Attachment 12 - AR 300-09 Tool Control.pdf

ADMINISTRATIVE REGULATION

COLORADO DEPARTMENT OF CORRECTIONS

REGULATION NUMBER

300-09

PAGE NUMBER

CHAPTER: Facility Security

SUBJECT: Tool Control

RELATED STANDARDS: ACA Standards: 5-ACI-3A-23, 5-ACI-6A-43, 2-CI-2A-2

EFFECTIVE DATE: May 15, 2022

SUPERSESSION: 04/15/21

Dean Williams

Executive Director

OPR: DOP REVIEW MONTH: MAY

I. POLICY

It is the policy of the Colorado Department of Corrections (DOC) to govern the control, inventory, and use of tools, culinary and medical/dental instruments and supplies (syringes, needles, and other sharps). [5-ACI-3A-23] [2-CI-2A-

2]

II. PURPOSE

The purpose of this administrative regulation (AR) is to establish an effective tool, instrument, and sharps control system for the safety and security of employees, contract workers, volunteers, and offenders, including inventory control, usage, classification, and accountability.

III. DEFINITIONS

A. Class A Tool: Any tool that presents a definite threat to the security of the facility because of its design, size, or intended use that can be used as a weapon or in an escape, or can be used to fabricate weapons or facilitate an escape that is used and utilized within the physical perimeter of a facility. Each facility will develop and maintain a list of

Class A tools to be determined by the appointing authority.

B. Class B Tool: Any tool not presenting a threat to the security of the facility and is not designated as a Class A tool or a controlled item. Each facility will develop and maintain a list of Class B tools to be determined by the appointing authority.

C. Controlled Item: Items not designated as tools, but are items a facility wants to account for at a higher level to prevent theft or loss. Each facility will develop and maintain a list of controlled items.

D. Durable Marking: Any semi-permanent marking method used to mark tools that is not easily removed when tools are used. Methods include, but are not limited to, engraving, stamping, welding, metal tags, permanent marker, stenciling.

E. Implementation/Adjustment (I/A): Developed by a facility/office. Implementation refers to procedures administered by a facility/office to specifically accomplish the intent of an AR. An implementation adjustment describes how the requirements of the AR will be met; it does not deviate from the intent of the AR; it is not more or less restrictive than the governing AR.

CHAPTER SUBJECT AR # Page 2

Facility Security Tool Control 300-09

EFFECTIVE

05/15/22

F. Master Tool Inventory: A computerized listing of all tools in a facility/center. The master tool inventory will be maintained by the facility tool control officer. Each work area supervisor is also responsible for maintaining an inventory for each tool storage area.

G. Tool Audit: An annual inspection of every tool, conducted by the tool control officer to ensure compliance with policy which includes physical verification of shadowing, etchings/markings, color bands, numbering, excess tools, functionality of tools, and documentation compliance. The audit is documented in a written report that will be submitted to the facility custody and control manager/designee.

H. Tool Supervision:

Direct Supervision (Class A tools): For the purpose of this policy, requires staff to supervise an offender or group of offenders by physically remaining in the immediate area while maintaining intermittent line of sight supervision throughout the work period.

Indirect Supervision (Class B tools): Intermittent observation of an offender by employees or contract workers throughout the work period.

I. Work Period: A period of time, as defined by the administrative head, dependent upon work area hours of operation, project length, and facility design.

IV. PROCEDURES

A. A facility tool control officer will be designated by the administrative head to monitor compliance with the guidelines of this AR. The work area supervisor(s), to include Correctional Industries and Clinical Services, will coordinate inventory and tool control with the respective tool control officer. [2-CI-2A-2] The forms attached to this policy may be revised and/or electronic to meet the individual needs of the facility/work unit, however, the revised/electronic form must contain, at a minimum, the same information as on the AR forms. Colorado Governor’s

Office of Information Technology (OIT) employees and CCi electronic specialists may use the current AR Form

300-09 B, Tool Box/Pouch Inventory (OIT, Communications, Network Group), pre-printed with tools, in lieu of the facility implementation adjustment form.

B. Tool Categories/Classification: Each facility/center will develop a list of Class A tools, Class B tools, clinical instruments, and controlled items. These lists will be maintained by the tool control officer and updated annually, or as needed. Facilities and Correctional Industries may designate any tool(s) that are stored, issued, and utilized only by off grounds work crews outside of the hard perimeter of the facility, as Class B tools or controlled items. [2-CI-

2-2]

1. Certain tools and instruments, including but not limited to: ramset nail guns and charges, bolt or cable cutters, knives, and veterinarian syringes and needles will always be handled as Class A tools, regardless of whether they are utilized on or off grounds.

C. Tool Issue: When a tool is issued, AR Form 300-09A, Tool Issue Log must be completed by the individual issuing the tool.

1. Tool issue logs may be digital forms; however, at a minimum, all tool logs must contain the same information as

AR Form 300-09A.

2. When a tool is issued to an offender, the offender’s last name and DOC number will be recorded on the Tool

Issue Log.

CHAPTER SUBJECT AR # Page 3

a. The individual receiving the tool will also sign the Tool Issue Log.

b. A tag/chit system may be used in conjunction with the log.

3. Tool issue logs must be located in a visible place in each designated tool storage area.

4. Medium custody and below offenders may be allowed to operate tool rooms and issue Class A tools while under direct employee supervision. Offenders may be allowed to operate tool rooms and issue Class B tools and controlled items while under indirect employee supervision, if and when approved by the administrative head.

5. Tool issue logs will be forwarded to the designated area supervisor to review for accountability and completeness at the end of each month.

6. If facility design/operational requirements do not allow direct issuance of tools to offenders working in food service, maintenance, etc., the facility will develop a procedure in a facility implementation adjustment (I/A) to track the assigning of the tool to the offender by the work crew supervisor to maintain tool accountability.

7. Tools assigned to armories, lock shops and mail rooms do not need to be logged in/out each time they are utilized, as long as they remain within the secured work area, are utilized by employees, and are accounted for and secured at the end of each work period.

D. Food/Culinary/Laundry/Correctional Industries Tool Storage and Usage Requirements:

1. All food preparation/processing knives will be stored in a locked cabinet when not in use.

a. All food preparation/processing knives and metal bladed dough cutters must be full tang with rounded edges and points. Knives used in Correctional Industries food processing plants are not required to be round pointed. [2-CI-2A-2]

b. When in use:

1) All food preparation/processing knives and metal bladed dough cutters will be tethered by an employee;

2) The tether will be comprised of a 3/16 inch stainless steel cable with a vinyl covering for a total diameter of 1/4 inch.

3) The tether will be attached directly to a table will not be longer than 30” in length.

4) Tethers attached to a wall (for mobile work stations) will not be longer than 42” in length.

5) The tether length will not exceed 12” beyond the edge of the working surface.

6) The tether will pass completely through the utensil to include the tang and be crimped with a suitable crimping tool.

7) Tethers will be inspected for wear and sanitary condition at the beginning and end of each work period.

8) Tethers will be replaced when visible wear or sanitary concerns are present.

9) Staff will not enter room/area where knives and offenders are both present if the area has not been under direct supervision.

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a) Staff will ask offender to raise knife to view integrity of tether.

b) Staff will ask offender to step out of room/area before entering then leave room/area before offender returns to room/area.

2. Can openers, steam kettle petcocks, paddles, and laundry scissors will use the same type of cable material and locking mechanism, or be secured in place with a padlock. The length of the tether used in these applications will be sized appropriately for safe and productive usage. The screw holding scissors together will be secured in a manner to prevent the scissors from being taken apart.

3. Food service knifes and tether material specifications must have the approval of the Food Service and Laundry administrator prior to purchases.

E. Tool Storage: The custody/control manager at the facility will approve the design, location, and placement of tool storage.

1. Tools will be hung on shadow boards or stored in tool boxes with cut-out depression boards within a secure area. Normally, one tool will be hung in front of each corresponding tool shadow. Several shovels, rakes, and similar tools may be hung on a shadow; however, each item will be numbered and listed on the shadow board, so that missing tools can be identified at a glance.

2. Tools that are stored on the floor and can not be hung on the wall are not required to have shadows the same size and shape of the tool, but must be shadowed in a manner that missing tools are identified at a glance.

When feasible, a laminated photograph of the item may also be posted to aid in the identification of the item.

a. Class A tools will be hung or placed over a red shadow, which will reflect the size and shape of that tool.

The tool control number marked on the tool will also be marked above, beside, or in the field of the shadow.

b. Class B tools will be hung or placed over a black shadow. The tool control number marked on the tool will also be marked above, beside, or in the field of the shadow.

c. Controlled items will be listed on a computer-generated inventory that must be located in a visible location in each storage area, indicating the quantity and type of items. Inventories will be signed by the supervisor of each area in which the items are stored. Controlled items may be hung or placed over a green shadow.

Tool issue logs are not necessary for controlled items, but may be used. Controlled items not in use, such as in a warehouse, storage area, etc. will be accounted for on the inventory, but do not need to be shadowed until put into service. A laminated photograph of controlled items that are stored on the floor or cannot be hung on the wall may be substituted for the shadow. Designated controlled items will be stored, accounted for and destroyed as designated by each facility.

d. Tools not adaptable to shadow boards will be stored in locked drawers, cabinets, or cages, or appropriately secured with an inventory of all tools that are assigned to that drawer, cabinet or cage. Tools secured in drawers or tool boxes may be shadowed by placing the tool on a digital picture or photocopy of the tool or placing the tool in a cut out/depression form.

e. All tools utilized in pouches or tool boxes will be inventoried at the end of the work shift. These tools will be removed from the pouch/tool box and placed or hung on shadow boards. Tools that are stored in tool boxes with cut-out depression boards will be inventoried and stored in the box. These tool boxes will be stored in the designated tool storage area.

CHAPTER SUBJECT AR # Page 5

3. Barber equipment will be maintained in a locked cabinet, issued to a specific offender utilizing AR Form 300-

09A, Tool Issue Log and used in a restricted movement area. These tools will be accounted for at the end of each work period utilizing AR Form 300-09E, Tool Accountability Log.

4. Inactive Class A and B tools that are not currently in service must be accounted for on a perpetual inventory.

These tools may have an identification number but are not required a shadow until placed into service. These items will be stored in a secure location, as approved by the administrative head/designee.

5. Ramset Guns/Ammunition/Hilty Guns: Not allowed without prior approval of the administrative head. If approved, they must be stored in a secure area and explosive rounds accounted for by perpetual inventory.

6. Acetylene Cutting Torches: Mixing chambers will be stored separately from the bottles in a secure area that is not accessible to offenders. Offenders will be under direct supervision while using cutting torches. Supplies of acetylene in any work area will be limited to only that amount needed for routine operation of the area. Excess bottles are to be stored properly.

7. Swing-arm paper cutters will be placed in a secure area when not in use or be connected to the desk/table they are placed on by connecting one end of a cable to the handle of the paper cutter and the other to the desk/table.

8. Expendable/consumable items will be stored inside a secure storage area. A perpetual inventory of each item will be accurately kept by the assigned employee or contract worker after each transaction.

F. Purchase/Receipt of Tools/Instruments: Tools may not be ordered or delivered to the facility or Correctional

Industries without written approval of the administrative head or designee and the tool control officer. [2-CI-2A-2]

The tool control officer will receive, mark, and inventory all tools prior to issue. AR Form 300-09C, Tool Receiving

Report is required for all tools received by the facility. Tools may be purchased using the P-Card; however, employees or contract workers must obtain written approval of the administrative head, or designee, and the tool control officer, prior to the purchase. Tools purchased with a P-Card must also be taken to the tool control officer to be marked and inventoried prior to use.

G. Tool Allotment: The custody/control manager, physical plant manager, tool control officer, health services administrator, and work area supervisors will establish tool/instrument allotments for each work area, within the facility, which will be the tool inventory for the area. Each work area will maintain only the amount of tools/instruments required to meet daily needs.

H. Excess Tools: All tools in excess of routine needs will be transferred from the work area to the tool control officer, who will store the excess tools in a secure area and make appropriate changes to the facility’s computerized master tool inventory. After the excess tools have been removed from the master tool inventory, the tool control officer will remove the tool number and ensure that the tools are turned in to the Colorado Surplus Property Agency, in accordance with AR 450-03, Surplus Property. The tool control officer will complete and sign AR Form 450-03A, Form 276, Declaration of Surplus Property and coordinate disposition with the Colorado Surplus Property Agency.

I. Tool Marking: All tools will be marked by etching and/or durable marking, where feasible. The marking will distinguish the area where each tool is assigned.

1. This marking will consist of a one, two, or three letter code distinguishing the area where the tool is assigned and a numerical code key to the tool itself for identification purposes (e.g., FS-1 = Food Service Number One).

2. Class A tools will also have a permanent or painted red band at the point of least wear.

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3. Because of the size and character of some tools assigned to Food Services and Clinical Services (both medical and dental), the tool control officer and custody/control manager, in coordination with area supervisors, will determine if the above marking procedure is appropriate on some individual tools assigned to those areas.

J. Tool Replacement: When a tool, instrument, or controlled item is determined to be unusable, broken, or worn out, it will be turned over to the tool control officer accompanied by AR Form 300-09D, Broken, Stolen, Lost Tool Report.

1. Broken, unusable, or worn out tools are to be turned over to the tool control officer before the end of the shift, if possible, or kept in a secured location until the tool control officer is available.

In the case of a broken tool, the employee or contract worker will make a notation (in ink) on the tool inventory sheet that the tool is broken, legibly sign his/her name, and maintain a copy of AR Form 300-09D, Broken, Stolen, Lost Tool Report with the tool inventory. The tool control officer will maintain a permanent written record of its disposition and remove the tool from the facility’s computerized master tool inventory. All identification on the tool will be removed before disposal.

2. New tools and replacement tools will be added to the inventory, in accordance with section IV.F., Purchase/Receipt of Tools.

3. Replacement tools will be issued a new number, not the number of the tools they replace. The same number may be used when a food service utensil, e.g., ladle, scoop, or medical/dental instrument, is determined to be unusable, broken, or worn out, if it is replaced with a utensil of the same size and shape. If the utensil is lost or replaced with a different or upgraded utensil, a new number will be issued and the old number will be retired.

4. Facility documentation will include at a minimum AR Form 300-09D, Broken, Stolen, Lost Tool Report and a

PCDCIS incident report.

K. Contractors/Other Non-Institutional Tools: Each facility will designate a manager to be the contact person for outside contractors. The contractors will provide a list of tools to the designated manager who will follow the guidelines of this administrative regulation. Contractor tools will be inventoried against the supplied list at the end of each work day. The designated manager and the facility tool control officer will be notified if a tool is reported lost or missing, and a detailed incident report will be submitted to the shift commander. A copy of the incident report will be forwarded to the facility tool control officer.

L. Tool Inventory/Accountability:

1. A current master tool inventory of all tools/instruments and their storage and issue locations are to be maintained by the work area supervisor. Gang boxes, tool boxes, and pouches will have an inventory of all tools that are assigned to that area, which must be located in a visible place in each designated tool storage area.

2. Tool boxes, tool pouches, and depression boards that are issued/checked out from the tool storage area, which are being used outside of, or being removed from, the originating area will have an inventory using AR Form

300-09B, Tool Box/Pouch Inventory. The inventory will remain with the tool boxes, tool pouches, and tool depression boards until returned to the designated tool storage area. The inventory may be laminated to prevent tampering but must be updated if any changes are made (e.g., new tools added). When tools are returned, they will be checked against both the Tool Box/Pouch Inventory form and the master tool inventory. The Tool

Box/Pouch Inventory may be revised and/or a computerized version used; however, the revised/computerized form must contain, at a minimum, the same information as the Tool Box/Pouch Inventory. For accountability, controlled items may be accounted for by using the Tool Box/Pouch Inventory.

CHAPTER SUBJECT AR # Page 7

3. The tool control officer will maintain a current computerized master tool inventory of all tools/instruments assigned in the facility and ensure the inventory is completed once per quarter. Quarterly inventories will be documented in writing.

a. The written audit report, with necessary comments and suggestions for improvements, will be forwarded to the work area supervisor and the custody/control manager.

b. Computer generated inventories will be maintained with hard copies forwarded to area supervisors quarterly for physical and visual verification.

c. Area supervisors will ensure all tools and instruments stored in their area, are inventoried, the inventory sheet is signed, and returned to the tool control officer within a time frame specified by each facility.

d. Any discrepancies will be reported to the tool control officer immediately.

4. The facility tool control officer will personally conduct a tool audit of every tool in the facility once, annually, as outlined in facility IA.

5. In order to document accountability, an updated inventory will be posted in each designated storage area at least quarterly or more frequently if changes are made to the inventory.

6. All tools and controlled items will be accounted for at the end of the work period. Any and all pieces of broken or damaged tools will be accounted for by the work area supervisor. Each tool storage area will be checked and verified by at least two employees/contract workers at the end of each work period/shift who will complete AR

Form 300-09E, Tool Accountability Log. At a minimum, a visual inspection of every tool will be conducted and completed before offenders are allowed to leave the work area.

If the administrative head identifies areas of the facility that cannot operationally be checked by two employees, the administrative head will designate in the facility I/A the areas that are approved for only a single

DOC employee to conduct the accountability. The identified areas must meet one of the following criteria to be exempted:

a. Areas must have restricted employee access and no offender access due to facility safety/security restrictions, e.g. armory, lock shop, Emergency Response Team room, investigators office, etc.

b. Areas that are secure, such as maintenance rooms, located in non-staffed/limited access areas of a facility that are not routinely or easily accessed due to the location of the area.

c. Areas that are off grounds tool storage areas or trailers that, when used, are not located in close proximity to the assigned facility and are not routinely staffed by two work areas supervisors.

7. For areas that are not staffed 24 hours a day, seven days a week, the accountability log must be signed each time the area is accessed. If the area is not accessed each week, accountability must be conducted and the log completed at least every seven days.

M. Lost Tools

1. If a tool is not accounted for at the end of the work period or at any other time, the responsible employee or contract worker will immediately notify the shift commander and implement a search. Area employees, contract workers, or volunteers will be notified to assist in the search.

CHAPTER SUBJECT AR # Page 8

2. Employees or contract workers will detain any offenders who may have had access to the missing tool at the work location until a thorough search has been conducted. If the tool is not located, offenders will be strip searched and/or processed with either a hand-held metal detector or traditional metal detector before being released into population.

3. All employees, contract workers, or volunteers will remain in the facility until released by the shift commander.

If the tool is not located, the responsible person (e.g., employee, contractor) will complete an incident report, submit AR Form 300-09D, Broken, Stolen, Lost Tool Report to the shift commander, and forward a copy to the tool control officer before leaving the facility.

4. If the tool is still missing after three months, it will be removed from the master tool inventory. If a Class A tool is missing, copies of any reports will also be submitted to the DOC security specialist and the appropriate director.

5. The tool control officer will maintain an electronic file on the shared drive listing all tools reported lost. All contraband tools confiscated during searches will be checked against this file. Identifiable and serviceable tools that are recovered will be forwarded to the tool control officer, with written notice to the custody/control manager. If they have already been replaced, the recovered tools will be placed in excess tool storage. If unserviceable, they will be destroyed.

N. Personal Tools: Personally owned tools, such as; multi-tools, pocket knives, etc., are NOT authorized within any

DOC facility.

O. Veterinary Tools and Instruments: Correctional Industries will be responsible for accountability of veterinary, farm, and livestock tools. [2-CI-2A-2]

P. Clinical Services Tools and Instruments: Each facility health services administrator, in coordination with the custody/control manager, will establish secure storage areas for medical and dental tools and instruments and maintain inventories. [5-ACI-3A-23] Accountability of clinical tools/instruments will be checked and verified by at least two employees or contract workers, one of which must be a Clinical Services employee or contract worker, at the end of each work period/shift and will complete and sign AR Form 300-09E, Tool Accountability Log.

1. Clinical Services instruments and sterile instrument packs will be maintained in locked cabinets/drawers and will never be issued to an offender. These items will be used within a restricted area with sole possession maintained by the Clinical Services employee and/or contract worker.

a. When a Clinical Services tool and/or sterile instrument pack is accessed and placed into service, AR Form

300-09A, Tool Issue Log, will be completed by the employee accessing the instrument(s).

b. Sterile Instrument Packs: Sterile instruments are packaged together allowing them to be counted as a single item. Sterile instrument packs are to be visually inspected to ensure that the number of instruments agrees with the number of pieces noted on the affixed packaging. Any discrepancy will be immediately reported to the health services administrator and the shift commander. Immediate area searches and control of offender movement will occur.

c. Sterile instrument packs will be standardized with the required minimum types and numbers of instruments needed for the procedure. Instruments that are not routinely used during procedures should be deleted from packs.

d. Photocopies of instruments and sterile instrument packs will be maintained for record in the area of storage.

2. Sterile Instrument and Instrument Pack Count Procedure and Guidelines:

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a. The use of any medical clinical instrument or pack for medical procedures will be documented using AR

Form 300-09A, Tool Issue Log, for each encounter. All dental instruments will be signed out by drawers/cabinets at the beginning of the shift and signed back in at the end of the shift using the Tool Issue

Log due to the large amount of instruments used per shift.

b. The initial instrument count at the storage location is compared to the labeled inventory.

c. A physical count prior to use at site of care will be conducted.

d. For cross referencing purposes, all opened sterile instrument packaging will be kept and compared with the contents list.

e. At the completion of treatment, a physical count of all instruments and sharps is to be conducted. This is to be completed prior to the offender exiting the immediate care area.

f. A physical count of instruments being placed in locked contaminated storage locations is to be conducted.

g. A physical count of instruments being introduced to either the chemical or ultrasonic sterilization process is to be completed.

h. Instruments will be packaged, sealed, physically counted, and placed into the autoclave.

i. Instruments will be visually inspected, counted, and compared to the labeled inventory after being removed from the autoclave.

j. Instruments will be returned to work issue point.

k. When more than one offender is being treated in an immediate clinical care area, health care practitioners will ensure that instruments and sharps not in use are secured and accounted for prior to providing care.

3. Crash carts and man-down ready bags will be inventoried and accounted for in accordance with Clinical

Standards and Procedures, Emergency Medical Equipment. During emergent situations when the crash cart or the man down ready bag is utilized, AR Form 300-09A, Tool Issue Log, will be completed by the individual issuing the tool once the emergency has stabilized.

4. Clinical sharps must be secured and accounted for in the following manner:

a. Clinical sharps will be maintained in locked cabinets/drawers and inventoried using DOC Clinical Services

Needle/Syringe/Sharps Inventory from Clinical Standard Counts–Narcotics and Sharps Attachment A. [5-

ACI-6A-43]

b. Each time a sharp instrument, including a needle or syringe, is used it must be signed out at the time of use, providing the offender’s name and DOC number. A copy of the Clinical Services Sharps Inventory must be used for tracking and accountability purposes. A separate form will be maintained for each type of sharp requiring accountability.

c. Back-up stock needles, syringes, and sharps will be separated from in-service inventories in locked cabinets. They will be secured with a security seal and kept behind at least one locked door. Back-up stocks will be counted and re-inventoried by two persons any time access occurs. The employee breaking the seal will first verify that the seal number matches the last one identified on AR Form 300-09F, Clinical

Services Security Seal Log. If tampering of a security seal is discovered, an immediate count will be

CHAPTER SUBJECT AR # Page 10 completed,. The health services administrator and the shift commander will be notified immediately. An incident report will be completed.

d. Clinical Services employees or contract workers will log any new application of a security seal using AR

Form 300-09F, Clinical Services Security Seal Log. Security seals will be maintained in a secure location.

The Clinical Services Security Seal Log will be utilized wherever or whenever a security seal is utilized.

e. Accountability of all sharps will be checked and verified by at least two employees or contract workers, one of which must be a Clinical Services employee or contract worker, at the end of each work period/shift in accordance with Clinical Standards and Procedures Counts- Narcotics and Sharps. Any discrepancies in any count will be reported immediately to the facility shift commander and the health services administrator.

f. Disposal of needles, syringes, sharps, and biological hazardous waste will be accomplished within OSHA and EPA regulations.

g. Interim storage of needles, syringes, and sharps while awaiting disposal will be in secure containers in a secure location.

h. Offenders will not be directed to handle or remove sharp containers from any clinical work area.

5. Clinical Instrument Disposal/Transfer Procedures:

a. Health care practitioners, in collaboration with the health services administrator, will determine instruments that are in excess to the needs of the clinic or instruments that are damaged beyond repair.

b. Before any instruments or equipment are relocated or transferred, the health services administrator will be notified. Clinical instruments, equipment, or tools will not be turned in as excess without approval from the health services administrator and the facility tool control officer.

c. The tool control officer will ensure that the affected clinical inventory and the master inventory are updated accordingly. In cases where a clinical instrument or device can be reassigned to another facility, the sending facility tool control officer will maintain control of the instruments/device and coordinate the transfer with the receiving tool control officer.

d. Each health services administrator will implement procedures that ensure accountability, safety, and security of all clinical instruments introduced into their respective facilities, in accordance with this AR.

V. RESPONSIBILITY

A. Work area supervisors, employees, and contract workers who have offenders assigned to use tools will train offenders on the tool control process, prior to job assignment.

B. The procedures outlined in this AR are not applicable to Headquarters and Division of Adult Parole Offices.

C. The director of Prisons will be responsible to review and update this AR on an annual basis.

VI. AUTHORITY

A. C.R.S. 17-1-103. Duties of the executive director.

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VII. HISTORY

April 15, 2021

March 15, 2020

May 1, 2019

May 1, 2018

May 15, 2017

March 15, 2017

March 1, 2016

May 15, 2015

January 1, 2015

April 1, 2013

September 1, 2009

August 15, 2008

August 15, 2007

March 15, 2007

September 15, 2006

September 15, 2005

July 1, 2005

July 1, 2004

ATTACHMENTS:

A. AR Form 300-09A, Tool Issue Log

B. AR Form 300-09B, Tool Box/Pouch Inventory

C. AR Form 300-09C, Tool Receiving Report

D. AR Form 300-09D, Broken, Stolen, Lost Tool Report

E. AR Form 300-09E, Tool Accountability Log

F. AR Form 300-09F, Clinical Services Security Seal Log

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

AR Form 300-09A (04/19/21)

Tool Issue Log Facility/Area:

Date

Issued

Time issued

Tool

ID#

Tool Description

Issued To

(Print Employee Name or Offender Name & #)

Signature of Person

Receiving Tool

Issued By

(Print Name)

Returned date

Returned

Time Return Signature

Area Supervisor Signature Date

Attachment A

When any tools listed on this issue log are unaccounted for, immediately notify shift commander and complete AR form 300-09D, Broken, Stolen, Lost Tool Report and a PCDCIS incident report.

AR Form 300-09B (05/15/15)

Tool Box/Pouch Inventory

Area Date

Tool Box/Inventory ID Number:

Inventory

# Tool ID# Class Description/Size

When any tools listed on this issue log are unaccounted for, immediately notify shift commander and complete

AR Form 300-09D, Broken, Stolen, Lost Tool Report and a PCDCIS incident report.

Attachment B

AR Form 300-09C (04/15/21)

Tool Receiving Report

Date:

To:

From:

In accordance with administrative regulation, 300-09, Tool Control, Procedure F., Purchase/Receipt of Tools, the following tools were received in ____________________ on _________________.

A copy of the purchase requisition or other documentation verifying that the administrative head, or designee, approved the purchase of the tool(s) is attached. The classification, color coding, and identification number is as designated. Please mark the tool(s) and update the appropriate inventories.

Class

(A or B) Description/Size Color Code Identification Number

Receiving Individual’s Signature Date

Tool Control Signature Date

Attachment: Purchase requisition/documentation verifying administrative head’s approval

Attachment C

AR Form 300-09D (05/15/17)

Broken, Stolen, Lost Tool Report

Date:

To:

From:

Description of Tools

(List I.D. Number, Size, Color, Etc.)

(Check one)

Broken Lost Stolen

Circumstances surrounding this loss, to include disposition:

Work Area Supervisor: ___________________________________________________________________________________

Attachment D

AR Form 300-09E (05/15/17)

Tool Accountability Log

Month/Year: Area:

By my signature below I verify that I have accounted for the presence of all Class A and B tools assigned to this area. (Two legible signatures are required for each work period.)

Day Work Period/Shift (One) Signatures (X2) Work Period/Shift (Two) Signatures (X2) Work Period/Shift (Three) Signatures (X2)

When any tools listed on this issue log are unaccounted for, immediately notify shift commander and

Complete AR form 300-09D, Broken, Stolen, Lost Tool Report and a PCDCIS incident report

Attachment E

AR Form 300-09F (05/15/17)

Clinical Services Security Seal Log Seal #

Date Seal

Applied

Individual Applying Seal

Print Name Signature

Date Seal

Removed

Individual Removing Seal

Print Name Signature

Reason For

Removal

Attachment F

ADMINISTRATIVE REGULATION

IMPLEMENTATION/ADJUSTMENTS

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

CHAPTER SUBJECT AR # EFFECTIVE

Facility Security Tool Control 300-09 05/15/22

(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 G