1.1.1 The Accountability and Movement Officer shall:

1.1.1.1 Coordinate with the committing county and the affected Reception Center(s) to ensure the transfer of inmates to the Department within ten days of receipt of the teletype.

1.1.1.2 Provide the affected Reception Center(s) with a list of inmates approved for transfer to Department custody.

1.1.1.3 When the information is provided by the Sheriff's Office, inform the Criminal Justice Support Bureau if an inmate has been designated by the Sheriff's Office as a sex offender.

1.2 Notification of Release Violators - Notification of Release Violators returning to Department custody may be provided to the institutions by:

1.2.1 The Accountability and Movement Officer.

1.2.2 The Community Corrections Division.

1.2.3 A Supervising Parole Officer.

1.2.4 A County Sheriff Office/City Police Department.

1.2.5 Any other source.

1.3 Areas Responsible for Number Assignments - Department Reception Centers and areas of responsibility are authorized to assign an Arizona Department of Corrections identification number (ADC number) to persons committed or transferred to the Department's custody as follows:

1.3.1 ASPC-PHOENIX - Alhambra Reception Center - All adult male offenders committed to the Department to serve a Sentence of Imprisonment or as a Condition of Probation and all adult males accepted for admission into the Department by contractual agreement, who are not serving an Arizona sentence but are under the Western Interstate Corrections Compact.

1.3.2 ASPC-PERRYVILLE - Reception and Assessment - All adult female offenders committed to serve a Sentence of Imprisonment, Death Row or as a Condition of Probation, all juvenile females remanded as adults to the Department, and all adult females accepted for admission into the Department by contractual agreement, who are not serving an Arizona sentence but are under the Western Interstate Corrections Compact.

1.3.3 ASPC-Eyman - SMU I - All male offenders sentenced to Life imprisonment for First Degree Murder and adult male inmates accepted for admission into the Department by contractual agreement, who are not serving an Arizona Sentence but are under the Western Interstate Corrections Compact.

1.3.4 ASPC-Eyman - SMU II - All male offenders committed under a sentence of Death.

1.3.5 ASPC-Tucson - Rincon - All juvenile males remanded as adults to the Department.

1.3.6 Offender Services Bureau (Concurrent/Consecutive Custody Caseload Manager) - All male and female offenders sentenced to the Department under the Interstate Agreement on Detainers Act who are currently serving a sentence in another state or federal jurisdiction.

1.3.7 Community Corrections (Interstate Compact Administrator) - All parolees from another state or federal jurisdiction accepted for supervision in Arizona.

1.4 Inmate Arrival Notification - Upon receipt of a Commitment Order(s) and/or the list of inmates approved for transfer by the Accountability and Movement Officer, institution staff shall complete a name search for each inmate approved for transfer using the following:

1.4.1 The Arizona Criminal Justice Information System (ACJIS) using both the Arizona Crime Information Center and the National Crime Information Center, or ACIC/NCIC, checking for:

1.4.1.1 State identification (SID) number.

1.4.1.2 Federal Bureau of Investigation (FBI) number.

1.4.1.3 Outstanding Wants/Warrants.

1.4.2 The Adult Information Management System (AIMS) for:

1.4.2.1 Prior ADC number Assignment - Inmates who have previously been committed to the Department shall retain the number assigned during the initial commitment.

1.4.2.2 Inmate Status - Inmates who have completed a commitment to the Department shall be returned to custody as a "Re-commitment." Inmates who have not completed the previous commitment shall be returned as a Release Violator with a New Commitment, a Technical Release Violator, a Court Returnee with a New Commitment or a Court Returnee.

1.4.2.2.1 As outlined in technical manual 901-T-OPS, "Inmate Records Information/Court Action," the inmate's release status shall be determined by reviewing the AIMS inmate record.

1.5 Inmate Arrivals - Committing court documents and pre-sentence investigation reports shall be received for all persons committed to the Department to serve a term of imprisonment. Information shall be noted on the committing document if the pre-sentence investigation report has been waived, sealed by the court or cannot be located.

1.5.1 When approved by the court and the Department, if a pre-sentence investigation report cannot be located, an affidavit from the clerk of the court, attesting to this fact, shall be included.

1.5.1.1 The affidavit shall indicate information indicating that every means of locating the report have been exhausted, to include requesting a copy from the county probation department.

1.5.1.2 All affidavits shall be certified by the clerk of the court and affixed with the Seal of the Court.

1.5.2 Prior to the committed person being accepted, the receiving staff member shall compare the name and birth date on the sentencing documents with the name and date on the approved transfer list.

1.5.2.1 If the names do not match, the Accountability and Movement Officer shall be contacted for verification of the change and approval to accept the inmate into the Department's custody.

1.5.3 Upon confirmation that all documents have been received and/or approved, the receiving staff shall review the documents for the following:

1.5.3.1 Certification by the Clerk of the committing court.

1.5.3.2 Raised Certification Seal on the committing documents.

1.5.3.3 Signature/name of the sentencing judge.

1.5.3.4 Verification of the pre-sentence report being waived, sealed or not located, as outlined in sections 1.5 through 1.5.1.2 above.

1.5.3.5 Concurrent/Consecutive terms to be served.

1.5.3.5.1 If the committing document indicates the inmate's sentence is to run concurrent or consecutive to any other state or federal sentence, the delivering authority and/or the other jurisdiction shall be contacted for verification that the inmate has completed the other jurisdiction's sentence.

1.5.3.5.2 If the inmate has not completed the other jurisdiction's sentence, the delivering authority shall be advised that the inmate will be returned to county custody and not be accepted by the Department.

1.5.3.5.3 Upon verification and advisement that the inmate will not be accepted by the Department, the certified committing document(s) shall be forwarded to the Offender Services Bureau, Time Computation Unit, at Central Office for placement of the inmate on the Concurrent/Consecutive Custody Case Load.

1.5.4 Upon verification that the committing documents are true and accurate, the receiving staff shall:

1.5.4.1 Register and assign an ADC number to all new commitments as outlined in the "Inmate Records/Court Action" technical manual. Individuals who have an ADC number from a previous commitment shall retain that number as outlined in section 1.4.2.1.

1.5.4.2 Review the committing document(s) or the AIMS inmate record to determine if an alphabetical suffix shall be assigned to indicate special conditions of the inmate's commitment to the Department as follows:

1.5.4.2.1 "A" - Identifies commitments for which the inmate's term of Community Supervision was waived in Lieu of Probation.

1.5.4.2.2 "D" - Identifies inmates who have been granted a parole to a detainer.

1.5.4.2.3 "F" - Identifies foreign born inmates who have been issued a detainer by the United States Immigration and Naturalization Service.

1.5.4.2.4 "I"- Identifies inmates who have been sentenced in accordance with the Interstate Agreement on Detainers Act.

1.5.4.2.5 "P" - Identifies the commitment as a condition of the inmate's Probation.

1.5.4.2.6 "R" - Identifies the commitment for a Rule 11 evaluation.

1.5.4.2.7 "V" - Identifies any Arizona Board of Executive Clemency or Department Administrative Release Violator until Revocation/Probable Cause Proceedings have been completed.

1.5.4.2.8 "X" - Identifies the inmate as an admission under the Western Interstate Corrections Compact.

1.5.4.2.9 "Z" - Identifies an individual on Parole from another state and accepted for supervision in Arizona.

1.5.4.3 Initiate an Inmate Arrival Sheet, Form 901-20P.

1.5.4.4 Initiate an Intake/Transfer of Custody - Body Receipt, Form 705-1P (Inmates received into Department custody only) in accordance with the "Inmate Records Information/Court Action" technical manual.

1.5.4.5 Physically identify each inmate received (Inmates received into Department custody only).

1.5.4.6 Initiate the Commitment Code Sheet, Form 901-2P.

1.5.4.7 Initiate the Automated Record as outlined in section 901.06, 1.1 of this Department Order.

1.5.4.8 Establish an Intake Packet and forward it to the Time Computation Unit at Central Office as outlined in section 901.06, 1.2.4 of this Department Order.

1.6 Self-Surrenders - Male inmates ordered by the sentencing court to "self-surrender" to the Department shall be received and processed through the reception center at ASPC-Phoenix. Females shall be processed through the reception center at ASPC-Perryville.

1.6.1 The Reception Center shall have, or the inmate shall bring, a copy of the committing document.

1.6.1.1 A Pre-sentence Investigation Report may not be available in these instances.

1.6.1.2 If a certified commitment order was not issued by the sentencing judge, an "Order of Confinement" document may be accepted.

1.6.2 All inmates who have self-surrendered shall be processed for intake in the same manner as inmates who are escorted by law enforcement personnel.

1.7 Foreign Born Inmates - As a citizen of a country other than the United States, foreign born inmates have the right to contact the consulate of their country. All foreign born inmates shall be reported to the United States Immigration and Naturalization Service (INS) Investigations Office for determination of their deportation status and for subsequent administrative hearings by the Executive Office for Immigration Review (EOIR).

1.7.1 Institutions shall maintain copies of Attachment A, Foreign Consular Offices in the United States, at every unit.

1.7.1.1 Inmates may make a written request to their assigned CO III for use of the toll-free number to contact the Consul General of Mexico.

1.7.2 Reception Centers shall provide a copy of the "Notice of Consulate Assistance-Foreign Born Inmates, " Form 1004-24P, to all foreign born inmates received by the Department.

1.7.3 Correctional Officer IIIs shall:

1.7.3.1 When requested by the inmate, provide foreign born inmates the address of the appropriate Consular Office. If the information for the Consular Office requested is not listed, the Correctional Officer III shall contact the Special Services Unit at Central Office to obtain the information.

1.7.3.2 Ensure that all foreign born inmates assigned to their caseload have received and signed a copy of the Notice of Consulate Assistance-Foreign Born Inmates.

1.7.4 Reception Center Offender Information Unit staff shall notify INS investigations of approved prisoner transfers from the county jails and upon request provide copies of Commitment Orders, Pre-sentence Reports and photographs to INS investigators at no cost.

1.7.5 The Wardens at ASPC-Phoenix and ASPC-Perryville shall ensure that office space is provided to INS investigators to conduct interviews on a daily basis.

1.7.5.1 Upon determination by INS agents that an inmate is deportable or is not amenable to deportation, by receipt of a Detainer/Non-Action letter from the INS, the Offender Information Unit staff shall annotate all applicable AIMS screens to accurately identify the inmate as either deportable or not amenable to deportation.

1.7.5.2 If an inmate is not amenable to deportation proceedings, the reason shall be stated on the Offender Comment Screen.

1.7.5.2.1 If the reason is due to the inmate being a U. S. Citizen or a Naturalized Citizen, the citizenship status on the Personal Characteristics screen shall be changed to indicate the correct status.

1.7.6 All foreign born inmates who are subject to deportation, i.e., inmates who have not received a non-action letter, shall be classified to transfer to one of the established hearing/release sites identified in sections 1.7.7.1 through 1.7.7.6 below.

1.7.6.1 Foreign Born Inmates shall be recommended for transfer to a non-hearing/release site only as necessary to maintain racial balances at the non-hearing/release site.

1.7.6.2 Classification actions on Foreign Born inmates shall be recorded on a separate Classification Change Sheet, Form 801-7P and include the notation "Alien."

1.7.6.3 Central Classification shall give priority to these actions.

1.7.7 Wardens at the Institutional Hearing/Release Program (IHP or IRP) sites shall ensure that office space is provided to EOIR staff to conduct administrative hearings. To expedite administrative hearings, the following six prisons have been designated as IHP/IRP sites.

1.7.7.1 ASPC-Florence.

1.7.7.2 ASPC-Eyman.

1.7.7.3 ASPC-Perryville.

1.7.7.4 ASPC-Tucson.

1.7.7.5 ASPC-Lewis.

1.7.7.6 ASP-Phoenix West.

1.7.8 IHP/IRP site Offender Information Unit staff shall coordinate hearing dates and times with the EOIR Court Administrator assigned to the hearing site.

1.7.9 Upon receipt of the EOIR calendar, which identifies dates of hearings and inmates to be heard, the Offender Information Unit staff shall coordinate hearing dates and times with the appropriate Deputy Wardens and/or institution security staff assigned to transport inmates to the designated hearing location and ensure that:

1.7.9.1 All inmates listed on the calendar are currently housed at the hearing site.

1.7.9.2 The EOIR Court Administrator is notified of any transfer or release of inmates scheduled for the hearing.

1.7.9.3 Program staff are notified of the scheduled hearing dates.

1.7.9.4 Scheduled hearing dates are annotated on the applicable AIMS screen.

1.7.9.5 Upon completion of the hearings, that dispositions are received from EOIR staff and are annotated on the applicable AIMS screen.

1.7.9.6 The unit Correctional Officer IVs are notified of EOIR's final disposition.

1.7.10 Inmates shall not be transferred from a hearing site until the hearing process is completed or the inmate has remained at the hearing site for 180 days. Extensions of the 180 day stay shall be approved by the Offender Services Bureau Administrator.

1.7.11 Inmates within 30 days of a release shall not be transferred to a non-hearing site.

1.7.12 Non-hearing site Offender Information unit staff shall:

1.7.12.1 Contact the IHP/IRP Coordinator at Central Office if a foreign born inmate received on/after September 3, 1996 is transferred to the non-hearing/release site and/or if disposition of deportation status has not been made or cannot be determined.

1.1.1 Ensure that all warrants received through the U. S. mail have a certification seal and some type of identification/physical description of the inmate in question.

1.1.2 Ensure that requests for detainers on civil actions (i.e., United States Immigration and Naturalization Service) or notification requests are on the agency's letterhead.

1.1.3 Ensure that warrants/requests for hold and/or notification requests accepted through the ACJIS contain a warrant number and provide identification and physical description information on the inmate.

1.1.4 Contact the demanding jurisdiction's prosecutor, if there is any doubt as to the validity of a detainer.

1.2 Processing Detainers - The Offender Information Unit supervisor or designee shall ensure that the ADC number and description of the inmate indicated on the warrant/documentation matches the ADC number and description of the inmate in custody.

1.2.1 If the descriptions and numbers match, the detainer/notification action shall be logged onto the AIMS "Detainer/Warrant History" screen within one day of receipt using the following identification codes.

1.2.1.1 UNTI - Untried Charges pending against an inmate from another State/County Jurisdiction. (This does not include Parole or Probation Violations.)

1.2.1.1.1 When an Untried detainer is received by the Offender Services Bureau's Offender Information Unit or at an institution where the inmate is not located, the detainer shall be entered on the AIMS Detainer/Warrant History screen. The housing institution shall be notified immediately and advised that the document(s) are being forwarded for acknowledgment and processing.

1.2.1.2 USMO - United States Marshal Service - All detainers received, tried or untried, from the U. S. Marshal Service shall be entered under the USMO code.

1.2.1.3 PPV - Probation or Parole Violation (Tried) warrants received from other State and/or County Jurisdictions only - Parole violation warrants for Arizona releasees are handled through the Community Corrections, Fugitive Services Unit Manager.

1.2.1.4 DCS - Detainer Conviction State - Untried charges have been disposed of and the inmate has been sentenced to serve another State's sentence either concurrently or consecutively with the Arizona sentence.

1.2.1.5 DCC - Detainer Conviction County - Untried charges within the state have been disposed of and the inmate has been sentenced to serve a consecutive term with a county jurisdiction.

1.2.1.6 USIN - United States Immigration and Naturalization Service - Upon receipt of a USINS detainer, the AIMS Personal Characteristics screen shall be reviewed to ensure that the citizenship field accurately describes the inmate as an alien and that an "F" suffix is entered in the suffix field to accurately identify the inmate as Foreign Born.

1.2.1.7 MISD - Misdemeanor Warrants - To be used only when an agency specifically requests a "Hold" be placed on an inmate for a misdemeanor warrant.

1.2.1.7.1 If the agency does not take custody of the inmate upon release, the "Hold" shall not prevent the inmate from being released from Department custody.

1.2.1.7.2 The inmate shall be informed of the obligation to have the misdemeanor charges disposed of and, If the charges are not disposed of, the assigned Parole Officer shall be notified of the misdemeanor charges pending against the inmate.

1.2.1.8 NR - Notification of Release Request - For notification purposes only. This action does not prevent the inmate from being released from Department custody. Notification requests are normally placed for probation obligations, child support services, restitution obligations, misdemeanor convictions, concurrent convictions or supervision purposes.

1.2.1.8.1 If any agency requests a "Hold," along with the NR, be placed on the inmate, the action shall be entered as a MISD.

1.2.2 If any of the detainer actions listed above are lodged against an inmate at an institution, or unit within an institution, that prevents an inmate from being housed there, the detainer shall be acknowledged and entered on the AIMS "Detainer/Warrant History" screen. A copy of the detainer shall be immediately forwarded to the appropriate Correctional Officer III for reclassification action.

1.2.3 Receipt of the detainer shall be acknowledged by preparing an official Detainer Acknowledgment Letter using blue paper and in the format outlined in Attachment B. INS detainers may be acknowledged by signing the bottom portion of the detainer placement request(copies for the Institution and Master Record File shall be on blue paper.) Copies shall be forwarded as follows.

1.2.3.1 Original (Blue) - Demanding Agency.

1.2.3.2 Copy (Blue) - Institution File with all Original Certified Documents.

1.2.3.3 Copy (Blue) - Master Record File with copies of original documents.

1.2.4 Within 15 days of receipt of the detainer request, the inmate shall be provided a copy of the warrant, indictment, information or complaint used to lodge the detainer. Inmates shall be provided a copy of any agency letterhead requesting "Notification" of their release.

1.2.5 90 days prior to an inmate's release, the institution's Offender Information Unit staff shall notify the demanding agency of the inmate's pending release and verify that the hold/notification is still in effect.

1.2.6 If a detainer is placed after the release packet has been forwarded to the Community Supervision Bureau, the Offender Information Unit Supervisor shall notify the Bureau of the detainer.

1.3 Cancellation of Detainer - Upon receiving a notification to cancel a detainer, the Offender Information Unit supervisor or designee shall:

1.3.1 Review the AIMS Detainer/Warrant History screen and the Offender Comment Screen to determine if detainers are "Tried" or "Untried."

1.3.2 Ensure that the cancellation notice is being requested by the agency that originated the detainer and that all references made to name, ADC number, warrant number and/or alien identification number match the original documents. If there is any question as to the authenticity of the request to cancel the detainer, the originating agency shall be contacted for verification of the cancellation notice.

1.3.3 If the Detainer is "Tried:"

1.3.3.1 Enter the cancellation date on the Detainer/Warrant History screen.

1.3.3.2 Acknowledge receipt of the cancellation by preparing an official "Acknowledgment Letter" using blue paper.

1.3.3.3 Ensure that all original documents are removed from the Institution File and returned, with the "Acknowledgment Letter," to the originating jurisdiction.

1.3.3.4 Ensure that the inmate, through the Correctional Officer III, is notified and provided a copy of the cancellation request.

1.3.3.5 Forward a copy of the cancellation letter to the Institution and Master Record File.

1.3.4 Not cancel an "Untried" detainer until determining:

1.3.4.1 That the cancellation request was made prior to the inmate filing for disposition under the Interstate Agreement on Detainer Act.

1.3.4.1.1 The reason is to be outlined in the notice of cancellation.

1.3.4.1.2 If the reason is not given, the supervisor shall contact the demanding agency for verification and the reason.

1.3.4.2 That the inmate filed for disposition, was transferred to the other jurisdiction and the demanding agency has no further interest due to the inmate having satisfied the terms of the final disposition. (i.e., original charges dismissed, the inmate was ordered to time served, jail and/or probation)

1.3.4.3 That the inmate filed for disposition, was transferred to the other jurisdiction and was sentenced to a term of imprisonment. In this event, the "Untried" detainer shall be canceled; however, a "DCS" detainer shall be entered using the same date as the "untried" detainer cancellation date.

1.3.4.3.1 The Agreement on Detainers, Form IX - Prosecutors Report on Disposition of Charges, Form 901-16P or the other jurisdiction's committing document, shall be used as authorization for the "DCS" detainer.

1.3.4.4 If the authorization to cancel a detainer is received after a "DCS" detainer is placed. The other jurisdiction shall be contacted for verification of completion of sentence prior to cancellation.

1.4 Deletion of Detainers - The deletion of a detainer from an AIMS inmate record shall be completed only when the detainer has been placed on the wrong inmate record. The correction of detainer information shall be completed as follows:

1.4.1 If the error is discovered prior to acknowledgment of receipt of the detainer being sent to the requesting agency, the detainer may be deleted from AIMS without comments placed on the record.

1.4.2 If the error is discovered after acknowledgment of receipt of the detainer has been sent to the requesting agency, the detainer shall be deleted. Appropriate comments are to be made in the Offender Comments screen of the inmate record against whom the detainer is actually being made. Following are required comments:

1.4.2.1 The date of correction, the original date of the detainer placement.

1.4.2.2 The ADC number of the inmate the detainer was originally placed on.

1.4.2.3 The date the correction was made and the initials of the staff member who made the correction.

1.5 Speedy Trial - Within 15 days of receipt of an untried detainer lodged against an inmate, the inmate shall be notified of the pending charges and of their right for speedy disposition of the charges. An inmate may request speedy disposition of pending charges as outlined in section 901.03.

1.1.1 The UMDDA does not apply to detainers issued for:

1.1.1.1 Parole Violations.

1.1.1.2 Probation Violations.

1.1.1.3 Unexpired portions of a sentence.

1.1.1.4 Out of State Detainers.

1.1.2 Within 15 days after receipt of a detainer, the inmate shall be served with the detainer and a completed Uniform Mandatory Disposition of Detainers by the Offender Information Unit supervisor or designee who shall verify that the form is completed accurately, to include a certification of inmate status and time left to serve on the current sentence(s).

1.1.3 Inmates shall be advised:

1.1.3.1 Of the source and content of the detainer and their right to request a final disposition.

1.1.3.2 That they may temporarily be transferred to the custody of the demanding jurisdiction, upon request for final disposition.

1.1.3.3 That their current sentence shall continue to run while the inmate is in the county's custody.

1.1.3.4 That they will be returned to the Department's custody to complete their sentence(s) upon completion of the court proceedings and final disposition of the charges in the other jurisdiction.

1.1.4 If the inmate refuses to sign the Uniform Mandatory Disposition of Detainers, the Offender Information Unit supervisor or designee shall:

1.1.4.1 Note on the inmate's signature line that the inmate refused to sign.

1.1.4.2 Sign and date the form.

1.1.4.3 Have a second staff member sign and date the form as a witness.

1.1.4.4 Inform the inmate that refusal to sign does not dismiss the detainer.

1.1.4.5 File the form in the Institution file.

1.1.5 If the inmate chooses to request final disposition:

1.1.5.1 The inmate shall sign and date the form.

1.1.5.2 A Department employee, other than the person serving the form, is required to sign the form as a witness.

1.1.5.3 The Offender Information Unit supervisor shall sign the form and mail it to the Clerk of the Court of jurisdiction and to the prosecuting attorney using certified registered mail with "Return Receipt Requested."

1.1.6 Upon receipt of the Return Receipt, the stamped/written date on the receipt shall be entered on the AIMS "Detainer/Warrant History" screen in the agreement date field. The AIMS "Offender Comment Screen," IAD Transaction type, shall be annotated to include all steps taken to complete this process.

1.1.6.1 The process outlined in sections 1.1.2 through 1.1.6 shall be completed for each "In State" jurisdiction having placed a detainer on an inmate.

1.1.6.2 The inmate shall be released to the first jurisdiction to provide an "Order to Secure Attendance of Prisoner" issued by the court of jurisdiction.

1.1.7 The inmate shall be brought before the court of jurisdiction within 90 days of the date of the "Return Receipt Request'" and shall be brought to trial within 90 days of arrival in the demanding jurisdiction. The institution's Offender Information Unit supervisor shall:

1.1.7.1 Send a follow-up letter 45 days after the date of the "Return Receipt'" to the other jurisdiction advising that there are 45 days remaining in which they may take custody of the inmate.

1.1.7.2 Provide written notification to the Offender Services Bureau's Offender Information Unit supervisor, if the 90 day time frame is not met by the other jurisdiction. Copies of all documents pertaining to the detainer shall be attached to the written notification.

1.1.7.3 Advise the Offender Services Bureau Offender Information Unit Supervisor to send a letter to the appropriate prosecutor and Clerk of the Court in the county of jurisdiction to request that the court enter an order for dismissal of the charges and provide notification to all parties that the detainer is no longer in effect.

1.1.8 Upon completion of the court action and return of the inmate, the Offender Information Unit Supervisor shall ensure that the court's final disposition documents are received and processed in accordance with section 901.04, 1.3 through 1.3.2.

1.1.8.1 The supervisor shall ensure that a copy of the UMDDA or a complete detainer packet is forwarded to the Offender Services Bureau's Offender Information Unit, for the Master Record File.

1.2 Interstate - The Interstate Agreement on Detainers (IAD), a compact that has been entered into by most states, the District of Columbia and the Federal Government, provides for the administrative transfer of inmates who are wanted by another jurisdiction for trial on criminal charges.

1.2.1 The IAD process uses standardized terminology, forms and formats common to all signatory states. Following is the list of forms currently in use:

1.2.1.1 Agreement on Detainers/Form I, "Notice of Untried Indictment, Information or Complaint and of Right to Request Disposition" - hereafter, Form I. (ADC Form 901- 6P)

1.2.1.2 Agreement on Detainers/Form II, "Inmate's Notice of Place of Imprisonment and Request for Disposition of Indictments, Information or Complaints" - hereafter, Form II. (ADC Form 901-7P)

1.2.1.3 Agreement on Detainers/Form III, "Certificate of Inmate Status" - hereafter, Form III. (ADC Form 901- 8P)

1.2.1.4 Agreement on Detainers/Form IV, "Offer to Deliver Temporary Custody" - hereafter, Form IV. (ADC Form 901- 9P )

1.2.1.5 Agreement on Detainers/Form V, "Request for Temporary Custody" - hereafter, Form V. (ADC Form 901- 10P)

1.2.1.6 Agreement on Detainers/Form V-A, "Prisoner Option of Rights and Advisory Form (Cuyler vs. Adams)" - hereafter, Form V-A. (ADC Form 901- 11P)

1.2.1.7 Agreement on Detainers/Form V-B, "Prisoner's Agreement to Temporary Transfer of Custody"- hereafter, Form V-B. (ADC Form 901- 12P)

1.2.1.8 Agreement on Detainers/Form VI, "Evidence of Agent's Authority to Act for Receiving State" - hereafter, Form VI. (ADC Form 901-13P)

1.2.1.9 Agreement on Detainers/Form VII, "Prosecutor's Acceptance of Temporary Custody Offered in Connection with a Prisoner's request for Disposition of a Detainer" - hereafter, Form VII. (ADC Form 901- 14P)

1.2.1.10 Agreement on Detainers/Form VIII, "Prosecutor's Acceptance of Temporary Custody Offered in Connection with Another Prosecutor's Request for Disposition of a Detainer" hereafter, Form VIII. (ADC Form 901 - 15P)

1.2.1.11 Agreement on Detainers/Form IX, "Prosecutor's Report on Disposition of Charges" - hereafter, Form IX . (ADC Form 901 16P)

1.2.1.12 Agreement on Detainers/Governor's Notice Letter. (Attachment C.)

1.2.2 The IAD process does not apply to detainers issued by the non-signatory states of Louisiana and Mississippi and does not apply when:

1.2.2.1 An inmate's sentence is death.

1.2.2.2 The inmate escaped from another state's custody and is wanted in that state solely on the basis of the unsatisfied prison term.

1.2.2.3.3 The detainer is for an alleged probation or parole violation.

1.2.2.4 The detainer is for deportation purposes.

1.2.3 The IAD process may be used, but is not recommended, when a prosecutor in another state advises the state of Arizona that the death penalty is being sought in the case. A Governor's Warrant of Extradition with an accompanying Executive Agreement is recommended for use in the place of the IAD.

1.2.4 A detainer shall be lodged against the inmate with the Offender Information Unit of the institution where the inmate is housed, before the IAD process is applied. The detainer shall be based upon an "untried" indictment, information or complaint.

1.2.5 The Offender Information Unit Supervisor shall, within 15 days of receipt of an untried detainer, ensure that the inmate is served with a completed, Form I as outlined in the "Inmate Records Information/Court Action" technical manual.

1.2.5.1 Upon receipt of the Form I, signed by the inmate, the Offender Information Unit Supervisor shall complete Form II through Form IV.

1.2.5.2 Completed Forms II through IV shall be signed by the inmate and the Warden as indicated on the forms.

1.2.5.3 Mailing and distribution of Form I through IV shall be in accordance with the technical manual.

1.2.6 An inmate who requests final disposition under the IAD (Article III) shall be brought to trial within 180 days of the date the prosecutor receives the appropriate documents/date on the "Return Receipt Request".

1.2.6.1 Tracking time frames shall be conducted as outlined in the "Inmate Records/Court Action" technical manual.

1.2.7 The official agent for the demanding state shall complete and forward form VI and form VII, to the Department's IAD Administrator and the Warden of the institution where the inmate is currently housed when they are prepared to accept temporary custody of the inmate.

1.2.7.1 Upon arrival at the institution, the official agent of the demanding state shall present proper identification, a copy of the form VI and VII and a certified copy of the Indictment, Information or Complaint prior to taking custody of the inmate.

1.2.8 If the inmate has multiple detainers from more than one state, the Offender Information Unit Supervisor shall provide written notification to the other states advising them of the date and name of the state taking custody of the inmate.

1.2.9 Another jurisdiction(s) within the same state may take custody of the inmate, upon completion of a form VIII.

1.2.9.1 Each jurisdiction requesting custody of the inmate shall inform the institution that originally transferred custody of the inmate of their request, and arrange for the inmate's transfer to their jurisdiction.

1.2.10 When an inmate refuses to sign the Form II, the demanding jurisdiction may request temporary custody of the inmate by initiating the process under Article IV of the IAD. The prosecutor shall provide, to the holding institution:

1.2.10.1 The completed Form V.

1.2.10.2 A certified copy of the indictment, information or complaint.

1.2.10.3 A certified copy of the warrant.

1.2.10.4 A certified copy of the fingerprint card, photograph and physical description of the inmate being requested.

1.2.11 Within 15 work days of receipt of the Form V and accompanying documents, the Offender Information Unit supervisor shall complete a Form V-A, and ensure that the inmate is:

1.2.11.1 Served with a Form I and informed that a request for temporary custody has been made under Article IV of the IAD.

1.2.11.2 Informed of the source and content of the Form V and accompanying documents, and of the right to request a final disposition of the indictment, information or complaint.

1.2.11.3 Informed of the right to petition the Governor of Arizona, for intervention, within 30 days of the receipt of the request for temporary custody.

1.2.11.3.1 The Governor has 30 days from receipt of the inmate's petition to disapprove the request or deny availability, either by the Governor's own motion or by nonintervention.

1.2.11.4 Informed of the right to a pre-transfer (identity) hearing under Cuyler vs. Adams (449 U.S. 433; 1981) including representation of counsel and opportunity for habeas corpus.

1.2.11.5 Informed, that, if he or she does not agree to a voluntary transfer, a hearing shall be arranged through the presiding judge of the superior court to be scheduled on the earliest available date on the court calendar.

1.2.12 Upon completion of service of the Form V, the Offender Information Unit supervisor shall ensure that:

1.2.12.1 Six copies of the Form V-B are completed and included with the Form V and accompanying documents to be presented to the Superior Court Judge of jurisdiction for the pre-transfer hearing.

1.2.12.2 A Agreement on Detainers/Governor's Notice Letter (Attachment C) is completed and forwarded to the Governor of Arizona.

1.2.13 Upon completion of the pre-transfer hearing and when the 30 day period of notice to the Governor has expired, with no objections made, or when the inmate agrees to a voluntary transfer by signing Form V-B, Forms III and IV shall be completed and forwarded to the prosecuting attorney in the demanding state.

1.2.14 The prosecuting attorney shall complete and forward a Form VI to the holding institution's Warden.

1.2.14.1 Other prosecutors within the demanding state who also are prepared to accept temporary custody of the inmate shall send a Form VIII to the holding institution's Warden.

1.2.15 An inmate, whose transfer of custody was at the request of the prosecutor under Article IV, shall be brought to trial within 120 days from the inmate's arrival in the demanding state.

1.2.16 At the earliest possible date after the court proceedings are concluded, the inmate shall be returned to the custody of the releasing institution's Warden.

1.2.16.1 All prosecuting officials in the demanding state shall complete a Form IX, and forward the completed form to the Warden of the releasing institution, the IAD Administrator and the Warden and/or agency that will have jurisdiction over the inmate when the inmate is returned to the sentencing state after completion of the Arizona sentence.

1.2.17 Upon completion of the IAD process, the Offender Information Unit Supervisor shall ensure that all applicable AIMS screens are updated with the disposition of the inmate's charges and that a completed detainer packet is forwarded to the Offender Information Unit at Central Office for placement in the inmate's Master Record File.

1.3 U. S. Marshal Detainers - Requests for final disposition on untried detainers lodged against an inmate by the U. S. Marshal Service shall be made on the official U. S. Marshal "Quick and Speedy" form.

1.4 Executive Agreements and Warrants of Extradition - All Executive Agreements and Warrants of Extradition shall be channeled through and coordinated with the Department's Extradition Officer.

1.4.1 Requests for final dispositions on detainers lodged against an inmate by the non-signatory states of Louisiana and Mississippi shall be referred to those states.

1.4.1.1 If those states choose to take action prior to the inmate's release, such action shall be coordinated through the Department's Extradition Officer and shall be requested using an Executive Agreement.

1.4.1.1.1 Governor's Warrants of Extradition, without an Executive Agreement shall not be honored until the inmate is within 90 days of a release.

1.1.1 Upon notification, from the agency taking custody, that an inmate's presence is required in court, the institution Offender Information Unit Supervisor, or designee, shall ensure that an Intake/Transfer of Custody - Body Reciept is prepared; all affected units are notified of the date and time of pick-up and; any special handling information regarding the inmate is annotated on the receipt. Special handling information may include, but not be limited to:

1.1.1.1 Protective Segregation Issues.

1.1.1.2 Assaultive Behavior.

1.1.1.3 Security Threat Group (STG) Issues.

1.1.1.4 Escape Risk.

1.1.1.5 Medical Issues/Medication Prescribed.

1.2 Temporary Transfers - Inmates may be summoned to court by the issue of the following orders:

1.2.1 "Order Securing Attendance of Prisoner" - An inmate may be temporarily transferred to the county of jurisdiction when such an order is requested by the prosecuting county attorney in the county from which the prisoner is wanted and issued by a Judge of the court of jurisdiction. The inmate shall be returned to Department custody upon completion of the court action.

1.2.2 "Writ of Habeas Corpus" - An inmate may be temporarily transferred to a county or Federal jurisdiction when a "Writ of Habeas Corpus" is issued to bring up a prisoner to give evidence before the court. A "Writ of Habeas Corpus" is most commonly used by the Federal Government. The inmate is to be returned to Department custody upon completion of the court action.

1.2.2.1    Telephonic hearings requested by the prosecuting court authority shall be forwarded through the institution's Offender Information Unit for verification and scheduling.   

1.2.3 Interstate Agreement on Detainers - An inmate may be temporarily transferred to another state or to a federal jurisdiction, either upon the inmate's own request or at the request of the agency or jurisdiction when all proper documentation, as identified in section 901.03, is presented to the holding institution and to the Department's IAD Administrator.

1.2.4 Governor's Warrant of Extradition with Executive Agreement - An inmate may be temporarily transferred to another state jurisdiction upon completion of an Extradition hearing by a Superior Court Judge in the county in which the inmate resides. The inmate may, usually when a sentence of "life," or the Death penalty, has been issued and with Arizona approval, remain in the custody of the other State jurisdiction upon completion of the court action.

1.2.5 Securing Attendance of Witness - An inmate may be temporarily transferred to a county jurisdiction within the state or out of state when an order "Securing Attendance of a Prisoner for the Purpose of Testifying" is issued. The inmate shall be returned to Department custody upon completion of the Court action.

1.2.5.1 In-State - The order shall be issued by a Superior Court Judge of the county in which the trial is being held.

1.2.5.2 Out-of-State - The transfer shall be coordinated by the other state's Prosecuting Attorney with the County Attorney's office, of the county in which the inmate is currently located.

1.2.5.2.1 Upon presentation of the order, the inmate shall be turned over to the Sheriff's Office of the Arizona county and held until the other jurisdiction takes custody.

1.2.5.2.2 The inmate may be turned over to another state agency directly from a Department institution providing the order specifically states that the Department shall relinquish custody to the other state.

1.3 If an inmate is temporarily transferred due to pending charges or for any other reason that might affect the inmate's sentence or term of incarceration, the Offender Information Unit supervisor or designee shall, when the inmate returns to Department custody, ensure that the information contained in the documentation provided by the returning agency is entered on all applicable AIMS screens. The supervisor shall notify the Offender Services Bureau Time Computation Unit and provide the new information.

1.3.1 If documentation is not received, the supervisor or designee shall contact the court of jurisdiction to determine the court's disposition of the case.

1.3.2 Any information received from the court regarding the disposition shall be entered on the AIMS "Offender Comment" screen under the Court Action transaction type.

1.4.1 If all release criteria are met, the institution's Offender Information Unit shall:

1.4.1.1 Verify with the Community Supervision Bureau that:

1.4.1.1.1 Release conditions are current.

1.4.1.1.2 Release conditions have been signed by the inmate.

1.4.1.1.3 Release conditions have been approved by Community Supervision for "Release from custody" on the specific release type.

1.4.1.2 Notify the jurisdiction having custody of the inmate that:

1.4.1.2.1 The detainer may be dropped.

1.4.1.2.2 The Department has no further interest.

1.4.1.2.3 Inmates shall, if applicable, be under Community Supervision until reaching their Sentence Expiration or Community Supervision End Date.

1.5 Additional Sentences - Upon receipt of an additional sentence, the receiving institution Offender Information Unit shall process the new commitment in accordance with section 901.01, 1.5.2 and 1.5.3 as appropriate.

1.7 Committed Name - The name listed on the committing court document shall be the inmate's official name recorded on all Department documents and on the Master Record File.

1.7.1 If there is more than one court commitment, the name listed for the ruling sentence shall be the official name. All other names shall be listed as "Also Known As" (AKA).

1.7.2 When an inmate has multiple commitments with different names listed on the documents, Reception Center staff shall use the name listed on the ruling sentence to register the inmate on AIMS.

1.7.2.1 If the ruling sentence cannot be determined, the inmate shall be registered with the name on the first commitment entered on the Sentence Structure screen and the Offender Service Bureau's Time Computation Unit shall be notified and faxed a copy of the court documents so that the ruling sentence may be determined.

1.7.3 The Time Computation Unit shall verify the information on the "Sentence Structure" screen within three hours of receipt of the faxed court documents.

1.7.4 Upon verification of the ruling sentence, the Time Computation Unit shall notify the Reception Center, in writing, of the inmate's official name. The Reception Center shall, if necessary, change the inmate's legal name to the name specified by the Time Computation Unit.

1.7.5 When an inmate is returned to the Department as a re-committed inmate, violator and/or court returnee with a new commitment and has a name other than the original name used when first committed, receiving staff shall review the court document to determine the ruling sentence.

1.7.5.1 If the new commitment is the ruling sentence, the name shall be the inmate's official name to be used on all documents. Upon entering this information on the Sentence Structure screen, the AIMS "Release Date Calculation" screen, which identifies the ruling sentence, automatically generates the change to the inmate's automated record.

1.7.6 The receiving Institution's Offender Information Unit shall ensure that the Institution File indicates the name change and that appropriate staff are requested to take new photographs and issue a new Identification Card.

1.7.6.1 Notification of the inmate's official name shall be forwarded to the Offender Information Unit at Central Office so that the Master Record File can be updated.

1.7.7 Inmates may officially change their names, in the same manner as private citizens, through the appropriate court of jurisdiction. Inmate names that are changed in this manner shall be processed by the Time Computation Unit, which shall:

1.7.7.1 Positively verify the inmate's prior official name and verify and ensure that the inmate has NOT been transferred under the provisions of the Corrections Compact.

1.7.7.1.1 Inmates transferred under the Corrections Compact shall have written approval from the sentencing state to have their name changed and shall request such approval through the Special Services Unit.

1.7.7.2 Record the legal name change as the official name of the inmate in the inmate's automated file.

1.7.7.3 Record the inmate's prior official name as an "AKA" in the inmate's automated file.

1.7.7.4 Provide written notification to the Offender Services Bureau Offender Information Unit, the Release Notification Unit and the institution's Offender Information Unit of the name change. The original court order shall be forwarded to the Offender Services Bureau's Information Unit and a copy shall be sent to the institution Offender Information Unit.

1.7.8 The Offender Service Bureau's Offender Information Unit supervisor shall ensure that the name on the Master Record File is changed in accordance with the court order.

1.7.9 The institution's Offender Information Unit Supervisor shall ensure that the name listed in the Institution file is changed, a new Escape Bulletin is printed and notification, as applicable, is made to the following:

1.7.9.1 The Warden and/or Deputy Warden.

1.7.9.2 Health Services.

1.7.9.3 The appropriate Chief of Security.

1.7.9.4 The unit's Correctional Officer IV.

1.7.9.5 Inmate Banking.

1.7.9.6 Mail and Property processing areas.

1.7.9.7 Visitation.

1.7.10 A female inmate is authorized to provide a certified copy of a properly executed marriage license to change her name.

1.7.11 Inmates requesting name changes through a court process shall pay the costs associated with the name change including the cost of new photographs and inmate identification card.

1.7.12 When officially confirmed , the new name shall be the official inmate name used by the Department.

1.1 Intake Processing - Photographs shall be taken of each inmate during the initial intake process at the Reception Center.

1.1.1 Frontal and profile photographs of the inmate reflecting the inmate's appearance upon arrival, to include the wearing of glasses, shall be taken at reception and distributed as follows:

1.1.1.1 One frontal and one profile - Institution File.

1.1.1.2 One frontal and one profile - Master Record File.

1.1.2.1 Frontal and profile - Escape Bulletin.

1.1.2.2 Frontal - Identification Card.

1.1.2.3 Frontal and profile - Master Record File.

1.1.2.4 Frontal for the institution's control center for use on the picture board.

1.1.2.5 Frontal and Profile - Institution file.

1.1.3 All photographs shall be maintained in the database for future use.

1.1.4 If the inmate wears glasses frontal and profile photographs shall be taken without the glasses. These photographs shall be distributed to the Institution and Master Record file.

1.2 Release Processing - Prior to an inmate being released, the assigned Release Process staff member shall:

1.2.1 Take frontal and profile, full-length photographs of the inmate. The inmate shall be dressed in normal civilian clothing. The photos shall be taken on the date of release.

1.2.1.1 The release photographs, which clearly identify the inmate by name and ADC number, shall be attached to the Release Packet or, if appropriate, the Institution File, and forwarded to the Offender Services Bureau's Offender Information Unit.

1.1.1 The following AIMS screens shall be established within 48 hours and/or prior to the inmate’s transfer from the Reception Center to another institution.

1.1.1.1 "External Movement."

1.1.1.2 "Sentence Structure." (The information entered shall be taken from the Commitment Code Sheet, sentencing documents and the Pre-sentence Investigation Report).

1.1.1.3 "Personal Characteristics." (The information entered shall be taken from the Inmate Intake form, the Scars/Deformities-Marks/Tattoos form and/or the Commitment Code Sheet, sentencing documents and Pre-Sentence Report.)

1.1.1.3.1 If the scars, marks and tattoos are too numerous to enter, excess information is to be entered on the "Offender Comment" screen.

1.1.1.4 "Personal History."

1.1.1.5 "Custody Classification".

1.1.1.6 "Agency Release Notification."

1.1.2 The Escape Bulletin shall be printed after completion of sections 1.1.1.1 through 1.1.1.6, above.

1.1.2.1 A frontal and profile digital photograph of the inmate shall be used when creating the bulletin.

1.1.2.2 Escape bulletins shall be maintained for each inmate assigned to the institution in the Control Center or in another secure area designated by the Warden or Deputy Warden.

1.1.3 When notified that an inmate has changed appearance, program staff and/or Special Security Unit staff shall complete a Scars/Deformities, Marks/Tattoos, Form 901-3P and submit it to the institution's Offender Information Unit for update to the AIMS record. The Offender Information Unit shall print and forward the new escape bulletin to the designated staff member who shall replace the old bulletin.

1.1.4 The following AIMS transactions shall be established/completed by assigned/authorized staff at the Offender Services Bureau, the institution, Private Prisons and/or Community Corrections within the time frames indicated.

1.2 Institution File - The institution file shall be established within one work day after the inmate's arrival.

1.2.1 Files on newly committed inmates shall be established and labeled with the inmate's name and newly assigned ADC number.

1.2.2 Files and/or Release packets on re-commitments and violators shall be requested from the Offender Information Unit at Central Office and established and labeled with the inmate's name and previously assigned ADC number.

1.2.3 All files shall contain one copy of the following documents as they are completed by designated staff.

1.2.3.1 The pink copy of the Intake/Transfer of Custody - Body Receipt.

1.2.3.2 Scars, Deformities - Marks/Tattoos form, Inmate Intake form and Inmate Orientation form.

1.2.3.3 An FBI Fingerprint Card.

1.2.3.4 Copies of photographs upon intake and after processing of the inmate.

1.2.3.5 The Initial Classification Score Sheet, Form 801-1P.

1.2.3.6 A Reclassification Score Sheet, Form 801-4P, if applicable.

1.2.3.7 The Pre-Sentence Investigation Report.

1.2.3.8 The Judgement of Sentence from the Committing Court.

1.2.3.9 Mail Waiver.

1.2.3.10 Psychological, Psychiatric evaluations.

1.2.3.11 ACIC/NCIC checks.

1.2.4 Within one work day after the inmate's arrival, the Offender Information Unit of the receiving institution shall forward an intake packet containing the following documents to the Time Computation Unit.

1.2.4.1 A copy of the Daily Arrival Sheet.

1.2.4.2 The original Intake/Transfer of Custody - Body Receipt.

1.2.4.3 The original Commitment Coding Sheet.

1.2.4.4 The original/certified copy of the Judgement(s) of Sentence from the committing court.

1.2.4.5 The original Pre-sentence Investigation Report.

1.2.5 Within 10 work days after the inmate's arrival, photos, fingerprint cards and all other documents generated for the institution file shall be separated and forwarded, as applicable, to the Offender Services Bureau's Offender Information Unit for placement in the Master Record File.

1.3 Master Record File - The Offender Services Bureau's Offender Information Unit shall establish a Master Record File within five work days after receipt of court documents on Concurrent/Consecutive Custody cases and/or the inmate's arrival.

1.3.1 Files on newly committed inmates shall be established and labeled with the inmate name and ADC number that was assigned as outlined in section 901.01.

1.3.2 Files on recommitted inmates and on release violators or escapees shall be removed from the active/inactive filing shelves and reactivated.

1.3.2.1 Within one work day after a technical release violator or an inmate who had escaped from an institution is returned to custody, the institution file/release packet shall be forwarded to the housing institution.

1.3.2.2 The receiving institution's Offender Information Unit Supervisor shall compare the previous photo in the institution file/release packet with the digital photo taken upon receipt of the release violator/escapee to verify the identity of the inmate.

1.3.2.3 Within five work days, the Offender Information Unit shall ensure that the Release Packet for a re-committed inmate contains the initial intake photos, release photos and a fingerprint card.

1.3.2.4 When the contents of the packet have been verified, the completed packet shall be forwarded to the housing institution or reception center.

1.1.1 The Master Record File and/or the Institution File shall contain only the documents and/or information approved and listed in the established file format.

1.1.2 Forms which are not identified in the approved filing format shall be returned to the originator.

1.1.3 All documents shall be filed in chronological order with the most recently dated document on top.

1.1.4 All Master Record and Institution Files shall be organized in terminal-digit sequence with color coded numeric tabs.

1.1.5 Any existing two-sided file folders shall be converted to four-sided folders.

1.3.1 Forms maintained in the Master Record and in the Institution File shall be distributed as follows:

1.3.1.1 White (Original) - Master Record File.

1.3.1.2 Yellow - Inmate or as designated on form.

1.3.1.3 Pink - Institution File or as designated on form.

1.3.1.4 Goldenrod - As designated on form.

1.3.2 Exceptions to Forms Distribution - The exceptions to the above distribution are:

1.3.2.1 Certificates of Absolute Discharge.

1.3.2.1.1 White (Original) - Inmate.

1.3.2.1.2 Yellow - Master Record File.

1.3.2.2 Proclamation of Parole

1.3.2.2.1 White (Original) - Inmate.

1.3.2.2.2 Copy - Master Record and Institution File.

1.3.2.3 Disciplinary Forms.

1.3.2.3.1 White (Original) - Master Record File.

1.3.2.3.2 Pink - Inmate.

1.3.2.3.3 Yellow - Institution File.

1.4 Routing Documents

1.4.1 The original or designated copy of any document that is to be filed in the Master Record File shall be routed to the Offender Services Bureau's Offender Information Unit and shall legibly indicate:

1.4.1.1 The inmate's first and last name.

1.4.1.2 The inmate's ADC number on all pages.

1.4.2 Designated Institution File copies shall be forwarded to the Offender Information Unit of the institution where the inmate is currently housed.

1.4.3 Designated copies may be retained for Special Purpose or Case files when required by Department Order or when authorized by a Deputy Director, Assistant Director, Regional Operations Director, Warden, Deputy Warden, or Bureau Administrator.

1.5 Removal of Documents - Documents or information contained in inmate records may be removed only when properly authorized.

1.5.1 Department employees may submit a written request to remove a document(s) from an inmate(s) record through the chain-of-command to the Deputy Director for Prison Operations or designee. The request shall:

1.5.1.1 Identify the document or information that is to be removed.

1.5.1.2 Include the date of the document.

1.5.1.3 Give specific reasons for the requested removal.

1.5.1.4 Identify all inmate records where the document or information is found.

1.5.2 The Deputy Director may approve removal of documents from files, if after reviewing the request for removal, the Deputy Director, determines that the document or information is inaccurate, erroneous, and/or would affect decisions made by Department staff or paroling authorities.

1.5.2.1 If the removal request is approved, the authorization for removal of documents or information shall be forwarded to the Offender Services Bureau Administrator, for processing.

1.5.2.2 The Deputy Director for Prison Operations, or designee, shall direct removal of specified documents/information from all inmate records.

1.5.3 The institution Offender Information Unit supervisor shall ensure that all documents/information specified by the Deputy Director or designee is removed from:

1.5.3.1 The Institution file.

1.5.3.2 The Program file.

1.5.3.3 Any Special Purpose files.

1.5.3.4 Any other inmate records that include the documents or information.

1.5.4 Documents removed from inmate records shall be forwarded to the Offender Services Bureau's Offender Information Public Access Unit. Assigned Public Access Unit staff shall remove the documents or information from the Master Record File, post the receipt of documents received and destroy all copies of the documents removed.

1.5.5 The Disciplinary Appeals Officer may direct removal of disciplinary actions and/or related documents or information for disciplinary actions that have been dismissed.

1.5.5.1 Instructions to remove Disciplinary actions shall be in memorandum form, addressed to the Offender Information/Public Access and Time Computation Units.

1.5.5.2 Public Access staff shall ensure that the documents or information is removed from the Master Record File and a copy of the memorandum is forwarded to the Offender Information Unit of the Institution where the inmate is housed.

1.5.5.3 The Time Computation Unit shall ensure that any Class III or forfeiture of time credit actions as a result of the discipline, prior to dismissal are removed from the inmate's Release Date Calculation.

1.5.5.4 The institution's Offender Information Unit staff shall remove the documents or information identified in the memorandum and return it and the documents to the Offender Services Bureau's Public Access Unit for destruction.

1.2 Disclosure - The Department shall not disclose records or portions of records that:

1.2.1 Reveal the identity of a confidential informant.

1.2.2 Endanger the life or physical safety of a person.

1.2.3 Jeopardize an ongoing criminal investigation.

1.2.4 Contain reports or other written materials, i.e., "Do Not House With" memorandums, relating to decisions regarding placement into Protective Segregation.

1.2.5 Contain a victim's current or former address, telephone numbers and protected criminal history information (Presentence Investigation Reports).

1.3 Public Information - Public record information may be given to any member of the public. Information considered public is as follows:

1.3.1 Name and ADC number of any inmate committed to the Department.

1.3.2 Conviction data contained in the Judgment of Sentence or minute entry.

1.3.3 Verified conviction data from AIMS.

1.3.4 The date of admission.

1.3.5 The institution where the inmate is housed, unless the file indicates that location is not to be released.

1.3.6 The date of scheduled release and/or discharge.

1.3.7 Decisions of the Arizona Board of Executive Clemency (Board).

1.3.8 The name and office telephone number of the supervising Parole Officer.

1.4 Confidential Information Release - Confidential information may be provided to Department staff as authorized, criminal justice system agencies, governmental agencies approved by the Department to receive confidential information and Health Care providers under contract to the Department. Confidential information shall not be released until the following eligibility of the requesting party has been determined. The requestor is an authorized:

1.4.1 Employee of the Department, as required by assigned duties.

1.4.2 Criminal justice system agency, as required to accommodate needs of the inquiry.

1.4.3 Contract agency, health care provider or other government agency. Information may be limited by the Department to those records deemed relevant to the proper provision of services.

1.5 Access to Records by Inmates and Discharged Inmates

1.5.1 Inmates shall not be allowed direct access to any Master Record, Institution or Special Purpose/Case file, except for their own medical record. Inmates shall not assist in the preparation or photocopying of reports contained in these files.

***1.5.2 Inmates shall not be allowed to possess information downloaded and copied from the Arizona Department of Corrections Web site. If this information is sent to an inmate or an inmate is found in possession of this information, it shall be treated as contraband.***

1.5.3 The Department may provide, to an inmate, copies of documents that involve an administrative hearing, a court proceeding or any document the Director determines appropriate for the inmate to have.

1.5.4 When Parole or Absolute Discharge from imprisonment is denied by the Board, the inmate may request to view the Board's written statement specifying the reasons for denial.

1.5.4.1 The request to view the Board's reason for denial shall be submitted, on an Inmate Letter to the unit's Correctional Officer IV or designee.

1.5.4.2 Upon receipt of the written request, the Correctional Officer IV or designee, shall obtain the written copy of the Board's decision from the institutional file, and allow the inmate to review it.

1.5.4.3 Upon completion of the review, the Correctional Officer IV shall replace the document in the exact location in the file from which it was removed.

1.5.4.4 The Correctional Officer IV or designee shall document the request and the review in the AIMS Inmate Access Record Log.

1.5.5 After completing all sentences, discharged inmates may be allowed access to their own Master Record file excluding any confidential information.

1.6 Automated Summary (Open) Record

1.6.1 At least 30 days prior to a Board hearing, or once each year, inmates may request to view their own Automated Summary Record. Inmates are not allowed to request to view their Automated Summary Record more than once each year, unless they are scheduled for more than one appearance before the Board in that calendar year.

1.6.2 The Automated Summary Record shall include:

1.6.2.1 Sentencing and Release Date Calculations.

1.6.2.2 Institutional Movement.

1.6.2.3 Disciplinary History.

1.6.2.4 Detainers and Warrants.

1.6.2.5 Institutional work or job history.

1.6.2.6 Classification Actions.

1.6.2.7 Board Hearing Actions.

1.6.3 Inmates shall not have access to any other inmate's Automated Summary Record or assist in the preparation or reproduction of reports contained in those records.

1.6.4 Once each year, or each time the inmate is certified for a Board hearing the inmate may request to view a printed copy of their Automated Summary Record. The inmate shall make the request to the unit Correctional Officer IV or designee using the Inmate Letter.

1.6.5 When the Correctional Officer IV or designee receives a request to view the record, the Correctional Officer IV or designee shall review the AIMS Full Inmate Record to ensure that release eligibility dates have been verified by the Time Computation Unit.

1.6.5.1 If the release date calculation has not been verified or if it is believed that the release date calculation is incorrect, the Correctional Officer IV or designee shall send a message router to the Time Computation Unit, with a brief explanation of the issue.

1.6.5.2 The Time Computation Unit shall, within five work days, audit the release date calculation and respond to the message router.

1.6.6 The Correctional Officer IV or designee shall:

1.6.6.1 Print the Automated Summary Record using transaction "Type Nine."

1.6.6.2 Log the request in the AIMS "Inmate Record Access Log."

1.6.6.3 Provide the Automated Summary Record to the inmate, in person.

1.6.6.4 Destroy the printed copy of the Automated Summary Record when the inmate has completed the viewing.

1.7 Medical Information

1.7.1 Only the following information regarding an inmate's medical care/treatment shall be released as public information:

1.7.1.1 The inmate's name.

1.7.1.2 The institution where the inmate is housed.

1.7.1.3 The facility where treatment is, or was, given.

1.7.1.4 Dates of treatment and/or admission.

1.7.1.5 The cost of treatment.

1.7.2 An inmate may authorize access, except to other inmates, to their personal medical records by providing written notification to the Facility Health Administrator or designee.

1.8 Access/Inspection of Inmate Files

1.8.1 Requests for access or inspection of inmate files or other information shall be directed as follows:

1.8.1.1 The Offender Services Bureau's Offender Information Unit shall process requests for access to Master Record files and special purpose files excluding medical records.

1.8.1.1.1 The Public Access Unit shall process any public requests for access to inmate records.

1.8.1.1.2 Requests shall be processed and made available for review within five work days from the date requested.

1.8.1.4 The Personnel Services Bureau shall process requests for information on incidents involving Department personnel and inmates.

1.8.1.5 Health Services (Medical Records Unit) shall process requests for inmate medical records or information.

1.8.1.6 Administrative Services shall process requests for inmate financial records.

1.8.1.7 Requests for Institution Orders or Post Orders shall be processed through the appropriate Warden or Deputy Warden.

1.8.1.8 The Public Information Office shall process news media requests.

1.8.1.9 The Legal Services/Discovery Unit shall receive and process requests from a court for an in-camera records inspection.

1.8.1.9.1 All subpoenas and/or court orders for inmate record information shall be coordinated with the Legal Services/Discovery Unit and the Public Access Unit prior to responding.

1.8.2 Department staff shall accept all requests for public inspection of inmate files and shall process the file for public review.

1.8.3 All requests shall be submitted to the Offender Services Bureau Public Access Unit. Requests shall be accepted between 8:00 AM and 5:00 PM, Monday through Friday, except for legal holidays.

1.8.4 Responses to information requests shall specify whether any part of the record can be inspected and the time and place the inspection shall occur.

1.8.5 If a request is denied completely or in part, the appropriate Department staff member shall identify the specific reason for denial. The requestor may file a written appeal within five work days with the Offender Services Bureau Administrator including specific reasons for the appeal.

1.8.5.1 The Offender Services Bureau Administrator shall respond to the appeal, in writing, within 10 work days of receipt of the appeal.

1.8.5.2 If additional time is needed to prepare the response, the Administrator may extend the response period an additional 15 work days. The appellant shall be notified, in writing, within five days after receipt of the appeal, of the decision to extend the response.

1.9.1 An inmate may request, through the Department of Public Safety (DPS), access to his/her criminal justice information for the purpose of determining the accuracy and completeness of the records.

1.9.2 The inmate shall request from DPS an information packet and shall be responsible for all costs related to the review of criminal justice information.

1.9.3 Inmates may request that their assigned Correctional Officer III provide a copy of their fingerprint card from the Institution File. The fingerprint card shall identify the inmate by Name, ADC number, date of birth and Social Security Number.

1.9.3.1 The Correctional Officer III shall ensure that the card is a certified copy of the original from the institutional file.

1.9.3.2 If the clarity of the copy is not adequate for proper identification purposes, the request may be returned and the inmate shall be finger printed on a blank card provided by DPS for re-submission.

1.1 All Offender Information Units shall be locked and secured during non-duty hours.

1.2 The Master Record files shall be available during regular working hours for review by any member of the public, the Board, Law Enforcement Agencies or Department staff. Institution files shall be available during regular working hours for review by Department and Board personnel only.

1.3 The Master Record file and the Institution file shall not be removed from the Offender Information Unit by anyone except Department or Board personnel. All other personnel, authorized to review the Master Record file, are required to review the file in the area provided.

1.4 Visitors to the Offender Information Unit areas shall be escorted by a designated staff member.

1.5 When in possession of an inmate file, a reviewer is not authorized to give the file to any other staff member without first notifying the Offender Information Unit's Record Supervisor.

1.5.1 The file is the responsibility of the reviewer and the reviewer is required to abide by state statutes governing the confidentiality of the records.

1.5.2 If the file is forwarded to another party, the original reviewer shall be responsible for the file unless the Offender Information Unit's Record Supervisor is notified.

1.6 Master Record files shall be returned to the Offender Information Unit no later than 3:00 PM each Friday. Institution files shall be returned to the institution Offender Information Unit no later than 4:00 PM each day.

1.7 Reviewers shall not remove any documents from the files.

1.2 Organization - Special purpose or Case Records shall be organized in accordance with a uniform filing format established by the Offender Services Bureau Administrator and are subject to the same laws, rules and instructions as the Master Record files regarding security, disclosure and confidentiality.

1.2.1 Special purpose files maintained by Prison Operations such as property, Protective Segregation, etc., shall be maintained in terminal digit order using standard color coded number labels, 11000 series.

1.2.2 Special purpose files maintained by other areas shall be organized in accordance with the applicable Technical Manual.

1.3 Classification as a Sensitive File - If a Department staff member determines that there is a need to classify an inmate file as a sensitive file, the employee shall forward a memorandum through the chain-of-command to the Offender Services Bureau Administrator requesting that the file be placed in the sensitive file area.

1.3.1 The memorandum shall include:

1.3.1.1 The name of the person to be notified when a request is made to access the file.

1.3.1.2 A recommendation to secure the Institution File, if appropriate.

1.3.1.3 A recommendation for the length of time the file is to be considered a sensitive file.

1.3.1.4 Specific reasons for classifying a file as sensitive. These reasons may include, but not be limited to, the following:

1.3.1.4.1 Protective segregation issues.

1.3.1.4.2 It involves a sensational or high profile cases.

1.3.1.4.3 The file contains information that is likely to cause harm to specific individuals.

1.3.1.4.4 The inmate is involved in ongoing litigation.

1.3.1.4.5 The inmate is related to a Department employee.

1.3.2 Upon review and written approval for the file to be classified as a sensitive file by the Offender Services Bureau Administrator, the entire file shall be removed from the shelf and the approved memorandum shall be placed in the file.

1.3.3 An "Out Guide" shall be placed in the general file area to indicate the file is in the sensitive file cabinet. The file shall be locked in a file cabinet located in the Offender Information Unit area designated for sensitive files.

1.3.4 Each sensitive file shall be reviewed annually to determine if the file should continue to be classified as a sensitive file. Files remain classified as sensitive until the expiration date of the request or if the review indicates the need no longer exists. Those files shall be returned to the general file area.

1.3.5 If the Institutional file is determined to be a sensitive file, the Offender Services Bureau Administrator or designee shall request, by memo router, that the institution's Offender Information Unit supervisor secure the file.

1.3.6 The Offender Services Bureau Administrator shall restrict access to sensitive files to those staff identified in the memorandum as having authorized access to the file, designated Offender Information Unit staff and other persons who require access to the file during the normal course of their duties.

1.1.1 Offender Information Unit staff at the transferring institution shall ensure that:

1.1.1.1 All Institution files are sealed in a box or manila envelope.

1.1.1.2 An updated Escape Bulletin is prepared for each inmate who is transferring.

1.1.1.3 The Special Security Unit Coordinator is notified of the transfer of inmates who have been identified as STG members.

1.1.2 Special Security Unit Coordinators shall ensure that STG information for each inmate identified as an STG suspect is forwarded to the receiving institution.

1.1.3 Health Services staff shall ensure that a medical file for each inmate being transferred is forwarded to the receiving institution in accordance with Health Services requirements.

1.1.4 Program, Property and Visitation Files shall be delivered to the transporting staff by the designated member from those areas.

1.1.5 The receiving institution's Transportation Coordinator shall ensure that the inmate records/files and Escape Bulletins are distributed to the appropriate staff.

1.1.6 When an inmate is transferred Out-of-State, under contractual agreement, the Institution's Offender Information Unit Supervisor shall forward the entire Institution File and all Special Purpose Files to the Offender Information Unit at Central Office.

1.2 Transfer of Inmates to Private Prisons

1.2.1 Prior to an inmate being transferred to a Private Prison, the institution's Offender Information Unit supervisor or designee shall remove all documents containing Criminal History Record Information. These documents may include, but are not limited to:

1.2.1.1 Pre-sentence Investigation Report.

1.2.1.2 Computer-generated Criminal History Reports.

1.2.1.3 ACIC/NCIC checks.

1.2.2 All documents removed from the file shall be secured, with "Acco" fasteners, to a manila file folder, which will be be labeled with the inmate's name and ADC number.

1.2.3 The manila file folders shall be placed into a sealed envelope addressed to the Department's Associate Deputy Warden at the Private Prison and forwarded to the Private Prison in the box containing the Institution Files.

1.2.4 Upon receipt of the Institution files, the Offender Information Unit personnel at the Private Prison shall remove the sealed envelope from the box and forward the envelope, unopened, to the Associate Deputy Warden.

1.2.5 The Associate Deputy Warden shall ensure that a manila folder is included for each inmate received and shall place the folders in a secure file cabinet.

1.2.6 The Associate Deputy Warden shall ensure that the manila file folder(s) is removed from the cabinet and secured to the front inside cover of the inmate's Institution file when an inmate is returned to a Department institution.

1.2.6.1 The receiving institution's Offender Information Unit supervisor shall ensure that the documents contained in the manila file folder are re-filed in the Institution file.

1.2.7 When an inmate is released from custody at a Private Prison, the designated staff member shall request the manila file folder from the Associate Deputy Warden and forward it, unopened, along with the release packet to the Offender Information Unit at Central Office in accordance with section 901.11.

1.3 Release of Inmates - Within five days after an inmate's release or discharge of sentence under supervision of the Department, the program, property and visitation staff shall purge and shred all duplicate information from inmate files with an ADC number of 40001and above and forward the remainder of the documents to the institution's Offender Information Unit.

1.3.1 The Offender Information Unit staff shall prepare a release packet, containing the following documents and forward the packet to the Offender Information Unit at Central Office.

1.3.1.1 All Court Documents.

1.3.1.2 All Pre-Sentence Investigation Reports.

1.3.1.3 Initial and Final Classification Score Sheets.

1.3.1.4 Pre-Release documents (Parole/Probation Forms I and II, Authorization to Release Medical Information, Conditions of Supervision, Pre- Release Information).

1.3.1.5 Interstate Agreement on Detainers Packet.

1.3.1.6 Release Confirmation Report.

1.3.1.7 Fingerprint Cards.

1.3.1.8 Initial Intake and Release Photos.

1.3.1.9 Visitation Documentation.

1.3.1.10 Property documents for the previous two years and the final inventory documents.

1.3.1.11 Any information, to include reports received from other jurisdictions, relating to sex offenses.

1.3.1.12 "Do Not House With" memorandums.

1.3.2 Program, property and visitation staff shall forward the entire inmate files with an ADC number below 40001 to the institution's Offender Information Unit.

1.3.3 The Offender Information Unit shall forward the complete Institution File and all program, property and visitation files to the Offender Services Bureau's Offender Information Unit.

1.3.4 The following inmate Institution files shall not be broken down to form release packets. Instead, they are to be sent, in their entirety, to the Offender Information Unit at Central Office for retention.

1.3.4.1 Landmark cases, as determined by the Attorney General, the Board of History and Archives or the Director.

1.3.4.2 Cases of notoriety as determined by the Offender Services Bureau Administrator.

1.3.4.3 Files related to inmates who have died while under Department custody, (i.e., murdered, death by accident, death by natural causes, death by execution, etc.)

1.3.5 TheHealth Services Division shall forward the inmate medical file to the Medical Records Repository at Central Office.

1.1.1 The Offender Services Bureau's Time Computation Audit Intake and Release Violator Units, shall