Detention Manual Chapter-7
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Chapter 7 Staff Management
CHAPTER 7 STAFF MANAGEMENT
I. INTRODUCTION Detention Services strives to hire the most qualified persons to perform the many tasks necessary to provide services to youth. In order to accomplish this, all staff are required to undergo background and drug screening consistent with Florida Statute and Departmental policy. It is critical that Detention Services staff be trained to perform the many tasks assigned to them. Proper training shall equip staff with the skills necessary to conduct themselves in a manner consistent with the ethical standards established by the Department and the criminal justice profession. All employees are expected to be faithful in the performance of their duties, and to perform professionally. Detention Services employees shall promote mutual respect within the profession and shall respect the importance of all disciplines within the criminal justice system. Youth in the care and custody of the Department in a regional juvenile detention center shall retain all rights and protections afforded them by law. These rights and protections shall be consistent with FDJJ Policy # 1100, Rights of Youths in DJJ Care, Custody or Supervision, and are designed to promote the physical and emotional well being of the youth while in detention.
II. TRAINING AND CERTIFICATION REQUIREMENTS Detention Services in cooperation with Staff Development and Training is committed to, and shall offer multi-disciplinary training opportunities for employees. Training shall provide staff with the tools required to successfully perform their duties, while simultaneously challenging them as a function of professional growth. Phase One of officer training will take place at detention centers, and will cover essential skills of verbal and physical intervention training and CPR/First Aid Certification. Phase Two will be conducted at a DJJ Training Academy.
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A. Detention trainees must successfully complete the Juvenile Justice Detention Officer Certification Training Plan within 180 days of the hire date to become certified, unless an extension has been approved as referenced in FDJJ Policy 1510, Direct Care Staff Training Policy. Upon successful completion, staff shall receive a certificate from Staff Development and Training. Completion of the components of certification to become certified requires: 1. CPR/First Aid Certification. a. All officers and staff who are trained and certified in CPR/First Aid techniques must provide emergency care, including CPR to a youth as needed. b. Failure to administer CPR/First Aid to a youth, officer, staff, or volunteer when necessary shall subject the officer to disciplinary action and / or criminal proceedings. 2. Protective Action Response Certification. 3. Satisfactory performance in all categories on the Daily Observation Reports. 4. Satisfactory performance on all Job Skills Checklists. 5. Successful completion of all coursework. 6. A passing score on the officer certification examination. B. Employees are required to successfully complete on-going In-service training requirements as follows: 1. Detention officers must complete a minimum of 24 hours of in-service training each calendar year, beginning the calendar year after an officer is certified. 2. In addition to training hours mandated by Staff Development and Training, as referenced in FDJJ Policy 1510, Direct Care Staff Training Policy, all employees shall be trained on Facility Operating Procedures. 3. The mandatory topics may be completed on CORE and/or taught in a classroom. The staff must receive a passing score for the CORE courses to complete training requirements. 4. Completion of each course shall be documented in CORE/LMS.
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5. In addition to the 24 hours officer in-service requirements, supervisory staff shall complete eight (8) hours of training each calendar year in the areas of: a. Management, Leadership, and/or Personal Accountability (Theory and Practice); b. Employee Relations; c. Communication Skills; and/or d. Fiscal Training . C. The Superintendent or designee is responsible for the proper documentation of training. All training provided to staff shall be appropriately documented and the documentation shall be retained for future reference as needed. 1. Completion of all training requirements shall be documented on the Department’s CORE/LMS, where applicable. 2. Facilities shall develop an Annual In-Service Training Calendar, which must be consistent with the Annual In-Service Training Plan and Department requirements governing training and staff development as outlined in FDJJ Policy 1510, Direct Care Staff Training Policy. 3. The Calendar shall be reviewed and updated annually by the Superintendent. 4. Each time training is completed an attendance roster must be completed. In addition, documentation shall be recorded in the “Student’s Record” in CORE/LMS in the “History/Comments” section. The documentation shall include the: a. Number of training hours that were completed, b. Date the training was completed, c. Name of the instructor who provided the training, d. Name of the staff person receiving the training. e. Field Training Officers (FTO) shall observe, evaluate, and document completion of Observation Reports and Job Skills Checklists. The individual designated by the Superintendent shall document remaining training requirements, including in-service training.
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D. All training is to be provided by persons properly trained and qualified to present the training. All certified trainers shall comply with the requirements set forth by Staff Development. 1. Every facilitator of on-the-job training at the workplace for Direct Care Staff must be a certified officer. 2. For each detention facility, there shall be one FTO for every 15 authorized direct care staff positions. 3. An ITW (Instructor Techniques Workshop) certified instructor is not required during Phase I. 4. A certified CPR/First Aid instructor shall conduct CPR/First Aid. This person does not have to be ITW certified, 5. FTO’s and designated staff who provide Administrative/Orientation training are not required to be ITW certified. 6. A Protective Action Response certified instructor shall conduct all PAR Certification training. To supplement this training, a PAR certified supervisor or FTO, under the supervision of a PAR Instructor, may conduct PAR reviews for PAR certified officers during shift briefings. The PAR defensive tactics videotape may be used when practicing the physical portion of the curriculum.
III. OFFICER PROFESSIONALISM Detention Services employees represent the Department and are expected to exhibit professional behavior and attitude at all times. When dealing with youth, professionalism is an important tool to be used in addressing youth behaviors. A. When interacting with youth, officers shall maintain professional behavior and relationships. 1. Officers are role models and shall act accordingly. 2. Officers must be aware that their actions and attitudes set the example and the tone for the behavior of youth. 3. Officers must be clear and concise and use appropriate language in order to communicate effectively.
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4. Officers shall not verbally abuse, demean or otherwise humiliate any youth, and shall not use profanity in the performance of their job. 5. Physical abuse of youth is prohibited by law and any suspicion or knowledge of such must be reported per both Florida Protective Services (Abuse Hotline) and Central Communications Center (CCC). If a youth is 18 years old, physical abuse is to be reported to the CCC. 6. Officers shall not engage in any negative behaviors as outlined in the Department’s “Professional and Appropriate Staff Behaviors in Department of Juvenile Justice Facilities and Programs “ training (NOTE: Often referred to as “Red Flag” training). a. Officers shall not engage in “horseplay”, either verbal or physical with any youth. b. Officers shall not enter the occupied sleeping quarters or confinement rooms of youth of the opposite sex unless accompanied by an officer of the same sex as the youth. In an emergency situation such as medical crisis or a situation that would jeopardize the immediate safety or security of a youth, officers of the opposite sex as the youth shall may enter rooms to provide emergency assistance. c. Officers shall not have any physical contact with any youth except in the necessary application of Protective Action Response techniques. d. Casual, friendly and/or personal interactions between officers and youth are prohibited, and officers should avoid even the appearance of these types of relationships with youth. Officers shall not engage in personal relationships nor discuss any personal information relating to themselves or other officers with any youth. e. Officers shall not have any inappropriate contact, including but not limited to written correspondence and telephone calls, with youth outside of the detention facility. f. If a youth is a relative or family friend of an officer, or otherwise has regular contact with the officer, it is the responsibility of the officer to immediately report such to the supervisor on duty. 7. Officers shall maintain the confidentiality afforded to all youth, and shall not release any information to the general public or the news media about any youth in detention or who has been in the custody of the Department.
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B. All Detention Services employees are expected to present themselves in a professional manner at all times. Acts of misconduct are not acceptable and engaging in such shall subject an employee to disciplinary action. Acts of misconduct are listed in the State of Florida Employee Handbook under the heading of “Standards of Conduct”. 1. All employees shall be provided the State of Florida Employee Handbook and shall sign for the receipt of such. It is incumbent of all employees to read and understand these Standards, and to address any questions regarding these Standards to a supervisor. 2. The following are the nine Standards of Conduct, including a brief explanation, as listed in the State of Florida Employee Handbook. a. Poor Performance: Employees shall strive to perform at the highest level of efficiency and effectiveness; they shall do more than “just get by”. b. Negligence: Employees shall exercise due care and reasonable diligence in the performance of job duties. c. Inefficiency or Inability to Perform Assigned Duties: Employees shall, at a minimum, be able to perform duties in a competent and adequate manner. d. Insubordination: Employees shall follow lawful orders and carry out directives of persons with duly delegated authority. Employees shall resolve any differences with management in a constructive manner. e. Violation of Law or Agency Rules: Employees shall abide by the law and applicable rules and policies and procedures, including those of the employing agency and the rules of the State Personnel System. 1) All employees shall immediately report any arrest to their immediate supervisor. Failure to do so could result in disciplinary action. 2) The immediate supervisor shall immediately report any staff arrest to the Superintendent or designee. Failure to do so could result in disciplinary action. 3) All staff arrests are to be reported to the Central Communications Facility within two hours of facility staff (excluding the staff arrested) becoming aware of the arrest. f. Conduct Unbecoming a Public Employee: Employees shall conduct themselves, on and off the job, in a manner that shall not bring discredit or
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embarrassment to the State. Employees shall be courteous, considerate, respectful, and prompt in dealing with and serving the public and coworkers. g. Misconduct: Employees shall refrain from conduct which, though, not illegal or inappropriate for a state employee generally, is inappropriate for a person in the employee’s particular position. h. Habitual Drug Use: Agencies shall not tolerate violations of Florida’s Drug-Free Workplace Act, Section 112.0455, Florida Statutes, or other misuse of mood or mind altering substances including alcohol and prescription medications. i. Conviction of Any Crime: The conviction of a crime includes a plea of nolo contendere and/or a plea of guilty with adjudication withheld. 1) All employees shall immediately report any arrest to their immediate supervisor. Failure to do so could result in disciplinary action. 2) The immediate supervisor shall immediately report any staff arrest to the Superintendent or designee. Failure to do so could result in disciplinary action. 3) All staff arrests are to be reported to the Central Communications Facility within two hours of facility staff (excluding the staff arrested) becoming aware of the arrest.
IV. PERSONNEL ACTIONS A. When hiring a Juvenile Justice Detention Officer I, a Juvenile Detention Officer II and a Juvenile Justice Detention Officer Supervisor who will require certification, the potential officer shall sign the contract for reimbursement. This contract requires the person hired to repay the Department the cost of training should they choose to terminate their employment prior to the agreed time. 1. The hiring authority shall have the person being hired sign on the contract. 2. The original signed contract shall be forwarded to the Bureau of Personnel with a copy maintained in the region. B. Each staff is responsible to complete and submit timesheets promptly. Each Supervisor is responsible for ensuring timesheets are appropriately completed,
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reviewed, and submitted on time. The Superintendent shall implement procedures to provide accountability for Supervisors responsible for submitting timesheets. C. If an allegation is reported to the Central Communications Center alleging a youth was injured or placed in a position of physical o r mental harm due to inappropriate employee action, the following personnel actions shall be taken: 1. If there is an observable injury or clear indication a youth was placed in danger or information is provided and documented supporting the allegation, the employee alleged to have committed the violation shall be placed on Administrative Leave with pay pending completion of the investigation. The employee is not to be in the facility. Any employee placed on administrative leave with pay as a result of this policy shall be instructed in writing to comply with the following conditions. The employee shall acknowledge receipt of these instructions by signature. a. Any employee placed on administrative leave with pay shall be assigned to a work shift of 8:00 AM to 5:00 PM Monday through Friday. b. Any employee placed on administrative leave with pay shall be required to be available by telephone Monday through Friday, 8:00 AM to 5:00 PM. c. Any employee placed on administrative leave with pay shall be required to report to the appropriate regional office by telephone at least one time between the hours of 8:00 AM and 12:00 PM and at least one time between the hours of 1:00 PM and 5:00 PM, Monday through Friday. 2. This action shall be documented in the employee’s file. 3. The Supervisor shall ensure the employee’s timesheet reflects the appropriate documentation. D. Disciplinary actions shall be initiated within 60 days of a determination that a violation of the Rules of Conduct has occurred. Supervisors shall ensure all disciplinary actions are initiated within the proper time. Superintendents shall implement procedures to ensure S upervisors are in compliance. E. Whenever an employee is on leave without pay or is terminated, the Supervisor shall initiate a PAR within 24 hours of the action taking place to ensure the employee is not overpaid. 1. When an employee terminates employment, the appropriate separation form shall be submitted to Detention Services headquarters for review.
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a. If it is recommended the person be rehired in any position, no documentation is required. b. If it is recommended the person be rehired only in certain positions or not be rehired, documentation of the reasons why shall be forwarded with the separation form to the Assistant Secretary for review and signature. Once completed, the document and separation form shall be forwarded to the Bureau of Personnel.
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I. INTRODUCTION Detention Services strives to hire the most qualified persons to perform the many tasks necessary to provide services to youth. In order to accomplish this, all staff are required to undergo background and drug screening consistent with Florida Statute and Departmental policy. It is critical that Detention Services staff be trained to perform the many tasks assigned to them. Proper training shall equip staff with the skills necessary to conduct themselves in a manner consistent with the ethical standards established by the Department and the criminal justice profession. All employees are expected to be faithful in the performance of their duties, and to perform professionally. Detention Services employees shall promote mutual respect within the profession and shall respect the importance of all disciplines within the criminal justice system. Youth in the care and custody of the Department in a regional juvenile detention center shall retain all rights and protections afforded them by law. These rights and protections shall be consistent with FDJJ Policy # 1100, Rights of Youths in DJJ Care, Custody or Supervision, and are designed to promote the physical and emotional well being of the youth while in detention.
II. TRAINING AND CERTIFICATION REQUIREMENTS Detention Services in cooperation with Staff Development and Training is committed to, and shall offer multi-disciplinary training opportunities for employees. Training shall provide staff with the tools required to successfully perform their duties, while simultaneously challenging them as a function of professional growth. Phase One of officer training will take place at detention centers, and will cover essential skills of verbal and physical intervention training and CPR/First Aid Certification. Phase Two will be conducted at a DJJ Training Academy.
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A. Detention trainees must successfully complete the Juvenile Justice Detention Officer Certification Training Plan within 180 days of the hire date to become certified, unless an extension has been approved as referenced in FDJJ Policy 1510, Direct Care Staff Training Policy. Upon successful completion, staff shall receive a certificate from Staff Development and Training. Completion of the components of certification to become certified requires: 1. CPR/First Aid Certification. a. All officers and staff who are trained and certified in CPR/First Aid techniques must provide emergency care, including CPR to a youth as needed. b. Failure to administer CPR/First Aid to a youth, officer, staff, or volunteer when necessary shall subject the officer to disciplinary action and / or criminal proceedings. 2. Protective Action Response Certification. 3. Satisfactory performance in all categories on the Daily Observation Reports. 4. Satisfactory performance on all Job Skills Checklists. 5. Successful completion of all coursework. 6. A passing score on the officer certification examination. B. Employees are required to successfully complete on-going In-service training requirements as follows: 1. Detention officers must complete a minimum of 24 hours of in-service training each calendar year, beginning the calendar year after an officer is certified. 2. In addition to training hours mandated by Staff Development and Training, as referenced in FDJJ Policy 1510, Direct Care Staff Training Policy, all employees shall be trained on Facility Operating Procedures. 3. The mandatory topics may be completed on CORE and/or taught in a classroom. The staff must receive a passing score for the CORE courses to complete training requirements. 4. Completion of each course shall be documented in CORE/LMS.
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5. In addition to the 24 hours officer in-service requirements, supervisory staff shall complete eight (8) hours of training each calendar year in the areas of: a. Management, Leadership, and/or Personal Accountability (Theory and Practice); b. Employee Relations; c. Communication Skills; and/or d. Fiscal Training . C. The Superintendent or designee is responsible for the proper documentation of training. All training provided to staff shall be appropriately documented and the documentation shall be retained for future reference as needed. 1. Completion of all training requirements shall be documented on the Department’s CORE/LMS, where applicable. 2. Facilities shall develop an Annual In-Service Training Calendar, which must be consistent with the Annual In-Service Training Plan and Department requirements governing training and staff development as outlined in FDJJ Policy 1510, Direct Care Staff Training Policy. 3. The Calendar shall be reviewed and updated annually by the Superintendent. 4. Each time training is completed an attendance roster must be completed. In addition, documentation shall be recorded in the “Student’s Record” in CORE/LMS in the “History/Comments” section. The documentation shall include the: a. Number of training hours that were completed, b. Date the training was completed, c. Name of the instructor who provided the training, d. Name of the staff person receiving the training. e. Field Training Officers (FTO) shall observe, evaluate, and document completion of Observation Reports and Job Skills Checklists. The individual designated by the Superintendent shall document remaining training requirements, including in-service training.
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D. All training is to be provided by persons properly trained and qualified to present the training. All certified trainers shall comply with the requirements set forth by Staff Development. 1. Every facilitator of on-the-job training at the workplace for Direct Care Staff must be a certified officer. 2. For each detention facility, there shall be one FTO for every 15 authorized direct care staff positions. 3. An ITW (Instructor Techniques Workshop) certified instructor is not required during Phase I. 4. A certified CPR/First Aid instructor shall conduct CPR/First Aid. This person does not have to be ITW certified, 5. FTO’s and designated staff who provide Administrative/Orientation training are not required to be ITW certified. 6. A Protective Action Response certified instructor shall conduct all PAR Certification training. To supplement this training, a PAR certified supervisor or FTO, under the supervision of a PAR Instructor, may conduct PAR reviews for PAR certified officers during shift briefings. The PAR defensive tactics videotape may be used when practicing the physical portion of the curriculum.
III. OFFICER PROFESSIONALISM Detention Services employees represent the Department and are expected to exhibit professional behavior and attitude at all times. When dealing with youth, professionalism is an important tool to be used in addressing youth behaviors. A. When interacting with youth, officers shall maintain professional behavior and relationships. 1. Officers are role models and shall act accordingly. 2. Officers must be aware that their actions and attitudes set the example and the tone for the behavior of youth. 3. Officers must be clear and concise and use appropriate language in order to communicate effectively.
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4. Officers shall not verbally abuse, demean or otherwise humiliate any youth, and shall not use profanity in the performance of their job. 5. Physical abuse of youth is prohibited by law and any suspicion or knowledge of such must be reported per both Florida Protective Services (Abuse Hotline) and Central Communications Center (CCC). If a youth is 18 years old, physical abuse is to be reported to the CCC. 6. Officers shall not engage in any negative behaviors as outlined in the Department’s “Professional and Appropriate Staff Behaviors in Department of Juvenile Justice Facilities and Programs “ training (NOTE: Often referred to as “Red Flag” training). a. Officers shall not engage in “horseplay”, either verbal or physical with any youth. b. Officers shall not enter the occupied sleeping quarters or confinement rooms of youth of the opposite sex unless accompanied by an officer of the same sex as the youth. In an emergency situation such as medical crisis or a situation that would jeopardize the immediate safety or security of a youth, officers of the opposite sex as the youth shall may enter rooms to provide emergency assistance. c. Officers shall not have any physical contact with any youth except in the necessary application of Protective Action Response techniques. d. Casual, friendly and/or personal interactions between officers and youth are prohibited, and officers should avoid even the appearance of these types of relationships with youth. Officers shall not engage in personal relationships nor discuss any personal information relating to themselves or other officers with any youth. e. Officers shall not have any inappropriate contact, including but not limited to written correspondence and telephone calls, with youth outside of the detention facility. f. If a youth is a relative or family friend of an officer, or otherwise has regular contact with the officer, it is the responsibility of the officer to immediately report such to the supervisor on duty. 7. Officers shall maintain the confidentiality afforded to all youth, and shall not release any information to the general public or the news media about any youth in detention or who has been in the custody of the Department.
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B. All Detention Services employees are expected to present themselves in a professional manner at all times. Acts of misconduct are not acceptable and engaging in such shall subject an employee to disciplinary action. Acts of misconduct are listed in the State of Florida Employee Handbook under the heading of “Standards of Conduct”. 1. All employees shall be provided the State of Florida Employee Handbook and shall sign for the receipt of such. It is incumbent of all employees to read and understand these Standards, and to address any questions regarding these Standards to a supervisor. 2. The following are the nine Standards of Conduct, including a brief explanation, as listed in the State of Florida Employee Handbook. a. Poor Performance: Employees shall strive to perform at the highest level of efficiency and effectiveness; they shall do more than “just get by”. b. Negligence: Employees shall exercise due care and reasonable diligence in the performance of job duties. c. Inefficiency or Inability to Perform Assigned Duties: Employees shall, at a minimum, be able to perform duties in a competent and adequate manner. d. Insubordination: Employees shall follow lawful orders and carry out directives of persons with duly delegated authority. Employees shall resolve any differences with management in a constructive manner. e. Violation of Law or Agency Rules: Employees shall abide by the law and applicable rules and policies and procedures, including those of the employing agency and the rules of the State Personnel System. 1) All employees shall immediately report any arrest to their immediate supervisor. Failure to do so could result in disciplinary action. 2) The immediate supervisor shall immediately report any staff arrest to the Superintendent or designee. Failure to do so could result in disciplinary action. 3) All staff arrests are to be reported to the Central Communications Facility within two hours of facility staff (excluding the staff arrested) becoming aware of the arrest. f. Conduct Unbecoming a Public Employee: Employees shall conduct themselves, on and off the job, in a manner that shall not bring discredit or
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embarrassment to the State. Employees shall be courteous, considerate, respectful, and prompt in dealing with and serving the public and coworkers. g. Misconduct: Employees shall refrain from conduct which, though, not illegal or inappropriate for a state employee generally, is inappropriate for a person in the employee’s particular position. h. Habitual Drug Use: Agencies shall not tolerate violations of Florida’s Drug-Free Workplace Act, Section 112.0455, Florida Statutes, or other misuse of mood or mind altering substances including alcohol and prescription medications. i. Conviction of Any Crime: The conviction of a crime includes a plea of nolo contendere and/or a plea of guilty with adjudication withheld. 1) All employees shall immediately report any arrest to their immediate supervisor. Failure to do so could result in disciplinary action. 2) The immediate supervisor shall immediately report any staff arrest to the Superintendent or designee. Failure to do so could result in disciplinary action. 3) All staff arrests are to be reported to the Central Communications Facility within two hours of facility staff (excluding the staff arrested) becoming aware of the arrest.
IV. PERSONNEL ACTIONS A. When hiring a Juvenile Justice Detention Officer I, a Juvenile Detention Officer II and a Juvenile Justice Detention Officer Supervisor who will require certification, the potential officer shall sign the contract for reimbursement. This contract requires the person hired to repay the Department the cost of training should they choose to terminate their employment prior to the agreed time. 1. The hiring authority shall have the person being hired sign on the contract. 2. The original signed contract shall be forwarded to the Bureau of Personnel with a copy maintained in the region. B. Each staff is responsible to complete and submit timesheets promptly. Each Supervisor is responsible for ensuring timesheets are appropriately completed,
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reviewed, and submitted on time. The Superintendent shall implement procedures to provide accountability for Supervisors responsible for submitting timesheets. C. If an allegation is reported to the Central Communications Center alleging a youth was injured or placed in a position of physical o r mental harm due to inappropriate employee action, the following personnel actions shall be taken: 1. If there is an observable injury or clear indication a youth was placed in danger or information is provided and documented supporting the allegation, the employee alleged to have committed the violation shall be placed on Administrative Leave with pay pending completion of the investigation. The employee is not to be in the facility. Any employee placed on administrative leave with pay as a result of this policy shall be instructed in writing to comply with the following conditions. The employee shall acknowledge receipt of these instructions by signature. a. Any employee placed on administrative leave with pay shall be assigned to a work shift of 8:00 AM to 5:00 PM Monday through Friday. b. Any employee placed on administrative leave with pay shall be required to be available by telephone Monday through Friday, 8:00 AM to 5:00 PM. c. Any employee placed on administrative leave with pay shall be required to report to the appropriate regional office by telephone at least one time between the hours of 8:00 AM and 12:00 PM and at least one time between the hours of 1:00 PM and 5:00 PM, Monday through Friday. 2. This action shall be documented in the employee’s file. 3. The Supervisor shall ensure the employee’s timesheet reflects the appropriate documentation. D. Disciplinary actions shall be initiated within 60 days of a determination that a violation of the Rules of Conduct has occurred. Supervisors shall ensure all disciplinary actions are initiated within the proper time. Superintendents shall implement procedures to ensure S upervisors are in compliance. E. Whenever an employee is on leave without pay or is terminated, the Supervisor shall initiate a PAR within 24 hours of the action taking place to ensure the employee is not overpaid. 1. When an employee terminates employment, the appropriate separation form shall be submitted to Detention Services headquarters for review.
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a. If it is recommended the person be rehired in any position, no documentation is required. b. If it is recommended the person be rehired only in certain positions or not be rehired, documentation of the reasons why shall be forwarded with the separation form to the Assistant Secretary for review and signature. Once completed, the document and separation form shall be forwarded to the Bureau of Personnel.
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