Inmate Information Data Definitions

Date of Information

The information on this web page is extracted from the Department's "live" computer data base at the moment the web page is prepared. This is the most timely information available by computer. The date is shown here so that if a page is printed and filed, the date that it was prepared is available for future reference.


Department Identification Number (DIN)

A DIN is assigned to each inmate admitted to the Department of Corrections and Community Supervision. This is an internal number used as an identifier for the inmate while he or she is in the custody of the Department. The DIN has three parts; a 2-digit number, a letter, and a 4-digit number. The three portions of the DIN number are:

Part Description
Year The year of the inmate's initial admission to the Department for the current incarceration.
Letter Indicates the DOCS reception center at which the inmate was originally admitted for the current incarceration - in most cases.
Sequence A sequentially assigned number within the reception center.

Example: 98-A-0004
This DIN would have been assigned to an inmate whose incarceration began in 1998 and who was the 4th inmate admitted to Downstate Reception Center in 1998.


Race / Ethnicity

The information about racial and ethnic origin is self-reported. Each inmate is to identify his or her racial and ethnic origin by selecting from the following lists of categories.

Race / Ethnicity Description
White A person having origins in any of the original peoples of Europe, North Africa, or the Middle East.
Black A person having origins in any of the black racial groups of Africa.
American Indian or Alaskan Native A person having origins in any of the original peoples of the Americas and who maintains cultural identification through tribal affiliations or community recognition.
Asian or Pacific Islander A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian Subcontinent, or the Pacific Islands. This area includes China, India, Japan, Korea, the Philippine Islands, and Samoa.
Other Any other races not covered by the above categories.
NOTE: Hispanic is an ethnic category. People of Hispanic ethnicity are encouraged to make every effort to select a racial category from one of the four choices listed above.
Unknown Any person whose race is unknown is included here.
Hispanic A person of Mexican, Puerto Rican, Cuban, Central or South American or other Spanish culture or origin, regardless of race.

Custody Status

This inmate information is available for both current and former inmates. This item distinguishes those individuals that have been released from those still in prison. The phrase "IN CUSTODY" is shown for those who are currently in this Department's custody. A variety of phrases indicate how or why an inmate no longer in prison was released. These status phrases are generally self explanatory. It is important to note that inmates shown as "IN CUSTODY" may be participating in a work release program and may be working and/or living in the community part of the time.


Housing / Releasing Facility

This shows the location of the Correctional Facility responsible for the records of the current or former inmate. For nearly all current inmates, this is the facility where the inmate is housed. For released inmates, this is the facility from which he or she was released and is also the facility where information about the inmate is available. In all cases, the facility shown is the one to contact for all matters concerning the inmate. A list of Correctional Facility phone numbers and addresses is available.


Date Received (Original)

The day on which an inmate was initially received into the custody of the New York State Department of Correctional Services on a sentence pursuant to a specific indictment/Superior Court Information.


Date Received (Current)

The most recent date on which an inmate was accepted into the custody of the New York State Department of Correctional Services to serve a sentence resulting from a valid judicial or administrative process. This date may be the same as the "Date Received (Original)" or it may be a subsequent admission date.


Admission Type

There are many types or reasons for admission to a state correctional facility. The most common reason for admission is to begin a "New Commitment"; i.e., a new term of incarceration. Most of the other admission types are either beginning a new commitment under a special circumstance or are a readmission to continue a previous term.


County of Commitment

The county in which the inmate was convicted and committed to serve time in a state correctional facility.


Latest Release Date/Type

If the Custody Status item (see above) indicates that the inmate has been released from state prison, this item will indicate the date the inmate was released and the type of that release.


Crime Information

Information is given here about the crimes the inmate was convicted of that resulted in his or her commitment to state prison. The typical inmate is committed to state prison for one or a few crimes. However, there are a significant number of inmates with a rather lengthy list of crimes. For simplicity, the information here is limited to a maximum of four crimes. The four shown are selected based on length of sentence; i.e., those with the longest sentences. If less than 4 crimes are shown for an inmate, there are no others. Conversely, if there are four crimes are shown, there is the possibility that there are more. If there are more, the sentences for them are no longer than for the four shown and are possibly shorter. In all cases, the aggregate sentence information reflects the time owed on all crimes whether listed on this page of information or not.

The letters ATT at the beginning of a crime description indicate that the inmate as convicted of an attempt of that crime.

The phrase (HATE CRIME) at the end of a crime description indicates that the inmate was convicted of a crime that also involved bias or prejudice against a particular group and therefore, was deemed to be a hate crime. Hate crimes have longer sentences and higher crime classifications than comparable non-hate crimes.

The crime class is a set of codes including A1, A2, A3, B, C, D, and E with A1 felonies being the most serious and E felonies the least serious. All crimes listed are classified as felonies.


Aggregate Minimum / Maximum Sentence

These fields contain an aggregate of the amount of time the inmate must serve for the crimes for which he or she was committed. The calculation of these sentence lengths is complex and takes into account whether the sentences are to be served concurrently or consecutively. Until recently, all prison sentences in NYS were "indeterminate" - the length will be between a certain minimum and maximum amount of time set by the court at the time of sentencing. While most prison sentences are still indeterminate, the Sentencing Reform Act of 1995 established determinate sentences for repeat offenders convicted of violent felonies. Determinate sentences have no minimum sentence - only a "maximum" term. The inmate is ineligible for Parole and must serve at least 6/7 of the determinate term before he or she can be eligible for release. In 1998, Jenna's law established determinate sentences for first-time violent felony offenders. This description of aggregate sentences is provided here for general information only and is not intended to be a full explanation of the sentence aggregation/calculation process. In actual practice, many sentence calculations are complicated by time owed from previous sentences and other considerations.

An example with Concurrent sentences
Crime Minimum Maximum Concurrent / Consecutive?
1. ATT ROBBERY 2ND 01 06 00 03 00 00
2. ATT CRIM SALE CONTR SUBSTANCE 3RD 01 00 00 03 00 00 Concurrent
Aggregate Sentence 01 06 00 03 00 00
An example with Consecutive sentences
Crime Minimum Maximum Concurrent / Consecutive?
1. ATT ROBBERY 2ND 01 06 00 03 00 00
2. ATT CRIM SALE CONTR SUBSTANCE 3RD 01 00 00 03 00 00 Consecutive
Aggregate Sentence 02 06 00 06 00 00

Earliest Release Date

This data item does not indicate when the inmate will definitely be released but is rather an indication of the earliest date on which he or she might be released. The determination of an inmate's possible release date is based on many factors. This data item is the result of applying all of those factors to the information in the inmate's file.

Under certain circumstances, an inmate may be released prior to serving his or her minimum term and before the earliest release date shown for the inmate. These include: Shock incarceration, sentences of parole supervision (at Willard Drug Treatment Campus), merit, medical parole and early parole to deportation.


Earliest Release Type

If the inmate were to be released on the Earliest Release Date, this data item is indicates what type of release that would be. Possible values are:


Parole Hearing Date

The month and year when the inmate will next appear before the Parole Board. The scheduled appearance may be the inmate's initial appearance before the Board or it may be a subsequent appearance. See "Parole Eligibility Date" below for more information.


Parole Hearing Type

This indicates the type of the next appearance by the inmate before the Parole Board. It may be his or her initial appearance, a reappearance, or a variety of other hearing types.


Parole Eligibility Date

Penal Law 70.40(1) states that an inmate is eligible for parole after serving his or her minimum term. Under certain circumstances, an inmate may be released prior to serving his or her minimum term. These include: Shock incarceration, sentences of parole supervision (at Willard Drug Treatment Campus), merit, medical parole and early parole to deportation. The inmate usually appears before the Parole Board four months prior to his or her parole eligibility date. The Parole Board may release the inmate or the Board may hold him or her for a reappearance at a later date.

If an inmate is granted a Parole release, he or she will be under parole supervision of some level until discharged by the NYS Division of Parole.


Conditional Release Date

If the inmate is not released by the Parole Board at his or her initial appearance or a subsequent one, he or she may eventually be released by conditional release. The inmate is considered by the Time Allowance Committee (consisting of prison staff) four months prior to his or her conditional release date. The Time Allowance Committee reviews the inmate's incarceration behavior and participation in prison programs to decide if he or she has earned "good time" off his or her maximum sentence. The conditional release date may be adjusted as a result of the Time Allowance Committee's review. Following the review and adjustment, the inmate will be released to Parole supervision on the adjusted Conditional Release Date.

There is no conditional release for a maximum term of life (i.e., life sentence).

If an inmate is conditionally released, he or she will be under parole supervision of some level until his or her term expires (i.e., when the maximum expiration date is reached).


Maximum Expiration Date

If an inmate is not released by the Parole Board or by conditional release, he or she will remain in custody until his or her maximum expiration date. Upon reaching the maximum expiration date, the individual's legal obligation to serve a custodial sentence or period of parole supervision ends.


Maximum Expiration Date for Parole Supervision

Certain inmates are required to serve an additional period of parole supervision. A maximum expiration date for parole supervision indicates how long the inmate may be under parole supervision.


Post Release Supervision Maximum Expiration Date

Certain inmates are required to serve an additional period of post release supervision. A post release supervision maximum expiration date indicates how long the inmate may be under post release supervision.

If an inmate has a maximum expiration date, maximum expiration date for parole supervision and/or a post release supervision maximum expiration date, the latest date is controlling.


Parole Board Discharge Date

This indicates the parolee has been discharged from parole supervision before the maximum expiration date or the maximum expiration date for parole supervision. The parolee's sentence is deemed completed as of this date.