SOP 215.12 (IID04-0007): Transitional Center Resident Personal Property

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|`Functional Area: `
`Facility Operations`|`Reference Number: `
`IID04-0007`|`Revises`
`Previous`
`Effective Date:`
`7/15/02`|
|`Subject:`
`Transitional Center`
`Resident Personal Property`|||
|`Authority:`
`Owens/Hodges`|`Effective Date:`
`8/01/09`|`Page 1 of`
`8 `|

I. POLICY:

   Centers are low security community facilities designed to be
   transitional in nature for offenders who will soon be
   released. Standard institutional practices and policies do not
   apply. Only those directives listed below, along with any
   future addendums set forth, will be required. Personal
   property shall be limited and certain items shall be
   prohibited for the health and safety of Transitional Center
   staff and residents.

II. APPLICABILITY:

   All Transitional Centers

III. RELATED DIRECTIVES:

   A. Board Rules 125-2-3-.04(7), 125-2-4-.06, 125-2-4-.17(e),
      125-3-1-.06(e)3, 125-3-2-.04(d), 125-3-3, 125-3-4-.10,
      125-4-6-.03, 125-4-6-.05

   B. Georgia Correctional Industries (GCI) Form PI-396,
      "Inmate Property Inventory Form" (also an attachment of
      SOP IIB06-0002): TC'S can use this to inventory property
      before transfer back to a regular institution.
      Otherwise, they do not have to maintain a formal, running
      inventory.

   C. GDC SOP IIB06-0001, Attachment 1, "Inmate Authorized
      Personal Property Items," supplements "Authorized
      Personal Clothing/Property List," Attachment 1 of this
      SOP.

   D. Other GDC SOPS: IIB06-0002, IIB06-0003, IVA01-0030

IV. DEFINITIONS:

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   A. ILLEGAL CONTRABAND: Any item or article that poses a
      serious threat to the security of the Center and is not
      authorized for possession or admission into the Center.

   B. NUISANCE CONTRABAND: Any item or article which may be or
      may have been authorized for possession but which is now
      prohibited because excessive quantities present fire,
      sanitation, security, or housekeeping problems.

V. ATTACHMENTS:

   Attachment 1 - Personal Clothing/Property List

   Attachment 2 - Christmas Package List

   Attachment 3 - Resident Property Disposal Agreement

   Attachment 4 - Surrender of Property in Event of Escape

   Attachment 5 - Evidence Tag

   Attachment 6 - Property Control Log

VI. PROCEDURE:

   A. Limitations on the type and amounts of property allowed:

      1. The Superintendent shall maintain listings of
         approved personal property and clothing, and items
         prohibited in accordance with these procedures. Any
         deviation in items allowed, number of items, etc.,
         must be approved in writing by the State Director’s
         Office. The list of allowed property/clothing shall
         be incorporated in the Center Orientation/Rule Book
         and posted in a prominent place in the Center.

      2. Property and clothing issued, received through the
         mail, or purchased locally may become authorized
         personal property in accordance with procedure
         guidelines.

      3. Residents will ensure property is kept in their
         locker in a neat and orderly manner and does not
         exceed property limits as to not create a fire or
         sanitation hazard.

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4. Legal, religious, educational material, personal
   letters, magazines, books, newspapers, and
   consumable items will be allowed in limited amounts
   so long as the quantity of such material does not
   create a fire, sanitation, security, or housekeeping
   problem. Items must be properly stored inside the
   locker(s) provided. (Examples of limited amounts: 2
   issues of any magazines or newspapers.)

5. A resident may not possess or own more than one (1)
   radio/cassette player or IPOD/MP3 player with
   charger or CD player and wristwatch at any time. All
   radios/players will be engraved with the resident's
   state identification number and name when received
   into the Center. Pass eligible residents will be
   permitted to take IPODs/MP3 players home while on
   pass to down load music and non-pass eligible
   residents will be permitted to send them home via
   visitation or mail at the resident’s expense. Proof
   of ownership may be required whenever there is a
   dispute over ownership of a particular item.

6. A $100 limit is set for the combined value of all
   jewelry to include one wristwatch, one ring, and one
   necklace with religious pendant. Again, proof of
   ownership may be required whenever there is a
   dispute over ownership of a particular item or its
   assessed value.

7. All packages will be opened and inspected by a staff
   member designated by the Center Superintendent. The
   staff member inspecting the package will insure that
   the items received are authorized. The resident
   must show proper I.D. and sign for the package in a
   package receipt log book that shows the date,
   resident's name and number, who the package was
   received from, the resident's signature
   acknowledging receipt, and the officer's signature.
   Packages will not require “package requests” but the
   number of packages that a resident receives
   (monthly) will be determined by the Superintendent
   or designee.

8. Illegal contraband will be brought to the
   Superintendent for disposition in accordance with

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   SOP IIB06-0002, "Management of Inmate Property/
   Contraband." The Superintendent may direct that
   illegal contraband be secured and kept as evidence
   in disciplinary or court proceedings.

9. Nuisance contraband either from packages or brought
   into the Center from pass or work, shall be listed
   on the Property Disposal Agreement (Attachment 3).
   It will disposed of as in following manner: mailed
   out at the resident's expense; picked up by an
   individual of the resident's choosing; or taken out
   of the Center by the resident on an approved pass
   within thirty (30) days. If the resident has not
   disposed of the items after 30 days, the items will
   be destroyed or donated to charity. The employees
   actually destroying or donating the property will
   sign the Resident Property Disposal Agreement
   attesting to the destruction or donation. A witness
   signature also verifying the property disposal will
   be required in this procedure. When the property is
   donated to charity, the employee shall write the
   name of the charity alongside his/her signature.
   When disposal is completed by one of these methods,
   the Resident Property Disposal Agreement will be
   filed as follows:

   a. When property is mailed home, picked up, or
      taken out by the resident, the completed
      Resident Property Disposal Agreement will be
      placed in the resident's file.

   b. When property is destroyed or donated, the
      completed Resident Property Disposal Agreement
      shall be maintained in a separate file for
      three (3) years and a copy shall be placed in
      the resident's file.

10. A resident shall be allowed to possess the
   authorized items listed in Attachment 1 except, if
   quantity poses problems as described in section
   VI.A.10. With the approval of the State Director
   (VI.A.1), the Superintendent may restrict items
   based upon specific, defined reasons.

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   11. Materials referred to in this procedure shall not
      accumulate to the point that they become a fire
      hazard or sanitation, security, or housekeeping
      problem. The amount of personal property allowed
      for each resident shall also be limited to an amount
      which can be neatly and safely stored in the
      locker/storage area which has been provided for such
      purposes.

B. Handling and inventory of resident personal property:

   1. New Arrivals:

      a. Designated staff will immediately inspect the
         personal property of all new arrivals. Any
         contraband, including nuisance contraband,
         shall be disposed of according to Departmental
         Standard Operating Procedures.

      b. Residents who have in excess of the permitted
         amount will have thirty (30) days to dispose of
         the property. The Resident Property Disposal
         Agreement (Attachment 3) will be utilized.

      c. All new arrivals will be made aware of personal
         property standards and limitations during
         orientation. They will also be given a copy of
         Attachment 1 (Personal Clothing/Property List)
         which describes approved personal property and
         the limitations on type, amounts, etc.
         Exceptions approved by the host facility
         Warden/Field Operations Manager will be added
         to the list. New arrivals will be issued state
         property and personal hygiene items as needed
         until the time at which they secure employment
         and begin earning money . This shall not extend
         past 60 days after they become employed. After
         the 60 day time frame they will no longer be
         issued state items but will become responsible
         for purchasing their own clothing and personal
         hygiene items.

      d. Authorized Inmate Personal Property - SOP
         IIB0601A01 and Care & Custody SOP IVA01-0030
         supplement the TC’S authorized property

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      listing. The Center‘s list takes precedence
      over the statewide inmate list in cases or
      duplication and/or additional items. Residents
      may possess some non-issue items on the inmate
      list, in addition to the items on the Center
      list. Retained state issued items will be
      reviewed for relevance in a Transitional Center
      program.

2. Holding Room:

   a. When a resident must be placed in the holding
      room his/her property will be gathered and
      inventoried by a staff member. The resident's
      property will be divided at this time into two
      categories, the property that the resident can
      have in a state institution and the property
      that is not acceptable in a state institution.
      The property that is acceptable in a state
      institution will be inventoried on the "Inmate
      Property Inventory Form," from SOP IIB06-0002.
      The resident will review and sign this
      inventory of items that can return with him/her
      to a state institution. The resident will also
      review and sign Attachment 3 - Resident
      Property Disposal Agreement. Attachment 3 will
      list the items the resident must send home or
      forfeit. Each officer will sign both forms,
      attesting to the list(s) of the resident's
      property.  Anyone receiving property for the
      resident must also sign the Resident Property
      Disposal Agreement and the property log.

   b. If the resident claims items are missing, the
      resident may file a "Lost or Stolen Property
      Report Form" (see SOP IIB06-0002). An officer
      will complete the form, following the
      procedures described in SOP IIB06-0002.

   c. The Superintendent will determine what basic
      toiletries will be allowed to a resident
      confined to holding room.

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    3. Transfers:

   a. When a resident is transferred to a state
      institution, the property that the resident can
      have in a state institution will be transferred
      with him/her. The resident or the receiving
      institution's representative will sign a copy
      of a completed "Inmate Property Inventory Form"
      (IIB0602A02) to leave at the Transitional
      Center. This signature will indicate the
      transfer of property.

   b. Resident property that is not acceptable in a
      state institution will be left in the property
      storage room for up to thirty (30) days. The
      property must be picked up by someone of the
      resident's choosing or mailed out at his/her
      expense within thirty (30) days or it will be
      destroyed / donated. The Resident Property
      Disposal Agreement, Attachment 3, will be used.

4. Escapes: Upon transfer to the Transitional Center,
   each resident will sign Attachment 4 - "Surrender of
   Property in the Event of Escape". All resident
   property is abandoned should they escape.

   a. An escapee's personal property will be
      inventoried and secured by designated staff as
      soon as possible. The Resident Property
      Disposal Agreement Form (Attachment 3) should
      be utilized.

   b. Perishable property will be destroyed
      immediately. Non-perishable property will be
      stored in the property storage room for up to
      thirty (30) days. If the escapee is recaptured
      within thirty days, he/she will have thirty
      days in which to dispose of the property by
      either having it picked up or mailed out at
      his/her own expense. If the escapee is not
      recaptured within thirty days, the property
      will be deemed abandoned and will be disposed
      of in accordance with GDC SOP IIB06-0003,
      "Disposition of Abandoned Tangible Inmate
      Property."

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    5. Death:

      a. If a resident dies while confined to a
         Transitional Center, his/her personal property
         will be inventoried and secured by designated
         staff using the Resident Property Disposal
         Agreement Form (Attachment 3).

      b. Contact will be made with the appropriate
         family members by staff regarding pick up of
         the property. If after one (1) year, no legal
         claim has been made, the property will be
         offered for public sale under the provisions of
         GDC Rule 125-2-4-.06(e). Procedures for
         conducting public sales can be found in SOP
         IIB06-0003.

C. Property Room: If resident property is stored for any
   reason, the property shall be placed in a cardboard box
   and secured with tape. The box shall then be tagged with
   the Personal Property / Evidence Tag and stored. Each
   facility will maintain a neat and orderly property
   storage room. This room shall be secured at all times.
   No residents will be allowed in the property room except
   for cleaning. They will remain under constant and direct
   observation. Additional precautions will include:

   1. designated staff member shall maintain the
      Property Control Log (see attachment 6). The log
      shall include all the following information
      concerning property placed in the storage room:

      a. Personal property/evidence tag number

      b. Number of boxes

      c. Resident’s name and number

      d. Date received

      e. Reason for storage

      f. Staff member requesting storage

      g. Date of release

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         h. To whom released & signature

         i. Final disposition: mailed, destroyed, returned

      2. A list of staff authorized access to the storage
         room shall be maintained. All entries to the
         property room shall be logged. The log will
         indicated the name, date and time of entry to the
         storage area.

   D. Inventory:  Due to the very nature of Transitional
      Centers, the keeping of a current running inventory of a
      resident's personal property is impossible. Staff will,
      however, perform routine locker searches, etc., on a
      random basis to insure the residents do not exceed
      established limits or possess unauthorized property.
      These searches/ inventories will be logged according to
      standard procedures.

   E. Packages:  Residents are allowed to receive authorized
      personal clothing/property items in packages or to bring
      them in from work/pass as approved by the Superintendent
      or their designee, so as to not create an over abundance
      of property. This is subject to established mail, pass,
      and work procedures.

VII. RECORD RETENTION:

   A. Attachments 1 and 2 of this SOP will be maintained at the
      facility until obsolete and then destroyed.

   B. Attachments 3 & 4 will be placed in the resident’s case
      history file and will be maintained according to the
      official retention schedule for Resident’s Case History
      Files.

   C. Upon disposal of property, Attachment 5 will be placed in
      the resident’s case history file and will be maintained
      in compliance with the case history retention schedule.

   D. Attachment 6 shall be maintained for one (1) year and
      then destroyed.