BUREAU OF MONITORING AND QUALITY IMPROVEMENT PROGRAM REPORT FOR

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1 S T A T E O F F L O R I D A D E P A R T M E N T O F J U V E N I L E J U S T I C E BUREAU OF MONITORING AND QUALITY IMPROVEMENT PROGRAM REPORT FOR Collier Regional Juvenile Detention Center "Department of Juvenile Justice" (State-Operated) 3315 East Tamiami Trail Naples, Florida Review Date(s): October 28-31, 2014 PROMOTING CONTINUOUS IMPROVEMENT AND ACCOUNTABILITY IN JUVENILE JUSTICE PROGRAMS AND SERVICES

2 SelectaDetentionCenter: ColierRegionalJuvenileDetentionCenter FY * (July1,2013-June30,2014) NextPage ColierRegionalJuvenileDetentionCenter Foradditionalinformationaboutthisfacility,visit htp:// PerformanceMeasures DetentionCenter ColierRegionalJuvenile DetentionCenter BateryonStaf Incidents BateryonStaf Rate BateryonYouth Incidents BateryonYouth Rate Escapes Statewide DetentionCenter ServiceDays UtilizationRate Maximum ServiceDays ADP AverageAgeat Admission ColierRegionalJuvenile DetentionCenter 8,429 51% 16, Statewide 317,259 67% 475, Gender:ColierRegionalJuvenileDetentionCenter Race\Ethnicity:ColierRegionalJuvenileDetentionCenter Female Male 0 Black White Hispanic Other *FY dataispreliminaryasofAugust2014.Oficialnumberswilbeavailableinthe2014ComprehensiveAccountabilityReportuponitsrelease.

3 FiveYearTrendsforColierRegionalJuvenileDetentionCenter PrevPage SelectaDetentionCenter: ColierRegionalJuvenileDetentionCenter NextPage NumberofAdmissions:ColierRegionalJuvenileDetentionCenter FY09-10 FY10-11 FY11-12 FY12-13 FY13-14 * Utilization:ColierRegionalJuvenileDetentionCenter 62% 74% 65% 67% 54% 68% 63% 63% 51% 51% FY09-10 FY10-11 FY11-12 FY12-13 FY13-14 * StatewideUtilization ADP:ColierRegionalJuvenileDetentionCenter FY09-10 FY10-11 FY11-12 FY12-13 FY13-14 * Capacity *FY dataispreliminaryasofAugust2014.Oficialnumberswilbeavailableinthe2014ComprehensiveAccountabilityReportuponitsrelease.

4 PrevPage Definitions BateryonStafIncidents-Thetotalnumberofincidentsinvolving youthonstaf bateryreportedtothecentralcommunicationcenter(ccc)duringfy thismeasureincludestotalincidentsandnottotalpersons.forexample,duringfy therewere 63reportedincidentsforbateryonstafwhichincluded67totalpersons. BateryonStafRate-Thenumberofincidentsinvolving youthonstaf bateryper1,000servicedays.thisrateiscalculatedbydividingthetotalincidentsbythetotalservicedaysandmultiplyingby1,000.forexample,ifthecenterhad10incidentsand20,000servicedaysduringthefiscalyear,theirratewouldbe.5incidentsper1,000servicedays,or1incidentforevery2,000servicedays. (10/20,000)*1,000=.5) BateryonYouthIncidents-Thetotalnumberofincidentsinvolving youthonyouth bateryreportedtothecentralcommunication Center(CCC)duringFY Thismeasureincludestotalincidentsandnottotalpersons.Forexample,duringFY there were80reportedincidentsforbateryonyouthwhichincluded111totalpersons. BateryonYouthRate-Thenumberofincidentsinvolving youthonyouth bateryper1,000servicedays.thisrateiscalculatedby dividingthetotalincidentsbythetotalservicedaysandmultiplyingby1,000.forexample,ifthecenterhad10incidentsand20,000 servicedaysduringthefiscalyear,theirratewouldbe.5incidentsper1,000servicedays,or1incidentforevery2,000servicedays. (10/20,000)*1,000=.5) Statewide-Totalforstate-operatedjuveniledetentionfacilities. Capacity-Thefacility snumberofbeds. ServiceDays-Thesum ofaldaysyouthspentinagivendetentioncenterduringthefiscalyear. AverageUtilizationRate-Thetotalservicedaysdividedbythetotalpossibleservicedays(maximum servicedays). AverageDailyPopulation(ADP)-Iscalculatedbydividingthetotalservicedaysbythenumberofdaysinthestudyperiod(generaly 365days). Admission-Astayinsecuredetentionthatistheinitialappearanceperreferal.Subsequentadmissionsonthesamereferalare classifiedastransfers. Maximum ServiceDays-Iscalculatedbymultiplyingthecenter soperatingcapacitybythenumberofdaysinthestudyperiod(generaly365days). Race/Ethnicity- Black-totalofBlackNon-Hispanic,BlackHaitian,andBlackJamaican. White-totalofWhiteNon-Hispanic,WhiteHaitian,andWhiteJamaican. Hispanic-totalofWhiteHispanicandBlackHispanic. Other-totalofAlaskanNative,AmericanIndian,Asian,PacificIslander,andOther.

5 Rating Definitions Ratings were assigned to each indicator by the review team using the following definitions: Compliance Limited Compliance Failed Compliance No exceptions to the requirements of the indicator; or limited, unintentional, and/or non-systemic exceptions that do not result in reduced or substandard service delivery; or systemic exceptions with corrective action already applied and demonstrated. Systemic exceptions to the requirements of the indicator; exceptions to the requirements of the indicator that result in the interruption of service delivery; and/or typically require oversight by management to address the issues systemically. The absence of a component(s) essential to the requirements of the indicator that typically requires immediate follow-up and response to remediate the issue and ensure service delivery. Review Team The Bureau of Monitoring and Quality Improvement wishes to thank the following review team members for their participation in this review, and for promoting continuous improvement and accountability in juvenile justice programs and services in Florida: Mary M. Johnson, Office of Program Accountability, Lead Reviewer Dave Berger, Senior Clerk, DJJ Probation Circuit 20 Drucella Lawrence, Senior Juvenile Probation Officer, DJJ Probation Circuit 17 Patrick Morse, Office of Program Accountability, Regional Supervisor Yvrose Sylvain, Office of Program Accountability, Regional Monitor

6 Program Name: Collier Regional Juvenile Detention Center QI Program Code: 997 Provider Name: Department of Juvenile Justice Contract Number: N/A Location: Collier County / Circuit 20 Number of Beds: 45 Review Date(s): October 28-31, 2014 Lead Reviewer Code: 124 Methodology This review was conducted in accordance with FDJJ-2000 (Contract Management and Program Monitoring and Quality Improvement Policy and Procedures), and focused on the areas of (1) Management Accountability, (2) Youth Management, (3) Mental Health and Substance Abuse Services, (4) Health Services, and (5) Safety and Security, which are included in the Detention Standards. Persons Interviewed Program Director DJJ Monitor DHA or designee DMHA or designee # Case Managers 1 # Clinical Staff 1 # Food Service Personnel 2 # Healthcare Staff # Maintenance Personnel 2 # Program Supervisors Documents Reviewed 1 # Other (listed by title): Lead Teacher, Detention Regional Director, Assistant Superintendent Accreditation Reports Affidavit of Good Moral Character CCC Reports Confinement Reports Continuity of Operation Plan Contract Monitoring Reports Contract Scope of Services Egress Plans Escape Notification/Logs Exposure Control Plan Fire Drill Log Fire Inspection Report Fire Prevention Plan Grievance Process/Records Key Control Log Logbooks Medical and Mental Health Alerts PAR Reports Precautionary Observation Logs Program Schedules Sick Call Logs Supplemental Contracts Table of Organization Telephone Logs Surveys Vehicle Inspection Reports Visitation Logs Youth Handbook 3 # Health Records 3 # MH/SA Records 3 # Personnel Records 5 # Training Records/CORE 7 # Youth Records (Closed) 3 # Youth Records (Open) # Other: JJIS 3 # Youth 3 # Direct Care Staff # Other: Observations During Review Admissions Confinement Facility and Grounds First Aid Kit(s) Group Meals Medical Clinic Medication Administration Posting of Abuse Hotline Program Activities Recreation Searches Security Video Tapes Sick Call Social Skill Modeling by Staff Staff Interactions with Youth Comments Staff Supervision of Youth Tool Inventory and Storage Toxic Item Inventory and Storage Transition/Exit Conferences Treatment Team Meetings Use of Mechanical Restraints Youth Movement and Counts Items not marked were either not applicable or not available for review. Office of Program Accountability Page 3 of 46 (Revised September 2014)

7 Standard 1: Management Accountability Detention Rating Profile Indicator Ratings Standard 1 - Management Accountability 1.01 * Initial Background Screening 1.02 Five-Year Rescreens 1.03 Staff Code of Conduct 1.04 * Incident Reporting (CCC) Limited 1.05 Protective Action Response (PAR) 1.06 * Pre-Service/Certification Requirements 1.07 In-Service Training 1.08 Logbook Maintenance 1.09 Logbook Reviews 1.10 * Entering Alerts (JJIS) 1.11 Sharing of Alert Information * The Department has identified certain key critical indicators. These indicators represent critical areas that require immediate attention if a program operates below Department standards. A program must therefore achieve at least a Compliance rating in each of these indicators. Failure to do so will result in a program alert form being completed and distributed to the appropriate program area (detention, residential, probation). The following limited and/or failed indicators require immediate corrective action Incident Reporting (CCC)* Office of Program Accountability Page 4 of 46 (Revised September 2014)

8 Standard 2: Youth Management Detention Rating Profile Indicator Ratings Standard 2 - Youth Management 2.01 Admission 2.02 Orientation 2.03 Classification 2.04 Classification of Gang Members 2.05 Notification of Law Enforcement 2.06 Admission of Youth Personal Property 2.07 Storage of Youth Personal Property 2.08 Release 2.09 Release of Youth Personal Property 2.10 Release of Medication, Aftercare Instructions 2.11 Review of Youth in Secure Detention 2.12 Review of Youth on Home Detention 2.13 Daily Activity Schedule 2.14 Adherence to Daily Schedule 2.15 Educational Access 2.16 Vocational Programming 2.17 Behavior Management System 2.18 * Unauthorized Use of Punishment 2.19 Grievances 2.20 Trauma-Informed Care * The Department has identified certain key critical indicators. These indicators represent critical areas that require immediate attention if a program operates below Department standards. A program must therefore achieve at least a Compliance rating in each of these indicators. Failure to do so will result in a program alert form being completed and distributed to the appropriate program area (detention, residential, probation). Office of Program Accountability Page 5 of 46 (Revised September 2014)

9 Standard 3: Mental Health and Substance Abuse Services Detention Rating Profile Indicator Ratings Standard 3 - Mental Health and Substance Abuse Treatment 3.01 Designated Mental Health Authority (DMHA) 3.02 * Licensed Mental Health and Substance Abuse Clinical Staff 3.03 Non-Licensed Mental Health and Substance Abuse Clinical Staff 3.04 Mental Health and Substance Abuse Admission Screening 3.05 Mental Health and Substance Abuse Assessment/Evaluation 3.06 Mental Health and Substance Abuse Treatment 3.07 Treatment and Discharge Planning 3.08 * Psychiatric Services 3.09 * Suicide Prevention Plan 3.10 * Suicide Prevention Services 3.11 * Suicide Precaution Observation Logs 3.12 * Suicide Prevention Training 3.13 * Mental Health Crisis Intervention Services 3.14 * Crisis Assessments 3.15 * Emergency Care Plan 3.16 * Baker and Marchman Acts * The Department has identified certain key critical indicators. These indicators represent critical areas that require immediate attention if a program operates below Department standards. A program must therefore achieve at least a Compliance rating in each of these indicators. Failure to do so will result in a program alert form being completed and distributed to the appropriate program area (detention, residential, probation). Office of Program Accountability Page 6 of 46 (Revised September 2014)

10 Standard 4: Health Services Detention Rating Profile Indicator Ratings Standard 4 - Healthcare Services 4.01 * Designated Health Authority/Designee 4.02 * Psychiatrist/Designee 4.03 Facility Operating Procedures 4.04 Authority for Evaluation and Treatment 4.05 Parental Notification 4.06 Notification - Clinical Psychotropic Progress Note 4.07 Immunizations 4.08 Healthcare Admission Screening Form 4.09 Medical Alerts 4.10 Suicide Risk Screening Instrument 4.11 Youth Orientation to Healthcare Services 4.12 Designated Health Authority/Designee Admission Notification 4.13 Healthcare Admission Rescreening 4.14 Health Related History 4.15 Comprehensive Physical Assessment 4.16 Female-Specific Screening/Examination 4.17 Tuberculosis Screening 4.18 Sexually Transmitted Infection Screening 4.19 HIV Testing 4.20 Sick Call Process - Requests/Complaints 4.21 Sick Call Process - Visits/Encounters 4.22 Restricted Housing 4.23 Episodic/First Aid Care 4.24 Emergency Care 4.25 Off-Site Care/Referrals 4.26 Chronic Illness/Periodic Evaluations 4.27 Medication Management - Verification 4.28 Medication Management - Orders/Prescriptions 4.29 Medication Management - Storage 4.30 Medication Management - Medication and Sharps Inventory 4.31 Medication Management - Controlled Medications 4.32 Medication Management - Medication Administration Record Limited 4.33 Medication Management - Medication Administration By Licensed Staff 4.34 Medication Management - Medications Provided By Non-Licensed Staff 4.35 Medication Management - Psychotropic Medication Monitoring 4.36 Infection Control - Surveillance, Screening, and Management 4.37 Infection Control - Education 4.38 Infection Control - Exposure Control Plan 4.39 Prenatal Care - Physical Care of Pregnant Youth 4.40 Prenatal Care - Nutrition and Education of Youth 4.41 Prenatal Staff Education * The Department has identified certain key critical indicators. These indicators represent critical areas that require immediate attention if a program operates below Department standards. A program must therefore achieve at least a Compliance rating in each of these indicators. Failure to do so will result in a program alert form being completed and distributed to the appropriate program area (detention, residential, probation). The following limited and/or failed indicators require immediate corrective action Medication - Medication Administration Record Office of Program Accountability Page 7 of 46 (Revised September 2014)

11 Standard 5: Safety and Security Detention Rating Profile Indicator Ratings Standard 5 - Safety and Security 5.01 * Active Supervision of Youth 5.02 * Ten-Minute Checks Limited 5.03 Census Counts and Tracking 5.04 Key Control 5.05 Vehicles and Maintenance 5.06 Tool Inventory and Management 5.07 Kitchen Tools 5.08 * Youth Access & Use of Tools, Cleaning Items 5.09 Inventory of all Flammable, Toxic, Caustic, and Poisonous Items 5.10 * Access to all Flammable, Toxic, Caustic, and Poisonous Items 5.11 Disposal of all Flammable, Toxic, Caustic, and Poisonous Items 5.12 Confinement Under Twenty-Four Hours 5.13 Confinement Over Twenty-Four Hours 5.14 Continuity of Operations Planning (COOP) Drills 5.15 Escape Drills 5.16 Fire Drills * The Department has identified certain key critical indicators. These indicators represent critical areas that require immediate attention if a program operates below Department standards. A program must therefore achieve at least a Compliance rating in each of these indicators. Failure to do so will result in a program alert form being completed and distributed to the appropriate program area (detention, residential, probation). The following limited and/or failed indicators require immediate corrective action Ten-Minute Checks* Office of Program Accountability Page 8 of 46 (Revised September 2014)

12 Strengths and Innovative Approaches Office of Program Accountability Page 9 of 46 (Revised September 2014)

13 Standard 1: Management Accountability Overview The Department of Juvenile Justice (DJJ) operates the Collier Regional Juvenile Detention Center (CRJDC). The detention center is a forty-five bed, hardware-secure facility housing youth detained by various counties within Circuit 20. The center is located within walking distance of the local probation office and the Collier County Courthouse. The juvenile screening unit is housed within the detention center facility. The center s educational component is provided by the School Board of Collier County. The program has a staff development training program to ensure the professionalism and competency of staff. At the time of the annual compliance review, there were nine vacancies, including four juvenile justice detention officer I positions, two juvenile justice detention officer II positions, one juvenile justice detention officer supervisor position, one maintenance mechanic, and one administrative assistant Initial Background Screening Compliance Background screening is conducted for all Department employees, contracted provider and grant recipient employees, volunteers, mentors, and interns with access to youth. The background screening process is completed prior to hiring an employee or utilizing the services of a volunteer, mentor, or intern. An Annual Affidavit of Compliance with Level 2 Screening Standards is completed annually. The center maintains a written policy requiring compliance with the Department s background screening requirements. A review of sixteen staff, one volunteer, and two contracted nursing staff hired since the last annual compliance review found that each had a background screening conducted with either an eligible rating or an eligible rating with charges prior to hire. The Annual Affidavit of Compliance with Level 2 Screening Standards was completed and sent to the Department s Background Screening Unit (BSU) on January 22, 2014, meeting the annual requirement. The center conducts monthly driver license checks on all staff Five-Year Rescreening Compliance Background screening is conducted for all Department employees, contracted provider and grant recipient employees, volunteers, mentors, and interns with access to youth. Employees and volunteers are rescreened every five years from the initial date of employment. Two staff were applicable to five-year background rescreening; one received an eligible rescreen from the Department s Background Screening Unit (BSU) within the required time frame and one staff s five-year background rescreening was eligible but was submitted late. During the last annual compliance review in March 2014 this staff was also applicable to fiveyear rescreening. The center corrected this deficiency by completing the five-year rescreening on June 25, Staff Code of Conduct Compliance Program staff adheres to a code of conduct that prohibits any form of abuse, profanity, threats, harassment, intimidation, horseplay, or personal relationships with youth. Officers shall maintain the confidentiality afforded to all youth, and shall not release any Office of Program Accountability Page 10 of 46 (Revised September 2014)

14 information to the general public or the news media about any youth in detention or who has been in the custody of the department. Officers shall not verbally abuse, demean or otherwise humiliate any youth, and shall not use profanity in the performance of their job. Officers shall not engage in or allow horseplay, either verbal or physical with and/or between any youth. Officers shall not engage in personal relationships nor discuss personal information related to themselves or other officers with any youth. Management takes immediate action to investigate or address all allegations or violations of the code of conduct. The center uses the Department of Juvenile Justice employee handbook. Staff sign the Receipt of Department Employee Handbook and Oath of Loyalty acknowledging the code of conduct they must adhere to while working with the Department. Three staff whose personnel files were reviewed had the signed receipt in their file. Personnel files were reviewed for management addressing violations of the code of conduct as well as commendable actions of staff. Two reviewed files found that management addressed allegations and took corrective action; both staff were suspended. Additionally, one staff received a commendation for outstanding leadership. The Florida Abuse Hotline telephone number was observed posted throughout the detention center. Three surveyed youth reported they had never been stopped from reporting abuse to the Florida Abuse Hotline, stated that staff were respectful when talking to youth, they had never heard staff threaten youth, and all three stated that they feel safe at the center. Three surveyed staff were able to explain how youth are allowed to call the Florida Abuse Hotline or Central Communications Center (CCC) if eighteen years of age. No staff indicated ever seeing a co-worker telling a youth they could not call the Florida Abuse Hotline and none had observed a co-worker using threats, intimidation or humiliation when interacting with youth Incident Reporting (CCC) Limited Compliance Whenever a reportable incident occurs, the program notifies the Department s Central Communications Center (CCC) within two hours of the incident, or within two hours of becoming aware of the incident. The center has operating procedures documenting all the requirements for reporting incidents to the Central Communications Center (CCC). The program had twenty-one CCC reports within the last six months. Fifteen of the twenty-one CCC reports were called in within the two-hour required time frame or of staff becoming aware of the incident. Six CCC reports were called in beyond the two hour time frame of staff becoming aware of the incident. One was due to a detention placement alert and five were due to medical sexually transmitted infections. During the annual compliance review the superintendent and assistant superintendent were given permissions from headquarters so they are now able to receive CCC reports as they are called in. Office of Program Accountability Page 11 of 46 (Revised September 2014)

15 1.05 Protective Action Response (PAR) Compliance The program uses physical intervention techniques in accordance with Florida Administrative Code. Any time staff uses a physical intervention technique, such as countermoves, control techniques, takedowns, or application of mechanical restraints (other than for regular transports), a PAR Incident Report is completed and filed in accordance with the Florida Administrative Code. Ten Protective Action Response (PAR) reports were reviewed for the past six months. The PAR reports included statements from all staff involved. None of the reviewed PAR reports resulted in injury requiring that the Central Communications Center (CCC) be contacted and none of the youth were alleging abuse. All ten PAR reports were reviewed and processed within seventytwo hours by all required parties; all were reviewed by the supervisor and PAR instructor to determine if use of force was consistent with Departmental policy. Four reviewed PAR reports were not completed by the end of the staff member s workday. One PAR report listed a staff member; however, he was not actually involved in the PAR. It was found during a review of video footage that a staff member used an improper PAR technique on a youth. As a result the CCC was contacted as well as the Florida Abuse Hotline. A post-par interview was conducted with all ten youth. None of the youth necessitated a PAR Medical review; however, four were seen by the nurse. A monthly summary of all PAR reports was submitted to the Department by the end of each month. A review of staff training files confirmed that staff receive ongoing PAR refresher training Pre-Service/Certification Requirements Compliance Detention staff are trained in accordance with Florida Administrative Code. Detention staff satisfies pre-service/certification requirements specified by Florida Administrative Code within 180 days of hiring. Two staff training files were reviewed for pre-service certification training. Both staff completed the certification process within 180 days of hire. The two juvenile justice detention officers (JJDO) received Protective Action Response (PAR), first aid, cardiopulmonary resuscitation (CPR), automated external defibrillator (AED), and other required training prior to contact with youth. They both received Phase One and Phase Two training at the Juvenile Justice Detention Officer Academy In-Service Training Compliance All detention staff completes twenty-four hours of in-service training, including mandatory topics specified in Florida Administrative Code, each calendar year, effective the year after preservice/certification training. Supervisory staff completes eight hours of training (as part of the twenty-four hours of in-service training) in the areas specified in Florida Administrative Code. In-service training is provided through a combination of the Department s Learning Management System (SkillPro) and instructor-led courses. Three staff training files were reviewed for inservice training requirements. All three staff exceeded the twenty-four-hour training requirement with sixty-three hours, fifty and one-half hours, and fifty-three and one-quarter hours respectively during the 2013 calendar year. One staff required supervisory training and he Office of Program Accountability Page 12 of 46 (Revised September 2014)

16 exceeded the eight hour requirement. The program submitted the instructor-led trainings to the Department s Office of Staff Development and Training for approval as required Logbook Maintenance Compliance The program maintains a chronological record of events, incidents, and activities in logbooks maintained at master control and in each living area in accordance with Florida Administrative Code. Each logbook is a bound book with numbered pages. If electronic logbook software is used by the facility, it is password-protected and configured to prevent entries from being deleted or altered after they are saved. At a minimum, each logbook entry includes the date and time of the event, the names of staff and youth involved, a brief description of the event, the initials of the person making the entry, and the date and time of the entry. Logbook entries are made in black or blue ink, with no erasures or whiteout areas. No logbook entries are obliterated or removed; errors are struck through with a single line and initialed by the person correcting the error. Log entries regarding Medical, Special Needs, and Mental Health alerts, or other issues that may impact facility safety and security shall be highlighted. The center maintains procedures for logbook maintenance and requirements. The center has separate logbooks for master control, each living area, and visitors. Reviewed logbooks found that logbooks are bound with numbered pages. Entries include the date and time of the event, staff initials, and a brief description of the event. Most entries that impact the safety and security of the facility, including medical/special needs and mental health alerts, are highlighted. Entries are usually struck through and initialed by staff making the correction. The master control logbook includes calls to Central Communications Center (CCC) and the Florida Abuse Hotline, drills, population counts at the beginning and end of each shift, population counts throughout shifts, receipt of medical/mental health alerts, group movement, admissions and releases, presence of law enforcement, youth placed in confinement, and precautionary observation. Entries in the logbook do not always include the name of staff and youth involved. Not all entries regarding medical issues were found to be highlighted. Errors are not dated when corrected Logbook Reviews Compliance The superintendent or designee reviews all logbooks on a weekly basis. The supervisor(s) reviews the facility logbook maintained at master control when he/she accepts responsibility for the facility. The Juvenile Justice Detention Officer (JJDO) Supervisor(s) reviews logbooks maintained in each living area daily. The JJDO(s) reviews the logbook maintained in his/her assigned living area when he/she accepts responsibility for the living area at shift change. Reviewed documentation validated that most weeks the superintendent or designee conduct logbook reviews. The superintendent or designee is not providing recommendations as to completeness and accuracy of the information recorded in the logbooks. Reviewed documentation validated that supervisors review the module logbooks on most shifts. Shift briefing documentation support that supervisors review the master control logbook. Office of Program Accountability Page 13 of 46 (Revised September 2014)

17 1.10 Entering Alerts (JJIS) Compliance Superintendents shall ensure that Critical and Special Alerts are reviewed and responded to appropriately. Upon completion of the Admission Wizard, the officer shall ensure that the all Critical and Special Alerts are listed in JJIS. The JJIS alert report shall be reviewed daily by supervisors and administrators to ensure that it correctly reflects the status of youth. If the electronic system is inoperable, for any reason, the JJDO Supervisor shall ensure that the last hard copy of the alerts shall have a written notification or update of the recent admissions or changes to existing alerts on the alert sheet and distribute to all staff within the facility immediately. Medical and mental health staff shall review alerts to ensure each alert is correctly tracked and managed. The responses and updates by medical, mental health and other staff should be documented in JJIS alerts as they pertain to that critical alert. The center maintains facility operating procedures for critical alert review. A review of the program s internal alert system found that each applicable youth with an identified issue was documented. A review of the Department s Juvenile Justice Information System (JJIS) found that each applicable alert was updated as required. A review of three youth healthcare and three mental health and substance abuse records documented that the youth s alerts were in JJIS Sharing of Alert Information Compliance JJDOS s shall inform staff of alerts during shift briefing. When a JJDOS receives changes to the alert list, he or she shall notify the staff affected by changes and add the information to the shift briefing for the oncoming shift upon receipt of the information. The center facility operating procedures include the sharing of alerts during shift briefing. Each detention officer carries a hard copy of the alert list. The Department s Juvenile Justice Information System (JJIS) alerts are printed daily by the outgoing shift supervisor and kept in a binder so they can be discussed during shift briefing. Following the briefing, alerts are entered into the master control and unit logbooks. Healthcare and mental health staff are responsible for entering applicable alerts into JJIS. Office of Program Accountability Page 14 of 46 (Revised September 2014)

18 Standard 2: Assessment and Performance Plan Overview All youth admitted into the Collier Regional Juvenile Detention Center (CRJDC) are screened utilizing the Admission Wizard in the Department s Juvenile Justice Information System (JJIS). The juvenile justice detention officers (JJDO s) ensure youth are screened, property is recorded, inventoried and secured, and youth complete the orientation brochure and watch the Prison Rape Elimination Act (PREA) video during intake. During admission youth are screened for medical, mental health, substance abuse, critical or special needs, and/or any safety or security risks that may generate an alert. All alerts are entered into Facility Management System (FMS) and JJIS and administration is notified. Youth at admission are properly classified for room assignments. Classification information is documented in JJIS. All admissions are reviewed by the center s contracted licensed clinical social worker (LCSW) to identify youth requiring treatment. The center has three modules, two for male youth and one for the female youth. All admitted youth receive an orientation that explains rules and regulations, the grievance process, the behavior management system (BMS), as well as other services that are available. The center has a daily and weekend/holiday activity schedules with separate sections for males and females that is posted and adhered to. The center conducts weekly detention reviews. Educational and vocational programming is offered to all youth detained at the center provided by the Collier County School Board. The center has procedures in place that properly release all youth from the center Admission Compliance All youth are admitted to the program in accordance with Florida Administrative Code through a process that, at a minimum, addresses the following: 1. Review of required paperwork from law enforcement and screening staff. 2. Review of inactive files shall be conducted, if available, to obtain useful information. 3. All youth shall be electronically searched, frisk searched, and stripped searched by an officer of the same sex as the youth. 4. All youth shall be allowed to place a telephone call at the facility s expense to his/her parent/guardian and the call shall be documented on all applicable forms, or document refusal to make a telephone call. 5. If the admission process is completed two hours or more before the serving of the next scheduled meal, youth shall be offered something to eat. 6. All youth shall be screened to identify medical, mental health, and substance abuse needs. Any youth identified as at risk of suicide shall be placed on Precautionary Observation until evaluated by the licensed mental health provider. A review of three youth detention files confirm that youth admitted into the center have a Secure Detention Admission Wizard completed in the Department s Juvenile Justice Information System (JJIS) that documents the review of required admission documents and confirms medical and mental health admission screening is completed. Youth files support that youth are frisked and electronically searched upon entry. Observations of the intake/admission process validates that youth receive a telephone call and a meal is offered. All admissions are reviewed by nursing staff and the licensed clinical social worker to identify the youth s needs, risks, and Office of Program Accountability Page 15 of 46 (Revised September 2014)

19 treatment. Each reviewed file supported that the admission process was completed according to the center s policy and admission documentation was signed by the youth and staff Orientation Compliance Program orientation process shall occur within twenty-four hours of a youth being admitted into detention and documented according to Facility Operating Procedures. During the orientation process, youth must be advised, both verbally and in writing, at a minimum, the following: 1. Facility rules and regulations; 2. Grievance procedures; 3. Visitation; 4. Telephone calls; 5. Available medical, mental health and substance abuse services and how to access them; 6. How to access the Florida Abuse Hotline; 7. Expectations for behavior and related consequences; 8. Possible new law violations for destruction of property; and 9. Youth rights. The center has written procedures related to classification and the orientation process to advise youth of the center rules, regulations, grievance procedure, visitation, telephone calls to the Florida Abuse Hotline, behavior management system, and youth rights. The orientation process takes place within the first twenty-four hours of admittance into the center. A review of three youth detention files reviewed supported this practice and the admission wizard and orientation brochure were located in the youth file. Observations of orientation validate that the center shows each youth a fifteen minute Prison Rape Elimination Act (PREA) video during intake/admission Classification Compliance All youth admitted to the detention center shall be classified to provide the highest level of safety and security. Considerations shall include, at a minimum: 1. Physical characteristics (e.g. sex, height and weight); 2. Age and level of aggressiveness; 3. Special needs (mental illness, developmental disabilities, and physical disabilities); 4. History of violent behavior; 5. Gang affiliation; 6. Criminal behavior; 7. History of sexual offenses; 8. Vulnerability to victimization; and 9. Suicide risk identified or suspected. Youth shall be assigned to a room based on their classification and are reclassified if changes in behavior or status are observed. Youth with a history of committing sexual offenses or a victim of a sexual offense are not to be placed in a room with any other youth. Youth with a history of violent behavior shall be assigned to rooms where it is least likely that they will be able to jeopardize safety and security. Office of Program Accountability Page 16 of 46 (Revised September 2014)

20 All youth admitted to the center shall be classified to provide the highest level of safety and security. The center has procedures in place to promote the safety and security of youth and staff. A review of three detention files found that the Secure Detention Admission Wizard indicated that youth were appropriately classified, using all the required considerations. The admission wizard included the classification considerations, risks, factors and results. It also included the mental health admission screening. The admission wizard documented that each youth was assigned to a room based on the classification of the youth. A screening for Vulnerability to Victimization and Sexually Aggressive behavior (VSAB) is completed prior to a youth s room assignment. The results of this screening are used in making room assignments to ensure vulnerable youth are not assigned a roommate believed to pose a risk. The center has two modules for male youth and one for female youth. Informal interviews with center staff validate that youth may be classified if changes in behavior or status occur Classification of Gang Members Compliance All newly admitted youth are screened to determine if he or she is a criminal street gang member or is affiliated with any criminal street gang. Each facility shall identify a staff person to serve as a gang representative who shall review identified youth for suspected gang involvement or gang activity. All youth that are admitted into the center are screened for gang affiliation using the Secure Detention Admission Wizard. When a youth is classified as a gang member during the screening process, the youth is classified with an alert in the Department s Juvenile Justice Information System (JJIS) if one is not already in the system. The center currently has no documented gang members. A review of one released youth detention file contained a copy of the Secure Detention Admission Wizard, which documented the completion of gang screening during intake/admission. The youth had an alert entered in JJIS by the assigned juvenile probation officer (JPO) before being admitted to the center. The center does not have a staff person to serve as a gang representative; however, they do receive information regarding gang involvement through the local JPO liaison and law enforcement Notification of Law Enforcement Compliance A referral on a youth for suspected gang involvement shall be shared with local law enforcement and educational providers or local school districts providing educational services at the facility, as well as with the youth s Juvenile Probation Officer (JPO) and, if identified, their post residential services counselor. Facility staff shall share pertinent gang-related information, as appropriate, with the Florida Department of Law Enforcement, local law enforcement, Department of Corrections, school districts, the judiciary, and social service agencies, as well as with a youth s JPO. The center has a policy to ensure the sharing of a youth s suspected gang involvement with local law enforcement and education providers. All alerts are entered into the Department s Juvenile Justice Information System (JJIS). A review of detention review documentation and interviews with the superintendent confirm that information regarding youth gang involvement is shared with all in attendance at the detention review meeting. Observation of a detention review meeting confirms the practice. There were no documented gang members or youth with gang involvement at the time of the annual compliance review. Office of Program Accountability Page 17 of 46 (Revised September 2014)

21 2.06 Admission of Youth Personal Property Compliance The program takes possession of each youth s personal property during admission. In the presence of each youth, staff inventories all personal property in the youth s possession and records each surrendered item on the Property Receipt Form. The center has procedures for addressing youth property at admission and release. At admission and in the presence of youth, their property is inventoried and recorded on the property receipt form. A review of three youth detention files contained property receipts that had been completed and signed by both youth and staff. All three reviewed youth files contained a signed copy of the acknowledgement regarding unclaimed property that was signed by youth and staff. Observations supported that the center collects youth personal property; it is inventoried in the presence of youth then placed in a bag and maintained in the safe in the property room in the intake/admissions area that has limited staff access. Items of value are placed in a clear tamper proof plastic bag with a property receipt containing youth and staff signature attached to it and it is dropped in the safe in the property room. There have been no Central Communications Center (CCC) incident reports involving youth s missing or stolen property since the last annual compliance review Storage of Youth Personal Property Compliance The program safeguards each youth s personal property until it can be returned to the youth and/or legal guardian. The center has procedures that address administrative staff responsibilities related to the youth s personal property inventory, procedures for property for youth released to commitment programs, and procedures for unclaimed, damaged or missing personal property. Observations confirmed property being placed in clear tamper proof bags with property receipts signed by youth attached. Property is then placed in the drop-safe in the intake area. Access to this secure area is limited to designated staff and under video surveillance. No incidents involving stolen or missing property have been reported to the Central Communications Center (CCC) since the last annual compliance review. The center safeguards youth personal property until it is returned to youth or legal guardian. Youth s clothes and shoes are placed in a bag with a property receipt attached in a locked room. All property is documented in the property log and is regularly reviewed by the center superintendent and/or assistant superintendent Release Compliance When releasing youth from detention, the releasing officer shall verify the court s authorization to release the youth. Care must be taken to ensure all case file information is reviewed to prevent the negligent release of a youth. All releases from the program are court-ordered, with the exception of deaths, escapes, and expirations of detention time period. In the absence of a written order, documentation of a verbal order in open court may be used for release. The on-duty JJDO Supervisor reviews all paperwork prior to release. The JJDO Supervisor is responsible for ensuring that there are no holds, court orders, or other legal reasons not to release the youth. Questions concerning release are presented and addressed by the Superintendent, or Office of Program Accountability Page 18 of 46 (Revised September 2014)

22 designee, prior to release. The releasing officer shall verify the identification of the youth. The center has procedures in place for the release of youth from secure detention. Observation and interviews revealed all youth released are court ordered, with the exception of deaths, escapes, and expirations of detention period. Youth identification is verified and release paperwork is reviewed by juvenile justice detention officer supervisors (JJDOS). The reviewed files contained the Department s Detention Release Wizard, which verified that identification of youth was verified prior to release and the adult was verified by identification and a copy and placed in youth s file. The reviewed files contained no documentation that a JJDOS review was conducted; however, an interview with the superintendent confirms that all release packets are reviewed Release of Youth Personal Property Compliance Upon the youth s release from detention and retrieval of personal property, the releasing officer, the youth, and the youth s legal guardian shall review and sign the Property Receipt Form and account for all of the youth s personal property. A review of three inactive youth detention files revealed that all property was returned to youth by signatures of the youth and staff on the lower portion of the property receipt. It was also indicated on the Detention Release Wizard found in all three reviewed inactive files Release of Medication, Aftercare Instructions Compliance The program ensures that there are provisions in place to ensure that prescribed medication, along with medical instructions. accompanies detained youth upon release. The center has provisions in place to ensure prescribed medications, along with medical instructions, accompany the youth upon release. A review of three inactive youth detention files indicated that only one was applicable. The reviewed file contained a Detention Release Wizard, which was signed by the parent/guardian showing receipt of medication Review of Youth in Secure Detention Compliance Detention reviews are conducted by the program on a weekly basis to ensure proper management of youth placed in secure detention and appropriate sharing of information. The superintendent appoints an appropriate staff person to coordinate detention reviews. The center maintains procedures to adhere to the statewide detention review protocol for detention reviews. The center conducts detention reviews weekly to ensure proper management of youth placed in secure detention and proper sharing of information. The superintendent and/or assistant superintendent conduct the weekly reviews. Observations of the detention review revealed all youth were discussed and information regarding the youth s medical, mental health, education, detention status, behavior, release date, and next court date were shared with those in attendance. All information discussed was documented on the weekly review note sheets. In attendance were the superintendent, assistant superintendent, Collier Sheriff Office representative, registered nurse, licensed clinical social worker (LCSW), education representative, and the assistant chief probation officer (ACPO), juvenile justice probation Office of Program Accountability Page 19 of 46 (Revised September 2014)

23 officer supervisor (JJPOS) participated by telephone. A review of the weekly review documentation and observation confirms this practice Review of Youth on Home Detention Compliance Detention reviews are conducted by the program on a weekly basis to ensure proper management of youth placed in home detention and appropriate sharing of information. The superintendent appoints an appropriate staff person to coordinate detention reviews. Observation and reviewed documentation confirmed that the center consistently conducts weekly detention reviews. The documentation revealed all youth on home detention, home detention electronic monitoring, and alternative to secure detention are reviewed. Reviewed detention review documentation and observation confirms the practice. The center keeps documentation of the weekly reviews and sign-in sheets, which confirm that the parties involved was consistent Daily Activity Schedule Compliance Youth are provided the opportunity to participate in constructive activities that will benefit the youth and the program. The Superintendent or Designee develops a daily activity schedule, which is posted in each living area and outlines the days and times for each youth activity. The center has written procedures to ensure they have a daily schedule that offers youth a broad range of activities to ensure youth are involved in constructive activities for the majority of waking hours. Review of documentation revealed that the schedule is maintained daily for all youth. The youth schedule includes, but not limited to, personal hygiene, gender-specific programming, groups, education, life and social skills, career building, recreation and physical activities, meals and visitations. The male youth and the female youth schedule is maintained separately. A tour of the center revealed the daily schedule was observed posted throughout the program. The schedule charted the days and times for all activities. The visitation scheduled was posted in the center and outlined in the orientation brochure. Interviews and reviewed documentation confirmed that the center approves special visits when applicable. Youth and staff surveys confirmed that the center has a daily schedule that is followed Adherence to Daily Schedule Compliance Facility staff shall adhere to the daily activity schedules. Documentation of all activities shall be made in all applicable logs. The on-duty supervisor must approve any significant changes in the activity schedule and shall document the reason for the change(s) in the shift report. Any cancellation of visitation shall be approved by the superintendent. The center has written procedures to ensure that the daily schedule is substantially followed. The procedures specify that cancellation of activities is allowed for security, safety, or weather reasons and are documented as required. Observations, interviews, and youth/staff surveys confirm that the daily schedule is adhered to. Observations of school activities and an interview with the lead teacher indicated that the beginning of the first school class is sometimes affected by certified detention officer shortages. Office of Program Accountability Page 20 of 46 (Revised September 2014)