Record Keeping

Each superintendent shall ensure that a comprehensive record keeping system is maintained which includes: (1) an entry in the inmate case record when an education or training release program has been approved by the Assistant Deputy Commissioner. At IMS sites, this information is contained in the Classification Recommendation/Results screen; (2) a record of when the program began and terminated. At IMS sites, this information is available in the history section of the Education and Training Release Approved Inmates Query; (3) a record of the individualized program plan, the signed agreement specifying program rules, and a copy of the Education and Training Release Permit. At IMS sites any inmate-signed agreements needed to be kept on file; (4) submission of the monthly education and training release roster to the Assistant Deputy Commissioner. At IMS sites, this information is available via the “Print Education Release Roster” button on the Education & Training Activity Information screen; therefore, submission of the roster is not necessary; (5) log entries of departure and return times, logs of telephone checks and reports of physical spot checks and substance abuse testing. At IMS sites, departure and return times are automatically available on the External Inmate Movements report, Administrative Chronology screen, Admission/Movement History screen, or Community Release Programs report. Reports of telephone and physicalspot checks shall be obtained electronically via the “Print CommunityRelease Tracking” button on the Community Release Inmate Tracking screen; (6) an inmate program roster listing all inmates within the institution noting their risk level, needs assessment results (if a moderate/high risk), program recommendations and compliance with those recommendations; (7) other logs, records, and files as are necessary.