SOP_NUMBER: 101.08
TITLE: Contacts Concerning Inmates
REFERENCE_CODE: IG01-0005
DIVISION: Executive
TOPIC_AREA: 101 Policy-Legal Services
EFFECTIVE_DATE: 2002-09-03
WORD_COUNT: 635
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/105661
URL: https://gps.press/sop-data/101.08/

SUMMARY:
This policy requires all GDC personnel to document any contact from outside persons (other than the inmate) who request an inmate's transfer to another facility or a change in the inmate's status or assignment. Personnel must complete the O.C.G.A. § 42-5-13 Contact Form and forward it to a designated agent for posting on the Department's public website. The form and supporting documentation are then placed in the inmate's administrative file.

KEY_TOPICS: inmate contacts, inmate transfers, status change requests, O.C.G.A. § 42-5-13, contact documentation, public website posting, third-party requests, inmate assignment changes, administrative files, transparency

ATTACHMENTS:
  1. Inspector General Contact Form (IG01-0005, Attachment 1)
     URL: https://gps.press/sop-data/101.08-att-1/

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FULL TEXT:
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|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**`Functional Area: `**<br>`POLICY & EXECUTIVE`<br>`PROCEDURE/LEGAL OFFICE`|**`Reference Number: `**<br>`IG01-0005`|**`Revises`**<br>**`Previous`**<br>**`Effective Date:`**<br>`NEW`|
|**`Subject:`**<br>`CONTACTS CONCERNING INMATES`|||
|**`Authority:`**<br>`WETHERINGTON/AMIDEO`|**`Effective Date:`**<br>`9/03/02`|`Page`**`1`**` of`<br>**`3 `**|

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I. POLICY:

   It is the policy of the Georgia Department of Correction for
   all personnel to document, in accordance with O.C.G.A § 42-5   13 and 125-2-1-.01, a contact by any person(s)(other than the
   inmate) requesting the transfer of an inmate from one facility
   to another or to affect a change of status and assignment of
   the inmate within the facility.

II. APPLICABILITY:

   All personnel operating under the jurisdiction of the Georgia
   Board of Corrections to include state prisons, county
   correctional institutions, centers, offices and private
   prisons.

III. RELATED DIRECTIVES:

   A. O.C.G.A.: § 42-5-13

   B. G.D.C. Board Rules: 125-2-1-.01

   C. GDC-SOPs: IL01-0001, IIA07-0002

IV. DEFINITIONS:

   A. Contact(ed): Communicated with by any means including,
      but not limited to, speaking by telephone, mail, e-mail,
      facsimile, or in person.

   B. Inmate:  For the purposes of this procedure any offender
      housed in a facility under the jurisdiction of the
      Georgia Board of Corrections. This includes public and
      private prisons, county correctional institutions,
      transitional centers, diversion centers, detention

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      centers, revocation centers, boot camps, and substance
      abuse treatment centers.

V. ATTACHMENTS:

    Attachment 1 - O.C.G.A. § 42-5-13 Contact Form

VI. PROCEDURE:

   A. Any employee who is contacted by any person (other than
      the inmate) requesting any action to transfer an inmate
      from one facility to another or to affect the status and
      assignment of an inmate within the facility must record
      such request on the O.C.G.A. § 42-5-13 Contact Form (see
      attachment 1). If the matter is forwarded to other
      employee(s) for response or action, the Contact Form
      shall be forwarded to such employee(s) for completion.

   B. The O.C.G.A. § 42-5-13 Contact Form (attachment 1) has a
      space for listing those individuals who have requested an
      inmate transfer or a change in status and assignment.
      Only those individuals making such a request will be
      listed on the form and posted on the Department’s public
      website. Hence, requests received from third party
      citizens, legislators, the Attorney General, Lt. Governor
      or Governor, for example, which do not contain such
      request for action by the third party making contact,
      will list the original person making the request as the
      requesting person. If the third party making the contact
      also requests the action, then both the third party and
      the originator of the request will be listed on the
      O.C.G.A. § 42-5-13 Contact Form (attachment 1)

   C. Upon completion of Departmental action or response to the
      contact, the Contact Form shall immediately be forwarded
      to a designated agent for posting on the Department’s
      Public Website.

   D. Any documentation of the request will be attached to the
      O.C.G.A. § 42-5-13 Contact Form (attachment 1) which will
      then be forwarded for inclusion in the inmate’s
      institutional administrative file (if posted by field
      staff) or in the inmate’s central office administrative
      file (if posted by central office staff).

```

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   E. Questions regarding requirements and interpretation of
      this procedure will be made to the Department’s Legal
      Office.

VII. RETENTION SCHEDULE:

   Attachment 1 – The retention of the documents placed in the
   institutional/central office administrative file will be in
   accordance with the respective schedule governing that file.

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