Santa Clara Probation (2023-2024 inspection cycle)

December 5, 2023 Nick Birchard, Chief Probation Officer Santa Clara County Probation Department 2314 North 1st Street San Jose, California 95131 2023-2024 COMPREHENSIVE INSPECTION, WELFARE & INSTITUTIONS CODE SECTIONS 209 & 885, SANTA CLARA COUNTY PROBATION DEPARTMENT DETENTION FACILITIES Dear Chief Birchard: The 2023-2024 Comprehensive Inspection of the Santa Clara County Probation Department has been completed. A pre-inspection briefing was held on Thursday, April 6, 2023, and the following facilities were inspected between Monday, November 13, 2023 and Friday, November 17, 2023: FACILITY NAME BSCC # FACILITY TYPE Santa Clara Juvenile Hall 7587 JH Santa Clara SYTF 7588 SYTF William James Ranch 7593 CAMP Santa Clara SYTF at WJR 7595 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. In addition, Board of State and Community Corrections (BSCC) staff conducted compliance monitoring pursuant to Welfare and Institutions Code Sections 209(f) and the federal Juvenile Justice and Delinquency Prevention Act (JJDPA) requirements for separation between juveniles and adults. In addition to inspection(s), Title 15, Section 1313, and its authorizing statute require annual inspections conducted by a local Health Officer, fire authority having jurisdiction, county building inspection by an agency designated by the County Board of Supervisors, County Superintendent of Schools, Juvenile Court, and Juvenile Justice Commission. The results of those inspections are considered a part of this report. INSPECTION RESULTS We identified no items of noncompliance with Title 15 Minimum Standards. Refer to the attached Title 15 Procedures Checklist for detailed information. Chief Birchard, Chief Probation Officer Page 2 No items of noncompliance were identified with Title 24 Minimum Standards. Refer to the Physical Plant Evaluation (PHY) and Living Area Space Evaluation (LASE) attachments for information related to Rated Capacity. Juvenile Justice and Delinquency Prevention Act Compliance Monitoring No violations of the JJDPA have been identified, and no areas of noncompliance were noted. An Exit Briefing with your staff was held on Friday, November 17, 2023; BSCC staff presented an inspection overview and discussed technical assistance and best practice recommendations. * * * Please email me at elizabeth.gong@bscc.ca.gov or call (916) 704-2503 if you have any questions. Sincerely, ELIZABETH GONG Field Representative Facilities Standards and Operations Division Enclosures Cc: Presiding Judge, Santa Clara County Juvenile Court* Chair, Juvenile Justice Commission, Santa Clara County* Chair, Board of Supervisors, Santa Clara County* County Administrator, Santa Clara County* Alex Villa, Deputy Chief Probation Officer, Santa Clara Probation Department Ashanti Hayes, Program Manager – Juvenile Hall Trina Gauthier, Program Manager – Juvenile Hall Marc Utsey, Program Manager – James Ranch Elsa Jennings, Program Manager – James Ranch *Copies of the inspection are available upon request or online at www.bscc.ca.gov. 7587+ Santa Clara Probation CAMP JH SYTF LTR 23-24 JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS Board of State and Community Corrections PROCEDURES CHECKLIST1 BSCC Code: 7587 FACILITY NAME: Santa Clara Juvenile Hall FACILITY TYPE: JH PERSON(S) INTERVIEWED: Nick Birchard, Chief Probation Officer; Alex Villa, Deputy Chief Probation Officer; Ashanti Hayes, Probation Division Manager - Juvenile Hall; Trina Guathier, Probation Division Manager – Juvenile Hall; Kevin Cooper, Probation Division Manager - Facility and Fleet Services; Henry Holquin, Food Services; Jerry Stoldulka, Warehouse/Laundry; Marco Diaz, Supervisor - Quality Systems Unit; Oscar Fernandez, Supervisor – Living Units; Ghentyl Vasquez, Group Counselor; Eugene Santillan, Principal North County – SCCOE; Shelly Aggarwal MD, Medical Director SCCJH; Luengfaong Le, RN-Clinical Supervisor; Ruby Collado, RN; Veronica Robles, Santa Clara County Behavioral Health Manager II; Mayra Flores, SCCBH, Clinician Supervisor; Daniel Garcia, SYTF Rehabilitation Counselor – SCCBH; Youth: Daniel, age 21; Darwin, age 19; Mack, age 17; Domingo, age 15; Fernando, age 20. FIELD REPRESENTATIVE: Elizabeth Gong DATE: November 13-15, 2023 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1313 COUNTY INSPECTION AND EVALUATION OF BUILDING AND GROUNDS Policy: 107.3.1 (a) – (f) State-required inspections pursuant to 1313 On an annual basis, or as otherwise required by law, Procedure: 107.1 and 107.2 each juvenile facility administrator shall obtain a ☒ ☐ ☐ documented inspection and evaluation from the July 21, 2022 following: July 26, 2023 (a) county building inspector or person designated by the Board of Supervisors to approve building safety; (b) fire authority having jurisdiction, including a fire clearance as required by Health and Safety Code Section ☒ ☐ ☐ November 23, 2022 (SFM) 13146.1(a) and (b); August 11, 2023 (Fire Systems) (c) local health officer, inspection in accordance with Health and Safety Code Section 101045; Environmental Health Medical/Mental Health Nutritional Health ☒ ☐ ☐ • October 18, 2022 • September 13, 2023 (d) county superintendent of schools on the adequacy of educational services and facilities as required in Section ☒ ☐ ☐ April 19, 2022 1370; April 21, 2023 1 This document is intended for use as a tool during the 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 Local Facilities, Division 1, Chapter 1, Subchapter 5 for the complete list and text of regulations. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 1 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) juvenile court as required by Section 209 of the Welfare and Institutions Code; and, ☒ ☐ ☐ February 7, 2022 April 17 and May 8, 2023 (f) the Juvenile Justice Commission as required by Section 229 of the Welfare and Institutions Code or April 5, 2022 (2021 Inspection) Probation Commission as required by Section 240 of the May 2, 2023 (2022 Inspection) Welfare and Institutions Code. ☒ ☐ ☐ We have advised the JJPDC the Inspection Cycle has been moved to a Calendar Year and for consistency to complete the inspection and report for 2023 prior to December 2023. 1320 APPOINTMENT AND QUALIFICATIONS Chief Probation Officer Nick Birchard BSCC Note: Compliance with this section is determined completed a memorandum outlining by receipt of the Chief Probation Officer’s certification compliance with this regulation, dated letter confirming that all elements of regulation are met. October 10, 2023. 100.3 Appointment Requirements Procedure: 100.1 (a) Appointment ☒ ☐ ☐ In each juvenile facility there shall be a superintendent, director or facility manager in charge of its program and employees. Such superintendent, director, facility manager and other employees of the facility shall be appointed by the facility administrator pursuant to applicable provisions of law. (b) Employee Qualifications Each facility shall: Administration Policy 505.4 (a) (1) recruit and hire employees who possess ☒ ☐ ☐ knowledge, skills and abilities appropriate to their job classification and duties in accordance with applicable civil service or merit system rules; (2) require a medical evaluation and physical examination including tuberculosis screening test and Administration Policy 505.4 (i) evaluation for immunity to contagious illnesses of ☒ ☐ ☐ childhood (i.e., diphtheria, rubeola, rubella, and mumps); (3) adhere to the minimum standards for the selection and training requirements adopted by the Board ☒ ☐ ☐ Administration Policy 505.7.1 pursuant to Section 6035 of the Penal Code; and (4) conduct a criminal records review, on each new employee, and psychological examination in Administration Policy 505.4 (g) ☒ ☐ ☐ accordance with Section 1031 of the Government Code. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 2 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Contract personnel, volunteers, and other non- employees of the facility, who may be present at the Procedure: 1000.3.2 facility, shall have such clearance and qualifications as Section 13 PREA ☒ ☐ ☐ may be required by law, and their presence at the facility shall be subject to the approval and control of the facility manager. 1321 STAFFING Each juvenile facility shall: (a) have an adequate number of personnel sufficient to 215.1 Staffing Plan: Purpose and Scope carry out the overall facility operation and its programming, to provide for safety and security of youth 215.3.1 (a) and staff, and meet established standards and Procedure: 215 regulations; We reviewed the staffing pattern for the JH, including the SYTF, and found the agency has sufficient staffing for every shift to ensure the safety of all youth in the facility. ☒ ☐ ☐ At JH, including SYTF, there are 2 Probation Managers, 15 Supervisors, 174 Group Counselors (17 on LOA), and 16 Extra Help Group Counselors to support the Probation responsibilities in the facility. On the date of the inspection, there were 48 male youths and one female youth in detention. (b) ensure that no required services shall be denied because of insufficient numbers of staff on duty absent ☒ ☐ ☐ 215.3.1 (a) exigent circumstances; (c) have a sufficient number of supervisory level staff to ensure adequate supervision of all staff members; ☒ ☐ ☐ 215.3.1 (b) (d) have a clearly identified person on duty at all times who is responsible for operations and activities and has ☒ ☐ ☐ 215.3.1 (c) completed the Juvenile Corrections Officer Core Course and PC 832 training; (e) have at least one staff member present on each living unit whenever there are youth in the living unit; ☒ ☐ ☐ 215.3.1 (d) 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 3 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (f) have sufficient food service personnel relative to the number and security of living units, including staff 900 Food Services qualified and available to: plan menus meeting nutritional requirements of youth; provide kitchen supervision; direct food preparation and servings; conduct related training programs for culinary staff; and maintain necessary The Probation Division Manager, Kevin records; or, a facility may serve food that meets nutritional Cooper for the JH and the JR, oversees standards prepared by an outside source; Food Services, the Warehouse, and the Fleet ☒ ☐ ☐ for all Santa Cara Juvenile Facilities. There is a Food Services Manager who assists with the JH and the JR. There are four Correctional Cooks and nine Food Service Workers who prepare all food for the youth in the JH and the SYTF. (g) have sufficient administrative, clerical, recreational, medical, dental, mental health, building maintenance, 215.3 Bullet 8 transportation, control room, facility security and other support staff for the efficient management of the facility, 510.5 and to ensure that youth supervision staff shall not be diverted from supervising youth; and, ☒ ☐ ☐ There are nine staff that provide Laundry, Maintenance, Warehouse, and Fleet Services for the JH/SYTF. Additionally, the SCCOE provides 10 educational staff, Mental Health provides 26 staff, and Medical has 24 staff to provide specialized services. (h) assign sufficient youth supervision staff to provide continuous wide awake supervision of youth, subject to 215.3.1 (f) temporary variations in staff assignments to meet special ☒ ☐ ☐ program needs. Staffing shall be in compliance with a 510 Supervision of Youth minimum youth-staff ratio for the following facility types: 510.3 ¶ 2 (1) Juvenile Halls (A) during the hours that youth are awake, one 510.3 ¶ 4 wide-awake youth supervision staff member on duty for each 10 youth in detention; Procedure: 215.1 ☒ ☐ ☐ The agency staffs the juvenile facilities to PREA standards which is 1:8 during waking hours. As noted above, the agency has sufficient staff to meet the policy which is more restrictive than T15 regulations. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 4 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide-awake 510.3 ¶ 4 youth supervision staff member on duty for each 30 youth in detention; The agency staffs the juvenile facilities to ☒ ☐ ☐ PREA standards which is 1:16 during sleeping hours. As noted above, the agency has sufficient staff to meet the policy which is more restrictive than T15 regulations. (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the 510.3 ¶ 5 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 member on duty who is the same gender as youth housed in ☒ ☐ ☐ 510.3 ¶ 5 the facility. (E) personnel with primary responsibility for other duties such as administration, supervision of 510.3.1 personnel, academic or trade instruction, clerical, ☒ ☐ ☐ kitchen or maintenance shall not be classified as youth supervision staff positions. (2) Special Purpose Juvenile Halls (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 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 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 member on duty who is the same gender as youth housed in ☐ ☐ ☒ the facility. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 5 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (E) personnel with primary responsibility for 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. (3) Camps (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 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 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 member on duty who is the same gender as youth housed in ☐ ☐ ☒ the facility; (E) in addition to the minimum staff to youth 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 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. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 6 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1322 YOUTH SUPERVISION STAFF ORIENTATION AND TRAINING 300 New Staff Member Orientation (a) Prior to assuming any responsibilities each youth supervision staff member shall be properly oriented to 300.3 New Youth Supervision Staff their duties, including: Orientation (1) youth supervision duties; 301.4 Annual Required Training 302.5.2 Procedure: 108.2 and 109.2 Chief Probation Officer Nick Birchard ☒ ☐ ☐ provided a Memorandum dated October 10, 2023, outlining compliance with this regulation. The agency has a significant training regimen to ensure new and veteran staff are trained per regulations, agency policies, and program opportunities provided to youth. We also reviewed a training requirement for specific training which must be taken annually, and every two or three years. 300.3 Bullet 13 (2) scope of decisions they shall make; ☒ ☐ ☐ Procedure: 100.2 (b) 2, a-2 300.3 Bullets 7 and 8 302.5.2 (3) the identity of their supervisor; ☒ ☐ ☐ Procedure: 100.3.1 (4) the identity of persons who are responsible to them; 300.3 Bullet 13 ☒ ☐ ☐ Procedure: 100.3.1 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 7 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (5) persons to contact for decisions that are beyond their responsibility; and 300.3 Bullet 8 ☒ ☐ ☐ Procedure:100.3.1 (6) ethical responsibilities. 300.3 Bullet 2 ☒ ☐ ☐ 512.1 ¶ 2 Procedure: 108.3 (f) 1 (b) Prior to assuming any responsibility for the supervision of youth, each youth supervision staff 300.3.1 member shall receive a minimum of 40 hours of facility- ☒ ☐ ☐ specific orientation, including: Procedure: 109.2.1 (a) and (b) 300.3.1 Bullet 1 (1) individual and group supervision techniques; ☒ ☐ ☐ Procedure: 108.3.2 (b) 1 300.3.1 Bullet 2 (2) regulations and policies relating to discipline and rights of youth pursuant to law and the provisions of ☒ ☐ ☐ Procedure: 108.3.2 (c) this chapter; 300.3.1 Bullet 3 (3) basic health, sanitation and safety measures; ☒ ☐ ☐ Procedure: 1003 (e) 5 and (f) 2 300.3.1 Bullet 4 (4) suicide prevention and response to suicide ☒ ☐ ☐ attempts Procedure: 505.2.3 and 707.1 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 8 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (5) policies regarding use of force, de-escalation 300.3.1 Bullet 5 techniques, chemical agents, mechanical and ☒ ☐ ☐ physical restraints; Procedure: 517 and 517.5.4 300.3.1 Bullet 10 (6) review of policies and procedures referencing ☒ ☐ ☐ trauma and trauma-informed approaches; Procedure: 501.1, 600.1.3, and 606.1 (c) 300.3.1 Bullet 6 (7) procedures to follow in the event of emergencies; ☒ ☐ ☐ Procedure: 400 300.3.1 Bullet 11 (8) routine security measures, including facility ☒ ☐ ☐ perimeter and grounds; Procedure: 404.2 (a) 300.3.1 Bullet 7 (9) crisis intervention and mental health referrals to ☒ ☐ ☐ mental health services; Procedure: 507.2.3 300.3.1 Bullet 8 (10) documentation; and ☒ ☐ ☐ Procedure: 103.1 and 215.3.3 300.3.1 Bullet 9 (11) fire/life safety training ☒ ☐ ☐ Procedure: 404 (c) Prior to assuming sole supervision of youth, each youth supervision staff member shall successfully 300.3.1 Bullet 12 complete the requirements of the Juvenile Corrections ☒ ☐ ☐ Officer Core Course pursuant to Penal Code Section Procedure: 109.2.1 (a) 1 6035. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 9 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) Prior to exercising the powers of a peace officer youth supervision staff shall successfully complete training 300.3.1 Bullet 13 pursuant to Section 830 et seq. of the Penal Code. ☒ ☐ ☐ Procedure: 109.1 (a) 2 1323 FIRE AND LIFE SAFETY Whenever there is a youth in a juvenile facility, there shall 300.2.2 be at least one wide awake person on duty at all times who meets the training standards established by the 404.6 ¶ 2 Board for general fire and life safety which relate Procedure: 215.1 (a) specifically to the facility. ☒ ☐ ☐ All youth supervision staff receive their training in Youth Supervision Core Training. 1324 POLICY AND PROCEDURES MANUAL All facility administrators shall develop, publish, and 103.3 ¶ 2 Manual Review implement a manual of written policies and procedures that address, at a minimum, all regulations that are 103.5 Distribution of Manual applicable to the facility. Such a manual shall be made 107.4 (b) available to all employees, reviewed by all employees, and shall be administratively reviewed at a minimum Procedure: 103.1 and 103.2.1 every two years, and updated, as necessary. Those records relating to the standards and requirements set forth in these regulations shall be accessible to the Board The manual was last updated on May 2, on request. ☒ ☐ ☐ 2023, with several policies still being incorporated into Lexipol. The agency The manual shall include: moved policies and procedures to the Lexipol System, except for several high-risk regulations that required more detail, specificity, and training before full implementation. Those regulations are memorialized in this checklist and continue to be trained to staff based on the former comprehensive policies. (a) table of organization, including channels of communications and a description of job classifications; 100 Organizational Structure 100.4 ☒ ☐ ☐ 100.5 Procedure: 100.3.1 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 10 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) responsibility of the probation department, purpose of programs, relationship to the juvenile court, the Juvenile 100 Justice/Delinquency Prevention Commission or ☒ ☐ ☐ Probation Committee, probation staff, school personnel Procedure:100.2.1 and other agencies that are involved in juvenile facility programs; (c) responsibilities of all employees; 100.8 ☒ ☐ ☐ Procedure: 100.2 (b) (d) initial orientation and training program for employees; 300 ☒ ☐ ☐ 302 Procedure: 109.2.1 (a) 1 (e) initial orientation, including safety and security issues and anti-discrimination policies, for support staff, contract ☒ ☐ ☐ 307 employees, school, mental/behavioral health and medical staff, program providers and volunteers; Procedure: 1000.3.2 (f) maintenance of record-keeping, statistics and communication system to ensure: 204 Records Retention and Release ☒ ☐ ☐ 217 Custody Records Procedure: 204.2.3 201.1 (1) efficient operation of the juvenile facility; ☒ ☐ ☐ Procedure: 500.2.6 101 Authority and Legal Assistance (2) legal and proper care of youth; ☒ ☐ ☐ Procedure: 1310.2.2 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 11 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 217.3.1 (e) 217.3.2 (3) maintenance of individual youth's records; ☒ ☐ ☐ 709.3 (k) Procedure: 204.2.4 217.3.2 (i) (4) supply of information to the juvenile court and ☒ ☐ ☐ those authorized by the court or by the law; and, 529.2.2 (f) 204.3 Custodian of Youth Records 206.4 Release of Records (5) release of information regarding youth. ☒ ☐ ☐ 709.3 (k) 300.3 Bullet 2 512.1 (g) ethical responsibilities; ☒ ☐ ☐ 709.1 Procedure: 108.3 (f) 103.2 ¶ 2 (h) trauma-informed approaches; ☒ ☐ ☐ 300.3.2 Bullet 10 Procedure: 501.1, 600.1, and 606.1 103.2 ¶ 2 (i) culturally responsive approaches; ☒ ☐ ☐ Procedure: 501 and 600.1 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 12 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 103.2 ¶ 2 (j) gender responsive approaches; ☒ ☐ ☐ Procedure: 501 and 600.1 (k) a non-discrimination provision that provides that all youth within the facility shall have fair and equal access 604 Youth Non-Discrimination to all available services, placement, care, treatment, and benefits, and provides that no person shall be subject to Procedure: 600.4.1 discrimination or harassment on the basis of actual or perceived race, ethnic group identification, ancestry, ☒ ☐ ☐ national origin, immigration status, color, religion, gender, sexual orientation, gender identity, gender expression, mental or physical disability, or HIV status, including restrictive housing or classification decisions based solely on any of the above mentioned categories; (l) storage and maintenance requirements for any chemical agents related security devices, and weapons 515 Management of Weapons and Control and ammunition, where applicable; Devices ☒ ☐ ☐ Procedure: 108.3.2 and 501.3.1 (m) establishment of procedures for collection of Medi- Cal eligibility information and enrollment of eligible youth; 501.6.4 and, ☒ ☐ ☐ Procedure: 707.5.1 (n) establishment of a policy that prohibits all forms of sexual abuse, sexual assault and sexual harassment. 304 Prison Rape Elimination Act (PREA): The policy shall include an approach to preventing, Training detecting and responding to such conduct and any retaliation for reporting such conduct, as well as a 1300.5 provision for reporting such conduct by youth, staff or a ☒ ☐ ☐ third party. 1300.5.2 1300.6 Procedure: 603.1.2 1325 FIRE SAFETY PLAN The facility administrator shall consult with the local fire department having jurisdiction over the facility, or with the State Fire Marshal, in developing a plan for fire safety 400.3 Emergency Response Plan ☒ ☐ ☐ which shall include, but not be limited to: 404 Fire Safety (a) a fire prevention plan to be included as part of the 404.3 (a) manual of policy and procedures; Procedure All: 404.2 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 13 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) monthly fire and life safety inspections by facility staff with two-year retention of the inspection record; 317.2 (j) 404.3 (b) and (c) 404.7 ¶ 3 We reviewed the Monthly Fire and Life Safety Inspections from January 2022 to October 2023. The process includes an inspection of each area of the facility, including admissions, Receiving, all Living ☒ ☐ ☐ Units (occupied or unoccupied), Clinic, Administrative areas, outdoor recreation areas, Court Waiting area, Control, Visiting, and staff areas. Each month includes a 34- page packet. We provided technical assistance to create a form to address each area and make comments for only those areas needing attention or repair. (c) fire prevention inspections as required by Health and Safety Code Section 13146.1(a) and (b); 404.3 (c) 404.7 ☒ ☐ ☐ The agency is working with the SFM to produce correct signage to designate compliance. Other areas have been corrected since the last inspection on August 11, 2023. (d) an evacuation plan; 404.3 (d) ☒ ☐ ☐ The agency would evacuate to James Ranch or the Santa Clara County Jail in the event of a full facility evacuation. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 14 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) documented fire drills not less than quarterly; 404.3 (e) We reviewed the agency’s Fire Drills/Evacuation Drills from January 2022 to ☒ ☐ ☐ October 2023 and found the agency completes quarterly drills several times during the same month. We provided technical assistance to do drills monthly to ensure muscle memory of the unit responsibilities of staff and youth. (f) a written plan for the emergency housing of youth in the case of fire; and, 404.3 (f) ☒ ☐ ☐ The agency would release any youth eligible and/or transport youth to James Ranch. (g) development of a fire suppression pre-plan in cooperation with the local fire department. 404.3 Fire Suppression Pre-Plan ☒ ☐ ☐ 404.3 (g) 1326 SECURITY REVIEW Each facility administrator shall develop policies and 102.5 (f) procedures to annually review, evaluate, and document security of the facility. The review and evaluation shall Procedure: 107.2 include internal and external security, including, but not limited to, key control, equipment, and staff training. ☒ ☐ ☐ A memo was completed by the JH Quality Systems Team outlining that the Deputy Chief is responsible for coordinating a review of internal security measures on November 3, 2023. 1327 EMERGENCY PROCEDURES The facility administrator shall develop facility-specific ☒ ☐ ☐ 400 policies and procedures for emergencies that shall include, but not be limited to: Procedure All: 400 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 15 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 400.3 (a) – (c) 400.6 Disturbances (a) escape, disturbances, and the taking of hostages; ☒ ☐ ☐ 400.8 Hostages 400.9 Escapes 400.3 (d) and (i) 400.7 Riots (b) civil disturbance, active shooter and terrorist ☒ ☐ ☐ attack; 400.10 Civil Disturbances 411 Active Shooter 400.3 (e) (c) fire and natural disasters; ☒ ☐ ☐ 404 Fire 400.3 (f) (d) periodic testing of emergency equipment; ☒ ☐ ☐ 405 Emergency Power and Communication 405.5 400.12 Emergency Housing of Youth (e) emergency evacuation of the facility; and ☒ ☐ ☐ 406 Emergency Evacuation 400.13 Review of Emergency Procedures 400.14 Training (f) a program to provide all youth supervision staff ☒ ☐ ☐ with an annual review of emergency procedures. A memo was completed on November 3, 2023, by the JH Quality Systems Team outlining that JH Managers are responsible for coordinating a review of Emergency Policies and Procedures for all staff annually. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 16 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1328 SAFETY CHECKS The facility administrator shall develop and implement 507 Youth Safety Checks policy and procedures that provide for direct visual observation of youth at a minimum of every 15 minutes, 507.3 at random or varied intervals during hours when youth Procedure: 507 are asleep or when youth are in their rooms, confined in holding cells or confined to their bed in a dormitory. Supervision is not replaced, but may be supplemented We reviewed safety checks for the months of by, an audio/visual electronic surveillance system December 2022, January 2023, and July designed to detect overt, aggressive or assaultive 2023. behavior and to summon aid in emergencies. All safety checks shall be documented with the actual time the check is completed. The checks are handwritten on a form that allows and requires staff to document the time and initial the completion of the check. For units that have an occupied upper and lower tier, the agency uses two separate sheets. Supervisors are required to respond ☒ ☐ ☐ to each living unit each shift and indicate their review of the safety checks completed thus far during the shift. We noted the graveyard safety checks were consistently at 15-minute intervals, however, more recent reviews have a random and varied component meeting regulations. We provided technical assistance to elicit the supervisors to provide very regular reminders while responding to units each shift. Late checks were few. Overall checks for all units in a 24-hour period reveal compliance with regulations. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 17 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1329 SUICIDE PREVENTION PLAN The facility administrator, in collaboration with the 707 Suicide Prevention and Intervention healthcare and behavioral/mental health administrators, shall plan and implement written policies and 707.3 Overview procedures which delineate a Suicide Prevention Plan. 707.4 Trauma-Informed The plan shall consider the needs of youth experiencing past or current trauma. Suicide prevention responses 707.5 Training shall be respectful and in the least invasive manner Procedure All: 707 consistent with the level of suicide risk. The plan shall include the following elements: The agency had no suicide attempts or suicides for 2022 to the date of inspection. There were 93 incidents of a youth being placed on Special Watch or 1:1 Watch from January 2022 to October 2023 for suicide- related statements or behaviors. It is also important to note, that all new admissions are placed on an S-5 Classification until they are evaluated/screened by Behavioral Health ☒ ☐ ☐ (BH) so numbers for any special watches are consistently high. We reviewed the process to refer and/or designate a youth for a special or 1:1 watch. The Behavior Health Consultant Form includes a response Consultant Report which includes Special Instructions (alerted with check boxes) for clothing, bedding, and/or sharp objects removal as well as BH’s responsibility to continue monitoring the youth, accompanied by comments for youth supervision staff responsibilities. Behavioral Health has a 1:1 Watch Supervision Standards form outlining the guidelines for the watch and expectations of staff. Lastly, Behavioral Health has a form presented to the parents of a youth who was identified as being at high risk for harming themselves, alerting them to services upon the youth’s release. (a) Suicide prevention training as required in Section 1322, Youth Supervision Staff Orientation, and Training ☒ ☐ ☐ 707.3 (a) and the Juvenile Corrections Officer Core Course. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 18 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Screening, Identification Assessment and Precautionary Protocols 707.3.(b) (1) All youth shall be screened for risk of suicide at ☒ ☐ ☐ intake and as needed during detention. 707.6 (2) All youth supervision staff who perform intake processes shall be trained in screening youth for risk ☒ ☐ ☐ 707.5 of suicide. (3) All youth who have been identified during the intake screening process to be at risk of suicide shall ☒ ☐ ☐ 707.6 be referred to behavioral/mental health staff for a suicide risk assessment. 707.7 Referral Process (4) Precautionary protocols shall be developed to ensure the youth’s safety pending the ☒ ☐ ☐ 707.6.2 behavioral/mental health assessment. (c) Referral process to behavioral/mental health staff for assessment and/or services. ☒ ☐ ☐ 707.7 Referral Process (d) Procedures for monitoring of youth identified at risk for suicide. ☒ ☐ ☐ 707.7.1 (e) Safety Interventions (1) Procedures to address intervention protocols for ☒ ☐ ☐ 707.6.2 youth identified at risk for suicide which may include, 707.7.2 but are not limited to: (A) Housing consideration ☒ ☐ ☐ 707.7.2 (b)(1) (B) Treatment strategies including trauma- informed approaches ☒ ☐ ☐ 707.7.3 (2) Procedures to instruct youth supervision staff how to respond to youth who exhibit suicidal 707.8 Communication and Information behaviors. ☒ ☐ ☐ Sharing 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 19 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (f) Communication (1) The intake process shall include communication 707.8 (b) with the arresting officer and family guardians ☒ ☐ ☐ regarding the youth’s past or present suicidal ideations, behaviors or attempts. (2) Procedures for clear and current information sharing about youth at risk for suicide with youth ☒ ☐ ☐ 707.8 (c) supervision, healthcare, and behavioral/mental health staff. (g) Debriefing of Critical Incidents Related to Suicides or Attempts 707.9 Debriefing of Critical Incidents Related (1) Process for administrative review of the ☒ ☐ ☐ to Suicide or Attempts circumstances and responses proceeding, during and after the critical incident. 707.9 (b) (2) Process for a debriefing event with affected ☒ ☐ ☐ 707.9 (c) staff. (3) Process for a debriefing event with affected youth. ☒ ☐ ☐ 707.9 (c) (h) Documentation (1) Documentation processes shall be developed to ☒ ☐ ☐ 707.10 ensure compliance with this regulation Youth identified at risk for suicide shall not be denied the opportunity to participate in facility programs, services 707.7.3 (b) and activities which are available to other non-suicidal youth, unless deemed necessary for the safety of the ☒ ☐ ☐ youth or security of the facility. Any deprivation of programs, services or activities for youth at risk of suicide shall be documented and approved by the facility manager. 1340 REPORTING OF LEGAL ACTIONS Each facility shall submit to the Board a letter of ☒ ☐ ☐ 101.5 notification on each legal action, pertaining to conditions of confinement, filed against persons or legal entities Procedure: 204.2.1 responsible for juvenile facility operation. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 20 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1341 DEATH AND SERIOUS ILLNESS OR INJURY OF A YOUTH WHILE DETAINED 207.4.3 Report of Death (1) Death of a Youth. (a) The facility administrator, in cooperation with 524 In-Custody Deaths the health administrator and the behavioral/mental 524.3 Mandatory Reporting health director, shall develop written policies and ☒ ☐ ☐ procedures in the event of the death of a youth while 525.3 Mandatory Reviews detained, which include notifications to necessary Procedure All: 524 parties, which may include the Juvenile Court, the parent, guardian or person standing in loco parentis and the youth’s attorney of record. (b) The health administrator, in cooperation with the facility administrator, shall develop written 524.1 policies and procedures to assure there is a medical and operational review of every in-custody death of 524.5 In-Custody Death Initial Review a youth. The review team shall include the facility ☒ ☐ ☐ administrator and/or facility manager, the health 525 In-Custody Death Review administrator, the responsible physician and other health care and supervision staff who are relevant to the incident. (c) The administrator of the facility shall provide to the Board a copy of the report submitted to the 524.3 Attorney General under Government Code Section ☒ ☐ ☐ 12525. A copy of the report shall be submitted to the Board within 10 calendar days after the death. (d) Upon receipt of a report of the death of a youth from the administrator, the Board may within 30 523.4 calendar days inspect and evaluate the juvenile facility, jail, lockup or court holding facility pursuant ☒ ☐ ☐ 525.5 ¶ 2 to the provisions of this subchapter. Any inquiry made by the Board shall be limited to the standards and requirements set forth in these regulations. (2) Serious Illness or Injury of Youth. (a) The facility administrator, in cooperation with 700.3.1 (b) 14 the health administrator, shall develop written 701.2.6 (h) Parents policies and procedures for the notification to necessary parties, which may include the Juvenile ☒ ☐ ☐ 701.2.6 (j) Court Court, the parent, guardian or person standing in loco parentis and the youth’s attorney of record in the 701.2.6 (o) Attorney case of a serious illness or injury of a youth. 1342 POPULATION ACCOUNTING Each juvenile facility shall submit required population 500 Population Management and profile survey reports to the Board within 10 working ☒ ☐ ☐ days after the end of each reporting period, in a format 500.3 Reports to be provided by the Board. Procedure: 204.2.5 (b) 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 21 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1343 JUVENILE FACILITY CAPACITY (EXCERPT) When the number of youth detained in a living unit of a 1101.3 juvenile facility exceeds its rated capacity for more than ☒ ☐ ☐ fifteen (15) calendar days in a month, the facility Procedure: 204.2.2 administrator shall provide a crowding report to the Board in a format provided by the Board. 1350 ADMITTANCE PROCEDURES The facility administrator shall develop and implement 501 Youth Admission written policies and procedures for admittance of youth that emphasize respectful and humane engagement 501.1 with youth, and reflect that the admission process may Procedure All: 501 and 502 be traumatic to youth who may have already experienced trauma. Policies shall be trauma-informed, culturally relevant, and responsive to the language and The admittance process for all youth entering literacy needs of youth. In addition to the requirements the facility is comprehensive and responsive of Sections 1324 and 1430 of these regulations: to both regulation and policy. Each youth is processed with the following tools: Pre-Admission Screening; Formal Notice that the Public Defender is available; CSEC Referral; RAI (Risk Assessment Interview); Screening Interview; SOGIE (Sexual Orientation, Gender Identity and Expression Questionnaire); Transgender and Intersex ☒ ☐ ☐ Youth Preference Form; Risk Assessment Classification Form; Unit Assignment Sheet (updated and reviewed during youths stay); Property Inventory Slip; and, the Juvenile Hall Intake and Orientation record. If the youth is detained, the Victim Vulnerability Assessment/Sexually Aggressive Behavior Screening Tool is completed to determine if the youth is apt to be victimized or to be a risk for sexually aggressive behavior. We reviewed 10 intake records of youth and found the process exceeds regulation and is comprehensive of the required processes. (a) the admittance process shall include: (1) Access to two free phone calls within one hour of ☒ ☐ ☐ 501.9 admittance in accordance with the provisions of Welfare and Institution Code Section 627; 501.9.1 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 22 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) Offer of a shower; ☒ ☐ ☐ 501.10 (3) Documented secure storage of personal ☒ ☐ ☐ 501.8 belongings; (4) Offer of food upon arrival; ☒ ☐ ☐ 501.6.5 (5) Screening for physical and behavioral health and safety issues, intellectual or developmental ☒ ☐ ☐ 501.3 (f) disabilities; (6) Screening for physical and developmental disabilities in accordance with Sections 1329, 1413, ☒ ☐ ☐ 501.3 (g) and 1430 of these regulations; (7) Contact with Regional Center for the Developmentally Disabled for youth that are 501.6 Last ¶ suspected of or identified as having a ☒ ☐ ☐ developmental disability, pursuant to Section 1413; 502.3 Bullet 14 and, 502.3 Bullet 20 (8) Procedures consistent with Section 1352.5. ☒ ☐ ☐ 502.10 Procedure: 503.3.8 (b) juvenile hall administrators shall establish written criteria for detention that considers the least restrictive 501.3 (h) environment. ☒ ☐ ☐ 501.6.2 (c) juvenile camps and post-dispositional programs in juvenile halls shall develop policies and procedures that 501.6.3 advise the youth of the estimated length of stay, inform ☒ ☐ ☐ them of program guidelines and provide written screening criteria for inclusion and exclusion from the program. (d) juvenile halls shall develop policies and procedures that advise any committed youth of the estimated length ☒ ☐ ☐ 501.6.3 of his/her stay. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 23 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1350.5 SCREENING FOR THE RISK OF SEXUAL ABUSE 701.4 (j) Initial Screenings The facility administrator shall develop and implement written policies and procedures to reduce the risk of Procedure All: 502.2 and 1000.2 sexual abuse by or upon youth. The policy shall require facility staff to assess each youth within 72 hours of admission based on the following information: The Victim Vulnerability Assessment/Sexually Aggressive Behavior ☒ ☐ ☐ Screening Tool is completed to determine if the youth is apt to be victimized or to be a risk for sexually aggressive behavior. We reviewed 10 records of youth and found the tool elicits information to ensure the safety and security of all youth in custody. (a) Prior sexual victimization or abusiveness; ☒ ☐ ☐ 502.3 Bullet 19 and 21 (b) Gender nonconforming appearance or manner; or identification as lesbian, gay or bisexual, transgender, ☒ ☐ ☐ 501.6 Bullet 2 queer or intersex, and whether the youth may, therefore, be vulnerable to sexual abuse; 502.3 Bullet 20 501.6 Bullet 9 (c) Current charges and offense history; ☒ ☐ ☐ 502.3 Bullet 4 and 6 501.6 Bullet 11 (d) Age; ☒ ☐ ☐ 502.3 Bullet 1 501.6 Bullet 20 (e) Level of emotional and cognitive development; ☒ ☐ ☐ 502.3 Bullet 7 501.6 Bullet 14 (f) Physical size and stature; ☒ ☐ ☐ 502.3 Bullet 3 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 24 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 501.6 Bullet 20 and 23 (g) Mental illness or mental disabilities; ☒ ☐ ☐ 502.3 Bullet13 and 14 501.6 Bullet 20 (h) Intellectual or developmental disabilities; ☒ ☐ ☐ 502.3 Bullet 13 501.6 Bullet 20 (i) Physical disabilities; ☒ ☐ ☐ 502.3 Bullet 12 501.6 Bullet 2 (j) The youth’s perception of vulnerability; and, ☒ ☐ ☐ 502.3 Bullet 9 and 22 (k) Any other specific information about the individual youth that may indicate heightened needs for ☒ ☐ ☐ 502.3 ¶ 2 supervision, additional safety precautions, or separation from certain other youth. Staff shall ascertain this information through conversations with the youth during the admittance 501.6 process, medical and behavioral health screenings; ☒ ☐ ☐ during classification assessments; and by reviewing court records, case files, facility behavioral records, and other relevant documentation from the youth’s files. The facility administrator shall implement appropriate controls on the dissemination of information within the 217.5 facility relative to responses received pursuant to this ☒ ☐ ☐ assessment in order to ensure that sensitive information 502.3 Last Paragraph is not exploited to the youth’s detriment by staff or other youth. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 25 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1351 RELEASE PROCEDURES The facility administrator shall develop and implement 522 Releases written policies and procedures for release of youth from custody which provide for: Procedure All: 522 and 523 The release process and coordinated involvement from the MACC Center assist in the process to ensure all youth are offered services and information to assist with successful reintegration into the community. The Release Accountability Form prompts staff to integrate all processes before they leave the facility. The Behavior Health Watch/Concern Form alerts parents of youth ☒ ☐ ☐ who are at risk of harming themselves based on information or actions while detained. The Property Slip and Notification of Storage responds to the youth leaving the facility or the release of their property to the parent/guardian. The required inclusion of Medical, Behavior Health, and Education Transition Services Form, accompanied by referrals to Community resources, are provided to the parent at release as well. We found the Community Services Directory includes services for Countywide Programs to allow youth geographical opportunities. (a) verification of identity/release papers; ☒ ☐ ☐ 522.3 (a) and (b) (b) return of personal clothing and valuables; ☒ ☐ ☐ 522.3 (d) (c) notification to the youth's parents or guardian; ☒ ☐ ☐ 522.3 (l) (d) notification to the facility health care provider in accordance with Sections 1408 and 1437 of these ☒ ☐ ☐ 522.3 (m) regulations, for coordination with outside agencies; and, 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 26 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) notification of school staff; ☒ ☐ ☐ 522.3 (n) (f) notification of facility mental health personnel. ☒ ☐ ☐ 522.3 (m) The facility administrator shall develop and implement policies and procedures for post-disposition youth to 520.3 coordinate the provision of transitional and reentry ☒ ☐ ☐ services including, but not limited to, medical and 522.5 behavioral health, education, probation supervision and community-based services. The facility administrator shall develop and implement written policies and procedures for the furlough of youth ☒ ☐ ☐ 522.4 from custody. 1352 CLASSIFICATION The facility administrator shall develop and implement 502 Youth Classification written policies and procedures on classification of youth for the purpose of determining housing placement in the Procedure All: 500.2 and 502.2 facility. Such procedures shall: JH uses a Risk Assessment Classification form to determine the youth’s most appropriate unit placement based on factors related to initial detention and throughout the youth’s stay. Upon admission, all youth are placed on a B- 5 Watch pending assessment from Behavior Health. Other factors include suicidal ☒ ☐ ☐ statements/behaviors/ideation from the screenings at intake, assaultive behavior, security status (offense), or other factors that prompt staff to await review by Behavior Health to ensure the safety and security of all youth. Medical staff provide 24/7 services, so youth are medically cleared and assessed at admission. Behavioral Health and all facility staff may request a review of a youth’s classification status for reasons prompting such a review. Special classifications for mental health reasons can only be removed by Behavioral Health staff. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 27 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) provide for the safety of the youth, other youth, facility staff, and the public by placing youth in the 502.5 appropriate, least restrictive housing and program ☒ ☐ ☐ settings. Housing assignments shall consider the need for single, double or dormitory assignment or location within the dormitory; (b) consider facility populations and physical design of the facility; 502.5 ¶ 2 ☒ ☐ ☐ 502.8 (c) provide that a youth shall be classified upon admittance to the facility; classification factors shall 502.2.2 include, but not be limited to: age, maturity, sophistication, emotional stability, program needs, legal ☒ ☐ ☐ 502.5 Classification Upon Housing status, public safety considerations, medical/mental health considerations, gender and gender identity of the 502.7 Housing Assignments youth; (d) provide for periodic classification reviews, including provisions that consider the level of supervision and the ☒ ☐ ☐ 502.6.1 youth's behavior while in custody; and, (e) provide that facility staff shall not separate youth from the general population or assign youth to a single 502.5 ¶ 2 occupancy room based solely on the youth's actual or perceived race, ethnic group identification, ancestry, 502.7.2 ¶ 3 national origin, color, religion, gender, sexual orientation, gender identity, gender expression, mental ☒ ☐ ☐ Procedure: 503.3.4 or physical disability, or HIV status. This section does not prohibit staff from placing youth in a single occupancy room at the youth's specific request or in accordance with Title 15 regulations regarding separation. (f) facility staff shall not consider lesbian, gay, bisexual, transgender, questioning or intersex identification or ☒ ☐ ☐ 502.10 status as an indicator of likelihood of being sexually abusive. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 28 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1352.5 TRANSGENDER AND INTERSEX YOUTH. The facility administrator shall develop written policies 503 Transgender, Gender Non-Conforming and procedures ensuring respectful and equitable and Intersex Youth treatment of transgender and intersex youth. The policies shall provide that: Procedure All: 503 ☒ ☐ ☐ The agency has a Transgender and Intersex Youth Preference Form and utilizes the SOGIE Tool to ensure respectful and equitable treatment of youth. (a) Facility staff shall respect every youth’s gender identity and shall refer to the youth by the youth’s 503.2 preferred name and gender pronoun, regardless of the youth’s legal name. Facilities may prohibit the use of ☒ ☐ ☐ 503.2 (a) 1 gang or slang names or names that otherwise compromise facility operations as determined by the facility manager or designee, and shall document any decision made on this basis. (b) Facility staff shall permit youth to dress and present themselves in a manner consistent with their gender ☒ ☐ ☐ 503.2 identity and shall provide youth with the institution’s clothing and undergarments consistent with their gender identity. (c) Facility staff shall house youth in the unit or room that best meets their individual needs and promotes their 502.10 ¶ 2 and 4 safety and well-being. Staff may not automatically house youth according to their external anatomy and shall ☒ ☐ ☐ document the reasons for any decision to house youth in a unit that does not match their gender identity. In making a housing decision, staff shall consider the youth’s preferences, as well as any recommendations from the youth’s health or behavioral health provider. (d) Facility administrators shall ensure that transgender and intersex youth have access to medical and ☒ ☐ ☐ 702.7 (f) behavioral health providers qualified to provide care and treatment to transgender and intersex youth. (e) Consistent with the facility’s reasonable and necessary security considerations and physical plant, 503.2 (a) 3 facility staff shall make every effort to ensure the safety and privacy of transgender and intersex youth when the ☒ ☐ ☐ youth are using the bathroom or shower, or dressing or undressing. All youth in JH presently are in single rooms. Facility staff shall not conduct physical searches of any youth for the purpose of determining the youth’s 518.5 anatomical sex. Whenever feasible, the facility shall ☒ ☐ ☐ respect the youth’s preference regarding the gender of Procedure: 507.2 the staff member who conducts any search of the youth. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 29 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1353 ORIENTATION The facility administrator shall develop and implement 504 Youth Orientation written policies and procedures to orient a youth prior to placement in a living area. Both written and verbal 504.2 information shall be provided and supplemented with Procedure All: 501.7 (g) video orientation if feasible. Provision shall be made to provide accessible orientation information to all detained youth including those with disabilities, limited literacy, or Youth admitted are required to watch an English language learners. Orientation shall include Orientation Video, including all elements of information that addresses: ☒ ☐ ☐ PREA, review the Youth Handbook with staff, and sign an Agreement that they understand the process of being detained in the facility. We reviewed the youth acknowledgments and found they adequately address all components of this regulation. (a) facility rules including contraband and searches and disciplinary procedures; 504.4 (a) 504.4 (t) ☒ ☐ ☐ The search component is listed in the Youth Handbook. (b) facility’s system of positive behavior interventions and supports, including behavior expectations, 504.4 (b) incentives that youth will receive for complying with ☒ ☐ ☐ facility rules, and consequences that may result when 1001.3 youth violate the rules of the facility; (c) age appropriate information that explains the facility’s policy prohibiting sexual abuse and sexual ☒ ☐ ☐ 504.4 (n) harassment and how to report incidents or suspicions of sexual abuse or sexual harassment; (d) identification of key staff and their roles; ☒ ☐ ☐ 504.4 (v) (e) the existence of the grievance procedure, the steps that must be taken to use it, the youth’s right to be free ☒ ☐ ☐ 504.4 (e) of retaliation for reporting a grievance, and the name of the person or position designated to resolve the issue; 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 30 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (f) access to legal services and information on the ☒ ☐ ☐ 504.4 (i) court process; (g) access to routine and emergency health and mental ☒ ☐ ☐ 504.4 (f) health care; (h) access to education, religious services, and ☒ ☐ ☐ 504.4 (g), (j), and (q) recreational activities; (i) housing assignments; ☒ ☐ ☐ 504.4 (h) (j) opportunity for personal hygiene and daily showers including the availability of personal care items ☒ ☐ ☐ 504.4 (d) (k) rules and access to correspondence, visits and telephone use; ☒ ☐ ☐ 504.4 (c) (l) availability of reading materials, programming, and other activities; ☒ ☐ ☐ 504.4 (g) and (k) (m) facility policies on the use of force, use of restraints, chemical agents and room confinement; ☒ ☐ ☐ 504.4 (l), (m), and (w) (n) immigration legal services; ☒ ☐ ☐ 504.4 (o) and (p) (o) emergencies including evacuation procedures; ☒ ☐ ☐ 504.4 (r) (p) non-discrimination policy and the right to be free from physical, verbal or sexual abuse and harassment by ☒ ☐ ☐ 504.4 (u) other youth and staff; 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 31 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (q) availability of services and programs in a language other than English if appropriate; 504.4 ¶ 2 ☒ ☐ ☐ 513 Limited English Proficiency Services (r) the process for requesting different housing, education, programming and work assignments; ☒ ☐ ☐ 504.4 (x) (s) a process for which parents/guardians receive information regarding the youth’s stay in the facility that 504.4 (y) at a minimum includes answers to frequently asked ☒ ☐ ☐ questions and provides contact information for the facility, medical, school and mental health; and, (t) a process by which youth may request access to Title 15 Minimum Standards for Juvenile Facilities. ☒ ☐ ☐ 504.4 (z) 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 32 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1354 SEPARATION The facility administrator shall develop and implement 502.7.1 Separation written policies and procedures that address: Procedure: 606.3 We reviewed numerous Voluntary Separation Forms articulating a youth declining to participate in a scheduled activity and stay in their room and those youth that preferred to be in their room rather than spend a Separation or Reflection period for discipline in the unit away from the group. In total, there have been 777 Separation ☒ ☐ ☐ incidents involving Voluntary or Behavior- related incidents. Separation for the agency is compliant in practice and documentation, however, Lexipol Policy guidelines confuse the term for Separation and Room Confinement. We provided technical assistance to use the terms as defined in regulation and never refer to youth in their room for safety and security as a form of separation; although we did not find this happening during our inspection, we noted that there could be confusion with verbiage. (a) separation of youth for reasons that include, but are not be limited to, medical and mental health conditions, 502.7.2 assaultive behavior, disciplinary consequences and ☒ ☐ ☐ protective custody. 502.7.3 (b) consideration of positive youth development and trauma-informed care. ☒ ☐ ☐ 502.7.2 ¶ 1 (c) separated youth shall not be denied normal privileges available at the facility, except when ☒ ☐ ☐ 502.7.2 ¶ 2 necessary to accomplish the objective of separation. (d) when the objective of the separation is discipline, Title 15 Section 1390 shall apply. ☒ ☐ ☐ 502.7.2 ¶ 1 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 33 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) when separation results in room confinement, the separation shall occur in accordance with Welfare and ☒ ☐ ☐ 606.3 Institutions Code Section 208.3 and Section 1354.5 of these regulations. (f) policies and procedures shall ensure a daily review of separated youth to determine if separation remains ☒ ☐ ☐ 502.7.2 ¶ 4 necessary. 1354.5 ROOM CONFINEMENT (a) The facility administrator shall develop and 606.3.4 (RC) implement written policies and procedures addressing the confinement of youth in their room that are Procedure All: 606 consistent with Welfare and Institutions Code Section 208.3. The placement of a youth in room confinement shall be accomplished in accordance with the following The agency had 37 incidents of RC from guidelines: January 2022 to October 2023. We reviewed incidents and found none exceeded the four- hour extended RC and staff response to meeting with youth in Boys Receiving was prompt and efficient. Documentation includes the Incident report, the Re-Entry to General Population Contract, the Program Removal Log, and safety check logs. We ☒ ☐ ☐ note that of the 15 incidents we reviewed, four involved RC exceeding two hours, the agency limit before reintegration planning is to occur. This is compliant with regulation but not agency policy. In every case of RC, the youth is moved to Boys or Girls Receiving to ensure close supervision (five to 15-minute checks) and to facilitate uninterrupted conversation for the soonest return to programming. Comments and explanation of the behavior leading up to the need for RC was well documented and the process was compliant with regulation. (1) Room confinement shall not be used before other, less restrictive, options have been attempted 606.3.3 (a) Separation by Room and exhausted, unless attempting those options Confinement poses a threat to the safety or security of any youth or staff. ☒ ☐ ☐ (2) Room confinement shall not be used for the purposes of punishment, coercion, convenience, or ☒ ☐ ☐ 606.3.3 (b) retaliation by staff. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 34 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) Room confinement shall not be used to the extent that it compromises the mental and physical health ☒ ☐ ☐ 606.3.3 (c) of the youth. (b) A youth may be held up to four hours in room confinement. After the youth has been held in room 606.3.4 (a) confinement for a period of four hours, staff shall do one or more of the following: ☒ ☐ ☐ The agency has adopted a two-hour limit, more prescriptive than legislation or regulation. (1) Return the youth to general population. ☒ ☐ ☐ 606.3.4 (a) 1 (2) Consult with mental health or medical staff. ☒ ☐ ☐ 606.3.4 (a) 2 (3) Develop an individualized plan that includes the goals and objectives to be met in order to reintegrate ☒ ☐ ☐ 606.3.4 (a) 3 the youth to general population. (4) If room confinement must be extended beyond four hours, staff shall do each of the following: ☒ ☐ ☐ 606.3.4 (b) (A) Document the reasons for room confinement and the basis for the extension, the date and time 606.3.4 (b) 1 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 includes the goals and objectives to be met in order to ☒ ☐ ☐ 606.3.4 (b) 2 integrate the youth to general population. (C) Obtain documented authorization by the facility superintendent or his or her designee ☒ ☐ ☐ 606.3.4 (b) 3 every four hours thereafter. (5) This section is not intended to limit the use of single-person rooms or cells for the housing of youth ☒ ☐ ☐ 606.3.5 Bullet 1 in juvenile facilities and does not apply to normal sleeping hours. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 35 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) This section does not apply to youth or wards in court holding facilities or adult facilities. ☒ ☐ ☐ 606.3.5 Bullet 2 (7) Nothing in this section shall be construed to conflict with any law providing greater or additional ☒ ☐ ☐ 606.3.5 Bullet 3 protections to youth. (8) This section does not apply during an extraordinary emergency circumstance that requires 606.3.5 Bullet 4 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 placed in a locked cell or sleeping room to treat and 606.3.5 Bullet 5 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. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 36 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1355 INSTITUTIONAL ASSESSMENT AND PLAN The facility administrator shall develop and implement 505 Case Management written policies and procedures for assessment and case planning. Procedure All: 501.2.3 and 1000.2 The agency’s Case Plans are developed upon admission and completed by the MACC Team. The initial screenings and assessments are completed and involve initial information from Medical, Behavioral Health, and Osborne School. The youth’s strengths are identified, and transition planning is completed to provide the best resources possible for the youth. ☒ ☐ ☐ For long-term youth, the care plan to meet identified goals and objectives is maintained by each partner rather than updated in the ‘master plan’. We confirmed this and although the information is shared in MDT meetings the documentation for updates as it relates to in-custody services is not updated. We provided technical assistance to ensure youth progress is included in the plan and not siloed, especially for long-term stays. We noted the information is indicative that it occurred, confirmed by the Office of Education and Behavioral Health. (a) Assessment: The assessment is based on information collected 505.3 ¶ 3 during the admission process with periodic review, which includes the youth's risk factors, needs and ☒ ☐ ☐ strengths including, but not limited to, identification of substance abuse history, educational, vocational, counseling, behavioral health, consideration of known history of trauma, and family strengths and needs. (b) Institutional Case Plan: (1) A case plan shall be developed for each youth ☒ ☐ ☐ 505.3.1 held for at least 30 days or more and created within 40 days of admission. (2) The institutional plan shall include, but not be ☒ ☐ ☐ limited to, written documentation that provides: 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 37 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (A) objectives and time frame for the resolution of problems identified in the assessment; ☒ ☐ ☐ 505.3.1 (c) (B) a plan for meeting the objectives that includes a description of program resources needed and ☒ ☐ ☐ 505.3.1 (b) individuals responsible for assuring that the plan is implemented; (3) periodic evaluation of progress towards meeting the objectives, including periodic review and ☒ ☐ ☐ 505.3.1 (b) discussion of the plan with the youth; (4) a transition plan, the contents of which shall be subject to existing resources, shall be developed for ☒ ☐ ☐ 505.3 Bullet 3 post dispositional youth in accordance with Section 1351; and, 522.5 (5) in as much as possible and if appropriate, the plan, including the transition plan, shall be developed 505.3.1 (a) with input from the family, supportive adults, youth, ☒ ☐ ☐ and Regional Center for the Developmentally Disabled. 1356 COUNSELING AND CASEWORK SERVICES The facility administrator shall develop and implement written policies and procedures ensuring the availability of appropriate counseling and casework services for all 505.5 youth. Policies and procedures shall ensure: 704.3 (a) Procedure All: 1000 ☒ ☐ ☐ The agency does a great job of documenting youth’s positive and negative behaviors while in custody through Chrono Notes in the youth’s electronic file. We reviewed numerous youth chrono entries and found a balanced approach to recording youth’s activities, good and bad, to provide a resource in counseling efforts. (a) youth will receive assistance with needs or concerns that may arise; ☒ ☐ ☐ 704.3 (a)1 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 38 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) youth will receive assistance in requesting contact with parents, other supportive adults, attorney, clergy, 505.3 Bullet 2 probation officer, or other public official; and, ☒ ☐ ☐ 704.3 (a)2 (c) youth will be provided access to available resources to meet the youth’s needs. ☒ ☐ ☐ 704.3 (a)2 1357 USE OF FORCE The facility administrator, in cooperation with the 5.01 Use of Force responsible physician, shall develop and implement written policies and procedures for the use of force, The above section is from the Santa Clara which may include chemical agents. Force shall never Policy Manual outlining the Policy and be applied as punishment, discipline, retaliation or Procedure for Use of Force prior to the treatment. agency adopting Lexipol. Staff are trained to these policies and procedures until the (a) At a minimum, each facility shall develop policies and agency adopts the Lexipol policy for this procedures which: regulation. 207.4.5 Documentation 303.3.1 Training ☒ ☐ ☐ We reviewed incident reports and found the agency complies with regulation relating to the elements required in practice and documentation. There were 117 incidents of UF from November 2022 to October 2023. Training, representation of the incident and attempts to deescalate prior to incidents was noted and reviewed by administrators. We note the incident report prompts staff to notify medical, Behavioral Health and parents post incident. (1) restricts the use of force to that which is deemed reasonable and necessary, as defined in Section ☒ ☐ ☐ 5.01, 2-G 1302 to ensure the safety and security of youth, staff, others and the facility. (2) outline the force options available to staff including both physical and non-physical options and define ☒ ☐ ☐ 5.01, IV-C when those force options are appropriate. (3) describe force options or techniques that are expressly prohibited by the facility. 5.01, IV-B, 1-a ☒ ☐ ☐ 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 39 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (4) describe the requirements of staff to report any inappropriate use of force, and to take affirmative ☒ ☐ ☐ 5.01, VII action to immediately stop it. (5) define a standardized reporting format that includes time period and procedure for documenting 5.01, V-B and reporting the use of force, including reporting requirements of management and line staff and procedures for reviewing and 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 for investigating unreasonable use of force. 5.01, IV 5.01, V-D ☒ ☐ ☐ 5.01, VI 5.01, VII 5.01, VIII (7) define the role, notification, and follow-up procedures required after use of force incidents for ☒ ☐ ☐ 5.01, V-A, 1c Medical medical, mental health staff and parents or legal guardians. 5.01, V-C, 2 Behavior health (8) describe the limitations of use of force on pregnant youth in accordance with Penal Code Section 6030(f) ☒ ☐ ☐ 5.01, IV-B, 10 and Welfare and Institutions Code Section 222. (b) Facilities that authorize chemical agents as a force option shall include policies and procedures that: 5.01, IV-B, 9 (1) identify who is approved to carry and/or utilize chemical agents in the facility and the type, size and 5.03 Use and Deployment of OC Spray the approved method of deployment for those chemical agents. ☐ ☐ ☒ The agency does not use OC in the facility; only transportation staff are allowed to carry OC Spray. (2) mandate that chemical agents only be used when there is an imminent threat to the youth’s safety or the ☐ ☐ ☒ safety of others and only when de-escalation efforts have been unsuccessful or are not reasonably possible. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 40 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) outline the facility’s approved methods and timelines for decontamination from chemical agents. This shall include that youth who have been exposed ☐ ☐ ☒ to chemical agents shall not be left unattended until that youth is fully decontaminated or is no longer suffering the effects of the chemical agent. (4) define the role, notification, and follow-up procedures required after use of force incidents ☐ ☐ ☒ involving chemical agents for medical, mental health staff and parents or legal guardians. (5) provide for the documentation of each incident of use of chemical agents, including the reasons for which it was used, efforts to de-escalate prior to use, youth and staff involved, the date, time and location ☐ ☐ ☒ of use, decontamination procedures applied and identification of any injuries sustained as a result of such use. (c) Facilities shall develop policies and procedure which require that agencies provide initial and regular training ☒ ☐ ☐ 5.03, II-A 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; 5.01, I-C 5.01, IV ☒ ☐ ☐ 5.02, I-F 6.01, IV-E (2) acceptable chemical agents and the methods of application. 5.01, IV-C, 9 ☒ ☐ ☐ 5.03 9.11, III-C, 1 and 2 (3) signs or symptoms that should result in immediate referral to medical or behavioral health. ☒ ☐ ☐ 2.07, IV-A, 1 through 4 (4) instruction on the Constitutional Limitations of Use of Force. ☒ ☐ ☐ 5.01, II-G 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 41 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (5) physical training force options that may require the use of perishable skills. ☒ ☐ ☐ 5.01. I-A (6) timelines the facility uses to define regular training. ☒ ☐ ☐ 5.03, II-A, 1 and 2 1358 USE OF PHYSICAL RESTRAINTS The facility administrator, in cooperation with the 5.02 Use of Mechanical Restraints responsible physician and mental health director, shall develop and implement written policies and procedures The above section is from the Santa Clara for the use of restraint devices. Restraint devices Policy and Procedure Manual for Use of include any devices which immobilize a youth's Restraints prior to the agency adopting extremities and/or prevent the youth from being Lexipol. Staff are trained in these policies ambulatory. until the agency adopts the Lexipol policy for this regulation. 517 Restraints ☒ ☐ ☐ 517.1.1 Definition The agency has had no use of restraints as defined by regulation since January 2022. Our review of numerous incident reports for UR, UF and RC revealed the agency application of mechanical restraints was only used for transportation of a youth to Boys or Girls Receiving. Physical restraints may be used only for those youth who present an immediate danger to themselves or 5.02, II-B, 1-a others, who exhibit behavior which results in the destruction of property, or reveals the intent to cause 517.3 (c) ☒ ☐ ☐ self-inflicted physical harm. Physical restraints should be utilized only when it appears less restrictive 517.3 (e) alternatives would be ineffective in controlling the youth’s behavior. In no case shall restraints be used as punishment or discipline, or as a substitute for treatment. The use of 5.02, I-D restraint devices that attach a youth to a wall, floor or other fixture, including a restraint chair, or through affixing 5.02, I-E of hands and feet together behind the back (hogtying) is ☒ ☐ ☐ prohibited. The use of restraints on pregnant youth is 517.3 (g) limited in accordance with Penal Code Section 6030(f) 517.3 (n) and Welfare and Institutions Code Section 222. 517.9 Pregnant Youth 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 42 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS The provisions of this section do not apply to the use of handcuffs, shackles or other restraint devices when used 5.02, II-C to restrain youth for movement or transportation within ☒ ☐ ☐ the facility. Movement within the facility shall be governed 517.7 (a) by Section 1358.5, Use of Restraint Devices for Movement Within the Facility. Youth shall be placed in restraints only with the approval of the facility manager or designee. The facility manager 5.02, II-B, p1-b may delegate authority to place a youth in restraints to a ☒ ☐ ☐ physician. Reasons for continued retention in restraints 517.3 (d) shall be reviewed and documented at a minimum of every hour. 517.3 (d) 2 A medical opinion on the safety of placement and retention shall be secured as soon as possible, but no 5.02, II-A, 9 later than two hours from the time of placement. The ☒ ☐ ☐ youth shall be medically cleared for continued retention 517.3 (k) at least every three hours thereafter. A mental health consultation shall be secured as soon as possible, but in no case longer than four hours from the ☒ ☐ ☐ 5.02, II-A, 10 time of placement, to assess the need for mental health treatment. 517.3 (l) Continuous direct visual supervision shall be conducted to ensure that the restraints are properly employed, and 5.02, II-B, 1-d to ensure the safety and well-being of the youth. ☒ ☐ ☐ Observations of the youth's behavior and any staff 5.02, II-B, 1-f, 1 interventions shall be documented at least every 15 minutes, with actual time of the documentation recorded. 517.3 (j) In addition to the requirements above, policies and procedures shall address: 5.02, II-B, 1-e (a) documentation of the circumstances leading to an ☒ ☐ ☐ 517.6 (c) application of restraints. 517.6 (d) (b) known medical conditions that would contraindicate certain restraint devices and/or techniques. 5.02, I-A ☒ ☐ ☐ 5.02, I-F 517.10 (h) 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 43 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) acceptable restraint devices. 5.02, I-A, I 517.10 (i) ☒ ☐ ☐ The acceptable devices are handcuffs, shackles, belly chains and plastic handcuffs. JH also allows “Tuff Ties.” (d) signs or symptoms which should result in immediate medical/mental health referral. 5.02, I-A, F ☒ ☐ ☐ 517.10 (j) (e) availability of cardiopulmonary resuscitation equipment. 5.02, I-E, 4 ☒ ☐ ☐ 517.10 (k) (f) protective housing of restrained youth. While in restraint devices, all youth shall be housed alone or in a 5.02, II-A specified housing area for restrained youth which makes provision to protect the youth from abuse. 517.3 (m) ☒ ☐ ☐ Youth in restraints are moved to Boys or Girls Receiving or the Separation Room. 5.02, II-B, 2-e (g) provision for hydration and sanitation needs. ☒ ☐ ☐ 517.3 (o) 5.02, II-B, 1-f, iii (h) exercising of extremities. ☒ ☐ ☐ 517.3 (p) 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 44 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1358.5 USE OF RESTRAINT DEVICES FOR MOVEMENT AND TRANSPORTATION 5.02, II-C WITHIN THE FACILITY. The Facility Administrator, in cooperation with the The above section is from the Santa Clara responsible physician and behavioral/mental health Policy and Procedure Manual for Use of director, shall develop and implement written policies Restraint for Movement within Juvenile Hall and procedures for the use of restraint devices when the prior to the agency adopting Lexipol. Staff purpose is for movement or transportation within the are trained in these policies until the agency facility that shall include the following: adopts the Lexipol policy for this regulation. ☒ ☐ ☐ 517.7 (a) The agency used restraints for movement on 30 occasions from November 2022 to October 2023. (a) identification of acceptable restraint devices, staff approved to utilize restraint devices and the required 5.02, I-A, I training. ☒ ☐ ☐ 517.3 (a) (b) the circumstances leading to the application of restraints must be documented. ☒ ☐ ☐ 5.02, II-B, 1-e (c) an individual assessment of the need to apply restraints for movement or transportation that includes 5.02, II-B, 1-a and b consideration of less restrictive alternatives, consideration of a youth’s known medical or mental ☒ ☐ ☐ health conditions, trauma informed approaches, and a process for documentation and supervisor review and approval. (d) consideration of safety and security of the facility, with a clearly defined expectation that restraint devices ☒ ☐ ☐ 5.02, I-A, E shall not be used for the purposes of discipline or retaliation. (e) the use of restraints on pregnant youth is limited in accordance with Penal Code Section 6030(f) and ☒ ☐ ☐ 517.9 Welfare and Institutions Code Section 222. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 45 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1359 SAFETY ROOM PROCEDURES (a) The facility administrator, and where applicable, in 508.1.1 Definitions Separation Room cooperation with the responsible physician, shall develop and implement written policies and procedures 508.2 Policy governing the use of safety rooms, as described in Title 24, Part 2, Section 1230.1.13. The room shall be used to hold only those youth who present an immediate ☐ ☐ ☒ The agency does not have a Safety Room as danger to themselves or others, who exhibit behavior defined by regulation; however, they do have which results in the destruction of property, or reveals a camera room in the Intake area referred to the intent to cause self-inflicted physical harm. A safety as a Separation Room. This does not meet room shall not be used for punishment or discipline, or the regulation as defined in 1359 or in the as a substitute for treatment. Policies and procedures safety room elements in Title 24. shall: (1) include provisions for administration of necessary nutrition and fluids, access to a toilet, and suitable ☐ ☐ ☒ clothing to provide for privacy; (2) provide for approval of the facility manager, or designee, before a youth is placed into a safety ☐ ☐ ☒ room; (3) provide for continuous direct visual supervision and documentation of the youth's behavior and any ☐ ☐ ☒ staff interventions every 15 minutes, with actual time recorded; (4) provide that the youth shall be evaluated by the ☐ ☐ ☒ facility manager, or designee, every four hours; (5) provide for immediate medical assessment, where appropriate, or an assessment at the next ☐ ☐ ☒ daily sick call; and, (6) provide a process for documenting the reason for placement, including attempts to use less restrictive ☐ ☐ ☒ means of control, and decisions to continue and end placement. (b) The placement of a youth in the safety room shall be ☐ ☐ ☒ accomplished in accordance with the following: (1) safety room shall not be used before other less restrictive options have been attempted and ☐ ☐ ☒ exhausted, unless attempting those options poses a threat to the safety or security of any youth or staff. (2) safety room shall not be used for the purposes of punishment, coercion, convenience, or retaliation by ☐ ☐ ☒ staff. (3) safety room shall not be used to the extent that it compromises the mental and physical health of the ☐ ☐ ☒ youth. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 46 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) A youth may be held up to four hours in the safety room. After the youth has been held in the safety room ☐ ☐ ☒ for a period of four hours, staff shall do one or more of the following: ☐ ☐ ☒ (1) return the youth to general population. ☐ ☐ ☒ (2) consult with mental health or medical staff, (3) develop an individualized plan that includes the ☐ ☐ ☒ goals and objectives to be met in order to reintegrate the youth to general population. (d) If confinement in the safety room must be extended beyond four hours, staff shall develop an individualized plan that includes the requirements of Section 1354.5 ☐ ☐ ☒ and the goals and objectives to be met in order to integrate the youth to general population. 1360 SEARCHES The facility administrator shall develop and implement 518 Searches written policies and procedures governing the search of youth, the facility, and visitors. Policies and procedures 518.2 Policy shall provide that: Procedure All: 518 The agency has created an Upgraded Search Form to articulate the need for a Strip Search, Visual Body Cavity Search, Visitor Pat Search, and/or a Physical Body Cavity Search (Warrant/Medical only). The form ☒ ☐ ☐ asks 11 questions to ensure staff are articulating the standard to do a specific search. We reviewed 9 of the 179 Upgraded Search forms (for 23 youth) articulating information resulting in approved Strip Searches of youth. No contraband was found, however, the proper guidance and reasonable suspicion information as referenced on the form and/or incident report. (a) Searches shall be conducted to ensure the safety and security of the facility, public, visitors, youth, and ☒ ☐ ☐ 518.1 Purpose and Scope staff. (b) Searches shall be conducted in a manner that preserves the privacy and dignity of the person being ☒ ☐ ☐ 518.2 ¶ 3 searched and shall not be conducted for harassment or as a form of discipline or punishment. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 47 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Strip searches and visual or physical body cavity searches shall comply with Penal Code Section 4030. 518.4 ☒ ☐ ☐ 518.4.1 518.4.3 (d) Physical body cavity searches shall only be conducted by a medical professional. ☒ ☐ ☐ 518.4.3 (b) (e) Any youth held after a detention hearing shall only be strip searched with prior approval of a supervisor 518.4.1 (b) when there is reasonable suspicion based on specific ☒ ☐ ☐ and articulable facts to believe that youth is concealing contraband. The reasonable suspicion shall be documented. (f) Searches of transgender and intersex youth shall comply with Section 1352.5. ☒ ☐ ☐ 518.5 (g) Cross-gender pat-down searches and strip searches are prohibited except in exigent circumstances or when ☒ ☐ ☐ 518.3 Last ¶ conducted by a medical professional. Such searches must be justified and documented in writing. 518.4 ¶ 2 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 48 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1361 GRIEVANCE PROCEDURE The facility administrator shall develop and implement 605 Youth Grievances written policies and procedures whereby any youth may appeal and have resolved grievances relating to any 605.1.1 Definition condition of confinement, including but not limited to 605.3 ¶1 health care services, classification decisions, program participation, telephone, mail or visiting procedures, 605.4.5 State Requirements food, clothing, bedding, mistreatment, harassment or Procedure All: 605 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: The agency has had 76 Grievances filed from November 2022 to October 2023. Our ☒ ☐ ☐ review of grievances revealed timely responses and adherence to the opportunities for youth to request an appeal to the facility manager. We provided technical assistance to ensure all elements in the form were completed with signatures, dates, and times to validate the required timely response. Other documentation (incident reports) provides that information for our review. (a) a grievance form and instructions for registering a grievance, which includes provisions for the youth to ☒ ☐ ☐ 605.3 ¶ 3, Bullet 1 have free access to the form; (b) the youth shall have the option to confidentially file the grievance or to deliver the form to any youth ☒ ☐ ☐ 605.3 ¶ 3, Bullet 2 supervision staff working in the facility; (c) resolution of the grievance at the lowest appropriate staff level; 605.3 ¶ 3, Bullet 3 ☒ ☐ ☐ 605.4.2 (d) provision for a prompt review and initial response to grievances within three (3) business days, grievances ☒ ☐ ☐ 605.3 ¶ 4 that relate to health and safety issues must be addressed immediately; 605.4.2 (1) The youth may elect to be present to explain his/her version of the grievance to a person not ☒ ☐ ☐ 605.3 ¶ 4, 1 directly involved in the circumstances which led to the grievance. 605.4.2 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 49 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) Provision for a staff representative approved by the facility administrator to assist the youth. 605.3 ¶ 4, 2 ☒ ☐ ☐ 605.4.2 (e) provision for a written response to the grievance which includes the reasons for the decisions; 605.3 ¶ 5, Bullet 1 ☒ ☐ ☐ 605.4.2 (f) a system which provides that any appeal of a grievance shall be heard by a person not directly 605.3 ¶ 5, Bullet 2 involved in the circumstances which led to the ☒ ☐ ☐ grievance; 605.4.3 (g) resolution of the grievance must occur within ten (10) business days unless circumstances dictate a longer 605.3 ¶ 5, Bullet 3 time frame. The youth shall be notified of any delay; ☒ ☐ ☐ and, 605.4.2 (h) the policy shall provide multiple internal and external methods to report sexual abuse and sexual harassment. 605.3 ¶ 5, Bullet 4 605.6 Additional Requirements for Grievances Related to Sexual Abuse ☒ ☐ ☐ 1300.4 (i) PREA Policy Procedure: 1308.2 Whether or not associated with a grievance, concerns of parents, guardians, staff or other parties shall be ☒ ☐ ☐ 605.4.5 (c) addressed and documented in accordance with written policies and procedures within a specified timeframe. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 50 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1362 REPORTING OF INCIDENTS A written report of all incidents which result in physical 207.2 harm, use of force, serious threat of physical harm, or death of an employee, youth or other person(s) shall be 207.3 maintained. Such written record shall be prepared by the Procedure: 207.2 staff and submitted to the facility manager by the end of the shift, unless additional time is necessary and ☒ ☐ ☐ authorized by the facility manager or designee. We reviewed over 70 incident reports as they related to RC, UF, UR, and Due Process; the staff did a good job of providing the required elements in regulation. 1363 USE OF REASONABLE FORCE TO COLLECT DNA SPECIMENS, SAMPLES, IMPRESSIONS (a) Pursuant to Penal Code Section 298.1 authorized law enforcement, custodial, or corrections personnel The agency does not collect DNA Samples, including peace officers, may employ reasonable force rather a Community Liaison from Field ☐ ☐ ☒ to collect blood specimens, saliva samples, and thumb Services does this only if ordered by the or palm print impressions from individuals who are Court. required to provide such samples, specimens or impressions pursuant to Penal Code Section 296 and who refuse following written or oral request. (1) For the purpose of this section, the “use of reasonable force” shall be defined as the force that an objective, trained and competent correctional ☐ ☐ ☒ employee, faced with similar facts and circumstances, would consider necessary and reasonable to gain compliance with this section. (2) The use of reasonable force shall be preceded by efforts to secure voluntary compliance. Efforts to secure voluntary compliance shall be documented ☐ ☐ ☒ and include an advisement of the legal obligation to provide the requisite specimen, sample or impression and the consequences of refusal. (b) The force shall not be used without the prior written authorization of the supervising officer on duty. The authorization shall include information that reflects the ☐ ☐ ☒ fact that the offender was asked to provide the requisite specimen, sample, or impression and refused. (1) If the use of reasonable force includes a cell extraction, the extraction shall be videotaped. Video shall be directed at the cell extraction event. The videotape shall be retained by the agency for the ☐ ☐ ☒ length of time required by statute. Notwithstanding the use of the video as evidence in a court proceeding, the tape shall be retained administratively. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 51 - A453 JUV PRO eff. 1/2019 (23-24).dot 1370 EDUCATION PROGRAM (a) School Programs 1003 Youth Educational Services The County Board of Education shall provide for the 1003.3 administration and operation of juvenile court schools in conjunction with the Chief Probation Officer, or designee 1003.4 pursuant to applicable State laws. The school and facility 1003.4 (b) 1 administrators shall develop and implement written policy and procedures to ensure communication and Procedure All: 1003 coordination between educators and probation staff. Culturally responsive and trauma-informed approaches should be applied when providing instruction. Education We met with on-site Principal Santillan staff should collaborate with the facility administrator to regarding upgrades and improvements to the use technology to facilitate learning and ensure safe Osborne School Program. The Office of technology practices. The facility administrator shall Education has a principal, six Core Content request an annual review of each required element of the teachers (one assigned to Intake), one program by the Superintendent of Schools, and a report College Liaisons, one Academic Counselor or review checklist on compliance, deficiencies, and (Shared with JR), two Special Education corrective action needed to achieve compliance with this Liaisons, four Para-Educators, one School section. Such a review, when conducted, cannot be Coordinator (shared with JR), one delegated to the principal or any other staff of any juvenile Assessment Technician, and an Education court school site. The Superintendent of Schools shall Navigator. A Librarian and School conduct this review in conjunction with a qualified outside Psychologist are shared amongst Alt Ed agency or individual. Upon receipt of the review, the sites. The team of staff provides facility administrator or designee shall review each item extraordinary services to youth while on-site with the Superintendent of Schools and shall take and facilitates the coordination of PBIS whatever corrective action is necessary to address each (Positive Interventions and Supports) through deficiency and to fully protect the educational interests of ☒ ☐ ☐ acknowledgment of youths’ efforts to be all youth in the facility. respectful, truthful, responsible, fair, caring, and good citizens. Youth are rewarded for their behaviors with “bucks” to be used in the incentive store. Youth are afforded the opportunity for post- secondary opportunities at three local community colleges, with Foothill Community College providing an on-site instructor for the Horticulture Program. Youth are taking Fall classes that include the following, both on- site and via Zoom: Mexican American History, General Psychology, College and Life Success, Oral Communications, Latin Health Perspectives, Sports in Society, Introduction to Corrections, Law Enforcement Multi-Cultural Communication, History of the United States, Emergency Medical Responder, Dance Appreciation and Social Problems. Graduated SYTF youth are enrolled in one to five classes. The Alternative Education Department provides a Student, Family, and Staff Handbook to describe facility education opportunities and components of the 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 52 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS Education Code that provide assurances of the robust curriculums in the classroom and for graduated students. We reviewed the JH Master Schedule and found that the youth are afforded 300 minutes of instruction each day with blocks for elective opportunities (Art and Library). (b) Required Elements The facility school program shall comply with the State 1003.4 (a) and (b) Education Code and County Board of Education policies, all applicable federal education statutes and regulations and provide for an annual evaluation of the educational program offerings. As stated in the 2009 California ☒ ☐ ☐ Standards for the Teaching Profession, teachers shall establish and maintain learning environments that are physically, emotionally, and intellectually safe. Youth shall be provided a rigorous, quality educational program that responds to the different learning styles and abilities of students and prepares them for high school graduation, career entry, and post-secondary education. All youth shall be treated equally, and the education program shall be free from discriminatory action. Staff 1003.3 (a) shall refer to transgender, intersex and gender- ☒ ☐ ☐ nonconforming youth by their preferred name and gender. (1) The course of study shall comply with the State Education Code and include, but not be limited to, ☒ ☐ ☐ 1003.4 (a) and (b) courses required for high school graduation. (2) Information and preparation for the High School Equivalency Test as approved by the California ☒ ☐ ☐ 1003.5 ¶ 3 Department of Education shall be made available to eligible youth. (3) Youth shall be informed of post-secondary education and vocational opportunities. ☒ ☐ ☐ 1003.4 (o) (4) Administration of the High School Equivalency Tests as approved by the California Department of ☒ ☐ ☐ 1003.5 ¶ 3 Education, shall be made available when possible. (5) Supplemental instruction shall be afforded to youth who do not demonstrate sufficient progress towards ☒ ☐ ☐ 1003.5 ¶ 4 grade level standards. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 53 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) The minimum school day shall be consistent with State Education Code Requirements for juvenile court 1003.5 ¶ 2 schools. The facility administrator, in conjunction with education staff, must ensure that operational ☒ ☐ ☐ procedures do not interfere with the time afforded for the minimum instructional day. Absences, time out of class or educational instruction, both excused and unexcused, shall be documented. (7) Education shall be provided to all youth regardless of classification, housing, security status, disciplinary or separation status, including room confinement, except when providing education poses an immediate 1003.4 threat to the safety of self or others. Education includes, but is not limited to, related services as ☒ ☐ ☐ 1003.4 (g) provided in a youth’s Section 504 Plan or 1003.8 Self Study Program Individualized Education Program (IEP). (c) School Discipline (1) Positive behavior management will be 1003.7 ¶ 1 implemented to reduce the need for disciplinary action ☒ ☐ ☐ in the school setting and be integrated into the facility's overall behavioral management plan and security system. (2) School staff shall be advised of administrative decisions made by probation staff that may affect the ☒ ☐ ☐ 1003.7 ¶ 2 educational programming of students. (3) Except as otherwise provided by the State Education Code, expulsion/suspension from school 1003.7 ¶ 3 shall be imposed only when other means of correction fails to bring about proper conduct. School staff shall follow the appropriate due process safeguards as set ☒ ☐ ☐ forth in the State Education Code including the rights of students with special needs. School staff shall document the other means of correction used prior to imposing expulsion/ suspension if an expulsion/suspension is ultimately imposed. (4) The facility administrator, in conjunction with education staff will develop policies and procedures ☒ ☐ ☐ 1003.4 (g) that address the rights of any student who has continuing difficulty completing a school day. (d) Provisions for Special Populations (1) State and federal laws and regulations shall be observed for all individuals with disabilities or 1003.4 (a) 1 suspected disabilities. This includes but is not limited ☒ ☐ ☐ 1003.4 (c) 1 to child find, assessment, continuum of alternative placements, manifestation determination reviews, 1003.4 (d) and implementation of Section 504 Plans and Individualized Education Programs. 1003.4 (e) 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 54 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) Youth identified as English Learners (EL) shall be afforded an educational program that addresses their language needs pursuant to all applicable state and ☒ ☐ ☐ 1003.4 (m) federal laws and regulations governing programs for EL students. (e) Educational Screening and Admission (1) Youth shall be interviewed after admittance and a ☒ ☐ ☐ record maintained that documents a youth's 1003.4.1 educational history, including but not limited to: (A) School progress/school history; ☒ ☐ ☐ 1003.4 (c) (B) Home Language Survey and the results of the State Test used for English language proficiency; ☒ ☐ ☐ Articulated in the Education Evaluation. (C) Needs and services of special populations as defined by the State Education Code, including but ☒ ☐ ☐ not limited to, students with special needs. 1003.4 (a) and (d) (D) Discipline problems. ☒ ☐ ☐ 1003.7 (2) Youth will be immediately enrolled in school. Educational staff shall conduct an assessment to determine the youth's general academic functioning ☒ ☐ ☐ 1003.4.1 levels to enable placement in core curriculum courses. (3) After admission to the facility, a preliminary education plan shall be developed for each youth ☒ ☐ ☐ within five school days. 1003.4.1 (4) Upon enrollment, education staff shall comply with the State Education Code and request the youth's records from his/her prior school(s), including, but not 1003.4 limited to, transcripts, Individual Education Program (IEP), 504 Plan, state language assessment scores, ☒ ☐ ☐ immunization records, exit grades, and partial credits. Upon receipt of the transcripts, the youth's educational plan shall be reviewed with the youth and modified as needed. Youth should be informed of the credits they need to graduate. (f) Educational Reporting (1) The complete facility educational record of the youth shall be forwarded to the next educational ☒ ☐ ☐ 1003.4 (h) and (i) placement in accordance with the State Education Code. (2) The County Superintendent of Schools shall provide appropriate credit (full or partial) for course ☒ ☐ ☐ work completed while in juvenile court school in 1003.4 (i) accordance with the State Education Code. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 55 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (g) Transition and Re-Entry Planning (1) The Superintendent of Schools and the Chief Probation Officer or designee, shall develop policies 1003.4 (n) and procedures to meet the transition needs of youth, ☒ ☐ ☐ including the development of an education transition plan, in accordance with the State Education Code and in alignment with Title 15, Minimum Standards for Juvenile Facilities, Section 1355. (h) Post-Secondary Education Opportunities (1) The school and facility administrator should, whenever possible, collaborate with local post- 1003.6 ☒ ☐ ☐ secondary education providers to facilitate access to 1003.6 (c) through (h) educational and vocational opportunities for youth that considers the use of technology to implement these programs. 1371 PROGRAMS, RECREATION, AND EXERCISE. 1002 Programs Exercise and Recreation The facility administrator shall develop and implement written policies and procedures for programs, ☒ ☐ ☐ 1002.2 recreation, and exercise for all youth. The intent is to Procedure All: 500.2.6 (d) minimize the amount of time youth are in their rooms or their bed area. Juvenile facilities shall provide the opportunity for programs, recreation, and exercise a minimum of three 1002.3 ¶ 1 hours a day during the week and five hours a day each ☒ ☐ ☐ Saturday, Sunday or other non-school days, of which one hour shall be an outdoor activity, weather permitting. A youth’s participation in programs, recreation, and exercise may be suspended only upon a written finding 1002.3 ¶ 2 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 shall be posted in the living units. ☒ ☐ ☐ 1002.3 ¶ 3 There will be a written annual review of the programs, recreation, and exercise by the responsible agency to ☒ ☐ ☐ 1002.3 ¶ 5 ensure content offered is current, consistent, and relevant to the population. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 56 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Programs. All youth shall be provided with the opportunity for at least one hour of daily programming to 1002.6 Access to Programs include, but not be limited to, trauma focused, cognitive, evidence-based, best practice interventions that are culturally relevant and linguistically appropriate, or pro- social interventions and activities designed to reduce recidivism. These programs should be based on the youth’s individual needs as required by Sections 1355 ☒ ☐ ☐ and 1356. Such programs may be provided under the direction of the Chief Probation Officer or the County Office of Education and can be administered by county partners such as mental health agencies, community based organizations, faith-based organizations or Probation staff. Programs may include but are not limited to: (1) Cognitive Behavior Interventions; (2) Management of Stress and Trauma; Youth in JH are allowed to participate in numerous programs while in custody from (3) Anger Management; Community-Based Organizations including New Hope Workshops, Girl Scouts, FLY, Art (4) Conflict Resolution; of Yoga, AARS, Young Women Freedom (5) Juvenile Justice System; Center, and Painters of Legend. (6) Trauma-related interventions; (7) Victim Awareness; Additional programs include The Beat Within, Bible Study and Religious Services, PREA (8) Self-Improvement; Workshops, Behavior Health Programs, and (9) Parenting Skills and support; Haircuts. ☒ ☐ ☐ (10) Tolerance and Diversity; (11) Healing Informed Approaches; Services for youth to enhance their program with PBIS incentives and Achieving Behavior (12) Interventions by Credible Messengers; Change program steps involve school and probation staff providing pro-social (13) Gender Specific Programming; opportunities for growth in a unit context, (14) Art, creative writing, or self-expression; allowing youth to drive their program with leadership. (15) CPR and First Aid training; (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 opportunity for at least one hour of daily access to unscheduled 1002.5 Access to Recreation activities such as leisure reading, letter writing, and ☒ ☐ ☐ entertainment. Activities shall be supervised and include orientation and may include coaching of youth. (c) Exercise. All youth shall be provided with the opportunity for at least one hour of large muscle activity ☒ ☐ ☐ 1002.4 Access to Exercise each day. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 57 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS The administrator/manager may suspend, for a period not to exceed 24 hours, access to recreation and 1002.7 ¶ 4 programs. The administrator/manager shall document ☒ ☐ ☐ the reasons why suspension of recreation and programs occurs. 1372 RELIGIOUS PROGRAM The facility administrator shall provide access to religious 1007 Religious Programs services and/or religious counseling at least once each week. Attendance shall be voluntary. A youth shall be Procedure All: 1007 allowed to participate in an activity outside of their room if ☒ ☐ ☐ he/she elects not to participate in religious programs. There are on-site religious services available Religious programs shall provide for: to youth each Sunday and Bible Study throughout the week. (a) opportunity for religious services and practices; ☒ ☐ ☐ 1007.2 (b) availability of clergy; and, ☒ ☐ ☐ 1007.4 (c) availability of religious diets. ☒ ☐ ☐ 1007.6 1373 WORK PROGRAM The facility administrator shall develop policies and 1008 Youth Work Program procedures regarding the fair and consistent assignment of youth to work programs. Work assigned to a youth Procedure: 1008 shall be meaningful, constructive and related to ☒ ☐ ☐ vocational training or increasing a youth's sense of responsibility. Work programs shall not be imposed as a Youth have opportunities in the living units to disciplinary measure clean their rooms and unit areas to receive accelerated points. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 58 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1374 VISITING The facility administrator shall develop and implement 1005 Youth Visitation written policies and procedures for visiting, that include provisions for special visits. Youth shall be allowed to 1005.3.2 receive visits by parents, guardians or persons standing 1005.7 (a) and (b) in loco parentis, and children of youth. Other family members, such as grandparents and siblings, and 1005.8 supportive adults, may be allowed to visit with the Procedure All: 1005 approval of the facility administrator or designee, and in ☒ ☐ ☐ conjunction with the youth’s case plan or in the best interest of the youth. Parents and other visitors have the opportunity to schedule visits Monday through Friday, with special requests available upon request. Each unit has a designated time for two, one-hour visits each week. All visits shall occur at reasonable times, subject only to the limitations necessary to maintain order and security. 1005.3.2 ¶ 1 Visitation shall not be denied solely based on the visitor’s criminal history. The staff shall determine in each case, 1005.6 (f) 1 and Last ¶ whether the visitor’s criminal history represents a risk to ☒ ☐ ☐ the safety of youth or staff in the facility. Any denial of visitation or limitation on visitations shall be communicated to the youth, person denied and facility administrator. Opportunity for visitation shall be a minimum of two hours per week. Visits may be supervised, but conversations ☒ ☐ ☐ 1005.3.2 ¶ 2 shall not be monitored unless there is a security or safety need. Provisions for special visits, in addition to the two-hour minimum and/or outside of the regular visiting hours, shall 1005.8 be accommodated as necessary and within the discretion of the facility administrator or designee. Family therapy ☒ ☐ ☐ and professional visits shall be accommodated outside the provisions of this regulation. Facilities may provide visitation opportunities outside of normal visiting hours to accommodate special visits. The facility may provide access to technology as an alternative, but not as a replacement, to in-person visiting. ☒ ☐ ☐ 1005.3.2 ¶ 3 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 59 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1375 CORRESPONDENCE The facility administrator shall develop and implement 1006 Youth Mail written policies and procedures for correspondence which provide that: Procedure All: 1006 ☒ ☐ ☐ Youth can send unlimited mail postage-free. (a) there is no limitation on the volume of mail that youth may send or receive; ☒ ☐ ☐ 1006.3 (b) youth may send two letters per week postage free; ☒ ☐ ☐ 1006.3 (c) youth may correspond confidentially with state and federal courts, any member of the State Bar or holder of 1006.4 public office, and the Board; however, authorized facility ☒ ☐ ☐ staff may open and inspect such mail only to search for contraband and in the presence of the youth; and, (d) incoming and outgoing mail, other than that described in (c), may be read by staff only when there is reasonable ☒ ☐ ☐ 1006.6 ¶ 2 cause to believe facility safety and security, public safety, or youth safety is jeopardized. 1376 TELEPHONE ACCESS The administrator of each juvenile facility shall develop ☒ ☐ ☐ 1004 Youth Telephone Access and implement written policies and procedures to provide youth with access to telephone communications. Procedure: 600.4 1377 ACCESS TO LEGAL SERVICES The facility administrator shall develop written procedures 602 Youth Access to Courts and Counsel to ensure the right of youth to have access to the courts ☒ ☐ ☐ and legal services. Such access shall include: Procedure All: 602 and 1006.2.1 (a) access, upon request by the youth, to licensed attorneys and their authorized representatives; ☒ ☐ ☐ 602.3 (b) provision for confidential consultation with attorneys; and, 602.4 ☒ ☐ ☐ 602.6 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 60 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) unlimited postage free, legal correspondence and cost-free telephone access as appropriate. ☒ ☐ ☐ 602.7 1390 DISCIPLINE The facility administrator shall develop and implement 600 Youth Discipline written policies and procedures for the discipline of youth that shall promote acceptable behavior; including the use 600.2 of positive behavior interventions and supports. Discipline ☒ ☐ ☐ 600.3 shall be imposed at the least restrictive level which promotes the desired behavior and shall not include 600.8 Last ¶ corporal punishment, group punishment, physical or Procedure All: 600 psychological degradation. Deprivation of the following is not permitted: (a) bed and bedding; ☒ ☐ ☐ 600.8 Bullet 10 (b) daily shower, access to drinking fountain, toilet and ☒ ☐ ☐ 600.8 Bullet 7 personal hygiene items, and clean clothing; (c) full nutrition; ☒ ☐ ☐ 600.8 Bullet 4 (d) contact with parent or attorney; ☒ ☐ ☐ 600.8 Bullet 5 and 15 (e) exercise; ☒ ☐ ☐ 600.8 Bullet 8 (f) medical services and counseling; ☒ ☐ ☐ 600.8 Bullet 12 and 16 (g) religious services; ☒ ☐ ☐ 600.8 Bullet 16 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 61 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (h) clean and sanitary living conditions; ☒ ☐ ☐ 600.8 Bullet 11 (i) the right to send and receive mail; ☒ ☐ ☐ 600.8 Bullet 5 and 13 (j) education; and, ☒ ☐ ☐ 600.8 Bullet 16 (k) rehabilitative programming. ☒ ☐ ☐ 600.8 Bullet 16 The facility administrator shall establish rules of conduct and disciplinary penalties to guide the conduct of youth. 600.5.1 Such rules and penalties shall include both major violations and minor violations, be stated simply and 600.5.1 ¶ 2 affirmatively, and be made available to all youth. Provision shall be made to provide accessible information 600.8 Bullet 10 to youth with disabilities, limited English proficiency, or ☒ ☐ ☐ 600.6 Minor Rule Violations limited literacy. 600.7 Major Rule Violations 600.7.6 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 62 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1391 DISCIPLINE PROCESS The facility administrator shall develop and implement 600.5 Due Process written policies and procedures for the administration of discipline which shall include, but not be limited to: Procedure All: 600.6 We reviewed numerous completed Due Process forms and found the implementation of sanctions as a result of rule violations was timely and consistently applied for youth. The form prompts staff to articulate the behavior and proposed sanction. The sanction options reveal mostly a level ☒ ☐ ☐ status ‘demotion’ or restriction of certain privileges apart from the group. The A Program has unrestricted involvement in all unit activities with more privileges. The B Program includes Entry/Medium Level programming and pro-social learning opportunities. C Level programming is minimal time in privileged activities and maximizes pro-social learning opportunities. The sanction attaches to the unit and school behavior with Reminders and Major Rule Violations to attain or lose the Level. The system works for the short-term youth in custody and the youth who are or have been in detention pending disposition. (a) designation of personnel authorized to impose discipline for violation of rules; ☒ ☐ ☐ 600.9 Last ¶ (b) prohibiting discipline to be delegated to any youth; ☒ ☐ ☐ 600.8 Bullet 1 (c) definition of major and minor rule violations and their consequences, and due process requirements; ☒ ☐ ☐ 600.6 Minor Rule Violations (d) trauma-informed approaches and positive behavior interventions; ☒ ☐ ☐ 600.7 Major Rule Violations 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 63 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) minor rule violations may be handled informally by counseling, advising the youth of expected conduct 600.9 ¶ 1 imposing a minor consequence. Discipline shall be ☒ ☐ ☐ accompanied by written documentation and a policy of review and appeal to a supervisor; and, (f) major rule violations and the discipline process shall be documented and require the following: ☒ ☐ ☐ (1) written notice of violation prior to a hearing; ☒ ☐ ☐ 600.7.3 (2) accommodations provided to youth with disabilities, limited literacy, and English language ☒ ☐ ☐ 600.7.6 learners; 600.5 (c) (3) hearing by a person who is not a party to the ☒ ☐ ☐ incident; 600.7.4 ¶ 1 (4) opportunity for the youth to be heard, present ☒ ☐ ☐ 600.5 (d) evidence and testimony; (5) provision for youth to be assisted by staff in the ☒ ☐ ☐ 600.7.6 hearing process; (6) provision for administrative review. ☒ ☐ ☐ 600.7.9 (g) violations that result in a removal from camp or commitment program, but not a return to court, will ☒ ☐ ☐ 600.9.1 (SYTF) follow the due process provisions in subsection (e) above. 1410 MANAGEMENT OF COMMUNICABLE DISEASES. 7.06 Communicable Diseases The health administrator/responsible physician, in cooperation with the facility administrator and the local Procedure All: 701 health officer, shall develop written policies and ☒ ☐ ☐ procedures to address the identification, treatment, control and follow-up management of communicable diseases. The policies and procedures shall address, but not be limited to: 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 64 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Intake health screening procedures; ☒ ☐ ☐ 706.3, (c) 1 (b) Identification of relevant symptoms; ☒ ☐ ☐ 706.3, (c) 2 (c) Referral for medical evaluation; ☒ ☐ ☐ 706.3, (c) 4 (d) Treatment responsibilities during detention; ☒ ☐ ☐ 706.3, (c) 5 (e) Coordination with public and private community- ☒ ☐ ☐ 706.3, (c) 8 based resources for follow-up treatment; (f) Applicable reporting requirements; and, ☒ ☐ ☐ 706.3, (d) (g) Strategies for handling disease outbreaks. ☒ ☐ ☐ 706.3, (c) 5 The policies and procedures shall be updated as necessary to reflect communicable disease priorities ☒ ☐ ☐ 706.3 Last ¶ identified by the local health officer and currently recommended public health interventions. 1433 REQUESTS FOR HEALTH CARE SERVICES (EXCERPT) 702.3 The health administrator, in cooperation with the facility administrator, shall develop policy and procedures to ☒ ☐ ☐ Procedure: 701.2.3 establish a daily routine for youth to convey requests for emergency and non-emergency medical, dental and behavioral/mental health care services. 1480 STANDARD FACILTY CLOTHING ISSUE The youth’s personal clothing, undergarments and 807.6 footwear may be substituted for the institutional clothing ☒ ☐ ☐ and footwear specified in this regulation. The facility has Procedure All: 500.2 and 702.4.1 the primary responsibility to provide clothing and footwear. Clothing provisions shall ensure that: 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 65 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Clothing is clean, reasonably fitted, durable, easily laundered, in good repair, and free of holes and tears. ☒ ☐ ☐ 807.6 (b) The standard issue of climatically suitable clothing for youth shall consist of but not be limited to: ☒ ☐ ☐ (1) Socks and serviceable footwear; ☒ ☐ ☐ 807.6 Bullet 1 and 4 (2) Outer garments; ☒ ☐ ☐ 807.6 Bullet 2 (3) New non-disposable underwear which shall remain with the youth throughout their stay, and; ☒ ☐ ☐ 807.6 Bullet 5 and ¶ 4 (4) Undergarments, that are freshly laundered and free of stains, including tee shirts and bras. ☒ ☐ ☐ 807.6 Bullet 3 (c) Clothing is laundered at the temperature required by local ordinances for the commercial laundries and dried ☒ ☐ ☐ 807.7 completely in a mechanical dryer or other laundry method approved by the local health officer. (d) Suitable clothing is issued to pregnant youth. ☒ ☐ ☐ 807.6 Bullet 6 1482 CLOTHING EXCHANGE The facility administrator shall develop and implement 807.6 ¶ 4 written policies and site-specific procedures for the cleaning and scheduled exchange of clothing. Unless Procedure: 500.2.6 work, climatic conditions, or illness necessitates more ☒ ☐ ☐ frequent exchange, outer garments, except for footwear, shall be exchanged at least once each week. Tee shirts, bras, and underwear shall be exchanged daily; youth shall receive their own underwear back at exchange. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 66 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1484 CONTROL OF VERMIN IN YOUTH’S PERSONAL CLOTHING 706.3 (c) 7 There shall be written policies and site-specific procedures developed and implemented by the facility Procedure: 701.2.7 administrator to control the contamination and/or spread ☒ ☐ ☐ of vermin and ecto-parasites in all youth’s personal clothing. Infested clothing shall be cleaned or stored in a closed container so as to eradicate or stop the spread of the vermin. 1485 ISSUE OF PERSONAL CARE ITEMS There shall be written policies and site-specific 807.9 Bullet procedures developed and implemented by the facility administrator for the availability of personal hygiene Procedure All: 500.2.6 (h) ☒ ☐ ☐ items. Each female youth shall be provided with sanitary napkins, panty liners and tampons as requested. Each youth to be held over 24 hours shall be provided with the following personal care items; (a) Toothbrush; ☒ ☐ ☐ 807.9 Bullet 4 (b) Toothpaste; ☒ ☐ ☐ 807.9 Bullet 3 (c) Soap; ☒ ☐ ☐ 807.9 Bullet 1 (d) Comb; ☒ ☐ ☐ 807.9 Bullet 2 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 67 - A453 JUV PRO eff. 1/2019 (23-24).dot (e) Shaving implements; ☒ ☐ ☐ 807.9 Bullet 5 (f) Deodorant; ☒ ☐ ☐ 807.9 Bullet 8 (g) Lotion; ☒ ☐ ☐ 807.9 Bullet 9 (h) Shampoo; and, ☒ ☐ ☐ 807.9 Bullet 10 (i) Post-shower conditioning hair products. ☒ ☐ ☐ 807.9 Bullet 11 Youth shall not be required to share any personal care items listed in items (a) through (d). Liquid soap 807.9 Bullet 7 provided through a common dispenser is permitted. Youth shall not share disposable razors. Double edged 807.9 ¶ 3 and 4 safety razors, electric razors, and other shaving ☒ ☐ ☐ instruments capable of breaking the skin, when shared among youth, shall be disinfected between individual uses by the method prescribed by the State Board of Barbering and Cosmetology in Sections 979 and 980, Chapter 9, Title 16, California Code of Regulations. 1486 PERSONAL HYGIENE There shall be written policies and site specific 807.9 procedures developed and implemented by the facility administrator for showering/bathing and brushing of Procedure: 500.2.6 (h) ☒ ☐ ☐ teeth. Youth shall be permitted to shower/bathe up on assignment to a housing unit and on a daily basis thereafter and given an opportunity to brush their teeth after each meal. 1487 SHAVING Youth shall have access to a razor daily, unless their 806.4 appearance must be maintained for reasons of identification in Court. All youth shall have equal Procedure: 500.2.6 (i) ☒ ☐ ☐ opportunity to shave face and body hair. The facility administrator may suspend this requirement in relation to youth who are considered to be a danger to themselves or others. 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 68 - A453 JUV PRO eff. 1/2019 (23-24).dot 1488 HAIR CARE SERVICES (EXCERPT) Hair care services shall be available in all juvenile 806.3.1 facilities. Youth shall receive hair care services monthly. Equipment shall be cleaned and disinfected after each ☒ ☐ ☐ 807.10 haircut or procedure, by a method approved by the State 807.10.1 Board of Barbering and Cosmetology. Procedure: 500.2.6 (h)-2-f 1500 STANDARD BEDDING AND LINEN ISSUE Clean laundered, suitable bedding and linens, in good 807.5 repair, shall be provided for each youth entering a living ☒ ☐ ☐ area who is expected to remain overnight, shall include, Procedure All: 500.2.6 (h) but not be limited to: (a) One mattress or mattress-pillow combination which meets the requirements of Section 1502 of these ☒ ☐ ☐ 807.5 (b) regulations; (b) One pillow and a pillow case unless provided for in (a) above; ☒ ☐ ☐ 807.5 (e) (c) One mattress cover and a sheet or two sheets; ☒ ☐ ☐ 807.5 (c) (d) One towel; and, ☒ ☐ ☐ 807.5 (d) (e) One blanket or more, up on request ☒ ☐ ☐ 807.5 (a) 1501 BEDDING LINEN EXCHANGE The facility administrator shall develop and implement 807.3 site specific written policies and procedures for the scheduled exchange of laundered bedding and linen 807.5 ☒ ☐ ☐ issued to each youth housed. Washable items such as Procedure All: 500.2.6 (h) sheets, mattress covers, pillow cases and towels shall be exchanged for clean replacement at least once each week. The covering blanket shall be cleaned or laundered once a month. ☒ ☐ ☐ 807.5 (a) 2 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 69 - A453 JUV PRO eff. 1/2019 (23-24).dot 1510 FACILITY SANITATION, SAFETY AND MAINTENANCE 802 The facility administrator shall develop and implement written policies and site-specific procedures for the 802.3 maintenance of an acceptable level of cleanliness, Procedure: 500.2.10 repair and safety throughout the facility. The plan shall provide for a regular schedule of housekeeping tasks, ☒ ☐ ☐ equipment, including restraint devices, and physical plant maintenance and inspections to identify and correct unsanitary or unsafe conditions or work practices in a timely manner. The use of chemicals shall be done in accordance to the product label and Safety Data Sheet which may include the use of Personal Protection Equipment (PPE). 7587 Santa Clara Juvenile Hall JH PRO 23-24 - 70 - A453 JUV PRO eff. 1/2019 (23-24).dot REVIEW OF NON REGULATORY REQUIREMENTS GRANT FUNDING OR CODE REFERENCE YES NO N/A P/P REFERENCE - COMMENTS JUVENILE PROBATION AND CAMPS FUNDING (JPCF) (Camps Only) The programs/services identified on the JPCF Camp Eligibility Form are being provided at the facility. (Refer ☐ ☒ ☐ to the JPCF Camp Eligibility Form) 208.5 WIC CONTACT BETWEEN PERSONS UNDER THE JUVENILE COURT AGES 19- 20 AND MINORS IN THE FACILITY The facility houses Juvenile Court Wards 19 years of ☒ ☐ ☐ age and older. The facility has been approved to hold persons under ☒ ☐ ☐ the juvenile court who are ages 19 through 21. The facility continues to comply with the requirements of 208.5 WIC (programming, capacity and security of ☒ ☐ ☐ the facility) as outlined in the county’s application. JUVENILE JUSTICE DELINQUENCY PREVENTION ACT MONITORING (JJDPA) WIC 206 SEPARATE FACILITIES FOR WIC 300 MINORS ☐ ☐ ☒ Dependent or neglected minors who are defined under Violation Section 300 of the Welfare and Institutions Code (WIC) are held only in non-secure, separate and segregated facilities. DETENTION OF STATUS OFFENDERS (WIC 601) AND FEDERAL MINORS ☐ ☒ ☐ Status Offenders (WIC 601) are held in the facility. Status Offenders (WIC 601) are kept separate from ☐ ☐ ☒ Juvenile Delinquents (WIC 602)? (WIC 207[d]). Violation Federal Minors (ICE Holds or ORR Contract) are held ☐ ☐ ☒ in the facility. If yes to the above, the Monthly Report on the Detention of Status Offenders/Federal Minors is ☐ ☐ ☒ submitted to the BSCC. WIC 208 SEPARATION OF MINORS AND ADULT INMATES (JJDPA 42 USC 5633, Sec 223, State Plans (a)[12]) ☐ ☒ ☐ Are adult inmates held in the facility? (When a person in detention is proceeding through the adult court, AND that person is 18 years of age or older that person is an adult inmate.) If adult inmates are held, they are appropriately ☐ ☒ separated from minors. ☐ Violation 7587 Santa Clara Juvenile Hall JH PRO 23-24 71 A453 JUV PRO eff. 1/2019 (23-24).dot Adult inmates from an adult facility (e.g. inmate workers ☐ ☐ ☒ or “Scared Straight” programs) are not allowed in the facility in a manner that allows contact with minors. Violation 7587 Santa Clara Juvenile Hall JH PRO 23-24 72 A453 JUV PRO eff. 1/2019 (23-24).dot JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS Board of State and Community Corrections PROCEDURES CHECKLIST1 BSCC Code: 7588 FACILITY NAME: Santa Clara Secure Youth Treatment Facility FACILITY TYPE: SYTF PERSON(S) INTERVIEWED: Nick Birchard, Chief Probation Officer; Alex Villa, Deputy Chief Probation Officer; Ashante Hayes, Manager - Juvenile Hall; Trina Guathier, Manager – Juvenile Hall; Kevin Cooper, Manager - Facility and Fleet Services; Henry Holquin, Food Services; Jerry Stoldulka, Warehouse/Laundry; Marco Diaz, Supervisor - Quality Systems Unit; Oscar Fernandez, Supervisor – Living Units; Ghentyl Vasquez, Group Counselor; Eugene Santillan, Principal North County – SCCOE; Shelly Aggarwal MD, Medical Director SCCJH; Luengfaong Le, RN-Clinical Supervisor; Ruby Collado, RN; Veronica Robles, Santa Clara County Behavioral Health Manager II; Mayra Flores, SCCBH, Clinician Supervisor; Daniel Garcia, SYTF Rehabilitation Counselor – SCCBH; Youth: Daniel, age 21; Darwin, age 19; Mack, age 17; Domingo, age 15; Fernando, age 20. FIELD REPRESENTATIVE: Elizabeth Gong DATE: November 13-15, 2023 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1313 COUNTY INSPECTION AND EVALUATION OF BUILDING AND GROUNDS Policy: 107.3.1 (a) – (f) State-required inspections pursuant to 1313 On an annual basis, or as otherwise required by law, Procedure: 107.1 and 107.2 each juvenile facility administrator shall obtain a ☒ ☐ ☐ documented inspection and evaluation from the July 21, 2022 following: July 26, 2023 (a) county building inspector or person designated by the Board of Supervisors to approve building safety; (b) fire authority having jurisdiction, including a fire clearance as required by Health and Safety Code Section ☒ ☐ ☐ November 23, 2022 (SFM) 13146.1(a) and (b); August 11, 2023 (Fire Systems) (c) local health officer, inspection in accordance with Health and Safety Code Section 101045; Environmental Health Medical/Mental Health Nutritional Health ☒ ☐ ☐ October 18, 2022 September 13, 2023 (d) county superintendent of schools on the adequacy of educational services and facilities as required in Section ☒ ☐ ☐ April 19, 2022 1370; April 21, 2023 1 This document is intended for use as a tool during the 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 Local Facilities, Division 1, Chapter 1, Subchapter 5 for the complete list and text of regulations. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 1 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) juvenile court as required by Section 209 of the Welfare and Institutions Code; and, ☒ ☐ ☐ February 7, 2022 April 17 and May 8, 2023 (f) the Juvenile Justice Commission as required by Section 229 of the Welfare and Institutions Code or April 5, 2022 (2021 Inspection) Probation Commission as required by Section 240 of the May 2, 2023 (2022 Inspection) Welfare and Institutions Code. ☒ ☐ ☐ We have advised the JJPDC Inspection Cycle has been moved to a Calendar Year and for consistency will complete the inspection and report for 2023 prior to December 2023. 1320 APPOINTMENT AND QUALIFICATIONS Chief Probation Officer Nick Birchard BSCC Note: Compliance with this section is determined completed a memorandum outlining by receipt of the Chief Probation Officer’s certification compliance with this regulation, dated letter confirming that all elements of regulation are met. October 10, 2023. 100.3 Appointment Requirements Procedure: 100.1 (a) Appointment ☒ ☐ ☐ In each juvenile facility there shall be a superintendent, director or facility manager in charge of its program and employees. Such superintendent, director, facility manager and other employees of the facility shall be appointed by the facility administrator pursuant to applicable provisions of law. (b) Employee Qualifications Each facility shall: Administration Policy 505.4 (a) (1) recruit and hire employees who possess ☒ ☐ ☐ knowledge, skills and abilities appropriate to their job classification and duties in accordance with applicable civil service or merit system rules; (2) require a medical evaluation and physical examination including tuberculosis screening test and Administration Policy 505.4 (i) evaluation for immunity to contagious illnesses of ☒ ☐ ☐ childhood (i.e., diphtheria, rubeola, rubella, and mumps); (3) adhere to the minimum standards for the selection and training requirements adopted by the Board ☒ ☐ ☐ Administration Policy 505.7.1 pursuant to Section 6035 of the Penal Code; and (4) conduct a criminal records review, on each new employee, and psychological examination in Administration Policy 505.4 (g) ☒ ☐ ☐ accordance with Section 1031 of the Government Code. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 2 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Contract personnel, volunteers, and other non- employees of the facility, who may be present at the Procedure: 1000.3.2 facility, shall have such clearance and qualifications as Section 13 PREA ☒ ☐ ☐ may be required by law, and their presence at the facility shall be subject to the approval and control of the facility manager. 1321 STAFFING Each juvenile facility shall: (a) have an adequate number of personnel sufficient to 215.1 Staffing Plan: Purpose and Scope carry out the overall facility operation and its programming, to provide for safety and security of youth 215.3.1 (a) and staff, and meet established standards and Procedure: 215 regulations; We reviewed the staffing pattern for JH, including SYTF, and found the agency has sufficient staffing for every shift to ensure the safety of all youth in the facility. ☒ ☐ ☐ At JH, including SYTF, there are two Probation Managers, 15 Supervisors, 174 (17 on LOA), and 16 Extra Help Staff to support the Probation responsibilities in the facility. On the inspection day, there were 27 male youths in the SYTF program and nine youths in a unit designated as DJJ Returnees. (b) ensure that no required services shall be denied because of insufficient numbers of staff on duty absent ☒ ☐ ☐ 215.3.1 (a) exigent circumstances; (c) have a sufficient number of supervisory level staff to ensure adequate supervision of all staff members; ☒ ☐ ☐ 215.3.1 (b). (d) have a clearly identified person on duty at all times who is responsible for operations and activities and has ☒ ☐ ☐ 215.3.1 (c) completed the Juvenile Corrections Officer Core Course and PC 832 training; (e) have at least one staff member present on each living unit whenever there are youth in the living unit; ☒ ☐ ☐ 215.3.1 (d) 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 3 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (f) have sufficient food service personnel relative to the number and security of living units, including staff 900 Food Services qualified and available to: plan menus meeting nutritional requirements of youth; provide kitchen supervision; direct food preparation and servings; conduct related training programs for culinary staff; and maintain necessary The Program Manager, Kevin Cooper for the records; or, a facility may serve food that meets nutritional JH and JR, oversees the Food services, standards prepared by an outside source; Warehouse, and Fleet for all Santa Cara ☒ ☐ ☐ Juvenile Facilities. There is a Food Services Manager who assists with the JH and JR. Specific to the JH, there are four Correctional Cooks and nine Food Service Workers who prepare all food for the youth in JH and SYTF. (g) have sufficient administrative, clerical, recreational, medical, dental, mental health, building maintenance, 215.3 Bullet 8 transportation, control room, facility security and other support staff for the efficient management of the facility, 510.5 and to ensure that youth supervision staff shall not be diverted from supervising youth; and, ☒ ☐ ☐ There are nine staff that provide Laundry, Maintenance, Warehouse, and Fleet Services for JH. Additionally, the SCCOE provides 14 educational staff, Mental Health provides 26 staff and Medical has 24 staff to provide specialized services. (h) assign sufficient youth supervision staff to provide continuous wide awake supervision of youth, subject to 215.3.1 (f) temporary variations in staff assignments to meet special ☒ ☐ ☐ program needs. Staffing shall be in compliance with a 510 Supervision of Youth minimum youth-staff ratio for the following facility types: 510.3 ¶ 2 (1) Juvenile Halls (A) during the hours that youth are awake, one 510.3 ¶ 4 wide-awake youth supervision staff member on duty for each 10 youth in detention; Procedure: 215.1 ☒ ☐ ☐ The agency staffs the juvenile facilities to PREA standards which is 1:8 during waking hours. As noted above, the agency has sufficient staff to meet the policy which is more restrictive than T15 regulations. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 4 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide-awake 510.3 ¶ 4 youth supervision staff member on duty for each 30 youth in detention; The agency staffs the juvenile facilities to ☒ ☐ ☐ PREA standards which is 1:16 during sleeping hours. As noted above, the agency has sufficient staff to meet the policy which is more restrictive than T15 regulations. (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the 510.3 ¶ 5 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 member on duty who is the same gender as youth housed in ☒ ☐ ☐ 510.3 ¶ 5 the facility. (E) personnel with primary responsibility for other duties such as administration, supervision of 510.3.1 personnel, academic or trade instruction, clerical, ☒ ☐ ☐ kitchen or maintenance shall not be classified as youth supervision staff positions. (2) Special Purpose Juvenile Halls (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 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 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 member on duty who is the same gender as youth housed in ☐ ☐ ☒ the facility. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 5 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (E) personnel with primary responsibility for 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. (3) Camps (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 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 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 member on duty who is the same gender as youth housed in ☐ ☐ ☒ the facility; (E) in addition to the minimum staff to youth 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 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. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 6 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1322 YOUTH SUPERVISION STAFF ORIENTATION AND TRAINING 300 New Staff Member Orientation (a) Prior to assuming any responsibilities each youth supervision staff member shall be properly oriented to 300.3 New Youth Supervision Staff their duties, including: Orientation (1) youth supervision duties; 301.4 Annual Required Training 302.5.2 Procedure: 108.2 and 109.2 ☒ ☐ ☐ Chief Probation Officer Nick Birchard provided a Memorandum dated October 10, 2023, outlining compliance with this regulation. The agency has a significant training regimen to ensure new and veteran staff are trained in regulations, agency policies and program opportunities provided to youth. 300.3 Bullet 13 (2) scope of decisions they shall make; ☒ ☐ ☐ Procedure: 100.2 (b) 2, a-2 300.3 Bullets 7 and 8 302.5.2 (3) the identity of their supervisor; ☒ ☐ ☐ Procedure: 100.3.1 (4) the identity of persons who are responsible to them; 300.3 Bullet 13 ☒ ☐ ☐ Procedure: 100.3.1 (5) persons to contact for decisions that are beyond their responsibility; and 300.3 Bullet 8 ☒ ☐ ☐ Procedure:100.3.1 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 7 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) ethical responsibilities. 300.3 Bullet 2 ☒ ☐ ☐ 512.1 ¶ 2 Procedure: 108.3 (f) 1 (b) Prior to assuming any responsibility for the supervision of youth, each youth supervision staff 300.3.1 member shall receive a minimum of 40 hours of facility- ☒ ☐ ☐ specific orientation, including: Procedure: 109.2.1 (a) and (b) 300.3.1 Bullet 1 (1) individual and group supervision techniques; ☒ ☐ ☐ Procedure: 108.3.2 (b) 1 300.3.1 Bullet 2 (2) regulations and policies relating to discipline and rights of youth pursuant to law and the provisions of ☒ ☐ ☐ Procedure: 108.3.2 (c) this chapter; 300.3.1 Bullet 3 (3) basic health, sanitation and safety measures; ☒ ☐ ☐ Procedure: 1003 (e) 5 and (f) 2 300.3.1 Bullet 4 (4) suicide prevention and response to suicide ☒ ☐ ☐ attempts Procedure: 505.2.3 and 707.1 (5) policies regarding use of force, de-escalation 300.3.1 Bullet 5 techniques, chemical agents, mechanical and ☒ ☐ ☐ physical restraints; Procedure: 517 and 517.5.4 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 8 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 300.3.1 Bullet 10 (6) review of policies and procedures referencing ☒ ☐ ☐ trauma and trauma-informed approaches; Procedure: 501.1, 600.1.3, and 606.1 (c) 300.3.1 Bullet 6 (7) procedures to follow in the event of emergencies; ☒ ☐ ☐ Procedure: 400 300.3.1 Bullet 11 (8) routine security measures, including facility ☒ ☐ ☐ perimeter and grounds; Procedure: 404.2 (a) 300.3.1 Bullet 7 (9) crisis intervention and mental health referrals to ☒ ☐ ☐ mental health services; Procedure: 507.2.3 300.3.1 Bullet 8 (10) documentation; and ☒ ☐ ☐ Procedure: 103.1 and 215.3.3 300.3.1 Bullet 9 (11) fire/life safety training ☒ ☐ ☐ Procedure: 404 (c) Prior to assuming sole supervision of youth, each youth supervision staff member shall successfully 300.3.1 Bullet 12 complete the requirements of the Juvenile Corrections ☒ ☐ ☐ Officer Core Course pursuant to Penal Code Section Procedure: 109.2.1 (a) 1 6035. (d) Prior to exercising the powers of a peace officer youth supervision staff shall successfully complete training 300.3.1 Bullet 13 pursuant to Section 830 et seq. of the Penal Code. ☒ ☐ ☐ Procedure: 109.1 (a) 2 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 9 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1323 FIRE AND LIFE SAFETY Whenever there is a youth in a juvenile facility, there shall 300.2.2 be at least one wide awake person on duty at all times who meets the training standards established by the 404.6 ¶ 2 Board for general fire and life safety which relate Procedure: 215.1 (a) specifically to the facility. ☒ ☐ ☐ All youth supervision staff receive this training in Youth Supervision Core Training. 1324 POLICY AND PROCEDURES MANUAL All facility administrators shall develop, publish, and 103.3 ¶ 2 Manual Review implement a manual of written policies and procedures that address, at a minimum, all regulations that are 103.5 Distribution of Manual applicable to the facility. Such a manual shall be made 107.4 (b) available to all employees, reviewed by all employees, and shall be administratively reviewed at a minimum Procedure: 103.1 and 103.2.1 every two years, and updated, as necessary. Those records relating to the standards and requirements set forth in these regulations shall be accessible to the Board ☒ ☐ ☐ The agency has moved policies and on request. procedures to the Lexipol System, with the exception of several high-risk regulations that The manual shall include: required more detail, specificity and training before full implementation. Those regulations are memorialized in this checklist and continue to be trained to staff based on the former comprehensive policies. (a) table of organization, including channels of communications and a description of job classifications; 100 Organizational Structure 100.4 ☒ ☐ ☐ 100.5 Procedure: 100.3.1 (b) responsibility of the probation department, purpose of programs, relationship to the juvenile court, the Juvenile 100 Justice/Delinquency Prevention Commission or ☒ ☐ ☐ Probation Committee, probation staff, school personnel Procedure:100.2.1 and other agencies that are involved in juvenile facility programs; 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 10 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) responsibilities of all employees; 100.8 ☒ ☐ ☐ Procedure: 100.2 (b) (d) initial orientation and training program for employees; 300 ☒ ☐ ☐ 302 Procedure: 109.2.1 (a) 1 (e) initial orientation, including safety and security issues and anti-discrimination policies, for support staff, contract ☒ ☐ ☐ 307 employees, school, mental/behavioral health and medical staff, program providers and volunteers; Procedure: 1000.3.2 (f) maintenance of record-keeping, statistics and communication system to ensure: 204 Records Retention and Release ☒ ☐ ☐ 217 Custody Records Procedure: 204.2.3 201.1 (1) efficient operation of the juvenile facility; ☒ ☐ ☐ Procedure: 500.2.6 101 Authority and Legal Assistance (2) legal and proper care of youth; ☒ ☐ ☐ Procedure: 1310.2.2 217.3.1 (e) 217.3.2 (3) maintenance of individual youth's records; ☒ ☐ ☐ 709.3 (k) Procedure: 204.2.4 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 11 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 217.3.2 (i) (4) supply of information to the juvenile court and ☒ ☐ ☐ those authorized by the court or by the law; and, 529.2.2 (f) 204.3 Custodian of Youth Records 206.4 Release of Records (5) release of information regarding youth. ☒ ☐ ☐ 709.3 (k) 300.3 Bullet 2 512.1 (g) ethical responsibilities; ☒ ☐ ☐ 709.1 Procedure: 108.3 (f) 103.2 ¶ 2 (h) trauma-informed approaches; ☒ ☐ ☐ 300.3.2 Bullet 10 Procedure: 501.1, 600.1, and 606.1 103.2 ¶ 2 (i) culturally responsive approaches; ☒ ☐ ☐ Procedure: 501 and 600.1 103.2 ¶ 2 (j) gender responsive approaches; ☒ ☐ ☐ Procedure: 501 and 600.1 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 12 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (k) a non-discrimination provision that provides that all youth within the facility shall have fair and equal access 604 Youth Non-Discrimination to all available services, placement, care, treatment, and benefits, and provides that no person shall be subject to Procedure: 600.4.1 discrimination or harassment on the basis of actual or perceived race, ethnic group identification, ancestry, ☒ ☐ ☐ national origin, immigration status, color, religion, gender, The NDP is memorialized in the Youth sexual orientation, gender identity, gender expression, Handbook and posted in the living units. mental or physical disability, or HIV status, including restrictive housing or classification decisions based solely on any of the above mentioned categories; (l) storage and maintenance requirements for any chemical agents related security devices, and weapons 515 Management of Weapons and Control and ammunition, where applicable; Devices ☒ ☐ ☐ Procedure: 108.3.2 and 501.3.1 (m) establishment of procedures for collection of Medi- Cal eligibility information and enrollment of eligible youth; 501.6.4 and, ☒ ☐ ☐ Procedure: 707.5.1 (n) establishment of a policy that prohibits all forms of sexual abuse, sexual assault and sexual harassment. 304 Prison Rape Elimination Act (PREA) – The policy shall include an approach to preventing, Training detecting and responding to such conduct and any retaliation for reporting such conduct, as well as a 1300.5 provision for reporting such conduct by youth, staff or a ☒ ☐ ☐ third party. 1300.5.2 1300.6 Procedure: 603.1.2 1325 FIRE SAFETY PLAN The facility administrator shall consult with the local fire department having jurisdiction over the facility, or with the State Fire Marshal, in developing a plan for fire safety 400.3 Emergency Response Plan ☒ ☐ ☐ which shall include, but not be limited to: 404 Fire Safety (a) a fire prevention plan to be included as part of the 404.3 (a) manual of policy and procedures; Procedure All: 404.2 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 13 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) monthly fire and life safety inspections by facility staff with two-year retention of the inspection record; 317.2 (j) 404.3 (b) and (c) 404.7 ¶ 3 We reviewed the monthly Fire and Life Safety Inspections from January 2022 to October 2023. The process includes an inspection of each area of the facility, including admissions, Receiving, all Living ☒ ☐ ☐ Units (occupied or unoccupied), Clinic, Administrative areas, outdoor recreation areas, Court Waiting area, Control, Visiting, and staff areas. Each month includes a 34- page packet. We provided technical assistance to create a form to address each area and make comments for only those areas needing attention or repair. (c) fire prevention inspections as required by Health and Safety Code Section 13146.1(a) and (b); 404.3 (c) 404.7 ☒ ☐ ☐ The agency is working with the SFM to produce correct signage to designate compliance. Other areas have been corrected since the last inspection on August 11, 2023. (d) an evacuation plan; 404.3 (d) ☒ ☐ ☐ The agency would evacuate to James Ranch or the Santa Clara County Jail in the event of a full facility evacuation. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 14 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) documented fire drills not less than quarterly; 404.3 (e) We reviewed the agency Fire Drills/Evacuation Drills for 2022 and the date of inspection in 2023. Quarterly drills are ☒ ☐ ☐ conducted with multiple drills each month of the quarterly schedule. We provided technical assistance to do one drill a month to ensure muscle memory of the unit responsibilities of staff and youth. Also, to include a full facility evacuation one time each year to include ancillary staff as well. (f) a written plan for the emergency housing of youth in the case of fire; and, 404.3 (f) ☒ ☐ ☐ The agency would release any youth eligible and/or transport youth to James Ranch. (g) development of a fire suppression pre-plan in cooperation with the local fire department. 404.3 Fire Suppression Pre-Plan ☒ ☐ ☐ 404.3 (g) 1326 SECURITY REVIEW Each facility administrator shall develop policies and 102.5 (f) procedures to annually review, evaluate, and document security of the facility. The review and evaluation shall Procedure: 107.2 include internal and external security, including, but not limited to, key control, equipment, and staff training. ☒ ☐ ☐ A memo was completed by the JH Quality Systems Team outlining the Deputy Chief who is responsible for coordinating a review of internal security measures on November 3, 2023. 1327 EMERGENCY PROCEDURES The facility administrator shall develop facility-specific ☒ ☐ ☐ 400 policies and procedures for emergencies that shall include, but not be limited to: Procedure All: 400 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 15 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 400.3 (a) – (c) 400.6 Disturbances (a) escape, disturbances, and the taking of hostages; ☒ ☐ ☐ 400.8 Hostages 400.9 Escapes 400.3 (d) and (i) 400.7 Riots (b) civil disturbance, active shooter and terrorist ☒ ☐ ☐ attack; 400.10 Civil Disturbances 411 Active Shooter 400.3 (e) (c) fire and natural disasters; ☒ ☐ ☐ 404 Fire 400.3 (f) (d) periodic testing of emergency equipment; ☒ ☐ ☐ 405 Emergency Power and Communication 405.5 400.12 Emergency Housing of Youth (e) emergency evacuation of the facility; and ☒ ☐ ☐ 406 Emergency Evacuation 400.13 Review of Emergency Procedures 400.14 Training (f) a program to provide all youth supervision staff ☒ ☐ ☐ with an annual review of emergency procedures. A memo was completed on November 3, 2023, by the JH Quality Systems Team outlining that JH Managers are responsible for coordinating a review of Emergency Policies and Procedures for all staff annually. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 16 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1328 SAFETY CHECKS The facility administrator shall develop and implement 507 Youth Safety Checks policy and procedures that provide for direct visual observation of youth at a minimum of every 15 minutes, 507.3 at random or varied intervals during hours when youth Procedure: 507 are asleep or when youth are in their rooms, confined in holding cells or confined to their bed in a dormitory. Supervision is not replaced, but may be supplemented We reviewed safety checks for the months of by, an audio/visual electronic surveillance system December 2022, January 2023, and July designed to detect overt, aggressive or assaultive 2023. behavior and to summon aid in emergencies. All safety checks shall be documented with the actual time the check is completed. The checks are handwritten on a form that allows and requires staff to document the time and initial the completion of the check. For units that have an occupied upper and ☒ ☐ ☐ lower tier, the agency uses two separate sheets. Supervisors are required to respond to each living unit each shift and indicate their review of the safety checks completed thus far during the shift. We noted the safety checks provided for the SYTF Units were more random and varied throughout the 24-hour daily checks. We provided technical assistance to elicit the supervisors to provide very regular reminders while responding to units each shift. Late checks were few. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 17 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1329 SUICIDE PREVENTION PLAN The facility administrator, in collaboration with the 707 Suicide Prevention and Intervention healthcare and behavioral/mental health administrators, shall plan and implement written policies and 707.3 Overview procedures which delineate a Suicide Prevention Plan. 707.4 Trauma-Informed The plan shall consider the needs of youth experiencing past or current trauma. Suicide prevention responses 707.5 Training shall be respectful and in the least invasive manner Procedure All: 707 consistent with the level of suicide risk. The plan shall include the following elements: The agency had no suicide attempts or suicides for 2022 to the date of inspection. There were 93 incidents of a youth being placed on Special Watch or 1:1 Watch from January 2022 to October 2023 for suicide- related statements or behaviors. It is also important to note that all new admissions are placed on an S-5 Classification until they are evaluated/screened by Behavior Health so ☒ ☐ ☐ numbers for any special watches are consistently high. We reviewed the process to refer and/or designate a youth for a special or 1:1 watch. The Behavior Health (BH) Consultant Form includes a response Consultant Report which includes Special Instructions (alerted with check boxes) for clothing, bedding, and or sharp objects removal as well as BH’s responsibility to continue monitoring the youth, accompanied by comments for youth supervision staff responsibilities. Behavior Health has a 1:1 Watch Supervision Standards form outlining the guidelines for the watch and expectations of staff. Lastly, Behavior Health has a form presented to the parents of a youth who was identified as being high-risk for harming themselves, alerting them to services upon the youth’s release. (a) Suicide prevention training as required in Section 1322, Youth Supervision Staff Orientation, and Training ☒ ☐ ☐ 707.3 (a) and the Juvenile Corrections Officer Core Course. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 18 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Screening, Identification Assessment and Precautionary Protocols 707.3.(b) (1) All youth shall be screened for risk of suicide at ☒ ☐ ☐ intake and as needed during detention. 707.6 (2) All youth supervision staff who perform intake processes shall be trained in screening youth for risk ☒ ☐ ☐ 707.5 of suicide. (3) All youth who have been identified during the intake screening process to be at risk of suicide shall ☒ ☐ ☐ 707.6 be referred to behavioral/mental health staff for a suicide risk assessment. 707.7 Referral Process (4) Precautionary protocols shall be developed to ensure the youth’s safety pending the ☒ ☐ ☐ 707.6.2 behavioral/mental health assessment. (c) Referral process to behavioral/mental health staff for assessment and/or services. ☒ ☐ ☐ 707.7 Referral Process (d) Procedures for monitoring of youth identified at risk for suicide. ☒ ☐ ☐ 707.7.1 (e) Safety Interventions (1) Procedures to address intervention protocols for ☒ ☐ ☐ 707.6.2 youth identified at risk for suicide which may include, 707.7.2 but are not limited to: (A) Housing consideration ☒ ☐ ☐ 707.7.2 (b)(1) (B) Treatment strategies including trauma- informed approaches ☒ ☐ ☐ 707.7.3 (2) Procedures to instruct youth supervision staff how to respond to youth who exhibit suicidal 707.8 Communication and Information behaviors. ☒ ☐ ☐ Sharing 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 19 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (f) Communication (1) The intake process shall include communication 707.8 (b) with the arresting officer and family guardians ☒ ☐ ☐ regarding the youth’s past or present suicidal ideations, behaviors or attempts. (2) Procedures for clear and current information sharing about youth at risk for suicide with youth ☒ ☐ ☐ 707.8 (c) supervision, healthcare, and behavioral/mental health staff. (g) Debriefing of Critical Incidents Related to Suicides or Attempts 707.9 Debriefing of Critical Incidents Related (1) Process for administrative review of the ☒ ☐ ☐ to Suicide or Attempts circumstances and responses proceeding, during and after the critical incident. 707.9 (b) (2) Process for a debriefing event with affected ☒ ☐ ☐ 707.9 (c) staff. (3) Process for a debriefing event with affected youth. ☒ ☐ ☐ 707.9 (c) (h) Documentation (1) Documentation processes shall be developed to ☒ ☐ ☐ 707.10 ensure compliance with this regulation Youth identified at risk for suicide shall not be denied the opportunity to participate in facility programs, services 707.7.3 (b) and activities which are available to other non-suicidal youth, unless deemed necessary for the safety of the ☒ ☐ ☐ youth or security of the facility. Any deprivation of programs, services or activities for youth at risk of suicide shall be documented and approved by the facility manager. 1340 REPORTING OF LEGAL ACTIONS Each facility shall submit to the Board a letter of ☒ ☐ ☐ 101.5 notification on each legal action, pertaining to conditions of confinement, filed against persons or legal entities Procedure: 204.2.1 responsible for juvenile facility operation. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 20 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1341 DEATH AND SERIOUS ILLNESS OR INJURY OF A YOUTH WHILE DETAINED 207.4.3 Report of Death (1) Death of a Youth. (a) The facility administrator, in cooperation with 524 In-Custody Deaths the health administrator and the behavioral/mental 524.3 Mandatory Reporting health director, shall develop written policies and ☒ ☐ ☐ procedures in the event of the death of a youth while 525.3 Mandatory Reviews detained, which include notifications to necessary Procedure All: 524 parties, which may include the Juvenile Court, the parent, guardian or person standing in loco parentis and the youth’s attorney of record. (b) The health administrator, in cooperation with the facility administrator, shall develop written 524.1 policies and procedures to assure there is a medical and operational review of every in-custody death of 524.5 In-Custody Death Initial Review a youth. The review team shall include the facility ☒ ☐ ☐ administrator and/or facility manager, the health 525 In-Custody Death Review administrator, the responsible physician and other health care and supervision staff who are relevant to the incident. (c) The administrator of the facility shall provide to the Board a copy of the report submitted to the 524.3 Attorney General under Government Code Section ☒ ☐ ☐ 12525. A copy of the report shall be submitted to the Board within 10 calendar days after the death. (d) Upon receipt of a report of the death of a youth from the administrator, the Board may within 30 523.4 calendar days inspect and evaluate the juvenile facility, jail, lockup or court holding facility pursuant ☒ ☐ ☐ 525.5 ¶ 2 to the provisions of this subchapter. Any inquiry made by the Board shall be limited to the standards and requirements set forth in these regulations. (2) Serious Illness or Injury of Youth. (a) The facility administrator, in cooperation with 700.3.1 (b) 14 the health administrator, shall develop written 701.2.6 (h) Parents policies and procedures for the notification to necessary parties, which may include the Juvenile ☒ ☐ ☐ 701.2.6 (j) Court Court, the parent, guardian or person standing in loco parentis and the youth’s attorney of record in the 701.2.6 (o) Attorney case of a serious illness or injury of a youth. 1342 POPULATION ACCOUNTING Each juvenile facility shall submit required population 500 Population Management and profile survey reports to the Board within 10 working ☒ ☐ ☐ days after the end of each reporting period, in a format 500.3 Reports to be provided by the Board. Procedure: 204.2.5 (b) 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 21 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1343 JUVENILE FACILITY CAPACITY (EXCERPT) When the number of youth detained in a living unit of a 1101.3 juvenile facility exceeds its rated capacity for more than ☒ ☐ ☐ fifteen (15) calendar days in a month, the facility Procedure: 204.2.2 administrator shall provide a crowding report to the Board in a format provided by the Board. 1350 ADMITTANCE PROCEDURES The facility administrator shall develop and implement 501 Youth Admission written policies and procedures for admittance of youth that emphasize respectful and humane engagement 501.1 with youth, and reflect that the admission process may Procedure All: 501 and 502 be traumatic to youth who may have already experienced trauma. Policies shall be trauma-informed, culturally relevant, and responsive to the language and The admittance process for all youth entering literacy needs of youth. In addition to the requirements the facility is comprehensive and responsive of Sections 1324 and 1430 of these regulations: to both regulation and policy. Each youth is processed with the following tools: Pre-Admission Screening: Formal Notice that the Public Defender is available; CSEC Referral; RAI (Risk Assessment Interview); Screening Interview; SOGIE (Sexual Orientation, Gender Identity and Expression Questionnaire); Transgender and Intersex Youth Preference Form; Risk Assessment ☒ ☐ ☐ Classification Form; Unit Assignment Sheet (updated and reviewed during youths stay); Property Inventory Slip; and, the Juvenile Hall Intake and Orientation record. If the youth is detained, the Victim Vulnerability Assessment/Sexually Aggressive Behavior Screening Tool is completed to determine if the youth is apt to be victimized or to be a risk for sexually aggressive behavior. We reviewed 10 intake records of youth and found the process exceeds regulation and is comprehensive of the required processes. There is no specialized intake/admission process for youth committed to SYTF. (a) the admittance process shall include: (1) Access to two free phone calls within one hour of ☒ ☐ ☐ 501.9 admittance in accordance with the provisions of Welfare and Institution Code Section 627; 501.9.1 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 22 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) Offer of a shower; ☒ ☐ ☐ 501.10 (3) Documented secure storage of personal ☒ ☐ ☐ 501.8 belongings; (4) Offer of food upon arrival; ☒ ☐ ☐ 501.6.5 (5) Screening for physical and behavioral health and safety issues, intellectual or developmental ☒ ☐ ☐ 501.3 (f) disabilities; (6) Screening for physical and developmental disabilities in accordance with Sections 1329, 1413, ☒ ☐ ☐ 501.3 (g) and 1430 of these regulations; (7) Contact with Regional Center for the Developmentally Disabled for youth that are 501.6 Last ¶ suspected of or identified as having a ☒ ☐ ☐ developmental disability, pursuant to Section 1413; 502.3 Bullet 14 and, 502.3 Bullet 20 (8) Procedures consistent with Section 1352.5. ☒ ☐ ☐ 502.10 Procedure: 503.3.8 (b) juvenile hall administrators shall establish written criteria for detention that considers the least restrictive 501.3 (h) environment. ☒ ☐ ☐ 501.6.2 (c) juvenile camps and post-dispositional programs in juvenile halls shall develop policies and procedures that 501.6.3 advise the youth of the estimated length of stay, inform ☒ ☐ ☐ them of program guidelines and provide written screening criteria for inclusion and exclusion from the program. (d) juvenile halls shall develop policies and procedures that advise any committed youth of the estimated length ☒ ☐ ☐ 501.6.3 of his/her stay. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 23 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1350.5 SCREENING FOR THE RISK OF SEXUAL ABUSE 701.4 (j) Initial Screenings The facility administrator shall develop and implement written policies and procedures to reduce the risk of Procedure All: 502.2 and 1000.2 sexual abuse by or upon youth. The policy shall require facility staff to assess each youth within 72 hours of admission based on the following information: The Victim Vulnerability Assessment/Sexually Aggressive Behavior Screening Tool is completed to determine if ☒ ☐ ☐ the youth is apt to be victimized or to be a risk for sexually aggressive behavior. We reviewed 10 records of youth screening and found the tool elicits information to ensure the safety and security of all youth in custody. (a) Prior sexual victimization or abusiveness; ☒ ☐ ☐ 502.3 Bullet 19 and 21 (b) Gender nonconforming appearance or manner; or identification as lesbian, gay or bisexual, transgender, ☒ ☐ ☐ 501.6 Bullet 2 queer or intersex, and whether the youth may, therefore, be vulnerable to sexual abuse; 502.3 Bullet 20 501.6 Bullet 9 (c) Current charges and offense history; ☒ ☐ ☐ 502.3 Bullet 4 and 6 501.6 Bullet 11 (d) Age; ☒ ☐ ☐ 502.3 Bullet 1 501.6 Bullet 20 (e) Level of emotional and cognitive development; ☒ ☐ ☐ 502.3 Bullet 7 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 24 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 501.6 Bullet 14 (f) Physical size and stature; ☒ ☐ ☐ 502.3 Bullet 3 501.6 Bullet 20 and 23 (g) Mental illness or mental disabilities; ☒ ☐ ☐ 502.3 Bullet 13 and 14 501.6 Bullet 20 (h) Intellectual or developmental disabilities; ☒ ☐ ☐ 502.3 Bullet 13 501.6 Bullet 20 (i) Physical disabilities; ☒ ☐ ☐ 502.3 Bullet 12 501.6 Bullet 2 (j) The youth’s perception of vulnerability; and, ☒ ☐ ☐ 502.3 Bullet 9 and 22 (k) Any other specific information about the individual youth that may indicate heightened needs for ☒ ☐ ☐ 502.3 ¶ 2 supervision, additional safety precautions, or separation from certain other youth. Staff shall ascertain this information through conversations with the youth during the admittance 501.6 process, medical and behavioral health screenings; ☒ ☐ ☐ during classification assessments; and by reviewing court records, case files, facility behavioral records, and other relevant documentation from the youth’s files. The facility administrator shall implement appropriate controls on the dissemination of information within the 217.5 facility relative to responses received pursuant to this ☒ ☐ ☐ assessment in order to ensure that sensitive information 502.3 Last Paragraph is not exploited to the youth’s detriment by staff or other youth. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 25 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1351 RELEASE PROCEDURES The facility administrator shall develop and implement 522 Releases written policies and procedures for release of youth from custody which provide for: Procedure All: 522 and 523 The release process and coordinated involvement from the MACC Center assists in the process to ensure all youth are offered services and information to assist with successful reintegration in the community. SYTF youth are considered for a lesser restrictive opportunity to be housed at James Ranch if their overall behavior and participation in programming efforts meet the criteria to do so. ☒ ☐ ☐ The Release Accountability Form prompts staff to integrate all processes before they leave the facility. The Behavior Health Watch/Concern Form alerts parents of youth who are at risk of harming themselves based on information or actions while detained. The Property Slip and Notification of storage responds to the youth leaving the facility or releasing their property to the parent/guardian. The required inclusion of Medical. Behavior Health and Education Transition Services Form, accompanied by referrals to Community resources, are provided to the parent at release as well. We found the Community Services Directory includes services for Countywide Programs to allow youth geographical opportunities. (a) verification of identity/release papers; ☒ ☐ ☐ 522.3 (a) and (b) (b) return of personal clothing and valuables; ☒ ☐ ☐ 522.3 (d) (c) notification to the youth's parents or guardian; ☒ ☐ ☐ 522.3 (l) 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 26 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) notification to the facility health care provider in accordance with Sections 1408 and 1437 of these ☒ ☐ ☐ 522.3 (m) regulations, for coordination with outside agencies; and, (e) notification of school staff; ☒ ☐ ☐ 522.3 (n) (f) notification of facility mental health personnel. ☒ ☐ ☐ 522.3 (m) The facility administrator shall develop and implement policies and procedures for post-disposition youth to 520.3 coordinate the provision of transitional and reentry ☒ ☐ ☐ services including, but not limited to, medical and 522.5 behavioral health, education, probation supervision and community-based services. The facility administrator shall develop and implement written policies and procedures for the furlough of youth ☒ ☐ ☐ 522.4 from custody. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 27 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1352 CLASSIFICATION The facility administrator shall develop and implement 502 Youth Classification written policies and procedures on classification of youth for the purpose of determining housing placement in the Procedure All: 500.2 and 502.2 facility. Such procedures shall: JH and SYTF use a Risk Assessment Classification form to determine the youth’s most appropriate unit placement based on factors related to initial detention and throughout the youth’s stay. Once committed to SYTF, the form bases youth placement in the three living units for SYTF youth on behavior pre-disposition and ongoing compliance with facility rules. We noted the agency maintains a unit of DJJ returnees, committed to SYTF when released back to the county after closure. The agency does not blend youth that have spent a significant amount of time at DJJ prior to their SYTF local commitment completion based on ☒ ☐ ☐ a myriad of reasons, the most important appears to be the level of sophistication youth ‘learned’ in the DJJ environment. We provided technical assistance to consider a classification system to promote success as the DJJ youth have been in Santa Clara for six months or more and to integrate them with the SYTF unit base. Other considerations include suicidal statements/behaviors/ideation from the screenings at intake, assaultive behavior, security status (offense), or other factors that prompt staff to include a review by Behavior Health to ensure the safety and security of all youth. Behavioral Health and all facility staff may request a review of a youth’s classification status for reasons prompting such a review. Special classifications for mental health reasons can only be removed by Behavioral Health staff. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 28 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) provide for the safety of the youth, other youth, facility staff, and the public by placing youth in the 502.5 appropriate, least restrictive housing and program ☒ ☐ ☐ settings. Housing assignments shall consider the need for single, double or dormitory assignment or location within the dormitory; (b) consider facility populations and physical design of the facility; 502.5 ¶ 2 ☒ ☐ ☐ 502.8 (c) provide that a youth shall be classified upon admittance to the facility; classification factors shall 502.2.2 include, but not be limited to: age, maturity, sophistication, emotional stability, program needs, legal ☒ ☐ ☐ 502.5 Classification Upon Housing status, public safety considerations, medical/mental health considerations, gender and gender identity of the 502.7 Housing Assignments youth; (d) provide for periodic classification reviews, including provisions that consider the level of supervision and the ☒ ☐ ☐ 502.6.1 youth's behavior while in custody; and, (e) provide that facility staff shall not separate youth from the general population or assign youth to a single 502.5 ¶ 2 occupancy room based solely on the youth's actual or perceived race, ethnic group identification, ancestry, 502.7.2 ¶ 3 national origin, color, religion, gender, sexual orientation, gender identity, gender expression, mental ☒ ☐ ☐ Procedure: 503.3.4 or physical disability, or HIV status. This section does not prohibit staff from placing youth in a single occupancy room at the youth's specific request or in accordance with Title 15 regulations regarding separation. (f) facility staff shall not consider lesbian, gay, bisexual, transgender, questioning or intersex identification or ☒ ☐ ☐ 502.10 status as an indicator of likelihood of being sexually abusive. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 29 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1352.5 TRANSGENDER AND INTERSEX YOUTH. The facility administrator shall develop written policies 503 Transgender, Gender Non-Conforming, and procedures ensuring respectful and equitable and Intersex Youth treatment of transgender and intersex youth. The policies shall provide that: Procedure All: 503 ☒ ☐ ☐ The agency has a Transgender and Intersex Youth Preference Form and utilizes the SOGIE Tool to ensure respectful and equitable treatment of youth. (a) Facility staff shall respect every youth’s gender identity and shall refer to the youth by the youth’s 503.2T preferred name and gender pronoun, regardless of the youth’s legal name. Facilities may prohibit the use of ☒ ☐ ☐ 503.2 (a) 1 gang or slang names or names that otherwise compromise facility operations as determined by the facility manager or designee, and shall document any decision made on this basis. (b) Facility staff shall permit youth to dress and present themselves in a manner consistent with their gender ☒ ☐ ☐ 503.2 identity and shall provide youth with the institution’s clothing and undergarments consistent with their gender identity. (c) Facility staff shall house youth in the unit or room that best meets their individual needs and promotes their 502.10 ¶ 2 and 4 safety and well-being. Staff may not automatically house youth according to their external anatomy and shall ☒ ☐ ☐ document the reasons for any decision to house youth in a unit that does not match their gender identity. In making a housing decision, staff shall consider the youth’s preferences, as well as any recommendations from the youth’s health or behavioral health provider. (d) Facility administrators shall ensure that transgender and intersex youth have access to medical and ☒ ☐ ☐ 702.7 (f) behavioral health providers qualified to provide care and treatment to transgender and intersex youth. (e) Consistent with the facility’s reasonable and necessary security considerations and physical plant, 503.2 (a) 3 facility staff shall make every effort to ensure the safety and privacy of transgender and intersex youth when the youth are using the bathroom or shower, or dressing or ☒ ☐ ☐ undressing. All youth in SYTF at JH presently are in single rooms. Facility staff shall not conduct physical searches of any youth for the purpose of determining the youth’s 518.5 anatomical sex. Whenever feasible, the facility shall ☒ ☐ ☐ respect the youth’s preference regarding the gender of Procedure: 507.2 the staff member who conducts any search of the youth. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 30 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1353 ORIENTATION The facility administrator shall develop and implement 504 Youth Orientation written policies and procedures to orient a youth prior to placement in a living area. Both written and verbal 504.2 information shall be provided and supplemented with Procedure All: 501.7 (g) video orientation if feasible. Provision shall be made to provide accessible orientation information to all detained youth including those with disabilities, limited literacy, or Youth admitted are required to watch an English language learners. Orientation shall include Orientation Video, including all elements of information that addresses: PREA, review the Youth Handbook with staff, ☒ ☐ ☐ and sign an Agreement that they understand the process of being detained in the facility. We reviewed the youth acknowledgments and found they adequately address all components of this regulation. There are no special Orientation components for SYTF youth at JH, outside a Handbook which outlines the program components. (a) facility rules including contraband and searches and disciplinary procedures; 504.4 (a) 504.4 (t) ☒ ☐ ☐ The search component is listed in the Youth Handbook. (b) facility’s system of positive behavior interventions and supports, including behavior expectations, 504.4 (b) incentives that youth will receive for complying with ☒ ☐ ☐ facility rules, and consequences that may result when 1001.3 youth violate the rules of the facility; (c) age appropriate information that explains the facility’s policy prohibiting sexual abuse and sexual ☒ ☐ ☐ 504.4 (n) harassment and how to report incidents or suspicions of sexual abuse or sexual harassment; (d) identification of key staff and their roles; ☒ ☐ ☐ 504.4 (v) 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 31 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) the existence of the grievance procedure, the steps that must be taken to use it, the youth’s right to be free ☒ ☐ ☐ 504.4 (e) of retaliation for reporting a grievance, and the name of the person or position designated to resolve the issue; (f) access to legal services and information on the ☒ ☐ ☐ 504.4 (i) court process; (g) access to routine and emergency health and mental ☒ ☐ ☐ 504.4 (f) health care; (h) access to education, religious services, and ☒ ☐ ☐ 504.4 (g), (j), and (q) recreational activities; (i) housing assignments; ☒ ☐ ☐ 504.4 (h) (j) opportunity for personal hygiene and daily showers including the availability of personal care items ☒ ☐ ☐ 504.4 (d) (k) rules and access to correspondence, visits and telephone use; ☒ ☐ ☐ 504.4 (c) (l) availability of reading materials, programming, and other activities; ☒ ☐ ☐ 504.4 (g) and (k) (m) facility policies on the use of force, use of restraints, chemical agents and room confinement; ☒ ☐ ☐ 504.4 (l), (m), and (w) (n) immigration legal services; ☒ ☐ ☐ 504.4 (o) and (p) (o) emergencies including evacuation procedures; ☒ ☐ ☐ 504.4 (r) 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 32 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (p) non-discrimination policy and the right to be free from physical, verbal or sexual abuse and harassment by ☒ ☐ ☐ 504.4 (u) other youth and staff; (q) availability of services and programs in a language other than English if appropriate; 504.4 ¶ 2 ☒ ☐ ☐ 513 Limited English Proficiency Services (r) the process for requesting different housing, education, programming and work assignments; ☒ ☐ ☐ 504.4 (x) (s) a process for which parents/guardians receive information regarding the youth’s stay in the facility that 504.4 (y) at a minimum includes answers to frequently asked ☒ ☐ ☐ questions and provides contact information for the facility, medical, school and mental health; and, (t) a process by which youth may request access to Title 15 Minimum Standards for Juvenile Facilities. ☒ ☐ ☐ 504.4 (z) 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 33 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1354 SEPARATION The facility administrator shall develop and implement 502.7.1 Separation written policies and procedures that address: Procedure: 606.3 We reviewed numerous Voluntary Separation Forms articulating a youth declining to participate in a scheduled activity and stay in their room and those youth that preferred to be in their room rather than spend a Separation or Reflection period for discipline in the unit away from the group. The agency had 777 incidents of Separation from ☒ ☐ ☒ January 2022 to October 2023. Separation for the agency is compliant in practice and documentation, however, Lexipol Policy guidelines confuse the term for Separation and Room Confinement. We provided technical assistance to use the terms as defined in regulation and never refer to youth in their room for safety and security as a form of separation; although we did not find this happening during our inspection, we noted that there could be confusion with verbiage. (a) separation of youth for reasons that include, but are not be limited to, medical and mental health conditions, 502.7.2 assaultive behavior, disciplinary consequences and ☒ ☐ ☐ protective custody. 502.7.3 (b) consideration of positive youth development and trauma-informed care. ☒ ☐ ☐ 502.7.2 ¶ 1 (c) separated youth shall not be denied normal privileges available at the facility, except when ☒ ☐ ☐ 502.7.2 ¶ 2 necessary to accomplish the objective of separation. (d) when the objective of the separation is discipline, Title 15 Section 1390 shall apply. ☒ ☐ ☐ 502.7.2 ¶ 1 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 34 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) when separation results in room confinement, the separation shall occur in accordance with Welfare and ☒ ☐ ☐ 606.3 Institutions Code Section 208.3 and Section 1354.5 of these regulations. (f) policies and procedures shall ensure a daily review of separated youth to determine if separation remains ☒ ☐ ☐ 502.7.2 ¶ 4 necessary. 1354.5 ROOM CONFINEMENT (a) The facility administrator shall develop and 606.3.4 (RC) implement written policies and procedures addressing the confinement of youth in their room that are Procedure All: 606 consistent with Welfare and Institutions Code Section 208.3. The placement of a youth in room confinement shall be accomplished in accordance with the following The facility had 37 incidents of RC from guidelines: January 2022 to October 2023. We reviewed incidents and found none exceeded the four- hour extended RC and staff response to meeting with youth in Boys Receiving was prompt and efficient. Documentation includes the Incident report, the Reentry to General Population Contract, the Program Removal Log, and safety check logs. We ☒ ☐ ☐ note the agency policy is a 2-hour cap on room confinement to reintegrate youth versus the four hours allowed in regulation and legislation. Of the incidents we reviewed, five were over two hours. In every case of RC, the youth is moved to Boys or Girls Receiving to ensure close supervision (five to 15-minute checks) and to facilitate uninterrupted conversation for the soonest return to programming. Comments and explanation of the behavior leading up to the need for RC was well documented and the process was compliant with regulation. (1) Room confinement shall not be used before other, less restrictive, options have been attempted 606.3.3 (a) Separation by Room and exhausted, unless attempting those options Confinement poses a threat to the safety or security of any youth or staff. ☒ ☐ ☐ (2) Room confinement shall not be used for the purposes of punishment, coercion, convenience, or ☒ ☐ ☐ 606.3.3 (b) retaliation by staff. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 35 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) Room confinement shall not be used to the extent that it compromises the mental and physical health ☒ ☐ ☐ 606.3.3 (c) of the youth. (b) A youth may be held up to four hours in room confinement. After the youth has been held in room 606.3.4 (a) confinement for a period of four hours, staff shall do one or more of the following: The agency has adopted a two-hour limit, ☒ ☐ ☐ more prescriptive than legislation or regulation. We noted five RC incidents that exceeded two hours but not more than the regulation four-hour requirement for a reintegration plan. (1) Return the youth to general population. ☒ ☐ ☐ 606.3.4 (a) 1 (2) Consult with mental health or medical staff. ☒ ☐ ☐ 606.3.4 (a) 2 (3) Develop an individualized plan that includes the goals and objectives to be met in order to reintegrate ☒ ☐ ☐ 606.3.4 (a) 3 the youth to general population. (4) If room confinement must be extended beyond four hours, staff shall do each of the following: ☒ ☐ ☐ 606.3.4 (b) (A) Document the reasons for room confinement and the basis for the extension, the date and time 606.3.4 (b) 1 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 includes the goals and objectives to be met in order to ☒ ☐ ☐ 606.3.4 (b) 2 integrate the youth to general population. (C) Obtain documented authorization by the facility superintendent or his or her designee ☒ ☐ ☐ 606.3.4 (b) 3 every four hours thereafter. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 36 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (5) This section is not intended to limit the use of single-person rooms or cells for the housing of youth ☒ ☐ ☐ 606.3.5 Bullet 1 in juvenile facilities and does not apply to normal sleeping hours. (6) This section does not apply to youth or wards in court holding facilities or adult facilities. ☒ ☐ ☐ 606.3.5 Bullet 2 (7) Nothing in this section shall be construed to conflict with any law providing greater or additional ☒ ☐ ☐ 606.3.5 Bullet 3 protections to youth. (8) This section does not apply during an extraordinary emergency circumstance that requires 606.3.5 Bullet 4 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 placed in a locked cell or sleeping room to treat and 606.3.5 Bullet 5 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. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 37 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1355 INSTITUTIONAL ASSESSMENT AND PLAN The facility administrator shall develop and implement 505 Case Management written policies and procedures for assessment and case planning. Procedure All: 501.2.3 and 1000.2 The agency Case Plans are developed upon admission and completed by the MACC Team. The initial screenings and assessments are completed and involve initial information from Medical, Behavioral Health, and Osborne School. The youth’s strengths are identified, and transition planning is completed to provide the best resources possible for the youth. For long-term and SYTF youth, the care plan to meet identified goals and objectives is maintained by each partner rather than updates to the ‘master plan’. We confirmed this and although the information is shared in MDT meetings, the documentation for ☒ ☐ ☐ updates as it relates to in-custody services is not updated. Fortunately, SYTF youth requires a six- month review by the Court, prompting a substantial update on progress and behavior in the Individual Rehabilitation Plan. Our review of those reports meets compliance; however, regulation is specific as to the elements of the case plan for all youth. We provided technical assistance to ensure youth progress is included in the formal case plan and not just the report to the Court, especially for long-term stays. The report includes more than is required for a formal case plan; noting the information is gathered, just not in the agency Case Plan format. We confirmed this with the Office of Education and Behavioral Health. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 38 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Assessment: The assessment is based on information collected 505.3 ¶ 3 during the admission process with periodic review, which includes the youth's risk factors, needs and ☒ ☐ ☐ strengths including, but not limited to, identification of substance abuse history, educational, vocational, counseling, behavioral health, consideration of known history of trauma, and family strengths and needs. (b) Institutional Case Plan: (1) A case plan shall be developed for each youth ☒ ☐ ☐ 505.3.1 held for at least 30 days or more and created within 40 days of admission. (2) The institutional plan shall include, but not be ☒ ☐ ☐ limited to, written documentation that provides: (A) objectives and time frame for the resolution of problems identified in the assessment; ☒ ☐ ☐ 505.3.1 (c) (B) a plan for meeting the objectives that includes a description of program resources needed and ☒ ☐ ☐ 505.3.1 (b) individuals responsible for assuring that the plan is implemented; (3) periodic evaluation of progress towards meeting the objectives, including periodic review and ☒ ☐ ☐ 505.3.1 (b) discussion of the plan with the youth; (4) a transition plan, the contents of which shall be subject to existing resources, shall be developed for ☒ ☐ ☐ 505.3 Bullet 3 post dispositional youth in accordance with Section 1351; and, 522.5 (5) in as much as possible and if appropriate, the plan, including the transition plan, shall be developed 505.3.1 (a) with input from the family, supportive adults, youth, ☒ ☐ ☐ and Regional Center for the Developmentally Disabled. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 39 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1356 COUNSELING AND CASEWORK SERVICES The facility administrator shall develop and implement written policies and procedures ensuring the availability of appropriate counseling and casework services for all 505.5 youth. Policies and procedures shall ensure: 704.3 (a) Procedure All: 1000 ☒ ☐ ☐ The agency does a great job of documenting the youth’s positive and negative behaviors while in custody through Chrono Notes in the youth’s electronic file. We reviewed numerous youth chrono entries and found a balanced approach to recording youth activities, good and bad, to provide a resource in counseling efforts. (a) youth will receive assistance with needs or concerns that may arise; ☒ ☐ ☐ 704.3 (a)1 (b) youth will receive assistance in requesting contact with parents, other supportive adults, attorney, clergy, 505.3 Bullet 2 probation officer, or other public official; and, ☒ ☐ ☐ 704.3 (a)2 (c) youth will be provided access to available resources to meet the youth’s needs. ☒ ☐ ☐ 704.3 (a)2 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 40 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1357 USE OF FORCE The facility administrator, in cooperation with the 5.01 Use of Force responsible physician, shall develop and implement written policies and procedures for the use of force, The above section is from the Santa Clara which may include chemical agents. Force shall never Policy Manual outlining the Policy and be applied as punishment, discipline, retaliation or Procedure for Use of Force prior to the treatment. agency adopting Lexipol. Staff are trained in these policies and procedures until the (a) At a minimum, each facility shall develop policies and agency adopts the Lexipol policy for this procedures which: regulation. 207.4.5 Documentation 303.3.1 Training ☒ ☐ ☐ We reviewed five UF reports involving SYTF youth, all assaultive behavior with other youth, and one with staff. Documentation is consistent and inclusive of all regulation requirements. Overall, the JH/SYTF population has had 117 incidents of UF in the facility since January 2022. The response is quick and methodical, responding within policy with the least amount of physical restraint possible. We found the staff relationship building with youth and the use of their verbal de- escalation skills is well documented. (1) restricts the use of force to that which is deemed reasonable and necessary, as defined in Section ☒ ☐ ☐ 5.01, 2-G 1302 to ensure the safety and security of youth, staff, others and the facility. (2) outline the force options available to staff including both physical and non-physical options and define ☒ ☐ ☐ 5.01, IV-C when those force options are appropriate. (3) describe force options or techniques that are expressly prohibited by the facility. 5.01, IV-B, 1-a ☒ ☐ ☐ (4) describe the requirements of staff to report any inappropriate use of force, and to take affirmative ☒ ☐ ☐ 5.01, VII action to immediately stop it. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 41 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (5) define a standardized reporting format that includes time period and procedure for documenting 5.01, V-B and reporting the use of force, including reporting requirements of management and line staff and procedures for reviewing and 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 for investigating unreasonable use of force. 5.01, IV 5.01, V-D ☒ ☐ ☐ 5.01, VI 5.01, VII 5.01, VIII (7) define the role, notification, and follow-up procedures required after use of force incidents for ☒ ☐ ☐ 5.01, V-A, 1c Medical medical, mental health staff and parents or legal guardians. 5.01, V-C, 2 Behavioral Health (8) describe the limitations of use of force on pregnant youth in accordance with Penal Code Section 6030(f) ☒ ☐ ☐ 5.01, IV-B, 10 and Welfare and Institutions Code Section 222. (b) Facilities that authorize chemical agents as a force option shall include policies and procedures that: 5.01, IV-B, 9 (1) identify who is approved to carry and/or utilize chemical agents in the facility and the type, size and 5.03 Use and Deployment of OC Spray the approved method of deployment for those chemical agents. ☐ ☐ ☒ The agency does not use OC in the facility; only transportation staff outside of the facility are allowed to carry OC Spray. (2) mandate that chemical agents only be used when there is an imminent threat to the youth’s safety or the ☐ ☐ ☒ safety of others and only when de-escalation efforts have been unsuccessful or are not reasonably possible. (3) outline the facility’s approved methods and timelines for decontamination from chemical agents. This shall include that youth who have been exposed ☐ ☐ ☒ to chemical agents shall not be left unattended until that youth is fully decontaminated or is no longer suffering the effects of the chemical agent. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 42 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (4) define the role, notification, and follow-up procedures required after use of force incidents ☐ ☐ ☒ involving chemical agents for medical, mental health staff and parents or legal guardians. (5) provide for the documentation of each incident of use of chemical agents, including the reasons for which it was used, efforts to de-escalate prior to use, youth and staff involved, the date, time and location ☐ ☐ ☒ of use, decontamination procedures applied and identification of any injuries sustained as a result of such use. (c) Facilities shall develop policies and procedure which require that agencies provide initial and regular training ☒ ☐ ☐ 5.03, II-A 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; 5.01, I-C 5.01, IV ☒ ☐ ☐ 5.02, I-F 6.01, IV-E (2) acceptable chemical agents and the methods of application. 5.01, IV-C, 9 ☒ ☐ ☐ 5.03 9.11, III-C, 1 and 2 (3) signs or symptoms that should result in immediate referral to medical or behavioral health. ☒ ☐ ☐ 2.07, IV-A, 1 through 4 (4) instruction on the Constitutional Limitations of Use of Force. ☒ ☐ ☐ 5.01, II-G (5) physical training force options that may require the use of perishable skills. ☒ ☐ ☐ 5.01. I-A (6) timelines the facility uses to define regular training. ☒ ☐ ☐ 5.03, II-A, 1 and 2 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 43 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1358 USE OF PHYSICAL RESTRAINTS The facility administrator, in cooperation with the responsible physician and mental health director, shall develop and implement written policies and procedures 5.02 Use of Mechanical Restraints for the use of restraint devices. Restraint devices The above section is from the Santa Clara include any devices which immobilize a youth's Policy and Procedure Manual for Use of extremities and/or prevent the youth from being Restraints prior to the agency adopting ambulatory. Lexipol. Staff are trained in these policies until the agency adopts the Lexipol policy for this regulation. ☒ ☐ ☐ 517 Restraints 517.1.1 Definition The agency has had no use of restraints as defined by regulation since January 2022. Our review of numerous incident reports for UR (Movement and Transportation), UF, and RC revealed the agency application of mechanical restraints was only used for transportation of youth to the Boys or Girls Receiving. Physical restraints may be used only for those youth who present an immediate danger to themselves or 5.02, II-B, 1-a others, who exhibit behavior which results in the destruction of property, or reveals the intent to cause ☒ ☐ ☐ 517.3 (c) self-inflicted physical harm. Physical restraints should be utilized only when it appears less restrictive 517.3 (e) alternatives would be ineffective in controlling the youth’s behavior. In no case shall restraints be used as punishment or discipline, or as a substitute for treatment. The use of 5.02, I-D restraint devices that attach a youth to a wall, floor or other fixture, including a restraint chair, or through affixing 5.02, I-E of hands and feet together behind the back (hogtying) is ☒ ☐ ☐ prohibited. The use of restraints on pregnant youth is 517.3 (g) limited in accordance with Penal Code Section 6030(f) 517.3 (n) and Welfare and Institutions Code Section 222. 517.9 Pregnant Youth The provisions of this section do not apply to the use of handcuffs, shackles or other restraint devices when used 5.02, II-C to restrain youth for movement or transportation within ☒ ☐ ☐ the facility. Movement within the facility shall be governed 517.7 (a) by Section 1358.5, Use of Restraint Devices for Movement Within the Facility. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 44 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS Youth shall be placed in restraints only with the approval of the facility manager or designee. The facility manager 5.02, II-B, p1-b may delegate authority to place a youth in restraints to a ☒ ☐ ☐ physician. Reasons for continued retention in restraints 517.3 (d) shall be reviewed and documented at a minimum of every hour. 517.3 (d) 2 A medical opinion on the safety of placement and retention shall be secured as soon as possible, but no 5.02, II-A, 9 later than two hours from the time of placement. The ☒ ☐ ☐ youth shall be medically cleared for continued retention 517.3 (k) at least every three hours thereafter. A mental health consultation shall be secured as soon as possible, but in no case longer than four hours from the ☒ ☐ ☐ 5.02, II-A, 10 time of placement, to assess the need for mental health treatment. 517.3 (l) Continuous direct visual supervision shall be conducted to ensure that the restraints are properly employed, and 5.02, II-B, 1-d to ensure the safety and well-being of the youth. ☒ ☐ ☐ Observations of the youth's behavior and any staff 5.02, II-B, 1-f, 1 interventions shall be documented at least every 15 minutes, with actual time of the documentation recorded. 517.3 (j) In addition to the requirements above, policies and procedures shall address: 5.02, II-B, 1-e (a) documentation of the circumstances leading to an ☒ ☐ ☐ 517.6 (c) application of restraints. 517.6 (d) (b) known medical conditions that would contraindicate certain restraint devices and/or techniques. 5.02, I-A ☒ ☐ ☐ 5.02, I-F 517.10 (h) (c) acceptable restraint devices. 5.02, I-A, I 517.10 (i) ☒ ☐ ☐ The acceptable devices are handcuffs, shackles, belly chains, and plastic handcuffs. JH also allows “Tuff Ties.” 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 45 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) signs or symptoms which should result in immediate medical/mental health referral. 5.02, I-A, F ☒ ☐ ☐ 517.10 (j) (e) availability of cardiopulmonary resuscitation equipment. 5.02, I-E, 4 ☒ ☐ ☐ 517.10 (k) (f) protective housing of restrained youth. While in restraint devices, all youth shall be housed alone or in a 5.02, II-A specified housing area for restrained youth which makes provision to protect the youth from abuse. 517.3 (m) Youth in restraints are moved to the Boys or Girls Receiving or the Separation Room ☒ ☐ ☐ (holding Room in Intake.) We provided technical assistance to not refer to the locked room as a Separation Room as it is RC when a youth is placed in a locked room for safety and security reasons. 5.02, II-B, 2-e (g) provision for hydration and sanitation needs. ☒ ☐ ☐ 517.3 (o) 5.02, II-B, 1-f, iii (h) exercising of extremities. ☒ ☐ ☐ 517.3 (p) 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 46 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1358.5 USE OF RESTRAINT DEVICES FOR MOVEMENT AND TRANSPORTATION 5.02, II-C WITHIN THE FACILITY. The Facility Administrator, in cooperation with the The above section is from the Santa Clara responsible physician and behavioral/mental health Policy and Procedure Manual for Use of director, shall develop and implement written policies Restraint for Movement within Juvenile Hall and procedures for the use of restraint devices when the prior to the agency adopting Lexipol. Staff purpose is for movement or transportation within the are trained in these policies until the agency facility that shall include the following: adopts the Lexipol policy for this regulation. ☒ ☐ ☐ 517.7 (a) The agency had 30 incidents of UR for Transportation or Movement since January 2022. (a) identification of acceptable restraint devices, staff approved to utilize restraint devices and the required 5.02, I-A, I training. ☒ ☐ ☐ 517.3 (a) (b) the circumstances leading to the application of restraints must be documented. ☒ ☐ ☐ 5.02, II-B, 1-e (c) an individual assessment of the need to apply restraints for movement or transportation that includes 5.02, II-B, 1-a, and b consideration of less restrictive alternatives, consideration of a youth’s known medical or mental ☒ ☐ ☐ health conditions, trauma informed approaches, and a process for documentation and supervisor review and approval. (d) consideration of safety and security of the facility, with a clearly defined expectation that restraint devices ☒ ☐ ☐ 5.02, I-A, E shall not be used for the purposes of discipline or retaliation. (e) the use of restraints on pregnant youth is limited in accordance with Penal Code Section 6030(f) and ☒ ☐ ☐ 517.9 Welfare and Institutions Code Section 222. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 47 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1359 SAFETY ROOM PROCEDURES (a) The facility administrator, and where applicable, in 508.1.1 Definitions Separation Room cooperation with the responsible physician, shall develop and implement written policies and procedures 508.2 Policy governing the use of safety rooms, as described in Title 24, Part 2, Section 1230.1.13. The room shall be used to hold only those youth who present an immediate ☐ ☐ ☒ The agency does not have a Safety Room as danger to themselves or others, who exhibit behavior defined by regulation; however, they do have which results in the destruction of property, or reveals a camera room in the Intake area referred to the intent to cause self-inflicted physical harm. A safety as a Separation Room. This does not meet room shall not be used for punishment or discipline, or the regulation as defined in 1359 or the as a substitute for treatment. Policies and procedures safety room elements in Title 24. shall: (1) include provisions for administration of necessary nutrition and fluids, access to a toilet, and suitable ☐ ☐ ☒ clothing to provide for privacy; (2) provide for approval of the facility manager, or designee, before a youth is placed into a safety ☐ ☐ ☒ room; (3) provide for continuous direct visual supervision and documentation of the youth's behavior and any ☐ ☐ ☒ staff interventions every 15 minutes, with actual time recorded; (4) provide that the youth shall be evaluated by the ☐ ☐ ☒ facility manager, or designee, every four hours; (5) provide for immediate medical assessment, where appropriate, or an assessment at the next ☐ ☐ ☒ daily sick call; and, (6) provide a process for documenting the reason for placement, including attempts to use less restrictive ☐ ☐ ☒ means of control, and decisions to continue and end placement. (b) The placement of a youth in the safety room shall be ☐ ☐ ☒ accomplished in accordance with the following: (1) safety room shall not be used before other less restrictive options have been attempted and ☐ ☐ ☒ exhausted, unless attempting those options poses a threat to the safety or security of any youth or staff. (2) safety room shall not be used for the purposes of punishment, coercion, convenience, or retaliation by ☐ ☐ ☒ staff. (3) safety room shall not be used to the extent that it compromises the mental and physical health of the ☐ ☐ ☒ youth. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 48 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) A youth may be held up to four hours in the safety room. After the youth has been held in the safety room ☐ ☐ ☒ for a period of four hours, staff shall do one or more of the following: ☐ ☐ ☒ (1) return the youth to general population. ☐ ☐ ☒ (2) consult with mental health or medical staff, (3) develop an individualized plan that includes the ☐ ☐ ☒ goals and objectives to be met in order to reintegrate the youth to general population. (d) If confinement in the safety room must be extended beyond four hours, staff shall develop an individualized plan that includes the requirements of Section 1354.5 ☐ ☐ ☒ and the goals and objectives to be met in order to integrate the youth to general population. 1360 SEARCHES The facility administrator shall develop and implement 518 Searches written policies and procedures governing the search of youth, the facility, and visitors. Policies and procedures 518.2 Policy shall provide that: Procedure All: 518 The agency has created an Upgraded Search Form to articulate the need for a Strip Search, Visual Body Cavity Search, Visitor Pat Search, and/or a Physical Body Cavity Search (Warrant/Medical only). The form asks 11 questions to ensure staff are ☒ ☐ ☐ articulating the standard to do a specific search. We reviewed seven Upgraded Search forms articulating information resulting in approved Strip Searches of youth, all the same day and same unit of SYTF youth after eight vape pens were found in the Unit Inventory closet. No contraband was found; however, the proper guidance and reasonable suspicion information were referenced on the form and/or incident report. (a) Searches shall be conducted to ensure the safety and security of the facility, public, visitors, youth, and ☒ ☐ ☐ 518.1 Purpose and Scope staff. (b) Searches shall be conducted in a manner that preserves the privacy and dignity of the person being ☒ ☐ ☐ 518.2 ¶ 3 searched and shall not be conducted for harassment or as a form of discipline or punishment. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 49 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Strip searches and visual or physical body cavity searches shall comply with Penal Code Section 4030. 518.4 ☒ ☐ ☐ 518.4.1 518.4.3 (d) Physical body cavity searches shall only be conducted by a medical professional. ☒ ☐ ☐ 518.4.3 (b) (e) Any youth held after a detention hearing shall only be strip searched with prior approval of a supervisor 518.4.1 (b) when there is reasonable suspicion based on specific ☒ ☐ ☐ and articulable facts to believe that youth is concealing contraband. The reasonable suspicion shall be documented. (f) Searches of transgender and intersex youth shall comply with Section 1352.5. ☒ ☐ ☐ 518.5 (g) Cross-gender pat-down searches and strip searches are prohibited except in exigent circumstances or when ☒ ☐ ☐ 518.3 Last ¶ conducted by a medical professional. Such searches must be justified and documented in writing. 518.4 ¶ 2 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 50 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1361 GRIEVANCE PROCEDURE The facility administrator shall develop and implement 605 Youth Grievances written policies and procedures whereby any youth may appeal and have resolved grievances relating to any 605.1.1 Definition condition of confinement, including but not limited to 605.3 ¶1 health care services, classification decisions, program participation, telephone, mail or visiting procedures, 605.4.5 State Requirements food, clothing, bedding, mistreatment, harassment or Procedure All: 605 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: The agency has had 70 Grievances filed from January 2022 to October 2023, 10 for SYTF youth in the months of December ☒ ☐ ☐ 2022, January 2023, and July 2023. Our review of grievances revealed timely responses and adherence to the opportunities for youth to request an appeal to the facility manager. We provided technical assistance to ensure all elements in the form were completed with signatures, dates, and times to validate the required timely response. Other documentation (incident reports) provided that information for our review. (a) a grievance form and instructions for registering a grievance, which includes provisions for the youth to ☒ ☐ ☐ 605.3 ¶ 3, Bullet 1 have free access to the form; (b) the youth shall have the option to confidentially file the grievance or to deliver the form to any youth ☒ ☐ ☐ 605.3 ¶ 3, Bullet 2 supervision staff working in the facility; (c) resolution of the grievance at the lowest appropriate staff level; 605.3 ¶ 3, Bullet 3 ☒ ☐ ☐ 605.4.2 (d) provision for a prompt review and initial response to grievances within three (3) business days, grievances ☒ ☐ ☐ 605.3 ¶ 4 that relate to health and safety issues must be addressed immediately; 605.4.2 (1) The youth may elect to be present to explain his/her version of the grievance to a person not ☒ ☐ ☐ 605.3 ¶ 4, 1 directly involved in the circumstances which led to the grievance. 605.4.2 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 51 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) Provision for a staff representative approved by the facility administrator to assist the youth. 605.3 ¶ 4, 2 ☒ ☐ ☐ 605.4.2 (e) provision for a written response to the grievance which includes the reasons for the decisions; 605.3 ¶ 5, Bullet 1 ☒ ☐ ☐ 605.4.2 (f) a system which provides that any appeal of a grievance shall be heard by a person not directly 605.3 ¶ 5, Bullet 2 involved in the circumstances which led to the ☒ ☐ ☐ grievance; 605.4.3 (g) resolution of the grievance must occur within ten (10) business days unless circumstances dictate a longer 605.3 ¶ 5, Bullet 3 time frame. The youth shall be notified of any delay; ☒ ☐ ☐ and, 605.4.2 (h) the policy shall provide multiple internal and external methods to report sexual abuse and sexual harassment. 605.3 ¶ 5, Bullet 4 605.6 Additional Requirements for Grievances Related to Sexual Abuse ☒ ☐ ☐ 1300.4 (i) PREA Policy Procedure: 1308.2 Whether or not associated with a grievance, concerns of parents, guardians, staff or other parties shall be ☒ ☐ ☐ 605.4.5 (c) addressed and documented in accordance with written policies and procedures within a specified timeframe. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 52 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1362 REPORTING OF INCIDENTS A written report of all incidents which result in physical 207.2 harm, use of force, serious threat of physical harm, or death of an employee, youth or other person(s) shall be 207.3 maintained. Such written record shall be prepared by the Procedure: 207.2 staff and submitted to the facility manager by the end of the shift, unless additional time is necessary and ☒ ☐ ☐ authorized by the facility manager or designee. We reviewed over 70 incident reports as they related to RC, UF, UR, and Due Process, finding staff did a good job of providing the required elements in regulation. 1363 USE OF REASONABLE FORCE TO COLLECT DNA SPECIMENS, SAMPLES, IMPRESSIONS The facility does not collect DNA, rather a (a) Pursuant to Penal Code Section 298.1 authorized Community Service Worker from Field law enforcement, custodial, or corrections personnel Services completes this if ordered by the including peace officers, may employ reasonable force ☐ ☐ ☒ Court. to collect blood specimens, saliva samples, and thumb or palm print impressions from individuals who are required to provide such samples, specimens or impressions pursuant to Penal Code Section 296 and who refuse following written or oral request. (1) For the purpose of this section, the “use of reasonable force” shall be defined as the force that an objective, trained and competent correctional ☐ ☐ ☒ employee, faced with similar facts and circumstances, would consider necessary and reasonable to gain compliance with this section. (2) The use of reasonable force shall be preceded by efforts to secure voluntary compliance. Efforts to secure voluntary compliance shall be documented ☐ ☐ ☒ and include an advisement of the legal obligation to provide the requisite specimen, sample or impression and the consequences of refusal. (b) The force shall not be used without the prior written authorization of the supervising officer on duty. The authorization shall include information that reflects the ☐ ☐ ☒ fact that the offender was asked to provide the requisite specimen, sample, or impression and refused. (1) If the use of reasonable force includes a cell extraction, the extraction shall be videotaped. Video shall be directed at the cell extraction event. The videotape shall be retained by the agency for the ☐ ☐ ☒ length of time required by statute. Notwithstanding the use of the video as evidence in a court proceeding, the tape shall be retained administratively. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 53 - A453 JUV PRO eff. 1/2019 (23-24).dot 1370 EDUCATION PROGRAM (a) School Programs 1003 Youth Educational Services The County Board of Education shall provide for the 1003.3 administration and operation of juvenile court schools in conjunction with the Chief Probation Officer, or designee 1003.4 pursuant to applicable State laws. The school and facility 1003.4 (b) 1 administrators shall develop and implement written policy and procedures to ensure communication and Procedure All: 1003 coordination between educators and probation staff. Culturally responsive and trauma-informed approaches should be applied when providing instruction. Education We met with on-site Principal Santillan staff should collaborate with the facility administrator to regarding upgrades and improvements to the use technology to facilitate learning and ensure safe Osborne School Program. The Office of technology practices. The facility administrator shall Education has a principal, six Core Content request an annual review of each required element of the teachers (one assigned to Intake), one program by the Superintendent of Schools, and a report College Liaisons, one Academic Counselor or review checklist on compliance, deficiencies, and (shared with JR), two Special Education corrective action needed to achieve compliance with this Liaisons, four Para-Educators, one School section. Such a review, when conducted, cannot be Coordinator (shared with JR), one delegated to the principal or any other staff of any juvenile Assessment Technician, and an Education court school site. The Superintendent of Schools shall Navigator. A Librarian and School conduct this review in conjunction with a qualified outside Psychologist are shared amongst Alt Ed agency or individual. Upon receipt of the review, the sites. The team of staff provides facility administrator or designee shall review each item extraordinary services to youth while on-site with the Superintendent of Schools and shall take and facilitates the coordination of PBIS whatever corrective action is necessary to address each (Positive Interventions and Supports) through deficiency and to fully protect the educational interests of acknowledgment of youths’ efforts to be ☒ ☐ ☐ all youth in the facility. respectful, truthful, responsible, fair, caring, and good citizens. Youth are rewarded for their behaviors with “bucks” to be used in the incentive store. SYTF youth are afforded the opportunity for post-secondary opportunities at 3 local community colleges, with Foothill Community College providing an on-site instructor for the Horticulture Program. Youth are taking Fall classes that include the following, both on- site and via Zoom: Mexican American History, General Psychology, College and Life Success, Oral Communications, Latin Health Perspectives, Sports in Society, Introduction to Corrections, Law Enforcement Multi-Cultural Communication, History of the United States, Emergency Medical Responder, Dance Appreciation and Social Problems. Graduated SYTF youth are enrolled in one to five classes. The Alternative Education Department provides a Student, Family, and Staff Handbook to describe facility education opportunities and components of the 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 54 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS Education Code that provide assurances of the robust curriculums in the classroom and for graduated students. We reviewed the Master Schedule and found the youth are afforded 300 minutes of instruction each day with blocks for elective opportunities (Art and Library) if still in school and up to five classes in the community college realm. (b) Required Elements The facility school program shall comply with the State 1003.4 (a) and (b) Education Code and County Board of Education policies, all applicable federal education statutes and regulations and provide for an annual evaluation of the educational program offerings. As stated in the 2009 California ☒ ☐ ☐ Standards for the Teaching Profession, teachers shall establish and maintain learning environments that are physically, emotionally, and intellectually safe. Youth shall be provided a rigorous, quality educational program that responds to the different learning styles and abilities of students and prepares them for high school graduation, career entry, and post-secondary education. All youth shall be treated equally, and the education program shall be free from discriminatory action. Staff 1003.3 (a) shall refer to transgender, intersex and gender- ☒ ☐ ☐ nonconforming youth by their preferred name and gender. (1) The course of study shall comply with the State Education Code and include, but not be limited to, ☒ ☐ ☐ 1003.4 (a) and (b) courses required for high school graduation. (2) Information and preparation for the High School Equivalency Test as approved by the California ☒ ☐ ☐ 1003.5 ¶ 3 Department of Education shall be made available to eligible youth. (3) Youth shall be informed of post-secondary education and vocational opportunities. ☒ ☐ ☐ 1003.4 (o) (4) Administration of the High School Equivalency Tests as approved by the California Department of ☒ ☐ ☐ 1003.5 ¶ 3 Education, shall be made available when possible. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 55 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (5) Supplemental instruction shall be afforded to youth who do not demonstrate sufficient progress towards ☒ ☐ ☐ 1003.5 ¶ 4 grade level standards. (6) The minimum school day shall be consistent with State Education Code Requirements for juvenile court 1003.5 ¶ 2 schools. The facility administrator, in conjunction with education staff, must ensure that operational ☒ ☐ ☐ procedures do not interfere with the time afforded for the minimum instructional day. Absences, time out of class or educational instruction, both excused and unexcused, shall be documented. (7) Education shall be provided to all youth regardless of classification, housing, security status, disciplinary or separation status, including room confinement, except when providing education poses an immediate 1003.4 threat to the safety of self or others. Education includes, but is not limited to, related services as ☒ ☐ ☐ 1003.4 (g) provided in a youth’s Section 504 Plan or 1003.8 Self Study Program Individualized Education Program (IEP). (c) School Discipline (1) Positive behavior management will be 1003.7 ¶ 1 implemented to reduce the need for disciplinary action ☒ ☐ ☐ in the school setting and be integrated into the facility's overall behavioral management plan and security system. (2) School staff shall be advised of administrative decisions made by probation staff that may affect the ☒ ☐ ☐ 1003.7 ¶ 2 educational programming of students. (3) Except as otherwise provided by the State Education Code, expulsion/suspension from school 1003.7 ¶ 3 shall be imposed only when other means of correction fails to bring about proper conduct. School staff shall follow the appropriate due process safeguards as set ☒ ☐ ☐ forth in the State Education Code including the rights of students with special needs. School staff shall document the other means of correction used prior to imposing expulsion/ suspension if an expulsion/suspension is ultimately imposed. (4) The facility administrator, in conjunction with education staff will develop policies and procedures ☒ ☐ ☐ 1003.4 (g) that address the rights of any student who has continuing difficulty completing a school day. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 56 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) Provisions for Special Populations (1) State and federal laws and regulations shall be observed for all individuals with disabilities or 1003.4 (a) 1 suspected disabilities. This includes but is not limited ☒ ☐ ☐ 1003.4 (c) 1 to child find, assessment, continuum of alternative placements, manifestation determination reviews, 1003.4 (d) and implementation of Section 504 Plans and Individualized Education Programs. 1003.4 (e) (2) Youth identified as English Learners (EL) shall be afforded an educational program that addresses their language needs pursuant to all applicable state and ☒ ☐ ☐ 1003.4 (m) federal laws and regulations governing programs for EL students. (e) Educational Screening and Admission (1) Youth shall be interviewed after admittance and a ☒ ☐ ☐ record maintained that documents a youth's 1003.4.1 educational history, including but not limited to: (A) School progress/school history; ☒ ☐ ☐ 1003.4 (c) (B) Home Language Survey and the results of the State Test used for English language proficiency; This information is articulated in the ☒ ☐ ☐ Education Evaluation. (C) Needs and services of special populations as defined by the State Education Code, including but ☒ ☐ ☐ not limited to, students with special needs. 1003.4 (a) and (d) (D) Discipline problems. ☒ ☐ ☐ 1003.7 (2) Youth will be immediately enrolled in school. Educational staff shall conduct an assessment to determine the youth's general academic functioning ☒ ☐ ☐ 1003.4.1 levels to enable placement in core curriculum courses. (3) After admission to the facility, a preliminary education plan shall be developed for each youth ☒ ☐ ☐ within five school days. 1003.4.1 (4) Upon enrollment, education staff shall comply with the State Education Code and request the youth's records from his/her prior school(s), including, but not 1003.4 limited to, transcripts, Individual Education Program (IEP), 504 Plan, state language assessment scores, ☒ ☐ ☐ immunization records, exit grades, and partial credits. Upon receipt of the transcripts, the youth's educational plan shall be reviewed with the youth and modified as needed. Youth should be informed of the credits they need to graduate. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 57 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (f) Educational Reporting (1) The complete facility educational record of the youth shall be forwarded to the next educational ☒ ☐ ☐ 1003.4 (h) and (i) placement in accordance with the State Education Code. (2) The County Superintendent of Schools shall provide appropriate credit (full or partial) for course ☒ ☐ ☐ work completed while in juvenile court school in 1003.4 (i) accordance with the State Education Code. (g) Transition and Re-Entry Planning (1) The Superintendent of Schools and the Chief Probation Officer or designee, shall develop policies 1003.4 (n) and procedures to meet the transition needs of youth, ☒ ☐ ☐ including the development of an education transition plan, in accordance with the State Education Code and in alignment with Title 15, Minimum Standards for Juvenile Facilities, Section 1355. (h) Post-Secondary Education Opportunities (1) The school and facility administrator should, whenever possible, collaborate with local post- 1003.6 ☒ ☐ ☐ secondary education providers to facilitate access to 1003.6 (c) through (h) educational and vocational opportunities for youth that considers the use of technology to implement these programs. 1371 PROGRAMS, RECREATION, AND EXERCISE. 1002 Programs Exercise and Recreation The facility administrator shall develop and implement written policies and procedures for programs, ☒ ☐ ☐ 1002.2 recreation, and exercise for all youth. The intent is to Procedure All: 500.2.6 (d) minimize the amount of time youth are in their rooms or their bed area. Juvenile facilities shall provide the opportunity for programs, recreation, and exercise a minimum of three 1002.3 ¶ 1 hours a day during the week and five hours a day each ☒ ☐ ☐ Saturday, Sunday or other non-school days, of which one hour shall be an outdoor activity, weather permitting. A youth’s participation in programs, recreation, and exercise may be suspended only upon a written finding 1002.3 ¶ 2 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 shall be posted in the living units. ☒ ☐ ☐ 1002.3 ¶ 3 There will be a written annual review of the programs, recreation, and exercise by the responsible agency to ☒ ☐ ☐ 1002.3 ¶ 5 ensure content offered is current, consistent, and relevant to the population. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 58 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Programs. All youth shall be provided with the opportunity for at least one hour of daily programming to 1002.6 Access to Programs include, but not be limited to, trauma focused, cognitive, evidence-based, best practice interventions that are culturally relevant and linguistically appropriate, or pro- social interventions and activities designed to reduce recidivism. These programs should be based on the youth’s individual needs as required by Sections 1355 ☒ ☐ ☐ and 1356. Such programs may be provided under the direction of the Chief Probation Officer or the County Office of Education and can be administered by county partners such as mental health agencies, community based organizations, faith-based organizations or Probation staff. Programs may include but are not limited to: (1) Cognitive Behavior Interventions; (2) Management of Stress and Trauma; Youth in the JH-SYTF are allowed to participate in numerous programs while in (3) Anger Management; custody from community-based organizations including New Hope Workshops, Girl Scouts, (4) Conflict Resolution; FLY, Art of Yoga, AARS, Young Women (5) Juvenile Justice System; Freedom Center, and Painters of Legend. (6) Trauma-related interventions; (7) Victim Awareness; The SCOE provides daily Horticulture/Aquaponics through Foothill (8) Self-Improvement; College (SYTF), an Elementary Statistics (9) Parenting Skills and support; Program, and Music, fortified by the CTE teacher who is on-site for the Trades (10) Tolerance and Diversity; Program 2x/week, and Virtual Forklift and Culinary starting in December. This is in (11) Healing Informed Approaches; addition to a robust Community College ☒ ☐ ☐ (12) Interventions by Credible Messengers; program. (13) Gender Specific Programming; (14) Art, creative writing, or self-expression; Additional programs include The Beat Within, Bible Study and Religious Services, PREA (15) CPR and First Aid training; Workshops, Behavior Health Programs, and Haircuts. (16) Restorative Justice or Civic Engagement; (17) Career and leadership opportunities; and, Services for youth to enhance their program (18) Other topics suitable to the youth population. with PBIS incentives and Achieving Behavior Change program steps involve school and probation staff providing pro-social opportunities for growth in a unit context, allowing youth to drive thein program with leadership. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 59 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Recreation. All youth shall be provided the opportunity for at least one hour of daily access to unscheduled 1002.5 Access to Recreation activities such as leisure reading, letter writing, and entertainment. Activities shall be supervised and include orientation and may include coaching of youth. ☒ ☐ ☐ Youth are afforded three hours of recreation/free time each day, in addition to the one hour of LME and Programming. (c) Exercise. All youth shall be provided with the opportunity for at least one hour of large muscle activity ☒ ☐ ☐ 1002.4 Access to Exercise each day. The administrator/manager may suspend, for a period not to exceed 24 hours, access to recreation and 1002.7 ¶ 4 programs. The administrator/manager shall document ☒ ☐ ☐ the reasons why suspension of recreation and programs occurs. 1372 RELIGIOUS PROGRAM The facility administrator shall provide access to religious 1007 Religious Programs services and/or religious counseling at least once each week. Attendance shall be voluntary. A youth shall be Procedure All: 1007 allowed to participate in an activity outside of their room if ☒ ☐ ☐ he/she elects not to participate in religious programs. There are on-site religious services available Religious programs shall provide for: to youth each Sunday and Bible Study throughout the week. (a) opportunity for religious services and practices; ☒ ☐ ☐ 1007.2 (b) availability of clergy; and, ☒ ☐ ☐ 1007.4 (c) availability of religious diets. ☒ ☐ ☐ 1007.6 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 60 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1373 WORK PROGRAM The facility administrator shall develop policies and 1008 Youth Work Program procedures regarding the fair and consistent assignment of youth to work programs. Work assigned to a youth Procedure: 1008 shall be meaningful, constructive and related to vocational training or increasing a youth's sense of responsibility. Work programs shall not be imposed as a Youth have opportunities in the living units to disciplinary measure ☒ ☐ ☐ clean their rooms and unit areas to receive accelerated points. SYTF youth can earn the opportunity to clean the outside of their living units around the facility, as well as set up for visiting. 1374 VISITING The facility administrator shall develop and implement 1005 Youth Visitation written policies and procedures for visiting, that include provisions for special visits. Youth shall be allowed to 1005.3.2 receive visits by parents, guardians or persons standing 1005.7 (a) and (b) in loco parentis, and children of youth. Other family members, such as grandparents and siblings, and 1005.8 supportive adults, may be allowed to visit with the Procedure All: 1005 approval of the facility administrator or designee, and in ☒ ☐ ☐ conjunction with the youth’s case plan or in the best interest of the youth. Parents and other visitors have the opportunity to schedule visits Monday through Friday, with special requests available upon request. Each unit has a designated time for two, one-hour visits each week. All visits shall occur at reasonable times, subject only to the limitations necessary to maintain order and security. 1005.3.2 ¶ 1 Visitation shall not be denied solely based on the visitor’s criminal history. The staff shall determine in each case, 1005.6 (f) 1 and Last ¶ whether the visitor’s criminal history represents a risk to ☒ ☐ ☐ the safety of youth or staff in the facility. Any denial of visitation or limitation on visitations shall be communicated to the youth, person denied and facility administrator. Opportunity for visitation shall be a minimum of two hours per week. Visits may be supervised, but conversations ☒ ☐ ☐ 1005.3.2 ¶ 2 shall not be monitored unless there is a security or safety need. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 61 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS Provisions for special visits, in addition to the two-hour minimum and/or outside of the regular visiting hours, shall 1005.8 be accommodated as necessary and within the discretion of the facility administrator or designee. Family therapy ☒ ☐ ☐ and professional visits shall be accommodated outside the provisions of this regulation. Facilities may provide visitation opportunities outside of normal visiting hours to accommodate special visits. The facility may provide access to technology as an alternative, but not as a replacement, to in-person visiting. ☒ ☐ ☐ 1005.3.2 ¶ 3 1375 CORRESPONDENCE The facility administrator shall develop and implement 1006 Youth Mail written policies and procedures for correspondence which provide that: Procedure All: 1006 ☒ ☐ ☐ Youth can send unlimited mail postage-free. (a) there is no limitation on the volume of mail that youth may send or receive; ☒ ☐ ☐ 1006.3 (b) youth may send two letters per week postage free; ☒ ☐ ☐ 1006.3 (c) youth may correspond confidentially with state and federal courts, any member of the State Bar or holder of 1006.4 public office, and the Board; however, authorized facility ☒ ☐ ☐ staff may open and inspect such mail only to search for contraband and in the presence of the youth; and, (d) incoming and outgoing mail, other than that described in (c), may be read by staff only when there is reasonable ☒ ☐ ☐ 1006.6 ¶ 2 cause to believe facility safety and security, public safety, or youth safety is jeopardized. 1376 TELEPHONE ACCESS The administrator of each juvenile facility shall develop ☒ ☐ ☐ 1004 Youth Telephone Access and implement written policies and procedures to provide youth with access to telephone communications. Procedure: 600.4 1377 ACCESS TO LEGAL SERVICES The facility administrator shall develop written procedures 602 Youth Access to Courts and Counsel to ensure the right of youth to have access to the courts ☒ ☐ ☐ and legal services. Such access shall include: Procedure All: 602 and 1006.2.1 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 62 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) access, upon request by the youth, to licensed attorneys and their authorized representatives; ☒ ☐ ☐ 602.3 (b) provision for confidential consultation with attorneys; and, 602.4 ☒ ☐ ☐ 602.6 (c) unlimited postage free, legal correspondence and cost-free telephone access as appropriate. ☒ ☐ ☐ 602.7 1390 DISCIPLINE The facility administrator shall develop and implement 600 Youth Discipline written policies and procedures for the discipline of youth that shall promote acceptable behavior; including the use 600.2 of positive behavior interventions and supports. Discipline 600.3 shall be imposed at the least restrictive level which promotes the desired behavior and shall not include 600.8 Last ¶ corporal punishment, group punishment, physical or Procedure All: 600 psychological degradation. Deprivation of the following is not permitted: The facility has a very structured level system for SYTF youth, with all youth entering at Level Silver, with the potential to advance to Gold or Platinum, earning more privileges ☒ ☐ ☐ along the way. The levels require time and accomplishing established program goals. There is also a Bronze Level, with a very restricted program based on a violation of a serious program rule. We acknowledge the intent and provide technical assistance for the Level Sanction versus a rule violation sanction, meaning the violation matches the sanction. The agency must keep in mind most youth in SYTF are young men and establish consistent boundaries. (a) bed and bedding; ☒ ☐ ☐ 600.8 Bullet 10 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 63 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) daily shower, access to drinking fountain, toilet and ☒ ☐ ☐ 600.8 Bullet 7 personal hygiene items, and clean clothing; (c) full nutrition; ☒ ☐ ☐ 600.8 Bullet 4 (d) contact with parent or attorney; ☒ ☐ ☐ 600.8 Bullet 5 and 15 (e) exercise; ☒ ☐ ☐ 600.8 Bullet 8 (f) medical services and counseling; ☒ ☐ ☐ 600.8 Bullet 12 and 16 (g) religious services; ☒ ☐ ☐ 600.8 Bullet 16 (h) clean and sanitary living conditions; ☒ ☐ ☐ 600.8 Bullet 11 (i) the right to send and receive mail; ☒ ☐ ☐ 600.8 Bullet 5 and 13 (j) education; and, ☒ ☐ ☐ 600.8 Bullet 16 (k) rehabilitative programming. ☒ ☐ ☐ 600.8 Bullet 16 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 64 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS The facility administrator shall establish rules of conduct and disciplinary penalties to guide the conduct of youth. 600.5.1 Such rules and penalties shall include both major violations and minor violations, be stated simply and 600.5.1 ¶ 2 affirmatively, and be made available to all youth. Provision shall be made to provide accessible information 600.8 Bullet 10 to youth with disabilities, limited English proficiency, or ☒ ☐ ☐ 600.6 Minor Rule Violations limited literacy. 600.7 Major Rule Violations 600.7.6 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 65 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1391 DISCIPLINE PROCESS The facility administrator shall develop and implement 600.5 Due Process written policies and procedures for the administration of discipline which shall include, but not be limited to: Procedure All: 600.6 We reviewed numerous completed Due Process forms of the 462 incidents in the facility from November 2022 to October 2023; and found the implementation of sanctions as a result of rule violations was timely and consistently applied for youth. The form prompts staff to articulate the behavior and proposed sanction. The sanction options for SYTF reveal mostly a level status ‘demotion’ or restriction of certain privileges apart from the group. The Gold Program has unrestricted involvement ☒ ☐ ☐ in all unit activities with more privileges. The Silver Program includes Entry/Mid-Level programming and pro-social learning opportunities. Bronze-level programming is minimal time in privileged activities and maximizes pro-social learning opportunities. The sanction attaches to the unit and school behavior with Reminders and Major Rule Violations to attain or lose the Level. Our review of some incidents resulting in level demotion based on several reminders which seemed minor in nature was severe. SYTF youth have the opportunity for an enhanced level of privileges with the Platinum Level, lasting four weeks, to include a one-hour weekly special visit, a DVD Player, and all benefits of the Gold and Silver Levels. (a) designation of personnel authorized to impose discipline for violation of rules; ☒ ☐ ☐ 600.9 Last ¶ (b) prohibiting discipline to be delegated to any youth; ☒ ☐ ☐ 600.8 Bullet 1 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 66 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) definition of major and minor rule violations and their consequences, and due process requirements; ☒ ☐ ☐ 600.6 Minor Rule Violations (d) trauma-informed approaches and positive behavior interventions; ☒ ☐ ☐ 600.7 Major Rule Violations (e) minor rule violations may be handled informally by counseling, advising the youth of expected conduct 600.9 ¶ 1 imposing a minor consequence. Discipline shall be ☒ ☐ ☐ accompanied by written documentation and a policy of review and appeal to a supervisor; and, (f) major rule violations and the discipline process shall be documented and require the following: ☒ ☐ ☐ (1) written notice of violation prior to a hearing; ☒ ☐ ☐ 600.7.3 (2) accommodations provided to youth with disabilities, limited literacy, and English language ☒ ☐ ☐ 600.7.6 learners; 600.5 (c) (3) hearing by a person who is not a party to the ☒ ☐ ☐ incident; 600.7.4 ¶ 1 (4) opportunity for the youth to be heard, present ☒ ☐ ☐ 600.5 (d) evidence and testimony; (5) provision for youth to be assisted by staff in the ☒ ☐ ☐ 600.7.6 hearing process; (6) provision for administrative review. ☒ ☐ ☐ 600.7.9 (g) violations that result in a removal from camp or commitment program, but not a return to court, will ☒ ☐ ☐ 600.9.1 (SYTF) follow the due process provisions in subsection (e) above. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 67 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1410 MANAGEMENT OF COMMUNICABLE DISEASES. 7.06 Communicable Diseases The health administrator/responsible physician, in cooperation with the facility administrator and the local Procedure All: 701 health officer, shall develop written policies and ☒ ☐ ☐ procedures to address the identification, treatment, control and follow-up management of communicable diseases. The policies and procedures shall address, but not be limited to: (a) Intake health screening procedures; ☒ ☐ ☐ 706.3, (c) 1 (b) Identification of relevant symptoms; ☒ ☐ ☐ 706.3, (c) 2 (c) Referral for medical evaluation; ☒ ☐ ☐ 706.3, (c) 4 (d) Treatment responsibilities during detention; ☒ ☐ ☐ 706.3, (c) 5 (e) Coordination with public and private community- ☒ ☐ ☐ 706.3, (c) 8 based resources for follow-up treatment; (f) Applicable reporting requirements; and, ☒ ☐ ☐ 706.3, (d) (g) Strategies for handling disease outbreaks. ☒ ☐ ☐ 706.3, (c) 5 The policies and procedures shall be updated as necessary to reflect communicable disease priorities ☒ ☐ ☐ 706.3 Last ¶ identified by the local health officer and currently recommended public health interventions. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 68 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1433 REQUESTS FOR HEALTH CARE SERVICES (EXCERPT) 702.3 The health administrator, in cooperation with the facility administrator, shall develop policy and procedures to ☒ ☐ ☐ Procedure: 701.2.3 establish a daily routine for youth to convey requests for emergency and non-emergency medical, dental and behavioral/mental health care services. 1480 STANDARD FACILTY CLOTHING ISSUE The youth’s personal clothing, undergarments and 807.6 footwear may be substituted for the institutional clothing ☒ ☐ ☐ and footwear specified in this regulation. The facility has Procedure All: 500.2 and 702.4.1 the primary responsibility to provide clothing and footwear. Clothing provisions shall ensure that: (a) Clothing is clean, reasonably fitted, durable, easily laundered, in good repair, and free of holes and tears. ☒ ☐ ☐ 807.6 (b) The standard issue of climatically suitable clothing for youth shall consist of but not be limited to: ☒ ☐ ☐ (1) Socks and serviceable footwear; ☒ ☐ ☐ 807.6 Bullet 1 and 4 (2) Outer garments; ☒ ☐ ☐ 807.6 Bullet 2 (3) New non-disposable underwear which shall remain with the youth throughout their stay, and; ☒ ☐ ☐ 807.6 Bullet 5 and ¶ 4 (4) Undergarments, that are freshly laundered and free of stains, including tee shirts and bras. ☒ ☐ ☐ 807.6 Bullet 3 (c) Clothing is laundered at the temperature required by local ordinances for the commercial laundries and dried ☒ ☐ ☐ 807.7 completely in a mechanical dryer or other laundry method approved by the local health officer. (d) Suitable clothing is issued to pregnant youth. ☒ ☐ ☐ 807.6 Bullet 6 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 69 - A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1482 CLOTHING EXCHANGE The facility administrator shall develop and implement 807.6 ¶ 4 written policies and site-specific procedures for the cleaning and scheduled exchange of clothing. Unless Procedure: 500.2.6 work, climatic conditions, or illness necessitates more ☒ ☐ ☐ frequent exchange, outer garments, except for footwear, shall be exchanged at least once each week. Tee shirts, bras, and underwear shall be exchanged daily; youth shall receive their own underwear back at exchange. 1484 CONTROL OF VERMIN IN YOUTH’S PERSONAL CLOTHING 706.3 (c) 7 There shall be written policies and site-specific procedures developed and implemented by the facility Procedure: 701.2.7 administrator to control the contamination and/or spread ☒ ☐ ☐ of vermin and ecto-parasites in all youth’s personal clothing. Infested clothing shall be cleaned or stored in a closed container so as to eradicate or stop the spread of the vermin. 1485 ISSUE OF PERSONAL CARE ITEMS There shall be written policies and site-specific 807.9 Bullet procedures developed and implemented by the facility administrator for the availability of personal hygiene Procedure All: 500.2.6 (h) ☒ ☐ ☐ items. Each female youth shall be provided with sanitary napkins, panty liners and tampons as requested. Each youth to be held over 24 hours shall be provided with the following personal care items; (a) Toothbrush; ☒ ☐ ☐ 807.9 Bullet 4 (b) Toothpaste; ☒ ☐ ☐ 807.9 Bullet 3 (c) Soap; ☒ ☐ ☐ 807.9 Bullet 1 (d) Comb; ☒ ☐ ☐ 807.9 Bullet 2 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 70 - A453 JUV PRO eff. 1/2019 (23-24).dot (e) Shaving implements; ☒ ☐ ☐ 807.9 Bullet 5 (f) Deodorant; ☒ ☐ ☐ 807.9 Bullet 8 (g) Lotion; ☒ ☐ ☐ 807.9 Bullet 9 (h) Shampoo; and, ☒ ☐ ☐ 807.9 Bullet 10 (i) Post-shower conditioning hair products. ☒ ☐ ☐ 807.9 Bullet 11 Youth shall not be required to share any personal care items listed in items (a) through (d). Liquid soap 807.9 Bullet 7 provided through a common dispenser is permitted. Youth shall not share disposable razors. Double edged 807.9 ¶ 3 and 4 safety razors, electric razors, and other shaving ☒ ☐ ☐ instruments capable of breaking the skin, when shared among youth, shall be disinfected between individual uses by the method prescribed by the State Board of Barbering and Cosmetology in Sections 979 and 980, Chapter 9, Title 16, California Code of Regulations. 1486 PERSONAL HYGIENE There shall be written policies and site specific 807.9 procedures developed and implemented by the facility administrator for showering/bathing and brushing of Procedure: 500.2.6 (h) ☒ ☐ ☐ teeth. Youth shall be permitted to shower/bathe up on assignment to a housing unit and on a daily basis thereafter and given an opportunity to brush their teeth after each meal. 1487 SHAVING Youth shall have access to a razor daily, unless their 806.4 appearance must be maintained for reasons of identification in Court. All youth shall have equal Procedure: 500.2.6 (i) ☒ ☐ ☐ opportunity to shave face and body hair. The facility administrator may suspend this requirement in relation to youth who are considered to be a danger to themselves or others. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 71 - A453 JUV PRO eff. 1/2019 (23-24).dot 1488 HAIR CARE SERVICES (EXCERPT) Hair care services shall be available in all juvenile 806.3.1 facilities. Youth shall receive hair care services monthly. Equipment shall be cleaned and disinfected after each ☒ ☐ ☐ 807.10 haircut or procedure, by a method approved by the State 807.10.1 Board of Barbering and Cosmetology. Procedure: 500.2.6 (h)-2-f 1500 STANDARD BEDDING AND LINEN ISSUE Clean laundered, suitable bedding and linens, in good 807.5 repair, shall be provided for each youth entering a living ☒ ☐ ☐ area who is expected to remain overnight, shall include, Procedure All: 500.2.6 (h) but not be limited to: (a) One mattress or mattress-pillow combination which meets the requirements of Section 1502 of these ☒ ☐ ☐ 807.5 (b) regulations; (b) One pillow and a pillow case unless provided for in (a) above; ☒ ☐ ☐ 807.5 (e) (c) One mattress cover and a sheet or two sheets; ☒ ☐ ☐ 807.5 (c) (d) One towel; and, ☒ ☐ ☐ 807.5 (d) (e) One blanket or more, up on request ☒ ☐ ☐ 807.5 (a) 1501 BEDDING LINEN EXCHANGE The facility administrator shall develop and implement 807.3 site specific written policies and procedures for the scheduled exchange of laundered bedding and linen 807.5 ☒ ☐ ☐ issued to each youth housed. Washable items such as Procedure All: 500.2.6 (h) sheets, mattress covers, pillow cases and towels shall be exchanged for clean replacement at least once each week. The covering blanket shall be cleaned or laundered once a month. ☒ ☐ ☐ 807.5 (a) 2 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 72 - A453 JUV PRO eff. 1/2019 (23-24).dot 1510 FACILITY SANITATION, SAFETY AND MAINTENANCE 802 The facility administrator shall develop and implement written policies and site-specific procedures for the 802.3 maintenance of an acceptable level of cleanliness, Procedure: 500.2.10 repair and safety throughout the facility. The plan shall provide for a regular schedule of housekeeping tasks, ☒ ☐ ☐ equipment, including restraint devices, and physical plant maintenance and inspections to identify and correct unsanitary or unsafe conditions or work practices in a timely manner. The use of chemicals shall be done in accordance to the product label and Safety Data Sheet which may include the use of Personal Protection Equipment (PPE). 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 - 73 - A453 JUV PRO eff. 1/2019 (23-24).dot REVIEW OF NON REGULATORY REQUIREMENTS GRANT FUNDING OR CODE REFERENCE YES NO N/A P/P REFERENCE - COMMENTS JUVENILE PROBATION AND CAMPS FUNDING (JPCF) (Camps Only) The programs/services identified on the JPCF Camp Eligibility Form are being provided at the facility. (Refer ☐ ☒ ☐ to the JPCF Camp Eligibility Form) 208.5 WIC CONTACT BETWEEN PERSONS UNDER THE JUVENILE COURT AGES 19- 20 AND MINORS IN THE FACILITY The facility houses Juvenile Court Wards 19 years of ☒ ☐ ☐ age and older. The facility has been approved to hold persons under ☒ ☐ ☐ the juvenile court who are ages 19 through 21. The facility continues to comply with the requirements of 208.5 WIC (programming, capacity and security of ☒ ☐ ☐ the facility) as outlined in the county’s application. JUVENILE JUSTICE DELINQUENCY PREVENTION ACT MONITORING (JJDPA) WIC 206 SEPARATE FACILITIES FOR WIC 300 MINORS ☐ ☐ ☒ Dependent or neglected minors who are defined under Violation Section 300 of the Welfare and Institutions Code (WIC) are held only in non-secure, separate and segregated facilities. DETENTION OF STATUS OFFENDERS (WIC 601) AND FEDERAL MINORS ☐ ☒ ☐ Status Offenders (WIC 601) are held in the facility. Status Offenders (WIC 601) are kept separate from ☐ ☐ ☒ Juvenile Delinquents (WIC 602)? (WIC 207[d]). Violation Federal Minors (ICE Holds or ORR Contract) are held ☐ ☐ ☒ in the facility. If yes to the above, the Monthly Report on the Detention of Status Offenders/Federal Minors is ☐ ☐ ☒ submitted to the BSCC. WIC 208 SEPARATION OF MINORS AND ADULT INMATES (JJDPA 42 USC 5633, Sec 223, State Plans (a)[12]) ☐ ☒ ☐ Are adult inmates held in the facility? (When a person in detention is proceeding through the adult court, AND that person is 18 years of age or older that person is an adult inmate.) If adult inmates are held, they are appropriately ☐ ☒ separated from minors. ☐ Violation 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 74 A453 JUV PRO eff. 1/2019 (23-24).dot Adult inmates from an adult facility (e.g. inmate workers ☐ ☐ ☒ or “Scared Straight” programs) are not allowed in the facility in a manner that allows contact with minors. Violation 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 75 A453 JUV PRO eff. 1/2019 (23-24).dot BOARD OF STATE AND COMMUNITY CORRECTIONS - BIENNIAL INSPECTION JUVENILE HALLS, SPECIAL PURPOSE HALLS AND CAMPS LIVING AREA SPACE EVALUATION BSCC Code: 7587 7588 FACILITY: Santa Clara County Juvenile Hall; Secure Youth Treatment Facility TYPE: JH; SYTF RC: 300 54 FIELD REPRESENTATIVE: Elizabeth Gong DATE: November 13, 2023 ROOMS EACH ROOM COMMENTS Unit Room Applicable # Each Room Total Square/Cubic Feet FIXTURES* Designation Type standards Rooms RC # Beds RC T U W F S Receiving Male Pre 98 1 #117: 63.10 sq. ft. Holding The ceiling in each room is 7'10". #118: 60.94 sq. ft. General Pre 98 2 1 (1) (4) 1 1 1 Holding #119: 61.84 sq. ft. Female Pre 98 1 #120: 61.47 sq. ft. Holding Male Shower Pre 98 1 1 1 1 1 room Female Shower Pre 98 1 2 1 1 room Intake Holding Pre 98 2 0 0 0 67.62 sq. ft. Each of these holding rooms contains a bench. Infirmary Male Medical 122 sq. ft. 1 1 This room has reverse air and access to a Pre 98 1 1 1 (1) Isolation shower. Medical 432 sq. ft. 2 1 1 1 This room has a bathtub, and the washbasins Isolation: Pre 98 1 6 6 (6) were reduced by one to accommodate a sink Dorm exclusively for hair washing. Infirmary Medical 122 sq. ft. 1 1 This room has reverse air and access to a Pre 98 1 1 1 (1) Female Isolation shower in the dorm. Restrooms Pre 98 2 1 1 ALPHA WING: First Floor A-1 SYTF Male Unit (These youth will move to Unit A-3 upon completion of Construction) 3, 4, 17, 18 Single 1998 4 1 1 4 92’2” 1 1 1 Wet rooms. 5-16 Single 1998 12 1 1 12 93’5” (9 and 10) These rooms vary size due to the layout of the unit. 128’9” 7587 7588 Santa Clara Probation JH SYTF LASE 23-24 1 1, 2 Single 1998 2 1 1 2 67’2” Interview 1998 2 110’9” Classroom 1998 1 (20) 834’ 6” Dayroom 1998 1 843’8” 5 8 9 5 Outdoor 1998 1 827 Sq. Ft. Rec A-2 SYTF Male Unit 1, 2, 15, 16 Single 1998 4 1 1 4 88’7” 1 1 1 Wet rooms. 3-14 Single 1998 12 1 1 12 104’3” (7-14) 108’6” (3-6) 17, 18 Single 1998 2 1 1 2 69’4” Interview 1998 2 Classroom 1998 1 (20) 844’3” Dayroom 1998 1 788’5” 4 8 2 5 Outdoor 1998 1 1061 Sq. Ft. Rec NOTE: The agency removed a bed from each of rooms 5-16 making all rooms single rooms to account for SB 823 youth. A-3 SYTF (pending completion of construction) 3, 4, 17, 18 Single 1998 4 1 1 4 92’2” 1 1 1 Wet rooms. 5-16 Single 1998 12 1 1 12 93’5” (9 and 10) 128’9” 1, 2 Single 1998 2 1 1 2 67’2” Interview 1998 2 110’9” Classroom 1998 1 (20) 834’ 6” Dayroom 1998 1 843’8” 5 8 9 5 Outdoor 1998 1 827 Sq. Ft. Rec NOTE: The agency removed a bed from each of rooms 5-16 making all rooms single rooms to account for SB 823 youth. A-4 County Jail Transfer Unit -Male 1, 2, 15, 16 Single 1998 4 1 1 4 88’7” 1 1 1 Wet rooms. 3-14 Double 1998 12 2 2 24 104’3” (7-14) 108’6” (3-6) 17, 18 Single 1998 2 1 1 2 69’4” Interview 1998 2 110’9” 7587 7588 Santa Clara Probation JH SYTF LASE 23-24 2 Dayroom 1998 844’3” 5 8 9 5 Outdoor 1998 1 788’5” Rec NOTE: The unit uses the dayroom for a classroom. A-5 Unoccupied 1, 2, 15, 16 Single 4 1 1 4 88’7” 1 1 1 Wet rooms. 3-14 Double 12 2 2 24 104’3” (7-14) 108’6” (3-6) 17, 18 Single 2 1 1 2 69’4” Interview 2 110’9” Dayroom 1 844’3” 5 8 9 5 Outdoor 1998 1 788’5” Rec NOTE: The unit uses the dayroom for a classroom. A-6 Unoccupied 1, 2, 15, 16 Single 4 1 1 4 88’7” 1 1 1 Wet rooms. 3-14 Double 12 2 2 24 104’3” (7-14) 108’6” (3-6) 17, 18 Single 2 1 1 2 69’4” Interview 2 110’9” Dayroom 844’3” 4 5 9 5 Outdoor 1998 1 788’5” Rec NOTE: The unit uses the dayroom for a classroom. BETA WING: First Floor B-1 Security Unit Male Age 14-16 Dayroom 2001 4 1 5 Double 2001 2 2 2 4 130.8 sq. ft. 1 1 1 Double 2001 4 2 2 8 116.4 sq. ft. 1 1 1 Single 2001 2 1 1 2 86.6 sq. ft. 1 1 1 Double 2001 8 2 2 16 105 sq. ft. 1 1 1 Classroom 2001 1 (20) 762 sq. ft. A Classroom 2001 1 (20) 796 sq. ft. 7587 7588 Santa Clara Probation JH SYTF LASE 23-24 3 B B-2 SYTF Return from DJJ Dayroom 2001 1 4 1 5 Double 2001 2 2 2 4 130.8 sq. ft. 1 1 1 Double 2001 4 2 2 8 116.4 sq. ft. 1 1 1 Single 2001 2 1 1 2 86.6 sq. ft. 1 1 1 Double 2001 8 2 2 16 105 sq. ft. 1 1 1 Classroom 2001 1 (20) 762 sq. ft. A Classroom 2001 1 (20) 796 sq. ft. B B-3 Security Unit Male Age 16-18 Dayroom 2001 4 1 5 Double 2001 2 2 2 4 130.8 sq. ft. 1 1 1 ADA rooms on the lower level. Double 2001 4 2 2 8 Ll6.4 sq. ft. 1 1 1 Corner rooms. Single 2001 2 1 1 2 86.6 sq. ft. 1 1 1 Double 2001 8 2 2 16 105 sq. ft. 1 1 1 Classroom 2001 1 (20) 810 sq. ft. Including storage. 3C B-4 SYTF Return from DJJ or Transition/Assessment Unit Dayroom 2001 4 1 5 Double 2001 2 2 2 4 130.8 sq. ft. 1 1 1 ADA rooms on the lower level. Double 2001 4 2 2 8 116.4 sq. ft. 1 1 1 Corner rooms. Single 2001 2 1 1 2 86.6 sq. ft. 1 1 1 Double 2001 8 2 2 16 105 sq. ft. 1 1 1 Classroom 2001 1 (20) 810 sq. ft. Including storage. 4B BETA WING: Second Floor B-5 General Population Unit Older Male Youth Dayroom 2001 4 1 5 Double 2001 2 2 2 4 130.8 sq. ft. 1 1 1 Double 2001 4 2 2 8 116.4 sq. ft. 1 1 1 Single 2001 2 1 1 2 86.6 sq. ft. 1 1 1 Double 2001 8 2 2 16 105 sq. ft. 1 1 1 7587 7588 Santa Clara Probation JH SYTF LASE 23-24 4 Classroom A 2001 1 (20) 762 sq. ft. Classroom B 2001 1 (20) 796 sq. ft. B-6 Female Unit (includes New Admit, Observation, Secure Youth, SYTF and SYTF Returns from DJJ) Dayroom 2001 4 1 5 Double 2001 2 2 2 4 130.8 sq. ft. 1 1 1 Double 2001 4 2 2 8 116.4 sq. ft. 1 1 1 Single 2001 2 1 1 2 86.6 sq. ft. 1 1 1 Double 2001 8 2 2 16 105 sq. ft. 1 1 1 Classroom A 2001 1 (20) 762 sq. ft. Classroom B 2001 1 (20) 796 sq. ft. B-7 General Population Males 14-16 Dayroom 2001 1 4 1 5 Double 2001 2 2 2 4 130.8 sq. ft. 1 1 1 Double 2001 4 2 2 8 116.4 sq. ft. 1 1 1 ADA rooms on the lower level. Single 2001 2 1 1 2 88 sq. ft. 1 1 1 Double 2001 8 2 2 16 131.7 sq. ft. 1 1 1 Classroom 7B 2001 1 (20) 823.9 sq. ft. Including storage. Classroom 7C 2001 1 (20) 806 sq. ft. Including storage. Classrooms Located Outside of the Units (Adjacent to their respective living unit with entrance off the main hallway) Classroom 3A 2001 1 (20) 798 sq. ft. Including storage. Classroom 3B 2001 1 (20) 805 sq. ft. Including storage. Classroom 4A 2001 1 (20) 805 sq. ft. Including storage. Classroom 7A 2001 1 798 sq. ft. Including storage. Classroom 7D 2001 1 (20) 824.8 sq. ft. Including storage. Classroom 7E 2001 1 (20) 844 sq. ft. Including storage. Common Areas Dining Pre 98 2,771.3 sq. ft. Gym Pre 98 9,122.9 sq. ft. 2 7587 7588 Santa Clara Probation JH SYTF LASE 23-24 5 JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS PHYSICAL PLANT EVALUATION Board of State and Community Corrections APPLICABLE TITLE 24 REGULATIONS: 4/98; 2001; 2003; 2009; 2014; 2018 BSCC Code: 7587 7588 FACILITY NAME: Santa Clara Juvenile Hall FACILITY TYPE: JH Santa Clara Secure Youth Treatment Facility SYTF 4/98: 2001: 2003: 2009: 2014: 2018: APPLICABLE REGULATIONS (Check All That Pre- Apply): 1998 FIELD REPRESENTATIVE: Elizabeth Gong DATE: November 14, 2023 TITLE 24 SECTION YES NO N/A COMMENTS 1230.1.1 Reception/intake admission. In each juvenile hall, space used for the reception of youth pending admission to juvenile hall shall have the following space and equipment: 1. Weapons lockers as specified in Section 1230.2.9; Secure firearm storage is in the vehicle X sallyport. 2. A secure room for the confinement of youth pending admission to juvenile hall as specified in Section 1230.1.2; In each juvenile hall, camp and ranch, space used X for the reception of youth pending admission to these facilities shall have the following space and equipment: 3. Access to a shower; X 4. A secure vault or storage space for youth, valuables; X 5. Telephone accessible to youth; and X 6. Access to hot and cold running water for staff use. X 1230.1.2 Locked holding room. The holding rooms at this facility are pre- A locked holding room shall: 1998. Youth have access to the toilet, drinking fountain, sink, and shower in the X intake area. Boys and Girls Receiving are equipped to address youth needs as defined in regulation. 1. Contain a minimum of 15 square feet of floor area X per youth; 2. Provide no less than 45 square feet of floor space X and have a clear ceiling height of 8 feet or more; 3. Contain seating to accommodate all youth as X specified in Section 1230.2.8; 4. Be equipped with a toilet, wash basin, mirror and drinking fountain unless as specified in Section 1230.2, unless a procedure is in effect to give the X youth access to a toilet, wash basin and drinking fountain; 5. Maximize visual supervision of youth by staff; and X 6. Have an outward swinging or lateral sliding door. X 7587 7588 Santa Clara Probation JH SYTF PHY 23-24 - 1 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS 1230.1.3 Natural light. Outer-facing exterior windows where youth’s privacy is not at risk shall be provided in locked sleeping rooms, single occupancy sleeping rooms, double occupancy X sleeping rooms, dormitories and dayrooms. Natural light may be provided by, but is not limited to, skylights or windows in dayrooms, windows in adjacent exterior exercise areas, and in sleeping rooms and/or dormitories. 1230.1.4 Corridors X Corridors in living areas shall be at least eight feet wide. 1230.1.5 Living unit. There are four designated living units for A living unit shall be a self-contained unit containing SYTF and/or DJJ Returnees. We provided locked sleeping rooms, single and double occupancy X technical assistance that as SYTF units are sleeping rooms, or dormitories, dayroom space, toilet, remodeled for long-term stays, the population wash basins, drinking fountains and showers be combined as they are all SYTF court commensurate to the number of youth housed. commitments. A living unit shall not be divided in a way that hinders direct access, supervision, immediate intervention or X other action if needed. In juvenile halls, the number of youth housed in a living unit shall not exceed 30. 1230.1.6 Locked sleeping rooms. The agency has modified three living units Locked sleeping rooms shall be equipped with an and reduced the capacity of sleeping rooms individual or combination toilet, wash basin, mirror and to 18 in each of the three units by making X drinking fountain. double rooms (12) into single rooms. This reduced the RC for units A-1, A-2, and A-3 from 30 to 18 youths. Doors to locked sleeping rooms shall swing outward or X slide laterally. 1230.1.7 Single occupancy sleeping rooms. Single occupancy sleeping rooms shall provide the X following: 1. A minimum of 70 square feet of floor area; 2. A minimum ceiling height of eight feet; and, X 3. The door into this room shall swing outward or slide laterally and be provided with a view panel, a X minimum of 144 square inches, constructed of security glazing. 4. Contain a bed as specified in 1230.2.5. X 1230.1.8 Double occupancy sleeping rooms. The agency removed double rooms in units Double occupancy sleeping rooms shall provide the X A-1, A-2, and A-3 to single rooms. following: 1. A minimum of 100 square feet of floor area; 2. A minimum clear ceiling height of 8 feet and a X minimum width of 7 feet; and, 7587 7588 Santa Clara Probation JH SYTF PHY 23-24 - 2 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS 3. The door into this room shall swing outward or slide laterally and be provided with a view panel, a X minimum of 144 square inches, constructed of security glazing. 4. Contain a bed as specified in 1230.2.5. X 1230.1.9 Dormitories The last unit which falls under the pre-1998 Dormitories shall provide the following: regulations is B-7. There are no dorms at this 1. A minimum of 50 square feet of floor area per X facility. youth with the minimum size of a dormitory being 200 square feet of floor area and a minimum 8- foot clear ceiling height; 2. Designed for no fewer than four youth; X 3. Dormitories in juvenile halls shall be designed for X no more than 30 youth; 4. Camps shall conform to Items 1 and 2. X 1230.1.10 Dayrooms Dayrooms shall contain 35 square feet of floor area per X youth, contain tables and seating to accommodate the maximum numbers of youth allowed access at a given time. Access must be provided to toilets, wash basins, drinking fountains and showers as specified in Section X 1230.2. 1230.1.11 Physical activity and recreation areas. Indoor/outdoor physical activity and recreation areas shall be designed as follows: 1. Minimum indoor outdoor recreation space for X facility capacity: 40 or less is 9,000 square feet; 41-274 is 225 square feet per youth up to 61,650 square feet; 275 or more is 61,650 square feet, plus 145 square feet for each youth beyond 274 [up to a maximum of 87,120 square feet] 1.1 At least one quarter of the dedicated indoor/outdoor space shall be a paved or like X surface. 1.2 The required recreation area shall contain no X single dimension less than 40 feet. 2. A portion of the dedicated space for physical activity and recreation shall be out-of-doors and be Each unit has an outdoor recreation area off sufficient size and equipped in such a manner to allow the living unit but is not considered part of the X compliance with Title 15, Section 1371, which requires total outdoor recreation space available for all at least one hour per day of outdoor activity for each youth in the facility. detained youth. 3. Lighting of outdoor recreation areas shall be provided to allow for evening activities and to provide X security. 4. Access must be provided to a toilet, wash basin X and drinking fountain as specified in Section 1230.2. 1230.1.12 Academic classrooms. X There shall be a dedicated classroom space for every juvenile in every facility. 7587 7588 Santa Clara Probation JH SYTF PHY 23-24 - 3 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS The primary purpose for the academic classroom shall X be for education. Each academic classroom shall contain a minimum of 160 square feet of floor space for the teacher’s desk X and work area and a minimum of 28 square feet of floor space per minor. A communication system shall be provided in each classroom to allow for immediate response to X emergencies. The classroom shall be designed for a maximum of 20 X minors. There shall be space available in every juvenile facility that may be used for specialized, one-on-one or small X group educational purposes. 1230.1.13 Safety room. There are no safety rooms at this facility. A safety room shall: X 1. Contain a minimum of 48 square feet of floor area and a minimum clear ceiling height of 8 feet; 2. Be limited to one youth; X 3. Be padded as specified in Section 1230.2.7; X 4. Provide one or more vertical view panels constructed of security glazing. These view panels shall be no more than 4 inches wide nor less than 24 X inches long, which shall provide a view of the entire room; 5. Provide an audio monitoring system as specified X in Section 1230.1.22; 6. Contain a flushing ring toilet, capable of accepting solid waste, mounted flush with the floor, the controls X for which must be located outside of the room; 7. Be equipped with a variable intensity, security- type lighting fixture with controls located outside the X room; 8. Any wall or ceiling-mounted devices must be designed to prohibit access to the youth occupant; X and, 9. Provide a food pass with lockable shutter, no more than 4 inches high, and located between 26 inches X and 32 inches as measured from the bottom of the food pass to the floor. 1230.1.14 Medical examination room. X There must be a minimum of one suitably equipped medical examination room in every juvenile facility. Medical examination rooms shall provide the following: 1. Space for carrying out routine medical X examinations and emergency care and used for no other purpose; 2. Privacy for youth; X 3. Lockable storage space for medical supplies; X 4. Not less than 144 square feet of floor space with X no single dimension less than 7 feet; 5. Hot and cold running water; X 7587 7588 Santa Clara Probation JH SYTF PHY 23-24 - 4 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS 6. Smooth, nonporous, washable surface; X 7. A medical exam table; and, X 8. Adequate lighting. X 1230.1.15 Pharmaceutical storage. Provide lockable storage space for medical supplies X and pharmaceutical preparations as specified by Title 15, Section 1438. 1230.1.16 Dining areas. A new kitchen was completed in 2018, Dining areas in juvenile facilities shall contain a allowing for up to six units to dine together. minimum of 15 square feet of floor space and sufficient X The facility limits the total number of youth in tables and seating for each person being fed. this area to three living units at any given time. Persons being fed include youth, staff and visitors. X Dining areas shall not contain toilets or showers in the X same room without appropriate visual barrier. 1230.1.17 Visiting space. Space shall be provided in all juvenile facilities for in- X person visiting which shall be unobstructed by barriers such as, but not limited to, security glazing for mesh. 1230.1.18 Institutional storage. One or more storage rooms shall be provided to X accommodate a minimum of 80 cubic feet of storage space per minor. Items to be stored shall be institutional clothing, X bedding, supplies and activity equipment. 1230.1.19 Personal storage. Each youth in a juvenile facility shall be provided with X a minimum of 9 cubic feet of secure storage space for personal clothing and belongings. 1230.1.20 Safety equipment storage. In all juvenile facilities, a secure area shall be provided X for the storage of safety equipment, such as fire extinguishers, self-contained breathing apparatus, wire and bar cutters, emergency lights, etc. 1230.1.21 Janitorial closet. In all juvenile facilities, at least one securely lockable X janitorial closet, containing a mop sink and sufficient area for the storage of cleaning implements, must be provided within a security area of the facility. 1230.1.22 Audio monitoring system. The agency completed significant audio and In safety rooms, locked holding rooms, locked video upgrades in 2020, with all 240 sleeping rooms, single and double occupancy rooms X camera/video views available for real-time and dormitories, there must be an audio monitoring and post-incident review. system capable of actuation by the minor that alerts personnel. 7587 7588 Santa Clara Probation JH SYTF PHY 23-24 - 5 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS 1230.1.23 Emergency power. There shall be a source of emergency power in all juvenile facilities capable of providing minimal lighting X in all living units, activities areas, corridors, stairs and central control points, and to maintain fire and life safety, security, communications and alarm systems (Title 24, Part 2, Chapter 27). Such an emergency power source shall conform to the requirements specified in Title, 24, Part 3, Article 700, X California Electrical Code, California Code of Regulations. 1230.1.24 Confidential interview room. X Confidential interview rooms shall contain a minimum of 60 square feet of floor area. In juvenile halls there shall be a minimum of one X suitably furnished interview room for each 30 youth. In camps there shall be a minimum of one suitably X furnished interview room for each facility. This interview room shall provide for confidential X consultations with youth. 1230.1.25 Special-purpose juvenile halls. This is not a SPJH. Special-purpose juvenile halls shall conform to all X minimum standards for juvenile facilities contained in this section with the following exceptions: 1. Physical activity and recreation areas as specified X in Section 1230.1.11; 2. Academic classrooms as specified in Section X 1230.1.12; 3. Medical examination room as specified in Section X 1230.1.14; and, 4. Dining areas as specified in Section 1230.1.16. X 1230.1.26 Court holding room for youth. There are no court-holding rooms at this A court holding room shall: X facility. 1. Contain a minimum of 10 square feet of floor area per youth; 2. Be limited to no more than 16 youth; X 3. Provide no less than 40 square feet of floor area X and have a ceiling height of 8 feet or more; 4. Contain seating to accommodate all youth as X specified in Section 1230.2.8; 5. Contain a toilet, wash basin and drinking fountain X as specified in Section 1230.2; 6. Maximize visual supervision of youth by staff; and, X 7. A mirror of material appropriate to the level of security shall be provided as specified in Section X 1230.2.11. 1230.1.27 Programs and activity areas. All juvenile facilities shall include adequate space for X specific programs in addition to recreation and exercise areas. 7587 7588 Santa Clara Probation JH SYTF PHY 23-24 - 6 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS 1230.2.1 Toilets/urinals. All toilet areas shall provide privacy for the youth and X help reduce the risk of voyeurism without mitigating staff’s ability to supervise. Toilets must be available in a ratio to youth as follows: X 1. Juvenile halls 1:6; 2. Camps 1:10; and X 3. Locked holding rooms 1:8: X One toilet and one urinal may be substituted for every X 15 males. 1230.2.2 Wash basins. In living units, wash basins must be available in a ratio X to youth as follows: 1. Juvenile halls 1:6; 2. Camps 1:10; and X 3. Locked holding rooms 1:8: X Wash basis must be provided with hot and cold or X tempered water. 1230.2.3 Drinking fountains. In living areas and indoor and outdoor recreation X areas, drinking fountains must be accessible to youth and to staff. 1. The drinking fountain bubbler shall be on an angle which prevents waste water from flowing over the X drinking bubbler; and, 2. The water flow shall be actuated by a mechanical X means. 1230.2.4 Showers. Shower areas shall provide privacy for the youth and X help reduce the risk of voyeurism without mitigating staff’s ability to supervise. Showers shall be available to all youth on a ratio of at least one shower or bathtub to every six youth. X Showers shall be provided with tempered water. 1230.2.5 Beds. X Beds shall be at least 30 inches wide and 76 inches long and be of the solid bottom type. Beds shall be at least 12 inches off the floor and X spaced no less than 36 inches apart Bunk beds must have no less than 33 inches vertically X between the solid bottoms. In secure facilities, the bunks shall be securely X anchored and flushed against the floor and/or wall. 1230.2.6 Lighting. Lighting in locked sleeping rooms, single occupancy X rooms, double occupancy rooms, dormitories, day rooms and activity areas shall provide not less than 20 foot candles of illumination at desk level. 7587 7588 Santa Clara Probation JH SYTF PHY 23-24 - 7 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS Night lighting is required in these areas to provide for good visibility for supervision and be conducive to X sleep. 1230.2.7 Padding. There are no safety rooms at this facility. Padding in safety rooms, padding shall cover the X entire floor, door, walls and everything on walls to a clear height of eight feet. Benches or platforms are not to be placed on the floor X of this room. All padded rooms must be equipped with a tamper resistant fire sprinkler as approved by the State Fire X Marshal. All padding must be: X 1. Approved for use by the State Fire Marshal; 2. Nonporous to facilitate cleaning; X 3. At least 112 inch thick; X 4. Of a unitary or laminated construction to prevent its destruction by teeth, hand tearing or small metal X objects; 5. Firmly bonded to all padded surfaces to prevent X tearing or ripping; and, 6. Without any exposed seams susceptible to tearing X or ripping. 1230.2.8 Seating. X Seating shall be designed for the level of security. When bench seating is used, 18 inches of bench is X seating for one person. 1230.2.9 Weapons lockers. The weapons locker is located off the Weapons lockers are required in all secure juvenile X sallyport in the booking area of the facility. facilities and shall be located outside the secure area of the facility. Weapons lockers shall be equipped with individual X compartments, each with an individual locking device. 1230.2.10 Security glazing. Security glazing shall comply with the minimum requirements of one of the following test standards: American Society for Testing and Materials, ASTM F X 1233-98, Class III glass, or; California Department of Corrections, CDC 860-94d, Class C glass or; H.P. White Laboratory, Inc., HPW-TP-0500.02, Forced Entry Level III. 1230.2.11 Mirrors. A mirror of a material appropriate to the level of X security must be provided near each wash basin specified in these regulations. 7587 7588 Santa Clara Probation JH SYTF PHY 23-24 - 8 - J456 PHY 98 01 03 09 14 18 dot JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS Board of State and Community Corrections PROCEDURES CHECKLIST1 BSCC Code: 7593 FACILITY NAME: William James Ranch FACILITY TYPE: Camp PERSON(S) INTERVIEWED: Nick Birchard, Chief Probation Officer; Alex Villa, Deputy Chief Probation Officer; Marc Utsey, Program Manager; Elsa Jennings, Program Manager; Kevin Cooper, Probation Manager – FAF; Erika Vasquez, Quality Systems Supervisor; Sal Heredia, Supervisor – Living Units; Hai Nguyen, Supervisor – SYTF; Marmet Williams, Supervisor – Treatment and Aftercare; Donna Amaro, Quality Systems Probation Counselor; Ana Zarate, Probation Counselor; Veronica Robles, Santa Clara County Behavioral Health Manager II; Mayra Flores, SCCBH, Clinician Supervisor; Mark Camileri, Principal Blue Ridge School – SCOE; Kevin Cooper, Manager - Facility and Fleet Services; Henry Holquin, Food Services; Luengfaong Le, RN-Clinical Supervisor; Ruby Collado, RN; Youth: Jonathan, age 19; Dominic, age 18; David, age 16; Damato (LN-Female), age 19; Santos, age 22. FIELD REPRESENTATIVE: Elizabeth Gong DATE: November 13-15, 2023 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1313 COUNTY INSPECTION AND EVALUATION OF BUILDING AND GROUNDS Policy: 107.3.1 (a) – (f) State-required inspections pursuant to 1313 On an annual basis, or as otherwise required by law, each juvenile facility administrator shall obtain a ☒ ☐ ☐ documented inspection and evaluation from the July 25, 2022 following: June 16, 2023 (a) county building inspector or person designated by the Board of Supervisors to approve building safety; (b) fire authority having jurisdiction, including a fire clearance as required by Health and Safety Code Section July 25, 2022 13146.1(a) and (b); June 1, 2023 ☒ ☐ ☐ The 2023 Fire Inspection has two pending corrections. The agency will update when corrected. (c) local health officer, inspection in accordance with Health and Safety Code Section 101045; Environmental Health, Medical/Mental Health, and Nutritional Health Inspections ☒ ☐ ☐ completed on the same date: October 19, 2022 September 13, 2023 1 This document is intended for use as a tool during the 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 Local Facilities, Division 1, Chapter 1, Subchapter 5 for the complete list and text of regulations. 7593 Santa Clara William James Ranch CAMP PRO 23-24 1 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) county superintendent of schools on the adequacy of educational services and facilities as required in Section ☒ ☐ ☐ April 19, 2022 1370; April 21, 2023 (e) juvenile court as required by Section 209 of the Welfare and Institutions Code; and, The Juvenile Presiding Judge from Santa Clara County, L. Michael Clark, has designated the Santa Clara JJC to complete ☒ ☐ ☐ the Court Inspection of the James Ranch Facility. Although the 2023 JJPDC report is incomplete, they were on site on September 28, 2023. The 2022 Inspection was delivered to the agency on July 18, 2023. (f) the Juvenile Justice Commission as required by Section 229 of the Welfare and Institutions Code or November 2022 (2021 Inspection) Probation Commission as required by Section 240 of the July 18, 2023 (2022 Inspection) Welfare and Institutions Code. The JJPDC continues to inspect the Santa Clara Juvenile Facilities on a fiscal year ☒ ☐ ☐ basis. We spoke with Commission Chair Steve Betts who indicated the 2023 Inspection of James Ranch was completed but the JJC Report is not done and will not likely be completed/approved by the Commission until their January 2024 meeting. They were on-site at James Ranch on September 28, 2023. 1320 APPOINTMENT AND QUALIFICATIONS Chief Probation Officer Nick Birchard BSCC Note: Compliance with this section is determined completed a memorandum outlining by receipt of the Chief Probation Officer’s certification compliance with this regulation, dated letter confirming that all elements of regulation are met. October 10, 2023. 100.3 Appointment Requirements Procedure All: 102.2 (a) Appointment ☒ ☐ ☐ In each juvenile facility there shall be a superintendent, director or facility manager in charge of its program and employees. Such superintendent, director, facility manager and other employees of the facility shall be appointed by the facility administrator pursuant to applicable provisions of law. (b) Employee Qualifications Each facility shall: Administration Policy 505.4 (a) (1) recruit and hire employees who possess ☒ ☐ ☐ knowledge, skills and abilities appropriate to their job classification and duties in accordance with applicable civil service or merit system rules; 7593 Santa Clara William James Ranch CAMP PRO 23-24 2 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) require a medical evaluation and physical examination including tuberculosis screening test and Administration Policy 505.4 (i) evaluation for immunity to contagious illnesses of ☒ ☐ ☐ childhood (i.e., diphtheria, rubeola, rubella, and mumps); (3) adhere to the minimum standards for the selection and training requirements adopted by the Board ☒ ☐ ☐ Administration Policy 505.7.1 pursuant to Section 6035 of the Penal Code; and (4) conduct a criminal records review, on each new employee, and psychological examination in Administration Policy 505.4 (g) ☒ ☐ ☐ accordance with Section 1031 of the Government Code. (c) Contract personnel, volunteers, and other non- employees of the facility, who may be present at the Section 13 PREA facility, shall have such clearance and qualifications as ☒ ☐ ☐ may be required by law, and their presence at the facility shall be subject to the approval and control of the facility manager. 1321 STAFFING Each juvenile facility shall: (a) have an adequate number of personnel sufficient to 215.1 Staffing Plan: Purpose and Scope carry out the overall facility operation and its programming, to provide for safety and security of youth 215.3.1 (a) and staff, and meet established standards and Procedure All: 215.2 regulations; ☒ ☐ ☐ James Ranch has two Probation Division Managers, six Supervising Probation Counselors (two vacant), 65 Probation Counselors/Probation Assistants (four vacant); and 28 Extra Help Probation Counselors/Assistants. Eight EH staff are completing JCO Core in January 2024. (b) ensure that no required services shall be denied because of insufficient numbers of staff on duty absent ☒ ☐ ☐ 215.3.1 (a) exigent circumstances; (c) have a sufficient number of supervisory level staff to ensure adequate supervision of all staff members; ☒ ☐ ☐ 215.3.1 (b). 7593 Santa Clara William James Ranch CAMP PRO 23-24 3 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) have a clearly identified person on duty at all times who is responsible for operations and activities and has ☒ ☐ ☐ 215.3.1 (c) completed the Juvenile Corrections Officer Core Course and PC 832 training; (e) have at least one staff member present on each living unit whenever there are youth in the living unit; ☒ ☐ ☐ 215.3.1 (d) (f) have sufficient food service personnel relative to the number and security of living units, including staff 900 Food Services qualified and available to: plan menus meeting nutritional requirements of youth; provide kitchen supervision; direct food preparation and servings; conduct related training programs for culinary staff; and maintain necessary There is a Probation Manager who oversees records; or, a facility may serve food that meets nutritional Food Services, Laundry, and Material standards prepared by an outside source; Supplies (warehouse) for the juvenile ☒ ☐ ☐ facilities. At James Ranch, there is one Lead Correctional Cook, three Correctional Cooks, three Food Services Workers, two Laundry Workers, and one Material Support Specialist on-site. None of these staff are responsible for youth supervision. (g) have sufficient administrative, clerical, recreational, medical, dental, mental health, building maintenance, 215.3 Bullet 8 transportation, control room, facility security and other support staff for the efficient management of the facility, 510.5 and to ensure that youth supervision staff shall not be ☒ ☐ ☐ diverted from supervising youth; and, Education, Behavioral Heath, and Medical staff on site are not responsible for youth supervision duties. (h) assign sufficient youth supervision staff to provide continuous wide awake supervision of youth, subject to 215.3.1 (f) temporary variations in staff assignments to meet special program needs. Staffing shall be in compliance with a 510 Supervision of Youth minimum youth-staff ratio for the following facility types: 510.3 ¶ 2 ☒ ☐ ☐ The agency has sufficient youth supervision staff and Probation Counselors, to meet the regulations. (1) Juvenile Halls (A) during the hours that youth are awake, one ☐ ☐ ☒ wide-awake youth supervision staff member on duty for each 10 youth in detention; 7593 Santa Clara William James Ranch CAMP PRO 23-24 4 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (B) during the hours that youth are confined to 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 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 member on duty who is the same gender as youth housed in ☐ ☐ ☒ the facility. (E) personnel with primary responsibility for 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. (2) Special Purpose Juvenile Halls (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 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 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 member on duty who is the same gender as youth housed in ☐ ☐ ☒ the facility. (E) personnel with primary responsibility for 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. 7593 Santa Clara William James Ranch CAMP PRO 23-24 5 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) Camps (A) during the hours that youth are awake, one 510.3 ¶ 4 wide-awake youth supervision staff member on duty for each 15 youth in the camp population; ☒ ☐ ☐ The agency staffs the juvenile facilities to PREA standards which is 1:8 during waking hours. (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide-awake 510.3 ¶ 4 youth supervision staff member on duty for each 30 youth present in the facility; ☒ ☐ ☐ The agency staffs the juvenile facilities to PREA standards which is 1:16 during sleeping hours. (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the 510.3 ¶ 5 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 member on duty who is the same gender as youth housed in ☒ ☐ ☐ 510.3 ¶ 5 the facility; (E) in addition to the minimum staff to youth ratio required in (h)(3)(A)-(B), consideration shall be James Ranch has nine dorms which can given to the size, design, and location of the camp; house 12 youth each. There are two staff on types of youth committed to the camp; and the ☒ ☐ ☐ duty in each pod during waking hours and one staff at night. While on-site, six of the function of the camp in determining the level of nine dorms are housing youth. supervision necessary to maintain the safety and welfare of youth and staff; (F) personnel with primary responsibility for other duties such as administration, supervision of 510.3.1 personnel, academic or trade instruction, clerical, ☒ ☐ ☐ farm, forestry, kitchen or maintenance shall not be classified as youth supervision staff positions. 7593 Santa Clara William James Ranch CAMP PRO 23-24 6 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1322 YOUTH SUPERVISION STAFF ORIENTATION AND TRAINING 300 New Staff Member Orientation (a) Prior to assuming any responsibilities each youth supervision staff member shall be properly oriented to 300.3 New Youth Supervision Staff their duties, including: Orientation (1) youth supervision duties; 301.4 Annual Required Training 302.5.2 Procedure All: 300.2 ☒ ☐ ☐ Chief Probation Officer Nick Birchard provided a Memorandum dated October 10, 2023, outlining compliance with this regulation. The agency has a significant training regimen to ensure new and veteran staff are trained in the regulations, agency policies, and program opportunities provided to youth. (2) scope of decisions they shall make; ☒ ☐ ☐ 300.3 Bullet 13 300.3 Bullets 7 and 8 (3) the identity of their supervisor; ☒ ☐ ☐ 302.5.2 (4) the identity of persons who are responsible to them; ☒ ☐ ☐ 300.3 Bullet 13 (5) persons to contact for decisions that are beyond their responsibility; and ☒ ☐ ☐ 300.3 Bullet 8 (6) ethical responsibilities. 300.3 Bullet 2 ☒ ☐ ☐ 512.1 ¶ 2 7593 Santa Clara William James Ranch CAMP PRO 23-24 7 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Prior to assuming any responsibility for the supervision of youth, each youth supervision staff ☒ ☐ ☐ 300.3.1 member shall receive a minimum of 40 hours of facility- specific orientation, including: (1) individual and group supervision techniques; ☒ ☐ ☐ 300.3.1 Bullet 1 (2) regulations and policies relating to discipline and rights of youth pursuant to law and the provisions of ☒ ☐ ☐ 300.3.1 Bullet 2 this chapter; (3) basic health, sanitation and safety measures; ☒ ☐ ☐ 300.3.1 Bullet 3 (4) suicide prevention and response to suicide ☒ ☐ ☐ 300.3.1 Bullet 4 attempts (5) policies regarding use of force, de-escalation techniques, chemical agents, mechanical and ☒ ☐ ☐ 300.3.1 Bullet 5 physical restraints; (6) review of policies and procedures referencing ☒ ☐ ☐ 300.3.1 Bullet 10 trauma and trauma-informed approaches; (7) procedures to follow in the event of emergencies; ☒ ☐ ☐ 300.3.1 Bullet 6 (8) routine security measures, including facility ☒ ☐ ☐ 300.3.1 Bullet 11 perimeter and grounds; (9) crisis intervention and mental health referrals to ☒ ☐ ☐ 300.3.1 Bullet 7 mental health services; (10) documentation; and ☒ ☐ ☐ 300.3.1 Bullet 8 7593 Santa Clara William James Ranch CAMP PRO 23-24 8 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (11) fire/life safety training ☒ ☐ ☐ 300.3.1 Bullet 9 (c) Prior to assuming sole supervision of youth, each youth supervision staff member shall successfully 300.3.1 Bullet 12 complete the requirements of the Juvenile Corrections ☒ ☐ ☐ Officer Core Course pursuant to Penal Code Section 6035. (d) Prior to exercising the powers of a peace officer youth supervision staff shall successfully complete training ☒ ☐ ☐ 300.3.1 Bullet 13 pursuant to Section 830 et seq. of the Penal Code. 1323 FIRE AND LIFE SAFETY Whenever there is a youth in a juvenile facility, there shall 300.2.2 be at least one wide awake person on duty at all times who meets the training standards established by the 404.6 ¶ 2 Board for general fire and life safety which relate Procedure: 300.2.2 (k) specifically to the facility. ☒ ☐ ☐ All youth supervision staff receive this training in Youth Supervision Core Training. 1324 POLICY AND PROCEDURES MANUAL All facility administrators shall develop, publish, and 103.3 ¶ 2 Manual Review implement a manual of written policies and procedures that address, at a minimum, all regulations that are 103.5 Distribution of Manual applicable to the facility. Such a manual shall be made 107.4 (b) available to all employees, reviewed by all employees, and shall be administratively reviewed at a minimum every two years, and updated, as necessary. Those records relating to the standards and requirements set ☒ ☐ ☐ The agency has moved policies and procedures to the Lexipol System, except for forth in these regulations shall be accessible to the Board several high-risk regulations that required on request. more detail, specificity, and training before The manual shall include: full implementation. Those regulations are memorialized in this checklist and continue to be trained to staff based on the former comprehensive policies. (a) table of organization, including channels of communications and a description of job classifications; 100 Organizational Structure ☒ ☐ ☐ 100.4 100.5 7593 Santa Clara William James Ranch CAMP PRO 23-24 9 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) responsibility of the probation department, purpose of programs, relationship to the juvenile court, the Juvenile 100 Justice/Delinquency Prevention Commission or ☒ ☐ ☐ Probation Committee, probation staff, school personnel and other agencies that are involved in juvenile facility programs; (c) responsibilities of all employees; ☒ ☐ ☐ 100.8 (d) initial orientation and training program for employees; 300 ☒ ☐ ☐ 302 (e) initial orientation, including safety and security issues and anti-discrimination policies, for support staff, contract ☒ ☐ ☐ 307 employees, school, mental/behavioral health and medical staff, program providers and volunteers; (f) maintenance of record-keeping, statistics and communication system to ensure: 204 Records Retention and Release ☒ ☐ ☐ 217 Custody Records (1) efficient operation of the juvenile facility; ☒ ☐ ☐ 201.1 101 Authority and Legal Assistance (2) legal and proper care of youth; ☒ ☐ ☐ 213.5 217.3.1 (e) (3) maintenance of individual youth's records; ☒ ☐ ☐ 217.3.2 709.3 (k) 7593 Santa Clara William James Ranch CAMP PRO 23-24 10 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 217.3.2 (i) (4) supply of information to the juvenile court and ☒ ☐ ☐ those authorized by the court or by the law; and, 529.2.2 (f) 204.3 Custodian of Youth Records (5) release of information regarding youth. ☒ ☐ ☐ 206.4 Release of Records 709.3 (k) 300.3 Bullet 2 (g) ethical responsibilities; ☒ ☐ ☐ 512.1 709.1 103.2 ¶ 2 (h) trauma-informed approaches; ☒ ☐ ☐ 300.3.2 Bullet 10 (i) culturally responsive approaches; ☒ ☐ ☐ 103.2 ¶ 2 (j) gender responsive approaches; ☒ ☐ ☐ 103.2 ¶ 2 (k) a non-discrimination provision that provides that all youth within the facility shall have fair and equal access 604 Youth Non-Discrimination to all available services, placement, care, treatment, and benefits, and provides that no person shall be subject to discrimination or harassment on the basis of actual or perceived race, ethnic group identification, ancestry, ☒ ☐ ☐ The Non-Discrimination Policy is posted, national origin, immigration status, color, religion, gender, along with a copy of T15, in the living units. sexual orientation, gender identity, gender expression, mental or physical disability, or HIV status, including restrictive housing or classification decisions based solely on any of the above mentioned categories; 7593 Santa Clara William James Ranch CAMP PRO 23-24 11 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (l) storage and maintenance requirements for any chemical agents related security devices, and weapons 515 Management of Weapons and Control and ammunition, where applicable; ☒ ☐ ☐ Devices (m) establishment of procedures for collection of Medi- Cal eligibility information and enrollment of eligible youth; ☒ ☐ ☐ 501.6.4 and, (n) establishment of a policy that prohibits all forms of sexual abuse, sexual assault and sexual harassment. 304 Prison Rape Elimination Act (PREA) – The policy shall include an approach to preventing, Training detecting and responding to such conduct and any retaliation for reporting such conduct, as well as a ☒ ☐ ☐ 1300.5 provision for reporting such conduct by youth, staff or a third party. 1300.5.2 1300.6 1325 FIRE SAFETY PLAN The facility administrator shall consult with the local fire department having jurisdiction over the facility, or with the State Fire Marshal, in developing a plan for fire safety 400.3 Emergency Response Plan ☒ ☐ ☐ which shall include, but not be limited to: 404 Fire Safety (a) a fire prevention plan to be included as part of the 404.3 (a) manual of policy and procedures; Procedure All: 404 (b) monthly fire and life safety inspections by facility staff with two-year retention of the inspection record; 317.2 (j) 404.3 (b) and (c) 404.7 ¶ 3 ☒ ☐ ☐ Our review of the monthly fire and life safety inspections reveals a comprehensive evaluation of each pod, building, and space at JR. (c) fire prevention inspections as required by Health and Safety Code Section 13146.1(a) and (b); 404.3 (c) ☒ ☐ ☐ 404.7 7593 Santa Clara William James Ranch CAMP PRO 23-24 12 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) an evacuation plan; 404.3 (d) ☒ ☐ ☐ In the event of a full facility evaluation, JR would move the youth to the Juvenile Hall. (e) documented fire drills not less than quarterly; 404.3 (e) We reviewed the agency’s Fire Drills/Evacuation Drills from January 2022 to October 2023 and found the agency exceeds ☒ ☐ ☐ regulations by completing drills monthly. The facility is surrounded by trees and vegetation and is in a semi-rural surrounded to the west by residential houses. The frequency of the drills ensures muscle memory of the unit responsibilities of staff and youth. (f) a written plan for the emergency housing of youth in the case of fire; and, ☒ ☐ ☐ 404.3 (f) (g) development of a fire suppression pre-plan in cooperation with the local fire department. 404.3 Fire Suppression Pre-Plan ☒ ☐ ☐ 404.3 (g) 1326 SECURITY REVIEW Each facility administrator shall develop policies and 102.5 (f) procedures to annually review, evaluate, and document security of the facility. The review and evaluation shall Procedure: 208.3 include internal and external security, including, but not limited to, key control, equipment, and staff training. ☒ ☐ ☐ A Security Review Memorandum was completed by Program Manager Elsa Jennings, dated October 1, 2023, outlining the internal security measures at JR are compliant. 7593 Santa Clara William James Ranch CAMP PRO 23-24 13 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1327 EMERGENCY PROCEDURES The facility administrator shall develop facility-specific ☒ ☐ ☐ 400 policies and procedures for emergencies that shall include, but not be limited to: Procedure All: 400.3 400.3 (a) – (c) 400.6 Disturbances 400.8 Hostages (a) escape, disturbances, and the taking of hostages; ☒ ☐ ☐ 400.9 Escapes 412 Critical Incidents - JR 540 Escapes - JR 400.3 (d) and (i) 400.7 Riots (b) civil disturbance, active shooter and terrorist ☒ ☐ ☐ attack; 400.10 Civil Disturbances 411 Active Shooter 400.3 (e) (c) fire and natural disasters; ☒ ☐ ☐ 404 Fire 413 Natural Disasters - JR 400.3 (f) 405 Emergency Power and Communication (d) periodic testing of emergency equipment; ☒ ☐ ☐ 405.5 414 Emergency Medical Equipment 7593 Santa Clara William James Ranch CAMP PRO 23-24 14 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 400.12 Emergency Housing of Youth 406 Emergency Evacuation (e) emergency evacuation of the facility; and ☒ ☐ ☐ James Ranch youth would be evacuated to Juvenile Hall or if unavailable, to the Santa Clara County Jail. 400.13 Review of Emergency Procedures 400.14 Training Probation Manager Elsa Jennings completed (f) a program to provide all youth supervision staff ☒ ☐ ☐ an Emergency Review Memorandum dated with an annual review of emergency procedures. November 1, 2023, outlining JR staff must submit an acknowledgment form annually verifying they have read and understand facility Emergency procedures. The printed roster verified staff completed the directive, except for those on a Leave of Absence. 7593 Santa Clara William James Ranch CAMP PRO 23-24 15 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1328 SAFETY CHECKS The facility administrator shall develop and implement 507 Youth Safety Checks policy and procedures that provide for direct visual observation of youth at a minimum of every 15 minutes, 507.3 at random or varied intervals during hours when youth Procedure: 507 are asleep or when youth are in their rooms, confined in holding cells or confined to their bed in a dormitory. Supervision is not replaced, but may be supplemented We reviewed the Safety Checks of each pod by, an audio/visual electronic surveillance system for the months of December 2022, January designed to detect overt, aggressive or assaultive 2023, and July 2023. The checks were behavior and to summon aid in emergencies. All safety consistently random and accompanied by a checks shall be documented with the actual time the Pod Log, detailing activities of the shift, and check is completed. any specific notes related to individual youth or unit movements. ☒ ☐ ☐ The Quality Systems Unit audits the Guard 1 Tracker safety checks by month. Late checks are highlighted, and an internal process occurs to address the reason for an inconsistent check. There were very few. We noted some youth/pods were transported to the JH in December 2022 due to quarantine. The agency provided JH safety sheets for those periods and the random and varied component was evident in the handwritten form. 7593 Santa Clara William James Ranch CAMP PRO 23-24 16 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1329 SUICIDE PREVENTION PLAN The facility administrator, in collaboration with the 707 Suicide Prevention and Intervention healthcare and behavioral/mental health administrators, shall plan and implement written policies and 707.3 Overview procedures which delineate a Suicide Prevention Plan. 707.4 Trauma-Informed The plan shall consider the needs of youth experiencing past or current trauma. Suicide prevention responses 707.5 Training shall be respectful and in the least invasive manner Procedure All: 707 consistent with the level of suicide risk. The plan shall include the following elements: ☒ ☐ ☐ Any youth displaying mental health conditions, or related suicidal statements, ideation, or behaviors are returned to JH for assessment. There have been no Suicide Attempts at JR; however, we reviewed one incident where a youth was returned to JH for behaviors and statements of self-harm. (a) Suicide prevention training as required in Section 1322, Youth Supervision Staff Orientation, and Training ☒ ☐ ☐ 707.3 (a) and the Juvenile Corrections Officer Core Course. (b) Screening, Identification Assessment and Precautionary Protocols 707.3.(b) (1) All youth shall be screened for risk of suicide at ☒ ☐ ☐ intake and as needed during detention. 707.6 (2) All youth supervision staff who perform intake processes shall be trained in screening youth for risk ☒ ☐ ☐ 707.5 of suicide. (3) All youth who have been identified during the intake screening process to be at risk of suicide shall ☒ ☐ ☐ 707.6 be referred to behavioral/mental health staff for a suicide risk assessment. 707.7 Referral Process (4) Precautionary protocols shall be developed to ensure the youth’s safety pending the ☒ ☐ ☐ 707.6.2 behavioral/mental health assessment. (c) Referral process to behavioral/mental health staff for assessment and/or services. ☒ ☐ ☐ 707.7 Referral Process 7593 Santa Clara William James Ranch CAMP PRO 23-24 17 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) Procedures for monitoring of youth identified at risk for suicide. ☒ ☐ ☐ 707.7.1 (e) Safety Interventions (1) Procedures to address intervention protocols for ☒ ☐ ☐ 707.6.2 youth identified at risk for suicide which may include, 707.7.2 but are not limited to: (A) Housing consideration ☒ ☐ ☐ 707.7.2 (b)(1) (B) Treatment strategies including trauma- informed approaches ☒ ☐ ☐ 707.7.3 (2) Procedures to instruct youth supervision staff how to respond to youth who exhibit suicidal 707.8 Communication and Information behaviors. ☒ ☐ ☐ Sharing (f) Communication (1) The intake process shall include communication 707.8 (b) with the arresting officer and family guardians ☒ ☐ ☐ regarding the youth’s past or present suicidal ideations, behaviors or attempts. (2) Procedures for clear and current information sharing about youth at risk for suicide with youth ☒ ☐ ☐ 707.8 (c) supervision, healthcare, and behavioral/mental health staff. (g) Debriefing of Critical Incidents Related to Suicides or Attempts 707.9 Debriefing of Critical Incidents Related (1) Process for administrative review of the ☒ ☐ ☐ to Suicide or Attempts circumstances and responses proceeding, during and after the critical incident. 707.9 (b) (2) Process for a debriefing event with affected ☒ ☐ ☐ 707.9 (c) staff. (3) Process for a debriefing event with affected youth. ☒ ☐ ☐ 707.9 (c) 7593 Santa Clara William James Ranch CAMP PRO 23-24 18 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (h) Documentation (1) Documentation processes shall be developed to ☒ ☐ ☐ 707.10 ensure compliance with this regulation Youth identified at risk for suicide shall not be denied the opportunity to participate in facility programs, services 707.7.3 (b) and activities which are available to other non-suicidal youth, unless deemed necessary for the safety of the ☒ ☐ ☐ youth or security of the facility. Any deprivation of programs, services or activities for youth at risk of suicide shall be documented and approved by the facility manager. 1340 REPORTING OF LEGAL ACTIONS Each facility shall submit to the Board a letter of 101.5 notification on each legal action, pertaining to conditions of confinement, filed against persons or legal entities ☒ ☐ ☐ responsible for juvenile facility operation. There are no pending legal actions at JR. 1341 DEATH AND SERIOUS ILLNESS OR INJURY OF A YOUTH WHILE DETAINED 207.4.3 Report of Death (1) Death of a Youth. (a) The facility administrator, in cooperation with 524 In-Custody Deaths the health administrator and the behavioral/mental 524.3 Mandatory Reporting health director, shall develop written policies and ☒ ☐ ☐ procedures in the event of the death of a youth while 525.3 Mandatory Reviews detained, which include notifications to necessary Procedure All: 524 parties, which may include the Juvenile Court, the parent, guardian or person standing in loco parentis and the youth’s attorney of record. (b) The health administrator, in cooperation with the facility administrator, shall develop written 524.1 policies and procedures to assure there is a medical and operational review of every in-custody death of 524.5 In-Custody Death Initial Review a youth. The review team shall include the facility ☒ ☐ ☐ administrator and/or facility manager, the health 525 In-Custody Death Review administrator, the responsible physician and other health care and supervision staff who are relevant to the incident. (c) The administrator of the facility shall provide to the Board a copy of the report submitted to the 524.3 Attorney General under Government Code Section ☒ ☐ ☐ 12525. A copy of the report shall be submitted to the Board within 10 calendar days after the death. 7593 Santa Clara William James Ranch CAMP PRO 23-24 19 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) Upon receipt of a report of the death of a youth from the administrator, the Board may within 30 523.4 calendar days inspect and evaluate the juvenile facility, jail, lockup or court holding facility pursuant ☒ ☐ ☐ 525.5 ¶ 2 to the provisions of this subchapter. Any inquiry made by the Board shall be limited to the standards and requirements set forth in these regulations. (2) Serious Illness or Injury of Youth. (a) The facility administrator, in cooperation with 524.3 ¶ 3 the health administrator, shall develop written 701.2.6 (h) Parents policies and procedures for the notification to necessary parties, which may include the Juvenile 701.2.6 (j) Court Court, the parent, guardian or person standing in loco parentis and the youth’s attorney of record in the ☒ ☐ ☐ 701.2.6 (o) Attorney case of a serious illness or injury of a youth. 700.3.1 (b) 14 705 808 Serious Illness or Injury - JR 1342 POPULATION ACCOUNTING Each juvenile facility shall submit required population ☒ ☐ ☐ 500 Population Management and profile survey reports to the Board within 10 working days after the end of each reporting period, in a format 500.3 Reports to be provided by the Board. 1343 JUVENILE FACILITY CAPACITY (EXCERPT) When the number of youth detained in a living unit of a 1101.3 juvenile facility exceeds its rated capacity for more than ☒ ☐ ☐ fifteen (15) calendar days in a month, the facility administrator shall provide a crowding report to the Board in a format provided by the Board. 7593 Santa Clara William James Ranch CAMP PRO 23-24 20 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1350 ADMITTANCE PROCEDURES The facility administrator shall develop and implement 501 Youth Admission written policies and procedures for admittance of youth that emphasize respectful and humane engagement 501.1 with youth, and reflect that the admission process may Procedure All: 501 be traumatic to youth who may have already experienced trauma. Policies shall be trauma-informed, culturally relevant, and responsive to the language and Admissions to JR must meet criteria and literacy needs of youth. In addition to the requirements acceptance via medical staff at JH before of Sections 1324 and 1430 of these regulations: being transported to the facility. Additionally, a Pre-Ranch Orientation by JR staff is completed to provide the Ranch Guidebook, an overview of facility rules, and other tenets of the program before arriving at the facility. Upon arrival, JR medical screens the youth to ensure there are no issues based on JR operations. Behavior Health, Morgan Hill ☒ ☐ ☐ staff, complete a Mental Health Assessment within 48 hours of arrival. The Quality Systems staff complete a PREA assessment screening within 72 hours of arrival. As part of the intake process, the admitting staff completes a Ranch Orientation which includes viewing the JR Orientation Video, and a review of the Ranch Guidebook. Upon completion, the youth is moved to the assigned Pod for an orientation from the Pod staff on what to expect in that specific living environment. Lastly, the JR staff completes a Parent Orientation with the youth and family to go over programming which will occur while the youth is there. The process is informative and tailored to meet the youth and family’s needs and expectations. (a) the admittance process shall include: (1) Access to two free phone calls within one hour of ☒ ☐ ☐ 501.9 admittance in accordance with the provisions of Welfare and Institution Code Section 627; 501.9.1 (2) Offer of a shower; ☒ ☐ ☐ 501.10 7593 Santa Clara William James Ranch CAMP PRO 23-24 21 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 501.8 (3) Documented secure storage of personal ☒ ☐ ☐ belongings; 534 Youth Storage (4) Offer of food upon arrival; ☒ ☐ ☐ 501.6.5 (5) Screening for physical and behavioral health and safety issues, intellectual or developmental ☒ ☐ ☐ 501.3 (f) disabilities; (6) Screening for physical and developmental disabilities in accordance with Sections 1329, 1413, ☒ ☐ ☐ 501.3 (g) and 1430 of these regulations; (7) Contact with Regional Center for the Developmentally Disabled for youth that are 502.3 Bullet 14 suspected of or identified as having a ☒ ☐ ☐ developmental disability, pursuant to Section 1413; 501.6 Last ¶ and, 502.3 Bullet 20 (8) Procedures consistent with Section 1352.5. ☒ ☐ ☐ 502.10 (b) juvenile hall administrators shall establish written criteria for detention that considers the least restrictive 501.3 (h) environment. ☒ ☐ ☐ 501.6.2 (c) juvenile camps and post-dispositional programs in juvenile halls shall develop policies and procedures that 501.6.3 advise the youth of the estimated length of stay, inform ☒ ☐ ☐ them of program guidelines and provide written screening criteria for inclusion and exclusion from the program. (d) juvenile halls shall develop policies and procedures that advise any committed youth of the estimated length ☒ ☐ ☐ 501.6.3 of his/her stay. 7593 Santa Clara William James Ranch CAMP PRO 23-24 22 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1350.5 SCREENING FOR THE RISK OF SEXUAL ABUSE 701.4 (j) Initial Screenings The facility administrator shall develop and implement written policies and procedures to reduce the risk of Procedure All: 502.5 sexual abuse by or upon youth. The policy shall require facility staff to assess each youth within 72 hours of admission based on the following information: Upon arrival at JR, Quality Systems/PREA staff complete a PREA Vulnerability ☒ ☐ ☐ Assessment within 72 hours. Additionally, as part of the intake to JR, youth respond to gender and sexual orientation questions as part of admission. This is completed in addition to the Gender Preference Form completed while the youth was at JH prior to a JR Commitment. (a) Prior sexual victimization or abusiveness; ☒ ☐ ☐ 502.3 Bullet 19 and 21 (b) Gender nonconforming appearance or manner; or identification as lesbian, gay or bisexual, transgender, ☒ ☐ ☐ 501.6 Bullet 2 queer or intersex, and whether the youth may, therefore, be vulnerable to sexual abuse; 502.3 Bullet 20 501.6 Bullet 9 (c) Current charges and offense history; ☒ ☐ ☐ 502.3 Bullet 4 and 6 501.6 Bullet 11 (d) Age; ☒ ☐ ☐ 502.3 Bullet 1 501.6 Bullet 20 (e) Level of emotional and cognitive development; ☒ ☐ ☐ 502.3 Bullet 7 501.6 Bullet 14 (f) Physical size and stature; ☒ ☐ ☐ 502.3 Bullet 3 7593 Santa Clara William James Ranch CAMP PRO 23-24 23 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 501.6 Bullet 20 and 23 (g) Mental illness or mental disabilities; ☒ ☐ ☐ 502.3 Bullet13 and 14 501.6 Bullet 20 (h) Intellectual or developmental disabilities; ☒ ☐ ☐ 502.3 Bullet 13 501.6 Bullet 20 (i) Physical disabilities; ☒ ☐ ☐ 502.3 Bullet 12 501.6 Bullet 2 (j) The youth’s perception of vulnerability; and, ☒ ☐ ☐ 502.3 Bullet 9 and 22 (k) Any other specific information about the individual youth that may indicate heightened needs for ☒ ☐ ☐ 502.3 ¶ 2 supervision, additional safety precautions, or separation from certain other youth. Staff shall ascertain this information through conversations with the youth during the admittance 501.6 process, medical and behavioral health screenings; ☒ ☐ ☐ during classification assessments; and by reviewing court records, case files, facility behavioral records, and other relevant documentation from the youth’s files. The facility administrator shall implement appropriate controls on the dissemination of information within the 217.5 facility relative to responses received pursuant to this ☒ ☐ ☐ assessment in order to ensure that sensitive information 502.3 Last Paragraph is not exploited to the youth’s detriment by staff or other youth. 7593 Santa Clara William James Ranch CAMP PRO 23-24 24 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1351 RELEASE PROCEDURES The facility administrator shall develop and implement 522 Releases written policies and procedures for release of youth from custody which provide for: Procedure All: 523 The facility has an involved release process depending if it is a planned release, Court ☒ ☐ ☐ release, or a temporary release on Furlough. Youth and parents are involved in transition planning with MDT meetings. While on-site, we witnessed youth transition planning with agency partners and the inclusion of parents and other families who will be a support for the youth. (a) verification of identity/release papers; ☒ ☐ ☐ 522.3 (a) and (b) (b) return of personal clothing and valuables; ☒ ☐ ☐ 522.3 (d) (c) notification to the youth's parents or guardian; ☒ ☐ ☐ 522.3 (l) (d) notification to the facility health care provider in accordance with Sections 1408 and 1437 of these ☒ ☐ ☐ 522.3 (m) regulations, for coordination with outside agencies; and, (e) notification of school staff; ☒ ☐ ☐ 522.3 (n) (f) notification of facility mental health personnel. ☒ ☐ ☐ 522.3 (m) The facility administrator shall develop and implement policies and procedures for post-disposition youth to 520.3 coordinate the provision of transitional and reentry ☒ ☐ ☐ services including, but not limited to, medical and 522.5 behavioral health, education, probation supervision and community-based services. 7593 Santa Clara William James Ranch CAMP PRO 23-24 25 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS The facility administrator shall develop and implement written policies and procedures for the furlough of youth 522.4 from custody. ☒ ☐ ☐ 541 Aftercare 1352 CLASSIFICATION The facility administrator shall develop and implement 502 Youth Classification written policies and procedures on classification of youth for the purpose of determining housing placement in the Procedure All: 502 facility. Such procedures shall: James Ranch completes a Housing Classification form for youth upon admission to determine appropriate Pod placement based on all factors in regulation. Currently, there are four Pods in use for JR Commitments, and youth are classified generally as Female, Younger Male Youth, ☒ ☐ ☐ General Population, and Graduates. Staff and supervisors may override a Pod designation to meet any special needs of youth. We reviewed numerous complete classification forms and found generally youth were assigned based on the above information. This was verified during our walk-through, in interviews with youth, and general observations of movement while on site. (a) provide for the safety of the youth, other youth, facility staff, and the public by placing youth in the 502.5 appropriate, least restrictive housing and program ☒ ☐ ☐ settings. Housing assignments shall consider the need for single, double or dormitory assignment or location within the dormitory; (b) consider facility populations and physical design of the facility; 502.5 ¶ 2 ☒ ☐ ☐ 502.8 7593 Santa Clara William James Ranch CAMP PRO 23-24 26 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) provide that a youth shall be classified upon admittance to the facility; classification factors shall 502.2.2 include, but not be limited to: age, maturity, sophistication, emotional stability, program needs, legal ☒ ☐ ☐ 502.5 Classification Upon Housing status, public safety considerations, medical/mental health considerations, gender and gender identity of the 502.7 Housing Assignments youth; (d) provide for periodic classification reviews, including provisions that consider the level of supervision and the ☒ ☐ ☐ 502.6.1 youth's behavior while in custody; and, (e) provide that facility staff shall not separate youth from the general population or assign youth to a single 502.5 ¶ 2 occupancy room based solely on the youth's actual or perceived race, ethnic group identification, ancestry, 502.7.2 ¶ 3 national origin, color, religion, gender, sexual orientation, gender identity, gender expression, mental ☒ ☐ ☐ or physical disability, or HIV status. This section does not prohibit staff from placing youth in a single occupancy room at the youth's specific request or in accordance with Title 15 regulations regarding separation. (f) facility staff shall not consider lesbian, gay, bisexual, transgender, questioning or intersex identification or ☒ ☐ ☐ 502.10 status as an indicator of likelihood of being sexually abusive. 1352.5 TRANSGENDER AND INTERSEX YOUTH. The facility administrator shall develop written policies 503 Transgender, Gender Non-Conforming, and procedures ensuring respectful and equitable ☒ ☐ ☐ and Intersex Youth treatment of transgender and intersex youth. The policies shall provide that: Procedure All: 503 (a) Facility staff shall respect every youth’s gender identity and shall refer to the youth by the youth’s 503.2 preferred name and gender pronoun, regardless of the youth’s legal name. Facilities may prohibit the use of ☒ ☐ ☐ 503.2 (a) 1 gang or slang names or names that otherwise compromise facility operations as determined by the facility manager or designee, and shall document any decision made on this basis. (b) Facility staff shall permit youth to dress and present themselves in a manner consistent with their gender ☒ ☐ ☐ 503.2 identity and shall provide youth with the institution’s clothing and undergarments consistent with their gender identity. 7593 Santa Clara William James Ranch CAMP PRO 23-24 27 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Facility staff shall house youth in the unit or room that best meets their individual needs and promotes their 502.10 ¶ 2 and 4 safety and well-being. Staff may not automatically house youth according to their external anatomy and shall ☒ ☐ ☐ document the reasons for any decision to house youth in a unit that does not match their gender identity. In making a housing decision, staff shall consider the youth’s preferences, as well as any recommendations from the youth’s health or behavioral health provider. (d) Facility administrators shall ensure that transgender and intersex youth have access to medical and ☒ ☐ ☐ 702.7 (f) behavioral health providers qualified to provide care and treatment to transgender and intersex youth. (e) Consistent with the facility’s reasonable and necessary security considerations and physical plant, 503.2 (a) 3 facility staff shall make every effort to ensure the safety ☒ ☐ ☐ and privacy of transgender and intersex youth when the youth are using the bathroom or shower, or dressing or undressing. Facility staff shall not conduct physical searches of any youth for the purpose of determining the youth’s 518.5 anatomical sex. Whenever feasible, the facility shall ☒ ☐ ☐ respect the youth’s preference regarding the gender of Procedure: 518.6 the staff member who conducts any search of the youth. 1353 ORIENTATION The facility administrator shall develop and implement 504 Youth Orientation written policies and procedures to orient a youth prior to placement in a living area. Both written and verbal 504.2 information shall be provided and supplemented with ☒ ☐ ☐ 1011.2 Program Expectations – JR video orientation if feasible. Provision shall be made to provide accessible orientation information to all detained Procedure All: 504 youth including those with disabilities, limited literacy, or English language learners. Orientation shall include information that addresses: (a) facility rules including contraband and searches and disciplinary procedures; 504.4 (a) ☐ ☐ ☐ 504.4 (t) (b) facility’s system of positive behavior interventions and supports, including behavior expectations, 504.4 (b) incentives that youth will receive for complying with ☒ ☐ ☐ facility rules, and consequences that may result when 1001.3 youth violate the rules of the facility; 7593 Santa Clara William James Ranch CAMP PRO 23-24 28 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) age appropriate information that explains the facility’s policy prohibiting sexual abuse and sexual ☒ ☐ ☐ 504.4 (n) harassment and how to report incidents or suspicions of sexual abuse or sexual harassment; (d) identification of key staff and their roles; ☒ ☐ ☐ 504.4 (v) (e) the existence of the grievance procedure, the steps that must be taken to use it, the youth’s right to be free ☒ ☐ ☐ 504.4 (e) of retaliation for reporting a grievance, and the name of the person or position designated to resolve the issue; (f) access to legal services and information on the ☒ ☐ ☐ 504.4 (i) court process; (g) access to routine and emergency health and mental ☒ ☐ ☐ 504.4 (f) health care; (h) access to education, religious services, and ☒ ☐ ☐ 504.4 (g), (j), and (q) recreational activities; (i) housing assignments; ☒ ☐ ☐ 504.4 (h) (j) opportunity for personal hygiene and daily showers including the availability of personal care items ☒ ☐ ☐ 504.4 (d) (k) rules and access to correspondence, visits and telephone use; ☒ ☐ ☐ 504.4 (c) (l) availability of reading materials, programming, and other activities; ☒ ☐ ☐ 504.4 (g) and (k) (m) facility policies on the use of force, use of restraints, chemical agents and room confinement; ☒ ☐ ☐ 504.4 (l), (m), and (w) 7593 Santa Clara William James Ranch CAMP PRO 23-24 29 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (n) immigration legal services; ☒ ☐ ☐ 504.4 (o) and (p) (o) emergencies including evacuation procedures; ☒ ☐ ☐ 504.4 (r) (p) non-discrimination policy and the right to be free from physical, verbal or sexual abuse and harassment by ☒ ☐ ☐ 504.4 (u) other youth and staff; (q) availability of services and programs in a language other than English if appropriate; 504.4 ¶ 2 ☒ ☐ ☐ 513 Limited English Proficiency Services (r) the process for requesting different housing, education, programming and work assignments; ☒ ☐ ☐ 504.4 (x) (s) a process for which parents/guardians receive information regarding the youth’s stay in the facility that 504.4 (y) at a minimum includes answers to frequently asked ☒ ☐ ☐ questions and provides contact information for the facility, medical, school and mental health; and, (t) a process by which youth may request access to Title 15 Minimum Standards for Juvenile Facilities. ☒ ☐ ☐ 504.4 (z) 7593 Santa Clara William James Ranch CAMP PRO 23-24 30 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1354 SEPARATION The facility administrator shall develop and implement 502.7.1 Separation written policies and procedures that address: 609 Separation – JR Procedure All: 609 Because of the Pod setting, youth rarely Separate from any activities in the program. Voluntary separation or declining participation in the activity, program, exercise, or school are dealt with via a counseling session, with the youth generally ☒ ☐ ☐ returning to the event within a short period. Youth who need more counsel to generate involvement are moved to the interview room in the Administrative Building where they are involved in a session with supervising staff. They discuss the reason for not engaging and the impact it could have on promotions in their overall program. This is relatively rare according to the Quality Systems staff, who will begin tracking these events moving forward. (a) separation of youth for reasons that include, but are not be limited to, medical and mental health conditions, 502.7.2 assaultive behavior, disciplinary consequences and protective custody. ☒ ☐ ☐ 502.7.3 609.2 (b) 1-5 (b) consideration of positive youth development and trauma-informed care. 502.7.2 ¶ 1 ☒ ☐ ☐ 609.2 (d) 1 (c) separated youth shall not be denied normal privileges available at the facility, except when 502.7.2 ¶ 2 necessary to accomplish the objective of separation. ☒ ☐ ☐ 609.2 (e) 7593 Santa Clara William James Ranch CAMP PRO 23-24 31 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) when the objective of the separation is discipline, Title 15 Section 1390 shall apply. 502.7.2 ¶ 1 ☒ ☐ ☐ 609.2 (e) (e) when separation results in room confinement, the separation shall occur in accordance with Welfare and 606.3 Institutions Code Section 208.3 and Section 1354.5 of these regulations. 609.2 (f) ☐ ☐ ☒ There is no room confinement at JR. (f) policies and procedures shall ensure a daily review of separated youth to determine if separation remains 502.7.2 ¶ 4 necessary. ☒ ☐ ☐ 609.2 (g) 2 1354.5 ROOM CONFINEMENT (a) The facility administrator shall develop and There is no room confinement at JR. implement written policies and procedures addressing the confinement of youth in their room that are ☐ ☐ ☒ consistent with Welfare and Institutions Code Section 208.3. The placement of a youth in room confinement shall be accomplished in accordance with the following guidelines: (1) Room confinement shall not be used before other, less restrictive, options have been 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 purposes of punishment, coercion, convenience, or ☐ ☐ ☒ retaliation by staff. (3) Room confinement shall not be used to the extent that it compromises the mental and physical health ☐ ☐ ☒ of the youth. (b) A youth may be held up to four hours in room confinement. After the youth has been held in room ☐ ☐ ☒ confinement for a period of four hours, staff shall do one or more of the following: (1) Return the youth to general population. ☐ ☐ ☒ (2) Consult with mental health or medical staff. ☐ ☐ ☒ 7593 Santa Clara William James Ranch CAMP PRO 23-24 32 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) Develop an individualized plan that includes the goals and objectives to be met in order to reintegrate ☐ ☐ ☒ the youth to general population. (4) If room confinement must be extended beyond ☐ ☐ ☒ four hours, staff shall do each of the 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 includes the goals and objectives to be met in order to ☐ ☐ ☒ integrate the youth to general population. (C) Obtain documented authorization by the facility superintendent or his or her designee ☐ ☐ ☒ every four hours thereafter. (5) This section is not intended to limit the use of single-person rooms or cells for the housing of youth ☐ ☐ ☒ in juvenile facilities and does not apply to normal sleeping hours. (6) This section does not apply to youth or wards in ☐ ☐ ☒ court holding facilities or adult facilities. (7) Nothing in this section shall be construed to conflict with any law providing greater or additional ☐ ☐ ☒ protections to youth. (8) This section does not apply during an extraordinary emergency circumstance that 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 placed in a locked cell or sleeping room to treat 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. 7593 Santa Clara William James Ranch CAMP PRO 23-24 33 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1355 INSTITUTIONAL ASSESSMENT AND PLAN The facility administrator shall develop and implement 505 Case Management written policies and procedures for assessment and case planning. 536 MDT Meetings ☒ ☐ ☐ 537 Individual Service Plans Procedure All: 537 (a) Assessment: The assessment is based on information collected 505.3 ¶ 3 during the admission process with periodic review, which includes the youth's risk factors, needs and strengths including, but not limited to, identification of substance abuse history, educational, vocational, James Ranch staff complete a counseling, behavioral health, consideration of known comprehensive Individual Service Plan (ISP) history of trauma, and family strengths and needs. that responds to each element in regulation. The Plan is updated at 3 and 6 months, with a Transition Plan completed prior to the youth’s scheduled release. The plans are detailed and include information from the youth’s 30, 60, and 90-day MDT, including information from all the agency’s on-site partners. Additionally, MDTs occur 30 and 60 days before the youth’s scheduled release. ☒ ☐ ☐ The ISP includes demographic and historical information as well as responses to the youth’s identified risks and strengths. Service needs are identified and updated via the SMART goals, with reassessments done at three, and six-month intervals. We reviewed numerous ISP Plans at the initial, three, and six-month targets as well as the aftercare plans. Information is helpful in identifying a youth’s progress in the program, and plan for re-entry. Involvement of the family helps bridge the gap for re- engagement in the community. (b) Institutional Case Plan: (1) A case plan shall be developed for each youth ☒ ☐ ☐ 505.3.1 held for at least 30 days or more and created within 40 days of admission. (2) The institutional plan shall include, but not be ☒ ☐ ☐ limited to, written documentation that provides: 7593 Santa Clara William James Ranch CAMP PRO 23-24 34 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (A) objectives and time frame for the resolution of problems identified in the assessment; ☒ ☐ ☐ 505.3.1 (c) (B) a plan for meeting the objectives that includes a description of program resources needed and ☒ ☐ ☐ 505.3.1 (b) individuals responsible for assuring that the plan is implemented; (3) periodic evaluation of progress towards meeting the objectives, including periodic review and ☒ ☐ ☐ 505.3.1 (b) discussion of the plan with the youth; (4) a transition plan, the contents of which shall be subject to existing resources, shall be developed for ☒ ☐ ☐ 505.3 Bullet 3 post dispositional youth in accordance with Section 1351; and, 522.5 (5) in as much as possible and if appropriate, the plan, including the transition plan, shall be developed 505.3.1 (a) with input from the family, supportive adults, youth, ☒ ☐ ☐ and Regional Center for the Developmentally Disabled. 1356 COUNSELING AND CASEWORK SERVICES The facility administrator shall develop and implement written policies and procedures ensuring the availability of appropriate counseling and casework services for all 505.5 youth. Policies and procedures shall ensure: 538 Grading/Behavior Log 539 Level Advancement 704.3 (a) 713.2 Individual, Group, and Family Counseling – JR ☒ ☐ ☐ Procedure All: 505.5 and 713.2 Our review of youth chrono notes in the youth’s electronic files included positive and negative behaviors, successes, and strategies during their stay at the facility. The information is timely and relevant to the youth advancing in the program. (a) youth will receive assistance with needs or concerns that may arise; 704.3 (a)1 ☒ ☐ ☐ 713.2 (a) 7593 Santa Clara William James Ranch CAMP PRO 23-24 35 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) youth will receive assistance in requesting contact with parents, other supportive adults, attorney, clergy, 505.3 Bullet 2 probation officer, or other public official; and, ☒ ☐ ☐ 704.3 (a)2 713.2 (b) (c) youth will be provided access to available resources to meet the youth’s needs. 704.3 (a)2 ☒ ☐ ☐ 713.2 (c) 1357 USE OF FORCE The facility administrator, in cooperation with the 6.03 Use of Force (UF) responsible physician, shall develop and implement written policies and procedures for the use of force, The above policy for this regulation is from which may include chemical agents. Force shall never the Policy Manual prior to the transition to be applied as punishment, discipline, retaliation or Lexipol and is still being followed by the treatment. agency. (a) At a minimum, each facility shall develop policies and procedures which: 207.4.5 303.3.1 504.4 (i) James Ranch began completing quarterly ☒ ☐ ☐ reviews of all UF incidents in October 2022. There were 35 UF incidents from October 2022 to October 2023, 11 involving the use of restraints for the movement of youth to the administrative area of the facility. Our review of 12 incidents involving 14 youths revealed a complete narrative of the incident and included a Medical Personnel Report for each incident, describing the response, observation, and assessment of any injuries to the youth. Notification requirements are recorded in the incident report and all elements for regulation were met. (1) restricts the use of force to that which is deemed reasonable and necessary, as defined in Section ☒ ☐ ☐ 6.03, II-A through G 1302 to ensure the safety and security of youth, staff, others and the facility. 7593 Santa Clara William James Ranch CAMP PRO 23-24 36 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) outline the force options available to staff including both physical and non-physical options and define ☒ ☐ ☐ 6.03, III-F through H when those force options are appropriate. (3) describe force options or techniques that are expressly prohibited by the facility. ☒ ☐ ☐ 6.03, IV-A, 1-9 (4) describe the requirements of staff to report any inappropriate use of force, and to take affirmative ☒ ☐ ☐ 6.03, V-A, 1-3 action to immediately stop it. (5) define a standardized reporting format that includes time period and procedure for documenting 6.03, IV-A through J Documentation for Use and reporting the use of force, including reporting of Force requirements of management and line staff and procedures for reviewing and 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 for investigating unreasonable use of force. 6.03, VII-A and B ☒ ☐ ☐ (7) define the role, notification, and follow-up procedures required after use of force incidents for 6.03, VIII-A through C medical, mental health staff and parents or legal ☒ ☐ ☐ guardians. (8) describe the limitations of use of force on pregnant youth in accordance with Penal Code Section 6030(f) 6.03, IX, A-E and Welfare and Institutions Code Section 222. 6.03, X-B ☒ ☐ ☐ 517.4.1 (b) Facilities that authorize chemical agents as a force option shall include policies and procedures that: The facility does not use OC Spray on site (1) identify who is approved to carry and/or utilize ☐ ☐ ☒ and only staff that transport youth out of the chemical agents in the facility and the type, size and facility are authorized to carry OC Spray. the approved method of deployment for those chemical agents. 7593 Santa Clara William James Ranch CAMP PRO 23-24 37 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) mandate that chemical agents only be used when there is an imminent threat to the youth’s safety or the ☐ ☐ ☒ safety of others and only when de-escalation efforts have been unsuccessful or are not reasonably possible. (3) outline the facility’s approved methods and timelines for decontamination from chemical agents. This shall include that youth who have been exposed ☐ ☐ ☒ to chemical agents shall not be left unattended until that youth is fully decontaminated or is no longer suffering the effects of the chemical agent. (4) define the role, notification, and follow-up procedures required after use of force incidents ☐ ☐ ☒ involving chemical agents for medical, mental health staff and parents or legal guardians. (5) provide for the documentation of each incident of use of chemical agents, including the reasons for which it was used, efforts to de-escalate prior to use, youth and staff involved, the date, time and location ☐ ☐ ☒ of use, decontamination procedures applied and identification of any injuries sustained as a result of such use. (c) Facilities shall develop policies and procedure which require that agencies provide initial and regular training ☒ ☐ ☐ 6.04, II-A, 1 and 2 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; ☒ ☐ ☐ 6.03, X-B, 1 (2) acceptable chemical agents and the methods of application. ☐ ☐ ☒ (3) signs or symptoms that should result in immediate referral to medical or behavioral health. ☒ ☐ ☐ 6.03, X-B, 3 (4) instruction on the Constitutional Limitations of Use of Force. ☒ ☐ ☐ 6.03, X-B, 4 (5) physical training force options that may require the use of perishable skills. ☒ ☐ ☐ 6.03, X-B, 5 7593 Santa Clara William James Ranch CAMP PRO 23-24 38 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) timelines the facility uses to define regular training. ☒ ☐ ☐ 6.03, X-B, 6 1358 USE OF PHYSICAL RESTRAINTS The facility administrator, in cooperation with the 6.09 Use of Mechanical Restraints responsible physician and mental health director, shall develop and implement written policies and procedures The above policy was in effect prior to the for the use of restraint devices. Restraint devices transition to Lexipol and is still in effect at include any devices which immobilize a youth's James Ranch, pending the pushout of the extremities and/or prevent the youth from being new Lexipol policy. ambulatory. ☒ ☐ ☐ 517 Restraints 517.1.1 Definition Procedure All: 517 There has been no use of restraints in this cycle as described in this regulation. Physical restraints may be used only for those youth who present an immediate danger to themselves or 6.09 II-A and B others, who exhibit behavior which results in the destruction of property, or reveals the intent to cause 517.3 (c) ☒ ☐ ☐ self-inflicted physical harm. Physical restraints should be utilized only when it appears less restrictive 517.3 (e) alternatives would be ineffective in controlling the youth’s behavior. In no case shall restraints be used as punishment or discipline, or as a substitute for treatment. The use of 6.09, III-A through C restraint devices that attach a youth to a wall, floor or other fixture, including a restraint chair, or through affixing 517.3 (g) ☒ ☐ ☐ of hands and feet together behind the back (hogtying) is prohibited. The use of restraints on pregnant youth is 517.3 (n) limited in accordance with Penal Code Section 6030(f) 517.9 Pregnant Youth and Welfare and Institutions Code Section 222. The provisions of this section do not apply to the use of handcuffs, shackles or other restraint devices when used 6.09, VIII-A to restrain youth for movement or transportation within ☒ ☐ ☐ the facility. Movement within the facility shall be governed 517.7 (a) by Section 1358.5, Use of Restraint Devices for Movement Within the Facility. 7593 Santa Clara William James Ranch CAMP PRO 23-24 39 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS Youth shall be placed in restraints only with the approval of the facility manager or designee. The facility manager 6.09, IV-A through C may delegate authority to place a youth in restraints to a ☒ ☐ ☐ physician. Reasons for continued retention in restraints 517.3 (d) shall be reviewed and documented at a minimum of every hour. 517.3 (d) 2 A medical opinion on the safety of placement and retention shall be secured as soon as possible, but no 6.09, V-A and B later than two hours from the time of placement. The ☒ ☐ ☐ youth shall be medically cleared for continued retention 517.3 (k) at least every three hours thereafter. A mental health consultation shall be secured as soon as possible, but in no case longer than four hours from the ☒ ☐ ☐ 6.09, V-A through C time of placement, to assess the need for mental health treatment. 517.3 (l) Continuous direct visual supervision shall be conducted to ensure that the restraints are properly employed, and 6.09, I-H, 1 to ensure the safety and well-being of the youth. ☒ ☐ ☐ Observations of the youth's behavior and any staff 517.3 (j) interventions shall be documented at least every 15 minutes, with actual time of the documentation recorded. In addition to the requirements above, policies and procedures shall address: 6.09, VII-A, 1 and 2 (a) documentation of the circumstances leading to an ☒ ☐ ☐ 517.6 (c) application of restraints. 517.6 (d) (b) known medical conditions that would contraindicate certain restraint devices and/or techniques. 6.09. VII-B, 1 and 2 ☒ ☐ ☐ 517.10 (h) Procedure: 517.4.1 (c) acceptable restraint devices. 6.09, VII-C, 1 517.10 (i) Procedure: 517.2 ☒ ☐ ☐ The acceptable devices are handcuffs, shackles, belly chains, and plastic handcuffs. 7593 Santa Clara William James Ranch CAMP PRO 23-24 40 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) signs or symptoms which should result in immediate medical/mental health referral. 6.09, VII-D, 1 ☒ ☐ ☐ 517.10 (j) Procedure: 517.3.2 (a) (e) availability of cardiopulmonary resuscitation equipment. 6.09, VII-E, 1-3 ☒ ☐ ☐ 517.10 (k) Procedure: 517.3.2 (b) (f) protective housing of restrained youth. While in restraint devices, all youth shall be housed alone or in a 6.09, VII-F, 1 and 2 specified housing area for restrained youth which makes provision to protect the youth from abuse. ☒ ☐ ☐ 517.3 (m) Procedure: 517.3 (c) and (d) 6.09, VII-G, 1 and 2 (g) provision for hydration and sanitation needs. ☒ ☐ ☐ 517.3 (o) Procedure: 517.3.1 6.09, VII-H, 1 (h) exercising of extremities. ☒ ☐ ☐ 517.3 (p) Procedure: 517.3.1 7593 Santa Clara William James Ranch CAMP PRO 23-24 41 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1358.5 USE OF RESTRAINT DEVICES FOR MOVEMENT AND TRANSPORTATION 6.09, VIII WITHIN THE FACILITY. The Facility Administrator, in cooperation with the 517.7 (a) responsible physician and behavioral/mental health Procedure All: 517.8 director, shall develop and implement written policies ☒ ☐ ☐ and procedures for the use of restraint devices when the purpose is for movement or transportation within the There have been 14 incidents of the use of facility that shall include the following: restraints within the facility since October 2022. (a) identification of acceptable restraint devices, staff approved to utilize restraint devices and the required 6.09, VIII-A, 1-a through c training. ☒ ☐ ☐ 517.3 (a) (b) the circumstances leading to the application of restraints must be documented. ☒ ☐ ☐ 6.09, VIII-A, 2 (c) an individual assessment of the need to apply restraints for movement or transportation that includes 6.09, VIII-A, 3-1 through c consideration of less restrictive alternatives, consideration of a youth’s known medical or mental ☒ ☐ ☐ health conditions, trauma informed approaches, and a process for documentation and supervisor review and approval. (d) consideration of safety and security of the facility, with a clearly defined expectation that restraint devices ☒ ☐ ☐ 6.09, VIII-A, 4 shall not be used for the purposes of discipline or retaliation. (e) the use of restraints on pregnant youth is limited in accordance with Penal Code Section 6030(f) and 6.09, VIII-A, 5 Welfare and Institutions Code Section 222. ☒ ☐ ☐ 517.9 7593 Santa Clara William James Ranch CAMP PRO 23-24 42 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1359 SAFETY ROOM PROCEDURES (a) The facility administrator, and where applicable, in There is no safety room at James Ranch. cooperation with the responsible physician, shall develop and implement written policies and procedures governing the use of safety rooms, as described in Title 24, Part 2, Section 1230.1.13. The room shall be used to hold only those youth who present an immediate ☐ ☐ ☒ danger to themselves or others, who exhibit behavior which results in the destruction of property, or reveals the intent to cause self-inflicted physical harm. A safety room shall not be used for punishment or discipline, or as a substitute for treatment. Policies and procedures shall: (1) include provisions for administration of necessary nutrition and fluids, access to a toilet, and suitable ☐ ☐ ☒ clothing to provide for privacy; (2) provide for approval of the facility manager, or designee, before a youth is placed into a safety ☐ ☐ ☒ room; (3) provide for continuous direct visual supervision and documentation of the youth's behavior and any ☐ ☐ ☒ staff interventions every 15 minutes, with actual time recorded; (4) provide that the youth shall be evaluated by the ☐ ☐ ☒ facility manager, or designee, every four hours; (5) provide for immediate medical assessment, where appropriate, or an assessment at the next ☐ ☐ ☒ daily sick call; and, (6) provide a process for documenting the reason for placement, including attempts to use less restrictive ☐ ☐ ☒ means of control, and decisions to continue and end placement. (b) The placement of a youth in the safety room shall be ☐ ☐ ☒ accomplished in accordance with the following: (1) safety room shall not be used before other less restrictive options have been attempted and ☐ ☐ ☒ exhausted, unless attempting those options poses a threat to the safety or security of any youth or staff. (2) safety room shall not be used for the purposes of punishment, coercion, convenience, or retaliation by ☐ ☐ ☒ staff. (3) safety room shall not be used to the extent that it compromises the mental and physical health of the ☐ ☐ ☒ youth. 7593 Santa Clara William James Ranch CAMP PRO 23-24 43 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) A youth may be held up to four hours in the safety room. After the youth has been held in the safety room ☐ ☐ ☒ for a period of four hours, staff shall do one or more of the following: ☐ ☐ ☒ (1) return the youth to general population. ☐ ☐ ☒ (2) consult with mental health or medical staff, (3) develop an individualized plan that includes the ☐ ☐ ☒ goals and objectives to be met in order to reintegrate the youth to general population. (d) If confinement in the safety room must be extended beyond four hours, staff shall develop an individualized plan that includes the requirements of Section 1354.5 ☐ ☐ ☒ and the goals and objectives to be met in order to integrate the youth to general population. 1360 SEARCHES The facility administrator shall develop and implement 518 Searches written policies and procedures governing the search of youth, the facility, and visitors. Policies and procedures 518.2 Policy ☒ ☐ ☐ shall provide that: 533.2 Policy: Searches at James Ranch Procedure All: 518.1 (a) Searches shall be conducted to ensure the safety and security of the facility, public, visitors, youth, and ☒ ☐ ☐ 518.1 Purpose and Scope staff. (b) Searches shall be conducted in a manner that preserves the privacy and dignity of the person being ☒ ☐ ☐ 518.2 ¶ 3 searched and shall not be conducted for harassment or as a form of discipline or punishment. (c) Strip searches and visual or physical body cavity searches shall comply with Penal Code Section 4030. 518.4 518.4.1 518.4.3 ☒ ☐ ☐ The facility has conducted 7 upgraded Searches since January 2022, all on September 4, 2023, after a homemade shank was passed between two youths in the Pod. The JR staff followed protocol and received authorization to complete the search. 7593 Santa Clara William James Ranch CAMP PRO 23-24 44 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) Physical body cavity searches shall only be conducted by a medical professional. ☒ ☐ ☐ 518.4.3 (b) (e) Any youth held after a detention hearing shall only be strip searched with prior approval of a supervisor 518.4.1 (b) when there is reasonable suspicion based on specific ☒ ☐ ☐ and articulable facts to believe that youth is concealing contraband. The reasonable suspicion shall be documented. (f) Searches of transgender and intersex youth shall comply with Section 1352.5. ☒ ☐ ☐ 518.5 (g) Cross-gender pat-down searches and strip searches are prohibited except in exigent circumstances or when 518.3 Last ¶ conducted by a medical professional. Such searches must be justified and documented in writing. ☒ ☐ ☐ 518.4 ¶ 2 Procedure: 518.1 (f) 1361 GRIEVANCE PROCEDURE The facility administrator shall develop and implement 605 Youth Grievances written policies and procedures whereby any youth may appeal and have resolved grievances relating to any 605.1.1 Definition condition of confinement, including but not limited to 605.3 ¶1 health care services, classification decisions, program participation, telephone, mail or visiting procedures, 605.4.5 State Requirements food, clothing, bedding, mistreatment, harassment or Procedure All: 605.3 and 605.4 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: James Ranch has had 48 grievances submitted since January 2022. We reviewed the grievances submitted in December 2022, January 2023, and July 2023. Each was responsive to the youth’s concern, was handled timely, and most included the manager review and follow-up even though resolved by a supervisor. (a) a grievance form and instructions for registering a grievance, which includes provisions for the youth to ☒ ☐ ☐ 605.3 ¶ 3, Bullet 1 have free access to the form; (b) the youth shall have the option to confidentially file the grievance or to deliver the form to any youth ☒ ☐ ☐ 605.3 ¶ 3, Bullet 2 supervision staff working in the facility; 7593 Santa Clara William James Ranch CAMP PRO 23-24 45 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) resolution of the grievance at the lowest appropriate staff level; 605.3 ¶ 3, Bullet 3 ☒ ☐ ☐ 605.4.2 (d) provision for a prompt review and initial response to grievances within three (3) business days, grievances ☒ ☐ ☐ 605.3 ¶ 4 that relate to health and safety issues must be addressed immediately; 605.4.2 (1) The youth may elect to be present to explain his/her version of the grievance to a person not ☒ ☐ ☐ 605.3 ¶ 4, 1 directly involved in the circumstances which led to the grievance. 605.4.2 (2) Provision for a staff representative approved by the facility administrator to assist the youth. 605.3 ¶ 4, 2 ☒ ☐ ☐ 605.4.2 (e) provision for a written response to the grievance which includes the reasons for the decisions; 605.3 ¶ 5, Bullet 1 ☒ ☐ ☐ 605.4.2 (f) a system which provides that any appeal of a grievance shall be heard by a person not directly 605.3 ¶ 5, Bullet 2 involved in the circumstances which led to the ☒ ☐ ☐ grievance; 605.4.3 (g) resolution of the grievance must occur within ten (10) business days unless circumstances dictate a longer 605.3 ¶ 5, Bullet 3 time frame. The youth shall be notified of any delay; ☒ ☐ ☐ and, 605.4.2 (h) the policy shall provide multiple internal and external methods to report sexual abuse and sexual harassment. 605.3 ¶ 5, Bullet 4 605.6 Additional Requirements for ☒ ☐ ☐ Grievances Related to Sexual Abuse 1300.4 (i) PREA Policy 7593 Santa Clara William James Ranch CAMP PRO 23-24 46 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS Whether or not associated with a grievance, concerns of parents, guardians, staff or other parties shall be ☒ ☐ ☐ 605.4.5 (c) addressed and documented in accordance with written policies and procedures within a specified timeframe. 1362 REPORTING OF INCIDENTS A written report of all incidents which result in physical 207.2 harm, use of force, serious threat of physical harm, or death of an employee, youth or other person(s) shall be 207.3 ☒ ☐ ☐ maintained. Such written record shall be prepared by the Procedure: 207.4 staff and submitted to the facility manager by the end of the shift, unless additional time is necessary and authorized by the facility manager or designee. 1363 USE OF REASONABLE FORCE TO COLLECT DNA SPECIMENS, SAMPLES, IMPRESSIONS The facility does not collect DNA, rather a (a) Pursuant to Penal Code Section 298.1 authorized Community Service Worker from Field law enforcement, custodial, or corrections personnel Services completes this if ordered by the including peace officers, may employ reasonable force ☐ ☐ ☒ Court. to collect blood specimens, saliva samples, and thumb or palm print impressions from individuals who are required to provide such samples, specimens or impressions pursuant to Penal Code Section 296 and who refuse following written or oral request. (1) For the purpose of this section, the “use of reasonable force” shall be defined as the force that an objective, trained and competent correctional ☐ ☐ ☒ employee, faced with similar facts and circumstances, would consider necessary and reasonable to gain compliance with this section. (2) The use of reasonable force shall be preceded by efforts to secure voluntary compliance. Efforts to secure voluntary compliance shall be documented ☐ ☐ ☒ and include an advisement of the legal obligation to provide the requisite specimen, sample or impression and the consequences of refusal. (b) The force shall not be used without the prior written authorization of the supervising officer on duty. The authorization shall include information that reflects the ☐ ☐ ☒ fact that the offender was asked to provide the requisite specimen, sample, or impression and refused. (1) If the use of reasonable force includes a cell extraction, the extraction shall be videotaped. Video shall be directed at the cell extraction event. The videotape shall be retained by the agency for the ☐ ☐ ☒ length of time required by statute. Notwithstanding the use of the video as evidence in a court proceeding, the tape shall be retained administratively. 7593 Santa Clara William James Ranch CAMP PRO 23-24 47 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1370 EDUCATION PROGRAM (a) School Programs 1003 Youth Educational Services The County Board of Education shall provide for the 1003.3 administration and operation of juvenile court schools in conjunction with the Chief Probation Officer, or designee 1003.4 pursuant to applicable State laws. The school and facility 1003.4 (b) 1 administrators shall develop and implement written policy and procedures to ensure communication and Procedure All: 1003 coordination between educators and probation staff. Culturally responsive and trauma-informed approaches should be applied when providing instruction. Education The Santa Clara Office of Education provides staff should collaborate with the facility administrator to services to youth at James Ranch via the use technology to facilitate learning and ensure safe Blue Ridge School and local Community technology practices. The facility administrator shall College enrollment. request an annual review of each required element of the program by the Superintendent of Schools, and a report or review checklist on compliance, deficiencies, and We met with Principal Mark Camileri, who corrective action needed to achieve compliance with this has facilitated numerous education- section. Such a review, when conducted, cannot be coordinated activities and programs for delegated to the principal or any other staff of any juvenile James Ranch youth. The inclusion of a court school site. The Superintendent of Schools shall Wellness Specialist who facilitates Social conduct this review in conjunction with a qualified outside Emotional Learning, CTE including Culinary, agency or individual. Upon receipt of the review, the Forklift, and Hydroponic opportunities, as well facility administrator or designee shall review each item as post-secondary technical and education with the Superintendent of Schools and shall take opportunities (including dual enrollment) are whatever corrective action is necessary to address each ☒ ☐ ☐ highlights of new programming since the last deficiency and to fully protect the educational interests of cycle. all youth in the facility. There are 5 teachers, 3 Para Teachers, a Transition Coordinator, and an academic counselor/college liaison, with all contributing to the rehabilitative efforts at James Ranch. School and facility staff continue to promote Positive Behavior Interventions and Supports, an incentive-based pro-social, and behavior program through posted expectations and rewards. The Trades Program allows youth to get certificates in Construction Fabrication, OSHA Certification, First Aid/CPR, Kitchen Renovation, and Hazardous Waste. Youth are graduating at accelerated rates and the philosophy of staying in school rather than graduating with reduced credits is individualized. 7593 Santa Clara William James Ranch CAMP PRO 23-24 48 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Required Elements The facility school program shall comply with the State 1003.4 (a) and (b) Education Code and County Board of Education policies, all applicable federal education statutes and regulations and provide for an annual evaluation of the educational program offerings. As stated in the 2009 California ☒ ☐ ☐ Standards for the Teaching Profession, teachers shall establish and maintain learning environments that are physically, emotionally, and intellectually safe. Youth shall be provided a rigorous, quality educational program that responds to the different learning styles and abilities of students and prepares them for high school graduation, career entry, and post-secondary education. All youth shall be treated equally, and the education program shall be free from discriminatory action. Staff 1003.3 (a) shall refer to transgender, intersex and gender- ☒ ☐ ☐ nonconforming youth by their preferred name and gender. (1) The course of study shall comply with the State Education Code and include, but not be limited to, ☒ ☐ ☐ 1003.4 (a) and (b) courses required for high school graduation. (2) Information and preparation for the High School Equivalency Test as approved by the California ☒ ☐ ☐ 1003.5 ¶ 3 Department of Education shall be made available to eligible youth. (3) Youth shall be informed of post-secondary education and vocational opportunities. ☒ ☐ ☐ 1003.4 (o) (4) Administration of the High School Equivalency Tests as approved by the California Department of ☒ ☐ ☐ 1003.5 ¶ 3 Education, shall be made available when possible. (5) Supplemental instruction shall be afforded to youth who do not demonstrate sufficient progress towards ☒ ☐ ☐ 1003.5 ¶ 4 grade level standards. (6) The minimum school day shall be consistent with State Education Code Requirements for juvenile court 1003.5 ¶ 2 schools. The facility administrator, in conjunction with education staff, must ensure that operational ☒ ☐ ☐ procedures do not interfere with the time afforded for the minimum instructional day. Absences, time out of class or educational instruction, both excused and unexcused, shall be documented. 7593 Santa Clara William James Ranch CAMP PRO 23-24 49 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (7) Education shall be provided to all youth regardless of classification, housing, security status, disciplinary or separation status, including room confinement, except when providing education poses an immediate 1003.4 threat to the safety of self or others. Education includes, but is not limited to, related services as ☒ ☐ ☐ 1003.4 (g) provided in a youth’s Section 504 Plan or 1003.8 Self Study Program Individualized Education Program (IEP). (c) School Discipline (1) Positive behavior management will be 1003.7 ¶ 1 implemented to reduce the need for disciplinary action ☒ ☐ ☐ in the school setting and be integrated into the facility's overall behavioral management plan and security system. (2) School staff shall be advised of administrative decisions made by probation staff that may affect the ☒ ☐ ☐ 1003.7 ¶ 2 educational programming of students. (3) Except as otherwise provided by the State Education Code, expulsion/suspension from school 1003.7 ¶ 3 shall be imposed only when other means of correction fails to bring about proper conduct. School staff shall follow the appropriate due process safeguards as set ☒ ☐ ☐ forth in the State Education Code including the rights of students with special needs. School staff shall document the other means of correction used prior to imposing expulsion/ suspension if an expulsion/suspension is ultimately imposed. (4) The facility administrator, in conjunction with education staff will develop policies and procedures ☒ ☐ ☐ 1003.4 (g) that address the rights of any student who has continuing difficulty completing a school day. (d) Provisions for Special Populations (1) State and federal laws and regulations shall be observed for all individuals with disabilities or 1003.4 (a) 1 suspected disabilities. This includes but is not limited ☒ ☐ ☐ 1003.4 (c) 1 to child find, assessment, continuum of alternative placements, manifestation determination reviews, 1003.4 (d) and implementation of Section 504 Plans and Individualized Education Programs. 1003.4 (e) (2) Youth identified as English Learners (EL) shall be afforded an educational program that addresses their language needs pursuant to all applicable state and ☒ ☐ ☐ 1003.4 (m) federal laws and regulations governing programs for EL students. (e) Educational Screening and Admission (1) Youth shall be interviewed after admittance and a ☒ ☐ ☐ record maintained that documents a youth's 1003.4.1 educational history, including but not limited to: 7593 Santa Clara William James Ranch CAMP PRO 23-24 50 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (A) School progress/school history; ☒ ☐ ☐ 1003.4 (c) (B) Home Language Survey and the results of the State Test used for English language proficiency; ☒ ☐ ☐ Procedure: 1003.5 (a) 2 (C) Needs and services of special populations as defined by the State Education Code, including but ☒ ☐ ☐ not limited to, students with special needs. 1003.4 (a) and (d) (D) Discipline problems. ☒ ☐ ☐ 1003.7 (2) Youth will be immediately enrolled in school. Educational staff shall conduct an assessment to determine the youth's general academic functioning ☒ ☐ ☐ 1003.4.1 levels to enable placement in core curriculum courses. (3) After admission to the facility, a preliminary education plan shall be developed for each youth ☒ ☐ ☐ within five school days. 1003.4.1 (4) Upon enrollment, education staff shall comply with the State Education Code and request the youth's records from his/her prior school(s), including, but not 1003.4 limited to, transcripts, Individual Education Program (IEP), 504 Plan, state language assessment scores, ☒ ☐ ☐ immunization records, exit grades, and partial credits. Upon receipt of the transcripts, the youth's educational plan shall be reviewed with the youth and modified as needed. Youth should be informed of the credits they need to graduate. (f) Educational Reporting (1) The complete facility educational record of the youth shall be forwarded to the next educational ☒ ☐ ☐ 1003.4 (h) and (i) placement in accordance with the State Education Code. (2) The County Superintendent of Schools shall provide appropriate credit (full or partial) for course ☒ ☐ ☐ work completed while in juvenile court school in 1003.4 (i) accordance with the State Education Code. (g) Transition and Re-Entry Planning (1) The Superintendent of Schools and the Chief Probation Officer or designee, shall develop policies 1003.4 (n) and procedures to meet the transition needs of youth, ☒ ☐ ☐ including the development of an education transition plan, in accordance with the State Education Code and in alignment with Title 15, Minimum Standards for Juvenile Facilities, Section 1355. 7593 Santa Clara William James Ranch CAMP PRO 23-24 51 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (h) Post-Secondary Education Opportunities (1) The school and facility administrator should, whenever possible, collaborate with local post- 1003.6 ☒ ☐ ☐ secondary education providers to facilitate access to 1003.6 (c) through (h) educational and vocational opportunities for youth that considers the use of technology to implement these programs. 1371 PROGRAMS, RECREATION, AND EXERCISE. 1002 Programs Exercise and Recreation The facility administrator shall develop and implement written policies and procedures for programs, 1002.2 recreation, and exercise for all youth. The intent is to Procedure All: 1002 minimize the amount of time youth are in their rooms or their bed area. ☒ ☐ ☐ James Ranch provides numerous program opportunities to youth facilitated by Community-Based Organizations, the SCOE, SCCBH, and facility staff. Juvenile facilities shall provide the opportunity for programs, recreation, and exercise a minimum of three 1002.3 ¶ 1 hours a day during the week and five hours a day each ☒ ☐ ☐ Saturday, Sunday or other non-school days, of which one hour shall be an outdoor activity, weather permitting. A youth’s participation in programs, recreation, and exercise may be suspended only upon a written finding 1002.3 ¶ 2 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 shall be posted in the living units. ☒ ☐ ☐ 1002.3 ¶ 3 There will be a written annual review of the programs, recreation, and exercise by the responsible agency to ☒ ☐ ☐ 1002.3 ¶ 5 ensure content offered is current, consistent, and relevant to the population. 7593 Santa Clara William James Ranch CAMP PRO 23-24 52 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Programs. All youth shall be provided with the opportunity for at least one hour of daily programming to include, but not be limited to, trauma focused, cognitive, evidence-based, best practice interventions that are 1000.2 culturally relevant and linguistically appropriate, or pro- social interventions and activities designed to reduce 1002.6 Access to Programs recidivism. These programs should be based on the youth’s individual needs as required by Sections 1355 ☒ ☐ ☐ and 1356. Such programs may be provided under the direction of the Chief Probation Officer or the County Office of Education and can be administered by county partners such as mental health agencies, community based organizations, faith-based organizations or Probation staff. Programs may include but are not limited to: 7593 Santa Clara William James Ranch CAMP PRO 23-24 53 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) Cognitive Behavior Interventions; (2) Management of Stress and Trauma; 1000.3 (3) Anger Management; 1002.6 (4) Conflict Resolution; (5) Juvenile Justice System; Programs include El Joven Noble; Xinachli; Victim Awareness; Victim Offender (6) Trauma-related interventions; Mediation; New Hope for Youth – Gang Awareness; Peace it Together (SO and DV (7) Victim Awareness; Group); New Skin Tattoo Removal; YWCA; (8) Self-Improvement; Girl Scouts Got Choices; Young Women’s Freedom Center; FLY-Youth Advisory (9) Parenting Skills and support; Council; The Youth Narrative; Unchained; (10) Tolerance and Diversity; International Human Association for Human Values; Enterprise; and Bible Study. (11) Healing Informed Approaches; (12) Interventions by Credible Messengers; Santa Clara Behavioral Health offers Crisis (13) Gender Specific Programming; Intervention, individual check-in counseling, family therapy, and ongoing agency support (14) Art, creative writing, or self-expression; through the assessment process and ☒ ☐ ☐ (15) CPR and First Aid training; participation in MDT meetings. Group facilitation includes Seeking Safety and (16) Restorative Justice or Civic Engagement; Cognitive Behavior Interventions (CBI) Core Youth. (17) Career and leadership opportunities; and, (18) Other topics suitable to the youth population. The Office of Education programming, as noted in 1370, provides ongoing independent living coaching and transition services for trade and college enrollment. The Medical providers offer individual responses to medical needs and education. Facility staff provides a DMV Program, Essay, Art and Poetry Competitions, holiday- themed events and competitions, and numerous cultural events. (b) Recreation. All youth shall be provided the opportunity for at least one hour of daily access to unscheduled 1002.5 Access to Recreation activities such as leisure reading, letter writing, and ☒ ☐ ☐ entertainment. Activities shall be supervised and include 1013 Recreation Usage - JR orientation and may include coaching of youth. (c) Exercise. All youth shall be provided with the opportunity for at least one hour of large muscle activity ☒ ☐ ☐ 1002.4 Access to Exercise each day. 7593 Santa Clara William James Ranch CAMP PRO 23-24 54 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS The administrator/manager may suspend, for a period not to exceed 24 hours, access to recreation and 1002.7 ¶ 4 programs. The administrator/manager shall document ☒ ☐ ☐ the reasons why suspension of recreation and programs occurs. 1372 RELIGIOUS PROGRAM The facility administrator shall provide access to religious 1007 Religious Programs services and/or religious counseling at least once each week. Attendance shall be voluntary. A youth shall be 1007.1 allowed to participate in an activity outside of their room if 1007.3 he/she elects not to participate in religious programs. ☒ ☐ ☐ Procedure All: 1007 Religious programs shall provide for: Youth can view Christian or Catholic Services on Sundays and participate in Protestant Bible Study on Wednesdays. (a) opportunity for religious services and practices; ☒ ☐ ☐ 1007.2 (b) availability of clergy; and, ☒ ☐ ☐ 1007.4 (c) availability of religious diets. ☒ ☐ ☐ 1007.6 1373 WORK PROGRAM The facility administrator shall develop policies and 1008 Youth Work Program procedures regarding the fair and consistent assignment of youth to work programs. Work assigned to a youth Procedure: 1008 shall be meaningful, constructive and related to vocational training or increasing a youth's sense of responsibility. Work programs shall not be imposed as a James Ranch has On Ranch and Off Ranch disciplinary measure Work Crews, the latter through the Enterprise ☒ ☐ ☐ Program. Enterprise provides youth the opportunity to work with the Santa Clara Parks Department in the county to learn equipment safety, lumber/metal fabrication, and product assembly. Youth also contribute to litter removal, irrigation installation and repair, and landscape maintenance. 7593 Santa Clara William James Ranch CAMP PRO 23-24 55 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1374 VISITING The facility administrator shall develop and implement 1005 Youth Visitation written policies and procedures for visiting, that include provisions for special visits. Youth shall be allowed to 1005.3.2 receive visits by parents, guardians or persons standing 1005.7 (a) and (b) in loco parentis, and children of youth. Other family members, such as grandparents and siblings, and 1005.8 supportive adults, may be allowed to visit with the ☒ ☐ ☐ Procedure All: 1005 approval of the facility administrator or designee, and in conjunction with the youth’s case plan or in the best interest of the youth. James Ranch offers visiting on Saturdays and Sundays, with opportunities for special visits as requested. All visits shall occur at reasonable times, subject only to the limitations necessary to maintain order and security. 1005.3.2 ¶ 1 Visitation shall not be denied solely based on the visitor’s criminal history. The staff shall determine in each case, 1005.6 (f) 1 and Last ¶ whether the visitor’s criminal history represents a risk to ☒ ☐ ☐ the safety of youth or staff in the facility. Any denial of visitation or limitation on visitations shall be communicated to the youth, person denied and facility administrator. Opportunity for visitation shall be a minimum of two hours per week. Visits may be supervised, but conversations ☒ ☐ ☐ 1005.3.2 ¶ 2 shall not be monitored unless there is a security or safety need. Provisions for special visits, in addition to the two-hour minimum and/or outside of the regular visiting hours, shall 1005.8 be accommodated as necessary and within the discretion of the facility administrator or designee. Family therapy ☒ ☐ ☐ and professional visits shall be accommodated outside the provisions of this regulation. Facilities may provide visitation opportunities outside of normal visiting hours to accommodate special visits. The facility may provide access to technology as an alternative, but not as a replacement, to in-person visiting. 1005.3.2 ¶ 3 ☒ ☐ ☐ 1005.7.1 1375 CORRESPONDENCE The facility administrator shall develop and implement ☒ ☐ ☐ 1006 Youth Mail written policies and procedures for correspondence which provide that: Procedure All: 1006 7593 Santa Clara William James Ranch CAMP PRO 23-24 56 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) there is no limitation on the volume of mail that youth may send or receive; ☒ ☐ ☐ 1006.3 (b) youth may send two letters per week postage free; ☒ ☐ ☐ 1006.3 (c) youth may correspond confidentially with state and federal courts, any member of the State Bar or holder of 1006.4 public office, and the Board; however, authorized facility ☒ ☐ ☐ staff may open and inspect such mail only to search for contraband and in the presence of the youth; and, (d) incoming and outgoing mail, other than that described in (c), may be read by staff only when there is reasonable ☒ ☐ ☐ 1006.6 ¶ 2 cause to believe facility safety and security, public safety, or youth safety is jeopardized. 1376 TELEPHONE ACCESS The administrator of each juvenile facility shall develop ☒ ☐ ☐ 1004 Youth Telephone Access and implement written policies and procedures to provide youth with access to telephone communications. Procedure: 1004 1377 ACCESS TO LEGAL SERVICES The facility administrator shall develop written procedures 602 Youth Access to Courts and Counsel to ensure the right of youth to have access to the courts ☒ ☐ ☐ and legal services. Such access shall include: Procedure All: 602 (a) access, upon request by the youth, to licensed attorneys and their authorized representatives; ☒ ☐ ☐ 602.3 (b) provision for confidential consultation with attorneys; and, 602.4 ☒ ☐ ☐ 602.6 (c) unlimited postage free, legal correspondence and cost-free telephone access as appropriate. ☒ ☐ ☐ 602.7 7593 Santa Clara William James Ranch CAMP PRO 23-24 57 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1390 DISCIPLINE The facility administrator shall develop and implement 600 Youth Discipline written policies and procedures for the discipline of youth that shall promote acceptable behavior; including the use 600.2 of positive behavior interventions and supports. Discipline 600.3 shall be imposed at the least restrictive level which promotes the desired behavior and shall not include 600.8 Last ¶ corporal punishment, group punishment, physical or 610 Conflict Mediation – JR psychological degradation. Deprivation of the following is ☒ ☐ ☐ not permitted: Procedure All: 600 The James Ranch Guidebook provides youth with facility rules and sanctions, as well as daily reminders of behaviors through PBIS and Due Process. (a) bed and bedding; ☒ ☐ ☐ 600.8 Bullet 10 (b) daily shower, access to drinking fountain, toilet and ☒ ☐ ☐ 600.8 Bullet 7 personal hygiene items, and clean clothing; (c) full nutrition; ☒ ☐ ☐ 600.8 Bullet 4 (d) contact with parent or attorney; ☒ ☐ ☐ 600.8 Bullet 5 and 15 (e) exercise; ☒ ☐ ☐ 600.8 Bullet 8 (f) medical services and counseling; ☒ ☐ ☐ 600.8 Bullet 12 and 16 (g) religious services; ☒ ☐ ☐ 600.8 Bullet 16 7593 Santa Clara William James Ranch CAMP PRO 23-24 58 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (h) clean and sanitary living conditions; ☒ ☐ ☐ 600.8 Bullet 11 (i) the right to send and receive mail; ☒ ☐ ☐ 600.8 Bullet 5 and 13 (j) education; and, ☒ ☐ ☐ 600.8 Bullet 16 (k) rehabilitative programming. ☒ ☐ ☐ 600.8 Bullet 16 The facility administrator shall establish rules of conduct and disciplinary penalties to guide the conduct of youth. 600.5.1 Such rules and penalties shall include both major violations and minor violations, be stated simply and 600.5.1 ¶ 2 affirmatively, and be made available to all youth. Provision shall be made to provide accessible information 600.8 Bullet 10 to youth with disabilities, limited English proficiency, or 600.6 Minor Rule Violations limited literacy. 600.7 Major Rule Violations ☒ ☐ ☐ 600.7.6 The rules and sanctions, as well as poster reminders of acceptable and expected behavior, are posted in the Pods and facility- wide, promoting the PBIS model. 7593 Santa Clara William James Ranch CAMP PRO 23-24 59 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1391 DISCIPLINE PROCESS The facility administrator shall develop and implement 600.5 Due Process written policies and procedures for the administration of discipline which shall include, but not be limited to: 607 Discipline Due Process – JR 610.2 Mediation – JR Procedure All: 607 James Ranch has had 184 incidents of Due Process from January 2022 to October 2023. Only 24 of those incidents were for major rule violations, the other 160 were for youth who were demoted as a result of failing to reach their program expectations, not amounting to a major incident. We provided technical assistance that demotions do not require DP unless the reason was due to a major rule violation. ☒ ☐ ☐ During the same time, there were 21 Administrative Ranch Reviews (ARR). The return to JH component of an ARR is a review in a secure environment due to a serious rule violation, mostly assaults. Due Process is accomplished when the youth leaves and if a hearing is requested then it occurs at JH. Youth typically stay in the secure setting for 3-5 days until ready to return to the open JR setting or a petition is filed. Our review of the process reveals compliance with regulation and allows for a full appeal process. As with grievances, managers frequently respond to youth in each instance, building a rapport while the youth is on-site. (a) designation of personnel authorized to impose discipline for violation of rules; 600.9 Last ¶ ☒ ☐ ☐ 607.2 (a) 7593 Santa Clara William James Ranch CAMP PRO 23-24 60 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) prohibiting discipline to be delegated to any youth; 600.8 Bullet 1 ☒ ☐ ☐ 607.2 (b) (c) definition of major and minor rule violations and their consequences, and due process requirements; 600.6 Minor Rule Violations ☒ ☐ ☐ 607.2 (c) (d) trauma-informed approaches and positive behavior interventions; 600.7 Major Rule Violations ☒ ☐ ☐ 607.2 (d) (e) minor rule violations may be handled informally by counseling, advising the youth of expected conduct 600.9 ¶ 1 imposing a minor consequence. Discipline shall be ☒ ☐ ☐ accompanied by written documentation and a policy of review and appeal to a supervisor; and, (f) major rule violations and the discipline process shall be documented and require the following: ☒ ☐ ☐ (1) written notice of violation prior to a hearing; ☒ ☐ ☐ 600.7.3 (2) accommodations provided to youth with disabilities, limited literacy, and English language ☒ ☐ ☐ 600.7.6 learners; 600.5 (c) (3) hearing by a person who is not a party to the ☒ ☐ ☐ incident; 600.7.4 ¶ 1 (4) opportunity for the youth to be heard, present ☒ ☐ ☐ 600.5 (d) evidence and testimony; (5) provision for youth to be assisted by staff in the ☒ ☐ ☐ 600.7.6 hearing process; 7593 Santa Clara William James Ranch CAMP PRO 23-24 61 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) provision for administrative review. ☒ ☐ ☐ 600.7.9 (g) violations that result in a removal from camp or commitment program, but not a return to court, will 543 Ranch Failure follow the due process provisions in subsection (e) above. ☒ ☐ ☐ 600.9.1 (SYTF) 608 Administrative Ranch Review 1410 MANAGEMENT OF COMMUNICABLE DISEASES. 706 Communicable Diseases The health administrator/responsible physician, in cooperation with the facility administrator and the local Procedure All: 706 health officer, shall develop written policies and ☒ ☐ ☐ procedures to address the identification, treatment, control and follow-up management of communicable diseases. The policies and procedures shall address, but not be limited to: (a) Intake health screening procedures; ☒ ☐ ☐ 706.3, (c) 1 (b) Identification of relevant symptoms; ☒ ☐ ☐ 706.3, (c) 2 (c) Referral for medical evaluation; ☒ ☐ ☐ 706.3, (c) 4 (d) Treatment responsibilities during detention; ☒ ☐ ☐ 706.3, (c) 5 (e) Coordination with public and private community- ☒ ☐ ☐ 706.3, (c) 8 based resources for follow-up treatment; (f) Applicable reporting requirements; and, ☒ ☐ ☐ 706.3, (d) 7593 Santa Clara William James Ranch CAMP PRO 23-24 62 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (g) Strategies for handling disease outbreaks. ☒ ☐ ☐ 706.3, (c) 5 The policies and procedures shall be updated as necessary to reflect communicable disease priorities ☒ ☐ ☐ 706.3 Last ¶ identified by the local health officer and currently recommended public health interventions. 1433 REQUESTS FOR HEALTH CARE SERVICES (EXCERPT) 702.3 The health administrator, in cooperation with the facility administrator, shall develop policy and procedures to ☒ ☐ ☐ Procedure 702.4 establish a daily routine for youth to convey requests for emergency and non-emergency medical, dental and behavioral/mental health care services. 1480 STANDARD FACILTY CLOTHING ISSUE The youth’s personal clothing, undergarments and 807.6 footwear may be substituted for the institutional clothing ☒ ☐ ☐ and footwear specified in this regulation. The facility has Procedure All: 807.2.1 the primary responsibility to provide clothing and footwear. Clothing provisions shall ensure that: (a) Clothing is clean, reasonably fitted, durable, easily laundered, in good repair, and free of holes and tears. ☒ ☐ ☐ 807.6 (b) The standard issue of climatically suitable clothing for youth shall consist of but not be limited to: ☒ ☐ ☐ (1) Socks and serviceable footwear; ☒ ☐ ☐ 807.6 Bullet 1 and 4 (2) Outer garments; ☒ ☐ ☐ 807.6 Bullet 2 (3) New non-disposable underwear which shall remain with the youth throughout their stay, and; ☒ ☐ ☐ 807.6 Bullet 5 and ¶ 4 (4) Undergarments, that are freshly laundered and free of stains, including tee shirts and bras. ☒ ☐ ☐ 807.6 Bullet 3 7593 Santa Clara William James Ranch CAMP PRO 23-24 63 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Clothing is laundered at the temperature required by local ordinances for the commercial laundries and dried ☒ ☐ ☐ 807.7 completely in a mechanical dryer or other laundry method approved by the local health officer. (d) Suitable clothing is issued to pregnant youth. ☒ ☐ ☐ 807.6 Bullet 6 1482 CLOTHING EXCHANGE The facility administrator shall develop and implement 807.6 ¶ 4 written policies and site-specific procedures for the cleaning and scheduled exchange of clothing. Unless Procedure: 807.2.4 work, climatic conditions, or illness necessitates more ☒ ☐ ☐ frequent exchange, outer garments, except for footwear, shall be exchanged at least once each week. Tee shirts, bras, and underwear shall be exchanged daily; youth shall receive their own underwear back at exchange. 1484 CONTROL OF VERMIN IN YOUTH’S PERSONAL CLOTHING 706.3 (c) 7 There shall be written policies and site-specific procedures developed and implemented by the facility Procedure: 807.2.6 administrator to control the contamination and/or spread ☒ ☐ ☐ of vermin and ecto-parasites in all youth’s personal clothing. Infested clothing shall be cleaned or stored in a closed container so as to eradicate or stop the spread of the vermin. 1485 ISSUE OF PERSONAL CARE ITEMS There shall be written policies and site-specific 807.9 Bullet procedures developed and implemented by the facility administrator for the availability of personal hygiene Procedure All: 807.3.1 ☒ ☐ ☐ items. Each female youth shall be provided with sanitary napkins, panty liners and tampons as requested. Each youth to be held over 24 hours shall be provided with the following personal care items; (a) Toothbrush; ☒ ☐ ☐ 807.9 Bullet 4 (b) Toothpaste; ☒ ☐ ☐ 807.9 Bullet 3 (c) Soap; ☒ ☐ ☐ 807.9 Bullet 1 7593 Santa Clara William James Ranch CAMP PRO 23-24 64 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) Comb; ☐ ☐ ☐ 807.9 Bullet 2 (e) Shaving implements; ☒ ☐ ☐ 807.9 Bullet 5 (f) Deodorant; ☒ ☐ ☐ 807.9 Bullet 8 (g) Lotion; ☒ ☐ ☐ 807.9 Bullet 9 (h) Shampoo; and, ☒ ☐ ☐ 807.9 Bullet 10 (i) Post-shower conditioning hair products. ☒ ☐ ☐ 807.9 Bullet 11 Youth shall not be required to share any personal care items listed in items (a) through (d). Liquid soap 807.9 Bullet 7 provided through a common dispenser is permitted. Youth shall not share disposable razors. Double edged 807.9 ¶ 3 and 4 safety razors, electric razors, and other shaving ☒ ☐ ☐ instruments capable of breaking the skin, when shared among youth, shall be disinfected between individual uses by the method prescribed by the State Board of Barbering and Cosmetology in Sections 979 and 980, Chapter 9, Title 16, California Code of Regulations. 1486 PERSONAL HYGIENE There shall be written policies and site specific 807.9 procedures developed and implemented by the facility administrator for showering/bathing and brushing of Procedure: 807.3.2 ☒ ☐ ☐ teeth. Youth shall be permitted to shower/bathe up on assignment to a housing unit and on a daily basis thereafter and given an opportunity to brush their teeth after each meal. 7593 Santa Clara William James Ranch CAMP PRO 23-24 65 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1487 SHAVING Youth shall have access to a razor daily, unless their 806.4 appearance must be maintained for reasons of identification in Court. All youth shall have equal Procedure: 807.3.3 ☒ ☐ ☐ opportunity to shave face and body hair. The facility administrator may suspend this requirement in relation to youth who are considered to be a danger to themselves or others. 1488 HAIR CARE SERVICES (EXCERPT) Hair care services shall be available in all juvenile 806.3.1 facilities. Youth shall receive hair care services monthly. Equipment shall be cleaned and disinfected after each ☒ ☐ ☐ 807.10 haircut or procedure, by a method approved by the State 807.10.1 Board of Barbering and Cosmetology. Procedure: 807.3.4 1500 STANDARD BEDDING AND LINEN ISSUE Clean laundered, suitable bedding and linens, in good 807.5 repair, shall be provided for each youth entering a living ☒ ☐ ☐ area who is expected to remain overnight, shall include, Procedure All: 807.4.1 but not be limited to: (a) One mattress or mattress-pillow combination which meets the requirements of Section 1502 of these ☒ ☐ ☐ 807.5 (b) regulations; (b) One pillow and a pillow case unless provided for in (a) above; ☒ ☐ ☐ 807.5 (e) (c) One mattress cover and a sheet or two sheets; ☐ ☐ ☐ 807.5 (c) (d) One towel; and, ☒ ☐ ☐ 807.5 (d) (e) One blanket or more, up on request ☒ ☐ ☐ 807.5 (a) 7593 Santa Clara William James Ranch CAMP PRO 23-24 66 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1501 BEDDING LINEN EXCHANGE The facility administrator shall develop and implement 807.3 site specific written policies and procedures for the scheduled exchange of laundered bedding and linen 807.5 ☒ ☐ ☐ issued to each youth housed. Washable items such as Procedure All: 807.4.2 sheets, mattress covers, pillow cases and towels shall be exchanged for clean replacement at least once each week. The covering blanket shall be cleaned or laundered once a month. ☒ ☐ ☐ 807.5 (a) 2 1510 FACILITY SANITATION, SAFETY AND MAINTENANCE 802 The facility administrator shall develop and implement written policies and site-specific procedures for the 802.3 maintenance of an acceptable level of cleanliness, Procedure: 802.2.1 and 802.5 repair and safety throughout the facility. The plan shall provide for a regular schedule of housekeeping tasks, ☒ ☐ ☐ equipment, including restraint devices, and physical plant maintenance and inspections to identify and correct unsanitary or unsafe conditions or work practices in a timely manner. The use of chemicals shall be done in accordance to the product label and Safety Data Sheet which may include the use of Personal Protection Equipment (PPE). 7593 Santa Clara William James Ranch CAMP PRO 23-24 67 A453 JUV PRO eff. 1/2019 (23-24).dot REVIEW OF NON REGULATORY REQUIREMENTS GRANT FUNDING OR CODE REFERENCE YES NO N/A P/P REFERENCE - COMMENTS JUVENILE PROBATION AND CAMPS FUNDING (JPCF) (Camps Only) The programs/services identified on the JPCF Camp Eligibility Form are being provided at the facility. (Refer ☒ ☐ ☐ to the JPCF Camp Eligibility Form) 208.5 WIC CONTACT BETWEEN PERSONS UNDER THE JUVENILE COURT AGES 19- 20 AND MINORS IN THE FACILITY The facility houses Juvenile Court Wards 19 years of ☒ ☐ ☐ age and older. The facility has been approved to hold persons under ☒ ☐ ☐ the juvenile court who are ages 19 through 21. The facility continues to comply with the requirements of 208.5 WIC (programming, capacity and security of ☒ ☐ ☐ the facility) as outlined in the county’s application. JUVENILE JUSTICE DELINQUENCY PREVENTION ACT MONITORING (JJDPA) WIC 206 SEPARATE FACILITIES FOR WIC 300 MINORS ☐ ☐ ☒ Dependent or neglected minors who are defined under Violatio Section 300 of the Welfare and Institutions Code (WIC) n are held only in non-secure, separate and segregated facilities. DETENTION OF STATUS OFFENDERS (WIC 601) AND FEDERAL MINORS ☐ ☒ ☐ Status Offenders (WIC 601) are held in the facility. Status Offenders (WIC 601) are kept separate from ☐ ☐ ☒ Juvenile Delinquents (WIC 602)? (WIC 207[d]). Violatio n Federal Minors (ICE Holds or ORR Contract) are held ☐ ☐ ☒ in the facility. If yes to the above, the Monthly Report on the Detention of Status Offenders/Federal Minors is ☐ ☐ ☒ submitted to the BSCC. WIC 208 SEPARATION OF MINORS AND ADULT INMATES (JJDPA 42 USC 5633, Sec 223, State Plans (a)[12]) ☐ ☒ ☐ Are adult inmates held in the facility? (When a person in detention is proceeding through the adult court, AND that person is 18 years of age or older that person is an adult inmate.) 7593 Santa Clara William James Ranch CAMP PRO 23-24 68 A453 JUV PRO eff. 1/2019 (23-24).dot If adult inmates are held, they are appropriately ☐ ☒ ☐ separated from minors. Violatio n Adult inmates from an adult facility (e.g. inmate workers ☐ ☐ ☒ or “Scared Straight” programs) are not allowed in the facility in a manner that allows contact with minors. Violatio n 7593 Santa Clara William James Ranch CAMP PRO 23-24 69 A453 JUV PRO eff. 1/2019 (23-24).dot JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS Board of State and Community Corrections PROCEDURES CHECKLIST1 BSCC Code: 7595 FACILITY NAME: Santa Clara Secure Youth Treatment Facility at WJR FACILITY TYPE: SYTF PERSON(S) INTERVIEWED: Nick Birchard, Chief Probation Officer; Alex Villa, Deputy Chief Probation Officer; Marc Utsey, Program Manager; Elsa Jennings, Program Manager; Kevin Cooper, Probation Manager – FAF; Erika Vasquez, Quality Systems Supervisor; Sal Heredia, Supervisor – Living Units; Hai Nguyen, Supervisor – SYTF; Marmet Williams, Supervisor – Treatment and Aftercare; Donna Amaro, Quality Systems Probation Counselor; Ana Zarate, Probation Counselor; Veronica Robles, Santa Clara County Behavioral Health Manager II; Mayra Flores, SCCBH, Clinician Supervisor; Mark Camileri, Principal Blue Ridge School – SCOE; Kevin Cooper, Manager - Facility and Fleet Services; Henry Holquin, Food Services; Luengfaong Le, RN-Clinical Supervisor; Ruby Collado, RN; Youth: Jonathan, age 19; Dominic, age 18; David, age 16; Damato (LN-Female), age 19; Santos, age 22. FIELD REPRESENTATIVE: Elizabeth Gong DATE: November 13-15, 2023 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1313 COUNTY INSPECTION AND EVALUATION OF BUILDING AND GROUNDS Policy: 107.3.1 (a) – (f) State-required inspections pursuant to 1313 On an annual basis, or as otherwise required by law, each juvenile facility administrator shall obtain a ☒ ☐ ☐ documented inspection and evaluation from the July 25, 2022 following: June 16, 2023 (a) county building inspector or person designated by the Board of Supervisors to approve building safety; (b) fire authority having jurisdiction, including a fire clearance as required by Health and Safety Code Section July 25, 2022 13146.1(a) and (b); June 1, 2023 ☒ ☐ ☐ The 2023 Fire Inspection has two pending corrections. The agency will update when corrected. (c) local health officer, inspection in accordance with Health and Safety Code Section 101045; Environmental Health, Medical/Mental Health, and Nutritional Health Inspections ☒ ☐ ☐ completed on the same date: October 19, 2022 September 13, 2023 1 This document is intended for use as a tool during the 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 Local Facilities, Division 1, Chapter 1, Subchapter 5 for the complete list and text of regulations. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 1 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) county superintendent of schools on the adequacy of educational services and facilities as required in Section ☒ ☐ ☐ April 19, 2022 1370; April 21, 2023 (e) juvenile court as required by Section 209 of the Welfare and Institutions Code; and, The Juvenile Presiding Judge from Santa Clara County, L. Michael Clark, has designated the Santa Clara JJC to complete the Court Inspection of the James Ranch ☒ ☐ ☐ Facility. Although the 2023 JJPDC report is not complete, they were on site on September 28, 2023. The 2022 Inspection was delivered to the agency on July 18, 2023. (f) the Juvenile Justice Commission as required by Section 229 of the Welfare and Institutions Code or November 2022 (2021 Inspection) Probation Commission as required by Section 240 of the July 18, 2023 (2022 Inspection) Welfare and Institutions Code. The JJPDC continues to inspect the Santa Clara Juvenile Facilities on a fiscal year. We ☒ ☐ ☐ spoke with Commission Chair Steve Betts who indicated the 2023 Inspection of James Ranch was completed but the JJC Report is not done and will not likely be completed/approved by the Commission until their January 2024 meeting. They were on- site at James Ranch on September 28, 2023. 1320 APPOINTMENT AND QUALIFICATIONS Chief Probation Officer Nick Birchard BSCC Note: Compliance with this section is determined completed a memorandum outlining by receipt of the Chief Probation Officer’s certification compliance with this regulation, dated letter confirming that all elements of regulation are met. October 10, 2023. 100.3 Appointment Requirements Procedure All: 102.2 (a) Appointment ☒ ☐ ☐ In each juvenile facility there shall be a superintendent, director or facility manager in charge of its program and employees. Such superintendent, director, facility manager and other employees of the facility shall be appointed by the facility administrator pursuant to applicable provisions of law. (b) Employee Qualifications Each facility shall: Administration Policy 505.4 (a) (1) recruit and hire employees who possess ☒ ☐ ☐ knowledge, skills and abilities appropriate to their job classification and duties in accordance with applicable civil service or merit system rules; (2) require a medical evaluation and physical examination including tuberculosis screening test and Administration Policy 505.4 (i) evaluation for immunity to contagious illnesses of ☒ ☐ ☐ childhood (i.e., diphtheria, rubeola, rubella, and mumps); 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 2 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) adhere to the minimum standards for the selection and training requirements adopted by the Board ☒ ☐ ☐ Administration Policy 505.7.1 pursuant to Section 6035 of the Penal Code; and (4) conduct a criminal records review, on each new employee, and psychological examination in Administration Policy 505.4 (g) ☒ ☐ ☐ accordance with Section 1031 of the Government Code. (c) Contract personnel, volunteers, and other non- employees of the facility, who may be present at the Section 13 PREA facility, shall have such clearance and qualifications as ☒ ☐ ☐ may be required by law, and their presence at the facility shall be subject to the approval and control of the facility manager. 1321 STAFFING Each juvenile facility shall: 215.1 Staffing Plan: Purpose and Scope (a) have an adequate number of personnel sufficient to 215.3.1 (a) carry out the overall facility operation and its programming, to provide for safety and security of youth Procedure All: 215.2 and staff, and meet established standards and regulations; ☒ ☐ ☐ James Ranch has two Probation Division Managers, six Supervising Probation Counselors (two vacant), 65 Probation Counselors/Probation Assistants (four vacant); and 28 Extra Help Probation Counselors/Assistants. Eight EH staff are completing JCO Core in January 2024. (b) ensure that no required services shall be denied because of insufficient numbers of staff on duty absent ☒ ☐ ☐ 215.3.1 (a) exigent circumstances; (c) have a sufficient number of supervisory level staff to ensure adequate supervision of all staff members; ☒ ☐ ☐ 215.3.1 (b). (d) have a clearly identified person on duty at all times who is responsible for operations and activities and has ☒ ☐ ☐ 215.3.1 (c) completed the Juvenile Corrections Officer Core Course and PC 832 training; (e) have at least one staff member present on each living unit whenever there are youth in the living unit; ☒ ☐ ☐ 215.3.1 (d) 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 3 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (f) have sufficient food service personnel relative to the number and security of living units, including staff 900 Food Services qualified and available to: plan menus meeting nutritional requirements of youth; provide kitchen supervision; direct food preparation and servings; conduct related training programs for culinary staff; and maintain necessary There is a Probation Manager who oversees records; or, a facility may serve food that meets nutritional Food Services, Laundry, and Material standards prepared by an outside source; Supplies (warehouse) for the juvenile ☒ ☐ ☐ facilities. At James Ranch, there is one Lead Correctional Cook, three Correctional Cooks, three Food Service Workers, two Laundry Workers, and one Material Support Specialist on site. None of these staff are responsible for youth supervision. (g) have sufficient administrative, clerical, recreational, medical, dental, mental health, building maintenance, 215.3 Bullet 8 transportation, control room, facility security and other support staff for the efficient management of the facility, 510.5 and to ensure that youth supervision staff shall not be ☒ ☐ ☐ diverted from supervising youth; and, Education, Behavior Health, and Medical staff on site are not responsible for youth supervision duties. (h) assign sufficient youth supervision staff to provide continuous wide awake supervision of youth, subject to 215.3.1 (f) temporary variations in staff assignments to meet special program needs. Staffing shall be in compliance with a 510 Supervision of Youth minimum youth-staff ratio for the following facility types: 510.3 ¶ 2 ☒ ☐ ☐ The agency has sufficient youth supervision staff and Probation Counselors, to meet the regulations. (1) Juvenile Halls (A) during the hours that youth are awake, one 510.3 ¶ 4 wide-awake youth supervision staff member on duty for each 10 youth in detention; The agency staffs the juvenile facilities to PREA standards which is 1:8 during waking ☒ ☐ ☐ hours. Although the LIFT Program is at James Ranch, the regulations for staff to youth ratios are under the JH regulations. This is not an issue at James Ranch as the agency staffs to PREA, more intensive than JH or Camp required ratios. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 4 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide-awake 510.3 ¶ 4 youth supervision staff member on duty for each 30 youth in detention; ☒ ☐ ☐ The agency staffs the juvenile facilities to PREA standards which is 1:16 during sleeping hours. (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the 510.3 ¶ 5 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 member on duty who is the same gender as youth housed in ☒ ☐ ☐ 510.3 ¶ 5 the facility. (E) personnel with primary responsibility for other duties such as administration, supervision of 510.3.1 personnel, academic or trade instruction, clerical, ☒ ☐ ☐ kitchen or maintenance shall not be classified as youth supervision staff positions. (2) Special Purpose Juvenile Halls (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 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 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 member on duty who is the same gender as youth housed in ☐ ☐ ☒ the facility. (E) personnel with primary responsibility for 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. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 5 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) Camps (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 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 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 member on duty who is the same gender as youth housed in ☐ ☐ ☒ the facility; (E) in addition to the minimum staff to youth ratio required in (h)(3)(A)-(B), consideration shall be James Ranch has nine dorms which can given to the size, design, and location of the camp; house 12 youth each. There are two staff on types of youth committed to the camp; and the ☒ ☐ ☐ duty in each pod during waking hours and one staff at night. While on-site, six of the function of the camp in determining the level of nine dorms were occupied. supervision necessary to maintain the safety and welfare of youth and staff; (F) personnel with primary responsibility for 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. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 6 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1322 YOUTH SUPERVISION STAFF ORIENTATION AND TRAINING 300 New Staff Member Orientation (a) Prior to assuming any responsibilities each youth supervision staff member shall be properly oriented to 300.3 New Youth Supervision Staff their duties, including: Orientation (1) youth supervision duties; 301.4 Annual Required Training 302.5.2 Procedure All: 300.2 ☒ ☐ ☐ Chief Probation Officer Nick Birchard provided a Memorandum dated October 10, 2023, outlining compliance with this regulation. The agency has a significant training regimen to ensure new and veteran staff are trained in regulations, agency policies, and program opportunities provided to youth. (2) scope of decisions they shall make; ☒ ☐ ☐ 300.3 Bullet 13 300.3 Bullets 7 and 8 (3) the identity of their supervisor; ☒ ☐ ☐ 302.5.2 (4) the identity of persons who are responsible to them; ☒ ☐ ☐ 300.3 Bullet 13 (5) persons to contact for decisions that are beyond their responsibility; and ☒ ☐ ☐ 300.3 Bullet 8 (6) ethical responsibilities. 300.3 Bullet 2 ☒ ☐ ☐ 512.1 ¶ 2 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 7 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Prior to assuming any responsibility for the supervision of youth, each youth supervision staff ☒ ☐ ☐ 300.3.1 member shall receive a minimum of 40 hours of facility- specific orientation, including: (1) individual and group supervision techniques; ☒ ☐ ☐ 300.3.1 Bullet 1 (2) regulations and policies relating to discipline and rights of youth pursuant to law and the provisions of ☒ ☐ ☐ 300.3.1 Bullet 2 this chapter; (3) basic health, sanitation and safety measures; ☒ ☐ ☐ 300.3.1 Bullet 3 (4) suicide prevention and response to suicide ☒ ☐ ☐ 300.3.1 Bullet 4 attempts (5) policies regarding use of force, de-escalation techniques, chemical agents, mechanical and ☒ ☐ ☐ 300.3.1 Bullet 5 physical restraints; (6) review of policies and procedures referencing ☒ ☐ ☐ 300.3.1 Bullet 10 trauma and trauma-informed approaches; (7) procedures to follow in the event of emergencies; ☒ ☐ ☐ 300.3.1 Bullet 6 (8) routine security measures, including facility ☒ ☐ ☐ 300.3.1 Bullet 11 perimeter and grounds; (9) crisis intervention and mental health referrals to ☒ ☐ ☐ 300.3.1 Bullet 7 mental health services; (10) documentation; and ☒ ☐ ☐ 300.3.1 Bullet 8 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 8 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (11) fire/life safety training ☒ ☐ ☐ 300.3.1 Bullet 9 (c) Prior to assuming sole supervision of youth, each youth supervision staff member shall successfully 300.3.1 Bullet 12 complete the requirements of the Juvenile Corrections ☒ ☐ ☐ Officer Core Course pursuant to Penal Code Section 6035. (d) Prior to exercising the powers of a peace officer youth supervision staff shall successfully complete training ☒ ☐ ☐ 300.3.1 Bullet 13 pursuant to Section 830 et seq. of the Penal Code. 1323 FIRE AND LIFE SAFETY Whenever there is a youth in a juvenile facility, there shall 300.2.2 be at least one wide awake person on duty at all times who meets the training standards established by the 404.6 ¶ 2 Board for general fire and life safety which relate Procedure: 300.2.2 (k) specifically to the facility. ☒ ☐ ☐ All youth supervision staff receive this training in Youth Supervision Core Training. 1324 POLICY AND PROCEDURES MANUAL All facility administrators shall develop, publish, and 103.3 ¶ 2 Manual Review implement a manual of written policies and procedures that address, at a minimum, all regulations that are 103.5 Distribution of Manual applicable to the facility. Such a manual shall be made 107.4 (b) available to all employees, reviewed by all employees, and shall be administratively reviewed at a minimum every two years, and updated, as necessary. Those records relating to the standards and requirements set ☒ ☐ ☐ The agency has moved policies and procedures to the Lexipol System, except for forth in these regulations shall be accessible to the Board several high-risk regulations that required on request. more detail, specificity, and training before The manual shall include: full implementation. Those regulations are memorialized in this checklist and continue to be trained to staff based on the former comprehensive policies. (a) table of organization, including channels of communications and a description of job classifications; 100 Organizational Structure ☒ ☐ ☐ 100.4 100.5 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 9 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) responsibility of the probation department, purpose of programs, relationship to the juvenile court, the Juvenile 100 Justice/Delinquency Prevention Commission or ☒ ☐ ☐ Probation Committee, probation staff, school personnel and other agencies that are involved in juvenile facility programs; (c) responsibilities of all employees; ☒ ☐ ☐ 100.8 (d) initial orientation and training program for employees; 300 ☒ ☐ ☐ 302 (e) initial orientation, including safety and security issues and anti-discrimination policies, for support staff, contract ☒ ☐ ☐ 307 employees, school, mental/behavioral health and medical staff, program providers and volunteers; (f) maintenance of record-keeping, statistics and communication system to ensure: 204 Records Retention and Release ☒ ☐ ☐ 217 Custody Records (1) efficient operation of the juvenile facility; ☒ ☐ ☐ 201.1 101 Authority and Legal Assistance (2) legal and proper care of youth; ☒ ☐ ☐ 213.5 217.3.1 (e) (3) maintenance of individual youth's records; ☒ ☐ ☐ 217.3.2 709.3 (k) 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 10 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 217.3.2 (i) (4) supply of information to the juvenile court and ☒ ☐ ☐ those authorized by the court or by the law; and, 529.2.2 (f) 204.3 Custodian of Youth Records (5) release of information regarding youth. ☒ ☐ ☐ 206.4 Release of Records 709.3 (k) 300.3 Bullet 2 (g) ethical responsibilities; ☒ ☐ ☐ 512.1 709.1 103.2 ¶ 2 (h) trauma-informed approaches; ☒ ☐ ☐ 300.3.2 Bullet 10 (i) culturally responsive approaches; ☒ ☐ ☐ 103.2 ¶ 2 (j) gender responsive approaches; ☒ ☐ ☐ 103.2 ¶ 2 (k) a non-discrimination provision that provides that all youth within the facility shall have fair and equal access 604 Youth Non-Discrimination to all available services, placement, care, treatment, and benefits, and provides that no person shall be subject to discrimination or harassment on the basis of actual or perceived race, ethnic group identification, ancestry, ☒ ☐ ☐ The Non-Discrimination Policy is posted, national origin, immigration status, color, religion, gender, along with a copy of T15, in the living units. sexual orientation, gender identity, gender expression, mental or physical disability, or HIV status, including restrictive housing or classification decisions based solely on any of the above mentioned categories; 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 11 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (l) storage and maintenance requirements for any chemical agents related security devices, and weapons 515 Management of Weapons and Control and ammunition, where applicable; ☒ ☐ ☐ Devices (m) establishment of procedures for collection of Medi- Cal eligibility information and enrollment of eligible youth; ☒ ☐ ☐ 501.6.4 and, (n) establishment of a policy that prohibits all forms of sexual abuse, sexual assault and sexual harassment. 304 Prison Rape Elimination Act – Training The policy shall include an approach to preventing, detecting and responding to such conduct and any ☒ ☐ ☐ 1300.5 retaliation for reporting such conduct, as well as a provision for reporting such conduct by youth, staff or a 1300.5.2 third party. 1300.6 1325 FIRE SAFETY PLAN The facility administrator shall consult with the local fire department having jurisdiction over the facility, or with the State Fire Marshal, in developing a plan for fire safety 400.3 Emergency Response Plan ☒ ☐ ☐ which shall include, but not be limited to: 404 Fire Safety (a) a fire prevention plan to be included as part of the 404.3 (a) manual of policy and procedures; Procedure All: 404 (b) monthly fire and life safety inspections by facility staff with two-year retention of the inspection record; 317.2 (j) 404.3 (b) and (c) 404.7 ¶ 3 ☒ ☐ ☐ Our review of the monthly fire and life safety inspections reveals a comprehensive evaluation of each pod, building, and space at JR. (c) fire prevention inspections as required by Health and Safety Code Section 13146.1(a) and (b); 404.3 (c) ☒ ☐ ☐ 404.7 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 12 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) an evacuation plan; 404.3 (d) ☒ ☐ ☐ In the event of a full facility evaluation, JR would move the youth to Juvenile Hall. (e) documented fire drills not less than quarterly; 404.3 (e) We reviewed the agency’s Fire Drills/Evacuation Drills from January 2022 to October 2023 and found the agency ☒ ☐ ☐ exceeded regulations by completing drills monthly. The facility is surrounded by trees and vegetation and is in a semi-rural area surrounded to the west by residential housing. The frequency of the drills ensures muscle memory of unit responsibilities for staff and youth. (f) a written plan for the emergency housing of youth in the case of fire; and, ☒ ☐ ☐ 404.3 (f) (g) development of a fire suppression pre-plan in cooperation with the local fire department. 404.3 Fire Suppression Pre-Plan ☒ ☐ ☐ 404.3 (g) 1326 SECURITY REVIEW Each facility administrator shall develop policies and 102.5 (f) procedures to annually review, evaluate, and document security of the facility. The review and evaluation shall Procedure: 208.3 include internal and external security, including, but not limited to, key control, equipment, and staff training. ☒ ☐ ☐ A Security Review Memorandum was completed by Program Manager Elsa Jennings, dated October 1, 2023, outlining the internal security measures at JR are compliant. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 13 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1327 EMERGENCY PROCEDURES The facility administrator shall develop facility-specific ☒ ☐ ☐ 400 policies and procedures for emergencies that shall include, but not be limited to: Procedure All: 400.3 400.3 (a) – (c) 400.6 Disturbances 400.8 Hostages (a) escape, disturbances, and the taking of hostages; ☒ ☐ ☐ 400.9 Escapes 412 Critical Incidents - JR 540 Escapes - JR 400.3 (d) and (i) 400.7 Riots (b) civil disturbance, active shooter and terrorist ☒ ☐ ☐ attack; 400.10 Civil Disturbances 411 Active Shooter 400.3 (e) (c) fire and natural disasters; ☒ ☐ ☐ 404 Fire 413 Natural Disasters - JR 400.3 (f) 405 Emergency Power and Communication (d) periodic testing of emergency equipment; ☒ ☐ ☐ 405.5 414 Emergency Medical Equipment 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 14 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 400.12 Emergency Housing of Youth 406 Emergency Evacuation (e) emergency evacuation of the facility; and ☒ ☐ ☐ James Ranch youth would be evacuated to Juvenile Hall or if unavailable, to the Santa Clara County Jail. 400.13 Review of Emergency Procedures 400.14 Training Probation Manager Elsa Jennings completed (f) a program to provide all youth supervision staff ☒ ☐ ☐ an Emergency Review Memorandum dated with an annual review of emergency procedures. November 1, 2023, outlining JR staff must submit an acknowledgment form annually verifying they have read and understand facility Emergency procedures. The printed roster verified staff completed the directive, except for those on a Leave of Absence. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 15 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1328 SAFETY CHECKS The facility administrator shall develop and implement 507 Youth Safety Checks policy and procedures that provide for direct visual observation of youth at a minimum of every 15 minutes, 507.3 at random or varied intervals during hours when youth Procedure: 507 are asleep or when youth are in their rooms, confined in holding cells or confined to their bed in a dormitory. Supervision is not replaced, but may be supplemented We reviewed the Safety Checks of each pod by, an audio/visual electronic surveillance system at James Ranch for the months of December designed to detect overt, aggressive or assaultive 2022, January 2023, and July 2023. LIFT behavior and to summon aid in emergencies. All safety youth did not arrive at the facility until June checks shall be documented with the actual time the 2023. We reviewed checks for July 2023 check is completed. ☒ ☐ ☐ and during the on-site, finding the checks were consistently random and accompanied by a Pod Log, detailing activities of the shift, and any specific notes related to individual youth or unit movements. The Quality Systems Unit audits the Guard 1 Tracker safety checks by month. Late checks are highlighted, and an internal process occurs to address the reason for an inconsistent check. There were very few. 1329 SUICIDE PREVENTION PLAN The facility administrator, in collaboration with the 707 Suicide Prevention and Intervention healthcare and behavioral/mental health administrators, shall plan and implement written policies and 707.3 Overview procedures which delineate a Suicide Prevention Plan. 707.4 Trauma-Informed The plan shall consider the needs of youth experiencing past or current trauma. Suicide prevention responses 707.5 Training shall be respectful and in the least invasive manner Procedure All: 707 consistent with the level of suicide risk. The plan shall include the following elements: ☒ ☐ ☐ Any youth displaying mental health conditions, or related suicidal statements, ideation, or behaviors are returned to JH for assessment. There have been no Suicide Attempts at JR, however, we reviewed one incident where a youth was returned to JH for behaviors and statements of self-harm. (a) Suicide prevention training as required in Section 1322, Youth Supervision Staff Orientation, and Training ☒ ☐ ☐ 707.3 (a) and the Juvenile Corrections Officer Core Course. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 16 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Screening, Identification Assessment and Precautionary Protocols 707.3.(b) (1) All youth shall be screened for risk of suicide at ☒ ☐ ☐ intake and as needed during detention. 707.6 (2) All youth supervision staff who perform intake processes shall be trained in screening youth for risk ☒ ☐ ☐ 707.5 of suicide. (3) All youth who have been identified during the intake screening process to be at risk of suicide shall ☒ ☐ ☐ 707.6 be referred to behavioral/mental health staff for a suicide risk assessment. 707.7 Referral Process (4) Precautionary protocols shall be developed to ensure the youth’s safety pending the ☒ ☐ ☐ 707.6.2 behavioral/mental health assessment. (c) Referral process to behavioral/mental health staff for assessment and/or services. ☒ ☐ ☐ 707.7 Referral Process (d) Procedures for monitoring of youth identified at risk for suicide. ☒ ☐ ☐ 707.7.1 (e) Safety Interventions (1) Procedures to address intervention protocols for ☒ ☐ ☐ 707.6.2 youth identified at risk for suicide which may include, 707.7.2 but are not limited to: (A) Housing consideration ☒ ☐ ☐ 707.7.2 (b)(1) (B) Treatment strategies including trauma- informed approaches ☒ ☐ ☐ 707.7.3 (2) Procedures to instruct youth supervision staff how to respond to youth who exhibit suicidal 707.8 Communication and Information behaviors. ☒ ☐ ☐ Sharing 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 17 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (f) Communication (1) The intake process shall include communication 707.8 (b) with the arresting officer and family guardians ☒ ☐ ☐ regarding the youth’s past or present suicidal ideations, behaviors or attempts. (2) Procedures for clear and current information sharing about youth at risk for suicide with youth ☒ ☐ ☐ 707.8 (c) supervision, healthcare, and behavioral/mental health staff. (g) Debriefing of Critical Incidents Related to Suicides or Attempts 707.9 Debriefing of Critical Incidents Related (1) Process for administrative review of the ☒ ☐ ☐ to Suicide or Attempts circumstances and responses proceeding, during and after the critical incident. 707.9 (b) (2) Process for a debriefing event with affected ☒ ☐ ☐ 707.9 (c) staff. (3) Process for a debriefing event with affected youth. ☒ ☐ ☐ 707.9 (c) (h) Documentation (1) Documentation processes shall be developed to ☒ ☐ ☐ 707.10 ensure compliance with this regulation Youth identified at risk for suicide shall not be denied the opportunity to participate in facility programs, services 707.7.3 (b) and activities which are available to other non-suicidal youth, unless deemed necessary for the safety of the ☒ ☐ ☐ youth or security of the facility. Any deprivation of programs, services or activities for youth at risk of suicide shall be documented and approved by the facility manager. 1340 REPORTING OF LEGAL ACTIONS Each facility shall submit to the Board a letter of 101.5 notification on each legal action, pertaining to conditions of confinement, filed against persons or legal entities ☒ ☐ ☐ responsible for juvenile facility operation. There are no pending Legal Actions at JR. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 18 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1341 DEATH AND SERIOUS ILLNESS OR INJURY OF A YOUTH WHILE DETAINED 207.4.3 Report of Death (1) Death of a Youth. (a) The facility administrator, in cooperation with 524 In-Custody Deaths the health administrator and the behavioral/mental 524.3 Mandatory Reporting health director, shall develop written policies and ☒ ☐ ☐ procedures in the event of the death of a youth while 525.3 Mandatory Reviews detained, which include notifications to necessary Procedure All: 524 parties, which may include the Juvenile Court, the parent, guardian or person standing in loco parentis and the youth’s attorney of record. (b) The health administrator, in cooperation with the facility administrator, shall develop written 524.1 policies and procedures to assure there is a medical and operational review of every in-custody death of 524.5 In-Custody Death Initial Review a youth. The review team shall include the facility ☒ ☐ ☐ administrator and/or facility manager, the health 525 In-Custody Death Review administrator, the responsible physician and other health care and supervision staff who are relevant to the incident. (c) The administrator of the facility shall provide to the Board a copy of the report submitted to the 524.3 Attorney General under Government Code Section ☒ ☐ ☐ 12525. A copy of the report shall be submitted to the Board within 10 calendar days after the death. (d) Upon receipt of a report of the death of a youth from the administrator, the Board may within 30 523.4 calendar days inspect and evaluate the juvenile facility, jail, lockup or court holding facility pursuant ☒ ☐ ☐ 525.5 ¶ 2 to the provisions of this subchapter. Any inquiry made by the Board shall be limited to the standards and requirements set forth in these regulations. (2) Serious Illness or Injury of Youth. (a) The facility administrator, in cooperation with 524.3 ¶ 3 the health administrator, shall develop written 701.2.6 (h) Parents policies and procedures for the notification to necessary parties, which may include the Juvenile 701.2.6 (j) Court Court, the parent, guardian or person standing in loco parentis and the youth’s attorney of record in the ☒ ☐ ☐ 701.2.6 (o) Attorney case of a serious illness or injury of a youth. 700.3.1 (b) 14 705 808 Serious Illness or Injury - JR 1342 POPULATION ACCOUNTING Each juvenile facility shall submit required population ☒ ☐ ☐ 500 Population Management and profile survey reports to the Board within 10 working days after the end of each reporting period, in a format 500.3 Reports to be provided by the Board. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 19 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1343 JUVENILE FACILITY CAPACITY (EXCERPT) When the number of youth detained in a living unit of a 1101.3 juvenile facility exceeds its rated capacity for more than ☒ ☐ ☐ fifteen (15) calendar days in a month, the facility administrator shall provide a crowding report to the Board in a format provided by the Board. 1350 ADMITTANCE PROCEDURES The facility administrator shall develop and implement 501 Youth Admission written policies and procedures for admittance of youth that emphasize respectful and humane engagement 501.1 with youth, and reflect that the admission process may Procedure All: 501 be traumatic to youth who may have already experienced trauma. Policies shall be trauma-informed, culturally relevant, and responsive to the language and Admissions to JR must meet criteria and literacy needs of youth. In addition to the requirements acceptance via medical staff at JH before of Sections 1324 and 1430 of these regulations: being transported to the facility. Additionally, a Pre-Ranch Orientation by JR staff is completed to provide the Ranch Guidebook, an overview of facility rules, and other tenets of the program before arriving at the program. Upon arrival, JR medical screens youth to ensure there are no issues based on JR operations. Behavior Health, Morgan Hill staff, complete a Mental Health Assessment within 48 hours of arrival. The Quality ☒ ☐ ☐ Systems staff complete a PREA assessment screening within 72 hours of arrival. As part of the intake process, the admitting staff completes a Ranch Orientation which includes viewing the JR Orientation Video, and a review of the Ranch Guidebook. Upon completion, the youth is moved to the assigned Pod for an orientation from the Pod staff on what to expect in that specific living environment. Lastly, the JR staff completes a Parent Orientation with the youth and family to go over programming which will occur while the youth is there. The process is informative and tailored to meet the youth and family’s needs and expectations. SYTF receives a full program overview of expectations while living in a more open, less restrictive environment. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 20 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) the admittance process shall include: (1) Access to two free phone calls within one hour of ☒ ☐ ☐ 501.9 admittance in accordance with the provisions of Welfare and Institution Code Section 627; 501.9.1 (2) Offer of a shower; ☒ ☐ ☐ 501.10 501.8 (3) Documented secure storage of personal ☒ ☐ ☐ belongings; 534 Youth Storage (4) Offer of food upon arrival; ☒ ☐ ☐ 501.6.5 (5) Screening for physical and behavioral health and safety issues, intellectual or developmental ☒ ☐ ☐ 501.3 (f) disabilities; (6) Screening for physical and developmental disabilities in accordance with Sections 1329, 1413, ☒ ☐ ☐ 501.3 (g) and 1430 of these regulations; (7) Contact with Regional Center for the Developmentally Disabled for youth that are 502.3 Bullet 14 suspected of or identified as having a ☒ ☐ ☐ developmental disability, pursuant to Section 1413; 501.6 Last ¶ and, 502.3 Bullet 20 (8) Procedures consistent with Section 1352.5. ☒ ☐ ☐ 502.10 (b) juvenile hall administrators shall establish written criteria for detention that considers the least restrictive 501.3 (h) environment. ☒ ☐ ☐ 501.6.2 (c) juvenile camps and post-dispositional programs in juvenile halls shall develop policies and procedures that 501.6.3 advise the youth of the estimated length of stay, inform ☒ ☐ ☐ them of program guidelines and provide written screening criteria for inclusion and exclusion from the program. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 21 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) juvenile halls shall develop policies and procedures that advise any committed youth of the estimated length ☒ ☐ ☐ 501.6.3 of his/her stay. 1350.5 SCREENING FOR THE RISK OF SEXUAL ABUSE 701.4 (j) Initial Screenings The facility administrator shall develop and implement written policies and procedures to reduce the risk of Procedure All: 502.5 sexual abuse by or upon youth. The policy shall require facility staff to assess each youth within 72 hours of admission based on the following information: Upon arrival at JR, Quality Systems/PREA staff complete a PREA Vulnerability ☒ ☐ ☐ Assessment within 72 hours. Additionally, as part of the intake to JR, youth respond to gender and sexual orientation questions as part of admission. This is completed in addition to the Gender Preference Form completed while the youth was at JH prior to a JR Commitment. (a) Prior sexual victimization or abusiveness; ☒ ☐ ☐ 502.3 Bullet 19 and 21 (b) Gender nonconforming appearance or manner; or identification as lesbian, gay or bisexual, transgender, ☒ ☐ ☐ 501.6 Bullet 2 queer or intersex, and whether the youth may, therefore, be vulnerable to sexual abuse; 502.3 Bullet 20 501.6 Bullet 9 (c) Current charges and offense history; ☒ ☐ ☐ 502.3 Bullet 4 and 6 501.6 Bullet 11 (d) Age; ☒ ☐ ☐ 502.3 Bullet 1 501.6 Bullet 20 (e) Level of emotional and cognitive development; ☒ ☐ ☐ 502.3 Bullet 7 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 22 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 501.6 Bullet 14 (f) Physical size and stature; ☒ ☐ ☐ 502.3 Bullet 3 501.6 Bullet 20 and 23 (g) Mental illness or mental disabilities; ☒ ☐ ☐ 502.3 Bullet13 and 14 501.6 Bullet 20 (h) Intellectual or developmental disabilities; ☒ ☐ ☐ 502.3 Bullet 13 501.6 Bullet 20 (i) Physical disabilities; ☒ ☐ ☐ 502.3 Bullet 12 501.6 Bullet 2 (j) The youth’s perception of vulnerability; and, ☒ ☐ ☐ 502.3 Bullet 9 and 22 (k) Any other specific information about the individual youth that may indicate heightened needs for ☒ ☐ ☐ 502.3 ¶ 2 supervision, additional safety precautions, or separation from certain other youth. Staff shall ascertain this information through conversations with the youth during the admittance 501.6 process, medical and behavioral health screenings; ☒ ☐ ☐ during classification assessments; and by reviewing court records, case files, facility behavioral records, and other relevant documentation from the youth’s files. The facility administrator shall implement appropriate controls on the dissemination of information within the 217.5 facility relative to responses received pursuant to this ☒ ☐ ☐ assessment in order to ensure that sensitive information 502.3 Last Paragraph is not exploited to the youth’s detriment by staff or other youth. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 23 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1351 RELEASE PROCEDURES The facility administrator shall develop and implement 522 Releases written policies and procedures for release of youth from custody which provide for: Procedure All: 523 The facility has an involved release process depending if it is a planned release, Court release, or a temporary release on Furlough. Youth and parents are involved in transition planning with MDT meetings. While on-site, we witnessed youth transition planning with agency partners and the inclusion of parents ☒ ☐ ☐ and other family members who will be a support for the youth. SYTF youth are afforded many opportunities to work while in custody with a very planned release process, involving family and agency partners. While on-site, one youth was being released with employment for the Santa Clara Probation Department as a paid intern, with benefits, to assist with program development and release opportunities upon exiting the facility. (a) verification of identity/release papers; ☒ ☐ ☐ 522.3 (a) and (b) (b) return of personal clothing and valuables; ☒ ☐ ☐ 522.3 (d) (c) notification to the youth's parents or guardian; ☒ ☐ ☐ 522.3 (l) (d) notification to the facility health care provider in accordance with Sections 1408 and 1437 of these ☒ ☐ ☐ 522.3 (m) regulations, for coordination with outside agencies; and, (e) notification of school staff; ☒ ☐ ☐ 522.3 (n) 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 24 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (f) notification of facility mental health personnel. ☒ ☐ ☐ 522.3 (m) The facility administrator shall develop and implement policies and procedures for post-disposition youth to 520.3 coordinate the provision of transitional and reentry ☒ ☐ ☐ services including, but not limited to, medical and 522.5 behavioral health, education, probation supervision and community-based services. The facility administrator shall develop and implement written policies and procedures for the furlough of youth 522.4 from custody. ☒ ☐ ☐ 541 Aftercare 1352 CLASSIFICATION The facility administrator shall develop and implement 502 Youth Classification written policies and procedures on classification of youth for the purpose of determining housing placement in the Procedure All: 502 facility. Such procedures shall: James Ranch completes a Housing Classification form for youth upon admission to determine appropriate Pod placement based on all factors in regulation. Currently, there are 4 Pods in use for James Ranch committed youth and two for LIFT youth. JR ☒ ☐ ☐ has a classification for Female, Younger Male Youth, General Population, and Graduates. SYTF Has a male and female pod. Staff and supervisors may override a Pod designation to meet any special needs of youth. We reviewed numerous complete classification forms and found that generally youth were assigned based on the above information. (a) provide for the safety of the youth, other youth, facility staff, and the public by placing youth in the 502.5 appropriate, least restrictive housing and program ☒ ☐ ☐ settings. Housing assignments shall consider the need for single, double or dormitory assignment or location within the dormitory; 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 25 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) consider facility populations and physical design of the facility; 502.5 ¶ 2 ☒ ☐ ☐ 502.8 (c) provide that a youth shall be classified upon admittance to the facility; classification factors shall 502.2.2 include, but not be limited to: age, maturity, sophistication, emotional stability, program needs, legal ☒ ☐ ☐ 502.5 Classification Upon Housing status, public safety considerations, medical/mental health considerations, gender and gender identity of the 502.7 Housing Assignments youth; (d) provide for periodic classification reviews, including provisions that consider the level of supervision and the ☒ ☐ ☐ 502.6.1 youth's behavior while in custody; and, (e) provide that facility staff shall not separate youth from the general population or assign youth to a single 502.5 ¶ 2 occupancy room based solely on the youth's actual or perceived race, ethnic group identification, ancestry, 502.7.2 ¶ 3 national origin, color, religion, gender, sexual orientation, gender identity, gender expression, mental ☒ ☐ ☐ or physical disability, or HIV status. This section does not prohibit staff from placing youth in a single occupancy room at the youth's specific request or in accordance with Title 15 regulations regarding separation. (f) facility staff shall not consider lesbian, gay, bisexual, transgender, questioning or intersex identification or ☒ ☐ ☐ 502.10 status as an indicator of likelihood of being sexually abusive. 1352.5 TRANSGENDER AND INTERSEX YOUTH. The facility administrator shall develop written policies 503 Transgender, Gender Non-Conforming, and procedures ensuring respectful and equitable ☒ ☐ ☐ and Intersex Youth treatment of transgender and intersex youth. The policies shall provide that: Procedure All: 503 (a) Facility staff shall respect every youth’s gender identity and shall refer to the youth by the youth’s 503.2 preferred name and gender pronoun, regardless of the youth’s legal name. Facilities may prohibit the use of ☒ ☐ ☐ 503.2 (a) 1 gang or slang names or names that otherwise compromise facility operations as determined by the facility manager or designee, and shall document any decision made on this basis. (b) Facility staff shall permit youth to dress and present themselves in a manner consistent with their gender ☒ ☐ ☐ 503.2 identity and shall provide youth with the institution’s clothing and undergarments consistent with their gender identity. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 26 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Facility staff shall house youth in the unit or room that best meets their individual needs and promotes their 502.10 ¶ 2 and 4 safety and well-being. Staff may not automatically house youth according to their external anatomy and shall ☒ ☐ ☐ document the reasons for any decision to house youth in a unit that does not match their gender identity. In making a housing decision, staff shall consider the youth’s preferences, as well as any recommendations from the youth’s health or behavioral health provider. (d) Facility administrators shall ensure that transgender and intersex youth have access to medical and ☒ ☐ ☐ 702.7 (f) behavioral health providers qualified to provide care and treatment to transgender and intersex youth. (e) Consistent with the facility’s reasonable and necessary security considerations and physical plant, 503.2 (a) 3 facility staff shall make every effort to ensure the safety ☒ ☐ ☐ and privacy of transgender and intersex youth when the youth are using the bathroom or shower, or dressing or undressing. Facility staff shall not conduct physical searches of any youth for the purpose of determining the youth’s 518.5 anatomical sex. Whenever feasible, the facility shall ☒ ☐ ☐ respect the youth’s preference regarding the gender of Procedure: 518.6 the staff member who conducts any search of the youth. 1353 ORIENTATION The facility administrator shall develop and implement 504 Youth Orientation written policies and procedures to orient a youth prior to placement in a living area. Both written and verbal 504.2 information shall be provided and supplemented with 1011.2 Program Expectations – JR video orientation if feasible. Provision shall be made to provide accessible orientation information to all detained Procedure All: 504 youth including those with disabilities, limited literacy, or ☒ ☐ ☐ English language learners. Orientation shall include information that addresses: SYTF youth go through specific Orientation for their program prior to entering the less restrictive opportunity at James Ranch. A general facility orientation occurs for all youth entering James Ranch. (a) facility rules including contraband and searches and disciplinary procedures; 504.4 (a) ☐ ☐ ☐ 504.4 (t) 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 27 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) facility’s system of positive behavior interventions and supports, including behavior expectations, 504.4 (b) incentives that youth will receive for complying with ☒ ☐ ☐ facility rules, and consequences that may result when 1001.3 youth violate the rules of the facility; (c) age appropriate information that explains the facility’s policy prohibiting sexual abuse and sexual ☒ ☐ ☐ 504.4 (n) harassment and how to report incidents or suspicions of sexual abuse or sexual harassment; (d) identification of key staff and their roles; ☒ ☐ ☐ 504.4 (v) (e) the existence of the grievance procedure, the steps that must be taken to use it, the youth’s right to be free ☒ ☐ ☐ 504.4 (e) of retaliation for reporting a grievance, and the name of the person or position designated to resolve the issue; (f) access to legal services and information on the ☒ ☐ ☐ 504.4 (i) court process; (g) access to routine and emergency health and mental ☒ ☐ ☐ 504.4 (f) health care; (h) access to education, religious services, and ☒ ☐ ☐ 504.4 (g), (j), and (q) recreational activities; (i) housing assignments; ☒ ☐ ☐ 504.4 (h) (j) opportunity for personal hygiene and daily showers including the availability of personal care items ☒ ☐ ☐ 504.4 (d) (k) rules and access to correspondence, visits and telephone use; ☒ ☐ ☐ 504.4 (c) 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 28 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (l) availability of reading materials, programming, and other activities; ☒ ☐ ☐ 504.4 (g) and (k) (m) facility policies on the use of force, use of restraints, chemical agents and room confinement; ☒ ☐ ☐ 504.4 (l), (m), and (w) (n) immigration legal services; ☒ ☐ ☐ 504.4 (o) and (p) (o) emergencies including evacuation procedures; ☒ ☐ ☐ 504.4 (r) (p) non-discrimination policy and the right to be free from physical, verbal or sexual abuse and harassment by ☒ ☐ ☐ 504.4 (u) other youth and staff; (q) availability of services and programs in a language other than English if appropriate; 504.4 ¶ 2 ☒ ☐ ☐ 513 Limited English Proficiency Services (r) the process for requesting different housing, education, programming and work assignments; ☒ ☐ ☐ 504.4 (x) (s) a process for which parents/guardians receive information regarding the youth’s stay in the facility that 504.4 (y) at a minimum includes answers to frequently asked ☒ ☐ ☐ questions and provides contact information for the facility, medical, school and mental health; and, (t) a process by which youth may request access to Title 15 Minimum Standards for Juvenile Facilities. ☒ ☐ ☐ 504.4 (z) 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 29 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1354 SEPARATION The facility administrator shall develop and implement 502.7.1 Separation written policies and procedures that address: 609 Separation – JR Procedure All: 609 Because of the Pod setting, youth rarely Separate from any activities in the program. Voluntary separation or declining participation in the activity, program, exercise, or school are dealt with via a counseling session, with the youth generally ☒ ☐ ☐ returning to the event within a short period. Youth who need more counsel to generate involvement are moved to the interview room in the Administrative Building where they are involved in a session with supervising staff. They discuss the reason for not engaging and the impact it could have on promotions in their overall program. This is relatively rare according to the Quality Systems staff, who will begin tracking these events moving forward. (a) separation of youth for reasons that include, but are not be limited to, medical and mental health conditions, 502.7.2 assaultive behavior, disciplinary consequences and protective custody. ☒ ☐ ☐ 502.7.3 609.2 (b) 1-5 (b) consideration of positive youth development and trauma-informed care. 502.7.2 ¶ 1 ☒ ☐ ☐ 609.2 (d) 1 (c) separated youth shall not be denied normal privileges available at the facility, except when 502.7.2 ¶ 2 necessary to accomplish the objective of separation. ☒ ☐ ☐ 609.2 (e) 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 30 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) when the objective of the separation is discipline, Title 15 Section 1390 shall apply. 502.7.2 ¶ 1 ☒ ☐ ☐ 609.2 (e) (e) when separation results in room confinement, the separation shall occur in accordance with Welfare and 606.3 Institutions Code Section 208.3 and Section 1354.5 of these regulations. 609.2 (f) ☐ ☐ ☒ There is no Room Confinement at JR. (f) policies and procedures shall ensure a daily review of separated youth to determine if separation remains 502.7.2 ¶ 4 necessary. ☒ ☐ ☐ 609.2 (g) 2 1354.5 ROOM CONFINEMENT (a) The facility administrator shall develop and There is no Room Confinement at JR. implement written policies and procedures addressing the confinement of youth in their room that are ☐ ☐ ☒ consistent with Welfare and Institutions Code Section 208.3. The placement of a youth in room confinement shall be accomplished in accordance with the following guidelines: (1) Room confinement shall not be used before other, less restrictive, options have been 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 purposes of punishment, coercion, convenience, or ☐ ☐ ☒ retaliation by staff. (3) Room confinement shall not be used to the extent that it compromises the mental and physical health ☐ ☐ ☒ of the youth. (b) A youth may be held up to four hours in room confinement. After the youth has been held in room ☐ ☐ ☒ confinement for a period of four hours, staff shall do one or more of the following: (1) Return the youth to general population. ☐ ☐ ☒ (2) Consult with mental health or medical staff. ☐ ☐ ☒ 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 31 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) Develop an individualized plan that includes the goals and objectives to be met in order to reintegrate ☐ ☐ ☒ the youth to general population. (4) If room confinement must be extended beyond ☐ ☐ ☒ four hours, staff shall do each of the 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 includes the goals and objectives to be met in order to ☐ ☐ ☒ integrate the youth to general population. (C) Obtain documented authorization by the facility superintendent or his or her designee ☐ ☐ ☒ every four hours thereafter. (5) This section is not intended to limit the use of single-person rooms or cells for the housing of youth ☐ ☐ ☒ in juvenile facilities and does not apply to normal sleeping hours. (6) This section does not apply to youth or wards in ☐ ☐ ☒ court holding facilities or adult facilities. (7) Nothing in this section shall be construed to conflict with any law providing greater or additional ☐ ☐ ☒ protections to youth. (8) This section does not apply during an extraordinary emergency circumstance that 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 placed in a locked cell or sleeping room to treat 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. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 32 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1355 INSTITUTIONAL ASSESSMENT AND PLAN The facility administrator shall develop and implement 505 Case Management written policies and procedures for assessment and case planning. 536 MDT Meetings ☒ ☐ ☐ 537 Individual Service Plans Procedure All: 537 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 33 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Assessment: The assessment is based on information collected 505.3 ¶ 3 during the admission process with periodic review, which includes the youth's risk factors, needs and strengths including, but not limited to, identification of substance abuse history, educational, vocational, James Ranch staff complete a counseling, behavioral health, consideration of known comprehensive Individual Service Plan (ISP) history of trauma, and family strengths and needs. that responds to each element in regulation. The Plan is updated at 3 and 6 months, with a Transition Plan completed prior to the youth’s scheduled release. The plans are detailed and include information from the youth’s 30, 60, and 90-day MDT, including information from all agency on-site partners. Additionally, MDTs occur 30 and 60 days prior to the youth’s scheduled release. The ISP includes demographic and historical information as well as responses to the youth’s identified risks and strengths. Service needs are identified and updated via ☒ ☐ ☐ the SMART goals, with reassessments done at 3 and 6-month intervals. SYTF youth have an additional plan prepared every six months outlining progress and behavior for the Court. Agency partners contribute to this formal and lengthy plan, providing input for their area, including school, medical, and behavioral health events. We reviewed numerous ISP Plans at the initial, three and six-month targets as well as the aftercare plans and SYTF reports. Information is helpful in identifying a youth’s progress in the program and plans for re- entry. Involvement of the family is helpful in bridging the gap for re-engagement in the community. (b) Institutional Case Plan: (1) A case plan shall be developed for each youth ☒ ☐ ☐ 505.3.1 held for at least 30 days or more and created within 40 days of admission. (2) The institutional plan shall include, but not be ☒ ☐ ☐ limited to, written documentation that provides: 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 34 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (A) objectives and time frame for the resolution of problems identified in the assessment; ☒ ☐ ☐ 505.3.1 (c) (B) a plan for meeting the objectives that includes a description of program resources needed and ☒ ☐ ☐ 505.3.1 (b) individuals responsible for assuring that the plan is implemented; (3) periodic evaluation of progress towards meeting the objectives, including periodic review and ☒ ☐ ☐ 505.3.1 (b) discussion of the plan with the youth; (4) a transition plan, the contents of which shall be subject to existing resources, shall be developed for ☒ ☐ ☐ 505.3 Bullet 3 post dispositional youth in accordance with Section 1351; and, 522.5 (5) in as much as possible and if appropriate, the plan, including the transition plan, shall be developed 505.3.1 (a) with input from the family, supportive adults, youth, ☒ ☐ ☐ and Regional Center for the Developmentally Disabled. 1356 COUNSELING AND CASEWORK SERVICES The facility administrator shall develop and implement written policies and procedures ensuring the availability of appropriate counseling and casework services for all 505.5 youth. Policies and procedures shall ensure: 538 Grading/Behavior Log 539 Level Advancement 704.3 (a) 713.2 Individual, Group and Family Counseling – JR ☒ ☐ ☐ Procedure All: 505.5 and 713.2 Our review of youth chrono notes in the youth’s electronic files included positive and negative behaviors, successes, and strategies during their stay at the facility. The information is timely and relevant to the youth advancing in the program. (a) youth will receive assistance with needs or concerns that may arise; 704.3 (a)1 ☒ ☐ ☐ 713.2 (a) 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 35 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) youth will receive assistance in requesting contact with parents, other supportive adults, attorney, clergy, 505.3 Bullet 2 probation officer, or other public official; and, ☒ ☐ ☐ 704.3 (a)2 713.2 (b) (c) youth will be provided access to available resources to meet the youth’s needs. 704.3 (a)2 ☒ ☐ ☐ 713.2 (c) 1357 USE OF FORCE The facility administrator, in cooperation with the 6.03 Use of Force (UF) responsible physician, shall develop and implement written policies and procedures for the use of force, The above policy for this regulation is from which may include chemical agents. Force shall never the Policy Manual prior to the transition to be applied as punishment, discipline, retaliation or Lexipol and is still being followed by the treatment. agency. (a) At a minimum, each facility shall develop policies and procedures which: 207.4.5 303.3.1 504.4 (i) James Ranch began completing quarterly ☒ ☐ ☐ reviews of all UF incidents in October 2022. There were 35 UF incidents from October 2022 to October 2023, 11 involving the use of restraints for the movement of youth to the administrative area of the facility. Our review of 12 indents involving 14 youths revealed a complete narrative of the incident and included a Medical Personnel Report for each incident, describing response, observation, and assessment of any injuries to the youth. Notification requirements are recorded in the incident report and all elements for regulation were met. (1) restricts the use of force to that which is deemed reasonable and necessary, as defined in Section ☒ ☐ ☐ 6.03, II-A through G 1302 to ensure the safety and security of youth, staff, others and the facility. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 36 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) outline the force options available to staff including both physical and non-physical options and define ☒ ☐ ☐ 6.03, III-F through H when those force options are appropriate. (3) describe force options or techniques that are expressly prohibited by the facility. ☒ ☐ ☐ 6.03, IV-A, 1-9 (4) describe the requirements of staff to report any inappropriate use of force, and to take affirmative ☒ ☐ ☐ 6.03, V-A, 1-3 action to immediately stop it. (5) define a standardized reporting format that includes time period and procedure for documenting 6.03, IV-A through J Documentation for Use and reporting the use of force, including reporting of Force requirements of management and line staff and procedures for reviewing and 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 for investigating unreasonable use of force. 6.03, VII-A and B ☒ ☐ ☐ (7) define the role, notification, and follow-up procedures required after use of force incidents for 6.03, VIII-A through C medical, mental health staff and parents or legal ☒ ☐ ☐ guardians. (8) describe the limitations of use of force on pregnant youth in accordance with Penal Code Section 6030(f) 6.03, IX, A-E and Welfare and Institutions Code Section 222. 6.03, X-B ☒ ☐ ☐ 517.4.1 (b) Facilities that authorize chemical agents as a force option shall include policies and procedures that: The facility does not use OC Spray on site (1) identify who is approved to carry and/or utilize ☐ ☐ ☒ and only staff that transport youth out of the chemical agents in the facility and the type, size and facility are authorized to carry OC Spray. the approved method of deployment for those chemical agents. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 37 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) mandate that chemical agents only be used when there is an imminent threat to the youth’s safety or the ☐ ☐ ☒ safety of others and only when de-escalation efforts have been unsuccessful or are not reasonably possible. (3) outline the facility’s approved methods and timelines for decontamination from chemical agents. This shall include that youth who have been exposed ☐ ☐ ☒ to chemical agents shall not be left unattended until that youth is fully decontaminated or is no longer suffering the effects of the chemical agent. (4) define the role, notification, and follow-up procedures required after use of force incidents ☐ ☐ ☒ involving chemical agents for medical, mental health staff and parents or legal guardians. (5) provide for the documentation of each incident of use of chemical agents, including the reasons for which it was used, efforts to de-escalate prior to use, youth and staff involved, the date, time and location ☐ ☐ ☒ of use, decontamination procedures applied and identification of any injuries sustained as a result of such use. (c) Facilities shall develop policies and procedure which require that agencies provide initial and regular training ☒ ☐ ☐ 6.04, II-A, 1 and 2 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; ☒ ☐ ☐ 6.03, X-B, 1 (2) acceptable chemical agents and the methods of application. ☐ ☐ ☒ (3) signs or symptoms that should result in immediate referral to medical or behavioral health. ☒ ☐ ☐ 6.03, X-B, 3 (4) instruction on the Constitutional Limitations of Use of Force. ☒ ☐ ☐ 6.03, X-B, 4 (5) physical training force options that may require the use of perishable skills. ☒ ☐ ☐ 6.03, X-B, 5 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 38 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) timelines the facility uses to define regular training. ☒ ☐ ☐ 6.03, X-B, 6 1358 USE OF PHYSICAL RESTRAINTS The facility administrator, in cooperation with the 6.09 Use of Mechanical Restraints responsible physician and mental health director, shall develop and implement written policies and procedures The above policy was in effect prior to the for the use of restraint devices. Restraint devices transition to Lexipol and is still in effect at include any devices which immobilize a youth's James Ranch, pending the pushout of the extremities and/or prevent the youth from being new Lexipol policy. ambulatory. ☒ ☐ ☐ 517 Restraints 517.1.1 Definition Procedure All: 517 There has been no use of restraints as described in this regulation. Physical restraints may be used only for those youth who present an immediate danger to themselves or 6.09 II-A and B others, who exhibit behavior which results in the destruction of property, or reveals the intent to cause 517.3 (c) ☒ ☐ ☐ self-inflicted physical harm. Physical restraints should be utilized only when it appears less restrictive 517.3 (e) alternatives would be ineffective in controlling the youth’s behavior. In no case shall restraints be used as punishment or discipline, or as a substitute for treatment. The use of 6.09, III-A through C restraint devices that attach a youth to a wall, floor or other fixture, including a restraint chair, or through affixing 517.3 (g) ☒ ☐ ☐ of hands and feet together behind the back (hogtying) is prohibited. The use of restraints on pregnant youth is 517.3 (n) limited in accordance with Penal Code Section 6030(f) 517.9 Pregnant Youth and Welfare and Institutions Code Section 222. The provisions of this section do not apply to the use of handcuffs, shackles or other restraint devices when used 6.09, VIII-A to restrain youth for movement or transportation within ☒ ☐ ☐ the facility. Movement within the facility shall be governed 517.7 (a) by Section 1358.5, Use of Restraint Devices for Movement Within the Facility. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 39 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS Youth shall be placed in restraints only with the approval of the facility manager or designee. The facility manager 6.09, IV-A through C may delegate authority to place a youth in restraints to a ☒ ☐ ☐ physician. Reasons for continued retention in restraints 517.3 (d) shall be reviewed and documented at a minimum of every hour. 517.3 (d) 2 A medical opinion on the safety of placement and retention shall be secured as soon as possible, but no 6.09, V-A and B later than two hours from the time of placement. The ☒ ☐ ☐ youth shall be medically cleared for continued retention 517.3 (k) at least every three hours thereafter. A mental health consultation shall be secured as soon as possible, but in no case longer than four hours from the ☒ ☐ ☐ 6.09, V-A through C time of placement, to assess the need for mental health treatment. 517.3 (l) Continuous direct visual supervision shall be conducted to ensure that the restraints are properly employed, and 6.09, I-H, 1 to ensure the safety and well-being of the youth. ☒ ☐ ☐ Observations of the youth's behavior and any staff 517.3 (j) interventions shall be documented at least every 15 minutes, with actual time of the documentation recorded. In addition to the requirements above, policies and procedures shall address: 6.09, VII-A, 1 and 2 (a) documentation of the circumstances leading to an ☒ ☐ ☐ 517.6 (c) application of restraints. 517.6 (d) (b) known medical conditions that would contraindicate certain restraint devices and/or techniques. 6.09. VII-B, 1 and 2 ☒ ☐ ☐ 517.10 (h) Procedure: 517.4.1 (c) acceptable restraint devices. 6.09, VII-C, 1 517.10 (i) Procedure: 517.2 ☒ ☐ ☐ The acceptable devices are handcuffs, shackles, belly chains, and plastic handcuffs. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 40 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) signs or symptoms which should result in immediate medical/mental health referral. 6.09, VII-D, 1 ☒ ☐ ☐ 517.10 (j) Procedure: 517.3.2 (a) (e) availability of cardiopulmonary resuscitation equipment. 6.09, VII-E, 1-3 ☒ ☐ ☐ 517.10 (k) Procedure: 517.3.2 (b) (f) protective housing of restrained youth. While in restraint devices, all youth shall be housed alone or in a 6.09, VII-F, 1 and 2 specified housing area for restrained youth which makes provision to protect the youth from abuse. ☒ ☐ ☐ 517.3 (m) Procedure: 517.3 (c) and (d) 6.09, VII-G, 1 and 2 (g) provision for hydration and sanitation needs. ☒ ☐ ☐ 517.3 (o) Procedure: 517.3.1 6.09, VII-H, 1 (h) exercising of extremities. ☒ ☐ ☐ 517.3 (p) Procedure: 517.3.1 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 41 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1358.5 USE OF RESTRAINT DEVICES FOR MOVEMENT AND TRANSPORTATION 6.09, VIII WITHIN THE FACILITY. The Facility Administrator, in cooperation with the 517.7 (a) responsible physician and behavioral/mental health Procedure All: 517.8 director, shall develop and implement written policies ☒ ☐ ☐ and procedures for the use of restraint devices when the purpose is for movement or transportation within the There have been 14 incidents of the use of facility that shall include the following: restraints within the facility since October 2022. (a) identification of acceptable restraint devices, staff approved to utilize restraint devices and the required 6.09, VIII-A, 1-a through c training. ☒ ☐ ☐ 517.3 (a) (b) the circumstances leading to the application of restraints must be documented. ☒ ☐ ☐ 6.09, VIII-A, 2 (c) an individual assessment of the need to apply restraints for movement or transportation that includes 6.09, VIII-A, 3-1 through c consideration of less restrictive alternatives, consideration of a youth’s known medical or mental ☒ ☐ ☐ health conditions, trauma informed approaches, and a process for documentation and supervisor review and approval. (d) consideration of safety and security of the facility, with a clearly defined expectation that restraint devices ☒ ☐ ☐ 6.09, VIII-A, 4 shall not be used for the purposes of discipline or retaliation. (e) the use of restraints on pregnant youth is limited in accordance with Penal Code Section 6030(f) and 6.09, VIII-A, 5 Welfare and Institutions Code Section 222. ☒ ☐ ☐ 517.9 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 42 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1359 SAFETY ROOM PROCEDURES (a) The facility administrator, and where applicable, in There is no safety room at James Ranch. cooperation with the responsible physician, shall develop and implement written policies and procedures governing the use of safety rooms, as described in Title 24, Part 2, Section 1230.1.13. The room shall be used to hold only those youth who present an immediate ☐ ☐ ☒ danger to themselves or others, who exhibit behavior which results in the destruction of property, or reveals the intent to cause self-inflicted physical harm. A safety room shall not be used for punishment or discipline, or as a substitute for treatment. Policies and procedures shall: (1) include provisions for administration of necessary nutrition and fluids, access to a toilet, and suitable ☐ ☐ ☒ clothing to provide for privacy; (2) provide for approval of the facility manager, or designee, before a youth is placed into a safety ☐ ☐ ☒ room; (3) provide for continuous direct visual supervision and documentation of the youth's behavior and any ☐ ☐ ☒ staff interventions every 15 minutes, with actual time recorded; (4) provide that the youth shall be evaluated by the ☐ ☐ ☒ facility manager, or designee, every four hours; (5) provide for immediate medical assessment, where appropriate, or an assessment at the next ☐ ☐ ☒ daily sick call; and, (6) provide a process for documenting the reason for placement, including attempts to use less restrictive ☐ ☐ ☒ means of control, and decisions to continue and end placement. (b) The placement of a youth in the safety room shall be ☐ ☐ ☒ accomplished in accordance with the following: (1) safety room shall not be used before other less restrictive options have been attempted and ☐ ☐ ☒ exhausted, unless attempting those options poses a threat to the safety or security of any youth or staff. (2) safety room shall not be used for the purposes of punishment, coercion, convenience, or retaliation by ☐ ☐ ☒ staff. (3) safety room shall not be used to the extent that it compromises the mental and physical health of the ☐ ☐ ☒ youth. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 43 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) A youth may be held up to four hours in the safety room. After the youth has been held in the safety room ☐ ☐ ☒ for a period of four hours, staff shall do one or more of the following: ☐ ☐ ☒ (1) return the youth to general population. ☐ ☐ ☒ (2) consult with mental health or medical staff, (3) develop an individualized plan that includes the ☐ ☐ ☒ goals and objectives to be met in order to reintegrate the youth to general population. (d) If confinement in the safety room must be extended beyond four hours, staff shall develop an individualized plan that includes the requirements of Section 1354.5 ☐ ☐ ☒ and the goals and objectives to be met in order to integrate the youth to general population. 1360 SEARCHES The facility administrator shall develop and implement 518 Searches written policies and procedures governing the search of youth, the facility, and visitors. Policies and procedures 518.2 Policy ☒ ☐ ☐ shall provide that: 533.2 Policy: Searches at James Ranch Procedure All: 518.1 (a) Searches shall be conducted to ensure the safety and security of the facility, public, visitors, youth, and ☒ ☐ ☐ 518.1 Purpose and Scope staff. (b) Searches shall be conducted in a manner that preserves the privacy and dignity of the person being ☒ ☐ ☐ 518.2 ¶ 3 searched and shall not be conducted for harassment or as a form of discipline or punishment. (c) Strip searches and visual or physical body cavity searches shall comply with Penal Code Section 4030. 518.4 518.4.1 518.4.3 ☒ ☐ ☐ The facility has conducted 7 upgraded Searches since January 2022, involving JR youth only. The JR staff followed protocol and received authorization to complete the search. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 44 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) Physical body cavity searches shall only be conducted by a medical professional. ☒ ☐ ☐ 518.4.3 (b) (e) Any youth held after a detention hearing shall only be strip searched with prior approval of a supervisor 518.4.1 (b) when there is reasonable suspicion based on specific ☒ ☐ ☐ and articulable facts to believe that youth is concealing contraband. The reasonable suspicion shall be documented. (f) Searches of transgender and intersex youth shall comply with Section 1352.5. ☒ ☐ ☐ 518.5 (g) Cross-gender pat-down searches and strip searches are prohibited except in exigent circumstances or when 518.3 Last ¶ conducted by a medical professional. Such searches must be justified and documented in writing. ☒ ☐ ☐ 518.4 ¶ 2 Procedure: 518.1 (f) 1361 GRIEVANCE PROCEDURE The facility administrator shall develop and implement 605 Youth Grievances written policies and procedures whereby any youth may appeal and have resolved grievances relating to any 605.1.1 Definition condition of confinement, including but not limited to 605.3 ¶1 health care services, classification decisions, program participation, telephone, mail or visiting procedures, 605.4.5 State Requirements food, clothing, bedding, mistreatment, harassment or Procedure All: 605.3 and 605.4 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: ☒ ☐ ☐ James Ranch has had 48 grievances submitted since January 2022. We reviewed the grievances submitted in December 2022, January 2023 and July 2023. Each was responsive to the youth concern, was handled timely, and most included the manager review and follow-up even though resolved by a supervisor. SYTF arrived at the facility in June 2023 and had only 2 grievances filed prior to the date of the inspection. (a) a grievance form and instructions for registering a grievance, which includes provisions for the youth to ☒ ☐ ☐ 605.3 ¶ 3, Bullet 1 have free access to the form; 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 45 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) the youth shall have the option to confidentially file the grievance or to deliver the form to any youth ☒ ☐ ☐ 605.3 ¶ 3, Bullet 2 supervision staff working in the facility; (c) resolution of the grievance at the lowest appropriate staff level; 605.3 ¶ 3, Bullet 3 ☒ ☐ ☐ 605.4.2 (d) provision for a prompt review and initial response to grievances within three (3) business days, grievances ☒ ☐ ☐ 605.3 ¶ 4 that relate to health and safety issues must be addressed immediately; 605.4.2 (1) The youth may elect to be present to explain his/her version of the grievance to a person not ☒ ☐ ☐ 605.3 ¶ 4, 1 directly involved in the circumstances which led to the grievance. 605.4.2 (2) Provision for a staff representative approved by the facility administrator to assist the youth. 605.3 ¶ 4, 2 ☒ ☐ ☐ 605.4.2 (e) provision for a written response to the grievance which includes the reasons for the decisions; 605.3 ¶ 5, Bullet 1 ☒ ☐ ☐ 605.4.2 (f) a system which provides that any appeal of a grievance shall be heard by a person not directly 605.3 ¶ 5, Bullet 2 involved in the circumstances which led to the ☒ ☐ ☐ grievance; 605.4.3 (g) resolution of the grievance must occur within ten (10) business days unless circumstances dictate a longer 605.3 ¶ 5, Bullet 3 time frame. The youth shall be notified of any delay; ☒ ☐ ☐ and, 605.4.2 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 46 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (h) the policy shall provide multiple internal and external methods to report sexual abuse and sexual harassment. 605.3 ¶ 5, Bullet 4 605.6 Additional Requirements for ☒ ☐ ☐ Grievances related to Sexual Abuse 1300.4 (i) PREA Policy Whether or not associated with a grievance, concerns of parents, guardians, staff or other parties shall be ☒ ☐ ☐ 605.4.5 (c) addressed and documented in accordance with written policies and procedures within a specified timeframe. 1362 REPORTING OF INCIDENTS A written report of all incidents which result in physical 207.2 harm, use of force, serious threat of physical harm, or death of an employee, youth or other person(s) shall be 207.3 ☒ ☐ ☐ maintained. Such written record shall be prepared by the Procedure: 207.4 staff and submitted to the facility manager by the end of the shift, unless additional time is necessary and authorized by the facility manager or designee. 1363 USE OF REASONABLE FORCE TO COLLECT DNA SPECIMENS, SAMPLES, IMPRESSIONS The facility does not collect DNA, rather a (a) Pursuant to Penal Code Section 298.1 authorized Community Service Worker from Field law enforcement, custodial, or corrections personnel Services completes this if ordered by the including peace officers, may employ reasonable force ☐ ☐ ☒ Court. to collect blood specimens, saliva samples, and thumb or palm print impressions from individuals who are required to provide such samples, specimens or impressions pursuant to Penal Code Section 296 and who refuse following written or oral request. (1) For the purpose of this section, the “use of reasonable force” shall be defined as the force that an objective, trained and competent correctional ☐ ☐ ☒ employee, faced with similar facts and circumstances, would consider necessary and reasonable to gain compliance with this section. (2) The use of reasonable force shall be preceded by efforts to secure voluntary compliance. Efforts to secure voluntary compliance shall be documented ☐ ☐ ☒ and include an advisement of the legal obligation to provide the requisite specimen, sample or impression and the consequences of refusal. (b) The force shall not be used without the prior written authorization of the supervising officer on duty. The authorization shall include information that reflects the ☐ ☐ ☒ fact that the offender was asked to provide the requisite specimen, sample, or impression and refused. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 47 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) If the use of reasonable force includes a cell extraction, the extraction shall be videotaped. Video shall be directed at the cell extraction event. The videotape shall be retained by the agency for the ☐ ☐ ☒ length of time required by statute. Notwithstanding the use of the video as evidence in a court proceeding, the tape shall be retained administratively. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 48 A453 JUV PRO eff. 1/2019 (23-24) 1370 EDUCATION PROGRAM (a) School Programs 1003 Youth Educational Services The County Board of Education shall provide for the 1003.3 administration and operation of juvenile court schools in conjunction with the Chief Probation Officer, or designee 1003.4 pursuant to applicable State laws. The school and facility 1003.4 (b) 1 administrators shall develop and implement written policy and procedures to ensure communication and Procedure All: 1003 coordination between educators and probation staff. Culturally responsive and trauma-informed approaches should be applied when providing instruction. Education The Santa Clara Office of Education provides staff should collaborate with the facility administrator to services to youth at James Ranch via the use technology to facilitate learning and ensure safe Blue Ridge School and local Community technology practices. The facility administrator shall College enrollment. request an annual review of each required element of the program by the Superintendent of Schools, and a report or review checklist on compliance, deficiencies, and We met with Principal Mark Camileri, who corrective action needed to achieve compliance with this has facilitated numerous education- section. Such a review, when conducted, cannot be coordinated activities and programs for delegated to the principal or any other staff of any juvenile James Ranch commitment youth and LIFT court school site. The Superintendent of Schools shall Program youth. The inclusion of a Wellness conduct this review in conjunction with a qualified outside Specialist who facilitates Social Emotional agency or individual. Upon receipt of the review, the Learning, CTE including Culinary, Forklift, facility administrator or designee shall review each item and Hydroponic opportunities, as well as with the Superintendent of Schools and shall take post-secondary technical and education whatever corrective action is necessary to address each opportunities (including dual enrollment) are deficiency and to fully protect the educational interests of ☒ ☐ ☐ highlights of new programming since the last all youth in the facility. cycle. There are 5 teachers, 3 Para Teachers, a Transition Coordinator, and an academic counselor/college liaison, with all contributing to the rehabilitative efforts at James Ranch. School and facility staff continue to promote Positive Behavior Interventions and Supports, an incentive-based pro-social behavior program through posted expectations and rewards. The Trades Program allows youth to get certificates in Construction Fabrication, OSHA certification, First Aid/CPR, Kitchen renovation, and Hazardous Waste. Youth are graduating at accelerated rates and the philosophy of staying in school rather than graduating with reduced credits is individualized. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 49 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Required Elements The facility school program shall comply with the State 1003.4 (a) and (b) Education Code and County Board of Education policies, all applicable federal education statutes and regulations and provide for an annual evaluation of the educational program offerings. As stated in the 2009 California ☒ ☐ ☐ Standards for the Teaching Profession, teachers shall establish and maintain learning environments that are physically, emotionally, and intellectually safe. Youth shall be provided a rigorous, quality educational program that responds to the different learning styles and abilities of students and prepares them for high school graduation, career entry, and post-secondary education. All youth shall be treated equally, and the education program shall be free from discriminatory action. Staff 1003.3 (a) shall refer to transgender, intersex and gender- ☒ ☐ ☐ nonconforming youth by their preferred name and gender. (1) The course of study shall comply with the State Education Code and include, but not be limited to, ☒ ☐ ☐ 1003.4 (a) and (b) courses required for high school graduation. (2) Information and preparation for the High School Equivalency Test as approved by the California ☒ ☐ ☐ 1003.5 ¶ 3 Department of Education shall be made available to eligible youth. (3) Youth shall be informed of post-secondary education and vocational opportunities. ☒ ☐ ☐ 1003.4 (o) (4) Administration of the High School Equivalency Tests as approved by the California Department of ☒ ☐ ☐ 1003.5 ¶ 3 Education, shall be made available when possible. (5) Supplemental instruction shall be afforded to youth who do not demonstrate sufficient progress towards ☒ ☐ ☐ 1003.5 ¶ 4 grade level standards. (6) The minimum school day shall be consistent with State Education Code Requirements for juvenile court 1003.5 ¶ 2 schools. The facility administrator, in conjunction with education staff, must ensure that operational ☒ ☐ ☐ procedures do not interfere with the time afforded for the minimum instructional day. Absences, time out of class or educational instruction, both excused and unexcused, shall be documented. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 50 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (7) Education shall be provided to all youth regardless of classification, housing, security status, disciplinary or separation status, including room confinement, except when providing education poses an immediate 1003.4 threat to the safety of self or others. Education includes, but is not limited to, related services as ☒ ☐ ☐ 1003.4 (g) provided in a youth’s Section 504 Plan or 1003.8 Self Study Program Individualized Education Program (IEP). (c) School Discipline (1) Positive behavior management will be 1003.7 ¶ 1 implemented to reduce the need for disciplinary action ☒ ☐ ☐ in the school setting and be integrated into the facility's overall behavioral management plan and security system. (2) School staff shall be advised of administrative decisions made by probation staff that may affect the ☒ ☐ ☐ 1003.7 ¶ 2 educational programming of students. (3) Except as otherwise provided by the State Education Code, expulsion/suspension from school 1003.7 ¶ 3 shall be imposed only when other means of correction fails to bring about proper conduct. School staff shall follow the appropriate due process safeguards as set ☒ ☐ ☐ forth in the State Education Code including the rights of students with special needs. School staff shall document the other means of correction used prior to imposing expulsion/ suspension if an expulsion/suspension is ultimately imposed. (4) The facility administrator, in conjunction with education staff will develop policies and procedures ☒ ☐ ☐ 1003.4 (g) that address the rights of any student who has continuing difficulty completing a school day. (d) Provisions for Special Populations (1) State and federal laws and regulations shall be observed for all individuals with disabilities or 1003.4 (a) 1 suspected disabilities. This includes but is not limited ☒ ☐ ☐ 1003.4 (c) 1 to child find, assessment, continuum of alternative placements, manifestation determination reviews, 1003.4 (d) and implementation of Section 504 Plans and Individualized Education Programs. 1003.4 (e) (2) Youth identified as English Learners (EL) shall be afforded an educational program that addresses their language needs pursuant to all applicable state and ☒ ☐ ☐ 1003.4 (m) federal laws and regulations governing programs for EL students. (e) Educational Screening and Admission (1) Youth shall be interviewed after admittance and a ☒ ☐ ☐ record maintained that documents a youth's 1003.4.1 educational history, including but not limited to: 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 51 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (A) School progress/school history; ☒ ☐ ☐ 1003.4 (c) (B) Home Language Survey and the results of the State Test used for English language proficiency; ☒ ☐ ☐ Procedure: 1003.5 (a) 2 (C) Needs and services of special populations as defined by the State Education Code, including but ☒ ☐ ☐ not limited to, students with special needs. 1003.4 (a) and (d) (D) Discipline problems. ☒ ☐ ☐ 1003.7 (2) Youth will be immediately enrolled in school. Educational staff shall conduct an assessment to determine the youth's general academic functioning ☒ ☐ ☐ 1003.4.1 levels to enable placement in core curriculum courses. (3) After admission to the facility, a preliminary education plan shall be developed for each youth ☒ ☐ ☐ within five school days. 1003.4.1 (4) Upon enrollment, education staff shall comply with the State Education Code and request the youth's records from his/her prior school(s), including, but not 1003.4 limited to, transcripts, Individual Education Program (IEP), 504 Plan, state language assessment scores, ☒ ☐ ☐ immunization records, exit grades, and partial credits. Upon receipt of the transcripts, the youth's educational plan shall be reviewed with the youth and modified as needed. Youth should be informed of the credits they need to graduate. (f) Educational Reporting (1) The complete facility educational record of the youth shall be forwarded to the next educational ☒ ☐ ☐ 1003.4 (h) and (i) placement in accordance with the State Education Code. (2) The County Superintendent of Schools shall provide appropriate credit (full or partial) for course ☒ ☐ ☐ work completed while in juvenile court school in 1003.4 (i) accordance with the State Education Code. (g) Transition and Re-Entry Planning (1) The Superintendent of Schools and the Chief Probation Officer or designee, shall develop policies 1003.4 (n) and procedures to meet the transition needs of youth, ☒ ☐ ☐ including the development of an education transition plan, in accordance with the State Education Code and in alignment with Title 15, Minimum Standards for Juvenile Facilities, Section 1355. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 52 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (h) Post-Secondary Education Opportunities (1) The school and facility administrator should, whenever possible, collaborate with local post- 1003.6 ☒ ☐ ☐ secondary education providers to facilitate access to 1003.6 (c) through (h) educational and vocational opportunities for youth that considers the use of technology to implement these programs. 1371 PROGRAMS, RECREATION, AND EXERCISE. 1002 Programs Exercise and Recreation The facility administrator shall develop and implement written policies and procedures for programs, 1002.2 recreation, and exercise for all youth. The intent is to Procedure All: 1002 minimize the amount of time youth are in their rooms or their bed area. ☒ ☐ ☐ James Ranch provides numerous program opportunities to youth facilitated by Community Based Organizations, the SCOE, SCCBH, and facility staff. Juvenile facilities shall provide the opportunity for programs, recreation, and exercise a minimum of three 1002.3 ¶ 1 hours a day during the week and five hours a day each ☒ ☐ ☐ Saturday, Sunday or other non-school days, of which one hour shall be an outdoor activity, weather permitting. A youth’s participation in programs, recreation, and exercise may be suspended only upon a written finding 1002.3 ¶ 2 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 shall be posted in the living units. ☒ ☐ ☐ 1002.3 ¶ 3 There will be a written annual review of the programs, recreation, and exercise by the responsible agency to ☒ ☐ ☐ 1002.3 ¶ 5 ensure content offered is current, consistent, and relevant to the population. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 53 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Programs. All youth shall be provided with the opportunity for at least one hour of daily programming to include, but not be limited to, trauma focused, cognitive, evidence-based, best practice interventions that are 1000.2 culturally relevant and linguistically appropriate, or pro- social interventions and activities designed to reduce 1002.6 Access to Programs recidivism. These programs should be based on the youth’s individual needs as required by Sections 1355 ☒ ☐ ☐ and 1356. Such programs may be provided under the direction of the Chief Probation Officer or the County Office of Education and can be administered by county partners such as mental health agencies, community based organizations, faith-based organizations or Probation staff. Programs may include but are not limited to: 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 54 A453 JUV PRO eff. 1/2019 (23-24) (1) Cognitive Behavior Interventions; (2) Management of Stress and Trauma; 1000.3 (3) Anger Management; 1002.6 (4) Conflict Resolution; (5) Juvenile Justice System; Programs include El Joven Noble; Xinachli; Victim Awareness; Victim Offender (6) Trauma-related interventions; Mediation; New Hope for Youth – Gang Awareness; Peace it Together (SO and DV (7) Victim Awareness; Group); New Skin Tattoo Removal; YWCA; (8) Self-Improvement; Girl Scouts Got Choices; Young Women’s Freedom Center; FLY-Youth Advisory (9) Parenting Skills and support; Council; The Youth Narrative; Unchained; (10) Tolerance and Diversity; International Human Association for Human Values; Enterprise; and Bible Study. (11) Healing Informed Approaches; (12) Interventions by Credible Messengers; The LIFT Program (SYTF), Living (13) Gender Specific Programming; Independently for Tomorrow, offers youth opportunities to Build, Enhance, and (14) Art, creative writing, or self-expression; Transition; the 3 components for successful (15) CPR and First Aid training; reintegration into the community. Through PBIS and the promotion Level System, youth (16) Restorative Justice or Civic Engagement; build their program, enhance their opportunity for success, and plan for (17) Career and leadership opportunities; and, transition. (18) Other topics suitable to the youth population. ☒ ☐ ☐ Santa Clara Behavior Health offers Crisis Intervention, individual check-in counseling, family therapy, and ongoing agency support through the assessment process and participation in MDT meetings. Group facilitation includes Seeking Safety and Cognitive Behavior Intervention’s (CBI) Core Youth. Th Office of Education programming, as noted in 1370, provides ongoing independent living coaching and transition services for trade and college enrollment. Culinary, Construction, Introduction to Tools, Forklift and Welding are offered to youth. While on- site, graduated youth were enrolled in up to four classes through community colleges. The Medical providers offer individual responses to medial needs and education. Facility staff provide a DMV Program, Essay, Art and Poetry Competitions, Holiday themed 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 55 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS events and competitions, and numerous cultural events. (b) Recreation. All youth shall be provided the opportunity for at least one hour of daily access to unscheduled 1002.5 Access to Recreation activities such as leisure reading, letter writing, and ☒ ☐ ☐ entertainment. Activities shall be supervised and include 1013 Recreation Usage - JR orientation and may include coaching of youth. (c) Exercise. All youth shall be provided with the opportunity for at least one hour of large muscle activity ☒ ☐ ☐ 1002.4 Access to Exercise each day. The administrator/manager may suspend, for a period not to exceed 24 hours, access to recreation and 1002.7 ¶ 4 programs. The administrator/manager shall document ☒ ☐ ☐ the reasons why suspension of recreation and programs occurs. 1372 RELIGIOUS PROGRAM The facility administrator shall provide access to religious 1007 Religious Programs services and/or religious counseling at least once each week. Attendance shall be voluntary. A youth shall be 1007.1 allowed to participate in an activity outside of their room if 1007.3 he/she elects not to participate in religious programs. Procedure All: 1007 Religious programs shall provide for: ☒ ☐ ☐ Youth have the opportunity to view Christian or Catholic Services on Sundays and participate in Protestant Bible Study on Wednesdays. (a) opportunity for religious services and practices; ☒ ☐ ☐ 1007.2 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 56 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) availability of clergy; and, ☒ ☐ ☐ 1007.4 (c) availability of religious diets. ☒ ☐ ☐ 1007.6 1373 WORK PROGRAM The facility administrator shall develop policies and 1008 Youth Work Program procedures regarding the fair and consistent assignment of youth to work programs. Work assigned to a youth Procedure: 1008 shall be meaningful, constructive and related to vocational training or increasing a youth's sense of responsibility. Work programs shall not be imposed as a James Ranch has On Ranch and Off Ranch disciplinary measure Work Crew, the latter through the Enterprise ☒ ☐ ☐ Program. Enterprise provides youth the opportunity to work with the Santa Clara Parks Department in the county to learn equipment safety, lumber/metal fabrication, and product assembly. Youth also contribute to litter removal, irrigation installation and repair, and landscape maintenance. 1374 VISITING The facility administrator shall develop and implement 1005 Youth Visitation written policies and procedures for visiting, that include provisions for special visits. Youth shall be allowed to 1005.3.2 receive visits by parents, guardians or persons standing 1005.7 (a) and (b) in loco parentis, and children of youth. Other family members, such as grandparents and siblings, and 1005.8 supportive adults, may be allowed to visit with the ☒ ☐ ☐ Procedure All: 1005 approval of the facility administrator or designee, and in conjunction with the youth’s case plan or in the best interest of the youth. James Ranch offers visiting on Saturdays and Sundays, with opportunities for special visits as requested. All visits shall occur at reasonable times, subject only to the limitations necessary to maintain order and security. 1005.3.2 ¶ 1 Visitation shall not be denied solely based on the visitor’s criminal history. The staff shall determine in each case, 1005.6 (f) 1 and Last ¶ whether the visitor’s criminal history represents a risk to ☒ ☐ ☐ the safety of youth or staff in the facility. Any denial of visitation or limitation on visitations shall be communicated to the youth, person denied and facility administrator. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 57 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS Opportunity for visitation shall be a minimum of two hours per week. Visits may be supervised, but conversations ☒ ☐ ☐ 1005.3.2 ¶ 2 shall not be monitored unless there is a security or safety need. Provisions for special visits, in addition to the two-hour minimum and/or outside of the regular visiting hours, shall 1005.8 be accommodated as necessary and within the discretion of the facility administrator or designee. Family therapy ☒ ☐ ☐ and professional visits shall be accommodated outside the provisions of this regulation. Facilities may provide visitation opportunities outside of normal visiting hours to accommodate special visits. The facility may provide access to technology as an alternative, but not as a replacement, to in-person visiting. 1005.3.2 ¶ 3 ☒ ☐ ☐ 1005.7.1 1375 CORRESPONDENCE The facility administrator shall develop and implement ☒ ☐ ☐ 1006 Youth Mail written policies and procedures for correspondence which provide that: Procedure All: 1006 (a) there is no limitation on the volume of mail that youth may send or receive; ☒ ☐ ☐ 1006.3 (b) youth may send two letters per week postage free; ☒ ☐ ☐ 1006.3 (c) youth may correspond confidentially with state and federal courts, any member of the State Bar or holder of 1006.4 public office, and the Board; however, authorized facility ☒ ☐ ☐ staff may open and inspect such mail only to search for contraband and in the presence of the youth; and, (d) incoming and outgoing mail, other than that described in (c), may be read by staff only when there is reasonable ☒ ☐ ☐ 1006.6 ¶ 2 cause to believe facility safety and security, public safety, or youth safety is jeopardized. 1376 TELEPHONE ACCESS The administrator of each juvenile facility shall develop ☒ ☐ ☐ 1004 Youth Telephone Access and implement written policies and procedures to provide youth with access to telephone communications. Procedure: 1004 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 58 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1377 ACCESS TO LEGAL SERVICES The facility administrator shall develop written procedures 602 Youth Access to Courts and Counsel to ensure the right of youth to have access to the courts ☒ ☐ ☐ and legal services. Such access shall include: Procedure All: 602 (a) access, upon request by the youth, to licensed attorneys and their authorized representatives; ☒ ☐ ☐ 602.3 (b) provision for confidential consultation with attorneys; and, 602.4 ☒ ☐ ☐ 602.6 (c) unlimited postage free, legal correspondence and cost-free telephone access as appropriate. ☒ ☐ ☐ 602.7 1390 DISCIPLINE The facility administrator shall develop and implement 600 Youth Discipline written policies and procedures for the discipline of youth that shall promote acceptable behavior; including the use 600.2 of positive behavior interventions and supports. Discipline 600.3 shall be imposed at the least restrictive level which promotes the desired behavior and shall not include 600.8 Last ¶ corporal punishment, group punishment, physical or 610 Conflict Mediation – JR psychological degradation. Deprivation of the following is not permitted: ☒ ☐ ☐ Procedure All: 600 The James Ranch Guidebook provides youth with facility rules and sanctions, as well as daily reminders of behaviors through PBIS and Due Process. The LIFT Program Guidebook offers a roadmap for program success. (a) bed and bedding; ☒ ☐ ☐ 600.8 Bullet 10 (b) daily shower, access to drinking fountain, toilet and ☒ ☐ ☐ 600.8 Bullet 7 personal hygiene items, and clean clothing; 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 59 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) full nutrition; ☒ ☐ ☐ 600.8 Bullet 4 (d) contact with parent or attorney; ☒ ☐ ☐ 600.8 Bullet 5 and 15 (e) exercise; ☒ ☐ ☐ 600.8 Bullet 8 (f) medical services and counseling; ☒ ☐ ☐ 600.8 Bullet 12 and 16 (g) religious services; ☒ ☐ ☐ 600.8 Bullet 16 (h) clean and sanitary living conditions; ☒ ☐ ☐ 600.8 Bullet 11 (i) the right to send and receive mail; ☒ ☐ ☐ 600.8 Bullet 5 and 13 (j) education; and, ☒ ☐ ☐ 600.8 Bullet 16 (k) rehabilitative programming. ☒ ☐ ☐ 600.8 Bullet 16 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 60 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS The facility administrator shall establish rules of conduct and disciplinary penalties to guide the conduct of youth. 600.5.1 Such rules and penalties shall include both major violations and minor violations, be stated simply and 600.5.1 ¶ 2 affirmatively, and be made available to all youth. Provision shall be made to provide accessible information 600.8 Bullet 10 to youth with disabilities, limited English proficiency, or 600.6 Minor Rule Violations limited literacy. 600.7 Major Rule Violations ☒ ☐ ☐ 600.7.6 The rules and sanctions, as well as poster reminders of acceptable and expected behavior, are posted in the Pods and facility- wide promoting the PBIS model. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 61 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1391 DISCIPLINE PROCESS The facility administrator shall develop and implement 600.5 Due Process written policies and procedures for the administration of discipline which shall include, but not be limited to: 607 Discipline Due Process – JR 610.2 Mediation – JR Procedure All: 607 James Ranch has had 184 incidents of Due Process from January 2022 to October 2023. Only 24 of those incidents were for major rule violations, the other 160 were for youth who were demoted as a result of failing to reach their program expectations. We provided technical assistance that demotions do not require DP unless the reason was due to a major rule violation. During the same time, there were 21 ☒ ☐ ☐ Administrative Ranch Reviews (ARR). The return to JH component of an ARR is a review in a secure environment due to a serious rule violation, mostly assaults. Due Process is accomplished when the youth leaves and if a hearing is requested then it occurs at JH. Youth typically stay in the secure setting for three to five days until ready to return to the open JR setting or a petition is filed. We note very few involved SYTF/LIFT youth as they did not begin the program at James Ranch until June 2023. Our review of the process reveals compliance with regulation and allows for a full appeal process. As with grievances, managers frequently respond to youth in each instance, building a rapport while the youth is on-site. (a) designation of personnel authorized to impose discipline for violation of rules; 600.9 Last ¶ ☒ ☐ ☐ 607.2 (a) 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 62 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) prohibiting discipline to be delegated to any youth; 600.8 Bullet 1 ☒ ☐ ☐ 607.2 (b) (c) definition of major and minor rule violations and their consequences, and due process requirements; 600.6 Minor Rule Violations ☒ ☐ ☐ 607.2 (c) (d) trauma-informed approaches and positive behavior interventions; 600.7 Major Rule Violations ☒ ☐ ☐ 607.2 (d) (e) minor rule violations may be handled informally by counseling, advising the youth of expected conduct 600.9 ¶ 1 imposing a minor consequence. Discipline shall be ☒ ☐ ☐ accompanied by written documentation and a policy of review and appeal to a supervisor; and, (f) major rule violations and the discipline process shall be documented and require the following: ☒ ☐ ☐ (1) written notice of violation prior to a hearing; ☒ ☐ ☐ 600.7.3 (2) accommodations provided to youth with disabilities, limited literacy, and English language ☒ ☐ ☐ 600.7.6 learners; 600.5 (c) (3) hearing by a person who is not a party to the ☒ ☐ ☐ incident; 600.7.4 ¶ 1 (4) opportunity for the youth to be heard, present ☒ ☐ ☐ 600.5 (d) evidence and testimony; (5) provision for youth to be assisted by staff in the ☒ ☐ ☐ 600.7.6 hearing process; 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 63 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) provision for administrative review. ☒ ☐ ☐ 600.7.9 (g) violations that result in a removal from camp or commitment program, but not a return to court, will 543 Ranch Failure follow the due process provisions in subsection (e) above. ☒ ☐ ☐ 600.9.1 (SYTF) 608 Administrative Ranch Review 1410 MANAGEMENT OF COMMUNICABLE DISEASES. 706 Communicable Diseases The health administrator/responsible physician, in cooperation with the facility administrator and the local Procedure All: 706 health officer, shall develop written policies and ☒ ☐ ☐ procedures to address the identification, treatment, control and follow-up management of communicable diseases. The policies and procedures shall address, but not be limited to: (a) Intake health screening procedures; ☒ ☐ ☐ 706.3, (c) 1 (b) Identification of relevant symptoms; ☒ ☐ ☐ 706.3, (c) 2 (c) Referral for medical evaluation; ☒ ☐ ☐ 706.3, (c) 4 (d) Treatment responsibilities during detention; ☒ ☐ ☐ 706.3, (c) 5 (e) Coordination with public and private community- ☒ ☐ ☐ 706.3, (c) 8 based resources for follow-up treatment; (f) Applicable reporting requirements; and, ☒ ☐ ☐ 706.3, (d) 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 64 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (g) Strategies for handling disease outbreaks. ☒ ☐ ☐ 706.3, (c) 5 The policies and procedures shall be updated as necessary to reflect communicable disease priorities ☒ ☐ ☐ 706.3 Last ¶ identified by the local health officer and currently recommended public health interventions. 1433 REQUESTS FOR HEALTH CARE SERVICES (EXCERPT) 702.3 The health administrator, in cooperation with the facility administrator, shall develop policy and procedures to ☒ ☐ ☐ Procedure 702.4 establish a daily routine for youth to convey requests for emergency and non-emergency medical, dental and behavioral/mental health care services. 1480 STANDARD FACILTY CLOTHING ISSUE The youth’s personal clothing, undergarments and 807.6 footwear may be substituted for the institutional clothing ☒ ☐ ☐ and footwear specified in this regulation. The facility has Procedure All: 807.2.1 the primary responsibility to provide clothing and footwear. Clothing provisions shall ensure that: (a) Clothing is clean, reasonably fitted, durable, easily laundered, in good repair, and free of holes and tears. ☒ ☐ ☐ 807.6 (b) The standard issue of climatically suitable clothing for youth shall consist of but not be limited to: ☒ ☐ ☐ (1) Socks and serviceable footwear; ☒ ☐ ☐ 807.6 Bullet 1 and 4 (2) Outer garments; ☒ ☐ ☐ 807.6 Bullet 2 (3) New non-disposable underwear which shall remain with the youth throughout their stay, and; ☒ ☐ ☐ 807.6 Bullet 5 and ¶ 4 (4) Undergarments, that are freshly laundered and free of stains, including tee shirts and bras. ☒ ☐ ☐ 807.6 Bullet 3 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 65 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Clothing is laundered at the temperature required by local ordinances for the commercial laundries and dried ☒ ☐ ☐ 807.7 completely in a mechanical dryer or other laundry method approved by the local health officer. (d) Suitable clothing is issued to pregnant youth. ☒ ☐ ☐ 807.6 Bullet 6 1482 CLOTHING EXCHANGE The facility administrator shall develop and implement 807.6 ¶ 4 written policies and site-specific procedures for the cleaning and scheduled exchange of clothing. Unless Procedure: 807.2.4 work, climatic conditions, or illness necessitates more ☒ ☐ ☐ frequent exchange, outer garments, except for footwear, shall be exchanged at least once each week. Tee shirts, bras, and underwear shall be exchanged daily; youth shall receive their own underwear back at exchange. 1484 CONTROL OF VERMIN IN YOUTH’S PERSONAL CLOTHING 706.3 (c) 7 There shall be written policies and site-specific procedures developed and implemented by the facility Procedure: 807.2.6 administrator to control the contamination and/or spread ☒ ☐ ☐ of vermin and ecto-parasites in all youth’s personal clothing. Infested clothing shall be cleaned or stored in a closed container so as to eradicate or stop the spread of the vermin. 1485 ISSUE OF PERSONAL CARE ITEMS There shall be written policies and site-specific 807.9 Bullet procedures developed and implemented by the facility administrator for the availability of personal hygiene Procedure All: 807.3.1 ☒ ☐ ☐ items. Each female youth shall be provided with sanitary napkins, panty liners and tampons as requested. Each youth to be held over 24 hours shall be provided with the following personal care items; (a) Toothbrush; ☒ ☐ ☐ 807.9 Bullet 4 (b) Toothpaste; ☒ ☐ ☐ 807.9 Bullet 3 (c) Soap; ☒ ☐ ☐ 807.9 Bullet 1 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 66 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) Comb; ☐ ☐ ☐ 807.9 Bullet 2 (e) Shaving implements; ☒ ☐ ☐ 807.9 Bullet 5 (f) Deodorant; ☒ ☐ ☐ 807.9 Bullet 8 (g) Lotion; ☒ ☐ ☐ 807.9 Bullet 9 (h) Shampoo; and, ☒ ☐ ☐ 807.9 Bullet 10 (i) Post-shower conditioning hair products. ☒ ☐ ☐ 807.9 Bullet 11 Youth shall not be required to share any personal care items listed in items (a) through (d). Liquid soap 807.9 Bullet 7 provided through a common dispenser is permitted. Youth shall not share disposable razors. Double edged 807.9 ¶ 3 and 4 safety razors, electric razors, and other shaving ☒ ☐ ☐ instruments capable of breaking the skin, when shared among youth, shall be disinfected between individual uses by the method prescribed by the State Board of Barbering and Cosmetology in Sections 979 and 980, Chapter 9, Title 16, California Code of Regulations. 1486 PERSONAL HYGIENE There shall be written policies and site specific 807.9 procedures developed and implemented by the facility administrator for showering/bathing and brushing of Procedure: 807.3.2 ☒ ☐ ☐ teeth. Youth shall be permitted to shower/bathe up on assignment to a housing unit and on a daily basis thereafter and given an opportunity to brush their teeth after each meal. 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 67 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1487 SHAVING Youth shall have access to a razor daily, unless their 806.4 appearance must be maintained for reasons of identification in Court. All youth shall have equal Procedure: 807.3.3 ☒ ☐ ☐ opportunity to shave face and body hair. The facility administrator may suspend this requirement in relation to youth who are considered to be a danger to themselves or others. 1488 HAIR CARE SERVICES (EXCERPT) Hair care services shall be available in all juvenile 806.3.1 facilities. Youth shall receive hair care services monthly. Equipment shall be cleaned and disinfected after each ☒ ☐ ☐ 807.10 haircut or procedure, by a method approved by the State 807.10.1 Board of Barbering and Cosmetology. Procedure: 807.3.4 1500 STANDARD BEDDING AND LINEN ISSUE Clean laundered, suitable bedding and linens, in good 807.5 repair, shall be provided for each youth entering a living ☒ ☐ ☐ area who is expected to remain overnight, shall include, Procedure All: 807.4.1 but not be limited to: (a) One mattress or mattress-pillow combination which meets the requirements of Section 1502 of these ☒ ☐ ☐ 807.5 (b) regulations; (b) One pillow and a pillow case unless provided for in (a) above; ☒ ☐ ☐ 807.5 (e) (c) One mattress cover and a sheet or two sheets; ☐ ☐ ☐ 807.5 (c) 807.5 (d) (d) One towel; and, ☒ ☐ ☐ (e) One blanket or more, up on request ☒ ☐ ☐ 807.5 (a) 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 68 A453 JUV PRO eff. 1/2019 (23-24) TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1501 BEDDING LINEN EXCHANGE The facility administrator shall develop and implement 807.3 site specific written policies and procedures for the scheduled exchange of laundered bedding and linen 807.5 ☒ ☐ ☐ issued to each youth housed. Washable items such as Procedure All: 807.4.2 sheets, mattress covers, pillow cases and towels shall be exchanged for clean replacement at least once each week. The covering blanket shall be cleaned or laundered once a month. ☒ ☐ ☐ 807.5 (a) 2 1510 FACILITY SANITATION, SAFETY AND MAINTENANCE 802 The facility administrator shall develop and implement written policies and site-specific procedures for the 802.3 maintenance of an acceptable level of cleanliness, Procedure: 802.2.1 and 802.5 repair and safety throughout the facility. The plan shall provide for a regular schedule of housekeeping tasks, ☒ ☐ ☐ equipment, including restraint devices, and physical plant maintenance and inspections to identify and correct unsanitary or unsafe conditions or work practices in a timely manner. The use of chemicals shall be done in accordance to the product label and Safety Data Sheet which may include the use of Personal Protection Equipment (PPE). 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 69 A453 JUV PRO eff. 1/2019 (23-24) REVIEW OF NON REGULATORY REQUIREMENTS GRANT FUNDING OR CODE REFERENCE YES NO N/A P/P REFERENCE - COMMENTS JUVENILE PROBATION AND CAMPS FUNDING (JPCF) (Camps Only) The programs/services identified on the JPCF Camp Eligibility Form are being provided at the facility. (Refer ☒ ☐ ☐ to the JPCF Camp Eligibility Form) 208.5 WIC CONTACT BETWEEN PERSONS UNDER THE JUVENILE COURT AGES 19- 20 AND MINORS IN THE FACILITY The facility houses Juvenile Court Wards 19 years of ☒ ☐ ☐ age and older. The facility has been approved to hold persons under ☒ ☐ ☐ the juvenile court who are ages 19 through 21. The facility continues to comply with the requirements of 208.5 WIC (programming, capacity and security of ☒ ☐ ☐ the facility) as outlined in the county’s application. JUVENILE JUSTICE DELINQUENCY PREVENTION ACT MONITORING (JJDPA) WIC 206 SEPARATE FACILITIES FOR WIC 300 MINORS ☐ ☐ ☒ Dependent or neglected minors who are defined under Violatio Section 300 of the Welfare and Institutions Code (WIC) n are held only in non-secure, separate and segregated facilities. DETENTION OF STATUS OFFENDERS (WIC 601) AND FEDERAL MINORS ☐ ☒ ☐ Status Offenders (WIC 601) are held in the facility. Status Offenders (WIC 601) are kept separate from ☐ ☐ ☒ Juvenile Delinquents (WIC 602)? (WIC 207[d]). Violatio n Federal Minors (ICE Holds or ORR Contract) are held ☐ ☐ ☒ in the facility. If yes to the above, the Monthly Report on the Detention of Status Offenders/Federal Minors is ☐ ☐ ☒ submitted to the BSCC. WIC 208 SEPARATION OF MINORS AND ADULT INMATES (JJDPA 42 USC 5633, Sec 223, State Plans (a)[12]) ☐ ☒ ☐ Are adult inmates held in the facility? (When a person in detention is proceeding through the adult court, AND that person is 18 years of age or older that person is an adult inmate.) 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 70 A453 JUV PRO eff. 1/2019 (23-24) If adult inmates are held, they are appropriately ☐ ☒ ☐ separated from minors. Violatio n Adult inmates from an adult facility (e.g. inmate workers ☐ ☐ ☒ or “Scared Straight” programs) are not allowed in the facility in a manner that allows contact with minors. Violatio n 7589 Santa Clara SYTF at WJR SYTF PRO 23-24 71 A453 JUV PRO eff. 1/2019 (23-24) JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS, AND CAMPS LIVING AREA SPACE EVALUATION Board of State and Community Corrections BSCC Code: 7593 7595 FACILITY: William James Ranch TYPE: Camp RC: 84 Santa Clara Secure Youth Treatment Facility at WJR SYTF 24 FIELD REPRESENTATIVE: Elizabeth Gong DATE: November 16, 2023 ROOMS EACH ROOM Unit Room Applicable # EACH ROOM Total DIMENSIONS FIXTURES* Designation Type Standards Rooms # Beds RC RC (L x W x H) T U W F S Pod A – James Ranch Camp Pod, Male Pod A Dorm 2009 1 12 12 12 28’11” x 39’3” x 10’ 2 2 1 2 There are 6 double bunks in the pod and a counseling room on the exterior portion of the dayroom/living space. The counseling space is 17’6” x 18’11”. There is no classroom for this unit. There are 2 storage areas for youth storage, equipment, and unit supplies. Pod B – James Ranch Camp Pod, Unoccupied Pod B Dorm 2009 1 12 12 12 28’8” x 39’ x 10’ 2 2 2 2 There are 6 double bunks in the pod and a counseling room on the exterior portion of the dayroom/living space. The counseling space is 17’4” x 19’. This Pod is an ADA Unit. There is a shared classroom between Pod B and D – 22’9” x 30’1” which can accommodate 18 youth. There is one storage closet for youth storage, equipment, and unit supplies. Pod C – James Ranch Camp Pod, Male Pod C Dorm 2009 1 12 12 12 28’6” x 39’3” x 10’ 2 2 1 2 There are 6 double bunks in the pod and a counseling room on the exterior portion of the dayroom/living space. The counseling space is 17’5” x 19’1”. There is a shared classroom between Pod C and E – 22’11” x 30’1” which can accommodate 18 youth. There are 2 storage areas for youth storage, equipment, and unit supplies. Pod D – James Ranch Camp Pod, Male Pod D D 2009 1 12 12 12 28’” x 39’1” x 10’ 2 2 1 2 There are 6 double bunks in the pod and a counseling room on the exterior portion of the dayroom/living space. The counseling space is 17’4” x 18’11”. There is a shared classroom between Pod B and D – 22’9” x 30’1” which can accommodate 18 youth. There is one storage closet for youth storage, equipment, and unit supplies. Pod E – James Ranch Camp Pod, Unoccupied Pod E D 2009 1 12 12 12 28’11” x 39’1” x 10’ 2 2 1 2 There are 6 double bunks in the pod and a counseling room on the exterior portion of the dayroom/living space. The counseling space is 17’5” x 19’. There is a shared classroom between Pod C and E – 22’11” x 30’1” which can accommodate 18 youth. There are 2 storage areas for youth storage, equipment, and unit supplies. Pod F – James Ranch Camp Pod – Female (There were 3 female youth committed to JR on the day of the inspection) Pod F D 2009 1 12 12 12 28’10” x 39’1” x 10’ 2 2 1 2 *T = Toilets; U = Urinals; W = Wash Basins; F = Fountains; S = Showers in unit. If "Total RC" appears in brackets ( ), it is not part of the facility's rated capacity. 7593 7595 Santa Clara Probation CAMP SYTF LASE 23-24 - 1 - J460 LAS JUV-05.dot (rev.12/2022) ROOMS EACH ROOM Unit Room Applicable # EACH ROOM Total DIMENSIONS FIXTURES* Designation Type Standards Rooms # Beds RC RC (L x W x H) T U W F S There are 6 double bunks in the pod and a counseling room on the exterior portion of the dayroom/living space. The counseling space is 17’5” x 19’. There is a shared classroom between Pod F and G – 22’11” x 30’ 1” which can accommodate 18 youth. There are 2 storage areas, for youth storage, equipment, and unit supplies. Pod G –SYTF Female Youth (There were 3 female SYTF youth in the program on the day of the inspection.) Pod G D 2009 1 12 12 12 28’9” x 39’5” x 10’ 2 2 1 2 There are 6 double bunks in the pod and a counseling room on the exterior portion of the dayroom/living space. The counseling space is 17’5” x 19’. There is a shared classroom between Pod F and G – 22’11” x 30’ 1” which can accommodate 18 youth. There are 2 storage areas, for youth storage, equipment, and unit supplies. Pod H –SYTF Male Youth (There were 3 male SYTF youth in the program on the day of the inspection.) Pod H D 2009 1 12 12 12 28’5” x 39’2” x 10’ 2 2 1 2 There are 6 double bunks in the pod and a counseling room on the exterior portion of the dayroom/living space. The counseling space is 17’5” x 19’. There is no classroom for this unit. There are 2 storage areas for youth storage, equipment, and unit supplies. Pod I – James Ranch Camp Unit, Unoccupied Pod I D 2009 1 12 12 12 28’6” x 39’1” x 10’ 2 2 2 2 There are 6 double bunks in the pod and a counseling room on the exterior portion of the dayroom/living space. The counseling space is 17’6” x 19’. This Pod is an ADA Unit. There is a classroom attached to this unit – 22’10” x 30’1” which can accommodate 18 youths. There is one storage closet for youth storage, equipment, and unit supplies. NOTE: There are two designated Interview Rooms close to the entry or the building, along the corridor. The large counseling rooms can be used for this purpose as well. Classrooms associated with Pod #s: Pod 5 and Pod I have a classroom designated to this space alone. Pods B/D, C/E, and F/G have a shared classroom, accessible from the Pod or by the Corridor. The following areas are no-rated spaces but for information only. Gym 2020 Classroom Pre-97 8 597 Sq Ft each Recreation Pre-97 4521 Sq Ft Dining Old 2001 1824 Sq Ft Dining 2020 New Medical 2001 163 Sq Ft Exam JR and SYTF will continue to utilize old classrooms, rec space, and dining areas at the facility. The old kitchen is used for the culinary program, the old gym for program space, and classrooms for additional counseling/program space. *T = Toilets; U = Urinals; W = Wash Basins; F = Fountains; S = Showers in unit. If "Total RC" appears in brackets ( ), it is not part of the facility's rated capacity. 7593 7595 Santa Clara Probation CAMP SYTF LASE 23-24 - 2 - J460 LAS JUV-05.dot (rev.12/2022) JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS PHYSICAL PLANT EVALUATION Board of State and Community Corrections APPLICABLE TITLE 24 REGULATIONS: 4/98; 2001; 2003; 2009; 2014; 2018 BSCC Code: 7593 7595 FACILITY NAME: William James Ranch FACILITY TYPE: Camp Santa Clara Secure Youth Treatment Facility at WJR SYTF 4/98: 2001: 2003: 2009: 2014: 2018: APPLICABLE REGULATIONS (Check All That Pre- X Apply): 1998 FIELD REPRESENTATIVE: Elizabeth Gong DATE: November 16, 2023 TITLE 24 SECTION YES NO N/A COMMENTS 1230.1.1 Reception/intake admission. In each juvenile hall, space used for the reception of X youth pending admission to juvenile hall shall have the following space and equipment: 1. Weapons lockers as specified in Section 1230.2.9; X 2. A secure room for the confinement of youth pending admission to juvenile hall as specified in Section 1230.1.2; In each juvenile hall, camp and ranch, space used X for the reception of youth pending admission to these facilities shall have the following space and equipment: 3. Access to a shower; X 4. A secure vault or storage space for youth, valuables; X 5. Telephone accessible to youth; and X 6. Access to hot and cold running water for staff use. X 1230.1.2 Locked holding room. X There is not a locked holding room at the A locked holding room shall: facility. 1. Contain a minimum of 15 square feet of floor area X per youth; 2. Provide no less than 45 square feet of floor space X and have a clear ceiling height of 8 feet or more; 3. Contain seating to accommodate all youth as X specified in Section 1230.2.8; 4. Be equipped with a toilet, wash basin, mirror and drinking fountain unless as specified in Section 1230.2, unless a procedure is in effect to give the X youth access to a toilet, wash basin and drinking fountain; 5. Maximize visual supervision of youth by staff; and X 6. Have an outward swinging or lateral sliding door. X 7593 7595 Santa Clara Probation CAMP SYTF PHY 23-24 - 1 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS 1230.1.3 Natural light. Outer-facing exterior windows where youth’s privacy is not at risk shall be provided in locked sleeping rooms, single occupancy sleeping rooms, double occupancy X sleeping rooms, dormitories and dayrooms. Natural light may be provided by, but is not limited to, skylights or windows in dayrooms, windows in adjacent exterior exercise areas, and in sleeping rooms and/or dormitories. 1230.1.4 Corridors X Corridors in living areas shall be at least eight feet wide. 1230.1.5 Living unit. A living unit shall be a self-contained unit containing locked sleeping rooms, single and double occupancy X sleeping rooms, or dormitories, dayroom space, toilet, wash basins, drinking fountains and showers commensurate to the number of youth housed. A living unit shall not be divided in a way that hinders direct access, supervision, immediate intervention or X other action if needed. In juvenile halls, the number of youth housed in a living unit shall not exceed 30. 1230.1.6 Locked sleeping rooms. There are no locked sleeping rooms at the Locked sleeping rooms shall be equipped with an X facility. individual or combination toilet, wash basin, mirror and drinking fountain. Doors to locked sleeping rooms shall swing outward or X slide laterally. 1230.1.7 Single occupancy sleeping rooms. There are no single occupancy rooms at the Single occupancy sleeping rooms shall provide the X facility. following: 1. A minimum of 70 square feet of floor area; 2. A minimum ceiling height of eight feet; and, X 3. The door into this room shall swing outward or slide laterally and be provided with a view panel, a X minimum of 144 square inches, constructed of security glazing. 4. Contain a bed as specified in 1230.2.5. X 1230.1.8 Double occupancy sleeping rooms. There are no double occupancy rooms at the Double occupancy sleeping rooms shall provide the X facility. following: 1. A minimum of 100 square feet of floor area; 2. A minimum clear ceiling height of 8 feet and a X minimum width of 7 feet; and, 3. The door into this room shall swing outward or slide laterally and be provided with a view panel, a X minimum of 144 square inches, constructed of security glazing. 4. Contain a bed as specified in 1230.2.5. X 7593 7595 Santa Clara Probation CAMP SYTF PHY 23-24 - 2 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS 1230.1.9 Dormitories There are nine Pods that can hold up to 12 Dormitories shall provide the following: youths each, for a total rated capacity of 108 1. A minimum of 50 square feet of floor area per X youths. James Ranch has a rated capacity of youth with the minimum size of a dormitory being 84 youths while the SYTF Program, has a 200 square feet of floor area and a minimum 8- rated capacity of 24 youths. foot clear ceiling height; 2. Designed for no fewer than four youth; X 3. Dormitories in juvenile halls shall be designed for X no more than 30 youth; 4. Camps shall conform to Items 1 and 2. X 1230.1.10 Dayrooms Dayrooms shall contain 35 square feet of floor area per X youth, contain tables and seating to accommodate the maximum numbers of youth allowed access at a given time. Access must be provided to toilets, wash basins, drinking fountains and showers as specified in Section X 1230.2. 1230.1.11 Physical activity and recreation areas. Indoor/outdoor physical activity and recreation areas shall be designed as follows: 1. Minimum indoor outdoor recreation space for X facility capacity: 40 or less is 9,000 square feet; 41-274 is 225 square feet per youth up to 61,650 square feet; 275 or more is 61,650 square feet, plus 145 square feet for each youth beyond 274 [up to a maximum of 87,120 square feet] 1.1 At least one quarter of the dedicated indoor/outdoor space shall be a paved or like X surface. 1.2 The required recreation area shall contain no X single dimension less than 40 feet. 2. A portion of the dedicated space for physical activity and recreation shall be out-of-doors and be sufficient size and equipped in such a manner to allow X compliance with Title 15, Section 1371, which requires at least one hour per day of outdoor activity for each detained youth. 3. Lighting of outdoor recreation areas shall be provided to allow for evening activities and to provide X security. 4. Access must be provided to a toilet, wash basin X and drinking fountain as specified in Section 1230.2. 1230.1.12 Academic classrooms. X There shall be a dedicated classroom space for every juvenile in every facility. The primary purpose for the academic classroom shall X be for education. Each academic classroom shall contain a minimum of 160 square feet of floor space for the teacher’s desk X and work area and a minimum of 28 square feet of floor space per minor. 7593 7595 Santa Clara Probation CAMP SYTF PHY 23-24 - 3 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS A communication system shall be provided in each classroom to allow for immediate response to X emergencies. The classroom shall be designed for a maximum of 20 X minors. There shall be space available in every juvenile facility that may be used for specialized, one-on-one or small X group educational purposes. 1230.1.13 Safety room. There is no safety room at the facility. A safety room shall: X 1. Contain a minimum of 48 square feet of floor area and a minimum clear ceiling height of 8 feet; 2. Be limited to one youth; X 3. Be padded as specified in Section 1230.2.7; X 4. Provide one or more vertical view panels constructed of security glazing. These view panels shall be no more than 4 inches wide nor less than 24 X inches long, which shall provide a view of the entire room; 5. Provide an audio monitoring system as specified X in Section 1230.1.22; 6. Contain a flushing ring toilet, capable of accepting solid waste, mounted flush with the floor, the controls X for which must be located outside of the room; 7. Be equipped with a variable intensity, security- type lighting fixture with controls located outside the X room; 8. Any wall or ceiling-mounted devices must be designed to prohibit access to the youth occupant; X and, 9. Provide a food pass with lockable shutter, no more than 4 inches high, and located between 26 inches X and 32 inches as measured from the bottom of the food pass to the floor. 1230.1.14 Medical examination room. X There must be a minimum of one suitably equipped medical examination room in every juvenile facility. Medical examination rooms shall provide the following: 1. Space for carrying out routine medical X examinations and emergency care and used for no other purpose; 2. Privacy for youth; X 3. Lockable storage space for medical supplies; X 4. Not less than 144 square feet of floor space with X no single dimension less than 7 feet; 5. Hot and cold running water; X 6. Smooth, nonporous, washable surface; X 7. A medical exam table; and, X 8. Adequate lighting. X 7593 7595 Santa Clara Probation CAMP SYTF PHY 23-24 - 4 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS 1230.1.15 Pharmaceutical storage. Provide lockable storage space for medical supplies X and pharmaceutical preparations as specified by Title 15, Section 1438. 1230.1.16 Dining areas. Dining areas in juvenile facilities shall contain a X minimum of 15 square feet of floor space and sufficient tables and seating for each person being fed. Persons being fed include youth, staff and visitors. X Dining areas shall not contain toilets or showers in the X same room without appropriate visual barrier. 1230.1.17 Visiting space. Space shall be provided in all juvenile facilities for in- X person visiting which shall be unobstructed by barriers such as, but not limited to, security glazing for mesh. 1230.1.18 Institutional storage. One or more storage rooms shall be provided to X accommodate a minimum of 80 cubic feet of storage space per minor. Items to be stored shall be institutional clothing, X bedding, supplies and activity equipment. 1230.1.19 Personal storage. Each youth in a juvenile facility shall be provided with X a minimum of 9 cubic feet of secure storage space for personal clothing and belongings. 1230.1.20 Safety equipment storage. In all juvenile facilities, a secure area shall be provided X for the storage of safety equipment, such as fire extinguishers, self-contained breathing apparatus, wire and bar cutters, emergency lights, etc. 1230.1.21 Janitorial closet. In all juvenile facilities, at least one securely lockable X janitorial closet, containing a mop sink and sufficient area for the storage of cleaning implements, must be provided within a security area of the facility. 1230.1.22 Audio monitoring system. In safety rooms, locked holding rooms, locked sleeping rooms, single and double occupancy rooms X and dormitories, there must be an audio monitoring system capable of actuation by the minor that alerts personnel. 7593 7595 Santa Clara Probation CAMP SYTF PHY 23-24 - 5 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS 1230.1.23 Emergency power. There shall be a source of emergency power in all juvenile facilities capable of providing minimal lighting X in all living units, activities areas, corridors, stairs and central control points, and to maintain fire and life safety, security, communications and alarm systems (Title 24, Part 2, Chapter 27). Such an emergency power source shall conform to the requirements specified in Title, 24, Part 3, Article 700, X California Electrical Code, California Code of Regulations. 1230.1.24 Confidential interview room. X Confidential interview rooms shall contain a minimum of 60 square feet of floor area. In juvenile halls there shall be a minimum of one X suitably furnished interview room for each 30 youth. In camps there shall be a minimum of one suitably X furnished interview room for each facility. This interview room shall provide for confidential X consultations with youth. 1230.1.25 Special-purpose juvenile halls. This is not a SPJH. Special-purpose juvenile halls shall conform to all X minimum standards for juvenile facilities contained in this section with the following exceptions: 1. Physical activity and recreation areas as specified X in Section 1230.1.11; 2. Academic classrooms as specified in Section X 1230.1.12; 3. Medical examination room as specified in Section X 1230.1.14; and, 4. Dining areas as specified in Section 1230.1.16. X 1230.1.26 Court holding room for youth. There are no court-holding rooms at this A court holding room shall: X facility. 1. Contain a minimum of 10 square feet of floor area per youth; 2. Be limited to no more than 16 youth; X 3. Provide no less than 40 square feet of floor area X and have a ceiling height of 8 feet or more; 4. Contain seating to accommodate all youth as X specified in Section 1230.2.8; 5. Contain a toilet, wash basin and drinking fountain X as specified in Section 1230.2; 6. Maximize visual supervision of youth by staff; and, X 7. A mirror of material appropriate to the level of security shall be provided as specified in Section X 1230.2.11. 1230.1.27 Programs and activity areas. All juvenile facilities shall include adequate space for X specific programs in addition to recreation and exercise areas. 7593 7595 Santa Clara Probation CAMP SYTF PHY 23-24 - 6 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS 1230.2.1 Toilets/urinals. All toilet areas shall provide privacy for the youth and X help reduce the risk of voyeurism without mitigating staff’s ability to supervise. Toilets must be available in a ratio to youth as follows: X 1. Juvenile halls 1:6; 2. Camps 1:10; and X 3. Locked holding rooms 1:8: X One toilet and one urinal may be substituted for every X 15 males. 1230.2.2 Wash basins. In living units, wash basins must be available in a ratio X to youth as follows: 1. Juvenile halls 1:6; 2. Camps 1:10; and X 3. Locked holding rooms 1:8: X Wash basis must be provided with hot and cold or X tempered water. 1230.2.3 Drinking fountains. In living areas and indoor and outdoor recreation X areas, drinking fountains must be accessible to youth and to staff. 1. The drinking fountain bubbler shall be on an angle which prevents waste water from flowing over the X drinking bubbler; and, 2. The water flow shall be actuated by a mechanical X means. 1230.2.4 Showers. Shower areas shall provide privacy for the youth and X help reduce the risk of voyeurism without mitigating staff’s ability to supervise. Showers shall be available to all youth on a ratio of at least one shower or bathtub to every six youth. X There are two showers in each pod. Showers shall be provided with tempered water. 1230.2.5 Beds. X Beds shall be at least 30 inches wide and 76 inches long and be of the solid bottom type. Beds shall be at least 12 inches off the floor and X spaced no less than 36 inches apart Bunk beds must have no less than 33 inches vertically X between the solid bottoms. In secure facilities, the bunks shall be securely X anchored and flushed against the floor and/or wall. 1230.2.6 Lighting. Lighting in locked sleeping rooms, single occupancy X rooms, double occupancy rooms, dormitories, day rooms and activity areas shall provide not less than 20 foot candles of illumination at desk level. 7593 7595 Santa Clara Probation CAMP SYTF PHY 23-24 - 7 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS Night lighting is required in these areas to provide for good visibility for supervision and be conducive to X sleep. 1230.2.7 Padding. There are no safety rooms at the facility. Padding in safety rooms, padding shall cover the X entire floor, door, walls and everything on walls to a clear height of eight feet. Benches or platforms are not to be placed on the floor X of this room. All padded rooms must be equipped with a tamper resistant fire sprinkler as approved by the State Fire X Marshal. All padding must be: X 1. Approved for use by the State Fire Marshal; 2. Nonporous to facilitate cleaning; X 3. At least 112 inch thick; X 4. Of a unitary or laminated construction to prevent its destruction by teeth, hand tearing or small metal X objects; 5. Firmly bonded to all padded surfaces to prevent X tearing or ripping; and, 6. Without any exposed seams susceptible to tearing X or ripping. 1230.2.8 Seating. X Seating shall be designed for the level of security. When bench seating is used, 18 inches of bench is X seating for one person. 1230.2.9 Weapons lockers. Weapons lockers are required in all secure juvenile X facilities and shall be located outside the secure area of the facility. Weapons lockers shall be equipped with individual X compartments, each with an individual locking device. 1230.2.10 Security glazing. The agency was allowed to forego required Security glazing shall comply with the minimum security-glazed windows based on their requirements of one of the following test standards: modification to the OPS in July 2018 American Society for Testing and Materials, ASTM F X indicating the youths housed at the facility 1233-98, Class III glass, or; California Department of would be low to medium-secure youth rather Corrections, CDC 860-94d, Class C glass or; H.P. than high-risk youth. White Laboratory, Inc., HPW-TP-0500.02, Forced Entry Level III. 1230.2.11 Mirrors. A mirror of a material appropriate to the level of X security must be provided near each wash basin specified in these regulations. 7593 7595 Santa Clara Probation CAMP SYTF PHY 23-24 - 8 - J456 PHY 98 01 03 09 14 18 dot