Overview of Case Management Case manager functions within

Overview of Case Management Case manager functions within the Department of Corrections (DOC) include appropriate and timely classification of all inmates, providing crisis intervention, work assignments, programmatic activities, managing behavior, developing open communication between staff and inmates, assistance with reentry, and assisting with facility operations and inmate development. Other functions consist of documenting and communicating any behavior that would present a risk to the facility, staff, other inmates or the public to ensure appropriate action is taken to safeguard the department’s mission. (2 CO-4 B-01, 44299, 4 -4435, 4 -ACRS-5 A-07)

BE ACCESSIBLE u Post office hours v Helps you to manage your time v Helps you set limits with inmates u Become familiar with inmates on your caseload v Observe v Be changes in behavior aware of any Non. Association/Separatee Forms that have been filed

RESPONSIBILITIES OF A CASE MANAGER u Maintain a list of inmates on your caseload. u Develop and utilize a Tracking Sheet with information from CRC, legal file and OMS. u Become familiar with the Inmate Disciplinary Process (OP-060125) u Case Manager Review Process u Know Your Role as a Case Manager

u Develop and utilize a Tracking Sheet with information from CRC v Assists in having information readily available v Assists with time management in monitoring critical deadlines to include eligibility dates for lower security and PPWP; 120 day reviews, etc.

Become familiar with the Inmate Disciplinary Process (OP-060125) v Informal Resolution ²Advise the inmate you are aware of infractions committed by him/her and remind him/her of the unit/yard/facility rules ²Advise the inmate of benefits of not receiving disciplinary action(maintain earn credit level, good conduct credits, program opportunity, parole, etc. )

v Misconduct ²You may serve in various roles to include the reporting officer, witness or staff representative. Become aware of responsibilities of each of these roles. ²Incident and misconducts reports must be completed and turned in to the shift supervisor within 24 hours of the incident. Extensions of any time period for reasonable cause require full written documentation. The first extension must not exceed 30 days with any subsequent extensions not to exceed 7 days.

Case Manager Review Process-OP 060101 Case Notes: v Case managers will maintain “Case Notes” on each inmate on their respective case load documenting a minimum of one contact each month (minimum standard). v Case notes must include contact with the inmate and relevant information regarding the inmate’s status and adjustment. Case notes should also include eligibility dates and packet submission, changes in earned credit levels, disciplinary actions, inmate progress toward case plan compliance and reentry. Case notes should also document other significant information, ie death/illness in inmate’s immediate family or family/marital issues. v Case notes must be unique to each inmate; no cut and paste entries. u

Case Manager Review Process-OP 060101 v Create transfer packets v Prepare for pre-release planning/reentry process for an inmates within 6 months of release v Know when inmate is eligible for parole v Assist inmates in obtaining identification v Keep track of inmate work assignments

Case Manager Review Processv Complete new arrivals/adjustment reviews (within 10 days of receiving inmate on caseload). Ensure that initial and in-depth orientations are completed as required. v Ensure appropriate achievement credits are awarded for the completion of a programs in accordance with OP 090101 attachments C and D. v Ensure compliance with OP-060106 Non-Associations and Protective Measures. v Know when it is appropriate to contact Medical and/or Mental Health (i. e. , PREA, reports of self harm) v Become familiar with visitation procedures for your facility. v Answer requests to staff promptly. The “Request to Staff” must be submitted by the inmate within seven (7) days of the incident.

Know Your Role as a Case Manager v Do not give legal advice to inmates v Utilize the chain of command when dealing with issues v Inmates are generally instructed to see their case manager for any issues. Remember to forward information to appropriate department, for example, mental health, medical, work supervisor, program instructor

Offender Requests/Request to Staff v Review the Inmate Grievance procedure and your facility’s process for routing these Requests v Offender Requests are used for non grievable, minor issues or questions inmates have. v Request to Staff are an informal resolution step, but can be the first step of a formal grievance. All medical issues must be addressed through the facility health services administrator by means of a Request to Staff. v Requests to Staff can be a valuable tool when utilized correctly and when follow-up is required. v Requests to Staff should be responded to promptly and professionally in accordance with operational procedures. Always keep a copy of your response.

Requests (cont. ) Inmates should be held accountable for remaining in compliance with OP 090124. Examples: ²An inmate writes the Warden regarding a visitation issue and the Warden responds that the inmate is to see his/her case manager. ²An inmate writes the Sentence Administrator with a questions regarding his/her time remaining and the Sentence Administrator responds that the inmate is to see his/her case manager. An inmate writes case manager regarding a medical issue and the case manager responds that the inmate is required to submit a sick call request.