Annual Parole Survey, Annual Probation Survey, and Annual Probation Survey (Short form)

Scripts used to collect estimates on unreported key data elements in BJS’ Annual Probation Survey and Annual Parole Survey

1. Script for follow-up contact for missing yearend probation population or parole population

“Hi [INSERT RESPONDENT’S NAME], this is [INSERT NAME OF DATA COLLECTION AGENT OR BJS STAFF] with the [INSERT NAME OF DATA COLLECTION AGENT OR “Bureau of Justice Statistics”] calling about your [INSERT YEAR “Annual Probation Survey” OR “Annual Parole Survey”]. I would like to thank you for your participation in this collection. I am calling because I have reviewed your data and it appears that you were unable to report your December 31, [INSERT YEAR] [INSERT “probation” OR “parole”], is that correct? We call back any respondent who is unable to report their yearend population given the importance of being able to assess the change in the [INSERT “probation” OR “parole”] population during the year. Do you know if your agency’s [INSERT “probation” OR “parole”] increased, decreased, or remained stable during the year?

[IF REPORTED INCREASED OR DECREASED THEN ASK] Was the [INSERT “increase” OR “decrease”] small or large?

SMALL INCREASE

[IF REPORTED SMALL THEN ASK] Was the [INSERT “increase” OR “decrease”] in your agency’s [INSERT “probation” OR “parole”] population less than 5%? [IF YES THEN ASK] About how much was the [INSERT “increase” OR “decrease”]?

[IF REPORTED NO TO “Less than 5%” THEN ASK] Was less the [INSERT “increase” OR “decrease”] less than 10%? [IF YES THEN ASK RESPONDENT] Was the [INSERT “increase” OR “decrease”] closer to 5% or 10%? [REGARDLESS OF THE ANSWER ASK] About how much was the [INSERT “increase” OR “decrease”]?

LARGE INCREASE

[IF REPORTED LARGE INCREASE THEN ASK] Was the [INSERT “increase” OR “decrease”] in your agency’s [INSERT “probation” OR “parole”] population more than 20%? [IF NO THEN ASK] Was the [INSERT “increase” OR “decrease”] more or less than 15%? [THEN ASK] So the [INSERT “increase” OR “decrease”] was between [INSERT “10-15%” OR “15-20%”], correct? [THEN ASK] So between [INSERT “10-15%” OR “15-20%”], about how much was the [INSERT “increase” OR “decrease”] in your agency’s [INSERT “probation” OR “parole”] population?

[IF REPORTED LARGE INCREASE BUT YES TO MORE THAN 20% THEN ASK] Was the [INSERT “increase” or “decrease”] more than 30%? AND REPEAT METHOD UNTIL NARROW DOWN TO A RANGE OF 5 AND THEN ASK RESPONDENT TO ESTIMATE.

2. Script for follow-up contact for missing entries/exits to probation/parole

“Hi [INSERT RESPONDENT’S NAME], this is [INSERT NAME OF DATA COLLECTION AGENT OR BJS STAFF] with the [INSERT DATA COLLECTION AGENT OR “Bureau of Justice Statistics”] calling about your [INSERT YEAR “Annual Probation Survey” OR “Annual Parole Survey”]. I would like to thank you for your participation in this collection. I am calling because I have reviewed your data and it appears that you were unable to report the [INSERT “number of entries” OR “number of exits”] to [INSERT “probation” OR “parole”] during [INSERT YEAR] in your agency, is that correct? Does your information system/records track the [INSERT “number of entries” OR “number of exits”] to [INSERT “probation” OR “parole”] for a different time period? For example, the number that [INSERT “entered” OR “exited” INSERT “probation supervision” OR “parole supervision”] in a [INSERT “week” OR “month”]?

IF MONTHLY

[IF MONTH THEN ASK] Can you easily provide the [INSERT “number of entries” OR “number of exits”] for each monthly during [INSERT YEAR]? If so, we can calculate an average for the 12-month period and then multiply that average by 12 months to estimate the [INSERT “number of entries” OR “number of exits”] to [INSERT “probation supervision” OR “parole supervision”] in your agency during [INSERT YEAR.] I can do the calculations and then review the estimates with you, if you can easily provide the monthly totals.

IF R CANNOT PROVIDE THE NUMBER EACH MONTH DURING THE YEAR THEN ASK IF R IF THEY CAN PROVIDE FOR THE LAST 6 MONTHS OF THE YEAR.

IF NOT THEN ASK R IF THEY CAN PROVIDE FOR THE LAST 3 MONTHS DURING THE YEAR.

IF NOT THEN ASK R IF THEY CAN PROVIDE FOR JANUARY AND DECEMBER OF THE YEAR TO CALCULATE AN AVERAGE.

IF WEEKLY

Can you easily provide the [INSERT “number of entries” OR “number of exits”] during each week at the beginning of [INSERT YEAR], or January, and at the end of the year [INSERT YEAR], or December? If so, we can calculate a weekly average accounting for the turnover at the beginning and at of the year, and then multiply that average by 52 weeks to estimate the [INSERT “number of entries” OR “number of exits”] to [INSERT “probation supervision” OR “parole supervision”] in your agency during [INSERT YEAR]. I can do the calculations and then review the estimates with you, if you can easily provide the weekly totals.

IF R CANNOT PROVIDE THE NUMBER FOR JANUARY THEN ASK IF R CAN PROVIDE THE WEEKLY TOTALS FOR MAY, WHICH WILL MEAN MAY (MIDYEAR) AND DECEMBER (YEAREND)

IF R HAS DIFFICULTLY PROVIDING TOTALS FOR MULTIPLE MONTHS THEN ASK FOR WEEKLY TOTALS IN DECEMBER

3. Script for follow-up contact for missing data on yearend characteristics provided in previous data collections

EXAMPLE – MISSING DATA ON SEX

“Hi [INSERT RESPONDENT’S NAME], this is [INSERT NAME OF DATA COLLECTION AGENT OR BJS STAFF] with the [INSERT DATA COLLECTION AGENT OR “Bureau of Justice Statistics”] calling about your [INSERT YEAR “Annual Probation Survey” OR “Annual Parole Survey”]. I would like to thank you for your participation in this collection. I am calling because I have reviewed your data and it appears that you were unable to report the number of men and women on [INSERT “probation” OR “parole”] during [INSERT YEAR] but our records indicate you have been able to report those data in the past, is that correct? For example, our records show that in [INSERT RECENT YEAR] your agency’s [INSERT “probation” OR “parole”] population was comprised of [INSERT PERCENTAGE] men and [INSERT PERCENTAGE] women. The size of your agency’s [INSERT “probation” OR “parole”] population has not changed much since [INSERT RECENT YEAR]. Has the distribution of sex changed since that time or has it remained stable? [IF HAS NOT CHANGED THEN ASK] Is it reasonable to use that distribution for [INSERT YEAR] to estimate the number of men and women on [INSERT “probation” OR “parole”] in your agency during [INSERT YEAR]?