Department Operations Manual

12070.18 State Issued Cellular (Portable, Mobile, etc.) Type Telephones The following outlines classifications/titles and functions that have been designated for assignment of cellular telephones at management discretion: • Secretary • Undersecretary • Executive Director • Assistant Secretarys • Chief Deputy Secretarys • Directors • Chief Deputy Director • Regional Administrators • Parole Regional Administrators • Ombudsmen • Chief Medical Officers • All Case Carrying Parole Agents • Special Agents • Wardens • Chief Deputy Wardens • Associate Wardens • Correctional Administrators • Health Care Managers • Crisis Response Team Commander • Tactical Leader • Negotation Leader • Units with staff involved in the transport of inmates and those units that are required to work at locations where there are no communication devices available. • Staff who are required to travel outside of their office and/or outside of normal business hours. The cellular telephones will be assigned to each unit rather than an individual. The units will assign cellular telephones to individuals on an as need basis. All requests for purchases of new cellular telephones outside of this policy require the written approval of the appropriate, Director, Deputy Director, Associate Director, or Warden or Chief Deputy Warden. There will be no personal cellular type telephones, Personal Digital Assistants (PDA), or other equipment with these capabilities allowed within any institution setting with the exception of a true medical condition approved by the Warden accompanied with a doctor’s statement with a beginning and ending date. If staff chooses to bring the above listed devices into an institution setting without prior approval, they may be subject to disciplinary action. Leave personal cellular type telephones, PDAs, or other equipment with these capabilities at home or in personal vehicles. Purchasing/Replacing a State Issued Cellular (Portable, Mobile, etc.) Telephone The Department of General Services has entered into a California Multiple Award Schedules (CMAS) and Western States Contracting Alliance (WSCA) with multiple providers for cellular type telephone equipment and service. For a current list of cellular type telephone equipment and service providers, contact the BMB. Institution staff will need to refer to the CMAS/WSCA for a current list of cellular providers and general terms and conditions. If a field office/institution is outside of the service areas that the CMAS/WSCA covers, it is permissible to enter into a contract with a local vendor. Contact the Office of Contract Services for information and instructions. To purchase or replace a cellular type telephone(s), submit a signed BMB Services Request (SR) with a completed Intra-Office Requisition, CDC Form 954, to BMB, signed by a Staff Services Manager III or above, or designee. Institution staff will need to submit the completed CDC 954 to their respective Business Services Office. All information will need to be included on the CDC 954. A rate plan guide will be provided by BMB upon request to the divisions/offices/regions telecommunications contact. Each Institution Business Services Office can request a rate plan guide directly from contracted service providers. If a cellular type telephone is inoperable or obsolete and is no longer used, staff must notify BMB using a SR to have the service discontinued so that there are no further charges. Institution staff will need to contact their Business Services Office for direction. Cellular telephones must be surveyed out by completing a Request for Disposition of Equipment or Furniture (STD 152) form. Send the completed request along with the inoperable/obsolete cellular telephone(s) to BMB. Institution staff will need to submit their completed request to the Business Services Office. Lost, Stolen, or Destroyed Property Equipment If a cellular type telephone is lost, stolen, or damaged, the employee must notify BMB or the Business Services Office at the Institution to have the service discontinued so that there will be no further charges. Lost, stolen, or damaged cellular type telephones must be surveyed by completing a STD 152 form. The State Administrative Manual (SAM) Section 8643 states: “Whenever property is lost, stolen, or destroyed, departments will prepare a STD 152 form. The department will adjust its property accounting records and retain the Property Survey Report as docum entation.” The report will contain: “(1) A description of the events; (2) Precautions to be taken to prevent repeat situations; and (3) A statement that the California Highway Patrol (CHP) has been notified. Losses of State Property due to fraud or embezzlement will be reported to Department of Finance, Office of State Audits and Evaluations and the Bureau of State Audits. See SAM Section 20060. Employees may be charged for any loss and damages to State Property due to negligence or unauthorized use.” It is at the discretion of the Hiring Authority for each Division/Parole Region to determine if an employee will be required to reimburse the State (CDCR) for the cost of replacement equipment. Purchasing of Accessories It is prohibited to purchase any accessories outside of the normal purchasing process. (DOM 22030.3 “No employee shall commit to a vendor for the purchase of merchandise or services prior to receiving approval and the preparation of a purchase document.”) Purchases are not to be made through a local vendor and charged against cellular telephone accounts. Any purchases obtained by this means are subject to being charged back to the employee. Issuance and Tracking of Cellular Type Telephones When a cellular type telephone is purchased and received, BMB or the Institution Business Services Office will place a property tag on the cellular telephone to track as sensitive equipment. The cellular type telephone will be activated and assigned to the appropriate division/office/region/institution. BMB or the Business Services Office at the Institution will track the assignment of cellular type telephones by maintaining a tracking log. Cellular type telephone service charges are billed monthly directly to the respective division/office/region/institution. Changing Rate Plans To change a rate plan, contact BMB by telephone or e-mail. A division/office/region can request the most recent rate plans offered by their service provider. After reviewing the plans and making a selection, the division’s/office’s/region’s liaison must contact the BMB analyst with the new calling plan name(s) and all cellular numbers to be placed under the new plan. Institution staff will need to contact their Business Services Office for directions. Changes to calling plans will only be made once every three months. Changing Service Provider Changing service providers involves changing existing equipment, which can be costly and inconvenient. Service providers (i.e., AT&T Wireless or Nextel) will not activate cellular telephones not purchased directly from them. To change providers, submit SR to BMB accompanied by a CDC Form 954 purchasing new cellular telephone(s), accessories, and service provider. Institution staff will need to submit the completed forms to their respective Business Services Office. 12070.19

12070.13 Personal Use of Telephone When economically feasible for the local telephone company, pay telephones shall be made available for use by State employees and other persons who may need to make a personal call from CDCR facilities. Personal long distance calls Personal long distance calls shall not be made from State issued telephones (with or without telephone credit card issued by CDCR) unless: • An employee's supervisor has authorized the call. • Arrangements have been made for the call to be either: • Billed to the caller's home telephone. • Placed collect. Personal local calls Personal local calls shall be made: • During breaks or lunch periods. • Never on State issued cellular, portable, and/or mobile telephones, except in emergencies outlined below. Emergency phone calls Emergency phone calls shall be made when no other alternatives are available. If the emergency is of a personal nature, the employee shall reimburse the State. If the emergency is not personal and the employee uses their own telephone, the employees can be reimbursed using a travel claim. 12070.14

52060.4 Public Telephone Access Each institution/facility shall provide public telephones for the use of general population inmates to make personal calls. Each institution/facility shall also provide Telecommunication Device for the Deaf (TDD) telephones for use by inmates with a documented severe hearing impairment for personal, emergency, and confidential calls. The TDD telephone calls are subject to the same policies and procedures as are in place for telephone calls for general population inmates with the following exceptions. • Extended time shall be scheduled for these calls due to the time delay which results from the TDD relay process. • TDD telephones may be necessary to provide accommodations for inmates and their callers with disabilities. The institution/facility shall ensure effective telephone communication for inmates with disabilities and/or the disabled person(s) with whom they are communicating. 52060.5

12070.6 Inmate Access to all State Issued Telephones Safeguards shall be implemented to ensure that inmates do not have access to any State issued telephones with the capability of placing/receiving outside calls. These safeguards may include, but are not limited to: • Locking rooms that contain telephones. • Using locking devices on telephones. • Unplugging telephones and removing them from inmate accessed locations. • Disconnecting telephone extensions from switchboards. State maintained facility telephone lines that have outside capabilities and which are accessible to inmates (to include residences on facility grounds) shall pass through facility switchboards. • Switchboard operators shall ensure that a State employee is answering at a given location by requesting name identification. • Inmates shall be require d to answer a phone by saying, “inmate (name).” 12070.7

12070.12 Telephone Listings The headquarters’ telephone directory shall be updated on a regular basis by the BMB. Off site headquarters’ buildings, facilities, and parole offices shall maintain separate telephone/employee information rosters. All changes, additions, or deletions shall be updated and retained locally. All revisions to State directories shall be directed to the BMB via respective division heads (or designees) for approval and transmittal to the Telecommunications Division, DGS, or the telephone company concerned. The Telecommunications Division, DGS, submits periodic revisions to the CDCR telephone listing coordinator for current updates of State telephone directories. Changes shall be forwar ded to the facility or division’ s communications representative for review and returned to the BMB with appropriate changes. 12070.13

12070.15 Telephone Etiquette When answering the telephone, certain rules of etiquette shall prevail as follows: • Arrangements shall be made for staff to answer the telephone at all times during working hour (Monday – Friday, 8:00 a.m. – 5:00 p.m.). In noncustody environments, use of voice message systems may be used sparingly in absence of staff and ensuring all messages are responded to in a timely manner. • Staff answering the telephone shall clearly identify themselves and the office in which they are working. Staff shall be courteous and tactful. • If staff cannot assist the caller, they shall refer the caller to a knowledgeable source. • Supervisors and/or staff shall keep employees who answer their telephones informed as to their whereabouts and/or approximate time of return. • If the supervisors and/or staff requested are unavailable, the caller shall be asked if they wish to leave a message or be transferred to the employee’s voice mail (if appropriate). • Telephone messages shall be accurately recorded on STD Form 7, Message Transmittal. • If supervisors or their staff want to know who is calling prior to accepting a call, the employee answering the phone shall ask who is calling in a polite manner. • If it is necessary to place a caller on hold, let the caller know that this is being done. The caller should not be kept on hold for an extensive length of time. Check with the caller periodically to assure the caller that they have not been forgotten. Office and facility directions should contain instructions for placing long distance calls, conference calls, and other services depending upon the system used. 12070.16

52060.6 Scheduling of Outside Telephone Calls Revised December 14, 2012 Telephone sign-up sheets covering seven days will be maintained and logged weekly. Sign-up sheets shall be divided in 15 minute increments. Sign-ups for inmate telephone calls will be accepted during program hours on second and third watch only. • Inmates must present their identification card to sign up. • Inmates may not sign up for a call time slot during their work/training hours. If an inmate fails to appear for the call at the designated time, the next scheduled caller will be allowed to place their call or the telephone will remain vacant. Inmates shall not, under any circumstances, charge phone calls to credit cards or place third party calls. Operations Manual DEPARTMENT OF CORRECTIONS AND REHABILITATION Chapter 5 Page 414 Inmates shall not declare an Emergency Interruption to the telephone operator when placing telephone calls. 52060.7

12070.11 Telephone Credit Cards Telephone credit cards shall be issued to supervisors and managers and used in lieu of third party or collect telephone calls when possible. Telephone credit cards shall not be issued to staff except on a “need” basis with approval of the employee's Branch Chief (headquarters employees) or facility business manager (for facility employees). Facilities shall obtain credit cards from their local telephone companies. Parole field agents, based upon the nature of their duties, shall be issued credit cards upon the approval of their unit supervisor. 12070.12

12070.3 Telephone Use of any State issued telephones as defined above shall be limited to conducting CDCR business with exceptions for employee's personal calls provided; however, that such use of State telephones shall not incur additional charges to, or interfere with, the operation of the State and requires advance approval by an employee’s supervisor. 12070.4

12070.9 Private Telephone Lines Employees who live on facility/camp grounds shall make their own arrangements for personal telephone service directly with the telephone company. This service shall not pass through facility/camp switchboards. At several facilities there are residence phones that are tied to an inside-the- prison (nonpublic) telephone system. Existing systems shall continue to be used, but those systems shall not be expanded to include additional residences. 12070.10

12070.10 Modification Facilities primarily own and operate their own telephone systems; however, some facilities may contract for certain telephone related services through local telephone companies. Any major modifications affecting the services rendered by telephone companies shall be submitted to the Telecommunications Division, DGS, through the facility business manager. Modifications to CDCR owned systems are not subject to the above. 12070.11

31170.6.1 PES Location and Telephone Numbers Personnel Examining Section 1050 - 20th Street Sacramento, CA 95814 (916) 322-2694 TDD Relay Service for the Deaf or Hearing-Impaired: 1-800-735-2922 Should these telephone numbers become obsolete, refer to the California State Telephone Directory or contact the State of California Telephone Operator as indicated in DOM 31170.4.4. 31170.6.2

52060.3 Use of Intrainstitution Telephone by Inmate Inmates shall not use intrainstitution/intrafacility telephones except as specifically required and authorized by their assignment supervisor for communication with offices and personnel within the institution/facility. Inmates shall identify themselves as “ inmate (by name) ” when answering or placing an intrainstitution telephone call. Inmates shall not use or be allowed access to an institution/facility telephone with the capability of direct connection with a public system, except as authorized in this Article. 52060.4

52060.11 Telephone Branding Whenever an inmate makes a telephone call on an inmate telephone, the call may have an announcement before and at random intervals during the call. This announcement is known as branding and consists of the following: Before the call the following may be heard by both the inmate and the person called: This is the operator. I have a collect call from (inmate name), at a California correctional facility. This call and your number will be recorded. To deny charges, hang up now. To accept charges, press 5 now. At random intervals during the call the following may be heard by both the inmate and the person called: This recorded call is from an inmate at a California correctional facility. 52060.12

52060.12 Telephone Monitoring Inmate telephone calls on intrainstitution/intrafacility or designated inmate telephones are subject to being monitored at any time by institution staff. 52060.13

52060.14 Devices and Taping Capabilities Telephone monitoring devices shall be utilized whenever the telephones are in use. Taping capabilities shall be used as needed by monitors. If staff believes that illegal activities will transpire over the telephone during a particular call, that call shall be recorded. Monitors shall terminate all inmate calls regarding: • Drug trafficking. • Proposed or actual violence. • Any information adversely affecting the operation, safety, or security of the facility, transportation actions, the CDC, or its employees. • Calls exceeding 15 minutes. • Disrespectful comments and/or obscenities directed towards the telephone employee (operator). • Monitors shall immediately report to the watch commander any information adversely affecting the security or safety of the institution/facility. 52060.15

52060.8 Confidential Telephone Calls Wardens may delegate authority to specific staff members to authorize confidential telephone calls between an inmate and the inmate ’ s attorney, or any other person when designated staff determines that confidentiality is warranted. Approval and clearance for a confidential phone call between an inmate and their attorney shall be conducted according to Section 3282 of the Title 15. The CDCR Form 106-A shall be used to document clearance. The information in the CDCR Form 106-A shall be updated regularly, but no less frequently than annually. Authorized confidential calls shall not be monitored or recorded. However, inmates will be under constant visual observation during the confidential phone call. Confidential calls shall not be placed on designated inmate telephones. 52060.9

12070.1 Policy State issued telephones, facsimile (Fax) machines, and cellular type telephones shall be used for Official State Business only except for emergency situations where no other alternatives are available. 12070.2

31170.6.3.2.1 RTLU Location and Telephone Number Regional Testing Liaison Unit 1050 - 20th Street Sacramento, CA 95814 (916) 322-2545 If telephone numbers become obsolete, refer to DOM 31170.4.4. 31170.6.3.2.2

51110.7 AOD Equipment The AOD shall be provided with a cellular telephone for the duration of their assignment, and a State vehicle shall be made available upon the request by the institutional AOD. In circumstances when cellular telephone services are not available, the institutional AOD shall be provided an electronic paging device during their AOD assignment. 51110.8