BUREAU OF 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 QUALITY IMPROVEMENT PROGRAM REPORT FOR Probation and Community Intervention - Circuit 18 Department of Juvenile Justice (State-Operated) 3880 S. Washington Avenue Titusville, Florida Review Date(s): April 24-26, 2012 PROMOTING CONTINUOUS IMPROVEMENT AND ACCOUNTABILITY IN JUVENILE JUSTICE PROGRAMS AND SERVICES W A N S L E Y W A L T E RS, S E C R E T A R Y J E N N I F E R R E C H I C H I, B U R E A U C H I E F Office of Program Accountability Page 1 of 9

2 Community Supervision Rating Profile Program Name: Probation and Community Intervention - Circuit 18 QI Program Code: 1193 Provider Name: Department of Juvenile Justice Contract Number: N/A Location: Brevard County / Circuit 18 Number of Slots: N/A Review Date(s): April 24-26, 2012 Lead Reviewer Code: 77 Indicator Ratings 1. Management Accountability 2. Assessment and Intervention 1.01 Background Screening of Employees/Vol. Satisfactory 2.01 Positive Achievement Change Tool Satisfactory 1.02 Provision of an Abuse Free Environment Satisfactory 2.02 State Attorney Recommendation (SAR) Satisfactory 1.03 Incident Reporting Satisfactory 2.03 Pre-Disposition Report (PDR) Satisfactory 1.04 Pre-Service/Certification Requirements Satisfactory 2.04 YES Plan Development Satisfactory 1.05 In-Service Training Requirements Satisfactory 2.05 YES Plan Implementation/Supervision Satisfactory 1.06 Supervisory Reviews Satisfactory 2.06 Service Delivery/Referrals Satisfactory PACT Reassessments/YES Plan Updates Satisfactory Termination of Supervision Satisfactory 0 6 Office of Program Accountability Page 2 of 9 (Revised January, 2012)

3 Methodology This review was conducted in accordance with FDJJ-1720 (Quality Improvement Policy and Procedures), and focused on the areas of (1) Management Accountability and (2) Assessment and Intervention, which are included in the Community Supervision Standards (July 2011). Persons Interviewed Program Director DJJ Monitor DHA or designee DMHA or designee 0 # Case Managers 0 # Clinical Staff 0 # Food Service Personnel 0 # Healthcare Staff Documents Reviewed 0 # Maintenance Personnel 7 # Program Supervisors 1 # Other (listed by title): assistant chief probation officer 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 0 # Health Records 0 # MH/SA Records 7 # Personnel Records 7 # Training Records/CORE 3 # Youth Records (Closed) 30 # Youth Records (Open) 0 # Other: 0 # Youth 0 # Direct Care Staff 0 # 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 9 (Revised January, 2012)

4 Rating Definitions Ratings were assigned to each indicator by the review team using the following definitions: Satisfactory Compliance Limited Compliance Failed Compliance No exceptions to the requirements of the indicator; limited, unintentional, and/or non-systemic exceptions that do not result in reduced or substandard service delivery; or exceptions with corrective action already applied and demonstrated. Exceptions to the requirements of the indicator that result in the interruption of service delivery, and 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 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 Czigan, Lead Reviewer, DJJ Bureau of Quality Improvement Ashley Davies, Review Specialist, DJJ Bureau of Quality Improvement Vernolda Dilworth, Juvenile Probation Officer Supervisor, DJJ Probation, Circuit 10 Sonya Williams, Juvenile Probation Officer, DJJ Probation, Circuit 9 Office of Program Accountability Page 4 of 9 (Revised January, 2012)

5 Please note that this report refers to each indicator by number and title only. Please see the applicable standards for the full text of each indicator. The standards are available on the Bureau of Quality Improvement website, at Strengths and Innovative Approaches There has been a successful civil citation program in operation in Brevard County since 2009, which has been described as a model for other circuits to replicate. A partnership exists between all law enforcement agencies in the county; the Sheriff s Office and Crosswinds Youth Services are the vehicles for civil citation. Funding for the program originally came from the Eckerd Family Foundation; another grant was recently awarded to Crosswinds to continue civil citation in Brevard County. Circuit 18 has a faith-based partnership in Brevard and Seminole counties, Youth Promise Team Florida, which features collaboration between detention centers, day treatment programs, schools, local chaplains, two commitment programs, and the Department. The agency is registered as a non-profit organization, and monthly meetings are conducted. The program provides involvement with Department youth through ministry activities in the Brevard and Seminole Juvenile Detention Centers. Brevard County has a Reentry Board that serves to assist youth returning to the community from a residential placement. A number of partner agencies participate in the Reentry Board activities, including the public schools, Brevard Workforce, the Henry and Rilla White Youth Foundation, faith-based partners, and juvenile probation staff. The circuit has an interagency agreement to address issues that cross lines with other state agencies and child serving agencies called Champion s Team. The agencies that have partnered with the circuit include Department of Children and Families, Department of Health, Agency for Persons with Disabilities, Children s Medical Services, Agency for Health Care Administration, and both Community Based Care Agencies: Brevard Family Partnership and Community Based Care of Central Florida. The Champion s Team has quarterly meetings and a protocol that any member can call an emergency meeting to staff a youth in need in of services on short notice. Standard 1: Management Accountability Overview Probation and Community Intervention - Circuit 18 consists of seven units; four units located in Brevard County and three units in Seminole County. The circuit management team consists of a chief probation officer and an assistant chief probation officer. There are seven juvenile probation officer supervisors (JPOS), eight senior juvenile probation officers, thirty-nine juvenile probation officers, three OPS detention screener positions, two secretary specialists, and one administrative assistant. At the time of the Quality Improvement review, there were five juvenile Office of Program Accountability Page 5 of 9 (Revised January, 2012)

6 probation officer vacancies. The circuit has received authorization to fill the vacant juvenile probation officer position located at the Seminole County Juvenile Assessment Center. Diversion services are offered through the Office of the State Attorney in Brevard County and through County Government in Seminole County. These services offer a wide range of options including arbitration, teen court, and numerous instructional classes. There is a civil citation program in Brevard County operated by Crosswinds Youth Services, and Intensive Delinquency Diversion Services is offered by the Henry and Rilla White Foundation in Brevard County. The courts have implemented a pre-disposition sentencing agreement (PDSA) in Brevard County as another diversion option. 1.01: Background Screening of Employees/Volunteers Satisfactory Compliance The files of two newly hired staff were reviewed. Both documented an eligible background screening prior to an offer for hire. Ten applicable five-year rescreenings were completed within the required time frame. The program conducts an annual screening with the Department of Motor Vehicles to validate that all staff driver s licenses are valid. There was documentation available for review of all staff receiving this check. The Annual Affidavit of Compliance with Level 2 Screening Standards was completed on January 9, 2012 and sent was to the Department s Background Screening Unit. 1.02: Provision of an Abuse Free Environment Satisfactory Compliance There was one anonymous call to the Florida Abuse Hotline regarding circuit staff. The circuit administrators promptly took action until the investigation was complete. The investigation determined the allegation was not substantiated. The unit offices had posters advertising the Florida Abuse Hotline prominently displayed throughout the building. 1.03: Incident Reporting Satisfactory Compliance A review of ten applicable reports to the Central Communications Center (CCC) revealed nine were reported within the required time frame. One report was substantiated as not reported within required the time frame. The circuit administrators took prompt disciplinary and corrective action. There were no incidents found during the Quality Improvement review that would have required a report to the CCC which were not made. 1.04: Pre-Service/Certification Requirements Satisfactory Compliance Two staff training files were reviewed for the receipt of pre-service training. Both files documented that all required training was received within the required time frame. All applicable training was received prior to contact with youth. Both staff received certification within the required time frame. Office of Program Accountability Page 6 of 9 (Revised January, 2012)

7 1.05: In-Service Training Requirements Satisfactory Compliance A review of seven staff training files revealed all staff received more than the required twentyfour hours of in-service training in The hours received ranged from thirty to seventy-nine hours. All of the required areas were covered, including cardiopulmonary resisutation (CPR)/first aid, Protective Action Response (PAR) refresher, suicide prevention, and professionalism and ethics. The training files of two supervisors were reviewed. One of the files documented only two of the eight required hours of supervisory training, and another file documented all eight required hours. The staff with eight hours documented training in a majority of the suggested areas. The program has an annual in-service training calendar that lists all of the required training available on the Department s Learning Management System (CORE). The list includes a calendar to enable staff to document the date within the month the training is completed. Each staff is responsible for ensuring they complete the training requirements. One staff coordinates documenting the training in the Department s Learning Management System (CORE). All training was documented in the Department s Learning Management System (CORE). 1.06: Supervisory Reviews Satisfactory Compliance Thirty files were reviewed; ten included State Attorney Recommendations (SAR) and all were initialed by the juvenile probation officer supervisor (JPOS). There were ten applicable Pre- Disposition Reports (PDR) signed by the JPOS before being submitted to the court. A majority of the Youth-Empowered Success (YES) Plans were signed within the required time frame. All thirty initial YES Plans were reviewed in the case notes by the JPOS. Eighteen ninety-day supervisory reviews were reviewed; three were not completed within the required time frame. Standard 2: Assessment and Intervention Overview The probation units are responsible for processing youth for screening and intake, and supervising youth placed on probation, conditional release, and post-commitment probation. There are some staff with specialized caseloads in the areas of females, sex offenders, and dependency crossover youth. In Brevard County, the juveniles that have been arrested and presented for detention screening are processed by Juvenile Services Program (JSP), a contracted provider at the Brevard Regional Juvenile Detention Center. For the arrested youth who are not detainable, there is a program offered through Crosswinds Youth Services at a county-funded Juvenile Assessment Center. The youth not being detained are either transported to Crosswinds or given a notice to report within twenty-four hours to Crosswinds for assessment and referral. Seminole County has a Juvenile Assessment Center (JAC) operating in Sanford; all youth charged with a delinquent act are assessed after being transported by law enforcement. The Seminole JAC is managed by the Seminole County Sheriff's Office. A unit from the circuit handles the detention screening responsibilities. The Seminole Truancy Alternatives for Youth Office of Program Accountability Page 7 of 9 (Revised January, 2012)

8 (STAY) center is located at the JAC. The Seminole County Sheriff's Office operates several programs including the Intensive Community Supervision Unit, the Consequence Alternative Sanction Unit (CASU), and Project SWEAT (Sheriff's Work Ethics and Training). Other services in Circuit 18 include Brief Strategic Family Services in Brevard County, and Functional Family Services in Seminole County. Female day-treatment services are available in Brevard County through Rainwater Center for Girls, and juvenile drug court is offered in both counties. 2.01: Positive Achievement Change Tool (PACT) Satisfactory Compliance Thirty files were reviewed; seventeen files required a Positive Achievement Change Tool (PACT) Mental Health and Substance Abuse Screening Report and Referral Form. The files documented that the forms were completed as required. Nine of the seventeen files requiring a referral for a comprehensive assessment were completed as required. There were nine comprehensive assessments completed, six of which required a referral. All six of the applicable youth were referred for services recommended by the comprehensive assessment. 2.02: State Attorney Recommendation (SAR) Satisfactory Compliance Thirty files were reviewed; fourteen required a PACT Pre-Screen to be completed prior to the State Attorney Recommendation (SAR). All were completed as required. Thirteen applicable files that reflected critical issues identified were discussed further in the SAR, including the youth s risk to reoffend and a justification for the recommendation. All fourteen files documented the SAR was submitted within the required time frame. 2.03: Pre-Disposition Report (PDR) Satisfactory Compliance Thirty files were reviewed; ten required a Pre-Disposition Report (PDR) detailing recommendations for disposition and interventions. All ten applicable files contained a PDR in which critical issues were fully discussed in the narrative section. All ten PDRs were submitted to the court within the required time frame. Three applicable files documented a PACT Full Assessment was completed prior to the completion of the PDR. 2.04: Youth-Empowered Success (YES) Plan Development Satisfactory Compliance Thirty files were reviewed; ten required a PACT Full Assessment prior to completion of the initial Youth-Empowered Success (YES) Plan. Nine of the ten PACT Full Assessments were completed as required. Seven of eight applicable YES Plans included at least one PACT Goal due to each youth s risk to reoffend, in addition to Youth Requirements. None of the files were applicable for recommendations from the residential program. Of the 277 youth requirements or PACT Goals in the thirty YES Plans reviewed, 262 contained intervention elements that included who, what, and how often. Appropriate target dates of completion were found in 267 of the 277 Youth Requirements or PACT Goals contained in twenty-two of thirty YES Plans. Each youth and the youth s parent/guardian consistently Office of Program Accountability Page 8 of 9 (Revised January, 2012)

9 participated in negotiating all YES Plans reviewed. The YES Plans were signed by all required parties within the required time frame in twenty-five of thirty applicable files. 2.05: YES Plan Implementation/Supervision Satisfactory Compliance Thirty files were reviewed; twenty-three were applicable for a ninety-day review, as some youth had absconded, and a few had not reached the end of the ninety-day period. Eleven of the twenty-three files reflected consistent compliance with the action step monitoring involving 205 of 236 JPO required actions. All thirteen instances in which noncompliance was documented, the JPO actions conformed to the circuit s progressive response/graduated sanctions plan. Of the thirty files reviewed, none of the YES Plans required a second ninety-day review. None of the JPO actions required were on a frequency of thirty days. 2.06: Service Delivery/Referrals Satisfactory Compliance Thirty files were reviewed; twenty-four documented requirements from court-ordered sanctions or recommendations of the youth s parent/guardian or JPO that referrals for services were necessary. Twenty-two files contained documentation that referrals were completed within the required time frame. The files contained documentation that the JPO followed-up in twenty-one referrals by contacting or visiting the provider and receiving reports. 2.07: PACT Reassessments and YES Plan Updates Satisfactory Compliance In eight applicable files, a PACT Reassessment was required due to each youth s risk levels. All were completed prior to the ninety-day supervisory review. In the thirty files reviewed, there were twenty-one applicable ninety-day periods; in eighteen of these files, the Youth Requirements/PACT Goals were saved in the Juvenile Justice Information System (JJIS) prior to the supervisory review. A new YES Plan was saved in JJIS prior to the JPOS review in nineteen of twenty-one applicable files. None of the files required a second ninety-day review. 2.08: Termination of Supervision Satisfactory Compliance A review of three closed files revealed one youth was discharged at court. Two files documented a progress report was submitted within the required time frame that included each youth s risk level and changes in criminogenic needs and/or protective factors. Office of Program Accountability Page 9 of 9 (Revised January, 2012)