The reports are due at the TCJS office in Austin by the 5 th of each month.

TCJS REQUIRED REPORTING BY THE NUMBERS WITH BUBBA MIKESH AND LUPE MORENO Revised 5/4/2016 The reports are due at the TCJS office in Austin by the 5 th of each month. Lets Get This Party Started.. 1

Even if your county does not have a jail, you still need to send the reports in. Pop-2 Report Remember, there are 3 different columns, Local, Contract and Housed elsewhere. 2

Local-Inmates include inmates that are from YOUR county. Contract-Inmates include inmates that are FROM ANOTHER FACILITY OR AGENCY that is paying you to house. Housed elsewhere- Inmates include inmates that YOU ARE PAYING ANOTHER FACILITY OR AGENCY to house. 3

In order for the inmate to be in Q, R, or S, they have to be in J. J can be larger than the total of Q,R and S, but not less. INSTRUCTIONS FOR COMPLETING THE POPULATION REPORT FORM (POP-2) Thisis a monthly reportof the inmate population onthe first day of eachmonthdue on the 5th day of each month. Count only the inmates assigned to a housing area, not holding or detox. Count each inmate only once except q. (Paper Ready less than 45 days), r. (Paper Ready 45 days or longer) and s. (SAFP s) which are also included in j. (Convicted Felons). Report inmates with multiple charges or convictions under the most serious. a. Pretrial Class C Misdemeanant. Only Class C's b. Pretrial Class A & B Misdemeanant. Class A's & B's even if charged or convicted of Class C. c. Convicted Misdemeanant. Class A, B & C's sentenced to jail time. d. Felons Whose Penalty has been Reduced to a Misdemeanor Sentence. Convicted third degree felons who are punished as Class A misdemeanants or convicted state jail felons punished as Class B misdemeanant, Penal Code, 12.44 (a). e. Bench Warrants (in-state only). Bench Warrant with no other charges. f. Pre-trial Felons. DO NOT INCLUDE: Parole Violators or State Jail Felons. INCLUDE: Probation violators awaiting hearing and pending felons with misdemeanor conviction. g. Parole Violators or Blue Warrants. Those inmates held on a parole violation only, those without new charges and those parole violators who had new charges but whose new charges have been disposed of, i.e. completed local sentence or had charges dropped. White warrants and new felony convictions are reported under j.(convicted Felons). h. Parole Violators With a New Felony or Misdemeanor Charge. A parole violator with any new felony or misdemeanor charges. Upon conviction on the new charge, report in the appropriate convicted category. Whenever the new charge is disposed of, i.e. local sentence served or charges dropped; report in g. (Parole Violators). h. Convicted Felons Sentenced to County Jail Time. Self explanatory. DO NOT INCLUDE: State jail felons. j. Convicted Felons Sentenced to TDCJ. Include only those felons sentenced to the Institutional Division. This includes: parole violators with a new conviction, revocation of parole (white warrant), SAFP's, state boot camp, PIA's, or revocation of probation (new offense or technical violation). DO NOT INCLUDE: State jail felons. List contract TDCJ inmates in the contract column. The total of J has to be equal to or greater than the totals of Q,R ands. k. Federal Inmates. INS, BOP, U.S. Marshall's Service, etc. l. Pretrial State Jail Felon. Self explanatory. 4

m. Convicted State Jail Felons Sentenced to County Jail Time. Self-explanatory. n. Convicted State Jail Felons Sentenced to State Jail Time. Include those SJF's sentenced to any state facility upon conviction of a SJF and/or those sentenced to a state jail facility for revocation of probation. o. Others (specify). Child support, civil contempt, witnesses, out-of state, etc. p. Capacity. Rated capacity as determined by TCJS. q. Paper-Ready Inmates less than 45 days. Inmates listed in section j. for whom all paper work is complete for transfer to TDCJ confined for less than 45 days. Do not include SJF's or SAFP's. r. Paper-Ready Inmates 45 days or longer. Inmates listed in section j. for whom all paper work is complete for transfer to TDCJ confined for 45 days or longer. Do not include SJF's or SAFP's. s. SAFP Sentenced Inmates. (Substance Abuse Felony Punishment). Inmates listed in section j. for whom all paper work is complete for transfer to a SAFP facility. Do not include in sections q. and r. ( Paper Ready Inmates). t. List by county, the number of male and female inmates you are housing for another facility. u. List by county, the number of male and female inmates you are housing in another facility. Pop-2 Report Page 2 (Items T and U) No inmate names needed, just the county or facility name the inmate is from, and whether they are male or female. 5

(Items V) Legislative changes that went into effect on September 1, 2009 require that you report the total number of pregnant females that were actually booked into your facility during the preceding month. Reporting is mandatory. If you have no pregnant female booking to report indicatethisbyputtingazerointheblank. Paper Ready Inmate Report PR-1 The day 1 number and the last day of the preceding month has to be the same. 6

MONTHLY "PAPER-READY" INMATE REPORT (Form PR-1) This is a monthly report, which is due by the 5th day of each month. The reporting period includes each day of the previous month. FOR EXAMPLE: The report due September 5th includes the daily count for the reporting month August. Part (a) Indicate the daily count of the number of inmates confined and certified as a paper ready" who are awaiting transfer to the TDCJ-ID. Part (b) Indicate if there were any inmates housed during the month that have been "paper ready" for 45 days or longer. Include all inmates whether released or confined. Also, indicate how many are still in custody on the last day of the reporting month. Part (c) Self explanatory Definition of PAPER-READY INMATE - an inmate awaiting transfer to the TDCJ-Institutional Division following a conviction of a felony or revocation of probation, parole or release on mandatory supervision and for whom all paperwork and processing required under Section 8(a), Article 42.09, Code of Criminal Procedure, for transfer has been completed. Inmates benched in after obtaining paper-ready status in another county or from TDCJ cannot be included unless a felony conviction is obtained and all paperwork (pen packet) and processing for transfer is complete and the inmate is awaiting transfer. Do not include: State jail felons, offenders awaiting transfer to substance abuse felony programs (SAFP), ISF inmates, bench warrants or those with pending charges or on appeal. MONTHLY "PAPER-READY" INMATE REPORT (Form PR-1) (continued) An inmate can be counted for Part (a) only if confined and paper-ready. An inmate having a completed pen packet, but not confined, cannot be counted in this report. EXAMPLE: An inmate benched to another county is treated as released on FORM PR-2. At this point, the inmate cannot be counted and included in this report (PR-1). When the inmate is returned, he/she is listed again and a new confinement date is entered in FORM PR-2. At this time, the inmate can be included in the count for this report. Accurate and complete records should be maintained for audit purposes. Records should include the source documents used to complete the PR-1 and PR-2 plus copies of the TDCJ-ID Document Checklist and/or White Warrant for all inmates who have been transferred or released or whom a pen packet/white warrant is not on file at the jail. **If no inmates are reported on this form, do not complete PR-2. This report form is available on our website at www.tcjs.state.tx.us under Monthly Report Forms. You may e-mail the report to anthony.mikesh@tcjs.state.tx.us, fax your report to us at 512/463-3185 or submit the original by mail. If you have any questions, call Anthony Bubba Mikesh at512/463-8089. 7

A list of 45 day inmates is created and sent to TDCJ every month. Paper Ready Inmate Report PR-2 The PAPER READY DATE is the date you mail the penpack to TDCJ. Always sort the inmate roster by paper ready date this will aide in the process of tracking the names on the list 8

Always put the inmate s SID number on the report. Do not include State Jail, SAFP, ISF, bench warrants or those on appeal or with pending charges. Only ID time. The number of blank spaces you have on the report in the transferred column will match the total of items Q and R on the pop-2, and the number in the last day of the calendar. 9

A Male/Female Column has been added to the Paper Ready Inmate Roster. MONTHLY "PAPER-READY" INMATE ROSTER(Form PR-2) This roster is required for verification of information submitted on the Monthly Paper-Ready Inmate Report(Form PR-1). This isamonthlyroster,whichisduebythe5thdayof eachmonth. The reporting period includes the days reported on FORM PR-1. Do notcompletethisformifnoinmatesarereportedonthepr-1. The inmates listed on this roster are those inmates, which are countedonformpr-1.formpr-1andformpr-2shouldagree. An inmate may be listed more than once if the inmate was not confined for aperiodof time. FOR EXAMPLE: An inmate is benched to another county for five days and subsequently returned in the same period. The five days the inmate was not confined, are not reportable to the Commission. The "Paper-Ready" date does not change but the "Date of confinement" does for the second listing. (See DUP below). There should not be any current month release dates on the roster. 10

MONTHLY "PAPER-READY" INMATE ROSTER(Form PR-2) DUP - Indicate by placing an "X" if an inmate is listed more than once in this report or if the inmate was booked in after his paper-ready date and therefore the confinement date is used for reporting purposes. INMATE'S NAME - Self-explanatory. SID -Commonly referred to as the "DPS Number" or "TX Number"; provided by DPS. DATE OF CONFINEMENT - Most recent date the inmate was booked into your facility; if an inmate is released and booked again in the same month or subsequent months, use the most recent book-in date. DATE PAPER-READY- An inmate is"paper-ready" when all of the required documents for an inmate's transfer to TDCJ-ID are completed. The documents required for an inmate's transfer to the Institutional Division are listed in the TDCJ-ID Document Checklist. The date the Checklist is certified is the "Paper- Ready" date. With parole violators, the date the White Warrant is received is the "Paper-Ready" date. DATE TRANSFERRED OR RELEASED -The date the inmate is released from your facility. This includes releases to TDCJ-ID, other counties, PIA, escape, etc. Please remember to transfer the inmates that were not released/transferred during the reporting month to the next period. This report form is available on our website at http://www.tcjs.state.tx.us under Monthly Report Forms. You may e-mail the report to anthony.mikesh@tcjs.state.tx.us, fax your report to (512) 463-3185, or submit the original by mail. If you have any questions, call Anthony Bubba Mikesh at 512/463-8089. Technology Failure? If your computer system is down or your software is not functional you will need to complete a manual form for submission. Do not overcomplicate the process. 11

M MISDEMEANANTS 111 1111 11 FELONS 1111 1111 1111 F Actual Report received showing 11153 inmates in a 60 bed capacity jail. This report was signed by the Sheriff. Immigration Detainer Report (ID-1) 12

MONTHLY IMMIGRATION DETAINER REPORT (Form ID-1) As mandated by Government Code 511.0101(M) (4), this monthly report isduebythe 5th dayof eachmonth. The reporting periodincludes each day of the previous month. FOR EXAMPLE: The report due October 5th includes the daily count for the entire reporting month of September. Part (a) Indicate the daily count of the number of inmates confined who have had an Immigration and Custom Enforcement agency detainer placed on them. DO NOT INCLUDE CONTRACT FEDERAL INMATES. IF A COUNTY IS HOUSING FOR ANOTHER FACILITY, ONLY THE HOME COUNTY SHALL REPORT THE INMATES. Part (b) Calculate the costs of housing ICE detainees by multiplying total number of ICE Detainee days starting with the date of confinement X average daily cost. In addition, if applicable, a county may report any out of the ordinary costs such as catastrophic medical events regarding ICE detainees. MONTHLY IMMIGRATION DETAINER REPORT (Form ID-1) Definition of ICE detainee - prisoners for whom an immigration detainer has been issued by United States Immigration and Customs Enforcement An inmate can be counted for Part (a) only if confined and has an immigration detainer. Accurate and complete records should be maintained for audit purposes. Records should include the source documents used to complete the ID-1 and ID-2 **If no inmates are reported on this form, do not complete ID-2. This report form is available on our website at www.tcjs.state.tx.us under Monthly Report Forms. MONTHLY IMMIGRATION DETAINER REPORT (Form ID-1) Cost Per Day Formula (Step 1) Total Jail Budget including salaries Jail Capacity 13

MONTHLY IMMIGRATION DETAINER REPORT (Form ID-1) Cost Per Day Formula (Step 2) Total from Step 1 365 MONTHLY IMMIGRATION DETAINER REPORT (Form ID-1) Example from Gonzales County s figures $1,333,115.00 (Budget) 96 (Capacity) 365 (Days of Year) Average Daily Cost = $38.05 14

Immigration Detainer Report (ID-2) MONTHLY IMMIGRATION DETAINER REPORT (Form ID-2) This roster is required for verification of information submitted on the Monthly ICE Detainee Inmate Report (Form ID-1) and is due by the 5th day of each month. The reporting period includes the days reported on FORM ID-1. Do not completethisform ifno inmates arereported onthe ID-1. The inmates listed on this roster are those inmates, which are counted on FORM ID-1. FORM ID-1 and FORM ID-2 should agree. An inmate may be listed more than onceifthe inmate was not confined for aperiodoftime. FOR EXAMPLE: An inmate is benched to another county for five days and subsequently returned in the same period. The five days the inmate was not confined, are not reportable to the Commission. M/F-Indicate whether the inmates is male or female. INMATE'S NAME - Self-explanatory. MONTHLY IMMIGRATION DETAINER REPORT (Form ID-2) DATE OFCONFINEMENT - Most recentdate the inmate wasbooked into your facility; if an inmate is released and booked again in the same month or subsequent months, use the most recent book-in date. DATE OF DETAINER PLACED - Date in which officials received the ICE detainer. DATE TRANSFERRED OR RELEASED- The date the inmate is released from your facility or when the Immigration Detainer was recalled. 15

The Immigration Detainer Report includes the all ICE Detainees from the preceding Month. The maximum number of days you can have for an ICE Detainee is the total number of days in the month being reported. Licensed Jailer Turnover Report (JT-1) 16

LICENSED JAILER TURNOVER REPORT (Form JT-1) Facilities that use part-time jailers should take an annual average of part-timers used and add to full-time jailers. LICENSED JAILER TURNOVER REPORT (Form JT-1) Left employment is defined as terminations, reduction in force, resignations, retirements, or transfers Email all reports to Lupe Moreno at lupe.moreno@tcjs.state.tx.us (512) 463-8079 Office (512) 463-3185 17

The data collection period for this report began on September 1, 2015 and ends on August 3, 2016. Each report is due by the 5 th day of each month and the first report was to be submitted no later than October 5, 2015 and the last report will be submitted by September 5, 2016 Miscarriage Report Optional Report 18

For questions and information about the Pregnant Inmate Miscarriage Report, please contact Diana Spiller Email address diana.spiller@tcjs.state.tx.us Phone: (512) 463 2690 Juvenile Report 19

For information and question concerning the Juvenile Report, please contact W. Sage Hopmeier or Margie Fernandez-Prew at: Email: juvenilelogs@gov.texas.gov Phone: (512) 463-1919. Reportable Incidents 20

Reportable Incidents Jail Escapes Jail Standard 269.1(4)(A) states: The Texas Commission on Jail Standards shall be notified of all escapes from a facility within 24 hours of the escape. Reportable Incidents Jail Escapes Jail Standard 269.1(4)(B) states: A report of the escape shall be made available for review by Commission staff upon request. Reportable Incidents Jail Escapes Jail escapes include: walk-offs from work details Escapes from Hospital Escapes from Transports If in doubt, ask 21

Jail Escape Report Form Pg 1 Jail Escape Report Form Pg 2 Jail Escape Report Form Pg 3 22

Reportable Incidents Jail Deaths Jail Standard 269.1(5)(A) states: The Texas Commission on Jail Standards shall be notified of all deaths of inmates while in the custody of sheriff/operator within 24hoursofthedeath. Reportable Incidents Jail Deaths Jail Standard 269.1(5)(B) states: Upon conclusion of the investigation by the sheriff/operator or any other designated law enforcement agency, the sheriff or operator shall forward the report to the Texas Commission on Jail Standards within 10 days. 23

Reportable Incidents Jail Deaths Jail Standard 269.1(5)(C) states: The report on the death shall be made available for review by Commission staff upon request. In Custody Death Report Form During the investigation of a death in custody, I will ask for additional information. 1. Booking sheet. 2. Suicide Screening form. 3. Round Sheets 12 prior to incident 4. CCQ 5. Magistrates Notification 24

Upon conclusion of the autopsy, the sheriff/operator shall forward a copy of the report to the Texas Commission on Jail Standards. Upon conclusion of the investigation by the sheriff/operator or any other designated law enforcement agency, the sheriff/operator shall forward a copy of the report to the Texas Commission on Jail Standards. The first step in reporting a escape or death will be to notify TCJS by email and telephone within 24 hours Send email to escape@tcjs.state.tx.us or death@tcjs.state.tx.us and Call (512) 463-5505 or (512)463-8089 Additional information will be requested. 25

You can fax, mail or E-Mail the reports. If you E-mail them in be sure the Sheriff s signature appears on the form. There is no need to send duplicate copies. Please only fax, mail, or e-mail ONE copy. The report forms are available on our web site at www.tcjs.state.tx.us. You may download the reportand e-mail it to Bubba at anthony.mikesh@tcjs.state.tx.us. If you E-Mail the report, be sure that the Sheriff s signature appears on the form. You can print the form and FAXit to us at (512) 463-3185, or submit the original by mail to Texas Commission on Jail Standards P.O. Box 12985 Austin, Texas 78711 If you have a question don t hesitate to call Bubba Mikesh (512)463-8089. 26

Commissary Audit Jail Standard 291.3(4) states: provide for yearly audits by the county auditor in accordance with the Local Government Code, Section 351.0415. The audits shall be submitted to the Commission not later than 10 days following completion. Fiscal Audit Jail Standard 269.2(4) states: Each sheriff/operator should maintain fiscal records which will clearly indicate the costs for the facility. Such records should include feeding and clothing outlay and other program costs. Each county auditor shall submit to the Commission a copy of the annual financial audit of general operations of the jail not later than 10 days after completing the audit. 27

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