ASPP Attachments with Table of Contents

Annual Surveys of Probation and Parole
Table of Contents
Attachment 1 – BJS Authorizing Legislation ................................................................................................. 2
Attachment 2 – BJS Criminal Justice Flowchart ............................................................................................ 6
Attachment 3 – Correctional Populations in the United States, 2012.......................................................... 7
Attachment 4 – Probation and Parole in the United States, 2012 ............................................................. 20
Attachment 5 – Sample screen shot from forthcoming webtool ............................................................... 43
Attachment 6 – Screen shots from study questionnaire ............................................................................ 44
Attachment 7 – CJ-7 Annual Parole Survey ................................................................................................ 56
Attachment 8 – CJ-8 Annual Probation Survey ........................................................................................... 61
Attachment 9 – CJ-8A Annual Parole Survey (Short Form) ......................................................................... 67
Attachment 10 – Federal Register 60-day Notice ....................................................................................... 70
Attachment 11 – Federal Register 30-day Notice ....................................................................................... 72
Attachment 12 – Designation Form ............................................................................................................ 74
Attachment 13 – Survey Invitation ............................................................................................................. 76
Attachment 14 – Thank-you/Reminder Letter ........................................................................................... 78
Attachment 15 – Thank-you Email.............................................................................................................. 80
Attachment 16 – Second Thank-you/Reminder Email................................................................................ 81
Attachment 17 – Third Thank-you/Reminder Letter .................................................................................. 83
Attachment 18 – Targeted Non-Response Follow-up ................................................................................ 85
Attachment 19 – Request to Discuss Inconsistencies ................................................................................. 86
Attachment 20 – Follow-up Letter to Agency Head Regarding Data Revision ........................................... 88
Attachment 21 – Completion Thank You Letter ......................................................................................... 89
Attachment 22 – Final Closeout Letter, No Data Submitted ...................................................................... 90
Attachment 23 – Final Closeout Letter, Partial Data Submitted ................................................................ 91
Attachment 24 – Final Closeout Letter, Data Clarification Not Received ................................................... 92

Page 1

Attachment 1 – 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)

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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 decision
making;
(4) collect and analyze statistical information, concerning the operations of the criminal justice system at the Federal, State,
and local levels;
(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];

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(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 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 therefore, and to enter into agreements with
such agencies and instrumentalities for purposes of data collection and analysis;

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(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 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.

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Attachment 2 – BJS Criminal Justice Flowchart

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Attachment 3 – Correctional Populations in the United States, 2012

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Attachment 4 – Probation and Parole in the United States, 2012

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Attachment 5 – Sample screen shot from forthcoming webtool

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Attachment 6 – Screen shots from study questionnaire

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Attachment 7 – CJ-7 Annual Parole Survey

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Attachment 8 – CJ-8 Annual Probation Survey

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Attachment 9 – CJ-8A Annual Parole Survey (Short Form)

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Attachment 10 – Federal Register 60-day Notice

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Attachment 11 – Federal Register 30-day Notice

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Attachment 12 – Designation Form

November 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 launch the «Annual_Probation_SurveyParole_SurveySu»,
«a_surveysurveys» we have conducted every year since 1980. «This_survey_isThese_surveys_are» part of our core set of
correctional statistics; the data are used to track the size of the «probation_populationparole_populationp», movements of
offenders onto and off of supervision and composition of the «probation_populationparole_populationp». 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
single source. The data that you provide enables us to produce complete and accurate statistics about the
«probation_populationparole_populationp» throughout the United States. Once again, Westat, a nationally known and highly
regarded survey research firm, will be acting as the data collection agent for «this_surveythese_surveys».
In mid-December, I will send your agency an invitation to the 2014 collection. When you receive the invitation, you will be able to
sign in, review the questions and begin entering responses directly on the web. We will need your completed «surveysurveys»
by February 28, 2015. I understand that you have competing demands and may need extra time to prepare your agency’s data
and complete the «surveysurveys». If at this time you know that you will be unable to submit your «surveysurveys» by the due
date or if we can assist you in any way, please let us know by calling the Westat Agency Support Team toll free at 888-371-3718
or email [email protected].
The current contact information that we have for your agency appears on the enclosed Designation Form. Please let Westat
know if the head of agency and designated survey respondent information is accurate or if any updates or corrections are
needed by November 29, 2014. If you want to designate someone else to respond to the «surveysurveys», please complete or
update the form provided and fax it to 888-371-3949 or email the contact information to [email protected]. In December, we
will send survey materials to your designee.
BJS is committed to publishing findings from this collection in a timely fashion and plans to release Probation and Parole in the
United States, 2014 in the summer of 2015. Information about the «Annual_Probation_SurveyParole_SurveySu» and the series
of reports on the «probation_populationparole_populationp» 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 general comments about these collections,
please contact me at 202-514-8302 or [email protected]. BJS and Westat look forward to working with you on the
«Annual_Probation_SurveyParole_SurveySu».
Sincerely,

Erinn Herberman, Ph.D.
BJS Statistician, <>
Corrections Statistics Unit

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«USER_ID»

2014 <>

Designation Form
Please review the information below. Indicate whether the head of agency and designated survey
respondent information is accurate and make updates or corrections as needed.

Head of agency

Updated information

Information on file

«HEAD_FIRST_NAME» «HEAD_LAST_NAME»
«HEAD_TITLE»
«HEAD_ADDRESS»
«HEAD_ADDRESS_2»
«HEAD_CITY»,
«HEAD_STATE»
«HEAD_ZIP_A»«HEAD_ZIP_DASH»«HEAD_ZIP_B»
Email: «HEAD_EMAIL»
Phone: «HEAD_PHONE» «HEAD_PHONE_EXT»
Fax: «HEAD_FAX»
Attn:
«ATTN_FIRST_NAME»
«ATTN_LAST_NAME»
All information is correct.

_________________________________________
_________________________________________
_________________________________________
_________________________________________
_________________________________________
_________________________________________
_________________________________________
_________________________________________

Designated survey respondent
Information on file

Updated information

«DP_FIRST_NAME» «DP_LAST_NAME»
«DP_TITLE»
«DP_ADDRESS»
«DP_ADDRESS_2»
«DP_CITY»,
«DP_STATE»
«DP_ZIP_A»«DP_Zip_dash»«DP_ZIP_B»
Email: «DP_EMAIL»
Phone: «DP_PHONE» «DP_PHONE_EXT»
Fax: «DP_FAX»
Attn:
All information is correct.

_____________________________________________________
_____________________________________________________
_____________________________________________________
_____________________________________________________
_____________________________________________________
_____________________________________________________
_____________________________________________________

Please fax or email this information to Westat by November 29, 2014.
Fax: 888-371-3949
Email: [email protected]
If you have any questions, please telephone 888-371-3718.

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«USER_ID»

Attachment 13 – Survey Invitation

December 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»,
I 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. We conduct
<> annually to collect <> information from your agency and other agencies
nationwide. BJS has again engaged the services of Westat, a nationally known and highly-regarded survey research firm, to act
as the data collection agent.
We depend on your participation in <> to help ensure its success The statistics produced are imperative
to understanding the total population of persons under correctional authority. Data such as these are used by state and local
criminal justice officials to justify budgets, compare changes in populations with comparable jurisdictions, and track outcomes of
those on <>. There is no other ongoing, comprehensive, nationally-representative survey of the
<> population. Information about this survey and the most recent survey reports are available on the BJS
website at http://bjs.ojp.usdoj.gov/index.cfm?ty=tp&tid=15. . Although participation is voluntary, your agency’s data are needed to
compile the most 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 the collection of these data.
BJS is committed to providing stakeholders with the results of this study as quickly as possible. We need your <> by
February 28, 2015 in order to meet our publication deadline. I understand that you have competing demands and may need to
complete certain processes to prepare your agency’s survey data. Please let Westat know if this will have any impact on
submitting your <> by the due date, or if any efforts on our part can assist you.
The enclosed information sheet provides your agency’s unique login information for <>.
The website is open now and you can sign in, review the survey questions and begin entering responses directly on the web.
The website is secure and allows you to save and exit the survey at any time and re-open it later to continue or edit your entries.
You can print a copy of your completed <> for your records. Westat staff is available to provide any assistance you
may need to submit your data. If you are unable to submit your <> online, please contact Westat’s Agency Support
Team at 1-888-371-3718 or by email at [email protected] and they will provide an alternative format.
Thank you for your continued support of BJS’ statistical programs. If you have any general comments about this survey, feel free
to contact me at 202-514-8302 or at [email protected] or contact Westat’s Agency Support Team at 1-888-3713718 or by email at [email protected].
Sincerely,

Erinn Herberman, Ph.D.
Project Manager, «Annual_Probation_SurveyParole_SurveySu»
BJS Statistician, Corrections Statistics Unit

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«UID»

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 your <> Agency Support Team, Vanessa and Ben, at
1-888-371-3718 or [email protected].

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«UID»

Attachment 14 – Thank-you/Reminder Letter

February 2015
«DP_SALUTATION» «DP_FIRST_NAME» «DP_LAST_NAME»«DP_TITLE_COMMA» «DP_TITLE»
«AGENCY_NAME»«Agency_name_comma» «AGENCY_NAME_2»
«DP_ADDRESS»
«DP_ADDRESS_2»
«DP_CITY», «DP_STATE» «DP_ZIP_A»«zip_dash»«DP_ZIP_B»

Dear «DP_SALUTATION» «DP_FIRST_NAME» «DP_LAST_NAME»,
The 2014 <> <> began in December 2014.
<> a due date of February 28, 2015. If you have already submitted your <> <>, I thank you for your participation. After processing your
<> Westat – the research firm conducting the <> on behalf of the Bureau of Justice Statistics – may contact
you to clarify answers to ensure that your reporting jurisdictions are represented as accurately as possible.
If you have not yet submitted your <> <>,I want to
alert you to the due date. <> the only ongoing, comprehensive, nationally-representative
<> of the <> <>. BJS is committed to publishing findings from this collection in
a timely fashion, and your completion of <> is vital to meeting this objective.
I encourage you to complete the online web <> using the sign-in information in the enclosed information sheet. If this
is not possible, please contact Westat’s Agency Support Team (888-371-3718 or [email protected]), and they will provide
an alternative format that you can use to respond by mail, fax, or telephone.
I understand that there may be circumstances that delay your data availability or that impede your ability to submit by February
28, 2015. If you know that you are unable to meet the deadline or you need assistance with the <> please contact
Westat at the number or email listed above. You may also contact me, Erinn Herberman, the project officer at the Bureau of
Justice Statistics, directly at 202 514-8302 or at [email protected].
I look forward to receiving your completed <> and thank you in advance for your support of this data collection effort.
Sincerely,

Erinn Herberman, Ph.D.
Project Officer, Annual Probation Survey
BJS Statistician, Corrections Statistics Unit

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«AGENCY_ID»

2014 <>
«AGENCY_NAME»
«AGENCY_NAME_2»
Head of Agency: «HEAD_SAL» «HEAD_FIRST» «HEAD_LAST»
Data Provider: «DP_SALUTATION» «DP_FIRST_NAME»
«DP_LAST_NAME»
The username and password below provide you access to the online probation
survey at: www.bjs-aps.org.
Username: «CJ8UID»
Password: «CJ8PSWD»
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 your <> Agency Support Team, Vanessa and Ben, at
1-888-371-3718 or [email protected].

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«AGENCY_ID»

Attachment 15 – Thank-you Email

DATE, 2015
<> <>, <>
<>, <>
<>
<>, <> <>

Dear <> <>,
Thank you for submitting your 2014 Annual <> <>. Our research analysts will review the
data and we will be in touch if we have any questions regarding your submission. If you need to make updates to your 2014
survey data or have any questions, please contact us at 1-888-371-3718 or by email at [email protected]. Thank you for your
support of this data collection.
Sincerely,

Agency Support Team
Vanessa Kranz and Ben Korelitz
Annual Probation/Parole Survey
[email protected]
1-888-371-3718

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«AGENCY_ID»

Attachment 16 – Second Thank-you/Reminder Email

DATE, 2015

2nd Reminder – please respond as soon as possible!

<> <>, <>
«AGENCY_NAME»«AGENCY_NAME_COMMA» «AGENCY_NAME2»
<>
<>, <> <>

Dear <> <>,
The 2014 <> <> <> fielded in December
2014 by Westat, on behalf of the Bureau of Justice Statistics. BJS has made a commitment to agencies nationwide to share the
survey findings in a timely fashion. We need your help to make this possible. <> <> due on
February 28, 2015. If you have already submitted your <>, I thank you for your participation. After processing your
<>, Westat may contact you to clarify answers to ensure that your reporting jurisdictions are represented as accurately
as possible.
If you have not submitted your <>, please do so as soon as possible. State and local criminal justice officials use these
data to justify budgets, compare changes in populations with comparable jurisdictions, and track outcomes of those on
<>. Your participation in <> is vital to <> success.
I encourage you to complete the <> now online using the sign in information in the enclosed information
<>. If this is not possible, please contact Westat’s Agency Support Team (888-371-3718 or [email protected]),
and they will arrange to collect your data by telephone, fax, or mail. I understand that there may be circumstances that impeded
your ability to complete your survey by the due date. If this is the case, please contact Westat and they will work with you to
collect any data that you can provide, even if you cannot complete the entire survey. You may also contact me, Erinn
Herberman, the project officer at the Bureau of Justice Statistics, 202-514-8302 or at [email protected].
I look forward to receiving your <> and thank you in advance for your assistance with this important data collection.
Sincerely,

Erinn Herberman, Ph.D.
Project Officer, <>
BJS Statistician, Corrections Statistics Unit

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«AGENCY_ID»

2014 <>
«AGENCYNAME»«AGENCYNAMECOMMA» «AGENCYNAME2»
Head of Agency: «H_SAL» «H_FIRSTNAME» «H_LASTNAME»
Data Provider: «D_SAL» «D_FIRSTNAME» «D_LASTNAME»
The username and password below provide you access to the online parole
survey at: www.bjs-aps.org.
Username: «CJ7UID»
Password: «CJ7PSWD»
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 your <> Agency Support Team, Vanessa and Ben, at
1-888-371-3718 or [email protected].

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«AGENCY_ID»

Attachment 17 – Third Thank-you/Reminder Letter

April 2015

3rd Reminder – please respond as soon as possible!

«HEAD_SALUTATION» «HEAD_FIRST_NAME» «HEAD_LAST_NAME»
«AGENCY_NAME»«agency_name_comma» «AGENCY_NAME_2»
«HEAD_ADDRESS»
«HEAD_ADDRESS_2»
«HEAD_CITY», «HEAD_STATE» «HEAD_ZIP_A»«zip_dash1»«HEAD_ZIP_B»

Dear «HEAD_SALUTATION» «HEAD_FIRST_NAME» «HEAD_LAST_NAME»,
The 2014 Annual <> <> fielded in December 2014 by Westat on behalf of the
Bureau of Justice Statistics (BJS). <> due on February 28, 2015. We have not received your
completed 2014 <> and have been unable to reach you/ «who_to_reach» to discuss your agency’s submission.
To be responsive to requests from state and local agencies regarding the release of statistics on the probation and parole
populations, BJS plans to publish the annual report, Probation and Parole in the United States, 2014, earlier than in past years.
Therefore, data collection will end at the end of April – sooner than in prior data collection cycles. Any data your agency can
provide will help us meet this goal. Without your participation in <> national <>, our data will not provide
the most accurate picture possible of the <> <> in the United States. If you cannot
complete the entire <> it will still be useful to receive these four key pieces of data from your agency. Total
<> Population on Jan 1, 2014, Entries and Exits in 2014, and Ending Population on Dec 31,2014.
Westat’s Agency Support Team (888-371-3718 or [email protected]) is available to work with you to collect any data that
you can provide. The Agency Support Team can collect your information by telephone, email, mail, or fax, whichever is most
convenient for you. You may also contact me, Erinn Herberman, the project officer at the Bureau of Justice Statistics, at 202514-8302 or at [email protected].
I look forward to receiving any data you can provide and thank you in advance for your assistance with this data collection.
Sincerely,

Erinn Herberman, Ph.D.
Project Officer, Annual Parole Survey
BJS Statistician, Corrections Statistics Unit

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«AGENCY_ID»

<>
«AGENCY_NAME»«agency_name_comma» «AGENCY_NAME_2»
Head of Agency: «HEAD_SALUTATION» «HEAD_FIRST_NAME»
«HEAD_LAST_NAME»
Data Provider: «DP_SALUTATION» «DP_FIRST_NAME»
«DP_LAST_NAME»
The username and password below provide you access to the online parole
survey at: www.bjs-aps.org.
Username: «CJ7_UID»
Password: «CJ7_PWD»
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 your <> Agency Support Team, Vanessa and Ben, at
1-888-371-3718 or [email protected].

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«AGENCY_ID»

Attachment 18 – Targeted Non-Response Follow-up

Non response Script
Basic script:
Hi, this is <>. I’m calling on behalf of the Bureau of Justice Statistics
regarding the Annual Parole/Probation Survey. We recently sent your agency a survey packet
describing the study; did you receive it?
[If no, offer to send again and explain purpose of study and continue below. Ask where they would like you
to send the packet – email address, mail address, or fax number.]
[If no survey in previous year: ] I’m calling now because our records indicate that we do
not have the survey data for your Probation/Parole agency from 2013. I wanted to see if you
will be able to provide data for 2014 and if there is anything we can do to assist you in
submitting the survey.
[If submitted survey in previous year: ] We haven’t received your survey for 2014. I’m
calling to see if you will be able to provide the necessary survey data for your
Probation/Parole agency and if there is anything we can do to assist you in submitting your
survey.
[Address concerns, answer questions, negotiate due date, other options for submitting data, such as providing
estimates.]

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Attachment 19 – Request to Discuss Inconsistencies

Data Retrieval Script
1. Call – Navigate to proper person

A. SCRIPT: I am calling on behalf of the Bureau of Justice Statistics to speak with <> about the Annual <> Survey.
a. IF is AVAILABLE: I am calling on behalf of the Bureau of Justice Statistics. Your
agency recently completed the 2014 Annual < > Survey, indicating
you as the Data Provider. We have a few questions about the data that we’d like to talk
through. It shouldn’t take more than 10 minutes. Can you tell me if you completed the
survey for your agency?
b. IF DID NOT SUBMIT THE SURVEY: Let me see if our contact information is
correct -- (Data Provider Name, phone– note if incorrect). Would you mind directing me
to the person who did? (Note name and phone)
i. IF DID NOT SUBMIT THE SURVEY BUT WANTS TO TALK THROUGH THE
ISSUES: (Try to get the person who actually submitted on the line but otherwise,
go ahead.)
c. IF CONFIRMS THEY SUBMITTED: Great, as I mentioned, we received your survey
and have just a few questions about the data that we’d like to talk through.
d. IF is NOT AVAILABLE:
i. Sample voicemail: I am calling from Westat on behalf of the Bureau of Justice
Statistics. Your agency recently submitted the 2014 Annual <
> Survey, indicating you as the Data Provider. We have a few questions about
the data that we’d like to talk through. It shouldn’t take more than 10 minutes.
Please call me back at 888-371-3718.

2. Call – Cover issue

The following scripts use examples from the survey. Replace the text in <<>> with the appropriate
question information.
A. SCRIPT: We have <<#>> of questions to cover. If it’s all right with you, I’ll go in the order they
appeared on the survey.
Note: If there were comments on the survey relevant to the issues you’re calling about, always
let them inform your approach and conversation.
a. IF ITEM MISSING: The submitted survey did not report <>. Can you provide that number now?
i. IF APPROPRIATE, PROMPT: Last year, your agency reported <>. Do you think the <> was the same for 2014?

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b. IF DIFFERENCE GREATER THAN 10%: Throughout the survey, we asked for your
<> at <>. The numbers provided indicate more than a 10% from the year beginning
of the year to the end of the year (or a 5% change between the end of 2013 and the
beginning of 2014). BJS’ annual bulletin lists the States with the top increases in their
population so we want to verify your numbers and determine if there is any particular
reason (such as new legislation) why your population experienced the large
increase/decrease.
Note: Look at the answer to Q4, the agency’s total population to get a sense of how
much change actually occurred to trigger the 10% flag (or a 5% flag between the end of
2013 and the beginning of 2014). If they have a small population to begin with, then
their percentage is more sensitive to change. If it’s less than 20 people, don’t ask. If it’s
more than 20 but still relatively small, acknowledge that when you ask about reasons
behind the change.
c. IF SUM UP: One item asked
and we asked you to break that down by . The number entries by type don’t add
up to ...
d. IF COMPARE WITH ITEM 4 – POPULATION ON 12/31/13: For the question about
s, the total number of offenders doesn’t
add up to the population count given...

Page 87

Attachment 20 – Follow-up Letter to Agency Head Regarding Data Revision

Hello ,
Thank you for speaking with me about the Annual <> Survey. Per your instructions on , our Agency
Support Team has made the following edits to your survey responses.
•

<>

This email is for informational purposes only and does not require a response. If you disagree with these changes or if we can
provide any additional information, please contact me at the Agency Support Team, 888-371-3718.
Thank you,
<>

Westat Agency Support Team
Annual Surveys of Probation and Parole
[email protected]
1-888-371-3718

Page 88

Attachment 21 – Completion Thank You Letter

May 2015
«M_SAL» «M_F_NAME» «M_L_NAME»«Title_comma» «M_TITLE»
«M_ATTENTION» «Att_F_NAME» «Att_L_NAME»
«AGENCY_Name1»«GENCYNAMECOMMA» «AGENCY_Name2»
«AGENCY_STREET»
«AGENCY_PO»
«AGENCY_CITY», «AGENCY_STATE» «AGENCY_ZIP»«ZipDash»«AGENCY_ZIP2»

Dear «M_SAL1» «M_F_NAME1» «M_L_NAME1»,
On behalf of the Bureau of Justice Statistics (BJS) and Westat, I would like to thank you for your participation in the 2014
«forms». I truly appreciate your support and «effortthe_efforts_of» «D_SAL» «D_F_NAME» «D_L_NAME» in completing the
survey, as they are vital to the success of this national collection.
This letter confirms that we have processed your <> and the data you provided are ready for inclusion in our analysis
file. We anticipate that the bulletin, Probation and Parole in the United States, 2014, will be published in the fourth quarter of
2015. For the most recent probation and parole data available, see Probation and Parole in the United States, 2013 on the BJS
website at http://bjs.ojp.usdoj.gov/index.cfm?ty=tp&tid=15. These data are useful to justify budgets and track changes and
outcomes of your and other jurisdictions’ populations.
I look forward to working with you again next year and will contact you this fall when BJS announces the 2015 collection. In the
meantime, if you have questions or updates to the contact information for you or your agency, you may contact the Westat
Agency Support Team at 888-371-3718 or by email at [email protected]. You may also contact me directly at 202-514-8302
or at [email protected].
Sincerely,

Erinn Herberman, Ph.D.
Project Officer, «APS_FORMS»
BJS Statistician, Corrections Statistics Unit

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«AGENCY_ID»

Attachment 22 – Final Closeout Letter, No Data Submitted

May 2015
«HEAD_SALUTATION» «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»«zip_dash»«HEAD_ZIP_B»

Dear «HEAD_SALUTATION» «HEAD_FIRST_NAME» «HEAD_LAST_NAME»,
I am writing to inform you that the Bureau of Justice Statistics (BJS) is closing data collection for the 2014 <>. I
understand that your agency was unable to provide data this year, but I want to reemphasize that your participation in
<> is vital to <> success. Data collected from <> illustrate the importance
of the <> population in understanding the total population of persons under correctional authority. At the
federal, state, and local levels, they inform decisions about budget, policy and practice. There is no other source for these data.
For the 2014 reporting year, we will make estimations for your agency’s <> data. Individual agency
estimates will not be shown; however, they will be included in aggregate state and national counts. If at any point in the future
you are able to provide the data requested in the <>, please do so and we will update our data file. In November of
this year, I will be back in contact with you to notify you of the upcoming 2015 data collection cycle. I hope at that time you will be
able to provide <> data to BJS through our <>.
Thank you for your support of BJS’ statistical programs. If you have any general comments about this survey, feel free to contact
me at 202-514-8302 or at [email protected].
Sincerely,

Erinn Herberman, Ph.D.
Project Officer, «surveys»
BJS Statistician, Corrections Statistics Unit

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«AGENCY_ID»

Attachment 23 – Final Closeout Letter, Partial Data Submitted

May 2015
«HEAD_SALUTATION» «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»«zip_dash»«HEAD_ZIP_B»

Dear «HEAD_SALUTATION» «HEAD_FIRST_NAME» «HEAD_LAST_NAME»,
I am writing to inform you that the Bureau of Justice Statistics (BJS) is closing out the collection of our 2014 <>. I
appreciate that your agency provided some data despite being unable to complete the <> this year, but I want to
reemphasize that your full participation in <> is vital to <> success. Data collected in
<> demonstrate the importance of the <> population in understanding the total
population of persons under correctional authority. At the federal, state, and local levels, they inform decisions about budget,
policy and practice. There is no other source for these data.
For the 2014 reporting year, we will make estimations for some of your agency’s missing <> data.
Individual agency estimates will not be shown; however, they will be included in aggregate state and national counts. If at any
time you are able to provide the data requested in the <>, please do so and we will update our data file. In November
of this year, I will be back in contact with you to notify you of the upcoming 2015 data collection cycle. I hope at that time you are
able to complete the <>.
Thank you for your support of BJS’ statistical programs. If you have any general comments about this survey, feel free to contact
me at 202-514-8302 or at [email protected].
Sincerely,

Erinn Herberman, Ph.D.
Project Officer, «surveys»
BJS Statistician, Corrections Statistics Unit

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«AGENCY_ID»

Attachment 24 – Final Closeout Letter, Data Clarification Not Received

May 2015
«HEAD_SALUTATION» «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»«zip_dash»«HEAD_ZIP_B»

Dear «HEAD_SALUTATION» «HEAD_FIRST_NAME» «HEAD_LAST_NAME»,
Thank you for participating in the Bureau of Justice Statistics’ (BJS) <>. I received your submission. However, some
of the information is unclear or missing. Westat has been trying to reach you or your designee to clarify those items. BJS is
closing out the 2014 collection. Please contact me immediately to complete your agency’s submission at 202-514-8302 or by
email at [email protected].
Without clarification, BJS will estimate these elements of your agency’s <> data for the 2014 reporting
year. Individual agency estimates will not be shown; however, they will be included in aggregate state and national counts. Data
collected in <> demonstrate the importance of the <> population in understanding
the total population of persons under correctional authority. At the federal, state, and local levels, they inform decisions about
budget, policy and practice. There is no other source for these data.
I hope to speak with you soon. Then in November of this year, I will be back in contact to notify you of the upcoming 2015 data
collection cycle.
Thank you for your support of BJS’ statistical programs. If you have any general comments about this survey, feel free to contact me.
Sincerely,

Erinn Herberman, Ph.D.
Project Officer, «surveys»
BJS Statistician, Corrections Statistics Unit

Page 92

«AGENCY_ID»