mandatory
supervised release, or other types of conditional release.

−

An offender is discharged after completing parole, supervised release, mandatory
supervised release, or other types of conditional release, but then begins serving a courtimposed sentence of community supervision.

Releases from community supervision that resulted from a separate sentence that began following
release from prison. Examples include:
−

An offender completes a court-imposed term of probation after serving a term of
incarceration.

−

An offender is returned to prison while serving a court-imposed term of probation after
serving a prison term.

Transfer of legal authority from your state to another state of an offender on community
supervision following a prison term.

Exclude from Part F:
•

Releases from community supervision when the offender did not serve a term of incarceration
immediately preceding the term of community supervision.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 21

•

Releases from prison facilities. 7

•

Temporary revocations where the inmate is not removed from supervision, and not re-admitted
into a facility.
−

•

Releases of un-sentenced inmates who are being supervised in the community but who have not
served a sentenced term of incarceration.

•

Interstate compact cases in which your state only had supervisory responsibility and another state
retained legal jurisdiction over the offender.

The variables requested in the Part F data set are listed below. Refer to the Appendix for additional
information on these variables.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 22

The Part F (Post-Confinement Community Supervision Releases) variables are listed below in the table. If you have limited resources for
responding to this data request, please focus on the core variables. Additional information on the variables is in the Appendix.
Category
Offender

#
2

Name
Inmate ID Number

30
39

State ID Number
FBI Number

36
37
3
4
5
6
7

First Name
Last Name
Date of Birth
Sex
Race
Hispanic Origin
Highest Grade
Completed
Prior Military Service
Date of Last Military
Discharge
Type of Last Military
Discharge
SSN
County in Which
Sentence was
Imposed
Offenses

40
41
42

Sentence

46
1

13
Release
from Prison

23a
25

Date of Release
from Prison
Type of Release
from Prison

Bureau of Justice Statistics

Definition
A unique number that identifies an offender within the agency for this
admission and all subsequent admissions.
The offender’s unique, fingerprint-supported state identification number
The unique identification number given by the Federal Bureau of
Investigation/ Interstate Identification Index to each offender
The offender’s first name
The offender’s last name
The offender’s date of birth
The offender’s biological sex
The offender’s race
Is the offender of Hispanic origin?
The highest academic grade level the offender completed prior to
admission to prison on the current sentence
Did the offender ever served in the U.S. Armed Forces?
The date the offender was discharged from the U.S. Armed Forces for the
final time
The type of discharge the inmate received from the U.S. Armed Forces
The offender’s Social Security Number
The county where the court imposing the current sentence is located

Core
Variable
















Crime(s) for which the offender was admitted to prison on the current
sentence(s)
The most recent calendar date that the state's prison custody terminated.
The method of, or reason for, departure from the custody of your prison
system on the reported date of release

Abt Associates Inc.

Contents ▌pg. 23





Category

#
24

Admission
to PCCS

Release
from PCCS

Name
Agencies Assuming
Custody at Time of
Prison Release
Date of Admission to
Post-Confinement
Community
Supervision
Type of Admission
to Post-Confinement
Community
Supervision
Date of Release
from PostConfinement
Community
Supervision
Type of Release
from PostConfinement
Community
Supervision
County Where
Offender was
Released / County
Where PCCS Office
is Located

Bureau of Justice Statistics

Definition
The type and location of the agency that assumes custody (physical or
supervisory) over an inmate's freedom at the time of prison release

Core
Variable

The date an offender entered into post-confinement community supervision.

The reason an offender entered into post-confinement community
supervision on the date provided in Variable 43 (Date of Admission to PostConfinement Community Supervision) of the current record
The date of discharge or termination from post-confinement community
supervision jurisdiction for any reason, including returning the offender to
prison



The reason for the termination of post-confinement community supervision
jurisdiction that occurred on the date provided in Variable 26


The county where the offender was released from post-confinement
community supervision on the date in Variable 26. If not available, report
the county where the PCCS office to which the offender reported before exit
is located.

Abt Associates Inc.

Contents ▌pg. 24



Appendix.

Additional Information on NCRP Variables

Variable 1: County in Which Sentence Was Imposed
Applies To
•
•
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•

The county where the court imposing the current sentence is located. If there are multiple
counties of commitment, use the one which corresponds with the offense for which the person
received the longest maximum sentence.

Codes / Coding Information
•

If possible, use either the name of the county or the 5-digit county FIPS code (available at
https://www.census.gov/geo/reference/codes/cou.html).

Variable 2: Inmate ID Number
Applies To
•
•
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•
•

A unique number that identifies an offender within the state department of corrections.
Parole or other community supervision agencies that do not have access to the department of
corrections inmate identification number can provide their own agency’s unique identification
number for the offender.

Additional Information
•

Do not use sequence numbers for identification numbers unless you can identify each inmate by
the sequence number and use the same sequence number for the inmate's every movement into or
out of the corrections system.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 25

•

All information that can identify individuals will be held strictly confidential by Abt Associates
and the Bureau of Justice Statistics, per the requirements of Title 34, United States Code, Sections
10134 and 10231.

Variable 3: Date of Birth
Applies To
•
•
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•
•

The offender’s date of birth
Report partial dates if the day or month is not known.

Variable 4: Sex
Applies To
•
•
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•

The offender’s biological sex

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
(1)
(2)
(9)

Male
Female
Not known

Variable 5: Race
Applies To
•
•

Prison Admissions (Part A)
Prison Releases (Part B)

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 26

•
•
•

Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•

The offender’s race

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(9)

White. A person having origins in any of the original people of Europe, North Africa, or
the Middle East.
Black. A person having origins in any of the black racial groups of Africa.
American Indian / Alaskan Native. A person having origins in any of the original people
of North America and South America (including Central America), and who maintains
tribal affiliations or community attachment.
Asian. A person having origins in any of the original peoples of the Far East, Southeast
Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan,
Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
Native Hawaiian / Pacific Islander. A person having origins in any of the original
peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
Other categories in your information system. Other single-race categories not listed
above which are in your information system.
Two or more races. A person who identifies with more than one racial category and/or a
person who identifies as multi-racial.
Not known. Racial category is not known.

Additional Information
•

•

Hispanic origin is a cultural characteristic rather than racial characteristic (see Variable 6).
Persons of Hispanic origin can be black, white or some other racial group. When the information
is available, please code the racial characteristic of persons of Hispanic origin.
If the inmate’s race can be determined but does not fit one of the above categories, then code as
“other categories in your information system.”

Variable 6: Hispanic Origin
Applies To
•
•
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 27

Definition
•

Whether the offender is of Hispanic origin

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
(1)
(2)
(9)

Hispanic or Latino origin. A person of Mexican, Puerto Rican, Cuban, Central American,
South American, or other Spanish culture or origin, regardless of race.
Not of Hispanic origin.
Not known (Hispanic origin is not known).

Variable 7: Highest Grade Completed
Applies To
•
•
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•

The highest academic grade level completed by the offender before being admitted to prison on
the current sentence.

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
(99)

8th Grade or Less (level of education did not exceed 8th grade, including having never
attended school).
Some High School (grade unspecified or grade completed is not available but it is known
that the inmate entered high school or started 9th grade).
9th Grade
10th Grade
11th Grade
12th Grade or GED
Some College (any person who attended college but did not graduate).
College Degree (any person who completed college or had some post-graduate
education).
Special/Ungraded (including Special education, vocational education/rehabilitation,
occupational education/rehabilitation, academic in an ungraded system, technical
training, or education in an ungraded system).
Not known (level of education is not known).

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 28

Additional Information
•
•

Do not report any educational work completed during incarceration on the current sentence.
Do not report competency level.

Variable 8: Date of Admission to Prison
Applies To
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)

Definition
•
•

The most recent date the inmate was admitted into the custody of the state prison system on the
current sentence.
Report partial dates if the day or month is not known.

Additional Information
•
•

•

Do not provide the sentencing date as the date of admission unless correctional custody began
immediately after sentencing. Admission date should never be prior to the sentencing date.
Offenders exiting from post confinement community supervision and returning to prison as
violators should be included in both the Part A (prison admission) and Part F (post confinement
community supervision release) files.
Prisoner admission data should be provided for sentenced state prisoners housed in local jails.
The date of admission for prison inmates housed in local jails is the date on which the prison
system assumed jurisdiction, often the date of sentencing. Once you submit an admission record
to NCRP for a sentenced state prisoner who is housed in a local jail, do not later report his/her
transfer from jail to prison as an admission.

Examples
•

•

A person held in a local jail is sentenced on April 3, 2009. Due to prison overcrowding, he begins
serving his sentence in the local jail immediately after sentencing. The date of admission to prison
is reported as April 3, 2009.
A prisoner held in a local jail is sentenced on April 3, 2009. Due to prison overcrowding, she
begins serving her sentence in a local jail immediately after sentencing. She is transferred and
physically enters prison on October 28, 2009. No record of any kind is created for the October
transfer. Instead, a Part A record is created with April 3, 2009 as the date of admission.
A person was admitted originally on June 11, 2003. He was released to parole supervision in
2005 and readmitted to prison August 7, 2009 as the result of a parole revocation. For the Part A
(prison admission) record, the date of admission is August 7, 2009.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 29

Variable 9: Type of Admission to Prison
Applies To
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)

Definition
•

The reason an offender entered into the physical custody of a correctional facility on the date
provided in Variable 8 of the current record.

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
(10)
Court Commitment. A person being admitted to prison on one or more new sentences; the
person is being confined for the first time on this/these particular sentence(s) and is not
being re-admitted on any previous sentences still in effect.
(20)

Returned from Appeal or Bond. An offender's re-entry into prison after an absence on
appeal bond during which his/her sentence time was not running. Do not create a new
admission record upon an inmate's return if the inmate's sentence time continued to run
while he/she was on appeal bond.

(30)

Transfer. The admission of a person from the custody of another detaining authority to
continue serving the same sentence.

(46)

Discretionary Release Revocation, New Sentence. Discretionary release occurs when an
inmate is conditionally released by the decision of a parole board or other authority.
Revocation is the administrative action of a supervising agency removing a person from
supervision status in response to a violation of conditions of supervision. If
discretionary release is revoked because of a new sentence, use code 46.
Discretionary Release Revocation, No New Sentence. Discretionary release occurs when
an inmate is conditionally released by the decision of a parole board or other authority.
Revocation is the administrative action of a supervising agency removing a person from
supervision status in response to a violation of conditions of supervision. If
discretionary release is revoked because of a technical violation, use code 47.
Discretionary Release Revocation, No Information. Discretionary release occurs when an
inmate is conditionally released by the decision of a parole board or other authority.
Revocation is the administrative action of a supervising agency removing a person from
supervision status in response to a violation of conditions of supervision. If
discretionary release has been revoked and the reason is not known, use code 49.

(47)

(49)

(56)

Mandatory Conditional Release Revocation, New Sentence. Mandatory conditional
release occurs when an inmate must, by law, be conditionally released from prison to
serve the remainder of their sentence in the community. Revocation is the administrative

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 30

(57)

(59)

action of a supervising agency removing a person from supervision status in response to a
violation of conditions of supervision. This type of release may also be called "mandatory
parole" or "supervised mandatory release." Use code 56 if mandatory conditional
release is revoked because of a new sentence.
Mandatory Conditional Release Revocation, No New Sentence. Mandatory conditional
release occurs when an inmate must, by law, be conditionally released from prison to
serve the remainder of their sentence in the community. Revocation is the administrative
action of a supervising agency removing a person from supervision status in response to a
violation of conditions of supervision. This type of release may also be called "mandatory
parole" or "supervised mandatory release." Use code 57 if mandatory conditional is
revoked because of a technical violation.
Mandatory Conditional Release Revocation, No Information. Mandatory conditional
release occurs when an inmate must, by law, be conditionally released from prison to
serve the remainder of their sentence in the community. Revocation is the administrative
action of a supervising agency removing a person from supervision status in response to a
violation of conditions of supervision. This type of release may also be called "mandatory
parole" or "supervised mandatory release. Use code 59 if mandatory conditional
release is revoked and the reason is not known.

(65)

Court Commitment/Suspended Sentence Imposed. Use this code if the admission is the
result of the court's imposition of a previously suspended sentence.

(66)

Escapee/AWOL Returned, New Sentence. Use this code if an escaped inmate is returned
with a new sentence. The new sentence may be for escaping or another offense.
Escapee/AWOL Returned, No New Sentence. Use this code if an escaped inmate is
returned and there is no new sentence.
Escapee/AWOL Returned, No Information. Use this code if an escaped inmate is returned
and it is not known if there is a new sentence.

(67)
(69)
(70)
(80)
(90)

(86)
(87)

Court Commitment/Discretionary Release Status, Pending Revocation. Use this code if
the inmate has violated the conditions of discretionary release supervision but his/her
discretionary release has not been formally revoked.
Court Commitment/Mandatory Conditional Release Status, Pending Revocation. Use this
code if the inmate has violated the conditions of mandatory conditional release
supervision, but his/her conditional release has not been formally revoked.
Court Commitment/Probation Status, Pending Revocation. Use this code if the inmate
has violated the conditions of probation, but his/her probation has not been formally
revoked.
Probation Revocation, New Sentence. Probation Revocation is a court order taking away
a person's probationary status in response to a violation of conditions of probation. Use
this code if the probation was revoked as a result of a new sentence.
Probation Revocation, No New Sentence. Probation Revocation is a court order taking
away a person's probationary status in response to a violation of conditions of probation.
Use this code if probation is revoked due to a technical violation.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 31

(89)

Probation Revocation, No Information. Probation Revocation is a court order taking
away a person's probationary status in response to a violation of conditions of probation.
Use this code if the probation was revoked and the reason is not known.

(88)

Other. If a unique code cannot be assigned, use code 88 and document the types of
admission included in this category.

(92)

Unsentenced Commitment.

(99)

Not Known. Use this code if the type of admission is Not Known.

Additional Information
•

•

•
•

For Code 10 (Court Commitment):
− Include as a court commitment inmates sentenced to prison for brief periods of time,
usually 90-180 days, after which they are either released to probation or remain in prison.
If, at the end of the "shock" period, the court commits the offender to prison to continue
serving sentence, do not report him/her again as an admission.
− Exclude from the court commitment category: all revocations of probation, parole or
other conditional release with or without a new sentence for a new offense; all transfers
unless the inmate has completed all previous sentences and is beginning to serve time on
a new sentence; and all returns from escape or unauthorized departures.
For Code 30 (Transfer):
− Include inmates admitted from a long term stay in a hospital, mental health facility or
another state or federal prison.
− Do not provide records for movements from prison facility to prison facility within your
state.
− Do not report the return of an inmate sent temporarily to another state to stand trial.
− Do not include inmates who have completed a sentence in another state and are
transferred to your state to begin serving a different sentence. Code them as court
commitments, post-confinement community release revocations or other, as appropriate.
Codes 46, 47, and 49 (Discretionary Release Revocation) are limited to those cases where
revocation proceedings have been completed.
Codes 56, 57, and 59 (Mandatory Conditional Release) also are only applicable to those cases
where revocation proceedings have been completed.

Examples
•

Court Commitment (Code 10)
− A person is sentenced by the court for murder and transported to a state correctional
institution to begin serving her sentence. The correct code is "10" court commitment.
− A person is sentenced by the court for murder and transported to a state correctional
facility to begin serving his/her sentence. This person is still on parole for a robbery he
committed four years ago but his parole revocation hearing has not been held yet. This
admission is not a court commitment. Use code 70 or 80 to report admission type for this
inmate.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 32

A person is sentenced in 2011 to serve three years for burglary. She is conditionally
released after one year and completes her time on parole. She is now being incarcerated
for a burglary for which she has never served a sentence. The correct code is 10, "court
commitment."
− An offender receives a sentence of five years, the first 120 days to be served in prison,
the remainder on probation. A Prison Admission record should be created and Variable 9
coded as 10, "court commitment."
Returned from Appeal or Bond (Code 20)
− An inmate in prison is granted an appeal and released on bond. His sentence time is not
running. His guilt and sentence are later reaffirmed and he returns to prison to resume
serving his sentence. The admission type is code 20, "return from appeal bond."
Transfer (Code 30)
− An inmate serving a prison sentence was declared insane and surrendered to the custody
of the State Department of Mental Health. This movement constituted a transfer release.
This year the inmate is found sane and returns to prison to resume serving the sentence. A
Prison Admission record should be created and the type of admission coded as 30,
"Transfer."
− An inmate is sentenced in California to serve 5 years for burglary and enters a California
prison to begin serving her sentence. During the report year, she is transferred to a
Nevada prison for protective custody. This movement is a prison release type, "Transfer"
for California. Nevada would report this inmate's admission as code 30, "Transfer."
− An inmate serving a prison sentence in Rhode Island is temporarily released to Vermont
to stand trial for charges in that state. The inmate is found guilty and returned one week
later to Rhode Island to continue serving his/her time. No admission or release record is
created by either state.
− A Rhode Island inmate is serving a two-year sentence. After serving one year of his
sentence, he is sent to Vermont to serve the balance of his sentence. The correct response
for each state is as follows:
 Rhode Island creates a prison release record - Variable 25 (type of prison release)
is coded as 15, "Transfer."
 Vermont creates a prison admission record - Variable 9 is coded 30, "Transfer."
− In February of the report year, an inmate is admitted to a Maryland State prison to begin
serving a three year sentence for armed robbery. In June of the same year, he is
transferred to a county detention facility for safekeeping. An admission record is created
when the inmate is admitted in February. No admission or release record is created when
the inmate is transferred to the county facility because he is still serving the state sentence
at the county facility and he is still in the state of Maryland.
− A Maine inmate is transferred during the report year from the Maine Correctional Center
(a state facility) to the Maine State Prison. The correct response is to create no admission
or release record for inmates that are transferred among state facilities within your state.
Discretionary Release Revocations (Codes 46, 47, 49)
− While on discretionary release, the offender commits an armed robbery and is sentenced
to serve time for that offense. His discretionary release is revoked, and he enters prison to
begin serving time on the new sentence. Code 46, "discretionary release revocation, new
sentence" is the correct code.
−

•

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 33

•

Mandatory Conditional Release Revocations(Codes 56, 57, 59):
− While on mandatory conditional release, an offender fails to report to his/her supervising
authority. Her conditional release is revoked and she returns to prison to continue serving
time on the original sentence. Code 57, "mandatory conditional release revocation, no
new sentence" is the correct code to use in this instance.
Escape/AWOL Return (Codes 66, 67, 69):
− An inmate escaped from prison in December, last year. A release record was created for
that calendar year. He was located and returned to prison in June this year with no new
sentence. An admission record is created and the admission type is coded 67, "escapee
returned, no new sentence."
− An inmate escaped from prison in June. While on escape status, he commits a burglary
and is arrested and placed in jail. He is found guilty of burglary, sentenced, and returned
to prison in December. His admission type is code 66, "escapee returned, new sentence."
Court Commitment/Discretionary Release Status, Pending Revocation (Code 70)
− An offender violates the conditions of his discretionary release and is accused of
committing a new offense. He is returned to prison. The new charges are pending. The
discretionary release revocation hearing has not been held yet. The correct code is 70,
"discretionary release status, pending revocation."

Variable 10: Jurisdiction on Date of Admission
Applies To
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)

Definition:
•

The state with the legal authority to enforce the prison sentence on the date of admission in
Variable 8.

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
• State FIPS Codes (available at http://www.itl.nist.gov/fipspubs/fip5-2.htm)
(52)
Jurisdiction is shared between states
(57)
Federal Prison System has jurisdiction
(60)
State not known
(99)
Not known
Examples
•

An inmate is convicted of murder in Maryland and sentenced to a 10-year prison term. He begins
serving his sentence in a Virginia prison to ensure protective custody. Maryland is the correct
value.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 34

Variable 11: Prior Jail Time
Applies To
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)

Definition
•

The length of time served in jail prior to the date of admission (provided in Variable 8) and
credited to prison service for the current sentence.

Additional Information
•

If it is known that some prior time had been served but prior jail time cannot be distinguished
from prior prison time, include all prior time in the prior prison time category (see Variable 12).

Examples
•

•

A man was arrested and charged with burglary on January 1 of this year. He spent two months in
jail awaiting trial. He was convicted on March 1 and was sentenced to serve two years in prison.
The judge allows his time in jail to be credited toward his total sentence. The correct value for
Variable 11 is two months.
A man was arrested and charged with burglary on January 1 of this year. He spent two months in
jail awaiting trial. He was convicted and sentenced on March 1. The judge states that his prison
time begins running as of his date of sentencing. The correct code for Variable 11 is zero days,
because no time in jail was credited toward his sentence.
On July 1, 2005 an inmate was admitted to a local jail, due to overcrowding, to begin serving a
5-year sentence for drug trafficking. He was released to post-confinement community supervision
(PCCS) on December 15, 2006. He is now being admitted to prison on a PCCS revocation and
must serve the remainder of his drug trafficking sentence in prison. The time he served in jail for
this offense, prior to his release to PCCS, counts toward his total time incarcerated on the current
sentence and must be reported. The correct value to report is one year, five months, and 15 days.

Variable 12: Prior Prison Time

REMOVED AS OF REPORTING YEAR 2018

Variable 13: Offenses
Applies To
•
•
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 35

Definition
•
•

Crime(s) for which the offender was admitted to prison on the current sentence(s).
Include the number of counts of each offense.

Codes / Coding Information
•

Use your state's own offense codes. NCRP staff will re-code your state’s offense codes into the
NCRP offense codes (available at https://www.ncrp.info/SitePages/FAQs.aspx).

Additional Information
•
•

Please submit offense code documentation along with data submission. This documentation
should include all of your states' offense codes and a description of each offense.
For persons readmitted to prison, the original crime(s) in addition to any new crime(s) resulting in
the current sentence(s) should be indicated.

Variable 14a: Offense with Longest Maximum Sentence
Applies To
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)

Definition
•

Of the crimes reported in Variable 13, this is the ONE crime for which the inmate received the
longest sentence.

Additional Information
•

If the inmate received the same maximum sentence length for two different offenses, provide the
one your state would designate as the "controlling," "driving," or "most serious" offense.

Variable 14b: Sentence Length for Variable 14a Offense
Applies To
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)

Definition
•

The maximum sentence as stated by the court, that the offender is required to serve for the
offense listed in Variable 14a.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 36

Codes / Coding Information
Report a life or a death sentence using either your agency’s codes or the following NCRP codes.
(99996)
(99997)
(99994)
(99993)

Maximum sentence is Life.
Maximum sentence is Death.
Maximum sentence is Life plus additional years.
Maximum sentence is Life without discretionary release.

Additional Information
•
•

•

This is the maximum sentence imposed by the court for one specific offense and should not
reflect any statutory or administrative sentence reductions.
If the inmate has more than one sentence for the same type of offense, such as 2 years for one
burglary (or one count of burglary) and 3 years for another burglary (on another count of
burglary), the 3-year sentence would be reported for Variable 14b.
If the offense reported in Variable 14a is one for which the inmate was previously placed on postconfinement community supervision (e.g. parole or probation), provide the original maximum
sentence not the part of the sentence remaining to be served.
Please document any other code for life or death sentences that may appear on your file.

Examples
•

•

A man enters prison to begin serving time for three sentences. He received 5 years for burglary, 3
years for auto theft, and 1 year for a minor drug violation. The sentences are to be served
consecutively and result in a TOTAL maximum sentence of 9 years. However, for Variable 14a
and 14b, you need to indicate the one specific offense with the longest sentence. The correct
response for Variable 14a is your state code for burglary, and for 5 years for Variable 14b.
A man enters prison to begin serving time for two sentences. He received 5 years for burglary and
5 years for drug trafficking, both sentences to be served concurrently. In your state, burglary is
considered more serious and to be the "controlling" offense. Therefore, for Variable 14a, you
would provide your state code for burglary, and 5 years for Variable 14b.
A woman enters prison to begin serving time for three counts of burglary. She received 6 years
for the first count, 6 years for the second, and 4 years for the third, all to be served consecutively.
In Variable 14a, would be your state code for burglary, and 6 years for Variable 14b. Each count
is to be considered separately when it carries its own sentence length.

Variable 15: Total Maximum Sentence Length
Applies To
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 37

Definition
•

The longest length of time as stated by the court that the offender could be required to serve for
all offenses.

Codes / Coding Information
Report a life or a death sentence using either your agency’s codes or the following NCRP codes.
(99996)
(99997)
(99994)
(99993)

Maximum sentence is Life.
Maximum sentence is Death.
Maximum sentence is Life plus additional years.
Maximum sentence is Life without discretionary release.

Additional Information
•
•
•

•
•

This is the maximum sentence imposed by the court and should not reflect any statutory or
administrative sentence reductions.
Do not subtract time credits or prior jail or prison time.
If all or a portion of a maximum sentence has been conditionally suspended (that is, the sentenced
person may in the future be required to serve the suspended sentence or only a portion under
certain circumstances), set the "Maximum Sentence" to the sum of the unsuspended and
suspended portions of the maximum sentence of each offense for which the inmate is currently in
prison.
Do not report unconditionally suspended sentences.
If all or a portion of a maximum sentence has been unconditionally suspended (that is, the person
cannot be required to serve the suspended sentence or any portion under any circumstances), use
as the "Maximum Sentence" only the unsuspended portions of the sentences.
For a split sentence or shock probation, set the maximum sentence to the sum of the prison and
probation segments of the sentence(s).
Provide the sum of sentences to be served consecutively. Do not add sentences to be served
concurrently.

Examples
•

•

An inmate receives a sentence of 3 years for possession of marijuana, 2 years conditionally
suspended. He will be released to post-confinement community supervision after being
imprisoned for one year. The correct value for Variable 15 is 3 years; that is, if his behavior is not
satisfactory, he will serve 3 years in prison.
A person receives a sentence of 5 years for burglary, one year unconditionally suspended. He will
receive no supervision during the one year regardless of his behavior. The correct value for
Variable 15 is 4 years.
A person receives a 10-year sentence for armed robbery, is paroled after 3 years, but returns to
prison on a technical violation 6 months later. The correct value for Variable 15 is 10 years,
reflecting his original maximum sentence.
A first offender receives a 5-year sentence for manslaughter, 90 days to be served in prison and
the remainder on probation. The correct value for Variable 15 is 5 years.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 38

•

An offender enters prison to serve 6 years on a burglary conviction and 5 years on a drug
conviction. The two sentences are to be served consecutively. The correct value for Variable 15 is
11 years.
An offender enters prison to serve 6 years on a burglary conviction and 5 years on a drug
conviction. The two sentences are to be served concurrently. The correct value for Variable 15 is
6 years.

(There is no Variable 16)

Variable 17: Location Where Inmate is to Serve Sentence
Applies To
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)

Definition
•
•

The type of facility in which the offender will be incarcerated to serve time for his crime.
The name of the facility can be provided instead. In this case, provide information in a separate
file that will enable NCRP staff to re-code the name of facility into the NCRP facility type
categories listed below.

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
(1)
(2)

(3)
(4)
(5)
(6)
(57)
(99)

State Prison Facility. A state administered confinement facility having custodial
authority over persons sentenced to confinement.
Local Jail. A confinement facility administered by an agency of the local government
intended for adults but sometimes also houses juveniles, which holds persons detained
pending adjudication and persons committed after adjudication usually with sentences of
a year or less.
Other Specify. All other facilities except those specified above which house sentenced
prisoners. Provide documentation for the type of facility included in this category.
Mental Hospital. A confinement facility for the diagnosis or treatment of mentally ill
patients.
Medical Hospital. A facility designed for the treatment of persons with illnesses other
than mental disorders.
Rehabilitation Unit. A residential treatment facility designed for the care of patients with
drug or alcohol problems.
Federal Prison. A confinement facility administered by the Federal government having
custodial authority over persons sentenced to confinement.
Not Known. Location where the inmate is to serve his/her sentence is not known.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 39

Examples
•
•

•

An offender is sentenced to serve 5 years for a possession of marijuana conviction. Due to prison
overcrowding he is to be housed in the local jail. The correct code is "local jail."
An offender is admitted to prison to serve 5 years for a possession of marijuana conviction. She is
then placed in a drug treatment facility and will stay there through the completion of the program
- a minimum of 1 year. The correct code is "Rehabilitation Unit."
An offender is sentenced to serve 5 years for a possession of marijuana conviction. He is to serve
his sentence in a Federal penitentiary. The correct code is "Federal Prison."

Variable 18: Additional Offenses since Admission Date REMOVED AS OF
REPORTING YEAR 2018
Variable 19: Additional Sentence Time since Admission REMOVED AS OF
REPORTING YEAR 2018
Variable 20: Prior Felony Incarcerations
Applies To
•
•

Prison Releases (Part B)
Prison Custody (Part D)

Definition
•

An offender who has ever been sentenced to confinement for a felony as a juvenile or adult prior
to his/her current prison admission (Variable 8).

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
(1)
(2)
(9)

Yes
No
Don’t Know

Additional Information
•
•

Do not include detention before trial or sentencing.
Do not report non-incarceration sentences such as probation, unless at some point prison time
occurred.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 40

Examples
•

Ten years ago, a man served 3 years in prison for robbery and was released, having satisfied the
conditions of his sentence. He is once again being admitted to begin serving time on a new
sentence. The correct code is "Yes."

Variable 21: AWOL or Escape

REMOVED AS OF REPORTING YEAR 2018

Variable 22a: Community Release Prior to Prison Release
REPORTING YEAR 2018
Variable 22b: Number of Days on Community Release
REPORTING YEAR 2018

REMOVED AS OF

Variable 23a: Date of Release from Prison
Applies To
•
•
•

Prison Releases (Part B)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•
•

The most recent calendar date that the state's prison custody terminated.
Report partial dates if the day or month is not known.

Additional Information
•

On post confinement community supervision release (Part F) records, “Date of Release from
Prison” is the most recent prison release date prior to the post confinement community
supervision release date.

Variable 23b: Location at Time of Prison Release
Applies To
•

Prison Releases (Part B)

Definition
•

The type of facility that had been used for the custody or care of the offender just prior to release.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 41

•

The name of the facility can be provided instead. In this case, provide information in a separate
file that will enable NCRP staff to re-code the name of facility into the NCRP facility type
categories listed below.

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
(1)
State Prison Facility. A confinement facility administered by the state with custodial
authority over adults sentenced to confinement.
(2)
Local Jail. A confinement facility administered by an agency of the local government,
intended for adults but sometimes also containing juveniles (holds persons detained
pending adjudication and/or persons committed after adjudication, usually with sentences
of a year or less).
(3)
Other – Specify. All facilities except those listed above which house sentenced prisoners.
Provide documentation for the types of facilities you include in this category.
(4)
Halfway House. A long-term residential facility in which residents are allowed extensive
contact with the community (e.g., attending school).
(5)
Community Work Center or Work Release. A residential facility in which residents are
employed and allowed extensive contact with the community.
(6)
Pre-release Center. A residential facility in which inmates may be placed in order to seek
employment, housing, etc.
(12)
Federal Prison. A confinement facility administered by the Federal government with
custodial authority over persons sentenced to confinement.
(99)
Unknown. Information on the facility from which the inmate is released is not known.
Examples
•
•

An offender served a 2-year prison term for burglary in the local jail due to overcrowding at the
state penitentiary. This would be coded as Local Jail.
An offender was sentenced to 18 months for a drug offense. The first 12 months were served in a
drug rehabilitation program in a county hospital. The offender then served the rest of his sentence
in prison. This would be coded as State Prison Facility.

Variable 24: Agencies Assuming Custody at Time of Prison Release
Applies To
•
•
•

Prison Releases (Part B)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•

Type and location of the agency/agencies that assumes custody (physical or supervisory) over an
inmate at the time of prison release.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 42

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
(00)
None
(01)
Other Prison Outside of State
(02)
Other Prison - Federal System
(03)
Parole Within State (Include Parole Agencies in DOC)
(04)
Parole Outside State
(05)
Parole - Federal System
(06)
Probation within State
(07)
Probation Outside State
(08)
Probation Federal System
(09)
Mental/Medical Facility within State
(10)
Mental/Medical Facility Outside of State
(11)
Mental/Medical Facility - Federal
(12)
Other Within State – Specify
(13)
Other Outside State – Specify
(14)
Other - Federal – Specify
(99)
Not Known
Examples
•
•

An inmate is released from a state prison to a detainer from Federal authorities. He is transported
to a Federal prison in another state. "Other Prison, Federal" is the correct value to report.
After serving two-thirds of his sentence, an offender is required by law to be placed on mandatory
conditional release. He will be supervised by the paroling authority of that state. "Parole, Within
State" is the correct value to report.

Variable 25: Type of Release From Prison
Applies To
•
•
•

Prison Releases (Part B)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•

Method of or reason for departure from the custody of your prison system on the reported date of
release (in Variable 23a of the current record).

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 43

(01)
(02)
(03)
(04)
(05)
(06)
(07)
(08)
(09)
(10)
(11)
(12)
(13)
(14)

(27)

Discretionary Release Decision. A conditional release granted by a parole board or other
agency that has the authority to release adult prisoners to post-confinement community
supervision.
Mandatory Conditional Release. A conditional release from prison which is mandated by
law rather than granted by a discretionary authority.
Probation Release. A conditional release to court supervision or supervision by a
probation authority after the inmate is confined usually for a brief period in a prison
facility. These cases are often called "Split Sentences" or "Shock Probation."
Other Conditional Releases – Specify. All other conditional releases not covered by the
preceding categories. Always describe the nature of the release in your documentation.
Expiration of Sentence. The termination of the period of time an offender has been
required to serve in a state prison.
Commutation/Pardon. A reduction of the term of confinement or an executive order
excusing the remainder of the sentence and pardon resulting in immediate unconditional
release.
Release to Custody, Detainer, or Warrant. Unconditionally releasing an inmate to
custody of another authority. The original prison authority relinquishes all claims upon
the inmate.
Other Unconditional Release – Specify. All unconditional releases not covered by the
preceding three categories. Always document the nature of the release.
Death by Natural Causes. Death due to illness, old age, AIDS, etc.
Death by Suicide.
Death by Homicide by Another Inmate.
Death by Other Homicide. The death of an inmate caused by a person who is not an
inmate that is not legally justifiable.
Death by Execution
Death by Other – Specify. All deaths not covered by the preceding six categories. Always
document the manner of death. Use code 14 "Other" to report an inmate's death which is
due to accidental injury caused by another person (whether the other person is an inmate
or not).
Death by Accidental Injury to Self. Death caused by the inmate accidentally injuring
himself.

(15)

Transfer. The movement of a person from the custody of your state's correctional system
to the custody of another authority while serving the same sentence. Transfers are
permanent or indefinite releases for such purposes as long-term mental health
commitment, safekeeping in another state, or housing in a Federal facility.

(16)

Release on Appeal or Bond. An offender is released to seek or participate in an appeal of
his case and is not receiving credit on his sentence while out of confinement. If the
inmate is being given credit on the remainder of his time while out of confinement or
bond, or appealing his case, do not report a release.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 44

(25)

AWOL/Escape. An inmate who is absent from your state's custody without leave or has
escaped from state prison. If your state reports AWOLs and Escapes as releases, you
must report their recapture as admissions.

(17)

Other – Specify. All other releases not specifically defined in the above categories.
Specify in your documentation the type of releases included in this category.

(99)

Not Known. The type of release from prison is not known.

Additional Information
•
•
•
•
•
•
•
•

•

Verify that all releases included in the Other category are releases from the custody of this prison
system and releases of sentenced persons.
For Code 16 (Release on Appeal or Bond) do not include temporary movements to court (e.g., to
testify or appear at a brief hearing).
Do include transfers to other states to continue serving a sentence.
Do not include movements from prison facility to prison facility within your state.
Do not include movements of state prisoners to local jails because the prison is crowded or for
such reasons as overcrowding, safekeeping, etc.
State inmates housed in local jails are to be considered as state prison inmates.
Do not include temporary absences for such reasons as court appearances, training or medical
care.
A detainer is an official notice from one authority agency to another authority agency requesting
that a person wanted by them, but subject to the other agency's jurisdiction, not be released or
discharged without notification to the authority agency requesting the person.
The placing of a detainer is often, but not always, prior to the issuing of a warrant. Typical
reasons for the detainer are that the person is wanted for trial in the requesting jurisdiction or is
wanted to serve a sentence.
Conditional Release is the release from a federal or state correctional facility of a prisoner who
has not completed his/her sentence, and whose freedom is contingent upon obeying specified
rules of behavior while in the community. The offender can be re-incarcerated on current
sentence(s).
Persons on mandatory supervised release are usually subject to the same conditions as offenders
released to post-confinement community supervision via discretionary release, and can be
returned to prison for technical violations of release conditions. However, the difference is that
the release is not a discretionary decision of a parole board or other authority.
If you need to report a type of release not defined by one of the codes provided, assign a unique
code and define it in your documentation.

Examples
•

•

For Code 01 (Discretionary Release Decision),
− An inmate is granted a release by the Parole Board after serving 3 years of a 10 year
sentence. Use code "Discretionary Release Decision."
For Code 02 (Mandatory Conditional Release),

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 45

An inmate received a 3 year sentence for heroin possession. The law requires that the
inmate be released to post-confinement community supervision after serving a year. Use
code "Mandatory Conditional Release."
For Code 03 (Probation Release),
− An offender serves 180 days in prison and returns to court for a hearing. The judge
allows him to serve the remainder of his sentence on probation. The correct code is
"Probation Release."
For Code 05 (Expiration of Sentence),
− A person given a maximum sentence of 5 years for robbery is released, without parole
supervision, after serving 5 years. His release is code 05, "Expiration of Sentence."
− A person given a maximum sentence of 5 years for robbery is released without parole
supervision, after serving 3 1/2 years and receiving 1 1/2 years of irrevocable "Good
Time.” His release is "Expiration of Sentence."
For Code 06 (Commutation/Pardon),
− After the legislature reduced marijuana offenses from felonies to misdemeanors, the 15
year sentence of a person is reduced by the Governor to actual time served, 2 1/2 years,
and the inmate is unconditionally released. The correct code is "Commutation/Pardon."
For Code 07 (Release to Custody, Detainer, or Warrant),
− A man is serving three years for armed robbery in Maine. Extradition papers from Texas
on another armed robbery charge await him, however, so he is released to Texas custody.
The correct code is "Release to Custody, Detainer, or Warrant."
For Code 15 (Transfer),
− An inmate is threatened by other inmates. He is transferred to the custody of another state
to complete his sentence. Use code "Transfer."
− On June 10th of the report year, a Texas inmate is sent from the state prison to the
Department of Corrections training school. On June 24th of the report year, the training is
completed and the inmate is sent back to the state prison. No admission or release
movement should be reported.
− Due to crowding, a Maine inmate is transferred on June 6th of the report year from the
Maine State Correctional Center to the Maine State Prison. No admission or release
movement should be reported.
− An inmate is admitted to a Rhode Island prison on February 1st of the report year, to
begin serving a three year sentence for armed robbery. On June 5th of the report year, the
inmate is transferred to a county detention facility for safekeeping. No admission or
release movement should be reported.
−

•

Variable 26: Date of Release from Post Confinement Community Supervision
Applies To
•

Post Confinement Community Supervision Releases (Part F)

Definition
•

The date of discharge or termination from post-confinement community supervision for any
reason, including returning the offender to prison.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 46

•

Report partial dates if the day or month is not known.

Examples
•
•

An offender is discharged after completing his term of post-confinement community supervision
(PCCS) on August 1, 2008. The date of release from PCCS is August 1, 2008.
While on parole, an offender commits an armed robbery and is sentenced to serve time for that
offense. His parole is revoked, and he enters prison to begin serving time on the new sentence on
March 20, 2010. The date of release from PCCS is March 20, 2010.

Variable 27: Type of Release from Post Confinement Community Supervision
Applies To
•

Post Confinement Community Supervision Releases (Part F)

Definition
•

The reason for the termination of post-confinement community supervision that occurred on the
date provided in Variable 26.

Codes/Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
(01)
(02)

(03)

(04)

(05)
(06)

Discharged, Completion of Term. The release of offenders on Post Confinement
Community Supervision (PCCS) who have served full-term sentences or who have been
released early due to a discretionary decision, commutation or pardon.
Discharged, Absconder. The release of offenders on PCCS while known to be on
absconder status, regardless of whether a warrant has been issued. Code 02 (Discharged,
Absconder) should be used only if the offender has been formally discharged by the
supervising agency or if PCCS jurisdiction has been relinquished.
Discharged to Custody, Detainer or Warrant. Your state supervising authority or agency
relinquishes its jurisdiction over the offender on PCCS. Another agency or authority (in
or out of your state) assumes jurisdiction and perhaps custody over the person. The
agency that assumes jurisdiction or jurisdiction and custody may be a non-correctional
agency, e.g., a mental hospital.
Returned to Prison or Jail, New Sentence. The re-admission of an offender on PCCS into
a prison or jail after receiving a sentence for a new offense(s). If PCCS has been revoked
and the person is admitted to prison or jail with a new sentence, the type of release is
code 04, "Returned to Prison or Jail, New Sentence."
Returned to Prison or Jail, PCCS Revocation. The re-admission of an offender on PCCS
into a prison or jail due to the violation of the conditions of supervision, and the PCCS
has been revoked.
Returned to Prison or Jail, PCCS Revocation Pending. The re-admission of an offender
on PCCS into a prison or jail for the alleged violation of the conditions of supervision. A

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 47

(07)

revocation hearing will be held in the future and a decision to revoke or not revoke the
person's PCCS will be made.
Returned to Prison or Jail, Charges Pending. The re-admission of an offender on PCCS
into a prison or jail for an alleged new offense, pending trial, conviction, or sentence.

(08)

Transferred to Another Jurisdiction. Jurisdiction over the offender on PCCS is
transferred to another state from your authority.

(09)

Death

(10)

Other – Specify. For any other removal from PCCS not covered in the previous
categories, code as 10. Please provide documentation for all PCCS exits included in this
category.

(99)

Not Known. Information on type of release from PCCS is not available.

Additional Information
•

•
•

•
•
•
•

Do not include those interstate compact cases where only supervisory responsibility is transferred
but legal jurisdiction is retained by your state parole authority, i.e., parole termination is still
determined by your state.
If the supervising agency changes the absconder from active to inactive status without
relinquishing jurisdiction over the person, a PCCS release should not be reported in Code 02.
A detainer is an official notice from one authority agency to another authority agency requesting
that a person wanted by them, but subject to the other agency's jurisdiction, not be released or
discharged without notification to the authority agency requesting the person.
The placing of a detainer is often, but not always, prior to the issuance of a warrant. Typical
reasons for detainers are that the offender is wanted for trial in the requesting jurisdiction.
If an offender on PCCS has had his supervision status revoked because he violated conditions of
supervision but was not sentenced for another crime, code as 05, "Returned to Prison or Jail,
PCCS Revocation."
Count persons returned to prison or jail with revocation pending in Code 06 only if termination of
PCCS jurisdiction is pending in your state.
Use one of the codes 04-07 for absconders who have been released from PCCS because he was
returned to jail or prison.
For parolees who have already received new sentences at the time of release from PCCS, code as
04, "Returned to Prison or Jail, New Sentence."
Count persons returned to prison or jail with charges pending in Code 07.

Examples
•

For Code 01 (Discharged, Completion of Term),
− A parolee, released from prison, is required to serve three years on parole. He finishes the
three years and is discharged by the Adult Parole Authority. Use code 01, "Discharged,
Completion of Term."

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 48

An offender, released from prison, is required to serve three years on mandatory
conditional release. He finishes two years and receives an early discharge by the
supervising agency. Use code 01, "Discharged, Completion of Term."
For Code 02 (Discharged, Absconder),
− Wyoming parolee moved to New Mexico last year without the permission of the
Wyoming Board of Parole. After six months, the Wyoming Parole Board relinquished
jurisdiction. Use code 02, "Discharged, Absconder."
− An offender on post-confinement community supervision in Nevada moved to New
Mexico last year without permission of the Nevada supervising agency. As of December
31 of the report year, the Nevada supervising agency had not relinquished jurisdiction.
Do not submit a PCCS exit record for this offender.
For Code 03 (Discharged to Custody, Detainer or Warrant),
− A Wisconsin probationer is discharged as a result of an extradition request from Texas.
He is released to Texas custody on a warrant. Use code 03, "Discharged to Custody,
Detainer or Warrant."
For Code 04 (Returned to Prison or Jail, New Sentence),
− While out on supervised release, an offender commits a crime and is sentenced to serve
two years in prison. PCCS is revoked. Use code 04, "Returned to Prison or Jail, New
Sentence."
For Code 05 (Returned to Prison or Jail, PCCS Revocation),
− A probationer in Wisconsin violates the conditions of his probation. The supervising
agency formally revokes his probation and the offender is returned to the county jail to
continue serving his sentence. Use code 05, "Returned to Prison or Jail, PCCS
Revocation."
For Code 06 (Returned to Prison or Jail, Revocation Pending),
− A parolee is accused of violating conditions of his parole. He is sent to the state prison to
await a decision from the Parole Authority concerning possible revocation. Use code 06,
"Returned to Prison or Jail, Revocation Pending."
For Code 07 (Returned to Prison or Jail, Charges Pending),
− An offender on supervised release is charged with committing a new offense. He is held
in the local jail to await trial on the new charge. Use code 07, "Returned to prison or jail,
charges pending."
For Code 08 (Transferred to Another Jurisdiction),
− A parolee in Mississippi finds a new job in Alabama. The Mississippi Parole Board
arranges for the parolee to be supervised in Alabama through an interstate compact
agreement. Your state parole authority has not relinquished jurisdiction; therefore no
parole exit has occurred. Use code 08, "Transferred to Another Jurisdiction."
− An offender on PCCS in Mississippi finds a new job in Alabama. The Alabama Board of
Pardons and Paroles agrees to assume jurisdiction over the parolee; Mississippi then
terminates jurisdiction. Use code 08, "Transferred to Another Jurisdiction."
−

•

Variable 28: Supervision Status Just Prior to Release REMOVED AS OF
REPORTING YEAR 2018

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 49

(There is no Variable 29)

Variable 30: Inmate State ID Number
Applies To
•
•
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•

The inmate's unique, fingerprint-supported State Identification (SID) Number assigned by the
state’s criminal history repository.

Additional Information
•

All information that can identify individuals will be held strictly confidential by the NCRP data
collection agent and the Bureau of Justice Statistics as required by Title 34, United States Code,
Sections 10134 and 10231.

Variable 31a: Indeterminate Sentence
Applies To
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)

Definition
•

Report if any part of the total maximum sentence reported in Variable 15 an indeterminate
sentence (a sentence in which the judge specifies a minimum and maximum prison term)

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
(1)
(2)
(9)

Yes, any part of the total maximum sentence (Variable 15) is an indeterminate sentence
No, no part of the total maximum sentence (Variable 15) is an indeterminate sentence
Don’t Know

Examples
•

An offender is serving a 10-year determinate sentence for robbery under a truth in sentencing law,
and a 5-year sentence for drug trafficking under a mandatory minimum law.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 50

•

− “No” for variable 31a (indeterminate sentence),
− “Yes” for variable 31b (determinate sentence),
An offender is serving a 10 to 15-year indeterminate sentence for vehicular homicide, a 5-year
determinate sentence for reckless endangerment, and a 3-year determinate sentence for driving
under the influence of drugs. The 10 to 15-year indeterminate sentence for vehicular homicide is
restricted by a truth in sentencing law. The vehicular homicide sentence is not a mandatory
minimum, nor is the 5-year sentence for reckless endangerment. It is not known whether the 3year sentence for driving under the influence of drugs is a mandatory minimum sentence. The
correct entry is:
− Variable 31a (indeterminate sentence) –Yes.
− Variable 31b (determinate sentence) –Yes.

Variable 31b: Determinate Sentence
Applies To
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)

Definition
•

Report if any part of the total maximum sentence reported in variable 15 a determinate sentence
(a sentence in which the judge sets a fixed prison term). The sentence may be reduced by good
time credits or earned time.

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
(1)
(2)
(9)

Yes, any part of the total maximum sentence (Variable 15) is a determinate sentence
No, no part of the total maximum sentence (Variable 15) is a determinate sentence
Don’t Know

Examples
•

•

An offender is serving a 10-year determinate sentence for robbery under a truth in sentencing law,
and a 5-year sentence for drug trafficking under a mandatory minimum law.
− “No” for variable 31a (indeterminate sentence),
− “Yes” for variable 31b (determinate sentence),
An offender is serving a 10 to 15-year indeterminate sentence for vehicular homicide, a 5-year
determinate sentence for reckless endangerment, and a 3-year determinate sentence for driving
under the influence of drugs. The 10 to 15-year indeterminate sentence for vehicular homicide is
restricted by a truth in sentencing law. The vehicular homicide sentence is not a mandatory
minimum, nor is the 5-year sentence for reckless endangerment. It is not known whether the 3-

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 51

year sentence for driving under the influence of drugs is a mandatory minimum sentence. The
correct entry is:
− Variable 31a (indeterminate sentence) –Yes.
− Variable 31b (determinate sentence) –Yes.

Variable 31c: Mandatory Minimum Sentence
Applies To
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)

Definition
•

Is any part of the total maximum sentence reported in variable 15 a mandatory minimum sentence
(a minimum sentence specified by statute for a particular crime)?

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
(1)
(2)
(9)

Yes
No
Don’t Know

Examples (see Variable 31a)

Variable 31d: Truth in Sentencing Restriction
Applies To
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)

Definition
•

Is any part of the total maximum sentence reported in Variable 15 restricted by a Truth in
Sentencing Law (a statute which mandates that a certain percentage of the court-imposed
sentence be served in prison)?

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
(1)
Yes
(2)
No

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 52

(9)

Don’t Know

Examples (see Variable 31a)

Variable 32: Length of Court-Imposed Sentence to Community Supervision
Applies To
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)

Definition
•

The amount of time which the court states that the offender is required to serve under community
supervision after release from prison.

Additional Information
•
•

This variable is applicable only if the court imposed a sentence to community supervision that is
separate from the sentence to prison.
The sentence to post-incarceration community supervision may be in the form of parole,
probation, or other supervision in the community, as ordered by the court.

Examples
•

•

The offender is sentenced by the court to serve a 5-year fixed prison term and an additional 2year term on community supervision after release from prison. The correct value to report is 2
years.
The offender is sentenced by the court to serve a 2 to 10-year sentence in prison. The court did
not sentence the offender to a separate term of community supervision. The term of community
supervision will be determined by an administrative agency, such as a parole board, when the
offender is approved for release from prison. The correct value to report is “not applicable.”

Variable 33: Parole Hearing / Eligibility Date
Applies To
•
•

Prison Admissions (Part A)
Prison Custody (Part D)

Definition
•
•

The date the offender is eligible for review by an administrative agency such as a parole board, to
determine whether he or she will be released from prison.
Report partial dates if the day or month is not known.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 53

Additional Information
•
•

This variable is applicable only if the decision to release an offender is controlled by an
administrative agency such as a parole board.
The parole hearing eligibility date should be calculated from the total maximum sentence
(variable 15) for all offenses. For the year-end custody record, report the next date the inmate will
be eligible for a parole hearing.

Examples
•

•

An offender was admitted to prison on January 1, 1999, with a 15 years to life sentence for
second degree murder. The law states the offender is eligible for parole board release after
serving 85% of the minimum 15-year sentence (or 12 years 9 months). The parole eligibility date
is calculated by adding 12 years 9 months to the date of admission. The offender will be eligible
for parole board release on October 1, 2011.
A judge sentences an offender to serve 2 to 4 years in prison for theft. The offender is eligible for
parole board release after the minimum 2-year sentence has been served. The offender was
admitted to prison on January 1, 2010, with 6 months in jail time credits. The parole eligibility
date is calculated by adding two years to the date of admission, and subtracting six months for
credited jail time. The parole eligibility date is July 1, 2010.
An offender is admitted to prison on January 1, 2005, with a 10-year sentence for aggravated
robbery. The law requires violent offenders to serve 50% of the sentence before they are eligible
for parole board release. Good time credits may be accrued only after 50% of the sentence has
been served. The parole eligibility date is 5 years from the date of admission, or January 1, 2010.
While on parole, an offender is arrested for aggravated assault and is sentenced to a 10-year
prison term for the new offense. At sentencing, the offender’s parole is revoked with 2 years
remaining on a previous robbery sentence. The offender is admitted to prison on January 1, 2004
as a parole violator, with a 12-year total maximum sentence for both convictions. Good time
credits may be accrued only after 50% of the sentence has been served. The parole eligibility date
is 6 years from the date of admission, or January 1, 2010.

Variable 34: Projected Release Date
Applies To
•
•

Prison Admissions (Part A)
Prison Custody (Part D)

Definition
•
•

The projected date on which the offender will be released from prison.
Report partial dates if the day or month is not known.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 54

Additional Information
•
•

Statutory requirements, good time credits, jail time credit, and any other factors which might
modify the prison release date should be included in this calculation.
If an offender is serving time for more than one offense, the projected release date should be
calculated from the total maximum sentence (variable 15) for all offenses.

Examples
•

•

An offender enters prison on January 1, 2002, with a 10-year sentence for armed robbery. At
sentencing, the offender received 6 months credit for time served in jail prior to being admitted to
prison. While in prison, the State allows inmate to earn one day work credit for every 3 days
served, not to exceed 15% of the sentence. The projected release date is calculated by subtracting
the 6 months jail credit and the 1 ½ years of available work credit from the 10-year prison
sentence. The offender’s projected release date is 8 years from the date of admission or January 1,
2010.
A judge sentences an offender to serve 10 years in prison for armed robbery. The offender is
admitted to prison on January 1, 2002, and is required by State law to serve 6/7 of the 10-year
sentence (8.57 years, or 8 years 6 months and 26 days). The offender’s projected release date is 8
years 6 months and 26 days from the date of admission or July 26, 2010.
A judge sentences an offender to serve 2 to 6 years in prison for theft. The offender is admitted to
prison on January 1, 2007, and is given 3 years of good time credit (one-half the maximum
sentence). Assuming the offender does not lose any good time while incarcerated, he or she is
projected to be released after serving the remaining 3 years of the maximum sentence. The
projected release date is calculated as January 1, 2010.
A judge sentences an offender to serve 5 to 10 years in prison for aggravated robbery. The
offender is admitted to prison on January 1, 2000, and given 5 years of good time credit (one-half
the maximum sentence). After serving 8 years the offender has lost all good time credits due to
disciplinary actions. The offender is expected to expire the sentence, or serve the entire 10-year
maximum sentence, and be released unconditionally from prison. The projected release date is 10
years from the date of admission or January 1, 2010.
While on parole, an offender is arrested and convicted for armed robbery and sentenced to a 10year prison term for the new offense. The offender’s parole is revoked with 2 years remaining on
a pervious robbery sentence. The offender is admitted to prison on January 1, 2004 as a parole
violator, with a 12-year total maximum sentence for both robbery convictions. The offender is
given 6 years of good time credit at admission (one-half the total maximum sentence). The
projected release date is 6 years from the date of admission, or January 1, 2010.

Variable 35: Mandatory Release Date
Applies To
•
•

Prison Admissions (Part A)
Prison Custody (Part D)

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 55

Definition
•
•

The date the offender by law must be conditionally released from prison.
Report partial dates if the day or month is not known.

Additional Information
•
•
•
•

This date should reflect jail time credits and any statutory or administrative sentence reductions,
including good time.
The mandatory release date should be calculated from the total maximum sentence (variable 15)
for all offenses.
This variable is intended to capture mandatory conditional release policies structured around good
time and other administrative sentence reductions.
Do not set to the date the offender’s sentence will expire (serve the entire sentence and be
released unconditionally from prison).

Examples
•

An offender is admitted to prison on January 1, 2006, with a 5 to 10-year prison sentence for
fraud. The law requires mandatory release for non-violent offenders when good time credits plus
actual time served in prison equals the maximum sentence. The offender is allowed to earn a
maximum of 45 days good time credit for every 30 days served. The mandatory release date is
calculated by determining the date the offender’s actual time served plus good time will equal the
maximum sentence. After serving 4 years, the offender will have earned a maximum of 6 years in
good time credit. The mandatory release date is 4 years from the date of admission, or January 1,
2010.

Variable 36: First Name
Applies To
•
•
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•

The first name of the offender.

Additional Information
•

All information that can identify individuals will be held strictly confidential by the NCRP data
collection agent and the Bureau of Justice Statistics, in accordance with Title 34, United States
Code, Sections 10134 and 10231.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 56

Variable 37: Last Name
Applies To
•
•
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•

The last name of the offender.

Additional Information
•

•

Variable 38: Facility Name
Applies To
•

Prison Custody (Part D)

Definition
•

Name of the facility in which the prisoner will be incarcerated at yearend.

Variable 39: FBI Number
Applies To
•
•
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•

The unique identification number given by the Federal Bureau of Investigation/ Interstate
Identification Index to each offender.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 57

Codes / Coding Information
•

Variable 40: Prior Military Service
Applies To
•
•
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•

Report if the inmate ever serve in the U.S. Armed Forces.

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable.
(1)
(2)
(9)

Yes. Inmate served in the U.S. Armed Forces. Does not require that the inmate receive
veterans’ benefits, nor that the inmate served in a conflict situation. Includes all branches
of the military, including the Coast Guard.
No. Inmate never served in the U.S. Armed Forces.
Don’t Know

Variable 41: Date of Last Military Discharge
Applies To
•
•
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•
•

The date the inmate was discharge from the U.S. Armed Forces for the final time.
Report partial dates if the day or month is not known.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 58

Variable 42: Type of Last Military Discharge
Applies To
•
•
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•

The type of discharge the offender received from the U.S. Armed Forces on the date in Variable
41.

Codes / Coding Information
Use either your agency’s codes or the following NCRP codes for this variable. If using your own
codes, please provide their definitions to the NCRP data collection agent.
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(9)

Honorable. Offender received a rating from good to excellent for their service.
General (honorable conditions). Offender’s military performance was satisfactory.
General (not honorable conditions). Offender’s military performance was satisfactory but
marked by a considerable departure in duty performance and conduct expected of
military members.
Other than honorable. Offender’s military performance was a serious departure from the
conduct and performance expected of all military members.
Bad conduct. Only given by a court martial.
Dishonorable. May be rendered only by conviction at a general court-martial for serious
offenses that call for dishonorable discharge as part of the sentence.
Other.
Not Known.

Variable 43: Date of Admission to Post Confinement Community Supervision
Applies To
•
•

Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•
•

The date the offender was most recently admitted to post-confinement community supervision on
the current sentence.
Report partial dates if the day or month is not known.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 59

Variable 44: Type of Admission to Post Confinement Community Supervision
Applies To
•
•

Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•

•

The reason an offender entered into post-confinement community supervision on the date
provided in Variable 43 (Date of Admission to Post-Confinement Community Supervision) of the
current record.
As necessary, provide information in a separate file that will enable Abt Associates to re-code
your agency’s PCCS admission type codes into the NCRP PCCS admission type categories listed
below.

Discretionary release from prison. An offender being admitted to PCCS based on the
decision of the Governor, the department of correction, or parole board, or commutation
of sentence.
Mandatory conditional release from prison. An offender being admitted to PCCS based
on a determinate sentencing statute or good-time provision
Reinstatement of PCCS. Offenders returned to PCCS status, including discharged
absconders whose cases were reopened, revocations with immediate reinstatement, and
offenders re-admitted to PCCS at any time under the same sentence.
Court-imposed sentence to PCCS that begins upon release from prison. An offender
being admitted to PCCS based on a judicial sentence of a period of incarceration
immediately followed by a period of PCCS.
Transferred from another jurisdiction. An offender admitted following a term of
confinement or community supervision in another state when that state transfers legal
authority of the offender to your state.
Other.
Not known.

Variable 45: County Where Offender was Released / County Where PCCS
Office is Located
Applies To
•

Post Confinement Community Supervision Releases (Part F)

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 60

Definition
•
•

The county where the offender was released from post-confinement community supervision on
the date in Variable 26.
If this information is not available, please report the county where the post-confinement
community supervision (PCCS) office to which the offender reported before exit is located.

Codes / Coding Information
•

If possible, use either the name of the county or the 5-digit county FIPS code (available at
http://www.itl.nist.gov/fipspubs/co-codes/states.txt).

Variable 46: Social Security Number
Applies To
•
•
•
•
•

Prison Admissions (Part A)
Prison Releases (Part B)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)
Post Confinement Community Supervision Releases (Part F)

Definition
•

The offender’s nine-digit Social Security Number (SSN).

Codes / Coding Information
•

•
•

All information that can identify individuals will be held strictly confidential by the NCRP data
collection agent and the Bureau of Justice Statistics, as required by Title 34, United States Code,
Sections 10134 and 10231.
If your agency can only provide the last four digits of the SSN, please submit the last four digits.
Contact your NCRP data collection agent site liaison if your agency requires additional
information or a signed Data Use Agreement before including SSNs in your NCRP submission.

•
Additional Information
•

SSNs allow BJS to link the NCRP data to a variety of Federal administrative datasets that contain
information on income, employment, mortality, and public assistance histories of prisoners and
their families before and after incarceration. This will enable researchers and policymakers to
broaden their understanding of the factors that contribute to recidivism or successful reentry into
society, and enable analysts to better understand the inter-relationship among poverty, health,
crime, and other social-economic indicia.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 61

Variable 47: Last Known Address Prior to Incarceration
Applies To
•
•

Prison Admissions (Part A)
Post Confinement Community Supervision Admissions (Part E)

Definition
•

The offender’s last known address prior to incarceration.

Codes / Coding Information
All information that can identify individuals will be held strictly confidential by the NCRP data
collection agent and the Bureau of Justice Statistics, as required by Title 34, United States Code,
Sections 10134 and 10231.
• Please provide the street address (number, name, and suffix), city, state, and zip code in separate
fields or delimit them in some way.
• If your agency does not allow release of the offender’s last known address, please consider
submitting less detailed geographic information, such as the zip code or the county where the
offender resided prior to incarceration.
Contact your NCRP data collection agent site liaison if your agency requires additional information
or a signed Data Use Agreement before including the offender’s last known address in your
NCRP submission.
•

Additional Information
•

This information allows BJS to produce more accurate imprisonment rates for areas smaller than
states and to link NCRP data to other Federal administrative records.

Variable 48: Offender Custody Level
Applies To
•

Prison Custody (Part D)

Definition
•

The offender’s custody level at yearend. Custody level is used to determine the types of facilities
where the offender can be assigned and whether the offender is available for work assignments
outside security fences (and, if so, under what circumstances).

Codes / Coding Information
Use either your agency’s custody level codes or the following NCRP codes for this variable. If using
your own codes, please provide their definitions to the NCRP data collection agent.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 62

(1)

(2)
(3)

(4)

(5)
(9)

Community – is assigned to offenders posing the least threat to public safety. They
include offenders assigned to community or residential facilities outside institutional
perimeters and those who participate in work, education, or other activities in the
community. They are generally permitted to move unescorted for program and work
assignments.
Minimum – is assigned to offenders who are not eligible for placement at a community
residential facility and are typically housed in facilities characterized by a fenced or
"posted" perimeter. Normal entry and exit are under visual surveillance.
Medium – is assigned to offenders needing more supervision than what is provided in
minimum security prisons. They are typically housed in facilities characterized by a
single or double fenced perimeter with armed coverage by towers or patrols. Typically,
offenders’ inside movement and call-outs require passes and/or supervision, and
movement outside of institutional perimeters requires restraints and/or armed supervision
for work or program assignments.
Maximum, close, or high – is assigned to offenders requiring the highest degree of
supervision because they pose a danger to others and to the institution; or because their
well-being would be in jeopardy if they refused protective custody. These prisoners
cannot participate in activities requiring outside movement, and their inside movement is
closely observed.
Not classified. The offender has not yet been assigned a custody level.
Not known.

Variable 49: US Citizen
Applies To
•
•
•

Prison Admissions (Part A)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)

Definition
•

Whether the offender is currently a citizen of the United States.

Codes / Coding Information
(1)
(2)
(3)

Yes. Inmate is currently a citizen of the United States.
No. Inmate is not currently a citizen of the United States.
Don’t know

Additional Information
•

If your offender management system does not have a US citizen Yes/No flag but has the
offender’s country of citizenship, include the country of current citizenship in your submission
and the NCRP data collection agent will derive the US Citizen variable from the country of
citizenship.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 63

•

Submission of this variable is voluntary.

Variable 50: Country of Citizenship
Applies To
•
•
•

Prison Admissions (Part A)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)

Definition
•

The offender’s country of current citizenship

Codes / Coding Information
•

Include either the name of the country or a country code (and include the meaning of the country
codes with your submission).

Additional Information
•

Submission of this variable is voluntary.

Variable 51: Country of Birth
Applies To
•
•
•

Prison Admissions (Part A)
Prison Custody (Part D)
Post Confinement Community Supervision Admissions (Part E)

Definition
•

The offender’s country of birth

Codes / Coding Information
•

Include either the name of the country or a country code (and include the meaning of the country
codes with your submission).

Additional Information
•

Submission of this variable is voluntary.

Bureau of Justice Statistics

Abt Associates Inc.

Contents ▌pg. 64

File Type	application/pdf
File Title	Abt Single-Sided Body Template
Author	Missy Robinson
File Modified	2018-11-13
File Created	2018-11-13