Section 2504.30  Preparation of Disciplinary Reports

a)         Every employee has the duty to observe the conduct of youth.

            b)         If an employee observes a youth committing an offense, discovers evidence of its commission, or receives information from a reliable witness of such conduct, the employee shall promptly prepare a disciplinary report provided the conduct is such that it may result in disciplinary action that suspends privileges, involves the imposition of disciplinary confinement, delays referral to the Prisoner Review Board, or causes a change in work, education, or other program assignments of more than 7 days duration.  When the rule infraction is minor, every effort should be made to take corrective action that is adapted to individual circumstances, administered immediately and consistently, and is understood by the youth through appropriate counseling efforts.

c)         The disciplinary report must be fully completed.  The reporting employee shall provide the following information to the extent known or available.

1)         The name and register number of the youth.

2)         The place, time, and date of the offense.

3)         The offense that the youth is alleged to have committed.

4)         A written statement of the conduct observed.

5)         The names of youth, employees, and visitors who were witnesses.  The identity of witnesses may be withheld for reasons of security provided a statement to that effect and the information the confidential source provided are included on the disciplinary report to the extent the information can be included without jeopardizing security.

6)         The signature of the reporting employee and the date and time the report is completed.

d)         If a youth is suspected of committing a disciplinary offense, an investigative disciplinary report, hereinafter referred to as an investigative report, may be issued that reasonably informs the youth of the subject of the investigation to the extent that safety and security allow.

f)         Service of a disciplinary report upon the youth shall commence the disciplinary proceeding.  In no event shall a disciplinary report or investigative report be served upon youth more than 6 days, after the commission of an offense or the discovery thereof unless the youth is unavailable or unable to participate in the proceeding.