Remember that all DJJ staff must review and acknowledge every policy in Power DMS within 30 days of the policy effective date.

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1 Nathan Deal, Governor DEPARTMENT OF JUVENILE JUSTICE Avery D. Niles, Commissioner OFFICE OF LEGAL SERVICES Cindy Wang, General Counsel 3408 Covington Highway, Decatur, GA Telephone: Fax: [404] November 15, 2017 Transmittal #17-11 TO: DJJ Staff FROM: Avery D. Niles Commissioner The following policies have been signed by Commissioner Niles. You may access the policies by using Power DMS. The policies will be available on the intranet at a later date. Remember that all DJJ staff must review and acknowledge every policy in Power DMS within 30 days of the policy effective date. 3.2 Third Party Involvement - This policy replaces the previous version dated 2/24/16 and does not require a LOP. The following changes were executed in this policy: Minor edits. Added provision that a supervisor cannot authorize a strike. 3.3 Inclement Weather and Other Emergencies - This policy replaces the previous version dated 2/24/16 and requires a LOP. The only changes were a definition was updated and some minor edits Standards of Conduct and Ethics - This policy replaces the previous version dated 10/20/14 and does not require a LOP. Attachment A was updated and Attachment C was deleted. Definition of gift was updated and minor edits. Policy acknowledgement process was added. Requirements contained in the updated Executive Order were added (e.g., prohibition against secondary employment that conflicts with duties as a state AN EQUAL OPPORTUNITY EMPLOYER

2 Page 2 employee, prohibition against accepting honoraria, and allowing a third party to pay for reasonable expenses). Employees wishing to participate in political activities must notify the Ethics Officer. Employees are only permitted to have an approved mentorship relationship with youth after the youth s termination and release. Any exemptions from the Governor s Executive Order must be approved by the Governor s Executive Counsel Whistleblowers - This policy replaces the previous version dated 7/31/14 and does not require a LOP. Consultation with the Ethics Officer. Employee reporting of fraud, waste and/or abuse will be advised to report this information to the Employee Relations/EEO Section or the DJJ Ethics Officer if it is reported to another employee This policy replaces the previous version dated 10/20/14 and does not require a LOP. There were no changes to the attachments. Minor edits. If applicable was added to the requirement to include an office phone number in signature line to account for staff that do not utilize an office phone Maintenance, Waste Disposal and Pest Control - This policy replaces the previous version dated 10/5/15 and policy 7.20, Waste Disposal and Pest Control, was merged with this policy. This policy requires a LOP. Policy statement and definitions were updated. Minor edits and the information from policy 7.20 were added. The computerized maintenance program will document and track needed repairs Security Emergency Response Team - This policy replaces the previous version dated 11/12/14 and does not require a LOP. Definitions were updated. Selection process, uniform, hygiene, and training requirements were updated.

3 Page 3 OC spray requirement was used. Notification to the Director of Special Operations was updated. Process specific to reporting and handling a SIR was removed Body Camera Operations This policy replaces the previous version dated 9/20/16 and does not require a LOP. There were no changes to the attachment. Minor edits. The retention schedule for videos classified as restricted was updated Firearms - This policy replaces the previous version dated 12/1/15 and does not require a LOP. The detailed information regarding the surrendering of a weapon, the removal of the weapon from the holster, training, and firearm storage was removed from policy. Minor edits and policy references were updated Transportation Requests for Releases and Transfers - This policy replaces the previous version dated 7/1/14 and does not require a LOP. This policy merges the processes that were previously contained in 10.10, Transportation Services Referrals; 10.11, Secure Movement of Youth; and 10.23, Interstate Transportation, policies with 10.3, Transportation Requests for Releases and Transfers. Attachment A was moved from DJJ 10.11, Secure Movement of Youth. Definition section was updated. Process for requesting the transportation of high risk youth was updated. Process for notification of transportation staff when a youth with a communicable disease is being transported. Process for the transportation of youth s personal items was updated. Procedures for youth that are being transported for release were updated Medical Intake Screening - This policy replaces the previous version dated 6/10/16 and does not require a LOP. Attachment A was updated. Definitions updated.

4 Page 4 The timeframe in which medical staff are required to review and document the Medical Intake Screening was updated Basic Rights and Responsibilities of Youth - This policy replaces the previous version dated 3/15/13 and does not require a LOP. There were no changes to the attachments. Definitions updated. Removed statement requiring youth to report the mistreatment of other youth. Violations of youth s rights will be reported on an SIR. Section regarding youth s rights was updated. Youth s responsibility section was removed because it is covered in Attachment B Grievance Process This policy replaces the previous version dated 10/5/15 and requires a LOP. Attachment B was added. The policy statement and definition section were updated. References to the role of a Grievance Analyst were removed. Timeframe for retrieving and attempting to resolve the grievance issue was updated. Process for grievances addressed to the Director was updated. Process for handling grievances for transferred youth was updated. Duties of the Office of Ombudsman Regional Administrator were added Youth Access to Court and Counsel - This policy replaces the previous version dated 5/20/14 and requires a LOP. There were no changes to the attachment. Policy statement was updated. Required documentation that must be provided for an attorney or other legal representative to visit a youth. The facility Director must request court documents to confirm the attorney s representation. Requirement that law enforcement either fax or a request to meet with a youth was changed to allow any means of written communication.

5 Page 5 Staff will verify the identity of youth s legal representative when placing a call for the youth. The Notice of Right to Bail must be posted prominently in all DJJ facilities and community offices Access to Mail This policy replaces the previous version dated 4/1/13 and requires a LOP. Attachment C was updated and the attachments were reorganized. The definition section was updated and there were other minor edits. Removed the restriction limiting youth to only having five personal letters in their room. Removed parent/guardian responsibility of providing stamps beyond two stamps per week. Removed requirement to read mail, however mail will be inspected for contraband Language Assistance Services - This policy replaces the previous version dated 3/15/13 and requires a LOP. Attachment A was updated. Definitions were updated. Language resources are available using the attached provider list Request for Services This policy replaces the previous version dated 6/10/16 and requires a LOP. There were no changes to the attachment. Definitions were updated, policy was reorganized. Process for the JDC and/or ADO to handle help requests Cooling Off This policy replaces the previous version dated 1/15/12 and does not require a LOP. There were no changes to the attachment. Youth s role in ending the cool off period. Use of Behavior Redirection and Education Activities Classroom (BREAC) was added to the policy. Requirement to check a youth during cool off periods. LOP requirement was removed.

6 Page Release from Secure Facilities - This policy replaces the previous version dated 2/1/12 and requires a LOP. There were no changes to the attachment. Definitions were updated. Selected supervisory staff will be designated, trained, and responsible for all releases. Release process was updated to include the role of the Juvenile Detention Counselor and Community Case Manager in the release process. Process for handling medical records and referrals for youth being released. Process for handling the property of youth transferred to the Department of Corrections. RYDC and YDC release procedures were updated Work Activities for Youth - This policy replaces the previous version dated 1/15/12 and requires a LOP. There were no changes to the attachment. Policy statement was updated. Approved work activities. DJJ secure transport process was updated. Approved use of equipment and supplies. LOP section updated Personal Grooming - This policy replaces the previous version dated 2/1/12 and requires a LOP. There were no changes to the attachments. Policy title and statement were updated. Shower requirements were updated. Removed verbiage regarding youth working in the barber/cosmetology shop because it is covered in other policies Searches in Community Services Offices This policy replaces the previous version dated 6/5/15 and does not require a LOP. There were no changes to the attachment. The policy statement was updated.

7 Page 7 Employees do not have to be searched unless circumstances warrant it Intake This policy replaces the previous version dated 5/20/14 and requires a LOP. The policy statement and definition section were updated. Local juvenile court procedures will include the Intake Officer s role. In offices providing intake services the Community Case Manager are required to inform the youth and parent of the intake steps. Requirement to place Informal Adjustment and Abeyance cases on Administrative supervision was removed. The review of intake decisions was added Pre-Disposition Risk Assessment (PDRA)/Structured Dispositional Matrix (SMD) - This policy replaces the previous version dated 3/15/14 and requires a LOP. There were no changes to Attachment A and Attachment B was added. Definitions and the title of the policy were updated. New attachment referenced in the policy Termination and Extension of Regular Commitments - This policy replaces the previous version dated 8/22/14 and does not require a LOP. Attachment C was added. Process was updated to include approvals from specified Deputy Commissioners for commitment extensions. Information required for an extension was removed and addressed with the addition of Attachment C. 7.20, Waste Disposal and Pest Control Delete the following: The facility/program/office Director will ensure that all staff members are familiar with the contents of the policy manual and receive any training needed to implement the policies and local operating procedures within 30 days of the policy s effective date. (See DJJ 1.4, Establishment and Maintenance of DJJ Policies.)

8 Page 8 Local Policy Coordinators If you maintain printed policy manuals please ensure that the policy manuals in your program are updated accordingly and that staff/volunteers/interns who do not have daily access to the internet receive this information and acknowledge receipt. The DJJ intranet Local Operating Procedures Guidelines should be used in the development of local operating procedures. As a reminder, per DJJ 1.4, Establishment and Maintenance of DJJ Policies, local operating procedures can never instruct staff to disregard official policy or give instructions that are in conflict with official policy. Should you have any questions, please don t hesitate to contact me.