SOP 227.04: Offender and Staff Communications Committee

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender and Staff Communications Committee|Policy Name:Offender and Staff Communications Committee|Policy Name:Offender and Staff Communications Committee|
|Policy Number: 227.04|Effective Date: 5/1/2020|Page Number: 1 of 4|
|Authority:
Commissioner
|Originating Division:
Facilities Operations
|Access Listing:
Level II: Required Offender
Access
|

I. Introduction and Summary:

To promote positive communication between facility management and offenders, each
facility will establish an Offender and Staff Communication Committee (OSCC).
While informal lines of communication are available, there exists a need for selected
representatives of the offender population to discuss mutual problems and general
concerns with the facility administrative staff on a regularly scheduled basis. This
policy applies to all state, county, and private facilities and all centers.

II. Authority:

ACA Standards: 5-ACI-1A-16 (ref. 4-4016), 5-ACI-5C-02 (ref. 4-4314), 4-ALDF4A-05, and 4-ACRS-7D-36.

III. Definition:

Dormitory Representative - An offender selected to represent his/her assigned
dormitory.

IV. Statement of Policy and Applicable Procedures:

A. Offender participants are to represent the views of offenders in general and not

those of the individual. Committee meetings are to be conducted in a professional
manner ensuring all participants are treated with respect and dignity. The
committee will meet on a monthly basis.

B. The Offender and Staff Communications Committee should:

1. Provide opportunities for offenders to raise matters of concern with facility

management in relation to policy or operational issues;

2. Promote offender ideas to improve the quality of daily living within the facility

for both offenders and visitors;

3. Act as a channel of communication between offenders, management, and staff

to promote positive interactions;

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender and Staff Communications Committee|Policy Name:Offender and Staff Communications Committee|Policy Name:Offender and Staff Communications Committee|
|Policy Number: 227.04|Effective Date: 5/1/2020|Page Number: 2 of 4|
|Authority:
Commissioner
|Originating Division:
Facilities Operations
|Access Listing:
Level II: Required Offender
Access
|

4. Provide a forum to inform and educate offenders regarding changes to

operations or routines;

5. Assist in reducing conflicts; and

6. Assist in the development and/or implementation of initiatives for the facility

where appropriate.

C. The Offender and Staff Communications Committee will:

1. Not be a decision-making forum; and

2. Not be a forum for the raising of individual grievance issues which should be

resolved through other processes.

D. The Executive Committee will consist of:

1. Warden/Superintendent;

2. Deputy Wardens/Assistant Superintendents;

3. Unit Managers; and

4. Any other department head(s) deemed appropriate to the various facility

missions.

E. The Offender Committee will consist of:

1. One representative and an alternate from each general population housing

dormitory.

2. The Warden/Superintendent will have an option to add additional members to

represent sub-groups within the population, for example, wheelchair bound
offenders or minority ethnic groups.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender and Staff Communications Committee|Policy Name:Offender and Staff Communications Committee|Policy Name:Offender and Staff Communications Committee|
|Policy Number: 227.04|Effective Date: 5/1/2020|Page Number: 3 of 4|
|Authority:
Commissioner
|Originating Division:
Facilities Operations
|Access Listing:
Level II: Required Offender
Access
|

F. Offenders will forward nominations for the Offender Committee to their counselor

who will then forward to the Warden/designee. The nominations must receive a
recommendation from the counselor/unit manager prior to being forwarded to the
Executive Committee for formal approval. Offenders must meet the following
criteria to be considered for service on the committee:

1. Offenders must have at least six (6) months remaining on their sentence;

2. Offenders must have clear conduct for the last six (6) months;

3. Offenders must be housed at the facility for at least six (6) months;

4. Offenders will be permitted to serve a maximum of twelve (12) months on the

committee. After twelve (12) months, the offender should be re-nominated if
he/she is to consider serving;

5. Offenders must not be an active associate of a criminal organization; and

6. Members may be removed if their actions within the facility are determined to

pose a threat to the security of the operation.

G. Offenders will forward questions to be addressed at the next meeting to the

Warden/Superintendent’s Office two (2) weeks in advance. The Executive
Committee will review these questions/concerns and be prepared to discuss them
at the next meeting. Dormitory Representatives will submit no more than five (5)
questions per month.

H. Minutes:

1. Minutes must be taken for each meeting by a member of the Executive

Committee.

2. Minutes are to be posted on notice boards within the facility for review by the

offenders/staff and shall remain until the next monthly meeting and then be
removed.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender and Staff Communications Committee|Policy Name:Offender and Staff Communications Committee|Policy Name:Offender and Staff Communications Committee|
|Policy Number: 227.04|Effective Date: 5/1/2020|Page Number: 4 of 4|
|Authority:
Commissioner
|Originating Division:
Facilities Operations
|Access Listing:
Level II: Required Offender
Access
|

3. All minutes will also be available in the offender library.

V. Attachments: None.

VI. Record Retention of Forms Relevant to this Policy: None.