PROCEDURES:

PROCEDURES: 1. General A volunteer is not considered a state employee and may not be used instead of a classified position. The services of volunteers may supplement, but never replace, any service, activity, or function of employees of the Mississippi Department of Corrections. 2. Administration of Correctional Agencies (Central Office): Written policy provides for securing citizen involvement in agency programs, including service as advisors, interpreters, and similar direct service roles [2 -CO-1G-01]. The Commissioner or designee will ensure procedures are established for securing citizen involvement in agency programs, including services as advisors, interpreters, and similar direct service roles. 3. Adult Probation and Parole Field Services: Written policy, procedure, and practice provide for securing volunteer citizen involvement in the programs, including roles as advisers, interpreters between the program and the public, in direct service roles, and in cooperation endeavors with offenders under supervision [PP 3-3117]. A Volunteer Services Coordinator, appointed by the Director of Treatment and Programs, is responsible for coordinating a citizen involvement and volunteer services program for the benefit of offenders. MDOC Treatment Programs, Departments, Community Work Centers, and Field Services as well as each Regional Jail and Private Prison, will appoint a staff member responsible for recruiting, screening and assisting volunteer applicants to their area. 4. Adult Probation and Parole Field Services: Written policy, procedure, and practice for volunteer citizen involvement includes a system for selecting, training, deciding on the term of service, terminating service, and defining tasks, responsibilities and authority of volunteers [PP 3-3118]. The Commissioner or designee will ensure that there is a system for selecting, training, deciding on the term of service, terminating service, defining task, and the responsibilities and authority of volunteers. 5. Citizens seeking to offer volunteer services once or for a special event, will be considered guests of the facility, not subject to all requirements of becoming a regularly scheduled (weekly, monthly) volunteer involved directly with the offender population. A. Such a request will be proposed at least two (2) weeks in advance with the guest completing the Volunteer/Contract Services/Guest Background Form which will be submitted for review. B. Guests will be listed on a memorandum which identifies any concerns reported such as felony conviction/charges, previous correctional employment or kinship to an offender for review and approval by the facility administrator. C. Approved guests will receive brief instructions by staff responsible for the program in which they will be given guidance concerning possible consequences of inappropriate interaction with offenders during the event and sign a Release Volunteer Form. D. Both the Volunteer/Contract Services/Guest Background Form and the Release Volunteer Form will be maintained on file by the staff personnel responsible for the program. E. All such guests will be 21 years of age with any exception being considered by the facility administrator and approved by the respective Deputy Commissioner. F. Guests seeking to provide a service on a regularly scheduled basis will submit proper documentation to become a volunteer and receive the Volunteer Orientation for Certification. 6. Adult Probation and Parole Field Services: The field agency administration or the parent agency provides protection against liability or tort claims in the form of insurance, signed waivers, or other legal provisions valid in the jurisdiction in which the volunteer program is located [PP 3-3124]. The Commissioner or designee will require all volunteers to sign a Release of All Claims Form that identifies that all volunteers will release the Mississippi Department of Corrections from any and all liability for any injury or damage that the volunteer may suffer whether accidentally or willfully caused by the actions or any persons on the premises that the volunteer visits. 7. Function of Volunteers 8. Administration of Correctional Agencies (Central Office): Written agency policy governs the recruitment, selection, orientation, training, and supervision of volunteers [2-CO-1G- 04]. 9. Adult Correctional Institutions: The screening and selection of volunteers allows for recruitment from all cultural and socioeconomic parts of the community [4-4116]. 10. Adult Community Residential Services: The screening and selection of volunteers allows for recruitment from all cultural and socioeconomic parts of the community [4-ACRS-7F- 08]. 11. Adult Probation and Parole Field Services: Written policy procedure, and practice call for the recruitment of volunteers from all cultural and socioeconomic segments of the community [PP 3-3120]. The use of volunteers permit increased personal contact for the offenders, broadens community resources for the institution/facility, and increases public awareness of the correctional system. Finding suitable citizen volunteers is an opportunity to be shared by each employee. The screening and selection of volunteers allows for recruitment from all cultural and socioeconomic parts of the community. 12. Eligibility A. Any person of good character, at least twenty-one (21) years of age, and sufficiently mature to handle the responsibilities involved may be eligible to become a volunteer. No individual is entitled to be selected as a volunteer. B. Employees of MDOC may offer volunteer service in corrections but will not be approved or certified to service as volunteers within the facility of their employment due to potential role conflicts. C. Immediate relatives and close friends of offenders will not be allowed to serve as volunteers within the same facility or programs unit where the offenders are housed or supervised. D. While the conviction of a felony will not directly interfere with the eligibility of a volunteer applicant, careful consideration will be given during the application procedures and possible placement to guarantee compliance with the agency mission, security for each facility housing MDOC offenders, public safety, and the success of volunteer services. E. Ex-offenders (felons) making application to serve as a certified volunteer in a facility housing state offenders must be free of all charges/convictions for a period of five (5) years. F. Along with other application documents, each applicant will provide a written summary statement of all charges/convictions and resolution of each to the facility volunteer coordinator who will forward the information to the facility administrator for review. G. The facility administrator will forward the request with any recommendation to the respective Deputy Commissioner for approval or denial. H. Ex-offenders seeking to provide a one-time service will be addressed to the respective Deputy Commissioner by the facility administrator in the form of a memo providing proper summary documentation and stating the occasion and purpose for the proposed activity. This will also require approval/denial from the appropriate Deputy Commissioner. I. Notice will be given to the facility administrator, MDOC Director of Treatment & Programs, and Volunteer Programs State Coordinator regarding each decision in order to maintain a file of ex-offenders approved for volunteer services. 13. Application and Processing Prospective volunteers will be required to complete an application for volunteer service that is designed to gather pertinent information regarding the applicant. This process applies to all Mississippi Department of Corrections employees, contract workers, volunteers, and consultants as well. All questions must be answered fully or the prospective volunteer may not be approved. 14. Adult Correctional Institutions: Written policy specifies that volunteers may perform professional services only when they are certified or licensed to do so [4-4118]. 15. Adult Probation and Parole Field Services: Written policy, procedure, and practice specifies that volunteers may perform professional services only when certified or licensed to do so [PP 3-3121]. 16. Adult Community Residential Services: Volunteers may perform professional services only when they are certified or licensed to do so. [4-ACRS-7B-03]. Volunteers offering a professional service for pastoral, vocational, or other benefit will provide specific evidence or proper credentials that they are qualified to perform these services at the time of application. This information will be kept in the volunteer’s file. 17. Administration of Correctional Agencies (Central Office): Written policy, procedure, and practice require a criminal background check on all volunteers who have direct, unsupervised contact with inmates/juveniles/residents [2-CO-1G-05]. A. The Corrections Investigation Division through the National Crime Information Center (NCIC) will process all MDOC volunteer applicants at the institutions and Community Work Centers for a criminal record check. B. Private Prison and County Regional Jail Facility Wardens will also ensure that volunteers, contract workers, consultants, and employees in their facilities are processed through NCIC and have completed the Volunteer/Contract Services Submission Form. C. Falsification of information will be grounds for denial of participation in the volunteer services program. D. Note: Employees, contract workers, volunteers, and consultants will submit a Volunteer/Contract Services Form at the institution/facility where services are provided. The information obtained will be logged into Offendertrak and subjected to its validity. 18. Program Coordination 19. Administration of Correctional Agencies (Central Office): Written policy, procedure, and practice provide that a senior staff member is responsible for coordinating the agency volunteer service program [2-CO-1G-02]. 20. Adult Correctional Institutions: Written policy and procedure specify who is responsible for operating a citizen involvement and volunteer service program, and their lines of authority, responsibility, and accountability [4-4115, Revised – 2008 Standards Supplement]. The Religious Programs Director, appointed by the State Treatment and Programs Director to the role of Volunteer Services Coordinator, will be responsible for coordinating citizen involvement and volunteer services programs for offenders. 21. Administration of Correctional Agencies (Central Office): Written agency policy specifies the lines of authority, responsibility, and accountability for citizen involvement and volunteer services [2-CO-1G-03]. 22. Adult Community Residential Services: The lines of authority, responsibility, and accountability are specified for the facility’s citizen involvement and volunteer services program [4-ACRS-7D-04]. 23. Adult Probation and Parole Field Services: Written policy, procedure, and practice specify the lines of authority, responsibility, and accountability for the program’s citizen involvement and volunteer services program [PP 3-3119]. The Commissioner or designees will ensure that procedures are established to specify the lines of authority, responsibility and accountability for citizen involvement and volunteer services program. Upon approval for participation in volunteer programs, each volunteer will be informed of their program supervisor in order to maintain agency contact, interpretation of MDOC program rules and reporting procedures. 24. Each MDOC Treatment Program, Department, and CWC, as well as each Regional Jail, Private Prison and Field Service operation, will assign a staff member to be responsible for recruiting and screening their volunteer applicants. They are also responsible for assisting the prospective volunteer with their application and ensuring that a NCIC check is completed. 25. Orientation will be scheduled once the NCIC check is completed, returned and approved by the Treatment Program, Department and Facility Heads. 26. Administration of Correctional Agencies (Central Office): Written policy, procedure, and practice provide that the agency reviews and evaluates volunteer programs at least annually [2-CO-1G-10]. The Commissioner or designee will ensure that the volunteer programs are reviewed and evaluated at least annually. 27. The Volunteer Services Coordinator will establish appropriate volunteer orientation material, forms, procedures and identification. A. He will also administer a plan of regular orientation of volunteers at MSP, CMCF, and SMCI and provide identification cards to be used by volunteers of state facilities when on facility grounds. B. He is also responsible for keeping records of attendees, dates of attendance, dates of referral to the Treatment Program and Department Heads, where they will provide services, and whether their volunteer status is current or expired. C. Community Work Center Directors, Private Prison Wardens, and County Regional Facility Wardens will designate staff to conduct volunteer orientation and provide supervision of volunteers within each facility. They will receive instructions from the Volunteer Services Coordinator on how to conduct volunteer orientation and will provide the Volunteer Services Coordinator with a monthly report of volunteer involvement. 28. Adult Correctional Institutions: Written policy, procedure, and practice provide that new or revised policies and procedures are disseminated to designated staff and volunteers and, when appropriate, to inmates prior to implementation [4-4014]. A. Staff members who supervise volunteers will make available to volunteers all new and revised policies and procedures that affect them. B. They will also seek suggestions from all volunteers for improving the volunteer program and will accept and consider evaluations of individual volunteers from staff members. C. An annual volunteer evaluation will be completed and forwarded to the Volunteer Services Coordinator and the Treatment Program, Department and Facility Head. 29. Orientation and Training 30. Administration of Correctional Agencies (Central Office): Written agency policy provides that each volunteer completes an appropriate, documented orientation and/or training program prior to assignment [2-CO-1G-07]. 31. Adult Correctional Institutions: Written policy, procedure, and practice provide that each volunteer completes an appropriate, documented orientation and/or training program prior to assignment [4-4119]. 32. Adult Community Residential Services: Each volunteer completes an appropriate, documented orientation and/or training program prior to assignment [4-ACRS-7F-09]. 33. Adult Probation and Parole Field Services: Written policy, procedure, and practice provide that, prior to assignment, each volunteer completes a documented orientation and/or training program [PP 3-3122]. Approved volunteers will complete a training and orientation seminar prior to assignment. This training and orientation will include essential information on all rules, applicable procedures, and issues including: A. Confidentiality regulations B. Chain of command C. Security regulations D. Applicable state statutes and the Department of Corrections policies The training and orientation will be documented and maintained in each volunteer’s file kept by assigned supervisory staff. 34. Administration of Correctional Agencies (Central Office): Written agency policy provides that each volunteer agrees in writing to abide by all agency policies, particularly those relating to confidentiality of information and security practices [2-CO-1G-08]. 35. Adult Correctional Institutions: Volunteers agree in writing to abide by all facility policies, particularly those relating to the security and confidentiality of information [4- 4120]. 36. Adult Probation and Parole Field Services: Written policy, procedure, and practice specify that volunteers agree in writing to abide by all agency policies, particularly those relating to the security and confidentiality of information [PP 3-3123]. Volunteers will be required to sign a Volunteer Agreement form acknowledging that he or she agrees to adhere to and support all MDOC’s policies and procedures. 37. Administration of Correctional Agencies (Central Office): Written agency policy requires that there is a system for official registration and identification of volunteers [2-CO-1G-06]. 38. Adult Correctional Institutions: There is an official registration and identification system for volunteers [4-4117]. 39. Adult Community Residential Services: There is an official registration and identification system for volunteers [4-ACRS-7F-10]. Once orientation is completed, the volunteer’s name will be added to an approved official registration list and an identification card complete with photograph will be issued. The training and orientation will be documented and maintained in each volunteer’s file kept by assigned supervisory staff. 40. Administration of Correctional Agencies (Central Office): Written agency policy provides for volunteers to contribute suggestions regarding the establishment of policy and procedure related to the volunteer services program [2-CO-1G-09]. 41. Adult Correctional Institutions: There is provision for volunteers to contribute suggestions regarding the establishment of policy and procedure for the volunteer services program [4-4122]. Volunteers will be evaluated annually by their program supervisor for program effectiveness and/or training needs. At this time, volunteers will be able to offer recommendations and suggestions to enhance the effectiveness of the volunteer program and the establishment or revisions of existing policies and procedures as it relates to the volunteer programs. 42. Volunteer Gratuities A. While not paid for their services, volunteers may receive certain limited considerations of nominal expense. B. Volunteers may only travel in, not drive, state vehicles. The only exception will be volunteers serving in the capacity of Volunteer Chaplains who have an assigned job description. C. Volunteers will not be subject to any provision of law relating to state employment, nor are they entitled to unemployment compensation. 43. Use of Food in Volunteer Programs A. All food items approved for entry into the facility must be commercially packaged and sealed. Items can be purchased from grocers, bakeries, and restaurants if they meet this criterion. B. Food items must be packaged for easy security examination both at the front gate and at the unit. C. All food items must be consumed during the planned activity, none going into housing areas or being left behind. The volunteer groups at the close of the activity will remove excess food from the institution. 44. Other Information A. All volunteers entering the institution/facility must display their identification card. B. Volunteers are prohibited from bringing anyone including family members or volunteers, without an identification card. C. All volunteers are subject to posted or unannounced searches of their person, equipment, and/or vehicle in accordance with state statute. 45. Adult Correctional Institutions: A current schedule of volunteer services is available to all inmates and is posted in appropriate areas of the institution [4-4121]. 46. Any materials or equipment to be used by volunteers in creating crafts or articles of clothing (i.e., thread, needles, sewing items, or scissors) will have the prior approval of the Superintendent, Warden, and Facility Director or designee before being allowed into any institution or facility. 47. At no time will a volunteer be allowed to remove any article from an institution facility. 48. Termination A. Volunteers may be terminated without cause or prohibited from entering any institution or facility. B. The Volunteer Services Coordinator will document the reason(s) for requesting the termination of a volunteer and forward to the Superintendent, Warden or Facility Director for a final decision. C. In such cases, the volunteer involved will be advised of the termination in writing. D. Supervisory staff will ensure that the volunteer identification card is returned, whether the termination is voluntary or requested. The Volunteer Services Coordinator will be immediately notified and the identification card returned to him or designee. E. Should a terminated volunteer appeal their termination, an appeal may be made to the appropriate Deputy Commissioner. F. A terminated volunteer at any MDOC facility will not be approved to serve in a volunteer capacity with any other MDOC facility.