1. Developing an Effective Jail Inspection Programs by Sergeant David Harvey Office of the Sheriff, the Consolidated City of Jacksonville

2. Overview

3. Biography of Presenter
I retired from the U.S. Navy as a CWO3 after 21 years. I am currently the Security Sergeant, PREA Compliance Manager for a 2189-bed facility, fire safety inspector, ACA Auditor, ACA Audit Chairman, FCAC Assessor, FCAC Team Leader, Florida Model Jail Inspector, and Chairman of the Florida Model Jail “Standards Sub-Committee”.
I have been with the Jacksonville Sheriff’s Office for 18 years. I was assigned to the Accreditation Unit for 11 years. I also worked for the Florida Department of Corrections at Florida State Prison for one year.

4. The purpose of this workshop is:
Module I: Purpose
The purpose of this workshop is:

5. Why do we need a Jail Inspection Program?
Ensures all Jails provide safe, secure, healthy, and humane environments for inmates and staff; they operate in a professional and cost efficient manner; are adequately staffed by competent, well trained personnel; and assist in returning offenders to the community as law-abiding, productive citizens.

6. Defense against lawsuits through documentation and the demonstration of good faith efforts to improve:
Conditions of confinement,
Quality of Life Issues
Jail services & operations, and/or
Medical services; 

7. Increased accountability and enhanced public credibility for administrative and line staff..
Be sure to comply with all federal, state and local
rules and regulations applicable to the Jail, such as
fire codes, health codes, building codes, safety codes.

8. Jail staff “know what to do and don’t need standards or to conduct inspections”
The prevalence of successful inmate lawsuits shows that staff and administrators do not always know what is required to operate a jail properly.
Furthermore, the knowledge, experience, and leadership of jails change with elections, retirements, and job turnover.
Standards provide a thread of continuity that keeps practices and conditions from slipping as a result of the changes.

9. Jail staff “know what to do and don’t need standards or to conduct inspections”
Having a solid set of standards and policies and procedures are necessary to establish performance requirements for Jails Inspection Programs.
But it is the inspection process that makes the standards and policies and procedures come alive.

10. MODULE II: Starting the Inspection Process

11. Getting Started to developing a Jail Inspection Program
Establish a process of internal inspections and external inspections to monitor jail operations and programs regularly.
Use this information gathered in the inspections to correct deficiencies and make improvements.

12. Inspection type and purpose
Inspections may vary in scope and purpose.
Comprehensive inspections - may be conducted to assess overall compliance of the jail operations and facility with established standards.
Partial inspections - may focus on specific aspects of the facility or operation.
Follow-up inspections - may be conducted to determine if corrective measures have resolved deficiencies identified in previous inspections

13. MODULE III: Inspection Team Selection

14. The Team Selection Process
The team usually consists of:
Fire Safety Officer
Food Service Manager
Medical and Security Staff
Sanitation Specialist
The Facility Administrator develops and maintains regular meetings and reviews schedule for staff involved in the process. Meetings are held for staff to report on their progress, review problem areas to clarify standards or policy and procedure.

15. Qualifications of the Inspection Team
There is training and certifications of staff through local and state programs:
Florida Model Jail Standards (Medical/Youth Detention Inspection) Certification Courses
American Correctional Association,
American Jail Association,
Florida Correctional Accreditation Commission (FCAC)
National Institute of Corrections

16. Qualifications of the Inspection Team con.t
Florida Model Jail Standards:

17. Qualifications of the Inspection Team con.t
Florida Corrections Accreditation Commission:

18. Qualifications of the Inspection Team con.t
American Correctional Association:

19. Qualifications of the Inspection Team
National Institute of Corrections:
The National Institute of Corrections (NIC) provides a range of technical assistance to agencies including training inspection staff.
The Basic Jail Inspector course (32 Hours).

20. Assign responsibility for conducting the review of the inspection.
The reviewer may be a staff person who has special qualifications needed to conduct the review.
Example:
1. Fire Safety Officer
2. Sanitation Officer
3. FMJS Jail Inspector

21. Module IV: Inspection Process

22. Identify the functions or activities to be inspected
Identify the key operational functions you want to be inspected:
1. Kitchen and dining room operations
2. Housing (cells and day rooms)
3. Medical (exam rooms and holding areas)
4. Maintenance areas (tool control)
5. Recreation areas (covered or uncovered)
6 Physical Plant (windows, areas in need of repair)

23. Identify the functions or activities to be inspected con.t
7. Laundry (Areas behind the dryers/Fire Hazard)
8. Combustible supply storage areas
9. Soiled linen and trash collection areas

24. Select the most effective method of inspecting
Review documentation provided on a daily basis.
Inspection of the physical plant to include all equipment, and or furnishings.
Visual observation of activities, general conditions of facility.
Develop a series of checklist to facilitate your inspection. If you have more than one facility ensure each facility is using the same checklist.
Use these checklist to record problems discovered and/or to confirm policy compliance.

25. Documentation of Findings?
A standardized inspection checklist is commonly used to document inspection findings.
A series of yes/no/N/A answers to questions concerning specific standards is a basic format.
Space is generally provided for additional comments.
Copies of the inspection report should be shared with local officials within a reasonable time frame.
This inspection checklist is public record subject to FS 119.

26. MODULE V: Timeline

27. The Type and Frequency of Internal Inspections
The frequency of the inspection depends on the type of function or activity.
As a general rule the internal inspections should include be conducted on:
Daily: Kitchen, Housing, General Sanitation and cleanliness
Weekly: Fire and Life Safety/Generator Test
Monthly: Fire Safety with comprehensive inspection and checklist

28. The Type and Frequency of External Inspections
Quarterly: Health Department, Emergency Systems(alarms), Emergency Generator Tests
Annual: Fire Marshall Fire Safety, FMJS Operations/ Medical/ Youth Detention (if applicable), Water Supply.

29. What does the Inspector look at when conducting an inspection?
Policies and Procedures
Post Orders
Incident Reports
Emergency Plans
Fire Inspection Reports
Work Orders
Menus
Daily Logs

30. Establish a process for corrective action on identified deficiencies.
Some deficiencies may be corrected immediately by the staff assigned to that area.
Other deficiencies may require additional resources or resolution at a higher level.
A corrective action plan that details the corrective measures, resources needed, responsible persons, and timeframes may be required.

31. Networking
Discuss problems with other Inspectors and/or Agencies; and
Share contacts, ideas and resources.

32. Ongoing Compliance Management
The goal of any Jail Inspection Program is to verify compliance.
Not to catch Jails doing something wrong.
Ideally, Jails should establish internal monitoring and assessment processes to manage their compliance with standards on an ongoing basis.

33. Conclusion
The inspection process is not something that starts and ends the day of the inspection, it is ongoing.
The process requires preparing for the inspection.
Conducting the inspection.
Conducting a debriefing of the inspection with the personnel in their assigned areas.

34. Questions

35. Thanks!!!!!!!!

36. Contact Information
Sergeant David Harvey
Office of the Sheriff, the Consolidated City of Jacksonville
500 East Adams Street
Jacksonville, Florida 32202
Office: (904)
FAX