VWAP Confinement Facility Notifications - S-1 Procedural Page

Role and responsibility

The brig or Pretrial Confinement Facility (PCF) Commanding Officer or Officer in Charge appoints the Confinement Facility VWAC and an alternate VWAC in writing per MCO 5800.16MCO 5800.16 Chapter 4 paragraph 040906(A)(1)(a). The Confinement Facility VWAC maintains the prisoner files identifying victim and witness program enrollment, processes DD Form 2705 notifications, enters data in the Corrections Management Information System (CORMIS) per paragraph 040906(A)(5), and operates the program SOP. The installation Victim Witness Liaison Officer (IVWLO) appoints the Confinement Facility VWAC as a Council representative per paragraph 040902(B)(3)(5).

Source documents flow from the convening DD Form 2704 received from trial counsel per paragraph 040904(F)(11), the prisoner enrollment in the VW program, the victim and witness election records, the prisoner status changes (release, transfer, escape, parole, custody change), the certified mail return receipts, the CORMIS entries per paragraph 040906(A)(5), and the quarterly CORMIS submission per paragraph 040906(A)(10). Outputs include the appointed VWAC, the labeled victim and witness records, the issued DD Form 2705 notifications, the documented CORMIS contacts, the retained victim and witness files for 2 years post-release per paragraph 040906(A)(12)(b), and the FOIA-exempt envelope marking per paragraph 040906(A)(13).

Per Chapter 4 paragraph 040906(A)(6), DD Form 2705 notifications run at least 45 days prior to the relevant change in inmate status utilizing certified mail with return receipt. Per paragraph 040906(A)(6)(a), the acknowledgment of request to participate in the program issues within 10 working days of DD Form 2704 receipt with a completed DD Form 2705 section I, section II blocks 3-6, section III blocks 8.a and 8.b, and section V.

Trigger events

• New prisoner arrives at the brig or PCF with DD Form 2704 from trial counsel.
• Planned release date approaches triggering the 45-day notification window.
• Planned transfer triggers receiving brig/PCF address notification.
• Prisoner escape requires immediate telephonic notification.
• Custody change or parole triggers DD Form 2705 update.
• Quarterly CORMIS entry deadline (January 5, April 5, July 5, October 5).
• Prisoner reaches 2-year post-release record retention date.
• IGMC VWAP FA inspection covers Confinement Facility VWAC.

Processing workflow

1. Appoint the Confinement Facility VWAC and alternate. Per Chapter 4 paragraph 040906(A)(1)(a), the brig or PCF CO or OIC appoints in writing.
2. Receive DD Form 2704 from trial counsel. Per paragraph 040904(F)(11), trial counsel completes DD Form 2704 at confinement adjudication and forwards a copy to the confinement facility.
3. Identify Victim and Witness program files. Per paragraph 040906(A)(4), place a white label with "VW" written at least 1 inch high in black on the outside of the prisoner file.
4. Maintain adjunct file. Per paragraph 040906(A)(5), maintain a separate adjunct file by individual prisoner name, cross-referenced to the brig/PCF-specific number. The number uses the CORMIS unit identification code (UIC), the year and month adjudged, and a sequential number of the file for the calendar year (e.g., 31001 10-11 001).
5. Document every contact in CORMIS. Per paragraph 040906(A)(5), record all contact with a victim or witness, including telephonic and unsuccessful contact attempts, in CORMIS.
6. Acknowledge DD Form 2704 receipt. Per paragraph 040906(A)(6)(a), within 10 working days of receipt, send an acknowledgment of request to participate with a completed DD Form 2705 (section I, section II blocks 3-6, section III blocks 8.a and 8.b, and section V).
7. Issue DD Form 2705 at the 45-day mark. Per paragraph 040906(A)(6), notify at least 45 days prior to the relevant change in inmate status using certified mail with return receipt.
8. Notify release. Per paragraph 040906(A)(6)(c), provide the date, reason for release, and destination (city and state).
9. Notify escape. Per paragraph 040906(A)(6)(d), notify telephonically as soon as possible.
10. Notify transfer. Per paragraph 040906(A)(6)(e)1, notify of all planned transfers including the receiving brig/PCF address.
11. Enter quarterly CORMIS data. Per paragraph 040906(A)(10), enter VWAP information in CORMIS within 5 days of the end of each quarter (January 5, April 5, July 5, October 5).
12. Retain victim and witness records. Per paragraph 040906(A)(12)(b), maintain victim and witness documents in a secure and separate manner from the prisoner record for 2 years after the prisoner's full term release date. Destroy per PII service regulations after the retention.
13. Mark records FOIA exempt. Per paragraph 040906(A)(13), place victim and witness information in a separate envelope stamped on both sides "EXEMPT FROM RELEASE UNDER FREEDOM OF INFORMATION ACT ONLY CMC (ARSF) CAN AUTHORIZE RELEASE OF INFORMATION". Place a cover sheet inside the envelope stamped "ALL VICTIM AND WITNESS INFORMATION IS EXEMPT FROM RELEASE UNDER THE FREEDOM OF INFORMATION ACT, ONLY CMC (ARSF) CAN AUTHORIZE RELEASE OF INFORMATION".
14. Document procedures in brig/PCF SOP. Per paragraph 040906(A)(13), the Victim and Witness Notification Program documents in the brig/PCF standard operating procedures.

Systems of record and forms

Systems

• Corrections Management Information System (CORMIS). Per paragraph 040906(A)(5) and (A)(10). Tracks confinement facility VWAP contacts and quarterly data.
• Brig or PCF Prisoner Records. Per paragraph 040906(A)(4). Identified with white VW label.
• Adjunct File. Per paragraph 040906(A)(5). By prisoner name cross-referenced to brig/PCF-specific number.
• FOIA-Exempt Envelope. Per paragraph 040906(A)(13).

Forms

• DD Form 2705 Notification of Inmate Status. Per paragraph 040906(A)(6).
• DD Form 2704 Victim and Witness Certification of Notification. Received from trial counsel per paragraph 040904(F)(11).
• Acknowledgment of Request to Participate Letter. Per paragraph 040906(A)(6)(a).
• Confinement Facility VWAC Appointment Letter. Per paragraph 040906(A)(1)(a).
• Confinement Facility VWAC SOP. Per paragraph 040906(A)(13).

Common pitfalls

• DD Form 2705 notification past the 45-day window. Per paragraph 040906(A)(6), the certified mail notification runs at least 45 days prior to status change.
• Acknowledgment past the 10-working-day window. Per paragraph 040906(A)(6)(a), the acknowledgment runs within 10 working days of DD Form 2704 receipt.
• Brig/PCF-specific number missing CORMIS UIC, year-month, or sequential number. Per paragraph 040906(A)(5), the format uses UIC + YY-MM + 001.
• Prisoner file unlabeled with white VW label. Per paragraph 040906(A)(4), the label is 1-inch high black "VW" on white.
• CORMIS quarterly entry past 5 days from quarter end. Per paragraph 040906(A)(10), the entry runs within 5 days.
• Victim and witness records destroyed before 2 years post-release. Per paragraph 040906(A)(12)(b), the retention is 2 years from the full term release date.
• FOIA exemption stamping missing. Per paragraph 040906(A)(13), the envelope stamps both sides and the cover sheet inside.
• Adjunct file mixed with the prisoner record. Per paragraph 040906(A)(12)(b), the records maintain secure and separate from the prisoner record.

Decision points

• 45-day notification timing. Per paragraph 040906(A)(6), the notification runs at least 45 days prior to status change. Earlier notification is acceptable.
• Telephonic versus certified mail. Per paragraph 040906(A)(6) and (d), escape notification runs telephonically. Release, transfer, and parole notifications run certified mail with return receipt.
• Brig/PCF-specific number sequence. Per paragraph 040906(A)(5), the sequential number resets each calendar year.
• Internal controls on confidentiality. Per paragraph 040906(A)(13), the brig/PCF CO or OIC establishes the access control. The procedure addresses staff access and prevents prisoner access.

Authority

This sub-page sits under MCO 5800.16MCO 5800.16 Chapter 4 paragraph 040906 (Corrections Community) with sub-paragraphs (A)(1) (VWAC Appointment), (A)(4) (File Identification), (A)(5) (Adjunct File and CORMIS), (A)(6) (DD Form 2705 Notification Cycle), (A)(10) (Quarterly CORMIS Entry), (A)(12)(b) (2-Year Post-Release Retention), and (A)(13) (Confidentiality and FOIA Exemption). The IGMC VWAP FA Checklist Section 06.0 items 0601-0617 audit Confinement Facility VWAC compliance.

Related references

• MCO 5800.16 Chapter 4 paragraph 040906. Confinement facility VWAP framework.
• DD Form 2705. Inmate status notification.
• DD Form 2704. Trial counsel certification of notification.
• IGMC VWAP FA Checklist Section 06.0. Audit baseline.