HomeMy WebLinkAboutSANTA ANA FAMILY JUSTICE CENTER/4GIRLSINSURANCE NOT ON FILE N-2020-031
WORK MAY Q PROCEED
CLERK OF COUNCIL
DATE:
jA,"I 2 9 2020
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PARTNERSHIP AGREEMENT
INTRODUCTION
o The Santa Ana Family Justice Center ("SAFJC") is a new public safety initiative launched by the
City of Santa Ana and Santa Ana Police Department, The SAFJC is designed to bring together a
0
multidisciplinary team of professionals in a collaborative effort to provide victims of domestic
abuse, sexual assault, human trafficking and elder abuse greater support and accessibility to
services and resources in one location. This collaborative effort will make the entire process of
reporting less intimidating and more efficient for everyone involved.
INTENT
The SAFJC plans to offer comprehensive legal and counseling services to vulnerable adults and
children. In the near future, the SAFJC will otter links to Juvenile, Family and Criminal courts,
as well as access to advocates and child protective services workers.
Working in a synergistic fashion, the partnership of professionals at the SAFJC seeks to reduce
incidents of domestic abuse, sexual assault, human trafficking and elder abuse in Santa Ana. The
pursuit ofjustice will be better served and the cycle of violence more easily broken by the increased
proficiency of police investigations and criminal prosecutions resulting from this initiative.
PURPOSE
This Partnership Agreement sets forth the basic terms under which 4GIRLS ("Participating
Partner') will voluntarily provide services to, and participate in, the SAFJC, consistent with the
goals and objectives stated herein and in the Family Justice Center Operations Manual, attached
hereto as Exhibit l ("Operations Manual").
TERMS
A. CITY OBLIGATIONS.
The City agrees to provide the Participating Partner the following at no cost to the Participating
Partner, except as specifically provided herein:
I. Provide work office space on the Third Floor at the Santa Ana Police Department
("Premises") to 4GIRLS on an agreed upon schedule. The Premises will include assigned
work areas, use of office furniture, telephones, computers, utilities and general office
supplies.
2. Access to photocopy machine and fax machine for necessary and reasonable use.
J. Use of the Premises includes access to and use of the waiting room, interview room and a
reception area.
4. Access cards to all Participating Partner staff for access to the Third Floor only.
S. Parking.
B. PARTICIPATING PARTNER OBLIGATIONS.
1. Participating Partner agrees to participate in an orientation prior to provision of services
at SAFJC,
2. Collaborate with SAFJC Director and onsite partners to accept referrals to 40IRLS
programs.
3. Assign 4GIRLS representatives to work at the SAFJC facility on days and during hours
agreed upon by the parties to manage referrals and, when appropriate, provide 40IRLS
programs and services.
4. Assign 4GIRLS representatives onsite who are capable of delivering the full range of
4GIRLS programs and representing 40IRLS in the community,
S. Make appropriate service referrals consistent with the mission of the SAFJC,
6. Collect and disperse statistical data pertinent to establishing SAJFC performance measures,
annual reports and service improvement initiatives,
7. Collaborate with SAFJC Director to develop and improve Standard Operating Procedures
for all co -located Agencies.
8. Attend and participate, to the extent possible, all appropriate administrative meetings as
scheduled by SAFJC Director or his/her designee.
9. Take reasonable care of the assigned office space, equipment and common areas.
10Promptly report, in writing, any loss or damage in any of the areas at the Premises to the
SAFJC.
11. Abide by the rules and regulations set forth in the Operations Manual;
I2, Indemnify and hold harmless the City, its officers, employees and agents, from and against
all liability, damages, expenses or costs of any kind arising from the negligence or
misconduct of the Participating Partner's personnel, employees, invitees, volunteers or
contractors.
13. Provide any necessary reasonable modification and/or effective communication to
recipients of their services. The Participating Partner shall be responsible for compliance
with the Americans with Disabilities Act and California accessibility laws in the operation
of its service(s).
14. Participating Partner will be responsible only for the architectural barriers in their
workspace.The he City will be responsible for any architectural barriers on the Third floor of
the SAFJC outside of the Participating Partner's work space; and
15, When necessary, provide interpreter services, to communicate with clients. Participating
Partner may, when available, avail itself of any ofthe free interpreter services at the SAFJC.
OTHER PROVISIONS.
The parties further agree as follows:
1. Ibis Agreement does not create any employment, tenancy or agency relationship between the
City and the Participating Partner or any of its officers, employees, volunteers, agents or
contractors.
2. The City may unilaterally terminate this Agreement upon 30 days written notice, or Iess time if
extraordinary circumstances exist requiring immediate termination of Participating Partner's
activities at the SAFJC.
3. Participating Partner may terminate this Agreement upon 30 days written notice to the City.
4. Upon termination of this Agreement, Participating Partner shall promptly surrender the
Premises, all access cards and shall surrender the Premises in a clean and tidy condition including
the removal of all of Participating Partner's items other than property owned by the City and the
Santa Ana Police Department,
S. Participating Partner shall repair or be liable for the costs of any damage caused to the SAFJC
by its personnel, employees, volunteers, agents or contractors.
6. Participating Partner shall obtain a Comprehensive General Liability (CGL) Policy with limits
of $1 million dollars per occurrence and an aggregate limit of $2 million dollars. The City, its
officers and employees shall be named as additional insureds on the policy and a certificate
evidencing such coverage shall be provided prior to joining the SAFJC. The insurance carrier shall
be licensed in the State of California and have an A.M. Best rating of A.
7, Any licensed professional shall provide evidence of Professional Liability Insurance with limits
of $1 million dollars.
8. Participating Partner shall, throughout the term of this Agreement, maintain all necessary
licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services
hereunder and required by the laws and regulations of the United States, the State of California,
the City of Santa Ana and all other governmental agencies. Participating Partner shall notify the
City immediately and in writing of its inability to obtain or maintain such pennits, licenses,
approvals, waivers, and exemptions, Said inability shall be cause for termination of this
Agreement,
9, The City shall have the right to enter and inspect the Premises, and to change the assigned
Premises, as it deems necessary with no less than S days' notice to the Participating Partner.
10. This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement,
11. Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall
be in writing and shall be deemed to be properly given if delivered in person or mailed by first
class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the
mamter provided in this Section, to the following persons:
To City:
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
SANTA ANA FAMILY JUSTICE CENTER
60 Civic Center Plaza 3rd Floor Santa Ana CA 92701
OPERATIONS MANUAL
The Operations Manual for the Santa Ana Family Justice Center is designed to assist the
domestic violence professionals working on -site at 60 Civic Center Plaza 3"' floor Santa Ana CA
92701, by providing some basic information about the day-to-day procedures and operations.
We consider this Operations Manual to be a work in progress and welcome your feedback.
Please send your suggestions to the Director of the Santa Ana Family Justice Center, at 60 Civic
Center Plaza Santa Ana, CA 92701.
We acknowledge the vision and leadership of the founders of the Santa Ana Family Justice
Center and offer special thanks and recognition to them and other Family Justice Centers, for
sharing their operations manuals from which our manual is modeled. We are also grateful those
individuals who have contributed their comments and feedback.
N
TABLE OF CONTENTS
Vision, Mission, and Objectives......................................................................................................4
OrganizationalChart.......................................................................................................................5
OrganizationalResponsibilities......................................................................................................6
Hoursof Operation.........................................................................................................................9
ClientServices..............................................................................................................................10
SecurityPlan..................................................................................................................................I
I
Emergency Evacuation Plan.........................................................................................................13
ResponsePlan................................................................................................................................14
Violent Incident Response Plan.....................................................................................................15
Client Emergency Protocol...........................................................................................................16
TarasoffWarning...........................................................................................................................19
NewStaff Orientation....................................................................................................................21
Internships and Volunteers............................................................................................................22
Appearance Guidelines..................................................................................................................23
Site Visitor Protocol/Tours...........................................................................................................24
Community Conference Rooms....................................................................................................25
PlayroomGuidelines....................................................................................................................26
GrievanceBy Client.....................................................................................................................27
Conflict Resolution Policy...................................................................................28
ParkingPlan...................................................................................................................................29
Mail, Cleaning, Copy and Fax.....................................................................................................30
Policy and Procedure Change.......................................................................................................31
Family Justice Center Supporting Documents..............................................................................32
K3
Vision
Our vision is to provide a safe location where professionals work together to meet the needs of
survivors, protect survivors from further abuse, while promoting self-sufficiency and effectively
break the cycle of violence.
Mission:
A one -stop center for survivors of domestic violence, sexual assault, child abuse, human
trafficking and elder abuse. By housing a multidisciplinary team of professionals under one roof
to provide coordinated services and support for survivors. Reducing the amount of time and
number of places victims have to go to tell their story and obtain the help they so desperately
need. Above all, committed to breaking the cycle of violence.
Obiectives:
The SAFJC will work in a united effort to achieve the following objectives:
Reduce the number of domestic violence cases that go unreported;
Ensure domestic violence perpetrators are prosecuted;
Provide help and resources to children exposed to domestic violence, sexual assault, child
abuse, human trafficking and elder abuse;
Offer counseling services to victims of domestic violence, sexual assault, child abuse,
human trafficking and elder abuse;
Offer appropriate legal assistance to victims of domestic violence, sexual assault, child
abuse, human trafficking and elder abuse;
Reduce recidivism and homicides
4
BOARD OF DIRECTORS
ADVISORY BOARD
SERVICES
.CHILDREN
/FAMILY SERVICES
CALWORKS
HUMAN OPTIONS
OC DEPT OF CHILD
SUPPORT
SERVICES
COMMANDER
SANTA ANA POLICE DEPART'°'
FAMILY CRIMES DETAIL
SEXUAL ASSAULT DETAIL
SANTA ANA CITY ATTORNEY'S OFFICE
COMMUNITY LEGA�
1N OPTIONS SOCAL
WTLC MEXICAN CONSULATE
4 GIRLS
LA MUTER DE HOY
ORGANIZATIONAL RESPONSIBILITIES
On June 18, 2019, the Mayor and City Council unanimously passed an ordinance creating the
Family Justice Center Department of the City of Santa Ana under the leadership of the Santa Ana
Police Department and direction of the City Manager. The ordinance also created a Family
Justice Center Steering Committee to assist the City Manager with long-term planning. On
December 19, 2019, the Santa Ana Police Department subsequently appointed Maria E. Fierro,
as the Director of the Santa Ana Family Justice Center Department (Santa Ana Family Justice
Center or SAFJC).
Steering Committee:
The Family Justice Center Steering Committee consists of the Director of the Santa Ana Family
Justice Center, the Criminal Investigation Division Commander of the Santa Ana Police
Department and the Deputy Chief of Investigations and Chief of the Police Department for the
City of Santa Ana. The role of the Steering Committee is to assist the Mayor and City Council by
developing operational guidelines, a long-range strategic plan, and recommendations pertaining
to programs, priorities, and staffing levels for the SAFJC.
SAFJC Administrative Team:
The Santa Ana Family Justice Center Administrative Team consists of the following personnel:
Criminal Investigation Division Commander of Santa Ana Police Department
Director SAFJC
Bilingual Receptionist
The responsibilities of the Administrative Team (collectively and/or individually) include but are
not limited to managing the day-to-day operations of the SAFJC; ensuring clients receive
requested information and services; coordinating site visitors; assisting in the implementation of
goals and objectives of SAFJC grants; coordinating the development of policies and procedures;
developing and supervising the volunteer program and training materials; use of resources and
facilities, as well as serving as liaisons to other on -site governmental and community partners.
The SAFJC Team may also be supported by one or more Volunteer Administrators to assist with
the Volunteer Program and day-to-day operations. The SAFJC Staff works closely with the Site
Committee of the SAFJC to handle day-to-day operational and policy issues. The Site
Committee also works closely with on -site Community Partners and Community Leaders to
implement the goals and objectives of the Santa Ana Family Justice Center's Strategic Plan.
Site Committee:
The Site Committee provides leadership and direction for the overall day -to- day management of
the SAFJC. The Site Committee actively participates and works with Community Partners at the
monthly Community Partners Meeting and Quarterly Strategic Planning Meetings. The Site
Committee consists of the following representatives:
Director of the SAFJC Department
Investigation Bureau Deputy Chief- Santa Ana Police Department
Criminal Investigation Division Commander- Santa Ana Police Department
Police Department:
The Santa Ana Police Department's Domestic Violence and Elder Abuse Units are co -located
at the SAFJC. The unit consists of commander, sergeants, detectives and support staff.
COMMUNITY PARTNERS:
The SAFJC on -site Community Partners (in alphabetical order) include:
1. Adult Protective Services
2. CalWorks
3. Casa De La Familia
4. Children and Family Services
5. Community Legal SoCal
6. Human Options
7. Mexican Consulate
8. Orange County Department of Child Support Services
9. Santa Ana Police Department
10. Waymakers
11. Women's Transitional Living Center (WTLC)
12. 4GIRLS
On -site Community Partners meet once a month with the Site Committee for the purpose of
sharing information, discussing new issues and policies, and implementing the goals and
objectives of the SAFJC. The Community Partners' will meet quarterly. The SAFJC Director
and Santa Ana Police Department Criminal Investigation Division Commander co-chair the
committee.
Family Justice Center Volunteers:
7
Under the Supervision of the SAFJC Director and the Volunteer Program
Administrator/Coordinator, SAFJC Volunteers help with the day-to-day operations of the Center.
Primary duties include assisting clients seeking information and services at the SAFJC as
outlined in the Volunteer Operations Manual.
Off -Site Community Partners and Advisors:
The SAFJC off -site Community Partners (in alphabetical order) include:
1. Crime Survivors
2. Eli Home
3. Get Safe
4. New Star
5. Project Youth
6. Youth Shelter
The SAFJC off -site Partners and Advisors meet bi-annually with the Site Committee and on -site
Partners.
F3
HOURS OF OPERATION
The business hours for the SAFJC shall be Monday through Friday from 8:00 a.m. to 5:00 p.m.,
except on City -approved holidays.
The business hours for the Police Department will be 7:30 a.m. to 5:30 p.m., Monday through
Friday.
CLIENT SERVICES
The Santa Ana Family Justice Center provides client services to victims of family violence, such
as domestic violence, child abuse, sexual assault and elder abuse that primarily occur within the
City/County of Orange.
Jurisdictional Issues
Clients who live within the City/County of Orange and are seeking services related to family
violence are eligible for services at the Santa Ana Family Justice Center.
Clients who live outside the City/County of Orange and are seeking services related to family
violence, may or may not be eligible for services at the SAFJC for a member of reasons including
but not limited to jurisdictional issues, availability of services or a legal conflict. Nevertheless, it
is the Policy of the SAFJC to never turn a client away without some assistance, information
and/or referral. Every effort should be made to assist clients in need of services by providing
information about the SAFJC, the legal system, and referrals to off -site partners and directions.
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(For Confidentiality Agreement see Attachment E)
CONFIDENTIAL
(Not to be given to the General Public)
SECURITY PLAN
In an effort to provide a safe and secure environment, the following security procedures shall be
maintained by the SAFJC.
Staff Policy
Staff at the SAFJC will be required to wear their identification card or temporary identification
card in a visible location at all times while on the premises.
All visitors will be required to display their visitor identification card in a manner that is easily
visible on their outermost garment. There should never be anyone inside the SAFJC without a
visible identification card. If anyone is seen without a visible identification card, it is the
responsibility of the SAFJC staff to stop this person and ensure that they obtain the proper
identification card immediately.
It is the responsibility of each staff member of the SAFJC to ensure this procedure is followed.
Community Partners are responsible for providing the SAFJC Director or Manager of Client
Services written/email notice of any new Staff (employee, volunteer, intern and/or staff) within
10 days of their commencing work at the SAFJC.
Visitor Policy
All visitors shall check -in with the front desk and sign the visitor log and a confidentiality
agreement that is provided to them. A visitor is any individual who is neither receiving services
nor meeting with any on -site SAFJC staff member or community partner.
If the visitor has a scheduled appointment, the front desk shall:
1. Notify the appropriate SAFJC staff representative of visitor arrival.
2. Issue a VISITOR identification card.
3. Advise the visitor to remain in reception area until the arrival of the SAFJC staff representative
unless other specific arrangements are made.
If the visitor does not have a scheduled appointment, the front desk shall
11
1. Evaluate the visitor's request.
2. Notify appropriate personnel.
3. Issue a VISITOR identification card if SAFJC Staff agrees to meet with
visiting individual.
4. Advise the visitor to remain in reception area until the arrival of the SAFJC staff
representative.
At the conclusion of all appointments, the visitor needs to return to the front desk for parking
validation, if appropriate. If the visitor is not returning for parking validation, SAFJC staff
should notify the front desk that the visitor has left the building.
Floor Access
All visitors and members of the general public, unless escorted by a SAFJC staff member, will
only have limited access to the 3`d floor.
2. The SAFJC Community Partners assigned to the 3rd floor will only have access to the 3rd floor.
Each partner will be given a special keycard.
3. SAFJC Volunteers will have access to the 3rd floor, unless otherwise assigned.
4. Volunteer supervisors will have access to the 3`d floor.
5. The Santa Ana Family Justice Center Department will have access to 3`d floor only.
Limited access means that while SAFJC staff may have access to certain floors, it does not mean
they have access to information and/or records. All SAFJC staff acknowledges and recognizes
that existing laws restrict access to certain records and information. In order to accomplish the
goals of the SAFJC, the highest level of confidentiality and security must be maintained. As
such, all SAFJC staff agrees to honor the confidentiality rights of clients and community
partners.
Identification Cards
Each person working within the SAFJC will have an identification card.
12
CONFIDENTIAL
EMERGENCY EVACUATION PLAN
In the event of an emergency or when requested to do so, the SAFJC occupants will follow the
emergency plan mandated by the building management. The Director will work to assist with the
implementation of that plan.
As requested by building management, the SAFJC will participate in an annual fire drill. This
annual fire drill is a requirement for every tenant of the building.
In the case of a multistory building, each floor may be assigned a floor warden and SAFJC
tenants shall follow the direction of their designated floor warden.
1.
CONFIDENTIAL
RE,SPONSE_PLAN FOR SUSPECTS PRISONERS AND/OR DEFENDANTS
The Santa Ana Family Justice Center is a one -stop justice and service center for victims of
family violence and their children. To enhance the safety of clients, children and staff at the
SAFJC, no defendants or suspects will be provided services at the SAFJC.
A limited criminal background check will be conducted to determine if a person seeking services
has any local pending domestic violence/elder abuse case, restraining orders or warrants. Persons
listed as suspects with pending DV/FA, Sexual Assault, Child Abuse cases, restraining orders or
warrants will be referred to the SAFJC Director or Criminal Investigation Division Commander
of the Santa Ana Police Department. Factors to be reviewed include but are not limited to the
following:
Type of services requested
Date of the prior domestic violence incident(s)
Type and date of warrant
Status of the criminal case
Status of restraining and/or protective orders
Prior history of victimization
Consideration of dominant aggressor
Risk to clients and/or staff Generally, any person listed as a suspect will not be offered
services if the offense occurred within the prior year. Depending on the circumstances, the
SAFJC may declare a conflict, decline to provide services, provide limited services, provide
referrals for services to nearby agencies and/or seek law enforcement intervention when
appropriate. In the event of a conflict, SAFJC staff will:
Discreetly advise the client of the conflict and/or a warrant (To assist with warrant
disclosure see Attachment F)
Provide referral to nearby agencies
Provide appropriate literature, brochures and/or directions
Answer any questions and/or concerns in a respectful and patient manner
14
CONFIDENTIAL
VIOLENT INCIDENT REPONSE PLAN
Due to the design of the SAFJC, it is anticipated that most incidents involving violent individuals
will occur in the reception area. The following procedure is designed to address individuals who
pose a threat to staff at the SAFJC:
Notify a Domestic Violence Sergeant at Santa Ana Police Department.
Medical Emergency:
Immediately notify the following individuals of a medical emergency: If danger is imminent
Call 911 and then contact: Criminal Investigation Division Commander or Director of SAFJC.
If the Commander or Director is unavailable or other assistance is needed call Deputy Chief of
Investigation Bureau.
PLEASE NOTE: The above information is for the exclusive use of the SAFJC Staff, Community
Partners and Volunteers. DO NOT RELEASE
1S
CLIENT EMERGENCIES
Client emergencies involving violent incidents, medical emergencies and/or suicidal ideation
(see below) may occur at the Santa Ana Family Justice Center. Such emergencies require all
staff, community partners, and volunteers to follow established protocols and utilize standard
emergency codes.
As in hospitals and other facilities, the following codes will be used to identify emergencies
inside the Santa Ana Family Justice Center:
Code Red: Fire
Code Blue: Client requiring emergency medical care/CPR
Code Green: Dangerous client or situation requiring assistance
Code Pink: Child emergency requiring medical assistance/CPR
Code Yellow: Suicidal client
o Client Verbalizing Suicidal Ideation: "Suicidal Ideation" is defined by the
Vocabulary of Loss: A Glossary of Suicide Related Terminology as "thoughts
about completing suicide." Expressions of suicidal thoughts must always be
taken seriously
Code Purple: High profile and/or high risk clients.
If a client comes to the Santa Ana Family Justice Center and makes a statement regarding suicide
or of harming herself or himself careful attention must be given to any signs or indications of
what the client is thinking. Verbal clues may include:
"I wish I were dead"
"All of my problems will end soon"
"Everyone will be better off without me"
"No one can do anything to help me" The client might also report a history of prior suicide
attempts, drug and/or alcohol abuse, or physical abuse. The Client may also report changes in
appetite, appear to be deteriorating physically or in appearance, or appear to being giving away
belongings in preparation for completing a suicidal act. A useful acronym is SIG E CAPS:
S: Change in Sleep
I: Loss of Interest and pleasure
G: Guilt
E: Loss of Energy
C: Not able to Concentrate
A: Change or loss of Appetite
P: Psychomotor retardation or agitation
S: Suicidal Ideation
The client's mood and feelings should be observed. They may be sad, express feelings of
helplessness, or guilt, but may also express hostility or mood changes.
High risk factors for suicide include:
• Bereavement or loss
Humiliation or disgrace
Family history of suicide
Suicidal preoccupation and talk
Well defined plans for suicide
Persistence of sadness even when other symptoms of depression are getting better
To assist the client who is expressing suicidal ideation, immediately contact:
Criminal Investigation Division Commander or the SAFJC Director
Do not leave the client alone.
If no one is available to make this assessment, contact the Duty Commander
Commander or if there is an imminent credible threat of suicide:
Call 911 immediately.
Alert Director.
In ALL cases of emergencies or unusual occurrences immediately notify:
The SAFJC Director.
Any available Sergeant or Commander at the Santa Ana Police Department.
If the client voluntarily requests to go to a mental health center and needs transportation, call
the Police Department non -emergency line at 714-245-8665 for a law enforcement response.
iVA
To maximize staff and client safety, also consider the following:
The person calling 911 should not be in the same room with the client.
Remove all other clients from the lobby.
Encourage staff not involved with the incident to remain within their assigned work areas.
Advise responding officers of floor plan and alternative exits.
• Be prepared to give the officers a description of the client in crisis. Prepare a SAFJC
Incident Report. (See Attachment B)
1R
TARASOFF WARNING
The Tarasoff decision deals with responsibility of the psychotherapist to warn victims of
potential violence by clients. Simply stated, this means that the psychotherapist -patient privilege
is overshadowed by the therapist's responsibility to warn an intended victim.
A. The general legal requirements for Tarasoff warnings:
1. The duty to warn arises whenever the therapist determines, or pursuant to standards of the
profession should determine, that the patient presents a serious danger to another. If a patient
threatens physical violence against someone, the threat must be a serious one and the victim or
victims must be reasonably identifiable. Some examples of when a victim is "reasonably
identifiable" include: a) the victim is specifically named by patient (ex. Bob Smith of 123
Sesame Street); b) the victim is easily identifiable by their relationship to the patient (ex: my
mother, brother, employer, colleague, competitor, etc.); or c) other easily recognizable trait (ex.:
the Mayor, my congressman, the anchor for the Channel 22 5 p.m. news hour). In order to
discharge the duty to warn, the therapist must make reasonable efforts to communicate the threat
to the victim or victims and must notify a law enforcement agency.
2. Persons to be notified in a Tarasoff situation must include the intended victim, and the police.
The therapist must take all necessary steps to warn the victim of the circumstances such as
attempting to contact the potential victim by telephone and/or letter. This may include telling
other persons who are in a position to warn the victim. It is reasonable to provide the name and
address of the client malting the threats and the nature of the violence that the client has
threatened. It is not permissible to provide the police or the victim access to confidential patient
records without a valid court order, however.
B. Serious consideration should be given to initiating a 72-hour involuntary evaluation hold
pursuant to Welfare & Institutions Code 5150 on the patient.
C. Once a decision has been made as to how the situation will be handled clinically, this should
be carefully charted and/or documented. The therapist needs to chart what information was
disclosed, to whom, when and why.
D. The name and location of the law enforcement agency contacted and the name and badge
number of the officer must also be included in the chart.
E. A written incident report must always be completed by clinical staff and distributed through
appropriate channels when a Tarasoff warning has taken place. This report would include the
name of the staff member issuing the warning, the name of the supervisor and any other persons
involved in the decision, as well as the circumstances surrounding the warning.
In addition, the report must indicate:
1. The patient communicated to the therapist a threat of physical violence
19
2. That this threat was a serious one.
3. The reasons why the victim or victims were reasonably identifiable. The report must be
provided to Criminal Investigation Division Commander within one week of the incident or as
soon as possible.
If a therapist makes a Tarasoff warning by making reasonable efforts to communicate the threat
to the victim/s and to a law enforcement agency, the therapist is immune from suit by the
victim/s even if the victim is subsequently injured. Civil Code § 43.92(b). Moreover, such
disclosures are authorized by law, Welfare & Institutions Code §5328(r) and do not breach
client/therapist confidentiality rules.
Ui1
NEW STAFF ORIENTATION
Orientation for new staff members will be held on first Monday of each month. (See Attachment
D)
*Community Partners are responsible for providing the SAFJC Director notice of any new staff
member within 10 business days of their commencing work at the SAFJC. Community Partners
are responsible for insuring any new staff attends the New Staff Orientation.
21
INTERNSHIP & VOLUNTEER PROGRAMS
The Santa Ana Family Justice Center offers volunteer opportunities and student internship
programs for individuals seeking hands-on experience with On -Site Community Partners. Please
note that all individuals who work at the SAFJC, volunteer and/or intern, are subject to a
background check and must sign a confidentiality statement.
Volunteer Program:
Individuals interested in volunteering at the Santa Ana Family Justice Center should contact the
Volunteer Administrator.
Legal Services:
Law students, paralegals and/or lawyers seeking to gain criminal work experience in the City
Attorney's Domestic Violence & Special Victims Unit, should contact the Head Deputy of the
Orange County District Attorney's Office Domestic Violence & Special Victims Unit or to gain
civil work experience at the Santa Ana Family Justice Center should contact the Director and/or
a local Volunteer Lawyer Program at Community Legal SoCal.
Victim Advocacy And Support:
Undergraduate and graduate students seeking to gain work experience in our advocacy program
and/or in a clinical setting should contact the SAFJC Director.
Interpreter Program:
Individuals seeking to provide interpreting services should contact the SAFJC Director.
Business Maiors:
Students seeking a business project for a final grade should contact the SAFJC Director
22
SANTA ANA FAMILY JUSTICE CENTER DRESS CODE
Staff at the SAFJC shall maintain a professional appearance through attire reflecting the specific
requirements of his/her job duties.
Dress in clean professional clothing.
Maintain an inoffensive level of personal hygiene.
Dress in a professional manner. Tank tops, midriff tops, biker shorts or workout clothing,
shear clothing, flips -flops or thongs are inappropriate attire. If in doubt, ask or don't wear it.
Clothing which bears a sexually suggestive, obscene, or profane symbol or word is
prohibited.
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SITE VISITOR PROTOCOL
All requests to visit the Santa Ana Family Justice Center should be directed to the Director of the
SAFJC.
SAFJC presentations and tours will be conducted on Tuesday of each month with the
presentation provided from 1:00p.m. to 2:00 p.m. and the tour from 2:00 p.m. to 3:00 p.m.
Special requests for out-of-town visitors will be evaluated by the Director to assess:
Nature and length of visit
Number of visitors
Availability of SAFJC Staff and Community Partners
Availability of meeting space
U11
COMMUNITY CONFERENCE ROOMS
Conference rooms are available at the SAFJC for the reasonable use of the SAFJC staff and for
meetings associated with SAFJC operations.
Reserving a conference room:
• Contact the Receptionist for 3rd Community Room.
Fill out a Request for Conference Room form (which room, floor, date, time, number of
participants, and a contact person and number)
Conference Room Audio / Visual
• Use of audio/visual equipment must also be coordinated in advance. The SAFJC does not
have on -site technical assistance to assist you with AV equipment. Existing staff must be
available for clients seeking services and SAFJC operations.
(See Attachment A)
GUIDELINES FOR VISITORS USING THE CONFERENCE ROOMS
Please turn cell phones and pagers to off or vibrate.
Please step out to the elevator lobby or hallway if you must take a call.
Please do not enter restricted areas of the SAFJC.
Please return conference room to the original configuration after your meeting.
Please clean up the conference room after meeting, including table.
Please provide your own food and beverages.
Please provide for your own parking. Parking will not be validated unless arrangements
have been made prior to the meeting/conference and approved by the SAFJC Director or SAPD
Criminal Investigation Division Commander.
• Please honor the privacy and confidentiality of clients using services here. Whatever you
may see or hear during your visit at the SAFJC stays here.
Please remember to close doors during your meeting.
Please wear ID or your visitor nametag at all times.
75
PLAYROOM GUIDELINES
The goal of the children's playroom is to provide a physically and emotionally safe play
environment that recognizes the developmental, emotional and social needs of children and to
provide supervision and play activities for children whose parents are receiving SAFJC services.
Functions and Responsibilities of Volunteers in the Playroom:
The playroom should be set up and maintained with materials that are age -appropriate for
the children present. The playroom should not have any toys/objects that are small enough to be
choked on or swallowed. Toys should all be easily cleanable and should be disinfected on a
regular basis. Volunteers should make sure that the playroom is clean and toys are put away at
the end of their shift.
• Volunteers are encouraged to engage children in play and craft activities during their time in
the playroom. Attention should be given to determining and monitoring the special needs of each
child.
Children should never be left alone in the playroom. If a child needs assistance using the
restroom, the volunteer is instructed to get another volunteer or a staff member to supervise the
playroom while he/she is absent.
When children leave the playroom to go into a partner's or therapist's office, they need to
take their belongings with them.
Every effort should be made to ensure that the playroom is a healthy environment. If the
volunteer determines that a child is sick, the volunteer is instructed to locate the child's parent
and request that the parent take the child out of the playroom.
The playroom should promote safe interactions between children. If a child endangers the
safety of another child in the playroom, the volunteer is instructed to locate the child's parent and
request that the parent (or therapist) take the child out of the playroom.
7.6
GRIEVANCE BY CLIENT
SAFJC staff are part of a team of dedicated, qualified individuals whose goal is to support
victims of family violence and their children. Every, effort is made to provide services in a
manner that is high quality and non-discriminatory.
In the event of a grievance about SAFJC staff or services, the client will be asked to do the
following:
1. Discuss their concerns with the supervisor from the agency involved.
2. If the supervisor is not available, the client shall be directed to contact the SAFJC Director.
3. The SAFJC Director will maintain the client's contact information and specific information
about the incident or concern.
4. The SAFJC Director will contact the involved agency/supervisor and advise the client when
she/he can expect to hear back from that agency.
5. If the client is not satisfied that their concerns were adequately addressed by the involved
agency, they may then request a review by the Criminal Investigation Division Commander of
the Santa Ana Police Department.
27
CONFLICT RESOLUTION POLICY
Conflict at the workplace is normal and should be anticipated. Our challenge is to resolve
conflict at the earliest possible time and at the lowest possible level. An effective conflict
resolution process honors the confidentiality of all parties involved and addresses everyone's
concern in a thoughtful and respectful manner. Our intent is to provide an environment where
individuals can feel safe to talk to each other (instead of about each other), promote collaboration
as we learn how to work together and develop creative solutions to problems that mutually
benefit everyone involved. Below are some suggested guidelines:
Address the concern directly with the person in a private setting.
Address the issue as soon as you have had an opportunity to analyze the situation. Be
empathetic. Place yourself in the other party's shoes and try to see the situation from another
perspective. Meet at a time when you are not angry or upset.
Look for an opportunity to find a mutually beneficial resolution. Consider what options are
available to resolve the conflict in a way that will enhance the professional relationship between
you and the other party as well as maintain a harmonious workplace environment.
• Brainstorm with the other party and try to come up with as many solutions as you can and then
evaluate each of the options and choose the one that will be most beneficial to both parties.
Remember: a solution that benefits only one party simply prolongs the conflict and may simmer
for a while and lead to other conflicts.
Be open to feedback and make every effort to respond in a positive, calm manner. If the issue
cannot be resolved with the individual directly, don't give up. Ask the party to bring the matter
to a neutral, appropriate, and confidential third party or discuss the matter with the individual's
supervisor. Remember: do not discuss personal conflicts with others at the SAFJC. Rumors and
gossip will only aggravate the problem. When differences cannot be resolved through informal
discussions, the SAFJC will provide a formal and neutral review procedure to facilitate the
resolution process. All formal complaints shall be in writing and submitted to the SAFJC
Director within 30 days of the conflict. The complaint should state what happened and what
steps were taken to resolve the matter. The SAFJC Director will conduct a fact-finding and meet
with all the parties concerned in an effort to resolve the matter.
7R
PARKING PLAN
Parking for SAFJC staff is located at 60 Civic Center Plaza, Santa Ana CA 92701.
Community Partners are responsible for their own parking as specified in the Partnership
Agreement.
City owned police, city attorney and SAFJC vehicles assigned to the SAFJC will be parked in
assigned spaces.
Parking validation will be given to official visitors and SAFJC volunteers at the reception area.
An official visitor is any individual conducting official business with the SAFJC, Police, City
Attorney's Office, or Community Partner.
Parking validation will not be provided for friends or family members of SAFJC staff or those
individuals not on official business.
Parking validation will be provided to SAFJC employees only when using a personal vehicle for
a legitimate business purpose.
79
MAIL RUN
SAFJC Personnel and on -site Partners will receive mail at the Center's street address:
60 Civic Center Plaza, Santa Ana CA 92701
U.S. Mail is picked up from the Center's reception desk and distributed daily in the Santa Ana
Family Justice Center Team Area by the Intake Specialist except on regular federal holidays.
CLEANING MAINTENANCE
The Santa Ana Police Department will provide cleaning maintenance for the SAFJC. Although
the cleaning crew has completed and passed a background security check, staff should maintain
sensitive information and files under lock and key.
The cleaning maintenance crew will be responsible for the following:
Vacuuming • Dusting • Trash • Mopping
Bathroom • Kitchen
SAFJC staff members are reminded to maintain a clean workspace.
If there is a maintenance emergency, please contact the SAFJC Director
COPY AND FAX MACHINE USE
SAFJC On -site Partners are provided access to and use of the SAFJC copy and fax machines in
the front office reception area in exchange for compliance with reasonable use limitations and
assistance with paper supply.
If a Partner wishes to use the copy machine for a large project consisting of more than 50 pages,
they are asked to notify and consult with the SAFJC Director prior to such use.
.�n
POLICY AND PROCEDURE CHANGE AND/OR IMPLEMENTATION
1. Seek input from individuals directly impacted by the suggestion.
2. Suggestions shall be submitted in writing to one of the Board of Directors.
3. The Board of Directors member will share the recommendation with other members and
report back with the resolution.
4. The decision will then be circulated to all on -site Community Partners.
5. Any new policy/procedure will be incorporated into the Operations Manual.
Requests for changes to existing SAFJC policy or procedures need to be submitted to the SAFJC
Board of Directors in writing. (Attachment C)
�1
SUPPORTING DOCUMENTS
Attachment A: Facility Use Application
Attachment B: Incident Report Form
Attachment C: Suggestion Form
Attachment D: New Staff Orientation Checklist
Attachment E: Confidentiality Agreement
Attachment F: Courtesy Warrant Disclosure
32
Santa Ana Family Justice Center
Facility Use Application
For use of Family Justice Center facilities by an unaffiliated organization.
Attachment A
NAME OF ORGANIZATION
DATE OF EVENT
START TIME
END TIME
NAME OF CONTACT
PHONE #
EMAIL ADDRESS
# EXPECTED
ROOM TO BE USED
REQUESTED EQUIPMENT
REQUESTED EQUIPMENT
SET UP STYLE
AGREEMENT
For consideration and use of the listed space and equipment, I hereby acknowledge and agree to
the following:
1. The Santa Ana Family Justice Center will NOT be responsible for the room set-up.
2. The Santa Ana Family Justice Center will NOT be responsible for the room clean up.
3. The Santa Ana Family Justice Center will NOT be responsible for providing paid parking.
4. The listed organization WILL be responsible for the room set up.
5. The listed organization WILL be responsible for the room clean up.
6. The listed organization WILL be responsible for any parking cost.
7. The listed organization WILL be responsible for returning the room to its original condition
before
departure.
ROOM CAPACITY: CONFERENCE ROOM A
Conference Room Theatre Style
Community Room Theatre Style
APPROVED BY POSITION DATE
STYLE # TABLES # CHAIRS AV TECH
Y N
EQUIPMENT PROVIDED
TR
Santa Ana Family Justice Center
Incident Report
Attachment B
Should be filed and kept in secure location; include all related documentation and follow-up
documents.
STAFF NAME DATE; I TIME: TYPE:
SYNOPSIS:
ADDITIONAL COMMENTS:
34
Santa Ana Family Justice Center
Suggestion Form
Attachment C
Staff Name: Date: Time: Type:
Suggestion:
Commander
Executive Director
❑ APPROVED
❑ NOT
APPROVED
Comments:
Rr,
Santa Ana Family Justice Center Attachment D
New Staff Orientation Cheeldist
Name of new staff. -
Name of sponsoring Community Partner or Dept:
First day of work:
• Assignment of work space
• Tour and orientation to the SAFJC — First Monday of the month from 8am to 4pm
• Issuance of ID badge or approval of use of existing ID badge o Completion of Contact
Information and Emergency Contact o Copy of bio o Copy of SAFJC phone directory
• Copy of SAFJC Operations Manual
• Review of parking procedures and use of parking validation
Date completed: by: Director
�h
Santa Ana Family Justice Center
CONFIDENTIALITY AGREEMENT
Attachment E
Should be signed by all employees and volunteers before they begin work with clients.
I, (name and position), understand that
maintaining a client's confidentiality is paramount to a client's safety.
I am required to keep clients' confidences and may not disclose (including to other project
personnel) any information regarding a client without express permission, preferably in writing.
I will not discuss client matters in public spaces, including hallways or open offices and/or
conference rooms at the SAFJC.
I will not publicly acknowledge a client without his/her express permission.I will direct my
questions regarding confidentiality to my immediate supervisor,
If s/he is unavailable, I will direct my questions to the Director of the Santa Ana Family Justice
Center
I understand that a knowing and voluntary violation of the confidentiality policy can jeopardize
my working relationship and/or assignments at the Family Justice Center.
Date
Date
Date
Signature of employee
Signature of supervisor (if needed)
Signature of witness
.�7
Santa Ana Family Justice Center Attachment F
Courtesy Warrant Disclosure
Provide copy to: (1) Client; (2) FJC; (3) City Attorney; & (a) Superior Court
This is to inform you that there is a warrant for your arrest relating to:
Case # Case #
Case # Case #
It is your legal obligation to address any warrants for your arrest with the court. This notice is
being provided as a courtesy to you.
To address the above listed warrant(s), please go to Superior Court, located at:
Information Desk will be able to help you.
The court will accept "walk-ins" without any appointment Monday through Friday before noon.
If you cannot afford an attorney, one will be appointed to assist you. You may also consult your
own private attorney.
I hereby acknowledge that I have been given notice of the above listed warrants.
Signature
Print Name
Date
Date of Birth
RR