1.1.1 Develop Director's Instructions, in consultation with the Deputy Directors, Assistant Directors or other appropriate management in the affected operational areas, and the Private Prison Operations Administrator in order to immediately address critical and/or urgent issues. (See Attachment A.)

1.1.2 Prepare Director's Instructions in the format provided in Attachment E and determine if the Director's Instruction requires inmate notification. If notification is desired, the OPR shall prepare an Inmate Notification as outlined in section 101.03.

1.1.3 Determine whether the Director's Instruction is to be general or restricted distribution and include appropriate notification of the decision to the reviewing chain of command and to the Policy and Research Bureau.

1.1.4 Send Director's Instructions to the Private Prison Administrator who shall:

1.1.5 Finalize the Director's Instruction and forward it to the Director for review and signature.

1.1.6 Provide the Policy and Research Bureau with an electronic copy of the Director's Instruction when it is signed.

1.3.1 Notify the OPR that the Director's Instruction is ready for final preparation and in consultation with the OPR, determine an effective date as outlined in section 101.06, 1.1.

1.3.2 Assign a number to the Director's Instruction and distribute it to the Deputy Directors, Assistant Directors, Wardens, and selected management staff in accordance with established distribution schedules. Distribution may be through e-mail, by fax or by mail, whichever is appropriate.

1.4.1 A new Department Order is authorized only if the subject matter covered in the Director's Instruction is a topic not currently included in any existing system addressed by a Department Order.

1.4.2 Director's Instructions may be incorporated into a Technical Manual or other written instruction as determined by the OPR.

1.5.1 The OPR in consultation with the Policy and Research Bureau may:

1.5.2 When modification is required, the OPR shall ensure that the approval and publication process outlined in Attachment A is followed. The Policy and Research Bureau may offer technical assistance.

1.2.1 Formally notify the OPR or designated staff member that the request has been received.

1.2.2 Determine, in consultation with the OPR, whether or not a new Department Order should be prepared or if the new topic is best addressed by including it in an existing Department Order.

1.2.3 Analyze, research, edit and format, as necessary, to develop a thorough, clear, concise, and accurate preliminary draft.

1.2.4 Work with the OPR and/or an assigned SME to resolve any questions and concerns during development of the preliminary draft. Policy and Research Bureau staff shall also work with the OPR in development and/or revision of any forms necessary to comply with the Department Order.

1.2.5 In cooperation with the OPR/SME determine if:

1.2.6 Upon completion, determine the level of review needed and prepare the Department Order for review.

1.3.1 The Policy and Research Bureau may work directly with an SME or other staff member identified by the OPR. A draft that has been approved by the SME or other assigned staff member shall be completed. In all cases, the Policy Unit:

1.3.2 The Policy and Research Bureau shall consolidate all comments received at this level into a final review draft and forward the packet to the OPR.

1.3.3 The OPR shall review the preliminary draft, and may forward the draft to additional staff for review. When complete, the OPR shall approve, disapprove and/or provide comments/additional direction and return the draft to the Policy and Research Bureau.

1.3.4 Policy and Research Bureau staff, in consultation with appropriate levels of management shall determine if review by a Deputy Director whose area of responsibility may be affected by the Department Order is needed. Additionally, the Chief of Staff may be invited to review the draft. If review is needed a draft shall be prepared and forwarded to the affected Deputy Director and/or to the Chief of Staff.

1.3.5 During the review process, the Policy and Research Bureau shall address issues raised prior to submitting the final draft to the Director. Approval by the OPR is required for any significant revisions made during review. Additionally, multiple draft reviews may be necessary to obtain final approval. Policy and Research Bureau staff shall:

1.3.6 Reviewers shall:

1.4.1 Forward the final draft, supporting documentation and comments through the chain-of-command to the Director's Office for review.

1.4.2 As necessary, work/consult with the OPR to make any changes requested by the Director, finalize the draft, and resubmit the draft to the Director for approval and signature.

1.5.1 OPR's shall initiate revisions in writing when they determine that a Department Order requires revision. They shall provide the Policy and Research Bureau guidance concerning specific changes to be made, including additions, deletions, modifications and, if needed, specific wording requirements.

1.5.2 Manifest errors, as defined in this Department Order, may be corrected without review, based on the nature of the correction needed. A record of such corrections shall be prepared and placed in the Work File for the document being corrected. If appropriate, manifest errors found in Director's Instructions may be corrected in consultation with the OPR, author or appropriate SME.

1.6.1 The Policy and Research Bureau shall develop a rescission request and forward it to the Director for review and signature.

1.6.2 If the rescission affects other organizational units, the Policy and Research Bureau shall provide the appropriate Deputy Director and/or Assistant Directors with an opportunity for comment prior to submission to the Director.

1.1.1 Develop the Inmate Notification in accordance with Attachment F. Effective dates or other issues shall be included in the text of the Notification as determined by the OPR.(See Attachment F and the flowchart at Attachment C.)

1.1.2 Forward the completed Inmate Notification to the Director for final approval and signature.

1.2.1 The Department Order or other written instruction does not currently apply to the areas's operation.

1.2.2 The requesting area has developed an alternate procedure or process that meets the requirements of the Department Order or other written instruction and is an acceptable practice within the guidance provided by the Department Order or other written instruction.

1.2.3 The requesting area is seeking temporary relief from a requirement for which it does not have sufficient resources to achieve compliance.

1.3.1 Temporary Relief - The time frame is limited to the expected date when the relief of the condition is achieved.

1.3.2 Current Operational Waiver - The time limit is for one year from the date the waiver is approved.

1.3.3 As set by the Director. The requestor may ask for a specific date. The waiver should indicate the date set by the Director.

1.4.1 The waiver request (Attachment H) shall be addressed to the Director from the requesting management official.

1.4.2 The waiver request shall be routed through the appropriate chain-of-command and organizational levels to the Director.

1.4.3 Each level shall signify acceptance or rejection of the request. Any level of management may stop the request process with justification and approval by the next higher management level.

1.4.4 The waiver request shall contain:

1.5.1 The initiating area, institution, unit or bureau shall forward the waiver through the chain of command to the Director.

1.5.2 If a level of management authority wishes to reject the request, that level shall have the agreement of the next higher level.

1.5.3 The initiating area, institution, unit or bureau shall not operate according to the request until approval is received.

1.5.4 When the Director approves the waiver and any additional applicable conditions, the initiating area, institution, unit or bureau may implement the waiver.

1.5.5 The initiating area, institution, unit or bureau shall:

1.2.1 Not place responsibility or requirements on any other organizational unit, unless approved by the affected Deputy Director or Assistant Director and reviewed by the Policy and Research Bureau.

1.2.2 Be specifically authorized by a Department Order.

1.2.3 Be consistent with the authorizing Department Order.

1.2.4 Not repeat or duplicate information from any Department Order.

1.2.5 Be formatted, numbered, and titled in accordance with Attachment I.

1.6.1 Normally developed only when authorized by the IMPLEMENTATION section of a Department Order, and applicable to the institution.

1.6.2 Formatted, titled, and numbered in accordance with the standardized numbering system as outlined in Attachment J. Alpha-numeric designations may be added to the end of the Institution Order number for identification, access and retrieval.

1.6.3 Consistent with higher level instructions, and not repeat or duplicate information provided in higher level instructions.

1.8.1 Be consistent with all higher level instructions.

1.8.2 Not repeat or duplicate information in higher level instructions.

1.8.3 Be written for all identified posts, applicable to the institution.

1.8.4 Be consistently formatted, numbered and titled from institution to institution as prescribed by the Deputy Director for Prison Operations. Some subject content may vary to reflect local operation requirements.

1.8.5 Be developed, numbered, titled and formatted in accordance with the IMPLEMENTATION section of this Department Order.

1.10.1 Waiver requests shall be submitted through the chain of command to the appropriate level of authority:

1.10.2 Deputy Directors and Assistant Directors may waive requirements established by Technical Manuals for their respective area of responsibility.

1.10.3 Copies of waivers to Technical Manuals shall be forwarded to the Policy and Research Bureau.

1.1.1 If a specific date is selected, the Director's Instruction shall contain an effective date line as shown on Attachment E.

1.1.2 Due to legislative changes, court mandates and executive development review some Director's Instructions may be issued/published well after their established effective date.

1.4.1 Based on recommendations from the OPR, Department Orders or revisions that have a significant impact on the inmate population may allow a 30 day notice to inmates prior to the effective date. If desired, the OPR may prepare an Inmate Notification to provide notice to the inmate population.

1.4.2 Other accelerated or delayed effective dates may be established at the request of the OPR or Director.

1.7.1 Deputy Wardens shall establish the effective date of Post Orders.

1.7.2 The Deputy Director for Health Services shall establish the effective date for Health Services Post Orders.

1.3.1 The institutions.

1.3.2 The Information Technologies Bureau for the "ADCNET."

1.3.3 The World Wide Web coordinator in the Director's office for the Department's Internet home page.

1.4.1 Determine the number and location of Department Order Manuals to be maintained in their organizational unit/area, including both general and restricted access. Each institution shall maintain at least two paper manuals. One in the administrative area of the institution, and one in the library.

1.4.2 Notify the Policy and Research Bureau of the number of paper Department Order Manuals needed.

1.5.1 The Chief of Staff, Deputy Directors, Assistant Directors, Regional Operations Directors, Regional Health Administrators, Wardens and Bureau Administrators shall ensure that the location of Department Order Manuals within their area is reviewed annually, in response to the Policy and Research Bureau request.

1.5.2 Policy Unit Liaisons shall inform the Policy and Research Bureau, in writing, of changes in the location or indicate that the current number of Manuals is acceptable.

1.5.3 The Chief of Staff, Deputy Directors, Assistant Directors, Regional Operations Directors, Regional Health Administrators, Wardens and Bureau Administrators may revise access at any time by notifying the Policy and Research Bureau of the change in a memorandum.

1.1.1 Distribute paper copies of new/revised Department Orders, Director's Instructions, Inmate Notifications and forms listings to Policy Unit Liaisons as they are published. Copies shall be accompanied by a Publication Announcement that identifies all documents contained in the announcement. RESTRICTED Department Orders/sections shall be provided on goldenrod paper for easy identification.

1.1.2 Distribute electronic copies of the Department Order Manual.

1.3.1 Distribute Publication Announcements to designated recipients.

1.3.2 Upon receipt of electronic versions of the Department Order Manual, coordinate with the Local Area Network System( LANS) manager to ensure accurate update of automated Department Order Manual files.

1.1.1 The Wardens, when such distribution is requested by the Deputy Director for Prison Operations.

1.1.2 The Policy and Research Bureau.

1.3.1 General access Institution Orders shall be printed/copied on blue paper.

1.3.2 Restricted Institution Orders/sections shall be printed/copied on goldenrod paper.

1.3.1 The table of contents is located after the Director's Instruction section.

1.3.2 Publication Announcements distributed since the last table of contents update shall be maintained in sequential order behind the "Table of Contents" section of the manual. Upon receipt of a new table of contents Policy Unit Liaisons shall remove old Publication Announcements from their manual(s).

1.4.1 Department Orders are placed in numeric sequence in the manual.

1.4.2 Revisions to Department Orders are filed by placing replacement pages in the proper location in the Department Order and removing pages that have been replaced.

1.4.3 Waivers to Department Orders are maintained by:

1.5.1 Institution Orders are placed directly behind the Department Orders authorizing them.

1.5.2 Waivers to Institution Orders are filed as follows:

1.2.1 Ensure that written notices are permanently placed on official Department employee bulletin boards identifying the Policy Unit Liaisons and advising employees of the location of Department Order Manuals and Technical Manuals maintained in their work area. Such notices may include information identifying access to the Department Order Manual on the Internet and the ADCNET.

1.2.2 Ensure that one or more of the following methods are used to advise employees of new, revised and/or rescinded Department Orders and Institution Orders:

1.2.3 Ensure that appropriate staff are advised of new, revised and/or rescinded Technical Manuals. Where necessary, staff may be required to acknowledge, in writing, receipt of information regarding the manual.

1.2.4 Ensure that employees read and familiarize themselves with new/revised Department Orders, applicable Technical Manuals, Institution Orders and Post Orders.

1.2.5 Require employees to sign and date a circulation sheet, indicating that they have read and understood new/revised, unrestricted and restricted Department Orders and Institution Orders for their institution/unit, and Technical Manuals, as appropriate.

1.2.6 Ensure that employee compliance and noncompliance with written instructions is reflected in employee performance evaluations.

1.2.1 Update the manual whenever a Publication Announcement is received.

1.2.2 Inventory/audit the manual(s) at least once each month to ensure they are current and readily available to the public.

1.6.1 May have access to the entire general distribution Department Order Manual during regular work hours at the address and phone number included in Attachment K.

1.6.4 Shall not be provided any electronic copies except where authorized by a Deputy Director or Assistant Director or by using the World Wide Web.

1.6.5 May access the Department Order Manual on the World Wide Web at the Department's home page. Where possible, staff shall refer members of the public to this site.

1.7.1 For written requests, Policy and Research Bureau staff shall confirm the identity of the requestor and the address to which the written instructions are to be sent.

1.7.2 For requests made in person, Policy and Research Bureau staff shall confirm the identity of the requestor by verifying their identity with photo identification from the requesting agency.

1.7.3 Copies of restricted Department Orders provided in response to approved requests shall be accompanied by a letter indicating that the document is restricted and that it is the requestor's responsibility to ensure access by staff only, as needed.

1.9.1 May obtain all or part of general and/or restricted distribution written instructions on paper or electronic media, by submitting a written request to the Deputy Director, Assistant Director or designee, responsible for the contractual development.

1.9.2 A designated staff member from the requesting area shall be responsible for distribution of written instructions to contractors, offerors for request for purchase, or invitation for bid. Contractors and/or offerors shall be advised, in writing, of requirements in handling restricted materials.

1.1.1 Establish and administer a management review process for review of Department Orders by OPR's.

1.1.2 Make revisions in accordance with section 101.02.

1.2.1 Appropriate review of Department Orders within their area of responsibility is completed and shall provide a written response to the Policy and Research Bureau. The written response shall indicate necessary revisions or indicate no revision is needed.

1.2.2 Each Technical Manual is reviewed at the same time as the authorizing Department Order.

1.5.2 All superseded and rescinded Department Orders.

1.5.3 All superseded and expired Director's Instructions.

1.5.4 All Technical Manuals provided by the OPR.

1.5.5 The list of authorized Institution Orders, as provided by Prison Operations, by number and title.

1.5.6 The list of authorized Post Orders, as provided by Prison Operations, by number and title. If appropriate, the Deputy Director for Health Services shall provide a list of Health Services Post Orders.

1.5.7 Any inspection results or trend reports forwarded by the Inspections Unit.