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2018-273-Minutes for Meeting June 27,2018 Recorded 7/5/2018Recorded in Deschutes County Nancy Blankenship, County Clerk Commissioners' Journal MZ Nn 2018-273 CJ2018-273 07/05/2018 4:19:52 PM Do not remove this page from original document. Deschutes County Clerk Certificate Page Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 - Fax (541) 385-3202 - https://www.deschutes.org/ AGENDA REQUEST & STAFF REPORT For Board of Commissioners Business Meeting of June 27, 2018 DATE: June 19, 2018 FROM: Deevy Holcomb, Juvenile Community Justice, 541-322-7644 TITLE OF AGENDA ITEM: Consideration of Chair Signature of Doc No. 2018-479 for Approval of Extended Detention Re -Certification RECOMMENDATION & ACTION REQUESTED: The department is seeking Chair DeBone's signature on the attached letter as Board approval on the Community Justice certification application (attached) to the state Youth Development Commission (YDC) to operate an Extended Detention Program. Certification requires Circuit Court and Board of County Commissioners' approval. Circuit Court approval has been received (attached). ATTENDANCE: Ken Hales and/or Sonya Littledeer-Evans SUMMARY: The state of Oregon (see ORS 419C.453) authorizes the Department of Education through its Youth Development Commission (YDC) to approve/certify extended detention programs in the state in order to assure safe, secure and effective use of secure confinement options for delinquency court-ordered youth. The Deschutes detention facility has in the past been certified through the (now defunct) Oregon Commission on Children and Families, but has recently restructured its extended detention program and is seeking approval from YDC as the new certifying agency. The program will provide the Circuit Court with a 30 day detention sanction youth disposition option. Youth will receive structured residential and behavior management, year-round school and cognitive -based groups. DESCHUTES COUNTY DOCUMENT SUMMARY (NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form electronically to the Board Secretary.) Please complete all sections above the Official Review line. Date: June 99,_2018] Department: IrCommunitv Justice/Juvenile Contractor/Supplier/Consultant Name: State of Oregon/Youth I.,opme'.ritl Commisslon Contractor Contact: �Anya Sekino Contractor Phone #: (503_378-5115_ Type of Document: Certification Application (Deschutes Doc # 2018-479) 4 Goods and/or Services: The department is seeking Board approval for its extended detention certification application from the state Youth Development Commission (YDC). Certification documentation requires Circuit Court and Board of County Commissioners' approval as required by OAR 213-50-0065. Background & History: The state of Oregon (see ORS 419C.453) authorizes the Department of Education through its YDC to approve/certify extended detention programs in the state in order to assure safe, secure and effective use of secure confinement options for delinquency court-ordered youth. The Deschutes detention facility has recently restructured its extended detention program and is seeking approval from YDC as required. The program provides the Circuit Court with a 30 day detention sanction youth disposition option. Youth receive structured residential and behavior management, year-round school and cognitive -based groups. ____ . _.__._._....__._. i..._.....-..... Agreement Starting Date: [Whenapproved) Ending Date: jN/A Annual Value or Total Payment:N/ ❑ Insurance Certificate Received (check box) Insurance Expiration Date: N/A Check all that apply: N/A RFP, Solicitation or Bid Process ❑ Informal quotes (<$150K) Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37) Funding Source: (Included in current'budget? ❑ Yes ❑ No If No, has budget amendment been submitted? ❑ Yes ❑ No In progress. Is this a Grant Agreement providing revenue to the County? ❑ Yes ❑ No 6/19/2018 Special conditions attached to this grant: Site visit for final certification. Deadlines for reporting to the grantor: N/A If a new FTE will be hired with grant funds, confirm that Personnel has been notified that it is a grant -funded position so that this will be noted in the offer letter: ❑ Yes 0 No Contact information for the person responsible for grant compliance: Name: Anya Sekino Phone #: F(503i 378-5115 Departmental Contact and Title: Deevy Holcomb, Management Analyst Phone #: 541-322-7644 F Department Director Approval: _ ._._._- .. irrr7�4r Date Distribution of Document: DeeVy Holcomb Official Review: County Signature Required (check one):BOCC ❑ Department Director (if <$25K) ❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Ordep No. Legal ReviewADate Document Number ti 6/19/2018 LE -6& COUNS en*a/ Application for Extended Detention ❖ Name of Applicant: Deschutes County Juvenile Detention ❖ Contact Person's Name: Robert Gilman ❖ Contact Person's Title: Detention Manager ❖ Facility Name: Deschutes County Juvenile Detention Facility ❖ Facility Address: 63360 Britta Street, Bldg. 1, Bend, OR 97701 •3 Phone Number: 541-385-3209 ❖ Fax Number: 541-322-7669 ❖ Email: robertg@deschutes.org Please provide written documentation of the following (attach materials to completed application): ✓ Current policies and procedures of the program. See attachment 1 and 2 ✓ Current daily schedule planned for the juveniles. See attachment 3 ✓ The most recent report from the Oregon Department of Corrections demonstrating compliance with their standards for juvenile detention facilities. See attachment 4 ✓ A copy of the interagency agreement between the county and the educational services provider. See attachment 5 ✓ Documentation of approval by the Board of Commissioners and by the juvenile court officer of the county where the facility is located. See attachment 6 and 7 Oregon Youth Development Council 9/17/2015 The following section requires a clear description of the current structure of the program and how this structure may differ from the information provided in the initial application. Please be as detailed as possible, and use additional space as needed. 1. What is the current name of the program? Deschutes County 30 -day extended detention program 2. Which county/ counties/ tribes does this program serve? The 17 counties of the Central and Eastern Oregon Juvenile Justice Consortium (CEOJJC) 3. Describe the juvenile population served in the program. For example, does the program target specific youth (e.g. sex offenders)? Any youth in the CEOJJC region who has been adjudicated of an A Misdemeanor or higher severity and who scores medium or high risk on the Juvenile Crime Prevention (JCP) risk assessment and who are not in the custody of the Oregon Youth Authority (OYA). 4. How are youth referred to the program? The referring juvenile department submits a referral form, found in the Juvenile Justice Information System (JJIS), to the detention manager for review. 5. Describe the screening criteria and the screening process for admission to the program. • Youth must be adjudicated of an A Misdemeanor or higher • Youth must be court ordered into the 30 -day program • Youth must have a JCP score of medium or high risk. • Youth must have a viable release option for transition planning. • Youth must not be under OYA supervision 6. Are youth in the extended detention program separated from regular detainees? If yes, how are they separated? T•7 7. What is the total number of beds: Oregon Youth Development Council 9/17/2015 a. In the facility? 16 b. For extended detention? 2 8. Describe the purpose/mission of the program. The 30 -day extended detention program serves to reduce risk by identifying goals, strategies and cognitive behavioral interventions that will be used to target each youth's individualized top criminogenic needs. 9. Describe the therapeutic goals of the program. Assigned detention facility staff will use core correctional practices (CCP) and cognitive behavioral treatment (CBT) interventions to teach youth alternative thinking that results in behavior change. The assigned staff will also work with families, community members and county juvenile department employees to develop an appropriate release plan. Department Mental Health staff will work with the youth as well as monitor and assist in any mental health needs that arise. 10. What is the current process for evaluating the program's philosophy, goals, methods, materials, and outcomes? Program philosophy, goals, methods, and outcomes will be reviewed annually. Detention facility staff use of CCP interventions will be measured for fidelity. The detention manager will ensure materials will be CBT based. Recidivism for youth who complete the program will be measured and reported as an outcome. 11. What are the results from this evaluation process? Describe the program's outcomes and measures of success. Please be specific. Program material and process was updated and changed in January 2018 to adhere to "risk, need and responsivity" principles. All staff were trained in new model and program design. Since the new process was implemented, 3 youth have went through the program. All were Medium/High Risk. All received multiple CBT interventions targeting their criminogenic needs. We will be looking at 12 -month criminal recidivism, but to date none has recidivated. 12. Provide a description of the services and activities provided to the youth. Please be specific. a. How does the program provide opportunities for reading? Reading materials are provided by the detention center and local library. The educational provider will monitor and track each youths' reading progress. Oregon Youth Development Council 9/17/2015 3 b. How does the program provide education in conformance with Oregon Department of Education standards in OAR Chapter 581, and how does it ensure that education programming is not unnecessarily interrupted? The Central Oregon Inter -governmental Counsel (COIC) provides the education of our youth. Education is provided year round. c. How does the program provide recreation and exercise? Identify the staff member or trained volunteer who coordinates and supervises the recreation activities. Detention staff supervise daily recreation and exercise every school day. Youth's participation is monitored by the educational staff and credited for school. All detention facility staff are trained supervise recreational activities and trained to ensure sufficient large muscle activity daily. d. How does the program ensure reasonable access to religious services as requested by juveniles? Detention facility policy JS 417 "Religious Practices" identify access to religious services. Religious volunteers come into the facility weekly and are provided upon the youth's request if needed. e. How does the program provide access to social service providers as needed by juveniles? Youth involved in community providers have continued access to these providers while in the program. Detention facility policy JS 409 "Visitation" identifies access to social service providers as professional visitation in addition to family visitation. Policy provides for professional visitation on any day at any time. If the county of origin requests additional community program access, detention staff schedule it. The facility has a full time mental health clinician on the housing unit to provide individual services and/or assessment, crisis intervention and support as needed. 13. How do these services and activities help reach the mission and therapeutic goals of the program? These services connect youth to community resources that can assist in the youth's transition out of the program. The educational provider can Oregon Youth Development Council 9/17/2015 0 communicate the youth's school progress to the educational provider the youth is scheduled to transition to. The department mental health clinician assigned to the detention facility also assists in ensuring that any responsivity needs of the youth are addressed as part of the youth's individualized service plan. 14. Are these services and activities different than what is provided to regular detainees? If so, how are they different? All youth receive food, shelter, clothing, medical care, mental health care, education, and recreation. Program participants receive individualized service plan and individualized daily CBT, and release planning. 15. How do management and staff ensure that the services and activities are culturally competent? The detention management team reviews all referrals and initial service plans to ensure cultural responsivity. Any additional services will be provided if needed. 16. How do management and staff ensure that the services and activities are gender -specific? The detention management team reviews all referrals and initial service plans to ensure gender -specific needs are met. 17. How do management and staff ensure that the program is initiated for all juveniles ordered into extended detention immediately upon completion of orientation to the facility? This is directed by policy and monitored by management. 18. What is the average length of stay in the program? Thirty (30) days 19. How do management and staff work with the Juvenile Department to plan for the transition of the juveniles back to the community? The juvenile department placing the youth into the program and the family are required to provide a transition plan at point of referral and to be involved in developing the plan for the transition. A multi-diciplinary meeting with the youth and family is also held at or around the 15 -day mark to ensure an appropriate plan is in place and ready for implementation. Oregon Youth Development Council 9/17/2015 6i 20. How do management and staff work with the Juvenile Department to involve the juveniles' families in the program and planning for the juveniles' transition back to the community? The youth initial service plan is reviewed/shared with the family at intake. Family visitation is highly encouraged and accommodated. In addition, transitional meetings are scheduled with the families, juvenile department staff and any other community providers. 21. How do the supervising authority of the juvenile in the extended detention program and the detention education provider work with the local school before the juvenile's release to share relevant education information to appropriately place the juvenile in an education setting? Education staff receive youth school records from the youth's current school. The education staff work with the school district to update IEPs if needed as well as forward educational information back to the youth transitioning school. 22. Describe program staffing. Please be specific. a. What is the number of staff for the program? Flo] b. What are the responsibilities of the staff? Detention facility staff assigned to provide program services are responsible for developing initial service plan, meeting with youth weekly, providing CBT interventions to youth, assigning CBT homework activities, utilizing core correctional practices with the youth and providing the supervisor's 10 -day, 20 -day and final reviews of their progress. Staff also must communicate with families and juvenile department staff to develop a release plan and schedule transitional meetings. c. What are the required credentials, experience, and training of the staff? All staff assigned to the program are regular status full time community justice specialists and Have experience in working with youth in a direct supervision capacity at a juvenile correctional facility or residential treatment program. All staff assigned to the program have been trained in core correctional practices, and program policies and materials. Oregon Youth Development Council 9/17/2015 0 d. How does management ensure that the staff is trained and available to speak with juveniles, and that the program provides a timely, responsive and respectful system for juveniles and staff to communicate? Policy is in place to direct and outline procedures for all of the above. Training has been created to train staff on the 30 -day program process and responsibilities. Detention management schedule staff and ensure they are able to meet with the youth as required. Oregon Youth Development Council 9/17/2015 7 June 19, 2018 Anya Sekino, Juvenile Crime Prevention Manage Youth Development Commission Division of Oregon Department of Education 355 Capitol Street NE Salem, OR 97310 Board of County Commissioners P.O. Box 6005 • Bend, OR 97708-6005 1300 NW Wall St, Suite 206 • Bend, OR 97703-1960 (541) 388-6570 • Fax (541) 385-3202 www.deschutes.org board@deschutes.org Tammy Baney Anthony DeBone Manager Phil Henderson RE: 2018 Deschutes Juvenile Extended Detention Certification Ms. Sekino, The Deschutes County Detention Facility has recently restructured its extended detention program and is seeking approval from the Youth Development Council (YDC) as required pursuant to ORS 419C.453 and OAR 213-50-0065. The program will therefore continue to provide the Circuit Court with a 30 -day detention sanction disposition option to include structured secure residential and behavior management, year-round school and cognitive -based groups. We understand the program will be certified by the YDC upon receipt of a County -approved application and once review by the YDC finds sufficient policy, procedure and compliance in relation to security, conditions of confinement, youth schedule, and education requirements. The Board of County Commissioners supports the extended detention program as an option for the Circuit Court which has used the program many times over the past 20 years. We look forward to the YDC's continuing certification of the program. Sincerely, Anthony DeBone, Deschutes County Commission Chair Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner YDC Application Attachment 1 I. POLICY: Deschutes County Juvenile Detention Facility may accept detainees for participation in its 30 -day extended detention program. II. PURPOSE: To provide a process for accepting detainees into the Deschutes County 30 -day extended detention program. III. APPLICATION: The provisions of this policy statement apply to the Juvenile Detention Facility Manager, Community Justice Supervisors and Specialists who receive a court-ordered detainee into the 30 -day extended detention program. This policy also applies to detainees being placed in detention for the purpose of participation in the 30 -day extended detention program by CEOJJC counties. This program does not apply to detainees pursuant to an arrest for an offense, awaiting court proceedings, or dispositional placement. IV. DEFINITIONS: A. 30 -day extended detention program: The program is a resource for CEOJJC counties if population allows. It is designated for adolescent males and females who are not in Oregon Youth Authority (OYA) custody, and are either medium or high risk on the JCP risk assessment. B. Primary staff A Community Justice Specialist or Community Justice Specialist Senior who is assigned a detainee who has been ordered into the 30 -day extended detention program. Primary staff is responsible for assigning workbooks, meeting with detainee weekly and providing the supervisor's 10 -day, 20 -day and final reviews of their progress. C. Probation Officer: As used in this policy, a "probation officer" is defined as a county juvenile department employee with the responsibility and authority to enforce juvenile court probation orders. This includes community justice officers, juvenile probation officers and juvenile department counselors. D. JJIS: "JJIS" stands for Juvenile Justice Information System, which is Oregon's integrated juvenile justice electronic database. E. Initial Service Plan: A document that matches a detainees top criminogenic need areas that they will work on while in the program, including goals, interventions to be used, and expected measureable outcomes. V. PROCEDURE: A. 30 -day notification 1. At the daily briefing, the detention manager or designee will be made aware of a Deschutes County youth who may be ordered into the 30 -day extended detention program. 2. CEOJJC counties will contact the detention manager and inquire if detention is able to accept a youth for the 30 -day extended program. SECTION: SOCIAL SERVICES POLICY No: JS 419 < JUVENILE DETENTION FACILITY SUBJECT: 30 -da Extended Detention Program Y g PAGES: 2 .r Referral and Intake POLICY & PROCEDURE REFERENCE: N/A EFFECTIVE: 14 -OCT -2011 MANUAL FORMS: N/A REVISED: 7 -MAR -2018 I. POLICY: Deschutes County Juvenile Detention Facility may accept detainees for participation in its 30 -day extended detention program. II. PURPOSE: To provide a process for accepting detainees into the Deschutes County 30 -day extended detention program. III. APPLICATION: The provisions of this policy statement apply to the Juvenile Detention Facility Manager, Community Justice Supervisors and Specialists who receive a court-ordered detainee into the 30 -day extended detention program. This policy also applies to detainees being placed in detention for the purpose of participation in the 30 -day extended detention program by CEOJJC counties. This program does not apply to detainees pursuant to an arrest for an offense, awaiting court proceedings, or dispositional placement. IV. DEFINITIONS: A. 30 -day extended detention program: The program is a resource for CEOJJC counties if population allows. It is designated for adolescent males and females who are not in Oregon Youth Authority (OYA) custody, and are either medium or high risk on the JCP risk assessment. B. Primary staff A Community Justice Specialist or Community Justice Specialist Senior who is assigned a detainee who has been ordered into the 30 -day extended detention program. Primary staff is responsible for assigning workbooks, meeting with detainee weekly and providing the supervisor's 10 -day, 20 -day and final reviews of their progress. C. Probation Officer: As used in this policy, a "probation officer" is defined as a county juvenile department employee with the responsibility and authority to enforce juvenile court probation orders. This includes community justice officers, juvenile probation officers and juvenile department counselors. D. JJIS: "JJIS" stands for Juvenile Justice Information System, which is Oregon's integrated juvenile justice electronic database. E. Initial Service Plan: A document that matches a detainees top criminogenic need areas that they will work on while in the program, including goals, interventions to be used, and expected measureable outcomes. V. PROCEDURE: A. 30 -day notification 1. At the daily briefing, the detention manager or designee will be made aware of a Deschutes County youth who may be ordered into the 30 -day extended detention program. 2. CEOJJC counties will contact the detention manager and inquire if detention is able to accept a youth for the 30 -day extended program. B. 30 -day youth referral 1. Intake staff will receive the 30 -day program referral from the assigned CSO/00 or probation officer when the youth is ordered into the program. If the youth is ordered into the program without a referral being completed the intake staff will receive the referral within 24 hours (one working day). 2. CEOJJC counties will complete the referral in JJIS prior to the youth being ordered into the program and notify the detention manager when it is available for review. The detention manager will notify the county if youth is appropriate for the program within 48 hours of receiving the referral. C. Development of initial service plan 1. Intake staff will forward the 30 -day referral paperwork to the detetion manager or supervisor. 2. The on duty shift supervisor will develop an Initial Service Plan in JJIS for the detainee per policy JS 420. D. 30 -day intake process 1. For Deschutes county detainees a) Intake staff will document a release of the detainee in the JJIS custody episodes and complete a new admission in JJIS for the court ordered extended detention program. b) Intake staff will attach the RAI from the previous custody epiosode in JJIS if they are continuing custody. If this is a new custody episode the intake staff will complete a RAI and follow policy IR 302. 2. For CEOJJC youth a) Staff will follow policy IR 302 SUBJECT: 30 -day Extended Detention Program Referral 2 Policy Number: JS 419 YDC Application Attachment 2 I. POLICY: Deschutes County Juvenile Detention Facility shall develop and provide an initial service plan for the 30 -day Extended Detention Program participants. II. PURPOSE: To ensure the 30 -day extended detention program participants have an individualized service plan that identifies the goals, strategies and cognitive behavioral interventions that will be used to target their top criminogenic needs. The initial service plan is developed prior to their start in the program. III. APPLICATION: Community Justice Specialists (CJS), Shift Supervisors. The provisions of this policy statement apply to detainees participating in the department's 30 -day extended detention program. IV. DEFINITIONS: A. 30 -day extended detention program: The program is a resource for CEOJJC youth if population allows. The program is designed for adolescent males and females who are not in Oregon Youth Authority (OYA) custody, and are either medium or high risk on the JCP risk assessment. B. Probation Officer: As used in this policy, a "probation officer" is defined as a county juvenile department employee with the responsibility and authority to enforce juvenile court probation orders. This includes community justice officers, juvenile probation officers and juvenile department counselors. C. JJIS: "JJIS" stands for Juvenile Justice Information System, which is Oregon's integrated juvenile justice electronic database. D. Primary staff The community justice specialist assigned to develop and implement the learning plan for the 30 -day extended detention program participant. E. Service plan: An organized, written plan of prosocial behavioral goals and strategies to reach these goals that specifically target a detainees top criminogenic needs. The service plan also includes cognitive behavioral activities and interventions that will be utilized to this end and to be undertaken during the course of the 30 days that the detainee is in the program. V. PROCEDURE: A. Initial service plan development 1. Upon receiving the 30 -day referral from the assigned CSO, CJO or probation officer the on -duty supervisor will develop an initial service plan using JS 420.1 30 -day Initial Service Plan. 2. To create the initial service plan the on -duty supervisor will complete the following, utilizing the information in the detainees referral: a) Open the detainees JCP to confirm the top 2 criminogenic needs to be targeted during the 30 - day program and as noted by the probation officer in the referral. b) Determine and create the appropriate prosocial goals to assign to the criminogenic needs. c) Determine and create the appropriate strategies to achieve the set goals. d) Determine and create the appropriate cognitive behavioral interventions to be utilized with the detainee to work towards the goals. SECTION: SOCIAL SERVICES POLICY No: JS 420 -M JUVENILE DETENTION FACILITY SUBJECT: 30 -day Extended Detention Program PAGES: 2 w =t% Initial service Ian c POLICY & PROCEDURE EFFECTIVE: MANUAL REFERENCE: N/A 14 -OCT -2011 ✓fU� rY �� FORMS: 420.1 30 -DAY INITIAL SERVICE PLAN REVISED: 7 -FEB -2018 I. POLICY: Deschutes County Juvenile Detention Facility shall develop and provide an initial service plan for the 30 -day Extended Detention Program participants. II. PURPOSE: To ensure the 30 -day extended detention program participants have an individualized service plan that identifies the goals, strategies and cognitive behavioral interventions that will be used to target their top criminogenic needs. The initial service plan is developed prior to their start in the program. III. APPLICATION: Community Justice Specialists (CJS), Shift Supervisors. The provisions of this policy statement apply to detainees participating in the department's 30 -day extended detention program. IV. DEFINITIONS: A. 30 -day extended detention program: The program is a resource for CEOJJC youth if population allows. The program is designed for adolescent males and females who are not in Oregon Youth Authority (OYA) custody, and are either medium or high risk on the JCP risk assessment. B. Probation Officer: As used in this policy, a "probation officer" is defined as a county juvenile department employee with the responsibility and authority to enforce juvenile court probation orders. This includes community justice officers, juvenile probation officers and juvenile department counselors. C. JJIS: "JJIS" stands for Juvenile Justice Information System, which is Oregon's integrated juvenile justice electronic database. D. Primary staff The community justice specialist assigned to develop and implement the learning plan for the 30 -day extended detention program participant. E. Service plan: An organized, written plan of prosocial behavioral goals and strategies to reach these goals that specifically target a detainees top criminogenic needs. The service plan also includes cognitive behavioral activities and interventions that will be utilized to this end and to be undertaken during the course of the 30 days that the detainee is in the program. V. PROCEDURE: A. Initial service plan development 1. Upon receiving the 30 -day referral from the assigned CSO, CJO or probation officer the on -duty supervisor will develop an initial service plan using JS 420.1 30 -day Initial Service Plan. 2. To create the initial service plan the on -duty supervisor will complete the following, utilizing the information in the detainees referral: a) Open the detainees JCP to confirm the top 2 criminogenic needs to be targeted during the 30 - day program and as noted by the probation officer in the referral. b) Determine and create the appropriate prosocial goals to assign to the criminogenic needs. c) Determine and create the appropriate strategies to achieve the set goals. d) Determine and create the appropriate cognitive behavioral interventions to be utilized with the detainee to work towards the goals. e) If needed, the supervisor will confer with the detainee's probation officer to ensure developed strategies and CBT interventions for the detainee are appropriate and in-line with youth's responsivity. f) Supervisor will deliver the initial service plan to the assigned primary staff and Mental Health staff. B. Primary Staff Assignment At the earliest opportunity following a referral into the program, the on -duty supervisor shall assign a primary staff for each program participant. C. Primary staff Responsibilities 1. The primary staff is responsible for the following: a) Reviewing the Initial Service plan with the detainee. Once reviewed, both the detainee and the Primary staff shall sign the document. b) Receive the service plan and place in the 30 -day notebook on the housing unit. c) Implementing, monitoring and completing the assigned participant's Initial Service Plan. d) Meeting with the detainee the day of admission or the Primary staff's first day of duty following the detainees admission, and orient the detainee on the program and the initial service plan. e) Meet with the detainee no less than two times per week to provide interventions, track progress, review homework assignments, provide reinforcement and address any concerns. f) Enter progress notes in JJIS for detainee's weekly progress. g) The Service Plan is to be reviewed and discussed weekly to monitor and document progress and to adjust goals and interventions as appropriate. A formal review and updated signatures are required every ten days or if the goals are achieved or changed. h) Schedule and facilitate a program review meeting at the 15 -day mark with all relevant parties. These may include: i. Youth's assigned CJO/Probation Officer ii. Youth's family iii. JDF Mental Health clinician iv. Other agency caseworkers i) Attend family meetings with the detainee, as necessary and in consultation with the assigned CJO or probation officer. D. Case Completion I. Upon completion of the program, the primary submits a final progress note to the assigned supervisor and updates and completes the detainees service plan in JJIS. 2. The completed/updated Service plan will identify progress achieved compared to established goals, interventions completed and may include recommendations for continued work. 3. The assigned primary will send copies of the completed/final Service Plan, copies of any CBT work that youth completed and history of groups attended by youth to the CJO/probation officer upon youth's completion of the program. 4. If possible and feasible, the primary staff will schedule a final transition meeting with youth and relevant parties to review youth's program completion and transition plan/goals. SUBJECT: 30 -day Extended Detention Program Initial Service Plan 2 Policy Number: JS 420 YDC Application Attachment 3 Oregon Department of Corrections Community Corrections Division 2575 Center St. NE Salem, OR 97310-0470 Phone: 503-945-9050 Fax: 503-373-7810 ( ) TEMPORARY HOLDING FACILITY or () LOCK-UP FACILITY Inspector: Ted Nelson or Mike Wilkerson Date Inspected: H, ( � i � D-1 503-302-4171 503•-931-9947 General Informa' 60n: County Inspected: �. " Name of Facility: Facility Address: ! , Street City State Zip Facility Phone: 5 9'5 1 -7 �4 Facility Fax: Facility Manager: Name Phone Fax Email: Facility Information: Construction Date: ( 9 9 Remodel Date (s): Total Design Capacity: L_.. Extended: Type of Facility:,- Podul ar or Linear Type of Supervision: %irect or In -direct Facility Data: Male Population:Female Population Juveniles:_ Yes or No, it Housed Juveniles in 1 Year: L "' Incidence(s) of Suicide or Attempted Suicide(s): (X, Holding for Other Jurisdictions: If Yes, Who: Ji Comments: I Page 2 OTHER INSPECTIONS BY: State Fire Marshal Last inspection date: f ' Violations noted? () Yes KNo Have violations been abated? ( ) Yes ( ) No Comments: Inspections should be conducted at least yearly Fire Sprinkler System Check Last inspection date: i Violations noted? () Yes�No Have violations been abated? () Yes (( No Comments: Fire Sprinkler System should be checked at least yearly Fire Alarm System Check Last inspection date: Violations noted? O Yes ke) No Have violations been abated? (} Yes O No Comments: Fire Alarm stystem should be checked regularly Health j)p ment Last inspection date: Violations noted? O Yes ( ) No / t14 Have violations been abated? () Yes ( ) No Comments: Inspections should be conducted at least yearly. Grand Jury county facilities) Last Date: t (1 t Comments: County Commissioners (county facilities Last Date: Comments: County should review facility yearly City Council (city facilities) Last Date.- Ir—.t Comments: City should review city facilities yearly ADDITIONAL INSPECTIONS OR COMMENTS NOTED: JUVENILE DETENTION AND SHELTER FACILITIES INSPECTION REPORT ORS 419 - STANDARDS FOR DETENTION AND SHELTER FACILITIES Yes No (� () 1. Sanitary drinking water in living units and dayrooms; (} 2. Toilets and washbasins accessible to juveniles in all housing and activity areas; ( () 3. At least one shower for every 10 detainees; 0 ( ) 4. A heating system and all equipment required to ensure healthful and comfortable living and working conditions for juveniles and staff, and which maintains a temperature no lower than 64 degrees; 5. Lighting at 20 footcandles density; (t O 6. Verbal or mechanical communications from sleeping rooms to staff New or major renovated facilities shall conform to the requirements of subsection (1) of this section and shall also provide: () 1, Single sleeping rooms are at least 70 square feet and that any dormitories are at least 50 square feet per occupant and house no more than five individuals each; (X ( ) 2. At least one toilet and washbasin for every five detainees; (t) (} 3. Corridors of at least six feet in width; (Y) ( ) 4. Thirty square feet of dayroom space per child; (X ( ) 5. Heating units capable of maintaining 68 to 85 degrees temperature; (�) ( ) 6. Tamper -proof lighting with capability of 20 footcandles; (b} ( ) 7. Air circulation of 10 cubic feet of fresh air per minute, per occupant; ( () 8. Sleeping rooms' water valves accessible for staff control; ( () 9. Rooms provided for classes, library, arts and crafts; 10. Indoor and outdoor recreation and exercise areas. 419A.059 Designation of detention and shelter facilities. (} 1. The juvenile court has designated the facility as the place in which children are to be placed in detention or shelter care when taken into temporary custody. () 06 2. County juvenile department has an agreement with an out-of-state place for detention of juveniles. That place conforms to Oregon standards and the agreement includes a provision that the place be subject to inspection by officers of this state under ORS 419A.061. 419A.063 Requirements for detention facilities. (Dc) () 1" Children are housed in a room or ward screened from the sight and sound of adults who may be detained in the facility, (j4 ( ) 2. Staffing is provided by juvenile department employees; (Y� O 3. No child under 14 years of age is placed in any detention facility in which adults are detained or imprisoned. 419B.160 Place of detention; record; parental notice required. () No child has been detained at any time in a police station, jail, prison or other place where adults are detained, except that a child may be detained in a police station for up to five hours when necessary to obtain the child's name, age, residence and other identifying information. (N� () All peace officers keep a record of children taken into protective custody and promptly notify the juvenile court or counselor of all children taken into protective custody. () The person taking the child into custody notifies the child's parent, guardian or other person responsible for the child. The notice shall inform the parent, guardian or other person of the action taken and the time and place of the hearing. .1+Y,`��; P. C- r '.. t"�+z'c }'rf,.t fA �`., ��.iK?. dr�:�ir `� � �L�•�.. ,M "�, Juvenile Detention Facility Inspection Form Facility Ern_ Contact. :r.y . :-= Phone - 5 ?� S z? -1 �`", Specific to compliance with the following two requirements of the Juvenile Justice and Delinquency Prevention (JJDP) Act of 1974, as amended. Deinstitutionalization of Status Offenders The JJDP Act requires States to assure "... that juveniles who are charged with or who have committed offenses that would not be criminal if committed by an adult (i.e., status offenders and/or non -offenders), shall not be placed in secure detention or correctional facilities." Are accused status and/or nonoffenders held for processing purposes only? () yes N no t'J 14 Adjudicated (sentenced) status and/or nonoffenders are never held. ()4 yes ( ) no Accused status offenders and civil -type offenders (noncriminal traffic, fish and game violations) are not held over 24 hours. t () yes () no ue RG9e 9 G V .... r c_" - f , pi sem' e':r Sight and Sound Separation The JJDP Act, as amended, provides that juveniles alleged to be or found to be delinquent, as well as status offenders and nonoffenders, "shall not be detained or confined in any institution in which they have contact with adult persons incarcerated because they have been convicted of a crime or awaiting trial on criminal charges." Service Plan YDC Application Attachment 4 Rev. 09/2017 Oregon Department of Education Service Plans for Educational Programs — Student Services Juvenile Detention Education Program (,ILEI'), Long Term Care and D-eatment (LTCT), and Youth Corrections Education Program (YCEP) 17-19 Service Plan Grantee District/ESD: Office School Name: Bend-I...aPinc School District COIL. Skills Lab Grantee Institution. 4: 1976 Site Institution. 4: 2.831_ Name of Authorized LEA/ESD Official Contractor Address:-�� SLibinitting Plan: COIL— 334 Flawthorne Avenue Jim Been Bend. OR 97701 Phone/Extension: 541-355-1032 Contract Primacy Contact: Business Office Contact: Name: Dr. John Bouchard Name: Roy Burlin-- Phonc: 541-420-2239 Phone: 541-355-1121 _ _-- Email: jbouchard i4oic�org_ _ Email: roy.bttrlinp-(c�,bcnd.kl2.or.us Date Submitted: 10-19-17 ODE Approval: Reviewed: /I pproved liy: -- — �•, �rrlho zt�cl ,I ;i Sig' nalw- Date Approved.- phro>>ed: Office of Student Services - Educational Programs Page 1 of 6 Rev. 0912017 Service Plan 1. School superintendent: Slim, Mikalson (13end-Ea Pine School District) t.'nnu<act Administrator; Jim Boen (Bend-I_,a Pine School District) Principat or bead Administrator: Dr. John Bouchard (COIL) Vicc-Principal: NIA 2, Personnel List. (if necessary, add more rows to the tattle) _._ --- —__.___ _. Position Subject Area FTE I TSPC Certified in Name I all the subjects that they are teaching (Yes/Nod Dr. John Bouchard Youth Administration 0.15 Yes Education Manager_-__ —_ Classroom Science 1.0 No Stephanie Franklin (Using Instructor Social Studies ( g English Odysseyware) Mathematics Spanish P. E. i r.�. C,ist Professional Deve.topnrtent activities planned for the Program. Complete classes regarding behavioral topics related to criminal justice to better understand thinking processes and motivation of' students to create a better environment for students to office of Student Services - Educational Programs Page: 2 of 6 Service Plan Rev. 09/2017 succeed academically. Participate in Oregon Science Project '17218 NGSS to better understand and implement evolving science standards. 3. Processes and provisions to meet the requirements of Div. 15 and IDEA. a. Process of the identification of IDEA eligible students. IDEA eligible students are identified at the time of enrollment using the ODE Consolidated Collections Database. I.E.P. designation is then confirmed with the resident school district and passed on to the local district representative who oversees special education youth in detention. Classroom Instructor is able to initiate child find for SPED services if it appears that services may be needed and the student is not currently a SPED student. b. Strategies and procedures in place to meet the needs of IDEA eligible students, including access to related service providers, assistive technology (AT), and accessible instructional materials (AIM). Accommodations and modifications suggested in the student's I.E.P. are provided in detention, excluding security restrictions of the facility. The local school district supplies specialized services such as speech therapy, testing, reading assistance, annual meetings and three-year re- evaluations. COIC classroom instructor attends annual ODE SFR&I training. c. Name, email address, and phone number of person to contact regarding Special Education services and SPR&I. i. Name: Shannon Watters ii. Phone: 541-355-6949 iii. E-mail address: 4. Master schedule of current courses offered and will offer in the current school year. Classes are assigned on an individual basis depending on the student's needs. Attached is a list of classes available to the student as Attachment B. 5. Career and Technical Education Population Characteristics: a. Participates with SD's or ESD's Perkins activities YES ❑ NO b. YCEP Program offers industry recognized certifications YES [] NO c. Offers apprenticeship programs YES ❑ NO List types/areas of Career and Technical Education offerings and apprenticeship programs 6. GED Testing and Certificates a. Does your school offer GED testing and certificates? Our facility does not offer GED testing or certificates. Students may study and prepare for the GED testing in facility. Students may complete GED throe..,,'% COIC classrooms in Bend, Redmond, Prineville and La Pine after departure from facility. Office of Student Services - Educational Programs Page 3 of 6 Service Plan Rev. 09/2017 b. What is the policy on determining whether the youth will work towards a GED? If a student comes into our facility and the student is currently working towards his/her GED, teacher verifies this information. The student then continues to study towards his/her GED. If student has not previously studied for his/her GED and wants to study for his/her GED, a permission slip is filled out and signed by the parent/guardian of the student before the student begins to study for a GED. The age of a student is verified :or the eligibility to take the GED test. Transcripts are also viewed before beginning to study for a GED. A student with a large deficit in credits would be considered a good candidate for a GED. Information is relayed to student's probation officer. c. Name of GED Coordinator: Dr. John Bouchard d. Phone # of GED Coordinator: 541420-2239 e. Email address of GED Coordinator: jbouchard@coic.org 7. Transition/Re-entry Services Title ID, Neglected and Delinquent: Fifteen to thirty percent of Title 1 Part D funds are required to be used for transitional services that support a successful re-entry in the community. These transition services may include: e • Onsite transition planning, course materials, software, and assessment to provide classroom activities on pre-employment aptitude and interest building; • Workplace social and behavioral skill -building; • Guidance services, teaching how to access community and agency resources; • GED preparation, assessments; and assisting with college information; • Developing transition plans; assisting with transfer from the institution; • Teaching money management skills; • Parenting class; drug/alcohol prevention class; etc. a. Please describe activities offered in your program that support transitional services: Some of these services are provided within the facility program. Skills Streaming and Truthought groups are provided weekly to assist with behavioral skills building of the students. Alcohol and drug issues are identified individually and services are provided on an individual need. Students also work on workbooks that are provided depending on individual need. St•zdents have an opportunity of working on these books within school for a half an hour each day if the student chooses to use that opportunity. Workbook titles from the Courage to Change series include: Substance use, responsible thinking, social values, peer relationships, self-control, family ties, individual change plan, handling difficult feelings, relationships and communication, responsible behavior and what got me here. GED preparation is provided as stated previously using Odysseyware (on-line), Aztec Software (on-line) and McGraw Hill Education Common Core Achieve workbooks (on paper). Office of Student Services - Educational Programs Page 4 of 6 Service Plan Rev. 0912017 Students are referred on individual heed to local COIC offices or credit recovery, work -education, job secker's assistance and (ED services and work with classroom instructors and a youth employment Counselor, Students are provided Information on community and agency resources on indiVldUal need. Students may also complete all employment resume, gaiIl skills to fill out an application, cover letter writing and practice a job interview as needed. There are on-line classes of career exploration, career management and several career related fields that are available to students. For money mlulagement skills there is an on-line and off-line option for a Consumer Matta class. Guest speakers are planned to present Financial Beginnings curriculum in banking, budgeting and credit. Upon leaving the facility, the student's probation officer helps student I -e -engage in the community in a positive manner and also provides El'1C'S classes. Records are provided to other schools upon receiving a records request in order to provide a smooth transition into another school setting. Credits earned by the student while in the facility are also sent to their school to help keep there on track for graduation. ]'lease idcrrtify the persons) responsible for transitional services for youth leaving; the facility: iv. Name: Stephanie Franklin v. Phone: 541-322-7676 vi. l:? -mail address: sfranklinCthcoic.org 8. List and describe any special or innovative prograrn or initiative that should be higlrlighted or advertised. Students who have community service to complete, are able to earn work experience credit while completing community service. Additional paperwork is requi d showing the student is leal-ning vvorklacadernic skills. 9. Any other information. [,13:'Accreditation 1. Accreditation (please attach a copy of the Accreditation Certificate Attachment D). Accredittition was award by: Aclvatichll Accreditation Commission N\N/AC Organircrlion Nereid Last Accreditation visit date: Fa112012 Accreditation documentation is on file Z At the school ® At the District Oflice. 1'f C.` Inventory Information Office of Student Services - Educational Programs Page 5 of ( Service Plan L Program Inventory: Check ifincluded as an attachment - Rev. 0912017 Provide an inventory of program materials, supplies, equipment, etc. purchased With funding provided through contract with ODE: that is valued at $5,000.00 or greater and supplies for equipment with an aggregate cost of ntore than $5,000. This documentation may be included as an attachment to the Service Plan. See Attachment C. Item ID 4 Location Funds Used Latitude 14 rugged 5414 Computers with hardware and 1 Storage Unit _#_Units 10 Computers Juvenile -600 Classroom 20,043.85 from 16-17 JI)EHINCET Grant 1. Program Characteristics: a. Is the facility a Day or Residential']Treabnent Program b. Mental Health Provider: i, Mental Health Provider Contact Person (name and email): c. instructional Days in a Year d. Grades authorized to educate (i.e. Pre -K, K-6, 7-8, K-12) e. Diploma Granting Program (yes or no & describe) f. Program Staffed by EISD/SD or Staffed by Subcontractors. If LTC"I' Program is Subcontracted, Oen describe the services subcontracted. N/A -Not an L TCT 1. Memorandum of Understanding, (MOU): (behveen the district and the county detention facility) See Attachment A Ofi"ice of Student Services - Educational Programs Page 6 of 6 A'ITACIIMI;NT A Memorandum of Understanding Pursuant to the agreement dated July 1" 2017 between Administrative School District No. I (District) and Central Oregon Intergovernmental Council (COIC) for the provision of a year-round education program at the Deschutes County Juvenile Detention Facility located at 63360 Britta Street, Building 1, Bend, Oregon, the following is the understanding of Deschutes County Community Justice, Juvenile Division (Juvenile) and COIC in respect to the provision of this service. 1. The program shall be located in the Deschutes County Juvenile Detention Facility (Detention) in the classroom adjoining the 600 pod detention, There will be no charge assessed to COIC for the use of the classroom during; the term of the agreement with District. Additionally, COIC will be provided the use at no charge of' one office that adjoins two of the ctassrooms. 2, Instruction shall be provided on a year-round basis Honday through Friday each week with a daily instructional schedule to be uetermined by COIC and Juvenile. Additionally, COIL instructors have all legal holidays plus the day after Thanksgiving as days off from work. 3. COIC shall adequately staffthe education program with one 1.0 .full -time - equivalent teacher based on an average daily population of 7.5 full -tinge equivalent students in detention or as detention population dictates. 4. A protocol shall be established by Juvenile and COIC in respect to overall detention policy and procedure, classroom activities, and the respective duties of all parties. 5. Contact person for Juvenile shall be; Colleen Shearer or Robert Gilman 63360 Britta St., Bldg 1 63360 Britta St., Bldg 1 Bend, OR 97701 Bene], OR 97701. (541)322-7643 (541)385-1736 COIC/Juvenile Memorandum of UnderstandingPage t 2'hul, 17 `-6V 6 6. Contact person for COIC shall be: Dr. John Bouchard 1645 Ni:s Forbes Road, Suite 108 Bend, OR 97701 (541)420-2239 7. Contact person for Bend/LaPine shall be: Jirn Boen Bend/La fine School District Executive Director of South County and Middle Sclioot Progranis (541) 355-1032 Central Oregon Intergovernmental Council: 5� 1 Dr. John Bouch.u•d CCOIC Youth Fducatian NIIanaucr) Dated: 10/19/17 Bend/L aPine School District: Deschutes County Community Justice, Juvenite Division: r R (.'`f3 : Ken I ]ales Director of Community Justice) 13v:4iun Boen (I-'xccutive Director of' south County and Middle School Programs) )Lacd : 10/19/17 Dated: 10/19/17 COIL/Juvenile Memorandum of Understanding Page 2