PRISONRAPEELIMINATIONACT
COMMUNITYCONFINEMENTSTANDARDS POLICY
Revised January 21, 2016
Transitions Inc.
700 Fairfield Ave
Bellevue, KY 41073
(859) 491-4435
PRISONRAPEELIMINATIONACTNATIONALSTANDARDS–TRANSITIONS INC. COMMUNITYCONFINEMENT
115.5Generaldefinitions.
115.6Definitionsrelatedtosexualabuse. Prevention Planning
115.211Zerotoleranceofsexualabuseandsexualharassment;PREAcoordinator.
115.213Supervisionandmonitoring.
115.214N/A
115.215Limitstocross-genderviewingandsearches.
115.216ClientswithdisabilitiesandclientswhoarelimitedEnglishproficient.
115.217Hiringandpromotiondecisions.
115.218Upgradestofacilitiesandtechnologies.
ResponsivePlanning
115.221Evidenceprotocolandforensicmedicalexaminations.
115.222Policiestoensurereferralsofallegationsforinvestigations.
TrainingandEducation
115.231Employeetraining.
115.232Volunteerandcontractortraining.
115.233Clienteducation.
115.234Specializedtraining:Investigations.
115.235Specializedtraining:Medicalandmentalhealthcare.
ScreeningforRiskofSexualVictimizationandAbusiveness
115.241Screeningforriskofvictimizationandabusiveness.
115.242Useofscreeninginformation.
115.243N/A
115.251Clientreporting.
115.252Exhaustionofadministrativeremedies.
115.253Clientaccesstooutsideconfidentialsupportservices.
115.254Third-partyreporting.
OfficialResponseFollowingaClientReport
115.261Staffandagencyreportingduties.
115.262Agencyprotectionduties.
115.263Reportingtootherconfinementfacilities.
115.264Stafffirstresponderduties.
115.265Coordinatedresponse.
115.266Preservationofabilitytoprotectclientsfromcontactwithabusers.
115.267Agencyprotectionagainstretaliation.
115.268N/A
Investigations
115.271Criminalandadministrativeagencyinvestigations.
115.272Evidentiarystandardforadministrativeinvestigations.
115.273Reportingtoclients.
Discipline
115.276Disciplinarysanctionsforstaff.
115.277Correctiveactionforcontractorsandvolunteers.
115.278Disciplinarysanctionsforclients.
MedicalandMentalCare
115.281N/A
115.282Accesstoemergencymedicalandmentalhealthservices.
115.283Ongoingmedicalandmentalhealthcareforsexualabusevictimsandabusers.
DataCollectionandReview
115.286Sexualabuseincidentreviews.
115.287Datacollection.
115.288Datareviewforcorrectiveaction.
115.289Datastorage,publication,anddestruction.
Audits
115.293Auditsofstandards.
AuditingandCorrectiveAction
115.401Frequencyandscopeofaudits.
115.402Auditorqualifications.
115.403Auditcontentsandfindings.
115.404Auditcorrectiveactionplan.
115.405Auditappeals.
StandardsforCommunityConfinementFacilities
§115.5Generaldefinitions.
Forpurposesofthispart,theterm—
Agencymeans Transitions Incorporated, which has directresponsibilityfortheoperationofall Transition’sfacilitiesthatconfineclients.
AgencyheadmeanstheCEO of the agency.
Clientmeansanypersonassigned to afacility under the control of Transitions Inc. for the purpose of receiving treatment and/or confinement. Clientcan also mean inmate, parolee or probationer depending on classification. All individuals are referred to as client while in a Transitions Inc. treatment program.
Communityconfinementfacilitymeansacommunitytreatmentcenter,halfwayhouse,alcoholordrugrehabilitationcenterinwhichindividualsresideaspartofatermofimprisonmentorasaconditionofpre-trialreleaseorpost-releasesupervision,whileparticipatingingainfulemployment,employmentsearchefforts,communityservice,vocationaltraining,treatment,educationalprograms,orsimilarfacility-approvedprograms.
Contractormeansapersonwhoprovidesservicesonarecurringbasispursuanttoacontractualagreementwiththeagency.
Employeemeansapersonwhoworksdirectlyfortheagency.
Exigentcircumstancesmeansanysetoftemporaryandunforeseencircumstancesthatrequireimmediateactioninordertocombatathreattothesecurityorinstitutionalorderofafacility.
Facilitymeansa Transition’s buildingthatisusedbythe agencyforthe confinement and/or treatmentofclients.
Facilityheadmeanstheprogram director.
Fullcompliancemeanscompliancewithallmaterialrequirementsofeachstandardexceptfordeminimisviolations,ordiscreteandtemporaryviolationsduringotherwisesustainedperiodsofcompliance.
Gendernonconformingmeansapersonwhoseappearanceormannerdoesnotconformtotraditionalsocietalgenderexpectations.
Intern means a person who is not compensated by the agency, but provides services to clients. Services can vary depending on the type of intern. Interns that provide roles similar to employees, such as conducting groups, must receive the full PREA training.
Intersexmeansapersonwho’ssexualorreproductiveanatomyorchromosomalpatterndoesnotseemtofittypicaldefinitionsofmaleorfemale.Intersexmedicalconditionsaresometimesreferredtoasdisordersofsexdevelopment.
Medicalpractitionermeansahealthprofessionalwho,byvirtueofeducation,credentials, andexperience,ispermitted bylawto evaluateandcareforpatientswithinthescopeofhisorherprofessionalpractice. A“qualifiedmedicalpractitioner”refers to such aprofessional who hasalsosuccessfullycompletedspecializedtrainingfortreatingsexualabusevictims.
Mentalhealthpractitionermeansamentalhealthprofessionalwho,byvirtueofeducation,credentials,andexperience,ispermittedbylawtoevaluateandcareforpatientswithinthescopeofhis orherprofessionalpractice.A “qualified mental healthpractitioner”refers to such aprofessionalwhohasalsosuccessfullycompletedspecializedtrainingfortreatingsexualabusevictims.
Pat-downsearchmeans arunningofthehandsovertheclothedbodyofclientbyanemployeetodeterminewhethertheindividualpossessescontraband.
Point Person means the Associate Operations Director assigned to oversee a particular facility.
PrisonmeansaninstitutionunderFederalorStatejurisdictionwhoseprimaryuseisfortheconfinementofindividualsconvictedofaseriouscrime,usuallyinexcessof1 year,orafelony.
Sanctions means any disciplinary action brought on by the agency to an employee. Employees involved in substantiated PREA incidents will be terminated. Employees found to have had knowledge of a PREA incident but failed to act in accordance with policy may also be suspended or terminated.
Staffmeansan employee of Transitions Inc.
Stripsearchmeans asearchthatrequiresapersontoremoveorarrangesomeorallclothingso asto permit a visualinspection ofthe person’s breasts, buttocks,orgenitalia.
Transgendermeansapersonwhosegenderidentity(i.e.,internalsenseoffeelingmaleorfemale) is different fromthe person’sassigned sexat birth.
Substantiatedallegationmeansanallegationthatwasinvestigatedanddeterminedtohaveoccurred.
Unfoundedallegationmeansanallegationthatwasinvestigatedanddeterminednottohaveoccurred.
Unsubstantiatedallegationmeansanallegationthatwasinvestigatedandtheinvestigationproducedinsufficientevidencetomakeafinaldeterminationastowhetherornottheeventoccurred.
Volunteermeansanindividualwhodonatestimeandeffortonarecurringbasistoenhancetheactivitiesandprogramsoftheagency.
§115.6DefinitionsRelatedtoSexualAbuse.
Sexualabuseincludes—
(1)Sexualabuseofaclientbyanotherclient;AND
(2)Sexualabuseofaclientbyastaffmember,contractor,intern orvolunteer.
Sexualabuseofaclientbyanotherclientincludes anyofthefollowingacts: ifthevictimdoesnotconsent,iscoercedintosuchactbyovertorimpliedthreatsofviolence,orisunabletoconsentorrefuse:
(1)Contactbetweenthepenisandthevulvaorthepenisandtheanus,includingpenetration,howeverslight;
(2)Contactbetweenthemouthandthepenis,vulva,oranus;
(3)Penetrationoftheanalorgenitalopeningofanotherperson,howeverslight,byahand,finger,object,orotherinstrument;and
(4)Anyotherintentionaltouching,eitherdirectlyorthroughtheclothing,ofthegenitalia,anus,groin,breast,innerthigh,orthebuttocksofanotherperson,excludingcontactincidentaltoaphysicalaltercation.
Sexualabuseofaclientbyastaffmember,contractor,orvolunteerincludesanyofthefollowingacts,withorwithoutconsentoftheclient:
(1)Contactbetweenthepenisandthevulvaorthepenisandtheanus,includingpenetration,howeverslight;
(2)Contactbetweenthemouthandthepenis,vulva,oranus;
(3)Contactbetweenthemouthandanybodypartwherethestaffmember,contractor,intern, orvolunteerhastheintenttoabuse,arouse,orgratifysexualdesire;
(4)Penetrationoftheanalorgenitalopening,howeverslight,byahand,finger,object,orotherinstrument,thatisunrelatedtoofficialdutiesorwherethestaffmember,contractor,intern orvolunteerhastheintenttoabuse,arouse,orgratifysexualdesire;
(5)Anyotherintentionalcontact,eitherdirectlyorthroughtheclothing,oforwiththegenitalia,anus,groin,breast,innerthigh,orthebuttocks,thatisunrelatedtoofficialdutiesorwherethestaffmember,contractor,intern orvolunteerhastheintenttoabuse,arouse,orgratifysexualdesire;
(6)Anyattempt,threat,orrequestbyastaffmember,contractor,intern, orvolunteertoengageintheactivitiesdescribedinparagraphs(1)-(5)ofthissection;
(7)Anydisplaybyastaffmember,contractor,intern, orvolunteerofhisorheruncoveredgenitalia,buttocks,orbreastinthepresenceofaclient,and
(8)Voyeurismbyastaffmember,contractor,intern orvolunteer.
Voyeurismbyastaffmember,contractor,orvolunteermeansaninvasionofprivacyofaclientbystaffforreasonsunrelatedtoofficialduties,suchaspeeringataclientwhoisusingatoilettoperformbodilyfunctions;requiringaclienttoexposehisorher buttocks,genitals,orbreasts; ortakingimagesof all/partofanclient’snakedbodyorofanclientperformingbodilyfunctions.
Sexualharassmentincludes—
(1)Repeatedandunwelcomesexualadvances,requestsforsexualfavors,orverbalcomments,gestures,oractionsofaderogatoryoroffensivesexualnaturebyoneclientdirectedtowardanother;and
(2)Repeatedverbalcommentsorgesturesofasexualnaturetoaclient byastaffmember,contractor,orvolunteer,includingdemeaningreferencestogender,sexually suggestiveorderogatorycommentsaboutbodyorclothing,orobscenelanguageorgestures.
StandardsforCommunityConfinementFacilitiesPreventionPlanning
§115.211ZeroToleranceofSexualAbuseandSexualHarassment;PREACoordinator.
(a)The agency mandates azerotolerance policytowardsallformsofsexualabuse and sexual harassment.The following describes the agency’s approach to preventing, detecting, and responding to such conduct. See the agency’s sexual assault action plan. 1) Implementation of the overall PREA program for all Transition’s facilities is primarily the responsibility of the agency PREA Coordinator. Each facility’s Program Director will serve as the facilities PREA manager. This PREA manager is responsible for ensuring agency PREA policies are being followed and reporting all incidents to the agency PREA coordinator. Additional responsibilities include informing the agency PREA Coordinator of any high risk clients, ensure all clients receive monthly PREA training refresher, ensure all staff receive ongoing PREA training at staff meetings at least 4 times per year, and finally to ensure assessment screenings are completed on clients within 72 hours, within 30 days, and when new information is learned or the client is involved in a PREA incident. 2) The agency PREA Coordinator will regularly review staffing plans and PREA policies to make adjustments where necessary (at least annually). The Coordinator will also conduct incident reviews of all PREA incidents. The Coordinator will stay in contact with the state PREA Coordinator regarding any changes in the law.
(b)The agency designatesAssociate Operations Director Aaron Wagner, as theagency widePREAcoordinator. The coordinator shall havesufficienttimeandauthoritytodevelop,implement,andoverseeagencyeffortstocomplywiththePREAstandardsinallofitscommunityconfinementfacilities. Specifically, the job duties related to the role of PREA coordinator will be priority over others.
§ 115.212 – Contracting with other entities for the confinement of residents.
This section is not applicable. Transition’s Inc does not contract with other entities.
§115.213SupervisionandMonitoring.
(a)Foreachfacility,theagencyhasdevelopedastaffingplanthatprovidesforadequatelevelsofstaffingandvideomonitoring,toprotectclientsagainst sexualabuse.Incalculatingadequatestaffinglevelsanddeterminingtheneedforvideo monitoring,the agencyhas taken the following in consideration:
(1)Thephysicallayoutofeachfacility;
(2)Thecompositionoftheclientpopulation;
(3)Theprevalenceofsubstantiatedandunsubstantiatedincidentsofsexualabuse;and
(4)Anyotherrelevantfactors.
(b)Incircumstanceswherethestaffingplanisnotcompliedwith,thefacilityshalldocumentandjustifyalldeviationsfromtheplan. The agency PREA coordinator must be notified, along with the facility’s point person.
(c)Onceeachyear with the assistance of the agency PREA coordinator, thefacilitywillassess,determine,anddocumentwhetheradjustmentsareneededto:
(1)Thestaffingplan;
(2)Prevailingstaffingpatterns;
(3)Thefacility’s deployment ofvideo monitoringsystems and other monitoringtechnologies;
(4)Theresourcesthefacilityhasavailabletocommittoensureadequatestaffinglevels.
§115.215LimitstoCross GenderViewingandSearches.
(a)Staff shallnotconductcross-genderstripsearchesorcross-gendervisualbodycavitysearches(meaningasearchoftheanalorgenitalopening). No strip search shall be performed without prior permission from the agency head.
(b)Facilitieswill not restrictfemaleclients’ access toregularlyavailableprogrammingorotheroutsideopportunitiesinordertocomplywiththisprovision. The agency requires at least one female on duty at all times for facilities with female clients (WRAP and Ashland). Male staff shall not pat down female clients.
(c)Theagencywilldocumentallcross-genderstripsearchesandcross-gendervisualbodycavitysearches,andshalldocumentallcross-genderpat downsearchesoffemaleclients. If a strip search or cross gender pat down of a female client is conducted with advanced permission, the program director will immediately notify the agency PREA coordinator.
(d)Clients have the righttoshower,perform bodilyfunctions,andchangeclothingwithoutstaffoftheoppositegenderviewing theirbreasts,buttocks,orgenitalia,exceptinexigentcircumstancesorwhensuchviewingisincidentaltoroutine“housechecks.”Staffoftheoppositegendermust knock and announcetheirpresencewhen enteringanareawhereclientsarelikelytobeshowering,performingbodilyfunctions,orchangingclothing. This includes client bedrooms. Specifically, staff should knock, then state “female/male on the floor,” then enter the room.
(e)Staffshallnotsearchorphysicallyexamineatransgenderorintersexclientforthe solepurpose of determiningthe client’sgenital status.If theclient’s genitalstatus is unknown,itmaybedeterminedduringconversationswiththeclient,byreviewingmedicalrecords,orifnecessary,bylearningthatinformationaspartofabroadermedicalexamination conductedinprivatebyamedicalpractitioner.
(f)Theagencywilltrainstaffinhowtoconductcross genderpat downsearchesandsearchesoftransgenderandintersexclients,inaprofessionalandrespectfulmanner,andintheleastintrusivemannerpossibleconsistentwithsecurityneeds. This training must occur prior to the staff member conducting pat downs on clients. Refresher training will be given annually. The Program Director is responsible for ensuring proper training is occurring.
§115.216ClientswithDisabilitiesand ClientswhoareLimitedEnglishProficient.
(a)Theagencyhastakenappropriatestepstoensurethatclientswithdisabilities(includingclientswhoaredeaforhardofhearing,thosewhoareblindorhavelowvision,orthosewhohaveintellectual,psychiatric,orspeechdisabilities),haveanequalopportunityto participatein or benefit from allaspects of theagency’sefforts to prevent,detect, and respond to sexualabuseandsexualharassment.Specifically, the language line (800-873-9865) can be accessed 24/7 and offers translation of multiple languages to English, via the phone. The agency, not the client, will be responsible for any associated costs. A list of employees with specialized training in languages and sign language has also been created as another resource. If a staff member is not available the agency has several local for hire interpreters available. In addition,theagencyhasensuredthatwrittenmaterialsareprovidedinformats, such as Spanish,orthroughmethodsthatensureeffectivecommunicationwith clientswithdisabilities,includingclientswhohaveintellectualdisabilities,limitedreading skills,orwhoareblindorhavelowvision.
(b)Theagencywilltake reasonable stepstoensure meaningful accesstoall aspectsoftheagency’s efforts to prevent, detect, and respond to sexualabuse and sexual harassmenttoclients whoarelimited English proficient, including stepstoprovide interpreters who can interpret effectively, accurately, and impartially,bothreceptively and expressively,usingany necessary specialized vocabulary.
(c)Theagencywillnotrelyonclientinterpreters,clientreaders,orothertypesofclientassistantsexceptinlimitedcircumstanceswhereanextendeddelayinobtaininganeffective interpreter could compromise the client’s safety, the performance of first response duties, or the investigation of the client’s allegations. The agency PREA Coordinator must be notified within 24 hours if a client is used as an interpreter, reader, or other type of resident assistant. The PREA Coordinator will keep a log of incidents.
§115.217HiringandPromotionDecisions.
(a)The agency willnothireorpromoteanyonewhomayhavecontactwithclients,andshallnotenlisttheservicesofanycontractorwhomayhavecontactwithclients,who—
(1)Hasengagedinsexualabuseinaprison,jail,lockup,communityconfinementfacility, juvenilefacility,orotherinstitution(asdefinedin42U.S.C.§1997);
(2)Hasbeenconvictedofengagingorattemptingtoengageinsexualactivityinthecommunityfacilitatedbyforce,overtorimpliedthreatsofforce,orcoercion,orifthevictimdidnotconsentorwasunableto consent orrefuse;or
(3)Hasbeencivillyoradministrativelyadjudicatedtohaveengagedintheactivitydescribedinparagraph(a)(2)ofthissection.
(b)The agency willconsideranyincidentsofsexualharassmentindeterminingwhethertohireorpromoteanyone,ortoenlisttheservicesofanycontractor,whomayhavecontactwith clients.
(c)Beforehiringnewemployeeswhomayhavecontactwithclients,theagencywill:
(1)Performacriminalbackgroundrecordscheck;and
(2)ConsistentwithFederal,State,andlocallaw,will makeitsbesteffortstocontactallpriorinstitutionalemployersforinformationonsubstantiatedallegationsofsexualabuseoranyresignationduringapendinginvestigationofanallegationofsexualabuse.
(d)The agency willalsoperformacriminalbackgroundrecordscheckbeforeenlistingtheservicesofanycontractorwhomayhavecontactwithclients.
(e)Theagencywillconductcriminalbackgroundrecordschecksatleasteveryfiveyearsfor currentemployeesandcontractorswhomayhave directcontactwithclients.
(f)Theagencywillalsoaskallapplicantsandemployeeswhomayhavecontactwithclients,directlyaboutpreviousmisconductdescribedinparagraph(a)ofthissectioninwrittenapplicationsorinterviewsforhiringorpromotionsandinanyinterviewsorwrittenselfevaluationsconductedaspartofreviewsofcurrentemployees.Theagencyalsoimposesuponemployeesacontinuingaffirmativedutytodiscloseanysuchmisconduct. Employees must report any arrest, citation without an arrest for a misdemeanor or felony, or citation without arrest for a serious violation (such as driving under the influence, alcohol intoxication, public intoxication), within 24 hours to their supervisor.
(g)Materialomissionsregardingsuchmisconduct,ortheprovisionofmateriallyfalse information,shallbegroundsforimmediate termination.
(h)Unlessprohibitedbylaw,theagencywillprovideinformationonsubstantiatedallegationsofsexualabuseorsexualharassmentinvolvingaformeremployee,uponreceivingarequestfrom aninstitutionalemployerforwhomsuchemployeehasappliedtowork.
§115.218UpgradestoFacilitiesandTechnologies.
(a)Whendesigningoracquiringanynewfacilityandinplanninganysubstantialexpansionormodificationofexistingfacilities,theagencywillconsidertheeffectofthedesign,acquisition,expansion, or modification upon the agency’s abilityto protect clients from sexual abuse.
(b)Wheninstallingorupdatingavideomonitoringsystem,electronicsurveillancesystem,orothermonitoringtechnology,theagencywillconsiderhowsuchtechnologymayenhancetheagency’sabilityto protect clientsfrom sexual abuse.
ResponsivePlanning
§115.221EvidenceProtocolandForensicMedicalExaminations.
(a)When a sexual abuse incident occurs and physical evidence is involved, staff must follow the agency’s evidence protocol. The preferred method of dealing with evidence is to secure the area by keeping staff and clients out. For example, if the incident occurs in a bedroom, the room should be blocked off and no one allowed access. Probation and Parole or the local law enforcement agency handling the investigation will immediately be contacted to secure and take the evidence into their custody. However, if circumstances do not allow for proper securing of the scene, or if law enforcement is not available to respond in a timely manner, staff must secure the evidence in evidence bags. Each facility has been provided evidence bags that must remain in the front office. Staff should use gloves when placing evidence into the bags. Evidence bags should be immediately sealed and the chain of custody on the front of the bag must be filled out. The Program Director is responsible for securing the evidence until it can be turned over to law enforcement. At no time should staff take evidence home, leave it unsecure in a common area, or destroy it.
(b)Theagencywillofferallvictimsofsexualabuseaccesstoforensicmedicalexaminationswhetheratanoutsidefacility,withoutfinancialcost,wheremedically appropriate.SuchexaminationsshallbeperformedbySexualAssaultForensicExaminers(SAFEs)orSexualAssault NurseExaminers(SANEs)wherepossible.St Elizabeth hospitals have several SANE nurses on staff that can handle these types of examinations at the request of law enforcement. If SAFEsorSANEs cannotbemadeavailable,theexaminationcanbeperformedbyotherqualifiedmedicalpractitioners. The agency PREA coordinator will coordinate these efforts with the law enforcement agency handling the investigation.
(c)Theagencywillattempttomakeavailabletothevictim,avictimadvocatefromarapecrisiscenter. For Northern Kentucky facilities, referrals will be made to the Women’s Crisis Center and/or North Key. For the Ashland facility, referrals will be made to Pathways. Ifarapecrisiscenterisnotavailabletoprovidevictimadvocateservices,theagencyshallmakeavailableaqualifiedstaffmemberfromacommunity basedorganizationoraqualifiedagencystaffmember.
(d)Asrequestedbythevictim,thevictimadvocate,qualifiedagencystaffmember,orqualifiedcommunitybasedorganizationstaffmembershallaccompanyandsupportthevictimthroughtheforensicmedicalexaminationprocessandinvestigatoryinterviewsandshallprovideemotionalsupport,crisisintervention,information,andreferrals.
(e)Totheextenttheagencyitselfisnotresponsibleforinvestigatingallegationsofsexualabuse,theagencywillrequestthattheinvestigatingagencyfollowtherequirementsofparagraphs(a)through(d)ofthissection.
§115.222PoliciestoEnsureReferralsofAllegationsforInvestigations.
(a)Theagencywillensurethatanadministrativeorcriminalinvestigationiscompletedforallallegationsofsexualabuseandsexualharassment through an institution/action plan. This plan is reviewed annually with existing staff, upon hire of new staff and a copy must remain in the front office of each facility.
(b)Theagencywill refer to probation & parole, Kentucky State Police, and/or local law enforcement toconductcriminalinvestigations,unlesstheallegationdoesnotinvolvepotentiallycriminalbehavior.All referrals will be documented in the incident file. The agencyhaspublishedthe PREA policyonitswebsite.
(c)Ifaseparateentityisresponsibleforconductingcriminalinvestigations,suchpublicationshalldescribetheresponsibilitiesofboththeagencyandtheinvestigatingentity.
TrainingandEducation
§115.231EmployeeTraining.
(a)Theagencytrainsallemployeeswhomayhavecontactwithclientson:
(1)Itszero-tolerancepolicyforsexualabuseandsexualharassment;
(2)Howtofulfilltheirresponsibilitiesunderagencysexualabuseandsexualharassmentprevention,detection,reporting,andresponsepoliciesandprocedures;
(3)Clients’right to befreefrom sexual abuseand sexual harassment;
(4)Therightofclientsandemployeestobefreefromretaliationforreportingsexualabuseandsexualharassment;
(5)Thedynamicsofsexualabuseandsexualharassmentinconfinement;
(6)Thecommonreactionsofsexualabuseandsexualharassmentvictims;
(7)Howtodetectandrespondtosignsofthreatenedandactualsexualabuse;
(8)Howtoavoidinappropriaterelationshipswithclients;
(9)Howtocommunicateeffectivelyandprofessionallywithclients,includinglesbian,gay,bisexual,transgender,intersex,orgendernonconformingclients;and
(10)Howtocomplywithrelevantlawsrelatedtomandatoryreportingofsexualabusetooutsideauthorities.
(b)Such trainingshall betailored to thegender of the clients at the employee’sfacility. Theemployeeshallreceiveadditionaltrainingiftheemployeeisreassignedfromafacilitythathousesonlymaleclientstoafacilitythathousesonlyfemaleclients,orviceversa.
(c)Allcurrentemployeeswhohavenotreceivedsuchtrainingshallbetrainedwithinone yearoftheeffectivedateofthePREAstandards,andtheagencywillprovideeachemployeewithrefresher training (power point)everyyearto ensurethat all employees know the agency’scurrentsexualabuseandsexualharassmentpoliciesandprocedures. Theagencywilldocument,throughemployeesignature on a training formthat employeesunderstandthetrainingtheyhavereceived.
§115.232Volunteer, InternandContractorTraining.
(a)Theagencywillensurethatallvolunteers, internsandcontractorswhohavecontactwithclients havebeen trained on their responsibilitiesunder theagency’ssexual abuse and sexualharassmentprevention,detection,andresponsepoliciesandprocedures. Volunteer applications must be forwarded to the main office prior to the volunteer starting to ensure that training has been conducted. Intern application are received and assigned through the main office only.
(b)Thelevelandtypeoftrainingprovidedtovolunteers, internsandcontractorsshallbebasedonthe servicestheyprovideandlevelofcontacttheyhavewithclients,butallvolunteers, internsandcontractorswhohavecontactwithclientsarenotifiedoftheagency’szero-tolerancepolicyregardingsexualabuseandsexualharassmentandinformedhowtoreportsuchincidents.
(c)Theagencymaintainsdocumentationconfirmingthatvolunteers, internsand contractorsunderstandthetrainingtheyhavereceived. Signed training forms must be sent to the agency PREA coordinator upon completion of training to be kept on file.
§115.233ClientEducation.
(a)Duringtheintake process,clientsmust receive information explainingtheagency’s zero tolerancepolicyregardingsexualabuseandsexualharassment,howtoreportincidentsorsuspicionsofsexualabuseorsexualharassment,theirrightstobefreefromsexualabuseandsexualharassmentandtobefreefromretaliationforreportingsuchincidents,andregardingagencypoliciesandproceduresforrespondingtosuchincidents. The client must sign the intake form in Credible that he or she understands.
(b)Theagencywillproviderefresherinformationwheneveraclientistransferredtoa differentfacility. This is part of the intake process that will occur within 72 hours of arrival.
(c)Theagencywillprovideclienteducationinformatsaccessibletoallclients,including thosewhoarelimitedEnglishproficient,deaf,visuallyimpaired,orotherwisedisabledaswellasclientswhohavelimitedreadingskills. Facilities will keep copies of PREA material in Spanish.
(d)Theagencymaintainsdocumentationofclientparticipationintheseeducation sessions. Every month, each facility will review the PREA policy with all clients during a house meeting. Each client must sign an attendance form and that form will be sent to the agency PREA coordinator to keep on file. This refresher is in addition to the information clients receive upon intake and/or transfer.
(e)In additiontoprovidingPREAeducation,theagencyensuresthatkeyinformationiscontinuouslyandreadilyavailableorvisibletoclientsthroughposters andfacilityhandbooks. PREA posters with contact phone numbers must be displayed near the pay telephones. At least one poster will be displayed on each level of the facility. The PREA policy will be displayed in a common area at all times in English and Spanish.
§115.234SpecializedTraining: Investigations.
(a)In additiontothegeneraltrainingprovidedto allemployeespursuantto§115.231,theagencyensuresthatitsinvestigatorshavereceivedtraininginconductingsuchinvestigations.All Program directors and Associate Operations Directors have been sent to the Department of Corrections investigator trainings and are certified investigators. All new program directors are required to obtain investigator status at the first available training class.
(b)Specializedtrainingshallincludetechniquesforinterviewingsexualabusevictims,properuseofMirandaandGarritywarnings,sexualabuseevidencecollectioninconfinementsettings,andthecriteriaandevidencerequiredtosubstantiateacaseforadministrativeactionorprosecutionreferral.
(c)TheagencyPREA coordinator maintainsdocumentationthatinvestigatorshavecompletedthe requiredspecializedtraininginconductingsexualabuseinvestigations.
§115.235SpecializedTraining:MedicalandMentalHealthCare.
(a)At this time the agency does not directly employ medical or mental health staff. However, if in the future those specialty positions are created, theagencywillensurethatallmedicalandmentalhealthcarepractitionerswhoworkregularlyinitsfacilitieshavebeentrainedin:
(1)Howtodetectandassesssignsofsexualabuseandsexualharassment;
(2)Howtopreservephysicalevidenceofsexualabuse;
(3)Howtorespondeffectivelyandprofessionallytovictimsofsexualabuseandsexualharassment;and
(4)Howandtowhomto reportallegationsorsuspicionsofsexualabuseandsexualharassment.
(b)Ifmedicalstaffemployedbytheagencyconductforensicexaminations,suchmedicalstaffshallreceivetheappropriatetrainingtoconductsuchexaminations.
(c)Theagencyshallmaintaindocumentationthatmedicalandmentalhealthpractitionershavereceivedthetrainingreferencedinthisstandardeitherfromtheagencyorelsewhere.
(d)Medicalandmentalhealthcarepractitionersshallalsoreceivethetrainingmandatedforemployeesunder§115.231orforcontractorsand volunteersunder§115.232,dependinguponthe practitioner’sstatusat the agency.
ScreeningforRisk
§115.241ScreeningforRiskofVictimizationandAbusiveness.
(a)Allclientswillbeassessedduringanintakescreeningandupontransfertoanotherfacilityfortheirriskofbeingsexuallyabusedbyotherclientsorsexuallyabusivetowardotherclients.
(b)Intakescreeningsshall takeplacewithin72hoursofarrivalatthefacility. If a client is not assessed within this time period, the agency PREA coordinator must immediately be notified with an explanation and plan.
(c)Suchassessmentsshallbeconductedusingthe approvedscreeninginstrument.
(d)Theintakescreeningshallconsiderthefollowingcriteriatoassessclients forriskofsexualvictimization:
(1)Whethertheclienthasamental,physical,ordevelopmentaldisability;
(2)Theageoftheclient;
(3)Thephysicalbuildoftheclient;
(4)Whethertheclienthaspreviouslybeenincarcerated;
(5)Whetherthe client’s criminal historyis exclusivelynonviolent;
(6)Whethertheclienthaspriorconvictionsforsexoffensesagainstanadultorchild;
(7)Whethertheclientisorisperceivedtobegay, lesbian,bisexual,transgender,intersex,orgendernonconforming;
(8)Whethertheclienthaspreviouslyexperiencedsexualvictimization;and
(9)Theclient’s ownperception of vulnerability.
(e)Theintakescreeningconsidersprioractsofsexualabuse,priorconvictionsforviolentoffenses,andhistoryofpriorinstitutionalviolenceorsexualabuse,asknowntotheagency,inassessingclientsforriskofbeingsexuallyabusive.
(f))Within30daysfrom theclient’s arrivalatthefacility, thefacilitywillreassess the client’srisk of victimization or abusiveness based upon any additional,relevantinformationreceivedbythefacilitysincetheintakescreening.
(g)Aclient’srisklevel shallbereassessedwhenwarrantedduetoa referral,request,incidentof sexualabuse, or receipt of additionalinformationthatbears on theclient’s risk of sexualvictimizationorabusiveness.
(h)Clientsmaynotbedisciplinedforrefusingtoanswer,orfornotdisclosingcompleteinformationinresponseto,questionsaskedpursuanttoparagraphs(d)(1),(d)(7),(d)(8),or(d)(9).
(i)Theagencyhasimplementedcontrolsonthedisseminationwithinthefacilityofresponsestoquestionsaskedinordertoensurethatsensitiveinformation is not exploited to theclient’s detriment bystaff orother clients.Assessments are not to be kept in the clients file, the program director will keep them separate and secure in their office. Staff should not discuss the results of an assessment with anyone but their supervisor.
§115.242Use of Screening Information.
(a)Theagencywilluseinformationfromtheriskscreeningrequired by§115.241toinformstaff and if necessary other departments within Transitions,withthegoalofkeepingseparatethoseclientsathigh riskofbeingsexuallyvictimizedfromthoseathigh riskofbeingsexuallyabusive. At any time a high risk client is identified, the program director must notify the agency PREA coordinator. High risk clients will be discreetly identified on the house check form so staff is aware when they conduct their hourly house checks. Each individual high risk client will be reviewed to determine where to assign them. In most facilities, high risk clients will be assigned bedrooms on the first floor near the staff office. In some cases, high risk clients will be transferred to another facility to avoid possible conflicts. At no time will staff disclose to any client another client’s risk level.
(b)Theagencyshallmakeindividualizeddeterminationsabouthowtoensurethesafetyofeachclient.These decisions must be made with the input of the program director and PREA coordinator. High risk clients will be immediately placed in a high risk room. If no room is available or there is a conflict, an alternative room will be assigned. At times it may be determined to transfer the client to another facility for their safety. Any transfers would be made to another Transition’s facility, unless unavailable. At that time the PREA coordinator would arrange a transfer to an outside agency.
(c)Indecidingwhethertoassignatransgenderorintersex clienttoafacilityformaleorfemaleclients,andinmakingotherhousingandprogrammingassignments,theagencyshallconsider ona case-by-casebasis whether aplacementwould ensurethe client’s health andsafety,andwhethertheplacementwouldpresentmanagementorsecurityproblems.At no time should a transgender client be assigned a room without first being reviewed by the PREA coordinator.
(d)A transgender or intersexclient’sown viewswith respect to hisor herownsafetyshall begivenseriousconsideration.
(e)Transgenderandintersexclientsshallbegiventheopportunitytoshowerseparatelyfromotherclients.
(f)Theagencyshallnotplacelesbian,gay,bisexual,transgender,orintersexclientsin dedicatedfacilities or bedrooms solelyonthebasisofsuchidentificationorstatus,unlesssuchplacementisinadedicatedfacilityor bedroom isestablishedinconnectionwithaconsentdecree,legalsettlement,orlegaljudgmentforthepurposeofprotectingsuchclients.
§115.243N/A Reporting
§115.251ClientReporting.
(a)Theagencyprovidesmultipleinternalwaysforclientstoprivatelyreportsexualabuseandsexualharassment,retaliationbyotherclientsorstaffforreportingsexualabuseandsexualharassment,andstaffneglectorviolationofresponsibilitiesthatmayhavecontributedto suchincidents.These include verbally in person to any staff person, in writing to any staff person, the main office or DOC, OR via the 800 number to a third party. The 800 number can be found on each floor of the facility and next to pay phones. Clients are free to report to any staff personand can do so anonymously.
(b)Theagencyalsoinformsclientsofatleastonewaytoreportabuseorharassmenttothe Kentucky Department of Corrections, which isabletoreceiveandimmediatelyforwardclientreportsofsexualabuseandsexualharassmenttoagencyofficials, allowingtheclienttoremainanonymousuponrequest. Clients are able to call the 800 number established specifically for PREA reports or they can contact any official with the Department of Corrections in Frankfort. Both numbers are found throughout the facility, posted at all times.
(c)Staffwillacceptreportsmadeverbally,inwriting,anonymously,andfromthirdpartiesandshallimmediatelydocumentanyverbalreports and report to a supervisor. Staff must then follow the agency’s action plan to begin the reporting and investigation process.
(d)Theagencyprovidesamethodforstafftoprivatelyreportsexualabuseandsexualharassmentofclients. Staff may report to their program director or the main office verbally, in writing or by email. They may also use the 800 numbers provided by the Department of Corrections.
§115.252ExhaustionofAdministrativeRemedies.
(a)Theagencyhasadministrativeprocedurestoaddressclientgrievances. However, grievances involvingsexualabuse will not follow this procedure. In those situations, staff should accept the client’s grievance and immediately contact a supervisor to begin the investigation. See Section 3. A grievance related to sexual abuse or harassment must be followed using this policy, NOT the general grievance policy.
(b)(1)Theagencydoesnotimposeatimelimitonwhenaclientmaysubmitagrievanceregardinganallegationofsexualabuse.
(2)Theagencydoes notapplytimelimitsonanyportionofagrievance, even if it does not allegeanincidentofsexualabuse.
(3)Theagencyprohibits theuseof the grievanceprocess toattempttoresolvewithstaff,anallegedincidentofsexualabuse. Any allegation of sexual abuse must be reported directly to the program director and agency PREA coordinator immediately. The grievance process is never to be used to address PREA related allegations. However, if a client uses a grievance form to report sexual abuse or harassment, staff must accept it as an alternative method of reporting abuse and immediately follow the agency’s action plan.