Santa Barbara Probation (2023-2024 inspection cycle)

October 17, 2024 Holly Benton, Chief Probation Officer Santa Barbara County Probation Department 117 E. Carrillo Street Santa Barbara, CA 93101 2023-2024 TARGETED INSPECTION, WELFARE & INSTITUTIONS CODE SECTIONS 209 & 885, SANTA BARBARA COUNTY PROBATION DEPARTMENT DETENTION FACILITIES Dear Chief Benton: A Targeted Inspection of the Santa Barbara County Probation Department has been completed. The following facilities were inspected on/between Tuesday, July 23, 2024, and Tuesday, July 25, 2024: FACILITY NAME BSCC # FACILITY TYPE Santa Maria Juvenile Justice Center (SMJJC) 7574 JH Santa Barbara Secure Youth Treatment Facility 7575 SYTF (SYTF) These inspections were conducted pursuant to Welfare and Institutions Code Sections 209 and 885 to determine compliance with the Minimum Standards for Juvenile Detention Facilities as outlined in Titles 15 and 24, California Code of Regulations. INSPECTION RESULTS We identified no items of noncompliance with Title 15 Minimum Standards. An Exit Briefing with your staff was held on Thursday, July 25, 2024; BSCC staff presented an inspection overview and discussed technical assistance and best practice recommendations. * * * Please email me at ray.watson@bscc.ca.gov or call (916) 846-5986 if you have any questions. Holly Benton, Chief Probation Officer Page 2 Sincerely, RAY WATSON Field Representative Facilities Standards and Operations Division Enclosures Cc: Presiding Judge, Santa Barbara County Juvenile Court* Chair, Juvenile Justice Commission, Santa Barbara County* Chair, Board of Supervisors, Santa Barbara County* County Administrator, Santa Barbara County* Tiffany Phillips, Facility Manager, Santa Barbara Country Probation Malinda Barrera, Deputy Chief, Santa Barbara County Probation *Copies of the inspection are available upon request or online at www.bscc.ca.gov. 7574+ Santa Barbara Probation JH SYTF Targeted LTR 2024 JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS Board of State and Community Corrections PROCEDURES CHECKLIST1 BSCC Code: 7574 FACILITY NAME: Susan J. Gionfriddo Juvenile Justice Center, also referred to in FACILITY TYPE: JH this report as the Santa Maria Juvenile Justice Center (SMJJC) PERSON(S) INTERVIEWED: Holly Benton, Chief Probation Officer; Melinda Barrera, Deputy Chief Probation Officer; Tiffany Phillips, Probation Manager; Crystal Crockett, Supervising Deputy Probation Officer; Sarah Miller, Supervising Deputy Probation Officer; Paola Terronez, Administrative Office Professional; Kisha Ojeda, Behavioral Health Supervisor; Sam Moreno, Food Service Supervisor; Matt Linton, Court and Community School Principal; Noah Spevak, Supervising Deputy Probation Officer; Wendy Garcia, Senior JIO; one male youth age 19, one male youth age 18 FIELD REPRESENTATIVE: Ray Watson and Forrest Coleman DATE: July 23, 2024, through July 25, 2024. TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1321 STAFFING Policy 4112 – Supervision of Youth, Section I, C, Pg. 2 Each juvenile facility shall: (a) have an adequate number of personnel sufficient BSCC staff reviewed the Santa Maria Juvenile Justice to carry out the overall facility operation and its Center’s (SMJJC) policies and procedures for programming, to provide for safety and security of compliance with Title 15 regulations including, but not youth and staff, and meet established standards and limited to, staffing. The agency staffs both the SMJJC regulations; and the Santa Barbara Secure Youth Treatment Facility (SBSYTF), which are located on the same campus within the same complex. The agency was operating three living units with a combined population of 36 youth at the time of inspection. There was a mixture of JH and SYTF youth in each of the three units. There is a Sr. JIO assigned to oversee each unit daily. ☒ ☐ ☐ BSCC staff also reviewed two random weeks of staff schedules from the months of May, June, and July. We were also provided with a facility information worksheet which included a staffing summary. At the time of inspection, the agency had the following positions filled: • 1 Probation Manager • 3 Supervising Probation Officers • 5 Senior Deputy Probation Officers (Sr. DPO) • 9 Senior Juvenile Institutions Officers (Sr. JIO) • 25 Juvenile Institutions Officers (JIO) • 2 Extra Help Juvenile Institutions Officers • 8 Support staff 1 This document is intended for use as a tool during the targeted inspection process; this worksheet may not contain each Title 15 regulation that is required. Additionally, many regulations on this worksheet are SUMMARIES of the regulation; the text on this worksheet may not contain the entire text of the actual regulation. Please refer to the complete California Code of Regulations, Title 15, Minimum Standards for Juvenile Facilities, Division 1, Chapter 1, Subchapter 5 for the complete list and text of regulations. 7574 Santa Barbara SMJJC JH Targeted PRO 23-24 Page 1 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS During the inspection, the agency had several staff out on approved leave of absence. This coupled with continuous vacancies requires the use of mandated overtime. However, the agency still maintains a PREA staffing ratio of 1:8 during waking hours and 1:16 during sleeping hours. (b) ensure that no required services shall be denied Policy 4112 – Supervision of Youth, Section I, C, Pg. because of insufficient numbers of staff on duty 2 absent exigent circumstances; ☒ ☐ ☐ BSCC staff provided technical assistance with eliminating outdated language that suggests keeping youth in rooms if staffing is not sufficient. (c) have a sufficient number of supervisory level staff Policy 4112 – Supervision of Youth, Section I, C, Pg. to ensure adequate supervision of all staff members; 2 ☒ ☐ ☐ After a review of the schedule, as well as interviews with youth and staff, BSCC staff confirmed there is a Sr. JIO or Sr. DPO present at the facility on each shift. (d) have a clearly identified person on duty at all Policy 4112 – Supervision of Youth, Section I, A, Pg. times who is responsible for operations and activities 1 and has completed the Juvenile Corrections Officer Core Course and PC 832 training: ☒ ☐ ☐ BSCC staff provided the agency with technical assistance in ensuring it is clearly indicated on the shift schedule which staff person is in charge of operations and activities on each shift. (e) have at least one staff member present on each Policy 4112 – Supervision of Youth, Section II, H, 6-7, living unit whenever there are youth in the living unit; Pg. 5 ☒ ☐ ☐ Through direct observation and interviews with staff and youth, the agency regularly ensures that there is a staff present in the unit or where a youth is present. Youth are never left unsupervised. (f) have sufficient food service personnel relative to Policy 4112 – Supervision of Youth, Section I, C, Pg. the number and security of living units, including staff 2 qualified and available to: plan menus meeting nutritional requirements of youth; provide kitchen The agency contracts with a local vendor (VTC) who supervision; direct food preparation and servings; prepares and delivers all meals to SMJJC. The food ☒ ☐ ☐ conduct related training programs for culinary staff; service personnel onsite consist of: and maintain necessary records; or, a facility may serve food that meets nutritional standards prepared • 1 Food Services Supervisor by an outside source; • 1 Fulltime Food Service Worker • 1 Extra Help Food Services Worker (g) have sufficient administrative, clerical, Policy 4112 – Supervision of Youth, Section I, C, Pg. recreational, medical, dental, mental health, building 2 maintenance, transportation, control room, facility security and other support staff for the efficient Due to the closure of the youth camp, the agency has management of the facility, and to ensure that youth increased staffing by reassigning staff from the camp supervision staff shall not be diverted from to SMJJC. In addition to staff assigned to the housing supervising youth; and, units, the agency provides robust staffing for medical, ☒ ☐ ☐ maintenance, transportation, and clerical services. Behavioral Health is staffed with 1 Supervisor, 2 Clinicians, and 1 Psychiatric Tech. BSCC staff conducted interviews with medical, behavioral health, administrative, and detention staff to ensure compliance with this regulation. 7574 Santa Barbara SMJJC JH Targeted PRO 23-24 Page 2 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (h) assign sufficient youth supervision staff to provide Policy 4112 – Supervision of Youth, Section II, H, 4-6, continuous wide awake supervision of youth, subject Pg. 4-5 to temporary variations in staff assignments to meet ☒ ☐ ☐ special program needs. Staffing shall be in compliance with a minimum youth-staff ratio for the following facility types: (1) Juvenile Halls Policy 4112 – Supervision of Youth, Section II, H, 4, 1, (A) during the hours that youth are awake, Pg. 4 one wide-awake youth supervision staff ☒ ☐ ☐ member on duty for each 10 youth in The agency operates with PREA staffing ratios of 1 detention; youth supervision staff to 8 youth during awake hours. (B) during the hours that youth are confined to Policy 4112 – Supervision of Youth, Section II, H, 2, their room for the purpose of sleeping, one Pg. 4 wide-awake youth supervision staff member ☒ ☐ ☐ on duty for each 30 youth in detention; The agency operates with PREA staffing ratios of 1 youth supervision staff to 16 youth during sleeping hours. (C) at least two wide-awake youth supervision Policy 4112 – Supervision of Youth, Section II, H, 3, staff members on duty at all times, regardless Pg. 4 of the number of youth in detention, unless an ☒ ☐ ☐ arrangement has been made for backup support services which allow for immediate response to emergencies; and, (D) at least one youth supervision staff Policy 4112 – Supervision of Youth, Section II, H, 3, member on duty who is the same gender as ☒ ☐ ☐ Pg. 4 youth housed in the facility. (E) personnel with primary responsibility for Policy 4112 – Supervision of Youth, Section I, C, Pg other duties such as administration, 2. supervision of personnel, academic or trade ☒ ☐ ☐ instruction, clerical, kitchen or maintenance shall not be classified as youth supervision staff positions. (2) Special Purpose Juvenile Halls The facility is not a Special Purpose Juvenile Hall. (A) during hours that youth are awake, one ☐ ☐ ☒ wide-awake youth supervision staff member on duty for each 10 youth in detention; (B) during the hours that youth are confined to N/A their room for the purpose of sleeping, one ☐ ☐ ☒ wide-awake youth supervision staff member on duty for each 30 youth in detention; (C) at least two wide-awake youth supervision N/A staff members on duty at all times, regardless of the number of youth in detention, unless an ☐ ☐ ☒ arrangement has been made for backup support services which allow for immediate response to emergencies; and, (D) at least one youth supervision staff N/A member on duty who is the same gender as ☐ ☐ ☒ youth housed in the facility. (E) personnel with primary responsibility for N/A other duties such as administration, supervision of personnel, academic or trade ☐ ☐ ☒ instruction, clerical, kitchen or maintenance shall not be classified as youth supervision staff positions. 7574 Santa Barbara SMJJC JH Targeted PRO 23-24 Page 3 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) Camps The facility is not a camp. (A) during the hours that youth are awake, one wide-awake youth supervision staff ☐ ☐ ☒ member on duty for each 15 youth in the camp population; (B) during the hours that youth are confined to N/A their room for the purpose of sleeping, one wide-awake youth supervision staff member ☐ ☐ ☒ on duty for each 30 youth present in the facility; (C) at least two wide-awake youth supervision N/A staff members on duty at all times, regardless of the number of youth in residence, unless ☐ ☐ ☒ arrangements have been made for backup support services which allow for immediate response to emergencies; (D) at least one youth supervision staff N/A member on duty who is the same gender as ☐ ☐ ☒ youth housed in the facility; (E) in addition to the minimum staff to youth N/A ratio required in (h)(3)(A)-(B), consideration shall be given to the size, design, and location of the camp; types of youth committed to the ☐ ☐ ☒ camp; and the function of the camp in determining the level of supervision necessary to maintain the safety and welfare of youth and staff; (F) personnel with primary responsibility for N/A other duties such as administration, supervision of personnel, academic or trade ☐ ☐ ☒ instruction, clerical, farm, forestry, kitchen or maintenance shall not be classified as youth supervision staff positions. 7574 Santa Barbara SMJJC JH Targeted PRO 23-24 Page 4 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1328 SAFETY CHECKS Policy 4112 – Supervision of Youth, Section II, I Pg. 5 The facility administrator shall develop and BSCC staff reviewed safety check logs for the months implement policy and procedures that provide for of May, June, and July 2024. direct visual observation of youth at a minimum of every 15 minutes, at random or varied intervals In review of safety check documentation, safety during hours when youth are asleep or when youth checks are being completed at a minimum of every 15 are in their rooms, confined in holding cells or minutes and at random and varied intervals during the confined to their bed in a dormitory. Supervision is hours youth are confined to their rooms. However, we not replaced, but may be supplemented by, an discussed the importance of clearly documenting audio/visual electronic surveillance system when youth are in and out of their rooms. We provided designed to detect overt, aggressive or assaultive examples of how the current Welfare Check Log can behavior and to summon aid in emergencies. All be used to provide clearer documentation of the safety checks shall be documented with the actual actual times when youth are in and out of their rooms. time the check is completed. ☒ ☐ ☐ Although the safety checks appeared to be random and varied, we discussed with the agency the importance of staff using a standard format when documenting safety checks. Per policy, the Sr. JIO or Sr. DPO performs daily inspections of the Welfare Check Log on each shift to ensure compliance with Title 15 regulation. The agency’s policy states staff use the Guard 1 electronic system to record safety checks. After reviewing documentation and touring the facility, BSCC staff determined safety checks are being recorded using handwritten logs. BSCC staff provided technical assistance to update policies and procedures to ensure safety checks are being recorded in accordance with policy. 7574 Santa Barbara SMJJC JH Targeted PRO 23-24 Page 5 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1354.5 ROOM CONFINEMENT Policy 4110 - Room Confinement Status (a) The facility administrator shall develop and BSCC reviewed 15 incidents of Room Confinement implement written policies and procedures Status (RCS) for the months of May, June, and July addressing the confinement of youth in their room 2024. We also reviewed policy and procedure, and that are consistent with Welfare and Institutions interviewed detention staff, collaborative partners, Code Section 208.3. The placement of a youth in and youth housed in the facility. room confinement shall be accomplished in accordance with the following guidelines: BSCC staff provided technical assistance related to the agency updating RCS policy 4110 and supporting documents to ensure RCS procedures and the due process procedure are not co-mingled together. We provided clarification in distinguishing the due process from room confinement, in that, the due process is ☒ ☐ ☐ associated with a disciplinary sanction given to the youth, while room confinement shall not be used for disciplinary sanctions/punishment. Therefore, due process should be removed from RCS documentation. We also strongly encouraged the agency to ensure there is adherence to policy and procedure when administering, reviewing, and documenting incidents of RCS. We discussed how each youth should be individually assessed every hour, as per policy, leading up to the first four hours of RCS. BSCC also discussed best practice verbiage options to eliminate the “time out” language in policy. (1) Room confinement shall not be used before Policy 4110 - Room Confinement Status, Section II, B, other, less restrictive, options have been 2, Pg. 4 attempted and exhausted, unless attempting ☒ ☐ ☐ those options poses a threat to the safety or security of any youth or staff. (2) Room confinement shall not be used for the Policy 4110 - Room Confinement Status, Section II, B, purposes of punishment, coercion, ☒ ☐ ☐ 3, Pg. 4 convenience, or retaliation by staff. (3) Room confinement shall not be used to the Policy 4110 - Room Confinement Status, Section II, B, extent that it compromises the mental and ☒ ☐ ☐ 3, Pg. 4 physical health of the youth. (b) A youth may be held up to four hours in room Policy 4110 - Room Confinement Status, Section II, B, confinement. After the youth has been held in room 3, Pg. 4 confinement for a period of four hours, staff shall do one or more of the following: ☒ ☐ ☐ BSCC staff reviewed incident reports and RCS review sheets and interviewed detention staff, collaborative partners, and youth housed in the facility. Youth are not routinely held in RCS for more than four hours. Policy 4110 - Room Confinement Status, Section II, (1) Return the youth to general population. ☒ ☐ ☐ Pg. 4-6 Policy 4110 - Room Confinement Status, Section II, Pg. 4-6 (2) Consult with mental health or medical staff. ☒ ☐ ☐ Youth are assessed by medical and mental health staff within four hours, after being placed on RCS. (3) Develop an individualized plan that includes Policy 4110 - Room Confinement Status, Section II, the goals and objectives to be met in order to Pg. 4-6 reintegrate the youth to general population. ☒ ☐ ☐ The Individualized plan is comprehensive and includes the goals and objectives to be met in order to reintegrate youth back into general population. 7574 Santa Barbara SMJJC JH Targeted PRO 23-24 Page 6 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (4) If room confinement must be extended Policy 4110 - Room Confinement Status, Section II, beyond four hours, staff shall do each of the Pg. 4-6 following: (A) Document the reasons for room ☒ ☐ ☐ confinement and the basis for the extension, the date and time the youth was first placed in room confinement, and when he or she is eventually released from room confinement. (B) Develop an individualized plan that Policy 4110 - Room Confinement Status, Section II, B, includes the goals and objectives to be met 3, C, iii, Pg. 6 ☒ ☐ ☐ in order to integrate the youth to general population. (C) Obtain documented authorization by the Policy 4110 - Room Confinement Status, Section II, B, facility superintendent or his or her designee 3, C Pg. 5-6 every four hours thereafter. ☒ ☐ ☐ Per SMJJC policy, staff shall obtain approval from the facility director every four hours that room confinement is continued. (5) This section is not intended to limit the use of Policy 4110 - Room Confinement Status, Section II, B, single-person rooms or cells for the housing of 3, C, Pg. 5-6 ☒ ☐ ☐ youth in juvenile facilities and does not apply to normal sleeping hours. (6) This section does not apply to youth or wards Policy 4110 - Room Confinement Status, Section II, B, ☒ ☐ ☐ in court holding facilities or adult facilities. 3, C, Pg. 5-6 (7) Nothing in this section shall be construed to Policy 4110 - Room Confinement Status, Section II, B, conflict with any law providing greater or ☒ ☐ ☐ 3, C, Pg. 5-6 additional protections to youth. (8) This section does not apply during an Policy 4110 - Room Confinement Status, Section D, extraordinary emergency circumstance that Pg. 8 requires a significant departure from normal institutional operations, including a natural disaster or facility-wide threat that poses an ☒ ☐ ☐ imminent and substantial risk of harm to multiple staff or youth. This exception shall apply for the shortest amount of time needed to address this imminent and substantial risk of harm. (9) This section does not apply when a youth is Policy 4110 - Room Confinement Status, Section D, placed in a locked cell or sleeping room to treat Pg. 8 and protect against the spread of a communicable disease for the shortest amount of time required to reduce the risk of infection, with the written approval of a licensed physician or nurse practitioner, when the youth is not ☒ ☐ ☐ required to be in an infirmary for an illness. Additionally, this section does not apply when a youth is placed in a locked cell or sleeping room for required extended care after medical treatment with the written approval of a licensed physician or nurse practitioner, when the youth is not required to be in an infirmary for illness. 1357 USE OF FORCE Policy 4121 – Use of Force The facility administrator, in cooperation with the BSCC staff reviewed policy and procedure and 10 responsible physician, shall develop and implement Use of Force (UOF) incident reports for April, May, written policies and procedures for the use of force, which may include chemical agents. Force shall ☒ ☐ ☐ and June 2024. We also interviewed detention staff and youth housed at the facility. never be applied as punishment, discipline, retaliation or treatment. (a) At a minimum, each facility shall develop The facility is compliant with this regulation. policies and procedures which: 7574 Santa Barbara SMJJC JH Targeted PRO 23-24 Page 7 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) restricts the use of force to that which is Policy 4121 – Use of Force, Section I, A, 2, Pg. 1 deemed reasonable and necessary, as defined in ☒ ☐ ☐ Section 1302 to ensure the safety and security of youth, staff, others and the facility. (2) outline the force options available to staff Policy 4121 – Use of Force, Section III, H, Pg. 8 including both physical and non-physical options and define when those force options are Force options allowed include, but are not limited to, appropriate. the following: Non-physical options: ☒ ☐ ☐ • Staff Presence • Verbal Command Physical options: • Mechanical restraints • Unarmed defensive tactics • Oleoresin Capsicum (OC) (3) describe force options or techniques that are Policy 4122 – Use of Physical Restraints, Section II, ☒ ☐ ☐ expressly prohibited by the facility. C, D, Pg. 2 (4) describe the requirements of staff to report Policy 4121 – Use of Force, Section II, 4-5, a-d, Pg. any inappropriate use of force, and to take ☒ ☐ ☐ 3-4 affirmative action to immediately stop it. (5) define a standardized reporting format that Policy 4121 – Use of Force, Section IV, E, Pg. 15-16 includes time period and procedure for documenting and reporting the use of force, Per SMJJC policy, all UOF events are logged and including reporting requirements of management tracked by a designated Administrative Office and line staff and procedures for reviewing and Professional. tracking use of force incidents by supervisory and ☒ ☐ ☐ or management staff, which include procedures for debriefing a particular incident with staff and/or youth for the purposes of training as well as mitigating the effects of trauma that may have been experienced by staff and /or the youth involved. (6) Include an administrative review and a system Policy 4121 – Use of Force, Section IV, F, Pg. 17 for investigating unreasonable use of force. BSCC staff confirmed compliance with policy that indicates use of force events are reviewed monthly on ☒ ☐ ☐ a department level by the Use of Force Review Committee. The committee is comprised of Deputy Chiefs, Managers, SPOs, and training officers for the facilities. (7) define the role, notification, and follow-up Policy 4121 – Use of Force, Section IV, Pg. 17 procedures required after use of force incidents ☒ ☐ ☐ for medical, mental health staff and parents or legal guardians. (8) describe the limitations of use of force on Policy 4121 – Use of Force, Section IV, 8, Pg. 17 pregnant youth in accordance with Penal Code ☒ ☐ ☐ Section 6030(f) and Welfare and Institutions Code Section 222. (b) Facilities that authorize chemical agents as a Policy 4121 – Use of Force, Section IV, D, 8, 9, 12, force option shall include policies and procedures Pg. 10-11 that: (1) identify who is approved to carry and/or utilize ☒ ☐ ☐ chemical agents in the facility and the type, size and the approved method of deployment for those chemical agents. 7574 Santa Barbara SMJJC JH Targeted PRO 23-24 Page 8 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) mandate that chemical agents only be used Policy 4121 – Use of Force, Section IV, D, 5, Pg. 9 when there is an imminent threat to the youth’s safety or the safety of others and only when de- ☒ ☐ ☐ The agency has developed policy and procedures escalation efforts have been unsuccessful or are which outline the elements of this regulation. not reasonably possible. (3) outline the facility’s approved methods and Policy 4121 – Use of Force, Section IV, 14, a-l, Pg. 12- timelines for decontamination from chemical 14 agents. This shall include that youth who have been exposed to chemical agents shall not be left ☒ ☐ ☐ BSCC staff interviewed detention staff and youth unattended until that youth is fully housed in the facility. Youth are not left unattended decontaminated or is no longer suffering the until they are fully decontaminated and are no longer effects of the chemical agent. suffering the effects of the chemical agent. (4) define the role, notification, and follow-up Policy 4121 – Use of Force, Section IV, 12, e, Pg. 13 procedures required after use of force incidents involving chemical agents for medical, mental ☒ ☐ ☐ BSCC staff interviewed medical services and health staff and parents or legal guardians. behavioral health services staff to aid in confirming compliance with this subsection of the regulation. (5) provide for the documentation of each Policy 4121 – Use of Force, Section IV, E, Pg. 15-16 incident of use of chemical agents, including the reasons for which it was used, efforts to de- Per SMJJC policy, staff are to write a Worker’s Special escalate prior to use, youth and staff involved, Report (WSR) to include the elements in this ☒ ☐ ☐ the date, time and location of use, regulation. decontamination procedures applied and identification of any injuries sustained as a result of such use. (c) Facilities shall develop policies and procedure Policy 4121 – Use of Force, Section IV, C, 6, C, Pg. which require that agencies provide initial and 4/Section IV, D, 8, Pg. 9 regular training in use of force and chemical agents when appropriate that address: ☒ ☐ ☐ (1) known medical and behavioral health conditions that would contraindicate certain types of force; (2) acceptable chemical agents and the Policy 4121 – Use of Force, Section IV, C, 6, Pg. 4 ☒ ☐ ☐ methods of application. (3) signs or symptoms that should result in Policy 4121 – Use of Force, Section IV, C, 6, Pg. 5 immediate referral to medical or behavioral ☒ ☐ ☐ health. (4) instruction on the Constitutional Limitations Policy 4121 – Use of Force, Section IV, C, 6(4), Pg. 5 ☒ ☐ ☐ of Use of Force. (5) physical training force options that may Policy 4121 – Use of Force, Section IV, C, 6, Pg. 4 ☒ ☐ ☐ require the use of perishable skills. (6) timelines the facility uses to define regular Policy 4121 – Use of Force, Section IV, C, 6, Pg. 4-5 ☒ ☐ ☐ training. 1361 GRIEVANCE PROCEDURE Policy 4123 – Grievances The facility administrator shall develop and BSCC staff reviewed a random selection of youth implement written policies and procedures whereby grievances from the months of May, June, and July any youth may appeal and have resolved 2024. BSCC staff also interviewed youth housed at grievances relating to any condition of confinement, the facility, as well as detention staff. All the including but not limited to health care services, grievances we reviewed were resolved within the classification decisions, program participation, ☒ ☐ ☐ timeframe indicated in Title 15 regulation. telephone, mail or visiting procedures, food, clothing, bedding, mistreatment, harassment or violations of the nondiscrimination policy. There shall be no time limit on filing grievances. Policies and procedures shall include provisions whereby the facility manager ensures: 7574 Santa Barbara SMJJC JH Targeted PRO 23-24 Page 9 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) a grievance form and instructions for registering Policy 4123 – Grievances, Section XI, Pg. 12-14 a grievance, which includes provisions for the youth ☒ ☐ ☐ to have free access to the form; During our tour of the facility, BSCC staff observed grievance forms accessible to youth in the living units. (b) the youth shall have the option to confidentially Policy 4123 – Grievances, Section XI, Pg. 12-14 file the grievance or to deliver the form to any youth supervision staff working in the facility; ☒ ☐ ☐ There is also a grievance lockbox in each living unit for the youth to confidentially file a grievance if needed. (c) resolution of the grievance at the lowest Policy 4123 – Grievances, Section XI, Pg. 12-14 appropriate staff level; ☒ ☐ ☐ (d) provision for a prompt review and initial Policy 4123 – Grievances, Section XI, Pg. 12-14 response to grievances within three (3) business days, grievances that relate to health and safety ☒ ☐ ☐ BSCC staff interviewed youth housed in the facility issues must be addressed immediately; and detention staff. The facility responds to each grievance within three business days. (1) The youth may elect to be present to explain Policy 4123 – Grievances, Section XI, Pg. 12-14 his/her version of the grievance to a person not ☒ ☐ ☐ directly involved in the circumstances which led to the grievance. (2) Provision for a staff representative approved Policy 4123 – Grievances, Section XI, Pg. 12-14 ☒ ☐ ☐ by the facility administrator to assist the youth. (e) provision for a written response to the grievance Policy 4123 – Grievances, Section XI, Pg. 12-14 s ☒ ☐ ☐ which includes the reasons for the decisions; (f) a system which provides that any appeal of a Policy 4123 – Grievances, Section XI, Pg. 12-14 grievance shall be heard by a person not directly ☒ ☐ ☐ involved in the circumstances which led to the grievance; (g) resolution of the grievance must occur within ten Policy 4123 – Grievances, Section XI, Pg. 12-14 (10) business days unless circumstances dictate a longer time frame. The youth shall be notified of ☒ ☐ ☐ BSCC staff interviewed youth housed in the facility any delay; and, and detention staff. The facility resolves each grievance within ten business days. (h) the policy shall provide multiple internal and Policy 4123 – Grievances, Section XI, Pg. 12-14 external methods to report sexual abuse and sexual ☒ ☐ ☐ harassment. Whether or not associated with a grievance, Policy 4123 – Grievances, Section XI, Pg. 12-14 concerns of parents, guardians, staff or other parties shall be addressed and documented in ☒ ☐ ☐ accordance with written policies and procedures within a specified timeframe. 1371 PROGRAMS, RECREATION, AND Policy 4113 – Programs, Recreation and Exercise for EXERCISE. Youth The facility administrator shall develop and BSCC staff reviewed policies and procedures related implement written policies and procedures for to Programs, Recreation, and Exercise for youth. We programs, recreation, and exercise for all youth. ☒ ☐ ☐ also reviewed daily programming logs and other The intent is to minimize the amount of time youth supporting documentation for the months of May, are in their rooms or their bed area. June, and July 2024. The facility is in compliance with this regulation. Juvenile facilities shall provide the opportunity for Policy 4113 – Programs, Recreation and Exercise for programs, recreation, and exercise a minimum of Youth, Section I, Pg. 1 three hours a day during the week and five hours a ☒ ☐ ☐ day each Saturday, Sunday or other non-school BSCC staff interviewed youth housed in the facility to days, of which one hour shall be an outdoor activity, ensure compliance with this regulation. weather permitting. 7574 Santa Barbara SMJJC JH Targeted PRO 23-24 Page 10 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS A youth’s participation in programs, recreation, and Policy 4113 – Programs, Recreation and Exercise for exercise may be suspended only upon a written Youth, Section I, D, Pg.1 finding by the administrator/manager or designee ☒ ☐ ☐ that a youth represents a threat to the safety and security of the facility. Such program, recreation, and exercise schedule Policy 4113 – Programs, Recreation and Exercise for shall be posted in the living units. Youth, Section I, E, Pg. 1 Program schedules are posted in each living unit. ☒ ☐ ☐ BSCC staff provided technical assistance by suggesting the program schedules include time blocks indicating when each program will take place each day. There will be a written annual review of the Policy 4113 – Programs, Recreation and Exercise for programs, recreation, and exercise by the Youth, Section I, F, Pg.1 responsible agency to ensure content offered is ☒ ☐ ☐ current, consistent, and relevant to the population. An annual memorandum provided by Facility Manager Tiffany Phillips addressed all the elements of this regulation. (a) Programs. All youth shall be provided with the Policy 4113 – Programs, Recreation and Exercise for opportunity for at least one hour of daily Youth, Section III, Pg. 9 programming to include, but not be limited to, trauma focused, cognitive, evidence-based, best practice The agency contracts with Community Solutions Inc. interventions that are culturally relevant and (CSI) which is a community-based organization to linguistically appropriate, or pro-social interventions provide programs in the facility. There is also a Youth and activities designed to reduce recidivism. These Specialist and a Conflict Resolution Specialist that programs should be based on the youth’s individual come in to facilitate programming for youth. A list of needs as required by Sections 1355 and 1356. Such programs offered by the facility include, but are not programs may be provided under the direction of the limited to: Chief Probation Officer or the County Office of Education and can be administered by county • Conflict Resolution partners such as mental health agencies, community • Seeking Safety based organizations, faith-based organizations or • SUD Counselling Probation staff. • PEP – Creative Expressions Programs may include but are not limited to: • Joven Noble (1) Cognitive Behavior Interventions; ☒ ☐ ☐ • Creative Network (2) Management of Stress and Trauma; • ARISE Gang Intervention (3) Anger Management; • Life Skills (4) Conflict Resolution; • Moral Reconation Therapy (5) Juvenile Justice System; • Restorative Approaches Circles (6) Trauma-related interventions; (7) Victim Awareness; BSCC staff interviewed youth housed in the facility as (8) Self-Improvement; well as detention staff and collaborative partners to (9) Parenting Skills and support; confirm compliance with this regulation. The youth (10) Tolerance and Diversity; interviewed indicate they participate in several (11) Healing Informed Approaches; different programs each week. Most youth we spoke (12) Interventions by Credible Messengers; with feel the programs are helpful and relevant to the (13) Gender Specific Programming; current population. (14) Art, creative writing, or self-expression; (15) CPR and First Aid training; The facility is in compliance with this regulation. (16) Restorative Justice or Civic Engagement; (17) Career and leadership opportunities; and, (18) Other topics suitable to the youth population. (b) Recreation. All youth shall be provided the Policy 4113 – Programs, Recreation and Exercise for opportunity for at least one hour of daily access to Youth, Section II, Pg. 2 unscheduled activities such as leisure reading, letter writing, and entertainment. Activities shall be ☒ ☐ ☐ Recreation activities include Legos, board games, supervised and include orientation and may include movies, puzzles, card games, and art activities. coaching of youth. Interviews with youth indicate they have the opportunity to choose their recreational activity. 7574 Santa Barbara SMJJC JH Targeted PRO 23-24 Page 11 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Exercise. All youth shall be provided with the Policy 4113 – Programs, Recreation and Exercise for opportunity for at least one hour of large muscle Youth, Section II, Pg. 2 activity each day. ☒ ☐ ☐ BSCC staff interviewed youth housed in the facility and reviewed daily activities logs to confirm compliance with this regulation. The administrator/manager may suspend, for a Policy 4113 – Programs, Recreation and Exercise for period not to exceed 24 hours, access to recreation Youth, Section II, Pg. 4 and programs. The administrator/manager shall ☒ ☐ ☐ document the reasons why suspension of recreation and programs occurs. 7574 Santa Barbara SMJJC JH Targeted PRO 23-24 Page 12 of 12 A453 JUV Targeted PRO eff. 1/2024 JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS Board of State and Community Corrections PROCEDURES CHECKLIST1 BSCC Code: 7575 FACILITY NAME: Santa Barbara Secure Youth Treatment Facility (SYTF) FACILITY TYPE: SYTF PERSON(S) INTERVIEWED: Holly Benton, Chief Probation Officer; Melinda Barrera, Deputy Chief Probation Officer; Tiffany Phillips, Probation Manager; Crystal Crockett, Supervising Deputy Probation Officer; Sarah Miller, Supervising Deputy Probation Officer; Paola Terronez, Administrative Office Professional; Kisha Ojeda, Behavioral Health Supervisor; Sam Moreno, Food Service Supervisor; Matt Linton, Court and Community School Principal; Noah Spevak, Supervising Deputy Probation Officer; Wendy Garcia, Senior JIO; one female youth age 19 FIELD REPRESENTATIVE: Ray Watson and Forrest Coleman DATE: July 23, 2024, through July 25, 2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1321 STAFFING Policy 4112 – Supervision of Youth, Section I, C, Pg. 2 Each juvenile facility shall: (a) have an adequate number of personnel sufficient BSCC staff reviewed the Santa Maria Juvenile Justice to carry out the overall facility operation and its Center’s (SMJJC) policies and procedures for programming, to provide for safety and security of compliance with Title 15 regulations including, but not youth and staff, and meet established standards and limited to, staffing. The agency staffs both the SMJJC regulations; and the Santa Barbara Secure Youth Treatment Facility (SBSYTF), which are located on the same campus within the same complex. The agency was operating three living units with a combined population of 36 youth at the time of inspection. There was a mixture of JH and SYTF youth in each of the three units. There is a Sr. JIO assigned to oversee each unit daily. BSCC staff also reviewed two random weeks of staff ☒ ☐ ☐ schedules from the months of May, June, and July. We were also provided with a facility information worksheet which included a staffing summary. At the time of inspection, the agency had the following positions filled: • 1 Probation Manager • 3 Supervising Probation Officers • 5 Senior Deputy Probation Officers (Sr. DPO) • 9 Senior Juvenile Institutions Officers (Sr. JIO) • 25 Juvenile Institutions Officers (JIO) • 2 Extra Help Juvenile Institutions Officers • 8 Support staff During the inspection, the agency had several staff out on approved leave of absence. This coupled with 1 This document is intended for use as a tool during the targeted inspection process; this worksheet may not contain each Title 15 regulation that is required. Additionally, many regulations on this worksheet are SUMMARIES of the regulation; the text on this worksheet may not contain the entire text of the actual regulation. Please refer to the complete California Code of Regulations, Title 15, Minimum Standards for Juvenile Facilities, Division 1, Chapter 1, Subchapter 5 for the complete list and text of regulations. 7575 Santa Barbara SMJJC SYTF Targeted PRO 23-24 Page 1 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS continuous vacancies requires the use of mandated overtime. However, the agency still maintains a PREA staffing ratio of 1:8 during waking hours and 1:16 during sleeping hours. (b) ensure that no required services shall be denied Policy 4112 – Supervision of Youth, Section I, C, Pg. because of insufficient numbers of staff on duty 2 absent exigent circumstances; ☒ ☐ ☐ BSCC staff provided technical assistance with eliminating language that suggests keeping youth in rooms if staffing is not sufficient. (c) have a sufficient number of supervisory level staff Policy 4112 – Supervision of Youth, Section I, C, Pg. to ensure adequate supervision of all staff members; 2 ☒ ☐ ☐ After a review of the schedule, as well as interviews with youth and staff, BSCC staff confirmed there is a Sr. JIO or Sr. DPO present at the facility on each shift. (d) have a clearly identified person on duty at all Policy 4112 – Supervision of Youth, Section I, A, Pg. times who is responsible for operations and activities 1 and has completed the Juvenile Corrections Officer Core Course and PC 832 training: BSCC staff provided the agency with technical ☒ ☐ ☐ assistance in ensuring it is clearly indicated on the shift schedule which staff person is in charge of operations and activities on each shift. (e) have at least one staff member present on each Policy 4112 – Supervision of Youth, Section II, H, 6-7, living unit whenever there are youth in the living unit; Pg. 5 Through direct observation and interviews with staff ☒ ☐ ☐ and youth, the agency regularly ensures that there is a staff present in the unit or where a youth is present. Youth are never left unsupervised. (f) have sufficient food service personnel relative to Policy 4112 – Supervision of Youth, Section I, C, Pg. the number and security of living units, including staff 2 qualified and available to: plan menus meeting nutritional requirements of youth; provide kitchen The agency contracts with a local vendor (VTC) who supervision; direct food preparation and servings; prepares and delivers all meals to SMJJC. The food conduct related training programs for culinary staff; ☒ ☐ ☐ service personnel onsite consist of: and maintain necessary records; or, a facility may serve food that meets nutritional standards prepared • 1 Food Services Supervisor by an outside source; • 1 Fulltime Food Service Worker • 1 Extra Help Food Services Worker (g) have sufficient administrative, clerical, Policy 4112 – Supervision of Youth, Section I, C, Pg. recreational, medical, dental, mental health, building 2 maintenance, transportation, control room, facility security and other support staff for the efficient Due to the closure of the youth camp, the agency has management of the facility, and to ensure that youth increased staffing by reassigning staff from the camp supervision staff shall not be diverted from to SMJJC. In addition to staff assigned to the housing supervising youth; and, units, the agency provides sufficient staff for medical, ☒ ☐ ☐ maintenance, transportation, and clerical services. Behavioral Health is staffed with 1 Supervisor, 2 Clinicians, and 1 Psychiatric Tech. BSCC staff conducted interviews with medical, behavioral health, administrative, and detention staff to ensure compliance with this regulation. 7575 Santa Barbara SMJJC SYTF Targeted PRO 23-24 Page 2 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (h) assign sufficient youth supervision staff to provide Policy 4112 – Supervision of Youth, Section II, H, 4-6, continuous wide-awake supervision of youth, subject Pg. 4-5 to temporary variations in staff assignments to meet special program needs. Staffing shall be in ☒ ☐ ☐ compliance with a minimum youth-staff ratio for the following facility types: (1) Juvenile Halls Policy 4112 – Supervision of Youth, Section II, H, 4, 1, (A) during the hours that youth are awake, Pg. 4 one wide-awake youth supervision staff ☒ ☐ ☐ member on duty for each 10 youth in The agency operates with PREA staffing ratios of 1 detention; youth supervision staff to 8 youth during awake hours. (B) during the hours that youth are confined to Policy 4112 – Supervision of Youth, Section II, H, 2, their room for the purpose of sleeping, one Pg. 4 wide-awake youth supervision staff member on duty for each 30 youth in detention; ☒ ☐ ☐ The agency operates with PREA staffing ratios of 1 youth supervision staff to 16 youth during sleeping hours. (C) at least two wide-awake youth supervision Policy 4112 – Supervision of Youth, Section II, H, 3, staff members on duty at all times, regardless Pg. 4 of the number of youth in detention, unless an arrangement has been made for backup ☒ ☐ ☐ support services which allow for immediate response to emergencies; and, (D) at least one youth supervision staff Policy 4112 – Supervision of Youth, Section II, H, 3, member on duty who is the same gender as Pg. 4 ☒ ☐ ☐ youth housed in the facility. (E) personnel with primary responsibility for Policy 4112 – Supervision of Youth, Section I, C, Pg other duties such as administration, 2. supervision of personnel, academic or trade instruction, clerical, kitchen or maintenance ☒ ☐ ☐ shall not be classified as youth supervision staff positions. (2) Special Purpose Juvenile Halls The facility is not a Special Purpose Juvenile Hall. (A) during hours that youth are awake, one wide-awake youth supervision staff member ☐ ☐ ☒ on duty for each 10 youth in detention; (B) during the hours that youth are confined to N/A their room for the purpose of sleeping, one wide-awake youth supervision staff member ☐ ☐ ☒ on duty for each 30 youth in detention; (C) at least two wide-awake youth supervision N/A staff members on duty at all times, regardless of the number of youth in detention, unless an arrangement has been made for backup ☐ ☐ ☒ support services which allow for immediate response to emergencies; and, (D) at least one youth supervision staff N/A member on duty who is the same gender as ☐ ☐ ☒ youth housed in the facility. (E) personnel with primary responsibility for N/A other duties such as administration, supervision of personnel, academic or trade instruction, clerical, kitchen or maintenance ☐ ☐ ☒ shall not be classified as youth supervision staff positions. 7575 Santa Barbara SMJJC SYTF Targeted PRO 23-24 Page 3 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) Camps The facility is not a camp. (A) during the hours that youth are awake, one wide-awake youth supervision staff ☐ ☐ ☒ member on duty for each 15 youth in the camp population; (B) during the hours that youth are confined to N/A their room for the purpose of sleeping, one wide-awake youth supervision staff member ☐ ☐ ☒ on duty for each 30 youth present in the facility; (C) at least two wide-awake youth supervision N/A staff members on duty at all times, regardless of the number of youth in residence, unless arrangements have been made for backup ☐ ☐ ☒ support services which allow for immediate response to emergencies; (D) at least one youth supervision staff N/A member on duty who is the same gender as ☐ ☐ ☒ youth housed in the facility; (E) in addition to the minimum staff to youth N/A ratio required in (h)(3)(A)-(B), consideration shall be given to the size, design, and location of the camp; types of youth committed to the camp; and the function of the camp in ☐ ☐ ☒ determining the level of supervision necessary to maintain the safety and welfare of youth and staff; (F) personnel with primary responsibility for N/A other duties such as administration, supervision of personnel, academic or trade instruction, clerical, farm, forestry, kitchen or ☐ ☐ ☒ maintenance shall not be classified as youth supervision staff positions. 7575 Santa Barbara SMJJC SYTF Targeted PRO 23-24 Page 4 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1328 SAFETY CHECKS Policy 4112 – Supervision of Youth, Section II, I Pg. 5 The facility administrator shall develop and BSCC staff reviewed safety check logs for the months implement policy and procedures that provide for of May, June, and July 2024. direct visual observation of youth at a minimum of every 15 minutes, at random or varied intervals In review of safety check documentation, safety during hours when youth are asleep or when youth checks are being completed at a minimum of every 15 are in their rooms, confined in holding cells or minutes and at random and varied intervals during the confined to their bed in a dormitory. Supervision is hours youth are confined to their rooms. However, we not replaced, but may be supplemented by, an discussed the importance of clearly documenting audio/visual electronic surveillance system when youth are in and out of their rooms. We provided designed to detect overt, aggressive or assaultive examples of how the current Welfare Check Log can behavior and to summon aid in emergencies. All be used to provide clearer documentation of the safety checks shall be documented with the actual actual times when youth are in and out of their rooms. time the check is completed. Although the safety checks appeared to be random ☒ ☐ ☐ and varied, we discussed with the agency the importance of staff using a standard format when documenting safety checks. Per policy, the Sr. JIO or Sr. DPO performs daily inspections of the Welfare Check Log on each shift to ensure compliance with Title 15 regulation. The agency’s policy states staff use the Guard 1 electronic system to record safety checks. After reviewing documentation and touring the facility, BSCC staff determined safety checks are being recorded using handwritten logs. BSCC staff provided technical assistance to update policies and procedures to ensure safety checks are being recorded in accordance with policy. 7575 Santa Barbara SMJJC SYTF Targeted PRO 23-24 Page 5 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1354.5 ROOM CONFINEMENT Policy 4110 - Room Confinement Status (a) The facility administrator shall develop and BSCC reviewed five incidents of Room Confinement implement written policies and procedures Status (RCS) for the months of May, June, and July addressing the confinement of youth in their room 2024. We also reviewed policy and procedure, and that are consistent with Welfare and Institutions interviewed detention staff, collaborative partners, Code Section 208.3. The placement of a youth in and youth housed in the facility. room confinement shall be accomplished in accordance with the following guidelines: BSCC staff provided technical assistance related to the agency updating RCS policy 4110 and supporting documents to ensure RCS procedures and the due process procedure are not co-mingled together. We provided clarification in distinguishing the due process from room confinement, in that, the due process is associated with a disciplinary sanction given to the ☒ ☐ ☐ youth, while room confinement shall not be used for disciplinary sanctions/punishment. Therefore, due process should be removed from RCS documentation. We also strongly encouraged the agency to ensure there is adherence to policy and procedure when administering, reviewing, and documenting incidents of RCS. We discussed how each youth should be individually assessed every hour, as per policy, leading up to the first four hours of RCS. BSCC staff also discussed best practice verbiage options to eliminate the “time out” language in policy. (1) Room confinement shall not be used before Policy 4110 - Room Confinement Status, Section II, B, other, less restrictive, options have been 2, Pg. 4 attempted and exhausted, unless attempting ☒ ☐ ☐ those options poses a threat to the safety or security of any youth or staff. (2) Room confinement shall not be used for the Policy 4110 - Room Confinement Status, Section II, B, purposes of punishment, coercion, 3, Pg. 4 convenience, or retaliation by staff. ☒ ☐ ☐ (3) Room confinement shall not be used to the Policy 4110 - Room Confinement Status, Section II, B, extent that it compromises the mental and 3, Pg. 4 ☒ ☐ ☐ physical health of the youth. (b) A youth may be held up to four hours in room Policy 4110 - Room Confinement Status, Section II, B, confinement. After the youth has been held in room 3, Pg. 4 confinement for a period of four hours, staff shall do one or more of the following: BSCC staff reviewed incident reports and RCS review ☒ ☐ ☐ sheets and interviewed detention staff, collaborative partners, and youth housed in the facility. Youth are not routinely held in RCS for more than four hours. Policy 4110 - Room Confinement Status, Section II, (1) Return the youth to general population. ☒ ☐ ☐ Pg. 4-6 Policy 4110 - Room Confinement Status, Section II, Pg. 4-6 (2) Consult with mental health or medical staff. ☒ ☐ ☐ Youth are assessed by medical and mental health staff within four hours, after being placed on RCS. 7575 Santa Barbara SMJJC SYTF Targeted PRO 23-24 Page 6 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) Develop an individualized plan that includes Policy 4110 - Room Confinement Status, Section II, the goals and objectives to be met in order to Pg. 4-6 reintegrate the youth to general population. ☒ ☐ ☐ The Individualized plan is comprehensive and includes the goals and objectives to be met in order to reintegrate youth back into general population. (4) If room confinement must be extended Policy 4110 - Room Confinement Status, Section II, beyond four hours, staff shall do each of the Pg. 4-6 following: (A) Document the reasons for room confinement and the basis for the extension, ☒ ☐ ☐ the date and time the youth was first placed in room confinement, and when he or she is eventually released from room confinement. (B) Develop an individualized plan that Policy 4110 - Room Confinement Status, Section II, B, includes the goals and objectives to be met 3, C, iii, Pg. 6 in order to integrate the youth to general ☒ ☐ ☐ population. (C) Obtain documented authorization by the Policy 4110 - Room Confinement Status, Section II, B, facility superintendent or his or her designee 3, C Pg. 5-6 every four hours thereafter. ☒ ☐ ☐ Per SMJJC policy, staff shall obtain approval from the facility director every four hours that room confinement is continued. (5) This section is not intended to limit the use of Policy 4110 - Room Confinement Status, Section II, B, single-person rooms or cells for the housing of 3, C, Pg. 5-6 youth in juvenile facilities and does not apply to ☒ ☐ ☐ normal sleeping hours. (6) This section does not apply to youth or wards Policy 4110 - Room Confinement Status, Section II, B, in court holding facilities or adult facilities. ☒ ☐ ☐ 3, C, Pg. 5-6 (7) Nothing in this section shall be construed to Policy 4110 - Room Confinement Status, Section II, B, conflict with any law providing greater or 3, C, Pg. 5-6 ☒ ☐ ☐ additional protections to youth. (8) This section does not apply during an Policy 4110 - Room Confinement Status, Section D, extraordinary emergency circumstance that Pg. 8 requires a significant departure from normal institutional operations, including a natural disaster or facility-wide threat that poses an ☒ ☐ ☐ imminent and substantial risk of harm to multiple staff or youth. This exception shall apply for the shortest amount of time needed to address this imminent and substantial risk of harm. (9) This section does not apply when a youth is Policy 4110 - Room Confinement Status, Section D, placed in a locked cell or sleeping room to treat Pg. 8 and protect against the spread of a communicable disease for the shortest amount of time required to reduce the risk of infection, with the written approval of a licensed physician or nurse practitioner, when the youth is not required to be in an infirmary for an illness. ☒ ☐ ☐ Additionally, this section does not apply when a youth is placed in a locked cell or sleeping room for required extended care after medical treatment with the written approval of a licensed physician or nurse practitioner, when the youth is not required to be in an infirmary for illness. 7575 Santa Barbara SMJJC SYTF Targeted PRO 23-24 Page 7 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1357 USE OF FORCE Policy 4121 – Use of Force The facility administrator, in cooperation with the BSCC staff reviewed policy and procedure and 3 Use responsible physician, shall develop and implement of Force (UOF) incident reports for the months of April written policies and procedures for the use of force, and July 2024. We also interviewed detention staff which may include chemical agents. Force shall ☒ ☐ ☐ and youth housed at the facility. never be applied as punishment, discipline, retaliation or treatment. The facility is compliant with this regulation. (a) At a minimum, each facility shall develop policies and procedures which: (1) restricts the use of force to that which is Policy 4121 – Use of Force, Section I, A, 2, Pg. 1 deemed reasonable and necessary, as defined in Section 1302 to ensure the safety and security of ☒ ☐ ☐ youth, staff, others and the facility. (2) outline the force options available to staff Policy 4121 – Use of Force, Section III, H, Pg. 8 including both physical and non-physical options and define when those force options are Force options allowed include, but are not limited to, appropriate. the following: Non-physical options: ☒ ☐ ☐ • Staff Presence • Verbal Command Physical options: • Mechanical restraints • Unarmed defensive tactics • Oleoresin Capsicum (OC) (3) describe force options or techniques that are Policy 4122 – Use of Physical Restraints, Section II, expressly prohibited by the facility. ☒ ☐ ☐ C, D, Pg. 2 (4) describe the requirements of staff to report Policy 4121 – Use of Force, Section II, 4-5, a-d, Pg. any inappropriate use of force, and to take 3-4 ☒ ☐ ☐ affirmative action to immediately stop it. (5) define a standardized reporting format that Policy 4121 – Use of Force, Section IV, E, Pg. 15-16 includes time period and procedure for documenting and reporting the use of force, Per SMJJC policy, all UOF events are logged and including reporting requirements of management tracked by a designated Administrative Office and line staff and procedures for reviewing and Professional. tracking use of force incidents by supervisory and or management staff, which include procedures ☒ ☐ ☐ for debriefing a particular incident with staff and/or youth for the purposes of training as well as mitigating the effects of trauma that may have been experienced by staff and /or the youth involved. (6) Include an administrative review and a system Policy 4121 – Use of Force, Section IV, F, Pg. 17 for investigating unreasonable use of force. BSCC staff confirmed compliance with policy that indicates use of force events are reviewed monthly on ☒ ☐ ☐ a department level by the Use of Force Review Committee. The committee is comprised of Deputy Chiefs, Managers, SPOs, and training officers for the facilities. (7) define the role, notification, and follow-up Policy 4121 – Use of Force, Section IV, Pg. 17 procedures required after use of force incidents for medical, mental health staff and parents or ☒ ☐ ☐ legal guardians. (8) describe the limitations of use of force on Policy 4121 – Use of Force, Section IV, 8, Pg. 17 pregnant youth in accordance with Penal Code Section 6030(f) and Welfare and Institutions ☒ ☐ ☐ Code Section 222. 7575 Santa Barbara SMJJC SYTF Targeted PRO 23-24 Page 8 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Facilities that authorize chemical agents as a Policy 4121 – Use of Force, Section IV, D, 8, 9, 12, force option shall include policies and procedures Pg. 10-11 that: (1) identify who is approved to carry and/or utilize ☒ ☐ ☐ chemical agents in the facility and the type, size and the approved method of deployment for those chemical agents. (2) mandate that chemical agents only be used Policy 4121 – Use of Force, Section IV, D, 5, Pg. 9 when there is an imminent threat to the youth’s safety or the safety of others and only when de- The agency has developed policy and procedures ☒ ☐ ☐ escalation efforts have been unsuccessful or are which outline the elements of this regulation. not reasonably possible. (3) outline the facility’s approved methods and Policy 4121 – Use of Force, Section IV, 14, a-l, Pg. 12- timelines for decontamination from chemical 14 agents. This shall include that youth who have been exposed to chemical agents shall not be left BSCC staff interviewed detention staff and youth ☒ ☐ ☐ unattended until that youth is fully housed in the facility. Youth are not left unattended decontaminated or is no longer suffering the until they are fully decontaminated and are no longer effects of the chemical agent. suffering the effects of the chemical agent. (4) define the role, notification, and follow-up Policy 4121 – Use of Force, Section IV, 12, e, Pg. 13 procedures required after use of force incidents involving chemical agents for medical, mental BSCC staff interviewed medical services and ☒ ☐ ☐ health staff and parents or legal guardians. behavioral health services staff to aid in confirming compliance with this subsection of the regulation. (5) provide for the documentation of each Policy 4121 – Use of Force, Section IV, E, Pg. 15-16 incident of use of chemical agents, including the reasons for which it was used, efforts to de- Per SMJJC policy, staff are to write a Worker’s Special escalate prior to use, youth and staff involved, Report (WSR) to include the elements in this the date, time and location of use, ☒ ☐ ☐ regulation. decontamination procedures applied and identification of any injuries sustained as a result of such use. (c) Facilities shall develop policies and procedure Policy 4121 – Use of Force, Section IV, C, 6, C, Pg. which require that agencies provide initial and 4/Section IV, D, 8, Pg. 9 regular training in use of force and chemical agents when appropriate that address: ☒ ☐ ☐ (1) known medical and behavioral health conditions that would contraindicate certain types of force; (2) acceptable chemical agents and the Policy 4121 – Use of Force, Section IV, C, 6, Pg. 4 methods of application. ☒ ☐ ☐ (3) signs or symptoms that should result in Policy 4121 – Use of Force, Section IV, C, 6, Pg. 5 immediate referral to medical or behavioral ☒ ☐ ☐ health. (4) instruction on the Constitutional Limitations Policy 4121 – Use of Force, Section IV, C, 6(4), Pg. 5 of Use of Force. ☒ ☐ ☐ (5) physical training force options that may Policy 4121 – Use of Force, Section IV, C, 6, Pg. 4 require the use of perishable skills. ☒ ☐ ☐ (6) timelines the facility uses to define regular Policy 4121 – Use of Force, Section IV, C, 6, Pg. 4-5 training. ☒ ☐ ☐ 7575 Santa Barbara SMJJC SYTF Targeted PRO 23-24 Page 9 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1361 GRIEVANCE PROCEDURE Policy 4123 –Grievances The facility administrator shall develop and BSCC staff reviewed a random selection of youth implement written policies and procedures whereby grievances from the months of May, June, and July any youth may appeal and have resolved 2024. BSCC staff also interviewed youth housed at grievances relating to any condition of confinement, the facility, as well as detention staff. All the including but not limited to health care services, grievances we reviewed were resolved within the classification decisions, program participation, ☒ ☐ ☐ timeframe indicated in Title 15 regulation. telephone, mail or visiting procedures, food, clothing, bedding, mistreatment, harassment or violations of the nondiscrimination policy. There shall be no time limit on filing grievances. Policies and procedures shall include provisions whereby the facility manager ensures: (a) a grievance form and instructions for registering Policy 4123 –Grievances, Section XI, Pg. 12-14 a grievance, which includes provisions for the youth to have free access to the form; ☒ ☐ ☐ During our tour of the facility, BSCC staff observed grievance forms accessible to youth in the living units. (b) the youth shall have the option to confidentially Policy 4123 –Grievances, Section XI, Pg. 12-14 file the grievance or to deliver the form to any youth supervision staff working in the facility; ☒ ☐ ☐ There is also a grievance lockbox in each living unit to confidentially file a grievance if needed. (c) resolution of the grievance at the lowest Policy 4123 –Grievances, Section XI, Pg. 12-14 appropriate staff level; ☒ ☐ ☐ (d) provision for a prompt review and initial Policy 4123 –Grievances, Section XI, Pg. 12-14 response to grievances within three (3) business days, grievances that relate to health and safety BSCC staff interviewed youth housed in the facility ☒ ☐ ☐ issues must be addressed immediately; and detention staff. The facility responds to each grievance within three business days. (1) The youth may elect to be present to explain Policy 4123 –Grievances, Section XI, Pg. 12-14 his/her version of the grievance to a person not directly involved in the circumstances which led ☒ ☐ ☐ to the grievance. (2) Provision for a staff representative approved Policy 4123 –Grievances, Section XI, Pg. 12-14 by the facility administrator to assist the youth. ☒ ☐ ☐ (e) provision for a written response to the grievance Policy 4123 –Grievances, Section XI, Pg. 12-14 s which includes the reasons for the decisions; ☒ ☐ ☐ (f) a system which provides that any appeal of a Policy 4123 –Grievances, Section XI, Pg. 12-14 grievance shall be heard by a person not directly involved in the circumstances which led to the ☒ ☐ ☐ grievance; (g) resolution of the grievance must occur within ten Policy 4123 –Grievances, Section XI, Pg. 12-14 (10) business days unless circumstances dictate a longer time frame. The youth shall be notified of BSCC staff interviewed youth housed in the facility ☒ ☐ ☐ any delay; and, and detention staff. The facility resolves each grievance within ten business days. (h) the policy shall provide multiple internal and Policy 4123 –Grievances, Section XI, Pg. 12-14 external methods to report sexual abuse and sexual ☒ ☐ ☐ harassment. Whether or not associated with a grievance, Policy 4123 –Grievances, Section XI, Pg. 12-14 concerns of parents, guardians, staff or other parties shall be addressed and documented in ☒ ☐ ☐ accordance with written policies and procedures within a specified timeframe. 7575 Santa Barbara SMJJC SYTF Targeted PRO 23-24 Page 10 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1371 PROGRAMS, RECREATION, AND Policy 4113 – Programs, Recreation and Exercise for EXERCISE. Youth The facility administrator shall develop and BSCC staff reviewed policies and procedures related implement written policies and procedures for to Programs Recreation and Exercise for youth. We programs, recreation, and exercise for all youth. ☒ ☐ ☐ also reviewed daily programming logs and other The intent is to minimize the amount of time youth supporting documentation for the months of May, are in their rooms or their bed area. June, and July 2024. The facility is in compliance with this regulation. Juvenile facilities shall provide the opportunity for Policy 4113 – Programs, Recreation and Exercise for programs, recreation, and exercise a minimum of Youth, Section I, Pg. 1 three hours a day during the week and five hours a day each Saturday, Sunday or other non-school ☒ ☐ ☐ BSCC staff interviewed youth housed in the facility to days, of which one hour shall be an outdoor activity, ensure compliance with this regulation. weather permitting. A youth’s participation in programs, recreation, and Policy 4113 – Programs, Recreation and Exercise for exercise may be suspended only upon a written Youth, Section I, D, Pg.1 finding by the administrator/manager or designee ☒ ☐ ☐ that a youth represents a threat to the safety and security of the facility. Such program, recreation, and exercise schedule Policy 4113 – Programs, Recreation and Exercise for shall be posted in the living units. Youth, Section I, E, Pg. 1 Program schedules are posted in each living unit. ☒ ☐ ☐ BSCC staff provided technical assistance by suggesting the program schedules include time blocks indicating when each program will take place each day. There will be a written annual review of the Policy 4113 – Programs, Recreation and Exercise for programs, recreation, and exercise by the Youth, Section I, F, Pg.1 responsible agency to ensure content offered is current, consistent, and relevant to the population. ☒ ☐ ☐ An annual memorandum provided by Facility Manager Tiffany Phillips addressed all the elements of this regulation. 7575 Santa Barbara SMJJC SYTF Targeted PRO 23-24 Page 11 of 12 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Programs. All youth shall be provided with the Policy 4113 – Programs, Recreation and Exercise for opportunity for at least one hour of daily Youth, Section III, Pg. 9 programming to include, but not be limited to, trauma focused, cognitive, evidence-based, best practice The agency contracts with Community Solutions Inc. interventions that are culturally relevant and (CSI) which is a community-based organization to linguistically appropriate, or pro-social interventions provide programs in the facility. There is also a Youth and activities designed to reduce recidivism. These Specialist and a Conflict Resolution Specialist that programs should be based on the youth’s individual come in to facilitate programming for youth. A list of needs as required by Sections 1355 and 1356. Such programs offered by the facility include, but are not programs may be provided under the direction of the limited to: Chief Probation Officer or the County Office of Education and can be administered by county • Conflict Resolution partners such as mental health agencies, community • Seeking Safety based organizations, faith-based organizations or • SUD Counselling Probation staff. • PEP – Creative Expressions Programs may include but are not limited to: • Joven Noble (1) Cognitive Behavior Interventions; • Creative Network (2) Management of Stress and Trauma; ☒ ☐ ☐ • ARISE Gang Intervention (3) Anger Management; • Life Skills (4) Conflict Resolution; • Moral Reconation Therapy (5) Juvenile Justice System; • Restorative Approaches Circles (6) Trauma-related interventions; (7) Victim Awareness; BSCC staff interviewed youth housed in the facility as (8) Self-Improvement; well as detention staff and collaborative partners to (9) Parenting Skills and support; confirm compliance with this regulation. The youth (10) Tolerance and Diversity; interviewed indicate they participate in several (11) Healing Informed Approaches; different programs each week. Most youth we spoke (12) Interventions by Credible Messengers; with feel the programs are helpful and relevant to the (13) Gender Specific Programming; current population. (14) Art, creative writing, or self-expression; (15) CPR and First Aid training; The facility is in compliance with this regulation. (16) Restorative Justice or Civic Engagement; (17) Career and leadership opportunities; and, (18) Other topics suitable to the youth population. (b) Recreation. All youth shall be provided the Policy 4113 – Programs, Recreation and Exercise for opportunity for at least one hour of daily access to Youth, Section II, Pg. 2 unscheduled activities such as leisure reading, letter writing, and entertainment. Activities shall be Recreation activities include Legos, board games, ☒ ☐ ☐ supervised and include orientation and may include movies, puzzles, card games, and art activities. coaching of youth. Interviews with youth indicate they have the opportunity to choose their recreational activity. (c) Exercise. All youth shall be provided with the Policy 4113 – Programs, Recreation and Exercise for opportunity for at least one hour of large muscle Youth, Section II, Pg. 2 activity each day. ☒ ☐ ☐ BSCC staff interviewed youth housed in the facility and reviewed daily activities logs to confirm compliance with this regulation. The administrator/manager may suspend, for a Policy 4113 – Programs, Recreation and Exercise for period not to exceed 24 hours, access to recreation Youth, Section II, Pg. 4 and programs. The administrator/manager shall ☒ ☐ ☐ document the reasons why suspension of recreation and programs occurs. 7575 Santa Barbara SMJJC SYTF Targeted PRO 23-24 Page 12 of 12 A453 JUV Targeted PRO eff. 1/2024