CSO Certification- Effective Documentation

8 ways in which documentation may be used.
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Terms in this set (15)
8 ways in which documentation may be used.
1. Identify potential problems- for other officers or agency professionals who may work with probationer.
2. Provide information upon which others may act.
3. Provide information to the court.
4. Justify actions taken by ourselves or others.
5. Identify changes in status of probationer.
6. Make recommendations to others.
7. Formally document information or events.
8. Make a request of the court or supervisor.
Two things to remember about documentation.
1. If an event or action is not documented it did not happen.
2. These recordings are part of official court record.
14 principles of good documentation
1. Documentation must be completed asap after the event.
2. All entries must be dated.
3. Keep it brief and to the point.
4. Do not back date an entry.
5. Document all telephone call and collateral contacts relevant to the case.
6. Use only approved abbreviations and acronyms.
7. Include only factual information
8. Never delete an existing electronic entry.
9. When handwriting an entry do no scratch out, erase or use white out.
10. If handwriting- write legibly.
11. If handwriting- use blue or black ink.
12. Sign all entries, either by hand or electronically.
13. If filling out forms, do not leave blank spaces.
14. When documenting, know and follow the policies and procedures of your department.
8 reasons why well-kept chronological recordings are important
1. Court expectations
2. Case management
3. C.J.A.D
4. Accountability to the public
5. Internal case audits
6. Other Officers
7. Legal Liability
8. Probationer deserves accurate account of progress
3 examples of information which should be documented in chronological recordings.
1. Basic Information- OV, FV, phone calls, exc.
2. Significant events- accomplishments, changes in behavior, exc.
3. Assessment and interventions- progress on case plan, exc.
9 advantages of using problem-oriented record keeping system.
1. Meets the requirements for CJAD
2. More effective
3. Helps maintain objectivity
4. Helps ensure continuity.
5. Helps maintain consistency between officers and department
6. Keeps records uniform
7. Gives document writer direction by focusing on problems and solutions
8. Ensures accountability, for both CSO and probationer
9. Records progress, or lack of on the case plan
PDAP stands for:
P-Problem
D-Data or description
A-Assessment
P-Plan
True or False: CJAD requires you to record all significant actions, decisions and services rendered, assessments and periodic evaluations.
True
True or False: The quality of an officer's documentation is a direct reflection of his/her competence as a case manager.
True
What are common types of documentation prepared by a CSO?
-Chronological entries
-Risk assessment information
-Progress reports
-General correspondence
-Pre-sentence investigation report
True or False: When writing a chrono, the officer doesn't need to worry about the quality because no one will ever look at it again.FalseTrue or False: A problem that often occurs is that not enough details are provided in the documentation to substantiate the significance of the contact.TrueTrue or False: Chronos are important for a variety of reasons, including, they ensure continuity and maintain consistency between officers and their departments.TrueThe "P" in PDAP stands for:Problem and PlanTrue or False: Written documentation must be clear, not open to interpretation, and well written.