SOP 401.01: Offender Clothing Management and Standard Issue

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|
|Policy Number: 401.01|Effective Date: 06/09/2022|Page Number: 1 of 12|
|Authority:
Commissioner
|Originating Division:
Executive Division (Office of
Professional Development,
Care & Custody, OPD)|Access Listing:
Level II: Required Offender
Access|

I. Introduction and Summary:

It shall be the policy of the Georgia Department of Corrections to provide all Offenders
with state issued clothing, Bedding, Linens, and personal hygiene items, as
appropriate. Items will be provided in suitable condition for the needs of each
Offender.

II. Authority:

A. Standards for Adult Correctional Institutions, with 2014 Standards Supplement: 4
4163, 4-4335, 4-4336, 4-4340, and 4-4342.

B. Standards for Adult Correctional Institutions, 5th edition, with 2014 and 2016

Standards Supplement: 5-ACI-5D-07, 5-ACI-5D-08, 5-ACI-5D-12, 5-ACI-5D14, and 5-ACI-2E-09.

C. Standards for Adult Community Residential Services, 4th edition, with 2014 and

2016 Standards Supplement: 4-ACRS-4B-01 and 4-ACRS-4B-04.

D. Standards for Adult Local Detention Center, 4th edition, with 2014 and 2016

Standards Supplement: 4-ALDF-2A-26, 4-ALDF-4B-02, 4-ALDF-4B-03, 4ALDF-4B-04, 4-ALDF-4B-05, and 4-ALDF-4B-06.

III. Definitions:

A. CAPTIVA - Georgia Department of Corrections (GDC) Intranet.

B. SCRIBE Care and Custody Module - A specific CAPTIVA based software

system module with restricted access that is used to record and maintain the
Offender/detainee clothing record, staff clothing record, a facility's inventory of
Offender/detainee clothing, Bedding and supplies, and a facility’s inventory of
security supplies and equipment.

C. Bedding - At a minimum, one mattress and one pillow.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|
|Policy Number: 401.01|Effective Date: 06/09/2022|Page Number: 2 of 12|
|Authority:
Commissioner
|Originating Division:
Executive Division (Office of
Professional Development,
Care & Custody, OPD)|Access Listing:
Level II: Required Offender
Access|

D. Central Care and Custody - The office of Care and Custody Manager and

Business Manager.

E. Linens - At a minimum, two sheets, one pillowcase, and sufficient blankets to

provide comfort under existing temperature controls.

F. Serviceable - Any Offender/detainee clothing or supply item that can be issued to

an Offender/detainee and meet the needs of the Offender/detainee.

G. Unserviceable - Any Offender/detainee clothing or supply item that cannot be

reused, reissued, or repaired to meet the needs of any Offender.

H. Offender - Any incarcerated individual housed in a GDC facility.

I. Offender Supply Personnel - Any employee who has responsibility over the

warehousing, issuing, and control of Offender supply items.

IV. Statement of Policy and Applicable Procedures:

A. Inventory Management:

1. All Offender supply items purchased by Care and Custody must be correctly

labeled, counted, and arranged by the item’s description, size, and separated
by “new” and “used.”

2. All warehouse shelving should be clearly labeled, neatly arranged, and

organized to simplify physical inventory counts. Shelved inventory should be
rotated based on the First-In/First-Out method.

3. All Offender supply items purchased by Care and Custody must be secured

with limited access.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|
|Policy Number: 401.01|Effective Date: 06/09/2022|Page Number: 3 of 12|
|Authority:
Commissioner
|Originating Division:
Executive Division (Office of
Professional Development,
Care & Custody, OPD)|Access Listing:
Level II: Required Offender
Access|

4. Only authorized personnel shall be allowed access to the Offender supply area.

5. All personnel with authorized access to the Offender supplies must be trained

and must follow all procedures set forward by Care and Custody regarding the
issuance and warehousing of Offender supply items.

6. All inventory transactions must be entered in the SCRIBE Care and Custody

Module.

7. All used, Serviceable, inventory items collected from departing Offenders,

facility shakedowns, and unclaimed laundry should be returned as used
inventory in the SCRIBE Care and Custody Module.

8. All items deemed Unserviceable must be documented in the SCRIBE Care and

Custody Module at the time of destruction. The items to be destroyed must be
cut or shredded, either used for rags at the facility or taken to the landfill.

9. The SCRIBE Care and Custody Module manual can be found on CAPTIVA

under the link: Tech Support & Downloads>SCRIBE User Application
Manual>Care & Custody.

B. Standard Issue:

1. All Offenders should possess the Standard Issue as determined by Care and

Custody. This Standard Issue should meet the needs of each Offender in
relation to their designated facility assignment and be an efficient use of Care
and Custody items.

2. Detailed item listings, with quantities for each Care and Custody Standard

Issue type pertaining to this policy, shall be posted on CAPTIVA. These
Standard Issue quantities are for GDC items only; they may be more restrictive
than the personal property quantities set forth by Facility Operations.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|
|Policy Number: 401.01|Effective Date: 06/09/2022|Page Number: 4 of 12|
|Authority:
Commissioner
|Originating Division:
Executive Division (Office of
Professional Development,
Care & Custody, OPD)|Access Listing:
Level II: Required Offender
Access|

3. All items issued must meet the standard of Serviceable and be in good repair.

4. To reduce the cost basis per Offender, GDC personnel should issue Serviceable

used items whenever possible. A “Lost in Laundry” clothing request should be
filled with a USED item only. If no used item is available, the item(s) should
be backordered and issued when used is available.

5. All items removed from inventory must be notated in the SCRIBE Care and

Custody Module as issued to an Offender or Cost Center within 24 hours of
the physical removal.

C. Diagnostic Facility Transfer Procedure:

1. Upon an Offender’s arrival at a diagnostic facility, he or she should be sized

and given the items necessary for the diagnostic processing. See CAPTIVA for
issue quantities.

2. All items being issued must be notated in the SCRIBE Care and Custody

Module as being issued to an Offender or Cost Center.

3. Replacement of items during the diagnostic process should be handled as any

other replacement procedure, as defined in Care and Custody Standard
Operating Procedures.

4. When an Offender arrives at a diagnostic facility, he/she should be sized and

measured for his or her full clothing issue (waist size, shoe size, shirt size, and
underwear size).

5. These measurements are to be recorded in the SCRIBE Care and Custody

Module. A transfer package based on these sizes should be assembled and
stored for the Offender’s transfer to their permanent facility. All items are to

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|
|Policy Number: 401.01|Effective Date: 06/09/2022|Page Number: 5 of 12|
|Authority:
Commissioner
|Originating Division:
Executive Division (Office of
Professional Development,
Care & Custody, OPD)|Access Listing:
Level II: Required Offender
Access|

be stored in the Offender’s laundry bag labeled with the Offender's name and
GDC number. See CAPTIVA for quantities (to include seasonal items).

6. All items in the clothing package should be labeled according to the SCRIBE

Care and Custody Module labeling system.

7. The transfer package must be stored in a secured area with access limited to

Offender Supply Personnel and transfer personnel.

8. On the day of an Offender's transfer, the clothing package should be placed in

the ID area by the Offender Supply Personnel or transfer personnel. At no time
should any Offender have access to the names or GDC numbers of the
Offenders being transferred. The ID officer will generate an Offender Clothing
Transfer Form and put it in a sealed envelope to be forwarded to the receiving
transfer officer.

9. Diagnostic Offenders who are not transferred to a Department of Corrections

State Prison i.e., transfers to county facilities, transitional centers, etc. should
be transferred in one set of coveralls. The one set of clothing previously prepackaged should be returned to the diagnostic facility's inventory and entered
on the SCRIBE Care and Custody Module as used inventory.

10. Diagnostic items not listed on CAPTIVA should be collected and returned to

the diagnostic facility's inventory for reissue.

D. Receiving Diagnostic Offenders:

1. Offenders arriving from a diagnostic facility should arrive with clothing, as

specified by Care and Custody. See CAPTIVA for quantities.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|
|Policy Number: 401.01|Effective Date: 06/09/2022|Page Number: 6 of 12|
|Authority:
Commissioner
|Originating Division:
Executive Division (Office of
Professional Development,
Care & Custody, OPD)|Access Listing:
Level II: Required Offender
Access|

2. The Offender Supply Personnel must verify all sizes for the Offender then pull,

label, and record in the SCRIBE Care and Custody Module, all items necessary
to bring them up to the Basic Issue Standard.

3. Every effort should be made to meet this standard with used Serviceable Items

to reduce the cost per Offender at the facility.

E. Replacement of Offender Clothing Items:

1. At no time should the replacement of clothing be viewed as an entitlement or

right of the Offender. Clothing should be replaced only when deemed
Unserviceable.

2. Offenders requesting clothing must complete an Offender Clothing Request

Form and submit the form to the Offender Supply Personnel.

3. Items being replaced should accompany the Offender Clothing Request Form

or have signed verification that the item is lost or stolen. Replacements are on
a one-for-one basis only. This includes all items.

4. Offender Supply Personnel should inspect all items and determine the

legitimacy of the request.

5. If replacement is warranted, a pull sheet and labels must be created in the

SCRIBE Care and Custody Module. No items are to be issued without a pull
sheet and the necessary labeling.

6. Verification of lost or stolen item(s) should be performed by an inspection of

the Offender’s living area by second shift security personnel. Security
personnel should sign the Offender Clothing Request Form verifying the items
were lost. This form should be returned to the Offender Supply Personnel
before the item is replaced. All “lost in laundry” clothing requests should be

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|
|Policy Number: 401.01|Effective Date: 06/09/2022|Page Number: 7 of 12|
|Authority:
Commissioner
|Originating Division:
Executive Division (Office of
Professional Development,
Care & Custody, OPD)|Access Listing:
Level II: Required Offender
Access|

replaced with used only. If no used is available, the item(s) should be
backordered and issued when used is available.

7. All items deemed Unserviceable must be documented in the SCRIBE Care and

Custody Module at the time of destruction. The items to be destroyed must be
cut or shredded, either used for rags at the facility or taken to the landfill.

8. If replacement is denied, the reason for the denial should be noted on the

Offender Clothing Request Form and the form returned to the Offender.

9. Replacement items must be labeled and bagged with the Offender Clothing

Request Form and the pull sheet generated by the SCRIBE Care and Custody
Module.

10. The pull sheet must be signed by the Offender and returned to the Offender

Supply Personnel.

11. The complete package must be forwarded to the Offender.

12. All signed pull sheets must be kept on file by the Offender Supply Personnel.

13. Offenders should have access to the Offender Clothing Request Forms as

needed.

F. Facility to Facility Offender Transfers (including Private, County and

Transitional facilities):

1. Upon notification of an Offender's transfer, an Offender Clothing Transfer

Form should be initiated in the ID section.

2. All state property items must be collected from the Offender except for items

listed on the Offender Clothing Transfer Form. (See CAPTIVA for quantities).

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|
|Policy Number: 401.01|Effective Date: 06/09/2022|Page Number: 8 of 12|
|Authority:
Commissioner
|Originating Division:
Executive Division (Office of
Professional Development,
Care & Custody, OPD)|Access Listing:
Level II: Required Offender
Access|

3. The transfer personnel must verify the items transferring with the Offender.

4. All excess clothing must be collected, accounted for, and returned to the

Offender Supply Personnel for processing.

5. The Offender Supply Personnel must visually inspect the items being returned

and forward all items deemed Serviceable to the laundry for cleaning.

6. All items deemed Unserviceable must be documented in the SCRIBE Care and

Custody Module at the time of destruction. The items to be destroyed must be
cut or shredded, either used for rags at the facility or taken to the landfill.

7. Once the cleaned Serviceable Items are returned to the Offender Supply

Personnel, they must be entered as used inventory in the SCRIBE Care and
Custody module and stored in the Offender supply area.

G. Facility to Facility Offender Arrivals:

1. Offender Supply Personnel should be notified of the Offender’s arrival at the

ID section.

2. The ID personnel must verify the quantities listed on the Offender Clothing

Transfer Form.

3. The verified Offender Clothing Transfer Form is given to the Offender Supply

Personnel.

4. The Offender Supply Personnel must verify all sizes for the Offender then pull,

label, and enter in the SCRIBE Care and Custody Module all items necessary
to bring them up to the Basic Issue Standard as listed on CAPTIVA.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|
|Policy Number: 401.01|Effective Date: 06/09/2022|Page Number: 9 of 12|
|Authority:
Commissioner
|Originating Division:
Executive Division (Office of
Professional Development,
Care & Custody, OPD)|Access Listing:
Level II: Required Offender
Access|

5. The pull sheet must be verified, signed by the Offender, and returned to the

Offender Supply Personnel.

6. All signed pull sheets must be kept on file by the Offender Supply Personnel.

H. Replacement of Personal Hygiene Items:

1. At no time should the issuing of any Offender personal hygiene item be viewed

as an entitlement or right of the Offender.

2. The standard maximum replacement rate for all hygiene items are listed on

CAPTIVA.

3. The local operating policy and procedure for the scheduling of replacement

personal hygiene items must be published and given to each control room
officer and Offender Supply Personnel.

4. Personal hygiene items should be replaced only when the Offender has

demonstrated that he/she needs the item. There should be a one for one
replacement procedure in place at the local level. For example, to receive a
tube of toothpaste, the Offender should provide the previously issued tube,
empty, to the control room officer.

5. The control room officer will determine the quantity and type of supplies

needed for each control room and request the supplies from the Offender
Supply Personnel.

6. The request will be filled by the Offender Supply Personnel. The control room

officer or a designated representative must then pick up the filled order and
sign the SCRIBE Care and Custody Module generated pull sheet to
acknowledge the order. Any items not issued to an Offender, must be collected
and returned to Offender Supply Personnel. Offender Supply Personnel will

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|
|Policy Number: 401.01|Effective Date: 06/09/2022|Page Number: 10 of 12|
|Authority:
Commissioner
|Originating Division:
Executive Division (Office of
Professional Development,
Care & Custody, OPD)|Access Listing:
Level II: Required Offender
Access|

receive the personal hygiene items as used in the SCRIBE Care and Custody
Module.

7. The supply items will be issued according to the Local Operating Procedure to

the requesting Offenders.

8. The Offender Supply Personnel will maintain all signed pull sheets.

I. Private Prison to Facility:

1. The Offender Supply Personnel should be notified of Offender’s arrival at the

ID section.

2. The Offender Supply Personnel must verify all sizes for the Offender then pull,

label, and record in the SCRIBE Care and Custody Module all items needed to
bring them up to the Basic Issue Standard as specified on CAPTIVA.

3. Every effort should be made to meet this standard with used Serviceable Items

to reduce the cost per Offender at the facility.

4. The pull sheet must be verified and signed by the Offender then returned to the

Offender Supply Personnel.

5. All signed pull sheets must be kept on file by the Offender Supply Personnel.

J. Transfers to Detention Centers:

1. The Offender should be transferred to the detention center with clothing as

outlined in standard issues published on CAPTIVA.

2. The Offender Supply Personnel must visually inspect the items being returned

and forward all items deemed Serviceable to the laundry for cleaning.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|
|Policy Number: 401.01|Effective Date: 06/09/2022|Page Number: 11 of 12|
|Authority:
Commissioner
|Originating Division:
Executive Division (Office of
Professional Development,
Care & Custody, OPD)|Access Listing:
Level II: Required Offender
Access|

3. All state property items should be collected from the Offender except for items

listed on Offender Clothing Transfer Form. (See CAPTIVA for quantities).

K. Transfer of a Medical Transient:

1. Upon notification of a male Offender’s transfer to Augusta State Medical

Prison (ASMP) as a medical transient, all state property (excluding items being
worn) must be inventoried and stored in a secure location until Offender
returns.

2. The medical transient must be transferred wearing one outfit.

3. Upon a transient’s arrival at ASMP, he will be required to return clothing and

will be given clothing and supplies as outlined on CAPTIVA.

4. Clothing items that the transient arrived with will be inventoried and placed in

an orange laundry bag and stored in a secure location until the transient
transfers back to his assigned facility.

5. While housed at ASMP, transients will exchange clothing three times per

week. The specified clothing will be stamped “Medical Transient.”

6. Upon a medical transient departure, he will turn in specified “Medical

Transient” clothing and receive the orange laundry bag containing the clothing
he arrived in.

L. Transfer Out-to-Court:

1. Upon notification of an Offender’s transfer to a county facility for a court

appearance, all state property (excluding items being worn) must be
inventoried and stored in a secure location until the Offender returns.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|Policy Name:Offender Clothing Management and Standard Issue|
|Policy Number: 401.01|Effective Date: 06/09/2022|Page Number: 12 of 12|
|Authority:
Commissioner
|Originating Division:
Executive Division (Office of
Professional Development,
Care & Custody, OPD)|Access Listing:
Level II: Required Offender
Access|

V. Attachments:

See CAPTIVA (GDC Intranet Home Page) for all current issue standards and forms.

VI. Record Retention of Forms Relevant to this Policy:

Upon completion, all forms related to this policy shall be maintained for three (3)
years then destroyed.