Core Jail Standards American Correctional Association

Certification: Excellence in Detention

• “The entire process has further enhanced our overall operations and is an endeavor I would highly recommend to any local detention center”-Scott Hassell, PhD, Chief of Corrections, Etowah County, Alabama

• “These standards are very important to set the path for jails across the nation. They certainly helped us find our way to a safer, more efficient and professional jail.”-Scott Strait, Mackinac County, MI Sheriff

Objectives

• Explain core jail standards

• The purpose of core standards

• Certifying your agency

• Answer your questions

Tell Me What You Know

• Does your state have jail standards?

• If so, are those standards mandatory or voluntary?

• Have you heard of core standards?

• What would you like to learn today?

Why Core Jail Certification?

• Core jail certification is ▫ a commitment to meeting minimum national

standards ▫ a first step towards full accreditation ▫ a benchmark to measure performance against ▫ an external system to evaluate agency ▫ used against lawsuits and in courts

Why Core Jail Certification?

• Core jail standards provides ▫ a road map ▫ obtainable goals ▫ a guide in developing policy & procedures ▫ a tool/checklist to evaluate facility and

operations strengths and weaknesses ▫ a system to measure performance and track

trends ▫ an agency with credibility among its peers,

law makers, the courts and the public ▫ higher level of staff professionalism and

morale

Why do we need “core” standards?

• Provide a national set of minimum jail standards for use by: ▫ Jails that have no state standards

▫ Jails whose state standards are not sufficient to address all issues

▫ Standards-writers who want to have a reliable description of basic minimum requirements

• Identify practices and conditions that are necessary to operate a constitutional jail

Put another way…

• Core jail standards describe conditions and practices that must be achieved.

• ALDF standards include all core standards and go further to described conditions and practices that should be achieved.

•Core standards ≠ ALDF

The Facts

• 32 states have some form of jail standards

• The majority of these 32 states only have voluntary standards, some not even having a form of audit or inspection

• As a result, many jails in the U.S. have insufficient standards

To Be Clear

• Your agency can earn certification without earning ALDF accreditation

• Core standards have been developed so all jails have an equal chance to be certified under minimum jail standards

• Core certification is a great first step toward accreditation because ALDF standards include all core standards

Core Jail Standards

• Core standards have been brought about to improve your agency

Core Jail Standards

• The standards offer all jails a new tool to

evaluate facilities and operations

• Core standards describe everything a jail of any size should do to operate as a constitutional jail

Standards are a Foundation…

• Policies and procedures

• Training

• Staffing practices

• Post orders

• Inmate handbooks

• Monitoring compliance

The Benefits

• A source of pride for staff, agencies, and their host communities

• Improved professionalism and morale

• Reduced litigation

• Become a standard above the rest

Benefits of Standards

• Avoidance of revenue interruption/extra expense.

• “There is a plan that guides the facility response to emergencies.”

• Does the public know the good things your jail is doing?

Developing Core Standards

• Drafters had access to a library containing over 7,000 jail and prison court decisions

• The point at which a minimum standard ended and a higher standard began was found

• A case law reference report identified federal court decisions supporting the 136 core jail standards

The History

• The team who developed the 4th edition ALDF standards made the first attempt to identify core standards in 2001

• A working group comprised of jail administrators and sheriffs worked on the standards in 2008

• In 2009, core jail standards were developed and adopted, applying to jails of all sizes

Getting to the “Core”

• Not complying with this minimum set of standards could be found unconstitutional under federal law

• Core standards are basic standards in which all jails should comply

Finding the “core”

4-ALDF-2A-01 (Ref. 3-ALDF-2G-01 and 3A-02) Space is provided for a 24-hour secure control center for monitoring and coordinating the facility’s security, life safety, and communications systems. Staff assigned to a control center has access to a toilet and washbasin. There are multiple communication systems between the control center and inmate occupied areas.

The facility’s security, life safety, and communications systems are monitored continuously from a secure location.

Finding the “core”

4-ALDF-1C-07 (Ref. 3-ALDF-2A-02) (MANDATORY) The facility conforms to applicable federal state, and/or local fire safety codes. The authority having jurisdiction documents compliance. A fire alarm and automatic detection system are required, as approved by the authority having jurisdiction, or there is a plan for addressing these or other deficiencies within a reasonable time period. The authority approves any variances, exceptions, or equivalencies and these must not constitute a serious life-safety threat to the occupants of the facility.

The facility conforms to applicable federal, state, and/or local fire safety codes.

Field Test Sites

• Core standards underwent rigorous field tests after being developed

• Mackinac County Jail, Michigan (2009)

• Army Disciplinary Barracks, Fort Knox, Kentucky (2008)

Mackinac County Jail

• In full compliance with state jail standards, jail officials thought their jail was in good shape

• Michigan’s state jail standards addressed less than 25 percent of core standards

• After reviewing these findings, officials became concerned about liability

Mackinac County Jail

• With a short time frame, jail officials agreed to become a field test site

• After signing a contract with ACA, the jail began the certification process

• NIC gave the jail assistance to prep for the fast approaching audit in late July

Mackinac County Jail

• After a rigorous audit, Mackinac County Jail became ACA certified

• In early August, Mackinac County received full accreditation from ACA

• The success story of Mackinac County proves any jail can comply with the new core standards

Mackinac Observations

• Staff and not technology is the key

• Process was challenging, most practices were in place but protocols were missing or needed modification

• Auditor found well-operated facility

• Public noticed the difference

Bergen County Observations

• Initially planned on ALDF, but used Core Jail standards as a stepping stone

• “Be prepared”

• “Audit was smooth, thanks to the auditors who were there to HELP with getting certified”

• Bergen County bought into certification process

• Bergen County is a model core jail

• Bergen County is willing to help others

Performance Based Standards

• As data is collected, these standards provide

more information about actual and ongoing operations

• Performance based standards are comprised of several elements

• An important new management tool is provided with these standards

Core Standards as a Tool

• Staffing

▫ Thorough search of newly admitted prisoners

• Inspections

▫ Clean and up to date facility

• Training

Employees attend an orientation before assuming a new position

Performance Based Standards

• Goal Statement

▫ Overall statement of what is sought

• Standard

▫ What is to occur – the condition to be achieved

• Outcome Measures

▫ Was the condition achieved?

▫ Were the practices effective?

Performance Based Standards

• Expected Practice

▫ How to achieve the condition. Activities which, if properly implemented according to protocols, contribute to achievement

• Protocols

▫ Written instructions that guide expected practices

• Process Indicators

▫ Evidence that practices were implemented properly

Example 1A. Goal Statement

Provide a safe environment for the community, staff, volunteers, contactors, and inmates.

Standard Protection and injury from illness.

Outcome Measure The community, staff, volunteers, contractors, and inmates are protected from injury and illness in the workplace.

Expected Practice(s) The facility complies with all applicable laws and regulations of the governing jurisdiction.

Protocol(s) Written policy and procedure. Sanitation and safety inspection check-lists. Laws and regulations.

Process Indicator(s ) Completed inspection checklists and reports. Documentation of corrective action. Inspection reports.

The Certification Process

• Who’s eligible? ▫ Any interested agency operating a jail is invited to

participate in the certification process

• Certification activities are initiated voluntarily by correctional administrators

• ACA will provide the agency with the appropriate information and application materials

Pre-Certification Assessment

• Prior to signing a contract with ACA

• Requires a visit by an ACA auditor

• The confidential report provided will assist with making a contract commitment to ACA

Applicant Status

• Agency enters the certification process and requests an information packet from ACA

• Agency submits an organizational summary and appropriate fees are determined

• Begins when contract is signed and returned to ACA with an organizational summary

Applicant Status

• ACA will notify the agency of acceptance into the process

• ACA will assign a Standards Specialist to the agency

• The agency should then assign an ACA manager

Correspondent Status

• After being accepted, the agency enters correspondent status

• The agency then conducts a self-assessment, completes a self-evaluation report, and submits the report to ACA

• Self-evaluation reports will specify the agencies level of standards compliance

Correspondent Status

• Self-evaluation reports are optional for agencies signing a re-certification contract

• An on-site certification orientation can be scheduled if desired

• The object of on-site visit or orientation is to prepare staff to complete certification requirements

Applicable Standards

• These standards address the following areas:

• Administrative, staff, and fiscal controls, staff training, and development, physical plant, safety and emergency procedures, sanitation, food service, rules and discipline, and a variety of other areas which compromise good correctional practice

Standards Compliance Checklist

• The agency completes the compliance checklist and checks either compliance, noncompliance or not applicable

• Compliance: Indicates complete compliance with the standard at all times and written documentation provides evidence to support the compliance measure

Standards Compliance Checklist

• Noncompliant: Indicates that all or part of the standard requirements have not been met

• Not applicable: Indicates the standard is not relevant to the facility. The agency must provide a written statement explaining why the standard is not applicable

Standards Compliance Checklist

• The agency may request a waiver for one or more of the standards at this time

• Waivers are not accepted for mandatory standards

• ACA staff can make a preliminary judgment, but the final decision can only be made at the panel hearing by the Board of Commissioners

Standards Compliance Checklist

• Most waivers are granted for Physical Plant standards

• To request an actual audit, the agency must comply with 100 percent of the mandatory standards and 90 percent of the non-mandatory standards

Candidate Status

• The agency enters candidate status when ACA accepts the self-evaluation report

• Candidate status continues until the agency meets the required level of compliance, has been audited, and has been awarded or denied accreditation

The Audit

• The agency requests an audit 6 to 8 weeks before the desired date

• The purpose of the audit is to measure the agency’s operations against the standards

• The audit team chair person prepares a written report on the audit results and submits to ACA staff

The Certification Hearing

• The commission on Accreditation for Corrections is responsible for certification decisions

• Panels are comprised of 3 to 5 commissioners

• The agency is invited to have representatives present at the hearing

The Certification Hearing

• After completing the panel review, the commissioners vote to award, deny, place on probation or continue an agency in Candidate or Correspondent status

Certified Status

• During the 3 year certification, agencies submit annual statements confirming standards/expected practices compliance at levels necessary for certification

First Certified Jail in the Country

Etowah County, Alabama

Helpful Hints

• Review standards and assess current status

• Sell benefits to staff/ staff involvement

• Ask for help

• Start collecting documentation of practices

• Do NOT exceed the standard unless you intend to abide by it

• Do not write a policy you do not intend to follow

2011 CAMA Conference Core Jail Standards Workshop

Helpful Hints

• Procedures should be specific, but not overly so

▫ Don’t lock yourself in unnecessarily

▫ Don’t give too many options

▫ Be flexible where you can be

▫ Everything does not have to be done the same way, but each way has to follow the standard

• Procedures should be doable, realistic and documentable

• Realize you may not be able to meet every standard

2011 CAMA Conference Core Jail Standards Workshop

A Final Word

“Jail standards at the state and national level have guided the improvement of jails for more than thirty years. I encourage jails of all sizes to adopt these core standards, subject themselves to independent assessment to ensure compliance, and seek certification.”

James A. Gondles, Jr., CAE

Executive Director

American Correctional Association

Questions or Comments

For More Information

Contact:

Kathy Black-Dennis

Director of Standards, Accreditation, and Professional Development

American Correctional Association

kathyd@aca.org or (703) 224-0070