SIFC Visiting Work Group Minutes – September 2025

September 25, 2025 9am

1. Hospital Wellness Checks & SB 1139 Implementation

SB 1139 establishes guidelines regarding hospital visits for incarcerated individuals, including family notification, phone call allowances, CDCR Form 7385 (Release of Information), Power of Attorney forms, and related procedures.

Non-Emergency Wellness Checks

Question: What is the current protocol for families requesting non-emergency wellness checks?

Discussion/Response:

• Non-emergency wellness checks should be requested through the Release of Information (ROI) Office using the contact information available on the CDCR website.
• Medical staff oversee ROI requests, with responses generally expected within 48 hours.
• During emergencies (such as a medical crisis occurring during a phone call), weekends, or after business hours, families should contact the institution’s Watch Commander, who can initiate an immediate wellness check and coordinate with custody and medical staff as appropriate.
• Public Information Officer (PIO) contact information is available on the CDCR website, and Watch Commander contact numbers have now been distributed to Local IFCs.
• An Excel contact directory containing Captains, Lieutenants, Sergeants, and institutional extensions is updated monthly and distributed among institutions.

2. Death Notifications, Advance Directives & Property

Discussion included current procedures following the death of an incarcerated individual.

• Medical staff are encouraged to confirm and update Power of Attorney and Advance Directive information during classification reviews or prior to surgical procedures.
• Families should complete and submit the Release of Information (ROI) forms to ensure designated individuals may receive medical updates.
• In the event of a death:
  • A notification letter is sent via FedEx to the primary emergency contact outlining procedures for claiming the remains, trust account funds, and personal property.
  • If emergency contact information is outdated (for example, an ex-spouse remains listed), probate proceedings may be required before property can be released.
  • Chaplaincy and Mental Health Services are available to provide support to families. Chaplains may also assist in locating next of kin when contact information is outdated.
  • Depending on the circumstances, the decedent may be transported to the county coroner or a contracted funeral home.
  • Personal property may be picked up by appointment through Receiving and Release (R&R) or shipped upon request.

3. Chaplain Access

• Chaplains report through the Community Resource Manager (CRM).
• Families requesting chaplain services should contact the institution’s Public Information Officer (PIO), who will coordinate the request.
• Chaplain contact information may be shared through CRM channels or included in a centralized contact directory.
• Institutions may have chaplains representing multiple faiths, including Christian, Jewish, Muslim, and other religious denominations, depending on staffing availability.

4. Bereavement Leave (Policy Under Stakeholder Review)

CDCR provided an update regarding a proposed bereavement leave policy.

• Eligible incarcerated workers will receive up to three days of paid bereavement leave.
• Incarcerated students will receive excused absences from educational programming.
• The policy applies to immediate family members, domestic partners, children, and stepchildren.
• The policy will be incorporated into Title 15 following completion of the public comment and administrative review process.
• The required forms and procedures have already been incorporated into CDCR’s Strategic Offender Management System (SOMS).

5. Family Visit Grocery Proposal (Instacart & Alternative Delivery Services)

CDCR discussed a proposal to allow grocery delivery services, such as Instacart, for family visits.

Proposed Process

• Families would select and purchase approved food items online.
• Grocery deliveries would be made directly to the institution.
• Institutional staff would verify and inspect sealed deliveries upon arrival.
• Refunds or order discrepancies would be handled directly between the family and the grocery service provider rather than CDCR.

Potential Benefits

• Reduces staff workload associated with shopping and food handling.
• Minimizes concerns regarding food preparation and dietary accommodations.
• Allows families to utilize EBT benefits when applicable.

6. Citizen Complaint Forms & Staff Complaints

• There are currently no plans to convert the Citizen Complaint Form to an online submission process due to budget constraints.
• Families may mail complaints directly to the Warden or Public Information Officer (PIO) if they are concerned about complaints being filtered through institutional staff.
• Complaints received through the Governor’s Office (“Goldenrod” complaints) require responses within 10 days.
• Standard citizen complaints are generally responded to within approximately 14 working days.
• Allegations involving staff misconduct are referred to the Office of Internal Affairs/Allegation Inquiry Unit (AIU) for review.
• Institutions maintain internal tracking logs documenting complaint submissions and responses.

7. Grievance Advocacy for Incarcerated Individuals

• Incarcerated individuals must submit their own grievance appeals (CDCR Form 602); family members cannot file appeals on their behalf.
• Family members may submit Citizen Complaint Forms regarding issues that directly affect them but should avoid submitting duplicate complaints addressing the same issue.
• Families were encouraged to maintain documentation and paper trails to assist with advocacy efforts and monitor the progress of institutional grievances.

8. Family Visiting Program Consistency

The committee discussed concerns regarding inconsistent application of Family Visiting eligibility for stepchildren and children of registered domestic partners.

CDCR clarified that:

• Children of registered domestic partners remain eligible for participation in the Family Visiting Program.
• Institutions will receive reminders and additional staff training to ensure the policy is applied consistently statewide.
• Family Visiting approvals granted on a case-by-case basis remain valid when an incarcerated individual transfers to another institution unless new circumstances require a reassessment.
• Institutions should continue conducting individualized case-by-case reviews when appropriate.

CDCR also advised that proposed revisions to the Family Visiting Program include language that would make individuals found guilty of corporal injury to a spouse ineligible for family visiting. If adopted, these changes could affect individuals who were previously approved for family visits. Any resulting changes in eligibility would be addressed during the individual’s annual classification committee review.