ATTACHMENT 6.pdf

STATE OF SOUTH CAROLINA DEPARTMENT OF JUVENILE JUSTICE

POLICY AND PROCEDURES

Title: Reporting Events Policy No.: 326 Page(s): 1 of 6

Folder 300: Safety and Security Old Policy No.: I-3.2

Originator: Inspector General

Divisions/Offices Impacted: All

Juvenile Justice Code: n/a

PbS Related Standard(s): n/a

August 30, 2021

Effective Date

SIGNED/ Freddie B. Pough

Freddie B. Pough

Director

PURPOSE: The South Carolina Department of Juvenile Justice (SCDJJ) staff will document significant events, serious incidents, accidents, and other significant information occurring at and/or related to youth, employees, volunteers, visitors, SCDJJ facilities, programs, schools, offices, and work-sites.

DEFINITIONS:

1. Event: An act, situation, incident, or information that requires documenting for the purposes of one or more of the following reasons:

a. For support of action based on safety or security issues;

b. For investigation;

c. For criminal prosecution;

d. For administrative sanctions;

e. For auditing for financial purposes;

f. For maintaining historical records; and/or

g. For data collection.

2. SCDJJ Event Report: An electronic/ typed report that is required for each incident, accident, injury or other significant event that occurs involving youth, employees, volunteers, and/or visitors occurring at and/or related to SCDJJ. The report is to be completed and submitted by the employee(s) observing or having knowledge of the event via https://ers.scdjj.net, the website for SCDJJ staff and Form 326A for non-DJJ staff.

Event Reports will be completed prior to the employee(s) ending their work day.

3. Event Reporting System (ERS): An application that is used to enter and track event reports.

The database is used for investigation, information collection, and management review.

https://ers.scdjj.net/

Title: Reporting Events SCDJJ Policy No.: 326 Originator: Inspector General Page: 2 of 6

4. ERS Reporters: The originator of the report responsible for creating and submitting the

Event Report through the ERS application at https://ers.scdjj.net, the website for SCDJJ staff and via email to the inspectorgeneraleventreporting@scdjj.net for non-SCDJJ staff.

5. TIP Line: A confidential telephonic reporting system for employees and the general public to use to report information directly to the Inspector General.

PROCEDURAL GUIDELINES:

A. Training Requirements

All staff will receive training in reporting events as part of the initial SCDJJ New Employee

Orientation Program. Juvenile Correctional Officers/ Specialists will receive training in the

ERS as part of their on-the-job training.

B. Required Reportable Events

Event types to be reported are listed on the SCDJJ Required Event Reporting (Attachment

326A). Events are to be reported as outlined in this policy.

C. Tip Line (# 1-866-313-0073)

The SCDJJ Inspector General (IG) operates a toll free “Tip Line” which may be utilized by SCDJJ employees statewide or the general public. This line is a voice messaging system that allows individuals to call at any time. Although the primary purpose for this service is to enhance the Event Reporting System, it also provides a mechanism for employees to relay ideas and concerns. Individuals calling the Tip Line are asked to provide as much detail, (date, time, location, individuals involved, type incident) as possible so that the specific incident can be verified.

1. The Tip Line should be used to:

a. Verify an incident has already been reported;

b. Verify an incident should be reported;

c. Report suspected criminal or administrative violations;

d. Convey concerns or observations about current SCDJJ practices or procedures;

e. Convey ideas that may enhance services to youth;

f. Convey ideas that may enhance daily operational procedures; and/or

g. Convey ideas that may save dollars for the department.

mailto:inspectorgeneraleventreporting@scdjj.net

Title: Reporting Events SCDJJ Policy No.: 326 Originator: Inspector General Page: 3 of 6

2. The Tip Line should not be used:

a. For an individual who was involved in an incident/event to report his/her involvement in the incident/event. The Investigator will conduct interviews of persons involved, when necessary.

b. To delay the reporting guidelines required by ERS.

c. As a substitute for ERS reporting.

d. To report emergencies.

D. Responsibilities

1. Supervisors will ensure that serious incidents, accidents, and events are immediately reported to their respective Regional/Facility Managers. Each

Manager will ensure that a report is made to their respective Deputy

Director/Associate Deputy. Deputy Directors/Associate Deputies will determine those events of which they wish to be notified and the time frames for notification.

2. County/Facility/School/Office Managers will ensure that each incident, accident, and significant event occurring at their work site is properly and promptly reported and that records and files meet the reporting requirements.

3. Non-security staff at programs, group homes, wilderness camps, administrative offices, and contract facilities are expected to follow the guidelines set forth in this policy.

4. In the event a report lacks significant information, the Event Report will not be delayed or held from submission. Any additional information will be submitted as required by SCDJJ staff and non-SCDJJ staff.

E. Event Reporting System (ERS)

The Division of Investigative Services will maintain the ERS database containing information on events occurring within any location associated with SCDJJ, including facilities, county offices, group homes, contract facilities and administrative offices.

ERS reports may be made on a statewide basis, 24-hours per day, 7 days per week via the

ERS application for SCDJJ employees and via email to the inspectorgeneraleventreporting@scdjj.net for non-SCDJJ employees.

1. ERS Reporting Guidelines

a. Administrators of SCDJJ and contractual facilities will ensure that staff have access and availability in reporting events on a 24-hour, 7-day basis.

mailto:inspectorgeneraleventreporting@scdjj.net

Title: Reporting Events SCDJJ Policy No.: 326 Originator: Inspector General Page: 4 of 6

b. All events listed in the Priority 1 and Priority 2 columns of the SCDJJ

Required Event Reporting list (Attachment 326A) will be reported and submitted as outlined in this policy.

c. The ERS reporter will ensure the information being reported is to the best of their knowledge prior to submitting the information.

1) For Priority 1 events, the reporter will immediately call the SCDJJ

Telecommunication Unit and immediately submit an Event Report.

2) For Priority 2 events, the report will be submitted as outlined in this policy. (Priority 2 events should not be called in unless there is uncertainty about whether the event is a Priority 1 or 2.)

2. Upon notification of a reported event, the Telecommunications Unit operator will document the reportable information into the ERS.

3. The Telecommunications Unit operator will enter the information into the ERS as it is being reported. When all required information is entered, the

Telecommunications Unit operator will provide the non-SCDJJ staff reporter an

ERS number to reference on the Event Report. Entering this number on the Event

Report form will provide verification that the event was called in as quick reference for future inquiries into the same incident. Upon the submission of the report through the https://ers.scdjj.net website, the system will automatically provide the

SCDJJ reporter with an ERS number.

4. Investigative Services Handling of ERS Reported Events

a. Reports of all Priority 1 events that are received will be referred to the

Inspector General (IG) and Chief Investigator. These reports will be processed immediately to ensure timely gathering of vital, time-sensitive information.

b. The Chief Investigator and/or Inspector General will access the ERS

Report, review the information, and will either:

1) Confirm the event as to priority, and make assignment for action, if applicable, to one or more of the following areas:

A) SCDJJ Criminal Investigations Section for investigation of criminal activity;

B) Management Review Section for administrative inquiry of policy violations;

C) The Juvenile and Family Relations Department for grievance actions; and/or

Title: Reporting Events SCDJJ Policy No.: 326 Originator: Inspector General Page: 5 of 6

D) The Internal Audits Section for audit purposes;

2) Enter the event for statistical tracking purposes only;

3) Forward the event to another SCDJJ office to handle (e.g., Human

Resources);

4) Return the event to the responsible manager to handle; or

5) Upon approval of the IG, refer the event to an office outside of

SCDJJ (e.g., South Carolina Law Enforcement Division).

c. Event Reports will be reviewed daily based on criteria established by the

Division of Investigative Services, with all classification and assignment information entered into the ERS database. Details relative to referrals and assignments of cases to outside agencies will be entered in ERS by designated staff of the Division of Investigative Services.

d. Findings from completed cases will be distributed to appropriate SCDJJ

Deputy Directors/Associate Deputies for necessary administrative corrective action. The Corrective Action Form (326B) along with a copy of the disciplinary action taken with staff must be submitted to the Inspector

General within 15 business days upon receipt of the findings. Any criminal or judicial dispositions resulting from a case will also be entered into ERS.

5. Confidentiality of ERS Reports, Information, and System

Access to events and information contained in the ERS will be limited by the

Inspector General. All requests for reports and requests for role changes in the ERS application must be approved by the Inspector General. Once approved, the request is sent by the Inspector General to the Information Technology (IT) Help desk for implementation.

F. Falsification of Event Reporting or Failure to Report

If it is determined through the course of an investigation that a staff member interfered with a youth in the filing of a report, failed to submit/report an event, failed to accurately report when fully aware of what occurred, failed to act on a request for assistance by a youth, retaliated against or intimidated a youth for participating in the reporting of an event, appropriate disciplinary action will be taken in accordance with SCDJJ Policy 228, Progressive Employee Discipline.

G. Retention

All forms and reports will be kept in a case file and maintained in a secure area only available to authorized personnel. Files will be retained at the Division of Investigative

Services for three (3) years, with the most current 12 months available for immediate

Title: Reporting Events SCDJJ Policy No.: 326 Originator: Inspector General Page: 6 of 6 access. At the end of the three (3) year period, the case file will be forwarded by the ERS

Coordinator to SCDJJ Central Records consistent with SCDJJ Policy 123, Retention and

Disposition of Departmental Records.

RELATED FORMS AND ATTACHMENTS:

Attachment 326A, SCDJJ Required Event Reporting

Form 326A, SCDJJ Event Report

Form 326B, Corrective Action Report

REFERENCED POLICIES:

228, Progressive Employee Discipline

123, Retention and Disposition of Departmental Records

SCOPE:

This policy applies to all employees, volunteers, programs, providers, and facilities.

STANDARD OPERATING PROCEDURES:

Not required.

TRAINING REQUIREMENT:

All employees are required to review this policy within 30 calendar days of its publication.

UPDATED:

January 7, 2022, “juvenile” changed to “youth” where possible

November 10, 2020, Language added to paragraph F, page 5, regarding failure to report accurately, and corrected formatting

October 29, 2019, clarification in Section E, #5 of approval process

February 19, 2019, New policy and form numbers

September 14, 2018, Agency and policy reorganization

December 22, 2020, Agency areas of impact have been added to the header