103 CMR 465.14 - Record Keeping
Each superintendent shall ensure that a comprehensive record keeping system is maintained which includes:
(1) an entry in the inmate case record when
an education or training release program has been approved by the Assistant
Deputy Commissioner. At IMS sites, this information is contained in the
Classification Recommendation/Results screen;
(2) a record of when the program began and
terminated. At IMS sites, this information is available in the history section
of the Education and Training Release Approved Inmates Query;
(3) a record of the individualized program
plan, the signed agreement specifying program rules, and a copy of the
Education and Training Release Permit. At IMS sites any inmate-signed
agreements needed to be kept on file;
(4) submission of the monthly education and
training release roster to the Assistant Deputy Commissioner. At IMS sites,
this information is available via the "Print Education Release Roster" button
on the Education & Training Activity Information screen; therefore,
submission of the roster is not necessary;
(5) log entries of departure and return
times, logs of telephone checks and reports of physical spot checks and
substance abuse testing. At IMS sites, departure and return times are
automatically available on the External Inmate Movements report, Administrative
Chronology screen, Admission/Movement History screen, or Community Release
Programs report. Reports of telephone and physical spot checks shall be
obtained electronically via the "Print Community Release Tracking" button on
the Community Release Inmate Tracking screen;
(6) an inmate program roster listing all
inmates within the institution noting their risk level, needs assessment
results (if a moderate/high risk), program recommendations and compliance with
those recommendations;
(7) other
logs, records, and files as are necessary.
Notes
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