Overview
For 18 of the 60 parolees in our sample, MPB could not provide supporting documentation to substantiate receipt of one or more reentry forms (see table below). Without retaining accurate records, MPB cannot ensure that parolees have received all required documentation. As a result, parolees may be unaware of their parole conditions and may unintentionally reoffend.
Types of Reentry Forms Missing from Parolee Case Files
|
Reentry Form |
Number of Parolees without Form* |
|
Completed and Signed Certificate of Parole |
1 |
|
Signed Home Plan Criminal Offender Record Information Waiver |
15 |
|
Signed Home Sponsor Agreement |
7 |
|
Signed Agreement to Extradition |
2 |
|
Signed Release of Information Form |
6 |
* Some parolees were missing multiple reentry forms.
|
Eighteen of the 60 parolees in our sample were missing a total of 31 reentry forms in their case files. |
Authoritative Guidance
MPB internal policy 120 PAR 359 states, “The Parole Board shall provide each parolee with written information about obeying each condition of parole.” MPB should maintain signed copies of the documents in question to verify that parolees have received and agreed to the parole conditions.
Reasons for Missing Forms
SPIRIT II lacks the functionality to allow hardcopy reentry forms to be scanned directly into the system, and MPB could not locate some of the hard copies we requested.
Recommendation
MPB should maintain records of all reentry forms provided to parolees at the time of their release.
Auditee’s Response
Finding Number 2 relates to the objective, "Did MPB adhere to its policy regarding tracking the progress of parolees who require services as part of their parole conditions?" As outlined below, the Parole Board maintains that it adheres to the policy of tracking the progress of parolees, but agrees with the Audit Team's recommendation regarding improvements to documentation of certain forms.
It is important to note, during discussions with Parole Board staff, the Audit Team identified no issues with tracking of conditions and supervision. In conducting supervision, the Parole Board focuses on community visits, referrals for services, verification of compliance with conditions and graduated sanctions to address violations. These activities are documented via case notes in the SPIRIT case management database. The Audit Team noted no issues in case note documentation for the sixty (60) randomly selected cases that were tested.
In terms of the documents detailed in the Audit Team's finding, the Certificate of Parole, or Permit, is the only statutorily required document (per M.G.L. Chapter 127, Section 130). The Permit details the conditions of parole and is incorporated in supervision planning. A signed Certificate of Parole was present in fifty-nine (59) of the sixty (60) cases tested. In the case in which a signed copy of the Certificate of Parole was not located, the SPIRIT database corroborated the issuance of the Certificate. The other documents cited are ancillary in nature and are necessary to complete as part of the release process. While these documents are part of the release process, they are not critical to the supervision plan nor are they required to track the progress of the parolee. Pursuant to a 2018 upgrade to the SPIRIT database, blank copies of all issued permits and other forms are available in all cases moving forward.
The Parole Board agrees with the Audit Team that it should improve documentation in the area of maintaining signed copies of the forms cited. The management team has directed staff to implement a new process by which signed release forms will be scanned and then uploaded to the Additional Documents section of the SPIRIT case management database. Supervisory staff will ensure the presence of signed documents as part of periodic internal case audits.
Auditor’s Reply
Based on its response, MPB is taking measures to address our concerns in this area.
| Date published: | March 24, 2021 |
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