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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 J. Zanoni 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. Page 1 of 6 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 Page 2 of 6 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 Page 3 of 6 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 Page 4 of 6 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 Page 5 of 6 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. Page 6 of 6