May 30, 2014
During April and May, the Auditors, Shawn and Peter, finished reviewing all of the materials, worked with CT to submit a bit more documentation on some of the standards, finalized the site visit for June.  The dates of the visit are Tuesday, June 3 to Friday, June 6th.  Each standard was identified with site visit responsibilities such as staff interviews.

Standard		Compliance Type
Section 1
1.01	Staff to have a BA degree	Sampling of personnel records
1.02	Recruitment procedures, Benefits etc	Staff Interviews
1.03	Hiring Background investigation	Sampling of personnel records
1.04	Requires 35hrs of training for orientation	Sampling of personnel records
1.05	Requires 24hrs of training annually	Sampling of personnel records
1.06	30% of staff must be CPSP	Sampling of personnel records
1.07	Requires annual appraisals	Staff Interviews
1.08	Requires Office Safety practices training	Staff Interviews/Interviews with Jail Lock up
1.09	Emergency evacuation plans	Staff Interviews
Section 2
2.03	Lines of Supervision and Accountability	Staff Interviews
2.04	Mission Statement	Observation of Posted Mission
2.06	Has an Information System in place (CMIS)	Review of MIS
2.08	Requires participation in local crim. Justice programs.  (ie CJPAC)	Management/CJP Interviews
2.12	How we obtain interpreters.	Staff Interviews
2.13	How we provide services for those with disabilities	Staff Interviews/Observation of Facility
Section 3
3.01	Requires validated risk tool	Staff/Judicial Interviews
3.02	Requires instructions for use of risk tool	Staff/Judicial Interviews/Observe Case prep.
3.03	Requires use of tool for all those we make recommendations at initial appearance	Observe Case Prep/Staff Interviews
3.04	Provides notices for our appearances and includes the reason for our communication	Staff Interviews
3.05	Requires the review of those in the pretrial jail population	Staff Interviews
3.06	Provides an introduction to clients stating our intent and purpose.	Observe a D Interview/Staff Interview
3.07	Use of the tool that provides risk needs assessment.	Staff Interviews
3.08	Requires clients are fully informed of their conditions of release.	Staff Interviews
Section 4
4.01	Requires a full array of pretrial release options	Staff and Judicial Interviews
4.02	Requires client notification of their conditions	Staff Interviews
4.03	Requires clients given pamphlet describing their rights	Staff Interviews
4.04	Describes the violation process and use of graduated sanctions	Staff and Judicial Interviews
4.05	Requires drug testing	Staff Interviews
4.07	Requires case files	Staff Interviews
4.08	Requires regular case reviews.	Staff Interviews

In addition the Auditors and CT managers worked on the Agenda for the site visit. Since CT is a statewide program 4 sites plus the Central Office will be used for the audit visits.

Agenda

NAPSA Accreditation Visit

June 3- 6th

^{June 3  Day One.}

^{12:00pm arrive at hotel and check in}

^{1:00pm Central Office @ 936 Silas Deane Hwy, Wethersfield.}

^{1:00 – 2:00 Lunch Meeting with Executive director to review goals and objectives.}

^{2:00 -4:00 Review CMIS Data Base with HR Objectives}

^{June 4 Day Two}

^{8:00 – Hartford Court House @ 101 Lafayette St., Hartford}

^{8:00-10:00- Hartford Staff Interviews  / See Arraignments}

^{11:00- 12:30 New Britain @ Training Academy}

^{12:30- 1:30 LUNCH}

^{2:00 New Britain Court House @ 20 Franklin Square}

^{2:00pm – 4:00pm  Staff  interviews, court personnel interviews}

^{June 5th Day Three}

^{8:00 – Milford Court House @ 14 West River St., Milford}

^{8:00-10:00- Milford Staff  Interviews / court personnel interviews}

^{11:00- 12:30 Milford @  Milford AIC}

^{12:30- 1:30 LUNCH}

^{2:00 Middletown Court House @1 Court Street, Middletown, CT} 

^{2:00pm – 4:00pm  Staff  interviews, See Arraignments}

              

^{June 6th Day Four}

^{8:00 – Central Office @936 Silas Dean Hwy}

^{8:00-10:00- Hartford Correctional Center- Jail Re-interview Visit}

^{11:00- 12:30 Wrap up, discuss final Accreditation Status}

^{12:30- 1:30 LUNCH and Farewell}

 In preparation for the trip, Peter and Shawn conferenced to go over trip plans, will go over the Accreditation Standards and pertinent Accreditation manuals.  They will conference again on Monday, June 2nd, to finalize the trip agenda and site-visit documentation they will have to make.

 

4/28/14 Having review all of the documentation for each of the Accreditation Standards. The following list was composed to identify the site visit responsibilities required by each standard during the visit. Site Visit Process Indicators Standard Compliance Type Section 1 1.01 - Sampling of personnel record 1.02 - Staff Interviews 1.03 - Sampling of personnel records 1.04 - Sampling of personnel records 1.05 - Sampling of personnel records 1.06 - Sampling of personnel records 1.07 - Staff Interviews 1.08 - Staff Interviews/Interviews with Jail Lock up 1.09 - Staff Interviews Section 2 2.03 - Staff Interviews 2.04 - Observation of Posted Mission 2.06 - Review of MIS 2.08 - Management/CJP Interviews 2.12 - Staff Interviews 2.13 - Staff Interviews/Observation of Facility Section 3 3.01 - Staff/Judicial Interviews 3.02 - Staff/Judicial Interviews/Observe Case prep. 3.03 - Observe Case Prep/Staff Interviews 3.04 - Staff Interviews 3.05 - Staff Interviews 3.06 - Observe a D Interview/Staff Interview 3.07 - Staff Interviews 3.08 - Staff Interviews Section 4 4.01 - Staff and Judicial Interviews 4.02 - Staff Interviews 4.03 - Staff Interviews 4.04 - Staff and Judicial Interviews 4.05 - Staff Interviews 4.07 - Staff Interviews 4.08 - Staff Interviews Peter and Shawn are working with the managers in CT to plan the trip. CT has proposed the following schedule. Peter & Shawn have discussed it and it looks fine. Proposed Agenda NAPSA Accreditation Visit June 3- 6th June 3 Day One. 12:00pm arrive at hotel and check in 1:00pm Central Office @ 936 Silas Deane Hwy, Wethersfield. 1:00 – 2:00 Lunch Meeting with Executive director to review goals and objectives. 2:00 -4:00 Review CMIS Data Base with HR Objectives June 4 Day Two 8:00 – Hartford Court House @ 101 Lafayette St., Hartford 8:00-10:00- Hartford Staff Interviews / See Arraignments 11:00- 12:30 New Britain @ Training Academy 12:30- 1:30 LUNCH 2:00 New Britain Court House @ 20 Franklin Square 2:00pm – 4:00pm Staff interviews, court personnel interviews June 5th Day Three 8:00 – Milford Court House @ 14 West River St., Milford 8:00-10:00- Milford Staff Interviews / court personnel interviews 11:00- 12:30 Milford @ Milford AIC 12:30- 1:30 LUNCH 2:00 Middletown Court House @1 Court Street, Middletown, CT 2:00pm – 4:00pm Staff interviews, See Arraignments June 6th Day Four 8:00 – Central Office @936 Silas Dean Hwy 8:00-10:00- Hartford Correctional Center- Jail Re-interview Visit 11:00- 12:30 Wrap up, discuss final Accreditation Status 12:30- 1:30 LUNCH and Farewell

April 21, 2014 March 1st through April 15th Activity: Shawn and Peter finalized documentation with CT. They had several phone conversations to a) finalize necessary documentations with CT; b) go over the all of the standards and paperwork submitted by CT & discuss between themselves the documentation needed; and c) work with CT to go over standards and ensure that paperwork was complete. Each phone call took about 30-40 minutes. It was agreed that the auditors’ site visit would take place on one of two weeks—either in May or June. It was determined that the visit would take place on June 3rd through the 6th. June 3rd and 6th would be travel days and the site visits would be June 3rd( in the afternoon),4th, and 5th. The morning of June 6th would be available as well, if needed with travel home after Noon. There were two standards—one a mandatory standard and one a non-mandatory standard—where a plan of action will be submitted according to procedures outlined in the Accreditation manual. Standard 1.08 is a mandatory standard addressing a written policy that requires an outline of procedures. This has been written and adapted, but the final version will replace the draft once issued. It can be accepted with a written plan to insert the final draft and remove the current state-accepted draft. This is expected within a few months. It will therefore be completed well within the 3-year accreditation period as stipulated by the Accreditation manual. The non-mandatory standard involves #1.03 regarding background investigations. According to the manual, a candidate program may offer a plan for completion of one non-mandatory standard or opt out for specific reasons mentioned in the manual. CT will submit a plan for compliance to be completed during the 3-year accreditation period. On March 28 Shawn and Peter had a Conference with John Clark. The following was discussed:  1. Current Status (Where we are now). o we are finished with reviewing required documentation o CT has to write two plans for one mandatory that is virtually finished, and one non-mandatory standard - o We will discuss this with them next week.  2. Site visit – discussion o when: May or June to be determined according to group schedule o where: New Brittan/Hartford o how long: We will need approx.. 3 days to review and 2 half days to travel o visiting sites – Sites can vary, for example, large/small, full program/partial program services, Central office, etc. We can pick a sample to cover different types of sites as well as Central Office.  There are 23 sites. • Central Office • Regional Office Manual Specs: 20% minimum X 21offices = 4 Offices + CO • field offices • 21 offices plus their main office + training academy. Open daily 8 to 5. There are also 12 night shift staff that work from 6 pm to 2 am. These staff work out of the 5 biggest courts and are dispatched as needed. CT weekend coverage by bail staff is rotated by our regular staff and work out of the same offices. Shawn and Peter will travel to approx. 5 sites on the visit according to the manual specifications (see underlined above.) 3. Visits and interviews with non-pretrial staff, e.g., Judges. We discussed whether we can we do written survey instead of face-to-face interview? We determined that we could (either written or survey monkey.) This will be worked out. 4. Amy DeVries will send Shawn and Peter contracts for the visitation work. We arrived at for 4 days for travel and visitation + one day writing @ $400 plus expenses. (This is NIC rate.)

3/13/14 - Covering the period January through March - Review of Standards Submission by Program Covering the period January through March, Shawn and Peter met together and then in a conference call with the CT folks. The schedule was as follows: Shawn and Peter would conference between themselves every other week –  Section I o January 23 (Shawn & Peter review folders sent by CT) o January 28 (call with CT to review submission)  Section II o 2/6 (S & P) o 2/11 (Review w/ CT)  Section III o 2/20 (S&P) o 2/25 (Review w/ CT)  Section IV o 3/7 (S&P) o 3/11 (Review w/ CT) Each review of Peter and Shawn took approx. 1-2 hours separately and then approx.. 30 to 50 minutes to jointly review and go over their findings. Each call with CT took approx. 30 minutes to 1 hour to review and discuss the findings with the program. Notes were taken and call recorded to ensure continuity between calls. Most of the discussion involved explanation of documents submitted when necessary; additionally documents that would satisfy the standard; the inclusion of completed as well as blank documents; explanation of data charts when needed; and further explanation of program procedures when further clarity was desirable. The Program submitted additional documents and these later submissions will be reviewed to see if standards are satisfied now that all four sections with original submissions have been submitted. Peter and Shawn have also taken notes with respect to total time spent on the project and costs incurred. These will be posted after a call with John Clark. The program will also keep time summary for hours spent in preparing and discussing the various sections. On our next call we will be discussing the visitation to the program in CT.

1/27/14 Conference call(1/15) with CT- notes. Participants Shawn and Peter with Jamie and Rob. The 5-month timeline plan was discussed with dates agreed upon. Auditors have received completed folders for Standards-section 1 (except for 1.6 & 1.9), and Standards-section 2. CT is has completed Standards- sections 3 & 4 and after review will be forwarding to us. There were several issues raised: a) Standard 1.9 – and the types of documentation that would satisfy the standard. This can be complex for a statewide program with several courts and offices, and where there is oversight and control by the court system of pretrial program space. There can be “overkill” by submitting emergency plans for the entire court, and unnecessary. Peter and Shawn will review what they have and discuss further based upon “offices” they have in the building. b) Another issues came up based upon the Board decision to raise the Affiliate fee to $50 from $20 or 150%. This has an impact on Accreditation because of the Standard that mandates a certain number of employees be Certified. They are prepared to pay the fee, but point out that this can be hidden fees within the Accreditation process that may pose problems for certain jurisdictions who have a certain budget for Accreditation. It may cause these agencies to hold back on Accreditation or bush it back for a number of years, while certification takes place.

1/23/14 - [from Shawn LaGrega] These are the dates agreed for conference call discussions with CT regarding review documentation folders for each of the Accreditation Standards. Peter and I will be the Thursdays before each of these dates to review documentation jointly. We have each committed to reviewing the documentation independently, and take notes prior to our Thursday calls. Shawn Timeline for CT conference calls: 1/14/2014-12:30-1:30-Conference Call to discuss process/timeline/expectations/conflicts 1/28/2014-12:30-2:30-Conference Call-Formal review of section 1 2/11/2014-12:30-2:30-Conference Call-Formal review of section 2 2/25/2014-12:30-2:30-Conference Call-Formal review of section 3 3/11/2014-12:30-2:30-Conference Call-Formal review of section 4 3/18 & 3/20 have been reserved as alternate dates in case we need to reschedule or push things back.

1/13/14- The Accreditation committee meet via phone conference to discuss the progress with CT. CT has started sending electronic folders and documents once they are satisfied that standard is met and folders with required documentation are complete. Shawn has sent Jaimie a suggested time line for phone calls. The timeline suggests one call every other week to go over a section of the standards. Peter & Shawn are conference on alternate weeks to go over the documents before the phone calls. In an effort Shawn will send sample copies of standard documents compiled by CT to committee members to show how the program is fulfilling the standard requirements.v All electronic folders will be sent to John Clark as the Chairperson. The committee also talked about defining how a "site" would be defined. Peter and Shawn will go over the various Ct regions and work locations in CT with Jaimie, and decide what should be defined as a "site" Other Items to keep an eye on: > While we go through the process we need to be thinking about the workload that is required so that an appropriate fee structure can be devised. > Maine is now in year two of Accreditation and will be required to apply for Re-accreditation during year 3. > What would be the key points to consider for a Diversion Accreditation?