HomeMy WebLinkAbout20021195 RESOLUTION
RE: APPROVE CONTRACT FOR NONRESIDENTIAL INTENSIVE SUPERVISION
PROGRAM AND AUTHORIZE CHAIR TO SIGN -COLORADO DEPARTMENT OF
CORRECTIONS
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Contract for the Nonresidential
Intensive Supervision Program between the County of Weld, State of Colorado, by and through
the Board of County Commissioners of Weld County, on behalf of the Community Corrections
Board, and the Colorado Department of Corrections, commencing July 1, 2002, and ending
June 30, 2003, with further terms and conditions being as stated in said contract, and
WHEREAS, after review, the Board deems it advisable to approve said contract, a copy
of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, that the Contract for the Nonresidential Intensive Supervision Program
between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Community Corrections Board, and the
Colorado Department of Corrections be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said contract.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 8th day of May, A.D., 2002.
BOARD OF COUNTY COMMISSIONERS
/�� WEL COUNTY, C LORAO
si
ATTEST: ` I_�D/�'(/v n ��1 +J\ r♦ PAA�
^ � / Vaad, Chair
Weld County Clerk to the y `,__'. .t,,A;..,,,,
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(F..;? avi . L g, Pro- e
Deputy Clerk to the Boar B
M. J.'Geile
AP D AS M: % ///- ,(
William H. Jerke
ounty Attor y EXCUSED
Robert D. Masden
Date of signature: `5([3
2002-1195
DA0002
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Agency
CAA
Contract Routing Number
03-00154
CONTRACT
This Contract, made effective July 1, 2002 or upon the State Controller's approval, whichever
date is later,by and between the State of Colorado for the use and benefit of the Department of
Corrections, 2862 South Circle Drive, Suite 400, Colorado Springs, CO 80906-4122, hereinafter
respectively referred to as the DOC or the STATE, and the Board of Commissioners of Weld
County acting on behalf of the Weld County Community Corrections Board, P.O. Box 758,
Greeley, CO 80632,hereinafter referred to as the Contractor or the County.
RECITALS:
Authority exists in the Law and Funds have been budgeted, appropriated by the Colorado
General Assembly, and otherwise made available and a sufficient uncommitted balance hereof
remains available for encumbering and subsequent payment of this Contract under Encumbrance
Number 03CAA00154 in Fund Number 100,Appropriation Account C58 and Organization
8303: and these appropriations are intended to be used to fund the Board of Commissioners of
Weld County through Weld County Community Corrections Board community corrections
inmate intensive supervision services and programs; and
Required approval, clearance and coordination has been accomplished from and with
appropriate agencies: and
Contracts between the STATE and its political subdivisions are exempt from the
procurement process,pursuant to C.R.S. 24-101-105(1); and
Weld County has been deemed capable of providing the services herein described; and
The STATE is authorized by Articles 27 and 27.5, Title 17, C.R.S., as amended, to
administer and execute Contracts with units of local government, corrections boards, or non-
governmental agencies for the provision of community corrections inmate intensive supervision
services and programs as defined pursuant to Articles 27 and 27.5, Title 17, C.R.S., as amended.
NOW THEREFORE, the parties hereby agree:
1. THE STATE SHALL:
A. Payment for Services.
I) During the period of the Contract,upon receipt of proper billing from the
Contractor as provided in paragraph 2.C. herein, payment shall be made up to a
maximum total payment of:
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,200.2-//95
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$235.00 per month for nonresidential Intensive Supervision Program(ISP)
transition Baseline Services as specified in Exhibit A and incorporated herein by
reference.
$100.00 in addition to base or full service,per month,per inmate for non
residential ISP transition Remediation Services as specified in Exhibit A,
$125.00 in addition to base or full service, per month,per inmate for non
residential ISP transition Specialized Services, as specified in Exhibit A.
2) Payment pursuant to this Contract shall be made as earned, in whole or in part,
from available State funds encumbered in an amount not to exceed $42,000.
3) The Contractor shall not be paid for the first day of an offender's participation in a
program,but shall be compensated for the last day of an offender's participation.
The day an offender transfers from residential to nonresidential status,the
Contractor shall be paid the residential daily rate, but shall not be compensated for
non-residential expenses. The day an offender transfers from nonresidential to
Residential status, the Contractor shall be paid for nonresidential expenses, but
shall not be compensated for the residential daily rate.
4) The community corrections board,or the unit of local government that established
the board, may use up to two percent (2%)of the total ISP nonresidential
allocation for administrative purposes. The board or unit of local government will
administer Contracts with approved service providers and administer payments to
subcontractors for two percent (2%)of the funds.
Boards shall keep financial records documenting the receipt and expenditures for
all administrative funds. Such records shall be maintained for a period of five(5)
years following the Contract period.
5) Funds allocated in this Contract are for services rendered during the current
Contract period and cannot be used to pay for ISP services provided in prior or
future fiscal years.
B. Contract Modification: This Contract may be modified through either an option letter or
an amendment depending on the type of modification sought.
1. Option Letter: The State may unilaterally increase/decrease the maximum
amount payable under this Contract based upon the unit prices established in the Contract
and the schedule of services required, as set by the State. The State may exercise the
option by providing a fully executed option to the Contractor, in a form substantially
equivalent to Exhibit B, immediately upon signature of the State Controller or his
delegate. Performance of the service shall continue at the same rate and under the same
terms as established in the Contract.
2. Amendment: Any modification to the Contract that changes to specifications or
scope/statement of work which are within the general scope of the Contract, changes per
unit price or cost,term or time of performance, or changes to terms and conditions such
as warranty, indemnification,payment and contract type, liability limitations,
indemnifications, and other amendment rather than a Option Letter. An amendment,
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approved by the State Controller or his designee substantially in the form attached,
marked as Exhibit C and incorporated herein by this reference. If the Contractor agrees
to and accepts the change(s),the Contractor shall execute and return the amendment to
the State by the effective date indicated in the amendment. In the event the Contractor
does not accept the change, or fails to timely return the executed amendment, the State
may, upon notice to Contractor, terminate this Contract effective at any time after twenty
(20)days following the return deadline specified in the amendment. Such notice shall
specify the effective date of termination, In the event of termination, the parties shall not
be relieved of their obligations up to the effective date of termination.
C. Subcontracts. Contractor may subcontract for intensive supervision services with any
private agency or unit of local government for the purpose of rendering services to
inmates providing, however, that any subcontracts shall comply with the terms and
provisions of this Contract and all applicable sections of Articles 27 and 27.5, Title 17,
C.R.S., as amended. Copies of any subcontracts shall be provided to the State by October
1, 2003, or within thirty(30) days following the addition or replacement of a new
subcontractor. No payment shall be authorized unless the appropriate subcontract has
been executed and the services specified in the approved subcontract have actually been
provided. Any reference in this agreement to Contractor shall also apply to its
subcontractors providing services pursuant to Articles 27 and 27.5, Title 17, C.R.S., as
amended.
D. Payment for Travel. The State will reimburse the Contractor at the rate allowed by State
Fiscal Rules, when such travel is requested by the Department of Corrections (DOC) or
approved by the STATE for the purpose of transporting offenders. The Contractor agrees
that any and all travel to DOC correctional facilities shall be coordinated by DOC prior to
the Contractor being reimbursed. The Contractor shall provide the State with travel
reports setting forth the date of travel, mileage, destination, and offenders transported.
E. Noncompliance. The State will withhold funds when the State determines that the
programs or facilities of the Contractor are not in compliance with this Contract.
Overpayments made by the State, in the event of noncompliance, shall be recoverable by
the State from the Contractor through deductions from future payments through legal
proceedings.
F. Limitation of Payments and Liabilities. The State will assume no liability for any
deficiency that the Contractor may incur in the operation of its program nor for any debts
or expenditures incurred by the Contractor for ensuing fiscal years when funds for that
purpose have not been appropriated or budgeted.
G. Federal Funds: If this Contract involves the expenditure of federal funds, this Contract is
contingent upon continued availability of federal funds for payment pursuant to the terms
of this Contract. Contractor also agrees to fulfill the requirements of Office of
Management and Budget (OMB) Circulars A-87 and A-102 or A-110, whichever is
applicable. The Contract may also be subject to the Single Audit Act of 1984 and to
OMB Circular A-133, as applicable.
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2. THE CONTRACTOR SHALL:
A. Approval. Provide community corrections inmate intensive supervision services
through programs approved by the local community corrections board in their
jurisdiction and operate pursuant to Articles 27 and 27.5,Title 17, C.R.S., as
amended and the "Colorado Community Corrections Standards", attached, marked as
Exhibit E and incorporated herein by reference. Noncompliance with standards may
result in reduction of compensation rates as specified in paragraph 1.A., cessation of
offender placements in the program, implementation of a competitive bid process,
coordinated with the local community corrections board,to consider alternate
program providers, or cancellation of the Contract.
B. Description of Services. Provide such baseline,remediation, and specialized monthly
services as specified in Exhibit A for the provision of services to ISP transition
inmates.
C. Method of Billing. Bill the STATE for services provided on such forms and in such
manner as the State may require. Billings shall be submitted on the Monthly
Expenditure Summary available at the Division of Community Corrections; a sample
form is attached, marked as Exhibit D, and incorporated herein by reference. In
order for the billing to be accepted by the State, the signatures of the appropriate
Community Corrections Agent confirming the accuracy of the billing and the
Community Corrections Supervisor approving the billing for payment is required.
Summary billings shall be submitted to the State within thirty(30)days following
the end of each month, with all subcontractor billings attached. The Contractor shall
report the total costs of its program to the State within five(5) days after the end of
the State's fiscal year. The State may require the Contractor to provide an estimate
of final year-end expenditures anytime within sixty (60) days prior to the end of the
State's fiscal year.
D. Client Files. Maintain individual files as required by DOC for each offender
participating in the Contractor's program. While in the possession of the Contractor,
the individual files shall be maintained in a secure area, in a locked file cabinet or
safe. Such files and criminal history records shall be maintained and disseminated
pursuant to Section 24-72-202-204, C.R.S., and Section 24-72-301-308, C.R.S.; and
in compliance with Title 28 of the Code of Federal Regulations.
E. Reports. Provide timely, prompt, and accurate reports as are or may be required by
the State during the period of the Contract, which includes but is not limited to
statistical reports, and referral and caseload data and other records documenting the
types of services provided and the identity of the individual offenders receiving such
services.
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F. 1 Review and Inspection. Make both fiscal and program files available within three
(3)working days for review and inspection by the State to assure that the Contractor
is providing the services and financial records required by this Contract.
G. Absence Due to Arrest. Notify DOC immediately if they know an inmate has been
arrested, and/or is in the custody of federal, state, or local authorities. If the
Contractor has requested and received prior written permission from DOC, the State
shall compensate the Contractor at full rate for the day the offender is arrested, and at
50%of the regular per diem rate for up to seven (7) days for maintaining the
availability of a position during the offender's absence.
H. Additional Services. Obtain prior written approval from the State before providing
any additional billable services or evaluations not provided for by the terms and
conditions of this Contract. If services are provided by the Contractor which exceed
the maximum total payment as described in Paragraph 1.A.2, the State is not liable
for reimbursement. Should additional funding become available, the State may, at its
own discretion, choose to reimburse beyond the amount specified in Paragraph
1.A.1, and in accordance with Fiscal Rules.
Reimbursement by Client. Charge inmates in nonresidential placement an amount
that averages $2 per day(SB 012123,Foot note#225). Any charges to offenders in
excess of this limit must be approved in advance by the State and the local
community corrections board. The Contractor must provide a description of such
additional fees, including rates, services or products purchased, and program policies
and procedures related to collecting and record keeping to the State, the local
community corrections board, and the referring agency.
J. Inspections. Allow DOC and/or other State agency employees to inspect, with or
without notice, the facilities, records, and services provided by the Contractor to
determine compliance with this Contract.
K. Insurance. As a"public entity"within the meaning of the Colorado Governmental
Immunity Act, C.R.S. §§ 24-10-101, et seq., as amended (the "Act"), Contractor
shall at all times during the term of this Contract maintain such liability insurance, by
commercial or self-insurance, as is necessary to meet its liabilities under the Act.
Upon the request of the State, the Contractor shall show proof of such insurance.
L. Record Retention. Retain all books, records, and other documents of any party
pertaining to this Contract for five(5) years after final payment, and allow any
person duly authorized in writing by the State to have full access to and a right to
examine and copy any of the above materials during such period.
M. Confidentiality of Records. Comply with all laws regarding confidentiality of
offenders'records. Any request for information, including but not limited to
offenders'records, shall be referred by the Contractor to DOC.
N. Drug Tests. Perform periodic chemical tests as defined in the "Colorado Community
Corrections Standards" at times that cannot be predicted by the offender to determine
the use of drugs by inmates in the Contractor's nonresidential program.
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O. Fiscal Accounting of Clients. Maintain an accurate fiscal accounting of the earnings
of all offenders assigned to their program or facility including,but not limited to:
gross earning, net earning, federal, state and local taxes paid, amount of restitution
agreed to and paid, savings account, subsistence charged and collected, and any other
outstanding financial obligations.
P. Information Provided. Provide information upon request to the appropriate DOC
staff and the Division of Community Corrections agents regarding the activities and
adjustment of offenders assigned to their program. Collect, maintain and make
available to DOC staff and the Division of Community Corrections agent ongoing
data regarding employment, alcohol abuse, drug abuse,psychological problems and
treatment, vocational or educational needs and services, re arrest or other criminal
activity, and restitution.
Q. Fiscal Audit. Provide a complete independent fiscal audit for the Contract period
and deliver such audit to the State upon request. Such requirement may be waived,
all or in part, by the State.
3. MUTUAL PROVISIONS:
A. Effective Dates. The period of this Contract shall be from July 1, 2002 (or upon the
date of the State Controller's approval,whichever is later), through June 30, 2003.
The State shall have four(4) options to renew the Contract, for one (1) year each,
July 1 through June 30, of each succeeding year
B. Assignment. The rights and duties arising under this Contract shall not be assigned
or delegated without the prior written consent of the State.
C. Termination. This Contract may be terminated by either party by giving thirty(30)
days notice in writing, delivered by certified mail,return receipt requested to the
other party or delivered by personal services upon the party. If notice is so given,
this Contract shall terminate on the expiration of the thirty(30) days, and the liability
of the Contractor hereunder for the further performance its obligations under section
2 of this Contract shall thereupon cease.
D. Venue. Venue for any legal action arising from this Contract shall be in the City and
County of Denver.
E. Force Majeure. Neither the Contractor nor the State shall be liable to the other for
any delay in, or failure of performance of, any covenant or promise contained in this
Contract, nor shall
any delay or failure constitute default or give rise to any liability for damages if, and
only to the extent that, such delay or failure is caused by"force majeure". As used in
this Contract"force majeure"means acts of God; acts of the public enemy; acts of
any other governmental entity in its sovereign or contractual capacity; fires; floods;
epidemics; quarantine restrictions; strikes or other labor disputes; freight embargoes;
or unusually severe weather.
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F. Governmental Immunity. Notwithstanding any other provision of this Contract to the
contrary,no term or condition of this Contract shall be construed or interpreted as a waiver,
express or implied, of any of the immunities, rights,benefits,protection, or other provisions of
the Colorado Governmental Immunity Act, Section 24-10-101, it. Seq., CRS, as now or hereafter
amended. The liability of the State of Colorado, its departments, institutions, agencies,boards,
officials and employees is controlled and limited by the provisions of Section 24-10-101, et. seq.,
CRS, as now or hereafter amended and the risk management statutes, Section 24-30-1501, et.
seq., CRS, as now or hereafter amended.
G. Modification. This Contract consists of this document and the following exhibits. In
the event there are any inconsistencies, ambiguities or omissions between this
document and the following exhibits, this document shall govern over the provisions
of the listed exhibits.
1. Exhibit A - FY 2002-03 Intensive Supervision Program (ISP) Description of
Services and Costs.
2. Exhibit B—Option Letter
3. Exhibit C - Contract Amendment.
4. Exhibit D - Inmate Intensive Supervision Program (ISP) Services Monthly
Expenditures Summary.
5. Exhibit E - Colorado Community Corrections Standards (CCCS) consisting of
the following:
CCCS,Residential Services,Revised, Contract Edition, 1992.
CCCS,Non-Residential Services, July 1, 1991.
H. Integration: This Contract is intended as the complete integration of all
understanding between the parties. No prior or contemporaneous addition, deletion, or other
amendment hereto have any force or effect whatsoever, unless embodied herein in writing. No
subsequent novation,renewal, addition, deletion or other amendment hereto shall have any force
or effect unless embodied in a written document executed and approved pursuant to the State of
Colorado fiscal rules.
I. Breach. A breach of this Contract shall not be deemed to be a waiver of any
subsequent breach or default of the Contract.
J. Third-Party Beneficiary. The enforcement of the terms and conditions of this
Contract, and all rights of action relating to such enforcement, shall be strictly
reserved to the State and the Contractor, and nothing contained in this Contract shall
give or allow any claim or right of action whatsoever by any other or third person,
with the exception of community corrections boards authorized to administer local
programs; otherwise, it is the express intent of the parties to this Contract that any
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, person receiving services or benefits under this Contract shall be deemed an
incidental beneficiary only.
K. Notice. Any notice provided for in this Contract shall be in writing and served by
personal delivery or by registered or certified mail, return receipt requested and
postage prepaid at the address shown on the first paragraph of this Contract, until
such time as written notice of a change of address is given to the said parties.
L. Software Piracy Prohibition: No State or other public funds payable under this
contract shall be used for the acquisition, operation or maintenance of computer
software in violation of United States copyright laws or applicable licensing restrictions.
The Contractor hereby certifies that, for the term of this Contract and any extensions,the
Contractor has in place appropriate systems and controls to prevent such improper use of
public funds. If the State determines that the Contractor is in violation of this paragraph,
the State may exercise any remedy available at law or equity or under this Contract,
including, without limitation, immediate termination of the Contract and any remedy
consistent with United States copyright laws or applicable licensing restrictions.
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SPECIAL PROVISIONS
(For Use Only with Inter-Governmental Contracts)
1. CONTROLLER'S APPROVAL. CRS 24-30-202 (1)
This contract shall not be deemed valid until it has been approved by the Controller of the State
of Colorado or such assistant as he may designate.
2. FUND AVAILABILITY. CRS 24-30-202 (5.5)
Financial obligations of the State of Colorado payable after the current fiscal year are contingent
upon funds for that purpose being appropriated,budgeted, and otherwise made available.
3. INDEMNIFICATION.
Indemnity: The contractor shall indemnify, save, and hold harmless the State against any and all
claims, damages, liability and court awards including costs, expenses, and attorney fees incurred
as a result of any act or omission by the Contractor, or its employees, agents, subcontractors, or
assignees pursuant to the terms of this contract. No term or condition of this contract shall be
construed or interpreted as a waiver, express or implied, of any of the immunities, rights,
benefits,protection, or other provisions for the parties, of the Colorado Governmental Immunity
Act, CRS 24-10-101 et seq. or the Federal Tort Claims Act, 28 U.S.C. 2671 et seq. as applicable,
as now or hereafter amended.
4. INDEPENDENT CONTRACTOR 4 CCR 801-2
THE CONTRACTOR SHALL PERFORM ITS DUTIES HEREUNDER AS AN
INDEPENDENT CONTRACTOR AND NOT AS AN EMPLOYEE. NEITHER THE
CONTRACTOR NOR ANY AGENT OR EMPLOYEE OF THE CONTRACTOR SHALL BE
OR SHALL BE DEEMED TO BE AN AGENT OR EMPLOYEE OF THE STATE.
CONTRACTOR SHALL PAY WHEN DUE ALL REQUIRED EMPLOYMENT TAXES AND
INCOME TAX AND LOCAL HEAD TAX ON ANY MONIES PAID BY THE STATE
PURSUANT TO THIS CONTRACT. CONTRACTOR ACKNOWLEDGES THAT THE
CONTRACTOR AND ITS EMPLOYEES ARE NOT ENTITLED TO UNEMPLOYMENT
INSURANCE BENEFITS UNLESS THE CONTRACTOR OR THIRD PARTY PROVIDES
SUCH COVERAGE AND THAT THE STATE DOES NOT PAY FOR OR OTHERWISE
PROVIDE SUCH COVERAGE. CONTRACTOR SHALL HAVE NO AUTHORIZATION,
EXPRESS OR IMPLIED, TO BIND THE STATE TO ANY AGREEMENTS, LIABILITY, OR
UNDERSTANDING EXCEPT AS EXPRESSLY SET FORTH HEREIN. CONTRACTOR
SHALL PROVIDE AND KEEP IN FORCE WORKERS' COMPENSATION(AND PROVIDE
PROOF OF SUCH INSURANCE WHEN REQUESTED BY THE STATE) AND
UNEMPLOYMENT COMPENSATION INSURANCE IN THE AMOUNTS REQUIRED BY
LAW, AND SHALL BE SOLELY RESPONSIBLE FOR THE ACTS OF THE
CONTRACTOR, ITS EMPLOYEES AND AGENTS.
5. NON-DISCRIMINATION.
The contractor agrees to comply with the letter and the spirit of all applicable state and federal
laws respecting discrimination and unfair employment practices.
6. CHOICE OF LAW.
The laws of the State of Colorado and rules and regulations issued pursuant thereto shall be
applied in the interpretation, execution, and enforcement of this contract. Any provision of this
contract,whether or not incorporated herein by reference, which provides for arbitration by any
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extra judicial body or person or which is otherwise in conflict with said laws,rules, and
regulations shall be considered null and void. Nothing contained in any provision incorporated
herein by reference which purports to negate this or any other special provision in whole or in
part shall be valid or enforceable or
available in any action at law whether by way of complaint, defense, or otherwise. Any provision
rendered null and void by the operation of this provision will not invalidate the remainder of this
contract to the extent that the contract is capable of execution.
At all times during the performance of this contract,the Contractor shall strictly adhere to all
applicable federal and state laws, rules, and regulations that have been or may hereafter be
established.
7. EMPLOYEE FINANCIAL INTEREST. CRS 24-18-201 & CRS 24-50-507
The signatories aver that to their knowledge, no employee of the State of Colorado has any
personal or beneficial interest whatsoever in the service or property described herein.
SPECIAL PROVISIONS
THE PARTIES HERETO HAVE EXECUTED THIS CONTRACT
CONTRACTOR: STATE OF COLORADO:
BOARD OF COUNTY COMMISSIONERS Bill Owens, GOVERNOR
B WELD COUNTY, COLORADO
Y
Legal Name of Contracting Entity CC_,
leiExecutive Director
Department of Corrections
84-6000-813
FEIN
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Signature of Authorized Ken Salazar
ATTORNEY GENERAL
Glenn Vaad, Chair By ^ -y)
(05/08/2009) —vj�l��� (�
Print Name&Title of Authorized Officer
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Attest(Seal) By , Le /I "
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ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS 24-30-202 requires that the State Controller approve all state contracts. This contract is not
valid until the State Controller, or such assistant as he may delegate, has signed it. The
contractor is not authorized to begin performance until the contract is signed and dated below. If
performance begins prior to the date below, the State of Colorado may not be obligated to pay for
the goods and/or services provided.
STATE CONTROLLER:
Arthur Bamhart
VCIhr•-r2._ V.IQC>h--)
Date 1/s IO 1_-
11
•
Exhibit A
FY 2002-03 Intensive Supervision Program (ISP) Description of Services and
Costs
BASELINE SERVICES: Reimbursable up to $235.00 monthly per offender for:
Case Management Services
Monitoring/implementing of the case plan, as prepared and approved by the Department of
Corrections(DOC), Division of Community Corrections staff for supervision and treatment. The
Community Corrections Agent conducts the assessment and provides the plan, defining the role
of the contract case manager.
Daily Call-Ins
Receive offender daily call-in between 6:00 A.M. and 9:00 A.M., providing daily itinerary. The
offender can leave a recorded message,but the time of the call needs to be verified, and the
information provided needs to be accessible to DOC and Division of Community Corrections
staff. Call ID is preferable,but not required.
Random,Weekly Urinanalysis (UA)
Four(4) supervised UA's per month. One of the four must be a poly-drug test; the other three
tests must be for drugs of choice.
Face-to-Face Individual Sessions
One (1) documented session per week to verify employment, residence and verify case plan
activities. These sessions may be deferred by the Division of Community Corrections Agent.
Employment Verification
Verification of offender's employment by phone or pay stub once a month. The Division of
Community Corrections Agent will do a personal verification.
Treatment Verification
Verification by telephone or attendance verification slip once per month for each type of
treatment the offender is required to receive.
Telephone Contacts
Routine phone contacts as needed, as part of case management. This includes responses to DOC
and Division of Community Corrections inquiries and offender inquiries.
Restitution Collection
Collection and submittal of restitution payments, if applicable.
Monthly Summary Report
Reports to be prepared and mailed/faxed to the Division of Community Corrections.
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Exhibit A
FY 2002-03 Intensive Supervision Program (ISP) Description of Services and
Costs
Incident Reports
Reports to be provided to the Division of Community Corrections, as required, on any incident
that involves violation of rules or treatment plan. The report must include offender's name,DOC
number, date,time, location, description of incident, behavior and other pertinent information.
The Division of Community Corrections will be auditing the billing for ISP services. If you have
any questions,please call Bobbie Monchak at the Division of Community Corrections
303-763-2433.
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Exhibit A
FY 2002-03 Intensive Supervision Program (ISP) Description of Services and
Costs
REMEDIATION SERVICES: Reimbursable up to $100.00 monthly per offender for:
Baseline or Full services described above plus at lease one of the following:
Complete or updated LSI
Extra Urine Analysis Testing
Relapse Prevention
Drug and Alcohol Therapy
Remediation services are to be used for inmates who require additional needs beyond the base or
full service. These services are to be used for inmates who have a serious substance abuse
problem. Remediation services are to have a start and end date.
SPECIALIZED SERVICES: Reimbursable up to $125.00 monthly per offender for:
Baseline or Full services described above plus at lease one of the following:
Cognitive
Life Skills
Complete or updated LSI
Job Development/Maintenance
Tracking
These services are to be used for inmates who require additional services beyond the base and
full services. These services are to have start and end dates as well.
•
Exhibit B
OPTION LETTER
Date: State Fiscal Year: Option Letter No.
SUBJECT: [Option to Renew]
[ Amount of goods/Level of service change]
In accordance with Paragraph(s) of contract routing number , [ your
Agency code here ], between the State of Colorado Department of or Higher Ed Institution [ your
agency name here ], [ division], and
[ Add Contractor's name here ]
covering the period of[ July 1, 20 through June 30, 20 , ] the state herby exercises the option
for[an additional one year's performance period at the (cost) (price) specified in Paragraph .]
and/or [increase/decrease the amount of goods/services at the same rate(s) as specified in
Paragraph/Schedule/Exhibit .1
The amount of funds available and encumbered in this contract is [ increased/decreased ] by
[ $ amount of change] to a new total funds available of [ $ ] to satisfy
services/goods ordered under the contract for the current fiscal year[FY 0 ]. The first sentence in
Paragraph is hereby modified accordingly. The total contract value to include all previous
amendments, option letters, etc. is [ $ ].
By: Date:
For: Division of Community Corrections
APPROVALS:
State of Colorado:
Bill Owens, Governor
By: Date:
Executive Director
Colorado Department of Corrections
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS 24-30-202 requires that the State Controller approve all state contracts. This contract is not valid until the
State Controller, or such assistant as he may delegate, has signed it. The contractor is not authorized to begin
performance until the contract is signed and dated below. If performance begins prior to the date below, the
State of Colorado may not be obligated to pay for goods and/or services provided.
State Controller
Arthur L. Barnhart
By:
Date:
Agency or Department Name
Department or Agency Number
Contract Routing Number
Exhibit C
CONTRACT AMENDMENT #
THIS AMENDMENT,made this day of 200_by and between the State of
Colorado for the use and benefit of the Department of Corrections hereinafter referred
to as the State,and hereinafter referred to as the contractor,
FACTUAL RECITALS
Authority exists in the Law and Funds have been budgeted,appropriated,and otherwise made available and
a sufficient unencumbered balance thereof remains available for payment in Fund Number ,Appropriation
Code Contract Encumbrance Number ;and
Required approval,clearance,and coordination has been accomplished from and with appropriate agencies;
and
The parties entered into a contract dated ,for ,more fully described below.
[Brief statement of facts/reasons for the amendment.]
[Brief statement of intention in amending the contract.]
NOW THEREFORE,it is hereby agreed that
1. Consideration for this amendment to the original contract,CE number_,Contract Routing
Number ,dated consists of the payments which shall be made pursuant to this amendment and the
promises and agreements herein set forth.
2. It is expressly agreed by the parties that this amendment is supplemental to the original Contract
Routing Number ,dated [as amended ,Contract Routing Number collectively]
referred to as the"original contract,"which is,by this reference,incorporated,and made a part hereof,and attached
as exhibit A,and all terms,conditions,and provisions thereof,unless specifically modified herein,are to apply to
this amendment as though they were expressly rewritten,incorporated,and included herein.
3. It is agreed the original contract is and shall be modified,altered,and changed in the following respects
only:
a.
b.
c.
4. The effective date of this amendment is ,200_.
Page 1 of 2
S. Except for the "Special Provisions," in the event of any conflict, inconsistency, variance, or
contradiction between the provisions of this amendment and any of the provisions of the original contract,the provisions
of this amendment shall in all respects supersede, govern, and control. The "Special Provisions" shall always be
controlling over other provisions in the contract or amendments. The representations in the Special Provisions
concerning the absence of bribery or corrupt influences and personal interest of State employees are presently reaffirmed.
6. FINANCIAL OBLIGATIONS OF THE STATE PAYABLE AFTER THE CURRENT FISCAL YEAR
ARE CONTINGENT UPON FUNDS FOR THAT PURPOSE BEING APPROPRIATED, BUDGETED, AND
OTHERWISE MADE AVAILABLE.
7. THIS AMENDMENT SHALL NOT BE DEEMED VALID UNTIL IT SHALL HAVE BEEN
APPROVED BY THE CONTROLLER OF THE STATE OF COLORADO OR SUCH ASSISTANT AS HE MAY
DESIGNATE.
IN WITNESS WHEREOF,the parties hereto have executed this amendment on the day first above written.
Contractor: State of Colorado
Bill Owens,GOVERNOR
(Full Legal Name)
By:
(Signature of Individual)
(Name of Individual)
DEPARTMENT OF CORRECTIONS
Position(Title)
Social Security Number
or Federal Employer Identification Number
Attestation
By:
Corporate Secretary,
or Equivalent,
Town/City/County Clerk
(Seal)
APPROVALS
ATTORNEY GENERAL CONTROLLER
By: By:
Page 2 of 2
EXHIBIT D
CONTRACT NUMBER
DIVISION OF COMMUNITY CORRECTIONS
INMATE INTENSIVE SUPERVISION PROGRAM(ISP) SERVICES
Monthly Expenditures Summary
Contractor
Month
Year
Contract/P.O. Amount: ($ ) Program Expense:
Billed to Date: Paid to Date: Provider: Amount:
July
Aug
Sept
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
June
YTD Balance Total Program Expense
Plus 2%Admin.
TOTAL TO BE PAID
This monthly expenditure summary form shall be submitted within thiry days(30)following the end of the month
with all subcontractor billings attached.
EXHIBIT E
COLORADO
COMMUNITY
CORRECTIONS
STANDARDS.
NON-RESIDENTIAL 1
. O ' CO'---t.
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JULY 1 . 1991
d William Woodward, Director
Division of Criminal Justice
Suite 3000
700 Kipling Street
C .ORADO Denver,Colorado 80215
DEPARTMENT OF (303)239-4442
PUSUJC SAFETY
July 1, 1991
ras: fl.ivision: of criminal Justice is issuing the following
- •st:andacds for,Non-Residential services for Community
Fotrectionsi.ty hm Community Corrections Advisory Council
- thet uerhalat4 akiews such policies and advises the Division
is 'iri the process of being reappointed by Governor Romer.
The.Council Brill not take action on endorsing the Standards
until August, 1991. Following the Council's action, this
Introduction will be replaced with a letter from the
Executive Director of the Department of Public Safety. As
with Standards for Residential services, local Community
Corrections Boards have the statutory authority to also set
standards for programs within their jurisdictions and may
set standards that exceed these State Standards.
•
The State will-:consider waivers to individual standards only
if local p ograms have first presented their waiver request
tb their'local board. If the request, which fully explains
and justifies the exception, is approved by the local board
it may then-'be submitted to the Division of Criminal Justice
for consideration.
Roy Romer
GOVERNOR
Local Community Corrections programs should implement these
David J.Thomas
eCUTVE DIRECTOR Standards during the first quarter of the Fiscal Year (July
Colorado State through September, 1991) . Program Directors should advise
Patrol their local Board and the Division of Criminal Justice by
Colorado Bureau July 20 of the date of implementation and conversion to
of Investigation billings under these Standards.
Colorado Law
EnforcT These Standards are intended to provide more consistency to •
DI • supervision' and services of Non-Residential programs. The
Criminal Justice record keeping and billing process should be streamlined to
Nmisfon of Disaster focus. more more of the resources on services and less on
'"efySeivices bureaucratic paperwork. Program staff should refer to DCJ's
Division or memo "INSTRUCTIONS FOR NON-RESIDENTIAL PROGRAMS" for
Fire Safety information on billings and payments for services.
04 cow
p tlyLinke
) Program Administrator
x/876 s
COLORADO
COMMUNITY- CORRECTIONS
NON-RESIDENTIAL PROGRAM STANDARDS
"- A. Administration and Organization
•
As1: Agency Structure
A.z.1. . Public or private agencies may be designate ' to
mrovide non-residential community corrections servi :es.
Agencies will maintain a file at the main business
office that includes:
a.• Public Agencies
. . . 1) The executive or legislative order of the unit
of local government designating the agency as a
community corrections program.
2) An organizational chart indicating the
agency's position within local government and a
listing of the administrative officer(s)
authorized to act as the legal agent(s) of the
agency.
b. . Private Agencies
1) Certificate and articles of incorporation.
2) List of the Board of Directors.
3) Corporation By-Laws and names of officers
authorized to sign contracts or authorize
. . expenditures.
A.1.2. A current internal organization chart will be
• maintained and made available at the business office
that demonstrates the lines of authority and agency
structure, listing each position within the
organization that is involved in the community
corrections program.
A.1.3. Agency administrator(s) meet at least annually
with the governing body of the agency (e.g. , board of
directors for private agencies or county commission for
-public agencies) to review policies and maintain
communication lines. Records of such meetings are
maintained at the business office.
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1.2. Policy and Procedure
1.2.1. The agency will maintain a policy and procedure
manual, accessible to all staff, which is reviewed and
updated at least annually by the agency
administrator(s) and/or governing body.
1.2.2. A system is outlined in the manual to insure
that changes in agency policy or procedure are
reviewed, prior to .their implementation, with any state
agency or community board affected by the changes.
1.2.3. The manual shall address all requirements,
programs, or services delineated by these standards.
1.2.4. The manual outlines a system of regular .
internal monitoring and:-auditing -ar the. operations and
programming of the agency, including monthly meetings
between administrators and supervisors with those
directly under their span of control.
1.3. Personnel
1.3.1. The agency shall maintain written personnel
policies available to all staff and accessible to
employees at their work site. The policies shall
address hiring practices, promotions, grievance
procedures, staff development, performance appraisals,
benefits, disciplinary procedures and terminations.
A.3.2. The agency will implement and maintain policy
and procedures for screening and hiring staff, as well
as,awarding. internal -promotions, that assure equal
employment opportunities and prohibits any
discrimination based on sex or race.
1.3.3. Written job descriptions will be maintained for
agency positions. Descriptions will include titles;
qualifications, salary ranges, responsibilities and
duties.
1.3.4. Before staff applicants are hired, a background
investigation will be conducted to verify compliance
with job qualifications. A criminal record check will
also be conducted and no applicant with any felony or
misdemeanor conviction will be employed prior to
notification to the local Community Corrections Board
and the Division of Criminal Justice. No applicant
shall be hired who' is under current supervision or
jurisdiction for parole, probation or other conditional
release for a felony or misdemeanor offense.
2
A.3.5. A personnel file will be maintained for each
employee that contains records• of the background
investigation, dates of employment, training records,
performance objectives and appraisals (conducted at
least annually) , disciplinary actions, commendations,
and related information. Personnel files will be
accessible to the employee, Department of Corrections,
local Probation Department, Division of Criminal
Justice, and local Community Corrections Boards
. approving placements in the program.
A.3.6. All progr=m staff :(excluding clerical, support
staff, etd. ) will receive at least 20 hours of formal
training or supervised. "on-the-job" training, including
a documented. review. of the agency policies and
procedures, before receiving an independent work
assianment. Exceptions can be made for transfers or
new employees with prior experience at similar
positions. Provision of this orientation will be
documented in training or personnel files.
A.3.7. Following. orientation, all program staff will
receive at least 40 hours of job-related training
annually.
•
A.3.8. The agency administrator shall have a •
baccalaureate degree in social or behavioral sciences,
criminal justice, business or public administration, or
related fields; or four years of prior supervisory
experience.
A.3.9. A conflict of interest policy will be
established for all personnel or agents of the agency
having contact with offenders. The policy will insure
that no person associated or employed with the agency
uses their position to secure privileges or advantages,
or engages in any activities that conflict with the
interests of community corrections boards, criminal -
justice agencies, or units of federal, state and local
government. At a minimum, this policy shall
incorporate the following points:
A. Agency staff shall not display favoritism or
preferential treatment for one offender, or group
of offenders, over another.
b. Agency employees or agents may interact with
offenders only in professional relationships that
support the approved goals of the agency and
community corrections. Specifically, staff and
agents must never accept for themselves or any
family members any personal (tangible or
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intangible) gifts, favors or services from an
offender or relative or associate of an offender,
no matter how trivial the offer may appear. All
staff are required to report to the agency
director any violation or attempted violation of
these restrictions. In addition, no staff shall
give any gifts, favors or services to offenders or
to relatives or associates of offenders.
c. No agency employee or agent shall enter into
any business relationship with offenders or
relatives or associates :of offenders in the
program. Thiel restriction includes hiring
offenders, selling,. buying or trading properties
or .items .with offenders or relatives or associates
of offenders in the program. . .
d. No agency staff or agents shall have any
contact with offenders or relatives or associates
of offenders outside those activities that are an
approved, integral part of the agency program and
defined in the employee's job description and
agency policy and procedures. This excludes
incidental contacts.
e. Agency employees and agents may not engage in
any conduct which is criminal in nature or which
would bring discredit upon the agency. The agency
shall insure that the conduct of all employees is
above reproach, avoiding misconduct and the
appearance of misconduct.
A.3.10. If any employee or agent of the agency is
arrested or charged with a felony or misdemeanor
offense, violates the above conflict of interest
standards, or engages in unethical relationships with
offenders, an agency representative will immediately
notify by telephone the local Community Corrections
board and the Division of Criminal Justice. A written
report containing details of the incident will also be
submitted within 72 hours of the phone call. If the
incident involves offender(s) , the referring criminal
justice agency will be notified in a similar manner.
A.4. Fiscal Management
A.4.1. The agency is responsible for the preparation
of an annual budget that is reviewed and approved by
the agency's governing body. The budget will be
prepared at the beginning of their fiscal year. Agency
policy and procedure will define methods for managing
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agency funds and resources, and preparation of
financial reports to the governing body.
1.4.2. Written policies and procedures- will specify
the agency's methods for receiving, maintaining, and
dispersing all funds. Recognized accounting procedures
will be employed to provide audit trails of all
transactions.
1.4.3. Written policy and procedure will identify
staff responsible for, and methods to manage, all
•
separate accounts such as general operating funds,
salaries and wages, petty cash and offender accounts.
1.4.4. Proof of insurance coverage and fidelity bonds
as required by community corrections contracts will be .
maintained at the agency business office.
1.4.5. An independent audit review of the agency
fiscal management systems shall be conducted annually.
1.4.6. Individual records or files will be maintained
for all offenders that record financial transactions
with offenders. Offenders shall receive receipts for
all authorized payments for fees, services,
restitution, fines or similar transactions. Offenders
shall also receive, at least quarterly, statements that
summarize the status of their accounts and be issued a
final financial statement within 30 days of termination
from the program. (NOTE: Depending on local
practices, some payments for fines or restitution may
be made directly to the court and monitored by the
agency. Financial statements are required only for
those transactions directly between the offender and
the agency.)
B. Case Management, Programs and Services
B.1. Acceptance Criteria and Case Movement
B.1.1. Each program will establish written criteria or
guidelines governing the acceptance or rejection of
offenders into non-residential supervision. Current
copies of those guidelines will be provided to the
local Community Corrections Board, Chief Probation
Officer of judicial districts referring offenders to
the program, Department of Corrections, and the Chair
of the State Parole Board.
B.1.2. Each program will develop written policy and •
procedures governing the transfer of offenders between
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•
residential and non-residential supervision. The
procedures that result in transfers from non-
residential to residential levels will provide due
process for the offenders affected by the transfers.
Copies of current policies and procedures will be
provided to any criminal justice agency placing
offenders in the program.
B.1.3. Each program will establish written policy and
procedures governing the movement of offenders through
various levels of non-residential supervision. Issues
such as time frames and completion of program
expectations will be addressed in these guidelines.
B.1.4. Programs will provide a written response to the
agency referring offenders to the program within two
weeks of the receipt of such referral. The response
will indicate acceptance, rejection or need for
additional information.
B.1.5. Screening criteria shall prohibit
discrimination on the basis of race, creed, sexual
preference and national origin.
B.1.6. Programs will receive an offender only if:
a: The local Community Corrections Board has
approved the placement or the offender meets
eligibility requirements, and
b. A court order or mittimus has been issued
specifying the offender's sentence to community
corrections, directly or as a condition of
probation, or
c. A transfer order has been issued from the
Department of Corrections, or
d. The Parole Board has specified placement as a
condition of parole.
•
B.2. Intake
B.2.1. As soon as possible, but within one week of
placement in a non-residential program, each offender
will receive written program rules and regulations and
information regarding the disciplinary actions that may
be taken for violations of the rules. The offender
will sign a written agreement to acknowledge
understanding of these conditions. A copy of the
agreement, signed and dated by the offender and
witnessed by program staff, will be maintained in the
offender's file.
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8.2.2. Each offender will be interviewed within 14 .
days of placement in a non-residential program to
identify individual problems, determine specific
program objectives, and to establish a supervision
plan. An objective, uniform format shall be used to
complete the assessments that lead to formation of an
individualized plan. The plan will identify the role
of both the offender and the program staff in
accomplishing the objectives of the plan. The
offender's review of the plan will be documented by the
date and signature of the offender and a witnessing
staff member.
8.2.3. Written policy and procedures shall govern the
confidentiality of individual case records. Issues
such as offender. access to records, staff access, and
release of information to third parties will be
addressed. Maintenance of offender records will comply
with Colorado statutes (C..R.S. 24-72-301) .
B.2.4. A "Release of Information Consent Form" will be
signed by an offender before the release of specific
information concerning that offender is released to
third parties, other than authorized representatives of
criminal justice or oversight agencies. Copies of
consent forms will be maintained in offender files.
8.3. Case Management
B.3.1. The individualized plan (see B.2.2.) completed
at intake will address and prioritize the following:
a. Minimum supervision and contact levels,
b. Frequency and type of substance abuse testing,
c. Employment or vocational assistance,
d. Educational assistance,
e. Mental health services,
f. "Life skills" training,
g. Substance abuse treatment,
h. Financial management,
i. Special conditions 'determined by the referral
agency or local board.
•
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B.3.2. Case management of offenders will reflect equal
access to the services offered by the program.
B.3.3. On the basis of the offender's risk of
reoffending, need for services and adjustment to
supervision, each offender will be assigned to one of
the following levels of supervision:
1. Intensive
2. Regular
3. Minimum
4. Administrative
Monthly service standards for the levels shall be:
Service / Level 1 2 3 4
Personal Contacts 6 4 2 1
Phone Contacts 2 2 1 *
Employment Verifications 2 1 1 1
Home Visits 1 1 * *
Drug Testing 2 1 1
Alcohol Use Testing 2 1 1 *
Restitution Monitoring 1 1 1
(NOTE: Any service frequency listed as "*" above shall be
conducted at least once each quarter.)
8.4. Programs and Services
B.4.1. Testing for drug use will be conducted at
frequencies listed in B.3.3. Each test will consist of
a urine sample tested for at least two controlled
substances (cocaine metabolite, THC, amphetamines,
opiates, and barbiturates) . Individual assessment of
substance abuse history, results of prior testing, and
similar risk factors shall guide frequency and types of
tests administered. Testing may be waived at the
request or approval of the probation or parole officer
of the referring -agency.
B.4.2. Written policy and procedure shall govern the
collection, storage, and processing of all drug and
alcohol use testing.
B.4.3. Each offender shall have access to employment
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services that include screening for aptitude and job
skills, referral to local job service centers or
employment placement, and training for job application
and interview procedures.
B.4.4. Each offender's educational status will be
reviewed to determine if attendance in Adult Basic
Education (ABE) or General Equivalency Degree programs
is appropriate. Information regarding ABE services
will be made available to all illiterate offenders,
with information on costs, locations, and enrollment
procedures.
B.4.5. A current listing of mental health services or
centers within the community will be maintained as
resource agencies for any offender required to
participate in such programs by the referring agency or
local board.
B.4.6. Each program will maintain the in-house
capability, or identify outside resources, to assist
offenders with problems such as finding housing,
domestic relationships, parenting, anger management, or
other life skills identified during assessment of non-
residential supervision.
B.4.7. - Each offender's substance abuse history will be
reviewed to determine treatment needs. Substance abuse
counseling shall be provided only by individuals
certified at counseling levels II or III (or persons in
the formal process of that certification) by the
Colorado Alcohol and Drug Abuse Division. Recognized
support groups such as Alcoholics Anonymous shall also
be made available for offenders.
•
B.4.8. A financial management plan will be developed
for each offender that prioritizes the offender's
financial obligations and establishes a budget for
addressing those obligations.
B.4.9. For each special condition required by the
referring agency or community corrections board,
specific timelines and incremental measures shall be
established to document compliance with the
requirement.
B.S. Case Records and Reporting
B.5.1. A summary of the individualized assessment and
supervision plan will be forwarded within 30 days of
placement in non-residential supervision to the
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probation or parole officer of the referring agency,
unless otherwise directed by that agency.
B.5.2. Program staff or administrators will review the
plan and progress notes on a monthly basis of offenders
in Intensive or Regular levels of supervision, or
quarterly of offenders in Minimum or Administrative
levels. That review will note progress, problems, or
needs for revisions to the supervision plan.
8.5.3. Any modifications to the supervision plan or
expectations of the offender will be personally
reviewed with the offender and a written record of the
modifications will be made in the case file, signed and
- - dated by the offender and a staff member.
B.5.4. Progress reports will be made at least every
six months for offenders placed in non-residential
supervision, unless otherwise agreed or requested by
the referring agency.
B.S.S. Upon any negative termination of an offender •
from non-residential supervision, a report will be
submitted within five working days to .the probation or
parole officer. of the referring agency. The referring
agency may request the negative termination report •
sooner 'if individual circumstance dictate. The report
shall summarize the progress made, or problems
encountered, in implementing the supervision plan,
explain the factors leading to termination, and report
on the offender's status and location.
B.5.6. Upon successful termination or transfer of an
offender out of the program, a report shall be
submitted within ten days of the termination to the
probation or parole officer of the referring agency.
The report shall summarize the progress made, or
problems encountered, in implementing the supervision
plan.
B.5.7. Agency policy and procedure shall define the
types of incidents (arrest, health problems, weapons
possession, media attention, etc.) that require
notification to the referral or contracting agencies
B.5.8. Individual case records and files will be
maintained in secure storage, disclosed only in
compliance with relevant privacy and security laws.
Written policy and procedure shall govern
confidentiality of records, client and staff access,
and release of information.
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B.5.9. Each case file shall include, at a minimum, the
following information that is uniformly filed and kept
current:
a. Commitment documents from the referring
agency,
b. Proof of eligibility or acceptance by the
local community corrections board,
c. Individual case assessment and supervision
plans,
d. Release of information and other consent
forms,
e. Chronological entries noting case management
developments,
f. Information relating to employment of the
offender, earnings, fees, and other payments
related to the case,
g. Copies of disciplinary actions and grievances,
h. Copies of general correspondence, progress
reports, and other documents related to the
case, and
i. Incident reports and termination reports and
notices.
B.5.10. Case files, logs, and other records related to
non-residential supervision of an offender shall be
kept in secure storage for at least five years after
discharge from the program. Disposal of records shall
be completed in a manner that insures complete
destruction and maintains confidentiality of the
information.
B.6. Miscellaneous
B.6.1. Subject to necessary approval of the referring
agencies, policy and procedures shall define and
specify those conditions that constitute absconding
from the program and the follow-up measures for
reporting absconding to authorities.
B.6.2. Grievances or complaints from offenders will be
processed without delay or modification through a
process defined in agency policy and procedure.
Records of all complaints or grievances, and the
• outcome, will be kept in case files.
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. B.6.3. Agency policy and procedures will define when
offenders in non-residential supervision will be
permitted to drive and use privately owned vehicles.
The policy and procedure shall include verification of
a valid driver's license and proof of current
insurance. Any offender rated "high risk" by an
insurer shall be allowed to drive only if approved by
the referring agency.
•
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EXHIBIT EP
•
COLORADO
COMMUNITY CORRECTIONS
STANDARDS
Residential Services
REVISED
Contract Edition
1992
•
Colorado Division of Criminal Justice
700 Kipling, Suite 1000
Denver, Colorado 80215
F
TABLE OF CONTENTS
INTRODUCTION iii
1.000 ADMINISTRATION 1
1 .010 Legal Entity 2
1 .020 Mission Statement 2
1.030 Organizational Chart 2
1.040 Fiscal Operations 2
1 .050 Insurance 3
1.060 Annual Report 3
2.000 PERSONNEL 4
2.010 Personnel Policies 5
2.020 Job Descriptions 5
2.030 Equal Employment 5
2.040 Background Check 5
2.050 Personnel File 5
2.060 Ethical Relationships 6
2.070 Notification of Criminal Conduct 6
2.080 Staff Training 6
2.090 Case Manager Education 7
3.000 MANAGEMENT CONTROLS 8
3.010 Policy & Procedure Manual 9
3.020 Acceptance Criteria 9
3.030 Family/Community Activities 10
3.040 Disciplinary Hearings 10
3.050 Grievance/Appeals Procedure 11
3.060 D.O.C. On/Off Grounds Count 11
3.070 Referral Agency Reports 11
3.080 Monthly Progress Review 11
3.090 Time Credits 12
3.100 Incident Notification 12
3.110 Systematic File Review 12
3.120 Documentation 13
^.000 SECURITY 14
4.010 Rules & Regulations 15
4.020 Intake Interview 15
4.030 Property Inventory 15
4.040 Urinalysis 16
4.050 Off-Site Monitoring 18
•
4.060 Use of Force 20
4.070 Headcounts 20
4.080 Sign-Out Log 20
4.090 Contraband 21
4.100 Emergency Staff 21
4.110 Staffing 21
4.120 Offender Transportation 22
4.13 ) Escape 22
5.000 FACT 'TIES, 23
5.010 Building/Zoning Requirements 24
5.020 Mattresses 24
5:1)30 Square Footage 25
5.0z n Counseling Space 25
5.050 Fixture Ratios 25
5.060 Housekeeping/Maintenance 25
5.070 Offender Chores 26
6.000 CASE MANAGEMENT
27
6:010 Case Assignment 28
6.020 Case Records 28
6.030 Assessment 29
6.040 Prioritization of Needs 30
6.050 Supervision Plan 30
6.060 One On One Sessions 31
6.070 Chronological Notes 31
6.080 Budget Formulation 32
6.090 Contracts 32
6.100 Driving Authorization 32
6.110 Termination Summary 33
7.000 OFFENDER SERVICES 34
7.010 Food Service 35
7.020 Medical • 35 J
7.030 Monthly Financial Statements 36
7.040 Referrals for Treatment 36
7.050 Visitation
37
INTRODUCTION
In the 1960's and 1970's, social service agencies and individuals seeing a need for
residential services for offenders, especially those leaving prisons and jails, began
opening halfway houses. Most of those early programs were not supported with
government funds. As criminal justice and corrections officials observed the
benefits of such programs, public support increased. Colorado was among several
states that incorporated such programs and facilities into Community Corrections
Acts. Less than a half dozen community residential facilities existed in Colorado in
the mid 1970's. That network has increased to over 24 facilities with nearly 1500
beds in 1992.
As a new concept with a strong emphasis on local control, each community was
initially encouraged to develop facilities and programs that were responsive to local
needs. Direction or involvement in local programs by state officials was kept at a
minimum. Programs emerged that differed in philosophy, services, and (in the
opinion of most observers) quality. Statewide Community Corrections Advisory
Councils were appointed by Governors Richard Lamm and Roy Romer to review the
program and provide direction for system improvements.' In 1988, the Council
promulgated the first set of standards for residential facilities for several reasons:
► To establish realistic, minimum expectations for all programs.
► To establish some measures by which to analyze program quality.
.audits have been conducted to determine levels of compliance with the standards
ver the past three years. Those audits have provided insight into programs and
.rovided experience that can now be used to revise the standards.
:hese standards were developed and proposed by the third Community Corrections
Advisory Council, which was established by Executive Order in November, 1991.
Local community corrections boards, program operators, and referral agencies were
asked to review and comment on a draft of the standards before their adoption.
The executive directors of the three state departments with jurisdiction over
offender placement and contracting for Community Corrections have adopted the
:tandards by Interagency Agreement.
The state recognizes that individual communities may need to define other
requirements of programs due to unique local circumstances. .Local community
boards also may exercise that authority under CRS 17-27-103 & 104 to impose
standards or program requirements in addition to these state standards. A
contract provider may seek waivers from the state for compliance with individual
standards by following the process outlined below.
iii
1 . Formulate a written request that identifies the specific standard for
which a waiver is sought and the justification for a waiver.
2. Submit the request first to the local community corrections board.
3. If the local board endorses the request, submit the request with the
written board endorsement to the Division of Criminal Justice.
iv
1.000 ADMINISTRATION
• The standards related to "Administration" deal with the broad organ: tional issues
that define the purpose, legal formation, structure, resource allocatio and overall
impact of the Community Corrections program. By establishing guid, nes and
criteria in this category, two objectives are met. First, local common.!les, criminal
justice agencies, and local and state government are able to more precisely
understand the philosophy, values and characteristics of the organizz tons selected
to deliver Community Corrections services. Those services are critic::; to the
safety and welfare of communities and their citizens. Second, by cc :.plying with
these standards, organizations meet internal needs. Clear organizaticr al direction
is communicated to their staffs, internal lines of authority and genera.
organizational structure are established, and systems are created to assess the use
of resources toward accomplishing desired organizational objectives.
1.000 ADMINISTRATION STANDARDS
[REVISED: CCRS A.1 .1 .]
1.010: The public or private agency operating a community corrections
facility shall be a legal entity or part of a legal entity. The
administrators shall maintain documentation at the facility or -
headquarters of the agency that reflects that status, including current
articles of incorporation, bylaws, tax status, or similar legal
documents.
[NEW]
1.020: The administrators of the facility shall maintain a mission statement
that reflects the general purpose, overall goals and organizational
values that guide the operation of the facility.
Discussion/Definitions: The mission statement should.be a source of
direction for the policy and procedure manual in Standard 3.01.
[REVISED: CCRS A.1.2.)
1.030: The administrators of the facility shall maintain a current internal
organizational chart at the facility that accurately lists all staff
positions involved in the community corrections program and
demonstrates the lines of authority and agency structure.
[REVISED: A.4.1., A.4.2., A.4.3., A.4.5.]
1.040: The administrators of the facility manage its fiscal affairs with:
a. an annual budget, prepared at the beginning of the contract
period or organization's fiscal year, that anticipates revenues
from individual sources and outlines expected expenditures by
operational categories or line items. The budget should be
reviewed and updated through the year as required by the
governing authority of the facility.
b. written policies and procedures that employ recognized
accounting procedures to control and record the receipt,
maintenance and dispersal of funds associated with operation
of the facility.
c. an annual independent fiscal review to document actual
revenues and expenditures associated with operation of the
facility as compared with the categories and line items of the
annual budget.
2
Discussion/Definitions: An independent fiscal inspection is typi,a/ly provided
in one of three ways — 1) an audit, 2) a review, or 3) a compilation —
depending on the intensity of the testing of records. The state contract
requires an annual audit, unless waived by the state. The state may waive
the full audit and defer to the review mandated by this standard if the state
and local community corrections board concur that the service of the facility
has been satisfactory and that a full independent audit has been completed
within the past three years. These audits or reviews verify the financial
stability of the contractor, application of acceptable accounting procedures,
and conformance to stated budgets.
[REVISED: CCRS A.4.4.)
1 .050: Proof of insurance coverage at levels required in state contracts shall
be maintained at the facility or agency headquarters. Such policies
shall cover the facility, equipment, and personal injury and property
loss to staff, residents, and third parties.
I NEw]
1 .060: The administrators of the facility prepare an annual report for the
agency's governing body, the local community corrections board, and
referral and contracting agencies. The report contains statistical
summaries of facility activities and accomplishments during the year,
with reference to the stated mission and goals.
Discussion/Definitions: Annual reports provide valuable feedback for
assessing impact of the facility to both the internal organization and to key
external groups and individuals. Information such as the number and types
of offenders served, success rates, average length of placement, restitution
paid to victims, and services to offenders provide the organization with
information for self-assessment and planning. The information demonstrates
program accountability for the community. Individual program statistics are
available for facility administrators from the Division of Criminal Justice,
along with composite, statewide statistics for comparison purposes.
3
2.000 PERSONNEL
People are the key elements of any organization. The standards in this section
emphasize that at both the local and state level Community Corrections programs
are expected to place high priority on the support and management of program
personnel. The line and program staff are involved daily with the monitoring,
supervision, treatment and service delivery that are essential to effective
management of offenders in Colorado communities. Job roles and responsibilit
must be carefully and clearly defined. Selection and hiring practices must be fa -
and thorough. Employees must be adequately trained, supported and supervised
and clearly understand how to maintain professional relationships with offenders
assigned to Community Corrections programs.
4
2.000 PERSONNEL STANDARDS -
[NO CHANGE: CCRS A.3.1.] -
2.010: The agency shall maintain written personnel policies tha are available
to all staff and accessible to employees at their work sirs. The
policies shall address issues such as hiring practices, promotions,
grievance procedures, staff development, performance a ppraisals,
benefits, disciplinary procedures and terminations.
[REVISED: CCRS A.3.3.]
2.020: The agency shall maintain written job descriptions for all staff of the
facility. The descriptions shall include job titles, minimum
qualifications, responsibilities and duties. In addition, salary ranges
will be maintained for all positions.
[REVISED: CCRS
2.030: The agency maintains and implements hiring and promotion policies
that recognizes equal employment opportunities and prohibits
discrimination based on sex, creed, race, color, religion, disability, age
ancestry, or national origin.
[REVISED: CCRS A.3.4.]
2.040: Before applicants are hired, a background investigation will be
conducted and an NCIC criminal history check for 'wants' and
warrants will be conducted and documented in personnel files. The
investigation will verify compliance with job qualifications and check
for prior criminal record through use of a fingerprint card. Until such
time as a fingerprint record check is returned, the employee will not
work without direct supervision. Notice will be provided to the local
community corrections board, referral agencies and to the Division of
Criminal Justice prior to employing anyone with a felony conviction.
No applicant shall be hired who is under current jurisdiction for
probation, parole, or other conditional release for a felony or
misdemeanor offense.
[REVISED: CCRS A.3.5.]
2.050: A confidential personnel file will be maintained for each employee that
is accessible to the individual employee. The file shall contain records
of the background investigations, dates of.employment, .raining
5
records, performance appraisals (conducted at least annually),
commendations, disciplinary actions, and related records. Information
from the files shall be available to the local community corrections
board or state oversight agencies only for the purpose of verifying
compliance with standards or contractual requirements. It shall be t ,
responsibility of the oversight agency to maintain the confidentiality -
the information.
[REVISED: CRS A.3.8.)
2.060: Personnel policies shall define ethical and professional relationships to
be maintained between staff and offenders placed in the facility. The
policies shall incorporate the following points:
a. Agency staff shall not use their official positions to secure or
receive advantages,-gifts or favors.
b. Agency staff shall not display favoritism or preferential
treatment for individual offenders or groups of offenders.
c. Agency staff shall not engage in any personal or business
relationship with offenders or offenders' family or associates.
d. Agency staff shall report any attempt to violate these
relationship guidelines immediately to the facility director.
[REVISED: CCRS A.3.9.)
2.070: Agency personnel shall not engage in any criminal conduct. If any
employee is arrested or charged with any criminal offense, the local
community corrections board, referral agencies and the Division of
Criminal Justice shall be notified immediately. The notification must
clarify the working status of the employee during disposition of
pending charges. A written report to the board and state agencies
shall be submitted by the facility director or administration within 72
hours of the telephone notification.
Discussion/Definitions: The Division of Criminal Justice will provide a form
for reporting these incidents to local boards and the state beginning July 1,
1992.
[REVISED: CCRS A.3.6.1
2.080: All program or security staff shall receive 20 hours of formal or
supervised "on the job" training, including documented review of
agency policies and procedures, before receiving an independent work
assignment. Exceptions may be made for transfers or employees with
6
prior work experience at similar positions. In addition to the
orientation, all full time staff shall receive a minimum of 40 hours of
job-related training annually. Part-time staff shall receive a pro-rated
amount equivalent to the full-time staff.
Discussion/Definitions: Confusion or misunderstandings exist ;'7 which
activities qualify as "training. " Training events that meet this andard
must:
1. Include pre-determined training objectives or goals,
2. Be job related,
3. Be scheduled in advance of the event,
4. Be delivered by a qualified trainer, and
5. Be documented in personnel or training files with topic, date,
duration, trainer, participants, and evaluation methods or
results.
Acceptable examples include first aid/CPR courses, training videos or
workshops by qualified instructors, or "on the job" training with specific
objectives. Activities such as performance evaluations, supervision or staff
meetings without pre-determined training objectives, or informal tours do not
qualify as training.
[NEW)
2.081: Ancillary and support staff (excluding kitchen and maintenance staff)
shall receive a minimum of 20 hours of job-related training annually.
[NEW)
2.090: Agency case managers shall have a baccalaureate degree in social or
behavioral sciences, criminal justice, or related fields. Related
education or experience may be substituted on a year for year basis.
7
3.000 MANAGEMENT CONTROLS
"Management Controls" refers to approaches that facility directors use to monitc
and direct their day-to-day operations. These controls are necessary to assure thr
agency achieves the objectives and quality levels expected by its own
organizatinnal administration, the community, and criminal justice agencies.
Applying 'systems theory" terminology to Community Corrections, facilities have:
1 . Inputs- such as funding and offender referrals and placements;
2. Processes- such as offender monitoring and program services;
3. Outputs- such as treated offender and restitution payments to victims,
and;
4. Outcomes- such as safer communities and rehabilitated offenders.
Management controls are those tools and systems used to optimize outputs by
improving control over inputs and process. The tools consist of data collection
measures or monitoring activities that enable the managers to stay aware of critical
information related to inputs, processes and outputs. The tools also include
measures to guide and control the activities within the facility.
•
3.000 MANAGEMENT CONTROLS STANDARDS
[REVISED: CCRS A.2.1 ., A.2.3.]
3.010: The agency will maintain a current policy and procedure manual that
describes the purpose, philosophy, programs and servic s, and
operating procedures of the facility. The manual shall a dress all
requirements, programs, or services delineated by these standards.
The Contractor shall operate according to this manual ar.d all staff
shall be familiar with its contents.
Discussion/Definitions: Policies articulate the organizations position and
direction on operational issues, and procedures define and describe the
activities and methods to implement the policies. The manual will be
available to and read by all agency staff.
[REVISED: CCRS A.2.2.]
3.011: The policy manual is reviewed at least annually by the governing body
or agency administrator, and updated when necessary.
Discussion/Definitions: Since policies provide guidelines to develop
operating procedures, they must be maintained current. All agency staff
must review any changes in agency manual. Any changes in the manual
must be made immediately available to all persons and agencies who have
the manual in order to keep their copies current Both local and state
oversight agencies for the contractor must be provided current copies of the
policy and procedure manual if requested.
NO CHANGE: CCRS C.1.1]
020: Each facility will establish written criteria or guidelines to govern the
acceptance or rejection of offenders referred by state criminal justice
agencies. Copies of those criteria or guidelines will be pro vided to the
local community corrections board, the Department of Co erections,
the Division of Criminal Justice, the Chief Prob&tion Offic • for each
Juc:cial District referring offenders, and the Chair of the State Parole
Board.
Discussion/Definitions: The criteria or guidelines provide referral agencies
with information regarding offenders acceptable for placement. The criteria
also more clearly defines an agency's target population, providing
opportunities to specialize programming to supervise and serve that
population The policy and guidelines governing acceptance should include,
9
but lot be limited to: types of information to be gathered and reviewed o
applicants prior to admission; specific criteria for acceptance; and
procedures to be followed when accepting or not accepting referrals.
[NO CHANGE: CCRS C.1.2.]
3.021: Programs will provide a written response to the referring agency
within two weeks of the receipt of the referral indicating acceptant-:.
rejection, or need for additional information.
[REVISED: CCRS C.1.3.]
3.022: Screening criteria shall prohibit discrimination on the basis of race,
color, religion, creed, disability, sexual preference o- national origin.
[REVISED: CCRS c.1 .4.]
3.023: Programs will receive an offender only if:
a) The local community corrections board has approved the
placement or the offender meets board eligib'!ity; and
b) A courtorder or mittimus has been issued specifying the
offender's sentence;or
c) A transfer order, Executive Assignment Orde- (EAO) has bee-
issued from the Department of Corrections; c-
d) A copy of the Parole Agreement/Order specifying the placement
in community corrections has been issued.
[NEW]
3.030: The agency has written policies and procedures which provide
increasing opportunities and privileges for resident :_volvement with
family and community activities prior to final releas
•
[REVISED: CCRS C.4.4.]
3.040: Policy and procedure will specify timely arrangements and appropriate
procedures regarding offender disciplinary hearings and decisions.
Disciplinary hearings for rule violations by Transition offenders and
Parolees will be conducted in a manner approved by the Department
of Corrections. Disciplinary hearings for court-referred offenders will
be conducted in a manner approved by the Judicial Department or
local probation office.
10
REVISED: CCRS C.4.9.]
3.050: Written policies and procedures exist for offender grieve :ces,
including an appeals procedure.
Discussion/Definitions: A clearly written policy on offender gr-:•vances
exists, specifying the various levels of appeal. This policy mu state that
each person in the program has the right to file a grievance. e grievance
shall be transmitted without alteration, interference, or delay t the party
responsible for receiving and investigating grievances. The pe ;on reporting
the grievance should not be subject to any adverse action as z result of filing
the report. The final disposition of the grievance shall be prep red in writing
and copies placed in a centralized administrative file as well as the individual
offender's case records.
[NEW]
3.060: Each individual facility will be responsible for reporting their Daily
Offender On and Off-grounds Count to the Division of Community
Corrections in the Department of Corrections each morning according
to procedures established by the Department of Corrections and the
Division of Criminal Justice.
[NEW]
3.070: Residential program staff will be responsible for reports as requested
by referring agency's and oversight agency's policy.
(REVISED: CCRS
3.080: Offender progress is reviewed at least every month, either through
staff meetings or by individual staff; the outcome of each review is
documented.
Discussion/Definitions: Residents in a community residential program have
adjustments to make, and these adjustments and changes in plans must be
reviewed in a staff meeting or by an individual staff member. In either case,
it is esse,:tial that the program records reflect this progress, or lack of it, in
the individual case record, and that this be done regularly, every month.
Items of special concern in this review would at a minimum include the
short-range objectives specified in the offender's supervision plan and any
special conditions required by the referring agency or local board (if not
integrated into the respective supervision plan). This review provides some
assurances that offenders are not overlooked in the treatment and
reintegration process.
11
[REVISED: CCRS c.4.7.]
3.090: Dictated in policy and procedure, time credit or sentence reduction
credit calculations for offenders will be conducted by program staff
through procedures outlined by the Department of Corrections for
transition residents, or by the Judicial Department, referring court, and
/or local community corrections board for Diversion residents.
[NO CHANGE: CCRS C.4.3.]
3.100: Agency policy and procedure shall define the types of incidents, i.e.,
medical problems, arrest, weapon possession, media involvement,
offender death, violent or witnessed escapes, etc., that require
notification to referral and contract agencies. The format and
deadlines for each notification may vary depending on the referral
agency.
[REVISED: CCRS C.2.4., C.3.3, C.3.4., c.3.5., C.3.6.]
3.101: Agency policy and procedure shall define and specify procedures for
dissemination of routine documentation i.e., supervision plans,
supervision plan modifications, termination summaries, quarterly and
monthly reports, etc., to referral agencies.
[NEW]
3.110: All active individual offender case files must be audited between the
4th and 6th week after admission. At a minimum;the files should be
audited to assure all documentation required by standards is present:
admission documents, assessments, supervision plans and revisions.
chronological notes, etc., and in the appropriate order prescribed by
agency policy and procedures. A similar audit of the file will be
completed within 30 days of termination. File review shall be
documented in each file as well as a central administrative file.
[REVISED: CCRS A.2.4.]
3.111: The agency outlines in policy and procedures a system of regular
internal auditing and self-monitoring.
Discussion/Definitions: The following facility functions shall have a
documented review or audit at least once every quarter year: drug testing
systems; medication monitoring; sign-in/out records; off-site monitoring
records; contraband inspections; and offender service delivery reports. The
12
latter audits are for errors of commission as well as omission and serve as
quality controls for agency operations. The audit documentation is to be
maintained in administrative files of the facility administrator.
[NEW)
3.112: The residential program has access to and uses an organized system
of information collections, retrieval and review.
Discussion/Definitions: It is necessary for the facility to establish a
Management Information System (MIS) for collecting statistical data, and to
review this data in the future planning for the program. An organized
system of data collection will provide the program with information to
determine the type of offender best served by the agency and the trends in
its referral and intake system. Facility staff should participate in
identification of information needs, and guidelines would be established
concerning the security of all information on offenders.
[NEw]
3.120: Policy and procedure will require that all program documentation be
legible, accurate and systematically filed. Wherever applicable, i.e.,
formal assessments, supervision plans, plan revisions, etc., program
documentation shall be signed and dated by all parties involved.
Discussion/Definitions: Handwritten documentation which cannot be read is
not acceptable.
•
13
4.000 SECURITY
Public safety is a primary concern of all criminal sanctions, including Community
Corrections. Facilities with well-structured environments and security programs
reduce risk and liability and increase public acceptance and support for the
programs. The standards in this section outline security concerns of the
community, staff and offenders of the facility.
These standards are closely interrelated to Section 6, which deals with Case
Management. By following standards in that section to individually screen and
classify offenders, facility staff will identify the risk factors and other case
information that will be integrated into the security approaches outlined. These
standards define the minimum procedures facility operators are expected to employ
to monitor offenders while within the facility and during periods of authorized
release-in the community. Special attention is placed on testing for drug and
alcohol abuse, which is a significant contributing factor to criminal behavior and
unsuccessful placement in community-based corrections programs. Other key
security issues addressed by these standards include responses to incidents,
control of contraband, and transportation of offenders.
•
14
4.000 SECURITY STANDARDS
REVISED CCRS C.2.1 .1
4.010 Upon entry into a program, each offender shall receive and have
constant access to written program rules and regulations, descriptions
of possible penalties or disciplinary actions that may be taken for rule
violations, and a written description of grievance procedures. The
offender will acknowledge receipt of this information within 24 hours
of entry by signing a form that records the date, time, and signature
of both staff and offender. The form acknowledging receipt of the
information shall be kept in the offender's file.
Discussion/Definitions: Providing the above information to incoming
offenders verifies that they were made aware of the rules and expectations
of the program. Language and/or literacy barriers, which can lead to the
misunderstanding of facility rules and regulations, should also be addressed
through use of translators or bilingual documents.
[REVISED CCRS C.2.2/c.2.3.]
4.011 Incoming offenders shall be given an orientation to the facility and the
community that includes information regarding emergency equipment
and exits within the building, location of community legal and medical
services, and services provided by the program. This information shall
be provided to the offender within twelve (12) hours of admission.
4.020 An intake interview will be completed with each incoming offender
within the first twelve (12) hours of admission. Each offender will be
interviewed to record, at a minimum, the following basic information:
1) Name 6) Social Security Number
2) Address 7)Medical Problem/Needs
3) Date of Birth 8)Special Dietary Needs
4) Sex 9) Contact Person in Case of Emergency
5) Race/Ethnicity 10) Person Authorized to Claim Property if not
claimed by the offender
2EVISED CCRS 0.4.6.)
-: .030 The program shall have a system for the inventory and securing of
incoming offender property. Guidelines will specify which items are
allowable for offender possession or storage at the facility. A copy of
the inventory, signed by both staff member and offender, will be
provided to the offender. Policy and procedure shall dictate proper
15
disposal of property upon the offender's departure if not claimed by
the offender.
Discussion/Definitions: A standard state form to be used for documenting
property inventory can be obtained from the Division of Criminal Justice.
[REVISED CCRS C.3.2.B.]
4.040 Policy and procedure will govern the substance abuse testing of all
offenders. The time lapse between offender notification of testing
and the collection of samples for urinalysis shall be no more than 3
hours. Written policy and procedures will insure that chain of custody
and testing of samples meet acceptable evidentiary standards in the
event test results are needed for offender disciplinary proceedings.
Programs using in-house substance abuse testing equipment shall
maintain certification documentation and expiration dates within the
personnel files of all operators.
Discussion/Definitions: Due to the serious implications and consequences
for offenders of positive urinalysis results, precautions must be taken to
ensure the proper collection, supervision, handling, storage, transportation,
and testing of urine samples.
4.041 Programs shall conduct urinalysis and other testing for alcohol and
controlled substances using basic safety p-ecautions.
Discussion/Definitions: Rubber gloves should by used by all staff during the
handling of samples and no smoking, eating, or drinking shall be allowed at
the testing site. No food shall be refrigerated where samples or chemicals
are stored.
[REVISED CCRS C.3.2.B.]
4.042 A urine sample will be taken within twelve (12) hours of each
offender's admission to the facility. At a minimum, this initial sample
should be tested for the following controlled substances: cocaine
metabolite, THC, amphetamines, opiates, and barbiturates. A test for
alcohol shall also be conducted using breathalyzer or urinalysis within
the same time frame.
Discussion/Definitions: Timely initial drug screens can provide the program
with valuable information concerning the offender's drug use and condition
16
at time of admission. Such information can be used to direct future urine
testing as well as programming.
[REVISED CCRS C.3.2.B.]
4.043 Interim urinalysis testing shall be conducted randomly on each
offender at least twice during each full calendar month. Each interim
sample shall be tested for at least two different control,: d substances.
Gaps between urine tests shall not exceed thirty (30) days.
Discussion/Definitions: Controlled substances are defined as those drugs
which are prohibited by law. Alcohol, although prohibited from juvenile and
offender use (under supervision), is not considered a controlled substance
and should not be included as one of the two tests required by the above
standard. The above testing rates represent minimal testing requirements.
More frequent testing may be indicated for some offenders based on case
assessment or requests by referring agencies or local boards. Similarly, a
waiver of interim testing requirements may be requested from the probation
or parole officer of the referring agency for those offenders with low risk of
substance abuse.
"Random" within the context of these standards means (11 the testing or
monitoring is initiated by program staff and (2) the event is conducted in a
method that is not predictable by the offender. For drug testing, random
number tables, dice, or computers have been used. In a truly random
system, an offender may be tested on consecutive or even concurrent days.
[REVISED CCRS C.3.2.B.]
4.044 A urine sample will be taken within a twelve (12) hour period of each
successful discharge or transfer of an offender from the facility. At a
minimum, this sample will be tested for the following controlled
substances: cocaine metabolite, THC, amphetamines, opiates, and
barbiturates. A test for alcohol shall also be conducted via
breathalyzer or urinalysis, within the same time frame.
Documentation of those offenders receiving this discharge urine test
from a subsequent supervisory program must be maintained within the
offender's residential case file. All exit urine samples obtained from
D.O.C. offenders will be tested at the state lab. .
Discussion/Definitions: If an offender is successfully discharged or
transferred from a facility to another agency, a full-screen urine test
conducted upon entry by the receiving agency/program (i.e., ISP, Non-
residential, etc.) may be used as the offender's discharge urine test.
However, the sample must be taken within the 12 hours of discharge and
17
results of the test documented in the case file of the facility (including name,
date, time, drugs tested, and results).
[NEBV]
4.045 A random breathalyzer (or urinalysis) test for alcohol will be
conducted on each offender at a rate of no less than one (1) per
seven (7) day period, exclusive of tests stemming from initial and
discharge drug testing.
Discussion/Definition: Random tests for alcohol enhance the program's
capability to deter and/or detect substance use.
[NEW]
4.046 Record keeping systems for substance abuse testing should provide
(1) information in individual case files sufficient for case management
functions, and (2) aggregate substance abuse testing results within
the facility for broader management functions.
Discussion/Definitions Case managers and treatment staff must have easy
access to testing inforrnaticn (date of tests, substances tested, results) to
determine if supervision plans are being followed or need to be revised.
Aggregate drug testing information`enable facility managers to monitor
test-1g levels to insure that minimum testing levels are met. Aggregate de-
also identifies trends that may indicate needed changes in
treatment/programming or in testing patterns.
[NEW]
4.047 Written procedures shall direct the isolation and observation of
offenders who are intoxicated or under'the influence of controlled
substance(s).
[REVISED CCRS.C.3.2.A.]
4.050 Program policy and procedure shall provide for the random and regular
monitoring of each offender's off-site whereabouts. The offender's
off-site location will be randomly verified through personal contact,
phone contact, and/or reliable third party. All offender's off-site
whereabouts shall be monitored with at least one (1) work and one
(1) pass verification each month.
Discussion/Definitions: "Monitoring"refers to the verification of the
offender's current off-site whereabouts. "Pass"refers to any non-work sign
18
out (excluding furlough sign-outs). Documentation" means the recording of
time, date, place, person(s) contacted, signature of staff, and results of the
verification.
[REVISED CCRS C.3.2.A.]
4.051 The off-site whereabouts of offenders residing at the facility for less
than sixty days shall be randomly monitored at least one 2 +n every
seven day period, exclusive of furlough monitoring.
Discussion/Definitions: Research findings indicate that most failure occurs
within the offender's first two months of stay. Because these offenders
represent the greatest risk, more frequent accountability checks are required.
For offenders representing substantial risk, however, providers may
recognize a need to conduct off-site verifications at a frequency that
exceeds the minimal requirements.
[REVISED CCRS C.3.2.A.]
4.052 After sixty days, each offender's off-site whereabouts shall be
randomly monitored at least twice per month, exclusive of furlough
monitoring. Gaps between verifications shall not exceed 30 days.
[REVISED c.4.8.]
4.053 Written procedures will govern the issuance of all passes and
furloughs and shall include review and approval by the referring
agency for initial furlough privileges or whenever the absence exceeds
48 hours. While on furlough, emergency furlough, or any other pass
that exceeds 18 hours, the offender's whereabouts will be verified via
staff-initiated contact with the Offender or reliable third party.
Documentation of whereabouts verification shall include offender
name, method of verification, date, time, location, and staff signature.
Discussion/Definitions: "Furlough"is defined as any authorized absence
from the facility for 18 hours or more. The offender's whereabouts should
be randomly verified during each twelve hour period of absence. "Staff
initiated" requires that the monitoring consist only of those verifications
which are directly prompted by staff. Due to the potential need of such
documentation during legal proceedings, proper documentation relating to
time and place must be maintained. As with regular monitoring, furlough
verifications are meant to establish accountability.
19
[NEW]
4.054 Program policy will outline procedures and conditions under which
surveillance of the offender is conducted while the offender is outs:;:.
the facility. Specific guidelines shall address issues related to pursuit.
confrontation, use of force, and law enforcement assistance.
Discussion/Definitions: Off-site surveillance can serve as an effective means
of monitoring offender movement within the community, but must be
conducted in a manner that protects the safety of the community, staff, and
offenders. Policy and procedure must establish the.limits for staff
surveillance activities and require assistance and backup from law
enforcement agencies if arrests or other confrontational events occur.
[NEw]
4.060 The agency has written policy restricting the use of physical force by
staff. If physical force is used by program staff, the incident will be
fully documented.
Discussion/Definitions: Staff of community corrections facilities are not
usually peace officers or staff of a secure correctional facility. Use of or
possession of deadly weapons and use of physical force shall be prohibited
unless authorized by the local community corrections board and the Division
of Criminal Justice. If authorized, use of force shall be limited to force the
would reasonably be used by citizens to protect persons, property, premis-
or to assist law enforcement officers (Refer to Colo. Rev. Stat. 18-1-704
through 7O71. If physical force is used, the situation must be thoroughly
documented with names, dates, circumstances, and justifications.
[NEW]
4.070 There shall be at least four (4) random headcounts during each eight
hour period, during which each offender's physical presence or
itinerary will be observed. A record shall be made of such counts and
signed by the staff member conducting the count.
Discussion/Definitions: The whereabouts of offenders off facility grounds at
the time of the count will be included in headcount documentation.
[REVISED C.5.3.A.]
4.080 A log will be kept for each offender for the purpose of recording all
authorized absences from the facility. Documentation within each
entry shall be legible and include, at a minimum, offender name, date,
20
time of departure, destination, authorized purpose, expected return
time, actual return time, and offender signature. Staff and offender
signatures prior to the offender's departure and following arrival will
verify all entries.
Discussion/Definitions: Sign-out logs are essential accountabii ry
documents. Because these documents are frequently used in disciplinary
proceedings, accurate information is critical "Destination"information
should include a specific location and indicate the type of sign-out (e.g.
pass, work, furlough, etc.). To ensure validity, all entries mus: be legible
and clearly reflect the offender's whereabouts within the community.
[REVISED CCRS B.1 .5.]
4.090 The program shall define contraband and have a detailed procedure for
its detection, storage, and disposal. Disciplinary actions that could
result from the possession of contraband shall be defined and made
available to the offender. Policy will further provide pro:edures and
guidelines for contraband searches which include "pat" searches,
room searches, vehicle searches, and personal property searches.
Discussion/Definitions: All searches and subsequent seizures should be
properly documented.
[REVISED CCRS B.2.5.1
4.100 Written policy and procedure shall govern agency response to work
stoppages, natural disasters, or other disruptions of normal work
routines. For program's with single coverage shifts, policy will require
that "on-call" staff be able to respond to the facility within thirty (30)
minutes.
Discussion/Definitions: Pre-determined back-up procedures are imperative,
particularly when the program schedules single coverage shifts. It is
advisable to have an administrative or supervisory staff on-call or at the
facility at all times.
SEW]
4.110 For programs having a population of 70 or more, shifts during non-
business hours shall be covered by at least two staff members who
are familiar with security policy and procedure.
Discussion/Definitions: "Non-business hours"is defined as Monday through
Friday from 5:00 p.m. to 8:00 a.m., Saturday, Sunday and holidays.
21
[NEW]
4.120 Written policy and procedure shall govern the transportation of
residents by program staff. The policy shall prohibit transportation of
offenders in personal vehicles unless program insures such
transportation.
Discussion/Definitions: The uninsured transport of offenders raises serious
liability issues. Unless insurance policy(s) includes "non-owner"coverage,
such transport should not occur. Other safety and liability issues that should
be considered include staff, offender and public safety. Staff that lack
proper credentials or have unacceptable driving histories should not be
permitted to transport offenders.
[REVISED CCRS c.4.5.1
4.130 Subject to referral agency approval and/or modification, program
policy will define and specify those conditions under which an
offender is placed on escape status. Procedures to be followed after
an escape will be clearly outlined. At a minimum, the policy will
include:
1) Prompt notification of appropriate referral agency.
2) Timely notification of law enforcement agencies which inclu(
disclosure of any third parties known to be at risk.
22
•
5.000 FACILITIES
Community Corrections and halfway house programs have evolved into a
egitimate component of the criminal justice system. The growth and changes of
these programs place increasing demands on the types of facilities housing
programs. Facilities must be in compliance with applicable zoning, safety, and
health codes. They must provide adequate living space and facilities 'or the
resident offenders, as well as providing appropriate space for staff ar.d offender
services. Standards in this section address code compliance, space and facility
requirements, safety; and cleanliness. Compliance with standards in :his section is
lot only important for the programmatic aspects of Community Corre;lions, it is
fital to reducing liability exposure to the referral and oversight agenc!os and the
operators of programs.
23
5.000 FACILITIES STANDARDS
[REVISED: CCRS B.1 .1 ., 8.2.1., 8.3.1.]
5.010: The agency shall remain in compliance with all applicable building
codes and zoning requirements. Proof of compliance, or application
for such, shall be kept on file at the facility or agency business office.
Policy and procedure of the program shall require that the agency
director notify the local community corrections board and the Division
of Criminal Justice if the agency does not maintain such compliance.
[REVISED: CCRS 8.2.1 .]
5.011:- The agency will comply with all Uniform Are Code as published by the
International Conference of Building Officials. Compliance will be
verified by at least an annual inspection by the local fire department
that provides suppression services.
[NO CHANGE: CCRS 8.2.3.]
5.012: The agency will comply with the National Are Protection Associatic-
Life Safety Code, current edition.
[REVISED: CCRS B.3.1.1
5.013: The agency will comply with all local health and sanitation codes.
[REVISED: CCRS 8.1 .3.]
5.020: The facility shall provide each resident with a bed that has a flame-
retardant mattress and pillow with covers meeting standard #701 of
the National Fire Protection Association and filling materials that
comply with California Technical Bulletin #117 (copies of both are
available from the Division of Criminal Justice).
[REVISED: (;CRS 8.2.4.]
5.021: The facility shall maintain an automatic fire alarm and smoke detection
system which meets NFPA 72 and is tested at least quarterly.
24
[REVISED: CCRS e.2.6.]
5.022: The facility will store all flammable liquids and hazardous materials
(paint, cleansers, adhesives, etc.) in their original containars and away
from kitchen and dining areas, furnaces, heaters, sleepnnc: and high
traffic areas.
[REVISED: CCRS C.5.3.-F.]
5.023 All facilities will conduct emergency evacuation fire drills at least once
quarterly with accompanying specific documentation.
[NO CHANGE: CCRS B.1.2.)
5.030: A minimum of fifty (50) square feet of floor space shall be provided
per resident in sleeping areas of the facility, of which no fore than
four (4) square feet shall be closet or wardrobe space.
[NO CHANGE: CCRS 8.1 .4.]
5.040: The facility provides separate space for private individual counseling,
group meetings, visitation, dining and food preparation.
(NO CHANGE: CCRS B.3.5.)
5.050: The facility maintains, at a minimum:
a. one operable toilet for every ten offenders, or combination of
toilet and urinals for every ten offenders.
b. one operable wash basin for every six offenders.
c. one operable shower or bath for every eight residents (hot
water not to exceed 130 degrees).
d. one operable washer and dryer for every twelve residents, or
access to commercial laundry machines within two miles of the
facility.
[REVISED: CCRS B.3.3.]
5.060: The facility and surrounding property shall be kept in a clean
and sanitary condition at all times. Written policy and
procedure shall define regular housekeeping and maintenance
routines, with daily documented inspections.
25
[REVISED B.:;.3]
5.070 Resident offenders may be assigned house cleaning chores and
duties following policy and procedures that provide for the fair
and equal distribution of such assignments. Inspections by
staff will ensure that each offender's linens are cleaned on a
weekly basis.
Discussion/Definitions: This standard is interrelated to the "Security" and
"Case Management"sections. The distribution of daily offender chores
requires impartiality and consistency by staff. This includes the monitoring
and supervision of all offender chores. Clear written guidelines should exist
concerning the distribution of additional chores as a result of disciplinary
action. Under no circumstances, shall any offender be given an assignmer-
where supervisory control over other offenders is expressed or implied.
26
6.000 CASE MANAGEMENT
Effective offender supervision and treatment in Community Corrections begins with
a solid case management model. The recommended mode! for Colorado
Community Corrections is "Case Management Classification" (CMC). CMC is used
throughout the country by corrections agencies and has been validated for offender
populations. An initial assessment of each offender identifies the risks and needs
that form the basis for individualized supervision and treatment plans. The model
identifies risk factors and supervision approaches that emphasize public safety
concerns. CMC also identifies the individual's needs or problems that have led to
criminal behavior and formulates intervention strategies and services to respond to
those needs.
The standards in this section deal with offender assessment, develo; ment and
revision of case supervision/treatment plans, and the tracking and recording of
offender progress while in Community Corrections. The Case Manac ment
standards are intended to make the most efficient and effective use ` limited
resources to protect public safety and prioritize offender services on those
problems most related to criminal behavior.
27
6.000 CASE MANAGEMENT STANDARDS
[NEw]
6.010: The program has a written procedure for assigning the case
management of each resident to a case manager within one working
day (24 hours) after the offender's admission to the facility.
Discussion/Definitions: Case management of every resident should be
assigned to a staff member in a timely and responsible manner. Offenders
can be assured of quick and continuing access to at least one employee fo-
advice, counsel, and supervision direction.
[REVISED: CCRS
6.020: A separate case record shall be maintained for each offender placed
the facility. Each individual case record shall include, at a minimum,
the following information that is uniformly filed and kept current:
a) Commitment documents from referring agencies, including
background information;
b) Proof of eligibility or acceptance by the local community
corrections board;
c) Intake information form (see CCRS 4.020);
d) Individual case assessment and supervision plans,
documentation, and reviews;
e) Screening forms and available medical records;
f) Release of information and other consent forms;
g) Chronological entries and progress reports documenting
developments of the case, including compliance with special
conditions;
h) Information on employment, earnings, collections, and
payments related to the case;
i) Copies of incident reports, disciplinary actions, disciplinary
appeals, and grievances;
j) Copies of correspondence, referral forms, or other documents
related to the case;
k) Termination forms, summaries, and notices.
[REVISED: CCRS C.5.1.]
6.021: Confidentiality of case records is maintained in accordance with
federal and state laws (CRS 24-72-301).
28
(REVISED: CCRS C.2.5.1
6.022: Written policy and procedure regarding the confidentiality of individual
case records shall address, at a minimum, client access. gtaff access
and release of information. In addition, there is policy and procedure
governing "Release of Information Forms" which address
circumstances under which releases are permitted, restrictions on type
of information to be released, and structure and identification
information to be placed on the form which includes, but is not limited
to:
• Name of person, agency or organization requesting information
• Name of person, agency or organization releasing information
• The specific information to be disclosed
• The purpose or need for the information
• Expiration date
• Date consent form is signed
• Signature of the offender
• Signature of individual witnessing offender's signature
Discussion/Definitions: It is extremely important that the confidentiality of
records be respected and maintained at all times. Facility policy must
specify which information will be available to the offender, particularly
where his/her mental and social adjustment might be affected, where a
codefendant is involved, or where informants'names are recorded. Staff
and volunteers should have dear instructions on the release of information
to unauthorized persons.
(NO CHANGE: CCRS C.6.]
6.023: Written procedures provide for secure storage of all files, logs, and
records for at least five years. Such records may then be disposed in
a manner ensuring complete confidentiality.
;REVISED: CCRS C.2.4.]
6.030: There is a procedure for systematically assessing all incoming
offenders for their individual criminal risks, criminogenic needs, and
responsivity to various intervention strategies. This assessment shall
involve the use of standardized instruments with recognized validity
and reliability for assessing criminal risk and need. The assessments
must be completed and documented in the offender file within 10
working days of the offender's admission.
29
Discussion/Definitions: "Criminogenic": producing or leading to criminal
behavior. "Criminogenic needs": those individual problems or conditions
that lead to criminal behavior. "Individual responsivity": the likelihood that
an intervention targeted to address a criminogenic need will have the desired
effect of eliminating criminal behavior.
The assessment of offender criminal risk, criminogenic need, and individua
responsivity should include 1) a careful consideration of referral informatic i
and offender behavior in the facility, and 2) a systematic application of
assessment instruments that have established validity and reliability. This
assessment process should serve as the basis for subsequent case analysis
and supervision plan development. Assessment forms should be signed are
dated by both the client and administering staff member at the time of
completion.
(Note: House Bill 91-1173 passed by the Colorado General Assembly
requires state criminal justice and treatment agencies to consider and
possinly implement a system-wide substance abuse screening and
assessment process. If adopted, such a mandated assessment process wi
supplement these standards.)
[REVISED: CCRS C.3.1.)
6.040: Upon completion of a thorough assessment process, a case analysis
shall identify offender risk levels and prioritize the individual offender's
criminogenic needs for interventions.
Discussion/Definitions: Levels of supervision, restrictions; and other forms
of control Should be consistent with levels of risk posed by offenders.
Criminogenic needs are those factors, which if targeted in treatment, are
most likely to produce reductions in recidivism. it is important to carefully
prioritize most critical needs for intervention that can best be addressed
during residential placement of each offender.
[REVISED: CCRS C.2.4., C.3.1.]
6.050: Case managers shall formulate a personalized supervision plan for
each offender which specifies supervision approaches. The case
manager, with the offender, shall plan the interventions targeted to
address particular criminogenic needs. Supervision plans shall include
measurable criteria of expected positive behavior and
accomplishments and a time schedule for achieveme-;t. The original
supervision plan will be completed, signed, and dated by both the
30
case manager and the offender within 15 working days of the
offender's program entry date.
Discussion/Definitions: The recommended type of supervision plan is a
problem-oriented format that separately identifies each of: 11 the offender's
key behavioral problems; 2) short-range behavioral objectives which address
the above problem; 3) Specific steps the offender needs to take in the
immediate future to accomplish objectives; 4) the specific steps the case
manager will take to assist and/or hold the offender accountable for
accomplishment of identified objectives. Care should be taken to avoid
over-loading any offender with too many objectives to accomplish at any
one point — two to four behavioral objectives being a range most offenders
are likely to handle for a given short-range period.
I REVISED: CCRS C.3.4.,]
6.051: Case managers will perform a documented review of all offender
supervision plans at least once each month and revise the plan if
indicated by case developments.
[NEM)
6.060: Case managers will meet individually at least once each week with
each offender on their caseload. The meeting will be to discuss
progress towards objectives identified in the offender's supervision
plan and address problems that may be impinging on the offender's
reintegration within the community.
Discussion/Definitions: Every residential offender will have at least one
meeting per week with their case manager that should be scheduled in
advance to allow both parties to prepare and identify topics for discussion.
Adequate time should be allowed to fully discuss case progress and
problems. Sessions shall be documented in the offender's respective case
file. Chronological notes shall reflect the topics discussed, specific
outcomes, agreements, or unresolved issues.
[REVISED: CCRS C.5.2.]
6.070: Chronological or progress notes will be entered into an offender's case
record each time there is a scheduled meeting, an event or information
potentially affecting the direction or progress of the case, and any
interagency communication regarding the particular case. All entries
shall be legible, accurate, systematically filed and signed and dated by
the staff member making the entry.
31
Discussion/Definitions: Case notes and entries must be made in a legible,
systematic fashion. A consistent coding system and format should be used
to identify the type of event being recorded (individual, collateral, staffing,
etc.). Because such documentation is often used for disciplinary hearings or
other important case decisions, legibility and accuracy are critical.
[REVISED: CCRS c.5.2.]
6.080: The agency shall require each residential offender to develop a budc et
, that corresponds with the offender's pay period. The written budge
should be reviewed by the offender's case manager and recorded in
the case file.
Discussion/Definitions: Budgeting and money management are important life
skills needed by offender populations. Offenders are to be encouraged to
develop both short and long-term budgets while residents in community
corrections to prepare for reintegration into the community and meet
financial obligations imposed by the criminal justice system. Such budgets
may not be required for unemployed offenders or those with varying,
unpredictable incomes.
[NEW]
6.090: Offenders must secure both agency and referral agency approval
before entering into any form of formal contract.
[REVISED: CCRS c.4.10.]
6.100: Offender driving privileges and use of privately owned vehicles will be
covered in policy and procedure, which shall include as minimum
criteria the following; Current and valid drivers license, proof of
insurance, Department of Motor Vehicle record reflecting low risk, and
referral agency approval. Hard copy proof of this documentation will
be maintained in the offender's file.
Discussion/Definitions: Allowing offenders to drive raises potential liability
issues. Before offenders are authorized to drive, risk to the offender and
community must be assessed. Prohibitive high risk is defined as a license
revocation within the past three (3l years. Other considerations may include
the relationship of the offender's driving history to his/her offense (past or
present). Due to the importance of current and valid documm=rtation,
programs should implement some sort of "tickler"system that alerts staff,
ahead of time, of upcoming expiration dates.
32
[REVISED: CCRS C.3.6.1
6.110: A report is prepared at the termination of residential program
participation, which reviews the person's performance in the program.
If the offender is to transfer to non-residential, probation, or parole,
the summary will also include recommendations to assist with
continuity and transition of supervision.
Discussion/Definitions: At a minimum this report summarizes in narrative
form activities which occurred during the program, unusual occurrences,
community resources which affected the outcome of supervision, and the
staff's assessment of the reasons for the successful or unsuccessful
outcome. These termination reports may serve as learning tools for the
facility as well as for the individual staff. The termination reports are to be
signed and dated by the case manager upon completion and a copy must be
maintained in a central file with the facility administrator. Upon any
negative termination of the offender's participation in the residential program
a copy of the termination report must be submitted to the referring agency
of the offender within two working days. With successfully terminating
offenders this report shall be submitted to the respective referring agency
within 10 working days.
33
7.000 OFFENDER SERVICES
Standards in this final category fall into two groups. The first group includes
services essential to basic offender needs in a residential facility, such as food
service, emergency medical care, and offender financial management. The secor
group is more difficult to standardize due to differences in program philosophy an
availability or access to existing community services.
Community Corrections programs are encouraged to refer offenders to existing
social services agencies when possible to avoid costly duplication of services.
Offenders can then be matched with specialized resources that will continue to
support and assist them after completion of Community Corrections.
Specific offender services needed for residents of facilities should be identified b'
monitoring the results of the screening and assessment procedures detailed in Ca.,
Management (6.000). From prior research conducted by the Division of Criminal
Justice, two factors were identified to be significant regarding offenders' succes?
or failure in Community Corrections:
1. Employment
2. Substance Abuse
The standards place specific emphasis on these two services, and more generally
address mental health, education, and other services for offenders.
34
7.000 SERVICES STANDARDS
[REVISED: CCRS C.4.2.]
7.010: Residents shall have access to meals meeting nutritional requirements
established as U.S. Required Daily Averages. Food shall be stored,
prepared and served in compliance with all state and local codes, laws
and regulations. Meals:
a. Shall be approved and reviewed by a registered dietician.
b. Shall be specially prepared if required for documented medical
reasons.
(Note: Any food service that includes exclusive resident preparation, sub-
contracts with restaurants; service by outside vendors must be approved by
the local community corrections board and the Division of Criminal Justice.)
[REVISED: CCRS C.4.1.]
7.020: All offenders placed in residential facilities.shall be advised that
medical and dental services are the responsibility of the offender.
Within twelve (12) hours of arrival at a facility, each offender shall be
advised of the location of emergency medical and other health care
services within the community.
[REVISED: CCRS C.4.1.]
7.021: Upon placement of offenders in residential facilities, a health screening
shall be conducted to identify any obvious medical complications that
would affect placement.
The above screening shall be documented by date, time, a.nd signature
of staff performing the screening.
[REVISED: CCRS c.4.1 .]
7.022: Agency will have at least one staff member on duty at all times who
is trained in emergency first aid and CPR. In addition, agency policy
and procedures will direct staff response to offender medical
emergencies.
35
[REVISED: CCRS C.4.1 .]
7.023: Agency will have on site at all times a first aid manual and supplies
approved by a recognized health authority.
•
[REVISED: CCRS c.4.1.)
7.024: All prescribed medications for offenders shall be secured and their use
shall be monitored to insure compliance with instructions of the
prescribing medical authority. Records shall be kept to document
distribution of medications to residents and these records and
medications shall be audited at least twice each month. Policy and
procedures will govern the disposal of unused medications.
[NO CHANGE: CCRS A.4.6.]
7.030: Documentation will be maintained that provides for individual
recording of financial transactions related to placement in the facility
(such as earnings, subsistence fees, restitution, fines, and savings).
Receipts shall be provided to offenders for each•payment made
directly to the program. Monthly statements shall be provided to each
offender with the status of offender funds (if maintained by the
program) as well as the status of bills or debts to the program. A final
financial statement shall be provided to both the offender and the
referral agency upon termination, with a copy kept by the program for
at least three years.
[NEW]
7.040: Each agency shall provide for appropriate referrals to qualified
treatment providers to meet the needs of the offenders accepted for
placement. Participation and progress in treatment shall be regularly
monitored by the program. Offenders shall be advised upon intake, or
upon a decision to refer, as to the reasons for the referral, their
responsibilities for payment and participation in treatment.
[REVISED: CCRS C.3.2.-G.] • r
7.041 : The agency will develop a specific plan to address offender substance
abuse programming, revised or updated at the beginning of each
contract year. The plan will include procedures for assessment,
referral, treatment and monitoring. Treatment resourdes should be
described in detail.
Discussion/Definitions: Standard 6.03 requires an assessment that will
differentiate levels of addiction or substance abuse. Programs would be
36
expected to use this process to determine individual treatment needs. While
programs are encouraged to freely offer various types of individual or group
education and treatment, they are required, at a minimum, to maintain
listings of other treatment resources and refer offenders to the most
appropriate service based on assessment conclusions.
[REVISED: CCRS C.3.2.-C.]
7.042: The agency will develop a specific plan to address offender
employment services, revised or updated at the beginning of each
contract year. The plan will include procedures for job readiness,
aptitude testing, job referrals, and facility phone access during
business hours. Employment resources shall be described in detail.
Discussion/Definition:Agencies shall develop specific strategies for
minimizing common obstacles to job-finding for underemployed or indigent
offenders. Issues that should be addressed clearly include: inadequate
transportation and phone access, insufficient support during the job search
process, and lack of familiarity with local employment resources.
[NEW]
7.050: Each facility shall provide space for visits by family members,
attorneys, criminal justice officials and other appropriate visitors and
maintain policies and procedures to monitor and control such visits.
Discussion/Definitions: This standard is related to 3.030 (maintaining
community and family ties), 4. 140 (facility security), and 5.040
(providing space in facilities).
37
Hello