Attachment 11 - AR 1500-03 Facility-Office Orientation Program.pdf

ADMINISTRATIVE REGULATION

COLORADO DEPARTMENT OF CORRECTIONS

REGULATION NUMBER

1500-03

PAGE NUMBER

CHAPTER: Training

SUBJECT: Facility/Office Orientation Program

RELATED STANDARDS: ACA Standards: 1-CTA-3A-09, 4-APPFS-3A-05, 4-APPFS-3A-

08, 4-APPFS-3A-14, 4-APPFS-

3A-18, 5-ACI-1D-10, 5-ACI-1D-

11, 5-ACI-1D-14, 5-ACI-1D-15,

5-ACI-1D-16, 5-ACI-1D-17, 5-

ACI-5B-18, 5-ACI-1A-04

EFFECTIVE DATE: July 1, 2023

SUPERSESSION: 04/01/21

Moses (André) Stancil

Executive Director OPR: DOP REVIEW MONTH: JUNE

I. POLICY

It will be the policy of the Department of Corrections (DOC) to provide new employees, promoted, and transferred employees, contract workers, and volunteers assigned to facilities/offices, divisions, and headquarters with an orientation program before undertaking their assigned job responsibilities, regardless of job assignment [2-CO-1D-05][4-APPFS-3A-

05]. All part-time employees, contract workers, and volunteers will receive formal orientation appropriate to their assignments and additional training as needed [5-ACI-1D-17].

II. PURPOSE

The purpose of this administrative regulation (AR) is to outline the DOC’s Orientation Program. Each facility/office will provide new employees and transferred employees, contract workers, and volunteers with a working knowledge and understanding of the area’s/office purpose, goals, physical plant, organization, operations, DOC administrative regulations, and implementation adjustments. This orientation and training may also include preparatory instruction related to the particular assignment on an as needed basis.

III. DEFINITIONS

A. Orientation Program: A program designed to provide new employees, promoted, and transferred DOC employees, contract workers, and volunteers with a working knowledge and understanding of their assigned facility or office operations, programs, and services.

IV. PROCEDURES

A. The DOC will ensure that all new employees and reinstated employees, contract workers, and full-time volunteers receive at least 40 hours of orientation before undertaking their assignments [2-CO-1D-05][4-APPFS-3A-05][4-

APPFS-3A-14]. Orientation includes a formal orientation covering general practices and procedures for the facility/office and specific job related training within the employee’s assigned work area. The formal orientation will include the following:

1. Orientation to the purpose, goals, policies, and procedures of the facility/academy and parent agency.

2. Employee, contract worker, and volunteer rights and responsibilities and an overview of the correctional field.

CHAPTER SUBJECT AR # Page 2

Training Facility/Office Orientation Program 1500-03

EFFECTIVE

07/01/23

3. Facility/office specific security and contraband regulations/responsibilities including key control.

4. Facility/office specific fire and emergency procedures to include the emergency plan.

5. Safety procedures including universal precautions, occupational exposure, personal protective equipment, and bio-hazardous waste disposal.

6. Interpersonal relations/appropriate conduct with offenders.

7. Aspects of sexual abuse and harassment.

8. Procedures for the suicide prevention plan.

9. Recognizing signs and symptoms of mental illness.

10. Sustainable and environmentally responsible practices. [5-ACI-1D-10] [5-ACI-1A-04]

11. Depending on the job classification of the employee, contract worker, or volunteer, and the particular job requirements, orientation training may include preparatory instruction related to the assignment. [1-CTA-3A-

09] [5-ACI-1D-11] [5-ACI-1D-14] [5-ACI-1D-15] [5-ACI-1D-16]

12. Youthful Offender System employees will receive 32 hours of specialized training prior to working with the youthful offender population. The training will include but not be limited to the following areas:

● Adolescent development

● Educational programming

● Cultural awareness

● Crisis prevention and intervention

● Legal issues

● Housing and physical plant

● Policies and procedures

● The management of, and programming for sex offenders

● Substance abuse services

● Cognitive-behavioral interventions, including anger management, social-skills training, [problem solving, and resisting peer pressure

● Suicide prevention

● Nutrition

● Mental health issues

● Gender-specific issues

● Case management planning and implementation [5-ACI-5B-18]

13. All new employees must complete the combined training and test for the National Incident Management

System (IS 700) and Incident Command System (ICS-100), available on-line and accessed on DOCNET on the Training home page. The training coordinator will forward both certificates of completion to the facility staff resource coordinator for placement in the employee’s personnel file. The Office of Emergency

Management will be responsive to FEMA requests regarding such training.

B. The orientation program, including the formal orientation and specific on the job training, should be completed within the first 40 hours of reporting for his/her job assignment.

CHAPTER SUBJECT AR # Page 3

1. Exceptions must be reviewed and approved, in writing, by the Chief Human Resources Officer or designee.

C. All part-time employees, temporary employees, interns, and contract personnel receive formal orientation, appropriate to their assignments, and additional training, as needed. [4-APPFS-3A-18] [5-ACI-1D-17]

D. The duration of orientation for newly promoted or transferred employees, contract workers, and full-time volunteers will be at the discretion of the appointing authority.

E. The training coordinator will coordinate, assist, and guide the participants through the process.

1. Each facility/office training coordinator will ensure completion of the AR Form 1500-03A, Orientation

Checklist for their facility/office.

2. Upon successful completion of the Field Orientation Program by a participant, the training coordinator will forward the completed AR Form 1500-03C, Employee Orientation Certification to the facility staff resource coordinator to be maintained in the employee’s personnel file.

3. The training coordinator will ensure that the Orientation Program is updated no less than annually, or as facility/office(s) changes occur.

F. Facility Specific Orientation

1. Facility Orientation Packets will be distributed to each employee on the day they report for orientation. The

Facility Orientation Packet will include at a minimum:

a. Cover page.

b. DOC Mission, Vision and Value Statement to include facility specific mission and vision.

c. A Welcome letter from the appointing authority which states the philosophy, purpose, and goals of the facility.

d. Facility phone roster.

e. Facility radio call signs.

f. Facility offender movement schedule.

g. Wardens Declaration of Contraband.

h. Physical plant and offender population information.

i. Facility specific information/documents.

j. Emergency contact information form.

k. Employee assignment change request form.

l. Orientation checklist form.

m. Orientation certification form.

n. Employee evaluation form.

o. Employee field training officer evaluation form.

4. Facilities will add specific training information by utilizing AR Form 1500-03D, as identified in the implementation/adjustment.

5. Completed checklists will be forwarded to the staff resource coordinator by the facility training coordinator to be maintained in the employee personnel file.

G. Field Training Program Completion and Evaluation:

CHAPTER SUBJECT AR # Page 4

1. All new employees, contract workers, transfers, and reinstated employees will complete the Field Training

Program, as applicable by job function. At a minimum, the Field Training Program will include the provision of a facility/division orientation packet, tour of the facility/office, and employees will complete AR Form

1500-03A, Orientation Checklist, AR Form 1500-03B, Employee Orientation Evaluation, AR Form 1500-03C, Employee Orientation Certification and Emergency Contact forms.

a. Upon completion of the Field Training Program, the assigned manager of the employee will meet with the program participant to assess the effectiveness of the Field Training Program in providing necessary information and hands-on training.

b. Each participant in the Field Training Program will complete AR Form 1500-03E, Employee Field

Training Officer Evaluation. The completed evaluation form will be forwarded to the appointing authority/designee for review and distribution as deemed appropriate.

2. Field Training and Orientation Program

a. The Field Training Program will include content in a checklist format that provides the employee with an understanding and working knowledge of the following:

1) Administrative regulations and implementations adjustments pertaining to the work unit.

2) Objectives, components, and operational strategies of the work unit.

3) Duties and responsibilities.

4) Tour of the facility, introduction to assigned field training officer, supervisor or designee, and meet with management team.

5) Complete orientation checklist, PCDCIS facility specific overview, obtain employee work schedule, and contact information for supervisor.

6) Facility specific on-the-job training assigned by the field training coordinator.

7) After completion, the employee will report to their assigned shift and continue to complete the field training program.

H. Field Training Officer Selection Process:

1. Field training officers will be established in all respective work areas through an application and interview process and will be approved through the Facility Training Advisory Committee, utilizing the following criteria:

a. Certified Employee.

b. Maintain a Level III performance evaluation rating or higher.

c. Disciplinary/Corrective Action free for a minimum of one year.

d. Demonstrate high levels of interpersonal skills.

e. Understand adult centric learning principles.

CHAPTER SUBJECT AR # Page 5

f. Strong time management abilities.

g. Thorough knowledge and understanding of facility operations and best practices.

h. Preferred qualifications may include current instructor, proficient computer skills, strong organizational commitment, and demonstrated leadership ability.

V. RESPONSIBILITY

A. Administrative heads are responsible to ensure that facilities/offices under their jurisdiction implement and maintain a Field Training Program and comply with this AR.

B. Supervisory personnel are responsible to ensure that employees, contract workers, and full-time volunteers participate in this program, in accordance with this administrative regulation.

C. Training coordinators will be responsible to:

1. Ensure Basic Training, Orientation Program, and Field Training Program completion and updates.

2. Ensure program coordination and consistency and monitoring.

3. Ensure evaluation of the program at their location, in accordance with this administrative regulation.

4. Maintain and update the facility orientation packet.

5. Administer/distribute the forms, evaluations, and checklists associated with Basic Training, New Employee

Orientation, and the Field Training Program.

D. The assistant director of training or designee is responsible for:

1. Monitoring the Field Training and Orientation Program.

2. Periodically auditing the Field Training and Orientation Program.

3. Collaborate with the appointing authority to determine areas that will be covered during orientation.

E. The field/facility training coordinator will administer the Field Training and Orientation Program in collaboration with respective facility areas managers.

F. The director of prison operations is responsible for ensuring the review and update of this administrative regulation on an annual basis, or as necessary.

VI. AUTHORITY

A. State of Colorado, Department of Personnel & Administration, Division of Human Resources

VII. HISTORY

CHAPTER SUBJECT AR # Page 6

April 1, 2021

December 1, 2019

July 1, 2018

March 15, 2015

October 1, 2011

April 15, 2010

April 15, 2010

April 1, 2009

March 15, 2008

March 15, 2007

March 15, 2006

April 15, 2005

March 1, 2005

ATTACHMENTS:

A. AR Form 1500-03 A, Orientation Checklist

B. AR Form 1500-03 B, Employee Orientation Evaluation

C. AR Form 1500-03 C, Employee Orientation Certification

D. AR Form 1500-03 D, Blank Checklist for Facility Specifics

E. AR Form 1500-03 E, Employee Field Training Orientation Evaluation

F. AR Form 100-01A, Administrative Regulation Implementation/Adjustments

AR Form 1500-03A (07/01/23)

Orientation Checklist

Facility/Office: __________________________Date:______________________

Employee Name: _________________________________________ Employee No.: ________________________

Orientation Area

(Facility Specific)

Lesson Plan Content Assigned Reading/Review Contact Person(s)

Employee Signature:

Employee Training

Number:

Attachment A

AR Form 1500-03 B (04/01/21)

Employee Orientation Evaluation Please give an honest and complete evaluation of your orientation process. Please include any suggestions which may assist this facility/office to improve your transition into this facility/office. We hope this process was beneficial and will facilitate a continual learning environment within our facility/office.

1. Please rate your introduction to (FACILITY/DIVISION/OFFICE NAME) and how helpful were the staff who assisted you. Please list any comment on how this process could be improved:

2. What was the most positive part of this orientation process?

3. What was the most negative part of this orientation process?

4. What are your feelings in regard to the quality/quantity of:

a. the required readings:

b. the tour/individual stops:

5. Are there areas or information which would you like to discuss in addition to the subjects already covered?

Employee Name (Optional)________________________________________________________________

Date (Required)____________________________________________________________________________________

Attachment B

AR Form 1500-03C (04/01/21)

Employee Orientation Certification

I certify that I have completed the attached checklist and am familiar with all orientation areas assigned

Employee Name:

Facility/Division/

Office Name:

Employee Training Number:

Number of Orientation Hours

Completed:

Basic Training Class

Number:

Was this orientation due to transferring to a new facility/division/office? YES NO

Employee Signature:

Training Coordinator

Signature:

DATE

DATE

xc: Training Coordinator

Employee

Attachment C

AR Form 1500-03D (04/01/21)

(Blank form to use for facility specifics) Name Employee

FTO Name:

ASSIGNED TASKS

Employee Initials

& Date

FTO Initials &

Date

Attachment D

AR Form 1500-03 E (04/01/21)

Employee FTO Evaluation

Please give an honest and complete evaluation of your FTO process. Please include any suggestions which may assist this facility/office to improve your transition into this facility/office. We hope this process was beneficial and will facilitate a continual learning environment within our facility.

1.

Please rate your introduction to (FACILITY/DIVISION/OFFICE/NAME):

🞅 Great 🞅 Good 🞅 Fair 🞅 Poor

How helpful were the staff who assisted/trained you: 🞅 Great 🞅 Good 🞅 Fair 🞅 Poor

Please list any comments on how this process could be improved:

2. How would you rate your FTO?

How well did the FTO help you become familiar with your new career/facility/office and duties?

Did the FTO ensure your familiarity of the duties and expectations?

🞅 Great 🞅 Good 🞅 Fair 🞅 Poor

What you would like to see from your FTO and other co-workers to help you become familiar with your career?

3. How comfortable/supported do you feel as a result of this program or your transfer to this facility/office?

4. In these complex and diverse working conditions, was your

FTO supportive? Did your FTO foster a positive learning experience?

What are some areas that could be changed or addressed?

5. Please list any areas or information which would you like to discuss in addition to the subjects already covered?

Employee Name Date

Attachment E

ADMINISTRATIVE REGULATION

IMPLEMENTATION/ADJUSTMENTS

AR Form 100-01A (04/15/08)

CHAPTER SUBJECT AR # EFFECTIVE

Training Facility/Office Orientation Program 1500-03 07/01/23

(FACILITY/WORK UNIT NAME) _______________________________________________________________________

WILL ACCEPT AND IMPLEMENT THE PROVISIONS OF THE ABOVE ADMINISTRATIVE REGULATION:

[ ] AS WRITTEN [ ] NOT APPLICABLE [ ] WITH THE FOLLOWING PROCEDURES TO ACCOMPLISH THE

INTENT OF THE AR

(SIGNED) _________________________________________________________ (DATE) ________________________

Administrative Head

Attachment F