COLORADO DEPARTMENT OF HUMAN SERVICES                                                            PAGE NUMBER
                                                                   POLICY 9.8
    DIVISION OF YOUTH CORRECTIONS                                                                  1 OF 6

                                                            CHAPTER:           Security and Control

                                                            SUBJECT:           Reporting Critical Incidents

                                                            EFFECTIVE DATE: June 1, 2005

                                                            RELATED DYC STANDARDS:
                                                            SC 13.0, 19.0, MD 28.0, 33.0, JRR 5.0, 6.0
THIS POLICY RELATES TO:                                     CDHS (DOI) POLICY 11.1
[X] State-Operated Treatment Facilities                     RELATED STATUES:
[X] State-Operated Detention Facilities                     SECTION 18-3-202, 18-3-203, 19-3-304 AND
[X] Secure Residential Treatment Facilities                 19-3-307, C.R.S.
[X] Residential Child Care Facilities
[X] Regional Offices
[X] Central Office

                                                                                John Gomez, Director

        I.      POLICY:

                The Director or designee of the facility or residential program shall be notified,
                both verbally and in writing, of all critical incidents which occur within a
                facility/program or which involves a Division of Youth Corrections (DYC) client
                or staff member. The Director of the facility/program, in turn, shall notify the
                appropriate Regional Director or designee and the Director of DYC, or designee,
                both verbally and in writing, as dictated by facility/program procedures.

                Staff members for facilities/programs with Colorado Trails access are required to
                complete all critical incident reports directly into the Trails system. One staff
                member directly involved in the critical incident is required to complete a critical
                incident report in Trails. A staff recording the facts of a critical incident outside
                of the facility/program or discovered after the incident is also required to directly
                report the incident in Colorado Trails.
        II.     DEFINITIONS:

                A.      Critical Incident Category I: A serious life safety incident that requires immediate
                        notification, further investigation and final disposition of the incident.

                B.      Critical Incident Category II: A potential life safety concern that is managed by
                        the facility/program and reported within 24 hours. Category II Critical Incidents
                        require further investigation and final disposition of the event.

                C.      Life Safety: A high level of danger to life or limb.
                D.      Escapees:
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                 1.      A juvenile who has left the facility or residential
                         program’s custody or direct supervision without the
                         proper authorization.

                 2.      A juvenile who has not returned to a facility or residential
                         program four (4) hours after the prescribed return time
                         from a home visit, school, training program, community
                         activity, or any other authorized leave from the facility or
                         residential program.

        A.       Criteria:

                 1.      The following circumstances shall constitute a Category I
                         Critical Incident requiring immediate notification to
                         authorized persons and immediate response to the incident:

                         a.         The death of a juvenile in the legal or
                                    physical custody of DYC, a staff
                                    member while on duty or any
                                    program visitor.

                         b.         A suicide attempt by a resident under
                                    legal or physical custody of DYC
                                    that requires admission to a medical

                         c.         Transport to a medical hospital for a
                                    life-threatening emergency.

                         d.         Juveniles who escape from any DYC
                                    secure facility, secure residential
                                    contract facility (SRTC) or staff
                                    secure facility. Also see DYC Policy
                                    9.12, Facility Emergency Plan, for
                                    Escape Reporting Procedures.

                                    1.       Examples include:

                                             a. Escape from a

                                             b. Running from a staff
                                                supervised outing or
                                                athletic event

                                             c. Running from a staff
                                                supervised medical visit

                         e.         Incidents that require law
                                    enforcement to take control of the
                                    facility, unit or program, such as
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                                  bomb threats, hostage situations and
                                  use of a weapon.

                       f.         Fire, flood, hazardous material or
                                  other damages to the physical plant
                                  that compromises the life safety of
                                  the juveniles and staff or a serious
                                  breach in the facility security.

                       g.         Any juvenile under the supervision
                                  of DYC who is involved in a crime
                                  of violence.

                 2.    The following Category II Critical Incidents
                       require notification between the hours of 8:00 a.m.
                       and 5:00 p.m. but no later than 24 hours following
                       the discovery of the incident.

                       a.         A suicide attempt that would have resulted
                                  in death except for circumstances beyond
                                  the person’s control does not require
                                  admission to a medical hospital.

                       b.         Juveniles who escape from a non-secure
                                  setting. Also see DYC policy 9.12, Facility
                                  Emergency Plan for Escape Reporting

                       c.         Juveniles who do not return from an
                                  approved pass four (4) hours after the
                                  designated return time from a supervised
                                  secure, licensed Residential Child Care
                                  Facility (RCCF) or a Child Placement
                                  Agency (CPA). Also see DYC policy 9.12,
                                  Facility Emergency Plan for Escape
                                  Reporting Procedures.

                                  1.       Examples include:
                                           a. Failing to return from a transition pass

                                           b. Failure to return from a court approved
                                              furlough or pass with family

                       d.         Injuries to, or acute illness of juveniles or
                                  on-duty staff that requires admission to a
                                  medical hospital.

                       e.         Any current alleged abuse of juveniles or
                                  complaints alleging malpractice, neglect, or
                                  abuse that the local county department of
                                  social services determines an investigation
                                  is necessary.
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                        f.         Any loss of a secure facility egress keys, as
                                   defined in program procedures.

                        g.         Lockdown of a facility, unit, or community
                                   residential program, which lasts eight (8)
                                   hours or more during the juveniles waking

                        h.         Damages (e.g. fire, flood, tornado) that, in
                                   the judgment of the program Director, are
                                   deemed to be critical but do not compromise
                                   the life safety of juveniles or staff.

                        i.         All incidents resulting in the summoning of
                                   law enforcement officials which results in
                                   charges being pressed or a report being
                                   taken but does not require relinquishing
                                   control of the facility to the responding

                        j.         Regardless of the category, any critical
                                   incident that may, in the judgment of the
                                   Program Director, cause immediate response
                                   from the media.

        B.       Notifications:

                 1.     The shift supervisor/lead worker on duty at the time
                        of a critical incident shall immediately contact the
                        Regional Director or designee for all critical
                        incidents not related to a facility, or the Program
                        Director or designee to provide information
                        regarding the nature and details of the incident and
                        to receive instructions, as appropriate.

                 2.     When informed of a Category I Critical Incident,
                        the Regional Director or designee, or the Program
                        Director or designee shall notify the DYC Director
                        or designee by telephone during normal business
                        hours. The appropriate Regional Director(s) or
                        designee shall also be notified for critical incidents
                        involving residential programs. If the reporting
                        person is unable to talk directly to the Director or
                        designee, or if after normal business hours, contact
                        the on-call administrator by paging them on the
                        dedicated critical incident pager at 1-866 589-1648.
                        The appropriate Regional Director(s) shall also be
                        notified by paging them on their assigned pager.

                 3.     When informed of a Category II Critical Incident,
                        the Regional Director or designee, or the Program
                        Director or designee shall report the critical incident
                        on the dedicated category II Critical Incident
                        telephone number (303) 866-7952 to the person
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                       answering the phone or leave a voice mail message.
                       The facility/Program Director shall also report the
                       critical incident to the appropriate Regional Director
                       within 24 hours of discovering the incident.

                 4.    All facilities/programs with Trails access must
                       record the critical incident into Colorado Trails
                       before the completion of the assigned work shift of
                       the staff reporting the critical incident.

                 5.    In addition to DYC’s Critical Incident reporting
                       requirements, programs licensed by the Division of
                       Child Care must also follow the general rules for
                       childcare facilities in regard to reporting critical

                 6.    Each institutional, detention and community
                       residential program shall develop and maintain an
                       updated critical incident notification list.

        C.       Follow-Up Reporting:

                 1.    All reported critical incidents must be entered
                       electronically into Colorado Trails by the end of the
                       shift for State-Operated facilities or a private
                       program operating in state-owned buildings who
                       have access to Trails.

                       a.         Private residential contract programs that do
                                  not have access to Trails shall fax a copy of
                                  the critical incident report (Addendum A) to
                                  the Regional Director who manages the
                                  contract. When applicable, a copy of the
                                  report shall also be faxed to the youth’s
                                  Regional Director within eight (8) hours of
                                  reporting the incident.
                       b.         The Regional office shall enter the critical
                                  incident into Trails within one working day,
                                  excluding weekends and holidays.

                       c.         An addendum should be filed after the
                                  original report if more information becomes
                                  available or if the staff person remembers
                                  something that was not included in the
                                  original report. The addendum shall be
                                  added to the original report.

                       d.         Once a final disposition of the incident is
                                  determined, i.e., child abuse findings, law
                                  enforcement investigations or personnel
                                  actions, it should then be added into Trails.
                                  All follow-up investigation reports of a
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                               critical incident shall be cross-referenced in
                               Colorado Trails.

                 2.    The Director of DYC shall forward copies of
                       critical incident reports to the Executive Director of
                       the Colorado Department of Human Services
                       (CDHS) as required by CDHS (DOI) Policy 11.1
                       Reporting of Critical Incidents.

                 3.    The Director of DYC or designee shall specify who
                       shall be responsible for notifying any other
                       appropriate authorities, such as, the Attorney
                       General's Office, insurance carriers, the Coroner,
                       Courts, or other persons or agencies, as deemed

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