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VOLUNTEERS E-480 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: VOLUNTEERS AND SERVICE PROVIDERS NO: E-480 FILE: VOLUNTEERS EFFECTIVE DATE: 06-01-00 REVISED: 02-01-02, 11-01-02, 07-16-20 AUTHORITY: Sheriff M. Mims APPROVED BY: Assistant Sheriff T. Gattie REFERENCE: California Code of Regulations, Title 15, Section 1070. and Fresno County Administrative Officer's Management Directives, Section 110. PURPOSE: The purpose of this policy is to establish the criteria for selection and the rules by which all volunteers and program providers are to abide by while in the service of the Fresno County Sheriff's Office Detention Facilities. POLICY: It is the policy of the Fresno County Sheriffs Office Jail Division to perform criminal background investigations on all persons seeking to enter the facilities for the purpose of conducting official business. All volunteers and program providers must submit an application and pass the background screening process. The criteria for approval, revocation, and appeal shall be the same as that indicated in Jail Division policy D-205 Facility Access: Criteria, Identification and Restrictions [FILE: INMATE ACCESS]). It is the policy of the Fresno County Sheriffs Office Jail Division that all volunteers, religious workers, and program and service providers attend mandatory non-sworn personnel security orientation and training prior to their admittance into any jail facility. PROCEDURES: I. VOLUNTEER SERVICES COORDINATOR A. The position of Volunteer Services Coordinator is established with the purpose of making available and organizing volunteer activities and services from a cross-section of organizations within the community that meet the specific needs of those in custody. The Volunteer Services Coordinator(VSC) shall report directly to the Offender Programs Manager in matters concerning program content, policy, and procedure. Page 1 of 8 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: VOLUNTEERS AND SERVICE PROVIDERS NO: E-480 FILE: VOLUNTEERS B. The Volunteer Services Coordinator shall supervise and coordinate the volunteers and all approved activities within the detention facilities. II. APPLICATION AND SCREENING A. Non-sworn members of the community may be allowed to enter the detention facilities for the purpose of conducting official business in the capacity of volunteer or service provider(henceforth referred to simply as "volunteers"). B. Volunteers must be at least 18 years old. C. All prospective volunteers must complete the application for facility access which consists of a Personal History Statement, confirmation of employment/affiliation, and criminal background check. Fingerprints shall be obtained from all applicants and processed through the California Criminal Information Index (CII). D. All applicants must be approved prior to being granted entrance into the facility. Reasons for denial include, but are not limited to the following- 1. Conviction of any crime involving a dangerous weapon or moral turpitude. 2. Charged, convicted, or under investigation for a felony. 3. Charged or convicted of any crime committed in or at a correctional institution. 4. Incarcerated at any correctional institution within the past eighteen (18) months. Ex-offenders may participate as volunteers, however, they will not be allowed direct contact with inmates. 5. Currently on probation. 6. False, fraudulent or otherwise inaccurate statements or omissions made on the application or during the application process. 7. No valid business for entering the facility. 8. If the applicant's admission would present a threat to institutional security, staff, or inmate safety. Page 2 of 8 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: VOLUNTEERS AND SERVICE PROVIDERS NO: E-480 FILE: VOLUNTEERS III. VOLUNTEER APPLICATION PROCEDURE A. Each prospective volunteer will be given a Guest, Observer, Volunteer, or Non-Employee Agreement Assuming Risk of Injury or Damage Waiver and Release of Claims (i.e., "Waiver form") to complete. (See Addendum A.) B. The prospective volunteer must return the completed form to the VSC, along with a letter of support and recommendation from the community organization or service provider with whom the individual is affiliated. The letter shall be written on the organization/agency's letterhead and include the following information: 1. The length of time the individual has been active and a member in good standing of the organization/agency. 2. The special skills or talents the individual has displayed in the organization/agency that will benefit the inmate population. C. The VSC will contact the community organization or service providerwho wrote the letter of recommendation. The VSC will be responsible to verify the information submitted on the Waiver form and provided in the letter. D. Once the information is verified, the VSC will forward the documents to the Offender Programs Manager who will ensure a local warrant check is performed before proceeding in processing the potential volunteer's application. E. If the prospective volunteer clears the initial warrant check, the VSC will be notified. The VSC will contact the prospective volunteer to schedule an interview. The VSC, along with another designated Offender Programs Unit staff member, will conduct the interview. F. If the prospective volunteer is deemed appropriate through this initial screening process, the VSC will then- 1. Schedule the Live Scan process. 2. Provide a J-154 form (Application for Authorization to Enter the Fresno County Detention Facility)to the volunteer to complete. (See Addendum B.) All J-154 forms provided to prospective volunteers must have "IWF 9080" stamped at the top left corner of the form. Page 3 of 8 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: VOLUNTEERS AND SERVICE PROVIDERS NO: E-480 FILE: VOLUNTEERS IV. ORIENTATION AND TRAINING A. All volunteers who successfully complete the volunteer application process shall be required to attend a mandatory "Non-Sworn Personnel Security Orientation and Training" class prior to their admittance into any Jail facility. The orientation shall include a discussion of the facility/inmate rules pertaining to inmate contact, contraband and security. B. All volunteers are required to attend an annual volunteer skills training class. 1. The VSC will be responsible to contact each volunteer and provide the dates, times, and locations of the training sessions. 2. Volunteers must register for one of the training sessions with the VSC. 3. Upon receipt of the volunteer's training registration, the VSC shall submit the name, date of birth, and driver's license data to the Offenders Programs Manager who will ensure an annual local warrant check is completed for each program volunteer. 4. Volunteers who fail to attend one of the mandated scheduled trainings by the 15t" of December each year shall have their jail access revoked until such a time that they attend the next scheduled training session. Training sessions for those who did not attend the annual sessions scheduled in October and November of each calendar year will be scheduled prior to February 28 of the next calendar year. V. FACILITY ACCESS A. Based upon the facility and programs operational needs and requirements, and the volunteer's experience in the detention facility, the Offender Programs Manager is responsible to determine the level of jail access which will be afforded to the volunteer. B. All volunteers will be issued an identification card which shall be worn at all times while inside the detention facilities. 1. Volunteers who forget or lose their Jail ID cards will not be permitted access into the facility. Page 4 of 8 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: VOLUNTEERS AND SERVICE PROVIDERS NO: E-480 FILE: VOLUNTEERS 2. In order to facilitate replacement of a lost, stolen or misplaced ID card, the volunteer must submit a letter from their supervisor (or in cases where there is no supervisor, submit one themselves) to the VSC. The volunteer will not be allowed access into the facility until a new pass has been issued. 3. Use of the ID card as a means of identification for other than official use will be cause for termination from the volunteer program. At no time shall a volunteer state or imply that he or she is an officer or deputy. All identification cards are the property of the Fresno County Sheriff's Office and must be returned by the volunteer upon termination or resignation. C. A list of local clergy (and lay members) from various religious communities who have been approved for non-contact admittance to the jail facilities is maintained in the G-drive (G/RefMat/Custody/Clergy List). These individuals are not issued Jail ID cards, but they are allowed to perform an unlimited number of non-contact personal visits with inmates. The visits are restricted to 30-minutes and shall be documented via an INTERVIEW event. D. Volunteers who are related (by blood or by marriage) to an individual in custody who they desire to visit shall be referred to the usual visiting procedures utilized by the public. E. Admittance to any detention facility shall be subject to the approval of the facility Watch Commander. VI. PROHIBITED ACTIVITIES A. Under no circumstances shall volunteers bring anything into the facility to give to an inmate that has been acquired from an outside source (e.g., store, restaurant, family, friend, etc.)without the specific prior approval of the Offender Programs Manager or a Watch Commander. B. Volunteers shall not make phone calls to bail bondsmen or attorneys nor shall they recommend a particular bail bondsman or attorney. C. Volunteers are prohibited from fraternizing with, engaging in the servies of, accepting services from, or performing favors for any persons in custody or recently released from the custody of the Sheriff's Office. Page 5 of 8 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: VOLUNTEERS AND SERVICE PROVIDERS NO: E-480 FILE: VOLUNTEERS 1. Under no circumstances shall a volunteer accept any gift, favor or monetary fee for the performance of a service rendered. 2. Any volunteer contacted by, or on behalf of, an inmate shall immediately report such contact to his/her immediate supervisor and/or the VSC. D. Volunteers, program facilitators and educators must have a bona fide reason for entering the facility and are prohibited from communicating with inmates at times other than those designated for meetings. The only exception shall be for religious and AA/NA volunteers who provide additional non-contact AA/NA sponsor or pastoral care visits. Such visits shall be limited to 30-minutes and will be documented via an INTERVIEW event. VI I. RULES FOR ALL VOLUNTEERS AND SERVICE PROVIDERS A. Volunteers are to follow all facility rules, regulations, policies and procedures as presented at the mandatory non-sworn personnel orientation training, which includes, but is not limited to the following- 1. Do not bring anything into the jail for an inmate that has not been approved by the Offender Programs Manager or a Watch Commander. Do not take anything out of the jail for inmates. What appear to be harmless items can be utilized to move contraband or illicit messages. 2. Do not give a personal phone number or address to any inmate. 3. Do not stand close to, lean on, or place hands through the bars of any cell. 4. Stay with the assigned group and/or in the assigned area at all times. 5. Everyone entering the jail is expected to show respect and not to criticize, gossip, or speak in a derogatory manner about the Sheriff's Office, the jail, program services, any staff member, or other volunteer in front of the inmates. 6. All services and classes are expected to begin and end on time. 7. Do not contact the families of inmates. B. Volunteers are not permitted to work on a housing floor which contains an Page 6 of 8 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: VOLUNTEERS AND SERVICE PROVIDERS NO: E-480 FILE: VOLUNTEERS incarcerated relative. C. Volunteers are to dress in an appropriate and conservative style. (Refer to Addendum D-205H/Dress Code.) D. Anything brought into the jail by a volunteer must be authorized by the Offender Programs Manager (e.g., printed materials, guitar, etc.). 1. All printed materials must be submitted to the VSC prior to being distributed to the inmate population or used as part of any program or activity. The VSC will submit the materials to the Offender Programs Manager. For reasons of institutional security, the Offender Programs Manager may exclude from circulation written materials considered to be inflammatory in nature. 2. Only individuals approved by the Offender Programs Manager may distribute printed materials to inmates. E. Refer also to policy E-430/Religious Providers and Volunteers [FILE: RELIGIOUS PROVIDERS AND VOLUNTEERS]. Vill. VIOLATIONS AND TERMINATION A. A violation of the jail rules by any volunteer may result in the immediate removal of the individual from the facility, and may bar him/her from admittance to any Fresno County detention facility in the future. B. The VSC shall maintain a database of all volunteer applications that have been rejected and those that have had their jail access revoked. The database shall include the individual's name, agency, date and reason for rejection or revocation. C. A volunteer may be removed from the volunteer program at the discretion of the Offender Programs Manager or higher authority. Volunteers have no property (or liberty) interests in their status as a volunteer. D. Volunteers may resign from volunteer service at any time. IX. SPECIAL EVENTS, PROGRAMS, AND GUESTS A. All requests for special events, programs, and special guests (non- authorized volunteers or service providers) shall be submitted to the Page 7 of 8 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: VOLUNTEERS AND SERVICE PROVIDERS NO: E-480 FILE: VOLUNTEERS Offender Programs Manager at least ten (10) days in advance of the program or event. B. The VSC shall provide each special guest with a Guest, Observer, Volunteer, or Non-Employee Agreement Assuming Risk of Injury or Damage Waiver and Release of Claims(i.e., "Waiverform")to complete. (Refer to Addendum A.) C. The special guest must submit the completed form, along with a letter of support and recommendation from the community organization or service provider with which they are affiliated, to the VSC. The VSC shall cross- reference all special guests with the rejected and revoked jail access database. All special guests who are not listed in this database will have their form forwarded to the Offender Programs Manager. D. The Offender Programs Manager shall ensure the following is performed, prior to processing the potential special guest: 1. A local warrant check is completed. 2. The guest/event will not impact custody operations and does not conflict with other programs or activities. E. If the prospective special guest clears the initial warrant check and it has been determined that there is not any conflict with jail or programs operations, the VSC will be notified. The VSC will contact the special guest and coordinate the event. F. At least twenty-four(24) hours prior to the event or activity, the VSC shall provide written notification to the affected Watch Commander and Facility Sergeant. The memo shall include the specific event, the location, the name, date of birth, and driver's license number of all special guests, and which Offender Programs staff member or Chaplain will be supervising the event or activity. A copy of the notification memo will be placed in the facility lobby and affected housing floor(s)the day of the event or activity. Page 8 of 8