COMMUNICATIONS E-105 FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: INMATE-STAFF COMMUNICATIONS NO: E-105
FILE: COMMUNICATIONS
EFFECTIVE DATE: 08-10-92 REVISED: 12-25-94, 11-01-96, 02-01-98, 10-01-00
11-01-05, 08-18-16, 07-01-18
AUTHORITY: Sheriff M. Mims APPROVED BY: Assistant Sheriff T. Gattie
REFERENCE: Fresno County Administrative Officer's Management Directives, Section
110, 28 Code of Federal Regulations 115.33; and Hall, et al. v. County of
Fresno, 1-11-CV-02047-LJ O-BAM (2015).
PURPOSE:
The purpose of this policy is to enhance security, safety, and orderly facility operations by
encouraging and requiring informal direct and written contact among staff and inmates.
POLICY:
It is the policy of the Fresno County Sheriffs Office Jail Division to allow and encourage
inmates to communicate and present oral and written questions, requests, or concerns to
staff in accordance with established procedures.
It is the policy of the Fresno County Sheriffs Office Jail Division to facilitate the written
exchange of information between staff and inmates through the use of a standard Inmate
Request Form (J-146). Medical, dental and mental health service requests shall be made
in writing, utilizing a Health Services Request Form. Exceptions shall be made when the
request involves the need for immediate medical attention, or involves the personal safety
of staff, inmates, or the public. Supplies of blank request forms shall be maintained in
appropriate numbers on the housing floors and provided to all inmates upon request.
It is the policy of the Fresno County Sheriffs Office Jail Division that all Inmate Request
Forms shall be reviewed, processed and/or routed to the designated area prior to the end
of each shift.
It is the policy of the Fresno County Sheriffs Office Jail Division that interactions between
staff and inmates will be professional and appropriate at all times. Inmates shall not be
subjected to discriminatory treatment on the basis of race, religious creed, color, national
origin, ancestry, physical disability, mental disability, medical condition,genetic information,
marital status, sex, gender, gender identity, gender expression, age, or sexual orientation.
Staff and inmates must not speak to others using racial/ethnic/gender-related slurs, or
demeaning, threatening, vulgar, or profane language within the facility. Violations may
result in disciplinary action.
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: INMATE-STAFF COMMUNICATIONS NO: E-105
FILE: COMMUNICATIONS
PROCEDURES:
I. INMATE-STAFF COMMUNICATIONS
A. Inmates have frequent opportunities for informal access and interaction
with correctional staff.
B. Inmates are encouraged to address all staff members by their proper title
(e.g., Captain, Lieutenant, Sergeant, Officer, Mr., Ms.) followed by their
last name.
C. Inmates may submit written questions, requests, or concerns to staff,
using an Inmate Request Form. Such informal written requests are not
intended as a substitute for the more formal process specified in the
Inmate Grievance Policy (E-140). However, informal written requests
may be used to resolve informal grievances, as described in that policy.
D. The Inmate Orientation Handbook advises inmates of the procedures to
submit written questions, requests or concerns to appropriate staff, as
well as the availability of assistance to prepare such requests for inmates
with special assistance needs based on disability, illiteracy, or limited use
of English.
E. All staff members shall assist inmates who require special assistance,
when there is an obvious need, or when requested to do so (e.g.,assist in
completing Inmate Request Forms, grievances, and medical requests).
Inmates with communication deficits must be provided with reasonable
accommodations (in addition to staff assistance), to ensure effective
communication between jail staff and inmates. Auxiliary aids which are
reasonable, effective, and appropriate to the needs of inmates with
disabilities shall be provided when simple written or oral communication is
not effective in communicating Jail rules, policies, notices, etc. Such aids
may include bilingual aides, qualified sign language interpreters, readers,
sound amplification devices, captioned television/video text displays,
video and audio broadcasts, Braille materials, large print materials, and
signage. (Refer to D-140/Inmates with Disabilities [ADA INMATES].)
F. Inmates receive information regarding institution rules, regulations and
routines via the Inmate Orientation Handbook and postings in each
housing area. Procedural changes that affect the inmates are routinely
conveyed via electronic messages on the television screens. To ensure
that all inmates are notified and aware (including inmates in
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: INMATE-STAFF COMMUNICATIONS NO: E-105
FILE: COMMUNICATIONS
administrative segregation lockdown cells), the housing security officers
shall ensure that an announcement that conveys the new information is
made during the morning meal.
G. Facility Sergeants shall conduct unannounced, unscheduled visits to each
facility's living and activity areas to informally observe living and working
conditions and encourage informal communication among inmates and
staff. These visits shall be conducted at least three (3) times per shift.
II. INMATE REQUEST FORMS
A. An adequate supply of Inmate Request Forms shall be maintained on
each housing floor and made readily available to the inmates. A supply of
request forms is normally maintained inside each housing unit. Additional
request forms shall be made available upon request.
B. All Inmate Request Forms shall be reviewed as soon as possible, but no
later than one (1) hour from the time of receipt.
C. Inmate requests which involve the need for immediate attention (e.g.,
involves the personal safety of staff, inmates, or the public) shall be
immediately investigated by staff for appropriate action.
D. Requests that can be answered by the floor/security officers shall be
returned to the inmate prior to the end of the shift. If the inmate is
unavailable (e.g., out to court) or asleep, the request form may be
delivered on the following shift.
E. Any Inmate Request Form that cannot be answered by the floor/security
officers shall be routed to appropriate staff prior to the end of the shift.
(Refer to Addendum A for a complete list of requests and form routing
locations.)
F. If an inmate chooses, they may seal the request in an envelope that is
clearly addressed with the staff member's name, title, and/or office to
which the request is to be forwarded.
G. No staff member shall intercept, stop, destroy, delay, or otherwise attempt
to interfere with inmate-staff correspondence.
1. Alterations shall not be made to a request form, unless necessary for
clarification.
2. Sealed envelopes shall not be opened or read by anyone other than
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: INMATE-STAFF COMMUNICATIONS NO: E-105
FILE: COMMUNICATIONS
the addressee.
III. HEALTH SERVICES REQUEST FORMS
A. Medical, mental health, and dental care requests shall be submitted on
Health Services Request Forms. Housing unit officers shall make blank
request forms available to all inmates.
B. Only health care staff shall collect completed Health Services Request
Forms. Completed forms may be submitted utilizing either of the
following methods (as available)-
1. Deposited in a secure "Health Services Request Forms" dropbox.
Locked boxes are available in dorm and open-cell housing units.
Health care staff shall collect completed Health Services Request
Forms at least twice a day.
2. Given directly to medical staff personnel. Health care staff shall pick
up completed request forms directly from inmates in lockdown units
during medication passes twice a day.
C. Any inmate who attempts to submit an emergency medical request to
staff shall be interviewed in person by the floor officer(or present medical
staff) to determine the seriousness, nature, and validity of the request.
1. In the event the request for emergency medical treatment appears to
be valid, or the floor officer cannot determine whether the request
constitutes an emergency, the on-duty Charge Nurse (or present
medical staff) shall be immediately notified.
2. In the event the request is clearly not an emergency (e.g., if an inmate
attempts to expedite a routine request by misrepresenting it as an
emergency), the request form shall be submitted via normal channels
to medical staff.
IV. SCHEDULES, INFORMATION SHEETS AND POSTINGS
A. The following documents shall be posted inside each housing unit and
other appropriate common areas. The housing floor officers shall ensure
that missing or damaged schedules, information sheets and postings are
replaced, as necessary. Required postings include, but are not limited to
the following:
1. Americans with Disabilities Act (ADA) Inmate Notice
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: INMATE-STAFF COMMUNICATIONS NO: E-105
FILE: COMMUNICATIONS
2. Sexual Assault/PREA reporting (also posted in medical rooms, court
holding, gymnasiums, and program classrooms)
3. Visitation schedule (specific to the housing unit)
4. Recreation (gym/yard) schedule (specific to the housing unit)
5. Penal Code 4028 — The Right to Abortion (limited to gymnasiums)
B. To help facilitate the smooth, safe, and secure operation of the housing
units, the security officers shall ensure that the following documents are
posted inside the assigned security station:
1. Visitation schedule
2. Recreation (gym/yard) schedule
3. Laundry schedule
4. Current classification/housing assignment floor plan
C. The Facility Sergeant shall verify the presence of the required postings at
designated locations during the weekly inspections and ensure that any
missing notices/schedules are replaced as soon as possible.
V. AVAILABLE FORMS
A. The following forms shall be maintained on every housing floor and made
available to the inmates:
1. Inmate Request Form (J-146)
2. Health Services Request Form
3. Religious Diet Program Request (J-192)
4. Inmate Grievance Form (J-105A)
5. Inmate Grievance Appeal Form (J-105B)
6. PC 1381 Form (J-82)
7. Pregnancy Services pamphlet (limited to female housing floors)
B. The housing officers are responsible to ensure that a sufficient supply of
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: INMATE-STAFF COMMUNICATIONS NO: E-105
FILE: COMMUNICATIONS
required forms is available at the beginning of each shift. The Facility
Sergeant shall be notified and responsible to replenish any depleted
supplies.
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