SOP_NUMBER: 203.01
TITLE: Operational Reporting
REFERENCE_CODE: IIA03-0001
DIVISION: Facilities Division
TOPIC_AREA: 203 Policy-Facilities Reporting/Operations
EFFECTIVE_DATE: 2020-06-30
WORD_COUNT: 875
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/106135
URL: https://gps.press/sop-data/203.01/

SUMMARY:
This policy establishes procedures for Georgia Department of Corrections facilities to conduct annual reviews of all procedures, ensure monthly staff communication, and maintain current organizational documentation. Wardens and Superintendents must hold monthly staff meetings with department heads, conduct annual program reviews and inspections, and compile annual reports reflecting facility performance, progress, and goals. The policy applies to all state facilities housing GDC offenders and requires evaluation of facility performance across multiple quality-of-life criteria.

KEY_TOPICS: operational reporting, facility procedures, annual review, staff meetings, warden reporting, organizational documentation, facility performance, quality of life assessment, violence levels, safety and health, staffing ratios, offender control, programs and services, facility security, management information system

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|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Operational Reporting|**Policy Name:**Operational Reporting|**Policy Name:**Operational Reporting|
|**Policy Number:**  203.01|**Effective Date:** 6/30/2020|**Page Number:** 1 of 4|
|**Authority:**  <br>Commissioner|**Originating Division:**<br>Facilities Division|**Access Listing:**<br>Level I: All Access|



**I.** **Introduction and Summary:**

To establish a procedure to ensure review of all Georgia Department of Corrections
(GDC) facility/center procedures annually, to ensure changes are reviewed by
appropriate authorities and to ensure congruence with state facility/center procedures.

**II.** **Authority:**

A. GDC Standard Operating Procedure (SOP): 203.02 Document Flow; and


B. ACA Standards: 2-CO-1A-21, 5-ACI-1A-03 (ref. 4-4003), 5-ACI-1A-10 (ref. 4
4010), 5-ACI-1A-14 (ref. 4-4014), 5-ACI-1A-15 (ref. 4-4015), 5-ACI-1A-16 (ref.
4-4016), 5-ACI-1A-17 (ref.4-4017), 5-ACI-1A-18 (ref. 4-4018), 5-ACI-1F-11
(ref. 4-4105), 5-ACI-2B-02 (ref. 4-4126), 5-ACI-6D-09 (ref. 4-4423), 4-ACRS7D-01, 4-ACRS-7D-03, 4-ACRS-7D-34, 4-ACRS-7D-35, 4-ACRS-7D-36, 4ALDF-7D-01, 4-ALDF-7D-03, 4-ALDF-7D-04, and 4-ALDF-7D-36.

**III.** **Definitions:**

None.

**IV.** **Statement of Policy and Applicable Procedures:**

This policy is applicable to all state facilities/centers housing Georgia Department of
Correction (GDC) offenders.

A. Wardens/Superintendents shall hold staff meetings at least monthly with their

department heads and shall direct department heads to hold meetings at least
monthly with their key staff members for the purpose of keeping abreast of
changes and encouraging two-way communication.

B. Program reviews and inspections to include all facility/center functions shall be

conducted annually under the supervision of the Warden/Superintendent and in
time for the results to be reported during the June facility/center monthly staff
meeting.


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Operational Reporting|**Policy Name:**Operational Reporting|**Policy Name:**Operational Reporting|
|**Policy Number:**  203.01|**Effective Date:** 6/30/2020|**Page Number:** 2 of 4|
|**Authority:**  <br>Commissioner|**Originating Division:**<br>Facilities Division|**Access Listing:**<br>Level I: All Access|



C. Annually, during July of each fiscal year the Warden/Superintendent shall ensure

that a current written description of the facility/center organization, including a
revised organizational chart is available for review. Similar function’s services and
activities shall be grouped in administrative sub units.

D. Suggested Criteria for Reporting:


1. The objective of having staff meetings is to keep open channels of

communication both vertical and lateral to accomplish delegating authority,
assigning responsibilities, supervising work, and coordinating efforts.
Department meetings and the Warden’s/Superintendent’s monthly meetings
with all department heads will provide a forum for these purposes.

2. Information is compiled by each department head and submitted in report form

each month in the Warden’s/Superintendent’s administrative staff meeting.
Annually, during June, a report from the monthly information, reflecting the
events of the past year is compiled and submitted to the
Warden/Superintendent for the purpose of having an organized system of
information to affect his/her decision making capacity relative to both
offenders and operational needs. This report shall include results of progress
made during the past fiscal year and goals and objectives formulated during
the upcoming fiscal year. The reporting procedure to be used is the same as
outlined in the SOP 203.02, Document Flow,

3. Access to information which is part of the Management Information System is

restricted information and is not available without consent of the
Warden/Superintendent.

4. Suggested criteria for evaluation of the overall facility/center performance and

the definitions used here are consistent with those standards outlined by the
American Correctional Association in the Standards for Adult Correctional
Institutions Manual relevant to Quality of Life. When consolidating and
reporting monthly activities for the Warden/Superintendent staff meeting, be


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Operational Reporting|**Policy Name:**Operational Reporting|**Policy Name:**Operational Reporting|
|**Policy Number:**  203.01|**Effective Date:** 6/30/2020|**Page Number:** 3 of 4|
|**Authority:**  <br>Commissioner|**Originating Division:**<br>Facilities Division|**Access Listing:**<br>Level I: All Access|



aware of the following criteria for assessing quality of life in correctional
facilities/centers:

a. Levels of Violence: physical force, gas, weapons and use of restraints.

b. Safety and Health Issues: levels of crisis incidence, accident rates,

industrial accidents, outbreaks of serious illness and problems with
sanitation.

c. Climate: perceived level of fear, quality of staff/offender relationships,

violence levels.

d. Population Density: square foot per offender and number of offenders per

cell or dormitory.

e. Facility/center security: includes attempted escapes, disturbances,

demonstrations and hostage situations.

f. Staffing: staff relationships, ratios (custodial and program), turn over

ratios, strikes (protests and demonstration), assaults, prosecution referrals,
staff grievance levels and adverse actions against employees.

g. Offender Control Issues: use of protective custody, administrative

segregation, disciplinary isolation, level of grievance use, prosecution
referrals, major disciplinary reports, lockdowns and idleness.

h. Legal/Constitutional Issues: level and nature of litigation, number of suits

brought and successful suits.

i. Programs/Services Issues: availability of programs and services, access to

family and/or community, opportunities for work and personal
development, balance and treatment in training/education and work
programs.


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Operational Reporting|**Policy Name:**Operational Reporting|**Policy Name:**Operational Reporting|
|**Policy Number:**  203.01|**Effective Date:** 6/30/2020|**Page Number:** 4 of 4|
|**Authority:**  <br>Commissioner|**Originating Division:**<br>Facilities Division|**Access Listing:**<br>Level I: All Access|



j. Physical plant: appropriateness and adequacy.

**V.** **Attachments:**

None.

**VI.** **Record Retention of Forms Relevant to this Policy:**

None.