Admission, release and records

The following admission and release procedures shall be followed. A facility shall have written policies and procedures for the reception, orientation and release of inmates. (1) The admission process of new inmates shall include at least the following: (A) Verification of arrest or commitment papers; (B) A search of the individual upon entering the facility and a complete bodily search of the individual may be authorized prior to entering the general population; (C) Intake screening by trained facility personnel utilizing, in part, a medical/mental health questionnaire approved by the Department of Health, or a screening conducted by a physician or other licensed medical personnel; (D) Procedures to ensure orientation and understanding of facility rules; (E) Issue bedding, clothing, and footwear; and (F) Classification and assignment to a housing unit. (2) Positive identification shall be made of the arresting or committing Unofficial Rules Effective September 13, 2019 6 officer, including verification of the officer's authority to make the Unofficial Rules Effective September 13, 2019 7 commitment. (3) Each newly admitted inmate shall be permitted to complete at least two (2) local or collect telephone calls during the admission process or after a reasonable length of time as determined by the administrator. These telephone calls shall be documented and an inmate's refusal to make telephone calls shall be documented. In facilities, where inmates have unlimited access to operational telephones, an inmate's refusal to make telephone calls is not required to be documented. (4) The types of personal property inmates may retain in their possession during confinement shall be specified in a facility's policies and procedures. Secure storage for property not authorized to be in the inmate's possession, to include civilian street clothing shall be provided. (5) A written itemized inventory shall be made of all personal property of a newly admitted inmate. (6) Before an inmate is released, positive identification shall be made of the individual and authority for release shall be verified. (7) After the individual is positively identified, the inmate's personal property shall be returned. The items shall be compared with the inventory list and the inmate shall sign for the returned property upon release. (8) A logbook or computer record shall be maintained on all inmates admitted to the facility. The logbook or computer record shall include at least the following: (A) Name of the inmate; (B) Date and time of admission; (C) Date and time of release; (D) Offense charges; (E) Arrest number; (F) Date of birth; (G) Race; and (H) Gender; (I) Social security number; (J) Booking and intake number. (9) An intake shall be completed for every person admitted to a facility. The intake information shall be placed in the inmate's file and shall contain at least the following information: (A) Date and time of admission; (B) Name and aliases of inmate; (C) Address; (D) Name and title of arresting or delivering officer and employing agency; (E) Charges; (F) Date of birth; (G) Race; (H) Gender; (I) Height; (J) Weight (verified by scale); (K) Eye color; (L) Hair color; (M) Scars, tattoos and other identifying markings; (N) Special medical and mental health comment-data and recommendations; Unofficial Rules Effective September 13, 2019 8 (O) Name, relationship, address and phone number of emergency contact; and (P) Court judgment and sentence if the inmate is sentenced . (10) Records shall be safeguarded from unauthorized disclosure. Written policies and procedures shall specify the process that inmates and former inmates are allowed access to their records. (11) Individual records shall be maintained and kept current for each inmate which shall contain at least the following information: (A) Intake information; (B) Commitment papers and court order; (C) Reports of disciplinary actions or unusual occurrences; (D) Medical, mental health and dental orders issued by the health care authority; (E) The medical reception information collected pursuant to the requirements at OAC 310:670-5-8(2)(B); (F) Photographs or video imaging; and (G) Personal property inventory.