This Department Order ensures that security responsibilities at Department institutions and contract beds include regular inspection of security devices to ensure that they remain in good working condition and that supervisory and other management personnel conduct regular inspections and tours.

1.1    Wardens and Deputy Wardens shall ensure that:

1.1.1    Any staff member noting a deficiency in a security device immediately reports that deficiency to a member of the security staff. Security staff shall note whether the deficiency has been reported to the Chief of Security. If the deficiency has not been reported they shall report it. The Chief of Security shall ensure that repairs are made in a timely manner.

1.1.2    Staff inspects all security devices in their areas of responsibility, during their shift and notes the results in permanent logs and journals, including any deficiencies and the action taken to resolve them. Any deficiencies of a serious nature shall be reported to the shift supervisor immediately.

1.1.3    The Chief of Security or designee conducts a comprehensive weekly review of security devices and submits a monthly report of any deficiencies and action taken to their supervisor or their supervisor's designee.

1.2    Institutions/units shall maintain a current file of documentation relating to inspections, maintenance requests, follow-up action, and preventive maintenance programs at each institution or unit.

1.3.1    Deficiencies needing immediate attention shall be immediately reported to the Shift Commander. All deficiencies and the action taken to resolve shall be documented in the Correctional Service Journal and cross-referenced with an information report and work order if applicable.

1.3.1.1    Work orders shall be documented on a Maintenance Work Order Request, Form 403-2, and forwarded to maintenance personnel in accordance with Department Order #403, Maintenance System.

1.3.1.2    Maintenance personnel shall be contacted to effect immediate repairs if needed.

1.3.1.3    Information Report numbers shall be written in the Correctional Journal and on the corresponding work order.

1.4    The unit Chief of Security/designee shall ensure that:

1.4.1    Staff assigned to areas using security devices conduct and document inspections of each device during each shift.

1.4.2    A comprehensive weekly review of security devices is conducted, to include areas of egress/ingress to unit structure and perimeter areas and submit a monthly report to the Warden or Deputy Warden of any deficiencies and action taken.

1.4.3    Monthly inspections/inventories of emergency key sets and locking devices are conducted and documented in accordance with Department Order #702, Key Control.

1.4.4    A current file of documentation relating to inspections, maintenance requests, follow-up actions, and preventive maintenance programs within the institution/unit is maintained.

703.02    INSPECTIONS AND TOURS OF INSTITUTIONS, UNITS AND CONTRACT BEDS Wardens, Deputy Wardens and supervisory staff shall conduct inspections of their areas of responsibility.

1.1    Formal Inspections - Wardens, Deputy Wardens shall conduct frequent formal inspections of the institution/unit.

1.1.1    Inspections shall be conducted at varying hours of the day and night so that each work shift in each unit is inspected no less that once each quarter.

1.1.2    Inspections shall not be restricted to certain hours or routines’ rather, they shall be unscheduled and announced and unannounced.

1.1.3    The inspector shall conduct casual, unstructured interviews of staff and inmates.

1.2    Required Institution Tours - In addition to formal inspections, Deputy Wardens, Associate Deputy Wardens and Chiefs of Security shall spend a minimum of ten hours per week to equal an average of two hours per day touring their unit.

1.2.1    Tours shall include:

1.2.1.1    Housing units.

1.2.1.2    Health units.

1.2.1.3    Kitchens and dining rooms.

1.2.1.4    Inmate work areas and classrooms.

1.2.1.5    Warehouses and storage areas.

1.2.1.6    Visiting areas and rooms.

1.2.1.7    Maintenance areas.

1.2.1.8    Attending shift meetings.

1.2.2    Time during the tour shall be devoted to speaking with staff at their posts and inmates on an informal basis.

1.2.3    Twice each month, tours shall be conducted on the swing and graveyard shifts.

1.2.4    Attention shall be given to visitation issues, including but not limited to, staff demeanor and the consistent enforcement of visitation rules.

1.2.5    Attention shall be given to sanitation issues, staff grooming and uniform compliance, inmate grooming and the overall attitude of staff and inmates.

1.2.6    A report, by exception, shall be submitted to the Warden if information gathered during the tour constitutes a breach of the following:

1.2.6.1    Security operations.

1.2.6.2    Security device inspections and/or practices.

1.2.6.3    Compliance of Department Code of Conduct.

1.2.6.4    Staff/inmate relations.

1.2.6.5    Supervisor/subordinate officer communications.

1.2.6.6    Supervisor/subordinate professional relationships.

1.3    Warden Tours - Wardens shall tour each shift at least once per month and provide a report, by exception, to the appropriate Regional Operations Director with an assessment regarding any breach of the following:

1.3.1    Security operations, security device inspections and/or practices.

1.3.2    Professional conduct of staff (sexual harassment, hazing, discrimination and/or favoritism, etc.).

1.3.3    Supervisor/subordinate relationships.

1.3.4    Staff rotation.

1.3.5    Deputy Warden performance and communication.

1.4    Duty Officer Tours - On-site duty officers shall interview employees on post, as they tour all units as mandated. The on-site duty officer shall submit a written report, by exception, to the Warden if any of the following are observed during their tours: sexual harassment, unprofessional conduct, over-familiarity by staff-to-staff and/or staff-to-inmates.

1.5    EEO Liaison Tours/Shift Meeting Attendance

1.5.1    Each institution/unit EEO Liaison shall attend each shift's meetings and conduct tours on all shifts on a monthly basis, to ascertain if any problems exist among employees, which have not been elevated to or addressed by management.

1.5.2    The EEO Liaison shall submit to the Warden a monthly report that summarizes the findings of the tours and meetings with employees. The report shall address observations and concerns about sexual harassment, unprofessional conduct of staff (to include hazing, discrimination and favoritism), staff/inmate relationships, and supervisor/subordinate officer communication and professional relationships. A copy of the report shall be forwarded to the Human Services Administrator.

1.6    Contract Beds Inspections - Contract beds shall be inspected pursuant to Department Order #106, Contract Prisons. Department Monitors assigned to contract beds are required to complete inspections in accordance with this Department Order.

1.7    Contract Beds County/City Jail Inspections - Department representatives shall, with timely notice, be entitled to review and inspect a contract facility, its program operation and those records which pertain to the program funded by the Agreement during the terms of the contract.

1.7.1    A representative of the Department may visit a contract facility or any inmate work site at any time to check on the inmates. Department representatives shall visit the facility at least once a month to communicate with officials and the assigned inmates.

1.8    Daily Inspections - Line supervisory staff shall conduct daily inspections of their areas of responsibility in order to assess inmate morale and the quality of their care and supervision, and to provide them the opportunity for informal access to key staff.

1.8.1    Inspections, including any deficiencies and the action taken, shall be entered on permanent logs and journals.

Within 90 days of the effective date of this Department Order, Wardens shall:

SECURITY DEVICE - Any apparatus whose function is to restrict entry to or exit from a specific area or location, such as a gate, fence, locking mechanism or alarm system. For the purpose of this Order, security device is; electronic or keyed locking mechanism, security doors, windows or gates, bars, screens, fences, stun and stun lethal fences, microwave, video and communication systems, areas of restricted inmate access (e.g.., sand traps/perimeter drag zones) and any other system designed specifically to restrict inmate access and provide custody control of the inmate population.

703-1 - Inspection/Tour Report

703-2 - Cell Inspection List