San Joaquin Probation Unannounced Insp CAP Rpt (2023-2024 inspection cycle)

October 9, 2023 Steve Jackson, Chief Probation Officer San Joaquin County Probation Department 575 W. Mathews Road French Camp CA 95231 RE: SAN JOAQUIN PROBATION DEPARTMENT – CORRECTIVE ACTION PLAN RECEIPT – WELFARE AND INSTITUTIONS CODE SECTION 209(d) Dear Chief Jackson: The Board of State and Community Corrections (BSCC) is in receipt of your Corrective Action Plan (CAP) dated October 6, 2023, for the items of noncompliance found at the August 10, 2023, unannounced inspection of the San Joaquin County Peterson Juvenile Hall and Camp. This letter provides notice that the CAP has been approved as required by the Welfare and Institutions Code section 209, subdivision (d). Pursuant to section 209(d) an approved CAP was required by October 9, 2023. Section 209(d) also requires that the CAP give a reasonable timeframe to come into compliance, not to exceed 90 days, or by January 4, 2023. The CAP indicates that all corrective action for the items of noncompliance has been completed. BSCC staff will verify completed corrective action during the December 5, 2023, Comprehensive Inspection. Please let me know if you have any questions. Sincerely, ALLISON GANTER Deputy Director Facilities Standards and Operations Cc: Presiding Judge, San Joaquin County Juvenile Court Chair, Juvenile Justice Commission, San Joaquin County Chair, Board of Supervisors, San Joaquin County County Administrator, San Joaquin County Michelle Cantlin, Deputy Chief, San Joaquin County San Joaquin County Probation Department Juvenile Hall BSCC Corrective Action Plan 2023 Inspection checklist Deficiencies Description Action Plan Implementation Ongoing Date/ Status Monitoring 1321 Staffing Due to not having an Vacate the Camp and house youth on one of 08/18/2023 adequate number of three populated housing units. Completed personnel, Camp youth are being moved to the Juvenile Hall on a consistent basis for Five Camp staff to be reassigned to the housing 08/18/2023 sleepovers and during the units, thus enriching the staffing levels on the day shift at various intervals. Completed housing units. In addition, all youth are not SEIU and SJCPOA Unions have a finalized receiving the daily required 05/22/2023 agreement to allow for qualified probation one hour of structured Completed officers to assist with staffing at the JJC on an on- programming on a call basis. This is not mandated, so probation consistent basis officers are encouraged to work at JJC to provide assistance. Vacant shifts will be filled to accommodate the staffing needs. This makes accommodations for staffing needs to be met during all hours, regardless of a probation officer’s regular approved work hours schedule. Job openings are displayed on Recruitment efforts to fill the vacant Juvenile departmental and county websites as well Detention Officer Positions include hiring a as all of the department’s social media Community Relations PIO for the Department to platforms (Facebook, Instagram, Twitter assist with public outreach, implementing an and LinkedIn) and are advertised routinely internship program with two local colleges, on those platforms and websites. placing employment billboards throughout the county, and consistently participating in local job Continue to participate in local job fairs, fairs, community events, and reaching out to community events, and reach out to local local colleges. Understanding the need to recruit colleges. qualified staff for the JDO series, during the 22-23 fiscal year, the San Joaquin County Board of Supervisors authorized a new contract for the Inspection checklist Deficiencies Description Action Plan Implementation Ongoing Date/ Status Monitoring JDO series. This contract included a 23% increase in pay over the life of the four-year contract. Additionally, department administration worked with San Joaquin County Human Resources to obtain sign-on bonuses and additional monetary bonuses for newly hired employees. Further, the department worked with a publicity firm to develop a department website with a section specific to recruitment. 1371 Programs, The Juvenile Hall facility is A new facility schedule was created where youth 08/24/2023 Recreation, alternating programming will get one hour of recreation before the day Completed and Exercise requirements for youth on a begins, then one hour of large muscle exercise particular unit when staffing during the school day, leaving one hour of levels are inadequate. This structured programming for after school/evening includes Camp youth who program. are regularly moved to the JH due to lack of staffing. As 08/24/2023 All documents will be reviewed for An in-house training was offered to all Facility a result, at times, selected Supervisors to review and familiarize themselves Completed compliance, signed and date/time youth may get the required stamped. with the new facility program schedule and how programming and the other to review Daily Shift Logs by verifying that each half of the group will not get Unit Shift Log accounts for each youth’s three the required programming hours of programming, recreation and exercise during the week and five hours a day each Saturday, Sunday or other non-school days. Alternating program was discontinued, unless All documents will be reviewed for 08/25/2023 needed for safety and security reasons and compliance, signed and date/time during extenuating circumstances. In the event Completed stamped. that it is essential, administrator approval is required. Page | 2 Inspection checklist Deficiencies Description Action Plan Implementation Ongoing Date/ Status Monitoring A new daily facility schedule was implemented 08/25/2023 All documents will be reviewed for which allows for structured activities to be Completed compliance, signed and date/time tracked and documented as verification these stamped. required activities are occurring while staffing is enriched. The Assistant Deputy Chief Probation Officer All Daily Shift Logs will be signed and dated 08/25/2023 (ADCPO) of Operations will do a daily review of by the ADCPO after review. all Daily Shift Logs. The ADCPO will conduct Completed random video reviews during critical times of the day such as school, visiting, religious services and in the evenings. Additionally, all videos are reviewed after an incident to ensure room confinement is not occurring unless within policy. The San Joaquin County Juvenile Hall All documents will be reviewed for 08/25/2023 Compliance Officer will review documentation to compliance, signed and date/time Completed ensure compliance with BSCC regulations, which stamped. includes but is not limited to, justification for room confinement. An in-house training was offered to all Facility Supervisors to review and familiarize themselves with the new facility program schedule and how to review Daily Shift Logs by verifying that each Unit Shift Log accounts for each youth’s three hours of programming, recreation and exercise during the week and five hours a day each Saturday, Sunday or other non- school days. All documents will be reviewed for The placement of a youth in a room is 8/25/2023 compliance, signed and date/time documented on the Unit Shift Log. Completed stamped. Documentation will be monitored for compliance Page | 3 Inspection checklist Deficiencies Description Action Plan Implementation Ongoing Date/ Status Monitoring by the Facility Supervisors, who are responsible for verifying the Unit Shift Logs reflect each youth has received the minimum hours of required daily programming. On-going training is occurring during Staff Meetings. An Instructional Memorandum that included 09/15/2023 BSCC Section 1354.5 Room Confinement Compliance was sent to Juvenile Hall Staff to Completed specifically address room confinement during transitional times such as shift change, showers and after incidents. 1354.5 Room Due to inadequate staffing Staff were notified that no youth will be allowed 8/10/2023 Confinement levels, youth are, at times, to eat meals in their room. Completed required to alternate eating meals in their rooms. This is A new facility schedule was created where youth 08/24/2023 considered room will get one hour of recreation before the day Completed confinement out of begins, then one hour of large muscle exercise convenience to the facility. during the school day, leaving one hour of structured programming for after school/evening In addition, when staff levels program. are not sufficient, a regular practice is to “split An in-house training was offered to all Facility 08/24/2023 programming”. When split Supervisors to review and familiarize themselves Completed programming occurs, a with the new facility program schedule and how portion of youth are placed to review Daily Shift Logs by verifying that each in their rooms while the other Unit Shift Log accounts for each youth’s three portion of the group is out of hours of programming, recreation and exercise their rooms’. Although, some during the week and five hours a day each programming requirements Saturday, Sunday or other non-school days. are being met, youth are Page | 4 Inspection checklist Deficiencies Description Action Plan Implementation Ongoing Date/ Status Monitoring being placed in their rooms during time periods that are Alternating program was discontinued, unless 08/25/2023 outside of regularly needed for safety and security reasons and Completed scheduled time out of their during extenuating circumstances. In the event rooms that it is essential, administrator approval is required. Previously, even while alternating program, all facility youth still received the minimum hour of programming required by Title 15, and all youth continue to receive all daily programming as required. A new daily facility schedule was implemented 08/25/2023 which allows for structured activities to be Completed tracked and documented as verification these required activities are occurring while staffing is enriched. 08/25/2023 All Daily Shift Logs will be signed and dated The Assistant Deputy Chief Probation Officer Completed by the ADCPO after review. (ADCPO) of Operations will do a daily review of all Daily Shift Logs. The ADCPO will conduct random video reviews during critical times of the day such as school, visiting, religious services and in the evenings. Additionally, all videos are reviewed after an incident has occurred to ensure room confinement is not occurring unless within policy in the facility. 8/25/2023 All documents will be reviewed for The San Joaquin County Juvenile Hall compliance, signed and date/time Compliance Officer will review documentation to Completed stamped. ensure compliance with BSCC regulations, which includes but is not limited to, justification for room confinement. An in-house training was offered to Page | 5 Inspection checklist Deficiencies Description Action Plan Implementation Ongoing Date/ Status Monitoring all Facility Supervisors to review and familiarize themselves with the new facility program schedule and how to review Daily Shift Logs by verifying that each Unit Shift Log accounts for each youth’s three hours of programming, recreation and exercise during the week and five hours a day each Saturday, Sunday or other non- school days. An Instructional Memorandum that included 09/15/2023 BSCC Section 1354.5 Room Confinement Completed Compliance was sent to Juvenile Hall Staff to specifically address room confinement during transitional times such as shift change, showers and after incidents. Page | 6