MCC New York institution supplement on duty officer procedures, Oct. 2017

EFTA00131252¶

U.S. Department of Justice Federal Bureau of Prisons Metropolitan Correctional Center New York, NY 10007¶

Institution Supplement¶

OPI: Executive Assistant¶

NUMBER: NYM5502.11¶

DATE: 10/26/2017¶

SUBJECT: Duty Officer¶

1. PURPOSE: To establish procedures for implementing Bureau of Prisons Program Statement 5502.10, Duty Officers.

2. DIRECTIVES AFFECTED: Directives rescinded: Institution Supplement 5502.10b, Duty Officers, dated December 16, 2014. Directives Referenced: Program Statement 5502.11 Duty Officers, dated September 26, 2016.

3. POLICY: To make available an Administrative Duty Officer (ADO) and Institution Duty Officer (IDO), as designated by the Warden, to whom emergency calls will be directed during other than normal working hours, on holidays and weekends.

4. IMPLEMENTATION: The Executive Staff, (to include the Captain) will rotate weekly as Administrative Duty Officer. The ADO will be the liaison between the IDO and the Warden. Department Heads and others designated by the Warden will rotate weekly in the Institution Duty Officer position and be provided with a roster, which will indicate each tour of duty. The IDO must be on call for any incident, which may occur and report any pertinent facts to the ADO.

5. ADMINISTRATIVE DUTY OFFICER: In addition to other responsibilities described in this Institution Supplement, the ADO is to make himself/herself available by telephone during off duty times. In the event that the ADO is absent from his/her residence during off duty times, he/she must be accessible through the cell phone assigned to each individual serving as ADO. Should the scheduled ADO be unable to remain accessible for any period of the tour, he/she must arrange coverage through some other participant in the ADO rotation and inform both the IDO and the Shift Lieutenant of the substitution. The work schedule of the ADO is not altered during this rotational assignment.

6. EQUIPMENT AND MATERIALS: The IDO will be provided with a kit, which includes a current IDO schedule, names and telephone numbers of personnel and regional officials to be contacted in

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NYM 5502.10b Duty Officer¶

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case of specific incidents and general emergencies, relevant program statements, guidelines and instructions. A thermometer will be provided to check the temperature of the food upon delivery to the units. A radio will be available in the control center (marked D.O.) and the cellular telephone will be exchanged by the Duty Officers.¶

7. RESPONSIBILITIES: Each IDO will serve for one week. The Duty Officer will assume responsibility at noon on Tuesday and be relieved at noon the following Tuesday. The Duty Officer exchange will take place every Tuesday in the Executive Assistant’s Office at 1:00 p.m. The report will be ready for signature and presented to the Executive Staff during the regularly scheduled exchange in the Warden’s Office on Tuesday. Additionally, the Institution Duty Officer will meet with the Executive Staff on Friday at 1:00 p.m. The shift supervisors on all shifts will keep the IDO fully abreast of any unusual developments within the institution. The IDO is responsible for being accessible to MCC at all times during his/her duty week. When away from the institution, the IDO will carry the IDO cell phone and respond immediately if called. It should be understood that although the Lieutenant’s Office is responsible for notifying the IDO of any unusual developments, the shift supervisor (i.e., Operations Lieutenant) is delegated as the Officer-in-Charge until the IDO, ADO or the Warden can be contacted and respond to the emergency situation.

8. WORK SCHEDULE: The Institution Duty Officer’s schedule for the week will be:

First Week:		Second Week:
Monday:	Off	Sunday:	8:00 a.m.-4:00 p.m.
Tuesday:	11:00 a.m.-7:00 p.m.*	Monday	6:00 a.m.-2:00 p.m.
Wednesday:	11:00 a.m.-7:00 p.m.	Tuesday:	7:30 a.m.-4:00 p.m.
Thursday:	11:00 a.m.-7:00 p.m.	Wednesday:	Regularly Scheduled Hours
Friday:	11:00 a.m.-7:00 p.m.**	Thursday:	Regularly Scheduled Hours
Saturday:	8:00 a.m.-4:00 p.m.	Friday:	Off

Note: If a holiday falls on Tuesday, the new Duty Officer will assume responsibility on Wednesday and the exchange will take place in the Executive Assistant’s Office at 1:00 p.m.¶

• Duty Officer Exchange 1:00 p.m. in the Executive Assistant’s Office, unless changed by the Executive Assistant or his designee.

** Duty Officer Weekend Update at 3:00 p.m., in the Warden’s Office, unless changed by the Warden or his designee.¶

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NYM 5502.10b Duty Officer Page 3¶

9. REPORTING INCIDENTS AND ESCAPES:¶

A. Incidents occurring during regular duty hours will be immediately reported to the Correctional Services Administrator in the Northeast Regional Office by the Captain. Incidents occurring during non-business hours shall be promptly reported to the Regional Duty Officer by the IDO (See Attachment 1 and 7 - Guidelines for Duty Officer reporting to a higher level and Northeast Region Reporting Guidelines).¶

This contact will be made only after first notifying the ADO of the incident.¶

B. The Duty Officer Incident Report form (Attachment 2) should be utilized by the IDO and the ADO when recording and relaying information regarding reportable incidents.¶

10. MEDIA CONTACTS: Calls from the media will be processed during business hours by the Warden or the institution Public Information Officer (PIO), i.e., the Executive Assistant. Calls should be processed in a professional manner and as expeditiously as possible. Information regarding Bureau policy and that that is considered public information concerning inmates should be given in a cooperative manner. The PIO is responsible for issuing press releases approved by the Warden. Under no circumstances will a press release; be issued by any employee other than the PIO without the Warden’s prior approval.

11. ADDITIONAL RESPONSIBILITIES: During the assigned week, the Institution Duty Officer will be responsible for the following:

Review all inmate programs in progress.¶

Review Institution Operating Procedures with special attention to security on weekends, holidays, and after normal duty hours, i.e., unit doors being secured, inmate accountability being appropriately maintained, etc.¶

Review the condition of the building and grounds.¶

Evaluate the relationship that exists between staff and inmates and report any concerns.¶

Review utilization of staff.¶

Note unusual happenings or emergencies.¶

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Evaluate the quality of Food Service operations (quality of food, cleanliness of preparation and serving areas); security of tools and knives; and proper uniforms for staff and inmates).¶

Make daily tours of Administrative Detention and Disciplinary Segregation, including Unit 10 South. Review daily the Special Housing BP-292, pay special attention to the security procedures and sanitation of the unit.¶

Tour each area of major activity or special interest daily, as well as areas in the institution where inmates are present.¶

Make daily tours outside the MCC to ensure compliance with the parking directives.¶

Observe at least one institution count, usually the 4:00 p.m.¶

Observe inmate visiting.¶

Test the locator center, a minimum of three times. One test of each shift should be conducted. Inmate names and register numbers can be obtained from the Case Management Coordinator (CMC). Use the attached form (Attachment 3) to report the findings to the CMC.¶

Visit designated BOP inmates who are hospitalized in a community hospital, a minimum of once per tour.¶

Review and sign the institution Emergency Plans.¶

Inspect the Command Center to ensure equipment is operational.¶

The duty officer report (Attachment 4) will be prepared and ready for review by the Executive Assistant prior to the duty officer exchange on Tuesday. A Commissary Sales report, to included prior week’s sales, average pay week sales and current week will be included in the report. The commissary sales calculations will begin with the Monday prior to beginning the tour of duty and closing with Friday.¶

Evaluate the sanitation levels throughout the building to include all Departments. As per Program Statement 1600.09 Occupational Safety, Environmental Compliance, and Fire Protection, Duty Officers must fill out the Institution Fire/Safety and Sanitation Inspection Form (BP-0506.016) dated November 2007 (Attachment 5).¶

Conduct unannounced PREA rounds on every shift (MW, DW, and EW) and in all locations of the institution. The Duty Officer will also place the times and locations they rounded on the PREA unannounced worksheets and will attach this worksheet to the weekly duty officer report (must be hand written) (See attached Unannounced Rounds Worksheet).¶

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12. MAINTAINING DUTY OFFICER KIT: The Executive Assistant is responsible for maintaining the Duty Officer’s kit. He or she will update all materials, add current copies of Program Statements and ascertain that all telephone numbers are correct.

13. EFFECTIVE DATE: This Supplement is effective upon issuance.

Approved by:¶

Warden¶

DISTRIBUTION:¶

Warden¶

Associate Wardens¶

Executive Assistant¶

Correctional Supervisors¶

Department Heads¶

President, AFGE¶

NERO¶

Master File¶

Control¶

Duty Officer Briefcase¶

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Attachment 1 -¶

GUIDELINES FOR DUTY OFFICER REPORTING TO HIGHER LEVELS¶

NOTE: THE IDO MUST CONTACT THE ADO PRIOR TO CONTACTING THE REGIONAL DUTY OFFICER.¶

Type of Incident	Institution Duty Officer Ordinarily Reports to Regional Duty Officer
Activation of Disturbance Control or SORT Team	Yes
Disturbance including gang activity, group demonstration, food boycott, work strike, employee workplace violence, civil disturbance or protest.	Yes
Full or partial lookdown of institution	Yes
Fight or assault on staff or inmates resulting in life-threatening or other very serious injuries.	Yes
Injuries not likely to result in death permanent injury or disability, and successfully treated in institution or outside hospital.	Yes
Emergency outside medical trip for MAXIMUM custody inmate.	Yes
Emergency outside medical trip for less than MAXIMUM custody inmate.	Only if it may result in unusual publicity.
Escape or attempted escape from inside a secure perimeter institution.	Yes
Escape from a minimum security facility, through, or halfway house.	Yes
Homicide, suicide, attempted suicide, or other death by unusual circumstances.	Yes
Death by natural causes (particularly at medical centers)	Yes
Death by natural causes of any “high profile” inmate.	Yes
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Type of Incident	Institution Duty Officer Ordinarily Reports to Regional Duty Officer
Hunger strikes when medical intervention is needed	Yes
Adverse weather or other environmental,or facility problem that significantly impacts institution security or operations(fence damage,power outage,severe flooding,etc.)	Yes
Bomb threat	Yes
Transportation accident that result in death, serious injuries or significant property damage.	Yes
Arrest or any other serious event involving a visitor	Yes
Any adverse incident which may attract unusual interest or publicity.	Yes
Use of force with injury	Yes
Use of force without injury or other special concerns.	Yes
Placement of an inmate in restraints	Yes
Continuation of an inmate in restraints.	Yes