Department of Corrections and Rehabilitation - Operations Manual

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Chapter 5 – Adult Custody and Security Operations

Article 41 – Inmate Mail

Revised June 5, 2017

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54010.22.1 Process for Approval/Denial of Correspondence Requests

  • Inmates may initiate requests to correspond with the above by sending their Correctional Counselor I (CCICalifornia Correctional Institution) an Inmate Request for Interview form. Parolees may initiate request by contacting their Parole Agent (PAProgram Administrator).

  • The CCICalifornia Correctional Institution/PAProgram Administrator shall interview the inmate/parolee and/or review their C-file/Field File to obtain the information required to process an inmate’s Request for Correspondence Approval. If an inmate’s request to correspond with another inmate/parolee is denied, the CCICalifornia Correctional Institution/PAProgram Administrator shall annotate the reason for denial on the Inmate Request for Interview. The Inmate Request for Interview shall be returned to the inmate. A CDCRCalifornia Department of Corrections and Rehabilitation Form 1074, Request for Correspondence Approval, shall not be generated for the initiating inmate whose request is denied.

  • When reviewing the initiating inmates C-file, staff shall ascertain whether prior approval exists. If prior approval exists, a copy of the previously approved CDCRCalifornia Department of Corrections and Rehabilitation Form 1074 shall be forwarded to both institutional mailrooms.

  • When an initiating inmate’s request to correspond with another inmate meets the criteria for approval, and no prior approval exists, the CCICalifornia Correctional Institution/PAIParole Agent I shall ensure that a CDCRCalifornia Department of Corrections and Rehabilitation Form 1074 is completed.

  • If the request is approved, staff shall retain the fifth page at the requesting institution/parole office. The remaining four pages shall be forwarded, intact, to the institution/parole office/probation office/other county, state or federal facility where the other requested correspondent is housed. Neither a photocopy of the CDCRCalifornia Department of Corrections and Rehabilitation Form 1074, nor the fifth page, shall be forwarded to the C-File or mailroom while the correspondence approval is pending.

  • If the request to correspond is denied at the institution/parole office/probation office/other state correctional facility, the reason for denial shall be annotated on the CDCRCalifornia Department of Corrections and Rehabilitation Form 1074, and it shall be returned, in its entirety, to the sending institution/ parole office.

  • Copies/photocopies shall not be delivered to the requested inmate, the receiving institutions mailroom, or the housing unit.

  • Upon receipt of the disapproved CDCRCalifornia Department of Corrections and Rehabilitation Form 1074, staff at the sending institution/field office shall ensure that the 2nd page is returned to the initiating inmate.

  • If correspondence is approved at the institution/parole office, staff shall ensure that the CDCRCalifornia Department of Corrections and Rehabilitation Form 1074 is completed. They shall retain the third and fourth pages for distribution. If the third page and fourth pages are not legible, the CCICalifornia Correctional Institution/PAIParole Agent I shall make photocopies of the first page prior to forwarding the completed CDCRCalifornia Department of Corrections and Rehabilitation Form 1074 to the sending institution.

  • The approved CDCRCalifornia Department of Corrections and Rehabilitation Form 1074 is distributed as follows:

    • Page 1 (original) returned to initiating inmate/parolees institution/parole office for placement in the initiating correspondents file.

    • A photocopy of page 1 (original) shall be made for the mailroom at both the sending and receiving institutions.

    • Page 2 (NCRNotice of Change to Regulations Copy) returned to initiating inmate/parolees institution/parole office for deliver to the inmate.

    • Page 3 (NCRNotice of Change to Regulations copy) kept by the receiving institution/parole office for placement in the requested correspondents file. If this page is not legible, a photocopy of page 1 shall also be placed in the C-File, attached to page 3.

    • Page 4 (NCRNotice of Change to Regulations copy-or photocopy) kept by the receiving institution/parole office for the requested correspondent. If this page is not legible, a photocopy of page 1 shall be made and given to the requested correspondent with page 4.

  • Photocopies of the CDCRCalifornia Department of Corrections and Rehabilitation Form 1074 shall not be made for the housing unit(s). The housing units shall not keep records of approved correspondents.

  • The mailroom supervisor shall establish and maintain a record of approved CDCRCalifornia Department of Corrections and Rehabilitation Form 1074’s.

  • When a CDCRCalifornia Department of Corrections and Rehabilitation inmate requests to correspond (and meets the criteria for approval) with an inmate in a county, state, or federal facility, the CCICalifornia Correctional Institution shall ensure that a CDCRCalifornia Department of Corrections and Rehabilitation Form 1074 is completed along with a cover letter that thoroughly explains the need for the CDCRCalifornia Department of Corrections and Rehabilitation Form 1074. Upon receipt of the approved CDCRCalifornia Department of Corrections and Rehabilitation 1074 from the specific agency, the CCICalifornia Correctional Institution shall distribute the form as outlined above.

  • When a request for correspondence between inmates is received from another county, state, or federal facility (and meets the criteria for approval) the CCICalifornia Correctional Institution shall ensure that a CDCRCalifornia Department of Corrections and Rehabilitation Form 1074 is completed and returned to the agency with a cover letter that thoroughly explains the need for the CDCRCalifornia Department of Corrections and Rehabilitation Form 1074. Upon receipt of the approved CDCRCalifornia Department of Corrections and Rehabilitation 1074 from the specific agency, the CCICalifornia Correctional Institution shall distribute the form as outlined above. If the request is denied, the CCICalifornia Correctional Institution shall ensure that a letter is forwarded to the requesting agency thoroughly explaining the denial.

  • There shall be no limits set on the number of times approved inmates can correspond with one another unless revoked per the procedures outlined below.

  • The approval to correspond may be revoked due to disciplinary violations involving correspondence between the inmates/parolees or as a result of a classification action based on safety and security. Any such restriction, or revocation of approval, shall be communicated to inmate(s)/parolee(s) and to the warden(s)/parole administrator(s) of the institution/facility where the inmate(s)/parolee(s) are housed.