PD:POP 3.2.34 - Contact Standards

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TEXAS DEPARTMENT OF CRIMINAL JUSTICE PAROLE DIVISION NUMBER: PD/POP-3.2.34 DATE: May 15, 2023 PAGE: 1 of 11 POLICY AND OPERATING SUPERSEDES: September 22, PROCEDURE 2022 SUBJECT : CONTACT STANDARDS AUTHORITY : T EXAS G OV ' T C ODE §§ 501.092, 501.0921 PURPOSE : To define and establish contact standards for clients under the supervision of the Texas Department of Criminal Justice-Parole Division (TDCJ-PD). DEFINITIONS : Collateral Contact - A contact, either in person or by telephone, with family members, significant other, associates, employers, treatment providers, law enforcement, federal or community supervision officers, or with any other person or entity with personal knowledge or information regarding the client or the client's activities. Electronic Contact - A contact between a parole officer (PO) and a client using a telephone or video call to complete the elements of a traditional office contact verbally. Face-to-Face Contact - An office, home, or field contact between a PO and a client to evaluate client compliance with special conditions and program referrals, as well as address client risks and needs. Field Contact - An in-person contact between a PO and a client in the community, including at the client's place of employment or a treatment facility. Home Contact - An in-person contact between a PO and a client at the client's residence. The PO must physically enter the residence and verify that the client actually resides at the home. The PO should be aware of living conditions in the home and with other people who reside in or frequent the home. Office Contact - An in-person contact between a PO and a client at the district parole office (DPO) or satellite parole office. Residence Validation Contact - A contact that requires the PO to validate the client resides at the approved address.
05/15/2023 PD/POP-3.2.34 Page 2 of 11 Unscheduled Contact - A contact between the PO and a client that occurs at the client's home or in the community, including at the client's place of employment or treatment facility for which the client has no prior knowledge it will occur. Coach (ing) - A leadership and development discussion between supervisors and staff to provide ongoing feedback and direction to support employee through out the year. NOTE : Although the client is unaware the unscheduled contact will occur, the PO shall plan them in advance and enter the schedule information into the OIMS as appropriate. PROCEDURES : I. OFFENDER INFORMATION MANAGEMENT SYSTEM A. The PO shall schedule contacts for a time that is convenient for the client and the PO and enter the contact time in the Offender Information Management System (OIMS). A PO may not instruct a client to take time off from work to report to the DPO or to be present for a scheduled home or field contact. B. The PO shall document all contacts into the OIMS within three business days after the contact or within three business days after return to headquarters from field contacts. The goal is to maintain current information in the OIMS. C. The verification table shall be fully completed at least one time during the reporting month. II. OFFICE CONTACTS A. Office contacts are required for a client on normal reporting status based on their assigned TRAS supervision level and caseload type. B. At the discretion of a parole supervisor (PS) or designee, the PO may conduct individual office contacts on their assigned duty day. III. HOME CONTACTS A. A home contact and residence validation is required within 30 calendar days of initial office contact for a newly released or transferred client, unless otherwise specified in Section VII. For a client on normal reporting status, home contacts are required and are based on their assigned TRAS supervision level and caseload type. Two separate OIMS contact entries are not required if the home contact and residence validation occur on the same day and the client was present.
05/15/2023 PD/POP-3.2.34 Page 3 of 11 NOTE : This does not apply to a client who does not change residences, but changes POs within the same DPO and contact standards are current. B. A home contact is required within 30 calendar days of a client's change of address. C. The PO shall conduct a home contact within five business days after a client is returned to supervision from any correctional facility, such as a TDCJ-Correctional Institutions Division (CID) unit, TDCJ state jail, Intermediate Sanction Facility (ISF), Substance Abuse Felony Punishment Facility (SAFPF), or county jail. NOTE : A home contact should occur inside the client's residence to confirm the client resides at the approved location; understand the living conditions of the home itself; and to meet other family and friends who may be present. Building a rapport with the client and family is essential for successful reintegration and the PO should show interest in the client's life. These visits should be always respectful and any topics that could become confrontational, such as drug use or contact with law enforcement, should be reserved for discussion at the DPO. D. The PO shall conduct required investigative contacts after a missed office, home, or field contact according to PD/POP 4.1.1, Processing Violations of the Rules and Conditions of Release . 1. If the PO does not make contact with the client, they shall leave written instructions at the client's residence to report to the DPO within one business day. 2. If the client fails to report for the scheduled contact, the PO may use discretion to schedule the next office contact at their convenience. E. The region director (RD) or designee shall approve in writing any deviation from the monthly contact standards and document the approval into the OIMS. For example, the RD may defer an office contact and require an unscheduled home visit to substitute for the office contact if a client is confined to a nursing home. The client's identified TRAS supervision level and the level of mobility shall be taken into consideration when deviating from the contact standards. F. A home contact may be deferred and rescheduled for valid safety issues. A PO may not enter an environment or situation that requires law enforcement intervention. An office contact shall be used in such circumstances. The PO shall staff instances of home contact deferral with the PS, who shall consult with the assistant region director (ARD). The PS shall enter the approval into the OIMS. IV. FIELD CONTACTS A. Field contacts shall be required for a client based on their assigned TRAS supervision level and caseload type.
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