Department of Corrections and Rehabilitation - Operations Manual

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Chapter 8 – Adult Custody and Security Operations

Article 45 – Administrative Officer‑Of‑The‑Day

Revised July 3, 2018

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85092.9 Administrative Officer‑of‑the‑Day Contact Responsibilities

  • The unit supervisor shall contact the AODAdministrative Officer of the Day on questions of policy, and all matters of unusual occurrences during non-business hours. Accurate information, details, and recommendations shall be provided by the unit supervisor to enable the AODAdministrative Officer of the Day to make sound decisions and complete necessary reports.

  • The AODAdministrative Officer of the Day shall be contacted in all incidents involving, but not limited to:

    • Staff death or serious injury.

    • Staff arrests.

    • Parolee death.

    • Use of deadly force or any use of force that could have caused death or great bodily injury.

    • Any strike to the head of a person with a baton and/or impact munitions.

    • Threats against public officials.

    • Natural/man-made disasters.

    • Mutual aid requests.

    • Incidents involving high notoriety public interest.

    • Incidents involving the public.

    • Media contact or presence.

    • Other items outlined in the instructional packet.

  • When the unit supervisor is unable to contact the AODAdministrative Officer of the Day, notification of an incident shall be communicated to the RPARegional Parole Administrator or their designee.

  • When a unit supervisor or the AODAdministrative Officer of the Day receives information of an incident after hours, they shall immediately contact their RPARegional Parole Administrator or designee telephonically. The RPARegional Parole Administrator or designee shall then contact the DAPODivision of Adult Parole Operations (formerly P&CSD) Director or designee. All telephonic contact will be followed up with a written summary of the incident provided to the RPARegional Parole Administrator by no later than 8:50 a.m. the next working day.

  • The AODAdministrative Officer of the Day shall also be responsible for contacting the Office of Inspector General (OIGOffice of the Inspector General) Disciplinary Monitoring Unit (DMU), and the Office of Internal Affairs (OIAOffice of Internal Affairs) to report the following types of incidents:

    • Any use of deadly force, regardless of result, including deadly force used against animals.

    • Any use of non-lethal force that results in death or great bodily injury (one that creates a substantial risk of death).

    • Any on-duty death or serious injury (one that creates a substantial risk of death) of a departmental staff member.

    • Any off-duty death of a departmental staff member when the death has a nexus to the employee’s duties within the department.

    • Any death or serious injury of a parolee involved, or in contact with, DAPODivision of Adult Parole Operations (formerly P&CSD) staff.

    • Any incident clearly involving major misconduct or negligence by a staff member.

    • Incidents of high notoriety or significant interest to the public.

  • The OIGOffice of the Inspector General DMU and the OIAOffice of Internal Affairs shall be notified as soon as possible, but no later than one hour from the time the incident is discovered. Notification to the OIGOffice of the Inspector General DMU shall be made by calling the OIGOffice of the Inspector General 24-hour critical incident notification telephone number at (916) 599-9647. Notification to the OIAOffice of Internal Affairs shall be made by calling the OIAOffice of Internal Affairs AODAdministrative Officer of the Day at (916) 255-1691. If there is no answer, the caller will leave a voicemail message and a call-back number if additional information is required.

  • During non-business hours and in the absence of the Unit Supervisor, the AODAdministrative Officer of the Day, upon notification shall also be responsible for contacting the nearest district California Occupational Safety and Health Administration (CAL-OSHACalifornia Occupational Safety and Health Act) office regarding any employee’s serious workplace injury, illness, or death via telephone within eight hours of knowledge of the injury/illness/death.

  • CAL-OSHACalifornia Occupational Safety and Health Act considers the following conditions to be “serious injuries/illnesses”:

    • An injury/illness causing the need for inpatient hospitalization for more than 24 hours, for more than simple observation.

    • Loss of any member of the body.

    • Serious permanent disfigurement – scars, fractures, or burns that do not heal properly.

  • For incidents that occur during normal business hours, the respective RPARegional Parole Administrator shall be responsible for making incident notification to appropriate executive staff, OIGOffice of the Inspector General, and OIAOffice of Internal Affairs.

  • All OIGOffice of the Inspector General and OIAOffice of Internal Affairs notifications shall be reported to DAPODivision of Adult Parole Operations (formerly P&CSD) Policy and Procedures Unit via the daily report process. In addition, information regarding OIGOffice of the Inspector General and OIAOffice of Internal Affairs notifications must be included on a CDCRCalifornia Department of Corrections and Rehabilitation Form 1662-A, Field Incident Report: Part A – Cover Sheet, in the section titled “Description of Crime / Incident.”

  • A notification matrix shall be used as a guide for the AODAdministrative Officer of the Day to determine events to be reported and to whom they are to be reported.