Corrections Ombuds

Good Evening,

I am writing to provide an update on the Office of the Corrections Ombuds (OCO) recent efforts related to the increasing COVID concerns in the Department of Corrections (DOC) facilities.

As you are all aware, there has been an increase in COVID cases in the DOC facilities. This increase has had a significant impact on individuals incarcerated in the facilities as well as their families and loved ones.

The OCO has received a large number of COVID-related concerns.  In order to ensure we are focusing the limited resources of the OCO on the issues of most concern for the incarcerated individuals and their family and friends, we have created additional processes to identify the issues of concern to the greatest number of individuals. To achieve this, we are collecting the concerns submitted to our office and using the information to prioritize our focus on the issues. What the data adds to our current system is the ability to identify what look to be potential systemic issues or concerns impacting larger numbers of individuals. We can then take a different approach to these issues to try to expedite a resolution.

This process is in addition to our regular process. We are continuing the work on specific concerns reported to our office as we have done in the past such as failure to access medical appointments and other issues related to a specific individual. The specific concern submitted for an individual may also be related to COVID. We will review and investigate the concerns as we have done in the past.

Through the added process, we have an additional way to ensure concerns are quickly identified and addressed by our office.

DATA

I wanted to share the OCO data for the COVID-related concerns in the facilities. These data reflect concerns received by the OCO through hotline calls directly from incarcerated individuals, complaints received through the OCO website, and emails. The following are snapshots of the concerns we have received as of today.

Data by concern - This table breaks down the concerns received into categories by type of concern:

 

 

 

 

 

 

 

 

 

 

Data by facility – The following table divides the concerns by facility:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

OCO ACTIONS

The OCO is attempting to respond to as many of the concerns raised as possible, as quickly as possible, with our very small staff. In order to prioritize our work, while we are continuing to investigate individual complaints, we are also simultaneously focusing on the issues receiving the most concerns and the facilities with significant issues. These data are a great help to guide our focus.

While we are limited in what we are able to do by statute, the following are some of the things we have been putting into place and actions taken most immediately:

1. Issues across facilities: In order to address these significant systemic-type issues that run across facilities, we are working with DOC to get answers to the issues that are most pressing each week. DOC has agreed to provide a very quick response each week to the questions we are identifying as the most pressing this week and the issues we would like to see resolved.The following are the five top issues from the concerns received that the OCO shared with DOC this week that we are requesting response to first:
   • How is DOC deciding when to move people who have a positive COVID test or are exposed? Why not allow people to quarantine or isolate in place in their current housing units? Will DOC ever consider this as an option?
   • What is DOC doing to ensure each facility has a procedure to keep individuals’ property safe and secure if they do have to transfer to a different unit for isolation or quarantine?
   • Why is DOC not following CDC guidelines on quarantine and isolation?
   • Will DOC use the IIBF to provide items to individuals who do have to be moved to isolate or quarantine such as food, funds to assist with additional contact with family, pay for cable for one month, one-month free weight card, etc.? Will DOC consider other options for incarcerated individuals who must undergo excessive isolation or quarantine such as with a restoration pathway for good conduct time?
   • What is DOC’s plan to ensure staff are following proper protocols with PPE? How will DOC ensure there is parity in how the protocols are enforced for staff and incarcerated individuals so that incarcerated individuals are not held to a higher standard than staff?
2. Issues in specific facilities: While many issues are consistently appearing across facilities, there are also issues that are unique to the individual facilities. For those issues, we are addressing most of these as they arise at the facility level.

The following are a few examples of just some of the things the OCO staff have acted on in approximately the past week. This is not the entire list of cases worked on by the OCO staff; rather, it is representative of the types of issues the staff has been working on related to COVID. In addition to the COVID-related cases, the OCO staff is also continuing to work on non-COVID related concerns as well which are not represented by the following examples.

• The OCO followed up on a concern that an individual in medical isolation had not been seen by mental health staff. The OCO reached out to mental health staff and was able to ensure the individual was seen.
• The OCO followed up on a concern that medical staff was testing individuals incorrectly and burning the inside of their nose. This claim was substantiated, and the medical staff is no longer working at the facility.
• The OCO followed up on a concern that individuals were not being fed at Stafford Creek. The OCO talked to the superintendent about the concerns with individuals not receiving food. The superintendent had staff walk the unit where the reported issue was occurring. They identified that individuals received food; however, there were some issues with the food delivery that were identified. They remedied the most immediate issues and confirmed they are working on additional steps to address some of the issues moving forward. (NOTE: Other concerns are being received regarding food and those will be followed up on as they are received, including further investigation where needed.)  
• The OCO followed up on a concern that meals are being delayed. This concern is substantiated. The OCO requested this situation be addressed. Steps were taken for the immediate issue. The facility is also working to improve the situation to ensure the food is delivered more quickly and kept warm.
• The OCO followed up on a concern that staff were not wearing masks properly. Superintendent agreed to review video of the area and situation to identify violations.
• The OCO followed up on a concern that incarcerated individuals were not receiving COVID test results. This concern was substantiated. This is being raised with DOC as a systemic-type issue; however, it was also discussed directly at the facility level to attempt to achieve a resolution for the facility.
• The OCO followed up on a concern that individuals were held in medical isolation past 14 days. This concern was substantiated.
• The OCO received a complaint that two individuals were left in isolation for longer than the rest of the cohort. The claim was substantiated and followed up with Superintendent at the facility. The 2 individuals were returned to their living unit.
• The OCO received a complaint that people in isolation were not being let out throughout the day for fresh air. The OCO followed up with Supervisor at the facility who communicated that they were understaffed and trying to do their best to get everyone out from isolation for fresh air at least once a day. They communicated that they would appreciate any help from HQ.
• Facility visits: We have made several facility visits and are developing our plans for the next several weeks to ensure we are getting out to personally visit the facilities with priority on those with the greatest number of concerns. The following are the facilities we have visited most recently:
  • Cedar Creek - 1/14/2022
  • Stafford - 1/13/2022
  • Airway Heights - 1/11
  • Monroe - 1/6/2022
  • Mission Creek - 12/22/2021
  • WCCW  - 12/16/2021
  • Monroe - 12/15
  • Bishop Lewis and Reynolds WR  - 12/13/2021
  • Larch - 12/13

 

The OCO is developing the visit schedule for the next several weeks and will be working to prioritize visits to the facilities with high numbers of complaints and not yet visited within the last month.  

While we were not able to get a full resolution to all of the issues submitted to our office, we will continue to work on them to the extent of our statutory authority and achieve a resolution. The OCO statutory grant of authority limits our work to the investigation of issues: We are not able to mandate or require action. For this reason, we are endeavoring to work with DOC to provide them with information on the areas of concern and make specific requests for action.

I recognize that these efforts are not enough for many of you who are experiencing these hardships or have concerns for your loved ones. I can assure you that the concerns received by our office are being treated with the significance and importance each deserves as we recognize that there is an individual who is being impacted by each and every one.

I also want to thank you all for your patience and willingness to use the complaint system to help us gather this data. I know it is not ideal, but it truly is helping to guide our work by providing real time information to know where to go and what to focus on discussing.

I will be endeavoring to provide regular communications with updates as I have them to share.

Best,

Sonja Hallum