Key Elements of Effective Jail Operations

1
Key Elements of Effective Jail Operations

• National Sheriffs Association
• Annual Conference
• Nashville, Tennessee
• July 24, 2003

Presented by Mark D. Martin
2
Session Objectives

• Contrast the characteristics of effective and
  ineffective jail operations
• Describe 10 key elements that most effective
  jails have in common
• Provide a checklist for participants to use to
  assess their own jail operations in relation to
  the key elements

3
Key Elements of Effective Jail Operations
What are some of the problems that have
historically plagued local jails?
4
Problems/Conditions Found in Many Jails

• Assaults and other violence
• Suicides and suicide attempts
• Escapes
• Inmate/inmate sexual assaults
• Vandalism
• Unsanitary conditions and facility in disrepair
• Availability of contraband and weapons
• High incidence of lawsuits and inmate grievances
• Crowded conditions with facilities exceeding
  design and/or rated capacity

5
Problems/Conditions Found in Many Jails

• Disruptive behavior and inmate disregard for jail
  rules
• Poor staff morale and high turnover rate
• Excessive use of sick leave by staff
• High incidence of staff injury and Workmen's
  Compensation claims
• Staff sexual misconduct
• Claims of excessive use of force by staff
• A jail climate and environment that is hostile
  and unhealthy for staff, inmates and visitors

6
Characteristics of Jails That Have Eliminated or
Minimized These Problems

• Adequate staffing
• Well-trained and supervised staff
• Current, written policies and procedures
• An effective classification process
• Effective supervision of inmates
• Adequate level of inmate services and programs
• Fair treatment of inmates
• Adequate bed-space capacity
• Compliance with Standards
• A safe, clean, and well-maintained physical
  environment

7
1 Adequate StaffingImpact of Staffing on
Operations
Problem Scores of Jails with.
Staffing shortages had the 2nd greatest impact
on the incidence of operational problems.
Selected Problems Shortages No Shortages Diff. Fir
es 33 10 23 Inmate-Inmate
Assaults 52 31 21 Contraband
Passage 69 49 20 Suicide/Attempt
s 68 55 13 Average All
Problems 51 32 19
8
Adequate StaffingImpact of Staffing on Facility
Problems
Adequate Staffing seemed to have a clear impact
on the perception or existence of facility
problems.
Problem Scores of Jails with.
Selected Problems Shortages No Shortages Diff. Sep
aration of Inmates 57 36
21 Location of Rooms 43 22
21 Cell Window Damage 36 22
14 Jail Evacuation 21 7
14 Average All Problems 44 25
19
9
Adequate staffing

• Adequate staffing may be defined as having
• The right number of staff
• At the right place
• At the right time
• Doing the right thing.

10
Adequate Staffing

• Factors that affect staffing needs
• Inmate population
• Physical plant layout
• Services and activities
• Approach to inmate supervision
• Court decisions and standards

11
Adequate Staffing

• Jails should have a current staffing plan that is
  updated annually
• NIC Resources
• - Staffing Analysis Workbook for Jails, Second
  Edition
• - Staff/Inmate Ratios Why Its So Hard to Get
  to the Bottom Line
• - Recruitment, hiring and Retention Current
  Practices in US Jails

12
2 Well-Trained and Supervised StaffImpact of
Training on Operations
Having trained staff had the most beneficial
impact on the incidence of operational problems.
Problem Scores of Jails with .
Selected Problems All Trained None
Trained Diff. Escapes 31 67
36 Fires 26 58 32 Law
Suits 38 67 29 Suicides/Attempt
s 60 75 15 Average All
Problems 44 67 23
13
Well-Trained and Supervised Staff

• Benefits of Training
• So staff know what they are supposed to do while
  on duty and how to do it
• So staff know how to operate jail equipment
• To avoid having inmates escape, harm themselves,
  staff or each other
• So staff do things like we want them done
• So staff will follow policies and procedures
• To avoid liability
• Promote officer self-confidence and
  professionalism

14
Well-Trained and Supervised Staff

• Jails should have
• A formal, written training plan covering all jail
  staff that is updated annually
• A designated training coordinator
• A specific budget allocation for training
• Adequate training staff, facilities, equipment,
  and materials
• Documentation of all training provided

15
Well-Trained and Supervised Staff

• NIC Resources
• - Cost Effective In-Service Training for
  Small Jails
• - NIC training programs for training
  coordinators, FTO programs, and curriculum
  development
• Other Resources
• - NSA basic jail officer and first/second line
  jail supervisor correspondence courses
• - AJA videotapes, Jail officer Bulletins, Jail
  Managers Bulletins
• - ACA correspondence courses, videos,
  publications
• - State and local resources

16
3 Current Written Policies and Procedures
Availability of Policy Procedure on Operational
Problems
Problems With.. Have PP No PP Diff. Law
Suits 39 67 28 Escapes 38 63 25 Suic
ides/Attempts 62 75 13 Damage to Jail
Property 76 89 13 Untrained
Staff 31 44 13 Fires 23 33 10 Staff
Shortages 59 67 8 Contraband
Passage 60 67 7 Assaults/attacks on
Staff 30 33 3
17
Current Written Policies and Procedures

• Policies and procedures provide
• Clear direction to staff on operations
• Consistency in operations
• Means to implement philosophy and legal
  requirements
• The basis for on-the-job training
• Protection against liability when staff acts
  contrary to agency policy

18
Current Written Policies and Procedures

• Jails should have
• A written policy and procedures manual tailored
  to their facility that is
• Updated annually
• Reviewed by agency legal counsel
• Post orders for each duty post in the jail
• Training for staff in the policies and procedures
• A means to verify that policies and procedures
  are being followed
• NIC Resources
• - Developing and Revising Detention Facility
  Policies and Procedures, Rev. May, 2002

19
4 Systematic and Documented Inmate
Classification Process

• Inmate classification is the jails system of
  assessing risks and needs of each inmate for
  purposes of determining
• housing assignment
• supervision requirements
• services needed
• program participation.

20
Systematic and Documented Inmate Classification
Process

• Classification decision-making points
• Booking and intake screening
• Primary classification assignment
• Reassessment
• Scheduled intervals
• In response to new information

21
Systematic and Documented Inmate Classification
Process

• Jails should have a formal, documented
  classification system that includes
• Defined, objective classification criteria
• Consistent process for gathering necessary
  information
• Comprehensive policies and procedures addressing
  all aspects of the classification process
• Forms or instruments used for screening and
  assessment
• A means of sharing essential classification
  information with program, custody, and support
  staff
• Training for staff involved in classification

22
Systematic and Documented Inmate Classification
Process

• NIC Resources
• - Objective Jail Classification Systems A
  Guide for Jail Administrators
• - NIC training programs on objective jail
  classification

23
5 Effective Supervision of Inmates

• Inmate supervision is the primary function of the
  jail!

24
Effective Supervision of Inmates

• Elements of Effective Inmate Supervision
• Proper classification
• Appropriate housing assignment
• Meeting inmates basic needs
• Setting and conveying expectations for behavior
• Continuous and active supervision of inmate
  behavior
• Keeping inmates occupied with productive
  activities
• Holding inmates individually accountable for rule
  violations

25
Effective Supervision of Inmates

• Jails should have
• A formal inmate housing plan
• A formal orientation process and inmate handbook
• Staff positioned within the jail so they can
  actively supervise inmate behavior
• Planned activities to keep inmates productively
  engaged throughout the day
• A system of incentives and sanctions to guide
  inmate behavior
• Training for staff in effective communication and
  supervision skills

26
Effective Supervision of Inmates

• NIC Resources
• - Effective Inmate Supervision Training
  Program
• Orientation to Direct Supervision Jails
  Training Program
• How to Run a Direct Supervision Housing Unit
  Training for Trainers Training Program
• Jails in America A Report of Podular Direct
  Supervision Videotape

27
6 Adequate Level of Inmate Services and Programs

• Inmates have a fundamental right to basic
  services essential to their health and well-being
  such as
• Food services
• Medical and mental health care services
• Clothing and bedding
• Personal hygiene and grooming
• Laundry
• Visitation
• Mail and telephone services
• Exercise

28
Adequate Level of Inmate Services and Programs

• Inmates programs, while not a right, are
  important to inmates, overall management of the
  jail, and to the community. They
• Keep inmates busy
• Establish expectations
• Provide goals for inmates to work toward
• Help inmates recognize personal potential
• Help inmates leave the jail better prepared to
  live and work as a contributing member of the
  community

29
Adequate Level of Inmate Services and Programs

• Programs provide inmates opportunities to
• Learn useful job skills
• Continue their education
• Deal with substance abuse problems
• Improve their mental well-being
• Receive spiritual guidance
• Improve parenting
• Work on anger control
• Learn to change anti-social behavior

30
Adequate Level of Inmate Services and Programs

• Jails should
• Provide essential services that meet inmates
  basic needs
• Make programs available to keep inmates
  productively occupied and provide opportunities
  for self improvement
• Make effective use of community resources for
  programs where feasible
• Provide suitable space, equipment and supplies
  for services and programs

31
Adequate Level of Inmate Services and Programs

• NIC Resources
• Women in Jail Legal Issues
• Women in Jail Facility Planning Issues
• Jail Suicide/Mental Health Update periodical
• Inmate Work Programs A Review of the
  Literature
• Thinking for a Change cognitive development
  curriculum

32
7 Fair Treatment of Inmates

• Jails tend to have fewer problems when the
  boundaries of behavior are clear and inmates have
  a sense that they are treated fairly and
  consistently.
• Fundamental fairness is assured through
• Inmate discipline process
• Inmate grievance process

33
Fair Treatment of Inmates

• Discipline is not the same as punishment
• Discipline is.
• Ongoing correction of undesirable behavior
• Coaching to improve marginal behavior
• Positive reinforcement of good behavior
• Consistent enforcement of the rules

34
Fair Treatment of Inmates

• Inmate grievance process provides inmates an
  avenue to air and resolve grievances when they
  believe they have not been treated fairly.
• Unresolved grievances often result in.
• Inmates using other less desirable ways to get
  staffs attention
• Disturbances and disruptive behavior

35
Fair Treatment of Inmates

• Jails should have
• A formal written inmate disciplinary plan
• A formal written inmate grievance process
• A means to provide inmates information about the
  disciplinary and grievance processes
• NIC Resources
• Jail Design and Operation and the Constitution

36
8 Adequate Bed-Space Capacity

• Impact of crowded jails on operations
• Compromises in classification
• Reduced levels of security (too few staff for too
  many inmates)
• Increases in violence, tension and availability
  of contraband
• Overloaded programs and services
• Deterioration in levels of sanitation and
  maintenance

37
Adequate Bed-Space Capacity

• Impact of crowded jails on the jurisdiction
• Increased litigation
• Reluctance to incarcerate
• Higher costs for transporting and
  boarding inmates in other
  facilities

38
Adequate Bed-Space Capacity

• Jails should
• Make key decision-makers aware of crowding
  problems
• Reach agreement with key decision-makers on the
  capacity of the jail
• Work collaboratively to keep population within
  agreed-upon limits
• Establish internal and external management
  strategies when bed-space demand exceeds
  available capacity

39
Adequate Bed-Space Capacity

• NIC Resources
• Guidelines for Developing a Criminal Justice
  Coordinating Committee
• A Second Look at Alleviating Jail CrowdingA
  Systems Perspective
• Preventing Jail Crowding A Practical Guide
• Jail Crowding Understanding Jail Population
  Dynamics

40
9 Compliance with Standards

• Jails are subject to a variety of standards,
  codes, and regulations
• Jail Standards
• Fire codes
• Health and sanitation codes
• Building codes
• Workplace safety codes

41
Compliance with Standards

• Standards provide jails with clearly defined
  guidelines based upon case law and good practice
• Promote consistent management
• Provide for the safety and well-being of jail
  occupants (inmates, staff, visitors, etc.)
• Reduce jails exposure to liability

42
Compliance with Standards

• Jails should.
• Be aware of all statutes, standards, rules and
  codes that impact the jail
• Operate the jail in accordance with applicable
  standards
• Promptly correct deficiencies identified by
  inspection authorities
• Establish an internal system to monitor
  compliance with standards on an ongoing basis
• NIC Resources
• Administering the Small Jail training program
• Jail Administration training program

43
10 Safe, Clean, and Well-Maintained Physical
Environment

• Essential to the health and well-being of
  inmates, staff and visitors
• Poor conditions
• Increase tension
• Contribute to accidents, spread of disease, and
  vandalism
• Negatively affects morale and productivity
• May lead to litigation

44
Safe, Clean, and Well-Maintained Physical
Environment

• Jails should
• Keep the jail clean and in good repair
• Establish written safety, sanitation, and
  preventive maintenance plans
• Establish an internal system of inspections to
  regularly assess the level of sanitation and
  condition of the jail
• Promptly correct any deficiencies identified by
  external inspection authorities

45
Safe, Clean, and Well-Maintained Physical
Environment

• NIC Resources
• Guidelines for Developing a Security Program,
  Second Edition
• Jail Design and Operation and the Constitution
• Critical Analysis of Emergency Preparedness
• Smoke Free Jails Collected Resources

46
Summary

• Elements of effective jail operations include
• Adequate staffing
• Well-trained and supervised staff
• Current, written policies and procedures
• An effective classification process
• Effective supervision of inmates
• Adequate level of inmate services and programs
• Fair treatment of inmates
• Adequate bed-space capacity
• Compliance with Standards
• A safe, clean, and well-maintained physical
  environment
• Use the checklist to assess your own jail
  operation to see how it compares with the key
  elements