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Corrections Reporting and Documentation

Version 9, transcribed verbatim from the source document. Hover a paragraph for a permanent link to it.

I. Purpose of the Policy

The purpose of this order is to provide policy and standards for documentation required for the Jail Management System (JMS) and pertinent reports within the Department of Corrections (DOC). #

A. Policy

1. The DOC has computer systems designed to record pertinent inmate-related information. 2. JMS is the computer system used by the DOC to make computer entries regarding inmate information, movement, activities, and incidents. 3. The DOC uses reports and forms that require personnel’s signatures and completion within certain timeframes. 4. Personnel shall utilize the most up-to-date forms available in accordance with Order 581 (Written Directives). #

B. Entries

1. Entries made into computer programs, software, and/or on paper documents may be considered public record. Personnel shall ensure that all entries: a. Are factual, brief, and to the point; b. Include correct spelling and grammar; and c. Contain appropriate, accurate, and required information. 2. White-out products shall not be used to correct errors on paper documents. One line shall be drawn through the error and the correction entered beside it. 3. When paper inmate rosters are used for documenting inmate movement or activities, only yellow and pink highlighters may be used. No other colored highlighters are acceptable. 4. Personnel shall legibly sign their name and ID number on all documents that require their signature. A stamp shall not be used in place of their signature. #

C. Incident Reporting [FCAC 13.07, FMJS 5.6, 13.1]

1. Personnel shall complete Incident Reports prior to the end of their watch utilizing the appropriate electronic format. a. The area supervisor in which the incident occurred shall designate a primary report writer to write the report and obtain a Central Communication Report (CCR) number. b. If other involved officers are required to write a Supplemental Report, the officer writing the Supplemental Report shall use the same CCR number as the original report. c. The CCR number for the incident shall be used on subsequent reports generated by corrections personnel relating the original incident, including Response to Resistance (RTR) Reports. This will ensure accountability of all reports associated with the individual incident and statistical data is accurately maintained. 2. An Incident Report is not required for inmate housing moves unless unusual circumstances occurred to create the inmate moves. The area supervisor initiating the housing moves due to unusual circumstances shall ensure an Incident Report is completed. 3. RTR Reports shall be written in accordance with Order 551 (Response to Resistance). 4. When restraint safety chairs are utilized, the following reports shall be completed [FCAC 10.19, FMJS 4.12]: a. When a restraint safety chair is utilized and the associated incident involves an RTR, an Agency Records Management Systems (ARMS) Incident Report and an ARMS RTR Report shall be completed; or b. When a restraint safety chair is utilized and the associated incident does not involve an RTR, only the ARMS Incident Report shall be completed. 5. Incident Reports shall include, but are not limited to, the following information: a. Name of the person who discovered the incident/emergency; b. Time of discovery; c. Nature of the emergency; d. Time the incident/emergency was announced on the radio; e. Names and arrival times of responding personnel; f. Name and booking numbers of involved inmates; g. Name and booking numbers of witness inmates; h. Time rescue was called, arrived, and departed; i. Responding rescue unit and fire engine units numbers; j. Chronological statements regarding what happened in the incident/emergency; and k. Pertinent facts surrounding the incident/emergency. 6. The Form P-0801 (PREA Sexual Assault Checklist) shall be completed by officers writing reports involving Prison Rape Elimination Act (PREA) incidents. The completed copy of Form P-0801 (PREA Sexual Assault Checklist) shall be forwarded to the PREA Coordinator. #

D. Disciplinary Reporting

1. Refer to Order 639 (Inmate Discipline) with regard to choosing the appropriate response to inmate rule violations. 2. Electronic Disciplinary Report a. The Electronic Disciplinary Report number shall be generated in JMS. b. Only a lieutenant or higher may void a Form P-1470 (Inmate Disciplinary Report) number once it has been issued. c. Forms P-1470 (Inmate Disciplinary Report) Electronic Disciplinary Reports shall include, but not be limited to, the following information: [FCAC 11.04, FMJS 15.5] (1) Up to three specific rules violated to include the violation numbers and charges as listed in Appendix A of Order 639 (Inmate Discipline); (2) A formal statement of the charge (statement of facts) explaining the event, who was involved, what transpired, the date, time, and location of the incident; (3) Any unusual inmate behavior; (4) The names of members or inmate witnesses as security allows; (5) A description of physical evidence and its disposition; (6) Immediate action taken, including any RTR; (7) The reporting member’s name and ID number; and (8) Date and time the report was written. d. The reporting member shall complete the Electronic Disciplinary Report in JMS and submit to his immediate supervisor for review without delay. e. The supervisor shall: (1) Review the Electronic Disciplinary Report in JMS to ensure the statement of facts is grammatically correct, complete, and supports the charges; (2) Attempt to resolve any questions regarding insufficient evidence or lack of merit with the reporting officer prior to considering asking the lieutenant to void an Electronic Disciplinary Report; (3) Submit the report to an officer to ensure the report is investigated within 24 hours of the time the violation is reported and is completed without unreasonable delay unless there are exceptional circumstances for delaying the investigation, which shall be specifically documented on the report; and [FCAC 11.05, FMJS 15.6, 15.8] (4) Ensure the investigation is conducted at the facility where the alleged violation occurred unless, for security reasons, the inmate must be transferred to another facility immediately. f. The investigating officer shall not have been involved in the incident or mentioned in the Electronic Disciplinary Report. [FCAC 11.03, FMJS 15.4] g. The investigating officer shall: [FCAC 11.06 ,FMJS 15.7] (1) Read aloud the alleged violations and statement of facts to the inmate charged with the violations; (2) Thoroughly explain the disciplinary procedure to the inmate to include that witnesses and/or statements should be prepared prior to the disciplinary hearing; (3) Print and complete the Inmate Violation Report and Hearing Notice to include the request for a waiver of the 24-hour waiting period; (4) Obtain the inmate’s signature in the designated spaces on the bottom portion of the Inmate Violation Report and Hearing Notice; (5) Give the inmate a copy of the signed Violation Report and Hearing Notice; (6) Forward the original copy to the supervisor for review; and (7) Inform the supervisor if it is determined the inmate needs assistance in collecting and presenting evidence. h. If the inmate refuses to sign the Inmate Violation Report and Hearing Notice, the investigating officer shall have another officer witness the inmate’s refusal and sign the Inmate Violation Report and Hearing Notice. i. The investigation shall include: (1) The inmate’s version of the incident; (2) Verification of any statement or facts; (3) Witnesses names and statements; (4) A statement explaining why an inmate witness or personnel witness was not contacted; [FCAC 11. 07, FMJS 15.9] (5) The camera name and location, if applicable; (6) A copy of any related reports; and (7) The date and time the investigation was conducted. j. Upon completing the investigation, the officer shall submit the Electronic Disciplinary Report in JMS and notify his supervisor without delay for review. k. The supervisor shall: (1) Review the Electronic Disciplinary Report and attempt to resolve any questions regarding insufficient information with the investigating officer; (2) If approved, save and submit the report in JMS; and (3) Forward the signed copy of the Inmate Violation Report and Hearing Notice to the officer assigned and responsible for conducting disciplinary hearings as outlined below: [FCAC 11.05] (a) CTC – Classification Officer; (b) MCC – Classification Officer; and (c) PDF – Disciplinary Hearing Officer. l. The Disciplinary Hearing Officer shall hold a disciplinary hearing in accordance with Order 639 (Inmate Discipline) and shall complete the Hearing Sanctions Section of the Electronic Disciplinary Report in JMS, Findings and Action of the Disciplinary Hearing Officer to include: (1) The hearing date; (2) The inmate’s plea for each listed charge; (3) The reason for the inmate’s absence or exclusion, if applicable; [FCAC 11.08] (4) A statement of whether the inmate requested witnesses or not; (5) An explanation of why witnesses were not called to the hearing, if applicable; [FCAC 11.07, FMJS 15.9] (6) An explanation of why evidence was not permitted, if applicable; [FCAC 11.07, FMJS 15.9] (7) The previous number of Electronic Disciplinary Reports issued; (8) His findings and the specific evidence relied upon in reaching a decision (9) His recommendations for penalties, if applicable; (10) A statement of whether the inmate accepted a Form P-1482 (Appeal of Disciplinary Action) or not; (11) An explanation of any deviation in his recommendations from the established disciplinary penalty guidelines; and (12) An explanation of any deviations of the established disciplinary hearing format including, but not limited to, the need to continue the hearing. #

E. Location Note General Procedures

1. Each shift is responsible for recording events, incidents, activities, and other pertinent information regarding the inmates in processing and housing areas of each facility. 2. Entries shall be made in the JMS Location Note unless the entries are made for an area where direct supervision is present. In these cases, a paper Form P-1035 (Daily Post Log) shall be used to record the necessary entries. a. Paper Forms P-1035 (Daily Post Logs) shall be maintained anytime officers are posted inside Special Housing Unit dorms. b. Officers documenting checks of self-harm inmates assigned to isolation cells shall do so on the JMS Location Notes. c. Direct observation inmates’ activities shall be documented on a Form P-0552 (Security Cell Inspection). d. Officers responsible for self-harm or direct observation inmates being escorted to destinations outside of their cell shall utilize a Form P-0552 (Security Cell Inspection). e. Paper Forms P-1035 (Daily Post Logs) shall be turned in to the watch lieutenant at the end of each shift. Forms P-0552 (Security Cell Inspection) shall be filed daily in the inmate’s institutional file by Watch 3 (Midnights) and Bravo shift personnel. 3. Area supervisors shall review the daily location note entries posted in the JMS or written by their personnel on each shift to ensure all required entries are made for the shift. a. Each supervisor shall review the JMS Location Notes near the end of their shift to ensure compliance with all required activities and documentation of such. If an area does not receive medication pass, the area supervisor shall ensure that the Health Services Compliance Manager and the on-duty watch lieutenant are both notified via email. b. Each supervisor shall make the appropriate entry in the JMS Location Notes documenting their review. c. Each supervisor shall review and sign paper Forms P-1035 (Daily Post Logs). d. Each supervisor shall ensure any errors or omissions are corrected. e. Each supervisor shall ensure that if activities are not conducted, the appropriate entry is made; and f. Each supervisor managing an incident/emergency that occurred in a female housing area shall ensure all males who responded to the incident/emergency have documented the type of incident/emergency and their response time in JMS. 4. Officers making entries shall ensure proper spelling and wording of each entry. 5. Entries for cancellations of programs and other activities shall include the reason for the cancellation. #

F. Required JMS Location Note entries are listed as follows, but are not limited to:

1. Relief of previous watch to include: a. Pass-down information and keys received; b. Personnel assigned to each position on the oncoming watch; and c. Verification of assigned post equipment. 2. Inspection of safety equipment and restraints; [FCAC 13.02] 3. Initial chemical inventory, receipt of chemicals, and chemicals provided to inmate workers for cleaning; 4. Security rounds conducted by various personnel such as: a. Officers making security rounds; b. Area supervisors making security rounds; c. Outside/perimeter security rounds made and/or the reason an outside round could not be made as scheduled; or d. Other ranked personnel making sanitation and/or security rounds. 5. Fire watch security rounds when a fire alarm is not operational or has been placed in a bypass status; 6. Personnel entering/exiting area to include: a. Required PREA “Male on the Floor” or “Female on the Floor” announcements in the dorms prior to persons of the opposite gender entering the housing area; b. Required unannounced PREA rounds by the Housing Security Sergeant and watch lieutenant; c. Personnel entering and exiting confinement dorms to include those personnel relieving the assigned officer; d. Personnel of rank entering and exiting the area; e. Instructors or other personnel entering classrooms; f. Personnel not assigned to the area entering and exiting the area; and g. Male employees entering female housing areas in response to an incident/emergency shall document their response in JMS prior to the end of their duty. The male employee shall: (1) Log into his JMS account; (2) Select the applicable female housing area that they responded to; (3) Use the “Male staff responded to female area” code; (4) Document the type of incident/emergency; and (5) Document the time he responded. 7. Incidents, emergencies, and drills including those announced in another area of the facility; 8. Beginning and ending times of activities to include the names of personnel conducting the activities and the location of the activity such as: a. Cells searched and contraband found during shakedowns; b. Counts; c. Sanitation inspections and the results of such; d. Emergency drills; e. Dorm lighting changes; f. Police/dual certified officer (DCO) present for criminal investigation; g. Commissary delivery; h. Linen/uniform exchange; i. Food cart arrival and departure; j. Meal service, diet delivery, snack bag delivery, and tray count; k. Recreation, fresh air, and/or sunshine; l. Inmate haircuts; m. Mail service; n. Medication pass; o. Pest control services; p. Maintenance services; q. Sanitation crews; r. Sick call; and s. Library services. 9. Inmate movement, such as: a. Inmate workers entering and exiting close supervision dorms to include the approving area supervisor’s name; b. Inmates sent to court; c. Inmate workers/work crews reporting to or departing from work assignments; d. Inmates sent to programs, school, and other classes; e. Inmates sent to recreation; f. Inmates sent to religious programs/services; and g. Inmates placed into and removed from confinement. [FCAC 12.02, FMJS 15.13] 10. Biohazard inmate workers and/or additional inmate workers reporting for a specific task; 11. Cancellation or delays of scheduled inmate movement/activities to include the reason for the cancellation/delay, which include, but are not limited to: a. Recreation, fresh air, and/or sunshine: (1) Cancellation of recreation shall be documented on the Location Note in JMS by the housing security officer utilizing dropdown “Recreation Canceled”; (2) Entries shall include: (a) Area affected; (b) Name and rank of individual authorizing the cancellation; (c) Reason for the cancellation (e.g., raining, recreation area wet, extreme temperatures, safety/security); and (d) Explanation of any steps taken to reschedule the recreation time. b. Religious services; and c. Programs. 12. Status/inventory of mop setups (mop, mop bucket, broom, dust pan, and toilet brush): a. Placed into and removed from dorms/cells; b. Number accounted for at the beginning and ending of each shift; c. Mop setup items removed from service; and d. New mop setup items received. 13. Inmate showers, phones, kiosks, and/or tablets turned on/off; 14. Request slips reviewed via the inmate tablet or picked up and reviewed when the tablet system is not working; 15. Dorm and/or Cell Lockdown a. At the regular evening lockdown time; b. Due to a disturbance, widespread behavioral problems, suspected drug overdose incidents, or Violent Incident/Operation Safe Jail investigation to include: (1) The name of the area supervisor ordering the lockdown (watch lieutenant for suspected drug overdose and Violent Incident/Operation Safe Jail investigations); (2) The reason for the lockdown; and (3) The release of the inmates from lockdown. 16. Documentation of Americans with Disabilities Act (ADA) activities to include: a. Using “ADA” to document the number of ADA inmates housed in their area utilizing the “Alerts Flags Basic Listing” Report; b. Using “ADA” when a deaf or hard of hearing inmate is housed in the housing area and is notified of an event such as medical, meal service, recreation, emergency drills, etc. The entry shall include the inmate’s name and the name of the officer making the notification; c. Using “ADA CHECK” in the Inmate’s Note when a physical check is performed on the inmate; and d. Using “ADA REQUIRED” in the Inmate’s Note to document all ADA accommodation requests. 17. Temperature checks conducted by maintenance or other personnel; 18. Maintenance personnel activity on the post to include documenting the opening and closing of pipe chase and/or other maintenance doors; 19. Dorm distribution of health care products to female inmates shall be documented by using the “Female Hygiene Products Delivered” code in JMS; 20. Verify that female health care products are stocked by using the “Female Hygiene Products Inventoried” code in JMS. If female health care products are needed, the following personnel will be notified: a. CTC – Security/Services Sergeant; b. MCC – Services Sergeant; and c. PDF – Commissary Services Sergeant. #

G. Inmate Note General Procedures

1. The JMS Inmate Note shall be used to document an individual inmate’s positive and negative actions, interactions, and/or activities. 2. Officers making entries shall ensure proper spelling and wording of each entry. 3. Entries shall be brief and concise. 4. Inmate Note entries are permanent entries and are considered public record. 5. Personnel shall not enter protected health information into the Inmate Note. 6. Officers discovering they made an error in the Inmate Note shall make an additional entry without undue delay using the dropdown selection, “ERROR” explaining the reason for the error. 7. Inmate Note entries made regarding an incident involving the inmate shall include incident CCR numbers. 8. Inmate Note entries made regarding a Form P-1470 (Inmate Disciplinary Report) shall include the report number. 9. Area supervisors shall review all Inmate Note entries pertaining to restraint safety chair incidents under their purview. #

H. Required Inmate Note Entries

1. An incident involving the inmate to include information on: a. RTR; b. An inmate fight; c. A medical emergency or minor injury; d. Rule violations resulting in a verbal warning, minor infraction, or Form P-1470 (Inmate Disciplinary Report); e. Placement into/removal from a restraint safety chair and checks made by various personnel; f. Notification of the contracted health services provider (CHSP) of an inmate’s placement in a restraint safety chair; [NCCHC J-G-01] g. Damage to property; h. Inmate masturbation in open view of others including witnessing personnel; i. A specific reason why an inmate was moved; j. An inmate threatens, attempts, or is placed on self-harm to include the CCR number when a report is required; and k. Visitation violations and/or issues. 2. Personnel interaction involving the inmate for: a. An inmate counseling; b. Property collection, distribution, or other issues; c. Clothing exchange or issue; and d. Commissary issues. 3. Documentation of the PREA assessments, monitoring checks, and retaliation checks; 4. Documentation of the inmate receiving legal mail from the Postal Services Unit; 5. Documentation of instruction/training of inmate workers on the proper use of chemicals, cleaning agents, power tools, and other equipment and any safety equipment or protective clothing required for the chemicals, cleaning agents, and equipment; 6. Documentation of housing change when the reason for the change is not routine; 7. Documentation of an inmate being too hostile, being uncooperative, or refusing to be processed; 8. Documentation of a Classification officer informing the inmate worker that he/she shall not provide health care services and shall not handle medical requests; 9. Deaf Telecommunications Devices and Interpreter Services a. Confirmation that an inmate needs to use a telecommunications device for the deaf because the inmate is deaf or hard of hearing or he/she wishes to communicate with a family member who is deaf or hard of hearing impaired; b. Use of any deaf telecommunications device (use the “VRI/VRS” dropdown when the inmate uses the Video Relay Service); c. The need for the use of an interpreter; d. Contact information of an interpreter request to include: (1) The date and time of the request; (2) Name and ID number of the operator taking the request; and (3) Other pertinent information to document accommodations made. 10. Application, removal, and/or problem with an ankle monitor; 11. Documentation of a newly admitted inmate with an electronic monitor; 12. Immigration and Customs Enforcement (ICE) Unit processing (entered by ICE Unit only); 13. CHSP contacts including: a. Inmates receiving approved items from medical, such as contact lenses, by the delivering officer; b. Confinement inmate receiving a visit from CHSP personnel at his/her cell; and c. A visit from CHSP personnel due to a management meal. 14. Documentation of removal of impairment-assisting devices, such as wheelchairs/crutches, and the reason for removal; 15. Documentation of a concealed weapons permit by Property officers during the intake process; 16. Documentation for confinement inmates for: a. Recreation (for those eligible for it); and b. Haircut or shave received. 17. Documentation of a fast or hunger strike: a. Beginning of the fast or hunger strike; b. The delivery of food or fluid at designated meal times; c. Evidence that the inmate is consuming food and/or fluids; d. If it is determined that an inmate is no longer fasting and is now on a hunger strike; e. Behavior that may indicate a change in the inmate’s health condition; and f. The end of the fast or hunger strike. 18. When an inmate is deprived of clothing or bedding to include the reason and length of time for such deprivation [FCAC 18.05, FMJS 10.7]; 19. Recognition of the inmate possessing or being issued various items: a. Hair extensions at admission; b. Non-removable piercings; and c. Wheelchair, crutches, prosthesis, etc. 20. Approval or denial by a watch lieutenant or commander for a special visit request; 21. Removal of an inmate’s wristband and the reason for the removal when the inmate uses the wristband to harm or attempt to harm himself/herself; 22. Inmate injuries and medical emergencies to include: a. Nature of the injury; b. When, where, and how the injury occurred; c. Incident number, if applicable; and d. Time that inmate was examined by the CHSP and the name of that member. 23. Documentation of an inmate being held in a holding cell for longer than eight hours in accordance with UP 620 (PDF Watch Operations). #

I. Inmate Scheduling

1. Corrections officers shall utilize the JMS to “check out” an individual inmate, several inmates, and/or entire housing units for a scheduled event and return (check in) the inmates to the housing unit upon completion of the event. 2. Personnel shall schedule and/or check in/out inmates for events for specific times which include, but are not limited to: a. Public and professional visitation; b. Health services appointments (clinic and satellite clinic); c. Classes and programs; d. Transfers and/or releases; e. Court; f. Add-on charges; g. Work crews; and h. Property room and classification appointments. 3. Personnel shall ensure inmates are checked in/out to reflect accurate times for the event. #

J. Inmate Movement and Activity Documentation

1. Housing Assignment Changes a. Housing officers needing to move an inmate to another housing assignment: (1) May do so without supervisor approval if the move is occurring in the same housing area; or (2) Must obtain a supervisor’s approval prior to moving an inmate outside of the same housing unit. b. Personnel moving an inmate to a new housing location shall enter the reason for the move in the JMS housing history along with the approving supervisor’s name and ID number, if applicable. c. Entries shall include enough information for other personnel to understand the specific reason for the move. Examples of inappropriate entries include: (1) Inner move or cell move; (2) Per sergeant or lieutenant; and/or (3) Move away from other inmate. d. An Incident Report is not required for inmate housing movements, unless unusual circumstances occurred to precipitate an inmate or inmates being moved to new housing locations. 2. Inmate Activities a. Group and individual activities shall be documented in the JMS (1) Personnel shall utilize the Batch Activity Log to document the activities. Officers shall: (a) Examine the wristbands of the inmates, while conducting the activity; and (b) The personnel who conducted the activity must be the ones to enter the data and save the batch activity in the JMS. b. Inmate activities requiring documentation include, but are not limited to: (1) Inmate counts; (2) Meal service; (3) Inmate recreation and/or fresh air and sunshine participation/refusals; (4) Linen/uniform exchange; and (5) Religious services. #

K. Phone and Shower Logs

1. The starting and ending times of each inmate’s out-of-cell period shall be noted on the Phone/Shower log, Form P-0552 (Security Cell Inspection), in the JMS or other approved form. 2. When an inmate refuses to come out of his/her cell for phone and/or shower use, officers shall document the refusal and time of refusal on the form. #

L. Forms P-0552 (Security Cell Inspection)

1. Inmates under direct, one-on-one supervision shall have 15-minute checks entered on the Form P-0552 (Security Cell Inspection). 2. Inmates on self-harm who are outside their cell shall have 15-minute checks entered on the Form P-0552 (Security Cell Inspection). #

M. Forms P-1494 (Food Service Area Sanitation Inspection Report)

1. The area supervisor responsible for inspecting the kitchen areas shall complete the Form P-1494 (Food Service Area Sanitation Inspection Report). 2. Supervisors responsible are: a. CTC – Intake Sergeant; b. MCC – North Compound Intake Sergeant and South Compound Housing Sergeant; and c. PDF – Lower Level Sergeant; 3. The supervisor shall inspect the kitchen once the kitchen has been cleaned and is ready to be closed for the evening in accordance with Order 603 (Corrections Facility Inspections). #

N. Forms P-0308 (Kitchen Inmate Worker Hygiene Inspection

The designated Housing Security Officer shall complete Form P-0308 (Kitchen Inmate Worker Hygiene Inspection) prior to sending inmate workers to work in the kitchen. #

O. Forms P-1616 (Supervisor’s Security/Sanitation/Accountability Report

1. Area supervisors shall accurately complete a Form P-1616 (Supervisor’s Security/Sanitation/Accountability Report) each shift. 2. Supervisors shall not delegate completion of the report to subordinates. 3. Within the first hour of their shift, supervisors shall complete sections of the form pertaining to officer and key assignments, area equipment, general security, housing, processing/staging, and exterior. 4. Supervisors shall address maintenance, security, and sanitation discrepancies without delay and ensure unresolved maintenance issues are documented in the MyJax system or maintenance log. 5. Supervisors shall sign the report once the report is complete and accurat #

P. Daily Supervisor Observation Batch Activity Log [FCAC 12.02, FMJS 15.14]

1. Area supervisors who have confinement inmates in their area of responsibility shall complete the Daily Supervisor’s Observation Batch Activity Log in JMS on each inmate once during their shift. 2. The area supervisor shall ensure he interacts with each inmate during waking hours. The area supervisor shall not attempt to conduct these interactions during important shift events such as meal service or counts. a. For MCC personnel on Watch 3 (Midnights), these interactions should take place before or immediately following Master Count or before or after meal service. b. For PDF Alpha watch, these interactions shall take place in the morning. c. For PDF Bravo watch, these interactions shall take place in the evening hours prior to evening lockdown. 3. The purpose of this interaction and the documentation of such are to ensure the area supervisor discovers any medical, mental health, or other issues with the inmates before they become critical and/or life threatening. 4. The area supervisor shall note the exact time he interacted with the inmate, the inmate’s condition, and the inmate’s attitude in the Daily Supervisor Observation Batch Activity Log in JMS immediately following the interaction. 5. Examples of acceptable entries for “Condition” include: a. In distress and needs to be referred to the CHSP; b. Disheveled or neatly groomed and clean; c. Confused, disoriented, or out of touch with reality; or d. Lucid and aware of reality. 6. Examples of acceptable entries for “Attitude” include: a. Calm; b. Talking to self; c. Happy; d. Angry; e. Agitated; or f. Paranoid. #

Q. Electronic Report of Confinement

1. In accordance with Order 624 (Housing Operations), an Electronic Report of Confinement is required for inmates placed into confinement housing. [FCAC 12.03, FMJS 15.13] a. The report shall include the: [FCAC 12.02] (1) Reason for placement in confinement; and (2) Date and time inmate was placed into confinement. b. The watch lieutenant shall review the report in JMS to ensure (1) The move into confinement housing is appropriate for that inmate; (2) The report is approved prior to being transferred to the PDF if the current facility does not have the necessary special housing unit available; (3) Restrictions are appropriate for the inmate’s behavior, history, and type of housing; (4) Pertinent information, restrictions, and the reason for confinement housing is appropriate and included in the report; and (5) The Charge Nurse has been notified of placements not initiated by CHSP personnel. c. The watch lieutenant shall sign and approve the Electronic Report of Confinement in JMS. d. The watch administrative sergeant or his designee shall ensure the inmate is moved to the appropriate housing location in JMS. The individual making the move shall enter the reason for the move in the inmate’s notes in JMS. #

R. Management Meal Documentation [FCAC 21.08, FMJS 8.6]

1. Inmates placed on a management meal as per Order 633 (Corrections Facility Food Service) shall be placed into administrative confinement, unless they are already in confinement. The management meal section on the Electronic Report of Confinement shall be completed. 2. An ARMS Information Report along with an Electronic Inmate Disciplinary Report, if appropriate, shall be initiated indicating the reason for placing an inmate on the management meal. 3. Watch lieutenants must approve the placement of an inmate on a management meal. Upon notification that personnel request an inmate be placed on a management meal, the watch lieutenant shall: a. Notify the Food Service Coordinator and ensure the inmate is not on a special diet prior to implementing the management meal; b. Ensure that the watch administrative sergeant or designee completes an Electronic Report of Confinement, placing the inmate in administrative confinement for safety and security and ensuring the management meal section is completed, unless the inmate is already in confinement; c. Ensure that a Form P-0218 (Management Meal Worksheet) is completed and forward the original to the Housing location where the inmate is confined; d. Ensure that the watch administrative sergeant or designee enters the management meal in the JMS and removes the safety meal in the JMS at the conclusion of the management meal cycle; e. Ensure Housing personnel complete the form as required; f. Forward a copy of the Information Report and Form P-0218 (Management Meal Worksheet) to: (1) The division chief; (2) The appropriate Commander; (3) The facility Services Lieutenant; (4) The facility Security Lieutenant; (5) CHSP Administrator; (6) Food Service Coordinator; and (7) Contract Food Services Manager. 4. Housing officers, where inmates on management meals are housed, shall complete Form P-0218 (Management Meal Worksheet) and shall: a. Ensure management meals are delivered according to worksheet; b. Enter dates and times of meal deliveries; c. Ensure CHSP personnel check the inmate every 48 hours; and d. Complete all appropriate sections of the form. 5. When the inmate is removed from the management meal in accordance with Order 633 (Corrections Facility Food Service), the initiating watch lieutenant shall: a. File the original, completed Form P-0218 (Management Meal Worksheet) in the inmate’s institutional file; b. Ensure copies of the completed worksheet are sent to notify the following: (1) The division chief; (2) The appropriate commander; (3) The facility Services Lieutenant; (4) The facility Security Lieutenant; (5) CHSP Administrator; (6) Food Service Coordinator; and (7) Contract Food Services Manager. #

S. Corrections Noteworthy Reports

1. Corrections Noteworthy Reports on the DOC 94Net site are created to alert corrections personnel of a significant event or incident, such as a(n): [FMJS 5.6] a. Significant incident such as a fire, evacuation, or sexual assault/battery; b. Arrest of: (1) Jacksonville Sheriff’s Office (JSO) employees or family members; (2) Current and former law enforcement officers; and (3) Any person that qualifies for exempt status. c. Significant inmate battery; d. Significant system outage including computers, phones, panels, etc.; e. Operation Safe Jail investigation and lockdown; f. Suspected drug overdose investigation and lockdown; g. Officer injury; h. Incident involving a Signal 34; i. Elevator malfunction; and j. Significant property damage and/or flooding. 2. Noteworthy Reports shall include: a. Pertinent information; b. A CCR number of the incident, if applicable; c. An inmate’s booking number, if an inmate’s name is listed; and d. Correct spelling, proper grammar, and appropriate wording. 3. Noteworthy Reports shall not include: a. Names of employees or former employees listed; and b. Names of alleged victims and medical information. 4. Noteworthy Reports shall be approved by a watch lieutenant before being posted. 5. Noteworthy Reports shall be created at the beginning and end of an inmate’s fast or hunger strike. 6. Noteworthy Reports shall be created at the beginning and end of dorm lockdowns due to an Operation Safe Jail investigation and lockdown. 7. When a Noteworthy Report is created for the arrest of a JSO employee or former JSO employee, the watch lieutenant shall send an email to corrections command members with the employee’s name and any other pertinent information that would not be included in the Noteworthy Report. 8. Noteworthy Reports shall be updated when a situation or incident has been resolved and/or as necessary. #

T. Contract Security Guards

1. Contract security guards shall be placed on all inmates being treated at medical treatment facilities when the inmate or detainee is charged with criminal charges. 2. The PDF watch administrative sergeant shall be contacted to request a contract security guard for inmates and/or detainees transported to a medical treatment facility. 3. The PDF watch administrative sergeant shall: a. Maintain the Form P-1696 (Daily Hospital Security Guard Activity Report) to include inmates placed on police hold; b. Contact the contract guard service to request a contract security guard; c. If received, attach a copy of the inmate’s Arrest & Booking Report to the Form P-1696 (Daily Hospital Security Guard Activity Report); and d. Close out the Form P-1696 (Daily Hospital Security Guard Activity Report) at midnight at the end of the year, forwarding all old reports to the clerical area for archival storage. #