This Order does not apply to:

1.1.1 A detailed explanation of the intended use of the radio equipment.

1.1.2 An explanation of why the communications need cannot be met with existing radio systems operated by the Department.

1.2 The Assistant Director for Administrative Services shall:

1.2.1 Approve or deny requests.

1.2.1.1 Approved requests for rental of radio equipment shall expire at the end of each fiscal year, or sooner if so specified on the request.

1.2.1.2 If the request is to be renewed, it shall be resubmitted by the requestor prior to the beginning of each fiscal year.

1.2.2 Periodically designate the make and model of radio equipment, including available options, that may be rented or purchased.

1.2 Staff who receive correspondence from or are contacted by the FCC shall promptly forward the correspondence or direct the FCC representative to the Assistant Director for Administrative Services.

1.2 Disposal of Surplus/Condemned Equipment

1.1.1 Submit a request to the Radio Communications Manager for installation or removal of any radio equipment at any permanent location, or inside of any vehicle.

1.1.1.1 Requests shall contain a description of the location or vehicle in which the equipment is to be installed/removed, including complete particulars of the equipment (such as make, model, tag number, and serial number).

1.1.1.2 Unauthorized movement of equipment may void Departmental FCC licenses.

1.1.2 Ensure that all components of the cellular radio equipment are kept together when removing cellular radio equipment from a vehicle. (Equipment generally includes a control head, speaker assembly, microphone, transceiver pack, and interconnecting cable.)

1.1.3 Notify the responsible property manager of the installation/removal of any radio equipment installed in a permanent location or vehicle so that inventory records can be accurately updated.

1.1 Assign radios to staff in accordance with their Institution Orders or Technical Manual.

1.1.1.1 Institution or contractor maintenance specialists may use radio equipment with other than yard channels inside the secure perimeter of a Level 2, 3, 4, or 5 institution only while conducting essential maintenance tasks that require such communication.

1.2 Ensure that radio equipment is not assigned to inmates, except for inmate fire crews.

1.2.1 Radio equipment assigned to inmate fire crews shall not be capable of receiving or transmitting on any channel except for Special Use channels designated for inmate fire crew use.

1.1.1 Utilize the Department's official ten series codes and radio codes listed on ADC Form 104-3P.

1.1.1.1 Base station radio operators shall verbally announce the FCC call sign (KOG 301) on the hour and half-hour, unless the base station is equipped with an automatic electronic identifier.

1.1.2 Be responsible for continuously monitoring their assigned radio channel and appropriately responding to radio transmissions.

1.1.3 Immediately cease all non-emergency transmissions while staff are involved in an emergency.

1.1.4 Transmit only communications that are job related and essential for accomplishing Department business.

1.1.5 Use language that is neither profane nor vulgar.

1.1.6 Convey all radio transmissions in a clear, articulate and professional manner.

1.1.7 Avoid unnecessary conversation (such as have a nice day, have a safe trip).

1.1.8 Use assigned call numbers during each radio transmission.

1.2 The Administrative Services Division shall:

1.2.1 Periodically review the Department's ten series codes and radio codes, and amend them when necessary, Form 104-3P.

1.2.2 Maintain an adequate supply of Form 104-3P for distribution to Department personnel.

1.2.3 Authorize radio frequencies for use in Department equipment in accordance with FCC Rules and Regulations.

1.3 Wardens and Bureau Administrators shall:

1.3.1 Assign radio call numbers from the blocks allocated for their use.

1.3.2 Ensure that an up-to-date listing of radio call numbers assigned within their institution or bureau is provided to the Central Office Communications Center, through the Assistant Director for Administrative Services.

1.4 The Central Office Communications Center shall coordinate and allocate blocks of radio call numbers throughout the Department.

1.2 Radio Repair Coordinators shall:

1.2.1 Inspect all radio equipment to be repaired and note the reported problem, physical damage, and all accessories that were sent with the radio equipment on a tag securely fastened to the unit.

1.2.2 Log radios out and in using ADC Form 104-2P.

1.2.3 Coordinate the pick-up or delivery of radio equipment with the Radio Communications Unit (RCU).

1.2.4 Upon receiving the radio equipment back from the RCU, verify that the radio is functional and all accessories were returned.

1.2.5 Details of the RCU repairs shall be noted on a copy of Form 104-1P sent with each repaired unit.

1.2.6 Return the radio to its assigned location.

1.2.7 Notify the Communications Unit Manager, through the Assistant Director for Administrative Services, of unusual radio problems or concerns, and act as a dissemination point for new information.

1.2.8 Ensure that modification or repair of radio equipment is performed only by RCU service persons or service vendors designated and authorized, in writing, by the Communications Unit Manager.

1.1.1 Individuals shall only be assigned one cellular telephone, either a hand-held model or a mobile (automotive) model.

1.1.2 The Department shall be reimbursed for all personal calls made from cellular phones.

1.2 Exceptions

1.2.1 Human Resources/Development may maintain a primary and a back-up cellular telephone for the Correctional Officer Training Academy (COTA) Duty Advisor.

1.2.1.1 The back-up cellular telephone is for use by other COTA staff as designated by the COTA Commander, and as a range phone.

1.2.2 Community Corrections may maintain one cellular telephone for each Parole Officer.

1.2.3 The Director, Deputy Directors, Assistant Directors, Regional Operations Directors and Wardens may approve float cellular telephones for use by duty officers, work crews and administrative personnel in a travel status.

1.3 Acquisition - All requests for the purchase of cellular telephones shall be submitted to the appropriate division or institutional business office.

1.3.1 Purchase Orders shall be completed by the division or institutional business office and returned to the requestor authorizing the purchase of a cellular telephone.

1.4 Accountability - All cellular telephones shall be identified with a Department property tag number and maintained on the appropriate equipment inventory.

1.5 Monthly cellular telephone billings shall be monitored and paid by the appropriate business office.

1.5.1 Individuals shall keep personal calls on Department-owned cellular telephones to a minimum and shall make reimbursement to the Department through the local business office within fourteen days of notification of the charges.

1.5.2 The business office shall audit monthly cellular telephone bills to ensure individuals reimburse the Department for all personal calls.

1.6 All cellular telephone accessories shall be requested and purchased through the appropriate business office.

1.1.1 Not install or use telephone lines that are not approved by the Information Technology Services Bureau Administrator, or knowingly consent to such installation or use.

1.1.2 When they wish to install new or additional telephone lines, prepare a written request that includes comprehensive details about:

1.1.2.1 The type of telephone line needed.

1.1.2.2 The points of termination.

1.1.2.3 The type of use, long-distance or local calling.

1.1.2.4 Why new/additional lines are essential and cannot be accomplished by other more economical alternatives, such as using existing lines.

1.1.3 When they wish to procure new or additional telephone equipment, prepare a written request that includes comprehensive details about:

1.1.3.1 The type of telephone equipment.

1.1.3.2 Where the equipment will be installed.

1.1.3.3 How it will be used.

1.1.3.4 Why new/additional equipment is essential and why other existing equipment or other economical alternatives cannot be used.

1.1.4 Submit requests approved by the Information Technology Services Bureau Administrator to their respective Assistant Director.

1.2 The Information Technology Services Bureau Administrator shall:

1.2.1 Review and approve/deny requests.

1.2.2 Place and coordinate approved orders for the installation, relocation or disconnection of telephone lines.

1.2.3 Select long-distance telephone service vendors.

1.1 Keep personal calls brief and infrequent, and avoid conducting personal business. The Department recognizes, however, that staff occasionally need to make and receive personal calls while on duty.

1.2 Manage local calls regarding personal matters so that they do not interfere with State business or otherwise constitute misuse of State equipment and resources.

1.3 Receive their supervisor's approval, prior to placing personal long-distance calls or receiving personal collect calls in emergency situations.

1.4 Reimburse the Department for the cost of making or receiving personal long-distance calls.

1.5 Not make toll calls to information services (calls with prefixes 676, 900, 976).

1.6 Accept work-related collect calls only when other less expensive alternatives are not available and only with their supervisor's approval.

1.7 Make work-related long-distance calls only as required in the performance of their duties, and only with their supervisor's approval.

1.8 Avoid using directory assistance (1-411 or 1-area code-555-1212) by using their local telephone directory, State government directory or Department directory to locate telephone numbers.

1.9 Follow dialing instructions, which are contained in the Department directory.

1.10 Reimburse the Department for the excess costs incurred when making calls without using approved dialing methods.

1.1 On a quarterly basis, at a minimum, telephone bills incurred by staff assigned to their operations, to determine if staff are in compliance with this Order.

1.2 At the end of each calendar year, telephone lines at their institution/bureau, to determine if any existing lines are no longer essential.

1.2.1 A report identifying non-essential telephone lines shall be submitted to the Information Technology Services Bureau Administrator, through the Assistant Director for Administrative Services.

1.2.2 The Information Technology Services Bureau Administrator shall place and coordinate orders to disconnect all non essential telephone lines identified by Wardens, Deputy Wardens, and Bureau Administrators.

1.1.1 Staff may record meetings with the knowledge and voluntary consent of each person in attendance.

1.1.2 In conjunction with a criminal or administrative investigation, investigators may record conversations to which they are a party.

1.2 Staff designated by the Director or the Assistant Director for Inspections and Investigations may, with a valid ex parte court order for interception of wire, electronic or oral communication, record a telephone conversation to which they are not a party.

• Capital and inventory management.

• Lost, stolen, damaged and excess capital and inventory equipment.

Within ninety days after the effective date of this Order, Wardens shall issue Institutional Orders including, but not limited to:

• Assignment of radio codes from within their institution's block of call signs.

• Designation of staff assigned on-site hand-held radios as a normal part of their daily duties.

• Daily documentation of issuance and return of hand-held radios, ensuring that the location of any portable radio equipment may be readily determined at any time.
• Designation of staff assigned take-home hand-held radios.

• Designation of a Radio Repair Coordinator for the institution.

• Approval process for requests to purchase communications equipment.

• Review of phone bills quarterly and phones lines annually.

COMMON CARRIER - A local or long-distance telephone company, regulated by the Arizona Corporation Commission or the FCC, that provides telephone and/or private line services to the public, including the Department.

COMMUNICATIONS CENTER - The Central Office Communications Center.

RADIO EQUIPMENT - Includes portable two-way radios, mobile (automotive) two-way radios, base stations, radio control consoles, paging receivers and ancillary equipment. For these purposes, the term radio equipment does not include AM or FM broadcast radio receivers.

RADIO FREQUENCIES - Department radio frequencies (channels) are identified as follows:

Yard - Sixteen separate frequencies are designated as "yard" channels and named Yard-1 through Yard-16. These are used for short range communication within the perimeter of an institution. Yard radios are typically capable of operating on all sixteen channels but may be used only on those identified and authorized at a particular location.

Complex - Four channels are named Complex-1 through Complex-4. These channels are used by staff working on institution grounds but outside of the yard perimeters. Normally only one complex channel is licensed to each institution. The complex channel licensed to the institution is the only one that may be used there.

TAC Eight channels, named TAC-1 through TAC-8, are used for radio communication outside of institutional boundaries. All TAC channels use mountain-top repeater stations for wide-area radio coverage.

Only one TAC channel (TAC-1) is used statewide. This is the ADC primary administrative and transportation channels, monitored by the central communications center and all institutions. It is also used for coordination of work crews in areas not served by a local TAC channel.

All other TAC channels are licensed for use in a specific, limited geographic area. To simplify operations, newer radios display the name of the primary institution using the channel rather than a "TAC" number. This gives an indication to the operator that the channel may only be used when near a particular institution. TAC channels may not be used in car-to-car mode or otherwise when more than 50 miles from an associated repeater station. The channels, primary institution served and coverage area are:

TAC-2: PERRYVILLE - White Tank Mountains; covers much of western Maricopa County.

TAC-2: SAFFORD - Guthrie Peak; covers eastern Graham and southern Greenlee counties.

TAC-3: FLORENCE - Signal Peak; covers most of Pinal county and the southern part of Gila county.

TAC-4: DOUGLAS - Mule Mountain; covers southern part of Cochise county.

TAC-4: APACHE - Greens Peak; covers southern parts of Apache and Navajo counties.

TAC-5: YUMA - Telegraph Pass; covers southwest Yuma county.

TAC-6: Fort Grant - Heliograph Peak; covers southern Graham and northern Cochise counties.

TAC-7: TUCSON - Keystone Peak covers most of eastern Pima and central Santa Cruz counties.

TAC-8: Future Use

Inter-Agency - Used for communication with other law enforcement agencies in some counties. (Pima, Pinal, La Paz and Gila Counties do have inter-agency systems).

Special Use - Special channels, used by Tactical Support Units (TSU), inmate fire crews and others are restricted to particular locations and radios.

Use of other agency channels for cross-coordination may be approved on a case by case basis by the Assistant Director for Administrative Services. Any such authorization requires proof of compelling need and written authorization from the permitting agency.

RADIO OPERATOR - An individual who is assigned to operate Department-owned radio equipment.

RADIO REPAIR COORDINATOR - An employee assigned to act as a liaison between the institution or bureau and the Communications Unit, and who is responsible for coordinating the sending and receiving of radio equipment requiring repair from the institution or bureau to the authorized service facility. These duties may be in addition to other duties assigned to the employee.

RECORD - As used in this Order, a verb that means to replicate conversation (person-to-person or telephonic) with a telephone, radio, tape recorder, video recorder or any other device.

TELEPHONE LINE - Any public or private telecommunications circuit supplied by a common carrier including, but not limited to, wire or fiber-optic cable used for voice or data transmission; and any State-issued telephone credit card.

A.R.S. 41-801, Arizona Telecommunications System.

47 C.F.R. 90.0, et seq, Rules and Regulations of the Federal Communications Commission.

Sections: 104.01, Entire

104.02, Entire

104.03, Entire

104.04, Entire

104.05, Entire

104.06, Subsections 1.2 through 1.3.2.

104.07, Entire

104.08, Entire

104.09, Entire

104.10, Entire

104.11, Entire