BUREAU OF 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 QUALITY IMPROVEMENT PROGRAM REPORT FOR Probation and Community Intervention - Circuit 6 Department of Juvenile Justice (State-Operated) th Street South St. Petersburg, Florida Review Date(s): December 10-12, 2013 PROMOTING CONTINUOUS IMPROVEMENT AND ACCOUNTABILITY IN JUVENILE JUSTICE PROGRAMS AND SERVICES W A N S L E Y W A L T E R S, 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

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 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, Lead Reviewer, DJJ Bureau of Quality Improvement Glenn Garvey, Review Specialist, DJJ Bureau of Quality Improvement Kelly Hammersley, Juvenile Probation Officer Supervisor, DJJ Probation, Circuit 13 Stephanie Lobzun, Juvenile Probation Officer Supervisor, DJJ Probation, Circuit 12 Scott Luciano, Review Specialist, DJJ Bureau of Quality Improvement Charnisha Palmore, Juvenile Probation Officer, DJJ Probation, Circuit 13 Pam Parenti, Senior Juvenile Probation Officer, DJJ Probation, Circuit 12

3 Program Name: Probation and Community Intervention - Circuit 6 QI Program Code: 1181 Provider Name: Department of Juvenile Justice Contract Number: N/A Location: Pinellas/Pasco County / Circuit 6 Number of Beds: N/A Review Date(s): December 10-12, 2103 Lead Reviewer Code: 118 Methodology This review was conducted in accordance with FDJJ-1720 (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 (August 2012). Persons Interviewed Program Director DJJ Monitor DHA or designee DMHA or designee # Case Managers # Clinical Staff # Food Service Personnel # Healthcare Staff Documents Reviewed # Maintenance Personnel 5 # Program Supervisors 1 # Other (listed by title): 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 # Health Records # MH/SA Records 13 # Personnel Records 23 # Training Records/CORE 9 # Youth Records (Closed) 55 # Youth Records (Open) 2 # Other: State Attorney Waiver, Effective Response Plan # 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 not marked were either not applicable or not available for review. Office of Program Accountability Page 3 of 17 (Revised August 2013)

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 Supervisory Document Reviews 1.07 Ninety-Day Supervisory Reviews 1.08 * Incident Reporting (CCC) * 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 17 (Revised August 2013)

5 Standard 2: Assessment Services Probation and Community Intervention Rating Profile Indicator Ratings Standard 2 - Assessment Services 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 2.05 * Comprehensive Assessment 2.06 State Attorney Recommendation (SAR) 2.07 Pre-Disposition Report (PDR) 2.08 * 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 5 of 17 (Revised August 2013)

6 Standard 3: Intervention Services Probation and Community Intervention Rating Profile Indicator Ratings Standard 3 - Intervention Services 3.01 Youth-Empowered Success (YES) Plan Development Limited 3.02 Youth Requirement/PACT Goal Elements 3.03 * Transitional Planning/Reintegration 3.04 * Referrals for Mental Health and Substance Abuse Assessment and Treatment Services 3.05 YES Plan Implementation/Supervision 3.06 Effective Response System 3.07 Ninety-Day YES Plan Updates 3.08 Termination of Supervision Limited * 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). The following limited and/or failed indicators require immediate corrective action YES Plan Development 3.08 Termination of Supervision Office of Program Accountability Page 6 of 17 (Revised August 2013)

7 Strengths and Innovative Approaches Since April 2009, the court in Pinellas County implemented the Juvenile Arrest Avoidance Project (JAAP) with a number of community partners. This project focuses on first time misdemeanants who are diverted from the court system. This civil citation-type program in Pasco County is provided through a contract with Pasco County Sheriff s Office. Circuit 6 has fully implemented the Juvenile Justice System Improvement Project (JJSIP), which is designed to help reduce recidivism and improve outcomes for juvenile offenders by better translating knowledge on what works into everyday practice and policy. Circuit 6 is assisting other circuits around the state with implementation. Pinellas County had its kick-off for the Juvenile Detention Alternative Initiative (JDAI) in February The circuit has collaborated with Pinellas County Justice and Consumer Services to establish an executive committee to address the areas of disproportionate minority contact (DMC), school referrals, alternatives to secure detention, and technology. Pinellas County has held its third Bridging the G.A.A.P. (Gaining Appreciation by Adjusting Perspectives) focus group, a prevention initiative, which is a series of conversations that provide an effective, non-threatening relationship building forum where youth develop better understanding of the roles and responsibilities of law enforcement and where law enforcement officers gain a wider perspective of youth s current world view. Two local pastors engaged the panel and audience in discussions of various topics and perceptions relating to law enforcement presence in community and profiling, youth peer relationships/influences, benefits of positive adult role models, as well as glimpses of how officers balance the demands of their jobs with their roles as parents and/or spouses. Circuit 6 staff participated in the Unified Family Court Delinquency Partnership meeting, spearheaded by Judge Kimberly Todd with a goal for youth to receive immediate sanctions of community service hours for violations of probation in June Since then, Circuit 6 has partnered with the Science and Technology Center and Gulfport Neighbors in scheduling monthly community service projects. Monthly community service projects began at the Wildwood Service Center in January Office of Program Accountability Page 7 of 17 (Revised August 2013)

8 Standard 1: Management Accountability Overview Circuit 6 consists of nine probation units with two units located in New Port Richey, one in Dade City, one in Clearwater, four in Saint Petersburg, and one at the Pinellas Juvenile Assessment Center. There is also a contracted Juvenile Assessment Center in Pasco County. Circuit 6 management consists of a chief probation officer, assistant chief probation officer, operations management consultant I, and government operation consultant. The area of operation for Circuit 6 is Pinellas and Pasco counties. Services include diversion, court-supervised probation, DJJ probation supervision, day treatment, conditional release, and post-commitment probation. Specialized services include delinquency interventions rated as evidence-based and practices withdemonstrated effectiveness such as the Redirections program which utilizes Functional Family Therapy, Paxen Community Connections which uses Thinking for a Change (T4C) and Impact of Crime (IOC), and Associated Marine Institute (AMI) which uses Aggression Replacement Training (ART), trauma-focused cognitive behavioral therapy (TF-CBT), and Cannabis Youth Treatment (CYT). Other individualized services include juvenile probation officers who specialize in foster care and sex offender youth, Girls Court where targeted females are given tools to be successful in the community, juvenile probation officers who provide evidence-based intervention groups, and juvenile probation officers who specialize in electronic monitoring and home detention. Circuit 6 also has juvenile probation officer liaisons for disproportionate minority contact (DMC), human trafficking, faith-based services, gang interventions, and cost of care 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. Thirteen staff members were hired since the last Quality Improvement review. Each staff received an initial background screening prior to their date of hire. The circuit also has nine volunteers, and each had the required background screening prior to starting. The Annual Affidavit of Compliance with Level 2 Screen Standards was submitted to the Department s Background Screening Unit on December 18, 2012, 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. The circuit had five staff applicable for five-year background rescreening since the last Quality Improvement review. A review of the five applicable staff files revealed all received an eligible background rescreening from the Department s Background Screening Unit prior to their anniversary date. Office of Program Accountability Page 8 of 17 (Revised August 2013)

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 this 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. The circuit hired twelve new staff since the last Quality Improvement review. Nine of the twelve completed all certification requirements within 180 days of hire. The other three have completed phase one of their training and are waiting to attend the juvenile probation officer academy. All training was documented in the Department s Learning Management System (CORE) 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. A review of ten training files for the completion of in-service training documented staff were trained in Protective Action Response (PAR) updates, first aid, and cardiopulmonary resuscitation (CPR) recertification, suicide recognition, prevention, and intervention, and professionalism and ethics. All training was documented in the Department s Learning Management System (CORE). Four of the ten training files were applicable for supervisory training. Each file documented the supervisor received the minimum of eight hours of training in the required supervisory topics. Each staff training file had an individual training plan. Each reviewed file exceeded the required twenty-four hours of in-service training Supervisory Document Reviews Compliance Supervisor or designee reviews and signs all reports to the court, such as Detention Risk Assessment Instrument (DRAI), the State Attorney Recommendation (SAR), Pre-Disposition Report (PDR), and Progress Reports, within the timeframes required. A review of fifty-five open and nine closed youth files found consistent documentation of supervisors reviewing and signing the Detention Risk Assessment Instruments (DRAI), State Attorney Recommendations (SAR), Pre-Disposition Reports (PDR), and Progress Reports. Office of Program Accountability Page 9 of 17 (Revised August 2013)

10 Each of the ten reviewed DRAIs showed evidence of having been reviewed by a supervisor prior to being submitted to the court. Each of the thirteen applicable files reflected the supervisor initialed the State Attorney Recommendation (SAR) before it was submitted to the court. Each of ten applicable files documented the supervisor initialed the Pre-Disposition Report (PDR) before it was submitted to the court. Nine applicable files were reviewed for progress reports and each had a review by the supervisor before they were submitted to the court for possible termination 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 that staff review any instructions given during the review, and ensures that they were followed during the subsequent review. A review of thirty-four applicable supervisory reviews documented thirty-one were completed prior to the first ninety days of each youth s supervision period. The remaining three reviews were completed, but were done beyond the ninetieth day. Each of the reviews was documented in the case notes. The review format varied among supervisors throughout the circuit. The style of review ranged from brief to elaborate notes with specific YES Plan requirements and directions. The majority focused on ensuring that the individual treatment needs of each youth were being met. There were twenty-seven applicable instances in which a supervisory review was required for a second ninety-day period of supervision. Twenty-four of these were conducted within the appropriate time frame 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 Central Communications Center (CCC) reports since the last Quality Improvement review found thirteen CCC incidents. Twelve of the incidents were called into the CCC within two hours of the reporting staff s knowledge of the incident. The CCC reports included eight reports for media attention due to youth behavior incidents, one report relating to a youth absconding pre-placement supervision, two reports regarding a disruption at the probation office, one report about a staff accident, and one report about a youth death. The report regarding the car accident with the JPO was called in after the two-hour reporting requirement. Training on CCC was provided to all JPOs in the circuit to ensure that this mistake would not be made again. Standard 2: Assessment Services Overview Positive Achievement Change Tool (PACT) Pre-Screens are completed by juvenile probation officers (JPO) when youth are referred to the Department for alleged delinquent offenses. The PACT Pre-Screen determines a youth s risk to reoffend. If a youth scores moderate-high or high on the risk to reoffend, the JPO must complete a PACT Full Assessment. A PACT Mental Office of Program Accountability Page 10 of 17 (Revised August 2013)

11 Health/Substance Abuse Screening Report and Referral Form is also completed at intake by a JPO. The referral form indicates the need for the JPO to refer the youth for a comprehensive assessment. This information is shared with parents/guardians. The circuit has a waiver for the completion of State Attorney Recommendations (SAR). A SAR is not completed if the State Attorney has made a filing decision prior to the twenty-day deadline for completion of the document. There is a discussion of each youth s level to reoffend, as well as other factors, which are used to formulate a recommendation of non-judicial or judicial handling of the case. Pre-Disposition Reports (PDR) are completed by the JPOs when ordered by the courts 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-four reviewed files of a PACT Pre-Screen being completed when youth were referred for a new law violation, or when youth were taken into custody and screened for a non-law violation of supervision. A review of thirteen applicable files documented that the PACT Pre-Screen was completed prior to the completion of the State Attorney Recommendation (SAR) 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, or if residential commitment is anticipated. Twenty-two applicable files were reviewed for the completion of a PACT Full Assessment based on their designated risk to reoffend. Each of the twenty-two reviewed files contained an assessment completed by the JPO within the required time frame PACT Reassessment Compliance Staff complete PACT Reassessments for youth on probation, conditional release, and postcommitment probation. A review of fifty-five files found twenty-one that required the completion of a PACT Reassessment within ninety days. Each of the applicable reassessments were completed; however, four were late. Twenty-four files were applicable for completion of a PACT Pre-Screen after 180 days. This was completed within the time frame in each of the twenty-four applicable reviewed files Mental Health/Substance Abuse Screening 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). The PACT Mental Health and Substance Abuse Screening Report and Referral forms were completed in all forty-four applicable files. Thirty-one of the screening forms indicated a need for further assessment. Thirteen of the youth were released to the custody of the local juvenile detention center and the screening results were forwarded with the detention paperwork. The Office of Program Accountability Page 11 of 17 (Revised August 2013)

12 remaining eighteen youth were released to their parents/guardians. The screening results and information on the comprehensive assessment were given to the parent/guardian upon release. Each of the files for the seven applicable youth who required a Suicide Risk Screening Parent/Guardian Notification form contained evidence of this having been given at the time of release 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-three youth were applicable for a comprehensive or Substance Abuse and Mental Health (SAMH) assessment. Each of those applicable files documented evidence of the youth being referred for a comprehensive assessment at the time of screening. All nineteen applicable files showed evidence of JPOs making referrals based on needs indicated by the SAMHs assessments. The SAMH assessment was available for review by detention in the one applicable youth file 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. The circuit has an interagency agreement with the local State Attorney s Office that waives the requirement for a State Attorney Recommendation (SAR) if the State Attorney has made a filing decision prior to the twenty-day deadline for completion of the document. Thirteen files were reviewed for content and adherence to reporting time frames of the SARs. Each of the thirteen applicable documents were completed after the pre-screen. Critical issues were discussed in the files, and the recommendations reflected each youth s risk to reoffend. Seven of the SARs had a recommendation that did not reflect the risk to reoffend; however, this decision was thoroughly in the narrative in each report. Each of the thirteen applicable SARs were submitted within the required time frame 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 that reasonably ensures public safety. Ten applicable files were reviewed for completion of a Pre-Disposition Report (PDR). Each of the ten PDRs were reviewed for content and adherence to reporting time frames and contained treatment needs identified by the PACT and/or other sources. The PDRs included recommendations for disposition based on the least-restrictive resources available to the youth that provide adequate necessary services identified by the Department. Each of the ten files documented the PDR was submitted to the court forty-eight hours prior to disposition. Each PDR was signed and reviewed by a supervisor before it was submitted to the court. Office of Program Accountability Page 12 of 17 (Revised August 2013)

13 2.08 Abuse-Free Environment Compliance Any person who knows, or has reasonable cause to suspect, that 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 that 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. Fifty-five files were reviewed for provision of an abuse-free environment. None of the files documented youth making allegations of abuse of any kind. There were no CCC reports of allegations against staff for abuse since the last Quality Improvement review. There was also no documentation to show that any grievances had been filed against any staff during this review period. Documentation in all thirteen reviewed staff personnel files verified that each staff had signed the Department s code of conduct at the time of hire. The DJJ code of conduct forbids staff from the use of physical abuse, profanity, threats, or intimidation. Standard 3: Intervention Services Overview Circuit 6 juvenile probation officers are responsible for the completion of the Positive Achievement Change Tool (PACT), Youth-Empowered Success (YES) Plan, and documenting case activities in the Juvenile Justice Information System (JJIS) Case Notebook Module. Youth identified in need of mental health and/or substance abuse treatment are referred to an appropriate provider within the community. Youth struggling with supervision compliance issues are handled through application of the effective response system. The JPO is responsible for submitting termination documentation to the court to justify the youth has completed the requirements of supervision in a successful manner Youth-Empowered Success (YES) Plan Development Limited Compliance Staff complete the YES Plan (Form DJJ/PACTFRM 4) for youth on Probation, Conditional Release, and Post-Commitment Probation. Forty-eight applicable files contained the required Youth-Empowered Success (YES) Plans. Forty-four of the reviewed files contained a new PACT that was completed after placement on probation or release from a residential program. Thirty-nine of forty-eight initial plans documented the participation of each youth and parent/guardian in the development of the plan. All of the reviewed YES Plans were signed by all the required parties, including each youth, the parent/guardian when the youth is younger than eighteen, JPO, and JPOS. This was completed within the required time frame of thirty days from disposition in thirty-six of the reviewed files. Twenty-two of forty-seven applicable reviewed case notes indicated that the youth and parent/guardian were provided a copy of the YES Plan 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 PACT Goal. The YES Plan provides appropriate and individualized target Office of Program Accountability Page 13 of 17

14 dates for the completion of each Youth Requirement and PACT Goal. All Youth Requirement and PACT Goal action steps include the intervention plan elements (i.e., who, what, and how often). All twenty-three applicable YES Plans contained a PACT goal for each youth with a moderatehigh or high-risk to reoffend. Each of the twenty-three YES Plans with PACT goals addressed at least one of each youth s top three criminogenic needs. The fifty-three reviewed YES Plans contained 298 youth requirements and PACT goals. The intervention elements of who, what, and how often were identified in 286 of the 298 youth requirement and PACT goals for the youth and parent/guardian. Appropriate target dates were provided in 297 of 298 youth requirement and PACT goals Transitional Planning/Reintegration Compliance Program staff actively participate in the transitional planning process for youth who are being released from a residential program on Conditional Release (CR) or Post-Commitment Probation (PCP). For conditional release and post-commitment probation youth, the YES Plan must address recommendations from the residential program made during transition. Six applicable files were reviewed for documentation of the transitional planning process. Five applicable youth had initial YES Plans that included recommendations made during the transitional phase of the program. Five of the reviewed files were applicable for JPO contact while the youth was in the program. All five applicable files had case notes reflecting a minimum of monthly telephonic contact with the youth, parent/guardian, and program beginning no later than the transitional staffing. This contact was appropriate since none of the youth were placed within a fifty-mile radius of the respective unit offices. Each of the six reviewed applicable files contained documentation of participation in the transition conference and exit staffing Referrals for Mental Health and Sub-stance Abuse Compliance Assessment and Treatment Services Staff shall ensure that 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 that are Moderate- High or High risk to reoffend), and that youth identified as in need of further assessment on the PACT Mental Health and Sub-stance 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 that 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. Forty-two youth required referrals for services based on the goal requirements in their initial YES Plan. There was documentation in the case notes of thirty-nine youth being referred to appropriate services within ten days. Thirty-three of thirty-seven applicable files had documentation that the JPO followed up with the service providers within thirty days to verify enrollment or initiation of services. Numerous files documented that each youth and parent/guardian indicated they had or were receiving services from the service provider as well. Office of Program Accountability Page 14 of 17 (Revised August 2013)

15 Progress reports, both written and verbal, were received by JPOs in thirty-two of the reviewed files. All twenty-two files applicable for JPO follow-up based on the information received in the progress reports from the provider had documentation reflecting this was done YES Plan Implementation/Supervision Compliance Youth on supervision (Probation, Conditional Release, or Post-Commitment Probation) are supervised in a manner that ensures 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 fifty-five reviewed files contained 521 JPO action steps such as face-to-face visits, telephone contacts, home and school visits, and collateral contacts. The documentation indicated 442 of these action steps were completed within the initial ninety-day time frame. The reviewed files identified 163 JPO action steps in the second ninety-day time frame of supervision, and 162 of the action steps were completed as documented in the case notes Effective Response System Compliance Staff responds to noncompliance in a manner that is consistent with the program s progressive response system. Twenty-seven files documented instances of non-compliance by the youth requiring a response from the youth s JPO. There was documentation reflecting the JPO responded to the situations according to the circuit s graduated sanctions matrix in twenty-two of the applicable reviewed files Ninety-Day YES Plan Updates 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 that reasonably require 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-nine files were applicable for a ninety-day update to the YES Plan. Thirty-six of the files documented a new YES Plan was saved in the Juvenile Justice Information System (JJIS) prior to the supervisory review. Youth requirements were updated prior to the new YES Plan being developed in thirty-six of thirty-seven applicable files, and PACT goals were updated in nineteen of twenty-two applicable files. Thirty-two of thirty-three applicable files had the target dates updated in JJIS. There was documentation in twenty-three of twenty-five applicable files of a discussion with the youth and parent/guardian in the development of the YES Plan prior to the ninety-day period when an update required additional information. Thirteen 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 all thirteen of those files. PACT Full Assessments were completed before YES Plans were updated and saved in JJIS for twenty-two of the twentythree applicable youth determined to be moderate-high or high-risk to reoffend. All thirteen applicable files had documentation of updated youth requirements and target completion dates Office of Program Accountability Page 15 of 17 (Revised August 2013)

16 prior to the second ninety-day period. There was documentation in the ten applicable files of updated PACT goals. Twelve of thirteen files with a second YES Plan also had documentation in the case notes of input from the youth and parent/guardian Termination of Supervision Limited Compliance The program 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. A review of nine closed files of youth released from supervision in the past six months indicated three were terminated when early termination was requested due to completion of all courtordered sanctions and six were closed due to a loss of jurisdiction. A progress report was completed in all nine reviewed files. Seven of the nine applicable files contained documentation reflecting the JPOs contacting local law enforcement prior to requesting termination. Four of the closed files reviewed were for youth who scored moderate-high or high on the PACT. Three of the four applicable reviewed progress reports had no mention of comparative risk factor scores and/or comparative protective factor scores. Six of the reviewed closed files were for youth that were closed due to loss of jurisdiction. This progress report was not sent to the court fifteen working days prior to the jurisdiction loss in four of the six applicable files. It was prepared late in each of those instances, with one having been done twenty-seven days after the expiration of their jurisdiction. Each of the reviewed files were updated in JJIS within five days of receipt of the court s termination. Each of the nine reviewed files also had documentation that the youth and parent/guardian were notified in writing that the youth was no longer on supervision. Office of Program Accountability Page 16 of 17 (Revised August 2013)

17 Program Name: Probation and Community Intervention - Circuit 6 QI Program Code: 1181 Provider Name: Department of Juvenile Justice Contract Number: N/A Location: Pinellas County / Circuit 6 Number of Beds: N/A Review Date(s): December 10-12, 2013 Lead Reviewer Code: 118 Overall Rating Summary The following limited and/or failed indicators require immediate corrective action YES Plan Development 3.08 Termination of Supervision Office of Program Accountability Page 17 of 17 (Revised August 2013)