Data Collection and Verification

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6. Data Collection and Verification

This is the actual collection and reporting of data to determine whether the facility is in compliance with the core requirements. Compliance monitoring is accomplished through self-reporting by secure facilities to eJMIS and review of IDOC and IDJJ inspection reports covering a 12-month period. Therefore, the data must be verified.

The IDHS operates eJMIS. eJMIS was originally designed in 1978 to monitor compliance with deinstitutionalization of status offenders, but has been updated to include the other core requirements. At a minimum, information is requested on each individual detained and currently includes age, race, sex, alleged offense, date and time of intake, date and time of detention hearing and date and time of release. In the past couple years, the system was moved to a web-based platform whereby detention centers are able to enter data into the computer on a daily basis, thereby allowing for data to be gathered to generate current reports in various combinations for different purposes. The system now referred to as eJMIS, is the only source for information on length of detention and presenting offense, which is essential for addressing compliance with length of detention and presenting offense, which is essential for addressing compliance with DSO and Jail Removal requirements. It is also the only source for information on racial breakdown of youth detained for determining the over representation of minority youth in incarceration. All juvenile detention centers are required to utilize this system.

IDOC and IDJJ have statutory authority and have acted on that authority to inspect, approve, monitor and set training standards for county jails and municipal lockups, juvenile detention centers and youth centers that have applied under the law as holding facilities. The IJJC compliance monitor has assisted IDOC and IDJJ in verifying state standard compliance with the new act and will provide technical assistance to facilities becoming collocated.

The data reported on eJMIS and the data collected by IDOC and IDJJ are verified on-site. At present all secure holding facilities report to eJMIS. IDOC and IDJJ staff ensures compliance by on-site visits. Both IDOC and IDJJ have adopted the eJMIS data reporting form, as its monthly report form and each month jails, lockups and detention centers which securely detain juveniles, are to report to eJMIS. At present, only detention centers report on eJMIS.

The compliance monitor is responsible for these processes, coordinating with other state agencies and analyzing data collected by IDOC, IDJJ and eJMIS. The compliance monitor assists in the updating and development of the eJMIS computer program and electronic transfer of data provides technical assistance to local agencies and maintains monitoring data and drafts the compliance monitoring report.