Oregon Youth Authority Newsletter - January 2017.pdf · Oregon Youth Authority ... as we make our...

Oregon Youth Authority

The latest news on Hillcrest and MacLaren facilities

Consolidation Update

January 2017

1

Consolidation Project Planning InfoNichole Kisor, Project Manager, 971-283-6665OYANet site: http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/Pages/default.aspxPublic site: www.oregon.gov/oya/pages/10YearPlan.aspx

Hot Topics this MonthEvents in 2017 - Mark your calendars for tentative celebration datesStaffing Page 2- Updates on unit leadership roles and QMHPs Construction Page 3- Update on how various projects are progressingRadio Use and Line Moves Page 4- New radio language for consolidated campusYouth Property and Clothing Page 5- Changes to rules for youth belongings

Mark Your Calendars: Tentative 2017 Events

Do you have ideas for content you would like to read in this newsletter? Questions you would like to see answered? Consolidation-related projects you want to learn more about?

Email your ideas to Nichole Kisor ([email protected]) and we will work to incorporate them into future newsletters.

What Would You Like to Know?

May and June will be very busy months at MacLaren and Hillcrest as we make our final unit moves and host events to celebrate both campuses. Here is the current list of events for those two months. Please note that these dates are tentative and subject to change.

We ask that you please do not schedule any additional major events or public tours on either campus during these months unless absolutely necessary. Thanks for your help!

May1-6: Correctional Employees Week12: Courtyard units construction complete18: Goodbye activities at Hillcrest (staff only)20: Volunteer orientation at MacLaren24: Gamma (Hillcrest) moves to Haystack, and Sigma (Hillcrest) moves to Granite

25 or 31 (TBD): MacLaren Courtyard units open house for staff and their families

June2: Courtyard units open house for general public and stakeholders (tentative)4: Courtyard units open house for youth families (tentative)6: SITP relocates to Pacific14: Alpha (Hillcrest) moves to Maple, Delta (Hillcrest) moves to Noble, and Epsilon (Hillcrest) moves to Summit15: Public celebration of Hillcrest (tentative)19: Omega (Hillcrest) moves to Jasper, and Zeta (Hillcrest) moves to Oak30: Graduation at MacLaren

*Note: For a map of the MacLaren unit locations, see page 7 or go to OYANet.

Administrative TransitionThis month, we are scheduling joint management meetings that include managers from both campuses. Managers also will begin to schedule combined team meetings.• Tom Johnson, Administrative

Services Program Director, already is supervising his areas at MacLaren, including the support team, dispatch/PBX, educational and vocational functions, Food Service, and the Warehouse. He also is a liaison for the Medical Clinic and maintenance team.

• Don Cozad, Operations Director, already is at MacLaren and supervising his area.

• Abe Rios, Courtyard Program Director, is spending Mondays at Hillcrest and working with his teams to plan operations for the Courtyard area of MacLaren.

• We will have more information soon about the other areas of campus.

?

http://www.oregon.gov/oya/pages/10YearPlan.aspx

mailto:nichole.kisor%40oya.state.or.us?subject=Consolidation%20newsletter%20idea

http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/10YearPlan/MacLaren%20Building%20Names%20-%20Final.pdf




2


Staffing UpdateNew Unit Leadership StructureIn November, Facility Services announced a new living unit leadership structure for the entire agency. Starting in the first part of 2017, the unit leadership will be as follows:• Treatment Managers will be

called Living Unit Managers. They no longer will be case workers. Instead, they will focus on leading, supporting, and developing their staff and programs.

• Youth Corrections Unit Coordinators will be called Case Coordinators. They will focus on youth case management, as well as organizing, tracking, and documenting services.

• Qualified Mental Health Professionals will coordinate treatment. They will ensure that the right services are being provided to each youth.

The new leadership teams will work together to develop a Positive Human Development culture and treatment environment on each unit. Facility Services leaders began training the unit leadership teams in November.

QMHPs UpdateDraft schedules and position expectations have been developed for the QMHPs. Treatment Services currently is seeking the feedback of QMHPs to make sure that that no critical information was missed when developing these plans.

As we developed the schedules for the QMHPs, campus leaders tried hard to make only minimal modifications so that a re-bid was not required. Unfortunately, they were not able to make the schedule work without larger modifications. In order to properly staff the consolidated campus, more than 50 percent of the schedules had to be modified, which triggered a re-bid. The re-bid happened Jan. 25.

We realize that we previously guaranteed the QMHPs would stay with their current units without a re-bid, and we are sorry that this was not able to occur. We know that this could be a difficult change for some staff, and the decision was not made lightly. Campus leaders are committed to doing everything possible to support the QMHPs and other unit staff as we work toward a smooth transition to the consolidated campus.

What is Coming in 2017?• Monthly team meetings: We will

begin having these meetings at MacLaren so that the Hillcrest units can become more familiar with the MacLaren campus.

• Shadowing opportunities: We will start creating these so that staff in similar roles on each campus will have an opportunity to work together before the campuses combine.

Medical ClinicWorkgroups will begin meeting this month, with a focus on these five topics:• Intake duties• Processes relating to medical

providers and labs• Pharmacy• Routine medical appointments

and processes• Immunizations and vision

planning

Outside Groups Visiting Hillcrest

As we get closer to consolidation, representatives of the Department of Administrative Services (DAS) or other groups will be visiting Hillcrest occasionally to identify the needs for re-sale of the buildings and property. These visitors are either interested in using the property after July, or they are helping us collect information needed to work toward selling the property.

Hillcrest staff, you may see DAS or other groups touring through your area sometime soon. The time frame or plans for closing Hillcrest are not changing.





3


Construction UpdateNew Courtyard Living UnitsThe new living units are on schedule for completion in May. Contractors began installing the roof on Maple, the unit closest to the gatehouse, in December.

Planning for operations in these units began in December with the living unit managers creating a list of everything they had questions about or they thought we should address before teams and youth move in. We will work closely with the construction project manager to coordinate building walks and tours as we develop operational plans.

In the coming weeks, unit managers also will focus on selecting furniture for the units so that we can submit furniture orders.

Lake Cottage (Grover)Construction on Lake is almost complete, and staff and youth from Kincaid are scheduled to move in Feb. 8.

Before moving, youth are minimizing their property to appropriate amounts. See page 5 of this newsletter to learn more about our progress on creating processes for youth property.

Other Projects• Timberline Treatment Mall

(Thayer): This project is on schedule for completion in March.

• Medical Clinic and Intake: This project is on schedule for completion in April.

• Current cottage upgrades: These are on schedule. The physical plant team finished upgrading Dunbar Cottage in December. They will begin upgrading Kincaid Cottage this month, with a goal of finishing in March.

• Other projects: The physical plant team also is working on these projects to prepare the campus for consolidation. This list may change as workgroups continue to meet and identify other needs. The leadership team will prioritize and potentially move around projects to accommodate as many requests as possible, with safety and security needs receiving first priority.• Auditorium: We are

turning this space into a fitness room for youth.

• Administration Building: We are making room for the records functions that are

moving from Hillcrest. These will be located in the southern section of the building near the Tom Nelson Conference Room.

• High School: We need to do significant work to make the school ready for full occupancy. This includes removing chalkboards, cleaning the walls, and adding school equipment. Work begins this month and will be completed in three phases.

• Campus Operations Office: Minor updgrades will ensure that staff have adequate work space.

• Pennoyer Gym (attached to the Visitation Center): Upgrades will include cleaning up the recreation office and adding new bleachers and flooring. We expect this to begin in May.

• Benson Gym (connected to SITP and IU): This will receive minor changes so that the upper area can be used as a fitness room for the Courtyard units.

Construction moves forward on the new living units in the Courtyard.





4


Radio Use and Line MovesRadio use: Currently, Hillcrest and MacLaren use different radio languages. A workgroup comprised of staff from both campuses developed standardized terminology to be used on the consolidated campus (see the chart at the right). This month, MacLaren will be piloting the new radio language.

The workgroup also created a plan for radio checkout, maintenance, and inventory, and is ensuring that we will have enough radio equipment and accessories once the campuses combine.

Line moves: This workgroup has mapped out line movement paths and times for major moves to school and work. Next, campus leaders will add more details to this plan.

Tentative Unit Move Dates

McBride (Jasper) moved to Hall (Fossil)

Smith (Crater) moved to McKay (Dunes)

Dunbar (Granite) moved to Smith (Crater)

Kincaid (Haystack) moves to Grover (Lake)

Gamma (Hillcrest) moves to Kincaid (Haystack)

Sigma (Hillcrest) moves to Dunbar (Granite)

SITP moves to new unit (Pacific)

Epsilon (Hillcrest) moves to new unit (Summit)

Alpha (Hillcrest) moves to new unit (Maple)

Delta (Hillcrest) moves to new unit (Noble)

Omega (Hillcrest) moves to McBride (Jasper)

Zeta (Hillcrest) moves to new unit (Oak)

The U moves to new unit (Rockaway)

May 11, 2016

July 15, 2016

Oct. 26, 2016

Feb. 8, 2017

May 2017, Week 4

June 2017, Week 1

June 2017, Week 2

June 2017, Week 3

July 2017, Week 1

See the map on page 7 or on OYANet for unit locations.

Radio Language - Consolidated CampusTerm Purpose of Term Example Key NotesControl Staff person on point for radios on behalf of

Facility Operations for the shift.This term was chosen because this person will "control" line moves and traffic. Previously referred to as "the pad."

Dispatch Group of staff handling radio relays, phone calls, etc.

This term was chosen because these staff will dispatch the appropriate staff or emergency response.

Code Blue Medical Code + PriorityPriorities = 1: Emergency2: Standard

Code Blue 1; Code Blue 2

Routine calls such as bloody noses, allergies, medications needed, etc. will be called in by phone directly to the clinic. DO NOT use radios for this purpose.

Code Green Behavior Code + PriorityPriorities = 1: Emergency2: Standard (youth requesting to talk to security, unit calls for security walk-throughs)

Code Green 1; Code Green 2

Routine calls such as finding typical contraband should be made by phone, not radio.

Copy Indicates person receiving radio call heard the information. Use for all incoming radio calls.

"Copy, 14 and 1 to school from Dunbar."

Copy will always be followed up with a repeat of what the person said to ensure it was heard correctly and registered (active listening).

Stand By Wait/hold for a response from Dispatch or Control.

Indicates information will be coming back to you and the radio call is not complete.

Code 4 Indicates security has cleared a particular area or situation.

Only to be used by Campus Operations staff to clear a code or emergency situation.


http://oyanet.oya.state.or.us/DirectorsOffice/10YearPlan/10YearPlan/MacLaren%20Building%20Names%20-%20Final.pdf




5


Youth Property and Clothing

PropertyWe are addressing several aspects of youth property organization as part of our consolidation planning: • Maximum allowances: We are developing a list of

how much property each youth may have, with a maximum amount they may accrue.

• Long-term storage: We are setting up an organized and secure location for storing youth belongings that are not permitted on their unit.

• Ordering: We developed a standardized process for ordering youth property:• Youth may only order items quarterly.• There are a limited number of designated websites

that youth can purchase property from.• There is an enhanced selection process where unit

staff will work with youth to evaluate the appropriateness of the order and their property allowances before managers authorize the purchase.

• Printed materials: We are creating materials to help youth better understand the property allowances and options.

• Property at intake: We are connecting with the community and field staff to ensure a streamlined process around what happens to youth property when they go to intake. Youth property will be inventoried and stored in an intake storage area.

After we finish developing the ordering process, we will turn our attention to the process for receiving property at the facility and getting it to youth.

ClothingStarting in November, MacLaren began requiring youth to wear a uniform when visiting the Canteen, going to school, and during visitations, events, and activities where the general public is there. For unit activities or events where the public is not invited, youth still are allowed to wear personal clothing based on the tag level privilege system.The new rules are intended to make it easier to see the difference between youth, staff, and campus visitors, making the campus safer for people who live and work there and for visitors. • The uniform: Gray polo shirt; black Dickies pants; gray

or black sweatshirt and sweat pants for recreational activities; black, gray, and white footwear; and black, gray, or white socks.

• When youth must wear the uniform: At the Canteen, at school, during visitations that are not on their unit, and at events or activities outside of regular programming where the general public is there. If they are going to or coming from school and they have assigned work that day, they are allowed to wear their work clothing at school.

• Getting permission for personal clothing: Youth may be allowed to have personal clothing based on their tag level, but it must be approved by their unit managers before it comes into the facility. We are working now on the clothing approval process. Gang-affiliated colors and symbols, professional sports team appearel, and coats or jackets with hoods are not allowed. Youth may not have more than three pairs of shoes, and all shoes must be gray, white, or black.

• When youth may wear personal clothing: For those who are allowed to wear personal clothing, they may wear it on their unit (including visits on unit) or at OIIR, Hope Partnership, or other Station groups that are part of regular programming and happen after school or work hours. Uniforms are required for special events.

We are creating an FAQ about youth clothing and property. If you have questions you would like answered, please email them to Nichole Kisor, [email protected].


mailto:nichole.kisor%40oya.state.or.us?subject=Youth%20Property%20and%20Clothing%20FAQ




6


Saturday Sunday Wednesday ThursdayIntake / PV

Maple (Alpha)Noble (Delta)

Summit (Epsilon)

9:30-12:00 On Unit

1:00-3:30 On Unit

Family Visits5:00 - 8:00

Timberline Building**By Appointment Only

Courtyard UnitsOak (Zeta)

Pacific (SITP)Rockaway (The U)

1:00-3:30On Unit

9:30-12:00On Unit

Valley Units - Group 1Jasper (Omega)

Haystack (Gamma) Granite (Sigma)

1:00-3:30On Unit

9:30-12:00Visitation Center

Valley Units - Group 2Crater (Dunbar),Dunes (McKay)

Fossil (Hall)

9:30-12:00On Unit

1:00-3:30Visitation Center

Lake (Kincaid)1-4

On Unit

9:30 - 3:00On Unit

No visitor check in between 12 and 1

5:00-8:00On Unit

**Family Visits

By Appointment Only

Staffing

CS will provide staffing at the gatehouse for all visitation times. This will help with unit staffing levels and with consistency with visitation check-in.

Unit staff will provide the staffing for the visitation center, Timberline, and on unit visits.

Unit Managers and YCUCs can schedule on shared calendarAppointment must be scheduled by Monday PM of that same week so risk mitigation can occur as needed on Tu/WedTimberline family visit capacity is 20, not including staffVisitation center capacity is 100, not including staff

Consolidated MYCF Campus Visitation ScheduleFinal as of November 17, 2016

**By Appointment Only

Regular Visits5:00 - 8:00

Visitation Center

Family Visits (rotation of units TBD)

5:00 - 8:00Timberline Building

Important Notes on the Visitation ScheduleVisitor check-in begins 15 minutes prior to the scheduled visitation times.

Family visits are reserved for families visiting with children under 12 or for youth who have children coming in to visit under the age of 12.


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Oregon Youth Authority Newsletter - January 2017.pdf · Oregon Youth Authority ... as we make our...

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