Okla. Admin. Code § 377:3-13-1

Current through Vol. 42, No. 8, January 2, 2025

Section 377:3-13-1 - General purpose, legal basis and authority

(a)Purpose. Public Integritydivision within OJA is directly responsible, organizationally and administratively, toconduct investigations, performs on-site assessments, licensing visits, and financially monitors OJA state contracts, functions and activities to ensure compliance with, state statutes, OJA policies/procedures, contractual provisions, and other applicable professional rules and standards. Thedivision is composed of three sections:

(1) Internal Affairs/Employment Discrimination Investigations;

(2) Licensing and Programs Assessment Section;and

(3) Financial Contract Monitoring/Reviews Section, each section is under the supervision of the Executive Director, or designee.

(1) Internal Affairs/EEO Investigations division may among other activities and functions include investigations of:

(A) Allegations of serious misconduct and/or criminal violations committed by OJA personnel as assigned to the division by the Executive Director, or designee ;

(B) Allegations of discrimination (Equal Employment Opportunity) either by or against OJA employees as received and assigned by theaffirmative action officer, or the agency's grievance manager, Executive Director, or designee ; and

(C) Specifically assigned Caretaker Conduct Reviews (CCR) that are returned to the OJA operated juvenile institutions by the Oklahoma Department of Human Services' Office of Client Advocacy (OCA) or other entity as prescribed by law for administrative review, as well as major incidents (i.e. serious assaults, riots, escapes) that occur at OJA operated institutions.

(2) Licensing and Programs Assessment divison includes the licensing and assessing of the following:

(A) On-site licensing and unannounced monitoring visits to OJA state contracted juvenile detention centers, community intervention centers (CIC) and municipal juvenile detention facilities, See OAC 377-3-13-6;

(B) Announced and unannounced assessments of contracted residential care, non-residential services and shelters as directed by the Executive Director, or designee.

(C) On-site assessments and licensing of a Secure Juvenile Facility;

(D) On-site or electronic assessments of the Juvenile Services Unit (JSU) offices located throughout the state;

(E) Assessments of State Office units as directed by the Executive Director, or designee ;

(3) Financial Contract Monitoring/Review division includesbut is not limited to the financial monitoring of the following:

(A) Secure Juvenile Facilities;

(B) OJA contracted detention centers and community intervention centers;

(C) OJA contracted residential care and shelter services as directed by the Executive Director, or designee ;

(D) OJA contracted non-residential services provided by designated youth services agencies; by performing

(i) On-site contractor visits to reconcile claims against supporting documentation with a documented recommended corrective action, if appropriate;

(ii) Reviews of reimbursed claims for payment by OJA, to include: compliance with contract requirements; applicable laws, rules and regulations; and adequate supporting documentation.

(E) In addition to the above duties, the financial contract monitoring/review section shall perform in-depth financial audits as directed by the Executive Director, or designee.

(b)Legal Basis/Authority. Authorization for the monitoring/assessment functions is found in 10A O.S. § 2-7-301(E)(1)(c). Authorization for detention certification is found in 10A O.S. § 2-3-103(C)(1). Authorization for certification of community intervention centers (CIC) is found in 10A O.S. § 2-7-305(D)(1).

(c)Unit Independence. Communication and coordination with agency and contractor personnel is necessary and desirable during the investigative, assessment, and monitoring procedures.

(d)Frequency of Assessments/Monitoring.

(1) Announced certification assessments of contracted facilities, i.e. detention centers and community intervention centers, and municipal juvenile detention facilities shall occur on a bi-annual basis, with announced annual inspections during the interim year. Unannounced assessments shall occur at the direction of the division supervisor or Executive Director. Announced assessments of JSU in each county of the state shall occur on a bi-annual basis and unannounced assessments as requested by the Juvenile Services Division Director with approval of the Executive Director, or designee.Program assessments of OJA institutions, State Office units, contracted residential care facilities, non-residential services and shelters as directed by the Executive Director, or designee.

(2) OJA contracts with the youth services agenciesshall be monitored at a minimum of twice per fiscal year. Other contracted facilities and services, OJA institutions, and State Office unitsshall be monitored at the direction of the Executive Director.

Okla. Admin. Code § 377:3-13-1

Added at 14 Ok Reg 1863, eff 6-2-97; Amended at 15 Ok Reg 2661, eff 7-1-98; Amended at 17 Ok Reg 3202, eff 7-18-00 (emergency); Amended at 18 Ok Reg 2625, eff 7-1-01; Amended at 25 Ok Reg 1364, eff 7-1-08; Amended at 27 Ok Reg 2182, eff 7-15-10

Amended by Oklahoma Register, Volume 38, Issue 23, August 16, 2021, eff. 8/26/2021