63G-2.018. Documentation/Management Systems

(1) All documents, including information entered into JJIS and/or FMS, represent official records. Failure to document required information, falsification of information, or failure to properly retain written documents may result in disciplinary action up to and including dismissal.

(2) The Superintendent is responsible for ensuring all appropriate information is entered into the Department’s Juvenile Justice Information System (JJIS) and/or Facility Management System (FMS). The information in these systems is used to provide necessary information about the youth and the facility.

(3) Logbooks.

(a) Detention facilities shall use, at a minimum, a logbook in Master Control, one for each living area, and one for visitors.

(b) At a minimum, living area logbooks shall document date and time of an event or activity, names of staff and youths involved, a brief description of the event, initials of the person making the entry and the date and time of the entry.

(c) At a minimum, the Master Control logbook shall document emergency situations and incidents, drills, receipt of medical and mental health alerts, required population counts, youth group movement, admissions and releases, presence of law enforcement personnel who are not employees, youths placed in or released from confinement, and youths placed on or released from precautionary/secure observation.

(d) The Superintendent or designee shall review all logbooks at least weekly. The review of the documentation must be highlighted.

(e) The supervisor(s) shall review the Master Control logbook when accepting responsibility for the facility and review the living area logbooks daily.

(f) The JJDO shall review the logbook entries from the previous shift when accepting responsibility for the living area.

(g) Each logbook review shall be documented in the logbook and shall designate the name and position of the reviewer and the date and time the review was completed.

(4) Youth files shall be labeled Confidential and be maintained securely.

(5) Reports related to facility operations fall into two categories: internal and external reports.

(a) Internal reports refer to reports that are utilized regularly by officers and other facility staff in the day-to-day operation of the facility. Internal reports include, but are not limited to, the following:

1. Shift reports,

2. Incident reports,

3. Confinement reports,

4. PAR reports,

5. Fire/Safety/Housekeeping and Security Inspections,

6. Mod and common area contraband inspections; and,

7. Perimeter searches.

(b) External reports refer to reports that are forwarded from the facility to outside entities as required by the Legislature, the Department or other governmental agencies. External reports include, but are not limited to:

1. Reporting of incidents to the Central Communications Center,

2. National School Lunch meal reports, if applicable; and,

3. Reports to the Florida Child Abuse Hotline, pursuant to Chapter 39, F.S.

(6) Monitoring and Assessment.

(a) The Superintendent and facility management team shall monitor daily and overall operations. The Superintendent, Assistant Superintendent, or the person in charge of the facility shall tour the youths’ living areas at least once during each shift and shall document the visit in the area’s logbook.

(b) The Superintendent or member of the administrative team has the responsibility of preparing quarterly reports analyzing facility operations. The quarterly reports shall include:

1. Results of various inspections.

2. Review, investigation and follow-up actions of incidents impacting the safety and security of daily operations.

3. Population trends.

4. Report on conditions of confinement for youth.

5. Officer morale and compliance with policies and procedures.

6. Other issues as identified by the Superintendent.

(c) The quarterly reports shall be reviewed by the Superintendent and shall be forwarded with comments and/or corrective actions to the Regional Office by the 10th day of the month following the quarter’s end.

(d) Action items and issues identified in Quality Improvement (QI) Reviews, management reviews, security audits, regional inspections or those items deemed necessary by the Regional Director or designee may result in a corrective action plan.

(e) Closed Circuit Television (CCTV) surveillance equipment in detention facilities assists in the supervision of youths. Strategically placed surveillance cameras help to monitor the safety and security of youths and officers. Surveillance cameras will not be used, however, as a substitute for direct officer supervision. A priority will be placed on the repair/replacement of any defective surveillance camera. Superintendents, or their designee, must review a minimum of one hour of random CCTV video per week. CCTV video must also be reviewed for Protective Action Response (PAR) actions and incidents, as necessary.

(7) The Superintendent shall submit all reports as required by the state and/or regional management.

(8) The Superintendent or designee shall ensure that all mandatory reports are completed and submitted by contracted providers, to include but not limited to, mental health, psychiatric, and medical services.

Rulemaking Authority 985.601(9)(b) FS. Law Implemented 985.601(9)(b)1. FS. History–New 8-9-15.