SECURITY AND SECURITY INCIDENT REPORTING



SECURITY AND SECURITY INCIDENT REPORTING

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      PREFACE

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|The following worker Security and Security Incident Policies and Procedures have been updated to include many changes since the |

|Department’s move fro the Technology site to the Julian Street Facility, including telephone numbers, contact persons, and |

|resources.  DFCS Worker Security Policy and Procedures are continually being reviewed and revised at the Worker Security |

|Meetings and will be integrated into practice by periodical updates. |

| |

|DFCS Worker Security Committee |

Emergency Reference Guide

General Services County Wide                                                                                                                      299-3682

Fire, Ambulance and Police                                                                                                                                 9-911

Reception Building  1                                                                                                                                    491-6300

Reception Building 2                                                                                                                                      975-5100

Building 1 Facilities                                                                                                                                        491-6363

Building 2 Security                                                                                                                                975-5204/5205

Health and Safety Coordinator (John Gallo)                                                                                                  491-6347

Automation Center (MAC)                                                                                                                             299-3682

Santa Clara County Sheriff                                                                                                                             808-4700

|If you have a “LIFE THREATENING EMERGENCY” ALWAYS CALL 911! |

| |

|If you need to contact the security guards from 8am-7:00pm call the Security desk Cell Number:  491-6685 |

|It will forward to a cell phone if no one is at the desk. |

| |

|GSA MAC “The MAC Room” (Monitoring Automation Controls Center)  299-3682 |

|The GSA MAC Room monitors automated controls (fire, water, Security) for the county’s buildings.  (24 Hour Service) |

You can also refer to the SSA Website for ongoing current DFCS Quick links: 

REFERENCES*

Tarasoff Decision                                                                                                                                                  

Special Incident Report 1617A                                                                                                                             

Directory of Local Police Jurisdictions                                                                                                                 

Dustins Law:  Coordination of cases with Probation and Parole                                                                          

I.     PURPOSE

The safety of DFCS staff is a major concern of the Social Services Agency (SSA).  Each day, DFCS staff encounters people who are under stress.  There is a potential for incidents involving staff, clients, parents, foster parents, court personnel or others.  These incidents may need immediate attention, or at a later time it may be necessary to recall them when the facts are no longer clear.

       The DFCS Security Policy is designed to supplement and support the SSA Agency Security Policies and Procedure.  Particularly in the office and in the field.  The SSA Security Policy and Procedures focus on all facilities and the Julian St. Campus (Facility) issues.  Badge Policies and basic logistical concerns.  Best Practice dictates each office needs to develop and train on an internal set of security guidelines relevant to its specific facility, as a supplement to SSA Policies and Procedures.

        The Security Incident Report form SC1617A is to be completed if an out-of-the ordinary incident occurs; e.g., parent pushes a foster parent, client threatens a clerical, eligibility worker, social worker, children or others, office professional receives threatening calls.  This may also create the need for DFCS staff to inform those people at risk (Tarasoff Decision - Attachment 1), DFCS chain of command, county counsel and the courts and possible law enforcement and including employees who have restraining orders, and risk, or threats from family or acquaintances.

Workplace violence is not limited to incidents of threats or violence from staff or clients.  If any staff person is a victim of threats or violence from anyone in the community, from their own household or from other employees they must notify their supervisor.  The supervisor and worker may chose to consult with the relevant law enforcement jurisdictions.  The supervisor and social worker need to staff the threat situation with the SSPM or Security Committee Chairperson.  Remember, your safety and that of your coworker can be jeopardized by a person intent on injuring you as any individual.

Follow the same procedures with the Security Incident Report.  The written report is only kept by worker Security Chairperson and by Security Personnel.  Your personal information will only be shared with persons who need to know for you and your coworker’s safety.

II.  PROCEDURES FOR REPORTING AND CROSS REPORTING IMMEDIATE RISK OF PHYSICAL VIOLENCE

    A.  Immediate risk to a specific  person (s) requires:

1. Immediate telephone contact with the specific person (s) at risk to warn the person (s) of the physical violence threat,  and or their supervisor.

        2.   Immediate Emergency Law Enforcement contact by calling 911.

3. If the site of potential immediate violence is the Court Building immediately contact the Sheriff’s Department

at 491-4702.

        4.    If the site of immediate security risk is any DFCS site call Office Security at 491-6685.

5. After the above person (s) and personnel are notified contact your supervisor, who in turn should

immediately contact your SSPM.  (After/Hours staff notifies the After Hours supervisor or calls the

hotline 299-2071 to report the incident.)

6. Note:  It may be necessary for the reporting party to have a follow up interview with the law enforcement agency responsible for investigating the threat of physical violence.  Remember to check to see if you need to be available   for a police interview.

7. Complete and submit a Security Incident Report, SC1617A.  See instructions in Section V below for

procedures regarding completion of this report.

III.   PROCEDURES FOR REPORTING AND CROSS REPORTING OUT-OF-ORDINARY INCIDENTS

    A.  If the Out-of-Ordinary incident involved physical violence:

        1.   Follow the procedures in section II above if there is any reasonable possibility of further violence.

        2.   If there is not a reasonable possibility of further violence, contact the law enforcement agency responsible

       for the area in which the violent incident occurred to  confirm that the incident was reported; and complete

       and submit a Security Incident Report, SC1617A.

     B.  If the Out -of-Ordinary incident did not involve physical violence, in effect, telephone calls, letters, vandalism,

     theft, client to client threat or Tarasoff conditions:

            COMPLETE AND SUBMIT A SECURITY INCIDENT REPORT, SC1617A WITHIN 48 HOURS.

IV.  PROCEDURES FOR NOTIFYING THE COURT SYSTEM    

     A.  Before the hearing date:

        1.   During work hours call the Court Assistant at County Counsels Office.  491-4200  and give them the following

        information:

                a.  The Child’s name

                b.  The petition number

                c.  The date and court department the case is scheduled

                d.  The details of your concern

                e.  The names of anyone who will be at the hearing

                f.  Name of children, parents, attorneys, relatives, etc.

The Information will be relayed to the appropriate persons.

2. After work hours concerning the Court Related Security:

a.     Call the Child Abuse Reporting Hotline at 299-2071 if the social worker needs to be notified

b. On the hearing date call into the court to the court in question.  Call the Sheriff’s Office as soon as they open at 7 a.m.  808-4700

c. If you’re at the courthouse and become concerned about a security problem, inform the court assistant, the receptionist or any of the bailiffs.  The bailiffs at the metal detector are also available to assist you. 

V. PROCEDURES FOR COMPLETING A SECURITY INCIDENT REPORT

A. Completing the SC1617A Form

1.  The employee is to complete each section of the form providing factual information as required within 2 working

     days.  The employee is to describe the incident in his/her own words.

2.  If a doctor is consulted, the report should include a medical statement.

     Note: This report does not replace the required Supervisor’s First Report of Industrial Injury/Illness.

3.  The unit supervisor is to add comments following a review of the incident.   Comments should include a

plan (s) of action and any additional information that should be obtained.

4.  The supervisor makes three copies, gives original copy to employee to file in case records if incident involves an open case and sends second copy to SSPM for any further actions.

5.  After SSPM reviews, a copy will be routed to the DFCS Security Committee Chairperson.

B.  EMPLOYEE SECURITY INCIDENT STAFFINGS

Security Staffings are available to review a Security Incident and plan for the welfare and safety of the individuals involved.

     The staffing committee is available to develop a safety  plan for a worker, employee, foster parent, or child.  It can also be utilized when an employee has a restraining order, or personal family violence situation.  During the staffing a safety plan is developed by the worker/employee, Supervisor, SSPM, Chair, or member of the Worker Security Committee, Eligibility Worker of record and Administrative Services.

     NOTE:  It is mandatory to have a staffing to make a safety plan when there are two Security Incident reports in a case.

     The Program Manager should schedule a Security Staffing with worker and supervisor.  If needed they may contact the Chair of the Worker Security Committee, Gwen Chiaramonte at 975-5766 to conduct an expanded security staffing.

VI.  STAFF SECURITY POLICY

A.  Employees are not expected to place themselves in danger, risk their lives and health or those of other  persons in the performance of their duties.

B.  Employees are to follow Social Services Agency policies, procedures and guidelines, and to seek assistance from other staff or outside agencies (e. g., police departments) as appropriate, in carrying out Departmental Responsibilities and performing job tasks which may involve working with hostile and dangerous clients.

C.  Employees are expected to plan for, and apply reasonable care and caution in all potentially dangerous   situations,  and to use good judgment in balancing the requirements of job performance and safety issues.

VII. SECURITY IN THE OFFICE

   

A. Before interviewing a client, review case for history of violence.  Check to determine if case

has a security Incident report filed in the case folder.

B. Clients are not  to be invited into the employee office areas.  If clients are in the interior of the

building for  TDM they must be escorted by staff.

C. If there is a concern about your security or safety in the interview rooms, plan to interview an

individual in a Lobby or use rooms near security desk.  Notify office security to be on site and

alert both the security person   and receptionist to call 911 if necessary.

D. The interview room should not readily offer potential weapons or missiles to a client.  It

should have sufficient open space to allow a client to feel comfortable and not threatened. 

Maintain a distance of five to seven feet between yourself and a client who is agitated or is unknown to you.  Social workers should be seated so that they have easy access to an exit without going toward the client.  Similarly, clients should have obvious access to the door and not be hemmed in.

                E.  CWS/CMS APPLICATION

               

                     There are text boxes in both the referral and case where staff can make notations about possible

risk to safety and potential dangers regarding those associated with the referral or case.  The

alert section can be used to  enter critical alert information regarding the referral (up to 4000

characters.)  This can include warnings about dangerous tendencies of a client; environmental

concerns, such as ‘aggressive dog’ or ‘remote location’; or other important information that

should be transmitted to any staff member reviewing the referral or case.  The alert box does

not populate to the next referral.

F. Know before an interview what the plan of action is for responding to violent clients.  The action plan needs to include the receptionist and security officer so that he/she has a clear idea of his/her role and responsibility in dealing with potentially violent clients.  Decisions about when the supervisor is to be notified, when the  security officer needs to stand by, and when to ask for police assistance should all be made in advance.

G. Office interviews with clients at DFCS after regular business hours (7:00AM – 6:00PM) or on

weekends is   forbidden unless an office security person or supervisor is immediately

available.

H. When going to your car in the parking lot, carry your keys and be ready to unlock the door

without delay.   Examine your car and contents before entering.  If you have had an interview with an extremely angry and volatile client, consider requesting a staff member or security officer to escort you to your car.  Move car closer to the building earlier in the day if possible.

 

VIII.      SECURITY IN THE FIELD

A.   Before going  on a home or field visit always sign out with a case name and location of visit and

expected time of return.  Review case history for violence.  Check to determine if a prior 

security case incident report has been filed per procedure.

 

B.  If the home visit is expected “to be high risk”, let your supervisor know you will be on such a

visit.  Consider  teaming with a co-worker or your supervisor.  If available, consider making use

of a cellular telephone and ask the police for a joint respons

C. Dress should be appropriate to the visit.  Will you blend in or be easily identified as an outsider? 

Dress  practically by limiting jewelry and wearing low-heeled shoes.  Do not carry a purse. 

Attitude is important; walk with purpose, aware, erect.  Be alert to people around you.  Be

cautious of strangers who approach and speak to you.  Keep a safe distance and keep moving. 

Consider carrying a whistle on your key chain to summon help.

  D.  Be sure your car is in good running condition.  Gas up in a familiar neighborhood.  Carry a map

and a  flashlight.  Always lock your doors.  Place your purse in the trunk of the car.

    E.   Pay attention   to the environment. 

            1.  Drive by the visit site and observe:   

                

a. Signs of disturbances

                 b. Crowds of people or large numbers of vehicles, suggesting other people present or inside

the house.

                         c.  People who appear to be loitering.

                         d.  Consider the need for security assistance, i.e., consult with law enforcement; request police

standby.

2. Park where you have a clear path to exit, and where you can observe your car from the client’s house.

3. Avoid looking “lost” by having a sense of purpose about you and knowing

exactly where you are going.  Be observant of your surroundings before and after your

visit.  Do not call attention to your car.  Do not leave business cards on dashboard.

4.  When returning to your car, carry your keys.  Be ready to unlock the door without delay. 

Choose a safe path to your car.  Examine your car and contents before entering.  Carry a

small flashlight with you for  safety at night. 

   5.  Ask who else is present in the house, besides the people you see.  Ask if anyone else is

expected to visit soon.

   6.  If people are angry:

          Be alert, a basic rule is not to let anyone leave your sight until you have assessed the

potential for violence.

                         

                a. Seating the disputants is a good method of stabilizing the physical situation.  Tension

is reduced when people are sitting.  Upset people who are moving around tend to

escalate the potential for danger.

              b. Give people their personal space.  Sit at an angle to the person rather than face to

face or head- on.

AND

c. if you find yourself in imminent danger, feeling unsafe, leave the critical area

immediately.

           F.   When you return to the office, discuss the home visit with your supervisor.  Go over details of what

made you   uncomfortable, etc.  There should be a debriefing session for all incidents in which the

social worker felt or was unsafe.  Information on how to increase staff safety should then be

disseminated throughout the agency.

          G.   Should a serious incident occur regarding staff safety, be sure that after the immediate situation is under

control, a  Special Incident Report, SC1617A, is completed within 2 working days. 

X.   ASSESS A BUILDING FOR SECURITY AND SAFETY

        A.   If you use an elevator, instead of stairs, observe the inside of the elevator before entering.   Wait for the

next elevator before entering.  Wait for the next elevator if someone inside looks suspicious.  Exit if

suspicious person enters.  Consider getting off on the floor below and walking up the stairs so you can

look and listen.

        B.  If you choose to use the stairs, check the stairwell.  Where are the exit signs and exits?  Exit if you are

suspicious  of any conditions.

        C.  Listen at the door of the client’s residence before knocking.  When you knock, avoid excessive knocking. 

It tends to upset people.

        D.  If situation warrants, advise client that you will return with law enforcement if not allowed entry.

        E.  Scan the room/home for potential danger. You may wish to keep the front door open, ask the client the

move to the  porch, or use the patio for an interview. Kitchens are unsafe places in which to talk at length;

they contain sharp objects, which can be used as weapons.  Determine where you and the client will be

the most safe and comfortable.

XI.   SECURITY AT THE COURTHOUSE

The courts present specific and unique security problems.  Not only are serious sometimes devastating

decisions being made for families, but we are also dealing with persons who may have many problems

including a propensity for violence.  The stresses of dealing with the system and court attendance, etc.

sometimes culminate in violent behavior in the courthouse and/or the courtroom.  Every precaution should be

taken to prevent security problems at the court.  Staff needs to be alert.

A.  Some signs to look for:

    1.   Person has a history of violence

    2.   Person has made a specific threat

    3.  A violent conflict exists between the parties

    4.  Prior incident reports

B. Follow procedures in section 4 for notifying the court system.

C. If you are caught in a security emergency, stay in an enclosed room such as the social workers workroom.

D. The social worker may need to have some protection going to and from the courthouse.  The bailiffs can be of assistance in in this matter.  If you need some protection going into the courthouse, notify County Counsel beforehand to have the Court Assistant arrange for Officer Assistance.  If you feel you need assistance after a hearing, speak to the Court Assistant or Bailiff in the courtroom.

E. If you are being harassed while waiting to enter the court house, go to the head of the line immediately and speak to the bailiff.

F. Report any emergency situation.  Do not assume that someone else has reported the situation.

G. If a child is brought to court, the child should always be under the supervision of the social worker or a responsible adult.  If an incident occurs, incorporate the child into your security plans including contacting the bailiff with the child or  keeping the child in a secure area with you. 

|JURISDICTION/ADDRESS  |DISPATCH # |

|Campbell Police Dept. | |

|70 N. First Street |866-2101 |

|Campbell, CA 95008 | |

|Gilroy Police Dept. | |

|7370 Rosanna St. |846-0350 |

|Gilroy, CA  95020 | |

|Los Altos Police Dept. | |

|#1 N. San Antonio Rd. |(650) 947-2827 |

|Los Altos, CA 94022 | |

|Los Gatos Police Dept. | |

|110 Main St. |354-8600 |

|Los Gatos, CA 95030 | |

|Milpitas Police Dept. | |

|1275 N. Milpitas Blvd. |586-2420 |

|Milpitas, CA 95035 | |

|Morgan Hill Police Dept. | |

|17605 Monterey Rd. |779-2101 |

|Morgan Hill, CA 95037 | |

|Mountain View Police Dept. | |

|1000 Villa St. |(650)-903-6395 |

|Mountain View, CA 94041 | |

|Palo Alto Police Dept. | |

|275 Forest Ave. |(650) 329-2413 |

|Palo Alto, CA 94301 | |

|San Jose Police Dept. | |

|201 W. Mission |277-8995 |

|San Jose, CA 95110 | |

|Santa Clara Police Dept. | |

|1541 Civic Center Drive |615-5580 |

|Santa Clara, CA  95050 | |

|Sheriff’s Police Dept. | |

|55 W. Younger St. |299-2501 |

|San Jose, CA 95110 | |

|Sunnyvale Police Dept. | |

|700 All America Way |730-7181 |

|Sunnyvale, CA 94086 | |

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