1.1 Sample of Monthly Quality Control Audit Report COTR s Submission Compliance Report

Size: px

Start display at page:

Download "1.1 Sample of Monthly Quality Control Audit Report. 1.1.1 COTR s Submission Compliance Report"

Tabitha Wade
7 years ago
Views:

1 . Sample Monthly Quality Control Audit Report.. COTR s Submission Compliance Report The Religious s Program at the SPC has submitted to satisfaction the following monthly reports as required by the reporting stipulations described in the DHS contract CLIN. Reports / Invoices submitted Monthly Progress Report Monthly Quality Control Audit Report (QCA) Monthly DHS/Contractor Meeting Accepted Minutes Monthly Reporting Period Submission Acknowledgement by COTR Received by COTR COTR Name (Please Print) COTR Signature

reports as required by the reporting stipulations described in the DHS contract CLIN.

2 ..2 Section I: Monthly Progress Report Reporting Period: Submitted by (Signature): : Objective The purpose this contract is to provide for a Religious s Program in each DHS SPC at all the 8 geographically separate locations in the United States. The Contractor shall coordinate religious services, and administer a site religious program reporting to the DHS Officer in Charge (OIC). Goals Please describe highlights on-going activities, significant accomplishments and considerations for future program progress concerning the following goals:. The primary goal this contract is to: Mention each faith group total worship services, bible classes, and special meetings that a) Provide detainees access to structured and were provided throughout the month and the total participants. consistent religious opportunity. (Example) There were four Catholic services and 80 detainees participated. There were five Muslim Prayer meetings 4 detainees participated b) Have a representative on-site for religious activities and concerns. List the different volunteer s faith groups and volunteer hours that the various group served for the month. The counseling hours fered during the month and also mention the new volunteers (Example) Baptist Church provided 6 hours service. Chaplain s fice provided 40 hours one on one counseling sessions.

Goals Please describe highlights on-going activities, significant accomplishments and considerations for future program progress concerning the following goals:.

3 c) Enhance overall site religious program quality. Talk about future improvements and plans for upcoming months. Mention new contacts and features that will enhance the program. (Example) Talk about major community meetings; or the implementing a new procedure and or policy. etc. d) Pursuing individual religious beliefs and practices consistent with the security and good order the facility. Talk about new worship services and bible studies for the month. - Future plans to provide new activities. - Talk about services for new detainees and/or special requests provided (Example) Explain the steps taken to provide needs for a detainee that entered the facilities. 2. Contractor Religious s Program will coordinate programs by providing detainees recognized faith groups with: a) Reasonable and equitable opportunities Talk about Special Counseling sessions, visiting the hospital ward, solitary to pursue religious beliefs and practices, confinement and other special units. How are the special areas been reached and served? consistent with the security and orderly Mention special Holidays and events celebrated that month; include what special actions running the Detention Facilities. were provided. 3. Contractor Religious s Program shall: a) Coordinate pastoral care with sensitivity, approachability, and availability to detainees. Mention things that have made a difference in the life a detainee or the general living conditions the facility, it could be a story, a testimony, something you did to avoid a situation, etc

d) Pursuing individual religious beliefs and practices consistent with the security and good order the facility. Talk about new worship services and bible studies for the month.

4 ..3 Section II: Monthly QCA Instrument Month: Submitted by Religious s Coordinator (Signature): Year: SPC Facility: : Policy: The Religious Program will provide DHS-SPC detainees all faiths with reasonable and equitable opportunities to participate in the practices their faith, limited only by the constraints safety, security, the orderly operations the facility and budgetary considerations.. Were detainees allowed to engage in religious services during the reporting period? a. Regular and on-going religious services provided: i. ROMAN CATHOLIC CHRISTIANS issue interest, etc.) ii. PROTESTANT/Females issue interest, etc.) iii. JEHOVAH'S WITNESS Scheduled s Yes No 6 issue interest, etc.)

operations the facility and budgetary considerations.. Were detainees allowed to engage in religious services during the reporting period? a. Regular and on-going religious services provided: i.

5 iv. PROTESTANT/Males v. ISLAMIC 2 issue interest, etc.) issue interest, etc.) vi. JEWISH issue interest, etc.) vii. OTHER: Spiritual Counseling issue interest, etc.) b. Were special services conducted by detainees who are members faiths not requiring religious leadership during services? i. ROMAN CATHOLIC CHRISTIANS

OTHER: Spiritual Counseling issue interest, etc.) b.

6 issue interest, etc.) ii. PROTESTANT CHRISTIANS issue interest, etc.) iii. JEHOVAH'S WITNESS issue interest, etc.) iv. 7th DAY ADVENTIST issue interest, etc.) None v. ISLAMIC issue interest, etc.) vii. JEWISH issue interest, etc.)

7 2. Which Holy Days were observed during reporting period: a. Major holy days during the month: i. ROMAN CATHOLIC CHRISTIANS (Holiday name, ii. CHRISTIANS (Holyday name, iii. 3 JEHOVAH'S WITNESS (Holyday name, iv. 7th DAY ADVENTIST (Holyday name,

8 v. ISLAMIC (Holyday name, vi. JEWISH (Holyday name, vii. OTHER: (Holyday name, b. Which religious fasting requirements were requested during the reporting period: Fasting Requirements / Honored Type Yes No (Reasons for not honoring fasting requirements, special activities / special arrangements made to honor requirement, etc) c. What special needs were provided consistent with religious requirements? Special Needs Requested / Granted Type 0 Yes No (Reasons for not granting special needs request, special activities / special arrangements made to grant special needs request, etc)

honoring fasting requirements, special activities / special arrangements made to honor requirement, etc) c.

9 3. Religious items allowed in detainee s possession Items Requested / Permitted Type 0 Yes No (Reasons for not permitting possession items, special activities / special arrangements made to permit possession items, etc) 4. How many new volunteers were processed by the OIC during the reporting period? Action taken New Approved, Denied, Pending 0 Yes No (Reasons for actions taken, etc) 5. What requests for religious services were received from detainees who are members faiths not currently conducting services at the facility? Type Requested / Fulfilled Type 0 Yes No (Reasons for not fulfilling requests, special activities / special arrangements made to fulfill request for religious services, etc) 6. Were regular visits made to Special Housing Units and/or to Special Medical Housing? Frequency (at least two times weekly) 3 Type Special Housing 0 Yes No x Various Weekly 7. Were any religious diet requests received during the reporting period? (Reasons for not visiting special housing units, etc) Diet Type / Approved (Reasons for not fulfilling diet request, special

What requests for religious services were received from detainees who are members faiths not currently conducting services at the facility?

10 Type Yes No activities / special arrangements made to fulfill diet request, etc) 8. Were any requests received for emergency notifications? Notification type / Acted Upon Type Yes No (Describe the timeline and actions following the receipt a request for emergency notifications, etc) 9. Have any grievances been filed during the reporting period? Grievance type / Filed Type Yes No (Reasons grievance filing, etc) 0. Have any requests for marriages been received during the reporting period? Request / Fulfilled Type Yes No (Reasons for not fulfilling marriage request, special activities / special arrangements made to fulfill marriage request, etc)

Have any grievances been filed during the reporting period? Grievance type / Filed Type Yes No (Reasons grievance filing, etc) 0.

11 ..4 Section III: Monthly DHS/Contractor Meeting Minutes Reporting Period Meeting : : Time: Venue: Title COTR Religious s Coordinator Minute's Acceptance (initialize / date) AGENDA. Overview Monthly Progress Report (CWS JRS/USA): 2. Submission Invoice 3. Enhancing religious services program quality: 4. Other (Coordination forthcoming services, holidays, follow up pending matters, etc):

Overview Monthly Progress Report (CWS JRS/USA): 2. Submission Invoice 3.

$ 100,723.00 $ 1,561,483.00 $ 0.00 SUBMITTING DEPARTMENT NAME AND COMPLETE ADDRESS (INCLUDE TELEPHONE AND FAX NUMBER) $ 1,460,760.

$ 100,723.00 $ 1,561,483.00 $ 0.00 SUBMITTING DEPARTMENT NAME AND COMPLETE ADDRESS (INCLUDE TELEPHONE AND FAX NUMBER) $ 1,460,760. Date of Implementation/Adoption: March 1, 2001 Project Status: Ongoing One-time only Did you submit this project before? Yes No Executive Summary: Describe the project in 15 lines or less. Summarize the