SOP 109.01: Local Management of Volunteer Services

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedure|Col2|Col3|
|---|---|---|
|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|
|Policy Number: 109.01|Effective Date: 6/30/2020|Page Number: 1 of 11|
|Authority:
Commissioner|Originating Division:
Inmate Services Division
(Chaplaincy)|Access Listing:
Level I: All Access|

I. Introduction and Summary: This policy establishes the operation of citizen
involvement and volunteer programs, including responsibility for screening and
training.

II. Authority:

A. Ga. Comp. R. & Regs.: 125-1-2.-06, 125-3-4-.08, 125-4-1-06, 125-4-2-.08, and

125-4-7-.01;

B. GDC Standard Operating Procedures (SOPs): 104.18 Obtaining and Using

Records for Criminal Justice Employment, 104.54 GDC Identification Cards,
205.17 State Employees-Free Speech and Public Access Rights, 208.06 Prison
Rape Elimination Act (PREA)-Sexually Abusive Behavior Prevention and
Intervention Program, and 227.05 Visitation of Offenders; and

C. ACA Standards: 2-CO-1G-01, 2-CO-IG-02, 2-CO-1G-03, 2-CO-1G-04, 2-CO-IG
05, 2-CO-1G-06, 2-CO-1G-07, 2-CO-1G-08, 2-CO-1G-09, 2-CO-1G-10, 4-4120,
5-ACI-1C-14 (ref. 4-4061), 5-ACI-1G-01(ref. 4-4115), 5-ACI-1G-02 (ref. 44116), 5-ACI-1G-03 (ref. 4-4117), 5-ACI-1G-04 (ref. 4-4118), 5-ACI-1G-05 (ref.
4-4119), 5-ACI-1G-06 (ref. 4-4121), 5-ACI-1G-07 (ref. 4-4122), 5-ACI-6B-10
(ref.4-4391), 4-ALDF-7B-03, 4-ALDF-7F-04, 4-ALDF-7F-05, 4-ALDF-7F-06, 4ALDF-7F-07, 4-ACRS-7B-03, 4-ACRS-7D-04, 4-ACRS-7B-05, 4-ACRS-7F-08,
4-ACRS-7F-09, and 4-ACRS-7F-10.

III. Definitions:

A. Community Resources Coordinator - An employee or a Certified Volunteer who

has been appointed in writing by the Warden/Superintendent to direct the facility
citizen involvement and volunteer program.

B. Certified Volunteer - A volunteer who has been approved and trained by the

Statewide Volunteer Services Coordinator to assist in the delivery of programs and
services.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedure|Col2|Col3|
|---|---|---|
|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|
|Policy Number: 109.01|Effective Date: 6/30/2020|Page Number: 2 of 11|
|Authority:
Commissioner|Originating Division:
Inmate Services Division
(Chaplaincy)|Access Listing:
Level I: All Access|

C. Visiting Volunteer - A volunteer who is authorized by a warden or superintendent

to enter the facility for one day to provide assistance or services, is not anticipated
to provide the assistance or services on a recurring basis, and who has executed
Attachment 5, Visiting Volunteer Waiver of Liability.

IV. Statement of Policy and Applicable Procedures:

A. Statewide Volunteer Services Coordinator. The Statewide Volunteer Services

Coordinator, under the direction of the Director of Chaplaincy Services, is the
senior staff member responsible for coordinating the agency volunteer service
program. Their responsibilities are statewide and shall include the following:

1. Annual review and evaluation of volunteer services and programs;

2. Identification and registration of all volunteers;

3. Appointment of Certified Volunteers;

4. Removal of Certified Volunteers from service in coordination with

Wardens/Superintendents and/or the Director of Chaplaincy Services;

5. Coordination of periodic, but not less than quarterly, certification training

sessions for Certified Volunteers at Department headquarters and regionally as
required;

6. Completion of initial processing and background checks for all prospective

Certified Volunteers who have been approved at the facility level and who have
submitted an application using the Georgia Department of Corrections Web
Based Volunteer Application which consists of the Personal Data Sheet
(Attachment 2), Volunteer Services GCIC/NCIC Consent Form (Attachment
4), GDC OPS Background Screening Packet (Attachment 9), and Volunteer
Application Processing Checklist (Attachment 7). Copies of these forms will
be maintained by the host facility in the volunteer’s individual file;

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedure|Col2|Col3|
|---|---|---|
|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|
|Policy Number: 109.01|Effective Date: 6/30/2020|Page Number: 3 of 11|
|Authority:
Commissioner|Originating Division:
Inmate Services Division
(Chaplaincy)|Access Listing:
Level I: All Access|

7. Scheduling Certified Volunteer training for volunteers who have successfully

completed the volunteer background check and approvals, and issuing
Certified Volunteer identification once the training requirement is met; and

8. Obtaining signed Volunteer Service Agreement (Attachment 1), a completed

copies of Attachments 2, 3, and Attachment 1 of SOP 208.06 Sexual
Abuse/Sexual Harassment PREA Education Acknowledgment Form from
each volunteer during initial Certified Volunteer Training and before Certified
Volunteer identification is issued. Copies of these forms will be forwarded to
the host facility and maintained as part of the volunteer’s personnel file.

B. The Facility Chaplain. The Facility Chaplain has authority, responsibility, and

accountability for citizen involvement and volunteer services. This shall be
accomplished by doing the following:

1. Conducting program needs assessments to determine the types of supplemental

services that are appropriate for his/her facility. These assessments will
provide the basis for planning and program evaluation;

2. Overseeing the recruitment, screening, selection, orientation, training, and

supervision of all volunteers, ensuring that:

a. Prospective volunteers are recruited from all cultural and socio-economic

segments of the community, as may be reasonable and appropriate;

b. All persons who perform professional services do so only when certified

or licensed;

c. All required criminal history, personal reference checks, and PREA update

has been satisfactorily completed prior to beginning service; and

d. The duties proposed for volunteers are appropriate to offender and

institutional needs.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedure|Col2|Col3|
|---|---|---|
|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|
|Policy Number: 109.01|Effective Date: 6/30/2020|Page Number: 4 of 11|
|Authority:
Commissioner|Originating Division:
Inmate Services Division
(Chaplaincy)|Access Listing:
Level I: All Access|

3. Maintaining a system for official registration and identification of volunteers

and a file for each Certified Volunteer. This should include at a minimum a
personnel folder for each Certified Volunteer and a current facility volunteer
listing;

4. Securing citizen involvement to assist with the programs, services, and

activities provided to the offender population. Chaplains must ensure equal
access to all individuals (offenders or citizen volunteers), including those who
have disabilities, for participation in all deliverables provided by Chaplaincy
Services. Chaplains will provide reasonable accommodations to ensure equal
access. Reasonable accommodations may be satisfied through various means,
which include auxiliary aids such as; qualified interpreters, large print
documents, braille documents, pocket amplifiers, communication access realtime translation (CART) services, audio description, magnifying sheets,
audiobooks, etc. If Chaplains need to secure any auxiliary aids or assess
reasonable accommodation requests, they should contact the GDC ADA
Coordinator’s Office for assistance (See SOP 103.63 for contact information
and additional guidance);

5. Ensuring appropriate recognition of persons whose activities make a positive

contribution to the delivery of programs and services;

6. Reviewing and approving each community group which provides services or

programs for the facility;

7. Posting a current dated schedule of community resource services in locations

readily accessible to offenders. Programs may be listed as part of the overall
program schedule for offender activities; and

8. Providing for the registration and supervision of Visiting Volunteers in

facilities (prisons and centers) by ensuring that all Visiting Volunteers:

a. Sign in and out as a visitor using Attachment 1, Visitor's Log Regarding

Public Access Rights, following procedures established in SOP 205.17;

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedure|Col2|Col3|
|---|---|---|
|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|
|Policy Number: 109.01|Effective Date: 6/30/2020|Page Number: 5 of 11|
|Authority:
Commissioner|Originating Division:
Inmate Services Division
(Chaplaincy)|Access Listing:
Level I: All Access|

b. Are escorted by an employee or a Certified Volunteer while in the

institution or center;

c. Sign Attachment 5, Visiting Volunteer Waiver of Liability, which shall be

either attached to the agency Incident Report if an incident occurs or
discarded after one week if no incident occurred; and

d. Comply with all requirements applicable to offenders and institution

visitors including the requirements of SOP 227.05, Visitation of Offenders.

C. Facility Responsibilities. Each facility shall ensure that each of the following tasks

are completed, either by the Deputy Warden of Care and Treatment or other
warden appointee:

1. Orientation and training of volunteers which is specific to their facility. At all

state and county correctional facilities, Certified Volunteers will receive a local
orientation and any additional hours as deemed necessary by the Warden,
Superintendent, Facility Chaplain, or State Volunteer Services Coordinator;

2. Supervision of each volunteer’s activity;

3. Recognition of volunteers for service performed;

4. Termination of a volunteer’s services and removal of the volunteer from the

respective facility list of volunteers, if determined appropriate by the
Warden/Superintendent. Such actions should be communicated to the State
Coordinator of Volunteer Services, immediately informing him/her of the
termination and reason for termination. A Certified Volunteer may be removed
from service for any of the following reasons:

a. The program services are no longer needed, based on facility or offender

needs;

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedure|Col2|Col3|
|---|---|---|
|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|
|Policy Number: 109.01|Effective Date: 6/30/2020|Page Number: 6 of 11|
|Authority:
Commissioner|Originating Division:
Inmate Services Division
(Chaplaincy)|Access Listing:
Level I: All Access|

b. The facility does not have adequate resources to support the program due

to demand on security or supervisory staff, relocation of program space or
changes in program schedules;

c. The Certified Volunteer resigns for personal reasons; or

d. The Warden or Superintendent determines that in the best interest of the

facility that the volunteer should not serve in that capacity.

5. Inclusion of volunteers in policy development and revision which relate to their

activity;

6. Permitting Visiting Volunteer individuals or groups to visit the institution to

assist in rehabilitation programs and services. Such persons must register and
be under supervision at all times. Visiting Volunteers will not be provided
GDC identification cards;

7. Perform or initiate annual renewal of certification for Certified Volunteers to

include a criminal history background check, following procedures outlined in
SOP 104.18 Obtaining and Using Records for Criminal Justice Employment.
Facilities not authorized to complete their own annual renewals will initiate the
renewal process by completing Attachment 8, Volunteer ID Renewal
Confirmation, and having the Certified Volunteer complete Attachment 4
GCIC/NCIC Consent Form and Attachment 1 of SOP 208.06 Sexual
Abuse/Sexual Harassment PREA Education Acknowledgment Form. These
forms will be maintained in the Certified Volunteer’s local file and a copy will
be sent to the Volunteer Services Coordinator for completion of the renewal
process. Facilities which are authorized to complete their own annual renewals
will accomplish those renewals in a timely manner and will maintain the above
forms in the Certified Volunteer’s local file. If the GCIC/NCIC check is
conducted at the facility level, any new derogatory information found on a
renewal GCIC/NCIC will be immediately reported to the State Volunteer
Services Coordinator’s Office;

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedure|Col2|Col3|
|---|---|---|
|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|
|Policy Number: 109.01|Effective Date: 6/30/2020|Page Number: 7 of 11|
|Authority:
Commissioner|Originating Division:
Inmate Services Division
(Chaplaincy)|Access Listing:
Level I: All Access|

8. In connection with the annual renewal process, Certified Volunteers will be

asked to complete Attachment 6 to this SOP, Volunteer Services Evaluation
and to drop/deposit these completed survey documents in the respective facility
suggestion box. Facility leadership is requested to share completed volunteer
survey information with the State Volunteer Services Coordinator at GDC
Central Office;

9. A Certified Volunteer who allows their ID to expire past 90 days will be

required to be re-certified through the four-hour training;

10. Ensure that Certified Volunteers meet the following eligibility requirements:

a. Certified Volunteers MUST:

i. Deliver a service that meets a need that has been identified by
Department staff;

ii. Make a commitment to provide on-going service;

iii. Provide references to be checked for positive evidence of ethical,
professional, and personal integrity;

iv. Complete an appropriate, documented, orientation/training program
prior to assignment;

v. Agree in writing to abide by all agency policies and particularly those
relating to confidentiality of information and security practices, using
Attachment 1, Volunteer Service Agreement;

vi. Agree to background checks;

vii. Provide assurances regarding performance of duty, confidentiality,
personal/business dealings with offenders and liability; and

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedure|Col2|Col3|
|---|---|---|
|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|
|Policy Number: 109.01|Effective Date: 6/30/2020|Page Number: 8 of 11|
|Authority:
Commissioner|Originating Division:
Inmate Services Division
(Chaplaincy)|Access Listing:
Level I: All Access|

viii. Work under the direction of a staff supervisor with a written
“Description of duties.”

b. Volunteers SHALL NOT:

i. Be under 18 years of age;

ii. Be a family member or a close friend of an offender in the same

facility in which the volunteer’s work takes place;

iii. Be on an offender’s visitor list;

iv. Be an ex-offender, unless approved following the procedures

described below in paragraph 9;

v. Perform professional services unless certified or licensed to do so;

vi. Represent in an official or unofficial way, or be a member of, an

organization identified as a “hate group” by the Office of Professional
Standards or otherwise espousing an ideology of discrimination or
violence toward others based upon an individual’s race, gender,
religion, national origin, or other identity; or

vii. Be a registered sex offender or listed on a sex offender registry.

11. Ex-offenders can be valuable as staff resources, as well as powerful role

models in offender rehabilitation programs. Security considerations require
careful and consistent consideration of any ex-offenders in correctional
service. To that end, an ex-offender may become a Certified Volunteer
provided that:

a. There is no evidence of criminal behavior since release from prison;

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedure|Col2|Col3|
|---|---|---|
|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|
|Policy Number: 109.01|Effective Date: 6/30/2020|Page Number: 9 of 11|
|Authority:
Commissioner|Originating Division:
Inmate Services Division
(Chaplaincy)|Access Listing:
Level I: All Access|

i. Maximum time served and released offenders have been out for three

(3) years with no probation, parole, or pending criminal charges;

ii. Probationers and Parolees are completely off parole and/or probation

and have been out for three (3) years; and

iii. In all felony cases and misdemeanor criminal offenses, offenders

must be totally “off paper” for three (3) years to be considered for
GDC volunteer service. Infrequent traffic related moving violation
offenses are subject to review but do not absolutely disqualify
volunteer service under this 3 year “off paper” policy.

b. Reference checks provide evidence of maturity, sobriety, and a record of

responsible citizenship;

c. All normal procedures for certification have been satisfactorily completed

as described above; and

d. The application for certification has been cleared by the State Volunteer

Services Coordinator for final approval by the Commissioner or his
designee.

12. Department employees may serve as Certified Volunteers provided that:

a. The volunteer work in no way conflicts with employee responsibilities;

including that GDC employees shall not volunteer at the facility where they
are employed;

b. They conduct their services as volunteers, in accordance with this SOP, and

not as employees;

c. They are placed on the facility volunteer list and assigned a staff supervisor

after following all standard procedures for volunteer certification;

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedure|Col2|Col3|
|---|---|---|
|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|
|Policy Number: 109.01|Effective Date: 6/30/2020|Page Number: 10 of 11|
|Authority:
Commissioner|Originating Division:
Inmate Services Division
(Chaplaincy)|Access Listing:
Level I: All Access|

d. The department employee must also notify their GDC supervisor in writing

of their GDC volunteer participation to include the name of the GDC
facility where they will serve as a volunteer; and

e. The department employee will use their employee identification card and

will NOT be issued a Certified Volunteer identification card.

D. Community Resources Coordinator. The Warden or Superintendent shall issue a

memorandum designating an employee or a Certified Volunteer to serve as the
facility’s Community Resources Coordinator. It is suggested that the Deputy
Warden for Care and Treatment, the Institutional Programs Manager or the
Chaplain be appointed. If a Certified Volunteer is appointed to serve in this
capacity, he/she must be supervised by the Deputy Warden for Care & Treatment,
the Superintendent or designee. Each Community Resource Coordinator shall:

1. Supervise the volunteers and Certified Volunteers who work in his/her

program area;

2. Maintain a record of community resource activities and forward a monthly

report to the Facility Chaplain; and

3. Assist the Statewide Volunteer Coordinator by providing appropriate training

to their program area.

V. Attachments:

Attachment 1: Volunteer Service Agreement
Attachment 2: Personal Data Sheet
Attachment 3: Sample Request for Identification Card
Attachment 4: Volunteer Services GCIC/NCIC Consent Form
Attachment 5: Visiting Volunteer Waiver of Liability
Attachment 6: Annual Volunteer Services Evaluation
Attachment 7: Volunteer Application Processing Checklist
Attachment 8: Volunteer ID Renewal Certification Validation Form

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedure|Col2|Col3|
|---|---|---|
|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|Policy Name:Local Management of Volunteer Services|
|Policy Number: 109.01|Effective Date: 6/30/2020|Page Number: 11 of 11|
|Authority:
Commissioner|Originating Division:
Inmate Services Division
(Chaplaincy)|Access Listing:
Level I: All Access|

Attachment 9: GDC OPS Background Screening Packet

VI. Record Retention of Forms Relevant to this Policy:

Upon completion, Attachments 1, 2, 3, 4, 7, 8, and 9 shall become part of the
volunteer’s file to be maintained for two (2) years past termination of the volunteer’s
services. Upon completion, Attachment 5 will be maintained at the participating
facility for a period of six months after the visitation of the volunteer, then destroyed.
Upon completion of the process, Attachment 6 shall be forwarded to the office of
Volunteer Services Coordinator for review with no retention required.