KERR COUNTY JUVENILE FACILITY KERR COUNTY Policy & Procedure KERR COUNTY JUVENILE FACILITY KERR COUNTY POLICIES AND PROCEDURES TABLE OF CONTENTS SUBCHAPTER A TJPC §343.1 TCADA §148.101 SUBCHAPTER B Administration and Management Governing Body --- - --__ __- _g TJPC §343.2(a)(b}(c)(i)(2} TCADA §148.501 Duties of Facility Administrator-______________-______________-__________ ______________________ 10 TJPC §343.2(d)(1)(2)(3)(4)(A)(B)(C)(D}(E)(F} Orgaui~tiou Structure------ --- --- ----- 12 TCADA §148.501(b) Policy and Procedure ManuaUEmployee Guidebook------ ------ 15 TCADA §148.502(b)(c) -- Tobacco-Free Facility -- 16 TCADA §148.505(8) Drug-Free Facility - -- -- --- ---17 KCJF Disciplinary Actions Involving Resident Escapes ------- - ----19 TCADA §148.905(a)(8) Facility Dress Code -- ----21 KCJF Public Information and Media Access ----- ---- ----------23 KCJF Inspections------- ------------ - -------- 26 TCADA §148.407 Treatment and Safety Serious Incidents----------------------------------___----------------------- TJPC §343.3(x) TCADA §148.703 Resident Abuse, Neglect, and Ezploitation/Reporting Abuse, Neglect, and TJPC` §343.3(b)(1)(2)(3)(c)(1}(2}(3)(4)(5)(d)(1)(2}(3)(e,) §343.12(j) TCADA §148.703 Data Collection Data Collection--- - TJPC §343.4 Physical Plant Inventory Control---------- --- ----- - --34 KCJF Systems and Safety Plan --------- ---- -36 TJPC §3435(c)(d)(e)(2)(3) TCADA §148.1202 §148.1206 Living Space -------- ----- - - ---39 TJPC §3435(g}(m}(I}(2)(3)(4)(o)(p)(q)(ry(1)(s)(u) §343.45(g)(h}(i) TCADA §148.1201 §343.49(b)(3)(4) TCADA §148.1205 TCADA §148.1207 Furnishings & Hygiene &Time-Out Room------------ --------------------- --------------- -42 TJPC §343.5(h)(i)(j)(k) TCADA §148.1207 §343.46 §343.49(a)(2)(b)(I}(2) Accessibility- ---------------------------------- -------------------------------------45 TJPC §3435(I)(t) TCADA §148.505(a) Security and Control Control of Equipment---------- - ~6 TJPC §343.6(a)(c) TJPC §343.6(b) TCADA §148.708 Perimeter and Control Area Security-- -- ---- --55 TJPC §343.6(d) Resident Supervision and Movement/Confinement --- 57 TJPC §343.6(e) Resident Count- --- --- -59 KCJF Facility Inspections and Permanent Logs- ---- -- 62 KCJF Rules and Discipline Prohibited Sancfions & Resident Responsibilities - ---64 TJPC §343.7 TCADA §148.704 §343.12(b) Food Nutrition and Menus--------- ---------------------------_----------------------68 TJPC §343.8 TCADA §148.1102 Hygiene Bedding, Clothing, and Housekeeping-----------------------------------------------------___72 TJPC §343.9 TCADA §148.1207(j)(k) Health Care Services Medication and Health Care Services--------------------------------------------74 TJPC §343.10(a}(b}(c)(d)(e)(t} TCADA §148.707 §148.1001 §148.1002 §148.1003 §148.1004 Suicidal Youth- --------- - ---- 82 TJPC §343.10(8) Communication Residents' Use of Mait, Telephone, and Visitation -- 88 TJPC §343.11 Residents' Access to the News Media -- -- 92 KCJF Residents' Rights Communication with Legal Representative- -- ---- 94 TJPC §343.t2(a)(c) Residents' Rights within the Facility------------------------------------------------95 TJPC §343.12(b)(d)(e)(f}(i)(j) TCADA §148.705 Residents' Rights for Treatment------------------ --------_________-_____97 TJPC §343.12(8) TCADA §148.701 Volunteers and Interns Volunteers and Interns-- TJPC §343.13 Employment of Certified Juvenile Detention Officers Employment of Certified Juvenile Detention Officers----------------------------------102 TJPC §343.18 TCADA §148.601 §343.16 Certification and Re-certification Certification and Re-certification Requirements for JDO---------- 106 q,Y" _;. . '~' \ ,-0 { ' 3' ~'r.d" . Training for JDO Certification and Re-certification - --109 _ ~ z"= ~ ?? ' ' ° TCADA §148.603 §148.901(j) Code of Ethics Code of Ethics/Standards of Conduct ---- ---------112 TJPC §343.17 TCADA §148.218 :a ;; ~ j 1 ;,. ~ _ - 1 f ~ < ;.p t; . , SUBCHAPTER D Intake, Admission and Release Screening snd Assessment------------------------ ------------------ -118 TJPC §343.48(a)(b)(c)(d)(e)($ TCADA §148.801 §343.46 §148.802 §148.803 §148.804 Supervision Basic Staffing and Supervision ---- ----124 TJPC §343.47 TCADA §148.901(a)(b)(i)(k)(1)(o)(p)(q) Records Facility Records ------ --- --128 TJPC §343.48(a}(b)(2) TCADA §148.508 Resident Records and Information--------------------- ----------------------- 131 TJPC §343.48(b)(2)(c)(d) TCADA §148.508 Rules and Discipline Facility Rules and Resident Grievance Procedure- -- 135 TJPC §3.13.81 TCADA §148.702 §343.12(h) Programs Treatment and Level of Care------------------------------------------------__________-_146 TJPC §343.52(a)(b)(c)(e)(Q TCADA §148.901(a)(c)(d)(fj(h)(m) Treatment Plan and Review ------- -----------------___ 149 T.IFC §343.82(d) TCADA §148.804 Reports Incident Reporting---- -- 152 TCADA §148.509 SUBCHAPTER E Restraints Definitions-------- ---------- ----- -154 TJPC §343.60 Regulations for Using Physical and/or Mechanical Restraints-- 155 TJPC §343.61 TCADA §148.706 §343.62 §343.63 §343.64 §343.65 Transporting Residents Outside Facility----------------------------_158 TJPC §343.68 TCADA §148.510 LCDC Licensure Examination, Expiration and Renewal---------------------------------159 TCADA §150.112 §150.116 Criminal History for LCDC Counselors/Interns-------------------------------------------- 162 TCADA §150.115 Clinical Training Institution (CTI)-------------------------------------------------_-__________ 163 TCADA §150.124 Direct Supervision of Interns-----------------------------------------------__________________ 165 TCADA §150.125 Intern Violations---------------------------------------------------------------°--------------167 TCADA §150.126 KERB COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTION: 1 Subchapter A: Definitions Standard: TJPC §343.1 TCADA §148.101 Subject: Definitions The following words and terms, when used in this chapter, shall have the following meanings unless the context clearly indicates otherwise. 1. Abuse-An intentional, knowing, or reckless act or omission by an employee, volunteer, or other individual working under the auspices of a facility that causes or may cause death, emotional harm or physical injury to a resident. Resident abuse includes: a. Any sexual activity between facility personnel and a resident b. Corporal punishment; c. Nutritional or sleep deprivation; d. Efforts to cause fear; e. The use of any form of communication to threaten, curse, shame, or degrade a resident; f. Restraint that does not conform with these rules; g. Coercive or restrictive actions taken in response to the resident's request for discharge or refusal of medication or treatment that are illegal or not justified by the resident's condition; and h. Any other act or omission classified as abuse by the Texas Family Code, §261.001. 2. Adolescent-An individual 12 through 17 years of age whose disabilities of minority have not been removed by marriage or judicial decree. 3. Adult-An individual 18 years of age or older, or an individual under the age of 18 whose disabilities of minority have been removed by marriage or judicial decree. 4. Advanced Practice Nurse-A registered nurse currently licensed in Texas who is prepared for advanced practice and approved by the Texas State Board of Nurse Examiners. 5. Aftercare-Structured services provided after a resident completes treatment that are designed to strengthen and support the resident's recovery and prevent relapse. 6. Alleged Victim-A juvenile alleged as being a victim of abuse, exploitation or neglect. 7. Assessment-An ongoing process through which the counselor collaborates with the resident and others to gather and interpret information necessary for developing and revising a treatment plan and evaluating resident progress toward achievement of goals identified in the treatment plan, including identification of the resident's strengths, weaknesses, and problems/needs. 8. Attempted Suicide-Any action a resident takes that could result in taking his/her own life voluntarily and intentionally while detained or placed in a secure facility. 9. Brief Interventions-Short-term practices designed to investigate a potential problem and motivate an individual to begin to do something about his/her substance abuse, either by natural, resident-directed means or by seeking additional treatment. 10. Brief Therapy-A systematic, focused process that relies on assessment, resident engagement, and rapid implementation of change strategies. 11. Chemical Agents-Oleoresin Capsicum (OC) pepper spray, or Orthochlorobenzaimalonoitrile (tear gas). 12. Chemical Dependency-Substance abuse and substance dependence as defined in the current edition of the Diagnostic and Statistical Manual of Mental Disorders, published by the American Psychiatric Association. 13. Chemical Dependency Education-A planned, structured presentation of information, provided by qualified staff which is related to chemical dependency and includes a discussion of the material presented. 14. Chemical Dependency Treatment-A planned, structured, and organized program designed to initiate and promote a person's chemical-free status or to maintain the person free of illegal drugs. It includes, but is not limited to, the application of planned procedures to identify and change patterns of behavior related to or resulting from chemical dependency that are maladaptive, destructive, or injurious to Health, or to restore appropriate levels of physical, psychological, or social functioning lost due to chemical dependency. 15. Chief Administrative Officer-Regazdless of title, the person hired by a juvenile board who is responsible for oversight of the day-to-day operations of a juvenile probation department or amulti-county juvenile judicial district. 16. Child Abuse and Neglect-Any act or omission that constitutes abuse or neglect of a child by a person responsible for a child's caze, custody, or welfaze as defined in the Texas Family Code §261.001. 17. Client (resident)-An individual who has been admitted to a chemical dependency treatment program and is currently receiving services. 18. Commission-The Texas Commission on Alcohol and Drug Abuse. TCADA The Texas Juvenile Probation Commission. TJPC 19. Common Activity Area-Area inside the facility to which residents have access and in which activities aze conducted. This area includes but is not limited to dayrooms, covered recreation areas, recreation rooms, education rooms, counseling rooms, testing rooms, visitation areas, and medical or dental rooms. 20. Consenter-The individual legally responsible for giving informed consent for a resident. Unless otherwise provided by law, a legally competent adult is his/her own consenter, and the consenter for an adolescent is the adolescent's parent, guardian, or conservator. State law allows a person 16 or 17 years of age to consent to his/her own treatment. 21. Contraband-Any item not issued to employees for the performance of their duties and which employees have not obtained supervisory approval to possess. Contraband also includes any item given to a resident by an employee or other individual, which a resident is not authorized to possess or use. Specific items of contraband include, but are not limited to: a. Firearms b. Knives c. Ammunition d. Drugs e. Intoxicants £ Pornography g. Any unauthorized written or verbal communication brought into or taken from an institution for a resident, former resident, associate of or family members of a resident. 22. Counselor-A qualified credentialed counselor, graduate or counselor intern. 23. Counselor Intern (CI)-A person registered with the commission who is pursuing a course of training in chemical dependency counseling at an approved clinical training institution or a person enrolled at an accredited institution completing an internship at a treatment program as part of a degree or certificate of higher education program in chemical dependency counseling. 24. Design Capacity-The number of people that can safely occupy a building or space as determined by the original architectural design and any building modifications, licensing, accreditation, regulatory authorities, and building codes. 25. Detention-The temporary secure custody of a juvenile, or other individual pending juvenile court disposition or transfer to another jurisdiction or agency. 26. Direct Care Staff-Staff responsible for providing treatment, care, supervision, or other direct client services that involve a significant amount of face-to-face contact. 27. Discharge-Formal, documented termination from a treatment facility. Discharge occurs when a resident successfully completes treatment goals, is transferred to another facility, leaves against professional advice, or is terminated for other reasons. 28. DSM-IV-The Diagnostic and Statistical Manual of Mental Disorders, Fourth Edition-Text Revision, published by the American Psychiatric Association. Any reference to DSM-IV is understood to mean the most recent edition of the Diagnostic and Statistical Manual of Mental Disorders. 29. Ensure-Take all reasonable and necessary steps to achieve results. 30. Exploitation-The illegal or improper use of a resident's or a resident's resources for monetary or personal benefit, profit, or gain by an employee, volunteer, or other individual working under the auspices of a facility. 31. Facility-A legal entity with a single governing body, a single administration, and a single staff that provides chemical dependency treatment. 32. Facility Administrator (FA)Individual designated by the policy board of a private secure facility, or by the Chief Administrative Officer or juvenile board, as the on-site program director or superintendent of a secure facility. 33. Graduate-An individual who has successfully completed the 270 hours of education, 300 hour practicum, and 4000 hours of supervised work experience required to become a licensed chemical dependency counselor in the state of Texas but has neither received a license nor failed the examination the maximum number of times allowed by law. 34. HIV-Human Immunodeficiency Virus Infection. 35. Individual Service Day-A day on which a specific resident receives services. 36. Intake-The administrative process for gathering information about a prospective resident and giving a prospective resident information about the facility and its treatment and services. 37. Juvenile Detention Officer (JDO}-A person whose primary responsibility is the supervision of the daily activities of residents in a secure facility. This may include the facility administrator, assistant facility administrator (AFA) or a supervisor of juvenile detention officers. Other administrative, food services, janitorial, and auxiliary staff are not considered to be detention officers. 38. Licensed Chemical Dependency Counselor-A counselor licensed by the Texas Commission on Alcohol and Drug Abuse. 39. Licensed Health Professional-A physician, physician assistant, advanced practice nurse, registered nurse, or licensed vocational nurse authorized to practice in the state of Texas. 40. Life Skills Training-A formalized program of training, based upon a written curriculum and provided by qualified staff, designed to help residents with communication and social interaction, stress management, problem solving, decision making, and management of daily responsibilities. 41. Mechanical Restraint-Use of a physical device to control or restrict a person's physical movement or actions. 42. Medical Emergency-A medical condition with acute symptoms of sufficient severity that a prudent layperson could reasonably expect the absence of immediate medical attention to result in death or serious harm. 43. Medication Error Medication not given according to the written order by the prescribing professional or as recommended on the medication label. Medication errors include duplicate doses, missed doses, and doses of the wrong amount or drug. 44. Military Style Program-A post-adjudication secure correctional facility that features military-style discipline and structure as an integral part of its treatment and rehabilitation program. 45. Motivational Interviewing-A therapeutic style intended to help counselors work with residents to address their ambivalence and enhance motivation for positive change. Motivational interviewing is described in "Enhancing Motivation for Change in Substance Abuse Treatment" (Treatment Improvement Protocol 35), published by the Center for Substance Abuse Treatment. 46. Single Occupancy Housing Unit-A unit designed and constructed for single occupancy sleeping which is self-contained and includes appropriate sleeping, sanitation and hygiene equipment or fixtures. 47. Neglect-A negligent act or omission by an employee, volunteer, or other individual working under the auspices of a facility that causes or may cause death or substantial emotional harm or physical injury to a resident. Examples of neglect include, but are not limited to: a. Failure to provide adequate nutrition, clothing, or Health care; b. Failure to provide a safe environment free from abuse; c. Failure to maintain adequate numbers of appropriately trained staff; d. Failure to establish or carry out an appropriate individualized treatment plan; and e. Any other act or omission classified as neglect by the Texas Family Code §261.001. 48. Non-Program Hours-Time period when all scheduled resident activity for the entire resident population as ceased for the day. 49. On Duty-Present on the site to perform job duties. 50. Person-An individual, firm, partnership, corporation, association, or other business or professional entity. 51. Personal Restraint-Physical contact to control or restrict a person's physical movement or actions. 52. Personnel-Members of the governing body, employees, contract providers, consultants, agents, representatives, volunteers, and other individuals working on behalf of the facility through a formal or informal agreement. 53. Physical Training Program-Any program that requires participants to engage in and perform structured physical training and activity. This does not include recreational team activities. 54. Post-Adjudication Secure Correctional Facility ("Facility" or "Secure Facility")-A public secure facility administered by a juvenile boazd or a privately operated facility certified by the juvenile board that includes construction and fixtures designed to physically restrict the movements and activities of the residents, and is intended for the treatment and rehabilitation of youth who have been adjudicated. Subchapters A, B, D, and E of this title (343) apply to all post-adjudication secure correctional facilities. APost-Adjudication Secure Correctional Facility does not include any non-secure residential program operating under the authority of a juvenile board. 55. Pre-Adjudication Secure Detention Facility ("Facility" or "Secure Facility"~A public secure facility administered by a juvenile board or a privately operated facility certified by the juvenile board that includes construction and fixtures designed to physically restrict the movements and activities of juveniles or other individuals held in lawful custody in the facility and is used for the temporary placement of any juvenile or other individual who is accused of having committed an offense and is awaiting court action, an administrative he/shearing, or other transfer action. Subchapters A, B, C, and E of this title (343) apply to all pre-adjudication secure detention facilities. A secure detention facility does not include ashort-term detention facility as defined by Texas Family Code §51.12(j). 56. Primary Control Room-A restricted or secure area from which entrance into and exit from a secure facility is controlled. The primary control room also contains the emergency, monitoring, and communications systems and is staffed 24 hours each day that residents are in the facility. 57. Private Practice-Unless otherwise defined by a licensing board, an individual's professional counseling practice in which the individual; a. Provides all treatment services personally; b. Does not report to a supervisor or utilize subordinate counseling staff; c. Is a licensed chemical dependency counselor or exempt from licensure. 58. Professionals-The following persons are considered professionals: a. Teaches certified as educators by the State Board for Education Certification including teaches certified by the State Boazd for F,ducation Certification with provisional or emergency certifications; b. Educational aides or paraprofessionals certified by the State Board for Education Certit3cation; c. Health care professionals licensed or certified by: i. The Texas Board of Nurse Examiners; ii. The Texas Board of Medical Examiners; iii. The State Board of Physician Assistants; or iv. The Texas Department of Health; d. Mental Health professionals licensed or certified by: i. The Texas State Boazd of Examiners of Psychologists; ii. The Texas State Board of Examiners of Professional Counselors iii. The Texas State Board of Examiners of Marriage and Family Therapists; iv. The Texas Department of Health; v. The Texas Commission on alcohol and Drug Abuse; vi. The Texas State Board of Medical Examiners; or vii. The Texas Board of Social Worker Examiners provided the licensure is either as an advanced practitioner or advanced clinical practitioner. e. Mental Health professionals employed by the Texas Department of Mental Health and Mental Retardation or an entity that contracts as a service provider with the Texas Department of Mental Health and Mental Retardation. £ Social workers licensed by the Texas Board of Social Worker Examiners; g. Juvenile probation officers certified by the Texas Juvenile Probation Commission; and h. Commissioned law enforcement personnel. 59. Program-A specific level of chemical dependency treatment delivered to a specific resident population at a specific location. 60. Program Hours-Time period of no less than 10 hours when the resident population has scheduled activities and any shift changes that occur during the time period when the resident population has scheduled activities. 61. Psychiatric Emergency-A condition that requires immediate intervention and/or medical attention to prevent an individual from presenting an immediate danger to self or others, or which causes the individual to be incapable of controlling, knowing or understanding the consequences of his/her actions. 62. Qualified Credentialed Counselor (QCC} -A licensed chemical dependency counselor or one of the professionals listed below who is licensed and in good standing in the state of Texas and has at least 1000 hours of documented experience working with people who have substance use disorders: a. Licensed professional counselor (LPC) b. Licensed master social worker (LMSW) c. Licensed marriage and family therapist (LMFT) d. Licensed psychologist e. Licensed physician f. Registered nurse (RN) holding the credential of certified addictions registered nurse (CARN) and 6 g. Advanced practice nurse recognized by the Board of Nurse Examiners as a clinical nurse specialist or nurse practitioner with a specialty in psyche/she- mental Health (APN-P/MH) 63. Qualified Mental Health Professional-A qualified mental Health professional as defined in the Texas Administrative Code, Part 2, Chapter 401, Subchapter J. 64. Refer-Identify appropriate services and provide information and assistance needed to access them. 65. Resident-A juvenile or other individual that has been admitted into or court-ordered to reside in a secure facility. 66. Residential Site-A site owned, leased, or operated by the facility where residents who are receiving chemical dependency treatment or afrercare stay in a supervised 24-hour living environment. 67. Retaliate-Adverse actions taken to punish or discourage a person who reports a violation or cooperates with an investigation, inspection, or proceeding. Such actions include, but are not limited to, suspension or termination of employment, demotion, discharge, transfer, discipline, restriction of privileges, harassment, and discrimination. 68. Screening-The process by which a resident is determined appropriate and eligible for admission to a particular program and through which the counselor, client, and available significant others determine the most appropriate initial course of action, given the client's needs and characteristics and the available resources within the community. 69. Seclusion-Isolating a resident in a room from which exit is prevented. 70. Sexual Exploitation-A pattern, practice, or scheme of conduct that can reasonably be construed as being for the purposes of sexual arousal or gratification or sexual abuse of any person. It may include sexual contact, a request for sexual contact, or a representation that sexual contactor exploitation is consistent with or part of treatment. 71. Signature-Authentication of a record that meets the criteria established in §'48.11 of this title (148) (relating to General Documentation Requirements). 72. Single Occupancy Housing Units-Units designed and constructed with separate and secure, individual resident sleeping quarters 73. Staff-Individuals working for the facility in exchange for money or other compensation. 74. TJPC Standard Screening Tool-An instrument approved by the Commission that screens the juvenile's needs in the area of mental Health. 75. Unethical Conduct-Conduct prohibited by the ethical standards adopted by state or national professional organizations or by rules established by a profession's state licensing agency. 76. Unprofessional Conduct-An act or omission that violates commonly accepted standards of behavior for individuals or organizations. KERB COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTION: 2 Subchapter B: Administration and Management Standard: TJPC §343.2 (a) (b) (c) (1) (2) TCADA §148.501(a) Subject: Governing Body Policy : The Kerr County Juvenile Board (KCJB) consists of a Chairman of the Board from the County Judge court, and two (2) District Judges from the 198`h. and 216`h. Judicial Districts. The Kerr County Juvenile Board created a "New Public Facilities Corporation" which holds title to the juvenile facility. The Juvenile Board is responsible for programming, monitoring the daily activities, and yearly inspection, approving the policies and procedures, and certification of the facility. The facility is owned by Kerr County. The Juvenile Board holds regularly scheduled meetings and keep minutes that include: Date and time of meetings Place Participants Summary of Discussions: and Actions taken. Procedure: It is the responsibility of the governing body to provide adequate oversight ensuring the facility is in good standing with the licensing bodies of the state of Texas and is complying with all legal and administrative requirements. Through this oversight, the governing body ensures that the facility is operated in a professional and ethical manner. The Juvenile Board will: • Designate a representative Facility Administrator, to oversee the on-site daily operations at the facility; • Assign the Assistant Facility Administrator, who is a certified JDO, to be in charge during the facility administrator's absence. • Make sure that codes of conduct are followed by governing body and staff; • Approve program policies and procedures; • Review and approve annual budget; • Review and approve juvenile detention officer salary scale • Ensure compliance with applicable laws, rules and procedures of the Texas Juvenile Probation Commission Chapter 343 and Chapter 349 and the Texas Commission on Alcohol and Drug Abuse Chapter 148 and Chapter 150; Ensure professional and ethical operations; Ensure timely correction of identified organizational, fiscal, and program deficiencies; and Ensure the current Juvenile Board, TJPC, and TCADA certifications and license of the facility is displayed within the facility for public review in the front lobby/reception area of the Kerr County Juvenile Facility. KERR COUNTY JUVENTLE FACILITY KERR COUNTY Policy & Procedure SF,CTION: 2 Subchapter B: Administration and Management Standard: TJPC §343.2(d) Subject: Duties of Facility Administrator Policy: A Facility Administrator shall be appointed to manage the facility and shall operate the facility in accordance with the state and federal laws, TJPC &TCADA standards, and any current and future court agreements. The Facility Administrator shall report to the designee of the juvenile board. Procedure: A. Appointment of the Facility Administrator: The appointment shall: 1. Be made from the best qualified gcoup of applicants with the following minimum qualifications. a. A bachelor degree in an appropriate discipline. b. Two years of experience working with juveniles. o. Three years of related administrative experience. B. Skills of the Facility Administrator 2. The Facility Administrator should be skilled in program management, physical plant maintenance, staff supervision, and overall planning. 3. The Facility Administrator should have broad based knowledge, experience and/or training in: a. The laws and procedures of the tribunal juvenile court. b. The relevant TJPC &TCADA policies, pertinent child abuse and reporting agencies policies and law, and procedures for confinement of juveniles for the purposes of treatment, and all other standards applicable. c. The common legal problems of juveniles. d. The causes of delinquency and family problems. e. Gender specific treatment and educational needs. f Crisis intervention techniques. g. Research and evaluation. h. Budget preparation and presentation. C. Removal of Facility Administrator: Termination may be accomplished only by the governing authority or designee(s) in accordance with the policy and '~ procedures established by Kerr County Policy. D. Duties of the Facility Administrator: 10 1.Review and document review of the policies and procedures on an annual basis. 2.Ensure compliance with the juvenile board approved salary scale forjuvenile detention officers. 3.Ensure all juvenile detention officers receive the same applicable benefits and allowances given to other Ken County employees. 4.Maintain and review personnel records which shall include, but are not limited to the following information; a. Proof of age~opy of driver's license or birth certificate b. Criminal background check documentation c. Employment application d. Performance evaluations e. Training records f Disciplinary action documentation g. Promotion documentation ._ KERB COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTION:2 Subchapter B: Administration and Management Standard: TCADA §148.501(6) Subject: Organizational Structure Policy: The facility maintains a cleaz organizational staffing structure that includes the lines of supervision and the number of full time equivalent staff for each position. By maintaining the organizational structure, communication occurs between each level of staffing structure more efficiently. Procedure: A. Meetine: A series of meetings shall be held at various levels and at specified intervals. These meetings should take a minimum of time without losing effectiveness. Suggested areas include (crossover meetings are encouraged): 1. Administration "' 2. Education 3. Treatment 4. Medical 5. Food Service & Maintenance B. Administrative Conferences: Regular meetings and case conferences between administrator, juvenile detention officers, counselors, and other administrative staff must be conducted. These meetings will ensure the eazly identification of problems; such as inappropriate length of stay, weakness in admission process, etc. and to ensure an accurate flow of information between staff, courts, county agencies and other relevant agencies. C. Facility Administrator's Staff Meetines: Facility Administrator staff meetings shall be held each month: 1. The facility administrator shall discuss policy/program changes and directives that are of general interest to the group. The facility administrator may use this meeting effectively to improve communication between facility areas and understanding of facility programs. 2. Each participant shall present a verbal status report about the operation of his/her area describing any 12 ~. accomplishments or unusual problems occurring since the last meeting. 3. All staff members are required to attend these mandatory staff meetings. D. Staff Communication: All staff shall have the opportunity to initiate, advise and consult in forming policies, procedures, and programs at the facility. All staff shall have the opportunity to communicate concerns and/or suggestions through proper channels outlined in order: 1. Staff to Staff 2. Staff to Shift Supervisors-Meetings between supervisors and staff shall be held to discuss on-going operations and recommended changes. These meetings may be informal during shift change after staff have ended their respective shift and clocked out of duty. Information gathered from these meetings may be discussed in the monthly administration/shift supervisor meetings. 3. Staff to Assistant Facility Administrator 4. Staff to Facility Administrator 5. Facility Administrator to Juvenile Board E. Communication Techni uq es: Communication between residents and staff is essential to efficient operation of the facility. The Facility Administrator shall encourage verbal and written communications conducted in an orderly and systematic procedure. A facility internal communication service shall be organized to offer residents a system through which to contact staff members most apt to respond to the request following the outlined steps, in order; 1. Written request to speak to a counselor 2. Written request to speak to a shift supervisor 3. Written request to speak to residential services supervisor 4. Written request to speak to the assistant facility administrator 5. Written request to speak to the facility administrator F. The facility shall have full-time employees in the following departments; 1. Administration a. Facility Administrator (1) b. Assistant Facility Administrator (1) c. Qualified Credentialed Counselor (QCC)/Treatment Director (1) 2. Facility Support Staff a. Administrative Assistant (2) 13 ~- b. Maintenance Director (1) a Supervising Cook (3) 3. Treatment Counselors a. LCDC/Interns~nough to satisfy the 1:10 counseling ratio b. Mental Health counselor-this person on a contract status c. Behavior Counselor/Life Skills Instructor 4. Juvenile Detention Officers a. Shift Supervisors (8) b. Detention Officers-enough to maintain resident to staffratio of 1:8 during waking hours and 1:12 during sleeping hours c. Control Personnel (8) G. The following flow chart describes the "chain of command" within the facility communication and supervision structure. Facility Administrator Assistant Facility Administrator esidential QCC Placement Pre-Adj. Data Administrative Food Maintenance ervices Sup. Officer Coordinator Manager Assistant Service Director 1 1 1 1 1 2 3 1 Shift Supervisors LCDC 8 Interns 2 uvenile Detention Life fficers Skills 24 Instructor I ontrol Staff 8 rammg fficer 1 14 „_ KERB COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTION:2 Subchapter B: Administration and Management Standard: TCADA §148.502(b)(c) Subject: Policy and Procedure Manual Employee Guidebook Policy: The purpose of the policy and procedure manual is to disseminate policies, procedures and rules to all employees. The manual shall be general enough to address overall facility goals and specific enough to assist the administrative and program staff to perform their duties effectively. Procedure: The manual shall be written by administrative and management staff, reviewed and commented upon by staff, and approved by the Ken County Juvenile Board. Two (2) copies of the manual shall be located at the control area for employee review. A copy of the Kerr County employee guidebook shall be given to each staff member during county new employee orientation training provided by Kerr County Personnel. The manual shall be reviewed annually and updated as needed. 15 KERB COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTION: 2 Subchapter B: Administration and Management Standard: TCADA §148.505(8) Subject: Tobacco-Free Facility Policy: Kerr County Juvenile Facility (KCJF) prohibits the use of tobacco products on the premises of the facility. No vending machines that dispense tobacco products are allowed on site. Staff shall not provide, distribute, or facilitate residents' access to tobacco products. Staff and other adults (volunteers, teachers, and visitors) shall not use tobacco products in the presence of residents on the program site. KCJF expressly prohibits residents from using tobacco products. Procedure: Staff that smoke must do so at approved break times and in the designated area provided for employees. No residents may have access to this area at any time. All tobacco products must remain within staff vehicles or staff lockers at all times. At no time should any tobacco products be beyond the security door entering the resident living area. Staff and other adults who violate this rule will be dealt with on a case-by-case basis. Staff that violate this rule will be dealt with through the Kerr County Juvenile Facility procedures and will be documented in the personnel file. Disciplinary action for violating this rule can ultimately result in termination of employment. 16 KERR COUNTY JUVENILE FACILITY KERR COUNTY Policy & Procedure 5ECTION:2 Subchapter B: Administration and Management Standard: KCJF Subject: Drug-Free Facility Policy: Kerr County Juvenile Facility prohibits use of any alcohol and(or drugs on the premises of the facility. No employee shall endanger residents or fellow employees' Health, safety, or welfare by the use of alcohol and{or drugs on the premises of KCJF. KCJF reserves the right to take all legal measures to ensure that this policy is strictly upheld including reasonable searches and random drug testing. Employee refusal to submit to a search or test may lead to immediate discharge. All employees shall provide written acknowledgment of this policy and consent to searches and testing. Procedure: The following conduct is prohibited at KCJF with the following consequences for infractions of the prohibited conduct: • No use, possession, sale or transfer of illegal drugs on or off facility property-use, possession, sale or transfer of illegal drugs on facility property shall result in immediate termination of the employee, and legal charges shall be filed as well as all required reporting regarding client abuse. Use, possession, sale or transfer of illegal drugs off company property shall result in termination of employee and contact with any residents. • No use, possession or being under the influence of alcohol or drugs on facility property or while conducting facility business will be tolerated. If this occurs, the employee shall be terminated from resident contact and further termination action may be taken to secure the safety of residents. • No use of alcohol or any illegal drug off facility property is acceptable when it affects the employees' work performance, other employees' safety, resident safely, or KCJF position in the community. If this occurs, the employee shall be terminated from any resident contact and further termination action may be taken to secure the safety of residents and other employees. • All employees taking any medication that can cause any degree of impairment shall notify their immediate supervisor. Action shall be taken to protect resident safety, and temporary reassignment may occur if the employee has direct contact with residents. • Reasonable searches may occur at administration's discretion to ensure that all employees are upholding this policy. The Facility Administrator must authorize '"' any and alt searches. An employee may be searched personally, may have his/her 17 ,,,_ work areas searched, and/or his/her vehicles searched on facility property. The employee must sign written consent forms authorizing the search. The employee must illicit behavior that warrants this action, and documentation of the predisposing factors, the search, and results will be maintained through the incident reporting policy and procedure as well as any discipline reports in the employee file. • KCJF performs random drug testing of employees and may include hair, blood, and/or urine testing. An employee shall have no prior notice when the test will occur. Employees must sign written consent forms authorizing the test and release of the results. • Documentation of the notification, time of test, type of test, employee's response, and results of the test shall be maintained in a separate file as well as in the personnel file. • Refusal to submit to a search or test as stipulated above shall result in the immediate termination of the employee, or can be considered a "voluntary resignation." 18 KERB COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTION:2 Subchapter B: Administration and Management Standard: TCADA §148.905(a)(8) Subject: Disciplinary Actions Involving Resident Escapes Policy: Staff will diligently perform their security, custody and control duties in a manner that does not allow for the escape of residents under their custody. Failure to do so will constitute gross misconduct. The Kerr County Juvenile Facility verbally reports all unauthorized departures to the local law enforcement entity (Kerr County Sheriff's Dept.), referring probation department, TCADA (if the resident(s) are substance abuse) and TJPC within 24 hours of the incident. Should the unauthorized departure occur on a non-business day or during non-business hours, the written report shall be made on the next business day following the weekend or holiday. Procedure: The security and safekeeping of residents in the custody of KCJF is of paramount "~' importance and central to the successful completion to KCJF's mission. Any loss of a resident by escape could endanger the resident and/or other citizens in the community. It is of utmost importance that all procedures in this section aze carried out completely. • The Shift Supervisor shall notify the Administrator on Duty immediately • The Administrator on Duty shall notify the Facility Administrator • The Facility Administrator or designee shall verbally notify the Kerr County Sheriff's Dept., TCADA (if substance abuse resident(s)), TJPC, and referring probation department. • The Shift Supervisor will immediately conduct an investigation into the facts and circumstances surrounding the escape. The investigation shall be completed no more than 24 hours from the date of the escape and given to the Facility Administrator. The investigation will be in narrative format and include chronological listing of events, statements from all personnel involved or having knowledge of the escape, the locations of each officer at the time of the incident and route of escape. The investigation will answer the questions of who, what, when, where, why and how, if known. • The investigation and recommendation action will then be given to the Facility Administrator for his/her review and approval. • Juvenile Detention Officers and/or counselors involved in an escape investigation may he suspended or be temporazily reassigned pending results of the investigation. 19 ,,,_ • If the investigation shows that negligence was involved on the part of the staff member in contributing to the escape, the staff member may be terminated. 20 KERR COUNTY JUVENILE FACILITY KERR COUNTY Policy & Procedure SECTION: 2 Subchapter B: Administration and Management Standard: KCJF Subject: Facility Dress Code Policy: The following dress code is to provide safety for staff and residents. The following garments are preferred for staff members who come in constant direct contact with residents as well as visitors to the facility. Procedure: A. Garments Preferred • Collared shirts/Facility issued • Rubber-soled shoes • Jeans or Slacks B. Garments Not Allowed • Dresses or Skirts • High-heeled shoes • Clothing with inappropriate logos or designs (the Facility Administrator or designee may determine appropriateness) • Revealing clothing • Baseball caps or other headgear, e.g., wave caps, stocking caps, toboggans, ect. • Clothing without a hem • Tank tops or muscle shirts • Tight clothing • Pierced earrings-this includes visible body piercing (tongue stud, eyebrow stud/ring, etc.) C. Fin eg mails -Excessively long fingernails, either natural or artificial, are not appropriate within the facility enviromnent. D. Garments for Court Appeazances-There may be times when staff aze required to appear in court to testify or conduct VIP persormel tours. When this occurs, staff should weaz garments commensurate with courtroom decorum, providing that time and notice permits. E. Clothing for weekends and seasonal months-Shorts may be worn on any shift between the months of April 1 through October 31. Shorts may be worn on weekends only between the months of November through March 31. Shorts may not be shorter than two (2) inches above the knee. .- F. Kerr County has no replacement liability for any personal items, such as garments, jewelry, eyeglasses, he/shearing aids or prosthetics that are broken 21 or destroyed in the performance of a duty. Jewelry and expensive garments are worn at each employee's discretion and risk. G. Cell Phones and Pacers-Cell phones and pagers are prohibited beyond the security door leading into the resident housing area. All staff in constant direct supervision of residents must leave all cell phones and/or pagers either in their vehicle or staff locker. Staff must be alert and focused on the safety and supervision of residents at all times during their respective shifts. If personal calls are being made or received on an excessive basis, quality supervision cannot be maintained. Personal telephone calls may be made during designated breaks. If a staff receives a call, the shift supervisor may relieve the staff so the staff may return the call. This will only occur if the shift supervisor has time to do so. A message may be taken for the staff so the staff may return the call during his/her break time. If there is an emergency call, the shift supervisor will immediately relieve the staff so the call may be answered. Failure to follow this policy may result in disciplinary action. 22 KERR COUNTY JUVENILE FACILITY KERR COUNTY Policy & Procedure SECTION:2 Subchapter B: Administration and Management Standard: KCJF Subject: Public Information and Media Access Policy: A public information program shall be developed to promote an understanding of the facility's philosophy and goals. All facility staff shall strive to maintain integrity and credibility with the general public and with those persons and organizations legitimately involved with the facility. Procedure: A. Coordination of Communication: The Facility Administrator or designee is the designated facility's public information officer. The duties of the office shall include: • Written communication • Executive correspondence-Initial reviewing of all executive correspondence from legislative bodies, courts, law enforcement agencies and representatives of news media. • Correspondence records-Recording all incoming and outgoing executive correspondence and copies of correspondence. • Routing method-Informing appropriate officials of applicable correspondence. All replies to requests for information shall be answered unless some question about the validity of the information or an individual's right of privacy exists. Those requests may be referred to the Kerr County Attorney. B. Verbal Communication: • News Media Visits-Visits from the news media are permitted and shall be handled directly through the Facility Administrator's office. The Facility Administrator will advise the KCJB prior to any visit or immediately following their arrival at the facility. The Facility Administrator shall: o Preserve the resident's individual right to privacy o Portray a factual picture of the facility o Ensure that representatives of the news media are aware of and follow security restrictions. • Media Statements-News statements on legislation or governmental policy affecting juvenile corrections or function of the community is the responsibility of the KCJB. The Facility Administrator and other administrative staff have authority to comment on daily facility operations. • Contact with the Public~taff contact with the public is expected to be conducted with professionalism. Topics of training shall include; 23 „_ o The Right of Privacy Act o Public Information legislation o Approved telephone procedures o Basic instructions and policies relating to contact with the public • Release of Official Information o Individual staff members receiving requests for official information from groups mentioned in this policy statement shall forward all such requests to the Facility Administrator. o All official information and press releases referring to the facility policy, programming, or conditions shall be issued only by the KCJB. • Parental Involvement o Notification-Parents will have been informed by the county court of the placement of their child in the KCJF facility. Parents should be notified immediately of serious illness, injury, or other serious incidents if appropriate release of information authorization forms have been completed. o Visiting-Regular visiting hours are established, but special arrangements may be made with the Facility Administrator or Assistant Facility Administrator approval. Visiting hours are posted in the lobby of the facility. Visiting hours are from 1:00 p.m. to 3:00 p.m. each Saturday and Sunday. Visitors must decide which day they wish to visit a resident. o Telephone/Mail-Policies for use of telephone and mail encourage parental involvement. o Certification offacility-The facility shall have a certification luncheon annually, to which the KCJB and Kerr County Commissioners are invited. Tours, informational programs and access to supervisors and staff shall be made available. No residents shall be present due to confidentiality rules and all resident-identifying information shall be secured. • Communication Standards o All public statements should agree with the policies approved by the KCJB and be confined to areas of direct responsibility. o Residents may not be interviewed or photographed for news coverage connected with their delinquency charges. o Residents may be interviewed or photographed for news coverage of the facility programs, with the signed consent of the resident's parent/guardian, the resident, and the resident's probation officer. • Tours In accordance with the established policy, the following specific procedures are required for tours; o The Facility Administrator shall give prior approval o A designated staff person will conduct approved tours. o Requests for tours must be in writing, including a specific date and time, listing the first and last name of all participants, and stating the reason for the request. o Tours will be limited to a schedule that provides the least interference to r the operations of the facility. o Tours will exclude any one under the age of 18. 24 ..._ • Community Education-Staff of the facility shall participate in informational programs for the general public to improve the community's understanding of the mission, goals, and programs of secure residential care, to provide a channel of community input, to recruit volunteers, and to develop community support. 25 KERB COUNTY JUVENILE FACILITY KERR COUNTY Policy & Procedure SECTION: 2 Subchapter B: Administration and Management Standard: TCADA §148.407 Subject: Inspections Policy: The Kerr County Juvenile Facility shall comply with required stipulations of TCADA rules for licensed chemical dependency treatment program regarding making records and treatment operations available for audit, monitoring, evaluation and inspection. Additionally, those programs serving juveniles shall comply with certain stipulations of TJPC as it pertains to appropriate staff employed to work with juveniles and the reporting requirements of suspected child abuse. Procedure: KCJF will make all records, books, papers, and/or documents pertaining to the operation of the facility available for examination, copy or mechanical reproduction during normal -~ business hours on or off the premises to TCADA, TJPC, or any duly authorized representatives of these two agencies. Staff, volunteers, or teaches will also make such documents available to be retrieved and taken from the facility location upon request by TCADA or TJPC. It is the responsibility of TCADA or TJPC or any of their duly authorized representatives to comply with specific confidentiality rules, standards and laws as stipulated. Staff, volunteers, or teaches or any agent of the facility will allow TCADA or TJPC or their authorized representative to inspect or otherwise review records and premises on which services are delivered. Staff, volunteers, or teaches or any agents of the facility are required to cooperate fully with these representatives in obtaining requested information and to assess the quality of the services provided. KCJF will take appropriate immediate action as recommended during on-site visits and shall correct any identified deficiencies and pay the licensure fee on time. KCJF will allow TCADA and TJPC staff access to interview staff and residents. 26 KERB COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTION: 3 Subchapter B: Treatment and Safety Standard: TJPC §343.3(a) TCADA §148.703 Subject: Serious Incidents Policy: The Ken County Juvenile Facility Administrator orhis/her designee shall report to TJPC and TCADA within 24 hours the death, attempted suicide, escape and any serious injury, including youth on youth assaults, that require medical treatment by a physician or physician assistant. Procedure: If a serious incident occurs within the facility or during an authorized transport, the incident will be reported following these procedures: I. JDO or staff will notify the Shift Supervisor immediately. 2. Shift Supervisor will gather information regarding the incident. 3. Shift Supervisor will notify the Administrator on Duty and the resident's counselor. 4. The Administrator on Duty will notify the Facility Administrator. 5. The Facility Administrator or designee will notify TJPC, TCADA (if the incident involves a resident who is receiving substance abuse treatment), the resident's probation officer, and the Kerr County Sheriff's Dept. within 24 hours of the incident via telephone, fax or e-mail. 6. An internal investigation of the incident will be conducted and a written report along with conclusions of the investigation will be forwarded to TJPC via fax or e-mail, TCADA, the resident's probation officer, and the Kerr County Sheriff s Dept. The fax number for reporting serious incidents to TJPC is (512) 424-6716. The e-mail address for reporting serious incidents to TJPC is www.tjpc.state.tx.us. Reporting serious incidents may be reported by e-mail to the following addresses: L Kevin.DuBose(a)tjpastate.tx.us 2. Lesly.Jacobs(a~tjpastate.tx.us 3. Jaime.Coronadocrtjpastate.tx.us 4. Joanna.Garcia~tipc.state.tx.us General inquiries may be made by contacting a TJPC investigator at one of the following --- numbers: 1. Kevin Dubose (512)424-6687 2. Lesly Jacobs (512)424-6680 27 3. Jaime Coronado (512) 424-6675 4. Joanna Garcia (512) 424-6712 The telephone number for reporting serious incidents to TCADA is: 1-800-832-9623. The telephone number for reporting serious incidents to the Ken County Sheriff s Dept. is (830) 896-1133. The fax number for sending serious incident reports to TCADA is: (512) 821-4452 The fax number for sending serious incident reports to the Kerr County Sheriff's Dept. is: (830) 257-2997 28 KERB COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTION: 3 Subchapter B: Treatment and Safety Standard: TJPC §343.3 (b)(1)(2)(3)(c)(1)(2)(3)(4)(5)(d)(1)(2)(3)(e) §343.12(j) TCADA §148.703 Subject: Resident Abuse, Neglect and Exploitation Reporting Abuse, Neglect and Exploitation Policy: Kerr County Juvenile Facility expressly prohibits abuse, neglect and exploitation of any resident. The facility takes all reasonable precautions to protect all residents from abuse, neglect, and exploitation while at the facility. KCJF and its staff follow written procedures regarding resident abuse, neglect and exploitation to ensure maximum protection and to comply with all applicable laws and regulations regarding resident abuse, neglect and exploitation. Procedure: All allegations and/or incidents of abuse, neglect and exploitation occurring at KCJF shall be reported to TJPC, TCADA (if the resident is at the facility for substance abuse treatment), Child Protective Services (CPS), Kerr County Sheriffs Dept., and the resident's probation officer by the person who first learns of or suspects that a resident has been abuse, neglected or exploited. The duty to report is not limited to situations in which a resident makes a specific outcry or allegation of abuse, neglect or exploitation. Any employee, volunteer, teaches or staff who believes or suspects that a resident has been abused, neglected or exploited shall make a report to the above listed entities. If a resident makes an outcry or allegation of abuse, neglect or exploitation either verbally or written regarding an incident that occurred prior to the resident's arrival at KCJF that was outside the jurisdiction of the juvenile board (e.g., in the home, in a facility licensed by another agency or in a school other than a JJAEP, etc.) the person who first learned of the outcry or allegation must report the incident to only Child Protective Services (CPS) and the resident's probation officer. During this reporting procedure, the reporting person must have the following resident's information: 1. date of birth 2. social security number 3. home address 4. parent/guardian name 5. name of perpetrator (if known) Alleged incidents in programs or locations that are not under the jurisdiction of the juvenile board shall be reported accordingly to the appropriate agency: 29 1.Allegations of abuse, neglect and exploitation that occur in the home: a.Texas Department of Protective and Regulatory Services ^ Child Protective Services-1-800-252-5400 www.tdprs.state.tx.us 2.Allegations that occur in a substance abuse treatment facility: b.Texas Commission on Alcohol and Drug Abuse ^ Department of State Health Services-1-800-832-9623 www.tcada. state.tx. us 3.Allegations that occur in a facility housing residents of the Texas Department of Mental Health and Mental Retardation: c.Texas Department of Health o Department of State Health Services-1-888-973-0022 www.tdh.state.tx.us All facility employees, volunteers, and teaches will be trained in abuse, neglect and exploitation recognition and reporting procedures. It is not necessary for a resident to make an allegation in writing or verbally to constitute a reportable allegation, If a facility employee, volunteer, or teaches observes an incident that in their opinion may be abusive, neglectful or exploitive the incident shall be reported to the above listed entities. The responsibility to report extends to what the prospective reporter observes, he/sheazs and/or discerns from reviewing written documentation. If a prospective reporter suspects that there is abuse, neglect or exploitation of a resident in the facility, he/she or she/she is .,_, obligated to report their suspicions, even in the absence of an overt allegation. It is not the responsibility of the reporter to deternvne if an allegation or suspicion is factual prior to reporting. In accordance with the Texas Family Code Section §261.101, the duty to report cannot be delegated to another person. A supervisor cannot report the incident or allegation for the person who first learned of the allegation or witnessed the specific incident. Kerr County Juvenile Facility procedure requires that the person reporting the incident or allegation must also complete all written reports and forms required for the reporting entities. The following procedures will be followed by the reporting person if the allegation of abuse, neglect or exploitation occurred within KCJF: (note dates and times of telephone calls) These calls must be made within 24 hours of notification of the alleged or observed abuse, neglect or exploitation. • Telephone CPS Hotline-1800-252-5400 • Telephone TJPC ANE Hotline-1800-Stop ANE (786-7263) o TJPC investigators: The following information must be included in the report or voicemail message. a. Name ofthe alleged victim(s) b. Name of the alleged perpetrator(s) c. Date the alleged abuse, neglect or exploitation occurred d. Type of allegation 30 c. Date the alleged abuse, neglect or exploitation occurred d. Type of allegation e. Reporter's name and phone number f Name: Kerr County Juvenile Facility, Kerr County as place of alleged incident Kevin Dubose (512)424-6687 Lesly Jacobs (512) 424-6680 Jaime Coronado (512) 424-6675 Joanna Garcia (512) 424-6712 • Telephone TCADA (if allegation or observation involves a resident in substance abuse treatment)-1800-832-9623 • Kerr County Sheriff sDepartment-(830) 896-1133 • Resident(s) probation officer(s) • Inform the shift supervisor that all telephone calls have been made and the name of the alleged perpetrator(s). Shift supervisor will then place the alleged perpetrator(s) on leave with pay pending the conclusion of the investigation. • The shift supervisor will notify the Administrator on Duty and the Facility Administrator. • The reporting person shall complete the serious incident reporting form and fax the report within 24 hours of verbally reporting the alleged incident of abuse, neglect or exploitation to the following entities: oTCADA (512) 821-4452 o TJPC (512) 424-6716 o Kerr County Sheriff s Dept. (830) 896-1133 o Resident(s) probation officer(s) • Copies of the reports are to be distributed to the resident(s) counselor(s) • Copies of the reports are to be given to the Facility Administrator or designee • The Facility Administrator or designee shall conduct an internal investigation using the TJPC ANE 06-04 reporting form. • If the Facility Administrator is the alleged perpetrator, the investigation will be conducted by an impartial third party (a designee of the Kerr County Juvenile Board). The Facility Administrator will be placed on administrative leave until the conclusion of the investigation. The juvenile board shall assign a designee to fulfill the administrative duties of the facility. 'the employment status of the Facility Administrator during and after the investigation will be stated in the internal investigation. • The report will be submitted by fax or mail within five (5) calendar days of the completion of the internal investigation. This report shall have the following completed seventeen (17) points of information: • Facility name Alleged victim(s) 31 ^ Alleged perpetrator(s) and employment status during the investigation • Date allegation was reported to TJPC • Date of alleged incident ^ Date allegation was reported to the Kerr County Sheriff s Dept. • First person who learned of or suspected allegation and the date • Dates internal investigation was initiated and completed • Brief summary of allegation • Applicable policy(s) and procedure(s) ^ Summary of investigation ^ Finding of investigation ^ Code of Ethics violation(s) refer to TJPC standard §343.17 ^ Personnel action (e.g., termination, suspension, disciplinary action(s), return to duty, etc.) • Attached pertinent documentation (e.g., written statements, offense reports, etc.) • Date the internal investigation report was completed ^ Signature of the person who completed the internal investigation report TJPC mailing address is: Texas Juvenile Probation Commission Attn: Abuse, Neglect, & Exploitation Investigation Unit P.O. Box 13547 Austin, Texas 78711-3547 TCADA mailing address is Texas Commission on Alcohol and Drug Abuse P.O. Box 80529 Austin, Texas 78708-0529 At the conclusion of an internal investigation, the Facility Administrator or designee shall conduct additional training on ANE within 30 days of the investigation conclusion. The Policy and Procedures may be reviewed and or revised. The Facility Administrator will provide the most stringent safety and security measures in order to protect the residents from abuse, neglect, or exploitation. The Facility Administrator shall ensure proper training in recognizing and reporting abuse, neglect, and exploitation for every new employee, intern, volunteer, and teachers at the facility. Follow up training will occur during each calendar year regarding any new data, which might be brought forth by TJPC or TCADA. It is understood that the Facility Administrator might be named as an alleged perpetrator of ANE during an investigation if proper training in ANE is not documented for each employee, intern, volunteer, and teachers of the facility. "~ Malicious and/or false reporting of abuse, neglect, and exploitation is a Class A misdemeanor. 32 KERB COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTION: 4 Subchapter B: Data Collection Standard: TJPC §343.4 §343.12(g) Subject: Data Collection Policy: Infonnation will be compiled pertaining to the residents. This information will indicate on an annual basis, the total admissions and other statistical data. Procedure: Information will be gathered and completed on an annual basis, that will indicate the following data: • Total number of admissions ^ Total days of care provided `- Residents' age • Residents' gender • Residents' race ^ Referring/committing offense of residents • Length of stay • Average cost per resident per day ^ Total number of physical restraints applied ^ Total number of mechanical restraints applied ^ Total number of room confinements • Total number of resident related injuries to JDO staff ^ Total number of incidents where chemical agents were applied ^ Total number of confirmed incidents of abuse, neglect, or exploitation of residents The Facility Administrator will evaluate the overall operations of the facility annually. Policies and Procedures will be reviewed and revised as needed. The Facility Administrator will review research proposals, which conform to departmental policy. Residents may voluntarily participate in approved research programs. Medical, pharmacological and cosmetic programs are forbidden. 33 KERB COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTION: 5 Subchapter B: Physical Plant Standard: KCJF Subject: Inventory Control Policy: Accountability for all facility property and supplies shall be provided through the use of regular inventories. The Assistant Facility Administrator shall systematically review space and equipment requirements annually and report deficiencies and suggestions to the Facility Administrator. Procedure: 1. Inventory: All facility property shall be divided into appropriate categories and inventoried. a. Storerooms shall be inventoried on the last day of each calendar month by maintenance and cook personnel. This process shall be simplified by using apre-formatted check off list. This list information contains the item on hand, items received, and items issued or used. Typically, storeroom items include: Food supplies Cleaning supplies Standazd items used by maintenance, such as plumbing and carpentry supplies, tools and similar items b. Minor equipment and furnishings, with values of at least $200.00 but less than $1000.00, shall be inventoried at least annually. Equipment records, listing the location of all such property, are maintained in the administration area. Assigned supervisors shall have duplicate records of all property they use on a regular basis. Records shall include: Description • Location ^ Inventory number c. Equipment with current values of $1000.00 or more shall be ~- inventoried by the Assistant Facility Administrator's office at least annually. Records of this property shall be maintained in the Maintenance Director's office. Information listed in section 34 h as well as the following information shall be included in the inventory; All major equipment that is permanently installed having a value of $1000.00 or more. Typically, major fixed equipment includes; o Air conditioner compressors o Hot water heaters o Commercial kitchen equipment o Dining room serving tables d. Major property shall include buildings, facility, and land. Records and descriptions of this property shall be maintained in the Maintenance Department. 2. Inventory Discrepanc~When a discrepancy is noted, a written report shall be completed and forwarded to the Assistant Facility Administrator for review and initiation of appropriate action. Typically, this shall include: • A listing of items not located • Any deviation from the facility policy regarding inventory control. 3. Property Disposal: When an item is no longer needed in a particular section or is determined damaged beyond repair, a written report shall be submitted to the Assistant Facility Administrator for appropriate action. The item will be removed from the inventory list and the replacement item will be noted. 35 KERR COUNTY JUVENILE FACILITY KERR COUNTY Policy & Procedure SECTIONS Subchapter B: Physical Plant Standard: TJPC §343.5(c)(d)(e)(2)(3) TCADA §148.1202 §148.1206 Subject: Systems and Safety Plan Policy: The facility shall comply with applicable federal, state, and local Fire Safety Codes. All personnel shall be knowledgeable in the use of all fire extinguishers and other fire detection prevention systems. All personnel continuously inspect and evaluate the fire and life safety conditions within the facility. Where appropriate, the residents shall be educated as to this process as to fire safety generally. Conformance with codes is demonstrated by licenses, letters and certificates of compliance from fire officials with jurisdiction over the facility. The Assistant Facility Administrator is the named fire safety officer for Kerr County Juvenile Facility. '~ Procedure: The Assistant Facility Administrator or designee shall establish a permanent file of all required evidence of fire inspection certificates. Any discrepancies or conditions stated in such initial documentation shall be reported to the Facility Administrator or designee immediately for appropriate action. The Assistant Facility Administrator or designee shall accompany all fire inspectors on all facility inspections and obtain copies of all reports prepared during all such inspections. To the extent possible, an advance schedule of all inspections shall be maintained and all possible preparation for such inspections shall be undertaken. Security and safety procedures shall be adhered to at all times during such inspections. The Assistant Facility Administrator or designee shall maintain ongoing records of said compliance within separate files at the facility. These reports shall include an enumeration of the specific code(s) used during the inspection, any corrective action required, the name and title of person conducting the inspection, and the date(s) of the inspection. Because of the integral relationship between fire detection prevention and daily staff operations, all staff shall familiarize themselves with the various components of the fire detection prevention systems throughout the facility as well as the periodic inspections required for same. Refer to Fire Emergency and Evacuation Procedures, herein. The -- Shift Supervisors and full-time staff shall be trained in the proper use of hand held fire extinguishers and of the facility's fire detection and sprinkler systems. Such training shall be consistent with the Fire Emergency and Evacuation Procedures. 36 The Assistant Facility Administrator or designee shall evaluate the effect on any alteration or improvements to the facility prior to commencement, and shall report such findings to the Facility Administrator. Such alteration may include the installation or application of new flooring materials, new soundprooYing materials, or new bedding and the like. In the case of an emergency, the following Safety Plan procedures for fire emergency and evacuation shall apply: 1. During business hours 8 a.m.-5 p.m., Monday-Friday, the administrative section staff shall exit via the front entrance door. Facility Administrator or Assistant Facility Administrator shall check and evacuate the intake, visitation, and control area. The Facility Administrator or Assistant Facility Administrator shall call 911. After business hours, the Shift Supervisor shall clear this area. 2. Control staff shall unlock the emergency evacuation doors permitting Dorms 2, 4, & 5 residents and staff to exit the building out to the recreation yard. Shift supervisor will check the kitchen, dorms, and classrooms for remaining persons. Shift supervisor shall call 911, after business hours, before exiting the building. 3. JDOs shall line their respective dorm residents at parade rest. Dorm 2 shall face east. Dorms 4 & 5 shall face west in the paved recreation area. 4. Radio counts will occur before and after exiting the building. '° 5. Once all residents and personnel are accounted for and out of the building, the shift supervisor will join the emergency response team for assistance. Once the emergency situation has lapsed, the shift supervisor shall radio JDOs to have their respective dorm residents re-enter the building in the following order-2,4,5 dorms respectively. Residents will return to their dorms and counts will be radioed to the shifr supervisor. 6. If the facility cannot be re-occupied, the Facility Administrator shall arrange temporary housing in the Pre-Adjudication Building until further arrangements can be made. 7. The facility fire safety officer shall ensure the following procedures: a.Maintenance of fire drill logs-fire drills shall be conducted on a monthly basis during all shifts b.Proper disposal of combustible refuse c.A posted evacuation plan d.All exits are free from obstruction and properly marked 8. Fire extinguishers are inspected quarterly and are located on each dorm, kitchen, break room, control area, intake area, and in the van. The fire alarm system is inspected annually as well as the sprinkler system. The fire alarm is loud enough to be heard over normal facility noise. The gas pipe pressure is also tested annually. All cleaning supplies and equipment are kept from residents' accessibility. 9. The procedures for the use of flammable, toxic, and caustic materials can be found in the Safety and Use manual. 37 ""` To Whom It May Concern: I have reviewed and inspected the Kerr County Juvenile Facility Safety Plan according to correctional facility fire safety codes and it meets the standards of the these codes as well as the Kerr County Fire Marshall codes and standards. The inspection findings have been forwarded to the Fire Safety Officer, Roland Valverde, for his review and attention. Kerr County Fire Marshall 38 KERB COUNTY JUVENILE FACLITY KERB COUNTY Policy & Procedure SECTION: 5 Subchapter B: Physical Plant Standard: TJPC §343.5(g)(m)(1)(2)(3)(4)(o)(p)(q)(r)(1)(s)(u) §343.45(g)(h)(i) §343.49(b)(3)(4) TCADA §148.1201 §148.1205 § 148.1207 Subject: Living Space Policy: The facility holds a letter of occupancy issued by the local fire mazshal. Adequate room shall be provided for the various program and service functions conducted within the facility. The facility will maintain cleanliness and space, furniture, and supplies for all residents. Private interactions may be conducted in unoccupied class ~- rooms or in visitation room. Procedure: The following area descriptions apply to the KCJF building and grounds: • Single Occupancy Housing Unit-The facility is designed to house 36 juveniles. Twelve (12) residents are housed on each of three (3) "dorms". Each resident have running hot and cold water with toilet accommodations. • Outdoor exercise area for residents provides enough space (minimum of 15 sq. ft. for the maximum number of residents expected to use the space at one time, but not less than 1500 sq. ft. of unencumbered space.) to ensure that each resident is offered at least one hour of access daily. The multi-purpose room may also be used for an exercise area. • The visitation azea has sufficient space provided for contact visiting. Visitors shall be screened in the front lobby before entering the visitation area. • School classrooms are designed in conformity with local or state educational requirements. • There is at least 15 sq. ft. of floor space per person using the dining room/multi- purpose room. There is space for group dining except where security or safety considerations justify otherwise. • The food preparation area includes a space for food prepazation based on ~... population size, type of food preparation, and methods of meal service. Provision 39 is made for adequate storage and loading areas and garbage disposal facilities. Toilet and washbasin facilities are available to food service personnel. • The water and sewage system is maintained and connected to the Kerrville city water and sewage systems. • Adequate space is provided for janitorial closets accessible to the living and activity areas. The closets aze equipped with a sink, cleaning implements, and a system of ventilation. • Space is provided to store and issue clothing, bedding, cleaning supplies, and other items required for daily operations. This is designated the "storage room." • Space is provided for storing the personal property of residents safely and securely. Residents' personal property is in a locked storage room located in the intake azea. • Separate space is provided for mechanical and electrical equipment. This area is located next to the control room. • Lockers are provided for storing the approved personal property of staff in a secure area inaccessible to residents. Approved property may include coats, shoes, umbrellas, scarves, and caps, which are worn entering the facility but removed and stored before contact is made with the residents. This area is in the staff break room. • Sleeping areas in the SOHU consists of single bedrooms. One bed is in each sleeping room. They are approved institutional concrete beds that are affixed to _, the floor and wall. Clean flame retardant mattresses are supplied to each resident. Residents are given linens, which aze washed weekly. • Individual counseling occurs either in an unoccupied classroom or in the multi- purpose room. • Religious services are conducted either in a classroom or in the multi-purpose room when permissible. • KCJF has a battery back-up system, which provides power in the event a power outage occurs. The alternate source provides power for lights, communication systems, fire alarms, and electric door locks. This power source also provides an alternate means of ventilation. • All handcuffs, leg chains, and metal detection wands are stored in the locked cabinet in the control room. • The l Op.m.-6a.m. shifr washes and dries residents' clothing each night of the week. • The day room on each SOHU provides a minimum of 35 sq. fr. of space per resident if all residents were in the day room at the same time. Each resident on each SOHU has a chair and space by which to write letters or assignments. • All residents aze issued clothing, hygiene products, and linens upon intake. During intake the personal property and medication of a resident is inventoried. Required clothing for dormitory living is inventoried on an individual dorm clothing form. All excess or unauthorized items are placed in a storage box affixed with the resident's name. The box is placed on a shelf in the secure storage room in intake area. An inventory sheet listing items in the box is placed in a notebook located at the shift supervisors' control area. Money and other valuable items are placed in an envelope affixed with the resident's name. These 40 items aze included on the personal inventory sheet. The envelope is stored in a locked safe. Al( inventory sheets are signed by intake staff and the resident on the day of intake. When a resident is discharged, the person receiving the resident signs the inventory sheets. Copies are made of the sheets. Copies are given to the receiving person and resident. Original sheets aze placed in the resident s permanent file. The receiving person must show a picture ID to verify identification. If the resident is to be released to anyone other than the supervising probation officer, written authorization from the probation officer must be provided prior to discharge. 41 KERR COUNTY JUVENILE FACILITY KERR COUNTY Policy & Procedure SECTIONS Subchapter B: Physical Plant Standard: TJPC §343.5(h)(i)(j)(k) §343.46 §343.49(a)(2)(b)(1)(2) TCADA §148.1207 Subject: Furnishings & Hygiene & Time-Out Room Policy: All residents aze provided with adequate facilities and living areas. One resident occupies a bedroom with bathroom facilities. All dorms (SOHU) are centrally heated and cooled with appropriate air circulation. Residents have access to 35 unencumbered square feet for shared common area. All residents are provided with the articles necessary to maintain acceptable standards of persona] hygiene and clothing. Level of Caze for residents at KCJF is Levels 4("Moderate & Specialized") and 5("Specialized). Residents of varying ages occupy each done. This promotes positive role modeling and leadership. All residents receive substance abuse treatment/education and behavioral modification therapy. Procedure: Dayrooms: All residents have access to the dayroom or common activity area. This area provides seating to accommodate each resident living on the dorm. This space also includes a television set that is remote controlled by staff. There is sufficient space for residents to write and sit if all residents are in the day area at the same time. This area possesses furnishings to provide the opportunity for interaction outside the residents' bedrooms. A storage unit is located in this area that contains storage for books and other reading materials. Each dorm has two showers by which the residents take scheduled showers. A cinder-block wall provides privacy during showers. Furnishin¢s: All furnishings meet the standards applicable for the Life Safety Code referring to use of the fire retardant or non-flammable materials. This includes the beds and mattresses. It also includes the chairs located in the day area. Liehting: Sufficient lighting exists for all areas of the facility. • Showers, sinks, & toilets: Each dorm (SOHU) provides bathing facilities for residents that comply with minimum requirements of: o One toilet for every resident, one washbasin with hot/cold running water for every resident is accessible to the residents throughout the commonly used areas of the facility. 42 o The ratio of one shower unit for every six residents, which is available for use seven days/week, 24 hours/day. o The toilet fixtures, shower fixtures and units are designed to facilitate cleanliness and sanitation. These aze to be kept clean and free of odors at all times. Residents clean the bathrooms and fixtures each morning with approved cleaning solutions. The residents do not have access to the cleaning solutions, only the supervising staff is allowed to apply the cleaning solutions for the residents to clean the bathrooms. o Each facility azea, which requires especially sanitary conditions, has washing facilities for both staff and residents. The areas include: ^ Food service ^ Medical office ^ Administration ^ Day areas (SOHU) • Shower safety: The shower units have the following features: o A thermostat controls the temperature, which will not allow the shower water temperature to exceed 1 ] 0° F or 43°C. o The flooring of the shower units is non-skid. o Handrails are installed in the shower unit area for handicap accessibility. • Hair care: Hair cut services are provided for the residents at least once per month. • Shaving: All shaving will be done in the presence of a JDO, who is responsible for issuing shaving cream and gone-time use disposable razor from which the blade cannot be removed. All razors are kept in the locked storage room at the control azea. Shaving occurs during hygiene activities at the beginning or ending of the day. Shaving may be prohibited based on the threat presented by a particular resident. The following shaving procedures will be followed by each resident and staff: o Staff will radio the shifr supervisor for a request of a specific number of razors to be brought to the dorm. When the razors aze delivered to the dorm by the shifr supervisor, the dorm JDO will place the razors in storage cabinet, out of reach of residents. o All residents will be seated in the day area at this time. The television, Walkman radios, reading materials, and telephone calls will cease during shaving time. Residents are to remain in their seats and quiet. o Staff will call one (1) resident at a time to shave in the presence of the dorm JDO. o When the resident has completed shaving, he/she gives the used razor to the dorm JDO(wearing gloves) who then places the used razor in the plastic sleeve. The dorm JDO then places the used razor back in the storage cabinet. o The next resident is issued a new razor. The shaving procedure resumes. o Upon completion of the shaving procedure, dorm JDO will radio the shift supervisor that the shaving procedure has been completed and indicate the number of used razors to be picked up from the dorm. o The shift supervisor arrives on each dorm and retrieves all used razors and disposes of them in the regulation sharps disposal. 43 o At no time are razors left in the storage cabinet after shaving procedures are complete. The shift supervisors will conduct unannounced storage cabinet inspections. Any materials found posing a safety or security risk will result in staff disciplinary action. The Ken County Juvenile Facility does have "confinement/security rooms". The facility programming is such that using room confinement occurs in situations in which a resident poses an immanent threat to themselves or others. Room confinements durations are kept at a minimum when possible. Residents aze encouraged to utilize time-out techniques in situations that require a "cooling off' period. Residents may request a time-out or the staff may advise the resident to take atime-out if the situation has a potential of escalating. This procedure teaches the resident to think before he/she reacts. Time-out periods are not to exceed an uninterrupted period of 55 minutes. A JDO is to remain within visual contact of a resident utilizing time-out room at all times. The supervising JDO will note observation times and comments on the observation form in 15 minute staggered intervals. These observation sheets will be forwazded to the resident's respective counselor. 44 KERB COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTIONS Subchapter B: Physical Plant Standard: TJPC §343.5(1)(t) TCADA §148.505(a) Subject: Accessibility Policy: Ken County Juvenile Facility complies with all American Disabilities Act (ADA) stipulations regarding architectural/physical barriers. We perform a self- evaluation of our facility policies in terms of accessibility and change them as necessary. All physical barriers and obstacles have been removed from our physical plant, and when additional barriers or obstacles are found, provisions are made to remove them as soon as possible. Procedure: In the rare case that an accommodation is cost excessive and would cause services to our -- residents to be jeopardized, then an appropriate referral will be made to a perspective resident in that situation. Any disabled resident(s) residing at KCJF will be housed in bedrooms designed for disabled residents. The design is for their use and provides for their safety and security in accordance with state and federal law. The shower unit available for disabled residents is equipped with an approved bench and rail. Accessibility to the facility building is provided for possible physically disabled visitors and/or staff accordance with state and federal law. Disabled parking and ramp is located in the front of the building. The building entrance is designed with double doors, which open in such a fashion as to allow for equipment that may be used by physically disabled visitors or staff. The facility's governing authority and administrative personnel conducts reviews of our policies and procedures and physical plant regarding disabled accessibility. Changes are conducted as recommended and needed after each review. 45 KERB COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTION: 6 Subchapter B: Security and Control Standard: TJPC §343.6(a)(c) Subject: Control of Equipment Policy: To maintain the security and safety of the facility, all equipment, which includes keys, maintenance tools, kitchen tools, and medical equipment will be inventoried on a regular basis and controlled by respective area supervisors. Procedure: The following procedures will be adhered to regarding the control of facility keys: • The shift supervisor on duty will conduct a daily check of all keys and locks within the facility. A current key inventory is maintained in the control area and in the Assistant Facility Administrator's office. The shift supervisor will visually inventory al( keys in the key box at each shift --- change and log the inventory in the shifr supervisor logbook. • The Assistant Facility Administrator shall store a key for each lock in a locked key safe or cabinet in his/her office. Key hooks in this cabinet are identified numerically. The cabinet numerical listing is maintained secured in the key cabinet itself and a copy in the maintenance director's office and Assistant Facility Administrator's office. Both pattern and duplicate keys shall be kept for each lock in the facility. Only duplicate keys are issued for use. The Facility Administrator or the Assistant Facility Administrator must authorize duplication of any key. • All permanently assigned keys shall be signed for by the person to whom they are assigned with the signature of the person issuing the keys and date of issue. This record shall be kept in the Assistant Facility Administrator's office. The Assistant Facility Administrator signs out these keys. All other work keys will remain in a secured key cabinet. The following persons are approved for permanent issue of keys: o Facility Administrator o Assistant Facility Administrator o Treatment Director (QCC) o Maintenance Director o Administrative Assistant • When staff members arrive for work duty, he/she/she/she reports to the control area for their dorm assignments. Staff proceed to the dorms and ~- receive pass-on and keys from the off-duty staff. When the shift is completed, the staff returns the keys to the control area and initials the key 46 return and time of return. The shifr supervisor or designee verifies that all keys have been returned prior to releasing the outgoing shifr. • JDO staff are not issued a full set of keys or combination of keys that would permit escape from the facility unless the JDO is the acting shift supervisor. • None of the departing staff at the end of a shift is released from duty until all key rings are accounted for visually. • Only the maintenance director and Assistant Facility Administrator have access to the individual key chits not attached to key rings. • The shift supervisor and the administrator on duty are immediately notified in the event a key or key ring cannot be accounted for. Notification includes when the loss was discovered, circumstances surrounding the loss and the identification of the key(s). A written report follows within 24 hrs. of the loss with submission to the shift supervisor and the Facility Administrator or designee. In the event a security key is involved, the resident and staff movement within the facility is suspended to preclude possible escape from the facility. Lost security keys from which impressions possibly could have been made will result in the affected locks being changed. • All staff observe the following key control procedures: o When on duty, staff shall keep facility keys in their immediate ~.. physical control at all times. o Residents are not permitted to handle facility or work keys at any time. o Staff carry and use keys in an inconspicuous manner. o Shift supervisor will count all key rings in the control key box at the end of their 12-hour shifr. Count will be recorded in the shift supervisor logbook. o Staff will never identify the key numbers or other type of identifying information in the presence of residents or visitors. o Avoid dropping keys. Never place keys on any surface. Keys are exchanged hand to hand, never tossed or thrown. o Force is never used to operate locks. If a lock does not function correctly or easily, the malfunction immediately reported to the shift supervisor and the maintenance director. o Locks are never repaired by staff or unqualified personnel. Locks aze serviced or repaired only by an authorized locksmith or similarly qualified staff member. o Damaged or broken keys are returned to the control area for replacement. The shift supervisor then returns the damaged or broken keys to the maintenance director for appropriate disposal. Duplicate fire and emergency keys are located in the key box, which remains locked at all times. The shifr supervisor, Assistant Facility Administrator, Facility Administrator, treatment director, and maintenance director maintain keys that open the control area key box. The fire and emergency keys are clearly marked for identification by sight. These keys 47 are issued only in emergency situations. The Assistant Facility Administrator or designee shall routinely check all emergency keys with their locks to ensure their proper functioning. • Restricted keys are kept in the control area key box. The issue of these keys is restricted to authorized staff only. Restricted keys are: o Nurses' keys o Food service keys o Education department keys o Vehicle keys Unauthorized possession, alteration, marking, duplication or impression making of keys is strictly prohibited. Any such incident is immediately reported to the Facility Administrator or his/her designee verbally and in writing. Offenders will be prosecuted should criminal acts be involved. In non-criminally involved events, those responsible shall be pursued under the employee disciplinary system. Personal keys must be secured in the lockers in the administration staff break room prior to any staff entering the areas routinely used by residents. All personal items, such as purses, briefcases, caps, cell phones, and pagers must be secured out of available contact from residents within the facility. In the event of an employee walk-out or strike, the following directives will occur: "~"` • The shift supervisor will immediately notify the Administrator on Duty. • The Administrator on Duty will immediately notify the Facility Administrator. • The Facility Administrator, Assistant Facility Administrator, and the Treatment Director will converge at the facility for coverage and care of the residents. • The Facility Administrator and Assistant Facility Administrator will call all part-time employees to the facility for ratio coverage and care. • The Facility Administrator will notify the Kerr County Juvenile Chief Probation Officer who will assist via his/her personnel. • Care of residents will continue without interruption until proper personnel can be employed and trained. In the event of a riot, rebellion, escape, or other situation requiring assistance from the Kerr County Sheriff's Dept. or state law enforcement agency, the following procedures will be followed: • If a group of residents become involved in a major disruption, staff should immediately exit the dorm or area but remain where residents can be observed and radio the shift supervisor of the situation. • The shift supervisor will assess the situation, gather assistance from other dorms if possible, notify the Administrator on Duty, and call the Kerr ,_ County Sheriff's Dept. for assistance if warranted. • The Administrator on Duty will notify the Facility Administrator and all off duty staff to help contain the situation. 48 • All residents involved in the major disruption will receive disciplinary action, which may include formal legal charges filed against them. All written reports regarding the incident will be place in each resident(s) respective file. The maintenance director will inventory all tools on a monthly basis and a copy of the inventory will be submitted to the Assistant Facility Administrator. Tools used during the day will be returned to the maintenance workroom before the end of the maintenance director's work-day or staff shift. All tool storage areas/containers shall be clearly labeled as to the contents. The maintenance workroom will remain locked at all times. At no time will residents be allowed to access the maintenance workroom. The only "tools" residents will be allowed to work with are brooms, mops, and dust rags. At no time during work duty will the maintenance director or staff lay a tool down or leave a tool inclose proximity of residents. In the case of a missing tool, all resident and staff movement will cease while afacility-wide search is conducted and the missing tool is recovered. If the missing tool/equipment is not found, an incident report must be written within 24-hours of the incident and given to the Assistant Facility Administrator. The inventory will be adjusted accordingly. The Health service coordinator will inventory all medical equipment on a monthly basis and a copy of the inventory will be submitted to the Assistant Facility Administrator. All medical equipment will remain in the medical office at all times. A JDO or the shift '"~ supervisor will escort residents in response to sick call with the facility RN where medical equipment may or may not be required for treatment. In the case of a medical emergency where a resident cannot go to the medical office, the Health service coordinator, RN, or shift supervisor may have to take medical equipment to the resident. Once the medical emergency has ceased, the medical equipment used will be returned to the medical office. If any medical equipment is missing, afacility-wide search will be conducted. If the missing tool/equipment is not found, an incident report must be written within 24-hours of the incident and given to the Assistant Facility Administrator. The inventory will be adjusted accordingly. All kitchen knives and other kitchen tools with sharp and a potentially cutting edge, are restricted from use by residents. All knives are kept in a small toolbox, which remains locked at all times. Knives are inventoried visually at the end of each meal preparation. Basic inventory of kitchen equipment/tools is conducted on a monthly basis and a copy of the inventory is given to the Assistant Facility Administrator. In the event of a missing knife, all movement of residents and staff will cease while afacility-wide search is conducted. If the missing knife is not recovered after the search, an incident report will be written and given to the Assistant Facility Administrator within 24-hours of the incident. Firearms within the facility are strictly prohibited. All law enforcement officials entering the facility with a firearm and/or chemical agents will be instructed to remove said items ^- and return them to their vehicle. In the event of a riot, rebellion, taking of hostages, escapes, and/or serious assaults, or other emergency situations in which law enforcement 49 ~~ officers must be present, firearms aze permitted within the facility. In one or all of the above mentioned scenarios, incident reports are to be written within 24 hours of the incident on each resident involved and placed in their respective files. Signs shall be posted on the front windows of the main entrance of the facility stating the prohibition of firearms within the facility. All visitors to be escorted to the visitation area will submit to a metal detection procedure to detect any weapons on their person. 50 KERR COUNTY JUVENILE FACILITY KERR COUNTY Policy & Procedure SECTION: 6 Subchapter B: Security and Control Standard: TJPC §343.6(b) TCADA §148.708 Subject: Searches Policy: The control of weapons and contraband is essential to the order and security of the facility. The security of the facility will not be maintained through random, indiscriminate searches of residents. Seazches will occur only when there is sufficient reason to believe that the security of the facility is endangered or that contraband is present in the facility. In the event of sufficient or probable cause for searching the possessions and resident(s) rooms the methodology of the search will adhere to the following procedure. Procedure: The purposes of a seazch are: • To prevent the introduction of weapons or other dangerous contraband into the facility • To detect the manufacture of weapons, escape devices, or other harmful instruments within the facility. • To discover and suppress "trafficking" between staff and residents. • To check or eliminate malicious waste of facility property. • To discover hazards to Health or safety that may go undetected or unnoticed during a more routine inspection. • To protect the Health, safety, and security of the residents. The search of residents by JDOs and/or shifr supervisors requires a humane attitude and expertise. It is the expectation of the facility administration that searches be carried out so as to preserve the dignity of the individual as much as possible. The resident to be searched shall be informed quietly and directly of the necessity of a seazch. The resident shall not be touched any more than is necessary to conduct a comprehensive search. The staff involved will demonstrate professional attitudes and behavior before, during and after the search is performed. The following procedures will be followed for the various types of searches. 51 Strip Searches: • Strip searches are performed upon admission to the facility and upon the return from a furlough. • Members of the same gender as the resident will perform the strip search. There must always be two staff present reflecting the gender of the resident being searched. • The strip search is performed in an area, which ensures the privacy and dignity of the resident. • In conducting the strip seazch: o The resident is allowed to go into a private area, (i.e., bathroom, intake shower azea, observation room with the door partially ajar and the resident allowed privacy. o The resident is instructed to remove all clothing and move away from the area of the articles and cover with a towel or another appropriate clothing garment. o The staff does not touch the resident. o The resident is instructed to run his/her hands through his/her hair. o The staff may require that the resident shower to ensure that no contraband is hidden under male genitals. o If there are any bandages, the staff will gently "pat seazch" the azea. r o The staff shall seazch the clothing cazefully and thoroughly, returning the clothing to the resident as quickly as possible. o In the event that a shower is utilized, then the staff requires that the resident cover with a towel and stand outside the shower facility while staff carefully search for contraband. Body Cavity Search: • Oral cavity searches are conduced by the JDO administering medication to ensure medication has been properly swallowed or if contraband is suspected to be hidden in the mouth. • In the event that circumstances require an anal cavity search, then the supervising probation officer is notified and written permission is obtain from the probation officer to transport the resident to a licensed physician for the search. Frisk Search: • A frisk and/or pat search will be done when a resident is returning from the dorm to education area, education area to the dorm, from the multi- purpose room to the dorm, from outside recreation to the dorm, and from visitation to the dorm. • The resident should not be touched any more than is necessary to conduct a comprehensive search. • Using sensitivity, the staff should: o Inform the resident of the search. ~... o Instruct the resident to place his/her feet apart, arms aside and lifted upwards, facing the staff. o Check the resident's hair, ears, nose, mouth, and under the tongue. 52 o Have the resident tum around with his/her back to the staff and check his/her collar shoulders and underarms. o Have the resident turn their pants' pockets to the outside of the pants. o Tuck the thumb in the waistband area and starting from the front zipper, slide it all the way around the waist. o Check outside of the legs to ankle and inside to the groin. o Check shoes completely. o Shoes and socks aze to be removed and checked when returning from the outside recreation azea. Dorm (SOHU) Seazches: • The shift supervisor and/or a JDO on an unannounced and irregular schedule shall perform searches of the dorm. The intent of the seazch is to discover contraband, prevent escapes, maintain sanitary standards, and eliminate fire and safety hazards. The following is required to occur when seazching residents' living area. o A resident witness shall be present at the time of the search. Preferably an upper-level resident from a different done than the one being seazched is called upon to be a witness. o Living area seazches are conducted methodically. The JDO should seazch in an organized pattern. The JDO should probe holes and '~' tears in mattresses and pillows. Tiles, concrete holes, cracks in floor, loose tiles or baseboazd covers should be searched. All light fixtures, cabinets/contents, sinks, toilets, personal items or books in the rooms should be checked. o The room should be lefr in good order and never in disorder. The personal property of residents should be respected and should never willfully be discarded, broken, or misplaced. o All personal property and clothing shall be carefully seazched for contraband. o Each room shall be carefully seazched and the properties of the previous occupant removed prior to being occupied by a new resident. o A written report regarding the search results will be submitted to the Assistant Facility Administrator or designee. General Area Search: A general area search is made by the shift supervisor. These searches are completed as necessary and preferably with the knowledge and consent of the Facility Administrator. Upon completion of the search a written report is generated and filed with the Assistant Facility Administrator or designee detailing the scope of the search, the results and a listing of all contraband found and location the contraband was discovered. 53 '"` Visiting_ Area Search: • Immediately before and afrer visiting hours (or immediately before or after special visitations/performances/use of visitation area), the shift supervisor or designee shall conduct a thorough check for contraband in all areas of visitation. Residents shall not be pernritted in visitation until afrer the search has been completed. All residents must be frisked at the conclusion of the visit. Perimeter Searches: Areas outside the facility such as the parking areas, delivery areas, intake area, trash receptacles, sidewalks, and landscaping must also be seazched by the shift supervisor or designee for possible contraband delivered to residents. Perimeter searches are conducted prior to residents exiting to the outside recreation area. Sup lp leS: All supplies and hygiene items that meet the approved item list are immediately given to the shift supervisor in the control area. These items must be inspected prior to their being issued to the resident. Use ofNon-intensive Sensors: • The use ofnon-intensive sensors such as metal detectors or other scanning "' devices shall be used instead of body searches whenever possible. Disposition of Contraband • All contraband acquired during searches shall be confiscated and turned over to the shifr supervisor or their designee. A report must be written describing the contraband, starting when and where it was found. This report is given to the shift supervisor or designee for reading, initialing and dating the report and then forwazded to the Assistant Facility Administrator. The Assistant Facility Administrator will either dispose of the contraband or forward it to the proper authority for appropriate action. JDOs identifying residents possessing contraband will submit an incident report for review by the shifr supervisor and placement of the incident report and assigned disciplinary consequences in the resident's file. 54 ~~ KERR COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTION: 6 Subchapter B: Security and Control Standard: TJPC §343.6(d) Subject: Perimeter and Control Area Security Policy: All security perimeter entrances and designated doors shall be kept locked except when used for the admission or exit of staff, residents, visitors, and emergencies. Pedestrians and vehicles shall enter and leave at designated points in the perimeter. The facility's perimeter is controlled to provide that residents remain within the perimeter and to prevent access by the general public without proper authorization. Procedure: The front entrance is usually the major pedestrian traffic point for entrance or exit from the facility. Staff assigned to monitor this area will identify all persons entering or leaving the facility by picture identification and/or authorization by the Facility -- Administrator. The admission and departure information includes a complete record of all the visitors entering and leaving the facility via sign-in sheets, a complete record of all residents leaving and returning to the facility under authorization via control area logbook, and name, identification, nature of business, arrival and departure times and a brief notation of any unusual circumstance surrounding the visit via the control area logbook. The shift supervisor shall ensure that the security doors are kept locked at all times. Authorized persons entering or exiting through a security door must be sure it is locked when leaving. Unoccupied areas and storage rooms are to be kept locked. Only authorized persons are admitted through the security doors. At no time shall law enforcement officers be in possession of firearms or other weapons including nightsticks, while inside the confines of the facility. Officers must place their weapons in their vehicle. Staff are to routinely check all closed doors as they walk past. All shift supervisors, JDOs, administration personnel, and maintenance personnel must ensure that all doors, windows, locking devices and equipment are used correctly and are in good working condition. Perimeter Security: • Prior to taking the residents outside of the dorm area, a JDO shall make securities check of the outdoor area including the fence which must be -- checked for contraband. • The JDO contacts the shin supervisor for clearance to depart the dorm for recreation/activity. The movement occurs only with such clearance. 55 • When the residents are in the outside area, there will be appropriate supervision (minimum staff to resident ratio) as designated by the master schedule that is routinely reviewed and approved by the shift supervisors. • JDOs will place themselves in strategic locations around the designated recreation area. • Residents will not purposely touch, hang on to or loiter at the fence area. Residents will remain no less than 3 ft. from the perimeter fence at all times. Residents will not converse verbally or with gestures with people outside the fence. • Outside restrictions are imposed at the discretion of the shift supervisor. • When residents are returned to their dorm, designated staff shall remain between the fence and residents. Control Area Security: • A shift supervisor shall be assigned to the control area 24 hours/7 days/week. A full-time control person will man the control panel 24 hours/7days/week. • No unauthorized persons shall be permitted inside the facility or at the control area at any time. • Residents aze prohibited from being at the control area. Residents being escorted to the medical office, escorted to the front area for transport, or returning from a transport shall not be allowed to stand behind the control area desk. • Residents must remain at parade-rest posture while passing through the control area. • The shift supervisor will keep the control area cleaz from clutter and other obstructing paraphernalia so as to maintain a secure environment by which information may be retrieved as well as needed equipment. • The shift supervisor will monitor resident movement via security camera monitor on a frequent basis while at the control area. • The shift supervisor will maintain the information bulletin board, staff shift duty board, and transportation board with updated information at all times. • The shift supervisor will ensure the locking of the key box and fire alarm system panel. • The shift supervisor will maintain an updated list of all staff telephone, pager, and/or cell numbers. • The control staff will operate the telephone equipment during evening hours and weekends and direct all calls appropriately. • The shift supervisor will notify the Administrator on Duty of any trouble signals from any of the monitoring systems. • The shift supervisor will maintain frequent radio contact with all JDOs on duty. ~~' • The shift supervisor will make sure staff do not congregate at the control area for general conversations. 56 KERB COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTION: 6 Subchapter B: Security and Control Standard: TJPC §343.6(e) Subject: Resident Supervision and Movement/ConSnement Policy: To ensure the safety of the residents and the public, residents will never be left unattended in any azea inside or outside the facility. Intensive staff supervision of the ratio 1:8 daytime/evening hours and 1:12 sleeping hours is intended to reduce reliance on security hardware and to promote a positive relationship between staff and residents as the primary means of control. Procedure: The JDOs should be aware of the location of all residents at all times. The JDO should not leave his/her area of responsibility without first informing the shift supervisor or designee. JDOs should know the exact number of residents assigned to their dorm and be able to recognize them on sight. If a resident leaves the facility for any reason, this fact must be communicated to all appropriate staff prior to the departure of the resident from the facility. The JDO must complete and document head counts every hour to provide for the eazliest detection of an absent juvenile. In moving residents from one azea of the facility to another and from one jurisdiction to another, all residents will form a single line and head count is completed prior to the move from one area to another. If only one JDO is present, that JDO should be located at the back of the line with no youth behind him. The designated JDO will contact the shift supervisor for permission/clearance to move the group. The group will not move until the shift supervisor clears the movement. The shift supervisor will note the time and destination of the cleazance request. Ahead count is conducted when the group arrives at the designated area. Group movement will be explained to residents prior to departing outdoors. Residents are to remain with the group at all times. They are to participate in their assigned activities and/or sit in their assigned locations. Residents are never to approach the perimeter fence and refrain from contacting persons who may be outside the fence. The JDO will monitor the group at all times and maintain radio contact with the shift supervisor as to the status of the group. Staff are trained to demonstrate special aptitude in crisis intervention techniques. They must be able to recognize the early signals of a crisis and use non-manipulative techniques to forestall dangerous behavior. JDOs are to position themseives on the -- dorms in such a fashion so they may he/shear and see potential crisis so they may respond quickly to the situation. Staff are not to allow other residents to control, monitor, or discipline other residents. 57 r In the event that a resident must be placed in protective confinement resulting from threats by the dorm group, the resident will be monitored in documented 15-minute staggered checks in an observation room. The Facility Administrator or designee must approve of a resident to be placed in protective confinement in writing. These observation sheets will be forwarded to the resident's counselor. 58 KERR COUNTY JUVENILE FACILITY KERR COUNTY Policy & Procedure SECTION: 6 Subchapter B: Security and Control Standard: KCJF Subject: Resident Count Policy: To ensure around the clock accountability of residents within the facility, a system to physically count and document the number of residents in the facility will be adhered to at all times. A formal count is taken at the beginning and ending of each shifr and reported to the shift supervisor. These formal counts are recorded in the shifr supervisor logbook and the dorm logbook. The dorm logbooks are reviewed by the shift supervisor prior to the release of each shift from duty each day. Procedure: The JDOs are primarily responsible for the completion of an accurate count of the residents under his/her supervision. The JDO is responsible for completion of this head ~- count in a variety of settings including: • Dorm • Education • Recreation • Mealtimes • Open areas off facility grounds Residents are aware of and are encouraged to cooperate with the JDO during the counts. Formal counts can be conducted and recorded in the dorm logbook by having the residents count over their lefr shoulder as they enter and exit a doorway. Informal counts are held at a minimum of 1-hour intervals. Both JDOs and shift supervisors or staff who supervise residents during education, community service, or other activities makes counts randomly. These counts are documented in the dorm logbook. These counts are not reported to the shifr supervisor unless a resident is discovered missing. The shifr supervisors are responsible for ensuring that all edits or reports are completed concerning: • Admissions to facility • Discharges from the facility • Medical appointment off site • Hospitalizations • Furloughs • Dorm assignments and any changes in assignments 59 w.. • Bedroom assignments and any changes in assignments • Any other type of movement that would affect the count for the facility, accountability or security. Every JDO completing resident counts is responsible to verify that residents are physically present. The JDO must maintain constant awareness that the residents may use dummies, pillows, or clothing to pretend that they are present. JDOs must confirm presence through sight of a human body. The night shift, ] 0 p.m. to 6 a.m., should determine the residents' presence through sufficient use of light to verify the residents' presence. Enough light should be used to avoid deception. Each count is made accurately, promptly and visually. If a count is doubted then the count is immediately redone. When a resident is suspected of or has demonstrated self-destructive behavior, the checks are escalated to every five (5) minutes up to assigning a JDO to continuously monitor the resident. Any resident who has demonstrated self-destructive tendencies is considered at risk for potential suicide and must receive heightened supervision as described. At least one official count is conducted during each shift. This head count occurs at the end of each shifr and is conducted by the incoming JDOs. The outgoing JDOs remain at their posts until the count is completed, verified and the count given to the shift supervisor Residents are counted simultaneously and at a specific location. All resident movement ceases before the count begins and remains so until the entire facility count is ~' complete and clear. The JDOs radio the official count to the shift supervisor who logs the official count in the control area logbook. The JDOs record the official count in the respective dorm logbooks as well. Residents are to remain in the count area until the shift supervisor radios to the JDOs all clear. If a count discrepancy occurs, the shift supervisor will conduct a physical count of all residents. Once the discrepancy is located, verified, and corrected, the shift supervisor shall note the time and circumstances of the discrepancy in the control area logbook. The shifr supervisor will also complete an incident report and submit it to the Facility Administrator or designee for corrective action if warranted. Emergency counts are an official count taken at other than one of the specified formal counts. This head count is called facility-wide in the event that anyone suspects that a resident is missing. A count must be taken to determine who and how many residents are missing from the specified area or the facility. Other times a count must be called for are: • After a major disturbance is under control to determine that no one is hiding or has escaped during the disturbance. • After an emergency drill of any kind. • After an occurrence of a false alarm emergency. • After afire/mechanical emergency, weather or natural disaster, perimeter security fence breach. During these counts, the residents should be returned to their respective dorms where possible, prudent, and feasible. The shift supervisor is responsible for provision of the 60 "' most up to date count documentation at this head time. All resident movement remains frozen until the count is taken and cleared. 61 KERB COUNTY JUVENILE FACILITY KERR COUNTY Policy & Procedure SECTION:6 Subchapter B: Security and Control Standard: KCJF Subject: Facility Inspections and Permanent Logs Policy: Regular security inspections and the use of permanent logs are vital to the safe and efficient operation of the facility. JDOs assigned to dorms, shift supervisors and the maintenance director shall maintain permanent logs that record routine information, information pertaining to emergency situations, unusual occurrences/incidents and pertinent information about the residents and facility operations. Procedure: The shift supervisor will conduct a shift inspection at every shift change. This head information will be recorded on the required form and forwarded to the Assistant Facility Administrator at the end of each day. The Assistant Facility Administrator will keep a ~- current file regarding these inspections. The shifr supervisor will make a short notation in the control area logbook of the nature of the inspections at the end of their 12-hour shift. JDOs will make notations in their respective dorm logbooks of routine inspections occurring on the dorms. Dorms are inspected on the morning and evening shifts every day at the beginning of each shifr by the JDO assigned to the dorm. JDOs assigned to the night shift, 10 p.m. to 6 a.m., shall make a cursory inspection of the dorm noting all fire hazards for reporting during the next shifr unless the hazard requires immediate reporting. The Assistant Facility Administrator in conjunction with the shifr supervisor will initiate immediate action to correct any major hazards of an emergency nature regardless of shifr. Visual and physical inspections should include: • The inspection of weld around doors, windows, vents, ceiling lines indicating damage or breaks. • Cracked, cut,tractured Plexiglas and/or Plexiglas surface containing a large degree of scarring. • Any debris, such as steel filings, paint chips near doors, windows, electrical outlets, pipe chases, plumbing fittings, showerheads, light fixtures, bed frames, and cabinets. • Discolored or scratched surfaces near pipe chases, and/or electrical outlets. • Missing fixtures, holes, rearranged furniture, sheets hung over fixtures. • Cluttered or dirty areas of the rooms or dorm. • Blocked exits. 62 • Burned out fire exit signs. • Tools or other inappropriate equipment accessible to residents or creating fire hazards. • Flammables or inhalants unsecured. • Generally dirty/disorganized or smelly conditions including trashcans left uncovered or not emptied. All security devices shall be inspected weekly to ensure proper functioning. 63 KERB COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTION: 7 Subchapter B: Rules and Discipline Standard: TJPC §343.7 §343.12(b) TCADA §148.704 Subject: Prohibited Sanctions & Resident Responsibilities Policy: The facility must use appropriate behavior management to enforce program rules and protect the Health, safety, welfare, and rights of residents. Specific sanctions by staff are prohibited as an enforcement tool. Consequences are not used for the convenience of the staff to manage behavior of the residents. Residents have a responsibility to maintain proper behavior and follow programming and treatment requirements as stipulated in their court order. Failure to follow the facility rules may result in a resident being unsuccessfully dischazged from the facility. Residents are informed of the rules upon intake and several times by JDOs and peers during the first two weeks of orientation. -° Procedure: The following sanctions are prohibited by staff: • Corporal punishment • Humiliating punishment • One resident sanctioning another • Group punishment for the acts of an individual • Deprivation of food • Deprivation of clothing • Deprivation of sleep • Deprivation of medical services • Physical exercises used for compliance and/or intimidation • Denying communication with families as a means of discipline unless deemed a security or safety risk The reasons for any restrictions resulting from resident behavior are explained to the resident when consequences are imposed, and appropriate alternative behavior is also described. This head is documented on an incident report and placed in the resident's file. If a resident is alleged to have committed a felony or a class A or B misdemeanor while at KCJF, the case shall be referred to the Kerr County Sheriff's Dept. for possible investigation and/or prosecution. Residents who receive a consequence are required to complete a "structure packet" that corresponds with the hour consequence. (i.e., 8-hour, 16-hour, or 24-hour structure) A 64 ~- structure means that the resident has lost all his/her free time for that specific amount of time stated in the consequence. When a resident is required to complete the packet, he/she/she/she is told to do so in the day area of the dorm. The resident completing a structure is not allowed to communicate with his/her peers without permission from the supervising JDO and visa versa. The resident completing his/her structure is under observation of the supervising JDO at all times. The resident is not restricted to his/her bedroom. He/She is free to come to the day area to speak to staff with permission, eat in the multi-purpose room with his/her peers, participate in PT with his/her peers, walk around the recreation yard during recreation time, write letters (after completing the structure packet), and receive mail. Notations are made in the consequence log and dorm logbook as to the resident's behavior during his/her structure time. If a resident is required to be placed on room confinement for out of control behavior and continuous refusal to comply with facility rules and/or a threat to himself/herself or others, he/she may be placed on room confinement for up to 24 hours. If a JDO believes a resident should be placed on room confinement, he/she must first confer the request with the shift supervisor. The shift supervisor then must notify the administrator on duty to obtain permission to place the resident on room confinement. The JDO must be monitor the resident and record the observations in staggered intervals not to exceed 15 minutes on the observation form. The JDO placing the resident on room confinement must complete an incident report and submit it to the shift supervisor who will forward it to the Assistant Facility Administrator. The report will describe the behavior and circumstances surrounding the confinement. Confining the resident to their room for more that 24 hours must be reauthorized in writing by the administrator on duty, if necessary, every 24 hours. All infractions of residents are considered on an individual basis by the supervising clinical team. Any one, accumulation of, or combination of the following infractions are considered serious and could result in immediate discharge. • No residents will be permitted to possess weapons, firearms or other contraband. • The use of obscene, foul or abusive language is counterproductive to good treatment. All residents are to refrain from the use of language that most people find offensive. The use of ethnic, social, sexist and sexual preference words of a derogatory nature will not be permitted. • All residents are required to be in their required groups/classes on time each day. • All residents are expected to remain free from alcohol and other drugs while on the premises and during the course of treatment. There is no smoking by residents or adults in the facility. • All residents are required to take their prescribed medication they had upon intake and prescribed while at the facility. • Residents ntay not gamble while at the facility. • Residents are to refrain from any physical violence, threats of physical violence and verbal violence. 65 "'°' • Romantic situations and sexual behavior between residents while in treatment is counterproductive to positive treatment outcome and will not be permitted. • All residents are expected to maintain their personal appearance according to the resident dress code. • All clothing must be appropriate and is subject to inspection by staff and is furthermore subject to immediate direction to change or discard, according to staff discretion. • Residents will submit to random drug testing. If a resident tests positive for drug use, the resident will be given a 24-hour structure and the assigned counselor will notify the supervising probation officer. The resident may be unsuccessfully discharged from the program and returned to the placing probation department. The drug-testing sample will be labeled with the resident's name and date of sample. 66 KERB COUNTY JUVENILE FACILITY Program Rules and Residents' Responsibilities Due to positive behavior, your commitment to want to succeed in our program and life, you have been given the privilege to be accepted into the Kerr County Juvenile Facility. The following are rules and guidelines for success that you must follow to successfully progress through the program: 1. Do not leave the residential azea without permission from a staff member. 2. Be calm and quiet at all times when you are in the residential azea_ 3. Be prompt and ready to go when staff requests your presence for all activities. 4. Maintain a neat and clean appearance and living area at all times. 5. All beds must be made up neat prior to leaving the area. 6. Lights aze to be turned off no later than 9:30 p.m. 7. When in the multi-purpose room: a. Do not talk to other residents at other tables b. Do not talk to peers at your table while eating c. Do not leave your seat without permission d. Use proper manners 8. Keep your hands to yourself. 9. When in the hallway or moving from one area to another remain quiet and in a straight line with your hands behind your back. 10. Do not enter or look into another residents' bedroom. 11. Do not tamper with fire alarms. 12. You must maintain a positive attitude and display leadership qualities. 13. Treat all staff and residents with respect; address all adults as Mr. or Mrs., Sir or Ma'am. 14. Possession of contraband will be considered as any item in your possession or in your property or in your assigned azea that is not authorized. 15. Honesty is the best policy. If you are questioned about anything, tell the truth. If you have any questions, now is the time to ask the staff. Violations of these or any other rules will result in the loss of privileges. All violations will be dealt with promptly and fairly. Resident Signature Staff Signature Date Date 67 KERB COUNTY JUVENILE FACILITY KERB COUNTY Policy & Procedure SECTION: 8 Subchapter B: Food Standard: TJPC §343.8 TCADA §148.1102 Subject: Nutrition and Menus Policy: Ken County Juvenile Facility provides three (3) meals and one (1) snack a day to all residents residing at the facility. KCJF provides wholesome, well-balanced meals that follow the USDA school breakfast, lunch, and dinner dietary allowances. The kitchen is inspected annually by the Kerr County Health Department. These inspection reports shall be maintained for three (3) years. A certificate of that inspection is posted in the kitchen area. Food and drinks aze of safe quality and prepared and served in a sanitary manner. Procedure: ,.-_ The facility provides modified diets to residents who require them as determined by a licensed medical professional or due to religious beliefs. Special diets aze prepared in consultation with a licensed dietitian. All food is selected, stored, prepared and serviced in a safe, Healthy manner. Kerr County Juvenile Facility provides at least two (2) hot meals out of the three (3) meals served per day. No more than 14 hours lapse between any two (2) meals. Staff will serve package meals or make other arrangements for residents who are scheduled to be away from the facility during mealtime. The head cook plans and supervises the daily menus, which contain food variations of balanced nutrition. On-duty staff eat with the residents. Staff will eat the same food prepared for the residents unless the staff is restricted by special diet requirements dictated by a licensed physician, dentist, and/or for religious beliefs. Effective menu planning recognizes the needs of the general resident population and specific needs of the resident group attributable to age, physical activity, sex, medical status, etc. These variances create difficulties in using asystem-wide menu plan. Kerr County Juvenile Board requires that menus be developed within the following framework: • Menus shall be based upon budget allocations • Menus shall be prepared and distributed at least one (1) week in advance of serving and posted where easily read by residents. 68 '°` • Any changes or substitutions should be noted on menu sheet with the specific food changed to one of approximately equal nutritional value. • Menus shall be designed to provide meals which are not only nutritionally adequate but also have a balance of color, flavor and texture, which will add to meal enjoyment. • Menus should be kept on file, rotated periodically and take into consideration the average length of time a resident is placed. • Menus may reflect changes in seasons. Standard daily food ration allowances for each resident are the cornerstones of an adequate food program. The Head Cook shall ensure that each resident is provided foods from the five (5) basic food groups, with a daily allowance from each grouping. Establishment of these allowances in terms of servings per person, per day, shall consider waste incidents in normal preparation. All ration allowances are incidents based on standard retail cuts of meat and fresh produce while all canned foods are included as net weights. Dining room service shall be designed to enhance the attractiveness of the meal and to enable the residents to enjoy meal period to the fullest extent possible. The manner in which the meals are presented influences the entire atmosphere of the facility since meals assure a magnified importance in the daily routine of the resident. The following criteria shall establish minimum standards for meal service: °' • Holiday and weekend schedules may be developed to provide for a more variable meal schedule to coincide with visiting activities, recreational activities or similar functions. • Multi-purpose room shall be pleasant and attractive. • Good table manners, as well as good eating habits, shall be encouraged. • All foods shall be served at the appropriate temperature to maintain quality, taste appeal and texture. • All residents will be provided appropriate eating utensils. • Meal service supervision shall ensure dining complies with the facility policy intent. Adequate and firm supervision shall ensure that meals are served in pleasant surroundings without the slightest degree of favoritism, carelessness or waste. • Serving should be ample to meet the needs of growing residents. Residents should not be allowed to store food in their rooms. • Care should be taken to avoid scheduling group meetings or individual conferences of a potentially emotional nature prior to meal times. • Good eating habits should be encouraged, but residents are not required to eat all of the food served. • Meals should only be served in a resident's room because of illness or dorm restriction for behavioral difficulties. Care should be taken about the types of service utensils used. .., • JDOs shall supervise residents during meals. 69 °-~ The facility shall establish a food service staffing pattern appropriate in size to meet their needs. Staff size and organization vary widely depending on resident population, physical plant and the equipment available. The food service section, however, shall provide the following minimum staffing pattern: • At least one (1) head cook with background and experience in the administration and supervision of food service operations. • Supporting staff adequate to ensure the operation and serving of meals. • Security supervision at a level appropriate for the facility. Training for food service staff shall be conducted by the head cook or Assistant Facility Administrator on a regular basis. At a minimum, staff shall be trained in: • Safe use of each appliance in the kitchen area. • Safe use and storage of hazardous tools. • Proper storage techniques for foods. • Facility and section fire plans. • Use of fire extinguishers. • First aid procedures for scalds, burns, falls and other injuries • Proper report procedures for accident and/or hazardous conditions. All food service staff shall be required to: • Have clean hands and fingernails and to wash afer using toilet facilities. ,,._ • Practice overall good hygiene and wear clean clothing that is changed daily. • Wear a chef s hat or hairnet at all times when in food service areas. • Wear sanitary gloves at all times when serving food. • Keep the food service section clean and all equipment shall be washed immediately after use. • Keep accurate records of all meals served and of any food substitutions made. • Notify the Head Cook or the Assistant Facility Administrator immediately of any Health or safety code violations observed. Food service sections are important ingredients of a safe and sanitary facility. The head cook shall ensure: • Floors, walls, and ceilings are constructed of materials, which will provide a safe and sanitary operation. • Toilet and washbasins are located in proximity to all food service areas. • Ovens, grills and similar equipment are arranged to enable maximum benefit from the sprinkler system and extinguisher coverage. • Adequate fire protection and avenues for exit are available. • Adequate storage, loading and garbage disposal areas are available. Food service equipment shall: • Be designed to comply with all applicable safety codes. • Be designed to enable efficient and thorough cleaning. This head is especially important for equipment in direct contact with foods. Worktables, dining tables 70 and similar pieces of equipment shall be constructed of metal or stainless steel, avoiding woods or similar water absorbent material. • Be operated and serviced in accordance with the manufacturer's Health and safety instructions. • Be equipped with refrigerators, freezers, holding cabinets and serving tables that maintain foods at proper temperatures. • Be equipped with sanitary rodent-proof containers for dry products such as flour and sugar and covers for food stored in refrigerators. Inspections of food service areas are vital to ensure compliance with appropriate Health and safety rules. The head cook or maintenance director will make safety and sanitation inspections weekly. A report form will be generated and held on file for one (1) year. The head cook or maintenance director shall submit a copy of the report to the Assistant Facility Administrator. Shelf goods are maintained at 45° to 80° F, refrigerated food at 35° to 40° F, and frozen foods at 0° F or below. 71 KERB COUNTY JUVENILE FACILITY KERR COUNTY Policy & Procedure SECTION: 9 Subchapter B: Hygiene Standard: TJPC §343.9 TCADA §148.1207(j)(k) Subject: Bedding, Clothing, and Housekeeping Policy: All residents upon intake are issued facility clothing and hygiene products. Procedure: Upon admission, all clothing and supply items brought to the facility upon intake will be documented on a personal property inventory sheet stored in properly labeled containers. As the resident needs additional clothing/supplies during the placement at KCJF, the resident will complete a request form asking for specific items. The shift supervisor will furnish items from the facility supply closet as needed. The following procedures will be followed regarding laundry, housekeeping, and resident hygiene: • All dirty clothing and towels will be laundered each night during the 10 p.m. to 6 a.m. night shift by the supervising JDO. Residents will submit their dirty cloths and towels to staff upon retiring to bed each night. • All residents will put on clean underwear and outerwear each morning. • All residents will shower, shave, and brush their teeth each evening before retiring to bed. All residents will brush their teeth and shave (if applicable) each morning. • All residents will be assigned a weekly housekeeping duty. This head duty roster will be rotated on a weekly basis. • All floors in the education area, dorms, and multi-purpose room will be swept and mopped daily with disinfectant solution. • All furniture in the above listed areas will be dusted each day. • Food is prohibited in the education area and on dorms with the excepting of snacks during scheduled snack time each day. Snacks are only eaten in the day area of each dorm. • All trash is removed from dorms daily. • A contract pest control exterminator will spray facility-wide inside and outside perimeter once per month to reduce pests. • The maintenance director will remove garbage from the facility and grounds °' daily. 72 • The maintenance director, on a daily basis, will clean all floors prohibited from residents. • Residents and/or the maintenance director will clean walls once per month as well as windows. • The maintenance director will dust furniture in areas that is prohibited from residents on a weekly basis. • Restrooms facility-wide will be cleaned daily with disinfectant. • The kitchen garbage will be removed daily. The kitchen floor will be mopped with disinfectant daily. 73 ~' KERB COUNTY JUVENILE FACILITY KERR COUNTY Policy & Procedure SECTION: ]0 Subchapter B: Health Care Services Standard: TJPC §343.10(a)(b)(c)(d)(e)(f) TCADA §148.707 §148.1001 §148.1002 §148.1003 §148.1004 Subject: Medication and Health Care Services Policy: Ken County Juvenile Facility follows all local, state and federal regulations regarding administration of medication to its residents. KCJF utilizes medications only for therapeutic and medical purposes, and medications shall not be utilized in excessive doses. Medications, syringes, and needles shall be accessible only to staff who aze authorized to provide medication. KCJF utilizes staff supervision of resident self- administration of medications and the administration of medications by a nurse or trained ,.._ staff. The facility will acquire a signed medical treatment release from parent, guardian, or conservator upon intake, which will be kept on file in the medical office and in the resident's permanent file. The facility shall maintain a Health Service Authority (HSA) via contract status who will be responsible for Health care decisions within the facility. The named Health Service Authority is Dr. Christopher Meriwether or his licensed medical care designee (Suzanne Edwards,lZN) from his private clinic located in Kerrville, Texas. Dr. Meriwether will be notified regarding medical and health questions and decisions involving the residents. Dr. Meriwether or designee will provide the necessary training for the facility's Health Service Coordinator (HSC), Danita Lofris. Ms. Lofris will receive training in proper medical report filing and organization, proper medication inventory, proper disposal of discontinued and outdated medication, possible common side effects of medications commonly used by residents, medication prepazation, and proper storage practices of medication. Procedure: Medications, syringes and needles are only accessible to staff that have been trained by the 13SA. Staff who have been trained may supervise self-administration of medication by the residents. All prescription and over-the-counter medication, syringes and needles are kept in a locked storage cabinet. Used needles and syringes are placed in a rigid puncture-proof container. All medications, syringes and needles are stored in the original containers under appropriate storage conditions in a neat and orderly fashion. Drugs „~ requiring refrigeration are stored in a locked refrigerator located in the medical office. At no time are food items stored in this refrigerator. Topical medications are separated from oral and injectable medications in a labeled box, drawer, compartment, or shelf KCJF 74 staff do not use undue influence to obtain consent for a resident to take medication. Residents may refuse medication unless a physician orders medication to prevent imminent serious physical harm to the resident or other individuals. Residents may not keep prescription or non-prescription medication. KCJF ensures that stock prescription medications are stored in the medical office and dispensed by a shift supervisor, HSC, Assistant Facility Administrator, or the Facility Administrator. All the above-mentioned staff shalt be trained in the dispensing medication and supervising of self-administration of medication. KCJF ensures that medication is in a properly labeled container. If residents are required to take medication with them off site, the medication must be in an appropriate container with an appropriate label. If the medication is a sample, the medication must have an attached, signed label from the prescribing professional that includes the name of the resident, name of medication, dosage, route and frequency of the prescribed medication, prescribed date, medication expiration date, and initial dosage amount in the container. A copy of this information must be filed in the resident medical file and permanent file. Kerr County Juvenile Facility utilizes an effective system to track and account for all prescription medication. Medication is inventoried an inspected daily to ensure compliance with these medication procedures. This inventory shall include centralized documentation of the following information about each container of prescription medication: '~ • Date the medication entered the facility. • Initial amount of medication. • Amount administered to the resident as recorded on the resident administration record • Amount present at each inventory • Amount present at the time of disposition • Monthly reconciliation between the administration record and the inventory • The HSC conducting the inventory shall sign and date the inventory sheet KCJF shall dispose of medication safely. Two trained staff members shall witness and document the disposal and method used for disposal of medication. The following medication is separated immediately and destroyed within 30 days: • Medication past the expiration date • Medication remaining after the prescribed length of therapy • Medication prescribed for residents who have left the program Trained staff shall not give prescription medication to a resident without a physician's written order or prescription. Each written order for medication shall include: • The date prescribed • The name and dose of the medication • The frequency and route of administration • The physician's signature 75 The Health Service Coordinator shall administer and discontinue medication exactly as ordered. Staff shall document each dose administered in the resident's record. The medication administration record shall include: • The resident's name • Drug allergies • The name and dose of each medication • The frequency and route of each medication • The date and time of each dose administered or supervised • The signature of the staff person who administered or supervised each dose If a medication error is identified or a resident appears to have an adverse reaction to medication, staff shall: • Notify the HSC who will assess the situation. • The HSC will notify the HSA of the reaction and respond to the HSA's recommendation for treatment. • If the resident requires medical transport, the HSC will arrange transportation to a medical facility in a facility vehicle under the supervision of a facility JDO. • The HSC will notify the medical facility and/or emergency hospital via telephone ,,, and advise them of the medical situation and approximate arrival time of the resident. • The Shifr Supervisor will notify the Administrator on Duty • The HSC will document the facts and complete an incident report that will be placed in the resident's medical file and permanent file. • The Administrator on Duty will contact the HSC for an update and coordinate medical treatment for the resident (if applicable). The following procedures will be conducted regarding the supervising ofself- administration of medication by residents: • The HSC will prepare all medication for self-administration by residents. • The prepared medication will be placed in the locked medical cart for dispersement. • The trained shift supervisor will take the medical cart containing the medication to each dorm. • The shift supervisor will advise all residents to be seated in the day area at 4.0 position and remain quiet during "medication call". • The shift supervisor will call residents to the medical cart one at a time. • Once the resident has received his/ her medication, which is placed in a small plastic pill cup, the resident takes the medication and swallows the medication with a drink of water. 76 -, • The shifr supervisor, wearing gloves, will do a "mouth-sweep" making sure medication has been properly swallowed. The shifr supervisor will change gloves after each "mouth-sweep". • The resident will return to his/her chair in the day area and remain in 4.0 position and quiet until all medication has been dispersed on dorm. Each resident will be afforded unimpeded access to health care. The HSC will respond to and monitor resident medical complaints during "sick call". Residents will be referred to a physician when necessary by the HSC. This policy will be communicated orally and in writing to residents on arrival in the facility, and shall be communicated in a language clearly understood by each resident. The facility shall have a central medical office. If the HSC is a female, the HSC must have a male JDO in the medical office while she is retrieving information regazding a resident's medical complaint. At no time will the female HSC examine a male resident's person. The HSC may bandage minor cuts and abrasions on the body that is visible when the resident is fully clothed. The following procedures will be followed regazding sick call: • The resident will place his/her medical request in the medical box in education. • The dorm JDO on the 10 p.m. to 6 a.m. shifr will forward the medical request each night to the shift supervisor who will forwazd the form to the HSC. • The HSC will coordinate the removal of the resident from the dorm and under the escort of the shifr supervisor, the resident will report to the medical office. • The HSC will write down the resident's medical complaint and forward this information via telephone to the Health Service Authority or his designee, if the complaint warrants. • The HSC will follow the Health Service Authority's written orders regarding treatment of the resident. The HSC will forwazd this information to the shifr supervisor and the resident's counselor. • The medical request form with documented treatment (if any) will be placed in the resident's medical file and in his permanent file. • Proper and ordered medical treatment will be administered by the HSC, if required, to each resident requesting sick call. • If the Health Service Authority recommends medical confinement as a Health precaution, the following steps will be followed: o Reasons for confinement will be documented and placed in the resident's medical file and permanent file. o A JDO will be assigned to the confined resident for constant observation. This observation will be logged on the observation form in staggered intervals not to exceed 15 minutes. o The HSC will monitor the resident and report all changes to the Health Service Authority. The medical office maintains an adequately equipped examination room used for treatment, ensuring privacy and dignity. At a minimum, the examination room shall be equipped with the following: • Thermometer 77 ~- • Blood Pressure cuff and sphygmomanometer • Stethoscope • Scale • Percussion hammer • Examination table • Goose-necked light • Refrigerator with a lock • Medical record files with a lock • A sink equipped with hot and cold running water • Posted phone numbers of frequently used physicians, pharmacies, and other Health professionals • Comprehensive drug reference manual • Red Sharps container There shall be adequate first-aid kits on each dorm, kitchen area, and vehicle. The HSC will conduct weekly inspections of all facility first-aid kits to ensure proper supply quantities. The Assistant Facility Administrator on a monthly basis shall conduct sick call reviews. The review shall include an examination of the logbook for sick call, a review of referrals made by the HSC to a physician or hospital, and an oral discussion with the HSC who conducted the sick call regarding any needed changes or enhancements to the medical sick call procedures. Daily 24-hour coverage seven (7) days a week is available at the facility. Any staff who believes a resident is in need of emergency medical care shall contact the shift supervisor immediately. The shift supervisor will contact the HSC immediately, or the administrator on duty if the situation occurs after business hours. Given the information obtained by the shift supervisor, the administrator on duty may request that the resident be transported to a physician or emergency hospital. The following procedures will be followed in a medical emergency: • All emergency telephone numbers will be visible and accessible to all staff. These numbers include: o The Health Service Authority o The Health Service Coordinator o The Administrator on Duty o The counselors o The local emergency hospitals-Sid Peterson Memorial Hospital o The Kerr County Sheriffls Department • The shift supervisor will call "911" to request an ambulance to be dispatched to the facility, if warranted. • A JDO will accompany the resident in the ambulance or in the facility vehicle to -.._ the hospital and remain with resident until a relief JDO arrives or the resident is returned to the facility. 78 • The shift supervisor or HSC will notify the administrator on duty of the transport completion. • The shift supervisor will notify the resident's counselor. • The resident's counselor will notify the resident's probation officer and parent/guazdian. • The administrator on duty will notify TJPC and TCADA if the medical emergency resulted from a suicide attempt, restraint, or youth on youth assault. • An incident report will be written by the shifr supervisor and placed in the resident's medical file and permanent file. All biohazazd spills will be cleaned using the spill kit and according to the instructions found in the spill kit container. Items exposed to blood and other body fluids will be disposed of a medial waste or cleaned with a 10% bleach solution or germicidal disinfectant. All syringes, needles, scalpel blades, and razors shall be placed in the red sharps container after use. Do not RECAP needles unless one-handed method is used. When the red sharps container is full, close the lid and transfer it to the biohazard waste box. All disposable items (cotton balls, Band-Aids, bandages, dressings) contaminated with a least 100 cc's of blood or body fluid shall be placed in the biohazard waste box for disposal. When the biohazard waste box is approaching full, the HSC will contact the biohazazd waste company to remove the box. A receipt for the biohazazd waste will be completed and retained by the HSC. The following procedures will apply for body fluid spills: • Body fluid linen and clothing items shall be washed with a solution of/4 cup of bleach to each gallon of water. • Staff and residents will wear rubber gloves when handling suspected body fluid contaminated items. • Hand and arm washing shall occur after each contact with suspected body fluid contaminated items and after wearing gloves. • The HSC, if available, shall assist in the clean up of azeas that contain blood or body fluids using a "spill kit". • Contaminated disposable eating utensils shall be placed in red biohazard waste bags. • Staff shall isolate residents for medical reasons only on direction of a physician via the HSC. • Staff shall watch for suicidal ideation and gestures if warranted from the incident. • Any injury involving broken skin shall be reported to the HSC. .._ • All staff aze strongly urged to take the Hep. B vaccination. 79 The Health Service Coordinator, Facility Administrator, Assistant Facility Administrator, all shift supervisors, and all full-time JDOs will receive two (2) hours of training by the Health Service Authority on the dispensing of medication. The HSC will be familiar with the local pharmacies used to fill and refill prescriptions for the residents. The HSC will contact the pharmacies for all fills and refills of medication one week prior to the resident receiving his last medication. 80 KERB COUNTY JUVENILE FACILITY MEDICAL AND MEDICATION AUTHORIZATION I (We) the undersigned parent/guardian/consenter of He/she hereinafter referred to as "the resident", do hereby authorize and extend permission to the Kerr County Juvenile Facility, Kerr County ,Texas, it's officers, agents and employees, hereinafer referred to collectively as "the Facility", to authorize and provide medical care for the resident. I (We) do further authorize any doctor and/or medical facility selected by the Facility to render any and all necessary medical services to and for the resident including but not limited to examinations, injections, surgery, and isolation for any contagious disease or condition. I (We) do hereby agree to save, hold harmless and indemnify the Facility of and any and all claims, demands, and causes of action whatsoever on account of or in any way resulting from the authorizing by the Facility of such medical services. I (We) do hereby give my/our consent for the staff of the Kerr County Juvenile Facility to give prescription medication to the resident as ordered by a licensed physician. Non- prescription medication will be administered on an "as needed" basis by trained Facility staff. If the resident is allergic to any food or drugs, please list them below: Does the resident have any medical or psychological problems that the Facility should know about? If so, please list them: Parent/Guardian/Consenter Signature Address: Phone Number: Date: 81 KERR COUNTY JUVENILE FACILITY NURSES PROGRESS NOTES Resident Name: Date Time Comments Allergies KERB COUNTY JUVENILE DETENTION FACILITY MEDICATION REFUSAL I refuse to take my prescribed medication ( ), and I do this knowing that it is against Kerr County Juvenile Detention Facility's rules and medical staffs instructions. COMMENTS: RESIDENTS SIGNATURE: DATE: JUVENILE DETENTION OFFICER: SHIFT SUPERVISOR'S SIGNATURE: KERFc BOUNTY JUVENILE F/y~:ILITY °"'~7enCs Name OTC-PRN Medication Allergies DATE I MEDICATION I DOSAGE ( ROUTE I TIME I REASON GIVEN I SIGNATURE KERR COUNTY JUVENILE FACILITY Referral (Consultation Report Ph: (830)2576110 Far(830)257E747 Name: DOB: Allergies: TO: Consultant and /or Service: Reason for Requested Consultation: NURSE: Request Date: CONSULTANT: FINDINGS AND RECOMMENDATIONS: "°SIGNATURE: CONSULTANT DATE: ntJli J l Ilcl'1WC1^.LTtI I'U O 3. Christopher Meriwether, D,.D. p Michael S. Fontenot, M.D., F.A. Personal Information PtgNE IJO. :930 25' 25x2 L~ec. 03 `'.=.'001 ©3:25FZM PS ,+.5 West Main Kerrville, TX 7$028 Patient Name Birthday Q Male () Female S.S.N. Address City/Stata'Zip Home Phone Mom Name Morn Birthday Mom SSN Mom Woc1c # Dad Name Dad Birthday Dad SSN Dad Work # Faxon Responsible for bill 0 Mother 0 Father Other name Billing uddreea (i Cdi ITcrcut) Emergency Contact Name Phone Insurance: (attttw`e card) Referred by Former Physician PAYtdENT POLICY: All professional services rendered arc ehsrged m the patient. The patient k teapoosiblt for payme~u regaedless of inaarance coverage. Fult payenL is cxpcoted at the time of each service unleu aaangementa hove been made in advance. Billitrg information wilt be provided to expedhc patient rcimbunement trottr private inaurcn. AUTHORIZATION OF PAYML'tdT: [authorize release of ray msdiul information necessary tb process a claim. !also teQtwt payment of benefits either to myself or to the party Mho •eeepts twignment. Past Medics[ History: (Use back if nece,55ary) Birth: O Full Term Q Premature Q Vaginal delivery () C. Section Birth Weight: Prescription Medan 0 None Development Problems: Language: Q Xes 0 No Motor: () Xes 0 No Drug Allergies: Q Yes 0 No Famr7y Historys (Seizures, Asthma, Aliagies, Kidney disease, etc...) Relation Dlaeaae 0 Sibling 0 Parents 0 Aunt/Uncle 0 Grandparent 5oc#al kIletory: Who i1V05 flt hOtnC Smokers? () Yes (} No Pets? ()Yes Q No Signature Date Acknowledgment of Review of Policy of Privacy Practices J. Christopher Meriwether, M.D. MIchael S. Fontenot, M.D., P.A. I have reviewed this office's Notice of Pr(vacy Practices, which explains how my medical information will be used and disclosed. I understand that I am entitled to receive a copy of this document. Signature Relationship Name of Child Date KERB COUNTY JUVENILE FACILITY MEDICATION CHAIN OF CUSTODY NAIYIE: R,Y; Name of Medication Quantity In Sp