Chapter 1 – General Administration

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.

The purpose of this Policy is to establish requirements regarding California Department of Corrections and Rehabilitation (CDCRCalifornia Department of Corrections and Rehabilitation) employee use of State issued telecommunication equipment and outline boundaries and security measures where this equipment is subject to inmate proximity. This Article refers to cellular telephones to include, but is not limited to, cellular, portable, mobile, etc., as cellular type telephones.

Use of any State issued telephones as defined above shall be limited to conducting CDCRCalifornia Department of Corrections and Rehabilitation 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.

Headquarters’, Division of Support Services (DSS), Business Management Branch (BMBBudget Management Branch) is designated as the coordination point for telephone listings. BMBBudget Management Branch shall ensure that telephone directories are current.

Communications Representatives

• Communications representatives at the facilities shall review and sign the Standard (STDStandard Form (DGS)) Form 20, Telecommunications Service Request, prior to submission to the Department of General Services (DGSDepartment of General Services) or service provider. For all other operations, BMBBudget Management Branch shall serve as the communications representative.

Supervisors

• Supervisors shall inform employees of expectations and requirements regarding the use of all State issued telephones and shall monitor the use of them. This includes, but is not limited to:

  • Ensuring appropriate use of all State issued telephones.

  • Determining when permission may be granted for an employee to make a personal call on any State issued telephone.

  • Reviewing toll calls made by employees under their supervision (checking for abuses), as requested by Accounting Office personnel, and if deemed appropriate, initiating necessary corrective action, including a recommendation for disciplinary action.

  • Arranging for the collection of charges for personal calls made by employees.

Facility switchboards shall be placed in the control room or other location affording protection from the inmate population. Employees assigned to a particular shift, other than regular business hours and trained in the operation of the switchboard, shall provide coverage of the switchboard. A separate telephone operator shall be provided during regular business hours.

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 required to answer a phone by saying, “inmate (name).”

Wardens residing on facility grounds shall be provided with private direct dial telephone systems for emergency use.

Based on the necessity for immediate availability of correctional employees in charge of camps, telephone service shall be provided to those camp lieutenants residing in State housing on the grounds. The cost of this telephone service shall be paid by the parent facility.

The employees shall pay any expenses of personal telephone calls made from their residences to the parent facility.

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.

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, DGSDepartment of General Services, through the facility business manager. Modifications to CDCRCalifornia Department of Corrections and Rehabilitation owned systems are not subject to the above.

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.

The headquarters’ telephone directory shall be updated on a regular basis by the BMBBudget Management Branch.

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 BMBBudget Management Branch via respective division heads (or designees) for approval and transmittal to the Telecommunications Division, DGSDepartment of General Services, or the telephone company concerned.

The Telecommunications Division, DGSDepartment of General Services, submits periodic revisions to the CDCRCalifornia Department of Corrections and Rehabilitation telephone listing coordinator for current updates of State telephone directories. Changes shall be forwarded to the facility or division’s communications representative for review and returned to the BMBBudget Management Branch with appropriate changes.

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 CDCRCalifornia Department of Corrections and Rehabilitation 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 CDCRCalifornia Department of Corrections and Rehabilitation) 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.

Authorized personal phone calls by an employee shall not be monitored or recorded.

The wiretapping or monitoring of authorized/unauthorized personal calls, confidential or not, by CDCRCalifornia Department of Corrections and Rehabilitation employees over CDCRCalifornia Department of Corrections and Rehabilitation or State telephone systems is prohibited except as authorized by an order of a court having jurisdiction over the institution, facility, or office, and obtained under Penal Code (PCPenal Code) Section 629.50 et seq., or as authorized under PCPenal Code 633. These exceptions apply only to the investigation of cases involving criminal conduct by employees and/or inmates. In all cases where CDCRCalifornia Department of Corrections and Rehabilitation investigators request court orders under PCPenal Code 629.50 et seq., or through local law enforcement involvement under PCPenal Code 633, the Deputy Director, Law Enforcement and Investigations Unit will first be notified.

Wiretapping or monitoring of employee telephone calls in cases involving administrative violations is prohibited.

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 STDStandard Form (DGS) 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.

If a party is calling from an outside number, the call may be transferred. Before transferring a call, the calling party should be informed of the number to which the call is being transferred in the event of disconnection.

Numerous fax machines are located throughout the CDCRCalifornia Department of Corrections and Rehabilitation for transmitting urgent information between field locations and headquarters. These include, but are not limited to:

• Transmissions of all serious Incident Reports.

• Sending and responding to requests for emergency/urgent information needed by headquarters and/or facilities.

• Economic transmission of information.

General Information

• Because of the nature of operations, the use of Signature stamps by officials and employees in the performance of official duties is prohibited in all facilities of CDCRCalifornia Department of Corrections and Rehabilitation when transmitting via fax. In order to reduce multiple signing requirements on the part of key personnel, assistants may be extended the authority to sign in their behalf.

• Regional parole offices shall transmit emergency incident reports and other urgent information to the fax machine located in the Division of Adult Parole Operations, headquarters.

• Incident reports received by the Division of Adult Institutions, Identification and Warrants Unit, shall be delivered to the appropriate employees.

• The fax machines shall not be used as a substitute for the mail system unless economically feasible. Monthly reports, operational procedures, and general informational items shall not be transmitted unless specifically requested by a Deputy Director or Associate Director.

  • Facilities: Fax machines shall be housed in a secure area, accessible only to staff.

  • Regional parole offices and field offices: Fax machines in these locations shall be housed in a secure area, accessible only to staff.

As with telephones and other equipment, fax machines are to be used for official CDCRCalifornia Department of Corrections and Rehabilitation business only.

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 (PDAParole District Administrator), 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 BMBBudget Management Branch. 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 BMBBudget Management Branch Services Request (SR) with a completed Intra-Office Requisition, CDC Form 954, to BMBBudget Management Branch, 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 BMBBudget Management Branch 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 BMBBudget Management Branch 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 (STDStandard Form (DGS) 152) form. Send the completed request along with the inoperable/obsolete cellular telephone(s) to BMBBudget Management Branch. 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 BMBBudget Management Branch 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 STDStandard Form (DGS) 152 form.

• The State Administrative Manual (SAMState Administrative Manual) Section 8643 states: “Whenever property is lost, stolen, or destroyed, departments will prepare a STDStandard Form (DGS) 152 form. The department will adjust its property accounting records and retain the Property Survey Report as documentation.” 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 (CHPCalifornia Highway Patrol) 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 SAMState Administrative Manual 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 (CDCRCalifornia Department of Corrections and Rehabilitation) for the cost of replacement equipment.

Purchasing of Accessories

• It is prohibited to purchase any accessories outside of the normal purchasing process. (DOMDepartment Operations Manual 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, BMBBudget Management Branch 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.

• BMBBudget Management Branch 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 BMBBudget Management Branch 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 BMBBudget Management Branch 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 BMBBudget Management Branch 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.

The Director, DSS, or designee shall be responsible for ensuring that the contents of this Article are kept current and accurate.

PCPenal Code §§ 629.50 et seq., and 633 State Administrative Manual, Chapter 4500 State Administrative Manual §§ 8643 and 20060