ASPP Staffing Supplement Appendices

Staffing Supplement Appendices final.pdf

Generic Clearance for Cognitive, Pilot and Field Studies for Bureau of Justice Statistics Data Collection Activities

ASPP Staffing Supplement Appendices

OMB: 1121-0339

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Staffing Supplement Appendices
Table of Contents
Appendix A – Title 42 BJS Authorizing Legislation ........................................................................................ 2
Appendix B – Sample Screen Shots of ASPP ................................................................................................. 7
Appendix C1 – Staffing Supplement Pilot Questionnaire – Dual Reporter, Parole Focus .......................... 11
Appendix C2 – Staffing Supplement Pilot Questionnaire – Dual Reporter, Probation Focus ..................... 15
Appendix C3 – Staffing Supplement Pilot Questionnaire – Parole Only ..................................................... 19
Appendix C4 – Staffing Supplement Pilot Questionnaire – Probation Only ............................................... 23
Appendix D – Pre‐Notification Letter .......................................................................................................... 27
Appendix E – Survey Invitation Letter ......................................................................................................... 29

Appendix A - Title 42 BJS Authorizing Legislation

DERIVATION
Title I
THE OMNIBUS CRIME CONTROL AND SAFE STREETS ACT OF 1968
(Public Law 90-351)
42 U.S.C. § 3711, et seq.
AN ACT to assist State and local governments in reducing the incidence of crime, to increase the effectiveness,
fairness, and coordination of law enforcement and criminal justice systems at all levels of government, and for other
purposes.
As Amended By
THE OMNIBUS CRIME CONTROL ACT OF 1970
(Public Law 91-644)
THE CRIME CONTROL ACT OF 1973
(Public Law 93-83)
THE JUVENILE JUSTICE AND DELINQUENCY PREVENTION ACT OF 1974
(Public Law 93-415)
THE PUBLIC SAFETY OFFICERS’ BENEFITS ACT OF 1976
(Public Law 94-430)
THE CRIME CONTROL ACT OF 1976
(Public Law 94-503)
THE JUSTICE SYSTEM IMPROVEMENT ACT OF 1979
(Public Law 96-157)
THE JUSTICE ASSISTANCE ACT OF 1984
(Public Law 98-473)
STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE ACT OF 1986
(Public Law 99-570-Subtitle K)
THE ANTI-DRUG ABUSE ACT OF 1988
TITLE VI, SUBTITLE C - STATE AND LOCAL NARCOTICS CONTROL
AND JUSTICE ASSISTANCE IMPROVEMENTS
(Public Law 100-690)
THE CRIME CONTROL ACT OF 1990
(Public Law 101-647)
BRADY HANDGUN VIOLENCE PROTECTION ACT
(Public Law 103-159)
VIOLENT CRIME CONTROL AND LAW ENFORCEMENT ACT OF 1994
(Public Law 103-322)
NATIONAL CHILD PROTECTION ACT OF 1993, AS AMENDED
(Public Law 103-209)
and
CRIME IDENTIFICATION TECHNOLOGY ACT OF 1998
(Public Law 105-251)

Appendix A - Title 42 BJS Authorizing Legislation

BUREAU OF JUSTICE STATISTICS
CHAPTER 46 - SUBCHAPTER III
[TITLE I - PART C]
42 USC § 3731

[Sec. 301.] Statement of purpose

It is the purpose of this subchapter [part] to provide for and encourage the collection and
analysis of statistical information concerning crime, juvenile delinquency, and the
operation of the criminal justice system and related aspects of the civil justice system and
to support the development of information and statistical systems at the Federal, State,
and local levels to improve the efforts of these levels of government to measure and
understand the levels of crime, juvenile delinquency, and the operation of the criminal
justice system and related aspects of the civil justice system. The Bureau shall utilize to
the maximum extent feasible State governmental organizations and facilities responsible
for the collection and analysis of criminal justice data and statistics. In carrying out the
provisions of this subchapter [part], the Bureau shall give primary emphasis to the
problems of State and local justice systems.
42 USC § 3732

[Sec. 302.] Bureau of Justice Statistics

(a) Establishment. There is established within the Department of Justice, under the
general authority of the Attorney General, a Bureau of Justice Statistics (hereinafter
referred to in this subchapter [part] as “Bureau”).
(b) Appointment of Director; experience; authority; restrictions. The Bureau shall be
headed by a Director appointed by the President, by and with the advice and consent of
the Senate. The Director shall have had experience in statistical programs. The Director
shall have final authority for all grants, cooperative agreements, and contracts awarded by
the Bureau. The Director shall report to the Attorney General through the Assistant
Attorney General. The Director shall not engage in any other employment than that of
serving as Director; nor shall the Director hold any office in, or act in any capacity for,
any organization, agency, or institution with which the Bureau makes any contract or
other arrangement under this Act.
(c) Duties and functions of Bureau. The Bureau is authorized to–
(1) make grants to, or enter into cooperative agreements or contracts with public
agencies, institutions of higher education, private organizations, or private
individuals for purposes related to this subchapter [part]; grants shall be made
subject to continuing compliance with standards for gathering justice statistics set
forth in rules and regulations promulgated by the Director;
(2) collect and analyze information concerning criminal victimization, including
crimes against the elderly, and civil disputes;
(3) collect and analyze data that will serve as a continuous and comparable
national social indication of the prevalence, incidence, rates, extent, distribution,
and attributes of crime, juvenile delinquency, civil disputes, and other statistical
factors related to crime, civil disputes, and juvenile delinquency, in support of
national, State, and local justice policy and decisionmaking;
(4) collect and analyze statistical information, concerning the operations of the
criminal justice system at the Federal, State, and local levels;
3

Appendix A - Title 42 BJS Authorizing Legislation

(5) collect and analyze statistical information concerning the prevalence,
incidence, rates, extent, distribution, and attributes of crime, and juvenile
delinquency, at the Federal, State, and local levels;
(6) analyze the correlates of crime, civil disputes and juvenile delinquency, by the
use of statistical information, about criminal and civil justice systems at the
Federal, State, and local levels, and about the extent, distribution and attributes of
crime, and juvenile delinquency, in the Nation and at the Federal, State, and local
levels;
(7) compile, collate, analyze, publish, and disseminate uniform national statistics
concerning all aspects of criminal justice and related aspects of civil justice,
crime, including crimes against the elderly, juvenile delinquency, criminal
offenders, juvenile delinquents, and civil disputes in the various States;
(8) recommend national standards for justice statistics and for insuring the
reliability and validity of justice statistics supplied pursuant to this chapter [title];
(9) maintain liaison with the judicial branches of the Federal and State
Governments in matters relating to justice statistics, and cooperate with the
judicial branch in assuring as much uniformity as feasible in statistical systems of
the executive and judicial branches;
(10) provide information to the President, the Congress, the judiciary, State and
local governments, and the general public on justice statistics;
(11) establish or assist in the establishment of a system to provide State and local
governments with access to Federal informational resources useful in the
planning, implementation, and evaluation of programs under this Act;
(12) conduct or support research relating to methods of gathering or analyzing
justice statistics;
(13) provide for the development of justice information systems programs and
assistance to the States and units of local government relating to collection,
analysis, or dissemination of justice statistics;
(14) develop and maintain a data processing capability to support the collection,
aggregation, analysis and dissemination of information on the incidence of crime
and the operation of the criminal justice system;
(15) collect, analyze and disseminate comprehensive Federal justice transaction
statistics (including statistics on issues of Federal justice interest such as public
fraud and high technology crime) and to provide technical assistance to and work
jointly with other Federal agencies to improve the availability and quality of
Federal justice data;
(16) provide for the collection, compilation, analysis, publication and
dissemination of information and statistics about the prevalence, incidence, rates,
extent, distribution and attributes of drug offenses, drug related offenses and drug
dependent offenders and further provide for the establishment of a national
4

Appendix A - Title 42 BJS Authorizing Legislation

clearinghouse to maintain and update a comprehensive and timely data base on all
criminal justice aspects of the drug crisis and to disseminate such information;
(17) provide for the collection, analysis, dissemination and publication of
statistics on the condition and progress of drug control activities at the Federal,
State and local levels with particular attention to programs and intervention
efforts demonstrated to be of value in the overall national anti- drug strategy and
to provide for the establishment of a national clearinghouse for the gathering of
data generated by Federal, State, and local criminal justice agencies on their drug
enforcement activities;
(18) provide for the development and enhancement of State and local criminal
justice information systems, and the standardization of data reporting relating to
the collection, analysis or dissemination of data and statistics about drug offenses,
drug related offenses, or drug dependent offenders;
(19) provide for research and improvements in the accuracy, completeness, and
inclusiveness of criminal history record information, information systems, arrest
warrant, and stolen vehicle record information and information systems and
support research concerning the accuracy, completeness, and inclusiveness of
other criminal justice record information;
(20) maintain liaison with State and local governments and governments of other
nations concerning justice statistics;
(21) cooperate in and participate with national and international organizations in
the development of uniform justice statistics;
(22) ensure conformance with security and privacy requirement of section 3789g
of this title and identify, analyze, and participate in the development and
implementation of privacy, security and information policies which impact on
Federal and State criminal justice operations and related statistical activities; and
(23) exercise the powers and functions set out in subchapter VIII [part H] of this
chapter [title].
(d) Justice statistical collection, analysis, and dissemination. To insure that all justice
statistical collection, analysis, and dissemination is carried out in a coordinated manner,
the Director is authorized to–
(1) utilize, with their consent, the services, equipment, records, personnel,
information, and facilities of other Federal, State, local, and private agencies and
instrumentalities with or without reimbursement therefor, and to enter into
agreements with such agencies and instrumentalities for purposes of data
collection and analysis;
(2) confer and cooperate with State, municipal, and other local agencies;
(3) request such information, data, and reports from any Federal agency as may be
required to carry out the purposes of this chapter [title];
(4) seek the cooperation of the judicial branch of the Federal Government in
5

Appendix A - Title 42 BJS Authorizing Legislation

gathering data from criminal justice records; and
(5) encourage replication, coordination and sharing among justice agencies
regarding information systems, information policy, and data.
(e) Furnishing of information, data, or reports by Federal agencies. Federal agencies
requested to furnish information, data, or reports pursuant to subsection (d)(3) of this
section shall provide such information to the Bureau as is required to carry out the
purposes of this section.
(f) Consultation with representatives of State and local government and judiciary. In
recommending standards for gathering justice statistics under this section, the Director
shall consult with representatives of State and local government, including, where
appropriate, representatives of the judiciary.
42 USC § 3733

[Sec. 303.] Authority for 100 per centum grants

A grant authorized under this subchapter [part] may be up to 100 per centum of the total
cost of each project for which such grant is made. The Bureau shall require, whenever
feasible as a condition of approval of a grant under this subchapter [part] , that the
recipient contribute money, facilities, or services to carry out the purposes for which the
grant is sought.
42 USC § 3735

[Sec. 304.] Use of data

Data collected by the Bureau shall be used only for statistical or research purposes, and
shall be gathered in a manner that precludes their use for law enforcement or any purpose
relating to a particular individual other than statistical or research purposes.

Appendix B – Sample Screen Shots of ASPP

Appendix C1 – Staffing Supplement Pilot Questionnaire – Dual Reporter, Parole Focus
OMB No. XXXX-XXXX: Approval Expires XX/XX/XXXX

WESTAT
BJS ASPP
RW 2513
1600 Research Boulevard
Rockville, MD 20850-3129

RETURN
TO

U.S. DEPARTMENT OF JUSTICE
BUREAU OF JUSTICE STATISTICS

Appendix C1 - Staffing Supplement Pilot Test
(Probation and Parole Dual Reporter – Parole Focus)
ANNUAL SURVEYS OF PROBATION AND PAROLE

PLEASE ENTER THE CONTACT INFORMATION FOR THE PERSON FILLING OUT THIS FORM
Name

Title

Address 1
Address 2
City

State

TELEPHONE

Area code

Number

Extension FAX
NUMBER

Zip code
Area code

Number

EMAIL
ADDRESS

GENERAL INFORMATION
•

If you have any questions, call the Agency Support Team, Westat, at 1-888-371-3718, or email [email protected].

•

Please complete and return both pages of the questionnaire by MONTH/DAY/YEAR, by mail to WESTAT at the address
above, fax to 1-888-371-3949, or email to [email protected].

•

In responding to these questions, collaboration between probation supervision, human resources, accounting, and other
agency personnel familiar with staffing issues may be helpful.

Burden statement
Under the Paperwork Reduction Act, we cannot ask you to respond to a collection of information unless it displays a currently valid
OMB control number. Public reporting burden for this collection is estimated to average 30 minutes per response, including the time
for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing
the collection of information. Send comments regarding this burden estimate or any aspect of this collection of information, including
suggestions for reducing this burden, to the Director, Bureau of Justice Statistics, 810 Seventh Street, NW, Washington, DC 20531;
and to the Office of Management and Budget, OMB No. XXXX-XXXX, Washington, DC 20503.

INSTRUCTIONS
•

Please provide a response to each question. Blanks will be interpreted as “unknown” (“DK”).

•

If the answer to a question is “none” or “zero,” write “0” in the space provided.

•

If the answer to a question is “unknown,” mark “Don’t know” in the box provided.

•

If the answer to a question is “not applicable,” write “NA” in the space provided.

•

When an exact numeric answer is not available, provide an estimate and mark (X) in the box beside each figure.
For example 1,000 X.

AGENCY UID

These questions ask about the staffing at your probation/parole agency, including both full- and part-time staff. The questions ask about
number of staff in your agency who work in various positions, such as directors, probation/parole officers and their supervisors,
administrative staff, professional service providers, information technology staff, clerical staff, and other types of staff.


Some respondents to the Annual Survey of Parole report on the populations of more than one agency. If the parole population
that you reported in the yearend count (see Question 4 on the annual survey) represents the population for more than one
agency, when answering the following questions about staffing that refer to “your agency,” please report the total staff that
worked in all agencies reflected in the answer to Question 4 on the annual survey.



Some agencies supervise more than one population type (e.g., adult probationers, adult parolees, juveniles, etc.). If your agency
supervises populations in addition to adult parolees, when answering the following questions about staffing, please report the
total staff that worked in your agency, regardless of the populations they may serve.

1. As of December 31, 2014, how many full- and part-time staff worked in your probation/parole agency?


Include both full- and part-time staff. Use your agency’s definition to differentiate between full- and part-time staff.



Report the number of people who comprise the total FTEs in your agency’s budget. For example, if two people account for one
FTE, count them as two part-time payroll staff.



Include all staff on the payroll of your agency. For example, include those whose names or positions are covered in your budget
and those covered by collective bargaining agreements with the agency.



Exclude vacant positions.



Exclude private contractors, staff from another government agency, unpaid interns, or community volunteers.
Number of Staff

Estimate

Don’t Know

a. Full-time payroll staff ............
b. Part-time payroll staff ...........
TOTAL
2. As of December 31, 2014, how many of the payroll staff (full- and part-time) reported in Question 1 worked in the following
positions?


Report each person in only one category based on his/her primary function, so that the sum of staff across all categories in 2a-2i
equals the total in Question 1.
Full- and Part-time
Staff
Estimate

Don’t
Know

a. Directors, deputy directors, court administrators, and chief probation/parole officers ...................
b. Supervisors of probation/parole officers, agents, surveillance officers, line officers, and
institutional officers .......................................................................................................................
c. Probation/parole officers, agents, surveillance officers, line officers, and institutional officers
(and trainees working with these staff) ..........................................................................................
d. Administrative staff (and their supervisors), such as human resources, finance, and grant-writing
staff ...............................................................................................................................................
e. Professional service providers (and their supervisors), such as counselors, psychiatrists,
psychologists, social workers, medical staff, and educators .........................................................
f.

Researchers (and their supervisors), such as data analysts, research associates, management
analysts, and others who perform research activities ...................................................................

g. Information technology staff (and their supervisors), such as systems analysts, systems
managers, technicians, telecommunications personnel, and others who support IT functions .....
h. Clerical staff (and their supervisors), such as typists, secretaries, records and accounting clerks
i.

Other types of payroll staff (full- or part-time) ................................................................................
(Please specify)
TOTAL (Sum of items 2a through 2i should equal Question 1 TOTAL.) .......................................

AGENCY UID

Page 2

3. As of December 31, 2014, how many individuals routinely worked full-time or part-time for your agency within the following
types of arrangements?


Include staff who work for your agency but who are not on your agency’s payroll and who are not included in Question 1.



Report the number of people working in each arrangement, not the number of FTE positions worked by those individuals. For
example, if two private contractors account for one FTE, count them as two part-time contract staff.
Full- and Part-time
Individuals
Estimate

Private contractors, including those working under contract who are hired for a specific job
at a specific rate of pay and are not considered a permanent employee. Do not include
community volunteers ..................................................................................................................

Staff from another government agency, including staff on the payroll of other government
agencies (e.g., health department, school district, court) and unpaid interns. Do not include
community volunteers ..................................................................................................................

Community volunteers .................................................................................................................

Don’t
Know

4. Are any of the staff/individuals reported in Questions 2 or 3 directly or indirectly involved with the supervision activities
of any other population type(s) besides your adult parole population?
Yes ........................
No ..........................

(CONTINUE)
(SKIP TO END OF SURVEY)

5. As of December 31, 2014, for what type(s) of populations were your staff directly or indirectly involved with supervision
activities? Please mark “Yes” or “No” for each item below.

Yes

a. Juveniles sentenced to probation in juvenile court .....................................
b. Juveniles assigned to after-care (parole) ...................................................
c. Other (please specify)
6. As of December 31, 2014, what was the total number of individuals supervised by your agency in each of these
categories?

Number of
Individuals

Estimate

Don’t
Know

a. Juveniles sentenced to probation in juvenile court ....................................
b. Juveniles assigned to after-care (parole) ..................................................
c. Other (please specify)

AGENCY UID

Page 3

These next questions ask about the number of probation/parole officers, their supervisors, and other payroll staff (full- and part-time)
reported in Question 1 that had direct or indirect involvement with supervision activities for only probationers, only parolees, or both
probationers and parolees. Please remember:


Report the number of people who comprise the total FTEs in your agency’s budget. For example, if two people account for one
FTE, count them as two part-time payroll staff.
Include both full- and part-time staff. Use your agency’s definition to differentiate between full- and part-time staff.
Include all staff on the payroll of your agency. For example, include those whose names or positions are covered in your budget
and those covered by collective bargaining agreements with the agency.
Exclude vacant positions.
Exclude private contractors, staff from another government agency, unpaid interns, or community volunteers.






7. As of December 31, 2014, how many of the payroll staff (full- and part-time) reported in Question 1 worked in the following
positions and had direct or indirect involvement with only adult or juvenile probationers?
Full- and Part-time
Staff

Estimate

Don’t
Know

a. Supervisors of probation/parole officers ....................................................
b. Probation/parole officers ...........................................................................
c. All other types of payroll staff ....................................................................
TOTAL
8. As of December 31, 2014, how many of the payroll staff (full- and part-time) reported in Question 1 worked in the following
positions and had direct or indirect involvement with only adult or juvenile parolees?
Full- and Part-time
Staff

Estimate

Don’t
Know

a. Supervisors of probation/parole officers ....................................................
b. Probation/parole officers ...........................................................................
c. All other types of payroll staff ....................................................................
TOTAL
9. As of December 31, 2014, how many of the payroll staff (full- and part-time) reported in Question 1 worked in the following
positions and had direct or indirect involvement with both (adult or juvenile) probationers and parolees?
Full- and Part-time
Staff

Estimate

Don’t
Know

AGENCY UID

TOTAL

Page 4

Appendix C2 ‐ Staffing Supplement Pilot Questionnaire – Dual Reporter, Probation Focus
OMB No. XXXX-XXXX: Approval Expires XX/XX/XXXX

WESTAT
BJS ASPP
RW 2513
1600 Research Boulevard
Rockville, MD 20850-3129

RETURN
TO

U.S. DEPARTMENT OF JUSTICE
BUREAU OF JUSTICE STATISTICS

Appendix C2 - Staffing Supplement Pilot Test

(Probation and Parole Dual Reporter – Probation Focus)
ANNUAL SURVEYS OF PROBATION AND PAROLE

PLEASE ENTER THE CONTACT INFORMATION FOR THE PERSON FILLING OUT THIS FORM
Name

Title

Address 1
Address 2
City

State

TELEPHONE

Area code

Number

Extension FAX
NUMBER

Zip code
Area code

Number

EMAIL
ADDRESS

GENERAL INFORMATION
•

If you have any questions, call the Agency Support Team, Westat, at 1-888-371-3718, or email [email protected].

•

Please complete and return both pages of the questionnaire by MONTH/DAY/YEAR, by mail to WESTAT at the address
above, fax to 1-888-371-3949, or email to [email protected].

•

In responding to these questions, collaboration between probation supervision, human resources, accounting, and other
agency personnel familiar with staffing issues may be helpful.

INSTRUCTIONS
•

Please provide a response to each question. Blanks will be interpreted as “unknown” (“DK”).

•

If the answer to a question is “none” or “zero,” write “0” in the space provided.

•

If the answer to a question is “unknown,” mark “Don’t know” in the box provided.

•

If the answer to a question is “not applicable,” write “NA” in the space provided.

•

When an exact numeric answer is not available, provide an estimate and mark (X) in the box beside each figure.
For example 1,000 X.

AGENCY UID

Some respondents to the Annual Survey of Probation report on the populations of more than one agency. If the probation
population that you reported in the yearend count (see Question 4 on the annual survey) represents the population for more
than one agency, when answering the following questions about staffing that refer to “your agency,” please report the total staff
that worked in all agencies reflected in the answer to Question 4 on the annual survey.



Some agencies supervise more than one population type (e.g., adult probationers, adult parolees, juveniles, etc.). If your agency
supervises populations in addition to adult probationers, when answering the following questions about staffing, please report
the total staff that worked in your agency, regardless of the populations they may serve.

1. As of December 31, 2014, how many full- and part-time staff worked in your probation/parole agency?


Include both full- and part-time staff. Use your agency’s definition to differentiate between full- and part-time staff.



Report the number of people who comprise the total FTEs in your agency’s budget. For example, if two people account for one
FTE, count them as two part-time payroll staff.



Include all staff on the payroll of your agency. For example, include those whose names or positions are covered in your budget
and those covered by collective bargaining agreements with the agency.



Exclude vacant positions.



Exclude private contractors, staff from another government agency, unpaid interns, or community volunteers.
Number of Staff

Estimate

Don’t Know

Report each person in only one category based on his/her primary function, so that the sum of staff across all categories in 2a-2i
equals the total in Question 1.
Full- and Part-time
Staff
Estimate

Don’t
Know

AGENCY UID

Page 2

3. As of December 31, 2014, how many individuals routinely worked full-time or part-time for your agency within the following
types of arrangements?


Include staff who work for your agency but who are not on your agency’s payroll and who are not included in Question 1.



Community volunteers .................................................................................................................

Don’t
Know

4. Are any of the staff/individuals reported in Questions 2 or 3 directly or indirectly involved with the supervision activities
of any other population type(s) besides your adult probation population?
Yes ........................
No ..........................

(CONTINUE)
(SKIP TO END OF SURVEY)

5. As of December 31, 2014, for what type(s) of populations were your staff directly or indirectly involved with supervision
activities? Please mark “Yes” or “No” for each item below.

Yes

Number of
Individuals

Estimate

Don’t
Know

AGENCY UID

Page 3






Estimate

Don’t
Know

a. Supervisors of probation/parole officers ...................................................
b. Probation/parole officers ...........................................................................
c. All other types of payroll staff ....................................................................
TOTAL
8. As of December 31, 2014, how many of the payroll staff (full- and part-time) reported in Question 1 worked in the following
positions and had direct or indirect involvement with only adult or juvenile parolees?
Full- and Part-time
Staff

Estimate

Don’t
Know

a. Supervisors of probation/parole officers ....................................................
b. Probation/parole officers ...........................................................................
c. All other types of payroll staff ....................................................................
TOTAL
9. As of December 31, 2014, how many of the payroll staff (full- and part-time) reported in Question 1 worked in the following
positions and had direct or indirect involvement with both (adult or juvenile) probationers and parolees?
Full- and Part-time
Staff

Estimate

Don’t
Know

AGENCY UID

TOTAL

Page 4

Appendix C3 ‐ Staffing Supplement Pilot Questionnaire – Parole Only
OMB No. XXXX-XXXX: Approval Expires XX/XX/XXXX

WESTAT
BJS ASPP
RW 2513
1600 Research Boulevard
Rockville, MD 20850-3129

RETURN
TO

U.S. DEPARTMENT OF JUSTICE
BUREAU OF JUSTICE STATISTICS

Appendix C3 - Staffing Supplement Pilot Test
(Parole Only Reporter)
ANNUAL SURVEYS OF PROBATION AND PAROLE

PLEASE ENTER THE CONTACT INFORMATION FOR THE PERSON FILLING OUT THIS FORM
Name

Title

Address 1
Address 2
City

State

TELEPHONE

Area code

Number

Extension FAX
NUMBER

Zip code
Area code

Number

EMAIL
ADDRESS

GENERAL INFORMATION
•

If you have any questions, call the Agency Support Team, Westat, at 1-888-371-3718, or email [email protected].

•

Please complete and return both pages of the questionnaire by MONTH/DAY/YEAR, by mail to WESTAT at the address
above, fax to 1-888-371-3949, or email to [email protected].

•

In responding to these questions, collaboration between probation supervision, human resources, accounting, and other
agency personnel familiar with staffing issues may be helpful.

INSTRUCTIONS
•

Please provide a response to each question. Blanks will be interpreted as “unknown” (“DK”).

•

If the answer to a question is “none” or “zero,” write “0” in the space provided.

•

If the answer to a question is “unknown,” mark “Don’t know” in the box provided.

•

If the answer to a question is “not applicable,” write “NA” in the space provided.

•

When an exact numeric answer is not available, provide an estimate and mark (X) in the box beside each figure.
For example 1,000 X.

AGENCY UID

These questions ask about the staffing at your parole agency, including both full- and part-time staff. The questions ask about number
of staff in your agency who work in various positions, such as directors, probation/parole officers and their supervisors, administrative
staff, professional service providers, information technology staff, clerical staff, and other types of staff.




1. As of December 31, 2014, how many full- and part-time staff worked in your parole agency?


Include both full- and part-time staff. Use your agency’s definition to differentiate between full- and part-time staff.



Report the number of people who comprise the total FTEs in your agency’s budget. For example, if two people account for one
FTE, count them as two part-time payroll staff.



Include all staff on the payroll of your agency. For example, include those whose names or positions are covered in your budget
and those covered by collective bargaining agreements with the agency.



Exclude vacant positions.



Exclude private contractors, staff from another government agency, unpaid interns, or community volunteers.
Number of Staff

Estimate

Don’t Know

Report each person in only one category based on his/her primary function, so that the sum of staff across all categories in 2a-2i
equals the total in Question 1.
Full- and Part-time
Staff
Estimate

Don’t
Know

AGENCY UID

Page 2

3. As of December 31, 2014, how many individuals routinely worked full-time or part-time for your agency within the following
types of arrangements?


Include staff who work for your agency but who are not on your agency’s payroll and who are not included in Question 1.



Community volunteers .................................................................................................................

Don’t
Know

(CONTINUE)
(SKIP TO END OF SURVEY)

5. As of December 31, 2014, for what type(s) of populations were your staff directly or indirectly involved with supervision
activities? Please mark “Yes” or “No” for each item below.

Yes

a. Adults on probation ....................................................................................
b. Juveniles sentenced to probation in juvenile court .....................................
c. Juveniles assigned to after-care (parole) ...................................................
d. Other (please specify)
6. As of December 31, 2014, what was the total number of individuals supervised by your agency in each of these
categories?

Number of
Individuals

Estimate

Don’t
Know

a. Adults on probation ...................................................................................
b. Juveniles sentenced to probation in juvenile court ....................................
c. Juveniles assigned to after-care (parole) ..................................................
d. Other (please specify)

AGENCY UID

Page 3






Estimate

Don’t
Know

Estimate

Don’t
Know

a. Supervisors of probation/parole officers ....................................................
b. Probation/parole officers ...........................................................................
c. All other types of payroll staff ....................................................................
TOTAL
9. As of December 31, 2014, how many of the payroll staff (full- and part-time) reported in Question 1 worked in the following
positions and had direct or indirect involvement with both (adult or juvenile) probationers and parolees?
Full- and Part-time
Staff

Estimate

Don’t
Know

AGENCY UID

TOTAL

Page 4

Appendix C4 ‐ Staffing Supplement Pilot Questionnaire – Probation Only
OMB No. XXXX-XXXX: Approval Expires XX/XX/XXXX

WESTAT
BJS ASPP
RW 2513
1600 Research Boulevard
Rockville, MD 20850-3129

RETURN
TO

U.S. DEPARTMENT OF JUSTICE
BUREAU OF JUSTICE STATISTICS

Appendix C4 - Staffing Supplement Pilot Test
(Probation Only Reporter)
ANNUAL SURVEYS OF PROBATION AND PAROLE

PLEASE ENTER THE CONTACT INFORMATION FOR THE PERSON FILLING OUT THIS FORM
Name

Title

Address 1
Address 2
City

State

TELEPHONE

Area code

Number

Extension FAX
NUMBER

Zip code
Area code

Number

EMAIL
ADDRESS

GENERAL INFORMATION
•

If you have any questions, call the Agency Support Team, Westat, at 1-888-371-3718, or email [email protected].

•

Please complete and return both pages of the questionnaire by MONTH/DAY/YEAR, by mail to WESTAT at the address
above, fax to 1-888-371-3949, or email to [email protected].

•

In responding to these questions, collaboration between probation supervision, human resources, accounting, and other
agency personnel familiar with staffing issues may be helpful.

INSTRUCTIONS
•

Please provide a response to each question. Blanks will be interpreted as “unknown” (“DK”).

•

If the answer to a question is “none” or “zero,” write “0” in the space provided.

•

If the answer to a question is “unknown,” mark “Don’t know” in the box provided.

•

If the answer to a question is “not applicable,” write “NA” in the space provided.

•

When an exact numeric answer is not available, provide an estimate and mark (X) in the box beside each figure.
For example 1,000 X.

AGENCY UID

These questions ask about the staffing at your probation agency, including both full- and part-time staff. The questions ask about
number of staff in your agency who work in various positions, such as directors, probation/parole officers and their supervisors,
administrative staff, professional service providers, information technology staff, clerical staff, and other types of staff.




Some agencies supervise more than one population type (e.g., adult probationers, adult parolees, juveniles, etc.). If your agency
supervises populations in addition to adult probationers, when answering the following questions about staffing, please report
the total staff that worked in your agency, regardless of the populations they may serve.

1. As of December 31, 2014, how many full- and part-time staff worked in your probation agency?


Include both full- and part-time staff. Use your agency’s definition to differentiate between full- and part-time staff.



Report the number of people who comprise the total FTEs in your agency’s budget. For example, if two people account for one
FTE, count them as two part-time payroll staff.



Include all staff on the payroll of your agency. For example, include those whose names or positions are covered in your budget
and those covered by collective bargaining agreements with the agency.



Exclude vacant positions.



Exclude private contractors, staff from another government agency, unpaid interns, or community volunteers.
Number of Staff

Estimate

Don’t Know

Report each person in only one category based on his/her primary function, so that the sum of staff across all categories in 2a-2i
equals the total in Question 1.
Full- and Part-time
Staff
Estimate

Don’t
Know

AGENCY UID

Page 2

3. As of December 31, 2014, how many individuals routinely worked full-time or part-time for your agency within the following
types of arrangements?


Include staff who work for your agency but who are not on your agency’s payroll and who are not included in Question 1.



Community volunteers .................................................................................................................

Don’t
Know

4. Are any of the staff/individuals reported in Questions 2 or 3 directly or indirectly involved with the supervision activities
of any other population type(s) besides your adult probation population?
Yes ........................
No ..........................

(CONTINUE)
(SKIP TO END OF SURVEY)

5. As of December 31, 2014, for what type(s) of populations were your staff directly or indirectly involved with supervision
activities? Please mark “Yes” or “No” for each item below.

Yes

a. Adults on parole .........................................................................................
b. Juveniles sentenced to probation in juvenile court .....................................
c. Juveniles assigned to after-care (parole) ...................................................
d. Other (please specify)
6. As of December 31, 2014, what was the total number of individuals supervised by your agency in each of these
categories?

Number of
Individuals

Estimate

Don’t
Know

a. Adults on parole ........................................................................................
b. Juveniles sentenced to probation in juvenile court ....................................
c. Juveniles assigned to after-care (parole) ..................................................
d. Other (please specify)

AGENCY UID

Page 3






Estimate

Don’t
Know

Estimate

Don’t
Know

a. Supervisors of probation/parole officers ....................................................
b. Probation/parole officers ...........................................................................
c. All other types of payroll staff ....................................................................
TOTAL
9. As of December 31, 2014, how many of the payroll staff (full- and part-time) reported in Question 1 worked in the following
positions and had direct or indirect involvement with both (adult or juvenile) probationers and parolees?
Full- and Part-time
Staff

Estimate

Don’t
Know

AGENCY UID

TOTAL

Page 4

Appendix D – Pre‐notification Letter
MM/DD/2014
«HEAD_FIRST_NAME» «HEAD_LAST_NAME»«HEAD_TITLE_COMMA» «HEAD_TITLE»
«ATTN» «ATTN_FIRST_NAME» «ATTN_LAST_NAME»
«AGENCY_NAME»«AGENCY_NAME_COMMA» «AGENCY_NAME_2»
«HEAD_ADDRESS»
«HEAD_ADDRESS_2»
«HEAD_CITY», «HEAD_STATE» «HEAD_ZIP_A»«HEAD_ZIP_DASH»«HEAD_ZIP_B»
Dear «HEAD_FIRST_NAME» «HEAD_LAST_NAME»,
The Bureau of Justice Statistics (BJS) is preparing to conduct the «Annual_Probation_SurveyParole_SurveySu»,
«a_surveysurveys», continuing the data collection series that started in 1980. Data from
«this_survey_isthese_surveys_are» used to produce statistics about the «probation_populationparole_population»
throughout the United States including its size, movements onto and off supervision, and outcomes of supervision.
This type of information is essential for policy development and criminal justice planning at all levels of government
and is not available from any other source. Westat (Rockville, MD) is acting as the data collection agent for
«this_surveythese_surveys».
This year, BJS and Westat have developed a set of questions that focus on staffing within community corrections
agencies (see enclosure). Staffing in community corrections has been identified as a topic of interest to the field and
this data collection proposes to close this information gap. Your agency has been selected to take part in a pilot test
of this questionnaire.
Important dates:





November 29, 2014: Submit any necessary corrections to the information shown on the enclosed
Designation Form by fax to 888-371-3949 or by email to [email protected].
Mid-December 2014: Your agency will receive the invitation to the 2014 collection and you can begin to
complete the survey at that time. Please note that some questions will ask about your yearend
«probation_populationparole_population»; you will likely need to wait until January 2015 to answer those
questions.
February 28, 2015: Submit your completed <>.

If you are unable to submit your «surveysurveys» by the due date or if we can assist you in any way, please call the
Westat Agency Support Team toll free at 888-371-3718 or email [email protected].
BJS will release Probation and Parole in the United States, 2014 in the fall of 2015. Information and reports about
the «Annual_Probation_SurveyParole_SurveySu» are available at the Bureau of Justice Statistics website
http://bjs.ojp.usdoj.gov/index.cfm?ty=tp&tid=15.
Thank you for your continued support of the BJS statistical programs. If you have any questions or comments about
these collections, please contact Laura Maruschak at (202) 598-0802 or [email protected]. We look
forward to working with you on the «Annual_Probation_SurveyParole_Survey».
Sincerely,

Daniela Golinelli, Ph.D.
Chief, Corrections Unit
Bureau of Justice Statistics

2014 Annual Surveys of Probation and Parole
Staffing Questions (Pilot Test)
BJS and Westat are pilot testing some questions focused on staffing within community
corrections agencies. The actual questions will be included at the end of your agency’s annual
survey.
Preview of the topics addressed by the staffing questions:


The number of full‐time payroll staff and the number of part‐time payroll staff that worked in your
agency



The number of full‐time and part‐time staff in each of the following categories:
o Directors, deputy directors, court administrators, and chief probation/parole officers
o Supervisors of probation/parole officers, agents, surveillance officers, line officers, and
institutional officers
o Probation/parole officers, agents, surveillance officers, line officers, and institutional officers
o Administrative staff, such as human resources, finance, and grant‐writing staff
o Professional service providers, such as counselors, psychiatrists, psychologists, social workers,
medical staff, and educators
o Researchers, such as data analysts, research associates, and management analysts
o Information technology staff, such as systems analysts, and telecommunications personnel
o Clerical staff, such as typists, secretaries, records and accounts clerks
o Other types of payroll staff



The number of full‐time and part‐time staff working within the following arrangements:
o Private contractors
o Staff from another government agency, including staff on the payroll of other government
agencies
o Community volunteers

If you would like additional information about the pilot test or would like to discuss the questions,
please contact the Agency Support Team at 1‐888‐371‐3718 or email bjs‐[email protected]

Appendix E – Survey Invitation Letter
MM/DD/2014
«D_FIRSTNAME» «D_LASTNAME»«D_TITLECOMMA» «D_TITLE»
«AGENCYNAME»«AGENCYNAMECOMMA» «AGENCYNAME2»
«DP_ADDRESS»
«DP_ADDRESS_2»
«DP_CITY», «DP_STATE» «DP_ZIP_A»«H_ZIPDASH»«DP_ZIP_B»
Dear «D_FIRSTNAME» «D_LASTNAME»,
We would like to inform you of the start of the 2014 <> <>, part of the Bureau of Justice Statistics’ (BJS) core set of correctional statistics since 1980.
Data are used by state and local criminal justice stakeholders to understand the nature of the population under
correctional authority, compare changes in populations between jurisdictions, track outcomes of those on
<>, and justify budgets. There is no other ongoing, comprehensive, nationallyrepresentative survey of the <> population. BJS has engaged the services of Westat
(Rockville, MD) to act as the data collection agent. Although participation is voluntary, your agency’s data are
needed to produce complete and accurate statistics on the <> population in the United
States. The Omnibus Crime Control and Safe Streets Act of 1968, as amended (42 USC 3732), authorizes this data
collection.
This year, BJS and Westat have developed a set of questions that focus on staffing within community corrections
agencies (see enclosure). Staffing in community corrections has been identified as a topic of interest to the field and
this data collection proposes to close this information gap. Your agency has been selected to take part in a pilot test
of this questionnaire. You may wish to contact others in your agency (e.g., from a human resources office) for
assistance in completing the Staffing Supplement.
In order to provide stakeholders with the results of this survey as quickly as possible, BJS needs your completed
<> by February 28, 2015. If you are unable to submit your «surveysurveys» by the due date, please
notify Westat’s Agency Support Team.
The enclosed information sheet provides your agency’s unique login information for <>. The website is secure and allows you to save and exit the survey at any time and re-open it later. The
website is now open and you can begin entering responses. Please note that some questions will ask about your
agency’s yearend «probation_populationparole_population»; you will likely need to wait until January 2015 to
answer those questions. If you are unable to submit your <> online and you need an alternative format
for submission, please contact Westat’s Agency Support Team.
For assistance, please call Westat’s Agency Support Team at 1-888-371-3718 or by email at [email protected]
If you have any general comments about this survey, feel free to contact Laura Maruschak at (202) 598-0802 or
[email protected]. Information and reports about the «Annual_Probation_SurveyParole_SurveySu» are
available at the BJS’s website http://bjs.ojp.usdoj.gov/index.cfm?ty=tp&tid=15.
Thank you for your continued support of BJS’s statistical programs.
Sincerely,

Daniela Golinelli, Ph.D.
Chief, Corrections Unit
Bureau of Justice Statistics

Appendix E – Survey Invitation Letter
.

2014 <>
«AGENCY_NAME»«AGENCY_NAME_COMMA» «AGENCY_NAME_2»
Head of Agency: «HEAD_FIRST_NAME» «HEAD_LAST_NAME»
Data Provider: «D_FIRSTNAME» «D_LASTNAME»
The username and password below provide you access to the online parole
survey at: www.bjs-aps.org.
Username: «UID»
Password: «Password»
Please submit your completed survey by February 28, 2015.
Below is a screenshot of the survey sign-in webpage.

For assistance or more information, contact Westat’s <> Agency Support Team, Vanessa and Ben, at
1-888-371-3718 or [email protected].

The number of full‐time payroll staff and the number of part‐time payroll staff that worked in your
agency



If you would like additional information about the pilot test or would like to discuss the questions,
please contact the Agency Support Team at 1‐888‐371‐3718 or email bjs‐[email protected]

File Type	application/pdf
File Modified	2014-10-14
File Created	2014-10-14