An essential step in preparing to implement dosage probation is making evidence-based and data-informed policy decisions regarding the sentencing, supervision, and early discharge of people on probation. Your jurisdiction’s Dosage Probation Policy Team and Dosage Probation Workgroup will engage independently and collaboratively to create new and revise existing policies and procedures, including education and communication strategies, that align with evidence-based dosage probation practices.
The policy team typically begins making policy decisions after providing the workgroup with input on the dosage probation logic model during the second (preparation) phase of implementation. The workgroup usually starts policymaking during the third phase (planning) after developing the dosage probation logic model. While the policy team and workgroup initiate their own policy discussions and activities, they must also collaborate by sharing policy recommendations, decisions, and other relevant information, such as data. Mutual understanding, input, and agreement are essential to successful and sustainable implementation.
IMPORTANT
To ensure effective collaboration throughout the implementation process, the policy team and workgroup chairpersons must decide, if they still need to, how they will communicate information back and forth, coordinate and prepare for collective activities and discussions, and reach shared policy decisions.
From start to finish, the policymaking process spans the second and third phases of implementation, typically continuing into the fourth (implementation and evaluation) as the jurisdiction prepares to launch dosage probation. In preparing to launch, jurisdictions often encounter unresolved or unforeseen policy issues or other concerns, which may or may not be fully addressed upon implementation. It is, therefore, crucial to prioritize the policy decisions in the second and third phases to help ensure smooth implementation from the start.
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Policies are not intended to be “set in stone.” To ensure the effectiveness and sustainability of the dosage probation model, the policy team and workgroup should remain flexible and adapt their decisions as implementation progresses based on their assessments of data and other information (e.g., lessons learned, and feedback from the workgroup, policy team members, probation staff, other system stakeholders, or people on probation). Reminding the policy team and workgroup that the decisions they reach today may change after implementation is often helpful when working through particularly contentious or difficult policy decisions.
This section guides you in the dosage probation policymaking process and preparing for the next steps in the implementation process.
TO DO
Facilitate policymaking with the policy team
Facilitate policymaking with the workgroup
Get ready for the next steps
Facilitate the Policymaking Process
The Dosage Probation Policy Team and Dosage Probation Workgroup chairpersons will facilitate policy discussions and decisions with their team or group members. As a chairperson, you can anticipate the following responsibilities:
Plan and facilitate the policy team’s or workgroup’s meetings to address specific dosage probation policy questions and other issues relevant to your jurisdiction
Ensure the team or group receives up-to-date information about and understands evidence-based supervision practices to make informed policy decisions
Ensure the team or group reviews current sentencing, supervision, and early discharge policies and practices and related data (as available) to make informed policy decisions
Ensure the team or group gathers input from each other on policy discussions, recommendations, or decisions
Ensure the team or group stays informed about each other’s policy decisions and addresses the corresponding agency policies and procedures as appropriate
Delegate ad hoc subcommittees or tasks as needed to ensure the team or group makes informed policy decisions, and the work progresses at a steady pace
Ensure the team or group adheres to its agreed-upon decision making/voting process when making policy decisions
Ensure the team or group memorializes its policy decisions in a written document (as suggested below)
Developing dosage probation policies and procedures should be a collaborative effort. Consider enlisting support from the policy team’s or workgroup’s meeting coordinator and other members with knowledge or skills beneficial to the policymaking process, such as a strong command of or the ability to gather and present evidence-based practices, local probation policies and procedures, and relevant data, or to write policy.
NOTE
Helpful Policymaking Resources
The following publications and handouts can support the policy team and workgroup in developing evidence-based dosage probation policies and procedures. Feel free to search for additional resources as desired or needed.
Dosage Probation Resources
Dosage Probation: Rethinking the Structure of Probation Sentences (.pdf)
Dosage Probation: A Prescription Based on Two Pilot Sites’ Experiences (.pdf)
Dosage Probation: Continuous Quality Improvement and Coaching Guide (.pdf)
Evidence-Based Practices Resources
Coaching Packet: Shaping Offender Behavior (.pdf)
Coaching Packet: Effective Case Management (.pdf)
Coaching Packet: Implementing Evidence-Based Practices (.pdf)
Coaching Packet: Continuous Quality Improvement (.pdf)
Communications Resources
To ensure productive meetings, the policy team and workgroup must prioritize and prepare to discuss the Dosage Probation Policy Questions (.pdf), briefly reviewed during their kickoff meetings. In discussions throughout their policymaking meetings, the policy team and workgroup will likely identify other policy concerns, issues, or questions specific to your probation agency or jurisdiction that must be addressed. Common examples include the following: reassessing who gets placed on probation; reconsidering judicial responses to violations; making court processes more efficient; revisiting existing policies and procedures regarding probation sentencing, intake, supervision, or early discharge; or reviewing how expectations are communicated with people before or after they are sentenced.
IMPORTANT
Establishing a target date for implementation and providing a clear timeline for everyone to follow is crucial. Some jurisdictions set a soft launch date to begin in the first or second half of the fourth phase (implementation and evaluation) before finalizing a specific date when all dosage probation policies go into effect. Each dosage probation implementation model phase typically takes 12 months to complete at a progressively steady work pace.
Sharing agendas and other necessary information—such as current statutes, policies, procedures, data, or reading materials regarding evidence-based or best practices—ahead of time with members will help facilitate meaningful discussions (see below for more guidance on preparing for policy team and workgroup meetings). You may also invite others to deliver presentations on particular topics, such as risk/needs assessment, effective probation sentencing, condition setting, behavior management, or best practices regarding fines, fees, and restitution. Additionally, you may ask other stakeholders to attend meetings when necessary to lend their expertise or share their perspectives on a specific matter (e.g., data analysts, communications staff, state leadership officials, or people on probation).
You can use the Dosage Probation Policy Meeting Checklist (.doc) to help you effectively prepare, facilitate, and follow up on meetings with the policy team or workgroup.
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Not every policy team or workgroup meeting will result in a policy decision. Certain topics may require further analysis and discussion through ad hoc subcommittees or multiple meetings before reaching an agreement. Remember to follow the decision making or voting process described in your policy team’s or workgroup’s approved charter.
Prepare and Facilitate Policy Team Meetings
You may start by reviewing the Dosage Probation Policy Team Meeting Agenda Template (.doc). It includes the recommended meeting goals and structure for holding productive policy discussions over 90 minutes. It may be adapted for all policymaking meetings prior to implementation. You must customize the [bracketed] information and may make further adjustments to meet the policy team’s or jurisdiction’s needs. For example, you may hold some meetings over a shorter or longer period or delete headings that are not relevant or as time does not allow. Once the policy team finalizes its vision, mission, and values statements, you can reallocate that time to other meeting activities. You may also add headings to address related activities, such as learning about evidence-based practices, gathering updates from the team’s ad hoc subcommittees, or reviewing and approving new or revised policy language.
In addition, you will want to familiarize yourself with the Dosage Probation Policy Team Decisions Template (.doc). It includes recommended information and guidance for memorializing the team’s policy decisions. You must customize the [bracketed] information and may make further adjustments to meet your policy team's and jurisdiction's needs. For each decision the policy team makes (with input from the workgroup), it is recommended that you or a designated team member use the template to draft the corresponding policy language for review and approval by the policy team.
Prepare and Facilitate Workgroup Meetings
You may start by reviewing the Dosage Probation Workgroup Policy Meeting Agenda Template (.doc). It includes the recommended meeting goals and structure for holding productive policy discussions over two hours. It may be adapted for all policymaking meetings prior to implementation. You must customize the [bracketed] information and may make further adjustments to meet the workgroup’s or jurisdiction’s needs. For example, you may hold some meetings over a shorter or longer period or delete headings that are not relevant or as time does not allow. Regarding the latter, for instance, the workgroup may want to focus on the subcommittees’ concerns or questions during its meetings and gather general updates using an alternative strategy, such as separate meetings or email check-ins. You may also add headings to address related activities, such as learning about evidence-based practices or reviewing and approving new or revised policy language.
In addition, you will want to familiarize yourself with the following dosage probation manuals: Dosage Probation Staff Manual (.pdf), Counting Dosage Manual (.pdf), and Behavioral Indicators Assessment Manual (.pdf). The manuals are roadmaps for developing evidence-based dosage probation policies and procedures. Your dosage probation logic model should include, if it does not already, the development of a Dosage Probation Staff Manual and a Counting Dosage Manual. The Behavioral Indicators Assessment Manual is available should the workgroup want to measure behavioral change as evidence of a person’s reduced likelihood of recidivism beyond using an empirically based risk/needs assessment tool. You may share the manuals with workgroup members, subcommittees assigned to the relevant logic model activities, and other interested stakeholders. As policy decisions are made (with input from the policy team), it is recommended that you or designated members of the workgroup or subcommittees use the manuals to draft the corresponding policy language for review and approval by the workgroup.
IMPORTANT
It is essential to keep probation leadership (local and state, if applicable) and staff updated on the progress of the policy team and workgroup. This will help ensure that everyone is well-prepared for the anticipated policy changes when they are implemented. For those not involved in the workgroup or the logic model’s subcommittees, you may also consider soliciting their feedback on specific policy discussions or decisions. Staff meetings, brown bag lunches, or small group discussions can effectively engage others. When everyone is actively involved, heard, and valued during the policymaking process, they are more likely to fully understand, support, and use the newly implemented policies with fidelity.
Get Ready for Next Steps
Your jurisdiction’s implementation and evaluation of the dosage probation model is right around the corner. Congratulations!
Now is an excellent time to celebrate the policy team’s and workgroup’s accomplishments and honor the contributions of others (such as state leadership, if applicable) since the dosage probation readiness assessment. Consider bringing the policy team, workgroup, and possibly others together for a special luncheon, sending a meaningful email to everyone involved, creating a celebratory video with cameos from the policy team and workgroup members, sharing a PowerPoint presentation complete with animations and music, or releasing a media statement. Be as creative as you want.
Change can be challenging. Now is also an opportune time to check in with workgroup members and other probation staff to monitor for change fatigue. The workgroup has undertaken a marathon—or several—to align your agency’s culture and operational thinking with evidence-based dosage probation practices. Consider how management can strengthen and sustain your agency’s environment of support, celebration, and recognition to help staff feel resilient during times of change. Some strategies include dedicating time during staff meetings or offering one-on-one sessions to check in on how people are feeling and ask them what they need to perform their jobs well, clearly communicating expectations no matter how big or small, integrating mental health breaks into the workday, or planning a fun retreat day to reenergize everyone.
Additionally, the policy team and workgroup should take stock of loose ends—for example, policies that have yet to be decided, adjusted, or written; informational sessions that have yet to be conducted to ensure all probation staff and stakeholders understand and are ready to use the new dosage probation policies and procedures; or outstanding subcommittee work—and create a plan to address them before implementation or as soon as possible after that. Be sure to communicate this information to all probation leadership, staff, the policy team, and the workgroup as appropriate.