Chapter 4 – Information Technology

47050.1 Policy

• The California Department of Corrections and Rehabilitation (CDCRCalifornia Department of Corrections and Rehabilitation or the department) requires that in the institutional setting two-way radios shall be used to communicate information necessary for the effective custody of incarcerated persons, and supervised persons. Two-way radios shall be issued to personnel operating where other communication devices (phones and intercoms) are not available, practical, or will not meet critical institutional communications needs. In the field setting, two-way radios shall be issued to departmental peace officers and will be used as necessary to communicate with departmental personnel and other law enforcement agencies as needed to meet parole supervision and other field operational needs. Where appropriate and necessary, field units may utilize or communicate via Federal Communications Commissions (FCCFederal Communications Commission) approved local law enforcement telecommunication systems and shall utilize FCCFederal Communications Commission approved local law enforcement radios, herein, referenced as P25 compliant radio equipment.

47050.2 Purpose

• This article is the departmental policy on public safety radio communications, notwithstanding any program’s procedures. This article ensures that the design, procurement, deployment, maintenance, and use of State-issued radio communications equipment within the department’s institutions and field units are appropriate to meet departmental radio communications needs.

47050.3 Usage

47050.3.1 Acceptable Use

• Departmental radio communications shall:

  • Be conducted using department-owned, leased, and managed radios and peripheral radio equipment. Exceptions may be made during emergencies, when conducting tactical operations, or when a law enforcement agency agrees to provide radio equipment that is P25 compliant.

  • Operate on radio frequencies licensed for departmental use. The use of radios and frequencies provided by another public safety entity for events including but not limited to tactical exercises, mutual aid, or dispatch services shall be pre-approved by the Radio Communications Unit (RCU). The locally approved temporary use of another public safety agency’s FCCFederal Communications Commission approved radio frequencies is authorized when necessary during an emergency or to protect public safety.

  • Operate in conformance with the FCCFederal Communications Commission rules, regulations, and mandates.

  • Be used for the express purpose of communicating department information between authorized personnel.

• Contractors are required to coordinate with the radio liaison and shall use only RCU approved radio equipment when working at a CDCRCalifornia Department of Corrections and Rehabilitation institution or facility.

47050.3.2 Unacceptable Use

• Unacceptable use of departmental radio communications:

  • The use of two-way radio equipment must be approved by RCU. Radio equipment that has not been approved is prohibited and shall be considered contraband.

  • The use of or possession on institutional grounds of non-approved two-way radio equipment by an employee of the department shall be subject to progressive discipline up to and including possible adverse action consistent with Department Operations Manual (DOMDepartment Operations Manual), Chapter 3, Article 22, Employee Discipline.

  • The use of non-standard equipment, such as Family Radio Service (FRS) and radio scanners, is prohibited. Possession of such devices on institutional grounds is strictly forbidden, and subject to progressive discipline up to and including possible adverse action consistent with DOMDepartment Operations Manual, Chapter 3, Article 22, Employee Discipline.

  • Unless specifically authorized in this section, no access shall be permitted to the Trunked radio communications system at any institution.

  • Incarcerated persons and supervised persons are prohibited from accessing department radio equipment described in this article or having access to the radio communications equipment for personal monitoring, except as authorized below:

    • Incarcerated persons assigned to fire camps may receive limited authorization to use a departmental radio so long as it is restricted to accessing mutual aid or fire channels, no access shall be permitted to the Trunked radio communications system at any institution, with the exception of the Fire Talk Group. Incarcerated persons who are assigned to the institutional fire departments have access to the Fire Talk Group on the Trunked radio system, which resides on the Control Station and in official fire vehicles for dispatching console at the fire department only. Incarcerated persons shall not have access to the fire department’s portable two-way radios which are programmed with other institutional operational talk groups.

    • In the event an employee is incapacitated, an incarcerated person or a supervised person may use the radio to call for emergency assistance.

47050.4 Responsibilities

47050.4.1 Radio Communications Unit (RCU)

• The Enterprise Information Services (EISEnterprise Information Services (formerly Information Services Division)), Unified Communications, Collaboration & Contraband Interdiction (UCCCI), and RCU are responsible for all departmentally-owned radio communications systems utilized within the department. This includes the responsibility and authority for oversight of the policy and procedures related to the use of radio communications within the department.

  • The RCU is the only authorized group for assigning radio Identification (IDInstitutions Division (see DAI)) numbers and provisioning to subscriber units for usage in the department radio system network.

  • Funding for institution and Division radio program needs shall be directed through the RCU. This does not preclude a Division from purchasing RCU-approved radio equipment to meet its operational needs when the funding is not available through the RCU.

  • The RCU is responsible for review and approval of all public safety radio equipment purchases, including systems, subsystems, and end-user equipment sixty days (60) days prior to Fiscal Year End purchasing for processing same fiscal year.

  • All department radio purchases shall be reviewed and approved by the RCU Enterprise Architect (EA) or designee. The RCU EA or designee reserves the right to disapprove any purchase requests that are not compliant with departmental standards. All procurements shall be compatible with the operational programs and be consistent with current and future initiatives.

  • The RCU is responsible for maintaining and approving radio standards to include radio alias naming conventions, radio layout, feature sets, channel and zone assignments, and scan lists.

  • The RCU is responsible for the development, review and approval of all code plug files for all Divisions, prior to programming and implementation.

  • Departmental program areas shall contact the RCU to arrange for the use of another agency’s radio frequency. Other agencies that wish to use a department-owned frequency shall make such request to the RCU.

  • The RCU is responsible for chairing a multi-discipline “Operable or Interoperable Communications Committee” (the committee) composed of departmental radio communications stakeholders. The purpose of this committee is to address all issues related to emergency and non-emergency communications and the operable or interoperable needs of the department. RCU will schedule a bi-annual meeting of the committee and other meetings, as needed.

  • All service requests for radio equipment must be requested through the department’s web-based automated ITInformation Technology ticketing system and managed by the RCU. RCU will track the service progress and provide periodical status updates to the requestor as repairs are carried out. The RCU will contact and coordinate with California Office of Emergency Services (Cal OES), Public Safety Communications (PSCParole Services Center) Division, as necessary. Once services are complete, if applicable, equipment will be returned to the institution’s Armory Unit via the warehouse staff. Any direct service request to Cal OES, PSCParole Services Center for emergencies outside regular hours must be reported to the RCU immediately. Requests for date/time stamp file reports for a radio(s) shall be submitted to RCU through the department’s web-based automated ITInformation Technology ticketing system. The request shall include a memorandum of approval from the institution’s executive management.

  • If non-functioning equipment cannot be repaired in the field it must be removed from service for repair. The RCU shall determine whether available spare equipment is appropriate for use.

  • All critical system-wide issues with the Trunked radio system shall be routed to the Administrative Officer of the Day (AODAdministrative Officer of the Day) along with a ticket being submitted to RCU using the department’s web-based automated ITInformation Technology ticketing system. The AODAdministrative Officer of the Day will contact the appropriate RCU member who will review and determine the course of action to address the issue and be responsible for its resolution.

  • Requests to remove a radio from the core system shall be submitted to RCU through the department’s web-based automated ITInformation Technology ticketing system for review.

47050.4.2 Radio Liaison

• Each CDCRCalifornia Department of Corrections and Rehabilitation Division will establish a radio liaison. Each Adult Institution, Conservation Camp, Parole Region, the Office of Correctional Safety, Statewide Transportation Unit, and the Office of Internal Affairs shall designate a radio liaison. The Division radio liaison is a single point of contact between each Division and the RCU to facilitate radio communications equipment issues or needs.

  • The radio liaison is responsible for:

    • Notifying the RCU of any radio equipment that is scheduled to be surveyed out, prior to the equipment being sent to RCU for decommissioning and disposal.

    • Direct communication with the RCU to address locally specific needs, such as radio equipment failures.

  • Prior to moving or transferring radio equipment, the radio liaison must submit requests to the RCU using the department’s web-based automated ITInformation Technology ticketing system. RCU will request approval from the appropriate program executive management, ensuring that the redistribution of radios is based on priority and operational need. Under no circumstances should the radio liaison move or transfer radio equipment from one location to another without RCU facilitation of the request.

  • Upon closure of an institution or facility thereof, radio liaisons shall transfer all RCU radio systems’ equipment, including associated peripherals, to the RCU, accompanied by a final inventory completed through the web-based automated ticketing system and CDCRCalifornia Department of Corrections and Rehabilitation Property Transfer Form (STDStandard Form (DGS).158).

47050.4.3 California Office of Emergency Services – Public Safety Communications Division (Cal OES‑PSC)

• The Cal OES-PSCParole Services Center:

  • Is responsible for maintaining the department’s public safety radio communications systems and subsystem equipment.

  • Is responsible for ensuring proper radio system design and assists with frequency acquisition and utilization.

  • Employs local radio technicians who are responsible for removing and replacing defective equipment as arranged by the RCU. Defective portable two-way radios or accessories shall be delivered to the RCU or directly to the Cal OES-PSCParole Services Center as directed by the RCU.

47050.5 Radio Communications Systems – Standard Design

• The RCU shall identify and establish technical standards for radio communications equipment consistent with the Public Safety Communications Act of 2002, Government Code (GCGovernment Code), section 8592, et seq. Equipment standards shall be published in the CDCRCalifornia Department of Corrections and Rehabilitation Enterprise Architecture Decision Framework. Requests to purchase or utilize technology not identified as General ITInformation Technology Standards must be accompanied by an exemption request detailing the specific reason identified technologies are not fit for use. The RCU may issue a waiver from the published standard if no available standard technology is suitable to the particular need.

47050.6 Regional Radio Communications System Access

• Regional radio communications system access refers to contracts for radio system access where there are fees to the department by the host public safety agency for primary use on their radio communications system. With exception of contracts that were already in place prior to the implementation of this article, regional radio communications system access contracts shall be reviewed and approved by the RCU prior to contract execution.

• The department shall operate its radio communications equipment utilizing FCCFederal Communications Commission assigned frequencies in accordance with FCCFederal Communications Commission Rules and Regulations. Departmental transmissions are prohibited on any FCCFederal Communications Commission-managed frequency unless department has written authorization via a formal radio frequency use agreement (TD-400) that must be kept on file with the RCU and the Cal OES-PSCParole Services Center, or has authorization to operate on a local public safety agency’s regional radio communications system. The department relies on the resources of other emergency services providers; therefore, cooperation and coordination with other agencies, organizations, and private enterprises shall be extended when practical in order to serve and protect the public. Divisions within the department, including fire departments, may request utilization of other public safety radio systems. With the exception of existing utilization agreements that predate the implementation of this article, such requests shall be submitted to the RCU for negotiation with the public safety agency’s radio system operator. Approved requests must be accompanied by a “Letter of Authorization to Transmit” from the licensee on its letterhead, along with a copy of its FCCFederal Communications Commission Station.

47050.7 Mutual Aid Frequency Use Agreement:

• A mutual aid frequency use agreement (FUA) is required for each instance of shared frequency use. The agreement must include the type of frequency that the public safety agency is authorizing CDCRCalifornia Department of Corrections and Rehabilitation to use, and must be without cost to the department. These types of agreements are not considered Memorandum of Understanding (MOUMemorandum Of Understanding) and are not subject to the department’s MOUMemorandum Of Understanding procedures. RCU approved template shall be used, when MOUs are required and applicable. A proposed MOUMemorandum Of Understanding/FUA shall be routed to RCU for review and approval. A finalized, signed and approved copy shall be provided to RCU. All MOUs/FUAs shall be agreed upon on behalf of CDCRCalifornia Department of Corrections and Rehabilitation and not individual programs.

• CDCRCalifornia Department of Corrections and Rehabilitation-owned radio equipment shall be maintained and repaired by Cal OES-PSCParole Services Center staff or locally approved radio technicians to include RCU for facilitation and troubleshooting; FUAs may not contain provisions that allow non-Cal OES-PSCParole Services Center approved maintenance or repair CDCRCalifornia Department of Corrections and Rehabilitation-owned telecommunications equipment. Agreements containing maintenance and/or repair provisions will not be approved.

47050.8 Conservation Camps

• Camp staff shall be capable of communicating critical information to departmental institutions, facilities, local and/or other public safety agencies, and to agencies that contract for incarcerated person services. Each CDCRCalifornia Department of Corrections and Rehabilitation camp vehicle shall be equipped, at a minimum, with one mobile radio mounted in the vehicle (hereinafter known as a vehicle mobile radio).

47050.8.1 Office of Correctional Safety

• Agents assigned to the Office of Correctional Safety shall be capable of routine and emergency communications with all departmental institutions/facilities and field offices as well as local and/or other public safety agencies. Vehicles assigned to these agents shall be equipped with vehicle mobile radios designated for undercover use. Additionally, each field agent shall be assigned a portable two-way radio.

47050.8.2 Office of Internal Affairs

• Agents assigned to the Office of Internal Affairs shall be capable of routine and emergency communications with all departmental institutions/facilities and field offices as well as local and/or other public safety agencies. Vehicles assigned to these agents shall be equipped with vehicle mobile radios designated for undercover use. Additionally, each field agent shall be assigned a portable two-way radio.

47050.8.3 Division of Adult Parole Operations

• Division of Adult Parole Operations staff, including case-carrying agents, transportation staff, and appropriate community correctional facility staff, must be capable of routine and emergency communications with field offices and local and State public safety agencies. Each field agent shall be assigned a portable two-way radio, and/or a vehicle mounted radio as dictated by local needs.

47050.9 Telecommunications Equipment Management – General

• All CDCRCalifornia Department of Corrections and Rehabilitation facilities and vehicles equipped with radio communications equipment shall inventory such equipment annually pursuant to DOMDepartment Operations Manual, Chapter 2, Article 12, section 22030.12.6, Physical Inventory of Property.

47050.10 Radio Communications Equipment in Surveyed or Disabled Vehicles

• The RCU will coordinate with Cal OES-PSCParole Services Center to determine whether the equipment shall be repaired, replaced, or surveyed from service.

47050.11 Sensitive Property and Physical Inventory

• Consistent with DOMDepartment Operations Manual, Chapter 2, Article 12, section 22030.12.1, all portable two-way and vehicle mobile radio equipment shall be considered sensitive property as well as safety equipment. While on duty, two-way portable mobile radios shall be easily accessible by the assigned staff and shall be turned on. When a two-way radio is issued to a staff member for on-going use, the staff member shall be responsible for maintaining the radio with a charged battery and shall be responsible for immediately notifying their supervisor if the radio or related equipment has been lost, stolen, or damaged. The employee’s supervisor shall be responsible to notify the radio liaison of the lost or damaged equipment. Portable two-way radios shall not be left in clearly visible areas of unattended vehicles, or accessible to incarcerated persons or supervised persons. If the equipment is lost, stolen, or damaged due to negligence or culpability, the employee may be subject to disciplinary actions in accordance with DOMDepartment Operations Manual, Chapter 3, Article 22, Employee Discipline.

• Each institution housing public safety radio communications equipment shall ensure the communications vault is alarm controlled and monitored.

• Each Division operating approved CDCRCalifornia Department of Corrections and Rehabilitation radio equipment shall develop an inventory plan that shall include an annual physical inventory conducted on all portable two-way radio, vehicle mobile radio, and communication radio equipment that is reconciled with RCU.

47050.12 Revisions

• The Chief Information Officer (CIO) or designee is responsible for ensuring the contents of this Article are kept current and accurate.

References

• (1) DOMDepartment Operations Manual Chapter 2, §§ 22030.12.1 and 22030.12.6.
  
  (2) DOMDepartment Operations Manual, Chapter 3, Article 22, Employee Discipline.
  
  (3) DOMDepartment Operations Manual, Chapter 8, Article 39, § 85050.5.
  
  (4) GCGovernment Code §§ 8592 15250-15254, 15275-15277, 53108.5, 53114-53114.2, and 53115.

• (5) SAMState Administrative Manual, § 4500.
  
  (6) 47 CFR 90, Part 90.
  
  (7) 47 CFR 2, Subpart B.

Revision History

• (1) Effective: December 27, 2010.
  

• (2) Revised: June 9, 2026.