Communication Agreements

Guiding Principles

• Discussion based joint case-planning
• Open, consistent communication
• Foster and preserve positive relationships

Check out our Communication Agreements Brochure.pdf

Directory & Contact Information: so everyone knows who to call

• JPD will post a Probation Services Directory on its website and share it with the Juvenile Justice Providers Association (JJPA) and the Department of Children, Youth, and their Family (DCYF). Staff changes will be communicated within one week and the website directory will be updated regularly.
• Community-Based Organizations (CBOs) will send their Organization Directory annually, and within one month of staff or contact information changes, to the JPD Community Development Specialist to be disseminated to Probation Services.

Vacations & Leave: so kids and families are always covered

• Deputy Probation Officers (DPOs) and JPD social workers will communicate any planned vacations/leave to CBO staff with designated person to contact in their absence, and CBO staff will communicate any planned vacations/leave to the case-carrying DPO/social worker.
• DPOs and JPD social workers will have out of office replies including Supervisor contact information.
• CBO staff will have out of office replies including who is covering in their absence.

Communications about Young People: so everyone is on the same page and young people are consistently supported by all adults

• When a DPO, CBO staff, and anyone else working with the young person come together in discussion-based, collaborative partnership to create a case plan they will:
  • Set shared expectations around communication (frequency, method, etc.) 
    • Make sure all court expectations for frequency of contact are incorporated. 
  • Discuss case plan which should result in a set of "to-dos" for each team member
    • Include all court requirements and accept that team members may not always agree.
    • Communicate services that the young person is already connected to.
• Any agency working with the young person will have parent/guardian sign Release of Information prior to collaborative case planning.
• Any additional referrals made by DPO, CBO staff, defense counsel, prosecutor, or any other involved agency will be communicated to all those working with the young person.
• DPO, CBO staff, and anyone else working with the young person will communicate according to agreements set in initial meeting; and provide updates as necessary to support the young person and their family.
• If issues and concerns about a young person arise, these will be communicated between DPO and CBO staff. Positive progress will also be communicated.

Reporting: so that the court is fully informed of each young person's status and growth

• Expectations for reporting will be discussed in initial communication and case planning meeting.
  • CBO reports sent to DPOs five business days before the next court date, unless otherwise required by the court.
• Reports from CBO staff to DPOs will include strengths, challenges, young person & family engagement, and any other appropriate status updates.
  • DPO will attach full CBO report to court report for submission.

Training & Shared Learning Spaces: so we can learn and grow together

• Create joint training committee for quarterly training and relationship-building events – consisting of JPD and CBO staff at various sites across the City.
• CBO staff will have opportunity to take Probation 101 from JPD staff.
• JPD will invite CBOs to present their program at All-Staffs, Supervisor, and Unit meetings.
• CBOs will invite JPD to on-site visits and presentations.
• JPD policy changes and updates to be shared at JJPA and DCYF Justice Services Providers meetings.

For more information please contact JPD Community Development Specialist Adrian Garcia, adrian.garcia@sfgov.org