Section 2602.50  Admission Procedures


a)         Introduction


1)         The legal authority for detention admissions is the juvenile court judge or his designated representative.  A thoroughly planned and well-organized admission process is an indispensable prerequisite to good detention management.


2)         Admission to a detention facility can be a traumatic experience.  A feeling of abandonment is easily developed due to separation from home and familiar surroundings.


b)         Minimum Standards


1)         Posting of Rights

A Notice of Rights, in Spanish and English, available from the Office of Detention and Audit Services, shall be conspicuously posted in all areas, other than detention rooms, where youth are held in custody.


2)         Legal Confinement Authority

The staff member accepting youth for detention must determine that each is being detained under proper legal authority.


3)         Identity

Identity of the person being admitted must be verified.


4)         Injuries

Any seriously injured, seriously ill or unconscious youth must not be admitted to the detention facility until a medical examination has been conducted by a licensed physician.  A written record of diagnosis, treatment, and medication prescribed shall accompany the youth if detention admission approval prevails.


5)         Parental Notification

Detention staff shall notify the parents, guardian or other responsible person of the youth's admission within one hour after arrival.  Date and time of such call and name of person contacted shall be recorded.


6)         Strip Search

A strip search consistent with law shall be performed by a staff member to assure against the introduction of weapons, contraband or body pests.


A)        The strip search shall be performed in an area that ensures privacy and dignity of the individual.  The individual shall not be exposed to the view of others not specifically involved in the process.


B)        Searches shall be conducted by a person of the same sex.


C)        All personal clothing shall be carefully searched for contraband.


D)        The probing of body cavities may not be done except where there is reasonable suspicion to believe that the detainee is carrying contraband there, and such searches may only be conducted by medically trained persons, e.g., physician, physician assistant, registered nurse, licensed practical nurse, paramedic, in a private location and under sanitary conditions.


7)         Personal Property, Accountability

Each personal property item taken from the youth shall:


A)        Be listed and described in the presence of the youth and a receipt issued.


B)        The receipt must show the signatures of the admitting staff member and the youth, with the original filed in the youth's personal record file and the duplicate given to the youth.


8)         Personal Property, Security

All personal property of the youth shall be securely stored until such time as release, discharge or transfer occurs, unless the youth approves, in writing, the release of such property to a designated person.


A)        Personal property released to a third party must have the youth's signature approval and the signature receipt of the third party.


B)        Contraband items, officially confiscated or disposed of, shall be shown on the inventory and the youth's signature shall be obtained along with the signature of the staff member.


C)        Items of personal property subsequently added shall be recorded on the inventory and the youth's signature shall be obtained along with the signature of the staff member.


D)        A system of strict accountability to ensure personal property security shall be established in writing.


E)        Personal clothing shall be laundered or dry cleaned, as appropriate, before storage and made ready for a youth's court appearance, release or approved use during the detention period.


9)         Medical Screening

The admitting staff member shall observe the youth for any obvious injuries or illnesses requiring immediate emergency medical care, rashes, unusual cough, high temperature, body pests, and general mental status.  The officer shall determine by questioning whether the youth has medical conditions such as dependence on drugs or alcohol, diabetes, epilepsy, past treatment for mental disorders or allergies; whether the youth is on medication; and if female, whether she is pregnant. The person performing the examination shall be trained to identify medical and mental problems.


A)        The admitting staff member shall question the parents, guardian or other responsible person, at the time of the first visit, regarding the medical history of the youth.


B)        Any youth showing signs of or reports physical or mental distress, drug or alcohol abuse shall be referred to health care personnel immediately.


10)         Medication

Any medication in the possession of a youth at admission shall be labeled for identification and withheld until a medical doctor determines the disposition.  This determination shall be made at the earliest possible time, but in no instance shall it exceed eight hours after admission or within the time interval specified for administration of the medication on the prescription container, whichever is less.


11)         Face Sheet and Personal Record Information

A record for each youth shall be established at admission and maintained throughout the period of confinement.  Such record shall include:


A)        Name.


B)        AKA and nicknames.


C)        Address.


D)        Age, date of birth, and sex.


E)        Parents, guardian or responsible person to notify in case of emergency, including address and telephone number.


F)         Physical description and characteristic marks.


G)        Occupation.


H)        Education level and name and address of school now attending.


I)         Religion or religious affiliation.


J)         Alleged charge.


K)        Date and time of police custody.


L)        Date and time of admission and authority.


M)       Name and title of officers presenting and receiving youth, as well as law enforcement jurisdiction by name.


N)        Name and telephone number of youth's attorney.


O)        Dates of previous admissions and releases.


P)         Legal status.


Q)        Medical record of health and physical condition at admission; during confinement, including treatment and medication administered; and condition at discharge.  Medical records shall be kept separately, subject to court order.


R)        Itemized record of youth's cash, other valuables, and monetary expenditures and receipts while in custody.


S)         Date and time of court detention order.


T)         Date of petition filing.


U)        Date of adjudicatory and/or dispositional hearing, including continuances.


V)        Dates of temporary absences from detention facility, authority to be absent, and destination.


W)       Record of visitors' names and dates of visits.


X)        Record of misconduct and discipline administered.


Y)        Probation officer.


Z)        Date of release, including name of person and agency to whom released.


12)         Lice and Other Body Pests

Treatment, as directed by the facility physician, shall be initiated immediately when body pests are detected.


13)         Showers

All youth must shower or bathe when admitted, except as amended by medical advice in individual cases.


14)         Room Assignment

The youth shall be assigned to suitable quarters. (See Section 702.80.)


15)         Items of Issue

Youth shall be issued clean bedding, towel, necessary clothing, soap, toothbrush, and dentifrice.


A)        Bedding shall consist of sheets, flame retardant mattress, blanket(s) appropriate to the season of the year, a pillow, and pillow case.


B)        The towel shall be cloth and of bath size.


16)         Rules and Regulations

A copy of the printed detention facility rules and regulations shall be given, explained to and acknowledged by each youth at time of admission.  Written documentation shall exist as to distribution, explanation and acknowledgement.


17)         Admission Isolation

A youth shall not routinely be placed in isolation at admission pending a routine medical examination by a medical doctor or licensed nurse or as a "cooling off period."


18)         Orientation

An initial orientation, conducted by the case worker or a member of the group supervisory staff, shall be conducted at time of admission.


19)         Orientation Content

The orientation shall include:


A)        Information pertaining to rising and retiring, meals, mail procedures, telephone privileges, visiting, correspondence, commissary, recreation, and medical care.


B)        Rules of conduct.


C)        Disciplinary procedures.


D)        Information regarding programs, i.e., education, arts and crafts, counseling, and all social services.


E)        Procedures for making requests or entering complaints to staff members, judiciary or to Department of Juvenile Justice personnel.


F)         Orientation presentations shall be in written form and read to youth. Non-English speaking youth shall be given interpretive assistance.


c)         Recommendations


1)         Varied and multicolored clothing should be furnished to all youth upon admission.


2)         Any serious injuries existing at the time of admission should be photographed in color.


3)         A description of personal items should be noted.  For example, ring settings should be so described rather than stating "diamond" and watches should be identified by brand name.


4)         One staff member should be designated the responsibility for personal property control.


5)         American Medical Association Standards regarding all medical screening and medical services in jails should be considered.