FLORIDA DEPARTMENT OF JUVENILE JUSTICE POLICIES AND PROCEDURES

Page 1of 10 DJJ – 5000 Effective Date: 5/15/02 Revised Date: 5/25/04 FLORIDA DEPARTMENT OF JUVENILE JUSTICE POLICIES AND PROCEDURES...
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FLORIDA DEPARTMENT OF JUVENILE JUSTICE POLICIES AND PROCEDURES Secretary /s/ C. George Denman, Interim Secretary

Effective Date: 5/15/02

Subject Statewide Transportation Offender Policy Authority Florida Statute. 985

Revised Date: 5/25/04

Section: FDJJ – 5000 Replaces:

No. of Attachments 1

RELATED REFERENCES

Statewide Transportation Offender Program Operating Guidelines Interstate Compact Extradition Policy, (Department of Juvenile Justice Policy 6002) Health Services Manual Commitment Packet Procedure, (Department of Juvenile Justice Policy 8875)

POLICY STATEMENT

This policy will outline the proper transportation of offenders who are detained and/or in the care and custody of the Department of Juvenile Justice.

OFFICES AFFECTED BY POLICY

The Offices of Detention Services, Residential and Correctional Facilities, and Probation and Community Corrections will be governed by this policy as it relates to offenders eligible to be registered with the Statewide Transportation System.

I.

DEFINITIONS

Automated Offender Transport System – Is the system operated by the Department’s Detention Services, that allows offenders to be registered, transported and tracked through out the state and is referred to as the STOP (Statewide Transportation Offender Program). Commitment Manager or Specialist – A Department of Juve nile Justice employee responsible for coordinating the placement of offenders in residential programs with the Central Placement Authority and residential programs. Commitment/Transfer Packet – A compilation of legal, health-related and social history documents provided to a residential program for each committed offender. In many cases, the commitment/transfer packet will include a separate confidential file, which contains the offender’s health and mental health– related information, which is the offender’s Individual Healthcare Record. Radio Frequency Electronic Monitoring Device – An electronic surveillance bracelet securely affixed to an offender’s leg, which must be removed prior to transport. Facility Operating Procedure (F.O.P) – Facility operating procedures are based on Florida Statutes, and Departmental policies. These procedures provide the guidelines of the day-to-day operations of a detention facility. The F.O.Ps are reviewed annually and revised as needed by the Detention Superintendent. Page 1of 10 DJJ – 5000 Effective Date: 5/15/02 Revised Date: 5/25/04

FLORIDA DEPARTMENT OF JUVENILE JUSTICE SUBJECT: Statewide Transportation Offender Policy SECTION: FDJJ – 5000 Home Detention – The temporary custody of a youth when the youth is released to the custody of his or her parents, guardian, or custodian in a physically non-restrictive environment under the supervision of the Department of Juvenile Justice pending adjudication, disposition, or placement. Intrastate Transportation Network (ITN) – The long distance route connecting each juvenile detention center in the State of Florida, which includes terminals at six detention centers. The six detention centers are Brevard, Broward, Duval, Escambia, Manatee, and Orange. Each of these terminals will be responsible for executing a designated transportation route on a daily basis, excluding weekends and holidays. Manifest – The transportation schedule that is generated daily at headquarters and distributed statewide to each detention center for juvenile offenders to be transported on the next working day. Offender Registration – The registering of a youth and/or offender requiring transportation in the automated scheduling system, located at each juvenile detention center. RIMMS – Resource in Management Motion System is a third party scheduling software for the automated transportation scheduling system maintained centrally at Department of Juvenile Justice Headquarters. Superintendent – The person responsible for the overall operation of a juvenile detention center. Transportation Coordinator – A certified detention officer whose primary duties are to register offenders into the STOP program and to coordinate offender population movement to their appropriate locations. Transport Order – An official order, authorized by the Secretary of the Department of Juvenile Justice, which is generated through the automated transportation system for youth scheduled for transport. Transportation Coordination Center (TCC) – Headquarters’ office that serves as the “help desk” to each detention centers, generates the daily schedule, maintains RIMMS, provides support to each detention center and serves as the data collection center. Trip Confirmation – An identifying non duplicated number that is automatically generated when a transportation request is made. II.

RESPONSIBILITY AND DUTIES

This policy outlines the services provided by the Statewide Transportation System. The primary purpose is to securely transport offenders to court, medical appointments, and placements, while they are in detention status. A. Residential and Correctional Facilities 1. Placements – The Commitment Manager is to contact the detention center transportation coordinator, where the offender is detained, to arrange transportation of a committed youth to a residential program. 2. Transport for Residential programs – The program shall be responsible for transporting new admissions from the local detention center to the program. The program shall provide transportation services for each offender for program related reasons such as, Medical/Dental appointments, work Page 2 of 9 Effective Date: 5/15/02 Revised Date: 5/25/04

FDJJ – 5000

FLORIDA DEPARTMENT OF JUVENILE JUSTICE SUBJECT: Statewide Transportation Offender Policy SECTION: FDJJ – 5000 site/Community Service projects, counseling appointments with community agencies, emergency transportation, transportation to and from home visits and releases/discharges. 3. Facility-to-Facility Transfers – The Commitment Manager will be responsible for registering the offender with the detention transportation coordinator for facility-to- facility transfers. B. Probation and Community Corrections 1. Transports for Offenders on Home Detention – The Juvenile Probation Officer is responsible for ensuring that the offender on home detention arrives at the local detention center at the designated date and time prior to the scheduled transport. 2. Interstate Compact Transports – The Interstate Compact Administrator will make flight arrangements and register offenders with the Transportation Coordination Center (TCC) for cases involving Interstate Compact. C. Detention 1. Each detention center will maintain the STOP software and coordinate the transportation of offenders, in their catchment area, in the Departments care and custody, with Commitment Mangers, Residential programs and Juvenile Probation Officers. 2. Detention Services will provide two transporters per vehicle to execute the daily manifest and pick up and drop off each offender to the designated locations. 3. Local Transports – Local detention centers will perform their own transports to local courts, medical appointments (from detention only), and any other local appointment the offender may have while in secure detention. 4. Mechanical Restraints – Belly chains, handcuffs, and leg irons will be applied to all offenders entering a secure vehicle before departing any facility. The use of this equipment shall be consistent with Protective Action Response Policy, Department of Juvenile Justice, DJJ – 1508 – 03. 5. Overnight Stays During Transports – Communication between facilities, residential programs and Juvenile Probation Officers to ensure that relevant information is shared is particularly critical when offenders are to be held overnight at any detention center while in transit. 6. Receiving Center’s Responsibilities – All receiving centers should be ready to accept the offenders when the transporters arrive at their centers.

III.

STANDARDS/PROCEDURES

A. Placements into a Residential Facility: Page 3 of 9 Effective Date: 5/15/02 Revised Date: 5/25/04

FDJJ – 5000

FLORIDA DEPARTMENT OF JUVENILE JUSTICE SUBJECT: Statewide Transportation Offender Policy SECTION: FDJJ – 5000 Residential Programs 1. The program shall be responsible for transporting new admissions from the detention center to the program. Commitment Manager 1. Responsible for coordinating the placement of offenders into a residential and correctional facility utilizing Statewide Transportation Offender Program (STOP). 2. Responsible for contacting the local detention center transportation coordinator to arrange transportation with residential placement. 3. Works with the detention transportation coordinator to coordinate an admit date to the commitment facility. For offenders on home detention, the commitment manager must coordinate a date and time when the offender must arrive at the detention center for transport. 4. Notifies the Juvenile Probation Officer (JPO) and the receiving residential program of the travel arrangements. Detention Transportation Coordinator 1. Registers the offender’s transport through the automated offender transportation system and provides the Commitment Manager with a confirmation number. 2. Responsible for communicating with the designated official at the residential program concerning offenders who are scheduled for placement each day and mutually agreeing on the pick up time from detention. 3. No trip is scheduled nor will it occur until a confirmation number has been generated and provided to the requestor. The following information must be provided to the commitment staff at the time the offender transferred to the residential program: Commitment Package/Transfer Packet (refer to DJJ 8875). B. Transports for Residential programs Residential Program 1. When a youth must appear in court the program may elect to transport the youth to court, using the appropriate transportation procedures, or transport the youth to the appropriate detention center, and detention will transport the youth to court. 2. Transportation to court for an offender in a residential program must be registered by the residential program where the offender is currently housed. Residential programs will call the detention transportation coordinator at the detention center in their catchment area and follow-up with an email or other written verification. Page 4 of 9 Effective Date: 5/15/02 Revised Date: 5/25/04

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FLORIDA DEPARTMENT OF JUVENILE JUSTICE SUBJECT: Statewide Transportation Offender Policy SECTION: FDJJ – 5000 3. The residential program must provide the following information to the transporting detention center staff, at the time the offender is delivered to the detention center. The Detention Superintendent or his designee will be informed if the required documentation is not provided at the time of transport. a. b. c. d. e. f. g. h.

Photo of youth Expanded face sheet Authority for Evaluation and Treatment Medication Medication Administration Record Suicide risk form Program’s coding of youth Mental Health Alert

Detention Center 1. Registers and transports the offender to court. This applies to all court appearances, local and outside the catchment area. 2. The detention center receives the following information from the residential program when the offender is delivered. The Detention Superintendent or his designee will be informed if a partial packet is provided at the time of transport. a. b. c. d. e. f. g. h.

Photo of youth Expanded face sheet Authority for Evaluation and Treatment Medication Medication Administration Record Suicide risk form Program’s coding of youth Mental Health Alert

C. Releases from Residential programs Juvenile Probation Officer 1. Responsible for developing a transition plan, which includes the return of the offender home after completion of the program. 2. In a collaborative effort the program, along with the Juvenile Probation Officer and parent/guardian will coordinate transportation arrangements for the youth’s release from the residential program. As a last resort only, and when all other means for transportation of the youth home have been exhausted, the JPO can access the Statewide Transportation Offender Program (STOP) for assistance in transporting the offender home.

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3. In the event the detention’s ITN has agreed to assist with returning the offender home, the JPO must identify what efforts have been taken prior to registering the offender with the detention transportation coordinator and FDJJ – 5000

FLORIDA DEPARTMENT OF JUVENILE JUSTICE SUBJECT: Statewide Transportation Offender Policy SECTION: FDJJ – 5000 provide reasons why the youth needs to be transported by the ITN. This should be a last resort method. If an offender uses the ITN, the JPO will be responsible for ensuring the offender is picked up within 60 minutes of arrival at the receiving detention center. The JPO is required to have a secondary plan if the offender is not picked up at the detention with in the required the time frame. 4. Must provide the detention center within their catchments area with the following information: Who is picking up the offender from the detention center upon their arrival, their phone numbers, and the offender’s JPOs name and number. The secondary plan should be noted on the offenders registration transport order. 5. The ITN does not transport over the weekends, so release dates need to be planned accordingly. Residential Program 1. The program coordinates with the detention center when to deliver the offender to the detention center for release transport. 2. Any of the offender’s personal belonging will be the responsibility of the releasing program. No personal belonging will be transported with the offender upon release. D. Facility-to-Facility Transfers Residential 1. The transfer of offenders from one program to another is the responsibility of the sending facility. If the transfer extends outside of the residential region the sending facility may request that the offender be transported on the ITN. The facility will make the request through the commitment manager. 2. The sending residential program will be responsible for delivering the youth and all necessary paperwork to detention for the youth to meet the ITN van at the specified time. The receiving residential program will be responsible for picking the youth up from the detention center in the program’s catchment area at the time specified. 3. The residential program must provide the following information to the transporting detention center staff at the time the offender is delivered to the detention center. The Detention Superintendent or his designee will be informed if any of the required documentation is not provided at the time of transport. Refer to Commitment/Transfer Packet (Refer to DJJ Policy 8875). Detention

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1. Provides transportation for transfers to a new commitment facility if the offender is in secure detention, awaiting placement after the transfer or if FDJJ – 5000

FLORIDA DEPARTMENT OF JUVENILE JUSTICE SUBJECT: Statewide Transportation Offender Policy SECTION: FDJJ – 5000 the transfer extends out of the residential region. The detention center transportation coordinator will register the offender’s transport through the automated offender transportation system and provide the Commitment Manager with the confirmation number. Commitment Manager 1. Responsible for registering the offender for facility-to- facility transfers. E. Transports for Offenders on Home Detention Juvenile Probation Officer 1. Responsible for ensuring that the offender on home detention arrives at the detention center at the designated date and time prior to the scheduled transport. The Commitment Manager will advise the probation officer of the placement. The offender should be scheduled to arrive at the detention center at a predetermined time prior to the scheduled departure time. The offender may be held in secure detention for one night prior to the beginning of the transport. 2. If the offender is not available for placement, the Juvenile Probation Officer must notify the Commitment Manager and the transportation coordinator immediately. 3.

In the event an offender does not appear at the detention center at the designated time, the transportation coordinator is to immediately notify the Juvenile Probation Officer (JPO). The JPO is responsible for locating the offender and ensuring the offender is brought to the detention center in time to be transported as scheduled.

Transportation Coordinator 1. In the event an offender does not appear at the detention center at the designated time, the transportation coordinator is to immediately notify the Juvenile Probation Officer. 2. The transportation coordinator will cancel the scheduled transport within the automated offender transportation system and notify the Transportation Coordination Center. F. Interstate Compact Transports Transportation Coordination Center (TCC) 1. Registers all transportation services for cases involving Interstate Compact and notifies the appropriate detention center to execute the transport. Each detention center must have trained transportation staff for airport deliveries and pickups. Interstate Compact Page 7 of 9 Effective Date: 5/15/02 Revised Date: 5/25/04

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FLORIDA DEPARTMENT OF JUVENILE JUSTICE SUBJECT: Statewide Transportation Offender Policy SECTION: FDJJ – 5000 1. Coordinates with the TCC, providing all necessary information concerning flights, physical descriptions and other information necessary to ensure that the transport can be successfully completed. This information will be printed on the face of the Transportation Order and will be electronically mailed to the local transportation coordinators involved in the transport. Interstate compact arrangements are to be made with the TCC prior to 2 p.m. for youth requiring transportation assistance for the next day. G. Detention Detention Superintendent and/or Designee 1.

Responsible for transportation services in their catchment area and designates a transportation coordinator who handles day – to – day activities and reports directly to the assistant superintendent who provides oversight for transportation.

Detention Transportation Coordinator 1. Enters and coordinates transport requests for all offenders originating at their designated detention center. Registration of offenders includes working with Regional commitment staff to schedule transports for offenders being placed in residential programs. 2. Coordinates with probation staff to ensure commitment packages are at the detention center prior to the offender being transported and to assist with retrieving offenders who are being placed, who may be on home detention or electronic monitoring, to ensure the offender is delivered to the detention center in time for the scheduled transport. 3. Notifies the Transportation Coordination Center each Friday morning of the availability of vans for transportation for the next week. The Transportation Coordination Center will disable vans noted by the local detention transportation coordinator as unavailable for transports in the automated transportation systems so transports will not be scheduled for the van until otherwise notified by the local transportation coordinator. Detention Transporters 1. Each secure vehicle shall include two transporters and be gender appropriate. 2. In case of an emergency, vehicle breakdown, or accident, the transporter should contact, in addition to the sending facility, one of the following: the nearest detention center, residential placement, Department of Corrections facility, or law enforcement agency for appropriate assistance. If an offender in custody escapes, one staff shall remain to control the other Page 8 of 9 Effective Date: 5/15/02 Revised Date: 5/25/04

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FLORIDA DEPARTMENT OF JUVENILE JUSTICE SUBJECT: Statewide Transportation Offender Policy SECTION: FDJJ – 5000 offenders and call for assistance. The second staff shall pursue the escapee. 3. Offenders and staff are not permitted to eat, smoke, play radios or taped music while offenders are in the vehicle. Transporters must observe all traffic laws. All persons riding in state vehicles or personal vehicles while on state business shall use seat belts. 4. Transporters should report any problems with vehicles to the transportation coordinator. Transporters shall fill out their vehicle log sheet (noting any problems with the vehicle) and make sure that there is at least a half tank of gas in the vehicle. H. Transportation Coordination Center (TCC) The TCC is centrally located at the Department of Juvenile Justice Headquarters. Transportation Coordination Center 1. Troubleshoots issues that arise with the transportation coordinators involving transports. 2. Maintains the locations database for any new locations that need to be added to the system. 3. Reconciles temporary offenders to the JJIS database. 4. Acts as a back-up requestor site for any detention center (such as when computer problems arise). 5. Optimizes and generates the transportation manifest to ensure maximum usage of vehicles and personnel. 6. Reviews the transportation manifest. 7. Distributes the transportation manifest to the detention centers. 8. Develops reports using data contained in the automated transportation database to provide required information to the Legislature. 9. Provides assistance to transportation coordinators. 10. Coordinates transport requests for Interstate Compact. 11. Coordinates Interstate Compact transport with the transportation coordinators to ensure they have all the necessary information needed for the transport or pick- up (i.e., physical and clothing descriptions, locator numbers, flight information and where the offender is to be transported once back in Florida, etc.).

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