JPS Workbook 1.28.16 California Jail Profile Survey Instructions
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JAIL PROFILE SURVEY WORKBOOK INSTRUCTIONS FOR MONTHLY & QUARTERLY FORMS DATA QUESTIONS: 2002 AGENCY UPDATE: 2016 STATE OF CALIFORNIA BOARD OF STATE AND COMMUNITY CORRECTIONS 2590 VENTURE OAKS WAY, STE 200 SACRAMENTO CA 95833 BSCC.CA.GOV TABLE OF CONTENTS INTRODUCTION ...............................................................................................................................1 HOW TO COMPLETE THE JAIL PROFILE SURVEY FORMS .............................................................................2 Contact Information ................................................................................................................... 2 General Instructions ................................................................................................................... 2 Online Submission ....................................................................................................................... 4 MONTHLY SURVEY .......................................................................... 6 Section A: Total ADP.................................................................................................................. 7 Section B: Classification Profile of Inmates Comprising ADP ............................................... 9 Section C: Inmates Requiring Mental Health Attention ....................................................... 10 Section D: Inmates Requiring Medical Attention .................................................................. 11 Section E: Holding Areas ......................................................................................................... 12 Section F: Contract Housing ................................................................................................... 13 Section G: Other Inmate Categories ...................................................................................... 14 Section H: Additional Information .......................................................................................... 15 QUARTERLY SURVEY .................................................................... 17 Section A. Quarterly Data ....................................................................................................... 17 Section B. Average Length of Stay .......................................................................................... 18 PUBLISHING JAIL PROFILE SURVEY DATA .................................................................................................20 Quarterly Results Report / Publishing Data Online ............................................................. 20 How to Query Data Online .................................................................................................... 20 DATA ANALYSIS AND THE FINAL PRODUCT ....................................................................................................... 24 Role of Data ............................................................................................................................................... 24 Data Review Process ............................................................................................................................... 24 Publishing Data .......................................................................................................................................... 24 Board of State and Community Corrections - Jail Profile Survey Workbook Page i - Updated January 2016 INTRODUCTION Since the early 1980’s, the Board of State and Community Corrections (BSCC) – formerly the Corrections Standards Authority (CSA) and Board of Corrections (BOC) – staff has collected data regarding local agency jails and jail systems. This information has provided a basis for determining the needs of counties during the distribution of state bond monies; the data has also been used to make projections of future need for jail space. In the early 1990’s, it became apparent that the historically collected data was not sufficient to meet the changing needs of our county jails. It was felt that the raw numbers collected were providing a distorted view of a jail’s profile. For example, a jail under a court-ordered population cap might show a stable jail population over several years when the need for new beds was actually critical and getting worse. Early in 1995, the BOC authorized a committee to be formed consisting of representatives from a variety of local law enforcement agencies to examine the type and appropriateness of data that needed to be gathered. This committee met and generated a survey instrument which addressed the following issues: Data should be easy for agencies to collect. The results must be useful to the local agencies. Data should be collected monthly and reported to the BOC quarterly. The data should accurately reflect the “needs” of each agency based on the bed needs and not solely on actual inmates housed. In 2001, an Executive Steering Committee (ESC) of the CSA was formed to review the first five years’ data from the Jail Profile Survey and offer any input into the structure of the survey. The ESC’s meetings resulted in the addition (in 2002) of several variables pertinent to the number of inmates in local detention facilities that require medical and mental health treatment as well as the measurement of average lengths of stay. This workbook has been developed to help you understand the potential impact and value that the information generated from the Jail Profile Survey will provide. It is essential that the most accurate information possible be gathered to provide all local detention agencies the ability to plan accurately for their future as well as share, on an as needed basis, any available revenues from state and federal sources. The objectives of this workbook are to: explain the development of the Jail Profile Survey; describe the benefits this survey will provide to the counties and the state; describe the roles the agencies and the state will have in the survey process; identify the definitions for terms and criteria used in the survey instrument; identify the role of the agency contact person collecting and reporting data from the survey; identify the frequency and method that will be used to report the data from the survey to the BSCC; and, describe the product to be returned to the agencies from the BSCC at the conclusion of each reporting quarter. Board of State and Community Corrections - Jail Profile Survey Workbook Page 1 - Updated January 2016 HOW TO COMPLETE THE JAIL PROFILE SURVEY FORMS Contact Information Board of State and Community Corrections 2590 Venture Oaks Way, Ste. 200, Sacramento, CA 95833 Attention: FSO Report Analyst phone: (916) 323-9704 / fax: (916) 322-2461 email: JPS@bscc.ca.gov General Instructions The Jail Profile Survey runs on a calendar year basis. A separate monthly survey must be completed each month and returned within 10 working days from the end of the close of the month being reported on. The quarterly profile survey is based on the calendar year quarter. Each quarter’s survey must be completed and returned to the BSCC by the following dates: Reporting Quarter Reporting Months Due Date First Second Third Fourth January, February, March April, May, June July, August, September October, November, December April 15th July 15th October 15th January 15th Each agency is asked to designate one person as the “person reporting” regardless of how many facilities there are in the jurisdiction. Include the phone number of that person so the BSCC can contact them in the event of a question (see page 25). PLEASE SEND IN ONLY ONE COPY OF THE DATA – either via Internet (see “Online Submission” instructions), email, fax, or mail. (Please contact the FSO Report Analyst if you would like to verify receipt or need to send a corrected copy of your submittal.) DO NOT LEAVE ANY SPACES BLANK: All numbers should be entered rounded to the nearest whole number with the exception of Section B. Average Length of Stay in the quarterly report (see page 19). “D” or “does not apply”: if the variable does not EVER apply to your agency (e.g., you do not hold females) fill in the space with “D” (does not apply). “U” or “unavailable”: if the variable may SOMETIMES apply to your agency but is not available, fill in the space with “U” (unavailable). “0” or “zero”: if the variable may SOMETIMES apply to your agency (e.g., you sometimes hold females, but during a particular month you did not), fill in the space with a “0.” Exception: Section B. Average Length of Stay in the quarterly report (see page 19).Zero is not a valid entry for Average Length of Stay. Board of State and Community Corrections - Jail Profile Survey Workbook Page 2 - Updated January 2016 Data is requested in a variety of ways, including totals, averages, and snapshots. AVERAGE DAILY POPULATION: Most sections call for the “average daily population” (ADP) of a given category of inmates during the month. The ADP should reflect that number obtained during a consistently made daily inmate count (usually at or near midnight), adding these daily counts together for the month, and dividing this sum by the number of days in that month. ONE-DAY SNAPSHOT: Other sections request a “one-day snapshot,” a total number reported from a single day’s count. The count must be on the Last day of the month. Board of State and Community Corrections - Jail Profile Survey Workbook Page 3 - Updated January 2016 Online Submission BOARD OF STATE AND COMMUNITY CORRECTIONS JAIL PROFILE SURVEY Parameter Input Description Survey Type: Monthly Select the survey type for the period for which you are reporting. Agency: [Agency’s Name] Your reporting agency. Code: Your assigned code or pass phrase. If the connection succeeds, you will be prompted for additional information. Connect INTERNET ACCESS: https://app.bscc.ca.gov/jps/login.asp. Select report type (either monthly or quarterly) in the “Survey Type” dropdown; Select your jurisdiction from the “Agency” dropdown; Enter your code (please contact the FSO Report Analyst if you do not have your access code); and, Select the “Connect” button; you will be taken to your agency’s data entry page. Agency [Agency’s Name] Person Reporting: Reporting Period: Phone: Date: At the top of either the monthly or quarterly reports, enter, and/or select from the available dropdown boxes, the following information: name of person reporting; reporting period and year; reporter’s phone number; and, date (this field will auto-populate with the log in date but can be typed over). Before moving on, please verify that the month or quarter and year you are submitting is accurate. **Please note, the system requires that this data be completed before the report can be submitted online. DATA ENTRY: You can click each individual cell to enter data, but you may find it easier to tab from cell to cell to move through the data entry page. Reset Form Board of State and Community Corrections - Submit Form Jail Profile Survey Workbook Page 4 - Updated January 2016 DATA SUBMISSION: At the very bottom of the data entry page, click the “Submit Form” button to transmit your data. If you are missing any required data and/or there is a variance(s), before the data can be transmitted you will receive an error message(s) with the missing field(s) to be completed and/or direction as to where the variance(s) was found. **Please note that clicking the “Reset Form” button will clear all typed data. After clicking the “Submit Form” button, you will be taken to a new screen with the following message: Thank you [Agency’s Name], your information has been sent to the Board of State and Community Corrections (For your records, you may wish to print a copy of this report.) Return to Jail Profile Survey Home Page **Please note, if after entering the “Submit Form” button you are not taken to this screen, the system “timed out” and your data was not transmitted (see TIME LIMIT directly below). TIME LIMIT: There is a 20-minute time limit on the data entry page. If data is not entered and submitted within that time frame, the system will “time out” and data will not transmit. To avoid this issue, many JPS reporters have found it helpful to have a hardcopy of the report completed prior to data entry. If you would like a report template to assist with this, please contact the FSO Report Analyst. CORRECTIONS: If you entered a report online and need to send a corrected copy of a monthly or quarterly submittal, or need to correct a specific data element, please contact the FSO Report Analyst before re-entering a report (JPS@BSCC.CA.GOV). Each submission creates an individual report (the system will not overwrite the previously submitted report). To avoid multiple reports for one particular month and/or quarter, the FSO Report Analyst needs to be notified in order to delete the incorrect report from the database. Board of State and Community Corrections - Jail Profile Survey Workbook Page 5 - Updated January 2016 Section A: Total ADP MONTHLY SURVEY Section A: Total ADP Name of Facility Type Non-Sentenced Population Cap Male Sentenced Female Male Female Totals 1) T1 2) T2 v 3) T3 4) T4 A1) ADP Totals M2 F1 M1 F2 A2) Average number of felony inmates N1 N3 A3) Average number of misdemeanor inmates N2 N4 Highest one-day population for this month occurred on (put A4) date): T5 The highest count was: Name of Facility, Type: If you are reporting online, the facilty(ies) and type(s) for your agency will auto populate, so please contact the FSO Report Analyst regarding any change required (e.g., adding or deleting a facility) to your form. If submitting manually, please enter the name and type of each facility in your jurisdiction. Include those facilities exclusively housing local inmates from other California county jurisdictions. Do not include facilities exclusively housing contract state or federal inmates. The “type” of facility is the Title 15, California Code of Regulations designated type for the facility (Type II, III, or IV). Population Cap: Indicate the court-ordered population cap (if any) for each facility. Do not indicate any other types of caps (e.g., self-imposed cap, Rated Capacity). If no court-ordered caps exist, insert “D.” Non-Sentenced (male/female): Enter the average daily population for the given month in each (male/female) category for each facility. For the purposes of this report, non-sentenced inmates are all inmates other than those who have been sentenced on all charges pending. For example, if an inmate has been sentenced on three charges but is still being tried on a fourth charge, they should be reported as “non-sentenced.” Where possible, the addition of the following AB 109 Offenders (1170h, PRCS, and State Parolees) should be included in the Non-Sentenced (male/female) population: B3, C3, & C4. Board of State and Community Corrections - Jail Profile Survey Workbook Page 6 - Updated January 2016 Sentenced (male/female): Enter the average daily population for the given month in each (male/female) category for each facility. For the purpose of this report, sentenced inmates are those who have been sentenced on all charges and are no longer on trial. This category includes inmates who are being incarcerated pending or during an appeal. Where possible, the addition of the following AB 109 Offenders (1170h, PRCS, and State Parolees) should be included in the Sentenced (male/female) population: B1, B2, B4, C1, & C2. **The numbers entered in cells M1 and F1 must add up to the numbers entered in N1 and N2 (i.e., M1+F1 = N1+N2). Also, the numbers entered in cells M2 and F2 must add up to the numbers entered in N3 and N4 (i.e., M2+F2 = N3+N4). If the population numbers are do not add up properly, a variance will be shown. When a variance is shown the population numbers may be deemed unreliable and the county reporter will be contacted to correct the imbalance. A1) ADP Totals **The ADP Totals in the vertical column and those in the horizontal row should equal the number found at T5 (i.e., M1+F1+ M2+F2 = T5 and T1+T2+T3+T4 = T5). To ensure accuracy, counties should add the total counts for all facilities during a given month and divide by the number of days in that month. This number should equal the ADP total. Finally, this number should include all inmates (including those under contract from any agency/jurisdiction) assigned to all single/double and multiple occupancy cells, administrative segregation, disciplinary isolation, and medical and mental health beds. Do not include inmates who are temporarily housed out of the facility or those who have not yet been assigned housing (e.g., those in holding cells, sobering or safety cells, or booking and receiving areas). (See E1.) Do not include inmates that are housed in other jurisdictions (see F1) or are participating in out-of-[physical] custody programs. Ex: Offenders in Alternative Custody programs should not be counted in the ADP, even if the county categorizes internally categorizes them as “incustody.” Counties that contract entire facilities to the federal government: If you have in your jurisdiction a facility whose ADP is entirely comprised of federally contracted inmates, DO NOT count this facility and its inmates in the ADP section or in Section F2. If federal inmates are intermixed within the population, include them in the overall count of the ADP. Should you have any questions regarding this issue, please contact the FSO Report Analyst. A2) Average number [ADP] of felony inmates (male/female) Board of State and Community Corrections - Jail Profile Survey Workbook Page 7 - Updated January 2016 Enter the average daily population of non-sentenced male and female inmates charged with felonies, the average daily population of sentenced male and female felons, and the total average daily population of felons. Please note, if reporting online, the total average daily population of felons will auto populate for you. For the purposes of this report, if an inmate is charged with both felony and misdemeanor complaints, they should be counted in the “felony ADP” (A2 row). Similar to Non-Sentenced and Sentenced ADP counts, when able, AB 109 Offenders (1170h, PRCS, and State Parolees) should be included in the Felony inmate ADP. A3) Average number [ADP] of misdemeanor inmates (male/female) Enter the average daily population of non-sentenced male and female inmates charged with misdemeanors, the average daily population of male and female sentenced misdemeanants, and the total average daily population of misdemeanants. Please note, if reporting online, the total average daily population of misdemeanants will auto populate for you. Similar to Non-Sentenced and Sentenced ADP counts, when able, AB 109 Offenders (1170h, PRCS, and State Parolees) should be included in the Felony inmate ADP. A4) Highest one-day population count for this month This category was included to capture the “peaking factor” for each agency. Indicate the month’s highest one-day population for the jail system (include all facilities) along with the day’s date. Include in this total only those inmates who were assigned to housing. The number entered must be higher than the ADP Totals listed in A1. Board of State and Community Corrections - Jail Profile Survey Workbook Page 8 - Updated January 2016 Section B: Classification Profile of Inmates Comprising ADP Section B: Classification Profile Of Inmates Comprising ADP B1) ADP of maximum security inmates B2) ADP of medium security inmates B3) ADP of minimum security inmates While Section A is concerned with identifying the total number of inmates housed in each facility and jurisdiction computed as an average daily population, Sections B, C, D, E, F, and G will identify the characteristics of the jail’s population. Section B is included to identify and measure the agency’s inmate classification profile. Only indicate the classification status of inmates in custody and not the number of beds. The sum of B1+B2+B3 should equal the ADP Totals listed in A1. Board of State and Community Corrections - Jail Profile Survey Workbook Page 9 - Updated January 2016 Section C: Inmates Requiring Mental Health Attention Section C: Inmates Requiring Mental Health Attention C1) Number of mental health cases open on the last day of the month C2) Number of new mental health cases that were opened during this month C3) Number of inmates, on the last day of the month, receiving psychotropic medication for a mental health disorder C4) Average number of inmates needing, and actually assigned to, mental health beds on the last day of the month Please note: In this section, indicate the actual number (either cumulative or snapshot) of inmates in the requested categories rather than the average daily population. **You may need to contact your mental health provider to accurately capture the information requested in Section C. C1) Number of mental health cases open on the last day of the month (SNAPSHOT) Report the number of people on the last day of the month who have open mental health cases. That is, those inmates that are identified as having a psychological disorder and are actively in need of and receiving mental health services. C1 should be considered “existing” or “ongoing” cases. Inmates receiving ongoing mental health services without psychotropic medications should also be counted in C1. C2) Number of new mental health cases that were opened during this month (CUMULATIVE) Report the total number of NEW mental health cases that were opened from the first day through the last day of the month. C2 should be considered “new” cases. The number of inmates counted in C2 should be lower than the number of inmates counted in C1. Inmates may be counted in C2 if they are receiving mental health services without the use of psychotropic medication. C3) Number of inmates, on the last day of the month, receiving psychotropic medication for a mental health disorder (SNAPSHOT) Report the number of inmates who are receiving psychotropic medication for identified mental health disorders on the last day of the month. C3’s count should not be higher than C1’s corresponding monthly count. There should be no inmates counted as receiving psychotropic medications without also being counted has having either an ongoing (C1) or new (C2) mental health case. C1 and C3 are snapshots of the same day, as such, it is unlikely that C3 would be greater than C1. C4) Average number of inmates needing, and actually assigned to, mental health beds on the last day of the month (SNAPSHOT) Report only those inmates in need of and assigned to mental health beds on the last day of the month. Mental health beds should be those specifically used for the special housing of inmates, outside of general population, requiring inpatient mental health care. Do Board of State and Community Corrections - Jail Profile Survey Workbook Page 10 - Updated January 2016 not include those inmates who require mental health treatment but are not in a special mental health housing unit. Many small- and medium-sized facilities will not have any of these types of beds. Inmates housed in hospitals outside of your jail system are recorded in Section G2. Mental Health Case counting examples: Example 1: John is booked once during the month and receives mental health services. He should be counted that month in C2 as new. John is then released that same month. If John is booked in subsequent months, count him in C2 as new. Even if John has an existing mental health case on file (from his first booking) count him in C2, because it demonstrates the impact on your system that otherwise would not be seen if the same file is used repeatedly. Example 2: Steve routinely returns to custody, receiving services every time he is booked. In June he is booked three separate times in November. He should be counted once in C1, if on the last day of the month he was in custody and able to be counted during the snapshot. Example 3: Dave is booked in November and released Dec 1st, he used mental health services several times during November. Count him in C2 as new for November. He wouldn’t be counted in December because he was released prior to the last day of the month when C1 is accounted for. State Mental Hospitals- If an inmate is found not to be competent for trial and is detained in a county jail facility, count them in Non-Sentenced (Male/Female & Misdemeanor/Felony). If they are detained in the state hospital, do not count them in any category. Section D: Inmates Requiring Medical Attention Board of State and Community Corrections - Jail Profile Survey Workbook Page 11 - Updated January 2016 Section D: Inmates Requiring Medical Attention D1) Number of inmates that were seen at inmate sick call this month D2) Number of physician/mid-level practitioner occurrences (excluding dental) during this month D3) Number of off-site medical appointments during this month D4) Number of dental encounters this month D5) Number of inmates assigned to medical beds on the last day of the month Please note: In this section, indicate the actual number (either cumulative or snapshot) of inmates in the requested categories rather than the average daily population. D1) Number of inmates that were seen at inmate sick call (CUMULATIVE) Report the total number of inmates that were seen at initial sick call (e.g., triage) during the month. Include routine sick calls that were performed by a registered nurse (RN), physician assistant, physician, or nurse practitioner, as long as it is considered SICK CALL. If an inmate is seen at sick call more than once during the month, count each time they are seen; for instance, if an inmate is seen at sick call twice, count as two inmates seen at sick call that month. Do not include scheduled physician or physician assistant appointments (see D2 below), medication administration, or 14-day health evaluations as sick call. Do not include emergency sick call. In general, D1’s monthly count should be higher than D2’s monthly count. D2) Number of physician/mid-level practitioner occurrences (excluding dental) during this month (CUMULATIVE) Report the total number of scheduled doctors’ appointments that took place in the facility during the month. Do not include initial sick call (e.g., triage) appointments – include only follow-up or specifically scheduled physician or mid-level practitioner appointments (see D1 above). Do not include dental appointments. Psychiatrists appointments can be counted in D2 D3) Number of off-site medical appointments during this month (CUMULATIVE) Report the total number of scheduled or unscheduled off-site medical appointments. Include: specialty consults, surgery, diagnostic exams, emergency room visits, abortions, and oral surgery. Do not include routine dental visits. D4) Number of dental encounters during this month (CUMULATIVE) Report the total number of routine dental appointments that took place on- or off-site during the month. Include: dentist visits, hygienist visits, and dental assistant visits. Do not include oral surgery. D5) Number of inmates assigned to medical beds on the last day of the month (SNAPSHOT) Report the number of inmates who are specifically assigned to in-patient medical beds within the facility on the last day of the month. In-patient beds are typically in the medical unit with the sole purpose of holding inmates who require higher levels of medical care. Do not include inmates who need outpatient care. Section E: Holding Areas Board of State and Community Corrections - Jail Profile Survey Workbook Page 12 - Updated January 2016 Section E: E1) Holding Areas Average number of inmates not assigned to housing (e.g. holding, sobering, and safety cells) during this month E1) ADP of inmates not assigned to housing (e.g., holding cells, sobering cells, and safety cells) Enter the average daily population of inmates who were in your jail system (at the time that the housing count was taken), who were not, at the time, assigned to housing (e.g., inmates in holding cells, sobering cells, safety cells, staging cells, booking and receiving areas). Length of Stay definition: Length of Stay for each inmate is the number of days from date of intake to date of release regardless of changes in classification, housing, or sentencing status during that period. Any part of one calendar day counts as one day (e.g. if booked/received at 9:00pm on Monday and released at 2:00 am on Tuesday, counts as two days) If an inmate is released from detention multiple times during the quarter, he/she will have multiple separate lengths of stay. Periods spent under an alternative form of custody will not be counted towards Jail Length of Stay*. Electronic monitoring Work Release Residential Treatment Non-Residential Treatment County Parole Work Alternative Programs Day Reporting Home confinement *This list may not be all inclusive. Section F: Contract Housing Board of State and Community Corrections - Jail Profile Survey Workbook Page 13 - Updated January 2016 Section F: Contract Housing F1) Average number of your inmates in contract beds in other public/private institutions during the month F2) Average number of federal inmates housed in your system on contract during the month F3) Average number of state inmates housed in your system on contract during the month F4) Average number of inmates from other counties housed in your jurisdiction on contract during the month F1) Average number [ADP] of your inmates in contract beds in other public/private institutions during the month Some jurisdictions contract with other agencies to hold sentenced inmates. Indicate the average daily population of your inmates per month who are housed outside your system and in other agencies on contract. F2) Average number [ADP] of federal inmates housed in your system on contract during the month If your jurisdiction has a contract with an agency of the federal government (e.g., immigration, federal prisons) to house their inmates in your facility(ies), indicate the average daily population for the month. **If you have in your jurisdiction a facility whose ADP is entirely federally contracted inmates, DO NOT count this facility and its inmates in this section. If federal inmates are intermixed within the population, include them in the overall count of the ADP. F3) Average number [ADP] of state inmates housed in your system on contract during the month If your jurisdiction has a contract with the state government to house their inmates in your facility, indicate the average daily population for the month. Do not include in this count inmates who are in your jail(s) for violation of parole (PC3056 or PC3000.08) unless you have a specific contract to house them. F4) Average number [ADP] of inmates from other counties housed in your jurisdiction on contract during the month Indicate the average daily population of inmates housed in your system that are housed pursuant to a contract with another county. Do not include enroutes, inmates who are held on other county’s warrants, courtesy holds, or state inmates awaiting parole or revocation hearings. Section G: Other Inmate Categories Board of State and Community Corrections - Jail Profile Survey Workbook Page 14 - Updated January 2016 Section G: G1) Other Inmate Categories Average number of inmates in your system sentenced and awaiting transport to state prison during the month G2) Average number of inmates in hospital(s) outside of your jail facilities during the month G1) Average number [ADP] inmates in your system sentenced and awaiting transport to state prison during the month Indicate the average daily population of inmates sentenced to state prison and who continue to remain incarcerated in your jail system (inmates who have completed court proceedings and are only awaiting transportation to a state facility). G2) Average number [ADP] of inmates in hospital(s) outside your jail facilities during the month Indicate the average daily population of inmates housed in hospitals outside your jail facility(ies). Do not include inmates transferred to state hospitals for evaluation or detained in a state hospital because they have been found to be non-competent. Count only those inmates who are under the Sheriff/Jail’s control while at the hospital. Section H: Additional Information Section H: Additional Information Board of State and Community Corrections - Jail Profile Survey Workbook Page 15 - Updated January 2016 H1) Total number of persons booked this month H2) Total number of pre-trial release (e.g., cite out, felony O.R.) DUE TO LACK OF HOUSING CAPACITY Total number of sentenced inmates released early (e.g., work release, electronic H3) monitoring, court-ordered, or other capacity release) DUE TO LACK OF HOUSING CAPACITY H4) Total number of juveniles in custody this month (per WIC Section 707) Please note: In this section, indicate the actual number of inmates in the requested categories rather than the average daily population. H1) Total number of persons booked this month Please indicate the total number of bookings for the month through midnight of the last day of the month. Court remands can be counted in H1 H2) Total number of pre-trial release [non-sentenced inmates] (e.g., cite out, felony O.R.) DUE TO LACK OF HOUSING CAPACITY Indicate the total number of inmates for the month who were booked into your facility but released because there was a lack of housing capacity. This would include only those inmates who, if you had a sufficient amount of capacity, would not normally be released. Do not include individuals released in the field on a citation release. H3) Total number of sentenced inmates released early (e.g., work release, electronic monitoring, court-ordered, or other capacity release) DUE TO LACK OF HOUSING CAPACITY Indicate the total number of sentenced inmates per month who were released (who ordinarily would have continued to be incarcerated) due to a lack of housing capacity. Do not include inmates transferred to work furlough. H4) Total number of juveniles in custody this month (per WIC Section 707) Indicate the number of juveniles housed in your facility(ies) during the month as ordered by the court per WIC Section 707. This would include any juvenile inmate regardless of the status of the case. Do not include juveniles originally booked as adults who are later discovered to be minors and subsequently transferred to juvenile hall. Board of State and Community Corrections - Jail Profile Survey Workbook Page 16 - Updated January 2016 QUARTERLY SURVEY This form calls for two types of data — actual count and percentage. All but one section calls for the total number of inmates in a given category. The percentage of inmates believed to be undocumented aliens should be based on some data in order to form a base estimate. If you have a reasonable estimate of this percentage or an actual count, then indicate the percentage. If you do not have a basis for a reasonable estimate, indicate “U” for “unavailable.” Section A. Quarterly Data Section A. Quarterly Data 1) Current number of inmates classified as "3rd strike" 2) Current number of inmates classified as "2nd strike" 3) Current number of unserved felony warrants in your county 4) Current number of unserved misdemeanor warrants in your county % 5) Percentage of your current inmates believed to be undocumented aliens 6) Number of inmate assaults on staff during the quarter 7) Amount of money spent on medication during the PREVIOUS quarter 8) Amount of money spent on psychotropic medication during the PREVIOUS quarter This section asks for the number of inmates in a given category at the end of the reporting quarter. 1. Current number of inmates classified as “3rd strike” Indicate the total number of inmates with “3rd Strike” charges pending at the end of this quarter. Include only those inmates with pending “3rd Strike” charges. Persons already sentenced but awaiting transfer are counted in other sections of this survey. 2. Current number of inmates classified as “2nd strike” Indicate the total number of inmates with “2nd Strike” charges pending at the end of this quarter. Include only those inmates with pending “2nd Strike” charges. Persons already sentenced but awaiting transfer are counted in other sections of this survey. 3. Current number of unserved felony warrants in your county Indicate the number of unserved felony warrants pending in your county at the end of this quarter. 4. Current number of unserved misdemeanor warrants in your county Indicate the number of unserved misdemeanor warrants pending in your county at the end of this quarter. 5. Percentage of your current inmates believed to be undocumented aliens This segment represents the first statewide attempt to identify the number of criminal undocumented aliens in California jails. This information will be critical should federal/state funds become available to address the issue. Enter the current percentage of inmates in your system that you believe to be criminal undocumented aliens. You may be able to estimate the number based upon: routinely asking inmates about their status; number of ICE Board of State and Community Corrections - Jail Profile Survey Workbook Page 17 - Updated January 2016 holds; research survey; establishing presumptive alien status based on place of birth; or the inability of the inmate to produce documentation pertaining to United States citizenship. Please do not simply guess at this percentage. If you cannot form a reasonable estimate, enter “U” for “unavailable.” 6. Number of inmate assaults on staff during this quarter Indicate the number of assaults on staff during this quarter. The number should include only incidents resulting in a crime report. Minor incidents such as swearing at an officer should not be reported. 7. Amount of money spent on medication during the previous quarter Indicate the entire amount of money that was spent on the jail system’s medication budget during the previous quarter (e.g., for the second quarter report, enter the total amount of money spent on medication for the first quarter). This number should INCLUDE money spent for psychotropic medication (see #8 below), and therefore should be higher than the amount of money spent on psychotropic medications during the previous quarter. Please do not guess at this number. If it is unavailable, please indicate as such with a “U” for “unavailable.” 8. Amount of money spent on psychotropic medication during the previous quarter Indicate the amount of money that was spent specifically on psychotropic medication during the previous quarter (e.g., for the second quarter report, enter the total amount of money spent specifically on psychotropic medication for the first quarter). This number should be a portion of #7 above. Please do not guess at this number. If it is unavailable, please indicate as such with a “U” for “unavailable.” Section B. Average Length of Stay Section B. Average Length of Stay 1) All releases from your system A) Pre-trial releases B) Sentenced releases Average length of stay is calculated by: 1) counting the number of days served by each inmate released from each category during the quarter; 2) adding the days within each category together; and, 3) dividing each sum by the total number of inmates released in each category. Average Length of Stay for each individual includes all continuous days served from date of intake to date of release, including any days served during the previous reporting periods. If an inmate is released from detention twice during the quarter, he/she will have two separate lengths of stay. If an inmate's status changes while they are in the system, use the category from which they were released (e.g., if they entered as a non-sentenced inmate, were eventually sentenced, and then released from that sentence – use sentenced releases). Report all average lengths of stay to the first decimal point. Board of State and Community Corrections - Jail Profile Survey Workbook Page 18 - Updated January 2016 DO NOT USE ZEROS IN AVERAGE LENGTH OF STAY SECTION. If an average length of stay is unavailable, please enter “U.” 1) All releases from your system Report the average length of stay for ALL RELEASES during the quarter. All Release Average Length of Stay DOES NOT EQUAL Pre-Trial ALoS + Sentenced ALoS. Each category is a separate average. 2) Pre-trial releases [Non-sentenced releases] Report the average length of stay for release of persons who were non-sentenced status during the quarter (e.g., post bail, ROR, cite and release). 3) Sentenced releases Report the average length of stay for release of persons who completed their sentence during the quarter. Calculation Examples: 1) All Releases Length of Stay: Days Served Inmate #1 7 Inmate #2 12 Inmate #3 3 Inmate #4 21 Inmate #5 17 Inmate #6 35 Inmate #7 41 Inmate #8 50 Inmate #9 90 Inmate #10 120 Inmate #11 87 Inmate #12 75 Total: 12 inmates 558 days 2) Pre-Trial Average Length of Stay: Total: Inmate #1 Inmate #2 Inmate #3 Inmate #4 Inmate #5 5 inmates Days Served 7 12 3 21 17 60 days Average Length of Stay is: 3) Sentenced Length of Stay: Days Served Inmate #6 35 Inmate #7 41 Inmate #8 50 Inmate #9 90 Inmate #10 120 Inmate #11 87 Inmate #12 75 Total: 7 inmates 498 days Average Length of Stay is: 498 days divided by 7 inmates = 71.14 days 60 days divided by 5 inmates = 12 days Board of State and Community Corrections Average Length of Stay is: 558 days divided by 12 inmates = 46.5 days - Jail Profile Survey Workbook Page 19 - Updated January 2016 PUBLISHING JAIL PROFILE SURVEY DATA Quarterly Results Report / Publishing Data Online Following data analysis by BSCC staff, the JPS quarterly survey results report is published on the BSCC website at: http://www.bscc.ca.gov/s_fsojailprofilesurvey.php. The corresponding quarter’s data is also simultaneously published online. Once JPS data is published, it is available for querying by the agency and/or public. Many have found this online querying feature useful – not only to look at their agency’s published data, but also to compare their data to neighboring jurisdictions and other similarly sized agencies, etc. How to Query Data Online ONLINE QUERYING: https://app.bscc.ca.gov/joq//jps/QuerySelection.asp. QUERY TYPE SECTION: Select data type (either facility, monthly, or quarterly) in the “Data Type” dropdown; The reporting range is set at “2002 & Forward” (for pre-2002 data, chose “Through 2001” from the “Reporting Range” dropdown); and, Select the “Continue” button. Board of State and Community Corrections - Jail Profile Survey Workbook Page 20 - Updated January 2016 7 QUERYING PAGE – On the facility, monthly, or quarterly online querying page: 1. choose the year; 2. starting month; 3. ending month; 4. whether you want the data sorted by date or jurisdiction; 5. the agency or agencies’ data you want to query (to select multiple items in the list, hold the CTRL key and click items one at a time; to select a range of items, click on the first item in the range and drag the mouse pointer to the last item in the range or hold the shift key down and click the elements in sequence); 6. the data elements you want to query; and, 7. select the “Query” button to run the data (as shown below). Board of State and Community Corrections - Jail Profile Survey Workbook Page 21 - Updated January 2016 QUERYING PAGE – to export the data to Excel: follow steps one through six described above; and, select the “Excel” button to run the data (as shown below); edit, select all; then edit, copy; and, open Excel and paste. The data may now be manipulated in Excel. Board of State and Community Corrections - Jail Profile Survey Workbook Page 22 - Updated January 2016 QUERYING PAGE – to select other data parameters: click the hyperlink, “Select New Data Type”, at the top of the data table; this will take you back to the main menu (as shown below) from which you can again select either facility, monthly, or quarterly data to view. Board of State and Community Corrections - Jail Profile Survey Workbook Page 23 - Updated January 2016 DATA ANALYSIS AND THE FINAL PRODUCT Role of Data The Jail Profile Survey (JPS) data is valuable resource to criminal justice stakeholders; since the advent of Public Safety Realignment, the use of the JPS to support the various needs of stakeholders has increased exponentially. It remains a priority to the BSCC to collect and report valid, meaningful and most importantly, accurate data. We recognize the differences between counties, and have a range of resources dedicated to quality control for this survey. By following the JPS standards and adhering to the JPS workbook you will help us with the production of accurate data. We make every effort to review data for accuracy, including contacting individual counties for clarification, but we cannot be responsible for data reporting errors made at the county level. Any anomalies that are present in the currently posted data have been screened to the best of our abilities. Data Review Process In order for the BSCC to post the most accurate data available to our stakeholders, it is important for Jail Profile Survey data to be screened for anomalies. A staff member of BSCC’s Research Unit is assigned to screen each county’s monthly and quarterly data prior to posting publicly. Generally, one quarter is data is screened at given time and every effort is made to catch any anomalies that appear within each category. Common anomalies include: ADP variances, missing digits, flipped numbers, missing decimals, “rule” violations (i.e. the amount spent on psychotropic medications during the previous quarter cannot be higher than the amount spent on medication during the previous quarter [see page 16]), etc. Once the data is screened and confirmed by the county it is then published, along with a survey results report, to our website. If updates or corrections are determined after the data is published, BSCC will update our data sets and the corrections will be reflected in the next posting. Publishing Data Following data analysis by BSCC staff and resolution of any anomalies, the JPS quarterly survey results report is published on the BSCC website at: http://www.bscc.ca.gov/s_fsojailprofilesurvey.php. The corresponding quarter’s data is also simultaneously published online at: https://app.bscc.ca.gov/joq//jps/QuerySelection.asp. For detailed instructions on how to query JPS data online, please refer to the following section (see page 20). Many have found this online querying feature useful not only to look at their agency’s published data, but also to compare their data to neighboring jurisdictions and other similarly sized agencies, etc. The “Jail Population Trends Dashboard” is also simultaneously published online at: http://www.bscc.ca.gov/m_data&research.php Board of State and Community Corrections - Jail Profile Survey Workbook Page 24 - Updated January 2016 Should you have any questions regarding the completion of this survey, please contact: FSO Report Analyst Board of State and Community Corrections 2590 Venture Oaks Way Suite 200 Sacramento, CA 95833 (916) 323-9704 FAX: (916) 322-2461 or (916) 327-3317 JPS@bscc.ca.gov Board of State and Community Corrections - Jail Profile Survey Workbook Page 25 - Updated January 2016
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