20160310 san diego county sheriff's detention service policy and procedure manual

8/18/2019 20160310 San Diego County Sheriff's Detention Service Policy and Procedure Manual

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SAN DIEGO COUNTY

SHERIFF’S DEPARTMENT

Detention Services Bureau

Policy and ProcedureManual

(Effective March 10, 2016)


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San Diego County Sheriff’s Department Detention Services Bureau – Manual of Policies and Procedures

ADMINISTRATION, ORGANIZATION AND MANAGEMENT

A.1 Philosophy, Goals and Policies

A.3 Table of Organization

A.5 Definitions; Policy and Procedure Manual

A.7 Review and Endorsement; Policy and Procedure Manual

A.9 Numbering System and Format: Policy and Procedure Manual

A.10 Intranet Library of Policies and ProceduresA.11 Distribution; Policy and Procedure Manual

A.12 Historical Files; Policy and Procedure Manual

A.15 Public Information Plan

DATE: SEPTEMBER 8, 2009

NUMBER: A

SUBJECT: TABLE OF CONTENTS


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A.1 PHILOSOPHY, GOALS AND POLICIES Page 1 of 1

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PURPOSE:

The Sheriff’s detention facilities shall be operated in accordance with established Department Policy and

Procedures, California State Law, applicable case law and acceptable professional standards. Themission of the Detention Services Bureau is to provide professional detention services in a safe and

humane environment.

POLICY:

The Constitutional Rights of inmates shall be protected. The basic physical and mental health needs of persons incarcerated within the Sheriff’s detention facilities shall be maintained. Inmate programming,

counseling and spiritual support shall be provided, to the degree possible, with the aim of inducing self-improvement opportunities for those incarcerated.

DATE: NOVEMBER 10, 2015

NUMBER: A.1 SUBJECT: PHILOSOPHY, GOALS AND POLICIES

RELATED SECTIONS:


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A.3 TABLE OF ORGANIZATION Page 1 of 2

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PURPOSE

To establish and define organization of the Detention Services Bureau and the application of basic principles, including organization by: function, unity of command, delineation of responsibility and

delegation of authority.

POLICY

The Detention Services Bureau shall define a formal organizational structure with clearly defined andarticulated components. The chain of command and the functional division of its components shall be

compiled to be evidently perceived by all members of the Sheriff’s Department.

PROCEDURE

I. Under the supervision of the Sheriff of San Diego County and the direct supervision of the

undersheriff, the assistant sheriff in charge of the Detention Services Bureau, is responsible and

accountable for operating and maintaining all Sheriff's detention facilities.

II. The Detention Services Bureau is comprised of three commands: Detention OperationsCommand Area 1, Detention Operations Command Area 2 and Detention Operations Command

Area 3. Each area of command is administered by a Sheriff's commander.

A.

Detention Operations Command Area 1 is comprised of the following facilities/units:

1. The Inmate Processing Division (IPD) is administered by an inmate processingmanager.

2. The East Mesa Reentry Facility (EMRF) is administered by a Sheriff’s captain.

3. The Detention Support Division (DSD) is administered by a Sheriff’s captain.This division includes the Jail Information Management System Unit (JIMS) and

County Parole & Alternative Custody (CPAC).

4. Reentry Services is administered by a reentry manager. The division alsoincludes counseling services.

a. Inmate Welfare Fund

b. Print shop

c. Vocational trades

DATE: DECEMBER 4, 2015 NUMBER: A.3

SUBJECT: TABLE OF ORGANIZATION

RELATED SECTIONS:


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A.3 TABLE OF ORGANIZATION Page 2 of 2

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5. The Inmate Services Division is administered by an inmate services manager.The division includes:

a. Laundry

b. Commissary

c. Central warehouse

B.

Detention Operations Command Area 2 is comprised of the following facilities/units:

1. The San Diego Central Jail (SDCJ) is administered by a Sheriff's captain.

2. The South Bay Detention Facility (SBDF) is administered by a Sheriff'slieutenant.

3. The Las Colinas Detention and Reentry Facility (LCDRF) is administered by aSheriff's captain.

4. The Vista Detention Facility (VDF) is administered by a Sheriff's captain.

5.

The Jail Population Management Unit (JPMU) is administered by a Sheriff'slieutenant.

6. The Prisoner Transportation Detail (PTD) is administered by a Sheriff'slieutenant.

C. The Detention Operations Command Area 3 is comprised of the followingfacilities/units:

1. The George Bailey Detention Facility (GBDF) and Facility 8 (FAC 8) are

administered by a Sheriff’s captain.

2. The Detentions Training Unit (DTU) is administered by a Sheriff's lieutenant.

3. The Medical Services Division (MSD) is administered by a medical servicesadministrator.

4. The Detention Investigations Unit (DIU) is administered by a Sheriff's lieutenant.

5. The Food Services Division is administered by a food services manager.

D. Each facility captain, lieutenant and unit manager is responsible for the efficient andeffective daily operation of their assigned facilities/unit. Procedures for the efficient and

effective daily operation of the facilities/unit shall be established, and periodicallyreviewed and modified to meet individual needs and legal mandates.

III. ORGANIZATION CHART

The structure of the Detention Services Bureau is shown on the following organizational chart

(DSB Organization Chart). This chart is updated annually during the department’s budget process.

http://ssp.sdsheriff.com/DSB/Organization%20Chart/ORG%20CHART3-15-2013.pdfhttp://ssp.sdsheriff.com/DSB/Organization%20Chart/ORG%20CHART3-15-2013.pdfhttp://ssp.sdsheriff.com/DSB/Organization%20Chart/ORG%20CHART3-15-2013.pdfhttp://ssp.sdsheriff.com/DSB/Organization%20Chart/ORG%20CHART3-15-2013.pdf


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A.5 DEFINITIONS: POLICY AND PROCEDURE MANUAL Page 1 of 1

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PURPOSE:

A statement as to the reason a policy and procedure is necessary. The first paragraph of a policy and

procedure section shall be the “Purpose” statement.

POLICY:

A statement, or description, of the department’s attitude toward a given subject. Such statement (ordescription) shall be the “framework” within which personnel are to operate and a guide for decision-

making. The second paragraph of a policy and procedure section shall be a “Policy” statement.

DEFINITION:

Policies and procedures are the written rules and guidelines that govern operations within the San DiegoCounty Sheriff’s Detention Services Bureau. The categorical codification system is the means by which

written guidelines can be added, revised, deleted and easily found.

The manual is to be a “living document,” subject to revision as conditions change. Revisions areencouraged at any time, by any employee, and are not restricted to the annual review period (see Review

and Endorsement, A.7).

PROCEDURE:

An established order of logical steps to be followed in order to comply with the policy. Such steps shall

be detailed enough to minimize confusion, yet concise enough to be easily understood. The procedureshall follow the policy and be written in outline form (see Numbering System, and Format A.9).


NUMBER: A.5

SUBJECT: DEFINITIONS: POLICY AND PROCEDURE MANUAL

RELATED SECTIONS: A.7, A.9, A.11

http://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A9.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A9.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A9.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A9.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A9.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A9.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A9.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A9.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A7.pdf


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A.7 DSB P&P MANUAL REVIEW, REVISION AND ACCOUNTABILITY Page 1 of 2

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PURPOSE

To provide a process for review and revision of the Detention Services Bureau Policy and Procedure

Manual.

POLICY

The Detention Services Bureau Policy and Procedure (P&P) Manual will be reviewed and updated asneeded to reflect changes necessary due to inspections, legal updates and formal input from department

personnel. Submission of proposed changes to policy and procedures are encouraged from all members

of the department. Proposals can be submitted through the chain of command to the P&P committee.The P&P committee will review all detention policies annually.

PROCEDURE:

I. COMMITTEE

A. The Detention Services Bureau commanders will appoint a captain or lieutenant of the

Detention Support Division as the chairperson of the Detention Services Policy andProcedure Committee (P&P committee).

B. A lieutenant or sergeant from each detention facility, as selected by the facility

commander, shall be designated to serve on the P&P committee.

C. The detention operations area commanders will designate manager(s), or other staff, toserve as P&P committee members from the following disciplines: Food Services, Inmate

Processing, Inmate Services, Reentry Services and Medical Services.

D. The P&P committee chairperson may request that representatives from other bureaus

attend committee meetings to ensure consistency and continuity of services (i.e. CourtServices, JIMS, etc).

II. REVISION PROCESS

A. The members of the P&P committee will serve as auditors for their respective designated policy sections during annual policy and procedure reviews. They will acceptrecommendations for revisions and submit to the committee.

B. The P&P committee will study, review, track and finalize proposed revisions to policiesand procedures as assigned by the chairperson.


NUMBER: A.7

SUBJECT: DETENTION SERVICES BUREAU POLICY AND

PROCEDURE MANUAL REVIEW, REVISION, AND

ACCOUNTABILITY

RELATED SECTIONS: A.11, A.12

http://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A12.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A12.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A12.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A12.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdf


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A.7 DSB P&P MANUAL REVIEW, REVISION AND ACCOUNTABILITY Page 2 of 2

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C. The P&P committee will present substantive and operational changes in policies and procedures to the Detention Services Bureau chain of command for approval.

1. The committee representative responsible for that respective section revises theP&P and emails it, along with a justification, to the P&P committee secretary.The secretary then attaches a cover sheet and emails the proposed changes to thecommittee and up the chain of command for review and approval.

2. Minor grammatical, typographic and non-substantive changes may be approved by the committee chairperson, then edited and posted to the Intranet by the P&Pcommittee secretary.

D. The P&P committee secretary will update the Sheriff’s Intranet upon final approval ofthe assistant sheriff of the Detention Services Bureau. (See A.11 Distribution of P&PManual).

E. The P&P committee chairperson, via the P&P committee secretary, will electronicallynotify all department personnel of changes or updates to the Intranet version of P&P, atwhich time the policy will become effective (See III below).

F.

The P&P committee secretary will maintain a P&P historical file on compact disc.Updates will be assigned control numbers that indicate the year of revision and thesequential number of revisions that year i.e., 90-01 (1990- first revision or set ofrevisions).

III. ACCOUNTABILITY

A. The Sheriff's Intranet is the authorized source for Detention Services Bureau P&P.

B. Upon department-wide electronic notification of a policy change or update, facility or

unit training personnel designated by the facility commanders and manager, will review

the changes and provide the appropriate training to all personnel.

C. Facilities will also maintain current manual copies for review by all personnel.

Revisions to the manual will be provided electronically by the P&P committeechairperson, via the P&P committee secretary, identifying the revision control number,

and the justification for the change.

D. An updated checklist will be included in every manual. The checklist will have thecontrol number of the revision, date inserted, and the identification of the person

updating the manual.

E.

Each facility commander and division manager will be responsible for encouraging participation in the review process, on an on-going basis, by all employees and concerned

public and community agencies. Any recommendations should be forwarded to the P&P

committee.

http://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdf


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A.9 NUMBERING SYSTEM AND FORMAT: P&P MANUAL Page 1 of 3

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PURPOSE

To ensure uniformity concerning which procedures shall be in the manual and their proper placementtherein. A standardized format will ease comprehension.

POLICY

The numbering and formatting of Departmental Policy and Procedures will be consistent with the format

set forth in this section.

I. NUMBERING SYSTEM

A. Subjects will be arranged according to the categorization of the "Standards for AdultLocal Detention Facilities," published by the American Correctional Association. (See

table of contents page)

B. Numbers will be assigned to the various subjects according to the "table of contents" of

this manual. Said number will consist of the appropriate capital letter followed by a

period and a number, (e.g., "A.9", "Number System and Format").

1. Where possible, procedures will be written in generalized terms to apply to all

facilities. If necessary, individual facilities may supplement the general

procedures with additional or clarifying procedures unique to their operatingconditions. Said additional procedures will be printed on green paper, and will be

known as "green sheets." They shall be placed immediately following the

appropriate "General Procedure."

2. "Green sheets" will bear the same subject title, and the same number as the

general procedure. In addition, a letter designator will follow the number asfollows:

a. San Diego Central Jail will use the letter “C” b. Facility 8 will use the letter "F"

c.

East Mesa Reentry Facility will use the letter "M"d. George Bailey Detention will use the letter "G"

e. Las Colinas Detention and Reentry will use the letter "L"f. South Bay Detention will use the letter "S"

g. Vista Detention will use the letter "V"

For example: Vista’s supplemental "green sheet" for section "L.11” would be

L.1l.V).


NUMBER: A.9 SUBJECT: NUMBERING SYSTEM AND FORMAT: P&P

MANUAL

RELATED SECTIONS: A.5, A.7, A.11

http://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A5.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A5.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A5.pdf


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3. No "green sheets" will be placed in this manual, except as a supplement to a

general Policy and Procedures section that applies to at least two facilities.

4. "Green sheets" will be on the same form and in the same format, as the General

Procedures. They will not need the "Related Sections" or "In Compliance To"categories, nor the "Purpose" and "Policy" paragraphs, as these will be on the

"General Procedures".

5.

It will be the responsibility of individual commands to prepare their own "greensheets." They will not be subject to the "Review and Endorsement Procedure",

(Section A.7) but must be approved by the facility commander and a copy must

be sent to the Sheriff's Legal Advisor.

II. FORMAT

A. The manual will use a standard “outline” format, as follows:

“I” Roman numerals to designate major categories

“A” Capital letters for subjects within categories.

“1” Numbers for sub-sections

“a” Lower case letters for sub-sub sections.

B. Example (Indent as shown)

I.

A.

1.2.

3.

a.

b.

c.

B.

Etc.Etc.

C. Rules of Thumb

1. Do not use an “I” if there is no “II”

2. Do not use an “A” if there is no “B”

3. Do not use a “1” if there is no “2”


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4. Do not use an “a” if there is no “b”

III. TYPING AND PRINTING

A. Double space between paragraphs, and single space all else.

B. Even numbered pages are to be printed on the back of the “odd” numbered pages to save

space.

C. Form headings.

1. “Date” – Date of latest revision

2. “Number” – Appropriate letter and number according to the table of contents, andthe desired order.

3. “Subject” – Select a title that can be easily found in the “Index.”

4.

Related Sections – List other policy sections related to this section.


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A.10 INTRANET LIBRARY OF POLICIES AND PROCEDURES Page 1 of 1

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PURPOSE

To establish a process to file a secure policy and procedures manual in the computer, with reading and

printing access to all personnel.

POLICY

A computer web based intranet library file will be established that can be accessed by all personnel. A

librarian will be established who has responsibility for maintaining the file, using security precautions toretain the integrity of the text.

PROCEDURE

I. DETENTION SERVICES BUREAU P&P ACCESS

The intranet library for the Detention Services Bureau P&P Manual can be accessed by anySheriff’s employee with intranet access.

A. All employees can read P&P and print hard copies directly from the intranet library.

B. The intranet library can be accessed by double clicking on “Internet Explorer” which

brings you to the Sheriff’s homepage. From the Bureau drop down menu, selectDetention Services Bureau under "Documents" click on “Detention P&P.” Select a policy section from the policies listed or complete a search for specific items.

II. RESTRICTED ACCESS

The librarian, who is the P&P committee secretary, has responsibility for maintaining the library

and editing the files. Editing access is restricted to the librarian and the P&P committee

chairperson.


NUMBER: A.10

SUBJECT: INTRANET LIBRARY OF POLICIES AND

PROCEDURES

RELATED SECTIONS:


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A.11 DISTRIBUTION: POLICY AND PROCEDURE MANUAL Page 1 of 1

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San Diego County Sheriff ’s Department Detention Services Bureau – Manual of Policies and Procedures

PURPOSE

To ensure all Detention Services Bureau employees have ready access to current copies of all pertinent

policies and procedures.

POLICY

The Detention Services Bureau Manual of Policies and Procedures shall be distributed in a manner to

allow for easy access by all concerned.

PROCEDURE

I. Copies of the manual shall be distributed by the P&P committee secretary as follows:

ASSIGNED TO: # OF COPIES

Detention Services Bureau 1

Inmate Services Manager 1

San Diego Central Jail 2Facility 8 1

Las Colinas Detention and Reentry Facility 2

South Bay Detention Facility 2Vista Detention Facility 2

East Mesa Reentry Facility 2

George Bailey Detention Facility 2Medical Administrator 1

Food Services Manager 1

Each facility/division manager will create a facility green sheet designating the person(s) whowill be responsible for keeping the manuals updated. The green sheet will also include that a

hard copy of the policy will be available in the facility administrative office as well as the watch

commander's office.


NUMBER: A.11SUBJECT: DISTRIBUTION: POLICY AND PROCEDURE

MANUAL

RELATED SECTIONS: A.5, A.7, A.9, A.12

http://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A5.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A5.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A9.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A9.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A9.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A12.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A12.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A12.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A12.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A9.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A5.pdf


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A.12 HISTORICAL FILES: POLICY AND PROCEDURE MANUAL Page 1 of 1

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PURPOSE

To provide an organized repository for deleted, superseded or modified Detention Services BureauPolicies and Procedures (Detention P&P). Availability of this information is frequently critical in

litigation.

POLICY

All deleted, superseded, or modified Detention P&P sections are to be retained for a period of ten years.

PROCEDURE

I. DETENTION P&P SECTIONS (white sheets)

A. The P&P committee secretary, of the Detention Services Bureau, will be responsible for

maintaining the “Historical File” of all Detention P&P sections.

B. The P&P committee secretary will create an updated data file on compact disc each

month containing all policies and procedures and facility green sheets.

C. A hard copy of all approved policies with justifications will be retained for a period of ten

years.

II. FACILITY/DIVISION SECTIONS (green sheets)

Each facility or division manager will designate one position to be responsible for maintainingthe “Historical File” of all sections specific to that operation (green sheets).


NUMBER: A.12 SUBJECT: HISTORICAL FILES: POLICY AND PROCEDURE

MANUAL

RELATED SECTIONS: A.11

http://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20A/A11.pdf


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A.15 PUBLIC INFORMATION PLAN Page 1 of 1

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PURPOSE

To establish a plan for dissemination of useful information to the public, inmates, other governmental

agencies and news media.

POLICY

Information about the detentions system, procedures and programs will be made available on the

Sheriff’s public website and at each detention facility. The information will meet or exceed therequirements of Title 15, section 1045.

PROCEDURE

I. The Detention Support Division will maintain information for the Public Information Plan on the

Sheriff's website. The plan will minimally include the procedural information listed in Title 15,

section 1045, as well as the full text of Title 15.

II. The Public Information Plan will be made available on the Sheriff’s public website

(http://www.sdsheriff.net/jailinfo.html) under the heading Jail Information and in printed form ateach facility.

III.

The Public Information Plan on the public website shall be reviewed annually by the DetentionSupport Division.

IV. Each detention facility will develop a green sheet to identify the location and position to

maintain facility copies.

DATE: MAY 8, 2013

NUMBER: A.15

SUBJECT: PUBLIC INFORMATION PLAN

RELATED SECTIONS: TITLE 15 CCR SECTION 1045

http://www.sdsheriff.net/jailinfohttp://www.sdsheriff.net/jailinfohttp://www.sdsheriff.net/jailinfohttp://www.sdsheriff.net/jailinfo


16/639“B” TABLE OF CONTENTS Page 1 of 1


FISCAL MANAGEMENT

B.1 Audit of Detention Facilities

B.3 Cash Controls and Operations

B.5 Inmates Money Orders and Checks

B.7 Bail or Fine Receipt Changes

B.9 Inmate Welfare Trust Fund Guidelines

B.11 Inmate Purchase from Sheriff’s Commissary Stores

B.13 Sheriff’s Commissary Internal Controls and Procedures

B.15 Budget Preparation and Control

B.19 Fiscal System Accounting for Revenue and Expenditures

B.21 Employee Expense Reimbursement

B.23 Financial Reporting to Detention Services Bureau Commanders

B.27 Requisition and Purchase of Supplies and Equipment

B.29 Personnel Position Control, Records and Payroll

B.31 Insurance Coverage

B.33 Space and Equipment Requirements

B.35 Personnel Performance Review and Needs Assignment

B.37 Records Retention and Destruction

B.39 Shared Account Watch Commanders Logs

DATE: OCTOBER 1, 2008

NUMBER: B



17/639B.1 AUDIT OF DETENTION FACILITIES Page 1 of 1


PURPOSE

To ensure detention facilities’ budgets are audited as required by law.

POLICY

Each detention facility’s budget shall be audited annually.

PROCEDURE

I. Each detention facility is subject to an audit by the County’s outside auditor, and the County

Auditor and Controller.

II. At a minimum, the detention facility services senior accountant will perform audits

annually.

III. The Auditor and Controller will make periodic scheduled management audits of the detention

facilities.


NUMBER: B.1

SUBJECT: AUDIT OF DETENTION FACILITIES

RELATED SECTIONS: ICW GOV’T CODE 26644; SD CO CHARTER ART.

VIII, SEC 801, 802, 803


18/639B.3 CASH CONTROLS AND OPERATIONS Page 1 of 1


PURPOSE

To establish controls and guidelines for cash operations within the detention facilities.

POLICY

Proper management controls and procedures will be adhered to for all detention cash handling

operations.

PROCEDURE

I.

All cash operations shall be governed by written cash handling procedures.

A. Procedures shall be available for reference at each workstation where cash handling

operations occur.

B. Procedures will establish the responsibility of staff within the detention facilities in regard

to cash and shall cover the procedures listed below where applicable.

1. General Cash Procedure

2. Checking Account Maintenance

3. Safe Operation

4.

Bail or Fine Cash5. Booking Cash

6. Final Release Cash7. Cashier Cash

8. Accounting Office Cash

II. Detention facility supervisors will provide training to appropriate staff using the written cash

handling procedures.

III. The written cash handling procedures are to be reviewed on an on-going basis (and updatedannually) by submitting suggested changes to the Financial Services Division manager.


NUMBER: B.3

SUBJECT: CASH CONTROLS AND OPERATIONS

RELATED SECTIONS: B.1 & B.5


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B.5 INMATE MONEY ORDERS AND CHECKS Page 1 of 3

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PURPOSE

To provide a secure process for the receipt of approved checks, money orders or governmentchecks/drafts and posting of funds for persons in custody.

POLICY

Detention facilities shall allow inmates to sign and cash approved money orders, cashiers checks orgovernment checks/drafts. Detention facilities shall allow persons to place cash deposits on an inmate’saccount. Amounts that would place an inmate’s account balance over $500 will not be accepted.

Personal checks shall be accepted only for the purpose of posting bail or paying fines (refer to DSB P&PQ.47).

PROCEDURE

I. The following documents can be accepted:

A. Cashier’s checks from United States banks.

B. Money orders issued by U.S. businesses (i.e., U.S. Postal Service, Western Union, CreditUnions, Banks, Savings & Loans Associations, etc.).

C. California Department of Corrections and Rehabilitation and Honor Camp checks (SanDiego County Probation Department) in any denomination.

D. Other government instruments (i.e., government payroll, retirement checks or othersimilar drafts).

NOTE: An inmate’s account may be increased over the $500.00 limit and checks, ormoney orders in excess of $200.00 may be accepted for cashing with the approval of adetention processing supervisor or watch commander.

II.

Unacceptable checks or money orders:

A. Checks or money orders in EXCESS of $200 delivered to the Information Office fordeposit into an inmate's account.

B. Checks or money orders in EXCESS of $200 received in the U.S. mail. Staff willcomplete an Incoming Property Receipt (J-53 form) with the description of the item (theserial/check number, denomination, and bank or company name where appropriate). The

DATE: DECEMBER 17, 2015 NUMBER: B.5SUBJECT: INMATE MONEY ORDERS AND CHECKS

RELATED SECTIONS: P.3, P.5, Q.47

http://ssp.sdsheriff.com/DSB/DetentionPP/Section%20P%20Communication%20Mail%20and%20Visiting/p3.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20P%20Communication%20Mail%20and%20Visiting/p3.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20P%20Communication%20Mail%20and%20Visiting/p5.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20P%20Communication%20Mail%20and%20Visiting/p5.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20P%20Communication%20Mail%20and%20Visiting/p5.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20Q%20Admission%20Booking%20Property%20Control%20and%20R/q47.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20Q%20Admission%20Booking%20Property%20Control%20and%20R/q47.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20Q%20Admission%20Booking%20Property%20Control%20and%20R/q47.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20Q%20Admission%20Booking%20Property%20Control%20and%20R/q47.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20P%20Communication%20Mail%20and%20Visiting/p5.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20P%20Communication%20Mail%20and%20Visiting/p3.pdf


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check or money order will be placed in the inmate's property with the appropriate copy ofthe J-53 form.

C. Personal checks (other than for the purpose of posting bail). Staff will complete a J-53form with the description of the item (the check number, denomination, and bank orcompany name where appropriate). The check or money order will be placed in theinmate's property with the appropriate copy of the J-53.

III. The following procedures shall be followed when approved checks, money orders, or cash arereceived through the mail.

A. Cash

1. The deputy will complete aJ-53 form with the denomination amount in thedescription section.

2. The deputy will hand deliver the cash to the Custody Information Office with theJ-53 form. The detention information assistant will immediately post the money

to the inmate's account and print the funds receipt.

3. The inmate's copies of the funds receipt and the J-53 form will be given to thedeputy and delivered to the inmate.

B.

Approved checks and money orders (delivered to the Custody Information Office orthrough U.S. mail)

1. The deputy shall contact the inmate and advise him/her of the receipt of thecheck/money order.

a)

If the inmate desires to have the check/money order cashed and the funds placed on his/her inmate funds account:

(1) The inmate will be provided with a Check Cashing Form (J-48form).

(2) The J-48 form shall be filled out completely and signed in the presence of the deputy. The inmate will also endorse thecheck/money order.

(3)

The deputy shall deliver the endorsed check and J-48 form to thelocked box/drawer marked for the accountant.

(4) The detention facility accountant shall retrieve and process therequest according to established guidelines.

b) If the inmate does not wish to have the funds placed on his/her inmatefunds account, the deputy will complete a J-53 form with the descriptionof the item (the serial/check number, denomination, and bank or companyname where appropriate). The check or money order will be placed in theinmate's property with the appropriate copy of the J-53 form.


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IV. Posting of funds to the inmate’s account shall be subject to a waiting period of five (5) workingdays if the check/money order is in excess of $200.00. Checks issued by a federal, state orcounty agency may be posted to an inmate’s account immediately upon receipt of the signed J-48form by the accounting personnel.

V.

To cash a check or money order, the inmate must endorse the check and fill out the upper portionof the J-48 form in triplicate. All of the information requested must be filled in. After thewaiting period of five (5) working days expires, and/or the money has been deposited into theinmate’s account (reflecting the new balance), the pink copy of the J-48 form shall be returned tothe inmate.

VI. If a check or money order is not honored, it shall be returned to the inmate’s property with theendorsement canceled. A property receipt will be given to the inmate.

VII. Occasionally, an inmate shall be released from custody before the five (5) working days waiting period has expired. The detention facility accountant shall send a notice by mail to the

individual advising they have an unclaimed amount of money at the detention facility. Thesubject shall be advised to contact the detention facility accounting office so payment may bearranged. The individual must be advised to bring proper identification.


22/639B.7 BAIL OR FINE RECEIPT CHANGES Page 1 of 1


PURPOSE

To ensure legal and departmental requirements are met when correcting bail or fine receipts.

POLICY

Minor corrections on bail or fine receipts are acceptable, EXCEPT when the change (s) involves the

AMOUNT of the bail.

PROCEDURE

I. Minor corrections must be legible, and may include such items as court appearance date, courtlocation and booking number. The person making the correction must initial corrections.

II. Any major corrections necessary, such as a change in the money amount, will require that a newreceipt be written. The original receipt is to be “VOIDED.”

III. When voiding a receipt, “VOID” must be written across the face of the receipt. The reason forthe “VOID” must be noted and the signature of the person voiding the receipt be placed on it. In

addition, the signature of the senior office assistant, Detention Processing supervisor or watch

commander will be obtained on the voided receipt.


NUMBER: B.7

SUBJECT: BAIL OR FINE RECEIPT CHANGES

RELATED SECTIONS:


23/639B.9 INMATE WELFARE FUND GUIDELINES Page 1 of 1


PURPOSE

To establish guidelines, responsibilities, controls, and accountability for the operation and effectivenessof the Inmate Welfare Fund.

POLICY

The Inmate Welfare Fund will be administered by an Inmate Welfare Committee solely for the benefit,

education and welfare of the inmates in compliance with Penal Code Section 4025; CaliforniaAdministrative Code, Title 15, Subchapter 4, Section 1043; and other legal mandates.

PROCEDURE

Inmate Welfare Fund operating procedures will be in accordance with the Inmate Welfare Fund

Operations Manual. Changes, additions and modifications of the manual will be the responsibility of the

Inmate Welfare Committee.


NUMBER: B.9

SUBJECT: INMATE WELFARE FUND GUIDELINES

RELATED SECTIONS: ICW/P.C. 4024; CAC TITLE 15, SUBCHAPTER4,

SECTION 1043


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B.11 INMATE PURCHASES FROM SHERIFF’S COMMISSARY STORES Page 1 of 1

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PURPOSE

To provide for inmate purchase of approved items not furnished by the detention facility.

POLICY

The San Diego County Sheriff’s Department Commissary will provide items for sale to inmates.

PROCEDURE

I.

The Sheriff’s Commissary will provide for sales of confectionery, postage, writing materials, toilet articles and sundries to inmates.

II. The sale prices for the articles offered for sale, shall be fixed by the commissary stores

supervisor and approved by the Inmate Services Division manager at such amounts as will renderthe Commissary self-supporting, and, in addition, provide a small margin of profit.

III. Profits from the Sheriff’s Commissary will be deposited in the Inmate Welfare Fund through the

County Treasurer.

IV. Inmate commissary purchases shall be conducted in accordance with Detention P&P section T.9.

DATE: AUGUST 21, 2015

NUMBER: B.11

SUBJECT: INMATE PURCHASES FROM SHERIFF’S

COMMISSARY STORES

RELATED SECTIONS: B.9, T.7, T.9 P.C. SECTION 4025

http://ssp.sdsheriff.com/DSB/DetentionPP/Section%20B%20Fiscal%20Management/b9.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20B%20Fiscal%20Management/b9.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20T%20Inmate%20and%20Industry%20Programs/t7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20T%20Inmate%20and%20Industry%20Programs/t7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20T%20Inmate%20and%20Industry%20Programs/t7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20T%20Inmate%20and%20Industry%20Programs/t7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20B%20Fiscal%20Management/b9.pdf


25/639B.13 SHERIFF COMMISSARY STORES INTERNAL CONTROL AND PROCEDURES Page 1 of 1


PURPOSE

To establish controls and procedures for the operation of the Sheriff’s Commissary within the detention

facility

POLICY

Sheriff’s Commissary will be operated according to written procedures established by the InmateServices Division operations sergeant. Written procedures will be reviewed on an ongoing basis and

updated annually.

PROCEDURE

I. The Inmate Services Division operations sergeant shall be responsible for maintaining strictcontrols on the Sheriff’s Commissary operations and for maintaining an accounting system in

compliance with generally accepted accounting principles.

II. Commissary sales, and bookkeeping shall be executed in compliance with the written procedures

for the Sheriff’s Commissary.

III. The Sheriff’s Commissary shall be audited periodically by the Inmate Services Division and theDivision of Inspectional Services. The results are reported to the Financial Services Division,

Detention Services Bureau assistant sheriff, Detention Services Bureau commanders and theaffected facility commanders.


NUMBER: B.13

SUBJECT: SHERIFF’S COMMISSARY INTERNAL CONTROL

AND PROCEDURES

RELATED SECTIONS: B.9, B.11, T.9; PC SEC 4025;

GOVT CODE SECTION 25262


26/639B.15 BUDGET PREPARATION AND CONTROL Page 1 of 1


PURPOSE

To establish responsibility for budget preparation and control.

POLICY

The Detention Services Bureau will prepare, monitor, and control an annual budget in accordance with

guidelines established in the “County Operational Plan.”

PROCEDURE

I. Detention facility commanders are responsible for preparation of annual budget requests.

II. Bureau and facility commanders will monitor budget expenditures utilizing Oracle and the fiscal

management tool.

III. Budget transfers between sub-accounts must be approved by the facility commander.

IV. Budget transfers between facilities must be approved by the respective bureau commanders, with

input from affected facility commanders.


NUMBER: B.15 SUBJECT: BUDGET PREPARATION AND CONTROL

RELATED SECTIONS: ICW SD CO. CHARTER ARTICLE VIII, SEC. 800


27/639B.19 FISCAL SYSTEM ACCOUNTING FOR REVENUE AND EXPENDITURES Page 1 of 1


POLICY

To establish a procedure for monitoring detention facility budgets.

POLICY

Each facility commander shall monitor the facility budget to ensure program objectives are met.

PROCEDURE

I. Reports generated by Oracle are to be used to review the status of the detention facility’s

operation in relation to the budget. The Auditor and Controller produce these reports

approximately every four weeks.

II. The Oracle Manual provides information on Oracle and the reports that Oracle generates.

III. The Oracle “on-line” system is available for use, providing current fiscal information on the

detention facility’s operation. The “on-line” system can be used for a general overview of the budget and examination of detail transactions.


NUMBER: B.19

SUBJECT: FISCAL SYSTEM ACCOUNTING FOR REVENUE

AND EXPENDITURES

RELATED SECTIONS: ICW COUNTY CHARTER ART. VIII, SEC. 804


28/639B.21 EMPLOYEE EXPENSE REIMBURSEMENT Page 1 of 1


PURPOSE

To establish guidelines providing reimbursement of staff for authorized expenses.

POLICY

Proper procedures are to be followed when reimbursing staff for expenses incurred.

PROCEDURE

I. All employee reimbursements are governed by the San Diego County Charter, Article VIII; San

Diego County Administrative Code, Article III; and other legal requirements, as well as procedures established by the Sheriff’s Financial Services Division.

II. Information concerning preparation of specific claims for expenses is to be obtained from theSheriff’s Financial Services Division.


NUMBER: B.21

SUBJECT: EMPLOYEE EXPENSE REIMBURSEMENT

RELATED SECTIONS: ICW SD CO. CHARTER ART.VIII; SD CO. ADM.

CODE ART III; GOVT. CODE 29601; DEPT P&P 6.69


29/639B.23 FINANCIAL REPORTING TO FACILITY SERVICES COMMANDERS Page 1 of 1


PURPOSE

To provide direction for obtaining information on detention support and operation functions by bureaucommanders.

POLICY

Financial information on the detention facility’s support and operation functions will be provided to the

Detention Services Bureau commanders.

PROCEDURE

I. Financial reports generated by the county’s centralized accounting system are to be used by theDetention Services Bureau commanders, facility commanders, and staff to review the operations

of the detention facilities.

II. Food Services Division reports will be submitted to the Area 3 commander for review of the

food services operation.

III. Reports on the findings of internal audits are to be submitted to the Detention Services Bureau

commanders.


NUMBER: B.23

SUBJECT: FINANCIAL REPORTING TO DETENTION

SERVICES BUREAU COMMANDERS

RELATED SECTIONS:


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B.27 REQUISITION AND PURCHASE OF SUPPLIES AND EQUIPMENT Page 1 of 1

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PURPOSE

To provide guidelines governing the requisition and purchase of supplies and equipment.

POLICY

Appropriate and established procedures are to be used in the acquisition of supplies and equipment.

PROCEDURE

I. The requisition of supplies and equipment shall comply with San Diego County Charter, ArticleVII, Section 705; San Diego County Administrative Code, Article XXIII; San Diego County

Administrative Manual, Item Number 0090; San Diego County Purchasing DepartmentProcurement Manual; and all other regulations designated by governmental authority.

II. All requisitions shall be approved by persons designated by the Financial Services Division.

DATE: NOVEMBER 10, 2015 NUMBER: B.27

SUBJECT: REQUISITION AND PURCHASE OF SUPPLIES ANDEQUIPMENT

RELATED SECTIONS:


31/639B.29 PERSONNEL POSITION CONTROL, RECORDS AND PAYROLL Page 1 of 1


PURPOSE

To establish a procedure for regulating position control, personnel records and the payroll function for

the detention facilities.

POLICY

Personnel position control, records and payroll function shall comply with all regulations designated by

governmental authority.

PROCEDURE

I. Position control will be reviewed by the Financial Services Division, Detention Services Bureau

analyst, facility commander and bureau commanders.

II. Payroll will be based on the use of the Kronos Time Collection System, which will be approved

by supervisory staff.

III. Financial Services is responsible for determining:

A. Persons on the payroll are legally employed.

B. Positions are authorized in the budget.

C. Funds are available.

IV. Personnel position control will be coordinated by the Sheriff’s Personnel Office.


NUMBER: B.29SUBJECT: PERSONNEL POSITION CONTROL, RECORDS AND

PAYROLL

RELATED SECTIONS:


32/639


DATE: JANUARY 18, 2002

NUMBER: B.30

SUBJECT: SURPLUS PROPERTY ACQUISITION

RELATED SECTIONS:

PURPOSE

To establish a procedure and appoint an acquisition coordinator to obtain surplus material, equipment,

supplies, etc., from the Federal Government, State and County outlets.

POLICY

It is the intent of the San Diego County Sheriff’s Detention Facility Services to obtain and utilize as

much governmental surplus as possible. To that extent, our acquisition coordinator shall monitor what

is available from that source or look for certain items brought to the coordinator’s attention from the

Detention Facility staff.

PROCEDURE

A. The Material Supply Supervisor’s position shall be designated the Acquisition

Coordinator. Whenever Detention Facility staff need equipment, supplies, etc., and funds

may not be available or surplus property would suffice, they should make their needsknown to the Material Supply Supervisor at East Mesa.

B. Whenever Detention Facility staff are in need of equipment or supplies and surplus

property would suffice, they should make their needs known to the Material Supply

Supervisor at East Mesa.

C. The Material Supply Supervisor shall check the County, State, and Federal surplus outletsto see if the specific item is available, or will be. If the item is available, County and

State procedures to obtain it from surplus will be followed.

SURPLUS PROPERTY ACQUISITION Page 1 of 1


33/639B.31 INSURANCE COVERAGE Page 1 of 1


PURPOSE

To ensure legal requirements are met in providing insurance protection.

POLICY

Facility insurance coverage will comply with the San Diego County Administrative Code, Article X

(applicable sections); the San Diego County Administrative Manual, Item Number 0080-2; and other

regulations designated by governmental authority.

PROCEDURE

I. Worker’s compensation, civil liability, liability for official vehicles and bonding shall be covered

and administered by the Risk Management Unit as directed by the Board of Supervisors.

II. All claims and forms shall be prepared as directed by the Risk Management Unit.


NUMBER: B.31

SUBJECT: INSURANCE COVERAGE

RELATED SECTIONS:


34/639B.33 SPACE AND EQUIPMENT REQUIREMENTS Page 1 of 1


PURPOSE

To ensure space and equipment requirements for the detention facilities are properly reviewed andnecessary action taken.

POLICY

Detention facility commanders will review space and equipment needs annually to ensure the facility

accommodates change in the inmate population and program requirements.

PROCEDURE

I. Detention facility commanders will report findings concerning the space and equipment reviewto the Detention Services Bureau commanders, annually, in conjunction with budget preparation.

II. Detention facility commanders will work with the Detention Services Bureau commanders in planning the effective use of space and equipment.


NUMBER: B.33

SUBJECT: SPACE AND EQUIPMENT REQUIREMENTS

RELATED SECTIONS:


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36/639B.37 RECORD RETENTION AND DESTRUCTION Page 1 of 2


PURPOSE

To establish a procedure for record retention and destruction.

POLICY

Records shall be retained for the length of time required to satisfy legal, liability, and audit requirements

and shall be disposed of in compliance with legal procedures.

PROCEDURE

I. All detention records shall be retained for an adequate period of time that will satisfy legal,

liability and audit requirements.

Financial records for the Sheriff’s Commissary Working Capital Fund, Inmate Welfare TrustFund(s), Food Services Operation, inmate cash accounting, and bail/fine collections shall beretained for five (5) years.

II. Records retained within the detention facility should be retained in an orderly manner.

A. Records should be retained in a sequential format (example: fiscal year, date, document

number, etc., unless otherwise required).

B. Boxes used to store records in the detention facility should be labeled on the outside as to

the contents of the box. The type of record, inclusive dates, sequential numbers or other

identifying characteristics should be listed.

III. Because records can consume much needed storage space in the detention facility, off-sitestorage is available with the Iron Mountain Storage Facility which is facilitated through theFinancial Services Division (858) 974-2231.

A. Off-site record storage procedures are covered in the Iron Mountain Users Manual whichis maintained by the Financial Services Division.

B. Boxes used for standard document storage must measure 15”L x12”W x 10”H which willhold 1.2 cubic feet of records.

C. The number of boxes required should be determined. The ordering of boxes is facilitatedthrough the Financial Services Division but must be purchased by the requesting facility.

D. Once received, place the records in the boxes listing the box number, record name,inclusive dates, document numbers (if in sequence) and fiscal year on a separate sheet of paper. This sheet of paper will be turned over to the appropriate staff member for preparation of a transmittal form. Each box must have a "Retention Schedule" formattached to the lower right corner of the numbered box on the end opposite the number.


NUMBER: B.37SUBJECT: RECORD RETENTION AND DESTRUCTION

RELATED SECTIONS: ICW GC 26202/26205/26205.1; B/S REC DESTRUCTION

NO 115 7-23-74; AMEND TO REC DESTRUCTION


37/639B.37 RECORD RETENTION AND DESTRUCTION Page 2 of 2

E. The "Transmittal of Records" form is prepared in triplicate utilizing the sheet of paperlisting the box numbers and other pertinent information on box contents. The original issent to the Iron Mountain Storage Facility, one copy is sent to the Financial ServicesDivision (MS 0-41) and the other copy is retained on file at the facility.

F. The Financial Services Division coordinates all pick ups from detention facilities goingto the Iron Mountain Storage Facility.

IV. In order to access or authorize access of the records stored by the Iron Mountain Storage Facility,the Sheriff’s staff member must be authorized to do so on a County of San Diego Records

Authorization Form RM001. With this form on file with the Financial Services Division(MS 0-41), records may be accessed or recalled for examination.

V. In order to destroy records, an Application for Destruction of Records (AUD 100-1) form must be reviewed and approved by the Financial Services Division manager and then by the County

Auditor and Controller Office.

A. Instructions for preparation of this form are on the back of the last copy of this form.

B. Once approved by the Auditor and Controller and the Financial Services Divisionmanager, the Sheriff’s Department may destroy the records in its possession and the Iron

Mountain Storage Facility will destroy the records it is holding.


38/639

B.39 SHARED ACCOUNT WATCH COMMANDER LOGS Page 1 of 2

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PURPOSE

To establish a method of recording routine and informational events concerning the overall operation ofthe facility and daily activities and maintain that information in the computer.

POLICY

A “shared” account shall be established by each detention facility to record daily activities as compiled

by the watch commander.

PROCEDURE

I. SHARED ACCOUNT ACCESS

A. The Watch Commander Log can be used by any Sheriff’s employee who is authorizedaccess by the facility administrator. Authorized employees can read the Watch

Commander Log directly from the terminal or print hard copies of any portion of the log.The shared Watch Commander Account is accessed by entering the WC Log Folder and

selecting the current month.

B. The shared Watch Commander Log administrator is responsible for maintaining and

updating a list of account users who will be given access to the shared account withediting authority.

II. INFORMATION ENTRY

A. The watch commander, or his designee on each shift, shall record the pertinent the daily

activities occurring during shift. A visiting supervisor will maintain a handwritten/typedlog. The handwritten log shall be submitted to the shared account administrator, or the

next shift supervisor, to enter the information into the computer.

1. Log entries should be written in short, precise, accurate and businesslike form.

The logs are subject to subpoena. Entries shall be made which will facilitate the passing of information between shifts regarding the operational and dailyactivities of the facilities.

III. FORMAT

A. The account administrator will provide a new file for each month, titled with the current

month and year, i.e., July 1994, August 1994. The watch commander, or his designee,will enter the watch commander’s name and the name of each supervising sergeant from

DATE: NOVEMBER 10, 2015 NUMBER: B.39

SUBJECT: SHARED ACCOUNT WATCH COMMANDER LOGS

RELATED SECTIONS:


39/639

B.39 SHARED ACCOUNT WATCH COMMANDER LOGS Page 2 of 2

#15//07

the daily deployment into the Watch Commander Log. The Watch Commander Log shall be maintained in chronological order. Each new entry shall follow the last (without hard

page breaks) to create a continuous document.

IV. OFFICIAL RECORD

A. At the end of each month, the administrative staff will electronically reserve, save, andarchive the log to ensure retrieval for a period of time that satisfies legal, liability, and

audit requirements. This stored log will become the official record and should beaccessible in “read only” format to all personnel.


40/639

“C” TABLE OF CONTENTS Page 1 of 1

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PERSONNEL

C.1 Minimum Staffing

C.2 Radiation and Safety Protection

DATE: JANUARY 7, 2015

NUMBER: C



41/639


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C.1 MINIMUM STAFFING Page 2 of 2

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II. If staffing levels fall below the minimum level, the watch commander should consider placingthe affected area or facility in “restricted movement.” If the staffing levels fall to an unsafe

level, programs may be cancelled. All efforts should be made to allow social visits. Professional

visits should not be cancelled due to staffing levels.

III. A lieutenant shall be on duty at all times in those facilities designated as “Booking Facilities”

unless approved by the facility commander.

A. Facility commanders may authorize an “acting” watch commander. “Acting" sergeants

may also be authorized. They should not be utilized as a matter of routine, if minimum

staffing levels are already compromised.

B. Minimum staffing levels shall be reevaluated during budget reviews and revised as

necessary.


43/639

C.2 RADIATION SAFETY AND PROTECTION Page 1 of 5

#14//10


PURPOSE

To ensure proper safety precautions are followed when operating body scan devices.

POLICY

The San Diego County Sheriff's Department is dedicated to all components of workplace safety. Thiswritten program establishes procedures to safeguard the health of Sheriff's employees, volunteers,

visitors, and inmates in the vicinity of a body scan device and to ensure compliance with all applicable

federal and state regulations. Each facility with an x-ray body scan device will ensure that radiationsafety procedures and guidelines are followed to ensure the safe operation of the unit(s).

REFERENCE:Title 10 (10 CFR Part 20) – Code of Federal Regulations, Standards for Protection Against Radiation;

Title 21 (CFR 1020.40) – Code of Federal Regulations, Chapter 1, Subchapter J (Radiological Health);Title 17 (17 CCR)- California Code of Regulations, Public Health Chapter 5, Subchapters 4 and 4.5;

Canon/SecurePASS Operator Maintenance Manual.

Definitions:

Body Scan: X-ray technology used to produce an image revealing the presence of contrabandconcealed on or inside of a subject.

Body Scanner: A stationary system for obtaining full height radiographic images of a person to detect

any kind of weapons, explosives, drugs, and other contraband either concealed under clothing,swallowed or hidden in anatomical cavities of the human body without causing harm to the person being

scanned (SecurePASS System)

X-Ray (x-radiation): A form of electromagnetic radiation similar to light but of shorter wavelength andcapable of penetrating solids and of ionizing gases.

Radiation: Process in which energetic particles or waves travel through a medium or space. X-radiationis an ionizing radiation.

Radiation Survey: Measurement of the X-radiation equivalent dose rate at the external surfaces of the body scanner, the personal work station(s), the boundaries of the working zone, and in adjacent rooms if

applicable.

Exposure: A term defining the amount of ionizing radiation that strikes living or inanimate material.

DATE: SEPTEMBER 4, 2014

NUMBER: C.2SUBJECT: RADIATION SAFETY AND PROTECTION

RELATED SECTIONS:IN COMPLIANCE WITH: TITLE 10,21 AND 17; Code of Federal Regulations and Standards

for Protection against Radiation.


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Dose: The quantity of radiation or energy absorbed.

PROCEDURE

I. The Lieutenant assigned to the Detentions Support Division shall serve as the Radiation SafetyOfficer (RSO) for the Detention Services Bureau.

A. The RSO will maintain the Radiation Safety and Protection Program and coordinate the

safe operation of x-ray based body scan devices in compliance with applicable State andFederal regulations.

B. The RSO will ensure all new or relocated radiation sourcing equipment operated within

the Detention Services Bureau is registered and annual fees are paid to the RadiologicHealth Branch of the California Department of Public Health (form RH2261).

C. The RSO will ensure all radiation sourcing equipment operated within the Detention

Services Bureau is serviced and maintained in compliance with all applicable State andFederal requirements.

D. The RSO will ensure the annual fees for each body scan device is paid to the RadiologicHealth Branch of the California Department of Public Health prior to the effective date ofthe license.

Title 17 of the California Code of Regulations, Section 30231 requires above payment

and mandates that failure to do so requires usage of the scanning devices to immediatelycease until all fees have been paid.

II. The administrative sergeant at each facility operating a body scanner will serve as the facility

section manager and will be responsible for the following:

A. Report any movement or relocation of a body scan device to the RSO.

B. Notify the RSO and the Virtual Imaging/Canon representative upon becoming aware ofany maintenance or safety issues related to the body scan device.

C. Will ensure all radiation sourcing equipment operated within his/her respective facility is

serviced and maintained in compliance with all applicable State and Federalrequirements.

D. Report new x-ray emitting equipment to the RSO prior to its arrival at the facility.

E. Ensure only employees who have successfully completed proper training are assigned tooperate the body scanner.

F. Ensure all parts removal and installation is completed by a qualified service engineer ofthe Virtual Imaging and/or designated sub-contractor.

G. Ensure all survey, service, inspection and instrument calibration records are retained for

the lifetime of the respective body scan device.


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#14//09

III. Body Scanner Operation

A. Only employees who have successfully completed training will operate the body scannerequipment.

B. The operator's manual for each device shall not be removed from the designated work

station for each unit.

C. Pregnant inmates will not be scanned with a body scanner.

D. During operation of the body scanner, unauthorized persons are not allowed within theworking zone (approximately 2 meters out from each side of the base of the unit). The

working zone will be clearly marked with black dots on the floor, around the unit. Thedevice shall be considered operational while the red light on the unit is on.

E. Each body scan device shall be marked with the following:

Caution! Dangerous Voltage

Caution! Radiation Danger

IV. Training

A. Body scanner operator training will consist of the following subject matter:

1. Design of the scanner2. Purpose of basic components

3. Principals of scanner operation4. Radiation and scanner operation safety principles

5. X-ray history, X-ray tube, penetration & absorption, X-ray scanner features,limitations of X-rays, and prohibited items

6. Control of scanner device7. Principles of investigation of digital images

8. Malfunction diagnostics9. Health and safety

10. Practice and knowledge testing

The training staff at each facility will be responsible for training and certifying deputiesto operate the equipment.

V. SecurePass Body Scanner Safety Features

A. Safety features are built into the device which minimize the exposure doses to which the personnel and persons being scanned could be exposed:

1. X-ray generator is enclosed in the X-ray protection case.2. System of slit diaphragms in the X-ray protection case provides a narrow fan

shaped X-radiation beam.3. X-ray protection shutter shuts off output of the X-radiation from the generator.


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4. Permanently connected additional X-ray filter.

5. High-sensitivity digital X-ray converter.6. Built in dosimeter for monitoring stability of the X-ray generator.

7. STOP Button (emergency stop).8. Red Signal Lantern – when on indicates machine is in operation.

B. Body Scanner Malfunction

In the event of a scanner malfunction, the X-ray protection shutter shuts off X-radiation

output from the generator. If the X-ray protection shutter fails, high voltage to the X-raytube shuts off. The SecurePASS software tests the system when it is turned on and

during the scanning process. Error messages are displayed on the operator's screen.

In the event any of the safety features become inoperable, the systems operatorwill shut down the body scan device and immediately notify his/her supervisor.

VI. Servicing and Survey of Body Scanners

To ensure Virtual Imaging - SecurePASS x-ray based body scan devices are operating withinmanufacturer specifications, a calibration, maintenance, and service shall be performed twice ayear by a service engineer as authorized by Virtual Imaging Inc.

Annual Radiation Survey

A radiation survey, that checks to ensure no radiation exposure to operators, shall be performed

on each body scanner device:

A. At intervals not exceeding more than 1 year.

B. Upon installation of a new unit.

C. Upon relocation of an existing unit.

D. Immediately following any service that could potentially increase the systems output.

VII. Radiation Doses

Safety of the Persons Being Scanned

The radiation dose to which an arrestee or inmate being scanned is exposed to per scanning

session does/shall not exceed .25 uSv. The SecurPASS scanner allows the same person to bescanned up to 1,000 times per year which equates to three scans per day without exceedingexisting dose regulations.

Operator Safety

Within an unshielded perimeter of approximately 2 meters from the scanner the maximum dose

rate of the scattered radiation does not exceed 10 uSv per hour.


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Bystander Safety

For incidental bystanders the level of exposure per day and year is negligibly low. Based on

vendor recommendations the scanning area zone approximately 2 meters out from each side ofthe device shall be clearly marked on the floor around each unit.

VIII. Daily System Check

During each shift, any employee assigned to operate a body scan device will conduct the

following system check prior to utilizing the device:

A. Inspect the device for obvious damage.

B. Ensure all access panels are securely in place.

C. Ensure all external cable connections are secure.

D. If the system is not already on, turn it on.

E. Verify that the "Power On" light is lighted.

F. Record the systems check in JIMS.

If any damage or malfunction is found during the systems check, the employee shall power offthe unit and notify their supervisor and the section manager. The unit will be placed "Out of

Service" until appropriate repairs have been completed.

Emergency Procedures

Should an emergency situation occur, the body scanner device shall be powered off andappropriate facility personnel and the department RSO will be notified.

If the control panel is not functioning the main power breaker for the system must be shut

off and/or the unit should be unplugged immediately.

If a situation occurs in which staff suspect possible exposure to excessive levels of radiationwhile operating the system, they should immediately advise their supervisor and seek medical

attention. If this occurs, the facility commander or designee will immediately discontinue use ofthe body scan device.

Upon completion of needed repairs by an authorized service engineer, a Radiation Survey must be conducted on the identified body scan device. The body scan device can only be cleared toreturn to normal operation if and when it is determined to be safe to do so by the authorized

service engineer.


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“D” TABLE OF CONTENTS Page 1 of 1

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TRAINING AND STAFF DEVELOPMENT

D.1 Philosophy and Goals for Training

D.3 Training Coordinator; Selection and Responsibilities

D.7 Training Officer Selection

D.9 Detention Operation Training

D.11 Detention Supervisor Training

D.13 In-Service Training

D.15 Training in Emergency Plans

DATE: JANUARY 15, 2016NUMBER: D



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PURPOSE

To establish guidelines for selection and duties of the facility training coordinator.

POLICY

Each facility shall select a deputy to function as the facility training coordinator. The facility training

coordinator reports to and works under the supervision of, the facility supervisor in charge of training. Facilitystaffing needs may dictate the necessity for more than one assigned training coordinator.

PROCEDURE

I. SELECTION

The training coordinator shall be selected from the ranks of existing corporals and training officers in

the following manner:

A. The availability of a training coordinator’s position shall be announced at briefings and byemail notices sent to all members of the department per Department Policy and Procedure

Section 3.19.

B. Interested deputies shall submit their names and resumes to the Career Path Sergeant for

Detentions-Courts per Department Policy and Procedure Section 3.19.

C. Selection criteria shall include:

1. Minimum one year satisfactory service as a corporal or training officer.Must have received a “Meets Expectations" rating on latest corporal/training officer

annual Employee Appraisal Report.

2. Excellent organizational skills.

3. General knowledge of Detention Policy and Procedures and Title 15 requirements.

4. Excellent communication skills.

5. Basic working knowledge of computer programs (MS Word, Access, Excel, PowerPoint,JIMS, NetRMS and SDLAW).

D. An interview will be conducted by a lieutenant appointed by the facility commander, the facility

training sergeant, and the outgoing training coordinator.

DATE: NOVEMBER 10, 2015NUMBER: D.3

SUBJECT: TRAINING COORDINATOR, SELECTION ANDRESPONSIBILITIES

RELATED SECTIONS: D.7

http://ssp.sdsheriff.com/DSB/DetentionPP/Section%20D%20Training%20and%20Development/d7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20D%20Training%20and%20Development/d7.pdfhttp://ssp.sdsheriff.com/DSB/DetentionPP/Section%20D%20Training%20and%20Development/d7.pdf


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E. A ranked order of names will be submitted to the facility commander, who will make theselection.

II. DUTIES

The primary responsibility of the training coordinator is to assist the Detention Training Unit (DTU) in

meeting the training needs of the facility and its personnel. Other responsibilities of the trainingcoordinator include, but are not limited to:

A. Coordination and tracking of training of new deputies, both assigned and transferred.

B. Planning, coordination, and evaluation of facility in-service training for sworn and professional

personnel.

C. Liaison with other facilities through attendance at announced facility training coordinatormeeting at the direction of the DTU.

D. Staff projects involving training and staff development.

E. Orientation and training of emergency plans to all new professional staff personnel.

F. Plan and coordinate regularly scheduled training officer meetings.

G. Liaison between training officers and facility administrators.

H. Assisting DTU with planning, scheduling, and tracking required S.T.C. training for all sworn

staff through the rank of sergeant.


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PURPOSE

To establish specific guidelines for the selection and evaluation of detention training officer(s) andcorporal(s).

POLICY

Each facility shall have a designated number of training officers, who will be selected, trained, and

evaluated in accordance with Department Policy and Procedures Section 10.9. Detention personnelincluding Deputy Sheriffs, Deputy Sheriff-Detentions or Deputy Sheriff-Courts applying for a training

officer position must meet established minimum standards in order to be considered for such assignment.The facility commander shall have the authority to waive minimum requirements when necessary to

obtain a sufficient pool of candidates.

PROCEDURE

I. Training Officer Selection Process

The testing process for training officer will be conducted independently by each facility onceapproved by the Detention Services Bureau and will involve the following process:

A. When a training officer vacancy exists, the facility training sergeant will notify the

Department’s career path sergeant for verification of the vacancy at an approved work

location. The career path sergeant will then notify all interested candidates, bureau-wide,of the vacancies.

B. The facility training sergeant will compile a list of training officer candidates and beginscheduling them for the testing process. Candidates will be tested and evaluated by a

selection committee comprised of a lieutenant, two sergeants (one of whom shall be thefacility training sergeant), and two training officers assigned to the facility. The

examination will be in three parts, including an oral interview, a 10-minute “TrainingProposal” presentation (written example), and a written exercise. The results of the

examination will be compiled and those candidates receiving a minimum combined scoreof 70% shall be placed on a list for the facility commander’s review.

C. The facility commander will select a deputy to fill each vacancy from the names submitted.

In the event none of the candidates are acceptable to the facility commander, the selectioncommittee may be re-convened to select additional candidates by the procedure set forth in

Sections A and B. Once all selections are finalized, the facility training sergeant willadvise the career path sergeant who will in turn advise the Payroll Unit so the appropriate

pay adjustments can be made.

DATE: NOVEMBER 10, 2015NUMBER: D.7

SUBJECT: TRAINING OFFICER SELECTION RELATED SECTIONS: DEPARTMENT POLICY AND PROCEDURE SECTION 3.19


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II. Evaluation of Training Officers

A. Evaluation of training officers/corporals shall primarily be the responsibility of first linesupervisors and will be done in accordance with Department Policy and Procedures

Section 10.9.

B. In addition to those requirements, all new training officers shall receive a monthlyevaluation for the first six months of appointment, documenting acceptable and/or

unacceptable performance levels. This evaluation shall be filed in the training officer’sstation file for a period of two years.


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E. Based on the trainee's performance, this process may also be extended. If the trainee is not performing at a “MEETS EXPECTATIONS” level of performance by the end of phase

training, the facility training officer may recommend to the team watch commander thetraining be extended for a specific period of time, not to exceed 7 working days at a time, so

the trainee may correct any performance deficiencies. This recommendation must besupported by daily evaluations and a Facility Training Officer Worksheet.

If the trainee is still unable to perform at a “MEETS EXPECTATIONS” rating level after theextended phase, the facility training officer will document the deficiency(s) in the daily

training evaluations and Facility Training Officer Worksheet. The evaluations and allsupporting documents will be submitted to the facility commander via the chain of command

The facility commander will consider the recommendation and supporting documents, andwill then decide whether the trainee should be retained.

II. The Phase Training Program will be evaluated on an annual basis by DTU.

III. At the end of the Phase Training Program, the deputy in training will complete a written evaluation

of the progr