Ventura County Probation Inspection Rpt (2023-2024 inspection cycle)

July 18, 2023 Gina Johnson, Chief Probation Officer Ventura County Probation Department 800 South Victoria Avenue Ventura, California 93009 2023-2024 COMPREHENSIVE INSPECTION, WELFARE & INSTITUTIONS CODE SECTIONS 209 & 885, VENTURA COUNTY PROBATION DEPARTMENT DETENTION FACILITIES Dear Chief Johnson: The 2023-2024 Comprehensive Inspection of the Ventura County Probation Administration Juvenile Facilities (VCPAJF) has been completed. A pre-inspection briefing was held on Tuesday, February 28, 2023, and the following facilities were inspected between Monday, July 10, 2023, and Thursday, July 13, 2023: FACILITY NAME BSCC # FACILITY TYPE Ventura County Detention Services 7727 JH Ventura County Commitment Services 7728 CAMP Ventura County SYTF - Detention 7740 SYTF Ventura County SYTF - Commitment 7741 SYTF These inspections were conducted pursuant to Welfare and Institutions Code Sections 209 and 885 to determine compliance with the Minimum Standards for Juvenile Detention Facilities as outlined in Titles 15 and 24, California Code of Regulations. In addition, Board of State and Community Corrections (BSCC) staff conducted compliance monitoring pursuant to Welfare and Institutions Code Sections 209(f) and the federal Juvenile Justice and Delinquency Prevention Act (JJDPA) requirements for separation between juveniles and adults. In addition to inspection(s), Title 15, Section 1313, and its authorizing statute require annual inspections conducted by a local Health Officer, fire authority having jurisdiction, county building inspection by an agency designated by the County Board of Supervisors, County Superintendent of Schools, Juvenile Court, and Juvenile Justice Commission. The results of those inspections are considered a part of this report. INSPECTION RESULTS We identified no items of noncompliance with Title 15 Minimum Standards. Refer to the attached Title 15 Procedures Checklist for detailed information. Gina Johnson, Chief Probation Officer Page 2 No items of noncompliance were identified with Title 24 Minimum Standards. Refer to the Physical Plant Evaluation (PHY) and Living Area Space Evaluation (LASE) attachments for information related to Rated Capacity. Juvenile Justice and Delinquency Prevention Act Compliance Monitoring No violations of the JJDPA have been identified, and no areas of noncompliance were noted. An Exit Briefing with your staff was held on Thursday, July 13, 2023; BSCC staff presented an inspection overview and discussed technical assistance and best practice recommendations. * * * Please email me at elizabeth.gong@bscc.ca.gov or call (916) 704-2503 if you have any questions. Sincerely, ELIZABETH GONG Field Representative Facilities Standards and Operations Division Enclosures Cc: Presiding Judge, Ventura County Juvenile Court* Chair, Juvenile Justice Commission, Ventura County* Chair, Board of Supervisors, Ventura County* County Administrator, Ventura County* Tim Dowler, Chief Deputy Probation Officer, VCPAJF Carrie Vredenburg, Division Manager, VCPAJF *Copies of the inspection are available upon request or online at www.bscc.ca.gov. 7727+ Ventura County Probation JH Camp SYTF LTR 23-24 JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS Board of State and Community Corrections PROCEDURES CHECKLIST1 BSCC Code: 7727 FACILITY NAME: Ventura County Probation Agency Juvenile Facility (VCPAJF) FACILITY TYPE: JH Detention Services PERSON(S) INTERVIEWED: Gina Johnson, Chief Probation Officer; Tim Dowler, Chief Deputy Probation Officer; Carrie Vredenburg, Director – Juvenile Facility Programs; Sandy Carrillo, Director, Juvenile Operations; Rebecca Jimenez, Corrections Service Officer (CSO) III; Chris Martinez, Supervising Deputy Probation Officer (SDPO); Lola Barnette, SDPO; Allysa Hyne, SDPO; Justin Burdine, CSO III; Adrian Jimenez, CSO II; Chris Mullins, CSO II; Shirley Scott, Wellpath RN; Teresa Vega, Assistant Principal Ventura County Office of Education; Stephanie Rodriguez, Director Ventura County Office of Education; Nicole Garr, Counselor Ventura County Office of Education; Stacy Thompson, Ventura County Food Services Manager; Ana Magbitang, Manager Ventura County Behavior Health; SYTF Youth - Alex, age 17; Joel, age 18, Brayleen, age 23; Jesus, age 22; Rogelio, age 19; Detetnion - Landon, age 18; Frank, age 17; Axel, age 20. FIELD REPRESENTATIVE: Elizabeth Gong DATE: July 10-13, 2023 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1313 COUNTY INSPECTION AND EVALUATION OF BUILDING AND GROUNDS 104.3.2 Required Local Inspections, On an annual basis, or as otherwise required by law, The following Inspections apply to the entire each juvenile facility administrator shall obtain a VCPAJF Physical Plant, including Detention, documented inspection and evaluation from the ☒ ☐ ☐ Commitment, and SYTF. following: (a) county building inspector or person designated by the November 1, 2021 Board of Supervisors to approve building safety; April 11, 2023, 2022 (b) fire authority having jurisdiction, including a fire clearance as required by Health and Safety Code ☒ ☐ ☐ November 15, 2022 Section 13146.1(a) and (b); April 18, 2023 (c) local health officer, inspection in accordance with Health and Safety Code Section 101045; 2022: Environmental Health May 5, 2022 Medical/Mental Health December 3, 2021 ☒ Nutritional Health April 15, 2022 ☐ ☐ 2023: Environmental Health June 8, 2023 Medical/Mental Health November 29, 2022 Nutritional Health July 7, 2023 1 This document is intended for use as a tool during the inspection process; this worksheet may not contain each Title 15 regulation that is required. Additionally, many regulations on this worksheet are SUMMARIES of the regulation; the text on this worksheet may not contain the entire text of the actual regulation. Please refer to the complete California Code of Regulations, Title 15, Minimum Standards for Local Facilities, Division 1, Chapter 1, Subchapter 5 for the complete list and text of regulations. 7727 Ventura JF Detention PRO 23-24 Page 1 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) county superintendent of schools on the adequacy of educational services and facilities as required in ☒ October 26, 2021 ☐ ☐ Section 1370; December 7, 2022 (e) juvenile court as required by Section 209 of the Welfare and Institutions Code; and, ☒ November 5, 2021 ☐ ☐ March 14, 2023 (f) the Juvenile Justice Commission as required by Section 229 of the Welfare and Institutions Code or ☒ December 7, 2021 ☐ ☐ Probation Commission as required by Section 240 of the December 6, 2022 Welfare and Institutions Code. 1320 APPOINTMENT AND QUALIFICATIONS 100.1 BSCC Note: Compliance with this section is determined by receipt of the Chief Probation Officer’s certification The elements of this regulation are addressed letter confirming that all elements of regulation are met. in a memorandum completed by Interim Chief Probation Officer Gina Johnson dated June 20, 2023. (a) Appointment ☒ ☐ ☐ In each juvenile facility there shall be a superintendent, director or facility manager in charge of its program and employees. Such superintendent, director, facility manager and other employees of the facility shall be appointed by the facility administrator pursuant to applicable provisions of law. (b) Employee Qualifications Each facility shall: 1200.3 Recruitment (1) recruit and hire employees who possess ☒ ☐ ☐ knowledge, skills and abilities appropriate to their job classification and duties in accordance with applicable civil service or merit system rules; (2) require a medical evaluation and physical examination including tuberculosis screening test and evaluation for immunity to contagious illnesses ☒ 1200.4 (i) Medical and Psychological Exam ☐ ☐ of childhood (i.e., diphtheria, rubeola, rubella, and mumps); 100.5 Correction Officer Responsibilities (3) adhere to the minimum standards for the 302.1 Training Policy selection and training requirements adopted by the ☒ 302.4 Minimum Training Requirements Board pursuant to Section 6035 of the Penal Code; ☐ ☐ 1200.7 Employment Standards and 1200.7.1 Standards for Correction Officers (4) conduct a criminal records review, on each new employee, and psychological examination in accordance with Section 1031 of the Government ☒ ☐ ☐ 1200.4 (g); 1200.71 Code. 7727 Ventura JF Detention PRO 23-24 Page 2 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Contract personnel, volunteers, and other non- employees of the facility, who may be present at the 305.2 facility, shall have such clearance and qualifications as may be required by law, and their presence at the facility ☒ ☐ ☐ 305.3 shall be subject to the approval and control of the facility These sections are related to clearance for manager. Volunteers/Interns and Support Personnel. 1321 STAFFING Each juvenile facility shall: 211 Staffing Plan (a) have an adequate number of personnel sufficient to ☒ carry out the overall facility operation and its ☐ ☐ programming, to provide for safety and security of youth and staff, and meet established standards and regulations; (b) ensure that no required services shall be denied because of insufficient numbers of staff on duty absent 200.3 ⁋ 2 Supervision of Youth exigent circumstances; 211.3.1 (a) The facility roster of staff, including mandated Deputy Probation Officers, and schedules for all VCPAJF reflect compliance with regulation. We reviewed staffing for February and April 2023, as well as schedules leading up to the on-site inspection, and found youth are moved to a condensed living unit for the ☒ ☐ ☐ purpose of sleeping to accommodate coverage. We have had discussions with the agency and provided technical assistance to identify the individual space as one 30-bed unit rather than two 15-bed individual units. The space would have significant day space for programming youth in separate areas to provide classification specific programming or recreation. (c) have a sufficient number of supervisory level staff to ensure adequate supervision of all staff members; ☒ 211.3.1 (b) ☐ ☐ (d) have a clearly identified person on duty at all times who is responsible for operations and activities and has ☒ 211.3.1 (c) completed the Juvenile Corrections Officer Core Course ☐ ☐ and PC 832 training; (e) have at least one staff member present on each living unit whenever there are youth in the living unit; ☒ 211.3.1 (e) ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 3 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (f) have sufficient food service personnel relative to the number and security of living units, including staff 900 Food Services qualified and available to: plan menus meeting 900.3 Bullet 2 nutritional requirements of youth; provide kitchen supervision; direct food preparation and servings; ☒ ☐ ☐ conduct related training 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, medical, dental, mental health, building maintenance, 200.5 transportation, control room, facility security and other support staff for the efficient management of the facility, and to ensure that youth supervision staff shall not be ☒ ☐ ☐ diverted from supervising youth; and, (h) assign sufficient youth supervision staff to provide continuous wide awake supervision of youth, subject to 211.3.1 (f) 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 (A) during the hours that youth are awake, one 200.3 ⁋ 2 wide-awake youth supervision staff member on duty for each 10 youth in detention; The agency has provided sufficient staffing for the facility only due to mandated overtime for the youth supervision staff (JCO’s), core trained Deputy Probation Officers (DPO’s), and non-core trained DPO’s who work side by side with core trained staff. VCPAJF is in their eleventh 40-hour orientation ‘class’ of ☒ the DPO classification to provide for the ☐ ☐ necessary coverage. Although the agency meets required ratio per regulation, it is a daily task for administrators to provide coverage for call outs of scheduled staff. We provided technical assistance and referral information to better plan and audit the call off coverage, noting this is a statewide problem for juvenile facilities. 7727 Ventura JF Detention PRO 23-24 Page 4 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide- awake youth supervision staff member on duty for ☒ ☐ ☐ 200.3 ⁋ 2 each 30 youth in detention; (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the number of youth in detention, unless an 200.3 ⁋ 3 ☒ arrangement has been made for backup support ☐ ☐ services which allow for immediate response to emergencies; and, (D) at least one youth supervision staff member on duty who is the same gender as youth housed ☒ ☐ ☐ in the facility. 200.3 ⁋ 3 (E) personnel with primary responsibility for other duties such as administration, supervision of 200.3.1 personnel, academic or trade instruction, clerical, ☒ 200.5 ☐ ☐ kitchen or maintenance shall not be classified as youth supervision staff positions. (2) Special Purpose Juvenile Halls (A) during hours that youth are awake, one wide- ☐ This facility is not a Special Purpose Juvenile ☐ ☒ awake youth supervision staff member on duty for Hall. each 10 youth in detention; (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide- ☐ awake youth supervision staff member on duty for ☐ ☒ each 30 youth in detention; (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the number of youth in detention, unless an ☐ arrangement has been made for backup support ☐ ☒ services which allow for immediate response to emergencies; and, (D) at least one youth supervision staff member on duty who is the same gender as youth housed ☐ ☐ ☒ in the facility. (E) personnel with primary responsibility for other duties such as administration, supervision of personnel, academic or trade instruction, clerical, ☐ ☐ ☒ kitchen or maintenance shall not be classified as youth supervision staff positions. (3) Camps (A) during the hours that youth are awake, one This facility is not a Camp. ☐ ☐ ☒ wide-awake youth supervision staff member on duty for each 15 youth in the camp population; 7727 Ventura JF Detention PRO 23-24 Page 5 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide- awake youth supervision staff member on duty for ☐ ☐ ☒ each 30 youth present in the facility; (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the number of youth in residence, unless arrangements have been made for backup ☐ ☐ ☒ support services which allow for immediate response to emergencies; (D) at least one youth supervision staff member on duty who is the same gender as youth housed ☐ ☐ ☒ in the facility; (E) in addition to the minimum staff to youth ratio required in (h)(3)(A)-(B), consideration shall be given to the size, design, and location of the camp; types of youth committed to the camp; and ☐ ☐ ☒ the function of the camp in determining the level of supervision necessary to maintain the safety and welfare of youth and staff; (F) personnel with primary responsibility for other duties such as administration, supervision of personnel, academic or trade instruction, clerical, ☐ ☐ ☒ farm, forestry, kitchen or maintenance shall not be classified as youth supervision staff positions. 7727 Ventura JF Detention PRO 23-24 Page 6 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1322 YOUTH SUPERVISION STAFF ORIENTATION AND TRAINING 300.3 Youth Supervision Orientation (a) Prior to assuming any responsibilities each youth supervision staff member shall be properly oriented to 300.3 Bullet 6 their duties, including: (1) youth supervision duties; The VCPAJF provides new staff with a comprehensive orientation and training program, including a Five Phase process, starting with a Phase 1, an initial Orientation of 40 hours. Phase 2 includes Initial Policy Training; Phase 3 includes Supervision of Youth with Close Training by the assigned Training Officer (TO); Phase 4 is Sole Supervision with Monitoring by the TO and an assigned mentor/trainer; Phase 5 is Working Independently with Supervision by the TO. ☒ ☐ ☐ The training curriculum includes evaluation of the Probationary staff of job skills and learning progress, both of which are documented at each Phase. A staff’s competency is reviewed by facility administrators prior to the staff receiving permanent status with the agency. Due to staffing shortages, the agency is providing Phase 1 to the Deputy Probation Officer staff, cored and non-cored, to provide additional youth supervision. Additionally, the agency provides a significant annual staff training curriculum to ensure competency continues. (2) scope of decisions they shall make; ☒ 300.3 Bullet 13 ☐ ☐ (3) the identity of their supervisor; ☒ 300.3 Bullet 8 ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 7 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (4) the identity of persons who are responsible to them; ☒ 300.3 Bullet 13 ☐ ☐ (5) persons to contact for decisions that are beyond their responsibility; and ☒ 300.3 Bullet 13 ☐ ☐ (6) ethical responsibilities. ☒ 300.3 Bullet 2 ☐ ☐ (b) Prior to assuming any responsibility for the supervision of youth, each youth supervision staff 302.5 Training member shall receive a minimum of 40 hours of facility- specific orientation, including: ☒ The agency’s Five Phased Training Program ☐ ☐ is a comprehensive effort by tenured facility staff to ensure new youth supervision staff are trained in all aspects required to complete their responsibilities. (1) individual and group supervision techniques; ☒ 300.3.1 Bullet 1 ☐ ☐ (2) regulations and policies relating to discipline and 300.3.1 Bullet 2 rights of youth pursuant to law and the provisions of ☒ ☐ ☐ POC 02.J.1 this chapter; (3) basic health, sanitation and safety measures; ☒ 300.3.1 Bullet 3 ☐ ☐ (4) suicide prevention and response to suicide ☒ 300.3.1 Bullet 4 attempts ☐ ☐ (5) policies regarding use of force, de-escalation techniques, chemical agents, mechanical and ☒ 300.3.1 Bullet 5 ☐ ☐ physical restraints; 7727 Ventura JF Detention PRO 23-24 Page 8 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) review of policies and procedures referencing ☒ 300.3.1 Bullet 10 trauma and trauma-informed approaches; ☐ ☐ (7) procedures to follow in the event of ☒ 300.3.1 Bullet 6 emergencies; ☐ ☐ (8) routine security measures, including facility ☒ 300.3.1 Bullet 11 perimeter and grounds; ☐ ☐ (9) crisis intervention and mental health referrals to ☒ 300.3.1 Bullet 7 mental health services; ☐ ☐ (10) documentation; and ☒ 300.3.1 Bullet 8 ☐ ☐ (11) fire/life safety training ☒ 300.3.1 Bullet 9 ☐ ☐ (c) Prior to assuming sole supervision of youth, each youth supervision staff member shall successfully complete the requirements of the Juvenile Corrections ☒ 302.4 ⁋ 1 ☐ ☐ Officer Core Course pursuant to Penal Code Section 6035. (d) Prior to exercising the powers of a peace officer youth supervision staff shall successfully complete training pursuant to Section 830 et seq. of the Penal ☒ ☐ ☐ 302.4 ⁋ 2 Code. 1323 FIRE AND LIFE SAFETY 103.5 Training Whenever there is a youth in a juvenile facility, there 300.3.1 Bullet 9 shall be at least one wide awake person on duty at all ☒ ☐ ☐ times who meets the training standards established by the Board for general fire and life safety which relate specifically to the facility. 7727 Ventura JF Detention PRO 23-24 Page 9 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1324 POLICY AND PROCEDURES MANUAL 102 Policy and Procedures Manual All facility administrators shall develop, publish, and 102.5 Distribution of Manual implement a manual of written policies and procedures 103.2 Post Orders (Procedures) that address, at a minimum, all regulations that are applicable to the facility. Such a manual shall be made The VCPAJF has adopted Lexipol Policy and available to all employees, reviewed by all employees, ☒ Procedures (Post Orders) which include all and shall be administratively reviewed at a minimum ☐ ☐ required elements in regulation while every two years, and updated, as necessary. Those allowing flexibility for changes or records relating to the standards and requirements set modifications as necessary. forth in these regulations shall be accessible to the Board on request. The manual shall include: (a) table of organization, including channels of communications and a description of job classifications; 100 Organization Structure 100.3 (a) Supervising Probation Officer/ ☒ Senior Responsibilities ☐ ☐ 100.5 Correction Officer Responsibilities 1102.3 Communications (b) responsibility of the probation department, purpose of programs, relationship to the juvenile court, the 101.1 Responsibility and Scope of Juvenile Juvenile Justice/Delinquency Prevention Commission ☒ Facility or Probation Committee, probation staff, school ☐ ☐ personnel and other agencies that are involved in juvenile facility programs; (c) responsibilities of all employees; ☒ 102.3 ☐ ☐ (d) initial orientation and training program for employees; ☒ 300 Staff Orientation and Training ☐ ☐ (e) initial orientation, including safety and security issues and anti-discrimination policies, for support staff, 300 Staff Orientation and Training contract employees, school, mental/behavioral health 304 Health Care Orientation and medical staff, program providers and volunteers; ☒ ☐ ☐ 305 Volunteer and Intern Orientation and Training (f) maintenance of record-keeping, statistics and communication system to ensure: ☒ 304.5 ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 10 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) efficient operation of the juvenile facility; ☒ 100.1 Purpose and Scope of the Facility ☐ ☐ (2) legal and proper care of youth; ☒ 100.7.2 Agency Responsibility ☐ ☐ (3) maintenance of individual youth's records; ☒ 205.3 ☐ ☐ (4) supply of information to the juvenile court and ☒ 205.4 those authorized by the court or by the law; and, ☐ ☐ (5) release of information regarding youth. ☒ 205.4 ☐ ☐ 305.4 Volunteers/Interns (g) ethical responsibilities; ☒ 1200.2 Recruitment ☐ ☐ 1200.5 Background Check 1201.5.2 (g) Standards of Conduct 300.3.1 Bullet 10 512.4 706.4 1000.3 Programs and Education (h) trauma-informed approaches; ☒ ☐ ☐ The VCPAJF policy includes trauma and trauma-informed approaches in each element of facility operations, including training and orientation of staff, admission, classification, searches, healthcare, hygiene, education, and programming. 7727 Ventura JF Detention PRO 23-24 Page 11 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 300.3.1 Bullet 10 500.1 Admission 1000.3 (m) 1002.6 1003.3 Education (i) culturally responsive approaches; ☒ ☐ ☐ The VCPAJF policy includes cultural responses in each element of facility operations, including training and orientation of staff, admission, classification, hygiene, education, and programming. 500.5 501.3 513 3; 513.4.3; 513.5; 513.10 605.2 701.6 802.6.1 1000.3 (b) (j) gender responsive approaches; ☒ ☐ ☐ The VCPAJF policy includes gender responses in each element of facility operations including training and orientation of staff, admission, classification, searches, healthcare, hygiene, education, and programming. (k) a non-discrimination provision that provides that all youth within the facility shall have fair and equal access 605 Non-Discrimination Provision (NDP) to all available services, placement, care, treatment, and 605.2 benefits, and provides that no person shall be subject to discrimination or harassment on the basis of actual or perceived race, ethnic group identification, ancestry, ☒ ☐ ☐ The VCPAJF has the NDP posted in all living national origin, immigration status, color, religion, units and Intake. gender, sexual orientation, gender identity, gender expression, mental or physical disability, or HIV status, including restrictive housing or classification decisions based solely on any of the above mentioned categories; (l) storage and maintenance requirements for any chemical agents related security devices, and weapons 202 Inventory and Supplies ☒ and ammunition, where applicable; ☐ ☐ 209.3 (i) Weapons Storage (m) establishment of procedures for collection of Medi- Cal eligibility information and enrollment of eligible ☒ 500.5.4 ☐ ☐ youth; and, 7727 Ventura JF Detention PRO 23-24 Page 12 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (n) establishment of a policy that prohibits all forms of sexual abuse, sexual assault and sexual harassment. 303 Sexual Abuse and Harassment Training The policy shall include an approach to preventing, 501.6.1 Classification detecting and responding to such conduct and any 502.4 (n) Orientation ☒ retaliation for reporting such conduct, as well as a ☐ ☐ 503.3 Assessments provision for reporting such conduct by youth, staff or a 606.5 Grievances third party. 701.4 (j) Screenings 1325 FIRE SAFETY PLAN The facility administrator shall consult with the local fire 401 Fire Safety department having jurisdiction over the facility, or with the State Fire Marshal, in developing a plan for fire ☒ 401.3 (b) ☐ ☐ safety which shall include, but not be limited to: (a) a fire prevention plan to be included as part of the manual of policy and procedures; (b) monthly fire and life safety inspections by facility staff with two-year retention of the inspection record; 401.3 (c) We reviewed Fire and Life Safety Inspections for the VCPAJF from April 2022 to June 2023. The agency has a systematic approach to the inspection in every space of the facility, recording any non-working or required elements of space to confirm it is safe for youth and staff. ☒ ☐ ☐ The form includes: Fire Extinguishers, Fire Alarms, First Aid Kits, Exit/Evacuation Routes, Storage Areas, Electric/Lighting, Lint Traps/Dryer Exhaust, Flashlights, Door Locks, Cameras/Monitors, Panic Alarms, Radios, Cell Phones, and AED’s. Each area is checked by one of the CSO III’s. If there is a required fix or referral to maintenance, it is tracked by administration to ensure it is addressed and remedied. (c) fire prevention inspections as required by Health and Safety Code Section 13146.1(a) and (b); 401.7 ☒ ☐ ☐ The last fire inspection for the VCPAJF was completed on April 18, 2023. 7727 Ventura JF Detention PRO 23-24 Page 13 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) an evacuation plan; ☒ 403 Evacuation Plan ☐ ☐ (e) documented fire drills not less than quarterly; 401.3 (e) The agency completes Emergency Fire/ Earthquake or Emergency procedures Drills monthly. We reviewed documentation for all drills from April 2022 to June 2023. The facility conducts monthly drills as a training mechanism while walking through the facility ☒ to ensure staff individually know how to react ☐ ☐ given an emergency “training” drill. Documented evacuation drills of youth by unit occur quarterly, as required by regulation. We provided technical assistance to ensure full evacuations of all youth, at least annually, as required by VCPAJF Policy 403.4. (f) a written plan for the emergency housing of youth in the case of fire; and, ☒ 400.12 ☐ ☐ (g) development of a fire suppression pre-plan in cooperation with the local fire department. ☒ 401.3 ☐ ☐ 1326 SECURITY REVIEW Each facility administrator shall develop policies and 209.3 procedures to annually review, evaluate, and document security of the facility. The review and evaluation shall include internal and external security, including, but not limited to, key control, equipment, and staff training. ☒ Chief Probation Officer Gina Johnson ☐ ☐ completed a memo, outlining an Administrative and Supervisor review of Security practices was conducted on April 19, 2023, and May 30, 2023. 7727 Ventura JF Detention PRO 23-24 Page 14 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1327 EMERGENCY PROCEDURES The facility administrator shall develop facility-specific 400 Facility Emergencies policies and procedures for emergencies that shall include, but not be limited to: Chief Probation Officer Gina Johnson completed a memo, outlining an Administrative and Supervisor review of Emergency Procedures was conducted on April 19, 2023, and May 30, 2023. ☒ ☐ ☐ It was noted during the meetings several Emergency Procedures need updating which is being done now. The agency is compliant and will forward any new policies or operational procedures relating to this when completed. 400.3 (a), (b) and (c) 400.7 Disturbances (a) escape, disturbances, and the taking of hostages; ☒ ☐ ☐ 400.8 Hostages 400.9 Escape 400.3 (d) and (i) (b) civil disturbance, active shooter and terrorist ☒ 400.7 Disturbances attack; ☐ ☐ 400.6 Active Shooter and Terrorist Attack 400.3 (e) (c) fire and natural disasters; ☒ ☐ ☐ 401 400.3 (f) (d) periodic testing of emergency equipment; ☒ ☐ ☐ 402.5 400.3 (h) (e) emergency evacuation of the facility; and ☒ ☐ ☐ 403 (f) a program to provide all youth supervision staff ☒ 400.13 with an annual review of emergency procedures. ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 15 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1328 SAFETY CHECKS The facility administrator shall develop and implement 505.3 (a), (b) and (d) policy and procedures that provide for direct visual observation of youth at a minimum of every 15 minutes, at random or varied intervals during hours when youth We reviewed safety checks for the months of are asleep or when youth are in their rooms, confined in December 2022, January, and April 2023 for holding cells or confined to their bed in a dormitory. all occupied facility operational units. Overall, Supervision is not replaced, but may be supplemented the electronic checks are random, typically by, an audio/visual electronic surveillance system between 11 and 15 minutes, recording the designed to detect overt, aggressive or assaultive youth room and the total number of youths in behavior and to summon aid in emergencies. All safety ☒ the unit. checks shall be documented with the actual time the ☐ ☐ check is completed. A CSO III now reviews safety checks for all units, checking for late or missed checks, as well as patterned checks. The agency had very few late, missed or patterned checks. The staff responsible and the circumstance is recorded in the Supervisors Log to allow the incident to be formally addressed. 7727 Ventura JF Detention PRO 23-24 Page 16 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1329 SUICIDE PREVENTION PLAN The facility administrator, in collaboration with the 706.4 Suicide Prevention Plan healthcare and behavioral/mental health administrators, shall plan and implement written policies and procedures which delineate a Suicide Prevention Plan. Youth are administered the MAYSI-2 upon The plan shall consider the needs of youth experiencing admission or whenever a significant event past or current trauma. Suicide prevention responses occurs while in custody. The assessment tool shall be respectful and in the least invasive manner identifies cautions or warnings for behavior consistent with the level of suicide risk. The plan shall involving suicidal ideation or tendencies. A include the following elements: Classification Questionnaire during booking to determine appropriate housing and supervision status also is responsive to this regulation. The agency has had three suicide incidents that resulted in a safety room placement, two involving one female youth from JH, since April 2022. One female youth was ☒ transported to the Emergency Room. There ☐ ☐ have been other incidents of youth with a caution or warning from the MAYSI assessment, 13 total, that have been referred to Behavior Health. Youth are placed on special watch in these situations pending being seen and/or evaluated by Behavior Health. We note Behavior Health has taken a much more involved and consistent approach to all intake, assessment, and crisis incidents, observed by documented responses to incidents since our last inspection. The clinicians are proactive and engaged with the processes and staff engagement for successful treatment approaches to youth in crisis. (a) Suicide prevention training as required in Section 1322, Youth Supervision Staff Orientation, and Training 300.3.1 Bullet 4 and the Juvenile Corrections Officer Core Course. ☒ ☐ ☐ 304.5 (e) (b) Screening, Identification Assessment and Precautionary Protocols 501.3 Bullet 8 ☒ (1) All youth shall be screened for risk of suicide at ☐ ☐ 701.4 (c) intake and as needed during detention. 7727 Ventura JF Detention PRO 23-24 Page 17 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) All youth supervision staff who perform intake processes shall be trained in screening youth for risk ☒ ☐ ☐ 501.11 Staff Training in Classification of suicide. (3) All youth who have been identified during the intake screening process to be at risk of suicide shall ☒ 701.4 (c)(2) be referred to behavioral/mental health staff for a ☐ ☐ suicide risk assessment. (4) Precautionary protocols shall be developed to ensure the youth’s safety pending the ☒ ☐ ☐ 706.5 behavioral/mental health assessment. (c) Referral process to behavioral/mental health staff for assessment and/or services. 703.4 ⁋ 2 ☒ ☐ ☐ 706.3 (d) Procedures for monitoring of youth identified at risk for suicide. 706.3 ☒ ☐ ☐ 706.5 (e) Safety Interventions (1) Procedures to address intervention protocols for ☒ ☐ ☐ youth identified at risk for suicide which may include, but are not limited to: (A) Housing consideration ☒ 501.3 ☐ ☐ 706.5 ⁋ 1 (B) Treatment strategies including trauma- informed approaches ☒ 706.4 ☐ ☐ (2) Procedures to instruct youth supervision staff how to respond to youth who exhibit suicidal FPO.07.F, 6 Caution Status behaviors. ☒ ☐ ☐ FPO.07.F, 2 (f) Communication (1) The intake process shall include communication with the arresting officer and family guardians ☒ 701.4, C-1 ☐ ☐ regarding the youth’s past or present suicidal ideations, behaviors or attempts. 7727 Ventura JF Detention PRO 23-24 Page 18 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) Procedures for clear and current information sharing about youth at risk for suicide with youth supervision, healthcare, and behavioral/mental 706.3 ⁋ 1 health staff. ☒ 706.8 ⁋ 1 and 2 ☐ ☐ FPO.07.F, 2 (a) (g) Debriefing of Critical Incidents Related to Suicides or Attempts (1) Process for administrative review of the ☒ 706.9 ⁋ 1 Debriefing ☐ ☐ circumstances and responses proceeding, during and after the critical incident. (2) Process for a debriefing event with affected ☒ 706.9 ⁋ 2 staff. ☐ ☐ (3) Process for a debriefing event with affected youth. ☒ 706.9 ⁋ 2 ☐ ☐ (h) Documentation (1) Documentation processes shall be developed to 706.6 Observation Logs ensure compliance with this regulation ☒ ☐ ☐ 706.7 Documentation Youth identified at risk for suicide shall not be denied the opportunity to participate in facility programs, services 706.4 ⁋ 2 and activities which are available to other non-suicidal youth, unless deemed necessary for the safety of the ☒ youth or security of the facility. Any deprivation of ☐ ☐ programs, services or activities for youth at risk of suicide shall be documented and approved by the facility manager. 1340 REPORTING OF LEGAL ACTIONS 101.5 Each facility shall submit to the Board a letter of notification on each legal action, pertaining to conditions ☒ ☐ ☐ There are no legal issues pending at the of confinement, filed against persons or legal entities VCPAJF. responsible for juvenile facility operation. 7727 Ventura JF Detention PRO 23-24 Page 19 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1341 DEATH AND SERIOUS ILLNESS OR INJURY OF A YOUTH WHILE DETAINED 518.3 In Custody Death 518.3 ⁋ 3 In Custody Death Notifications (1) Death of a Youth. (a) The facility administrator, in cooperation with the health administrator and the behavioral/mental health director, shall develop written policies and ☒ ☐ ☐ procedures in the event of the death of a youth while detained, which include notifications to necessary parties, which may include the Juvenile Court, the parent, guardian or person standing in loco parentis and the youth’s attorney of record. (b) The health administrator, in cooperation with the facility administrator, shall develop written policies and procedures to assure there is a medical and 518.4 ⁋ 2 operational review of every in-custody death of a youth. The review team shall include the facility ☒ ☐ ☐ administrator and/or facility manager, the health administrator, the responsible physician and other health care and supervision staff who are relevant to the incident. (c) The administrator of the facility shall provide to the Board a copy of the report submitted to the Attorney General under Government Code Section ☒ 518.3 ⁋ 5 ☐ ☐ 12525. A copy of the report shall be submitted to the Board within 10 calendar days after the death. (d) Upon receipt of a report of the death of a youth from the administrator, the Board may within 30 The facility administrators are aware of this calendar days inspect and evaluate the juvenile facility, jail, lockup or court holding facility pursuant to ☒ regulation. ☐ ☐ the provisions of this subchapter. Any inquiry made by the Board shall be limited to the standards and requirements set forth in these regulations. (2) Serious Illness or Injury of Youth. (a) The facility administrator, in cooperation with 700.3.1 (b)5 the health administrator, shall develop written 700.3.1 (b)14 policies and procedures for the notification to ☒ ☐ ☐ necessary parties, which may include the Juvenile 700.3.1 (b)18 Responsibilities of the Health Court, the parent, guardian or person standing in Care Administrator (Illness) loco parentis and the youth’s attorney of record in the case of a serious illness or injury of a youth. 801.7 Youth Safety (Injury) 1342 POPULATION ACCOUNTING Each juvenile facility shall submit required population and ☒ 1101.6.1 profile survey reports to the Board within 10 working days ☐ ☐ after the end of each reporting period, in a format to be provided by the Board. 7727 Ventura JF Detention PRO 23-24 Page 20 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1343 JUVENILE FACILITY CAPACITY (EXCERPT) When the number of youth detained in a living unit of a 1101.3 juvenile facility exceeds its rated capacity for more than ☒ ☐ ☐ fifteen (15) calendar days in a month, the facility administrator shall provide a crowding report to the Board in a format provided by the Board. 1350 ADMITTANCE PROCEDURES The facility administrator shall develop and implement 500.1 Admission written policies and procedures for admittance of youth that emphasize respectful and humane engagement with youth, and reflect that the admission process may The VCPAJF has a comprehensive be traumatic to youth who may have already admission process and includes many experienced trauma. Policies shall be trauma-informed, advisements and assessments to assist in culturally relevant, and responsive to the language and determining appropriate classification. literacy needs of youth. In addition to the requirements These tools articulate detention criteria, of Sections 1324 and 1430 of these regulations: housing location, security status, suicidal tendencies, and the propensity for violence or victimization. The intake and booking process provides information to acclimate the youth to detention as well as orient the youth to expectations, rights, and rules. Staff complete a Juvenile Risk Assessment Tool to determine if detention is appropriate, with override and mitigation factors. If ☒ detained, the MAYSI-2 Questionnaire and ☐ ☐ Classification Assessment Questionnaire are administered to assist in placement and any security status needs. Youth then acknowledge the Prison Rape Elimination Act (PREA) policy as it relates to Sexual Abuse, Harassment, and Assault. The Zero Tolerance for Gang or Violence is also part of the admission documents the youth signs to acknowledge. Added this cycle is the Youth Bill of Rights and Ombudsman information provided through the Office of Youth and Community Restoration. We reviewed numerous intake and remand Admission paperwork and documentation outlining the procedures in policy and regulation. We found the process is lengthy and exceeds regulatory requirements to make the best admission decisions. 7727 Ventura JF Detention PRO 23-24 Page 21 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) the admittance process shall include: (1) Access to two free phone calls within one hour of ☒ 500.8 admittance in accordance with the provisions of ☐ ☐ Welfare and Institution Code Section 627; (2) Offer of a shower; ☒ 500.9 ☐ ☐ (3) Documented secure storage of personal ☒ 500.7.2 belongings; ☐ ☐ (4) Offer of food upon arrival; ☒ 500.5.5 ☐ ☐ (5) Screening for physical and behavioral health 304.6 Initial Youth Screening and safety issues, intellectual or developmental ☒ ☐ ☐ 501.3 Bullet 10 disabilities; (6) Screening for physical and developmental disabilities in accordance with Sections 1329, 1413, ☒ 501.3 Bullet 10 ☐ ☐ and 1430 of these regulations; (7) Contact with Regional Center for the Developmentally Disabled for youth that are suspected of or identified as having a ☒ 702.7 Last Paragraph ☐ ☐ developmental disability, pursuant to Section 1413; and, 501.12 (8) Procedures consistent with Section 1352.5. ☒ ☐ ☐ 802.6.1 (b) juvenile hall administrators shall establish written criteria for detention that considers the least restrictive ☒ ☐ ☐ 500.3 (h) environment. (c) juvenile camps and post-dispositional programs in juvenile halls shall develop policies and procedures that 500.5.3 advise the youth of the estimated length of stay, inform ☒ them of program guidelines and provide written ☐ ☐ screening criteria for inclusion and exclusion from the program. 7727 Ventura JF Detention PRO 23-24 Page 22 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) juvenile halls shall develop policies and procedures that advise any committed youth of the estimated length ☒ ☐ ☐ 500.5.3 of his/her stay. 1350.5 SCREENING FOR THE RISK OF SEXUAL ABUSE 501.3 The facility administrator shall develop and implement 701.4 (j) (1) written policies and procedures to reduce the risk of sexual abuse by or upon youth. The policy shall require ☒ The MAYSI-2 and Classification ☐ ☐ facility staff to assess each youth within 72 hours of Questionnaire are responsive to this admission based on the following information: regulation. Youth also watch a PREA video and read agency policies on how to report sexual abuse, assault, or discrimination. (a) Prior sexual victimization or abusiveness; ☒ 501.3 Bullet 19 and 21 ☐ ☐ (b) Gender nonconforming appearance or manner; or identification as lesbian, gay or bisexual, transgender, ☒ 501.3 Bullet 20 and 24 queer or intersex, and whether the youth may, therefore, ☐ ☐ be vulnerable to sexual abuse; (c) Current charges and offense history; 501.3 Bullet 4-6 ☒ ☐ ☐ (d) Age; ☒ 501.3 Bullet 1 ☐ ☐ (e) Level of emotional and cognitive development; ☒ 501.3 Bullet 7 ☐ ☐ (f) Physical size and stature; ☒ 501.3 Bullet 3 ☐ ☐ (g) Mental illness or mental disabilities; ☒ 501.3 Bullet 10 and 13 ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 23 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (h) Intellectual or developmental disabilities; ☒ 501.3 Bullet 14 ☐ ☐ (i) Physical disabilities; ☒ 501.3 Bullet 12 ☐ ☐ (j) The youth’s perception of vulnerability; and, ☒ 501.3 Bullet 22 ☐ ☐ (k) Any other specific information about the individual youth that may indicate heightened needs for ☒ 501.3 Bullets 1-24 supervision, additional safety precautions, or separation ☐ ☐ from certain other youth. Staff shall ascertain this information through conversations with the youth during the admittance 501.4 process, medical and behavioral health screenings; ☒ during classification assessments; and by reviewing ☐ ☐ court records, case files, facility behavioral records, and other relevant documentation from the youth’s files. The facility administrator shall implement appropriate controls on the dissemination of information within the 501.3 Last Paragraph facility relative to responses received pursuant to this ☒ assessment in order to ensure that sensitive information ☐ ☐ is not exploited to the youth’s detriment by staff or other youth. 7727 Ventura JF Detention PRO 23-24 Page 24 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1351 RELEASE PROCEDURES The facility administrator shall develop and implement 516 Releases written policies and procedures for release of youth from custody which provide for: The process for release from all VCPAJF programs includes transition planning and linkage to appropriate community services. We were provided and reviewed the Ventura County Community Resource List which outlines available services in different geographical areas of the county. The agency identifies youth needing special release services in the Multi-Disciplinary ☒ Team (MDT), Critical Care Team (CCT), and ☐ ☐ Treatment Team (TTM) meetings which occur weekly. Participation includes representatives from Behavior Health, Medical, and the VCOE school personnel, as well as CSO or DPO probation staff. We reviewed the Release Form, which includes the youth’s information at booking, disposition, release authorization, and signature and identification of the person the youth is released to. Also included is acknowledgment of property released to the youth. (a) verification of identity/release papers; ☒ 516.3 (a) ☐ ☐ 516.3 (d) (b) return of personal clothing and valuables; ☒ ☐ ☐ (c) notification to the youth's parents or guardian; ☒ 516.3 (l) ☐ ☐ (d) notification to the facility health care provider in accordance with Sections 1408 and 1437 of these ☒ ☐ ☐ 516.3 (c) and (m) regulations, for coordination with outside agencies; and, 7727 Ventura JF Detention PRO 23-24 Page 25 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) notification of school staff; ☒ 516.3 (n) ☐ ☐ (f) notification of facility mental health personnel. ☒ 516.3 (m) ☐ ☐ The facility administrator shall develop and implement policies and procedures for post-disposition youth to 516.3 (g) and (n) coordinate the provision of transitional and reentry ☒ services including, but not limited to, medical and ☐ ☐ behavioral health, education, probation supervision and community-based services. The facility administrator shall develop and implement written policies and procedures for the furlough of youth ☒ ☐ ☐ 526.4 from custody. 1352 CLASSIFICATION The facility administrator shall develop and implement 501 Classification written policies and procedures on classification of youth for the purpose of determining housing placement in the facility. The Classification Questionnaire used at Such procedures shall: booking assists staff in determining the most appropriate placement of youth at admission and to address observed security or safety needs of youth. We reviewed admission documentation, including this form, and found it to be ☒ consistent with regulation requirements and ☐ ☐ policy. Additionally, youth are re-classified based on circumstances as they occur while in the facility via the Critical Case Team meetings. This is memorialized in the youth’s electronic file, the Ventura County Integrated Justice Information System. It is significant to note the agency works with medical and behavior health staff to assist in special classification needs, as well as reviewing the youth’s behavior which may prompt a new classification. 7727 Ventura JF Detention PRO 23-24 Page 26 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) provide for the safety of the youth, other youth, facility staff, and the public by placing youth in the 501.7 appropriate, least restrictive housing and program ☒ settings. Housing assignments shall consider the need ☐ ☐ for single, double or dormitory assignment or location within the dormitory; (b) consider facility populations and physical design of the facility; ☒ 501.8 ☐ ☐ (c) provide that a youth shall be classified upon admittance to the facility; classification factors shall 501.3 include, but not be limited to: age, maturity, sophistication, emotional stability, program needs, legal ☒ ☐ ☐ status, public safety considerations, medical/mental health considerations, gender and gender identity of the youth; (d) provide for periodic classification reviews, including provisions that consider the level of supervision and the 501.6.1 Periodic Reviews youth's behavior while in custody; and, 501.6.2 Staff Initiated Reviews ☒ Classification status is reviewed by the CSO ☐ ☐ III, SDPO and/or the Watch Commander as necessary to ensure youth are reintegrated in the least restrictive classification as necessary based on their security, medical, or mental health status. (e) provide that facility staff shall not separate youth from the general population or assign youth to a single occupancy room based solely on the youth's actual or 501.10.1 ⁋ 2 Non-Discrimination Provision perceived race, ethnic group identification, ancestry, 605.2 ⁋ 1 Non-Discrimination Provision national origin, color, religion, gender, sexual orientation, gender identity, gender expression, mental ☒ ☐ ☐ or physical disability, or HIV status. This section does not prohibit staff from placing youth in a single occupancy room at the youth's specific request or in accordance with Title 15 regulations regarding separation. (f) facility staff shall not consider lesbian, gay, bisexual, transgender, questioning or intersex identification or status as an indicator of likelihood of being sexually ☒ ☐ ☐ 501.10 ⁋ 3 abusive. 7727 Ventura JF Detention PRO 23-24 Page 27 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1352.5 TRANSGENDER AND INTERSEX YOUTH. The facility administrator shall develop written policies 501.12 Transgender and Intersex Youth and procedures ensuring respectful and equitable ☒ ☐ ☐ treatment of transgender and intersex youth. The 501.6.1 ⁋ 2 policies shall provide that: (a) Facility staff shall respect every youth’s gender identity and shall refer to the youth by the youth’s 501.12 I-A preferred name and gender pronoun, regardless of the youth’s legal name. Facilities may prohibit the use of ☒ ☐ ☐ gang or slang names or names that otherwise compromise facility operations as determined by the facility manager or designee, and shall document any decision made on this basis. (b) Facility staff shall permit youth to dress and present themselves in a manner consistent with their gender ☒ 501.12 I-B identity and shall provide youth with the institution’s ☐ ☐ clothing and undergarments consistent with their gender 802.6.1 Clothing Issue identity. (c) Facility staff shall house youth in the unit or room that best meets their individual needs and promotes their 500.6.2 safety and well-being. Staff may not automatically house youth according to their external anatomy and shall ☒ 501.3 Bullet 9, 19-22 document the reasons for any decision to house youth ☐ ☐ in a unit that does not match their gender identity. In 501.12 I-C making a housing decision, staff shall consider the youth’s preferences, as well as any recommendations from the youth’s health or behavioral health provider. (d) Facility administrators shall ensure that transgender and intersex youth have access to medical and ☒ 501.12 I-D behavioral health providers qualified to provide care and ☐ ☐ treatment to transgender and intersex youth. 702.7 (f) (e) Consistent with the facility’s reasonable and necessary security considerations and physical plant, 501.12 I-E facility staff shall make every effort to ensure the safety ☒ ☐ ☐ and privacy of transgender and intersex youth when the 802.11 Showers youth are using the bathroom or shower, or dressing or undressing. Facility staff shall not conduct physical searches of any youth for the purpose of determining the youth’s 501.12 II-A and B anatomical sex. Whenever feasible, the facility shall ☒ respect the youth’s preference regarding the gender of ☐ ☐ 513.5 the staff member who conducts any search of the youth. POC.04.F.3 7727 Ventura JF Detention PRO 23-24 Page 28 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1353 ORIENTATION The facility administrator shall develop and implement 502 Youth Orientation written policies and procedures to orient a youth prior to 502.2 placement in a living area. Both written and verbal information shall be provided and supplemented with The intake and booking process for all video orientation if feasible. Provision shall be made to VCPAJF includes a review of facility provide accessible orientation information to all detained operations, youth rights, and the rules that youth including those with disabilities, limited literacy, or guide youth through the program. The English language learners. Orientation shall include Orientation for each facility type includes all information that addresses: aspects of programming and activities while detained. Facility expectations and opportunities are explained in both verbal and written formats ☒ ☐ ☐ to allow a youth to understand the material while in-custody. The individual program is outlined in a handbook to promote progress through positive behavior to earn incentives. We provided technical assistance to consolidate the booking forms requiring youth acknowledgment, relating to the Ombudsman and Youth Bill of Rights, for a more streamlined approach and training opportunity for youth to better understand the program expectations. The new Youth Handbook is descriptive as it relates to all Orientation components. (a) facility rules including contraband and searches and disciplinary procedures; ☒ 502.4 (a) ☐ ☐ (b) facility’s system of positive behavior interventions and supports, including behavior expectations, 502.4 (b) incentives that youth will receive for complying with ☒ 1009.3 (a) BMP ☐ ☐ facility rules, and consequences that may result when youth violate the rules of the facility; (c) age appropriate information that explains the facility’s policy prohibiting sexual abuse and sexual 502.4 (n) ☒ harassment and how to report incidents or suspicions of ☐ ☐ sexual abuse or sexual harassment; (d) identification of key staff and their roles; 502.4 (v) ☒ ☐ ☐ 1208.7 (a) 7727 Ventura JF Detention PRO 23-24 Page 29 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) the existence of the grievance procedure, the steps that must be taken to use it, the youth’s right to be free 502.4 (e) ☒ of retaliation for reporting a grievance, and the name of ☐ ☐ the person or position designated to resolve the issue; (f) access to legal services and information on the ☒ 502.4 (i) court process; ☐ ☐ (g) access to routine and emergency health and mental ☒ 502.4 (f) health care; ☐ ☐ (h) access to education, religious services, and ☒ 502.4 (g) recreational activities; ☐ ☐ (i) housing assignments; ☒ 502.4 (h) ☐ ☐ (j) opportunity for personal hygiene and daily showers including the availability of personal care items ☒ 502.4 (d) ☐ ☐ (k) rules and access to correspondence, visits and telephone use; ☒ 502.4 (c) ☐ ☐ (l) availability of reading materials, programming, and other activities; ☒ 502.4 (k) ☐ ☐ (m) facility policies on the use of force, use of restraints, chemical agents and room confinement; ☒ 502.4 (l), (m) and (w) ☐ ☐ (n) immigration legal services; ☒ 502.4 (p) ☐ ☐ (o) emergencies including evacuation procedures; ☒ 502.4 (r) ☐ ☐ (p) non-discrimination policy and the right to be free from physical, verbal or sexual abuse and harassment by 303.1 (g) other youth and staff; ☒ 502.4 (n) and (u) ☐ ☐ 603.1 (q) availability of services and programs in a language other than English if appropriate; ☒ 502.4 Last 2 Paragraphs ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 30 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (r) the process for requesting different housing, education, programming and work assignments; ☒ 502.4 (x) ☐ ☐ (s) a process for which parents/guardians receive information regarding the youth’s stay in the facility that at a minimum includes answers to frequently asked ☒ 502.4 (y) ☐ ☐ questions and provides contact information for the facility, medical, school and mental health; and, (t) a process by which youth may request access to Title 15 Minimum Standards for Juvenile Facilities. ☒ 502.4 (z) ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 31 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1354 SEPARATION The facility administrator shall develop and implement 519 Youth Separation written policies and procedures that address: 519 Second to last ⁋ 500.6.2 The VCPAJF agency has a well-documented practice of recording a youth’s request to decline participation in unit programs and activities. There has been some confusion amongst staff for what is referred to as ‘decliners’ versus those that self-separate for protective custody reasons. We reviewed self-separation half sheets, revealing the youth’s request for non- participation in an activity or program, including their signature detailing the reason. ☒ ☐ ☐ These are short-term separations and are well documented. We also reviewed four incidents of long-term self-separations that turned into a re- classification. The incident report or youth’s signed request to self-separate and notes from Critical Case Meetings articulated efforts by staff and/or Behavior Health to reintegrate the youth. The case logs also detail unit staff efforts to get a youth back into programming. These long-term ‘separations’ are a classification the agency is working on to facilitate needs and activities in an environment where the youth feels safe to engage in unit activities. We provided technical assistance to encourage a ‘re- branding’ for these youth that is positive- focused. (a) separation of youth for reasons that include, but are not be limited to, medical and mental health conditions, 519 Medical Separation assaultive behavior, disciplinary consequences and 519.3 Self Separation protective custody. ☒ 501.7 ☐ ☐ 600.3.1 601.4 7727 Ventura JF Detention PRO 23-24 Page 32 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) consideration of positive youth development and trauma-informed care. 519 ⁋ 3 ☒ ☐ ☐ 501.7.1 ⁋ 1 (c) separated youth shall not be denied normal privileges available at the facility, except when necessary to accomplish the objective of separation. 519 ⁋ 4 ☒ ☐ ☐ 501.7.1 ⁋ 2 (d) when the objective of the separation is discipline, Title 15 Section 1390 shall apply. 519 ⁋ 5 ☒ ☐ ☐ 501.7.1 ⁋ 1 (e) when separation results in room confinement, the separation shall occur in accordance with Welfare and Institutions Code Section 208.3 and Section 1354.5 of ☒ ☐ ☐ 519 ⁋ 1 these regulations. 601 Room Confinement (f) policies and procedures shall ensure a daily review of separated youth to determine if separation remains necessary. 519 Last ⁋ ☒ ☐ ☐ 501.7.1 ⁋ 4 7727 Ventura JF Detention PRO 23-24 Page 33 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1354.5 ROOM CONFINEMENT (a) The facility administrator shall develop and 601 Room Confinement (RC) implement written policies and procedures addressing the confinement of youth in their room that are consistent with Welfare and Institutions Code Section The VCPAJF agency reported 119 incidents 208.3. The placement of a youth in room confinement of Room Confinement from April 2022 to shall be accomplished in accordance with the following June 2023. This is slightly more than the 50 guidelines: in 2021, but less than the previous ‘time outs’ recorded in 2018-2019 before the regulation and legislation were implemented. After a safety and security-related incident, staff initiated an RC Log which prompts them to initiate specific documentation practices and alerts to senior staff. Agency policy and procedures include the staff recording behavior and attempts to remove the youth from RC status as soon as the threat is minimized. When this happens, youth must agree to respond with appropriate behaviors in a contract format to document the expectations when removed. In most cases, the youth return to regular unit activities. ☒ ☐ ☐ We reviewed 7 RC incidents and 10 UF incidents resulting in RC, including 9 youth in JH, and found the agency utilizes RC for applicable behavior-related incidents that pose a safety and security risk to other youth, staff, or the facility operations. Staff and supervisors provided appropriate responses to reintegrate youth to programming, including behavior health input and involvement. Safety check logs and behavior health intervention documentation was included in the reviewed incidents. The agency has adopted an early morning review of youth on RC going into the following day, in an effort to return the youth to normal activities as the youth starts their day. 7727 Ventura JF Detention PRO 23-24 Page 34 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) Room confinement shall not be used before other, less restrictive, options have been attempted and exhausted, unless attempting those options ☒ 601.4 (a) ☐ ☐ 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 ☒ ☐ ☐ 601.4 (b) retaliation by staff. (3) Room confinement shall not be used to the extent that it compromises the mental and physical health ☒ ☐ ☐ 601.4 (c) of the youth. (b) A youth may be held up to four hours in room confinement. After the youth has been held in room ☒ 601.4.5 (a) confinement for a period of four hours, staff shall do one ☐ ☐ or more of the following: (1) Return the youth to general population. ☒ 601.4.5 (a) (1) ☐ ☐ (2) Consult with mental health or medical staff. ☒ 601.4.5 (a) (2) ☐ ☐ (3) Develop an individualized plan that includes the goals and objectives to be met in order to reintegrate ☒ ☐ ☐ 601.4.5 (a) (3) the youth to general population. (4) If room confinement must be extended beyond four hours, staff shall do each of the following: ☒ 601.4.5 (b) ☐ ☐ (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, ☒ 601.4.5 (b)(1) ☐ ☐ 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 ☒ ☐ ☐ 601.4.5 (b)(2) integrate the youth to general population. (C) Obtain documented authorization by the facility superintendent or his or her designee ☒ ☐ ☐ 601.4.5 (b)(3) every four hours thereafter. 7727 Ventura JF Detention PRO 23-24 Page 35 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (5) This section is not intended to limit the use of single-person rooms or cells for the housing of youth ☒ 601.1.1 in juvenile facilities and does not apply to normal ☐ ☐ sleeping hours. (6) This section does not apply to youth or wards in court holding facilities or adult facilities. ☒ ☐ ☐ (7) Nothing in this section shall be construed to conflict with any law providing greater or additional ☒ ☐ ☐ 102.2.1 protections to youth. (8) This section does not apply during an extraordinary emergency circumstance that requires 400 Facility Emergencies a significant departure from normal institutional 400.3.1 Emergency Suspension of operations, including a natural disaster or facility- Standards ☒ 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 501.7.2 protect against the spread of a communicable disease for the shortest amount of time required to 519 Medical Separation 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. 7727 Ventura JF Detention PRO 23-24 Page 36 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1355 INSTITUTIONAL ASSESSMENT AND PLAN The facility administrator shall develop and implement 503 Case Management written policies and procedures for assessment and case planning. The VCPAJF agency has an operational process to complete and update Institutional Assessments and Plans originally done by the field DPO with ongoing updates by the assigned CSO. Documents included the original case plan with identified risks and needs and ongoing plans targeting service delivery for the youth. Educational progress from Providence School, case notes and number of hours with Behavior Health Services, and youth chrono notes from facility staff all contribute to the overall plan while the youth is detained. ☒ ☐ ☐ The plans are completed by staff and reviewed by supervisors. The plan documents education, substance abuse, aggression, anti-social environments, family, impulsivity, remorse, and violence, articulating a plan and discussion points for each. We reviewed 10 ongoing IAP’s and 8 Transitional MDTs for 18 youth and found each had an individualized plan, including the most significant areas to address with targeted services. The plans are reviewed every 30 days to show progress or to re- direct services. They are individualized and inclusive of chrono entry discussions with the youth. (a) Assessment: The assessment is based on information collected during the admission process with periodic review, 503.3 ⁋ 2 which includes the youth's risk factors, needs and ☒ strengths including, but not limited to, identification of ☐ ☐ substance abuse history, educational, vocational, counseling, behavioral health, consideration of known history of trauma, and family strengths and needs. 7727 Ventura JF Detention PRO 23-24 Page 37 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Institutional Case Plan: (1) A case plan shall be developed for each youth ☒ 503.3.1 held for at least 30 days or more and created within ☐ ☐ 40 days of admission. (2) The institutional plan shall include, but not be limited to, written documentation that provides: ☒ ☐ ☐ (A) objectives and time frame for the resolution of problems identified in the assessment; ☒ 503.3.1 (c) ☐ ☐ (B) a plan for meeting the objectives that includes a description of program resources needed and ☒ 503.3.1 (b) individuals responsible for assuring that the plan ☐ ☐ is implemented; (3) periodic evaluation of progress towards meeting the objectives, including periodic review and ☒ ☐ ☐ 503.3.1 (c) discussion of the plan with the youth; (4) a transition plan, the contents of which shall be subject to existing resources, shall be developed for 503.3.1 ☒ post dispositional youth in accordance with Section ☐ ☐ 516.3; 516.5 (Releases) 1351; and, (5) in as much as possible and if appropriate, the plan, including the transition plan, shall be developed with input from the family, supportive adults, youth, ☒ 503.3.1 (a) ☐ ☐ and Regional Center for the Developmentally Disabled. 1356 COUNSELING AND CASEWORK SERVICES 503.5 The facility administrator shall develop and implement 703.3 Counseling Services written policies and procedures ensuring the availability POC.03.C, 1 of appropriate counseling and casework services for all youth. Policies and procedures shall ensure: The VCPAJF agency requires the assigned CSO to meet with the youth weekly to ensure ☒ he or she is progressing as expected or to ☐ ☐ assist with any difficulty in the program. We reviewed case Chronos and Critical Case Team meeting notes which address any noted positive or negative behaviors displayed in the program. 7727 Ventura JF Detention PRO 23-24 Page 38 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) youth will receive assistance with needs or concerns that may arise; 703.3 (a)(1) ☒ ☐ ☐ POC.03.C, 1(a) (b) youth will receive assistance in requesting contact with parents, other supportive adults, attorney, clergy, 703.3 (a)(2) probation officer, or other public official; and, ☒ ☐ ☐ POC.03.C, 1 (b) (c) youth will be provided access to available resources to meet the youth’s needs. ☒ 703.3 (a)(2) ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 39 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1357 USE OF FORCE 511 Use of Force (UF) The facility administrator, in cooperation with the 511.3 ⁋ 6 responsible physician, shall develop and implement 511.3.3 Health Care assistance in developing written policies and procedures for the use of force, policy which may include chemical agents. Force shall never 301 Use of Force-Administration Manual be applied as punishment, discipline, retaliation or treatment. There were 138 UF incidents from April 2022 (a) At a minimum, each facility shall develop policies and to June 2023; 95 included physical force and procedures which: 93 included the use of OC Spray at the VCPAJF. There were 97 UF incidents in 2022 and 130 UF in 2021. This is down significantly from the 183 in 2019 and 178 in 2018. We reviewed 15 UF incident reports and found the agency documents the efforts to use the least restrictive option when available. Staff are required to include the circumstances leading to the use of force and ☒ justify why force was used. The Supervisor ☐ ☐ on duty is also required to write a Use of Force Report to include a summary of the incident, Supervisor actions (including review of video and interviews with involved staff), and lastly, the Supervisors Evaluation, which details the assessment of staff response and critique of the staff actions. Each month, the agency conducts a UF Review with a committee consisting of the Facility Managers, Supervisors, and staff involved. All documentation and video footage are presented so the committee can determine if the incident was within policy. The outcome for the Review Committee is: A – Within Policy; B – Within Policy but training identified; C – Staff actions referred to Professional Standards Unit; and D – Other. Each of the incidents we reviewed were cleared by Administration as ‘Within Policy’. (1) restricts the use of force to that which is deemed reasonable and necessary, as defined in Section 511.3 ⁋ 1 1302 to ensure the safety and security of youth, staff, ☒ 511.3.1 Factors to determine ☐ ☐ others and the facility. Reasonableness of Force. (2) outline the force options available to staff including both physical and non-physical options and 511.5 ☒ define when those force options are appropriate. ☐ ☐ 511.5.1 FPO.08.F, 1 7727 Ventura JF Detention PRO 23-24 Page 40 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) describe force options or techniques that are expressly prohibited by the facility. 511.10 (l) 511.5.1 ⁋ 1 and 3 In policy, the only prohibited use of force is the Carotid Hold. If time allows, the agency ☒ ☐ ☐ operational procedure promotes a use of force team approach to an incident, including a supervisor, to determine how and what type of force is appropriate given the circumstances. This process allows for a ‘natural’ de-escalation and the use of the least amount of force necessary. (4) describe the requirements of staff to report any inappropriate use of force, and to take affirmative 511.3.2 Duty to Intervene action to immediately stop it. ☒ 511.6 ☐ ☐ 511.6.1 (5) define a standardized reporting format that includes time period and procedure for documenting 511.6 Reporting UF and reporting the use of force, including reporting requirements of management and line staff and procedures for reviewing and tracking use of force incidents by supervisory and or management staff, ☒ ☐ ☐ which include procedures for debriefing a particular incident with staff and/or youth for the purposes of training as well as mitigating the effects of trauma that may have been experienced by staff and /or the youth involved. (6) Include an administrative review and a system for investigating unreasonable use of force. 511.9 UF Review ☒ ☐ ☐ 511.91 UF Review Committee (7) define the role, notification, and follow-up procedures required after use of force incidents for 511.6.1 Notifications to Medical, Mental medical, mental health staff and parents or legal ☒ Health and Parent ☐ ☐ guardians. 517.5 (8) describe the limitations of use of force on pregnant youth in accordance with Penal Code ☒ 512.9 Section 6030(f) and Welfare and Institutions Code ☐ ☐ Section 222. 7727 Ventura JF Detention PRO 23-24 Page 41 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (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 ☒ 511.4 ⁋ 1 and 2 ☐ ☐ chemical agents in the facility and the type, size and the approved method of deployment for those chemical agents. (2) mandate that chemical agents only be used when there is an imminent threat to the youth’s safety or ☒ 511.4.1 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 511.4 ⁋ 3 and 5 ☒ to chemical agents shall not be left unattended until ☐ ☐ FPO.08.L, 2 that youth is fully decontaminated or is no longer suffering the effects of the chemical agent. FPO.08.L, 4 (4) define the role, notification, and follow-up procedures required after use of force incidents ☒ 511.6.1 Notifications to Medical, Mental involving chemical agents for medical, mental health ☐ ☐ Health and Parent staff and parents or legal guardians. (5) provide for the documentation of each incident of use of chemical agents, including the reasons for 511.6 (g) which it was used, efforts to de-escalate prior to use, youth and staff involved, the date, time and location ☒ ☐ ☐ FPO.08.I, 2 of use, decontamination procedures applied and identification of any injuries sustained as a result of FPO.08. 4 such use. (c) Facilities shall develop policies and procedure which require that agencies provide initial and regular training ☒ 300.3.1 in use of force and chemical agents when appropriate ☐ ☐ 511.4 that address: (1) known medical and behavioral health conditions that would contraindicate certain types of force; ☒ 511.10 (i) ☐ ☐ (2) acceptable chemical agents and the methods of application. ☒ 511.4 ⁋ 2 ☐ ☐ (3) signs or symptoms that should result in immediate referral to medical or behavioral health. ☒ ☐ ☐ 511.10 (j) (4) instruction on the Constitutional Limitations of Use of Force. ☒ 511.10 (i) ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 42 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (5) physical training force options that may require the use of perishable skills. 511.3 ⁋ 2 ☒ ☐ ☐ 511.10 (6) timelines the facility uses to define regular training. 300 Training ☒ ☐ ☐ 511.10 Initial and Annual Training 1358 USE OF PHYSICAL RESTRAINTS 512. Use of Restraints (UR) The facility administrator, in cooperation with the 301.8 Administration Manual responsible physician and mental health director, shall develop and implement written policies and procedures There has been one use of restraint per this for the use of restraint devices. Restraint devices regulation since April 2022. The incident include any devices which immobilize a youth's involved a female youth in detention who extremities and/or prevent the youth from being exhibited self-harm behaviors. For her own ambulatory. ☒ protection, the youth was placed in soft ☐ ☐ restraints for approximately 3 hours pending transport to the hospital. During the time in restraints, she was under constant supervision of staff and medical personnel while in the safety room. This incident is the first UR since 2019. Physical restraints may be used only for those youth who present an immediate danger to themselves or 512.3 (c) and (e) others, who exhibit behavior which results in the destruction of property, or reveals the intent to cause ☒ self-inflicted physical harm. Physical restraints should ☐ ☐ be utilized only when it appears less restrictive alternatives would be ineffective in controlling the youth’s behavior. In no case shall restraints be used as punishment or discipline, or as a substitute for treatment. The use of 512.3 (g) and (l) restraint devices that attach a youth to a wall, floor or 512.5 (a) 1 other fixture, including a restraint chair, or through 512.9 Pregnant Youth affixing of hands and feet together behind the back ☒ 512.9.1 ☐ ☐ (hogtying) is prohibited. The use of restraints on pregnant youth is limited in accordance with Penal Code Section 6030(f) and Welfare and Institutions Code Section 222. The provisions of this section do not apply to the use of handcuffs, shackles or other restraint devices when 512.5 UR for Movement and Transportation used to restrain youth for movement or transportation ☒ within the facility. Movement within the facility shall be ☐ ☐ governed by Section 1358.5, Use of Restraint Devices for Movement Within the Facility. 7727 Ventura JF Detention PRO 23-24 Page 43 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS Youth shall be placed in restraints only with the approval of the facility manager or designee. The facility manager 512.3 (d) may delegate authority to place a youth in restraints to ☒ a physician. Reasons for continued retention in ☐ ☐ restraints shall be reviewed and documented at a minimum of every hour. A medical opinion on the safety of placement and retention shall be secured as soon as possible, but no 512.3 (j)(1) later than two hours from the time of placement. The ☒ ☐ ☐ youth shall be medically cleared for continued retention at least every three hours thereafter. A mental health consultation shall be secured as soon as possible, but in no case longer than four hours from 512.3 (j)(2) ☒ the time of placement, to assess the need for mental ☐ ☐ health treatment. Continuous direct visual supervision shall be conducted to ensure that the restraints are properly employed, and 512.3 (j) to ensure the safety and well-being of the youth. 512.7 (e) Observations of the youth's behavior and any staff ☒ ☐ ☐ interventions shall be documented at least every 15 minutes, with actual time of the documentation recorded. In addition to the requirements above, policies and procedures shall address: 512.7 Documentation ☒ ☐ ☐ (a) documentation of the circumstances leading to an application of restraints. (b) known medical conditions that would contraindicate certain restraint devices and/or techniques. 512.6 (k) ☒ ☐ ☐ 512.10 (h) (c) acceptable restraint devices. ☒ 512.10 (i) ☐ ☐ (d) signs or symptoms which should result in immediate medical/mental health referral. ☒ 512.10 (j) ☐ ☐ (e) availability of cardiopulmonary resuscitation equipment. ☒ 512.10 (k) ☐ ☐ (f) protective housing of restrained youth. While in restraint devices, all youth shall be housed alone or in a 512.10 (d) ☒ specified housing area for restrained youth which makes ☐ ☐ 512.6 (d) provision to protect the youth from abuse. 7727 Ventura JF Detention PRO 23-24 Page 44 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (g) provision for hydration and sanitation needs. ☒ 512.3 (m) ☐ ☐ 512.10 (l) (h) exercising of extremities. ☒ ☐ ☐ 512.6 (k) 1358.5 USE OF RESTRAINT DEVICES FOR MOVEMENT AND TRANSPORTATION 512.4 WITHIN THE FACILITY. 512.5 UR for Movement and Transportation The Facility Administrator, in cooperation with the responsible physician and behavioral/mental health ☒ ☐ ☐ director, shall develop and implement written policies and procedures for the use of restraint devices when the purpose is for movement or transportation within the facility that shall include the following: (a) identification of acceptable restraint devices, staff approved to utilize restraint devices and the required ☒ 512.1 ☐ ☐ training. (b) the circumstances leading to the application of restraints must be documented. ☒ 512.5 (a)(1) ☐ ☐ (c) an individual assessment of the need to apply restraints for movement or transportation that includes 512.5 (b)(1) consideration of less restrictive alternatives, 512.5 (c)(1) consideration of a youth’s known medical or mental health conditions, trauma informed approaches, and a The VCPAJF agency has been tracking the process for documentation and supervisor review and UR as identified in this regulation since last approval. ☒ cycle. Since April of 2022, there have been ☐ ☐ 17 applications of restraints for movement. Our review of the reports when restraints were used provided sufficient justification. From July 2020 to April 2022, 27 of the 57 reports reviewed included restraints as defined in this regulation. (d) consideration of safety and security of the facility, with a clearly defined expectation that restraint devices 512.3 (g) ☒ shall not be used for the purposes of discipline or ☐ ☐ retaliation. (e) the use of restraints on pregnant youth is limited in accordance with Penal Code Section 6030(f) and ☒ 512.9 ☐ ☐ Welfare and Institutions Code Section 222. 7727 Ventura JF Detention PRO 23-24 Page 45 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1359 SAFETY ROOM PROCEDURES 506 Safety Rooms and Camera Rooms (a) The facility administrator, and where applicable, in 506.3 cooperation with the responsible physician, shall develop and implement written policies and procedures There have been 3 safety room placements governing the use of safety rooms, as described in Title since April 2022, all involving self-harming 24, Part 2, Section 1230.1.13. The room shall be used behavior. Two of the incidents were one to hold only those youth who present an immediate female youth in detention, who was actively danger to themselves or others, who exhibit behavior trying to harm herself while making suicidal which results in the destruction of property, or reveals statements. After the second incident, the the intent to cause self-inflicted physical harm. A safety agency was able to transport the youth to the room shall not be used for punishment or discipline, or hospital on a 5585 hold. The third incident as a substitute for treatment. Policies and procedures involved a different female youth hitting her shall: head against her room wall repeatedly. She was transported to the safety cell for her own protection pending transport to the hospital ☒ ☐ ☐ for evaluation. The amount of time in the safety cell was monitored by Medical and Behavior Health (Crisis Team) and was 2 hours and 47 minutes, 2 hours and 20 minutes, and 1 hour and 56 minutes. The agency complied with regulation and policy for each incident and had multiple staff and partners in close proximity during each event. Prior to the above, the agency has had no safety cell placements since one in 2019 and 4 in 2018. (1) include provisions for administration of necessary nutrition and fluids, access to a toilet, and suitable ☒ 506.4 (e) ☐ ☐ clothing to provide for privacy; (2) provide for approval of the facility manager, or designee, before a youth is placed into a safety ☒ 506.4 (a) ☐ ☐ room; (3) provide for continuous direct visual supervision and documentation of the youth's behavior and any 506.4 (c) ☒ staff interventions every 15 minutes, with actual time ☐ ☐ recorded; (4) provide that the youth shall be evaluated by the facility manager, or designee, every four hours; ☒ 506.4 (g) ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 46 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (5) provide for immediate medical assessment, where appropriate, or an assessment at the next 506.4 (h) daily sick call; and, ☒ The policy states the assessment shall take ☐ ☐ place no longer than 12 hours after placement. (6) provide a process for documenting the reason for placement, including attempts to use less restrictive 506.4 (i) ☒ means of control, and decisions to continue and end ☐ ☐ placement. (b) The placement of a youth in the safety room shall be ☒ accomplished in accordance with the following: ☐ ☐ (1) safety room shall not be used before other less restrictive options have been attempted and 506.4 (j) ☒ exhausted, unless attempting those options poses a ☐ ☐ threat to the safety or security of any youth or staff. (2) safety room shall not be used for the purposes of punishment, coercion, convenience, or retaliation by ☒ 506.4 (l) ☐ ☐ staff. (3) safety room shall not be used to the extent that it compromises the mental and physical health of the ☒ 506.4 (l) ☐ ☐ youth. (c) A youth may be held up to four hours in the safety room. After the youth has been held in the safety room 506.4 (g) for a period of four hours, staff shall do one or more of ☒ ☐ ☐ the following: Refer to 601.4.5, Room Confinement ☒ 506.4 (g)(1) (1) return the youth to general population. ☐ ☐ ☒ 506.4 (g)(1) (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 ☐ ☐ 506.4 (g)(1) the youth to general population. (d) If confinement in the safety room must be extended beyond four hours, staff shall develop an individualized 506.4 (g)(1) plan that includes the requirements of Section 1354.5 ☒ ☐ ☐ and the goals and objectives to be met in order to integrate the youth to general population. 7727 Ventura JF Detention PRO 23-24 Page 47 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1360 SEARCHES 513 Searches The facility administrator shall develop and implement written policies and procedures governing the search of youth, the facility, and visitors. Policies and procedures shall provide that: The agency conducts routine unit and room searches for the ongoing safety of the facility. ☒ ☐ ☐ Due to fentanyl and other drugs coming into the facility, the VCPAJF has purchased two body scanners and a mail scanner as tools to prevent this from occurring. It is expected they will arrive in August. Prospective policies for their use are being developed. (a) Searches shall be conducted to ensure the safety and security of the facility, public, visitors, youth, and ☒ 513.2 ⁋ 1 staff. ☐ ☐ (b) Searches shall be conducted in a manner that preserves the privacy and dignity of the person being ☒ 513.1 ⁋ 1 searched and shall not be conducted for harassment or ☐ ☐ 513.2 ⁋ 1 as a form of discipline or punishment. 7727 Ventura JF Detention PRO 23-24 Page 48 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Strip searches and visual or physical body cavity searches shall comply with Penal Code Section 4030. 513.4.1 (a) 513.4.2 (a) The agency has conducted strip searches of units and youth more in this past year due to contraband coming into the facility. Visits have gone to no contact in some cases as the agency traced the source. Phone call coding and recordings reviewed also pointed to a pathway for contraband. Since April of 2022, there have been 425 strip searches conducted, 243 due to contraband in the units and/or positive drug tests of youth in the facility. Of the 182 additional strip ☒ searches, averaging 13 per month, we found ☐ ☐ documented reasonable suspicion and authorization by the supervisor in all but 16 incidents. These 16 were approved by a supervisor but the documentation other than the coded reason for the search was not verified. We reviewed the strip searches from April 2020 to June 2022 (334 – average 15/month), finding this average consistent/less than current practice. We provided technical assistance to the agency to ensure the reasonable suspicion was not just a conversation but documented in the electronic search authorization and/or by incident report. (d) Physical body cavity searches shall only be conducted by a medical professional. ☒ 513.4,2 (b) ☐ ☐ (e) Any youth held after a detention hearing shall only be strip searched with prior approval of a supervisor 513.4.2 (b) when there is reasonable suspicion based on specific ☒ and articulable facts to believe that youth is concealing ☐ ☐ contraband. The reasonable suspicion shall be documented. (f) Searches of transgender and intersex youth shall comply with Section 1352.5. 501.12 II-A and B ☒ 513.5 ☐ ☐ 301.5 II Administrative Manual 7727 Ventura JF Detention PRO 23-24 Page 49 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (g) Cross-gender pat-down searches and strip searches are prohibited except in exigent circumstances or when ☒ 513.3 Last ⁋ conducted by a medical professional. Such searches ☐ ☐ must be justified and documented in writing. 1361 GRIEVANCE PROCEDURE 606 Youth Grievances The facility administrator shall develop and implement 606.3 ⁋ 1 written policies and procedures whereby any youth may appeal and have resolved grievances relating to any The VCPAJF agency reported 72 grievances condition of confinement, including but not limited to filed from April 2022 to June 2023, an health care services, classification decisions, program average of 5.1 per month. There were 34 in participation, telephone, mail or visiting procedures, 2022, 35 in 2021, 43 in 2020, reduced from food, clothing, bedding, mistreatment, harassment or the 79 in 2019 and 82 in 2018. The process violations of the nondiscrimination policy. There shall be and form are compliant with regulation and no time limit on filing grievances. Policies and policy, allowing youth to communicate and procedures shall include provisions whereby the facility staff to be responsive to the operational manager ensures: procedures used. ☒ ☐ ☐ We reviewed all the grievances filed from April 2022 to June of 2023 and found them to be timely with appropriate sanctions. Staff comments appeared to be a documented conversation, leading the youth to understand the behavior and sanction, or to find resolution for a condition of confinement the youth did not agree with. There were several beyond the regulation 3- day receipt of the grievance, but each involved an agency partner of Food Services grievance. All were resolved within 10 days of the receipt of the grievance. (a) a grievance form and instructions for registering a grievance, which includes provisions for the youth to ☒ 606.3 Bullet 1 ☐ ☐ have free access to the form; (b) the youth shall have the option to confidentially file the grievance or to deliver the form to any youth ☒ 606.3 Bullet 8 ☐ ☐ supervision staff working in the facility; (c) resolution of the grievance at the lowest appropriate staff level; ☒ 606.3 Bullet 2 ☐ ☐ (d) provision for a prompt review and initial response to grievances within three (3) business days, grievances ☒ 606.4.2 ⁋ 3 that relate to health and safety issues must be ☐ ☐ addressed immediately; 7727 Ventura JF Detention PRO 23-24 Page 50 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) The youth may elect to be present to explain his/her version of the grievance to a person not 606.4.5 (a) ☒ directly involved in the circumstances which led to ☐ ☐ the grievance. (2) Provision for a staff representative approved by the facility administrator to assist the youth. ☒ 606.4.5 (b) ☐ ☐ (e) provision for a written response to the grievance which includes the reasons for the decisions; ☒ 606.4.3 ☐ ☐ (f) a system which provides that any appeal of a grievance shall be heard by a person not directly 606.4.5 (a) ☒ involved in the circumstances which led to the ☐ ☐ grievance; (g) resolution of the grievance must occur within ten (10) business days unless circumstances dictate a longer ☒ 606.4.2 ⁋ 4 time frame. The youth shall be notified of any delay; ☐ ☐ and, (h) the policy shall provide multiple internal and external methods to report sexual abuse and sexual harassment. 606.5 ☒ ☐ ☐ 606.5.1 Whether or not associated with a grievance, concerns of parents, guardians, staff or other parties shall be 606.4.5 (c) ☒ addressed and documented in accordance with written ☐ ☐ policies and procedures within a specified timeframe. 1362 REPORTING OF INCIDENTS 206 Report Preparation A written report of all incidents which result in physical 206.4.2 harm, use of force, serious threat of physical harm, or death of an employee, youth or other person(s) shall be ☒ ☐ ☐ maintained. Such written record shall be prepared by the staff and submitted to the facility manager by the end of the shift, unless additional time is necessary and authorized by the facility manager or designee. 1363 USE OF REASONABLE FORCE TO COLLECT DNA SPECIMENS, SAMPLES, 517 Biological Samples IMPRESSIONS 517.5 UF to Collect DHPO 01.P.1.16 (a) Pursuant to Penal Code Section 298.1 authorized law enforcement, custodial, or corrections personnel including peace officers, may employ reasonable force ☒ ☐ ☐ The VCPAJF policy does not use force to collect DNA. Staff advise the youth that their to collect blood specimens, saliva samples, and thumb failure to cooperate will result in a return to or palm print impressions from individuals who are Court. required to provide such samples, specimens or impressions pursuant to Penal Code Section 296 and who refuse following written or oral request. 7727 Ventura JF Detention PRO 23-24 Page 51 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) For the purpose of this section, the “use of reasonable force” shall be defined as the force that 511.3.1 an objective, trained and competent correctional ☒ employee, faced with similar facts and ☐ ☐ circumstances, would consider necessary and reasonable to gain compliance with this section. (2) The use of reasonable force shall be preceded by efforts to secure voluntary compliance. Efforts to 517.5.2 secure voluntary compliance shall be documented ☒ and include an advisement of the legal obligation to ☐ ☐ provide the requisite specimen, sample or impression and the consequences of refusal. (b) The force shall not be used without the prior written authorization of the supervising officer on duty. The 517.5.2 authorization shall include information that reflects the ☒ ☐ ☐ fact that the offender was asked to provide the requisite specimen, sample, or impression and refused. (1) If the use of reasonable force includes a cell extraction, the extraction shall be videotaped. Video 517.5.1 shall be directed at the cell extraction event. The videotape shall be retained by the agency for the ☒ length of time required by statute. Notwithstanding ☐ ☐ the use of the video as evidence in a court proceeding, the tape shall be retained administratively. 7727 Ventura JF Detention PRO 23-24 Page 52 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot 1370 EDUCATION PROGRAM 1003 Youth Education Services (a) School Programs 1003.3 ⁋ 3 The County Board of Education shall provide for the 1003.4 (b)(1) Education Program administration and operation of juvenile court schools in Coordination conjunction with the Chief Probation Officer, or designee pursuant to applicable State laws. The school and The Ventura County Office of Education facility administrators shall develop and implement operates the Providence School onsite at the written policy and procedures to ensure communication facility. The last evaluation continues to and coordination between educators and probation reveal a good relationship amongst probation staff. Culturally responsive and trauma-informed and school staff, with daily briefings and approaches should be applied when providing thorough monthly meetings with agency instruction. Education staff should collaborate with the administrators. facility administrator to use technology to facilitate learning and ensure safe technology practices. The facility administrator shall request an annual review of While onsite, we met with the Director of each required element of the program by the Alternative Education for the Ventura County Superintendent of Schools, and a report or review Office of Education (VCOE), Stephanie checklist on compliance, deficiencies, and corrective Rodrigues, Teresa Vega, the site Assistant action needed to achieve compliance with this section. Principal, and Nicole Garr, Counselor. We Such a review, when conducted, cannot be delegated to once again discussed the early and easy the principal or any other staff of any juvenile court graduation requirements and whether the OE school site. The Superintendent of Schools shall made independent evaluations to address conduct this review in conjunction with a qualified the need to provide a diploma to a youth outside agency or individual. Upon receipt of the review, based on their age, credits to date, and the facility administrator or designee shall review each anticipated length of stay, mostly to ensure item with the Superintendent of Schools and shall take ☒ that just because a youth is eligible that they whatever corrective action is necessary to address each ☐ ☐ evaluate the best-case scenario for each deficiency and to fully protect the educational interests independent youth. Ms. Garr works most with of all youth in the facility. this population and assured the process is independent, indicating there could be a more robust conversation with the parent and youth when the situation involves a long stay in custody. It is significant to note that while onsite, we were advised 15 youth had graduated so far this year, 13 with the limited credits pursuant to AB – 167. This is significant because the agency and VCOE have limited post- secondary opportunities for youth beyond enrollment in an online local college, AutoTech (not during summer months), and Paxton Patterson (PP), which is facilitated by Probation staff. There is a plan for an Ag Program and Digital Media program to start this fall. We discussed the VCOE hard line for not allowing graduated youth to remain in the classroom or to provide greater opportunities for these youth who will remain with the 7727 Ventura JF Detention PRO 23-24 Page 53 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS agency long-term. VCOE continues to provide little in terms of opportunities for graduated youth but allows youth in long- term custody to graduate early without consideration of the benefits to remain in the classroom. The VCPAJF has tentative plans to fund a teacher to provide services. (b) Required Elements 1003.2 The facility school program shall comply with the State 1003.3 Education Code and County Board of Education 1003.4 (b)(1) policies, all applicable federal education statutes and 1003.5 regulations and provide for an annual evaluation of the educational program offerings. As stated in the 2009 California Standards for the Teaching Profession, ☒ ☐ ☐ teachers shall establish and maintain learning environments that are physically, emotionally, and intellectually safe. Youth shall be provided a rigorous, quality educational program that responds to the different learning styles and abilities of students and prepares them for high school graduation, career entry, and post-secondary education. All youth shall be treated equally, and the education program shall be free from discriminatory action. Staff 1003.3 (a) shall refer to transgender, intersex and gender- ☒ ☐ ☐ nonconforming youth by their preferred name and gender. (1) The course of study shall comply with the State Education Code and include, but not be limited to, ☒ 1003.5 ⁋ 3 ☐ ☐ courses required for high school graduation. (2) Information and preparation for the High School Equivalency Test as approved by the California ☒ 1003.5 ⁋ 3 Department of Education shall be made available to ☐ ☐ eligible youth. (3) Youth shall be informed of post-secondary education and vocational opportunities. ☒ 1003.4 (o)(1) ☐ ☐ (4) Administration of the High School Equivalency Tests as approved by the California Department of ☒ 1003.5 ⁋ 3 ☐ ☐ Education, shall be made available when possible. (5) Supplemental instruction shall be afforded to youth who do not demonstrate sufficient progress ☒ 1003.5 ⁋ 4 ☐ ☐ towards grade level standards. 7727 Ventura JF Detention PRO 23-24 Page 54 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) The minimum school day shall be consistent with State Education Code Requirements for juvenile 1003.5 ⁋ 2 court schools. The facility administrator, in conjunction with education staff, must ensure that operational procedures do not interfere with the time ☒ ☐ ☐ afforded for the minimum instructional day. Absences, time out of class or educational instruction, both excused and unexcused, shall be documented. (7) Education shall be provided to all youth regardless of classification, housing, security status, 1003.4 (a) disciplinary or separation status, including room 1003.4 (g)(1) confinement, except when providing education 1003.8 ☒ poses an immediate threat to the safety of self or ☐ ☐ others. Education includes, but is not limited to, related services as provided in a youth’s Section 504 Plan or Individualized Education Program (IEP). (c) School Discipline 1003.7 ⁋ 1 (1) Positive behavior management will be implemented to reduce the need for disciplinary ☒ ☐ ☐ action in the school setting and be integrated into the facility's overall behavioral management plan and security system. (2) School staff shall be advised of administrative decisions made by probation staff that may affect the ☒ 1003.7 ⁋ 2 ☐ ☐ educational programming of students. (3) Except as otherwise provided by the State Education Code, expulsion/suspension from school 1003.7 ⁋ 3 shall be imposed only when other means of correction fails to bring about proper conduct. School staff shall follow the appropriate due process safeguards as set forth in the State Education Code ☒ ☐ ☐ including the rights of students with special needs. School staff shall document the other means of correction used prior to imposing expulsion/ suspension if an expulsion/suspension is ultimately imposed. (4) The facility administrator, in conjunction with education staff will develop policies and procedures 1003.4 (g) ☒ that address the rights of any student who has ☐ ☐ continuing difficulty completing a school day. (d) Provisions for Special Populations (1) State and federal laws and regulations shall be 1003.3 ⁋ 2 observed for all individuals with disabilities or 1003.4 (a) suspected disabilities. This includes but is not limited ☒ ☐ ☐ to child find, assessment, continuum of alternative placements, manifestation determination reviews, and implementation of Section 504 Plans and Individualized Education Programs. 7727 Ventura JF Detention PRO 23-24 Page 55 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) Youth identified as English Learners (EL) shall be afforded an educational program that addresses their 1003.4 (m) ☒ language needs pursuant to all applicable state and ☐ ☐ federal laws and regulations governing programs for EL students. (e) Educational Screening and Admission (1) Youth shall be interviewed after admittance and a 1003.4 (c)(1) record maintained that documents a youth's ☒ 1003.4 (h) educational history, including but not limited to: ☐ ☐ 1003.4.1 (A) School progress/school history; ☒ 1003.4.1 ☐ ☐ (B) Home Language Survey and the results of the State Test used for English language proficiency; ☒ 509.9.2 ☐ ☐ (C) Needs and services of special populations as defined by the State Education Code, including but ☒ 701.4 (f) ☐ ☐ not limited to, students with special needs. 1003.4 (e) (D) Discipline problems. ☒ ☐ ☐ 1003.7 (2) Youth will be immediately enrolled in school. Educational staff shall conduct an assessment to 1003.4 (c) ☒ determine the youth's general academic functioning ☐ ☐ 1003.4.1 ⁋ 1 levels to enable placement in core curriculum courses. (3) After admission to the facility, a preliminary ☒ education plan shall be developed for each youth ☐ ☐ 1003.4.1 ⁋ 1 within five school days. (4) Upon enrollment, education staff shall comply with the State Education Code and request the youth's 1003.4.1 records from his/her prior school(s), including, but not limited to, transcripts, Individual Education Program (IEP), 504 Plan, state language assessment scores, ☒ ☐ ☐ immunization records, exit grades, and partial credits. Upon receipt of the transcripts, the youth's educational plan shall be reviewed with the youth and modified as needed. Youth should be informed of the credits they need to graduate. (f) Educational Reporting (1) The complete facility educational record of the 1003.4 (i) ☒ youth shall be forwarded to the next educational ☐ ☐ placement in accordance with the State Education Code. (2) The County Superintendent of Schools shall provide appropriate credit (full or partial) for course ☒ 1003.4 (i) ☐ ☐ work completed while in juvenile court school in accordance with the State Education Code. 7727 Ventura JF Detention PRO 23-24 Page 56 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (g) Transition and Re-Entry Planning (1) The Superintendent of Schools and the Chief 1003.4 (n) Probation Officer or designee, shall develop policies and procedures to meet the transition needs of youth, ☒ ☐ ☐ including the development of an education transition plan, in accordance with the State Education Code and in alignment with Title 15, Minimum Standards for Juvenile Facilities, Section 1355. (h) Post-Secondary Education Opportunities (1) The school and facility administrator should, 1003.6 whenever possible, collaborate with local post- secondary education providers to facilitate access to educational and vocational opportunities for youth that We noted the VCPAJF Administration made considers the use of technology to implement these the decision to defer summer online college programs. to facilitate their own college readiness program. They found youth were unprepared ☒ to understand the responsibilities for ☐ ☐ independent learning and felt a program to facilitate independent thought, be responsive to the curriculums, and to be able to seek assistance from educational staff not in the classroom were important for the young population that was not ready for ‘college’ learning. 1371 PROGRAMS, RECREATION, AND EXERCISE. 1002 Programs, Recreation and Exercise 1002.2 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 programs, recreation, and exercise a minimum of three 1002.3 ⁋ 1 hours a day during the week and five hours a day each ☒ Saturday, Sunday or other non-school days, of which ☐ ☐ one hour shall be an outdoor activity, weather permitting. A youth’s participation in programs, recreation, and exercise may be suspended only upon a written finding 1002.3 ⁋ 2 by the administrator/manager or designee that a youth ☒ ☐ ☐ 1002.7 ⁋ 4 represents a threat to the safety and security of the facility. Such program, recreation, and exercise schedule shall be posted in the living units. ☒ 1002.3 ⁋ 3 ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 57 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS There will be a written annual review of the programs, recreation, and exercise by the responsible agency to 1000.3 (l) ensure content offered is current, consistent, and relevant to the population. A review of Programming at the Juvenile Facility was completed on July 5, 2023, by ☒ ☐ ☐ Chief Deputy Tim Dowler. The review acknowledged program needs for male and female youth, noting they would be age- appropriate and targeted based on identified needs in the Case Plan. (a) Programs. All youth shall be provided with the opportunity for at least one hour of daily programming to 1002.6 include, but not be limited to, trauma focused, cognitive, evidence-based, best practice interventions that are culturally relevant and linguistically appropriate, or pro- Programming includes responses to Victim social interventions and activities designed to reduce Awareness, substance abuse, conflict recidivism. These programs should be based on the resolution, anger management, parenting youth’s individual needs as required by Sections 1355 skills, gender-specific programming, mental and 1356. Such programs may be provided under the ☒ ☐ ☐ health services, positive youth development, direction of the Chief Probation Officer or the County building effective decision-making skills, and Office of Education and can be administered by county other topics that suit the needs of the youth partners such as mental health agencies, community population. based organizations, faith-based organizations or Probation staff. Programs may include but are not limited to: 7727 Ventura JF Detention PRO 23-24 Page 58 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) Cognitive Behavior Interventions; 1000.2 (2) Management of Stress and Trauma; 1000.3 (3) Anger Management; Available programs include: Healthy (4) Conflict Resolution; Lifestyles - Women of Substance Men of Honor (WOSMOH); Reins of HOPE (equine (5) Juvenile Justice System; therapy); Interactive Journaling; Ventura (6) Trauma-related interventions; County Arts Council (art, guitar, poetry, drumming, and mural painting); Therapy (7) Victim Awareness; Dogs; Dating Matters; First 5 Parenting Program; Brent’s Club; Smart Girls; Boys and (8) Self-Improvement; Girls Club Program*; Podcasting; ADPS (9) Parenting Skills and support; Tablets; STEPS-Y; Word on the Street; City Impact; Forever Found (CSEC youth); (10) Tolerance and Diversity; Passport to Manhood; ARISE; Operation Peace Works; Gender-Specific Services; and (11) Healing Informed Approaches; Music N Society. (12) Interventions by Credible Messengers; Ventura County Behavior Health provides the (13) Gender Specific Programming; following: Dialectical Behavior Therapy (DBT); Drug and Alcohol Programs (14) Art, creative writing, or self-expression; ☒ ☐ ☐ (individual and group); Moral Recognition (15) CPR and First Aid training; Therapy (MRT); Seeking Safety; Anger Management and Conflict Resolution; (16) Restorative Justice or Civic Engagement; Individual and Group Therapy; Co-Parent Counseling; and Sex Offender Treatment. (17) Career and leadership opportunities; and, (18) Other topics suitable to the youth population. Educational Programs include: Paxton Patterson (Construction trades program); Providence Scholars Program (online college); College Success; Literacy Tutors; Money Matters; and AutoTech. Re-Entry Services include: First Aid/CPR; Alpha Leadership; Forever Found Case Management; Second Chance Re-entry Services; Reducing Risks for Girls; Harm to Healing Restorative Justice; and Court Appointed Special Advocates. *These programs are not occurring currently due to the facilitators not being available. 7727 Ventura JF Detention PRO 23-24 Page 59 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Recreation. All youth shall be provided the opportunity for at least one hour of daily access to 1002.5 unscheduled activities such as leisure reading, letter writing, and entertainment. Activities shall be supervised and include orientation and may include coaching of ☒ ☐ ☐ Recreation Programs include Library Carts; youth. Organized Games; Special Events; and the Boys and Girls Club Rec Center (c) Exercise. All youth shall be provided with the opportunity for at least one hour of large muscle activity 1002.4 each day. ☒ ☐ ☐ Exercise other than that facilitated by staff include Futsal, Basketball, Boys and Girls Club Gym, and Special Events. The administrator/manager may suspend, for a period not to exceed 24 hours, access to recreation and 1002.7 ⁋ 3 programs. The administrator/manager shall document ☒ ☐ ☐ the reasons why suspension of recreation and programs occurs. 1372 RELIGIOUS PROGRAM 1007 Religious Programs The facility administrator shall provide access to 1007.3 ⁋ 2 religious services and/or religious counseling at least 1007.3.1 once each week. Attendance shall be voluntary. A youth shall be allowed to participate in an activity outside of their room if he/she elects not to participate in religious ☒ ☐ ☐ programs. The agency has religious providers in each unit one day per week. Youth have the Religious programs shall provide for: opportunity to meet with them or request a contact anytime. (a) opportunity for religious services and practices; ☒ 1007.3.1 ☐ ☐ (b) availability of clergy; and, ☒ 1007.12 ☐ ☐ (c) availability of religious diets. ☒ 1007.5 ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 60 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1373 WORK PROGRAM 1005 Youth Work Program The facility administrator shall develop policies and procedures regarding the fair and consistent assignment of youth to work programs. Work assigned ☒ ☐ ☐ to a youth shall be meaningful, constructive and related to vocational training or increasing a youth's sense of responsibility. Work programs shall not be imposed as a disciplinary measure 1374 VISITING 1008 Youth Visitation The facility administrator shall develop and implement 1008.3.2 written policies and procedures for visiting, that include provisions for special visits. Youth shall be allowed to receive visits by parents, guardians or persons standing in loco parentis, and children of youth. Other family ☒ ☐ ☐ At the time of the inspection, youth are able members, such as grandparents and siblings, and to have 2 visits per week, for an hour each supportive adults, may be allowed to visit with the visit, on Wednesdays and Sundays. Special approval of the facility administrator or designee, and in visits occur on Sunday mornings. conjunction with the youth’s case plan or in the best interest of the youth. All visits shall occur at reasonable times, subject only to the limitations necessary to maintain order and security. 1008.6 (f) Visitation shall not be denied solely based on the 1008.6 Last Paragraph visitor’s criminal history. The staff shall determine in 1008.5 Visitation Schedule each case, whether the visitor’s criminal history ☒ ☐ ☐ represents a risk to the safety of youth or staff in the facility. Any denial of visitation or limitation on visitations shall be communicated to the youth, person denied and facility administrator. Opportunity for visitation shall be a minimum of two hours per week. Visits may be supervised, but ☒ 1008.3.2 ⁋ 2 conversations shall not be monitored unless there is a ☐ ☐ security or safety need. Provisions for special visits, in addition to the two-hour minimum and/or outside of the regular visiting hours, 1008.8 shall be accommodated as necessary and within the discretion of the facility administrator or designee. ☒ Family therapy and professional visits shall be ☐ ☐ accommodated outside the provisions of this regulation. Facilities may provide visitation opportunities outside of normal visiting hours to accommodate special visits. The facility may provide access to technology as an alternative, but not as a replacement, to in-person ☒ 1008.3.2 ⁋ 3 ☐ ☐ visiting. 1375 CORRESPONDENCE 1001 Correspondence The facility administrator shall develop and implement ☒ ☐ ☐ written policies and procedures for correspondence which provide that: 7727 Ventura JF Detention PRO 23-24 Page 61 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) there is no limitation on the volume of mail that youth may send or receive; ☒ 1001.3 ⁋ 1 ☐ ☐ (b) youth may send two letters per week postage free; 1001.8 (a) ☒ ☐ ☐ Youth are able to send seven letters each week postage-free. (c) youth may correspond confidentially with state and federal courts, any member of the State Bar or holder of 1001.4 ⁋ 1 public office, and the Board; however, authorized facility ☒ ☐ ☐ staff may open and inspect such mail only to search for contraband and in the presence of the youth; and, (d) incoming and outgoing mail, other than that described in (c), may be read by staff only when there is ☒ 1001.6 ⁋ 2 reasonable cause to believe facility safety and security, ☐ ☐ 1001.6.1 public safety, or youth safety is jeopardized. 1376 TELEPHONE ACCESS 1006.2 Youth Telephone Policy The administrator of each juvenile facility shall develop and implement written policies and procedures to ☒ ☐ ☐ provide youth with access to telephone communications. 1377 ACCESS TO LEGAL SERVICES 602 Youth Access to Courts and Counsel The facility administrator shall develop written procedures to ensure the right of youth to have access ☒ ☐ ☐ to the courts and legal services. Such access shall include: (a) access, upon request by the youth, to licensed attorneys and their authorized representatives; ☒ 602.3 (a) ☐ ☐ (b) provision for confidential consultation with attorneys; and, ☒ 602.3 (b) ☐ ☐ (c) unlimited postage free, legal correspondence and cost-free telephone access as appropriate. ☒ 602.3 (c) ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 62 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1390 DISCIPLINE 600 Youth Discipline The facility administrator shall develop and implement 600.3.1 Rules and Sanctions written policies and procedures for the discipline of 600.6 Bullet 14 youth that shall promote acceptable behavior; including 1009.3 Behavior Modification Plan the use of positive behavior interventions and supports. ☒ ☐ ☐ Discipline shall be imposed at the least restrictive level which promotes the desired behavior and shall not include corporal punishment, group punishment, physical or psychological degradation. Deprivation of the following is not permitted: (a) bed and bedding; ☒ 600.6 Bullet 13 and 14 ☐ ☐ (b) daily shower, access to drinking fountain, toilet and ☒ 600.6 Bullet 7 personal hygiene items, and clean clothing; ☐ ☐ (c) full nutrition; ☒ 600.6 Bullet 4 ☐ ☐ (d) contact with parent or attorney; ☒ 600.6 Bullet 16 and 19 ☐ ☐ (e) exercise; ☒ 600.6 Bullet 11 ☐ ☐ (f) medical services and counseling; ☒ 600.6 Bullet 15 and 20 ☐ ☐ (g) religious services; ☒ 600.6 Bullet 20 ☐ ☐ (h) clean and sanitary living conditions; ☒ 600.6 Bullet 14 ☐ ☐ (i) the right to send and receive mail; ☒ 600.6 Bullet 18 ☐ ☐ (j) education; and, ☒ 600.6 Bullet 20 ☐ ☐ (k) rehabilitative programming. ☒ 600.6 Bullet 20 ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 63 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS The facility administrator shall establish rules of conduct and disciplinary penalties to guide the conduct of youth. 600.4 Minor Rules Such rules and penalties shall include both major 600.5 Major Rules violations and minor violations, be stated simply and 600.7 Sanctions ☒ affirmatively, and be made available to all youth. ☐ ☐ 1009 Behavior Management Program Provision shall be made to provide accessible information to youth with disabilities, limited English proficiency, or limited literacy. 7727 Ventura JF Detention PRO 23-24 Page 64 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1391 DISCIPLINE PROCESS 600.3 Discipline Process The facility administrator shall develop and implement written policies and procedures for the administration of The agency uses two separate forms for discipline which shall include, but not be limited to: Disciplinary Due Process. First, the Notice of Discipline, includes a summary of the incident and proposed sanction. The second form is the Hearing Form, currently used for every due process incident. The form allows the youth to write their version of the incident and to list any witnesses. There is also an area to list the staff who assisted with the form or a box to check if no one was requested to help the youth. Prior to the discipline hearing, the assigned Hearing Officer reviews video of the incident and all reports. Once a finding is made, the youth is notified and is offered an opportunity to appeal. Appeal forms are available in every living unit. We provided technical assistance to include the opportunity to allow the youth to either ☒ ☐ ☐ request a hearing or indicate they do not want a hearing if they agree to the Notice and Proposed Sanction. If the minor agrees and does not want a hearing, then the process is complete. They would then have the youth sign the form acknowledging no further action is requested. If the youth wants the hearing, then the existing process is fine. Our guidance is to simplify and shorten the operational responsibilities of staff. We reviewed 22 of the 133 Due Process incidents for 2021, including the Incident Report and subsequent documentation. The form prompts staff to follow the process and the documentation was clear. Of the incidents reviewed, 9 filed an appeal to the facility manager. The process for each incident started the same day as initiated and was resolved that day. We found the policy and process exceeds regulation. (a) designation of personnel authorized to impose discipline for violation of rules; ☒ 600.3 (a) ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 65 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) prohibiting discipline to be delegated to any youth; ☒ 600.6 Bullet 1 ☐ ☐ (c) definition of major and minor rule violations and their consequences, and due process requirements; 600.4 ☒ ☐ ☐ 600.5 (d) trauma-informed approaches and positive behavior interventions; ☒ 600.3.1 ⁋ 2 ☐ ☐ (e) minor rule violations may be handled informally by counseling, advising the youth of expected conduct 600.4 Minor Rules imposing a minor consequence. Discipline shall be ☒ 600.8 Documentation ☐ ☐ accompanied by written documentation and a policy of review and appeal to a supervisor; and, (f) major rule violations and the discipline process shall be documented and require the following: ☒ 600.5 ☐ ☐ (1) written notice of violation prior to a hearing; ☒ 600.5.3 ☐ ☐ (2) accommodations provided to youth with disabilities, limited literacy, and English language ☒ 600.5.7 ☐ ☐ learners; (3) hearing by a person who is not a party to the ☒ 600.5.4 ⁋ 2 incident; ☐ ☐ (4) opportunity for the youth to be heard, present ☒ 600.5.5 evidence and testimony; ☐ ☐ (5) provision for youth to be assisted by staff in the ☒ 600.5.3 hearing process; ☐ ☐ (6) provision for administrative review. ☒ 600.5.10 ☐ ☐ (g) violations that result in a removal from camp or commitment program, but not a return to court, will 600.7.1 ☒ follow the due process provisions in subsection (e) ☐ ☐ above. 7727 Ventura JF Detention PRO 23-24 Page 66 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1410 MANAGEMENT OF COMMUNICABLE DISEASES. VCPA: Policy 705 Communicable Disease The health administrator/responsible physician, in Policy, Youth cooperation with the facility administrator and the local Policy 705.3 Procedure health officer, shall develop written policies and ☒ ☐ ☐ Policy 1203 Communicable Disease Policy, procedures to address the identification, treatment, Members (Staff) control and follow-up management of communicable diseases. The policies and procedures shall address, but not be limited to: VCPA: Policy 705.3 (c) Procedure Coronavirus (COVID-19) PRE-BOOKING (a) Intake health screening procedures; ☒ ☐ ☐ PROCEDURES Intake and Medical Isolation Procedures (b) Identification of relevant symptoms; ☒ ☐ ☐ Intake and Medical Isolation Procedures Coronavirus (COVID-19) PRE-BOOKING (c) Referral for medical evaluation; ☒ ☐ ☐ PROCEDURES VCPA Policy 705.3 (d) Compliance with all relevant laws and regulations related to communicable diseases. VCPA Policy 705.4.3 Medical Consultation, (d) Treatment responsibilities during detention; ☒ ☐ ☐ Evaluation and Treatment VCPA: Youth Face Mask Protocol and Expectations (e) Coordination with public and private community- ☒ VCPA Policy 705.3 (d)(2) based resources for follow-up treatment; ☐ ☐ VCPA Policy 705.4.2 Supervisor Response (f) Applicable reporting requirements; and, ☒ ☐ ☐ and Reporting Requirements 7727 Ventura JF Detention PRO 23-24 Page 67 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS VCPA Policy 703 (d)(3) Developing (g) Strategies for handling disease outbreaks. ☒ strategies for handling communicable ☐ ☐ disease outbreaks. The policies and procedures shall be updated as necessary to reflect communicable disease priorities The agency coordinates policies with local identified by the local health officer and currently Public Health and CDC directives in recommended public health interventions. ☒ ☐ ☐ response to the Coronavirus Pandemic. These policies were updated in 2020. 1433 REQUESTS FOR HEALTH CARE SERVICES (EXCERPT) 702.3 Youth Access to Health Care The health administrator, in cooperation with the facility administrator, shall develop policy and procedures to ☒ ☐ ☐ 702.3 (b) and (c) Unimpeded Access to establish a daily routine for youth to convey requests for Health Care Services emergency and non-emergency medical, dental and behavioral/mental health care services. 1480 STANDARD FACILTY CLOTHING ISSUE The youth’s personal clothing, undergarments and 802.6 Clothing Issue footwear may be substituted for the institutional clothing ☒ and footwear specified in this regulation. The facility has ☐ ☐ 363.1 Clothing Exchange the primary responsibility to provide clothing and footwear. Clothing provisions shall ensure that: (a) Clothing is clean, reasonably fitted, durable, easily laundered, in good repair, and free of holes and tears. ☒ 802.6 Paragraph 1 ☐ ☐ (b) The standard issue of climatically suitable clothing for youth shall consist of but not be limited to: ☒ ☐ ☐ (1) Socks and serviceable footwear; ☒ 802.6 Paragraph 2 Bullet 1 and 4 ☐ ☐ (2) Outer garments; ☒ 802.6 Paragraph 2 Bullet 2 ☐ ☐ (3) New non-disposable underwear which shall remain with the youth throughout their stay, and; ☒ 802.6 Paragraph 2 Bullet 3 and 5 ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 68 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (4) Undergarments, that are freshly laundered and free of stains, including tee shirts and bras. ☒ 802.6 Paragraph 2 Bullet 3 ☐ ☐ (c) Clothing is laundered at the temperature required by local ordinances for the commercial laundries and dried ☒ 802.7 completely in a mechanical dryer or other laundry ☐ ☐ method approved by the local health officer. (d) Suitable clothing is issued to pregnant youth. ☒ 802.6 Paragraph 2 Bullet 6 ☐ ☐ 1482 CLOTHING EXCHANGE The facility administrator shall develop and implement 802.6 Paragraph 1, 4, 5, and 6 written policies and site-specific procedures for the cleaning and scheduled exchange of clothing. Unless work, climatic conditions, or illness necessitates more ☒ ☐ ☐ frequent exchange, outer garments, except for footwear, shall be exchanged at least once each week. Tee shirts, bras, and underwear shall be exchanged daily; youth shall receive their own underwear back at exchange. 1484 CONTROL OF VERMIN IN YOUTH’S PERSONAL CLOTHING Procedure 321 There shall be written policies and site-specific procedures developed and implemented by the facility FPO.07.B, 1 administrator to control the contamination and/or spread ☒ ☐ ☐ of vermin and ecto-parasites in all youth’s personal clothing. Infested clothing shall be cleaned or stored in a closed container so as to eradicate or stop the spread of the vermin. 1485 ISSUE OF PERSONAL CARE ITEMS There shall be written policies and site-specific 802.8 Personal Hygiene of Youth procedures developed and implemented by the facility administrator for the availability of personal hygiene ☒ Procedure 362 Personal Hygiene ☐ ☐ items. Each female youth shall be provided with sanitary FPO.09.E, 1 napkins, panty liners and tampons as requested. Each youth to be held over 24 hours shall be provided with the following personal care items; (a) Toothbrush; ☒ 802.8 Paragraph 2 Bullet 4 ☐ ☐ Procedure 362.1 (f) 7727 Ventura JF Detention PRO 23-24 Page 69 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 802.8 Paragraph 2 Bullet 3 (b) Toothpaste; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 1 (c) Soap; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 2 (d) Comb; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 5 (e) Shaving implements; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 8 (f) Deodorant; ☒ ☐ ☐ Procedure 362.1 (f) (g) Lotion; ☒ 802.8 Paragraph 2 Bullet 9 ☐ ☐ 802.8 Paragraph 2 Bullet 10 (h) Shampoo; and, ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 11 (i) Post-shower conditioning hair products. ☒ ☐ ☐ Procedure 362.1 (f) 7727 Ventura JF Detention PRO 23-24 Page 70 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS Youth shall not be required to share any personal care items listed in items (a) through (d). Liquid soap provided through a common dispenser is permitted. Youth shall not share disposable razors. Double edged 802.8 Paragraph 4 safety razors, electric razors, and other shaving ☒ instruments capable of breaking the skin, when shared ☐ ☐ 604.4 Shaving among youth, shall be disinfected between individual uses by the method prescribed by the State Board of Barbering and Cosmetology in Sections 979 and 980, Chapter 9, Title 16, California Code of Regulations. 1486 PERSONAL HYGIENE There shall be written policies and site specific Procedure 362.1 (a) and (i) procedures developed and implemented by the facility administrator for showering/bathing and brushing of ☒ ☐ ☐ teeth. Youth shall be permitted to shower/bathe up on assignment to a housing unit and on a daily basis thereafter and given an opportunity to brush their teeth after each meal. 1487 SHAVING Youth shall have access to a razor daily, unless their 604.4 Shaving appearance must be maintained for reasons of identification in Court. All youth shall have equal ☒ ☐ ☐ opportunity to shave face and body hair. The facility administrator may suspend this requirement in relation to youth who are considered to be a danger to themselves or others. 1488 HAIR CARE SERVICES (EXCERPT) Hair care services shall be available in all juvenile 604.3 Haircuts facilities. Youth shall receive hair care services monthly. ☒ ☐ ☐ Equipment shall be cleaned and disinfected after each haircut or procedure, by a method approved by the State Board of Barbering and Cosmetology. 1500 STANDARD BEDDING AND LINEN ISSUE Clean laundered, suitable bedding and linens, in good 802.5 Bedding Issue repair, shall be provided for each youth entering a living ☒ ☐ ☐ area who is expected to remain overnight, shall include, but not be limited to: (a) One mattress or mattress-pillow combination which meets the requirements of Section 1502 of these ☒ 802.5 (b) regulations; ☐ ☐ (b) One pillow and a pillow case unless provided for in (a) above; ☒ 802.5 (e) ☐ ☐ 7727 Ventura JF Detention PRO 23-24 Page 71 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) One mattress cover and a sheet or two sheets; ☒ 802.5 (c) ☐ ☐ (d) One towel; and, ☒ 802.5 (d) ☐ ☐ (e) One blanket or more, up on request ☒ 802.5 (a) ☐ ☐ 1501 BEDDING LINEN EXCHANGE The facility administrator shall develop and implement 802.5 Paragraph 2 site specific written policies and procedures for the scheduled exchange of laundered bedding and linen ☒ ☐ ☐ issued to each youth housed. Washable items such as sheets, mattress covers, pillow cases and towels shall be exchanged for clean replacement at least once each week. The covering blanket shall be cleaned or laundered once a month. ☒ 802.5 (a)2 ☐ ☐ 1510 FACILITY SANITATION, SAFETY AND MAINTENANCE 800 Housekeeping and Maintenance The facility administrator shall develop and implement written policies and site-specific procedures for the Procedure 317 maintenance of an acceptable level of cleanliness, FPO.06.M, 1 Facility Sanitation, Safety and repair and safety throughout the facility. The plan shall Maintenance provide for a regular schedule of housekeeping tasks, ☒ ☐ ☐ equipment, including restraint devices, and physical plant maintenance and inspections to identify and correct unsanitary or unsafe conditions or work practices in a timely manner. The use of chemicals shall be done in accordance to the product label and Safety Data Sheet which may include the use of Personal Protection Equipment (PPE). 7727 Ventura JF Detention PRO 23-24 Page 72 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot REVIEW OF NON REGULATORY REQUIREMENTS GRANT FUNDING OR CODE REFERENCE YES NO N/A P/P REFERENCE - COMMENTS JUVENILE PROBATION AND CAMPS FUNDING (JPCF) (Camps Only) The programs/services identified on the JPCF Camp Eligibility Form are being provided at the facility. ☐ ☐ ☒ (Refer to the JPCF Camp Eligibility Form) 208.5 WIC CONTACT BETWEEN PERSONS UNDER THE JUVENILE COURT AGES 19- 20 AND MINORS IN THE FACILITY The facility houses Juvenile Court Wards 19 years of age and older. ☒ ☐ ☐ The facility has been approved to hold persons under the juvenile court who are ages 19 through 21. ☒ ☐ ☐ The facility continues to comply with the requirements of 208.5 WIC (programming, capacity and security of ☒ ☐ ☐ the facility) as outlined in the county’s application. JUVENILE JUSTICE DELINQUENCY PREVENTION ACT MONITORING (JJDPA) WIC 206 SEPARATE FACILITIES FOR WIC 300 MINORS ☐ ☐ Dependent or neglected minors who are defined under Viola ☒ Section 300 of the Welfare and Institutions Code (WIC) tion are held only in non-secure, separate and segregated facilities. DETENTION OF STATUS OFFENDERS (WIC 601) AND FEDERAL MINORS ☐ ☒ ☐ Status Offenders (WIC 601) are held in the facility. Status Offenders (WIC 601) are kept separate from ☐ Juvenile Delinquents (WIC 602)? (WIC 207[d]). ☐ ☒ Viola tion Federal Minors (ICE Holds or ORR Contract) are held in the facility. ☐ ☒ ☐ If yes to the above, the Monthly Report on the Detention of Status Offenders/Federal Minors is ☐ ☐ ☒ submitted to the BSCC. WIC 208 SEPARATION OF MINORS AND ADULT INMATES (JJDPA 42 USC 5633, Sec 223, State Plans (a)[12]) Are adult inmates held in the facility? (When a person ☐ ☒ ☐ in detention is proceeding through the adult court, AND that person is 18 years of age or older that person is an adult inmate.) 7727 Ventura JF Detention PRO 23-24 Page 73 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot If adult inmates are held, they are appropriately ☐ ☒ separated from minors. ☐ Viola tion Adult inmates from an adult facility (e.g. inmate ☐ workers or “Scared Straight” programs) are not ☐ ☒ allowed in the facility in a manner that allows contact Viola with minors. tion 7727 Ventura JF Detention PRO 23-24 Page 74 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS Board of State and Community Corrections PROCEDURES CHECKLIST1 BSCC Code: 7728 FACILITY NAME: Ventura County Probation Agency Juvenile Facility (VCPAJF) FACILITY TYPE: Camp Commitment Services PERSON(S) INTERVIEWED: Gina Johnson, Chief Probation Officer; Tim Dowler, Chief Deputy Probation Officer; Carrie Vredenburg, Director – Juvenile Facility Programs; Sandy Carrillo, Director, Juvenile Operations; Rebecca Jimenez, Corrections Service Officer (CSO) III; Chris Martinez, Supervising Deputy Probation Officer (SDPO); Lola Barnette, SDPO; Allysa Hyne, SDPO; Justin Burdine, CSO III; Adrian Jimenez, CSO II; Chris Mullins, CSO II; Shirley Scott, Wellpath RN; Teresa Vega, Assistant Principal Ventura County Office of Education; Stephanie Rodriguez, Director Ventura County Office of Education; Nicole Garr, Counselor Ventura County Office of Education; Stacy Thompson, Ventura County Food Services Manager; Ana Magbitang, Manager Ventura County Behavior Health; SYTF Youth - Alex, age 17; Joel, age 18, Brayleen, age 23; Jesus, age 22; Rogelio, age 19; Detention - Landon, age 18; Frank, age 17; Axel, age 20. FIELD REPRESENTATIVE: Elizabeth Gong DATE: July 10-13, 2023 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1313 COUNTY INSPECTION AND EVALUATION OF BUILDING AND GROUNDS 104.3.2 Required Local Inspections, On an annual basis, or as otherwise required by law, The following Inspections apply to the entire each juvenile facility administrator shall obtain a VCPAJF Physical Plant, including Detention, documented inspection and evaluation from the ☐ ☒ ☐ Commitment, and SYTF. following: (a) county building inspector or person designated by the November 1, 2021 Board of Supervisors to approve building safety; April 11, 2023 (b) fire authority having jurisdiction, including a fire clearance as required by Health and Safety Code ☒ ☐ ☐ November 15, 2022 Section 13146.1(a) and (b); April 18, 2023 (c) local health officer, inspection in accordance with Health and Safety Code Section 101045; 2022: Environmental Health May 5, 2022 Medical/Mental Health December 3, 2021 Nutritional Health April 15, 2022 ☒ ☐ ☐ 2023: Environmental Health June 8, 2023 Medical/Mental Health November 29, 2022 Nutritional Health July 7, 2023 1 This document is intended for use as a tool during the inspection process; this worksheet may not contain each Title 15 regulation that is required. Additionally, many regulations on this worksheet are SUMMARIES of the regulation; the text on this worksheet may not contain the entire text of the actual regulation. Please refer to the complete California Code of Regulations, Title 15, Minimum Standards for Local Facilities, Division 1, Chapter 1, Subchapter 5 for the complete list and text of regulations. 7728 Ventura JF Commitment PRO 23-24 Page 1 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) county superintendent of schools on the adequacy of educational services and facilities as required in October 26, 2021 ☒ ☐ ☐ Section 1370; December 7, 2022 (e) juvenile court as required by Section 209 of the Welfare and Institutions Code; and, November 5, 2021 ☒ ☐ ☐ March 14, 2023 (f) the Juvenile Justice Commission as required by Section 229 of the Welfare and Institutions Code or December 7, 2021 ☒ ☐ ☐ Probation Commission as required by Section 240 of the December 6, 2022 Welfare and Institutions Code. 1320 APPOINTMENT AND QUALIFICATIONS 100.1 BSCC Note: Compliance with this section is determined by receipt of the Chief Probation Officer’s certification The elements of this regulation are addressed letter confirming that all elements of regulation are met. in a memorandum completed by Chief Probation Officer Gina Johnson, dated June 20, 2023. (a) Appointment ☒ ☐ ☐ In each juvenile facility there shall be a superintendent, director or facility manager in charge of its program and employees. Such superintendent, director, facility manager and other employees of the facility shall be appointed by the facility administrator pursuant to applicable provisions of law. (b) Employee Qualifications Each facility shall: 1200.3 Recruitment (1) recruit and hire employees who possess ☒ ☐ ☐ knowledge, skills and abilities appropriate to their job classification and duties in accordance with applicable civil service or merit system rules; (2) require a medical evaluation and physical examination including tuberculosis screening test 1200.4 (i) Medical and Psychological Exam and evaluation for immunity to contagious illnesses ☒ ☐ ☐ of childhood (i.e., diphtheria, rubeola, rubella, and mumps); 100.5 Correction Officer Responsibilities (3) adhere to the minimum standards for the 302.1 Training Policy selection and training requirements adopted by the 302.4 Minimum Training Requirements Board pursuant to Section 6035 of the Penal Code; ☒ ☐ ☐ 1200.7 Employment Standards and 1200.7.1 Standards for Correction Officers (4) conduct a criminal records review, on each new employee, and psychological examination in accordance with Section 1031 of the Government ☒ ☐ ☐ 1200.4 (g); 1200.71 Code. 7728 Ventura JF Commitment PRO 23-24 Page 2 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Contract personnel, volunteers, and other non- employees of the facility, who may be present at the 305.2 facility, shall have such clearance and qualifications as 305.3 may be required by law, and their presence at the facility ☒ ☐ ☐ shall be subject to the approval and control of the facility These sections are related to clearance for manager. Volunteers/Interns and Support Personnel. 1321 STAFFING Each juvenile facility shall: 211 Staffing Plan (a) have an adequate number of personnel sufficient to carry out the overall facility operation and its ☒ ☐ ☐ programming, to provide for safety and security of youth and staff, and meet established standards and regulations; (b) ensure that no required services shall be denied because of insufficient numbers of staff on duty absent 200.3 ⁋ 2 Supervision of Youth exigent circumstances; 211.3.1 (a) The facility roster of staff, including mandated Deputy Probation Officers, and schedules for all VCPAJF reflect compliance with regulation. We reviewed staffing for February and April 2023, as well as schedules leading up to the on-site inspection, and found youth are moved to a condensed living unit for the ☒ ☐ ☐ purpose of sleeping to accommodate coverage. We have had discussions with the agency and provided technical assistance to identify the individual space as one 30-bed unit rather than two 15-bed individual units. The space would have significant day space for programming youth in separate areas to provide classification-specific programming or recreation. (c) have a sufficient number of supervisory level staff to ensure adequate supervision of all staff members; 211.3.1 (b) ☒ ☐ ☐ (d) have a clearly identified person on duty at all times who is responsible for operations and activities and has 211.3.1 (c) completed the Juvenile Corrections Officer Core Course ☒ ☐ ☐ and PC 832 training; (e) have at least one staff member present on each living unit whenever there are youth in the living unit; 211.3.1 (e) ☒ ☐ ☐ 7728 Ventura JF Commitment PRO 23-24 Page 3 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (f) have sufficient food service personnel relative to the number and security of living units, including staff 900 Food Services qualified and available to: plan menus meeting 900.3 Bullet 2 nutritional requirements of youth; provide kitchen supervision; direct food preparation and servings; conduct related training programs for culinary staff; and The agency Food Service Program exceeds maintain necessary records; or, a facility may serve food regulation as it relates to meal preparation that meets nutritional standards prepared by an outside and delivery. Youth receive 3 hot meals daily source; and we note in conversations with youth that the food is “really good” and “better than at home.” ☒ ☐ ☐ The Food Services Manager has a curriculum to administer a hands-on Food Handlers Program for youth that would include kitchen responsibilities and skills that would be lasting into adulthood. We support this, especially for graduated and long term stays, as the youth would immediately benefit upon community re-entry. (g) have sufficient administrative, clerical, recreational, medical, dental, mental health, building maintenance, 200.5 transportation, control room, facility security and other support staff for the efficient management of the facility, and to ensure that youth supervision staff shall not be ☒ ☐ ☐ diverted from supervising youth; and, (h) assign sufficient youth supervision staff to provide continuous wide awake supervision of youth, subject to 211.3.1 (f) 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 (A) during the hours that youth are awake, one ☐ ☐ ☒ This facility is not a Juvenile Hall. wide-awake youth supervision staff member on duty for each 10 youth in detention; (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide- awake youth supervision staff member on duty for ☐ ☐ ☒ each 30 youth in detention; 7728 Ventura JF Commitment PRO 23-24 Page 4 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the number of youth in detention, unless an arrangement has been made for backup support ☐ ☐ ☒ services which allow for immediate response to emergencies; and, (D) at least one youth supervision staff member on duty who is the same gender as youth housed ☐ ☐ ☒ in the facility. (E) personnel with primary responsibility for other duties such as administration, supervision of personnel, academic or trade instruction, clerical, ☐ ☐ ☒ kitchen or maintenance shall not be classified as youth supervision staff positions. (2) Special Purpose Juvenile Halls (A) during hours that youth are awake, one wide- This facility is not a Special Purpose Juvenile ☐ ☐ ☒ awake youth supervision staff member on duty for Hall. each 10 youth in detention; (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide- awake youth supervision staff member on duty for ☐ ☐ ☒ each 30 youth in detention; (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the number of youth in detention, unless an arrangement has been made for backup support ☐ ☐ ☒ services which allow for immediate response to emergencies; and, (D) at least one youth supervision staff member on duty who is the same gender as youth housed ☐ ☐ ☒ in the facility. (E) personnel with primary responsibility for other duties such as administration, supervision of personnel, academic or trade instruction, clerical, ☐ ☐ ☒ kitchen or maintenance shall not be classified as youth supervision staff positions. 7728 Ventura JF Commitment PRO 23-24 Page 5 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) Camps (A) during the hours that youth are awake, one 200.3 ⁋ 2 wide-awake youth supervision staff member on duty for each 15 youth in the camp population; The agency has provided sufficient staffing for the facility only due to mandated overtime for the youth supervision staff (JCO’s), core trained Deputy Probation Officers (DPO’s), and non-core trained DPO’s who work side by side with core trained staff. VCPAJF is in their eleventh 40-hour orientation ‘class’ of the DPO classification to provide for the necessary coverage. Although the agency meets required ratio per regulation, it is a daily task for administrators to provide coverage for call-outs of scheduled staff. ☒ ☐ ☐ On the day of the inspection, there were 27 youth committed to the Camp Program, 23 male youth and 4 female youth. It was the intention last cycle to return these youth to the commitment side of the facility, in Santa Cruz, however, staffing still prevents this from occurring. Presently, all youth remain on the Detention side of the facility. We provided technical assistance and referral information to better plan and audit the call-off coverage, noting this is a statewide problem for juvenile facilities. (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide- awake youth supervision staff member on duty for ☒ ☐ ☐ 200.3 ⁋ 2 each 30 youth present in the facility; (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the number of youth in residence, unless 200.3 ⁋ 3 arrangements have been made for backup ☒ ☐ ☐ support services which allow for immediate response to emergencies; (D) at least one youth supervision staff member on duty who is the same gender as youth housed ☒ ☐ ☐ in the facility; 200.3 ⁋ 3 7728 Ventura JF Commitment PRO 23-24 Page 6 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (E) in addition to the minimum staff to youth ratio required in (h)(3)(A)-(B), consideration shall be 211.3.1 (g)(1) given to the size, design, and location of the camp; types of youth committed to the camp; and ☒ ☐ ☐ the function of the camp in determining the level of supervision necessary to maintain the safety and welfare of youth and staff; (F) personnel with primary responsibility for other duties such as administration, supervision of 200.5 personnel, academic or trade instruction, clerical, ☒ ☐ ☐ farm, forestry, kitchen or maintenance shall not be classified as youth supervision staff positions. 7728 Ventura JF Commitment PRO 23-24 Page 7 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1322 YOUTH SUPERVISION STAFF ORIENTATION AND TRAINING 300.3 Youth Supervision Orientation (a) Prior to assuming any responsibilities each youth supervision staff member shall be properly oriented to 300.3 Bullet 6 their duties, including: (1) youth supervision duties; The VCPAJF provides new staff with a comprehensive orientation and training program, including a Five Phase process, starting with a Phase 1, an initial Orientation of 40 hours. Phase 2 includes Initial Policy Training; Phase 3 includes Supervision of Youth with Close Training by the assigned Training Officer (TO); Phase 4 is Sole Supervision with Monitoring by the TO and an assigned mentor/trainer; and Phase 5 is Working Independently with Supervision by the TO. ☒ ☐ ☐ The training curriculum includes evaluation of the Probationary staff of job skills and learning progress, both of which are documented at each Phase. A staff’s competency is reviewed by facility administrators prior to the staff receiving permanent status with the agency. Due to staffing shortages, the agency is providing Phase 1 to the Deputy Probation Officer staff, cored and non-cored, to provide additional youth supervision. Additionally, the agency provides a significant annual staff training curriculum to ensure competency is maintained. (2) scope of decisions they shall make; 300.3 Bullet 13 ☒ ☐ ☐ (3) the identity of their supervisor; 300.3 Bullet 8 ☒ ☐ ☐ 7728 Ventura JF Commitment PRO 23-24 Page 8 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (4) the identity of persons who are responsible to them; 300.3 Bullet 13 ☒ ☐ ☐ (5) persons to contact for decisions that are beyond their responsibility; and 300.3 Bullet 13 ☒ ☐ ☐ (6) ethical responsibilities. 300.3 Bullet 2 ☒ ☐ ☐ (b) Prior to assuming any responsibility for the supervision of youth, each youth supervision staff 302.5 Training member shall receive a minimum of 40 hours of facility- specific orientation, including: The agency’s Five Phased Training Program ☒ ☐ ☐ is a comprehensive effort by tenured facility staff to ensure new youth supervision staff are trained in all aspects required to complete their responsibilities. (1) individual and group supervision techniques; 300.3.1 Bullet 1 ☒ ☐ ☐ (2) regulations and policies relating to discipline and 300.3.1 Bullet 2 rights of youth pursuant to law and the provisions of ☒ ☐ ☐ POC 02.J.1 this chapter; (3) basic health, sanitation and safety measures; 300.3.1 Bullet 3 ☒ ☐ ☐ (4) suicide prevention and response to suicide 300.3.1 Bullet 4 attempts ☒ ☐ ☐ (5) policies regarding use of force, de-escalation techniques, chemical agents, mechanical and 300.3.1 Bullet 5 ☒ ☐ ☐ physical restraints; 7728 Ventura JF Commitment PRO 23-24 Page 9 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) review of policies and procedures referencing 300.3.1 Bullet 10 trauma and trauma-informed approaches; ☒ ☐ ☐ (7) procedures to follow in the event of 300.3.1 Bullet 6 emergencies; ☒ ☐ ☐ (8) routine security measures, including facility 300.3.1 Bullet 11 perimeter and grounds; ☒ ☐ ☐ (9) crisis intervention and mental health referrals to 300.3.1 Bullet 7 mental health services; ☒ ☐ ☐ (10) documentation; and 300.3.1 Bullet 8 ☒ ☐ ☐ (11) fire/life safety training 300.3.1 Bullet 9 ☒ ☐ ☐ (c) Prior to assuming sole supervision of youth, each youth supervision staff member shall successfully complete the requirements of the Juvenile Corrections 302.4 ⁋ 1 ☒ ☐ ☐ Officer Core Course pursuant to Penal Code Section 6035. (d) Prior to exercising the powers of a peace officer youth supervision staff shall successfully complete training pursuant to Section 830 et seq. of the Penal ☒ ☐ ☐ 302.4 ⁋ 2 Code. 1323 FIRE AND LIFE SAFETY 103.5 Training Whenever there is a youth in a juvenile facility, there 300.3.1 Bullet 9 shall be at least one wide awake person on duty at all ☒ ☐ ☐ times who meets the training standards established by the Board for general fire and life safety which relate specifically to the facility. 7728 Ventura JF Commitment PRO 23-24 Page 10 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1324 POLICY AND PROCEDURES MANUAL 102 Policy and Procedures Manual All facility administrators shall develop, publish, and 102.5 Distribution of Manual implement a manual of written policies and procedures 103.2 Post Orders (Procedures) that address, at a minimum, all regulations that are applicable to the facility. Such a manual shall be made The VCPAJF has adopted Lexipol Policy and available to all employees, reviewed by all employees, Procedures (Post Orders) which include all and shall be administratively reviewed at a minimum ☒ ☐ ☐ required elements in regulation while every two years, and updated, as necessary. Those allowing flexibility for changes or records relating to the standards and requirements set modifications as necessary. forth in these regulations shall be accessible to the Board on request. The manual shall include: (a) table of organization, including channels of communications and a description of job classifications; 100 Organization Structure 100.3 (a) Supervising Probation Officer - Senior Responsibilities ☒ ☐ ☐ 100.5 Correction Officer Responsibilities 1102.3 Communications (b) responsibility of the probation department, purpose of programs, relationship to the juvenile court, the 101.1 Responsibility and Scope of Juvenile Juvenile Justice/Delinquency Prevention Commission Facility or Probation Committee, probation staff, school ☒ ☐ ☐ personnel and other agencies that are involved in juvenile facility programs; (c) responsibilities of all employees; 102.3 ☒ ☐ ☐ (d) initial orientation and training program for employees; 300 Staff Orientation and Training ☒ ☐ ☐ (e) initial orientation, including safety and security issues and anti-discrimination policies, for support staff, 300 Staff Orientation and Training contract employees, school, mental/behavioral health 304 Health Care Orientation and medical staff, program providers and volunteers; ☒ ☐ ☐ 305 Volunteer and Intern Orientation and Training (f) maintenance of record-keeping, statistics and communication system to ensure: 304.5 ☒ ☐ ☐ 7728 Ventura JF Commitment PRO 23-24 Page 11 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) efficient operation of the juvenile facility; 100.1 Purpose and Scope of the Facility ☒ ☐ ☐ (2) legal and proper care of youth; 100.7.2 Agency Responsibility ☒ ☐ ☐ (3) maintenance of individual youth's records; 205.3 ☒ ☐ ☐ (4) supply of information to the juvenile court and 205.4 those authorized by the court or by the law; and, ☒ ☐ ☐ (5) release of information regarding youth. 205.4 ☒ ☐ ☐ 305.4 Volunteers/Interns (g) ethical responsibilities; 1200.2 Recruitment ☒ ☐ ☐ 1200.5 Background Check 1201.5.2 (g) Standards of Conduct 300.3.1 Bullet 10 512.4 706.4 1000.3 Programs and Education (h) trauma-informed approaches; ☒ ☐ ☐ The VCPAJF policy includes trauma and trauma-informed approaches in each element of facility operations, including training and orientation of staff, admission, classification, searches, healthcare, hygiene, education, and programming. 7728 Ventura JF Commitment PRO 23-24 Page 12 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 300.3.1 Bullet 10 500.1 Admission 1000.3 (m) 1002.6 1003.3 Education (i) culturally responsive approaches; ☒ ☐ ☐ The VCPAJF policy includes cultural responses in each element of facility operations, including training and orientation of staff, admission, classification, hygiene, education, and programming. 500.5 501.3 513 3; 513.4.3; 513.5; 513.10 605.2 701.6 802.6.1 1000.3 (b) (j) gender responsive approaches; ☒ ☐ ☐ The VCPAJF policy includes gender responses in each element of facility operations including training and orientation of staff, admission, classification, searches, healthcare, hygiene, education, and programming. (k) a non-discrimination provision that provides that all youth within the facility shall have fair and equal access 605 Non-Discrimination Provision (NDP) to all available services, placement, care, treatment, and 605.2 benefits, and provides that no person shall be subject to discrimination or harassment on the basis of actual or perceived race, ethnic group identification, ancestry, ☒ ☐ ☐ The VCPAJF has the NDP posted in all living national origin, immigration status, color, religion, units and Intake. gender, sexual orientation, gender identity, gender expression, mental or physical disability, or HIV status, including restrictive housing or classification decisions based solely on any of the above mentioned categories; (l) storage and maintenance requirements for any chemical agents related security devices, and weapons 202 Inventory and Supplies and ammunition, where applicable; ☒ ☐ ☐ 209.3 (i) Weapons Storage (m) establishment of procedures for collection of Medi- Cal eligibility information and enrollment of eligible 500.5.4 ☒ ☐ ☐ youth; and, 7728 Ventura JF Commitment PRO 23-24 Page 13 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (n) establishment of a policy that prohibits all forms of sexual abuse, sexual assault and sexual harassment. 303 Sexual Abuse and Harassment Training The policy shall include an approach to preventing, 501.6.1 Classification detecting and responding to such conduct and any 502.4 (n) Orientation retaliation for reporting such conduct, as well as a ☒ ☐ ☐ 503.3 Assessments provision for reporting such conduct by youth, staff or a 606.5 Grievances third party. 701.4 (j) Screenings 1325 FIRE SAFETY PLAN The facility administrator shall consult with the local fire 401 Fire Safety department having jurisdiction over the facility, or with the State Fire Marshal, in developing a plan for fire 401.3 (b) ☒ ☐ ☐ safety which shall include, but not be limited to: (a) a fire prevention plan to be included as part of the manual of policy and procedures; (b) monthly fire and life safety inspections by facility staff with two-year retention of the inspection record; 401.3 (c) We reviewed Fire and Life Safety Inspections for the VCPAJF from April 2022 to June 2023. The agency has a systematic approach to the inspection in every space of the facility, recording any non-working or required elements of space to confirm it is safe for youth and staff. ☒ ☐ ☐ The form includes: Fire Extinguishers, Fire Alarms, First Aid Kits, Exit/Evacuation Routes, Storage Areas, Electric/Lighting, Lint Traps/Dryer Exhaust, Flashlights, Door Locks, Cameras/Monitors, Panic Alarms, Radios and Cell Phones, and AED’s. Each area is checked by one of the CSO III’s. If there is a required fix or referral to maintenance, it is tracked by administration to ensure it is addressed and remedied. (c) fire prevention inspections as required by Health and Safety Code Section 13146.1(a) and (b); 401.7 ☒ ☐ ☐ The last fire inspection for the VCPAJF was completed on April 18, 2023. 7728 Ventura JF Commitment PRO 23-24 Page 14 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) an evacuation plan; 403 Evacuation Plan ☒ ☐ ☐ (e) documented fire drills not less than quarterly; 401.3 (e) The agency completes Emergency Fire, Earthquake, or Emergency Procedures Drills monthly. We reviewed documentation for all drills from April 2022 to June 2023. The facility conducts monthly drills as a training mechanism while walking through the facility to ensure staff individually know how to react ☒ ☐ ☐ given an emergency “training” drill. Documented evacuation drills of youth by unit occur quarterly, as required by regulation. We provided technical assistance to ensure full evacuations of all youth, at least annually, as required by VCPAJF Policy 403.4. (f) a written plan for the emergency housing of youth in the case of fire; and, 400.12 ☒ ☐ ☐ (g) development of a fire suppression pre-plan in cooperation with the local fire department. 401.3 ☒ ☐ ☐ 1326 SECURITY REVIEW Each facility administrator shall develop policies and 209.3 procedures to annually review, evaluate, and document security of the facility. The review and evaluation shall include internal and external security, including, but not Chief Probation Officer Gina Johnson limited to, key control, equipment, and staff training. ☒ ☐ ☐ completed a memo outlining an Administrative and Supervisor review of Security practices conducted on April 19, 2023, and May 30, 2023. 7728 Ventura JF Commitment PRO 23-24 Page 15 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1327 EMERGENCY PROCEDURES The facility administrator shall develop facility-specific 400 Facility Emergencies policies and procedures for emergencies that shall include, but not be limited to: Chief Probation Officer Gina Johnson completed a memo outlining an Administrative and Supervisor review of Emergency Procedures conducted on April 19, 2023, and May 30, 2023. ☒ ☐ ☐ It was noted during the meetings several Emergency Procedures need updating which is being done now. The agency is compliant and will forward any new policies or operational procedures relating to this when completed. 400.3 (a), (b) and (c) 400.7 Disturbances (a) escape, disturbances, and the taking of hostages; ☒ ☐ ☐ 400.8 Hostages 400.9 Escape 400.3 (d) and (i) (b) civil disturbance, active shooter and terrorist 400.7 Disturbances attack; ☒ ☐ ☐ 400.6 Active Shooter and Terrorist Attack 400.3 (e) (c) fire and natural disasters; ☒ ☐ ☐ 401 400.3 (f) (d) periodic testing of emergency equipment; ☒ ☐ ☐ 402.5 400.3 (h) (e) emergency evacuation of the facility; and ☒ ☐ ☐ 403 (f) a program to provide all youth supervision staff 400.13 with an annual review of emergency procedures. ☒ ☐ ☐ 7728 Ventura JF Commitment PRO 23-24 Page 16 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1328 SAFETY CHECKS The facility administrator shall develop and implement 505.3 (a), (b) and (d) policy and procedures that provide for direct visual observation of youth at a minimum of every 15 minutes, at random or varied intervals during hours when youth We reviewed safety checks audits for the are asleep or when youth are in their rooms, confined in months of December 2022, January and April holding cells or confined to their bed in a dormitory. 2023 for all occupied facility operational Supervision is not replaced, but may be supplemented units. Overall, the electronic checks are by, an audio/visual electronic surveillance system random, typically between 11 and 15 designed to detect overt, aggressive or assaultive minutes, recording the youth room and the behavior and to summon aid in emergencies. All safety total number of youths in the unit. checks shall be documented with the actual time the check is completed. ☒ ☐ ☐ A CSO III now reviews safety checks for all units, checking for late or missed checks, as well as patterned checks. We found few late, missed, or patterned checks. The staff responsible and the circumstance is recorded in the Supervisors Log to allow the incident to be formally addressed. Our recommendation is that the audits occur daily, to ensure all are done per policy, by the graveyard CSO III. 7728 Ventura JF Commitment PRO 23-24 Page 17 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1329 SUICIDE PREVENTION PLAN The facility administrator, in collaboration with the 706.4 Suicide Prevention Plan healthcare and behavioral/mental health administrators, shall plan and implement written policies and procedures which delineate a Suicide Prevention Plan. Youth are administered the MAYSI-2 upon The plan shall consider the needs of youth experiencing admission or whenever a significant event past or current trauma. Suicide prevention responses occurs while in custody. The assessment tool shall be respectful and in the least invasive manner identifies cautions or warnings for behavior consistent with the level of suicide risk. The plan shall involving suicidal ideation or tendencies. A include the following elements: Classification Questionnaire during booking to determine appropriate housing and supervision status also is responsive to this regulation. The agency has had three suicide incidents that resulted in a safety room placement, one involving a female youth from the Commitment Program, since April 2022. The ☒ ☐ ☐ female youth was transported to the Emergency Room. There have been other incidents of youth with a caution or warning from the MAYSI assessment, 13 total, that have been referred to Behavior Health. Youth are placed on special watch in these situations, pending being seen and/or evaluated by Behavior Health. We note Behavior Health has taken a much more involved and consistent approach to all intake, assessment, and crisis incidents, observed by documented responses to incidents. The clinicians are proactive and engaged with the processes and staff engagement for successful treatment approaches to youth in crisis. (a) Suicide prevention training as required in Section 1322, Youth Supervision Staff Orientation, and Training 300.3.1 Bullet 4 and the Juvenile Corrections Officer Core Course. ☒ ☐ ☐ 304.5 (e) (b) Screening, Identification Assessment and Precautionary Protocols 501.3 Bullet 8 (1) All youth shall be screened for risk of suicide at ☒ ☐ ☐ 701.4 (c) intake and as needed during detention. 7728 Ventura JF Commitment PRO 23-24 Page 18 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) All youth supervision staff who perform intake processes shall be trained in screening youth for risk ☒ ☐ ☐ 501.11 Staff Training in Classification of suicide. (3) All youth who have been identified during the intake screening process to be at risk of suicide shall 701.4 (c)(2) be referred to behavioral/mental health staff for a ☒ ☐ ☐ suicide risk assessment. (4) Precautionary protocols shall be developed to ensure the youth’s safety pending the ☒ ☐ ☐ 706.5 behavioral/mental health assessment. (c) Referral process to behavioral/mental health staff for assessment and/or services. 703.4 ⁋ 2 ☒ ☐ ☐ 706.3 (d) Procedures for monitoring of youth identified at risk for suicide. 706.3 ☒ ☐ ☐ 706.5 (e) Safety Interventions (1) Procedures to address intervention protocols for ☒ ☐ ☐ youth identified at risk for suicide which may include, but are not limited to: (A) Housing consideration 501.3 ☒ ☐ ☐ 706.5 ⁋ 1 (B) Treatment strategies including trauma- informed approaches 706.4 ☒ ☐ ☐ (2) Procedures to instruct youth supervision staff how to respond to youth who exhibit suicidal FPO.07.F, 6 Caution Status behaviors. ☒ ☐ ☐ FPO.07.F, 2 (f) Communication (1) The intake process shall include communication 701.4, C-1 with the arresting officer and family guardians ☒ ☐ ☐ regarding the youth’s past or present suicidal ideations, behaviors or attempts. 7728 Ventura JF Commitment PRO 23-24 Page 19 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) Procedures for clear and current information sharing about youth at risk for suicide with youth supervision, healthcare, and behavioral/mental 706.3 ⁋ 1 health staff. 706.8 ⁋ 1 and 2 ☒ ☐ ☐ FPO.07.F, 2 (a) (g) Debriefing of Critical Incidents Related to Suicides or Attempts (1) Process for administrative review of the 706.9 ⁋ 1 Debriefing ☒ ☐ ☐ circumstances and responses proceeding, during and after the critical incident. (2) Process for a debriefing event with affected 706.9 ⁋ 2 staff. ☒ ☐ ☐ (3) Process for a debriefing event with affected youth. 706.9 ⁋ 2 ☒ ☐ ☐ (h) Documentation (1) Documentation processes shall be developed to 706.6 Observation Logs ensure compliance with this regulation ☒ ☐ ☐ 706.7 Documentation Youth identified at risk for suicide shall not be denied the opportunity to participate in facility programs, services 706.4 ⁋ 2 and activities which are available to other non-suicidal youth, unless deemed necessary for the safety of the youth or security of the facility. Any deprivation of ☒ ☐ ☐ programs, services or activities for youth at risk of suicide shall be documented and approved by the facility manager. 1340 REPORTING OF LEGAL ACTIONS 101.5 Each facility shall submit to the Board a letter of notification on each legal action, pertaining to conditions ☒ ☐ ☐ There are no legal issues pending at the of confinement, filed against persons or legal entities VCPAJF. responsible for juvenile facility operation. 7728 Ventura JF Commitment PRO 23-24 Page 20 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1341 DEATH AND SERIOUS ILLNESS OR INJURY OF A YOUTH WHILE DETAINED 518.3 In Custody Death 518.3 ⁋ 3 In Custody Death Notifications (1) Death of a Youth. (a) The facility administrator, in cooperation with the health administrator and the behavioral/mental health director, shall develop written policies and ☒ ☐ ☐ procedures in the event of the death of a youth while detained, which include notifications to necessary parties, which may include the Juvenile Court, the parent, guardian or person standing in loco parentis and the youth’s attorney of record. (b) The health administrator, in cooperation with the facility administrator, shall develop written policies and procedures to assure there is a medical and 518.4 ⁋ 2 operational review of every in-custody death of a youth. The review team shall include the facility ☒ ☐ ☐ administrator and/or facility manager, the health administrator, the responsible physician and other health care and supervision staff who are relevant to the incident. (c) The administrator of the facility shall provide to the Board a copy of the report submitted to the Attorney General under Government Code Section 518.3 ⁋ 5 ☒ ☐ ☐ 12525. A copy of the report shall be submitted to the Board within 10 calendar days after the death. (d) Upon receipt of a report of the death of a youth from the administrator, the Board may within 30 The facility administrators are aware of this calendar days inspect and evaluate the juvenile regulation. facility, jail, lockup or court holding facility pursuant to ☒ ☐ ☐ the provisions of this subchapter. Any inquiry made by the Board shall be limited to the standards and requirements set forth in these regulations. (2) Serious Illness or Injury of Youth. (a) The facility administrator, in cooperation with 700.3.1 (b)5 the health administrator, shall develop written 700.3.1 (b)14 policies and procedures for the notification to ☒ ☐ ☐ necessary parties, which may include the Juvenile 700.3.1 (b)18 Responsibilities of the Health Court, the parent, guardian or person standing in Care Administrator (Illness) loco parentis and the youth’s attorney of record in the case of a serious illness or injury of a youth. 801.7 Youth Safety (Injury) 1342 POPULATION ACCOUNTING Each juvenile facility shall submit required population and 1101.6.1 profile survey reports to the Board within 10 working days ☒ ☐ ☐ after the end of each reporting period, in a format to be provided by the Board. 7728 Ventura JF Commitment PRO 23-24 Page 21 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1343 JUVENILE FACILITY CAPACITY (EXCERPT) When the number of youth detained in a living unit of a 1101.3 juvenile facility exceeds its rated capacity for more than ☒ ☐ ☐ fifteen (15) calendar days in a month, the facility administrator shall provide a crowding report to the Board in a format provided by the Board. 7728 Ventura JF Commitment PRO 23-24 Page 22 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1350 ADMITTANCE PROCEDURES The facility administrator shall develop and implement 500.1 Admission written policies and procedures for admittance of youth that emphasize respectful and humane engagement with youth, and reflect that the admission process may The VCPAJF has a comprehensive be traumatic to youth who may have already admission process and includes many experienced trauma. Policies shall be trauma-informed, advisements and assessments to assist in culturally relevant, and responsive to the language and determining appropriate classification. literacy needs of youth. In addition to the requirements These tools articulate detention criteria, of Sections 1324 and 1430 of these regulations: housing location, security status, suicidal tendencies, and the propensity for violence or victimization. The intake and booking process provides information to acclimate the youth to detention as well as orient the youth to expectations, rights, and rules. Staff complete a Juvenile Risk Assessment Tool to determine if detention is appropriate, with override and mitigation factors. If detained, the MAYSI-2 Questionnaire and Classification Assessment Questionnaire are administered to assist in placement and any security status needs. Youth then acknowledge the Prison Rape Elimination ☒ ☐ ☐ Act (PREA) policy as it relates to Sexual Abuse, Harassment, and Assault. The Zero Tolerance for Gang or Violence is also part of the admission documents the youth signs to acknowledge. Added this cycle is the Youth Bill of Rights and Ombudsman information provided through the Office of Youth and Community Restoration. This process is abbreviated for commitment youth, including the re-assessment for housing in the short- or long-term program. We reviewed numerous intake and remand Admission paperwork and documentation outlining the procedures in policy and regulation. We found the process is lengthy and exceeds regulatory requirements to make the best admission decisions. When committed, youth receive a re-assessment to make appropriate housing decisions. 7728 Ventura JF Commitment PRO 23-24 Page 23 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) the admittance process shall include: (1) Access to two free phone calls within one hour of 500.8 admittance in accordance with the provisions of ☒ ☐ ☐ Welfare and Institution Code Section 627; (2) Offer of a shower; 500.9 ☒ ☐ ☐ (3) Documented secure storage of personal 500.7.2 belongings; ☒ ☐ ☐ (4) Offer of food upon arrival; 500.5.5 ☒ ☐ ☐ (5) Screening for physical and behavioral health 304.6 Initial Youth Screening and safety issues, intellectual or developmental ☒ ☐ ☐ 501.3 Bullet 10 disabilities; (6) Screening for physical and developmental disabilities in accordance with Sections 1329, 1413, 501.3 Bullet 10 ☒ ☐ ☐ and 1430 of these regulations; (7) Contact with Regional Center for the Developmentally Disabled for youth that are 702.7 Last Paragraph suspected of or identified as having a ☒ ☐ ☐ developmental disability, pursuant to Section 1413; and, 501.12 (8) Procedures consistent with Section 1352.5. ☒ ☐ ☐ 802.6.1 (b) juvenile hall administrators shall establish written criteria for detention that considers the least restrictive ☒ ☐ ☐ 500.3 (h) environment. (c) juvenile camps and post-dispositional programs in juvenile halls shall develop policies and procedures that 500.5.3 advise the youth of the estimated length of stay, inform them of program guidelines and provide written ☒ ☐ ☐ screening criteria for inclusion and exclusion from the program. 7728 Ventura JF Commitment PRO 23-24 Page 24 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) juvenile halls shall develop policies and procedures that advise any committed youth of the estimated length ☒ ☐ ☐ 500.5.3 of his/her stay. 1350.5 SCREENING FOR THE RISK OF SEXUAL ABUSE 501.3 The facility administrator shall develop and implement 701.4 (j) (1) written policies and procedures to reduce the risk of sexual abuse by or upon youth. The policy shall require The MAYSI-2 and Classification ☒ ☐ ☐ facility staff to assess each youth within 72 hours of Questionnaire are responsive to this admission based on the following information: regulation. Youth also watch a PREA video and read agency policies on how to report sexual abuse, assault, or discrimination. (a) Prior sexual victimization or abusiveness; 501.3 Bullet 19 and 21 ☒ ☐ ☐ (b) Gender nonconforming appearance or manner; or identification as lesbian, gay or bisexual, transgender, 501.3 Bullet 20 and 24 queer or intersex, and whether the youth may, therefore, ☒ ☐ ☐ be vulnerable to sexual abuse; (c) Current charges and offense history; 501.3 Bullet 4-6 ☒ ☐ ☐ (d) Age; 501.3 Bullet 1 ☒ ☐ ☐ (e) Level of emotional and cognitive development; 501.3 Bullet 7 ☒ ☐ ☐ (f) Physical size and stature; 501.3 Bullet 3 ☒ ☐ ☐ (g) Mental illness or mental disabilities; 501.3 Bullet 10 and 13 ☒ ☐ ☐ 7728 Ventura JF Commitment PRO 23-24 Page 25 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (h) Intellectual or developmental disabilities; 501.3 Bullet 14 ☒ ☐ ☐ (i) Physical disabilities; 501.3 Bullet 12 ☒ ☐ ☐ (j) The youth’s perception of vulnerability; and, 501.3 Bullet 22 ☒ ☐ ☐ (k) Any other specific information about the individual youth that may indicate heightened needs for 501.3 Bullets 1-24 supervision, additional safety precautions, or separation ☒ ☐ ☐ from certain other youth. Staff shall ascertain this information through conversations with the youth during the admittance 501.4 process, medical and behavioral health screenings; during classification assessments; and by reviewing ☒ ☐ ☐ court records, case files, facility behavioral records, and other relevant documentation from the youth’s files. The facility administrator shall implement appropriate controls on the dissemination of information within the 501.3 Last Paragraph facility relative to responses received pursuant to this assessment in order to ensure that sensitive information ☒ ☐ ☐ is not exploited to the youth’s detriment by staff or other youth. 7728 Ventura JF Commitment PRO 23-24 Page 26 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1351 RELEASE PROCEDURES The facility administrator shall develop and implement 516 Releases written policies and procedures for release of youth from custody which provide for: The process for release from all VCPAJF programs includes transition planning and linkage to appropriate community services. We were provided and reviewed the Ventura County Community Resource List which outlines available services in different geographical areas of the county. The agency identifies youth needing special release services in the Multi-Disciplinary Team (MDT), Critical Care Team (CCT), and ☒ ☐ ☐ Treatment Team (TTM) meetings which occur weekly. Participation includes representatives from Behavior Health, Medical, and the VCOE school personnel, as well as CSO or DPO probation staff. We reviewed the Release Form, which includes the youth’s information at booking, disposition, release authorization, and signature and identification of the person the youth is released to. Also included is acknowledgment of property released to the youth. (a) verification of identity/release papers; ☒ 516.3 (a) ☐ ☐ 516.3 (d) (b) return of personal clothing and valuables; ☒ ☐ ☐ (c) notification to the youth's parents or guardian; 516.3 (l) ☒ ☐ ☐ (d) notification to the facility health care provider in accordance with Sections 1408 and 1437 of these ☒ ☐ ☐ 516.3 (c) and (m) regulations, for coordination with outside agencies; and, 7728 Ventura JF Commitment PRO 23-24 Page 27 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) notification of school staff; 516.3 (n) ☒ ☐ ☐ (f) notification of facility mental health personnel. 516.3 (m) ☒ ☐ ☐ The facility administrator shall develop and implement policies and procedures for post-disposition youth to 516.3 (g) and (n) coordinate the provision of transitional and reentry services including, but not limited to, medical and behavioral health, education, probation supervision and community-based services. The MDT and TTM process articulates the ☒ ☐ ☐ specific services a youth needs post- commitment, based on the programs received while in the program, and transition services available. The facility administrator shall develop and implement written policies and procedures for the furlough of youth 526.4 from custody. Furloughs have not occurred since Covid, ☒ ☐ ☐ however, the agency is working on a process for them to start back up with specific field probation staff responsibilities applied to re- entry services and supervision. 7728 Ventura JF Commitment PRO 23-24 Page 28 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1352 CLASSIFICATION The facility administrator shall develop and implement 501 Classification written policies and procedures on classification of youth for the purpose of determining housing placement in the facility. The Classification Questionnaire used at Such procedures shall: booking assists staff in determining the most appropriate placement of youth at admission and to address observed security or safety needs of youth. We reviewed admission and commitment documentation including this form and found it to be consistent with regulation requirements and policy. Additionally, youth are re-classified based on circumstances as they occur while in the facility via the Critical Case Team meetings. This is memorialized in the youth’s electronic file, the Ventura County Integrated Justice Information System. ☒ ☐ ☐ It is significant to note the agency works with medical and behavioral health staff to assist in special classification needs, as well as reviewing the youth’s behavior which may prompt a new classification. We provided technical assistance promoting an inclusive classification system and to not rely on youth age as the primary tool. With the recent clarification of sight and sound separation of youth via AB 134, the agency is going to re-review all classification systems and move youth to the appropriate classification considering all facets in regulation. (a) provide for the safety of the youth, other youth, facility staff, and the public by placing youth in the 501.7 appropriate, least restrictive housing and program settings. Housing assignments shall consider the need ☒ ☐ ☐ for single, double or dormitory assignment or location within the dormitory; (b) consider facility populations and physical design of the facility; 501.8 ☒ ☐ ☐ 7728 Ventura JF Commitment PRO 23-24 Page 29 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) provide that a youth shall be classified upon admittance to the facility; classification factors shall 501.3 include, but not be limited to: age, maturity, sophistication, emotional stability, program needs, legal ☒ ☐ ☐ status, public safety considerations, medical/mental health considerations, gender and gender identity of the youth; (d) provide for periodic classification reviews, including provisions that consider the level of supervision and the 501.6.1 Periodic Reviews youth's behavior while in custody; and, 501.6.2 Staff Initiated Reviews Classification status is reviewed by the CSO ☒ ☐ ☐ III, SDPO, and/or the Watch Commander as necessary to ensure youth are reintegrated in the least restrictive classification as necessary based on their security, medical, or mental health status. (e) provide that facility staff shall not separate youth from the general population or assign youth to a single occupancy room based solely on the youth's actual or 501.10.1 ⁋ 2 Non-Discrimination Provision perceived race, ethnic group identification, ancestry, 605.2 ⁋ 1 Non-Discrimination Provision national origin, color, religion, gender, sexual orientation, gender identity, gender expression, mental ☒ ☐ ☐ or physical disability, or HIV status. This section does not prohibit staff from placing youth in a single occupancy room at the youth's specific request or in accordance with Title 15 regulations regarding separation. (f) facility staff shall not consider lesbian, gay, bisexual, transgender, questioning or intersex identification or status as an indicator of likelihood of being sexually ☒ ☐ ☐ 501.10 ⁋ 3 abusive. 1352.5 TRANSGENDER AND INTERSEX YOUTH. The facility administrator shall develop written policies 501.12 Transgender and Intersex Youth and procedures ensuring respectful and equitable ☒ ☐ ☐ treatment of transgender and intersex youth. The 501.6.1 ⁋ 2 policies shall provide that: (a) Facility staff shall respect every youth’s gender identity and shall refer to the youth by the youth’s 501.12 I-A preferred name and gender pronoun, regardless of the youth’s legal name. Facilities may prohibit the use of ☒ ☐ ☐ gang or slang names or names that otherwise compromise facility operations as determined by the facility manager or designee, and shall document any decision made on this basis. 7728 Ventura JF Commitment PRO 23-24 Page 30 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Facility staff shall permit youth to dress and present themselves in a manner consistent with their gender 501.12 I-B identity and shall provide youth with the institution’s ☒ ☐ ☐ clothing and undergarments consistent with their gender 802.6.1 Clothing Issue identity. (c) Facility staff shall house youth in the unit or room that best meets their individual needs and promotes their 500.6.2 safety and well-being. Staff may not automatically house youth according to their external anatomy and shall 501.3 Bullet 9, 19-22 document the reasons for any decision to house youth ☒ ☐ ☐ in a unit that does not match their gender identity. In 501.12 I-C making a housing decision, staff shall consider the youth’s preferences, as well as any recommendations from the youth’s health or behavioral health provider. (d) Facility administrators shall ensure that transgender and intersex youth have access to medical and 501.12 I-D behavioral health providers qualified to provide care and ☒ ☐ ☐ treatment to transgender and intersex youth. 702.7 (f) (e) Consistent with the facility’s reasonable and necessary security considerations and physical plant, 501.12 I-E facility staff shall make every effort to ensure the safety ☒ ☐ ☐ and privacy of transgender and intersex youth when the 802.11 Showers youth are using the bathroom or shower, or dressing or undressing. Facility staff shall not conduct physical searches of any youth for the purpose of determining the youth’s 501.12 II-A and B anatomical sex. Whenever feasible, the facility shall respect the youth’s preference regarding the gender of ☒ ☐ ☐ 513.5 the staff member who conducts any search of the youth. POC.04.F.3 7728 Ventura JF Commitment PRO 23-24 Page 31 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1353 ORIENTATION The facility administrator shall develop and implement 502 Youth Orientation written policies and procedures to orient a youth prior to 502.2 placement in a living area. Both written and verbal information shall be provided and supplemented with The intake and booking process for all video orientation if feasible. Provision shall be made to VCPAJF includes a review of facility provide accessible orientation information to all detained operations, youth rights, and the rules that youth including those with disabilities, limited literacy, or guide youth through the program. The English language learners. Orientation shall include Orientation for each facility type includes all information that addresses: aspects of programming and activities while detained. Once committed, youth go through a review of expectations and program components experienced for long-term stays. Facility expectations and opportunities are ☒ ☐ ☐ explained in both verbal and written formats to allow a youth to understand the material while in-custody. The individual program is outlined in a handbook to promote progress through positive behavior to earn incentives. We provided technical assistance to consolidate the booking forms requiring youth acknowledgment relating to the Ombudsman and Youth Bill of Rights for a more streamlined approach and training opportunity for youth to better understand the program expectations. The new Youth Handbook is descriptive as it relates to all Orientation components. (a) facility rules including contraband and searches and disciplinary procedures; 502.4 (a) ☒ ☐ ☐ (b) facility’s system of positive behavior interventions and supports, including behavior expectations, 502.4 (b) incentives that youth will receive for complying with 1009.3 (a) BMP ☒ ☐ ☐ facility rules, and consequences that may result when youth violate the rules of the facility; (c) age appropriate information that explains the facility’s policy prohibiting sexual abuse and sexual 502.4 (n) harassment and how to report incidents or suspicions of ☒ ☐ ☐ sexual abuse or sexual harassment; (d) identification of key staff and their roles; 502.4 (v) ☒ ☐ ☐ 1208.7 (a) 7728 Ventura JF Commitment PRO 23-24 Page 32 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) the existence of the grievance procedure, the steps that must be taken to use it, the youth’s right to be free 502.4 (e) of retaliation for reporting a grievance, and the name of ☒ ☐ ☐ the person or position designated to resolve the issue; (f) access to legal services and information on the 502.4 (i) court process; ☒ ☐ ☐ (g) access to routine and emergency health and mental 502.4 (f) health care; ☒ ☐ ☐ (h) access to education, religious services, and 502.4 (g) recreational activities; ☒ ☐ ☐ (i) housing assignments; 502.4 (h) ☒ ☐ ☐ (j) opportunity for personal hygiene and daily showers including the availability of personal care items 502.4 (d) ☒ ☐ ☐ (k) rules and access to correspondence, visits and telephone use; 502.4 (c) ☒ ☐ ☐ (l) availability of reading materials, programming, and other activities; 502.4 (k) ☒ ☐ ☐ (m) facility policies on the use of force, use of restraints, chemical agents and room confinement; 502.4 (l), (m) and (w) ☒ ☐ ☐ (n) immigration legal services; 502.4 (p) ☒ ☐ ☐ (o) emergencies including evacuation procedures; 502.4 (r) ☒ ☐ ☐ (p) non-discrimination policy and the right to be free from physical, verbal or sexual abuse and harassment by 303.1 (g) other youth and staff; 502.4 (n) and (u) ☒ ☐ ☐ 603.1 (q) availability of services and programs in a language other than English if appropriate; 502.4 Last 2 Paragraphs ☒ ☐ ☐ 7728 Ventura JF Commitment PRO 23-24 Page 33 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (r) the process for requesting different housing, education, programming and work assignments; 502.4 (x) ☒ ☐ ☐ (s) a process for which parents/guardians receive information regarding the youth’s stay in the facility that 502.4 (y) at a minimum includes answers to frequently asked ☒ ☐ ☐ questions and provides contact information for the facility, medical, school and mental health; and, (t) a process by which youth may request access to Title 15 Minimum Standards for Juvenile Facilities. 502.4 (z) ☒ ☐ ☐ 7728 Ventura JF Commitment PRO 23-24 Page 34 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1354 SEPARATION The facility administrator shall develop and implement 519 Youth Separation written policies and procedures that address: 519 Second to last ⁋ 500.6.2 The VCPAJF agency has a well-documented practice of recording a youth’s request to decline participation in unit programs and activities. There has been some confusion amongst staff for what is referred to as ‘decliners’ versus those that self-separate for protective custody reasons. We reviewed self-separation half sheets, revealing the youth’s request for non- participation in an activity or program, including their signature detailing the reason. These are short-term separations and are ☒ ☐ ☐ well documented. We also reviewed four incidents of long-term self-separations that turned into a re- classification. The incident report or youth’s signed request to self-separate and notes from Critical Case Meetings articulated efforts by staff and/or Behavior Health to reintegrate the youth. The case logs also detail unit staff efforts to get a youth back into programming. These long-term ‘separations’ are a classification the agency is working on to facilitate needs and activities in an environment where the youth feels safe to engage in unit activities. We provided technical assistance to encourage a ‘re-branding’ for these youth that is positive-focused. (a) separation of youth for reasons that include, but are not be limited to, medical and mental health conditions, 519 Medical Separation assaultive behavior, disciplinary consequences and 519.3 Self Separation protective custody. 501.7 ☒ ☐ ☐ 600.3.1 601.4 7728 Ventura JF Commitment PRO 23-24 Page 35 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) consideration of positive youth development and trauma-informed care. 519 ⁋ 3 ☒ ☐ ☐ 501.7.1 ⁋ 1 (c) separated youth shall not be denied normal privileges available at the facility, except when necessary to accomplish the objective of separation. 519 ⁋ 4 ☒ ☐ ☐ 501.7.1 ⁋ 2 (d) when the objective of the separation is discipline, Title 15 Section 1390 shall apply. 519 ⁋ 5 ☒ ☐ ☐ 501.7.1 ⁋ 1 (e) when separation results in room confinement, the separation shall occur in accordance with Welfare and Institutions Code Section 208.3 and Section 1354.5 of ☒ ☐ ☐ 519 ⁋ 1 these regulations. 601 Room Confinement (f) policies and procedures shall ensure a daily review of separated youth to determine if separation remains necessary. 519 Last ⁋ ☒ ☐ ☐ 501.7.1 ⁋ 4 7728 Ventura JF Commitment PRO 23-24 Page 36 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1354.5 ROOM CONFINEMENT (a) The facility administrator shall develop and 601 Room Confinement (RC) implement written policies and procedures addressing the confinement of youth in their room that are consistent with Welfare and Institutions Code Section The VCPAJF agency reported 119 incidents 208.3. The placement of a youth in room confinement of Room Confinement from April 2022 to shall be accomplished in accordance with the following June 2023. This is slightly more than the 50 guidelines: in 2021, but less than the previous ‘time outs’ recorded in 2018-2019 before the regulation and legislation were implemented. After a safety and security-related incident, staff initiated an RC Log which prompts them to initiate specific documentation practices and alerts to senior staff. Agency policy and procedures include the staff recording behavior and attempts to remove the youth from RC status as soon as the threat is minimized. When this happens, youth must agree to respond with appropriate behaviors in a contract format to document the expectations when removed. In most cases, the youth return to regular unit activities. ☒ ☐ ☐ We reviewed 7 RC incidents and 10 UF incidents resulting in RC, including 4 youth in the commitment program, and found the agency utilizes RC for applicable behavior- related incidents that pose a safety and security risk to other youth, staff, or the facility operations. Staff and supervisors provided appropriate responses to reintegrate youth to programming, including behavior health input and involvement. Safety check logs and behavior health intervention documentation was included in the reviewed incidents. The agency has adopted an early morning review of youth on RC going into the following day in an effort to return the youth to normal activities as the youth starts their day. 7728 Ventura JF Commitment PRO 23-24 Page 37 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) Room confinement shall not be used before other, less restrictive, options have been attempted 601.4 (a) 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 ☒ ☐ ☐ 601.4 (b) retaliation by staff. (3) Room confinement shall not be used to the extent that it compromises the mental and physical health ☒ ☐ ☐ 601.4 (c) of the youth. (b) A youth may be held up to four hours in room confinement. After the youth has been held in room 601.4.5 (a) confinement for a period of four hours, staff shall do one ☒ ☐ ☐ or more of the following: (1) Return the youth to general population. 601.4.5 (a) (1) ☒ ☐ ☐ (2) Consult with mental health or medical staff. 601.4.5 (a) (2) ☒ ☐ ☐ (3) Develop an individualized plan that includes the goals and objectives to be met in order to reintegrate ☒ ☐ ☐ 601.4.5 (a) (3) the youth to general population. (4) If room confinement must be extended beyond four hours, staff shall do each of the following: 601.4.5 (b) ☒ ☐ ☐ (A) Document the reasons for room confinement and the basis for the extension, the date and time 601.4.5 (b)(1) the youth was first placed in room confinement, ☒ ☐ ☐ and when he or she is eventually released from room confinement. (B) Develop an individualized plan that includes the goals and objectives to be met in order to ☒ ☐ ☐ 601.4.5 (b)(2) integrate the youth to general population. (C) Obtain documented authorization by the facility superintendent or his or her designee ☒ ☐ ☐ 601.4.5 (b)(3) every four hours thereafter. (5) This section is not intended to limit the use of single-person rooms or cells for the housing of youth 601.1.1 in juvenile facilities and does not apply to normal ☒ ☐ ☐ sleeping hours. 7728 Ventura JF Commitment PRO 23-24 Page 38 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) This section does not apply to youth or wards in court holding facilities or adult facilities. ☒ ☐ ☐ (7) Nothing in this section shall be construed to conflict with any law providing greater or additional ☒ ☐ ☐ 102.2.1 protections to youth. (8) This section does not apply during an extraordinary emergency circumstance that requires 400 Facility Emergencies a significant departure from normal institutional 400.3.1 Emergency Suspension of operations, including a natural disaster or facility- Standards 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 501.7.2 protect against the spread of a communicable disease for the shortest amount of time required to 519 Medical Separation 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. 7728 Ventura JF Commitment PRO 23-24 Page 39 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1355 INSTITUTIONAL ASSESSMENT AND PLAN The facility administrator shall develop and implement 503 Case Management written policies and procedures for assessment and case planning. The VCPAJF agency has an operational process to complete and update Institutional Assessments and Plans originally done by the field DPO with ongoing updates by the assigned CSO. Documents included the original case plan with identified risks and needs and ongoing plans targeting service delivery for the youth. Educational progress from Providence School, case notes and number of hours with Behavior Health Services, and youth chrono notes from facility staff all contribute to the overall plan while the youth is detained. The plans are completed by staff and reviewed by supervisors. The plan ☒ ☐ ☐ documents education, substance abuse, aggression, anti-social environments, family, impulsivity, remorse, and violence, articulating a plan and discussion points for each. The plan includes targeted program progress by documenting if the objective or goal was “met”, is “ongoing”, or “completed.” We reviewed 10 ongoing IAP’s and 8 Transitional MDTs for 18 youth and found each had an individualized plan, including the most significant areas to address with targeted services. The plans are reviewed every 30 days to show progress or to re- direct services. They are individualized and inclusive of chrono entry discussions with the youth. We have shared the agency plans with other counties to demonstrate how comprehensive and complete they are. (a) Assessment: The assessment is based on information collected during the admission process with periodic review, 503.3 ⁋ 2 which includes the youth's risk factors, needs and strengths including, but not limited to, identification of ☒ ☐ ☐ substance abuse history, educational, vocational, counseling, behavioral health, consideration of known history of trauma, and family strengths and needs. 7728 Ventura JF Commitment PRO 23-24 Page 40 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Institutional Case Plan: (1) A case plan shall be developed for each youth 503.3.1 held for at least 30 days or more and created within ☒ ☐ ☐ 40 days of admission. (2) The institutional plan shall include, but not be limited to, written documentation that provides: ☒ ☐ ☐ (A) objectives and time frame for the resolution of problems identified in the assessment; 503.3.1 (c) ☒ ☐ ☐ (B) a plan for meeting the objectives that includes a description of program resources needed and 503.3.1 (b) individuals responsible for assuring that the plan ☒ ☐ ☐ is implemented; (3) periodic evaluation of progress towards meeting the objectives, including periodic review and ☒ ☐ ☐ 503.3.1 (c) discussion of the plan with the youth; (4) a transition plan, the contents of which shall be subject to existing resources, shall be developed for 503.3.1 post dispositional youth in accordance with Section ☒ ☐ ☐ 516.3; 516.5 (Releases) 1351; and, (5) in as much as possible and if appropriate, the plan, including the transition plan, shall be developed 503.3.1 (a) with input from the family, supportive adults, youth, ☒ ☐ ☐ and Regional Center for the Developmentally Disabled. 1356 COUNSELING AND CASEWORK SERVICES 503.5 The facility administrator shall develop and implement 703.3 Counseling Services written policies and procedures ensuring the availability POC.03.C, 1 of appropriate counseling and casework services for all youth. Policies and procedures shall ensure: The VCPAJF agency requires the assigned CSO to meet with the youth weekly to ensure he or she are progressing as expected or to ☒ ☐ ☐ assist with any difficulty in the program. We reviewed case Chrono’s and Critical Case Team meeting notes which address any noted positive or negative behaviors displayed in the program. 7728 Ventura JF Commitment PRO 23-24 Page 41 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) youth will receive assistance with needs or concerns that may arise; 703.3 (a)(1) ☒ ☐ ☐ POC.03.C, 1(a) (b) youth will receive assistance in requesting contact with parents, other supportive adults, attorney, clergy, 703.3 (a)(2) probation officer, or other public official; and, ☒ ☐ ☐ POC.03.C, 1 (b) (c) youth will be provided access to available resources to meet the youth’s needs. 703.3 (a)(2) ☒ ☐ ☐ 7728 Ventura JF Commitment PRO 23-24 Page 42 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1357 USE OF FORCE 511 Use of Force (UF) The facility administrator, in cooperation with the 511.3 ⁋ 6 responsible physician, shall develop and implement 511.3.3 Health Care assistance in developing written policies and procedures for the use of force, policy which may include chemical agents. Force shall never 301 Use of Force-Administration Manual be applied as punishment, discipline, retaliation or treatment. There were 138 UF incidents from April 2022 (a) At a minimum, each facility shall develop policies and to June 2023; 95 included physical force and procedures which: 93 included the use of OC Spray at the VCPAJF. There were 97 UF incidents in 2022 and 130 UF in 2021. This is down significantly from the 183 in 2019 and 178 in 2018. We reviewed 15 UF incident reports and found the agency documents the efforts to use the least restrictive option when available. Staff are required to include the circumstances leading to the use of force and justify why force was used. The Supervisor ☒ ☐ ☐ on duty is also required to write a Use of Force Report to include a summary of the incident, Supervisor actions (including review of video and interviews with involved staff), and, lastly, the Supervisors Evaluation, which details the assessment of staff response and critique of the staff actions. Each month, the agency conducts a UF Review with a committee consisting of the Facility Managers, Supervisors, and staff involved. All documentation and video footage are presented so the committee can determine if the incident was within policy. The outcome for the Review Committee is: A – Within Policy; B – Within Policy but training identified; C – Staff actions referred to Professional Standards Unit; and D – Other. Each of the incidents we reviewed were cleared by Administration as ‘Within Policy’. (1) restricts the use of force to that which is deemed reasonable and necessary, as defined in Section 511.3 ⁋ 1 1302 to ensure the safety and security of youth, staff, 511.3.1 Factors to determine ☒ ☐ ☐ others and the facility. Reasonableness of Force. (2) outline the force options available to staff including both physical and non-physical options and 511.5 define when those force options are appropriate. ☒ ☐ ☐ 511.5.1 FPO.08.F, 1 7728 Ventura JF Commitment PRO 23-24 Page 43 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) describe force options or techniques that are expressly prohibited by the facility. 511.10 (l) 511.5.1 ⁋ 1 and 3 In policy, the only prohibited use of force is the Carotid Hold. If time allows, the agency ☒ ☐ ☐ operational procedure promotes a use of force team approach to an incident, including a supervisor, to determine how and what type of force is appropriate given the circumstances. This process allows for a ‘natural’ de-escalation and the use of the least amount of force necessary. (4) describe the requirements of staff to report any inappropriate use of force, and to take affirmative 511.3.2 Duty to Intervene action to immediately stop it. 511.6 ☒ ☐ ☐ 511.6.1 (5) define a standardized reporting format that includes time period and procedure for documenting 511.6 Reporting UF and reporting the use of force, including reporting requirements of management and line staff and procedures for reviewing and tracking use of force incidents by supervisory and or management staff, ☒ ☐ ☐ which include procedures for debriefing a particular incident with staff and/or youth for the purposes of training as well as mitigating the effects of trauma that may have been experienced by staff and /or the youth involved. (6) Include an administrative review and a system for investigating unreasonable use of force. 511.9 UF Review ☒ ☐ ☐ 511.91 UF Review Committee (7) define the role, notification, and follow-up procedures required after use of force incidents for 511.6.1 Notifications to Medical, Mental medical, mental health staff and parents or legal Health and Parent ☒ ☐ ☐ guardians. 517.5 (8) describe the limitations of use of force on pregnant youth in accordance with Penal Code 512.9 Section 6030(f) and Welfare and Institutions Code ☒ ☐ ☐ Section 222. 7728 Ventura JF Commitment PRO 23-24 Page 44 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (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 511.4 ⁋ 1 and 2 ☒ ☐ ☐ chemical agents in the facility and the type, size and the approved method of deployment for those chemical agents. (2) mandate that chemical agents only be used when there is an imminent threat to the youth’s safety or 511.4.1 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 511.4 ⁋ 3 and 5 to chemical agents shall not be left unattended until ☒ ☐ ☐ FPO.08.L, 2 that youth is fully decontaminated or is no longer suffering the effects of the chemical agent. FPO.08.L, 4 (4) define the role, notification, and follow-up procedures required after use of force incidents 511.6.1 Notifications to Medical, Mental involving chemical agents for medical, mental health ☒ ☐ ☐ Health and Parent staff and parents or legal guardians. (5) provide for the documentation of each incident of use of chemical agents, including the reasons for 511.6 (g) which it was used, efforts to de-escalate prior to use, youth and staff involved, the date, time and location ☒ ☐ ☐ FPO.08.I, 2 of use, decontamination procedures applied and identification of any injuries sustained as a result of FPO.08. 4 such use. (c) Facilities shall develop policies and procedure which require that agencies provide initial and regular training 300.3.1 in use of force and chemical agents when appropriate ☒ ☐ ☐ 511.4 that address: (1) known medical and behavioral health conditions that would contraindicate certain types of force; 511.10 (i) ☒ ☐ ☐ (2) acceptable chemical agents and the methods of application. 511.4 ⁋ 2 ☒ ☐ ☐ (3) signs or symptoms that should result in immediate referral to medical or behavioral health. ☒ ☐ ☐ 511.10 (j) (4) instruction on the Constitutional Limitations of Use of Force. 511.10 (i) ☒ ☐ ☐ 7728 Ventura JF Commitment PRO 23-24 Page 45 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (5) physical training force options that may require the use of perishable skills. 511.3 ⁋ 2 ☒ ☐ ☐ 511.10 (6) timelines the facility uses to define regular training. 300 Training ☒ ☐ ☐ 511.10 Initial and Annual Training 1358 USE OF PHYSICAL RESTRAINTS 512. Use of Restraints UR The facility administrator, in cooperation with the 301.8 Administration Manual responsible physician and mental health director, shall develop and implement written policies and procedures There has been one use of restraint per this for the use of restraint devices. Restraint devices ☒ ☐ ☐ regulation since April 2022, not involving a include any devices which immobilize a youth's Commitment youth. extremities and/or prevent the youth from being ambulatory. This incident is the first UR since 2019. Physical restraints may be used only for those youth who present an immediate danger to themselves or 512.3 (c) and (e) others, who exhibit behavior which results in the destruction of property, or reveals the intent to cause self-inflicted physical harm. Physical restraints should ☒ ☐ ☐ be utilized only when it appears less restrictive alternatives would be ineffective in controlling the youth’s behavior. In no case shall restraints be used as punishment or discipline, or as a substitute for treatment. The use of 512.3 (g) and (l) restraint devices that attach a youth to a wall, floor or 512.5 (a) 1 other fixture, including a restraint chair, or through 512.9 Pregnant Youth affixing of hands and feet together behind the back 512.9.1 ☒ ☐ ☐ (hogtying) is prohibited. The use of restraints on pregnant youth is limited in accordance with Penal Code Section 6030(f) and Welfare and Institutions Code Section 222. The provisions of this section do not apply to the use of handcuffs, shackles or other restraint devices when 512.5 UR for Movement and Transportation used to restrain youth for movement or transportation within the facility. Movement within the facility shall be ☒ ☐ ☐ governed by Section 1358.5, Use of Restraint Devices for Movement Within the Facility. Youth shall be placed in restraints only with the approval of the facility manager or designee. The facility manager 512.3 (d) may delegate authority to place a youth in restraints to a physician. Reasons for continued retention in ☒ ☐ ☐ restraints shall be reviewed and documented at a minimum of every hour. 7728 Ventura JF Commitment PRO 23-24 Page 46 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS A medical opinion on the safety of placement and retention shall be secured as soon as possible, but no 512.3 (j)(1) later than two hours from the time of placement. The ☒ ☐ ☐ youth shall be medically cleared for continued retention at least every three hours thereafter. A mental health consultation shall be secured as soon as possible, but in no case longer than four hours from 512.3 (j)(2) the time of placement, to assess the need for mental ☒ ☐ ☐ health treatment. Continuous direct visual supervision shall be conducted to ensure that the restraints are properly employed, and 512.3 (j) to ensure the safety and well-being of the youth. 512.7 (e) Observations of the youth's behavior and any staff ☒ ☐ ☐ interventions shall be documented at least every 15 minutes, with actual time of the documentation recorded. In addition to the requirements above, policies and procedures shall address: 512.7 Documentation ☒ ☐ ☐ (a) documentation of the circumstances leading to an application of restraints. (b) known medical conditions that would contraindicate certain restraint devices and/or techniques. 512.6 (k) ☒ ☐ ☐ 512.10 (h) (c) acceptable restraint devices. 512.10 (i) ☒ ☐ ☐ (d) signs or symptoms which should result in immediate medical/mental health referral. 512.10 (j) ☒ ☐ ☐ (e) availability of cardiopulmonary resuscitation equipment. 512.10 (k) ☒ ☐ ☐ (f) protective housing of restrained youth. While in restraint devices, all youth shall be housed alone or in a 512.10 (d) specified housing area for restrained youth which makes ☒ ☐ ☐ 512.6 (d) provision to protect the youth from abuse. (g) provision for hydration and sanitation needs. 512.3 (m) ☒ ☐ ☐ 512.10 (l) (h) exercising of extremities. ☒ ☐ ☐ 512.6 (k) 7728 Ventura JF Commitment PRO 23-24 Page 47 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1358.5 USE OF RESTRAINT DEVICES FOR MOVEMENT AND TRANSPORTATION 512.4 WITHIN THE FACILITY. 512.5 UR for Movement and Transportation The Facility Administrator, in cooperation with the responsible physician and behavioral/mental health ☒ ☐ ☐ director, shall develop and implement written policies and procedures for the use of restraint devices when the purpose is for movement or transportation within the facility that shall include the following: (a) identification of acceptable restraint devices, staff approved to utilize restraint devices and the required 512.1 ☒ ☐ ☐ training. (b) the circumstances leading to the application of restraints must be documented. 512.5 (a)(1) ☒ ☐ ☐ (c) an individual assessment of the need to apply restraints for movement or transportation that includes 512.5 (b)(1) consideration of less restrictive alternatives, 512.5 (c)(1) consideration of a youth’s known medical or mental health conditions, trauma informed approaches, and a The VCPAJF agency has been tracking the process for documentation and supervisor review and UR as identified in this regulation since last approval. cycle. Since April of 2022, there have been ☒ ☐ ☐ 17 applications of restraints for movement. Our review of the reports when restraints were used provided sufficient justification. From July 2020 to April 2022, 27 of the 57 reports reviewed included restraints as defined in this regulation. (d) consideration of safety and security of the facility, with a clearly defined expectation that restraint devices 512.3 (g) shall not be used for the purposes of discipline or ☒ ☐ ☐ retaliation. (e) the use of restraints on pregnant youth is limited in accordance with Penal Code Section 6030(f) and 512.9 ☒ ☐ ☐ Welfare and Institutions Code Section 222. 7728 Ventura JF Commitment PRO 23-24 Page 48 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1359 SAFETY ROOM PROCEDURES 506 Safety Rooms and Camera Rooms (a) The facility administrator, and where applicable, in 506.3 cooperation with the responsible physician, shall develop and implement written policies and procedures There have been 3 safety room placements governing the use of safety rooms, as described in Title since April 2022, one involving a female 24, Part 2, Section 1230.1.13. The room shall be used youth in commitment, who was actively trying to hold only those youth who present an immediate to harm herself while making suicidal danger to themselves or others, who exhibit behavior statements. The agency was able to which results in the destruction of property, or reveals transport the youth to the hospital on a 5585 the intent to cause self-inflicted physical harm. A safety hold. She was transported to the safety cell room shall not be used for punishment or discipline, or without restraints for her own protection, as a substitute for treatment. Policies and procedures pending transport to the hospital for shall: evaluation. ☒ ☐ ☐ The amount of time in the safety cell was monitored by Medical and Behavior Health (Crisis Team) and was 1 hour and 56 minutes. The agency complied with regulation and policy for each incident and had multiple staff and partners in close proximity during each event. Prior to the above, the agency has had no safety cell placements since one in 2019 and 4 in 2018. (1) include provisions for administration of necessary nutrition and fluids, access to a toilet, and suitable 506.4 (e) ☒ ☐ ☐ clothing to provide for privacy; (2) provide for approval of the facility manager, or designee, before a youth is placed into a safety 506.4 (a) ☒ ☐ ☐ room; (3) provide for continuous direct visual supervision and documentation of the youth's behavior and any 506.4 (c) staff interventions every 15 minutes, with actual time ☒ ☐ ☐ recorded; (4) provide that the youth shall be evaluated by the facility manager, or designee, every four hours; 506.4 (g) ☒ ☐ ☐ (5) provide for immediate medical assessment, where appropriate, or an assessment at the next 506.4 (h) daily sick call; and, The policy states the assessment shall take ☒ ☐ ☐ place no longer than 12 hours after placement. 7728 Ventura JF Commitment PRO 23-24 Page 49 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) provide a process for documenting the reason for placement, including attempts to use less restrictive 506.4 (i) means of control, and decisions to continue and end ☒ ☐ ☐ placement. (b) The placement of a youth in the safety room shall be accomplished in accordance with the following: ☒ ☐ ☐ (1) safety room shall not be used before other less restrictive options have been attempted and 506.4 (j) exhausted, unless attempting those options poses a ☒ ☐ ☐ threat to the safety or security of any youth or staff. (2) safety room shall not be used for the purposes of punishment, coercion, convenience, or retaliation by 506.4 (l) ☒ ☐ ☐ staff. (3) safety room shall not be used to the extent that it compromises the mental and physical health of the 506.4 (l) ☒ ☐ ☐ youth. (c) A youth may be held up to four hours in the safety room. After the youth has been held in the safety room 506.4 (g) for a period of four hours, staff shall do one or more of ☒ ☐ ☐ the following: Refer to 601.4.5, Room Confinement 506.4 (g)(1) (1) return the youth to general population. ☒ ☐ ☐ 506.4 (g)(1) (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 ☒ ☐ ☐ 506.4 (g)(1) the youth to general population. (d) If confinement in the safety room must be extended beyond four hours, staff shall develop an individualized 506.4 (g)(1) plan that includes the requirements of Section 1354.5 ☒ ☐ ☐ and the goals and objectives to be met in order to integrate the youth to general population. 7728 Ventura JF Commitment PRO 23-24 Page 50 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1360 SEARCHES 513 Searches The facility administrator shall develop and implement written policies and procedures governing the search of youth, the facility, and visitors. Policies and procedures shall provide that: The agency conducts routine unit and room searches for the ongoing safety of the facility. ☒ ☐ ☐ Due to fentanyl and other drugs coming into the facility, the VCPAJF has purchased two body scanners and a mail scanner as tools to prevent this from occurring. It is expected they will arrive in August. Prospective policies for their use are being developed. (a) Searches shall be conducted to ensure the safety and security of the facility, public, visitors, youth, and 513.2 ⁋ 1 staff. ☒ ☐ ☐ (b) Searches shall be conducted in a manner that preserves the privacy and dignity of the person being 513.1 ⁋ 1 searched and shall not be conducted for harassment or ☒ ☐ ☐ 513.2 ⁋ 1 as a form of discipline or punishment. 7728 Ventura JF Commitment PRO 23-24 Page 51 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Strip searches and visual or physical body cavity searches shall comply with Penal Code Section 4030. 513.4.1 (a) 513.4.2 (a) The agency has conducted strip searches of units and youth more in this past year due to contraband coming into the facility. Visits have gone to no contact in some cases as the agency traced the source. Phone call coding and recordings reviewed also pointed to a pathway for contraband. Since April of 2022, there have been 425 strip searches conducted, 243 due to contraband in the units and/or positive drug test of youth in the facility. Of the 182 additional strip searches, averaging 13 per month, we found ☒ ☐ ☐ documented reasonable suspicion and authorization by the supervisor in all but 16 incidents. These 16 were approved by a supervisor but the documentation, other than the coded reason for the search, was not verified. We reviewed the strip searches from April 2020 to June 2022 (334 – average 15/month), finding this average consistent/less than current practice. We provided technical assistance to the agency to ensure the reasonable suspicion was not just a conversation but documented in the electronic search authorization and/or by incident report. (d) Physical body cavity searches shall only be conducted by a medical professional. 513.4,2 (b) ☒ ☐ ☐ (e) Any youth held after a detention hearing shall only be strip searched with prior approval of a supervisor 513.4.2 (b) when there is reasonable suspicion based on specific and articulable facts to believe that youth is concealing ☒ ☐ ☐ contraband. The reasonable suspicion shall be documented. (f) Searches of transgender and intersex youth shall comply with Section 1352.5. 501.12 II-A and B 513.5 ☒ ☐ ☐ 301.5 II Administrative Manual (g) Cross-gender pat-down searches and strip searches are prohibited except in exigent circumstances or when 513.3 Last ⁋ conducted by a medical professional. Such searches ☒ ☐ ☐ must be justified and documented in writing. 7728 Ventura JF Commitment PRO 23-24 Page 52 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1361 GRIEVANCE PROCEDURE 606 Youth Grievances The facility administrator shall develop and implement 606.3 ⁋ 1 written policies and procedures whereby any youth may appeal and have resolved grievances relating to any The VCPAJF agency reported 72 grievances condition of confinement, including but not limited to filed from April 2022 to June 2023, an health care services, classification decisions, program average of 5.1 per month. There were 34 in participation, telephone, mail or visiting procedures, 2022, 35 in 2021, and 43 in 2020, reduced food, clothing, bedding, mistreatment, harassment or from the 79 in 2019 and 82 in 2018. The violations of the nondiscrimination policy. There shall be process and form are compliant with no time limit on filing grievances. Policies and regulation and policy, allowing youth to procedures shall include provisions whereby the facility communicate and staff to be responsive to manager ensures: the operational procedures used. ☒ ☐ ☐ We reviewed all the grievances filed from April 2022 to June 2023 and found them to be timely with appropriate sanctions. Staff comments appeared to be a documented conversation, leading the youth to understand the behavior and sanction, or to find resolution for a condition of confinement the youth did not agree with. There were several beyond the regulation 3- day receipt of the grievance, but each involved an agency partner grievance. All were resolved within 10 days of the receipt of the grievance. (a) a grievance form and instructions for registering a grievance, which includes provisions for the youth to 606.3 Bullet 1 ☒ ☐ ☐ have free access to the form; (b) the youth shall have the option to confidentially file the grievance or to deliver the form to any youth 606.3 Bullet 8 ☒ ☐ ☐ supervision staff working in the facility; (c) resolution of the grievance at the lowest appropriate staff level; 606.3 Bullet 2 ☒ ☐ ☐ (d) provision for a prompt review and initial response to grievances within three (3) business days, grievances 606.4.2 ⁋ 3 that relate to health and safety issues must be ☒ ☐ ☐ addressed immediately; (1) The youth may elect to be present to explain his/her version of the grievance to a person not 606.4.5 (a) directly involved in the circumstances which led to ☒ ☐ ☐ the grievance. (2) Provision for a staff representative approved by the facility administrator to assist the youth. 606.4.5 (b) ☒ ☐ ☐ 7728 Ventura JF Commitment PRO 23-24 Page 53 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) provision for a written response to the grievance which includes the reasons for the decisions; 606.4.3 ☒ ☐ ☐ (f) a system which provides that any appeal of a grievance shall be heard by a person not directly 606.4.5 (a) involved in the circumstances which led to the ☒ ☐ ☐ grievance; (g) resolution of the grievance must occur within ten (10) business days unless circumstances dictate a longer 606.4.2 ⁋ 4 time frame. The youth shall be notified of any delay; ☒ ☐ ☐ and, (h) the policy shall provide multiple internal and external methods to report sexual abuse and sexual harassment. 606.5 ☒ ☐ ☐ 606.5.1 Whether or not associated with a grievance, concerns of parents, guardians, staff or other parties shall be 606.4.5 (c) addressed and documented in accordance with written ☒ ☐ ☐ policies and procedures within a specified timeframe. 1362 REPORTING OF INCIDENTS 206 Report Preparation A written report of all incidents which result in physical 206.4.2 harm, use of force, serious threat of physical harm, or death of an employee, youth or other person(s) shall be ☒ ☐ ☐ maintained. Such written record shall be prepared by the staff and submitted to the facility manager by the end of the shift, unless additional time is necessary and authorized by the facility manager or designee. 1363 USE OF REASONABLE FORCE TO COLLECT DNA SPECIMENS, SAMPLES, 517 Biological Samples IMPRESSIONS 517.5 UF to Collect DHPO 01.P.1.16 (a) Pursuant to Penal Code Section 298.1 authorized law enforcement, custodial, or corrections personnel The VCPAJF policy does not use force to including peace officers, may employ reasonable force ☒ ☐ ☐ collect DNA. Staff advise the youth that their to collect blood specimens, saliva samples, and thumb failure to cooperate will result in a return to or palm print impressions from individuals who are Court. required to provide such samples, specimens or impressions pursuant to Penal Code Section 296 and who refuse following written or oral request. (1) For the purpose of this section, the “use of reasonable force” shall be defined as the force that 511.3.1 an objective, trained and competent correctional employee, faced with similar facts and ☒ ☐ ☐ circumstances, would consider necessary and reasonable to gain compliance with this section. 7728 Ventura JF Commitment PRO 23-24 Page 54 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) The use of reasonable force shall be preceded by efforts to secure voluntary compliance. Efforts to 517.5.2 secure voluntary compliance shall be documented and include an advisement of the legal obligation to ☒ ☐ ☐ provide the requisite specimen, sample or impression and the consequences of refusal. (b) The force shall not be used without the prior written authorization of the supervising officer on duty. The 517.5.2 authorization shall include information that reflects the ☒ ☐ ☐ fact that the offender was asked to provide the requisite specimen, sample, or impression and refused. (1) If the use of reasonable force includes a cell extraction, the extraction shall be videotaped. Video 517.5.1 shall be directed at the cell extraction event. The videotape shall be retained by the agency for the length of time required by statute. Notwithstanding ☒ ☐ ☐ the use of the video as evidence in a court proceeding, the tape shall be retained administratively. 7728 Ventura JF Commitment PRO 23-24 Page 55 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot 1370 EDUCATION PROGRAM 1003 Youth Education Services (a) School Programs 1003.3 ⁋ 3 The County Board of Education shall provide for the 1003.4 (b)(1) Education Program administration and operation of juvenile court schools in Coordination conjunction with the Chief Probation Officer, or designee pursuant to applicable State laws. The school and The Ventura County Office of Education facility administrators shall develop and implement operates the Providence School onsite at the written policy and procedures to ensure communication facility. The last evaluation continues to and coordination between educators and probation reveal a good relationship amongst probation staff. Culturally responsive and trauma-informed and school staff, with daily briefings and approaches should be applied when providing thorough monthly meetings with agency instruction. Education staff should collaborate with the administrators. facility administrator to use technology to facilitate learning and ensure safe technology practices. The facility administrator shall request an annual review of While onsite, we met with the Director of each required element of the program by the Alternative Education for the Ventura County Superintendent of Schools, and a report or review Office of Education (VCOE), Stephanie checklist on compliance, deficiencies, and corrective Rodrigues, Teresa Vega, the site Principal, action needed to achieve compliance with this section. and Nicole Garr, the School Counselor. We Such a review, when conducted, cannot be delegated to once again discussed the early and easy the principal or any other staff of any juvenile court graduation requirements and whether the school site. The Superintendent of Schools shall VCOE made independent evaluations to conduct this review in conjunction with a qualified address the need to provide a diploma to a outside agency or individual. Upon receipt of the review, youth based on their age, credits to date, and the facility administrator or designee shall review each anticipated length of stay, mostly to ensure item with the Superintendent of Schools and shall take that just because a youth is eligible that they whatever corrective action is necessary to address each ☒ ☐ ☐ evaluate the best-case scenario for each deficiency and to fully protect the educational interests youth independently. Ms. Garr works most of all youth in the facility. with this population and assured the process is independent, indicating there could be a more robust conversation with the parent and youth when the situation involves a long stay in custody. It is significant to note that while onsite, we were advised 15 youth had graduated so far this year, 13 with the limited credits pursuant to AB 167. This is significant because the agency and VCOE have limited post- secondary opportunities for youth beyond enrollment in an online local college, AutoTech (not during summer months), and Paxton Patterson (PP), which is facilitated by Probation staff. There is a plan for an Ag Program and Digital Media program to start this fall. We discussed the VCOE hard line for not allowing graduated youth in the classroom or to provide greater opportunities for these youth who will remain with the agency long- term. VCOE continues to provide little in 7728 Ventura JF Commitment PRO 23-24 Page 56 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS terms of opportunities for graduated youth but allows youth in long-term custody to graduate early without consideration of the benefits to remain in the classroom. The VCPAJF is considering funding a teacher to provide services. (b) Required Elements 1003.2 The facility school program shall comply with the State 1003.3 Education Code and County Board of Education 1003.4 (b)(1) policies, all applicable federal education statutes and 1003.5 regulations and provide for an annual evaluation of the educational program offerings. As stated in the 2009 California Standards for the Teaching Profession, ☒ ☐ ☐ teachers shall establish and maintain learning environments that are physically, emotionally, and intellectually safe. Youth shall be provided a rigorous, quality educational program that responds to the different learning styles and abilities of students and prepares them for high school graduation, career entry, and post-secondary education. All youth shall be treated equally, and the education program shall be free from discriminatory action. Staff 1003.3 (a) shall refer to transgender, intersex and gender- ☒ ☐ ☐ nonconforming youth by their preferred name and gender. (1) The course of study shall comply with the State Education Code and include, but not be limited to, 1003.5 ⁋ 3 ☒ ☐ ☐ courses required for high school graduation. (2) Information and preparation for the High School Equivalency Test as approved by the California 1003.5 ⁋ 3 Department of Education shall be made available to ☒ ☐ ☐ eligible youth. (3) Youth shall be informed of post-secondary education and vocational opportunities. 1003.4 (o)(1) ☒ ☐ ☐ (4) Administration of the High School Equivalency Tests as approved by the California Department of 1003.5 ⁋ 3 ☒ ☐ ☐ Education, shall be made available when possible. (5) Supplemental instruction shall be afforded to youth who do not demonstrate sufficient progress 1003.5 ⁋ 4 ☒ ☐ ☐ towards grade level standards. 7728 Ventura JF Commitment PRO 23-24 Page 57 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) The minimum school day shall be consistent with State Education Code Requirements for juvenile 1003.5 ⁋ 2 court schools. The facility administrator, in conjunction with education staff, must ensure that operational procedures do not interfere with the time ☒ ☐ ☐ afforded for the minimum instructional day. Absences, time out of class or educational instruction, both excused and unexcused, shall be documented. (7) Education shall be provided to all youth regardless of classification, housing, security status, 1003.4 (a) disciplinary or separation status, including room 1003.4 (g)(1) confinement, except when providing education 1003.8 poses an immediate threat to the safety of self or ☒ ☐ ☐ others. Education includes, but is not limited to, related services as provided in a youth’s Section 504 Plan or Individualized Education Program (IEP). (c) School Discipline 1003.7 ⁋ 1 (1) Positive behavior management will be implemented to reduce the need for disciplinary ☒ ☐ ☐ action in the school setting and be integrated into the facility's overall behavioral management plan and security system. (2) School staff shall be advised of administrative decisions made by probation staff that may affect the 1003.7 ⁋ 2 ☒ ☐ ☐ educational programming of students. (3) Except as otherwise provided by the State Education Code, expulsion/suspension from school 1003.7 ⁋ 3 shall be imposed only when other means of correction fails to bring about proper conduct. School staff shall follow the appropriate due process safeguards as set forth in the State Education Code ☒ ☐ ☐ including the rights of students with special needs. School staff shall document the other means of correction used prior to imposing expulsion/ suspension if an expulsion/suspension is ultimately imposed. (4) The facility administrator, in conjunction with education staff will develop policies and procedures 1003.4 (g) that address the rights of any student who has ☒ ☐ ☐ continuing difficulty completing a school day. (d) Provisions for Special Populations (1) State and federal laws and regulations shall be 1003.3 ⁋ 2 observed for all individuals with disabilities or 1003.4 (a) suspected disabilities. This includes but is not limited ☒ ☐ ☐ to child find, assessment, continuum of alternative placements, manifestation determination reviews, and implementation of Section 504 Plans and Individualized Education Programs. 7728 Ventura JF Commitment PRO 23-24 Page 58 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) Youth identified as English Learners (EL) shall be afforded an educational program that addresses their 1003.4 (m) language needs pursuant to all applicable state and ☒ ☐ ☐ federal laws and regulations governing programs for EL students. (e) Educational Screening and Admission (1) Youth shall be interviewed after admittance and a 1003.4 (c)(1) record maintained that documents a youth's 1003.4 (h) educational history, including but not limited to: ☒ ☐ ☐ 1003.4.1 (A) School progress/school history; 1003.4.1 ☒ ☐ ☐ (B) Home Language Survey and the results of the State Test used for English language proficiency; 509.9.2 ☒ ☐ ☐ (C) Needs and services of special populations as defined by the State Education Code, including but 701.4 (f) ☒ ☐ ☐ not limited to, students with special needs. 1003.4 (e) (D) Discipline problems. ☒ ☐ ☐ 1003.7 (2) Youth will be immediately enrolled in school. Educational staff shall conduct an assessment to 1003.4 (c) determine the youth's general academic functioning ☒ ☐ ☐ 1003.4.1 ⁋ 1 levels to enable placement in core curriculum courses. (3) After admission to the facility, a preliminary education plan shall be developed for each youth ☒ ☐ ☐ 1003.4.1 ⁋ 1 within five school days. (4) Upon enrollment, education staff shall comply with the State Education Code and request the youth's 1003.4.1 records from his/her prior school(s), including, but not limited to, transcripts, Individual Education Program (IEP), 504 Plan, state language assessment scores, ☒ ☐ ☐ immunization records, exit grades, and partial credits. Upon receipt of the transcripts, the youth's educational plan shall be reviewed with the youth and modified as needed. Youth should be informed of the credits they need to graduate. (f) Educational Reporting (1) The complete facility educational record of the 1003.4 (i) youth shall be forwarded to the next educational ☒ ☐ ☐ placement in accordance with the State Education Code. (2) The County Superintendent of Schools shall provide appropriate credit (full or partial) for course 1003.4 (i) ☒ ☐ ☐ work completed while in juvenile court school in accordance with the State Education Code. 7728 Ventura JF Commitment PRO 23-24 Page 59 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (g) Transition and Re-Entry Planning (1) The Superintendent of Schools and the Chief 1003.4 (n) Probation Officer or designee, shall develop policies and procedures to meet the transition needs of youth, ☒ ☐ ☐ including the development of an education transition plan, in accordance with the State Education Code and in alignment with Title 15, Minimum Standards for Juvenile Facilities, Section 1355. (h) Post-Secondary Education Opportunities (1) The school and facility administrator should, 1003.6 whenever possible, collaborate with local post- secondary education providers to facilitate access to educational and vocational opportunities for youth that We noted the VCPAJF Administration made considers the use of technology to implement these the decision to defer summer online college programs. to facilitate their own college readiness program. They found youth were unprepared to understand the responsibilities for ☒ ☐ ☐ independent learning and felt a program to facilitate independent thought, how be responsive to the curriculums, and to be able to seek assistance from educational staff not in the classroom were important for the young population that was not ready for ‘college’ learning. 1371 PROGRAMS, RECREATION, AND EXERCISE. 1002 Programs, Recreation and Exercise 1002.2 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 programs, recreation, and exercise a minimum of three 1002.3 ⁋ 1 hours a day during the week and five hours a day each Saturday, Sunday or other non-school days, of which ☒ ☐ ☐ one hour shall be an outdoor activity, weather permitting. A youth’s participation in programs, recreation, and exercise may be suspended only upon a written finding 1002.3 ⁋ 2 by the administrator/manager or designee that a youth ☒ ☐ ☐ 1002.7 ⁋ 4 represents a threat to the safety and security of the facility. Such program, recreation, and exercise schedule shall be posted in the living units. 1002.3 ⁋ 3 ☒ ☐ ☐ 7728 Ventura JF Commitment PRO 23-24 Page 60 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS There will be a written annual review of the programs, recreation, and exercise by the responsible agency to 1000.3 (l) ensure content offered is current, consistent, and relevant to the population. A review of Programming at the Juvenile Facility was completed on July 5, 2023, by ☒ ☐ ☐ Chief Deputy Tim Dowler. The review acknowledged program needs for male and female youth, noting they would be age- appropriate and targeted based on identified needs in the Case Plan. (a) Programs. All youth shall be provided with the opportunity for at least one hour of daily programming to 1002.6 include, but not be limited to, trauma focused, cognitive, evidence-based, best practice interventions that are culturally relevant and linguistically appropriate, or pro- Programming includes responses to Victim social interventions and activities designed to reduce Awareness, substance abuse, conflict recidivism. These programs should be based on the resolution, anger management, parenting youth’s individual needs as required by Sections 1355 skills, gender-specific programming, mental and 1356. Such programs may be provided under the ☒ ☐ ☐ health services, positive youth development, direction of the Chief Probation Officer or the County building effective decision-making skills, and Office of Education and can be administered by county other topics that suit the needs of the youth partners such as mental health agencies, community population. based organizations, faith-based organizations or Probation staff. Programs may include but are not limited to: 7728 Ventura JF Commitment PRO 23-24 Page 61 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) Cognitive Behavior Interventions; 1000.2 (2) Management of Stress and Trauma; 1000.3 (3) Anger Management; Available programs include: Healthy (4) Conflict Resolution; Lifestyles - Women of Substance Men of Honor (WOSMOH); Reins of HOPE (equine (5) Juvenile Justice System; therapy); Interactive Journaling; Ventura (6) Trauma-related interventions; County Arts Council (art, guitar, poetry, drumming, and mural painting); Therapy (7) Victim Awareness; Dogs; Dating Matters; First 5 Parenting Program; Brent’s Club; Smart Girls; Boys and (8) Self-Improvement; Girls Club Program*; Podcasting; ADPS (9) Parenting Skills and support; Tablets; STEPS-Y; Word on the Street; City Impact; Forever Found (CSEC youth); (10) Tolerance and Diversity; Passport to Manhood; ARISE; Operation Peace Works; Gender Specific Services; (11) Healing Informed Approaches; and Music N Society. (12) Interventions by Credible Messengers; Ventura County Behavior Health provides the (13) Gender Specific Programming; following: Dialectical Behavior Therapy (DBT); Drug and Alcohol Programs (14) Art, creative writing, or self-expression; ☒ ☐ ☐ (individual and group); Moral Recognition (15) CPR and First Aid training; Therapy (MRT); Seeking Safety; Anger Management and Conflict Resolution; (16) Restorative Justice or Civic Engagement; Individual and Group Therapy; Co-Parent Counseling; and Sex Offender Treatment. (17) Career and leadership opportunities; and, (18) Other topics suitable to the youth population. Educational Programs include: Paxton Patterson (Construction trades program); Providence Scholars Program (online college); College Success; Literacy Tutors; Money Matters; and AutoTech. Re-Entry Services include: First Aid/CPR; Alpha Leadership; Forever Found Case Management; Second Chance Re-entry Services; Reducing Risks for Girls; Harm to Healing Restorative Justice; and, Court Appointed Special Advocates. *These programs are not occurring currently due to the facilitators not being available. (b) Recreation. All youth shall be provided the opportunity for at least one hour of daily access to 1002.5 unscheduled activities such as leisure reading, letter writing, and entertainment. Activities shall be supervised ☒ ☐ ☐ and include orientation and may include coaching of Recreation Programs include Library Carts; youth. Organized Games; Special Events; and the Boys and Girls Club Rec Center 7728 Ventura JF Commitment PRO 23-24 Page 62 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Exercise. All youth shall be provided with the opportunity for at least one hour of large muscle activity 1002.4 each day. ☒ ☐ ☐ Exercise other than that facilitated by staff include Futsal, Basketball, Boys and Girls Club Gym, and Special Events. The administrator/manager may suspend, for a period not to exceed 24 hours, access to recreation and 1002.7 ⁋ 3 programs. The administrator/manager shall document ☒ ☐ ☐ the reasons why suspension of recreation and programs occurs. 1372 RELIGIOUS PROGRAM 1007 Religious Programs The facility administrator shall provide access to 1007.3 ⁋ 2 religious services and/or religious counseling at least 1007.3.1 once each week. Attendance shall be voluntary. A youth shall be allowed to participate in an activity outside of their room if he/she elects not to participate in religious ☒ ☐ ☐ programs. The agency has religious providers in each unit one day per week. Youth have the Religious programs shall provide for: opportunity to meet with them or request a contact anytime. (a) opportunity for religious services and practices; 1007.3.1 ☒ ☐ ☐ (b) availability of clergy; and, 1007.12 ☒ ☐ ☐ (c) availability of religious diets. 1007.5 ☒ ☐ ☐ 1373 WORK PROGRAM 1005 Youth Work Program The facility administrator shall develop policies and procedures regarding the fair and consistent assignment of youth to work programs. Work assigned ☒ ☐ ☐ to a youth shall be meaningful, constructive and related to vocational training or increasing a youth's sense of responsibility. Work programs shall not be imposed as a disciplinary measure 7728 Ventura JF Commitment PRO 23-24 Page 63 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1374 VISITING 1008 Youth Visitation The facility administrator shall develop and implement 1008.3.2 written policies and procedures for visiting, that include provisions for special visits. Youth shall be allowed to receive visits by parents, guardians or persons standing in loco parentis, and children of youth. Other family ☒ ☐ ☐ At the time of the inspection, youth are able members, such as grandparents and siblings, and to have 2 visits per week, for an hour each supportive adults, may be allowed to visit with the visit, on Wednesdays and Sundays. Special approval of the facility administrator or designee, and in visits occur on Sunday mornings. conjunction with the youth’s case plan or in the best interest of the youth. All visits shall occur at reasonable times, subject only to the limitations necessary to maintain order and security. 1008.6 (f) Visitation shall not be denied solely based on the 1008.6 Last Paragraph visitor’s criminal history. The staff shall determine in 1008.5 Visitation Schedule each case, whether the visitor’s criminal history ☒ ☐ ☐ represents a risk to the safety of youth or staff in the facility. Any denial of visitation or limitation on visitations shall be communicated to the youth, person denied and facility administrator. Opportunity for visitation shall be a minimum of two hours per week. Visits may be supervised, but 1008.3.2 ⁋ 2 conversations shall not be monitored unless there is a ☒ ☐ ☐ security or safety need. Provisions for special visits, in addition to the two-hour minimum and/or outside of the regular visiting hours, 1008.8 shall be accommodated as necessary and within the discretion of the facility administrator or designee. Family therapy and professional visits shall be ☒ ☐ ☐ accommodated outside the provisions of this regulation. Facilities may provide visitation opportunities outside of normal visiting hours to accommodate special visits. The facility may provide access to technology as an alternative, but not as a replacement, to in-person 1008.3.2 ⁋ 3 ☒ ☐ ☐ visiting. 1375 CORRESPONDENCE 1001 Correspondence The facility administrator shall develop and implement ☒ ☐ ☐ written policies and procedures for correspondence which provide that: (a) there is no limitation on the volume of mail that youth may send or receive; 1001.3 ⁋ 1 ☒ ☐ ☐ 7728 Ventura JF Commitment PRO 23-24 Page 64 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) youth may send two letters per week postage free; 1001.8 (a) ☒ ☐ ☐ Youth are able to send seven letters each week, postage-free. (c) youth may correspond confidentially with state and federal courts, any member of the State Bar or holder of 1001.4 ⁋ 1 public office, and the Board; however, authorized facility ☒ ☐ ☐ staff may open and inspect such mail only to search for contraband and in the presence of the youth; and, (d) incoming and outgoing mail, other than that described in (c), may be read by staff only when there is 1001.6 ⁋ 2 reasonable cause to believe facility safety and security, ☒ ☐ ☐ 1001.6.1 public safety, or youth safety is jeopardized. 1376 TELEPHONE ACCESS 1006.2 Youth Telephone Policy The administrator of each juvenile facility shall develop and implement written policies and procedures to ☒ ☐ ☐ provide youth with access to telephone communications. 1377 ACCESS TO LEGAL SERVICES 602 Youth Access to Courts and Counsel The facility administrator shall develop written procedures to ensure the right of youth to have access ☒ ☐ ☐ to the courts and legal services. Such access shall include: (a) access, upon request by the youth, to licensed attorneys and their authorized representatives; 602.3 (a) ☒ ☐ ☐ (b) provision for confidential consultation with attorneys; and, 602.3 (b) ☒ ☐ ☐ (c) unlimited postage free, legal correspondence and cost-free telephone access as appropriate. 602.3 (c) ☒ ☐ ☐ 1390 DISCIPLINE 600 Youth Discipline The facility administrator shall develop and implement 600.3.1 Rules and Sanctions written policies and procedures for the discipline of 600.6 Bullet 14 youth that shall promote acceptable behavior; including 1009.3 Behavior Modification Plan the use of positive behavior interventions and supports. ☒ ☐ ☐ Discipline shall be imposed at the least restrictive level which promotes the desired behavior and shall not include corporal punishment, group punishment, physical or psychological degradation. Deprivation of the following is not permitted: 7728 Ventura JF Commitment PRO 23-24 Page 65 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) bed and bedding; 600.6 Bullet 13 and 14 ☒ ☐ ☐ (b) daily shower, access to drinking fountain, toilet and 600.6 Bullet 7 personal hygiene items, and clean clothing; ☒ ☐ ☐ (c) full nutrition; 600.6 Bullet 4 ☒ ☐ ☐ (d) contact with parent or attorney; 600.6 Bullet 16 and 19 ☒ ☐ ☐ (e) exercise; 600.6 Bullet 11 ☒ ☐ ☐ (f) medical services and counseling; 600.6 Bullet 15 and 20 ☒ ☐ ☐ (g) religious services; 600.6 Bullet 20 ☒ ☐ ☐ (h) clean and sanitary living conditions; 600.6 Bullet 14 ☒ ☐ ☐ 600.6 Bullet 18 (i) the right to send and receive mail; ☒ ☐ ☐ (j) education; and, 600.6 Bullet 20 ☒ ☐ ☐ (k) rehabilitative programming. 600.6 Bullet 20 ☒ ☐ ☐ The facility administrator shall establish rules of conduct and disciplinary penalties to guide the conduct of youth. 600.4 Minor Rules Such rules and penalties shall include both major 600.5 Major Rules violations and minor violations, be stated simply and 600.7 Sanctions affirmatively, and be made available to all youth. ☒ ☐ ☐ 1009 Behavior Management Program Provision shall be made to provide accessible information to youth with disabilities, limited English proficiency, or limited literacy. 7728 Ventura JF Commitment PRO 23-24 Page 66 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1391 DISCIPLINE PROCESS 600.3 Discipline Process The facility administrator shall develop and implement written policies and procedures for the administration of The agency uses two separate forms for discipline which shall include, but not be limited to: Disciplinary Due Process. First, the Notice of Discipline includes a summary of the incident and proposed sanction. The second form is the Hearing Form, currently used for every due process incident. The form allows the youth to write their version of the incident and to list any witnesses. There is also an area to list the staff who assisted with the form or a box to check if no one was requested to help the youth. Prior to the discipline hearing, the assigned Hearing Officer reviews video of the incident and all reports. Once a finding is made, the youth is notified and is offered an opportunity to appeal. Appeal forms are available in every living unit. We provided technical assistance to include the opportunity to allow the youth to either request a hearing or indicate they do not want a hearing if they agree to the Notice and ☒ ☐ ☐ Proposed Sanction. If the minor agrees and does not want a hearing, then the process is complete. They would then have the youth sign the form acknowledging no further action is requested. If the youth wants the hearing, then the existing process is fine. Our guidance is to simplify and shorten the operational responsibilities of staff. We reviewed 31 of the 528 Due Process incidents from April 2022 to June 2023, including the Incident Report and subsequent documentation. The form prompts staff to follow the process and the documentation was clear. Of the incidents reviewed, only 7 filed an appeal to the facility manager. In total, 214 Appeals were filed of the total major rule violations. We found the numbers surged based mostly on the issues of contraband in the facility. The process for each incident started the same day as initiated and was resolved that day. We found the policy and process exceeds regulation. 7728 Ventura JF Commitment PRO 23-24 Page 67 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) designation of personnel authorized to impose discipline for violation of rules; 600.3 (a) ☒ ☐ ☐ (b) prohibiting discipline to be delegated to any youth; 600.6 Bullet 1 ☒ ☐ ☐ (c) definition of major and minor rule violations and their consequences, and due process requirements; 600.4 ☒ ☐ ☐ 600.5 (d) trauma-informed approaches and positive behavior interventions; 600.3.1 ⁋ 2 ☒ ☐ ☐ (e) minor rule violations may be handled informally by counseling, advising the youth of expected conduct 600.4 Minor Rules imposing a minor consequence. Discipline shall be 600.8 Documentation ☒ ☐ ☐ accompanied by written documentation and a policy of review and appeal to a supervisor; and, (f) major rule violations and the discipline process shall be documented and require the following: 600.5 ☒ ☐ ☐ (1) written notice of violation prior to a hearing; 600.5.3 ☒ ☐ ☐ (2) accommodations provided to youth with disabilities, limited literacy, and English language 600.5.7 ☒ ☐ ☐ learners; (3) hearing by a person who is not a party to the 600.5.4 ⁋ 2 incident; ☒ ☐ ☐ (4) opportunity for the youth to be heard, present 600.5.5 evidence and testimony; ☒ ☐ ☐ (5) provision for youth to be assisted by staff in the 600.5.3 hearing process; ☒ ☐ ☐ (6) provision for administrative review. 600.5.10 ☒ ☐ ☐ (g) violations that result in a removal from camp or commitment program, but not a return to court, will 600.7.1 follow the due process provisions in subsection (e) ☒ ☐ ☐ above. 7728 Ventura JF Commitment PRO 23-24 Page 68 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1410 MANAGEMENT OF COMMUNICABLE DISEASES. VCPA: Policy 705 Communicable Disease The health administrator/responsible physician, in Policy, Youth cooperation with the facility administrator and the local health officer, shall develop written policies and ☒ ☐ ☐ Policy 705.3 Procedure procedures to address the identification, treatment, Policy 1203 Communicable Disease Policy, control and follow-up management of communicable Members (Staff) diseases. The policies and procedures shall address, but not be limited to: VCPA: Policy 705.3 (c) Procedure Coronavirus (COVID-19) PRE-BOOKING (a) Intake health screening procedures; ☒ ☐ ☐ PROCEDURES Intake and Medical Isolation Procedures (b) Identification of relevant symptoms; ☒ ☐ ☐ Intake and Medical Isolation Procedures Coronavirus (COVID-19) PRE-BOOKING (c) Referral for medical evaluation; ☒ ☐ ☐ PROCEDURES VCPA Policy 705.3 (d) Compliance with all relevant laws and regulations related to communicable diseases. VCPA Policy 705.4.3 Medical Consultation, (d) Treatment responsibilities during detention; ☒ ☐ ☐ Evaluation and Treatment VCPA: Youth Face Mask Protocol and Expectations (e) Coordination with public and private community- VCPA Policy 705.3 (d)(2) based resources for follow-up treatment; ☒ ☐ ☐ (f) Applicable reporting requirements; and, ☒ ☐ ☐ VCPA Policy 705.4.2 Supervisor Response and Reporting Requirements 7728 Ventura JF Commitment PRO 23-24 Page 69 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS VCPA Policy 703 (d)(3) Developing (g) Strategies for handling disease outbreaks. strategies for handling communicable ☒ ☐ ☐ disease outbreaks. The policies and procedures shall be updated as necessary to reflect communicable disease priorities The agency coordinates policies with local identified by the local health officer and currently Public Health and CDC directives in recommended public health interventions. ☒ ☐ ☐ response to the Coronavirus Pandemic. These policies were updated in 2020. 1433 REQUESTS FOR HEALTH CARE SERVICES (EXCERPT) 702.3 Youth Access to Health Care The health administrator, in cooperation with the facility administrator, shall develop policy and procedures to ☒ ☐ ☐ 702.3 (b) and (c) Unimpeded Access to establish a daily routine for youth to convey requests for Health Care Services emergency and non-emergency medical, dental and behavioral/mental health care services. 1480 STANDARD FACILTY CLOTHING ISSUE The youth’s personal clothing, undergarments and 802.6 Clothing Issue footwear may be substituted for the institutional clothing and footwear specified in this regulation. The facility has ☒ ☐ ☐ 363.1 Clothing Exchange the primary responsibility to provide clothing and footwear. Clothing provisions shall ensure that: (a) Clothing is clean, reasonably fitted, durable, easily laundered, in good repair, and free of holes and tears. 802.6 Paragraph 1 ☒ ☐ ☐ (b) The standard issue of climatically suitable clothing for youth shall consist of but not be limited to: ☒ ☐ ☐ (1) Socks and serviceable footwear; 802.6 Paragraph 2 Bullet 1 and 4 ☒ ☐ ☐ (2) Outer garments; 802.6 Paragraph 2 Bullet 2 ☒ ☐ ☐ (3) New non-disposable underwear which shall remain with the youth throughout their stay, and; 802.6 Paragraph 2 Bullet 3 and 5 ☒ ☐ ☐ 7728 Ventura JF Commitment PRO 23-24 Page 70 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (4) Undergarments, that are freshly laundered and free of stains, including tee shirts and bras. 802.6 Paragraph 2 Bullet 3 ☒ ☐ ☐ (c) Clothing is laundered at the temperature required by local ordinances for the commercial laundries and dried 802.7 completely in a mechanical dryer or other laundry ☒ ☐ ☐ method approved by the local health officer. (d) Suitable clothing is issued to pregnant youth. 802.6 Paragraph 2 Bullet 6 ☒ ☐ ☐ 1482 CLOTHING EXCHANGE The facility administrator shall develop and implement 802.6 Paragraph 1, 4, 5, and 6 written policies and site-specific procedures for the cleaning and scheduled exchange of clothing. Unless work, climatic conditions, or illness necessitates more ☒ ☐ ☐ frequent exchange, outer garments, except for footwear, shall be exchanged at least once each week. Tee shirts, bras, and underwear shall be exchanged daily; youth shall receive their own underwear back at exchange. 1484 CONTROL OF VERMIN IN YOUTH’S PERSONAL CLOTHING Procedure 321 There shall be written policies and site-specific procedures developed and implemented by the facility FPO.07.B, 1 administrator to control the contamination and/or spread ☒ ☐ ☐ of vermin and ecto-parasites in all youth’s personal clothing. Infested clothing shall be cleaned or stored in a closed container so as to eradicate or stop the spread of the vermin. 1485 ISSUE OF PERSONAL CARE ITEMS There shall be written policies and site-specific 802.8 Personal Hygiene of Youth procedures developed and implemented by the facility administrator for the availability of personal hygiene Procedure 362 Personal Hygiene ☒ ☐ ☐ items. Each female youth shall be provided with sanitary FPO.09.E, 1 napkins, panty liners and tampons as requested. Each youth to be held over 24 hours shall be provided with the following personal care items; (a) Toothbrush; 802.8 Paragraph 2 Bullet 4 ☒ ☐ ☐ Procedure 362.1 (f) 7728 Ventura JF Commitment PRO 23-24 Page 71 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 802.8 Paragraph 2 Bullet 3 (b) Toothpaste; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 1 (c) Soap; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 2 (d) Comb; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 5 (e) Shaving implements; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 8 (f) Deodorant; ☒ ☐ ☐ Procedure 362.1 (f) (g) Lotion; 802.8 Paragraph 2 Bullet 9 ☒ ☐ ☐ 802.8 Paragraph 2 Bullet 10 (h) Shampoo; and, ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 11 (i) Post-shower conditioning hair products. ☒ ☐ ☐ Procedure 362.1 (f) 7728 Ventura JF Commitment PRO 23-24 Page 72 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS Youth shall not be required to share any personal care items listed in items (a) through (d). Liquid soap provided through a common dispenser is permitted. Youth shall not share disposable razors. Double edged 802.8 Paragraph 4 safety razors, electric razors, and other shaving instruments capable of breaking the skin, when shared ☒ ☐ ☐ 604.4 Shaving among youth, shall be disinfected between individual uses by the method prescribed by the State Board of Barbering and Cosmetology in Sections 979 and 980, Chapter 9, Title 16, California Code of Regulations. 1486 PERSONAL HYGIENE There shall be written policies and site specific Procedure 362.1 (a) and (i) procedures developed and implemented by the facility administrator for showering/bathing and brushing of ☒ ☐ ☐ teeth. Youth shall be permitted to shower/bathe up on assignment to a housing unit and on a daily basis thereafter and given an opportunity to brush their teeth after each meal. 1487 SHAVING Youth shall have access to a razor daily, unless their 604.4 Shaving appearance must be maintained for reasons of identification in Court. All youth shall have equal ☒ ☐ ☐ opportunity to shave face and body hair. The facility administrator may suspend this requirement in relation to youth who are considered to be a danger to themselves or others. 1488 HAIR CARE SERVICES (EXCERPT) Hair care services shall be available in all juvenile 604.3 Haircuts facilities. Youth shall receive hair care services monthly. ☒ ☐ ☐ Equipment shall be cleaned and disinfected after each haircut or procedure, by a method approved by the State Board of Barbering and Cosmetology. 1500 STANDARD BEDDING AND LINEN ISSUE Clean laundered, suitable bedding and linens, in good 802.5 Bedding Issue repair, shall be provided for each youth entering a living ☒ ☐ ☐ area who is expected to remain overnight, shall include, but not be limited to: (a) One mattress or mattress-pillow combination which meets the requirements of Section 1502 of these 802.5 (b) regulations; ☒ ☐ ☐ (b) One pillow and a pillow case unless provided for in (a) above; 802.5 (e) ☒ ☐ ☐ 7728 Ventura JF Commitment PRO 23-24 Page 73 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) One mattress cover and a sheet or two sheets; 802.5 (c) ☒ ☐ ☐ (d) One towel; and, 802.5 (d) ☒ ☐ ☐ (e) One blanket or more, up on request 802.5 (a) ☒ ☐ ☐ 1501 BEDDING LINEN EXCHANGE The facility administrator shall develop and implement 802.5 Paragraph 2 site specific written policies and procedures for the scheduled exchange of laundered bedding and linen ☒ ☐ ☐ issued to each youth housed. Washable items such as sheets, mattress covers, pillow cases and towels shall be exchanged for clean replacement at least once each week. The covering blanket shall be cleaned or laundered once a month. 802.5 (a)2 ☒ ☐ ☐ 1510 FACILITY SANITATION, SAFETY AND MAINTENANCE 800 Housekeeping and Maintenance The facility administrator shall develop and implement written policies and site-specific procedures for the Procedure 317 maintenance of an acceptable level of cleanliness, FPO.06.M, 1 Facility Sanitation, Safety and repair and safety throughout the facility. The plan shall Maintenance provide for a regular schedule of housekeeping tasks, ☒ ☐ ☐ equipment, including restraint devices, and physical plant maintenance and inspections to identify and correct unsanitary or unsafe conditions or work practices in a timely manner. The use of chemicals shall be done in accordance to the product label and Safety Data Sheet which may include the use of Personal Protection Equipment (PPE). 7728 Ventura JF Commitment PRO 23-24 Page 74 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot REVIEW OF NON REGULATORY REQUIREMENTS GRANT FUNDING OR CODE REFERENCE YES NO N/A P/P REFERENCE - COMMENTS JUVENILE PROBATION AND CAMPS FUNDING (JPCF) (Camps Only) The programs/services identified on the JPCF Camp Eligibility Form are being provided at the facility. ☒ ☐ ☐ (Refer to the JPCF Camp Eligibility Form) 208.5 WIC CONTACT BETWEEN PERSONS UNDER THE JUVENILE COURT AGES 19- 20 AND MINORS IN THE FACILITY The facility houses Juvenile Court Wards 19 years of age and older. ☒ ☐ ☐ The facility has been approved to hold persons under the juvenile court who are ages 19 through 21. ☒ ☐ ☐ The facility continues to comply with the requirements of 208.5 WIC (programming, capacity and security of ☒ ☐ ☐ the facility) as outlined in the county’s application. JUVENILE JUSTICE DELINQUENCY PREVENTION ACT MONITORING (JJDPA) WIC 206 SEPARATE FACILITIES FOR WIC 300 MINORS ☐ ☐ Dependent or neglected minors who are defined under Viola ☒ Section 300 of the Welfare and Institutions Code (WIC) tion are held only in non-secure, separate and segregated facilities. DETENTION OF STATUS OFFENDERS (WIC 601) AND FEDERAL MINORS ☐ ☒ ☐ Status Offenders (WIC 601) are held in the facility. Status Offenders (WIC 601) are kept separate from ☐ Juvenile Delinquents (WIC 602)? (WIC 207[d]). ☐ ☒ Viola tion Federal Minors (ICE Holds or ORR Contract) are held in the facility. ☐ ☒ ☐ If yes to the above, the Monthly Report on the Detention of Status Offenders/Federal Minors is ☐ ☐ ☒ submitted to the BSCC. WIC 208 SEPARATION OF MINORS AND ADULT INMATES (JJDPA 42 USC 5633, Sec 223, State Plans (a)[12]) Are adult inmates held in the facility? (When a person ☐ ☒ ☐ in detention is proceeding through the adult court, AND that person is 18 years of age or older that person is an adult inmate.) 7728 Ventura JF Commitment PRO 23-24 Page 75 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot If adult inmates are held, they are appropriately ☐ ☒ separated from minors. ☐ Viola tion Adult inmates from an adult facility (e.g. inmate ☐ workers or “Scared Straight” programs) are not ☐ ☒ allowed in the facility in a manner that allows contact Viola with minors. tion 7728 Ventura JF Commitment PRO 23-24 Page 76 of 76 A453 JUV PRO eff. 1/2019 (23-24).dot JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS Board of State and Community Corrections PROCEDURES CHECKLIST1 BSCC Code: 7740 FACILITY NAME: Ventura County Probation Agency Juvenile Facility (VCPAJF) FACILITY TYPE: SYTF Secure Youth Treatment Facility – Detention Services PERSON(S) INTERVIEWED: Gina Johnson, Chief Probation Officer; Tim Dowler, Chief Deputy Probation Officer; Carrie Vredenburg, Director – Juvenile Facility Programs; Sandy Carrillo, Director, Juvenile Operations; Rebecca Jimenez, Corrections Service Officer (CSO) III; Chris Martinez, Supervising Deputy Probation Officer (SDPO); Lola Barnette, SDPO; Allysa Hyne, SDPO; Justin Burdine, CSO III; Adrian Jimenez, CSO II; Chris Mullins, CSO II; Shirley Scott, Wellpath RN; Teresa Vega, Assistant Principal Ventura County Office of Education; Stephanie Rodriguez, Director Ventura County Office of Education; Nicole Garr, Counselor Ventura County Office of Education; Stacy Thompson, Ventura County Food Services Manager; Ana Magbitang, Manager Ventura County Behavior Health; SYTF Youth - Alex, age 17; Joel, age 18, Brayleen, age 23; Jesus, age 22; Rogelio, age 19; Detention - Landon, age 18; Frank, age 17; Axel, age 20. FIELD REPRESENTATIVE: Elizabeth Gong DATE: July 10-13, 2023 ** The agency has had no youth participate in the Detention Services segment of SYTF as it is a Post-Disposition Program. All youth currently in the SYTF Commitment fall under the same parameters of Commitment Programming and Services with the exception of ratios of youth to staff, which conform to JH ratios of 1:10. TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1313 COUNTY INSPECTION AND EVALUATION OF BUILDING AND GROUNDS 104.3.2 Required Local Inspections, On an annual basis, or as otherwise required by law, The following Inspections apply to the entire each juvenile facility administrator shall obtain a ☐ VCPAJF Physical Plant, including Detention, documented inspection and evaluation from the ☒ ☐ Commitment, and SYTF. following: (a) county building inspector or person designated by the November 1, 2021 Board of Supervisors to approve building safety; April 11, 2023 (b) fire authority having jurisdiction, including a fire clearance as required by Health and Safety Code November 15, 2022 ☒ ☐ ☐ Section 13146.1(a) and (b); April 18, 2023 1 This document is intended for use as a tool during the inspection process; this worksheet may not contain each Title 15 regulation that is required. Additionally, many regulations on this worksheet are SUMMARIES of the regulation; the text on this worksheet may not contain the entire text of the actual regulation. Please refer to the complete California Code of Regulations, Title 15, Minimum Standards for Local Facilities, Division 1, Chapter 1, Subchapter 5 for the complete list and text of regulations. 7740 Ventura JF SYTF Detention PRO 23-24 Page 1 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) local health officer, inspection in accordance with Health and Safety Code Section 101045; 2022: Environmental Health May 5, 2022 Medical/Mental Health December 3, 2021 Nutritional Health April 15, 2022 ☒ ☐ ☐ 2023: Environmental Health June 8, 2023 Medical/Mental Health November 29, 2022 Nutritional Health July 7, 2023 (d) county superintendent of schools on the adequacy of educational services and facilities as required in October 26, 2021 ☒ ☐ ☐ Section 1370; December 7, 2022 (e) juvenile court as required by Section 209 of the Welfare and Institutions Code; and, November 5, 2021 ☒ ☐ ☐ March 14, 2023 (f) the Juvenile Justice Commission as required by Section 229 of the Welfare and Institutions Code or December 7, 2021 ☒ ☐ ☐ Probation Commission as required by Section 240 of the December 6, 2022 Welfare and Institutions Code. 1320 APPOINTMENT AND QUALIFICATIONS 100.1 BSCC Note: Compliance with this section is determined by receipt of the Chief Probation Officer’s certification The elements of this regulation are addressed letter confirming that all elements of regulation are met. in a memorandum completed by Interim Chief Probation Officer Gina Johnson, dated June 20, 2023. (a) Appointment ☒ ☐ ☐ In each juvenile facility there shall be a superintendent, director or facility manager in charge of its program and employees. Such superintendent, director, facility manager and other employees of the facility shall be appointed by the facility administrator pursuant to applicable provisions of law. (b) Employee Qualifications Each facility shall: 1200.3 Recruitment (1) recruit and hire employees who possess ☒ ☐ ☐ knowledge, skills and abilities appropriate to their job classification and duties in accordance with applicable civil service or merit system rules; (2) require a medical evaluation and physical examination including tuberculosis screening test 1200.4 (i) Medical and Psychological Exam and evaluation for immunity to contagious illnesses ☒ ☐ ☐ of childhood (i.e., diphtheria, rubeola, rubella, and mumps); 7740 Ventura JF SYTF Detention PRO 23-24 Page 2 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 100.5 Correction Officer Responsibilities (3) adhere to the minimum standards for the 302.1 Training Policy selection and training requirements adopted by the 302.4 Minimum Training Requirements Board pursuant to Section 6035 of the Penal Code; ☒ ☐ ☐ 1200.7 Employment Standards and 1200.7.1 Standards for Correction Officers (4) conduct a criminal records review, on each new employee, and psychological examination in accordance with Section 1031 of the Government ☒ ☐ ☐ 1200.4 (g); 1200.71 Code. (c) Contract personnel, volunteers, and other non- employees of the facility, who may be present at the 305.2 facility, shall have such clearance and qualifications as may be required by law, and their presence at the facility ☒ ☐ ☐ 305.3 shall be subject to the approval and control of the facility These sections are related to clearance for manager. Volunteers/Interns and Support Personnel. 1321 STAFFING Each juvenile facility shall: 211 Staffing Plan (a) have an adequate number of personnel sufficient to carry out the overall facility operation and its ☒ ☐ ☐ programming, to provide for safety and security of youth and staff, and meet established standards and regulations; (b) ensure that no required services shall be denied because of insufficient numbers of staff on duty absent 200.3 ⁋ 2 Supervision of Youth exigent circumstances; 211.3.1 (a) The facility roster of staff, including mandated Deputy Probation Officers, and schedules for all VCPAJF reflect compliance with regulation. We reviewed staffing for February and April 2023, as well as schedules leading up to the onsite inspection, and found youth are moved to a condensed living unit for the ☒ ☐ ☐ purpose of sleeping to accommodate coverage. We have had discussions with the agency and provided technical assistance to identify the individual space as one 30-bed unit rather than two 15-bed individual units. The space would have significant day space for programming youth in separate areas to provide classification-specific programming or recreation. 7740 Ventura JF SYTF Detention PRO 23-24 Page 3 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) have a sufficient number of supervisory level staff to ensure adequate supervision of all staff members; 211.3.1 (b) ☒ ☐ ☐ (d) have a clearly identified person on duty at all times who is responsible for operations and activities and has 211.3.1 (c) completed the Juvenile Corrections Officer Core Course ☒ ☐ ☐ and PC 832 training; (e) have at least one staff member present on each living unit whenever there are youth in the living unit; 211.3.1 (e) ☒ ☐ ☐ (f) have sufficient food service personnel relative to the number and security of living units, including staff 900 Food Services qualified and available to: plan menus meeting 900.3 Bullet 2 nutritional requirements of youth; provide kitchen supervision; direct food preparation and servings; ☒ ☐ ☐ conduct related training 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, medical, dental, mental health, building maintenance, 200.5 transportation, control room, facility security and other support staff for the efficient management of the facility, and to ensure that youth supervision staff shall not be ☒ ☐ ☐ diverted from supervising youth; and, (h) assign sufficient youth supervision staff to provide continuous wide awake supervision of youth, subject to 211.3.1 (f) 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: 7740 Ventura JF SYTF Detention PRO 23-24 Page 4 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) Juvenile Halls (A) during the hours that youth are awake, one 200.3 ⁋ 2 wide-awake youth supervision staff member on duty for each 10 youth in detention; The agency has provided sufficient staffing for the facility only due to mandated overtime for the youth supervision staff (JCO’s), core trained Deputy Probation Officers (DPO’s), and non-core trained DPO’s who work side by side with core trained staff. VCPAJF is in their eleventh 40-hour orientation ‘class’ of the DPO classification to provide for the ☒ ☐ ☐ necessary coverage. Although the agency meets required Detention ratio identified as 1:10 per policy, it is a daily task for administrators to provide coverage for call- outs of scheduled staff. We provided technical assistance and referral information to better plan and audit the call-off coverage, noting this is a statewide problem for juvenile facilities. (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide- awake youth supervision staff member on duty for ☒ ☐ ☐ 200.3 ⁋ 2 each 30 youth in detention; (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the number of youth in detention, unless an 200.3 ⁋ 3 arrangement has been made for backup support ☒ ☐ ☐ services which allow for immediate response to emergencies; and, (D) at least one youth supervision staff member on duty who is the same gender as youth housed ☒ ☐ ☐ in the facility. 200.3 ⁋ 3 (E) personnel with primary responsibility for other duties such as administration, supervision of 200.3.1 personnel, academic or trade instruction, clerical, 200.5 ☒ ☐ ☐ kitchen or maintenance shall not be classified as youth supervision staff positions. (2) Special Purpose Juvenile Halls (A) during hours that youth are awake, one wide- This facility is not a Special Purpose Juvenile ☐ ☐ ☒ awake youth supervision staff member on duty for Hall. each 10 youth in detention; 7740 Ventura JF SYTF Detention PRO 23-24 Page 5 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide- awake youth supervision staff member on duty for ☐ ☐ ☒ each 30 youth in detention; (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the number of youth in detention, unless an arrangement has been made for backup support ☐ ☐ ☒ services which allow for immediate response to emergencies; and, (D) at least one youth supervision staff member on duty who is the same gender as youth housed ☐ ☐ ☒ in the facility. (E) personnel with primary responsibility for other duties such as administration, supervision of personnel, academic or trade instruction, clerical, ☐ ☐ ☒ kitchen or maintenance shall not be classified as youth supervision staff positions. (3) Camps (A) during the hours that youth are awake, one The SYTF Population is not identified as a ☐ ☐ ☒ wide-awake youth supervision staff member on Camp. duty for each 15 youth in the camp population; (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide- awake youth supervision staff member on duty for ☐ ☐ ☒ each 30 youth present in the facility; (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the number of youth in residence, unless arrangements have been made for backup ☐ ☐ ☒ support services which allow for immediate response to emergencies; (D) at least one youth supervision staff member on duty who is the same gender as youth housed ☐ ☐ ☒ in the facility; (E) in addition to the minimum staff to youth ratio required in (h)(3)(A)-(B), consideration shall be given to the size, design, and location of the camp; types of youth committed to the camp; and ☐ ☐ ☒ the function of the camp in determining the level of supervision necessary to maintain the safety and welfare of youth and staff; 7740 Ventura JF SYTF Detention PRO 23-24 Page 6 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (F) personnel with primary responsibility for other duties such as administration, supervision of personnel, academic or trade instruction, clerical, ☐ ☐ ☒ farm, forestry, kitchen or maintenance shall not be classified as youth supervision staff positions. 1322 YOUTH SUPERVISION STAFF ORIENTATION AND TRAINING 300.3 Youth Supervision Orientation (a) Prior to assuming any responsibilities each youth supervision staff member shall be properly oriented to 300.3 Bullet 6 their duties, including: (1) youth supervision duties; The VCPAJF provides new staff with a comprehensive orientation and training program, including a Five Phase process, starting with a Phase 1, an initial Orientation of 40 hours. Phase 2 includes Initial Policy Training; Phase 3 includes Supervision of Youth with Close Training by the assigned Training Officer (TO); Phase 4 is Sole Supervision with Monitoring by the TO and an assigned mentor/trainer; and, Phase 5 is Working Independently with Supervision by the TO. ☒ ☐ ☐ The training curriculum includes evaluation of the Probationary staff of job skills and learning progress, both of which are documented at each Phase. A staff’s competency is reviewed by facility administrators prior to the staff receiving permanent status with the agency. Due to staffing shortages, the agency is providing Phase 1 to the Deputy Probation Officer staff, cored and non-cored, to provide additional youth supervision. Additionally, the agency provides a significant annual staff training curriculum to ensure competency continues. (2) scope of decisions they shall make; 300.3 Bullet 13 ☒ ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 7 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) the identity of their supervisor; 300.3 Bullet 8 ☒ ☐ ☐ (4) the identity of persons who are responsible to them; 300.3 Bullet 13 ☒ ☐ ☐ (5) persons to contact for decisions that are beyond their responsibility; and 300.3 Bullet 13 ☒ ☐ ☐ (6) ethical responsibilities. 300.3 Bullet 2 ☒ ☐ ☐ (b) Prior to assuming any responsibility for the supervision of youth, each youth supervision staff 302.5 Training member shall receive a minimum of 40 hours of facility- specific orientation, including: The agency’s Five Phased Training Program ☒ ☐ ☐ is a comprehensive effort by tenured facility staff to ensure new youth supervision staff are trained in all aspects required to complete their responsibilities. (1) individual and group supervision techniques; 300.3.1 Bullet 1 ☒ ☐ ☐ (2) regulations and policies relating to discipline and 300.3.1 Bullet 2 rights of youth pursuant to law and the provisions of ☒ ☐ ☐ POC 02.J.1 this chapter; (3) basic health, sanitation and safety measures; 300.3.1 Bullet 3 ☒ ☐ ☐ (4) suicide prevention and response to suicide 300.3.1 Bullet 4 attempts ☒ ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 8 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (5) policies regarding use of force, de-escalation techniques, chemical agents, mechanical and 300.3.1 Bullet 5 ☒ ☐ ☐ physical restraints; (6) review of policies and procedures referencing 300.3.1 Bullet 10 trauma and trauma-informed approaches; ☒ ☐ ☐ (7) procedures to follow in the event of 300.3.1 Bullet 6 emergencies; ☒ ☐ ☐ (8) routine security measures, including facility 300.3.1 Bullet 11 perimeter and grounds; ☒ ☐ ☐ (9) crisis intervention and mental health referrals to 300.3.1 Bullet 7 mental health services; ☒ ☐ ☐ (10) documentation; and 300.3.1 Bullet 8 ☒ ☐ ☐ (11) fire/life safety training 300.3.1 Bullet 9 ☒ ☐ ☐ (c) Prior to assuming sole supervision of youth, each youth supervision staff member shall successfully complete the requirements of the Juvenile Corrections 302.4 ⁋ 1 ☒ ☐ ☐ Officer Core Course pursuant to Penal Code Section 6035. (d) Prior to exercising the powers of a peace officer youth supervision staff shall successfully complete training pursuant to Section 830 et seq. of the Penal ☒ ☐ ☐ 302.4 ⁋ 2 Code. 1323 FIRE AND LIFE SAFETY 103.5 Training Whenever there is a youth in a juvenile facility, there 300.3.1 Bullet 9 shall be at least one wide awake person on duty at all ☒ ☐ ☐ times who meets the training standards established by the Board for general fire and life safety which relate specifically to the facility. 7740 Ventura JF SYTF Detention PRO 23-24 Page 9 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1324 POLICY AND PROCEDURES MANUAL 102 Policy and Procedures Manual All facility administrators shall develop, publish, and 102.5 Distribution of Manual implement a manual of written policies and procedures 103.2 Post Orders (Procedures) that address, at a minimum, all regulations that are applicable to the facility. Such a manual shall be made The VCPAJF has adopted Lexipol Policy and available to all employees, reviewed by all employees, Procedures (Post Orders) which include all and shall be administratively reviewed at a minimum required elements in regulation while every two years, and updated, as necessary. Those ☒ ☐ ☐ allowing flexibility for changes or records relating to the standards and requirements set modifications as necessary. forth in these regulations shall be accessible to the Board on request. There are currently no regulations specific to The manual shall include: SYTF. (a) table of organization, including channels of communications and a description of job classifications; 100 Organization Structure 100.3 (a) Supervising Probation Officer - Senior Responsibilities ☒ ☐ ☐ 100.5 Correction Officer Responsibilities 1102.3 Communications (b) responsibility of the probation department, purpose of programs, relationship to the juvenile court, the 101.1 Responsibility and Scope of Juvenile Juvenile Justice/Delinquency Prevention Commission Facility or Probation Committee, probation staff, school ☒ ☐ ☐ personnel and other agencies that are involved in juvenile facility programs; (c) responsibilities of all employees; 102.3 ☒ ☐ ☐ (d) initial orientation and training program for employees; 300 Staff Orientation and Training ☒ ☐ ☐ (e) initial orientation, including safety and security issues and anti-discrimination policies, for support staff, 300 Staff Orientation and Training contract employees, school, mental/behavioral health 304 Health Care Orientation and medical staff, program providers and volunteers; ☒ ☐ ☐ 305 Volunteer and Intern Orientation and Training (f) maintenance of record-keeping, statistics and communication system to ensure: 304.5 ☒ ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 10 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) efficient operation of the juvenile facility; 100.1 Purpose and Scope of the Facility ☒ ☐ ☐ (2) legal and proper care of youth; 100.7.2 Agency Responsibility ☒ ☐ ☐ (3) maintenance of individual youth's records; 205.3 ☒ ☐ ☐ (4) supply of information to the juvenile court and 205.4 those authorized by the court or by the law; and, ☒ ☐ ☐ (5) release of information regarding youth. 205.4 ☒ ☐ ☐ 305.4 Volunteers/Interns (g) ethical responsibilities; 1200.2 Recruitment ☒ ☐ ☐ 1200.5 Background Check 1201.5.2 (g) Standards of Conduct 300.3.1 Bullet 10 512.4 706.4 1000.3 Programs and Education (h) trauma-informed approaches; ☒ ☐ ☐ The VCPAJF policy includes trauma and trauma-informed approaches in each element of facility operations, including training and orientation of staff, admission, classification, searches, healthcare, hygiene, education, and programming. 7740 Ventura JF SYTF Detention PRO 23-24 Page 11 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 300.3.1 Bullet 10 500.1 Admission 1000.3 (m) 1002.6 1003.3 Education (i) culturally responsive approaches; ☒ ☐ ☐ The VCPAJF policy includes cultural responses in each element of facility operations, including training and orientation of staff, admission, classification, hygiene, education, and programming. 500.5 501.3 513 3; 513.4.3; 513.5; 513.10 605.2 701.6 802.6.1 1000.3 (b) (j) gender responsive approaches; ☒ ☐ ☐ The VCPAJF policy includes gender responses in each element of facility operations including training and orientation of staff, admission, classification, searches, healthcare, hygiene, education, and programming. (k) a non-discrimination provision that provides that all youth within the facility shall have fair and equal access 605 Non-Discrimination Provision (NDP) to all available services, placement, care, treatment, and 605.2 benefits, and provides that no person shall be subject to discrimination or harassment on the basis of actual or perceived race, ethnic group identification, ancestry, ☒ ☐ ☐ The VCPAJF has the NDP posted in all living national origin, immigration status, color, religion, units and Intake. gender, sexual orientation, gender identity, gender expression, mental or physical disability, or HIV status, including restrictive housing or classification decisions based solely on any of the above mentioned categories; (l) storage and maintenance requirements for any chemical agents related security devices, and weapons 202 Inventory and Supplies and ammunition, where applicable; ☒ ☐ ☐ 209.3 (i) Weapons Storage (m) establishment of procedures for collection of Medi- Cal eligibility information and enrollment of eligible 500.5.4 ☒ ☐ ☐ youth; and, 7740 Ventura JF SYTF Detention PRO 23-24 Page 12 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (n) establishment of a policy that prohibits all forms of sexual abuse, sexual assault and sexual harassment. 303 Sexual Abuse and Harassment Training The policy shall include an approach to preventing, 501.6.1 Classification detecting and responding to such conduct and any 502.4 (n) Orientation retaliation for reporting such conduct, as well as a ☒ ☐ ☐ 503.3 Assessments provision for reporting such conduct by youth, staff or a 606.5 Grievances third party. 701.4 (j) Screenings 1325 FIRE SAFETY PLAN The facility administrator shall consult with the local fire 401 Fire Safety department having jurisdiction over the facility, or with the State Fire Marshal, in developing a plan for fire 401.3 (b) ☒ ☐ ☐ safety which shall include, but not be limited to: (a) a fire prevention plan to be included as part of the manual of policy and procedures; (b) monthly fire and life safety inspections by facility staff with two-year retention of the inspection record; 401.3 (c) We reviewed Fire and Life Safety Inspections for the VCPAJF from April 2022 to June 2023. The agency has a systematic approach to the inspection in every space of the facility, recording any non-working or required elements of space to confirm it is safe for youth and staff. ☒ ☐ ☐ The form includes: Fire Extinguishers, Fire Alarms, First Aid Kits, Exit/Evacuation Routes, Storage Areas, Electric/Lighting, Lint Traps/Dryer Exhaust, Flashlights, Door Locks, Cameras/Monitors, Panic Alarms, Radios and Cell Phones, and AED’s. Each area is checked by one of the CSO III’s. If there is a required fix or referral to maintenance, it is tracked by administration to ensure it is addressed and remedied. (c) fire prevention inspections as required by Health and Safety Code Section 13146.1(a) and (b); 401.7 ☒ ☐ ☐ The last fire inspection for the VCPAJF was completed on April 18, 2023. 7740 Ventura JF SYTF Detention PRO 23-24 Page 13 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) an evacuation plan; 403 Evacuation Plan ☒ ☐ ☐ (e) documented fire drills not less than quarterly; 401.3 (e) The agency completes Emergency Fire/Earthquake or Emergency procedures Drills monthly. We reviewed documentation for all drills from April 2022 to June 2023. The facility conducts monthly drills as a training mechanism while walking through the facility to ensure staff individually know how to react ☒ ☐ ☐ given an emergency “training” drill. Documented evacuation drills of youth by unit occur quarterly, as required by regulation. We provided technical assistance to ensure full evacuations of all youth, at least annually, as required by VCPAJF Policy 403.4. (f) a written plan for the emergency housing of youth in the case of fire; and, 400.12 ☒ ☐ ☐ (g) development of a fire suppression pre-plan in cooperation with the local fire department. 401.3 ☒ ☐ ☐ 1326 SECURITY REVIEW Each facility administrator shall develop policies and 209.3 procedures to annually review, evaluate, and document security of the facility. The review and evaluation shall include internal and external security, including, but not Chief Probation Officer Gina Johnson limited to, key control, equipment, and staff training. ☒ ☐ ☐ completed a memo outlining an Administrative and Supervisor review of Security practices conducted on April 19, 2023, and May 30, 2023. 7740 Ventura JF SYTF Detention PRO 23-24 Page 14 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1327 EMERGENCY PROCEDURES The facility administrator shall develop facility-specific 400 Facility Emergencies policies and procedures for emergencies that shall include, but not be limited to: Chief Probation Officer Gina Johnson completed a memo outlining an Administrative and Supervisor review of Emergency Procedures conducted on April 19, 2023, and May 30, 2023. ☒ ☐ ☐ It was noted during the meetings several Emergency Procedures need updating which is being done now. The agency is compliant and will forward any new policies or operational procedures relating to this when completed. 400.3 (a), (b) and (c) 400.7 Disturbances (a) escape, disturbances, and the taking of hostages; ☒ ☐ ☐ 400.8 Hostages 400.9 Escape 400.3 (d) and (i) (b) civil disturbance, active shooter and terrorist 400.7 Disturbances attack; ☒ ☐ ☐ 400.6 Active Shooter and Terrorist Attack 400.3 (e) (c) fire and natural disasters; ☒ ☐ ☐ 401 400.3 (f) (d) periodic testing of emergency equipment; ☒ ☐ ☐ 402.5 400.3 (h) (e) emergency evacuation of the facility; and ☒ ☐ ☐ 403 (f) a program to provide all youth supervision staff 400.13 with an annual review of emergency procedures. ☒ ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 15 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1328 SAFETY CHECKS The facility administrator shall develop and implement 505.3 (a), (b) and (d) policy and procedures that provide for direct visual observation of youth at a minimum of every 15 minutes, at random or varied intervals during hours when youth We reviewed safety checks audits for the are asleep or when youth are in their rooms, confined in months of December 2022, January and April holding cells or confined to their bed in a dormitory. 2023 for all occupied facility operational Supervision is not replaced, but may be supplemented units. Overall, the electronic checks are by, an audio/visual electronic surveillance system random, typically between 11 and 15 designed to detect overt, aggressive or assaultive minutes, recording the youth room and the behavior and to summon aid in emergencies. All safety total number of youths in the unit. checks shall be documented with the actual time the check is completed. ☒ ☐ ☐ A CSO III now reviews safety checks for all units, checking for late or missed checks, as well as patterned checks. We found very few late, missed, or patterned checks. The staff responsible and the circumstance is recorded in the Supervisors Log to allow the incident to be formally addressed. Our recommendation is that the audits occur daily, to ensure all are done per policy, by the graveyard CSO III. 7740 Ventura JF SYTF Detention PRO 23-24 Page 16 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1329 SUICIDE PREVENTION PLAN The facility administrator, in collaboration with the 706.4 Suicide Prevention Plan healthcare and behavioral/mental health administrators, shall plan and implement written policies and procedures which delineate a Suicide Prevention Plan. Youth are administered the MAYSI-2 upon The plan shall consider the needs of youth experiencing admission or whenever a significant event past or current trauma. Suicide prevention responses occurs while in custody. The assessment tool shall be respectful and in the least invasive manner identifies cautions or warnings for behavior consistent with the level of suicide risk. The plan shall involving suicidal ideation or tendencies. A include the following elements: Classification Questionnaire during booking to determine appropriate housing and supervision status also is responsive to this regulation. The agency has had three suicide incidents that resulting in a safety room placement, none involving SYTF youth. There have been ☒ ☐ ☐ 13 incidents of youth with a caution or warning from the MAYSI assessment that have been referred to Behavior Health. Youth are placed on special watch in these situations pending being seen and/or evaluated by Behavior Health. We note Behavior Health has taken a much more involved and consistent approach to all intake, assessment, and crisis incidents, observed by documented responses to incidents. The clinicians are proactive and engaged with the processes and staff engagement for successful treatment approaches to youth in crisis. (a) Suicide prevention training as required in Section 1322, Youth Supervision Staff Orientation, and Training 300.3.1 Bullet 4 and the Juvenile Corrections Officer Core Course. ☒ ☐ ☐ 304.5 (e) (b) Screening, Identification Assessment and Precautionary Protocols 501.3 Bullet 8 (1) All youth shall be screened for risk of suicide at ☒ ☐ ☐ 701.4 (c) intake and as needed during detention. (2) All youth supervision staff who perform intake processes shall be trained in screening youth for risk ☒ ☐ ☐ 501.11 Staff Training in Classification of suicide. 7740 Ventura JF SYTF Detention PRO 23-24 Page 17 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) All youth who have been identified during the intake screening process to be at risk of suicide shall 701.4 (c)(2) be referred to behavioral/mental health staff for a ☒ ☐ ☐ suicide risk assessment. (4) Precautionary protocols shall be developed to ensure the youth’s safety pending the ☒ ☐ ☐ 706.5 behavioral/mental health assessment. (c) Referral process to behavioral/mental health staff for assessment and/or services. 703.4 ⁋ 2 ☒ ☐ ☐ 706.3 (d) Procedures for monitoring of youth identified at risk for suicide. 706.3 ☒ ☐ ☐ 706.5 (e) Safety Interventions (1) Procedures to address intervention protocols for ☒ ☐ ☐ youth identified at risk for suicide which may include, but are not limited to: (A) Housing consideration 501.3 ☒ ☐ ☐ 706.5 ⁋ 1 (B) Treatment strategies including trauma- informed approaches 706.4 ☒ ☐ ☐ (2) Procedures to instruct youth supervision staff how to respond to youth who exhibit suicidal FPO.07.F, 6 Caution Status behaviors. ☒ ☐ ☐ FPO.07.F, 2 (f) Communication (1) The intake process shall include communication 701.4, C-1 with the arresting officer and family guardians ☒ ☐ ☐ regarding the youth’s past or present suicidal ideations, behaviors or attempts. (2) Procedures for clear and current information sharing about youth at risk for suicide with youth supervision, healthcare, and behavioral/mental 706.3 ⁋ 1 health staff. 706.8 ⁋ 1 and 2 ☒ ☐ ☐ FPO.07.F, 2 (a) 7740 Ventura JF SYTF Detention PRO 23-24 Page 18 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (g) Debriefing of Critical Incidents Related to Suicides or Attempts (1) Process for administrative review of the 706.9 ⁋ 1 Debriefing ☒ ☐ ☐ circumstances and responses proceeding, during and after the critical incident. (2) Process for a debriefing event with affected 706.9 ⁋ 2 staff. ☒ ☐ ☐ (3) Process for a debriefing event with affected youth. 706.9 ⁋ 2 ☒ ☐ ☐ (h) Documentation (1) Documentation processes shall be developed to 706.6 Observation Logs ensure compliance with this regulation ☒ ☐ ☐ 706.7 Documentation Youth identified at risk for suicide shall not be denied the opportunity to participate in facility programs, services 706.4 ⁋ 2 and activities which are available to other non-suicidal youth, unless deemed necessary for the safety of the youth or security of the facility. Any deprivation of ☒ ☐ ☐ programs, services or activities for youth at risk of suicide shall be documented and approved by the facility manager. 1340 REPORTING OF LEGAL ACTIONS 101.5 Each facility shall submit to the Board a letter of notification on each legal action, pertaining to conditions ☒ ☐ ☐ There are no legal issues pending at the of confinement, filed against persons or legal entities VCPAJF. responsible for juvenile facility operation. 1341 DEATH AND SERIOUS ILLNESS OR INJURY OF A YOUTH WHILE DETAINED 518.3 In Custody Death 518.3 ⁋ 3 In Custody Death Notifications (1) Death of a Youth. (a) The facility administrator, in cooperation with the health administrator and the behavioral/mental health director, shall develop written policies and ☒ ☐ ☐ procedures in the event of the death of a youth while detained, which include notifications to necessary parties, which may include the Juvenile Court, the parent, guardian or person standing in loco parentis and the youth’s attorney of record. 7740 Ventura JF SYTF Detention PRO 23-24 Page 19 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) The health administrator, in cooperation with the facility administrator, shall develop written policies and procedures to assure there is a medical and 518.4 ⁋ 2 operational review of every in-custody death of a youth. The review team shall include the facility ☒ ☐ ☐ administrator and/or facility manager, the health administrator, the responsible physician and other health care and supervision staff who are relevant to the incident. (c) The administrator of the facility shall provide to the Board a copy of the report submitted to the Attorney General under Government Code Section 518.3 ⁋ 5 ☒ ☐ ☐ 12525. A copy of the report shall be submitted to the Board within 10 calendar days after the death. (d) Upon receipt of a report of the death of a youth from the administrator, the Board may within 30 The facility administrators are aware of this calendar days inspect and evaluate the juvenile regulation. facility, jail, lockup or court holding facility pursuant to ☒ ☐ ☐ the provisions of this subchapter. Any inquiry made by the Board shall be limited to the standards and requirements set forth in these regulations. (2) Serious Illness or Injury of Youth. (a) The facility administrator, in cooperation with 700.3.1 (b)5 the health administrator, shall develop written 700.3.1 (b)14 policies and procedures for the notification to ☒ ☐ ☐ necessary parties, which may include the Juvenile 700.3.1 (b)18 Responsibilities of the Health Court, the parent, guardian or person standing in Care Administrator (Illness) loco parentis and the youth’s attorney of record in the case of a serious illness or injury of a youth. 801.7 Youth Safety (Injury) 1342 POPULATION ACCOUNTING Each juvenile facility shall submit required population and ☒ 1101.6.1 profile survey reports to the Board within 10 working days ☐ ☐ after the end of each reporting period, in a format to be provided by the Board. 1343 JUVENILE FACILITY CAPACITY (EXCERPT) When the number of youth detained in a living unit of a 1101.3 juvenile facility exceeds its rated capacity for more than ☒ ☐ ☐ fifteen (15) calendar days in a month, the facility administrator shall provide a crowding report to the Board in a format provided by the Board. 7740 Ventura JF SYTF Detention PRO 23-24 Page 20 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1350 ADMITTANCE PROCEDURES The facility administrator shall develop and implement 500.1 Admission written policies and procedures for admittance of youth that emphasize respectful and humane engagement with youth, and reflect that the admission process may The VCPAJF has a comprehensive be traumatic to youth who may have already admission process and includes many experienced trauma. Policies shall be trauma-informed, advisals and assessments to assist in culturally relevant, and responsive to the language and determining appropriate classification. literacy needs of youth. In addition to the requirements These tools articulate detention criteria, of Sections 1324 and 1430 of these regulations: housing location, security status, suicidal tendencies, and the propensity for violence or victimization. The intake and booking process provides information to acclimate the youth to detention as well as orient the youth to expectations, rights, and rules. The assessments continue to the youth file when committed to SYTF. Staff complete a Juvenile Risk Assessment Tool to determine if detention is appropriate, with override and mitigation factors. If ☒ ☐ ☐ detained, the MAYSI-2 Questionnaire and Classification Assessment Questionnaire are administered to assist in placement and any security status needs. Youth then acknowledge the Prison Rape Elimination Act (PREA) policy as it relates to Sexual Abuse, Harassment, and Assault. The Zero Tolerance for Gang or Violence is also part of the admission documents the youth signs to acknowledge. Added this cycle is the Youth Bill of Rights and Ombudsman information provided through the Office of Youth and Community Restoration. We reviewed numerous intake and remand Admission paperwork and documentation outlining the procedures in policy and regulation. We found the process is lengthy and exceeds regulatory requirements to make the best admission decisions. (a) the admittance process shall include: (1) Access to two free phone calls within one hour of 500.8 admittance in accordance with the provisions of ☒ ☐ ☐ Welfare and Institution Code Section 627; 7740 Ventura JF SYTF Detention PRO 23-24 Page 21 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) Offer of a shower; 500.9 ☒ ☐ ☐ (3) Documented secure storage of personal 500.7.2 belongings; ☒ ☐ ☐ (4) Offer of food upon arrival; 500.5.5 ☒ ☐ ☐ (5) Screening for physical and behavioral health 304.6 Initial Youth Screening and safety issues, intellectual or developmental ☒ ☐ ☐ 501.3 Bullet 10 disabilities; (6) Screening for physical and developmental disabilities in accordance with Sections 1329, 1413, 501.3 Bullet 10 ☒ ☐ ☐ and 1430 of these regulations; (7) Contact with Regional Center for the Developmentally Disabled for youth that are 702.7 Last Paragraph suspected of or identified as having a ☒ ☐ ☐ developmental disability, pursuant to Section 1413; and, 501.12 (8) Procedures consistent with Section 1352.5. ☒ ☐ ☐ 802.6.1 (b) juvenile hall administrators shall establish written criteria for detention that considers the least restrictive ☒ ☐ ☐ 500.3 (h) environment. (c) juvenile camps and post-dispositional programs in juvenile halls shall develop policies and procedures that 500.5.3 advise the youth of the estimated length of stay, inform them of program guidelines and provide written ☒ ☐ ☐ screening criteria for inclusion and exclusion from the program. (d) juvenile halls shall develop policies and procedures that advise any committed youth of the estimated length ☒ ☐ ☐ 500.5.3 of his/her stay. 7740 Ventura JF SYTF Detention PRO 23-24 Page 22 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1350.5 SCREENING FOR THE RISK OF SEXUAL ABUSE 501.3 The facility administrator shall develop and implement 701.4 (j) (1) written policies and procedures to reduce the risk of sexual abuse by or upon youth. The policy shall require The MAYSI-2 and Classification ☒ ☐ ☐ facility staff to assess each youth within 72 hours of Questionnaire are responsive to this admission based on the following information: regulation. Youth also watch a PREA video and read agency policies on how to report sexual abuse, assault, or discrimination. (a) Prior sexual victimization or abusiveness; 501.3 Bullet 19 and 21 ☒ ☐ ☐ (b) Gender nonconforming appearance or manner; or identification as lesbian, gay or bisexual, transgender, 501.3 Bullet 20 and 24 queer or intersex, and whether the youth may, therefore, ☒ ☐ ☐ be vulnerable to sexual abuse; (c) Current charges and offense history; 501.3 Bullet 4-6 ☒ ☐ ☐ (d) Age; 501.3 Bullet 1 ☒ ☐ ☐ (e) Level of emotional and cognitive development; 501.3 Bullet 7 ☒ ☐ ☐ (f) Physical size and stature; 501.3 Bullet 3 ☒ ☐ ☐ (g) Mental illness or mental disabilities; 501.3 Bullet 10 and 13 ☒ ☐ ☐ (h) Intellectual or developmental disabilities; 501.3 Bullet 14 ☒ ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 23 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (i) Physical disabilities; 501.3 Bullet 12 ☒ ☐ ☐ (j) The youth’s perception of vulnerability; and, 501.3 Bullet 22 ☒ ☐ ☐ (k) Any other specific information about the individual youth that may indicate heightened needs for 501.3 Bullets 1-24 supervision, additional safety precautions, or separation ☒ ☐ ☐ from certain other youth. Staff shall ascertain this information through conversations with the youth during the admittance 501.4 process, medical and behavioral health screenings; during classification assessments; and by reviewing ☒ ☐ ☐ court records, case files, facility behavioral records, and other relevant documentation from the youth’s files. The facility administrator shall implement appropriate controls on the dissemination of information within the 501.3 Last Paragraph facility relative to responses received pursuant to this assessment in order to ensure that sensitive information ☒ ☐ ☐ is not exploited to the youth’s detriment by staff or other youth. 7740 Ventura JF SYTF Detention PRO 23-24 Page 24 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1351 RELEASE PROCEDURES The facility administrator shall develop and implement 516 Releases written policies and procedures for release of youth from custody which provide for: The process for release from all VCPAJF programs includes transition planning and linkage to appropriate community services. We were provided and reviewed the Ventura County Community Resource List which outlines available services in different geographical areas of the county. The agency identifies youth needing special release services in the Multi-Disciplinary Team (MDT), Critical Care Team (CCT), and Treatment Team (TTM) meetings which occur weekly. Participation includes representatives from Behavior Health, ☒ ☐ ☐ Medical, and the VCOE school personnel, as well as CSO or DPO probation staff. We reviewed the Release Form, which includes the youth’s information at booking, disposition, release authorization, and signature and identification of the person the youth is released to. Also included is acknowledgment of property released to the youth. Four youth have been released from SYTF, one to the family on community supervision and 3 to the California Conservation Corp as a step-down. (a) verification of identity/release papers; 516.3 (a) ☒ ☐ ☐ 516.3 (d) (b) return of personal clothing and valuables; ☒ ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 25 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) notification to the youth's parents or guardian; 516.3 (l) ☒ ☐ ☐ (d) notification to the facility health care provider in accordance with Sections 1408 and 1437 of these ☒ ☐ ☐ 516.3 (c) and (m) regulations, for coordination with outside agencies; and, (e) notification of school staff; 516.3 (n) ☒ ☐ ☐ (f) notification of facility mental health personnel. 516.3 (m) ☒ ☐ ☐ The facility administrator shall develop and implement policies and procedures for post-disposition youth to 516.3 (g) and (n) coordinate the provision of transitional and reentry services including, but not limited to, medical and ☒ ☐ ☐ behavioral health, education, probation supervision and community-based services. The facility administrator shall develop and implement written policies and procedures for the furlough of youth ☒ ☐ ☐ 526.4 from custody. 7740 Ventura JF SYTF Detention PRO 23-24 Page 26 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1352 CLASSIFICATION The facility administrator shall develop and implement 501 Classification written policies and procedures on classification of youth for the purpose of determining housing placement in the facility. The Classification Questionnaire used at Such procedures shall: booking assists staff in determining the most appropriate placement of youth at admission and to address observed security or safety needs of youth. We reviewed admission documentation including this form and found it to be consistent with regulation requirements and policy. Additionally, youth are re-classified based on circumstances as they occur while in the facility via the Critical Case Team meetings. This is memorialized in the youth’s ☒ ☐ ☐ electronic file, the Ventura County Integrated Justice Information System. SYTF youth are in their own unit and classified as ‘younger’ or ‘older’ youth. Since there are only 11 committed and legislation has provided a clear direction for sight and sound separation, the agency is moving forward to consider housing all youth in one unit and allow a second unit as they advance in the program. It is significant to note the agency works with medical and behavior health staff to assist in special classification needs, as well as reviewing the youth’s behavior which may prompt a new classification. (a) provide for the safety of the youth, other youth, facility staff, and the public by placing youth in the 501.7 appropriate, least restrictive housing and program settings. Housing assignments shall consider the need ☒ ☐ ☐ for single, double or dormitory assignment or location within the dormitory; (b) consider facility populations and physical design of the facility; 501.8 ☒ ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 27 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) provide that a youth shall be classified upon admittance to the facility; classification factors shall 501.3 include, but not be limited to: age, maturity, sophistication, emotional stability, program needs, legal ☒ ☐ ☐ status, public safety considerations, medical/mental health considerations, gender and gender identity of the youth; (d) provide for periodic classification reviews, including provisions that consider the level of supervision and the 501.6.1 Periodic Reviews youth's behavior while in custody; and, 501.6.2 Staff Initiated Reviews Classification status is reviewed by the CSO ☒ ☐ ☐ III, SDPO, and/or the Watch Commander as necessary to ensure youth are reintegrated in the least restrictive classification as necessary based on their security, medical, or mental health status. (e) provide that facility staff shall not separate youth from the general population or assign youth to a single occupancy room based solely on the youth's actual or 501.10.1 ⁋ 2 Non-Discrimination Provision perceived race, ethnic group identification, ancestry, 605.2 ⁋ 1 Non-Discrimination Provision national origin, color, religion, gender, sexual orientation, gender identity, gender expression, mental ☒ ☐ ☐ or physical disability, or HIV status. This section does not prohibit staff from placing youth in a single occupancy room at the youth's specific request or in accordance with Title 15 regulations regarding separation. (f) facility staff shall not consider lesbian, gay, bisexual, transgender, questioning or intersex identification or status as an indicator of likelihood of being sexually ☒ ☐ ☐ 501.10 ⁋ 3 abusive. 1352.5 TRANSGENDER AND INTERSEX YOUTH. The facility administrator shall develop written policies 501.12 Transgender and Intersex Youth and procedures ensuring respectful and equitable ☒ ☐ ☐ treatment of transgender and intersex youth. The 501.6.1 ⁋ 2 policies shall provide that: (a) Facility staff shall respect every youth’s gender identity and shall refer to the youth by the youth’s 501.12 I-A preferred name and gender pronoun, regardless of the youth’s legal name. Facilities may prohibit the use of ☒ ☐ ☐ gang or slang names or names that otherwise compromise facility operations as determined by the facility manager or designee, and shall document any decision made on this basis. 7740 Ventura JF SYTF Detention PRO 23-24 Page 28 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Facility staff shall permit youth to dress and present themselves in a manner consistent with their gender 501.12 I-B identity and shall provide youth with the institution’s ☒ ☐ ☐ clothing and undergarments consistent with their gender 802.6.1 Clothing Issue identity. (c) Facility staff shall house youth in the unit or room that best meets their individual needs and promotes their 500.6.2 safety and well-being. Staff may not automatically house youth according to their external anatomy and shall 501.3 Bullet 9, 19-22 document the reasons for any decision to house youth ☒ ☐ ☐ in a unit that does not match their gender identity. In 501.12 I-C making a housing decision, staff shall consider the youth’s preferences, as well as any recommendations from the youth’s health or behavioral health provider. (d) Facility administrators shall ensure that transgender and intersex youth have access to medical and 501.12 I-D behavioral health providers qualified to provide care and ☒ ☐ ☐ treatment to transgender and intersex youth. 702.7 (f) (e) Consistent with the facility’s reasonable and necessary security considerations and physical plant, 501.12 I-E facility staff shall make every effort to ensure the safety ☒ ☐ ☐ and privacy of transgender and intersex youth when the 802.11 Showers youth are using the bathroom or shower, or dressing or undressing. Facility staff shall not conduct physical searches of any youth for the purpose of determining the youth’s 501.12 II-A and B anatomical sex. Whenever feasible, the facility shall respect the youth’s preference regarding the gender of ☒ ☐ ☐ 513.5 the staff member who conducts any search of the youth. POC.04.F.3 7740 Ventura JF SYTF Detention PRO 23-24 Page 29 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1353 ORIENTATION The facility administrator shall develop and implement 502 Youth Orientation written policies and procedures to orient a youth prior to 502.2 placement in a living area. Both written and verbal information shall be provided and supplemented with The intake and booking process for all video orientation if feasible. Provision shall be made to VCPAJF includes a review of facility provide accessible orientation information to all detained operations, youth rights, and the rules that youth including those with disabilities, limited literacy, or guide youth through the program. The English language learners. Orientation shall include Orientation for each facility type includes all information that addresses: aspects of programming and activities while detained. Facility expectations and opportunities are explained in both verbal and written formats ☒ ☐ ☐ to allow a youth to understand the material while in-custody. The individual program is outlined in a handbook to promote progress through positive behavior to earn incentives. We provided technical assistance to consolidate the booking forms requiring youth acknowledgment relating to the Ombudsman and Youth Bill of Rights for a more streamlined approach and training opportunity for youth to better understand the program expectations. The new Youth Handbook is descriptive as it relates to all Orientation components. (a) facility rules including contraband and searches and disciplinary procedures; 502.4 (a) ☒ ☐ ☐ (b) facility’s system of positive behavior interventions and supports, including behavior expectations, 502.4 (b) incentives that youth will receive for complying with 1009.3 (a) BMP ☒ ☐ ☐ facility rules, and consequences that may result when youth violate the rules of the facility; (c) age appropriate information that explains the facility’s policy prohibiting sexual abuse and sexual 502.4 (n) harassment and how to report incidents or suspicions of ☒ ☐ ☐ sexual abuse or sexual harassment; (d) identification of key staff and their roles; 502.4 (v) ☒ ☐ ☐ 1208.7 (a) 7740 Ventura JF SYTF Detention PRO 23-24 Page 30 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) the existence of the grievance procedure, the steps that must be taken to use it, the youth’s right to be free 502.4 (e) of retaliation for reporting a grievance, and the name of ☒ ☐ ☐ the person or position designated to resolve the issue; (f) access to legal services and information on the 502.4 (i) court process; ☒ ☐ ☐ (g) access to routine and emergency health and mental 502.4 (f) health care; ☒ ☐ ☐ (h) access to education, religious services, and 502.4 (g) recreational activities; ☒ ☐ ☐ (i) housing assignments; 502.4 (h) ☒ ☐ ☐ (j) opportunity for personal hygiene and daily showers including the availability of personal care items 502.4 (d) ☒ ☐ ☐ (k) rules and access to correspondence, visits and telephone use; 502.4 (c) ☒ ☐ ☐ (l) availability of reading materials, programming, and other activities; 502.4 (k) ☒ ☐ ☐ (m) facility policies on the use of force, use of restraints, chemical agents and room confinement; 502.4 (l), (m) and (w) ☒ ☐ ☐ (n) immigration legal services; 502.4 (p) ☒ ☐ ☐ (o) emergencies including evacuation procedures; 502.4 (r) ☒ ☐ ☐ (p) non-discrimination policy and the right to be free from physical, verbal or sexual abuse and harassment by 303.1 (g) other youth and staff; 502.4 (n) and (u) ☒ ☐ ☐ 603.1 (q) availability of services and programs in a language other than English if appropriate; 502.4 Last 2 Paragraphs ☒ ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 31 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (r) the process for requesting different housing, education, programming and work assignments; 502.4 (x) ☒ ☐ ☐ (s) a process for which parents/guardians receive information regarding the youth’s stay in the facility that 502.4 (y) at a minimum includes answers to frequently asked ☒ ☐ ☐ questions and provides contact information for the facility, medical, school and mental health; and, (t) a process by which youth may request access to Title 15 Minimum Standards for Juvenile Facilities. 502.4 (z) ☒ ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 32 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1354 SEPARATION The facility administrator shall develop and implement 519 Youth Separation written policies and procedures that address: 519 Second to last ⁋ 500.6.2 The VCPAJF agency has a well-documented practice of recording a youth’s request to decline participation in unit programs and activities. There has been some confusion amongst staff for what is referred to as ‘decliners’ versus those that self-separate for protective custody reasons. We reviewed self-separation half sheets, revealing the youth’s request for non- participation in an activity or program including their signature detailing the reason. ☒ ☐ ☐ These are short-term separations and are well documented. We also reviewed four incidents of long-term self-separations that turned into a re- classification. The incident report or youth’s signed request to self-separate and notes from Critical Case Meetings articulated efforts by staff and/or Behavior Health to reintegrate the youth. The case logs also detail unit staff efforts to get a youth back into programming. These long-term ‘separations’ are a classification the agency is working on to facilitate needs and activities in an environment where the youth feels safe to engage in unit activities. We provided technical assistance to encourage a ‘re- branding’ for these youth that is positive- focused. (a) separation of youth for reasons that include, but are not be limited to, medical and mental health conditions, 519 Medical Separation assaultive behavior, disciplinary consequences and 519.3 Self Separation protective custody. 501.7 ☒ ☐ ☐ 600.3.1 601.4 7740 Ventura JF SYTF Detention PRO 23-24 Page 33 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) consideration of positive youth development and trauma-informed care. 519 ⁋ 3 ☒ ☐ ☐ 501.7.1 ⁋ 1 (c) separated youth shall not be denied normal privileges available at the facility, except when necessary to accomplish the objective of separation. 519 ⁋ 4 ☒ ☐ ☐ 501.7.1 ⁋ 2 (d) when the objective of the separation is discipline, Title 15 Section 1390 shall apply. 519 ⁋ 5 ☒ ☐ ☐ 501.7.1 ⁋ 1 (e) when separation results in room confinement, the separation shall occur in accordance with Welfare and Institutions Code Section 208.3 and Section 1354.5 of ☒ ☐ ☐ 519 ⁋ 1 these regulations. 601 Room Confinement (f) policies and procedures shall ensure a daily review of separated youth to determine if separation remains necessary. 519 Last ⁋ ☒ ☐ ☐ 501.7.1 ⁋ 4 7740 Ventura JF SYTF Detention PRO 23-24 Page 34 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1354.5 ROOM CONFINEMENT (a) The facility administrator shall develop and 601 Room Confinement (RC) implement written policies and procedures addressing the confinement of youth in their room that are consistent with Welfare and Institutions Code Section The VCPAJF agency reported 119 incidents 208.3. The placement of a youth in room confinement of Room Confinement from April 2022 to shall be accomplished in accordance with the following June 2023. This is slightly more than the 50 guidelines: in 2021, but less than the previous ‘time outs’ recorded in 2018-2019 before the regulation and legislation were implemented. After a safety and security-related incident, staff initiated an RC Log which prompts them to initiate specific documentation practices and alerts to senior staff. Agency policy and procedures include the staff recording behavior and attempts to remove the youth from RC status as soon as the threat is minimized. When this happens, youth must agree to respond with appropriate behaviors in a contract format to document the expectations when removed. In most cases, the youth return to regular unit activities. ☒ ☐ ☐ We reviewed 7 RC incidents and 10 UF incidents resulting in RC, including 4 SYTF youth, and found the agency utilizes RC for applicable behavior-related incidents that pose a safety and security risk to other youth, staff or the facility operations. Staff and supervisors provided appropriate responses to reintegrate youth to programming, including behavior health input and involvement. Safety check logs and behavior health intervention documentation was included in the reviewed incidents. The agency has adopted an early morning review of youth on RC going into the following day in an effort to return the youth to normal activities as the youth starts their day. 7740 Ventura JF SYTF Detention PRO 23-24 Page 35 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) Room confinement shall not be used before other, less restrictive, options have been attempted 601.4 (a) 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 ☒ ☐ ☐ 601.4 (b) retaliation by staff. (3) Room confinement shall not be used to the extent that it compromises the mental and physical health ☒ ☐ ☐ 601.4 (c) of the youth. (b) A youth may be held up to four hours in room confinement. After the youth has been held in room 601.4.5 (a) confinement for a period of four hours, staff shall do one ☒ ☐ ☐ or more of the following: (1) Return the youth to general population. 601.4.5 (a) (1) ☒ ☐ ☐ (2) Consult with mental health or medical staff. 601.4.5 (a) (2) ☒ ☐ ☐ (3) Develop an individualized plan that includes the goals and objectives to be met in order to reintegrate ☒ ☐ ☐ 601.4.5 (a) (3) the youth to general population. (4) If room confinement must be extended beyond four hours, staff shall do each of the following: 601.4.5 (b) ☒ ☐ ☐ (A) Document the reasons for room confinement and the basis for the extension, the date and time 601.4.5 (b)(1) the youth was first placed in room confinement, ☒ ☐ ☐ and when he or she is eventually released from room confinement. (B) Develop an individualized plan that includes the goals and objectives to be met in order to ☒ ☐ ☐ 601.4.5 (b)(2) integrate the youth to general population. (C) Obtain documented authorization by the facility superintendent or his or her designee ☒ ☐ ☐ 601.4.5 (b)(3) every four hours thereafter. (5) This section is not intended to limit the use of single-person rooms or cells for the housing of youth 601.1.1 in juvenile facilities and does not apply to normal ☒ ☐ ☐ sleeping hours. 7740 Ventura JF SYTF Detention PRO 23-24 Page 36 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) This section does not apply to youth or wards in court holding facilities or adult facilities. ☒ ☐ ☐ (7) Nothing in this section shall be construed to conflict with any law providing greater or additional ☒ ☐ ☐ 102.2.1 protections to youth. (8) This section does not apply during an extraordinary emergency circumstance that requires 400 Facility Emergencies a significant departure from normal institutional 400.3.1 Emergency Suspension of operations, including a natural disaster or facility- Standards 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 501.7.2 protect against the spread of a communicable disease for the shortest amount of time required to 519 Medical Separation 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. 7740 Ventura JF SYTF Detention PRO 23-24 Page 37 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1355 INSTITUTIONAL ASSESSMENT AND PLAN The facility administrator shall develop and implement 503 Case Management written policies and procedures for assessment and case planning. The VCPAJF agency has an operational process to complete and update Institutional Assessments and Plans originally done by the field DPO with ongoing updates by the assigned CSO. Documents included the original case plan with identified risks and needs and ongoing plans targeting service delivery for the youth. Educational progress from Providence School, case notes and number of hours with Behavior Health Services, and youth chrono notes from facility staff all contribute to the overall plan while the youth is detained. The plans are completed by staff and reviewed by supervisors. The plan documents education, substance abuse, aggression, anti-social environments, family, impulsivity, remorse, and violence, articulating a plan and discussion points for ☒ each. ☐ ☐ We reviewed 3 six-month review reports to the Court specific to SYTF youth. The individualized plans were detailed and comprehensive of all the youth that had been involved during the period covered. Numerous agency partners provide input specific to their programs, allowing for a well- rounded description of services and successes. SYTF also have initial, ongoing, and Transitional Plans during their stay. We reviewed 10 ongoing IAP’s and 8 Transitional MDTs for 18 youth and found each had an individualized plan, including the most significant areas to address with targeted services. The plans are reviewed every 30 days to show progress or to re-direct services. They are individualized and inclusive of chrono entry discussions with the youth. 7740 Ventura JF SYTF Detention PRO 23-24 Page 38 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Assessment: The assessment is based on information collected during the admission process with periodic review, 503.3 ⁋ 2 which includes the youth's risk factors, needs and ☒ strengths including, but not limited to, identification of ☐ ☐ substance abuse history, educational, vocational, counseling, behavioral health, consideration of known history of trauma, and family strengths and needs. (b) Institutional Case Plan: (1) A case plan shall be developed for each youth ☒ 503.3.1 held for at least 30 days or more and created within ☐ ☐ 40 days of admission. (2) The institutional plan shall include, but not be limited to, written documentation that provides: ☒ ☐ ☐ (A) objectives and time frame for the resolution of problems identified in the assessment; ☒ 503.3.1 (c) ☐ ☐ (B) a plan for meeting the objectives that includes a description of program resources needed and ☒ 503.3.1 (b) individuals responsible for assuring that the plan ☐ ☐ is implemented; (3) periodic evaluation of progress towards meeting the objectives, including periodic review and ☒ ☐ ☐ 503.3.1 (c) discussion of the plan with the youth; (4) a transition plan, the contents of which shall be subject to existing resources, shall be developed for 503.3.1 ☒ post dispositional youth in accordance with Section ☐ ☐ 516.3; 516.5 (Releases) 1351; and, (5) in as much as possible and if appropriate, the plan, including the transition plan, shall be developed with input from the family, supportive adults, youth, ☒ 503.3.1 (a) ☐ ☐ and Regional Center for the Developmentally Disabled. 7740 Ventura JF SYTF Detention PRO 23-24 Page 39 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1356 COUNSELING AND CASEWORK SERVICES 503.5 The facility administrator shall develop and implement 703.3 Counseling Services written policies and procedures ensuring the availability POC.03.C, 1 of appropriate counseling and casework services for all youth. Policies and procedures shall ensure: The VCPAJF agency requires the assigned CSO to meet with the youth weekly to ensure ☒ he or she is progressing as expected or to ☐ ☐ assist with any difficulty in the program. We reviewed case Chrono’s and Critical Case Team meeting notes which address any noted positive or negative behaviors displayed in the program. (a) youth will receive assistance with needs or concerns that may arise; 703.3 (a)(1) ☒ ☐ ☐ POC.03.C, 1(a) (b) youth will receive assistance in requesting contact with parents, other supportive adults, attorney, clergy, 703.3 (a)(2) probation officer, or other public official; and, ☒ ☐ ☐ POC.03.C, 1 (b) (c) youth will be provided access to available resources to meet the youth’s needs. ☒ 703.3 (a)(2) ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 40 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1357 USE OF FORCE 511 Use of Force (UF) The facility administrator, in cooperation with the 511.3 ⁋ 6 responsible physician, shall develop and implement 511.3.3 Health Care assistance in developing written policies and procedures for the use of force, policy which may include chemical agents. Force shall never 301 Use of Force-Administration Manual be applied as punishment, discipline, retaliation or treatment. There were 138 UF incidents from April 2022 (a) At a minimum, each facility shall develop policies and to June 2023, 95 included physical force and procedures which: 93 included the use of OC Spray at the VCPAJF. There were 97 UF incidents in 2022 and 130 UF in 2021. This is down significantly from the 183 in 2019 and 178 in 2018. We reviewed 15 UF incident reports and found the agency documents the efforts to use the least restrictive option when available. Staff are required to include the circumstances leading to the use of force and ☒ justify why force was used. The Supervisor ☐ ☐ on duty is also required to write a Use of Force Report to include a summary of the incident, Supervisor actions (including review of video and interviews with involved staff), and, lastly, the Supervisors Evaluation, which details the assessment of staff response and critique of the staff actions. Each month the agency conducts a UF Review with a committee consisting of the Facility Managers, Supervisors, and staff involved. All documentation and video footage are presented so the committee can determine if the incident was within policy. The outcome for the Review Committee is: A – Within Policy; B – Within Policy but training identified; C – Staff actions referred to Professional Standards Unit; and D – Other. Each of the incidents we reviewed were cleared by Administration as ‘Within Policy’. (1) restricts the use of force to that which is deemed reasonable and necessary, as defined in Section 511.3 ⁋ 1 1302 to ensure the safety and security of youth, staff, ☒ 511.3.1 Factors to determine ☐ ☐ others and the facility. Reasonableness of Force. (2) outline the force options available to staff including both physical and non-physical options and 511.5 ☒ define when those force options are appropriate. ☐ ☐ 511.5.1 FPO.08.F, 1 7740 Ventura JF SYTF Detention PRO 23-24 Page 41 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) describe force options or techniques that are expressly prohibited by the facility. 511.10 (l) 511.5.1 ⁋ 1 and 3 In policy, the only prohibited use of force is the Carotid Hold. If time allows, the agency ☒ ☐ ☐ operational procedure promotes a use of force team approach to an incident, including a supervisor, to determine how and what type of force is appropriate given the circumstances. This process allows for a ‘natural’ de-escalation and the use of the least amount of force necessary. (4) describe the requirements of staff to report any inappropriate use of force, and to take affirmative 511.3.2 Duty to Intervene action to immediately stop it. ☒ 511.6 ☐ ☐ 511.6.1 (5) define a standardized reporting format that includes time period and procedure for documenting 511.6 Reporting UF and reporting the use of force, including reporting requirements of management and line staff and procedures for reviewing and tracking use of force incidents by supervisory and or management staff, ☒ ☐ ☐ which include procedures for debriefing a particular incident with staff and/or youth for the purposes of training as well as mitigating the effects of trauma that may have been experienced by staff and /or the youth involved. (6) Include an administrative review and a system for investigating unreasonable use of force. 511.9 UF Review ☒ ☐ ☐ 511.91 UF Review Committee (7) define the role, notification, and follow-up procedures required after use of force incidents for 511.6.1 Notifications to Medical, Mental medical, mental health staff and parents or legal ☒ Health and Parent ☐ ☐ guardians. 517.5 (8) describe the limitations of use of force on pregnant youth in accordance with Penal Code ☒ 512.9 Section 6030(f) and Welfare and Institutions Code ☐ ☐ Section 222. 7740 Ventura JF SYTF Detention PRO 23-24 Page 42 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (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 ☒ 511.4 ⁋ 1 and 2 ☐ ☐ chemical agents in the facility and the type, size and the approved method of deployment for those chemical agents. (2) mandate that chemical agents only be used when there is an imminent threat to the youth’s safety or ☒ 511.4.1 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 511.4 ⁋ 3 and 5 ☒ to chemical agents shall not be left unattended until ☐ ☐ FPO.08.L, 2 that youth is fully decontaminated or is no longer suffering the effects of the chemical agent. FPO.08.L, 4 (4) define the role, notification, and follow-up procedures required after use of force incidents ☒ 511.6.1 Notifications to Medical, Mental involving chemical agents for medical, mental health ☐ ☐ Health and Parent staff and parents or legal guardians. (5) provide for the documentation of each incident of use of chemical agents, including the reasons for 511.6 (g) which it was used, efforts to de-escalate prior to use, youth and staff involved, the date, time and location ☒ ☐ ☐ FPO.08.I, 2 of use, decontamination procedures applied and identification of any injuries sustained as a result of FPO.08. 4 such use. (c) Facilities shall develop policies and procedure which require that agencies provide initial and regular training ☒ 300.3.1 in use of force and chemical agents when appropriate ☐ ☐ 511.4 that address: (1) known medical and behavioral health conditions that would contraindicate certain types of force; ☒ 511.10 (i) ☐ ☐ (2) acceptable chemical agents and the methods of application. ☒ 511.4 ⁋ 2 ☐ ☐ (3) signs or symptoms that should result in immediate referral to medical or behavioral health. ☒ ☐ ☐ 511.10 (j) (4) instruction on the Constitutional Limitations of Use of Force. ☒ 511.10 (i) ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 43 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (5) physical training force options that may require the use of perishable skills. 511.3 ⁋ 2 ☒ ☐ ☐ 511.10 (6) timelines the facility uses to define regular training. 300 Training ☒ ☐ ☐ 511.10 Initial and Annual Training 1358 USE OF PHYSICAL RESTRAINTS 512. Use of Restraints UR The facility administrator, in cooperation with the 301.8 Administration Manual responsible physician and mental health director, shall develop and implement written policies and procedures There has been one use of restraint per this for the use of restraint devices. Restraint devices ☒ ☐ ☐ regulation since April 2022, not involving a include any devices which immobilize a youth's SYTF youth. extremities and/or prevent the youth from being ambulatory. This incident is the first UR since 2019. Physical restraints may be used only for those youth who present an immediate danger to themselves or 512.3 (c) and (e) others, who exhibit behavior which results in the destruction of property, or reveals the intent to cause ☒ self-inflicted physical harm. Physical restraints should ☐ ☐ be utilized only when it appears less restrictive alternatives would be ineffective in controlling the youth’s behavior. In no case shall restraints be used as punishment or discipline, or as a substitute for treatment. The use of 512.3 (g) and (l) restraint devices that attach a youth to a wall, floor or 512.5 (a) 1 other fixture, including a restraint chair, or through 512.9 Pregnant Youth affixing of hands and feet together behind the back ☒ 512.9.1 ☐ ☐ (hogtying) is prohibited. The use of restraints on pregnant youth is limited in accordance with Penal Code Section 6030(f) and Welfare and Institutions Code Section 222. The provisions of this section do not apply to the use of handcuffs, shackles or other restraint devices when 512.5 UR for Movement and Transportation used to restrain youth for movement or transportation ☒ within the facility. Movement within the facility shall be ☐ ☐ governed by Section 1358.5, Use of Restraint Devices for Movement Within the Facility. Youth shall be placed in restraints only with the approval of the facility manager or designee. The facility manager 512.3 (d) may delegate authority to place a youth in restraints to ☒ a physician. Reasons for continued retention in ☐ ☐ restraints shall be reviewed and documented at a minimum of every hour. 7740 Ventura JF SYTF Detention PRO 23-24 Page 44 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS A medical opinion on the safety of placement and retention shall be secured as soon as possible, but no 512.3 (j)(1) later than two hours from the time of placement. The ☒ ☐ ☐ youth shall be medically cleared for continued retention at least every three hours thereafter. A mental health consultation shall be secured as soon as possible, but in no case longer than four hours from 512.3 (j)(2) ☒ the time of placement, to assess the need for mental ☐ ☐ health treatment. Continuous direct visual supervision shall be conducted to ensure that the restraints are properly employed, and 512.3 (j) to ensure the safety and well-being of the youth. 512.7 (e) Observations of the youth's behavior and any staff ☒ ☐ ☐ interventions shall be documented at least every 15 minutes, with actual time of the documentation recorded. In addition to the requirements above, policies and procedures shall address: 512.7 Documentation ☒ ☐ ☐ (a) documentation of the circumstances leading to an application of restraints. (b) known medical conditions that would contraindicate certain restraint devices and/or techniques. 512.6 (k) ☒ ☐ ☐ 512.10 (h) (c) acceptable restraint devices. ☒ 512.10 (i) ☐ ☐ (d) signs or symptoms which should result in immediate medical/mental health referral. ☒ 512.10 (j) ☐ ☐ (e) availability of cardiopulmonary resuscitation equipment. ☒ 512.10 (k) ☐ ☐ (f) protective housing of restrained youth. While in restraint devices, all youth shall be housed alone or in a 512.10 (d) ☒ specified housing area for restrained youth which makes ☐ ☐ 512.6 (d) provision to protect the youth from abuse. (g) provision for hydration and sanitation needs. ☒ 512.3 (m) ☐ ☐ 512.10 (l) (h) exercising of extremities. ☒ ☐ ☐ 512.6 (k) 7740 Ventura JF SYTF Detention PRO 23-24 Page 45 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1358.5 USE OF RESTRAINT DEVICES FOR MOVEMENT AND TRANSPORTATION 512.4 WITHIN THE FACILITY. 512.5 UR for Movement and Transportation The Facility Administrator, in cooperation with the responsible physician and behavioral/mental health ☒ ☐ ☐ director, shall develop and implement written policies and procedures for the use of restraint devices when the purpose is for movement or transportation within the facility that shall include the following: (a) identification of acceptable restraint devices, staff approved to utilize restraint devices and the required ☒ 512.1 ☐ ☐ training. (b) the circumstances leading to the application of restraints must be documented. ☒ 512.5 (a)(1) ☐ ☐ (c) an individual assessment of the need to apply restraints for movement or transportation that includes 512.5 (b)(1) consideration of less restrictive alternatives, 512.5 (c)(1) consideration of a youth’s known medical or mental health conditions, trauma informed approaches, and a The VCPAJF agency has been tracking the process for documentation and supervisor review and UR as identified in this regulation since last approval. ☒ cycle. Since April of 2022, there have been ☐ ☐ 17 applications of restraints for movement. Our review of the reports when restraints were used provided sufficient justification. From July 2020 to April 2022, 27 of the 57 reports reviewed included restraints as defined in this regulation. (d) consideration of safety and security of the facility, with a clearly defined expectation that restraint devices 512.3 (g) ☒ shall not be used for the purposes of discipline or ☐ ☐ retaliation. (e) the use of restraints on pregnant youth is limited in accordance with Penal Code Section 6030(f) and ☒ 512.9 ☐ ☐ Welfare and Institutions Code Section 222. 7740 Ventura JF SYTF Detention PRO 23-24 Page 46 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1359 SAFETY ROOM PROCEDURES 506 Safety Rooms and Camera Rooms (a) The facility administrator, and where applicable, in 506.3 cooperation with the responsible physician, shall develop and implement written policies and procedures There have been 3 safety room placements governing the use of safety rooms, as described in Title since April 2022, none involving a SYTF 24, Part 2, Section 1230.1.13. The room shall be used youth. to hold only those youth who present an immediate danger to themselves or others, who exhibit behavior The amount of time in the safety cell was which results in the destruction of property, or reveals ☒ ☐ ☐ monitored by Medical and Behavior Health the intent to cause self-inflicted physical harm. A safety (Crisis Team) and lasted from 2-3 hours. The room shall not be used for punishment or discipline, or agency complied with regulation and policy as a substitute for treatment. Policies and procedures for each incident and had multiple staff and shall: partners in close proximity during each event. Prior to the above, the agency has had no safety cell placements since one in 2019 and 4 in 2018. (1) include provisions for administration of necessary nutrition and fluids, access to a toilet, and suitable ☒ 506.4 (e) ☐ ☐ clothing to provide for privacy; (2) provide for approval of the facility manager, or designee, before a youth is placed into a safety ☒ 506.4 (a) ☐ ☐ room; (3) provide for continuous direct visual supervision and documentation of the youth's behavior and any 506.4 (c) ☒ staff interventions every 15 minutes, with actual time ☐ ☐ recorded; (4) provide that the youth shall be evaluated by the facility manager, or designee, every four hours; ☒ 506.4 (g) ☐ ☐ (5) provide for immediate medical assessment, where appropriate, or an assessment at the next 506.4 (h) daily sick call; and, ☒ The policy states the assessment shall take ☐ ☐ place no longer than 12 hours after placement. (6) provide a process for documenting the reason for placement, including attempts to use less restrictive 506.4 (i) ☒ means of control, and decisions to continue and end ☐ ☐ placement. (b) The placement of a youth in the safety room shall be ☒ accomplished in accordance with the following: ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 47 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) safety room shall not be used before other less restrictive options have been attempted and 506.4 (j) ☒ exhausted, unless attempting those options poses a ☐ ☐ threat to the safety or security of any youth or staff. (2) safety room shall not be used for the purposes of punishment, coercion, convenience, or retaliation by ☒ 506.4 (l) ☐ ☐ staff. (3) safety room shall not be used to the extent that it compromises the mental and physical health of the ☒ 506.4 (l) ☐ ☐ youth. (c) A youth may be held up to four hours in the safety room. After the youth has been held in the safety room 506.4 (g) for a period of four hours, staff shall do one or more of ☒ ☐ ☐ the following: Refer to 601.4.5, Room Confinement ☒ 506.4 (g)(1) (1) return the youth to general population. ☐ ☐ ☒ 506.4 (g)(1) (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 ☐ ☐ 506.4 (g)(1) the youth to general population. (d) If confinement in the safety room must be extended beyond four hours, staff shall develop an individualized 506.4 (g)(1) plan that includes the requirements of Section 1354.5 ☒ ☐ ☐ and the goals and objectives to be met in order to integrate the youth to general population. 1360 SEARCHES 513 Searches The facility administrator shall develop and implement written policies and procedures governing the search of youth, the facility, and visitors. Policies and procedures shall provide that: The agency conducts routine unit and room searches for the ongoing safety of the facility. ☒ ☐ ☐ Due to fentanyl and other drugs coming into the facility, the VCPAJF has purchased two body scanners and a mail scanner as tools to prevent this from occurring. It is expected they will arrive in August. Prospective policies for their use are being developed. 7740 Ventura JF SYTF Detention PRO 23-24 Page 48 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Searches shall be conducted to ensure the safety and security of the facility, public, visitors, youth, and ☒ 513.2 ⁋ 1 staff. ☐ ☐ (b) Searches shall be conducted in a manner that preserves the privacy and dignity of the person being ☒ 513.1 ⁋ 1 searched and shall not be conducted for harassment or ☐ ☐ 513.2 ⁋ 1 as a form of discipline or punishment. (c) Strip searches and visual or physical body cavity searches shall comply with Penal Code Section 4030. 513.4.1 (a) 513.4.2 (a) The agency has conducted strip searches of units and youth more in this past year due to contraband coming into the facility. Visits have gone to no contact in some cases as the agency traced the source. Phone call coding and recordings reviewed also pointed to a pathway for contraband. Since April of 2022, there have been 425 strip searches conducted, 243 due to contraband in the units and/or positive drug test of youth in the facility. Of the 182 additional strip ☒ searches, averaging 13 per month, we found ☐ ☐ documented reasonable suspicion and authorization by the supervisor in all but 16 incidents. These 16 were approved by a supervisor but the documentation, other than the coded reason for the search, was not verified. We reviewed the strip searches from April 2020 to June 2022 (334 – average 15/month), finding this average consistent/less than current practice. We provided technical assistance to the agency to ensure the reasonable suspicion was not just a conversation but documented in the electronic search authorization and/or by incident report. (d) Physical body cavity searches shall only be conducted by a medical professional. ☒ 513.4,2 (b) ☐ ☐ (e) Any youth held after a detention hearing shall only be strip searched with prior approval of a supervisor 513.4.2 (b) when there is reasonable suspicion based on specific ☒ and articulable facts to believe that youth is concealing ☐ ☐ contraband. The reasonable suspicion shall be documented. 7740 Ventura JF SYTF Detention PRO 23-24 Page 49 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (f) Searches of transgender and intersex youth shall comply with Section 1352.5. 501.12 II-A and B ☒ 513.5 ☐ ☐ 301.5 II Administrative Manual (g) Cross-gender pat-down searches and strip searches are prohibited except in exigent circumstances or when ☒ 513.3 Last ⁋ conducted by a medical professional. Such searches ☐ ☐ must be justified and documented in writing. 1361 GRIEVANCE PROCEDURE 606 Youth Grievances The facility administrator shall develop and implement 606.3 ⁋ 1 written policies and procedures whereby any youth may appeal and have resolved grievances relating to any The VCPAJF agency reported 72 grievances condition of confinement, including but not limited to filed from April 2022 to June 2023, an health care services, classification decisions, program average of 5.1 per month. There were 34 in participation, telephone, mail or visiting procedures, 2022, 35 in 2021, and 43 in 2020, reduced food, clothing, bedding, mistreatment, harassment or from the 79 in 2019 and 82 in 2018. The violations of the nondiscrimination policy. There shall be process and form are compliant with no time limit on filing grievances. Policies and regulation and policy, allowing youth to procedures shall include provisions whereby the facility communicate and staff to be responsive to manager ensures: the operational procedures used. ☐ ☐ ☐ We reviewed all the grievances filed from April 2022 to June of 2023 and found them to be timely with appropriate sanctions. Staff comments appeared to be a documented conversation, leading the youth to understand the behavior and sanction, or to find resolution for a condition of confinement the youth did not agree with. There were several beyond the regulation 3- day receipt of the grievance, but each involved an agency partner grievance. All were resolved within 10 days of the receipt of the grievance. (a) a grievance form and instructions for registering a grievance, which includes provisions for the youth to ☒ 606.3 Bullet 1 ☐ ☐ have free access to the form; (b) the youth shall have the option to confidentially file the grievance or to deliver the form to any youth ☒ 606.3 Bullet 8 ☐ ☐ supervision staff working in the facility; (c) resolution of the grievance at the lowest appropriate staff level; ☒ 606.3 Bullet 2 ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 50 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) provision for a prompt review and initial response to grievances within three (3) business days, grievances ☒ 606.4.2 ⁋ 3 that relate to health and safety issues must be ☐ ☐ addressed immediately; (1) The youth may elect to be present to explain his/her version of the grievance to a person not 606.4.5 (a) ☒ directly involved in the circumstances which led to ☐ ☐ the grievance. (2) Provision for a staff representative approved by the facility administrator to assist the youth. ☒ 606.4.5 (b) ☐ ☐ (e) provision for a written response to the grievance which includes the reasons for the decisions; ☒ 606.4.3 ☐ ☐ (f) a system which provides that any appeal of a grievance shall be heard by a person not directly 606.4.5 (a) ☒ involved in the circumstances which led to the ☐ ☐ grievance; (g) resolution of the grievance must occur within ten (10) business days unless circumstances dictate a longer ☒ 606.4.2 ⁋ 4 time frame. The youth shall be notified of any delay; ☐ ☐ and, (h) the policy shall provide multiple internal and external methods to report sexual abuse and sexual harassment. 606.5 ☒ ☐ ☐ 606.5.1 Whether or not associated with a grievance, concerns of parents, guardians, staff or other parties shall be 606.4.5 (c) ☒ addressed and documented in accordance with written ☐ ☐ policies and procedures within a specified timeframe. 1362 REPORTING OF INCIDENTS 206 Report Preparation A written report of all incidents which result in physical 206.4.2 harm, use of force, serious threat of physical harm, or death of an employee, youth or other person(s) shall be ☒ ☐ ☐ maintained. Such written record shall be prepared by the staff and submitted to the facility manager by the end of the shift, unless additional time is necessary and authorized by the facility manager or designee. 7740 Ventura JF SYTF Detention PRO 23-24 Page 51 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1363 USE OF REASONABLE FORCE TO COLLECT DNA SPECIMENS, SAMPLES, 517 Biological Samples IMPRESSIONS 517.5 UF to Collect DHPO 01.P.1.16 (a) Pursuant to Penal Code Section 298.1 authorized law enforcement, custodial, or corrections personnel including peace officers, may employ reasonable force ☒ ☐ ☐ The VCPAJF policy does not use force to collect DNA. Staff advise the youth that their to collect blood specimens, saliva samples, and thumb failure to cooperate will result in a return to or palm print impressions from individuals who are Court. required to provide such samples, specimens or impressions pursuant to Penal Code Section 296 and who refuse following written or oral request. (1) For the purpose of this section, the “use of reasonable force” shall be defined as the force that 511.3.1 an objective, trained and competent correctional ☒ employee, faced with similar facts and ☐ ☐ circumstances, would consider necessary and reasonable to gain compliance with this section. (2) The use of reasonable force shall be preceded by efforts to secure voluntary compliance. Efforts to 517.5.2 secure voluntary compliance shall be documented ☒ and include an advisement of the legal obligation to ☐ ☐ provide the requisite specimen, sample or impression and the consequences of refusal. (b) The force shall not be used without the prior written authorization of the supervising officer on duty. The 517.5.2 authorization shall include information that reflects the ☒ ☐ ☐ fact that the offender was asked to provide the requisite specimen, sample, or impression and refused. (1) If the use of reasonable force includes a cell extraction, the extraction shall be videotaped. Video 517.5.1 shall be directed at the cell extraction event. The videotape shall be retained by the agency for the ☒ length of time required by statute. Notwithstanding ☐ ☐ the use of the video as evidence in a court proceeding, the tape shall be retained administratively. 7740 Ventura JF SYTF Detention PRO 23-24 Page 52 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot 1370 EDUCATION PROGRAM 1003 Youth Education Services (a) School Programs 1003.3 ⁋ 3 The County Board of Education shall provide for the 1003.4 (b)(1) Education Program administration and operation of juvenile court schools in Coordination conjunction with the Chief Probation Officer, or designee pursuant to applicable State laws. The school and The Ventura County Office of Education facility administrators shall develop and implement operates the Providence School onsite at the written policy and procedures to ensure communication facility. The last evaluation continues to and coordination between educators and probation reveal a good relationship amongst probation staff. Culturally responsive and trauma-informed and school staff, with daily briefings and approaches should be applied when providing thorough monthly meetings with agency instruction. Education staff should collaborate with the administrators. facility administrator to use technology to facilitate learning and ensure safe technology practices. The facility administrator shall request an annual review of While onsite, we met with the Director of each required element of the program by the Alternative Education for the Ventura County Superintendent of Schools, and a report or review Office of Education (VCOE), Stephanie checklist on compliance, deficiencies, and corrective Rodrigues, Teresa Vega, the site Assistant action needed to achieve compliance with this section. Principal, and Nicole Garr, Counselor. We Such a review, when conducted, cannot be delegated to once again discussed the early and easy the principal or any other staff of any juvenile court graduation requirements and whether the school site. The Superintendent of Schools shall VCOE made independent evaluations to conduct this review in conjunction with a qualified address the need to provide a diploma to a outside agency or individual. Upon receipt of the review, youth based on their age, credits to date, and the facility administrator or designee shall review each anticipated length of stay, mostly to ensure item with the Superintendent of Schools and shall take that just because a youth is eligible that they whatever corrective action is necessary to address each ☒ ☐ ☐ evaluate the best-case scenario for each deficiency and to fully protect the educational interests independent youth. Ms. Garr works most with of all youth in the facility. this population and assured the process is independent, indicating there could be a more robust conversation with the parent and youth when the situation involves a long stay in custody. It is significant to note that while onsite, we were advised 15 youth had graduated so far this year, 13 with the limited credits pursuant to AB 167. This is significant because the agency and VCOE have limited post- secondary opportunities for youth beyond enrollment in an online local college, AutoTech (not during summer months), and Paxton Patterson (PP), which is facilitated by Probation staff. There is a plan for an Ag Program and Digital Media program to start this fall. We discussed the VCOE hard line for not allowing graduated youth to remain in the classroom or to provide greater opportunities for these youth who will remain with the agency long-term. VCOE continues to 7740 Ventura JF SYTF Detention PRO 23-24 Page 53 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS provide little in terms of opportunities for graduated youth but allows youth in long- term custody to graduate early without consideration of the benefits to remain in the classroom. The VCPAJF is tentatively planning to fund a teacher to provide services in this area that the VCOE does not. We conducted a ‘group’ interview with SYTF youth who expressed their frustration with limited vocational opportunities to use when reintegrated into the community. We provided input on pending regulation changes which would likely include more robust language regarding post-secondary opportunities and the hope the VCOE would illicit more service alternatives for this population. (b) Required Elements 1003.2 The facility school program shall comply with the State 1003.3 Education Code and County Board of Education 1003.4 (b)(1) policies, all applicable federal education statutes and 1003.5 regulations and provide for an annual evaluation of the educational program offerings. As stated in the 2009 California Standards for the Teaching Profession, ☒ ☐ ☐ teachers shall establish and maintain learning environments that are physically, emotionally, and intellectually safe. Youth shall be provided a rigorous, quality educational program that responds to the different learning styles and abilities of students and prepares them for high school graduation, career entry, and post-secondary education. All youth shall be treated equally, and the education program shall be free from discriminatory action. Staff 1003.3 (a) shall refer to transgender, intersex and gender- ☒ ☐ ☐ nonconforming youth by their preferred name and gender. (1) The course of study shall comply with the State Education Code and include, but not be limited to, ☒ 1003.5 ⁋ 3 ☐ ☐ courses required for high school graduation. (2) Information and preparation for the High School Equivalency Test as approved by the California ☒ 1003.5 ⁋ 3 Department of Education shall be made available to ☐ ☐ eligible youth. 7740 Ventura JF SYTF Detention PRO 23-24 Page 54 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) Youth shall be informed of post-secondary education and vocational opportunities. ☒ 1003.4 (o)(1) ☐ ☐ (4) Administration of the High School Equivalency Tests as approved by the California Department of ☒ 1003.5 ⁋ 3 ☐ ☐ Education, shall be made available when possible. (5) Supplemental instruction shall be afforded to youth who do not demonstrate sufficient progress ☒ 1003.5 ⁋ 4 ☐ ☐ towards grade level standards. (6) The minimum school day shall be consistent with State Education Code Requirements for juvenile 1003.5 ⁋ 2 court schools. The facility administrator, in conjunction with education staff, must ensure that operational procedures do not interfere with the time ☒ ☐ ☐ afforded for the minimum instructional day. Absences, time out of class or educational instruction, both excused and unexcused, shall be documented. (7) Education shall be provided to all youth regardless of classification, housing, security status, 1003.4 (a) disciplinary or separation status, including room 1003.4 (g)(1) confinement, except when providing education 1003.8 ☒ poses an immediate threat to the safety of self or ☐ ☐ others. Education includes, but is not limited to, related services as provided in a youth’s Section 504 Plan or Individualized Education Program (IEP). (c) School Discipline 1003.7 ⁋ 1 (1) Positive behavior management will be implemented to reduce the need for disciplinary ☒ ☐ ☐ action in the school setting and be integrated into the facility's overall behavioral management plan and security system. (2) School staff shall be advised of administrative decisions made by probation staff that may affect the ☒ 1003.7 ⁋ 2 ☐ ☐ educational programming of students. (3) Except as otherwise provided by the State Education Code, expulsion/suspension from school 1003.7 ⁋ 3 shall be imposed only when other means of correction fails to bring about proper conduct. School staff shall follow the appropriate due process safeguards as set forth in the State Education Code ☒ ☐ ☐ including the rights of students with special needs. School staff shall document the other means of correction used prior to imposing expulsion/ suspension if an expulsion/suspension is ultimately imposed. 7740 Ventura JF SYTF Detention PRO 23-24 Page 55 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (4) The facility administrator, in conjunction with education staff will develop policies and procedures 1003.4 (g) ☒ that address the rights of any student who has ☐ ☐ continuing difficulty completing a school day. (d) Provisions for Special Populations (1) State and federal laws and regulations shall be 1003.3 ⁋ 2 observed for all individuals with disabilities or 1003.4 (a) suspected disabilities. This includes but is not limited ☒ ☐ ☐ to child find, assessment, continuum of alternative placements, manifestation determination reviews, and implementation of Section 504 Plans and Individualized Education Programs. (2) Youth identified as English Learners (EL) shall be afforded an educational program that addresses their 1003.4 (m) ☒ language needs pursuant to all applicable state and ☐ ☐ federal laws and regulations governing programs for EL students. (e) Educational Screening and Admission (1) Youth shall be interviewed after admittance and a 1003.4 (c)(1) record maintained that documents a youth's ☒ 1003.4 (h) educational history, including but not limited to: ☐ ☐ 1003.4.1 (A) School progress/school history; ☒ 1003.4.1 ☐ ☐ (B) Home Language Survey and the results of the State Test used for English language proficiency; ☒ 509.9.2 ☐ ☐ (C) Needs and services of special populations as defined by the State Education Code, including but ☒ 701.4 (f) ☐ ☐ not limited to, students with special needs. 1003.4 (e) (D) Discipline problems. ☒ ☐ ☐ 1003.7 (2) Youth will be immediately enrolled in school. Educational staff shall conduct an assessment to 1003.4 (c) ☒ determine the youth's general academic functioning ☐ ☐ 1003.4.1 ⁋ 1 levels to enable placement in core curriculum courses. (3) After admission to the facility, a preliminary ☒ education plan shall be developed for each youth ☐ ☐ 1003.4.1 ⁋ 1 within five school days. 7740 Ventura JF SYTF Detention PRO 23-24 Page 56 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (4) Upon enrollment, education staff shall comply with the State Education Code and request the youth's 1003.4.1 records from his/her prior school(s), including, but not limited to, transcripts, Individual Education Program (IEP), 504 Plan, state language assessment scores, ☒ ☐ ☐ immunization records, exit grades, and partial credits. Upon receipt of the transcripts, the youth's educational plan shall be reviewed with the youth and modified as needed. Youth should be informed of the credits they need to graduate. (f) Educational Reporting (1) The complete facility educational record of the 1003.4 (i) ☒ youth shall be forwarded to the next educational ☐ ☐ placement in accordance with the State Education Code. (2) The County Superintendent of Schools shall provide appropriate credit (full or partial) for course ☒ 1003.4 (i) ☐ ☐ work completed while in juvenile court school in accordance with the State Education Code. (g) Transition and Re-Entry Planning (1) The Superintendent of Schools and the Chief 1003.4 (n) Probation Officer or designee, shall develop policies and procedures to meet the transition needs of youth, ☒ ☐ ☐ including the development of an education transition plan, in accordance with the State Education Code and in alignment with Title 15, Minimum Standards for Juvenile Facilities, Section 1355. (h) Post-Secondary Education Opportunities (1) The school and facility administrator should, 1003.6 whenever possible, collaborate with local post- secondary education providers to facilitate access to educational and vocational opportunities for youth that We noted the VCPAJF Administration made considers the use of technology to implement these the decision to defer summer online college programs. to facilitate their own college readiness program. They found youth were unprepared ☒ to understand the responsibilities for ☐ ☐ independent learning and felt a program to facilitate independent thought, to be responsive to the curriculums, and to be able to seek assistance from educational staff not in the classroom were important for the young population that was not ready for ‘college’ learning. 1371 PROGRAMS, RECREATION, AND EXERCISE. 1002 Programs, Recreation and Exercise 1002.2 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. 7740 Ventura JF SYTF Detention PRO 23-24 Page 57 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS Juvenile facilities shall provide the opportunity for programs, recreation, and exercise a minimum of three 1002.3 ⁋ 1 hours a day during the week and five hours a day each ☒ Saturday, Sunday or other non-school days, of which ☐ ☐ one hour shall be an outdoor activity, weather permitting. A youth’s participation in programs, recreation, and exercise may be suspended only upon a written finding 1002.3 ⁋ 2 by the administrator/manager or designee that a youth ☒ ☐ ☐ 1002.7 ⁋ 4 represents a threat to the safety and security of the facility. Such program, recreation, and exercise schedule shall be posted in the living units. ☒ 1002.3 ⁋ 3 ☐ ☐ There will be a written annual review of the programs, recreation, and exercise by the responsible agency to 1000.3 (l) ensure content offered is current, consistent, and relevant to the population. A review of Programming at the Juvenile Facility was completed on July 5, 2023, by ☒ ☐ ☐ Chief Deputy Tim Dowler. The review acknowledged program needs for male and female youth, noting they would be age- appropriate and targeted based on identified needs in the Case Plan. (a) Programs. All youth shall be provided with the opportunity for at least one hour of daily programming to 1002.6 include, but not be limited to, trauma focused, cognitive, evidence-based, best practice interventions that are culturally relevant and linguistically appropriate, or pro- Programming includes responses to Victim social interventions and activities designed to reduce Awareness, substance abuse, conflict recidivism. These programs should be based on the resolution, anger management, parenting youth’s individual needs as required by Sections 1355 skills, gender-specific programming, mental and 1356. Such programs may be provided under the ☒ ☐ ☐ health services, positive youth development, direction of the Chief Probation Officer or the County building effective decision-making skills, and Office of Education and can be administered by county other topics that suits the needs of the youth partners such as mental health agencies, community population. based organizations, faith-based organizations or Probation staff. Programs may include but are not limited to: 7740 Ventura JF SYTF Detention PRO 23-24 Page 58 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) Cognitive Behavior Interventions; 1000.2 (2) Management of Stress and Trauma; 1000.3 (3) Anger Management; Available programs include: Healthy (4) Conflict Resolution; Lifestyles - Women of Substance Men of Honor (WOSMOH); Reins of HOPE (equine (5) Juvenile Justice System; therapy); Interactive Journaling; Ventura (6) Trauma-related interventions; County Arts Council (art, guitar, poetry, drumming and mural painting); Therapy (7) Victim Awareness; Dogs; Dating Matters; First 5 Parenting Program; Brent’s Club; Smart Girls; Boys and (8) Self-Improvement; Girls Club Program*; Podcasting; ADPS (9) Parenting Skills and support; Tablets; STEPS-Y; Word on the Street; City Impact; Forever Found (CSEC youth); (10) Tolerance and Diversity; Passport to Manhood; ARISE; Operation Peace Works; Gender Specific Services; and (11) Healing Informed Approaches; Music N Society. (12) Interventions by Credible Messengers; Ventura County Behavior Health provides the (13) Gender Specific Programming; following: Dialectical Behavior Therapy (DBT); Drug and Alcohol Programs (14) Art, creative writing, or self-expression; ☒ ☐ ☐ (individual and group); Moral Recognition (15) CPR and First Aid training; Therapy (MRT); Seeking Safety; Anger Management and Conflict Resolution; (16) Restorative Justice or Civic Engagement; Individual and Group Therapy; Co-Parent Counseling; and Sex Offender Treatment. (17) Career and leadership opportunities; and, (18) Other topics suitable to the youth population. Educational Programs include: Paxton Patterson (Construction trades program); Providence Scholars Program (online college); College Success; Literacy Tutors; Money Matters; and AutoTech. Re-Entry Services include: First Aid/CPR; Alpha Leadership; Forever Found Case Management; Second Chance Re-entry Services; Reducing Risks for Girls; Harm to Healing Restorative Justice; and Court Appointed Special Advocates. *These programs are not occurring currently due to the facilitators not being available. 7740 Ventura JF SYTF Detention PRO 23-24 Page 59 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Recreation. All youth shall be provided the opportunity for at least one hour of daily access to 1002.5 unscheduled activities such as leisure reading, letter writing, and entertainment. Activities shall be supervised and include orientation and may include coaching of ☒ ☐ ☐ Recreation Programs include Library Carts; youth. Organized Games; Special Events; and the Boys and Girls Club Rec Center (c) Exercise. All youth shall be provided with the opportunity for at least one hour of large muscle activity 1002.4 each day. ☒ ☐ ☐ Exercise other than that facilitated by staff include Futsal, Basketball, Boys and Girls Club Gym, and Special Events. The administrator/manager may suspend, for a period not to exceed 24 hours, access to recreation and 1002.7 ⁋ 3 programs. The administrator/manager shall document ☒ ☐ ☐ the reasons why suspension of recreation and programs occurs. 1372 RELIGIOUS PROGRAM 1007 Religious Programs The facility administrator shall provide access to 1007.3 ⁋ 2 religious services and/or religious counseling at least 1007.3.1 once each week. Attendance shall be voluntary. A youth shall be allowed to participate in an activity outside of their room if he/she elects not to participate in religious ☒ ☐ ☐ programs. The agency has religious providers in each unit one day per week. Youth have the Religious programs shall provide for: opportunity to meet with them or request a contact anytime. (a) opportunity for religious services and practices; ☒ 1007.3.1 ☐ ☐ (b) availability of clergy; and, ☒ 1007.12 ☐ ☐ (c) availability of religious diets. ☒ 1007.5 ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 60 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1373 WORK PROGRAM 1005 Youth Work Program The facility administrator shall develop policies and procedures regarding the fair and consistent assignment of youth to work programs. Work assigned ☒ ☐ ☐ to a youth shall be meaningful, constructive and related to vocational training or increasing a youth's sense of responsibility. Work programs shall not be imposed as a disciplinary measure 1374 VISITING 1008 Youth Visitation The facility administrator shall develop and implement 1008.3.2 written policies and procedures for visiting, that include provisions for special visits. Youth shall be allowed to receive visits by parents, guardians or persons standing in loco parentis, and children of youth. Other family At the time of the inspection, youth are able members, such as grandparents and siblings, and to have 2 visits per week, for an hour each supportive adults, may be allowed to visit with the visit, on Wednesdays and Sundays. Special approval of the facility administrator or designee, and in visits occur on Sunday mornings. ☒ conjunction with the youth’s case plan or in the best ☐ ☐ interest of the youth. In our group interview with SYTF youth, there was a request for allowing more visiting opportunities and for those visits to include an enhanced list of visitors, including girlfriends and family members outside of immediate family allowable for special visits. All visits shall occur at reasonable times, subject only to the limitations necessary to maintain order and security. 1008.6 (f) Visitation shall not be denied solely based on the 1008.6 Last Paragraph visitor’s criminal history. The staff shall determine in 1008.5 Visitation Schedule each case, whether the visitor’s criminal history ☒ ☐ ☐ represents a risk to the safety of youth or staff in the facility. Any denial of visitation or limitation on visitations shall be communicated to the youth, person denied and facility administrator. Opportunity for visitation shall be a minimum of two hours per week. Visits may be supervised, but ☒ 1008.3.2 ⁋ 2 conversations shall not be monitored unless there is a ☐ ☐ security or safety need. Provisions for special visits, in addition to the two-hour minimum and/or outside of the regular visiting hours, 1008.8 shall be accommodated as necessary and within the discretion of the facility administrator or designee. ☒ Family therapy and professional visits shall be ☐ ☐ accommodated outside the provisions of this regulation. Facilities may provide visitation opportunities outside of normal visiting hours to accommodate special visits. 7740 Ventura JF SYTF Detention PRO 23-24 Page 61 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS The facility may provide access to technology as an alternative, but not as a replacement, to in-person ☒ 1008.3.2 ⁋ 3 ☐ ☐ visiting. 1375 CORRESPONDENCE 1001 Correspondence The facility administrator shall develop and implement ☒ ☐ ☐ written policies and procedures for correspondence which provide that: (a) there is no limitation on the volume of mail that youth may send or receive; ☒ 1001.3 ⁋ 1 ☐ ☐ (b) youth may send two letters per week postage free; 1001.8 (a) ☒ ☐ ☐ Youth are able to send seven letters each week, postage-free. (c) youth may correspond confidentially with state and federal courts, any member of the State Bar or holder of 1001.4 ⁋ 1 public office, and the Board; however, authorized facility ☒ ☐ ☐ staff may open and inspect such mail only to search for contraband and in the presence of the youth; and, (d) incoming and outgoing mail, other than that described in (c), may be read by staff only when there is ☒ 1001.6 ⁋ 2 reasonable cause to believe facility safety and security, ☐ ☐ 1001.6.1 public safety, or youth safety is jeopardized. 1376 TELEPHONE ACCESS 1006.2 Youth Telephone Policy The administrator of each juvenile facility shall develop and implement written policies and procedures to ☒ ☐ ☐ provide youth with access to telephone communications. 1377 ACCESS TO LEGAL SERVICES 602 Youth Access to Courts and Counsel The facility administrator shall develop written procedures to ensure the right of youth to have access ☒ ☐ ☐ to the courts and legal services. Such access shall include: (a) access, upon request by the youth, to licensed attorneys and their authorized representatives; ☒ 602.3 (a) ☐ ☐ (b) provision for confidential consultation with attorneys; and, ☒ 602.3 (b) ☐ ☐ (c) unlimited postage free, legal correspondence and cost-free telephone access as appropriate. ☒ 602.3 (c) ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 62 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1390 DISCIPLINE 600 Youth Discipline The facility administrator shall develop and implement 600.3.1 Rules and Sanctions written policies and procedures for the discipline of 600.6 Bullet 14 youth that shall promote acceptable behavior; including 1009.3 Behavior Modification Plan the use of positive behavior interventions and supports. ☒ ☐ ☐ Discipline shall be imposed at the least restrictive level which promotes the desired behavior and shall not include corporal punishment, group punishment, physical or psychological degradation. Deprivation of the following is not permitted: (a) bed and bedding; ☒ 600.6 Bullet 13 and 14 ☐ ☐ (b) daily shower, access to drinking fountain, toilet and ☒ 600.6 Bullet 7 personal hygiene items, and clean clothing; ☐ ☐ (c) full nutrition; ☒ 600.6 Bullet 4 ☐ ☐ (d) contact with parent or attorney; ☒ 600.6 Bullet 16 and 19 ☐ ☐ (e) exercise; ☒ 600.6 Bullet 11 ☐ ☐ (f) medical services and counseling; ☒ 600.6 Bullet 15 and 20 ☐ ☐ (g) religious services; ☒ 600.6 Bullet 20 ☐ ☐ (h) clean and sanitary living conditions; ☒ 600.6 Bullet 14 ☐ ☐ (i) the right to send and receive mail; ☒ 600.6 Bullet 18 ☐ ☐ (j) education; and, ☒ 600.6 Bullet 20 ☐ ☐ (k) rehabilitative programming. ☒ 600.6 Bullet 20 ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 63 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS The facility administrator shall establish rules of conduct and disciplinary penalties to guide the conduct of youth. 600.4 Minor Rules Such rules and penalties shall include both major 600.5 Major Rules violations and minor violations, be stated simply and 600.7 Sanctions ☒ affirmatively, and be made available to all youth. ☐ ☐ 1009 Behavior Management Program Provision shall be made to provide accessible information to youth with disabilities, limited English proficiency, or limited literacy. 7740 Ventura JF SYTF Detention PRO 23-24 Page 64 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1391 DISCIPLINE PROCESS 600.3 Discipline Process The facility administrator shall develop and implement written policies and procedures for the administration of The agency uses two separate forms for discipline which shall include, but not be limited to: Disciplinary Due Process. First, the Notice of Discipline includes a summary of the incident and proposed sanction. The second form is the Hearing Form, currently used for every due process incident. The form allows the youth to write their version of the incident and to list any witnesses. There is also an area to list the staff who assisted with the form or a box to check if no one was requested to help the youth. Prior to the discipline hearing, the assigned Hearing Officer reviews video of the incident and all reports. Once a finding is made, the youth is notified and is offered an opportunity to appeal. Appeal forms are available in every living unit. We provided technical assistance to include the opportunity to allow the youth to either ☒ ☐ ☐ request a hearing or indicate they do not want a hearing if they agree to the Notice and Proposed Sanction. If the minor agrees and does not want a hearing, then the process is complete. They would then have the youth sign the form acknowledging no further action is requested. If the youth wants the hearing, then the existing process is fine. Our guidance is to simplify and shorten the operational responsibilities of staff. We reviewed 22 of the 133 Due Process incidents for 2021, including the Incident Report and subsequent documentation. The form prompts staff to follow the process and the documentation was clear. Of the incidents reviewed, 9 filed an appeal to the facility manager. The process for each incident started the same day as initiated and was resolved that day. We found the policy and process exceeds regulation. (a) designation of personnel authorized to impose discipline for violation of rules; ☒ 600.3 (a) ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 65 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) prohibiting discipline to be delegated to any youth; ☒ 600.6 Bullet 1 ☐ ☐ (c) definition of major and minor rule violations and their consequences, and due process requirements; 600.4 ☒ ☐ ☐ 600.5 (d) trauma-informed approaches and positive behavior interventions; ☒ 600.3.1 ⁋ 2 ☐ ☐ (e) minor rule violations may be handled informally by counseling, advising the youth of expected conduct 600.4 Minor Rules imposing a minor consequence. Discipline shall be ☒ 600.8 Documentation ☐ ☐ accompanied by written documentation and a policy of review and appeal to a supervisor; and, (f) major rule violations and the discipline process shall be documented and require the following: ☒ 600.5 ☐ ☐ (1) written notice of violation prior to a hearing; ☒ 600.5.3 ☐ ☐ (2) accommodations provided to youth with disabilities, limited literacy, and English language ☒ 600.5.7 ☐ ☐ learners; (3) hearing by a person who is not a party to the ☒ 600.5.4 ⁋ 2 incident; ☐ ☐ (4) opportunity for the youth to be heard, present ☒ 600.5.5 evidence and testimony; ☐ ☐ (5) provision for youth to be assisted by staff in the ☒ 600.5.3 hearing process; ☐ ☐ (6) provision for administrative review. 600.5.10 ☐ ☐ ☐ (g) violations that result in a removal from camp or commitment program, but not a return to court, will 600.7.1 ☒ follow the due process provisions in subsection (e) ☐ ☐ above. 7740 Ventura JF SYTF Detention PRO 23-24 Page 66 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1410 MANAGEMENT OF COMMUNICABLE DISEASES. VCPA: Policy 705 Communicable Disease The health administrator/responsible physician, in Policy, Youth cooperation with the facility administrator and the local health officer, shall develop written policies and ☒ ☐ ☐ Policy 705.3 Procedure procedures to address the identification, treatment, Policy 1203 Communicable Disease Policy, control and follow-up management of communicable Members (Staff) diseases. The policies and procedures shall address, but not be limited to: VCPA: Policy 705.3 (c) Procedure Coronavirus (COVID-19) PRE-BOOKING (a) Intake health screening procedures; ☒ ☐ ☐ PROCEDURES Intake and Medical Isolation Procedures (b) Identification of relevant symptoms; ☒ ☐ ☐ Intake and Medical Isolation Procedures Coronavirus (COVID-19) PRE-BOOKING (c) Referral for medical evaluation; ☒ ☐ ☐ PROCEDURES VCPA Policy 705.3 (d) Compliance with all relevant laws and regulations related to communicable diseases. VCPA Policy 705.4.3 Medical Consultation, (d) Treatment responsibilities during detention; ☒ ☐ ☐ Evaluation and Treatment VCPA: Youth Face Mask Protocol and Expectations (e) Coordination with public and private community- ☒ VCPA Policy 705.3 (d)(2) based resources for follow-up treatment; ☐ ☐ VCPA Policy 705.4.2 Supervisor Response (f) Applicable reporting requirements; and, ☒ ☐ ☐ and Reporting Requirements 7740 Ventura JF SYTF Detention PRO 23-24 Page 67 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS VCPA Policy 703 (d)(3) Developing (g) Strategies for handling disease outbreaks. ☒ strategies for handling communicable ☐ ☐ disease outbreaks. The policies and procedures shall be updated as necessary to reflect communicable disease priorities The agency coordinates policies with local identified by the local health officer and currently Public Health and CDC directives in recommended public health interventions. ☒ ☐ ☐ response to the Coronavirus Pandemic. These policies were updated in 2020. 1433 REQUESTS FOR HEALTH CARE SERVICES (EXCERPT) 702.3 Youth Access to Health Care The health administrator, in cooperation with the facility administrator, shall develop policy and procedures to ☒ ☐ ☐ 702.3 (b) and (c) Unimpeded Access to establish a daily routine for youth to convey requests for Health Care Services emergency and non-emergency medical, dental and behavioral/mental health care services. 1480 STANDARD FACILTY CLOTHING ISSUE The youth’s personal clothing, undergarments and 802.6 Clothing Issue footwear may be substituted for the institutional clothing ☒ and footwear specified in this regulation. The facility has ☐ ☐ 363.1 Clothing Exchange the primary responsibility to provide clothing and footwear. Clothing provisions shall ensure that: (a) Clothing is clean, reasonably fitted, durable, easily laundered, in good repair, and free of holes and tears. ☒ 802.6 Paragraph 1 ☐ ☐ (b) The standard issue of climatically suitable clothing for youth shall consist of but not be limited to: ☒ ☐ ☐ (1) Socks and serviceable footwear; ☒ 802.6 Paragraph 2 Bullet 1 and 4 ☐ ☐ (2) Outer garments; ☒ 802.6 Paragraph 2 Bullet 2 ☐ ☐ (3) New non-disposable underwear which shall remain with the youth throughout their stay, and; ☒ 802.6 Paragraph 2 Bullet 3 and 5 ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 68 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (4) Undergarments, that are freshly laundered and free of stains, including tee shirts and bras. ☒ 802.6 Paragraph 2 Bullet 3 ☐ ☐ (c) Clothing is laundered at the temperature required by local ordinances for the commercial laundries and dried ☒ 802.7 completely in a mechanical dryer or other laundry ☐ ☐ method approved by the local health officer. (d) Suitable clothing is issued to pregnant youth. ☒ 802.6 Paragraph 2 Bullet 6 ☐ ☐ 1482 CLOTHING EXCHANGE The facility administrator shall develop and implement 802.6 Paragraph 1, 4, 5, and 6 written policies and site-specific procedures for the cleaning and scheduled exchange of clothing. Unless work, climatic conditions, or illness necessitates more ☒ ☐ ☐ frequent exchange, outer garments, except for footwear, shall be exchanged at least once each week. Tee shirts, bras, and underwear shall be exchanged daily; youth shall receive their own underwear back at exchange. 1484 CONTROL OF VERMIN IN YOUTH’S PERSONAL CLOTHING Procedure 321 There shall be written policies and site-specific procedures developed and implemented by the facility FPO.07.B, 1 administrator to control the contamination and/or spread ☒ ☐ ☐ of vermin and ecto-parasites in all youth’s personal clothing. Infested clothing shall be cleaned or stored in a closed container so as to eradicate or stop the spread of the vermin. 1485 ISSUE OF PERSONAL CARE ITEMS There shall be written policies and site-specific 802.8 Personal Hygiene of Youth procedures developed and implemented by the facility administrator for the availability of personal hygiene ☒ Procedure 362 Personal Hygiene ☐ ☐ items. Each female youth shall be provided with sanitary FPO.09.E, 1 napkins, panty liners and tampons as requested. Each youth to be held over 24 hours shall be provided with the following personal care items; (a) Toothbrush; ☒ 802.8 Paragraph 2 Bullet 4 ☐ ☐ Procedure 362.1 (f) 7740 Ventura JF SYTF Detention PRO 23-24 Page 69 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 802.8 Paragraph 2 Bullet 3 (b) Toothpaste; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 1 (c) Soap; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 2 (d) Comb; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 5 (e) Shaving implements; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 8 (f) Deodorant; ☒ ☐ ☐ Procedure 362.1 (f) (g) Lotion; ☒ 802.8 Paragraph 2 Bullet 9 ☐ ☐ 802.8 Paragraph 2 Bullet 10 (h) Shampoo; and, ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 11 (i) Post-shower conditioning hair products. ☒ ☐ ☐ Procedure 362.1 (f) 7740 Ventura JF SYTF Detention PRO 23-24 Page 70 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS Youth shall not be required to share any personal care items listed in items (a) through (d). Liquid soap provided through a common dispenser is permitted. Youth shall not share disposable razors. Double edged 802.8 Paragraph 4 safety razors, electric razors, and other shaving ☒ instruments capable of breaking the skin, when shared ☐ ☐ 604.4 Shaving among youth, shall be disinfected between individual uses by the method prescribed by the State Board of Barbering and Cosmetology in Sections 979 and 980, Chapter 9, Title 16, California Code of Regulations. 1486 PERSONAL HYGIENE There shall be written policies and site specific Procedure 362.1 (a) and (i) procedures developed and implemented by the facility administrator for showering/bathing and brushing of ☒ ☐ ☐ teeth. Youth shall be permitted to shower/bathe up on assignment to a housing unit and on a daily basis thereafter and given an opportunity to brush their teeth after each meal. 1487 SHAVING Youth shall have access to a razor daily, unless their 604.4 Shaving appearance must be maintained for reasons of identification in Court. All youth shall have equal ☒ ☐ ☐ opportunity to shave face and body hair. The facility administrator may suspend this requirement in relation to youth who are considered to be a danger to themselves or others. 1488 HAIR CARE SERVICES (EXCERPT) Hair care services shall be available in all juvenile 604.3 Haircuts facilities. Youth shall receive hair care services monthly. ☒ ☐ ☐ Equipment shall be cleaned and disinfected after each haircut or procedure, by a method approved by the State Board of Barbering and Cosmetology. 1500 STANDARD BEDDING AND LINEN ISSUE Clean laundered, suitable bedding and linens, in good 802.5 Bedding Issue repair, shall be provided for each youth entering a living ☒ ☐ ☐ area who is expected to remain overnight, shall include, but not be limited to: (a) One mattress or mattress-pillow combination which meets the requirements of Section 1502 of these ☒ 802.5 (b) regulations; ☐ ☐ (b) One pillow and a pillow case unless provided for in (a) above; ☒ 802.5 (e) ☐ ☐ 7740 Ventura JF SYTF Detention PRO 23-24 Page 71 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) One mattress cover and a sheet or two sheets; ☒ 802.5 (c) ☐ ☐ (d) One towel; and, ☒ 802.5 (d) ☐ ☐ (e) One blanket or more, up on request ☒ 802.5 (a) ☐ ☐ 1501 BEDDING LINEN EXCHANGE The facility administrator shall develop and implement 802.5 Paragraph 2 site specific written policies and procedures for the scheduled exchange of laundered bedding and linen ☒ ☐ ☐ issued to each youth housed. Washable items such as sheets, mattress covers, pillow cases and towels shall be exchanged for clean replacement at least once each week. The covering blanket shall be cleaned or laundered once a month. ☒ 802.5 (a)2 ☐ ☐ 1510 FACILITY SANITATION, SAFETY AND MAINTENANCE 800 Housekeeping and Maintenance The facility administrator shall develop and implement written policies and site-specific procedures for the Procedure 317 maintenance of an acceptable level of cleanliness, FPO.06.M, 1 Facility Sanitation, Safety and repair and safety throughout the facility. The plan shall Maintenance provide for a regular schedule of housekeeping tasks, ☒ ☐ ☐ equipment, including restraint devices, and physical plant maintenance and inspections to identify and correct unsanitary or unsafe conditions or work practices in a timely manner. The use of chemicals shall be done in accordance to the product label and Safety Data Sheet which may include the use of Personal Protection Equipment (PPE). 7740 Ventura JF SYTF Detention PRO 23-24 Page 72 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot REVIEW OF NON REGULATORY REQUIREMENTS GRANT FUNDING OR CODE REFERENCE YES NO N/A P/P REFERENCE - COMMENTS JUVENILE PROBATION AND CAMPS FUNDING (JPCF) (Camps Only) The programs/services identified on the JPCF Camp Eligibility Form are being provided at the facility. ☐ ☐ ☒ (Refer to the JPCF Camp Eligibility Form) 208.5 WIC CONTACT BETWEEN PERSONS UNDER THE JUVENILE COURT AGES 19- 20 AND MINORS IN THE FACILITY The facility houses Juvenile Court Wards 19 years of age and older. ☒ ☐ ☐ The facility has been approved to hold persons under the juvenile court who are ages 19 through 21. ☒ ☐ ☐ The facility continues to comply with the requirements of 208.5 WIC (programming, capacity and security of ☒ ☐ ☐ the facility) as outlined in the county’s application. JUVENILE JUSTICE DELINQUENCY PREVENTION ACT MONITORING (JJDPA) WIC 206 SEPARATE FACILITIES FOR WIC 300 MINORS ☐ ☐ Dependent or neglected minors who are defined under Viola ☒ Section 300 of the Welfare and Institutions Code (WIC) tion are held only in non-secure, separate and segregated facilities. DETENTION OF STATUS OFFENDERS (WIC 601) AND FEDERAL MINORS ☐ ☒ ☐ Status Offenders (WIC 601) are held in the facility. Status Offenders (WIC 601) are kept separate from ☐ Juvenile Delinquents (WIC 602)? (WIC 207[d]). ☐ ☒ Viola tion Federal Minors (ICE Holds or ORR Contract) are held in the facility. ☐ ☒ ☐ If yes to the above, the Monthly Report on the Detention of Status Offenders/Federal Minors is ☐ ☐ ☒ submitted to the BSCC. WIC 208 SEPARATION OF MINORS AND ADULT INMATES (JJDPA 42 USC 5633, Sec 223, State Plans (a)[12]) Are adult inmates held in the facility? (When a person ☐ ☒ ☐ in detention is proceeding through the adult court, AND that person is 18 years of age or older that person is an adult inmate.) 7740 Ventura JF SYTF Detention PRO 23-24 Page 73 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot If adult inmates are held, they are appropriately ☐ ☒ separated from minors. ☐ Viola tion Adult inmates from an adult facility (e.g. inmate ☐ workers or “Scared Straight” programs) are not ☐ ☒ allowed in the facility in a manner that allows contact Viola with minors. tion 7740 Ventura JF SYTF Detention PRO 23-24 Page 74 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS Board of State and Community Corrections PROCEDURES CHECKLIST1 BSCC Code: 7741 FACILITY NAME: Ventura County Probation Agency Juvenile Facility (VCPAJF) FACILITY TYPE: SYTF Secure Youth Treatment Facility – Commitment Services PERSON(S) INTERVIEWED: Gina Johnson, Chief Probation Officer; Tim Dowler, Chief Deputy Probation Officer; Carrie Vredenburg, Director – Juvenile Facility Programs; Sandy Carrillo, Director, Juvenile Operations; Rebecca Jimenez, Corrections Service Officer (CSO) III; Chris Martinez, Supervising Deputy Probation Officer (SDPO); Lola Barnette, SDPO; Allysa Hyne, SDPO; Justin Burdine, CSO III; Adrian Jimenez, CSO II; Chris Mullins, CSO II; Shirley Scott, Wellpath RN; Teresa Vega, Assistant Principal Ventura County Office of Education; Stephanie Rodriguez, Director Ventura County Office of Education; Nicole Garr, Counselor Ventura County Office of Education; Stacy Thompson, Ventura County Food Services Manager; Ana Magbitang, Manager Ventura County Behavior Health; SYTF Youth - Alex, age 17; Joel, age 18, Brayleen, age 23; Jesus, age 22; Rogelio, age 19; Detention - Landon, age 18; Frank, age 17; Axel, age 20. FIELD REPRESENTATIVE: Elizabeth Gong DATE: July 10-13, 2023 TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1313 COUNTY INSPECTION AND EVALUATION OF BUILDING AND GROUNDS 104.3.2 Required Local Inspections, On an annual basis, or as otherwise required by law, The following Inspections apply to the entire each juvenile facility administrator shall obtain a VCPAJF Physical Plant, including Detention, documented inspection and evaluation from the ☐ ☒ ☐ Commitment, and SYTF. following: (a) county building inspector or person designated by the November 1, 2021 Board of Supervisors to approve building safety; April 11, 2023 (b) fire authority having jurisdiction, including a fire clearance as required by Health and Safety Code November 15, 2022 ☒ ☐ ☐ Section 13146.1(a) and (b); April 18, 2023 (c) local health officer, inspection in accordance with Health and Safety Code Section 101045; 2022: Environmental Health May 5, 2022 Medical/Mental Health December 3, 2021 Nutritional Health April 15, 2022 ☒ ☐ ☐ 2023: Environmental Health June 8, 2023 Medical/Mental Health November 29, 2022 Nutritional Health July 7, 2023 1 This document is intended for use as a tool during the inspection process; this worksheet may not contain each Title 15 regulation that is required. Additionally, many regulations on this worksheet are SUMMARIES of the regulation; the text on this worksheet may not contain the entire text of the actual regulation. Please refer to the complete California Code of Regulations, Title 15, Minimum Standards for Local Facilities, Division 1, Chapter 1, Subchapter 5 for the complete list and text of regulations. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 1 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) county superintendent of schools on the adequacy of educational services and facilities as required in October 26, 2021 ☒ ☐ ☐ Section 1370; December 7, 2022 (e) juvenile court as required by Section 209 of the Welfare and Institutions Code; and, November 5, 2021 ☒ ☐ ☐ March 14, 2023 (f) the Juvenile Justice Commission as required by Section 229 of the Welfare and Institutions Code or December 7, 2021 ☒ ☐ ☐ Probation Commission as required by Section 240 of the December 6, 2022 Welfare and Institutions Code. 1320 APPOINTMENT AND QUALIFICATIONS 100.1 BSCC Note: Compliance with this section is determined by receipt of the Chief Probation Officer’s certification The elements of this regulation are addressed letter confirming that all elements of regulation are met. in a memorandum completed by Interim Chief Probation Officer Gina Johnson, dated June 20, 2023. (a) Appointment ☒ ☐ ☐ In each juvenile facility there shall be a superintendent, director or facility manager in charge of its program and employees. Such superintendent, director, facility manager and other employees of the facility shall be appointed by the facility administrator pursuant to applicable provisions of law. (b) Employee Qualifications Each facility shall: 1200.3 Recruitment (1) recruit and hire employees who possess ☒ ☐ ☐ knowledge, skills and abilities appropriate to their job classification and duties in accordance with applicable civil service or merit system rules; (2) require a medical evaluation and physical examination including tuberculosis screening test 1200.4 (i) Medical and Psychological Exam and evaluation for immunity to contagious illnesses ☒ ☐ ☐ of childhood (i.e., diphtheria, rubeola, rubella, and mumps); 100.5 Correction Officer Responsibilities (3) adhere to the minimum standards for the 302.1 Training Policy selection and training requirements adopted by the 302.4 Minimum Training Requirements Board pursuant to Section 6035 of the Penal Code; ☒ ☐ ☐ 1200.7 Employment Standards and 1200.7.1 Standards for Correction Officers (4) conduct a criminal records review, on each new employee, and psychological examination in accordance with Section 1031 of the Government ☒ ☐ ☐ 1200.4 (g); 1200.71 Code. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 2 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) Contract personnel, volunteers, and other non- employees of the facility, who may be present at the 305.2 facility, shall have such clearance and qualifications as may be required by law, and their presence at the facility ☒ ☐ ☐ 305.3 shall be subject to the approval and control of the facility These sections are related to clearance for manager. Volunteers/Interns and Support Personnel. 1321 STAFFING Each juvenile facility shall: 211 Staffing Plan (a) have an adequate number of personnel sufficient to carry out the overall facility operation and its ☒ ☐ ☐ programming, to provide for safety and security of youth and staff, and meet established standards and regulations; (b) ensure that no required services shall be denied because of insufficient numbers of staff on duty absent 200.3 ⁋ 2 Supervision of Youth exigent circumstances; 211.3.1 (a) The facility roster of staff, including mandated Deputy Probation Officers, and schedules for all VCPAJF reflect compliance with regulation. We reviewed staffing for February and April 2023, as well as schedules leading up to the onsite inspection, and found youth are moved to a condensed living unit for the ☒ ☐ ☐ purpose of sleeping to accommodate coverage. We have had discussions with the agency and provided technical assistance to identify the individual space as one 30-bed unit rather than two 15-bed individual units. The space would have significant day space for programming youth in separate areas to provide classification-specific programming or recreation. (c) have a sufficient number of supervisory level staff to ensure adequate supervision of all staff members; 211.3.1 (b) ☒ ☐ ☐ (d) have a clearly identified person on duty at all times who is responsible for operations and activities and has 211.3.1 (c) completed the Juvenile Corrections Officer Core Course ☒ ☐ ☐ and PC 832 training; (e) have at least one staff member present on each living unit whenever there are youth in the living unit; 211.3.1 (e) ☒ ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 3 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (f) have sufficient food service personnel relative to the number and security of living units, including staff 900 Food Services qualified and available to: plan menus meeting 900.3 Bullet 2 nutritional requirements of youth; provide kitchen supervision; direct food preparation and servings; ☒ ☐ ☐ conduct related training 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, medical, dental, mental health, building maintenance, 200.5 transportation, control room, facility security and other support staff for the efficient management of the facility, and to ensure that youth supervision staff shall not be ☒ ☐ ☐ diverted from supervising youth; and, (h) assign sufficient youth supervision staff to provide continuous wide awake supervision of youth, subject to 211.3.1 (f) 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 (A) during the hours that youth are awake, one 200.3 ⁋ 2 wide-awake youth supervision staff member on duty for each 10 youth in detention; The agency has provided sufficient staffing for the facility only due to mandated overtime for the youth supervision staff (JCO’s), core trained Deputy Probation Officers (DPO’s), and non-core trained DPO’s who work side by side with core trained staff. VCPAJF is in their eleventh 40-hour orientation ‘class’ of the DPO classification to provide for the ☒ ☐ ☐ necessary coverage. Although the agency meets required Detention ratio identified as 1:10 per policy, it is a daily task for administrators to provide coverage for call- outs of scheduled staff. We provided technical assistance and referral information to better plan and audit the call-off coverage, noting this is a statewide problem for juvenile facilities. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 4 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide- awake youth supervision staff member on duty for ☒ ☐ ☐ 200.3 ⁋ 2 each 30 youth in detention; (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the number of youth in detention, unless an 200.3 ⁋ 3 arrangement has been made for backup support ☒ ☐ ☐ services which allow for immediate response to emergencies; and, (D) at least one youth supervision staff member on duty who is the same gender as youth housed ☒ ☐ ☐ in the facility. 200.3 ⁋ 3 (E) personnel with primary responsibility for other duties such as administration, supervision of 200.3.1 personnel, academic or trade instruction, clerical, 200.5 ☒ ☐ ☐ kitchen or maintenance shall not be classified as youth supervision staff positions. (2) Special Purpose Juvenile Halls (A) during hours that youth are awake, one wide- This facility is not a Special Purpose Juvenile ☐ ☐ ☒ awake youth supervision staff member on duty for Hall. each 10 youth in detention; (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide- awake youth supervision staff member on duty for ☐ ☐ ☒ each 30 youth in detention; (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the number of youth in detention, unless an arrangement has been made for backup support ☐ ☐ ☒ services which allow for immediate response to emergencies; and, (D) at least one youth supervision staff member on duty who is the same gender as youth housed ☐ ☐ ☒ in the facility. (E) personnel with primary responsibility for other duties such as administration, supervision of personnel, academic or trade instruction, clerical, ☐ ☐ ☒ kitchen or maintenance shall not be classified as youth supervision staff positions. (3) Camps (A) during the hours that youth are awake, one The SYTF Population is not identified as a ☐ ☐ ☒ wide-awake youth supervision staff member on Camp. duty for each 15 youth in the camp population; 7741 Ventura JF SYTF Commitment PRO 23-24 Page 5 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (B) during the hours that youth are confined to their room for the purpose of sleeping, one wide- awake youth supervision staff member on duty for ☐ ☐ ☒ each 30 youth present in the facility; (C) at least two wide-awake youth supervision staff members on duty at all times, regardless of the number of youth in residence, unless arrangements have been made for backup ☐ ☐ ☒ support services which allow for immediate response to emergencies; (D) at least one youth supervision staff member on duty who is the same gender as youth housed ☐ ☐ ☒ in the facility; (E) in addition to the minimum staff to youth ratio required in (h)(3)(A)-(B), consideration shall be given to the size, design, and location of the camp; types of youth committed to the camp; and ☐ ☐ ☒ the function of the camp in determining the level of supervision necessary to maintain the safety and welfare of youth and staff; (F) personnel with primary responsibility for other duties such as administration, supervision of personnel, academic or trade instruction, clerical, ☐ ☐ ☒ farm, forestry, kitchen or maintenance shall not be classified as youth supervision staff positions. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 6 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1322 YOUTH SUPERVISION STAFF ORIENTATION AND TRAINING 300.3 Youth Supervision Orientation (a) Prior to assuming any responsibilities each youth supervision staff member shall be properly oriented to 300.3 Bullet 6 their duties, including: (1) youth supervision duties; The VCPAJF provides new staff with a comprehensive orientation and training program, including a Five Phase process, starting with a Phase 1, an initial Orientation of 40 hours. Phase 2 includes Initial Policy Training; Phase 3 includes Supervision of Youth with Close Training by the assigned Training Officer (TO); Phase 4 is Sole Supervision with Monitoring by the TO and an assigned mentor/trainer; and Phase 5 is Working Independently with Supervision by the TO. ☒ ☐ ☐ The training curriculum includes evaluation of the Probationary staff of job skills and learning progress, both of which are documented at each Phase. A staff’s competency is reviewed by facility administrators prior to the staff receiving permanent status with the agency. Due to staffing shortages, the agency is providing Phase 1 to the Deputy Probation Officer staff, cored and non-cored, to provide additional youth supervision. Additionally, the agency provides a significant annual staff training curriculum to ensure competency continues. (2) scope of decisions they shall make; 300.3 Bullet 13 ☒ ☐ ☐ (3) the identity of their supervisor; 300.3 Bullet 8 ☒ ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 7 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (4) the identity of persons who are responsible to them; 300.3 Bullet 13 ☒ ☐ ☐ (5) persons to contact for decisions that are beyond their responsibility; and 300.3 Bullet 13 ☒ ☐ ☐ (6) ethical responsibilities. 300.3 Bullet 2 ☒ ☐ ☐ (b) Prior to assuming any responsibility for the supervision of youth, each youth supervision staff 302.5 Training member shall receive a minimum of 40 hours of facility- specific orientation, including: The agency’s Five Phased Training Program ☒ ☐ ☐ is a comprehensive effort by tenured facility staff to ensure new youth supervision staff are trained in all aspects required to complete their responsibilities. (1) individual and group supervision techniques; 300.3.1 Bullet 1 ☒ ☐ ☐ (2) regulations and policies relating to discipline and 300.3.1 Bullet 2 rights of youth pursuant to law and the provisions of ☒ ☐ ☐ POC 02.J.1 this chapter; (3) basic health, sanitation and safety measures; 300.3.1 Bullet 3 ☒ ☐ ☐ (4) suicide prevention and response to suicide 300.3.1 Bullet 4 attempts ☒ ☐ ☐ (5) policies regarding use of force, de-escalation techniques, chemical agents, mechanical and 300.3.1 Bullet 5 ☒ ☐ ☐ physical restraints; 7741 Ventura JF SYTF Commitment PRO 23-24 Page 8 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) review of policies and procedures referencing 300.3.1 Bullet 10 trauma and trauma-informed approaches; ☒ ☐ ☐ (7) procedures to follow in the event of 300.3.1 Bullet 6 emergencies; ☒ ☐ ☐ (8) routine security measures, including facility 300.3.1 Bullet 11 perimeter and grounds; ☒ ☐ ☐ (9) crisis intervention and mental health referrals to 300.3.1 Bullet 7 mental health services; ☒ ☐ ☐ (10) documentation; and 300.3.1 Bullet 8 ☒ ☐ ☐ (11) fire/life safety training 300.3.1 Bullet 9 ☒ ☐ ☐ (c) Prior to assuming sole supervision of youth, each youth supervision staff member shall successfully complete the requirements of the Juvenile Corrections 302.4 ⁋ 1 ☒ ☐ ☐ Officer Core Course pursuant to Penal Code Section 6035. (d) Prior to exercising the powers of a peace officer youth supervision staff shall successfully complete training pursuant to Section 830 et seq. of the Penal ☒ ☐ ☐ 302.4 ⁋ 2 Code. 1323 FIRE AND LIFE SAFETY 103.5 Training Whenever there is a youth in a juvenile facility, there 300.3.1 Bullet 9 shall be at least one wide awake person on duty at all ☒ ☐ ☐ times who meets the training standards established by the Board for general fire and life safety which relate specifically to the facility. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 9 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1324 POLICY AND PROCEDURES MANUAL 102 Policy and Procedures Manual All facility administrators shall develop, publish, and 102.5 Distribution of Manual implement a manual of written policies and procedures 103.2 Post Orders (Procedures) that address, at a minimum, all regulations that are applicable to the facility. Such a manual shall be made The VCPAJF has adopted Lexipol Policy and available to all employees, reviewed by all employees, Procedures (Post Orders) which include all and shall be administratively reviewed at a minimum required elements in regulation while every two years, and updated, as necessary. Those ☒ ☐ ☐ allowing flexibility for changes or records relating to the standards and requirements set modifications as necessary. forth in these regulations shall be accessible to the Board on request. There are currently no regulations specific to The manual shall include: SYTF. (a) table of organization, including channels of communications and a description of job classifications; 100 Organization Structure 100.3 (a) Supervising Probation Officer/Senior Responsibilities ☒ ☐ ☐ 100.5 Correction Officer Responsibilities 1102.3 Communications (b) responsibility of the probation department, purpose of programs, relationship to the juvenile court, the 101.1 Responsibility and Scope of Juvenile Juvenile Justice/Delinquency Prevention Commission Facility or Probation Committee, probation staff, school ☒ ☐ ☐ personnel and other agencies that are involved in juvenile facility programs; (c) responsibilities of all employees; 102.3 ☒ ☐ ☐ (d) initial orientation and training program for employees; 300 Staff Orientation and Training ☒ ☐ ☐ (e) initial orientation, including safety and security issues and anti-discrimination policies, for support staff, 300 Staff Orientation and Training contract employees, school, mental/behavioral health 304 Health Care Orientation and medical staff, program providers and volunteers; ☒ ☐ ☐ 305 Volunteer and Intern Orientation and Training (f) maintenance of record-keeping, statistics and communication system to ensure: 304.5 ☒ ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 10 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) efficient operation of the juvenile facility; 100.1 Purpose and Scope of the Facility ☒ ☐ ☐ (2) legal and proper care of youth; 100.7.2 Agency Responsibility ☒ ☐ ☐ (3) maintenance of individual youth's records; 205.3 ☒ ☐ ☐ (4) supply of information to the juvenile court and 205.4 those authorized by the court or by the law; and, ☒ ☐ ☐ (5) release of information regarding youth. 205.4 ☒ ☐ ☐ 305.4 Volunteers/Interns (g) ethical responsibilities; 1200.2 Recruitment ☒ ☐ ☐ 1200.5 Background Check 1201.5.2 (g) Standards of Conduct 300.3.1 Bullet 10 512.4 706.4 1000.3 Programs and Education (h) trauma-informed approaches; ☒ ☐ ☐ The VCPAJF policy includes trauma and trauma-informed approaches in each element of facility operations, including training and orientation of staff, admission, classification, searches, healthcare, hygiene, education, and programming. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 11 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 300.3.1 Bullet 10 500.1 Admission 1000.3 (m) 1002.6 1003.3 Education (i) culturally responsive approaches; ☒ ☐ ☐ The VCPAJF policy includes cultural responses in each element of facility operations, including training and orientation of staff, admission, classification, hygiene, education, and programming. 500.5 501.3 513 3; 513.4.3; 513.5; 513.10 605.2 701.6 802.6.1 1000.3 (b) (j) gender responsive approaches; ☒ ☐ ☐ The VCPAJF policy includes gender responses in each element of facility operations including training and orientation of staff, admission, classification, searches, healthcare, hygiene, education, and programming. (k) a non-discrimination provision that provides that all youth within the facility shall have fair and equal access 605 Non-Discrimination Provision (NDP) to all available services, placement, care, treatment, and 605.2 benefits, and provides that no person shall be subject to discrimination or harassment on the basis of actual or perceived race, ethnic group identification, ancestry, ☒ ☐ ☐ The VCPAJF has the NDP posted in all living national origin, immigration status, color, religion, units and Intake. gender, sexual orientation, gender identity, gender expression, mental or physical disability, or HIV status, including restrictive housing or classification decisions based solely on any of the above mentioned categories; (l) storage and maintenance requirements for any chemical agents related security devices, and weapons 202 Inventory and Supplies and ammunition, where applicable; ☒ ☐ ☐ 209.3 (i) Weapons Storage (m) establishment of procedures for collection of Medi- Cal eligibility information and enrollment of eligible 500.5.4 ☒ ☐ ☐ youth; and, 7741 Ventura JF SYTF Commitment PRO 23-24 Page 12 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (n) establishment of a policy that prohibits all forms of sexual abuse, sexual assault and sexual harassment. 303 Sexual Abuse and Harassment Training The policy shall include an approach to preventing, 501.6.1 Classification detecting and responding to such conduct and any 502.4 (n) Orientation retaliation for reporting such conduct, as well as a ☒ ☐ ☐ 503.3 Assessments provision for reporting such conduct by youth, staff or a 606.5 Grievances third party. 701.4 (j) Screenings 1325 FIRE SAFETY PLAN The facility administrator shall consult with the local fire 401 Fire Safety department having jurisdiction over the facility, or with the State Fire Marshal, in developing a plan for fire 401.3 (b) ☒ ☐ ☐ safety which shall include, but not be limited to: (a) a fire prevention plan to be included as part of the manual of policy and procedures; (b) monthly fire and life safety inspections by facility staff with two-year retention of the inspection record; 401.3 (c) We reviewed Fire and Life Safety Inspections for the VCPAJF from April 2022 to June 2023. The agency has a systematic approach to the inspection in every space of the facility, recording any non-working or required elements of space to confirm it is safe for youth and staff. ☒ ☐ ☐ The form includes: Fire Extinguishers, Fire Alarms, First Aid Kits, Exit/Evacuation Routes, Storage Areas, Electric/Lighting, Lint Traps/Dryer Exhaust, Flashlights, Door Locks, Cameras/Monitors, Panic Alarms, Radios and Cell Phones, and AED’s. Each area is checked by one of the CSO III’s. If there is a required fix or referral to maintenance, it is tracked by administration to ensure it is addressed and remedied. (c) fire prevention inspections as required by Health and Safety Code Section 13146.1(a) and (b); 401.7 ☒ ☐ ☐ The last fire inspection for the VCPAJF was completed on April 18, 2023. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 13 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) an evacuation plan; 403 Evacuation Plan ☒ ☐ ☐ (e) documented fire drills not less than quarterly; 401.3 (e) The agency completes Emergency Fire/Earthquake or Emergency procedures Drills monthly. We reviewed documentation for all drills from April 2022 to June 2023. The facility conducts monthly drills as a training mechanism while walking through the facility to ensure staff individually know how to react ☒ ☐ ☐ given an emergency “training” drill. Documented evacuation drills of youth by unit occur quarterly, as required by regulation. We provided technical assistance to ensure full evacuations of all youth, at least annually, as required by VCPAJF Policy 403.4. (f) a written plan for the emergency housing of youth in the case of fire; and, 400.12 ☒ ☐ ☐ (g) development of a fire suppression pre-plan in cooperation with the local fire department. 401.3 ☒ ☐ ☐ 1326 SECURITY REVIEW Each facility administrator shall develop policies and 209.3 procedures to annually review, evaluate, and document security of the facility. The review and evaluation shall include internal and external security, including, but not Chief Probation Officer Gina Johnson limited to, key control, equipment, and staff training. ☒ ☐ ☐ completed a memo outlining an Administrative and Supervisor review of Security practices conducted on April 19, 2023, and May 30, 2023. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 14 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1327 EMERGENCY PROCEDURES The facility administrator shall develop facility-specific 400 Facility Emergencies policies and procedures for emergencies that shall include, but not be limited to: Chief Probation Officer Gina Johnson completed a memo outlining an Administrative and Supervisor review of Emergency Procedures conducted on April 19, 2023, and May 30, 2023. ☒ ☐ ☐ It was noted during the meetings several Emergency Procedures need updating which is being done now. The agency is compliant and will forward any new policies or operational procedures relating to this when completed. 400.3 (a), (b) and (c) 400.7 Disturbances (a) escape, disturbances, and the taking of hostages; ☒ ☐ ☐ 400.8 Hostages 400.9 Escape 400.3 (d) and (i) (b) civil disturbance, active shooter and terrorist 400.7 Disturbances attack; ☒ ☐ ☐ 400.6 Active Shooter and Terrorist Attack 400.3 (e) (c) fire and natural disasters; ☒ ☐ ☐ 401 400.3 (f) (d) periodic testing of emergency equipment; ☒ ☐ ☐ 402.5 400.3 (h) (e) emergency evacuation of the facility; and ☒ ☐ ☐ 403 (f) a program to provide all youth supervision staff 400.13 with an annual review of emergency procedures. ☒ ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 15 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1328 SAFETY CHECKS The facility administrator shall develop and implement 505.3 (a), (b) and (d) policy and procedures that provide for direct visual observation of youth at a minimum of every 15 minutes, at random or varied intervals during hours when youth We reviewed safety checks audits for the are asleep or when youth are in their rooms, confined in months of December 2022, January and April holding cells or confined to their bed in a dormitory. 2023 for all occupied facility operational Supervision is not replaced, but may be supplemented units. Overall, the electronic checks are by, an audio/visual electronic surveillance system random, typically between 11 and 15 designed to detect overt, aggressive or assaultive minutes, recording the youth room and the behavior and to summon aid in emergencies. All safety total number of youths in the unit. checks shall be documented with the actual time the check is completed. ☒ ☐ ☐ A CSO III now reviews safety checks for all units, checking for late or missed checks, as well as patterned checks. We found few late, missed, or patterned checks. The staff responsible and the circumstance is recorded in the Supervisors Log to allow the incident to be formally addressed. Our recommendation is that the audits occur daily, to ensure all are done per policy, by the graveyard CSO III. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 16 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1329 SUICIDE PREVENTION PLAN The facility administrator, in collaboration with the 706.4 Suicide Prevention Plan healthcare and behavioral/mental health administrators, shall plan and implement written policies and procedures which delineate a Suicide Prevention Plan. Youth are administered the MAYSI-2 upon The plan shall consider the needs of youth experiencing admission or whenever a significant event past or current trauma. Suicide prevention responses occurs while in custody. The assessment tool shall be respectful and in the least invasive manner identifies cautions or warnings for behavior consistent with the level of suicide risk. The plan shall involving suicidal ideation or tendencies. A include the following elements: Classification Questionnaire during booking to determine appropriate housing and supervision status also is responsive to this regulation. The agency has had three suicide incidents that resulted in a safety room placement, none involving SYTF youth. There have been ☒ ☐ ☐ 13 incidents of youth, with a caution or warning from the MAYSI assessment, that have been referred to Behavior Health. Youth are placed on special watch in these situations, pending being seen and/or evaluated by Behavior Health. We note Behavior Health has taken a much more involved and consistent approach to all intake, assessment, and crisis incidents, observed by documented responses to incidents. The clinicians are proactive and engaged with the processes and staff engagement for successful treatment approaches to youth in crisis. (a) Suicide prevention training as required in Section 1322, Youth Supervision Staff Orientation, and Training 300.3.1 Bullet 4 and the Juvenile Corrections Officer Core Course. ☒ ☐ ☐ 304.5 (e) (b) Screening, Identification Assessment and Precautionary Protocols 501.3 Bullet 8 (1) All youth shall be screened for risk of suicide at ☒ ☐ ☐ 701.4 (c) intake and as needed during detention. (2) All youth supervision staff who perform intake processes shall be trained in screening youth for risk ☒ ☐ ☐ 501.11 Staff Training in Classification of suicide. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 17 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) All youth who have been identified during the intake screening process to be at risk of suicide shall 701.4 (c)(2) be referred to behavioral/mental health staff for a ☒ ☐ ☐ suicide risk assessment. (4) Precautionary protocols shall be developed to ensure the youth’s safety pending the ☒ ☐ ☐ 706.5 behavioral/mental health assessment. (c) Referral process to behavioral/mental health staff for assessment and/or services. 703.4 ⁋ 2 ☒ ☐ ☐ 706.3 (d) Procedures for monitoring of youth identified at risk for suicide. 706.3 ☒ ☐ ☐ 706.5 (e) Safety Interventions (1) Procedures to address intervention protocols for ☒ ☐ ☐ youth identified at risk for suicide which may include, but are not limited to: (A) Housing consideration 501.3 ☒ ☐ ☐ 706.5 ⁋ 1 (B) Treatment strategies including trauma- informed approaches 706.4 ☒ ☐ ☐ (2) Procedures to instruct youth supervision staff how to respond to youth who exhibit suicidal FPO.07.F, 6 Caution Status behaviors. ☒ ☐ ☐ FPO.07.F, 2 (f) Communication (1) The intake process shall include communication 701.4, C-1 with the arresting officer and family guardians ☒ ☐ ☐ regarding the youth’s past or present suicidal ideations, behaviors or attempts. (2) Procedures for clear and current information sharing about youth at risk for suicide with youth supervision, healthcare, and behavioral/mental 706.3 ⁋ 1 health staff. 706.8 ⁋ 1 and 2 ☒ ☐ ☐ FPO.07.F, 2 (a) 7741 Ventura JF SYTF Commitment PRO 23-24 Page 18 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (g) Debriefing of Critical Incidents Related to Suicides or Attempts (1) Process for administrative review of the 706.9 ⁋ 1 Debriefing ☒ ☐ ☐ circumstances and responses proceeding, during and after the critical incident. (2) Process for a debriefing event with affected 706.9 ⁋ 2 staff. ☒ ☐ ☐ (3) Process for a debriefing event with affected youth. 706.9 ⁋ 2 ☒ ☐ ☐ (h) Documentation (1) Documentation processes shall be developed to 706.6 Observation Logs ensure compliance with this regulation ☒ ☐ ☐ 706.7 Documentation Youth identified at risk for suicide shall not be denied the opportunity to participate in facility programs, services 706.4 ⁋ 2 and activities which are available to other non-suicidal youth, unless deemed necessary for the safety of the youth or security of the facility. Any deprivation of ☒ ☐ ☐ programs, services or activities for youth at risk of suicide shall be documented and approved by the facility manager. 1340 REPORTING OF LEGAL ACTIONS 101.5 Each facility shall submit to the Board a letter of notification on each legal action, pertaining to conditions ☒ ☐ ☐ There are no legal issues pending at the of confinement, filed against persons or legal entities VCPAJF. responsible for juvenile facility operation. 1341 DEATH AND SERIOUS ILLNESS OR INJURY OF A YOUTH WHILE DETAINED 518.3 In Custody Death 518.3 ⁋ 3 In Custody Death Notifications (1) Death of a Youth. (a) The facility administrator, in cooperation with the health administrator and the behavioral/mental health director, shall develop written policies and ☒ ☐ ☐ procedures in the event of the death of a youth while detained, which include notifications to necessary parties, which may include the Juvenile Court, the parent, guardian or person standing in loco parentis and the youth’s attorney of record. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 19 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) The health administrator, in cooperation with the facility administrator, shall develop written policies and procedures to assure there is a medical and 518.4 ⁋ 2 operational review of every in-custody death of a youth. The review team shall include the facility ☒ ☐ ☐ administrator and/or facility manager, the health administrator, the responsible physician and other health care and supervision staff who are relevant to the incident. (c) The administrator of the facility shall provide to the Board a copy of the report submitted to the Attorney General under Government Code Section 518.3 ⁋ 5 ☒ ☐ ☐ 12525. A copy of the report shall be submitted to the Board within 10 calendar days after the death. (d) Upon receipt of a report of the death of a youth from the administrator, the Board may within 30 The facility administrators are aware of this calendar days inspect and evaluate the juvenile regulation. facility, jail, lockup or court holding facility pursuant to ☒ ☐ ☐ the provisions of this subchapter. Any inquiry made by the Board shall be limited to the standards and requirements set forth in these regulations. (2) Serious Illness or Injury of Youth. (a) The facility administrator, in cooperation with 700.3.1 (b)5 the health administrator, shall develop written 700.3.1 (b)14 policies and procedures for the notification to ☒ ☐ ☐ necessary parties, which may include the Juvenile 700.3.1 (b)18 Responsibilities of the Health Court, the parent, guardian or person standing in Care Administrator (Illness) loco parentis and the youth’s attorney of record in the case of a serious illness or injury of a youth. 801.7 Youth Safety (Injury) 1342 POPULATION ACCOUNTING Each juvenile facility shall submit required population and ☒ 1101.6.1 profile survey reports to the Board within 10 working days ☐ ☐ after the end of each reporting period, in a format to be provided by the Board. 1343 JUVENILE FACILITY CAPACITY (EXCERPT) When the number of youth detained in a living unit of a 1101.3 juvenile facility exceeds its rated capacity for more than ☒ ☐ ☐ fifteen (15) calendar days in a month, the facility administrator shall provide a crowding report to the Board in a format provided by the Board. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 20 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1350 ADMITTANCE PROCEDURES The facility administrator shall develop and implement 500.1 Admission written policies and procedures for admittance of youth that emphasize respectful and humane engagement with youth, and reflect that the admission process may The VCPAJF has a comprehensive be traumatic to youth who may have already admission process and includes many experienced trauma. Policies shall be trauma-informed, advisals and assessments to assist in culturally relevant, and responsive to the language and determining appropriate classification. literacy needs of youth. In addition to the requirements These tools articulate detention criteria, of Sections 1324 and 1430 of these regulations: housing location, security status, suicidal tendencies, and the propensity for violence or victimization. The intake and booking process provides information to acclimate the youth to detention as well as orient the youth to expectations, rights, and rules. The assessments continue to the youth file when committed to SYTF. Staff complete a Juvenile Risk Assessment Tool to determine if detention is appropriate, with override and mitigation factors. If ☒ ☐ ☐ detained, the MAYSI-2 Questionnaire and Classification Assessment Questionnaire are administered to assist in placement and any security status needs. Youth then acknowledge the Prison Rape Elimination Act (PREA) policy as it relates to Sexual Abuse, Harassment, and Assault. The Zero Tolerance for Gang or Violence is also part of the admission documents the youth signs to acknowledge. Added this cycle is the Youth Bill of Rights and Ombudsman information provided through the Office of Youth and Community Restoration. We reviewed numerous intake and remand Admission paperwork and documentation outlining the procedures in policy and regulation. We found the process is lengthy and exceeds regulatory requirements to make the best admission decisions. (a) the admittance process shall include: (1) Access to two free phone calls within one hour of 500.8 admittance in accordance with the provisions of ☒ ☐ ☐ Welfare and Institution Code Section 627; 7741 Ventura JF SYTF Commitment PRO 23-24 Page 21 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (2) Offer of a shower; 500.9 ☒ ☐ ☐ (3) Documented secure storage of personal 500.7.2 belongings; ☒ ☐ ☐ (4) Offer of food upon arrival; 500.5.5 ☒ ☐ ☐ (5) Screening for physical and behavioral health 304.6 Initial Youth Screening and safety issues, intellectual or developmental ☒ ☐ ☐ 501.3 Bullet 10 disabilities; (6) Screening for physical and developmental disabilities in accordance with Sections 1329, 1413, 501.3 Bullet 10 ☒ ☐ ☐ and 1430 of these regulations; (7) Contact with Regional Center for the Developmentally Disabled for youth that are 702.7 Last Paragraph suspected of or identified as having a ☒ ☐ ☐ developmental disability, pursuant to Section 1413; and, 501.12 (8) Procedures consistent with Section 1352.5. ☒ ☐ ☐ 802.6.1 (b) juvenile hall administrators shall establish written criteria for detention that considers the least restrictive ☒ ☐ ☐ 500.3 (h) environment. (c) juvenile camps and post-dispositional programs in juvenile halls shall develop policies and procedures that 500.5.3 advise the youth of the estimated length of stay, inform them of program guidelines and provide written ☒ ☐ ☐ screening criteria for inclusion and exclusion from the program. (d) juvenile halls shall develop policies and procedures that advise any committed youth of the estimated length ☒ ☐ ☐ 500.5.3 of his/her stay. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 22 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1350.5 SCREENING FOR THE RISK OF SEXUAL ABUSE 501.3 The facility administrator shall develop and implement 701.4 (j) (1) written policies and procedures to reduce the risk of sexual abuse by or upon youth. The policy shall require The MAYSI-2 and Classification ☒ ☐ ☐ facility staff to assess each youth within 72 hours of Questionnaire are responsive to this admission based on the following information: regulation. Youth also watch a PREA video and read agency policies on how to report sexual abuse, assault, or discrimination. (a) Prior sexual victimization or abusiveness; 501.3 Bullet 19 and 21 ☒ ☐ ☐ (b) Gender nonconforming appearance or manner; or identification as lesbian, gay or bisexual, transgender, 501.3 Bullet 20 and 24 queer or intersex, and whether the youth may, therefore, ☒ ☐ ☐ be vulnerable to sexual abuse; (c) Current charges and offense history; 501.3 Bullet 4-6 ☒ ☐ ☐ (d) Age; 501.3 Bullet 1 ☒ ☐ ☐ (e) Level of emotional and cognitive development; 501.3 Bullet 7 ☒ ☐ ☐ (f) Physical size and stature; 501.3 Bullet 3 ☒ ☐ ☐ (g) Mental illness or mental disabilities; 501.3 Bullet 10 and 13 ☒ ☐ ☐ (h) Intellectual or developmental disabilities; 501.3 Bullet 14 ☒ ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 23 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (i) Physical disabilities; 501.3 Bullet 12 ☒ ☐ ☐ (j) The youth’s perception of vulnerability; and, 501.3 Bullet 22 ☒ ☐ ☐ (k) Any other specific information about the individual youth that may indicate heightened needs for 501.3 Bullets 1-24 supervision, additional safety precautions, or separation ☒ ☐ ☐ from certain other youth. Staff shall ascertain this information through conversations with the youth during the admittance 501.4 process, medical and behavioral health screenings; during classification assessments; and by reviewing ☒ ☐ ☐ court records, case files, facility behavioral records, and other relevant documentation from the youth’s files. The facility administrator shall implement appropriate controls on the dissemination of information within the 501.3 Last Paragraph facility relative to responses received pursuant to this assessment in order to ensure that sensitive information ☒ ☐ ☐ is not exploited to the youth’s detriment by staff or other youth. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 24 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1351 RELEASE PROCEDURES The facility administrator shall develop and implement 516 Releases written policies and procedures for release of youth from custody which provide for: The process for release from all VCPAJF programs includes transition planning and linkage to appropriate community services. We were provided and reviewed the Ventura County Community Resource List which outlines available services in different geographical areas of the county. The agency identifies youth needing special release services in the Multi-Disciplinary Team (MDT), Critical Care Team (CCT), and Treatment Team (TTM) meetings which occur weekly. Participation includes representatives from Behavior Health, ☒ ☐ ☐ Medical, and the VCOE school personnel, as well as CSO or DPO probation staff. We reviewed the Release Form, which includes the youth’s information at booking, disposition, release authorization, and signature and identification of the person the youth is released to. Also included is acknowledgment of property released to the youth. Four youth have been released from SYTF, one to the family on community supervision and 3 to the California Conservation Corp as a step-down. (a) verification of identity/release papers; 516.3 (a) ☒ ☐ ☐ 516.3 (d) (b) return of personal clothing and valuables; ☒ ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 25 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) notification to the youth's parents or guardian; 516.3 (l) ☒ ☐ ☐ (d) notification to the facility health care provider in accordance with Sections 1408 and 1437 of these ☒ ☐ ☐ 516.3 (c) and (m) regulations, for coordination with outside agencies; and, (e) notification of school staff; 516.3 (n) ☒ ☐ ☐ (f) notification of facility mental health personnel. 516.3 (m) ☒ ☐ ☐ The facility administrator shall develop and implement policies and procedures for post-disposition youth to 516.3 (g) and (n) coordinate the provision of transitional and reentry services including, but not limited to, medical and ☒ ☐ ☐ behavioral health, education, probation supervision and community-based services. The facility administrator shall develop and implement written policies and procedures for the furlough of youth ☒ ☐ ☐ 526.4 from custody. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 26 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1352 CLASSIFICATION The facility administrator shall develop and implement 501 Classification written policies and procedures on classification of youth for the purpose of determining housing placement in the facility. The Classification Questionnaire used at Such procedures shall: booking assists staff in determining the most appropriate placement of youth at admission and to address observed security or safety needs of youth. We reviewed admission documentation including this form and found it to be consistent with regulation requirements and policy. Additionally, youth are re-classified based on circumstances as they occur while in the facility via the Critical Case Team meetings. This is memorialized in the youth’s ☒ ☐ ☐ electronic file, the Ventura County Integrated Justice Information System. SYTF youth are in their own unit and classified as ‘younger’ or ‘older’ youth. Since there are only 11 committed and legislation has provided a clear direction for sight and sound separation, the agency is moving forward to consider housing all youth in one unit and allowing a second unit as they advance in the program. It is significant to note the agency works with medical and behavior health staff to assist in special classification needs, as well as reviewing the youth’s behavior which may prompt a new classification. (a) provide for the safety of the youth, other youth, facility staff, and the public by placing youth in the 501.7 appropriate, least restrictive housing and program settings. Housing assignments shall consider the need ☒ ☐ ☐ for single, double or dormitory assignment or location within the dormitory; (b) consider facility populations and physical design of the facility; 501.8 ☒ ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 27 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) provide that a youth shall be classified upon admittance to the facility; classification factors shall 501.3 include, but not be limited to: age, maturity, sophistication, emotional stability, program needs, legal ☒ ☐ ☐ status, public safety considerations, medical/mental health considerations, gender and gender identity of the youth; (d) provide for periodic classification reviews, including provisions that consider the level of supervision and the 501.6.1 Periodic Reviews youth's behavior while in custody; and, 501.6.2 Staff Initiated Reviews Classification status is reviewed by the CSO ☒ ☐ ☐ III, SDPO, and/or the Watch Commander as necessary to ensure youth are reintegrated in the least restrictive classification as necessary based on their security, medical, or mental health status. (e) provide that facility staff shall not separate youth from the general population or assign youth to a single occupancy room based solely on the youth's actual or 501.10.1 ⁋ 2 Non-Discrimination Provision perceived race, ethnic group identification, ancestry, 605.2 ⁋ 1 Non-Discrimination Provision national origin, color, religion, gender, sexual orientation, gender identity, gender expression, mental ☒ ☐ ☐ or physical disability, or HIV status. This section does not prohibit staff from placing youth in a single occupancy room at the youth's specific request or in accordance with Title 15 regulations regarding separation. (f) facility staff shall not consider lesbian, gay, bisexual, transgender, questioning or intersex identification or status as an indicator of likelihood of being sexually ☒ ☐ ☐ 501.10 ⁋ 3 abusive. 1352.5 TRANSGENDER AND INTERSEX YOUTH. The facility administrator shall develop written policies 501.12 Transgender and Intersex Youth and procedures ensuring respectful and equitable ☒ ☐ ☐ treatment of transgender and intersex youth. The 501.6.1 ⁋ 2 policies shall provide that: (a) Facility staff shall respect every youth’s gender identity and shall refer to the youth by the youth’s 501.12 I-A preferred name and gender pronoun, regardless of the youth’s legal name. Facilities may prohibit the use of ☒ ☐ ☐ gang or slang names or names that otherwise compromise facility operations as determined by the facility manager or designee, and shall document any decision made on this basis. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 28 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Facility staff shall permit youth to dress and present themselves in a manner consistent with their gender 501.12 I-B identity and shall provide youth with the institution’s ☒ ☐ ☐ clothing and undergarments consistent with their gender 802.6.1 Clothing Issue identity. (c) Facility staff shall house youth in the unit or room that best meets their individual needs and promotes their 500.6.2 safety and well-being. Staff may not automatically house youth according to their external anatomy and shall 501.3 Bullet 9, 19-22 document the reasons for any decision to house youth ☒ ☐ ☐ in a unit that does not match their gender identity. In 501.12 I-C making a housing decision, staff shall consider the youth’s preferences, as well as any recommendations from the youth’s health or behavioral health provider. (d) Facility administrators shall ensure that transgender and intersex youth have access to medical and 501.12 I-D behavioral health providers qualified to provide care and ☒ ☐ ☐ treatment to transgender and intersex youth. 702.7 (f) (e) Consistent with the facility’s reasonable and necessary security considerations and physical plant, 501.12 I-E facility staff shall make every effort to ensure the safety ☒ ☐ ☐ and privacy of transgender and intersex youth when the 802.11 Showers youth are using the bathroom or shower, or dressing or undressing. Facility staff shall not conduct physical searches of any youth for the purpose of determining the youth’s 501.12 II-A and B anatomical sex. Whenever feasible, the facility shall respect the youth’s preference regarding the gender of ☒ ☐ ☐ 513.5 the staff member who conducts any search of the youth. POC.04.F.3 7741 Ventura JF SYTF Commitment PRO 23-24 Page 29 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1353 ORIENTATION The facility administrator shall develop and implement 502 Youth Orientation written policies and procedures to orient a youth prior to 502.2 placement in a living area. Both written and verbal information shall be provided and supplemented with The intake and booking process for all video orientation if feasible. Provision shall be made to VCPAJF includes a review of facility provide accessible orientation information to all detained operations, youth rights, and the rules that youth including those with disabilities, limited literacy, or guide youth through the program. The English language learners. Orientation shall include Orientation for each facility type includes all information that addresses: aspects of programming and activities while detained. Facility expectations and opportunities are explained in both verbal and written formats ☒ ☐ ☐ to allow a youth to understand the material while in-custody. The individual program is outlined in a handbook to promote progress through positive behavior to earn incentives. We provided technical assistance to consolidate the booking forms requiring youth acknowledgment relating to the Ombudsman and Youth Bill of Rights for a more streamlined approach and training opportunity for youth to better understand the program expectations. The new Youth Handbook is descriptive as it relates to all Orientation components. (a) facility rules including contraband and searches and disciplinary procedures; 502.4 (a) ☒ ☐ ☐ (b) facility’s system of positive behavior interventions and supports, including behavior expectations, 502.4 (b) incentives that youth will receive for complying with 1009.3 (a) BMP ☒ ☐ ☐ facility rules, and consequences that may result when youth violate the rules of the facility; (c) age appropriate information that explains the facility’s policy prohibiting sexual abuse and sexual 502.4 (n) harassment and how to report incidents or suspicions of ☒ ☐ ☐ sexual abuse or sexual harassment; (d) identification of key staff and their roles; 502.4 (v) ☒ ☐ ☐ 1208.7 (a) 7741 Ventura JF SYTF Commitment PRO 23-24 Page 30 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (e) the existence of the grievance procedure, the steps that must be taken to use it, the youth’s right to be free 502.4 (e) of retaliation for reporting a grievance, and the name of ☒ ☐ ☐ the person or position designated to resolve the issue; (f) access to legal services and information on the 502.4 (i) court process; ☒ ☐ ☐ (g) access to routine and emergency health and mental 502.4 (f) health care; ☒ ☐ ☐ (h) access to education, religious services, and 502.4 (g) recreational activities; ☒ ☐ ☐ (i) housing assignments; 502.4 (h) ☒ ☐ ☐ (j) opportunity for personal hygiene and daily showers including the availability of personal care items 502.4 (d) ☒ ☐ ☐ (k) rules and access to correspondence, visits and telephone use; 502.4 (c) ☒ ☐ ☐ (l) availability of reading materials, programming, and other activities; 502.4 (k) ☒ ☐ ☐ (m) facility policies on the use of force, use of restraints, chemical agents and room confinement; 502.4 (l), (m) and (w) ☒ ☐ ☐ (n) immigration legal services; 502.4 (p) ☒ ☐ ☐ (o) emergencies including evacuation procedures; 502.4 (r) ☒ ☐ ☐ (p) non-discrimination policy and the right to be free from physical, verbal or sexual abuse and harassment by 303.1 (g) other youth and staff; 502.4 (n) and (u) ☒ ☐ ☐ 603.1 (q) availability of services and programs in a language other than English if appropriate; 502.4 Last 2 Paragraphs ☒ ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 31 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (r) the process for requesting different housing, education, programming and work assignments; 502.4 (x) ☒ ☐ ☐ (s) a process for which parents/guardians receive information regarding the youth’s stay in the facility that 502.4 (y) at a minimum includes answers to frequently asked ☒ ☐ ☐ questions and provides contact information for the facility, medical, school and mental health; and, (t) a process by which youth may request access to Title 15 Minimum Standards for Juvenile Facilities. 502.4 (z) ☒ ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 32 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1354 SEPARATION The facility administrator shall develop and implement 519 Youth Separation written policies and procedures that address: 519 Second to last ⁋ 500.6.2 The VCPAJF agency has a well-documented practice of recording a youth’s request to decline participation in unit programs and activities. There has been some confusion amongst staff for what is referred to as ‘decliners’ versus those that self-separate for protective custody reasons. We reviewed self-separation half sheets, revealing the youth’s request for non- participation in an activity or program, including their signature detailing the reason. ☒ ☐ ☐ These are short-term separations and are well-documented. We also reviewed four incidents of long-term self-separations that turned into a re- classification. The incident report or youth’s signed request to self-separate and notes from Critical Case Meetings articulated efforts by staff and/or Behavior Health to reintegrate the youth. The case logs also detail unit staff efforts to get a youth back into programming. These long-term ‘separations’ are a classification the agency is working on to facilitate needs and activities in an environment where the youth feels safe to engage in unit activities. We provided technical assistance to encourage a ‘re- branding’ for these youth that is positive- focused. (a) separation of youth for reasons that include, but are not be limited to, medical and mental health conditions, 519 Medical Separation assaultive behavior, disciplinary consequences and 519.3 Self Separation protective custody. 501.7 ☒ ☐ ☐ 600.3.1 601.4 7741 Ventura JF SYTF Commitment PRO 23-24 Page 33 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) consideration of positive youth development and trauma-informed care. 519 ⁋ 3 ☒ ☐ ☐ 501.7.1 ⁋ 1 (c) separated youth shall not be denied normal privileges available at the facility, except when necessary to accomplish the objective of separation. 519 ⁋ 4 ☒ ☐ ☐ 501.7.1 ⁋ 2 (d) when the objective of the separation is discipline, Title 15 Section 1390 shall apply. 519 ⁋ 5 ☒ ☐ ☐ 501.7.1 ⁋ 1 (e) when separation results in room confinement, the separation shall occur in accordance with Welfare and Institutions Code Section 208.3 and Section 1354.5 of ☒ ☐ ☐ 519 ⁋ 1 these regulations. 601 Room Confinement (f) policies and procedures shall ensure a daily review of separated youth to determine if separation remains necessary. 519 Last ⁋ ☒ ☐ ☐ 501.7.1 ⁋ 4 7741 Ventura JF SYTF Commitment PRO 23-24 Page 34 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1354.5 ROOM CONFINEMENT (a) The facility administrator shall develop and 601 Room Confinement (RC) implement written policies and procedures addressing the confinement of youth in their room that are consistent with Welfare and Institutions Code Section The VCPAJF agency reported 119 incidents 208.3. The placement of a youth in room confinement of Room Confinement from April 2022 to shall be accomplished in accordance with the following June 2023. This is slightly more than the 50 guidelines: in 2021, but less than the previous ‘time outs’ recorded in 2018-2019 before the regulation and legislation were implemented. After a safety and security-related incident, staff initiated an RC Log which prompts them to initiate specific documentation practices and alerts to senior staff. Agency policy and procedures include the staff recording behavior and attempts to remove the youth from RC status as soon as the threat is minimized. When this happens, youth must agree to respond with appropriate behaviors in a contract format to document the expectations when removed. In most cases, the youth return to regular unit activities. ☒ ☐ ☐ We reviewed 7 RC incidents and 10 UF incidents resulting in RC, including 4 SYTF youth, and found the agency utilizes RC for applicable behavior-related incidents that pose a safety and security risk to other youth, staff, or the facility operations. Staff and supervisors provided appropriate responses to reintegrate youth to programming, including behavior health input and involvement. Safety check logs and behavior health intervention documentation was included in the reviewed incidents. The agency has adopted an early morning review of youth on RC going into the following day, in an effort to return the youth to normal activities as the youth starts their day. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 35 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) Room confinement shall not be used before other, less restrictive, options have been attempted 601.4 (a) 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 ☒ ☐ ☐ 601.4 (b) retaliation by staff. (3) Room confinement shall not be used to the extent that it compromises the mental and physical health ☒ ☐ ☐ 601.4 (c) of the youth. (b) A youth may be held up to four hours in room confinement. After the youth has been held in room 601.4.5 (a) confinement for a period of four hours, staff shall do one ☒ ☐ ☐ or more of the following: (1) Return the youth to general population. 601.4.5 (a) (1) ☒ ☐ ☐ (2) Consult with mental health or medical staff. 601.4.5 (a) (2) ☒ ☐ ☐ (3) Develop an individualized plan that includes the goals and objectives to be met in order to reintegrate ☒ ☐ ☐ 601.4.5 (a) (3) the youth to general population. (4) If room confinement must be extended beyond four hours, staff shall do each of the following: 601.4.5 (b) ☒ ☐ ☐ (A) Document the reasons for room confinement and the basis for the extension, the date and time 601.4.5 (b)(1) the youth was first placed in room confinement, ☒ ☐ ☐ and when he or she is eventually released from room confinement. (B) Develop an individualized plan that includes the goals and objectives to be met in order to ☒ ☐ ☐ 601.4.5 (b)(2) integrate the youth to general population. (C) Obtain documented authorization by the facility superintendent or his or her designee ☒ ☐ ☐ 601.4.5 (b)(3) every four hours thereafter. (5) This section is not intended to limit the use of single-person rooms or cells for the housing of youth 601.1.1 in juvenile facilities and does not apply to normal ☒ ☐ ☐ sleeping hours. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 36 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (6) This section does not apply to youth or wards in court holding facilities or adult facilities. ☒ ☐ ☐ (7) Nothing in this section shall be construed to conflict with any law providing greater or additional ☒ ☐ ☐ 102.2.1 protections to youth. (8) This section does not apply during an extraordinary emergency circumstance that requires 400 Facility Emergencies a significant departure from normal institutional 400.3.1 Emergency Suspension of operations, including a natural disaster or facility- Standards 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 501.7.2 protect against the spread of a communicable disease for the shortest amount of time required to 519 Medical Separation 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. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 37 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1355 INSTITUTIONAL ASSESSMENT AND PLAN The facility administrator shall develop and implement 503 Case Management written policies and procedures for assessment and case planning. The VCPAJF agency has an operational process to complete and update Institutional Assessments and Plans originally done by the field DPO with ongoing updates by the assigned CSO. Documents included the original case plan with identified risks and needs and ongoing plans targeting service delivery for the youth. Educational progress from Providence School, case notes and number of hours with Behavior Health Services, and youth chrono notes from facility staff all contribute to the overall plan while the youth is detained. The plans are completed by staff and reviewed by supervisors. The plan documents education, substance abuse, aggression, anti-social environments, family, impulsivity, remorse, and violence, articulating a plan and discussion points for ☒ each. ☐ ☐ We reviewed 3 six-month review reports to the Court specific to SYTF youth. The individualized plans were detailed and comprehensive of all the youth that had been involved during the period covered. Numerous agency partners provide input specific to their programs, allowing for a well- rounded description of services and successes. SYTF also have initial, ongoing, and Transitional Plans during their stay. We reviewed 10 ongoing IAP’s and 8 Transitional MDTs for 18 youth and found each had an individualized plan, including the most significant areas to address with targeted services. The plans are reviewed every 30 days to show progress or to re-direct services. They are individualized and inclusive of chrono entry discussions with the youth. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 38 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Assessment: The assessment is based on information collected during the admission process with periodic review, 503.3 ⁋ 2 which includes the youth's risk factors, needs and ☒ strengths including, but not limited to, identification of ☐ ☐ substance abuse history, educational, vocational, counseling, behavioral health, consideration of known history of trauma, and family strengths and needs. (b) Institutional Case Plan: (1) A case plan shall be developed for each youth ☒ 503.3.1 held for at least 30 days or more and created within ☐ ☐ 40 days of admission. (2) The institutional plan shall include, but not be limited to, written documentation that provides: ☒ ☐ ☐ (A) objectives and time frame for the resolution of problems identified in the assessment; ☒ 503.3.1 (c) ☐ ☐ (B) a plan for meeting the objectives that includes a description of program resources needed and ☒ 503.3.1 (b) individuals responsible for assuring that the plan ☐ ☐ is implemented; (3) periodic evaluation of progress towards meeting the objectives, including periodic review and ☒ ☐ ☐ 503.3.1 (c) discussion of the plan with the youth; (4) a transition plan, the contents of which shall be subject to existing resources, shall be developed for 503.3.1 ☒ post dispositional youth in accordance with Section ☐ ☐ 516.3; 516.5 (Releases) 1351; and, (5) in as much as possible and if appropriate, the plan, including the transition plan, shall be developed with input from the family, supportive adults, youth, ☒ 503.3.1 (a) ☐ ☐ and Regional Center for the Developmentally Disabled. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 39 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1356 COUNSELING AND CASEWORK SERVICES 503.5 The facility administrator shall develop and implement 703.3 Counseling Services written policies and procedures ensuring the availability POC.03.C, 1 of appropriate counseling and casework services for all youth. Policies and procedures shall ensure: The VCPAJF agency requires the assigned CSO to meet with the youth weekly to ensure ☒ he or she is progressing as expected or to ☐ ☐ assist with any difficulty in the program. We reviewed case Chrono’s and Critical Case Team meeting notes which address any noted positive or negative behaviors displayed in the program. (a) youth will receive assistance with needs or concerns that may arise; 703.3 (a)(1) ☒ ☐ ☐ POC.03.C, 1(a) (b) youth will receive assistance in requesting contact with parents, other supportive adults, attorney, clergy, 703.3 (a)(2) probation officer, or other public official; and, ☒ ☐ ☐ POC.03.C, 1 (b) (c) youth will be provided access to available resources to meet the youth’s needs. ☒ 703.3 (a)(2) ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 40 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1357 USE OF FORCE 511 Use of Force (UF) The facility administrator, in cooperation with the 511.3 ⁋ 6 responsible physician, shall develop and implement 511.3.3 Health Care assistance in developing written policies and procedures for the use of force, policy which may include chemical agents. Force shall never 301 Use of Force-Administration Manual be applied as punishment, discipline, retaliation or treatment. There were 138 UF incidents from April 2022 (a) At a minimum, each facility shall develop policies and to June 2023, 95 included physical force and procedures which: 93 included the use of OC Spray at the VCPAJF. There were 97 UF incidents in 2022 and 130 UF in 2021. This is down significantly from the 183 in 2019 and 178 in 2018. We reviewed 15 UF incidents reports and found the agency documents the efforts to use the least restrictive option when available. Staff are required to include the circumstances leading to the use of force and ☒ justify why force was used. The Supervisor ☐ ☐ on duty is also required to write a Use of Force Report to include a summary of the incident, Supervisor actions (including review of video and interviews with involved staff), and, lastly, the Supervisors Evaluation, which details the assessment of staff response and critique of the staff actions. Each month the agency conducts a UF Review with a committee consisting of the Facility Managers, Supervisors, and staff involved. All documentation and video footage are presented so the committee can determine if the incident was within policy. The outcome for the Review Committee is: A – Within Policy; B – Within Policy but training identified; C – Staff actions referred to Professional Standards Unit; and D – Other. Each of the incidents we reviewed were cleared by Administration as ‘Within Policy’. (1) restricts the use of force to that which is deemed reasonable and necessary, as defined in Section 511.3 ⁋ 1 1302 to ensure the safety and security of youth, staff, ☒ 511.3.1 Factors to determine ☐ ☐ others and the facility. Reasonableness of Force. (2) outline the force options available to staff including both physical and non-physical options and 511.5 ☒ define when those force options are appropriate. ☐ ☐ 511.5.1 FPO.08.F, 1 7741 Ventura JF SYTF Commitment PRO 23-24 Page 41 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) describe force options or techniques that are expressly prohibited by the facility. 511.10 (l) 511.5.1 ⁋ 1 and 3 In policy, the only prohibited use of force is the Carotid Hold. If time allows, the agency ☒ ☐ ☐ operational procedure promotes a use of force team approach to an incident, including a supervisor, to determine how and what type of force is appropriate given the circumstances. This process allows for a ‘natural’ de-escalation and the use of the least amount of force necessary. (4) describe the requirements of staff to report any inappropriate use of force, and to take affirmative 511.3.2 Duty to Intervene action to immediately stop it. ☒ 511.6 ☐ ☐ 511.6.1 (5) define a standardized reporting format that includes time period and procedure for documenting 511.6 Reporting UF and reporting the use of force, including reporting requirements of management and line staff and procedures for reviewing and tracking use of force incidents by supervisory and or management staff, ☒ ☐ ☐ which include procedures for debriefing a particular incident with staff and/or youth for the purposes of training as well as mitigating the effects of trauma that may have been experienced by staff and /or the youth involved. (6) Include an administrative review and a system for investigating unreasonable use of force. 511.9 UF Review ☒ ☐ ☐ 511.91 UF Review Committee (7) define the role, notification, and follow-up procedures required after use of force incidents for 511.6.1 Notifications to Medical, Mental medical, mental health staff and parents or legal ☒ Health and Parent ☐ ☐ guardians. 517.5 (8) describe the limitations of use of force on pregnant youth in accordance with Penal Code ☒ 512.9 Section 6030(f) and Welfare and Institutions Code ☐ ☐ Section 222. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 42 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (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 ☒ 511.4 ⁋ 1 and 2 ☐ ☐ chemical agents in the facility and the type, size and the approved method of deployment for those chemical agents. (2) mandate that chemical agents only be used when there is an imminent threat to the youth’s safety or ☒ 511.4.1 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 511.4 ⁋ 3 and 5 ☒ to chemical agents shall not be left unattended until ☐ ☐ FPO.08.L, 2 that youth is fully decontaminated or is no longer suffering the effects of the chemical agent. FPO.08.L, 4 (4) define the role, notification, and follow-up procedures required after use of force incidents ☒ 511.6.1 Notifications to Medical, Mental involving chemical agents for medical, mental health ☐ ☐ Health and Parent staff and parents or legal guardians. (5) provide for the documentation of each incident of use of chemical agents, including the reasons for 511.6 (g) which it was used, efforts to de-escalate prior to use, youth and staff involved, the date, time and location ☒ ☐ ☐ FPO.08.I, 2 of use, decontamination procedures applied and identification of any injuries sustained as a result of FPO.08. 4 such use. (c) Facilities shall develop policies and procedure which require that agencies provide initial and regular training ☒ 300.3.1 in use of force and chemical agents when appropriate ☐ ☐ 511.4 that address: (1) known medical and behavioral health conditions that would contraindicate certain types of force; ☒ 511.10 (i) ☐ ☐ (2) acceptable chemical agents and the methods of application. ☒ 511.4 ⁋ 2 ☐ ☐ (3) signs or symptoms that should result in immediate referral to medical or behavioral health. ☒ ☐ ☐ 511.10 (j) (4) instruction on the Constitutional Limitations of Use of Force. ☒ 511.10 (i) ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 43 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (5) physical training force options that may require the use of perishable skills. 511.3 ⁋ 2 ☒ ☐ ☐ 511.10 (6) timelines the facility uses to define regular training. 300 Training ☒ ☐ ☐ 511.10 Initial and Annual Training 1358 USE OF PHYSICAL RESTRAINTS 512. Use of Restraints UR The facility administrator, in cooperation with the 301.8 Administration Manual responsible physician and mental health director, shall develop and implement written policies and procedures There has been one use of restraint per this for the use of restraint devices. Restraint devices ☒ ☐ ☐ regulation since April 2022, not involving a include any devices which immobilize a youth's SYTF youth. extremities and/or prevent the youth from being ambulatory. This incident is the first UR since 2019. Physical restraints may be used only for those youth who present an immediate danger to themselves or 512.3 (c) and (e) others, who exhibit behavior which results in the destruction of property, or reveals the intent to cause ☒ self-inflicted physical harm. Physical restraints should ☐ ☐ be utilized only when it appears less restrictive alternatives would be ineffective in controlling the youth’s behavior. In no case shall restraints be used as punishment or discipline, or as a substitute for treatment. The use of 512.3 (g) and (l) restraint devices that attach a youth to a wall, floor or 512.5 (a) 1 other fixture, including a restraint chair, or through 512.9 Pregnant Youth affixing of hands and feet together behind the back ☒ 512.9.1 ☐ ☐ (hogtying) is prohibited. The use of restraints on pregnant youth is limited in accordance with Penal Code Section 6030(f) and Welfare and Institutions Code Section 222. The provisions of this section do not apply to the use of handcuffs, shackles or other restraint devices when 512.5 UR for Movement and Transportation used to restrain youth for movement or transportation ☒ within the facility. Movement within the facility shall be ☐ ☐ governed by Section 1358.5, Use of Restraint Devices for Movement Within the Facility. Youth shall be placed in restraints only with the approval of the facility manager or designee. The facility manager 512.3 (d) may delegate authority to place a youth in restraints to ☒ a physician. Reasons for continued retention in ☐ ☐ restraints shall be reviewed and documented at a minimum of every hour. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 44 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS A medical opinion on the safety of placement and retention shall be secured as soon as possible, but no 512.3 (j)(1) later than two hours from the time of placement. The ☒ ☐ ☐ youth shall be medically cleared for continued retention at least every three hours thereafter. A mental health consultation shall be secured as soon as possible, but in no case longer than four hours from 512.3 (j)(2) ☒ the time of placement, to assess the need for mental ☐ ☐ health treatment. Continuous direct visual supervision shall be conducted to ensure that the restraints are properly employed, and 512.3 (j) to ensure the safety and well-being of the youth. 512.7 (e) Observations of the youth's behavior and any staff ☒ ☐ ☐ interventions shall be documented at least every 15 minutes, with actual time of the documentation recorded. In addition to the requirements above, policies and procedures shall address: 512.7 Documentation ☒ ☐ ☐ (a) documentation of the circumstances leading to an application of restraints. (b) known medical conditions that would contraindicate certain restraint devices and/or techniques. 512.6 (k) ☒ ☐ ☐ 512.10 (h) (c) acceptable restraint devices. ☒ 512.10 (i) ☐ ☐ (d) signs or symptoms which should result in immediate medical/mental health referral. ☒ 512.10 (j) ☐ ☐ (e) availability of cardiopulmonary resuscitation equipment. ☒ 512.10 (k) ☐ ☐ (f) protective housing of restrained youth. While in restraint devices, all youth shall be housed alone or in a 512.10 (d) ☒ specified housing area for restrained youth which makes ☐ ☐ 512.6 (d) provision to protect the youth from abuse. (g) provision for hydration and sanitation needs. ☒ 512.3 (m) ☐ ☐ 512.10 (l) (h) exercising of extremities. ☒ ☐ ☐ 512.6 (k) 7741 Ventura JF SYTF Commitment PRO 23-24 Page 45 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1358.5 USE OF RESTRAINT DEVICES FOR MOVEMENT AND TRANSPORTATION 512.4 WITHIN THE FACILITY. 512.5 UR for Movement and Transportation The Facility Administrator, in cooperation with the responsible physician and behavioral/mental health ☒ ☐ ☐ director, shall develop and implement written policies and procedures for the use of restraint devices when the purpose is for movement or transportation within the facility that shall include the following: (a) identification of acceptable restraint devices, staff approved to utilize restraint devices and the required ☒ 512.1 ☐ ☐ training. (b) the circumstances leading to the application of restraints must be documented. ☒ 512.5 (a)(1) ☐ ☐ (c) an individual assessment of the need to apply restraints for movement or transportation that includes 512.5 (b)(1) consideration of less restrictive alternatives, 512.5 (c)(1) consideration of a youth’s known medical or mental health conditions, trauma informed approaches, and a The VCPAJF agency has been tracking the process for documentation and supervisor review and UR as identified in this regulation since last approval. ☒ cycle. Since April of 2022, there have been ☐ ☐ 17 applications of restraints for movement. Our review of the reports when restraints were used provided sufficient justification. From July 2020 to April 2022, 27 of the 57 reports reviewed included restraints as defined in this regulation. (d) consideration of safety and security of the facility, with a clearly defined expectation that restraint devices 512.3 (g) ☒ shall not be used for the purposes of discipline or ☐ ☐ retaliation. (e) the use of restraints on pregnant youth is limited in accordance with Penal Code Section 6030(f) and ☒ 512.9 ☐ ☐ Welfare and Institutions Code Section 222. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 46 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1359 SAFETY ROOM PROCEDURES 506 Safety Rooms and Camera Rooms (a) The facility administrator, and where applicable, in 506.3 cooperation with the responsible physician, shall develop and implement written policies and procedures There have been 3 safety room placements governing the use of safety rooms, as described in Title since April 2022, none involving a SYTF 24, Part 2, Section 1230.1.13. The room shall be used youth. to hold only those youth who present an immediate danger to themselves or others, who exhibit behavior The amount of time in the safety cell was which results in the destruction of property, or reveals ☒ ☐ ☐ monitored by Medical and Behavior Health the intent to cause self-inflicted physical harm. A safety (Crisis Team) and lasted from 2-3 hours. The room shall not be used for punishment or discipline, or agency complied with regulation and policy as a substitute for treatment. Policies and procedures for each incident and had multiple staff and shall: partners in close proximity during each event. Prior to the above, the agency has had no safety cell placements since one in 2019 and 4 in 2018. (1) include provisions for administration of necessary nutrition and fluids, access to a toilet, and suitable ☒ 506.4 (e) ☐ ☐ clothing to provide for privacy; (2) provide for approval of the facility manager, or designee, before a youth is placed into a safety ☒ 506.4 (a) ☐ ☐ room; (3) provide for continuous direct visual supervision and documentation of the youth's behavior and any 506.4 (c) ☒ staff interventions every 15 minutes, with actual time ☐ ☐ recorded; (4) provide that the youth shall be evaluated by the facility manager, or designee, every four hours; ☒ 506.4 (g) ☐ ☐ (5) provide for immediate medical assessment, where appropriate, or an assessment at the next 506.4 (h) daily sick call; and, ☒ The policy states the assessment shall take ☐ ☐ place no longer than 12 hours after placement. (6) provide a process for documenting the reason for placement, including attempts to use less restrictive 506.4 (i) ☒ means of control, and decisions to continue and end ☐ ☐ placement. (b) The placement of a youth in the safety room shall be ☒ accomplished in accordance with the following: ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 47 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) safety room shall not be used before other less restrictive options have been attempted and 506.4 (j) ☒ exhausted, unless attempting those options poses a ☐ ☐ threat to the safety or security of any youth or staff. (2) safety room shall not be used for the purposes of punishment, coercion, convenience, or retaliation by ☒ 506.4 (l) ☐ ☐ staff. (3) safety room shall not be used to the extent that it compromises the mental and physical health of the ☒ 506.4 (l) ☐ ☐ youth. (c) A youth may be held up to four hours in the safety room. After the youth has been held in the safety room 506.4 (g) for a period of four hours, staff shall do one or more of ☒ ☐ ☐ the following: Refer to 601.4.5, Room Confinement ☒ 506.4 (g)(1) (1) return the youth to general population. ☐ ☐ ☒ 506.4 (g)(1) (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 ☐ ☐ 506.4 (g)(1) the youth to general population. (d) If confinement in the safety room must be extended beyond four hours, staff shall develop an individualized 506.4 (g)(1) plan that includes the requirements of Section 1354.5 ☒ ☐ ☐ and the goals and objectives to be met in order to integrate the youth to general population. 1360 SEARCHES 513 Searches The facility administrator shall develop and implement written policies and procedures governing the search of youth, the facility, and visitors. Policies and procedures shall provide that: The agency conducts routine unit and room searches for the ongoing safety of the facility. ☒ ☐ ☐ Due to fentanyl and other drugs coming into the facility, the VCPAJF has purchased two body scanners and a mail scanner as tools to prevent this from occurring. It is expected they will arrive in August. Prospective policies for their use are being developed. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 48 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (a) Searches shall be conducted to ensure the safety and security of the facility, public, visitors, youth, and ☒ 513.2 ⁋ 1 staff. ☐ ☐ (b) Searches shall be conducted in a manner that preserves the privacy and dignity of the person being ☒ 513.1 ⁋ 1 searched and shall not be conducted for harassment or ☐ ☐ 513.2 ⁋ 1 as a form of discipline or punishment. (c) Strip searches and visual or physical body cavity searches shall comply with Penal Code Section 4030. 513.4.1 (a) 513.4.2 (a) The agency has conducted strip searches of units and youth more in this past year due to contraband coming into the facility. Visits have gone to no contact in some cases as the agency traced the source. Phone call coding and recordings reviewed also pointed to a pathway for contraband. Since April of 2022, there have been 425 strip searches conducted, 243 due to contraband in the units and/or positive drug test of youth in the facility. Of the 182 additional strip ☒ searches, averaging 13 per month, we found ☐ ☐ documented reasonable suspicion and authorization by the supervisor in all but 16 incidents. These 16 were approved by a supervisor but the documentation, other than the coded reason for the search, was not verified. We reviewed the strip searches from April 2020 to June 2022 (334 – average 15/month), finding this average consistent/less than current practice. We provided technical assistance to the agency to ensure the reasonable suspicion was not just a conversation but documented in the electronic search authorization and/or by incident report. (d) Physical body cavity searches shall only be conducted by a medical professional. ☒ 513.4,2 (b) ☐ ☐ (e) Any youth held after a detention hearing shall only be strip searched with prior approval of a supervisor 513.4.2 (b) when there is reasonable suspicion based on specific ☒ and articulable facts to believe that youth is concealing ☐ ☐ contraband. The reasonable suspicion shall be documented. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 49 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (f) Searches of transgender and intersex youth shall comply with Section 1352.5. 501.12 II-A and B ☒ 513.5 ☐ ☐ 301.5 II Administrative Manual (g) Cross-gender pat-down searches and strip searches are prohibited except in exigent circumstances or when ☒ 513.3 Last ⁋ conducted by a medical professional. Such searches ☐ ☐ must be justified and documented in writing. 1361 GRIEVANCE PROCEDURE 606 Youth Grievances The facility administrator shall develop and implement 606.3 ⁋ 1 written policies and procedures whereby any youth may appeal and have resolved grievances relating to any The VCPAJF agency reported 72 grievances condition of confinement, including but not limited to filed from April 2022 to June 2023, an health care services, classification decisions, program average of 5.1 per month. There were 34 in participation, telephone, mail or visiting procedures, 2022, 35 in 2021, and 43 in 2020, reduced food, clothing, bedding, mistreatment, harassment or from the 79 in 2019 and 82 in 2018. The violations of the nondiscrimination policy. There shall be process and form are compliant with no time limit on filing grievances. Policies and regulation and policy, allowing youth to procedures shall include provisions whereby the facility communicate and staff to be responsive to manager ensures: the operational procedures used. ☒ ☐ ☐ We reviewed all the grievances filed from April 2022 to June of 2023 and found them to be timely with appropriate sanctions. Staff comments appeared to be a documented conversation, leading the youth to understand the behavior and sanction, or to find resolution for a condition of confinement the youth did not agree with. There were several beyond the regulation 3- day receipt of the grievance, but each involved an agency partner grievance. All were resolved within 10 days of the receipt of the grievance. (a) a grievance form and instructions for registering a grievance, which includes provisions for the youth to ☒ 606.3 Bullet 1 ☐ ☐ have free access to the form; (b) the youth shall have the option to confidentially file the grievance or to deliver the form to any youth ☒ 606.3 Bullet 8 ☐ ☐ supervision staff working in the facility; (c) resolution of the grievance at the lowest appropriate staff level; ☒ 606.3 Bullet 2 ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 50 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (d) provision for a prompt review and initial response to grievances within three (3) business days, grievances ☒ 606.4.2 ⁋ 3 that relate to health and safety issues must be ☐ ☐ addressed immediately; (1) The youth may elect to be present to explain his/her version of the grievance to a person not 606.4.5 (a) ☒ directly involved in the circumstances which led to ☐ ☐ the grievance. (2) Provision for a staff representative approved by the facility administrator to assist the youth. ☒ 606.4.5 (b) ☐ ☐ (e) provision for a written response to the grievance which includes the reasons for the decisions; ☒ 606.4.3 ☐ ☐ (f) a system which provides that any appeal of a grievance shall be heard by a person not directly 606.4.5 (a) ☒ involved in the circumstances which led to the ☐ ☐ grievance; (g) resolution of the grievance must occur within ten (10) business days unless circumstances dictate a longer ☒ 606.4.2 ⁋ 4 time frame. The youth shall be notified of any delay; ☐ ☐ and, (h) the policy shall provide multiple internal and external methods to report sexual abuse and sexual harassment. 606.5 ☒ ☐ ☐ 606.5.1 Whether or not associated with a grievance, concerns of parents, guardians, staff or other parties shall be 606.4.5 (c) ☒ addressed and documented in accordance with written ☐ ☐ policies and procedures within a specified timeframe. 1362 REPORTING OF INCIDENTS 206 Report Preparation A written report of all incidents which result in physical 206.4.2 harm, use of force, serious threat of physical harm, or death of an employee, youth or other person(s) shall be ☒ ☐ ☐ maintained. Such written record shall be prepared by the staff and submitted to the facility manager by the end of the shift, unless additional time is necessary and authorized by the facility manager or designee. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 51 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1363 USE OF REASONABLE FORCE TO COLLECT DNA SPECIMENS, SAMPLES, 517 Biological Samples IMPRESSIONS 517.5 UF to Collect DHPO 01.P.1.16 (a) Pursuant to Penal Code Section 298.1 authorized law enforcement, custodial, or corrections personnel including peace officers, may employ reasonable force ☒ ☐ ☐ The VCPAJF policy does not use force to collect DNA. Staff advise the youth that their to collect blood specimens, saliva samples, and thumb failure to cooperate will result in a return to or palm print impressions from individuals who are Court. required to provide such samples, specimens or impressions pursuant to Penal Code Section 296 and who refuse following written or oral request. (1) For the purpose of this section, the “use of reasonable force” shall be defined as the force that 511.3.1 an objective, trained and competent correctional ☒ employee, faced with similar facts and ☐ ☐ circumstances, would consider necessary and reasonable to gain compliance with this section. (2) The use of reasonable force shall be preceded by efforts to secure voluntary compliance. Efforts to 517.5.2 secure voluntary compliance shall be documented ☒ and include an advisement of the legal obligation to ☐ ☐ provide the requisite specimen, sample or impression and the consequences of refusal. (b) The force shall not be used without the prior written authorization of the supervising officer on duty. The 517.5.2 authorization shall include information that reflects the ☒ ☐ ☐ fact that the offender was asked to provide the requisite specimen, sample, or impression and refused. (1) If the use of reasonable force includes a cell extraction, the extraction shall be videotaped. Video 517.5.1 shall be directed at the cell extraction event. The videotape shall be retained by the agency for the ☒ length of time required by statute. Notwithstanding ☐ ☐ the use of the video as evidence in a court proceeding, the tape shall be retained administratively. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 52 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot 1370 EDUCATION PROGRAM 1003 Youth Education Services (a) School Programs 1003.3 ⁋ 3 The County Board of Education shall provide for the 1003.4 (b)(1) Education Program administration and operation of juvenile court schools in Coordination conjunction with the Chief Probation Officer, or designee pursuant to applicable State laws. The school and The Ventura County Office of Education facility administrators shall develop and implement operates the Providence School onsite at the written policy and procedures to ensure communication facility. The last evaluation continues to and coordination between educators and probation reveal a good relationship amongst probation staff. Culturally responsive and trauma-informed and school staff, with daily briefings and approaches should be applied when providing thorough monthly meetings with agency instruction. Education staff should collaborate with the administrators. facility administrator to use technology to facilitate learning and ensure safe technology practices. The facility administrator shall request an annual review of While onsite, we met with the Director of each required element of the program by the Alternative Education for the Ventura County Superintendent of Schools, and a report or review Office of Education (VCOE), Stephanie checklist on compliance, deficiencies, and corrective Rodrigues, Teresa Vega, the site Assistant action needed to achieve compliance with this section. Principal, and Nicole Garr, Counselor. We Such a review, when conducted, cannot be delegated to once again discussed the early and easy the principal or any other staff of any juvenile court graduation requirements and whether the school site. The Superintendent of Schools shall VCOE made independent evaluations to conduct this review in conjunction with a qualified address the need to provide a diploma to a outside agency or individual. Upon receipt of the review, youth based on their age, credits to date, and the facility administrator or designee shall review each anticipated length of stay, mostly to ensure item with the Superintendent of Schools and shall take that just because a youth is eligible that they whatever corrective action is necessary to address each ☒ ☐ ☐ evaluate the best case scenario for each deficiency and to fully protect the educational interests independent youth. Ms. Garr works most with of all youth in the facility. this population and assured the process is independent, indicating there could be a more robust conversation with the parent and youth when the situation involves a long stay in custody. It is significant to note that while onsite, we were advised 15 youth had graduated so far this year, 13 with the limited credits pursuant to AB 167. This is significant because the agency and VCOE have limited post- secondary opportunities for youth beyond enrollment in an online local college, AutoTech (not during summer months), and Paxton Patterson (PP), which is facilitated by Probation staff. There is a plan for an Ag Program and Digital Media program to start this fall. We discussed the VCOE hard line for not allowing graduated youth to remain in the classroom or to provide greater opportunities for these youth who will remain with the agency long-term. VCOE continues to 7741 Ventura JF SYTF Commitment PRO 23-24 Page 53 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS provide little in terms of opportunities for graduated youth but allows youth in long- term custody to graduate early without consideration of the benefits to remain in the classroom. The VCPAJF has tentative plans to fund a teacher to provide services in this area that the VCOE does not. We conducted a ‘group’ interview with SYTF youth who expressed their frustration with limited vocational opportunities to use when reintegrated into the community. We provided input on pending regulation changes which would likely include more robust language regarding post-secondary opportunities and the hope the VCOE would illicit more service alternatives for this population. (b) Required Elements 1003.2 The facility school program shall comply with the State 1003.3 Education Code and County Board of Education 1003.4 (b)(1) policies, all applicable federal education statutes and 1003.5 regulations and provide for an annual evaluation of the educational program offerings. As stated in the 2009 California Standards for the Teaching Profession, ☒ ☐ ☐ teachers shall establish and maintain learning environments that are physically, emotionally, and intellectually safe. Youth shall be provided a rigorous, quality educational program that responds to the different learning styles and abilities of students and prepares them for high school graduation, career entry, and post-secondary education. All youth shall be treated equally, and the education program shall be free from discriminatory action. Staff 1003.3 (a) shall refer to transgender, intersex and gender- ☒ ☐ ☐ nonconforming youth by their preferred name and gender. (1) The course of study shall comply with the State Education Code and include, but not be limited to, ☒ 1003.5 ⁋ 3 ☐ ☐ courses required for high school graduation. (2) Information and preparation for the High School Equivalency Test as approved by the California ☒ 1003.5 ⁋ 3 Department of Education shall be made available to ☐ ☐ eligible youth. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 54 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (3) Youth shall be informed of post-secondary education and vocational opportunities. ☒ 1003.4 (o)(1) ☐ ☐ (4) Administration of the High School Equivalency Tests as approved by the California Department of ☒ 1003.5 ⁋ 3 ☐ ☐ Education, shall be made available when possible. (5) Supplemental instruction shall be afforded to youth who do not demonstrate sufficient progress ☒ 1003.5 ⁋ 4 ☐ ☐ towards grade level standards. (6) The minimum school day shall be consistent with State Education Code Requirements for juvenile 1003.5 ⁋ 2 court schools. The facility administrator, in conjunction with education staff, must ensure that operational procedures do not interfere with the time ☒ ☐ ☐ afforded for the minimum instructional day. Absences, time out of class or educational instruction, both excused and unexcused, shall be documented. (7) Education shall be provided to all youth regardless of classification, housing, security status, 1003.4 (a) disciplinary or separation status, including room 1003.4 (g)(1) confinement, except when providing education 1003.8 ☒ poses an immediate threat to the safety of self or ☐ ☐ others. Education includes, but is not limited to, related services as provided in a youth’s Section 504 Plan or Individualized Education Program (IEP). (c) School Discipline 1003.7 ⁋ 1 (1) Positive behavior management will be implemented to reduce the need for disciplinary ☒ ☐ ☐ action in the school setting and be integrated into the facility's overall behavioral management plan and security system. (2) School staff shall be advised of administrative decisions made by probation staff that may affect the ☒ 1003.7 ⁋ 2 ☐ ☐ educational programming of students. (3) Except as otherwise provided by the State Education Code, expulsion/suspension from school 1003.7 ⁋ 3 shall be imposed only when other means of correction fails to bring about proper conduct. School staff shall follow the appropriate due process safeguards as set forth in the State Education Code ☒ ☐ ☐ including the rights of students with special needs. School staff shall document the other means of correction used prior to imposing expulsion/ suspension if an expulsion/suspension is ultimately imposed. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 55 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (4) The facility administrator, in conjunction with education staff will develop policies and procedures 1003.4 (g) ☒ that address the rights of any student who has ☐ ☐ continuing difficulty completing a school day. (d) Provisions for Special Populations (1) State and federal laws and regulations shall be 1003.3 ⁋ 2 observed for all individuals with disabilities or 1003.4 (a) suspected disabilities. This includes but is not limited ☒ ☐ ☐ to child find, assessment, continuum of alternative placements, manifestation determination reviews, and implementation of Section 504 Plans and Individualized Education Programs. (2) Youth identified as English Learners (EL) shall be afforded an educational program that addresses their 1003.4 (m) ☒ language needs pursuant to all applicable state and ☐ ☐ federal laws and regulations governing programs for EL students. (e) Educational Screening and Admission (1) Youth shall be interviewed after admittance and a 1003.4 (c)(1) record maintained that documents a youth's ☒ 1003.4 (h) educational history, including but not limited to: ☐ ☐ 1003.4.1 (A) School progress/school history; ☒ 1003.4.1 ☐ ☐ (B) Home Language Survey and the results of the State Test used for English language proficiency; ☒ 509.9.2 ☐ ☐ (C) Needs and services of special populations as defined by the State Education Code, including but ☒ 701.4 (f) ☐ ☐ not limited to, students with special needs. 1003.4 (e) (D) Discipline problems. ☒ ☐ ☐ 1003.7 (2) Youth will be immediately enrolled in school. Educational staff shall conduct an assessment to 1003.4 (c) ☒ determine the youth's general academic functioning ☐ ☐ 1003.4.1 ⁋ 1 levels to enable placement in core curriculum courses. (3) After admission to the facility, a preliminary ☒ education plan shall be developed for each youth ☐ ☐ 1003.4.1 ⁋ 1 within five school days. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 56 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (4) Upon enrollment, education staff shall comply with the State Education Code and request the youth's 1003.4.1 records from his/her prior school(s), including, but not limited to, transcripts, Individual Education Program (IEP), 504 Plan, state language assessment scores, ☒ ☐ ☐ immunization records, exit grades, and partial credits. Upon receipt of the transcripts, the youth's educational plan shall be reviewed with the youth and modified as needed. Youth should be informed of the credits they need to graduate. (f) Educational Reporting (1) The complete facility educational record of the 1003.4 (i) ☒ youth shall be forwarded to the next educational ☐ ☐ placement in accordance with the State Education Code. (2) The County Superintendent of Schools shall provide appropriate credit (full or partial) for course ☒ 1003.4 (i) ☐ ☐ work completed while in juvenile court school in accordance with the State Education Code. (g) Transition and Re-Entry Planning (1) The Superintendent of Schools and the Chief 1003.4 (n) Probation Officer or designee, shall develop policies and procedures to meet the transition needs of youth, ☒ ☐ ☐ including the development of an education transition plan, in accordance with the State Education Code and in alignment with Title 15, Minimum Standards for Juvenile Facilities, Section 1355. (h) Post-Secondary Education Opportunities (1) The school and facility administrator should, 1003.6 whenever possible, collaborate with local post- secondary education providers to facilitate access to educational and vocational opportunities for youth that We noted the VCPAJF Administration made considers the use of technology to implement these the decision to defer summer online college programs. to facilitate their own college readiness program. They found youth were unprepared ☒ to understand the responsibilities for ☐ ☐ independent learning and felt a program to facilitate independent thought, to be responsive to the curriculums, and to be able to seek assistance from educational staff not in the classroom were important for the young population that was not ready for ‘college’ learning. 1371 PROGRAMS, RECREATION, AND EXERCISE. 1002 Programs, Recreation and Exercise 1002.2 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. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 57 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS Juvenile facilities shall provide the opportunity for programs, recreation, and exercise a minimum of three 1002.3 ⁋ 1 hours a day during the week and five hours a day each ☒ Saturday, Sunday or other non-school days, of which ☐ ☐ one hour shall be an outdoor activity, weather permitting. A youth’s participation in programs, recreation, and exercise may be suspended only upon a written finding 1002.3 ⁋ 2 by the administrator/manager or designee that a youth ☒ ☐ ☐ 1002.7 ⁋ 4 represents a threat to the safety and security of the facility. Such program, recreation, and exercise schedule shall be posted in the living units. ☒ 1002.3 ⁋ 3 ☐ ☐ There will be a written annual review of the programs, recreation, and exercise by the responsible agency to 1000.3 (l) ensure content offered is current, consistent, and relevant to the population. A review of Programming at the Juvenile Facility was completed on July 5, 2023, by ☒ ☐ ☐ Chief Deputy Tim Dowler. The review acknowledged program needs for male and female youth, noting they would be age- appropriate and targeted based on identified needs in the Case Plan. (a) Programs. All youth shall be provided with the opportunity for at least one hour of daily programming to 1002.6 include, but not be limited to, trauma focused, cognitive, evidence-based, best practice interventions that are culturally relevant and linguistically appropriate, or pro- Programming includes responses to Victim social interventions and activities designed to reduce Awareness, substance abuse, conflict recidivism. These programs should be based on the resolution, anger management, parenting youth’s individual needs as required by Sections 1355 skills, gender-specific programming, mental and 1356. Such programs may be provided under the ☒ ☐ ☐ health services, positive youth development, direction of the Chief Probation Officer or the County building effective decision-making skills, and Office of Education and can be administered by county other topics that suit the needs of the youth partners such as mental health agencies, community population. based organizations, faith-based organizations or Probation staff. Programs may include but are not limited to: 7741 Ventura JF SYTF Commitment PRO 23-24 Page 58 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (1) Cognitive Behavior Interventions; 1000.2 (2) Management of Stress and Trauma; 1000.3 (3) Anger Management; Available programs include: Healthy (4) Conflict Resolution; Lifestyles - Women of Substance Men of Honor (WOSMOH); Reins of HOPE (equine (5) Juvenile Justice System; therapy); Interactive Journaling; Ventura (6) Trauma-related interventions; County Arts Council (art, guitar, poetry, drumming, and mural painting); Therapy (7) Victim Awareness; Dogs; Dating Matters; First 5 Parenting Program; Brent’s Club; Smart Girls; Boys and (8) Self-Improvement; Girls Club Program*; Podcasting; ADPS (9) Parenting Skills and support; Tablets; STEPS-Y; Word on the Street; City Impact; Forever Found (CSEC youth); (10) Tolerance and Diversity; Passport to Manhood; ARISE; Operation Peace Works; Gender Specific Services; and (11) Healing Informed Approaches; Music N Society. (12) Interventions by Credible Messengers; Ventura County Behavior Health provides the (13) Gender Specific Programming; following: Dialectical Behavior Therapy (DBT); Drug and Alcohol Programs (14) Art, creative writing, or self-expression; ☒ ☐ ☐ (individual and group); Moral Recognition (15) CPR and First Aid training; Therapy (MRT); Seeking Safety; Anger Management and Conflict Resolution; (16) Restorative Justice or Civic Engagement; Individual and Group Therapy; Co-Parent Counseling; and Sex Offender Treatment. (17) Career and leadership opportunities; and, (18) Other topics suitable to the youth population. Educational Programs include: Paxton Patterson (Construction trades program); Providence Scholars Program (online college); College Success; Literacy Tutors; Money Matters; and AutoTech. Re-Entry Services include: First Aid/CPR; Alpha Leadership; Forever Found Case Management; Second Chance Re-entry Services; Reducing Risks for Girls; Harm to Healing Restorative Justice; and Court Appointed Special Advocates. *These programs are not occurring currently due to the facilitators not being available. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 59 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) Recreation. All youth shall be provided the opportunity for at least one hour of daily access to 1002.5 unscheduled activities such as leisure reading, letter writing, and entertainment. Activities shall be supervised and include orientation and may include coaching of ☒ ☐ ☐ Recreation Programs include Library Carts; youth. Organized Games; Special Events; and the Boys and Girls Club Rec Center. (c) Exercise. All youth shall be provided with the opportunity for at least one hour of large muscle activity 1002.4 each day. ☒ ☐ ☐ Exercise other than that facilitated by staff include Futsal, Basketball, Boys and Girls Club Gym, and Special Events. The administrator/manager may suspend, for a period not to exceed 24 hours, access to recreation and 1002.7 ⁋ 3 programs. The administrator/manager shall document ☒ ☐ ☐ the reasons why suspension of recreation and programs occurs. 1372 RELIGIOUS PROGRAM 1007 Religious Programs The facility administrator shall provide access to 1007.3 ⁋ 2 religious services and/or religious counseling at least 1007.3.1 once each week. Attendance shall be voluntary. A youth shall be allowed to participate in an activity outside of their room if he/she elects not to participate in religious ☒ ☐ ☐ programs. The agency has religious providers in each unit one day per week. Youth have the Religious programs shall provide for: opportunity to meet with them or request a contact anytime. (a) opportunity for religious services and practices; ☒ 1007.3.1 ☐ ☐ (b) availability of clergy; and, ☒ 1007.12 ☐ ☐ (c) availability of religious diets. ☒ 1007.5 ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 60 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1373 WORK PROGRAM 1005 Youth Work Program The facility administrator shall develop policies and procedures regarding the fair and consistent assignment of youth to work programs. Work assigned ☒ ☐ ☐ to a youth shall be meaningful, constructive and related to vocational training or increasing a youth's sense of responsibility. Work programs shall not be imposed as a disciplinary measure 1374 VISITING 1008 Youth Visitation The facility administrator shall develop and implement 1008.3.2 written policies and procedures for visiting, that include provisions for special visits. Youth shall be allowed to receive visits by parents, guardians or persons standing in loco parentis, and children of youth. Other family At the time of the inspection, youth are able members, such as grandparents and siblings, and to have 2 visits per week, for an hour each supportive adults, may be allowed to visit with the visit, on Wednesdays and Sundays. Special approval of the facility administrator or designee, and in visits occur on Sunday mornings. ☒ conjunction with the youth’s case plan or in the best ☐ ☐ interest of the youth. In our group interview with SYTF youth, there was a request for allowing more visiting opportunities and for those visits to include an enhanced list of visitors, including girlfriends and family members outside of immediate family allowable for special visits. All visits shall occur at reasonable times, subject only to the limitations necessary to maintain order and security. 1008.6 (f) Visitation shall not be denied solely based on the 1008.6 Last Paragraph visitor’s criminal history. The staff shall determine in 1008.5 Visitation Schedule each case, whether the visitor’s criminal history ☒ ☐ ☐ represents a risk to the safety of youth or staff in the facility. Any denial of visitation or limitation on visitations shall be communicated to the youth, person denied and facility administrator. Opportunity for visitation shall be a minimum of two hours per week. Visits may be supervised, but ☒ 1008.3.2 ⁋ 2 conversations shall not be monitored unless there is a ☐ ☐ security or safety need. Provisions for special visits, in addition to the two-hour minimum and/or outside of the regular visiting hours, 1008.8 shall be accommodated as necessary and within the discretion of the facility administrator or designee. ☒ Family therapy and professional visits shall be ☐ ☐ accommodated outside the provisions of this regulation. Facilities may provide visitation opportunities outside of normal visiting hours to accommodate special visits. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 61 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS The facility may provide access to technology as an alternative, but not as a replacement, to in-person ☒ 1008.3.2 ⁋ 3 ☐ ☐ visiting. 1375 CORRESPONDENCE 1001 Correspondence The facility administrator shall develop and implement ☒ ☐ ☐ written policies and procedures for correspondence which provide that: (a) there is no limitation on the volume of mail that youth may send or receive; ☒ 1001.3 ⁋ 1 ☐ ☐ (b) youth may send two letters per week postage free; 1001.8 (a) ☒ ☐ ☐ Youth are able to send seven letters each week, postage-free. (c) youth may correspond confidentially with state and federal courts, any member of the State Bar or holder of 1001.4 ⁋ 1 public office, and the Board; however, authorized facility ☒ ☐ ☐ staff may open and inspect such mail only to search for contraband and in the presence of the youth; and, (d) incoming and outgoing mail, other than that described in (c), may be read by staff only when there is ☒ 1001.6 ⁋ 2 reasonable cause to believe facility safety and security, ☐ ☐ 1001.6.1 public safety, or youth safety is jeopardized. 1376 TELEPHONE ACCESS 1006.2 Youth Telephone Policy The administrator of each juvenile facility shall develop and implement written policies and procedures to ☒ ☐ ☐ provide youth with access to telephone communications. 1377 ACCESS TO LEGAL SERVICES 602 Youth Access to Courts and Counsel The facility administrator shall develop written procedures to ensure the right of youth to have access ☒ ☐ ☐ to the courts and legal services. Such access shall include: (a) access, upon request by the youth, to licensed attorneys and their authorized representatives; ☒ 602.3 (a) ☐ ☐ (b) provision for confidential consultation with attorneys; and, ☒ 602.3 (b) ☐ ☐ (c) unlimited postage free, legal correspondence and cost-free telephone access as appropriate. ☒ 602.3 (c) ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 62 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1390 DISCIPLINE 600 Youth Discipline The facility administrator shall develop and implement 600.3.1 Rules and Sanctions written policies and procedures for the discipline of 600.6 Bullet 14 youth that shall promote acceptable behavior; including 1009.3 Behavior Modification Plan the use of positive behavior interventions and supports. ☒ ☐ ☐ Discipline shall be imposed at the least restrictive level which promotes the desired behavior and shall not include corporal punishment, group punishment, physical or psychological degradation. Deprivation of the following is not permitted: (a) bed and bedding; ☒ 600.6 Bullet 13 and 14 ☐ ☐ (b) daily shower, access to drinking fountain, toilet and ☒ 600.6 Bullet 7 personal hygiene items, and clean clothing; ☐ ☐ (c) full nutrition; ☒ 600.6 Bullet 4 ☐ ☐ (d) contact with parent or attorney; ☒ 600.6 Bullet 16 and 19 ☐ ☐ (e) exercise; ☒ 600.6 Bullet 11 ☐ ☐ (f) medical services and counseling; ☒ 600.6 Bullet 15 and 20 ☐ ☐ (g) religious services; ☒ 600.6 Bullet 20 ☐ ☐ (h) clean and sanitary living conditions; ☒ 600.6 Bullet 14 ☐ ☐ (i) the right to send and receive mail; ☒ 600.6 Bullet 18 ☐ ☐ (j) education; and, ☒ 600.6 Bullet 20 ☐ ☐ (k) rehabilitative programming. ☒ 600.6 Bullet 20 ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 63 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS The facility administrator shall establish rules of conduct and disciplinary penalties to guide the conduct of youth. 600.4 Minor Rules Such rules and penalties shall include both major 600.5 Major Rules violations and minor violations, be stated simply and 600.7 Sanctions ☒ affirmatively, and be made available to all youth. ☐ ☐ 1009 Behavior Management Program Provision shall be made to provide accessible information to youth with disabilities, limited English proficiency, or limited literacy. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 64 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1391 DISCIPLINE PROCESS 600.3 Discipline Process The facility administrator shall develop and implement written policies and procedures for the administration of The agency uses two separate forms for discipline which shall include, but not be limited to: Disciplinary Due Process. First, the Notice of Discipline includes a summary of the incident and proposed sanction. The second form is the Hearing Form, currently used for every due process incident. The form allows the youth to write their version of the incident and to list any witnesses. There is also an area to list the staff who assisted with the form or a box to check if no one was requested to help the youth. Prior to the discipline hearing, the assigned Hearing Officer reviews video of the incident and all reports. Once a finding is made, the youth is notified and is offered an opportunity to appeal. Appeal forms are available in every living unit. We provided technical assistance to include the opportunity to allow the youth to either ☒ ☐ ☐ request a hearing or indicate they do not want a hearing if they agree to the Notice and Proposed Sanction. If the minor agrees and does not want a hearing, then the process is complete. They would then have the youth sign the form acknowledging no further action is requested. If the youth wants the hearing, then the existing process is fine. Our guidance is to simplify and shorten the operational responsibilities of staff. We reviewed 22 of the 133 Due Process incidents for 2021, including the Incident Report and subsequent documentation. The form prompts staff to follow the process and the documentation was clear. Of the incidents reviewed, 9 filed an appeal to the facility manager. The process for each incident started the same day as initiated and was resolved that day. We found the policy and process exceeds regulation. (a) designation of personnel authorized to impose discipline for violation of rules; ☒ 600.3 (a) ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 65 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (b) prohibiting discipline to be delegated to any youth; ☒ 600.6 Bullet 1 ☐ ☐ (c) definition of major and minor rule violations and their consequences, and due process requirements; 600.4 ☒ ☐ ☐ 600.5 (d) trauma-informed approaches and positive behavior interventions; ☒ 600.3.1 ⁋ 2 ☐ ☐ (e) minor rule violations may be handled informally by counseling, advising the youth of expected conduct 600.4 Minor Rules imposing a minor consequence. Discipline shall be ☒ 600.8 Documentation ☐ ☐ accompanied by written documentation and a policy of review and appeal to a supervisor; and, (f) major rule violations and the discipline process shall be documented and require the following: ☒ 600.5 ☐ ☐ (1) written notice of violation prior to a hearing; ☒ 600.5.3 ☐ ☐ (2) accommodations provided to youth with disabilities, limited literacy, and English language ☒ 600.5.7 ☐ ☐ learners; (3) hearing by a person who is not a party to the ☒ 600.5.4 ⁋ 2 incident; ☐ ☐ (4) opportunity for the youth to be heard, present ☒ 600.5.5 evidence and testimony; ☐ ☐ (5) provision for youth to be assisted by staff in the ☒ 600.5.3 hearing process; ☐ ☐ (6) provision for administrative review. ☒ 600.5.10 ☐ ☐ (g) violations that result in a removal from camp or commitment program, but not a return to court, will 600.7.1 ☒ follow the due process provisions in subsection (e) ☐ ☐ above. 7741 Ventura JF SYTF Commitment PRO 23-24 Page 66 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 1410 MANAGEMENT OF COMMUNICABLE DISEASES. VCPA: Policy 705 Communicable Disease The health administrator/responsible physician, in Policy, Youth cooperation with the facility administrator and the local health officer, shall develop written policies and ☒ ☐ ☐ Policy 705.3 Procedure procedures to address the identification, treatment, Policy 1203 Communicable Disease Policy, control and follow-up management of communicable Members (Staff) diseases. The policies and procedures shall address, but not be limited to: VCPA: Policy 705.3 (c) Procedure Coronavirus (COVID-19) PRE-BOOKING (a) Intake health screening procedures; ☒ ☐ ☐ PROCEDURES Intake and Medical Isolation Procedures (b) Identification of relevant symptoms; ☒ ☐ ☐ Intake and Medical Isolation Procedures Coronavirus (COVID-19) PRE-BOOKING (c) Referral for medical evaluation; ☒ ☐ ☐ PROCEDURES VCPA Policy 705.3 (d) Compliance with all relevant laws and regulations related to communicable diseases. VCPA Policy 705.4.3 Medical Consultation, (d) Treatment responsibilities during detention; ☒ ☐ ☐ Evaluation and Treatment VCPA: Youth Face Mask Protocol and Expectations (e) Coordination with public and private community- ☒ VCPA Policy 705.3 (d)(2) based resources for follow-up treatment; ☐ ☐ VCPA Policy 705.4.2 Supervisor Response (f) Applicable reporting requirements; and, ☒ ☐ ☐ and Reporting Requirements 7741 Ventura JF SYTF Commitment PRO 23-24 Page 67 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS VCPA Policy 703 (d)(3) Developing (g) Strategies for handling disease outbreaks. ☒ strategies for handling communicable ☐ ☐ disease outbreaks. The policies and procedures shall be updated as necessary to reflect communicable disease priorities The agency coordinates policies with local identified by the local health officer and currently Public Health and CDC directives in recommended public health interventions. ☒ ☐ ☐ response to the Coronavirus Pandemic. These policies were updated in 2020. 1433 REQUESTS FOR HEALTH CARE SERVICES (EXCERPT) 702.3 Youth Access to Health Care The health administrator, in cooperation with the facility administrator, shall develop policy and procedures to ☒ ☐ ☐ 702.3 (b) and (c) Unimpeded Access to establish a daily routine for youth to convey requests for Health Care Services emergency and non-emergency medical, dental and behavioral/mental health care services. 1480 STANDARD FACILTY CLOTHING ISSUE The youth’s personal clothing, undergarments and 802.6 Clothing Issue footwear may be substituted for the institutional clothing ☒ and footwear specified in this regulation. The facility has ☐ ☐ 363.1 Clothing Exchange the primary responsibility to provide clothing and footwear. Clothing provisions shall ensure that: (a) Clothing is clean, reasonably fitted, durable, easily laundered, in good repair, and free of holes and tears. ☒ 802.6 Paragraph 1 ☐ ☐ (b) The standard issue of climatically suitable clothing for youth shall consist of but not be limited to: ☒ ☐ ☐ (1) Socks and serviceable footwear; ☒ 802.6 Paragraph 2 Bullet 1 and 4 ☐ ☐ (2) Outer garments; ☒ 802.6 Paragraph 2 Bullet 2 ☐ ☐ (3) New non-disposable underwear which shall remain with the youth throughout their stay, and; ☒ 802.6 Paragraph 2 Bullet 3 and 5 ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 68 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (4) Undergarments, that are freshly laundered and free of stains, including tee shirts and bras. ☒ 802.6 Paragraph 2 Bullet 3 ☐ ☐ (c) Clothing is laundered at the temperature required by local ordinances for the commercial laundries and dried ☒ 802.7 completely in a mechanical dryer or other laundry ☐ ☐ method approved by the local health officer. (d) Suitable clothing is issued to pregnant youth. ☒ 802.6 Paragraph 2 Bullet 6 ☐ ☐ 1482 CLOTHING EXCHANGE The facility administrator shall develop and implement 802.6 Paragraph 1, 4, 5, and 6 written policies and site-specific procedures for the cleaning and scheduled exchange of clothing. Unless work, climatic conditions, or illness necessitates more ☒ ☐ ☐ frequent exchange, outer garments, except for footwear, shall be exchanged at least once each week. Tee shirts, bras, and underwear shall be exchanged daily; youth shall receive their own underwear back at exchange. 1484 CONTROL OF VERMIN IN YOUTH’S PERSONAL CLOTHING Procedure 321 There shall be written policies and site-specific procedures developed and implemented by the facility FPO.07.B, 1 administrator to control the contamination and/or spread ☒ ☐ ☐ of vermin and ecto-parasites in all youth’s personal clothing. Infested clothing shall be cleaned or stored in a closed container so as to eradicate or stop the spread of the vermin. 1485 ISSUE OF PERSONAL CARE ITEMS There shall be written policies and site-specific 802.8 Personal Hygiene of Youth procedures developed and implemented by the facility administrator for the availability of personal hygiene ☒ Procedure 362 Personal Hygiene ☐ ☐ items. Each female youth shall be provided with sanitary FPO.09.E, 1 napkins, panty liners and tampons as requested. Each youth to be held over 24 hours shall be provided with the following personal care items; (a) Toothbrush; ☒ 802.8 Paragraph 2 Bullet 4 ☐ ☐ Procedure 362.1 (f) 7741 Ventura JF SYTF Commitment PRO 23-24 Page 69 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS 802.8 Paragraph 2 Bullet 3 (b) Toothpaste; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 1 (c) Soap; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 2 (d) Comb; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 5 (e) Shaving implements; ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 8 (f) Deodorant; ☒ ☐ ☐ Procedure 362.1 (f) (g) Lotion; ☒ 802.8 Paragraph 2 Bullet 9 ☐ ☐ 802.8 Paragraph 2 Bullet 10 (h) Shampoo; and, ☒ ☐ ☐ Procedure 362.1 (f) 802.8 Paragraph 2 Bullet 11 (i) Post-shower conditioning hair products. ☒ ☐ ☐ Procedure 362.1 (f) 7741 Ventura JF SYTF Commitment PRO 23-24 Page 70 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS Youth shall not be required to share any personal care items listed in items (a) through (d). Liquid soap provided through a common dispenser is permitted. Youth shall not share disposable razors. Double edged 802.8 Paragraph 4 safety razors, electric razors, and other shaving ☒ instruments capable of breaking the skin, when shared ☐ ☐ 604.4 Shaving among youth, shall be disinfected between individual uses by the method prescribed by the State Board of Barbering and Cosmetology in Sections 979 and 980, Chapter 9, Title 16, California Code of Regulations. 1486 PERSONAL HYGIENE There shall be written policies and site specific Procedure 362.1 (a) and (i) procedures developed and implemented by the facility administrator for showering/bathing and brushing of ☒ ☐ ☐ teeth. Youth shall be permitted to shower/bathe up on assignment to a housing unit and on a daily basis thereafter and given an opportunity to brush their teeth after each meal. 1487 SHAVING Youth shall have access to a razor daily, unless their 604.4 Shaving appearance must be maintained for reasons of identification in Court. All youth shall have equal ☒ ☐ ☐ opportunity to shave face and body hair. The facility administrator may suspend this requirement in relation to youth who are considered to be a danger to themselves or others. 1488 HAIR CARE SERVICES (EXCERPT) Hair care services shall be available in all juvenile 604.3 Haircuts facilities. Youth shall receive hair care services monthly. ☒ ☐ ☐ Equipment shall be cleaned and disinfected after each haircut or procedure, by a method approved by the State Board of Barbering and Cosmetology. 1500 STANDARD BEDDING AND LINEN ISSUE Clean laundered, suitable bedding and linens, in good 802.5 Bedding Issue repair, shall be provided for each youth entering a living ☒ ☐ ☐ area who is expected to remain overnight, shall include, but not be limited to: (a) One mattress or mattress-pillow combination which meets the requirements of Section 1502 of these ☒ 802.5 (b) regulations; ☐ ☐ (b) One pillow and a pillow case unless provided for in (a) above; ☒ 802.5 (e) ☐ ☐ 7741 Ventura JF SYTF Commitment PRO 23-24 Page 71 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot TITLE 15 SECTION YES NO N/A P/P REFERENCE – COMMENTS (c) One mattress cover and a sheet or two sheets; ☒ 802.5 (c) ☐ ☐ (d) One towel; and, ☒ 802.5 (d) ☐ ☐ (e) One blanket or more, up on request ☒ 802.5 (a) ☐ ☐ 1501 BEDDING LINEN EXCHANGE The facility administrator shall develop and implement 802.5 Paragraph 2 site specific written policies and procedures for the scheduled exchange of laundered bedding and linen ☒ ☐ ☐ issued to each youth housed. Washable items such as sheets, mattress covers, pillow cases and towels shall be exchanged for clean replacement at least once each week. The covering blanket shall be cleaned or laundered once a month. ☒ 802.5 (a)2 ☐ ☐ 1510 FACILITY SANITATION, SAFETY AND MAINTENANCE 800 Housekeeping and Maintenance The facility administrator shall develop and implement written policies and site-specific procedures for the Procedure 317 maintenance of an acceptable level of cleanliness, FPO.06.M, 1 Facility Sanitation, Safety and repair and safety throughout the facility. The plan shall Maintenance provide for a regular schedule of housekeeping tasks, ☒ ☐ ☐ equipment, including restraint devices, and physical plant maintenance and inspections to identify and correct unsanitary or unsafe conditions or work practices in a timely manner. The use of chemicals shall be done in accordance to the product label and Safety Data Sheet which may include the use of Personal Protection Equipment (PPE). 7741 Ventura JF SYTF Commitment PRO 23-24 Page 72 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot REVIEW OF NON REGULATORY REQUIREMENTS GRANT FUNDING OR CODE REFERENCE YES NO N/A P/P REFERENCE - COMMENTS JUVENILE PROBATION AND CAMPS FUNDING (JPCF) (Camps Only) The programs/services identified on the JPCF Camp Eligibility Form are being provided at the facility. ☐ ☐ ☒ (Refer to the JPCF Camp Eligibility Form) 208.5 WIC CONTACT BETWEEN PERSONS UNDER THE JUVENILE COURT AGES 19- 20 AND MINORS IN THE FACILITY The facility houses Juvenile Court Wards 19 years of age and older. ☒ ☐ ☐ The facility has been approved to hold persons under the juvenile court who are ages 19 through 21. ☒ ☐ ☐ The facility continues to comply with the requirements of 208.5 WIC (programming, capacity and security of ☒ ☐ ☐ the facility) as outlined in the county’s application. JUVENILE JUSTICE DELINQUENCY PREVENTION ACT MONITORING (JJDPA) WIC 206 SEPARATE FACILITIES FOR WIC 300 MINORS ☐ ☐ Dependent or neglected minors who are defined under Viola ☒ Section 300 of the Welfare and Institutions Code (WIC) tion are held only in non-secure, separate and segregated facilities. DETENTION OF STATUS OFFENDERS (WIC 601) AND FEDERAL MINORS ☐ ☒ ☐ Status Offenders (WIC 601) are held in the facility. Status Offenders (WIC 601) are kept separate from ☐ Juvenile Delinquents (WIC 602)? (WIC 207[d]). ☐ ☒ Viola tion Federal Minors (ICE Holds or ORR Contract) are held in the facility. ☐ ☒ ☐ If yes to the above, the Monthly Report on the Detention of Status Offenders/Federal Minors is ☐ ☐ ☒ submitted to the BSCC. WIC 208 SEPARATION OF MINORS AND ADULT INMATES (JJDPA 42 USC 5633, Sec 223, State Plans (a)[12]) Are adult inmates held in the facility? (When a person ☐ ☒ ☐ in detention is proceeding through the adult court, AND that person is 18 years of age or older that person is an adult inmate.) 7741 Ventura JF SYTF Commitment PRO 23-24 Page 73 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot If adult inmates are held, they are appropriately ☐ ☒ separated from minors. ☐ Viola tion Adult inmates from an adult facility (e.g. inmate ☐ workers or “Scared Straight” programs) are not ☐ ☒ allowed in the facility in a manner that allows contact Viola with minors. tion 7741 Ventura JF SYTF Commitment PRO 23-24 Page 74 of 74 A453 JUV PRO eff. 1/2019 (23-24).dot JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS AND CAMPS PHYSICAL PLANT EVALUATION Board of State and Community Corrections APPLICABLE TITLE 24 REGULATIONS: 4/98; 2001; 2003; 2009; 2014; 2018 BSCC Code: 7727 7728 7740 7741 FACILITY NAME: Ventura County Detention Facility (7727); Ventura County FACILITY TYPE: JH/Camp/SYTF Commitment Facility (7728); Ventura County SYTF Detention (7740); Ventura County SYTF Commitment (7741) 4/98: 2001: 2003: 2009: 2014: 2018: APPLICABLE REGULATIONS (Check All That XXX Apply): FIELD REPRESENTATIVE: Elizabeth Gong DATE: July 10, 2023 – July 13, 2023 TITLE 24 SECTION YES NO N/A COMMENTS 1230.1.1 Reception/intake admission. In each juvenile hall, space used for the reception of youth pending admission to juvenile hall shall have the following space and equipment: 1. Weapons lockers as specified in Section 1230.2.9; There are four weapons locker areas in the facilities: two at the staff entrance, one at the ☒ ☐ ☐ Court entrance, and one at the Public entrance. 2. A secure room for the confinement of youth pending admission to juvenile hall as specified in Section 1230.1.2; In each juvenile hall, camp and ranch, space used ☒ ☐ ☐ for the reception of youth pending admission to these facilities shall have the following space and equipment: 3. Access to a shower; ☒ ☐ ☐ 4. A secure vault or storage space for youth, valuables; The facilities have a small safe in the staff ☒ ☐ ☐ station and a larger safe in property storage. 5. Telephone accessible to youth; and ☒ ☐ ☐ 6. Access to hot and cold running water for staff use. ☒ ☐ ☐ 1230.1.2 Locked holding room. ☒ All Holding Rooms are wet rooms. ☐ ☐ A locked holding room shall: 1. Contain a minimum of 15 square feet of floor area ☒ per youth; ☐ ☐ 2. Provide no less than 45 square feet of floor space ☒ and have a clear ceiling height of 8 feet or more; ☐ ☐ 3. Contain seating to accommodate all youth as ☒ specified in Section 1230.2.8; ☐ ☐ 4. Be equipped with a toilet, wash basin, mirror and drinking fountain unless as specified in Section 1230.2, unless a procedure is in effect to give the ☒ ☐ ☐ youth access to a toilet, wash basin and drinking fountain; 7727+ Ventura County Probation PHY 23-24 - 1 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS 5. Maximize visual supervision of youth by staff; and ☒ ☐ ☐ 6. Have an outward swinging or lateral sliding door. ☒ ☐ ☐ 1230.1.3 Natural light. Outer-facing exterior windows where youth’s privacy is not at risk shall be provided in locked sleeping rooms, single occupancy sleeping rooms, double occupancy ☒ sleeping rooms, dormitories and dayrooms. Natural ☐ ☐ light may be provided by, but is not limited to, skylights or windows in dayrooms, windows in adjacent exterior exercise areas, and in sleeping rooms and/or dormitories. 1230.1.4 Corridors ☒ Corridors in living areas shall be at least eight feet ☐ ☐ wide. 1230.1.5 Living unit. A living unit shall be a self-contained unit containing locked sleeping rooms, single and double occupancy ☒ ☐ ☐ sleeping rooms, or dormitories, dayroom space, toilet, wash basins, drinking fountains and showers commensurate to the number of youth housed. A living unit shall not be divided in a way that hinders direct access, supervision, immediate intervention or ☒ other action if needed. In juvenile halls, the number of ☐ ☐ youth housed in a living unit shall not exceed 30. 1230.1.6 Locked sleeping rooms. Locked sleeping rooms shall be equipped with an ☒ ☐ ☐ individual or combination toilet, wash basin, mirror and drinking fountain. Doors to locked sleeping rooms shall swing outward or ☒ slide laterally. ☐ ☐ 1230.1.7 Single occupancy sleeping rooms. Single occupancy sleeping rooms shall provide the ☒ ☐ ☐ following: 1. A minimum of 70 square feet of floor area; 2. A minimum ceiling height of eight feet; and, ☒ ☐ ☐ 3. The door into this room shall swing outward or slide laterally and be provided with a view panel, a ☒ minimum of 144 square inches, constructed of security ☐ ☐ glazing. 4. Contain a bed as specified in 1230.2.5. ☒ ☐ ☐ 1230.1.8 Double occupancy sleeping rooms. Double occupancy sleeping rooms shall provide the ☒ ☐ ☐ following: 1. A minimum of 100 square feet of floor area; 2. A minimum clear ceiling height of 8 feet and a ☒ minimum width of 7 feet; and, ☐ ☐ 7727+ Ventura County Probation PHY 23-24 - 2 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS 3. The door into this room shall swing outward or slide laterally and be provided with a view panel, a ☒ minimum of 144 square inches, constructed of security ☐ ☐ glazing. 4. Contain a bed as specified in 1230.2.5. ☒ ☐ ☐ 1230.1.9 Dormitories The agency has dorms in the Commitment Dormitories shall provide the following: housing buildings; however, they have not 1. A minimum of 50 square feet of floor area per ☐ ☒ been occupied since 2019. The buildings: Ana youth with the minimum size of a dormitory being ☐ Capa, Santa Rosa, and Santa Cruz, are being 200 square feet of floor area and a minimum 8- used for alternative purposes due to low foot clear ceiling height; population and staffing. 2. Designed for no fewer than four youth; ☐ ☒ ☐ 3. Dormitories in juvenile halls shall be designed for ☐ ☒ no more than 30 youth; ☐ 4. Camps shall conform to Items 1 and 2. ☐ ☒ ☐ 1230.1.10 Dayrooms Dayrooms shall contain 35 square feet of floor area per ☒ youth, contain tables and seating to accommodate the ☐ ☐ maximum numbers of youth allowed access at a given time. Access must be provided to toilets, wash basins, drinking fountains and showers as specified in Section ☒ ☐ ☐ 1230.2. 1230.1.11 Physical activity and recreation areas. Each unit has a paved outside space as well Indoor/outdoor physical activity and recreation areas as a multipurpose indoor area. shall be designed as follows: 1. Minimum indoor outdoor recreation space for ☒ facility capacity: 40 or less is 9,000 square feet; ☐ ☐ 41-274 is 225 square feet per youth up to 61,650 square feet; 275 or more is 61,650 square feet, plus 145 square feet for each youth beyond 274 [up to a maximum of 87,120 square feet] 1.1 At least one quarter of the dedicated indoor/outdoor space shall be a paved or like ☒ ☐ ☐ surface. 1.2 The required recreation area shall contain no single dimension less than 40 feet. Each unit has small outdoor recreation areas ☒ that are not included in the total recreation ☐ ☐ area requirements due to size limits. 2. A portion of the dedicated space for physical activity and recreation shall be out-of-doors and be sufficient size and equipped in such a manner to allow ☒ compliance with Title 15, Section 1371, which requires ☐ ☐ at least one hour per day of outdoor activity for each detained youth. 3. Lighting of outdoor recreation areas shall be provided to allow for evening activities and to provide ☒ ☐ ☐ security. 4. Access must be provided to a toilet, wash basin ☒ and drinking fountain as specified in Section 1230.2. ☐ ☐ 7727+ Ventura County Probation PHY 23-24 - 3 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS 1230.1.12 Academic classrooms. ☒ There shall be a dedicated classroom space for every ☐ ☐ juvenile in every facility. The primary purpose for the academic classroom shall ☒ be for education. ☐ ☐ Each academic classroom shall contain a minimum of 160 square feet of floor space for the teacher’s desk ☒ and work area and a minimum of 28 square feet of ☐ ☐ floor space per minor. A communication system shall be provided in each classroom to allow for immediate response to ☒ ☐ ☐ emergencies. The classroom shall be designed for a maximum of 20 ☒ minors. ☐ ☐ There shall be space available in every juvenile facility that may be used for specialized, one-on-one or small ☒ ☐ ☐ group educational purposes. 1230.1.13 Safety room. A safety room shall: ☒ ☐ ☐ 1. Contain a minimum of 48 square feet of floor area and a minimum clear ceiling height of 8 feet; 2. Be limited to one youth; ☒ ☐ ☐ 3. Be padded as specified in Section 1230.2.7; ☒ ☐ ☐ 4. Provide one or more vertical view panels constructed of security glazing. These view panels shall be no more than 4 inches wide nor less than 24 ☒ ☐ ☐ inches long, which shall provide a view of the entire room; 5. Provide an audio monitoring system as specified ☒ in Section 1230.1.22; ☐ ☐ 6. Contain a flushing ring toilet, capable of accepting solid waste, mounted flush with the floor, the controls ☒ ☐ ☐ for which must be located outside of the room; 7. Be equipped with a variable intensity, security- type lighting fixture with controls located outside the ☒ ☐ ☐ room; 8. Any wall or ceiling-mounted devices must be designed to prohibit access to the youth occupant; ☒ ☐ ☐ and, 9. Provide a food pass with lockable shutter, no more than 4 inches high, and located between 26 inches ☒ and 32 inches as measured from the bottom of the ☐ ☐ food pass to the floor. 1230.1.14 Medical examination room. The facilities’ medical area is large and There must be a minimum of one suitably equipped exceeds minimum standard as there are two ☒ medical examination room in every juvenile facility. ☐ ☐ rooms for medical exams/procedures and one room for dental services. 7727+ Ventura County Probation PHY 23-24 - 4 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS Medical examination rooms shall provide the following: 1. Space for carrying out routine medical ☒ ☐ ☐ examinations and emergency care and used for no other purpose; 2. Privacy for youth; ☒ ☐ ☐ 3. Lockable storage space for medical supplies; ☒ ☐ ☐ 4. Not less than 144 square feet of floor space with no single dimension less than 7 feet; ☒ The total floor space is 155 sq. feet. ☐ ☐ 5. Hot and cold running water; ☒ ☐ ☐ 6. Smooth, nonporous, washable surface; ☒ ☐ ☐ 7. A medical exam table; and, ☒ ☐ ☐ 8. Adequate lighting. ☒ ☐ ☐ 1230.1.15 Pharmaceutical storage. Provide lockable storage space for medical supplies ☒ ☐ ☐ and pharmaceutical preparations as specified by Title 15, Section 1438. 1230.1.16 Dining areas. There are permanent tables in each dayroom Dining areas in juvenile facilities shall contain a ☒ space for consuming meals. ☐ ☐ minimum of 15 square feet of floor space and sufficient tables and seating for each person being fed. Persons being fed include youth, staff and visitors. ☒ ☐ ☐ Dining areas shall not contain toilets or showers in the ☒ same room without appropriate visual barrier. ☐ ☐ 1230.1.17 Visiting space. Space shall be provided in all juvenile facilities for in- ☒ ☐ ☐ person visiting which shall be unobstructed by barriers such as, but not limited to, security glazing for mesh. 1230.1.18 Institutional storage. One or more storage rooms shall be provided to ☒ ☐ ☐ accommodate a minimum of 80 cubic feet of storage space per minor. Items to be stored shall be institutional clothing, ☒ bedding, supplies and activity equipment. ☐ ☐ 1230.1.19 Personal storage. Each youth in a juvenile facility shall be provided with ☒ ☐ ☐ a minimum of 9 cubic feet of secure storage space for personal clothing and belongings. 1230.1.20 Safety equipment storage. In all juvenile facilities, a secure area shall be provided ☒ for the storage of safety equipment, such as fire ☐ ☐ extinguishers, self-contained breathing apparatus, wire and bar cutters, emergency lights, etc. 7727+ Ventura County Probation PHY 23-24 - 5 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS 1230.1.21 Janitorial closet. In all juvenile facilities, at least one securely lockable ☒ janitorial closet, containing a mop sink and sufficient ☐ ☐ area for the storage of cleaning implements, must be provided within a security area of the facility. 1230.1.22 Audio monitoring system. In safety rooms, locked holding rooms, locked sleeping rooms, single and double occupancy rooms ☒ ☐ ☐ and dormitories, there must be an audio monitoring system capable of actuation by the minor that alerts personnel. 1230.1.23 Emergency power. The facilities have an Emergency power There shall be a source of emergency power in all backup generator powered by gasoline which juvenile facilities capable of providing minimal lighting ☒ can provide power up to three days and be in all living units, activities areas, corridors, stairs and ☐ ☐ refilled as necessary. central control points, and to maintain fire and life safety, security, communications and alarm systems (Title 24, Part 2, Chapter 27). Such an emergency power source shall conform to the requirements specified in Title, 24, Part 3, Article 700, ☒ California Electrical Code, California Code of ☐ ☐ Regulations. 1230.1.24 Confidential interview room. ☒ Confidential interview rooms shall contain a minimum ☐ ☐ of 60 square feet of floor area. In juvenile halls there shall be a minimum of one ☒ suitably furnished interview room for each 30 youth. ☐ ☐ In camps there shall be a minimum of one suitably ☒ furnished interview room for each facility. ☐ ☐ This interview room shall provide for confidential ☒ consultations with youth. ☐ ☐ 1230.1.25 Special-purpose juvenile halls. Special-purpose juvenile halls shall conform to all ☐ ☒ ☐ minimum standards for juvenile facilities contained in this section with the following exceptions: 1. Physical activity and recreation areas as specified ☐ ☒ in Section 1230.1.11; ☐ 2. Academic classrooms as specified in Section ☐ ☒ 1230.1.12; ☐ 3. Medical examination room as specified in Section ☐ ☒ 1230.1.14; and, ☐ 4. Dining areas as specified in Section 1230.1.16. ☐ ☒ ☐ 1230.1.26 Court holding room for youth. A court holding room shall: ☒ ☐ ☐ 1. Contain a minimum of 10 square feet of floor area per youth; 2. Be limited to no more than 16 youth; ☒ ☐ ☐ 3. Provide no less than 40 square feet of floor area ☒ and have a ceiling height of 8 feet or more; ☐ ☐ 7727+ Ventura County Probation PHY 23-24 - 6 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS 4. Contain seating to accommodate all youth as ☒ specified in Section 1230.2.8; ☐ ☐ 5. Contain a toilet, wash basin and drinking fountain ☒ as specified in Section 1230.2; ☐ ☐ 6. Maximize visual supervision of youth by staff; and, Probation staff provide supervision of youth in ☒ the basement of the Court Building adjacent to ☐ ☐ the facility. 7. A mirror of material appropriate to the level of security shall be provided as specified in Section ☒ ☐ ☐ 1230.2.11. 1230.1.27 Programs and activity areas. All juvenile facilities shall include adequate space for ☒ ☐ ☐ specific programs in addition to recreation and exercise areas. 1230.2.1 Toilets/urinals. All toilet areas shall provide privacy for the youth and ☒ ☐ ☐ help reduce the risk of voyeurism without mitigating staff’s ability to supervise. Toilets must be available in a ratio to youth as follows: ☒ 1. Juvenile halls 1:6; ☐ ☐ 2. Camps 1:10; and ☒ ☐ ☐ 3. Locked holding rooms 1:8: ☒ ☐ ☐ One toilet and one urinal may be substituted for every ☒ 15 males. ☐ ☐ 1230.2.2 Wash basins. In living units, wash basins must be available in a ratio ☒ ☐ ☐ to youth as follows: 1. Juvenile halls 1:6; 2. Camps 1:10; and ☒ ☐ ☐ 3. Locked holding rooms 1:8: ☒ ☐ ☐ Wash basis must be provided with hot and cold or ☒ tempered water. ☐ ☐ 1230.2.3 Drinking fountains. In living areas and indoor and outdoor recreation ☒ ☐ ☐ areas, drinking fountains must be accessible to youth and to staff. 1. The drinking fountain bubbler shall be on an angle which prevents waste water from flowing over the ☒ ☐ ☐ drinking bubbler; and, 2. The water flow shall be actuated by a mechanical ☒ means. ☐ ☐ 1230.2.4 Showers. Shower areas shall provide privacy for the youth and ☒ ☐ ☐ help reduce the risk of voyeurism without mitigating staff’s ability to supervise. 7727+ Ventura County Probation PHY 23-24 - 7 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS Showers shall be available to all youth on a ratio of at least one shower or bathtub to every six youth. ☒ ☐ ☐ Showers shall be provided with tempered water. 1230.2.5 Beds. ☒ Beds shall be at least 30 inches wide and 76 inches ☐ ☐ long and be of the solid bottom type. Beds shall be at least 12 inches off the floor and ☒ spaced no less than 36 inches apart ☐ ☐ Bunk beds must have no less than 33 inches vertically ☒ between the solid bottoms. ☐ ☐ In secure facilities, the bunks shall be securely ☒ anchored and flushed against the floor and/or wall. ☐ ☐ 1230.2.6 Lighting. Lighting in locked sleeping rooms, single occupancy ☒ rooms, double occupancy rooms, dormitories, day ☐ ☐ rooms and activity areas shall provide not less than 20 foot candles of illumination at desk level. Night lighting is required in these areas to provide for good visibility for supervision and be conducive to ☒ ☐ ☐ sleep. 1230.2.7 Padding. Padding in safety rooms, padding shall cover the ☒ ☐ ☐ entire floor, door, walls and everything on walls to a clear height of eight feet. Benches or platforms are not to be placed on the floor ☒ of this room. ☐ ☐ All padded rooms must be equipped with a tamper resistant fire sprinkler as approved by the State Fire ☒ ☐ ☐ Marshal. All padding must be: ☒ 1. Approved for use by the State Fire Marshal; ☐ ☐ 2. Nonporous to facilitate cleaning; ☒ ☐ ☐ 3. At least 112 inch thick; ☒ ☐ ☐ 4. Of a unitary or laminated construction to prevent its destruction by teeth, hand tearing or small metal ☒ ☐ ☐ objects; 5. Firmly bonded to all padded surfaces to prevent ☒ tearing or ripping; and, ☐ ☐ 6. Without any exposed seams susceptible to tearing ☒ or ripping. ☐ ☐ 1230.2.8 Seating. ☒ ☐ ☐ Seating shall be designed for the level of security. When bench seating is used, 18 inches of bench is ☒ seating for one person. ☐ ☐ 1230.2.9 Weapons lockers. There are four weapons locker areas in the Weapons lockers are required in all secure juvenile ☒ facilities: two at the staff entrance, one at the facilities and shall be located outside the secure area ☐ ☐ Court entrance, and one at the Public of the facility. entrance. 7727+ Ventura County Probation PHY 23-24 - 8 - J456 PHY 98 01 03 09 14 18 dot TITLE 24 SECTION YES NO N/A COMMENTS Weapons lockers shall be equipped with individual ☒ compartments, each with an individual locking device. ☐ ☐ 1230.2.10 Security glazing. Security glazing shall comply with the minimum requirements of one of the following test standards: American Society for Testing and Materials, ASTM F ☒ ☐ ☐ 1233-98, Class III glass, or; California Department of Corrections, CDC 860-94d, Class C glass or; H.P. White Laboratory, Inc., HPW-TP-0500.02, Forced Entry Level III. 1230.2.11 Mirrors. A mirror of a material appropriate to the level of ☒ ☐ ☐ security must be provided near each wash basin specified in these regulations. 7727+ Ventura County Probation PHY 23-24 - 9 - J456 PHY 98 01 03 09 14 18 dot JUVENILE HALLS, SPECIAL PURPOSE JUVENILE HALLS, AND CAMPS LIVING AREA SPACE EVALUATION Board of State and Community Corrections BSCC Code: 7727 7728 7740 7741 FACILITY: Ventura County Probation Agency Juvenile Facilities TYPE: RC: 420 Juvenile Detention RC 150 (7727); Juvenile Commitment RC 210 JH/Camp/SYTF (7728); Juvenile Detention SYTF RC 30 (7740); Juvenile Commitment SYTF RC 30 (7741) FIELD REPRESENTATIVE: Elizabeth Gong DATE: July 13, 2023 ROOMS EACH ROOM Unit Room Applicable # EACH ROOM Total DIMENSIONS FIXTURES* Designation Type Standards Rooms # RC RC (L x W x H) T U W F S Beds Court Basement Holding Holding A Holding 2001 1 (10) (10) 15.4’ X 14.3’ 1 1 Holding 2001 1 (5) (5) 8.5’ X 8.2’ 1 1 2 Holding 2001 1 (4) (4) 8.5’ X 6.8’ 1 1 3 Holding 2001 1 (4) (4) 8.5’ X 6.8’ 1 1 4 Holding 2001 1 (4) (4) 8.5’ X 6.8’ 1 1 5 Holding 2001 1 (4) (4) 8.5’ X 6.8’ 1 1 6 Holding 2001 1 (5) (5) 8.5’ X 7.4’ 1 1 Holding B Holding 2001 1 (12) (12) 17.3’ X 18.5’ 1 1 Note: The basement holding area is staffed and operated by the Probation Department and inspected in conjunction with the JH. Floors 1 and 2 are staffed and operated by the Sheriff’s Department and inspected as an adult court holding facility. Intake Group 2001 1 0 (6) 11’3” x 9’3.5” Holding Safety 2001 1 (1) 70.4 sq. feet Room 1-5 Holding 2001 5 (5) 66 sq. feet 1 1 1 1-2 Medical 2001 2 155.11 sq. feet Multi- 2001 1 94’ x 29’4” = Purpose 2757.02 sq. feet Program Room Notes: There are 3 showers in the Intake area. The Multi-Purpose Program room is used for programming space in the event a youth is maintained in this area for a long period of time. *T = Toilets; U = Urinals; W = Wash Basins; F = Fountains; S = Showers in unit. If "Total RC" appears in brackets ( ), it is not part of the facility's rated capacity. 7727+ Ventura Probation LASE 23-34 - 1 - J460 LAS JUV-05.dot (rev.12/2022) ROOMS EACH ROOM Unit Room Applicable # EACH ROOM Total DIMENSIONS FIXTURES* Designation Type Standards Rooms # RC RC (L x W x H) T U W F S Beds Balcom I: On the date of the Inspection, 3 Detention and 4 Commitment Female Youth occupied this space, as well as one SYTF youth solely for sleeping purposes. Dayroom 2001 1 1 1 1 3 70 sq. feet Single 2001 20 1 1 20 1 1 1 Classroom 2001 1 (20) 728 sq. feet Notes: Of the 20 single rooms, 2 are ADA rooms measuring 110 sq. feet. Balcom II: This unit was unoccupied on the date of the Inspection. It is being used as Recreation Space, Canteen Area, and a Multi-Sensory De-escalation Room. There is also a library in the space. Dayroom 2001 1 1 1 1 3 70 sq. feet Single 2001 12 1 1 12 1 1 1 Double 2001 4 2 2 8 Classroom 2001 2 (10) (20) 450 sq. feet Note: Of the 20 single rooms, 2 are ADA rooms measuring 110 sq. feet. Balcom III: This unit was unoccupied during the Inspection. Dayroom 2001 1 1 1 1 3 70 sq. feet Single 2001 20 1 1 20 1 1 1 Classroom 2001 1 (20) 727 sq. feet Balcom Safety 2001 2 (1) (2) 64.66 sq. feet Hallway Room Note: Of the 20 single rooms, 2 are ADA rooms measuring 110 sq. feet. The Safety Room has not been used in years. If necessary, the Safety Room in Booking is used. Sycamore 1: Unit 100 This Unit houses 12 Detention Youth Dayroom 2001 1 1 1 1 3 ADA 2001 1 1 1 1 10’3” x 10’ 1 1 1 single Single 2001 14 1 1 14 7’ x 10’ 1 1 1 Classroom 2001 1 (15) 594 sq. feet Sycamore 1: Unit 200 This unit houses 9 Commitment Youth Dayroom 2001 1 1 1 1 3 *T = Toilets; U = Urinals; W = Wash Basins; F = Fountains; S = Showers in unit. If "Total RC" appears in brackets ( ), it is not part of the facility's rated capacity. 7727+ Ventura Probation LASE 23-34 - 2 - J460 LAS JUV-05.dot (rev.12/2022) ROOMS EACH ROOM Unit Room Applicable # EACH ROOM Total DIMENSIONS FIXTURES* Designation Type Standards Rooms # RC RC (L x W x H) T U W F S Beds ADA 2001 1 1 1 1 10’3” x 10’ 1 1 1 single Single 2001 14 1 1 14 7’ x 10’ 1 1 1 Classroom 2001 1 (15) 594 sq. feet Sycamore 3: Unit 300 This unit houses 11 Commitment Youth Dayroom 2001 1 1 1 1 3 ADA 2001 1 1 1 1 10’3” x 10’ 1 1 1 single Single 2001 14 1 1 14 7’ x 10’ 1 1 1 Classroom 2001 1 (15) 594 sq. feet Sycamore 3: Unit 400 This unit houses 13 Detention Youth Dayroom 2001 1 1 1 1 3 ADA 2001 1 1 1 1 10’3” x 10’ 1 1 1 single Single 2001 14 1 1 14 7’ x 10’ 1 1 1 Classroom 2001 1 (15) 594 sq. feet Matilija 1: Unit 100 This unit was unoccupied during the Inspection. Dayroom 2001 1 1 1 1 3 ADA 2001 1 1 1 1 10’3” x 10’ 1 1 1 single Single 2001 14 1 1 14 7’ x 10’ 1 1 1 Classroom 2001 1 (15) 594 sq. feet Matilija 1: Unit 200 This unit is housed with 6 Special Program Youth. Dayroom 2001 1 1 1 1 3 ADA 2001 1 1 1 1 10’3” x 10’ 1 1 1 single Single 2001 14 1 1 14 7’ x 10’ 1 1 1 Classroom 2001 1 (15) 594 sq. feet Matilija 3: 300 Unit This Unit houses 7 SYTF youth. *T = Toilets; U = Urinals; W = Wash Basins; F = Fountains; S = Showers in unit. If "Total RC" appears in brackets ( ), it is not part of the facility's rated capacity. 7727+ Ventura Probation LASE 23-34 - 3 - J460 LAS JUV-05.dot (rev.12/2022) ROOMS EACH ROOM Unit Room Applicable # EACH ROOM Total DIMENSIONS FIXTURES* Designation Type Standards Rooms # RC RC (L x W x H) T U W F S Beds Dayroom 2001 1 1 1 1 3 ADA 2001 1 1 1 1 10’3” x 10’ 1 1 1 single Single 2001 14 1 1 14 7’ x 10’ 1 1 1 Classroom 2001 1 (15) 594 sq. feet Matilija 3: Unit 400 This unit houses 4 SYTF youth. Dayroom 2001 1 1 1 1 3 ADA 2001 1 1 1 1 10’3” x 10’ 1 1 1 single Single 2001 14 1 1 14 7’ x 10’ 1 1 1 Classroom 2001 1 (15) 594 sq. feet Ana Capa Buildings 1-4: This space is used for the Boys and Girls Club, Commitment Programming, and the Paxton Patterson Construction Program. Since it is not sleeping space, we are recording the capacity for all four areas. Units 1-4 Classroom 2001 4 (15) (60) 590 sq. feet Dayroom 2001 4 (132) 998 sq. feet 2 2 3 3 each ADA 2001 4 4 4 4 7’7” x 9’10” each 1 1 1 single Single 2001 8 1 1 8 7’ x 10’ each 1 1 1 Dorm 2001 12 4 4 48 10’ x 20’4” each Santa Cruz Buildings 1-4: All 4 living areas are vacant and only occasionally used for Commitment Schooling. Units 1-4 Classroom 2001 4 (15) (60) 590 sq. feet Dayroom 2001 4 (132) 998 sq. feet 2 2 3 3 each ADA 2001 4 4 4 4 7’7” x 9’10” each 1 1 1 single Single 2001 8 1 1 8 7’ x 10’ each 1 1 1 Dorm 2001 12 4 4 48 10’ x 20’4” each Santa Rosa Buildings 1-4: The buildings are used for storage and Staff Training. Units 1-4 Classroom 2001 4 (15) (60) 590 sq. feet *T = Toilets; U = Urinals; W = Wash Basins; F = Fountains; S = Showers in unit. If "Total RC" appears in brackets ( ), it is not part of the facility's rated capacity. 7727+ Ventura Probation LASE 23-34 - 4 - J460 LAS JUV-05.dot (rev.12/2022) ROOMS EACH ROOM Unit Room Applicable # EACH ROOM Total DIMENSIONS FIXTURES* Designation Type Standards Rooms # RC RC (L x W x H) T U W F S Beds Dayroom 2001 4 (132) 998 sq. feet 2 2 3 3 each ADA 2001 4 4 4 4 7’7” x 9’10” each 1 1 1 single Single 2001 8 1 1 8 7’ x 10’ each 1 1 1 Dorm 2001 12 4 4 48 10’ x 20’4” each Wheeler 1: This Unit was unoccupied during the Inspection. Dayroom 2001 1 2 2 2 6 ADA 2001 2 1 1 2 10’3” x 10’ 1 1 1 single Single 2001 28 1 1 28 7’ x 10’ 1 1 1 Classroom 2001 2 (15) 594 sq. feet Wheeler II: This Unit was unoccupied during the Inspection. Dayroom 2001 1 2 2 2 6 ADA 2001 2 1 1 2 10’3” x 10’ 1 1 1 single Single 2001 28 1 1 28 7’ x 10’ 1 1 1 Classroom 2001 2 (15) 594 sq. feet *T = Toilets; U = Urinals; W = Wash Basins; F = Fountains; S = Showers in unit. If "Total RC" appears in brackets ( ), it is not part of the facility's rated capacity. 7727+ Ventura Probation LASE 23-34 - 5 - J460 LAS JUV-05.dot (rev.12/2022)