Video Visiting in Corrections 2, DOJ NIC, 2014
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Appendix 18: Video Visiting with Children Visiting is crucial for most children and incarcerated parents, but only 42% of parents in state facilities and 55% of parents in federal facilities received in-person visits with their adult or minor children from 1997-2004."1n 2000, 60% of incarcerated parents were in prisons over 100 miles away from their last place of residence, with 9 incarcerated mothers being housed in prisons an average of 160 miles away from their children. 'Video visiting is an opportunity for incarcerated parents to remain connected to their children when children are not able to visit the facility on a regular basis. Children of incarcerated parents are often exposed to a greater number of risks as compared to any other single group of children, and as a result, parental incarceration can have long-range economic, emotional, and social 97 consequences that affect children's well-being. 1n most cases, these risk factors can be mitigated when children have opportunities to regularly communicate with their incarcerated parents. Children benefit the most when visits are frequent and consistent. 98 Children benefit from tradition a I visits with their Incarcerated parents In rna ny ways. A visit may: Provide opportunities for healing, and mitigate the trauma of separation Offer opportunities for discussions about a parent's decision-making and law breaking Assure children that incarceration is not their fault Dispel children's fears about the conditions at a facllity Allow children to maintain a relationship with their incarcerated parents Support an Incarcerated parent's preparation for release, reentry, and family reunification Supportive video visiting programs increase communication between children and their incarcerated parents while providing supportive services for the whole family. These programs may facllitate parenting classes In the facility. Video visiting provides incarcerated parents with an additional forum (in addition to phone calls, letters, and inperson visiting) to practice their parenting skills. Supportive services may also Include visit coaching; case management or resource referrals; and visit preparation and debriefing for the child, incarcerated parent and caregiver. counseling and support is importantfor incarcerated parents because visiting can be painful and emotional. Some examples of supportive video visiting programs include: Florida Department of Corrections and Abe Brown Ministries New Hampshire Department of Corrections New Mexico Corrections Department and Peanut Butter and Jelly Services New York Department of Corrections and Community Supervision, the New York City Department of Correction and The Osborne Association In New York Rivers Correctional Institution, North Carolina (contracted to house sentenced individuals from Washington, D.C.) and Hope House In Washington, D.C. Video Visiting in Corrections: Benefits, Limitations, and Implementation Considerations Preliminary findings on video visit ing wit h children and incarcerat ed parent s The most comprehensive research to date on video visiting was conducted on the Florida Department of Corrections' pioneering Face-to-Face program, which included a video visiting component. 102 Findings culled from interviews with 335 participating incarcerated mothers indicated that their self-esteem and relationships with their children improved. Families reported that video visiting enabled contact that was previously not possible because of distance. A community-based center coordinator stated that Has the result of this program we have been able to see reunions of families who have not seen their loved ones in months. There was one child who had not seen his mother in five years; and a mother who had not seen her family in four years.U 103 Children participating in the Osborne Association's video visiting program, which offers video visiting in two New York State prisons, consistently reported positive feelings after video visiting. They liked it because they could HseeH their mothers and fathers, and many reported that It Is better than phone calls. A New York City-based youth, who video visits with her mother who is incarcerated 10 hours away, states: '"I love video visiting! I feel privileged to video visit. It allows me to see my mother who Is In a prison so far away. It's a great addition to real visits, phone calls and letters. I think video visits should be in every prison: Preliminary evidence suggests that children are more engaged with video visits as compared to phone calls. One study looked at how 22 families used video conferencing to communicate with family members.1D4Aithough this study did not look at communication between children and an Incarcerated family member, It contributes to our knowledge about how children engage with family members using video conferencing. This study found that children were more engaged with video visiting because the visual component allowed them to make eye contact, engage in visually interactive play, and communicate non-verbally. These families reported that in-person visiting was more natural when it occurred because children recognized their family member from video visits. A grandmother for two young boys participating in NHOOC's video visiting program related that her grandsons '"get bored and very distracted when there is no visual to engage the children. I always dread when the boys' daddy calls as I know it will be a struggle to keep them interested.n105An incarcerated mother who participated in video visits at a Florida prison related that her son '"loves to see me over the computer but he doesn't talk when I call on the phone. Maybe it's because he's so young... 106 Video Visiting in Corrections: Benefits, Limitations, and Implementation Considerations Video Visiting in Corrections: Benefits, limitations, and Implementation Considerations First, explore which goals you wish to achieve by using video visiting: s 2A-2: Identifying a VIdeo VIsiting Company Ask the following to determine which video visiting company is a good fit: Does the company help you fulfill your short- and lona-term aoals? What equlpmant and IGftware dOllS tha company ofhr? What 15 the CCKt? Does the company install the equipment? Software? What sarvlces does the company provide? What are the costs? Can the company demonstrate how the equipment works? Can the company provide you with rwferances and arrenae a visit at a faclllty to observe an active systam? Does the company Install internet cables? Does the company service the equipment? Does company offer oiHite sarvlces? If not, how quickly c:~~n they respond when there Is a problem? Does the company provide on1oln1 technlc:~~l support? Is there help desk support? Ale there maximum use limits, and what are the fees when the maximum Is reachad? Does the company provide train Ina to staff, visitors, and lnc:~~rcerated Individuals? Does the company require the video equipment to be broken down and shipped to a repair center? If to, this could be costly. Does the company provide a spare backup unit to that workflow Is not Interrupted when a unit Is down? Does the company replarty update the equipment and software? Does the company charp for these updates? Does the company offer a variety of operatina systems? Is the company able to modify the operatina system to meet your evolvinc needs? Does the company offer equipment that is compatible with your existins infrastructure? Can the company test home-based systems for connectivity and other minimum system requirements before the video visit besfns? Can the company store recordinss of visits? If so, what is the charp? Does the company r.qulre that In-parson visitllll ba eliminated? If revenue isaenerated, what are the company's revenue sharl111 requirements? Does the company sat affordable fees and sarvlce charps for custornen? Notes: Video Visiting in Corrections: Benefits, limitations, and Implementation Considerations 2A-3: Identifying Potential Costs Consider these potential costs. Be sure to differentiate between one-time and ongoing costs: A. Equipment (e.g.. computer. kiosk. VoiP. etc.): Will the company charge for the equipment? If so, what is the cost per unit? Who pays for the video unit used by the visitor? {DOC likely absorbs the cost If the endpoint Is at fadllty, but DOC may not absorb the cost If It Is In the community.) Will you need application and recording servers and switches (self owned model)? What are the orientation training costs for correctional staff, incarcerated individuals, and families? Are there per-unit llcenslnc t.es at nch endpoint? What are the installation costs? B. Software: Is software sold separately or is it induded with the video visiting system? Are there lnltl.. p!'Oirammlnc and llc:.nslnc costs? How often will the software need to be uPiraded, and how much does this cost? Are there costs associated with installInc and upcradinc the operatinc system? Are there per unit llcenslns fees at each endpoint? C. Infrastructure: Does new cable need to be installed? Will the bulldlnc need to be modified (room modifications, panltlons, visltlnc center, etc.)? Are there any addition• I costs •ssodated with retroflttlnc the bulldinc? (Tbls m•y depend on the contractor and the video vlsltlnc system th•t Is selected.) D. Maintenance; Wh•t are the onsolns system malnten•nce, rep•ir, and UPirade costs? What are the 0111oing monthly data line costs? WI ! these be paid by company, per the contract? Wh•t are the DOC IT suppon costs? What •• the 0111oinc tec:hnlc.l assistance/support costs? E. Costs to families and community-based partner (CBP): What are the video visitl111 fees and assoc'-ted schedullnsservice fees? Video Visiting in Corrections: Benefits, Limitations, and Implementation Considerations Consider the following in determining which system is a good fit: 2A-5: ldentifvinc Software Needs Consider the following to determine which software is required and which optional software applications are a good fit: What software Is required (Internet Explorer, Firefox, Safari, Adobe Flash, schedulinc software, monitorinc software, etc.)? What operatlnc system Is required (Windows, Apple, Llnux, etc.)? Is It compatible with your network? Is the software compatible with or built Into the Identified video visltlnc system? Does your IT department have the capacity to use the software? Is the software needed to achieve your co•Is? Qln 111nother appi'Ollch be used? How often will software need to be upd111ted? Who (corrections IT, comp111ny, automatic) will complete the software updates? Is the software user-friendly? Is the software scalable and flexible? Can It be adapted to meet your evolvinc needs? can the software application share data and lntetrate with your exlstlnc case manacement system? can the company provide a performance cuaranteei' Video Visiting in Corrections: Benefits, Limitations, and Implementation Considerations 2A-6: Accessing the Internet Ask the following to ensure that you have the appropriate Internet connection for the video visiting system being considered: A. Connectins to the Internet: What is the minimum bi'Oiclband width neecled1 What are the required download and upload rates? What cable is needed to connect to the network and/or Internet? Does new wirilll or cable need to be Installed? What data plans are iiVililable to meet your video conferencin1 needs? B. Security considerations: Does the firewall need to be confi1ured? If so, can the conf~p~ration be done internally or does the ISP provider need to confi1ure the firewall? DeJa tiHIInt.rn.t con!Hiction n•d to be liiiCUrtl p~~r .-ncy policy? Does the siclllll/cblta need to be encrypted? Ale there security requirements that prohibit the video vlsltin1 system from connectill&' to the exlstill&' computer network (I.e., an exclusive Internet connection)? DeJa tiHIIntarnet con!Hictlon n..d to be approved by the Department af Homalilnd Security, the loc:lll department af Information technoloCY, or another a1ency? Will visits need to be monitored and If so, how will this be done? How will you ensure that prlvileled communication (lawyer, clero) Is confidential? Is the video visltins area private (dMders between video units, cannot see other Incarcerated lndMduals In the backpound, etc.)? Video Visiting in Corrections: Benefits, limitations, and Implementation Considerations 2A-7: Developing Policies and Procedures Consider including the following areas in developing policies and procedures: Definition of video visit Loa~tlon of the video visltiiiiJ endpoints VIsitor Identification and vertftcatlon protoc:ol Visitor backcround check protocol Participant ell1lblllty requirements: Incarcerated Individual: disciplinary reports, procrammin1. order of protection, solitary confii'Miment VIsitor: qe, relation, bacqround, etc. Specialized pi'CJII'IIIIIminc ellcfbllity: Taflet Population (parents, those prepari"l for reentry, quarantine, etc.) Security Lwei Case Manqement Supervised? If so, by whom and for what purpose? Video visitins fees Price point Number of free video visits available How visitors are d!arpd How do Incarcerated Individuals and family members sisn-up? What Is the frequency (how many visits per week, month, etc.)? Do video visits supplement or replace In-person visits? What hours will video vlsltl"l be offered? What Is the length of each video visit? What is the scheduli"l and cancelation policy? What Is the connection protoc:ol: How will endpoints connect? For example, will DOC contact the community-based provider or vice versa? What are the responsibilities of correctional staff (m.rnwnance of video visltln1••• monltori"l video visits, etc.)? How will recorded video visits be accessed and revl-d? How will prlvllepd communkatlon ba hllndled (attiH'I!rl, judp, cleriY)? What Is the video visit termination policy? Define Inappropriate behavior and lancuace Explain how an Inappropriate video visit will be terminated What are the security BUidellnes and rultls for visitors and how wll they be dls1rlbut.d? Clothin11, cell phones, lan1uale, identification What outcomes do you want to evaluate? How will you evaluate outcomes? Pre-/post-visit surveys, visit observation, incident reports, etc. How will DniDI"I tralnin1 for staff, Incarcerated Individuals, Mid family be provided? Notes: Video Visiting in Corrections: Benefits, Limitations, and Implementation Considerations 2A-8: Video Visiting at Home or at a Community-Based Site COnsideration for video vlsltl111 from home or at a community-based site: Are the remote video visits accessible and affordable? Who is responsible for the purchase and maintenance of the video visiting system in the community? What are the minimum video conferenclng system requirements for the community-based or home-based system? c.n the visitor or community-based partner (CBP) test the connection before visits are schedul.t? How will a home-based visitor or CBP obtain technical support? How will visits be schedul.ci (e.J., schedullnl software, company w.bslte, CBP, etc.)? Does the company's -bslte offer Instructions and scheduling menus In multiple languages? If applicable, how will video visiting fees be collect.t? WII the CBP require revenue sharing? Who Is responsible for the monthly Internet fees at the off-site location? Wll the external firewall ne.t to be conflgur.t? If so, how wll this Information be conveyed? Does the CBP connection need to be approved by Homeland Security, the local department of Information technology, or another 111ency? Is visitor Identification required? If so, how wll this be vertfled? Do visits need to be monitored at the community-based site? If so, how and by whom? What CBP staff Is needed to support visitors? Supportive services staff (parent coachina, counselina. reentry planning) Greeter and/or visitor processlnl(check Identification, escort to video visiting area) Video Visiting in Corrections: Benefits, limitations, and Implementation Considerations Needs an d Resour ces Assessm en t 1. You created an advisory group to engage stakeholders in the planning process 2. You identified short-term goals 3. You identified long-term goals 4. You conducted a site survey of the building(s) 5. You surveyed visitors to determine whether there is a demand, and to determine which video visiting model is most appropriate 6. You surveyed the existing technological capacity at each facility (network, wiring, phone system, IT resources, etc.) 7. You identified existing organizational resources that can be used for video visiting 8. You identified the projected costs savings Yes No Un sur e Needs an d Resour ces Assessm en t Yes No Un sur e 9. You determined your start up and ongoing operating costs 10. You identified a funding stream for the start up and operating costs 11. You identified the appropriate video visiting model based on your goals and resources: facility-based, home-based, and/ or community-based 12. If applicable, you identified a community-based agency and have a memorandum of understanding or contract with this CBP 13. If applicable, the CBP has the necessary technology, finances, and staffing Techn ology 1. You decided what type of services you need to obtain from a technology company (web host, full service, or simply equipment acquisition) 2. You issued an RFP to technology companies 3. You identified the software applications that meet your needs/ goals 4. You tested the video visiting system to assess the video and audio quality 5. You identified a video visiting system that meets your needs/ goals and is appropriate for your facility Yes No Un su r e Needs an d Resour ces Assessm en t Yes No Un sur e 6. You agreed upon the contract terms, including revenue sharing if applicable 7. You identified the minimum broadband width required for quality video and audio 8. You configured the firewall at each facility 9. You decided if the Internet connection needs to be secure and if the signal needs to be encrypted In stallation Yes No Un su r e Yes No Un su r e 1. You identified where the video units will be placed and you have addressed privacy issues 2. You tested the camera angle, audio, and lighting at all endpoints 3. You conducted a connectivity pre-test at each endpoint 4. You created a child-friendly environment at the endpoints Lau n ch in g Video Visitin g 1. You created policies and procedures for video visiting 2. You decided how video visiting will be phased in (pilot, staggered, etc.) 3. You created a communications plan Needs an d Resour ces Assessm en t Yes No Un sur e 4. You decided whether you will use video visits as a supplement or a replacement for in-person visiting 5. If applicable, you identified a feasible price point for video visits 6. You decided how many free visits will be offered 7. You identified your staffing needs (IT personnel, monitoring, escort, technical assistance, supportive services, etc.) 8. You have a plan to train staff, incarcerated individuals, and visitors on how to use the technology 9. You have a plan to provide ongoing technical assistance to staff, incarcerated individuals, and visitors 10. You determined how video visits will be scheduled 11. You determined how visits are monitored 12. You determined how visitors will be approved 13. You determined how visitors’ identification will be verified Evalu ation an d Mon itor in g 1. You determined how you will measure volume and utilization rates 2. You identified ways to measure whether video visiting is meeting your goals 3. You created a feedback mechanism to measure consumer satisfaction Yes No Un su r e Needs an d Resour ces Assessm en t Yes No Un sur e 4. You identified outcomes that you want to monitor (e.g., institutional adjustment, strengthening parent-child relationships, engagement of family in reentry planning) 5. You identified how you will measure success in achieving your stated outcomes Video Visiting in Corrections: Benefits, Limitations, and Implementation Considerations Video Visiting in Corrections: Benefits, limitations, and Implementation Considerations N NA Y N Y Y N NA SAMPLE DATA COLLECTION PLAN Outcome Indicator Data Source COllected by Increased frequency of #of visits VIdeo vlsltlnl servia~ Correctio~l Frequency Officers VIdeo vlsitlnl t•m Monthly VIdeo vlsitlna team Quarterly VIdeo vlsitlna t•m Qu.n:arly Vldao vlsitln1 team Quartarly Superintendent & Monthly lop visits (same as above) #of visits Participant swvey EValuation lntem Improved quality of S.lf-f'epart by PMtlclpant surwy EValuation intem Daly Dilly visits incarcerated Ev.luatlon tansult.nt One d.ypar participants (same as above) Observ.tlon of Obsarvatlon theck- visits list # of seizures of Administrative contraband report Reduction In staff time #of hours of staff P.,-roll reports for visits time Reduction In contraband month Correctional Offlcen Weekly VIdeo vlsltlna team HR Department BI-monthly Video Visiting in Corrections: Benefits, Limitations, and Implementation Considerations Superintendant & VIdeo vlsitln1 team Quartarly SAMPLE FEASIBILITY SURVEY FROM THE FLORIDA DEPARTMENT OF CORRECTIONS (intended to be used with adults who make in-person visits to correctional facilities) Source: Florida Department of Corrections ........ , .."' Inmate Video Visitation Survey :; ~ ~ .. , ~ Office of Institutions PURPOSE The Florida Department of Corrections is researching the feasibility of using hom e-based video visitation t o supplement contact visitation. The Departm ent is ~pl anning to eli minate or reduce cont act visit ation but actually increase the opportunit ies for inm ates to maintain positi ve contact with their friends and loved ones. 1. How many days a month do you visit? 0 2. 6. Do you have access to a computer with a high-speed internet connection? 1-2 days 0 3-4 days 0 Yes 0 5-6 days 0 No 0 7-8 days 7. 0 0 0 0 0 Would you be interested, in addit ion t o contact visits, to being able t o visit via video How far did you t ravel one way f or this visit? visitation from a computer with a hi gh-speed Less than 50 miles internet connection? 50-100 miles 0 0 100-150 miles 150-200 miles Over 200m iles 8. Yes No Would you be willing t o pay $15 f or a 10minute video visitat ion - $1.50 per minut e? 3. Did you have to r ent a hotel room? 0 Yes 0 No 0 0 9. 4. Do you own a computer? 0 0 5. Do No have connection at home? hi gh-speed No Would you be wi lling to pay $20 for a 15minute video visitat ion - $1.33 per minute? Yes you Yes internet 0 Yes 0 No 10. W ould you be wi lling to pay $25 for a 20minute video visitat ion - $1.25 per minute? 0 Yes 0 Yes 0 No 0 No Thank you for taking the time to complete this survey, you answers will provide t he Department a better idea of the interest in such a service and its value to inmates and their families. You can also f ind a link t o complete this survey online at htt p:/ /ww w.dc.st ate.fl .us/ and http:/ / w w w.surv eym onk ev.com/sN ideoVisitation , however please only complete either this hard copy su rvey or the online survey and not both. VIdeo VIsiting In Corrections: Benefits, Limitations, and Implementation Considerations • • • SAMPLE VIDEO VISITING SATISFACTION SURVEY FOR INCARCERATED ADULTS (CONTINUED) 3. Do you feel that your relationship with your visitors can be maintained through video visits, without in-person visits? Yes No Comments: ________________________________________________________________ 4. Please tell us what you liked BEST about your video visiting experience. 5. Please tell us what you would change about video visiting at this faclllty that would make It BETIER. 6. Is there anything else about your video visiting experience that you would like to say? THANK YOU I Your feedback Is very Important to us. Video Visiting in Corrections: Benefits, limitations, and Implementation Considerations SAMPLE SATISFACTION SURVEY FOR ADULTS IN THE COMMUNITY (For use with adults in the community who participated in a video visit) • Thank you for taking the time to give us some feedback about the video visiting program. • There are no right or wrong answers to these questions. Please be honest and open in your responses. • We are collecting these answers anonymously. Date of your video visit:,_ _ _ _ _ __ 1. Was this the first time you participated in a video visit? Yes 2. Where were you for this video visit? No At the correctional facility At home At a community organization Somewhere e l s e : - - - - - - - 3. Please indicate the extent to which you are satisfied with the following items: Please check only one box In each row. Notatllll Not very Somewhat Very satisfied satisfied satisfied satisfied Did not use service a) Ease of schedullnc a video visit b) Instructions on how to use the video visitinc equipment c) Quality of sound and video COMectlon d) Comfort of video visit location e) Privacy of video visit location f) Convenience of video visit location II Satisfaction with video visit as comDared.toJrMJersoruds~ h) Support provided throuch visit I) counsellnt: Experience with online payment system j) OVERAll, how satisfied were you with your video visit? Video Visiting in Corrections: Benefits, Limitations, and Implementation Considerations SAMPLE SATISFACTION SURVEY FOR ADULTS IN THE COMMUNITY (CONTINUED) 4. Did any children participate in the video visit with you? Yes If yes, did you find the video visits to be child friendly? Yes No No Whyorwhynm: _________________________________________________________ 5. Please Indicate to the extent In which you agree or disagree with the following statements: Please check only one box In each row. Stron1ly Dls.1ree Acree Disagree a) I would recommend video visltirll to other people who want to visit with someone who Is Incarcerated. b) I plan to do another video visit in the future. 6. What would make you more likely to participate in more video visits? (check all that apply) Lower cost per video visit More convenient location More flexible scheduling Other: _ _ _ _ _ ___ 7. Please tell us what you liked BEST about your video visiting experience. 8. Please tell us what you would change about video visiting that would make it B£TTER. 9. Is there anything else about your video visiting experience that you would like to say? THANK YOU I Your feedback is very important to us. Video Visiting in Corrections: Benefits, limitations, and Implementation Considerations Stron1IV Acree SAMPLE SATISFACTION SURVEY FOR STAFF (For use with correctional staff) Date: _ _ _ _ __ Please list the facility where you w o r k : - - - - - 1. Please indicated to the extend in which you agree or disagree with the following statements: Please check only one box in each row. •• Stronsfy Dlsaaree Disaaree A&ree Stronaly Acree The video vlsiUng l.!qulpment Is operatlna: well• b. The video visit location Is adl.!quate for the services belnc provided. c. Video visitina has been a valuable service for Inmates and their visitors. d. I am satisfied with the tralnlna provided to staff on how to use the equipment. e. I would recommend video visitil!l to other facilities that are conslderlnalmplementlna: lt. 2. What impact do you think video visiting has had on security at the facility? Improved security Weakened security No Impact Comments=---------------------------------- 3. What impact do you think video visiting has had on program participation by inmates? Increased participation Decreased participation No change Comments=---------------------------------- Video Visiting in Corrections: Benefits, Limitations, and Implementation Considerations SAMPLE SATISFACTION SURVEY FOR STAFF {CONTINUED) 4. What impact do you think video visiting has had on the number of events resulting in disciplinary actions? Increased disciplinary actions Decreased dlscfpllnary actions No change Comments=------------------------------------------------------------ 5. What Impact do you think video visiting has had on the time you dedicate to visiting tasks? Saved time Required more time No difference on time Comments: ____________________________________________________________ 6. What impact do you think video visiting has had on inmates' behavior? Improved behavior Behavior is worse No change in behavior 7. Is there any additional training that you think would be helpful to staff Implementing the program? No Yes (please explain):._ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ 8. What has been the biggest challenge in implementing video visiting services? Video Visiting in Corrections: Benefits, limitations, and Implementation Considerations SAMPLE SATISFACTION SURVEY FOR STAFF {CONTINUED) 9. Please tell us what you think is the BEST aspect of video visiting services: 10. Please tell us what you think would make video visiting BETTER at the facility: 11. Is there anything else about video visiting services that you would like to say? THANK YOU I Your feedback is very important to us. 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