Communication and Reports

C
O
Y

DEPARTMENT
OF
CORRECTION

COMMUNITY
CORRECTIONS
DIVISION
DIRECTIVE
NUMBER:

701.04.02.013
PAGE NUMBER:

1 of 3
SUBJECT:
Communication And
Reports

Updated: 09-1995
Revised: 07-15-02

01.00.00. POLICY OF THE DEPARTMENT

It is the polic y of the Board of Correction that the Department of Correction's Community
Corrections Division shall have authority over individuals who are placed on probation
by the distric t courts , or granted parole by the Commission for Pardons and Parole, until
the distric t courts or the Commission for Pardons and Parole releas e such authority.

02.00.00. TABLE OF CONTENTS

01.00.00. POLICY OF THE DEPARTMENT
02.00.00. TABLE OF CONTENTS
03.00.00. REFERENCES
04.00.00. DEFINITIONS
05.00.00. PROCEDURE
05.01.00. Communication
05.01.01. Managers ’ Meetings
05.01.02. District Staff Meetings
05.01.03. Access To Written Communiqués And Meeting Minutes
05.02.00. Reports
05.02.01. Contents Of The Report
03.00.00. REFERENCES P
Department Polic y 701, Probation An d Parole Services.

IDAPA 06.01.01, Rules Of The Board O f Correction, Section 701, Probation An d Parole
Supervision.

04.00.00. DEFINITIONS

Communication: Verbal or written exchange between persons.

05.00.00. PROCEDURE

05.01.00. Communication

Open channels of communications must operate among all persons within the Division.
DIRECTIVE NUMBER:

701.04.02.013
SUBJECT :

Communication And Reports
PAG E NUMBER:

2 of 3

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Staff meetings provide the opportunity for identification and solution of problems and the
exchange of ideas . Staff input from all levels can be generated from formulation of
policies , procedures , and programming to enhanc e the communication process . The
Administrator, Deputy Administrator, Distric t Manager, and Section Supervisor shall
conduc t staff meetings as outlined in the procedure section. Minutes of the meetings
shall be taken by a designated staff person and made available to staff members.

05.01.01. Managers’ Meetings

Managers’ meetings shall be held at least twice in a fiscal year.
Meetings shall convene at a time and plac e the Administrator chooses.
Atttendees shall include Distric t Managers , Section Supervisors as needed, and others
designated by the Administrator.

Each participant is encouraged to submit agenda item s to the Administrator at leas t two
(2) weeks prior to the meeting.

The Administrator shall discus s policy/program changes and directives that are of
general interes t to the group. The Administrator may effectively utilize this meeting to
improve communication between districts and understanding of division programs.

05.01.02. District Staff Meetings

Distric t staff meetings shall be held at leas t onc e monthly and chaired by the District
Manager or designee. Employees shall meet at the designated time and place.

Staff members in the distric t shall attend unles s excused by the Distric t Manager or
designee. Y
Each participant shall have the opportunity to expres s his needs and concerns.

05.01.03. Access T o Writte n Communiqué s An d Meeting Minutes

It is very important that all employees have acces s to minutes of staff meetings and
information from the administrative office.
DIRECTIVE NUMBER:

701.04.02.013
SUBJECT :

Communication And Reports
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State job announcements and department vacancies must be in open view for all
employees.

Minutes of staff meetings and other pertinent meetings mus t be in open view for all
employees.

Memos from the administrative offic e mus t be in open view for all employees.

05.02.00. Reports

The Distric t Manager will compile a report that is to be submitted to the central office no
later than the fifth working day of the month.

05.02.01. Contents Of The Report

Narrative that contains , but is not limited to, the following headings:

Community Contacts; and

Special Problem Areas.
Statistic s of eac h officer’s caseload.
Statistic s of the district’s caseload and total mileage for the month.

The vehicle log of each state vehicle assigned to that district.

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Administrator, Operations Division Date