KERB COUNTY
JUVENILE
FACILITY
Where Changes Begin .. .
Kerr County Juvenile Facility
Table of Contents
Chapter 1 ............................................ Administration, Organization, and
Management
Chapter 2 ............; ............................... Fiscal Management
Chapter 3 ............................................ Personnel
Chapter 4 ............................................. Training and Staff Development
Chapter ~ ............................................. Records
Chapter 6 ............................................. Administrative Information and
Research
Chapter 7 ............................................. Citizen Involvement and
Volunteer
Chapter 8 ............................................. Physical Piant
Chapter 9 ............................................. Security and Control
Chapter 10 ............................................. Safety and Emergency Procedures
Chapter 11 ............................................. Rules and Discipline
Chapter 12 ............................................. Juvenile Rights
Chapter 13 ............................................. Food Service
Chapter 14 ............................................. Sanitation and Hygiene
Chapter 15 ............................................. Medical and Health Care
Services
Chapter 16 ............................................. Intake and Admission
Chapter 17 ............................................. Juvenile Services
Chapter 18 ............................................. Communication: Mail, Telephone,
and Visiting
Chapter 19 ............................................ Release Preparation and Transfer
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KERR COUNTY JUVENILE FACILITY
POST-ADJUDICATED
POLICY & PROCEDURES
CHAPTER 1
ADMINISTRATION, ORGANIZATION, AND MANAGEMENT
ICcir County ,luvenile Facility
Ch:~t~tcr
n~lnunistration, Chganization, and M:Ina4CmC11l
titihjcct
Coordination with Community A~cncics anal (:ducational Institutions
Policy N~unber
1.1
POLICY
The Administrator shall coordinate planning efforts ~t ith community--related groups and service to ensure
nta.~nnun use of available resources for jug miles placed in faciliiy. Tate Administrator shall also cooperate with
other departments. divisions. and agencies of the state. its political subdivisions and municipalities. as well as
appropriate private agencies and organisations to assist in prodding necessary services for these juveniles.
PROCEDURES
Since reducing ties ttith family. peers. and outer support systems within the conuntmity can only increase
juveniles' feelings of alienation c~en for a slwtl stagy. the facility shall maintain as close a tie with the communit}~ as
is possible.
C'onr~linrltion ivilh Communit7~-13aserl Prngrnms cmr! Services
Maintaining ties with the commtmit~• requires the follo~t'ing:
* Ample opportunities for juveniles to be ~yith f unily and friends
* Involvement in appropriate community activities
* Permitting vohmtecrs from the comnntnity to ~`~ork directly «'ith juveniles
* Taking fiill advantage of community ser, ices and resources in the facility, as well as the community
Interagency Cooperation
Since the operation of a facility both affects and is affected by other agencies within and outside the
jtn mile,justice s}'stem. An information-sharing mechanism shall be established to maintain contact with advisory
committees, justice councils. state and regional planning organisations and other community resources. General
guidelines and procedures for referral shall be developed in cooperation with the juvenile court. intake staff,
probation officer, and the conuuunit~-based progrtm about conditional and unconditional release of juveniles to
these programs, payment for services. emergency use. etc. These agreements shall be monitored and updated as
needed on at least an annual basis.
Facility and Community-Based Programs
The Facility Administrator, in conjunction with other ju~•enile justice agencies, shall develop and maintain
a current inventory of all state and local juvenile justice and delinquency prevention services.
Coordination of Educational Resources
Based on assessments of residents' educational nccds ~tnd problems, the state or local educational
institution shall be notified of the nccds of this population. as ~~cll as special cases requiring remedial assistance.
Notification will be made in time to assure that annual budgctan plamung and fiscal arrtngements can be made to
ensure effective delivery of educational support sen~ices.
Kerr County Juvenile Facility Policy Number
L2
Chapter
Administration, Organization, and Management
Subject
Establishment of Facility Administrator and Defining Criteria for Selection
POLICY
An Administrator shall be appointed to manage and operate the facility in accordance with state and
federal laws, TJPC Standards, executive orders, and judicial decisions.
PROCEDURES
Appointment of the Administrator
The juvenile board shall make the appointment of the Facility Administrator. Minimum qualifications
include a bachelor's degree in an appropriate discipline, five years of experience working with juveniles, and
demonstrated administrative ability and leadership. The Administrator must be eligible for certification as a
certified juvenile probation officer. The Administrator shall oversee all phases of daily programs including staff
schedules, maintenance, food service, rehabilitation programs, educational programs, purchases and
housekeeping.
Skills of the Facility Administrator
The Facility Administrator must be skilled in personnel management, program research, planning and
evaluation. He/she should have broad-based experience and/or training in the following:
• Dealing with delinquents and delinquency
• Management personnel
• The causes of delinquency and family problems
• The common legal problems of juveniles
• The relevant policies of pertinent agencies, including local law enforcement and TJPC standards
• Crisis management
Term of Office of the Facility Administrator
Each Facility Administrator shall be appointed to continuous service after completion of an appropriate
probationary period that dose not exceed six months. ,
Removal of the Facility Administrator
Termination may be accomplished only by the Juvenile Board, for good cause, and if requested, following
a formal hearing on the specific reasons for discharge.
f~CrC County .hrvenile Facility Policy Number
l.3
l'haptur
i\~lministration, Orsanization, anal Managcnt~nt
~uhjcct
flubs ul~Consultants, Contract I :ntltlu~ccs. un~l l:nihlo~cus of Othcr i\~~~nci~s
POLICI'
To avoid confusion, the duties and responsibilities of consultants and contactors who provide services to
the facility should be clean} speci(icd in a contract or other type of agreement.
PROCEDURES
Issue of Contracts and Employment Agreements
All people working in the facilil~~ t~ho arc not expressly employed by the facility shall have some kind of
tyorking agreement between them and the facility. Contract eurployees, those who enter the facility on a regular
basis but are on the payroll of another agency or company. shall sign a formal, detai]ed contract specifying their
duties. Service providers, those ttho are not regularly at the facility. shall sign an agreement stating the work to be
done.
Supervision of Contract Employees
The Director of Management Services tt ill designate an employee to stay with the contract employee while
o^ facility grounds.
Supervision of Service Providers
Scn•ice providers shall be ender constant super ision by the facility staff. Individual service providers
shall be accountable for am' and alt tools or materials they bring into the faciliri•. At no time are any service
pruyicters to have access to or handle facility keys.
Kerr County Juvenile Facility Policy Number
l.a
Chapter
r\ihnini~U~alion, Organization, mul Management
tiuhjcc(
Ur_;uiizatiunat Slat2ins Chart
POLICY
An organizational staffing chart shall be developed to reflect necessary staffing to meet the needs of the
j~n oniles and the mission of the facility. The chair shall define responsibility, delineate related staff units, promote
cfficienc~ ,and provide a clear chain oC command.
PROCEDURES
The Administrator is responsible for consintcting and tuaintaitung the organizational chart. The
or~~anir<ttional chart shall be reyic«ed annually b~~ the supen~isor of each section. Each supervisor shall submit alt
rc~ isiau ~~ ith comments from the sta(T to the Administrator for review, approval, or revision.
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Kerr County Juvenile Facility
Chapter
Administration, Organization, and Management
Subject
Communications
Policy Number
1.5
POLICY
In order to operate the facility in an efficient and consistent manner, a system of communication shall be established
and appropriate channels of communication shall exist.
PROCEDURES
Meetings
A series of meetings shall be held at various levels at least monthly. These meetings should take a minimum of time
without losing effectiveness. Suggested levels include administrative, supervisory, and unit staff.
Juvenile Board
The Administrator shall meet with the Juvenile Board at least annually to discuss policy, explore problems, ensure
compliance to administrative policy and implement programs.
Communication with Governor Agencies
The Administrator, or designee, shall be able to respond to requests for information, advice or program inquiries,
within the boundaries of confidentiality, from any governmental agency at any time. There shall be a system in place to
receive inquiries and respond accordingly.
Staff Communication
All staff and volunteers shall have the opportunity to recommend changes and advise and consult the Administrator
about ongoing operations.
Communication Techniques
Communication between juveniles and staff is essential to efficient operation of the facility. An internal mail
system shall be organized in the facility to provide a way for juveniles to keep in contact with staff members.
Certification
In compliance with the Texas Family Code, E51.12©, the members of the Juvenile Board shall personally inspect
the facility at least annually and certify in writing that the facility is suitable for the placing of juveniles.
hcrr County Juvenile Facility
Chapter
;ldministr<~tiou, Organization. and Management
Suhject
I ,tablishment and Maintenance of Manual>
Policy Niunber
L6
POLICY
To disseminate policies. procedures. and ntles. a facilit~~ handbook shall be established. Tl,is handbook
shall be both general enough to address o~ erall facility goals and speciric enough to assist staff in performing dleir
duties effectively and residents to understand all ntles and responsibilities clearly.
PROCEDURES
The faciliri~ handbook shall be ~~ritten. rc~ ie« ed and approved b}' the Facility Administrator, and revised as
needed. A copy of the handbook shall be giccn to each staff member and resident, and it shall be used as a training
tool for all nc~y staff during the orientation period.
Kin County ,Tttvenile Facility
Ch:~ht~r
~dministrition, Chganization, anal Management
tiuhjrct
I acilit~ Program Reporting and Rc~ic~~
Policy Numtxr
1~7
POLICY
The facilii<~ shalt provide constn~ctivc progranuning designed to help each juvenile to function effectively
both during placement and after return to the community. Pro~~ress and program effectiveness shall be monitored
rc~,ularl} .
PROCCDURES
Program Report
The supen~isor of each program acticit} shall submit a regular report of activities. The report shall include
inlormation about current programs. activities. accomplishments. and major problems.
Performance Monitoring
The intentions of the facility arc to keep both the public and the juveniles safe. to accept only those
jug miles «ho belong in a secure setting. and to provide a humane atmosphere during placement. Performance
monitoring procedures shall be implemented at least annualh~ to ensure tlu~t the facility is meeting its intentions.
Kcn~ County .iuvenile Facility
Chaht~r
r~~lminislrition, Organization, and Managc:m~nt
Suhj~cl
Local :assistance for Administrator and Stall
Policy Number
l.8
POLICY
The Administrator and staff shall be prop idcd ~~ith adequate and appropriate legal advice in the
pcrlorntancc of their duties. This shall include Ie:;al representation before courts and other appropriate bodies.
PROCEDURES
Counsel Availability
An attorne}~ is available for ads ice. consultation. and/or representation to the Administrator and other staff
for anv or all legal actions against the Administrator and/or staff- court decisions, and juvenile rights and issues.
Consultation is also available on police information. court requirements. and operational matters.
12equests for Legal Assistance
Requests for legal assistance may be made ~erball~ or in «riting to the Adtninistntor. All requests must be
accompanied with adequate background information and supporting documents to explain the need for assistance.
Evaluation of Requests for Legal Assistance
The county shall provide appropriate representation to all staff members of the facility who are legitimately
conducting their respective duties. Should substantial evidence indicate the staff member's conduct was negligent,
illegal- or intentionally outside his~'iter scope of authority. Icgal representation may be denied. If a staff member is
denied legal representation, written notification shall be provided by the attornev, including the reason for the
decision and right-of-appeal information.
Channels of Communications
Facility staff shall direct all requests for legal advice or represent<~tion to the Administrator. All requests
shall then be fornarded to the Juvenile Board and office of the attorney along with the Administrator's comments
and recommendations.
K~n~ Cowuv_ Juvenile Facility Policy Number
1.9
Chahtcr
,~duiini~tration, Organization. and Mana~~cm~nl
tiuhject
I'uhlic Inlonnation
POLICY"
.A public information program shall be dc~ eloped to promote an understanding of the facility's plulosophy
and goals. All facility staff shall store to maintain integrity and credibility with the general public and with those
persons and organizations legitimatcl~ involved ~~ith (he Facility.
PROCEDURES
Coordination of Communication
The Administrator is designated as (hc facilin ~s Public Infonnatlon Officer. The duties of this position
coyer ~~ iitten. verbal and release of official information.
Communication Standards
All public statements should agree ~~ ith policies approved by the Juvenile Board and confined to areas of
direct responsibility.
Kerr County Juvenile Facility Policy Number
1.10
Chapter
Administration, Organization, and Management
Subject
Monitoring and Reporting Abuse and Neglect
POLICY
To ensure the safety of the juveniles in the facility, all suspected incidents of child abuse or neglect, whether they
occurred prior to admission or during the juvenile's stay, shall be reported immediately to the statutorily designated authority.
If law permits, the Administrator of the facility shall initiate a thorough investigation and administer appropriate disciplinary
actions, which may include suspension, dismissal, and/or criminal prosecution.
PROCEDURES
Child Abuse Notification
Any person who has reasonable cause to suspect child abuse or neglect shall immediately inform the Administrator,
who will take appropriate action, including the following:
• Having the juvenile examined by the facility physician, who will initiate appropriate care
• Notifying parents or guardians
• Adhering to local and state law regarding the reporting and actions to be taken
• Notifying TJPC and the CJPO of placing county within 24 hours.
Legal Responsibility
As mandated by law, anyone who knows or suspects that an incident of alleged child abuse or neglect has occurred
must immediately initiate or cause to be initiated a report that includes the following information:
• Name and address of the facility and the name and address of the juvenile's parents or legal guardians
• Age of Juvenile
• Nature and extent of the injury or maltreatment
• Any previous injury or maltreatment
• Name of alleged perpetrator
• Any other helpful information
Any person making a good faith report should have immunity from any liability, civil or criminal, that might otherwise be
incurred or imposed. Failure to report known or suspected child abuse is an offense punishable by a fine or imprisonment. In
addition, a person who fails to report suspected child abusing might be held liable for civil action. After the statutorily
designated authority has been notified, facility procedures for investigating and reporting such incident should be
implemented.
Reporting Alleged or Suspected Incidents of Child Abuse
The Administrator shall be immediatch notified of all alleged or suspected incidents of child abuse. Upon
receipt of an allegation of child abuse. the Administrator or designee shall prompth~ determine the facts surrounding
the incident and notify the proper authority .The Administrator shall record the facts surrounding the incident. A
copy of the initial report and am subsequent findings and actions shall be placed in a permanent file at the facility.
The original report shall include copies of all pertinem documents, such as incident reports. logbook entries, and
medical reports. In the event of the death of or serious injun to a jug enilc, the Administrator shall be notified
innnediatcl~ by telephone.
Disciplinary Action
At the discretion of the Administruor. the alleged perpetrator ma}~ be suspended until the im estigation is
completed. Loss of employment may result if abuse or neglect is pro~~en.
CHAPTER 2
F(SCAL ~[ANAGEMENT
Kerr County .Tuvenilc Facility Policy Number
2. I
C'hahtcr
fiscal Management
Suhjcct
I isail fZesponsibility and 13ud~_ctins
POLICY'
Tltc Administrator has responsibility for the facilih's fiscal police and shall develop accounting procedures
that conform to the mandates of the Couny and applicable stalutcs and judicial rulings. Fiscal policies shall be
directly related to and coordinated ~yith the goals and objecti~~es of the facilitti~ program plan and will act as a
guideline to improve program ell-iciency and measure goal achievement.
PROCEDURES
Fiscal Officer
The County Auditor is responsible for fiscal management and control.
Budget Preparation
All facets of on-going programs. proposed programs and long-rznge goals should be evaluated for their
budget requirements.
Budget Submission
The Adnunistrator steal] submit a n ritten facility budget amorally to the County Auditor siz months prior to
the beginning of a new fiscal year.
Budget Reallocation
Facility funds may be reallocated from one appropriation to another only when specific written
anthoriralion has been obtained from the Auditor.
Budget Revision
When appropriate, the Administruor and County Auditor will revise the budget. Detailed evaluation and
justification should be included in the budget.
hcrr County .tuvenil~ Facilih• Policy Number
2.2
Chaptrr
I~ isril Managentcnt
Suhj~cl
Ju~~nilc Fund Accounts
POLICY
Juvenile fund accounts shall be established to discourage theft and the inappropriate use of cash, which
could present security- and control problems. These accounts shall be controlled and maintained by accepted
accounting procedures.
PROCEDURES
Collection
All money in the possession o(a jug cnilc ;it the time of admission shall be taken by the admitting
5upcn isor. counted in front oC the jut enile. and placed in an envelope that is then sealed. dated, and signed by both
tlic Supervisor and dte juvenile. A,juvenile fund account sheet shall be filled out at that time and placed in the
appropriate file in the administrative office. A note ~t tll be made in the appropriate section on the inventory of the
juvenile's personal propem~ sheet.
Securing Funds
Juvenile funds shall be given to and maintained b~ the Director of Management Services.
Closing Accounts
4~/hen a juvenile is released from the lacilih. all money shall be rentrned to him/her. The juvenile shall sign
a receipt for the funds received. and the juvenile's fund records ~~ill be placed in the permanent case record file.
hri~ County Ju~•enilc Facility
('ha}~tcr
I i~~nl Management
~uhj~rt
Imuuon Control
Policy Number
2.3
POLICY
Accountabilin• for all facility propertc and supplies shall be provided through the use of regular
incentorics. A s<~stematic review of space and equipment rcgnircmcnts shall be made at (east annually, with
deficiencies and suggested plans submitted to the County Auditor.
PROCEDURES
The Director for Management Sen ices shall be responsible for im•entory control.
Inventoi-}• Discrepancy
When an inventory discrepancy is noted. a a rittcu report shall be completed and forwarded to the
Administrator for review and initiation of appropriate action.
Property Disposal
When an item is no longer needed in a particular section or is determined to be damaged beyond repair, a
~t rittcn report shall be submitted to the Administrator for appropriate action.
Kerr County Juvenile Facilih• Policy Number
2.~t
Chapter
I~isail Management
tiuhjeci
Procurc:ntcnt
POLICY
A procurement process shall be deg eloped for fair and impartial bidder selection. The method shall
encourage the participation of qualified competiti~ c bidders a ho are able to meet the requirements for supplies.
equipment. or ser<~ices.
PROCEDURES
The Director of Management Sen ices is responsible for securing the best products at t]te lowest cost.
~4here practical, competiti~~e bidding shall be used. requiring the facilin~ to submit proposed prices from more than
one l cndor.
Kerr Cuuntti• Juvenile Facility Policy Number
2. ~
Chuptcr
I iscnl i~tanaseutent
~uhj~ct
Position Controls
POLICY
The Administrator shall have the responsibility for assessing currenth~ assigned positions and determining
projected staff needs to meet facility goals and objecti~ es. Responsibilities also include effective and efficient use of
contract personnel.
PROCEDURES
Coordination of Staff and Fiscal Records
The Administrator shall monitor the coordination between the staff record section and the payroll function.
At the end of each month, the Director of Managcntcnt Sen ices shall submit to the Administrator a complete list of
staff records to be compared with the pa}roll.
Reconciliation
The Administrator shall compare the actual payroll records with the list provided by the Director of
Management Sen~ices. This comparison shall ensure that all positions are authorized officially; attendance, payroll.
and personnel records match: and there are funds available to meet the payroll costs.
Purchase of Services
Some sen~ices are not available in the facility and should be contracted from appropriate community
sources. Non-Profit or governmental organisations shall be giccn lirst consideration in procurement of such
sc~~iccs.
CHAPTER 3
PERSONNEL
l~Crr Cuunty Juvevilc Facilih~ Policy Number
3.1
C'ha}ttcr
Personnel
Suhiect
1'ers~mncl Selection. Retention. anal l'rontutiun
POLICY
The facility administration shall provide employment opportunities to the widest possible range of
candidates and shall select from that group the best-qualified persons to meet program needs. Selection. retention.
and promotion shall be based on merit applicable statutes. and personnel police as set forth in directives from the
Counh . Consultants. volunteers. and conU-act personnel ~t ho work with juveniles shall agree to comply with
tyriuen policies of the facilitti~, especially those on confidentiality of information.
PROCEDURES
Personnel Management Principles
The following are essential components of personnel management:
* Deiernining and developing an effective organizational system
* Recruiting, promoting, and retaining on the basis oC merit and specified qualifications the best possible
candidates to carn~ out the facility's policies
* Assuring equal opportunities for all c;utdidates as yell as for existing staff
* Ensuring that proper counseling toward beucr job performance and career achievement is available to
all staff
* Ensuring that career goals are available to all staff and that appropriate training is provided to each staff
member
"` Providing internal promotion opportunities for staff whenever possible. balanced with the need for
experienced personnel
* Developing a personnel management philosoph}- that encourages a decentralized personnel operation.
* Aggressively pursuing an affinnatiye action program that recruits personnel who might not otherwise
seek employment wilt the facility
* Maximizing job satisfaction and involvement on the part of each staff member by encouraging
individual decision making and involvement in establishing policies
Employment Prospecting
The Director of Management Sen ices shall be responsible for the following:
* Taking job applications and maintaining files for each job description
Contacting those people listed as interested in employment
* Notifying prospective employees. b~~ phone or mail. of inten•iews
Educational Requirements
Within the parameters of existing st<~hlles. requirements for education and experience for each position
shall be described. Experience directly related to Use position may be substituted for educational requirements;
like~yise, education may be substituted for experience.
Staff Selection and Promotion
luitial selection and promotion shall be made based on experience. education. ph}sical condition, training,
and performance. Written tests. oral inter ic~~ s. and background investigation verification or a combination of the
three shall c~•aluate employment and promotion rcquircnicnts. Staff members must be able to demonstrate that they
h•t~ c die skills required to perform spcci(ic,job-related tasks. No person is discriminated against on the basis of age.
sc~. race. religion. national origin. or disability. Detention officers shall be required to follow the Code of Ethics
contained in Chapter 3-f L l and emotionally suited for working with juveniles. A detention officer shall be 21 years
of age and have either a high school diploma or a generil equivalency diploma. The age requirement may be
~~aiycd in ~~riting by the Juvenile Board. Background investigations of prospective employees shall be conducted
oii all prospective employees.
Lateral entn~ into the facility shall be permissible at all -evcls. The Administrator shall give personnel
~~ilhin the faciliri• the first opportunity for advancement. but no section shall initiate or allow am practice drat
restricts selection or promotion of qualified personnel from outside the section.
All professional specialists. such as social ~yorkers. medical and dental staff, therapists, etc. must be
qualified according to stlrtd~irds indepcudentl} established according to their respective fields.
Staff shall be subject to reassignment. Such changes ~yill be made with due consideration of the needs of
the staff member and the faciliri.
Z'he Juvenile Board. «ho shall have. in «ritin~~, the education and experience requirements for the
administrator of the facility. «ill hire the Administrator.
Drug-free Workplace
fn order to safely and efficienth carn~ out its s<~fetc and juvenile programming mission, the facility shall
maintain a «orkforce that is free from drug and other substance abuse.
Drug Prohibition
The facility shall operate a dnig-free ~yorkplace and employees arc expected to remain free from the
influence of illegal drugs and excessive alcohol intake. Abstinence from illegal drug use or excessive use of alcohol
is a critical requirement of eu~plocment.
* The Director of Management Sen~ices is responsible for the operation of the drug-free program
* Employees are prohibited from using or distributing drugs. alcohol, or other controlled substances while
on facility properi}~, or ~yhile performing duties on behalf of the facility
* Drugs may be handled in the course of official duties relating to the search of juveniles, visitors, and the
facility, and will be controlled and disposed of according to established contraband procedures.
Medications
Employees taking prescribed medication that could interfere with proper performance of their duties
twill notify their supen•isor
* Tlic Administrator resen~es the right to require a written physician's statement verifying the effect of the
medication on the employee's ability to perform assigned duties
* Medications that arc the property of staff and have been approved for use on facility premises will not
be stored in any area accessible to juveniles
7'esling and Treatment
Employees are required to submit to dntg or alcohol testing as part of the drug-free workplace policy.
* Employees who arc found to be substance-dependent through this and other nonvoluntarv means ma~~ be
t~rn~inated
* Employees ~~ ho identih themsch es to super ison staff as substance-dependent ~~~ill be handled
according to County pcrsonncl policies
Confidentiality Requirement
All employees, consultants. and contract pcrsonncl ~~ ho ~~ ork with ju~•eniles shall be provided with the
facitil~'s policies and procedures on coniidenlialih of information and shall agree to abide by them in ~~~ntirig.
.Appeals
Am current or potential staff member ~~ ho bclie~ es he/she is unfairl~~ treated may submit a written request
for rc~ ie~, to the Administrator. Responses to such requests shall be prompt and keeping with grievance procedures.
Provisional Appointments
Unusual and/or emergency situations sometimes require employment of temporary or part-time staff.
Staff Hiring
The Administrator is authorized to hire candidates for all facilit•~ positions.
Kerr County Juvenile Facility
Chapter
Personnel
Subject
Affirmative Action
Policy Number
3.2
POLICY
The facility administration shall establish an affirmative action plan that offers equal opportunities to all persons in
all phases of employment.
PROCEDURES
Gender
The nature of some program operations dictates that some gender-sensitive job assignments be made and that some
positions be restricted by gender. These assignments and restrictions shall be fully reviewed to assure that they comply with
the bona fide occupational qualification exceptions recognized in Title VII of the Civil Rights Act.
Discrimination Charges
Discrimination charges and their resolution, whether filed internally or with external civil rights agencies, are
reviewed to ensure that policies that may have been unintentionally discriminatory are revised.
SeYUaI Harassment
Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical
conduct of a sexual nature where:
a. Submission to such conduct is either expressed or an implied term or condition of employment, or
b. Submission to or rejection of such conduct is used as a basis for an employment decision affecting the harassed
person, or
c. Conduct has the purpose of unreasonably interfering with an individual's work performance or creating an
intimidating, hostile or offensive work environment.
Such conduct is prohibited at Ken County Juvenile Facility. Any such claims will be investigated, and disciplinary
action against individuals determined to be engaging in sexual harassment shall be taken, as appropriate.
An employee who feels he or she has been sexually harassed should report the situation to any one of the following:
his or her Supervisor, Department Head. The reported complaint must be in writing; if possible under the circumstances. If
the complaint is verbal, it must be promptly restated in writing to the recipient of the complaint, by the complaining
employee. The writing should briefly summarize the complaint and identify the complaint as one alleging sexual harassment.
The person to whom the harassment has been reported shall be responsible for seeing that prompt action is taken to
investigate the complaint. The person receiving the report shall in turn report the complaint to the following: The Kerr
County Juvenile Board. This group of persons shall be responsible for seeing that an appropriate and impartial investigation
of the complaint is conducted.
Once the investigation is complete, the employee making the complaint and the alleged harassed shall be notified of
the results of the investigation and any actions to be taken.
Measures will be taken to ensure, to the extent possible, there shall be a reasonable degree of confidentiality about
all matters related to the complaint, the investigation of the complaint and all parties involved.
No employee of Kerr County Juvenile Detention Facility shall in any way be retaliated against for filing a complaint
of sexual harassment in good faith or for participating and cooperating in good faith in the reporting or investigation of such a
complaint.
K~eT C'~xmty Juvenile I•acility Policy Number
. 3.3
C'hatttcr
I'~r;onncl
tiuhj~cl
I'~slimnance Evaluation ofProhalionan Slail'an~l ~\nnual Perlomtance Ratings lbr All Stat2~
POLICY
Perfonnancc evaluations against expected standards Ior each assigned position «~ill be done on a regular
basis.
PROCEDURES
Probationary Period
The probationary period of not less than six months or more than one year extends the assessment and
selection process b}~ allowing the stall member to demonstr~tc his/her capability to perform the duties and
responsibilities of the position. During this time. probatiot~ary stafT shall receive an intensive program of job
direction and skills training that kill enable them to perform etl'cctively.
Performance Standards
Each probation~~ staff member shall recei~ e a job description in writing. Standards of performance shall
be explained during the orientation period.
Performance Rating
Each probationary stair member shall receive a periodic administrative rating from his/her Supervisor to
assess integrity, aptitude, work habits. cooperation. and conduct. The completed rating must be filed in the staff
members' official personnel folder and retained for t~~o years. The staff member shall be allowed to review the
ruing within thirty-calendar di3~'s following completion of the ruing period.
Prv~hationary Evaluations
The Supervisor must submit an e~ aluati~ e statement no later than the end of the last month of the
probationary period. This signed statement cerii[ies whether or not the staff member's performance, conduct, and
gencrtl character traits have been satisfactory. A recommendation regarding whether or not the staff member should
be retained beyond the probationary period sl>itll be included in the statement. The staff member shall read and
initial all ratings of past and present performance.
Evaluations should be prepared by the supcn~isor and given to the staff member for review. Evaluations are
to be discussed in private with the staff member to provide full explanations about the ratings before the supervisor
and star member signs them. All cvalu<ttions arc to be foncardcd to the Administrator for final review and approval.
ProhationarY Rights
Failure to meet reasonable standards of perfonuance and satisfactorily complete training shall be the basis
for disqualifying staff during the probationary period. Probationary staff does not have the right to appeal
cvahiations.
Performance Appraisals
Performance appraisals shall be implemented by the Administrator to encourage each staff member to
c~ nluatc his/her own work habits. Annual appraisiils shall be required for all nonprobationary staff.
Termination of Employment
After completion of the probationan~ period. (crn~ination or demotion is permitted only for good cause and
subsequent to a formal hearing on specific charges
The Adnunistra[or, after clarifying the situation. nuw discharge any staff member whose behavior is
contru~ to the policies of the facility. The Administrator and Supen~isor will discuss the matter with the staff
member before taking action. The Supers isor will giyc t~~o ~~eeks ~~ritten notice to a staff member who is being
terminated for other than disciplinan reasons. if a staff member chooses to end his/her employment with the facility.
a minimum of two weeks notice in writing must be given.
Erit Inierviety
The Administrator on termination of any staff member ~~ill conduct an exit interview. This interview will
become a permanent part of the stall' members personnel record.
Derr Cottnty Juvenile Facility Policy Number
. 3.4
Chapter
I'crsonnel
tiuhjcca
titatl Pay' Comparability and E:~Ixnx; Reimhurx:mrnt
POLICY
The facilih' shall provide salan levels and benefits that arc competitive with other parts of the juvenile
justice s}stem, as well as with comparable occupational groups in the private sector. Juvenile detention personnel
shall receive all applicable benefits and allo~~ance paid to other county employees. Staff shall be reimbursed for
legitimate expenses incurred in the conduct of official business.
PROCEDURES
Expense Reimbursements
The staff will be reimbursed for all approved expenses under the following specific conditions:
* Staff expenditure is authorized in advance by the Supcn isor and approved in writing by the
Administrator
* Reimbursement does not exceed actual expenses incurred
* Reimbursement does not exceed the maximums allo«•ed by policy
* Requests for reimbursement arc accompanied by proper documentation and approved by the
Administrator
Persona! Mileage Reimhursement Policy
Staff shall be reimbursed for use of their o~~ n vehicle for work-related business onlc when authorized and
prolxrh documented on the appropriate travel expense report.
Ke~T County Juvenile Facilih Policy Number
3.~
C haptcr
I'crsohncl
tiubjcct
~tafl'/ supervisor Relations and Gnc~•anccs
POLICY
The facilin• administration strongly encourages relationships between Supen~isors and staff drat are
mutually respectful When differences occur. resolution should be as informal as possible. If differences cannot be
resole ed informally. the grievance shad be concluded at the earliest possible step of the procedures outlined in this
manual. Staff on permanent status shalt be tcrninated oiily for just cause and. if requested, Drily after completion of
grievances and appeals procedures. including an OpCll and formal hearing on specific charges.
PROCEDURES
Discussion
Staff is encouraged to discuss ~york-related problems informally with their Supervisors before they use the
formal grievance procedure or speak with the Administrator. Both staff and supervisors should attempt to resolve.
`~rie~ ances on the immediate level to provide the quickest solution and maintain the best possible relationship. If a
sittislactorv solution is not reached in an iufonnal manner. then the grievance procedure can be used.
Grievance Procedures
These procedures shall provide a just and equitable method for the administrative resolution of
discrimination complaints and/or grievances. These procedures shall apply to any staff member yyho believes helshe
has experienced unfair treatment in am' area subject to f tcility control.
Stuff Rights and Restrictions
Each staff member shall have the right. at his/her o~~n expense, to etilist the assistance of an advocate at
any level of the grievance or discrimination complaint procedure. No staff member shall suffer harassment or any
other form of retaliation as a result of exercising the right to appeal contained in the grievance procedure. The
facility nntst supply the staff member ~yith am' nonconfidential information necessary for processing the grievance
procedures, c.g., written forms or personnel policies. A staff member selected as a representative or a witness in a
grievance-related act is required to give his/her immediate Supervisor reasonable advance notice so that his/her
absence ~yill not unduly interfere with facility operations.
lssr~es Not ,Subject to Gricn•unce
The following issues are not subject to grievance procedures under the policy:
* Matters subject to final action outside the facility. such as legislative acts or regulations promulgated by
other agencies
* Content of legislation or policies promulgated by the Juvenile Board
* Selection or nonselection for promotion made from a group of properly ranked gild certified candidates
* Action terminating a temporary promotion
* Decisions not to adopt a suggestion or bestotiy a performance award or other honorary or discretionary
award
* A counseling form or written warning against a staff member
* Termination of the services of ,~ probationan~ staff member
* Fitness-for-duly examinations
* Health benefits decisions
* Violation of militan restorjtion riglus
* Salary retention decisions
* Violation of rc-cmplo} mcnt rights
hnplementatinn of Grievance Ac7ions
A staff member must present any grievance ~~ ithin fifteen calendar days after the alleged incident. A
grid ancc ma.' be rejected for an.' of the follo~~ trig re;~sons:
*The staff member fails to complete the informal procedures outlined in this document
*The grievance is not filed in a timely ma~mer
*The grievance relates to a matter beyond ftcilitt control
*The requested relief is not personal to the ~Jrie~ani
The Admnistrator. indicating the reason for rejection and advisement of an appeal procedure shall provide
notification of grievances rejected in «~riting.
(nforma( Grievance Procedures
A staff member must complete an informal procedure before a grievance will be accepted under the formal
procedures. A grievance over a disciplinary action. hogsever, may be initiated at a higher level if the Supervisor does
not have the authority to grant the relief sought. In all other cases, the following ttivo steps are required:
* The staff member alleging a grievance must present the matter orally to his/her immmediate Supervisor,
either alone or accompanied b~ a representative. The immediate Supervisor shall consider all available
facts and notify the staff member of the decision as soon as possible but not later than fire
calendar days follo~sing the di~te of the grievance presentation.
* If dissatisfied with the decision of the Supervisor, the staff member may present the grievance to
die next ]uglier supervisory staff u~itltin lire calendar days following initial resolution attempt.
Fi~rmu( Procedure
[f the grievance is not siuisfactorily resolved through informal procedure, the staff member or
representative may present a written grievance to the Administrator witlun five calendar days following the final
information decision. This written grievance shall contain at a minimum the identity of the aggrieved staff member.
the specific nature of the grievance, the corrective action sought. and the signature of the staff member and/or
representative. The Administrator shall review the grievance and give the staff member a decision in writing.
No further right of appeal will be accepted.
hCIT County Juvenile Facility Policy Ntunbc;r
. - 3.6
Chapter
1'~rsonnel
`uhicct
I ~tahlishm~nt and Revie~~ of the Pcrsonnd ~lantsil
POLICY
The faciliri~ will maintain a personnel manual that covers all policies and procedures about personnel
matters.
PROCEDURES
Format of the Manual
The Personnel Manual shall be organized into related chapters. The language used shall be in laymans
terms ~tithout technical jargon or references not known by the reader.
,availability of the Manual
The Personnel Manual steal] be made available to all staff members. Complete copies of the manual shall be
kept in the administrative offices of the facilin~ and be available for public review.
Training
The contents of the Personnel Iviitnual shall become an integral p<~trt of the staff orientation program. All
nc~~ staff shall be provided with a sununan~ of the Personnel Mamk~l. Tltis summary shall include the major
elements of personnel policies that most directly alTcct staff programming.
Personnel Manual Review
The manual along with all personnel policies and practices shall be reviewed annually by the
Administrator A written report shall be forn~ardcd to the htvenile Board containing comments about existing
policies and any recommendations for revision, addition. or deletion.
K~~r County Juvenile Facility
Chatter
I'crscuntcl
~uhjccl
Cork ui~ I~ahics
Policy Number
3.7
POLICY"
The facility requires the highest possible level of conduct from all staff, protects the integrity of the facility.
and facilitates the recruitment and retention of staff of the highest caliber.
PROCEDURES
Each staff member trill receive a copy of the Code of Ethics during orientation training. Staff will be
instnicted during orientation and through ongoing training as to what constitutes compliance with or violation of the
Code of Ethics. A violation of the Code of Ethics is basis for disciplinary action.
Code of Ethics
Code of Ethics: The people of Texas expect of juvenile justice personnel unfailing
honesty, respect for the dignity and individuality of human beings, and a commitment to
professional and compassionate service. To this end the Texas Juvenile Probation
Commission subscribes to the following principles.
(1} Endeavor to:
(a) respect t-he authority and follow the directives of the court, recognizing at
all times that they are an extension of the court;
(b) respect and protect the civil and legal rights of all children and their
parents;
(c) serve each case with appropriate concern for the child's welfare and with
no purpose of personal gain;
(d) encourage relationships with colleagues of such character to promote
mutual respect within the profession and improvement of its quality of
service.
(e) respect the significance of all elements of the criminal justice system and
cultivate a professional cooperation with each segment;
(f) respect and protect the right of the public to be safeguarded from juvenile
delinquency;
(g) be diligent in their responsibility to record and make available for review
any and all case information which could contribute to sound decisions
affecting a client or the public safety;
(h) report without reservation any corrupt or unethical behavior which could
affect either a child or the integrity of the department;
(i) maintain the integrity of private information and not seek personal data
beyond that needed to perform their responsibilities, nor reveal case
information to anyone not having proper professional use for such;
(j) clearly distinguish between any public statement which reflects personal
views and statements and positions made on behalf of the department; and
(k) not discriminate against any employee, prospective employee, child, or
parent on the basis of race, sex, creed, or national origin.
(2) Not:
(a) use official position to secure privileges or advantages;
(b) make statements critical of colleagues or their departments unless these
are verifiable and constructive in purpose;
(c) permit personal interest to impair in the least degree the objectivity which
is to be maintained in their official capacity;
(d) use official position to promote any partisan political purposes;
or
(e) accept any gift or favor of a nature to imply an obligation that is
inconsistent with the free and objective exercise of professional
responsibilities.
Kerr County Juvenile Facility
Chapter
Personnel
Subject
Regular Review of Staffing Requirements
Policy Number
3.8
POLICY
Each Supervisor shall regularly evaluate and review staffing assignments to meet existing and changing program
requirements and resident populations.
PROCEDURES
Statistics
The Administrator will determine accurate statistics about facility staffing
Evaluation of Operations
Supervisors shall evaluate section operations and propose operational improvements within allotted resources.
Supervisors shall provide realistic coverage for all essential posts and additional coverage required for training, days off,
annual and sick leaves, and other authorized and unauthorized absences.
Supervisors shall be prepared to present the Administrator with a written or oral report of staffing
requirements at each budget and planning committee meeting.
Staffing Evaluation
The Administrator shall regularly evaluate the facility's staffing needs to ensure the best use of human resources.
The evaluation process shall include consideration of legal requirements, existing needs, and staff suggestions and
recommendation, as well as current and projected plans and goals for the facility. The appropriate staff/juvenile ratio shall be
maintained at all times. This would be one/twelve ratio during waking hours and one/twenty during sleeping hours.
However, one/eight is preferred during waking hours and one/eighteen is preferred during sleep hours. During waking hours,
at least two detention officers shall be on duty regardless of population. During sleeping hours, at least one detention officer
shall be awake and alert at all times. Electronic equipment may not be used to substitute for required officers. If juveniles of
both sexes are in the facility, both male and female officers shall be on duty. A juvenile officer of one sex shall not be the
sole supervisor of a juvenile of the other sex.
[;err County Jucenilc Facility
Chapter
Personnel
`uhjcct
I'er501111e1 Records
Yolicv Number
3.9
POLICY'
The Director of Management Sen ices shall maintain adequate personnel records For each staff member, ensure the
confidentiality of those records. and provide stalTaccess to Them.
PROCEDURES
Official Personnel File
The Director of Management Sen ices is directed to establish a permanent. separate. and co~dential
record for each facility staff member. The record shall be divided into recruitment, performance, awards and adverse
actions. current assigrunent, and education/iraining sections.
Personnel Record Security
All records shall be maintained in a ph}sicall~ secure area, with locking devices to prevent unauthorized
entn. The records should be stored in Fire-resistant cabinets.
Confidentiality of Information
All information in a staff personnel file is considered confidential and may be released only with written
consent of the staff member. Any staff member or official ~yho discloses information of a confidential nature
obtained from a personnel file may be guilty of illegal conduct or conduct in conflict with facility regulations. This
restriction does not include rcvie~~ of the material b~ personnel so authorized in writing by the Administrator. Such
authoriratious for review are usually limited to administrttiyc office employees, supen~isory staff, and County
oflicials ~~ hose duties require an understanding of the background and qualifications of the staff.
Retaining Records
After an employee leaves the facility. his/her personnel file shall be retained for at least five years. After
the f i~ e-~ car period, an individual file card on the emplo~~ec should replace tJie complete file, indicating period of
cmploynicnt. reason for termination, and performance during employment.
Qualifications
Selection, retention. promotion. and demotion of Ftcility staff shall be made on die basis of knowledge.
skills, and abilities. No person shall be discriminated against on the basis of age, sex, race, religion, national origin,
or disitbi liiv. Detention officers shall be required to follo~~~ the Code of Ethics contained in policy 3.7 and
emotionally suited for working ~yith juveniles. A detention officer shall be 21 years of age and have either a high
school diploma or a generil equivalency diploma. The age requirement may be waived in writing by the chairman
of the juvenile board. Background investigations oC prospective employees shall be conducted according to county
polic}. Preference in employment ~~ill be given to those best qualified by education and training in juvenile
sen ices. Preference will be given to those ~~ ith ,~ bachelors' degree conferred by an accredited college or university.
CHAPTER 4
TRAINING AND STAFF DEVELOPMENT
Kerr County Juvenile Facility
Chapter
Training and Staff Development
Policy Number
4.1
POLICY
Training programs for all staff shall be planned, coordinated, and implemented by a supervisory level employee who
has received specialized training for the position, This individual ensures that persons who are qualified in the areas in which
they are conducting training present all training programs. All training program shall be approved by TJPC.
PROCEDURES
The Director of Management Services shall be responsible for planning all training programs to conform to policy requirements.
Individual conferences with supervisors should be held regularly. Regular staff meetings should be held for all personnel in direct contact
with juveniles. Space and equipment shall be provided tfor training and staff development along with funds to reimburse staff for the time
if training is conducted during off-duty hours.
Mandatory Training Requirements by Category of Employment
All new staff members shall receive forty hours of orientation training prior to independent assignment. Clerical
and support personnel with minimal juvenile contact shall receive sixteen hours of training during the first year of
employment in addition to specified training and sixteen additional hours each year thereafter.
Support personnel who have daily contact with juveniles must receive forty hours of training during the first year of
employment in addition to orientation training, and forty hours of training each year thereafter.
Personnel who work with juveniles confined separately from the general facility population shall receive specialized
training.
Juvenile caseworkers, supervisors and professional specialists must, in addition to orientation training, receive 120
hours of training during the first year of employment and 40 hours of additional training each year thereafter.
Administrative and supervisory personnel are required to receive an additional forty hours of training during the first
year of employment and forty hours of additional training each year thereafter.
Part-time and volunteer staff shall be required to participate in training according to the number of hours spent on
the job each week or the type of job performed.
All officers shall receive CPR/First Aid training and Handle With Care physical restraint training prior to sole
supervision.
Training Records
Staff training records shall be kept by the Director of Management Services.
Training Record Review
The Director of Management Services shall accomplish review of each staff member's training record. A complete
listing of the staff member's training status and a summary of his/her training and achievements shall be completed quarterly
by the Director of Management Service and forwarded to the Administrator for review.
Professional Organizations and Education
Staff education development and participation in juvenile justice associations, professional organizations
;uid actin hies at both local and national le~cls is encouraged. Combinations of academic education programs.
professional seminars, workshops. conferences. and similar cork-related activities arc im~ited. Funds <tre available
and offered to provide admirtislraticc lease and/or reimbursement Cor such p<ariicipation tirhen approved in advance
b~ the Administrator.
Outside Resources
The training staff nrn refer to other outside resources. such as colleges, universities, or federal agencies.
for guidance and assistance in des eloping and conducting the training program.
CHAPTER 5
RECORDS
Krrr County Juvenile Facility
Chatxcr
Rcccucls
5ubj~:cl
h~tak~ R~corc! Requirements
Policy Number
~.l
POLICY
Accurate intake and case records shall be dc~ eloped for each jueenile. The records shall be clearly
identified. maintained in a secure location. and available only to authorized persons.
PROCEDURES
Inunediately follo~ying the arrival of a juvenile at the facility. the Supervisor shall ezatnine the juvenile's
papers. certificates. and receipts to ensure compliance with appropriate legislation and facility rotes. The Supervisor
shall establish an admission file that contains all information and material related to confinement.
Establishment of Case Records
All entries made into the case records ~yill be dated and initialed or signed. At a minimum die case
record file shall contain the following information:
* Initial intake information
* Individual plan or program
* Documented legal authorit}~ to accept fin~enile
* Record of court appearances
* Medicalluston~
* Signed receipt from juyeni{c indicating acceptance of the facilitti~'s rules and policy handbook
* Signed informed consent form
* Notations of temporan~ absences from the facility
* Visitor's names and dates of visits
* Record of telephone calls
* Progress/counseling reports
* Grievance and disciplinary records
* Referrals to other agencies
* Final discharge or transfer report
Security
Only authorized persons shalt have access to juvenile records. Records shall be marked "confidential,"
stored inside a locked metal file cabinet. and directly super<~ised and controlled by an authorized staff member.
Access to Records
Access to records and files shall be resU~ictcd to the following people:
* The juvenile who is the subject oC the rccord
* The parents or guardians of the juvenile named in the rccord
* The juvenile's counsel
* Judges, prosecutors, and la~~~ enforcement officers when needed For essential or official business
* Individuals and agencies for the express purpose of conducting research, or evaluative or statistical
studies, provided the proper consent has been obtained
Informed Consent
Prior to the release of information. the juvenile shall sign an informed consent form.
Reco~•ds Review
Records review shalt be conducted at the time of transfer or release. The Sluft Supervisor shall evaluate
information for accuracy'. Documents no longer appropriate or relevant shall be removed and the concerned staff
notified. To prevent destruction of any document. a «ritten objection may be entered within ttum~ days.
Transfer of Records
All appropriate records should accompany a transferring juvenile to his/her location.
Records of Released Juveniles
All records shall be retained until the juvenile reaches jurisdictional age; they will lien be disposed of
according to statute.
Annual Review
All admission forms and security procedures pertaining to those forms shall be reviewed annually and
updated as needed.
Kerr Cuunty .1u~~~nile Facility Policy Ntnnber
5.2
C hapl~r
It~rurds
tiuhj~ct
Master Index and Daily Population Movement Report
POLICY
The facilit<• shall keep a readih• accessible and accurne record on the whereabouts of each juvenile at alt
U IIlCS.
PROCEDURES
Daily Log
The daih• log is the priman record of occurrences in the facility. The log sheets serve as a vehicle of
communication between shifts and among staff. The maintenance of this log is the responsibilitti• of each Super~lsor.
No entn in (he log shall be erased: instead, the correction shall be addcdas a separate entry in the log. The log shall
be continuous to permit the recording of all noteworthy events or unusual incidents. To protect against the loss or
theft of pages, it should not be kept in a loose-leaf binder.
Staff on each shift must log the number ofjuycniles in each unit at the beginning and end of a shift. Each
staff mcutber should log all significant events that occur during the shift. Positive comments are as important as
problems and incidents. The log is not to be used for staff edi(orials or opinions. All comments must have a factual
base It is the responsibility of the staff member coming on dut,• to review the entries most recently recorded.
The Director of Management Scr, ices is responsible for reading the previous day's log. He/she should
either respond personally or bring to the attention of the Administrator am~ remarks or observations that require
action. When an entry has not been recorded properh. the Shift Supervisor should see to it that the responsible staff
member completes the entry correcth~.
Incident Report
The Administrator shall ensure (hat a written procedure for reporting unusual incidents is used. Whether a
participant or an observer, each staff mcmlxr has a responsibility to report any unusual incident to the Administrator
for review.
Definition of Unusual /nri~lent
The definition of an unusual incident may include but is not limited to die following:
* A juvenile's physical or sexual assault on another individual
* A staff' member's physical or sexual assault on another individual
* Use of force or restraining equipment by a staff member
* Disturbance, riot, or hostage activity
* Serious illness. injury, or death of a juvenile or staff member
" Suicide attempt
* Escape, attempted escape. runa~~ay. or unauthorized absence
* Fire. tornado, or Hood
* Physical plant breakdown or property loss or damage
* Any juvenile or sta(Taction that could lead to a criminal charge
* Any incident that is considered to be media-sensitive
* Other incidents that the Administrator has stated should be reported
Copies of the report arc signed and dated by the staff member and forwarded to the Administrator and the
juvenile's case record.
Daily Report of Juvenile Movement
The administrative office shall prepare a sununan~ report of all juvenile movement that includes the
follo~~ing information:
* Results of all juvenile counts
* A list of all new juveniles, including names and room assignments
* A list of all releases. including names and destinations
* A list of all room chan~~es. section relocations. etc.. that affect the location of any juvenile
Daily Population Report
The administrative office shall prepare a report of all juveniles housed at the facility.
CHAPTER 6
ADMINISTRATIVE INFORMATION AND RESEARCH
Kerr County Juvenile Facility
Chapter
Administrative Information and Research
Subject
Administrative Information Systems
Policy Number
6.1
POLICY
To facilitate decision making based on accurate and carefully evaluated data, and information system shall be set up
so that research and timely responses to juveniles' needs and outside inquiries can be made.
PROCEDURES
Maintaining and Information System
The facility shall maintain an information system consisting of files and records, both manual and computer-
assisted, that cover all major aspects of facility operations.
Collaboration with Other Agencies
The facility shall make every effort to share information with other facilities, counties, and any additional juvenile
justice or service agency that would ask in order to promote efficiency, effective management, and standardization.
Data Collection
The facility shall ensure that accurate annual statistics pertaining to juveniles be gathered and recorded, including:
• Total number of admissions
• Total days of care provided
• Age, sex, and race of resident
• Committing offense of residents
• Length of stay
• Average cost per resident per day
• Total number of escapes and escape attempts
• Total number of suicides and suicide attempts
• Total number of injuries to residents and officers
• Total number of confirmed incidents of abuse and neglect
C:I#APTER 7
CITIZEN INVOLVEYIENT AND VOLUNTEERS
Kerr Cow~ty Juvenile Facility
Chapter
Citizen Invol~~ement and Voltmtcxrs
Subject
Volunteers
POLICY"
Policy Number
7.1
The facilit<~ shall secure citizen involvement to enhance and e.Ypand the services and programs offered to
the juveniles. The use of volunteers permits increased personal contact for the juveniles, broadens community
resources for the facility, increases public awareness of juvenile treatment, and develops management skills among
staff:
PROCEDURES
Recruitment, Screening, and Selection
Recruitment, screening, and selection of volunteers shall include a diverse cross-section of all cultural and
socioeconomic segments of the community and is a sniff responsibility under the supervision of the Administrator or
lus/}ter designee.
Application
Prospective volunteers shall complete an application for volunteer service. The administrative staff shall
then inter iew each applicant to determine whether the prospect's talents can be used. A check of criminal records
and a search for a history of child abuse shall be conducted for each applicant.
Falsification of any information may result in curtailment of privileges.
Training and Orientation
Prior to assignment, each volunteer shall complete orientation training appropriate to the nature of his/her
assignment.
Approved citizen volunteers shall be given a list of rules and procedures important to their effective
functiotung.
Juveniles shall receive orientation designed to help them understand the role of volunteers, the limits of
~ olunteers' authority, and the mutual responsibilities of the juvenile and volunteer before a working relationship is
initiated.
.All volunteers are expected to comply with facility rules and policies and agree to them in writing. The
securit< of the facility and the safety of the juveniles, ilie public, and facility staff is foremost in the duties of all
detention staff and volunteers. No persons in an intoxicated or drugged condition shall be allowed into the facility.
assignments and Duties
Volunteers shall be placed in assignments based on the needs of the facility and their interests and
abilities. A ~yide variety of services can be provided to benefit the f~cilitti' as well as the juveniles. Volunteers shall
provide professional services only a'hcn certified or licensed to do so.
Volunteer Code of Ethics
Volunteers are required to do the lollo~~ ing:
* keep confidential matters confidential
* interpret voltmteer to mean ~~orkin~~ ~~ ithollt compensi~tion in mone~• but according to the s<zme
standards as permanent stafT
* maintain an attitude of open-mindedness v~d «illingncss to be trained
* accept obligation to assist the facllu\ ;lnd (l1C Jl1\'CIIIICs
* accept differences in people in terms of cultural or economic background. race. religion. and values
Volunteer Identification and Control
Volunteer identification badges shall be provided to all volunteers. These badges shall automatically expire
Ill one ~ car. and the Director for ~~9anagement Sen ices shall check expiration dates and make amtngements for
rene~~al. if indicated. Identification cards ou all volunteers should be maintained in personnel riles.
Any individual may be asked to submit to a search .chat deemed necessary to the security of the Facility.
Am one discovered in possession of contraband shall be detained. Supcn~isorv staff shall be notified, as well as the
la;al police department.
The facility administration has both the authority and responsibility to deny facilih~ access to any person
z
~~ hose presence is believed to jeopardise the order. security. or safety of the facility. The staff member responsible
liar taking such action shall submit a wriUcn report of circumstances to the Admnistrator. The Administrator shall
aff nn or rescind the action and determine conditions of reinstatement.
Supervision and Evaluation of Volunteers
The Director of Management Services shall coordinate and supervise the volunteer program. Supervisors
shall «'ork ~yith the Director to provide adequate control and coordination of volunteer activities, as well as assist in
c~ aluating the programs in ~yhich they arc involved.
Termination of Volunteers
The Director may curtail. postpone. or discontinue the services of a volunteer or volunteer organization
~chen substantial reasons for doing so exist. Any of the follo~ying reasons may warrant tltis action:
* breach of confidentiality
* urila~yful conduct or breach of facility nlles and regulations
* physical or emotional illness
* inability to cooperate kith the sta(T
* activities that threaten the order or security of the facility or the safety of the volunteer
* erratic or unreliable attend<~nce
* uns<~tisfactory service
CHAPTER 8
PHYSICAL PLANT
Kerr County Juvenile Facility
Chapter
Physical Plant
Subject
Requirements for Facility Service Areas
Policy Number
3.1
POLICY
The facility shall be a separate, self-contained plant designed with small living units that encourage personal contact
and interaction between staff and juveniles, and allow for juveniles to be grouped according to a classification plan. All
applicable fire, building, health, and zoning codes or ordinances shall be conformed to in the construction and operation of
the facility. Minimum space and living condition requirements shall be met.
PROCEDURES
Codes and Ordinances
The facility shall conform to all applicable tire, building, and health codes and local zoning ordinances certified at
the time of construction or building purchase, and shall continue to conform through any new remodeling or reconstruction.
Proper codes and zoning documents shall be kept on file in the facility Administrator's office or his designee.
Facility Size and Location
The facility shall be designed with a sufficient number of living units so that various categories of juveniles can be
housed separately. The number ofjuveniles housed in the facility at one time shall not exceed the facility's rated bed
capacity. The facility shall operate with living units of no more than 24 juveniles each. The security of the facility shall be
designed and constructed so juveniles can be grouped in living and activity areas in accordance with a classification plan.
Floor space for sleeping areas shall have a minimum of sixty total square feet for single occupancy and thirty-five square feet
of shared common area per occupant for multiple occupancy. Each sleeping area shall have sanitation facilities, including
access to toilet facilities that shall be available for use 24 hours a day, access to a wash basin with hot and cold running water,
a bed above floor level, space for personal effects and thermostatically controlled temperatures. Day rooms shall provide a
minimum of 35 square feet of space per juvenile. Day rooms shall provide sufficient seating and writing surfaces for every
juvenile using the day room at one time. Toilets shall be provided at a minimum ratio of one for every twelve juveniles in
male dorms and one for every eight juveniles in female dorms. All housing units with five or more juveniles shall have a
minimum of two toilets. Isolation rooms shall be equipped with a toilet, wash basin, running water and a bed. The design
and use shall permit continual monitoring by an officer. ,Electronic equipment shall not be used to'substitute for officer
observation. Officers shall personally observe and document their observations no less than~every-fifteen minutes.
Adequate space shall be provided for program services, Housekeeping, clothing, supplies, personal property,
mechanical and electrical equipment.
Facility Perimeter
The facility has a secure perimeter that permits movement between interior and exterior spaces, and ensures that
juveniles remain within the perimeter while preventing access by the general public without proper authorization.
Facility Overcrowding
If the juveniles housed in the facility at one time exceed the facility's rated capacity, every effort must be made to
rectify the situation as soon as possible. The Administrator must attempt to find alternative placement for children in order to
get the facility back to the rated capacity.
Administrative and Staff Areas
1. Administrative Areas -Adequate space shall be provided for administrative, security, professional, and
clerical staff. This space shall include conference rooms, storage room for records, a public lobby, and
toilet facilities.

.~
Access for Individuals with Disabilities -All parts of the facility that are accessible to the public shall be
accessible to and usable by staff and visitors with disabilities. Juveniles with disabilities shall be housed
in a manner that provides for their safety and security and in accordance with state and federal law.
Rooms used by the disabled shall be designed for their use and provide for the integration with the
general population. Appropriate facility programs and activities shall be accessible to disabled juveniles
confined in the facility.
Kerr County Juvenile Facility Policy Number
8.2
Chapter
Physical Plant
Subject
Facility Remodeling Expansion, or New Construction
POLICY
To maximize communication between staff and juveniles, standards of design and construction for living
and working conditions shall comply with modern correctional practices and conform to applicable federal, state,
and local building codes and zoning laws.
Procedures
Construction Conditions
New facility construction and all renovation or expansion projects shall .conform to all applicable zoning
ordinances and electrical and fire safety codes.
Safety Features
The following safety features shall be incorporated:
Shower water shall be thermostatically controlled to prevent scalding or misuse of shower facilities. A
control valve shall be installed between the boiler and the shower to ensure that water temperature does not
exceed 120 degrees Fahrenheit. Staff shall ensure that water temperature is acceptable prior to residents
beginning their showers. Emergency water shut-off valves and electronic circuit breakers shall be under staff
control. There shall be a minimum ratio of one shower for every eight juveniles.
Architects, designers, and construction staff shall conform to all provisions of the National Fire Protection
Association's codes on electrical wiring, building dimensions, construction, number and location of exits, heating
and ventilation systems, and building materials. Only flame-retardant non-polyurethane mattresses shall be used
in the facility. Wired-in smoke detectors, heat sensors, and sprinklers shall be installed in any newly constructed
areas, especially where flammable materials are stored.
Night lighting of at least two candle power shall be available in all sleeping areas, and tamper-proof,
recessed lighting shall be used in areas of greater security need. Natural light shall be available from source.
within 20 feet of the room. Floor drains with tamper-proof covers shall be installed in all living and activity
areas.
All exterior doors used as emergency evacuation routes shall be clearly marked with an exit sign over
each door; the sign shall be illuminated twenty-four hours a day.
Ventilation in the event of a power failure and an alternate power source that will maintain essential
services in an emergency are available.
CHAPTER 9
SECUR[TY AND CONTROL
hrrr County Juvenile Facility
C' hapt~r
~~curit~ and Control
~uh~cct
Control Center
POLICY
E'olicv Ntunber
91
Relatc~cl Standards
id i.9
To maintain the internal sccurit~ of the facility. a control center that is secured from juvenile access shall be
established to integrate all eternal and internal security functions and conunutucation net~torks.
PROCEDURES
Staffing the Control Center
The control center shall be staffed twenty-four hours a day. The Superl~isor may assign additional staff as
the situation dictates or for training purposes.
.Special Training for Control Center ,Staff '
Control center operation shall be a part of both the pre-assignment and aruoual training curricula. Training
shall include a thorough stud}~ of the securih manual as tt-ell as kno~o ledge of the center's daih~ operations.
Accessibility to the Control Center
Doors to the control center shall remain locked a! all limes. and no unauthori-red staff shall be permitted
inside. "there shall be direct access from the control ccntcr to staff wash basins and toilets.
Control center staff shall also check all communications s stenos. sun~eillance systems. emergency signal
s~ stenos. and electronic gate securir~ s~~stems at the begimuing of each shift.
Disturbances
~~/hen a distutrbance occurs am where ~~ilhin the ficility. the control center staff shall be notified first. They
shall immediately notify the Supers isor and other appropriate stafT. The staff must remain calm, gather and relay
information thoroughly, and delegate duties indicated by the situation.
In emergency situations. control ccntcr staff shall cotoununicate with appropriate community
representatives. If con~•entional means of communication are disrupted. staff shall use emergency radios to maintain
~ oice contact with the outside couunututy.
hcrr County Jueenile Facility
Chapter
~CCIn'itV and Control
~uhjcct
I'crimeter Seciu-ity
POLICY
Policy Numtx:r
9.2
Related Standards
3-1 ;.
Designated Perimeter entrtnces and doors shall be secured to ensure that juveniles remtin on faciliri~
grounds and to prevent unauthorir.ed public access to the facility.
PROCEDURES
Front Entrance
The front entrance is usually the nt,>.jor pedestrian traffic point for entrance to or exit from the facility.
Assigned sta(~f shall identify all persons entering or leaving the facility. either by official picture identification card
or authorization by the Admitustrttor. They shall also record admission and departure information.
Security Door Regulations
The Director of Management Sen ices shall ensure the following:
securin• doors arc kept locked a( all times
* unoccupied areas and storage rooms arc kept locked
* only authorized persons arc adntiUcd through security doors
* staff shall routinel} check all closed doors as they ~~alk past and be sure tlk~t all doors are locked behind
them when leaving
At no time shall police officers be in possession of firearms or other ~yeapons while inside the confines of
the f<tci(ity. A secure storage vault shall be provided and receipts issued for the s<•tfekeeping of weapons carried in
the line of duty.
Vehicular Entrance
The vehicle entrance is used priinarih for police and delivery vehicles entering and leaving the facility. The
vehicle entrance is connected to the facility ~~•ith a sally port. To eliminate the possibility of escape though the
entr<utce. departing yelucles shall be carefully monitored.
Internal Security
All Supcn-isors must ensure lhat all doors. windo~~s. locking devices, and equipment are used correctly and
arc in good working condition.
Perimeter Security
Prior to taking juveniles !o (lie outside recreation area. an officer shall check the area for contraband
ineluding the fence and the ground along the fence.
1Vhcn the juveniles arc in the outside recreational area (here kill be a minimum of one staff member for
even ciglu juveniles. Deviations ntav be pcnnitted b~ the Supcnisor. StafT~~ill place themselves in strategic
locations around the recreational area.
Juveniles will not purposely touch or hang on the fence. nor ~~ ill they converse with people outside the
fence. If a juvenile talks of running from the outside area at anc time. that ju~,enile will not be pernutted outside on
the particular day of [he tlueat. Further restriction of outside recreation privileges is at the discretion of the
Supcn isor.
bVhen bringing the.juvcniles back insidc,sc~cral staff members shall remain bet~~een the fence and the
juveniles.
Kerr County Juvenile Facility
C hahter
Security and Control
Subject
Juvenile Supervision and Movement
Policy Number
9.3
Related Standards
343.9
POLICY
To ensure juvenile and public safety. juveniles will never be left unattended in any area inside or outside
the facility. Intensive staff supervision is intended to reduce reliance on security hardware and to promote a positive
relationship between staff and juveniles as the primary- me<zns of control.
PROCEDURES
yiovement Supervision
The detention officers should be aware of the location of all juveniles assigned to their section and be able
to recognize them on sight. He/she should not leave his/her area of responsibility without first informing the
Supen•isor. •
Detention officers should know die exact number of juveniles assigned to their section and be able to
recognize them on sight. If a juvenile leaves the section for any reason, this fact must be communicated to all
appropriate staff. All juveniles must receive permission from staff to move about the facility for any reason.
Detention Officers should make periodic head counts to ensure the earliest possible detection of an absent juvenile.
When moving juveniles from one area of the facilit<~ to another, one detention officer should walk behind
the group to detect a juvenile attempting to leave the group. A head count should be conducted when the group
arrives at its destination.
Taking Juveniles Outside
Detention officers should explain what juveniles may and may not do outside before going outdoors.
Juveniles may participate in activities, sit in assigned locations, or choose to stay behind in their sections.
Monitoring by officers while juveniles are outdoors is a must. In the event a juvenile is leaving or returning
to the area for an official and authorized reason and the officer cannot leave the group to escort him/her, the
Super<•isor should use other available staff.
Juvenile Supervision
Under no circumstances shall an}~ juvenile or group of juveniles be given authority over any other juvenile
or group of juveniles.
Gender of Staff
There must be at least one staff member on duty of the same gender as the juveniles at all times.
h~t7• County Juvenile Pacilit~
Chapter
Sccurit~ and Control
tittbjc:cl
shill ;\ssi~nments
Policv Ntunlxr
9.-1
Relatc~.l Standards
3-13.9
POLICY
To ensure proper supcn~ision and prompt response to emergency situations. juvenile detention officer
assignments shall be located in juvenile living areas. 1\`ritten operttional shift assigntnents or post orders shall state
the duties and responsibilities for each assi`~ncd position in the facilit`~. These sluff assigntnents are reviewed at least
annuallc and updated as needed.
PROCEDURES
Location of Shift Assignments
Supervisors shall make copies of shift assignments available in a central location within the facility.
Scope of Assignment
The shift assigmnents shall cite specific and general instructions for the operation of every facility- position.
They cannot. however. cover ever incident that may occur. The staff assigned to the position shall use good
judgment and tact and pay careful attention to detail in discharging their duties. whether referenced in the
assignment or not.
Use of Shift Assignments
All juvenile detention officers and Super isors shall use facility- shift assignments to fattuliarize themselves
with the extent of the duties of each position and anc changes that may occur.
The Supervisor shall instntct all newly recntited juvenile detention officers to read. date. and sign the
orders for the positions to which they have been assigned. The Supervisor shall also initial the form.
Security of Shift Assignment
Shift assignments are for the exclusive use of facility staff and shall not be sho~~n to juveniles or
unauthorir.ed persons at any time or for am reason. as with am• other facility- paperwork.
f~err County Juvenile Facilitt Police Numbor
9~
Ch.~ptcr Retat~~d Standards
tiecurit~ and Control 3-13.9
~uhjcct
Cuunt Principles and Procedure,
POLICY
To ensure around-the-clock accountability of all juveniles ~~ithin the facility. a s,•stem to physically count
jut enilcs shall be established. In the c~ ent that the jug-mile count exceeds design capacity. the administrator wilt
initiate ,~ review of each case to determine if conditions `arrant transferor recommendation for conditional release
pending final disposition.
PROCEDURES
Responsibility
The juvenile detention officer has prinrm responsibilit} for thccompletion of an accurate count and must
be familiar ~~ith the specific Mays of counting juveniles indifferent types of locations. e. g.. housing sections, open
areas. or recreation areas. The juvenile detention officer must cncouragejuveniles to accept regular counts as a
ncccsstty.
Principles of Counting
Informal, irregular counts or census checks shall be made b.' all staff supen~ising juveniles to verify that all
juveniles arc present. The Supers isor responsible for nklintaining the master count record must be provided with
current information about all juvenile housing moves. «ork assignments, admissions to the hospital, releases, and
any other changes tlk~t could affect accountability.
Official, Formal Count
At least one official_ forual count during each shift at a time determined b}~ the Director of Management
Scr`~iccs. is mandatory. All juveniles will be counted simultaneously; juveniles will be counted at a specific location.
and all movement of juveniles ~r ill cease before the count begins and remain so until the total facility count is clear
and corrccl.
Staff Accepting Count
The control center staff shall calculate the official count from the control center records after all sections
have reported.
E~cir County ,luvenile Facility Policy Numhe:r
9.6
Chapter R~latec! Standards
ticcurit~ and Control 3=1,.9
Suhicct
I ransl~r and Transportation ul lu~~cnilcs Outsi~lr Ih~ Facility
POLICY
To ensure the security and safety of juveniles during transfers. proper safeguards shall be used at all times
b. the stall members responsible 1'or transportation.
PROCEDURES
Transportation
The following rules apply when transporting juveniles outside the facility in official vehicles:
*any vehicle used in transporting juveniles shall be properly licensed and inspected according to state
law
*the driver shall be proper)}~ licensed. and at (cast two star members shall accompany the vehicle
*the nwnber of passengers shall not exceed the number of scats. At no time shall more titan tluee
people be in the front scat.
*jttveniles are not permitted to drive facility or staff vehicles
*bodily injun~ and propert}~ damage liability shall be provided for all vehicles
*jttveniles shall not be transported in open tntck beds
*jttveniles shall be restnincd only ~chcn neccssan and otily by appropriate szfen~ devices
Tr•arrsportation Clothing
The Supervisor shall decide what articles of clothing the juvenile is permitted to have in his/her possession
during the trip. These articles should be kept to a minimwm- The juvenile may exchange the clothes he/she is
~ycaring for clean clothing that shall be searched thorough)} before being given to the juvenile.
Use of Transportation Restraints
Juveniles in custody are not to be struck. pushed, or othcrn ise physically or forcibly handled. Situations
kilt exist. however, where reasonable force is necessan to maintain the safety of the juvenile or others. including
staff.
Seating on Secured Transportation
If the vehicle has a security screen and the inside back door handles have been removed, both staff
members tivill sit in the front seat and the juvenile gill sit in the back. with the security screen separuing them. In a
vehicle without a security screen, the second staff member will sit directly behind the driver in the back seat with the
juvenile.
Kerr Cuunly Juvenile Facility Policy Number
9.7
Chapter Related St~utdards
~ccurit~ and Control 3-t ` `)
ti~ihj~ct
I~ucilit~ Inspections mtd the Use of t'CrlnallCnl I.oes
POLICE
Since permanent logs and regular securil~ inspections arc vital to the efficient operation of the facility-.
jug mile detention officers in etch housing section. Supervisors in char~~e of the facilit}~. and control center staff shall
maintain permanent logs that record entereency siwations. unusual incidents. and pertinent information about
jin miles. These records shall be assembled b~ the Director of Management Services and sub~tutted daily to the
Administrator for review.
PROCEDURES
Types of Logs
The following types of logs arc to be used b~ Supervisors:
*daily inspection of residence sheets
*daily security, sanitation. and tiro inspection slips
*daih• logs
These logs shall be completed b}~ the appropriate staff member and foryarded at the end of the shift to the
Director of Management Services for review and filing.
All security devices shall be inspected by the Supervisor on a weekly basis. A report shall be submitted to
the Director of Management Ser ices. who shall be responsible for initiating corrective action when necessary.
L~spection of Liviirg Quarters
Living quarters should be kept clean and uncluttered. Inspection of these areas shall be made by the
juvenile detention officers daily.
L~spections of Areas Outside the I_iri~~n Quarters
All areas of the facility must be included in irrcgnilar inspections by Supervisors. Supervisors shall search
areas such as the medical section. the storeroom and/or storage rooms. and food service.
[nnocent-looking areas arc frequently used to conceal contraband. Coverings or openings. although
sccureh fastened. may be removable. Trash containers. simitarv supplies, lockers. or other places for concealment
nnist be searched.
The officer assigned to each of the areas outside the living quarters shall make a visual inspection both at
Uic beginning and end of the shift and submit a report to the Super•isor.
Perimeter Security
Areas outside the facility must also be included in security inspections. Although less often, contraband
does appear outside of the facilit}. OfFicers shall inspect recciwing areas, visitor holding areas, outside doorways
leading to the facility, and outside recreation areas. Inspection reports shall be submitted to the Director of
Management Services.
Kerr County .iueenile Facility
Chapter
tiecuriu and Control
tilihject
Se;aches of Locations and iuvcniles
Policy Number
9.3
EZelated Stmtdards
3-4.i.9
POLICY
.Although control of weapons and contraband is essential to the order and securitl• of the facility,
indiscriminate searches of juveniles shall be prohibited. Only «-hen there is sufficient reason to believe that the
security of the facilih~ is endangered or that contraband is present in the facilih shalt the search of a juvenile, his/her
possessions. room. and other areas of the facilit} be perniued. A search plan shall be established and made available
to bosh staff and juveniles. The search plan shall be rcvie~ycd at least annualh and updated as needed.
PROCEDURES
Searches are done for the follo~~ing reasons:
*to prevent the introduction of ~~capons or other dangerous contraband into the facilit<•
*to detect the manufacture of ~~eapons escape devices. etc.. within the facility
*lo discover and suppress trafficking between staff and juveniles
*to check malicious waste or destruction of ficility propem
*to discover hazards to health or safeh~ that may go unnoticed during routine inspections
Searching Juveniles
The search of a juvenile b} Supers isors or officers requires expertise in search tecluiques and a
professional attitude on the part of the staff. A juvenile should be informed, quietly and simply, of what is about to
take place. The juvenile should not be touched am' more than is necessary to conduct a comprehensive search.
Strip Searches
Strip searches shall be performed onh~ on entry to the facility or when there is reason to believe that
weapons or contraband will be found. A strip search shall be conducted by a staff member of the same gender as the
juvenile being searched. Strip searches shall be performed cisualh~ and in an area that ensures priva~~.
The juvenile's clothing should be searched carefillly and rehlmed to the juvenile as soon as possible.
Body Cavity Examination
A body cavity search must be authorised be the Administrator or designee and will be done only when
there is probable cause that ~seapons or contraband ~~ ill be found. Only medical staff (e.g. a doctor or nurse) )tnay
pcrfonn a body cavity search.
F--•isk Search
A frisk search is used ~yhen a juvenile is returning from a trip outside the facilit}~ (e.g., court appearance,
doctor's appointment). The juvenile should not be touched am more than is necessary to conduct a comprehensive
search.
Housing Section Search
Searches of housing sections or rooms should be unannounced and on an irregular schedule and be
performed by Supen•isors or at (east t~~o officers. This scorch is designed to uncover contraband, prevent escapes.
u~aintain saiutan~ standards. and climinnte Gre and safety harards. Each room shall be completely searched before it
is occupied by a new juvenile.
General Area Search
A general search is made b} Supen isors of all areas of the facility. This may be done as needed and
prcfcrabl}~ with the knowledge and consent of the Administrators. After a general area search. a «~ritten report shall
be filed ~~ ith the Adnunistrators describing the scope of the search. the results, and a list of any contraband found.
Search of Visitors
Visitors may be required to submit packages. handbags. and briefcases for inspection by facilitr~ staff. Staff
may deny admission to the facility ~~ hen they bclic~ e there is probable cause that a visitor ma}~ be concealing
~~ capons or contraband. No search more extensive in scope than an electronic device or frisk shall be performed on
visitors.
Visiting Area Search
[nunediately before and after visiting hours. officers assigned to the visiting area must conduct a thorough
search for contraband. Juveniles shall not be permitted in the area until the search is completed. All juveniles shall
be frisked after visits.
Perimeter Search
Areas outside the facility (e.g.. parking areas. juvenile delivery) must be routinely searched b}' the officers
Supcn isor for contraband.
Supplies and Food Stocks Search
All supplies and food stocks brought in by visitors must be inspected thorouglily before being issued to
_ju~ miles. These items must be approved b}~ the Casemanagcr prior to admittance into the facility.
Disposition of Contraband
All contraband confiscated during searches shall be turned over to the Supers isor. 'I1ie transfer of
contraband shall be witnessed b~ t~~ o persons and a chain of evidence record shall be established. A report must be
~~ ritten describing the contraband and ~~ hen and where it was found. This report shall be given to the Supervisor.
~~ ho will initial and date the report and foncard it. along ~~ ith the contraband items, to the Director of Management
Sen•ices. The Director of Management Sen~ices shall either dispose of the contraband or fon~~ard it to the proper
authority for appropriate action. Juvenile detention officers shall document any incidents of juveniles in possession
of contraband.
Kin' County Juvenile Facility
Chapter
Sectu-it~ and Control
Subject
Kw Control
POLICY
Policy Number
9.9
Related Standards
343.9
To maintain the securin~ of the facility, all kes s necessary to the operation of the facility shall be issued
from and maintained in the control center.
PROCEDURES
Accountability
The kev control systems require simple and efficient daily checks of all kevs and locks within the facilits-
bv the Supers-isors. A current inventors- of all keys and key blanks shall be kept.
RE~cor'ding and Storing of Keys ,
Copies of all keys shall be stored by the Director of Management Services in a locked cabinet on numbered
hooks.
Issue of Keys
Administrators. Supervisors, subordinate staff and other persons approved by the Administrator will be
issued a set of work keys with a separate identification number. All other work keys will remain in a secured key
bo.~ in the particular living section to which the staff member is assigned.
Lost or Misplaced keys and/or key Rings
A lost or misplaced key or key ring shall be reported verbally to the Supervisor immediately, stating which
key was lost- when the loss was discovered. and any circumstances surrounding the loss. A written report shill be
submitted as soon as possible to the Director of Management Services.
H;indling of Keys
All staff will observe the following key control procedures:
* when on duty, staff shall keep facility kevs in their possession at all times
* keys should be carried and used as inconspicuously as possible
* keys should be carried in the front pants pocket
* st<~tff should avoid making reference to key numbers or any identifying information in the presence of
juveniles
~* keys must never be dropped--staff should exchange keys hand-to-hand, never tossing or throwing them
* staff should not use force to operate locks--if a lock does not function easily, the malfunction shall
be reported to the Supervisor
* staff should return damaged or broken keys to the Director of Management Services for replacement
* juveniles are never permitted to handle keys
hen County Juvenile Facility
Chapter
~ecurih and Control
Subject
Tool Control
Pol,lcv
Polic:ti• Ntmtber
9.10
Rzlat~~cl Standards
3.13.9
Since the daily operation of the facilih requires that staff have access to various tools ~tnd culinary
cgwpntcnt. a system of internal accountability shall be established.
PROCEDURES
Receipt of Tools
The Director of Management Sen ices is responsible for enforcing tool control policies.
Toot Inventory Lists
A master inventory list of tools shall be prepared for each section where tools are stored and/or used. A
complete set of master lists shall be kept in the office of the Director of Management Services.
Issuance
The Director is responsible for issuing and controlling hazardous tools. equipment. and supplies and is
responsible for the disposal of all used containers and tyorn-out tools.
Medical Section
Too( control in medical and dental sections presents unique problems. Surgical, dental. and other medical
cquipntcnt shall be kept in the safest manner possible. Tools and supplies of a hazardous nature shall be kept by the
medical staff in a locked storage area or container. Because of size and character. medical tools shall not be marked.
Medical staff shall keep an accurate daih• inventory of instruments such as scalpels.
Food Service
All knives, cleavers, ice picks, knife sharpeners, meat saws. etc., used by the food service shall be stored by
the Food Service Supervisor in an area not accessible to ju~~atilcs.
Private or Contract Repair and Maintenance Workers
Private or contract repair and maintenance tyorkers employed to work within the facility shall submit to an
inspection and inventory by the Super, isor of all tools, tool bozcs. and related equipment prior to admittance to and
release from the facility. Non-staff ~yorkers shall be escorted b~• a staff member while in the facility.
K~n~ County Juvenile Pacilit~ Policy Number
9. I l
Chapter Related Standards
Sccurily and Control 3-13.9
Suhjcct
Control ol'F'ireanns and Othc:r ticcurit~ I?quipm~nt
POLICY
To ensure the safety and security of facility staff and.ju~eniles. no Eireann or ~reapon sl><rll be worn or
carried in the facility unless it is during an emergcnc~ .and then only if it is carried by a police officer. At no time
shall ~ isitors be in possession of fircarnls or other ~~rrpons ~~hile inside the confines of the facility.
PROCEDURES
Availability
All securit~~ equipment. including chemical agents. shall be authorized only be the Administrator. The
a~ ailability. control, and use of security equipment shall be the responsibilit<~ of the Director of Management
Seri ices. Type and quantit~~ of security equipment shall be based on an anah~sis of the facilit<• and juvenile
population profile. The Supervisors and the Director of Management Services shall be the only staffwitlun the
facility ~~ith access to the securit} equipment storage area.
Handcuffs
Handcuffs will be stored in a safe and secure location and counted daily by the responsible Supervisor. All
staff members ~~•ill be sure that handcrafts do not lease the facility unless they are being used in transporting
jrn eniles or for other securitti purposes. Serial numbers for all handcuffs will be recorded and a monthly inventory
taken.
Kerr County Juvenile Facility
Chapter
Security and Control
Subject
Use of Force
POLICY
Policy Number
9.12
To prevent the possibility of serious injury to staff and juveniles, only the minimal amount of force necessary shall
be used to control ajuvenile or situation in the facility. The use of force resulting in injury to staff or juveniles and the use of
mechanical restraints shall be fully documented and reported.
PROCEDURES
Authority
Only the Administrator may authorize the use of force. Staff so authorized should use appropriate force when an
escape is in progress orwhen danger to persons or property may ensure. In an emergency where prior authorization is not
possible, a staff member shall use appropriate force and laterjustify his/her actions in a written report.
Levels of Force
Force, security equipment, and restraint equipment are intended to be used only as control measures and only when
absolutely necessary. They are not intended and shall never be used as a means of punishment. Immediate medical attention
shall be given to both staff and juveniles if injuries are sustained during use of force or restraint equipment. The following
levels of force are authorized under the described circumstances:
Physical Handling
The first level of force available to a staff member is the use of his/her hands. Physical handling is justified to
subdue unruly juveniles, separate participants in a fight, and in defending self, staff, juveniles, or other persons. It also may
be used to move juveniles who fail to comply with lawful orders. As with any type of force, the amount of physical handling
used shall be only as much as is reasonable and necessary under the circumstances.
Restraint Equipment
Staff shall use only approved equipment for the purpose of mechanical restraint and may only use such equipment in
a manner consistent with its intended use. The following devices are approved for use:
• Handcuffs
• Wristlets
• Anklets
• Ankle cuffs
• Plastic cuffs
• Waist band
Devices shall not be secured to stationary object except when complete immobilization with afour-point
restraint is needed. Juveniles shall not be restrained to a fixed object in a standing position or to any part of a vehicle during
transport.
The use of instruments of restraints should be limited to the following situations:
• protection of a juvenile from self-injury
• prevention of injury, to others
• precaution against escape during transfer
• for medical reasons under direction of medical staff
• prevention of property damage
Use-of--force Reports
The Administrator should be notified immediately when any type of force is used. A dated and signed written
report, prepared by the staff member who employed force, shall be completed no later than the conclusion of that shift.
Disciplinary Action
When undue force is used the alleged staff member may be suspended until an investigation is completed. Ken
County Juvenile Facility prohibits the use of percussion or electrical shocking devices or the use of chemical agents.
Kerr County Juvenile Facility Policy Number
9.13
Chapter
Security and Control
Subject
Facility Security Tlrrcats
POLICY
Specific procedures to be follo~~ed in emergency situations that pose a tlueat to the security and control of
(he facility shall be written and made available to appropriate stafTb~ the Administrator. These procedures shall be
rc~ ic~ycd and updated at least annually.
PROCEDURES
Security Threat Plans Development
The Administrator shall develop specific plans for situations that tlveatened the security and control of the
facility including escapes, riots and hostage incidents. ,
Emergency Communications
The emergency conununication center or conlro( center staff provide primary conununications b_v
telephone and secondary communications by rrdio. intercom, and «alkie-talkies to:
* the staff member in control at the scene
* staff at the main cnlrancc
* staff on perimeter patrols
* staff on stand-bv
* local police
The public address system also shall be a<<rilable for use in emergency situations.
Disturbance or Riot Control
The Supervisor shall notify the Director of Management Services as soon as possible of any incident of
group destnrctiveness in an open program are~r. Stall on hand should be mobilized, functions of various staff should
be de[incd. and extra assistance should be obtained. If necessary. the Supervisor should call the local police
dcpartnrent.
Staff should remove nonparticipating juveniles from the area and separate members of the group. Most
groups can actually be reduced to one by pla}~ing on the weaknesses inherent in the group.
When control is regained, kec juveniles should be isolated and confined. Programs should be restored for
other juveniles surd any damage should be cleared a«ay. Designated persons shall counsel both the participants and
non-participants as necessary. All participating staff shall write a factual account of the occurrence for inclusion in
the incident report to the Administrator.
The Director of Management Services or the Supervisor shall mobilize as much extra assistance as is
needed and define each staff member's role in attempts to control destructive behavior in living areas. During
daytime hours, nonparticipating juveniics may be moved into sections away from the area and supervised by staff.
Staff should confine participating juveniles to their rooms. Should physical force be necessary, more than
one staff member should be present. Staff should remove towels. bedding, nktttresses, nightwear, shoes, books, toilet
paper. and soap. The juvenile may assist in clearing up am' damage. if possible: if not. staff should proceed to clear
ii. The senior staff member shall write the incident report for the Administr,tor.
Sit-down Strikes
The Director of Management Services or Supervisor shall mobilize and define the functions of the staff in
responsc to a sit-down strike. The group should be divided and the leader or leaders isolated. Staff should talk to
group leaders to determine reasons for the strike and initiate resolution procedures.
Hunger Strikes
In the event of a hunger strike. juvenile detention officers shall offer food at each meal to the juvenile.
make a note in the logbook of the juvenile's responsc. and notift the caseti~orker the next day.
Hostages
Facility policy states that no tr,des will be made to secure the freedom of hostages. If a staff memmber has -
becn taken hostage. there is a risk that Ilic juveniles nr,v have a complete set of keys to the facilin~ and atake-over
of the facility could occur. Specific areas can be secured. ho~~e~ er. where juveniles cannot gain access.
[f a staff member is taken hostage. he/she should do nothing that will excite the juveniles. As soon as
another stall member becomes aware of the situa(ioiL he/she should notify the control center. The following areas
should be secured: ,
* recreation and delivery doors
* main corridor door
* the admitusirative office
These areas can be secured from the inside. and juveniles will not have keys or access to these doors.
The complete hostage plan shall be available to Supervisors only. Confidential sections shall be made
available to designated staff.
Escapes
[n the event a juvenile attempts to escape from the facility, every reasonable effort should be made to
regain custody while the juvenile is on the grounds of the facility. Staff should not engage in acts that could
endanger the safety or well-being of the juvenile. themselves. or other staff. The stall' member discovering the
escape should activate the alarm and notify the control center and the Supervisor of all known information, such as
the name and description of the juvenile and the location he/she was last seen.
The Supervisor will:
* secure the area
* secure and maintain control of the other juveniles
* direct staff in the pursuit of the escaping juvenile
* order a grounds and perimeter search
* notify the local police department
* alert the medical stafl'to be on stand-bv in the event of any injuries
Apprehension
Juveniles shall be apprehended in a manner that presents the least amount of risk of injury to both the
juvenile and staff. Only the amount of force or restraint that is necessary to complete the apprehension shall be used.
Handcuffs may be applied. Once the juvenile is under control, he/she will be returned to the facility.
Follow-up
The Administrator will notifw the police. dtc juvenile's parents/guardians and the juvenile's probation
officer once the juvenile has been apprehended. All staff inwolwed in the escape activities will prepare a report about
U~c incident to be forwarded to the Administrnor and ;~ coPe placed in the juvenile's file. A meeting will be held to
determine (he facts and complete an analysis of the escape.
Attempted Suicide
On discovery of an attempted suicide of a juvenile. the following actions will be taken by the
S~~pcrvisor:
* if die juvenile is hanging. he/she should inunediateh be cut down to allow breathing
* if die juvenile has sustained noticeable injur' or shows symptoms of having swallowed poisonous
substance, first aid should be administered iuunediateh
* the medical staff should be notiticd as soon as possible
* if aself-inflicted injury is of such a serious nature tha( the life of the juvenile is in danger, and
ambulance should be requested inuncdiatcly
* if the juvenile can be mowed without imperiling his/her life further. he/she should be moved to a
private room and made as contfortablc as possible ,
* the juvenile should be kept under constant and close observation pending arrival of the medical staff
* if the juvenile cannot be moved. he/she should be made as comfortable as possible
* any other juveniles should be moved out of the iirunediate area
* all recommendations of the medical staff vwill be complied with
* the Administrator. the Director of Management Services, the juvenile's parents or guardians, and die
juvenile's probation officer should be notified as soon as possible
Regardless of the seriousness of the attempt. including cases where a juvenile is discovered making
arrangements for a suicide attempt. the facilit<~ medical stafT should be notified by telephone as soon as possible. If
conditions are such that the juvenile detention officer is unable to do this vwidiin a reasonable length of time, another
stafT member should do so.
CHAPTER 10
SAFETY AND EN[ERGENCY PROCEDURES
Ken- County Jtn•enile Facility Policy Niuntx:r
I U.1
Chapter
Safety and Emergency- Policies
Sub.jcct
Control and Use of Flammable. Toxic. and Caustic Materials
POLICY'
Strict control of the procurement. storage. and incentor,~ of all flammable. toxic. and caustic materials shall
be maintained.
PROCEDURES
Prior to making am~ purchase. careful attention should be given to a product's label. Every effort should be
made to replace a hazardous substance ~~ ith one less hazardous in natl~re or less likeh• to be abused.
Lase of Flammable Materials
Where flanunable liquids are used. proper ventilation shall be provided. Under no circumstances shall
gasoline be stored in the facility or used For cleaning. Commercial soh ents, cleaning liquids. or kerosene with a
Ihish point above 100 degrees Fahrenheit shall be used and stored properly.
Juveniles shall not have access to or use am of the items listed above. nor any other materials determined
hai~udous by the Director of Management Services. unless direct and constant supen-ision is provided.
Storage Facilities for Flammable and Explosive Items
National Fire Protection Association (NFPA) requirements shall be closeh~ observed in storage of
flanunablc liquids. Variances nwv occur due to facilit}- and program codes and regulations. Any- variances must be
approved in writing by the local fire inspection authority.
Inventory Control
Caustic, poisonous. fla~mnable. or hvardous fluids. nibstances, or chemicals slkall never be stored in living
areas.
l~cn~ County Juvenile Facility Polity Number
1 t).2
Chapter
~<il'ct~ anil Eintergenty Politics
Su~jcct
Fire Sal'cty
POLICY
1u~ eniles, staff and visitors arc prop idcd ~~ ith a safe environment through the effective use of fire
prevention and safety inspections. The facilit. shall comp(} «ith local fire safeh' codes regarding exit requirements.
Gre stem inspections and quarterlc tests. annual f ire inspections. and locations of fire equipment in the facility.
PROCEDURES
The Administrator shall have o~ crap responsibility for safeguarding juvenile housing and will use the Life
Safety Code of the National Fire Protection Association (NFPA) as a guideline. An}' variances from the NFPA code
shall be approved specifically. in writing. b~ the local fire safety authority.
Building Material
All interior finish shall be Class A as defined by NFPA. All material. except floor coverings, shall have
(lame spread rating of less than 2~ and a smoke development rating of less than ~~U as certified by an acceptable
testing laboratory.
Walls and Partitions
All new wall and partition constn~ction shall be of nutsotu-ti- or steel studs with sheet rocb: or plaster. No
~~ ood framing shall be used in future constniction of juvenile housing are<~s. Existing walls not meeting standards
shall have combustible paneling removed and replaced with five-eighths-inch gypsum board on both sides of the
~~;tll. Fire stops must be used bet~~een «ood studs before applying new' wall covering. Walls may be painted or
coycrcd ~yith material as long as the material has a Class A finish rating.
Ceilings
Ceiling material must meet Class A fire rating. Existing ceiling materials not meeting this rating or that
have accumulated enough coats of pain( to make the r,Uing invalid shall be scraped and repainted.
Fluor Coverings
Upkeep and excessive wear arc prime considerations in evaluating type and choice of floor covering.
Houcyer. all carpeting not mectiug requirements must be removed.
Furnishings
Pohurethane padding on furniture and cubicle dividers of plywood or plastic are prohibited unless
specifically approved by the local (ire and safeh authority. Wood furniture and cubicle di~-iders clad with laminate.
meeting Class A interior finish ratings, are acceptable.
Trash Receptacles
Receptacles located throughout the Cacility shall be monitored by all staff to reduce the possibility of fire.
Trash receptacles shall be constructed of fire proof material; be readily accessible: be outside and covered with
tightly fitted lids: and be emptied and cleaned at least daily.
Smoking
Smoking will be permitted in designated areas onh.
Fire Prevention
Faciliri• staff shall ah~a~s be on the lookout for fire hazards such as altered electrical outlets, overloaded
electrical units. expended fire extinguishers. and improper trash storage. It is essential that all staff make fire
prey cation a basic part of their daily acti~~ities. All statT shall be attenti~ e to maintaining good housekeeping
standards to augment fire safety. including:
* proper storage of combustible material
* prevention of hazardous electrical situations
* training for juveniles in Lire safety procedures
* fire drills
* fire control equipment checks
Fire Inspections
There shall be three separate and distinct fire inspections witltin the facilin~. Weekly fire inspections shall
be conducted by a st•tff member who has received training in and is familiar with the safen~ and sanitation
requirements of the local fire and safety authority. Monthly inspections shall be conducted by the fire safety officer
to ensure compliance wish the local authoril~'s safety and fire prevention codes. The fire safety officer shall receive
a minimum of forty hours of training in s<~fety and (-ire prevention, and shall provide on-the job training to staff
regarding applicable regulations and inspections. including the use of checklists and methods of documentation.
Annual inspections by the local Gre and safety authority shall be conducted. Following this inspection, every effort
shall be made to correct all deficiencies noted. When corrections arc complete, the Administrator or lus designee,
shall notify the local Fire Inspector who shall rc-inspect the facility.
Fire Plan Development and Training
The fire safety officer shall develop an adequate fire plan and shall have the authority and responsibility for
plan implementation. Familiarity with the fire plan and the procedures to be followed in the event of a fire shall be
included in the orientation process for all new staff. Provisions for follo~y-up and supplemental training in fire
procedures shall be coordinated with the local fire and safety authority.
Distribution of the Fire Plan
A copy of the fire safety plan shall be posted by the fire safety officer in each building in the facility. A
cope of the general emergency instnrctions shall be displa}ed in a conspicuous place in each section along with a
drm i ng of the floor plan for that area ~~iiich reflects the location of fire extinguishers. exits, and emergency
equipment.
Fire fighting Equipment and Personnel
Fire fighting equipment and personnel are available to the facility through the local fire department. The
central emergency number for tire. paramedic. and ambulance assistance from the fire department is posted on every
phone in the facility. The central emergenc}~ dispatcher should be provided all information necessary to enable
dispatch of the unit nearest the facility.
Emergency Equipment Related to Fire Control
The Director of Management Scn ices shall ha~c responsibilih for ensuring that adequate emergency
equipment is located throughout the facility and is kept in good repair. Testing of equipment by local fire officials
shall be done at least quarterl~..An annt4~l a.<~ilability of fire equipment shall be conducted.
Alarms
Fire alarms will sound an alarm clearly ;nidible throughout the ftcility. Alarm systems and/or direct line
telephone communications to the (ire dcparuucnl shall be located in rcadil_v accessible staff-controlled areas.
Smoke Defectors
All laying units shall be equipped ~ti ith smoke detection s stems designed and inst~~iled to provide early
warning of smoke within the juvenile laying unit. Alarm systems shall be interconnected and nm on AC electrical
cnrrcnt to alert the entire facility ~yhen a detector sounds off.
,automatic Sprinklers
Security-safe automatic sprinklers arc installed in the housing sections and the main storerooms. Sprinkler
systems arc connected to an amnmciator panel in the control center. Clearance between sprinkler deflectors and the
top of the storage area shall be in accordance ~yith NEPA guidelines Cor combustible and noncombustible
commodities.
Emergency Lighting
All sections of the facility shall have emergency lighting installed that provides sufficient illumination to
exit. All groups areas, hallways. and facility exits shall have I~yo illuminated exit signs.
Generator and Radio Transmitter
An emergency power generator and radio transnutter arc located inside the powerhouse to provide
emergency lights, power, and comnumication. This equipment shall be tested at least once a month and a report
fornarded to the Administrator.
Hhdrants
Fire hydrants are accessible and proper)}~ maintained. The water supply system is regularly checked to
ensure that adequate pressure and flow are maintained for operating the fire protection equipment.
Standpipe Hose
All housing sections have stand pipe hose stations com~eniently located and with adequate footage of hose,
not to exceed 100 feet per station. to reach all areas. Standpipe hoses arc equipped with adjustable, nonmetal
nozzles. (Brass and other metals used in nozzles arc unsafe when used around electrical equipment or outlets and
can be used as a weapon.)
E.rtinguishers
Fire extinguishers for various h-pes of fires arc placed throughout the facility, particularly in staff
controlled areas. Extinguishers shall be placed in cabinets that can be easily opened. Fire extinguishers should be
conspicuously located and mounted where lhcy arc rcadil} available. Extinguishers may be hung by wall mounts
throughout the facility.
Only fire extinguishers that arc clearly marked as to the types of Fires they are made to control shall be
used. Carbon tetrachloride fire extinguishers shall not be used under am' circumstances. Due to the danger sulfuric
acid poses as a weapon, soda acid (ire extinguishers should be replaced with pressured water extinguishers.
Extinguisher Servicing: Portable extinguishers shall be kept in fully charted and operable condition
and stored in designated places. E~ en extinguisher shall hay e a current. ~•alid inspection tag securely attached
shoo ing the last maintenance or recharge date. Discharged extinguishers shall be inunediatelc replaced and
recharged. Testing shall be performed be an extinguisher sen ice company.
annual Review
This policy shall be rep ic~~ cd at least annuallc. and rc~ iscd as necessan•.
I\eIT County Juvenile Facility Policy Numtx:r
10.3
Chapter
~u1~t~ and Imergency Policies
~uhjcrt
I acility Emergency Plans
POLICY
Specific procedures to be follo«ed in emergency situations shall be made available to all staff: All staff
shall be trained in emergenc}~ procedures. The emcrgenc~ plans shall be conspicuously posted in the facility
showing graphically how to evacuate each area of the facility.
PROCEDURES
Security
Every effort shall be made by staff on duty to prevent escapes during an emergenc}: however, safety of the
juvenile shall take precedence o~ er the matter of security.
Evacuation Procedures
The Director of Management Sen ices shall ensure the existence of emergency evacuation plans.
.authority and Responsibility During and Emergency
During an emergency situation. the Administrator or highest ranking staff member on duty shall have
absolute and total authority for decisions made all'ecting the faciliri~. the emergency, and security of the premises.
Emergency Review
The Director of Management Sen~ices shall review the emergency plan as specified in this document
annually and revise and update if necessan~.
Severe Weather (Tornadoes, Hurricanes, Earthquakes, Floods)
All staff shall be familiar with the alarm and warning signals used to alert the population. Abattery-
powered radio with weather station shall be operable at all times. The Administrator or lughest ranking staff member
shall dcternune whether the juveniles need to move to emergency shelter.
Gas Leak/Power Failure
Am~ odor of gas should be investigated, and strong odors of gas or gas leaks will mean the itmnediate
evacuation of the facilit}' and contacting the gas compam and/or the fire department.
Emergency lights will come on if power f tits, but additional flashlights will be kept in the facility for added
emergency lighting.
Death, Homicide, Suicide
If death, homicide, suicide or attempts arc made, notify the Administrator immediately. Directions for
further actions and investigations will be dctennined b}• administrative personnel.
CHAPTER 11
RULES AND DISCIPLINE
[terr Count}• Juvenile Facility Policy Number
11.1
Chapter
Rubs .Ill(1 I~ISClphilc:
Subject
Rules and Regulations
POLICY
Rules of conduct and the penalties that ma.' be imposed ~l hen the rules arc broken arc included in the
jug cnilc handbook. which is designed to be used ns a ~~uidcline for both juveniles and statT.
PROCEDURES
Rule Book Distribution, [nterpretation, and Translation
A copy of the Juvenile Handbook. containing chargeable offenses and the penalties that may be imposed,
hill be given to each juvenile on admission. Arrangements will be made b}~ the Supen~isor for translation or
in~crpretalion for am' juvenile who has a problem pith reading or understanding am portion of the handbook.
Juveniles hill sign an acknowledgment of receipt of the handbook. This signed receipt shall be kept in the juvenile's
rl~.
Staff Training
All staff members will be given a cop} of the Juvenile handbook. Staff that have direct contact with
juveniles will receive at least h~o hours of annual in-sen~ice training to ensure familiarity with the rules, the
sanctions available to them, and the rationale for the rules.
Offense Priority
Prior to initiating a report or disciplinan action, carefill attention should be given to the rule book to
determine the seriousness of the offense.
Discipline
Staff will make ever~~ effort to maintain control of juveniles though methods of positive reinforcement,
such as an incentive system. which involves rewarding desirable behavior and not rewarding >mdesirable behavior.
Discipline will be adminstered to create a learning experience for the juvenile and will be commensurate
~~ ith the seriousness of the misbehavior. Discipline will never be administered in a way that would degrade or
humiliate the offender.
Kerr County juvenile Facility
Chapter
Rules and Discipline
Subject
Resolution of Violations
Policy Number
l l.2
POLICY
There are written guidelines for resolving minor juvenile misbehavior when circumstances dictate immediate and
informal action.
PROCEDURES
Minor Offenses
Most minor misbehavior can be handled by counseling the juvenile in a manner that is educational and positive.
Until this option has been tried, other options should not be used.
Minor Rule Violations
Minor rule violations shall include, but not be limited to:
• stealing
• threatening others
• cursing and disrespect '
• disruptive behavior
• deliberate disobedience
• failure to participate
• inappropriate physical contact
• tattooing or piercing
• deliberate failure to follow dress code
Warning
The warning shall communicate what the offense was and the expectation, with the understanding that, if
the offense is repeated, specific disciplinary action will be initiated.
Activity Restriction
A juvenile detention officer or Supervisor may exclude a juvenile from participation in activities for a period time, depending
on circumstances. For instance, misbehavior in the cafeteria may warrant a cafeteria restriction, while poor conduct in
another area could result in restriction of a different activity.
Room Restriction
A juvenile may be restricted to his/her room for minor misbehavior for a period specified at the time of assignment.
The amount of time varies depending on the nature of the violation and circumstances but shall not exceed one hour without
approval of the Supervisor. Prior to room restriction, the reason for the restriction shall be explained and the juvenile will
have an opportunity to explain his/her behavior. During room restriction, staff contact will be made at least every fifteen
minutes, depending on the juvenile's emotional state. The juvenile's behavior will help determine the end of the restriction
period.
Group Restriction
Normally, there shall be no total group restriction without approval of the Administrator. Immediate group
restriction is allowed if there is an obvious security or safety factor. In these cases, the Administrator should be notified
immediately for further instructions.
Major Rule Violations
Major rule violations shall include:
• violation of the laws of Texas or the U.S.
• escape or attempted escape from the facility
• causing physical pain or injury to one's self or another person
• possessing a weapon
• using controlled substances, alcohol or refusing a drug test
• causing property damage of $100.00 or more
• persistent refusal to comply with facility rules
Kerr Comity Juvenile Facility Policy Ntunber
11.4
Chaptar
Rttlcs and Discipline
Subject
Confinement and Specia] Management
POLICY
After all other techniques and resources have failed and when the juvenile's behavior warrants, short- term
confinement nray be used as a punishment. The facility shall provide special management for juveniles
~~ith serious behavior problems and for juveniles requiring protective care.
PROCEDURES
Use of Short-term Confinement
Confinement shall be used only with the authorization of the Supervisor. Any confinement longer than
twenty-four hottrs must be re~7ewed by the Drrector of Management Services and the Administrator.
Special Management Program
Juveniles who cannot control their assaultive behavior or present a danger to themselves or others, or who
are in constant danger of being victimized by other juveniles may be placed on a special management program. An
individual program plan will be developed for each special management juvenile and appropriate services and
programs shall be provided.
The Director of Management Services or the Case Manager may order placement of any juvenile on special
management in a security room when it is in the best interest of the juvenile and the safety and security of the
facility.
Confinement Records
The Supervisor shall record all incidents of confinement on forms specifically designed for that purpose
an~i see that a copy is placed in the juvenile's file.
Living Conditions and Checks
Juveniles placed in confinement, either short-term or individual program, must be afforded living
conditions and rights approximating those available to the general juvenile population, unless clear and substantial
evidence justifies an exception and administrative approval has been secured. During confinement, potentially
dangerous articles shall be removed and the physical needs of the juvenile shall be met.
Visits
Juveniles in confinement shall be visited at least once each day by personnel from the administrative,
clinical. social work, religious, or medical departments. Visiting means the actual entry into the room of
confinement for the purpose of discussion or counseling. A visit does not include routine visual checks or discussion
through the door or window of the confinement room.
CaAPTER 12
JUVENILE RIGHT
1~Crr County Juvenile Facility Policy Ntunber
12.1
Chapter
,fuvenile Rights
5ubiect
Leg~il Rishts of Juveniles
POLICY
All juveniles will be protected from discrimination based on race, national origin color, creed, gender,
ph}sical handicap, or political beliefs and will have egiiiil access to programs and activities. They mill be assured
that seeking judicial relief ~~ill not be met with reprisal or penalt<- and will have uncensored, confidential contact by
telephone, in writing, or in person with their legal representative.
PROCEDURES
Some juveniles (e. g., first-time offenders or juveniles outside the court's jurisdiction) may not have had the
opportunity to be advised by legal counsel. The Supervisor or Director may contact the court coordinator to check ii'
there is an attorney of record for a particular juvenile. '
The Supervisor orjuvenile detention officer may inform a juvenile of the legal resources available, but at
no time are they to engage in conversation that might in any way be construed as offering legal advice regarding the
jug enile's case, and under no circumstances should staff question a juvenile regarding the alleged offense.
Communication with Legal Representative
Phone Calls
Initial contact may be made during the screening process. The Supervisor «~ill place a call to the juvenile's
legal representative or the public defender's office on request. If the juvenile is unable to make contact, the
parentsiguardians may be asked to assume responsibilit}~ for completing the call.
Juveniles will be permitted to phone their attorney. If, however, an attorney has communicated to the staff
that calls shall only be placed during specific time periods, the staff will comply with this schedule. )f the attorney is
not available, a message will be left to return the call.
Calls are usually limited to avoid unnecessary intrusion upon the legal representative and facility staff.
However, if a juvenile indicates important information needs the prompt attention of his/her legal representative,
further calls will be placed.
Written Communication
A juvenile's written or dictated message will be mailed or distributed to his/her legal representative. Written
messages will be unopened and uncensored. Dictated messages will not be censored or be opened once the message
ttia~ been completed for delivery.
Visits
A juvenile's legal representative may visit at any time. If a juvenile requests a visit with his/her legal
representative a juvenile detention officer will see that the request is relayed.
Kerr Couruv Juvenile Facility Policy Ntmtber
12.2
Chapter
Juvenile Rights
Subject
Rights and Responsibilities of Juveniles
POLICY
All juveniles in placement have certain rights and responsibilities that must be recognized. These are
clearly defined, and both juveniles and staff shall be familiar with them. Complaints of abridgement of these rights
shrill be subject to grievance procedures. A juvenile's refusal to accept the responsibilities that go along with the
rights resulting in a rule violation may be subject to dte disciplinary process.
PROCEDURES
Rights and Responsibilities
Juveniles in placement have the following riglus and responsibilities:
* juveniles have the right to be treated respectfully, impartially, and fairly and to be addressed by name in a
dignified manner. In turn, they ~~ill treat all others in the same manner.
* juveniles have the right to be informed of the rules. procedures, and schedules concerning the operation
of the facility. In turn, they will follow the rules, procedures, schedules, and staff directives while in the
facility.
* juveniles have the right not to be discriminated against and will have the same access to all services and
programs. In turn, they will not discriminate against any other juvenile or staff member or use language
or behavior that would imply prejudice or discrimination.
* juveniles have the right to participate in religious services and religious counseling on a voluntvy~ basis,
subject only to the limitations necessary to maintain facility order and security. They will have access to
clergy, spiritual advisors, publications, and related services that allow them to adhere to their religious
practices. In turn. they will not abuse any of the religious opportunities and provisions they are afforded.
* juveniles have the right to nutritious meals_ proper bedding, clean clothing, toilet facilities, daily
showers, adequate lighting, proper ventilation, and an overall safe environment that is maintained in
compliance with state and local fire and safety laws and regulations. In turn, they will help staff clean and
maintain living quarters.
* juveniles have the right to appropriate medical and dental treatment. In turn, they have the responsibility
to ask for medical and dental care when the}' need it.
* juveniles have the right to regular visits with family and to send and receive uncensored correspondence.
In turn. they have the responsibility of conducting themselves properly during visits and of refraining
from passing or sending contraband through the mail.
* juveniles have the right to call., write, and meet with their legal representative while in the facility. In
turn, they will abide by the guidelines set down by the facility and their attorney.
* juveniles have the right to both indoor and outdoor recreational equipment and opportunities. In turn, they
have the responsibility to respect and not ~rbuse the equipment and opportunities.
~` juveniles have die right not to participate in uncompensated work assignments unless the work is related
to housekeeping or maintenance of dte facility or personal hygiene needs. In turn, they have the
responsibilit}~ of abiding by facility practices concerning housekeeping, taintenance, and personal
hygiene.
* juveniles have the right to report an}~ problems or complaints they may have while in the facility ~rithout ~- ,
am fear of reprisal. In turn. the}• also have the responsibility to report these incidents and to follow the
facility's grievance procedures ~rhen making such complaints. Juveniles also have the responsibility to
report if any improper action is taken against them as a result of a properly filed grievance.
* juveniles have die right to appeal any disciplinan~ action taken against them as a result of a rule
violation. This is in addition to their riglu to a response to their appeal in accordance with the appeal
procedures. In turn, they have die responsibility of initiating an appeal and following the proper
procedures in the course of their efforts.
Kerr County Juvenile Facility Policy Number
12.3
Chapter
Juvenile Rights
Sub;ect
Juvenile Access to the Nees Media
POLICY'
Juveniles shall li<ave reasonable access to the gerertl public through the news media, subject to limitttions
necessan to maintain facilii<- order and security and protect their rights.
PROCEDURES
Ne;ws >tiledia Requests
A ne~ys media representative who wishes to visit or conduct an interview with a juvenile must make
application to the Administrator. Prior to approval. the applicant agrees to abide by all the rules and regulations of
thc: facility. A request for a visit or interview may be denied if written consent has not been obtained from the
juvenile's parents/guardians, legal representative and probation department.
A juvenile is not to be personally identified in an interview through descriptions, photographing or filming.
Facility Visits
All media representatives shall make advance arrangements for visits. During these visits, media
representatives may photograph programs and activities in the facility and meet with the juveniles involved. Use of a
juvenile's name and identifiable photographs or voice recordings is strictly prohibited at all times. The Administrator
ma}' suspend media visits during a facility emergent}~. A juvenile detained in the facility may not act as a reporter or~
publish under a byline.
Personal Interviews
Either a juvenile or a media representative may initiate a request for a personal interview. Personal
interviews with juveniles shall be conducted within the framework above and according to the following conditions:
* a juvenile may not receive compensation or anything of value for an interview
* the Administrator shall notify the juvenile. his/her parents/guardians, probation department, and legal
representative of any request and shall, as a prerequisite, obtain written consent from the juvenile, his/her
parents/guardians, and legal representative prior to the interview
* the Adtninisirator shall approve or disapprove an interview request within forty-eight hours of receipt;
any disapproval shall be documented
The Administrator may deny a request for an interview for any of the following reasons:
* there is a refiisal or failure to adhere to any of the n:quirements of application
* the juvenile is physically or mentally unable to participate, as substantiated in writing by the medical
staff'
* the juvenile's written consent is not completed
* the inten~icw. in the opinion of the Administrator, mould endanger the health and safety of the
inters fewer or would adversely affect the order of the facility
* the juvenile is involved in a pending court action yid the court, haying jurisdiction, has issued an order
Forbidding such intenzews
* the juvenile is a protection case, and notice of his/her whereabouts would endanger the juveniles safety
Kerr Cotmty Juvenile Facilit}°
Chapter
Juvenile Rights
Subject
Juvenile Grievance Procedures
POLICY
Policy Number
12.4
On admission, juveniles shall be informed of their right to file grievances against any behavior or
disciplinary action of staff or other juveniles. Grievances drat have not been resolved informally shall be filed
according to the procedures outlined below. All ~-ie~ ances shall be handled ea~peditiously and without threats to or
reprisals against the grievant.
PROCEDURES
Informal Resolution
Staff should be trained and encouraged to trti• to resolve all grievance informally. Lf an informal resolution
cannot be reached, the juvenile should complete a grievance request and submit it to the Case Manager. If the
juvenile needs assistance to complete or deliver the grievance request, a juvenile detention officer should be asked to
help.
Grievance Process
A juvenile may select a representative or spokesperson from the staff, volunteers, or juvenile population at
an}~ time during the grievance process. No reprisals shall be taken against anyone using or participating in this
process.
Reasonably brief time limits shall be established for resolution, and all responses to a grievance shall be in
writing. Failure to respond within the required time limit entities the juvenile to proceed to the neat level of review.
A ,juvenile with an emergency grievance (e.g., isolation, lack of essential medical care) shall receive action that can
provide immediate relief.
The grievance procedure itself will be used to determine whether a specific complaint falls within the
jurisdiction of grievance procedures. The Administrator must be notified immediately of all complaints against staff
members, and the Director of Management Sen-ices must be notified immediately of all complaints against other
juveniles.
Filing a Formal Grievance
Juveniles will have full access to grievance forms. which shall contain the name of the juvenile, the date,
the person or polic}~ grieved, and the nature of the grievance. Grievance forms should be submitted to the Case
Manager, who will in turn notify the Administrator. If a juvenile cannot gain direct access to the Case Manager, a
juvenile detention officer will make the delivery. Locked boxes are avaikzble in each dorm area for grievances with
the Case Manager, Director of Management Services. and Administrator having the only keys.
Civil Action Resulting From a Grievance
[f a juvenile believes that his/]ter civil rights pace been violated and are still in jeopardy, he/she shall not be
pr~;cented or restrained from filing a lawsuit.
E~~aluation
The Director of Management Services will assess the grievance procedure as part of a progress report
submitted to the Administrator. The report will evaluate the Collowzng:
Volume --do juveniles use the procedures?
Effect --do complaints result in clarification and change in the policies and practices?
The Director of Management Services shall also make recommendations for improving the grievance
procedure in the report to the Administrator.
Kerr Count}' Juvenile Facility
Chapter
Juvenile Rights
Subject
Juvenile Treatment & Safet~~
Policy Number
12.E
POLICY
Resident juveniles shall not be subjected to abuse or neglect as defined in Chapter 261, Texas Fanuly Code.
PROCEDURES
Prohibited Conduct
The following is a list of prohibited conduct:
• am- act ar failure to act performed knowingly, recklessly, or intentionally, including
incitement to act. which may have caused physical injury or death to a juvenile resident;
• anv act of inappropriate or excessive force or corporal punishment regardless of whether die
act results in an injury to a person sen~ed;
• any use of chemical or bodily restraints not in compliance with federal and state laws and
TJPC standard;
• sestual activity among residents:
• any act or use of verbal or other communication including gestures to curse, vilify, or degrade
a person served or threaten a juvenile resident with physical or emotional harm;
• a negligent act or omission by amp individual responsible for providing services in a facility
rendering care or treatment which causded physical or emotional injury or death to a juvenile
and includes an act or omission such as the failure to establish or carry out an appropriate
service based on the needs of the child, the failure to provide adequate nutrition, clothing or
health care and the failure to provide a safe environment for a juvenile served, including the
failure to maintain adequate nurnbers of appropriately trained staff;
• sexual activity, including sexual exploitation as defimed in 161.131 of the Texas Health and
Safetv Code and sexual assault as defined in 22.011 of the Te.~cas Penal Code, involving an
employee, agent or contractor and person ser<~ed. Sexual activity includes but is not limited
to inappropriate sexual contact including kissing, hugging, stroking, or fondling with se.YUal
intent; oral sex or sexual intercourse; request or suggestion or encouragement by staff for
performance of sex with the employee him/herself or with another person served;
• coercive. manipulative. or otherwise exploitative pattern, practice, or scheme of conduct,
which may include sexual contact, that can be reasonably construed as being for the purposes
of sexual arousal or gratification or sewal abuse of any person. The term does not include
obtaining information about a juveniles sexual history within standard practice.
CHAPTER 13
FOOD SERVICE
Kerr Cuunty Juveiule Facility
Chapter
Food Service
Subject
Food Sen~ice Operations
POLICY
Policy Number
13.1
Food sen-ice operations, including budgetuig and pr~rchasing, are supervised by the Director of
Management Services. Menu plans are reviewed and approved at least aruiually by a dietitian with special training
pertaining to allergic reaction: hyperactivin~: and other mental. emotional, and physical reactions of juveniles
susceptible to particular food substances.
PROCEDURES
Food Service Management ,
The facilitS~ shall establish a food service staffing pattern appropriate in size to meet its needs. Staff size
and organization vary widely depending on juvenile population, physical plant, and available equipment.
Food Service Operations Records
The Director of Management Services shall prepare quarterly evaluations of the food service. Preferably
quarterly but at least annually, the dietitian shall review the records and quarterly evaluations of the Director of
Management Services and compare the nutritional values of meals actually served with facility standards and ration
allowances. The dietitian shall also provide a written evaluative report regarding nutritional adequacy, effectiveness
of memo planning, and meal procedures. Regular inspections will be made by appropriate government authorities.
Kerr County Juvenile Facility
Food Service
Chapter
Subject
Menu Planning and Meal Service
Policy Number
13.2
POLICY
All juveniles shall be provided with meals that are nutritionally adequate, properly prepared, and served in pleasant
surroundings. Meals shall meet the dietary requirements of the USDA school breakfast, lunch and dinner dietary allowances.
Food shall never be withheld or reduced as a form of punishment or offered as a reward.
Procedures
Menu Plan
The Director of Management Services is responsible for developing the menu plan. Effective menu planning
recognizes the general and specific needs of the juvenile population concerning age, gender, physical activity, medical status,
etc. Two hot meals and one other meal which need not be hot shall be provided at regular meal times during each 24 hour
period. No more than 14 hours may elapse behveen the evening meal and breakfast unless a snack shall be provided.
Ration Records
Records will be maintained by the Director of Management Services to document information related to the serving
of the recommended dietary requirements.
Special Diets
Therapeutic diets shall never be offered as a reward but shall be provided to juveniles only under the following
conditions:
• When prescribed by appropriate medical or dental staff
• As directed or approved by a registered dietician
• As a complete meal service and not as a supplement to or choice between dietary meals and regular meals
Religious diets are served for special occasions or when specifically approved in writing by the Administrator.
Food Preparation
Food preparation procedures shall be designed to provide juveniles with the best possible meals consistent with the
budget plans and daily ration allowances. Food service staff shall use a standard recipe system for the preparation of meals.
The recipe system should be designed to standardize costs, enhance and preserve food flavors, improve food appearance, and
provide optimum palatability.
Staff Nleals
Facility staff on duty where juveniles are eating need not eat, but if they do, they shall east the same food served to
the juveniles unless they have special dietary requirements. Officers shall supervise children during meals. Juveniles must
be allowed adequate time to eat meals and in no case less than 10 minutes.
Dining Areas
There shall be at least 15 square feet of floor space per person using the dining area. Space shall be provided for
group dining except where security or safety considerations justify otherwise.
Kt;rr County Juvenile Facility Policy Number
13.3
Chapter
Food Service
Subject
Safeh~ and Sanitation for Food Service
POL[CY
The facility shall provide a food sen~ice section that ensures the ]righest possible level of safety and sari ary
pr<~ctices and participates in the federal school lunch program. Federal and state occupational safety and health codes
serve as standard requirements for all food sen~ice.
PROCEDURES
The Director of Management Services are responsible for die following safety and sanitation procedures.
Physical Examinations
All juveniles and staff working in the food service area will be examined by the medical staff to ensure drat
the;v are free from transmissible diseases prior to entn• on the job and at least annually thereafter. Food service
~~ orkers must also be free of open or infected wounds.
Outside Providers
When food service is provided by an outside agency, the facility shall have written verification that the
outside provider(s) comply with state and local food service regulations.
Training Related to Safety and Sanitation
Training for food ser~ice staff shall be conducted by the Director of Management Services on a regular
basis. Records shall be kept on course content and participation. At a minimum, staff shall be trained in die
following:
* safe use of each kitchen appliance
* safe use and storage of hazardous tools
* proper storage techniques for foods
* facility and section fire plans
* proper use of fire e.~ctinguishers
* first aid procedures for scalds, burns, falls, and other injuries
* proper report procedures for accidents and hazardous conditions
Responsibilities of Staff
All food service staff shall be required to do the following:
* be monitored daily by the Director of Management Services for overall health and cleanliness
* h:rve clean hands and fingernails and wash after using toilet facilities
* practice overall good hygiene and wear clean clothutg that is changed daily
* wear a cap or hairnet at till times when in food service areas
* keep the food service section clean
* ~vasln all equipment immediately after use
* keep accurate records of all meals served and of any food substitutions made
* notify the Administrator immediately of am~ health or safety code
~~iolations observed
* refrain from smoking in the food service section
Physical Plant
Food service sections are important elements in a safe and sanitary facility. The Administrator shall ensure
that the follo~ying conditions are met:
* 1]oors, walls, and ceilings are constructed of -riaterials that will provide for safe and sanitary operation
* toilets and ~~ ash basins are located in prosi-niry to all food service areas
~ ovens, grills. and similar equipment are placed in proximity to the sprinkler system and fire
extinguishers
* adequate fire protection devices and avenues for exit are available
* adequate storage, Loading, and garbage disposal areas are available
* shelf goods are maintained at forty-five to eighh degrees Fahrenheit
* refrigerated goods are maintained at dnirty-five to fort}' degree Fahenheit
* frozen goods are maintained at zero degrees F<iluenlneit or below
Equipment Sanitation
Food service equipment shall be designed to comply with all applicable safety codes and enable efficient
and thorough cleaning. TMs is especially important for equipment in direct contact with foods. Work and dining
tables and similar pieces of equipment shall be constructed of metal or stainless steel. Woods or similar water -
absorbent materials shall be avoided. All equipment shall be operated and serviced in accordance with the
manufacturers' health and safety instructions.
Bacterial growth and disease can result from improperly designed, maintained, or operated equipment;
therefore- the food service area shall be equipped with refrigerators, freezers, holding cabinet, and serving tables that
mountain foods at proper temperatures. The food service area shall be equipped with sanitary, rodent-proof
containers for drv products, such as flour and sugar, and covered containers for food stored in refrigerators.
Safety and Sanitation Inspections
Inspections of tine food service area are vital to ensure compliance with appropriate health and safety rules.
Weeklti~ safety and sanitation inspections shall be conducted by the Director of Management Services and
shall include the following:
* appropriate corrective actions of any problem areas
* inspection of all food service and dining areas of the section, including food preparation equipment and
storage areas
* preparation of a written report on the conditions and practices observed during the inspection
Inspections by an outside sources shall be conducted at least annually. At a minimum, these inspections
sluill include fire and sanitation inspections covering all food service areas. Written reports shall be forwarded to the
Administrator for action and shall be retained for three years.
CHAPTER 14
SANITATION AND HYGIE~YE
Kerr County Juvenile Facility Policy Number
14.1
Chapter
Sanitation and Hygiene
Subject
Housekeeping and Inspection of Sanitation Practices
POLICY
The Administrator shall provide a method for the regular monitoring of environmental health programs related to
housekeeping and sanitation practices and water supply. The facility will comply with all applicable federal, state, and local
sanitation and health codes.
Procedures
Weekly Inspection
The Director of Management Services shall be responsible for weekly sanitation, safety, and maintenance
inspections of all facility areas.
Clothing Supply and Issue
All juveniles shall be issued a complete set of clean clothing upon admission. The issue shall be recorded, and
juveniles shall be held responsible for the care of their clothing.
Cleanliness of Clothing
Juveniles shall be provided the opportunity for cleaning clothes at least three times per week.
Bedding and Linen Supply and Issue
Clean bedding and linen shall be issued to each juvenile upon admission. Each juvenile will be responsible for the
return of these materials.
Cleanliness of Linens
Juveniles shall exchange their bed linens weekly for a clean set. Towels shall be exchanged every other day.
Housekeeping Plans
Housekeeping plans shall be prepared as directed by the Supervisors and shall require the following:
• A cleaning schedule for the era
• Specific assignment of sanitary duties for juveniles
Sanitation of Rooms
The juvenile detention officer and Supervisor shall inspect the living areas to ensure that each juvenile maintains
sanitary living area conditions. Each juvenile shall be responsible for the cleanliness of his/her living area, including walls,
windows, floors, sink, toilet, and other property in the area.
Vacated needs must be stripped and new linens issued prior to use by a new occupant.
Personal Cleanliness
Residents shall shower upon admission. A facility schedule shall provide for a daily shower for each resident.
Juveniles shall be given appropriate instruction on hygiene and shall be required to comply with rules of personal cleanliness.
KCIT County Juvenile Facility
Cl~aptcr
Sanitation And Hygiene
Subject
Waste Disposal and Pest Control
POLICY
Policy Number
1.1.2
Waste disposal and pest control progr<uns that conform to appropriate jurisdictional requirements shill
provide for the following:
* licensed and trained pest control professionals to provide vermin and pest control ser<zces
* liquid and solid waste collection, storage. and disposal in a manner that protects the health and safety of
juveniles, staff and visitors
PROCEDURES
Waste Disposal
The Director of Management Services shall ensure that waste disposal is provided by either a private
contractor or, if available, the local sanitary department. Sewage treatment is managed by the local authority in
accordance with the requirements of the State Water Pollution Control Agency and the Environmental Protection
Agency. Sanitan~ methods for handling and disposing of refuse shall be in compliance with the requirements of all
local and federal agencies. Trash shall be collected and removed as often as is necessary to avoid creating a menace
to health and to maintain sanitary conditions.
Pest Control
The vermin and pest control program is managed by the Director of Management Services. Regular
pre~~entice programs shall be conducted in addition to weekly inspections
Control programs and inspections shall be conducted monthly in the remainder of the facility,
Inspection Reports
Inspections of the pest control and waste disposal programs shall be conducted weekly by the Director, who
sh;ill submit a report to the Administrator.
CHAPTER 15
MEDICAL AND HEALTH CARE SERVICES
KCrr County Juvenile Facility Policy Number
1~.1
Chapter
Medical and Heath Care Services
Subject
Medical Program Administration
POLICY
Provisions shall be made for short-term medical, dental, and meni<~tl health care services under the control
of a health authority. When tlus authority is not a physician, Final health care judgment will rest with a physician,
dentist, or qualified mental health professional licensed by the state. Each specific policy, procedure, and service in
the health care system shall be reviewed annually and updated as needed.
PROCEDURES
A he<~lth history on each juvenile shall be taken by the juvenile detention officer immediately after arrival
at the facility. A health screening form shall be completed.
Arrangements shall be made with health care specialists in advance of need. The Administrator shall have
an agreement with physicians, hospitals. and/or health care clinics that twenty-four hour, seven-day per week
medical coverage will be provided.
All staff members shall be familiar with the procedures to be followed in medical emergencies. These
procedures shall be included in the orientation for new employees.
". Health care staff shall be familiar with the procedures for all aspects of health care services provided at the
facilit} including obtaining, providing, and recording necessary sen•ices(e.g., dental, medical, immunizations).
The specific duties of qualified health care staff are governed by written job descriptions approved by the
responsible physician and the Administrator. Copies of appropriate state and federal licensure verifying current
credentials vti ill be filed in the individual staff members' personnel folders. Medical, dental, and psychiatric
procedures involving medical judgment will be performed by a licensed physician or dentist or within applicable
lags and regulations, under his/her direction.
The health care staff will comply with current laws, rules, and regulations regarding the immtutization of
jug miles and the acquisition. storage, and administration of tedications.
Health care staff shall consult wZth any physician who was actively treating a juvenile prior to admission to
rep-iew and approve ongoing medications.
Any treatment that is administered by the health care personnel other than a physician, dentist,
psychologist. optometrist, podiatrist, or other independent provider must be understanding of direct orders or
protocols from authorized personnel. Nurse practitioners and physicians' assistants may practice within the limits of
local laws and regulations.
Kerr County Juvenile Facility
Chapter
Medical and Health Care Services
Subject
Medical Records
POLICY
Polic}~ Number
15.2
A complete medical record shall be kept for each juvenile to accurately document all health care services
provided throughout the period of placement. These records shall be retained after a juveniles release for a period of
time sufficient to allo~c treatment continuing.
PROCEDURES
Collection and Recording of Health Data
Only qualified facilih- medical staff shall collect and record health history, vital signs, and other health
appraisal data on medical record forms. All medical record forms shall be uniform and approved by the local health
a u tiiorit~ .
A record of each visit to a physician or dentist after admission will be kept with a recommendation for
treatment. A record will be kept of all medications that includes dosage, times given, and the name of the staff
member adnutustering the medication.
Revietiv of Records
Records of medical examinations, tests. and identification of problems shall be performed only by a
phi sician.
Storage of Records
Tlie medical staff shalt maintain a system of identification and filing to ensure rapid access to each
juvenile's medical record.
Co-rfidentialitp of d~Iedical Information
The active health record shall be maintained separately from the resident file. Medical records shall be
confidential. secure, and safeguarded against loss, defacement. tampering, or use by unauthorized persons.
kerr Coimn~ Juvenile Facilil~~ Policy Ntunber
1~.3
Chapter
Medical and Health Care Services
Subject
Hospital Facilities and Equipment
POLICY
All juveniles are provided health care services appropriate to their medical needs. The facility has
arrangements with community hospitals to provide services not available in the facility's medical section. Facility
health care sp<1ce, equipment, and supplies shall be adequate to meet the needs of the juveniles.
PROCEDURES
A training program is established by the facility's health authority in cooperation with the Administrator
and odicr staff are trained to respond to health-related situations within four minutes. Health training covers the
following areas:
* recognition of signs and symptoms and knowledge of action required in emergency situations
* administration of first aid and cardiopulmonary resuscitation (CPR)
* methods of obtaining assistance
* signs and s}~mptoms of mental illness_ ret~irdation, and chemical use/dependency
Ea:amination Room
The facility maintains an adequately equipped examination room that ensures the privacy and dignity of the
patient during treatment.
Hospital Transfers
All transfers to the local hospital shall be made only with authorization of the medical staff, the physician,
or the Administrator.
Lse of Restraints
Medical staff shall use restraints only as a last resort for juveniles who present a serious danger to
themselves or others (e.g., assaultive behavior toward medical staff or other juveniles; suicidal behavior, attempts to
remove tubes or dressings necessary for their care: administration of self-inflicted wounds). Under no circwnstances
shall restraints be used as a disciplinary measure or as a convenience for the medical staff.
Location and Content of First Aid Kits
The nurse shall make periodic inspections of the contents and locations of first aid kits. First aid kits shall be placed
in each housing section and the control room.
~.
Dispensation of Medications
The person administering medications sh<~tll have training from the responsible physician and the official
responsible for the facility. He/she is accountable for adnnistering medications according to orders and records.
Kerr County Juvenile Facility
Chapter
Medical and Health Care Services
Subject
Physical Examinations
Policy Number
1~.4
POLICY
Each juvenile is provided medical care from the time of admission throughout the period of placement. This
continuous care includes medical screening for clinical history at admission, a complete physical examination for all
juveniles (except infra-system transfers following admission, and additional physical examinations on a regular basis.
PROCEDURES
New Admissions
Physical examinations shall be completed within twenty-four hours of arrival at facility for all new juveniles.
Intake Screening
The juvenile detention officer shall perform a health screening inquiry at the time of admission. The referring
agency shall provide a complete medical and dental evaluation of each resident. The evaluation shall be kept in the resident's
permanent file. The results of the evaluation shall be communicated to staff responsible for daily supervision of the
residents.
~Yfedical Screening
Each juvenile shall be screened by a member of the medical staff. Findings of the screening shall be recorded on a
form approved by the medical staff. Program staff shall be informed of special medical or physical problems that might
require attention.
Delousing
Each newly admitted juvenile shall be examined for lice during the receiving screening. All juveniles take a
delousing shower upon admission.
Itcrr Counri• Juvenile Facilit,• Policy Number
1 ~.5
Chapter
Medical :uld Health Care Services
Subject
Mental Health Care Progrun
POLICY
All juveniles are provided access to a comprehensive mental health program designed to provide
cxamination_ diagnosis, and treatment. Ps}cluaL~ic and psychological diagnosis and treatment of juveniles should be
~vailable as needed.
PROCEDURES
Screening Services '
Screening. care, and/or referral for care of juveniles in need of mental health or mental retardation services
~~ill be provided. The specific referral sources shall be designated in advance by the facility physician.
iYtental Health Transfers
Anv juvenile whose condition is beyond the range of services available in the facility shall be transferred to
a <_pecialized facilit<~ that may more effectively meet his/her needs.
Mental Health Services
Mental health services shall be provided by qualified mental health professionals who possess
educational and/or licensure or certification criteria as specified by their professional disciplines.
Mental Health Emergencies
Evahiations shall be performed as approved by the medical staff or the Administrator when a juvenile
exhibits behavior that may be suicidal, homicidal, or otherwise extremely inappropriate.
Kerr County Juvenile Facilin•
Chapter
Medical and Health Care Sen•ices
Subject
Sick Call
Policy Number
1~.6
POLICY
Juveniles' request for medical care are monitored and responded to daily by qualified medical staff.
Jlr~•eniles are referred to a physician when required.
PROCEDURES
Faicility Staff Assistance
A juvenile detention officer shall assist the medical staff with control and scheduling of sick call.
5i~~k Call
Non-emergency medical service conducted b} a ph} sician or other qualified medical staff is available to
each jug enile at least three times per week. Juveniles sl~all be permitted to register a health care complaint and make
a request for medical care at any time. All policies concerning this system shall be communicated to the juvenile
upon arrival and are in language easily understood by the juvenile.
Complaints
Anv sick call that is conducted by health care personnel shall follow grievance procedures found in
Resident Handbook if a complaint occurs due to medical treaanent received or not received.
Sick Call Log
Daily sick call records listing all juveniles attending sick call, their complaints, and the disposition of their
cases shall be maintained b}' the medical staff conducting the daily sick call.
Emergency Sick Call
Daily twenty-four-hour coverage is available at the facility. Any staff member who believes a juvenile is in
need of emergency care shall contact a medical staff member. who will evaluate the complaint and examine the
juti•enile.
Restricted .Iuveniles
Sick call for juveniles restricted or isolated for disciplinary reasons shall be conducted daily following
pr~~cedures set up by the medical staff. Staff members conducting the restricted sick call shall record and indicate
dispositions for all complaints.
Review
Sick call reviews shall be conducted by a physician on a regular basis and shall include the following procedures:
• Examination of the log book for sick call
• Review of referrals made by the medical staff
• Discussion with the medical staff member who conducted the sick call
Officer Training
Juvenile Officer training to respond to health related situations shall include the following:
• Recognition of signs, symptoms and actions required in potential emergency situations
• Certification in First Aid and CPR
• Methods of obtaining assistance including posted telephone numbers of medically trained
professionals
• Recognition of symptoms of mental illness, mental retardation and chemical dependency
• Procedures for transfer to appropriate medical or health providers
• Control of pharmaceutical supplies including security of drugs and prescriptions, manner and time of
administration and documentation of each administration
• HIV/AIDS and communicable diseases.
Policy Number
i Derr Cotmty Juvenile Facilin~
15.7
Chapter
Medical and Health Care Program
S ub_i ect
Special Health Care Programs
POLICY
A written individual medical treaUnen[ plan that includes directions for medical and non-medical personnel
in the care and supervision of patients shall be developed by the appropriate physician, dentist, or other qualified
health care practitioner. The plan shall include a statement of short-term and long-term medical goals. specific
sources of therap}, and provisions for referral to supportive or rehabilitative sen~ces when necessary.
PROCEDURES
Plan Development
The medical staff or attending physician shall develop a written treatment plan for each juvenile who
requires a special health care program. Identification of these patients shall be trade through staff referral, sick call,
pli`sical examination. or self-referral.
Convalescent Care
Medical staff determine the proper medical placement for patients requiring close observation during
postoperative recovery or recovery from other illness or inquiry.
Female Health
Facilities housing females shall provide obstetrical and gynecological services and family planning
education as needed.
Health Education
Programs should be provided through the medical staff, teachers. and juvenile detention officers to all
juveniles on the importance of preventive medicine in developing sound personal health care. These educational
progrants shall include initial admission/orientation sessions and regular distribution of instructional health materials
through internal publications.
Disabled Juveniles
All disabled and infirm juveniles shall be housed in facilities appropriate to their needs. Every effort shall
be made to allow disabled juveniles to participate in regular programming. Any Juvenile who is unable to participate
in regular programming shall be evaluated for transfer to a more approprilte facility.
Iterr Court Juvenile Facilit}~
Chapter
Medical and Health Care Services
Subject
HIS" and [nfectious Diseases
Policy 1`(umber
15.8
Pol.lc~~
It is the polic}~ of this facility to address the management of serious and infectious diseases, including
sprcific actions to be taken by employees concerning juveniles who have been diagnosed HIV posiuye.
PROCEDURES
General Plan
There shall be a general program established in cooperation with the local health authority to deal with
infectious diseases in the facilin~. The progrun shall address:
* ongoing education for staff and juveniles
* control. treatment. and prevention strategies that may include screening and/or testing
* special supervision and/or special housing
'k protection of individual confidentiality
The facility shall develop a list of specific actions to be taken in the incidence of a juvenile's
diagnosis ofHIV-positive. These guidelines shall cover, at a minimum:
* ~yhen and where juveniles will be tested
appropriate safeguards for juveniles and staff
when and under what conditions juveniles shall be separated from the general population
confidentialit<~ issues
Kerr Counir• Juvenile Facilit,• Policy Number
15.9
Chapter
Medical and Health Care Services
5llb~CCI
Prohibition of Medical Experimentation
POL[C~'
This police prohibits the use of juveniles for medical, pharmaceutical, or cosmetic experiments by either
lnf:dical staff or outside researchers. This does not preclude individual treatment of a juvenile based on his/her need
for a specific medical procedure that is not generall} a~•ailable.
PROCEDURES
Anv staff member who receives a request for or observes an action that involves or appears to involve
medical or drug experimentation using juvenile subjects shall report such•contact and/or observations to his/her
Supervisor in ~iriting. Copies of the report shall be sent to the medical staff and the Administrator.
The medical staff shall permit statistical and uunagement research involving the study of patient use
patterns and management. PS<•chological and social research may be conducted only as allo~•ed by the regulations
goy crning social science research and with the appro~~al of the medical staff, the presiding juvenile court judge, and
an attorne}~.
Stimulants. tranquilizers, and psychotropic drugs are not to be used under any circumstances for program
m<uiagement, experimentation, or research purposes.
This policy shall not preclude the individual administration of treatinents that may not be generally
available.
C
Kcrr County' Juvenile Faciliq~
Chapter
Viedical and Health Care Services
Subject
Informed Consent
POLICY
Policy Number
1.10
All informed consent stZrtdards in the jurisdiction are observed and documented for medical care. The
informed consent of parent guardian, or legal custodi~in applies when required by law. When health care is rendered
against the juvenile's will, it must be in accord with state and federal laws and regulations. Any juvenile desiring
medical treatment is accorded the s<~une right to bodit~ integrit~~ available from a community medical facilitti~.
PROCEDURES
Ea:planation of Risk
Prior to initiating a medical procedure, the physician or dentist shall explain the procedure and its
alternati~ es and risks to juvenile and/or parent/guardian.
Written Consent
The juvenile and/or parent/guardian shall sigai a written consent form authorizing the specific treatment.
Tl~e consent form will be included in the juvenile's medical record.
Refusal of Treatment
If a juvenile and/or parent/guardian choose to refuse treatment recommended as necessary by the medical
staff. a form stating refusal to submit to treatment shall be signed. A medical staff member shall v~itness the form;
and the form will be filed in the juvenile's medical record.
Kerr Cottnty Juvenile Facilin~
Chapter
Vledicai and Health Sen~ices
Su>?ject
~lotitication of Illness or Death
POLICY
Policy Number
1.11
Prop isions shall be made for the prompt notification of a juvenile's parents or guardians and the responsible
agonc~~ incase of serious illness. surgen~, injun~. or death.
PROCEDURES
Communications
The following chain of communication shall be initiated in the event of a juvenile's death: the medical staff
shall notifr~ the Administrator immediateh~; the Administrator shall promptly notify the Coroner, probation
dcparunent, and juvenile's parents by telephone.
Following proper e~Zmination by a ph}~sician and consent of the Coroner, the body shall be released to a
funertl home. The funeral home representative shall dxument receipt of the body.
[f the death is by suicide, homicide. accident, or other suspicious circumstances, the body may not be
removed without the permission of the Coroner and the District Attorney. In such cases, apost-mortem examination
shall be requested and an autopsy report sent to the Administrator.
Documentation of Incident
Records and reports required for all deaths occurring within the facility or on facility property shall meet
the following requirements:
* all staff who possess information about circumstances surrounding the death shall complete areport- of-
incident form
* all incident reports shall be dated and signed by the documenter and completed as soon as possible
following the incident or discovery of the body
* reports shall include names of other persons on the scene, observations, and the timing of events
* iC emergency lifesaving measures are attempted. a designated member of the medical staff on the scene
shall take notes of the procedures used. Containers of any medications used to revive the juvenile, as
well as specific pieces of equipment used for such lifesaving measures, must be saved.
Notification of Next of Kin
The juvenile's next of kin shall be notified as soon as possible after the physician determines that the patient
is ~:ither deceased or is in imminent danger of death due to serious illness or injury.
Persons previously designated b}~ the juvenile shall be informed. Notification shall be by a person specially
trained in crisis intervention and counseling, usually the Administrator or a member of the medical staff.
The notifier should not include conclusions or opinions based other than on proven fact provided by the attending
physician and/or investigating officials.
Telephone notification shall be followed b} a telegnun delivered to the next of kin witlun twenty-four
Hours from time of death or placement on a critical list. In death notifications, the telegram wording shall request
permission for autopsy and instructions for the disposition of the body.
The Administrative office shall foRVard a letter to nc~t of kin ~~ithin one creek of the juvenile's death or placement
on the critically ill list that informs the relative(s) of the nature of the crisis and expresses appropriate concern for
the situ;ition. The letter should discuss disposition of personal assets and/or propem, if appropriate, as well as
facility policy concerning medical bills vId funeral expenses.
Child abuse Notification
~m person who has reasonable cause to susFect that a juvenile's injuries or death resulted from child abuse
or neglect shall immediately inform the Administrator. The Administrator will have the juvenile examined by the
(;~cilit~ physician aid notifi~ the juvenile's parents or ;uardians and probation department. The Administrator must
be carelul to adhere to local and state laws regarding r•~porting of and actions taken in cases of suspected child
ab lse.
Ken- County Juvenile Facility
Chapter
Medical and Health Care Services
Subject
Use of Pharmaceutical Products
POL[CY
Policy Number
15.1?
State and federal regulations relating to the dispensation, distribution, and administration of medications
shall be followed. Medications shall be distributed or administered only by qualified members of the medical staff
and in accordance with the ph}-sician's orders.
PROCEDURES
PEiarmacy Management
The medical staff shall require that all pharnLjcy procedures adhere to applicable state and federal laws and
regulations.
Pa-escription Practices
All pharmaceuticals shall be prescribed in accordance with the Central Drug Formulary, which governs
approved prescription and nonprescription medications.
Medication Distribution or Administration
The administration of all medications shall be recorded on a form approved by the medical staff that
becomes part of the juvenile's medical record. Each dose shall be documented with the date and time of
adnunisuation and the signature or initials of the staff member administering it.
Should a juvenile refuse a prescribed medication, he/she shall be required to sign a refusal form approved
by the medical staff. If the juvenile refuses to sign the form, the form shall be witnessed by a staff member other
than the one responsible for administering the medication. Following no more than three refusals of medication, the
juvenile shall be examined by a qualified health care provider. Immediate attention is required in refusals of life-
safety medications.
Am medication prepared for administration later in the day or by another staff member is to be placed in a
co;atainer labeled with at least the following identifying information:
* the juvenile's n<~une, number, and location
* the time and date the medication is to administered
* all special instructions
* the name of the person who prepared the medication
Security and Storage of Controlled Substances
Controlled substances except for narcotics, methadone, and insulin shall be stored by the medical staff in
locked containers [hat are securely fastened to a major structural support (e.g., a steel beam or concrete floor). All
na:rcotics_ methadone, and insulin shall be stored in a safe located in an area that is inaccessible to juveniles aitd
unauthorized staff. Access shall be limited to pharmac}• and medical staff members with authorization by the
Administrator.
CHAPTER 16
INTAKE AND ADMISSION
Kerr County Juvenile Facility
Chapter
Intake and Admission
Subject
Intake
Policy Number
16.1
POLICY
A juvenile must be court ordered to placement and a completed common application form, psychological
evaluation and valid court order shall be received prior to the juvenile's admission.
PROCEDURES
Investigation and Determination
After a juvenile or a juvenile's case has been referred to the facility, the supervisor shall review the
authorizing document for information on the juvenile such as name, age, and charge.
Offense reports and placement orders should be reviewed for information and instructions. If the
supervisor has any questions about the authorization document, he/she should have them answered before allowing
the transporting officer to leave.
Prior to any further steps, the juvenile shall be informed of all steps in the intake process. The juvenile
detention officer should take time to explain anything the juvenile does not understand. The juvenile should be
screened for intoxication, and acute illness. If there is ny doubt about the physical or mental condition of the
juvenile, the medical staff shall screen him/her prior to acceptance. If no one from the medical staff is available and
the officer believes the juvenile needs medical attention, he/she shall refuse to admit the juvenile until the
transporting officer presents proper documentation.
A medical examination shall be completed within thirty days of the juvenile's admission by the referring
county. Irnmunizations shall be up to date and documented. A current TB test should be included. A medical
consent form shall be provided by sending county. The juvenile's school records must be fottivarded to KCJF school
personnel.
Rc~ceipt for Juvenile
A receipt for the juvenile is prepared in triplicate and signed by the transport officer and the intake officer.
Abuse or Neglect
1 f ,abuse or neglect is apparent or suspected during the intake process, the Administrator should be
told inunediately and appropriate actions should be initiated. If medical treatment appears to be necessar}•, it will be
snanged promptl}•.
Guidelines for Identifying an Abused Jr~renile
A juvenile is to be considered pln•sically abused when he/she indicates that his/her parent or guardian
inflicted or allowed to be inflicted any of the following symptoms:
* marks or welts
* cuts, punctures. or scratches
* broken bones or skull fractures
* burns
* hiunan bites
* internal injuries
* suspicious scars
* evidence of sexual assault
Guidelines for Identifying Neglected Juveniles
Neglect may be recognized by. but not limited to, the following signs:
* malnutrition or dehydration
* exposure
* untreated ongoing medical problems (e.g., infected skin lesions, untreated dental problems)
* failure to thrive
* deformity
* emotional disturbance
* social retardation
* death
As mandated by law, anyone who knows or suspects that an incident of alleged child abuse or neglect has
occurred must immediately report taus to the local Chi d Welfare Department.
The following inforrri<ztion should be given, if possible:
* rt~ame and address of the juvenile and his,~ter parents or guardians
* age of juvenile
* nttture and extent of the injury or maltreatment
* n~1me of the alleged perpetrator
* any other relevant information
Kerr County Juvenile Facility
Chapter
Intake and Admission
Subject
Admissions Procedures
Policy Number
16.2
POL[CY
The adnussion and orientation process shall t~ conducted immediately following a juvenile's arrival at die
facility.
PROCEDURES
-admissions Form
For each juvenile admitted to the facility, an admissions form shall be completed.
Classification
Each juvenile will be classified according to his/her age, sex, delinquent orientation, level of risk and
program needs. Special consideration shall be made forjuyeniles that are mentally or emotionally disturbed,
retarded. handicapped, abused, or have other unusual conditions.
Orientation Process
The adnutting officer shall treat the juvenile in a pleasant and courteous way, explaining each step of the
admission procedure clearly before beginning. Both the juvenile and his/her property shall be searched upon
adnuttance to die faciliri~.
Showering Process
The juvenile shall be escorted to the showering area by an Admissions staff member of the same gender.
The juvenile should also receive and sign for a copy of the juvenile handbook. All of these articles sf~all be
recorded in the juvenile's admission file.
Adjustment Period
Once the juvenile leas been assigned to a roorn and the assignment has been noted on the daily population
movement sheet. the Supervisor shall review the juvenile handbook with the juvenile and answer any questions
he.~she might have about the program.
Program Integration
Once the orientation process has been completed, die Supervisor shall take the juvenile to the living section
and introduce him/her to die other juveniles.
Ikerr Cotmty Juvenile Facilit}•
Chapter
Intake and Admission
Subject
Personal Property
POL[CY
Policy Number
16.3
To further program goal achievement and preserve a degree of personal identity consistent with facility
safety and securitt~ requirements. juveniles shall be allowed to retain a reasonable amount of personal property.
PROCEDURES
Authorized Personal Property
Juveniles ma}~ retain the following items of personal property:
* legal documents
* family pictures (not to exceed two)
* prescription evewear
* dentures
Juveniles shall be prohibited from keeping items worth $25 unless specific approval is received in writing
from the Achninistrator.
:storage of Personal Property
The supervisor shall collect items such as warches, rings, wallets, and other articles from the juvenile at
admission. All items shall be checked for contraband. Money will be placed in the strong box by the Supervisor and
noted on the personal propem~ form.
Purses and suitcases will be tagged and listed on the juvenile's personal property sheet, including
description and brand name. Storage location, such as the safe or storage room will be listed on the form. The form
will be placed in the juvenile's file and a copy will be liven to the juvenile. The Supervisor must store all property
prior to the end of the shift.
Special Storage Items
Hazardous items, such as guns, bullets, large knives, and fireworks, must be stored separately and securely
until they can be properly disposed.
CHAPTER 17
JUVENILE SERVICES
Kerr County Juvenile facility
Chapter
Juvenile Services
Subject
Social Service Program
POLICY
Policy Number
17.1
It is the policy of the facility to provide for a social service program that makes available a wide range of resources
to address the following needs of the juvenile population: individual, group, and family counseling; drug and alcohol
treatment; and special offender treatment.
PROCEDURES
Program Content
The Administrator shall annually determine and reevaluate the collective social service needs of the juvenile
population.
Counseling
Counseling is provided by facility Therapists on an as needed basis. ~rVhen appropriate, the facility management
shall make community resources available to juveniles and their families.
Counseling shall be provided for pregnant juveniles in accordance with decisions they have made regarding their
unborn children.
Other Services
In addition to available counseling, the following services shall also be available according to the needs of the
juveniles:
• mental health services
• crisis intervention
• referrals for treatment of drug and alcohol addiction
• special offender treatment
Case Management
The facility shall provide case management services to each juvenile from admission to release. Case Manager and
therapists shall cooperate with juvenile detention officers and share all relevant information.
Individual Treatment
The administrative office shall assure that appropriate services shall be available to meet each juvenile's needs as
documented in his or her Individual Treatment Plan. The plan shall include involvement with the juvenile's family in such
areas as conflict resolution and family preservation. Therapists shall complete the resident's Individual Treatment Plan
within one week of admission. Staff members and residents sign the plan and copies shall be provided to family and
probation officers upon request. The residents progress shall be reviewed and documented at lest weekly. The Individual
Treatment Plan shall be reviewed and updated at least every 28 days.
Aftercare
Prior to release from the facility, an Aftercare plan is devised by the Aftercare Therapists and the resident
with input from probation and family.
Kerr County Juvenile Facility
Chapter
Juvenile Services
Subject
Juvenile Educational Program
Policy Numbec
17.2
POLICY
To achieve as high a learning potential as is possible and to provide continuity in learning, the facility shall
provide individualized education for each juvenile. To accomplish this major goal, the facility shall maintain a
minimum teacher-student ratio of one teacher for every ten students and not less than four hours on every day that
school is normally in session. Compulsory education laws will apply to all juveniles.
PROCEDURES
General Goals
The following general goals will be achieved to some extent by all juveniles. They will, however, vary
according to the individual juvenile's ability and length of stay and be based on diagnostic testing and individualized
prescription in the basic subjects:
• each juvenile will demonstrate proficiency in development and life skills based on his/her level of
academic competency in the various subject areas '
• each juvenile will function in a positive environment that builds on his/her strengths while recognizing
and improving weaknesses
Facility Education Plan
The person designated as the education coordinator shall develop a facility education plan that includes the
following elements:
• assessment materials and procedures to determine the need for remedial or special education services
• outlines of the coursework and individualized education programs provided to meet juvenile's specific
needs
• schedules of curriculum activities
• lists of material and specialized equipment that meet minimum Education Department standards
• and education staff profile depicting all academic instructors and their appropriate certifications
The education program will be evaluated on an annual basis by the facility's education staff and will
include review of equipment, curriculum, assessment and testing materials, health and safety procedures,
certification of general staff, and implementation of the facility education plan.
Kerr County Juvenile Facilit>~
Chapter
Juvenile Services
Subject
Recreation
Policy Number
17.3
POLICY
The facilit< provides recreation and exercise programs to juveniles as soon as the}~ are admitted to the
facilih .
PROCEDURES
Activities will be available to all juveniles. with restrictions due only to program capacit~~ or behavior
problems. At no time will physical recreation be used as punislunent. The facilit<~ will provide for a minimum of one
hour of Large muscle exercise and one hour of planned free time on school days, with an additional hour of energetic
physical exercise on weekends and holidays. .
Staff should develop programs so that juveniles benefit from their placement experience. Programs should
pro`~de acceptable leisure time activities to alleviate idleness and boredom, provide positive reinforcement, and
develop the concepts of cooperation and sponsrnanship.
Games and Sports Activities
All program activities should be consistent with the needs and preferences of the juveniles, not the staff.
Not all juveniles enjoy organized sports such as basketball, volleyball, and softball. Noncompetitive activities should
supplement organized sports so that all juveniles can feel at least moderately successful. Certain activities, such as
tumbling. wrestling. and weightlifting, should be conducted only if a skilled person is assigned to supervise the
~:ctivity.
Juvenile Participation In Recreation
All juveniles will be scheduled for activities. Juvenile detention officers should actively encourage
juveniles to participate, but failure to do so should not be punished.
Dayroom
Officers will facilitate the constructive use of juveniles' time in davroom. A wide variety of table games
vld activities shall be available.
Arts and Crafts
Quiet time leisure activities should include arts and crafts.
Volunteers
The facility will recruit and coordinate community volunteers to be involved in special recreation programs
and cvcnts.
Roles of Volunteers, and Juvenile Detention Officers
The recreation staff is primarily responsible for planning. organirsng, and supervising juveniles duruig
re<reation. The}~ will not p~u-ticipate in recreational activities with residents so as not to impair the supervision of
thc; juveniles.
Kerr Cotmiti' Jug mile Facility
Chapter
Juvenile Services
Subject
LibraR
POL[CY
Polic}~ Number
17.4
To reduce idleness and allow juveniles to pursue personal interests that may help them after release,
re<~ding materials and other related services shall be pro~•ided through an in-house library.
PROCEDURES
Function
The library provides all juveniles access to a collection of general and specialized reading materials that
meet educational and recreational needs and requests. I'he library program is coordinated and supervised by a
qualified person authorized by the Administrator, and regular services are provided to each unit in the facilin•.
Selection of Books
At rewlar intervals, a survey of the juveniles shall be conducted to determine their needs and the quality of
the; sele:,tion of books, materials, and programs offered by the facility library.
Materials shall be selected to serve the interests and needs of the juveniles and shall be consistent ~•ith the
jug miles' Varying abilities. The material selected should be recent and based on cultural, inspirational, and
recreational Values. Materials of a controversial nature shall be reviewed by the Administrator.
1C~r1' Cotmty Juvenile Facility
Chapter
Juvcnile Services
Subject
Rcligious Progranuning
Policy Number
17.5
P<~Llc~-
Since the administration recognizes the right of each juvenile to practice the religion of his/her choice,
evcr< reasonable effort shall be made to facilitate the free practice of religion, limited only to legitimate security and
op:rational considerations.
PROCEDURES
i'~eeds Assessment
To provide a proper balance of religious ser,~ices, a system shall,be developed by the Case Manager to
de~ennine the religious composition of the juvenile population. Staff responsible for religious programs shall make
adjustments to reflect the changing population.
Special Religious Needs
Juveniles shall have access to religious publications of their respective faiths. All religious materials,
however. are subject to re~~iew before entering the facility. Arrangements may be made for a juvenile to obtain
personal copies of certain approved religious books and periodicals.
The facilit< recognizes that certain religious faiths impose dietary restrictions on their members (e.g.,
abstaining from the use of pork or pork products) and these restrictions shall be honored by Food Service when
possible.
When appropriate, liturgical apparel such as skull caps, head shields, and prayer shawls may be worn
durinb religious activities. When not in use, this apparel shall be stored in the property area
Religious Services
The proper space and atmosphere for religious services shall be provided. Attendance shall be voluntary,
an~i all juveniles shall be advised of their right to attend worship services. Religious programs shall be coordinated
with the facility's schedule, and communion services and sacramental rituals shall be conducted on a regular basis.
Specific Denominational, Church, or Sectarian Activities
Participation in worship service or religious activities presented by a particular church, denomination,
religious group, or sect usually shall be restricted to ju~~eniles of that particular religious preference or affiliation.
Exceptions tray be approved by the Administrator.
The facilitti~ shall anticipate and arrange for the celebration of rituals necessary to meet the minimal
requirements of a given religious faith. Work assignments and schedules shall be arranged to accommodate the
bciiefs and practices of juveniles whose religion require abstaining from work on holy days.
CIiAPTER 18
COMMUNICATION: MAIL, TELEPHONE, AND VISITING
K
7
Kerr County Juvenile Facility Policy Number
18.1
Chapter
Communication: Mail, Telephone, and Visiting
Subject
Juvenile Correspondence
POLICY
The facility recognizes each juvenile's need for and right to maintain contact with persons outside
the facility and, more importantly, asserts that he/she may do so with a reasonable degree of privacy.
PROCEDURES
Written policy and procedure governing juvenile correspondence is made available to all staff and
juveniles and is reviewed annually and updated as needed. The amount of mail a juvenile may send or
receive is unlimited except when the facility provides postage. Excluding legal correspondence, the facility
shall provide postage for a minimum of two letters each week for each juvenile.
A resident's rights to privacy may not be limited except when:
• the staff have cause to suspect that certain correspondence is part of an attempt to formulate,
devise, or otherwise effectuate a plan to escape from the~facility or to violate the law.
• Communication with certain individuals is specifically forbidden by the resident's court-
ordered rules of probation, parole rules or by the facilities rules of separation
• The resident's parents or guardian have furnished the staff a specific list of individuals who
they feel should not communicate with the resident. Such incoming correspondence shall be
returned to sender.
Legal correspondence is never opened. Juveniles are permitted to send sealed letters to specified
persons and organizations, including but not limited to the following:
• Courts
• counsel
• officials of the placing authority
• administrators of grievance systems
Packages are subject to inspection at the discretion of facility staff. The juvenile should be
notified of any items withheld. The action should be recorded on the juvenile's property inventory sheet.
Incoming and outgoing letters may be held by the facility for no longer than 48 hours, excluding
weekends and holidays.
A released or transferred juvenile shall be permitted to take all personal mail. Additional mail
received should be forwarded, unopened, to the sender or post office.
Restricted Magazines, Newspapers, and Periodicals
The facility Administrator shall retain any material that meets any of the following criteria:
• contains instructions for the manufacturing of explosives, drugs, or other unlawful substances
• advocates violence within the facility
• advocates racial, religious, or national hatred
• encourages criminal sexual behavior or behavior against facility rules
Kerr County Juvenile Facility Policy Number
18.2
Chapter
Communication: Mail, Telephone, and Visiting
Subject
Access to Telephone
POLICY
To maintain ties Frith the community and contact tivitlt attorneys, each juvenile shall have equal and
ad~:quate access to a telephone.
PROCEDURES
Outgoing Calls
Immediately on admission to the facility, a juvenile may make a local or collect telephone call to his/her
parents_ legal guwdians, foster parents. or custodians at tunes designated by the facility.
If a juvenile needs assistance in placing a call, the supervising juvenile detention officer will place the call
an~~ remain present at a distance that allows privacy. The duration and frequency of outgoing calls shall be limited to
allow equal opportunity and access to all juveniles. Juveniles are allowed two phone calls per week, on level ~. As
thc:r~ progress through the levels, more phone calls are ,illowed.
Incoming Calls
Juveniles may receive calls from court workers. social workers, police officers, and lawyers when they do
not interfere with legitimate programming. The staff member answering the telephone shall take appropriate
meastUCS to verif}~ the identity of the caller.
Attorney Calls
A juvenile may phone his/her attorney at an}~ time that does not interfere with the juvenile's scheduled
activities. If the attorney agrees to accept the charges. the juvenile may phone as often as he/she wishes. The number
of calls will be limited on weekends and holidays.
Lagging Juvenile Telephone Calls
Juvenile telephone calls are scheduled and supervised, a telephone log, and the following information shall
be recorded:
*date and time the call was received or made
*name of the juvenile receiving or making the call
*name and telephone number of the other person if the juvenile made the call
*time the call was completed
Ken County Juvenile Facility Policy Number
18.3
Clta pter
Communication: Mail, Telephone and Visiting
Subject
Juvenile Visiting
o POLICY
Tlie facility administration encourages juveniles to maintain ties with their families and friends through
regullr visits that are limited only by staff demands and the availability of visiting facilities. Generous visiting hours
are: encouraged for all juveniles.
PROCEDURES
-luthorized Visitors
Volunteers. attorneys, clergy, government officials. legislators, and media representatives ma}~ be approved
for visitation b}' the Admuustrator on a case-by-case basis and will not count against the juvenile's normal visiting
schedule. A special area shall be set aside for official inten~ews.
`/isitor Sign-In
Ever<• visitor shall sign in on arrival at the facility. Handbags, briefcases, and packages are to be left at the
reception desk. Pockets should be empty.
Identification
All visitors aged eighteen or over will be required to produce positive identification before entry to the
visiting area. Exceptions may be granted only by the Administrators. Visitors under the age of eighteen must be
accompanied by a parent or guardian.
Publication and Distribution of Visitation Rules
The facility shall publish the operational procedures governing visits in the juvenile handbook. This
inlbnnation is to be made available by the Supervisor to each juvenile on arrival at the facility and shall be made
available to visitors prior to their arrival at the facility.
Special Visits
Special visits may be granted with prior approval of the Administrator on a case-by-case basis. Every effort
~~ill be made to allow special visitation privileges for hospitalized juveniles. Transportation, accessibility to ttte
facility by the visitor, and the distance a visitor must travel shall be considered.
Denial of Visitation
A de~ual of visitation privileges shall be based on the safety, security, and order of the facility and the
satety of [he individuals involved. A juvenile may also deny any visitor. Known ea-offenders other than fvnily are
prohibited unless prior approval has been granted by the Adnunistrator.
The adnunistrator or designee ma}~ also terminate a visit based on the safety, security. and order of the
facility. Visitors whose visits are terminated will be notified of the specific causes for the termination, and an
incident report will be prepared and filed.
~5earches of Visitors
a visitor shall be informed about why the request for a sezrch is being made. The use of metal detectors dte
inspection of ha~idbags, briefcases. and packages shall be governed by the security needs of the facility.
Cl-L4PTER 19
RELEASE PREPARATION AND TRANSFER
Kerr Co~mty Juvenile Facility, Policy- Number
19.1
Chapter
Rclcase Preparation and Transfer
Subject
Rclcase. Transfers, and Leaves
POLICY"
Prior to die release of a juvenile, the staff mint ensure that all facility obligations to the juvenile have been
inet. The therapists assist the juvenile in developing a positive sense of closure of the experience in secure
placement.
PROCEDURES
Case ~'Iana;ement Responsibility
The program staff must verify release dates. determine the method of transportation to where the juvenile is
€;oing. i ncluding the person or agency to whom the juvenile is to be released, and assess the necessity for availability
of continuing services in the locale where dte juvenile will be living. Phis responsibility shall include but is not
limited to the following:
*detern~ining the release arrangements of parent(s)/guardian(s) or a placement agency
*arranging for the continuation of medical, dental. and mental health services or examinations
*scheduling exit interviews
*arranging for the continuation of educational or work acti~~ities
General Release Procedures
Juvenile offenders have access to the information on which release decisions are made, except information
that in accordance with the authority's written policy. is specifically classified as confidential for good and sufficient
reasons.
The juvenile must sign the personal inventor}- form to receive his/her belongings. The admission and
release signatures should be compared to verify the juvenile's identity. Lf the juvenile is not released to a parent or
guardian. that person shall be notified as soon as possible that die juvenile has been release from the facility.
Tt•ansfers
Transfers between programs of similar or dissimilar security levels will be allowed for the following
reasons:
* to provide the level or structure necessary to accommodate a juvenile who cannot be in an open setting
* for the convenience of a juvenile or his/her family to facilitate visits or other necessary services to the
juvenile
because the juvenile cannot receive necessary mandated services at his/her present facility
Transfer Behveen Secure Facilities
The decision to transfer a juvenile bet~~een sites involves authorization by the following individuals or
ag~_ncies:
* the court of placement: the remand or court order must provide for a nonspecific placement, or the
approval of the court must be obtained ~uhd a new rehnarhd order secured prior to the transfer
* the Adirtinistrator of both facilities or their designees
* am legal representative or authorities as designated by the court of placement
Transfer to Less Secure Site
Tlhe same process as is outlined above is necessar<~ for the transfer of a juvenile to a less secure site.
Transfer to ~tilore Secure Site
All transfers from a less secure detention program to a more secure facility shall be treated as new
admissions and be subject to all the criteria listed under the admissions procedures section of this manual.
Prohibition Against Transfer to all Adult Correctional Fucility or Jail
Under no circumstance may the Administrator authorize, initiate. or facilitate the transfer of a juvenile
under tlhe jurisdiction of the juvenile court to an adult correction or detention facilih~ unless the juvenile has been
1ega11}~ waived, transferred, or certified to be under the jurisdiction of an adult court.
,Von emergency Medical and ~Yiental Health Transfers
All non-emergency medical and mental health transfers shall only occur after a tivritten order from the court
of placement is received and found to be in accordance ~h~th the pro~~sions of state executive and mental hygiene
lah~s.
Emergency Medical and Mental Health Transfers
Emergence transfers for either medical or mental health reasons shall be in accordance with the policies
~areadv set forth in this tnanual. The Administrator shall notify the court of placement as soon as possible but no
later than the iie:~-t day after the juvenile leaves the facility.
.Administrative Transfers
A juvenile may be transferred either as part of the initial classification process or to relieve crowding in the
facility.
Leaves
Occasions when escorted leaves are necessary include the following:
Leave for Services: When it is possible for a juvenile to receive services in the community, he/she may be
escorted to the necessary location. The juvenile shall be accompanied by at least two facility staff members. The
times of departure and arrival shall be prearranged with the service provider, and necessary records or other data
shat accompany the juvenile.