Fifth Judicial District - Department of Correctional Services

DISTRICT POLICIES

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TITLE: Incident Reporting

POLICY

The Fifth Judicial District Department of Correctional Services shall ensure all incidents that jeopardize or have the potential to jeopardize, visitors, staff, offenders, the security of owned and/or operated District buildings, or safety of the community will be reported in a timely fashion to District management staff and Iowa Department of Corrections (DOC) management as needed.

In the event of a critical incident involving any staff member, the District will notify the staff member of access to independent counsel, the requirements for a written incident report, access to a post-critical incident resource team, access to Worker's Compensation benefits, recovery time off with pay, and a well-structured investigation.

Staff who obtain information, are involved in or are witness to an unusual situation involving an offender, noted in the Critical Incidents Defined section of this policy will be required to complete a Critical Incident Report (CIR). Additionally a CIR will be completed by staff in the event of any critical incident at any residential offender-approved destination involving offenders or staff.

In addition to incidents noted in the Critical Incidents Section of this policy, a CIR will also be used when peace officers conduct official business on the grounds or in the buildings owned and/or operated by the district involving an arrest, investigation or other formal contact with staff and/or offenders, medical assistance staff, such as paramedic's or Emergency Medical Technician presence on the grounds or in the buildings owned and/or operated by the District, any instance that 911 is utilized or any emergency situation outlined in the Emergency Plan policy.

The staff person involved shall complete a CIR no later than the end of the employee's shift/work day after receiving the information.

All incidents involving physical force are reported fully and promptly by telephone and in writing through the CIR to the employee's immediate Supervisor and the District Director and District's Executive Team for their information and review no later than the end of the employee's shift/work day.

PROCEDURES

  1. All significant incidents taking place within the District, including, but not limited to; acts of violence, escape or attempted escape, hostage-taking, duty-related death or serious injury of a staff member, or other major Institutional and Community Corrections District disruptions, will be reported to IDOC Central Office. During normal working hours, typical reporting channels will be used. During off-duty hours, this reporting will be through a Duty Officer structure.
    1. Department of Corrections Duty Officer
      1. The Director shall select Central Office staff to serve as the Department of Corrections Duty Officer and shall establish a rotating schedule.
      2. The schedule, which shall include all necessary contact information for the IDOC Duty Officer, shall be provided to all Institutions and Districts. The primary contact telephone number for the IDOC Duty Officer is 515-725-5796.
      3. Most circumstances require only notification through the ICON Critical Incident Report module. Certain, specified, incidents require timely notification via telephone. If circumstances do not allow the Duty Officer to answer on initial contact and the issue requires immediate response, the backup order of contact is:
        1. The Public Media Relations Director 515-360-9300
        2. Respective Regional Deputy Director
          East- 515-343-7622
          West- 515-681-6259
        3. Opposite Regional Deputy Director
      4. In extremely serious circumstances, the Duty Officer may provide notification of an incident to the Governor's Office.
      5. Nothing in this policy precludes the appointment of Central Office personnel to an on-site crisis management assignment.
    2. Local Duty Officers
      1. The District Director shall identify a local Duty Officer to be available to Residential and Field Supervisors in times of crisis and for consultation and notification during unusual management situations.
      2. The District Duty Officer shall be provided with a cell phone or pager to facilitate timely contact with all Residential and Field Supervisors and shall be provided with necessary contact information for the IDOC Duty Officer.
    3. For reporting purposes, incidents will be organized into incident priority levels of seriousness. The three levels are defined below:
      1. Priority I incidents: Those considered more serious in nature. Where telephone notification is required, notification shall be made as soon as possible. Notification will be by the Supervisor or Manager on duty or the on call Supervisor to the District Director or appropriate Assistant Director who will notify the Regional Deputy Director during normal working hours or the Central Office Duty Officer during off duty hours. Notification for all other situations may be by email. An incident summary shall be submitted in the CIR module as soon as practical after the incident. Telephone notification, even when not required, may be made in any circumstance in which reporting staff believe the incident may result in significant public or media attention or in which immediate assistance is needed.
      2. Priority I Residential Community Based Corrections incidents are those that include, but are not limited to, the following:
        1. Assault – On civilian or staff member and includes assault by throwing substances. An assault resulting in serious injury to a civilian or staff member requires telephone notification. Assaults on offenders shall be reported as a Critical Incident. Extremely serious assaults which result in potentially life threatening injuries require telephone notification.
        2. Death – Civilian or employee death in which the onset of the illness or injury occurs at the facility. Offender suicides and death by other than natural causes. Death in this category requires telephone notification.
        3. Death – offender by natural causes. This category includes deaths believed caused by disease or medical condition.
        4. Escape – telephone notification only in the event of a forcible felon or sex offender
        5. Hostage – telephone notification.
        6. Serious Disturbance/Riot – telephone notification.
        7. Life Threatening Medical Issue – offender life threatening medical condition. Civilian or employee life threatening condition in which the onset of the illness or injury occurs at the facility requires telephone notification.
        8. Sexual Assault – offender sexual contact with any person without his or her consent, or with a person who is unable to consent or refuse. Offender on staff or staff on offender sexual act or behavior of a serious nature directed toward a staff/offender. Telephone notification is required in the case of staff or assault of a civilian at the facility.
        9. Public Attention - any occurrence, including criminal activity that may result in unusual level of public, political or media attention. Phone notification shall be made in cases of extremely serious criminal conduct.
        10. Discharge of Firearm – by a staff on CBC property or in the community. Does not include the discharge of a firearm in the course of training.
      3. Priority I Field Community Based Corrections incidents are those that include, but are not limited to, the following:
        1. Assault – On civilian or staff member and includes assault by throwing substances. An assault resulting in serious injury to a civilian or staff member requires telephone notification. Assaults on offenders shall be reported as a Critical Incident. Extremely serious assaults which result in potentially life threatening injuries require telephone notification.
        2. Death – Civilian or employee death in which the onset of the illness or injury occurs at the CBC complex/unit or in the performance of duties. Civilian or employee death in this category requires telephone notification.
        3. Life Threatening Medical Issue - Civilian or employee life threatening medical condition in which the onset of the illness or injury occurs at the CBC complex/unit or in the performance of duties.
        4. Public Attention - any occurrence, including criminal activity that may result in unusual level of public, political or media attention. Phone notification shall be made in cases of extremely serious criminal conduct.
        5. Discharge of firearm- by a staff on CBC property or in the community. Does not include the discharge of a firearm during training.
      4. Priority II Residential Community Based Corrections incidents are those that include, but are not limited to, the following:
        1. Criminal Conduct resulting in a criminal charge – any offense committed by a civilian inside a facility. Any offense committed in or out of a facility by an employee or offender.
        2. Medical issue – offender serious medical condition that requires hospitalization beyond emergency room treatment Civilian or employee medical condition requiring emergency room treatment or hospitalization in which the onset of the illness or injury occurs at the facility.
        3. Serious contraband – weapons possession by an offender.
        4. Facility outages/failures – power outages, flood or other natural disasters.
        5. Vandalism/Damage to property resulting in significant financial loss.
      5. Priority II Field Community Based Corrections incidents are those that include, but are not limited to, the following:
        1. Serious contraband – possession of a firearm by an offender.
        2. Death – of offender.
        3. Criminal Conduct resulting in a criminal charge- Any offense committed by an employee.
        4. Facility outages/failures – power outages, flood or other natural disasters.
      6. All other incidents will be categorized as Priority III and are for intra-district use.
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