CCRC is a residential facility that houses many students in a dormitory setting. This chapter establishes policies and procedures governing the Residential Program.
Assaultive Offense—a criminal offense that, by its nature, involves the intentional use or threat of physical force against another person.
CCRC Incident Management Team (IMT) – a group of DARS employees including the CLT, Legal, CCRC risk manager, and additional participants as needed to respond to a CCRC specific incident.
Common Area—The parts of the building that include the hallways, public restrooms, lounge areas, laundry facilities, and recreation rooms.
Day Student—a student who does not reside in the CCRC residence hall, remaining in his or her home or in a hotel during training.
Family Members—relatives of students, including only adult parents, spouses, grandparents, children, or legal guardians.
HHS-4740 Security Incident Report—a form used to report incidents in accordance with DARS and HHS Enterprise requirements.
Manager of Client Life Services—a member of the CLT who manages residential services.
Minors—persons under the age of 18 years.
Residence Hall—the area of CCRC used to house CCRC residents for overnight accommodations. Located on the north side of CCRC, it includes the individual residential rooms, common areas, and several classrooms.
Residential Student—a student assigned to overnight accommodations at the CCRC Residence Hall while receiving services at CCRC.
Residential Room—a room shared by two students for overnight sleeping accommodations.
The CCRC residence hall is a dormitory setting, with individual rooms that house two students. During training periods, approximately 55 students receive services at CCRC. The residence hall is the property of the State of Texas, and, therefore, no privacy may be assumed by any student. Each student, except as otherwise stated below, is assigned a residential room with a roommate and provided a key access card. When assigning roommates, the CCRC staff complies with the following requirements:
- Minors are not qualified to be residential students of CCRC. However, they may participate in an overnight tour of CCRC but must be supervised at all times by their parent or legal guardian.
- No minors are allowed to spend the night as visitors, even if their parent is a current student.
Each room has a bed, chest of drawers, desk, and nightstand for each person, as well as a connected bathroom, two closets, two sinks, and two medicine cabinets. Each room has an intercom system that lets a student communicate with residential office staff. Common areas are for socializing and interacting; behavior is required to be appropriate to a public area. Staff members must monitor students in the residence hall to ensure compliance with these requirements.
Only adult family members, as defined in this manual, may stay overnight at the residence hall, with prior written approval from the manager of Client Life Services or the designee. They must receive approval at least 48 hours before their requested arrival date at CCRC. Adult family members cannot spend the night in a room where there is a roommate. The maximum stay allowed is two nights, and these family members must abide by the policies and procedures of CCRC and DARS.
Designated Admissions staff members
- run a Criminal Background Check (CBC) on consumers who have applied to attend training;
- follow the policy in this section to assign roommates to mitigate risk; and
- consult with DARS Legal Services, as appropriate.
CCRC residential rooms are available for students who participate in CCRC training programs. However, in some instances, a student will not be permitted to be a residential student and can participate in training programs only as a day student. These restrictions include when the student has
- a probation or parole requirement that precludes residing in close proximity with other people,
- been convicted of a sexual offense, or
- been convicted of the specific charge of an assault.
Designated Admissions staff members and the CLT
- review the CBC information of consumers who have applied for residency in the residence hall;
- follow policy in this section to approve or deny residency requests; and
- consult with the center director, CCRC risk manager, and DARS Legal Services, as appropriate.
The center director has the exclusive authority to approve or deny waivers of any applicable restrictions barring residency at the residence hall.
Admissions Staff Members
Designated Admissions staff members must
- run a CBC for consumers who have applied to attend training;
- evaluate a consumer's CBC information to determine acceptance into CCRC;
- before a consumer's acceptance into CCRC, notify the CLT and the CCRC risk manager if the consumer has a criminal history; and
- give the prospective student, before his or her arrival at CCRC, a copy of the CCRC Student Handbook and other materials that outline student behavior expectations.
Counseling Staff Members
Counseling staff members must
- review with students the expectations for the residential rooms, and
- provide support in resolving minor problems or conflicts between roommates.
Residential Staff Members
Residential staff members must
- determine appropriate roommate options for students,
- notify the CCRC Counseling staff if a roommate conflict arises,
- enforce restrictions of residential halls and rooms, and
- respond to students when called over the room intercom.
Center Leadership Team
CLT members must
- help evaluate consumers' CBC information to determine acceptance into CCRC,
- enforce rules of the residence hall and roommate assignments and resolve conflicts,
- report to the CCRC risk manager and CCRC director any criminal history of consumers that involves a felony or an assaultive offense, and
- evaluate and approve or deny requests for overnight visits and provide prior notice to the person(s) requesting the overnight accommodations.
The risk manager helps to evaluate a consumer's CBC information to determine actions to take to mitigate risk to other students.
Staff members use the following procedure to assign an appropriate room and roommate to ensure student safety:
- The manager of Client Life Services, residential supervisor, or designee follows the policy in this chapter in assigning roommates.
- Admissions staff members and the CLT review criminal history of consumers applying for training and follow the policy in this chapter to assign roommates and mitigate risk to other students.
- CLT seeks legal consultation regarding consumer criminal history and risk to other students.
- Residential staff members inform new students about residence hall rules.
- Staff members notify CLT if they witness, or if a student or other individual reports to them, an alleged violation of standards of conduct.
- The manager of Client Life Services or designee reviews requests for overnight visitors and evaluates student, visitor, and roommate circumstances to approve or deny requests.
DARS is not responsible for the personal belongings of staff members, students, or visitors in the facility.
If any item of value is reported as stolen, staff members instruct the owner of the item to contact the Austin Police Department (APD) at 3-1-1 or (512) 974-2000.
The student is responsible for items brought into CCRC. Upon check-in, the student must provide an inventory of any belongings brought into CCRC that includes the brand, description, and serial number of electronic devices and items of monetary value. If an inventory is provided, the counselor must secure it in the student's file, where it can be accessed if a police report is filed.
On the student's last day as a resident, CCRC instructs the student to
- return any items borrowed from CCRC;
- return the key or access card;
- return any training devices; and
- notify the post office through a change of address card.
CCRC encourages students to reclaim any belongings left behind after they leave the training program. Any items left at CCRC are donated or discarded after 30 days. Mail received 15 working days after a consumer has left the center is returned to the sender.
Staff members must
- offer to assist the student with the inventory at check-in and checkout,
- offer to assist the student in documenting serial numbers of any electronic devices and items of monetary value brought into CCRC,
- offer to assist the student in filing a report to APD if an item is presumed stolen,
- notify the CLT and assigned counselor to determine appropriate actions if an item is presumed stolen, and
- complete and route the HHS-4740 Security Incident Report to report the incident.
Center Leadership Team
CLT members review all HHS-4740 Security Incident Reports, as well as any police report and findings, and make recommendations on appropriate actions to the center director.
The center director reviews all HHS-4740 Security Incident Reports, as well as any police reports and findings, to determine if a student has stolen someone's personal belongings and should be dismissed from the training program. The center director ensures that the HHS-4740 Security Incident Report is completed and routed.
Staff members use the following procedure to assist a student in safeguarding his or her personal belongings while residing at the residence hall:
- When a student checks into the residence hall, he or she provides an inventory list of serial numbers for electronic devices and items of monetary value. The assigned counselor keeps this inventory list in the student's file.
- If an item is missing and presumed stolen, staff members instruct the owner that he or she can call the APD at 3-1-1 or (512) 974-2000 to investigate the alleged theft of property and file a report.
- Staff members notify the CLT and assigned counselor if an item is presumed stolen and the owner has filed a report with APD.
- Within 24 hours, staff members complete an HHS-4740 Security Incident Report and forward it by email to the CCRC distribution list.
- CLT members review and forward the report to the center director.
- The Center director or designee reviews the report and forwards it by email to
- HHS Enterprise Risk Management,
- the DARS Incident Report mailbox, and
- DBS assistant commissioner.
- IMT members review all findings, including any police report, to make recommendations for an appropriate response.
- The center director determines if the reported incident and police response are grounds for student dismissal from the CCRC residence hall, training program, or both.
DARS ensures that CCRC is a safe learning environment. Certain items are prohibited on state property, which includes the CCRC building (including residential rooms), surrounding premises, and all state-owned vehicles. Prohibited items include
- alcohol (regardless of the age of the student);
- drugs prescribed to a person other than the student, visitor, or employee;
- illegal drugs or inhalants, including synthetic marijuana (K-2 cigarettes);
- weapons of any type, even if the person has a concealed handgun license;
- animals other than guide dogs; and
Smoking or using other tobacco products is prohibited inside CCRC and all state buildings. Smoking is allowed on the “designated smoking patio” of CCRC for residents/consumers participating in CCRC programming and their family members.
Smoking or tobacco products include the following:
- smoking tobacco,
- chewing tobacco,
- any article or product made of tobacco, and
Staff members must
- know the items prohibited under this policy,
- ensure that students and visitors understand what items are prohibited on CCRC grounds and surrounding state property, and
- report to the CLT immediately if a student or visitor is suspected of possessing a prohibited item.
Center Leadership Team
- respond to a report from the staff of an employee, student, or visitor possessing a prohibited item, and
- determine if a room search is warranted.
Staff members use the following procedures regarding prohibited items to ensure safety at the CCRC for all persons:
- Staff members educate students on CCRC policies and provide the list of items prohibited at CCRC.
- Staff members notify the CLT if a student reports, or a staff member witnesses, a student or other individual with prohibited items.
- The CLT, with input from Counseling staff members, determine if a room search is warranted.