1.1.1 Designate a staff member as the Accountability Officer.

1.1.2 Ensure that the number, type and location of beds are not changed without the Director's written authorization.

1.1.3 Ensure that the Bed Information Data Sheet is accurate, and complete in the format identified in Attachment B.

1.1.4 Ensure that all external movements are entered into the Adult Information Management System (AIMS) prior to the end of each shift.

1.1.5 Ensure that the daily population information taken from the last formal count prior to midnight, and all movement which occurs between the lats formal count and midnight, is reported to the Offender Services Bureau, Accountability and Movement Officer through the Institution Offender Information Unit. (Example: if the last formal count is taken at 2100 hours with a total of 646 inmates and one inmates is transferred/released at 2100 hours., four inmates are received at 2200 hrs., the total count to be reported is 649.)

1.1.6 Ensure that count information is reported to the Offender Services Bureau each morning no later than 0730 hours to include the following:

1.1.6.1 General Population/Temporary General Population.

1.1.6.2 Restricted Use/Temporary Restricted Use.

1.1.6.3 Outside Count.

1.1.6.4 Special Use/Temporary Special Use.

1.1.6.5 Total Operating Capacity.

1.1.6.6 Red-lined and medical hold information.

1.1.6.7 Scheduled Releases for that day and through the end of the next five days. (Example: On Monday, report releases for Monday through Friday, on Tuesday, report releases for Tuesday through Saturday, and so on.)

1.1.7 Report to the Deputy Director for Prison Operations through the appropriate Regional Operations Director any significant problems arising from prison crowding, including but not limited to, racial parity/imbalance, potential security threat group issues, infrastructure demands on the physical structure/plant.

1.2 The Offender Services Bureau Administrator shall ensure that:

1.2.1 All the necessary population data to prepare the Institutional Capacity & Committed Population Report (Daily Count Sheet) is collected.(Attachment A)

1.2.2 The Daily Count Sheet is prepared and the accuracy is verified.

1.2.3 The Daily Count Sheet is distributed no later than 1100 hours to:

1.2.3.1 The Director.

1.2.3.2 The Deputy Director for Prison Operations.

1.2.3.3 The Policy and Research Bureau.

1.2.3.4 Any other person as determined and approved by the Deputy Director for Prison Operations.

1.2.4 The Deputy Director for Prison Operations is notified of any discrepancies in counts (i.e., racial parity/imbalances, and any other issues which may impact the safe and secure operation of the prisons).

1.1.1 The conversion of any modular building or other structure to inmate housing which was not previously established for that purpose, such as classrooms, warehouses and/or day rooms.

1.1.2 The modification of an existing housing unit in any way that would alter its designated function or capacity.

1.1.3 A change in the security level or use of any institution or unit. (i.e., General Population, Restricted Use, Special Use, Temporary Use)

1.2 Any request for changes in bed numbers or bed type shall be fully justified in writing and submitted through the appropriate chain of command to the Director. The request shall include but not be limited to the following:

1.2.1 Information on the present bed count/type for the unit using the Bed Information Data Sheet.

1.2.2 The specific change(s) requested.

1.2.3 Estimated change in number or type of beds resulting from the request.

1.2.4 The resulting bed count/use after changes are complete.

1.3 Approved changes in bed capacities and type shall be forwarded to the Office for Strategic Planning and Budgeting, with a copy to the Offender Services Bureau.

1.3.1 The Offender Services Bureau shall ensure that appropriate changes are made to the AIMS bed capacity and bed type, the Daily Count Sheet, and Bed Information Data Sheet. The Bed Information Data Sheet will be updated and sent to the affected unit/institution for verification and signature.

1.3.2 The institution shall forward the Bed Information Data Sheet to the Deputy Director for Prison Operations through the appropriate Regional Operations Director, for signature and placement into the Prison Operation Master Bed record.

1.3.3 The Offender Services Bureau shall maintain a permanent record, for historical purposes, of Director approved changes to beds/counts, as well as the Bed Information Data Sheets.

1.4 Emergency Beds

1.4.1 The Warden/designee may provide authorization to add emergency beds.

1.4.2 The On-Call Duty Officer may provide initial authorization, but must receive written authorization from the Warden within 48 hours.

1.4.3 Written notice to the Deputy Director for Prison Operations shall be provided within 24 hours by the Warden/designee through the appropriate Regional Operations Director when adding/deleting emergency beds to/from any institution or unit.

1.5 Inoperable Beds

1.5.1 The Warden/designee shall notify, through the appropriate Regional Operations Director, the Deputy Director for Prison Operations and the Offender Services Bureau Administrator immediately, in writing, of cells or beds being deactivated for repairs, maintenance or other reasons,(Red-Line) or when they are being reactivated, and shall specify:

1.5.1.1 The location by housing unit, wing/pod and bed number of the affected beds.

1.5.1.2 The nature of the problem requiring deactivation of the bed(s) and include a description of the action needed to be taken as well as estimated time of completion.

1.5.1.3 The date the beds are being deactivated/reactivated.

1.1.1 Ensure external inmate movement information is entered on the AIMS Daily External Movement Report.

1.1.1.1 Movement holds shall be reviewed once per month, at a minimum, by the unit accountability officer where the hold was placed.

1.1.2 Ensure intra-unit inmate movement information is entered on the AIMS Count Sheet.

1.1.3 Update the picture board.

1.1.4 Record the movement on the unit count sheet as generated on AIMS.

1.1.5 Receive and record the Out-of-Housing Count and Outside Count on the appropriate AIMS count sheet and transaction screen.

1.1.6 Receive and record inmate physical count figures received from the housing unit officers that are identified as assigned to the following bed types:

1.1.6.1 General Population.

1.1.6.2 Temporary General Population.

1.1.6.3 Restricted Use.

1.1.6.4 Temporary Restricted Use.

1.1.6.5 Special Use.

1.1.6.6 Temporary Special Use.

1.1.7 Determine the Unit population by adding the Out-of-Housing Count to the Physical Count.

1.1.8 Notify the unit shift commander when the count is complete.

1.1.9 Provide bed vacancies available by bed type.

1.1.10 Report inoperable beds to the Deputy Warden.

1.1.11 Report count figures to Institutional Accountability Officer.

1.2 The Institutional Accountability Officer shall:

1.2.1 Receive the allocated count for the Institution.

1.2.2 Record the Outside Count.

1.2.3 Receive and record each unit's completed count figures.

1.2.4 Verify and compare each unit's count figures with the Official Daily Count for that unit.

1.2.5 Advise all units when the institution count is clear.

1.2.6 Ensure that the Formal Count is consistent with the AIMS Facility Population Report.

1.2.7 Report Institutional Count figures to the Central Office Accountability and Movement officer.

1.3 The Central Office Accountability and Movement Officer shall:

1.3.1 Collect the daily count information as report by the Institutional Accountability Officers and prepare the Daily Count Sheet for review and approval by the Offender Services Bureau Administrator.

1.3.2 Upon approval distribute the daily count sheet as directed in section 701.01, 1.2.3 .

1.1.1 Conducted at least once each shift.

1.1.2 A physical identification card to face count.

1.1.3 Recorded on the appropriate AIMS count sheet.

1.1.4 Reported to the Unit Accountability Officer.

1.1.5 Verified by the unit shift commander.

1.2 Informal Counts - Informal counts shall be conducted at the direction of the shift commander and may:

1.2.1 Include any segment of the inmate population.

1.2.2 Be either a physical or identification card to face count.

1.2.3 Be recorded on the appropriate AIMS count sheet.

1.3 Emergency Counts - All inmate movement and activities shall cease during emergency counts.

1.3.1 Emergency counts shall be:

1.3.1.1 Formal counts conducted in accordance with Institution Orders.

1.3.1.2 Documented in written reports that state the results of the count and the conditions which precipitated the emergency count.

1.3.1.3 Declared clear only by the shift commander.

1.3.2 The inmate population shall be notified to proceed immediately to a specified area.

1.3.2.1 Inmates who are working outside the unit may be called back to the unit at the direction of the shift commander.

1.3.3 Inmates shall resume normal activities at the discretion of the shift commander.

1.4 Clearing The Count - Upon receipt of the count status from the Unit Accountability Officer, the Shift Commander shall:

1.4.1 Declare the Count "Clear" when all assigned inmates are accounted for.

1.4.2 Initiate action to resolve the discrepancy when all assigned inmates are not accounted for, which may include:

1.4.2.1 Recalculating the count.

1.4.2.2 Recounting the inmates.

1.4.2.3 Conducting an emergency count.

1.4.2.4 Declaring an escape.

1.1 Wardens and Deputy Wardens shall ensure that:

1.1.1 All intra-institutional inmate movement is accomplished in accordance with the established Controlled Movement Plan for the inmates assigned unit.

1.1.2 The level of control and supervision shall be commensurate with the Public and Institutional risk factors of the involved inmates.

1.1.3 Intra-institutional movement of inmates is supervised and controlled through the use of an Inmate Pass, Form 701-2P and/or a master pass that is:

1.1.3.1 Published and distributed daily.

1.1.3.2 Checked and signed by staff at control points.

1.1.3.3 Used by escorting staff as an out count or tracking mechanism.

1.2 A Controlled Movement Plan shall be established for each Level 3, 4 and 5 unit. The plan shall include but not be limited to:

1.2.1 Consistency with security issues associated with the Level's of Supervision.

1.2.2 The development of a master pass system to document the location and movement of inmates throughout the day and published daily.

1.2.3 Consistency with Authorized Staffing Patterns.

1.2.4 Consistency with Staffing Levels:

1.2.4.1 Level D Operation - Minimal activity.

1.2.4.2 Level C Operation - Restricted activity.

1.2.4.3 Level B Operation - Reduced activity.

1.2.4.4 Level A Operation - Full activity.

1.2.4.4.1 Refer to the appropriate written instruction which addresses Authorized Staffing Patterns for detailed information associated with Levels D through A operation.

1.2.5 Lock down - A unit is undergoing an emergency situation or has been locked down for the night. All inmates are confined to their living area.

1.3 All inter-institutional movement shall be entered, coordinated, scheduled, and approved on the AIMS Transfer Order screen by Central Office Accountability and Movement. (Except in emergencies)

1.3.1 Requests for unscheduled non-emergency movement shall be sent by AIMS memo router to the Central Office Accountability and Movement Officer.

1.3.2 If AIMS cannot be used for inmate movement the Central Office Accountability and Movement Officer shall:

1.3.2.1 Coordinate by telephone with the Institutional Accountability Officer through the Institution Offender Information Unit.

1.3.2.2 Provide confirmation of the approved movement by AIMS no later than 0900 hours of the following day. The confirmation shall include the name of the approving authority, the date and time the approval was given, and the name of the requesting authority.

1.3.3 Emergency inmate movement may be completed without Central Office approval and coordination only when directed by the Warden to preserve the safe, secure and orderly operation of the sending unit.

1.3.4 Documentation for emergency movement actions shall be provided by the sending unit and include but not be limited to:

1.3.4.1 The names of the coordinating staff members from both the sending and receiving units.

1.3.4.2 The date and time approved by the Wardens.

1.3.4.3 All information to be included in the comments section of the AIMS External Movement screen.

1.3.4.4 The complete names and numbers of all inmates involved in the move, where the inmate was moved from and the final housing location where the inmate is moved to.

1.3.5 The sending unit shall advise Central Classification, by telephone, of emergency inmate transfer actions immediately, if possible, or no later than 0900 hours of the first work day following emergency movement that occurred after 1700 hours.

1.4 All inmate movement which occurs on weekends, holidays, or after normal working hours (Monday through Friday 8:00 AM to 5:00 PM) shall be reported immediately by telephone as an "After Hours Move" to the Central Office Communication Center.

1.4.1 All movement includes but is not limited to the following:

1.4.1.1 Movement of inmates from institution to institution, unit to unit, in and out of detention.

1.4.1.2 Release of inmates.

1.4.1.3 Death of inmates.

1.4.1.4 Return of release violators.

1.4.1.5 Any other movement which results in a vacant bed or use of a vacant bed.

1.4.2 The following information, in the order described below, shall be provided to the Central Office Communication Center by the affected institution:

1.4.2.1 The reporting institution.

1.4.2.2 The date and time of movement.

1.4.2.3 The inmate ADC number.

1.4.2.4 The inmate name (last, first).

1.4.2.5 The releasing/transferring unit/bed.

1.4.2.6 The receiving institution/unit/bed. The transferring unit shall be responsible for obtaining the unit and bed designation of the receiving unit for reporting purposes.

1.4.2.7 The name of reporting staff member and/or contact person.

1.4.2.8 The telephone number of reporting staff member and/or contact person.

1.4.2.9 The specific reason for making the move:

1.4.2.9.1 Pending investigation.

1.4.2.9.2 Processing for protective segregation issues.

1.4.2.9.3 Disciplinary action, to include the case number if it is available at the time of the move.

1.4.2.9.4 Death, or other appropriate reason(s).

1.4.3 Designated Institution security staff shall be responsible for entering the exact date/time the movement occurred on the AIMS External Movement screen.

1.4.4 The Central Office Communication Center shall log the information in the "After Hours Movement" log (Attachment C) and ensure all information required is being provided.

1.4.5 The Central Office Classification Manager shall ensure that all log sheets are collected from the Central Office Communication Center on the following work day, and reviewed for accuracy and determination of the impact, if any, on scheduled movement.

1.5 Transportation of inmates and inmate records shall be done in compliance with Department Order #705, Inmate Transportation.

1.6 For information regarding cell assignments, see Department Order #908, Inmate Equal Opportunity/Access.

FORMS LIST

701-2P, Inmate Pass

701-3P, Inmate Outcount

Within 90 days of the effective date of this Department Order Wardens shall develop and publish

Institutional Orders to address Inmate Accountability and Controlled Movement for each unit.

• The Inmate Accountability system shall include specific instruction for:

• Conducting unit counts.

• Reporting counts.

• Assignment of Accountability Officers.

• Procedures to be followed for reporting counts in the event of an escape.

• A Controlled Movement Plan for each unit which provides an accounting for all inmate movement through the development of a master pass system that is unique to the unit and includes specific provisions for movement during protracted IMS situations specifically addressing:

• Meals.

• Medical.

• Sanitation.

• Contractual work crews.

AIMS COUNT SHEET - An automated listing of all assigned inmates which may be generated by inmate name in alphabetical order, inmates by housing assignment, or inmates by work/program assignment.

AIMS FACILITY POPULATION REPORT - An electronic report reflecting the capacity, inside count and outside count for all facilities.

BED INFORMATION DATA SHEET (BID) - A document which identifies the number, status, type and location of beds within a specified unit, which is verified and signed by the Deputy Warden/ Warden, and signed by the Deputy Director.

BED TYPES/CAPACITY

Permanent (P) Beds - Beds that are by physical design or as defined by law or court order, or as determined in relation to staffing level, food service, water and sewage capabilities, a permanent part of a unit.

Temporary (T) Beds - Beds Added to a Unit in addition to permanent beds assigned to that unit such as tents, or beds in day rooms.

Temporary Beds may be General Population, Restricted Use or Special Use.

Temporary Beds are not included in the Designated Capacity.

General Population (GP) Beds - Beds which are classified on the basis of the increasing security levels required by inmate public and institutional risk from 1 through 5, and are available throughout the system to receive appropriately classified inmates.

General Population Beds may be Permanent or Temporary.

General Population Beds are included as part of the Designated Capacity and the Operating Capacity.

Restricted Use (RU) Beds - Beds restricted to certain types of inmates by law or program purpose such as DWI Centers, Reception/Diagnostic Unit, Minors Units, Mental Health Units, Protective Segregation and Death Row.

Restricted Use Beds may be Permanent or Temporary.

Restricted Use Beds are included as part of the Designated Capacity and the Operating Capacity.

Special Use (SU) Beds - Beds to be used for disciplinary isolation, investigative detention, maximum behavior control, and mental health observation or medical inpatient care.

Special Use Beds may be Permanent or Temporary.

Special Use Beds are not included as part of the Designated or Operating Capacity.

Emergency (E) Beds - Beds created for short term use due to an emergency situation such as a disturbance, fire, flood, or due to unscheduled violator arrivals, etc.

Designated (DC) Capacity - The sum total of Permanent General Population and Restricted Use Beds.

The Designated Capacity includes General Population and Restricted Use Beds.

Operating (OC) Capacity - The Designated Capacity and the Approved Temporary General Population and Restricted Use Beds.

Institutional (IC) Capacity - All beds Permanent and Temporary, General Population, Restricted Use and Special Use.

CONTROLLED MOVEMENT - The regulated turnout and movement of a specified number of inmates. The limit on the number of inmates, and the type and degree of control to be imposed shall be determined and applied based on: the type of activity (meals, recreation, library, store, etc.); custody level of the unit; inmate classification; prescribed level of supervision; staffing levels; physical plant; and environmental conditions. These controls shall be applied to movement within a unit, between units or Departmental Institutions, or between a unit and a non-department location, such as a medical facility, court, or external work site.

DAILY EXTERNAL MOVEMENT REPORT - The Official unit record, via the AIMS count system, which reflects the name, number and housing assignment of all inmate movement during a twenty-four hour period, from midnight to midnight.

EMERGENCY COUNT - An unscheduled formal count of all assigned inmates conducted at the direction of the shift commander.

FORMAL COUNT - An identification card count of all inmates conducted at a specified time, recorded, reported to and confirmed by the designated accountability officer.

IDENTIFICATION CARD COUNT - A count of the inmate population by a comparison of the inmate identification card to the physical appearance of the individual inmate.

INFORMAL COUNT - Random and periodic checks of the inmate population to determine if all inmates are present and to monitor their well-being.

INTRA-INSTITUTIONAL MOVEMENT - Movement of inmates between individual units of an institution and within individual units. Such as work, library, meals, programming, medical, off-site work crew, property, visitation, store, etc.

INTER-INSTITUTIONAL MOVEMENT - Movement of inmates from one institution to another institution with armed escort.

MEDICAL HOLD - A hold placed on a bed when an inmate goes to the hospital and is expected to return within a week. If the inmate has not returned after ten calendar days the hold is automatically dropped or removed.

OUTSIDE COUNT - The count of assigned inmates temporarily absent (escorted leave, hospital, county jail, escape status for less than 24 hrs) or in transit from one institution/unit to another.

OUT OF HOUSING COUNT - A count of inmates not physically present in their housing unit but accounted for by the unit, who appear on the official Daily Count as General Population, Restricted Use or Special Use population.

RED-LINE INFORMATION - Information related to the status of the mechanical usability of a bed.

PHYSICAL COUNT - The accounting for assigned inmates by visually observing the physical presence of each inmate.

PICTURE BOARD - The method of displaying current inmate identification photographs by assigned housing location in each count office.

SUPERSEDES

Department Order 701, Inmate Accountability System, supersedes the following:

DI 18, Inmate Accountability (08/22/96)

• IMP 301.19, Inmate Movement Control (10/24/91)
• IMP 301.23, Inmate Counts (06/18/93)

DI 42, Inmate Accountability (04/04/97)

DI 136, Reporting of Inmate Movement After Normal Working Hours (01/11/2000)