Health & Safety Manual Equipment ENVIRONMENTAL CONTROLS POLICY AND PROCEDURES POLICY STATEMENT Community Living Windsor recognizes that some individuals may require specialized support arrangements as part of a planned approach that includes the use of advanced technological equipment. Any use of this equipment will be reviewed on a regular basis to ensure that the individual s best interests are forefront and that their rights are respected. Protocols for the use of this equipment will be developed specifically for each person and will include regular and ongoing review. It is the policy of Community Living Windsor to utilize audio and video/audio monitoring systems in locations where support is provided only for the purposes of safeguarding the well-being and security of people supported and employees. Community Living Windsor recognizes and fully appreciates the need to balance an individual s right to privacy and the need to ensure the wellbeing and security of people supported, employees and others. Given the above, where such monitoring systems are necessary, Community Living Windsor will utilize the least intrusive means possible. Initially Approved by CLW Board of Directors on October 1 st, 2008 Date of Revision by CLW Board of Directors: A. VIDEO AND AUDIO MONITORING SYSTEMS DEFINITIONS Audio Monitoring: A system which allows a person supported to be heard by support staff to ensure their well-being and security. Audio/ Video Monitoring: A system which allows a person supported to be heard and viewed by support staff during challenging/crisis situations to ensure their well-being and security. PROCEDURES a) General 1. The use of a video/audio monitoring system must be recommended and approved by a consulting Clinical Psychologist who provides specialized clinical supports (ie. through Regional Support Associates). 2. The rationale for any audio and video/audio monitoring system must be documented in a person s Enhanced Support Strategy. Health & Safety Manual 1 of 5
b) Audio Monitoring 1. A person whose home has an audio monitoring system will have the system fully explained to him/her and his/her family. The system will not be used without consent from the individual/family. See Consent and Authorization Form. 2. Written procedures for use will be available in each home where an audio monitoring system is utilized. c) Video/Audio Monitoring 1. A person whose home has a video/audio monitoring system will have the system fully explained to him/her and his/her family. The system will not be used without consent from the individual/family, approval of the Executive Director and signed authorization from a Clinical Psychologist who provides specialized clinical supports (ie. through Regional Support Associates). See Consent and Authorization Form. 2. An approved written Enhanced Support Strategy must be in place for the person when this monitoring system is utilized in their home. The Enhanced Support Strategy will specify the circumstances under which the system is to be activated and who is authorized to activate the system. 3. Every employee assigned to work at a home where video/audio monitoring is in place will receive thorough training and orientation to the use of the system and the person s Enhanced Support Strategy. This training will include specific reference to the individual s rights and consent issues involved. 4. Emergency situations that are identified by the employee while monitoring the video/audio system will be responded to in a manner that will best meet the person s immediate needs. The Emergency On-Call System can also serve as a back-up response. 5. Any changes to the use of the video/audio system will be discussed with the people supported/families, documented in the Support Plan, reviewed and initialed by all authorized staff and those providing consent. 6. In the event of a power outage the video/audio system has a back-up battery system which will activate within one minute of the power outage. 7. Daily maintenance checks of the video/audio system are incorporated as part of the daily safety and security check list. d) Video/Audio Monitoring Recording Equipment 1. Motion activated video monitoring and recording equipment may be installed in specific identified locations. This equipment may also be activated by staff according to preapproved protocols as determined by the Manager, Support. This system may include permanently anchored cameras, microphones and a designated area outside of the direct support area where staff will monitor actions of an individual. The monitoring system includes a screen, audio and visual recording devices. 2. The equipment will record activities over a specified period of time as defined in the protocol. Health & Safety Manual 2 of 5
3. Only Management of Community Living Windsor has the authority to download the information recorded. Others as identified within the specific protocol for the individual will review and respond to the recording in order to address the need for any change in the support protocol. 4. Information obtained from video recordings will be used to better understand the individual s responses and to ensure that intervention strategies take place in a safe and timely manner and according to protocols. e) Testing of Electric Door Strikes/ Fire Alarm Systems 1. Staff will complete a monthly test of the system by engaging a smoke detector. Tests will be recorded and submitted according to current practise. Staff will be oriented to this process prior to implementing. 2. Staff will record the testing of this system on the appropriate Community Living Windsor forms and submit to their Manager, Support. Recording must include confirmation that all electric door strikes release upon activation of smoke detector. 3. If at any time, support staff notices an irregularity with the system, the Manager, Support must be notified immediately. 4. An annual test of the system will be completed with a representative from the Fire Department at the time of the annual fire inspection B. ELECTRIC STRIKE DOORS PROCEDURES 1. Electric strike doors and interconnected fire alarm systems have been installed at specific support locations. This door strike is electric and has a battery backup. The door strike is integrated with the smoke/carbon monoxide detection system in the home. The electric strike door is engaged or disengaged when you swipe a key fob in front of the card reader. Card readers are found at the specific doorways where there is an electric strike door. Doors are designed to be opened by both the key fob and a regular key. The key must be kept with the key fob as a backup in case of a malfunction of the electric strike. 2. In the event of a fire, at locations with this specific adaptation, smoke detectors will sound, the power to all electric strike doors will disconnect and the doors will open. In the event of a power failure, the battery backup will engage and the card reader will recognize the swipe card for approximately three (3) hours. 3. If the smoke detector sounds, the doors will unlock. The fire evacuation procedure will be followed. 4. Key fobs and keys will be assigned through the Manager, Support. Staff will report loss or damage of the key fobs or keys to the Manager immediately. 5. There is a key pad located in pre-designated areas of the support location. It is utilized to program the system or cancel a false alarm. Health & Safety Manual 3 of 5
6. In the event that there is a malfunction of the system, the Manager, Support must be notified immediately and a service call placed to Unique Communications. 7. The location of electric strike doors, key pads and smoke detectors will be indicated on the fire safety plan. The contact numbers and the alarm code are to be always posted on the key pad for easy access. Initially Approved by October 2 nd, 2008 CLW Executive Director on Revision January 26, 2012 March 5, 2013 December 1, 2015 Health & Safety Manual 4 of 5
USE OF VIDEO AND AUDIO MONITORING SYSTEMS CONSENT AND AUTHORIZATION FORM I, authorize Community Living Windsor to print name use a video/audio monitoring system for the purpose of providing me with well-being and security. I further acknowledge the following: 1. The system and the purpose for which it is to be used have been thoroughly explained to me. 2. I understand and consent that Community Living Windsor employees will be able to listen and/or view me in my home at times to which I have agreed. 3. I understand that the system will only be activated during specific hours, as identified in my Enhanced Support Strategy, which I have agreed to and only by employees specifically authorized by Community Living Windsor to do so. 4. I understand that any information or knowledge gained by Community Living Windsor employees by means of this system may only be used for the express purpose of providing support to me. Signature of person receiving support Date Community Living Windsor Date Health & Safety Manual 5 of 5