| January 2006 Corrections News Online |
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| Director's Message: The State of the Department |
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On January 1, I celebrated my second anniversary as the director of the Department of Corrections. I want you to know how much I have enjoyed these last two years working with you and a very dedicated DOC team. I have learned a lot in the last two years about some of the operational challenges of running an organization housing 13,000 convicted felons in 13 prisons and with a staff of more than 4,000.
Together, we’ve faced some difficult challenges. Some have been related to our budget, our increasing population, and often being asked to do more without additional resources. At the same time, we’ve dealt with labor and contract issues in an economic situation that can only be described as complicated.
We’ve also struggled through some disappointments together. There have been inmate actions causing harm or disruption to our efforts to run a safe and secure system. These have included some serious assaults on staff by inmates. Thankfully, our co-workers have recovered from their physical injuries. The emotional impacts on them and their families – and all of us – may take longer to heal.
There also have been some staff who attempt to make the workplace uncomfortable for others and for me. Perhaps my greatest disappointment is when one of our co-workers chooses poorly and engages in activity or behavior that results in his or her dismissal or prosecution.
However – good vastly outweighs the bad. I have seen amazing levels of unity and commitment by DOC staff. There are so many of you who are dedicated to public safety and DOC’s mission. You are willing to work hard, to share your experience and to provide ideas for improvement and progress.
I see DOC employees’ honest desire to serve the public. I have witnessed the impact of what you have done in changing the lives of the offenders in our custody and thereby enhancing pubic safety in Oregon. I’ve seen daily acts of bravery, courage and generosity. I have seen people respond to family tragedy, death, financial hardship and illness by embracing their co-workers and their families – by making generous contributions and providing a helping hand and shoulder to cry on. These actions speak volumes about who we are as a Department and who we are as Oregonians (and Idahoans – for some of you Snake River folks!).
We’ve done some great work together. The article below gives just a few of the highlights and a look ahead to this coming year.
I am truly excited about 2006, and what we can accomplish together. I still have more to learn and more to do. Likewise, I hope you also embrace the commitment to learn more and to do more in achieving our goals and accomplishing our mission in 2006. I am always proud of the DOC and of all of you and the great work that we do.
Best wishes for a successful new year.
Sincerely,
Max Williams
Director
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| Highlights of 2005 and Looking to 2006 |
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Strategic planning: DOC’s Policy Group (composed of the four assistant directors, the Budget and Planning administrator and the Public Affairs administrator) completed DOC’s strategic plan for the 2005-07 biennium (www.oregon.gov/DOC/ADMIN/strategic_plan.shtml). The plan represents DOC’s business strategy including ongoing and high-level performance measures, continued implementation of the Oregon Accountability Model, and a number of specific goals, projects and initiatives. Each of the following strategic initiatives for 2005-07 is being managed as a separate project within the agency:
- Prison population management
- Mental health services and suicide prevention
- Implementing the Prison Rape Elimination Act
- Disciplinary segregation processes
- Counselor caseload management
- Custody classification system
- Home for Good transition program
- Criminogenic needs assessment for community corrections
- Evidence-based practices in institutions and community corrections
- Actual cost study for community corrections
- Sustainability of the Corrections Information System
- Human resources information system project
- Enhance staff training
Legislative: DOC came out of the 2005 Legislative session with several important bills: Senate Bill 89 makes clear that any sexual contact between staff and those in their custody is criminal behavior. House Bill 2141 makes it easier for DOC to transfer severely mentally ill inmates to the State Hospital for stabilizing treatment. House Bill 2142 defines DOC’s authority to use deadly force in defined situations. Senate Bill 913 allows inmates with mental illness to receive health care immediately when released. Several other bills improved sex-offender supervision.
Groundbreaking: The 2005 Legislature authorized construction of Deer Ridge Correctional Facility in Madras to help accommodate projected growth in DOC’s inmate population. We officially broke ground in late October, and construction is progressing well.
Grand opening: Warner Creek Correctional Facility opened in Lakeview. DOC’s 13th prison is up and running with a full compliment of staff, led by Superintendent Chuck Seeley.
Managing Mental Illness in Prison: A DOC-led interdepartmental task force completed work to make significant recommendations to improve outcomes for the growing number of mentally ill prison inmates. Many of those recommendations are already being implemented.
General Services: The majority of the planning and prep work is complete on a new 12-agency combined data center: CNIC incorporates agency mainframes into one data center for efficiency and economies of scale. DOC’s AS400 will move to CNIC this spring, with other databases moving later in the year.
Community Corrections: Training to move evidence-based practices into field work is being delivered across the state, including criminogenic needs assessment, case planning and motivational interviewing.
Transitional Services: Evaluations of program effectiveness as required by Senate Bill 267 resulted in the shifting of some resources to the most-effective programs. Inmates will continue to be prioritized into those programs based on their individual criminogenic risk factors.
Human Resources: The HR Division reorganized to provide higher levels of service in meeting the agency’s priorities for recruitment, training, labor relations, safety and other areas of importance to DOC employees. A single management team helped build on a growing spirit of cooperation and common goals when developing collective bargaining agreements.
Coming in 2006:
Strategic plan: DOC will continue to implement the strategic plan, so look for progress reports on the key initiatives.
Budget challenges will continue. Inflation over the last two biennia has increased more than budgeted, particularly in the areas of inmate health and mental health care costs. A specific plan to address budget-management issues will be released soon. Controlling overtime costs will be a strong focus for the rest of the biennium.
Transition: Although a relatively small sector of DOC’s budget, transitional services will be a key factor in reducing future recidivism and controlling growth of the inmate population. Watch for increased evaluation of program effectiveness.
2007 Legislature: Although it seems the prior session just ended, we already are beginning work on budgets and concepts for the next session, which begins in January of next year. Expect key issues to include inmate population management issues (including prison construction timelines), inmate mental health issues, and further controlling operational costs.
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| Staff Safety Increasing Despite Rise in Population |
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The inmate population in the Oregon Department of Corrections has steadily grown over the past decade. So have the number and percentage of inmates with serious mental illness and security threat group affiliations.
Looking at the rest of the nation, when these factors converge, you generally see an increase in the number of serious assaults against staff. Yet, looking at the statistics, the rate of assaults on Oregon’s DOC staff has actually gone down. How is this possible?
“Over the past several years, DOC has implemented a number of measures that have increased the safety and security of prisons and our staff,” says DOC Chief of Security Paula Allen. “The Department’s reorganization in 2004 gave us the impetus to really look at system-wide opportunities to improve practices, policies and procedures that relate to safety.”
Allen reports that those changes include:
- Enhanced training:
- Increased staff training in verbal communication to give inmates clear options and the opportunity to make better choices prior to escalating to use of force.
- Provided line staff with specialized in-service training on how to properly intervene in mental-health related situations with inmates. Knowing how to communicate and interact with inmates in crisis helps ensure appropriate treatment and increases staff and inmate safety.
- Trained crisis-negotiation teams through the National Institute of Corrections to ensure consistent application of proven hostage negotiation techniques.
- A staff training position now focuses on force-skills training and evaluating each training program to ensure consistent application of the Use of Force rule.
- Taught personal safety courses to non-custody staff.
- Implemented corrections plans, where inmates are prescribed programming consistent with their specific criminogenic risks to reoffend. High-risk offenders are given priority in appropriate program enrollment. These programs must adhere to the principles of evidence-based programming, as determined by the Correctional Program Assessment Inventory (CPAI).
- Increased focus on mental health interventions and management of the mentally ill in prison.
- Custody staff have been trained by Counseling and Treatment Services to better recognize signs of crisis in inmates diagnosed with mental health problems.
- An interdisciplinary group consisting of Classification, Security, and Counseling and Treatment leadership now determines inmate assignments to the Intensive Management Unit (IMU) and to evaluate their progress.
- A behavioral management specialist was assigned to design and monitor behavioral plans for high-risk offenders. Plans include computerized data tracking and analysis.
- Suicide risks are mitigated through automated notification to custody, medical and mental health staff before a mentally ill inmate is placed in segregation for misconduct. Appropriate medical or mental health staff then assess the inmate within 24 hours of notification.
- An integrated population management system coordinates all non-general population beds for male inmates including IMU, disciplinary segregation, protective custody, mental health treatment, and for inmates who have issues associated with sexual assault or rape in prison.
- Legislation:
- Active pursuit of felony charges for inmates who throw bodily fluids on staff continues to improve the safety of our staff and of our prisons.
- The 2005 Legislature approved Senate Bill 89, greatly increasing penalties for sexual contact between staff and inmates. This should serve as a strong disincentive to those very few staff who might make the poor choice to enter into an unsafe personal relationship with an inmate.
- The 2005 Legislature also approved was House Bill 2141, making it easier for DOC to transfer severely mentally ill inmates to the State Hospital for stabilizing treatment.
- Developed and implemented the Prison Sexual Assault Action Plan to reduce the incidence and increase the detection of prison rape and other sexual assault. The plan includes methods for collecting data, standards and protocols for investigation, treatment standards for victims, and preventative measures including housing and job assignment review.
- Expanded the non-cash incentives system, rewarding inmates who have established and maintained a history of good behavior and program compliance. The system has three incentive tiers within each institution and allows inmates to earn the opportunity to purchase additional property (such as in-cell televisions) and to access privileges such as participation in special events and social activities.
- Equipment:
- Expanded distribution of OC pepper spray to strategic areas within each institution and increased training in proper use to ensure all staff members have the necessary tools for timely, safe intervention in response to dangerous inmate behaviors. “We’ve deployed OC spray in the right places and trained people in appropriate responses to disturbances” says Allen. “This has actually reduced DOC’s overall use of the spray.”
- Implemented an approved less-than-lethal weapon. Like a pepper-ball launcher, it shoots water or OC projectiles from a distance, avoiding the need for close contact to gain compliance from inmates. This type of technology decreases the likelihood that staff must physically intervene.
“DOC’s overarching goals are to provide a foundation for inmates to lead successful lives upon release, thus improving public safety,” says Allen. ”These changes continue to make it less likely that there are physical struggles between staff and inmates … We are continuously developing and implementing best practices to address inmate behavior,” Allen concludes. “We all should be proud of the work we do to keep our prisons safe.”
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| "I'm sorry, that's not a public record" |
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How many times have we heard or said that in our careers as public employees? Would you be surprised to learn that is not a true statement? Did you know it is risky to say it? Not to worry – you are not alone!
Virtually every piece of information that is recorded in any form that we handle at work is a public record. It doesn’t matter if it is a document, video, or tape recording. It can be computer data or a photograph, an e-mail or a medical record. In fact, in our day-to-day work, the only thing that is NOT a public record is a PSI (pre-sentence investigation).
Any person for any reason, including inmates, may request a public record. They do not have to use the magic phrase, “Under Oregon Public Records Law, I hereby request…” An official public records request can be as innocent as, “May I take a look at that?”
There are many public records that the Department of Corrections manages. However, there are exemptions in Public Records Law that allow us to not release a document if we have a valid reason that is recognized in law. These exemptions are very specific. There are many reasons the agency may be concerned about releasing a certain record. DOC has exempted records including security, medical histories and computer programs written for the agency.
Despite exemptions, public records law is a disclosure law. So, even though exemptions may apply, they do not prohibit disclosure. In almost every case, the public interest in confidentiality must outweigh the public interest in disclosure.
Unless you are absolutely certain how to handle a request for records, the appropriate answer is, “please submit your request in writing and I will be happy to look into it.” DOC has a reasonable amount of time to do so. As soon as you deny an oral or written public records request, the requestor can petition the Attorney General, and he in turn can order us to release the record. If we don’t have the paper trail to justify the denial, then DOC’s position is weakened, even if we are right.
A note about e-mail:
It is important to remember that all State of Oregon e-mail is a public record. E-mail sometimes seems to thrive on a direct link between brain and fingers, bypassing common-sense filters. Even careful writers have been known to send e-mails they later regretted. So, a word of caution: Don’t push “send” if you wouldn’t be proud to read it on the front page of the newspaper. (See “E-Mail Etiquette, below.)
If you have public records questions, please contact your local public information officer, or contact Communications Manager Perrin Damon at perrin.p.damon@doc.state.or.us.
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| Douglas Community Corrections Adds Drug Dog |
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DOC’s Douglas County Community Corrections Office recently added a new asset, a German shepherd named Gunter. “Gunter recently completed training and certification in narcotics detection,” explained his handler, Parole and Probation Officer Chris Hooley. “Gunter has quite a nose for locating meth, marijuana, cocaine and heroin.”
Jason Coutts, president and owner of Jaymar Kennels in North Bend, donated the 18-month old purebred German Shepard to DOC. “Mr. Coutts’ generous donation made it possible for us to initiate this local narcotics detection program,” said Douglas County Community Corrections Director Mark Cadotte. “Several community donations also helped to offset the cost of supplies for the program.”
The Canine Narcotics Detection Team’s primary focus is to search offenders under parole and probation supervision. Using a dog to assist with a search is quick and effective in locating controlled substances. Gunter joins DOC’s other two drug detection dogs that work primarily inside correctional facilities. Gunter is the first drug detection dog to join one of DOC’s two state-operated community corrections offices.
“Unfortunately, Douglas County has its share of people involved in the use and distribution of narcotics,” added Cadotte. “The Canine Narcotics Detection Team is one of many tools that we use to combat the use of drugs in our communities. Our intent is to make the team available to our law enforcement partner agencies to assist in narcotics searches, and to offer demonstrations to our schools and civic organizations”
For more information, contact Mark Cadotte at: (541) 957-2077 or by e-mail to: mark.j.cadotte@doc.state.or.us.
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| Focus On Transitional Services: How Volunteers Make a Difference |
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Through their interactions and work, Oregon Department of Corrections’ volunteers contribute an incalculable amount to the process of change in the behavior of inmates. DOC volunteers play a key role as they bring hope, help to restore meaning to life, and foster lasting changes in inmates and their families.
A recent ODOC Volunteer Newsletter gives the example of a former SRCI inmate who was highly motivated by the volunteers who were committed to providing valuable services to inmates. “He realized that they could be somewhere else or with their families.” It goes on to say, “Volunteers helped him learn and grow while he served his time at SRCI … His desire is to help inmates with their transition back to the community after release.”
DOC Volunteer Program Manager Les Sinclair reiterates that men and women in prison need to start believing in something real, and to hold on to that through their transition processes into their lives after prison. “Volunteers are often instrumental in that happening.”
Another ex-offender who successfully reintegrated into the community wrote to Sinclair about how volunteers helped him turn around his life during his time in prison:
“I was full of self-hatred and completely disconnected. My fear was that I would sit in a cell 23 hours a day and be released angry feeling even more worthless and worst of all, continue doing what I did before I went to prison … I often say that going to prison was one of the best things that ever happened to me. The time I served was my window of opportunity …I found glimmers of hope. Those glimmers of hope consisted of the profound caring and dedicated people who volunteered to be there just because they believed in human potential.”
Volunteer Fast Facts:
DOC has nearly 2,000 active volunteers. Of those, 74 percent volunteer in Religious Services, 9 percent with alcohol and drug treatment, 6 percent in activities, 4 percent in Education, 1 percent in Counseling and Treatment Services, and 6 percent in other areas. Of these volunteers, 57 percent are men and 43 percent are women. Nearly two-thirds are over the age of 50.
Last year, DOC volunteers donated more than 105,000 hours of time, which is the equivalent of 55 full-time employees. The average length of volunteer service is five years.
You can read more about the DOC Volunteer Program at www.oregon.gov/DOC/TRANS/religious_services/rs_vision02.shtml. For more information, contact Les Sinclair at: (503) 945-2848, or by e-mail to leslie.c.sinclair@doc.state.or.us.
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| Pilot Expands Chronos Notes |
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In January, a small group from central administration and superintendent’s offices will begin a six-month pilot project to improve communication about inquiries by inmate families and friends.
In addition to inmate counselors, a number of staff respond to inmate issues for inmate family members, legislators and others. Because some requests for information and action are presented to more than one staff person (either concurrently or sequentially), people often attempt to “shop” for the answers they want, cause duplicate efforts by staff, and misrepresent prior contacts. This information also is often not appropriately captured for the inmate’s records and use by the counselor in accordance with Oregon Accountability Model tenets.
As approved by the DOC Policy Group, selected participants will be trained on Chronos and will be able to record relevant contacts and non-confidential information. Other DOC staff can then look at an inmate’s Chronos file and know whether the issue has already been addressed and with what result. This is expected to allow more-consistent follow-up and avoid duplication of efforts. It also should facilitate faster responses to legislators and the Governor’s Office when they serve as intermediaries on these requests.
At the end of six months, the group will meet to evaluate the success of the pilot using the following measures:
- Is this expanded Chronos access of benefit to the Department and to staff in more effectively doing their jobs?
- What, if any, problems occurred and were they satisfactorily resolved?
- Are there any ongoing issues that need to be addressed?
The group will then make a recommendation to Policy Group regarding continuing, expanding or ending the pilot; or converting the pilot into a permanent business practice.
For more information, contact Special Projects Manager Nancy Sellers at: (503) 945-9225 or by e-mail to: nancy.sellers@doc.state.or.us.
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| Deer Ridge Construction Update |
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Construction continues on Deer Ridge Correctional Institution in Madras. New Construction Manager Doug Young reports the project is on-schedule with the following progress:
Minimum facility
- Foundations and most of the concrete slabs are complete in building BB. Framing begins soon.
- The FF dorm building concrete slabs are in place. Masons continue to lay block walls for showers, restrooms, dorms, sinks and grooming stations. Exterior framing work continues.
- The contractor completed the steel columns, wood beams and exterior walls of the HH multi-purpose building. The roof goes on soon.
Medium facility
- Building T footings are complete, and reinforcements are in place for the concrete pour.
- The contractor continues to work on Building Y waste and vent lines for the tie-in to the main site line. All main conduits for the electrical room have been completed. Structural excavation for footings is underway.
- The footing excavation for Building V is complete, with formwork and reinforcement to follow. The under-slab waste and vent is complete.
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| Confirm Your 2006 Open Enrollment Choices |
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DOC Human Resources asks that you take a few minutes this month to confirm your 2006 benefits enrollment. Your January 2006 paycheck will reflect your insurance election deductions. If you notice an error, contact your payroll coordinator as soon as possible.
State Pay Dates for 2006
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Regular
Pay Day
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Day of Week
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Mid-Month
Pay Day
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Day of Week
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January 3, 2006
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Tuesday
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January 13, 2006
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Friday
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February 1, 2006
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Wednesday
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February 15, 2006
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Wednesday
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March 1, 2006
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Wednesday
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March 15, 2006
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Wednesday
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March 31, 2006
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Friday
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April 14, 2006
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Friday
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May 1, 2006
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Monday
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May 15, 2006
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Monday
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June 1, 2006
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Thursday
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June 15, 2006
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Thursday
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June 30, 2006
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Friday
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July 14, 2006
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Friday
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August 1, 2006
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Tuesday
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August 15, 2006
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Tuesday
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September 1, 2006
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Friday
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September 15, 2006
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Friday
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September 29, 2006
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Friday
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October 13, 2006
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Friday
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November 1, 2006
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Wednesday
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November 15, 2006
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Wednesday
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December 1, 2006
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Friday
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December 15, 2006
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Friday
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January 2, 2007
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Tuesday
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Paychecks are to be distributed to employees beginning at 8:00 a.m. on the dates listed above. Twenty-four hour institutions may release paychecks earlier than 8:00 a.m. on paydays to those employees leaving the night shift, if it can be accommodated.
Direct deposit stubs may be distributed upon receipt. A direct deposit stub lets the employee know what will be posted to their account by 8:00 a.m. on payday.
An employee not scheduled to work on payday may request to receive his or her paycheck one day prior to payday if the check is available. The employee will need to have his or her supervisor sign a “Request For Release of Payroll Check” form to indicate the employee does not work on payday and the employee will also need to sign the form indicating the check will not be cashed or deposited before 8:00 a.m. on payday.
The mid-month payday is for additional pay such as overtime and shift differential that was not included in the regular payday, and for making other adjustments. For more information, contact DOC Payroll.
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| E-mail Etiquette |
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DOC and the State of Oregon operate e-mail for business purposes. E-mail’s immediacy makes it a great way to communicate the information we need to do our jobs. However, it is sometimes easy to forget that all of our e-mail at DOC is public record. Following are some tips recently shared with state agencies. We all likely know these already, but reminders can’t hurt:
Good things to do:
- Be polite, positive and professional in all e-mail dealings with both internal and external customers.
- Respond to an e-mail within 48 hours, even if it’s just to say you’ve received it.
- Use a meaningful subject line.
- Keep e-mails to one subject.
- Use well-spaced paragraphs for ease of reading.
- Write in correct English, with proper spelling, grammar, punctuation and capitalization.
- Avoid long sentences. Try to use active voice and keep sentences clear.
- Proofread e-mails before sending, and check the recipient line.
- Be careful of humor, sarcasm and strong emotions – be sure you know your recipients!
- Remember that with e-mail communication it is difficult to convey context, so there is a need for extra clarity and grace.
- Recognize when it would be better to pick up the phone instead of creating a long chain of e-mails.
- Use the “Out of Office Assistant” when you will not have access to e-mail for more than a day.
Please do not:
- Use e-mail to discuss confidential information.
- Write anything you wouldn’t say in public or wouldn’t want to read in the newspaper (remember, these are public records!).
- Use the “Reply All” function unless it is truly necessary to communicate with the entire group.
- WRITE IN ALL CAPS (it really is more difficult to read).
- Write e-mails when angry.
- Send large files to those who do not need them.
- Use stationery, graphics and flashing icons. They use extra memory and transmitting resources.
- Forward chain letters, jokes or video clips (no matter how funny!).
Send or forward e-mails containing libelous, defamatory, offensive, racist or obscene remarks.
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| Coming Events: |
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DOC Talent Show: Join in as a participant or spectator at 7:00 p.m., Friday, February 24, 2006, in Salem (location TBA). All DOC employees, friends and families are invited to this fundraiser for the State Employees’ Food Drive, which will feature air bands, skits, music, pet tricks, children’s talents, DOC trivia contests and more. Tickets will be $10.
There is still room for a few more acts! To sign up or purchase tickets, contact coordinators Sandy Smith at (503) 945-9231, Lisa Garrett at (503) 945-9003; Geri McNally at (503) 945-0952, or Susan Roberts at (503) 945-0927.
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| More News... |
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- Combined Fund Drivea success: Kudos to the generosity of DOC employees and to agency coordinator Kathleen Hall. DOC raised nearly $26,000 in the recent statewide Combined Fund Drive.
- PCs on the move: DOC computer techs around the state remind you that computers shouldn’t be moved from site to site without a tech’s assistance. In addition to completing property transfers, the tech can ensure that the PC operates well in its new home. Please e-mail or call the Help Desk with your computer move request.
- Federal Bureau of Justice Statistics’ new publications:
“Capital Punishment, 2004.” This publication presents characteristics of persons under sentence of death on December 31, 2004, and of persons executed in 2004.
“Hate Crime Reported by Victims and Police.” Provides information on the number of hate crimes reported to the National Crime Victimization Survey (NCVS) and their characteristics. .
“Probation and Parole in the United States, 2004.” This publication reports the number of persons on probation and parole, by State, at year-end 2004 and compares the totals with year-end 1995 and 2000. www.ojp.usdoj.gov/bjs/abstract/ppus04.htm.
“Prisoners in 2004.” This report describes the number of persons in State and Federal prisons at year-end, compares the increase in the prison population during 2004 with that of the previous year, and gives the prison growth rates since 1995. www.ojp.usdoj.gov/bjs/abstract/p04.htm.
“Compendium of Federal Justice Statistics, 2003.” This report resents national-level statistics describing characteristics of persons processed and the distribution of case processing outcomes at each major stage of the Federal criminal justice system. www.ojp.usdoj.gov/bjs/abstract/cfjs03.htm.
“Drugs and Crime Facts.” This BJS website summarizes U.S. statistics about drug-related crimes, law enforcement, courts, and corrections from BJS and non-BJS sources. The updates are based on nine newly released statistical publications from BJS, the FBI, and other sources. www.ojp.usdoj.gov/bjs/dcf/contents.htm.
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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:
from your home computer.
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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