Technology in Corrections Can Be a Game Changer: Here is How to Adopt it Safely

When I was the education director at the Wisconsin Department of Corrections, we made the decision to allow our students to use technology such as laptops and internet-based software to complete their college coursework. We initially allowed students to download their assignments to a flash drive for permanent storage. When a security issue arose, we had a choice: revoke all students' access to technology, or simply change how we were doing things.

We chose the latter because we had already anticipated that there could be security issues. We had been honest about the risks upfront, responded as partners in the security environment to mitigate the risk, and moved forward together.

This is just one example of some of the lessons I learned in my six years in corrections education.

In the ever-evolving landscape of corrections programming, integrating technology can enhance outcomes for people who are incarcerated and prepare them for success in today's world of work. However, getting approval for the equipment necessary to operate high-quality technology to assist in correctional programs presents numerous challenges.

While every program and facility is different and no one process brings all the necessary technology to incarcerated people in correctional facilities, there are best practices for engaging stakeholders and gaining buy-in to get approval and implement the technology and equipment needed to transform programs for this population of people.

Start with Why

As you are considering the potential to add or enhance technology access within your system, you need to ask why you are doing this. Generally, it is beneficial in an era of budget restrictions, staffing shortages, and enhancing the quality of programming available to the population. However, it is very easy to fall into a specific provider's pitch without consideration for what you want to create. If you are interested in adopting some kind of device because anything is better than nothing at all, that is a vastly different conversation than if you want a full asynchronous/independent high-quality program that allows you to track progress and measure outcomes. When starting, think carefully about how the experience will work for users and those who are administering the programs. What does that look like, feel like, and sound like? There are always going to be barriers to this vision. The remainder of this article serves to provide a general roadmap of navigating the most typical of those. A good example is the difference between what people understand as "tablet" providers and other technology devices such as laptops or personal computers which may serve a different function.

Be Specific and Empower Stakeholders

Clearly articulating how your requested technology will serve your program's goals and support learning outcomes will go a long way toward empowering your partnering organizations to effectively communicate to decision-makers.

If you only offer access to tech-enabled programs in a program area in the correctional facility, you have different options than if you provide in-cell or day room access. Each environment changes how you might use technology. For example, if you want to offer one-on-one virtual video access to instructors, tutors, etc., you must consider a device. Cameras, microphones, and speakers have different and obvious use parameters in a cell or day room versus in a program space.

To kick-start the process, provide your stakeholders with a detailed plan outlining the specific needs and compelling reasons behind each request. A good way to approach this task is to consider: what do we want participants to know, understand, and be able to do? How will the proposed technology solutions support these learning outcomes and goals? When outlining specific goals and benefits, align them with the mission of the agency.

Be wary of the natural tendency to see what others have and decide you like and want that without first doing due diligence. For instance, many corrections departments seek new or additional options for a learning management system (LMS) but selecting the right fit requires several steps. First, administrators must decide where participants will need to access different devices (such as in education spaces, in housing unit day rooms, or inside their cells). Depending upon the answer, they must then identify the resources needed to deliver the LMS, including network resources (such as Wi-Fi or hard-wired only), devices and hardware (including where they will need to be located, installed, or stored), and the software allowing instructors to build and deliver course content and let participants access the tools and features required to complete course activities and assignments successfully.

The availability of more advanced tools often included in an LMS depends upon operational and security considerations (such as the ability to provide live video options on the platform or support for student-to-student communication within the platform). And an LMS that works in one location may not be a good fit somewhere else.

In my experience, administrators armed with precise information can articulate the value of proposed technology, making it easier for other subject matter leaders to see the potential impact on individuals' progress and rehabilitation during incarceration. You don't need to be a tech expert to make these decisions, but you will benefit from engaging experts from the community-based or corrections tech department as thought partners and ensuring a full and complete understanding of what participants need to be able to do.

Address Security Concerns Proactively

Security is a top priority within correctional facilities. Therefore, adopting a proactive to addressing security concerns is essential.

Security staff working within each corrections agency will have their own view of security and risk. You should understand the concerns of these security partners before selecting a technology plan or solution.

Start by reviewing each item in your detailed plan through the lens of those partners, anticipating concerns they may raise. Then be prepared to speak to those concerns and emphasize the enhanced security features of the proposed technology compared to traditional methods. For example, there are ways to do things using paper and pencil with traditional mail that can be very intensive for staff and lead to lower participation that might be enhanced using technology-assisted methods.

Engage with corrections personnel in other systems who have supported or approved similar initiatives to gather insight and advice. Completing the first will not only validate and strengthen your proposal but also help build a network of support within the corrections community.

Remember, there is still always risk, so rather than trying to dismiss the risk, focus on anticipating where challenges or issues could arise and how you will respond when they do.

How to Talk Tech

Specific technology components to consider can be hard to understand. It is important to have a basic knowledge of a technology ecosystem and its potential risks. Please note that the information below is extremely basic and provided for contextual knowledge about components and their risk. It is imperative that you work with internal stakeholders and other experts to provide a more comprehensive view and the nuances of your systems.

• Network: A network is when one or more devices work to achieve a task. A simple network is a phone and earbuds on Bluetooth. A more complicated network might be a wide area (across a state for instance) performing multiple tasks. It is imperative to make sure that networks used for staff purposes are separated from those used for incarcerated people due to the sensitivity of the materials that are available on a staff network.
• Operating System (OS): An OS is what makes the computer run. Different IT departments tend to learn how to manage settings for a secure service. Some software is only compatible with certain OS's (example: Facetime only works on iOS). If not configured properly, an OS can make the computer accessible to change settings. Conversely, locations need to think about what software they want to access for users to ensure they are compatible with the chosen OS.
• Servers: A server is a computer that has a specific task. An email server, for instance, runs an email account. The core question here relates to whether a department will run its own server-based products or use a managed server. Most managed services exist outside of the department, which creates a layer of risk.
• Software: Most software exists on "the cloud." Software is coded programming that performs a function. Obviously, pure cloud-hosted software poses the greatest risk, while software that is downloaded to a specific device and only runs on that device poses less risk. The challenge here is that software always needs to be updated and when it is hosted on a device, IT will typically need to touch each computer (unless they can push through a network service).
• Data Security: All information on a computer, network, software, website, or anything else that creates data. If the facility owns the components, it inherits a requirement that it will protect data that is protected. This can be very complicated, but one example provides perspective: when we had people housed in a named treatment facility, the name of the facility tied to the person in a program revealed medically protected information when we put that person into a system/database. You must ensure that all data created is protected, conforms to laws, regulations, and policies, that you have systems in place to mitigate hack attempts, and that you have a records disposition authorization for how all data will be controlled and destroyed.
• Devices: Technology devices span a wide range of products. From handheld devices, tablets, laptops, printers, and PCs; there are a ton of choices. Primary risk is related to who will use the device, where they will have access, and how the device uses will be monitored or reviewed.

Speak Clearly and Tailor Your Points to Your Audience

As demonstrated above, regular, clear communication between partners plays an essential role in the success of these efforts. For instance, you will want to be prepared to discuss the security features of the proposed technology in clear, understandable terms. Many corrections personnel are not IT experts, so you must convey information in a way that resonates with a broader audience.

I often find analogies helpful in these conversations. For instance, when we talked about extending technology to some of our rural corrections sites, we must consider bandwidth. We also need to convey the need to prioritize certain computer systems (such as security and health). When articulating the challenges of extending bandwidth to and throughout correctional facilities to others, I often use the analogy of a highway. I suggest my audience imagine that the capacity of a typical bandwidth pipe is equivalent to a 12-lane highway, but it tightens to a four-lane highway when it reaches the wall of the facility. In some cases, the highway gets even narrower as it winds through the institution and may even be reduced to a one-lane dirt road. If that road needs to make sure medical records get through first, there may be a limit on what is left for all the other traffic. This analogy helps the audience better understand the specific challenges we face in rural correctional environments.

Ultimately, everyone can and should find their own way to understand and communicate the needs and challenges of any given technology solution to achieve better understanding and collective problem-solving among stakeholders. For technical discussions, lean on colleagues or corrections IT experts for support in facilitating these conversations.

Consider the Logistics of Implementation

You should plan for the involvement of the IT teams who will ultimately configure devices and accessories and ensure compatibility. Coordinate with the facility's buildings and grounds team to ensure infrastructure readiness, including electrical work and cabling.

In each of these logistical areas, patience is a virtue, as the more you pre-plan, the easier it will be to implement technological solutions that work. By proactively addressing these logistical considerations in advance, you set the stage for a much more seamless implementation process.

Understanding Licensing Procedures

Navigating the complexities of licensing is yet another critical step in the implementation process. Determine which partner will obtain the necessary licenses, how they will be registered, and who will deploy them within the corrections facility. Investigate the possibility of using the partners' existing site licenses for participants who are incarcerated.

This can present unique challenges. For example, almost every educational program partner has an institutional license for a word processing system. The college receives the software license and can send the license code key to students. Often, these utilities work differently in corrections as individual students don't have an email address and cannot download software from the internet. There must be a specialized path to test software and grant users access.

Manage Expectations for Adding New Tech Vendors

Finally, set realistic expectations when making the case to introduce new technology solutions and/or new vendors. The approval process for a technology vendor can be especially time-consuming. Clearly communicate this timeline to all stakeholders involved to manage expectations and encourage a more patient and cooperative approach to the new technology's implementation.

Conclusion

Gaining approval for program technology that can support quality programs in correctional facilities requires a strategic and collaborative approach. This is increasingly becoming the norm as the expansion of Pell grants takes on new meaning and staffing levels create the need to expand services. By being specific and proactive and using your community's expertise, you can build a compelling case for the integration of technology in corrections programs. Speaking knowledgeably, considering logistics, understanding licensing procedures, and managing expectations will contribute to a successful approval process.

Every small step to enhance technology integration translates into full strides in increasing the quality of these programs, better-preparing folks for post-release success in our technology-centric society, and paving pathways to quality jobs and better lives after release. While no two systems are identical, these general recommendations can help you get started.

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Ben Jones is the former Education Director for Wisconsin DOC. He currently serves as an account executive for CareerSafe and an independent consultant to expand technology capacity for correctional programs. For more information, eh can be contacted at ben.jones@careersafeonline.com