BJI On-Site Protocol (OSP)

347.404.9972

All calls are ported to BJI using DialPad

Office Management then populates the #bji_phonecalls Slack channel with details

• Participants are not allowed to bring guests into the space.

• Participants are not allowed to enter the premises with pets.

  • See information about service animals here.

120 SCHERMERHORN STREET

• Entering using the Schermerhorn Street entrance, participants will enter through the public entrance and wait in a line to pass through magnetometers.

• Participants will then use the public elevators to the right and go up to the 3rd floor. Once on the 3rd floor, participants will navigate to the 308e Main Office.

• If for any reason a participant arrives at 313 or 309, they should be directed to 308e. Participants coming from court parts are escorted by Resource Coordinators to the front desk.

• When participants arrive, they are assisted with the CCI Visitor Screener and are then checked in using the 120 Schermerhorn Appointments slack workflow at the front desk in the 308e Main Office.

• If participants are unwilling to wear a mask, the clinician can meet with them outside of BJI's offices.

• Clinicians respond in-thread with their estimated arrival time to meet the participant or work collaboratively to tag in another clinician to provide support.

  • If the assigned clinician is not on-site at the time of the participant's arrival, other available on-site clinicians are expected to meet or reschedule the participant.

  • Consent forms, if applicable, should be prepared prior to your appointment and left in the To Be Signed folder. At the appointment, the clinician should then photocopy the form and upload it to the Signed & Completed Consent Forms folder.

  • Appointment slips should be distributed after each participant and are readily available in English and Spanish at the front desk.

14 DEKALB AVENUE

• Entering using the Dekalb Avenue entrance, participants must be escorted by elevator to the 3rd floor and back by a BJI Security Guard.

• If a participant requests to use the restroom, they must be escorted by a BJI Security Guard or a BJI staff member. This means waiting outside of the restroom and escorting them to their destination when they are complete. Participants are not to be left unsupervised by BJI staff.

• BJI Security Guards assist participants with the CCI Visitor Screener.

• If participants are unwilling to wear a mask, the clinician can meet with them outside of BJI's offices.

• Participants are then checked in using the 14 Dekalb Appointments slack workflow at the front desk.

• Clinicians respond in-thread with their estimated arrival time to meet the participant or work collaboratively to tag in another clinician to provide support.

  • If the assigned clinician is not on-site at the time of the participant's arrival, other available on-site clinicians are expected to meet or reschedule the participant.

  • Consent forms should be prepared prior to your appointment and left at the front desk.

  • Appointment slips should be distributed after each participant and are readily available in English and Spanish at the front desk.

25 WILLOUGHBY STREET

• This office only accepts appointments on a scheduled basis.

• Entering using the Willoughby Street entrance, participants will ring the bell on the 2nd floor and wait to be buzzed in.

• On-site staff members assist participants with the CCI Visitor Screener.

• If participants are unwilling to wear a mask, the clinician can meet with them outside of BJI's offices.

• All communication, including staff check-ins & participant meetings live in the 25_willoughby slack channel.

320 JAY STREET

• This office only accepts appointments on a scheduled basis.

DISTRIBUTION FORMS

• BJI Resource Distribution Guide

• BJI In-Person Distribution Form | A google form used to track the distribution of program supplies across departments

• BJI Mailed Distribution Form | A google form used to receive mailing requests to distribute program supplies.

• BJI Centralized Requests | A google sheet that holds: In-Person Distro, Mailed Distro, Phone Activations, Phone Restrictions, & the Master List of all distributed phones.

LOCATION MAPS

• BJI Interactive Resource Guide | A G-Map used to locate essential resources such as food, shelter, clothing, substance abuse, mental health, education, employment, legal, & health services throughout the New York City Metropolitan Area.

• BJI Location Map | A G-Map of BJI Offices as well as ongoing referral providers in the Downtown Brooklyn area.

• 25 Willoughby Poster Map | A map that shows the facade of the 25 Willoughby - Community Space with nearby public transit options.

• 14 Dekalb Poster Map | A map that shows the facade of the 14 Dekalb - Community Space with nearby public transit options.

• 120 Schermerhorn Poster Map | A map that shows the facade of the 120 Schermerhorn -Criminal Courthouse with nearby public transit options.

CDC SCREENING

• Staff will abide by the protocols in the CCI Comprehensive Health & Safety Guide set by CCI's Health & Safety Committee (HCE) in tandem with the Center for Disease Control (CDC).

• All individuals entering Center sites must complete the:

  • CCI COVID-19 Staff Screening Tool

  • CCI COVID-19 Visitor Screening Tool

• All individuals entering Center sites must always wear masks indoors while performing in-person work, regardless of vaccination status.

• All BJI spaces are equipped with an abundance of personal protective equipment (PPE) including 3-ply face masks, disinfectant wipes, anti-microbial spray, hand sanitizer, and air purifiers. Staff are required to sanitize the spaces they occupy before and after use and are suggested to use disinfectant spray after each visitor.

• Staff must notify HCE representatives Christian B. Jeudy, Dana Rivera, & the Human Resources Department if there has been a potential COVID-19 exposure at a CCI site or event.

HOURS & STAFF ROTATION

• Staff are expected to check-in via Slack into their assigned site's location-based channel 120 · 25 · 14 · 320 at 9:00am.

• Using Kadence, staff must confirm their reservation for the day by 9:15.

• Staff assigned to 120 Schermerhorn St - Criminal Court may be required to remain in operation until the operating court parts have shut down for the day.

• BJI Court Operations is stationed in Criminal Court Arrangements daily during daytime operations, nights, weekends & holidays.

OUT-OF-OFFICE & COVERAGE PLANS

• SICK TIME OFF

  • If staff are running late, or must leave due to illness they should alert their direct supervisor as soon as possible.

  • Direct supervisors are responsible for notifying the location-based channel 120 · 25 · 14 · 320 and #bji_mgmt_general of staff who are unable to report to work.

• SCHEDULED TIME OFF

  • Staff are suggested to request time off as soon as possible. All denied requests will result in a follow-up conference.

• OUT OF OFFICE PLAN

  • Staff are required to submit an Out-Of-Office Plan for ongoing cases, upcoming court dates, & other scheduled appointments. Their phone, if applicable should be reassigned or given to their direct supervisor.

WORKSPACES

• BJI operates on a shared space basis.

• When present in shared office spaces with other staff, be cognizant of your noise levels and any potential conduct that may distract/disrupt your colleagues that are sharing office spaces.

• If private conversations or activities that may be disruptive need to occur, be considerate to your colleagues in this shared space and find an available room or area in the office to have this conversation or complete such task.

• There is rolling plexiglass for staff to use for participant meetings.

• Staff must bring their own laptops and chargers to work on-site.

• Reset your shared space after use. This includes disinfecting and returning equipment.

CONFERENCE ROOMS

• Conference rooms must be restored after use. Cleaning supplies and PPE is available for use

• Conference rooms are equipped with a Smart TV, a docking station for laptops and a wired PC.

• Wireless microphones, wired microphones, wired body microphones are available upon request.

LUNCH & KITCHEN AREA'S

• Most staff take their lunch at 1:00PM to coincide with the NY Courts schedule.

• Staff who work through lunch must consult their supervisor to receive comp/overtime.

• Coffee and hot tea are solely for BJI/CCI staff. Remove & dispose of the Keurig pod after use.

• Refrigerators are available for staff use. All Items entered must be labeled.

• Refrigerators are emptied for maintenance on the last Friday of every even month.

• Label date your food and discard it once it’s spoiled. Do not leave dishes in the sink.

• Utilize the BJI Office Concerns & Requests Form for any office-related concerns.

ROOM RESERVATIONS

• ROOM RESERVATIONS

  • To schedule a conference room in advance, add a reservation directly on the Kadence Scheduling Tool.

  • Meetings that can be scheduled on remote days should not take place in person.

  • Escalated participant engagements may require a meeting room and take priority over any ongoing staff meeting.

• RESERVABLE SPACES

  • 14 Dekalb Avenue

    • 14 Dekalb Bullpen: 10-30 People; Open meeting area; TV, Webcam, PA System, Docking Station, PC, Remote Cast

    • 14 Dekalb Classroom: 6 Desks; Enclosed room; Projector, PA System, Remote Cast, HDMI

    • 14 Dekalb C12: 8-10 People; Standard conference room; TV

    • 14 Dekalb C13: 8-10 People; Standard conference room; TV

    • 14 Dekalb D23: 8-12 People; Standard conference room; Docking Station; PC, Webcam

    • Participant Suite

    • Lactation Room

  • 120 Schermerhorn Street

    • 308E - Audre Conference Room (Storage)

    • 308E - June Conference Room

    • 308E - Maya Conference Room

    • 313 - Meeting Room 1

    • 313 - Meeting Room 2 (Lactation Room)

  • 25 Willoughby Street

    • 25 Willoughby Small Conference Room: 4-6 People; Small meeting space; TV

    • 25 Willoughby Large Conference Room: 20-30 People; Large conference room/program supplies; Smartboard, Webcam, Conference Intercom

120 Schermerhorn 313 - Phone Booth A: 1 Person; Fridge

-

120 Schermerhorn 308E - June Participant Room; Not available for reservation

120 Schermerhorn 313 - Maya Participant Room; Not available for reservation

14 Dekalb Phone Booth: 1 Person; Designated lactation room; Not available for reservation

120 Schermerhorn 313 - Phone Booth B: 1 Person; Designated lactation room; Not available for reservation

LOCKERS

• Lockers are available at the 14 Dekalb Avenue community space.

• Staff can submit a request using the BJI Office Concerns & Requests Form.

DRESS CODE

• Dress codes range at BJI due to us being mindful of many factors such as participants, BJI and CCI colleagues, and court settings.

• Clothing with offensive or inappropriate designs or stamps are prohibited.

  • Business Casual is the default dress code for most staff.

  • Business Professional is the dress code for Court Operations staff.

• BJI Emergency Action Plan (EAP) | A guide to emergency management and required safety practices.

STAFF SAFETY PROTOCOL

• At least two staff members must be present in office spaces when seeing participants. A staff member may not be 1:1 alone with participants in any office at any time.

• To the greatest extent possible, staff should not meet with participants during the lunch hour or after 5:00pm. If this is inevitable, please notify a supervisor on-site to ensure that a supervisor is also present and no staff member is left to engage with a participant alone.

• In enclosed spaces, staff should always be seated nearest to the door for a quick exit.

EMERGENCY MESSAGING (SOS)

• During a session, if the participant is overtly escalated, slack “SOS” to prompt operations personnel to knock and ask for you to sign for a package.

• At this point, you may exit the situation or decline to proceed with your session. In enclosed spaces, staff should always be seated nearest to the door for a quick exit.

• Below are a few essential practices. Be sure to thoroughly read this guide prior to your first in-person day.

  • During a session, if the participant is overtly escalated, slack “SOS” to prompt operations personnel to knock and ask for you to sign for a package. At this point, you may exit the situation or decline to proceed with your session.

• Staff members should utilize the BJI Office Concerns & Requests Form for initial technical assistance.

• If instructed to open a CCI Tech Support Ticket, read the FAQs of the issue.

• If an answer is not found, submit a ticket with as many details about the issue as possible. You should expect a confirmation email.

• If updates are not provided after a week, reach out to OFM for further assistance.

  • If staff are locked out of JCA, reach out to any supervisor to regain access.

  • If staff are locked out of computer login and/or their @nycourts email staff, open a CCI Tech Support Ticket.

• 120S AR1 - justicear1

• 120S AR2 - justicear2

• 120S 313 - justice313

• 120S 313 BACKUP - justice313

• 120S 309 - justice309

• 25W STAFF - C93 - m1dtown26

• 25W GUEST - C93-GUEST - cciguest16

• 14D STAFF - C93 - m1dtown26

• 14D GUEST - C93-GUEST - cciguest16

WEBSITES

• Center for Court Innovation | Company-wide public-facing website.

• Innovation Station | Company-wide intranet.

• Brooklyn Justice Initiatives | Project-wide public-facing website.

• BJI Central | Project Wide Intranet.

• BJI Slack Messenger Link | BJI's main means of communication. Slack Quick Start Guide

DOCKING STATIONS & MONITORS

• Each work station at BJI is equipped with a docking station with a dual monitor setup. A docking station is a device located under the monitors at each station that allow for your laptop to seamlessly connect using one USB-C cable. This single cable provides your laptop with power, a wired network connection, external monitors, printing, and camera access.

• Press Windows + P to extend your monitor

• BJI Noise Machine Instructions

• See the BJI Printing Guide for detailed instructions on Printing, Scanning, & Fax.

• At this time, we will continue to not print client files.

  • Quick Connect to BJI printing equipment

    1. Open File Explorer and use this address in the address bar: \\cci-bji-prnsrv

    2. Right-click the desired machine and select "Connect”

VIRTUAL MEETINGS

• VIRTUAL MEETINGS

  • Meetings at BJI are scheduled on Microsoft Outlook calendars and are virtual unless otherwise noted in the calendar invite.

  • Virtual meetings are hosted on Microsoft Teams by default with Zoom, and Google Meet as secondary options.

  • All staff are provided with Anker Soundcore Life Q20 Noise Cancelling Headsets to combat echoing meetings in shared workspaces. Contact BJI Office Management to receive your set.

    • See article on "Combatting virtual meeting fatigue" | Use zcal for seamless meeting scheduling

COMMUNICATIONS

• Location Based Slack Channels

  • Staff Channel - #120_schermerhorn_staff

  • Appointment Channel - #120_schermerhorn_appts

EMERGENCY ACTION PLAN

• BJI Emergency Action Plan (EAP) A guide to emergency management and required safety practices.

• North stairwell located near the men’s bathroom.

• South stairwell located near the women’s bathroom.

EMERGENCY ASSEMBLY POINTS

• In the event of an evacuation, gather for a head count at:

  • AAA Bail Bonds (the Southeast corner of Smith and State St)

LOCATION OF FIRE EXTINGUISHERS & FLASHLIGHTS

• Fire extinguisher 308E: at front desk, on right hand ledge

• Fire extinguisher 309(a): Above konica printer/copier

• Fire Extinguisher 309(b): on back window ledge, next to Air conditioner

• Fire extinguisher 313: behind printer station (1), near fridge (2)

MEDICAL SUPPLIES

• First Aid Kit Inventory

  • Can be found mounted on the inside of the supply closet door in room 308e

  • Portable emergency kits can be found in the rear of 308e, 309, & 313.

PERSONAL PROTECTIVE EQUIPMENT (PPE)

• 308E Supply closet.

  • Plexiglas dividers on wheels are available as well.

BATHROOMS

• Women’s Bathroom: 3rd floor

• Men’s Bathroom: 3rd floor

• Bathrooms are also located on the 1st & 2nd floors

WATER & COFFEE

• Replace water coolers by opening the door at the bottom and placing the prong inside of the 5-gallon jug.

• Coffee and hot tea are solely for BJI & CCI staff.

  • Remove & dispose of the Keurig pod after use.

  • Do not exceed fill lines on coffee machines.

  • Turn blue levers to fill coffee machines with water. You must turn it back off, or water will continuously leak. 120 Schermerhorn requires manual water refill.

COMMUNICATIONS

• Location Based Slack Channels

  • Staff Channel - #14_dekalb_staff

  • Appointment Channel - #14_dekalb_appts

EMERGENCY ACTION PLAN

• BJI Emergency Action Plan (EAP) | A guide to emergency management and required safety practices.

• Hall B Stairwell: Located near the Women's restroom.

• Hall D Stairwell: Located near the bike rack & lunch area.

• in the event of an evacuation, gather for a head count at: Junior’s Cheesecake (at the corner of Dekalb & Flatbush)

• Hall A: At main entrance

• Hall B: Near Women's Restroom

• Hall B: End of the lockers

• Hall C: In supply closet

• Hall D: Under the banquette in the main kitchen

• First Aid Kit Inventory

  • Hall C: Supply Closet

  • Hall D: Kitchen

PERSONAL PROTECTIVE EQUIPMENT (PPE)

• Hall C Supply closet.

  • Plexiglas dividers on wheels are available as well.

BATHROOMS

• Women’s Bathroom: Hall B

• Men’s Bathroom: Hall B

• Gender Neutral bathrooms are located in Hall B & D

WATER & COFFEE

• Coffee and hot tea are solely for BJI & CCI staff.

  • Remove & dispose of the Keurig pod after use.

  • Do not exceed fill lines on coffee machines.

  • Turn blue levers to fill coffee machines with water. You must turn it back off, or water will continuously leak.

BIKE RACKS

• This location is equipped with 4 wall mounted bike racks and are available for use by both staff and participants

  • Bikes must be retrieved at the end of the day.

COMMUNICATIONS

• Location Based Slack Channels

  • Staff & Appointment Channel - #25_willoughby

EMERGENCY ACTION PLAN

• BJI Emergency Action Plan (EAP) | A guide to emergency management and required safety practices.

• This location is not ADA accessible.

• Main Stairwell

• Ladder to roof near main stairwell

• in the event of an evacuation, gather for a head count at: Korean War Veteran Memorial (Cadman Plaza)

• Front Desk

• Kitchen

• Conference Room

• Small Office 1 & 2

• First Aid Kit Inventory

  • Supply Closet

PERSONAL PROTECTIVE EQUIPMENT (PPE)

• Supply closet.

  • Plexiglas dividers on wheels are available as well.

BATHROOMS

• 2 Gender Neutral bathrooms at entrance

WATER & COFFEE

• Coffee and hot tea are solely for BJI & CCI staff.

  • Remove & dispose of the Keurig pod after use.

  • Do not exceed fill lines on coffee machines.

  • Turn blue levers to fill coffee machines with water. You must turn it back off, or water will continuously leak.

COMMUNICATIONS

• Location Based Slack Channels

  • Staff & Appointment Channel -

EMERGENCY ACTION PLAN

• BJI Emergency Action Plan (EAP) | A guide to emergency management and required safety practices.

• Stairwell located at the North side of the office (Staircase A), turn right at BMHC offices, just outside of the exit door at the end of the hall.

• in the event of an evacuation, gather for a head count at: Shake Shack (at the corner of Willoughby and Adams)

• Kept with BMHC staff and in the kitchen

• First Aid Kit Inventory

  • Supply Closet

PERSONAL PROTECTIVE EQUIPMENT (PPE)

• Supply closet.

  • Plexiglas dividers on wheels are available as well.

BATHROOMS

WATER & COFFEE

• Coffee and hot tea are solely for BJI & CCI staff.

  • Remove & dispose of the Keurig pod after use.

  • Do not exceed fill lines on coffee machines.

  • Turn blue levers to fill coffee machines with water. You must turn it back off, or water will continuously leak.