Santa Clara Probation (2023-2024 inspection cycle)

November 19, 2024 Nick Birchard, Chief Probation Officer Santa Clara County Probation Department 2314 North 1st Street San Jose, CA 95131 2023-2024 TARGETED INSPECTION, WELFARE & INSTITUTIONS CODE SECTIONS 209 & 885, SANTA CLARA COUNTY PROBATION DEPARTMENT DETENTION FACILITIES Dear Chief Birchard: A Targeted Inspection of the Santa Clara County Probation Department has been completed. A pre-inspection briefing was held on Monday, July 1, 2024, and the following facilities were inspected on/between Tuesday, September 24, 2024, and Wednesday, September 25, 2024: FACILITY NAME BSCC # FACILITY TYPE Santa Clara Juvenile Hall 7587 JH Santa Clara Secure Youth Treatment Facility 7588 SYTF William James Ranch 7593 CAMP Satna Clara Secure Youth Treatment Facility at 7595 SYTF WJR These inspections were conducted pursuant to Welfare and Institutions Code Sections 209 and 885 to determine compliance with the Minimum Standards for Juvenile Detention Facilities as outlined in Titles 15 and 24, California Code of Regulations. INSPECTION RESULTS We identified no items of noncompliance with Title 15 Minimum Standards. Refer to the attached Procedures Checklist for detailed information. * * * Please email me at ray.watson@bscc.ca.gov or call (916) 846-5986 if you have any questions. Nick Birchard Chief Probation Officer Page 2 Sincerely, RAY WATSON 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* Jill Ugalde, Deputy Chief Probation Officer Elsa Jennings, Program Manager – James Ranch Marc Utsey, Program Manager – James Ranch Trina Gauthier, Program Manager – Juvenile Hall Ashanti Hayes, Program Manager – Juvenile Hall *Copies of the inspection are available upon request or online at www.bscc.ca.gov. 7587+ Santa Clara Probation JH CAMP SYTF Targeted 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: Jill Ugalde, Deputy Chief Probation Officer; Trina Guather, Probation Division Manager; Eugene Santillan, SCCOE North County Principal; Dr. Shelly Aggarwal, Medical Director SCCJH; Lanphuong Le, RN Nurse Manager; Veronica Robles, Santa Clara County Behavioral Health; Marco Diaz, Supervisor; 1 - 19yr old male youth; 1 – 16yr old male youth; 1- 15 yr old female youth. FIELD REPRESENTATIVE: Ray Watson and Elizabeth Gong DATE: September 24, 2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1321 STAFFING Policy: 215.1; 215.3.1 (a) - Staffing Plan- Each juvenile facility shall: Purpose and Scope; Procedure: 215 (a) have an adequate number of personnel sufficient to carry out the overall facility operation and its BSCC staff reviewed Santa Clara County programming, to provide for safety and security of youth and staff, and meet established standards and Juvenile facilities’ policies and procedures for regulations; compliance with Title 15 regulations, including, but not limited to, staffing. The agency provided staff schedules and shift reports for our review, which showed sufficient staffing on each shift. The Juvenile Hall (JH) and the Secure Youth Track Facility (SYTF) are located within the same complex. The total combined ☒ ☐ ☐ population during the inspection was 55. The juvenile hall’s population consisted of 30 males and four females housed in four living units. The agency had the following positions filled at the time of inspection: • 1 Deputy Chief Probation Officer • 2 Probation Managers • 15 Supervisors • 159 Group Counselors • 33 Extra Help Group Counselors • 23 Support Staff (b) ensure that no required services shall be denied Policy: 215.3.1 (a) because of insufficient numbers of staff on duty absent ☒ ☐ ☐ exigent circumstances; 1 This document is intended for use as a tool during the targeted inspection process; this worksheet may not contain each Title 15 regulation that is required. Additionally, many regulations on this worksheet are SUMMARIES of the regulation; the text on this worksheet may not contain the entire text of the actual regulation. Please refer to the complete California Code of Regulations, Title 15, Minimum Standards for Juvenile Facilities, Division 1, Chapter 1, Subchapter 5 for the complete list and text of regulations. 7587 Santa Clara Juvenile Hall JH PRO 23-24 Page 1 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) have a sufficient number of supervisory level staff to Policy: 215.3.1 (b). ensure adequate supervision of all staff members; ☒ ☐ ☐ (d) have a clearly identified person on duty at all times Policy: 215.3.1 (c) who is responsible for operations and activities and has completed the Juvenile Corrections Officer Core Course ☒ ☐ ☐ and PC 832 training; (e) have at least one staff member present on each living Policy: 215.3.1 (d) unit whenever there are youth in the living unit; BSCC staff interviewed youth housed in the living units to confirm compliance with this ☒ ☐ ☐ regulation. The agency regularly ensures there is a staff present in the living unit or where a youth is present. (f) have sufficient food service personnel relative to the Policy: 900 - Food Services number and security of living units, including staff qualified and available to: plan menus meeting nutritional The agency has 15 food service workers who requirements of youth; provide kitchen supervision; direct prepare and serve all food to the youth in the food preparation and servings; conduct related training ☒ ☐ ☐ juvenile hall and the SYTF. programs for culinary staff; and maintain necessary records; or, a facility may serve food that meets nutritional standards prepared by an outside source; (g) have sufficient administrative, clerical, recreational, Policy: 510.5; 215.3 (Bullet 8) medical, dental, mental health, building maintenance, transportation, control room, facility security and other BSCC staff reviewed documentation and support staff for the efficient management of the facility, interviewed agency partners to confirm and to ensure that youth supervision staff shall not be compliance with this regulation. The agency diverted from supervising youth; and, ☒ ☐ ☐ has sufficient support staff to manage the facility without diverting youth supervision staff from supervising youth. (h) assign sufficient youth supervision staff to provide Policy: 215.3.1 (f); 510 - Supervision of continuous wide awake supervision of youth, subject to Youth; 510.3 ¶ 2 temporary variations in staff assignments to meet special ☒ ☐ ☐ program needs. Staffing shall be in compliance with a minimum youth-staff ratio for the following facility types: (1) Juvenile Halls Policy: 510.3 ¶ 4 (A) during the hours that youth are awake, one Procedure: 215.1 wide-awake youth supervision staff member on duty for each 10 youth in detention; The agency operates with PREA staffing ratios of one youth supervision staff to every ☒ ☐ ☐ eight youths during hours in which the youth are awake. (B) during the hours that youth are confined to their Policy: 510.3 ¶ 4 room for the purpose of sleeping, one wide-awake youth supervision staff member on duty for each The agency operates with PREA staffing 30 youth in detention; ratios of one youth supervision staff to every ☒ ☐ ☐ 16 youths during sleeping hours. 7587 Santa Clara Juvenile Hall JH PRO 23-24 Page 2 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (C) at least two wide-awake youth supervision staff Policy: 510.3 ¶ 5 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 Policy: 510.3 ¶ 5 duty who is the same gender as youth housed in ☒ ☐ ☐ the facility. (E) personnel with primary responsibility for other Policy: 510.3.1 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 The facility is not a Special Purpose Juvenile (A) during hours that youth are awake, one wide- Hall. awake youth supervision staff member on duty for ☐ ☐ ☒ each 10 youth in detention; (B) during the hours that youth are confined to their N/A 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 N/A 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 N/A duty who is the same gender as youth housed in ☐ ☐ ☒ the facility. (E) personnel with primary responsibility for other N/A 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 The facility is not a camp. (A) during the hours that youth are awake, one wide-awake youth supervision staff member on ☐ ☐ ☒ duty for each 15 youth in the camp population; (B) during the hours that youth are confined to their N/A 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 N/A 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 N/A duty who is the same gender as youth housed in ☐ ☐ ☒ the facility; 7587 Santa Clara Juvenile Hall JH PRO 23-24 Page 3 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (E) in addition to the minimum staff to youth ratio N/A 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 N/A 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. 1328 SAFETY CHECKS Policy: 507; 507.3 - Youth Safety Checks; 0B Procedure: 507 The facility administrator shall develop and implement policy and procedures that provide for direct visual BSCC staff reviewed safety checks for the observation of youth at a minimum of every 15 minutes, first weeks of January and February, and the at random or varied intervals during hours when youth last weeks of June and July 2024. We also are asleep or when youth are in their rooms, confined in spoke with youth housed in the living units to holding cells or confined to their bed in a dormitory. confirm compliance with this regulation. Supervision is not replaced, but may be supplemented ☒ ☐ ☐ by, an audio/visual electronic surveillance system Safety checks are completed using designed to detect overt, aggressive or assaultive handwritten forms. The checks were behavior and to summon aid in emergencies. All safety generally random and varied. BSCC staff checks shall be documented with the actual time the observed a small number of late checks check is completed. during the review of documentation. 1354.5 ROOM CONFINEMENT Policy: 606.3.4 (RC); Procedure All: 606 1B (a) The facility administrator shall develop and The agency had 117 incidents of Room implement written policies and procedures addressing Confinement (RC) from November 2023 to the confinement of youth in their room that are July 2024. The agency provided BSCC staff consistent with Welfare and Institutions Code Section with 15 of their most recent RC reports to 208.3. The placement of a youth in room confinement review. Many of the RC incidents were a shall be accomplished in accordance with the following result of youth-on-youth physical assaults. guidelines: None of the RC incidents BSCC staff reviewed lasted more than four hours. ☒ ☐ ☐ The agency routinely utilizes Boys and Girls Receiving to house youth in RC after a safety and security incident to closely monitor them every 5 to 15 minutes. The process is documented by the agency. BSCC staff spoke with youth and staff to confirm compliance with this regulation. (1) Room confinement shall not be used before Policy: 606.3.3 (a) - Separation by Room other, less restrictive, options have been attempted Confinement and exhausted, unless attempting those options poses a threat to the safety or security of any youth ☒ ☐ ☐ or staff. (2) Room confinement shall not be used for the Policy: 606.3.3 (b) purposes of punishment, coercion, convenience, or ☒ ☐ ☐ retaliation by staff. (3) Room confinement shall not be used to the extent Policy: 606.3.3 (c) that it compromises the mental and physical health ☒ ☐ ☐ of the youth. 7587 Santa Clara Juvenile Hall JH PRO 23-24 Page 4 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) A youth may be held up to four hours in room Policy: 606.3.4 (a) confinement. After the youth has been held in room confinement for a period of four hours, staff shall do one BSCC staff reviewed incident reports and or more of the following: interviewed youth, detention staff, and collaborative partners. The agency limits the ☒ ☐ ☐ amount of time a youth spends in RC to two hours. Policy: 606.3.4 (a) 1 (1) Return the youth to general population. ☒ ☐ ☐ Policy: 606.3.4 (a) 2 Youths are assessed by medical and (2) Consult with mental health or medical staff. ☒ ☐ ☐ behavioral health staff within four hours of being held in room confinement. (3) Develop an individualized plan that includes the Policy: 606.3.4 (a) 3 goals and objectives to be met in order to reintegrate ☒ ☐ ☐ the youth to general population. (4) If room confinement must be extended beyond Policy: 606.3.4 (b); 606.3.4 (b) 1 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 Policy: 606.3.4 (b) 2 the goals and objectives to be met in order to ☒ ☐ ☐ integrate the youth to general population. (C) Obtain documented authorization by the Policy: 606.3.4 (b) 3 facility superintendent or his or her designee ☒ ☐ ☐ every four hours thereafter. (5) This section is not intended to limit the use of Policy: 606.3.5 (Bullet 1) 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 Policy: 606.3.5 (Bullet 2) court holding facilities or adult facilities. ☒ ☐ ☐ (7) Nothing in this section shall be construed to Policy: 606.3.5 (Bullet 3) 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 Policy: 606.3.5 (Bullet 4) 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. 7587 Santa Clara Juvenile Hall JH PRO 23-24 Page 5 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (9) This section does not apply when a youth is Policy: 606.3.5 (Bullet 5) 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. 1357 USE OF FORCE Policy: 5.01 Use of Force; 207.4.5 The facility administrator, in cooperation with the Documentation; 303.3.1 Training 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 (a) At a minimum, each facility shall develop policies and these policies and procedures until the procedures which: agency adopts the Lexipol policy for this ☒ ☐ ☐ regulation. The agency had 134 incidents of use of force from November 2023 to August 2024. BSCC staff reviewed 15 random reports covering this timeframe. The reports BSCC staff reviewed complied with the required elements contained in Title 15 regulation. (1) restricts the use of force to that which is deemed Policy: 5.01- 2, G reasonable and necessary, as defined in Section 1302 to ensure the safety and security of youth, staff, others ☒ ☐ ☐ and the facility. (2) outline the force options available to staff including Policy: 5.01- IV, C both physical and non-physical options and define ☒ ☐ ☐ when those force options are appropriate. (3) describe force options or techniques that are Policy: 5.01- IV, B, 1(a) expressly prohibited by the facility. ☒ ☐ ☐ (4) describe the requirements of staff to report any Policy: 5.01- VII inappropriate use of force, and to take affirmative ☒ ☐ ☐ action to immediately stop it. (5) define a standardized reporting format that Policy: 5.01- V-B includes time period and procedure for documenting 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. 7587 Santa Clara Juvenile Hall JH PRO 23-24 Page 6 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) Include an administrative review and a system for Policy: 5.01- IV; 5.01- V/D; 5.01- VI; 5.01 -VII; investigating unreasonable use of force. 5.01- VIII ☒ ☐ ☐ The agency has adopted policies and procedures to investigate unreasonable use of force. (7) define the role, notification, and follow-up Policy: 5.01 – V/A, 1(c) – Medical; 5.01 – V, procedures required after use of force incidents for C, 2 - Behavior health medical, mental health staff and parents or legal ☒ ☐ ☐ guardians. (8) describe the limitations of use of force on pregnant Policy: 5.01 - IV-B, 10 youth in accordance with Penal Code Section 6030(f) ☒ ☐ ☐ and Welfare and Institutions Code Section 222. (b) Facilities that authorize chemical agents as a force Policy: 5.01 – IV, B, 9; 5.03 - Use and option shall include policies and procedures that: Deployment of OC Spray (1) identify who is approved to carry and/or utilize chemical agents in the facility and the type, size and the approved method of deployment for those ☒ ☐ ☐ The agency does not use OC in the facility. chemical agents. However, staff will carry OC while performing transportation duties. (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 Policy: 5.03- II, A; 5.01- I, C; 5.01- IV; 5.02- I, require that agencies provide initial and regular training F; 6.01- IV, E in use of force and chemical agents when appropriate that address: ☒ ☐ ☐ (1) known medical and behavioral health conditions that would contraindicate certain types of force; (2) acceptable chemical agents and the methods of Policy: 5.01 - IV-C 9; 5.03; 9.11 – III, C, 1 and application. 2 ☒ ☐ ☐ 7587 Santa Clara Juvenile Hall JH PRO 23-24 Page 7 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) signs or symptoms that should result in Policy: 2.07, IV, A, 1 through 4 immediate referral to medical or behavioral health. ☒ ☐ ☐ (4) instruction on the Constitutional Limitations of Policy: 5.01 - II, G Use of Force. ☒ ☐ ☐ (5) physical training force options that may require Policy: 5.01. I, A the use of perishable skills. ☒ ☐ ☐ (6) timelines the facility uses to define regular Policy: 5.03 – II, A, 1 and 2 training. ☒ ☐ ☐ 1361 GRIEVANCE PROCEDURE Policy: 605 - Youth Grievances; 605.1.1 – Definition; 605.3 ¶1; 605.4.5 - State The facility administrator shall develop and implement Requirements. written policies and procedures whereby any youth may Procedure All: 605 appeal and have resolved grievances relating to any condition of confinement, including but not limited to health care services, classification decisions, program The agency had 66 grievances filed from participation, telephone, mail or visiting procedures, ☒ ☐ ☐ November 2023 to August 2024. The food, clothing, bedding, mistreatment, harassment or grievances were filed by youth from both the violations of the nondiscrimination policy. There shall be JH (42) and SYTF (24). BSCC staff no time limit on filing grievances. Policies and reviewed grievances from the requested procedures shall include provisions whereby the facility timeframe and conducted interviews with manager ensures: youth and detention staff during the inspection. (a) a grievance form and instructions for registering a Policy: 605.3 ¶ 3 (Bullet 1) grievance, which includes provisions for the youth to ☒ ☐ ☐ have free access to the form; (b) the youth shall have the option to confidentially file Policy: 605.3 ¶ 3 (Bullet 2) the grievance or to deliver the form to any youth supervision staff working in the facility; ☒ ☐ ☐ A grievance lock box is located on each living unit. (c) resolution of the grievance at the lowest appropriate Policy: 605.3 ¶ 3 (Bullet 3), 605.4.2 staff level; ☒ ☐ ☐ (d) provision for a prompt review and initial response to Policy: 605.3 ¶ 4, 605.4.2 grievances within three (3) business days, grievances that relate to health and safety issues must be BSCC staff reviewed documentation and addressed immediately; determined the agency responds to youth ☒ ☐ ☐ within three business days of receiving the grievance. (1) The youth may elect to be present to explain Policy: 605.3 ¶ 4, 1, 605.4.2 his/her version of the grievance to a person not directly involved in the circumstances which led to ☒ ☐ ☐ the grievance. (2) Provision for a staff representative approved by Policy: 605.3 ¶ 4, 2, 605.4.2 the facility administrator to assist the youth. ☒ ☐ ☐ (e) provision for a written response to the grievance Policy: 605.3 ¶ 5 (Bullet 1), 605.4.2 which includes the reasons for the decisions; ☒ ☐ ☐ (f) a system which provides that any appeal of a Policy: 605.3 ¶ 5, (Bullet 2), 605.4.3 grievance shall be heard by a person not directly involved in the circumstances which led to the ☒ ☐ ☐ grievance; 7587 Santa Clara Juvenile Hall JH PRO 23-24 Page 8 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (g) resolution of the grievance must occur within ten (10) Policy: 605.3 ¶ 5 (Bullet 3), 605.4.2 business days unless circumstances dictate a longer time frame. The youth shall be notified of any delay; BSCC staff reviewed documentation and and, ☒ ☐ ☐ determined the agency resolves grievances within 10 business days. (h) the policy shall provide multiple internal and external Policy: 605.3 ¶ 5 (Bullet 4); 605.6 - Additional methods to report sexual abuse and sexual harassment. Requirements for Grievances related to Sexual Abuse; 1300.4 (i) - PREA Policy; ☒ ☐ ☐ Procedure: 1308.2 Whether or not associated with a grievance, concerns Policy: 605.4.5 (c) of parents, guardians, staff or other parties shall be addressed and documented in accordance with written ☒ ☐ ☐ policies and procedures within a specified timeframe. 1371 PROGRAMS, RECREATION, AND Policy: 1002 Programs Exercise and 2B EXERCISE. Recreation;1002.2; Procedure All: 500.2.6 (d) The facility administrator shall develop and implement written policies and procedures for programs, ☒ ☐ ☐ recreation, and exercise for all youth. The intent is to minimize the amount of time youth are in their rooms or their bed area. Juvenile facilities shall provide the opportunity for Policy: 1002.3 ¶ 1 programs, recreation, and exercise a minimum of three hours a day during the week and five hours a day each BSCC staff interviewed youth and detention Saturday, Sunday or other non-school days, of which ☒ ☐ ☐ staff to ensure compliance with this one hour shall be an outdoor activity, weather regulation. permitting. A youth’s participation in programs, recreation, and Policy: 1002.3 ¶ 2 exercise may be suspended only upon a written finding by the administrator/manager or designee that a youth ☒ ☐ ☐ represents a threat to the safety and security of the facility. Such program, recreation, and exercise schedule shall Policy: 1002.3 ¶ 3 be posted in the living units. BSCC staff observed daily schedules for programs, recreation, and exercise posted in ☒ ☐ ☐ each living unit. There will be a written annual review of the programs, Policy: 1002.3 ¶ 5 recreation, and exercise by the responsible agency to ensure content offered is current, consistent, and ☒ ☐ ☐ relevant to the population. 7587 Santa Clara Juvenile Hall JH PRO 23-24 Page 9 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Programs. All youth shall be provided with the Policy: 1002.6 Access to Programs 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 The agency provides a multitude of culturally relevant and linguistically appropriate, or pro- programming opportunities for youth to social interventions and activities designed to reduce participate in. The agency utilizes a recidivism. These programs should be based on the combination of facility staff and community- youth’s individual needs as required by Sections 1355 based organizations to deliver programming and 1356. Such programs may be provided under the to youth housed in JH. direction of the Chief Probation Officer or the County Office of Education and can be administered by county These programs include, but are not limited partners such as mental health agencies, community to: based organizations, faith-based organizations or Probation staff. • Young Women’s Freedom Center Programs may include but are not limited to: • Art of Yoga (1) Cognitive Behavior Interventions; • New Hope for Youth (2) Management of Stress and Trauma; ☒ ☐ ☐ • Seeking Safety (3) Anger Management; • Art Therapy (4) Conflict Resolution; • Music Production (5) Juvenile Justice System; • Culinary & Arts Program (6) Trauma-related interventions; • Horticultural Program (7) Victim Awareness; • Virtual Forklift Program (8) Self-Improvement; (9) Parenting Skills and support; The programs offered by the agency meet (10) Tolerance and Diversity; the elements outlined in this regulation. (11) Healing Informed Approaches; (12) Interventions by Credible Messengers; (13) Gender Specific Programming; (14) Art, creative writing, or self-expression; (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 Policy: 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 Policy: 1002.4 - Access to Exercise opportunity for at least one hour of large muscle activity ☒ ☐ ☐ each day. The administrator/manager may suspend, for a period Policy: 1002.7 ¶ 4 not to exceed 24 hours, access to recreation and programs. The administrator/manager shall document ☒ ☐ ☐ the reasons why suspension of recreation and programs occurs. 7587 Santa Clara Juvenile Hall JH PRO 23-24 Page 10 of 10 A453 JUV Targeted PRO eff. 1/2024 JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS Board of State and Community Corrections PROCEDURES CHECKLIST1 0F BSCC Code: 7588 FACILITY NAME: Santa Clara Secure Youth Treatment Facility FACILITY TYPE: SYTF PERSON(S) INTERVIEWED: Jill Ugalde, Deputy Chief Probation Officer; Trina Guather, Probation Division Manager; Eugene Santillan, SCCOE North County Principal; Dr. Shelly Aggarwal, Medical Director SCCJH; Lanphuong Le, RN Nurse Manager; Veronica Robles, Santa Clara County Behavioral Health; Marco Diaz, Supervisor; 1 - 19yr old male youth; 1 – 16yr old male youth; 1- 15 yr old female youth. FIELD REPRESENTATIVE: Ray Watson and Elizabeth Gong DATE: September 24, 2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1321 STAFFING Policy: 215.1; 215.3.1 (a) - Staffing Plan- Each juvenile facility shall: Purpose and Scope; Procedure: 215 (a) have an adequate number of personnel sufficient to carry out the overall facility operation and its BSCC staff reviewed Santa Clara County programming, to provide for safety and security of youth and staff, and meet established standards and Juvenile facilities policies and procedures for regulations; compliance with Title 15 regulations, including, but not limited to, staffing. The agency provided staff schedules and shift reports for our review, which showed sufficient staffing on each shift. The juvenile hall (JH) and the Secure Youth Treatment Facility (SYTF) are located within the same complex. The total combined ☒ ☐ ☐ population during the inspection was 55. The SYTF population consisted of 20 males, and one female housed in two living units. The agency had the following positions filled at the time of inspection. • 1 Deputy Chief Probation Officer • 2 Probation Managers • 15 Supervisors • 159 Group Counselors • 33 Extra Help Group Counselors • 23 Support Staff (b) ensure that no required services shall be denied Policy: 215.3.1 (a) because of insufficient numbers of staff on duty absent ☒ ☐ ☐ exigent circumstances; 1 This document is intended for use as a tool during the targeted inspection process; this worksheet may not contain each Title 15 regulation that is required. Additionally, many regulations on this worksheet are SUMMARIES of the regulation; the text on this worksheet may not contain the entire text of the actual regulation. Please refer to the complete California Code of Regulations, Title 15, Minimum Standards for Juvenile Facilities, Division 1, Chapter 1, Subchapter 5 for the complete list and text of regulations. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 Page 1 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) have a sufficient number of supervisory level staff to Policy: 215.3.1 (b). ensure adequate supervision of all staff members; ☒ ☐ ☐ (d) have a clearly identified person on duty at all times Policy: 215.3.1 (c) who is responsible for operations and activities and has completed the Juvenile Corrections Officer Core Course ☒ ☐ ☐ and PC 832 training; (e) have at least one staff member present on each living Policy: 215.3.1 (d) unit whenever there are youth in the living unit; BSCC staff interviewed youth housed in the living units to confirm compliance with this ☒ ☐ ☐ regulation. The agency regularly ensures there is a staff present in the living unit or where a youth is present. (f) have sufficient food service personnel relative to the Policy: 900 - Food Services number and security of living units, including staff qualified and available to: plan menus meeting nutritional The agency has 15 food services workers requirements of youth; provide kitchen supervision; direct who prepare and serve all food to youth in food preparation and servings; conduct related training ☒ ☐ ☐ the juvenile hall and the SYTF. programs for culinary staff; and maintain necessary records; or, a facility may serve food that meets nutritional standards prepared by an outside source; (g) have sufficient administrative, clerical, recreational, Policy: 510.5; 215.3 (Bullet 8) medical, dental, mental health, building maintenance, transportation, control room, facility security and other BSCC staff reviewed documentation and support staff for the efficient management of the facility, interviewed agency partners to confirm and to ensure that youth supervision staff shall not be compliance with this regulation. The agency diverted from supervising youth; and, ☒ ☐ ☐ has sufficient support staff to manage the facility without diverting youth supervision staff from supervising youth. (h) assign sufficient youth supervision staff to provide Policy: 215.3.1 (f); 510 - Supervision of continuous wide awake supervision of youth, subject to Youth; 510.3 ¶ 2 temporary variations in staff assignments to meet special ☒ ☐ ☐ program needs. Staffing shall be in compliance with a minimum youth-staff ratio for the following facility types: (1) Juvenile Halls Policy: 510.3 ¶ 4 (A) during the hours that youth are awake, one Procedure: 215.1 wide-awake youth supervision staff member on duty for each 10 youth in detention; The agency operates with PREA staffing ratios of one youth supervision staff to every ☒ ☐ ☐ 8 youths during hours in which the youth are awake. (B) during the hours that youth are confined to their Policy: 510.3 ¶ 4 room for the purpose of sleeping, one wide-awake youth supervision staff member on duty for each The agency operates with PREA staffing 30 youth in detention; ratios of one youth supervision staff to every ☒ ☐ ☐ 16 youth during sleeping hours. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 Page 2 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (C) at least two wide-awake youth supervision staff Policy: 510.3 ¶ 5 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 Policy: 510.3 ¶ 5 duty who is the same gender as youth housed in ☒ ☐ ☐ the facility. (E) personnel with primary responsibility for other Policy: 510.3.1 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 The facility is not a Special Purpose Juvenile (A) during hours that youth are awake, one wide- Hall. awake youth supervision staff member on duty for ☐ ☐ ☒ each 10 youth in detention; (B) during the hours that youth are confined to their N/A 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 N/A 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 N/A duty who is the same gender as youth housed in ☐ ☐ ☒ the facility. (E) personnel with primary responsibility for other N/A 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 The facility is not a camp. (A) during the hours that youth are awake, one wide-awake youth supervision staff member on ☐ ☐ ☒ duty for each 15 youth in the camp population; (B) during the hours that youth are confined to their N/A 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 N/A 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 N/A duty who is the same gender as youth housed in ☐ ☐ ☒ the facility; 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 Page 3 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (E) in addition to the minimum staff to youth ratio N/A 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 N/A 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. 1328 SAFETY CHECKS Policy: 507; 507.3 - Youth Safety Checks; 0B Procedure: 507 The facility administrator shall develop and implement policy and procedures that provide for direct visual BSCC staff reviewed safety checks for the observation of youth at a minimum of every 15 minutes, first weeks of January and February, and the at random or varied intervals during hours when youth last weeks of June and July 2024. We also are asleep or when youth are in their rooms, confined in spoke with youth housed in each of the living holding cells or confined to their bed in a dormitory. units to confirm compliance with this Supervision is not replaced, but may be supplemented ☒ ☐ ☐ regulation. by, an audio/visual electronic surveillance system designed to detect overt, aggressive or assaultive Safety checks are completed using behavior and to summon aid in emergencies. All safety handwritten forms. The checks were checks shall be documented with the actual time the generally random and varied. BSCC staff check is completed. observed a small number of late checks during the review of documentation. 1354.5 ROOM CONFINEMENT Policy: 606.3.4 (RC); Procedure All: 606 1B (a) The facility administrator shall develop and The agency had 117 incidents of Room implement written policies and procedures addressing Confinement (RC) from November 2023 to the confinement of youth in their room that are July 2024. The agency provided BSCC staff consistent with Welfare and Institutions Code Section with 10 of their most recent RC SYTF reports 208.3. The placement of a youth in room confinement to review. Many of the RC incidents were a shall be accomplished in accordance with the following result of youth-on-youth physical assaults. guidelines: None of the RC incidents BSCC staff reviewed lasted more than four hours. ☒ ☐ ☐ The agency routinely utilizes Boys and Girls Receiving to house youth in RC after a safety and security incident to closely monitor them every five to 15 minutes. The process is documented by the agency. BSCC staff spoke with youth and staff to confirm compliance with this regulation. (1) Room confinement shall not be used before Policy: 606.3.3 (a) - Separation by Room other, less restrictive, options have been attempted Confinement and exhausted, unless attempting those options poses a threat to the safety or security of any youth ☒ ☐ ☐ or staff. (2) Room confinement shall not be used for the Policy: 606.3.3 (b) purposes of punishment, coercion, convenience, or ☒ ☐ ☐ retaliation by staff. (3) Room confinement shall not be used to the extent Policy: 606.3.3 (c) that it compromises the mental and physical health ☒ ☐ ☐ of the youth. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 Page 4 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) A youth may be held up to four hours in room Policy: 606.3.4 (a) confinement. After the youth has been held in room confinement for a period of four hours, staff shall do one BSCC staff reviewed incident reports and or more of the following: interviewed youth, detention staff, and collaborative partners. The agency limits the ☒ ☐ ☐ amount of time a youth spends in RC to two hours. Policy: 606.3.4 (a) 1 (1) Return the youth to general population. ☒ ☐ ☐ Policy: 606.3.4 (a) 2 Youths are assessed by medical and (2) Consult with mental health or medical staff. ☒ ☐ ☐ behavioral health staff within four hours of being held in room confinement. (3) Develop an individualized plan that includes the Policy: 606.3.4 (a) 3 goals and objectives to be met in order to reintegrate ☒ ☐ ☐ the youth to general population. (4) If room confinement must be extended beyond Policy: 606.3.4 (b); 606.3.4 (b) 1 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 Policy: 606.3.4 (b) 2 the goals and objectives to be met in order to ☒ ☐ ☐ integrate the youth to general population. (C) Obtain documented authorization by the Policy: 606.3.4 (b) 3 facility superintendent or his or her designee ☒ ☐ ☐ every four hours thereafter. (5) This section is not intended to limit the use of Policy: 606.3.5 (Bullet 1) 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 Policy: 606.3.5 (Bullet 2) court holding facilities or adult facilities. ☒ ☐ ☐ (7) Nothing in this section shall be construed to Policy: 606.3.5 (Bullet 3) conflict with any law providing greater or additional ☒ ☐ ☐ protections to youth. (8) This section does not apply during an Policy: 606.3.5 (Bullet 4) 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. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 Page 5 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (9) This section does not apply when a youth is Policy: 606.3.5 (Bullet 5) 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. 1357 USE OF FORCE Policy: 5.01 Use of Force; 207.4.5 Documentation; 303.3.1 Training The facility administrator, in cooperation with the responsible physician, shall develop and implement written policies and procedures for the use of force, which may include chemical agents. Force shall never The above section is from the Santa Clara be applied as punishment, discipline, retaliation or Policy Manual outlining the Policy and treatment. Procedure for Use of Force prior to the (a) At a minimum, each facility shall develop policies and agency adopting Lexipol. Staff are trained to procedures which: these policies and procedures until the agency adopts the Lexipol policy for this ☒ ☐ ☐ regulation. The agency had 134 incidents of use of force from November 2023 to August 2024. BSCC staff reviewed 10 random SYTF reports covering this timeframe. The reports BSCC staff reviewed complied with the required elements contained in Title 15 regulation. (1) restricts the use of force to that which is deemed Policy: 5.01- 2, G reasonable and necessary, as defined in Section 1302 to ensure the safety and security of youth, staff, others ☒ ☐ ☐ and the facility. (2) outline the force options available to staff including Policy: 5.01- IV, C both physical and non-physical options and define ☒ ☐ ☐ when those force options are appropriate. (3) describe force options or techniques that are Policy: 5.01- IV, B, 1(a) expressly prohibited by the facility. ☒ ☐ ☐ (4) describe the requirements of staff to report any Policy: 5.01- VII inappropriate use of force, and to take affirmative ☒ ☐ ☐ action to immediately stop it. (5) define a standardized reporting format that Policy: 5.01- V-B includes time period and procedure for documenting 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. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 Page 6 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) Include an administrative review and a system for Policy: 5.01- IV; 5.01- V/D; 5.01- VI; 5.01 -VII; investigating unreasonable use of force. 5.01- VIII ☒ ☐ ☐ The agency has adopted policies and procedures to investigate unreasonable use of force. (7) define the role, notification, and follow-up Policy: 5.01 – V/A, 1(c) – Medical; 5.01 – V, procedures required after use of force incidents for C, 2 - Behavior health medical, mental health staff and parents or legal ☒ ☐ ☐ guardians. (8) describe the limitations of use of force on pregnant Policy: 5.01 - IV-B, 10 youth in accordance with Penal Code Section 6030(f) ☒ ☐ ☐ and Welfare and Institutions Code Section 222. (b) Facilities that authorize chemical agents as a force Policy: 5.01 – IV, B, 9; 5.03 - Use and option shall include policies and procedures that: Deployment of OC Spray (1) identify who is approved to carry and/or utilize chemical agents in the facility and the type, size and the approved method of deployment for those ☒ ☐ ☐ The agency does not use OC in the facility. chemical agents. However, staff will carry OC while performing transportation duties. (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 Policy: 5.03- II, A; 5.01- I, C; 5.01- IV; 5.02- I, require that agencies provide initial and regular training F; 6.01- IV, E in use of force and chemical agents when appropriate that address: ☒ ☐ ☐ (1) known medical and behavioral health conditions that would contraindicate certain types of force; (2) acceptable chemical agents and the methods of Policy: 5.01 - IV-C 9; 5.03; 9.11 – III, C, 1 and application. 2 ☒ ☐ ☐ 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 Page 7 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) signs or symptoms that should result in Policy: 2.07, IV, A, 1 through 4 immediate referral to medical or behavioral health. ☒ ☐ ☐ (4) instruction on the Constitutional Limitations of Policy: 5.01 - II, G Use of Force. ☒ ☐ ☐ (5) physical training force options that may require Policy: 5.01. I, A the use of perishable skills. ☒ ☐ ☐ (6) timelines the facility uses to define regular Policy: 5.03 – II, A, 1 and 2 training. ☒ ☐ ☐ 1361 GRIEVANCE PROCEDURE Policy: 605 - Youth Grievances; 605.1.1 – Definition; 605.3 ¶1; 605.4.5 - State The facility administrator shall develop and implement Requirements. written policies and procedures whereby any youth may Procedure All: 605 appeal and have resolved grievances relating to any condition of confinement, including but not limited to health care services, classification decisions, program The agency had 66 grievances filed from participation, telephone, mail or visiting procedures, ☒ ☐ ☐ November 2023 to August 2024. The food, clothing, bedding, mistreatment, harassment or grievances were filed by youth from both the violations of the nondiscrimination policy. There shall be JH (42) and SYTF (24). BSCC staff no time limit on filing grievances. Policies and reviewed grievances from the requested procedures shall include provisions whereby the facility timeframe and conducted interviews with manager ensures: youth and detention staff during the inspection. (a) a grievance form and instructions for registering a Policy: 605.3 ¶ 3 (Bullet 1) grievance, which includes provisions for the youth to ☒ ☐ ☐ have free access to the form; (b) the youth shall have the option to confidentially file Policy: 605.3 ¶ 3 (Bullet 2) the grievance or to deliver the form to any youth supervision staff working in the facility; ☒ ☐ ☐ A grievance lock box is located on each living unit. (c) resolution of the grievance at the lowest appropriate Policy: 605.3 ¶ 3 (Bullet 3), 605.4.2 staff level; ☒ ☐ ☐ (d) provision for a prompt review and initial response to Policy: 605.3 ¶ 4, 605.4.2 grievances within three (3) business days, grievances that relate to health and safety issues must be BSCC staff reviewed documentation and addressed immediately; determined the agency responds to youth ☒ ☐ ☐ within three business days of receiving the grievance. (1) The youth may elect to be present to explain Policy: 605.3 ¶ 4, 1, 605.4.2 his/her version of the grievance to a person not directly involved in the circumstances which led to ☒ ☐ ☐ the grievance. (2) Provision for a staff representative approved by Policy: 605.3 ¶ 4, 2, 605.4.2 the facility administrator to assist the youth. ☒ ☐ ☐ (e) provision for a written response to the grievance Policy: 605.3 ¶ 5 (Bullet 1), 605.4.2 which includes the reasons for the decisions; ☒ ☐ ☐ (f) a system which provides that any appeal of a Policy: 605.3 ¶ 5, (Bullet 2), 605.4.3 grievance shall be heard by a person not directly involved in the circumstances which led to the ☒ ☐ ☐ grievance; 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 Page 8 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (g) resolution of the grievance must occur within ten (10) Policy: 605.3 ¶ 5 (Bullet 3), 605.4.2 business days unless circumstances dictate a longer time frame. The youth shall be notified of any delay; BSCC staff reviewed documentation and and, ☒ ☐ ☐ determined the agency resolves grievances within 10 business days. (h) the policy shall provide multiple internal and external Policy: 605.3 ¶ 5 (Bullet 4); 605.6 - Additional methods to report sexual abuse and sexual harassment. Requirements for Grievances related to Sexual Abuse; 1300.4 (i) - PREA Policy; ☒ ☐ ☐ Procedure: 1308.2 Whether or not associated with a grievance, concerns Policy: 605.4.5 (c) of parents, guardians, staff or other parties shall be addressed and documented in accordance with written ☒ ☐ ☐ policies and procedures within a specified timeframe. 1371 PROGRAMS, RECREATION, AND Policy: 1002 Programs Exercise and 2B EXERCISE. Recreation;1002.2; Procedure All: 500.2.6 (d) The facility administrator shall develop and implement written policies and procedures for programs, ☒ ☐ ☐ recreation, and exercise for all youth. The intent is to minimize the amount of time youth are in their rooms or their bed area. Juvenile facilities shall provide the opportunity for Policy: 1002.3 ¶ 1 programs, recreation, and exercise a minimum of three hours a day during the week and five hours a day each BSCC staff interviewed youth and detention Saturday, Sunday or other non-school days, of which ☒ ☐ ☐ staff to ensure compliance with this one hour shall be an outdoor activity, weather regulation. permitting. A youth’s participation in programs, recreation, and Policy: 1002.3 ¶ 2 exercise may be suspended only upon a written finding by the administrator/manager or designee that a youth ☒ ☐ ☐ represents a threat to the safety and security of the facility. Such program, recreation, and exercise schedule shall Policy: 1002.3 ¶ 3 be posted in the living units. BSCC staff observed daily schedules for programs, recreation, and exercise posted in ☒ ☐ ☐ each living unit. There will be a written annual review of the programs, Policy: 1002.3 ¶ 5 recreation, and exercise by the responsible agency to ensure content offered is current, consistent, and ☒ ☐ ☐ relevant to the population. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 Page 9 of 10 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Programs. All youth shall be provided with the Policy: 1002.6 Access to Programs 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 The agency provides a multitude of culturally relevant and linguistically appropriate, or pro- programming opportunities for youth to social interventions and activities designed to reduce participate in. The agency utilizes a recidivism. These programs should be based on the combination of facility staff and community- youth’s individual needs as required by Sections 1355 based organizations to deliver programming and 1356. Such programs may be provided under the to youth housed in SYTF. direction of the Chief Probation Officer or the County Office of Education and can be administered by county These programs include, but are not limited partners such as mental health agencies, community to: based organizations, faith-based organizations or Probation staff. • Project Rebound Programs may include but are not limited to: • Art of Yoga (1) Cognitive Behavior Interventions; • New Hope for Youth (2) Management of Stress and Trauma; ☒ ☐ ☐ • Seeking Safety (3) Anger Management; • Art Therapy (4) Conflict Resolution; • Music Production (5) Juvenile Justice System; • Culinary & Arts Program (6) Trauma-related interventions; • Horticultural Program (7) Victim Awareness; • Virtual Forklift Program (8) Self-Improvement; • Bay Area Tutoring (9) Parenting Skills and support; • Faith in Action (10) Tolerance and Diversity; • Makers Nexus (11) Healing Informed Approaches; (12) Interventions by Credible Messengers; The programs offered by the agency meet (13) Gender Specific Programming; the elements outlined in this regulation. (14) Art, creative writing, or self-expression; (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 Policy: 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 Policy: 1002.4 - Access to Exercise opportunity for at least one hour of large muscle activity ☒ ☐ ☐ each day. The administrator/manager may suspend, for a period Policy: 1002.7 ¶ 4 not to exceed 24 hours, access to recreation and programs. The administrator/manager shall document ☒ ☐ ☐ the reasons why suspension of recreation and programs occurs. 7588 Santa Clara Secure Youth Treatment Facility SYTF PRO 23-24 Page 10 of 10 A453 JUV Targeted PRO eff. 1/2024 JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS Board of State and Community Corrections PROCEDURES CHECKLIST1 BSCC Code: 7593 FACILITY NAME: William William James Ranch FACILITY TYPE: Camp PERSON(S) INTERVIEWED: Jill Ugalde, Deputy Chief Probation Officer; Elsa Jennings, Probation Division Manager; Marc Utsey, Probation Division Manager; Erika Vasquez, Quality Systems Supervisor; Jennifer Nguyen, AMFT Clinician; Steve Sanchez, SCOE CTE Instructor; Antohny Karanja, RN; Male youth age 15; Male youth age 15; Male youth age 18 FIELD REPRESENTATIVE: Ray Watson and Elizabeth Gong DATE: September 25, 2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1321 STAFFING Policy: 215.1; 215.3.1 (a) - Staffing Plan- Each juvenile facility shall: Purpose and Scope; Procedure: 215.2 (a) have an adequate number of personnel sufficient to carry out the overall facility operation and its BSCC staff reviewed William James Ranch's programming, to provide for safety and security of youth and staff, and meet established standards and staffing summary and daily shift schedules. regulations; This, coupled with BSCC staff’s observations while on site suggests William James Ranch has sufficient staff to carry out the overall operations of the facility. Youth housed in William James Ranch are committed to the camp or SYTF program. The facility is currently operating six pods, with two probation counselors assigned to each pod. ☒ ☐ ☐ The agency had the following positions filled during the time of inspection: • 2 Probation Division Managers • 8 Supervising Probation Counselors • 59 Probation Counselors • 9 Probation Assistants • 24 Extra Help Counselors • 7 Extra Help Probation Assistants (b) ensure that no required services shall be denied Policy: 215.3.1 (a) because of insufficient numbers of staff on duty absent ☒ ☐ ☐ exigent circumstances; 1 This document is intended for use as a tool during the targeted inspection process; this worksheet may not contain each Title 15 regulation that is required. Additionally, many regulations on this worksheet are SUMMARIES of the regulation; the text on this worksheet may not contain the entire text of the actual regulation. Please refer to the complete California Code of Regulations, Title 15, Minimum Standards for Juvenile Facilities, Division 1, Chapter 1, Subchapter 5 for the complete list and text of regulations. 7593 Santa Clara William James Ranch Camp PRO 23-24 Page 1 of 9 A453 JUV Targeted PRO eff. 1/2024 (c) have a sufficient number of supervisory level staff to Policy: 215.3.1 (b). ensure adequate supervision of all staff members; ☒ ☐ ☐ (d) have a clearly identified person on duty at all times Policy: 215.3.1 (c) who is responsible for operations and activities and has completed the Juvenile Corrections Officer Core Course ☒ ☐ ☐ and PC 832 training; (e) have at least one staff member present on each living Policy: 215.3.1 (d) unit whenever there are youth in the living unit; ☒ ☐ ☐ BSCC staff interviewed youth in several Pods to confirm compliance with this regulation. (f) have sufficient food service personnel relative to the Policy: 900 - Food Services number and security of living units, including staff qualified and available to: plan menus meeting nutritional William James Ranch employs eight food requirements of youth; provide kitchen supervision; direct service workers, including one program food preparation and servings; conduct related training ☒ ☐ ☐ manager, one food service manager, and six programs for culinary staff; and maintain necessary cooks who prepare and serve all the food to records; or, a facility may serve food that meets nutritional youth in William James Ranch. standards prepared by an outside source; (g) have sufficient administrative, clerical, recreational, Policy: 510.5; 215.3 (Bullet 8) medical, dental, mental health, building maintenance, transportation, control room, facility security and other The agency has sufficient support staff to support staff for the efficient management of the facility, manage the facility without diverting youth ☒ ☐ ☐ and to ensure that youth supervision staff shall not be supervision staff from supervising youth. diverted from supervising youth; and, (h) assign sufficient youth supervision staff to provide Policy: 215.3.1 (f); 510 - Supervision of continuous wide awake supervision of youth, subject to Youth; 510.3 ¶ 2 temporary variations in staff assignments to meet special program needs. Staffing shall be in compliance with a ☒ ☐ ☐ The agency has sufficient youth supervision minimum youth-staff ratio for the following facility types: staff to meet this regulation. (1) Juvenile Halls N/A (A) during the 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 N/A 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 N/A 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 N/A duty who is the same gender as youth housed in ☐ ☐ ☒ the facility. (E) personnel with primary responsibility for other N/A 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 The facility is not a Special Purpose Juvenile (A) during hours that youth are awake, one wide- Hall. awake youth supervision staff member on duty for ☐ ☐ ☒ each 10 youth in detention; (B) during the hours that youth are confined to their N/A room for the purpose of sleeping, one wide-awake youth supervision staff member on duty for each ☐ ☐ ☒ 30 youth in detention; 7593 Santa Clara William James Ranch Camp PRO 23-24 Page 2 of 9 A453 JUV Targeted PRO eff. 1/2024 (C) at least two wide-awake youth supervision staff N/A 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 N/A duty who is the same gender as youth housed in ☐ ☐ ☒ the facility. (E) personnel with primary responsibility for other N/A 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 Policy: 510.3 ¶ 4 (A) during the hours that youth are awake, one wide-awake youth supervision staff member on The agency operates with PREA staffing duty for each 15 youth in the camp population; ratios of one youth supervision staff to every ☒ ☐ ☐ eight youths during hours in which the youth are awake. (B) during the hours that youth are confined to their Policy: 510.3 ¶ 4 room for the purpose of sleeping, one wide-awake youth supervision staff member on duty for each 30 youth present in the facility; The agency operates with PREA staffing ☒ ☐ ☐ ratios of one youth supervision staff to every 16 youths during sleeping hours. (C) at least two wide-awake youth supervision staff Policy: 510.3 ¶ 5 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 Policy: 510.3 ¶ 5 duty who is the same gender as youth housed in ☒ ☐ ☐ the facility; (E) in addition to the minimum staff to youth ratio There are nine dormitories within William required in (h)(3)(A)-(B), consideration shall be James Ranch, of which only six were being given to the size, design, and location of the camp; used to house youth at the time of inspection. types of youth committed to the camp; and the function of the camp in determining the level of The William James Ranch campus allows the ☒ ☐ ☐ supervision necessary to maintain the safety and agency to offer coveted vocational welfare of youth and staff; programming opportunities to youth which will assist them with choosing a career path. (F) personnel with primary responsibility for other Policy: 510.3.1 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. 7593 Santa Clara William James Ranch Camp PRO 23-24 Page 3 of 9 A453 JUV Targeted PRO eff. 1/2024 1328 SAFETY CHECKS Policy: 507; 507.3 - Youth Safety Checks; 0B Procedure: 507 The facility administrator shall develop and implement policy and procedures that provide for direct visual BSCC staff reviewed safety checks for the observation of youth at a minimum of every 15 minutes, first weeks of January and February 2024. at random or varied intervals during hours when youth William James Ranch uses the Guard 1 are asleep or when youth are in their rooms, confined in tracking system, and the agency provided holding cells or confined to their bed in a dormitory. detailed reports for the requested timeframe. Supervision is not replaced, but may be supplemented by, an audio/visual electronic surveillance system The Pod logs provide an accounting of the designed to detect overt, aggressive or assaultive shift’s activities and the movement of youth. behavior and to summon aid in emergencies. All safety We also spoke with youth and detention staff checks shall be documented with the actual time the during the inspection. check is completed. ☒ ☐ ☐ The safety checks were generally random and varied. BSCC staff observed several late checks during the review of the documentation. Some late checks were attributed to staff not checking youth in and out of their rooms in the Guard 1 tracking system correctly. BSCC staff encourages the agency to utilize its safety check audit process to identify the issues and provide additional training for staff using Guard 1. 1354.5 ROOM CONFINEMENT The agency does not use Room 1B Confinement at the William James Ranch (a) The facility administrator shall develop and Camp. implement written policies and procedures addressing the confinement of youth in their room that are ☐ ☐ ☒ BSCC staff interviewed youth housed at the consistent with Welfare and Institutions Code Section facility as well as probation counselors to 208.3. The placement of a youth in room confinement confirm that youth are not confined to a shall be accomplished in accordance with the following room. 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. ☐ ☐ ☒ (3) Develop an individualized plan that includes the goals and objectives to be met in order to reintegrate ☐ ☐ ☒ the youth to general population. 7593 Santa Clara William James Ranch Camp PRO 23-24 Page 4 of 9 A453 JUV Targeted PRO eff. 1/2024 (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. 1357 USE OF FORCE Policy: 6.03 Use of Force; 207.4.5 The facility administrator, in cooperation with the Documentation; 303.3.1 Training; 504.4 (j) responsible physician, shall develop and implement written policies and procedures for the use of force, which may include chemical agents. Force shall never be applied as punishment, discipline, retaliation or The agency had 54 incidents of use of force treatment. from November 2023 to August 2024. BSCC (a) At a minimum, each facility shall develop policies and staff reviewed 15 reports covering this ☒ ☐ ☐ procedures which: timeframe. The reports BSCC staff reviewed complied with the required elements contained in Title 15 regulation. 7593 Santa Clara William James Ranch Camp PRO 23-24 Page 5 of 9 A453 JUV Targeted PRO eff. 1/2024 (1) restricts the use of force to that which is deemed Policy: 6.03, II-A through G reasonable and necessary, as defined in Section 1302 to ensure the safety and security of youth, staff, others ☒ ☐ ☐ and the facility. (2) outline the force options available to staff including Policy: 6.03, III-F through H both physical and non-physical options and define ☒ ☐ ☐ when those force options are appropriate. (3) describe force options or techniques that are Policy: 6.03, IV-A, 1-9 expressly prohibited by the facility. ☒ ☐ ☐ (4) describe the requirements of staff to report any Policy: 6.03, V-A, 1-3 inappropriate use of force, and to take affirmative ☒ ☐ ☐ action to immediately stop it. (5) define a standardized reporting format that Policy: 6.03, IV-A through J - Documentation includes time period and procedure for documenting for Use of Force 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 Policy: 6.03, VII-A and B investigating unreasonable use of force. ☒ ☐ ☐ The agency has adopted policies and procedures to investigate unreasonable use of force. (7) define the role, notification, and follow-up Policy: 6.03, VIII-A through C procedures required after use of force incidents for medical, mental health staff and parents or legal ☒ ☐ ☐ guardians. (8) describe the limitations of use of force on pregnant Policy: 6.03, IX, A-E; 6.03, X-B; 517.4.1 youth in accordance with Penal Code Section 6030(f) ☒ ☐ ☐ and Welfare and Institutions Code Section 222. (b) Facilities that authorize chemical agents as a force option shall include policies and procedures that: (1) identify who is approved to carry and/or utilize The agency does not use OC in the facility. chemical agents in the facility and the type, size and However, staff will carry OC while performing ☐ ☐ ☒ the approved method of deployment for those transportation duties. chemical agents. (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. 7593 Santa Clara William James Ranch Camp PRO 23-24 Page 6 of 9 A453 JUV Targeted PRO eff. 1/2024 (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 Policy: 6.04, II-A, 1 and 2; 6.03, X-B, 1 require that agencies provide initial and regular training in use of force and chemical agents when appropriate that address: ☒ ☐ ☐ (1) known medical and behavioral health conditions that would contraindicate certain types of force; (2) acceptable chemical agents and the methods of application. ☐ ☐ ☒ (3) signs or symptoms that should result in Policy: 6.03, X-B, 3 immediate referral to medical or behavioral health. ☒ ☐ ☐ (4) instruction on the Constitutional Limitations of Policy: 6.03, X-B, 4 Use of Force. ☒ ☐ ☐ (5) physical training force options that may require Policy: 6.03, X-B, 5 the use of perishable skills. ☒ ☐ ☐ (6) timelines the facility uses to define regular Policy: 6.03, X-B, 6 training. ☒ ☐ ☐ 1361 GRIEVANCE PROCEDURE Policy: 605 - Youth Grievances; 605.1.1 – Definition; 605.3 ¶1; 605.4.5 - State The facility administrator shall develop and implement Requirements. written policies and procedures whereby any youth may Procedure: 605.3; 605.4 appeal and have resolved grievances relating to any condition of confinement, including but not limited to health care services, classification decisions, program The agency had 13 grievances filed from participation, telephone, mail or visiting procedures, ☒ ☐ ☐ January to August 2024. The grievances food, clothing, bedding, mistreatment, harassment or were filed by youth from both the camp (10) violations of the nondiscrimination policy. There shall be and SYTF (3). BSCC staff reviewed no time limit on filing grievances. Policies and grievances from the requested timeframe procedures shall include provisions whereby the facility and conducted interviews with youth and manager ensures: detention staff during the inspection. (a) a grievance form and instructions for registering a Policy: 605.3 ¶ 3 (Bullet 1) grievance, which includes provisions for the youth to ☒ ☐ ☐ have free access to the form; (b) the youth shall have the option to confidentially file Policy: 605.3 ¶ 3 (Bullet 2) the grievance or to deliver the form to any youth supervision staff working in the facility; ☒ ☐ ☐ A grievance lock box is located in each Pod. (c) resolution of the grievance at the lowest appropriate Policy: 605.3 ¶ 3 (Bullet 3), 605.4.2 staff level; ☒ ☐ ☐ (d) provision for a prompt review and initial response to Policy: 605.3 ¶ 4, 605.4.2 grievances within three (3) business days, grievances that relate to health and safety issues must be BSCC staff reviewed documentation and addressed immediately; determined the agency responds to youth ☒ ☐ ☐ within three business days of receiving the grievance. 7593 Santa Clara William James Ranch Camp PRO 23-24 Page 7 of 9 A453 JUV Targeted PRO eff. 1/2024 (1) The youth may elect to be present to explain Policy: 605.3 ¶ 4, 1, 605.4.2 his/her version of the grievance to a person not directly involved in the circumstances which led to ☒ ☐ ☐ the grievance. (2) Provision for a staff representative approved by Policy: 605.3 ¶ 4, 2, 605.4.2 the facility administrator to assist the youth. ☒ ☐ ☐ (e) provision for a written response to the grievance Policy: 605.3 ¶ 5 (Bullet 1), 605.4.2 which includes the reasons for the decisions; ☒ ☐ ☐ (f) a system which provides that any appeal of a Policy: 605.3 ¶ 5, (Bullet 2), 605.4.3 grievance shall be heard by a person not directly involved in the circumstances which led to the ☒ ☐ ☐ grievance; (g) resolution of the grievance must occur within ten (10) Policy: 605.3 ¶ 5 (Bullet 3), 605.4.2 business days unless circumstances dictate a longer time frame. The youth shall be notified of any delay; BSCC staff reviewed documentation and and, ☒ ☐ ☐ determined the agency resolves grievances within 10 business days. (h) the policy shall provide multiple internal and external Policy: 605.3 ¶ 5 (Bullet 4); 605.6 - Additional methods to report sexual abuse and sexual harassment. Requirements for Grievances related to Sexual Abuse; 1300.4 (i) - PREA Policy; ☒ ☐ ☐ Procedure: 1308.2 Whether or not associated with a grievance, concerns Policy: 605.4.5 (c) of parents, guardians, staff or other parties shall be addressed and documented in accordance with written ☒ ☐ ☐ policies and procedures within a specified timeframe. 1371 PROGRAMS, RECREATION, AND Policy: 1002 Programs Exercise and 2B EXERCISE. Recreation;1002.2; Procedure All: 500.2.6 (d) The facility administrator shall develop and implement BSCC staff reviewed the facility’s monthly written policies and procedures for programs, program schedules and interviewed recreation, and exercise for all youth. The intent is to collaborative partners during the inspection. minimize the amount of time youth are in their rooms or their bed area. ☒ ☐ ☐ The agency offers a wide array of programming opportunities for youth in the facility. The programs are facilitated by Community Based Organizations, SCOE, SCCBH, and facility staff. Juvenile facilities shall provide the opportunity for Policy: 1002.3 ¶ 1 programs, recreation, and exercise a minimum of three hours a day during the week and five hours a day each BSCC staff interviewed youth and detention Saturday, Sunday or other non-school days, of which ☒ ☐ ☐ staff to ensure compliance with this one hour shall be an outdoor activity, weather regulation. permitting. A youth’s participation in programs, recreation, and Policy: 1002.3 ¶ 2 exercise may be suspended only upon a written finding by the administrator/manager or designee that a youth ☒ ☐ ☐ represents a threat to the safety and security of the facility. Such program, recreation, and exercise schedule shall Policy: 1002.3 ¶ 3 be posted in the living units. BSCC staff observed daily schedules for programs, recreation, and exercise posted in ☒ ☐ ☐ each living unit. 7593 Santa Clara William James Ranch Camp PRO 23-24 Page 8 of 9 A453 JUV Targeted PRO eff. 1/2024 There will be a written annual review of the programs, Policy: 1002.3 ¶ 5 recreation, and exercise by the responsible agency to ensure content offered is current, consistent, and ☒ ☐ ☐ relevant to the population. (a) Programs. All youth shall be provided with the Policy: 1002.6 Access to Programs opportunity for at least one hour of daily programming to include, but not be limited to, trauma focused, cognitive, William James Ranch provides a wide array evidence-based, best practice interventions that are of programming opportunities for youth culturally relevant and linguistically appropriate, or pro- housed in the facility. These programs social interventions and activities designed to reduce include, but are not limited to: recidivism. These programs should be based on the youth’s individual needs as required by Sections 1355 • Young Women’s Freedom Center and 1356. Such programs may be provided under the • Art of Yoga direction of the Chief Probation Officer or the County • New Hope for Youth Office of Education and can be administered by county • Cognitive Based Interventions-Core partners such as mental health agencies, community Youth Curriculum based organizations, faith-based organizations or • Vocational/Career Technical Probation staff. Education Program (CTE) Programs may include but are not limited to: • Victim Awareness (1) Cognitive Behavior Interventions; • Girls Scout (2) Management of Stress and Trauma; ☒ ☐ ☐ • Counseling Services (3) Anger Management; • Internship Opportunities (4) Conflict Resolution; (5) Juvenile Justice System; The agency works closely with collaborative (6) Trauma-related interventions; partners to bring in programs that are based (7) Victim Awareness; on the youths' needs. The programs offered (8) Self-Improvement; by William James Ranch meet the elements (9) Parenting Skills and support; outlined in this regulation. (10) Tolerance and Diversity; (11) Healing Informed Approaches; (12) Interventions by Credible Messengers; (13) Gender Specific Programming; (14) Art, creative writing, or self-expression; (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. ☒ ☐ ☐ Policy: 1002.5 - Access to Recreation (c) Exercise. All youth shall be provided with the Policy: 1002.4 - Access to Exercise opportunity for at least one hour of large muscle activity ☒ ☐ ☐ each day. The administrator/manager may suspend, for a period Policy: 1002.7 ¶ 4 not to exceed 24 hours, access to recreation and programs. The administrator/manager shall document ☒ ☐ ☐ the reasons why suspension of recreation and programs occurs. 7593 Santa Clara William James Ranch Camp PRO 23-24 Page 9 of 9 A453 JUV Targeted PRO eff. 1/2024 JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS Board of State and Community Corrections PROCEDURES CHECKLIST1 BSCC Code: 7595 FACILITY NAME: Santa Clara Secure Youth Treatment Facility at WJR FACILITY TYPE: SYTF PERSON(S) INTERVIEWED: Jill Ugalde, Deputy Chief Probation Officer; Elsa Jennings, Probation Division Manager; Marc Utsey, Probation Division Manager; Erika Vasquez, Quality Systems Supervisor; Jennifer Nguyen, AMFT Clinician; Steve Sanchez, SCOE CTE Instructor; Antohny Karanja, RN; 20yr old female; 16yr old female; 17yr old male FIELD REPRESENTATIVE: Ray Watson and Elizabeth Gong DATE: September 25, 2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1321 STAFFING Policy: 215.1; 215.3.1 (a) - Staffing Plan- Each juvenile facility shall: Purpose and Scope; Procedure: 215.2 (a) have an adequate number of personnel sufficient to carry out the overall facility operation and its BSCC staff reviewed William James Ranch’s programming, to provide for safety and security of youth and staff, and meet established standards and staffing summary and daily shift schedules. regulations; This, coupled with BSCC staff’s observations while on site suggests William James Ranch has sufficient staff to carry out the overall operations of the facility. Youth housed in William James Ranch are committed to the camp or SYTF program. The facility is currently operating six pods, with two probation counselors assigned to each pod. Youth in the SYTF program, also known as L.I.F.T, are housed in two of the six ☒ ☐ ☐ pods currently in operation. The agency had the following positions filled during the time of inspection: • 2 Probation Division Managers • 8 Supervising Probation Counselors • 59 Probation Counselors • 9 Probation Assistants • 24 Extra Help Counselors • 7 Extra Help Probation Assistants 1 This document is intended for use as a tool during the targeted inspection process; this worksheet may not contain each Title 15 regulation that is required. Additionally, many regulations on this worksheet are SUMMARIES of the regulation; the text on this worksheet may not contain the entire text of the actual regulation. Please refer to the complete California Code of Regulations, Title 15, Minimum Standards for Juvenile Facilities, Division 1, Chapter 1, Subchapter 5 for the complete list and text of regulations. 7595 Santa Clara SYTF at WJR SYTF PRO 23-24 Page 1 of 9 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) ensure that no required services shall be denied Policy: 215.3.1 (a) because of insufficient numbers of staff on duty absent ☒ ☐ ☐ exigent circumstances; (c) have a sufficient number of supervisory level staff to Policy: 215.3.1 (b). ensure adequate supervision of all staff members; ☒ ☐ ☐ (d) have a clearly identified person on duty at all times Policy: 215.3.1 (c) who is responsible for operations and activities and has completed the Juvenile Corrections Officer Core Course ☒ ☐ ☐ and PC 832 training; (e) have at least one staff member present on each living Policy: 215.3.1 (d) unit whenever there are youth in the living unit; ☒ ☐ ☐ BSCC staff interviewed youth in several Pods to confirm compliance with this regulation. (f) have sufficient food service personnel relative to the Policy: 900 - Food Services number and security of living units, including staff qualified and available to: plan menus meeting nutritional William James Ranch employs eight food requirements of youth; provide kitchen supervision; direct service workers, including one program food preparation and servings; conduct related training ☒ ☐ ☐ manager, one food service manager, and six programs for culinary staff; and maintain necessary cooks who prepare and serve all the food for records; or, a facility may serve food that meets nutritional youths in William James Ranch. standards prepared by an outside source; (g) have sufficient administrative, clerical, recreational, Policy: 510.5; 215.3 (Bullet 8) medical, dental, mental health, building maintenance, transportation, control room, facility security and other The agency has sufficient support staff to support staff for the efficient management of the facility, manage the facility without diverting youth ☒ ☐ ☐ and to ensure that youth supervision staff shall not be supervision staff from supervising youth. diverted from supervising youth; and, (h) assign sufficient youth supervision staff to provide Policy: 215.3.1 (f); 510 - Supervision of continuous wide awake supervision of youth, subject to Youth; 510.3 ¶ 2 temporary variations in staff assignments to meet special program needs. Staffing shall be in compliance with a ☒ ☐ ☐ The agency has sufficient youth supervision minimum youth-staff ratio for the following facility types: staff to meet this regulation. (1) Juvenile Halls Policy: 510.3 ¶ 4 (A) during the hours that youth are awake, one wide-awake youth supervision staff member on The agency operates with PREA staffing duty for each 10 youth in detention; ratios of one youth supervision staff to every ☐ ☐ ☒ eight youths during hours in which the youth are awake. (B) during the hours that youth are confined to their Policy: 510.3 ¶ 4 room for the purpose of sleeping, one wide-awake youth supervision staff member on duty for each The agency operates with PREA staffing 30 youth in detention; ☐ ☐ ☒ ratios of one youth supervision staff to every 16 youth during sleeping hours. (C) at least two wide-awake youth supervision staff Policy: 510.3 ¶ 5 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 Policy: 510.3 ¶ 5 duty who is the same gender as youth housed in ☐ ☐ ☒ the facility. 7595 Santa Clara SYTF at WJR SYTF PRO 23-24 Page 2 of 9 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (E) personnel with primary responsibility for other Policy: 510.3.1 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 The facility is not a Special Purpose Juvenile (A) during hours that youth are awake, one wide- Hall. awake youth supervision staff member on duty for ☐ ☐ ☒ each 10 youth in detention; (B) during the hours that youth are confined to their N/A 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 N/A 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 N/A duty who is the same gender as youth housed in ☐ ☐ ☒ the facility. (E) personnel with primary responsibility for other N/A 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 N/A (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 N/A 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 N/A 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 N/A duty who is the same gender as youth housed in ☐ ☐ ☒ the facility; (E) in addition to the minimum staff to youth ratio There are nine dormitories within William required in (h)(3)(A)-(B), consideration shall be James Ranch, and only six were being used given to the size, design, and location of the camp; to house youth at the time of inspection. types of youth committed to the camp; and the function of the camp in determining the level of The William James Ranch campus allows the ☒ ☐ ☐ supervision necessary to maintain the safety and agency to offer coveted vocational welfare of youth and staff; programming opportunities to youth that will assist them with choosing a career path. (F) personnel with primary responsibility for other N/A 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. 7595 Santa Clara SYTF at WJR SYTF PRO 23-24 Page 3 of 9 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1328 SAFETY CHECKS Policy: 507; 507.3 - Youth Safety Checks; 0B Procedure: 507 The facility administrator shall develop and implement policy and procedures that provide for direct visual BSCC staff reviewed safety checks for the observation of youth at a minimum of every 15 minutes, first weeks of January and February 2024. at random or varied intervals during hours when youth William James Ranch uses the Guard 1 are asleep or when youth are in their rooms, confined in tracking system, and the agency provided holding cells or confined to their bed in a dormitory. detailed reports for the requested timeframe. Supervision is not replaced, but may be supplemented by, an audio/visual electronic surveillance system The safety checks were generally random designed to detect overt, aggressive or assaultive and varied. BSCC staff observed several behavior and to summon aid in emergencies. All safety ☒ ☐ ☐ late checks during the review of the checks shall be documented with the actual time the documentation. Some late checks were check is completed. attributed to staff not checking youth in and out of their rooms in the Guard 1 tracking system correctly. BSCC staff encourages the agency to utilize its safety check audit process to identify the issues and provide additional training for staff using Guard 1. 1354.5 ROOM CONFINEMENT The agency does not use Room 1B Confinement at William James Ranch. (a) The facility administrator shall develop and implement written policies and procedures addressing BSCC staff interviewed youth housed at the the confinement of youth in their room that are ☐ ☐ ☒ facility as well as probation counselors to consistent with Welfare and Institutions Code Section confirm youth are not confined to a room. 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. ☐ ☐ ☒ (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. 7595 Santa Clara SYTF at WJR SYTF PRO 23-24 Page 4 of 9 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (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. 1357 USE OF FORCE Policy: 6.03 Use of Force; 207.4.5 Documentation; 303.3.1 Training; 504.4 (j) The facility administrator, in cooperation with the responsible physician, shall develop and implement written policies and procedures for the use of force, which may include chemical agents. Force shall never The agency had 54 incidents of use of force be applied as punishment, discipline, retaliation or from November 2023 to August 2024. BSCC treatment. staff reviewed 10 reports covering this (a) At a minimum, each facility shall develop policies and ☒ ☐ ☐ timeframe. The reports BSCC staff reviewed procedures which: complied with the required elements contained in Title 15 regulation. (1) restricts the use of force to that which is deemed Policy: 6.03, II-A through G reasonable and necessary, as defined in Section 1302 to ensure the safety and security of youth, staff, others ☒ ☐ ☐ and the facility. (2) outline the force options available to staff including Policy: 6.03, III-F through H both physical and non-physical options and define ☒ ☐ ☐ when those force options are appropriate. 7595 Santa Clara SYTF at WJR SYTF PRO 23-24 Page 5 of 9 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) describe force options or techniques that are Policy: 6.03, IV-A, 1-9 expressly prohibited by the facility. ☒ ☐ ☐ (4) describe the requirements of staff to report any Policy: 6.03, V-A, 1-3 inappropriate use of force, and to take affirmative ☒ ☐ ☐ action to immediately stop it. (5) define a standardized reporting format that Policy: 6.03, IV-A through J - Documentation includes time period and procedure for documenting for Use of Force 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 Policy: 6.03, VII-A and B investigating unreasonable use of force. The agency has adopted policies and ☒ ☐ ☐ procedures to investigate unreasonable use of force. (7) define the role, notification, and follow-up Policy: 6.03, VIII-A through C procedures required after use of force incidents for medical, mental health staff and parents or legal ☒ ☐ ☐ guardians. (8) describe the limitations of use of force on pregnant Policy: 6.03, IX, A-E; 6.03, X-B; 517.4.1 youth in accordance with Penal Code Section 6030(f) ☒ ☐ ☐ and Welfare and Institutions Code Section 222. (b) Facilities that authorize chemical agents as a force option shall include policies and procedures that: (1) identify who is approved to carry and/or utilize The agency does not use OC in the facility. chemical agents in the facility and the type, size and However, staff will carry OC while performing ☐ ☐ ☒ the approved method of deployment for those transportation duties. chemical agents. (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. 7595 Santa Clara SYTF at WJR SYTF PRO 23-24 Page 6 of 9 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Facilities shall develop policies and procedure which Policy: 6.04, II-A, 1 and 2; 6.03, X-B, 1 require that agencies provide initial and regular training in use of force and chemical agents when appropriate that address: ☒ ☐ ☐ (1) known medical and behavioral health conditions that would contraindicate certain types of force; (2) acceptable chemical agents and the methods of application. ☐ ☐ ☒ (3) signs or symptoms that should result in Policy: 6.03, X-B, 3 immediate referral to medical or behavioral health. ☒ ☐ ☐ (4) instruction on the Constitutional Limitations of Policy: 6.03, X-B, 4 Use of Force. ☒ ☐ ☐ (5) physical training force options that may require Policy: 6.03, X-B, 5 the use of perishable skills. ☒ ☐ ☐ (6) timelines the facility uses to define regular Policy: 6.03, X-B, 6 training. ☒ ☐ ☐ 1361 GRIEVANCE PROCEDURE Policy: 605 - Youth Grievances; 605.1.1 – Definition; 605.3 ¶1; 605.4.5 - State The facility administrator shall develop and implement Requirements. written policies and procedures whereby any youth may Procedure: 605.3; 605.4 appeal and have resolved grievances relating to any condition of confinement, including but not limited to health care services, classification decisions, program The agency had 13 grievances filed from participation, telephone, mail or visiting procedures, ☒ ☐ ☐ January to August 2024. The grievances food, clothing, bedding, mistreatment, harassment or were filed by youth from both the camp (10) violations of the nondiscrimination policy. There shall be and SYTF (3). BSCC staff reviewed no time limit on filing grievances. Policies and grievances from the above timeframe and procedures shall include provisions whereby the facility conducted interviews with youth and manager ensures: detention staff during the inspection. (a) a grievance form and instructions for registering a Policy: 605.3 ¶ 3 (Bullet 1) grievance, which includes provisions for the youth to ☒ ☐ ☐ have free access to the form; (b) the youth shall have the option to confidentially file Policy: 605.3 ¶ 3 (Bullet 2) the grievance or to deliver the form to any youth supervision staff working in the facility; ☒ ☐ ☐ A grievance lock box is located in each Pod. (c) resolution of the grievance at the lowest appropriate Policy: 605.3 ¶ 3 (Bullet 3), 605.4.2 staff level; ☒ ☐ ☐ (d) provision for a prompt review and initial response to Policy: 605.3 ¶ 4, 605.4.2 grievances within three (3) business days, grievances that relate to health and safety issues must be BSCC staff reviewed documentation and addressed immediately; determined the agency responds to youth ☒ ☐ ☐ within three business days of receiving the grievance. (1) The youth may elect to be present to explain Policy: 605.3 ¶ 4, 1, 605.4.2 his/her version of the grievance to a person not directly involved in the circumstances which led to ☒ ☐ ☐ the grievance. (2) Provision for a staff representative approved by Policy: 605.3 ¶ 4, 2, 605.4.2 the facility administrator to assist the youth. ☒ ☐ ☐ (e) provision for a written response to the grievance Policy: 605.3 ¶ 5 (Bullet 1), 605.4.2 which includes the reasons for the decisions; ☒ ☐ ☐ 7595 Santa Clara SYTF at WJR SYTF PRO 23-24 Page 7 of 9 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (f) a system which provides that any appeal of a Policy: 605.3 ¶ 5, (Bullet 2), 605.4.3 grievance shall be heard by a person not directly involved in the circumstances which led to the ☒ ☐ ☐ grievance; (g) resolution of the grievance must occur within ten (10) Policy: 605.3 ¶ 5 (Bullet 3), 605.4.2 business days unless circumstances dictate a longer time frame. The youth shall be notified of any delay; BSCC staff reviewed documentation and and, ☒ ☐ ☐ determined the agency resolves grievances within 10 business days. (h) the policy shall provide multiple internal and external Policy: 605.3 ¶ 5 (Bullet 4); 605.6 - Additional methods to report sexual abuse and sexual harassment. Requirements for Grievances related to Sexual Abuse; 1300.4 (i) - PREA Policy; ☒ ☐ ☐ Procedure: 1308.2 Whether or not associated with a grievance, concerns Policy: 605.4.5 (c) of parents, guardians, staff or other parties shall be addressed and documented in accordance with written ☒ ☐ ☐ policies and procedures within a specified timeframe. 1371 PROGRAMS, RECREATION, AND Policy: 1002 Programs Exercise and 2B EXERCISE. Recreation;1002.2; Procedure All: 500.2.6 (d) The facility administrator shall develop and implement BSCC staff reviewed the facility’s monthly written policies and procedures for programs, program schedules and interviewed recreation, and exercise for all youth. The intent is to collaborative partners to determine minimize the amount of time youth are in their rooms or compliance with this regulation. their bed area. ☒ ☐ ☐ The agency offers a wide array of programming opportunities for youth in the facility. The programs are facilitated by Community Based Organizations, SCOE, SCCBH, and facility staff. Juvenile facilities shall provide the opportunity for Policy: 1002.3 ¶ 1 programs, recreation, and exercise a minimum of three hours a day during the week and five hours a day each BSCC staff interviewed youth and detention Saturday, Sunday or other non-school days, of which ☒ ☐ ☐ staff to ensure compliance with this one hour shall be an outdoor activity, weather regulation. permitting. A youth’s participation in programs, recreation, and Policy: 1002.3 ¶ 2 exercise may be suspended only upon a written finding by the administrator/manager or designee that a youth ☒ ☐ ☐ represents a threat to the safety and security of the facility. Such program, recreation, and exercise schedule shall Policy: 1002.3 ¶ 3 be posted in the living units. BSCC staff observed daily schedules for programs, recreation, and exercise posted in ☒ ☐ ☐ each living unit. There will be a written annual review of the programs, Policy: 1002.3 ¶ 5 recreation, and exercise by the responsible agency to ensure content offered is current, consistent, and ☒ ☐ ☐ relevant to the population. 7595 Santa Clara SYTF at WJR SYTF PRO 23-24 Page 8 of 9 A453 JUV Targeted PRO eff. 1/2024 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Programs. All youth shall be provided with the Policy: 1002.6 Access to Programs opportunity for at least one hour of daily programming to include, but not be limited to, trauma focused, cognitive, William James Ranch provides a wide array evidence-based, best practice interventions that are of programming opportunities for youth in the culturally relevant and linguistically appropriate, or pro- SYTF (L.I.F.T) program. These programs social interventions and activities designed to reduce include, but are not limited to: recidivism. These programs should be based on the youth’s individual needs as required by Sections 1355 • DMV Permit/Real ID and 1356. Such programs may be provided under the • Art of Yoga direction of the Chief Probation Officer or the County • New Hope for Youth Office of Education and can be administered by county • Cognitive Based Interventions-Core partners such as mental health agencies, community Youth Curriculum based organizations, faith-based organizations or • Vocational/Career Technical Probation staff. Education Program (CTE) Programs may include but are not limited to: • SJCC/Evergreen Junior College (1) Cognitive Behavior Interventions; • Girls Scout (2) Management of Stress and Trauma; ☒ ☐ ☐ • Counseling Services (3) Anger Management; • Internship Opportunities (4) Conflict Resolution; • New Skin Tattoo Removal (5) Juvenile Justice System; (6) Trauma-related interventions; The agency works closely with collaborative (7) Victim Awareness; partners to bring in programs that are based (8) Self-Improvement; on the youths' needs. The programs offered (9) Parenting Skills and support; by William James Ranch meet the elements (10) Tolerance and Diversity; outlined in this regulation. (11) Healing Informed Approaches; (12) Interventions by Credible Messengers; (13) Gender Specific Programming; (14) Art, creative writing, or self-expression; (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. ☒ ☐ ☐ Policy: 1002.5 - Access to Recreation (c) Exercise. All youth shall be provided with the Policy: 1002.4 - Access to Exercise opportunity for at least one hour of large muscle activity ☒ ☐ ☐ each day. The administrator/manager may suspend, for a period Policy: 1002.7 ¶ 4 not to exceed 24 hours, access to recreation and programs. The administrator/manager shall document ☒ ☐ ☐ the reasons why suspension of recreation and programs occurs. 7595 Santa Clara SYTF at WJR SYTF PRO 23-24 Page 9 of 9 A453 JUV Targeted PRO eff. 1/2024