Procedures

Procedures 1. An academy, institution or facility operated for the purpose of training detention officers or any officials covered by this act shall submit a formal application to the Board for review and approval. Certified detention officer instructors who provide Board-approved training outside of any accredited institution shall also submit a formal application. Such independent instructors shall be accredited on a course by course basis. Training requiring Board-approval conducted prior to accreditation of the training facility or the course, shall not be credited for certification requirements. Further any training that fails to meet the agreed upon delivery program, curriculum or method of instruction as described herein shall be denied recognition. A. Administrative Requirements 1. Administrative staffing – Accredited facilities must provide full-time minimal staffing as follows: a. Director of Training – Accredited facilities shall designate an employee responsible for training activities. The Director's responsibilities will include at the minimum the following: 1. Scheduling and presentation of training programs, 2. Selection and training of staff, 3. And preparation, maintenance, and timely filing of BJOST reports and records. b. Training Staff – Every accredited facility shall designate one or more instructional staff persons. These individuals must hold an instructor certificate as issued by the Board. There shall be at least one instructor for every 15 students during scenario, hands-on or defensive tactics training. c. Support Staff – Adequate support staff shall be designated to assist the Director of Training in the maintenance of required reports and records. While a director of training may also be the designated training officer, this person may not be the sole employee or agent of an accredited facility. 2. Academy Policy and Procedures Manual - All accredited facilities must maintain an academy policy and procedures manual. a. This manual should provide guidance to all staff of the facility in the following policy areas: 1. policy on the admission of students and class size, 2. use and storage of any weapons, chemical munitions, and mock weapons, 3. hours of operation of the academy 4. policy regarding class hours, breaks, etc., 5. policy regarding student conduct and classroom procedures 6. classroom rules and regulations, 7. a description of the training delivery methods, 8. policy limiting student activities to those approved in curriculum, 9. dress and uniform regulations of staff and students, 10. security of testing materials, Testing and grading procedures, 11. disciplinary procedures within the academy, 12. Policy for reporting absences b. The manual should provide emergency operation plans to cover accidents or mishaps concerning: 1. defensive tactics, 2. chemical spray, 3. other approved student activities, 4. medical, 5. fire, 6. and natural disaster. The use of students to augment or supplement the resources of a detention agency are prohibited. During time of emergency, the academy should postpone training activities and release student to report to their home agencies. Any agency should make the appropriate coordination to employ another department’s officers. If there are exigent circumstances that would preclude this timely coordination agencies may proceed to request assistance. However, refusal to comply under these conditions does not constitute misconduct or insubordination and is not grounds for dismissal. c. The training delivery plan may include a variety of techniques to provide a balance of independent learning coupled with instructor driven activities such as lecture, case study and scenarios. Institutions are encouraged to use self- paced instruction and/or distant learning technologies to augment other methods employed by the instructor. However, the board will not approve any accreditation plan that provides inadequate instructor involvement in the training program. For example, a program of instruction that relies on self- paced or correspondence training followed by a proctored exam would fail to meet this requirement. 3. Academy Records - Accredited facilities must provide documentation of all activities of Board-approved programs. Records shall reflect the entire period for which a Board-approved training program was conducted and shall when appropriate be prepared in advance of program. a. Academy Administrative Record - All accredited facilities shall maintain an Academy Administrative Record to conduct Board-approved training programs. The Academy Administrative Record must contain the following information: 1. A copy of the “Academy Accreditation Application”, as submitted and approved by the Board on Jail Officer Standards and Training 2. The “Academy Accreditation Certification” 3. Copies of the BJOST Monitoring Reports 4. A copy of the “Instructor Application” form on each instructor employed, 5. The “Instructor Certificates”, 6. A copy of the instructors' training records, 7. The “Performance Objectives” for all Board-approved training conducted at the facility. 8. Any revision to the “Performance Objectives’ shall be retained along with the original Performance Objectives (including the date of change), 9. And a current copy of the written policy and procedure manuals. b. The Academy Administrative Record shall also contain a copy of the “Student Handbook”. The handbook should contain at the minimum the following information 1. The rules and regulations of the academy 2. The identification of the academy staff, their duties, and responsibilities 3. A copy of the Jail Officer Training Program 4. The academic requirements, 5. And any information for which the student will be held accountable c. Class (School) Record - All accredited facilities shall maintain a Class Record for each Board-approved training program. The Class Record must contain the following information: 1. Class Schedule - giving specific hour of instruction, subject matter to be covered during the time period, and the instructor conducting the training. This schedule must be submitted to and approved by BJOST ten (10) working days prior to class being conducted, 2. Entrance roster of students and their agencies, 3. Master copy of all tests (answer key must be stored separate from test) that were administered to students in this class, include any performance testing documentation, 4. Attendance record of students and explanation for non-attendance 5. A student who is absent for more than five percent (5%) of Board- approved training as a result of illness and /or emergency and/or required court appearance (s) and/or military duty may be dismissed without prejudice from the class. The academy director shall make this determination upon review of student's training record, 6. Copy of all learning goals and performance objectives used during this class. Reference to master set of performance objectives will be acceptable, if master set of performance objectives are reviewed by instructor and signed as acceptable for class being conducted, 7. Final roster of students completing the class and their ranking, 8. Written documentation of any student withdrawing from the academy. Documentation should include name, department, date, time, reason for withdrawal, signature of student withdrawing and signature of person accepting withdrawal, 9. Copy of all correspondence to and from the Board on Jail Officer Standards and Training concerning this class, 10. And student's evaluation of the program. d. Student Record - All accredited facilities must maintain a Student Record for each student attending Board-approved training. The Student Record must contain the following: 1. Copy of Board on Jail Officer Standards and Training “Application for Training Academy”, and “Personal Information Summary”, if applicable, 2. Documentation of student's orientation to the “Student Handbook”, 3. Student's performance results on examinations, performance testing or any other means of evaluating the student’s capabilities, 4. Documentation of any and all counseling with the student while in attendance, 5. Copy of any disciplinary action taken against the student, 6. Authorization for student to take medication or for limited participation in structured program 7. Copy of documentation of injury or accident concerning the student 8. Copy of all correspondence between academy and student and/or department, 9. Authorization of student to be absent from class, and 10. Copy of all awards and certificates bestowed upon the student e. Safety Requirements - All accredited academies are charged with the health and safety of all students while in training. Therefore, all academies shall comply with the following: 1. The Director of Training and any instructors shall have current First-Aid and CPR certification, 2. Every academy shall meet or exceed the fire and sanitation codes requirements of their locality 3. Every academy shall be inspected on an annual basis by the appropriate public health and/or safety officials 4. Every academy shall have a written emergency operation plan concerning a. activity training and facilities, b. Medical c. Fire, and d. Natural disaster. B. Physical Requirements 1. Physical Facilities – It shall be the responsibility of the accredited academy to provide the following minimum physical facilities for training. a. Administrative Equipment 1. word processing, data base and other related software, 2. Means to reproduce written documents on-site, and 3. Additional office equipment as needed to perform common administrative duties. b. Record Storage Area 1. There shall be adequate space and method for storage of required academy records, 2. Records may be stored in electronic format provided that an acceptable form of safe offsite records backup is in place. 3. And the record storage area must be secure and accessible by authorized persons only. In the case of electronic format records, there must be adequate security in the form of passwords, security of storage devices or access to the workstation. c. Classroom Facility – Accredited facilities must have access to a comfortable, well lit, classroom which will seat adult students. Each student shall have an appropriate amount of individual space. Students shall have desks, tables, or other acceptable work areas in the classroom. d. Audio-visual and other instructional equipment necessary to provide effective training must be dedicated to the law enforcement training facilities: 1. Overhead projector 2. Projector screen 3. Transparency maker 4. Video-tape recorder, playback unit and monitor 5. Chalk/marker board at least 20 square feet (4’ x 5’), 6. And additional training aids as required to achieve Board-approved learning (e.g., handcuffs, restraints, riot gear, air packs, CPR manikins, mock weapons, etc.) e. Detention Officer Activities Center 1. The Activities Center shall provide or have access to adequate space, training aids and mock cells for the conduct of scenario training and defensive tactics. 2. The Center shall have ample protective material for use to prevent injury from contact with the floor or walls during scheduled training activity. 3. the area shall have adequate space for safe participation for every student. (Up to the expected maximum student load) 4. There shall be a complete, industrial-type first aid kit with immediate accessibility to the students or instructors in or near the Center. C. Awarding of Accreditation – The Board may approve or disapprove accreditation based upon the following criteria: 1. completion of application 2. compliance with requirements of application, 3. quality of physical facilities, 4. fiscal responsibility of applicant, 5. current training needs of the state as determined by the Board, 6. and the evaluation of additional data the Board may require to complete the accreditation process. D. Revocation of Accreditation - The Board may revoke the accreditation of a training facility upon showing just cause, which includes, but is not limited to: 1. administrative error in accreditation, 2. falsification of any information on the application or subsequent reports, 3. facility becomes inadequate, 4. academy is no longer required to meet the training needs of the state, 5. facility fails to correct, upon notification, any non-compliance with Board- approved training guidelines, rules, or regulations, 6. facility fails to make reports or falsely reports to the Board, 7. when a facility fails to conduct two (2) Board-approved basic detention training courses during the calendar year, 8. and any other action detrimental to professional detention training History - Adopted – 03/2001