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 20 Department of Juvenile Justice (State-Operated) 2295 Victoria Avenue Fort Myers, Florida 33902 Review Date(s): February 1-2, 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 20 QA Program Code: 1195 Provider Name: Department of Juvenile Justice Contract Number: NA Location: Lee County / Circuit 20 Number of Slots: NA Review Date(s): February 1-2, 2012 Lead Reviewer Code: 107 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 8 # Program Supervisors 1 # Other (listed by title): Training Coordinator 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 24 # Personnel Records 9 # Training Records/CORE 3 # Youth Records (Closed) 30 # 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: Tom Mahoney, Lead Reviewer, DJJ Bureau of Quality Improvement Patrick Morse, Program Administrator, DJJ Bureau of Quality Improvement Anne Dellow, Juvenile Probation Officer Supervisor, DJJ Probation, Circuit 11 Charles Bethel, Assistant Chief Probation Officer, DJJ Probation, Circuit 17 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/qi/index.html. Strengths and Innovative Approaches The Probation and Community Intervention - Circuit 20 management team is active in the community and maintains a collaborative partnership with circuit stakeholders, public agencies, youth service agencies, local communities, school districts, and faith-based organizations in an effort to maintain appropriate services to all youth involved with the juvenile justice system within the circuit. The Chief Probation Officer (CPO) conducts monthly management team meetings to address all issues affecting all circuit stakeholders. The program meets with the Department of Children and Families (DCF) on a monthly basis to discuss youth they supervise in common. At this Interagency Local Planning Team meeting, both DCF and the program are able to place youth on the agenda to be discussed to ensure that services for the youth are coordinated by both agencies. In partnership with the Lee County School District and the Lee County Sheriff s Department, the program coordinates a Truancy Intervention Program (TIP) whereby students identified as having chronic non-attendance and their parents/guardians are given a last opportunity to comply with Florida s mandatory school attendance policy prior to legal action being initiated. The program is a member of the Truancy, Ungovernable, and Runaway (TURN) Committee. This committee works with the Charlotte County School Board, the Charlotte County Sheriff s Office, Charlotte Behavioral Health, and Lutheran Services Florida, Inc., to provide communitybased services to truant, ungovernable, and runaway youth and their families to prevent them from entering the juvenile justice system. The program has established an Aftercare Board to assist youth in resource referral and support in order to ensure that all youth are presented with the best tools necessary for a smooth transition from their commitment program back into the community. The program works with local police departments and sheriff s offices that have a Juvenile Arrest and Monitor (JAM) Unit. The JAM Units are responsible for intensely monitoring youth that have demonstrated difficulty in abiding by their court-ordered sanctions. Standard 1: Management Accountability Overview Probation and Community Intervention - Circuit 20 is comprised of five (5) counties covering 5,450 square miles on the southwest coast of Florida. The counties within Circuit 20 are Charlotte, Collier, Glades, Hendry, and Lee. There are five (5) sheriff s offices, and six (6) police departments serving the various communities. One school district exists in each county. The State Attorney s Office and the Public Defender s Office each cover the same geographical area. The program is under the leadership and management of a Chief Probation Officer Office of Program Accountability Page 5 of 9 (Revised January, 2012)
(CPO). The program has eight (8) units, comprised of eight (8) Juvenile Probation Officer Supervisors (JPOS), eight (8) Senior Juvenile Probation Officers (Sr. JPO), forty-one (41) Juvenile Probation Officers (JPO), and five (5) Other Personnel Services (OPS) Detention Screeners. At the time of the Quality Improvement review, the program had two JPO and one OPS Detention Screener positions vacant. 1.01: Background Screening of Employees/Volunteers Satisfactory Compliance A total of twenty-three (23) personnel files were reviewed to verify background screening requirements. Documentation verified that all six (6) applicable staff were screened as required prior to their date of hire. Documentation verified that all six (6) applicable volunteers and interns were screened as required prior to beginning work. There were ten (10) applicable staff that required five-year re-screenings. All ten (10) applicable staff received a five-year rescreening based on their initial date of hire with the Department of Juvenile Justice (DJJ). The Annual Affidavit of Compliance with Level 2 Screening Standards was completed on January 19, 2012. The program also conducts quarterly driver s license checks on all staff with the Department of Highway Safety and Motor Vehicles to ensure that none of the staff have any suspensions to their driver s licenses. 1.02: Provision of an Abuse Free Environment Satisfactory Compliance Documentation verified that staff sign the DJJ Code of Conduct at the time of hire. During the review period, the program has not had any allegations reported to the Florida Abuse Registry. Documentation reviewed indicated that management staff have not had any incidents that required immediate action regarding any staff or youth during this review period. There were no grievances filed against any program staff during the review period. 1.03: Incident Reporting Satisfactory Compliance A review of incident reports for the last six (6) months found that there were seven (7) individual incidents requiring notification to the Central Communications Center (CCC). A review of the CCC incidents found that each was reported within the required time frame. 1.04: Pre-Service/Certification Requirements Satisfactory Compliance Three staff training files were reviewed for certification training, and all requirements were completed as outlined in Florida Administrative Code. All staff were certified within 180 days of hire and completed the Protective Action Response (PAR) training. All trainings were documented in the Department s CORE Learning Management System (LMS), as required. 1.05: In-Service Training Requirements Satisfactory Compliance Six (6) staff training files were reviewed for compliance with in-service training requirements. All six (6) staff completed the required mandatory training in PAR, cardiopulmonary resuscitation (CPR), first aid, suicide recognition, and professionalism and ethics. Training files documented that staff averaged seventy-eight (78) hours of in-service training, which exceeds the twenty- Office of Program Accountability Page 6 of 9 (Revised January, 2012)
four (24) hour requirement. Three (3) supervisor training files were reviewed. All three (3) supervisors exceeded the eight-hour mandatory supervisory/management training requirement by three (3) hours in two (2) of the files reviewed and seven (7) hours in the third file reviewed. 1.06: Supervisory Reviews Satisfactory Compliance Documentation reviewed indicated that the JPOS initialed the State Attorney Recommendation (SAR) in the seven (7) applicable files prior to sending it to the Court. Documentation reviewed indicated that the JPOS signed the Pre-Disposition Report (PDR) in thirteen (13) applicable files prior to sending it to the Court. The JPOS documented a review of the Youth-Empowered Success (YES) Plan in twenty-five (25) of thirty (30) applicable files within thirty-days of the youth s disposition. One YES Plan was signed by the JPOS five (5) days late. The JPOS documented his/her review of the YES Plan in the case notes in all of the applicable files reviewed within thirty (30) days of the disposition. In all applicable files the JPOS documented a supervisory review of the youth s file within ninety (90) days of signing the initial YES Plan. Standard 2: Assessment and Intervention Overview Probation and Community Intervention - Circuit 20 operates two units dedicated to detention screening. In Lee County one unit processes youth taken into custody by law enforcement in Charlotte, Glades, Hendry and Lee Counties. Another unit in Collier County processes youth taken into custody by law enforcement in Collier County. The program has an Interagency Agreement with the State Attorney s Office, which stipulates that a State Attorney Recommendation is required in the following instances: juvenile cases being recommended for diversion; juveniles that qualify for diversion based on prior history and offense, however, have disqualifying factors, such as truancy, ungovernable, or runaway issues; and juvenile cases in which the Department requests filing in the adult court. 2.01: Positive Achievement Change Tool (PACT) Satisfactory Compliance A review of twenty-eight (28) applicable files validated that a Positive Achievement Change Tool (PACT) Pre-Screen was completed for each of the files reviewed. In one instance, the PACT Pre-Screen was completed nine (9) days late. In all applicable files reviewed, the PACT Mental Health and Substance Abuse Screening Report and Referral Form was completed. Thirteen (13) of the screening forms indicated a need for further assessment. Documentation reviewed indicated that one youth was not referred for further assessment; however, the case notes indicated that no referral was necessary. There was no documentation to justify why no referral was necessary. 2.02: State Attorney Recommendation (SAR) Satisfactory Compliance The program has a current Five-Year Interagency Agreement with the local State Attorney s Office specifying instances in which the State Attorney Recommendation (SAR) shall be submitted. Three (3) files that met one of the qualifying instances where a SAR was required, Office of Program Accountability Page 7 of 9 (Revised January, 2012)
and the SAR was completed and submitted to the State Attorney s Office within the required time frame. All critical issues identified by the PACT or other sources were discussed further in the narrative sections of the SAR. The recommendation in the SAR reflected the risk to reoffend and/or a justification for the recommendation was provided in the appropriate section. 2.03: Pre-Disposition Report (PDR) Satisfactory Compliance A review of thirty (30) individual youth files found that fifteen (15) required the completion of the Pre-Disposition Report (PDR). The PACT Full Assessment was completed prior to the PDR, as required due to the youth risk to re-offend, in five (5) of the six (6) files reviewed. In one case, there was no clear documentation to support that staff completed the PACT Full Assessment prior to the completion of the PDR. All fifteen (15) PDR s reviewed documented recommendations and treatment needs identified by the PACT and/or other sources. In fourteen (14) of the fifteen (15) files reviewed, there was clear documentation to support that the PDR was submitted to the court at least forty-eight (48) hours prior to the disposition hearing. 2.04: Youth-Empowered Success (YES) Plan Development Satisfactory Compliance A review of thirty (30) individual youth files validated that staff are completing the initial Youth- Empowered Success (YES) Plan as outlined in the Florida Administrative Code. Documentation reviewed indicated that the PACT Full Assessment was completed prior to the completion of the YES Plan in eight applicable files where the risk to re-offend was High or Moderate-High. There were two youth identified as Post-Commitment Probation (PCP) and the initial YES Plan did address the recommendations outlined by the residential commitment program during the youth s transition conference. In eight applicable files reviewed, the initial YES Plan included at least one PACT Goal, as required due to the youth s risk to re-offend. There were a total of 368 Youth Requirements/ PACT Goals identified on the thirty (30) initial YES Plans, of which all contained the intervention plan elements (who, what, and how often). There were a total of thirty (30) files reviewed where all Youth Requirements/PACT Goals in the initial YES Plan provided an appropriate target date for completion. In twenty-six (26) of thirty (30) files reviewed, the case notes verified that the youth and parent/guardian participated in the development of the initial YES Plan. Two (2) youth were eighteen years of age, therefore, parent/guardian participation was not required. 2.05: YES Plan Implementation/Supervision Satisfactory Compliance A review of thirty (30) youth files found that all were applicable for the first ninety-day period of supervision. The JPOS documented a ninety-day review in the case notes in twenty-seven (27) of thirty (30) files reviewed. There were eight (8) of thirty (30) files reviewed where the case notes reflected consistent practice with the JPO action steps completed within the first ninetyday supervision period. Overall, there was total of 368 action steps required by the YES Plan within the first ninety-day supervision period, of which 366 JPO action steps were completed as outlined. There were a total of five (5) files reviewed applicable for the second ninety-day supervision period. Overall, there were a total of fourteen (14) JPO action steps required by the YES Plan in the second ninety-day supervision period, of which eleven (11) were completed as outlined. The case notes reflected consistent compliance with most of the JPO action steps. A review of the program s progressive response/graduated sanction plan validated that staff are responding to non-compliant behaviors as outlined in the plan. Office of Program Accountability Page 8 of 9 (Revised January, 2012)
2.06: Service Delivery/Referrals Satisfactory Compliance A review of thirty (30) individual youth files found that nineteen (19) youth were identified with specific service needs, either court-ordered or parent/guardian recommended. The JPO referred the youth for appropriate services in all nineteen (19) files. In eighteen (18) of nineteen (19) files, the JPO made a follow-up with the service provider within thirty days to verify enrollment and/or initiation of services. The case notes reflected that the JPO received, reviewed, and documented the progress made by the youth from progress reports in eighteen (18) of the nineteen (19) applicable files reviewed. 2.07: PACT Reassessments and YES Plan Updates Satisfactory Compliance A PACT Reassessment was completed in all nine (9) applicable files prior to the first ninety-day review, since the youth was Moderate-High or High risk to re-offend. Youth Requirements and PACT Goals were updated in the Juvenile Justice Information System (JJIS) prior to the first ninety-day JPOS review. The JPOS documented the ninety-day review in the case notes as required. There were no files reviewed applicable for a second ninety-day review where ninety days has passed since the first ninety-day review. 2.08: Termination of Supervision Satisfactory Compliance A review of three (3) closed individual youth files found that the Progress Report was completed when termination was requested or the Department lost jurisdiction. Satisfactory Compliance: Limited Compliance: Failed Compliance: Overall Rating Summary 100% 0% 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