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Board Operations



 The Division of Board Operations is responsible for scheduling timely parole hearings; providing information and materials needed for the Board to make parole decisions; issuing parole and determinate release certificates; maintaining offender hearing files; providing victim liaison services; requesting psychological evaluations; and processing executive clemency applications.

· Certificate Section
 
· Determinate Release

· Docket Section
 
· Executive Clemency Section

· Fileroom

· Ombudsman

· Psychological Section

· Victim Service


CERTIFICATE SECTION
The certificate section prepares and issues parole certificates and probation determinate release certificates. Parole certificates are issued to an offender after he or she has been granted parole and is being released to parole supervision in the community. The parole certificate sets out the offender’s rules for supervision and any special conditions imposed by the Board. Each offender must have an approved release plan prior to the certificate being issued. Interested parties are notified, as required by statute, of an offender’s release on parole.

Probation determinate release certificates are issued to offenders with sentences of two years or less who have been certified eligible, according to statutory guidelines, for release to probation by the Tennessee Department of Corrections.

 


DOCKET SECTION 
Upon certification of parole eligibility by the Tennessee Department of Corrections, the docket section is responsible for preparing parole-hearing dockets for parole hearings held throughout the State at TDOC Institutions and County Jails. Preparation of a parole hearing docket includes; creating and maintaining parole hearing files for each offender being considered, requesting any necessary reports or information needed by the Board in making their decision, and sending hearing notifications to all “interested parties” designated by statute. After the Board makes a parole decision the docket section processes the final disposition of each case and notifies any “interested party” of the final decision. When the Board needs additional information, such as offense reports or psychological evaluations, cases may be continued for up to four months to obtain the information. 

EXECUTIVE CLEMENCY SECTION 
Executive Clemency power, including commutation, pardon and exoneration can only be exercised by the Governor. The Board, upon request of the Governor, considers and makes non-binding recommendations concerning requests for clemency. These requests must comply with the Governor's Executive Clemency Criteria. For more detailed information click the clemency process link.  Click here for the pardon application or here for the commutation application.  The Executive Clemency Section is responsible for processing all applications for commutation, pardon and exoneration in accordance with the Governor’s clemency criteria. To obtain an Executive Clemency Application and guidelines submit request via mail, fax or e-mail to:

Board Operations Division 
404 James Robertson Pkwy, Suite 1300 
Nashville, TN 37243 
Fax: 615-741-5337 


FILEROOM 
The Fileroom Section is responsible for managing, maintaining and tracking the parole hearing files used in the parole hearing process. These files are created and updated as material is received pertaining to each individual offender. Hearing Officials rely on the information contained in the hearing file to aid in their decision making for parole release. Files are also subpoenaed by the Courts, retrieved for use by agency staff and reviewed by offenders and others. 

A copy of a parole hearing file may be obtained by a written request with the following information enclosed:

Offender complete name
TDOC number

There is a $10.00 (Ten dollars) processing fee and a charge of  $ .20 (20 cents) per page.  Request will be reviewed and a letter sent indicating the total number of pages and total cost to copy the file.  Postal money  preferred, no personal checks. Requests take 2 to 8 weeks to process.

The fileroom staff also manages and maintains audio and videotapes of parole hearings. A copy of the latest parole hearing audio tape may be obtained by a written request with the following information enclosed:

Offender complete name
TDOC number
Date of parole hearing
Location

Must indicate Tape or CD (The Fileroom will provide tape/CD)
A $10.00 (Ten dollars) postal money or Tennessee Department of Correction draft check.
(Only the most recent parole hearing may be requested.  Any other hearings must be requested by an Attorney.)

 Send requests to:
Tennessee Board of Probation and Parole
404 James Robertson Parkway, Suite 1310
Nashville, TN 37243-0850

OMBUDSMAN 
The Ombudsman position is the Board liaison for responding to public inquiries concerning parole hearings. Duties and responsibilities include the review, acknowledgment, and distribution of incoming correspondence, and answering inquiries regarding parole-hearing matters. The position serves as Keeper of the Records for the Board’s fileroom. 

PSYCHOLOGICAL EVALUATION
The psychological unit is responsible for requesting, tracking and receiving psychological evaluations of offenders for parole hearings. Only Board Members can request psychological evaluations of offenders. 

VICTIM SERVICES 
The Victims Services section acts as liaison for the Board with victims of crime, their family members and any other parties interested in the parole process. Victim Services assists victims, their family members and interested parties in understanding and navigating the parole process.
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