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board Organization

The Pennsylvania Board of Probation and Parole (PBPP) is organized into different offices to cover all 67 counties in Pennsylvania. PBPP maintains one central administrative office in Harrisburg which oversees 10 district offices, 16 district sub-offices and 26 institutional parole offices, plus various divisions and bureaus. The Board's Administrative Organization Chart.
 

Executive

Office of the Chairman

As chief executive of the board, the chairman is responsible for the overall administration of the board’s operations and services. The chairman represents the Board on a number of statutorily constructed committees, including the Advisory Committee on Probation and the Commission on Crime and Delinquency. Duties also include certifying parole releases of certain offenders, authorizing legislative and policy initiatives, and working with other agency heads in the criminal justice area of practice. The chairman provides direction to carry out the Board’s mission.
 

OFFICE OF CHIEF COUNSEL

Chief Counsel provides general legal representation for the board, the Sexual Offenders Assessment Board, Office of the Victim Advocate, and the Firearms Education Training Commission. The function of chief counsel may be divided into two areas: probation and parole law and labor and employment law. This office also handles the review of contracts, regulations and policies, training on various topics as well as providing advice on Right to Know Law requests.
 

OFFICE OF INTERNAL AFFAIRS AND SPECIAL SERVICES

The Office of Internal Affairs and Special Services conducts internal affairs investigations and performs background checks on prospective employees.
 

OFFICE OF COMMUNICATIONS

This office serves as the board’s point of contact with the media and the general public. The office prepares all forms of communication such as publications, reports and website material, and responds to “Right to Know Law” requests. The office also oversees grant management.
 

OFFICE OF POLICY AND LEGISLATIVE AFFAIRS

This office serves as the agency’s point of contact with the General Assembly, other state government agencies, and the Governor’s Office. The office oversees all agency procedure development, state performance plan reporting, budget requests, and legislative initiatives.
 

OFFICE OF HEARING EXAMINERS

This office is responsible for conducting parole interviews and various parole hearings in state, county, and community correction facilities. This office assists in training Board staff on the violation and revocation processes, and other procedures.
 

Office of Administrative Services

BUREAU OF BUDGET AND OFFICE SERVICES

BUDGET DIVISION

The office is responsible for all fiscal and budgetary concerns including budget development, providing updated reports, projections of period expenditures, and forecasting fund availability. The office also provides budgetary research and financial analysis for the agency. The responsibilities include oversight of the offender supervision and urinalysis fee invoicing and processing the collection of offenders’ board financial obligations.
 

OFFICE SERVICES DIVISION

The division provides a safe and secure working environment for employees, including office space, state-issued vehicles, and safety and communications equipment.
 

BUREAU OF HUMAN RESOURCES

This bureau directs a comprehensive human resource program including equal employment opportunity through these divisions:
 

STAFF DEVELOPMENT DIVISION

This division administers and directs the board’s staff development programs including new employee orientation. It conducts training needs assessments and provides developmental training to employees. The office also manages the employee performance review program, employee official personnel files, exit mobility, workforce analysis and succession planning and the employee awards program.
 

CLASSIFICATION AND ORGANIZATIONAL MANAGEMENT DIVISION

This division administers and directs the Board’s classification program including developing and revising job specifications, conducting desk audits and job analysis studies, investigating and responding to grievances, coordinating reorganizations and complement management.
 

RECRUITMENT AND PLACEMENT SERVICES DIVISION

This division administers and directs the board’s recruitment and placement programs including civil service and non-civil service selection and placement. The division represents the board at job fairs and provides guidance to supervisors and managers. The division responds to employment inquiries from current and prospective employees.
 

LABOR RELATIONS DIVISION

This division administers and directs the board’s labor relations and time and attendance programs. Interprets, administers and negotiates labor agreements. It administers discipline and investigates and responses to grievances, appeals and fraternization requests. The division assists supervisors and managers with performance standards. In addition, it manages the short/long-term absences, separations/resignations, timekeeping and new employee onboarding program.
 

EMPLOYEE SERVICES DIVISION

This division administers and directs the workers’ compensation and Heart and Lung Act benefits programs. It also directs safety, equal employment opportunity, disability services, workplace violence and state employee assistance programs.
 

OFFICE OF FIELD PROBATION AND PAROLE SUPERVISION

This office handles all field service functions of the agency including the supervision of persons paroled by the board, probationers/parolees transferred through the Interstate Compact for Adult Offender Supervision and, at the request of the Courts of Common Pleas, persons placed on special probation/parole. The parole supervision staff is located in 10 district offices and 16 sub-offices. The parole supervision staff also tracks parolees who are returned to a correctional facility as a result of parole violations, schedule for due process hearings and implement field accreditation standards, practices and protocols.
 

BUREAU OF CENTRAL SERVICES

The bureau has supervisory responsibility over the Interstate Parole Services Division and the Interstate Probation Services Division, and a variety of centralized functions; these functions include supervision of the 24-7 Operation Monitoring Center, electronic monitoring of offenders, extradition/retaking of parole violators, and other matters related to the field’s business processes. The bureau also manages the following programs: the GPS program, the urinalysis testing program, and the evidence collection and property management program.
 

INTERSTATE PAROLE SERVICES DIVISION

This division requests the transfer of board parolees and inmates approved for parole to other states through the Interstate Compact for Adult Offender Supervision (ICAOS). The division creates NCIC wanted person postings for board parolees who abscond from supervision in other states and deported felons who return to the United States. Cancels entries for apprehended parole violators. It also arranges for the prisoner transport of parole violators to Pennsylvania.
 

INTERSTATE PROBATION SERVICES DIVISION

This division facilitates the supervision of Pennsylvania county offenders in other states through the ICAOS. With the exception of the Mercer District, the division requests the transfer of special probation/parole cases to other states through the ICAOS.
 

communications center division

The center interprets, transmits, and coordinates parole supervision communications and activities it receives through various public safety, online and emergency communication equipment. The center prepares/transmits various board warrants to other law enforcement agencies that have apprehended a parole absconder or arrested a supervised offender on new criminal charges.
 

BUREAU OF TRAINING

The bureau is responsible for providing mandatory and in-service training for all state parole and county probation and parole staff in the commonwealth. This training is intended to develop the skills and competencies needed by probation and parole professionals today.
 

DIVISION OF FIELD TACTICAL TRAINING

The division is responsible for all firearms training and defensive tactics training for state parole personnel throughout the commonwealth, as well as at the Basic Training Academy. This division also trains defensive tactics for county personnel throughout the commonwealth and firearms training is provided upon request to county probation offices.
 

DIVISION OF BASIC TRAINING ACADEMY (BTA)

The division provides at least three basic trainings per fiscal year. This academy is one of the only probation and parole academies in the country. The academy is for both state and county personnel.
 

FIELD OFFICES

WESTERN FIELD REGION

The western region provides parole supervision services to offenders residing in the counties of Allegheny, Beaver, Bedford, Blair, Butler, Cambria, Cameron, Clarion, Clearfield, Crawford, Elk, Erie, Fayette, Forest, Fulton, Greene, Huntingdon, Indiana, Jefferson, Lawrence, McKean, Mercer, Mifflin, Somerset, Venango, Warren, Westmoreland and Washington.
 

CENTRAL FIELD REGION

The central region provides parole supervision services to offenders residing in the counties of Adams, Berks, Bradford, Bucks, Carbon, Centre, Clinton, Columbia, Cumberland, Dauphin, Franklin, Juniata, Lackawanna, Lancaster, Lebanon, Lehigh, Luzerne, Lycoming, Monroe, Montour, Northampton, Northumberland, Perry, Pike, Potter, Schuylkill, Snyder, Sullivan, Susquehanna, Tioga, Union, Wayne, Wyoming and York.
 

EASTERN FIELD REGION

The eastern region provides parole supervision services to the counties of Chester, Delaware, Montgomery and Philadelphia.
 

Office of Reentry and Quality Assurance

This office handles all institutional functions of the agency and is responsible for the board’s mandate to assist in the improvement of adult probation services in the commonwealth. This office also provides instructions and assistance to inmates in preparation for the parole release process by completing a comprehensive packet of parole interview information. Additionally, this office also conducts investigations for and makes recommendations to the Pennsylvania Board of Pardons and oversees agency accreditation processes.
 

BUREAU OF OFFENDER REENTRY coordination

The bureau enhances public safety by reducing offender’s recidivism through plans of services and supervision, developed through the deployment of evidence based practices aimed at reducing offender risk and state/local collaborations. These practices are designed and implemented in such a way that gives offenders a greater opportunity to be successful upon their return to communities, thus protecting the public and reducing victimization. Supervision planning incorporates a comprehensive program that addresses many aspects of the offender’s life, to include: health, mental health, job skills, education, substance abuse, etc. It is also designed to assist in holding offenders accountable and maintain levels of personal responsibility, with the ultimate goal of reducing recidivism and thus reducing victimization.
 

DIVISION OF TRANSITION services AND STAFF LIAISON

The division provides managerial support for functions completed by board institutional staff with a focus on expanding the use of evidence-based practices in the case preparation and release process to facilitate enhanced offender reentry processes. In addition to providing this support, the managers in this division directly supervise specialized institutional agents known as reentry parole agents (RPA). RPA are stationed in institutions with transitional housing units and/or veteran services units. They focus solely on delivery of interventions and activities that reduce risk of future reoffending and assist in a seamless return to the community. Some of the projects in which this division are currently involved include:
 

DIVISION OF SPECIALIZED services AND community outreach

The division provide reentry planning to offenders who possess special needs. The board recognizes that certain offenders face additional challenges to successful community reintegration under parole supervision. Offenders with mental health needs, those with medical problems, and elderly or physically disabled parolees and probationers are examples of those who require additional case management to ensure continuity of care. The division provides guidance regarding appropriate supervision strategies for special need offenders and assist with the development of specialized caseloads to supervise these populations. In addition, parole managers from this division supervise specialized agents across the state in each district office called assessment, sanctioning, community resource agents (ASCRA). ASCRA provide the specific cognitive interventions to offender populations in field settings as well as other offender groups (violence prevention, employment, etc.) as appropriate.
 

BUREAU OF PROBATION SERVICES

The bureau provides grant-in-aid funds to counties for adult probation staff for pre-sentence investigations and improved probation supervision and programs, establishes uniform statewide adult probation standards, and provides technical assistance and in-service training to county adult probation staff. A statutorily mandated Advisory Committee on Probation provides advice to the Board in its work of improving adult probation services.
 
Individual county probation services are identified under County Probation Services.
 

BUREAU OF STANDARDS AND ACCREDITATION

This bureau directs the statewide administration of the Board accreditation program to ensure compliance and make recommendations regarding the development or modification of the Board’s American Correctional Association (ACA) process. The bureau is responsible for the review and investigation of clemency applications received from the Board of Pardons. It also serves as liaison with the secretary of the Board of Pardons regarding changes in operation requirements and reporting formats. The bureau is responsible for the management and conduct of annual field and institutional staff inspections to ensure compliance with statutes, ACA standards and Board policies and procedures. It is responsible for the:
• Review and investigation of all pre-sentence investigations requested by the Court of Common Pleas. Administration of the board’s Prison Rape Elimination Act

• Conduct of all Department of Corrections (DOC) Bureau of Community Corrections (BCC) community correction centers and contract facility joint audits, ensuring compliance with all applicable DOC and Board policy and procedures

• Conduct of all DOC Bureau of Treatment Services of contracted county jails joint audits, ensuring compliance with all applicable DOC and board policy and procedures

• Timely processing of all delinquency requests submitted by board staff, ensuring compliance with CLEAN/NCIC policy and procedures.
 

OFFICE OF BOARD SECRETARY

The Office of Board Secretary (OBS) functions to attest to acts of the board and affix the official seal of the board to certificates of the chairman. The office is the official custodian of all active records for state parole offenders. The OBS oversees the production of all board decisions to grant, deny or revoke parole.
 

DIVISION OF CASE MANAGEMENT

This division is responsible for the board’s records from creation and maintenance to the archiving of the files upon closure. Staff is responsible for the shipment of the docket to institutions each month and, upon a file’s return to central office, is responsible for the processing of the files through the distribution of board decisions. The division responds to written and telephone inquiries about parole decisions and the policies and procedures of the board.
 

DIVISION OF CASE ANALYSIS

This division is responsible for data entry of all board decisions regarding inmates eligible for parole/re-parole consideration. Technicians in this area are also responsible for time calculations and data entry for violators. Chairperson certifications for violent offenders are forwarded to the division from field staff for processing, and then forwarded for chairperson’s signature.
 

DIVISION OF CASE IMPLEMENTATION AND RESOLUTION

This division is responsible for implementation of new case processing procedures. It acts as a liaison between the board and the state Department of Corrections at the Joint Resolution Committee meetings where issues are discussed with regards to case decisions. This division monitors offenders in the Witness Protection Program and the ICAOS as well as prepares their cases for parole interview.