SUBJECT: Institution Reporting Requirements | PAGE 1 OF 3 . |
NUMBER: 01-COM-06 | |
ORC/OAC REFERENCE: ORC 5120.01 | SUPERSEDES: 01-COM-06 dated 12/03/2023 |
RELATED ACA STANDARDS: | EFFECTIVE DATE: |
2-CO-1F-04, 1F-05; 5-ACI-1A-18, 1A-19, | November 4, 2024 |
5-ACI-1F-11 | |
APPROVED: |
Ohio Revised Code 5120.01 authorizes the Director of the Department of Rehabilitation and Correction, as the executive head of the department, to direct the total operations and management of the department by establishing procedures as set forth in this policy.
The purpose of this policy is to regulate the routine reports that institutions are required to submit to the Operation Support Center (OSC).
This policy applies to all institution staff employed by or under contract with the Ohio Department of Rehabilitation and Correction (ODRC) and to the OSC staff who monitor activities within the institutions.
The definitions for the below terms can be found at the top of the policies page on the ODRC Intranet.
It is the policy of the ODRC to ensure adequate communication from the institutions to the OSC for the purpose of decision making and monitoring of institution activities.
This policy shall govern the routine reports institution staff are required to submit to the OSC divisions, offices, or bureaus. These reports are in writing and include major developments in each department or administrative unit, major incidents, population data, assessments of staff and incarcerated person (IP) morale, and major problems and plans for solving them. No area of OSC shall require institutions to submit additional routine reports without discussion with and approval of the Office of Prison (OOP). The purpose of this review shall be to determine if the information requested is already being gathered in another form or can be accessed in another manner.
OSC administrators shall work to eliminate redundant reporting requirements and should not require paper reporting of items that are reported in an electronic reporting system. Institution staff are encouraged to report redundant and/or inefficient reporting requirements to the OOP for consideration.
Each institution is required to submit the following reports to the specific OSC area in the timeframe specified.
Report Area | Frequency | Method and/or Area of Submission |
ACA Annual Report | Annually on the anniversary of the accreditation date | Bureau of Operational Compliance |
ACA Outcome Measures | Collected Monthly, Submitted Quarterly | Bureau of Operational Compliance |
Academic and Career-Technical Programming | Monthly | Ohio Central School System |
Community Service Monthly report | Monthly | DOTS Portal |
Medical Contract Monitoring Monthly Acquisitions and Contract Compliance Report | Monthly | Email to Regional Nurse Administrator, Dental Director, Dietary Operations Manager |
Sustainability Audit | Annually | Energy Audits Annual Review DRC 1142/ODRC Energy Conservation Coordinator |
Food Service Reports | Monthly | Food Service Administrators |
Inspector’s Monthly Report | Monthly | Electronic Forms (DRC2733) to Chief Inspector’s Office/DOTS Portal |
Institution Monthly Statistics | Monthly | Bureau of Research |
Institutional Investigator’s Report and Caseload | Monthly | Regional Director, Chief Inspector’s Office, Bureau of Research (DRC1449) |
Investigator Monthly Caseload | Monthly | DRC1449 sent to Office of Prisons |
Library Monthly Report | Monthly | DRC4389 sent to OSC Library Administrator |
Mail Room Report | Monthly | Maintained at the Institution (DRC2316) |
MAT Program Participant Log | Monthly | Email to OCHC MAT coordinator, OCHC medicaid manager, HCA |
Medical Services | Monthly | Medical Information System |
Mental Health Services | Monthly | Mental Health Monthly Report |
Menu Substitution Report (DRC5274) | Weekly | Electronically to Dietary Operation Manager |
PREA Outcome Measures | Monthly | Bureau of Operational Compliance |
Quarterly “Back to Basics” Monitoring Report | Quarterly | Designated Security Administrator (DRC2695) |
Quarterly CQI Reports | Quarterly | Medical Services |
Population Statistics | Monthly | Bureau of Research |
Recovery Services | Monthly | DOTS Portal |
Recovery Services - Quality Assurance Worksheets | Monthly/Quarterly | Bureau of Correctional Recovery Services |
Religious Services Report | Quarterly | Religious Services Administrator |
Sex Offender Report | Monthly | Email to Director of Sex Offender Services |
SPART Report | Monthly | DOTS Portal |
SSI Report | Monthly | Email to Benefit Linkage Coordinator |
Victim Coordinator Quarterly Report (DRC2610) | Quarterly | Office of Victim Services |
Waste Audit | Annually | ODRC Energy Conservation Coordinator |
Referenced Forms: | |
Sustainability Audit | |
Investigator Monthly Caseload Report | |
Mailroom Report | |
Victim Coordinator Quarterly Report | |
Quarterly “Back to Basics” Monitoring Report | |
Inspector Activity Report | |
Library Monthly Report | |
Menu Substitution Report |