Department Operations Manual

53120.8 Departmental Directives Wardens shall pla ce their IAC on the institution’ s local distribution list for department administrative bulletins and other department directives and announcements when such informational material concerns or is of concern to the general inmate population. This may be by direct routing or through the institution ’ s IAC coordinator. In order to avoid resentment and possible confusion, staff who are concerned or affected by the information, instruction, or direction given in such material should be informed of that information as soon as or before such information is disseminated to inmates, including the IAC. 53120.9

53120.9 Accommodations Each Warden shall provide adequate facilities, equipment and supplies for the IAC to carry out its approved activities. This shall include designated IAC office(s), office furniture, typewriter and office supplies and stationery. Provisions shall also include duplicating equipment or ready access to such service. The IAC shall be given every reasonable assistance to carry out its approved activities, but must secure permission from proper authority on each occasion requiring institution resources not specifically assigned to the IAC office. 53120.10

53120.10 Staff Involvement The effectiveness of an IAC is primarily dependent upon recognition and demonstrated support of its authorized activities by administrative and supervisory staff. 53120.10.1

53120.10.1 Warden Wardens shall convey and demonstrate to all employees and the general inmate population their recognition and support for IAC functions and activities that they have personally authorized through delegated authority. All employees and the inmate population shall be made to understand that the IAC is the Warden ’ s council, and as such deserves appropriate recognition and respect when it is performing as authorized. 53120.10.2

53120.10.2 Delegation Wardens may delegate the authority and responsibility for routine supervision and direction of IAC activity to staff members at not less than the level of Lieutenant. An institution staff member, at not less than the level of Captain, shall be assigned the function of institution coordinator for the IAC. 53120.10.3

53120.10.3 Captain’s Involvement Captains shall be directly involved in the activities of the IAC within their respective program units, as is the Warden in the overall administration of the institution. Captains may delegate specific aspects of supervision, direction, and responsibility for IAC activities within the unit to subordinate supervisory personnel assigned to the unit. 53120.10.4

53120.10.4 Custodial Supervisory Staff Supervisory peace officer personnel assigned as the officer-in-charge of inmate housing areas on each shift or watch shall work directly with the IAC on issues and questions that may arise during that shift or watch which can be resolved at their level of authority. Second level supervisory staff are considered to be a critical level for success or failure of an IAC, both from the viewpoint of inmates and administration. Operations Manual DEPARTMENT OF CORRECTIONS AND REHABILITATION Chapter 5 Page 442 The interest and attitude of these supervisory staff members will inevitably be reflected in the interest and attitudes of subordinate staff and inmates. 53120.10.5

53120.10.5 Other Personnel Other personnel, both supervisory and non-supervisory, should know and understand the purpose, function and role of the IAC. Other personnel may be involved in IAC activities as deemed necessary by the Warden and their administrative staff in resolving issues relating to their particular area of expertise. 53120.10.6

53120.10.6 Orientation/Training All employees and inmates shall be trained in the objectives and operation of IACs. The Warden may include members of the IAC in the orientation for new inmates and employees. 53120.11

53120.11 Warden Meeting With Inmate Advisory Committee Wardens are urged to personally meet with IAC representatives no less frequently than once each calendar month to discuss non-emergency issues that have not been resolved at lower level review with other staff. Agenda items for scheduled meetings with the Warden shall be submitted at least one week in advance of the scheduled meeting, together with a summary of all IAC efforts at the lower levels of staff review. When an effort to resolve matters at a lower level is not indicated, the Warden may defer any action on the matter pending the IAC ’ s attempts to resolve the matter at lower levels. Wardens and other staff who meet routinely with IAC should also submit an agenda to the IAC at least one week in advance of the scheduled meetings. IAC representatives may bring emergency issues to the attention of the Warden without pre-arrangements of a formal agenda. This may be through direct telephone contact with the Warden or through his or her office staff. 53120.11.1

53120.11.1 Institution Coordinator Meetings of IAC representatives with the institution ’ s IAC coordinator shall be scheduled no less often than once each calendar month, separate and apart from the IAC ’ s meeting with the Warden. Issues, questions, recommendations or requests resolved at this level need not be referred to the Warden except in the form of minutes of such meetings for informational purpose. The coordinator may also require the submission of a formal agenda for such meetings. IAC representatives may bring emergency issues directly to the institution coordinator of the IAC. It is anticipated that most meetings requested on an emergency basis shall be handled at the coordinator's level or be referred by the Warden to that level for appropriate action. 53120.11.2

53120.11.2 Program Unit Supervisors Meetings of IAC representatives with program unit supervisors shall be scheduled as needed. A formal agenda is optional at such meetings. A written summary of subject matter discussed and of decisions and actions shall be made a matter of record and distributed as is indicated for formal agenda and the minutes of meetings. At the Captain ’ s level, an open-door policy is most desirable in terms of the IAC having timely access to administrative staff. 53120.11.3

53120.11.3 Custodial Supervisory Staff Meetings of IAC representatives with supervisory custodial personnel shall normally be unstructured, informal, and without a need for agenda, minutes, or written summary except to refer subject matter to a higher authority, or when supervisory personnel are assigned to act for or on behalf of the Captain. 53120.11.4

53120.11.4 Other Staff Meetings of IAC representatives with other staff may be arranged on an as- needed or on a regular basis to resolve issues and questions relating to specific institutional areas and activities, such as canteen, food services, recreation, work, training, and medical services. This may also be accomplished through standing subcommittees of the IAC established for a particular purpose. 53120.11.5

53120.11.5 Non-supervisory Personnel The IAC, its officers and individual members, shall not attempt to transact IAC business with non-supervisory personnel who do not have the authority to act on issues or questions of concern to the IAC, nor will IAC members attempt to force or enforce higher level staff decisions on employees. If the actions of an employee appear wrong, the employee ’ s supervisor shall correct the situation. The IAC should be encouraged to bring the matter to the attention of supervisory and administrative staff if the concern is one of genuine interest to the general inmate population. 53120.11.6

53120.11.6 Director's Staff Meetings of the IAC with the Director ’ s staff may be held with individual IACs at the institution where the IAC operates, at regional meetings where selected IAC representatives from several institutions are brought, or on a statewide basis at one location. Such meetings will be scheduled at the discretion of the Director. 53120.12

53120.12 Inmate Advisory Committee Appeals Formal appeal procedures may be utilized by an IAC on any decision or action, when the matter is not resolved through normal IAC communication channels with the Warden. Wardens’ staff and IACs are urged to consider every reasonable means to resolve issues at the lowest possible level before utilizing the appeals process. No reprisal at any level or in any form will be tolerated against an IAC or its members for performance of authorized and approved actions and activities. Misbehavior while conducting IAC business, or under the guise of IAC business, shall be cause for disciplinary or other corrective action. The routine process of the IAC ’ s referral of issues, and requests, to the level of authority required for an action, is not an appeal process. 53120.13

53120.13 Suspension The Warden may suspend the membership of any individual IAC member or the activities of the IAC when there is reason to believe the individual ’ s actions or those of the IAC presents a threat to institutional security, the safety of persons, or is counterproductive to the best interests and welfare of the general inmate population. When suspension of IAC activities is contemplated, the Warden shall immediately notify the office of the Director of the reason for such contemplated action. A written report shall follow if the IAC is suspended. The Warden shall also notify the general inmate population of the action and the reason for it. At the discretion of the Director or upon request by the Warden, the Director may assign departmental staff to investigate the matter and report their findings to the Director and to the Warden concerned. Every effort will be made to reactivate an inmate IAC in the shortest time possible, commensurate with institution security and safety. 53120.14

53120.14 Privileges Wardens are encouraged to grant such privileges to the IAC as may be seen as fair and justified by staff and the general inmate population for services rendered. This may include but is not limited to: • Establishing IAC chair or vice chairperson as full-time assignments, as provided in the CCR, 3043.5(a)(1). Only two such assignments shall be authorized at each department facility. 53120.15

53120.15 Organization In general practice, the IAC should consist of two major organizational units. • A general council with the number of members dependent upon the number of inmates, areas or activities to the represented. • An executive committee with the membership elected by the members of the general council. The number of executive committee members is at the discretion of the Warden and dependent upon the number that can effectively participate in executive sessions with the Warden. In addition to these two major organizational units, there may be subcommittees selected to deal with special areas of concern. Institutions with subordinate facilities, such as reception centers, north, south facilities, etc., may establish separate IACs for these facilities. 53120.16