PPRS Prison Match™

Federal PSR/Sentencing Preparation Software

As hard as you’ve tried, not all defendants are acquitted. Requesting the best prison placement for your client can be a proactive decision, and PPRS Prison Match™ is meant to aid your efforts in the sentencing and prison recommendation process. 

PPRS Prison Match™ concentrates on Primary and Secondary Matching Components; providing the lowest sentence, along with best and accurate prison placement options.

While judges determine the length of time a defendant is incarcerated, along with USSC variances; when provided with a prison placement recommendation that follows BOP policy, the judge can feel confident to make an appropriate prison placement recommendation to the Federal Bureau of Prisons for their consideration.

PPRS Prison MatchFederal *

STEP
1
Create a ‘New Profile’ for each Client (Defendant)
STEP
2
Complete their ‘Medical’ and Mental Healthcare History for continuity of care along with verifying ‘medication availability’ *

This form is simple and easy to fill out, similar to your own doctor’s intake form.

Verify BOP CARE LEVEL I-IV for your client’s medical and mental healthcare needs (including Individual and Group Psychology Counseling Services), plus specific medication availability.

Should the defendant need a medical and/or psychiatric (or psychological) evaluation and to date has had none, now before the PSR is completed is the time to access these services.

Your client’s education level completed, work and where applicable, military history’s along with familial medical background is included.

After completed:

  • Review for accuracy.
  • Make sure that ‘all’ of these documentation requests are attached:
    • All physician(s) contact information.
    • All physician’s office notes and surgery reports, blood tests, radiologic (ie: X-Rays, CT and MRI reports in both paper and CD format).
    • Prescriptions; are they on formulary/available, non-formulary requiring a lengthy request process, or just not available.
    • Relevant medical documentation for all medical devices (ie: CPAP, eyeglasses, orthotic and prosthetic’s, wheelchairs; etc).
    • Include all related documents including diploma’s where applicable.

Review:

Step 1: Gathers the defendant’s personal information.

Step 2: Emphasizes your client’s medical and mental health needs (including medication availability) in addition to other variables.

Step 3: Criminal history intake, below.

STEP
3
Complete PPRS Prison Match™  ‘Security’ Section *

Here the legal team completes their client’s:

Upon completion, several prison placement options will be presented for your review, identifying those facilities that are the best match for your client based on steps 1, 2 and 3.

The legal team together with your client can now begin the process of choosing which of the facilities shown under ‘Match PrisonOptions provide the best placement recommendation options for them.

Note: While the BOP makes an aspirational effort to follow the court’s placement request, they are not obligated to do so.

Reducing Recidivism

If applicable in addition to the defendant’s healthcare needs and security requirements, should your client have an expressed interest in obtaining a college education or in learning either a specific occupation or trade; now is the time to see if there is a match within the presented facility options. All done to support their efforts to make a positive change for themselves, their family and community, reducing the recidivism paradigm.

STEP
4
Review  – ‘Match PrisonOptions
  • Primary Matching Components; without the existence of ‘extenuating circumstances’, these appear to make up most of the placement process and should be included in their PSR:
    1. Individual medical and mental healthcare needs to be documented along with medication availability, in order to provide continuity of care.
    2. Security requirements.
  • Secondary Matching’ Components, to be included in their PSR:
    1. Accepting Responsibility:
      • Be remorseful for your victim’s pain and loss.
      • Explain what in your life’s history brought you to this moment and what now you will do differently going forward.
      • If drugs were involved – how this has changed your life and your desire to make a positive change for yourself, your family and your community.
      • All along offering no excuses, while being repentant for your actions.
      • It’s best if the defendant can speak from their heart at the hearing.
    2. If applicable, support your client’s interests in either:
      • Pursuing higher education (college) or,
      • Learning an occupational trade (ie: Veterinary assistant), apprenticeship (ie: welder, HVAC technician) or,
      • Training service guide dogs (Catholic University Law Review, 6-30-2017).
      • All so that when released, they leave ready to work, and not return to prison.
    3. FPC v. a Satellite Camp—there is a significant difference.
    4. Should the client’s Public Safety Factor (PSF, Chapter 4, page 13) support a reduced security level, it may also help to include this into their PSR before sentencing as part of the facility placement request.
    5. Medical and Mental Healthcare; prosthetics, medications and medical devices: bring with you (if you are self-surrendering), along with all physician’s orders, that are all part of the PSR.
    6. Is a special diet required? Whether religious (for example- Kosher), allergy or medical; appropriate and relevant supporting documentation should be included in their PSR.
    7. Follow and include any and all information documentation requests from the legal defense team.
    8. Testimonial letters and or videos.
    9. Background on parents and siblings including remarkable medical familial histories.
    10. RDAP: Eligible v Not Eligible; describe in detail the defendant’s history of ‘any’ substance abuse, including prescription and/or nonprescription drugs including alcohol within the last 5 years that adversely affected their day to day activities.
      • 2.5.8. RDAP Program Admission. § 550.53(c) (2)
        • Documentation to support a substance use disorder within the 12-month period before the inmate’s arrest on his or her current offense.
        • Documentation from a probation officer, parole officer, social service professional, etc., who has information that verifies the inmate’s problem with substance(s) within the 12-month period before the inmate’s arrest on his or her current offense.
        • Documentation from a substance abuse treatment provider or medical provider who diagnosed and treated the inmate for a substance abuse disorder within the 12-month period before the inmate’s arrest on his or her current offense.
        • Multiple convictions (two or more) for driving under the influence (DUI) or driving while intoxicated (DWI) in the 5 years prior to his or her most recent arrest.
        • 2018, ’87’ RDAP Locations.
    11. Provide a medical documentation history of mental or emotional problems, and whether there is a history of treatment for such problems. If there is a history, but without treatment; a mental health evaluation at this time may be prudent.
    12. Verification of the level of education, vocational skills or professional degree, including current licenses.
    13. Include your client’s current and past employment history for the last 10 years.
    14. Any other documentation that the legal defense team recommends.

Advice from Alan Ellis article: What Federal Judges want to know.

Upon completion, the legal team now has the option to decide what information (including medical) to include, or not include in their clients PSR.

STEP
5
Printing your clients PPRS Prison Match™ – Court Ready Placement Request Packet

Now the Presentence Report results are complete along with facility placement options displayed for your review.

  • As part of our security process, we’ve omitted your client’s critical sensitive details from our secure servers. Following your download you’re now able to enter their personal identifying information (e.g.; social security number, date of birth, last name, etc). This can be done by either exporting the pdf into a word document or editing it in its current pdf format.
  • Preparing your clients prison placement request;

How Federal Prisoners are placed: by Alicia Vasquez and Todd Bussert. ‘Prison facility placement recommendations are usually set forth in the judgment and commitment order’s imprisonment section, read below.

(Slide credit: USSC)
The Presentence Interview (PSI)
  • Here, encourage your client to be honest and forthcoming during their interview with probation, and that all current supporting and relevant documentation is detailed in their PSR.
Self or Voluntary Surrender
  • The legal team should be in contact with the Marshall’s Service to confirm the date, time and final designation location.
    • It would also be prudent to verify that the designated prisons Inmate Systems Management Department (records office) has received your clients PSR/PSI, Judgement and Commitment (J&C) Order along with relevant U.S. Marshals documents.
    • Should these documents have not yet arrived at the designated facility – the new inmate may have to spend an extended length of time in Solitary Confinement (The SHU [Special Housing Unit] or the Hole); this can be avoided with a little proactive planning, especially if they are claustrophobic.
  • What to bring per Program Statement 5580.08 (page 14)
    • Plain wedding band (no stones or intricate markings).
    • Earrings for females only (no stones) with a declared value of less than $100.
    • Medical or orthopedic devices (with medical prescriptions/documentation), all to be physically brought in hand with the defendant.
    • Legal documents
    • Social Security card and other forms of identification (driver’s license, passport, etc.) to be retained in the Inmate Central File until the inmate’s release.
    • Religious items approved by the Warden as long as they do not present a threat to the security of the institution (religious medallions and chains must have a declared value of less than
      $100, male or female).
    • Prescription glasses.
    • Bring no more than $360 in cash.
    • Bring a 6 week supply of prescription medications.

Recognizing that the Bureau of Prison (BOP) is not obligated to follow the courts recommendation, PPRS Prison Match™ has used the BOP’s own documentation with the hope of increasing the chances of its granting the court’s placement recommendations.

When finished, the legal team will have:

  • A multi-sheet PSR Worksheet Addendum that’s court-ready and uses the BOP’s own referenced material and guidelines.
  • Immediate access to choose the best and appropriate prison facilities in order to request a qualified placement designation for their client.
  • Personalized client PSR that references any educational or trade training that is matched with your client’s interests (reducing recidivism), to also be included within the PSR.
  • Documentation to offer the court: Medical PSR, RDAP (where eligible), ideally supporting specific facility placement recommendations.
  • Professional legal services are strongly recommended when completing this worksheet for its eventual presentation to the court.

* There is no guarantee implied or otherwise of final prison placement, medical, medication availability or program enrollment – once incarcerated results and placement may vary.

As BOP policies change, a review of P5100.08 ,9/12/2006, or more current BOP Policy’s are recommended. Extenuating client or BOP circumstances may also adversely affect our results.

Summarizing, in addition to the defense teams’ insight as to their client’s background and defense strategy, PPRS Prison Match™ is meant solely to be used as an ‘aide’ in the sentencing and prison placement decision-making process. 

The BOP Official PSR is in part a more comprehensive criminal history intake document.