Subject: NON-CLINICAL ACTIVITY TRACKING PILOT PROGRAM

This memorandum announces the implementation of the Non-Clinical Activity Tracking (NCAT) pilot program under the authority of Penal Code Section 5058.1. This program is being implemented to test the effectiveness of real-time tracking of non-clinical activities and services provided to patients admitted to Psychiatric Inpatient Programs (PIP) Acute and Intermediate Care Facilities such as cell searches, cell inspections, showers, supplies issued, linen exchange, clothing exchange, administrative contacts, visits, law library, meals, trash disposal, dayroom and time in/out to yard. The pilot program is intended to assess whether an electronic mobile tracking system will improve daily operations by reducing time and labor while increasing efficiency and accountability as well as improving data collection.

The NCAT pilot program will be implemented at San Quentin State Prison (SQ).

The NCAT pilot program will be in effect for 24 months and will expire by operation of law at the end of this period unless it is promulgated through the Administrative Procedure Act prior to expiration.

Non-clinical leisure activities tracked in NCAT do not have a lesson plan, specific objectives or treatment outcomes, are not based on the clinical treatment plan, and are not documented in the Electronic Health Records System. During these activities the patients may be free to structure their time independently (e.g., yard time) or staff may provide loose structure (e.g., games).

During the NCAT pilot program the PIP at SQ shall utilize NCAT to electronically document all activities and services provided to their maximum custody patients. NCAT data may be used to inform treatment planning for patients who do not regularly attend available activities.

A PIP supervisor shall be designated, based on local operating procedure, to assign unit staff to facilitate the non-clinical leisure activities as listed on the unit schedule.

Activity facilitators, including but not limited to custody officers, nursing staff, and Mental Health staff shall be the primary users of NCAT and shall ensure data regarding non-clinical leisure activities is entered into NCAT for tracking purposes. The facilitator of the activity shall generally be the individual who enters the data into NCAT.

The facilitator logs the tracking information into an enhanced electronic document which lists the various non-clinical activities. Upon completion of the log, the information is automatically uploaded to a database and reports are automatically generated. This new process will eliminate the need to reconcile and track the daily, weekly, and monthly physical forms, as well as the space and material to store the forms.

In the event NCAT is unavailable due to technical issues, staff shall use the NCAT downtime worksheet to track out-of-cell activity. Staff shall enter the information logged on the downtime worksheet within 14 calendar days of NCAT becoming available for use.

Once the NCAT pilot program is implemented, CDCR shall evaluate and assess its effectiveness in recording activities and services provided to patients assigned to SQ's PIP through reports derived from NCAT. Results shall be summarized in a final report at the end of the NCAT pilot program.

If you have any questions or require additional information regarding this memorandum, please contact Dawn Lorey, Associate Warden, Mental Health Compliance Team, Division of Adult Institutions at (916) 323-2450 or at [email protected].

CONNIE GIPSON

Director (A)

Division of Adult Institutions

cc: Sandra Alfaro

Katherine Tebrock

Kelly Mitchell

Brittany Brizendine

Laura Ceballos

Angela Ponciano

Dawn Lorey