Department Operations Manual

54030.5 Property Documentation Revised May 17, 2023 Departmental employees involved in the handling of an inmate’s property shall document such involvement in the Strategic Offender Management System (SOMS) Personal Property Module. In the event SOMS is unavailable, documentation shall be completed on the following CDCR forms as appropriate: (a) CDCR Form 104, Property and Cash Receipt-Arrival: A CDCR Form 104 shall be completed by Reception Center staff upon receipt of new arrivals. The CDCR Form 104 is used to document an inmate’s cash, personal securities, and property, and is used to document the proper disposition of unissued property and inmate funds. (b) CDC Form 143, Property Transfer Receipt: A CDC Form 143 shall be completed to document the number of containers and boxes of personal property an inmate is transferring with and the progress of containers and boxes in transit. The CDC Form 143 may be used to identify multiple inmates with multiple containers and boxes of property (Bill of Lading). (c) CDC Form 160-H, Inmate Property Control Card: A CDC Form 160-H shall be completed to maintain a record of all registerable property and its value. The CDC Form 160-H provides accountability to discourage theft and bartering of property of significant value or security interest (e.g., television, radio, handicraft tools, etc.). (d) CDCR Form 1083, Inmate Property Inventory: A CDCR Form 1083 shall be completed when there is a need to inventory an inmate’s property (e.g., Administrative Segregation Unit [ASU] placement, inter-institutional transfer, Out-to-Medical, Out-to-Court, extradition, property control, etc.), to ensure all property is accounted for and to provide a vehicle for the evaluation of inmate property claims. 54030.6

54100.23.1 Appeals of Lost or Damaged Property All property loss or damage arising from the same departmental event or action shall be included by the appellant in one appeal form. Such appeals are subject to rejection if relevant documentation is not attached, including a signed copy of the CDCR Form 1083, Inmate Property Inventory. Staff assigned to respond to appeals alleging property loss or damage shall conduct a thorough examination of all documents submitted and any other pertinent information that will assist in resolving the property claim including, but not limited to: • A thorough search for the lost property. • Inspection and assessment of the damaged property. • Interviews, especially when documentation identified staff who handled the property. • Review of departmental records, including but not limited to, property receipts, property transfer receipts, property control cards , and property inventory sheets. Any decision denying a property claim shall inform the inmate/parolee of the right to file a claim directly with the Victim Compensation and Government Claims Board (VCGCB) (formerly Board of Control) and shall provide instructions for such filing. An inmate/parolee who wishes to file a claim with the VCGCB shall adhere to the timeframes governing these claims which may be more restrictive than the CDCR appeal process and may require the appellant to file a claim prior to receiving a final decision on his or her CDCR appeal. First and second level appeals concerning lost or damaged property shall be processed at the institution/parole region where the loss or damage occurred. All provisions of this article concerning property loss or damage apply to inmates housed in a contract facility, including inmates transferred to or from a contract facility. 54100.23.2

22030.12.3 Property Identification Numbers Each item of state-owned property shall bear an identifying number, either by decal or engraving. The manufacturer ’ s serial number for typewriters, computers, calculators, etc., shall not suffice for purposes of identification. Property numbers are assigned to property as it is received. When the property is received from the vendor and prior to moving the item from the point of delivery, the property controller shall assign a property tag that indicates the division or unit to which the property belongs and a specific number that shall be affixed to the item. Property is tagged to designate the assets as belonging to the state. Property tag or engravings shall be placed so that they are in plain sight and easy to read. When a computerized bar code system is in effect, an optical scanning identification decal can be substituted for the traditional property tag now in use. To the extent possible, all property shall be tagged on the front, left-hand corner of the item. The identification number/tag shall not be changed unless transfer occurs between divisions or institutions. If the property tag is destroyed, lost, or marred beyond recognition, a substitute number shall be supplied upon request. 22030.12.4

54030.13.2 Temporary Placements, Transfers, and Returns (a) Administrative Segregation (1) Unissued authorized property for inmates on ASU status shall be inventoried by appropriate staff and stored in areas designated for property storage pending the outcome of ASU placement. Property inventory shall be completed in accordance with Subsection 54030.6. (2) Upon initial ASU placement, the institution shall provide the inmate basic hygiene and writing materials, (i.e., fish kit). In addition, the inmate shall be provided access to his or her personal address book and stamps in order to facilitate access to correspondents and the courts. (3) If the Institution Classification Committee retains the inmate in ASU after initial ASU review, the inmate shall have access to canteen as provided for in Subsection 54070.6.1 based upon a schedule determined by the facility. Additionally, the inmate shall have access to all authorized personal property as determined by the APPS located in Appendix A. (4) If the inmate is released back to the general population and maintains his or her original Privilege Group status, the personal property shall be returned to the inmate. If the inmate receives a SHU or PSU term, the inmate shall be required to dispose of all unauthorized property prior to transfer in accordance with Subsection 54030.12.2. (b) The property of inmates on temporary transfer status shall be processed as follows: (1) Out-to-Court (A) Inmates going Out-to-Court who are not returning the same day shall report to R&R with all of their personal property. R&R staff shall inventory and store the property until the inmate returns from court. If an inmate is paroled or discharged while on Out-to-Court status, all tangible property, such as clothing, appliances, and paperwork shall be stored for a period of one year. Intangible property, such as inmate funds, shall be maintained for a period of three years. If no claim is made on the property after expiration of time frames, final disposition shall be in accordance with PC Sections 5062 and 5063. (B) In institutions that have authorized property storage areas within the housing unit, staff from the respective unit may inventory and store the inmate’s property. (2) Hospital,Out-Patient Housing Unit or Correctional Treatment Center (A) Inmates transferring to the hospital, Out-Patient Housing Unit (OHU), or Correctional Treatment Center (CTC) who are not returning the same day shall turn in all property to the housing unit officer or R&R. The property shall be inventoried and properly stored in accordance with this subsection until the inmate returns from the hospital, OHU, or CTC. (B) Inmates going to the hospital, OHU, or CTC and returning the same day shall not be required to store their property in the property room. (C) Inmates placed in the hospital, OHU, or CTC due to accident or emergency shall have their property collected, inventoried, and stored in R&R (or other approved area) by the housing unit officer or designee. (D) Inmates transferring on medical and return status to other institutions shall store their property in R&R or other designated areas. (3) Return Upon release and return from the hospital, OHU, CTC, or special housing units, the inmate’s property shall be returned. The inmate shall be provided an opportunity to sign the property inventory form acknowledging receipt of the property. Issuing staff shall also sign the property inventory form acknowledgin g the inmate’s receipt or refusal to sign. 54030.13.3

22030.12 Property Management The property unit shall provide input data and maintain property inventory records on all items meeting the criteria for property accounting. From this data, department management shall be guided and assisted in the following: • Establishing equipment maintenance schedules. • Determining property inventory needs based on expected obsolescence or probable ending of its useful life. • Assisting budget staff in determining items to be budgeted. • Maintaining an accurate record of property held accountable to the department or unit. • Providing sufficient data to determine if there is surplus property and locations needing property. • Providing a sufficient data base to draw information for routine or special reporting. • Maintaining a functional inventory tool for all users. Stock Records For departmental property inventory control purposes, unit stock records shall be maintained on all state-owned items that meet any of the following requirements: • Has a normal useful life of at least four years; • Has a unit acquisition cost of at least $500; or • Is defined as sensitive property. 22030.12.1

51070.15 Responsibility of Property Officer for Deceased ’ s Property The property officer shall: • Receive, inventory, and store all personal property of the deceased. • Prepare a complete inventory report, sign and submit five copies to the watch commander to be distributed as follows: • Warden/RPA. • Chief Deputy Warden. • Associate Warden, Business Services. • Accounting officer. • Correctional Captain. • Secure all personal property as evidence if directed by watch commander or investigative unit. • Make personal property available to employees authorized to examine it. • All personal property of the deceased at the scene of the death may be released to the coroner upon request for the purpose of assisting their investigation. Upon completion of all investigations and release of property as evidence, all personal property of the deceased will be released to the Associate Warden, Business Services, for disposition. 51070.16

54030.7.1 Personal Property Packages (a) Inmates may receive personal property based upon assigned privilege group as specified in Subsection 54030.8. Items of authorized property shall be limited to the items and categories listed in the APPS contained in Appendix A. Personal property packages shall be ordered by inmates or third parties via a departmentally approved vendor. A departmentally approved vendor may be chosen by an inmate or third party to provide items for inclusion into a personal property package. While no more than one vendor may be used per package, inmates and their correspondents will be able to choose a different vendor for subsequent personal property package purchases. Personal property packages are limited to a 30 pound maximum weight limit and maximum dimensions of 24” x 24” x 24”. (b) Religious food items may be purchased from locally approved vendors. All religious food items shall be consistent with the criteria and categories established in the APPS located in Appendix A. (c) Individual purchases of entertainment appliances and musical instruments by inmates using funds in their trust account or by third party shall not be counted as a personal property package unless additional items of personal property are also included. (d) Quarterly personal property packages may be received by inmates at any time during a quarterly period. Upon arrival of a package at an institution, designated staff shall verify the eligibility of the inmate to receive the package before issuance. Prior approval is not necessary as the arrival date of a package at an institution shall be the basis for the eligibility determination. (e) Facilities will make available to all inmates, procedures for the receipt of packages from approved vendors in accordance with limits set for their assigned privilege group. Facilities are responsible for ensuring that current vendor catalogs and order forms are available in the inmate library and visiting room. (f) When a package is received at a facility with an address insufficient to locate the inmate, staff shall exhaust all avenues of information in locating the inmate before returning the package to the sender including, but not limited to, determining whether the inmate is Out-to-Court, Out-to-Medical, transferred to another institution, jurisdiction, or parole. (g) Issuance of inmate packages shall be as soon as possible, but not later than 15 calendar days from delivery to the institution, except during the holiday season and during modified programs of affected inmates. For purposes of this Article, the holiday season is designated as beginning on November 15 and ending on January 15. (h) Institutions may temporarily suspend delivery of inmate packages to all portions of the institution during emergency lockdowns. (i) Upon resumption of normal operations, inmates who are released from modified program status, housed in an institution experiencing a modified program, shall continue to receive packages within 15 calendar days. (j) Issuance of packages to inmates affected by modified program status may be temporarily suspended for up to 90 calendar days (one quarter). After 90 days, issuance of previously stored packages is mandatory. A modified program status shall not result in the loss of a quarterly package. (k) Packages received for inmates who are on modified program status may be temporarily stored in appropriate locations designated by the institution. The institution is responsible for identifying and designating adequate storage space, including emergency overflow storage as required, until such time as staff are able to issue packages. (l) Inmates previously affected by modified programs shall receive unissued inmate packages within 15 days after their release from modified program status. (m) Institutions shall not instruct vendors to stop shipment of packages unless authorized by the Deputy Director, DAI. Upon receiving authorization from the Deputy Director, DAI, the institution shall be responsible for notification of the inmate population. The inmates shall be responsible for notification of family or other correspondents. (n) Packages shall not be returned based solely on the existence of a modified program. 54030.7.2

54030.7 Inmate Personal Property Acquisition Inmate personal property shall not be accepted at the front entrance gate or visiting desks. Inmates may be allowed to acquire specific items of personal property through the following methods: (a) Special Purchases (1) Facilities shall allow for inmates to purchase the below listed items utilizing funds in their inmate trust account. Special purchases of the below listed items shall not be counted as a personal property package. Special purchases shall be from departmentally approved, special purchase vendors. Special purchases shall be made in accordance with approved local procedure. (2) Facilities may submit for departmental approval, local special purchase vendors as required, to provide religious food items, handicraft material, health care appliances, subscriptions to local newspapers, etc. The facility requesting departmental approval of a special purchase vendor shall submit the approval request to the office of the Deputy Director, DAI, along with rationale for approval and a statement that the vendor meets the local facility’s security and business requirements. (3) Note : The approval criteria for personal property package vendors established in Subsection 54030.9.1 does not apply to special purchase vendors. The approval criteria for religious personal property vendors is established in Subsection 54030.9.3. (b) The amount charged an inmate for ordering entertainment appliances, a musical instrument, handicraft material, periodicals, or fiction books as a special purchase shall include a 10 percent service charge. Service charges shall be deposited in the inmate welfare fund. (c) Special purchases of health care appliances, correspondence courses, nonfiction books, and legal materials are not subject to service charges. (d) Facilities will make available to all inmates, procedures for special purchases. Purchases of health care appliances, correspondence courses, religious food items, and handicraft material require an inmate to obtain prior written approval. (e) Health Care Appliances are prescribed by health care staff and subject to approval by designated custody staff. Health care appliances may be purchased by third parties. All health care appliances are to be received by designated health care staff from an approved vendor and inspected by designated custody staff prior to issuance. Health care appliances are not subject to the six cubic foot property limitation and do not count towards the two appliance limit as described in Subsection 54030.7 (refer to Subsection 54030.11). (f) Correspondence Courses and materials are subject to approval by designated custody and educational staff. Correspondence courses shall be received by designated education staff and inspected by designated custody staff prior to issuance (refer to Subsection 54030.10.3). (g) Legal Material is legal reference materials and books, legal pads, and pencils not available in the institution canteen. Legal material purchases are to be received by Receiving and Release (R&R) staff and inspected prior to issuance (refer to Subsection 54030.10.2). (h) Religious Items , as described in the RPPM. Inmates shall be authorized to order religious personal property based upon assigned Privilege Group as specified in the RPPM. Religious personal property items shall be ordered by inmates or third parties via a departmentally approved religious vendor. (i) Religious items as described in the RPPM are to be shipped directly from a departmentally approved religious vendor in vendor sealed packages and inspected by designated custody staff prior to issuance (refer to CCR, Title 15, Subsection 3134(c)). (j) Entertainment Appliances and Musical Instruments , as described in the APPS are to be shipped directly from a departmentally approved vendor in factory sealed packages, received by R&R staff, and inspected prior to issuance. Packages that are damaged or opened shall be refused (Subsection 54030.10.6). (k) Books and Periodicals , purchases and subscriptions shall be submitted according to local procedures and may be purchased for an inmate by a third party. ( Note: For purposes of this subsection a departmentally approved Operations Manual DEPARTMENT OF CORRECTIONS AND REHABILITATION Chapter 5 Page 477 vendor is any publisher or book store that does mail order business as outlined in CCR, Title 15, Subsection 3190(k)(7)). (l) Handicraft Material , restricted to inmates approved to participate in the handicraft program. Handicraft items shall be received by the handicraft manager and inspected by designated custody staff prior to issuance (Subsection 54030.10.4). 54030.7.1

54030.13.3 Extradition (a) Inmates or parolees requiring extradition transport from any state or territory of the United States are personally responsible for the disposition of their personal property. It is the inmate’s responsibility to make arrangements with the holding agency for the disposal, storage, or mailing of their property prior to being transported by extradition agents. Extradition agents shall not be responsible for inmate property left at the sending agency or institution. At no time shall inmate property be checked onto airplanes or transported in the baggage compartment of the aircraft. The only exception is wheelchairs or other prescribed health care appliances. (b) Inmates being extradited shall not retain any property on their person except prescribed medications and health care appliances as necessary, e.g., prescribed eyeglasses. Only authorized property that can fit into a 10” x 12” clasp envelope including, but not limited to, jewelry, wallet, watch, family pictures, or printed material shall be allowed to be transported with the prisoner. Inmate property shall be inventoried on a CDCR Form 1083. A copy of the CDCR Form 1083 shall be placed in the sealed envelope, a copy shall be provided to the inmate, and a copy shall be retained by the extradition agent. The envelope shall then be secured in the agent’s carry -on baggage or secured compartment in a transportation vehicle. The inmate may wear his or her own clothing and shoes if deemed appropriate for transport purposes by the assigned State agents. (c) Inmates being extradited from the CDCR to other jurisdictions, states, or territories of the United States may be allowed to retain all or a portion of their property as determined by the transporting extradition agent. In cases where personal property is not permitted to be transported, inmates shall be provided the opportunity to select appropriate disposition of their property as follows: (1) Inmates permanently transferring to the custody of another agency shall be provided with the opportunity to mail all property to an address of their choosing via the USPS or common carrier at the inmate’s expense. (2) Indigent inmates shall have property shipped to an address of their choosing at the CDCR’s expense. (3) Note : If no address is provided or previously mailed property is returned as undeliverable, all tangible property shall be placed in storage for a period of one year. Intangible property shall be maintained for a period of three years. If no claim is made on the property after expiration of time frames, final disposition shall be in accordance with PC Sections 5062 and 5063. (4) Inmates temporarily transferring OTC and other temporary transfers, shall have property stored pending their return to CDCR custody. All property will remain in storage until the inmate is either returned to CDCR custody or paroled or discharged. If paroled or discharged, all tangible property shall be stored for a period of one year. Intangible property shall be maintained for a period of three years. If no claim is made on the property after expiration of Operations Manual DEPARTMENT OF CORRECTIONS AND REHABILITATION Chapter 5 Page 483 time frames, final disposition shall be in accordance with PC Sections 5062 and 5063. 54030.14

54030.16 Deceased Inmate Property Revised May 17, 2023 (a) All personal property of a deceased inmate shall be inventoried on a SOMS automated form ISST200 and stored in a location designated by the Warden. The deceased inmate’s Central File shall be reviewed for written directions of the decedent as to the next-of- kin. The deceased inmate’s property shall be shipped to the next-of-kin as designated on the SOMS – Notification in Case of Death, Serious Injury, or Serious Illness, at the inmate’s expense. If funds are not available in the inmate’s trust account, the property shall be shipped to the person designated on the SOMS – Notification in Case of Inmate Death, Serious Injury, or Serious Illness only after contact and willingness to receive property is established. (b) If no willing recipient can be identified or previously mailed property is returned as undeliverable, all tangible property shall be placed in storage for a period of one year. Intangible property shall be maintained for a period of three years. If no claim is made on the property after expiration of time frames, final disposition shall be in accordance with PC Sections 5062 and 5063. 54030.17

54100.23.2 Inmate Appeals of Lost or Damage Property During Transfer Appeals alleging property loss or damage following a transfer, regardless of where the loss or damage occurred, shall be submitted to the appeals coordinator at the receiving institution. The receiving institution appeals coordinator shall: • Date stamp the appeal. • Conduct an initial review of the appeal for conformance with appeal processing requirements, including time constraints, missing signatures , and supporting documents. • Review the appeal and determine which institution shall respond to the appeal in accordance with the following: • If able to determine that the property loss or damage occurred some time after the property arrived at the receiving institution, or if records indicate that the property was issued to the appellant at the receiving institution, the receiving institution appeals coordinator shall process the appeal. • If unable to determine where the loss or damage occurred, or information suggests that the loss or damage occurred prior to arrival at the receiving institution, the appeal shall be forwarded to the sending instittution for review. Upon receipt, the sending institution appeals coordinator shall date stamp and process the appeal. The transportation unit or any facility that housed the appellant or the property in question in transit during the transfer shall assist and provide any information necessary for a thorough review of the property claim. The first level response shall instruct the appellant, if dissatisfied, to resubmit the appeal to the receiving institution for a second level review. Exceptions, where the sending institution would be expected to complete the second level response, include but are not limited to: • The appellant was not in possession of the property at the time of transfer. • The property was not sent with the appellant by the sending institution. • The property loss or damage occurred at the sending institution. 54100.23.3

54030.8 Personal Property Package Criteria (a) Items of personal property may be purchased from approved vendors by third parties of the inmate or purchased directly by the inmate. Authorized items, appliances, or food may be acquired by utilization of this package procedure consistent with the APPS. The determining factor in the number of packages an inmate may receive per year is the privilege group in which the inmate is placed in accordance with the work or program. (b) Inmates may obtain approved appliances and musical instruments from approved vendors by having them ordered by correspondents or using the funds in their inmate trust account. A limit of three appliances applies to all inmates based upon the following definition, with the exception of female hair care appliances as described in Subsection 54030.10.6(a)(2). (c) Note : For purposes of this Article, an appliance is defined as: (1) Any electrical appliance, (excluding prescribed medical appliances and battery rechargers) that relies on institution power resources to operate (all electrical appliances are subject to the three appliance limit). (2) Any audio or visual entertainment appliances, such as radios, televisions, cassette or disk players, etc. (all audio and visual appliances are subject to the three-appliance limit, regardless of electric or battery operated power source). (3) Battery operated, non-entertainment appliances that do not rely on institution power resources (battery operated, non-entertainment appliances are not subject to the three-appliance limit). (d) Items shall be shipped to the inmate’s respective institution by the approved vendor in a factory sealed container. (e) It is the responsibility of the inmate or the third party to ensure that packages are ordered in advance to ensure adequate delivery time. (f) The year shall begin January 1 and end on December 31. The quarters are: 1 st – January 1 through March 31. 2 nd – April 1 through June 30. 3 rd – July 1 through September 30. 4 th – October 1 through December 31. (g) Privilege Group A and Privilege Group B Inmates in Privilege Groups A and B shall be allowed 4 packages per year (1 per quarter) not to exceed 30 pounds each. Maximum allowable package dimensions are 24” x 24” x 24”. (h) Privilege Group C Inmates in Privilege Group C shall not be allowed a personal property package. Inmates prohibited from receiving a package resulting from recent placement into Privilege Group C shall not be allowed to retain a package which was ordered prior to Privilege Group C placement and received after placement in Privilege Group C. Disallowed packages shall be disposed of pursuant to Subsection 54030.12.2. (i) Privilege Group D (1) Inmates in Privilege Group D, including those inmates housed in an Administrative Segregation Unit (ASU), a Security Housing Unit (SHU) or a Psychiatric Services Unit (PSU) shall be permitted to acquire one personal property package per year not to exceed 30 pounds each. Maximum allowable package dimensions are 24” x 24” x 24”. Eligibility to acquire a personal property package commences one year after the date of Privilege Group D assignment. (2) Inmates in a SHU or PSU may also purchase an entertainment appliance via the Special Purchase Process. Eligibility to acquire an entertainment appliance commences one year after the date of Privilege Group D assignment. (3) Inmates prohibited from receiving a package as a result of ASU placement shall be allowed to retain the package in their stored personal property if the package was ordered prior to ASU placement and the inmate was otherwise qualified to receive it. (j) Privilege Group U Inmates in Privilege Group U shall not be allowed a personal property package. (k) Note : The local Inter-Disciplinary Treatment Team (IDTT) may further restrict or allow additional authorized personal property on a case-by-case basis above that allowed by the inmate’s assigned privilege group. 54030.9

54030.12.1 Property Registration Revised May 17, 2023 (a) Personal property items, which are not consumable and that possess enough intrinsic value to be a significant target for theft or bartering, are considered registerable property. Registerable personal property is identified in the APPS located in Appendix A. (b) When designated items are identified as registerable, such items shall be registered under the inmate’s name and CDCR number on SOMS automated form ISSS051A, Registerable Property Items. Staff shall include the purchase date and purchase price, and attach a copy of the purchase receipt in the SOMS automated form ISSS051B. If the ability to scan the receipt into SOMS is unavailable, institutions shall maintain a paper copy of the receipt. (c) It is the responsibility of the inmate to account for all registerable property listed on the SOMS automated form ISSS051A. Staff shall document property inmates cannot account for on appropriate forms (CDC Form 128-A, Custodial Counseling Chrono, Rules Violation Report, or both). (d) The inmate shall report, in writing, all registerable property that is lost, stolen, or worn-out to R&R personnel as soon as the loss or unusable wear is discovered. A description of the item(s) and the circumstances surrounding the loss shall be included in the report. 54030.12.2

54100.23.4 Granted Property Appeals Unless otherwise specified in this Article the facility where the property loss Operations Manual DEPARTMENT OF CORRECTIONS AND REHABILITATION Chapter 5 Page 518 or damage took place shall settle the claim. If the loss or damage took place during transit, or staff are unable to determine where the loss or damage occurred, the sending institution shall settle the claim. When the property loss or damage occurred during transit between the sending and receiving institutions, a copy of all granted property claims shall be forwarded to the Director, Division of Adult Institutions, for corrective action if warranted. If a property appeal is granted, an attempt shall first be made by staff to use local resources to substitute for or replace lost or damaged property at no cost to the State, or to repair the item at the institution’s expense. An inmate/parolee’s refusal to accept repair, replacement, or substitution of like items and value shall be cause to deny the appeal. • When denying an appeal on the basis of appellant’s refusal to accept like item and value substitution, the reviewer must state why they believe the replacement offered is considered a like item of equivalent value. • Monetary compensation to the inmate/parolee shall be considered only if repair is not possible, and replacement or substitution of like items of equivalent value are not available. • Both a first and second level review is required prior to awarding a monetary reimbursement for lost or damaged property. First level responses recommending a monetary reimbursement shall instruct the appellant to resubmit the appeal for a second level review. The second level review may affirm, modify or deny the first level recommendation. • Actual monetary reimbursements shall not exceed limits imposed in accordance with the Personal Property provisions of 15 CCR §§ 3190-3195. Monetary claims for amounts of $100 or less are filed with and settled by the Department directly. Under Government Code Section 935.6 the VCGCB may authorize the Department to settle and pay claims for higher amounts. In the event such delegation is granted, guidance provided by departmental accounting officials specific to this matter shall be prevailing. • The distribution of completed second level property appeals for $100 or less includes: • Original to appellant. • Copy to institution or parole region appeals coordinator. • Copy to institution accounting office (inmate cases). • Copy to Central Office accounting office (parolee or reentry cases). • Copy to institution or parole region records. • Before payment of any granted claim, the inmate/parolee shall discharge the State in writing from further liability for the claim pursuant Government Code Section 965. The original of this discharge shall be maintained in the institution/parole region accounting office and the inmate/parolee shall be provided a copy. 54100.23.5

22030.13 Surplus and Obsolete Property Each departmental facility maintaining warehouse inventories shall develop a viable program for disposal of surplus material. • Each facility shall establish a property survey board which shall determine whether items are surplus or obsolete and the methods to be used to dispose of the items. • The property survey board shall be composed of several section chiefs and chaired by a Correctional Administrator. • The board shall meet at least quarterly to make management decisions concerning disposal of surplus and obsolete material. • The goal of all property survey boards shall be to reduce the inventory investment and storage costs and to make storage space available for other functions. • A property controller shall identify and dispose of material. Several methods shall be employed to determine surplus, obsolete, or discontinued material. • Frequent inventory appraisals shall identify potential surplus conditions before they become real, by acknowledging the trend toward a slow or no activity status or an increase in inventory. • Stock records shall be used to determine when items are no longer in demand and should be removed from inventory. • Staff shall try to be aware of changing technology that contributes greatly to the stockpiling of obsolete and surplus material. Staff shall promote common parts usage to limit the total number of probable inventory items or urge a limitation of the variety of items. In plant operations, warehouse staff shall be promptly informed when equipment is pulled out of service so that repair parts for this equipment can be disposed of and removed from the inventory. All items identified as surplus or obsolete by the property survey boards shall be listed and submitted to the Department ’ s materials manager for review and analysis. The listing shall include a full description, age, condition, value at the current replacement cost, and the approximate area where the item is located in order to determine the most effective method for disposal of the property and to provide data on inventory reductions to the DGS ’ Statewide Materials Inventory Management Program. Under no circumstances shall material, tangible or intangible, be disposed without proper documentation. A Property Survey Report, (STD Form 152), shall be prepared for all transactions involving material disposal and shall be approved in advance by the Department ’ s Materials Manager and the Office of Procurement's State Surplus Program. The Department's Materials Manager and the State Surplus Section shall instruct the facility to: • Transfer the material to another facility within the Department; or • Transfer the material to another state agency; or • Make a diligent effort to secure at least three competitive bids and sell the material. When materials are transferred to other state facilities including those within the Department, a STD Form 158, Transfer of Location of Equipment shall be prepared and distributed according to the instructions on the form. 22030.13.1

54030.12.2 Processing Unauthorized Property Revised May 17, 2023 (a) Unauthorized inmate personal property, including that which is altered, exceeds volume limitations, or is beyond repair, shall be disposed of in accordance with the provisions of this subsection. The institution shall not store unauthorized inmate property except as provided for inmates placed in ASU as provided for in Subsection 54030.13.2. (b) Inmates shall sign the SOMS automated form ISST200 indicating their choice of disposition and agreement to the method for disposing of their property. If the inmate makes no selection or has insufficient funds, staff shall document that fact and determine the method of disposition. Unauthorized personal property shall be disposed of as follows: (1) Mail the item to an address provided by the inmate via United States Postal Service (USPS) or common carrier at the inmate’s expense. This option is not Operations Manual DEPARTMENT OF CORRECTIONS AND REHABILITATION Chapter 5 Page 482 available for inmates with insufficient funds in their trust account. Failure to provide an address of an individual willing to accept the personal property results in the property being donated to a charitable organization, donated to the institution, or rendered as useless and disposed of per institution procedures. Inmates are not permitted to send their property to any State agency or agent of the State. Failure to comply may result in disciplinary action. (2) Return the item to the sender via USPS or common carrier at the inmate’s expense. This option is not available for inmates with insufficient funds in their trust account. (3) Unopened packages may be refused and returned to sender. Staff shall complete a CDCR Form 1819, Notification of Disapproval for Mail/Packages/Publications, to notify the inmate the package has been returned. (4) Donate the item to a charitable organization as designated by the institution. (5) Donate the item to the institution. (6) Render the item useless and dispose of it according to institution procedures. 54030.13

22030.12.6 Physical Inventory of Property The Department shall conduct a physical inventory on all property and reconcile the inventory with accounting records at least every three years. Inventory counting does not need to be performed at one time. Units may take a rotating inventory according to an inventory calendar. Units shall develop and carry out an inventory plan that shall include: • Inventory taking. • Time schedule. • Count procedure (type of listing or count sheet to be used). • Count assignment (statement of who shall take the inventory at the times and locations scheduled). • Internal control. • Inventories shall not be exclusively controlled by the custodian of the property records. • Worksheets used to take inventory shall be retained for auditing purposes. The worksheets shall show the date of inventory and the name of the person taking the inventory. • Physical inventory records shall be retained until the inventory reconciliation is completed. • The person in charge of the storeroom, if one is used, shall not be in charge of maintaining the inventory records nor the taking of physical inventory in that location. • Reporting and approval of inventory adjustments. • Adjustments and reconciliation of the records shall take place after the physical count has been completed. • Review and approval of all inventory adjustments shall be made by the business managers at the institutions or section chiefs at all other Department facilities. This review and approval shall be documented on a STD Form 157, Property Listing Adjustment Sheet. For any move of an office from one building to another, an inventory shall be conducted on property items prior to and after the move is completed. This shall ensure that all property is accounted for and that property records are updated and the move completed as planned. 22030.12.7

54030.1 Policy (a) Inmates shall be permitted to possess in their quarters or living areas, state- issued and authorized personal property as established in the Authorized Personal Property Schedule (APPS), located in Appendix A; the Religious Personal Property Matrix (RPPM), located in Appendix B; the Non Disciplinary Segregation Personal Property Matrix (NDSPPM), located in Appendix D; and the Transgender Inmates Authorized Personal Property Schedule (TIAPPS), located in Appendix E; and based upon criteria delineated in Subsection 54030.7. The APPS, RPPM, NDSPPM and TIAPPS are the primary references for allowable inmate property and identify limitations to the number of items allowed, dimension restrictions, if applicable, cost and value limitations, etc. The APPS, RPPM, NDSPPM and TIAPPS standardize allowable inmate property Department-wide based upon assigned Privilege Group, assigned security level, institution mission, constitutional and legal mandates, and gender considerations. Any requests to add or delete items from the APPS, RPPM, NDSPPM and TIAPPS shall be forwarded to the Deputy Director, Division of Adult Institutions (DAI), for review and approval prior to implementation. Approved departmental modifications shall be reflected in the institution’s local Operational Procedure regarding Inmate Property. The possession of personal property is a privilege and is subject to conditions and restrictions established in California Code of Regulations (CCR), Title 15 Sections 3044, 3314, and 3315. (b) Inmates may not exchange, borrow, loan, give away, sell or convey personal property to or from other inmates. (c) Note : As a result of the standardization of allowable inmate property, some items are no longer permissible based on the APPS, RPPM, NDSPPM and TIAPPS. Non-clear case appliances currently possessed by inmates shall be allowed to be retained until no longer operational. Inmates shall be allowed to retain other items of personal property that are no longer authorized until either transferred or for a period of up to one year after which time they will be considered disapproved property and disposed of per Subsection 54030.12.2, Processing Disapproved Property. (d) The APPS, RPPM, NDSPPM and TIAPPS can be accessed at the following links: (1) Authorized Personal Property Schedule (APPS) (2) Religious Personal Property Matrix (RPPM) (3) Non Disciplinary Segregation Personal Property Matrix (NDSPPM) (4) Transgender Inmates Authorized Personal Property Schedule (TIAPPS) 54030.2

54030.6 Liability Revised May 17, 2023 (a) The Department does not accept liability for the theft, loss, damage, or destruction of inmate personal property resulting from the intentional or careless act or activities or riotous behavior of any inmate(s). The Department does not accept liability for the theft, loss, damage, or destruction of personal property in the inmate’s possession or control at the time of any willful act by the inmate, such as escape, which exposes such property to loss or theft before it can be recovered and controlled by staff. (b) Correctional staff shall assume responsibility for an inmate’s property upon notice that an inmate is being retained elsewhere by taking control of that inmate’s property. If the property cannot be secured, as in a double occupied cell or dormitory, the property shall be removed and stored in a secured area. (c) Upon notification of the inmate being retained elsewhere, but within 24 hours, the inmate’s property shall be inventoried, packaged for transfer, and placed in a secure area. A copy of the SOMS automated form ISST200, Property Inventory, signed by the person who inventoried the property, shall be furnished to the inmate. (d) The Department shall accept liability for the loss or destruction of inmate personal property when it is established that such loss or destruction results from employee action. Inmates shall utilize the inmate grievance and appeal process if unable to resolve a personal property claim with staff pursuant to Subsection 54100.1. If the issue involves a prescribed health care appliance belonging to an inmate with a documented disability, the inmate may utilize the CDCR Form 1824, Reasonable Accommodation Request, to attempt to resolve the issue. Upon acceptance of liability, staff shall provide similar items of equal or greater value to the inmate when such items are available via donated property items consistent with Subsection 54100.23.4, Granted Property Appeals. If donated items are not available, monetary compensation to the inmate for such loss shall not exceed either: (1) The dollar value as documented on SOMS automated form ISSS051B, Registerable Property Items. (2) The cost of the item for which they have a receipt. (3) The replacement value of a similar item as determined by a custody supervisor. Staff recommendations to the California Department of General Services Government Claims Program regarding monetary reimbursement are made accordingly. (e) The Department shall not assume responsibility for property abandoned by an escapee. Staff shall inventory the property as specified in these policies and provide secure storage. The final disposition of the escapee’s property shall be processed in accordance with California Penal Code Sections 5062 and 5063. 54030.7

54030.12 Property Issuance Revised May 17, 2023 (a) When issuing items of property to an inmate, whether originating from a special purchase or an inmate package, issuing staff are required, at a minimum, to visually observe and physically hand each item of registerable and non-registerable property to the inmate. Staff shall not be responsible for conducting an inventory of non-registerable property during the issuance process. (b) Prior to issuing a special purchase or an inmate package to the inmate, Receiving and Release staff shall log the package on the SOMS automated form ISSS053B Property Package Received. (c) At the completion of the issuance process, the inmate shall verify that the property is correct as compared with the shipping invoice contained inside the package by signing the staff copy of the shipping invoice. If a discrepancy is identified, the inmate is responsible for showing the discrepancy to staff who shall note the discrepancy on the staff copy of the invoice. One copy of the invoice is retained by the institution for a minimum of one year and one copy of the invoice is provided to the inmate. While resolution of discrepancies is strictly between the purchaser and the vendor, the copy of the invoice maintained by institutional staff shall serve as verification of any discrepancy claims. 54030.12.1