CCF Frame Update Attachments

Table of Contents
Document

Page

Attachment A. Frame Update Invitation Letter

2

Attachment B. List of Facilities

4

Attachment C. Facility Eligibility Criteria

6

Attachment D. Facility Information Form

8

Attachment E. CCF Survey Content

10

Attachment F. Frame Update Web-Based Mockups

12

Attachment G. First Reminder Email

17

Attachment H. Second Reminder Email

19

Attachment I. Nonresponse Telephone Call Script

21

Attachment J. Third and Final Reminder Email

23

Attachment K. RTI IRB Determination

25

1

Attachment A
Frame Update Invitation Letter

2

<>
Dear <>:
I am writing to request your participation in a survey to update a list of adult correctional facilities in
preparation for the 2024 Census of State and Federal Adult Correctional Facilities (CCF). The CCF is an
important component of BJS’s core set of correctional statistics.
Before data collection for the 2024 CCF can occur, we must update the roster of adult confinement and
community‐based correctional facilities administered by state departments of corrections (DOCs), the
Federal Bureau of Prisons (BOP), and by private companies contracted to primarily house inmates for
state and federal governments. We have cc’d your agency’s NPS-1B respondent <> on this request. If BJS should direct this request to someone else, please let us know.
The online CCF Frame Update survey contains a list of adult confinement and community-based
correctional facilities holding inmates for your state, based on our most recent records. It may include
facilities that have closed or exclude facilities that have opened since we last compiled our data. This
information about facilities on our list is pre-populated in the online questionnaire so that you can easily
confirm or make revisions as needed. You will have the ability to add any facilities that are missing. You
may start and stop as needed.
For your reference and to aid in the preparation of information requested, please review the enclosed
documents for more information. When you are ready to respond, the CCF Frame Update survey can be
accessed online at [URL].
Your agency-specific login information is:
USERNAME: <>
PASSWORD: <>
Please complete online by [DATE]
All data collected under BJS’s authority are protected under the confidentiality provisions of 34
U.S.C. § 10132, and any person who violates these provisions may be punished by a fine up to
$10,000, in addition to any other penalties imposed by law. For more information on the federal statutes,
regulations, and other authorities that govern how BJS, BJS employees, and data collection agents use,
handle, and protect your information, see the BJS Data Protection Guidelines at
https://www.bjs.gov/content/pub/pdf/BJS_Data_Protection_Guidelines.pdf.
If you have any questions about this request, please contact the data collection team at RTI International,
BJS’s data collection agent, at [phone] or [email]. If you have any general comments about the 2024 CCF or
our statistical programs, please contact Laura Maruschak at 202-598-0802 or Laura.Maruschak@usdoj.gov.
Thank you for your assistance and continued support of BJS’s statistical programs.
Sincerely,

Kevin M. Scott, Ph.D.
Acting Director, BJS
3

Attachment B
List of Facilities

4

Attachment B
List of Facilities
Roster of Confinement and Community‐Based Correctional Facilities
The purpose of this collection is to obtain a comprehensive list of adult confinement and community‐based
correctional facilities. For a detailed list of what types of facilities are included in this collection, please refer to
the enclosed flyer.
To complete the online roster questionnaire, please visit [URL]. Your agency-specific login information is:
USERNAME: «AgencyID»

PASSWORD: «PIN»

Please complete the requested questionnaire online by [DATE].
For your reference and to aid in preparations, the following list reflects information from our most recent
records about confinement and community‐based facilities used by your state. It may include facilities which
have closed or exclude facilities which have opened since we last compiled our data. Please review this list and
the enclosed Sample Facility Information Form for an overview of the questions that will be asked for each
facility listed below.

INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS

INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS
INSERT FACILITY NAME
INSERT FACILITY ADDRESS

5

Attachment C
Facility Eligibility Criteria

6

Census of State and Federal Adult Correctional Facilities (CCF)
Roster of State Adult Correctional Facilities
The purpose of this collection is to obtain a comprehensive list of confinement and community‐based correctional facilities administered by state 
departments of corrections (DOCs) or operated by private companies contracted to primarily house inmates for state correctional authorities or BOP. 
These facilities are intended for adults but sometimes hold juveniles.
What types of facilities are INCLUDED in this collection?      















Prisons, Penitentiaries, and Correctional Institutions
Youthful Offender Facilities (except in California)
Forestry and Conservation Camps
Boot Camps
Road Camps
Reception, Diagnostic, and Classification Centers
Prison Hospitals

Drug and Alcohol Treatment Facilities for Prisoners
Halfway Houses
Residential Community Correction Centers
Pre‐release Centers
Vocational Training Facilities
State‐authorized Parolee Return‐to‐Custody Facilities

INCLUDE confinement facilities administered by state DOCs or operated by private companies contracted to primarily house inmates for state 
correctional authorities. 
INCLUDE community‐based facilities administered by state DOCs or operated by private companies contracted to primarily house inmates for state 
correctional authorities or BOP in which 50% or more of the inmates are regularly permitted to leave unaccompanied by staff for work, study, or 
treatment. 
INCLUDE State‐operated local detention facilities in Alaska, Connecticut, Delaware, Hawaii, Rhode Island, and Vermont.

What types of facilities are EXCLUDED from this collection?      
EXCLUDE facilities operated by private companies that do not primarily house inmates for state correctional authorities or BOP .
EXCLUDE facilities administered by a local or regional law enforcement agency.
EXCLUDE facilities that hold only persons under the jurisdiction of juvenile correctional authorities.

Burden Statement  
We estimate that your reporting burden will average [insert time] minutes, including the time needed to review instructions, search existing data 
sources, gather and maintain the data needed, and complete and review the collection of information. The approval of this data collection expires 
[DATE]. We cannot ask you to respond to a collection unless it displays a currently valid OMB control number. Send comments regarding this burden 
or any other aspect of this collection of information, including suggestions for reducing this burden, to the Director, Bureau of Justice Statistics, 
Washington, DC 20531 and to the Office of Management and Budget, OMB No. 1121‐0339, Washington, DC 20503. 
7

Attachment D
Facility Information Form

8

2024 Census of State and Federal Correctional Institutions
Facility Information Form
Facility Name
Physical Address
City

ST

Zip

ST

Zip

Mailing Address
City

1. Is this facility open or closed?

Open
Temporarily Closed
Permanently Closed
Don't Know
Additional explanation

2. Does this facility hold inmates for your state?

Yes
No
Don't Know
Additional explanation

3a. Is the primary function of this facility pre-release, work release, or
community corrections?

Yes
No
Don't Know
NA
Additional explanation

3b. Does this facility allow 50% or more of its inmates to leave the facility unaccompanied?

Yes
No
Don't Know
NA
Additional explanation

4. Is this facility operated by a DOC, a private company, or a local authority?

BOP
DOC
Private Operator
Joint State and Local Authority
Don't Know
Additional explanation

5. Who will provide the Census of State and Federal Adult Correctional Facilities (CCF) data for this facility?
Agency/Operator/Company Name
Contact Name
Email address

Phone

9

Attachment E
CCF Survey Content

10

Census of State and Federal Adult Correctional Facilities – List of Data Elements
During the 2024 Census of State and Federal Adult Correctional Facilities data collection, correctional
authorities will be asked questions on the following topics:
•

•

•
•

•

Facility characteristics, including—
o Facility operator
o Security level
o Facility functions
o Capacity
o Court orders and consent decrees
Overall inmate counts and counts by—
o Sex
o Race and Hispanic origin
o Custody
o Sentence length
o Holding authority
o Citizenship
Facility security staff counts and characteristics
Facility safety and security incidents, including—
o Misconduct or disciplinary reports
o Facility disturbances
o Inmate-on-inmate assaults
o Inmate-on-staff assaults
o Escapes
Availability of education, work, counseling, and special programs.

11

Attachment F
Frame Update Web-Based Mockups

12

Dashboard/Facility Selection Screen
Facility Name
Status
Facility 1
Not started
Facility 2
Review in progress
Facility 3
Confirmed

Edit
Edit
Edit

Address
Address
Address

City
City
City

State
State
State

Zip
Zip
Zip

Edit

Goes to pre-populated Facility Data Entry Screen

↖
Grid Layout TBD
↙

OR
Facility Name
Facility 1

Status
Not started

Facility 2

Review in progress

Facility 3

Confirmed

Add New Facility

Edit
Edit
Edit

Address
City, State, Zip
Address
City, State, Zip
Address
City, State, Zip
View Eligibility Criteria

View Information for All Facilities

Add New Facility

Goes to blank Facility Data Entry Screen

View All Facilities

Goes to Facility Summary Screen

View Eligibility Criteria Goes to Eligibility Criteria Screen

13

Census of State and Federal Adult Correctional Facilities (CCF)
`
The purpose of this collection is to obtain a comprehensive list of confinement and community-based correctional facilities administered by state
departments of corrections (DOCs) or operated by private companies contracted to primarily house inmates for state correctional authorities or BOP.
These facilities are intended for adults but sometimes hold juveniles.
What types of facilities are INCLUDED in this collection?
 
 
 
 
 
 
 

 
 
 
 
 
 

Prisons, Penitentiaries, and Correctional Institutions
Youthful Offender Facilities (except in California)
Forestry and Conservation Camps
Boot Camps
Road Camps
Reception, Diagnostic, and Classification Centers
Prison Hospitals

Drug and Alcohol Treatment Facilities for Prisoners
Halfway Houses
Residential Community Correction Centers
Pre-release Centers
Vocational Training Facilities
State-authorized Parolee Return-to-Custody Facilities

INCLUDE confinement facilities administered by state DOCs or operated by private companies contracted to primarily house inmates for state
correctional authorities.
INCLUDE community-based facilities administered by state DOCs or operated by private companies contracted to primarily house inmates for state
correctional authorities or BOP in which 50% or more of the inmates are regularly permitted to leave unaccompanied by staff for work, study, or
treatment.
INCLUDE State-operated local detention facilities in Alaska, Connecticut, Delaware, Hawaii, Rhode Island, and Vermont.

What types of facilities are EXCLUDED from this collection?
EXCLUDE facilities operated by private companies that do not primarily house inmates for state correctional authorities or BOP .
EXCLUDE facilities administered by a local or regional law enforcement agency.
EXCLUDE facilities that hold only persons under the jurisdiction of juvenile correctional authorities.

Burden Statement
We estimate that your reporting burden will average 50 minutes, including the time needed to review instructions, search existing data sources, gather
and maintain the data needed, and complete and review the collection of information. The approval of this data collection expires [DATE]. We cannot
ask you to respond to a collection unless it displays a currently valid OMB control number. Send comments regarding this burden or any other aspect of
this collection of information, including suggestions for reducing this burden, to the Director, Bureau of Justice Statistics, Washington, DC 20531 and to
the Office of Management and Budget, OMB No. 1121-0339, Washington, DC 20503.

Back to Dashboard

14

Facility Data Entry Screen

Programming instructions:

Status: [Fill]

Fill options are "Unconfirmed" or "Confirmed [DATE/TIME]"

Facility Name

For existing facilities all information is prepopulated

Physical Address

For new facilities all information is blank

City

ST

Zip

ST

Zip

All fields are editable

Mailing Address
City

If selected, populate physical address fields here

Same as Physical Address

1. Is this facility open or closed?

Open
Temporarily Closed
Permanently Closed
Don't Know

If Q1=Closed --> Remaining items=NA

Additional explanation

2. Does this facility hold inmates for your state?

If Q2=No --> Remaining items=NA

Yes
No
Don't Know
Additional explanation

3a. Is the primary function of this facility pre-release, work release, or
community corrections?

If Q3a or Q3b=Yes, facility is Community-Based
Else: facility is Confinement

Yes
No
Don't Know
NA
Additional explanation

3b. Does this facility allow 50% or more of its inmates to leave the facility unaccompanied?

Yes
No
Don't Know
NA
Additional explanation

4. Is this facility operated by a DOC, a private company, or a local authority?

BOP
DOC
Private Operator
Joint State and Local Authority
Don't Know
Additional explanation

5. Who will provide the Census of State and Federal Adult Correctional Facilities (CCF) data for this facility?

Open CCF Data Elements in a separate tab/window.

Agency/Operator/Company Name

If available on Operator spreadsheet, prefill this field

Contact Name

If centralized DOC (based on CCF19), prefill with current POC information

Email address
This button would only appear if changes have been made.

Status: [Fill]

Phone

→

Save and Finish Later
Confirm

15

Save and return to dashboard. Leave status as unconfirmed.
Save any changes, update status to "Confirmed," and return to dashboard

Facility Summary Screen

Download PDF
Willow Work Release Center
123 Willow St
Smithtown, AK 12345
P.O. Box 123
Smithtown, AK 12345
Open or Closed:

Open

Holds inmates for this state:

Yes

Is the primary function of this facility pre-release, work release, or community
corrections?

NA

Does this facility allow 50% or more of its inmates to leave the facility unaccompanied?
Are at least half of the inmates in this facility held for one or more DOCs or BOP?

Yes
NA

Willow Industries
Mike Smith
555-555-5555
Mike.Smith@willowindustries.com
Johnson Prison
789 Maple St
Smithtown, AK 12345
P.O. Box 789
Smithtown, AK 12345

Open

Open or Closed:

Yes

Holds inmates for this state:
Is the primary function of this facility pre-release, work release, or community
corrections?
Does this facility allow 50% or more of its inmates to leave the facility unaccompanied?

NA
NA
Yes

Are at least half of the inmates in this facility held for one or more DOCs or BOP?
AK DOC
NPS Respondent Name
NPS Respondent Phone
NPS Respondent Email
Smith Prison
456 Elm St
Smithtown, AK 12345
P.O. Box 456
Smithtown, AK 12345

Closed
NA

Open or Closed:
Holds inmates for this state:

NA

Is the primary function of this facility pre-release, work release, or community
corrections?

NA
Yes

Does this facility allow 50% or more of its inmates to leave the facility unaccompanied?
Are at least half of the inmates in this facility held for one or more DOCs or BOP?

Download PDF

Back to Dashboard

16

Attachment G
First Reminder Email

17

Subject: Census of State and Federal Adult Correctional Facilities (CCF) – Frame Update Survey: First
Reminder

Dear <> <>:
Our records show that as of [MONTH DAY, 2024], your agency has not yet submitted BJS’s Census of
State and Federal Adult Correctional Facilities (CCF) Frame Update Survey. As a reminder, we are
requesting that data be submitted by [MONTH DAY, 2024]. If you have already submitted your data,
please disregard this email.
I know that you have many responsibilities and priorities and truly appreciate your time and effort to
complete this survey. This data collection is vital to the success of BJS’s CCF that will be administered
later this year.
Please access the CCF Frame Update survey online at [URL]. Your agency-specific login information is:
USERNAME: «AgencyID»

PASSWORD: «PIN»

If you expect delays in your ability to complete Frame Update Survey, please reach out to discuss options
for reporting. You can contact RTI International, BJS’s data collection agent for the CCF, at [phone] or
[email], or Laura Maruschak, the BJS project manager, at Laura.Maruschak@usdoj.gov or 202-598-0802.
BJS thanks you in advance for your participation and look forward to our continued work together.
Sincerely,

Rich Kluckow, DSW
Chief, Corrections Statistics Unit
Bureau of Justice Statistics
U.S. Department of Justice
810 Seventh Street NW
Washington, DC 20531
Mobile 202.598.0597
richard.kluckow@usdoj.gov

18

Attachment H
Second Reminder Email

19

To: «POC Email»
Subject: CCF Frame Update Survey: Second Remider
Dear <> <>:
Our records show that as of today, your agency has not yet submitted BJS’s Census of State and Federal
Adult Correctional Facilities (CCF) Frame Update Survey. As a reminder, BJS had requested that data be
submitted by [MONTH DAY, 2024]. If you have already submitted your data, please disregard this email.
If you need an extension for submitting data, please respond to this email as soon as possible.
I know that you have many responsibilities and receive numerous data requests, but obtaining a roster
of your facilities in advance is vital to the success of the CCF main data collection that will be
administered later this year. The CCF is an important component of BJS’s core set of correctional
statistics. Data collected in the CCF describe the characteristics of adult correctional facilities
nationwide and inform state and federal policy makers, prison administrators, and researchers on
issues such as capacity and crowding, workload, facility function, safety and security, and inmate
reentry.
To reduce the burden as much as possible, the online survey has as much information as we already
have about each of your facilities prefilled. We simply need you to confirm or correct the information
we already have on hand and add information about any facilities we are missing.
Please access the CCF Frame Update survey online at [URL]. Your agency-specific login information is:
USERNAME: «AgencyID»

PASSWORD: «PIN»

If you have any questions related to the survey, please don’t hesitate to contact RTI International, BJS’s
data collection agent for the CCF, at [phone] or [email], or Laura Maruschak, the project manager at the
Bureau of Justice Statistics, directly at Laura.Maruschak@usdoj.gov or 202-598-0802.
Thank you for your participation and we look forward to our continued work together.
Sincerely,
Rich Kluckow, DSW
Chief, Corrections Statistics Unit
Bureau of Justice Statistics
U.S. Department of Justice
810 Seventh Street NW
Washington, DC 20531
Mobile 202.598.0597
richard.kluckow@usdoj.gov

20

Attachment I
Nonresponse Telephone Call Script

21

[IF CALL RINGS TO A GATEKEEPER]
Hello, this is <> calling on behalf of the Bureau of Justice Statistics (BJS) in the U.S.
Department of Justice regarding the Census of State and Federal Adult Correctional Facilities. I am
following up on the data collection invitation that was sent addressed to <>. May I speak
with <>?
[IF CALL REACHES POC]
Hello, this is <> calling on behalf of the Bureau of Justice Statistics in the U.S.
Department of Justice regarding the Census of State and Federal Adult Correctional Facilities (or CCF).
BJS sent an invitation to update our list of facilities for [STATE], but we have not yet received a response.
I wanted to follow up to confirm that you received the invitation to participate in the CCF Frame Update
Survey.
[IF QUESTIONS ABOUT THE SURVEY]
-

-

-

The purpose of the CCF Frame Update Survey is to obtain a comprehensive list of confinement
and community‐based correctional facilities administered by state departments of
corrections (DOCs) or operated by private companies contracted to primarily house inmates
for state correctional authorities or BOP.
The CCF Frame Update Survey is vital to the success of the Census of State and Federal Adult
Correctional Facilities main collection that will be administered later this year.
BJS will use the data collected to ensure that the facilities that are included in the Census are as
accurate as possible and reduce burden for the main collection by minimizing delays that will
result from the wrong facilities being listed.
The survey will take approximately 50 minutes to complete, including gathering some of the
information and numbers you might need to compile.

[IF RESPONDENT RECEIVED THE INVITATION]
[OFFER ASSISTANCE TO COMPLETE]
Is there anything I can do to assist you in completing the survey? I can provide you a template
spreadsheet that can be used to export data directly from your information systems, or I could
review the facility list with you now to correct any inaccurate or missing information. I would
also be happy to schedule a time to review the information we already have by phone. At a
minimum, it would be helpful to know whether we have the correct facilities listed, even if you
don’t have all of the specific information about each facility available.
[IF AGENCY SAYS THEY DO NOT INTEND TO RESPOND]
Thank you for letting us know. Is there anyone else who might be able to confirm the
information we already have about your facility? Would you be willing to share with us why you
have chosen not to participate?
[IF RESPONDENT DID NOT RECEIVE THE INVITATION]
Let me review the contact information we have on file for your agency. [REVIEW E-MAIL
ADDRESS AND MAILING ADDRESS.]
Ask for the POC’s preferred method of contact and offer to re-send the information.

22

Attachment J
Third and Final Reminder Email

23

To: «POC Email»
Subject: CCF Frame Update Survey: Third and Final Reminder
Dear <> <>:
Our records show that you have not yet submitted BJS’s Census of State and Federal Adult Correctional
Facilities (CCF) Frame Update Survey.
We are writing to let you know that we are nearing the end of this Frame Update Survey and request
your response by [MONTH DAY, 2024]. If you need any assistance submitting your data, please reach
out to us as soon as possible. We are happy to help. Please logon to confirm the prefilled information as
soon as possible at [URL].
Your agency-specific login information is:
USERNAME: «AgencyID» PASSWORD: «PIN»
If you have any questions related to the survey, please don’t hesitate to contact RTI International, BJS’s
data collection agent for the CCF, at [phone] or [email], or Laura Maruschak, the project manager at the
Bureau of Justice Statistics, directly at Laura.Maruschak@usdoj.gov or 202-598-0802.
Thank you for your participation. We look forward to receiving your updated frame information soon.
Sincerely,

Rich Kluckow, DSW
Chief, Corrections Statistics Unit
Bureau of Justice Statistics
U.S. Department of Justice
810 Seventh Street NW
Washington, DC 20531
Mobile 202.598.0597
richard.kluckow@usdoj.gov

24

Attachment K
RTI IRB Determination

25

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