Chapter 1 – General Administration

12010.11 Restricted Department Operations Manual

• Statewide Restricted Department Operational Manual Coordinators

  • The R-DOMDepartment Operations Manual master copy shall be maintained by the Department’s R-DOMDepartment Operations Manual Coordinators. The Department’s R-DOMDepartment Operations Manual Coordinators are responsible for overseeing the secure development, review, approval, promulgation, dissemination, and archiving of new and revised policies contained in DOMDepartment Operations Manual sections within the 55000 sequence. Any new policy or revision of current policy within the R-DOMDepartment Operations Manual shall be coordinated through the Department’s R-DOMDepartment Operations Manual Coordinators and shall be processed in accordance with the DOMDepartment Operations Manual submission, review, and approval procedures set forth in this article.

  • The Department’s R-DOMDepartment Operations Manual Coordinators shall maintain a list of the R-DOMDepartment Operations Manual copies that have been issued to each institution, parole region, or office, and shall maintain a list of Local R-DOMDepartment Operations Manual Coordinators. The Hiring Authority over any entity that is authorized to possess copies of the R-DOMDepartment Operations Manual shall designate a Local R-DOMDepartment Operations Manual Coordinator to oversee the distribution and maintenance of that entity’s copies of the R-DOMDepartment Operations Manual. Staff in need of current information or documents pertaining to R-DOMDepartment Operations Manual copies in their care shall contact their respective Local R-DOMDepartment Operations Manual Coordinators to obtain the information or documents. The Department’s R-DOMDepartment Operations Manual Coordinators shall be made aware of any Local R-DOMDepartment Operations Manual Coordinator staff changes.

• Restricted Department Operational Manual Holders and Need-to-Know Staff

  • Copies of the R-DOMDepartment Operations Manual shall not be issued to individual persons, but to positions with a “need to know,” that require the knowledge and use of the restricted contents in order to perform the position’s duties and responsibilities. Such positions may include, but are not limited to, Assistant Secretaries, Wardens, Associate Wardens, Parole Administrators, Directors, Armories, and Watch Commanders.

    • For accountability purposes, post orders and job descriptions for these positions shall reference the responsibility for each position’s R-DOMDepartment Operations Manual copy.

    • The individuals occupying these positions shall be considered as having a need-to-know and each individual shall be responsible for the security and proper use of the position’s R-DOMDepartment Operations Manual copy.

  • Each R-DOMDepartment Operations Manual copy shall remain with the assigned position unless it is reassigned to another position by the Hiring Authority. Prior to vacating a position to which an R- DOMDepartment Operations Manual copy has been assigned, an individual shall return the R-DOMDepartment Operations Manual copy to the Local R-DOMDepartment Operations Manual Coordinator or shall provide the R-DOMDepartment Operations Manual copy to the Administrative Assistant to the Warden or Regional Parole Administrator.

  • The contents of the R-DOMDepartment Operations Manual shall not be discussed in the presence of those who do not have a need-to-know.

  • The R-DOMDepartment Operations Manual is a confidential document that is exempt from adoption as regulations (PCPenal Code 5058(c)(1)(B)) and is subject to the privilege for official information as described in Evidence Code (ECEvidence Code) 1040 and Government Code 6254(f). The R-DOMDepartment Operations Manual and its content are accordingly exempt from public disclosure.

  • Requests for a complete copy of the R-DOMDepartment Operations Manual shall be addressed to the Associate Director, RPMBRegulation and Policy Management Branch from the Hiring Authority. Each request shall include a justification for the position to be issued a copy of the R-DOMDepartment Operations Manual and a statement that the copy of the R-DOMDepartment Operations Manual shall be kept current, secured, and properly allocated. The Associate Director, RPMBRegulation and Policy Management Branch may deny requests that are not sufficiently justified or that do not include the aforementioned statement.

• Maintenance

  • R-DOMDepartment Operations Manual copies shall be maintained in accordance with the following:

    • Each R-DOMDepartment Operations Manual copy shall be secured in a locked cabinet or a secured office when not being used.

    • Copies of any portion of the R-DOMDepartment Operations Manual shall not be made, emailed, or sent by FAX, unless a specific R-DOMDepartment Operations Manual section provides the authorization to do so (see DOMDepartment Operations Manual, Chapter 4, Articles 38 and 45).

    • Each R-DOMDepartment Operations Manual copy shall be updated as needed and those updates shall be secured along with the R-DOMDepartment Operations Manual copy, within two weeks of receipt.

      • The Revision Record to the R-DOMDepartment Operations Manual shall be updated with every new addition or revision to policies contained in the R-DOMDepartment Operations Manual.

      • Restricted Administrative Bulletins and Restricted Instructional Bulletins shall be kept in the front of each R-DOMDepartment Operations Manual copy in numerical order under the tab identified.

      • Transmittal letters issued via CDCRCalifornia Department of Corrections and Rehabilitation Form 1189-R, Restricted Transmittal Letter shall be kept in numerical order under the tab that is identified for their filing.

      • R-DOMDepartment Operations Manual supplements shall be maintained within each R-DOMDepartment Operations Manual copy behind the appropriately related R-DOMDepartment Operations Manual section.

  • To further ensure that each R-DOMDepartment Operations Manual copy is updated and current, each R-DOMDepartment Operations Manual copy shall be audited on an annual basis by the individuals occupying the positions that are responsible for the R-DOMDepartment Operations Manual copies.

• Revisions

  • The documents that are sent to the field concerning revisions to the R-DOMDepartment Operations Manual will typically consist of the following:

    • A transmittal letter with an identifying number (REST #) that includes instructions pertaining to the documents sent.

    • An updated Table of Contents that corresponds to the transmittal letter number.

    • A copy of the policy revisions that correspond to the transmittal letter number.

  • CDCRCalifornia Department of Corrections and Rehabilitation Form 621-R, Employee Certification of Receipt of Confidential Material. Each R-DOMDepartment Operations Manual Coordinator shall ensure that the signed CDCRCalifornia Department of Corrections and Rehabilitation Form 621-R is returned via email to the Statewide R-DOMDepartment Operations Manual Coordinators within two weeks upon receipt of the revised documents.