EFTA00141295.pdf

U.S. Department of Justice Federal Bureau of Prisons PROGRAM REVIEW DIVISION Washington. DC 20534 July 15, 2024 MEMORANDUM FOR ASSISTANT INSPECTOR GENERAL INVESTIGATIONS DIVISION FROM: External Auditing Branch SUBJECT: Status Update to the Office of Inspector General's (OIG) Final Report dated June 26, 2023: Investigation and Review of the Federal Bureau of Prisons' Custody, Care, and Supervision of Jeffrey Epstein at the Metropolitan Correctional Center in New York, New York The Federal Bureau of Prisons (FBOP) appreciates the opportunity to provide a response to the Office of the Inspector General's above referenced memorandum received on April 22, 2024. The FBOP has completed its review of the analysis and offers the following status update regarding the analysis and its recommendations. Recommendation One: The BOP should implement a process for assigning a cellmate following suicide watch or psychological observation, with criteria for exceptions based on the particular individual or security considerations. OIG Analysis: The BOP's update is responsive to the recommendation. In a previous update, the BOP reported that RSD and CPD were collaborating on a memo to provide guidance to the field on a process to ensure psychologists make recommendations regarding housing, including the presence of a cellmate, for individuals in custody following suicide watch or psychological observation. The BOP further reported that this process will include exemptions based on individual or security considerations. The BOP has now indicated that this guidance has been drafted and is under review. Accordingly, the OIG will consider whether to close this recommendation after the BOP (I) finalizes the guidance referenced in its update, and (2) provides the finalized guidance to the OIG for review. EFTA00141295 FBOP's Response: The FBOP Reentry Services Division (RSD) and Correctional Programs Division (CPD) have collaborated to draft guidance. This guidance is currently under review. FBOP will provide further updates as the draft guidance is reviewed and approved as needed. Recommendation Two: The BOP should establish procedures to ensure inmates at high risk for suicide and for whom a cellmate is recommended will continue to have a cellmate until the recommendation is changed or rescinded, including establishing a contingency plan for cellmate re-assignment, with criteria for exceptions based on the particular individual or security considerations. OIG Analysis: The GOP's update is responsive to the recommendation. In a previous update, the BOP reported that RSD and CPD were collaborating on a memo to provide guidance to the field on procedures to ensure communication regarding the requirement of a cellmate for individuals following suicide watch or psychological observation when recommended by a psychologist. The BOP further reported that this memo will include a procedure for exemptions based on individual or security considerations. The BOP has now indicated that guidance has been drafted and is under review. Accordingly, the OIG will consider whether to close this recommendation after the BOP (1) finalizes the guidance referenced in its update, and (2) provides the finalized guidance to the OIG for review. FBOP's Response: RSD and CPD have collaborated to draft guidance. This guidance is currently under review. FBOP will provide further updates as the draft guidance is reviewed and approved as needed. Recommendation Three: The BOP should evaluate its current process for obtaining and documenting approval for social or legal visits while an inmate is on suicide watch or psychological observation, which allows for institution-specific variations in the process, and provide guidance on standard components that each institution should include in its process to mitigate security issues that can arise when an inmate is on suicide watch or psychological observation. OIG Analysis: The GOP's update is responsive to the recommendation. In a previous update, the BOP reported that it was evaluating its process for obtaining and documenting approval for social and/or legal visits while an inmate is on suicide watch or psychological observation. The BOP has now reported that while it currently does not have guidance on these issues, new guidance has been drafted and is under review. Accordingly, the OIG will consider whether to close this recommendation after the BOP (1) finalizes the guidance referenced in its update, and (2) provides the finalized guidance to the OIG for review. FBOP's Response: RSD and CPD have collaborated to draft guidance. This guidance is currently under review. FBOP will provide further updates as the draft guidance is reviewed and approved as needed. Recommendation Four: The BOP should evaluate its methods of accounting for inmate whereabouts and wellbeing and make changes as may be appropriate to improve those methods through policy, training, or other measures. EFTA00141296 OIG Analysis: The GOP's update is responsive to the recommendation. Accordingly, the OIG will consider whether to close this recommendation after the BOP (1) finalizes the program statement update referenced in its update; and (2) provides the finalized program statement to the OIG for review. FBOP's Response: Program Statement 5500.14, Correctional Services Procedures Manual, is being modified to improve FBOP methods for accounting for inmate whereabouts and wellbeing. Because revisions to Programs Statements must follow the normal FBOP development and Union negotiation process, they are subject to change. Recommendation Five: BOP policy should clarify what is required of a Lieutenant when conducting a round. OIG Analysis: The GOP's update is responsive to the recommendation. Accordingly, the OIG will consider whether to close this recommendation after the BOP (1) finalizes the program statement update referenced in its update; (2) provides the finalized program statement to the OIG for review; and (3) provides a description of the training referenced in its update, sample training materials for OIG to review, and confirmation that the training is in effect. FBOP's Response: Program Statement 5500.14, Correctional Services Procedures Manual, is being modified to clarify what is required of a Lieutenant when conducting a round. Because revisions to Programs Statements must follow the normal FBOP development and Union negotiation process, they are subject to change. However, FBOP intends for the updated policy to include clarification for Lieutenants to conduct trainings sessions, via in-person required rounds and shift briefings daily. These trainings will cover topics such as cell searches, minor emergency mock discussions, and other correctional services training needs as assessed by local correctional services supervisors. This will allow for individual assessment and training to be tailored to the needs of each individual facility while also remaining in conformance with current training requirements. Training topics and formats will be documented on the Daily Lieutenant Logs and reviewed by the Captain to assess and implement specific local correctional training needs. Therefore, although no specific training curriculum will be developed, the training requirement and supervisory review will be in effect with the issuance of the updated program statement. Recommendation Six: The BOP should continue to develop and implement plans to address staffing shortages at its prisons. OIG Analysis: The BOP's update is responsive to the recommendation. The OIG will continue to monitor the GOP's progress regarding staffing shortages at its prisons. At the GOP's request, the OIG will not consolidate this recommendation. In addition, per the OIG's communications with the BOP over email, we believe that certain information that the BOP has provided or will provide to Congress and the Government Accountability Office (GAO) will facilitate the resolution and closure of this recommendation. Accordingly, we will consider whether to close this recommendation after the BOP (1) provides the OIG all contractor and BOP work product that has been submitted to the GAO in response to the GAO Staffing Audit recommendations, including the August 2022 assessment by the contractor on staffing incentives and the EFTA00141297 information BOP submitted to GAO in March 2023 related to the assessment; (2) provides the OIG an update on the contractor's or BOP's analysis of staffing incentives since March 2023, whether submitted yet to GAO or not; (3) provides the OIG any reports submitted to Congressional appropriation committees related to staffing; (4) implements the staffing tool for all BOP professions; and (5) provides an analysis of whether the new incentives mentioned in its update above have made an impact on the staffing shortage, and what additional proposals, including any legislative proposals to address pay rates in certain localities, are being considered by the BOP to fully address the staffing shortage. FBOP's Response: FBOP appreciates OIG's determination to not consolidate the analysis of this recommendation with that of Recommendation 5 from the OIG's Limited-Scope Review of the Federal Bureau of Prisons' Strategies to Identify, Communicate, and Remedy Operational Issues, Report Number 23-065 (Limited-Scope Review), at FBOP's request. OIG indicates that it will consider whether to close this recommendation after FBOP does the following: (1) OIG requests all contractor and FBOP work product that has been submitted to the GAO in response to the GAO Staffing Audit recommendations, including the August 2022 assessment by the contractor on staffing incentives and the information FBOP submitted to GAO in March 2023 related to the assessment. FBOP now provides the requested information. Please see the following attachments: "Attachment 1 Staffing_GAO 21-123," "Attachment 2 Staffing_GAO 21-123," "BOP Staffing Current State Assessment FINAL," "FINAL Incentives Playbook_All Resources_June 13," "Fully executed contract 2_Redacted," "Interviews and Survey Results," "NTT DATA Response to BOP Staffing Risk Management 04062021 Final," "SOW-BOP Staffing Risk Management_l," and "STATEMENT OF WORK." (2) OIG requests that FBOP provide an update on the contractor's or FBOP's analysis of staffing incentives since March 2023, whether submitted yet to GAO or not; The FBOP is currently analyzing the agency's usage and effectiveness of both recruitment and retention incentives. This analysis is ongoing. Therefore, FBOP will provide its analysis to OIG when completed. (3) OIG requests any reports submitted to Congressional appropriation committees related to staffing. See the following attachments: "FY23 BOP Vacancies at Facilities CRPT Package," "FY 2023 BOP CRPT Vacancies at BOP Facilities — Attachment," and "FY 2023 CRPT BOP FSA Implementation Q2 Hill Letters Package - WF220990." (4) OIG requests that FBOP implements the staffing tool for all BOP professions. Currently, the Automated Staffing Tool is a workforce planning tool that remains in development and testing. Position recommendations for the following departments have been completed and remain in ongoing testing and feedback stages: Correctional Services, Correctional Systems, Chaplaincy Services, Education, Food Service, Health Services, ITDD, Recreation, Safety, and Unit Management. EFTA00141298 All other disciplines are tentatively scheduled to be completed by October 2024. It is anticipated that the workforce planning tool will be fully utilized beginning in October 2024. (5) OIG requests FBOP to provide an analysis of whether the new incentives mentioned in its previous status update have made an impact on the staffing shortage, and what additional proposals, including any legislative proposals to address pay rates in certain localities, are being considered by the BOP to fully address the staffing shortage. Additional time will be required to determine the effect of those incentives implemented during the current fiscal year. However, it should be noted the FBOP was approved for nation-wide direct-hire authority by the Office of Personnel Management (OPM) on May 13, 2024. This will assist the FBOP in filling vacancies in the future. FBOP is working with the Department of Justice on a nationwide special salary rate request for our institution positions. Recommendation Seven: The BOP should evaluate its cell search procedures and make changes as may be appropriate to improve those procedures through policy, training, or other measures. OIG Analysis: The BOP's update is partially responsive to the recommendation. The update for Recommendation 5 is related to Lieutenant Rounds and not cell searches. The update does not indicate that the BOP has or will evaluate its cell search procedures and make any necessary changes to improve those procedures through policy, training, or other measures. The update only addresses the logging of cell searches within TRUSCOPE rather than evaluating its cell search procedures. The OIG will consider whether to close this recommendation after the BOP (1) completes the evaluation of using TRUSCOPE to log cell searches; (2) otherwise evaluates its cell search procedures and makes any appropriate changes to improve those procedures; and (3) provides a description of the training referenced in its response, sample training materials for OIG to review, and confirmation that the training is in effect. FBOP's Response: FBOP's Correctional Programs Division has evaluated current policy and training as related to cell searches. FBOP has concluded that cell search requirements, including appropriate documentation requirements via TRUSCOPE, are clearly outlined in two separate current policies: Program Statement 5500.15, Correctional Services Manual, and Program Statement 5521.06, issued January 2, 2018; and the Searches of Housing Units, Inmates, and Inmate Work Areas, issued on June 4, 2015. In addition to the general requirements for conducting cell searches contained in the above program statements, an institutional supplement is required for Security Inspections at each institution detailing specific local procedures. Locally, specific post orders are developed which include search requirements and documentation requirements. Current policy and training are adequate to convey the specific requirements for conducting cell searches. Further review indicates that specific training exists for conducting cell searches and is included in the below training curriculums. Initially, all staff receive specific training on cell searches during Introduction to Correctional Techniques, Phase I. Additionally, in January 2020, Back to Basics training was implemented as mandatory training for all institution employees. Back to Basics is an annual in-person training which includes a set curriculum with practical exercises. The sections listed below specifically include cell searches and practical exercises. EFTA00141299  • (Initial) Introduction to Correctional Techniques (ICT) Phase I, Tab 22: Conducting Searches. See attachment "ICTPhasel-Tab 22-IG." • (Annual) Back 2 Basics Managing Housing Units Part I - Conduct searches of the housing unit to include cell searches. See attachment "7-B2B-Managing Housing Units Part I-Lesson Plan-FY2024." • (Annual) Back 2 Basics Managing Housing Units Part 2 - Conduct searches of the housing unit to include cell searches (Practical Exercise). See attachment "8-B2B- Managing Housing Units Part II-Lesson Plan-FY2024." Therefore, because FBOP has demonstrated completion of its evaluation of using TRUSCOPE to log cell searches and its evaluation of cell search procedures, and has provided a description of training referenced, including confirmation that the training is currently in effect, FBOP now respectfully requests closure of this recommendation. Recommendation Eight: The BOP should enhance existing policies regarding institutional security camera systems to ensure they specifically state that such systems must have the capacity to record video and that BOP institutions must conduct regular security camera system functionality checks. OIG Analysis: The BOP's update is responsive to the recommendation. Accordingly, the OIG will consider whether to close this recommendation after the BOP (1) finalizes the policy updates referenced in its update; and (2) provides the finalized policies to the O1O for review. FBOP's Response: FBOP is currently in the process of making modifications to Program Statement 4200.12, Facilities Operations Manual; and Program Statement 5500.15, Correctional Services Manual, to include protocols and ensure accountability regarding various aspects of the FBOP's camera systems including but not necessarily limited to functionality, documentation, and repair. Because revisions to Programs Statements must follow the normal FBOP development and Union negotiation process, they are subject to change. FBOP will provide further updates pertaining to these revisions as they become available. To ensure immediate action, a joint memorandum (from FBOP's Administration Division and Correctional Programs Division) was sent to all CEOs addressing the Security Camera Monthly Report. The new report is now in use and became effective June 1, 2024. See attachments "Camera Report Implementation signed" and "Security Camera Report Template." EFTA00141300  FY2024 BACK 2 BASICS Instructor Guide LESSON: MANAGING HOUSING UNITS, PART I LENGTH: 1 Hour 30 Minutes (Recommended) INSTRUCTOR-TO-PARTICIPANT RATIO: 1:10 OBJECTIVES: Given the specific and general post orders of a housing unit, participants will be able to: • Discuss the objectives and expectations of post orders • Perform duties of a correctional post • Account for inmate work detail • Account for inmates on a pass system (if applicable) • Locate an absentee inmate • Conduct rounds in the housing unit • Conduct a fire and security check in the housing unit • Conduct searches of the housing unit to include cell searches • Identify procedures for confiscating and disposing of contraband • Conduct a bed book audit METHOD OF ASSESSMENT: • Knowledge Checks • Group Discussion PREREQUISITES: Back 2 Basics, Overview and Expectations INSTRUCTOR MATERIALS: • Lesson Plan • Copy of General and Specific Post Orders for local housing unit(s) • A Day in the Life of TRUSCOPE, PDF • Daily Security Check/Inspection Form, local • Inmate Accountability, Supplement • Security Inspections, Supplement • Inmate Personal Property, Institutional Supplement • Commissary List, local • List of authorized items for inmate personal property • Census Check Report, local example • Change Sheet, local example • Detail Roster, local example • Outcount, local example • Sample photocopies showing front and reverse of Inmate Picture Card • Sample photocopies of Bed Book pages Back 2 Basics 1 Managing Housing Units, Part I EFTA00141301  FY2024 BACK 2 BASICS Instructor Guide • Search log • Toolbox/Carrier with screwdrivers (Phillips and flathead) • Mirror • Flashlight • Keys to area(s) being searched • Probing devices • Metal detector • All other additional tools used to conduct area and cell searches STUDENT MATERIALS: Participant Manual, one (1) per participant, to include: • One (1) copy for each shift of Specific Post Orders, Housing Unit — local institution • One (1) copy for each shift of Special Post Orders, Housing Unit — local institution • List of authorized items for inmate personal property • Commissary list, local • Daily Fire and Security Inspection Form, local • Pencil(s) Group Resource Manual, one (1) per group, to include: • Inmate Accountability, Institution Supplement • Inmate Personal Property, Institution Supplement • Title and Location of Post Orders Form • Post Order Review Sheet • A Day in the Life of TRUSCOPE, PDF • All Program Statements located in the housing unit post orders, local • All Institution Supplements located in the housing unit post orders, local • Any other documentation to include local procedures that may be used to support the lesson Activities, one (1) copy for each group, to include: • Activity #1— Locating an Absentee Inmate • Activity #2 — Conducting Rounds in the Housing Unit • Activity #3 — Conducting Fire and Security Checks • Activity #4 — Conducting Searches of the Housing Unit and Inmate Cells REFERENCES: • P.S. 3420.11, Standards of Employee Conduct • P.S. 5270.09, CN-1 Inmate Discipline Program • P.S. 5270.11, Special Housing Units • P.S. 5500.14, CN-1, Correctional Services Procedures Manual • P.S. 5500.15, Correctional Services Manual • P.S. 5521.06, Searches of Housing Units, Inmates, and Inmate Work Areas Back 2 Basics 2 Managing Housing Units, Part I EFTA00141302  FY2024 BACK 2 BASICS Instructor Guide • P.S. 5566.06, CN-1, Use of Force and Application of Restraints • P.S. 5580.08, Inmate Personal Property • P.S. 5580.09, Inmate Property Claims • Introduction to Correctional Techniques (ICT) Phase I, Tab 17: Counts, Checks, and Accountability Resources • Introduction to Correctional Techniques (ICT) Phase I, Tab 22: Conducting Searches • SENTRY General Use Technical Reference Manual • Inmate Accountability, Institution Supplement, various institutions • Inmate Personal Property, Institutional Supplement, various institutions APPENDIX: No POWERPOINT: No RECOMMENDED INSTRUCTORS: Housing Unit Officer and Captain or Lieutenant. SPECIAL NOTES: It is critical to review the lesson plan thoroughly prior to delivery. Be prepared with all local information and documentation to present at times indicated throughout the lesson. Back 2 Basics 3 Managing Housing Units, Part I EFTA00141303  FY2024 BACK 2 BASICS Instructor Guide LOGISITCS: This course, Managing Housing Units, is divided into two (2) parts, Part I and Part II. Participants must complete both parts to receive training credit. Part I of this lesson should be conducted at a common area for employees only. The area should be a confined area for open discussion about sensitive issues and topics. Examples of areas to conduct Part I include a training center, a classroom, or a visiting room. Part II of this lesson should be conducted inside a housing unit. The purpose of Part II of the lesson will be to conduct or assist with at least one (1) or all of the following practical exercises as indicated by the Warden: • Area search • Cell search • Irregular Round • Bed Book Audit • Fire and Security Check PRIOR TO INSTRUCTION: 1. Read all components of the curriculum (i.e., lesson plan and activities.) 2. Refer to the Warden or other delegated official for the specific location of Part I and Part II of the lesson. Consider the approximate time it will take to move from the location of Part I to the location of Part II (if applicable). Plan accordingly. 3. Print all documents to represent your local facility for the Participant Manual. 4. Print all documents to represent your local facility for the Group Resource Manual. 5. Prepare for instruction. This includes addressing the following: • Number of Participants: Determine how many participants will be in attendance. • Participant Manual: Using the number of participants in the class, copy the number of student packets you will need (one per participant) to conduct the training. Note: Since participants will not be writing on these manuals, you may use them again for other scheduled classes of Managing Housing Units. • Group Resource Manual: Determine how many groups of five (5) participants will be in the class. Make copies, one (1) for each group, to conduct the training. Note: Since participants will not be writing on these manuals, you may use them again for other scheduled classes of Managing Housing Units. • Activities: Copy the number of activities needed; that is, one (1) activity for each group. Participants will write on these activity sheets, therefore, you will need to make additional copies for other scheduled classes of Managing Housing Units. 6. Take all printed materials to the training site identified for Part I of this course. Back 2 Basics 4 Managing Housing Units, Part I EFTA00141304  FY2024 BACK 2 BASICS Instructor Guide SPECIAL NOTE: Accountability of Materials: All materials should be collected, accounted for, and removed from the location when training and/or practical exercises are conducted in the presence of inmates. Absolutely NO materials should be in circulation for Part II of this lesson. AT THE TRAINING SITE: 1. Identify locations for small groups (and group discussion). Place a Group Resource Manual in each group location. 2. Identify the seating of the groups. Place a Participant Manual at each seat. 3. Once all participants have arrived, divide the participants into groups of five (5). It is highly recommended that each small group be a mixture of at least one (1) employee in correctional services (any grade) plus a combination of other disciplines. 4. Allow groups to form and settle in their seats before you begin instruction. Back 2 Basics S Managing Housing Units, Part I EFTA00141305  P12024 BACK 2 BASICS Instructor Guide I. INTRODUCTION For this module of Back 2 Basics, we will be reviewing policy and procedures for effectively performing duties when managing a housing unit. Note: Refer to the Participant and Group packets. Note: Describe the logistics of the training. This should include start time, stop time, breaks, location change (if applicable), etc. Note: Ask if there are any questions before continuing. Address all questions. II. POST ORDERS A. General Post Orders Note: Instruct participants to look at their individual packets for specific post orders. Post Orders describe all procedures and any special instructions regarding a specific post. Per Program Statement, Correctional Services Procedures Manual, post orders must be based on Bureau and institution policies, must state each post's duty hours, and must be prepared under the Captain's supervision and direction. Note: Discuss procedures for reviewing and signing post orders in the Lieutenant's office. Discussion: What is the procedure if there is no opportunity to review post orders? In these cases, it is the responsibility of the employee to inform the employer of the fact they have not been able or afforded the opportunity to read such orders. The employer will then advise the employee of the general requirements of the post and answer any questions. Employees assuming posts under these circumstances still have the responsibility of exercising sound correctional judgment based upon their training and experience and will make reasonable efforts to read the post orders as soon as practicable. Note: Refer to the Group Resource Manual. Ask them to take a look at the Title and Location of Post Orders and Post Order Review Sheet noting the areas where signatures are needed. Ask if there are any questions before continuing. Each post order will contain instructions regarding the immediate action an employee should take in an emergency situation. These "first responder" instructions should contain specific action steps including, but not limited to, containment, employee protective considerations, and emergency reporting protocols. Particular requirements regarding assaultive inmates, suicides, fires, evacuation routes, and other "immediate" response emergency situations are addressed and are consistent with the corresponding Emergency Plan. Back 2 Basics 6 Managing Housing Units, Part I EFTA00141306  Pi'2024 BACK 2 BASICS Instructor Guide B. Specific Post Orders Note: Refer to the Group Resource Manual as needed for the next section. All post orders contain five (5) separate sections in the following order: Section 1: Activities listed chronologically with responsibilities clearly defined. Section 2: Special instructions relating to the specific post. Section 3: General Post Orders - applicable to all posts. Section 4: List of Program Statements and Institution Supplements relevant to the post. Section 5: Employee Signature sheet. Post orders and log books are confidential documents and should never be left unattended or in an area accessible to inmates. They must be secured at all times when not in use by employees. Knowledge Check: Where are the Post Orders located in housing units at this institution? Knowledge Check: Where should you log pertinent information regarding inmates? Note: Ask if there are any questions regarding Post Orders. Upon completion of discussion, continue with instruction. III. ASSUMING DUTIES OF A CORRECTIONAL POST Discussion: What are some of the first things you must do upon arriving? A. Begin Logging Documentation According to the Correctional Services Procedures Manual and our identified post orders, you must begin logging documentation in TRUSCOPE. Items that must be logged upon assuming the post include: • Date • Shift • Base count of the unit (number of inmates) • Your name (printed legibly) • Key ring number • Number of keys • Equipment • Details about the fire alarm panel (indicating if it is operational) Back 2 Basics 7 Managing Housing Units, Part I EFTA00141307  FY2024 BACK 2 BASICS Instructor Guide Knowledge Check: What should you do if the fire alarm panel is not operational? B. Contact Control In addition to logging in the details of equipment, you should contact Control and, with their approval, • conduct a test of your radio/body alarm, and, • verify the unit count. C. Dial in with the Operations Lieutenant Once the base documentation is logged, you may contact the Operations Lieutenant or dial in for a briefing. It is at this time you should address any questions or concerns you may have about the shift. Note: Discuss local procedures for contacting Operations Lieutenant upon assuming duties. IV. ACCOUNTABILITY OF INMATES ON DETAIL Accounting for inmate work detail is a crucial part of inmate accountability as all departments and locations throughout the institution are responsible. If an inmate on your work detail is missing, the inmate is considered 'absent' and you should follow all procedures for locating the absentee inmate. Each detail supervisor should carry the updated and current electronic printout with them throughout the day. Note: Refer to your institution's procedures for printing and collecting Detail/Crew Kit Cards. A. Detail/Crew Kit Cards The Detail Crew Kit on BOPWARE will automatically be updated to reflect new admissions and any job or quarter's changes via SENTRY. Each crew kit has current detail cards on all inmates assigned to the detail. The printouts are never to be left unattended or in an area accessible to inmates. At a minimum, crew kit cards provide: • Names of the inmates; • Register number; • Current photo (a new photo must be made whenever an inmate's appearance changes); • Job assignment; • Quarters assignment; • Custody level; and • Any special conditions. Back 2 Basics 8 Managing Housing Units, Part I EFTA00141308  FY2024 BACK 2 BASICS Instructor Guide Inmates will never be allowed to handle detail/crew kits and/or the cards assigned to the kits. Note: Discuss how to identify an inmate that is on the posted picture file. The inmate is identified with an asterisk. Note: Discuss local procedures for reporting discrepancies in detail/crew kit cards. Note: Discuss the shift/responsibility for collecting the detail/crew kits for your local institution. Note: Discuss the specific location where the detail/crew kits can be found in the housing units (e.g., top drawer in desk of officer's station, etc.). B. Detail Accountability Checks Detail accountability checks are conducted to identify inmates in unauthorized areas, and to determine the presence and accuracy of detail cards (crew kit cards). AM/PM census checks will be documented on Daily Fire and Security Inspection Reports. You must conduct an AM/PM census of all inmates assigned to your area during each work period. Any discrepancies found during the census will be recorded on the inspection report and must be reported to the Operations Lieutenant immediately. C. Excusing Inmates from Detail Knowledge Check: Who can authorize excusing an inmate from work? The Associate Warden overseeing the department maintains the sole authority to "lay in" a Work Detail. Detail Supervisors are not authorized to release inmates from their assigned details prior to the end of normal working hours. As an additional note, Detail Supervisors will not make sick call appointments for inmates. V. LOCATING AN ABSENTEE INMATE If you are responsible for managing the housing unit, it is your responsibility to locate the inmate on your work detail. With that in mind, make proper notifications and take appropriate action against the inmate right away. Knowledge Check: What are the steps to take if inmates are missing or absent from their work? Note: Allow input from employees before continuing. Back 2 Basics 9 Managing Housing Units, Part I EFTA00141309  FY2024 BACK 2 BASICS Instructor Guide Per Program Statement 5500.14, inmates who are missing or absent from their work details should be located in the following manner: 1. Take immediate action to locate the inmate if the inmate does not report to work as scheduled within ten (10) minutes or fails to return from an appointment. 2. Exhaust all avenues of locating the inmate by calling appointments, the inmate's assigned housing unit, visiting room (if applicable), and Health Services. If the absent inmate cannot be located after ten (10) minutes, notify the Lieutenants Office. At this point, the Lieutenants Office will assume responsibility for locating the inmate. 3. The Lieutenant will ensure proper notifications are made and proper action is taken when the inmate is found. Note: Discuss the following in as much detail as needed for your location. A. Daily Change/Transfer Sheet The Daily Change/Transfer Sheet is a SENTRY generated list which denotes changes in an inmate's status. This sheet must be published each regular work day. It includes changes in the following: • Housing unit; • Job assignment; • Medical idle; and/or, • Convalescence which exceeds one (1) day. Note: Identify where and how employees can locate the Daily Change/Transfer Sheet in your local housing units. B. Inmate Callouts The Call-Out sheet lists appointments inmates have with employees and is produced by SENTRY. As you know, it lists the reporting time and physical area where inmates are scheduled to report. The Call-Out sheet is made available to employees and posted in the inmate housing units. The employee who places the inmate on call-out must ensure the requested inmate arrives at the specified time. Discussion: Who is responsible for ensuring the inmate arrives to the callout at the specific time? Note: Identify where and how employees can locate the Inmate Callouts in your local housing units. Back 2 Basics 10 Managing Housing Units, Part I EFTA00141310  FY2024 BACK 2 BASICS Instructor Guide C. Sick Call Discussion: What are times and days for Sick Call? For Sick Call, inmates will report to the Health Services Department. When an inmate, for medical reasons, is excused from work, Health Services employees will issue two (2) copies of the Medical Idle Authorization to the inmate. The inmate will retain one copy of the idle and deliver the second copy to the Housing Unit Officer. Knowledge Check: Who is responsible for notifying the work supervisor of the inmate's idle status? The Unit Officer will notify the work supervisor of the inmate's idle status. Once an appointment is made, the inmate will return to their unit until the assigned appointment. Inmates will return to Health Services during the assigned movement and remain there until released by the Health Services employees. D. SENTRY Discussion: What are the SENRY functions that may be used for locating an inmate? Some of the most notable options include PP42/PP44, Current Assignments and PP37, History. Note: Discuss any additional SENTRY options, as needed or mentioned by employees. VI. ACTIVITY #1— LOCATING AN ABSENTEE INMATE Note: Distribute the worksheet for Activity #1 — Locating an Absentee Inmate, one (1) per group. Facilitate the activity using the instructor notes provided. Upon completion, continue instruction. VII. CONDUCTING ROUNDS A. Irregular Rounds Every employee is responsible for the custody, control, supervision, and accountability of all inmates in their area of responsibility and supervision. Housing unit posts should make irregular rounds of the units they are assigned. Although there are no scheduled rounds when moves are open, it is imperative to make rounds for the security and orderly operation of the institution once moves are closed and the unit is locked. Upon completion of each round, notification of completion and any additional notes should be logged Back 2 Basics 11 Managing Housing Units, Part I EFTA00141311  FY2024 BACK 2 BASICS Instructor Guide into TRUSCOPE. Note: Discuss any additional local procedures for conducting rounds. B. Rounds During Lock Down Status in the Housing Unit Per policy, when inmates are in lock down status, rounds must be conducted at least once in the first 30 minute period of the hour (example, 12:00 a.m. — 12:30 a.m.) followed by another round in the second 30 minute period of the same hour (example, 12:30 a.m. — 1:00 a.m.). This ensures that an inmate is observed at least twice per hour. These rounds are to be conducted on an irregular schedule and no more than forty (40) minutes apart. Note: Clearly define lock down status as applicable to housing units during normal operations. VIII. ACTIVITY #2 — CONDUCTING ROUNDS IN THE HOUSING UNIT Note: Distribute the worksheet for Activity #2 — Conducting Rounds in the Housing Unit, one per group. Facilitate the activity using the instructor notes provided. Upon completion, continue instruction. IX. CONDUCTING FIRE AND SECURITY CHECKS Each detail supervisor or departmental employee will conduct a daily security and fire inspection of their assigned area. The result of these inspections will be submitted on your local Daily or Weekly Security and Fire Inspection Report. Employees will use TRUSCOPE to log in the time conducted and findings, if applicable. The areas listed on the Daily Security and Fire Inspection Report should be completed at the conclusion of each manned shift. Knowledge Check: When should the Daily Fire and Security Checks be conducted? Note: Provide any feedback and/or procedures for your local facility. A. Fire and Security Inspection Report, Daily While managing a housing unit, you will be expected to perform the fire and security inspection in accordance with outlined procedures. Upon completion of the inspection, you will document your findings in TRUSCOPE noting any discrepancies found, along with the action taken to address the problem. If the discrepancy is considered significant or major, you will contact the Lieutenant's office immediately. Note: Refer to the Participant Manual for the Daily Fire and Security Inspection Report. Back 2 Basics 12 Managing Housing Units, Part I EFTA00141312  FY2024 BACK 2 BASICS Instructor Guide Discuss how to document findings once the inspection is completed. B. Security Work Orders/Requests If you find a safety or sanitation issue which requires corrective action, you should note the problem on the form and submit a written work request to get the problem fixed. Note: Identify the location of the work order form and the local procedures for submission. C. Memoranda A memorandum is used to document safety issues encountered during your checks. Discussion: Who should receive a copy of this memorandum? X. ACTIVITY #3 — CONDUCTING FIRE AND SECURITY CHECKS Note: Distribute the worksheet for Activity #3 — Conducting Rounds in the Housing Unit, one (1) per group. Facilitate the activity using the instructor notes provided. Upon completion, continue instruction. XI. CONDUCTING SEARCHES OF THE HOUSING UNIT A. Searches of the Housing Unit The inspection of a housing unit is primarily designed to detect contraband, prevent escapes, maintain sanitation standards, and to eliminate fire and safety hazards. Frequent and irregular searches should be conducted of all inmate living areas to include: • Cells • Cubicles • Storage rooms • Supply rooms • Common areas • Plumbing accesses • Walls • Plumbing fixtures • Showers, to include drains • Additional locations not mentioned above The employee assigned to the area will be responsible for noting the date, time, results, and name of searching employee according to local procedures. Searches of the inmate living areas will be conducted frequently and properly documented in TRUSCOPE. Back 2 Basics 13 Managing Housing Units, Part I EFTA00141313  FY2024 BACK 2 BASICS Instructor Guide Note: Identify how searches of the housing unit should be documented at your local facility. Approaches to conduct searches in all areas of the housing unit include: 1. Visual A visual inspection must be conducted inside the unit for items such as bent or spread bars, broken welds, cracked or cut bars, and any sign of steel filings. Any other evidence of tampering or weakness such as fresh paint or discolored areas is to be thoroughly investigated. 2. Bar Tapping Accurate bar taps call for the use of a mallet to tap security bars and frames to set up vibrations which, by their deviation from normal sound, would indicate tampering or weakness. All housing unit bars within the institution will be tapped weekly, and this inf