Attachment E PREA Contractor_Authorization Packet Brochures.pdf

Department of Juvenile Justice Division of Residential Services

Contractor Access Authorization Form

VOL IV-4.1-2.17 Revised: February 2019 Attachment #4

NAME OF CONTRACTOR:

REQUESTOR: PHONE:

LOCATION

DATES OF ACCESS: FROM THRU

HOURS OF ACCESS: FROM THRU

DESCRIPTION OF WORK BEING PERFORMED:

SPECIAL REQUIREMENTS:

APPROVED BY:

DATE:

AUTHORIZED REPRESENTATIVE FOR FACILITY

DATE:

AUTHORIZED REPRESENTATIVE MAINTENANCE DEPT.

VOL IV-4.1-2.17 Revised: February 2019 Attachment #3

Vendor/Contractor Acknowledgement Form

Vendor/Contractor: __________________________________________________

Project/Work being performed: _________________________________________

Sub-Contractors: ____________________________________________________

Vehicle/Equipment (Authorized to be within the secure perimeter):

Make/Model License # Make/Model License #

Make/Model License # Make/Model License #

Employees’ Full Name (Working on site and/or within the secure perimeter):

Project Manager: _______________________________ ( ) ( - ) (Contractor Rules Section #4) Name Phone

Note: Attach to this form a copy of each employee’s Picture Identification.

Project Manager: ___________________________________/_________________ Signature Date

By signing I acknowledge that I have reviewed with all employees, supervisors and sub-contractors the “Contractor’s Operating Rules and Security Requirements” and familiarized all employees with the PREA standards for juvenile facilities.

A completed copy of this form shall be submitted two (2) working days prior to the project start date.

Contractor’s Operating Rules and Security Requirements

VOL IV-4.1-2.17 Revised: February 2019 Attachment #2

All contractors shall be responsible for ensuring that all personnel performing work within any DJJ residential facility have been informed and fully comply with the following requirements at all times.

1. The contractor shall be responsible for the conduct of all contractor and sub contractor’s personnel while on state property. Under no conditions shall contractor personnel have any unsupervised contact with residents. Contractor’s employees are prohibited from bringing into or taking out of the facility any items, materials, money, or documents for residents. Such actions are a violation of state law and violators will be prosecuted.

2. Contractor personnel shall obey all rules and regulations of the facility where the work is being performed and follow all Occupational Safety and Health Administration (OSHA) Standards.

3. Facility staff shall maintain control of all security entrances and areas at all times. Contractor shall provide a list of vehicles and a list of employees working inside the secure areas a minimum of three working days before work is to begin.

4. The contractor shall have a designated project manager to provide supervision on the job site at all times while work is being performed and ensure employees are wearing proper attire (e.g., no drug or alcohol advertisements, gang paraphernalia, obscene depictions, etc.). The facility may deny entry to any person who is not dressed appropriately.

5. The contractor and their employees shall immediately report any injuries or damages that occur within the facility to the superintendent or designee.

6. Contractor employees shall be legally eligible to work in accordance with federal and state laws, including the Immigration Reform and Control Act (IRCA).

7. Contractor employees shall have a valid state identification card and shall be able to present the identification upon request when entering the secure perimeter.

8. All vehicles, materials, and equipment shall be subject to inspection by the security series staff while on-site and upon entering and leaving the property. No personal vehicles will be allowed in secure areas.

9. The contractor shall submit, in advance, a work schedule setting forth the work to be performed and the days and hours during which work will be in progress and approved by the facility’s maintenance superintendent and project manager.

10. Contractors and their employees are limited to movement within the immediate area where their work is being performed. No food trucks or food deliveries from vendors are permitted on state grounds.

11. No firearms, alcohol, or drugs may be brought onto the property of the facility.

12. Tobacco products, e-cigarettes, and lighters are not allowed within the secure perimeter of the facility.

13. No personal cell phones or electronic devices are allowed within the secure perimeter. The contractor’s supervisor may carry a company cell phone and/or electronic device for business use. If the supervisor misplaces or loses the cell phone while working on the property, he/she shall immediately notify the superintendent or designee.

14. In the event that contractor personnel are issued a key to a work area, the key must be returned daily to the master control or the issuer prior to leaving the facility. At no time under any circumstances will a key be allowed to be removed from the property.

Contractor’s Operating Rules and Security Requirements

VOL IV-4.1-2.17 Revised: February 2019 Attachment #2

15. Keys must be removed and secured (e.g., kept on the contractor’s person and accounted for at all times) from vehicles and other mobile equipment when not in use. Vehicles and mobile equipment with door locking capability shall be locked when not in use or taken out of the secured area.

16. Tools, ladders, and construction equipment shall not be left unattended at a job site where the potential for resident contact exists and shall be locked when not in use. Ladders on vehicle racks or staged in work areas shall be secured and pad-locked to prevent removal. The contractor will have and provide a written list of all tools used inside the secured areas. Any missing tools, ladders, or other equipment shall be reported immediately. The facility superintendent or designee shall be contacted, in advance, by the contractor to negotiate the most advantageous area for tool, material, and equipment storage.

17. At the end of each work day, contractor personnel shall perform a security sweep of their work area to ensure that all potential contraband is removed from the site (e.g., nails, metal scrap, strapping material, etc.). Any problem involving contraband may result in the contractor being barred from performing work on this property.

18. The Virginia Department of Juvenile Justice (DJJ) has a zero-tolerance policy regarding sexual abuse or sexual harassment of a resident. The contractors will comply with the Prison Rape Elimination Act of 2003 (28 C.F.R. Part 115), and with all applicable PREA Standards, and DJJ Policies related to PREA. Sexual contact between residents and sexual contact between residents and employees, contractors, volunteers and visitors is prohibited by Code of Virginia § 18.2-64.2 and § 18.2-67.4.

Violations or suspected violations of this prohibition shall immediately be reported to a Central Maintenance Supervisor or facility Shift Commander. In addition to verbal notification, a written report shall be submitted. (See attached PREA pamphlet for additional detail).

19. Any deviation from these rules must be approved on a case-by-case basis by the Superintendent of the facility.

Contractor’s Signature: _____________________________________ Date: _____________________

Superintendent’s Signature: __________________________________ Date: _____________________

PREA Volunteer and Contractor Acknowledgement Form

VOL IV 4.1-1.03 Revised: July 19, 2022 Attachment #2

Our goal at the Department of Juvenile Justice (DJJ) is to keep everyone safe. Part of achieving that goal is making sure everyone understands how to prevent, detect, and respond to sexual abuse and sexual harassment.

We want to make sure that you understand the rules of the facility and how to report an issue in the unlikely event that an incident occurs in your presence or is reported to you.

• DJJ has a zero-tolerance policy that prohibits any fraternization, sexual abuse, or sexual harassment between residents and any staff, volunteer, contractor, or other residents while residents are under the jurisdiction/custody of DJJ. Participation in any form of sexual abuse or sexual harassment will be investigated and is subject to disciplinary action and/or prosecution.

• Everyone is required to report incidents or suspicion of sexual abuse or sexual harassment and any retaliation for reporting sexual abuse or sexual harassment.

• You may report any known incidents or suspected sexual abuse or sexual harassment between residents and staff or other residents by:

o Calling the Ombuds Program Number at:

1-804-323-0888 Toll Free: 1-833-941-1370 o Reporting verbally to any staff member o Reporting to the facility’s PREA Compliance Manager

(804) 323-2921 o Reporting to the PREA Hotline:

djjpreahotline@djj.virginia.gov o Writing a letter to the PREA Coordinator and mailing it to:

1601 Old Bon Air Rd., North Chesterfield, VA 23235

By signing below, I understand and acknowledge that I have read the above information and understand DJJ’s PREA zero-tolerance policy, my duty to report, and ways to report any incidents or suspicion of sexual abuse or sexual harassment.

Are you a volunteer or contractor? Volunteer Contractor

Legibly Print Name: Company/Group Affiliation:

Signature: Date:

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Una Guía Para Voluntarios y Contratados del Departamento de Justicia Juvenil (DJJ)

Políza de cero Tolerancia de DJJ

Toda conducta sexual está prohibida mientras se encuentre bajo la jurisdicción/custodia del Departamento de Justicia Juvenil

(DJJ).

DJJ tiene una políza de cero tolerancia con respecto al acoso sexual y el abuso sexual.

Hay tratamiento disponible a través de médicos, especialistas conductuales y socios comunitarios fuera de las instalaciones.

Todos están obligados a denunciar incidentes de abuso sexual/acoso sexual y cualquier represalia por denunciar el abuso sexual/acoso sexual.

La participación en cualquier forma de abuso sexual/acoso sexual será investigada y estará sujeta a sanciones o enjuiciamiento.

La ley de eliminación de violaciones en las prisiones

PREA es una ley para asegurar que las personas en entornos de reclusión estén libres de abuso sexual y acoso sexual.

PREA es ... Recuerde…

Ley de eliminación de violaciones en las prisiones de 2003 Departamento de Justicia de Estados Unidos Centro Nacional de Recursos de PREA Políza de Cero Tolerancia de DJJ–SOP V-4.1-1.03

Recursos

Para contactar al coordinador de PREA vía Correo electrónico:

djjpreahotline@djj.virginia.gov Departamento de Justicia

Juvenil de Virginia 600 E. Main Street, 20th floor

Richmond, VA 23218

(804) 371-0700|(866) 603-7143 (llamada gratuita) www.djj.virginia.gov

LEY de ELIMINACIóN de VIOLACIONES en las

PRISIONES (PREA)

Es posible que usted no esté en peligro de cometer un delito relacionado con abuso sexual/acoso sexual, uno de sus compañeros de trabajo sí puede estarlo.

Es importante prestar mucha atención al comportamiento de sus compañeros de trabajo y el suyo propio.

Es un problema para todos cuando un miembro del personal, voluntario o contratado se ve involucrado en un incidente de abuso sexual/acoso sexual.

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Cero Tolerancia

¿Cómo le afecta PREA a usted?

Los mandatos de PREA se aplican a todas las instituciones de DJJ e instalaciones residenciales comunitarias.

Responsabiliza a todo el personal, voluntarios y contratados de DJJ en la detección, prevención y denuncia de incidentes conocidos y sospechosos de abuso sexual y acoso sexual por parte de residentes hacia residentes o del personal hacia residentes.

La Políza de Cero Tolerancia de DJJ prohíbe fraternizar o cualquier conducta sexual inapropiada entre el personal, voluntarios, contratados y residentes, o entre residentes.

DEBE denunciar de inmediato todos los casos conocidos o sospechas de abuso sexual y acoso sexual de residentes, sin importar si el presunto perpetrador es otro residente o miembro del personal.

Puede denunciar cualquier relación inapropiada conocida o presunta entre el personal y los residentes o casos de conducta sexual inapropiada del personal de las siguientes maneras:

Llamar al número del Programa Ombuds al (804) 323-0888, o llamada gratuita al (833) 941-1370.

Denunciar verbalmente a cualquier miembro del personal.

Denunciar al Gerente de Cumplimiento de PREA de las instalaciones.

Enviar un correo electrónico a:

djjpreahotline@djj.virginia.gov

Escribir una carta al Coordinador de PREA y enviarla por correo a: 1601 Old Bon Air Rd., North Chesterfield, VA 23235

Todas las denuncias se pueden hacer de forma anónima.

Denunciar

LÍMITES APROPIADOS

El personal y los jóvenes deben mantener límites apropiados.

Cualquier actividad sexual entre jóvenes y el personal, voluntarios y contratados está estrictamente prohibida. Esto incluye actos entre un residente y otro residente.

Se prohíben las relaciones íntimas con el personal u otros jóvenes.

El personal no puede contactar a los familiares o amigos de los residentes fuera del entorno profesional.

No intercambie información de contacto personal ni haga preguntas con un contenido sexual.Evitar relaciones inapropiadas

El despido es la medida de disciplina presunta por participar realmente en un abuso sexual.

El personal, los voluntarios y los contratados serán expulsados de las instalaciones y tendrán prohibido el contacto con los residentes.

Consecuencias por una violación de PREA

ESTRATEGIAS PARA DETECTAR

Sea observador.

Observe atentamente las interacciones de residentes con residentes y del personal con los residentes.

Esté atento a palabras clave o frases que puedan indicar un problema.

Haga preguntas cuando parezca que algo no está bien.

Eliminar cualquier apariencia de comportamiento permisivo o favoritismo.

Mantener el profesionalismo al interactuar con los residentes.

Recordar ser justo, firme y constante.

Acatar estrictamente y hacer cumplir las reglas con respecto a los límites personales, vestimenta y tocar.

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ACTOS DE ABUSO SEXUAL

Coito/acto sexual.

El intento de un acto sexual, que incluye tocar inapropiadamente.

Cualquier presión verbal o física, intimidación o influencia de naturaleza sexual.

Amenazas implícitas de violencia de naturaleza sexual.

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DJJ Zero Tolerance Policy

PREA: A Guide for Volunteers and Contractors That Serve The Virginia Department of Juvenile Justice.

All sexual behavior is prohibited while under the jurisdiction/ custody of the Department of Juvenile Justice (DJJ).

DJJ has a zero-tolerance policy regarding sexual abuse and harassment.

There are procedures for reporting sexual abuse and harassment.

Treatment is available through medical, Behavioral Specialists and community partners outside the facility.

Everyone is required to report alleged occurrences of sexual abuse and sexual harassment.

Everyone is required to report any retaliation for reporting sexual abuse or sexual harassment.

Participation in any form of sexual abuse will be investigated and is subject to penalty or prosecution.

The Prison Rape Elimination Act

PREA is an act to insure individuals in confinement settings are free from sexual abuse and sexual harassment.

PREA Is ... Remember:

m Prison Rape Elimination Act of 2003 m United States Department of Justice m National PREA Resource Center m DJJ Zero Tolerance Policy SOP V-4.1-1.03

PREA Resources

Contact The PREA Coordinator Via E-Mail:

djjpreahotline@djj.virginia.gov

Virginia Department of Juvenile Justice 600 E. Main Street, 20th Floor

Richmond, VA 23218

(804) 371-0700 | (866) 603-7143 (toll free) www.djj.virginia.gov

PRISON RAPE

ELIMINATION ACT

While you may not be in danger of committing an offense related to sexual abuse/sexual harassment, one of your co-workers may be.

It is important to pay close attention to your co-workers behavior as well as your own.

It is a problem for everyone when a staff, volunteer, or contractor becomes involved in an incident of sexual abuse/sexual harassment.

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How PREA Affects You

Prison Rape Elimination Act (PREA) mandates apply to all DJJ institutions and community residential facilities.

It holds all DJJ staff, volunteers and contractors responsible for detection, prevention and reporting of known and suspected occurrences of resident-on-resident or staff-on-resident sexual abuse and sexual harassment.

DJJ’s Zero Tolerance Policy prohibits any fraternization or sexual misconduct between staff, volunteers, contractors and residents, or between residents.

You MUST immediately report all known instances or suspicions of sexual abuse and sexual harassment of residents regardless of whether the alleged perpetrator is another resident or staff.

You may report any known or suspected inappropriate relationships between staff and residents or instances of staff sexual misconduct by:

R Calling the Ombuds Program

R Reporting verbally to any staff member.

R Reporting to the facilities PREA Compliance manager.

R E-mailing djjpreahotline@djj.

virginia.gov

R Writing a letter to the PREA

All reports can be made anonymously.

Reporting

APPROPRIATE BOUNDARIES

Staff and youth must maintain appropriate boundaries.

Any sexual activity between youth and staff, contractors, volunteers or interns is strictly prohibited. This includes resident-on-resident acts.

Intimate relationships with staff or other youth are prohibited.

Staff are not allowed to contact residents family or friends outside of their required job duties and expectations.

Do not exchange personal contact information or ask questions with a sexual content. Avoiding Inappropriate

Relationships

Termination is the presumptive discipline for actually engaging in sexual abuse.

Staff, volunteers, and contractors will be banned from the facility and from contact with residents.

Consequences For A PREA Violation

DETECTION STRATEGIES

Be observant.

Watch resident/resident and staff/ resident interactions carefully.

Listen for key words or phrases that might indicate a problem.

Ask questions when something doesn’t seem right.

Eliminate any appearance of permissive behavior or favoritism.

Maintain professionalism when interacting with residents.

Remember to be fair, firm and consistent.

Strictly adhere to and enforce rules regarding personal boundaries, dress and touching.

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ACTS OF SEXUAL ABUSE

Sexual intercourse.

The attempt of a sexual act, including inappropriate touching Any verbal or physical pressure, intimidation or influence of a sexual nature.

Implied threats of violence of a sexual nature.

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