SUBJECT: Operation Support Center (OSC) Areas of Responsibility | PAGE 1 OF 9 . |
NUMBER: 11-COP-02 | |
ORC/OAC REFERENCE: ORC 5120.01 | SUPERSEDES: 11-COP-02 dated 2/05/2018 |
RELATED ACA STANDARDS: 2-CO-1A-13, 1A-18; 2-2012; 4-APPFS-3D-03; 2-CTA-1A-08 | EFFECTIVE DATE: September 24, 2023 |
APPROVED:
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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 identify specific divisions and offices within the Ohio Department of Rehabilitation and Correction (ODRC) and the authority and responsibilities delegated to them by the Director.
This policy applies to all personnel of the Ohio Department of Rehabilitation and Correction (ODRC).
None
It is the policy of the ODRC to have a clear understanding of what authority and responsibilities have been delegated by the Director to the appropriate divisions and offices.
The following list identifies the primary divisions and offices within the ODRC and their delegated authority and responsibilities. Deputy directors have the authority to delegate responsibilities, coordinate, and supervise all work in their respective offices or divisions.
Office of Prisons (OOP) – Responsible for providing general day-to-day supervision, direction, and oversight to the ODRC prisons statewide. The OOP is comprised of three (3) regions: North, South, and Specialty. Each region is assigned a regional director that reports to the OOP deputy director.
Unit Management – There are two (2) unit management administrators who are responsible for unit management functions which include programming, visiting, placement packets, release planning, etc.
Security Administration - Each region is assigned a security administrator that oversees all security aspects throughout the state prisons, Corrections Training Academy (CTA), and the Ohio Penal Industries (OPI), and ensures prisons operate within compliance of all security policies.
Bureau of Classification and Reception (BOCR) – Classifies and assigns incarcerated persons (IPs) to appropriate security level institutions from reception and during their incarceration. Responsible for the review, approval, coordination, and scheduling of all IP transfer requests in conjunction with centralized transportation as well as the review, approval, and facilitation of placement requests and transports for the interstate transfer of IPs to and from the agency with other states and/or the Federal Bureau of Prisons. The BOCR also approves requests for institution separations and other specialized transfers, provides training for institution staff concerning the classification process, and conducts site visits to address specific issues as needed.
Centralized Transportation - Coordinates the transportation of IPs via the nine (9) designated hubs, with FMC being the central hub for medical appointments and transfers to other institutions.
Special Operations - Coordinates and monitors the Special Tactical & Response (STAR) team and all training for institution Special Response Teams, sniper training and hostage negotiations. The STAR team is a highly trained unit, which can be activated statewide to deal with institution unrest. Schedules and conducts annual institution no-notice critical incident management exercises.
Office of Reentry - Works closely with Office of Prisons and APA to ensure agency practices align with the mission of the agency and are conducive to supporting successful reentry of incarcerated persons to local communities. The office provides key stakeholders with technical assistance, training, quality assessment and resource development, which is the process of building program capacity through engagement with community partners.
Office of Holistic Services – The mission of OHS is to promote optimal wellness by providing integrated client-centered services. The purpose of OHS is to promote individualized focus on the mind, body, and spirit of each incarcerated person.
Medical Operations - Responsible for the planning, implementation, monitoring, and evaluation of comprehensive medical services for IPs. Medical services include primary care, pharmacy, dental, lab, and telemedicine within each institution. Services include specialized treatment at Franklin Medical Center (FMC) to include intensive skilled medical and nursing care, long-term care, an Urgent Care Clinic, mobile MRI and CT services, and a full-service in-house laboratory. Specialized services are also available at the Frazier Health Center at the Pickaway Correctional Institution, including intensive skilled medical and nursing care, long-
term care, and dialysis. Specialty and inpatient hospital care is offered through comprehensive medical contracts.
Behavioral Health Operations (BHO) & Sex Offender Services - Responsible for the planning, implementation, monitoring, and evaluation of comprehensive mental health services for IPs. Mental health services include an array of services provided on an outpatient or inpatient basis. This includes psychotherapy, groups, psycho-educational programs, psychotropic medications, and prevention services tailored to the IP’s treatment plan. BHO is also responsible for the provision of treatment services to special populations such as IPs with intellectual and developmental disabilities and sex offenses.
Quality Operations – Focuses on the four (4) primary programs below to further develop and emphasize the value of these services within our healthcare system. Additionally, these are the primary programs that are considered shared services among all healthcare disciplines utilized to support the mission of acquiring a truly holistic approach to patient care.
Health Education and Training
Continuous Quality Improvement (CQI)
Electronic Health Record (EHR)
Medicaid
Recovery Services – The Ohio Department of Mental Health and Addiction Services and ODRC partner to treat IPs in need of substance abuse treatment and programming. Recovery Services is responsible for the planning, implementation, monitoring and evaluation of comprehensive alcohol and other drug treatment services. This includes screening, therapeutic communities, residential treatment programs, treatment readiness programs, intensive outpatient programs, continuous care services, outpatient programs, individual and group counseling, and other ancillary services such as substance use disorder (SUD) education and 12-Step groups.
Ohio Central School System (OCSS) and Workforce Development - Provides for all IPs’ education opportunities including Adult Basic and Literacy Education (ABLE), High School equivalence, High School diploma, Career Technical training, apprenticeship, job readiness, and special education. Collaborates with various state agencies and private sector businesses to offer training and education credentials in transferable job skills that provide work opportunities to restored citizens.
Recreation and Religious Services – Provides central leadership and guidance to the agency’s chaplains and recreation directors located in each correctional facility throughout the state to promote spiritual, physical, and emotional well-being for the incarcerated population.
Division of Parole and Community Service (DPCS)
Field Services – Supervises offenders who are under parole, probation, and other types of community supervision. Also provides services to counties to include supervising offenders, assisting with the collection of court costs and child support payments. Directs and coordinates statewide service delivery systems for special needs offenders released from prison and in the community, e.g., reentry planning and services, recovery services, mental health services, and sex offender services. This area also includes the interstate compact section and fugitive section.
Bureau of Community Sanctions (BCS) - Provides guidance and oversight to ODRC funded halfway houses, community-based correctional facilities, and community corrections act programs. Reviews and approves grant applications for community corrections funding.
Audits all ODRC funded programs to ensure compliance with minimum standards of operation. Provides technical assistance and training for ODRC funded programs.
Parole Board - Determines the release of IPs from prison to parole. Assesses offenders for placement of post-release control supervision. Evaluates all clemency applications and forwards their findings/recommendations to the Governor for final approval.
Office of Victim Services (OVS) - Provides crisis intervention and advocacy for victims with offenders in ODRC prisons or under Adult Parole Authority supervision in the community. Participates in Victim Conference Day, administers the Victim/Offender Dialogue program and victim impact panels.
Investigations and Community Services – Conducts investigations of alleged DPCS employee misconduct. Provides guidance to community partners, jail personnel and community supervision staff in developing policy and compliance with community PREA standards.
Office of Programming, Development and Evaluation - Aims to reduce recidivism through effective case planning and program delivery from intake through return to the community. The office serves as a resource for institution and field operations on program integrity and recidivism reduction strategies while maintaining vital community connections in transitioning offenders from prison to Ohio’s communities. Reentry and programming efforts will be aligned with current research to enhance recidivism reduction tools and techniques. Research endeavors will also focus on topics deemed central to the effective management of correctional populations.
Office of Communications - This office keeps the public informed of the ODRC’s latest developments, briefs the media on critical incidents, responds to day-to-day media inquiries, and provides training to external agencies, executive staff, and field staff in effective relationships with the media. The office is also responsible for maintaining, updating, and creating publications on behalf of ODRC which includes internet information as well as ODRC brochures, newsletters, and annual reports. The office also organizes special events, ceremonies, and other projects designated by the Director.
Office of Human Resources
Bureau of Personnel - Responsible for the oversight and supervisory accountability for all employee-related matters occurring in the ODRC in regard to personnel and payroll.
Compensation and Benefits Unit - Responsible for processing all off work and benefit programs as well as payroll processing and oversight for agency in regard to reports and analyzing data.
Operation Support Center/Division of Parole and Community Services (OSC/DPCS) Personnel Services Unit - Responsible for providing guidance and training to both employees and managers.
Institution Personnel Service Unit - Responsible for providing support to institutions by reviewing and submitting Personnel Actions to the Department of Administrative Services (DAS) for review, performing job analysis, oversight of the request to fill process, and submitting changes to classification plans.
Workforce Acquisition Unit - Responsible for providing both centralized and regionalized agency posting and position selection management.
Corrections Training Academy (CTA) - Responsible for providing employee orientation training to all ODRC employees and other criminal justice partners. Administers and provides specialized in-service training programs for ODRC employees, local law enforcements agencies, and other criminal justice partners.
Employee Services Administration – Responsible for providing referrals and guidance to services dedicated to sustaining the mental and physical well-being of staff.
Bureau of Labor Relations - Responsible for the administration of collective bargaining agreements that impact the ODRC including interpretation and enforcement of contractual language. Reviews all disciplinary actions at the suspension/fine or termination level prior to imposition and represents the ODRC in employee grievance steps up to and including final and binding arbitration. Represents the ODRC at collective bargaining negotiations for all contracts and at agency specific negotiations.
Equal Employment Opportunity (EEO) - Responsible for promoting equal opportunity in every aspect of agency personnel policies and practices. To that end, the EEO section of the ODRC affirms its support of equal opportunity for all persons regardless of race, color, sex, religion, national origin, age, disability, veteran status, and sexual orientation/gender identity.
HR Research and Data Management - Serves as principal source of information for the agency regarding HR data and HR related research (e.g., advises HCM staff on questions and/or issues related to human resources HR data management, authors and provides agency administration reports and documents related to HR research including the evaluation of workforce analytics, workforce composition, and staff analyses). Represents agency regarding HR data, completing information requests from outside constituency groups (e.g., ACA, Pew, DOJ, ASCA, DOL, etc.).
Office of Administration (OOA) - The OOA provides business operations, information technology, Ohio Penal Industries (OPI), and facility construction/maintenance leadership, management, and policy direction. The office is composed of the following areas:
Division of Business Administration (DBA) - The Operation Support Center business office handles accounts payable, revenue and receivables, and asset management on behalf of other sections of ODRC. DBA is statutorily vested with the responsibility of managing incarcerated person funds. The DBA chief is charged with being the chief accounting officer and prepares the GAAP report.
Bureau of Budget Planning and Analysis - Prepares and monitors the agency’s operating budget, coordinates ODRC’s efforts to secure grants and oversees the Controlling Board submission process. It serves as the fiscal advisor for the agency and provides administrators with financial analysis, evaluation, and recommendations to promote effective control and reasonable costs.
Office of Acquisitions and Contract Compliance (OACC) - Focuses on monitoring and ensuring compliance with applicable laws, agency policy, standards and regulations by procurement staff who are involved in various aspects of efficient and economic acquisition of products and services. This office oversees OSC building operations, contract administration, fleet administration, food service operations, purchasing, private prison monitoring, and real estate. The office is responsible for the following:
Building Operations – Includes OSC facility maintenance/housekeeping, mailroom/storeroom operations, OSC call center and incarcerated person work crew supervision.
Contract Administration – Includes the development of specifications, soliciting proposals, and contracts. Once the contracts are implemented, Contract Administration assists with the development of contract monitoring tools and resolution of contract issues.
Fleet Administration – Includes guiding the operation of fleet management through the agency fleet plan, assists in coordinating vehicle leasing and/or purchases with DAS Office of Fleet Management, ensures vehicle utilization and fuel expenditures are tracked via the Fleet Ohio Reporting System, and oversees the agency motor pools.
Food Service Operations – Includes a robust monitoring system for the food service provider contract. ODRC has assigned four (4) regional contract monitors and one (1) dietary operations manager to audit, evaluate and monitor contract compliance. The contract monitors are required to regularly conduct site visits and inspect each institution within their assigned region. Site visits are either announced or unannounced and contract monitors always document the visits with a metrics report.
Private Prison Monitoring – Each private prison facility has one on-site monitor who is an ODRC employee serving as the official liaison between the institution managing officer/Warden and Director/designee. The monitor’s primary responsibility is to determine compliance with all requirements, terms, and conditions of the Contract.
Purchasing – Includes directing the sourcing of goods and services for ODRC, Minority Business Enterprise and Encouraging Diversity Growth and Equity Program Administration (MBE/EDGE) and Payment Card Administration.
Real Estate Administration – Includes the planning, direction, and management of leasing, purchasing, selling, easement, and transfer jurisdiction of ODRC property.
Bureau of Construction, Activation, Maintenance, and Sustainability (CAMS) Evaluates facility needs, prepares capital improvement plans and recommendations for submitting capital funding requests, and manages the ODRC’s capital improvement projects. These projects include new prison construction, prison renovations, infrastructure improvements, facility upgrades and building or equipment replacements. CAMS staff manage the pre-design, design, bidding, construction, contract completion and closeout and activation processes, as needed, for all capital projects. CAMS also coordinates facility preventative maintenance programs with all institutions, performs facility management audits and assists in planning of in-house construction projects. Additional functions include coordination of real estate transactions, statewide coordination and reporting for FAMS, plans review and technical assistance for the local jail construction program, and coordination of facility health and safety programs. This office is also responsible for managing waste and energy reduction programs and planning and directing the ODRC’s conservation and recycling efforts.
Ohio Penal Industries (OPI) - Responsible for providing an industrial training program designed to provide vocational skills and meaningful work experience for the incarcerated population while producing products. Some of these products and services include license plates, office furniture, modular furniture, janitorial supplies, asbestos abatement, and vehicle service and repairs.
Bureau of Internal Audits - Responsible for providing independent, objective assurance services, including fiscal audits, fiscal compliance audits, special limited-scope audits, and as-needed reviews of state and federal grants received and disbursed by ODRC.
Bureau of Information and Technology Services (BITS) - Responsible for ODRC’s statewide information and technology operations to include information service center, applications development, network/data security, pc support, telecommunications, network infrastructure, video conferencing, strategic planning, and statewide application support for ODRC customers and community partners.
Office of Policy Administration – Coordinates annual review of all ODRC policies and operations manuals in accordance with ODRC Policy 01-COM-01, ODRC Directives and Forms. Posts approved agency policies and variances to the ODRC Intranet and Internet sites.
Bureau of Research and Evaluation - Provides information support, population analysis, and findings from operational policy and correctional program assessments to agency managing officers, policy makers, and the broader criminal justice community of Ohio. The bureau gathers and summarizes information for special and routine reports regarding incarcerated persons (IPs) and departmental operations, presenting data both in report format and in on-line, interactive data visualizations. The bureau provides data analysis and evaluation for every area within ODRC, producing descriptive and analytical information on intake/commitment, institution, released offender and community-based offender populations; the impact of proposed legislation; institutional population forecasting, offender classification risk management; various institutional climate measures; the impact of institution and community-based programs; offender recidivism; and human resource-related metrics and outcomes.
Risk Management - The Division of Legal Services provides in-house legal counsel on all aspects of ODRC’s operations and directives. Legal Services also provides advice and services for financial transactions, supports various human resources functions, represents the ODRC at administrative hearings, and serves as a liaison to the Office of the Attorney General in all formal litigation.
Legislative Affairs - This area is responsible for overseeing the exchange of ODRC information to legislators and their staff. Other responsibilities include, but are not limited to: 1) Assist and advise the Director and the offices of the Governor and Lieutenant Governor concerning establishment of a departmental and administration criminal justice legislative agenda; 2) Meet with key legislators and their staff concerning pending legislative issues and prepare testimony for presentation to committee members; 3) Prepare written and oral responses to legislative inquiries and organize tours for interested legislators and their staff; 4) Ensure that verbal and written inquiries from legislators and their staff are responded to in a timely and appropriate manner; and 5) Serve as the Director's representative on matters affecting federal, state, and local government.
Bureau of Adult Detention (BAD) Inspects local adult detention facilities in Ohio for compliance with the minimum standards for jails, reviews/approves plans for the renovation and construction of jail facilities and manages state construction awards given to counties to support the improvement or replacement of inadequate facilities. Staff also provide technical assistance to local jail officials when upgrading jail operations and enforces compliance with standards when appropriate. BAD also reviews complaints and reports of critical incidents in the jails.
Bureau of Sentence Computation and Records Management (BOSC/BORM) - Responsible for interpreting sentencing documents and computing release dates. Also, responsible for the accurate and timely management, retention, and disposal of departmental records. This area also includes the central record office which coordinates all details of IP releases and related screenings, scheduling outside court hearings, wants and warrants checks, and processing detainers.
Inspector Support Division - Administers the agency grievance procedure for IPs, ensuring that the concerns and problems of the incarcerated population are being appropriately addressed. The inspector support division provides assistance, training, and advice to institutional inspectors in all ODRC facilities. Additionally, the inspector support division responds to IP grievance appeals and grievances against managing officers and/or inspectors and conducts high-level administrative investigations and inquiries. The inspector support division manages the Americans with Disabilities (ADA) process for the incarcerated population.
Investigative Services Division (ISD) – The point of contact for all matters relating to investigations of administrative and criminal misconduct in the agency. ISD serves as the primary agency liaison to the Ohio State Highway Patrol and other outside law enforcement agencies on all matters relating to investigations of criminal activity. ISD provides functional supervision, resources, and guidance to investigators throughout the agency, reviews requests for special investigations, and assigns and conducts investigations.
Intelligence Division (ID) – Responsible for the collection and dissemination of tactical, operational, and strategic intelligence information and state to include tracking various forms of contraband, identifying threats to security or potential criminal activity and violence. It is comprised of the following three (3) subunits:
Intelligence Services Unit (ISU) – Responsible for collecting, analyzing, and disseminating intelligence information from ODRC facilities and Adult Parole Authority (APA) regions in support of statewide investigations and intelligence efforts.
Digital Forensics Unit (DFU) – Responsible for the acquisition and analysis of digital evidence and devices to include contraband cell phones and drones in support of statewide investigations and intelligence efforts.
Centralized Background Checks Unit (CBCU) – Responsible for completing background investigations on prospective contractors, volunteers, internship participants, and employees.
Bureau of Operational Compliance (BOC) - Responsible for coordinating and conducting all non-financial internal audit functions for each facility, Operation Support Center, Corrections Training Academy, Ohio Penal Industries, Ohio Parole Board, and parole region within the ODRC and assisting in the preparation and coordination of American Correctional Association
(ACA) audits. This bureau functionally supervises operations compliance managers located at each institution. The BOC is responsible for the administration of the health and safety program for all facilities and ensuring the overall accreditation of the agency through the ACA. In addition, the BOC is responsible for the implementation of and compliance with the federal Prison Rape Elimination Act (PREA) standards.
Security Threat Group (STG) Investigations & Canine Operations Division – Responsible for investigating, identifying, and tracking STG offenders throughout the prisons and under supervision in Ohio communities. STG provides guidance, direction, and support to designated STG coordinators throughout the agency and provides functional supervision of correction warden analysts at high-security facilities. This division is responsible for all aspects of drug detecting canine operations for the agency, including the selection, training, and deployment of drug detecting canine handlers as well as overall care and operational readiness of ODRC canines.
Constituent Affairs Section (CAS) – Supports family engagement, stakeholder responsiveness, and transparency of agency operations by providing a user-friendly interface to facilitate communication between constituents and the Operations Support Center (OSC). CAS is a single point of contact for constituents to ensure inquiries are properly addressed with maximum efficiency. Leveraging existing staff resources, CAS supports the primary points of constituent contact for the agency, such as the “Contact Us” Public Information email account, ODRC public telephone line, family line, Director’s Office, Chief Inspector’s Office, Legislative Affairs, and Office of Prisons.
