Chapter 5 – Adult Custody and Security Operations

The Warden shall be responsible for the implementation of the Administrative Officer-of-the-Day (AODAdministrative Officer of the Day) procedure. An AODAdministrative Officer of the Day shall be assigned at institutions during non-business hours. The AODAdministrative Officer of the Day shall maintain the authority and responsibility for making administrative decisions and disseminating information regarding serious incidents in the absence of the Warden.

To standardize the AODs functions, authority, duties, and responsibilities where appropriate.

The Warden and Chief Executive Officer (CEO) have overall responsibility for the implementation of this procedure.

Wardens are normally exempt from AODAdministrative Officer of the Day duty; however, they may serve as AODAdministrative Officer of the Day if needed.  Wardens shall publish the AODAdministrative Officer of the Day assignment schedule in advance, every  six (6) months.  The AODAdministrative Officer of the Day schedule shall specify the name and period of time that each AODAdministrative Officer of the Day shall be assigned the duties.

The Chief Deputy Warden shall not be required to be assigned to the AODAdministrative Officer of the Day rotation schedule, but may elect to participate in the AODAdministrative Officer of the Day rotation schedule.

Any anticipated change in the AODAdministrative Officer of the Day assignment schedule shall be approved in advance by the Warden or their designee.

AODAdministrative Officer of the Day personnel may be permitted to “trade” assignments.  The “trade” arrangement between AODs shall be submitted in memorandum form to the Warden not less than 24 hours prior to assigned tour of duty.

The AODAdministrative Officer of the Day period of duty shall commence at 5:00 PM Thursday and shall conclude at 5:00 PM the following Thursday.  Should a holiday fall on a Wednesday, Thursday, or both, the AODAdministrative Officer of the Day duties shall commence at 5:00 PM on the last business day preceding the holiday period.

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Wardens shall assure all new AODs are provided with the proper training and job orientation, including, but not limited to, the following:

• AODs are not required to be peace officers. However, they shall be required to attend Penal Code (PCPenal Code) 832 training as an orientation in the responsibilities and expectations of institutional peace officer staff. The PCPenal Code 832 training shall in no way be intended to train non-peace officer AODs to perform peace officer duties.

• Prior to participation in the PCPenal Code 832 firearms range training, the current employer shall determine that the non-peace officer AODAdministrative Officer of the Day is not disqualified from possessing or use of a firearm pursuant to PCPenal Code 12021 and 12021.1. This shall be accomplished through the submission of fingerprints to the Background Investigation Unit for criminal record checks with the State Department of Justice and the Federal Bureau of Investigations.

In addition to the above training the AODAdministrative Officer of the Day should be knowledgeable of the following procedures relative to their duties as the AODAdministrative Officer of the Day:

• Institution procedures.

• Disturbance Control Plan.

• Crime/Incident Reports (institutions).

• Firearms.

• Chemical agents.

• Escape pursuit plan.

• Employee relations/grievances/discipline.

• Information Practice Act.

• Transfer of inmates.

• Any other procedures unique to their institution.

Each designated AODAdministrative Officer of the Day shall familiarize themselves with the duties and responsibilities unique and particular to their own institution instruction packet.

Twice annually, Wardens shall meet with all staff designated as AODs to discuss and explain expectations and duty requirements.

An AODAdministrative Officer of the Day instructional packet shall be developed for each institution. The packet shall include specific examples of:

• Situations and how they are handled.

• Departmental/institutional changes.

• Current inmate functions.

• Activities involving guests and outside agencies.

The packet shall provide a list of home telephone numbers, and other necessary telephone numbers of the following:

• Administrative staff.

• Appropriate outside agencies.

• Medical facilities.

• Police/sheriff departments.

• Institutional AODs.

• Departmental AODs.

The AODAdministrative Officer of the Day 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 AODAdministrative Officer of the Day. In circumstances when cellular telephone services are not available, the institutional AODAdministrative Officer of the Day shall be provided an electronic paging device during their AODAdministrative Officer of the Day assignment.

The institutional AODAdministrative Officer of the Day shall become familiar with any special circumstances or existing situations occurring at the institution prior to assuming the AODAdministrative Officer of the Day duties.

Staff serving as the institutional AODAdministrative Officer of the Day shall have a face to face briefing either between the off-going and on-coming AODAdministrative Officer of the Day or the on-coming AODAdministrative Officer of the Day and the Warden or Chief Deputy Warden, to exchange pertinent information and equipment.

Staff serving as the institutional AODAdministrative Officer of the Day may be required to visit the institution on the weekends and holidays when special events, operational needs, or emergencies require the AODAdministrative Officer of the Day to respond.  The institutional AODAdministrative Officer of the Day will remain on-call during these periods.

The requirement to visit the institution for special events, operational needs or both, is at the discretion of the Warden or other appropriate command authority.   Such events may include, but are not limited to:

• Periodic review of visiting.

• Institution construction activity.

• Activation of the Emergency Operations Plan or other institutional emergencies.

• Controlled uses of force such as a cell extraction.

• Release or intake of a high notoriety case inmate.

• Visitation of outside groups to the institution, etc.

The institutional AODAdministrative Officer of the Day shall attend the weekly executive staff meeting and present a summary of the events that occurred during their tour of duty.

In all circumstances or incidents of a serious nature where the institutional AODAdministrative Officer of the Day is contacted regarding an institution incident, they shall communicate the incident,  action taken, and current status of the situation to the Warden.

On the first working day following the incident the institutional AODAdministrative Officer of the Day shall gather all  CDCRCalifornia Department of Corrections and Rehabilitation 837, Crime/Incident Reports, or notice of unusual occurrences that are completed by the watch commander.  As required by local procedures, a written report shall be prepared for the Warden.

The AODAdministrative Officer of the Day shall not be involved with the daily supervision of institution operations during normal business hours. This shall be the responsibility of the watch commander.

During other than normal business hours, on weekends and holidays, the institutional AODAdministrative Officer of the Day shall be contacted by the watch commander when any unusual incident/situation occurs. The institutional AODAdministrative Officer of the Day shall determine from the information provided by the watch commander the amount of staff/resources the watch commander may need to establish and maintain control of the situation. The institution AODAdministrative Officer of the Day shall serve to coordinate a resolution of the situation with the watch commander.

Should a difference of opinion exist in the course of action to be taken, then the institutional AODs decision shall prevail. The watch commander shall report their dissenting opinion in writing to the Warden on the next working day.

The relationship of the watch commander and the institutional AODAdministrative Officer of the Day shall be one of a supportive team effort, resulting in the best judgment of all combined to effectively handle any incident/situation.

The watch commander shall contact the institutional AODAdministrative Officer of the Day on questions of policy, visits of politicians, media request, court orders requesting release of inmates, and all matters of unusual occurrences. Accurate information, details, and recommendations shall be provided by the watch commander to enable the AODAdministrative Officer of the Day to make sound decisions and complete necessary reports.

Administrative Officer-of-the-Day Contacts:

• Serious Injury or Death The institutional AODAdministrative Officer of the Day shall be contacted in all incidents involving, but not limited to:

  • Death.

  • Serious injury of staff or inmates.

  • Escapes.

  • Controlled Use of Force incidents.

  • Serious disturbances.

  • Felony assaults.

  • Loss of keys to security areas.

  • Staff/visitor arrests.

  • Other items outlined in each institution instructional packet.

When the watch commander is unable to contact the institutional AODAdministrative Officer of the Day, notification of an incident shall be communicated to the Warden or their designee.

It is the responsibility of each AODAdministrative Officer of the Day to keep the watch commander informed of their whereabouts during their tour of duty.

Incidents justifying an AODAdministrative Officer of the Day contact shall be documented in writing by the watch commander on an AODAdministrative Officer of the Day contact report or an unusual occurrence report. The watch commander shall obtain available information and prepare a factual report concerning the incident. All written reports by the watch commander shall be completed prior to the conclusion of their watch/tour of duty.

Incidents/events occurring during non-business hours and deemed serious in nature, which are of public or departmental interest, shall be reported to the Division AODAdministrative Officer of the Day by the institutional AODAdministrative Officer of the Day. Following a Division AODAdministrative Officer of the Day contact, the AODAdministrative Officer of the Day shall prepare a written report concerning the contact to the Warden, prior to the start of the business hours of the next working day.

The CDCRCalifornia Department of Corrections and Rehabilitation Form 837, Crime/Incident Report, is the institutions initial written report to central office that an incident of departmental interest has occurred. It is essential that all information available at the time of the incident be entered into this report and should be completed in accordance with the DOMDepartment Operations Manual, Section 51030.

The Director, Division of Adult Institutions, or their designee shall be responsible for ensuring the contents of this Article are current and accurate.

CCRCalifornia Code of Regulations §§ 3276, 3291, 3335-3337, 3357, 3380-3384, and 3450-3452.

DOMDepartment Operations Manual sections 51030, 81030, and 81050.

PCPenal Code §§ 830, 830.2(d)(1), 830.5 (a) and (b).

ACAAmerican Correctional Association Standards 4-4206, 4-4208, and 4-4210.

Revised: September 22, 2014.

Revised section 51110.3: February 15, 2019.

Revised sections 51110.4, 51110.8, and 51110.14: March 3, 2022