BUREAU OF QUALITY IMPROVEMENT PROGRAM REPORT FOR

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 8 Department of Juvenile Justice (State-Operated) 14107 US Highway 441, Suite 200 Alachua, Florida 32615 Review Date(s): January 10-11, 2012 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 Office of Program Accountability Page 1 of 9

Community Supervision Rating Profile Program Name: Probation and Community Intervention - Circuit 8 QA Program Code: 1183 Provider Name: Department of Juvenile Justice Contract Number: NA Location: Alachua County / Circuit 8 Number of Slots: NA Review Date(s): January 10-11, 2012 Lead Reviewer Code: 96 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 % Indicators Rated Satisfactory Compliance: 100% 6 2.07 PACT Reassessments/YES Plan Updates Satisfactory % Indicators Rated Limited Compliance: 0% 0 2.08 Termination of Supervision Satisfactory % Indicators Rated Failed Compliance: 0% 0 % Indicators Rated Satisfactory Compliance: 100% 6 % Indicators Rated Limited Compliance: % Indicators Rated Failed Compliance: 0% 0% Overall Rating Summary Satisfactory Compliance: 100% Limited Compliance: 0% Failed Compliance: 0% * Percentages have been rounded to the nearest whole number. Percentages may not total 100% due to rounding. Office of Program Accountability Page 2 of 9 (Revised January, 2012)

Methodology This review was conducted in accordance with FDJJ-1720 (Quality Assurance 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 # 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 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 9 # Personnel Records 9 # Training Records/CORE 3 # Youth Records (Closed) 20 # Youth Records (Open) # Other: # 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 9 (Revised January, 2012)

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: Angela Mills, Lead Reviewer, DJJ Bureau of Quality Improvement Mike Marino, Program Administrator, DJJ Bureau of Quality Improvement Alan Hall, Juvenile Probation Officer Supervisor, DJJ Probation, Circuit 3 Office of Program Accountability Page 4 of 9 (Revised January, 2012)

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 http://www.djj.state.fl.us/qa/index.html. Strengths and Innovative Approaches The program has created a re-entry team. The team supports the successful re-entry of youth back into the community when released from residential programs. The team collectively communicates the resources available to youth and how the youth will be able to access services. The team meets bi-monthly, to review youth pending release in order to maximize the use of available resources in the community. Members include parents, DJJ employees, faithbased members, school officials, court system representatives, law enforcement, mental health and substance abuse service providers, community stakeholders, the Network for Students with Emotional/Behavior Disabilities (SEDNET), mentoring organizations, Florida Works, and Community Based Intervention Services (CBIS) providers. The team conducted a community resource fair in November 2011. The circuit board meets quarterly, with meetings held in various areas throughout the circuit. Each county has a DJJ council. The Alachua County council meets monthly with an average attendance of forty or more people from all spectrums of the community. The Alachua County council developed a circuit delinquency prevention plan. The outlying county councils meet on a quarterly basis and focus on local projects. The program held the first annual Our Children, Our Future faith-based forum on August 19, 2011. This was held to raise awareness of issues impacting youth and families in the community. Over thirty faith-based leaders and community partners attended. The State Attorney s Office and the University of Florida have collaborated with the program on a Data to Action project. The goal of the data collection is to summarize the characteristics of juvenile offenses, increase awareness of annual juvenile offense data, and share information with other juvenile justice service providers. Standard 1: Management Accountability Overview The Probation and Community Intervention - Circuit 8 office is located in Alachua, Florida. The program provides services for the following counties: Alachua, Baker, Bradford, Gilchrist, Levy, and Union. The staff consists of the Chief Probation Officer, Assistant Chief Probation Officer, three Juvenile Probation Officer Supervisors, four Senior Juvenile Probation Officers, seventeen Juvenile Probation Officers (JPO), five Other Personnel Services (OPS) JPOs, an Administrative Assistant II, and two Secretary Specialists. At the time of the review, there were three JPO vacancies. The program experienced staff turnover this past year. Office of Program Accountability Page 5 of 9 (Revised January, 2012)

The Juvenile Community Resource Center (J.C.R.C.) provides screening and booking services for the twelve counties served by Alachua Regional Juvenile Detention Center, which are: Alachua, Baker, Bradford, Union, Gilchrist, Levy, Columbia, Suwannee, Hamilton, Lafayette, Dixie, and Putnam. 1.01: Background Screening of Employees/Volunteers Satisfactory Compliance All four employees hired since the last review had a background screening completed prior to their hire date. One employee was due for a five-year re-screening and the re-screening was completed as required. The program has recruited five new volunteers since the last review. All five had background screenings completed as required prior to their start dates. One of the five volunteers received ineligible on the first background screening; an exception was filed and granted with an eligible with charges rating before this volunteer s start date. 1.02: Provision of an Abuse Free Environment Satisfactory Compliance There have been no abuse allegations or any indication of abuse since the last review. 1.03: Incident Reporting Satisfactory Compliance There have been no reportable incidents called in to the Central Communication Center (CCC) since the last review. Documentation reviewed did not reveal any CCC reportable incidents. 1.04: Pre-Service/Certification Requirements Satisfactory Compliance The employees hired since the last review are still within the 180-day time frame for certification, therefore, there were no training files applicable at the time of this review. All new hires are required to complete certification in accordance with Florida Administrative Code. 1.05: In-Service Training Requirements Satisfactory Compliance Nine files were reviewed. All of the employees exceeded the required twenty-four hours of training. The training consisted of online and instructor-led courses. The two applicable supervisors completed more than the eight hours of supervisory training required. All the training was entered in CORE. The program maintains training files as well, with sign-in sheets and certificates of completion for all training. 1.06: Supervisory Reviews Satisfactory Compliance In 3 of 3 applicable files, the supervisor initialed the State Attorney Recommendation (SAR) before it was submitted to the court. In 5 of 5 applicable files, the supervisor signed the Pre- Disposition Report (PDR) before it was submitted to the court. In 18 of 20 applicable files, the supervisor signed the Youth-Empowered Success (YES) Plan within 30 days of the youth's placement on supervision. For the two cases that were late, the YES Plans were completed after the 30-day time frame. In 19 of 20 applicable files, the supervisor documented his/her Office of Program Accountability Page 6 of 9 (Revised January, 2012)

review of the YES Plan in the case notes. In 16 of 16 instances when one was required, a supervisory review was conducted within the required 90-day time frame. Standard 2: Assessment and Intervention Overview The program has an interagency agreement with the State Attorney of the Eighth Judicial Circuit waiving State Attorney Recommendations (SAR) for Alachua and Union Counties. For Baker and Bradford Counties, the agreement indicates the SAR needs to be filed only if requested by the State Attorney s Office. For Gilchrist and Levy Counties, the agreement states the SAR is to be completed unless a filing decision is made prior to the twenty-day deadline. Meridian Behavioral Healthcare provides mental health services to youth and parents who have Medicaid or insurance. CDS Family and Behavioral Health Services provides substance abuse counseling as well as anger management if there is also a substance abuse issue. The program has contracts with the following providers and services: Multi-Systemic Therapy (MST) for evidence-based services in all six counties; Intensive Treatment Modalities (ITM) for substance abuse and anger management counseling; Village Counseling Center (VCC), which provides psycho-sexual evaluations, sex offender counseling, and trauma informed care; and Psych Resources to provide comprehensive evaluations. The JPOs are responsible for completing Positive Achievement Change Tool (PACT) assessments and developing the Youth Empowered Success (YES) Plans. The JPOs are responsible for completing the action steps as outlined in the individualized YES Plans. 2.01: Positive Achievement Change Tool (PACT) Satisfactory Compliance A PACT Pre-Screen was completed in all applicable cases as required. In 18 of 18 applicable files, the PACT Mental Health and Substance Abuse Screening Report Referral Form was completed as required. In 8 of 8 applicable files, the youth were referred for a comprehensive assessment as indicated by the PACT Mental Health and Substance Abuse Screening Report and Referral Form. In 7 of 7 applicable files, the youth was referred for services that were recommended in the comprehensive assessment. 2.02: State Attorney Recommendation (SAR) Satisfactory Compliance In 3 of 3 applicable files, the PACT Pre-Screen was completed before the SAR. In 3 of 3 applicable files, critical issues identified by the PACT or other sources were discussed further in the narrative sections of the SAR. In 2 of 3 applicable files, the recommendation in the SAR reflected the risk to re-offend and/or a justification for the recommendation was provided in the appropriate section. In 3 of 3 applicable files, the SAR was submitted within the applicable time frame. Office of Program Accountability Page 7 of 9 (Revised January, 2012)

2.03: Pre-Disposition Report (PDR) Satisfactory Compliance In 3 of 3 applicable files, the PACT Full Assessment was completed before the PDR as required due to the youth's risk to re-offend. In 4 of 4 applicable files, the PDR recommendations reflected treatment needs identified by the PACT and/or other sources. In 5 of 5 applicable files, the PDRs were submitted within the applicable time frame. 2.04: Youth-Empowered Success (YES) Plan Development Satisfactory Compliance In 7 of 7 applicable files, the PACT Full Assessment was completed before the initial YES Plan as required due to the youth's risk to re-offend. In 6 of 7 applicable files, the initial YES Plan included at least one PACT Goal as required due to the youth's risk to re-offend. In the one case missing the required PACT Goal, the case notes reflected that the JPO and JPOS mistakenly identified the youth as moderate risk rather than moderate-high. In 11 of 20 applicable files, all Youth Requirements/PACT Goals in the initial YES Plan contained the intervention plan elements (who, what, and how often). Overall, 127 of 145 Youth Requirements/PACT Goals in the initial YES Plan contained the intervention plan elements (who, what, and how often). All goals contained the who and what elements. The 18 remaining goals were missing only the how often element. The majority of these goals were related to letter of apology, drug screens, and some PACT Goals. Even though the goals were missing the how often element on the plans, the JPOs addressed the majority of goals. In 16 of 20 applicable files, all Youth Requirements/PACT Goals in the initial YES Plan provided an appropriate target date for completion. Overall, 140 of 145 Youth Requirements/PACT Goals in the initial YES Plan contained an appropriate target date for completion. All Youth Requirements/PACT Goals included a target date, though some target dates were not practical with the action steps or different target dates were identified for goals lasting the duration of supervision. In 19 of 20 applicable files, youth and/or parent/guardian participation in the development of the initial YES Plan was documented. In 18 of 20 applicable files, the initial YES Plans were signed by the youth, parent/guardian, JPO/case manager, and/or supervisor within 30 days of disposition/placement. In one case, the YES Plan was not completed within 30 days due to the youth and parent missing repeated appointments and not being available to complete the plan. A Violation of Probation was filed on the youth due to his lack of compliance. 2.05: YES Plan Implementation/Supervision Satisfactory Compliance In 18 of 26 applicable 90-day supervision periods, case notes reflected consistent compliance with JPO/case manager action steps contained in the YES Plan. Overall, 156 of 195 required JPO/case manager action steps were completed within the required timeframe. In 4 of 5 instances when noncompliance was documented, the JPO/case manager responded in a manner consistent with the progressive response/graduated sanctions plan. 2.06: Service Delivery/Referrals Satisfactory Compliance In 10 of 13 applicable files, referrals for services were made as required by the court order and/or action steps contained in the YES Plan. In 7 of 10 applicable files, the JPO/case manager followed up with the service provider within 30 days to verify enrollment and/or initiation of services. In 9 of 9 applicable files, the JPO/case manager received (or attempted to Office of Program Accountability Page 8 of 9 (Revised January, 2012)

solicit), reviewed, and/or documented progress reports (written or verbal) from the provider. In 3 of 3 applicable files, the JPO/case manager addressed negative progress reports from the provider (e.g. missed appointments, non-participation, etc.). 2.07: PACT Reassessments and YES Plan Updates Satisfactory Compliance In 4 of 5 applicable 90-day supervision periods when one was required, a PACT Reassessment was completed prior to the 90-day supervisory review. In 16 of 16 applicable 90-day supervision periods, a new YES Plan was saved in JJIS prior to the 90-day supervisory review. 2.08: Termination of Supervision Satisfactory Compliance In 3 of 3 reviewed closed files for this indicator, the Progress Report was completed when termination was requested or the Department lost jurisdiction. In 2 of 2 applicable files reviewed for this indicator, the Progress Report included PACT risk and needs information as required due to the youth's risk to re-offend. Overall Rating Summary Satisfactory Compliance: 100% Limited Compliance: 0% Failed Compliance: 0% * Percentages have been rounded to the nearest whole number. Percentages may not total 100% due to rounding. Office of Program Accountability Page 9 of 9 (Revised January, 2012)