U.S. PROBATION WESTERN DISTRICT OF NORTH CAROLINA

[Virtual Presenter] U S Probation Western District Of North Carolina Workforce Development & Re entry Hello everyone. Thank you for joining us.“ "Today, we’ll cover reentry resources, Second Chance referrals, and coordination processes that support our clients’ transition back into the community." We’re focusing specifically on workforce development and emergency services through Second Chance funding and other community based support systems.".

[Audio] Get approval from suspo via email If a client is being non compliant, please notate that. Send approval email to Chief (or chief’s designee if chief is on leave) and District Procurement Specialist (Michele) for approval. Copy [email protected] on that email. Michele determines if funds are available Chief approves Second Chance Referrals for Transitional or Emergency Services Start with the importance of the process: "Before any Second Chance Funds are used for transitional or emergency support, we need to follow a clear approval process to ensure accountability and proper use of resources." Step 1 – Approval from suspo: "The first step is to get approval from your Supervising U S Probation Officer, or suspo." "This must be done via email—verbal approvals won’t be enough." "Include a brief justification for the request and what the client needs assistance with." Step 2 – Document Non Compliance (if applicable): "If the client is currently non compliant, that must be clearly documented in your email." "We want to be transparent about their supervision status while still considering supportive services when appropriate." Step 3 – Email the Chief and Procurement Specialist: "After suspo approval, send the email to the Chief U S Probation Officer or their designee if the Chief is out of the office." "Also send the email to the District Procurement Specialist—Michele. She handles the financial processing." Step 4 – Copy the Reentry Specialist: "Be sure to copy me, Artie Swinton, on that same email so I can track and coordinate the request appropriately." "This helps avoid delays and ensures I can follow up if needed." Step 5 – Fund Verification: "Once the request is received, Michele will confirm whether there are enough Second Chance funds available to cover the expense." Step 6 – Final Approval from the Chief: "Once funding is confirmed, the Chief gives the final approval to move forward with the purchase or referral." Wrap up Reminder: "Following these steps closely prevents delays and ensures that our clients receive the support they need in a timely, consistent, and fiscally responsible way.".

[Audio] Can the client sustain the services? For example: if we pay one month for rent, and after that one month is up, the client will be homeless, we probably won’t intervene. However, if the client is short on the rent, or if the client needs assistance until he/she gets their first pay check, we may intervene. Check Non compliance Issues of Non compliance doesn’t necessarily mean a “No” Answer For Housing we can cover up to a year (per policy);however, we typically cover three months. Criteria for Second Chance Referrals.

[Audio] Second Chance Referrals Once approvals have been made, Reentry Specialist will make purchase(s) using Second Chance Funds. Second Chance Funds Housing/ Rent We will not provide money for housing/ rental deposits. We will not pay rent to a relative of a client. Utilities Clothing Programs (only if they are not available through community resources in that area and if the district feels the program is beneficial to the success of the client. C-D-L--, Welding, H-V-A-C-, Electrical, et cetera Intro: Role of the Reentry Specialist "Once all necessary approvals are in place, the Reentry Specialist will take the lead in making the actual purchases using Second Chance Funds." "This centralized process ensures accountability, compliance with policy, and proper documentation." Overview of What Second Chance Funds Cover "These funds are intended to remove immediate barriers to successful reentry—things that, if left unaddressed, could lead to setbacks or violations." "We focus on urgent, transitional needs that can't be met through other community or agency resources." 🔑 Eligible Expenses 🏠 Housing/Rent "Funds can be used to help cover rent costs in qualifying situations." Important limitations: "We do not provide money for security or rental deposits." "We do not pay rent to a relative of the client—this is to avoid any potential conflicts of interest or misuse." 💡 Utilities "We can assist with utilities such as power, water, or gas to help stabilize housing situations." "This support helps clients maintain basic living conditions and avoid eviction due to unpaid bills." 👕 Clothing "Clothing purchases are allowed, especially if the client has nothing appropriate for job interviews, work, or daily living." "We prioritize functionality and essential needs—not luxury items." 🛠️ Job Training Programs "We can fund career and vocational programs if they are not otherwise available through community resources." "These must be reviewed on a case by case basis to determine if the training will meaningfully support the client’s reentry success." Examples include: "Commercial Driver’s License (C-D-L--) programs" "Welding certification" "HVAC training" "Electrical courses" "These programs give our clients the tools to secure stable, livable employment—one of the most important parts of long term success." ✅ Wrap up Reminder "Second Chance Funds are limited and must be used strategically." "We want to ensure each dollar spent has a direct impact on a client's ability to stay out of custody and reintegrate successfully." "That’s why coordination, documentation, and thoughtful referrals are essential at every step.".

[Audio] Second Chance Referral Documents Purpose and Role of These Documents: "These forms are critical for any service request made under the Second Chance Act." "They help us justify the use of federal funds by documenting the client’s need, the steps taken to find alternative resources, and the expected outcomes." "They are also a safeguard—to ensure our requests are compliant with policy, tied to client outcomes, and fiscally responsible." Where to Find Them: "You can easily find these documents in Microsoft Word under 'Templates'." "They are listed as the first documents in the template section, so they’re quick to locate whenever you're making a Second Chance referral." What the Forms Include: "The form asks key questions: What service is being requested? Have other free resources been explored? What is the client’s risk level?" "It also asks whether the request meets immediate, court authorized needs and if it aligns with the client’s criminogenic needs—things like employment, housing, or mental health stability." "There is a section for housing requests specifically, which are only funded for three months, so be sure to include a plan for self sufficiency." Who Signs It and Why It Matters: "Both the U S Probation Officer and the Supervising U S Probation Officer must sign the form." "This verifies the legitimacy of the request and confirms that proper steps have been taken." "It also creates a paper trail we can refer back to if needed for auditing or compliance." Timeliness is Critical: "These forms must be completed, signed, and returned to Michele—as soon as possible." "Delays in submitting this paperwork can stall the entire approval process and cause unnecessary hardship for the client." "Please do not sit on these forms. Once completed and signed, send them immediately to Michele and copy the Reentry Specialist." Wrap up Message: "These documents may seem administrative, but they’re the foundation of how we support clients using federal reentry funds." "Following this process ensures accountability, promotes success, and helps us continue to offer these critical resources in the future.".

[Audio] Second Chance Referral Documents "These two forms are a continuation of the Second Chance referral packet and are used specifically to document the approved emergency expense and certify that the client has received or is scheduled to receive the service." "They provide legal and financial accountability under the Second Chance Act, and they must be signed by the client, officer, suspo, and Reentry Specialist." "Timely completion and return to Michele is crucial—delays here can prevent the service from being delivered when it’s most needed.".

[Audio] R-R-C Packet Summary of the R-R-C Packet (Residential Reentry Center Packet) The R-R-C Packet is a comprehensive intake and support planning tool used by U S Probation and the R-R-C to evaluate and prepare clients for successful reentry. It covers critical areas such as: Basic personal information (arrival/release dates, relationships, children, employment) Needs assessments (ID, fines, prior violations, violent history, mental health, substance use) Support systems (family, prosocial relationships, leisure interests) Supervision goals and barriers Relapse prevention planning Health insurance consent and education Civil rights lost/restoration information Mental health and substance abuse release forms P-C-R-A cognitive inventory assessment It gives R-R-C staff, probation officers, and the client a shared understanding of the individual’s risks, needs, goals, and the supports available or lacking. Purpose of the Packet: "This R-R-C Packet is designed to give the Residential Reentry Center a full picture of the client's background, risks, and needs." "It serves as a bridge between prison release and successful community reintegration." What It Covers: "The packet includes personal information, mental health and substance use history, supervision goals, and relapse triggers." "It also captures prosocial supports and leisure interests, which are important for stability and identity building." Why It Matters: "The more complete and honest this packet is, the better the R-R-C staff and probation team can support the client." "It identifies high risk areas, potential resources, and barriers to reentry—all of which feed into case planning." Includes Important Authorizations: "The packet includes signed releases that allow probation officers to communicate with treatment providers and other agencies." "These are essential for coordinating care and ensuring compliance with supervision conditions." Action Plan Component: "There’s also a relapse analysis and 'My Action Plan' section, where clients reflect on past use and identify strategies to stay clean and focused moving forward." Wrap Up: "In short, the R-R-C Packet is both a diagnostic and planning tool. It helps everyone involved—from the client to the court—know what’s needed for a successful second chance.".

[Audio] Public Law Placements and Court Referrals Public Law Placements Is there space at the R-R-C-? The quicker U-S-P-O's can get HC/ HP Investigations completed, the quicker more beds will open and placements can be made. Approximately 90 residents in house and another 45 on home confinement. Plenty of beds for women Requires a 12B Modification Once the 12B is signed, please forward the 12B to [email protected] along with the P-S-R and most recent address, if available. This packet will be forward to the R-R-M in Raleigh for placement; placement times vary depending on bed space. Start with R-R-C Capacity: "Right now, we have around 90 residents at the R-R-C and another 45 on home confinement." "There’s currently plenty of bed space available for women, so let’s take advantage of that availability." Importance of Timely Investigations: "The faster U-S-P-O's complete their Home Confinement (H-C---) and Home Placement (H-P---) investigations, the faster we can move people out and free up beds for new placements." "Timely investigations really help keep the flow moving." What’s Required for Placement: "A 12B Modification is required for public law placements." "Once that 12B is signed, please forward it directly to me—[email protected]—along with the P-S-R and the client’s most recent address, if you have it." What Happens Next: "That packet is then sent to the Residential Reentry Manager (R-R-M--) in Raleigh, who makes the final placement decision." "Placement times vary depending on bed space and the client’s profile, but complete and timely documentation helps speed things up." Close with a Reminder: "Let’s work together to move these placements forward quickly—especially now, while space is available.".

[Audio] Court Referrals If you have a referral from Court, this is a different process. If the U-S-P-O-, A-U-S-A-, and/or Defender’s Office are considering R-R-C Placement from Court, staff this case with the Reentry Specialist to determine if beds are available, prior to making any recommendations to the Court. Different Process from Public Law Placements: "When an R-R-C referral originates from the Court—through the U-S-P-O-, A-U-S-A-, or Defense Counsel—it follows a different process than public law placements." Early Coordination is Key: "Before making any recommendations to the Court regarding R-R-C placement, the case should first be staffed with the Reentry Specialist." "This ensures that we confirm bed availability ahead of time and avoid unnecessary delays or court orders we can’t fulfill." Why It Matters: "We’ve got to make sure we’re not promising placement when there may be a waitlist or limited space." "Having the Reentry Specialist involved early helps us provide the Court with accurate, realistic options." Closing Reminder: "In short—staff the case first, confirm space, and then proceed with recommendations. It saves time, prevents confusion, and keeps expectations aligned.".

[Audio] After the Referral has been staffed: Email the signed Judgement and P-S-R to Reentry Specialist. If the client is in jail custody, Reentry Specialist will send the referral packet to B-O-P in Grand Prairie, TX. If the client is not in jail custody, the Reentry Specialist will send the referral to the R-R-M and R-R-C for approval. *If the sentencing/ ordering judge imposes a date to be released and a number of days…..USPO needs to intervene and strongly suggest one or the other, but Not both! Court Referral Process for R-R-C Submission of Key Documents: "Once the referral has been staffed, the next step is to email the signed Judgment and the Pre Sentence Report (P-S-R--) to the Reentry Specialist." "These documents are essential for processing the referral accurately and quickly." Two Different Paths Depending on Custody Status: "If the client is currently in jail custody, the Reentry Specialist will submit the referral packet to the Bureau of Prisons (B-O-P--) in Grand Prairie, Texas." "If the client is not in custody, the referral goes directly to the Residential Reentry Manager (R-R-M--) and the R-R-C for review and approval." Very Important Sentencing Note: "Here’s a critical reminder for U-S-P-O's during sentencing recommendations: If the judge includes both a specific release date and a number of days in the R-R-C--, we have a problem." "You must intervene and urge the Court to pick one or the other— either a set release date or a specific number of R-R-C days—not both." "Trying to honor both creates placement conflicts, and we want to avoid unnecessary delays or miscommunication." Final Reminder: "Following these steps ensures a smooth transition to R-R-C placement and avoids delays due to missing documents or conflicting court orders.".

[Audio] Court Referral Process for R-R-C *If the sentencing/ ordering judge imposes a date to be released and a number of days…..USPO needs to intervene and strongly suggest one or the other, but Not both! In this case, this defendant was in Tribal Custody for 4 days and that time he spent counts towards his B-O-P Calculations. In court, the did not account for the 4 days, so with the date being 12/19, the B-O-P reached back out to me and stated we needed to get the Court to correct it, which is a doable process, but not one we want to keep doing..

[Audio] N C Department of Health and Human Services Local Management Entities or Managed Care Organizations (LMEs or MCOs) Managed Care Organizations (MCOs) in North Carolina are regional agencies that oversee behavioral health services—including mental health, substance use, and intellectual/developmental disability (I/DD) support—for people on Medicaid or who qualify for state funded care. How M-C-O's Help Clients Returning Home from Prison: Behavioral Health Services Mental health counseling Psychiatric care and medication management Substance abuse treatment (inpatient and outpatient) Housing Support Transitional housing referrals Short term rent assistance (when connected to treatment) Transportation Non emergency medical transportation to treatment or service appointments Case Management Coordination of care for high risk or high need individuals Referrals to community based providers Crisis Services 24/7 mobile crisis units Emergency detox and psychiatric stabilization.

[Audio] LMEs/ M-C-O's work with Medicaid If you have a client that has a Mental Health Diagnoses or I-D-D (Intellectual Developmental Disability), they may be a candidate for Medicaid. Medicaid is for persons between the Ages of 0-65 years. Faster way to get Medicaid is by getting disability. Disability can take some time. However, if you provide the Medical Diagnoses, through records (in other words Treatment assessment, Doctor, B-O-P Records) you can give those records to the LME. The reason it takes so long to get Medicaid is because a lot of people cannot obtain the proper documentation. Medicaid Medicaid is a federal state health insurance program that provides free or low cost healthcare to low income individuals, including many justice involved individuals reentering society. In North Carolina, Medicaid is administered by the NC Department of Health and Human Services (D-H-H-S-) and plays a vital role in supporting clients with disabilities, mental health conditions, and substance use disorders. How Medicaid Assists Clients with Disabilities or Mental Health Issues: Access to Behavioral Health Services Mental health counseling and psychiatric care Substance use disorder treatment (inpatient and outpatient) Crisis intervention and medication management Disability Services Long term care support for those with qualifying physical or developmental disabilities Access to personal care services and in home support Case management and referrals to supportive housing programs Medication Coverage Full coverage for most psychotropic and maintenance medications Includes treatments for depression, schizophrenia, P-T-S-D-, and more Preventive and Primary Care Routine health screenings Chronic disease management Referrals to specialists Hospital & Emergency Services Emergency room visits and behavioral health crisis stabilization Inpatient hospitalization for acute mental health needs Special Note for Justice Involved Clients: Incarcerated individuals typically lose Medicaid coverage while in custody but may be eligible for reinstatement or expedited re enrollment upon release. Officers or case managers can assist clients with pre release applications or referrals to local D-S-S (Department of Social Services) offices. For clients with severe mental illness or disabilities, officers should consider referring them for SSI/SSDI Outreach, Access, and Recovery (S-O-A-R-) assistance to speed up benefit access..

[Audio] North Carolina Map What the Map Shows: "This map outlines the six LME/MCOs—or Local Management Entities/Managed Care Organizations—that operate across North Carolina." "Each colored region shows which M-C-O serves which counties under the Medicaid 1915(b/c) Waiver." Why It Matters: "These M-C-O's are responsible for managing behavioral health, substance use, and developmental disability services for Medicaid and state funded clients." "For clients coming home from prison, these agencies can connect them to mental health treatment, housing support, transportation, and more—depending on their eligibility." Who’s Who: "Alliance Health (light purple): Covers counties like Mecklenburg, Wake, Durham, and Cumberland—major metro areas with high client populations." "Eastpointe (green): Covers southeastern counties including Wayne, Duplin, and Robeson—rural but resourceful regions." "Partners Health Management (blue): Covers much of the western region, including Gaston, Cleveland, and Union counties." "Sandhills Center (orange): Central NC—including Guilford, Randolph, and Anson." "Trillium Health Resources (light green): Eastern NC, including coastal and northeastern counties like Pitt, Craven, and Onslow." "Vaya Health (light blue): Mountain and western counties such as Buncombe, Haywood, and Jackson." How to Use the Map: "Officers can use this map to identify which M-C-O to contact based on a client’s county of residence or release." "Each M-C-O has an Access Line and care coordination staff who can assist with referrals, intake, and service navigation." Final Note: "Knowing who your local M-C-O is—and what they can provide—helps you better serve your clients and connect them to long term care and stability.".

[Audio] Local Management Entities Behavioral Health Providers Mental Health Providers Housing Substance Abuse Non Emergency Medical Transportation Managed Care Organizations in All 100 Counties in NC; they operate and work with providers throughout each county to provide services. They have a ton of money and the provide case management services as well..

[Audio] Alliance Health (Mecklenburg County) "Alliance Health is one of North Carolina’s six Managed Care Organizations (MCOs), responsible for coordinating behavioral health and intellectual/developmental disability (I/DD) services." "They play a major role in supporting clients transitioning home from prison, especially those with mental health, substance use, or disability related needs." Counties Served: "Alliance serves Cumberland, Durham, Johnston, Mecklenburg, Orange, and Wake counties—some of the state’s largest and most populated areas." "If your client is returning to one of these counties, this is the M-C-O to contact." Office Location & Contact: "The main office is located at 5200 Paramount Parkway, Suite 200, Morrisville, NC 27560." "The general contact phone number is 919-651-8401, and the fax number is 919-651-8672." Crisis Line Access: "In urgent situations, you or your client can call the 24/7 Crisis Line at 877-223-4617." "This is especially useful for emergency mental health or substance abuse needs." How Alliance Can Help Returning Citizens: "Alliance can provide or coordinate services such as outpatient therapy, psychiatric medication management, substance use treatment, housing navigation, and transportation support." "They also work closely with local providers and community organizations to build care plans around each client’s needs." Final Reminder: "Early contact with Alliance—before or immediately after release—can help ensure a smoother reentry process and reduce the risk of relapse, crisis, or violation.".

[Audio] Partners Behavioral Health "Partners Health Management is one of the six LME/MCOs in North Carolina, overseeing behavioral health and I/DD services for a large portion of the western Piedmont region." "They work with justice involved individuals, helping to coordinate mental health, substance use treatment, housing assistance, and disability related services." Office Location & Contact Information: "Their main office is located at 901 South New Hope Road, Gastonia, NC 28054." "You can reach them by phone at 704-884-2501, or send a fax to 704-884-2713." 24/7 Crisis Line: "Their Crisis Line is 833-353-2093, available 24 hours a day, 7 days a week." "This is the number to call for urgent mental health, substance abuse, or developmental disability related emergencies." Counties Served: "Partners covers a wide area, including Burke, Cabarrus, Catawba, Cleveland, Davie, Forsyth, Gaston, Iredell, Lincoln, Rutherford, Stanly, Surry, Union, and Yadkin counties." "If your client is returning to any of these counties, Partners is their behavioral health provider network." Services Offered: "Partners helps connect individuals to outpatient mental health counseling, inpatient detox services, medication management, job coaching, transportation, and more—based on eligibility and clinical need." "They also work closely with probation and reentry staff to ensure smooth transitions from custody to community based care." Wrap Up Reminder: "If you're unsure where to start, the Crisis Line is always open, and their main office staff can guide you to the appropriate case managers or care coordinators.".

[Audio] Vaya Health "Vaya Health is the LME/MCO responsible for a large portion of western and north central North Carolina." "They manage Medicaid funded and state funded services for individuals with mental health conditions, substance use disorders, and intellectual or developmental disabilities." Office Location & Contact: "Their administrative office is located at 200 Ridgefield Court, Suite 206, Asheville, NC 28801." "The main contact phone number is 828-225-2785, and the fax line is 828-225-2796." 24/7 Crisis Support: "Vaya operates a 24/7 Crisis Line at 800-849-6127." "This line is critical for clients experiencing psychiatric crises, substance abuse emergencies, or urgent behavioral health needs." Counties Served: "Vaya Health serves an extensive area that includes rural, mountain, and urban counties such as Alamance, Alexander, Alleghany, Ashe, Avery, Buncombe, Caldwell, Caswell, Chatham, Cherokee, Clay, Franklin, Graham, Granville, Haywood, Henderson, Jackson, Macon, Madison, McDowell, Mitchell, Person, Polk, Rowan, Stokes, Swain, Transylvania, Vance, Watauga, Wilkes, and Yancey." "That’s a huge footprint, so if your client is returning to any of these counties, Vaya is the point of contact for services." Key Services Available: "Vaya connects eligible clients to services like outpatient mental health therapy, substance use treatment, detox programs, medication management, housing supports, and transportation for appointments." "They also offer care coordination for high risk individuals, including those with co occurring mental health and substance use issues." Final Tip for Officers: "Make contact with Vaya early, even before release, to coordinate intake and service referrals." "Use the crisis line for emergencies and the main office line for standard care coordination..

[Audio] Mecklenburg County Contact Melissa Zhiss for Medicaid/ Disability Assessments. Melissa will contact the client and schedule an appointment to determine if they are eligible. [email protected] 980-202-1944 704-330-9033 Other counties: North Carolina | soar Works! "For clients who may be eligible for Medicaid or disability benefits, our key contact is Melissa Zhiss with Mecklenburg County DSS." Purpose of the Referral: "Melissa assists with initial assessments to determine eligibility for Medicaid and disability related services." "This is particularly valuable for clients with mental health conditions, physical disabilities, or long term medical needs who may qualify for federal or state funded assistance." How the Process Works: "After you refer a client or provide Melissa with their information, she will contact the client directly." "She’ll schedule an in person or virtual appointment to complete the screening and gather any needed documents." Why This Matters: "Early assessment can help clients get access to vital services like healthcare, psychiatric care, housing programs, and transportation support." "It also lays the groundwork for S-S-I or S-S-D-I applications if the client qualifies for federal disability benefits." Contact Information: "Email: [email protected]" "Direct Phone: 980-202-1944" "Office Line: 704-330-9033" Pro Tip for Officers: "When making a referral, include basic client information and supervision status in your initial outreach." "Encourage the client to answer the call or return it promptly so we don’t miss the opportunity to get them connected to services." Wrap Up Message: "Melissa is a trusted and responsive resource—use her as a frontline support to connect our returning clients to long term care solutions.“ For other counties, please contact visit the NC Soar Works Website..

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