Model Resident Reporting Policy

Residents of juvenile detention may report sexual abuse, sexual harassment, suspicions of sexual abuse, or retaliation after a report of sexual abuse in multiple forms: oral reports to staff, supervisors, administrators, probation officers, their attorneys, family members, volunteers, or any other person; written reports to any person; on grievance forms.

The facility administrator is responsible for ensuring that:

• A locked box is provided in the secure unit as one avenue of private reporting for youth. This box is to be checked by an assigned staff on a daily basis, including weekends and holidays, and any communications regarding sexual abuse or sexual harassment will be followed up on immediately.
• Writing materials are to be made accessible to residents for purposes of communicating a report of sexual abuse or sexual harassment or for other purposes approved by the facility administrator.
• Staff are directed to accept anonymous and third party reports of sexual abuse of sexual harassment and ensuring that these reports are investigated in the appropriate manner.
• No time limit is imposed on reporting of sexual abuse and residents are not required to use an informal grievance process or other means of resolving the matter prior to making a report.

Youth are provided information on different ways of reporting during the intake process, including how to report sexual abuse, harassment, or suspicions of sexual abuse to an outside agency. Information is provided in multiple ways: orally, in a brochure, on posters, and in published materials easily accessible to youth. Residents acknowledge by their signature on an appropriate form that they received and understood the information. [link to orientation and form]

An education professional reviews Information provided to residents and a memorandum is on file from the professional acknowledging the review and the finding that it is appropriate for the age range of youth in the facility.

(Agency) has a current written agreement with an appropriate outside agency (specified by name) to receive resident reports of sexual abuse or harassment. This agreement contains the following provisions:

• a phone number and address where residents can make reports;
• agreement to maintain an appropriate number of staff to accept and monitor reports received;
• agreement to immediately (as soon as possible) forward all reports to the agency PREA Coordinator;
• agreement to accept anonymous reports.

The agency PREA Coordinator is authorized to negotiate for these services and enter into multiple agreements if necessary. All agreements are reviewed and approved by the agency Director. Agreements are to be made for a period of time not to exceed three years, after which the agreements are reviewed, revised if necessary, and renewed upon mutual consent. Review of agreements is conducted in such a way that residents always have a phone number and address to use with no gaps in service.

Upon execution of agreements, the phone number and address where residents can make reports is communicated to and included in all materials for residents. The information is included in resident brochures and handbooks, and displayed prominently in the facility.

PREA Standard 115.333
PREA Standard 115.351
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