Department Operations Manual

51030.6 Format and Content Revised February 26, 1993 The facility watch commander or program lieutenant in charge of the specific area where the incident occurred shall be responsible for the preparation of the incident report. Departmental incident reports shall be prepared in accordance with the following outline and format: • Subject. • Synopsis. • Persons involved. • Summary. • Action taken. The outlined sections shall contain the following information when applicable: • Subject. This section shall provide a brief one-or-two sentence description of the incident. • Synopsis. This section shall contain a brief, concise description of the incident and involvement of the principal person(s). It shall also contain a description of the injuries, a prognosis for each injured person, the location of the incident, and the extent of property damage if any. • Persons Involved. The following information shall be included on principal inmates involved: • Name(s) and prison number(s). • Custody classification and classification score. • Date received by the Department. • Date received by the facility. • Commitment offense and county of commitment. • Parole/discharge date/Board of Prison Term status. • List name(s) and job classification(s) of principal staff involved. • Summary. This section shall contain a detailed report of the entire incident including, when applicable, the following information: • Type of incident, date, and approximate time of occurrence. • Location of incident. • All facts, details, and conclusions. • Any criminal acts committed and by whom. • Any property damage incurred and value estimate of loss. • Number and description of weapon(s) used by perpetrator(s) or recovered following the incident. • Types of weapons used by staff, i.e., firearms, chemical agents, tasers, or other lethal/nonlethal weapons. Number of shots fired and/or amount of chemical agents expended shall be included in this section. (See DOM 32010, 54060, and 55050 for additional information on the taser.) • Compliance with procedures requiring review of medical/ psychiatric records before taser is used and their findings. • Detailed and specific description of any physical force used by staff during the incident. • Types and amounts of controlled substances seized. Controlled substances shall be reported in grams or dosages. • Describe circumstances surrounding any staff, inmate, or visitor death and details of care provided. Any last messages wished transmitted by the deceased shall be quoted. • Describe any injuries to staff/inmates/visitors, medical aid provided, and prognosis. An (F) or (M) shall be placed after the names of injured staff members to designate whether male or female. • Action Taken: • Describe any disciplinary or classification committee actions taken and outcome if known. • State if case was/was not referred for criminal prosecution. If referred, describe status or outcome if known. • State whether or not information officer and/or news media was notified. • State if case was referred to the BPT and actions taken if known. • State if Chief of Labor Relations was notified in cases of employee injury or death. • Describe actions to notify next of kin in cases of serious injury or death. • Describe measures taken to prevent recurrence. 51030.6.1

51030.6.1 Attachments The following attachments shall be included in incident reports when applicable: • Arresting and/or witnessing officer reports. • Reports of principal employees involved. • Medical and/or death reports on injuries or deaths. • Photographs shall not be attached to incident reports sent to the Director unless requested. 51030.6.2

51030.6.2 Copies and Distribution Incident reports shall be duplicated by the photocopy method only and distributed as follows: • Two copies to the Director. (Three copies if death of staff or inmate by assault.) • One copy to each institution if deemed serious or unusual, or if considered to contain information of particular training value. (Individual institutions may also request routine distribution.) CYA Wards • One copy to the Chief Deputy Director, CYA, for each CYA ward involved. • One copy upon request to the Region Chief of the Department of Forestry and Fire Protection of conservation camp incidents involving forestry employees. 51030.6.2.1

51030.6.2.1 Confidential Incident Reports Incident reports which contain confidential information shall be written, controlled, and distributed in accordance with CCR 3321, and applicable information practices procedures. 51030.7

51030.7 Revisions Revised January 30, 2017 The Deputy Director, Division of Adult Institutions or designee shall ensure that the content of this article is accurate and current. 51030.8

51030.8 References PC § 76. 18 USC 871. CCR §§ 3382, 3276 - 3279. ACA Standards 2-4206 - 2-4208, and 2-4210. A RTICLE 4 — P OST O RDERS Revised July 3, 1998 51040.1

51040.1 Policy Each Warden and Health Care Manager shall ensure that post orders are completed for all posted positions, to include special assignment positions (i.e., contraband watch, hospital guarding, etc.). 51040.2

51040.2 Purpose Post orders shall be complete and concise. Only general functions and specific duty directives shall be referenced in post orders. Department policy directives should be referenced in post orders but not be reiterated in their entirety. Those matters that are not specific to post duties should be communicated to staff through: IST, OJT, or other communication methods. 51040.3

51040.3 Staff Responsibility for Post Orders The Captain or area Manager (i.e., Health Care Manager, Food Manager, etc.) is responsible for the initiation, revision, distribution, and maintenance of post orders. 51040.4

51040.4 Review, Update, and Finalization of Post Orders Each Captain and Health Care Manager shall establish a schedule so that all post orders receive an annual review and update to incorporate changes in rules, regulations, policy, institution operations, and the DOM. Whenever a post order is reviewed or updated, the date of the review shall be included on the post order. • The Captain or area Manager shall assign a second line supervisor to be responsible for the review, revision, and/or preparation of designated post orders. Post orders shall be accurate, complete, and concise. • Post order drafts shall be submitted to the immediate supervisor for review then forwarded to the second line supervisor who, after approval of the draft, shall have the post order prepared in final form. The Health Care Manager shall submit the post order drafts to the first line supervisor who, after approval of the draft, shall have the health care staff post order prepared in final form. The respective Associate Warden, Chief Deputy Warden, or Health Care Manager shall review and approve all finalized post orders. 51040.5

51040.5 Post Order Format Post orders shall not exceed 4 pages in length and shall be prepared utilizing the following format: • Revision Date: • Division/Institution: • Post Description: • Post Order Number: • Watch: • Hours of Work: • Regular Days Off: • Direct Supervisor: • Indirect Supervisor: • Area of Responsibility: • General Duties and Responsibilities: • Special Instructions: • Operational Time Schedule: • Signature Blocks. 51040.5.1

51040.5.1 Post Order Language Post orders shall contain the following language: “All peace officers have the responsibility to take appropriate action during an emergency (including physical restraint) and to work assignments as necessitated.” 51040.6

51040.6 Post Order at Job Site The Captain or area Manager shall ensure that a current copy of the Post Order is prepared for every post and a copy shall be physically located at each job site. 51040.6.1

51040.6.1 Post Order Reading and Understanding Requirements Supervisors, by authority of the Captain or area Manager, shall ensure that employees read and understand their post orders upon assuming their post. Employees under post orders are required to sign and date the CDC Form 1860, Post Order Acknowledgment Form, verifying their understanding of the duties and responsibilities of the post. This shall be completed when the employee is assigned to the post, when the post order has been revised, or upon returning from an extended absence. At a minimum of once each month, supervisors shall inspect the post orders and sign the CDC Form 1860. Any torn or missing pages noted shall be replaced as soon as practical. 51040.6.2

51040.6.2 Post Order Acknowledgment Form A CDC Form 1860 shall be attached to each post order and shall be utilized to verify that the assigned staff member has read and understood the post orders for their post. • When all the signature blocks on the CDC Form 1860 are filled, it shall be removed and maintained in a file in the Captain ’ s office or Health Care Manager’s office (for health care staff). The CDC Form 1860 shall be maintained for a period of one year from the date of last entry unless deemed evidentiary (then retained until no longer needed). 51040.7

51040.7 Post Order File The Captain's office or Health Care Manager’s office (for health care services post orders) shall retain all current/updated institution post orders on computer diskette, as well as hard copies. All post orders shall be archived for a period of one year, unless deemed evidentiary (then retained until no longer needed). 51040.8

51040.8 Revisions The Deputy Director, Institutions Division, or designee shall ensure that the contents of this article are kept current and accurate. 51040.9

51040.9 References ACA Standards 2-4200 and 2-4201. A RTICLE 5 — P OST A SSIGNMENT S CHEDULE Revised October 24, 2022 51050.1

51050.1 Policy All Wardens shall maintain a current, approved Post Assignment Schedule (PAS), which shall be reconciled each year and as designated by the Program Support Unit (PSU). The PAS shall reconcile to total authorized positions as identified by the State Control ler’s Office. Allocation and deployment of authorized positions shall be determined by the PSU and by the Budget Management Branch (BMB). 51050.2

51050.2 Purpose of Post Assignment Process The PAS is a report that identifies how the approved Governor's budget is converted to the authorized staffing of an institution utilizing the standardized staffing methodology. The Master Assignment Roster (MAR) is a report utilized to identify all operational posts at an institution on a daily basis, by watch. 51050.3