REGULATION GOVERNING JUVENILE CORRECTIONAL CENTERS
The following words and terms when used in this chapter shall have the following meanings unless the context clearly indicates otherwise:
"Active supervision" or "actively supervise" means a method of resident supervision in which a direct care employee is: i) actively patrolling and frequently viewing the areas in which residents are present a minimum of once every 15 minutes and ii) close enough in proximity to the resident or residents to provide a quick response should an incident occur.
"Annual" means within 13 months of the previous event or occurrence.
"Assistant superintendent" means the individual who provides regular assistance and support to the superintendent in the management and operation of a juvenile correctional center.
"Aversive stimuli" means physical forces, such as sound, electricity, heat, cold, light, water, or noise, or substances, such as hot pepper, pepper sauce, or pepper spray, measurable in duration and intensity that when applied to a resident are noxious or painful to the resident.
"Behavior management" means the principles and methods employed to help a resident achieve positive behavior and to address and correct a resident's inappropriate behavior in a constructive and safe manner in accordance with written procedures governing program expectations, treatment goals, resident and staff safety and security, and the resident's individual service plan.
"Board" means the Board of Juvenile Justice.
"Boot camp" means a short-term secure or non-secure juvenile residential program that includes aspects of basic military training and that utilizes a form of military-style discipline whereby employees are authorized to respond to minor institutional offenses by imposing immediate sanctions that may require the performance of some physical activity based on the program's written procedures.
"Case record" or "record" means written
electronic information regarding a resident and the resident's family, if
applicable, maintained in accordance with written procedures.
"Community manager" means the individual who supervises, coordinates, and directs an assigned group of staff in multiple housing units and who oversees the schedules, programs, and services for assigned housing units within a juvenile correctional center.
"Contraband" means any item possessed by or accessible to a resident or found within a juvenile correctional center or on its premises that (i) is prohibited by statute, regulation, or department procedure; (ii) is not acquired through approved channels or in prescribed amounts; or (iii) may jeopardize the safety and security of the juvenile correctional center or individual residents.
"Contractor" means an individual who has entered into a legal agreement to provide services on a recurring basis to a juvenile correctional center.
"Department" means the Department of Juvenile Justice.
"Direct care" means the
time period during
which a resident who is committed to the department pursuant to § 16.1-272
or 16.1-285.1, or subsection subdivision A 14 or 17 of
§ 16.1-278.8 of the Code of Virginia is under the supervision of staff in
a juvenile correctional center operated by or under contract with the
staff employee" means the
staff employee whose primary job responsibilities are for
(i) maintaining the safety, care, and well-being of residents; (ii)
implementing the structured program of care and the behavior management
program; and (iii) maintaining the security of the facility.
"Direct supervision" or "directly supervise" means
a method of resident supervision in which a direct supervision employee is
authorized to provide services to a resident while direct care staff are not
within close proximity and do not have direct and continuous visual observation
of or the ability to hear any sounds or words spoken by the resident or
the act of working with residents who are not in the presence
of direct care staff. Staff members who provide direct supervision are
responsible for maintaining the safety, care, and well-being of the residents
in addition to providing services or performing the primary responsibilities of
"Direct supervision employee" means a staff member who is responsible for maintaining the safety, care, and well-being of the residents in addition to providing services or performing the primary responsibilities of that position and who is authorized to directly supervise residents.
"Director" means the
Director director of
the Department department of Juvenile Justice.
"Emergency" means a sudden, generally unexpected
occurrence or set of circumstances demanding immediate action such as a fire,
chemical release, loss of utilities, natural disaster,
taking of hostages,
hostage situation major disturbances disturbance, escape, and
or bomb threatsthreat. For purposes of this definition,
Emergency emergency does not include regularly scheduled
employee time off or other situations that reasonably could be reasonably
anticipated. "Health care record" means the complete record of
medical screening and examination information and ongoing records of medical
and ancillary service delivery, including but not limited to all findings,
diagnoses, treatments, dispositions, prescriptions, and their administration.
"Gender identity" means a person's internal sense of being male or female, regardless of the person's sex assigned at birth.
"Grievance" means a written communication by a resident on a department-approved form which reports a condition or situation that presents a risk of hardship or harm to a resident and relates to department procedure.
"Health care services" means those actions, preventative and therapeutic, taken for the physical and mental well-being of a resident. Health care services include medical, dental, orthodontic, mental health, family planning, obstetrical, gynecological, health education, and other ancillary services.
"Health trained personnel" means an individual who
is trained and appropriately supervised to carry out specific duties with
regard to the administration of health care
by a licensed health care
provider to perform specific duties, such as administering health care
screenings, reviewing screening forms for necessary follow-up care, preparing
residents and records for sick call, and assisting in the implementation of
certain medical orders.
"Housing unit" means the space in a juvenile correctional center in which a particular group of residents resides, which comprises sleeping areas, bath and toilet facilities, and a living room or its equivalent for use by the residents. Depending upon its design, a building may contain one or several separate housing units.
"Human research" means any systematic investigation, including research development, testing, and evaluation utilizing human subjects that is designed to develop or contribute to generalized knowledge. Human research shall not be deemed to include research exempt from federal research regulation pursuant to 45 CFR 46.101(b).
"Immediate family member" means a resident's parent or legal guardian, step-parent, grandparent, spouse, child, sibling, and step-sibling.
"Individual service plan"
plan" means a written plan of action developed, revised as necessary,
and reviewed at specified intervals, to meet the needs of a resident. The
individual service plan specifies (i) measurable short-term and long-term
goals; (ii) the objectives, strategies, and time frames for reaching the goals;
and (iii) the individuals responsible for carrying out the plan.
"Juvenile correctional center," "JCC," or
"facility" means a public or private facility, operated by or under
contract with the
Department of Juvenile Justice department,
where 24-hour per day care is provided to residents under the direct
care of the department 24 hours a day, seven days a week. For purposes of
this chapter, "juvenile correctional center" does not include any facility at
which a direct care alternative placement program is operated.
"Legal mail" means a written communication that is sent to or received from a designated class of correspondents, as defined in written procedures, which shall include any court, legal counsel, administrator of the grievance system, the department, or the regulatory authority.
"Living unit" means the space in a juvenile
correctional center in which a particular group of residents resides that
contains sleeping areas, bath and toilet facilities, and a living room or its
equivalent for use by the residents. Depending upon its design, a building may
contain one living unit or several separate living units.
"Lockdown" means the restriction of all or a group of residents to their housing unit, an area within their housing unit, or another area within a JCC for the purpose of: (i) relieving temporary tensions within the facility; (ii) conducting a facility search for missing tools or other security contraband; (iii) responding to an imminent threat to the security and control of the facility or to the safety of staff, residents, or the public; or (iv) responding to other unexpected circumstances that threaten the safe operation of the facility, such as a loss of electricity, a critical shortage of staff, or an emergency.
"Mechanical restraint" means the use of an approved mechanical device that involuntarily restricts the freedom of movement or voluntary functioning of a limb or portion of an individual's body as a means of controlling his physical activities when the individual being restricted does not have the ability to remove the device. For purposes of this definition, mechanical restraints are limited to handcuffs, handcuff covers, leather restraints, flex-cuffs, waist chains, leg irons, restraining belts and straps, helmets, spit guards, anti-mutilation gloves, and restraint chairs.
"Medical record" means the complete record of medical screening and examination information and ongoing records of medical and ancillary service delivery, including all findings, diagnoses, treatments, dispositions, prescriptions, and their administration.
"Medication incident" means any one of the following errors made in administering a medication to a resident: (i) a resident is given incorrect medication; (ii) medication is administered to the incorrect resident; (iii) an incorrect dosage is administered; (iv) medication is administered at the wrong time or not at all; or (v) the medication is administered through an improper method. For purposes of this regulation, a medication incident does not include a resident's refusal of appropriately offered medication.
"Natural support" means an extended family member, person serving as a mentor, representative from a community organization, or other person in the community with whom a resident has developed a relationship that enhances the resident's quality and security of life and who is expected to provide post-release support.
"On duty" means the period of time, during an
employee's scheduled work hours, during which the employee is responsible for
direct supervision of one or more residents in the
performance of that employee's position's duties.
"Parent" or "legal guardian" means (i) a biological or adoptive parent who has legal custody of a resident, including either parent if custody is shared under a joint decree or agreement; (ii) a biological or adoptive parent with whom a resident regularly resides; (iii) a person judicially appointed as a legal guardian of a resident; or (iv) a person who exercises the rights and responsibilities of legal custody by delegation from a biological or adoptive parent, upon provisional adoption, or otherwise by operation of law.
"Physical restraint" means the application of behavior intervention techniques involving a physical intervention to prevent an individual from moving all or part of his body.
"Premises" means the tracts of land within the
secure perimeter on which any part of a juvenile correctional center is
and any buildings on such tracts of land. "Reception and Diagnostic Center" or
"RDC" means the juvenile correctional center that serves as the
central intake facility for all individuals committed to the department. The Reception
and Diagnostic Center's primary function is to orient, evaluate, and classify
each resident before being assigned to a juvenile correctional center or
"Regulatory authority" means the board or the department, if designated by the board.
"Resident" means an individual, either a minor or an adult, who is committed to the department and resides in a juvenile correctional center.
"Rest day" means a period of not less than 24 consecutive hours during which the direct care staff person has no responsibility to perform duties related to employment at the JCC or with the department.
"Room confinement" means the involuntary placement of an individual resident in the resident's room or other designated room, except during normal sleeping hours, and the imposition of additional restrictions for the purpose of (i) ensuring the safety of the resident, staff, or others within the facility; (ii) ensuring the security of the facility; or (iii) protecting property within the facility. For purposes of this regulation, room confinement shall not include (i) any timeout period; or (ii) any confinement resulting from a lockdown.
"Rules of conduct" means a
listing list of
a juvenile correctional center's rules or regulations that is maintained to inform
residents and others of the behavioral expectations of the behavior management
program, about behaviors that are not permitted, and about the sanctions
consequences that may be applied when impermissible behaviors occur.
"Security staff" means staff who are responsible for maintaining the safety, care, and well-being of residents and the safety and security of the facility.
"Sick call" means the evaluation and treatment of a resident in a clinical setting, either on or off site, by a qualified health care professional.
"Superintendent" means the individual who has the responsibility for the on-site management and operation of a juvenile correctional center on a regular basis.
"Timeout" means a systematic behavior management technique program component designed to reduce or eliminate inappropriate or problematic behavior by having staff require a resident to move to a specific location that is away from a source of reinforcement for the earlier of a period not to exceed 60 minutes or until the problem behavior has subsided.
"Volunteer" or "intern" means any
individual or group under the direction and authority of the juvenile
correctional center who
of their own free will voluntarily provides
goods and services without competitive compensation.
"Vulnerable population" means a resident or group of residents who has been determined by designated JCC staff to be reasonably likely to be exposed to the possibility of being attacked or harmed, either physically or emotionally, due to factors such as the resident's age, height, size, English proficiency, sexual orientation, gender nonconformity, history of being bullied, or history of self-injurious behavior.
"Written" means the required information is
communicated in writing
. Such writing may be available in either hard
copy or in electronic form.
Previous regulations terminated. (Repealed.)
This chapter replaces the Standards for the Interim Regulation of Children's Residential Facilities, (6VAC35-51), and the Standards for Juvenile Residential Facilities, (6VAC35-140), for the regulation of all JCCs as defined herein. The Standards for the Interim Regulation of Children's Residential Facilities and the Standards for Juvenile Residential Facilities remain in effect for secure detention facilities and group homes, regulated by the board, until such time as the board adopts new regulations related thereto.
A. The JCC shall maintain a current certification demonstrating compliance with the provisions of the Regulations Governing the Monitoring, Approval, and Certification of Juvenile Justice Programs and Facilities (6VAC35-20).
B. The JCC shall demonstrate compliance with this chapter, other applicable regulations issued by the board, and applicable statutes and regulations as interpreted by the assessment and compliance measures approved in accordance with board regulations or department procedures.
C. Documentation necessary to demonstrate compliance with this chapter shall be maintained for a minimum of three years.
D. The current certificate shall be posted at all times in a place conspicuous to the public.
6VAC35-71-40. Relationship to the regulatory authority.
All reports and information as the regulatory authority may
require to establish compliance with this chapter and other applicable regulations
and statutes shall be submitted to or made available to the
authority audit team leader.
6VAC35-71-50. Variances and waivers.
A. Board action may be requested by the
or his designee to relieve a JCC from having to meet or develop a plan of action
for the requirements of a specific section or subsection of this regulation, provided
the section or subsection is a noncritical regulatory requirement. The variance
request may be granted either permanently or for a determined period of
time, as provided in the Regulations Governing the Monitoring, Approval, and
Certification of Juvenile Justice Programs and Facilities (6VAC35-20)
and in accordance with written procedures.
B. A variance may not be implemented prior to approval of the board.
C. If the superintendent has submitted a variance request to the director or his designee concerning a noncritical regulatory requirement and board action has been requested formally by the director or his designee, the director may, but is not required to, grant a waiver temporarily excusing the facility from meeting the requirements of a specific section or subsection of this regulation. The waiver shall be subject to the requirements in 6VAC35-20-93 (waivers).
6VAC35-71-55. Operational procedures.
Current operational procedures shall be readily accessible to all staff.
Serious incident Incident reports.
A. The following events shall be reported to the director
or his designee as soon as practicable, but no later than 24 hours after
the incident, and in accordance with written department procedures
the director or his designee:
Any A serious illness, incident, injury, or
accident involving the serious injury of a resident;
Any A resident's absence from the facility
without permission; and
3. All other situations required by written procedures.
B. As appropriate and applicable, the facility shall, as soon as practicable, but no later than 24 hours after the incident, and in accordance with written procedures, report the incidents listed in subsection A of this section to (i) the parent or legal guardian and (ii) the supervising court service unit or agency.
C. Any incident involving the death of a resident shall be reported to the individuals specified in subsections A and B of this section without undue delay.
D. The facility shall prepare and maintain a written report of the events listed in subsections A and C of this section which shall contain the following information:
1. The date and time the incident occurred;
2. A brief description of the incident;
3. The action taken as a result of the incident;
4. The name of the person who completed the report;
5. The name or identifying information of the person who made the report to the supervising agency and to the parent or legal guardian; and
6. The name
or identifying information of the person of
any law enforcement agency or local department of social services to whom
which the report was made , including any law enforcement or child
protective service personnel.
E. The resident's record shall contain a written reference (i) that an incident occurred and (ii) of all applicable reporting.
F. In addition to the requirements of this section, any suspected child abuse and neglect shall be governed by 6VAC35-71-70 (suspected child abuse or neglect).
6VAC35-71-70. Suspected child abuse or neglect.
A. When there is reason to suspect that a resident is an abused or neglected child, the matter shall be reported immediately to the local department of social services or to the state Department of Social Services' toll-free child abuse and neglect hotline as required by § 63.2-1509 of the Code of Virginia and in accordance with written procedures.
B. Any case of suspected child abuse or neglect occurring at
a JCC, occurring on during a JCC sponsored JCC-sponsored
event or excursion, or involving JCC staff, shall be reported within
24 hours, in accordance with written procedures, to (i) the director or his
designee, (ii) the supervising court services service unit,
and (iii) the resident's parent or legal guardian, as appropriate and
C. When a case of suspected child abuse or neglect is reported
to child protective services in accordance with subsection A, a
record shall be maintained at the facility that contains the following information:
1. The date and time the suspected abuse or neglect occurred;
2. A brief description of the suspected abuse or neglect;
Action action taken as a result of
the suspected abuse or neglect; and
4. The name or identifying information of the person to whom
the report was made at the local
child protective services unit department
of social services.
D. The resident's record shall contain a written reference that a report was made.
E. Written procedures shall be accessible to staff regarding the following:
1. Handling accusations of child abuse or neglect, including those made against staff;
2. Reporting, consistent with requirements of the Code of Virginia, and documenting suspected cases of child abuse or neglect to the local child protective services unit;
3. Cooperating during any investigation; and
4. Measures to be taken to ensure the safety of the resident and the staff.
6VAC35-71-75. Reporting criminal activity.
A. Staff shall be required to report to the superintendent
or his designee all known criminal activity alleged to have been
committed by residents or staff, including
but not limited to any
physical abuse, sexual abuse, or sexual harassment of residents , to the
superintendent or designee.
B. In accordance with written procedures,
superintendent , in accordance with written procedures, shall notify
the appropriate persons or agencies, including law enforcement and the local
department of social services' division of child protective services,
if applicable and appropriate, of suspected criminal violations by residents or
C. The JCC superintendent and applicable staff shall
assist and cooperate with the investigation of
any such these complaints
and allegations as necessary subject to restrictions in federal or
6VAC35-71-80. Grievance procedure.
A. The superintendent or designee shall ensure the facility's compliance with the department's grievance procedure. The grievance procedure shall provide for the following:
1. Resident participation in the grievance process, with assistance from staff upon request;
2. Investigation of the grievance by an impartial and objective
person employee who is not the subject of the grievance;
, timely responses to all grievances with
the supporting reasons for the decision;
4. At least one level of appeal;
5. Administrative review of grievances;
6. Protection of residents from retaliation or the threat of retaliation for filing a grievance; and
7. Immediate review of emergency grievances with resolution as soon as practicable but no later than eight hours after the initial review.
B. Residents shall be oriented to the grievance procedure in
or and developmentally appropriate manner.
C. The grievance procedure shall be (i) written in clear and
simple language, (ii) posted in an area accessible to residents, and (iii)
available in an area easily accessible to parents and legal guardians.
D. Staff shall assist and work cooperatively with other employees in facilitating the grievance process.
Resident advisory committee Student
Each A JCC , except RDC, shall have
a resident advisory committee maintain a Student Government Association that
(i) is representative of the facility's population and that is
organized to: (i) provide leadership, development opportunities, and
opportunities for civic participation and engagement for residents; and (ii)
allow for resident communication with facility and agency leadership. (ii)
shall meet monthly with the superintendent or designees during which time the
residents shall be given the opportunity to raise matters of concern to the
residents and the opportunity to have input into planning, problem-solving, and
decision-making in areas of the residential program that affect their lives.
B. The Student Government Association shall develop a constitution and bylaws, which shall govern the operation of the organization and provide for an election process for Student Government Association officers and representatives.
C. Representatives from the Student Government Association shall meet with the superintendent or designee at least once per month, during which time the representatives shall be given the opportunity to raise matters that concern the residents and to have input into planning, problem-solving, and decision-making in areas of the residential program that affect their lives.
D. In addition to the monthly meetings with the superintendent or his designee, the JCC shall provide regular opportunities for the Student Government Association to meet as a body and with the residents they represent.
E. The facility shall maintain a current copy of the constitution and bylaws required in subsection B, which shall be posted in each housing unit. During orientation, the residents shall receive an overview of the Student Government Association, the constitution, and the bylaws.
Administrative and Personnel
6VAC35-71-100. Administration and organization.
Each JCC shall have an organizational chart that includes
functions, services, and activities in administrative subunits
The organizational chart shall be reviewed and updated as needed, as
determined by the JCC superintendent or his designee.
6VAC35-71-110. Organizational communications.
A. The superintendent or designee shall meet, at least monthly, with all facility department heads and key staff members.
The superintendent or the assistant superintendent, chief
of security, treatment program supervisor, or counseling supervisor, if
designated by the superintendent, shall visit the living units and activity
areas at least weekly In order to encourage informal contact
with employees and residents, and to observe informally
the facility's living and working conditions, and enhance the efficacy and
success of the therapeutic community within each housing unit, the JCC shall
ensure that the assistant superintendent and the community manager assigned to
each specific housing unit shall make regular, consistent, and frequent visits
to each housing unit under their jurisdiction, in accordance with written
procedures established pursuant to subsection D of this section.
C. The superintendent shall
make such visits, at a
minimum, one time visit every housing unit and activity area at least
once per month.
D. The JCC shall establish written procedures governing the visits required in subsection B of this section, which shall specify the required duration of each visit, the information and activities that should be observed, and the manner in which the visits shall be documented.
6VAC35-71-120. Community relationships.
Each JCC shall designate a community liaison and, if
appropriate, a community advisory committee
that serves to
serve as a link between the facility and the community , which.
The community advisory committee may include facility neighbors,
local law enforcement, and local government officials.
6VAC35-71-130. Participation of residents in human research.
A. Residents shall not be used as subjects of human
research except as provided in 6VAC35-170 (Regulation Governing Minimum
Standards for Juvenile Information Requests from and Research Involving Human
Subjects within the Department of Juvenile Justice) and in accordance with
Chapter 5.1 (§ 32.1-162.16 et seq.) of Title 32.1 of the Code of Virginia. B. For the purpose of this section, human research means
any systematic investigation using human subjects as defined by
§ 32.1-162.16 of the Code of Virginia and 6VAC35-170. Human
research shall not include research prohibited by state or federal statutes or
regulations or research exempt from federal regulations or mandated by any
applicable statutes or regulations. The Additionally, the testing of
medicines or drugs for experimentation or research is prohibited.
6VAC35-71-140. Background checks.
A. Except as provided in subsection B of this section, all
persons who (i) accept a position of employment or (ii) provide contractual
services directly to a resident on a regular basis and will be alone with a resident
in the performance of their duties in a JCC shall undergo the following
background checks, in accordance with § 63.2-1726 of the Code of Virginia,
ascertain determine whether there are criminal acts or other
circumstances that would be detrimental to the safety of residents in the JCC:
1. A reference check;
2. A criminal history record check;
3. Fingerprint checks with the Virginia State Police and Federal Bureau of Investigation (FBI);
4. A central registry check with Child Protective Services; and
5. A driving record check, if applicable to the individual's job duties.
To In order to minimize vacancy time ,
when the fingerprint checks required by subdivision A 3 of this section have
been requested, employees may be hired, pending the results of the fingerprint
1. All of the other applicable components of this subsection have been completed;
2. The JCC provides the applicant
is given with
written notice that continued employment is contingent on the fingerprint
check results as required by subdivision A 3 of this section; and
3. Employees hired under this exception shall not be allowed to
be alone with residents and may work with residents only when the residents
are under the direct or active supervision of staff whose background
checks have been completed until
such time as all the requirements of
this section are completed satisfied.
C. The JCC shall retain documentation
of compliance with this section shall be retained.
D. Written procedures shall provide for the supervision of nonemployee persons, who are not subject to the provisions of this section who have contact with residents.
6VAC35-71-150. Required initial orientation.
A. Before the expiration of the employee's seventh work day at
the facility, each employee shall
be provided with receive a
basic orientation on the following:
1. The facility;
2. The population served;
3. The basic tenets and objectives of the facility's behavior management program;
4. The facility's organizational structure;
5. Security, population control, emergency preparedness, and evacuation procedures in accordance with 6VAC35-71-460 (emergency and evacuation procedures);
6. The practices of confidentiality;
7. The residents' rights; and
8. The basic requirements of and competencies necessary to
their the positions. B. Prior to working with residents while not under the
direct supervision of staff who have completed all applicable orientations and
training, each direct care staff shall receive a basic orientation on the
following: 1. The facility's program philosophy and services; 2. The facility's behavior management program; 3. The facility's behavior intervention procedures and
techniques, including the use of least restrictive interventions and physical
restraint; 4. The residents' rules of conduct and responsibilities; 5. The residents' disciplinary and grievance procedures; 6. Child abuse and neglect and mandatory reporting; 7. Standard precautions; and 8. Documentation requirements as applicable to their duties.
C.B. Volunteers and interns shall be
oriented in accordance with 6VAC35-71-240 (volunteer and intern orientation and
C. Contractors shall receive an orientation regarding the expectations of working within a secure environment.
6VAC35-71-160. Required initial training.
Each JCC employee employees shall
complete initial, comprehensive agency-approved training that is
specific to the individual's occupational class , is based on the needs of
the population served, and ensures that the individual has the competencies to
perform the position responsibilities. Contractors shall receive training
required to perform their position responsibilities in a correctional
B. Direct care
staff and employees responsible for
the direct supervision of residents and security employees shall,
before that employee is being responsible for the direct
supervision of supervising a resident, shall complete at
least 120 hours of training which shall include training in the
following areas: 1. Emergency preparedness and response; 2. 1. First aid and cardiopulmonary
resuscitation, unless the individual is currently certified, with certification
required as applicable to their duties;
2. Recognition of signs and symptoms and knowledge of actions required in a medical emergency;
facility's department's behavior
management program, as provided in 6VAC35-71-745 (behavior management),
including the requirements for sustaining a therapeutic community environment,
as required in 6VAC35-71-735 (therapeutic communities in housing units). At a
minimum, this training shall address: (i) the components and basic principles
of the behavior management program; (ii) the principles, definitions, and
expectations governing a therapeutic community environment; (iii) the main
tenets of the department's graduated incentive system; and (iv) the tools
available to address noncompliance;
4. The residents' rules of conduct and the rationale for the rules;
facility's department's behavior
interventions, with restraint training required as including, if applicable
to their the individual's duties, training in the use of
physical and mechanical restraints, as provided in 6VAC35-71-1130 (physical
restraint), and 6VAC35-71-1180 (mechanical restraints);
6. Emergency preparedness and response, as provided in 6VAC35-71-460 (emergency and evacuation procedures);
7. Standard precautions, as provided in 6VAC35-71-1000 (infectious or communicable diseases);
6.8. Child abuse and neglect; 7.9. Mandatory reporting;
10. Residents' rights, including the prohibited actions provided for in 6VAC35-71-550;
8.11. Maintaining appropriate professional
relationships; 9. 12. Appropriate interaction among staff and
residents; 10.13. Suicide prevention, as provided in
6VAC35-71-805; 11. Residents' rights, including but not limited to the
prohibited actions provided for in 6VAC35-71-550 (prohibited actions); 12. Standard precautions; 13. Recognition of signs and symptoms and knowledge of
actions required in medical emergencies;
14. Adolescent development;
15. Procedures applicable to the employees'
and consistent with their work profiles; and
16. Other topics as required by the department and any applicable state or federal statutes or regulations.
C. Administrative and managerial staff shall receive at
least 40 hours of training during their first year of employment. Clerical and
support staff shall receive at least 16 hours of training. D. Employees who administer medication shall, prior to such
administration, successfully complete a medication training program approved by
the Board of Nursing or be licensed by the Commonwealth of Virginia to
administer medication. E. Employees providing medical services shall be trained in
tuberculosis control practices.
C. Direct supervision employees shall complete an initial 80 hours of agency-approved training inclusive of the topics enumerated in subsection B before being responsible for the direct supervision of a resident, and an additional 40 hours of agency-approved training before the completion of their first year of employment.
D. Employees providing medical services shall complete the following training:
1. An initial 40 hours of agency-approved training, inclusive of: (i) tuberculosis control practices, and (ii) the topics enumerated in subdivisions B 5 through B 16 before they may work directly with a resident; and
2. An additional 80 hours of agency-approved training before the expiration of their first year of employment.
E. Employees who administer medication shall, prior to administration and in accordance with the provisions of § 54.1-3408 of the Code of Virginia, successfully complete a medication management training program approved by the Board of Nursing or be certified by the Commonwealth of Virginia to administer medication.
F. Administrative and managerial staff shall receive at least 40 hours of training during their first year of employment. Clerical and support staff shall receive at least 16 hours of training.
F. G. When If an individual is
employed by contract to provide services for which licensure by a professional
organization is required, documentation of current licensure shall constitute
compliance with this section. G. H. Volunteers and interns shall be trained in
accordance with 6VAC35-71-240 (volunteer and intern orientation and training).
I. The department shall develop written procedures that clearly delineate the positions falling under each category identified in this section.
A. Each employee shall complete retraining that is specific to the individual's occupational class and the position's job description, and addresses any professional development needs.
1. Direct care
staff and employees, security
employees, who provide direct supervision employees, and
employees providing medical services of the residents shall
complete 40 hours of training annually, inclusive of the requirements of this
2. Administrative and managerial staff shall receive at least 40 hours of training annually.
3. Clerical and support staff shall receive at least 16 hours of training annually.
4. Contractors shall receive retraining as required to
perform their position responsibilities in the correctional environment.
B. All staff shall complete an annual training refresher on the facility's emergency preparedness and response plan and procedures.
C. All direct care
staff and employees, security
employees, and who provide direct supervision of the residents
employees shall complete annual retraining in the following areas:
1. The department's behavior management program and the requirements for sustaining a therapeutic community environment, as required in accordance with 6VAC35-71-160(B)(3);
1.2. Suicide prevention; 2.3. Maintaining appropriate professional
relationships; 3. 4. Appropriate interaction among staff and
residents; 4.5. Child abuse and neglect; 5.6. Mandatory reporting; 6.7. Resident rights, including but not limited
to the prohibited actions provided for in 6VAC35-71-550 (prohibited actions); 7.8. Standard precautions; and 8. Behavior management techniques; and
9. Other topics as required by the department and any applicable state or federal statutes or regulations.
D. All employees providing medical services shall complete annual retraining in the topics enumerated in subdivisions C 2 through C 9 of this section.
D.E. All direct care staff employees,
security employees, and direct supervision employees shall receive training
sufficient to maintain a current certification in first aid and cardiopulmonary
resuscitation. E.F. Employees who administer medication shall
complete annual refresher training on the administration of medication,
which shall, at a minimum, include a review of the components required in
6VAC35-71-1080 (medication). FG. When If an individual is
employed by contract to provide services for which licensure by a professional
organization is required, documentation of the individual's current
licensure shall constitute compliance with this section. G.H. All staff approved to apply physical
restraints as provided for in 6VAC35-71-1130 (physical restraint) shall be
trained as needed to maintain the applicable current certification. H.I. All staff approved to apply mechanical
restraints shall be retrained annually as required by 6VAC35-71-1180
(mechanical restraints). I.J. Staff who have not timely completed
required retraining shall not be allowed to have direct care or direct
supervision responsibilities pending completion of the retraining requirements.
6VAC35-71-180. Code of ethics.
The facility shall make available to all employees
a written set of rules describing acceptable standards of conduct for
all employees shall be available to all employees.
6VAC35-71-185. Employee tuberculosis screening and follow-up.
A. On or before the
employee's individual's start
date at the facility and at least annually thereafter each: (i) employee,
and (ii) contractor who provides services directly to residents on a regular
basis shall submit the results of a tuberculosis screening assessment that
is no older than 30 days. The documentation shall indicate the screening
results as to whether there is an absence of tuberculosis in a communicable
B. Each: (i) employee, and (ii) contractor who provides services directly to residents on a regular basis, shall submit evidence of an annual evaluation of freedom from tuberculosis in a communicable form.
Employees Each: (i) employee, and contractor who
provides services directly to residents on a regular basis, shall undergo a
subsequent tuberculosis screening or evaluation, as applicable, in the
1. The employee or contractor comes into contact with a known case of infectious tuberculosis; or
2. The employee or contractor develops chronic respiratory symptoms of three weeks' duration.
D. Employees and contractors providing services directly to residents on a regular basis, who are suspected of having tuberculosis in a communicable form shall not be permitted to return to work or have contact with staff or residents until a physician or health-trained professional has determined that the individual does not have tuberculosis in a communicable form.
E. Any active case of tuberculosis developed by an employee or a resident shall be reported to the local health department in accordance with the requirements of the Commonwealth of Virginia State Board of Health Regulations for Disease Reporting and Control (12VAC5-90).
F. Documentation of any screening results shall be retained in a manner that maintains the confidentiality of information.
G. The detection, diagnosis, prophylaxis, and treatment of
pulmonary tuberculosis shall be performed
consistent in accordance with
the current requirements recommendations of the Virginia
Department of Health's Division of Tuberculosis Prevention and Control and the
federal Department of Health and Human Services Centers for Disease Control and
6VAC35-71-215. Physical or mental health of personnel.
If an employee or contractor poses a significant risk of substantial harm to the health and safety of a resident, others at the facility, or the public, or is unable to perform essential job-related functions, that individual shall be removed immediately from all duties involved in the supervision of residents. The facility may require a medical or mental health evaluation to determine the individual's fitness for duty prior to returning to duties involving the supervision of residents.
6VAC35-71-220. Selection and duties of volunteers and interns.
Any A JCC that uses volunteers or interns
shall implement written procedures governing their selection and use. Such
The procedures shall provide for the evaluation of persons and organizations
in the community who wish to associate with the residents.
B. Volunteers and interns shall have qualifications appropriate for the services provided.
C. The responsibilities of interns and individuals who
volunteer on a regular basis shall be
clearly defined clearly in
D. Volunteers and interns may not be responsible for the duties of direct care or direct supervision staff. In no event may a volunteer or intern be authorized to be alone with residents.
Volunteer and intern background Background
checks for volunteers and interns.
A. Any individual who
(i) volunteers or is an intern on
a regular basis in a JCC and (ii) will be alone with a resident in the
performance of the position's duties shall be subject to the background
check requirements provided for in of 6VAC35-71-140 A (background
B. Documentation of compliance with the background check requirements shall be maintained for each volunteer or intern for whom a background check is required.
C. A JCC that uses volunteers or interns shall implement written procedures for supervising volunteers or interns, on whom background checks are not required or whose background checks have not been completed, who have contact with residents.
6VAC35-71-240. Volunteer and intern orientation and training.
Any individual Individuals who (i) volunteers
volunteer on a regular basis; (ii) volunteer and have contact with
residents ; or is an intern are interns in a
JCC and will be alone with the resident or (ii) is (iii)
are the designated leader for a group of volunteers shall be provided with
a basic orientation on the following:
1. The facility;
2. The population served;
3. The basic objectives of the department;
4. The department and facility organizational structure;
5. Security, population control, emergency preparedness, and evacuation procedures;
6. The practices of confidentiality;
7. The residents' rights, including but not limited to the prohibited actions provided for in 6VAC35-71-550 (prohibited actions); and
8. The basic requirements of and competencies necessary to perform their duties and responsibilities.
B. Volunteers and interns shall be trained within 30 days from their start date at the facility in the following:
1. Any procedures that are applicable to their duties and
responsibilities; and 2. Their duties and responsibilities in the event of a
facility evacuation as provided in 6VAC35-71-460 (emergency and evacuation
1. Their duties and responsibilities in the event of a facility evacuation, as provided in 6VAC35-71-460 (emergency and evacuation procedures); and
2. All other procedures that are applicable to their duties and responsibilities.
6VAC35-71-260. Maintenance of records.
A. A separate written
or automated case record shall be
maintained for each resident, which shall include all correspondence and
documents received by the JCC relating to the care of that resident and
documentation of all case management services provided.
health care medical records,
including behavioral health records, as applicable, and medical
records, shall be kept on each resident. Health careMedical
records shall be maintained in accordance with 6VAC35-71-1020 (residents' health
medical records) and applicable statutes and regulations. Behavioral
health care medical records may be kept separately from other
Each case record Case records and health
care medical record records shall be kept up to date and
in a uniform manner in accordance with written procedures. Case records shall
be released only in accordance with §§ 16.1-300 and 16.1-309.1 of
the Code of Virginia and applicable state and federal laws and regulations.
D. The procedures for
management of managing residents'
written records , written and automated, shall describe address
confidentiality, accessibility, security, and retention of records pertaining
to residents, including:
1. Access, duplication, dissemination, and
of information only to persons legally authorized according to federal and
2. Security measures to protect records from loss, unauthorized alteration, inadvertent or unauthorized access, disclosure of information, and transportation of records between service sites; and
3. Designation of the person responsible for records management.
E. Active and closed records shall be kept in secure locations
or compartments that are accessible only to authorized employees and
shall be protected from unauthorized access, fire, and flood.
F. Each resident's written case and
health care medical
records shall be stored separately subsequent to the resident's discharge
in accordance with applicable statutes and regulations.
G. Residents' inactive records shall be retained as required by The Library of Virginia.
6VAC35-71-270. Face sheet.
A. At the time of admission, each resident's record shall include, at a minimum, a completed face sheet that contains the following: (i) the resident's full name, last known residence, birth date, birthplace, sex, gender identity, race, social security number or other unique identifier, religious preference, and admission date; and (ii) names, addresses, and telephone numbers of the resident's legal guardians, supervising agency, emergency contacts, and parents, if appropriate.
B. The face sheet shall be updated when changes occur and maintained in accordance with written procedures.
6VAC35-71-280. Buildings and inspections.
A. All newly constructed buildings, major renovations to buildings, and temporary structures shall be inspected and approved by the appropriate building officials. There shall be a valid, current certificate of occupancy available at each JCC that documents this approval.
B. A current copy of the facility's annual inspection by fire
prevention authorities indicating that all buildings and equipment are
maintained in accordance with the Virginia Statewide Fire Prevention Code
(13VAC5-51) shall be maintained. If the fire prevention authorities have failed
timely inspect the facility's buildings and equipment, the facility
shall maintain documentation of its request to schedule the annual inspection,
as well as documentation of any necessary follow-up. For this subsection,
the definition of annual shall be defined by the Virginia Department of Fire
Programs, State Fire Marshal's Office.
C. The facility shall maintain a current copy of its compliance with annual inspection and approval by an independent, outside source in accordance with state and local inspection laws, regulations, and ordinances, of the following:
1. General sanitation;
2. The sewage disposal system, if applicable;
3. The water supply, if applicable;
4. Food service operations; and
5. Swimming pools, if applicable.
6VAC35-71-290. Equipment and systems inspections and maintenance.
A. All safety, emergency, and communications equipment and
systems shall be inspected, tested, and maintained by designated staff in accordance
with the manufacturer's recommendations or instruction manuals or, absent
these requirements, in accordance with a schedule that is approved by
1. The facility shall maintain a listing of all safety, emergency, and communications equipment and systems and the schedule established for inspections and testing.
2. Testing of
such equipment and systems shall , at a
minimum, be conducted, at a minimum, quarterly.
B. Whenever safety, emergency,
and or communications
equipment or a system is systems are found to be determined
defective, immediate steps shall be taken to rectify the situation and to
repair, remove, or replace the defective equipment or systems.
6VAC35-71-310. Heating and cooling systems and ventilation.
A. Heat shall be distributed in all rooms occupied by the residents so that a temperature no less than 68°F is maintained, unless otherwise mandated by state or federal authorities.
B. Air conditioning or mechanical ventilating systems, such as electric fans, shall be provided in all rooms occupied by residents when the temperature in those rooms exceeds 80°F, unless otherwise mandated by state or federal authorities.
A. Sleeping and activity areas shall provide natural lighting.
B. All areas within buildings shall be lighted for safety, and the lighting shall be sufficient for the activities being performed.
C. Night lighting shall be sufficient to observe residents.
D. Operable flashlights or battery-powered lanterns shall be accessible to each security staff and direct care staff on duty.
E. Outside entrances and parking areas shall be lighted.
6VAC35-71-330. Plumbing and water supply; temperature.
A. Plumbing shall be maintained in operational condition, as designed.
B. An adequate supply of hot and cold running water shall be available at all times.
C. Precautions shall be taken to prevent scalding from running
water. Hot water temperatures
should shall be maintained at 100°F
6VAC35-71-350. Toilet facilities.
A. There shall be toilet facilities available for resident use in all sleeping areas for each JCC constructed after January 1, 1998.
B. There shall be at least one toilet, one hand basin, and one shower or tub for every eight residents for facilities certified on or before December 27, 2007. There shall be one toilet, one hand basin, and one shower or tub for every four residents in any building constructed or structurally modified on or after December 28, 2007.
C. There shall be at least one bathtub in each facility.
D. The maximum number of employees on duty in the
housing unit shall be counted in determining the required number of
toilets and hand basins when a separate bathroom is not provided for staff.
6VAC35-71-360. Sleeping areas.
Male Generally, male and female residents
shall have separate sleeping areas .; however, nothing in this chapter
shall preclude a facility from making a placement decision based upon a case-by-case
analysis, as required in 6VAC35-71-555 (vulnerable population), of whether a
placement would ensure a resident's health and safety or present management or
B. Beds in all facilities or sleeping areas established, constructed, or structurally modified after July 1, 1981, shall be at least three feet apart at the head, foot, and sides; and double-decker beds in such facilities shall be at least five feet apart at the head, foot, and sides. Facilities or sleeping areas established, constructed, or structurally modified before July 1, 1981, shall have a bed placement plan approved by the director or his designee.
C. Mattresses shall be fire retardant as evidenced by documentation from the manufacturer, except in buildings equipped with an automated sprinkler system as required by the Virginia Uniform Statewide Building Code (13VAC5-63).
D. Sleeping quarters established, constructed, or structurally modified after July 1, 1981, shall have:
1. At least 80 square feet of floor area in a bedroom accommodating one person;
2. At least 60 square feet of floor area per person in rooms accommodating two or more persons; and
3. Ceilings with a primary height at least 7-1/2 feet in height exclusive of protrusions, duct work, or dormers.
6VAC35-71-400. Smoking prohibition.
Residents shall be prohibited from using, possessing,
purchasing, or distributing
any tobacco or nicotine vapor
products. Tobacco products, including cigarettes, cigars, pipes, bidis, and
smokeless tobacco, such as chewing tobacco or snuff ,; and vapor
products, such as electronic cigarettes, electronic cigars, electronic
cigarillo, electronic pipes, or similar products or devices shall may
not be used by staff, contractors, interns, or visitors in any areas
of the facility or its area on the premises where residents
may see or smell the tobacco product.
6VAC35-71-410. Space utilization.
A. Each JCC shall provide for the following:
1. An indoor recreation area with appropriate recreation materials;
2. An outdoor recreation area with appropriate recreation materials;
3. Kitchen facilities and equipment for the preparation and service of meals;
4. A dining area equipped with tables and seating;
5. Space and equipment for laundry, if laundry is done on site;
Space Storage space for the storage of
items such as first aid equipment, household supplies, recreational equipment,
and other materials;
7. A designated visiting area that permits informal
communication and opportunities for physical contact between residents
, including opportunity for physical contact in accordance
with written procedures;
8. Space for administrative activities including
appropriate to the program, confidential conversations and the storage of
records and materials; and
9. A central medical
room area with medical
examination facilities rooms or other spaces designated to ensure
privacy of care and equipped in consultation with the health authority.
B. If a school program is operated at the facility, school classrooms shall be designed in consultation with appropriate education authorities to comply with applicable state and local requirements.
C. Spaces or areas may be
interchangeably utilized interchangeably
but shall be in functional condition for the designated purpose.
6VAC35-71-420. Kitchen operation and safety.
A. Each facility shall have a food service operation
maintenance plan that addresses the following: (i) food sanitation and safety
procedures; (ii) the inspection of
all food service, preparation, and
dining areas and equipment; (iii) a requirement for sanitary and
temperature-controlled storage facilities for food; and (iv) the monitoring of
refrigerator and water temperatures.
B. The facility shall follow written procedures governing access to all areas where food or utensils are stored and the inventory and control of culinary equipment to which residents reasonably may be expected to have access.
C. Walk-in refrigerators and freezers shall be equipped to permit emergency exits.
D. Bleach or another sanitizing agent approved by the federal Environmental Protection Agency to destroy bacteria shall be used in laundering table and kitchen linens.
6VAC35-71-430. Maintenance of the buildings and grounds.
A. The interior and exterior of all buildings and grounds
shall be safe, maintained, and reasonably free of clutter and rubbish. This
but is not limited requirement applies to all areas of the facility and
to items within the facility, including to (i) required locks,
mechanical devices, indoor and outdoor equipment, and furnishings; and (ii) all
areas where residents, staff, and visitors may reasonably be expected to have
B. All buildings shall be reasonably free of stale, musty, or foul odors.
C. Each facility shall have a written plan to control pests
and vermin. Buildings shall be kept reasonably free of flies, roaches, rats,
and other vermin.
Any condition Conditions conducive to harboring
or breeding insects, rodents, or other vermin shall be eliminated immediately.
Each facility shall document efforts to eliminate such these conditions,
6VAC35-71-440. Animals on the premises.
A. Animals maintained on the premises shall be:
at a reasonable distance from sleeping, living, eating, and food preparation
areas as well as a safe distance from water supplies.
1. Housed at a reasonable distance from food preparation areas, as well as a safe distance from water supplies;
2. Tested, inoculated, and licensed as required by law; and
3. Provided with clean sleeping areas and adequate food and water.
B. Animals maintained on the premises shall be tested,
inoculated, and licensed as required by law. C.B. The premises shall be kept reasonably free
of stray domestic animals. D. Pets shall be provided with clean sleeping areas and
adequate food and water.
6VAC35-71-460. Emergency and evacuation procedures.
A. Each JCC shall have a written emergency preparedness and
. The plan which shall address:
1. Documentation of contact with the local emergency coordinator to determine (i) local disaster risks; (ii) communitywide plans to address different disasters and emergency situations; and (iii) assistance, if any, that the local emergency management office will provide to the facility in an emergency;
2. Analysis of the facility's capabilities and potential hazards, including natural disasters, severe weather, fire, flooding, workplace violence or terrorism, missing persons, severe injuries, or other emergencies that would disrupt the normal course of service delivery;
3. Written emergency management procedures outlining specific responsibilities for (i) provision of administrative direction and management of response activities; (ii) coordination of logistics during the emergency; (iii) communications; (iv) life safety of employees, contractors, interns, volunteers, visitors, and residents; (v) property protection; (vi) community outreach; and (vii) recovery and restoration;
4. Written emergency response procedures for (i) assessing the situation; (ii) protecting residents, employees, contractors, interns, volunteers, visitors, equipment, and vital records; and (iii) restoring services shall address:
a. Communicating with employees, contractors, and community responders;
b. Warning and
notification of notifying residents;
c. Providing emergency access to secure areas and opening locked doors;
d. Requiring fire and emergency keys that are instantly identifiable by sight and touch;
e. Conducting evacuations to emergency shelters or alternative sites and accounting for all residents;
f. Relocating residents, if necessary;
g. Notifying parents and legal guardians, as applicable and appropriate;
h. Alerting emergency personnel and sounding alarms;
i. Locating and shutting off utilities when necessary; and
j. Providing for a planned, personalized means of effective
evacuation for residents individuals who use wheelchairs,
crutches, canes, or other mechanical devices for assistance in walking require
other special accommodations.
5. Supporting documents that would be needed in an emergency,
including emergency call lists, building and site maps necessary to shut off
escape evacuation routes, and lists
of major resources such as local emergency shelters; and
6. Schedule for testing the implementation of the plan and conducting emergency preparedness drills.
B. All employees shall be trained to ensure they are prepared
to implement the emergency preparedness plan in the event of an emergency.
The training shall be conducted in accordance with 6VAC35-71-160
(required initial training) and 6VAC35-71-170 (retraining) and shall include
outline the employees' responsibilities for:
1. Alerting emergency personnel and sounding alarms;
2. Implementing evacuation procedures, including evacuation of
individuals who require with special needs (i.e., deaf, blind,
3. Using, maintaining, and operating emergency equipment;
4. Accessing emergency information for residents including medical information; and
5. Utilizing community support services.
and volunteers, and interns
shall be oriented in their responsibilities in implementing the evacuation plan
in the event of an emergency. Such orientation Orientation shall
be in accordance with the requirements of 6VAC35-71-150 (required initial
orientation), 6VAC35-71-160 (required initial training), and 6VAC35-71-240
(volunteer and intern orientation and training).
The A JCC shall document the review of the
emergency preparedness plan annually and make necessary revisions. Such The
revisions shall be communicated to employees, contractors, volunteers, and
interns, and residents and shall be incorporated into (i) training
for employees, contractors, interns, and volunteers; and (ii) orientation of
residents to services.
E. In the event of a disaster, fire, emergency or any other condition that may jeopardize the health, safety and welfare of residents, the facility shall take appropriate action to protect the health, safety and welfare of the residents and to remedy the conditions as soon as possible.
F. In the event of a disaster, fire, emergency, or any other
condition that may jeopardize the health, safety and welfare of residents, the
should first shall respond and stabilize the disaster or
emergency. After Once the disaster or emergency is stabilized,
the facility shall (i) report the disaster or emergency and the conditions
at the facility to (a) the parent or legal guardian and (b) the
director or his designee of the conditions at the facility and (ii)
report the disaster or emergency to the regulatory authority. Such reporting
The reporting shall be made as soon as possible but no later than 72
hours after the incident is stabilized.
G. Floor plans showing primary and secondary means of
emergency exiting shall be posted on each floor in locations where they
are easily be seen by visible to employees and
H. The responsibilities of the residents in implementing the emergency and evacuation procedures shall be communicated to all residents within seven days following admission or a substantive change in the procedures.
At The facility shall conduct at least one
evacuation drill (the simulation of the facility's emergency procedures)
shall be conducted to simulate its evacuation procedures each month
in each building occupied by residents. During any three consecutive calendar
months, at least one evacuation drill shall be conducted during each shift.
J. A record shall be maintained for each evacuation drill and shall include the following:
Buildings The buildings in which the drill was
Date The date and time of the drill;
Amount The amount of time taken to
evacuate the buildings; and
Specific The specific problems encountered .,
5. The staff tasks completed, including head counts and practice in notifying emergency authorities; and
6. The name of the staff members responsible for conducting and documenting the drill and preparing the record.
Each A JCC shall assign designate at
least one employee who shall ensure that all requirements regarding the
emergency preparedness and response plan and the evacuation drill program are
6VAC35-71-470. Security procedures.
Each A JCC shall follow written security
procedures related to the following:
1. Post orders or shift duties for each direct care and security post;
2. Population count;
3. A control center that integrates all external and internal security functions and communications, is secured from residents' access, and is staffed 24 hours a day;
4. Control of the perimeter;
5. Actions to be taken regarding any escapes or absences without permission;
6. Searches of the buildings, premises, and persons; and
7. The control, detection, and disposition of contraband.
6VAC35-71-480. Searches of residents.
A. A JCC may conduct a search of a resident or residents only for the purposes of maintaining facility security and controlling contraband and only in a manner that, to the greatest extent possible, protects the dignity of the resident.
A.B. Written procedures shall govern searches of
residents, including patdowns and frisk searches, strip searches, and body
cavity searches, and shall include the following: 1. Searches of residents' persons shall be conducted only
for the purposes of maintaining facility security and controlling contraband
while protecting the dignity of the resident. 2.1. Searches are shall be conducted
only by personnel who have received the required training and are
authorized to conduct such searches. 3.2. The resident shall not be touched any more
than is necessary to conduct the search.
3. The facility shall not search or physically examine a transgender or intersex resident solely for the purpose of determining the resident's genital status.
B. Patdown and frisk searches shall be conducted
personnel of the same sex as the resident being searched, except in emergencies
in accordance with written procedures.
C. Strip searches and visual inspections of the vagina and
anal cavity areas shall be
subject to the following: conducted with a
staff witness and in an area that ensures privacy in accordance with written
procedures. 1. The search shall be performed by personnel of the same
sex as the resident being searched; 2. The search shall be conducted in an area that ensures
privacy; and 3. Any witness to the search shall be of the same sex as the
Manual and Except in exigent circumstances
creating a potential threat to the health of a resident, if it is determined
that a manual or instrumental searches search of the anal
cavity or vagina is necessary, the resident shall be transported to a local
medical facility in accordance with written procedures . , not
including medical examinations or procedures conducted by medical personnel for
medical purposes, shall be: 1. Performed only with the written authorization of the
facility administrator or by a court order; 2. Conducted by a qualified medical professional; 3. Witnessed by personnel of the same sex as the resident;
and 4. Fully documented in the resident's medical file.
6VAC35-71-490. Communications systems.
A. There shall be at least one continuously operable, nonpay telephone accessible to staff in each building in which residents sleep or participate in programs.
B. There shall be a means for communicating between the
control center and
living housing units.
C. The facility shall be able to provide communications in an emergency.
6VAC35-71-500. Emergency telephone numbers.
A. There shall be an emergency telephone number where a staff person may be contacted 24 hours per day and seven days per week.
AnB. The emergency telephone number shall be
provided to residents and the adults responsible for their care when a resident
is away from the facility and not under the supervision of direct care staff,
security staff, or law-enforcement officials.
No firearms or other weapons shall be permitted on the JCC's
and or during JCC-related activities except as provided
authorized in written procedures or authorized by the director or
his designee. Written procedures shall govern any possession, use, and
storage of authorized firearms and other weapons on the JCC's premises and
during JCC-related activities.
A. Each JCC shall have transportation available or make the necessary arrangements for routine and emergency transportation of residents.
There shall be A JCC shall follow written
safety rules and security procedures governing for transportation
of residents and for the use and maintenance of vehicles.
procedure procedures shall provide
for require the verification of appropriate licensure for staff
whose duties involve transporting residents. At a minimum, the procedures
shall direct this staff to (i) maintain a valid driver's license, and (ii)
report to the superintendent or his designee any change in their driver's
license statuses, including any suspensions, restrictions, or revocations.
D. Residents shall be supervised by security staff or direct care staff during routine and emergency vehicle transportation.
A JCC may impose a lockdown within a facility in accordance with written procedures that require the following:
1. With the exception of a lockdown to respond to an emergency, as defined in 6VAC35-71-10 (definitions), a lockdown may not be imposed until the superintendent or his designee provides approval;
2. In the event of an emergency necessitating a lockdown, the superintendent shall be notified as soon as practicable;
3. The superintendent's supervisor and the administrator at the next level in the department's reporting chain-of-command shall be notified of all lockdowns except lockdowns for routine facility searches.
4. In the event that the lockdown extends beyond 72 hours, the lockdown and the steps being planned or taken to resolve the situation shall be reported immediately to the administrator who is two levels above the superintendent in the department's reporting chain of command;
5. Whenever residents are confined to a locked room as a result of a lockdown, the staff shall:
a.) Check each locked down resident visually at least every 15 minutes, and more frequently if necessitated by the circumstances;
b.) Ensure that each resident has a means of immediate communication with staff, either verbally or electronically, throughout the duration of the confinement period;
c.) Ensure that each resident is afforded the opportunity for at least one hour of large muscle exercise outside of the locked room every calendar day unless the resident displays behavior that is threatening or presents an imminent danger to himself or others, or unless the circumstances that required the lockdown justify an exception.
d.) Ensure that the superintendent or designee makes personal contact with each resident who is confined every calendar day; and
e.) In response to a resident who exhibits self-injurious behavior after being in room confinement, (i) take appropriate action in response to the behavior; (ii) consult with a qualified mental health professional immediately thereafter and document the consultation; and (iii) monitor the resident in accordance with established protocols, including constant supervision, if appropriate.
6VAC35-71-550. Prohibited actions.
A. Residents shall not be subjected to the following actions:
1. Discrimination in violation of the Constitution of the United States, the Constitution of the Commonwealth of Virginia, executive orders, and state and federal statutes and regulations;
2. Deprivation of drinking water or food necessary to meet a resident's daily nutritional needs, except as ordered by a licensed physician or health-trained personnel for a legitimate medical or dental purpose and documented in the resident's medical record;
3. Denial of contacts and visits with the resident's attorney,
probation or parole officer, the JCC staff assigned to conduct the
resident's due process hearings or resolve the resident's grievance or
complaint, the regulatory authority, a supervising agency representative,
or representatives of other agencies or groups as required by applicable
statutes or regulations;
Any action Actions that is are humiliating,
degrading, abusive, or unreasonably impinges impinge upon the
residents' rights, including but not limited to any form of
physical abuse, sexual abuse, or sexual harassment, nor shall the residents
be subject to retaliation for reporting these actions;
5. Corporal punishment, which is administered through the
inflicting infliction of pain or discomfort to the
body through actions such as , but not limited to (i) striking or hitting
with any part of the body or with an implement; (ii) pinching, pulling, or
shaking; or (iii) any similar action actions that normally
inflicts inflict pain or discomfort;
6. Subjection to unsanitary living conditions;
7. Deprivation of opportunities for bathing or access to toilet
facilities, except as ordered by a licensed
physician health care
professional for a legitimate medical purpose and documented in the
resident's medical record;
8. Denial of health care;
9. Denial of appropriate services, programs, activities, and treatment;
10. Application of aversive stimuli, except as
this chapter or permitted pursuant to other applicable state regulations. Aversive
stimuli means any physical forces (e.g., sound, electricity, heat, cold, light,
water, or noise) or substances (e.g., hot pepper, pepper sauce, or pepper
spray) measurable in duration and intensity that when applied to a resident are
noxious or painful to the individual resident;
11. Administration of laxatives, enemas, or emetics, except as
ordered by a licensed
physician health care professional or
poison control center for a legitimate medical purpose and documented in the
resident's medical record;
12. Deprivation of opportunities for sleep or rest, except as
ordered by a licensed
physician health care professional for a
legitimate medical or dental purpose and documented in the resident's medical
13. Use of pharmacological restraints; and
14. Other constitutionally prohibited actions.
B. Employees shall be trained on the prohibited actions as provided in 6VAC35-71-160 (required initial training) and 6VAC35-71-170 (retraining).
6VAC35-71-555. Vulnerable population.
A. The facility shall implement a procedure for assessing whether a resident is a member of a vulnerable population. The resident's views with respect to his safety shall be given serious consideration.
B. If the assessment determines a resident is a vulnerable population, the facility shall implement any identified additional precautions such as heightened need for supervision, additional safety precautions, or separation from certain other residents. The facility shall consider on a case-by-case basis whether a placement would ensure the resident's health and safety and whether the placement would present management or security problems.
C. For the purposes of this section, vulnerable population
means a resident or group of residents who have been assessed to be reasonably
likely to be exposed to the possibility of being attacked or harmed, either
physically or emotionally (e.g., very young residents; residents who are small
in stature; residents who have limited English proficiency; residents who are
gay, lesbian, bi-sexual, transgender, or intersex; residents with a history of
being bullied or of self-injurious behavior).
C. Lesbian, gay, bisexual, transgender, or intersex residents shall not be placed in particular housing, bed, or other assignments solely on the basis of this identification or status, nor shall any facility consider lesbian, gay, bisexual, transgender, or intersex identification or status as an indicator of a likelihood of being sexually abusive.
6VAC35-71-560. Residents' mail.
A. A resident's incoming or outgoing mail may be delayed or withheld only in accordance with this section, as permitted by other applicable regulations, or by order of a court.
B. Staff may open and inspect residents' incoming and outgoing
nonlegal mail for contraband. When based on legitimate
interests of facility order and security, nonlegal mail may be read,
censored, or rejected in accordance with written procedures and subject to
the restrictions in subsection D. The resident shall be notified when
incoming or outgoing letters are withheld in part or in full or
redacted, as appropriate.
C. In the presence of the resident recipient and in
accordance with written procedures, staff may open to inspect for contraband,
but shall not read, incoming legal mail.
For the purpose of this
section, legal mail means a communication sent to or received from a designated
class of correspondents, as defined in written procedures, including but not
limited to the court, an attorney, and the grievance system or department
shall may not read outgoing mail
addressed to parents, immediate family members, legal guardian, guardian ad
litem, counsel, courts, officials of the committing authority, public
officials, or grievance administrators unless (i) permission has been
obtained from a court or (ii) the director or his designee has determined that
there is a reasonable belief that the security of a facility is threatened.
When so authorized staff may read such this mail, in accordance
with written procedures.
E. Except as otherwise provided, incoming and outgoing letters shall be held for no more than 24 hours and packages shall be held for no more than 48 hours, excluding weekends and holidays.
F. Upon request, each resident shall be given postage and writing materials for all legal correspondence and for at least two other letters per week.
G. Residents shall be permitted to correspond at their own
expense with any person or organization provided
such this correspondence
does not pose a threat to facility order and security and is not being used to
violate or to conspire to violate the law.
H. First class letters and packages received for residents who have been transferred or released shall be forwarded to the resident's last known address.
I. Written procedure governing correspondence of residents shall be made available to all employees and residents and updated as needed.
6VAC35-71-570. Telephone calls.
Telephone Residents shall be permitted to make
telephone calls shall be permitted in accordance with written
procedures that take into account the need for facility security and order,
the resident's behavior, and program objectives.
A. A resident's contacts and visits with immediate family
or legal guardians and natural supports shall may
not be restricted solely for punitive purposes, nor subject to
unreasonable limitations , and any limitation. Any limitation shall
be implemented only as permitted by written procedures, other applicable
regulations, or by order of a court, or written visitation procedures
that balance (i) the need for facility security and order, (ii) the behavior of
individual residents and the visitors, and (iii) the importance of helping the
resident maintain strong family and community relationships. B. Residents shall be permitted to have visitors,
consistent with written procedures that take into account (i) the need for
facility security and order, (ii) the behavior of individual residents and the
visitors, and (iii) the importance of helping the resident maintain strong
family and community relationships. Written procedures shall provide for the
accommodation of special circumstances.
B. A JCC shall provide visitors with occasional opportunities to view the resident's housing unit or room and to interact with staff members unless this access is impracticable or would threaten the safety or security of residents, staff, or other visitors. Written visitation procedures shall outline the parameters governing this access and provide for the accommodation of special circumstances.
C. Copies of the visitation procedures shall be mailed, either
electronically or via first class mail, to the residents' parents or legal
guardians, as applicable and appropriate,
and other applicable persons
no later than the close of the next business day after arrival the
resident arrives at the JCC, unless a copy has already been provided to the
D. Resident visitation at
an employee's the home
of an employee, volunteer, intern, or contractor isshall be
6VAC35-71-590. Contact with attorneys, courts, and law enforcement.
A. Residents shall have uncensored, confidential contact with
their legal representative in writing, as
provided for in required by
6VAC35-71-560 (residents' mail), by telephone, or and in
person. Reasonable limits may be placed on such these contacts as
necessary to protect the security and order of the facility.
B. Residents shall not be denied access to the courts.
C. Residents shall not be required to submit to questioning by law enforcement, though they may do so voluntarily.
1. A resident must provide written consent prior to any
contact with law enforcement. Written procedures shall be implemented for
a the resident's consent prior to any contact with
2. No employee may coerce a resident's decision to consent to have contact with law enforcement.
Residents shall be provided a level of
from routine sight supervision by staff members of the opposite sex while
bathing, dressing, or conducting toileting activities except (i) in exceptional
security circumstances or (ii) when if constant supervision is
necessary to protect the resident due to mental health issues. This section
does not apply to medical personnel performing medical procedures or to staff
providing assistance to residents whose physical or mental disabilities dictate
the need for assistance with these activities as justified in the resident's medical
Each resident Residents, except as provided
in subsection B of this section, shall be provided a daily diet that (i)
consists of at least three nutritionally balanced meals, of which two are hot
meals (except in emergency situations), and an evening snack; (ii)
includes an adequate variety and quantity of food for the age of the resident;
and (iii) meets the nutritional requirements of all applicable federal dietary
requirements, such as U.S. the United States Department of
B. Special diets or alternative dietary schedules
applicable, shall be provided in the following circumstances: (i) when
prescribed by a physicianlicensed health care professional; (ii)
when necessary to observe the established religious dietary practices of the
resident; or (iii) when necessary for the special management of maladaptive
behavior or to maintain facility security if food or culinary equipment
has been used inappropriately, resulting in a threat to facility security
and the special diet or alternative dietary schedule is approved by the
superintendent or , the superintendent's designee, or a
mental health professional. In such circumstances If a facility
provides special diets or alternative dietary schedules, the meals shall
meet the minimum nutritional requirements of all applicable federal dietary
requirements, such as USDA, and any required approval shall be documented.
C. Menus of actual meals served shall be kept on file
at least six months in accordance with all applicable federal
D. Staff who eat in the presence of the residents shall be
served the same meals as the residents unless a licensed health care
professional has prescribed a special diet
has been prescribed by a
physician for the staff or residents or unless the staff or residents are
observing established religious dietary practices.
There A JCC shall not be allow more
than 15 14 hours to pass between the evening meal and
breakfast the following day , except when the superintendent approves an
extension of time between meals on weekends and holidays. When an extension is
granted on a weekend or holiday, there shall never be more than 17 hours
between the evening meal and breakfast.
Each A JCC shall assure ensure that
food is available to residents who for documented medical or religious reasons
need to eat breakfast before the 15 14 hours have expired.
A. Each JCC shall implement a recreational program plan developed
and supervised by a person trained in recreation or a related field. The plan
that includes include:
1. Opportunities for individual and group activities;
2. Opportunity for large muscle exercise daily;
3. Scheduling so that activities do not conflict with meals,
religious services, or educational programs
, or other regular events;
4. Regularly scheduled indoor and outdoor recreational
activities that are structured to develop skills. Outdoor recreation
shall be available whenever practicable in accordance with the
facility's recreation plan. Staff shall document any adverse weather
conditions, threat to facility security, or other circumstances preventing
B. Each recreational program plan shall (i) address the means by which residents will be medically assessed for any physical limitations or necessary restrictions on physical activities and (ii) provide for the supervision of and safeguards for residents, including when participating in water related and swimming activities.
6VAC35-71-670. Residents' funds.
Residents' personal funds, including any per diem or
earnings, shall be used only for the following: (i)
for their activities,
services, or goods for the resident's benefit; (ii) for payment of
any fines, restitution, costs, or support ordered by a court or administrative
judge; or (iii) to pay payment of any restitution for damaged
property or personal injury as determined by disciplinary procedures.
6VAC35-71-680. Admission and orientation.
A. Written procedure governing the admission and orientation of residents to the JCC shall provide for:
1. Verification of legal authority for placement;
2. Search of the resident and the resident's possessions,
including inventory and storage or disposition of property, as appropriate and
for in required by 6VAC35-71-690 (residents' personal possessions);
3. Health screening of the resident as
in required by 6VAC35-71-940 (health screening at admission);
Notification of Notice to the parent or legal
guardian of the resident's admission;
5. Provision to the parent or legal guardian of information on (i) visitation, (ii) how to request information, and (iii) how to register concerns and complaints with the facility;
6. Interview with the resident to answer questions and obtain information;
7. Explanation to the resident of program services and schedules; and
8. Assignment of the resident to a
unit , and sleeping area , or room.
B. The resident shall receive an orientation to the following:
1. The behavior management program as required by 6VAC35-71-745 (behavior management).
a. During the orientation, residents shall be given
written information describing rules of conduct, the sanctions for rule
violations, and the disciplinary process. Staff shall have the discretion to
provide residents who are noncompliant or are displaying maladaptive behavior
one or more opportunities to view the written information instead of providing
the resident with a copy. These The written information shall
be explained to the resident and documented by the dated signature of the resident
and staff. In the event that staff exercises the discretion not to provide
the resident with a written copy, staff must provide the resident with a copy
of the written information once the resident demonstrates the ability to comply
with the rules of the facility. b. Where a language or literacy problem exists that can
lead to a resident misunderstanding the rules of conduct and related
regulations, staff or a qualified person under the supervision of staff shall
assist the resident.
2. The grievance procedure as required by 6VAC35-71-80 (grievance procedure).
3. The disciplinary process as required by 6VAC35-71-1110 (disciplinary process).
4. The resident's responsibilities in implementing the emergency procedures as required by 6VAC35-71-460 (emergency and evacuation procedures).
5. The resident's rights, including
but not limited to
the prohibited actions provided for in 6VAC35-71-550 (prohibited actions).
6. The resident's rights relating to religious participation as required by 6VAC35-71-650 (religion).
C. The facility shall ensure that all the information provided to the resident pursuant to this section is explained in an age-appropriate or developmentally-appropriate manner and is available in a format that is accessible to all residents, including those who are limited English proficient, deaf, visually impaired, or otherwise disabled, or who have limited reading skills.
D. The facility shall maintain documentation that the requirements of this section have been satisfied.
6VAC35-71-690. Residents' personal possessions.
EachA JCC shall inventory each residents'
resident's personal possessions upon admission and document the
information in residents' the resident's case records. When a
resident arrives at a JCC with items that the resident is not permitted to
possess in the facility, staff shall:
1. Dispose of contraband items in accordance with written procedures;
2. If the items are nonperishable property that the resident
may otherwise legally possess
,: i) securely store the property
and return it to the resident upon release ;, or ii) make
reasonable, documented efforts to return the property to the resident's parent
or legal guardian. 3. Make reasonable documented efforts to return the property
to the resident, or parent or legal guardian.
B. Personal property that remains unclaimed six months after a documented attempt to return the property may be disposed of in accordance with § 66-17 of the Code of Virginia and written procedures governing unclaimed personal property.
6VAC35-71-700. Classification plan.
A. A JCC shall utilize an objective classification system for
appropriate security levels a resident's level of risk,
the needs, and the most appropriate services of the residents
and for assigning them the resident to a living units
housing unit according to their based on his needs
and existing resources.
B. Residents shall be placed according to their classification
Such classification These classifications shall be
reviewed as necessary in light of (i) the facility's safety and security and
(ii) the resident's needs and progress.
6VAC35-71-710. Resident transfer between and within JCCs.
A. When a resident is transferred between JCCs, the following shall occur:
1. The resident's case records,
records, and behavioral health records , shall accompany the resident
to the receiving facility; and
2. The resident's parents or legal guardian, if applicable and appropriate, and the court service unit or supervising agency shall be notified within 24 hours of the transfer.
When If a resident is transferred to a more restrictive
unit , or program , or facility within a JCC or between
JCCs, the JCC shall provide due process safeguards for residents the
resident prior to their transfer.
C. In the case of emergency transfers,
such the safeguards
and notifications shall be instituted as soon as practicable after transfer.
A. Residents shall be
released discharged from a
JCC in accordance with written procedure.
B. The case record of each resident serving an indeterminate
commitment, who is not
released discharged pursuant to a court
order, shall contain the following:
1. A discharge plan developed in accordance with written procedures;
2. Documentation that the
release discharge was
discussed with the parent or legal guardian, if applicable and appropriate, the
court services service unit, and the resident; and
3. As soon as possible, but no later than 30 days after
discharge, a comprehensive release discharge summary,
placed in the resident's record and which also shall be sent to
the persons or agency that made the placement. The release discharge summary
a. Services provided to the resident;
b. The resident's progress toward meeting individual service plan objectives;
c. The resident's continuing needs and recommendations, if any, for further services and care;
d. The names of persons to whom the resident was
e. Dates of admission and
release discharge; and
f. Date the
release discharge summary was
prepared and the identification of the person preparing it.
C. The case record of each resident serving a determinate
released discharged pursuant to an order of a court
shall contain a copy of the court order.
D. As appropriate and applicable, information concerning
current medications, need for continuing therapeutic interventions, educational
status, and other items important to the resident's continuing care shall be
provided to the legal guardian or legally authorized representative
appropriate and applicable.
E. Upon discharge, the (i) date of discharge and (ii) the name of the person to whom the resident was discharged, if applicable, shall be documented in the case record.
6VAC35-71-735. Therapeutic communities in housing units.
A. A JCC shall ensure that each housing unit functions as a therapeutic community that, at a minimum, includes the following components:
1. Designated staff assigned to one housing unit and, to the extent practicable, continued assignment to that unit for the therapeutic benefit of residents;
2. Continued resident assignment to the same housing unit throughout the duration of commitment, unless the continued assignment would threaten facility safety or security or the resident's needs or progress;
3. Daily, structured therapeutic activities provided in accordance with 6VAC35-71-740 (structured programming); and
4. Direction, guidance, and monitoring provided by an interdisciplinary team consisting of designated JCC staff and representatives from the department's mental health, education, and medical units.
B. The department shall establish written procedures governing therapeutic communities in housing units that include these components.
6VAC35-71-740. Structured programming.
A. Each facility shall implement a comprehensive, planned, and
structured daily routine
, including appropriate supervision, designed
1. Meet the residents' physical and emotional needs;
2. Provide protection, guidance, and supervision;
3. Ensure the delivery of program services; and
4. Meet the objectives of
any the resident's individual
B. Residents shall be provided the opportunity to participate in programming, as applicable, upon admission to the facility.
6VAC35-71-745. Behavior management.
Each A JCC shall implement a behavior
management program approved by the director or his designee and shall
adhere to written procedures governing the behavior management program. Behavior
management shall mean those principles and methods employed to help a resident
achieve positive behavior and to address and correct a resident's inappropriate
behavior in a constructive and safe manner in accordance with written
procedures governing program expectations, treatment goals, resident and staff
safety and security, and the resident's individual service plan.
B. Written procedures governing this program shall
1. List the behavioral expectations for the resident;
Define and list List and explain techniques
that are available or used and available for use to manage
behavior, including incidents of noncompliance; 3. Specify the staff members who may authorize the use of
each technique; 4.3. Specify the processes for implementing the
program; and 5.4. Identify the Means means of
documenting and monitoring of the program's implementation.
When If substantive revisions are made to the
behavior management program, residents and direct care staff shall be
notified of these revisions in writing written information concerning
the revisions shall be provided to the residents and direct care staff
prior to implementation.
6VAC35-71-747. Behavior support contract.
When If a resident exhibits a pattern of
behavior indicating a need for behavioral support in addition to that beyond
the support provided in the facility's department's behavior management
program, a written behavior support contract shall be developed , in
accordance with written procedures, with the intent of assisting to
assist the resident to self-manage in self-managing these
behaviors. The support contract shall be developed in accordance with
written procedures, which Procedures governing behavior support contracts
shall address (i) the circumstances under which such the contracts
will be utilized and (ii) the means of documenting and monitoring the
Prior to working alone with an Staff regularly assigned
to work with a resident in a housing unit , each staff member
shall review and be prepared to implement the resident's behavior support
6VAC35-71-750. Communication with court service unit staff.
Each A resident's probation or parole
officer shall be provided with the contact information for an individual
at the facility to whom inquiries on assigned resident cases may be addressed.
B. The resident's probation or parole officer shall be invited
to participate in any scheduled classification and staffing team
RDC and any scheduled and treatment team meetings.
6VAC35-71-760. Communication with parents.
A. Each resident's parent or legal guardian, as appropriate and applicable, shall be provided with the contact information for an individual at the facility to whom inquiries regarding the resident may be addressed.
B. The resident's parent or legal guardian, as appropriate and
applicable, shall be provided written notice of and the opportunity to
participate in any scheduled classification and staffing team
RDC and any scheduled treatment team meetings.
6VAC35-71-765. Family Engagement.
To the extent practicable and in accordance with written procedures, a JCC shall adhere to the following in order to ensure the inclusion and involvement of immediate family members and natural supports during a resident's commitment to the department:
1. Permit the resident a specified number of weekly calls, as identified in written procedures, to immediate family members or natural supports;
2. Ensure the periodic arrangement of events and activities, as specified in written procedures, in which family members will be invited to participate;
3. Ensure that a designated visiting area is available that is conducive to family visits in accordance with 6VAC35-71-410 (space utilization);
4. Maximize involvement of immediate family members and natural supports in the resident treatment process, as prescribed in written procedures.
6VAC35-71-770. Case management services.
A. The facility shall implement written procedures governing case management services, which shall address:
1. The resident's adjustment to the facility, group living, and separation from the resident's family;
2. Supportive counseling, as needed;
3. Transition and community
reintegration re-entry planning
and preparation; and
Communicating Communication with (i) staff at
the facility; (ii) the parents or legal guardians, as appropriate and
applicable; (iii) the court service unit; and (iv) community resources, as
B. The provision of case management services shall be documented in the case record.
6VAC35-71-790. Individual service plans.
A. An individual service plan shall be developed and placed in
the resident's record within 30 days following arrival at the facility and
implemented immediately thereafter.
This section does not apply to residents
who are housed at RDC for 60 days or less. If a resident remains at RDC for
longer than 60 days, an individual plan shall be developed at that time, placed
in the resident's record, and implemented immediately thereafter.
B. Individual service plans shall describe in measurable terms the:
1. Strengths and needs of the resident;
2. Resident's current level of functioning; 3.2. Short-term and long-term goals Goals,
objectives, and strategies, and time frames for reaching those goals,
and the individuals responsible for carrying out the service plan established
for the resident; 4.3. Projected family involvement; 5.4. Projected date for accomplishing each
objective; and 6.5. Status of the projected release plan and
estimated length of stay except that this requirement shall not apply to
residents who are determinately committed to the department. C. Each individual service plan shall include the date it
was developed and the signature of the person who developed it. D.C. The resident and facility staff shall participate
in the development of the individual service plan. E.D. The supervising agency and resident's
parents, legal guardian, or legally authorized representative, if appropriate
and applicable, shall be given the opportunity to participate in the development
of the resident's individual service plan.
E. The individual service plan shall include the date it was developed and the signature of the person who developed it.
F. Copies of the individual service plan shall be provided to the (i) resident; (ii) resident's parents or legal guardians, as appropriate and applicable; and (iii) placing agency.
G. The individual service plan shall be reviewed within 60
the development of the individual service plan its
development and within each 90-day period thereafter.
H. The individual service plan shall be updated annually and
revised as necessary.
Any changes Changes to the plan shall be
made in writing. All participants shall receive copies of the revised plan.
6VAC35-71-800. Quarterly reports.
A. The resident's progress toward meeting his individual service plan goals shall be reviewed, and a progress report shall be prepared within 60 days of the development of the individual service plan and within each 90-day period thereafter. The report shall review the status of the following:
1. Resident's progress toward meeting the plan's objectives;
2. Family's involvement;
3. Continuing needs of the resident;
4. Resident's progress towards discharge; and
5. Status of discharge planning.
B. Each quarterly progress report shall include the date it
was developed and the signature of
the person who developed it its
C. All quarterly progress reports shall be reviewed with the resident and distributed to the resident's parents, legal guardian, or legally authorized representative; the supervising agency; and appropriate facility staff.
6VAC35-71-805. Suicide prevention.
Written procedure shall
provide require that (i)
there is a suicide prevention and intervention program developed in
consultation with a qualified medical or mental health professional and (ii)
all direct care staff employees, direct supervision employees,
security employees, and employees providing medical services are trained
and retrained in the implementation of the program, in accordance with
6VAC35-71-160 (required initial training) and 6VAC35-71-170 (retraining).
6VAC35-71-810. Behavioral health services.
Behavioral health services, if provided, shall be
furnished by an individual (i) licensed by the Department of Health
Professions or (ii) who is working under the supervision of a licensed
6VAC35-71-815. Daily housing unit log.
A. A daily housing unit log shall be maintained in
each housing unit, in accordance with written procedures, to inform staff
happenings incidents or problems experienced by
residents , including but not limited to health and dental
complaints and injuries.
B. Each entry in the daily housing unit log shall contain (i) the date of the entry, (ii) the name of the individual making the entry, and (iii) the time each entry is made.
C. If the daily housing unit log is electronic, all entries shall be made in accordance with subsection B of this section. The computer program shall possess the functionality to prevent previous entries from being overwritten.
6VAC35-71-820. Staff supervision of residents.
A. Staff shall provide 24-hour awake supervision seven days a week.
B. No member of the direct care staff shall be on duty more
than six consecutive days without a rest day, except in an emergency.
the purpose of this section, a rest day means a period of not less than 24
consecutive hours during which the direct care staff person has no
responsibility to perform duties related to the operation of a JCC.
C. Direct care staff shall be scheduled with an average of at least two rest days per week in any four-week period.
D. Direct care staff shall not be on duty more than 16 consecutive hours, except in an emergency.
E. There shall be at least one trained direct care staff on
duty and actively supervising residents at all times in areas of the
premises in which
that one or more residents are present.
F. Notwithstanding the requirement in subsection E, a staff member who meets the definition of a direct supervision employee and who satisfies the following additional requirements shall be authorized to be alone with a resident or residents outside the active supervision of direct care staff:
1. The direct supervision employee completes the training required by 6VAC35-71-160(C) (required initial training) and satisfies any additional retraining requirements provided for in 6VAC35-71-170 (retraining);
2. The staff completes agency-approved training for direct supervision employees on safety and security including training on the supervision of residents, verbal de-escalation techniques, personal protection techniques, and emergency intervention prior to being alone with residents outside of the active supervision of security series staff;
3. The direct supervision staff passes an assessment demonstrating the ability to perform all physical requirements related to personal protection;
4. During any period in which the resident is not actively supervised by direct care employees, the direct supervision employee has the ability to communicate immediately with a direct care employee through a two-way radio or by other means provided in written procedures;
5. The direct supervision employee notifies the direct care employee immediately prior to and immediately following meeting with any residents.
F. The facility shall implement written procedures that address staff supervision of residents including contingency plans for resident illnesses, emergencies, and off-campus activities. These procedures shall be based on the:
1. Needs of the population served;
2. Types of services offered;
3. Qualifications of staff on duty; and
4. Number of residents served.
G. Staff shall regulate the movement of residents within the facility in accordance with written procedures.
H. No JCC shall permit an individual resident or group of residents to exercise control or authority over other residents except when practicing leadership skills as part of an approved program under the direct and immediate supervision of staff.
6VAC35-71-830. Staffing pattern.
A. During the hours that residents are scheduled to be awake,
there shall be at least one direct care staff member awake, on duty, and
responsible for supervision of every
10 eight residents, or
portion thereof, on the premises or participating in wherever there
are youth present in the facility, as well as wherever residents are attending off-campus,
facility-sponsored activities. However, pursuant to 6VAC35-71-540(transportation),
security staff shall be authorized to transport residents for routine or
emergency purposes, such as for work release programs or in response to an
injury, without the presence of direct care staff, provided the same staffing
ratios are maintained as required in this subsection
B. During the hours that residents are scheduled to sleep,
there shall be
no less than at least one direct care staff member
awake, on duty, and responsible for supervision of every 16
residents, or portion thereof, on the premiseswhever there are youth
present in the facility.
C. There shall be at least one direct care staff member on
duty and responsible for the supervision of residents in each building or
housing unit where residents are sleeping.
6VAC35-71-840. Outside personnel.
A. JCC staff shall
monitor supervise all
situations in which outside personnel perform any kind of work in the immediate
presence of residents.
Adult inmates Adults who are confined in a public
or privately-operated prison or a local jail shall not work in the
immediate presence of any resident and shall be monitored supervised in
a way manner that there shall be no prohibits direct
contact between or interaction among adult inmates these individuals and
6VAC35-71-850. Facility work assignments.
A. Work assignments, whether paid or unpaid, shall be in
accordance with the age, health, and ability
, and service plan of
B. Work assignments shall not interfere with school programs, study periods, meals, or sleep.
6VAC35-71-860. Agreements governing juvenile industries work programs.
A. If the department enters into an agreement with a public or private entity for the operation of a work program pursuant to § 66-25.1 of the Code of Virginia, the agreement shall:
1. Comply with all applicable federal and state laws and
but not limited to the Fair Labor Standards Act
(29 USC § 201 et seq.), child labor laws, and workers' compensation insurance
2. State the
length duration of the agreement and
the criteria by which it may be extended or terminated;
3. Specify where residents will work and, if not at a
correctional center JCC, the security arrangements at the work site;
4. Summarize the educational
, vocational, and career
and job-readiness or job training benefits to residents.
B. The agreement shall address how residents will be hired and supervised, including:
1. The application and selection process;
2. The qualifications required of residents;
3. A requirement that there be a job description for each resident's position;
Evaluation A requirement that there be an
evaluation of each resident's job-related behaviors and attitudes,
attendance, and quality of work; and
5. Whether and how either party may terminate a resident's participation.
C. The agreement shall address
resident's resident compensation
1. The manner by which and through what funding source residents are to be paid; and
2. If applicable, whether any deductions shall be made from the resident's compensation for subsistence payments, restitution to victims, etc.
D. As applicable, the agreement shall specify:
1. How records of the work program's finances, materials
inventories, and residents' hours of work shall be maintained
accurate records be kept of the work program's finances, materials inventories,
and residents' hours of work, and that such these records be
subject to inspection by either party and by an independent auditor;
2. How the project's goods or services will be marketed;
3. How proceeds from the project will be collected and distributed to the parties; and
4. Which party is responsible for providing:
a. The materials to be worked on;
b. The machinery to be used;
c. Technical training and supervision in the use of equipment or processes;
e. Transportation of raw materials and finished goods;
f. Disposal of waste generated in the work project; and
g. Safety and other special equipment and clothing.
E. Prior to execution of the agreement, the director or his designee shall review the agreement for compliance with the requirements of this section. Except upon explicit authorization by the board, the director and his designee shall be prohibited from executing any agreement that is missing one or more elements enumerated in this section.
Local health Health authority. A A JCC shall ensure that a physician, health
administrator, government authority, health care contractor, supervising
registered nurse or head nurse, or health agency shall be is designated
to serve as the local health authority responsible for
organizing, planning, and monitoring the timely provision of appropriate health
care services in that facility, including arrangements arranging
for all levels of health care and the ensuring of the quality
and accessibility of all health services, including medical, nursing,
dental, and mental health care services, consistent with applicable
statutes, prevailing community standards, and medical ethics. All medical,
psychiatric, dental, and nursing matters are the province of the physician, psychiatrist,
dentist, and nurse, respectively.
6VAC35-71-890. Provision of health care services.
A. The health care provider shall be guided by
recommendations of the American Academy of Family Practice or the American
Academy of Pediatrics, as appropriate, in the direct provision of health care services.
B.A. Treatment by nursing personnel Licensed
health care professionals shall be performed provide treatment pursuant
to the laws and regulations governing the applicable practice of
nursing within the Commonwealth.
B. Other health trained personnel shall provide care within their level of training and certification and shall not administer health care services for which they are not qualified or specifically trained.
C. The facility shall retain documentation of the training received by health-trained personnel necessary to perform any designated health care services. Documentation of applicable, current licensure or certification shall constitute compliance with this section.
6VAC35-71-900. Health care procedures.
A. The department shall have and implement written procedures for promptly:
1. Providing or arranging for the provision of medical and dental services for health problems identified at admission;
2. Providing or arranging for the provision of routine ongoing and follow-up medical and dental services after admission;
3. Providing emergency services for each resident who has
reached age 18 and consents to these services or for any other resident, as
provided by statute
or by the agreement with the resident's legal guardian,
if under the age of 18, or the resident, if over the age of 18;
4. Providing emergency services and ongoing treatment, as appropriate and applicable, for any resident experiencing or showing signs of suicidal or homicidal thoughts, symptoms of mood or thought disorders, or other mental health problems; and
5. Ensuring that the required information in subsection B of this section is accessible and up to date.
B. The following written information concerning each resident shall be readily accessible to designated staff who may have to respond to a medical or dental emergency:
1. The name, address, .and telephone number of the physician or dentist to be contacted;
Name, The name, address, and telephone number
of a relative or other person the parent, legal guardian, or
supervising agency, as applicable, to be notified; and
3. Information concerning:
a. Use of medication;
All allergies, Allergies, including
c. Substance abuse and use; and
d. Significant past and present medical problems.
C. Other health trained personnel shall provide care as
appropriate to their level of training and certification and shall not
administer health care services for which they are not qualified or
specifically trained. D. The facility shall retain documentation of the training
received by health trained personnel necessary to perform any designated health
care services. Documentation of applicable, current licensure or certification
shall constitute compliance with this section.
6VAC35-71-930. Consent to and refusal of health care services.
The An appropriately-trained medical professional
shall advise the resident or and parent or legal guardian, as
applicable and appropriate, shall be advised by an appropriately
trained medical professional of (i) the material facts regarding the
nature, consequences, and risks of the proposed treatment, examination, or
procedure; and (ii) the alternatives to it the proposed treatment,
examination, or procedure.
Health Consent to health care services, as
defined in 6VAC35-71-10 (definitions), shall be provided in accordance with
§ 54.1-2969 of the Code of Virginia.
C. Residents may refuse, in writing, medical treatment and care. This subsection does not apply to medication refusals that are governed by 6VAC35-71-1070 (medication).
D. When health care is rendered against the resident's will, it shall be in accordance with applicable laws and regulations.
6VAC35-71-950. Tuberculosis screening.
A. Within seven days of
placement arrival at a JCC,
each resident, excluding residents transferred from another JCC shall
have had undergone a screening or assessment for
tuberculosis. The screening or assessment can shall be no
older than 30 days.
B. A screening or assessment for tuberculosis shall be completed annually on each resident.
C. The facility's screening practices shall be performed in
a manner that is consistent with the current
of the Virginia Department of Health, Division of Tuberculosis Prevention
and Control and the federal Department of Health and Human Services Centers for
Disease Control and Prevention, for the detection, diagnosis, prophylaxis, and
treatment of pulmonary tuberculosis.
6VAC35-71-960. Medical examinations.
A. Within five days of
arrival an initial intake at
a JCC, all residents who are not directly transferred from another JCC
shall be medically examined by a physician or a qualified health care
practitioner operating under the supervision of a physician to determine if the
resident requires medical attention or poses a threat to the health of staff or
other residents. This examination shall include the following:
1. Complete medical, immunization, and psychiatric history;
2. Recording of height, weight,
body mass index,
temperature, pulse, respiration, and blood pressure;
3. Reports of medical laboratory testing and clinical testing results, as deemed medically appropriate, to determine both clinical status and freedom from communicable disease;
Medical Physical examination, including
gynecological assessment of females, when appropriate;
5. Documentation of immunizations administered; and
6. A plan of care, including initiation of treatment, as appropriate.
For residents Residents transferring from one
to the JCC from a direct care placement may submit to another,
the report of a medical examination conducted within the preceding 13
months shall be acceptable at the discretion of the health care
provider, upon review of the health screening at admission and prior medical
C. Each resident shall have an annual physical examination by or under the direction of a licensed physician.
6VAC35-71-970. Dental examinations.
seven fourteen days of arrival an
initial intake at a JCC, all residents who are not directly transferred
from another JCC shall undergo a dental examination conducted by a
B. For residents transferring
from one to the
JCC to another from a direct care placement, the report of a
dental examination within the preceding 13 months shall may be
acceptable at the discretion of the dentist upon review of the dental
C. Each resident shall have an annual dental examination by a dentist and routine prophylactic treatment.
6VAC35-71-990. Health screening for intrasystem transfers.
A. All residents transferred between JCCs shall receive a medical, dental, and mental health screening by health trained or qualified health care personnel upon arrival at the facility. The screening shall include:
1. A review of the resident's
health care medical record;
2. Discussion with the resident on his medical status; and
3. Observation of the resident.
B. All findings shall be documented and the resident shall be referred for follow-up care as appropriate.
6VAC35-71-1000. Infectious or communicable diseases.
A. A resident with a known communicable disease that can be
transmitted person-to-person shall not be housed in the general population
unless a licensed
physician health care professional certifies
1. The facility is capable of providing care to the resident without jeopardizing residents and staff; and
2. The facility is aware of the required treatment for the resident and the procedures to protect residents and staff.
B. The facility shall implement written procedures, approved by a medical professional, that:
1. Address staff (i) interactions with residents with infectious, communicable, or contagious medical conditions; and (ii) use of standard precautions;
2. Require staff training in standard precautions, initially and annually thereafter as required in 6VAC35-71-160(required initial training) and 6VAC35-71-170 (retraining); and
3. Require staff to follow procedures for dealing with residents who have infectious or communicable diseases.
C. Employees providing medical services shall be trained in tuberculosis control practices as required in 6VAC35-71-160.
health medical records.
A. Each resident's
health medical record shall
include written documentation of (i) the initial physical examination, (ii) an annual
physical examination by or under the direction of a licensed physician
including any recommendation for follow-up care, and (iii) documentation of
the provision of follow-up medical care recommended by the physician or as
indicated by the needs of the resident.
B. Each initial physical examination report shall include:
1. Information necessary to determine the health and immunization needs of the resident, including:
a. Immunizations administered at the time of the exam;
b. Hearing and
Vision vision exam;
exams, conducted, at a minimum, on students in grades three, seven, eight,
and ten pursuant to 8VAC20-250-10 (testing of sight and hearing; monitoring) c. Hearing exam; d. c. General A statement of the
resident's general physical condition , including and documentation
of apparent freedom from communicable disease status, including
d. Current medical conditions or concerns;
e. Allergies, chronic conditions, and
f. Nutritional requirements, including special diets, if any;
g. Restrictions on physical activities, if any; and
h. Recommendations for further treatment, immunizations, and other examinations indicated.
2. Date of the physical examination; and
3. Signature of a licensed physician, the physician's designee, or an official of a local health department.
Each A resident's health medical record
shall include written documentation of (i) an annual examination by a licensed
dentist and (ii) documentation of follow-up dental care recommended by
the dentist based on the needs of the resident.
Each A resident's health medical record
shall include notations of health and dental complaints and injuries and shall
summarize a summary of the resident's symptoms and treatment given.
Each A resident's health medical record
shall include, or document the facility's efforts to obtain, treatment
summaries of ongoing psychiatric or other mental health treatment and reports,
F. Written procedure shall provide that residents' active
medical records shall be:
1. Kept confidential from unauthorized persons and in a file separate from the case record;
2. Readily accessible in case of emergency; and
Made available Available to authorized staff
consistent with applicable state and federal laws.
6VAC35-71-1030. First aid kits.
Each facility A JCC shall have maintain
first aid kits that shall be maintained within the facility, as
well as in facility vehicles used to transport residents in accordance with
written procedures that shall address the (i) contents; (ii) location; and
(iii) method of restocking.
B. The first aid kit shall be readily accessible for minor injuries and medical emergencies.
6VAC35-71-1040. Sick call.
A. All residents shall have the opportunity daily to request health care services.
B. Resident requests for health care services shall be
documented, reviewed for the immediacy of need and the intervention required,
and responded to daily by qualified medical staff. Residents shall be referred
to a physician consistent with established protocols and written or verbal
orders issued by personnel authorized by law to give
such these orders.
C. The frequency and duration of sick call shall be sufficient
to meet the health needs of the facility population.
For the purpose of this
section, sick call shall mean the evaluation and treatment of a resident in a clinical
setting, either on or off site, by a qualified health care professional.
6VAC35-71-1050. Emergency medical services.
Each A JCC shall have ensure that
residents have access to 24-hour emergency medical, mental health, and
dental services for the care of an acute illness or unexpected health care need
that cannot be deferred until the next scheduled sick call.
B. Procedures shall include arrangements for the following:
1. Utilization of 911 emergency services;
2. Emergency transportation of residents from the facility;
3. Security procedures for the immediate transfer of residents when appropriate;
4. Use of one or more designated hospital emergency departments or other appropriate facilities consistent with the operational procedures of local supporting rescue squads;
5. Response by on-call health care providers to include provisions for telephonic consultation, guidance, or direct response as clinically appropriate; and
6. On-site first aid and crisis intervention.
C. Staff who respond to medical or dental emergencies shall do so in accordance with written procedures.
6VAC35-71-1060. Hospitalization and other outside medical treatment of residents.
When If a resident needs hospital care or
other medical treatment outside the facility:
1. The resident shall be transported
safely and in
accordance with applicable safety and security procedures that are
applied consistent with the severity of the medical condition; and
2. Staff shall escort and supervise residents when outside the facility for hospital care or other medical treatment, until appropriate security arrangements are made. This subdivision shall not apply to the transfer of residents under the Psychiatric Inpatient Treatment of Minors Act (§ 16.1-355 et seq. of the Code of Virginia).
B. In accordance with applicable laws and regulations, the parent or legal guardian, as appropriate and applicable, shall be informed that the resident was taken outside the facility for medical attention as soon as is practicable.
A. All medication shall be properly labeled consistent with the requirements of the Virginia Drug Control Act (§ 54.1-3400 et seq. of the Code of Virginia). Medication prescribed for individual use shall be so labeled.
B. All medication shall be securely locked, except when otherwise ordered by a physician on an individual basis for keep-on-person or equivalent use.
C. All staff responsible for medication administration who do
not hold a license issued by the Virginia Department of Health Professions
authorizing the administration of medications shall successfully complete a
medication training program approved by the Board of Nursing and receive required
annual refresher training
as required before they can may administer
D. Staff authorized to administer medication shall be informed of any known side effects of the medication and the symptoms of the effects.
E. A program of medication
, including procedures regarding
the use of over-the-counter medication pursuant to written or verbal orders
signed by personnel authorized by law to give such orders, shall be
initiated for a resident only when prescribed in writing by a person authorized
by law to prescribe medication. This includes over-the-counter medication
administered pursuant to a written or verbal order that is issued by personnel
authorized by law to give these orders.
F. All medications shall be administered in accordance with
the physician's or other prescriber's instructions and consistent with the
requirements of §
54.2-2408 54.1-3408 of the Code of Virginia and
the Virginia Drug Control Act (§ 54.1-3400 et seq. of the Code of
G. A medication administration record shall be maintained
that identifies all medicines received by each resident and shall
include that includes:
1. Date the medication was prescribed or most recently refilled;
2. Drug name;
3. Schedule for administration, to include notation of each dose administered or refused;
6. Identity of the individual who administered the medication; and
DatesDate or dates the medication was
discontinued or changed.
H. In the event of a medication incident or an adverse drug
reaction, first aid shall be administered if indicated. As addressed in the
physician's standing orders, staff shall promptly contact a poison control
center, hospital, pharmacist, nurse, or physician
, nurse, pharmacist, or
poison control center and shall take actions as directed. If the situation
is not addressed in standing orders, the attending physician shall be notified
as soon as possible and the actions taken by staff shall be documented. A
medical incident shall mean an error made in administering a medication to a
resident including the following: (i) a resident is given incorrect medication;
(ii) medication is administered to the incorrect resident; (iii) an incorrect
dosage is administered; (iv) medication is administered at a wrong time or not
at all; and (v) the medication is administered through an improper method. A
medication incident does not include a resident's refusal of appropriately
I. Written procedures shall
provide for require (i)
the documentation of medication incidents, (ii) the review of medication
incidents and reactions and making implementation of any
necessary improvements, (iii) the storage of controlled substances, and (iv)
the distribution of medication off campus. The procedures must be approved by a
the department's health administrator services director.
Documentation of this approval shall be retained.
J. Medication refusals and actions taken by staff shall
including action taken by staff. The facility shall follow
procedures for managing such these refusals, which shall address:
Manner The manner by which medication refusals
are documented; and
2. Physician follow-up, as appropriate.
K. Disposal and storage of unused, expired, and discontinued medications shall be in accordance with applicable laws and regulations.
L. The telephone number of a regional poison control center and other emergency numbers shall be posted on or next to each nonpay telephone that has access to an outside line in each building in which residents sleep or participate in programs.
M. Syringes and other medical implements used for injecting or cutting skin shall be locked and inventoried in accordance with facility procedures.
6VAC35-71-1080. Release physical.
Each resident shall be medically examined by a physician or
qualified health care practitioner operating under the supervision of a
physician within 30 days prior to release, unless exempted by the responsible physician
based on a
sufficiently recent full medical examination conducted
within 90 days prior to release.
6VAC35-71-1110. Disciplinary process.
A. A JCC shall ensure that, to the extent practicable, resident behavioral issues are addressed: (i) in the context of a therapeutic community; (ii) in a manner that is consistent with the department's behavior management program; (iii) with consideration of the safety and security of the residents, staff, and others in the facility; and (iv) with the goal of rehabilitating, rather than punishing the resident.
A.B. Each JCC shall follow written procedures
for handling (i) minor resident misbehavior through an informal process and
(ii) instances when a resident is charged with a violation of the rules of
conduct through the formal process outlined below. Such The procedures
shall provide for (i) graduated sanctions and (ii) staff and resident
orientation and training on the procedures. B.C. When If staff have reason to
believe a resident has committed a rule violation that cannot be resolved
through the facility's informal process, staff shall prepare a disciplinary report
detailing the alleged rule violation. A written copy of the report shall be
maintained by the housing unit staff. The resident shall be given a written
copy of the report within 24 hours of the alleged rule violation .;
however, staff shall have the discretion to provide residents who are
noncompliant or are displaying maladaptive behavior one or more opportunities
to view the written report instead of providing a copy to the resident within
24 hours of the alleged rule violation. In the event that staff exercises this
option, a copy of the written report shall be provided to the resident once he
demonstrates that he is able to comply with the rules of the facility. C.D. After the resident receives notice of an
alleged rule violation, the resident shall be provided the opportunity to admit
or deny the charge.
1. The resident may admit to the charge in writing to a superintendent or designee who was not involved in the incident, accept the sanction prescribed for the offense, and waive his right to any further review.
2. If the resident denies the charge or there is reason to
believe that the resident's admission is coerced or that the resident does not
understand the charge or the implication of the admission, the formal process
for resolving the matter detailed in subsection
D E of this
section shall be followed. D.E. The formal process for resolving rule
violations shall provide the following:
1. A disciplinary hearing to determine if substantial evidence exists to find the resident guilty of the rule violation shall be scheduled to occur no later than seven days, excluding weekends and holidays, after the rule violation. The hearing may be postponed with the resident's consent.
2. The resident alleged to have committed the rule
violation shall be given at least 24 hours hours' notice
of the time and place of the hearing ,; however but the
hearing may be held within 24 hours with the resident's written consent.
3. The disciplinary hearing on the alleged rule violation shall:
a. Be conducted by an impartial and objective
who shall determine (i) what evidence is admissible, (ii) the guilt or
innocence of the resident, and (iii) if the resident is found guilty of the
rule violation, what sanctions shall be imposed;
b. Allow the resident to be present throughout the hearing, unless the resident waives the right to attend, his behavior justifies exclusion, or another resident's testimony must be given in confidence. The reason for the resident's absence or exclusion shall be documented;
c. Permit the resident to make a statement,
present evidence, and to request relevant witnesses on his
behalf. The reasons for denying such these requests shall be
d. Permit the resident to request a staff member to represent him and question the witnesses. A staff member shall be appointed to help the resident when it is apparent that the resident is not capable of effectively collecting and presenting evidence on his own behalf; and
e. Be documented, with a record of the proceedings kept for six months.
4. A written record shall be made of the hearing disposition and supporting evidence. The hearing record shall be kept on file at the JCC.
5. The resident shall be informed in writing of the disposition and, if found guilty of the rule violation, the reasons supporting the disposition and the right to appeal.
6. If the resident is found guilty of the rule violation, a copy of the disciplinary report shall be placed in the resident's case record.
7. The superintendent or designee shall review all disciplinary hearings and dispositions to ensure conformity with procedures and regulations.
8. The resident shall have the right to appeal the disciplinary hearing decision to the superintendent or designee within 24 hours of receiving the decision. The appeal shall be decided within 24 hours of its receipt, and the resident shall be notified in writing of the results within three days. These time frames do not include weekends and holidays.
E. When it is necessary to place the resident in
confinement to protect the facility's security or the safety of the resident or
others, the charged resident may be confined pending the formal hearing for up
to 24 hours. Confinement for longer than 24 hours must be reviewed at least
once every 24 hours by the superintendent or designee who was not involved in
the incident. For any confinement exceeding 72 hours, notice shall be made in
accordance with 6VAC35-71-1140 D (room confinement).
A. Facilities that use
a systematic behavior management
technique program component designed to reduce or eliminate inappropriate or
problematic behavior by having a staff require a resident to move to a specific
location that is away from a source of reinforcement for a specific period of
time or until the problem behavior has subsided (timeout) timeout shall
implement written procedures governing that provide the
following: 1. The conditions, based on the resident's chronological and
developmental level, under which a resident may be placed in timeout; 2. The maximum period of timeout based on the resident's
chronological and developmental level; and 3. The area in which a resident is placed.
1. A resident may be placed in timeout only after less restrictive alternatives have been applied;
2. Timeout may be imposed only to address minor behavior infractions, such as talking back or failing to follow instructions and shall not be applied to address any chargeable offenses as designated in written procedures, or any aggressive behaviors;
3. A resident shall be released from the timeout period when he demonstrates the ability to rejoin the group activity and comply with the expectations that are in place;
4. Staff shall be authorized to determine the area in which a resident is placed for timeout on a case-by-case basis.
B. A resident in timeout shall
be able to communicate have
a means of immediate communication with staff, either verbally or
C. Staff shall
check on monitor the resident in
the timeout area at least every 15 minutes and more often depending on the
nature of the resident's disability, condition , and or behavior.
D. Use of timeout and staff checks on the residents shall be documented.
6VAC35-71-1130. Physical restraint.
A. Physical restraint shall be used as a last resort only
after less restrictive behavior intervention techniques have failed
to control residents whose behavior poses a risk to the safety of the resident,
others, staff, or the publicothers.
1. Staff shall use the least force deemed reasonably necessary to eliminate the risk or to maintain security and order and shall never use physical restraint as punishment or with intent to inflict injury.
2. Trained staff members may physically restrain a resident
only after less restrictive behavior interventions have failed or when failure
to restrain would result in harm to the resident or others. 3.2. Physical restraint may be implemented,
monitored, and discontinued only by staff who have been trained in the
proper and safe use of restraint in accordance with the requirements in
6VAC35-71-160 (required initial training) and 6VAC35-71-170 (retraining). 4. For the purpose of this section, physical restraint shall
mean the application of behavior intervention techniques involving a physical
intervention to prevent an individual from moving all or part of that
B. Each JCC shall implement written procedures governing use
of physical restraint that shall
A requirement for Require training in crisis
prevention and behavior intervention techniques that staff may use to control
residents whose behaviors pose a risk;
The Identify the staff position who that
will write the report and time frame for completing the report;
The Identify the staff position who that
will review the report for continued staff development for performance
improvement and the time frame for this review; and
Methods Identify the methods to be followed
should physical restraint, less intrusive behavior interventions, or measures
permitted by other applicable state regulations prove unsuccessful in calming
and moderating the resident's behavior ; and. 5. Identification of control techniques that are appropriate
for identified levels of risk.
C. Each application of physical restraint shall be fully
documented in the resident's record
including:. The documentation shall
1. Date and time of the incident;
2. Staff involved in the incident;
3. Justification for the restraint;
4. Less restrictive behavior interventions that were unsuccessfully attempted prior to using physical restraint;
5. Duration of the restraint;
6. Description of the method or methods of physical restraint techniques used;
7. Signature of the person completing the report and date; and
8. Reviewer's signature and date.
6VAC35-71-1140. Room confinement.
A. Written procedures shall govern how and when residents
may be confined to a locked room. B. Whenever a resident is confined to a locked room,
including but not limited to being placed in isolation, staff shall check the
resident visually at least every 30 minutes and more frequently if indicated by
the circumstances. C. Residents who are confined to a locked room, including
but not limited to being placed in isolation, shall be afforded the opportunity
for at least one hour of physical exercise, outside of the locked room, every
calendar day unless the resident's behavior or other circumstances justify an
exception. The reasons for any such exception shall be approved in accordance
with written procedures and documented. D. If a resident is confined to a locked room for more than
24 hours, the superintendent or designee shall be notified. E. If the confinement extends to more than 72 hours, the
(i) confinement and (ii) the steps being taken or planned to resolve the situation
shall be immediately reported to the department staff, in a position above the
level of superintendent, as designated in written procedures. If this report is
made verbally, it shall be followed immediately with a written, faxed, or
secure email report in accordance with written procedures. F. The superintendent or designee shall make personal
contact with each resident who is confined to a locked room each day of
confinement. G. When confined to a room, the resident shall have a means
of communication with staff, either verbally or electronically. H. If the resident, after being confined to a locked room,
exhibits self-injurious behavior (i) staff shall immediately consult with, and
document that they have consulted with, a mental health professional; and (ii)
the resident shall be monitored in accordance with established protocols,
including constant supervision, if appropriate.
A. Written procedures governing room confinement shall address the following issues:
1. The actions or behaviors that may result in room confinement;
2. The factors, such as age, developmental level, or disability, that should be considered prior to placing a resident in room confinement;
3. The process for determining whether the resident's behavior threatens the safety and security of the resident, others, or the facility; the protocol for determining whether the threat necessitating room confinement has been abated; and the necessary steps for releasing the resident to a less restrictive setting after the threat is abated; and
4. The circumstances under which a debriefing with the resident should occur after the resident is released from confinement; the party that should conduct the debriefing; and the topics that should be discussed in the debriefing, including the cause and impact of the room confinement and the appropriate measures post-confinement to support positive resident outcomes;
B. If a resident is placed in room confinement, regardless of the duration of the confinement period or the rationale for the confinement, staff shall take measures to ensure the continued health and safety of the confined resident. At a minimum, the following measures shall be applied:
1. Staff shall monitor the resident visually at least every 15 minutes and more frequently if indicated by the circumstances. If a resident is placed on suicide precautions, staff shall make additional visual checks as determined by the qualified mental health professional;
2. A qualified medical or mental health professional shall, at least once daily, visit with the resident to assess the resident's medical and mental health status;
3. The resident shall have a means of immediate communication with staff, either verbally or electronically, throughout the duration of the confinement period;
4. The resident shall be afforded the opportunity for at least one hour of large muscle activity outside of the locked room every calendar day unless the resident displays behavior that is threatening, presents an imminent danger to himself or others, or otherwise justifies an exception or unless other circumstances, such as lockdown or power failure, prevent the activity. The reasons for the exception shall be approved and documented in accordance with written procedures.
5. If the resident, while placed in room confinement, exhibits self-injurious behavior, staff shall: (i) take appropriate action in response to the behavior; (ii) consult with a qualified mental health professional immediately after the threat is abated and document the consultation; and (iii) monitor the resident in accordance with established protocols, including constant supervision, if appropriate.
C. A resident shall never be placed in room confinement as a sanction for noncompliance or as a means of punishment. Room confinement may be imposed only in response to the following situations:
1. If a resident's actions threaten facility security or the safety and security of residents, staff, or others in the facility; or
2. In order to prevent damage to real or personal property when the damage is committed with the intent of fashioning an object or device that may threaten facility security or the safety and security of residents, staff, or others in the facility.
D. Room confinement may be imposed only after less restrictive measures have been exhausted or cannot be employed successfully. Once the threat necessitating the confinement is abated, staff shall initiate the process for releasing the resident from confinement and returning him to a lesser restrictive setting.
E. In the event that a resident is placed in room confinement, he shall be afforded the same opportunities as other residents in the housing unit, including treatment, education, and as much time out of his or her room as security considerations allow.
F. Within the first three hours of a resident's placement in room confinement, a designated staff member shall communicate with the resident to explain: (i) the reasons for which the resident has been placed in confinement; (ii) the expectations governing behavior while placed in room confinement; and (iii) the steps necessary in order for a resident to be released from room confinement.
G. A resident confined for six or fewer waking hours shall be afforded the opportunity at least once during the confinement period, to communicate with a staff member, wholly apart from the communications required in subsection F, regarding his status or the impact of the room confinement. A resident confined for a period that exceeds six waking hours shall be afforded an opportunity twice daily during waking hours for these communications.
H. The superintendent or his designee shall make personal contact with every resident who is placed in room confinement each day of confinement.
I. If a resident is placed in room confinement for 24 hours, the superintendent or his designee shall be notified and shall provide written approval for any continued room confinement beyond the 24-hour period.
J. The facility superintendent's supervisor shall provide written approval before any room confinement may be extended beyond 48 hours.
K. The administrator who is two levels above the superintendent in the department's reporting chain-of-command shall provide written approval before any room confinement may be extended beyond 72 hours. The administrator's approval shall be contingent upon receipt of a written report outlining the steps being taken or planned to resolve the situation. The facility shall convene a treatment team consisting of stakeholders involved in the resident's treatment to develop this plan. The department shall establish written procedures governing the development of this plan.
L. Room confinement periods that exceed five days shall be subject to a case management review process in accordance with written procedures that provide the following:
1. A facility-level review committee shall conduct a case-management review at the committee's next scheduled meeting immediately following expiration of the five-day period.
2. If the facility-level case management review determines a need for the resident's continued confinement, the case shall be referred for a case management review at the division-level committee's next scheduled meeting immediately following the meeting for the facility-level review.
3. Upon completion of the initial reviews in subdivisions L 1 and L 2, any additional time that the resident remains in room confinement shall be subject to a recurring review by the facility-level review committee and the division-level review committee, as applicable, until either committee recommends the resident's release from room confinement. However, upon written request of the division-level review committee, the administrator who is two levels above the superintendent in the department's reporting chain of command shall be authorized to reduce the frequency of or waive the division-level reviews in accordance with written procedures.
M. The provisions of this section shall become effective (insert effective date of this regulation).
Isolation. (Repealed.) A. When a resident is confined to a locked room for a
specified period of time as a disciplinary sanction for a rule violation
(isolation), the provisions of 6VAC35-71-1140 (room confinement) apply. B. Room confinement during isolation shall not exceed five
consecutive days. C. During isolation, the resident is not permitted to
participate in activities with other residents and all activities are
restricted, with the exception of (i) eating, (ii) sleeping, (iii) personal
hygiene, (iv) reading, (v) writing, and (vi) physical exercise as provided in
6VAC35-71-1140 (room confinement). D. Residents who are placed in isolation shall be housed no
more than one to a room.
The repeal of this section shall become effective (insert effective date of this regulation).
Administrative segregation. (Repealed.) A. Residents who are placed in administrative segregation
units shall be housed no more than two to a room. Single occupancy rooms shall be
available when indicated for residents with severe medical disabilities,
residents suffering from serious mental illness, sexual predators, residents
who are likely to be exploited or victimized by others, and residents who have
other special needs for single housing. B. Residents who are placed in administrative segregation
units shall be afforded basic living conditions approximating those available
to the facility's general population and as provided for in written procedures.
Exceptions may be made in accordance with written procedures when justified by
clear and substantiated evidence. If residents who are placed in administrative
segregation are confined to a room or placed in isolation, the provisions of
6VAC35-71-1140 (room confinement) and 6VAC35-71-1150 (isolation) apply, as
applicable. C. For the purpose of this section, administrative
segregation means the placement of a resident, after due process, in a special
housing unit or designated individual cell that is reserved for special
management of residents for purposes of protective custody or the special
management of residents whose behavior presents a serious threat to the safety
and security of the facility, staff, general population, or themselves. For the
purpose of this section, protective custody shall mean the separation of a
resident from the general population for protection from or of other residents
for reasons of health or safety.
The repeal of this section shall become effective (insert effective date of this regulation).
6VAC35-71-1180. Mechanical restraints.
A. Written procedure shall govern the use of mechanical restraints and shall specify:
1. The conditions under which
handcuffs, waist chains, leg
irons, disposable plastic cuffs, leather restraints, and mobile restraint chair
mechanical restraints may be used; 2. That the superintendent or designee shall be notified
immediately upon using restraints in an emergency situation; 3.2. That mechanical restraints shall
never be applied as punishment;
3. That mechanical restraints shall not be applied for routine on-campus transportation unless: (i) there is a heightened need for additional security as identified in written procedures or (ii) the resident is non-compliant and needs to be moved for his own safety or security.
4. That residents shall not be restrained to a fixed object or restrained in an unnatural position;
5. That each use of mechanical restraints, except when used to
transport a resident off-campus, shall be recorded in the resident's
file record or and in a central log book; and
6. That the facility maintains a written record of routine and emergency distribution of restraint equipment.
B. If a JCC uses mechanical restraints, written procedure
shall provide that (i) all staff who are authorized to use restraints shall
receive department-approved training in their use, which training shall
including procedures for checking the resident's resident
for signs of circulation and checking for injuries; and (ii) only
properly trained staff shall use restraints.
C. A JCC shall be authorized to use a mobile restraint chair for the sole purpose of controlled movement of a resident from one area of the facility to another and shall observe the following when utilizing the chair:
1. Staff shall be authorized to utilize the mobile restraint chair only after less restrictive interventions have been unsuccessful in moving a resident from one area of the facility to another or when use of the restraint chair is the least restrictive intervention available to move the resident.
2. Staff shall remove the resident from the restraint chair immediately upon reaching the intended destination. In no event shall a resident who is not being moved from one area of the facility to another be confined to a restraint chair for any period of time.
C. For the purpose of this section, mechanical restraint
shall mean the use of an approved mechanical device that involuntarily
restricts the freedom of movement or voluntary functioning of a limb or portion
of an individual's body as a means to control his physical activities when the
individual being restricted does not have the ability to remove the device.
6VAC35-71-1190. Monitoring residents placed in mechanical restraints.
A. Written procedure shall provide that
when if a
resident is placed in mechanical restraints, staff shall:
1. Provide for the resident's reasonable comfort and ensure the resident's access to water, meals, and toilet; and
Make Conduct a direct personal visual
check on the resident at least every 15 minutes and more often if the
resident's behavior warrants.
B. When a resident is placed in mechanical restraints for more
two hours cumulatively one consecutive hour in a 24-hour
period, with the exception of use in routine off-campus transportation
of residents, staff shall immediately consult with a qualified mental
health professional. This consultation shall be documented.
C. If the resident, after being placed in mechanical
restraints, exhibits self-injurious behavior,
(i) staff shall: i)
take appropriate action in response to the behavior; ii) consult with a
qualified mental health professional immediately consult with, thereafter
and document that they have consulted with, a mental health professional
the consultation; and (ii) monitor the resident shall be
monitored in accordance with established protocols, including constant
supervision, if appropriate. Any such The protocols shall be
in compliance comply with the written procedures required by
6VAC35-71-1200 (restraints for medical and mental health purposes).
6VAC35-71-1200. Restraints for medical and mental health purposes.
Written procedure shall govern the use of restraints for
medical and mental health purposes. Written procedure
should shall identify:
(i) the authorization needed; (ii) when, where, and how restraints
may be used; (iii) for how long restraints may be applied; and (iv)
what type of restraint may be used.
6VAC35-71-1210. Private contracts for JCCs.
Each A privately operated JCC shall abide by
the requirement requirements of (i) the Juvenile Corrections
Private Management Act (§ 66-25.3 et seq. of the Code of Virginia), (ii) its
governing contract, (iii) this chapter, and (iv) applicable department
procedures, including but not limited to procedures relating to case
management, the use of physical restraint and mechanical restraints,
confidentiality, visitation, community relationships, and media access.
Each A privately operated JCC shall develop
procedures, approved by the department director or his designee,
to facilitate the transfer of the operations of the facility to the department
in the event of the termination of the contract.
Definition of boot camp. (Repealed.) For the purpose of this chapter, a boot camp shall mean a
short-term secure or nonsecure juvenile residential program that includes aspects
of basic military training, such as drill and ceremony. Such programs utilize a
form of military-style discipline whereby employees are authorized to respond
to minor institutional offenses, at the moment they notice the institutional
offenses being committed, by imposing immediate sanctions that may require the
performance of some physical activity, such as pushups or some other sanction,
as provided for in the program's written procedures.
6VAC35-71-1250. Residents' physical qualifications.
The boot camp shall have written procedures that govern:
including a required which shall
require a written statement from: (i) a physician that the resident meets
the American Pediatric Society's guidelines is cleared to
participate in contact sports; and from (ii) a licensed
qualified mental health professional that the resident is an appropriate
candidate for a boot camp program; and
2. Discharge should a resident be physically unable to
up with continue the program.
6VAC35-71-1260. Residents' nonparticipation.
The boot camp shall have written procedures approved by the
director for dealing with addressing residents who are
do not complying comply with boot camp program
6VAC35-71-1270. Program description.
The boot camp shall have a written program description that
1. How residents' physical training, work
education and vocational career-readiness training, and treatment
program participation will be interrelated;
length duration of the boot camp program;
and the kind and duration of treatment and supervision that will be provided
upon the resident's release from the residential program;
3. That any juvenile boot camp program established by or as a result of a contract with the department shall require at least six months of intensive after care following a resident's release from the boot camp program and the type of treatment and supervision that will be provided upon the resident's release from the program;
3.4. Whether residents will be cycled through the
program individually or in platoons; and 4.5. The program's incentives and sanctions,
including whether military or correctional discipline will be used. If military
style discipline is used, written procedures shall specify what summary
punishments are permitted. DOCUMENTS INCORPORATED BY REFERENCE (6VAC35-71)