SAFETY CHECKS D-320 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, 01-24-23
AUTHORITY: Sheriff J. Zanoni APPROVED BY: Assistant Sheriff S. McComas
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 incarcerated people, to provide for
their health and welfare.
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 incarcerated people
with adequate supervision and reasonable safety. Documented intermittent visual
security checks shall be made of all housing areas at least once each hour and shall
occur at random or varied intervals.
It is the policy of the Fresno County Sheriffs Office Jail Division that more frequent rounds
shall be conducted for incarcerated people 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 incarcerated person placed into a
sobering cell, Pro-Straint Restraint Chair, WRAP Restraint, as well as those placed into
restraints for sustained, prolonged intervention. Those placed in a safety cell shall have
documented intermittent visual security checks made with no more than a fifteen (15)-
minute lapse between safety checks.
Page 1 of 10
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 or varied intervals to provide for the health and welfare of
incarcerated people.
DIRECT VISUAL OBSERVATION: means direct personal view of the incarcerated
person 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.
INTERMITTENT: means random, unpredictable, and staggered.
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
incarcerated people, answering questions, enforcing facility rules, and
being proactive in resolving incarcerated person 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
incarcerated person, identify if anything appears out of order and look for
signs of observable distress or trauma. This includes looking for
indications that the incarcerated person 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 incarcerated person 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 incarcerated person is alive and not experiencing any obvious
trauma.
Page 2 of 10
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
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.
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 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 floors with safety cell(s) shall utilize the SCS
program to document visually/verbally checking incarcerated people
housed in a safety cell at least once every fifteen (15) 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 shall utilize the SCS program to document visually
checking incarcerated people placed in restraints (including Pro-Straint
restraint chairs and WRAP restraint) 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 incarcerated person. Each time an officer
checks the incarcerated person, they shall determine if the incarcerated
person's behavior is such that the incarcerated person 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], D-236/Pro-Straint Restraint Chair [FILE: CHAIR],
and D-232/Use of the WRAP Restraint [FILE: WRAP RESTRAINT] for
all necessary checks and reviews.)
Page 3 of 10
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
F. Staff members assigned to the Main Jail 1st floor shall utilize the SCS
program to document visually checking incarcerated people 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 incarcerated people held for more than six
(6) hours in a sobering cell.
G. Staff members assigned to floors with an observation cell shall utilize the
SCS program to document visually/verbally checking inmates housed in
an observation cell at least twice every sixty (60) minutes. The
appropriate notations will be entered on every occasion when they are
applicable. (Refer also to policy D-375/Observation Cell [FILE:
OBSERVATION CELL] for all necessary checks and reviews.)
H. All remaining common areas (e.g., gymnasiums, classrooms) and
holding cells (e.g., pre-book, pre-release) shall be checked a minimum of
once each hour whenever they contain incarcerated people.
I. If someone other than correctional staff checks on an incarcerated
person (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).
Page 4 of 10
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
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
miscellaneous information.
2. Bureau Commander
3. 6 Hour Medical Evaluation/Meal Provided
4. Cleanliness Inspection
5. Empty Cell
6. Fire Safety Inspection
7. Meal Provided (The name of any incarcerated person who did not
obtain a meal shall be indicated in the Comments section)
8. Medical Evaluation
9. Medication Pass
10.Out of Order
11.Supervisor Check
12.Toilet Paper Pass
Page 5 of 10
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
13.Watch Commander (check)
14.Water Provided (for incarcerated people housed in lockdown cells)
15.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.
Page 6 of 10
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
VI I. DOCUMENTATION PROCEDURES — SAFETY CELL, PRO-STRAINT
RESTRAINT CHAIRS, THE WRAP, and OBSERVATION CELLS
A. At the beginning of each shift, an entry shall be made in the SCS program
indicating whether each cell/chair/WRAP is empty or occupied.
1. If the cell/chair/WRAP 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
incarcerated person is placed into the cell/chair/WRAP.
2. If the cell/chair/WRAP is occupied, an appropriate action (e.g.,
incarcerated person complacent, asleep, etc.) and the incarcerated
person's JID number shall be entered into the appropriate fields.
3. Once the incarcerated person's JID number has been entered,
subsequent transactions for the remainder of the shift do not require
input of the JID number unless the incarcerated person is transferred
to another cell or removed from the cell/chair.
B. All initial placements into a safety cell, Pro-Straint restraint chair, or
WRAP shall require that the incarcerated person's JID number be
entered into the appropriate field. The JID number shall also be entered
if the incarcerated person is transferred into a different cell, and upon
removal from the cell/chair/WRAP.
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
incarcerated person 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 incarcerated person's placement in the room.
Page 7 of 10
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
C. A "Post-Use Equipment Check" shall be performed and documented
once the incarcerated person 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).
Page 8 of 10
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
B. Sergeants shall document the weekly cleanliness inspections as
required 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 mitigate patterns
of inconsistent documentation or untimely completion of safety checks 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.
Page 9 of 10
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
4. The audit shall be documented under"Supervisor Check."A comment
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 10 of 10