SOP 220.04: Offender Orientation

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Orientation|Policy Name:Offender Orientation|Policy Name:Offender Orientation|
|Policy Number: 220.04|Effective Date: 8/19/2020|Page Number: 1 of 6|
|Authority:
Commissioner|Originating Division:
Inmate Services Division|Access Listing:
Level I: All Access|

I. Introduction and Summary: All offenders will be provided a formal orientation

upon intake and admission to all Georgia Department of Corrections (GDC) facilities.
All offenders will undergo a thorough screening and assessment at the time of
admission or transfer and receive a thorough orientation to the facility’s procedures,
rules, programs and services.

II. Authority:

A. Ga. Comp. R. & Regs. 125-3-2-.02;

B. GDC Standard Operating Procedures (SOPs): 210.04 Inmate-Probation Boot

Camp Rights and Standards, and 212.01 Pre-Admission Orientation, 213.04
Detainee Orientation and Handbook, and 215.18 Resident Classification; and

C. ACA Standards: 2-CO-3C-01, 5-ACI-5A-04 (ref. 4-4288), 5-ACI-5A-05 (ref. 4
4290), 5-ACI-5A-06 (Ref. 4-4292), 5-ACI-5B-05 Ref. 4-4299), 5-ACI-3C-03
(ref. 4-4228), 5-ACI-3D-09 (ref. 4-4281-1), 5-ACI-7D-15 (Ref. 4-4499), 5-ACI1E-01 (Ref. 4-4095),

III. Definitions:

Prison Rape Elimination Act (PREA) - An Act established to support the
prevention and elimination of sexual assault in U.S. correctional agencies. PREA
addresses both offender to offender sexual assault and staff to offender sexual assault.
This federal law applies to all public and private institutions that house adult and
juvenile offenders and is also relevant to community-based agencies.

IV. Statement of Policy and Applicable Procedures:

Each permanent facility will develop an Admissions and Orientation (A&O) process
to ensure that, upon assignment, all offenders receive formal orientation to the facility
in accordance with the following guidelines:

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Orientation|Policy Name:Offender Orientation|Policy Name:Offender Orientation|
|Policy Number: 220.04|Effective Date: 8/19/2020|Page Number: 2 of 6|
|Authority:
Commissioner|Originating Division:
Inmate Services Division|Access Listing:
Level I: All Access|

A. Staff Responsibilities:

1. The Deputy Warden of Care and Treatment/Assistant Superintendent will be

responsible for the development and oversight of the A&O process and will
assign a member of the counseling staff to the day-to-day operation.

2. The A&O Counselor will screen the institutional file and SCRIBE for each

assigned offender within seventy-two (72) hours of arrival to identify any
special need(s) that require the attention of staff. Referrals will be made to
appropriate staff/departments upon discovery of such need(s).

3. Offenders will be given information via the offender handbook upon arrival

or within twenty-four (24) hours of arrival. The handbook will include the
following information:

a. Facility address/phone number;

b. Directions to the facility and information about local transportation;

c. Days and hours of visitation;

d. Approved dress code and identification requirements for visitors;

e. Items authorized in visitation;

f. Special rules for children; and

g. Authorized items that visitors may bring to give to the offender (for

example funds, pictures) and special visitation procedure.

4. The A&O Counselor will provide case management and other counseling

services, as needed, to all A&O offenders until assignment is made to a
“permanent” counselor. It is the responsibility of the Classification

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Orientation|Policy Name:Offender Orientation|Policy Name:Offender Orientation|
|Policy Number: 220.04|Effective Date: 8/19/2020|Page Number: 3 of 6|
|Authority:
Commissioner|Originating Division:
Inmate Services Division|Access Listing:
Level I: All Access|

Committee to ensure that all offenders are assigned to a permanent counselor
within the seven (7) days of arrival to their permanent facility.

5 . All detainees at a Probation Detention Center will complete a formal

orientation as outlined in SOP 213.04. Each PDC will also develop and
prepare a detainee handbook as outlined in SOP 213.04.

6. All residents at a Transitional Center will complete a formal orientation as

outlined in SOP 215.18. Each Center will develop an orientation program and
handbook as outlined in SOP 215.18.

B. Offender Orientation Guidelines:

1. Orientation sessions will include:

a. GDC Rules and Regulations;

b. Facility Rules and Regulations/Procedures;

c. Facility Departments - staff responsibilities;

d. Access to programs and services;

e. Classification, Disciplinary, and Grievance Procedures;

f. Offender Rights:

i) Right to Know;

ii) PREA; and

iii) Legal Library;

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Orientation|Policy Name:Offender Orientation|Policy Name:Offender Orientation|
|Policy Number: 220.04|Effective Date: 8/19/2020|Page Number: 4 of 6|
|Authority:
Commissioner|Originating Division:
Inmate Services Division|Access Listing:
Level I: All Access|

g. Offender Privileges;

h. Assistance with social security and birth certificate applications;

i. A medical, dental, and mental health screening (if applicable);

j. Personal hygiene - Offenders are required to:

i) Trim and maintain head and facial hair in a clean and neat manner to

help maintain facility safety or security;

ii) Ensure hair length meets safety, health, and OSHA guidelines related

to specific job assignments (e.g., industries and food services);

iii) Ensure fingernails are kept at a length that does not present safety or

security concerns; and

iv) Offenders must shower and are afforded the opportunity at least three

times per week or daily; Offenders with specific job assignments (e.g.,
food, medical, or industrial services) shall adhere to a daily showering
schedule.

k. Assistance to offenders on how to notify their next of kin and families of

admission to facility;

l. Program and Treatment Completion Certificate; and

m. All other items on Orientation Checklist.

2. Staff representatives from each Department in the facility will participate in

the development of the Offender Orientation to ensure that a complete
overview of the facility’s operation is included.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Orientation|Policy Name:Offender Orientation|Policy Name:Offender Orientation|
|Policy Number: 220.04|Effective Date: 8/19/2020|Page Number: 5 of 6|
|Authority:
Commissioner|Originating Division:
Inmate Services Division|Access Listing:
Level I: All Access|

3. New offenders will receive new orientation materials and/or translations in

their own language, and disabled offenders will be offered appropriate
accommodations, such as sign language interpreters and copies of materials
in larger fonts, as provided in SOP 103.63. Facility management will review
and update the handbook annually for accuracy and completeness.

4. The A&O Counselor will provide offenders who have limited literacy skills

the assistance needed to help them understand the documents.

5. Each offender shall be given a Program and Treatment Completion brochure.

6. Offenders that are newly assigned to segregation within the time frame of the

orientation process will be provided with the information in written format.

7. Each offender will sign Attachment 1, Offender Orientation Checklist, at the

conclusion of the orientation session. The checklist will be filed in the
offender’s institutional file and retained in accordance with the retention
schedule for the file.

8. The facility must complete an intake information form for each newly

admitted offender that includes the basic date necessary to facilitate a
continuous program for the offender. The information on the form is
preliminary and can be expanded to meet the needs of individual facilities.
The form should include at minimum:

a. Name;

b. Address;

c. Social Security Number;

d. Date of Birth;

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Offender Orientation|Policy Name:Offender Orientation|Policy Name:Offender Orientation|
|Policy Number: 220.04|Effective Date: 8/19/2020|Page Number: 6 of 6|
|Authority:
Commissioner|Originating Division:
Inmate Services Division|Access Listing:
Level I: All Access|

e. Sex;

f. Race or ethnic origin;

g. Whom to notify in case of emergency;

h. Date information gathered;

i. Name of referring agency or committing authority;

j. Social history where available;

k. Special medical, dental and mental health problems or needs;

l. Personal physician, if applicable;

m. Legal status, including jurisdiction, length and conditions of placement;

and

n. Signature of both interviewee and employee gathering information.

V. Attachments:

Attachment 1: Offender Orientation Checklist

VI. Record Retention of Forms Relevant to this Policy:

Upon completion, Attachment 1 shall be placed in the offender’s institutional file and
maintained per the official retention schedule for that file.