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 5 ............................................. Records
Chapter 6 ............................................. Administrative Information and
Research
Chapter 7 ............................................. Citizen Involvement and
Volunteer
Chapter 8 ............................................. Physical Plant
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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KERB COUNTY JUVENII.,E FACILITY
PRE-ADJUDICATED
POLICY & PROCEDURES
~..
..,
CHAPTER 1
ADMINISTRATION, ORGANIZATION, AND MANAGEMENT
I~C(l' Cuunt~• ,iuvenile Facility Policy Nwnber
1.1
Chalner
ntlministration, Organization, and Management
tiUhjecl
C~~untination ~~itlt Commtutit` ngencies anal [:~lucnliunal lustitutions
POLICY
The Administrator shall coordinate planning efforts ~~ ith conununih~-related groups and service to ensure
maximum use of available resources for detained juveniles. The Administrator shall also cooperate with other
departments. divisions, and agencies of the state. its political subdi~ isions and municipalities, as well as appropriate
private agencies and organizations to assist in proyidin; ncccssan• sen~ices for those juveniles who must be
detained.
PROCEDURES
Since reducing ties with Funih. peers. and other support system$ within the community can only increase
jug. cnilcs' feelings of alienation even for a short detention stay. the facility shall maintain as close a tie with the
community as is possible.
CourrlinarYon nzth Communing-Bused Progrunrs amt Services
Maintaining ties with the community requires the following:
* Ample opportunities for juveniles to be «ith Tamil}- and friends
* Involvement inappropriate couunwuly activities
* Permitting volunteers from the conununity to work directly with juveniles
* Taking full advantage of conununity sen 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
juvenile justice system. An information-sharing mechanism shall be established to maintain contact with advisory
committees. justice councils, state and regional planning organizations and other communit}• resources. General
guidelines and procedures for referral shall be developed in cooperation with the juvenile court, intake staff,
probation officer, and the conununity-based program about conditional and unconditional release of juveniles to
these programs. payment for scn ices. 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 Administnttor. in conjunction with other juvenile justice agencies, shall develop and maintain
a current inventory of all state and local ju~~enile justice and delinquency prevention services.
Coordination of Educational Resources
Based on assessments of detainees' educational needs and problems, the state or local educational
institution shall be notified of the needs of this population. as acll as special cases requiring remedial assistance.
1\otification will be made in time to assure that annual budgetary planning and fiscal arrangements can be made to
ensure effective delivery of educational support sen~ices.
* Any juvenile or staf7~action that could Icad to a criminal charge
* Any incident that is considered to be media-scnsiti~e
* Other incidents that the Adnunistrator has stated should be reported
Copies of the report arc signed and dated b~• the staff member and fonvardcd to the Admi~ustrator and the
jug cnilc's case record.
Daily Report of Juvenile Movement
The administrati~•c office shall prepare a sununar< report of al(ju~•enile mo~•ement that includes the
follo~~ ing information:
* Results of all juvenile counts
* A list of all ne~~• jug chiles. including names and room assignments
* A list of all releases. including names and destinations
* A list of all room changes. section relocations. etc.. that affect the location of am' juvenile
Daily Population Report
The administrati~•e office shall prepare a report of all juveniles housed at the facilin•.
K~n• Cuunt~ Juvenile Facility Policy Number
1.2
Chapter
~1~tministratiou, Organization, and Managcmcnl
~uhjcrt
I:;tahlishmcnl of Facility Administrator and lkainin<~ ~rilc~ia li>r S~Icction
POLICY
An Administrator shall be appointed to manage and operate the facility in accordance with state and federal
la~~s, TJPC Standards. executive orders. and judicial decisions.
PROCEDURES
Appointment of the Administrator
The juvenile board shall make the appoinunent of the Facility Administrator. Minimum qualifications
include a bachelor's degree in an appropriate discipline. dive ~-ears of experience working with juveniles. and
demonstrated administrative ability and leadership. The Adninistr~tor must be eligible for certification as a
certified juvenile probation oft-icer.
Skills of the Facility Administrator
The Facilin~ Administr<tor must be skilled in personnel management. program research, planning, and
c~ aluation. Helshe should have broad-based experience and/or twining in the following:
* Dealing with delinquents and dclinqucnc}
* Managing persoruul
* 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 AdminisU-ator shall be appointed to continuous service after completion of an appropriate
probationary period that does not exceed six months.
Removal of the Facility Administrator
Termination may be accomplished onh~ by the Juvenile Board. for good cause, and, if requested, following
;~ formal hearing on the specific reasons for discharge.
Kerr County ,iuvenile Facilit~• Policy Number
L3
C.'Itaplcr
~~ministration, Organizaticnt, anti Ntana~~cmcnt
tiubject
12olcs ol•Consultants, Contract 1•:mpluJccs, and I?mt~lo~ccs of Other Agc;ncics
POLICY
T'o avoid confi-sion, the duties and responsibilities of consultants and contractors t~ho provide services to
the lacility should be clearly specified in a contract or other type of agreement.
PROCEDURES
Issue of Contracts and Employment Agreements
All people working in the f-cility..ho arc not cxpressl}' employed by the facility shall have some kind of
t~orking agreement between them and the facility. Contract emplo}ees. those who enter the facility on a regular
basis but arc on the payroll of another agent}' or compam-. shall sign a formal, detailed contract specifying their
dutics. Ser<-ice providers, those ~yho are not regularly at the Faciliri~. slkall sign an agreement stating the work to be
done.
Supervision of Contract Employees
The Director of Management Sen~ices ~yill designate an employee to stay with the contract employee while
on faciliri grounds.
Supervision of Service Providers
Service providers shall be under constant supervision by the facility staff. Individual service providers
shall be accountable for am' and all tools or materials the}- bring into the facility. At no time are any service
providers to Kaye access to or handle facility keys.
Kcn~ Count. iuvenile Facility Policy Number
l .4
C'haptcr
~\~lminislraion, Organization, and Managentcnl
~tthjrcl
t~rganizuliuaal Stalling Chart
POL[CY
An organizational staffing chart shall be developed to reflect necessary staffing to meet the needs of the
juccnilcs and the mission of the facility. The chart shall define responsibility. delineate related staff units. promote
efficiency. and provide a clear chain of conunand.
P}tOCEDURES
The Administrator is responsible for constnlcting and maintaining the organizational chart. The
organisational chart shall be reyie«ed annually b~ the super` isor of each section. Each supervisor shall submit all
rep isions ~yith comments from the staff to the Administrator for revie~y, approval, or revision.
Kerr County Juvenile Facility
Chapter
Administration, Organization, and Management
Subject
Communications
Policy Number
I.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 Government 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, 51.12©, the members of the juvenile board shall personally
inspect the detention facility at least annually and certify in writing that the facility is suitable for the detention of
juveniles.
Il~rt' ~'ounty .iueenile Pacilit~~ Polic~• Numlxr
I.6
C'hapt~r
,~dmini,tration, Organisation, and Mana_c;mcnt
Subject
i ~tablishment and IV1a111tt9laltC~ of Manuals
POLICY
To disseminate policies, procedures. and n~lcs. a facilih handbook shall be established. This handbook
shall be both general enough to address o~ crtll facility goals and specific enough to assist staff in perfornung their
duties cffecti~~ely and residents to understand all Hiles and responsibilities clearly.
PROCEDURES
The facility handbook shall be t~~rittcn. rcyic~ced and approved b}~ the Facility Administrator, and revised as
needed. A copy of the handbook shall be given to each stab member and resident, and it shall be used as a training
tool for all ne« staff during the orientation period.
Kerr County .luvenile Facility
C'haptcr
.~~ministration Organization, and M,~na~~~m~nt
tiubieet
I acility Program Reporting anal R~yic~~
Policy Number
1.7
POLICY'
The facilit•~ shall provide constnictiye progranuning designed to help each juvenile to function effectively
both during detention and after return to the community. Progress and program effectiveness shall be monitored
rcgularl}.
PROCEDURES
Program Report
The super<~isor of each program activity shall submit a regular report of activities. T1ie report shall include
information about current programs. activities. accomplishments. and major problems.
Performance iVlonitoring
The intentions of the facility are to keep both the public and the juveniles safe, to accept only those
juveniles ~~ho belong in a secure setting,. and to provide a hwnane atmosphere during detention. Performance
monitoring procedures shall be implemented at Icasi annually to ensure that the facility is meeting its intentions.
(~crr County ,luvettile Facility
Chapter
\~lntinistrttion, Organization, anal Management
Suhjcet
I.e,al iissistanc:e for ndmini,tritor anal Stall
Policy Numtx;r
1.8
POLICE
The Administrator and staff shall be prop ided tt it It adequate and appropriate legal advice in the
performance of their duties. This shall include Iegal representation before courts and other appropriate bodies.
PROCEDURES
Counsel Availability
An attorney is available for advice. consultation. and/or representation to the Administrator and other staff
for anc or all legal actions against the Administrator and/or staff. court decisions. and juvenile rights and issues.
Consultation is also available on polic}' information. court requirements. and operational matters.
Requests for Legal Assistance
Requests for legal assistance nta~~ be made ~crball~ or in writing to the Administrator. All requests must be
arcontpanied with adequate background information ;md supporting documents to explain the need for assistance.
Evaluation of Requests for Legal Assistance
The couni<~ 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/her scope of authority. legal representation may be denied. If a staff member is
denied Iegal representation. written notification shall be prop ided by the attorney, including the reason for the
decision and right-of-appeal infornuttion.
Channels of Communications
Facility staff shall direct all requests for legal advice or representation 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 rccotnutendations.
Kerr County .iuvenile Facility Policy Number
1.9
Chapter
~1~(ministrition, Organization, and Iy1anagcmcnt
~uhjcct
l'uhlic Information
POLICY
.A public information progrun shall be developed to promote an understanding of the facility's plulosophy
and ~.:oals. All facilin~ staff shall strive to maintain integrity and credibilit~• ~yith the genera( public and with those
persons and organizations legitimatch im•olyed wjth the facility.
PROCEDURES
Coordination of Communication
The Adnurustrator is designated as the facility's Public (nfonnation Officer. The duties of this position
coyer ~yritten_ verbal and release of oflicial infornuttion. ,
Communication Standards
;~I1 public statements should agree with policies approved by the Juy~enile Board and confined to areas of
direct responsibility.
Kerr County Juvenile Facility
Chapter
.Administration. Organisation. and Management
Subject
~titonitoring and Reporting Abuse and Neglect
Policy Number
1.10
POLICY
To ensure the safety of the.ju~ miles in the facility. all suspected incidents of child abuse or neglect.
~~hcthcr they- occurred prior to admission or during thejuycnile's stay. shall be reported immediately to the
statutorily designated authorih-. If laa permits. the Administrator of the facility shall initiate a thorough
im esti~,ation and administer appropriate disciplinan actions. ~~hich may include suspension, dismissal, and/or
criminal prosecution.
PROCEDURES
Child Abuse Notification
Am' person who has reasonable cause to suspect child abuse or neglect shall immediately inform the
Administrator, ~yho will take appropriate action. including the following:
* Haying the juvenile examined b~ the li-cility ph}sician. who will initiate appropriate care
* Notifying parents or guardians
* Adhering to local and state lacy regarding the reporting and actions to be taken
Legal Responsibility
As mandated by law, anyone ~yho 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 e~ctent of the injure or maltreatment
* Any previous injure- or maltreaUnent
* Name of alleged perpetrator
* Any other helpful information
.4m• person making a good faith report should have immunity from any liability. civil or criminal, that
might othcnvise be incurred or imposed. Failure to report kno~yn or suspected child abuse is an offense punishable
b} a Line or imprisonment. In addition. a person ~yho fails to report suspected child abuse 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 implemcuted.
Reporting Alleged or Suspected incidents of Child Abuse
The Administrator shall be immediately notified of all alleged or suspected incidents of child abuse. Upon
receipt of an allegation of child abuse. the Administrator or designee shall promptly determine the facts surrounding
the incident and notif}~ the proper authoritc. The Administruor shall record the facts surrounding the incident. A
copy of the initial report and anv subsequent findings and actions shall be placed in a permanent file at the faciliiv-.
The original report shall inchtde copies of all pertinent documents. such as incident reports. logbook entries, and
medical reports. [n the event of the death of or scriau injure to a juvenile, the Administrttor shall be notified
innncdiatcly by telephone.
Disciplinary Action
At the discretion of the Administr,~tor. the alleged perpetrator nay be suspended until the inr-estigation is
completed. Loss of employment nr<n result if abuse or neglect is proven.
CHAPTER 2
FISCAL M1IANAGENIENT
h~n• County Juvenile Facilil~~
C'hap[cr
I iscul Munagcment
~uhjcct
Fiscal R~yponsibilit} and Bud~cting
Policy Number
2. I
POLICY
The Adtnirustrator has responsibility for the lacilih's liscal policy and shall develop accounting procedures
that conform to the mandates of the Count.' and applicable statutes and judicial rulings. Fiscal policies shall be
directly related to and coordinated ~~ith the goals and objecti~cs of the facility program plan and will act as a
guideline to improve program e~ciencv and measure goal aclticyement.
PROCEDURES
Fiscal Officer
T11e Count}• Auditor is responsible for fiscal management and control.
Budget Preparation
All facets of on-going programs, proposed progr<uus and long-range goals should be evaluated for their
budget requirements.
Budget Submission
The Administrator shall submit a ~~rittcn facility budget annually to the County Auditor sip months prior to
the beginning of a ne~y fiscal year.
Budget Reallocation
Facility funds may be reallocated from one appropriation to another only ~yhen specific written
authorisation has been obtained from the Auditor.
Budget Revision
~~/hcn appropriate, the Administrator and Countti~ Auditor will revise the budget. Detailed evaluation and
justification should be included in the budget.
Kerr C:uunty Juvenile Facility
Ch«ptcr
Fiscal Mmiagement
tiuhjcct
.~uycnilc l~wtti Accounts
Policy Nuultx;r
2.2
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 of a.juvcnilc at the time of admission shall be taken by the admitting
Supen isor. counted in front of the juvenile. and placed in au envelope tl~tt is then sealed. dated, and signed by both
the Supers isor and the juvenile. A juvenile fund account sheer shall be filled out at that time and placed in the
appropriate file in the administrative of7ice. Anote gill be made in the appropriate section on the inventory of the
juvenile's personal propem shat.
Securing Funds
Juvenile funds shall be given to and maintained by the Director of Management Sen~ices.
Closing Accounts
When a juvenile is released from the facility. all money shall be returned to him/her. The juvenile shall sign
a receipt for the funds received. and the juvenile's fund records will be placed in the permanent case record file.
Kr~r County Juvenile Facility Polic~• Number
2.3
Chahtcr
Fiscal M<uiagement
tiuhicct
Imcnton Control
POLICY
Accountability for all ficility propert}~ and supplies shall be provided tlu•ough the use of regular
im cntorics. A svstcmatic review of space and equipment requirements shall Ue made at ]cast ~uuiually. with
deficiencies and suggested plans submitted to the Counri Auditor.
PROCEDURES
The Director for Mana~~ement Sen ices shall be responsible for im~entorv control.
[nventory Discrepancy
When an inventory discrepanc} is noted. a written 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
«ritten report shall be submitted to the Administrator for appropriate action.
hrrr County Ju~~enile Facility 1'olicv Number
2.-t
C'haht~r
Fiscal Management
5uhjrct
l'nx unmcnt
POLICY
A procurement process shall be deg eloped for fair and impartial bidder selection. The method shall
encourage the participation of qualified compctiti~ c bidders ~~ho arc able to meet the requirements for supplies,
equipment. or services.
PROCEDURES
The Director of Management Sen ices is responsible for securing the best products at the lowest cost.
1~Vhcre practical. competiti~~e bidding shall be used. requiring the facility to submit proposed prices from more than
one ~ ardor.
Kerr County .tllVClnle t'aClhl\' 1)Ol1CV NLl11ltR;T
2.~
~~ h a 1)ler
I' isril Management
~uhjcrt
I'u,ition Controls
POLICY
The Administrator shall ha\ e the responsibilit} for assessing currently assigned positions and determining
projected staff needs to meet facility goals and objecti~ es. Responsibilities also include effective and efficient use of
cunt ract personnel.
PROCEDURES
Coordination of Staff and Fiscat Records
The Administrator shall monitor the coordination bet\ceen the staff record section and the payroll function.
AI the end of each month, the Director of Management Sen-ices shall submit to dle Ad-ninisVator a complete list of
stall records to be compared ~~ ith the pad roll.
Reconciliation
The Administrator shall compare the actual payroll records «ith the list provided by the Director of
Managculent Services. This comparison shall ensure that all positions are authorized officially; attendance, payroll.
and personnel records match: and there arc funds available to meet the payroll costs.
Purchase of Services
So-ne services are not ayailabie in the facility and should be contracted from appropriate community
sources. Non-Profit or governmental organizations shall be given first consideration in procurement of such
services.
CHAPTER 3
PERSONNEL
K~n~ County ,fuveuilc Facility Policy Number
~.l
Chapter
P~rsonn~l
Suhjrct
I'cr;onnel Selection, Retention. and Pronxxiun
POLICY
The facilih• administration shall provide emplo} mcnt 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 policy as set Forth in directives from the
County. Consultants. volunteers. and conlrtct personnel who +york with juveniles shall agree to comply with
++ritten policies of the facility. especially those on confidentiality of information.
PROCEDURES
Personnel Management Principles
The following are essential components of pcrsonncl management:
* Delennining and developing an clTectiye organir~riional system
* Recruiting, promoting. and retaining on the basis of merit and specified qualifications the best possible
candidates to cam out the facility's policies
* Assuring equal opportunities for all candidates as +yell as for existing staff
* Ensuring that proper counseling toward bctter.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 ~cheneyer possible. balanced with the need for
experienced personnel
* Developing a pcrsonncl management philosophy that encourages a decentralized personnel operation
* Aggressively pursuing an aftinnatiye action program that recntits personnel +yho might not otherwise
seek employment with the facility
* Maxvnizing job satisfaction and im olyement on the part of each staff member by encouraging
individual decision making and involvement in establishing policies
Employment Prospecting
The Director of Management Scn ices shall be responsible for the following:
* Taking job applications and maintaining riles for eacl+ job description
* Contacting those people listed as interested in employment
* Notifying prospective emplo}•ecs, b}~ phone or mail. of intcn~iews
Educational Requirements
Within the plrameters of existing statutes. requirements for education and experience for each position
shall be described. Experience directly related to the position may be substituted for educational requirements;
likc++ise. education may be substituted for experience.
Staff Selection and Promotion
Initial selection and promotion shall be made based on experience. education. physical condition, training.
and performance. Written tests, oral inien ie~~ s. and background investigation verification or a combination of the
tlircc shall c~~aluate employment and promotion rcquircntcnts. Staff members must be able to demonstrate that they
hay c the shills required to perform specific job-related tasks. No person is discriminated against on the basis of age,
~cx. race. religion. national ori~:,in. or disability. Detention officers shall be required to follow the Code of Ethics
contained in Chapter 3~ 1. l and emotionalh suited for ~yorking ~yith juveniles. A detention oti'icer shall be 21 years
of age and have either a high school diploma or a general equiyalcnc~ diploma. Tile age requirement may be
~~;dyed in ~yriting by the Juvenile Board. Background investigations oC prospective employees shall be conducted
on all prospective employees.
Lateral entry into the facility shall be permissible at all levels. The Administrator shall give personnel
within the facility the first opportunit}~ for advancement- but no section shall initiate or allovy any practice that
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 standards independenth established according ro their respective fields.
Staff shall be subject to reassignment. Duch changes will be made ~yith due consideration of the needs of
the staff member and the facility.
The Juvenile Board. ~yho shall hare. in ~yriting. the education and experience requirements for the
administrator of the facility. ~yill hire the Administrator.
Drtrg-free Workplace
[^ order to safety and cffcicnth• cam out its siticty and juvenile prograrmning mission, the facility shall
maintain a workforce that is free from drug and other substance abuse.
Drug Prohibition
The facility shall operate a dnrg-free workplace and employees are 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 employment.
* The Director of Management Sen~iccs is responsible for the operation of the drug-free program
* Employees are prohibited from using or distributing dnrgs. alcohol. or other controlled substances while
on facility property. or vyhile performing duties on behalf of the facility
* Drugs rrtay 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 ntcdicalion that could interfere with proper performance of their duties
will notify their supers isor
* The Administrator reserves the right to require a written physician's statement verifying the effect of the
medication on the employees 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
T'cs7[ng rrnd Treutnrenl
Employees arc required to submit to dn~g or alcohol testing as part of the drug-free workplace policy.
* Employees who arc found to be substance-dependent through this and other nom~oluntary means nay be
ternunatecl
" Employees who identify themselves to supers ison sta(ras substance-dependent «~ill be handled
according to Countti pcrsonncl policies
Confidentiality Requirement
.All employees. consultants. and contract pcrsonncl ~~ ho cork with juveniles shall be provided with the
f;tcilil~'s policies and procedures on confidentiality of information and shall agree to abide by them in writing.
Appeals
.Any current or potential stall member echo believes he/she is unfairly treated ma_v submit a written request
for rcyic~~ 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 authorised to hire candidates for all facility 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.
POCEDURES
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.
Sexual 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
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 Kerr 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
compliant, by the complaining employee. The writing should briefly summarize the complaint and identify 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 and any actions to be taken.
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.
Kerr County Juvenile Facility Policy Number
3.3
Chapter
I'~T~ann~l
tiuhj~ct
I'~rlurnumce Evalt4~tion of Prohation~u~ Statl-an~i nnnual P~rlimnancc Kutinss for All Statt~
POLICY
Pcrfonnance evaluations against expected standards for each assigned position will be done on a regular
basis.
PROCEDURES
Probationary Period
The probationary period of not Icss than six months or u~orc than one year extends the assessment and
selection process by allowing the staff member to demonstrate his/her capabiliri~ to perform the duties and
responsibilities of the position. During this time. probationan staff shall receive an intensive program of job
direction and skills training that will enable them to perform elTective(v.
Performance Standards
Each probationary stall' member shall receive a job description in writing. Standards of performance shall
be explained during the orientation period.
Performance Rating
Each probationary staff member shall recciye 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~yo years. The staff member shall be allowed to review the
rain, within thirty-calendar day's follo~ying completion oC the rating period.
Probationary Evaluations
The Supervisor must submit an evaluative statement no later than the end of the last month of the
probatio~utn- period. Tlis signed statement certifies whether or not the staff member's performance, conduct, and
general character traits have been satisfacton•. A reconunendation regarding whether or not the staff member should
be retained beyond the probationary period shall be included in the statement. The staff member shall read and
initial all ratings of past and present performance.
Evaluations should be prepared b~~ the supen-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 staff member signs them. All evaluations are to be foncarded to the Administrator for final review and approval.
Probationary Rights
Failure to meet reasonable standards of performance and satisfactorily complete training shall be the basis
for disqualifying staff during the probationan period. Probationan~ staff does not have the right to appeal
evaluations. -
Performance Appraisals
Pcrfonnance appraisals shall be implemented b}' the Administrator to encourage each stab' member to
c~ aluatc his/her own work habits. Annual apprtisitls shall be required for all nonprobationary staff.
Termination of Employment
After completion of the probalionan period. termination or demotion is permitted only for good cause and
subsequent to a formal hearing on specific charges
The Adnunistrator, al~cr clarif+ing the situation. ma+ discharge any staff member whose behavior is
contra r, to the policies of the facilit+. The Administruor and Super<isor++~ill discuss the mallet with die staff
member before taking action. The Supen isor ++i(1 gi+c t++o ++ceks ++ritten notice to a staff member who is being
terminated for od~er than disciplinan reasons. [f a stall member chooses to end lus/f+er employment ++~ith the facility.
a minimum of two weeks notice in ++riting must be gi+en.
E.rit Interview
The Adnunistrator on termination of anc staff member ++ill conduct v1 esit inter` ie+~. This intervie++~ ++~ill
become a permanent part of the staff mcmbcrs~ personnel record.
Ftcrr County Jurenile Facility Policy Number
~.-{
C'haptcr
Personnel
Suhjc~~t
Statl Pay' Comparability and 1•'stx:nse Reinthursc_menl
POLICY
The facility shall provide salan levels and benefits that arc competitive with other p'u'ts of the juvenile
jutitice s}stem, as well as with compartble occupational groups in the private sector. Juvenile detention personnel
shall receive all applicable benefits and allou<tncc 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 Super< isor and approved in ~rriting by the
Administrator
* Reimbursement does not exceed actual expenses incurred
* Reimbursement does not exceed the maximums allowed by policy
* Requests for reimbursement arc accompanied by proper documentation and approved by the
Administrator
Personal Mileage Reimbursement Po/icy
Staff shall be reimbursed for use of their own vehicle for work-related business only when authorized and
properh~ documented on the appropriate travel expense report.
f~cir Countw Juvenile Facilit•
C'hahlcr
I'~r.<~iuicl
tiuhjcct
Rtall'/ tiu}x:rvisor Relation, and ~irlCVanCCS
I'olicv Number
3.~
POL(Cl'
The facility administration strongly encourtgcs relationships between Supervisors and staff that are
nuuuallc respectful. When differences occur. resolution should be as informal as possible. If differences c<"uutot be
resole ed informally, the grievance shall be conch~ded at the earliest possible step of the procedures outlined in this
manual. Staff on permanent status shall be terminated onlw for just cause and. if requested. only after completion of
giiewances and appeals procedures. including an open and formal hearing on specific charges.
PROCEDURES
Discussion
Staff is encouraged to discuss work-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
grievances on the irmnediate lewd to provide the quickest solution and maintain the best possible relationship. If a
satisfacton• solution is not reached in an informal 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 apph• to any staff member who believes he/she
has experienced unfair treatment in anw area subject to facilitti control.
St~rfjRights cmd Re~7ric7ivns
Each staff member shall have the right. at his/her own expense. to enlist the assistance of an advocate at
anw Ieyel 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 must supply the staff member with any nonconfidcntial information necessary for processing the grievance
procedures. c. g., ~yritten 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 will not unduly interfere with facility operations.
Issues Not Subject to frierance
The following issues arc not subject to grievance procedures under the policy:
* Matters subject to Cinal action outside the facility. such as legislative acts or regulations promulgated by
other agencies
* Content of legislation or policies promulgated b~ the Juvenile Board
* Selection or nonse(ection for promotion made front a group of properly ranked and certified candidates
* Action terminating a temportrv promotion
* Decisions not to adopt a suggestion or besto« a performance award or other honorary or discretionary
award
* A counseling forn or written warning against a staff member
* Termination of the services of a probationary staff member
* Fitness-for-duty c~aminations
* Health benefits decisions
* Violation of militan• restortlion rights
* Salary retention decisions
* Violation of re-cmplo} mcnt rights
Implementation ojGrievunceAcliuns
A staff member must present am' ~~rie~ance «ithin (iftecn calendar dais after the alleged incident. A
grievance may be rejected for any of the following reasons:
*The staff member fails to complete the informal procedures outlined in this document
*T11e grievance is not filed in a timeh~ manner
*The grievance relates to a matter beyond facilih control
*The requested relief is not personal to the grievant
The Administrator. indicating the reason for rejection and advisement of an appeal procedure shall provide
notification of grievances rejected in writing.
Informal Grievance Pruce~lures
A staff member must complete an informal procedure before a grievance will be accepted under the formal
procedures. A grievance over a disciplinan action, however. nuts be initiated at a higher level if the Supervisor does
not have the autlloritS~ to grant the relief souglu. In all other cases. the following two steps are required:
* The staff member alleging a grievance must present the matter orally to his/her immediate 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 five
calendar days following the date of the grievance presentation.
* [f dissatisfied with the decision of the Supervisor. the staff member may present the grievance to
the nest higher supcrvison• staff within hve calendar days following initial resolution attempt.
Fi~rmal Procedure
hf the grievance is not satisfactorily resolved through informal procedure. the staff member or
representative may present a written grievance to the Administrator with 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 nattue of the grievance. the corrective action sought, and the signature of the staff member and/or
representative. The Adrninistrttor shall review the grievance and give the staff member a decision in writing.
No further right of appeal will be accepted.
Kerr County Juvenile Facility Policy Numtx:r
3.6
Chahtcr
I'cr;onncl
tiuhicct
I :~tahlishment and Review of the Personnel Mantuil
POLICY
The facilih~ will maintain a personnel manual that covers all policies and procedures about personnel
nutl tcrs.
PROCEDURES
Format of the 1Vlanual
The Personnel Manual shall be or,anized into related chapters. The language used shall be in laymans
terms without teclutical jargon or references not known by the reader.
Availability of the Manual
The Personnel Manual shall be made available to all staff members. Complete copies of the manual shall be
kept in the administrative offices of the facility and be available for public review.
Tt•aining
The contents of the Personnel Manual shall become an integral pert of the staff orientation program. All
ncrw staff shall be provided rwith a sununar~ of the Personnel Manual. This summary shall include the major
elcntents of personnel politics that most directly affect staff progruruning.
Personnel Manual Review
The manual along with all persomiel policies and practices shall be reviewed annually by the
Administrator. A written report shall be forwarded to the Juvenile Board containing cotrunents about existing
policies and any recommendations for revision. addition, or deletion.
KCiT County ,fuvenile Facilit_+• Policy Number
3.7
Chapter
PCfS01111~1
Suhicct
Cuilc ul~ lahics
POLICY
The facility requires the highest possible Ievel of conduct from all staff: protects the integrity of the facility.
and facilitates the recruitment and retention of stafl'of the highest caliber.
PROCEDURES
Each staff member ~yill recei~ c a cope of the Code of Ethics during orientation training. Staff will be
insUz3cted during orientation and through ongoing training as to what constitutes compliance with or violation of the
Code of Ethics. A violation of the Codc of Ethics is basis for disciplinary action.
Kctr County Juvenile Facility Policy Nwnber
3.g
C haptcr
P~rsotutcl
5uhj~~t
IZ~~,ular Review of Statlins R~cluircntents
POLICY
Each Supervisor slk~ll regularl~• evaluate and revicry stalling assignments to meet existing and changing
program rcgturements 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. datis 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 rcgularh evaluate the facility's staffing needs to ensure the best use of human
resources. The evaluation process shall include considerttion of legal requirements. existing needs, and staff
suggestions and recommendations. 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/eight ratio during waking hours and
one/eighteen during sleeping hours. However, one/six is preferred during waking hours and one/twelve is preferred
during sleeping hours. During ~yaking hours. at least lwo 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 dote.
Kerr County Juvenile Facility Policy Number
3.9
Chapter
Personnel
Subject
Personal Records
POLICY
The Director of Management Services shall maintain adequate personnel records for each staff member,
ensure the confidentiality of those records, and provide staff accesses to them.
PROCEDURES
Official Personnel File
The Director of IVlanagement Services is directed to establish a permanent, separate, and confidential
record for each facility staff member. The record shall be divided into recruitment, performance, awards and
adverse actions, current assignment, and education training sessions. Files should include the application for
employment, references, performance evaluations, training records, and documentation of promotion, termination
and other personnel action.
Personnel Record Security
All records shall be maintained in a physically secure area, with locking devices to prevent unauthorized
entry. 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 who 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 the review of the material by personnel so authorized in writing by the
Administrator. Such authorizations for review are usually limited to administrative office employees, supervisory
staff, and County officials whose 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 five-year period, and individual file card on the employee should replace the complete file, indicating period
of employment, reason for termination, and performance during employment.
Qualifications
Selection, retention, promotion, and demotion of facility staff shall be made on the basis of knowledge,
skills, and abilities. No person shall be discriminated against on the basis of age, sex, race, religion, national
origin, or disability. Detention officers shall be required to follow the Code of Ethics contained in policy 3.7 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 general equivalency diploma. The age requirement may be waived in writing by the
chairman of the juvenile board. Background investigations of prospective employees shall be conducted
according to county policy. Preference in employment will be given to those best qualified by education and
training in juvenile services. Preference will be given to those with bachelors' degree conferred by an accredited
college or university.
school diploma or a general equip alencc diploma. The agc requirement ma}' be waived in writing by the chairman
of the juvenile board. Background im~estigations of prospective emplo~~ees shall be conducted according to county
police. Preference in emplo}~ment will be given to those best qualified b~~ education and training in juvenile
sen ices. Preference will be given to those ~~ ith a bachelors' degree conferred by an accredited college or universin•.
CHAPTER 4
TRAINING AND STAFF DEVELOPMENT
Kerr County Juvenile Facility Policy Number
4.1
Chapter
Training and Staff Development
Subject
Training and Training Criteria
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. Curriculum of training
program must 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 for
training and staff development along with funds to reimburse staff for tiie 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
within thirty days of employment. 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 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.
Juvenile detention officers must receive certification in CPR/First Aid and Handle with Care Physical
Restraint Technique 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 Services and forwarded to the Administrator for review.
Professional Organizations and Education
Staff education development and p;ulicipaUon in jin enile.justice associations. professional organizations
and activities at both local and national levels is ~ncouragcd. Combinations of academic education programs.
professional seminars, workshops. conferences. and similar cork-related activities are invited. Funds are available
and olTered to provide adminisUativc Iea~c and/or reimbursement for such participation ~~hen approved in advance
b~ the ,Administrator.
Outside Resources
The training staff may refer to other outside resources. such as colleges. universities, or federal agencies.
for ;,uidance and assistance in developing and conducting the ir<rining program.
CHAPTER 5
RECORDS
I~crr County Juvenile Facilitc
Chuplcr
R~curds
tiuhi~~l
Inlal.~ Record Kcquirements
Policy Number
~.I
POLICY
Accurate intake and case records shall be developed for each juvenile. The records shall be clearly
identified. maintained in a secure location. and available onh to authorized persons.
PROCEDURES
Immediately follo~ying the arrival of a jnyenile at the facility. the Supen•isor shall e~auune the juvenile's
papers. certificates. and receipts to ensure compliance ~yiih appropriate legislation and facility rules. The Supen~isor
shall establish an admission file that contains all information and material related to co~nement.
Establishment of Case Records
All entries made into the case records kill be dated and initialed or signed. At a +TUnimtun the case
record file shall contain the follo~ying information.
* Initial intake inforntation
* Individual plan or prograu~
* Documented legal authority to accept juvenile
* Record of court appear<u~ces
* Medicalluston~
* Signed receipt from juvenile indicating acceptance of the facility's rules and policy handbook
* Signed informed consent form
* Notations of temporary absences from the facility
* Visitor's names and dates of visits
* Record of telephone calls
* Progress/counseling reports
* Grievance and disciplinan• records
* Referrals to other agencies
* Final discharge or transfer report
Security
Only authorized persons shall have access to juvenile records. Records shall be marked "confidential,"
stored inside a locked metal file cabinet. and directly super iscd and controlled by an authorized staff member.
Access to Records
Access to records and tiles shall be restricted to the lollowing people:
,k The juvenile who is the subject of the record
* The parents or g~k~rdians of the juvenile named in the record
* The juvenile's counsel
* Judges. prosecutors. and la~~ enforcement officers ~~ hen 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.
Records Review
Records review shall be conducted at the time of transfer or release. The Shift 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 docwnent. a ~~ ritten objection may be entered within thirt~~ days.
Transfer of Records
All appropriate records should accompam a translcrrin~~ juvenile to his/her location.
Records of Released Juveniles
.All records shall be retained until the juvenile reaches jurisdictional age; they will then 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 County ,luvenile Facility Policy Numl~r
5.2
Cha}~tcr
k~conls
tiuhicct
~ti~taa~r IJt~es and Daily Populaliun Mov~nt~nt Kcax~rl
POLICY
The facility shall keep a readi[~• accessible and accurate record on the ~yhereabouts of each juvenile at all
I1 mCS.
PROCEDURES
Daily Log
The daih° log is the printarv record of occurrences in the facility. The log sheets serve as a vehicle of
communication between shifts and among staff. "fhe maintenance of this log is the responsibility of each Supervisor.
No entn in the log shall be erased: instead. the correction shall be added ~1s a separate entry in the log. The log shall
be continuous to permit the recording of all note« orthy events or unusual incidents. To protect against [tte loss or
Ilicft of pages, it should not be kept in a loose-leaf binder.
Staff on each shift must log the number of juveniles in each unit at the beginning and end of a shift. Each
srlff member should log all significant e~ enls that occur during the shift. Positive comments are as important as
problems and incidents. The log is not to be used for staff editorials or opinions. All comments muse have a factual
base. [t is Ute responsibility of the staff member coming on duty to review the entries most recently recorded.
The Director of Management Services is responsible for reading the previous day's log. He/she should
either respond personall}~ or bring to the attention of the Administrator any remarks or observations that require
action. When an entrti~ has not been recorded properly, the Shift Supervisor should see to it that the responsible staff
member completes the entn~ correctly.
Incident Report
The Administrator shall ensure that a written procedure for reporting unusual incidents is used. Whether a
participaul or an observer, each staff member has a responsibility to report any unusual incident to the Administrator
for rcyie~~ .
Definition of Unusuu! Incident
The definition of an unusual incident may include but is not limited to tite following:
* A juvenile's physical or sexual assault on another individual
* A star 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, injure, or death of a.juyenile or staff member
* Suicide attempt
* Escape, attempted escape, nmaway. or unauthorised absence
* Fire, tornado, or flood
* Physical plant brcakdo~yn or propert}• loss or dantagc
CHAPTER 6
ADMINISTRATIVE INFORMATION AND RESEARCH
Kerr County Juvenile Facility
Policy Number
Chapter 6. t
Administrative Information and Research
Subject
Administrative Information System
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 an 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 Administrator shall ensure that accurate annual statistics pertaining to detained juveniles
shall be gathered and recorded, including:
• total number of admissions
• total juvenile detention days provided
• age, sex, and race of those detained
• refemng offense of those detained
• length of stay
• average cost per juvenile per day
• total number of suicides and suicide attempts
• total number of escapes and escape attempts
• total number of injuries to residents and staff
• total number of confirmed incidents of abuse/neglect of residents
CHAPTER 7
CITIZEN INVOLVEMENT AND VOLUNTEERS
E\err Counh .tur~enile Facility
Chapter
Citizen Involr~cment and Volunteers
~tthjcet
Vc,lunt«;r,
POLICI'
Policy Number
7.1
The facilih shall secure citizen im olvement to enhance and e.
the juveniles. The use of volunteers permits increased personal contact forn[hejuveniles, b aden ~ mmunitvd to
resources for the facility. increases public awareness of juvenile detention, and develops management skills among
staff.
PROCEDURES
Recruitment, Screening, and Selection
RecnritmenL screening. and selection of volunteers shall include a diverse cross-section of all culhrrai and
socioeconomic segments of the community and is a staff responsibility under the supervision of the Administrator or
his/her designee.
Application
Prospective volunteers shall complete an application for volunteer service. The administrative staff shall
then inten iew each applicant to determine whether the prospect's talents can be used. A check of criminal record
and a search for a histon~ of child abuse shall be conducted for each applicant. s
Falsification of any information may result in curtailment of privileges.
Training and Orientation
Prior to assigrunent, 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
functioning.
Juveniles sl>all receive orientation designed to help them understand the role of volunteers, the limits of
yoluntccrs' 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
security of the facility and the safety of the juveniles, the 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 [h
e facrhty.
Assignments and Duties
Volunteers shall be placed in assigmnents based on the needs of the facility and their interests and
abilities. A aide variety of services can be provided to benefit the facility as well as [lie juveniles. Vohurteers shall
provide professional services only when certified or licensed to do so.
Volunteer Code of Ethics
Volunteers are required to do the following:
* keep confidential matters confidential
* interpret ~ olunteer to mean working without compensation in money but according to the .>itme
standards as permanent staff
* nwintain an attitude of open-mindedness and willingness to be trained
* accept obligation to assist the facility and die juveniles
* accept differences in people in teens of cultural or economic background, race, religion, grid values
Volunteer Identification and Control
Volunteer identification badges shall be provided to all volunteers. These badges shall automatically expire
in one ~ car. and the Director for Management Services shall check espira[ion dates and make arrangements for
rene«al. if indicated. Identification cards on all volunteers should be maintained in personnel files.
Any individual may be asked to submit to a search when deemed necessary to the security of the facility.
Anyone discovered in possession of contraband shall be detained. Supervisory staff shall be notified, as well as the
local police department.
The facility administration has both the authority and responsibility to deny facility access to any person
whose presence is believed to jeopardize the order, security, or safety of the facility. The staff member responsible
for taking such action shall submit a ~yritten report of circumstances to the Administrator. The Administrator shall
affirm or rescind the action and determine conditions of reinstatement.
Supervision and Evaluation of Volunteers
Tl~e Director of Management Services shall coordinate and supervise the volunteer program. Supervisors
shall ~york with the Director to provide adequate control and coordination of volunteer activities, as well as assist in
evaluating the programs in which they are invoh~ed.
Termination of Volunteers
The Director may curtail. postpone, or discontinue the services of a volunteer or volunteer organization
~yhen substantial reasons for doing so exist. Any of the following reasons may warrant this action:
* breach of confidentialiri~
* unla~yfiil conduct or breach of facility rules and regulations
* plnsical or emotional illness
* inability to cooperate with die staff
* activities that threaten the order or security of the facility or the safety of the volunteer
* erratic or unreliable attendance
* unsatisfactory service
CHAPTER 8
PHYSICAL PLANT
Kerr County Juvenile Facility Policy Number
3.1
Chaplet
Physical Plant
Subject
Requirements for Facility Service Areas
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 fire, 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 code and zoning documents shall•be kept on file in the facility
Administrator" 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. Sleeping rooms shall be utilized as single occupancy. Sleeping rooms shall
have a minimum ceiling height of 71/2 feet and a minimum of 60 square feet of floor space. There shall be a bed
above floor level and separate sleeping rooms for male and female juveniles. Living units shall be designed to
accommodate no more than twenty-four juveniles. Total space for all pre-adjudicated services shall encompass
no less than 100 square feet per juvenile.
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.
2. 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 physical disabilities. Juveniles with disabilities
shall be housed in a manner that provides for their safety and security. Appropriate facility programs
shall be accessible to disabled juveniles.
Isolation Rooms
Isolation rooms shall be equipped with a toilet, wash basin with running water and a bed. Electronic
equipment shall not be used to substitute for detention officer observation. Juveniles in an isolation room shall be
personally observed and observations should be documented by a detention officer no less than every 15 minutes.
Activity Areas
The facility shall be designed to provide space for:
• Co-educational activities
• Visiting
• Religious activities
• Counseling
• Secure area for personal property
• Recreational and educational activities
Kerr County Juvenile Facility Policy Number
3.2
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. Emergency water shut-of valves and electronic circuit breakers shall be under
staff control. There shall be a temperature controlled shower for at least every ten 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 candlepower shall be available in all sleeping areas, and tamper-proof,
recessed lighting shall be used in areas of greater security need. Floor drains with tamper-proof covers shall be
installed in all living and activity areas. There shall be sufficient lighting available for the staff to adequately
observe the residents and to perform assigned tasks.
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
SECURITY AND CONTROL
Kerr County .fuvenile racility Policy Nwnber
9. l
Chapter
Security and.-Control
subject
Control Center
POLICY
To maintain the internal security of the facility, a control center that is secured from juvenile access shall be
established to integrate all e~~ternal and internal security functions and communication networks.
PROCEDURES
Staffing the Control Center
The control center slkill be staffed twenty-four hours a day. The Supervisor may assign additional staff as
the situation dictates or for twining purposes.
Special Training for Control Center Staff
Control center operation shall be a part of both the pre-assignment and annual training curricula. Training
shall include a thorough study of the security manual as well as knowledge of the center's daily operations.
Accessihilith to the Control Center
Doors to the control center s1ia11 remain locked at all times, and no unauthorized staff shall be permitted
inside. There shall be direct access from the control center to staff wash basins and toilets.
Control center staff shall also check all communications systems, sun~eillance systems, emergency signal
systems. and electronic gate securin~ systems at the beginning of each shift.
Disturbances
When a disturbance occurs anywhere within the facility, the control center staff shall be notified first. Tltey
shall immediately notify the Supervisor and other appropriate staff. The staff must remain calm, gather and relay
information thorouglrl}•, and delegate duties indicated by the situation.
In emergence situations, control center staff shall communicate with appropriate conmlunity
representatives. If conventional means of communication are disrupted, staff shall use emergency radios to maintain
voice contact «•ith the outside community.
(terr Count.' ,fuvenile Facility Policy Ntunber
9.2
Chapter
Sccurit~ anti Control
Subject
Perimeter Secttrit~
POLICY'
Designated Perimeter entrances and doors shall be secured to ensure that juveniles remain on facility
grounds and to present unauthorized public access to the facility.
PROCEDURES
Front Entrance
The front entrance is usually the major pedestrian traffic point for entrance to or exit from the facility.
Assigned staff shall identify all persons entering or leaving the facility, either by official pichu'e identilacation card
or authorirAttion bs the Administrator. They shall also record admission and departure information.
Security Door Regulations
The Director of Management Sen~ices shall ensure the following:
* securiy doors are kept locked at all times
* unoccupied areas and storage rooms are kept locked
* onh~ authorized persons are admitted through security doors
* staff shall routinely check all closed doors as they walk past and be sure that all doors are locked behind
them when leasing
At no time shall police officers be in possession of firearms or other weapons while inside the confines of
the facility. A secure storage vault shall be provided and receipts issued for the safekeeping of weapons carved in
the line of duty.
Vehicular Entrance
The vehicle entrance is used primarily for police and delivery vehicles entering and leaving the facility. The
vehicle entrance is connected to the facility with a sally port. To eliminate the possibility of escape through the
entrance. departing vehicles shall be carefully monitored.
internal Security
All Supen•isors must ensure that all doors, windows, locking devices, and equipment are used correctly and
arc in good ~sorking condition.
Perimeter Secw•ity
Prior to taking juveniles to the outside recreation area, an officer shall check the area for contraband,
including the fence and the ground along the fence.
tiVhen the juveniles are in the outside recreational area there will be a minimum of one staff member for
c~ cn eight juveniles. Deviations may be permitted b_v the Supervisor. Staff will place themselves in strategic
locations around the recreational area.
Juveniles will not purposely touch or hang on the fence, nor will thee converse with people outside the
fence. if a juvenile talks of mm~ing from the outside area at any time, that juvenile will not be permitted outside on
the particular day of the tlveat. Further restriction of outside recreation privileges is at the discretion of the
Supcn isor.
When bringing the juveniles back inside. several staff members shall remain between the fence and ttie
jug cnilcs.
[<err Count~• ,luvenile Facility Policy Number
9.3
Chapter
ticcurity and Control
Subject
Juvenile Sulx~r~ision anti Movement
POLICY'
To ensure jug enile and public s<~tfet}~. jug eniles will never be left unattentended in any area inside or outside
the facility . Intensive staff supen~ision is intended to reduce reliance on security hardware and to promote a positive
relationship between staff and juveniles as the primary means of control.
PROCEDURES
Movement 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
Supcn isor. '
Detention officers should know the enact number of juveniles assigned to their section anti 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 re<~son.
Detention Officers should make periodic head counts to ensure the earliest possible detection of an abst;nt juvenile.
When moving juveniles from one area of the facility to another, one detention officer should }~~alk behind
the group to detect a juvenile attempting to leave the group. A head count should be conducted when ttte group
arrives at its destination.
Taking Juveniles Outside
Detention officers should explain what juveniles may and may not do outside before going outdoors.
Juveniles ma}' 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
Supers isor should use other available staff.
Juvenile Supervision
Under no circumstances shall any juvenile or group of juveniles be given authority over any other juvenile
or group of juveniles.
Gender of Staff
There trust be at least one staff member on duty of the same gender as the juveniles at all times.
Karr County .finenile I~acility Police Number
9.-t
Chapter
~ccuril~ and Control
~ubjc:cl
5hilt ~~ssignmcnts
POLICY
To ensure proper supers ision and prompt response to emergency situations, juvenile detention officer
assignments shall be located in juvenile living areas. Written operational shift assignments or post orders shall state
the duties and responsibilities for each assigned position in the facility. These shift assignments are reviewed at least
annually and updated as needed.
PROCEDURES
Location of Shift Assignments
Super isors 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.
Thee 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 oKcers and Supervisors shall use facility shift assignments to fanuliarice themselves
with the extent of the duties of each position and am• changes that may occur.
. The Supervisor shall instruct all newly- recruited 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 assigmnents are for the exclusive use of facility staff and shall not be shown to juveniles or
unauthorised persons at am time or for any reason, as with any other facility paperwork.
IlefT Count~~ .tuvenile Faciliri' Policy Number
9.5
Chapter
Security and Control
Suhject
Count Principles anal Procedures
POLICY
To ensure around-the-clock accountabilin~ of all juveniles within the facility, a system to ph}sically count
jug miles shall be established. In the event that the juvenile count exceeds design capacity, the administrator will
initiate a rep iew of each case to determine if conditions warrant transfer or recommendation for conditional release
pending final disposition.
PROCEDURES
Responsibility
The juvenile detention officer has priman• responsibility for the•completion of an accurate count and must
be familiar with the specific ways of countingjuveniles in different types of locations. e.g., housing sections, open
areas. or recreation areas. The juvenile detention officer must encourage juveniles to accept regular counts as a
ncccssity.
Principles of Counting
Infernal. irregiilar counts or census checks shall be made by all staff supervising juveniles to verify that all
juveniles are present. The Supervisor responsible for maintaining the master count record must be provided with
current infortnation about all juvenile housing moves, work assignments, admissions to the hospital, releases, and
am' other changes that could affect accountability.
Official, Formal Count
At least one official, formal count during each shift at a time determined by the Director of M<trtagement
Sen ices, is mandatory. All juveniles will be counted simultaneously; juveniles will be counted at a specific location,
and all movement of juveniles will cease before the count begins and remain so until the total facility count is clear
and correct.
Staff Accepting Count
The control center staff shall calculate the official count from the control center records after a.ll sections
have reported.
Kerr County Juvenile Facility Policy Number
9.6
Chapter
Security and Control
Subject
Transfer and Transportation of Juveniles Outside the Facility
POLICY
To ensure the security and safety ofjuveniles during transfers, proper safeguards shall be used at all times
by the staff members responsible for 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 properly licensed, and at least two staff members shall accompany the vehicle
*the number of passengers shall not exceed the number of seats. At no time shall more than three
people be in the front seat. ,
*juveniles are not permitted to drive facility or staff vehicles
*bodily injury and property damage liability shall be provided for all vehicles
*juveniles shall not be transported in open truck beds
*juveniles shall be restrained only when necessary and only by appropriate safety devices and may not be
restrain to the vehicle
Transportation Clothing
The Supervisor shall decide what articles of clothing the juvenile is permitted to have in hislher
possession during the trip. These articles should be kept to a minimum. The juvenile may exchange the clothes
he/she is wearing for clean clothing that shall be searched thoroughly before being given to the juvenile.
Use of Transportation Restraints
Juveniles in custody are not to be struck, pushed, or otherwise physically or forcibly handled. Situations
will exist, however, where reasonable force is necessary 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 will sit in the front seat and the juvenile will sit in the back, with the security screen separating 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 County Juvenile Faeilit~~ Poliey Number
9.7
Chapter
Security and Control
Subject
Facility [nspections and the Use of Yennanent Logs
POLICY
Since permanent logs and regular security inspections are vital to the efficient operation of the facility,
juvenile detention officers in each housing section, Supervisors in charge of the facility-, and control center staff shall
maintain permanent logs tltat record emergency situations. unusual incidents, and pertinent information about
.juveniles. These records shall be assembled bv_ the Director of Management Services and subntted daily to the
Administrator for review.
PROCEDURES
Types of Logs
The follo«°ing types of logs are to be used by Supervisors:
*daily inspection of residence sheets
*daily securit<~, sanitation, and fire inspection slips
*daily logs
These logs shall be completed by the appropriate staff member and forwarded at the end of the shift to the
Director of Management Services for review and filing.
All securit<- devices shall be inspected by the Supervisor on a weekly basis. A report shall be submitted to
the Director of Management Services. who shall be responsible for initiating corrective action when necessary.
Inspection of Living Quarters
Living quarters should be kept clean and uncluttered. Inspection of these areas shall be made by the
juvenile detention officers daily.
Inspections of Areas Outside the Living Quarters
All areas of the facility must be included in irregular inspections by Supervisors. Supervisors shall search
areas such as the medical section, the storeroom and/or storage rooms, and food senzce.
Itlnocent-looking areas are frequently used to conceal contraband. Coverings or openings, although
secure(}• fastened. may be removable. Trash containers. sanitary supplies, lockers, or other places for concealment
must be searched.
The officer assigned to each of the areas outside the living quarters shall make a visual inspect ion both at
the beginning and end of the shift and submit a report to the Supervisor.
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 receiving 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 Juvenile Facility
Chapter
Security and Control
Subject
Searches of Locations and Juveniles
Policy Number
9.8
POLICY
Although control of weapons and contraband is essential to the order and security of the detention facility,
indiscriminate searches of juveniles shall be prohibited. Only when there is sufficient reason to believe that the
security of the facility is endangered or that contraband is present in the facility shall the search of a Juvenile,
,his/her possessions, room, and other areas of the facility be pern7itted. A search plan shall be established and
made available to both staff and juveniles. The search plan shall be reviewed at east annually and updated as
needed.
PROCEDURES
Searches are done for the following reasons:
• to prevent the introduction of weapons or other dangerous contraband into the facility
• to detect the manufacture of weapons escape devices. etc., within the facility
• to discover and suppress trafficking between staff and juveniles
• to check malicious waste or destruction of facility property
• to discover hazards to health or safety that may go unnoticed during routine inspections
Searching Juveniles
The search of a juvenile by Supervisors or officers requires expertise in search techniques and a
professional attitude on the part of the staff. A juvenile should e informed, quietly and simply, of what is about to
take place. The juvenile should not be touched any more than is necessary to conduct a comprehensive search.
Strip Searches
Strip searches shall be performed only 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 visually and in an area that ensures privacy.
Juveniles shall be required to surrender their clothing and to shower upon admission.
Body Cavity Examination
A body cavity search must be authorized by the Administrator or designee and will be done only when
there is probable cause that weapon or contraband will be found. Only medical staff (e.g. a doctor or nurse) may
perform a body cavity search.
Frisk Search
A frisk search is used when a juvenile is returning from a trip outside the facility (e.g., court appearance,
doctor's appointment). The juvenile should not be touched any more than 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 Supers isors or at least t~~o officers. Taus search is designed to uncover contraband, prevent escapes,
maintain sanitary standards, and eliminate fire and safety hazards. Each room shall be complete(}~ searched before it
is occupied b} a ne~y juvenile.
General Area Search
A general search is made by Supervisors of all areas of the facility. This may be done as needed and
preferable ~~ ith the knowledge and consent of the Administrators. After a general area search. a written report shall
be filed with the Administrators 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 facility staff. Staff
may deny admission to the facilitti~ when they believe there is probable cause that a visitor may be concealing
weapons or contraband. No search more extensive in scope than an electronic device or frisk shall be perforned on
visitors.
Visiting Area Search
Immediately before and after visiting hours, officers assigned to the visiting area must conduct a thorough
search for contraband. Iuveniles 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 by the officers
Supervisor Cor contraband.
Supplies and Food Stocks Search
All supplies and food stocks brought in by visitors must be inspected thoroughly before being issued to
juveniles. These items must be approved by the Casemanager prior to admittance into the facility.
Disposition of Contraband
All contraband confiscated during searches shall be turned over to the Supervisor. The transfer of
contraband s1kill be witnessed by two persons and a chain of evidence record shall be established. A report must be
written describing the contraband and when and where it was found. This report shall be given to the Supervisor,
~~ho will initial and date the report and forward it. along with the contraband items, to the Director of 1vlanagement
Services. The Director of Management Services shall either dispose of the contraband or forward it to the proper
authority for appropriate action. Juvenile detention officers shall document any incidents of juveniles in possession
of contraband.
Kerr County Juvenile Facility
Chapter
Security and Contro!
Subject
Key Control
Policy Number
9.9
POLICY
To maintain the security of the facility, all keys necessary to the operation of the facility shall be issued
from and maintained in the control center.
PROCEDURES
Accountability
The key control systems require simple and efficient daily checks of all keys and locks within the facility
by the Supervisors. A current inventory of all keys and key blanks shall be kept.
Recording 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
box 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
shall be submitted as soon as possible to the Director of Management Services.
Handling of Keys
All staff will observe the following key control procedures:
• when on duty, staff shall keep facility keys 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
• staff 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
Kerr County Juvenile Facility Policy Nwnber
~>.10
Chapter
Security an~i Control
Suhj~ct
l'uol Control
POLICY
Since the daih operation of the facilin~ requires that staff have access to various tools and culinan•
equipment. 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.
Tool [nventory 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 ivlanagement 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 worn-out tools.
Medical Section
Tool control in medical and dental sections presents unique problems. Surgical, dental. and other medical
equipment 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 daily 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 Super<•isor in an area not accessible to juveniles.
Private or Contract Repair and Maintenance Workers
Private or contract repair and maintenance workers employed to work within the facility shall submit to an
inspection and im-entory by the Supervisor of all tools, tool boxes, and related equipment prior to admittance to and
release from the facilih~. Non-staff workers shall be escorted by a staff member while in the facility.
Kerr County Juvenile Facility Policy Number
9.1 l
Chapter
Security and Control
Subject
Control of Firearms and Other Security Equipment
POLICY
To ensure the safety and security of facility staff and juveniles, no firearm or weapon shall be worn or
carved in the facility unless it is during an emergent}~, and then only if it is carried by a police officer. At no time
shall visitors be in possession.of firearms or other weapons while inside the confines of the facility.
PROCEDURES
Availability
All security equipment, including chemical agents, shall be authorized only by the Administrator. The
availability, control, and use of security equipment shall be the responsibility of [lie Director of Management
Services. Type and quantity of security equipment shall be based on an analysis of die facility and juvenile
population profile. The Supen~isors and dle Director of Management Services shall be the only sta1T within the
facility with access to the security equipment storage area.
Handcuffs
Handcuffs will be stored in a safe and secure location and counted daily by the responsible Supen-isor. roll
staff members will be sure that handcuffs do not leave the facility unless they are being used in transporting
juveniles or for other security purposes. Serial numbers for all handcuffs will be recorded and a mondily inventory
taken
Kerr County Juvenile Facility Policy Number
9.12
Chapter
Security and Con[rol
Subject
Use of Force
POLICY
To prevent the possibility of serious injury to staff and juveniles, only the minimal amount of force
necessary shall be used to control a juvenile or situation in the facility. The use of force resulting in injury to staff
orjuveniles 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 or when danger to persons or property may ensure. In an emergency where prior
authorization is not possible, a staff member shall use appropriate force and later justify 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
The use of instruments of restraint 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.
Approved Devices:
• handcuffs
• wristlets
• anklets
• ankle cuffs
• plastic cuffs
Use of Restraints
Restraint devices shall be applied properly and not secured so tightly as to interfere with circulation nor
so loosely as to cause chafing. Restraint devices shall not be secured to a stationary object except when complete
immobilization is required by four-point restraint. Juveniles shall not be restrained to a fixed object in a standing
position or to part of a vehicle during transportation.
Kerr County Juvenile Facility Police Number
9.13
Chapter
Security and Control
Subject
Facility Securiri~ Tlveats
POLICY
Specific procedures to be follow ed in emergency situations that pose a tlvea[ to the securit< and control of
the facility shall be written and made available to appropriate staff b_y the Administrator. These procedures shall be
rcyic~red and updated at least annualh.
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 communication center or control center staff provide priman- communications by
telephone and secondary conununications by radio. intercom. and walkie-talkies to:
* the staff member in control at the scene
* staff at the main entrance
* staff on perimeter patrols
* staff on stand-bv
* local police
The public address system also shall be available for use in emergency situations.
Disturbance or Riot Control
The Supervisor shall notify the Director of Management Ser~-ices as soon as possible of any incident of
group destructiveness in an open program area. Staff on hand should be mobilized, functions of various staff should
be defined, and extra assistance should be obtained. If necessary-. the Supervisor should call the local police
department.
Staff should remove nonparticipating juveniles from the area and separate members of the group. Most
groups can actually be reduced to one by playing on the ~~~eakncsses inherent in t1~e group.
When control is regained. key juveniles should be isolated and confined. Programs should be restored for
other juveniles and any damage should be cleared away. Designated persons shall counsel both the participants and
non-participants as necessary. All participating staff shall ~yritc a factual account of the occurrence for inclusion in
the incident report to the Administrator.
The Director of Marutgcment Services or the Supers isor shall mobilize as much extra assistance as is
needed and define each staff member's role in attempts to control destnrctivc behavior in living areas. During
daytime hours, nonparticipating juveniles nrty be moved into sections away fran the area and supen~ised 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. mattresses, nighrivear, shoes, books, toilet
paper. and soap. The juvenile may assist in clearing up any damage, if possible; if not, staff should proceed to clear
it. The senior staff member shall write the incident report for the Administrator.
Sit-down Strikes
The Director of Management Services or Supervisor shall mobilize and define the functions of the staff in
response to a sit-down strike. The ~ oup 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 Sh~ikes
In the e~ ent 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 response. and notify the caseworker die nett day.
Hostages
Facility police states that no trades will be made to secure the freedom of hostages. If a stuff member has
been taken hostage. there is a risk that the juveniles may have a complete set of keys to the facility and a t<tke-over
of the facility could occur. Specific areas can be secured, however, 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 sta?T member becomes aware of the situation he/she should notify the control center. The following areas
should be secured:
* recreation and delivery doors
* main corridor door
* the administrative 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
In the event a juvenile attempts to escape from the facility, every reasonable effort should be trade to
regain custody while dte juvenile is on die grounds of die facility. Siaff should not engage in acts that could
endanger the safety or well-being of die juvenile, themselves, or other staff. The staff 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 die other juveniles
* direct staff in the pursuit of the escaping juvenile
* order a grounds and perimeter search
* notif}~ the local police department
* alert the medical staff to be on stand-by 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 notify the police, thejuvenile's parent/guardians and the juvenile's probation
officer once the juvenile has been apprehended. All staff involved in the escape activities will prepare a report
about the incident to be forwarded to the Administrator an a copy placed in the juvenile's file. A meeting will be
held to determine the 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
Supervisor:
* if the juvenile is hanging, he/she should immediately be cut down to allow breathing
* if the juvenile has sustained noticeable injury or shows symptoms of having swallowed poisonous
substance, first aid should be administered immediately
* the medical staff should be notified as soon as possible
* if aself-inflicted injury is of such a serious nature that the life of the juvenile is in danger, and
ambulance should be requested immediately
* if the juvenile can be moved without imperiling his/her life further, he/she should be moved to a
private room and made as comfortable 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 immediate area
* all recommendations of the medical staff will be complied with
* the Administrator, the Director of Management Services, the juvenile's parents or guardians, and the
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 facility medical staff should be notified by telephone as soon as
possible. If conditions are such that the juvenile detention officer is unable to do this within a reasonable
length of time, another staff member should do so.
Chemical agents are not used at KCJF.
CHAPTER 10
SAFETY AND EMERGENCY PROCEDURES
hCrr County I~ivenile Facility Policy Number
t0.1
Chapter
Safety and Emergency Policies
Subject
Control and Use of Flammable. Toxic. and Caustic Materials
POLICY
Strict control of the procurement. storage, and inventory of all flammable, tonic, and caustic materials shall
be maintained.
PROCEDURES
Prior to making amp purchase. careful attention should be given to a product's label. Every effort should be
made to replace a hazardous substance with one less hazardous in nature or less likely to be abused in a detention
setting.
Use of Flammable Materials
Where flammable liquids are used, proper ventilation shall be provided. Under no circumstances shall
gasoline be stored in the facility or used for cleaning. Commercial solvents, cleaning liquids, or kerosene with a
flash point above lU0 degrees Fahrenheit shall be used and stored properly.
hiveniles shall not have access to or use any of the items listed above, nor any other materials determined
hazardous by the Director of Management Services, unless direct and constant supervision is provided.
Storage Facilities for Flammable and Explosive Items
National Fire Protection Association (NFPA) requirements shall be closely observed in storage of
flammable liquids. Variances may occur due to facility and program codes and regulations. Any variances must be
approved in writing by the local fire inspection authority.
Inventory Control
Caustic. poisonous, flarrttnable, or hazardous fluids, substances, or chemicals shall n,;ver be stored in living
areas.
Kerr County ,fuvenile Facilih' Policy Number
10.2
Chapter
Salty ^n~i Em~r~encv Policies
Subject
Fire Safety
POLICY
Juveniles. staff and ~•isitors are provided With a safe environment through the effective use of fire
prevention and safety inspections. The facility shall comply with local fire safety codes regarding exit requirements,
fire s~ stem inspections and quarterly tests. annual fire inspections, and locations of fire equipment in the facilitti~.
PROCEDURES
The Administrator shall bare overall responsibility for safeguarding juvenile housing and will use the Life
Safety Codc of the National Fire Protection Association (NFPA) as a guideline. Any variances from the NFPA code
shall be approved specificall}. in writing, by the local fire safety authority.
Building Material
All interior finish shall be Class A as defined by NFPA. All material, except floor coverings, shalt have
flame spread rating of less than 2~ and a smoke development rating of less than ~~0 as certified by an acceptable
testing laboratorti.
bulls and Partitions
All new wall and partition construction shall be of masonry or steel studs with sheet mck or plaster. No
wood frurung shall be used in future construction of juvenile housing areas. Existing walls not meeting st<utdards
shall have combustible paneling removed and replaced with five-eighths-inch gypsum board on both sides of the
wall. Fire stops must be used between wood studs before applying new wall covering. Walls may be painted or
covered with 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 paint to make the rating invalid shall be scraped and repainted.
Floor Coverings
Upkeep and excessive wear are prime considerations in evaluating type and choice of floor covering.
However, all carpeting not meeting requirements must be removed.
Furnishings
Pol}urethane padding on furniture and cubicle dividers of plywood or plastic are prohibited unless
specificalh~ approved by the local fire and safety authority. Wood furniture and cubicle dividers clad with larnirtate,
meeting Class A interior finish ratings, are acceptable.
Trash Receptacles
Receptacles located tl>roughout the facility 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 «~ith
tightly ("fitted lids: and be emptied and cleaned at least daily.
Smoking
Smoking will be permitted in designated areas only.
Fire Prevention
Facility staff shall always be on the lookout for fire hazards such as altered electrical outlets. overloaded
electrical units. upended fire extinguishers, and improper trash storage. It is essential that all staff make fire
prevention a basic part of their daily activities. All staff shall be attentive to maintaining good housekeeping
standards to augment fire safety. including:
* proper storage of combustible material
* prevention of hazardous electrical situations
* training for juveniles in fire safetti procedures
* fire drills
* fire control equipment checks
Fire Inspections
There shall be three separate and distinct fire inspections within the facility. Weekly fire inspections shall
be conducted by a staff member who has received training in and is familiar with the safety and sanitation
requirements of the local fire and safety authority. Monthly inspections shall be conducted by the fire safety officer
to ensure compliance with the local authority's safety and fire prevention codes. The fire safety officer shall receive
a miiumum of fom~ hours of training in safety and fire prevention, and shall provide on-the job training to staff
regarding applicable regulations and inspections, including the use of checklists and methods of documentation.
Annt4tl inspections by the local fire and safety authority shall be conducted. Following this inspection, even effort
shall be made to correct all deficiencies noted. When corrections are complete, the Adminisiritor or his designee,
shall notify the local Fire Inspector who shall re-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 dre fire plan and the procedures to be followed in the event of a .(ire shall be
included in the orientation process for all new staff. Provisions for follow-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
copy of the general emergency instructions shall be displayed in a conspicuous place in each section along with a
drawing of the floor plan for that area which reflects the location of fire e.Ytirtguishers, e.Yits, 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 fire, paramedic, and ambulance assistance from the fire department is posted on every
pltone in the facility. The central emergency 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 Services shall have responsibility 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 quarterly. An annual availability of fire equipment shall be conducted.
Alarms
Fire alarms will sound an alarm clearly audible throughout the facility. Alarm systems and/or direct line
telephone communications to the fire department shall be located in readily accessible staff-controlled areas.
Smoke Detectors
All living units shall be equipped with smoke detection systems designed and installed to provide early
warning of smoke within the juvenile living unit. Alarm systems shall be interconnected and run on AC electrical
current to alert the entire facility when a detector sounds off.
Autornatie Sprinklers
Security-safe automatic sprinklers are installed in the housing sections and the main storerooms.
Sprinkler systems are connected to an annunciate panel in the control center. Clearance between sprinkler
deflectors and the top of the storage area shall be in accordance with NEPA guidelines for 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 exists shall have two illuminated exit signs.
Emergency Power and Radio Transmitter
An emergency power source and radio transmitter are located inside the powerhouse to provide
emergency lights, power, and communication. This equipment shall be tested at least every two weeks and a
report forwarded to the Administrator.
Hydrants
Fire hydrants are accessible and properly 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 conveniently located and with adequate footage of hose
not to exceed 100 feet per station, to reach all areas. Standpipe hoses are equipped with adjustable, nonmetal
nozzles. (Brass and other metals used in nozzles are unsafe when used around electrical equipment or outlets and
can be used as a weapon).
Extinguishers
Fire extinguishers for various types of fires are 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 they are readily available. Extinguishers may be hung by wall mounts
throughout the facility.
Only fire extinguishers that are clearly marked as to the types of fires they are made to control shall be
used. Carbon tetrachloride fire extinguishers should be replaced with pressured water extinguishers.
Extinguisher Servicing
Portable extinguishers shall be kept in fully charged and operable condition and stored in designated
places. Every extinguisher shall have a current, valid inspection tag securely attached showing the last
maintenance or recharge date. Discharged extinguishers shall be immediately replaced and recharged. Testing
shall be performed by an extinguisher service company.
Annual Review
This policy shall be reviewed at least annually, and revised as necessary.
Kerr County ,luvenile Facility Policy Number
10.3
Chapter
Safety and l:ntergencv Policies
Subject
facility Emersencv Plans
POLICY
Specific procedures to be follo~yed in emergency situations shall be made available to all staff. All staff
shall be trained in emergency procedures. The emergency plans shall be conspicuously posted in the facility
showing graphic<tll} how to evacuate each area of the facility.
PROCEDURES
Security
Eyerv effort shall be made by staff on duty to prevent escapes during an emergency; however. safety of the
juvenile shall take precedence over the matter of security.
Evacuation Procedures
The Director of Management Services 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 slk~ll have
absolute and total authority for decisions made affecting the facility, the emergency, and security of the premises.
Emergency Review
The Director of Management Services shall review the emergency plan as specified in this document
annuitlly and revise and update if necessary.
Severe Weather (Tornadoes, Hurricanes, Earthquakes, Floods)
All staff shall be familiar with the alarm and warning signals used to alert the population. A batter)~-
powered radio with weather station shall be operable at all times. The Administrator or highest ranking staff member
shall determine whether the juveniles need to move to emergency shelter.
Gas Leak/Power Failure
Any odor of gas should be investigated, and strong odors of gas or gas leaks will mean the immediate
evacuation of the facility and coni<ZCting the gas company and/or the fire department.
Etnergenc}~ lights will come on if power fails, but additional flashlights will be kept in the facility for added
emergency lighting.
Death, Homicide, Suicide
If death, homicide, suicide or attempts are made, notify the Administrator immediately. Directions for
further actions and im•estigations will be determined by administrative personnel.
CFIAPTER 11
RULES AND DISCIPLINE
Kerr Cotmty Juvenile Facility Policy Number
l 1.1
Chapter
Rules and Discipline
Subject
Rules and Regulations
POLICY
Rules of conduct and the penalties that may be imposed when the rules are broken are included in the
.juvenile handbook. which is designed to be used as a guideline for both juveniles and staff.
PROCEDURES
Rule Book Distribution, Interpretation, and Translation
A cope of the Juvenile Handbook, containing chargeable offenses and the penalties that may be imposed,
will be given to each juvenile on admission. Arrangements will be made by the Supervisor for translation or
interpretation for any juvenile who has a problem with reading or understanding any portion of the handbook.
Juveniles Mill sign an acknowledgment of receipt of the handbook. This signed receipt shall be kept in the juvenile's
file.
Staff Training
All staff' members will be given a copy of the Juvenile handbook. Staff that have direct contact with
juveniles bill receive at least two hours of annual in-service 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 disciplinary action, careful attention should be given to the rule book to
determine the seriousness of the offense.
Discipline
Staff will make every effort to maintain control of juveniles through methods of positive reinforcement,
such as an incentive system, which imrolves rewarding desirable behavior and not rewarding undesirable behavior.
Discipline tivill be administered to create a learning experience for the juvenile and mill be commensurate
with the seriousness of the misbehavior. Discipline will never be administered in a way that would degrade or
humiliate the offender.
Ken County Juvenile Facility
Chapter
Rules and Discipline
Subject
Resolution of Violations
Policy Number
11.2
POLICY
There are written guidelines for resolving minorjuvenile misbehavior when circumstances dictate
immediate and informal action.
PROCEDURES
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.
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 of time, depending on circumstances. For instances, 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.
High Risk
If a child is placed in room confinement and is exhibiting behaviors that pose an imminent risk of
physical harm to oneself, a detention officer shall personally observe, and document their observations of the
juvenile no less than every 5 minutes.
Kerr County Juvenile Facility Policy Number
Il.i
Chapter
Rules and Discipline
Subject
Disciplinan Reports
POLICY
Staff shall prepare a disciplinary report when a juvenile has committed a violation of facility.
PROCEDURES
Reports of Disciplinary Action
If there. is a reasonable belief that a juvenile has committed a violation of the rules and regulations, the si<~tff'
member may choose to either verbally warn the juvenile or submit a disciplinary report. A disciplinary report should
contain the following information:
* specific Wile(s) violated and the details
* behavior of the juvenile in connection with the violation
* all action taken by the staff member(s), including any use of force
* name(s) of any witness(es)
* description and disposition of any physical evidence regarding the violation
* signature of reporting staff member and the date and time of the incident and report
* the juvenile's written account of the incident
* the juvenile's signature verifying that he/she has read the report (it should also be noted if the juvenile
refuses to read or sign the report)
Individual Discipline Plan
An individual discipline plan can be used for short-term discipline and serve as a behavior profile for
evaluation reports. T11e plan documents repeated misbehavior and should contain a time expect<ltion for restoration
of privileges.
Investigation
[f the Administrator believes it is necessary, he/she may appoint an impartial person to investigate and
alleged violation.
Criminal Prosecution
When it appears likely that an incident may be subject to criminal prosecution, the im•estigation procedures
shat l be suspended and the Administrator notified. He/she shall notify law enforcement authorities to conduct an
investigation.
Kerr Cuuntv ,luvenile racility Policy Nwnber
l 1.~1
Chapter
Rules and llisciplint:
Suhjct;l
Cuntinement anti Special Management
POLICY"
Ahter all other tecluuques and resources have failed and when the juvenile's behavior warrants. short- term
confinement nary 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 hours must be reviewed by the Director 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
arc 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
and see that a cope 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 subs#antial
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 ~~ork. religious. or medical departments. Visiting means the actual entry into the room of
confinetent for the purpose of discussion or counseling. A visit does not include routine visual checks or discussion
through the door or v• indow of the co~nement room.
CHAPTER 12
JUVENILE RIGHTS
Rccr Cuunl~• Ju~enilc Pacilit~ Policv Ntuuber
1.2.1
Chapter
luvc:nile Rights
Subject
L~sal Rights oI Juveniles
POLICY
All juveniles will be protected From discrimination based on race, national origin color, creed, gender,
physical handicap. or political beliefs and will have equal access to programs and activities. They will be assured
that seeking judicial relief will not be met with reprisal or penalty 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
opportunit} to be advised by legal counsel. The Supervisor or Director may contact the court coordinator to check if
there is an attorney of record for a particular juvenile.
The Supers isor or juvenile detention officer may inform a juvenile of the legal resources available, but at
no time arc they to engage in conversation that might in any way be construed as offering legal advice regarding the
juvenile's case. and under no circwnstances should staff question a juvenile regarding the alleged offense.
Communication with Legal Representative
Pfrone Calls
Initial contact may be made during the screening process. The Supervisor v•zll place a call to the juvenile's
legal representative or the public defender's office on request. If the juvenile is tunable to make contact, the
parents/gi>t~rdians may be asked to assume responsibility for completing the call.
Juveniles will be permitted to phone their attorney. If; however, an attorney has communicated to the staff
that calls shall onh be placed during specific time periods, the staff will comply with this schedule. If 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
lk~s been completed for delivery.
Visits
A juvenile's legal representative may visit at any time. If a juvenile requests a visit with lus/lter legal
representative a juvenile detention officer will see that the request is relayed.
Kerr County Juvenile Facility Policy ivumber
t 2?
Chapter
Juvenile Rights
Subject
Rights and Responsibilities of Juveniles
POLICY
All detained juveniles 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 shall
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 the disciplinary process. Detained juveniles shall not be subjected
to corporal punishment, humiliating treatment, mental abuse or restraint devices as punishment.
PROCEDURES
Rights and Responsibilities
Juveniles in detention have the following rights 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 will treat all other 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 voluntary
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 they 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 faility. 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 abuse the equipment and opportunities.
• juveniles have the right no to participate in uncompensated work assignments unless the work is
related to housekeeping or maintenance of the facility or personal hygiene needs. In turn, they have
the responsibility of abiding by facility practices concerning housekeeping, maintenance, and
personal hygiene.
• Juveniles have the right to report any problems or complaints they may have while in the facility
without any fear or reprisal. In turn, they also have the responsibility to report these incidents and to
follow facility's grievance procedures when 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 the right to appeal any disciplinary action taken against them as a result of a rule
violation. This is in addition to their right to a response to their appeal in accordance with the appeal
procedures. In turn, they have the responsibility of initiating and appeal and following the proper
procedures in the course of their efforts.
Kerr County Juvenile Facility Policy Number
12.3
Chapter
hwenile Rights
Subject
lu~~enile Access to the Ne~~~s Media
POLICY'
Jug miles shall have reasonable access to the general public through the news media, subject to limitations
necessan to maintain facilin~ order and security and protect their rights.
PROCEDURES
News Media Requests
A news media representative who wishes to visit or conduct an interview Frith a juvenile must make
application to the Administrator. Prior to approval, the applicant agrees to abide by all the rule°s and regulations of
the facility . A request for a visit or inten~iew 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 tunes. The Administrator
may suspend media visits during a facility emergency. A juvenile detained in the facility may not act as a reporter or
publish under a bvline.
Personal Interviews
Either a juvenile or a media representative may initiate a request for a personal interview. Personal
inters iews 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 Administrator shall approve or disapprove an interview request within forty-eight hours of receipt;
any disapproval shall be documented
The Administrator ma~~ dem~ a request for an interview for any of the following reasons:
* there is a refusal or failure to adhere to any of the requirements of application
* the juvenile is physically or mentalh~ unable to participate, as substantiated in writing by the mecGcal
staff
* the juvenile's written consent is not completed
* the intcrvie~~, in the opinion of the Administrator, would endanger the health and safety oi'the
intervic~~ er or «ould adverseh• affect the order of the facility
* the juvenile is involved in a pending court action and the court. having jurisdiction. has issued an order
forbidding such inten•iea s
* Ule jug mile is a protection case. and notice of his/her whereabouts would endanger the juveniles safety
Kerr Count~~ 1u~-mile Facilih
Chapter
Juvenile Rights
Subject
Juvenile Grie~•ance Procedures
Policy Number
i.2.-1
POLIO'
On admission. juveniles shall be informed of their right to file grievances against any behavior or
disciplinart action of staff or otherjuveniles. Grievances that have not been resolved informally shall be filed
according to the procedures outlined belo~~. All grievances shall be handled expeditiously and without threats to or
reprisals against the grievant.
PROCEDURES
Informal Resolution
Staff should be trained and encouraged to trv to resolve all grievance informally. If an informal resolution
cannot be reached, the juvenile should complete a grievance request and submit it to the Case Manager. If the
jug mile needs assistance to complete or deliver the grievance request, a juvenile detention officer should be asked *_o
help.
Grievance Process
A juvenile may select a representative or spokesperson from the staid; volunteers, or juvenile population at
am time during the grievance process. No reprisals shall be taken against anyone using or participating in this
process.
Reasonabl}' brief time limits sl>itll be established for resolution, and all responses to a grievance shall be in
writing. Failure to respond within the required time limit entitles the juvenile to proceed to the next level of review.
A juvenile ~~ith an emergency grievance (e.g., isolation, lack of essential medical care) shall receive action drat can
provide inunediate 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 Ser<~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 die juvenile, the date,
the person or policy grieved. and die nature of the grievance. Grievance forms should be subnutted to the Case
Manager. who will in hrrn notify the Administrator. If a juvenile cannot gain direct access to the Case 1•Qanager, a
juvenile detention officer will make die delivery. Locked boles are available 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 _juvenilc believes tlkat his/her civil riglus have been violated and are still in jeopardy. he/she shall not be
prc~entcd or restrained from Filing a lawsuit.
Evaluation
The Director of Management Scr<~ices will assess the grievance procedure as part of a progress report
submitted to the .Administrator. The report will evaluate the following:
Volume --do juveniles use the procedures?
Effect --do complaints result in clarification and change in the policies and practices'?
The Director of Management S~:n~ices shall also make recommendations for improving di•~ grievance
procedure in the report to the rldmiiustrator.
Kerr County Juvenile Facility
Chapter
Juvenile Rights
Subject
Juvenile Treatment & Safety
POLICY
Policy Number
12.5
Resident juveniles shall not be subjected to abuse or neglect as defined in Chapter 261, Texas Family
Code.
PROCEDURES
Prohibited Conduct
The following is a list of prohibited conduct:
• Any act of failure to act performed knowingly, recklessly, or intentionally, including incitement to
act, which may have caused physical injury or death to a juvenile resident;
• Any act of inappropriate or excessive force or corporal punishment, regardless of whether the act
results in an injury to a person served;
• Any use of chemical or bodily restraints not in compliance with federal and state laws and TJPC
standard;
• Sexual 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 any individual responsible for providing services in a facility
rendering care or treatment which caused 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 healthcare and the
failure to provide a safe environment for a juvenile served, including the failure to maintain adequate
numbers of appropriately trained staff.
• Sexual activity, including sexual exploitation as defined in 161.131 of the Texas Health and Safety
Code and sexual assault as defined in 22.011 of the Texas Penal Code, involving an employee, agent
or contractor and person served. Sexual activity includes but is not limited to inappropriate sexual
contact including kissing, hugging, stroking, or fondling with sexual 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 exploitation pattern, practice, or scheme of conduct, which may
include sexual arousal or gratification or sexual abuse of any person. The term does not include
obtaining information about a juveniles sexual history within standard practice;
• Group punishment for the act of an individual or one juvenile sanctioning another.
CHAPTER 13
FOOD SERVICE
Kerr County Juvenile Facility Policy Number
13.1
Chapter
Food Service
Subject
Food Service Operations
POLICY
Food service operations. including budgeting and purchasing, are supervised by the Director of
Management Services. Menu plans are reviewed and approved at least annually by a dietitian with special training
pertaining to allergic reaction; hyperactivity; and other mental, emotional, and physical reactions of juveniles
susceptible to particular food substances.
PROCEDURES
Food Service Management
The facility shall establish a food service staffing pattern appropriate in sire to meet its ne.ds. Star sire
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 settled with facility standards and ration
allowances. The dietitian shall also provide a written evaluative report regarding nutritional adequacy, effectiveness
of menu pl~uuting, and meal procedures. Regular inspections will be made by appropriate government authorities.
Ken County Juvenile Facility
Chapter
Food Service
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.
Food shall never be withheld or reduced as a form of punishment or offered as a reward. Juveniles shall
be allowed adequate time to eat meals and in no case less than 10 minutes.
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. Meals shall meet the dietary requirements of the USDA school breakfast, lunch and
dinner dietary allowances. Two hot meals and one other meal which need not be hot shall be provided at regular
times. No more than 14 hours may elapse between meals.
Rotation 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 dietitian
• 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 pans 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 Meals
Detention officers shall supervise juveniles during meals. Detention officers shall eat the same meals
provided to the juveniles if they choose to eat in the presence of juveniles.
Kerr County Juvenile Facility Polic}' Number
13.3
Chapter
Food Service
Subject
Safety and Sanitation for Food Service
POLICY
The facility shall pro~zde a food service section that ensures the highest possible level of safety and salutary
practices and participates in the federal school lunch program. Federal and state occupational safety and health codes
serve as standard requirements for all food senzce.
PROCEDURES
The Director of Management Services are responsible for the following safety aitd simitation procedures.
Physical Examinations
All juveniles and staff working in the food service area will be examined by the medical staff to ensure that
they are free from transmissible diseases prior to entry on the job and at least annually thereafter. Food service
workers 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 service 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 nunimum, staff shall be trained in the
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 extinguishers
* first aid procedures for scalds, brans, 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 dwiy by the Director of Management Services for overall health and cleanliness
* have clean hands and fingernails and wash after using toilet facilities
* practice overall good hygiene and wear clean clothing that is changed daily
* wear a cap or hairnet at all times when in food service areas
* keep the food service section clean
* wash all equipment immediately after use
* keep accurate records of all meals served and of any food substitutions made
* notify the Administrator immediately of any health or safety code violations 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 following conditions are met:
* Floor, walls and ceilings are constructed of materials that will provide for safe and sanitary operation
* Toilets and wash basins are located in proximity 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 eighty degrees Fahrenheit
* Refrigerated goods are maintained at thirty-five to forty degrees Fahrenheit
* Frozen goods are maintained at zero degrees Fahrenheit or below
* Kitchen area shall have minimum of 200 square feet of floor space
* Dining area shall provide a minimum of 15 square feet per diner
Equipment Sanitation
Food service equipment shall be designed to comply with all applicable safety codes and enable efficient
and thorough cleaning. This is especially important for equipment in direct contact with foods. Work and dining
tables an 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 I accordance with the
manufacturer's health and safety instructions.
Bacterial growth and disease can result from improperly designed, maintained, or equipment; therefore,
the food service area shall be equipped with refrigerators, freezers, holding cabinet and serving tables that
maintain foods at proper temperatures. The food service shall be equipped with sanitary, rodent-proof containers
for dry products, such as flour and sugar, and covered containers for food stored in refrigerators.
Safety and Sanitation Inspections
Inspections of the food service area are vital to ensure compliance with appropriate health and safety
rules. Weekly 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 condition and practices observed during the inspection
Inspections by an outside sources shall be conducted at least annually. At a minimum, these inspections
shall 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 HYGIENE
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 clean clothing at least three times per week.
Socks and underclothing shall be issued daily.
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
daily.
Housekeeping Plans
Housekeeping plans shall be prepared as directed by the Supervisors and shall require the
following:
• a cleaning schedule for the area
• 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 beds must be stripped and new linens issued prior to use by a new occupant.
Personal Cleanliness
Juveniles shall shower upon admission. The Schedule shall provide for a daily shower. Juveniles
shall be given appropriate instruction in hygiene and shall be required to comply with acceptable rules of
personal cleanliness and oral hygiene.
Hair
Length and style of hair shall be neat and clean.
Kerr County Juvenile Facility Policy Number
1~.2
Chapter
Sanitation And Hygiene
Subject
Waste Disposal and Pest Control
POLICY
Waste disposal and pest control programs that conform to appropriate jurisdictional requirements shall
provide for the following:
* licensed and trained pest control professionals to provide vermin and pest control services
* 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 Maru~gement 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 EnvironmeYrtal Protection
Agency. Sanitary 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
preventive programs shall be conducted in addition to weekly inspections
Control programs and inspections shall be conducted monthly in the remainder of the facilititi~.
Inspection Reports
Inspections of the pest control and waste disposal programs shall be conducted weekly by the Director, who
shall submit a report to the Administrator.
CHAPTER 15
MEDICAL AND HEALTH CARE SERVICES
Kerr County Juvecule Facility Policy Number
15.1
Chapter
Medical and Heath Care Services
Subject
Medical Program Administration
POLICY
Provisions shall be made for short-term medical, dental, and mental health care services under the control
of a health audlority. When this authority is not a physician, final health care judgment will rest with a physician,
dentist, or qualified ment<zl 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 health 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, hospit<zls, 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 die 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
facility including obtaining, providing, and recording necessary services(e.g., dental, medical, unmtmizationsj.
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 will be filed in the individual staff members' personnel folders. Medical, dental, and psychiatric
procedures involving medic~d judgment will be performed by a licensed physician or dentist or within applicable
laws and regulations, under his/her direction.
The health care staff will comply with current laws, rules, and regulations regarding the immunization of
juveniles and the acquisition, storage, and administration of medications.
Health care staff shall consult with any physician who was actively treating a juvenile prior to admission to
review and approve ongoing medications.
Any treatment that is administered by the health care personnel other than a physician, dentist,
psychologist, optometrist, podiatrist, or other uidependent 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
Polio Number
I ~.2.
POLICY
A complete medical record shall be kept for each juvenile to accurately document all health care services
provided tluoughout [he period of detention. These records shall be retained alter a juveniles release for a period of
time sufficient to allow treatment continuii<-.
PROCEDURES
Collection and Recording of Health Data
Only qualified facility 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
authoriri~.
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 administering the medication.
Review of Records
Records of medical examinations, tests, and identification of problems shall be performed only by a
physician.
Storage of Records
The medical staf'r shall maintain a system of identification and filing to ensure rapid access to each
juvenile's medical record.
Confidentiality of Medical Information
The active health record shall be maintained separately from the detention record. Medics) records shall be
confidential, secure, and safeguarded against loss. defacement, tampering. or use by unauthorized persons.
Kerr County Juvenile Facility Policy Number
1 ~.3
C 1~lpter
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 facilit}~'s medical section. Facility
health care space, 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 other 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 symptoms of mental illness, retardation, and chemical use/dependency
Examination 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.
Use of Restraints
Medical staff shall use restraints only as a last resort for juveniles who present a serious danger to
tlremseh~es 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 circumstances
shall restraints be used as a disciplinary measure or as a convenience for the medical st1ff~.
Location and Content of First Aid Kits
The nurse shall make periodic inspections of the contents and locations of first aid kits. First cud kits shall be placed
in each housing section and the control room.
Dispensation of Medications
The person administering medications shall have training from the responsible phrysician and the offfcial
responsible for the facility. He/she is accountable for administering medications according to orders and records.
Kerr County Juvenile Facility
Chapter
Medical and Health Care Services
Subject
Physical Examinations
Policy Number
15.4
POLICY
Each juvenile is provided medical care from the time of admission throughout the period of detention.
This continuous care includes medical screening for clinical history at admission, a complete physical
examination for all juveniles (except intra-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.
Any juvenile presented for admission to detention and in need of emergency medical care due to injury,
illness, or intoxication or I need of mental health intervention shall not be admitted into detention. The
referring person shall be directed to a health care facility to have the juveniles evaluated and treated.
Subsequent admission to detention is contingent upon written medical clearance provided by a medical
or mental health professional. All juveniles admitted to detention shall be assessed to determine need
for detox from alcohol or other substances. Intoxicated juveniles who have been medically cleared for
admission should be segregated from other detainees and closely monitored by staff.
Intake screening information shall include, but is not limited to:
• Mental health problems
• Suicide risk
• Current state of health
• Current medications
• Dental or visual problems
• Drug /alcohol history
• Physical disabilities or evidence of trauma
Medical 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.
Kerr County Juvenile Facility Policy Number
15.
Chapter
Medical and Health Care Services
Subject
Mental Health Care Program
POLICY
All juveniles are provided access to a comprehensive mental health program designed to provide
examination. diagnosis, and treatment. Psychiatric and psychological diagnosis and treatment of detained juveniles
should be available as needed.
PROCEDURES
Screening Services
Screening, care, and/or referral for care of juveniles in need of mental health or mental retardation services
will be provided. The specific referral sources shall be designated in advance by the facility physician.
Mental Health Transfers
Any juvenile whose condition is beyond the range of services available in the facility shall be tra~lsferred to
a specialized facility 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 clisciplines.
Mental Health Emergencies
Evaluations 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 Facility
Chapter
Medical and Health Care Services
Subject
Sick Call
POLICI'
1Policy Number
15.6
Juveniles' request for medical care are monitored and responded to daily- by qualilied medical staff.
Juveniles are referred to a physician when required.
PROCEDURES
Facility Staff Assistance
A juvenile detention officer shall assist the medical staff with control and scheduling of sick call.
Sick Call
Non-emergency medical service conducted by a physician or other qualiFied medical staff is available to
each juvenile at least three times per week. Juveniles shall 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 lanb cage easily understood by the juvenile.
Complaints
Any sick call that is conducted by health care personnel shall follow grievance procedures found in
Resident Handbook if a complaint occurs due to medical treatment received or not received.
Sick Call Log
Daily sick call records listing all juveniles attending sick call, their comphdnts, and the disposition of their
cases shall be maintained by the medical staff conducting the daily sick call.
Emergency Sick Call
Daily twenty-four-hour coverage is available at the facility. Any stiff member who believes a juvenile is in
need of emergency care shall contiict a medical staff member, who will evaluate the complaint and examine the
juvenile.
Restricted Juveniles
Sick call for juveniles restricted or isolated for disciplinary reasons shall be conducted daily following
procedures 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
Ken County Juvenile Facility Policy Number
15.7
Chapter
Medical and Health Care Progrun
Subject
Special Health Care Programs
POLICY
A written individual medical treatment 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 therapy, and provisions for referral to supportive or rehabilitative services when necessary.
PROCEDURES
Plan Development ,
The medical staff or attending physician shall develop a written treatment plan fur each juvenile who
requires a special health care program. Identification of these patients shall be made through staff referrtl, sick call,
physical examination, or self-referral.
Convalescent Care
Medical staff determine die 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 acrd fanuly l~l~uming
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 healdr rare. These educatiork3l
programs shall include initial admission/orientation sessions and regular distribution of instructional healdr materials
through internal publications.
Disabled Juveniles
All disabled and infirm juveniles shall be housed in facilities appropriate to dreir 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 appropriate facility.
Kerr County Juvenile Facility Policy Number
15.8
Chapter
Medical and Health Care Services
Subject
HIV and Infectious Diseases
POLICY
It is the policy of this facility to address the management of serious and infectious diseases, including
specific actions to be taken by employees concerning juveniles who have been diagnosed :HIV positive.
PROCEDURES
General Plan
There shall be a general program established in cooperation with the local health authority to deal with
infectious diseases in the facility. The program 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
* 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 minimmn:
* when 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
* confidentiality issues
Kerr County Juvenile Facility Policy Number
15.9
Chapter
Medical and Health Care Services
Subject
Prohibition of Medical Experimentation
POLICY
This policy prohibits the use of juveniles for medical, pharmaceutical, or cosmetic experiments by either
medical staff or outside researchers. This does not preclude individual treatment of a juvenile based on his~lrer need
for a specific medical procedure that is not generally available.
PROCEDURES
Any 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 writing. Copies of the report shall be sent to the medical staff and the Administrator.
The medical staff shall permit statistical and management research invoh~ing the study of patient nse
patterns and management. Psychological and social research may be conducted only as allowed by the regulations
governing social science research and with the approval of the medical staff, the presiding juvenile court judge. and
an attorney.
Stimulants, tranquilizers, and psychotropic drugs are not to be used under any circumstances for program
management, experimentation, or research purposes.
This policy shall not preclude the individual administration of treatments that may not be generally
available.
Kerr County Juvenile Facility
Chapter
Medical and Health Care Services
Subject
Informed Consent
Policy Number
15.10
POLICY
All informed consent standards in the jurisdiction are observed and documented for medical care. The
informed consent of parent, guardian, or legal custodian 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 same right to bodily integrity available from a community medical
facility.
PROCEDURES
Explanation of Risk
Prior to initiating a medical procedure, the physician or dentist shall explain the procedure and its
alternatives and risks to juvenile and/or parent/guardian.
Written Consent
The juvenile and/or parent/guardian shall sign a written consent form authorizing the specific
treatment. The consent form will be included in the juvenile's medical record. If no relatives are
available to give consent, the health service coordinator may authorize the treatment.
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 witness the form, and the form will be filed in the juvenile's medical record.
Kerr County Juvenile Facility
Chapter
Medical and Health Services
Subject
Notific~rtion of Illness or Death
POLICY
Policy Number
15.11
Provisions shall be made for the prompt notification of a juvenile's parents or guardi;uis and thc responsible
agency incase of serious illness, surgery, injury, or death.
PROCEDURES
Communications
The following chain of communication shall be initiated in the event of a juvenile's death: the medical staff
shall notify the Administrator immediately; the Administrator shall promptly notify the Coroner, probation
department, and juvenile's parents by telephone.
Following proper examination by a physician and consent of the Coroner, the body shall be released to a
funeral home. The funeral home representative shall document receipt of the body.
If the death is by suicide, homicide, accident, or other suspicious circumstances, die body may not be
removed without die 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 rneet
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
* if 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 deterniines that the patient
is either deceased or is in imminent danger of death due to serious illness or injuuy.
Persons previously designated by the juvenile shall be informed. Notification sl><all bL by a. person specially
trained in crisis intervention and counseling, usually the Administrator or a member of the medical staff.
The notifer should not include conclusions or opinions based other dean on proven fact provided by the attending
physician and/or investigating officials.
Telephone notification shall be followed by a telegram delivered to the nexrt of kin v,ithin twenty-four
hours from time of death or placement on a critical list. In death notifications, the tele~am wording; s1Lj11 request
pernussion for autopsy and instructions for ttie disposition of the body.
The Administrative office shall forward a letter to next of kin within one week 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 situation. The letter should discuss disposition of personal assets and/or property. if appropriate, as well as
facility policy concenung medical bills and funeral expenses.
Child Abuse Notification
Any person who has reasonable cause to suspect 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
facility physician and notify the juvenile's parents or guardians and probation department. The Administrator must
be careful to adhere to local and state laws regarding reporting of and actions taken in cases of suspected child
abuse.
Kerr Cowtty Juvenile Facility
Chapter
Medical and Health Care Services
Subject
Use of Pharmaceutical Products
POL[CY
Policy Number
15.12
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 physician's orders.
PROCEDURES
Pharmacy Management
The medical staff shall require that all pharmacy procedures adhere to applicable state and federal laws and
regulations.
Prescription 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 achninistration of all medications shall be recorded on a form approved by the medical staff that
t>ecomes part of the juvenile's medical record. Each dose shall be documented with the date and time of
adnnistration <utd 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.
Any medication prepared for administration later in the day or by another staff member is to be placed in a
container labeled with at least the following identifying information:
* the juvenile's name, number, and location
* the time and date the medication is to be administered
* all special inswetions
* 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 b}~ the medical staff' in
locked containers that are securely fastened to a major structural support (e.g., a steel beam or concrete floor}. All
narcotics, methadone, and instilin shall be stored in a safe located in an area that is inaccessible to juveniles and
ui~~uthorized staff. Access shall be limited to pharmacy and medical staff members «it11 authorization by the
Administrator.
CHAPTER 16
INTAKE AND ADMISSION
Kerr County Juvenile Facility Policy Niunber
16.1
Chapter
Intake and Admission
Subject
Intake
POLICY
A juvenile shall not be detained unless one of the following conditions exists:
* he/she is a fugitive from another jurisdiction
* he/she requests protection in writing for circumstances that present an immediate du-eat of serious
physical injury
* he/she is charged with murder in the first or second degree
* he/she is charged with a serious property crime or a crime of violence other than first or second degree
murder that if committed by an adult would be felony
* he/she is already detained or on conditioned release in connection with another delinquency
proceeding
* he/she has a demonstrable recent record of willful failures to appear at family court proceedings
* he/she has a demonstrable recent record of violent conduct resulting in physical injtuy to others
* he/she has a demonstrable recent record of adjudications for serious property offenses
* there is no less restrictive alternative that will reduce the risk of flight, serious harni to property, or the
physical safety of the juvenile or others.
PROCEDiJRES
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 detention orders should be reviewed for information and instructions. TYie purpose of
this investigation is to determine whether the accused is a juvenile as defined by the courts and whfaer the judicial
district is the appropriate one. 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 fiirther 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 any 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 wttil the
transporting officer presents proper documentation.
If the officer determines that the accused is not a juvenile or that the matter is outside the jurisdiction of the
court. the accused shall be released according to the detention criteria. If it is determined that the juvenile should be
detained, a notice shall be filed wish the court giving specific reasons for detention.
Authorization for Admission
A juvenile may be considered for detention upon receipt of the following information:
* an arrest report form a local, state, or special law enforcement agency indicating specific public offenses
* detention orders issued by the court
* a request from a probation or parole officer due to alleged violatiou of probation or ~h~role conditions
only when it is necessary to protect public safety. prevent self-injury. f~~cilitate transicr. or ensure the
presence of the juvenile at court hearings
* a request for the hold under tltc Juvenile Interstate Compact
Receipt for Juvenile
A receipt for the juvenile is prepared in triplicate and signed by the arresting officer
Abuse or Neglect
If abuse or neglect is apparent or suspected during the intake process, the Aduunistrator should be
told immediately and appropriate actions should be initiated. If medical treatment appears to be necessan, it will be
arranged promptly.
Guidelines for Identifying air Abused Juvenile
A juvenile is to be considered physically abused when he/she indicates that his/hex 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
* human bites
* internal injuries
* suspicious scars
* evidence of sexual assault
Guidelines forldentifying 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 irtunedialely report this to the local Child Welfare Department.
The following information should be given, if possible:
* name and address of the juvenile and his/her parents or guardians
* age of juvenile
* nature and extent of the injury or maltreatment
* name of the alleged perpetrator
* any other relevant information
Kerr County Juvenile Facility
Chapter
Intake and Admission
Subject
Admissions Procedures
Policy Number
16.2
POLICY
The admission and orientation process shall be conducted immediately following a juvenile's amval at
the facility.
PROCEDURES
Admissions Form
For each juvenile admitted to the facility, and 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 for juveniles that are mentally or emotionally disturbed,
retarded, handicapped, abused, or have other unusual conditions.
Orientation Process
The admitting 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
admittance to the facility.
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 shall be
recorded in the juvenile" admission file.
Adjustment Period
Once the juvenile has been assigned to a room 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. Juveniles shall be assigned to the general program as soon as possible after
admittance. Juveniles shall not receive automatic room confinement for periods of time longer than necessary to
access the risks and needs of the juvenile. Juveniles in room confinement during the assessment period shall be
personally observed by a Detention Officer every fifteen minutes.
Program Integration
Once the orientation process has been completed, the Supervisor shall take the juvenile to the living
section and introduce him/her to the other juveniles.
Kerr County Juvenile Facility
Chapter
Intake and Admission
Subject
Personal Property
Policy Number
16.3
POLICY
To further program goal achievement and preserve a degree of personal identity consistent with facility
safety and security requirements, juveniles shall be allowed to retain a reasonable amount of personal property.
PROCEDURES
Authorized Personal Property
Juveniles may retain the following items of personal property:
* legal documents
* famil}~ picttves (not to exceed two)
* prescription evewear
* dentures
Juveniles shall be prohibited from keeping items worth $2~ unless specific approval is received in writing
from the Administrator.
Storage of Personal Property
The supewisor shall collect items such as watches, 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 property 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 given to the juvenile. The Supervisor must stare all property
prior to the end of the stvft.
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
Clkapter
Juvenile Services
Subject
Social Service Program
POLICY
Policy Number
17.1
It is the policy of the detention facility to provide for a social service program that makes available a wide
t~ange 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. When appropriate, tht; 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 accordin 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
Mvlager and therapists shall cooperate with juvenile detention officers and share all relevant irrfornation.
Kerr county Juvenile Facility Policy Number
17.2
Chapter
Juvenile Services
Subject
Juvenile Educational Program
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. 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, van'
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 developmental 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 juveniles' specific
needs
* schedules of curriculum activities
* lists of materials and specialized equipment that meet minimum Education Department standards
* an education staff profile depicting all academic instructors and their appropriate certil ications
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 genera] staff, a~ld implementation of the facility education plan.
Kerr County Juvenile Facility Policy Number
17.3
Chapter
Juvenile Services
Subject
Recreation
POLICY
The facility provides recreation and exercise programs to juveniles as soon as they are admitted to the
facility.
PROCEDURES
Activities will be available to all juveniles, with restrictions due only to program capacity or behavior
problems. At no time will physical recreation be used as punishment. The facility will provide for a minimum of one
hour of large muscle exercise and one hour of plamied 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 detention experience. Programs should
provide acceptable leisure time activities to alleviate idleness and boredom, provide positive reinforcement, and
develop the concepts of cooperation and sportsmanship.
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 successfiil. Certain activities, such as
tumbling, wrestling, and weightlifting, should be conducted only if a skilled person is assigned to supervise the
activity.
Juvenile Participation Irt 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.
Dayroorn
Officers will facilitate the constructive use of juveniles' time in dayroom. A wide variety of table games
and activities shall be available.
Arts and Crafts
Quiet time leisure activities should include arts and crafts.
Volunteers
The facility will recniit and coordinate community volunteers to be involved in special recreation programs
and events.
Roles of Volunteers, and Juvenile Detention Officers
The recreation staff is primarily responsible for planning, organizing, and supervising juveniles during
recreation. They will not participate in recreational activities with residents so as not t:o impair the supervision of
the juveniles.
Kerr County Juvenile Facility
Chapter
Juvenile Sen~ices
Subject
Library
POLICY
Policy Number
17.4
To reduce idleness and allow juveniles to pursue personal interests that may help them after release.
reading materials and other related services shall be provided 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. The library program is coordinated and supervised by a
qualified person, authorized by the Administrator, and regular services are provided to each unit in the facilit}~.
Selection of Books
At regular intervals, a survey of the juveniles shall be conducted to determine their needs and the quality of
file selection 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 with the
juveniles' 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.
Kerr County Juvetule Facility Policy Nutnber
17.E
Chapter
Juvenile Services
Subject
Religious Progranuning
POLICY
Since the administration recognizes the right of each juvenile to practice the religion of his/her choice,
even' reasonable effort shall be made to facilitate the free practice of religion, limited only to legitimate security and
operational considerations.
PROCEDURES
Needs Assessment
To provide a proper balance of religious services, a system shall,be developed by the Case Ivliaiager to
determine the reiigious 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 review before entering the facility. Arrangements may be made for a juvenile to obtain
personal copies of certain approved religious books and periodicals.
The facility 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 maybe worn
during religious activities. When not in use, this apparel sltall be stored in the property area.
Religious Services
The proper space and atmosphere for religious services shall be provided. Attendance shall be voluntary,
and 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 usttall}~ shall be restricted to juveniles of that particular religious preference or affiliation.
Exceptions may be approved by the Adtninistrator.
The facility sltall 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
beliefs and practices of juveniles whose religion require abstaining from work on holy days.
CHAPTER 18
COMMUNICATION: MAIL, TELEPHONE, AND VISITING
Kerr County Juvenile Facility
Chapter
Communication: Mail, Telephone, and Visiting
Subject
Juvenile Correspondence
Policy Number
18.1
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.
Juvenile letters, both incoming and outgoing, are searched by staff for contraband and possible escape
information. If any contraband is found, the letter should be immediately placed with the juvenile's property
storage and the juvenile is notified.
Legal correspondence is never opened. Juveniles are permitted to send sealed letters to specified persons
and organization, including but not limited to the following:
• Courts
• Counsel
• Officials of the detaining 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 forty-eight 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, by the Case manager. If no forwarding address is available, mail should be
returned ,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 against facility rules
Some communication with certain individuals maybe specifically forbidden by the detained juvenile's court or by
the facility's rules of separation. The juvenile's parents may furnish the facility with a list of individuals who
they feel should not communicate with the juvenile. Such incoming correspondence shall be returned.
Kerr County Juvenile Facility Policy Number
18.2
Chapter
Communication: Mail. Telephone, and Visiting
Subject
Access to Telephone
POLICY
To maintain ties with the community and contact with attorneys, each juvenile shall have equal and
adequate 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 guardians, foster parents, or custodians at times designated by the facility.
If a juvenile needs assistance in placing a call, the supervising juvenile detention officer will place the call
and 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.
Incoming Calls
Juveniles may receive calls from court workers, social workers, police officers, and lawyers when they do
not interfere with legitimate prograrruning. The staff member answering the telephone shall take appropriate
measures to verify the identity of the caller.
Attorney Calls
A juvenile may phone his/her attorney at any 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 nu-nber
of calls will be limited on weekends and holidays.
Logging 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
Kerr County Juvenile Facility
Chapter
Communication: Mail, Telephone and Visiting
Subject
Juvenile Visiting
Policy Number
18.3
POLICY
The facility administration encourages juveniles to maintain ties with families and friends through regular
visits that are limited only be staff demands and the availability of visiting facilities. Generous visiting hours are
encouraged for all juveniles.
PROCEDURES
Authorized Visitors
Volunteers, attorneys, clergy, government officials, legislators, and media representatives may be
approved for visitation by the Administrator on a case-by-case basis will not count against the juvenile's normal
visiting schedule. A special area shall be set aside for official interviews. Attorneys and their representatives may
visit any time.
Visitor Sign -In
Every 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
information 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 amval at the facility.
Special Visits
Special visits may be granted with prior approval of the Administrator on a case-by-case basis. Every
effort will be made to allow special visitation privileges for hospitalized juveniles. Transportation, accessibility to
the facility by the visitor, and the distance a visitor must travel shall be considered.
Denial of Visitation
A denial of visitation privileges shall be based on the safety, security, and order of the facility and the
safety of the individuals involved. A juvenile may also deny any visitor. Known ex-offenders other thatn family
are prohibited unless prior approval has been granted by the Administrator.
The administrator or designee may also terminate a visit based on the safety, securit}-, and order of the
facility. Visitors whose visits are terminated will be notified of the specific causes for the terniination, and an
incident report will be prepared and filed.
Searches of Visitors
A visitor shall be informed about why the request for a search is being made. The use of metal detectors'the
inspection of handbags, briefcases, and packages shall be governed by the security needs of ttie facility.
CHAPTER 19
RELEASE PREPARATION AND TRANSFER
Kerr County Juvenile Facility Policy Number
19.1
Chapter
Release Preparation and Transfer
Subject
Release. Transfers, and Leaves
POLICY
Prior to the release of a juvenile, flee staff must ensure that all facility obligations to the juvenile have been
met. The therapists assist the juvenile in developing a positive sense of closure of the experience in secure detention.
PROCEDURES
Case Management Responsibility
The program staff must verify release dates, determine the method of transportation to where the juvenile is
going, including 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 the juvenile will be living. This responsibility shall include but is not
linrited to the following:
*determirung the release an-angements 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 activities
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. sui~icient
reasons.
The juvenile must sign the personal inventory form to receive his/her belongings. The admission and
release signatures should be compared to verify the juvenile's identity. If the juvenile is not released to a parent ar
guardian, that person shall be notified as soon as possible that the juvenile has been release from the facility.
Transfers
Transfers between detention 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 detained 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 Behvee~: Secure Facilities
'i'he decision to transfer a juvenile between detention sites involves authorization by the following
individuals or agencies:
rovide for a nonspecific secure detention
ecific detention facility), or the
* the court of placement; the remand or court order must p e of a sp
placement (e.g.> detention or secure detention, not the nam rior to the transfer
royal of the court must be obtained Ord s or thei designees secured p
app
the Administrator of both detention facr rtre
* ated by the court of Placement
* any legal representative or authorities as design
Transfer to Less Secure Det abooe necessary for the transfer of a juvenile to a less secure detention
The same process as is outlined
site.
Transfer to More Secure Detention Site to a more secure facilit~~ shall be treated as nee
ssions procedures section of this manual.
All transfers from a less secure detention program robation revocation order, or an
adnussions and be subject to all die cried and r ~e Interstat ~mpact, parole or p rior to
In the case of juveniles detarn rocess requirements of the law have been rarent(s) or
inistrator shall ensure that all due p wrth copies sent to the juvenile, his/h.er p'
AWOL warrant, the Adm •
acceptance. These procedures must be documented in writing~~
guardian(s), and the facility case record. uvenile
• ibition Against Transfer to all Adult ~ oectional Facility or Jat ~, rle
••'" •y~' rize initiate, or facilitate the transfer of a J hasbeen
p~ oh '~tYator auth uv.n
Under no circumstance may the Admin
' ~on of the juvenile Court to an adult correction or detention facility unless e J
under the jurisdretr urisdiction of an adult court.
legally waived, transferred, Medj a~ and Mental gealth Transfers
Non emergen) sfers shall only occur after a written order from dieneurt
All nori-emergency medical and me cco dan e ~~ the provisions of state executive and mental hyg
of placement is received and found to be m a
laws. olicies
Emergency Medical c~nd tl~lental Health Transfers 111ent as soon as possible but no
'either medical or mental health reasons sha,abe in accordance with the p
Emergency transfers fob strator shall notify the court of p
already set forth in this manual. u ien e 1~ eS dle facility. in me
later than dre next day after the j
Administrative Transfers either as part of the rrrrtial classification process or to relieve crowding
A juvenile may be transferred
facility.
Leaves include the following: he/she mn}' be
Occasions when escorted leaves are necessary uvenile to receive services in the com ~ 17elnbers. The
Leave for Services: When it is possible for a j anied by at least two facility
location. The juvenile shall be accomp rovider, and necessary records or other data
escorted to the necessary rearranged with the service p
times of departure and arrival shall be p
shall accompany the juvenile.