BUREAU OF MONITORING AND QUALITY IMPROVEMENT PROGRAM REPORT FOR

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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 University Area Community Development Corporation, Inc. Prodigy N. 22 nd Street Tampa, Florida Review Date(s): Fiscal Year PROMOTING CONTINUOUS IMPROVEMENT AND ACCOUNTABILITY IN JUVENILE JUSTICE PROGRAMS AND SERVICES

2 Deficiency Definitions Material results and observations derived from a contract or program monitoring which identifies the provider s failure to comply with specific terms and conditions of the contract as they relate to the provider s service delivery, operations and financial stability. Deficiencies were described in a monitoring summary and a corrective action plan (if needed) was required from the provider to correct the deficiencies. Deficiencies are categorized into minor, major, and critical deficiencies. Minor Deficiency Major Deficiency Critical Deficiency Unintentional and/or non-systemic mistakes that do not result in reduced or substandard program, service nor are fraudulent transactions, or for state operated services a limited score on a non-critical compliance indicator. Minor deficiencies can be readily adjusted without the need of a corrective action plan or penalties. A contractual and/or program deficiency that results in an interruption of service delivery and/or the receipt of public funds for program services not delivered or repeated minor deficiencies that indicate no progress is being made to correct the deficiency. Major deficiencies require an outcome based corrective action plan (OBCAP) to ensure the deficiencies are corrected. A deficiency immediately affecting the safety, security or health of a youth under the Department s care, requiring immediate corrective action. Critical deficiencies may result in an outcome based corrective action plan (OBCAP). Review Team The Bureau of Monitoring and Quality Improvement wishes to thank the following supplemental review team members for their participation gathering information for the annual statewide rollup report, and for promoting continuous improvement and accountability in juvenile justice programs and services in Florida: Felicia Goldstein, Office of Program Accountability, Regional Monitor Melissa Johnson, Office of Program Accountability, Central Regional Monitoring Supervisor

3 Program Name: Prodigy MQI Program Code: NA Provider Name: University Area Community Development Corporation, Inc. Contract Number: Location: Statewide County / Circuit N/A Number of Slots: 3293 Review Date(s): Various throughout FY Lead Reviewer Code: 146/137 Methodology This review was conducted in accordance with FDJJ-2000 (Contract Management and Program Monitoring and Quality Improvement Policy and Procedures) and Statewide Monitoring Guidelines/Protocols, and focused on the areas of (1) Management Accountability and (2) Assessment Services, which are included in the provider s contractual requirements. Persons Interviewed Program Director Program Operations Monitor DHA or designee DMHCA or designee # Case Managers # Clinical Staff # Food Service Personnel # Healthcare Staff Documents Reviewed # Maintenance Personnel # Program Supervisors # Other (listed by title): Accreditation Reports Affidavit of Good Moral Character Assessments/Evaluations 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 Surveys Telephone Logs Vehicle Inspection Reports Visitation Logs Youth Handbook # Health Records # MH/SA Records # Personnel Records # Training Records/SkillPro # Youth Records (Closed) # Youth Records (Open) 1 # Other: Training files (Mentor) # Youth # 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 above not marked were either not applicable or not available for review. Statewide Annual Summary Report Office of Program Accountability Page 3 of 12 (Revised June 2015)

4 Strengths and Innovative Approaches All Prodigy sites participated in Prodigy s fifteen-year anniversary with the Prodigy 2015 Music Festival. The Prodigy Tampa I site began a Tampa Moves program. The pilot program is a mobile program which brings the Prodigy classes to parts of the central region communities which have need for prevention services, but are not located within a reasonable distance to a local Prodigy subcontract center. Office of Program Accountability Page 4 of 12 (Revised June 2015)

5 Overview University Area Community Development Corporation, Inc. (Prodigy) executed contract #10163 with the Department of Juvenile Justice on June 27, 2014, establishing ten locations to provide a prevention and diversion research model program, known as Prodigy Cultural Arts Program, serving youth in seven counties within central Florida. Prodigy is an after-school program for atrisk youth ages seven to seventeen. Prodigy uses a youth development model by infusing life skills in with cultural art lessons. Youth have the opportunity to enroll in classes such as art, dance, and music where the lesson plans incorporate social skills along with other life skills, so youth can remain out of the juvenile justice system. Youth may be referred to the provider for program services through a network of community stakeholders including the State Attorney s Office, the Juvenile Assessment Center, Education Establishments, and the Department of Juvenile Justice. The provider also hosts recruitment events and community outreach events to recruit additional program participants. General Description of Services The University Area Community Development Corporation, Inc. (UACDC) provides a prevention and diversion research model program for youth ages of seven to seventeen. The program is offered in Hillsborough, Manatee, Sarasota, Pasco, Pinellas, Polk, and Orange Counties and is inclusive of Circuits 6, 9, 10, 12, and 13. Referred diversion youth are only served in Circuits 9 and 10. Wrap Around services are provided only to Prevention youth in Circuit 13. Services are provided by the provider and multiple subcontracted organizations. The focus of the program is to help improve the lives of at-risk youth by exploring the extent to which community-based organizations can engage youth successfully in artistic endeavors and art instruction, which improves the quality of life, community involvement, and the school performance of program participants. Youth to be Served Eligibility and Referral The community-based cultural arts program delivers services to prevention and diversion youth who, after completing program assessments, are found to be at-risk for entering or going further into the juvenile justice system. Diversion youth assigned to the program must meet the eligibility criteria of having committed a delinquent act which is a first or second degree misdemeanor or non-violent felony, and completed the Community Positive Achievement Change Tool (C-PACT). Referrals for services are received through community stakeholders including the State Attorney s Office, Juvenile Assessment Centers, Schools, community outreach events, and the Department of Juvenile Justice. Office of Program Accountability Page 5 of 12 (Revised June 2015)

6 Services to be Provided Application and Screening: Each program site will provide a face-to-face intake for eligible youth including the completion of a Prodigy application, orientation to the program, and the gathering of parent consent. The utilization of the application allows for the program to ensure the youth are screened for being at-risk for delinquency and meet the eligibility requirements of the program. Prevention Assessment Tool (PAT): Each program location is required to conduct a Prevention Assessment Tool (PAT) on every youth enrolled in the program. The assessment must be maintained in each youth s record and document the name of the staff completing the assessment. The assessment must then be entered into the Department s Juvenile Justice Information System (JJIS) within seventy-two hours of the youth s admittance to the program. Artistic Instruction: Each program location shall conduct classes in the visual and performing arts including media arts, theatre arts, and music. Programming sites operate year round. Actual visual and performing artistic classes run at a minimum of six hours per week, with an entire course being six weeks of class instruction. Showcases: Each program location shall conduct an annual visual and performing arts showcase. The provider shall select one month during the fiscal year to be designated as Prodigy Month in which, at a minimum, one showcase per county shall take place. Field Trips: Cultural arts and educational youth development field trips to venues such as local museums, theatre performances, cultural exhibits, and higher learning institutes shall be conducted a minimum of five times during the budget year. Wrap Around Services for Prevention youth Wrap around services include, but are not limited to, case management, non-clinical coaching/counseling including home and school visits, and referrals for mental health and/or substance abuse services for youth who, through the Prevention Assessment Tool, are identified as needing additional services. Development Services for Diversion Youth Diversion youth are provided skill development sessions on topics such as consequences of crime, violence prevention, social skills/personal growth, and the importance of law obedience. Record Keeping The provider shall maintain a case record for each youth served. The record shall contain, at a minimum, documentation of referral into the program, written parental consent, participant level data, and progress documentation. A daily sign-in sheet, signed by each youth receiving services, in the signer s own hand writing and an attestation from shall be maintained by the program staff to record the dates and activities of sanctions completed by the program youth and a list of names of those youth shall be maintained to record activity of the program. Office of Program Accountability Page 6 of 12 (Revised June 2015)

7 Referral for Other Support Services If mental health and/or substance abuse needs are identified by the PAT assessment, the local service provider shall refer the youth to an appropriate mental health and/or substance abuse provider. The program will also provide nonclinical coaching/counseling, if such needs are identified by the assessment. Staffing/Personnel The program manager works for the University Area Community Development Corporation (Prodigy) and is primarily responsible for managing a staff of individual contributors dedicated to the Department s funded Prodigy program. The position assists in ensuring all goals and objectives for the program are communicated to staff and expected results are achieved as efficiently and effectively as possible. The site liaison works for the University Area Community Development Corporation (Prodigy) and is preliminarily responsible for assuring that all Prodigy site locations are functioning in accordance with the Department s requirements, contractual obligations, and UACDC/Prodigy standards. The professional development specialist works for the University Area Community Development Corporation (Prodigy) and provides professional development to the staff of cultural arts instructors and all Department of Juvenile Justice funded program staff working in tandem with other resources to maximize the effectiveness of the Prodigy program. The administrative analyst works for the University Area Community Development Corporation (Prodigy) and is responsible for obtaining all required data from existing Prodigy site locations, ensuring accuracy and timely reporting of the data and providing any necessary data and other performance factors, as required by the Department. The site manager works for the subcontracted provider and manages program instructors for the implementation of instructional classes. They serve as point of contact to the community for program participants and are responsible for contractual goals at the program site. The program instructor/cultural arts instructor works for the subcontracted provider and facilitates the classes to the youth. They develop the lesson plans used during the classes. The instructor assistant works for the subcontracted provider and supports the artistic instructor in providing instruction to Prodigy participants. Staff Training Requirements Training shall be specific to the functions and responsibilities of each staff member. Administrative Staff - Information Security Awareness Training - Civil Rights - Sexual Harassment - CCC Reporting Office of Program Accountability Page 7 of 12 (Revised June 2015)

8 - DJJ Annual Safety Training Class - Trauma Informed Care (once during current employment) - New Hire Orientation (once during current employment) - Prison Rape Elimination Act (PREA) (once during current employment) Non-Direct Care Staff with access to youth - Shall complete the above trainings as well as; - CPR - First Aid/AED - Suicide Prevention - Child Abuse: Recognition, Reporting and Prevention Direct Care Staff - Shall complete the above trainings in addition to those outlined for compliance with Department Administrative Rule 63H Program Instructors and Instructor Assistants - Shall complete the above trainings and the following class-room specific trainings; - Lesson Plan Development - Teaching/Learning Styles - Classroom Management - Life Skills In addition to the above listed trainings, the provider shall ensure there is a Protective Action Response (PAR) certified staff on-site during program hours where diversion youth are present. Summary of Services Provided Site Specific The Prodigy site liaisons conducted annual programmatic monitoring for nine of the ten site locations. The Department s regional monitors conducted the annual programmatic monitoring for the Tampa I site location. The annual programmatic monitoring consisted of reviewing youth files and staff training files. The following documents were reviewed during the annual compliance monitoring visits: - Subcontract agreement - Prodigy Programmatic monitoring tool - Previous programmatic monitoring report - Program youth files - Youth eligibility documents - Prevention Assessment Tool (PAT) - Juvenile Justice Information System (JJIS) - Sign-In / Sign-Out sheets for classes - Field trip permission slips - Employee training binders - SkillPro course print outs Office of Program Accountability Page 8 of 12 (Revised June 2015)

9 Summary of Findings The programmatic annual monitoring for Heartland for Children Polk County was conducted February 23, At the conclusion of the programmatic monitoring only one exception was noted in the ten reviewed files by UACDC site liaison. One youth file reviewed was missing signin and sign-out times on two different dates in May All ten youth files contained the required documentation. No deficiencies were assigned by UACDC to the subcontractor as a result of the monitoring. The annual monitoring of staff training files was completed on March 1, At the conclusion of the training monitoring, the UACDC site liaison indicated the subcontractor was in compliance with the contract. Minor exceptions were noted in two of the five files reviewed. Two staff did not complete training within the subcontract terms; a deficiency was assigned by UACDC to this subcontractor as a result of this monitoring. Even though the training was not completed as required by the terms of the subcontract, all trainings were completed within the required time frames established by the Department. The site liaison completes monthly site visits to the program. The site manager is required to attend monthly meetings at UACDC. Follow-up on the program s corrective action plan for the deficiency was conducted during the site visits and the monthly meetings. The UACDC site liaison indicated the subcontractor was in compliance with all Department regulations. The annual monitoring for Boys & Girls Club of Tampa Bay Lacoochee was conducted March 23-24, The UACDC site liaison reviewed youth files and staff training during the annual programmatic monitoring. At the conclusion of the programmatic monitoring there were no exceptions noted in the ten files. At the conclusion of the training monitoring UACDC reported the subcontractor was in compliance with the contract and no exceptions were noted in the seven files reviewed. No deficiencies were assigned by UACDC to this subcontractor as a result of this monitoring. The UACDC site liaison indicated the subcontractor was in compliance with all Department regulations. The annual programmatic and training monitoring for the Foundation for Osceola Education was conducted on April 15, At the conclusion of the programmatic monitoring there were no exceptions noted in the ten files. At the conclusion of the training monitoring UACDC reported the subcontractor was in compliance with the contract and no exceptions were noted in the six files reviewed. No deficiencies were assigned by UACDC to this subcontractor as a result of this monitoring. The UACDC site liaison indicated the subcontractor was in compliance with all Department regulations. The annual programmatic and training monitoring for the Girls Incorporated of Lakeland was conducted February 18, At the conclusion of the programmatic monitoring there were no exceptions noted in the ten files. At the conclusion of the training monitoring UACDC reported the subcontractor was in compliance with the contract and no exceptions were noted in the three files reviewed. No deficiencies were assigned by UACDC to this subcontractor as a result of this monitoring. The UACDC site liaison indicated the subcontractor was in compliance with all Department regulations. The annual programmatic and training monitoring for the YMCA of Greater Saint Petersburg was conducted on March 8, At the conclusion of the programmatic monitoring there were no exceptions noted in the ten files. No deficiencies were assigned by UACDC to the subcontractor as a result of this monitoring. At the conclusion of the training monitoring the UACDC site liaison reported two exceptions were noted in the five files reviewed. Two staff members did not complete all of the training requirements of the Department s contract. A Office of Program Accountability Page 9 of 12 (Revised June 2015)

10 deficiency was assigned by UACDC to this subcontractor as a result of this monitoring. The site liaison indicated the subcontractor corrected the noted deficiency and the subcontractor was in compliance with all Department regulations. The UACDC site liaison will continue to monitor the subcontractor s correction of the noted deficiency. The annual programmatic and training monitoring for the Saint Leo University Master of Social Work Program was conducted February 16, At the conclusion of the programmatic monitoring, three minor exceptions were noted in the four files reviewed; however, the three exceptions occurred in the last fiscal year and not within this annual review cycle. Minor deficiencies for these three items were assigned by UACDC to this subcontractor as a result of this monitoring. The subcontractor was in compliance with all Department regulations. At the conclusion of the training monitoring, UACDC reported the subcontractor was in compliance with the contract and only one exception was noted in the six files reviewed. One staff person did not complete all of the training within the subcontracted terms; but did successfully meet all the requirements of the Department s contract. A deficiency was assigned by UACDC to this subcontractor as a result of this monitoring. The UACDC site liaison completes monthly site visits to the program. The site manager is required to attend monthly meetings at UACDC. Follow-up on the program s correction of the noted deficiency will occur during the site visits and the monthly meetings. The UACDC site liaison indicated the subcontractor was in compliance with all Department regulations. The programmatic annual monitoring for Orlando Neighborhood Improvement Communities was conducted March 15, The annual monitoring of staff training files was completed on March 18, At the conclusion of the programmatic monitoring there were no exceptions noted in the ten files. At the conclusion of the training monitoring UACDC reported the subcontractor was in compliance with the contract and no exceptions were noted in the twelve files reviewed. No deficiencies were assigned by UACDC to this subcontractor as a result of this monitoring. The UACDC site liaison indicated the subcontractor was in compliance with all Department regulations. The programmatic annual monitoring for Florida Institute for Community Studies (FICS) was conducted March 3, The annual monitoring of staff training files was completed on March 4, At the conclusion of the programmatic monitoring minor exception were noted in the ten files reviewed. A total of three sign-in sheets for two of the ten youth had the name of the person signing them out of class but did not match the permission identified in the youth s applications. A minor deficiency was assigned by the UACDC site liaison to this subcontractor as a result of this monitoring. UACDC monitored the future compliance and the subcontractor deficiency correction. At the conclusion of the training monitoring UACDC reported the subcontractor was in compliance with the contract and no exceptions were noted in the twelve files reviewed. No deficiencies were assigned by UACDC to this subcontractor as a result of the training monitoring. The UACDC site liaison indicated the subcontractor was in compliance with all Department regulations. The programmatic annual monitoring for Boys & Girls Club of Tampa Bay Brandon was conducted March 3, The annual monitoring of staff training files was completed on March 7, At the conclusion of the programmatic monitoring there were no exceptions noted in the ten files. At the conclusion of the training monitoring UACDC reported the subcontractor was in compliance with the contract and no exceptions were noted in the twelve files reviewed. No deficiencies were assigned by UACDC to this subcontractor as a result of this monitoring. The Office of Program Accountability Page 10 of 12 (Revised June 2015)

11 UACDC site liaison indicated the subcontractor was in compliance with all Department regulations. The programmatic annual monitoring for Oasis Community Ministries was conducted February 2, The annual monitoring of staff training files was completed on February 3, At the conclusion of the programmatic monitoring one exception was noted for one youth record missing a signature on one class sign-in and sign-out sheet. No deficiencies were assigned by UACDC to this subcontractor as a result of this monitoring. At the conclusion of the training monitoring UACDC reported the subcontractor was in compliance with the contract and no exceptions were noted in the files reviewed. No deficiencies were assigned by UACDC to this subcontractor as a result of this monitoring. The UACDC site liaison indicated the subcontractor was in compliance with all Department regulations. The annual programmatic and training monitoring for the Tampa I and Prodigy Moves Program was conducted June 1, At the conclusion of the programmatic monitoring there were no exceptions noted in the ten files. At the conclusion of the training monitoring there were no exceptions noted in the six files. No deficiencies were assigned by the Department s Regional Monitor as a result of this monitoring. Office of Program Accountability Page 11 of 12 (Revised June 2015)

12 Program Name: Prodigy MQI Program Code: Provider Name: University Area Community Development Corporation, Inc. Contract Number: Location: Statewide County / Circuit N/A Number of Slots: 3293 Review Date(s): Various throughout FY Lead Reviewer Code: 140 Office of Program Accountability Page 12 of 12 (Revised June 2015)