From 20:00 to 06:00, correctional officers may be conducting anywhere from 20 to 100+ checks, depending on the number of inmates under their supervision, what special statuses are involved, and what policies the facility has. While observation checks during sleeping hours might seem unnecessary and redundant, that couldn’t be further from the truth.
The entire purpose of conducting checks is to observe inmate behavior and ensure they are alive, safe, and accounted for — there is no exception to conducting these checks, no matter the time of day. In fact, some would argue that conducting checks during sleeping hours is the most important time to perform rounds, as inmates may be more likely to participate in misconduct when the lights are off.
Whether overseeing juveniles or high-risk adults, conducting observation checks and documenting inmate actions throughout the night can quickly become repetitive. However, the consistency and discipline required to adequately log inmate activities and behaviors can be the key to preventing serious incidents and potential lawsuits, such as an inmate disappearing in the middle of the night.
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An observation check is ultimately a security round where an officer documents exactly what they observe the inmate doing and confirms a clear sign of life. While agencies can require officers to conduct observation checks on a variety of inmate populations for various reasons, they are most often mandated for high-risk inmates—those with behavioral issues, medical concerns, on suicidal watch, or have a history of self-harm.
So, how can officers ensure that an observation check is conducted effectively?
First, it’s important to recognize that not all checks are equal in quality. Let’s look at what the documentation of a low-quality observation check may sound like:
While these entries are certainly better than no documentation at all, they lack meaningful detail. They don’t reflect what the officer actually observed.
Now, let’s look at what the documentation of a high-quality observation check can include. An effective observation should answer questions such as:
Here are examples of well-documented observations:
Notice the difference between how a low-quality observation check is documented versus a high-quality observation check?
The examples of a high-quality check provide much more insight—the officer not only records the inmate’s physical position but also a clear sign of life. The officer also captures a rare moment of an inmate awake when most are asleep, and documents their mental state and cause of distress.
That’s a big step up from just writing “All OK.”
Just as officers are required to perform checks during the day, they must also complete routine rounds throughout inmate sleeping hours. With Command Cloud, administrators can create precise schedules to ensure these checks occur at specific times, day or night.
Round schedules can be configured in Mission Command, GUARDIAN RFID’s native cloud application that works seamlessly with Mobile Command XR, the mobile inmate tracking system. Together, they deliver a unified, real-time operating picture that keeps all staff informed of activity throughout the facility.
System administrators, or those with the correct permissions, can create and manage round schedules using the “Manage Compliance Monitor” feature within Mission Command. By navigating to “Create Compliance Schedule,” they can:
Once a schedule is created, it automatically syncs with the Mobile Compliance Monitor (MCM) inside of Mobile Command XR, which is housed on the SPARTAN. MCM uses digital countdown timers and alerts to notify officers when a check is approaching, overdue, and has been completed, helping maximize situational awareness.
Example of MCM
It’s important to note that MCM does not assign specific check times like a task reminder. Instead, it defines a timeframe within which observation checks must be completed.
While MCM operates within Mobile Command XR, there is also a non-mobile version called Compliance Monitor, which is part of Command Cloud’s Mission Command.
Example of Compliance Monitor in Mission Command
Both the Compliance Monitor in Mission Command and the Mobile Compliance Monitor (MCM) on officer devices are patented features of Command Cloud. They dynamically update expectations for future checks based on the last logged check time and the maximum allowed interval.
For example, if your facility requires checks to occur no more than every 15 minutes, and an officer logs a check at 20:14, the system will expect the next check to be logged by 20:29. That doesn’t mean the next check must occur exactly at 20:29 – it simply means the check must not exceed that time window.
So, how can observation checks be enforced? And what ensures they’re consistently completed on time?
If observation checks are required during sleeping hours, officers can incorporate them into their rounds. In Command Cloud, each location of a facility that should have rounds conducted can be customized to require an observation check. To set this up, system administrators can log into Mission Command, go to “Manage Locations,” select the desired location name, edit its settings, and enable the observation check requirement.
Once this setting is enabled, every time an officer scans that specific location’s Hard Tag, they are automatically directed to the Observation Checks module in Mobile Command XR. From there, officers can confirm the correct inmate name is selected and use WordBlocks to quickly document the officer’s observations, including the inmate’s signs of life, activity, and behavior.
Example of WordBlocks within Observation Checks in Mobile Command XR
If no suitable WordBlock is available, officers can record a custom observation check using the SPARTAN’s talk-to-text feature or by manually typing it out in detail. This feature can be seen in the image below.
By using both Command Cloud’s MCM and the Observation Checks module, officers can capture more detailed insights into inmate behavior with greater efficiency. These tools help ensure checks are completed on time, in the right locations, and for the correct inmates. These processes not only push for officer accountability but also reduce the risk of missed checks, strengthening overall compliance and defensibility.
Observation checks during sleeping hours are a critical layer of ensuring inmate safety, facility compliance, and staff risk mitigation. While the monotonous routine of overnight rounds can feel unproductive, the consequences of missed or poorly documented checks can be detrimental.
By leveraging Command Cloud’s MCM and the Observations Checks module to set clear round schedules, customize location settings, and always be informed about what’s happening in the facility in real-time, correctional staff are empowered to ensure high-quality documentation and accountability throughout every shift. When observation checks are conducted with consistency and precision, your inmate population stays safer, your records stay stronger, and your staff stays informed — day or night.