Probation Department

The Santa Clara County CA Probation Department provides adult and juvenile supervision, court-related assessments, rehabilitation services, and juvenile custody programs. This article explains which division handles different needs, how to contact an assigned probation officer, what to prepare for appointments and applications, and how electronic monitoring, adult record clearance, and juvenile record sealing work. It also explains several distinctions that can help residents avoid contacting the wrong office or submitting documents through the wrong process.

Santa Clara County Probation Department Services

The official Santa Clara County Probation Department website is the primary entry point for information about adult services, juvenile services, juvenile institutions, record relief, and complaints. The department supports people involved in the justice system through supervision, assessments, treatment opportunities, and reentry services. Its responsibilities differ depending on whether a matter involves an adult criminal case, a juvenile court case, or a youth housed in a department facility.

Probation is also distinct from the court that issues an order. In adult cases, the court establishes conditions of probation, which may include victim restitution, fines, drug testing, treatment, or a jail sentence. The department provides supervision and other services associated with those orders. A probation violation can lead to further court action and a custody sentence, depending on the offense.

The department’s searchable services directory allows users to search by service name or narrow the results with filters. Select a service title to reach its detailed instructions. This is useful when a general search for “probation” produces several different services, such as electronic monitoring, record clearance, juvenile visits, or complaints.

Offices and Assigned Probation Officers

Adult Services has offices in San Jose, Palo Alto, and Morgan Hill. Juvenile Services identifies office locations in San Jose and Morgan Hill. Juvenile Hall is in San Jose, while William F. James Ranch is in Morgan Hill. These locations serve different purposes, so a department address should not be treated as a universal destination for appointments, applications, or visits.

The department’s official contact directory separates adult supervision offices, Juvenile Services, juvenile facilities, Administrative Services, and Internal Affairs. Match the office to the service you need and to any appointment instructions you have received. The contact list at the end of this article provides the relevant office addresses and telephone numbers.

Adult Officer Assignment Questions

An adult who needs the name of the probation officer assigned to their case can contact the department’s Records Room through the Adult Services main telephone number. This is the department’s published route for identifying an assigned officer. Questions about an individual supervision requirement should then be directed to that officer rather than treated as a general website inquiry.

Reaching a Juvenile Probation Officer

Parents should contact their child’s assigned Deputy Probation Officer about supervision, placement, and individual case requirements. If the officer cannot be reached, call the officer’s direct telephone number and dial 0 at the end of the recorded message. The department states that this transfers the caller to the Officer of the Day for that specific unit.

The assigned officer also tells families which documents to bring to the first probation appointment. Follow those instructions rather than assuming that every juvenile appointment requires the same paperwork.

Adult Supervision and Rehabilitation

The Adult Services Division provides assessments and sentencing services under court instruction, treatment and rehabilitation opportunities, and supervision. Its work includes reentry, pretrial services, realignment under AB 109, and other specialized supervision programs.

For someone already on probation, the practical focus is the conditions attached to the individual court order. A treatment requirement, restitution obligation, or testing requirement is part of that person’s case. General descriptions of department programs do not replace those conditions or establish permission to change them.

The department also identifies adult batterer intervention programs and child abuser treatment programs through its services directory. When looking for information about either service, select the corresponding department service page rather than assuming that any treatment program meets a particular court requirement.

Probation does not itself prevent an otherwise qualified California resident from voting. The department states that a person on probation may vote if they are a United States citizen, a California resident, and at least 18 years old. It also explains that Proposition 17 restored voting rights upon release from prison.

Electronic Monitoring as a Custody Alternative

The Electronic Monitoring Program, or EMP, allows suitable adult clients who would otherwise be incarcerated to remain in the community under close supervision. Participants may maintain employment or education, attend treatment or counseling, and pay victim restitution when applicable. Every applicant is screened for both eligibility and suitability; submitting an application does not establish acceptance.

The official electronic monitoring application page provides application materials and informational brochures in English, Spanish, and Vietnamese. Applicants can complete an application and submit it to the Adult Services Division main office in San Jose. They can also complete the application at that office in person.

Conditions That Prevent Participation

The department identifies the following factors as making an applicant ineligible:

A court order prohibiting EMP or specifying No Early Release Programs.
Active status under Penal Code section 1170(h), Post Release Community Supervision, or parole.
A present offense under Penal Code sections 1192.7 or 667.5(c).
A domestic violence case in which the applicant and victim live together.
No verifiable address.
A pending new criminal court matter.

These screening factors matter before an applicant plans around electronic monitoring as an alternative to jail. The department evaluates the application, and the program remains subject to the relevant court order.

Daily Restrictions and Program Costs

A suitable participant receives an ankle device that allows continuous supervision. Depending on individual needs, monitoring can include GPS, a handheld breathalyzer, or a Secured Continuous Remote Alcohol Monitoring anklet. EMP staff also make field and in-person contacts, and supervision may include random home searches and drug or alcohol testing.

Participants must obtain advance approval to leave home for any reason, and EMP staff must approve their daily schedules. Remaining employed or attending school does not remove these approval requirements. Participants are subject to surveillance at any time.

A participant who leaves home or work without permission, tests positive for illegal drugs, or becomes a risk to the community may be removed from EMP and returned to jail for the remainder of the sentence. Participation is free. The department states that participants are eligible for one-half Credit Time Served under Penal Code section 4019, depending on their sentencing order.

Adult Record Clearance and Expungement

Adult record clearance and juvenile record sealing are separate procedures. The department explains that an adult conviction is not completely erased through record clearance. When relief is granted, the record reflects that the conviction has been set aside and dismissed under Penal Code section 1203.4, while the original conviction remains in court and Department of Justice files.

Clearance can help with employment, housing, student aid, and other opportunities, but limitations remain. A conviction can still count as a prior conviction or strike in a later criminal proceeding. Disclosure may still be required for certain public office, licensing, or other legally authorized purposes, and a conviction-related firearm prohibition may remain.

The adult record clearance instructions explain department applications, court motions, early termination, felony reduction, and the limits of relief. The appropriate route depends on the requested relief and the person’s supervision history.

Department Applications and Court Motions

Clients who recently completed their Santa Clara County probation supervision may submit a Record Clearance Application directly to the department. The published submission methods are in person, U.S. mail, or fax. People who have been discharged for more than one year must pursue other record clearance options described on the official page.

A department application is different from a motion filed with the court. For people filing their own court motion, the department identifies forms CR-180, CR-181, and MC-031 and explains that filing and service requirements apply. Each docket or case number requires its own petition, although a petition may address several convictions within that case. Multiple petitions may be filed at the same time.

Applications Versus Motion Service

The department accepts a file-stamped copy of a court motion for service in person, by U.S. mail, by fax, or by email. That email service option should not be confused with the direct Record Clearance Application process, which specifies in-person, mail, or fax submission. For the application process, the published email contact is for inquiries only.

Santa Clara County does not charge a filing fee for this record clearance process, and the Probation Department does not charge an application fee. Department processing takes 90 days or longer. Its broader Adult Services information also notes that record clearance may take up to six months. Applicants should allow for processing rather than assuming relief will be completed immediately after submission.

Documents Supporting a Request

The department’s published considerations include completion of restitution, fines and fees, classes, the jail sentence for the conviction, and community service. It asks applicants to include proof to the best of their ability. If completion records cannot be located, the department advises trying to obtain copies and providing them with the motion or application.

The instructions also address supervision status, pending charges in any jurisdiction, arrest warrants, and specified convictions that affect eligibility. Review these considerations for the particular relief being requested. Early termination is a separate request with its own process, so the general record clearance considerations should not be treated as interchangeable with early termination requirements.

Contact information on an application must be legible because the department communicates with applicants using the information supplied or through U.S. mail. For a conviction from another county or state, contact the jurisdiction where the conviction occurred unless the court transferred the case to Santa Clara County.

Early Termination and Felony Reduction

The court may consider early termination when performance on formal or court/summary probation has been good and at least half the probation period has been completed. The court also considers the victim’s welfare and prior offenses. A person on formal probation may consult their assigned probation officer; someone on court/summary probation may file a motion with the court.

The department states that a person seeking expungement while still on probation must also petition for early termination. Completion of half the probation period does not automatically end supervision.

Felony reduction is another distinct form of relief. Some offenses can be charged as either felonies or misdemeanors, and a person convicted of the felony version may petition for reduction. The court generally looks for paid restitution and a significant period since conviction. Offenses that exist only as felonies cannot be reduced, and the department states that a person sentenced to state prison is not eligible for this reduction.

Records Handled by Other Offices

The Probation Department does not retain record clearance orders. Someone who needs a copy of a granted order should contact the Santa Clara County Hall of Justice about obtaining it. Local criminal history copies are handled through the Sheriff’s Office, while arrest record sealing motions under Penal Code section 851.93 are processed by the District Attorney’s Office.

Restitution, fines, and fees are associated with the Department of Tax and Collections. The Office of the Public Defender also operates a Reentry Expungement Program. These offices have different responsibilities; a payment question, a request for a court order, and a record clearance application should not all be sent to Probation as though they were the same service.

Juvenile Supervision and Family Participation

The Juvenile Services Division provides youth and young adult assessments, court reports, treatment opportunities, informal and formal supervision, prevention and diversion, and reentry services. It also supports youth involved in both the child welfare and juvenile justice systems.

Probation cannot provide legal advice. Families seeking information about legal options are directed to the Public Defender’s Office. The department also cannot provide a copy of an arresting agency’s police report. Requests must go to the police department that made the arrest, which determines whether the report can be released.

Deferred entry of judgment means the court postpones judgment while giving a youth an opportunity to complete a probationary period. The court reviews performance afterward to determine the next steps. A juvenile probation violation applies to a ward of the Juvenile Court who has not complied with court orders; the assigned Deputy Probation Officer is the contact for further case information.

Residential Placement and Progress Reports

The Juvenile Justice Court may order a youth removed from home and placed in a short-term residential treatment program. After that order, Probation determines the program referral using information about the youth’s treatment needs. Relevant information includes offense history and circumstances, social history, family interviews, and a risk and needs assessment. The department uses the Juvenile Assessment and Intervention System as its primary assessment tool.

Each youth in an out-of-home program receives a treatment plan. Parents, the committing judge, and the Deputy Probation Officer receive progress reports every six months. Reports address progress toward goals, areas needing improvement, medical and behavioral health issues, and educational status.

Monthly visits with the youth and family participation in treatment are encouraged. Communication may occur by telephone, video, or in person. The primary goal is return home and family reunification with individualized support. When returning home is not possible, arrangements may include other family members, extended family, or transitional housing with supportive services and aftercare supervision.

Juvenile Hall and James Ranch

The department’s juvenile institutions information explains the different roles of Juvenile Hall and William F. James Ranch. Juvenile Hall provides temporary residential housing for youth awaiting juvenile court adjudication or disposition. It is not a facility where parents can voluntarily bring a child because of behavior problems. The department states that it serves youth charged with crimes who may pose a community danger or may fail to appear in court.

When a child is brought to Juvenile Hall, a staff member should contact the parent. If that contact does not occur, the department provides a dedicated telephone number: (408) 278-6010. For an emergency involving contact with a child at Juvenile Hall, the department directs families to police admissions at (408) 278-5820.

William F. James Ranch provides room and board, meals, services, activities, and opportunities intended to prepare youth to return to the community. The length of a youth’s stay depends on the offense and individual progress. The assigned Deputy Probation Officer can explain the youth’s circumstances and approves whom the youth may call.

Visitation Arrangements and Restrictions

Visits require an appointment. Juvenile Hall appointments are arranged at (408) 278-5810; James Ranch appointments are arranged through the facility telephone number in the office list below. Staff explain who may visit, what visitors may bring, and other visitation requirements. Confirm those arrangements before traveling rather than assuming that the rules or appointment process are identical at both facilities.

Juvenile Record Sealing Procedures

The juvenile record sealing procedures and application page provides instructions for this process. Adults seeking relief for a juvenile history should distinguish this procedure from adult conviction clearance. The relevant distinction is the type of record involved, rather than simply the applicant’s current age.

Before beginning, read the department’s Record Sealing Procedures and make sure there are no pending court matters that would cause the application to be disapproved. There is no fee. A free Record Check Letter from Probation can help identify the cases to include on the application. Applicants may also request to view their juvenile court file through the Juvenile Justice Court Clerk’s Office.

After the application and petition are submitted, the applicant is notified if a court appearance is required. Depending on the case, a probation officer completes the matter and submits it to a Juvenile Court judge on an ex-parte basis, or the petition is set for a hearing. The judge decides whether to grant or deny relief.

The investigation can make the process take nine months to one year. If granted, the applicant receives a copy of the signed sealing order; if denied, the applicant receives the denial order. Submitting the application does not itself seal the record.

Complaints and Website Feedback

The department offers separate complaint services for Internal Affairs and the Prison Rape Elimination Act, or PREA. The PREA service addresses sexual abuse or sexual harassment in a confinement facility. Select the corresponding complaint service through the department’s services directory so the concern reaches the appropriate process.

The website’s “Was this page helpful?” form is a page-feedback feature. Its instructions warn users not to include personal information such as a home address, tax identification number, or Social Security number. A case question, complaint, or required submission should use the relevant department contact or service procedure.

Department and Office Contacts

Administrative Services Division
2314 North 1st Street, San Jose, CA 95131
Phone: (408) 468-1655

Adult Services Division - Main Office
2314 North 1st Street, San Jose, CA 95131
Phone: (408) 435-2000
Record Clearance: (408) 435-2061
Electronic Monitoring Program Clerk: (408) 435-2089

Adult Services Division - North County Office
270 Grant Avenue, Palo Alto, CA 94306
Phone: (650) 324-6500

Adult Services Division - South County Office
17275 Butterfield Blvd., Suite C, Morgan Hill, CA 95037
Phone: (408) 201-0600

Juvenile Services Division
840 Guadalupe Parkway, San Jose, CA 95110
Phone: (408) 278-5800
Record Sealing and Record Check Letters: (408) 278-6040

Juvenile Hall
840 Guadalupe Parkway, San Jose, CA 95110
Phone: (408) 278-5850

William F. James Ranch
19050 Malaguerra Avenue, Morgan Hill, CA 95037
Phone: (408) 201-7600

Internal Affairs
2310 North 1st Street, San Jose, CA 95131

Juvenile Justice Court Clerk’s Office
840 Guadalupe Parkway, San Jose, CA 95110
Phone: (408) 808-6200

Office of the Public Defender Reentry Expungement Program
Re-entry Resource Center, 151 W. Mission Street, San Jose, CA 95110
Phone: (408) 535-4290

Department of Tax and Collections
110 W. Tasman Drive, San Jose, CA 95134
Phone: (408) 326-1000

County of Santa Clara Sheriff’s Office
55 W. Younger, San Jose, CA
Phone: (408) 808-4705

Probation Department FAQs

Can my child receive help without going through Juvenile Court?

Santa Clara County’s Prevention and Early Intervention (PEI) program is a diversion program for youth with low-level offenses. It is designed to keep participating youth out of the Juvenile Court system while giving them an opportunity to learn from their mistakes and receive services. The department’s juvenile services information identifies PEI as a separate option from formal court supervision. The published description does not provide a complete eligibility checklist, so families should not assume that every charge qualifies or that participation automatically resolves an existing court case.

What does being a ward of Juvenile Court mean?

Under Welfare and Institutions Code section 602, wardship means the Juvenile Court judge takes primary responsibility for the youth, with an emphasis on rehabilitation. It describes the court’s authority over the youth; it is not simply another name for staying at Juvenile Hall or William F. James Ranch. When reviewing paperwork, distinguish the wardship decision from any separate order concerning detention, placement, or supervision.

Will my child attend school at James Ranch?

Yes. The department states that youth in detention attend school and special programs. Its description of daily life at William F. James Ranch also explains that youth may receive mental health counseling and are allowed at least one hour of exercise each day. These activities take place within a facility governed by state laws and regulations concerning youth rights and conditions. The juvenile institutions page describes these daily provisions, although it does not publish an individual class schedule or guarantee a particular counseling service for every youth.

Do I always need to apply for adult record relief?

Not necessarily. The department identifies automatic record relief through the California Department of Justice as another possible route. Penal Code section 1203.425 requires relief for eligible convictions without a petition or motion. However, the department’s adult record relief instructions do not establish that every conviction qualifies or confirm whether relief has already occurred in an individual case. Review the linked state guidance before assuming that no application is needed.