BUREAU OF MONITORING AND QUALITY IMPROVEMENT PROGRAM REPORT FOR

Transcription

1 S T A T E O F F L O R I D A D E P A R T M E N T O F J U V E N I L E J U S T I C E BUREAU OF MONITORING AND QUALITY IMPROVEMENT PROGRAM REPORT FOR Probation and Community Intervention Circuit 13 Department of Juvenile Justice (State-Operated) 3012 Highway 301, Suite 700 Tampa, Florida Review Date(s): July 25-27, 2017 PROMOTING CONTINUOUS IMPROVEMENT AND ACCOUNTABILITY IN JUVENILE JUSTICE PROGRAMS AND SERVICES

2 Rating Definitions Ratings were assigned to each indicator by the review team using the following definitions: Compliance Limited Compliance Failed Compliance No exceptions to the requirements of the indicator; or limited, unintentional, and/or non-systemic exceptions that do not result in reduced or substandard service delivery; or systemic exceptions with corrective action already applied and demonstrated. Systemic exceptions to the requirements of the indicator; exceptions to the requirements of the indicator that result in the interruption of service delivery; and/or typically require oversight by management to address the issues systemically. The absence of a component(s) essential to the requirements of the indicator that typically requires immediate follow-up and response to remediate the issue and ensure service delivery. Review Team The Bureau of Monitoring and Quality Improvement wishes to thank the following review team members for their participation in this review, and for promoting continuous improvement and accountability in juvenile justice programs and services in Florida: Paul Sheffer, Office of Program Accountability, Lead Reviewer (Standard 1, 2, & 3) Toni Del Regno, Office of Program Accountability, Program Monitor (Standards 2 and 3) Glenn Garvey, Office of Program Accountability, Program Monitor (Standards 2 and 3) Felicia Goldstein, Office of Program Accountability, Program Monitor (Standards 2 and 3) Michelle Hancock, DJJ Probation, Circuit 6, Senior Juvenile Probation Officer (Standards 2 and 3) Kimberly Myers, DJJ Probation, Circuit 6, Senior Juvenile Probation Officer (Standards 2 and 3)

3 Program Name: Probation & Community Intervention Circuit 13 MQI Program Code: 1188 Provider Name: Department of Juvenile Justice Contract Number: N/A Location: Hillsborough County / Circuit 13 Number of Beds: N/A Review Date(s): July 25-27, 2017 Lead Reviewer Code: 118 Methodology This review was conducted in accordance with FDJJ-2000 (Contract Management and Program Monitoring and Quality Improvement Policy and Procedures), and focused on the areas of (1) Management Accountability, (2) Assessment Services, and (3) Intervention Services, which are included in the Probation and Community Intervention Standards. Persons Interviewed Program Director DJJ Monitor DHA or designee DMHCA or designee # Case Managers # Clinical Staff # Food Service Personnel # Healthcare Staff # Maintenance Personnel # Program Supervisors 3 # Other (listed by title): Chief Probation Officer, Assistant Chief Documents Reviewed Probation Officer, and Government Operations Consultant I. Accreditation Reports Affidavit of Good Moral Character CCC Reports Confinement Reports Continuity of Operation Plan Contract Monitoring Reports Contract Scope of Services Egress Plans Escape Notification/Logs Exposure Control Plan Fire Drill Log Fire Inspection Report Fire Prevention Plan Grievance Process/Records Key Control Log Logbooks Medical and Mental Health Alerts PAR Reports Precautionary Observation Logs Program Schedules Sick Call Logs Supplemental Contracts Table of Organization Telephone Logs Surveys Vehicle Inspection Reports Visitation Logs Youth Handbook # Health Records # MH/SA Records # Personnel Records # Training Records/CORE 10 # Youth Records (Closed) 45 # Youth Records (Open) # Other: 0 # Youth 0 # Direct Care Staff # Other: Observations During Review Admissions Confinement Facility and Grounds First Aid Kit(s) Group Meals Medical Clinic Medication Administration Posting of Abuse Hotline Program Activities Recreation Searches Security Video Tapes Sick Call Social Skill Modeling by Staff Staff Interactions with Youth Comments Staff Supervision of Youth Tool Inventory and Storage Toxic Item Inventory and Storage Transition/Exit Conferences Treatment Team Meetings Use of Mechanical Restraints Youth Movement and Counts Items not marked were either not applicable or not available for review. Office of Program Accountability Page 3 of 20 (Revised July 2016)

4 Standard 1: Management Accountability Probation and Community Intervention Rating Profile Indicator Ratings Standard 1 - Management Accountability 1.01 * Initial Background Screening 1.02 Five-Year Rescreening 1.03 Protective Action Response (PAR) Non-Applicable 1.04 Pre-Service/Certification Training 1.05 In-Service Training 1.06 *Incident Reporting 1.07 *Abuse Free Environment * The Department has identified certain key critical indicators. These indicators represent critical areas that require immediate attention if a program operates below Department standards. A program must therefore achieve at least a Compliance rating in each of these indicators. Failure to do so will result in a program alert form being completed and distributed to the appropriate program area (detention, residential, probation). Office of Program Accountability Page 4 of 20 (Revised July 2016)

5 Standard 2: Assessment Services Probation and Community Intervention Rating Profile Indicator Ratings Standard 2 - Assessment and Performance Plan 2.01 Positive Achievement Change Tool (PACT) Pre-Screen 2.02 PACT Full Assessment 2.03 PACT Reassessment 2.04 Mental Health/Substance Abuse Screening Limited 2.05 * Comprehensive Assessment 2.06 State Attorney Recommendation (SAR) 2.07 Pre-Disposition Report (PDR) * The Department has identified certain key critical indicators. These indicators represent critical areas that require immediate attention if a program operates below Department standards. A program must therefore achieve at least a Compliance rating in each of these indicators. Failure to do so will result in a program alert form being completed and distributed to the appropriate program area (detention, residential, probation). Office of Program Accountability Page 5 of 20 (Revised July 2017)

6 Standard 3: Intervention Services Probation and Community Intervention Rating Profile Indicator Ratings Standard 3 - Mental Health and Substance Abuse Services 3.01 Youth-Empowered Success (YES) Plan Development 3.02 Youth Requirement/PACT Goal Elements 3.03 * Transitional Planning/Reintegration 3.04 * Referrals for Intervention and Treatment Services 3.05 YES Plan Implementation/Supervision 3.06 Ninety-Day Supervisory Reviews 3.07 Ninety-Day Yes Plan Updates Limited 3.08 Termination of Supervision * The Department has identified certain key critical indicators. These indicators represent critical areas that require immediate attention if a program operates below Department standards. A program must therefore achieve at least a Compliance rating in each of these indicators. Failure to do so will result in a program alert form being completed and distributed to the appropriate program area (detention, residential, probation). Office of Program Accountability Page 6 of 20 (Revised July 2017)

7 Strengths and Innovative Approaches Probation and Community Intervention Circuit 13 is one of the states four sites which have the Juvenile Services Initiative Program. They have a Juvenile Alternative Services monitor whom is part of the Juvenile Detention Initiative (JDAI) program who supervises home detention youth along with youth released on alternatives to secure detention status. Another JDAI is their Domestic Violence Respite Program where youth charged with Domestic Violence can go to the children in need of services/ families in need of services (CINS /FINS) shelter for up to fourteen days to initiate services instead of secure detention. They also recently initiated the startup of an evening reporting center. The center serves youth in the zip code area, who are at risk of commitment. The circuit works closely with the Department of Children and Families (DCF), Eckerd Kids, and Success for Kids to serve youth who are at extreme risk to reoffend and have mental health, substance abuse issues, or a potential lockout. A Success for Kids caseworker attends all detention hearings and assists with the staffing s and targeted case management services. The circuit has worked with alternative school sites to develop an incentive program to assist with the completion of court ordered sanctions while improving attendance, behavior, and performance at the site. The goal is to reward these students for improving their attendance, by having them earn credit towards their community service hours at the same time. Office of Program Accountability Page 7 of 20 (Revised July 2017)

8 Standard 1: Management Accountability Overview Probation and Community Intervention - Circuit 13 consists of nine units in Hillsborough County. The circuit management team consists of a chief probation officer, one assistant chief probation officer, and two government operations consultants. The government operations consultant I processes interstate/intrastate compact requests, conducts their community reentry team (CRT) meetings, and is assigned to special projects. Their government operations consultant II is the reform specialist, who has several initiatives they are working on specific to the circuit. Most of the units in the circuit provide intake and supervision duties, with three juvenile probation officers providing transition services for the entire circuit. They also have a court unit which handles all court divisions, and a unit which handles all specialized crossover cases with the Department of Children and Families (DCF) and sex offense cases. At the time of the annual compliance review the circuit had the following vacancies: one senior juvenile probation officer, one secretary specialist, and six juvenile probation officers Initial Background Screening Compliance Background screening is conducted for all Department employees, contracted provider and grant recipient employees, volunteers, mentors, and interns with access to youth. The background screening process is completed prior to hiring an employee or utilizing the services of a volunteer, mentor, or intern. An Annual Affidavit of Compliance with Level 2 Screening Standards is completed annually. Five staff members were hired since the last annual compliance review. Circuit 13 had no volunteers or interns who started with the circuit during this annual compliance review period. Each of the five staff received an initial background screening, prior to their date of hire. None of these staff required an exemption. The Annual Affidavit of Compliance with Level 2 Screening Standards was submitted to the Department s Background Screening Unit on January 3, 2017, meeting the annual requirement Five-Year Rescreening Compliance Background screening is conducted for all Department employees, contracted provider and grant recipient employees, volunteers, mentors, and interns with access to youth. Employees and volunteers are rescreened every five years from the initial date of employment. Probation and Community Intervention Circuit 13 had six staff applicable for five-year background rescreening during this annual compliance review period. A review of the Department s Background Screening Unit (BSU) system found all six staff received rescreening prior to their anniversary date. Office of Program Accountability Page 8 of 20 (Revised July 2017)

9 1.03 Protective Action Response (PAR) Non-Applicable The program uses physical intervention techniques in accordance with Florida Administrative Code. Any time staff uses a physical intervention technique, such as countermoves, control techniques, takedowns, or application of mechanical restraints (other than for regular transports), a PAR Incident Report is completed and filed in accordance with the Florida Administrative Code. There have been no Protective Action Response (PAR) incidents during the review period; therefore, this indicator rates as non-applicable Pre-Service/Certification Training Compliance Contracted and state non-residential staff are trained in accordance with Florida Administrative Code. Contracted and state non-residential staff satisfy pre-service/certification requirements specified by Florida Administrative Code within 180 days of hiring. Probation and Community Intervention Circuit 13 hired four new Juvenile Probation Officers during this annual compliance review period. A review of the four training files revealed two of the four staff members completed phase one, phase two, and received certification as a juvenile probation officer (JPO). Each of the staff were certified within 180 days of their hire date. The other two staff completed phase one training, and are on target to complete phase two and earn their JPO certification within 180 days of hire In-Service Training Compliance Contracted and state non-residential staff completes in-service training in accordance with Florida Administrative Code. Contracted and state non-residential staff completes twenty-four hours of in-service training, including mandatory topics specified in Florida Administrative Code, each calendar year, effective the year after pre-service/certification training is completed. Supervisory staff completes eight hours of training (as part of the twenty-four hours of annual inservice training) in the areas specified in Florida Administrative Code. Nine staff training files were reviewed for in-service training requirements. All staff exceeded the required twenty-four hours of in-service training. All nine staff received training in Protective Action Response (PAR), cardiopulmonary resuscitation (CPR), first aid, suicide training, and professionalism and ethics. Three juvenile probation officer supervisors were included in the sample. A review of their training files reflected each completed the required eight hours of supervisory training. The program provided the review team with the Probation Central Region in-service training plan, which was last approved by the Department s Office of Staff Development and Training on December 16, Incident Reporting (CCC) Compliance Whenever a reportable incident occurs, the program notifies the Department s Central Communications Center (CCC) within two hours of the incident, or within two hours of becoming aware of the incident. A review of the Department s Central Communications Center (CCC) reports for the past six months revealed Probation and Community Intervention Circuit 13 had five reportable Office of Program Accountability Page 9 of 20 (Revised July 2017)

10 incidents. All five were reported within the required two-hour time frame. Four of the incidents were for pre-placement absconders, and the other one was for media attention. The annual compliance review team did not observe any reportable incidents which had not been reported to the CCC during the review period Abuse-Free Environment Compliance Any person who knows, or has reasonable cause to suspect, a child is abused, abandoned, or neglected by a parent, legal custodian, caregiver, or other person responsible for the child's welfare, as defined by Florida Statute, or a child is in need of supervision and care and has no parent, legal custodian, or responsible adult relative immediately known and available to provide supervision and care, reports such knowledge or suspicion to the Florida Abuse Hotline. A review of forty-five youth files found none were applicable for the reporting of an abuse incident. A review of all Central Communications Center (CCC) reports, and an interview with the chief probation officer (CPO) and assistant chief probation officer (ACPO), revealed there were no internal incident reports for known or alleged abuse since the last annual compliance review. A review of five personnel files confirmed each staff signs the Department of Juvenile Justice Employee Code of Conduct, which requires professional behavior and demeanor at all times. The circuit office had postings to make youth and their parent/guardian aware of the Florida Abuse Hotline and CCC telephone numbers. Office of Program Accountability Page 10 of 20 (Revised July 2017)

11 Standard 2: Assessment Services Overview Juvenile probation officers (JPOs) are responsible for conducting intake and assessment services on all youth presented to the Department with violations of the criminal code. During the intake process, JPOs and/or Juvenile Assessment Center (JAC) screeners are responsible for completing the intake wizard in the Department s Juvenile Justice Information System (JJIS), which captures each youth s demographic information and criminal record. The JPO and/or JAC screener are also required to complete a Positive Achievement Change Tool (PACT) Prescreen, the PACT Full Assessment (when applicable), the PACT Mental Health and Substance Abuse Screening and Referral form, a Massachusetts Youth Screening Instrument Version II (MAYSI-2), and a Suicide Risk Screening Instrument (SRSI). When required, the JPO will also complete State Attorney Recommendations (SAR) and Pre-Disposition Reports (PDR) Positive Achievement Change Tool (PACT) Pre-Screen Compliance Staff complete the PACT Pre-Screen whenever a youth is referred to the Department for a new law charge (taken into custody or at-large) or taken into custody and screened for a non-law violation of supervision. There was documentation in each of the forty-five reviewed files reflecting a Positive Achievement Change Tool (PACT) Pre-Screen was completed when a referral was received for screening due to a new law violation, or when the youth was screened for a non-law violation of supervision. A review of eight applicable files documented the PACT Pre- Screen was completed prior to the completion of the State Attorney Recommendation (SAR) in each of the reviewed documents PACT Full Assessment Compliance Staff complete the PACT Full Assessment for youth designated Moderate-High or High-risk to reoffend by the Pre-Screen PACT, if being referred for Redirections, or if residential commitment is anticipated. Twenty-four applicable files were reviewed for the completion of a Positive Achievement Change Tool (PACT) Full Assessment based on their risk to reoffend. Each of the twenty-four reviewed files contained a PACT Full Assessment, completed by the juvenile probation officer within the required time frame PACT Reassessment Compliance Staff complete PACT Reassessments for youth on probation, conditional release, and postcommitment probation. The juvenile probation officer (JPO) is responsible for completing a Positive Achievement Change Tool (PACT) reassessment for all youth on either probation, conditional release, or post commitment probation every 180 days. A PACT reassessment was completed at least once Office of Program Accountability Page 11 of 20 (Revised July 2017)

12 within 180 calendar days for each of the sixteen youth identified as either moderate-high or high risk to reoffend. For those youth designated low or moderate-risk to re-offend, nineteen of twenty applicable youth had a PACT pre-screen completed, at least once within 180 calendar days. All twenty-four youth who were presented with a new law violation, after each new disposition, and as needed for pre- and post-testing for certain delinquency interventions, requiring completion of a new PACT, had documentation indicating a PACT Reassessment was completed by a JPO Mental Health/Substance Abuse Screening Limited Compliance Whenever a youth is referred to the Department for a new law charge (taken into custody or atlarge) or taken into custody and screened for a non-law violation of supervision, staff shall complete the PACT Mental Health and Substance Abuse Screening Report and Referral Form (Form DJJ/PACTFRM 1). Department policy requires each youth to be screened using Positive Achievement Change Tool (PACT) Mental Health and Substance Abuse Screening Report, the Massachusetts Youth Screening Instrument - Version II (MAYSI-2), and the Suicide Risk Screening Instrument (SRSI) as the mental health screening instruments. The PACT Mental Health and Substance Abuse Screening Report and Referral form was completed in thirty of thirty-one applicable reviewed files. The MAYSI-2 was completed in all thirty-one applicable reviewed files. Subsequently, qualified staff completed a Suicide Risk Screening Instrument (SRSI) on thirty of thirty-one youth who were screened and determined to be in need of further assessment due to possible suicide risk. None of the fourteen applicable youth who were released to detention had documentation reflecting a review of the PACT Mental Health and Substance Abuse Screening Report and Referral Forms by the detention transport staff Most of the forms had secure, or something similar written on the form, but none had the required signature from a juvenile justice detention officer (JJDO) on page two of the referral form. All packets were uploaded into the Juvenile Justice Information System (JJIS) and the JJDOs had to complete their section of the SRSI when they completed the youth s admission into the detention center. By completing the SRSI at the detention center, the JJDO was made aware of the youth s risk of suicide. Sixteen youth released to their parents/guardians were identified as being in need of a comprehensive assessment. Fourteen of the sixteen files contained documentation reflecting the parents/guardians were notified of the need for a comprehensive assessment upon release from detention screening or at the close of their intake meeting. Screening results for the juvenile assessment centers are forwarded to the Agency for Community Treatment Services (ACTS), which completes their assessments when there are any hits or concerns found on any of the screening tools. Seven of the youth who were released to their parents/guardians were found to be at risk of suicide as a result of the screenings. The documentation also reflected the parent/guardian was provided the Suicide Risk Screening Parent/Guardian Notification Form (MHSA 003) upon their release for all seven applicable youth. Twelve of the screened youth were found to be at risk for suicide. The procedure within the Juvenile Assessment Center(JAC) is to notify the deputy, supervising the youth, of the need for the youth to be placed on suicide precaution. The review found this notification was made in eleven of the twelve applicable files; however, there was no documentation reflecting the appropriate suicide precaution supervision was provided to any of the twelve youth during the remainder of the time they were in the JAC. The documentation Office of Program Accountability Page 12 of 20 (Revised July 2017)

13 provided to the review team was copies of the Sheriff Office observation log. The youth to be placed on suicide precaution had an asterisk next to the youth s name in the observation log. There was no other documentation to support these identified youth were supervised as required while on precautionary observation Comprehensive Assessment Compliance Youth shall be referred for a comprehensive assessment (e.g., TASC/SAMH) if the PACT Mental Health and Substance Abuse Screening Report and Referral Form indicates a need for further assessment. Twenty-seven youth case files were applicable for a referral for a comprehensive assessment, based on the Positive Achievement Change Tool (PACT), Mental Health and Substance Abuse (MHSA) Screening Report and Referral form, and the Massachusetts Youth Screening Instrument - Second Version (MAYSI-2). A review of the files found twenty-six of twenty-seven contained documentation indicating a referral for a comprehensive assessment had been completed. Twenty-four assessments were reviewed and referrals were documented in each file for the recommended services. The comprehensive assessment was forwarded to the detention center for four of the five applicable youth State Attorney Recommendation (SAR) Compliance Staff shall complete the State Attorney Recommendation (SAR) (Form DJJ/PACTFRM 3) to document the Department s recommendation of judicial or non-judicial handling of the case, unless waived pursuant to an Interagency Agreement with the local State Attorney s Office (SAO), or the SAO makes a filing decision prior to the twenty-day deadline for non-detained youth. Probation and Community Intervention Circuit 13 has an interagency agreement with the State Attorney s Office which only requires the completion of a State Attorney Recommendation (SAR) for cases in which there is a recommendation for non-judicial handling or for cases considered for referral to the Criminal Felony Division (Adult Court). Three of the forty-five reviewed files were applicable for the completion of a SAR. The circuit provided five additional examples for review. All eight files documented the completion of a Positive Achievement Change Tool (PACT) Pre-Screen prior to the SAR being done. All eight reviewed SARs reflected the critical issues identified by the PACT were further discussed in the narrative section of the SAR. The youth scored either low or moderate-risk to reoffend on the PACT in seven of the files and the youth were considered for non-judicial action or diversion in each of these files. All eight SARs were submitted to the court within the required time frame, and each of the eight SARs were reviewed by a supervisor prior to submission to the court Pre-Disposition Report (PDR) Compliance Staff shall prepare the Pre-Disposition Report (PDR) (Form DJJ/PACTFRM 5) when ordered by the court, detailing the Department s recommendation for disposition and interventions to address needs in the most appropriate, least-restrictive environment reasonably ensuring public safety. A review of forty-five youth files found seven applicable for the completion of a Pre-Disposition Report (PDR). Three of the reviewed PDRs were for youth who scored moderate-high or high on the Positive Achievement Change Tool (PACT). Each of the youth had a PACT Full Assessment completed prior to the PDR. Five of the seven PDRs contained treatment needs Office of Program Accountability Page 13 of 20 (Revised July 2017)

14 identified by the PACT and/or other sources. Each reviewed PDR also included recommendations for disposition based on the least-restrictive resources available to the youth which provide adequate necessary services identified by the Department. All seven files contained documentation indicating the PDR was reviewed by a juvenile probation officer supervisor, and was submitted to the court at least forty-eight hours prior to disposition. Office of Program Accountability Page 14 of 20 (Revised July 2017)

15 Standard 3: Intervention Services Overview Juvenile probation officers (JPOs) are responsible for completing the Youth-Empowered Success (YES) Plan within thirty-days of a youth being placed under their supervision. The YES Plan is to be negotiated and developed with the help of the youth and parent/guardian, and they are to receive a signed and approved copy of the YES Plan. Youth designated as either moderate-high or high-risk to reoffend as the result of a Positive Achievement Change Tool (PACT) Assessment are required to have a PACT change goal incorporated into their YES Plan. Additionally, all youth designated as high-risk to reoffend must be referred to an evidence based service, which is also included in the YES Plan. Once the plan has been approved and agreed on by all parties, the JPO is required to document all case activities in the Juvenile Justice Information Systems (JJIS) case note system. The JPO is required to document all contacts with youth, parent/guardian, collateral sources, and providers in the JJIS case note detailing how the youth is adjusting to and completing the requirements set forth by the court and the YES Plan. The YES Plans are required to be updated by the JPO every ninety days and subsequently approved by the juvenile probation officer supervisor (JPOS) Youth-Empowered Success (YES) Plan Development Compliance Staff complete the YES Plan (Form DJJ/PACTFRM 4) for youth on Probation, Conditional Release, and Post-Commitment Probation. A review of forty-five youth files found each contained the required Youth-Empowered Success (YES) Plans. Forty-two of forty-five plans had documentation reflecting a new Positive Achievement Change Tool (PACT) was completed after placement on probation or release from a residential program. Forty of forty-five initial plans documented the participation of each youth and parent/guardian in the development of the plan. Thirty-nine of forty-five initial plans were signed by the youth within thirty days of disposition and/or release from a residential program. Four of the remaining plans were signed late, and two were not signed due to the youth being placed in the county jail due to being direct filed to adult court. Thirty-nine of forty-five reviewed initial YES Plans were signed by each youth s parent/guardian within thirty days of each youth s placement on probation and/or release from a residential program. Four of the remining plans were signed late, and two were not signed due to the youth being placed in jail. Forty-two of forty-five reviewed initial YES Plans were created and signed by the juvenile probation officer (JPO) within thirty days of each youth s disposition and/or release from a residential program. The three remaining plans were completed; however, they were completed after the thirty-day time frame. Forty-one of the forty-five reviewed YES plan were signed by a juvenile probation officer supervisor (JPOS) within the thirty-day requirement. Two were signed/approved late, and the other two were not signed. There was documentation in thirty-eight of forty-three applicable files reflecting the youth and parent/guardian were provided a copy of the approved YES Plan upon their review and signature. Office of Program Accountability Page 15 of 20 (Revised July 2017)

16 3.02 Youth Requirements/PACT Goal Elements Compliance For youth designated Moderate-High or High-risk to reoffend by the PACT, the YES Plan includes at least one Change Goal. The YES Plan provides appropriate and individualized target dates for the completion of each Youth Requirement and Goal. All Youth Requirement and Goal action steps include the intervention plan elements (i.e., who, what, and how often). Twenty-one of the twenty-two applicable Youth-Empowered Success (YES) Plans contained a change goal for each youth with a moderate-high or high-risk to reoffend on the Positive Achievement Change Tool (PACT). Twenty of the twenty-one applicable files, with change goals, addressed at least one of each of the youth s top three criminogenic needs. The other youth did not have a new PACT Full Assessment completed after his release from his commitment program, so there was no way to determine if the current assigned change goal addressed one of his current top three criminogenic needs. Eleven applicable files were reviewed for youth who were classified as high risk on the PACT. Evidence-based interventions were identified in seven of the eleven applicable files. Three of the four remaining files had clear documentation of the barriers indicating why each youth could not participate in an evidencebased intervention. The forty-five reviewed YES Plans contained 325 youth requirements and change goals. The intervention elements of who, what, and how often were identified in 311 of the 325 youth requirements and change goals for the youth and parent/guardian. The intervention elements of who, what, and how often were identified in 285 of 325 youth requirements and change goals for the juvenile probation officer. Appropriate target dates were provided in 281 of 325 youth requirements and change goals Transitional Planning/Reintegration Compliance Juvenile Probation Officers actively participate in the transitional planning process for youth who are being released from a residential program on Conditional Release (CR), Post-Commitment Probation (PCP), or Direct Discharge. For conditional release and post-commitment probation youth, the YES Plan must address recommendations from the residential program made during transition and any other criminogenic need(s). Seven applicable youth files for transition planning requirements were reviewed. Monthly contacts with parents/guardians during residential placement were documented in six of the seven reviewed files. Case notes clearly documented juvenile probation officers (JPOs) participated in monthly treatment team meetings or followed-up with the residential program within seventy-two hours of treatment team meetings in all seven reviewed files. Five applicable files contained documentation validating the JPO assisted program staff and parent/guardians to ensure communication was conducive to each youth s successful completion of the program. Each of the seven reviewed files contained documentation reflecting the JPO participated in the transition conference. All seven files documented the JPO had at least one face-to-face contact with the youth while they were in the residential program or telephonic contact when the youth was in a residential program over fifty miles away. Each of the seven files had documentation reflecting the JPO participated in the exit conference. All seven cases files contained validation of the JPOs receipt of the Pre-Released Notification (PRN). Additionally, six of the seven PRNs were submitted to the court within three days of receipt by the JPO. The other PRN was submitted a few days late while the JPO worked to verify the actual placement for the youth upon their discharge. All seven youth had a community based reentry team (CRT) meeting held prior to their release. All seven of the initial YES Plans addressed recommendations made at transition conference, the exit conference, or within the discharge summary. The reviewed documentation reflected each youth had the appropriate referrals for services made prior to their Office of Program Accountability Page 16 of 20 (Revised July 2017)

17 release from commitment. Each file documented follow-up with service providers within thirty days of the referral Referrals for Intervention and Treatment Services Compliance Staff shall ensure all referrals for services are made as indicated by the court order or as negotiated to address criminogenic needs identified by the PACT (for youth who are Moderate- High or High risk to reoffend), and youth identified as in need of further assessment on the PACT Mental Health and Substance Abuse Report and Referral Form are referred for and receive a Comprehensive Assessment. Referrals for mental health and substance abuse treatment services are based upon Comprehensive Assessment findings and recommendations and the youth s YES Plan. Staff shall develop a follow-up and monitoring plan for all referrals for treatment made as a result of the Comprehensive Assessment and YES Plan. If referred for services, staff follows up with the service provider within thirty days to ensure the youth and parent/guardian have taken the appropriate steps to initiate services. Staff receives, reviews, and documents written and verbal progress reports from the provider. Staff shall act upon negative reports, such as missed appointments or lack of participation, and document the response in the case notes. Thirty-nine youth required referrals for services based on the goal requirements in their initial Youth-Empowered Success (YES) Plan. There was documentation in the case notes of twentynine of the youth being referred to appropriate services within ten days. Six had this completed late, and four were not made. Twenty-six of the thirty-three files had documentation the juvenile probation officer (JPO) followed-up with the service providers, within thirty days, to verify enrollment or initiation of services. Follow-up was done late in three files, and it was not done at all in four files. Progress reports, both written and verbal, were received and documented by JPOs in seventeen of nineteen applicable files. Seven of eight files documented follow-up based on the information received in the progress reports from the provider, when needed YES Plan Implementation/Supervision Compliance Youth on supervision (Probation, Conditional Release, or Post-Commitment Probation) are supervised in a manner ensuring compliance with the court order and the completion of the YES Plan (Youth Requirements and PACT Goals). Case notes demonstrate compliance (or attempted compliance) with youth, parent/guardian, and staff action steps contained in the YES Plan. The forty-five reviewed files contained 466 juvenile probation officer (JPO) action steps of faceto-face visits, telephone contacts, home and school visits, and collateral contacts. The documentation indicated 367 of these action steps were completed within the initial ninety-day time frame. There were seventy JPO action steps of face-to-face visits, telephone contacts, home and school visits, and collateral contacts required within the second ninety-day time frame for applicable youth. Sixty-two of the action steps were completed by the JPO. Documentation of interactions with the youth, parent/guardian, and providers were found in the reviewed case notes for all youth. All youth files reviewed were for youth who were in their initial 180 days of supervision. During the first ninety-day period of supervision, there were forty-one youth who were applicable for the completion of monthly face-to-face contacts by their assigned JPO. Monthly face-to-face contacts were completed for all twenty low and moderate-risk to reoffend youth within the first ninety-day period of supervision. During this same time frame, monthly face-to-face contacts Office of Program Accountability Page 17 of 20 (Revised July 2017)

18 were completed with the parent/guardians for eighteen of the twenty youth. The required twice a month face-to-face contacts were completed for sixteen of twenty-one moderate-high and highrisk to reoffend youth within the first ninety-day period of supervision. During this same time frame, monthly face-to-face contacts were completed with the parent/guardians for eighteen of the twenty-one youth. During the second ninety-day period of supervision, there were twenty youth who were applicable for the completion of monthly face-to-face contacts by their assigned JPO. Monthly face-to-face contacts were completed for thirteen of fourteen low and moderate-risk to reoffend youth within the first ninety-day period of supervision. During this same time frame, monthly face-to-face contacts were completed with the parent/guardians for all fourteen youth. The required twice a month face-to-face contacts were completed for all six moderate-high and highrisk to reoffend youth within the second ninety-day period of supervision. During this same time frame, monthly face-to-face contacts were completed with the parent/guardians for all six youth Ninety-Day Supervisory Reviews Compliance Cases under supervision (probation, conditional release, post-commitment probation) are reviewed by the supervisor at least once every ninety calendar days. The supervisor ensures staff review any instructions given during the review, and ensures they were followed during the subsequent review. A review of forty-five case files found all were applicable for an initial thirty-day supervisory review of the Youth Empowered Success (YES) Plan. Forty-one of forty-five cases received an initial thirty-day review within the required time frame. All completed reviews were documented in the Juvenile Justice Information System (JJIS) case notes. Two were signed and approved late, and the other two were not reviewed, nor signed. A review of thirty-one applicable ninetyday supervisory reviews documented twenty-six were completed prior to the first ninety days of each youth s supervision period. Four of the remaining reviews were completed late, and one was not completed. Each completed review was documented in the JJIS case notebook module. The reviews were found to contain relevant instructions pertaining to each case, and clear direction was provided for the juvenile probation officer (JPO) to follow moving forward. There were eleven applicable instances in which a supervisory review was required for a second ninety-day period of supervision. Each of these were conducted within the ninety-day timeframe Ninety-Day YES Plan Updates Limited Compliance Staff adjust the YES Plan to reflect any new needs and progress made during the course of supervision. Staff must make necessary updates to Youth Requirements and PACT Goals and save a new YES Plan in the Juvenile Justice Information System (JJIS) prior to ninety-day supervisory reviews. When updates are made to the YES Plan reasonably requiring the input of the youth and parent/guardian, this discussion is clearly documented in the case notes. The case notes clearly document any communication regarding the YES Plan. Thirty-one files were applicable for a ninety-day update to the Youth Empowered Success (YES) Plan. Twenty-two of thirty-one applicable files reflected the youth requirements were updated in the Department s Juvenile Justice Information System (JJIS) prior to the review. Additionally, only eleven of seventeen applicable files had the change goals updated in JJIS prior to the review. Twenty-three of twenty-eight applicable files had the target dates updated prior to the review. Only twenty-two of thirty-one files documented a new YES Plan was saved Office of Program Accountability Page 18 of 20 (Revised July 2017)

19 in JJIS prior to the supervisory review. Seven were late, and two were not done. Six of seven applicable files documented input from youth and parent/guardians on YES Plan updates when needed. Ten files were applicable for a second ninety-day review of the YES Plan. A new YES Plan was saved prior to the supervisory review in nine of the ten files. The other YES plan was not created. Updates were made to the youth requirements, change goals, and target dates, when appropriate Termination of Supervision Compliance The JPO requests termination for youth on Probation, Conditional Release, or Post- Commitment Probation upon successful completion of court-ordered sanctions and substantial compliance with restitution and/or court fees. Termination must also be requested if the Department is losing jurisdiction because the youth has reached the maximum age provided in statute or based on the maximum period of supervision applicable to the charge. Ten closed files were reviewed for termination of supervision. All ten youth had early termination requested, due to completion of all court-ordered sanctions. None were closed due to a loss of jurisdiction. A Progress Report was completed in all ten reviewed files. Each of the reviewed files contained documentation reflecting the juvenile probation officer contacted local law enforcement prior to requesting termination. Five of the closed files reviewed were for youth who scored moderate-high or high on the Positive Achievement Change Tool (PACT). Four of the five applicable reviewed progress reports contained a PACT Comparative Risk Factors Score Report. Each of the reviewed files were updated in the Department s Juvenile Justice Information System (JJIS) within five days of receipt of the court s termination. All ten reviewed files also had documentation validating the youth and parent/guardian were notified in writing of the youth s supervision termination. The letters to the parents/guardians and youth indicated if restitution was still pending in the eight applicable cases. Office of Program Accountability Page 19 of 20 (Revised July 2017)

20 Program Name: Probation & Community Intervention Circuit 13 MQI Program Code: 1188 Provider Name: Department of Juvenile Justice Contract Number: N/A Location: Hillsborough County / Circuit 13 Number of Beds: N/A Review Date(s): July 25-27, 2017 Lead Reviewer Code: 118 Overall Rating Summary The following limited and/or failed indicators require immediate corrective action. Limited Ratings 2.04 Mental Health/Substance Abuse Screening 3.07 Termination of Supervision Failed Ratings Office of Program Accountability Page 20 of 20 (Revised July 2017)