ADMINISTRATIVE REGULATION REGULATION NUMBER 250-62 PAGE NUMBER 1 OF 6 CHAPTER: and Youthful Offender System COLORADO DEPARTMENT OF CORRECTIONS SUBJECT: Safety Planning and Practices in Community Based RELATED STANDARDS: ACA Standards 4-APPFS-2A-02 through 04, 06, 08 through 11, 4-APPFS-2C-03, 4-APPFS-3A-09, 11, 21, 23, 4-APPFS-3B-01 through 04, 06 through 09, 11, 4-APPFS-3C-01, 4-APPFS-3D-10 through 12, 4-APPFS-3D-20, 4-APPFS-3E-01, 4-APPFS-3E-15, 4-APPFS-3F-01 through 03, 4-APPFS-3G-01 through 04, 4-APPFS-3H-01 through 03 EFFECTIVE DATE: February 1, 2010 SUPERSESSION: 02/01/09 OPR: PCY REVIEW MONTH: November Aristedes Zavaras Executive Director I. POLICY The Department of Corrections recognizes that, while there are similarities, there are also inherent differences in the safety and security planning necessary to manage offenders in facility based programs versus those necessary to manage offenders in community based settings. Facilities are tasked with managing large numbers of offenders in locked and enclosed facilities. Emphasis is therefore placed on tightly controlling the offender s physical environment. In contrast, management of offenders in the community involves managing offenders on a one-on-one basis as they move through the general community. Emphasis is therefore placed on an assessment of the individual offender s risk level, in an ever changing environment, over which there is very limited control. It is therefore the policy of the Department of Corrections (DOC) to establish safety and security practices, specific to the needs and limitations of community based offender supervision. II. PURPOSE The purpose of this administrative regulation is to describe the safety planning and security planning and practices in community based programs to include: A. Ensuring that community parole offices are in locations designed to maximize public safety and service delivery. B. Describing the importance of individualized risk assessment in safely managing offenders in community based settings. C. Outlining safety practices as they relate to community based office and field settings. D. Developing office practices designed to better prepare employees to manage emergencies, both natural and man-made. III. DEFINITIONS High Risk Offender: An offender who has displayed or has documentation identifying STG affiliation; history of escape or escape paraphernalia; history of assaultive behavior toward DOC employees, contract workers, volunteers, or other offenders; administrative segregation; high profile media; P4 or P5; life without parole; the death penalty; or any other factor as determined by the administrative head. [4-APPFS-2A-04]
CHAPTER SUBJECT AR # Page 2 IV. PROCEDURES A. Prior Planning to Ensure Safe Delivery of Services: To ensure the Division is able to safely and efficiently provide services to the offenders and the communities in which they live, the Division management team is responsible to project the resources needed to manage offender populations. [4-APPFS-3D-20] It is an on-going process, occurs at least annually, and includes: 1. Evaluating population trends to ensure the number of community parole offices are adequate and are strategically located to provide as efficient service delivery as possible given allocated resources. Communities are advised of the opening of new community parole offices, pursuant to statute. [4-APPFS-3D-10] [4-APPFS-3D-12] 2. Assessing personnel needs and allocating FTE based on population trends. When appropriate, requesting additional personnel resources to ensure public safety. [4-APPFS-3A-09] 3. Assessing personnel training needs to ensure employees have the skills necessary to safely perform their job duties. [4-APPFS-3A-11] 4. Ensuring employees are provided with the equipment necessary to perform their assigned duties, ensuring offices and equipment are maintained in good working order, and equipment is replaced, as necessary. [4-APPFS-3D-11] 5. Reporting office space, staffing, and equipment needs in the quarterly report and, when appropriate, requesting additional resources through the budget preparation process. 6. Enhancing treatment services throughout the state to increase and improve the approved treatment provider network so that the Division better meets the treatment needs of offenders under supervision. B. Continual Risk Assessment to Ensure Safe Supervision Practices: Offenders who pose a greater than average risk of re-offending are considered high risk; however, making that determination, especially in a community based setting, is an on-going process. Risk assessment is based on the offender s criminal and social history, as well as an assessment of factors that change over time. These factors include, but are not limited to: changes in an offender s living and working environment; family relationships and community support systems; access to and use of illegal substances; mental health issues and environmental stressors that impact them; and the offender s response to community living, supervision strategies, and treatment interventions. To ensure safe supervision practices, CPOs shall: 1. Assess an offender s risks to the community within initial placement on supervision, utilizing standardized risk assessment instruments such as the LSI, pursuant to AR 250-28, Offender Classification System Level of Supervision Inventory (LSI) and Other Assessment Tools. [4-APPFS-2A-02] 2. Develop individualized supervision plans, surveillance and supervision strategies, and treatment interventions, that target factors that relate to the individual s criminal behaviors and attitudes, based on that assessment, pursuant to ARs 250-27, Case Work Services and Supervision, 250-28, Offender Classification System Level of Supervision Inventory (LSI) and Other Assessment Tools, and 250-51, Office Visits and Intake Packets. [4-APPFS-2A-06] To successfully manage risk, plans should include measurable criteria of expected behavior and accomplishments and a time frame for achieving specific goals. [4-APPFS-2A-09] 3. Continually reassess individual offender s risks and needs. CPOs shall adjust supervision plans, at least every six months, or whenever appropriate, to address changes in the offender s
CHAPTER SUBJECT AR # Page 3 behavior or community environment. [4-APPFS-2A-03] [4-APPFS-2A-11] Development of, and changes to, supervision plans is an interactive process and requires input from the offender and approval of the supervisor. [4-APPFS-2A-08] [4-APPFS-2A-10] 4. Utilize risk assessments when strategically planning how to most safely manage offenders in the office, in the field, and when making arrests. 5. Initiate contact with high risk offenders within two days of placement: [4-APPFS-2A-04] An offender s risk level will generally increase when released to the community due to the fact that the offender now must face the challenges of community living; therefore, initial contact is made within two days of an offender s release, unless the offender is placed in a community residential facility, because the added structure of facility placement has the effect of reducing risk. Initial contact with residential offenders must occur within 30 days. See ARs 250-49, Contact Standards, and 250-15, Residential Supervision Standards. Additionally, a CPO may approve a reasonable delay in route to approved programs, when appropriate, when such delay does not pose an undue public safety risk. [4-APPFS-2C-03] C. Training that Focuses on Officer Safety: Because offenders are managed in the general community, officer safety training is inclusive of the following: 1. Community parole officers are required to receive training equivalent to that of community law enforcement officers and are POST certified, pursuant to statute and AR 250-32, Community Parole Officer (CPO) as a POST Certified Peace Officer. 2. Community parole officers are armed and receive firearms equipment and training, pursuant to AR 300-48RD, Firearms Training, Authorization, and Use, and the community parole implementation/adjustment to 300-48RD. [4-APPFS-3A-21] [4-APPFS-3B-01] 3. Community parole officers are provided intermediate weapons, such as OC and ASP, and are required to receive training in intermediate weapons, pursuant to AR 300-16RD, Use of Force Options. CPOs assigned to the Special Response Unit must be trained in the use of tasers and other intermediate weapons prior to issuance and authorization to carry. 4. Community parole officers are also required to be trained in the use of force continuum and must comply with AR 300-16RD, Use of Force Options. [4-APPFS-3A-23] [4-APPFS-3B-03] [4-APPFS-3B-06] Such training advises employees to: a. Use only the force necessary, per AR 300-16RD. [4-APPFS-3G-01] b. Report use of force incidents, per AR 100-07, Reportable Incidents. [4-APPFS-3G-02] 5. CPOs are trained in officer safety practices in the field. This includes the need to communicate field work activities, particularly planned arrests, with their supervisor and, when appropriate, coordinate activities with local law enforcement. [4-APPFS-3B-08] [4-APPFS-3B-09] D. Maintaining Community Parole Field Offices and Equipment in Safe Working Order: The Department of Corrections recognizes its responsibility to provide all employees, contract workers, and volunteers, a safe, healthful, and comfortable work setting. [4-APPFS-3E-01] The Division shall establish procedures to ensure that safety and security standards, appropriate for community based offices, are maintained. These procedures may from the facility security policies in the 300 series administrative regulations, but do include the following:
CHAPTER SUBJECT AR # Page 4 1. All community based field offices shall be maintained in such a manner as to ensure compliance with health codes. Employees will strive to keep work areas, break rooms, and kitchens clean and sanitary. 2. At least annually, local community based authorities shall inspect each office for compliance with local building and fire codes. [4-APPFS-3F-03] Any violations of building and fire codes shall be reported by the assistant director in the quarterly report and shall include a plan of action to address any deficiencies. 3. Building floor plans, with emergency evacuation routes, will be posted and quarterly fire drills will be conducted in each field office. [4-APPFS-3F-02] 4. Signs shall be posted in all Division offices advising that all persons entering a DOC community parole office are subject to search. Signs shall also advise visitors that weapons and drugs are prohibited. Additionally, the Department supports a drug free work place for the safety of all employees. [4-APPFS-3C-01] 5. Division employees, contract workers, and volunteers shall take care not to leave any items that could cause harm, including tools and cleaning supplies, in locations readily accessible to and in plain view of offenders or the general public. Kitchen knives and other utensils shall be kept out of sight of offenders. 6. Evidence shall be secured, pursuant to AR 250-57, Property and Evidence Control. [4-APPFS-3B-11] 7. Community parole offices and/or vehicles are equipped with gun locker boxes as a method of ensuring security of weapons. [4-APPFS-3B-02] This is not required of vehicles assigned to non-armed employees or offices in which CPOs are not assigned, such as the work and family center. 8. Prior to transporting offenders, CPOs are trained in transport procedures and are equipped with handcuffs, state vehicles, radios, and other equipment necessary to ensure safe offender transports. [4-APPFS-3G-03] 9. Supervisors have the authority to revoke an officer s authorization to carry a firearm when reasonable cause exists. [4-APPFS-3B-04] 10. All employees shall be provided a copy of the emergency desk manual that shall include emergency evacuation plans, phone numbers to local police, fire, and EMS. [4-APPFS-3F-02] All employees, contract workers, and volunteers will be provided training in office safety. [4-APPFS-3B-07] 11. When critical incidents occur they are immediately reported, pursuant to AR 100-07, Reportable Incidents. [4-APPFS-3G-04] Incidents are investigated and after-action reports are generated. These include an analysis of the emergency and the Division s response. The report also includes any recommended changes to policy and procedures as a result of the analysis. [4-APPFS-3F-01] In the event a critical incident involves an employee, the employee is provided support through C-SEAP and the Peer Assistance Program. [4-APPFS-3G-04][4-APPFS-3E-15] 12. Employees injured on the job are required to immediately report injuries to their immediate supervisor utilizing the first report of injury, pursuant to AR 1450-39, Workers Compensation. This outlines treatment and workers compensation procedures. Additionally, injuries are reported pursuant to AR 100-07, Reportable Incidents. [4-APPFS-3G-02]
CHAPTER SUBJECT AR # Page 5 13. Division employees are assigned keys to assigned offices, cars, desks, and filing cabinets. Copies of all work related keys are kept in a locked storage box in each office. Employees are required to report any lost or stolen office keys immediately to their immediate supervisor. 14. Employees are required to maintain state owned vehicles, report accidents, and get vehicles repaired, pursuant to AR 200-09, Vehicle Fleet Planning, Assignment, and Management. [4-APPFS-3H-02] E. Planning and Preparing for Emergencies 1. All employees shall be provided a copy of the emergency response reference guide which shall include emergency evacuation plans, phone numbers to local police, fire, and EMS. [4-APPFS-3F-02] Written emergency operation procedures are also maintained in every field office. 2. All employees, contract workers, and volunteers will be provided training in office safety. [4-APPFS-3B-07] 3. Part of this training includes reporting office emergencies to local law enforcement agencies and advising others within DOC through the incident reporting process. [4-APPFS-3B-08] F. Division Life Safety Committees and Duties 1. The Division s commander of special units shall serve as the Division life safety coordinator, whose duties shall include: a. Conducting quarterly meetings with regional/unit life safety coordinators. b. Preparing an annual report regarding any Division safety and security issues. c. At least annually reviewing/updating the Division s emergency desk reference manuals. d. Conducting emergency action drills. 2. Division assistant directors shall appoint life safety committees within their regions/work units. These regional/unit life safety committees shall be responsible to: a. Conduct quarterly fire drills in each field office. b. Update floor plans and evacuation route maps, as needed. c. Inspect the offices quarterly before meeting with the command of special units: 1) To ensure evacuation routes are posted. 2) To ensure exit signs are working. 3) For general cleanliness and sanitation. 4) To identify any possible safety hazards. 5) To ensure first aid kits are appropriately stocked/sealed. 6) To ensure emergency operation plans (EOPs) are present. d. Conduct emergency action drills. e. Inspect state vehicles annually [4-APPFS-3H-01] to ensure the presence of the following:
CHAPTER SUBJECT AR # Page 6 1) Fire extinguisher. 2) First aid kit. 3) Gun locker box in cars assigned to sworn employees. 4) State plates. 5) Fleet management manual. 6) Proof of registration and state insurance. [4-APPFS-3H-03] f. Provide the assistant director and the Division life safety coordinator with a written report, quarterly, summarizing the results of the inspections and making recommendations as necessary regarding life safety issues. V. RESPONSIBILITY A. The director of and YOS, and the management team are responsible to continually evaluate personnel, office space, training, and equipment needs in order to provide safe working conditions for employees. B. Division employees are responsible to comply with all aspects of this administrative regulation and to review updated regulations annually. C. The Division director and designees shall review and update all policies annually. VI. AUTHORITY A. CRS 17-1-103. Duties of the executive director. B. CRS 17-2- 101. Division of adult parole. C. CRS 17-27.5-101. Authority to establish intensive supervision programs for parolees and community corrections offenders. VII. HISTORY October 15, 2008 ATTACHMENTS: A. AR Form 100-1A, Administrative Regulation Implementation/Adjustments
ADMINISTRATIVE REGULATION IMPLEMENTATION/ADJUSTMENTS AR Form 100-1A (04/15/08) CHAPTER SUBJECT AR # EFFECTIVE 250-62 (FACILITY/WORK UNIT NAME) WILL ACCEPT AND IMPLEMENT THE PROVISIONS OF THE ABOVE ADMINISTRATIVE REGULATION: [ ] AS WRITTEN [ ] NOT APPLICABLE [ ] WITH THE FOLLOWING PROCEDURES TO ACCOMPLISH THE INTENT OF THE AR (SIGNED) (DATE) Administrative Head Attachment A Page 1 of 1