Processes and Procedures

The following is important contact information for your child’s stay at New Haven

Agency Address:

Send Mail:       c/o Your Program Specialist

Agency Phone Number:          (760) 630-4035

 


Program Specialist (Day):

Program Specialist’s Extension:   ext. _____

Program Specialist’s E-mail:  __________________@NewHavenYFS.org

Program Specialist (Night):

Program Specialist’s Extension:           ext. _____

Program Specialist’s E-mail:  __________________@NewHavenYFS.org

House:

House Address:   ________________________________________(not for mail )

House Phone Number: (760) 536 – _______


Emergency Contact Information:

 

Medical Services Coordinator:           ________________   X 206

Transport Information

 Transport Location:  _____________________________________


Placement Agreement

Continued and consistent parental involvement is perhaps the single biggest predictor of success within the New Haven Program. The following are areas where parental involvement is most critical and compliance is required for placement in the program.

  1. Healthcare: Health insurance must remain in effect throughout the child’s placement at New Haven. The legal guardian is responsible for transferring their child’s insurance coverage to San Diego County if necessary. Every effort will be made to ensure that only covered healthcare providers will be utilized but ultimately the legal guardian is responsible for all incurred healthcare costs. New Haven will provide for all routine and emergency healthcare needs within the area. If the legal guardian insists that care be provided elsewhere, the guardian will be responsible for all healthcare needs and transportation.
  2. Family Therapy: Family therapy is a critical and required part of the treatment program. Families are expected to participate in a minimum of two (2) sessions per month, with at least one (1) in person. Agency therapists will make every effort to schedule appointments according to the family’s schedule but attendance at these sessions is a mandatory condition of placement.
  3. Home Passes:  Home passes are actually treatment interventions and an essential part of the program., most especially for those who are beginning to prepare for discharge as they provide youth and family an opportunity to practice the skills learned in the program.  It is important that parents complete home pass reports, participate in all “homework” assigned by the therapist and follow the home pass schedule adding or canceling home passes only in cases of emergency.  New Haven may provide partial transportation as a courtesy for the families who live 1 hour or more from campus. New Haven will only transport if the resident demonstrates safe behavior and will not provide transportation if a home pass is not clinically recommended at the time.  Transport Vans try very hard to remain on schedule and may only remain at each transport site for a limited amount of time. Parents are expected to be at the meeting site on time or to contact the agency if a problem arises. If it becomes necessary for the transport van to leave, the parents will become solely responsible for transportation.
  4. Communication: Success is dependent on regular and on-going communication between New Haven and the family. New Haven utilizes a treatment team approach comprised of the youth, the family, program specialists, a teacher, and other members as needed. The Program Specialist acts as a representative as the entire team and often serves as a direct point of contact but any member of the team may be in contact with the family on a regular basis. The parent is expected to return all phone calls from New Haven staff within 24 hours. Additionally, the parent is asked to keep New Haven up-to-date on all contact information, most especially, any changes to phone numbers or address.

Following the above agreement greatly increases the likelihood of a positive treatment outcome. Not abiding by these and other conditions of placement significantly reduces the chances of success and jeopardizes continued placement in New Haven’s Treatment Program.


New Haven Code of Conduct

 The following behaviors (The Big 7) are serious violations of the Code of Conduct and because they are considered highly dangerous to both the offending individual as well as those people around him, they will be dealt with quickly and seriously.

 

1. AGGRESSIVE BEHAVIORS (ex. use / making of weapons, fighting or physical assaults, threatening)

2. AWOLS / EVADING STAFF

3. STEALING (from anyone, for any reason)

4. SUBSTANCE USE AND/OR ABUSE (on or off campus – including on home passes)

5. INAPPROPRIATE SEXUAL BEHAVIOR

6. PROPERTY DESTRUCTION (yours or anyone else’s)

7. BEHAVIOR OF ANY KIND THAT COULD HARM YOU OR ANY OTHER PERSON OR ANIMAL (suicide attempts, fire setting, illegal entry, evading staff, etc)

 

The following rules (The Basics) are in place to keep everyone in this house safe and comfortable at all times and to help prepare you for interacting in the real world. Violations will result in consequences determined on a case-by-case basis.

  1.  No Rude Manners to Anyone
  2. No Swearing or Sexually Inappropriate Language
  3. No Name-Calling, Teasing, Provoking, or Mean Remarks
  4. No Verbal Altercations or Fights
  5. No Horseplay
  6. No Touching Each Other or Getting in Each Other’s Space
  7. No Refusing to Follow Directions
  8. No Refusing to Participate In Any Program or Class
  9. No Borrowing, Lending, Buying, Selling, or Trading of Personal or House Property
  10. No Trading Services (i.e. doing someone else’s chore in exchange for something)
  11. No Tipping Back in Chairs
  12. No Going In Another Resident’s Room for Any Reason
  13. No Answering The Phone for Any Reason
  14. No Using Phone without Staff’s Knowledge & Permission
  15. No Using Anything in the Kitchen without Staff’s Knowledge & Permission
  16. No Opening the Refrigerator or Pantries without Staff’s Knowledge & Permission
  17. No Watching TV or Playing Video Games without Staff’s Knowledge & Permission
  18. No Going Anywhere without Staff’s Knowledge & Permission



Personal Property Policy

 

Resident Personal Property & Valuables

 New Haven offers a way to safeguard a resident’s personal property & valuables. Residents may protect items from damage and theft by storing them in a personal box inside a locked office and are strongly encouraged to utilize this opportunity. The following are examples of items that residents are encouraged to protect: MP3 players, Jewelry/Watches, Personal Video Games, DVDs & CD’s, collecting cards, items of personal significance, etc.

 Important: Please note that New Haven residents and staff are not responsible for any item not signed into a resident’s personal box or while in the resident’s possession for any length of time. Residents are strongly discouraged from bringing valuables into the residence and do so at their own risk.

                                                                                                                                                


Resident Clothing

 Residents are also discouraged from bringing important, expensive, or name-brand clothing, sneakers, and hats as well. Due to space constraints, it is unlikely that residents would be able to protect expensive clothing by storing it in the staff office. Please check with your Program Specialist for additional information.

 Important: All residents must have their names or initials written on their clothing (tags) in permanent marker. Once again, please note that New Haven residents and staff are not responsible for any item of clothing brought into the residence. Residents are strongly discouraged from bringing expensive clothing items into the residence and do so at their own risk.

                                                                                                                                                        


Resident Cash Reserve

 While residents need little to no money while staying at New Haven, residents do earn a weekly allowance ranging from $1 – $15 that they may save or spend on weekly outings and store runs. It is New Haven’s policy that only residents on the upper phases may be eligible to carry money on their person, with PS permission and no more than $10 at any time. All other cash belonging to a resident is to be kept in a locked box inside the staff office to minimize loss & theft. Parents are asked not to give residents money without the staff’s or Program Specialist’s knowledge. Parents are asked to turn all cash over to staff upon return from home passes and not to send residents back with money in their possession. Parents are also asked to never send more money back than absolutely necessary.

 Important: Please note that New Haven is not responsible for any money not signed into a resident’s account or while in the resident’s possession for any amount of time. Residents are strongly discouraged from bringing large amounts of money into the residence and do so at their own risk.

 


Borrowing, Lending, and Trading

 Residents are not allowed to borrow, lend, or trade any personal possessions, clothing, or money with any other residents for any reason, even with parental consent. Residents found to be in possession of other residents’ belongings will be considered to be in possession of contraband and treated accordingly.

 


Dress Code & Contraband Policy

 Dress Code:

Certain clothing items and/or styles are considered inappropriate or even dangerous and are considered contraband. New Haven’s dress policy includes but is not limited to the following:

  • Pants must fit properly. Pants can NOT be more than 1 size larger than your actual size
  • Pants must be worn at waist level and pant legs can NOT drag on the ground and must be hemmed (no tacks, staples, or rubber bands)
  • Pants may be “relaxed” or “loose” fit only. Absolutely NO “Wide,” “Baggy,” or “Huge” are allowed.
  • Long shorts may NOT be worn with knee-socks. Your legs must be visible.
  • Undergarments (including boxers & undershirts) must not be visible
  • Clothes must be in good repair. No rips, tears, or permanent marker.
  • Hats, hoods, sunglasses, and gloves may not be worn indoors
  • Sport caps must be worn properly and can not be worn to the back or side
  • Shoes must be worn at all times. Slippers may be worn in the house only.
  • Jackets must be either completely buttoned or completely unbuttoned. No top button only.
  • Hair length must be “pinchable.” No shaved heads.

The following are never allowed:

  • Clothing or accessories “tagged” with graffiti, symbols, or initials that depict “gang,” “club,” “crew,” “group,” or “clique” affiliation.
  • Clothing or accessories with gang “Color” (outfits of one color – including white or black)
  • Clothing or accessories with sports team logos
  • Clothing or accessories with profanity, sexually suggestive language or pictures, racially-related material, or drug and/or alcohol subject matter.
  • Bandanas, stocking caps, head scarves, hairnets, and “do rags”
  • Belt buckles with initials and/or symbols
  • Steel toed boots (except when active in YouthBuild)
  • White ribbed tank-style undershirts (“wife-beaters”) or oversized t-shirts
  • Colored Shoestrings or Wide Laces
  • Safety Pins as accessories or jewelry with studs or spikes
  • Facial and/or body piercings (including tongue)

Contraband

New Haven considers the below sample of items to be contraband. If a youth is found to be in possession of any item deemed inappropriate by staff, the item will be confiscated and either destroyed or sent home or in cases of unlawful possessions, the police may be called.

  • Guns, rifles, slingshots, or weapons that may be thrown or propelled
  • Fire setting objects such as lighters and/or matches
  • Smoking materials such as cigarettes, tobacco, rolling papers, marijuana paraphernalia
  • Alcohol or drugs
  • Cell phones or any internet accessible devices including iPod Touch, PSP3, smart phones, etc.
  • Posters, music or other materials which are pornographic or sexually suggestive, profane, gang or drug related, or otherwise inappropriate according to staff’s discretion
  • Sharp objects that could also be used as a weapon such as knives, scissors, screwdrivers
  • Inhalants such as white-out, glue, canned air (dusters), or aerosol cans of any kind (including Axe sprays)
  • Permanent markers, paint, or spray paint
  • Chemicals such as Bleach and other cleaning agents

Search and Seizure Policy

  To ensure the safety of all staff and residents in the home and agency, there are certain times when all residents will be asked to submit to a basic search. All residents are generally searched upon return from home passes, AWOLs, and/or other times a resident may have had the opportunity to return to the residence with contraband.

Contraband is considered anything restricted by the agency, the house, or resident’s phase.

In addition, New Haven Youth & Family Services reserves the right to search a resident and/or their personal belongings at any time. New Haven also reserve the right to confiscate any possession deemed inappropriate at any time. All items confiscated will be returned home, destroyed, and/or turned over to the police.

If it becomes necessary to conduct a search of personal belongings, the following policy is in effect:

  •  In most cases, two (2) staff will be present for searches
  • In most cases, searches will be conducted with the resident present
  • Searches will generally include a thorough search of the residence including the surrounding grounds and the residents’ rooms including but not limited to under mattresses, behind furniture, and throughout all personal items including clean and dirty clothes.
  • Great care will be taken to ensure no damage occurs to the resident’s belongings
  • Residents will be expected to clean any disorder that occurs as the result of a search

In the most serious cases, especially where it is believed that other residents may be in danger, it may be necessary to conduct a personal search. If this occurs, it is New Haven’s strict policy that this is done with the up-most professionalism and respect. A resident will never be subjected to a strip search.

If it becomes necessary to conduct a search of the resident’s person, the following policy is in effect:

  •  Two (2) male staff will always be present
  • At no time will a resident ever be touched during the process
  • A resident will never be forced to comply with a personal search. However, a refusal to participate constitutes admission and will be treated as such (including police involvement if warranted).

Parents are asked strongly to help keep all of our residents and staff safe by ensuring that your child does not return to the residence with items listed or any item that could be harmful in any way. In some cases, a resident may be permitted to possess an item that otherwise might be considered contraband. In these cases, parents are asked to transfer the item directly to a staff member so that the item can be safely stored by staff until it is needed by the resident.

 


Emergency Intervention Plan

 

New Haven’s primary responsibility is the safety of all of its residents. Non-emergency interventions are the normal tools used to help shape a child’s behavior. Tools such as Time-outs, Verbal Redirection, Rewards & Consequences, and other forms of behavior modification usually prove to be the most effective.

There are times when emergencies arise and less restrictive interventions become ineffective. In times like these, New Haven utilizes a continuum of interventions starting with the least restrictive, that serve to protect the youth and those around him. It is the policy of New Haven that Emergency Intervention be utilized only when a youth presents an imminent danger to himself or others. The following interventions may be used in times of crisis:

  1.  Protective Separation Room (PSR) – When a youth is unable to gain control of himself and presents a potential danger to himself or others, he may be escorted to the PSR, an empty room where he can be closely monitored & supervised until he is able to calm down and rejoin the community.
  2. Physical Intervention – All staff at new Haven are extensively trained to physically intervene in an emergency. Physical interventions serve to provide the youth with direct feedback that his behavior has crossed into an unsafe area and it lets him and all youths know that the staff will keep him and all youths safe.
  3. Hospitalization (Voluntary or Involuntary) – When physical interventionsare proven to be insufficient and the youth continues to pose a high risk of danger to himself or others, temporary hospitalization may be considered as a way to provide a safe environment for the youth to be re-evaluated and gain control of himself.
  4. Law Enforcement – In cases of AWOL, assault, severe property destruction, or other illegal behavior, the police may be called to assist. The police may assist in getting the youth admitted into juvenile hall or the hospital. The use of law enforcement personnel alerts the youth that his behavior now requires the use of a higher level of societal control.
  5. Transfers – As each house is staffed to work with different needs and ages, it is not uncommon for residents to move within the agency, changing houses as their needs change. Out-of-Agency transfers are considered only when it is truly believed that New Haven can not meet the needs of the youth and a move to a different environment or to a higher level of care is necessary for the safety of the youth and other residents.

Generally, parents are notified either prior to or within 24 hours of any interventions taken and immediately anytime the resident is removed from the property.

 


AWOL Plan & Protocol

 AWOL: a resident is considered AWOL anytime that they purposefully leave staff’s supervision and/or sight without permission. Note: this includes purposefully evading or hiding from staff even if the resident is still in the home or on New Haven property. In order to protect the safety of our residents and members of the community, New Haven takes the following steps to address AWOLs.

  1.  When a child verbalizes he is going to go AWOL, the staff will attempt to provide one-to-one counseling to address the youth’s needs and fears.
  2. If a youth leaves the facility, staff will continue to verbally attempt to get him to return through the house. However, staff can not take any action that jeopardizes the safety of other residents or leave the other residents unsupervised.
  3. If a child’s whereabouts are unknown staff will immediately conduct a thorough search of the residence & grounds.
  4. Once AWOL, a youth will be given a limited amount of time, typically, up to 2 hours, to return to the residence on their own. If a youth does not return within the established time limit, the Police may be contacted and a “Missing Persons Report” will be filed. Additionally, the Program Specialist will contact the family and Placement worker to inform them that the youth is AWOL.
  5. When a youth returns, staff will conduct a search of the youth and all the personal belongings to ensure that no contraband is brought into the house. Additionally, the Program Specialist will inform the family & Placement Worker of the youths return.
  6. Because of the safety risk youths who AWOL will typically lose all privileges and require additional supervision upon their return.

Special Notes:

  •  Staff are expected to remain supervising residents remaining in the home.
  • In some cases, staff will decide not to follow a youth off grounds as this may often escalate the situation.
  • Physical interventions are used only to prevent serious behaviors where the youth is in definite and imminent danger and therefore, they are not typically used as a means to prevent AWOLs. However, the child’s age, size, emotional, behavioral, and developmental level are taken into account when determining how to respond to AWOL behaviors and in some cases, a youth’s behavior puts them in immediate danger to themselves or others. In these cases a Behavioral Intervention Plan will be implemented authorizing physical intervention as a means of preventing AWOLs.
  • Recurrent AWOLs may require modifications to the treatment plan or Behavioral Intervention Plan. If AWOLS are excessive and New Haven is not able to safely maintain the youth, removal from the program may be necessary.

 


Phone Call and Visitation Policy

 Phone Calls

 Residents have access to a phone in each of the houses. The following are the rules of usage:

  •  Residents are allowed 2 outgoing, long-distance calls per week.
  • Phone calls are limited to 10 minutes each.
  • Phone hours are generally between the hours of 6PM and 9PM weekdays and as determined by the house for the weekend. Phone calls are not permitted in the mornings before school or in the afternoon before dinner.
  • Typically, residents are only allowed calls to/from family during the first 2 phases. Friends may be added to the phone list after that at the discretion of the PS.
  • Residents may only receive or make one call from or to each person nightly. Multiple calls from any one person will not be permitted except in emergency circumstances.
  • House staff members are instructed to discourage or refuse phone calls if a resident is in crisis.

 


Visits and Day Passes

 

Residents are allowed visits at the residence and day passes in the local community at the discretion of the PS:

  •  Visits must be approved by the PS and arranged a minimum of 24 hours before (or by Thursday before the weekend).
  • Due to the highly structured weekday program, parents are asked to restrict most residence visits to the weekends except under special circumstances.
  • Only family members may visit the residences. Residents’ friends and girlfriends are not permitted.

 


The First 30 Days

 

The first 30 days are an adjustment period for everyone. Phone calls are strongly encouraged, especially the first week after admission. Visits are allowed on-site but parents are strongly encouraged to limit them to no more than one time during this initial phase of treatment.

 


Home Pass Policy

 In general, home passes are earned based on the youth’s performance and behavior and are granted at the discretion of each resident’s treatment team.

First Phase: Youth may be recommended for on-site day passes based on current behavior and at the discretion of the treatment team

 Second Phase: Residents may be recommended for off-campus day passes and up to 1 weekend home pass per month based on current behavior and at the discretion of the treatment team.

Third Phase: Residents may be recommended for off-campus day passes and up to 2 weekend home pass per month based on current behavior and at the discretion of the treatment team.

Final Phases: Residents may be recommended for day passes and up to 4 weekend home passes per month based on current behavior and at the discretion of the treatment team. This is especially important for those who are preparing for discharge. (New Haven will provide transportation for up to 2 weekends)

 


Home Pass Agreements:

  • All home passes are recommended based on the Treatment Team’s discretion & the resident’s safety.
  • Passes are usually the 2nd & 4th weekend of the month
  • Passes (including day passes) during school hours are allowed for emergency purposes only and must be approved by the school district (or placement worker).
  • Pass recommendations may be modified or cancelled up to and including the day of pass if behavior creates a safety concern.
  • Parents are expected to provide direct supervision during the entire pass. At no time should the child be left alone or out of the parents care.
  • The purpose of the pass is to allow the family to spend time together and practice the skills and tools they are learning. Therefore, time with friends or in the community should be limited and supervised by a parent.       At no time should a youth remain out of the house past curfew or “sleep-over” at a friend’s.
  • As a courtesy to those residents who come from long distances, New Haven offers transport to various locations. At no time will New Haven provide transport for a resident who is unsafe or when a pass is not clinically recommended.

 


Resident Complaint Procedure

 The California Code of Regulation states that each youth admitted to a residential facility must be afforded certain personal rights. You will be provided a copy of these rights separately. If you feel that your rights have been violated, you have the right to make a formal complaint against a person, house, or the agency.

The following are the steps you should take to ensure that your complaint is treated with the utmost seriousness:

  1.  First, fill out the Resident Grievance Form. Copies of these forms should be posted in your house.
  2. Once completed, give the completed form to your P.S.
  3. Your P.S. will respond to you within 1 week and will work with you to attempt to resolve the issue to your satisfaction.
  4. If after you speak with your P.S. your complaint is not addressed to your satisfaction, you have the right to request a meeting with one of the agency’s Program Directors.
  5. The Program Director will respond to you within 1 week and will work very hard to make sure that the issue is resolved to your satisfaction.
  6. If after you meet with the Program Director you still are not happy, you have the right to call the Community Care Licensing Department.

We want to assure you that we will make every attempt to ensure that your time here at New Haven is a safe, therapeutic experience. The Resident Complaint Procedure is a right not a privilege and it is one that we take very seriously. If you have further questions or concerns you can always meet with your P.S. to discuss them.

A copy of this complaint procedure and Residents Grievance forms can always be found in each of the New Haven residences. If for any reason you believe that you do not have easy access to one of these forms, please notify your P.S. immediately.