Department of Corrections and Rehabilitation - Operations Manual

Chapter 3 – Personnel, Training, and Employee Relations

Article 21 – Uniforms/Employee Grooming Standards

Revised January 17, 2023

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33020.15.4 Accountability and Replacement

The procedures for accountability and replacement of CDCRCalifornia Department of Corrections and Rehabilitation and personally owned protective vests are as follows:
- Accountability
  - Each Warden, Superintendent, or Division Head shall appoint a VCP who shall receive, inventory, and manage the institution’s, division’s, facility’s or unit’s protective vests program. The VCP shall provide monthly CDCRCalifornia Department of Corrections and Rehabilitation vest inventory reports (including specific information related to inventory discrepancies) directly to the Chief Deputy Warden, Division Head, or Chief of Security, who is responsible for the accountability of the institution’s, division’s, facility’s or unit’s protective vests.
  - The VCP shall maintain an ongoing inventory of all CDCRCalifornia Department of Corrections and Rehabilitation and personally owned vests in their area of responsibility via the CDCRCalifornia Department of Corrections and Rehabilitation approved vest inventory tracking program. The institution, division, facility, or unit VCP shall submit a quarterly inventory report to the CDCRCalifornia Department of Corrections and Rehabilitation VCP. The institution, division, facility, or unit head shall ensure the accuracy of this report.
  - The CDCRCalifornia Department of Corrections and Rehabilitation Form 2155, CDCRCalifornia Department of Corrections and Rehabilitation Personal Protective Vest Issuance Acknowledgement Form, shall be used to facilitate protective vest inspection. The institution, division, facility, or unit VCP shall maintain the CDCRCalifornia Department of Corrections and Rehabilitation 2155 for the duration of use of each vest.
  - Each CDCRCalifornia Department of Corrections and Rehabilitation owned vest or cover shall be documented on the CDCRCalifornia Department of Corrections and Rehabilitation 2155.
  - Personally owned vests, covers, or both must be presented by the employee to the VCP prior to use and then annually thereafter for review. The VCP shall inspect the personally owned vest, cover, or both to ensure that it complies with CDCRCalifornia Department of Corrections and Rehabilitation requirements. The VCP shall then input the personally owned vest, cover, or both cover into their inventory. Any employee who chooses to wear a personally owned vest, cover, or both must surrender any CDCRCalifornia Department of Corrections and Rehabilitation owned vest, cover, or both in their possession to the VCP.
  - The institution, division, facility, or unit VCP shall annually verify the inventory and wear ability of each CDCRCalifornia Department of Corrections and Rehabilitation or personally owned vests, covers, or both in their area of responsibility. This will require a physical inspection of each protective vest and cover. The CDCRCalifornia Department of Corrections and Rehabilitation Form 2154, CDCRCalifornia Department of Corrections and Rehabilitation Protective Vest Inspection Form, shall be used to facilitate protective vest inspection. The institution, division, facility, or unit VCP shall maintain the CDCRCalifornia Department of Corrections and Rehabilitation 2154 for the duration of use of each vest.
  - If the VCP determines a CDCRCalifornia Department of Corrections and Rehabilitation owned vest, cover, or both used by an employee is not serviceable, the VCP shall inform the employee they are no longer authorized to wear the non-serviceable vest or cover. The VCP shall issue the employee a CDCRCalifornia Department of Corrections and Rehabilitation owned pool vest, cover, or both. The VCP shall note this fact on the CDCRCalifornia Department of Corrections and Rehabilitation 2155 and provide the employee with a signed copy of the CDCRCalifornia Department of Corrections and Rehabilitation 2154.
  - If the VCP determines a personally owned vest, cover, or both used by an employee (who would normally be issued for regular use a CDCRCalifornia Department of Corrections and Rehabilitation owned vest) is not serviceable, the VCP shall inform the employee they are no longer authorized to wear the non-serviceable vest, cover or both. The VCP shall issue the employee a replacement CDCRCalifornia Department of Corrections and Rehabilitation owned vest, cover or both. The VCP shall note this fact on the CDCRCalifornia Department of Corrections and Rehabilitation 2155 and provide the employee with a signed copy of the CDCRCalifornia Department of Corrections and Rehabilitation 2154. The employee may acquire another personally owned vest, cover, or both at their expense to replace the disapproved vest, cover, or both.
  - If the VCP determines that a personally owned vest, cover, or both used by an employee not mandated to wear a vest, cover, or both is no longer serviceable, the employee shall be informed that they are no longer authorized to wear that personally owned vest, cover, or both. The VCP shall note this fact on the CDCRCalifornia Department of Corrections and Rehabilitation 2154 and provide the employee with a signed copy of this form. The employee may acquire another personally owned vest, cover, or both at their expense to replace the disapproved vest, cover, or both.
  - In the event an employee who has been issued a CDCRCalifornia Department of Corrections and Rehabilitation owned vest and cover or who has purchased a personally owned vests, covers, or both transfers to or is placed at a different CDCRCalifornia Department of Corrections and Rehabilitation institution, division, facility, or unit, they shall be allowed to take their CDCRCalifornia Department of Corrections and Rehabilitation owned vest, covers, or both, or personally owned vest, covers, or both with them. The affected VCP shall ensure all CDCRCalifornia Department of Corrections and Rehabilitation procedures regarding property transfer are used to track the transfer of such vests, covers, or both. The sending VCP shall ensure the receiving VCP receives a copy of the CDCRCalifornia Department of Corrections and Rehabilitation 2155 or CDCRCalifornia Department of Corrections and Rehabilitation 2154 related to that employee’s vest.
  - In the event an employee who has been issued a CDCRCalifornia Department of Corrections and Rehabilitation owned vest or cover transfers to or is placed at a CDCRCalifornia Department of Corrections and Rehabilitation institution, division, facility or unit where vest wear is not regularly required (i.e. Headquarters) or if a different type of vest (combination vest or ballistic vest) will be issued to the transferring employee by the receiving unit, the VCP shall ensure the transferring employee’s CDCRCalifornia Department of Corrections and Rehabilitation owned vest, covers, or both is confiscated and, if the vest, covers, or both are serviceable, that they are placed into the sending institution’s, division’s, facility’s or unit’s Standby Vest Pool or are appropriately used as deemed necessary by the VCP or CDCRCalifornia Department of Corrections and Rehabilitation VCP.
  - The VCP under the guidance of the institution, division, or facility head, shall issue a vest from the Standby Vest Pool to an employee who undergoes any significant body shape change or weight change that would render their issued vest ineffective. If the employee’s originally issued vest is serviceable, it will be placed into the Standby Vest Pool or be used appropriately as deemed necessary by the VCP or CDCRCalifornia Department of Corrections and Rehabilitation VCP.
  - In the event an employee that has been issued a CDCRCalifornia Department of Corrections and Rehabilitation owned protective vest retires, resigns, or otherwise separates from the CDCRCalifornia Department of Corrections and Rehabilitation, the CDCRCalifornia Department of Corrections and Rehabilitation owned vest, cover, or both shall be surrendered to the VCP during the check-out process. If the employee’s vest is serviceable, it will be placed into the Standby Vest Pool or be used appropriately as deemed necessary by the VCP or CDCRCalifornia Department of Corrections and Rehabilitation VCP.
  - Vest inventories shall be facilitated via the use of the CDCRCalifornia Department of Corrections and Rehabilitation 2154 and 2155. The VCP shall maintain the CDCRCalifornia Department of Corrections and Rehabilitation 2154 and 2155 for the duration of use of each vest and for three years after the disposal of each vest.
  - The CDCRCalifornia Department of Corrections and Rehabilitation VCP shall work in coordination with the institution, division, facility, or unit VCPs to maintain an accurate CDCRCalifornia Department of Corrections and Rehabilitation protective vest inventory. The CDCRCalifornia Department of Corrections and Rehabilitation VCP shall ensure that excess protective vest inventories at any CDCRCalifornia Department of Corrections and Rehabilitation site are identified and, if required, transferred to another site that might need these protective vest resources before any supplemental protective vest purchase is initiated.
- Replacement
  
  Replacement of the CDCRCalifornia Department of Corrections and Rehabilitation protective vest panels and covers shall be accomplished as follows:
  - Vest covers shall be replaced by the institutions, divisions, facilities, or units when the covers are no longer serviceable. The VCP shall ensure that worn CDCRCalifornia Department of Corrections and Rehabilitation owned vest covers are replaced before the cover becomes unable to maintain the position of the vest panels upon the body of the wearer as designed by the manufacturer.
  - CDCRCalifornia Department of Corrections and Rehabilitation owned vest panels shall be replaced prior to the expiration of manufacturer’s warranty period.
  - Personally owned vest panels shall be replaced at the employee’s expense prior to the expiration of the manufacturer’s warranty period. If the employee mandated to wear a vest chooses to not purchase another personally owned vest, cover, or both, the VCP shall ensure this employee is issued a CDCRCalifornia Department of Corrections and Rehabilitation owned vest, cover, or both.
  - CDCRCalifornia Department of Corrections and Rehabilitation owned or personally owned vests, panels, covers determined to be unserviceable due to normal wear shall be documented in the institution’s, division’s, facility’s, or unit’s vest inventory program with the following information:
    - Manufacturer.
    - Vest model number.
    - Type and threat level (Spike III, Ballistic II, etc.).
    - Serial number of vest panels. If there are different serial numbers on the front and back panel of the same vests, these shall be separately noted with a designation of “F” for the front panel and “B” for the back panel.
    - Lot number.
    - Manufacture date.
    - Male/Female vest.
    - Name of assigned staff.
    - Job classification.
    - Date placed into service.
    - Current unit in which used.
    - Type of damage sustained.
    - Remedial action (disposed, etc.).
  - CDCRCalifornia Department of Corrections and Rehabilitation owned or personally owned vests, panels, covers determined to be unserviceable due to damage beyond normal wear (such as being collected for evidentiary reasons), but not due to negligence shall be documented in the institutions, divisions, facilities or units monthly VCP inventory report with the following information:
    - Manufacturer.
    - Vest model number.
    - Type and threat level (Spike III, Ballistic II, etc.).
    - Serial number of vest panels. If there are different serial numbers on the front and back panel of the same vests, these shall be separately noted with a designation of “F” for the front panel and “B” for the back panel.
    - Lot number.
    - Male/Female vest.
    - Name of assigned staff.
    - Job classification.
    - Date placed into service.
    - Current unit in which used.
    - Type of damage sustained.
    - Brief description of circumstance and corrective action, if any.
    - Remedial action (disposed, placed into evidence, etc).
  - CDCRCalifornia Department of Corrections and Rehabilitation owned vests, panels, covers determined to be unserviceable due to negligence, intentional destruction, lost, stolen or damaged will be reported verbally and in writing by the affected employee to the VCP by the next business day and the VCP shall issue the employee another CDCRCalifornia Department of Corrections and Rehabilitation vest, panel, or cover if person is required to be personally issued a vest. The written report from the employee must include a complete statement of circumstances surrounding the incident that led to the negligence, destruction, or loss. This information shall be contained in the institutions, divisions, facilities or unit’s monthly VCP inventory report with the following information:
    - Manufacturer
    - Vest model number
    - Type and threat level (Spike III, Ballistic II, etc.).
    - Serial number of vest panels. If there are different serial numbers on the front and “F” for the front panel and “B” for the back panel.
    - Lot number.
    - Male or Female vest.
    - Name of assigned staff.
    - Job classification.
    - Date placed into service.
    - Current unit in which used.
    - Type of damage sustained.
    - Brief description of circumstance and corrective action, if any.
    - Remedial action (disciplinary action, etc.).
  - Lost, stolen or damaged CDCRCalifornia Department of Corrections and Rehabilitation protective vests shall be replaced in accordance with the State Administrative Manual, Section 8643, “Lost, Stolen, or Destroyed Property”.
  - Disposal of protective vests and covers must be coordinated through the CDCRCalifornia Department of Corrections and Rehabilitation VCP and be accomplished in accordance with CDCRCalifornia Department of Corrections and Rehabilitation policy and other applicable regulations.