Training for Department of Correction Employees

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DEPARTMENT
OF
CORRECTION
POLICY
MANUAL
SUBJECT:
Training for Department
of Correction Employees
Adopted: 12-82
Reviewed:
Revised: 03-31-00
Reformatted: 01-2001

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01.00.00. POLICY OF THE DEPARTMENT
It is the policy of the Board of Correction that the Department of Correction will ensure that
all training is consistent with this policy for all department employees, contract personnel
and volunteers.
02.00.00. TABLE OF CONTENTS
01.00.00.POLICY OF THE DEPARTMENT
02.00.00.TABLE OF CONTENTS
03.00.00.REFERENCES
04.00.00.DEFINITIONS
05.00.00.PROCEDURE
05.01.00. General Requirements
05.01.01. Orientation
05.01.02. Pre-Service
05.01.02.01. Prisons Division
05.01.02.02. Field and Community Services Division
05.01.02.03. Correctional Industries
05.01.02.04. Institutional Services Division
05.01.02.05. Management Services Division
05.01.03. Class Schedule
05.01.04. Curriculums
05.01.05. Training Environment
05.01.06. In-Service or Annual Training
05.01.06.01. Prisons Division
05.01.06.02. Field and Community Services Division
05.01.06.03. Correctional Industries
05.01.06.04. Institutional Services Division
05.01.06.05. Management Services Division
05.01.06.06. Personnel and Payroll Services
05.01.07. In-Service Mandatory Curriculums
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05.02.00. Participation
05.02.01. Orientation
05.02.02. Pre-Service
05.02.03. In-Service
05.02.04. Supervisory Training
05.03.00. Training Management Process
05.03.01. Curriculum Reviews
05.03.02. Training Plans
05.04.00 Duties
05.04.01. Training Council
05.04.02. Chair of the Training Council
05.04.03. Division Administrators
05.04.04. Personnel and Payroll Services Manager
05.04.05. Training Manager
05.04.06. Trainers
03.00.00 REFERENCES
Fair Labor Standards Act, 29 CFR 785.
Standards for the Administration of Correctional Agencies, Standards 109, 129, 131, 132,
and 134.
Standards for Adult Correctional Institutions, Third Edition, 1990, Standards 3-4079 and
3-4086.
Standards for Adult Probation and Parole Field Services, Second Edition, 1981, Standards
2-3065 and 2-3066.
04.00.00. DEFINITIONS
In-Service: Training to maintain proficiency, learn new skills, and prepare for
advancement.
On-The-Job (OJT): Training that occurs while actually performing the duties and tasks in
the workplace.
Orientation: Information/training on the organization's mission, vision, policies, procedures
and benefits.
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Pre-Service: Training to prepare new employees with basic skills and knowledge to start
their careers.
05.00.00. PROCEDURE
05.01.00. General Requirements
05.01.01. Orientation
The training manager shall develop an orientation curriculum for all new employees for
training council approval in cooperation with the manager of personnel and payroll
services.
This orientation curriculum will include, at a minimum, benefits, pay, department policy, and
department structure and organization. In addition, orientation will include meetings with
appropriate senior staff and tours of appropriate facilities.
Each new employee will receive an overview of the department's goals and objectives.
The role of each employee in the achievement of these goals and objectives will be
stressed along with management's expectation that every employee will accept
accountability for their performance of work to a standard that will allow the department to
achieve its goals and objectives.
The training manager will coordinate the curriculum for an orientation program with the
respective administrators.
05.01.02. Pre-Service
05.01.02.01. Prisons Division
Custody Personnel - All new staff primarily responsible for custody, safety and security
will complete a minimum of two hundred forty (240) hours of training prior to assuming
their job responsibilities. The two hundred forty (240) hours will consist of the following
components:
001. One hundred twenty (120) hours of pre-service training presented by the
department’s training bureau. New employees will be enrolled in the first
available/scheduled pre-service course.
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002. One hundred twenty (120) hours of on-the-job training (OJT) conducted by
institutional staff.
Institutional Non-Custody Personnel - All prison division non-custody staff, which includes
counselors, treatment, clerical, and maintenance staff, will attend a minimum of forty (40)
hours of the appropriate portions of the department’s pre-service training course.
05.01.02.02. Field and Community Service Division (FCS)
Custody and Offender Management Personnel - Custody and offender management
personnel include all positions in the work centers and district offices except administrative
assistants and office specialists. All custody and offender management personnel will
complete a minimum of one hundred sixty (160) hours of training within their probationary
period. The one hundred sixty (160) hours will consist of the following components:
001. Eighty (80) hours of pre-service training provided by the department’s training
bureau. New employees will be enrolled in the first available/scheduled pre-
service course.
002. Eighty (80) hours of on-the-job training (OJT) conducted by FCS field staff.
Support Personnel - Support personnel include administrative assistants and office
specialists. All support staff will attend a minimum of forty (40) hours of the appropriate
portions of the department’s pre-service training.
05.01.02.03. Correctional Industries
Correctional industries staff that directly supervise inmates within the institutions or outside
at work sites, will complete a minimum of one hundred twenty (120) hours of pre-service
training provided by the department’s training bureau.
Correctional industries staff who do not directly supervise but work in close proximity to
inmates will complete a security training program provided by the training bureau.
05.01.02.04. Institutional Services Divisions
Any contract or division personnel who work full time within the institutions will complete
a minimum of forty (40) hours of the training bureau’s institutional pre-service training.
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Those division personnel who provide services at institutions or community work centers
will complete, as a minimum, the security training program provided by the training bureau.
Those division personnel who have little or no contact with inmates or offenders will
complete orientation as a minimum.
05.01.02.05. Management Services Divisions
Any contract or division personnel who work full time within the institutions will complete
a minimum of forty (40) hours of the training bureau’s institutional pre-service training.
Those division personnel who provide services at institutions or community work centers
will complete, as a minimum, the security training program provided by the training bureau.
Those division personnel who have little or no contact with inmates or offenders will
complete orientation as a minimum.
05.01.03. Class schedule
The training manager, in coordination with the appropriate division administrator or
designee, will prepare a schedule for all pre-service classes and their associated costs.
05.01.04. Curriculums
Pre-service curriculums will be reviewed, updated, and approved per guidelines in the
training management process (see section 05.03.00.).
05.01.05. Training Environment
The pre-service training environment will be a nurturing, coaching, and supportive
environment designed to mold and retain good state employees.
05.01.06. In-Service or Annual Training
05.01.06.01. Prisons Division
Custody Personnel - All custody personnel will receive a minimum of forty (40) hours of in-
service training.
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Non-Custody Personnel - All non-custody personnel will receive a minimum of sixteen (16)
hours of in-service training.
The prisons division will reflect the in-services schedules and associated costs in their
training plans.
05.01.06.02. Field and Community Services Division
All division personnel will receive a minimum of forty (40) hours of in-service training except
administrative assistants and office specialists who will receive a minimum of twenty (20)
hours of in-service training.
The field and community services division (FCS) will reflect the in-services schedules and
associated costs in their training plans.
05.01.06.03. Correctional Industries
Division personnel will receive in-service training based on individual need.
The correctional industries division will provide their respective bureaus’ training plans and
associated costs in their division training plans. Because of diversity of functions and small
numbers of employees, specific training needs will be identified in employees’ individual
development plans.
05.01.06.04. Institutional Services Division
All division personnel will receive a minimum of forty (40) hours of in-service training.
The institutional services division will provide their respective bureaus’ training plans and
associated costs in their division training plans. Because of diversity of functions and small
numbers of employees, specific training needs will be identified in employees’ individual
development plans.
05.01.06.05. Management Services Division
Division personnel will receive in-service training based on individual need.
The management services division will provide their respective bureaus’ training plans and
associated costs in their division training plans. Because of diversity of functions and small
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numbers of employees, specific training needs will be identified in employees’ individual
development plans.
05.01.06.06. Personnel and Payroll Services
Employees in personnel and payroll services will receive in-service training based on
individual need.
Personnel and payroll services will provide their respective bureaus’ training plans and
associated costs in their division training plans. Because of diversity of functions and small
numbers of employees, specific training needs will be identified in employees’ individual
development plans.
05.01.07. In-Service Mandatory Curriculums
In-service mandatory curriculums will be reviewed, updated, and approved per guidelines
in the training management process (see section 05.03.00.).
05.02.00. Participation
05.02.01. Orientation
All new Idaho Department of Correction (IDOC) employees shall receive orientation within
their first pay period of employment with the department. Orientation curriculums may be
included in pre-service courses.
05.02.02. Pre-Service
All newly hired full-time employees of the department shall complete appropriate pre-
service training at the first available training session.
Administrators may grant one exception for an employee to miss the first available pre-
service course; any additional exceptions will be reviewed and granted by the training
council.
All new employees will be administered a comprehensive final examination at the end of
their pre-service training. The student must achieve a minimum score of seventy percent
(70%). If this minimum score is not achieved, the hiring authority will be notified. If the
minimum score of seventy percent (70%) is not achieved, the employee will be terminated.
05.02.03. In-Service
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All employees shall receive yearly in-service training as prescribed by their division
administrator to promote professionalism and encourage the development of additional
skills or refresh skills and knowledge from previous training.
The training council must approve any mandatory in-service training that applies to more
than one division.
Any ad hoc specialty training, not approved in the annual curriculum review process, must
be approved by the training council.
05.02.04. Supervisory Training
All first-time supervisors will attend the first available, training council approved,
supervisory training upon assuming their supervisory duties.
05.03.00. Training Management Process
05.03.01. Curriculum Reviews
All division-level and department-wide curriculums for orientation, pre-service and
mandatory in-service training will be reviewed in the third quarter of each fiscal year.
Curriculum changes or updates will be presented to the training council for approval.
If emergencies or changes in the mission require immediate change to curriculums, those
changes will be presented to the training council for approval outside the established
timeframes in this process.
05.03.02. Training Plans
In the spring of each year, the training council will recommend the training guidance and
the director will approve and issue that guidance for the next fiscal year’s training plan
submission.
The director’s guidance will include projected schedules for the next fiscal year’s
classes for pre-service, orientation, and department-wide specialty training.
The divisions will submit their training plans in response to the director’s guidance to the
training council for approval in the May-June time frame.
The divisions will submit quarterly status reports for the training council’s review.
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The training manager will submit for the training council’s review and approval the next
quarter’s consolidated training schedule. This review and approval will include only recent
additions or deletions of previously scheduled courses and classes. This will occur no later
than the second month of the preceding quarter.
05.04.00. Duties
05.04.01. Training Council
The mission of the training council is to provide oversight and direction for the department’s
orientation, pre-service and in-service training programs and to promote collaboration and
teamwork department-wide in order to improve efficiency, effectiveness and
professionalism.
The training council is comprised of an administrator from each division and the manager
of personnel and payroll services. The council has oversight and will review and approve
all orientation and pre-service curriculums/programs.
001. Each administrator and the manager of personnel and payroll services have
one vote. Each administrator and the manager of personnel and payroll
services will be the voting member unless another representative is so
designated.
002. The director may designate any employee of the department for regular
participation in council meetings for the purpose of obtaining advice and
input from field elements.
The training council shall employ a training manager.
The training council shall meet once per month.
Minutes shall be taken of all training council meetings, and shall be provided to members
within one week of the meeting.
The training council shall determine department orientation, pre-service training and in-
service training curriculum when divisions cannot agree on training pertaining to staff from
more than one division.
05.04.02. Chair of the Training Council
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The administrator of management services shall act as the chair of the training council.
The chairmanship shall change as determined by the majority of the council or as
determined by the director.
The chair of the training council shall:
001. Supervise the training manager.
002. Formally solicit input from all administrators relative to the training
manager's performance, and conduct a performance meeting with the
training manager twice a year.
003. Be responsible for conducting the individual performance review of the
training manager.
004. Manage the department training budget with input and guidance from the
council.
005. Coordinate meeting agendas, conduct all council meetings and distribute
meeting minutes.
05.04.03. Division Administrators
Administrators are responsible for all in-service and on-the-job training (OJT) activities
within their respective divisions, and for collaborating and cooperating with the training
manager and training council.
Administrators are responsible to provide recommendations to the training council for
orientation and pre-service curriculum changes.
Administrators are responsible for the development and monitoring of yearly plans for their
division's fiscal training and development plans.
Administrators will establish and review annually their division directives for training. These
will be approved by the training council.
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05.04.04. Personnel and Payroll Services Manager
The manager of personnel and payroll services will coordinate the appropriate policy and
benefits classes with the training manager for inclusion in orientation curriculums and
approval of the training council.
05.04.05. Training Manager
The training manager is the training council's adviser and as such provides advice,
assistance, and services as directed by the council.
001. The training council coordinates major projects that involve more than sixteen
(16) hours of assistance and/or services.
002. The training manager shall monitor national standards and regional trends
in providing information to the council.
003. Council approval is required of all training manager assignments.
004. The training manager shall do research required by the training council.
Requests for the training manager's involvement shall be made formally, in writing, by an
administrator to the chair for consideration by the council.
Should the training manager be detailed to an individual division on a special assignment,
the training manager shall continue to be supervised by the chair of the training council as
outlined under "chair of the training council" (see section 05.04.02.).
The training manager coordinates and is responsible for all orientation, pre-service training,
and all training that is considered department-wide.
001. Once the council approves curriculums, the training manager supervising the
division staff trainers shall coordinate the appropriate training programs in
cooperation with division administrators and their designees.
The training manager shall supervise all division trainers within IDOC. The training
manager will solicit input from each administrator relative to the appropriate trainer’s annual
evaluation.
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The training manager advises, monitors, and evaluates non-mandatory in-service training
as requested.
001. The training manager evaluates, monitors, and provides advice based on
direction from the division administrators. This guidance should be passed
during the next fiscal year's planning process and as often as required
thereafter.
002. The training manager facilitates monthly meetings with division training
coordinators to coordinate activities and share information and resources.
003. The training manager shall develop assessment reports of training programs
for the training council on a quarterly basis.
The training manager shall be responsible for management of the training record
database.
The training manager will coordinate a yearly training schedule that incorporates, as a
minimum, the yearly orientation, pre-service, and department-wide training events.
05.04.06. Trainers
Trainers, under the supervision of the training manager, shall plan, organize, and
coordinate training programs as assigned by the training manager.
Trainers shall coordinate with assigned division staff during the course of a training
program.
Trainers shall conduct research as required by the training manager.
Trainers shall conduct individual training programs as assigned by the training manager.
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Director, Department of Correction Date