Hollywood Police Department Peer Support Program PDF

HOLLYWOOD POLICE DEPARTMENT SOP #108 PEER SUPPORT PROGRAM ORIGINATION DATE: 09/30/2005 REVISED DATE: 07/23/2021 APPROVED: CHIEF OF POLICE, JEFF DEVLIN PURPOSE: The...

HOLLYWOOD POLICE DEPARTMENT SOP #108 PEER SUPPORT PROGRAM ORIGINATION DATE: 09/30/2005 REVISED DATE: 07/23/2021 APPROVED: CHIEF OF POLICE, JEFF DEVLIN PURPOSE: The purpose of this directive is to provide Members of the Hollywood Police Department with a policy pertaining to utilization of the Peer Support Program. SCOPE: This SOP applies to all Members of the Department. POLICY: The Hollywood Police Department recognizes that the law enforcement profession is inherently stressful on many fronts, for both sworn and non-sworn employees. Almost everyone has experienced or will experience some sort of stressful situation in his or her lifetime. Therefore, the Department has assembled and trained a group of employees to provide peer support and emotional care during and after times of critical incidents and or personal crisis. The assistance offered may be in the form of group interventions, defusing, debriefings, one on one peer support or confidential referrals to a Mental Health Professional. The Peer Support Team will not be used as or in support of any form of corrective action or discipline. It will be the policy of the Department not to question Peer Support Team Members on the facts surrounding a critical incident defusing or debriefing or a Peer counseling session. The Peer Support Program does not replace EAP/Work Life Assistance nor the Chaplain Program, but merely compliments these other programs. INDEX: PROCEDURE:.............................................................................................................................................. 2 PEER SUPPORT PROGRAM................................................................................................................. 2 SITUATIONS WHERE PEER SUPPORT MAY BE BENEFICIAL INCLUDE, BUT ARE NOT LIMITED TO:................... 2 ROLE OF THE PEER SUPPORT TEAM MEMBERS:..................................................................................... 2 ROLE OF THE PEER SUPPORT ADVISORY COMMITTEE:........................................................................... 3 ROLE OF THE PROGRAM COORDINATORS:............................................................................................. 3 CONFIDENTIALITY:................................................................................................................................ 3 ACCESSING THE PEER SUPPORT TEAM........................................................................................... 4 CONTACTING A PEER SUPPORT TEAM MEMBER:.................................................................................... 4 PEER SUPPORT TEAM ACTIVATION........................................................................................................ 4 DEBRIEFINGS....................................................................................................................................... 4 D. MUTUAL AID......................................................................................................................................... 5 SELECTION OF TEAM PERSONNEL.................................................................................................... 5 PROCESS AND SELECTION CRITERIA:.................................................................................................... 5 SOP #108 Peer Support Program Page 1 of 7  PEER SUPPORT TRAINING PROGRAM:.................................................................................................... 5 TEAM RULES AND REGULATIONS:.......................................................................................................... 6 REMOVAL OF A PEER SUPPORT TEAM MEMBER:.................................................................................... 6 DEFINITIONS:......................................................................................................................................... 6 A. CRITICAL OR TRAUMATIC INCIDENTS:..................................................................................................... 6 B. DEBRIEFING:........................................................................................................................................ 6 C. DEFUSING:........................................................................................................................................... 7 D. MENTAL HEALTH CONSULTANT:............................................................................................................ 7 E. MONTHLY PEER SUPPORT TEAM MEMBER CONTACT SHEET................................................................... 7 F. PEER SUPPORT:................................................................................................................................... 7 G. PEER SUPPORT COMMUNICATION:........................................................................................................ 7 H. PEER SUPPORT TEAM MEMBER:........................................................................................................... 7 PROCEDURE: PEER SUPPORT PROGRAM The Peer Support Program is designed to assist in the identification and resolution of concerns or problems (personal or job related) which may adversely affect a member’s personal or professional well-being or job performance. Situations where Peer Support may be beneficial Include, but are not limited to: 1. Critical Incidents 2. Traumatic Incidents 3. Issues regarding health 4. Relationships 5. Family 6. Finances 7. Substance abuse 8. Emotional stress 9. Other personal matters Role of the Peer Support Team Members: Peer Support Team Members will provide support and assistance to employees in times of stress and crisis. Peer Support Team Member’s responsibilities are to: 1. Provide emotional support during and after times of personal or professional crisis to Members who express a need for assistance within the scope of their ability, knowledge, and training. 2. Provide emotional support for Members who have experienced family tragedies. 3. Regularly check on the status of Members experiencing serious illnesses or personal crisis and provide emotional support where desired or if needed. 4. Provide assistance and support on a voluntary basis, and in most cases without additional compensation. 5. Promote trust, allow appropriate anonymity, and preserve confidentiality for persons utilizing Peer Support within the guidelines of the program. 6. Be available to the individual for additional follow-up support. SOP #108 Peer Support Program Page 2 of 7  7. Maintain an effective response program to help Members effectively deal with Critical Incidents or any occurrence that produces a high level of immediate or delayed emotional reaction. 8. Identify and serve as a liaison between peers who need help, and the appropriate resource. 9. Recognize and evaluate conflicts, utilize active listening skills, and offer support. Role of the Peer Support Advisory Committee: The Peer Support Advisory Committee acts as the policy setting board for the program's operation and direction, subject to review and approval by the Chief. The committee also participates in the selection process of Peer Support Team Members and Members of the Committee will be selected by the Chief of Police and will include the two Peer Support Team Coordinators, a member of the Command Staff and, if possible, a Mental Health Consultant. Role of the Program Coordinators: Peer Support Program Coordinators will act as the primary liaison between the Peer Support Team Members, Mental Health Consultant, outside resource persons and the Police Department. The Program Coordinators serve as the link to ensure the Program is being managed in accordance with the goals and objectives established for the Program. Major duties of the Program Coordinator(s) include: 1. Coordinating the program on a daily basis. 2. Serving as a Member of the Peer Support Advisory Committee. 3. Recruiting and coordinating the screening of Peer Support Applicants. 4. Developing Peer Support Team Members who can identify employees in crisis and provide guidance, advice, or confidential referral to the Employee Assistance Program, a Mental Health Professional or other alternative resources when required. 5. Developing resources to assist individuals when problems or issues are identified. 6. Maintaining statistical data of reported contact by Peer Support Team Members. 7. Offering guidance to Peer Support Team Members. 8. Maintaining contact information for Peer Support Team Members and e-mailing the list quarterly to Department Members. 9. Complete and submit a monthly report to the Command Staff member assigned to the Peer Support Advisory Committee. Confidentiality: One of the most important responsibilities of a Peer Support Team Member is the promotion of trust, anonymity, and confidentiality for employees who seek the assistance of the Peer Support Program. Therefore, no formal documentation will be made; however, limited records of peer contacts may be maintained by the Peer Support Team Coordinators for statistical purposes only (see Appendix B). Peer Support Team Members must sign a Confidentiality Statement (see Appendix C). A breach of this confidentiality will result in removal from the Peer Support Team and possible disciplinary action. 111.09 f.s. dictates “A first responder peer may not divulge information from or testify about a peer support communication in a civil, criminal, administrative, or disciplinary proceeding unless”: 1. There are articulable facts or circumstances that would lead a reasonable, prudent person to fear for the safety of the peer, another person, or society (e.g. threats or actions towards suicide, homicide, etc.). 2. A strong belief that a peer has committed a criminal act or intends to commit a criminal act 3. The First Responder Peer is a defendant in a civil, criminal, administrative, or disciplinary proceeding arising from a complaint filed by the first responder who was a party to the peer support communication, which case such information may be divulged but is limited to the scope of the proceeding. SOP #108 Peer Support Program Page 3 of 7  4. The First Responder who was a party to the peer support communication agrees, in writing, to allow the First Responder Peer to testify about or divulge information related to the peer support communications. ACCESSING THE PEER SUPPORT TEAM Peer Support Team Members are available (24) hours a day, (7) days a week. A list of Peer Support Team Members and their contact information will be available in the S: Drive in the Peer Support Resources folder and in PowerDMS. The list will also be e-mailed to all Department Members quarterly. Contacting a Peer Support Team Member: Contact with a Peer Support Team Member must be done via phone or in person: 1. Any member or member’s family may contact a Peer Support Team Member at any time to seek assistance. 2. Any Member, regardless of rank or position, may recommend peer support to any other member, regardless of rank or position. 3. A Supervisor may contact the Program Coordinator to ask advice or for contact information for referral of an employee to a Peer Support Team Member. 4. Any Member may initiate a debriefing by contacting the Peer Support Team Coordinator or a Peer Support Team Member. 5. Any Member may contact a Peer Support Team Member to provide the name of a fellow Officer or employee for discreet and confidential intervention. Peer Support Team Activation 1. It will be the responsibility of the shift Lieutenant or Staff Duty Officer, to notify the Peer Support Team Coordinator for the following types of incidents: a. Murder or suicide of a Department Member. b. Any Officer involved shooting involving injury or death to another person. c. Any mass casualty incident, such as plane crash, bus crash, or any incident with multiple seriously injured victims resulting from any criminal, accidental or natural disaster. d. Death or severe injury to a child. e. Potentially life threatening experiences or injuries (ex. Officer injured by a suspect, traffic crash, etc). f. Any incident in which the circumstances were so unusual or the sights and sounds so distressing as to produce a high level of immediate or delayed emotional reaction. 2. It will be the responsibility of the Peer Support Coordinators to notify the Team Members and Chaplains, if applicable. The Coordinator will try to select Team members who have experienced similar traumatic incidents. Whenever possible, on-duty Peer Support Team Members will be called. 3. All Team Members will be paired into teams of two for scheduled on-call rotations, with a back- up team scheduled and available for larger incidents. 4. Peer Support Team Members should avoid direct involvement in the incident. 5. A defusing should be held as soon as possible after the conclusion of an incident. 6. Compensation for call-outs will be authorized on a case-by-case basis by the Chief of Police or his designee. Debriefings 1. It will be the responsibility of Peer Support Team Coordinators and the Team's Mental Health Consultant to determine if a group intervention or debriefing session is needed. This session will then be scheduled as soon as practical. SOP #108 Peer Support Program Page 4 of 7  2. Only those Members involved in the critical or traumatic incident will be permitted to attend the group session. Any unauthorized individuals who were not directly involved in or affected by the incident will not be permitted to attend the session. D. Mutual Aid Outside agencies may request the services of the Hollywood Police Department’s Peer Support Team. All requests will be referred to a Program Coordinator. After consulting with the requesting agency, the Coordinator will consult with the Chief of Police or his designee, who will either grant or deny the request. SELECTION OF TEAM PERSONNEL Process and Selection Criteria: Interested employees who choose to volunteer as a Peer Support Team Member must submit a Peer Support Team Member Application (see Appendix A) detailing their qualifications, training, and experience that they feel would be beneficial to the program to the Program Coordinator and pass an oral interview with the Peer Support Advisory Committee. Members will be selected by the Peer Support Advisory Committee at the discretion of the Chief of Police. Prospective Peer Support Team Members must be willing to meet the below criteria: 1. Have three (3) or more years of continuous service. 2. Agree to maintain confidentiality as dictated in this policy and per 111.09 f.s. and sign the Confidentiality Statement (see Appendix C). 3. Be empathetic and possess interpersonal, social and communication skills. 4. Be motivated and willing to manage time effectively. Peer Support Training Program: The Peer Support Training Program will be coordinated by the Program Coordinators and the Mental Health Consultant. The major emphasis will focus on skill development for peer assistance. Main subject areas will include:  Effective Listening  Mental Health  General assessment skills  Crisis Intervention  Direct and Vicarious Trauma  Anger Management  Stress Management  Referral and follow-up  Responding to Traumatic Incidents 1. Team Members will be required to complete Initial Peer Team Training which is conducted by an approved licensed mental Health Professional prior to conducting any Peer Support. 2. Team Members must complete Crisis Intervention Training within the first year of being on the Peer Support Team. 3. Continuing education is required for all Team Members. Team Members must attend yearly training related to Peer Support. Examples include: a. Domestic Violence Prevention and Intervention b. Basic Peer Support Training c. Suicide Prevention and Intervention d. Basic Critical Incident Stress Management SOP #108 Peer Support Program Page 5 of 7  e. Community Crisis Response Team Training 4. Team Members will be required to attend quarterly training as determined by the Program Coordinators. Team Rules and Regulations: 1. Team Members will maintain contact with the Coordinator regarding program activities and statistical contract data for purposes of program evaluation. 2. Team Members must submit the Monthly Peer Support Team Contact Sheet (see Appendix B.) to the Program Coordinator by the 10th of the following month. 3. Team Members will follow-up with all employees involved in a defusing within 30 days to ensure that any prolonged or delayed reactions are addressed and to initiate referrals if necessary. 4. Team Members are to consult with an appropriate health care professional when necessary and will not give advice which is outside the scope of their training. 5. Team Members must advise participants when confidentiality can and must be breached, preferably at the outset of any contact. 6. Team Members having knowledge of one of the confidentiality exceptions will not discuss the matter but will immediately contact the Program Coordinator for direction. 7. Team Members must not enter into a dual relationship with participants. Dual relationships can include but not limited to: situations where the participant is a subordinate or supervisor. 8. Team Members will avoid situations where the participant’s need for Peer Support stems from an incident involving the Team Member or any other situations diminishing the Team Member’s ability to remain objective. 9. Team Members will provide for the emotional wellbeing of the participant without bringing up the facts of the case or jeopardizing a crime scene or investigation. Removal of a Peer Support Team Member: Peer Support Team Members may be removed from the team due to, but not limited to, the following reasons: 1. Team Members may voluntarily withdraw at any time. They are, however, required to notify the Program Coordinators in writing. 2. Team Members will be removed for conduct that is detrimental to or inconsistent with program policy and objectives. 3. Team Members will be removed for breaching confidentiality of a peer support communication. 4. Team Members will be removed from participation if advanced training is not attended at least once per year. DEFINITIONS: A. Critical or Traumatic Incidents: Any event that has the potential to overwhelm an individual’s usual ability to cope and which may interfere with the functioning of a person’s coping skills immediately or in the future. B. Debriefing: A closed confidential discussion with Members of the Peer Support Team and the Sworn or Civilian personnel directly involved in a critical or traumatic incident. The purpose of the meeting is to validate emotional reactions to trauma, and educate the participants in stress management techniques. A debriefing is NOT an evaluation, mental health counseling, or an operational critique of the event. Debriefings should occur within 1-7 days after the incident. SOP #108 Peer Support Program Page 6 of 7  C. Defusing: A shortened, less formal version of a debriefing. A brief and confidential discussion between Members of the Peer Support Team and Members affected by a traumatic incident, which occurs immediately following (within 12 hours) a critical or traumatic event. The purpose of the defusing is to restore the participant’s cognitive functioning and prepare them for future stress reactions resulting from the incident. D. Mental Health Consultant: A licensed Mental Health Professional who provides oversight to the intervention activities of the Peer Support Team, assuring the right kind of service or intervention is provided. They also assist with training Members of the Peer Support Team to ensure Members work within the limits of their training and experience E. Monthly Peer Support Team Member Contact Sheet A statistical form listing the number of contacts made and time spent each month. The form does not include any information that would serve to identify any participant. F. Peer Support: The provision of physical, moral, or emotional support to a first responder by a first responder peer for the purpose of addressing physical or emotional conditions or other issues associated with being a first responder. G. Peer Support Communication: Electronic, oral, or written communications made with a mutual expectation of confidentiality while a first responder peer is providing peer support in his official capacity. H. Peer Support Team Member: A Member of the Department who has been designated by the Department to provide Peer Support and has received training for this purpose. ATTACHMENTS: Appendix A: Peer Support Team Member Application Appendix B: Peer Support Team Member Monthly Contact Sheet Appendix C: Peer Support Team Member Confidentiality Statement SOP #108 Peer Support Program Page 7 of 7  HOLLYWOOD POLICE DEPARTMENT Peer Support Team Member Application Name: Badge: Current Assignment: Sworn / Non-Sworn: List and describe below any formal training that you have received in stress management, crisis interventions, post-traumatic stress disorders, counseling, 12-step programs, etc. Include related workshops or conferences: Training Dates of Completion Why do you want to become a Peer Support Team Member? Submitted by: Date: 108 Appendix A.  HPD Peer Support Team Member Monthly Contact Sheet NAME: MONTH: JAN YEAR: 2022 CONTACTS: PROACTIVE / REACTIVE ISSUE CRITICAL INCIDENT FAMILY RELATED (DEATH/INJURY)OTHER EXPLAIN: 01 PROACTIVE CRITICAL INCIDENT FAMILY RELATED (DEATH/INJURY)OTHER EXPLAIN: 01 PROACTIVE CRITICAL INCIDENT FAMILY RELATED (DEATH/INJURY)OTHER EXPLAIN: 01 PROACTIVE CRITICAL INCIDENT FAMILY RELATED (DEATH/INJURY)OTHER EXPLAIN: 01 PROACTIVE CRITICAL INCIDENT FAMILY RELATED (DEATH/INJURY)OTHER EXPLAIN: 01 PROACTIVE CRITICAL INCIDENT FAMILY RELATED (DEATH/INJURY)OTHER EXPLAIN: 01 PROACTIVE CRITICAL INCIDENT FAMILY RELATED (DEATH/INJURY)OTHER EXPLAIN: 01 PROACTIVE TOTAL CONTACT TIME: TRAINING ATTENDED: NOTES: 108 Appendix B.  Contact Sheet Reference Guide Referral Type Proactive: Peer Team Member meets with an individual without being requested from another source. May also include any type of training or service the team provides. Reactive: A third party (e.g., supervisor, colleague, etc.) and/or a person needing assistance directly contacts a Peer Team member for help. Contact Type New: The individual has never received assistance from the Peer Team before Follow-Up: A Peer Team Member is following-up with an individual who received assistance to check on their well-being. Follow-up could be a week, month, year, etc. after the initial contact. Returning Contact (New Issue): The Peer Team is meeting with an individual who has received assistance from the team in the past but the contact is for a new issue. This would be noted if you are aware the individual has received services from the Peer Team in the past. Type of Issue Critical Incident Family Related (Death/Injury): This category would be related to the death of a family member or significant injuries to an officer/civilian’s family member and it has a significant impact (Death of loved one/Critical injury to family member such as a car accident). 108 Appendix B. Family/Relational Issue (Non-Emergency): This is related to any type of issue an individual might be experiencing involving their family and they seek the guidance of the Peer Team to speak about the incident and/or request professional referral services. This is not an emergency type of situation. Examples include financial difficulties, relationship problems with significant other and/or children, children needing assistance for mental health or school difficulties, etc.) Critical Incident Work Related: This category would be related to any call for service where an individual might be significantly affected physically and/or emotionally (e.g., police involved shooting, officer/city employee injured, investigations involving death of a child, critical car accident, etc.) Work Stress (Noncritical): This category is specific to an individual reporting general stress from the job, but it is not involving a critical incident (e.g., exhaustion from number of hours worked, conflict with colleagues, etc.) Emotional Stress: This category would refer to an individual complaining of issues that are affecting them emotionally (e.g., anxious and can’t sleep or concentrate, feeling depressed, or anything that is specifically impacting their well-being) Other (Explain): These are related to anything that is not listed above. This could include medical issues, addiction issues with family (alcohol, drugs, etc.) or anything that you feel the above categories do not address the issue Referral for Outside Professional Services (Note number of individuals) Note if you provided any type of referral for professional services by a licensed and/or certified professional (e.g., psychologist, counselor, advocate, etc.) 108 Appendix B.  HOLLYWOOD POLICE DEPARTMENT Peer Support Team Member Confidentiality Statement I, _________________________________ acknowledge that in accepting an assignment with the Peer Support Team of the Hollywood Police Department, I will have access to and knowledge of information that has been designated as CONFIDENTIAL or SENSITIVE. I will maintain strict confidentiality regarding Program services conducted, including topics discussed and personnel involved, at these meetings and when other Program business is conducted. 111.09 f.s. in pertinent part, dictates “A first responder peer may not divulge information from or testify about a peer support communication in a civil, criminal, administrative, or disciplinary proceeding unless”: 1. There are articulable facts or circumstances that would lead a reasonable, prudent person to fear for the safety of the peer, another person, or society (e.g. threats or actions towards suicide, homicide, etc.). 2. A strong belief that a peer has committed a criminal act or intends to commit a criminal act. 3. The first responder peer is a defendant in a civil, criminal, administrative, or disciplinary proceeding arising from a complaint filed by the first responder who was a party to the peer support communication, in which case such information may be divulged but is limited to the scope of the proceeding; The undersigned hereby acknowledges his/her responsibility to keep confidential any information, including electronic, oral or written communication, made with a mutual expectation of confidentiality, while providing peer support. The undersigned agrees not to divulge any information obtained from peer support communication or during peer support contact, except as required by law or Hollywood Police Department policy. I have read and understand the above. ___________________________ ___________________, 20___ (Signature) (Date) ___________________________ (Program Coordinator) 108 Appendix C.