MEMORANDUM FOR INCIDENT REPORTING POLICIES TO FROM SUBJECT DATE by eminems

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									                    MEMORANDUM FOR INCIDENT REPORTING POLICIES


TO:          E-TEAM MEMBERS

FROM:        SECRETARY SWEAT

SUBJECT:     INCIDENT REPORTING POLICIES

DATE:        06/08/2007




Training Requirements
All youth development center staff, detention services staff, court services staff, Program Services Central Office staff,
and Central Office managers designated by the Executive Management Team must receive training on the new Incident
Report policy and affected policies, MD 4, MD 4.1, and MD 5. To prepare for training, required staff (as previously
indicated) shall read MD 4, MD 4.1, and MD 5 prior to attending training. Youth development center staff shall also
read PS/YC 3.0 and detention center staff shall also read PS/DC 7 prior to attending training. Incident Report
training will include a review of changes to suicide prevention policies: DJJDP 18 and 18.1.
All youth development center staff, detention services staff, court services staff, Program Services Central Office staff,
and Central Office managers designated by the Executive Management Team must receive these policies, attend
training, sign Form DJJDP7 005, “Policy Training Record,” and submit the form to the Policy Office by August 22,
2007. When completing Form DJJDP7 005, use “Incident Report Training, MD 4, MD 4.1, MD 5, DJJDP 18, DJJDP
18.1, PS/YC 3.0 (youth development centers), and PS/DC 7 (detention centers)” as the policy name on the
confirmation of policy signatures sheet and the date signed as 4/15/07. Supervisors should instruct staff to replace any
current, printed version of these policies (in manuals) with the updated versions located on the G: drive at
G:\Common\Incident Report Training to Begin June 20th.
Implementation
The implementation date is August 22, 2007. Staff members shall not utilize the “Incident Report,” Form DJJDP6 001,
until August 22, 2007. In the event that training is not completed as of August 22, 2007, staff members who have not
received training shall not utilize the new form until they have completed training. (Only trained staff shall utilize the
revised “Incident Report.”)
Training
Training will consist of at least eight (8) sessions in the four (4) areas represented below for a total of 32 training
sessions. Each area will offer training every Wednesday, excluding holidays, beginning June 20, 2007. Each training
session will last approximately six (6) hours. Staff Development will begin training in the facilities to ensure supervisors
are the first staff members to receive training and follow with training sessions for facility staff, court services, and other
staff as directed. Supervisors will be trained with a 20-person classroom maximum, and extra space will be allowed for
non-supervisors as available.
Staff Development trainers are responsible for printing the PowerPoint presentation from G:\Common\Incident
Report Training to Begin June 20th for training purposes. During each training session, Staff Development will
provide handouts of the PowerPoint presentation for each staff member. The Policy Office will provide 25 packets
with policy and form handouts to Staff Development for training purposes. Staff shall utilize the G: drive to access
copies of the policies and handouts after the training session, and may print any files from that location as needed.
                                                            Date        New or    Implementation Date
         Policy Number Policy Name                                              (Signatures Due and Staff start                 Read Requirements                                             Training Requirements
                                                           Signed      Amended?       policy compliance)
     1   DJJDP 18       Suicide Prevention: Identifying,   4/15/2007    Amended           8/22/2007             All Department staff                                        All youth development center, detention services, court
                        Communicating, and Providing                                                                                                                        services staff, and Program Services Central Office staff.
                        Prevention Services for                                                                                                                             Those required to receive training on the changes in this
                        Juveniles At-Risk of                                                                                                                                policy will receive that training during the Incident Report
                        Committing Suicide                                                                                                                                  policy training. Annual refresher training is required.
     2   DJJDP 18.1     Suicide Prevention: Suicide        4/15/2007    Amended            8/22/2007            All Department staff                                        All youth development center, detention services, court
                        Attempts                                                                                                                                            services staff, and Program Services Central Office staff.
                                                                                                                                                                            Those required to receive training on the changes in this
                                                                                                                                                                            policy will receive that training during the Incident Report
                                                                                                                                                                            policy training. Annual refresher training is required.

     3   MD 4           Incident Reports                   4/15/2007    Amended            8/22/2007            All youth development center, detention services, court All youth development center, detention services, court
                                                                                                                services staff, and Program Services Central Office staff services staff, and Program Services Central Office staff.

     4   MD 4.1         Law Enforcement Notification       4/15/2007      New           6/30/2007: Facility      All youth development center, detention services, court    All youth development center, detention services, court
                        and Requests for Charges to be                               Directors' signatures due; services staff, and Program Services Central Office staff   services staff, and Program Services Central Office staff.
                        Filed                                                      8/22/07: all other signatures                                                            Those required to receive training on the changes in this
                                                                                       due. Use the 3/28/06                                                                 policy will receive that training during the Incident Report
                                                                                      Serious Incident Report                                                               policy training.
                                                                                   until 8/22/07. Then, switch
                                                                                    to the new Incident Report
                                                                                               form
     5   MD 5           Notification of a Juvenile's       4/15/2007      New                8/22/2007           All youth development center, detention services, and      No training required.
                        Death                                                                                    court services staff
     6   YD 5           Volunteer Services                 4/15/2007    Amended              8/22/2007           All youth development center, detention center, and        No training required.
                                                                                                                 Program Services Central Office staff
     7   YD 7           Electronic Room Check              4/15/2007      New                8/22/2007           All detention center and youth development center staff    All detention center and youth development center staff. Staff
                                                                                                                                                                            members that already received training on the system
                                                                                                                                                                            currently used in their facility should send evidence of
                                                                                                                                                                            training attendance to the Policy Office in order to fulfill the
                                                                                                                                                                            training requirement.
     8   PS/YC 3.0      Behavior Expectations              4/15/2007    Amended            8/22/2007            All youth development center and court services staff.      All youth development center and court services staff. Those
                                                                                                                                                                            required to receive training on the changes in this policy will
                                                                                                                                                                            receive that training during the Incident Report policy
                                                                                                                                                                            training.
     9   PS/DC 7        Rules and Discipline               4/15/2007    Amended            8/22/2007            All detention services and court services staff.            All detention services and court services staff. Those required
                                                                                                                                                                            to receive training on the changes in this policy will receive
                                                                                                                                                                            that training during the Incident Report policy training.




June 2007 Policy Roll-Out
     Policy Number Policy Name              Date Signed                                                                      Attachments
1   MD 4           Incident Reports          4/15/2007  Form DJJDP6 001: New format and reporting structure. Form MD4 001: New Authorization to Apprehend and Transport a Committed Juvenile form.
                                                        Form MD4 002: Newly formatted Statement form highlights staff information, including position name. New reporting structure and time frame
                                                        flowcharts.
2   YD 5             Volunteer Services      4/15/2007  No Substantive changes (formatting and/or grammatical)
3   YD 7             Electronic Room         4/15/2007  Room Check- individual juvenile (Form DC 008) - No Substantive changes (formatting and/or grammatical)
                     Check                              Room Check- multiple juveniles (Form YC 020) - No Substantive changes (formatting and/or grammatical)
                                                        Special Management Observation Record (Form YD7 001) - Replaces DC 013c (DC 013 Series Deleted)
                                                        Special Management Report (Form YD7 002) - Replaces DC 013a (DC 013 Series Deleted)
                                                        Electronic Room Check System Procedures and Observation Codes - New Attachment
4   PS/YC 3          Behavior                4/15/2007  Behavior Expectations Flowcharts - Revised (behavior alerts and infractions); Behavior Alert Report (Form YC 003) - Replaces previous form, Incident
                     Expectations                       Report (Form YC 003), To be used for behavior alerts; Infraction Tracking (Form YC 005) - No Substantive Changes (formatting and/or grammatical);
                                                        Behavior Alert Tracking (Form YC 006) - No Substantive Changes (formatting and/or grammatical); Investigation Report (Form YC 008) - No
                                                        Substantive Changes (formatting and/or grammatical); Hearing Notification (Form YC 009) - No Substantive Changes (formatting and/or grammatical);
                                                        Hearing Summary (Form YC 010) - No Substantive Changes (formatting and/or grammatical); Appeal of Infraction (Form YC 011) - No Substantive
                                                        Changes (formatting and/or grammatical); Hearing Review Checklist (Form YC 011b) New Form; To be used to document the hearing review process;
                                                        Individualized Service Plan (Form YC 028) - No Substantive Changes (formatting and/or grammatical);

5   PS/YC 3.0        Behavior                4/15/2007     Counseling Session (Form YC 045) - No Substantive Changes (formatting and/or grammatical); Progress Notes (Form YD 071) - No Substantive Changes
    (continued)      Expectations                          (formatting and/or grammatical); Special Management Observation Record (Form YD7 001) - New Form; Replaces YC 001; Special Management Report
                                                           (Form YD7 002) - New Form; Statement Form (Form MD4 002) - Replaces Form YC 007; Incident Report (Form DJJDP6 001) - Revises form to
                                                           comply with law enforcement reporting policy;
6   PS/DC 7          Rules and Discipline    4/15/2007     Acknowledgement of Rules (Form DC 006) - No Substantive Changes (formatting and or grammatical); Rule Violation Report/Notice of Hearing (Form
                                                           DC 013) - Replaces DC 013d Incident Report/Notice of Hearing; Summary of Hearing (Form DC 014) - No Substantive Changes (formatting and or
                                                           grammatical); Hearing Review Checklist (Form DC 016) - No Substantive Changes (formatting and or grammatical); Hearing Appeal and Final Decision
                                                           (Form DC 017) - No Substantive Changes (formatting and or grammatical); Incident Report (Form DJJDP6 001) - Revised previous form to comply with
                                                           law enforcement reporting policy; Statement of Understanding Policy (Form DJJDP7 001) - No Changes; New Employee Orientation Checklist (Form SD
                                                           011) - No Changes; Special Management Observation Record (Form YD7 001) - Replaces DC 013c (DC 013 Series Deleted); Special Management
                                                           Report (Form YD7 002) - Replaces DC 013a (DC 013 Series Deleted)




    June Policy Roll-Out: Form Changes

								
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