Report 2014-117 Recommendation 9 Responses

Report 2014-117: California Department of Corrections and Rehabilitation: It Must Improve Legal Compliance and Administrative Oversight of Its Employment of Retired Annuitants and Use of State-Owned Vehicles (Release Date: March 2015)

Recommendation #9 To: Corrections and Rehabilitation, Department of

To make sure that permits receive prompt and appropriate approval, by June 2015 Corrections should provide guidance to employees who complete permit requests regarding the documentation they should include when justifying the need for permits.

6-Month Agency Response

The Department has addressed this recommendation across our multiple divisions. The Office of Business Services has issued a memorandum regarding Vehicle Home Storage Permits which includes review of documentation that should accompany permit requests. The Division of Adult Parole Operations (DAPO) has developed a comprehensive policy revising existing state vehicle use and operation procedures which also includes the requirements of the documentation that must be included when submitting permit requests. Their policy was issued to staff on 6/30/15. In addition, DAPO is in the development phase of an e-learning training tool which will provide further emphasis on the policy and the recommendations provided by CSA to their staff. The Office of Correctional Safety (OCS) will continue to provide training to all OCS Managers and Supervisors regarding the proper documentation needed to justify the use of a Home Storage Permit by an OCS Staff member, as identified in the CDCR 844/OCS Vehicle Policy and OCS Manual. Lastly, the Board of Parole Hearings has established procedures for Vehicle Home Storage Permits and provided training to Executive Officers, Commissioners, and Associate Chief Deputy Commissioners on June 15, 2015 and to Deputy Commissioners on June 16, 2015 on the Vehicle Home Storage Permit Process and the process when issued a state vehicle. The new procedures define the documentation and justification required when submitting a permit request.

California State Auditor's Assessment of 6-Month Status: Fully Implemented

60-Day Agency Response

Multiple divisions within CDCR utilize home storage permits and are currently addressing their policies and procedures. Office of Business Services (OBS): OBS will issue a memorandum that provides guidance regarding the documentation that should accompany permit requests; Division of Adult Parole Operations (DAPO): DAPO will revise and reissue its policy and procedures regarding the authorized use and operation of assigned State vehicles to include the need and justification for vehicle home storage permit approvals. The policy is in draft phase and will release once approved; Office of Correctional Safety (OCS): (Fully Implemented) OCS will continue to provide training to all OCS Managers and Supervisors regarding the proper documentation needed to justify the use of a Home Storage Permit by an OCS Staff member; Board of Parole Hearings (BPH): BPH will be establishing procedures and training will be provided to affected staff. Presently, staff utilizes directions provided on the Vehicle Home Storage Permit document. The updated procedures will clarify the expectation. Updated procedures should be completed by May 15, 2015. After completion of procedures, BPH will provide training to staff by June 16, 2015.

California State Auditor's Assessment of 60-Day Status: Pending

All Recommendations in 2014-117

Agency responses received are posted verbatim.