| February 2005 Corrections News Online |
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| Director's Message: Legislative Session off to a Rapid Start |
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The 2005 Legislative Session that began January 10 has quickly moved into full swing. The DOC-sponsored bills that came out of our legislative concepts are already coming up for hearings, although as of today none has yet passed out of committee.
A bit of surprise in the schedule came when the Joint Ways and Means Committee Public Safety Subcommittee decided to hear the agency’s budget the second week in February instead of later in the session as had been the custom. We thank everyone who is putting in extra hours getting ready for our presentation.
The early budget hearings are tied to our request to move forward with construction of a new prison at Madras and an expansion at Coffee Creek in Wilsonville. We must receive legislative approval by the end of February so we can begin construction this spring – giving us the necessary expansion of prison beds. This construction is necessary in addition to our current use of emergency and rental beds.
One other thing we want to share with you is to point out the article below. We are pleased that a new hotline – available to both employees and inmates – is now in place to accept information regarding breaches of the DOC Code of Ethics or any other violation of state law, conduct or agency rule. The phone numbers listed below provide a direct link to the Inspector General’s Office, which has our full support in investigating and resolving allegations.
Sincerely,
 
Max Williams Mitch Morrow
Director Deputy Director
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| Inspector General rolls out new hotline for staff and inmates |
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As of February 1, staff have another path to reporting any information they may have regarding abuse, misconduct, waste or fraud: a toll-free phone call to the DOC’s new Inspector General’s Telephone Hotline at (877) 678-4222.
“We recognize that sometimes people find themselves in a situation where they know they should report questionable conduct but don’t know how to do it,” explains Inspector General Rebecca Prinslow. “This hotline provides a safe avenue for an employee to report unacceptable or criminal behavior, knowing that the ‘Code of Silence’ is not allowed.”
Consultants from the National Institute of Corrections (NIC) as well as guidelines of the Prison Rape Elimination Act both recommend multiple avenues for staff and inmates to report wrongdoing. This will provide one of those avenues.
All messages left on the hotline will be reviewed every business day. If the information is credible, follow-up actions will occur. These may range from a referral to the appropriate superintendent up to a full-fledged official investigation. While callers are not required to identify themselves, if they do so then investigators can discreetly contact them. The Inspector General requests that callers leave as much information as possible so that her investigators have much to go on.
“This anonymous toll-free hotline removes any reason someone may have for withholding information that should move forward,” says Inspector General Prinslow said. “We must be mindful of our charge that it is every staff member’s responsibility to hold themselves and others accountable for their actions …as we have heard many times from our director and deputy, the ‘Code of Silence’ will not be tolerated.”
Concurrent with the introduction of the toll-free staff hotline is another hotline designed for inmate use. It may be reached from any inmate phone at no cost to the caller (503) 555-1234.
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| PERS Update: Using Accrued Sick Leave at Retirement |
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With changes to the Public Employees Retirement System (PERS), there seems to be confusion about how accrued sick leave and vacation time are calculated at retirement. The following Q&A addresses some questions recently received by DOC Human Resources:
Q. Do accrued sick leave and vacation time count toward my retirement?
A. They can. If you are PERS Tier 1, unused sick leave and vacation time can be used as part of your retirement calculations. If you are PERS Tier 2, unused sick leave also can count as part of your calculations, but not vacation time.
Q. Why the difference between the tiers?
A. When Tier 2 was created by the Legislature, it established a different level of benefits for those who began their eligible service on or after January 1, 1996. Part of that change calculates benefits based on wages earned, and would not include the credit for lump-sum payoffs for accrued vacation that Tier 1 members receive. So, cashed-in vacation time earnings only count toward retirement benefits for Tier 1 members.
Q. How can unused sick leave be used at retirement?
A. If a PERS employer offers the option of valuing unused sick leave (the State of Oregon does offer this option) and an employee chooses to retire under Full Formula or Formula Plus Annuity, half the value of employee’s unused sick leave will be used to increase the employee’s retirement benefit, calculated based your state match (not on the 6 percent pick up).
Q. What does that mean?
A. As retirees move away from the Money Match formula, using accrued sick leave this way can increase your monthly retirement benefits. Here’s how it works: Suppose you have 1,600 hours of unused sick leave at the time you retire. If you retire under the Full Formula or Formula Plus Annuity calculations, the value of 800 additional hours (about five months of pay) will be credited toward your final average salary calculation, thus increasing your retirement benefit.
Q. What if I have more questions about using accrued sick leave or vacation leave at retirement?
A. You can find e-mail links on a number of topics and read more at the PERS Web site: http://oregon.gov/PERS/index.shtml.
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| Sustainability Update: Planning for the Future |
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The concept of “sustainability” envisions people meeting their current needs in ways that enable future generations to also meet theirs. DOC employs the concepts of sustainability and sound fiscal management in its decision-making processes, which will result in enhancing the quality of life for the citizens of Oregon. The actions proposed to support this process include:
- Incorporating the concept of sustainability in the design of our new prisons - DOC intends to use geothermal heat (renewable energy source) at the Warner Creek Correctional Facility under construction in Lakeview.
- Minimizing the environmental impact of our existing prisons such as expanding composting and recycling programs.
- Maximizing resource management - DOC is committed to further reducing our total quantity and consumption rate of energy resources throughout the agency.
- Improving operational efficiency - DOC is using strategic purchasing practices that balance short and long-term costs to obtain the best value for the citizens of Oregon.
- Working cooperatively with agency partners to enhance sustainability within government and willingly share information and the results of our sustainability efforts.
For more information about the department’s sustainability efforts, the department’s plan is available at http://www.oregon.gov/DOC/ADMIN/sustainability.shtml or you may contact Planning and Budget Administrator Sue Acuff at (503) 945-9007 or by e-mail: sue.m.acuff@doc.state.or.us.
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| Inclement Weather/Emergency Office Closure Policy |
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DAS continues to receive questions regarding the state’s office closure policy. The full policy is available at: http://www.oregon.gov/DAS/HR/docs/advice/P6001501.pdf (the “Temporary Interruption of Employment Policy”). They provided the following questions and answers:
Q. How likely is it that state offices might be closed due to weather or other emergency?
A. Not very. State agencies will close operations only under extreme conditions.
Q. What would be potential reasons for closing?
A. Unexpected or unusual reasons such as the presence of hazardous material or chemicals, flood, fire, earthquake, inclement weather, or for other situations potentially affecting the health or safety of employees and/or the public.
Q. When will the decision to close state offices be made?
A . Before 5:00 a.m. for inclement weather that occurs overnight; other issues as they occur.
Q. How will we be informed?
A. Through the news media (radio/television); the Internet http://www.oregon.gov/DAS/index.shtml; and a dedicated telephone line (503) 373-0850.
Q. Who makes the decision?
A. For Portland Metro, Salem Metro, Eugene Metro and Corvallis areas: the DAS director will make the decision in consultation with the appropriate agency representatives, such as the Portland State Office Building manager and Public Health officer, Department of Transportation (state or regional offices), and local government officials.
Q. What about areas outside of Portland/Salem/Corvallis/Eugene?
A. For all other geographical areas, the decision is made by the appropriate service delivery area manager for the Department of Human Services. The decision will be made in consultation with the field offices from the Employment and Transportation departments. Those decisions are to be communicated to employees, other local state offices, the director of DAS, and the media.
Q. What do employees of 24-hour facilities do in case of closure or curtailment?
A. For agency facilities that operate on a 24-hour basis (e.g., state hospitals, correctional facilities, state-operated group homes, state-operated school facilities), the agency director decides who needs to report to work. Those employees who are uncertain of their status should contact their workplace for instructions about whether they need to report to work. Your agency is responsible for maintaining a plan that describes those procedures.
Q. What if state offices are open, but my employees think it’s not safe to come to work?
A. That is their decision, to be made with their supervisors. They must use appropriate leave, or take leave without pay. With prior approval, making up time or telecommuting may be other options available to employees.
Q. My agency is not a 24-hour facility, but I still may need some personnel to report. How do I handle this situation?
A. Each agency director may designate essential personnel. The employees need to be aware that they have been identified as essential personnel and need to report regardless of closure or curtailment.
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| Tax Ttime W-2 Distribution |
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You should have received your W-2 form at your worksite by now. If you haven’t, please note the following:
- Have you transferred work areas within DOC in the past 45 days? If so, your W-2 may be at your old work location; please contact your previous supervisor.
- Were you were hired in December 2004? If so, welcome to the department, but you won’t have a W-2 for 2004 (you received your first paycheck January 2005).
- Did you transfer to the Department of Corrections from another state agency within the past 45 days? Welcome! However, you may want to check for your W-2 at your prior agency’s personnel office.
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| Payroll Deductions Help Oregon's Hungry |
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The February State Employees Food Drive is a great opportunity to give back to the community and help alleviate the hunger of those who are less fortunate.
In addition to the usual raffles, bake sales, and competitions in your work area, consider contributing monthly through a simple payroll deduction. Although you are giving throughout the year, your total pledge is credited to the 2005 Food Drive.
Payroll deduction also allows each contributor to give directly to his or her community food bank. Simple forms are available from your Food Drive site coordinator and take only moments to fill out.
If each person in the department contributed just $5 a month this year, the total would equal nearly 1.3 million pounds of food for the hungry and would make a significant difference in the lives of fellow Oregonians.
For more information, contact DOC Food Drive Coordinator Kimberly Hendricks at Coffee Creek at (503) 570-6410 or by e-mail: kimberly.l.hendricks@state.or.us.
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| Handy new feature enhances Web site's usability |
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DOC was one of the first large agencies to migrate its Web site to the state’s new “e-gov” system. The new system offers many user-friendly features including robust new search capabilities.
If you go to the DOC home page at www.oregon.gov/doc, you’ll see “Search” in the upper left corner of the blue navigation area. Clicking on that will lead you to an option to search just the DOC site rather than all of Oregon.Gov based on key word(s) you enter. As with most search engines on the Internet, if you enclose a phrase in quotation marks, you will receive results that match the exact phrase you enter. Search results open up in a new window.
If you would rather search the entire State of Oregon Web site, type your key words into the white rectangle with a maroon background that is found on the upper right of almost any Oregon.gov page.
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| More News ... |
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All prison international collect calling to end: AT&T is the only long distance carrier service that handles operator assisted/collect international phone calls. They announced they soon will no longer allow any collect calling for international calls. This means that inmates who have been making international collect calls should prepare for this change by establishing debit (VAC) accounts or adding funds to their existing accounts. They can do this by sending money from their Central Trust accounts to VAC or by having friends and family send money to their debit accounts. Directions on how they can do this are available in all inmate housing units.
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| About Corrections News Online |
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DOC Corrections News
Oregon Department of Corrections
Max Williams, Director
Mitch Morrow, Deputy Director
Receive Corrections News Online
at your home e-mail address…
Send a request to:
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The mission of the Oregon Department of Corrections is to
promote public safety by holding offenders accountable for their
actions and reducing the risk of future criminal behavior.
For more information or to submit story ideas, please call Nancy Sellers, editor, in the
DOC Public Affairs Office at (503) 945-9225 or e-mail: nancy.sellers@state.or.us.
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