PBIS Automated System

Use of a Seamless Data system for behavioral Monitoring and Facility wide PBIS Team Decision Making

Instructors: Arizona Department of Juvenile Corrections • Michelle Cassavaugh: Bureau Administrator

of Security Operations Mcassavaugh@azdjc.gov

• Nancy Alonzo-Vaughn: PBIS Coordinator Nalonso-Vaughn@azdjc.gov

• Raquel Bradley: PREA Compliance Manager/Inspector

Rbradley@azdjc.gov

Thank you for participating in our session!

Raffle Tickets

Presentation Objectives

History and development of the automated system

Hand Held ScannersPBIS Automated

System: Multiple functions

Data Driven Decisions: Multi Tiered System

Additional Data Systems utilized at ADJC

Challenges and Successes

We will discuss/review:

The journey of ADJC and PBIS

• September 2012 – Overview training for all staff (18 separate trainings scheduled)

• April 2013 – Education Roll-Out• May 2013 – Employee Recognition Week• August 2013 – PBIS Leadership Team discusses

commitment and future actions• August 2013 – 5 subcommittees formed to draft

components for the PBMS (Positive Behavior Management System)

• October 2013 – PBMS presented at the Executive Meeting and approval obtained to proceed

• October 2013 – 5 additional subcommittees formed to plan for the FW Roll-Out

Paper Tickets

PBIS Roll out: Education Department

Education Roll-out

• The Education Department with the assistance of supporting staff and the PBIS Leadership team rolled out PBIS in the classrooms in April 2013.

Education Roll out Cont’d

• Paper ticket system was difficult to manage.

• Drain on resources/time

• Easily manipulated

• Counterfeit and stolen tickets used for on-going delinquent behaviors

Paper Mane Catch Tickets

Positive Behavioral Management system Facility wide PBIS Roll out

Steps to successfully implementing PBMS

Working as a TEAM1.Create a system that

best fits our facility2.Get feedback from

Administration, Executive Team, Supervisors and Staff

3.Revise the PBMS4.Get Approval 5.Train Staff6.Teach youth7.Check for fidelity8.Make changes when

applicable

Resource Guides

Staff Cards!

Mane Catch Tickets

How are they earned??• Any agency staff member leading or

observing an activity may award a youth Mane Catch Tickets.

• Tickets should only be awarded when the youth is actively involved, engaged, and displaying the PROUD Expectations.

Wake up • Gets up when called • Dresses appropriately • Completes hygiene • Keeps up with the group

Room Clean Up • Bed is organized properly until bedtime • Floor is swept and mopped daily • Nothing is on the floor • Only authorized items in room • Toilet and sink cleaned • All surfaces clean

Bedtime • Knows his/her correct bedtime and observes it • Completes necessary tasks prior to bedtime • Remains quiet and orderly and does not disturb others while in his/her room

School Periods class or job • Follows school/job rules • Does not disturb others • Uses materials or equipment appropriately • Makes effort to complete assigned work

Recreation/Leisure Time • Participates in the activity as instructed, unless excused by medical staff • Obeys rules of the game • Follows facility/unit/recreation expectations

Extra Duty • Completes assignment in a cooperative manner • Follows instructions • Follows facility rules

Meal periods • Receives food respectfully • Eats at assigned table • Controls talking • Does not swap/trade food • Follows directions • Keeps hands and feet to self

Line Movement • Lines up promptly without correction • Quiet during headcount • Keeps hands and feet to self • Does not talk in line • Faces forward at all times

Groups • Follows group rules • Does not disrupt group • Participates • Makes effort to learn • Accepts and receives feedback

Shower Time • Is prepared and has items ready • Does not horseplay • Follows directions • Showers in designated shower, time and dresses promptly • Does not leave personal items, towels, etc. in shower • Remains in dress code when outside of shower

Shift Compliance/ Cooperation • Uses positive communication skills • Cooperative and participates in activities • Does not disrupt activities or other programming when attending • Follows staff directions • Respectful

This grid provides examples of PROUD behaviors that should be displayed in each environment that would present an opportunity to earn a Mane Catch Ticket. Correlates with Guide to Greatness, PROUD Conduct posters, and Resource Guides that teach desired expectations.

Rule Violations

•Verbal Correction is a notice to the youth in a firm assertive manner that his/her behavior is not appropriate and a directive as to what the staff specifically wants him/her to do is required.

•Redirection: follows a verbal correction in most cases and is usually the last opportunity for a child to correct a Class A behavior, before staff initiated exclusion should occur.

Rule Violations Cont’d

Sanction:

• Unit MDT's may provide a sanction as a result of undesired behaviors, after the verbal correction and redirection has been exhausted.

Violation Categories: A, B and C

Class Rule Definition B Altering Appearance Marking skin with marker, pen, etc., shaving head, shaving eyebrows

B Bullying/Harassing

Bullying includes actions such as teasing, spreading rumors, and excluding someone from a group on purpose. Harassment is unwelcomed conduct based on race (ANY racial slur regardless of how it is used), religion, color, gender, age, national origin, sexual orientation, or disability

B Careless/reckless operation of tools, equipment, machinery

Using authorized tools, equipment, machinery in such a way that poses a safety hazard; Unauthorized use of tools, equipment, machinery

B Contraband notes -gang monikers and language

Notes/Letters containing gang monikers and language

B Contraband Other Any item that youth possess in facility that is not allowed money, items in hems of clothing or bedding, etc.)

B Damage to Property and Major Tagging

Destruction of property or tagging not easily removed or a Referral to maintenance required. Damage under $75.00

Sanction grid Sanction Grid

# Type Possible Consequences 1-5 Class A Verbal Correction, Redirection, Coaching

6-10 Class A Verbal Correction, Redirection, Coaching, Assignment/Essay, up to two menu restrictions

11-20 Class A Verbal Correction, Redirection, Coaching, Assignment/Essay, up to four menu restrictions

20+ Class A Verbal Correction, Redirection, Coaching, up to four menu restrictions

1 Class B Verbal Correction, Redirection, Coaching, Assignment/Essay, up to two menu item restrictions

2 Class B Verbal Correction, Redirection, Coaching Assignment/Essay, up to two menu item restrictions Resource Tax 50% of total points earned

3 Class B Verbal Correction, Redirection, Coaching, Two menu item restrictions Resource Tax 90% of total earned

4+ Class B Frozen Account Auto Reset to 0 %

2 B’s + 1C Equals 2

Class C Frozen Account Auto Reset to 0 %

1 Class C Resource Tax 90% of total earned tickets Possible Sanction and up to two menu Item restrictions

2+ Class C Frozen Account Auto Reset to 0 %

Reinforcements: Overall Process

Reinforcement Cost Extra Phone Call Time – 5 minutes (10 minutes total for phone call) Card to mail home w/ stamp (Birthday, special occasion) Coloring/Drawing (approved content only) Board Games/Cards Soda in Kitchen (one per week) Grandma Cookies (one per week) Letter home with accomplishments from unit staff (one per week) Visitation Games (board games/cards)

Automated Ticketing System

User friendly

Eliminates ineffective processes: Paper tickets

Data tracking System

Accessible to all employees: viewing data

Bar code Scanners

PBIS Barcode

Scanners

Scanners are available to all housing unit officers.

Multiple scanners are also available for check out in different areas of the facility.

The scanners track:

Youth physical location Facility equipment inventory Tracks staff entry and exit of facility PBIS data- Mane Catch Tickets, Rule violations by location,

time, youth, and staff completing the scan.

Scanning Mane Catch Tickets

• User will scan themselves into the scanner• Click in the PBIS Selection on the scanner• Scan the juveniles wristband and select the PROUD behavior the youth is displaying

• Every scan is equivalent to one ticket.

• The ability to add comments on the scanner is an option for staff. It is very similar to texting on a phone.

• All data scanned is in real time (linked to the PBIS log and immediately uploaded.)

• For fidelity reasons if any mistake entries are entered the staff making the entry should email the PBIS Coordinator to complete the deletion.

Scanners continued

Manual Entry Mane Catch Tickets and Rule Violations

How to: Manual

• A manual has been made available to all staff on how to operate the scanners.

• Staff are able to use this manual if they have specific questions on any of the system’s tabs.

Data Driven Decisions: Multi Tiered System

Universal Tier, Tier II Team and Vision Unit (TIP Program)

Existing data gathered by the team

Data Systems:

Data systems• COMPSTAT• Incident reports• Rule violations• Mane Catch Tickets• Executive Dashboard• Monthly Reports• Staff/youth Surveys

Challenges and Successes Moving Forward: Working Smarter not harder

Manipulation of the System

• Not scanning youth- Refusing to scan

• Over scanning rule violations (entering manually)

Staff Buy in• Survey: April 2014-

Misconceptions by staff

• Administrators on all levels not fully engaged and not learning the multiple aspects of PBIS.

• Lack of participation• Negative attitude regarding

yet another “program”• It will go away• This doesn’t apply to me• I don’t have to do it their

way• I wont be forced to do this

Communication: Leadership Teams • Behavior Interventions Team (BIT) is responsible

for implementing Tier II/III Interventions.

• There was a lack of communication between the BIT team and other decision makers (Administration, Executive level supervisors, housing unit Managers and the Leadership Team).

• Youth referred were declined or accepted into services and supervisors were not informed of outcomes.

Non-PBIS Practices • Unit Managers conducted special activities

without enforcing PBIS criteria.

• Youth earning reinforcements (allowed to attend activities) with out purchasing the items.

• MDTs not following through with sanctions. (Not assigning an appropriate consequences.)

• Staff and MDTs labeling youth (old level system). Negative and Needs Improvement.

Action plan: Steps to Rectify the issues

• Attending Executive Meetings and Bi-Weekly managers meetings to ensure continued communication•Weekly report of staff not scanning or over-scanning to the appropriate units and managers

Action plan: Steps to Rectify the issues Cont’d

• PBIS Coordinator follows up and directly communicates with staff and supervisor of any discrepancies (one on one training is also offered)

• Inspections/QA Audit• Youth an Staff PBIS Activities to

encourage buy in • Enhancements to the Automated

program

• User friendly automated system • Minimized workload by using scanners• Every employee on the facility is able to utilize a scanner• PBIS Coordinator: The PBIS Leadership Team was approved to open the position. The Coordinator oversees all PBIS practices, leads meetings and organizes activities. • Grant: State Governor Offices

YOUTH IMPROVEMENTS

Youth Success Story

Youth sent to county on adult charges. Youth assaulted a staff member during a use of force. The youth was returned to the facility on adult probation.PBIS member began a tier two intervention(CICO). Youth’s caseworker was informed of intervention. Youth has to meet criteria in order to receive a reinforcement.

Youth is now the Facilities Photographer. Youth is the most improved student for the semester in his second period class.

ROAR Being Driven towards greatness

you've got to be PROUD

PROUD of all the Positive changes going round

First it's gonna start with the PBIS system

There are cool incentives here,

let me list em',

Mane Catch Tickets

to buy visitation, movie night, extra call, everything has a fee

You need to be a good youth

we need no confrontations

PBIS Team try to give you more

sooner or later hop aboard

We need to hear you ROAR

Youth POEM

Anonymous Youth

TICKET OUT…You’ve been Pawed!

Questions?

Scanner Information

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• 1800.351.9962

• Model number MT2900