JSTEPS User Guide WORKING DRAFT. The Center for Advancing Correctional Excellence (ACE!)

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1 JSTEPS User Guide WORKING DRAFT The JSTEPS software is an online tool that will help you implement JSTEPS at your site. It can be used to guide you and your clients as you develop the initial contract, which includes setting shortand long-term goals and selecting appropriate rewards, and developing each subsequent behavioral contract. The system will help you track the points the client has accumulated and will prompt you when it is appropriate to deliver a reward or sanction. The tool includes charts that can be used to illustrate client progress. 1 The Center for Advancing Correctional Excellence (ACE!)

2 Introduction to the Software JSTEPS Navigation The JSTEPS system is broken into a series of various steps that define the contract and the progress made. Step 1 Criminal Behavior Compliance Step 2 Abstinence Compliance Step 3 Behaviors that Support Abstinence Step 4 Behaviors that Support Recovery Step 5 Appointments Step 6 Review of Contract Step 7 Chart Review Step 8 Printing Contract Package Many clients have been on probation or parole multiple times and are likely to have formed strong impressions about supervision. Even those who have never been on probation before are likely to have pre-existing ideas about how it will go based on what they have heard from others. Since these are likely to be negative perceptions of probation, it is vital to establish that this program is not business as usual. Many will perceive probation as an experience where countless requirements are imposed upon them and where the PO is expecting and waiting for them to fail. If clients have a defeatist outlook and the negative perspective is not addressed, then they are more likely to fail. It is the team s responsibility to tell and show the client continually through the probation/specialized court process that they want to see the clients succeed and will work with them to see that happen. Eliciting and addressing misperceptions is not a one-time activity every encounter with the client is an opportunity to address issues with their perceptions of probation. 2

3 JSTEPS Layout JSTEPS is arranged so that entry is on the left side of the screen; the program then completes the contract. The contract (right side) lets the person know his or her progress (hands up or down) and sets dates. The left column is a series of numbered steps. By going through each step, you can set new goals and note progress. The following are the behaviors that are of interest: RED: criminal conduct ORANGE: drug/alcohol use YELLOW: behaviors that support abstinence: (attendance at no more than Navigation of and entry of data into JSTEPS is on the left side of the screen; on the right side, you will see a summary of the current contract. The grey boxes at the top of the screen summarize current progress. The following are the behaviors that are of interest: RED: criminal conduct ORANGE: drug/alcohol use YELLOW: behaviors that support abstinence--attendance at no more than 3 activities, such as supervision, court and counseling Focusing on the development of realistic shortterm goals can increase the client s perception of success, and the client s perception that she can make it to the finish line. GREEN: behaviors that support recovery--short-term target behaviors and long-term goals, such as completing a GED or finding a job (again, no more than 3 at a time) 3

4 Getting Started with JSTEPS Before you Begin Using JSTEPS Working with GMU To access JSTEPS, you will need a user name which will be assigned to you when the sys implemented. Each site will determine its own point configu for incentives and sanctions. Once you hav system, submit this information to GMU. GMU will be responsible for uploading site-sp Before you get started with JSTEPS, you will need to contact GMU to get a login. You will work with Amy Murphy (amurph10@gmu.edu or ) to prepare to use the JSTEPS system. Amy and GMU can provide you and your team with a walk-through demonstration of the software over the phone if you are not able to host an in-person training. Your site administrator will coordinate with GMU to enter the site-wide information into the system (i.e., site point configuration, list of all client short- and long-term goals and target behaviors, list of frequency requirements for each behavior, list of all incentives and sanctions that you anticipate using, and list of types of verification you will associate with behaviors). The individual agents will be responsible for client-level data. Each agent or team member who will enter data should have his or her own login to the system. 4

5 Once your site finalizes its point configuration, target behaviors, rewards, and sanctions, you are ready to be uploaded to JSTEPS! Contact Amy Murphy to provide the following site-level information: Site point configuration o Remember that GMU can provide assistance in developing point systems and other parts of your plan Clients attendance behaviors (yellow) and short- and long-term target behaviors (green) List of frequency requirements for each behavior (e.g. weekly NA/AA attendance) List including types of verification you will associate with behaviors (e.g. note from treatment provider to verify attendance) List of all incentives and sanctions that you anticipate using o GMU can purchase some rewards for your site to supplement other funding There is room for flexibility with JSTEPS. For example, you may want to use different point systems for different cohorts or even different clients just let GMU know and make sure all agents know which clients are assigned to which cohorts. 5

6 Incentives and JSTEPS This screen shot shows the point configuration screen, which GMU will set up for the incentive schedule at the SITE administration level. The point configuration can be modified for each client but the preference is to use the same point configuration for all clients at your site. This creates procedural justice. Keep in mind: You have the option of awarding points separately or together for drugs and alcohol You can track behaviors without awarding points to those behaviors, The majority of JSTEPS clients you will be dealing with have longterm substance abuse issues. To effectively address this and other criminogenic needs that they present with, it is critical to understand the addict s brain. and if you are working with clients whose primary issue is not substance abuse, you may want to track but not award points for sobriety The software limits you to three yellow and three green behaviors, as it is important to not overwhelm clients with too many conditions Knowing that the brains of addicts are different from the brains of non-addicts is important so that you can understand why awarding points for pro-social behavior is so crucial to client recovery. Remember: Judgment is the last part of the brain to develop. Since many addicts started using during adolescence, addiction has likely had an effect on their maturity level, and you will have to consider this when working with them. 6

7 Overrides Override the behaviors At the client level, you can override Site configuration by: At the top of the client screen, clicking Points You can reset the behaviors, points and values for an individual client. For each client, you can elect to use the site point configuration or alter it. For example, if a client does not have a long history of drug abuse, you may give him or her fewer points per negative UA. Again, we recommend using the same point scheme for each cohort in the interest of fairness. Another way that this screen can be useful is if you are seeing the client or getting data from the client more frequently than you are entering the data. For example, if the client provides you with a UA three times a week but you only enter the data when you visit with him or her weekly, you can calculate the points by hand and then enter the number of points earned for each behavior using this screen. If you do not need to alter client s points, simply hit cancel. 7

8 The Initial Meeting The first step of JSTEPS is Intake. To add clients to the JSTEPS system you will enter their full names and dates of birth. This screen also serves as an electronic consent form. If you need a hard copy of the consent form, please contact Amy Murphy at GMU. Advise the client of the purpose of consent (to share information for the study) and then read the consent form to the individual. After the client signs a hard The guidelines set forth by behavioral contracts should be clearly defined by the judge and probation officer involved in the specialized court process or the enhanced supervision program. It is important for the judge and probation officer to be consistent. All parties must exert effort to achieve success. If a judge and/or probation officer cannot show consistency, they cannot expect the client to be consistent either. copy of the consent statement, fill in the fields and click SEND. If a client refuses to consent, you can still use the system. In the event that the client refuses, inform the client that his or her information will not be shared with the researchers. If the client wishes to be anonymized in the system, you may do so as long as the PO keeps track of who is who. Before adding information into JSTEPS during the initial meeting, it is essential that you lay a foundation of what is expected from the client while on probation. During the initial session, you will discuss behavioral contracts, particularly, what the contract does and why it is important. 8 Behavioral contracts outline expected behaviors for clients, effectively communicate consequences for non-compliance, and increase client responsibility during the enhanced supervision period.

9 The initial meeting sets the tone for your relationship with the client. It is during this meeting that you establish rapport and clarify your expectations. When you set expectations you give clients something to strive for, whether it is a $5.00 gift card to Target, successful completion of a GED course, an increased credit score, or shared custody of a child. Clients must know where they are heading so they can effectively plan to get there. Setting expectations during the initial meeting is important for the following reasons: Provides clients with clarity on their desired end point Keeps clients motivated Gives clients a focal point to place their attention Holds clients accountable to themselves and you Helps clients to achieve their highest potential Ensures that clients gets the best possible outcome during supervision To record the initial meeting, you will go through the JSTEPS screens and select the target behaviors for the yellow and green categories. You are limited to three attendance behaviors (yellow) and three behaviors that support overall recovery (green). The red and orange behaviors are the same for each site and client, so you will not need to enter any information for those categories during the initial meeting. Behavioral contracts are different from typical supervision and conditions of release because contracts are developed through a combined effort of criminal justice personnel and clients in order to target small or short-term behaviors so as to achieve longterm success. 9

10 Define Roles Clarify Demands Elicit and Address Misperceptions Instill Hope Keep these key points in mind, especially during the initial session: Define roles in order to alleviate confusion or gaps in the contract. Engage clients in the process give them ownership of their recovery rather than dictating demands. Clarify demands to avoid confusion and failure due to miscommunication. Elicit and address misperceptions so that everyone is clear and understands each process of the program. Instill hope so that fear is alleviated and success is more obtainable. Select target behaviors that clients suggest and feel are important to their eventual success. Specify consequences of compliance or noncompliance so that everyone involved knows the sanctions and rewards designated to each specific goal. Select milestones and set rewards that clients are excited about in order to maintain a positive and enthusiastic attitude. Use social incentives to reinforce client efforts in their work during PO meetings and counseling sessions. Determine and problem-solve barriers to avoid confusion and missed appointments due to clients restrictions. Elicit commitment to follow in a positive manner to keep clients responsible for compliance with their behavioral contract. 10

11 Tracking Compliance During subsequent meetings with the client, you will begin tracking behavior compliance. Step 1 addresses CRIMINAL BEHAVIOR COMPLIANCE. Criminal behavior is non-negotiable, so your site does not need to assign points for being compliant with red behaviors. It is of vital importance to deal with noncompliant behavior in a SWIFT and CERTAIN manner. Gradated sanctions hold clients accountable for behavior and help shape agency practice, but it is important to combine them with treatment. If the client has been arrested or confessed to criminal behavior, it is likely that you will want to put him or her into suspension and/or issue a sanction. If the charges are pending and it is not clear whether the client is guilty, record it as pending in the software and consider suspending the client. Also address what led to the criminal behavior. Are there services that the client needs in order to refrain from future involvement in criminal behavior? Will more treatment or a different type of treatment have a positive effect? Is the new offense similar to the conviction offense? Compliance will be reflected on the right hand side of the screen in the red box marked Criminal Activity. 11

12 JSTEPS: STEP 2 Abstinence from Alcohol and/or Drugs: The purpose of this section is to note progress in being drug or alcohol free. If the client tests NEGATIVE for alcohol, then select the thumbs up button. The client will be given points in accordance with your site s plan. If the client tests POSITIVE then select the thumbs down button. Enter the target date to be clean by. Step 2 addresses ABSTINENCE FROM ALCOHOL AND/OR DRUGS. Alcohol and drugs are tracked separately under this category, but you may Time for drugs to leave system: Alcohol: 1 day Amphetamine/Meth: 1-2 days Cannabinoids: Up to 42 days Cocaine: Up to 8 days Opiates: 1-2 days PCP: 2-8 days choose to only assign points when both are negative. If the client tests NEGATIVE, select thumbs up. If the client tests POSITIVE, select thumbs down and discuss the issue with the client. Select a realistic target date for sobriety. OTHER is used to indicate a diluted or inconclusive test. Enter a contract note if this is the case. If the test occurred within the last few days, you may want to give the client an opportunity to retest. If either test is positive, you should consider using the Suspension procedure. If client provides a positive UA, ask client what obstacles s/he has been dealing with and try to identify triggers so client will be better equipped to handle stressors in the future. 12

13 JSTEPS: STEP 3 This section refers to ATTENDANCE requirements as part of their program or conditions. It is designed to support up to 3 behaviors. POINTS can be assigned for each yellow behavior. Step 3: Yell You can toggle between the behaviors using the arrows under the Step 3 drop down. For each attendance, the following is needed: 1. Identify the type of attendance required. 2. Identify the frequency that you would like the person to attend the behavior. 3. Identify how the person is to verify their attendance. Use the target date to indicate when Step 3 addresses BEHAVIORS THAT SUPPORT ABSTINENCE. This section refers to ATTENDANCE requirements as part of their program or conditions. You may track up to 3 behaviors. Points can be assigned for each yellow behavior but are not required. You can switch between the behaviors using the arrows. An example of the components necessary for an attendance behavior includes the following: 1. Identify the type of attendance required, e.g., attend treatment sessions 2. Identify the frequency that you would like the person to attend the behavior, e.g., two sessions per week 3. Identify how the person is to verify their attendance, e.g., note from counselor/treatment provider 4. Identify whether the client is in compliance with the behavior: compliant vs. non-compliant The behavioral contract allows the client to select, with assistance, the appropriate abstinence and recovery behaviors. This is where the judge and/or probation officer should work with the client to clarify the behaviors, and use motivational strategies. Rewards should be defined along with target behaviors to inform the client of the value assigned to progress, and the schedule for issuing rewards should also be outlined. Similar attention should be given to sanctions. 13

14 JSTEPS: STEP 4 Behaviors that Support Stabilization or Recovery in the Community. Each client can have up to 3 supporting Green behaviors, though it is recommended that clients only focus on one long-term goal at a time. You can toggle between the behaviors using the arrow button. For each green behavior, Indicate the following: What is the long-term goal? How frequently should the person attend to this behavior? What is the short-term goal? What information is needed to verify this behavior? What is the target date? If the client is compliant, you should Step 4 addresses BEHAVIORS THAT SUPPORT STABILIZATION or Recovery in the Community. Each client can have up to 3 supporting Green behaviors, though it is recommended that clients only focus on one longterm goal at a time. You can move between the behaviors using the arrow button. You can have one long-term goal with multiple short-term goals at one time, but be sure to update each behavior and do not over-burden the client. Points received Consider tailoring rewards to client s longterm goals. If the client wants to get a job, resume paper could be a low-cost incentive. will be listed under the target date. Involving the client in the development of the behavioral contract is likely to lead to more earned points or rewards because they have developed a vested interest in their own success. It is important for the clients to understand that they are their own roadblock in achieving success. Essentially, no one is responsible for their success or failure except for themselves. This is the category of behavior where clients have the greatest amount of input into what is required of them, and the behaviors should be selected based on clients needs, abilities, and goals. For many clients, the initial long-term goal will be finding employment, and the short-term behaviors can include completing a resume, going to job training, or filling out three applications per day. It is important to acknowledge not just getting a job, but the steps that lead to getting that job and, once the client begins working, acknowledge his or her efforts to maintain employment. 14

15 Completing the Contract JSTEPS: STEP 5 After reviewing past behavior compliance and setting the client s next goals in steps 2-5, it is time to schedule the client s next appointment to see the probation officer and/or judge. Up to two appointments can be scheduled at a time. Once the date and time for at least one appointment has been set, click NEXT Step 5 involves SETTING APPOINTMENTS. This is a good time to review your expectations for what the client should do between now and the next supervision meeting. The behavioral contract that you have just reviewed can be used as a tool to enhance the relationship between judges and/or probation officers and clients. It provides clients with structure and encourages self-management. Behavioral contracts are different from typical supervision (i.e., probation) and conditions of release because contracts are developed through a combined effort of criminal justice personnel and clients in order to target small or short-term behaviors so as to achieve long-term success. Remember to check the points by each behavior category before submitting the contract to make sure they are correct. If they are not correct, try hitting refresh on your browser. 15

16 JSTEPS: STEP 6 This Step is the CONTRACT for the next week (time period). Review it with the client to go over: 1. The UA requirements 2. The target behaviors for next time (YELLOW AND GREEN) 3. Any notes that you want to add (See Checklist for additional details.) Step 6 involves the development of the weekly BEHAVIORAL CONTRACT. Review the behavioral contract with the client to go over accomplishments and areas for improvement. Discuss whether the client thinks the target behaviors and target dates are realistic. Ask the client if he or she is struggling with anything that you haven t already discussed, and problem-solve with the client. Contingency Management uses both material and social rewards. The use of rewards should always be focused on producing longterm change in behavior. It is helpful to survey clients to determine what material and social rewards interest them, so you can purchase the incentives in advance and deliver them promptly. Also, remember to be flexible and reevaluate Rewards are beneficial because they compete with the immediate and potent reinforcement of drugs (or participation in criminal acts). potential rewards throughout the supervision/program period. It is reasonable that a material reward the client found reinforcing at the beginning of supervision may not be appropriate as supervision progresses. Once everything is entered correctly, click SUBMIT TO DB and the data will be saved in the system. You will then be told how many points the client earned. The program will inform you if there are any errors. If the client has earned a reward, you will be prompted to deliver it. If the client has been noncompliant with red or orange behaviors, the system will prompt you regarding whether to put the client into suspension and/or deliver a sanction. 16

17 Step 7 involves the use of CHARTS to track client progress. Charts show clients the progress they have made in accumulating points for positive behaviors. There are three different types of charts: total chart, all behaviors chart, and orange behaviors only chart. By clicking enable tooltip at the bottom left of the screen, you can see summaries of points earned. In the example shown, we see the number of points the client accumulated for green behaviors alone by week 3. Like rewards, the chart and printable contracts give clients something to take home and use in between supervision sessions or court dates. The charts can help remind clients of their obligations, and clients can use them to share progress with family members or employers. It could be helpful to mark on the charts when rewards were issued and the number of points the client needs to earn to get the next reward. 17

18 Step 8: Print the Contract After you have confirmed the next appointment with the client, print the new Behavioral Contract and review it with the client. The printed contract will include the overall compliance graph, a point summary, and the contract itself, which lists target behaviors. Step 8 involves PRINTING THE CONTRACT for the client s records and yours. After you have confirmed the next appointment with the client, print the new Behavioral Contract and review it with the client. The printed contract will include the overall compliance graph, a point summary, and the contract itself, which lists target behaviors. When clients are consistently in compliance with the red, orange, yellow, and green behaviors set forth in their contracts, they may consider themselves successful. It is important for the probation officer to clearly explain what constitutes success. Success in probation is most often achieved through sustained positive behavior (e.g., being drug and crime free). It is important that the long-term goals be stated, and that a realistic pathway be developed to achieve those long-term goals. Short-term goals make up the pathway, and make the path seem doable, with realistic and explicit expectations that the client can achieve within the given time frame. Sources: Fletcher, B. (2010). The Science of Rewards: Using Rewards in the Criminal Justice System. JSTEPS Initial Learning Session, January 11, 2010, Miami, FL. Taxman, F., Shepardson, E., & Byrne, J. (2004). Tools of the Trade: A Guide to Implementing Science Into Practice, National Institute of Corrections, Maryland Division of Parole and Probation, and Maryland, Governor s Office of Crime Control and Prevention, Washington, DC: National Institute of Corrections. 18