TDCJ-CJAD Data Manual - Texas Department of Criminal Justice

Ad Hoc SurveysPurposeAt various times requests come to the CJAD Research & Evaluation Unit from various entities(e.g. Legislature, Governor’s Office, TDCJ, and others) on a variety of issues relating tocommunity supervision that requires data from the field that is not collected on a routine basis byCJAD. The assistance of the CSCDs in responding to ad hoc surveys enables CJAD to provideaccurate and complete responses to information requests.When requesting data from CSCDs, the CJAD Research & Evaluation Unit will:• Ensure that the data requested is necessary to answer the question being asked• Ensure that the data requested is not currently available at CJAD• Minimize, as much as possible, the work required on the part of the CSCD• Set reasonable deadlines that gives CSCD staff appropriate time to submitcomplete and accurate informationDeadlinesDeadlines will be set at the time the request for information is communicated to CSCDs.ProceduresAd hoc surveys will typically be emailed to CSCDs and contain the following information:• Purpose of the data being requested• Identification of the specific data that is being requested• Instructions for submitting the data• Deadline for responding to the survey• Contact information for questionsApproximately one week prior to the stated deadline, the Research and Evaluation Unit will senda follow-up email to CSCD directors reminding them of the impending deadline. Departmentswho do not submit data by the deadline will be contacted by CJAD staff.Ad hoc surveys and data requests require participation of all CSCDs unless explicitly stated inthe survey request.Contacts:Each survey will identify a CJAD staff member with the primary responsibility of handling thedistribution and collection of the surveys. Contact information will be provided when the surveyis distributed.- 81 ­