37 TAC §§352.201-352.206
The new standards are proposed under §141.042 of the
Texas Human Resource Code, which provides the Texas Juvenile Probation Commission
with the authority to adopt reasonable rules, including those which provide
uniform procedures for collecting and reporting data.
No other code or article is affected by these new standards.
§352.201.Definitions.
The following words and terms, when used in this subchapter, shall
have the following meanings, unless the context clearly indicates otherwise.
(1)
Data Coordinator - A person employed by a juvenile probation
department who is designated by the juvenile board to serve and function as
the primary contact with TJPC on all matters relating to data collection and
reporting.
(2)
TJPC Monthly Folder Extract - An automated process
to gather data relating to all case files in the case management system designed
to analyze crime and juvenile trends, program success, and profiling of juvenile
offenders.
(3)
CASEWORKER Extracted File Layout - A document developed
by TJPC outlining the data fields and file structures that each department
is required to follow to submit the TJPC Monthly Folder Extract.
(4)
Annual Resource Survey - A manual report designed
to gather supplemental data in relation to juvenile activity and the services
and/or programs that are available within the department or community. This
report also captures the department's staff size, salary range and caseload.
§352.202.Data Coordinator.
(a)
Designation. Each juvenile board shall designate an employee
of the juvenile probation department to serve as data coordinator to function
as the primary contact with TJPC on all matters relating to data collection
and reporting. If the designation of the data coordinator is changed by the
juvenile board, TJPC shall be notified in writing within ten working days.
(b)
Training Requirements. The data coordinator shall attend
training, as required and deemed necessary by TJPC, relating to updates on
statistical and research-based information and requirements.
(c)
Duties. The data coordinator is responsible for ensuring
that the data submitted to TJPC by the local juvenile probation department
is accurate, timely, and consistent with TJPC reporting requirements. The
data coordinator shall ensure that the TJPC Monthly Folder Extract is received
on or by the applicable due date.
§352.203.TJPC Monthly Folder Extract.
The TJPC Monthly Folder Extract data shall be sent to TJPC in an acceptable
electronic format. The extract is due to TJPC on the tenth day of each month
following the reporting period (example: extract of February data is due to
TJPC on March 10).
§352.204.Other Reports.
(a)
Annual Resource Survey. All juvenile probation departments
are required to complete the Annual Resource Survey. The report must be completed
in the format provided by TJPC and shall be submitted by January 31 of the
following year for which the resource survey pertains.
(b)
Special Requests. Information from juvenile probation departments
is periodically requested by TJPC. Departments shall comply with these requests,
whether on paper or electronically by e-mail or the Internet, in the format
specified by TJPC.
§352.205.Accuracy of Data.
(a)
Required Fields. Departments shall fill in all applicable
fields as specified in the CASEWORKER Extract File Layout. If TJPC requires
additional fields, each department shall update their case management system
to include such information.
(b)
Maintaining Accuracy. Each department shall have a written
policy and procedure to maintain accuracy of data submitted and methods of
correcting errors. Each department shall report data elements that are consistent
with TJPC definitions.
(c)
Errors. Errors detected by the department during daily
operation, or by TJPC during the annual monitoring visit or by the TJPC Research
and Planning Division analysis shall be corrected prior to the next submission
of the TJPC Monthly Folder Extract.
§352.206.Security of Data.
(a)
Passwords. Department users shall be required to obtain
a password to their case management system. Each department shall have a written
policy and procedure to ensure secured access and to limit the number of employees
that have access to delete information from the case management system. Access
to the department case management system shall be terminated for people no
longer employed by the department.
(b)
Backup and Restoration. All juvenile probation departments
shall adopt and follow a written policy for the backup and restoration procedures
relating to data.
This agency hereby certifies that the proposal has been reviewed
by legal counsel and found to be within the agency's legal authority to adopt.
Filed with the Office of the Secretary of State on July
1, 1999.
TRD-9903937
Vicki Spriggs
Executive Director
Texas Juvenile Probation Commission
Earliest possible date of adoption: August 15, 1999
For further information, please call: (512) 424-6681