Section 201.40.5. District director.

       40.5(1) The department shall have procedures governing the personnel employed by the judicial district, and a system of fiscal accountability which assures compliance with the requirements of the department of corrections and the Code of Iowa.

       40.5(2) The director shall acquire current copies of the Code of Iowa and supplements thereof, the Iowa Administrative Code, and applicable federal regulations and shall prepare and maintain current a department of correctional services manual which shall include, but not be limited to, the following:

        a.           The written bylaws of the board of directors of the department of correctional services,

        b.           All departmental policies and procedures,

        c.           Written standard operating procedures governing the staff in the provision of services to clients,

        d.           A table of organization reflecting all positions employed within the department of correctional services,

        e.           Job descriptions of all positions employed within the department of correctional services,

        f.            A current pay plan.

       40.5(3) The department shall ensure that an employee manual is readily accessible to all employees and shall include information which provides necessary guidance for the performance of the duties outlined in the employee’s job description, personnel policies and procedures, and employee rights and responsibilities.

        a.           The district department shall have written policies and procedures which ensure that the district complies with the Iowa Division of Labor’s “Right to Know” rules, chapter 140.

        b.           The district department shall enter and maintain information required by the department of corrections statewide database application (ICON). That information will include all details necessary for the department of corrections to generate accurate and timely periodic statistical reports of district department, pretrial release, presentence investigations, field services workloads, residential facility occupancy, and specially funded treatment/monitoring programs. The district department shall devise and implement local policies and procedures to provide adequate training and support of data entry personnel and other end users, regularly audit data entry accuracy and timeliness and correct inaccurate or incomplete information discovered during that auditing process.

       40.5(4) Written procedures shall exist concerning the security, maintenance, accessibility and destruction of case records.

       40.5(5) The director shall ensure that there are written procedures governing the handling and dissemination of client file information, including access by the client, and the confidentiality of client records which comply with applicable state and federal laws.

       40.5(6) The director shall maintain current documentation of inspection reports for all buildings under the director’s purview which shall include when applicable, fire, building and health reports.

       40.5(7) All reports required by the department of corrections shall be prepared and submitted on time in accordance with Iowa Code section 905.7.

       40.5(8) The district department shall establish fiscal procedures in accordance with guidelines established by the department of corrections to ensure that funds generated from programs financed with state moneys or moneys collected by the use of state allocations be identified and expended to offset program costs as described and approved in the state purchase of service contract. All funds received by the district department and their source shall be reported to the department of corrections. All fund balances for the current fiscal year shall be reported by the district departments to the department of corrections on December 31, March 31, and June 30, and for both fiscal years on September 30. Funds so generated shall be expended during the fiscal year in which they are collected. However, such funds not expended during the fiscal year will be utilized by the judicial district department of correctional services to reduce budget requests for the subsequent fiscal year, with the exception of the discretionary funds identified in the following paragraph. All funds shall be applied as budgeted or be utilized as discretionary program funds with the approval of the department of corrections before applying other funds to an expenditure.

Commencing with fiscal year 1987, the district department may apply 50 percent of the growth in local funds earned over the average of the previous two fiscal years to discretionary programs in the following fiscal year with department of corrections approval. Additionally, local funds in excess of 10 percent of the purchase of service contract budget may be applied to discretionary programs by the district department in the following fiscal year with department of corrections approval. The total funds which may be carried over for discretionary purposes and not utilized to reduce the subsequent year’s budget request shall not exceed 1 percent of the district department’s purchase of service contract budget.

       40.5(9) The district director shall administer the community-based corrections personnel classification system established by the district departments and the department of corrections and shall adhere to all salary ranges, policies, and procedures established for the purpose of implementing and maintaining the community-based corrections personnel classification system.

The district director shall administer the collective bargaining contract and adhere to all policies and procedures established by the department of corrections and department of personnel for contract administration.

Employee positions utilized by the district department shall be approved by the district board and the department of corrections through the purchase of service agreement. Any changes in the number and classification of positions authorized in the purchase of service agreement shall be approved by the district board and the department of corrections.

       40.5(10) The district director shall administer preemployment testing to determine the suitability of applicants for corrections positions in district departments of correctional services. Applicants must satisfactorily complete psychological and cognitive testing approved by the department of corrections prior to hire. In addition, a background investigation and criminal records check will be completed on all hires.