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SAFETY CHECKS D-320 01-24-23 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: DOCUMENTED INTERMITTENT VISUAL SECURITY CHECKS and the SAFETY CHECK SYSTEM NO: D-320 FILE: SAFETY CHECKS EFFECTIVE DATE: 12-25-94 REVISED: 04-01-96, 10-01-96, 04-01-97, 11-01-97 09-01-98, 11-01-99, 04-01-00, 09-01-00 10-01-01, 12-02-02, 03-01-04, 12-01-10 09-01-16, 07-01-17 AUTHORITY: Sheriff M. Mims APPROVED BY: Assistant Sheriff T. Gattie REFERENCE: Penal Code Section 6030; Title 15, Sections 1006, 1027.5, 1055 and 1056; Prison Rape Elimination Act of 2003 (42 USC 15601); 28 CFR 115; Superior Court Order No. 338665-3 Judge Fitch, dated July 8, 1988; Hall, et al. v. County of Fresno, 1:11-CV-02047-LJO-BAM (2015); Federal Performance-Based Detention Standards Handbook; and California Medical Association's Health Care Accreditation Standards for Adult Detention Facilities #303. PURPOSE: The purpose of this policy is to establish and maintain a consistent method for conducting documented intermittent visual security checks of all inmates, to provide for the health and welfare of the inmates. POLICY: It is the policy of the Fresno County Sheriffs Office Jail Division that correctional staff shall conduct appropriate rounds with sufficient frequency to provide inmates with adequate supervision and reasonable safety. Documented intermittent visual security checks shall be made of all inmate housing areas at least once each hour. It is the policy of the Fresno County Sheriffs Office Jail Division that more frequent rounds shall be conducted for inmates requiring more intensive supervision for safety and security reasons. Documented intermittent visual security checks shall be made a minimum of twice every thirty (30) minutes of every inmate placed into a sobering cell, safety cell, or Pro-Straint Restraint Chair, as well as those placed into restraints for sustained, prolonged intervention. Page 1 of 9 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: DOCUMENTED INTERMITTENT VISUAL SECURITY CHECKS and the SAFETY CHECK SYSTEM NO: D-320 FILE: SAFETY CHECKS PROCEDURE: I. DEFINITIONS SAFETY/SECURITY CHECK: means direct, visual observation performed at random intervals to provide for the health and welfare of inmates. DIRECT VISUAL OBSERVATION: means direct personal view of the inmate in the context of his/her surroundings without the aid of audio/video equipment. Audio/video monitoring may supplement but not substitute for direct visual observation. II. STAFF PRESENCE A. Housing floor officers are expected to make frequent and unpredictable rounds and to spend as much time as possible inside the housing units. Time spent inside these areas shall consist of: interacting with inmates, answering questions, enforcing facility rules, and being proactive in resolving inmate disputes or other issues. B. Sergeants are responsible to conduct and document unannounced rounds on all shifts. The checks shall be documented via the Safety Check System. Staff is prohibited from alerting other staff members that the supervisory rounds are occurring. III. SAFETY CHECKS A. The intent of the safety check is to account for the presence of the inmate, identify if anything appears out of order and look for signs of observable distress or trauma. This includes looking for indications that the inmate may be ill, injured, involved in an altercation, have attempted suicide or otherwise be in need of assistance. B. Staff must be able to see each inmate without the aid of audiovisual equipment. Staff members shall enter each housing unit and look into each cell (via window, door, or through open bars) to assure that each inmate is alive and not experiencing any obvious trauma. C. Officers shall perform a complete tour of safety checks in their assigned area within the first thirty (30) minutes of coming on duty, and within the last thirty (30) minutes before going off duty. Page 2 of 9 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: DOCUMENTED INTERMITTENT VISUAL SECURITY CHECKS and the SAFETY CHECK SYSTEM NO: D-320 FILE: SAFETY CHECKS IV. DOCUMENTATION REQUIREMENTS A. Documented visual inspections shall be recorded on a computer utilizing the Safety Check System (SCS): http:Hsafetycheck. B. Staff members assigned to inmate housing areas shall utilize the computers to document mandatory visual inspections of the housing units. When an entry is entered into the SCS program, the staff member is verifying that the check was performed as required. C. All documented intermittent visual security checks shall be made within the time parameters as specified by this policy (e.g., if a check is to be made hourly, the subsequent check must be made within the next sixty (60) minutes). D. Staff members assigned to the Main Jail 1st floor shall utilize the SCS program to document visually/verbally checking inmates housed in a safety cell at least twice every thirty (30) minutes. The appropriate notations will be entered on every occasion when they are applicable(e.g., restraints checked, toilet flushed, etc.). (Refer also to policy D-210/Safety Cell [FILE: SAFETY CELL] for all necessary checks and reviews.) E. Correctional staff assigned to the Main Jail 1 st floor shall utilize the SCS program to document visually checking inmates placed in restraints (including Pro-Straint restraint chairs) at least twice every thirty (30) minutes to ensure that the restraints are properly employed and to ensure the safety and well-being of the inmate. Each time an officer checks the inmate, they shall determine if the inmates' behavior is such that the inmate can be removed from the restraints. The same notations utilized for the safety cells shall be entered on every occasion when they are applicable to the Pro-Straint restraint chairs. (Refer also to policies D- 230/Use of Restraint Devices [FILE: RESTRAINTS]and D-236/Pro-Straint Restraint Chair [FILE: CHAIR] for all necessary checks and reviews.) F. Staff members assigned to the Main Jail 1st floor shall utilize the SCS program to document visually checking inmates placed in the sobering cells twice every thirty (30) minutes. The same notations utilized for the Safety Cells may be used to record the special requirement needs for those inmates held for more than six (6) hours in a sobering cell. G. All remaining common areas (e.g., gymnasiums, classrooms)and holding Page 3 of 9 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: DOCUMENTED INTERMITTENT VISUAL SECURITY CHECKS and the SAFETY CHECK SYSTEM NO: D-320 FILE: SAFETY CHECKS cells (e.g., pre-book, pre-release) shall be checked a minimum of once each hour whenever they contain inmates. H. If someone other than correctional staff checks on an inmate (e.g., safety cell checks made by medical staff), those observations may be documented and counted among the routine safety checks. The recording staff member shall complete the appropriate transaction via the SCS program. V. USE OF THE SCS PROGRAM FOR SECURITY TRANSACTIONS A. The SCS program is utilized to record designated security transactions. The appropriate notations shall be entered into the SCS program to document each occurrence, as applicable. B. In addition to Security Checks, the following transactions are available for each housing floor- 1. Key/Equipment Inventory — officers are required to inventory the key decksets, cuffs, shackles, bellychains, and security equipment assigned to the security station at 0600, 1400, 1800, and 2200 hours. The Security Station Inventory form (Addendum A) should be used as a worksheet to confirm the presence of all items (as applicable). a. The SCS "Inventory" field shall be utilized to document the assignment of keys and the presence (or absence) of the assigned security equipment. Each key deckset is to be listed along with the name of the officer to whom it is assigned. (For example: "Keys #1/J. Smith, #2/K. Vang, #3/C. Martinez, #4/unassigned. All equipment accounted for.") [Refer also to policy D-310/Key Control and Security(FILE: KEYS)for subsequent key assignment entries.] b. If there are any discrepancies (e.g., extra or missing items) or inoperable/damaged equipment, a notation shall be made in the Inventory field and the Facility Sergeant notified. (For example: "Keys #1/J. Smith, #2/K. Vang, #3/C. Martinez, #4/unassigned; Missing the cut-down knife;All remaining equipment accounted for; Sgt. Jones notified.") If any item needs to be replenished, replaced, or repaired, the security officer shall initiate an email to Jail Services or the Training Sergeant (as applicable). The email shall include a "CC" to the Facility Sergeant. c. The Inventory field is not intended to record unrelated Page 4 of 9 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: DOCUMENTED INTERMITTENT VISUAL SECURITY CHECKS and the SAFETY CHECK SYSTEM NO: D-320 FILE: SAFETY CHECKS miscellaneous information. 2. Cleanliness Inspection 3. Medication Pass 4. Supervisor Check 5. Toilet Paper Pass 6. Watch Commander (check) 7. Water Provided (for inmates housed in lockdown cells) 8. Window Checks. All windows (i.e., cell doors, perimeter windows, and common areas) shall be checked for damage at least once each shift, which may be performed in conjunction with the security checks. VI. DOCUMENTATION PROCEDURES — HOUSING FLOORS A. Retrieve the Intranet Safety Check program: http:Hsafetycheck B. Select the appropriate: 1. FACILITY 2. FLOOR 3. STATION (Housing Unit, Security Station, Safety Cell, etc.) 4. ACTION taken (from the dropdown box) — e.g., "Security Check" 5. Enter the TIME the check was actually made. The SCS entry shall be made within two (2) hours after making the check. NOTE: The date will automatically default, reflecting the date of input. Subsequently, any security checks made before midnight should be entered prior to midnight. C. If the person entering the information did not actually perform the transaction, the full name (e.g., john.smith) of the person who performed the transaction shall be entered in the FOR STAFF MEMBER field. D. Click on the SUBMIT button to enter the information. VI I. DOCUMENTATION PROCEDURES — SAFETY CELL AND PRO-STRAINT Page 5 of 9 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: DOCUMENTED INTERMITTENT VISUAL SECURITY CHECKS and the SAFETY CHECK SYSTEM NO: D-320 FILE: SAFETY CHECKS RESTRAINT CHAIRS A. At the beginning of each shift, an entry shall be made in the SCS program indicating whether each cell/chair is empty or occupied. 1. If the cell/chair is empty, the corresponding action "Empty Cell"shall be selected. Once a station has been designated as empty, it is not necessary to make subsequent entries until an inmate is placed into the cell/chair. 2. If the cell/chair is occupied, an appropriate action (e.g., inmate complacent, asleep, etc.) and the inmate's JID number shall be entered into the appropriate fields. 3. Once the inmate's JID number has been entered, subsequent transactions for the remainder of the shift do not require input of the JID number unless the inmate is transferred to another cell or removed from the cell/chair. B. All initial placements into a safety cell or Pro-Straint restraint chair shall require that the inmate's JID number be entered into the appropriate field. The JID number shall also be entered if the inmate is transferred into a different cell, and upon removal from the cell/chair. C. If more than one action is performed during a safety check (e.g., toilet paper provided and water provided), additional entries need to be initiated for each transaction. Vill. DOCUMENTATION PROCEDURES— LAW LIBRARY/LEXISNEXIS KIOSKS A. Officers are to conduct a "Pre-Use Equipment Check" prior to placing an inmate into a cell containing a LexisNexis Kiosk. The check shall be reflected via the Safety Check System. 1. Ensure the kiosk is secured to the wall and no wires are exposed. 2. Ensure there is no damage or graffiti, and the cell is free of debris. B. Security checks shall be performed a minimum of once each hour for the duration of the inmate's placement in the room. C. A"Post-Use Equipment Check" shall be performed and documented once Page 6 of 9 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: DOCUMENTED INTERMITTENT VISUAL SECURITY CHECKS and the SAFETY CHECK SYSTEM NO: D-320 FILE: SAFETY CHECKS the inmate is removed, ensuring the kiosk and cell have sustained no damage (refer to VIII(A), above). IX. COMMENTS AND MODIFICATIONS A. If there are any comments or modifications that need to be made to an entry, retrieve the affected screen: 1. Select the appropriate FACILITY and FLOOR 2. Check the REVIEW box 3. Ensure the date is accurate for the desired date to be retrieved. 4. Click once on the entry to be modified and type a notation in the "New Comments" field. 5. Click on the "Update" button to enter the information. 6. The entry will be automatically date-stamped with the appropriate date, time and user name. B. Once an entry or comment has been made, it cannot be deleted. Additional comments may be entered utilizing the same procedure. X. SUPERVISOR ENTRIES A. Sergeants who are assigned to supervise areas containing housing units and/or safety cells shall document a minimum of three (3) visits to those floors per 12-hour shift via the SCS program. The documentation can be entered in any of the following manners: 1. The Sergeant can log onto the computer in the security station and input the entry. 2. The Security Officer can input the entry for the Sergeant at the time of the check. The Sergeant can retrieve the entry and add a comment at a later time. 3. The Sergeant can create an entry from another terminal away from the housing floor (e.g., from the Sergeant's Office). B. Sergeants shall document the weekly cleanliness inspections as required Page 7 of 9 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: DOCUMENTED INTERMITTENT VISUAL SECURITY CHECKS and the SAFETY CHECK SYSTEM NO: D-320 FILE: SAFETY CHECKS by policy under Cleanliness Inspection. The Sergeant shall modify the event and enter a"Comment"to indicate whether the unit passed or failed the cleanliness inspection. (Refer to policy F-110/Cleanliness and Security Inspections [FILE: INSPECTIONS].) XI. SUPERVISOR REVIEW A. It shall be the responsibility of the Facility Sergeant and Watch Commander to review the entries on a weekly basis to ensure compliance with policy. 1. Select the Facility and Floor, then click on the "Review" button and enter the appropriate date. The transactions for the current day (beginning at 0001 hours)will be retrieved. If another date is desired, click on the calendar icon and select the appropriate date. 2. The "Advanced Search" feature can be utilized to review the transactions entered by staff using a variety of data (e.g., user name,a specific date or range of dates, facility, floor, and/or action). The categories selected will retrieve the requested information. 3. Additional specific reports may be obtained by contacting the Sheriff's Office Information Technology Unit. B. The Sergeant review should normally occur in concurrence with the weekly cleanliness inspection, but can be performed more frequently and at any time. 1. Sergeants are responsible for the review of the entries created during their time of assignment (e.g., Platoon A Sergeants are responsible to audit the entries made from 0600-1800 hours) in accordance with their team assignment (e.g., Main Jail during Platoon A-2). 2. When a sergeant is working overtime, or has been assigned the collateral duty to supervise a vacant sergeant position, that sergeant shall be responsible to audit the SCS entries made during that time. 3. All entries are to be reviewed, however, the timeliness of Security Checks and completeness of Key/Equipment Inventory entries are preeminently important. 4. The audit shall be documented under"Supervisor Check." A comment Page 8 of 9 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: DOCUMENTED INTERMITTENT VISUAL SECURITY CHECKS and the SAFETY CHECK SYSTEM NO: D-320 FILE: SAFETY CHECKS shall be added, indicating that the audit was performed. C. The Watch Commander shall review the Supervisor Check audit entries and document their review under"Watch Commander." A comment shall be added, indicating that the review was performed. XII. SYSTEM UNAVAILABLE A. If the system is "unavailable," or a problem occurs that prevents a data entry from being entered, notify the Facility Sergeant. The Sergeant shall contact the Information Technology Unit and inform them of the problem. B. All security transactions shall be documented on a paper log until such time when the entries can be input into the system. C. Entries cannot be made for prior dates. If an entry needs to be input for a previous date, the Information Technology Unit shall be notified. XIII. SCS PROGRAM MAINTENANCE Records are maintained permanently. Page 9 of 9