Department Operations Manual

12050.3 Mail Distribution (Headquarters) The mailroom messengers deliver the mail to each office two times daily as follows: • Headquarters - 10:00 a.m. and 2:00 p.m.. • Other Sacramento buildings except Region I Headquarters and Parole field offices - 10:30 a.m. and 2:45 p.m.. Outgoing mail is picked up at the same time the mail is delivered. There are two scheduled mail runs daily between the YACA and the Department at 10:30 a.m. and 2:30 p.m. A mail tray is available in The Director reception area for mail to the YACA. Interagency Mail Service (IMS) Interagency mail to be sent to other state departments or facilities throughout the Sacramento area shall be placed in messenger service envelopes. On the envelope the following items shall be placed: • IMS code number. • The use of the code number expedites delivery of mail to state departments, as interagency mail is sorted by these numbers. • Name of department. • Name of the person or position title. • Address (or building). • Room number (or floor). This mail is collected on regular departmental mail runs and picked up by IMS at approximately 10:00 a.m. daily. Mail addressed to any location not on the current “IMS Listing of Locations” shall not be delivered by IMS. Correspondence shall be properly addressed and routed directly to the mailroom from all Headquarters locations within the Sacramento area as all departmental mail is sent out directly from the mailroom. The mailroom uses pre-labeled envelopes for sending routine correspondence; however, large envelopes in excess of 10” x 12” and all packages too large for consolidated mailing shall be packaged and labeled by the sending unit. All mail sent to the institutions (with a route slip attached or in an envelope) shall be combined in the mailroom into a bulk rate, first class envelope unless otherwise specified. Processing Deadline Mail received in the mailroom after 4:00 p.m. is processed the following day unless it is classified as an “expedite.” Expedite mail shall be accommodated based on mail deadlines set by the Department’ s private contract carrier and/or the USPS. Express Mail Express mail shall only be used when it is imperative that delivery be made the following day. The express mail carrier that is specified in the current statewide master service agreement shall be used for mail between locations subject to the master service agreement. For telephone or FAX use refer to DOM 12070. Personal Mail Mailroom personnel shall pick up personal mail for Headquarters employees during their daily scheduled mail runs. However, this pertains to envelopes and small packages only. Large personal packages and large bulk quantities, such as Christmas mail, shall not be handled by the mailroom. All personal mail shall have proper postage and address ready for delivery. The mailroom does not stock nor sell postage stamps and shall not meter personal mail. USPS Delivery Outgoing mail is delivered once daily to the USPS, 801 I Street, at approximately 4:20 p.m. Re-Use of Envelopes For distribution purposes, whenever possible, all sizes of clasp-type manila envelopes shall be saved for re-use if the envelope has not been sealed with tape or damaged. 12050.4

54010.4 Definitions of Classes of Mail First Class Mail The United States Postal Services (USPS) regulations define First Class Mail as all matter wholly or partly in writing or typewriting, all actual and personal correspondence, all bills and statements of account, and all matter sealed or otherwise closed against inspection. The maximum weight for a First Class letter is 13 ounces. All First Class Mail shall be delivered to the inmates as soon as possible, but not later than seven (7) calendar days from receipt of the mail from the Post Office. Standard Mail USPS regulations define Standard Mail as mail used for advertising mail, catalogues, and newsletters of a non-personal nature that are not required to be mailed as First Class Mail. The maximum weight for Standard Mail is 16 ounces. Standard mail used to be referred to as “Bulk Mail.” Periodicals USPS regulations define Periodicals as a class of mail consisting of magazines, newspapers, or other publications formed of printed sheets that are published at least four times a year at regular, specified intervals (frequency) from a “known office of publication.” Periodicals usually must have a list of subscribers and/or requesters, as appropriate. Package Services USPS regulations define Package Services as Parcel Post, bound Printed Matter, Medial Mail, and Library Mail. With the exception of Parole Clothes and third party special purchase health care appliances, inmates shall not be allowed to receive Package Services directly from personal correspondents. Packages containing parole clothes or third party special purchase medical assistive devices must be clearly marked with either “parole clothes” or “health care appliance” on the outside of the package. Personal correspondents do not include the Courts, Law Firms, County, State and Federal Agencies, Publishers, Bookstores, Book Distributors, etc. All incoming packages, regardless of their contents or whom they are addressed to, shall be put through an x-ray machine to prevent the introduction of contraband into the institution. All packages received in the mailroom that are addressed to an inmate shall be processed through Receiving and Release where they will be searched, inventoried, and issued to the inmate. All appropriately addressed mail shall either be delivered to the inmate, or forwarded per the CCR Subsection 3133(f) and DOM Section 54010.25. 54010.5

12050.4 Institutional Mail (Employee) Institution mailroom supervisors shall ensure timely processing and delivery of employee mail on a daily basis. All intra-institutional mail shall be processed through the mailroom. Inmates shall not be used for delivery of mail. All inter-institutional mail and correspondence with the public shall be handled by the USPS by the institution mailrooms. Institutions shall also restrict the use of express mail in accordance with the provisions of DOM 12050.3. Mailrooms shall not meter personal mail. Employees who have business or private letters which will be mailed by institutional mailrooms shall deliver their mail to the mailroom in person or shall place their title or rank with the return address on the outside of the envelope. Use of institution business mailing address for personal mail, however, is discouraged. Inmate mail is addressed in DOM 54010 of this manual. 12050.5

54010.26 Forwarding Mail Mail received for an inmate who has been transferred from the institution/facility where the mail is received, shall be immediately forwarded to the institution/facility, administrative office or agency that has current custody of the inmate. Mail addressed to an inmate who has been transferred or released shall not be returned to the sender as “ Addressee Unknown ” unless the individual has been discharged from CDCR. First Class Mail and Periodicals addressed to an inmate who has been transferred within the CDCR shall have a label affixed with the current address and shall be forwarded via the USPS. For inmates who have paroled, the affixed label shall state “Parole (Northern or Southern) Region” and shall show that Parole Region’s address. Whenever possible, the Strategic Offender Management System should be accessed and the parolee’s mail should be forwarded to the specific unit that is listed. Standard Mail that has a “Mailer Endorsement”, but is undeliverable because the inmate is not currently housed at the institution, shall be returned to the USPS for processing. Mailroom staff shall affix a label to the Standard Mail piece showing the correct address before returning it to the USPS for processing. For inmates who have paroled, the label affixed to the Standard Mail piece shall state “Parole (Northern or Southern) Region ” and shall show that Parole Region’s address. The Mailer Endorsement will appear either near the address block or below the return address in the top left corner of the mail piece. A mailer endorsement is any of the following phrases: • Address Service Requested. • Forwarding Service Requested. Operations Manual DEPARTMENT OF CORRECTIONS AND REHABILITATION Chapter 5 Page 463 • Change Service Requested. • Return Service Requested. Staff may dispose of any Standard Mail piece that does not have a Mailer Endorsement, and that is undeliverable because the inmate is not currently housed at the institution. Daily newspapers that are delivered by courier will not be forwarded nor will they be held for an inmate who is temporarily away from the facility for longer than 72 hours. Exceptions will be made when the absence results from the inmate's participation in Department or facility approved activities such as a community release program, firefighting, or other disaster control assignments. Newspapers that are delivered by the USPS will have a forwarding address label affixed and shall be returned to the USPS for processing. 54010.27

47110.16 E-Mail Retention E-mail messages are official records and are subject to State, federal and CDCR rules and policies for retention and deletion. The E-mail Retention Policy defines how long information sent or received by e-mail should be retained. These policy guidelines cover only information that is either stored or shared via e-mail, including e-mail attachments. This policy establishes retention parameters to effectively capture, manage, and retain e-mail messages. All e-mail (e.g., administrative correspondence, fiscal correspondence, general correspondence) is subject to this policy. This policy applies to all individuals using the CDCR e-mail system. All sent and received e- mail from the department’s e -mail system shall be retained for a period of three years. When litigation is pending or future litigation is reasonably probable, the law imposes a duty upon CDCR to preserve all documents and records that pertain to certain issues. A litigation hold directive overrides any retention policy until the litigation hold has been cleared. E-mail for employees that have been placed on litigation hold must be retained by CDCR until the litigation hold is released or 3 years have passed, whichever occurs later. 47110.17

54010.8.2 Metered Envelopes in Correspondence Per the USPS Domestic Mail Manual, Section 604, metered reply envelopes sent in with correspondence must adhere to the following conditions: • The postage amount must be enough to prepay the postage in full. • Indicia may be printed directly on the mail piece or on a label and must be positioned in accordance with 604.4.8.3 (Position of Indicium on Mail Piece). An applied label must meet the standards in 604.4.8.11 (Adhesive Tape of Label). • Indicia used to prepay reply postage, except for Information Based Indicia (IBI) generated by a Personal Computer Postage system, must not show the date. • IBI generated by a Personal Computer Postage System to prepay reply postage must show the date the licensee printed the indicium and must include the words “REPLY POSTAGE.” • The mail piece must be pre-addressed for return to the licensee. Prepaid reply mail is delivered only to the address of the licensee. When the address is altered, the mail is held for postage. • Except for those Personal Computer Postage systems with the capability to print an address for the given class or size of mail piece, the address side of reply may be prepared by any photographic, mechanical, or electronic process or combination of such processes (other than Operations Manual DEPARTMENT OF CORRECTIONS AND REHABILITATION Chapter 5 Page 458 handwriting, typewriting, or hand stamping). For those Personal Computer Postage systems with the capability to print destination addresses for the given size and class of mail piece, the address must be prepared using the Personal Computer Postage system. • The words “NO POSTAGE STAMP NECESSARY POSTAGE HAS BEEN PREPAID BY” must be printed above the address. • For bar-coded letter-size First Class Mail reply mail for all postage evidencing systems except Personal Computer Postage, a Facing Identification Mark (FIM) A may be used. For Personal ComputerPostage, FIM D is required for prepaid reply when the indicium is printed directly on the mail piece. • The address side must follow the style and content as described in this Section and shown in the illustration below. Nothing may be added except a return address, FIM, or bar-code. This is the only type of Metered envelope that will be allowed to come in to any inmate with correspondence. 54010.9

54010.12.7 Restriction of Confidential Mail Privileges Administrative action may be taken to restrict, for cause, the confidential mail privileges afforded to an attorney based upon the information contained in this Article. The confidential mail privilege may be a statewide suspension for any offense that could be prosecuted as a felony. Only the Secretary or his/her designee shall issue a statewide suspension of confidential mail privileges. A first offense of a non- serious mail rule violation of the Department’s mail regulations shall result in a written warning or up to a six-month suspension of the attorney’s confidential mail privileges. A second offense of a non-serious mail rule violation shall result in modification/suspension of confidential mail privileges for a period of up to 12 months. A third offense of a similar nature and/or a first offense that could be charged as a felony that jeopardizes the safety of persons or the security of the facility, shall result in confidential mail privileges being suspended for a minimum period of one year or beyond for an indefinite period. The attorney must petition the Warden or Secretary for reinstatement of his/her confidential mail privilege. 54010.13

54010.16 Notification to Inmates of Disapproval- Mail/Packages/Publications and Disposition of Undelivered Mail Disapproved material that is in clear violation of CCR Sections 3006, 3135, 3139, and 3135 or DOM Subsections 54010.11, 54010.13, 541010.14, and Operations Manual DEPARTMENT OF CORRECTIONS AND REHABILITATION Chapter 5 Page 460 54010.21 shall be referred to staff not below the level of Correctional/Facility Captain for determination and appropriate action. Disapproval of material that is not in clear violation of the above noted CCR and DOM sections shall be referred to the Warden, but not lower than the Chief Deputy Warden, for determination and appropriate action. The CDCR Form 1819, Notification of Disapproval-Mail/Packages/Publications, shall be utilized by each institution/facility when incoming or outgoing mail/packages/publications addressed to or being sent by an inmate are withheld or disallowed. Additionally, in accordance with CCR, Subsection 3134(i), the CDCR Form 1819 informs the inmate of the reason, disposition, name of official disallowing the mail/package/publication, and the name of the official to whom an appeal can be directed. When inmate mail is disapproved based on the criteria established in CCR Section 3006 and 3135, DOM Subsection 54010.8.1, or DOM Section 54010.13 and 54010.14, a copy of the CDCR Form 1819 and the supporting document(s) (e.g., a photocopy of representative pages) shall be retained by each institution/facility for a minimum of seven years for litigation purposes. After seven years if the material is not needed it shall be destroyed. If a lawsuit has been filed as a result of mail being disapproved, the CDCR Form 1819 and the supporting document(s) will be retained for two years from the conclusion of the suit. It is noted that a publication can be a book, magazine, newspaper, or periodical. 54010 . 17 Non-English Language Mail Correspondence in language other than English to or from an inmate is subject to the same regulations governing all other mail and may be subject to a delay for translation of its contents by staff. When such delay exceeds normal mail processing by five business days, the inmate shall be notified in writing of the delay, the reason for the delay, and subsequent determinations and actions regarding that item of mail. If staff is unable to translate the letter and its contents within 20 business days of notice to the inmate, then the letter shall be delivered to the inmate untranslated. 54010.18

54010.25 Un-mailed Correspondence If for any reason set forth in this Article, any First Class Mail is not accepted for mailing, or is accepted for mailing but is not properly mailed, the inmate shall be notified in writing of the reason for refusal to accept or to promptly mail the item(s). When the delay in mailing exceeds 5 business days the notice shall be sent and shall include the disposition of such mail. Unless retention of such mail is required in administrative, legal, or disciplinary proceedings against the inmate or other persons, it shall be promptly mailed or returned to the inmate. 54010.26

54010.6 Recipient’s Address All outgoing mail shall be properly addressed. It must contain the sender’s name, Department identification number, and the return address designated by the institution for inmate mail (to include housing). It shall also contain the recipient’s Name, Add ress, City, State, and appropriate zip code. All incoming mail shall be properly addressed. Appropriately addressed mail shall include the inmate’s name and Department identification number. The mail should also include the address designated by the institution for inmate mail. The receiving institution is required to update any mail piece that does not reflect accurate housing or institutional location. Appropriately addressed, Standard Mail must be addressed to an individual inmate, showing their name, CDCR number, and the address for the applicable institution. All appropriately addressed mail shall either be delivered to the inmate, or forwarded per CCR Subsection 3133(f) and DOM Section 54010.25. 54010.7

54010.18 Funds Enclosed in Correspondence Funds may be mailed to an inmate in the form of: • Money order. • Cashier’s check. • Certified check. • Personal check. • Any other negotiable means except cash and traveler’s checks. The personal check, money order, cashier’s check, certified check, or any other negotiable instrument shall be made payable to the California Department of Corrections and Rehabilitation with the inmate ’ s last name and Department identification number. This information, along with the sender’s name and address, shall be on the face of the negotiable instrument. The following restrictions apply: • Funds from other inmates/parolees shall be only accepted from approved correspondents who are members of the same family, or the parent of the inmate’s child(ren). • If a personal check, money order, cashier’s check, certified check, or any other negotiable instrument is received in the mailroom and it does not contain the sender’s name and address on its face, it will be considered contraband per CCR, Title 15, Section 3006, and will be disposed of in accordance with CCR, Title 15, Section 3191(c). The negotiable instrument will be held in the Trust Office safe for thirty days while the inmate is contacted in regards to the disposition of the contraband, in accordance with CCR, Title 15, Section 3191(c). • Funds received in the mail shall be removed from the envelope by mailroom staff and processed as follows: • Staff shall ensure that the inmate’s name and Department identification number are on the check or money order. • The envelope shall be imprinted with a stamp that reads “Funds Enclosed.” The date, amount, and initials of the person processing the funds shall be recorded on the envelope before it is forwarded to the inmate. • The stamped envelope is the inmate’s receipt for the funds. • Cash shall not be accepted for an inmate. • Cash received in incoming mail will be returned to the sender. Mailroom staff shall complete a memorandum for disallowed cash money to the inmate, informing them that cash was received and will be returned to sender. The envelope containing the cash and two copies of the memo will be forwarded to the Inmate Trust Office. The two copies of the memo shall be folded around the envelope and held in place with a rubber band/paperclip. The information in the center of the form shall be clearly visible to the reader. The Inmate Trust Office will process the cash and mail per current departmental policy. • Mailroom staff shall arrange the day ’ s remittances in numerical order. The remittances shall be listed in sequence on the report of collections. This report shall include each inmate’s name, Department identification number, type of payment (check, money order), amount, and the total received. • The report shall be prepared in triplicate and distributed with the original and secondary copies sent to the Inmate Trust Office, and the triplicate retained in the Mailroom. • Funds shall not be released for spending by the inmate for thirty (30) days from the date of deposit into the inmate trust account and must have cleared the bank upon which they were drawn. When any personal check, money order, cashier’s check, certified check, or any other negotiable instrument is received, the face of the envelope in which the funds were received shall be imprinted with a stamp indicating the funds have been accepted at this time. This stamp is not intended to indicate that the funds are immediately available for inmate use, but only that the funds were accepted for processing by the Department. 54010.18.1

31170.4.2 Timeliness Determination If a mailed application is received after the final filing date, the cancellation date stamped on the envelope by the USPS is used to determine whether the application was mailed on or before the final filing date. To avoid dispute, applicants who mail at a USPS Office should obtain a certificate of mailing receipt. This is acceptable proof that the application was submitted in a timely manner. The applicant shall ensure the application is postmarked on or before the final filing date. Applications placed in interdepartmental mail and not received on or before the final filing date shall be considered LATE applications and will be rejected from the examination. Following are the conditions under which late applications typically shall not be accepted: • The applicant claims they did not see the bulletin because of distribution problems within the reporting unit. • The applicant gave an application to another person to turn in to the office that is administering the examination, but it is not received on or before the final filing date. • The applicant claims the application was mailed, placed in interdepartmental mail, or hand-delivered to the Personnel Examining Section (PES) or other CDC testing offices on or before the final filing date. A late application shall be accepted under these conditions only: • If the applicant has a written statement from a USPS official or other witness who verifies the application was mailed on time. • If the application is postmarked after the final filing, and the USPS verifies in writing this was caused by USPS error. Following are the conditions under which late applications may be accepted: • The hiring authority verifies in writing that the examination bulletin was not received by the local testing office because of bulletin distribution problems - prevented the employee from being properly notified. • The unit manager verifies the employee was away from their work during the entire publicity period. • The application delay was caused by the PES or field office staff error (for instance, an application was returned to an applicant in error). • Though submitted in error to SPB, the personnel office of another State agency, or another local testing office, the application was either postmarked or date stamped by the State agency or local testing office on or before the final filing date. 31170.4.3

33010.23.1 Timeliness Determination If a mailed application is received after the final filing date, the cancellation date stamped on the envelope by the post office is used to determine whether the application was mailed on or before the final filing date. The applicant shall ensure the application is postmarked on or before the final filing date. Applications placed in interdepartmental mail and not received on or before the final filing date shall be considered to be LATE applications. To avoid this, mail at a post office and obtain a certificate of mailing receipt. This is acceptable proof that the application was submitted timely. Following are the conditions under which late applications typically shall not be accepted: • The applicant claims he/she did not see the bulletin because of distribution problems within the reporting unit. • The applicant gave an application to another person to turn in to the office that is administering the examination, but it is not received on or before the final filing date. • The applicant claims the application was mailed, placed in interdepartmental mail, or hand-delivered to the Office of Workforce Planning (OWP) or the local testing office on or before the final filing date. A late application may be accepted under this condition only if the applicant has a written statement from a post office official or other witness who verifies the application was mailed on time. • Application is postmarked after the final filing: o If the post office verifies, in writing, this was caused by post office error, the application shall be accepted. Following are the conditions under which late applications may be considered: • The hiring authority verifies in writing that the examination bulletin was not received by the local testing unit because of bulletin distribution problems and prevented the employee from being properly notified. • The unit manager verifies the employee was away from his/her work during the entire publicity period. • The application delay was caused by OWP or field office staff error (for instance, an application was returned to an applicant in error). • The application was submitted in error to the CalHR or to another state department's Personnel Office and was either postmarked on or before the final filing date or date stamped by that department’s personnel office. 33010.23.2

47110.4 Access to E-mail CDCR staff may be provided an ID for access to e-mail on the CDCR Network. All access to e-mail shall be protected by password, and all policies pertaining to the use and protection of passwords shall apply. No generic or group access to an ID shall be use d. A “group mailbox” is acceptable as long as each individual in the group has his/her own ID and password. If you require someone in addition to yourself to access or monitor your e-mail, establish a rule to forward/copy your mail to another’s CDCR mailb ox or add them as a delegate. Sharing a password for any reason is prohibited. 47110.5

54010.8 Inspection and Reading of Incoming and Outgoing Mail All non-confidential inmate mail, incoming or outgoing, is subject to being read in its entirety by designated staff. All non-confidential inmate mail that is “returned to sender” shall be opened and inspected before being returned to the inmate. The only weight limits that can be imposed for incoming mail are outlined in DOM Section 54010.4. All incoming mail shall be inspected for contraband prior to issuance. Mail shall only be disallowed if it violates CCR Sections 3006, 3135, any other applicable regulations, or DOM Sections 54010.13 and 54010.14. Institutions shall not require incoming books, magazines, or newspapers to have an institution pre- approved “vendor approved” label affixed to the packaging. Per CCR Subsection 3133(b)(4), a departmentally approved vendor is any publisher, book store, or book distributor that does mail order business. Books, periodicals, or other publications that are mailed from a religious organization bookstore shall be considered as coming from an authorized vendor. 54010.8.1

47110.2 Purpose It is the goal of the CDCR to ensure e-mail communications are being created, maintained and retained consistent with CDCR policy and state and federal laws. The purpose of this policy is to detail the standards relating to the use of e-mail on the CDCR network and is intended to: • Protect CDCR information. • Describe privacy considerations when using the CDCR e-mail system. • Outline the acceptable usage rules when using the CDCR e-mail system. • Maintain availability of the CDCR e-mail system to sustain critical business operations. Proper e-mail usage and security is a team effort involving the participation and support of every CDCR employee. It is the responsibility of every computer user to know these guidelines, and to conduct his/her activities accordingly. This document is not all-inclusive, and the ISO has the authority and discretion to appropriately address any unacceptable behavior and/or practice not specifically mentioned herein. 47110.3

47110.10 Unsolicited E-Mail Unsolicited e- mail may carry viruses. If the sender’s identity and intent cannot be verified, such e-mail should be deleted unopened. Unsolicited e-mail from unknown senders should always be deleted unopened. Do not open attachments or Internet links accompanying such unsolicited e- mail. 47110.11

54010.8.1 Items Enclosed in Incoming First Class Mail In addition to the written word, such as letters, internet downloads, newspaper clippings, religious pamphlets or leaflets, or photocopies of written words, etc., First Class Mail can have the following items enclosed: • Photographs. • Calendars. • Blank greeting cards (No 3-dimensional attachments or stamps). • Postage embossed envelopes, maximum of forty. • Blank envelopes. • Writing paper/tablets (white or yellow lined only – no cotton paper). • Typing paper (no cotton paper). • Legal paper; to include colored paper required by court (no cotton Paper). • Children’s drawings. • Forty postage stamps (unless there is a rate change; then the intent is forty stamps at the old rate and forty stamps at the amount needed to equal the new rate). Personalized postage stamps will not be accepted. The weight limits for First Class Mail are outlined in DOM Section 54010.4. The size and quantity of items listed above is limited per DOM, Chapter 5, Article 43, Inmate Property. Inmates may receive photographs in First Class mail in accordance with the exception of the following: • All photographs must comply with the CCR Section 3006, and DOM Section 54010.14. • Amount and size shall not exceed allowances specified in DOM, Chapter 5, Article 43, Inmate Property. • Photo albums (available through the canteen and the Vendor Package Program). • Photographs with attached backing are not permitted. • Photographs framed in such a manner that they cannot be adequately searched are not permitted. • Poloroid photographs are not allowed. • Negatives are not allowed. • Slides are not allowed. Any unacceptable mail shall be immediately returned to sender with the envelope annotated “Unauthorized Mail, Return to Sender.” Inmates shall be notified pursuant to CCR Section 3136. 54010.8.2

54010.29 Complaints from Recipients of Inmate Mail If the receiver of any mail, confidential or non-confidential, directs a written complaint to the Department administration or to institution/facility officials, consideration shall be given to any reasonable remedy sought by the individual. This may include discussion of the complaint with the inmate in an attempt to resolve the matter, reading of all mail, including confidential mail addressed to the individual, and either disallowing only that which appears to perpetuate the problem, or disallowing all mail to the individual. Complaints and requests for action which would, if approved, restrict an inmate’s co rrespondence, and any action taken in response to such complaints or requests shall be fully documented via CDC Form 128 B, Chrono-General. The inmate shall receive a copy of the documentation and the original shall be placed in the inmate’s C -file. An exception to the prohibition contained in Section 54010.12 against placing copies of an inmate’s personal correspondence in the inmate’s C -file may be made under the circumstances described herein. 54010.30

47110.5 Acceptable Use The e-mail system is provided for official CDCR business. Using e-mail in an inappropriate manner may result in the loss of e-mail privileges and/or disciplinary action. Examples of appropriate use of the CDCR e-mail system include, but are not limited to, the following: • Scheduling, coordinating, and documenting business meetings and/or assignments. • Notifying CDCR personnel of changes in work policies and/or work procedures after the appropriate approval process has been completed (shall be followed up in writing). • Transmitting and/or sharing non-HRCI work related material, including documents, files, reference material, and links to Internet sites. • Sending and receiving business related Internet mail. • Notifying employees of CDCR sanctioned employee events including, but not limited to, the Medal of Honor ceremony, United California State Employees Campaigns, and similar approved activities. • Scheduling appointments including personal appointments and lunch breaks on an electronic calendar. • Creating or sending notes or messages of a predominantly personal nature, or for personal use, shall be kept to a minimum. 47110.6