Date Issued: November 3, 2014
- All Certified and/or Funded Providers
- Local Governmental Units (LGUs)
OASAS initiated changes to the Client Data System (CDS) to accommodate Drug Law Reform (DLR) processes in October 2009. All providers should still use the Criminal Justice Consent Form (TRS-49) with a New York State Identification Number (NYSID) when admitting a person referred from a Criminal Justice (CJ) entity. The consent form and NYSID number, which is assigned to an individual by the New York State Division of Criminal Justice Services (DCJS), is important for sharing CJ data across agencies.
Programs should require the referring CJ entity to fax a copy of the signed consent form with an assessment session as requested. If the decision is made to admit the client, the NYSID and consent date are entered on the OASAS Admission form (PAS-44N) as indicated in the instructions. If the program has not received a copy of the consent form, staff should contact the referring CJ entity and request that the information be provided electronically (i.e., fax or email) or by telephone. If the information is obtained by telephone, a note indicating this should be entered into the client record. Programs having difficulties in obtaining the signed consent form from referring CJ entities should contact their local OASAS Field Office.
There are two conditions for which a client may revoke their CJ consent:
- They have been arrested following the date of consent.
- They are no longer under the authority of the referring CJ entity (e.g. court, Parole, Probation, District Attorney)
If the client has already been admitted and the PAS-44N has been submitted to OASAS, the program must edit the PAS-44N by entering the revocation date in the CJ Consent Revoke Date field.
Q: What if the provider doesn’t have a NYSID for a CJ referral?
A: The principal referral source should be entered as “Other” and at least one CJ status indicated.
Q: What if the program is admitting a client and the TRS-49 consent form with NYSID number has not been received?
A: The program should contact the referring CJ entity and have the form faxed with NYSID number. If the form cannot be faxed, obtain the NYSID number from the CJ referring entity and then have the client sign a copy of the form. The signed copy can then be sent to the CJ referring entity. The TRS-49 consent form can be found in the OASAS forms directory.
Q: What if the referring CJ entity is not aware of the TRS-49 requirement?
A: Instruct the CJ referring entity to contact their central office for guidance (e.g. Division of Parole, Division of Probation, and Correctional Alternatives).
Q: What if the program receives a completed TRS-49 with a consent date after the admission date?
A: The program should use the admission date as the consent date. Write a note on the TRS-49 that the consent date was adjusted to the admission date per OASAS.
Q: What about Adolescent and Juvenile Cases?
A: CJ referred Adolescents and Juveniles do not require a NYSID number or DLR principal referral code
For issues with the TRS-49 form, attempt first to resolve the issue with the referring agency. If there are additional questions or issues, please consult your OASAS program manager or contact the OASAS Data Management and Analysis Unit at (518) 485-9555 or (518) 457-5990.
Please be sure that PAS form instructions are followed. If you have any questions about entry of forms in the OASAS Client Data System, please contact the OASAS Help Desk at (518) 485-2379. The TRS-49 and all data entry forms can be found in the website forms directory.