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Treasure State Correctional Training Center Communications Plan

  1. Three manual forms of communication will be available on the conference room table to be utilized daily by staff:
    1. The Commmunications Log  This log will be utilized for informal entries, such as calls from booters, thank you notes, reminders, comments about animals, etc.
    2. The Incident Clipboard  which will contain copies of incident reports, write ups, items brought up in group, disturbing mail, etc. At the end of each month these will be removed and destroyed.
    3. The Information clipboard  containing the most recent two weeks meeting minutes, memos, directives, and other highly important information.
      NO OTHER ITEMS SHOULD BE ON THE CONFERENCE ROOM TABLE
  2. Superintendent will meet weekly with department heads, a member from treatment staff, and senior drill instructor to address goals, projects and problems. Monthly goals will be developed with regular reports on progress.
  3. Superintendent will interact with the management team members daily, via personal communication or e-mail. Regular individual meetings will be scheduled to address personnel issues, progress toward goals, supervision issues and to solicit information and suggestions to assist team members in fulfilling their job responsibilities.
  4. SDIs will conduct short briefings prior to the start of the 12:00 shift. SDIs will discuss training, visitation and offender progress during the weekly department head meeting.
  5. All staff will attend monthly staff training.
  6. A TSCTC safety committee is implemented and meets quarterly. A representative from the committee attends the quarterly DOC safety meetings
  7. Treatment facilitators will meet quarterly to discuss treatment with Superintendent and Correctional MAnager.
  8. Minutes from all above meetings (except for confidential matters) are posted on the I Drive and in the conference room. They will also be routed via e-mail with a read receipt.
  9. The superintendent and Correctional Manager will tour the building weekly. The duty officer will come in for evening shift change with the SDIs, or call in.
  10. An all-staff meeting will be held quarterly. A short question and answer session will be included. The Program Bureau Chief will be invited to attend each quarter.
  11. Weekly staff training notes will be provided by the FTO.
  12. Training announcements and training schedules will be posted on the bulletin board in the conference room.
  13. E-mail will be utilized to distribute important information.
  14. All staff members will have state computer network access. Staff will be trained to use OMIS, the DOC website, "how to" of accessing DOC and TSCTC policies and procedures. Staff will be afforded an opportunity during each shift to utilize a computer to check their e-mail, enter time in MINE and do other computer-related work as required. A small laminated "cheat sheet" will be developed to assist in use of the computer.
  15. Internet will be available in the control room.
  16. A TSCTC member will serve on the MSP Communication Committee. Information pertinent to TSCTC will be routed.
  17. A TSCTC staff member will visit Great Falls Aftercare Center monthly. A compliance checklist will be developed, and results will be shared with all staff after the visit. Aftercare Status Reports and Progress Reports are available to staff electronically.
  18. Staff schedules will be posted on the I Drive and in the conference room.
  19. All new and revised DOC and TSCTC policies and procedures will be routed and published online.
  20. All staff is encouraged to submit stories and articles to theMSP and DOC newsletters.
  21. Other facilities are invited and encouraged to tour TSCTC. A brochure/handout will be developed.
  22. Job shadowing 30 minutes per week. Each employee will get two opportunities per year to shadow and learn about another employee's position.
  23. The Rainbow book will be maintained.
  24. The Superintendent will work two evening shifts per month and a weekend day per quarter with the express goal of verbally communicating with staff on shift.