Records Division
Nancy Law
Office Manager
Mailing and Physical Address:
850 Main St. Dallas, OR. 97338
Phone: (503) 623-9251
Fax: (503) 623-2060
Welcome to the Polk County Sheriff's Office Records Department. Our office hours are Monday through Friday between 8:00am and 5:00pm. If you are calling in a complaint make sure you are calling the correct agency to save yourself some time. The agency you need to contact will have jurisdiction where the incident actually occurred.
We handle calls outside the city limits of Dallas, Independence, and Monmouth. We also patrol Falls City, Grand Ronde, and dog-related complaints within the city limits of West Salem. If you are having an emergency please call 911.
If you need to contact the Polk County District Attorney's Office the number is (503) 623-9268.
If you have questions regarding court dates or filing court documents then you need to contact court records at (503) 623-3154.
We have put together a few explanations for more commonly asked questions for you.
COVERED TOPICS INCLUDE
- 1 -
PEOPLE IN JAIL
HOW DO I FIND OUT IF SOMEONE IS IN JAIL, VISITATION SCHEDULES, IF THEY HAVE BEEN RELEASED, ETC.?
If you have questions about people in Jail you need to call the Polk County
- 2 -
ROAD AND WEATHER CONDITIONS
HOW CAN I FIND OUT ABOUT ROAD CONDITIONS?
- 3 -
DMV ACCIDENT REPORT FORMS
WHEN DO I NEED TO FILL OUT A DMV ACCIDENT FORM?
Every driver involved in an accident resulting in damages to any
one person's property in excess of $1000, injury (no matter how minor), or death, must file an accident report with DMV.
HOW SOON DO I NEED TO FILE THE DMV ACCIDENT FORM?
Oregon law requires these reports be filed within 72 hours of the accident (not including weekends or holidays). If you are not able to file within the 72 hours, submit it as soon as possible. Failure to report the accident may result in suspension of your driving privileges.
DO I NEED TO FILE A DMV ACCIDENT FORM IF I RESIDE OUT OF STATE?
If you are an out-of-state resident, you are still required to file an accident report.
DO I NEED TO FILL IN THE OTHER DRIVER'S INFORMATION ON THE FORM?
If you know the other driver's information it will help the DMV to match all
driver's accident reports more efficiently. If you do not have the information, don't worry about it; the other driver should file an accident form with the DMV as well. If we responded to the incident then the DMV will also receive a copy of the police report from us.
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CRIMINAL HISTORY CHECKS
CAN I OBTAIN A CRIMINAL HISTORY CHECK ON SOMEONE OR MYSELF?
Criminal History Checks can be obtained through Oregon State Police for a
fee. You can contact their main headquarters in Salem at (503) 378-3387.
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COPIES OF REPORTS:
HOW MUCH DO REPORTS COST?
Most reports are available to the public at a cost of $5.00 per report. For Reports larger than 20 pages, an additional .25 cents per copy will be charged.
CAN I GET A REPORT ON ANYBODY?
We can not arbitrarily run scans to find out case numbers or to see if a person was involved in an incident.
DO I NEED A CASE NUMBER TO GET A COPY?
Having a case number is helpful, but if you know the time, location, and nature of an incident we can look it up for you.
ARE ALL REPORTS OPEN TO THE PUBLIC?
If a case is currently under investigation, has gone to the District Attorney's Office for prosecution, or if the case involves a juvenile as being a suspect or arrested, the report will not be released and no information in the report will be given out.
CAN I MAIL IN A REQUEST FOR A REPORT?
Yes you can mail in a request for a report. Just mail us the Release of Information Form along with your check or money order for $5, made payable to P.C.S.O. (Polk County Sheriff's Office). Most reports will be the minimum $5, but if they end up being more than that we will call and let you know.
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CONCEALED HANDGUN LICENSES:
WHO CAN APPLY FOR A CONCEALED HANDGUN LICENSE?
If you reside in Polk County, are a citizen of the United States, and are at
least 21 years of age you can apply.
YOU MUST ALSO MEET THE FOLLOWING CRITERIA
You must not have any outstanding warrants for arrests, you must not be free
on a pretrial release, been convicted of a felony, been convicted of a misdemeanor within the previous four years, been found mentally ill under ORS 426.130, have a history that shows confrontation with others such as family or neighbors, have a history of conflict with police officers, offenses involving firearms, documented problems involving alcohol and/or drug abuse.
You must be a citizen of the United States or a legal resident alien who can document continuous residency in the county for at least six months and have declared in writing to the Immigration and Naturalization Service of your intention to become a citizen and present proof of the written declaration to the sheriff's office at the time of your application.
WHAT DO I NEED TO BRING TO APPLY?
You will need to bring two pieces of identification; one of which must have your picture and signature.
You will need to bring three personal reference names, phone numbers, and mailing addresses. We will be sending them reference letters so make sure they know to expect them and also return them as soon as possible.
Proof of a firearm safety course taken. This can include a certificate or written statement that you have been trained by: A handgun safety course utilizing either police instructors or those certified by N.R.A., including courses provided for security guards, reserve police officers, law enforcement officers, military service, or an organized shooting competition.
If you have an Oregon license to carry a concealed handgun license, that will also be acceptable. Out of state concealed handgun licenses will not be considered proof.
You will need to bring a check or money order in the amount of $15.00 made payable to O.S.P. (Oregon State Police). This fee is NON-REFUNDABLE.
You will need to bring a check or money order in the amount of $50.00 made payable to P.C.S.O. (Polk County Sheriff's Office). Cash is also acceptable. This fee is NONREFUNDABLE.
You will need to bring a typed or legibly printed application (both sides). These are available at the Sheriff's Office. You will need to fill out a fingerprint card, in black ink, the morning you bring in your information. Fingerprints are done Tuesday, Wednesday & Thursday from 8:00 am to 9:00 am on a first come first serve basis. It is recommended that you get here closer to 8:00 am. There is no cost for this service for concealed handgun license applicants.
HOW LONG DOES IT TAKE TO GET MY LICENSE?
The process usually takes about 45 days and you will receive it in the mail.
IS MY CONCEALED HANDGUN LICENSE GOOD EVERYWHERE I GO?
Your concealed handgun license is good anywhere in the state it is issued from. If you are traveling to another state you will need to check with their State Police to find out any restrictions or guidelines you will need to follow.
The following places do not allow firearms:
Any Federal facility. Federal facility means a building or part thereof owned or leased by the Federal Government where Federal employees are regularly present for the purpose of performing their office duties. (I.e. Federal Courthouse, Post Office, Social Security Office, certain areas of airports and on airplanes). This prohibits the carry of firearms on Federal lands, other than designated areas, incident to hunting or other lawful purposes. Generally, persons who have obtained a valid concealed handgun license may carry their weapon onto National Forest Service and Bureau of Land Management lands unless there is a specific order issued by the local administrator, or forest ranger, to the contrary. It is the responsibility of the license holder to check with the local range district or BLM land management office to determine if an order has been issued prohibiting possession of a weapon in areas designated by those offices. The local offices may also issue restrictions upon the use of weapons on National Forest Service and BLM lands. It is the further responsibility of the license holder to contact the local range district or land management office to discover any restrictions and thereafter comply with those restrictions while on federally owned property.
Carrying of a concealed firearm while upon an Indian Reservation/Indian property without the written permission of the tribal judge. This may also apply to certain casinos that are on Indian lands.
In a courtroom, jury room, judge's chambers or the areas adjacent thereto that the presiding judge determines should be free of firearms to ensure the safety of the litigants, court personnel, witnesses and others ORS 166.370(4).
Any private business or private facility where a condition of being on the premises or in the facility is to not possess a firearm.
Anywhere in any court facility.
DO I EVER HAVE TO RENEW MY CONCEALED HANDGUN LICENSE?
A Concealed Handgun License is good for four years and should have the
actual expiration date printed on the license itself. We do not send out
renewal notices, so you will need to keep track of the date it expires.
WHEN CAN I COME IN TO RENEW?
You can renew no more than 30 days prior to the expiration date and no
more than 45 days after the expiration date.
WHAT HAPPENS IF I MOVE INTO POLK COUNTY WITH AN EXISTING CONCEALED HANDGUN LICENSE?
When you move into Polk County, as long as your license was issued in the
State of Oregon, there is a 30-day grace period for you to come in and get a
change of address. The cost of this is $15.00 and you can come in Monday
through Friday between 8:00am and 5:00pm.
If you have a concealed handgun license issued from another state you will
need to go through the initial process again including being fingerprinted
and providing references. See the instructions listed above.
WHAT HAPPENS IF I JUST MOVE TO A NEW LOCATION IN POLK COUNTY?
If you move inside of Polk County there is a 30-day grace period for you to
come in and get a change of address. The cost of this is $15.00 and you
can come in Monday through Friday between 8:00am and 5:00pm.
WHAT HAPPENS IF I MOVE OUT OF POLK COUNTY?
You will need to apply for a change of address for your license in which ever
county you move into.
WHAT DO I DO IF MY LICENSE HAS BEEN EXPIRED MORE THAN 45 DAYS?
You will need to go through the initial process again including being
fingerprinted and providing references. See the instructions listed above.
WHAT ALL IS INVOLVED IN A CHANGE OF ADDRESS?
The cost of a change of address is $15.00 and you can come in Monday
through Friday between 8:00am and 5:00pm. We will have you fill out
an application and take your picture. The change of address process usually takes two weeks and you will receive your new license in the mail.
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DOG LICENSING
DOES EVERYONE NEED TO LICENSE THEIR DOGS?
The State of Oregon requires all dogs to be licensed when they reach 6
months of age or when they get their K-9 teeth - which ever comes first.
HOW LONG IS A LICENSE GOOD FOR?
We can issue a 1-year and a 3-year license. As a courtesy we send out
renewal notices about a month before your license is due to expire.
IS THERE AN APPLICATION TO FILL OUT?
We do not have applications. We require seeing a rabies certificate and
if your dog is spayed or neutered we need to see proof of that as well. You
can either mail in your information and check or money order made out to the Polk County Sheriff's Office or bring it in person. If you are going to mail your information and check then address your envelope as follows:
Polk County Sheriff's Office
Attn: Dog Licensing
850 Main St.
Dallas, OR. 97338
HOW LONG DOES THE RABIES CERTIFICATE HAVE TO BE GOOD FOR?
In order to get a 1-year dog license the rabies certificate has to be good for
at least 10 months from the date that you apply. In order to get a 3-year
dog license the rabies certificate has to be good for at least 34 months from the date that you apply.
HOW MUCH DOES A DOG LICENSE COST?
If your dog is spayed or neutered then you can purchase a 1-year license for
$10.00 or a 3-year license for $26.00.
If your dog is not spayed or neutered then you can purchase a 1-year license
for $25.00 or a 3-year license for $75.00.
If your dog loses a dog tag you can purchase a duplicate dog tag for $2.00.
IS THERE ANY OTHER FEES I SHOULD KNOW ABOUT?
If your dog is caught running at large we will first try to contact the owner. If
the dog is not wearing a dog tag then we have no choice but to impound
it. There are impound fees that range from $35 for the first offense, $55
for the second offense, $70 for the third offense, and so on in $15 increments. You will need to pay this before picking up your dog.
If your dog is not licensed at the time it is impounded and it is older than
6 months of age, then you will need to pay a $50.00 penalty fee for involuntary licensing, along with the impound fee, in addition to the cost of obtaining the license. The deputy impounding the dog may also issue a citation as well. The citations are additional fines that you will have to pay or appear in court for and do not take the place of the other imposed fines.
WHAT HAPPENS IF I MOVE?
Your dog license will be valid anywhere in Oregon until the date that it
expires. After the dog license expires you will need to renew with the
appropriate licensing agency where you reside.
If you move, change your contact phone number(s), or move out of Polk
County you should contact us so that we can update your records.
Some counties and cities will transfer your information into their own database for the remainder of your dog's license. You will have to inquire with the appropriate licensing agency to find out if they provide this service. It could save you some money in case your dog is picked up. We provide this service and honor other counties and cities licenses that have been issued in Oregon. We just require to see the current dog license and will issue a Polk County dog license with the same expiration date.
- 7 -
OTHER WILD ANIMALS
DO YOU HAVE ANYTHING TO DO WITH WILD ANIMALS?
Anything dealing with coyotes, cougars, raccoons, and other nuisance
wildlife is handled by the State Department of Agriculture. Their Wildlife Services phone number is (503) 399-5814.
Chintimini Wildlife Services provides rehabilitation services for injured wildlife. They can be reached at (541) 745-5324.
McMinnville Veterinarian Hospital provides rehabilitation services for
injured deer. They can be reached at (503) 472-6184.
Harts Reptile World, Inc. handles seized reptiles, snakes, lizards, etc., and
can be reached at (503) 266-7236.
DO YOU HANDLE THE REMOVAL OF DEAD DEER?
If the dead deer is on a highway then you can contact the Oregon
Department Of Transportation for removal. Their phone number is
(503) 378-2299.
If the dead deer is on a County road then you can contact Polk County
Community Development for removal. Their phone number is
(503) 623-9237.
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IMPOUNDED VEHICLES
HOW DO I GO ABOUT PICKING UP MY IMPOUNDED VEHICLE?
There are a variety of reasons why a vehicle is impounded including it being
abandoned, a hazard, driving without insurance, driving under the influence
of intoxicants, driving while suspended, etc.
There are a few items you will need to bring with you to the Sheriff's Office
in order to obtain a release to get it out of a tow lot. These include:
Proof of insurance on the vehicle in question.
This must contain the Full Vehicle Identification Number or your vehicle's license plate number.
This must also have beginning and ending effective dates.
Your insurance company can fax us the information if you have left it in the vehicle.
The insurance does not have to be in your name.
A valid driver's license. This can be anyone with a valid driver's license who will be driving the vehicle.
Proof of ownership.
The vehicle is releasable only to the registered owner.
You must either show documentation from the DMV showing change of ownership, a title for the vehicle, the registration for the vehicle, or a bill of sale from within the last 30 days.
$45.00 for the impounded vehicle processing fee.
If the only reason your vehicle was impounded was for not providing proof of insurance, and you can bring in proof showing that you had insurance at the time of impound, the fee from us will be waived. You will still be required to pay the fees from the tow company.
If your vehicle has been used in a case for prosecution or has been preserved for processing then the vehicle may be released only under written authority from the District Attorney's office, the Sheriff or his designee.
WHAT HAPPENS IF I DISAGREE WITH THE IMPOUND?
You can request a hearing, but you must make your request in writing within five business days after the vehicle was towed. The request must state what grounds upon which the tow is being contested. We will forward your request to the hearing officer who will hold the hearing within four working days. This only applies to vehicles taken into custody under ORS 819.110, ORS 891.120, or County Ordinance 98-9.
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FINGERPRINTING
DO YOU DO FINGERPRINTING FOR THE GENERAL PUBLIC?
We do fingerprinting for a variety of reasons from employment to concealed
handgun licenses. This service is provided at a cost of $10 for up to two fingerprint cards. If you have additional fingerprint cards the cost is the same. However, we only conduct fingerprinting on Tuesday, Wednesday and Thursdays from 8:00 am to 9:00 am. Our address in 850 Main St. Dallas, Or 97338.
If you cannot make these time frames and you are not here applying for a concealed handgun license Monmouth Police, Independence Police, and Oregon State Police provide fingerprinting services as well. You will need to call those agencies for their dates and times.