Operating Procedures

Operating Procedure Categories

• 010

  Administration and Organization

  Procedure development, VADOC administration, correspondence, customer service

  • 010.1 Virginia Department of Corrections Administration

  • 010.2 Learning Teams

  • 010.3 Correspondence Management and Customer Service

  • 010.4 Operating Procedure Management

  • 010.5 Dialogue

• 020

  Community, Media, and Other Agency Relations

  Research, interstate transfers, victim services, media relations, public access to VADOC, citizen involvement

  • 020.1 Research Conducted in DOC Units

    • Form 2: Research Agreement
    • Form 3: Voluntary Consent to Participate in Research

  • 020.2 Compact for Interstate Transfer of Inmates

  • 021.1 Victim Services Unit

  • 021.2 Victim Offender Dialogue

  • 022.1 News Media Relations

  • 022.2 Inmate and CCAP Probationer/Parolee Access to the News Media

    • Form 1: Media Consent Agreement

  • 025.1 Public Access to DOC Public Records

  • 025.2 Public Access to VADOC Property

    • Form 1: Parental Consent to Tour Correctional Facility

  • 025.3 Public Records Retention and Disposition

  • 027.1 Volunteer and Internship Programs

    • Form 2: Application for Volunteer Services
    • Form 4: Volunteer Agreement
    • Form 5: Volunteer Data Sheet

  • 027.3 Community Relations

• 030

  Authority, Inspection, and Auditing

  Audits and investigations, incident reporting, Prison Rape Elimination Act (PREA)

  • 030.1 Evidence Collection and Preservation

  • 030.2 Internal Audit

  • 030.3 Monitoring and Assessment of DOC Performance and Progress

  • 030.4 Special Investigations Unit

  • 038.1 Reporting Serious or Unusual Incidents

  • 038.3 Prison Rape Elimination Act (PREA)

    • Attachment 1: Sexual Assault Awareness & Prevention (English Version)
    • Attachment 1: Sexual Assault Awareness & Prevention (Spanish Version)
    • Attachment 1: Sexual Assault Awareness & Prevention (Hearing Impaired Version)
    • Attachment 4: Guide to Maintaining Appropriate Boundaries with Inmates

  • 038.4 Notification of Serious Injury, Illness, or Death

    • Attachment 2: Bereavement Guide for Family and Friends
• 040

  Legal

  Litigation and dispute resolution

  • 040.1 Litigation

  • 040.2 Alternative Dispute Resolution

• 050

  Records and Information Management

  Offender records management, employee records

  • 050.1 Offender Records Management

  • 050.3 Facility Release of Offenders

  • 050.4 Reporting Daily Population

  • 050.6 Offender Access to Record Information

    • Copy Charges Memorandum
    • Form 14: Consent for Release of Information
    • Form 17: Request for Records (Inactive Offender Only)
• 075

  Emergency Management

  Emergency preparedness

  • 075.1 Emergency Operations Plan (Procedure not available online)

  • 075.2 Continuity of Operations Plan (Procedure not available online)

  • 075.3 Emergency Services Unit (Procedure not available online)

  • 075.6 Critical Incident Management Exercises

  • 075.7 Critical Incident Peer Support Team

  • 075.8 Group Response Intervention Team

• 100

  Human Resources

  Hiring, employee dress code, time utilization, expectations of employees, employee relations, benefits, staff development, separation of employees

  • 102.1 Personnel Actions Relating to Positions

  • 102.2 Recruitment, Selection and Appointment

    • Attachment 1: Cover Letter Sample - Authorization Order
    • Attachment 2: One Year Authorization Order Template
    • Attachment 3: Indefinite Authorization Order - Template

  • 102.3 Background Investigation Program

  • 102.4 Compensation

  • 102.5 Staff Medical Screening and Physical Examination

  • 102.6 Staff Orientation

  • 102.7 Employee Records

  • 105.1 Employee Uniforms

  • 105.2 Employee Identification Cards

  • 105.3 Non-uniformed Employee Dress Code

  • 110.1 Hours of Work and Leaves of Absence

  • 110.2 Overtime and Schedule Adjustments

  • 110.3 Emergency Closings

  • 110.5 Telework

  • 135.1 Standards of Conduct

  • 135.2 Rules of Conduct Governing Employees Relationships with Inmates and Probationers/Parolees

  • 135.3 Standards of Ethics and Conflict of Interest

    • Form 2: Request for Permission to Secure Employment Outside Working Hours

  • 135.4 Alcohol and Drug Testing

  • 135.5 Workplace Violence

  • 135.6 Use of Social Media

  • 145.1 Probationary Period

  • 145.2 Employee Performance Management

  • 145.3 Equal Employment Opportunity, Anti-Harrassment, and Workplace Civility

    • Form 8: Charge of Discrimination Complaint
    • Equal Employment Opportunity Statement

  • 145.4 Employee Grievances

  • 150.3 Reasonable Accommodations

    • Form 1: Employee Request for Job Assistance/Accommodation

  • 150.4 Line of Duty Death or Injury

  • 150.5 Employee Wellness

  • 165.1 Professional Memberships

  • 165.2 Employee Appreciation and Recognition

  • 165.3 Tuition Assistance and Educational Leave

  • 175.1 Employee Separations

  • 175.2 Layoffs and Reduction in Workforce

• 200

  Financial Management and Procurement

  Budget, fiscal management and reporting, inventory, travel, payroll, procurement, risk management, grants

  • 201.1 Budget Preparation and Execution

  • 210.1 Internal Fiscal Controls

  • 210.2 Cash Management

  • 210.3 Accounts Receivable

  • 210.4 Accounts Payable Administration and Management

  • 210.6 Reconciliation to Cardinal

  • 220.1 Gifts and Donations

  • 220.2 Managing and Responding to Fiscal Audits

  • 230.1 Accounting for Fixed Assets

  • 230.2 Materials and Supply Inventory

  • 240.1 Travel

  • 240.2 Moving and Relocation Expenses

  • 250.1 Paycheck Receipt, Distribution, and Withholding

  • 260.1 Procurement of Goods and Services

  • 260.2 Surplus Property

  • 260.3 Small Purchase Charge Card Program

  • 261.2 Property Damage and Losses

  • 261.3 Workers' Compensation

  • 270.1 Grants Operation and Administration

    • Form 6: Request for Support/Commitment for External Grant Applicants
• 300

  Infrastructure and Environmental Management

  Maintenance, handling hazardous materials, environmental and sustainability plans

  • 301.2 IEMU Process Guide

  • 301.3 Preventative and Corrective Maintenance

  • 302.1 Environmental Management Systems

  • 302.2 Control of Hazardous Materials

  • 302.3 Sustainability Plan

    • Attachment 1: Energy Conservation Plan
    • Attachment 2: Water Conservation & Management Plan
    • Attachment 3: VADOC 5-Year Strategic Energy Management Plan (EnMP)

  • 303.1 Department Safety Functions

  • 303.2 Fire Safety and Response Plans

• 310

  Technology

  Information Technology management and security

  • 310.1 Technology Management

  • 310.2 Information Technology Security

  • 310.3 Inmate/Probationers/Parolee Access to Information Technology

  • 310.4 External Users Access Control

• 320

  General Services

  VADOC emblems, vehicles, real estate property

  • 320.1 Emblems, Signs, and Flags

  • 320.3 Recreational Use of DOC Property

    • Form 1: Liability Agreement

  • 320.5 Radio Communications System

  • 320.6 Tobacco/Smoking Related Products

  • 323.1 Vehicle Acquisition, Operations, and Maintenance

  • 323.2 Commuting in a State Vehicle

    • Attachment 1: DOC Authorized Commuter List
    • Attachment 2: Examples of Parking Location and Commuting Status Determinations

  • 325.1 Real Property

  • 325.2 Staff Housing and Bachelor Officers Quarters

• 350

  Training

  Staff training

  • 350.1 Training Administration

  • 350.2 Training and Development

  • 350.3 Firearms, Chemical Agents, and Less Lethal Training

  • 350.5 Field Training Officer Program

• 400

  Facility Security and Control

  Facility security

  • 401.1 Development and Maintenance of Post Orders (Procedure not available online)

  • 401.2 Security Staffing (Procedure not available online)

  • 401.3 Administrative Duty Coverage (Procedure not available online)

  • 410.1 Control Centers (Procedure not available online)

  • 410.2 Count Procedures (Procedure not available online)

  • 410.3 Offender Movement Control (Procedure not available online)

  • 411.1 Inmate Transportation (Procedure not available online)

  • 411.2 Inmate Exchange Points (Procedure not available online)

  • 420.1 Use of Force (Procedure not available online)

  • 420.2 Use of Restraints and Management of Inmate Behavior (Procedure not available online)

  • 420.4 Corrections Crisis Intervention Team

  • 425.1 Outside Work Assignments (Procedure not available online)

  • 425.2 Hospital Security (Procedure not available online)

  • 425.3 Inmate Use of Vehicles and Motorized Equipment

  • 425.4 Management of Bed and Cell Assignments (Procedure not available online)

  • 430.1 Armory Operation and Maintenance (Procedure not available online)

  • 430.2 Tool, Culinary, and Medical Equipment Control (Procedure not available online)

  • 430.3 Key Control and Locking Devices (Procedure not available online)

  • 430.4 Perimeter Security (Procedure not available online)

  • 430.5 Facility Inspections (Procedure not available online)

  • 430.6 Body Worn Camera Equipment (Procedure not available online)

  • 435.1 Special Operations Unit

  • 435.2 Gang and Security Threat Group Identification and Tracking (Procedure not available online)

  • 435.3 Canines (Procedure not available online)

  • 435.4 Extradition and Fugitive Services Unit

  • 435.5 Electronic Technology Supervision Programs

  • 435.6 Electronic Security Unit Operations (Procedure not available online)

  • 440.3 Administration and Monitoring of Offender Telephones (Procedure not available online)

  • 440.5 Work Center Security Management (Procedure not available online)

  • 440.6 Community Corrections Facility Security Management (Procedure not available online)

  • 445.1 Screenings and Searches of Inmate and CCAP Probationer/Parolee Visitors (Procedure not available online)

  • 445.2 Facility Searches (Procedure not available online)

  • 445.3 Intensive Interdiction Operations (Procedure not available online)

  • 445.4 Screenings and Searches of Persons (Procedure not available online)

• 500

  Facility Services and Work

  Food service manual and Virginia Correctional Enterprises

  • 500.1 Food Services Manual — Introduction

  • 500.1 Food Services Manual — Food Service Management

  • 500.1 Food Services Manual — Food Service Personnel

  • 500.1 Food Services Manual — Menu Planning (Includes Therapeutic Diets)

  • 500.1 Food Services Manual — Religious Diets and Special Menus

  • 500.1 Food Services Manual — Food Preparation & Service of Meals

  • 500.1 Food Services Manual — Sanitation & Safety

  • 500.1 Food Services Manual — Purchasing

  • 500.1 Food Services Manual — USDA Commodities

  • 500.1 Food Services Manual — Control of Food Service Utensils, Equipment, Supplies, and Food

  • 500.1 Food Services Manual — Inventory Control

  • 500.1 Food Services Manual — Emergency Feeding

  • 500.1 Food Services Manual — Equipment Maintenance

  • 500.1 Food Services Manual — Reports & Record Keeping

  • 500.1 Food Services Manual — Inmate and CCAP Probationer/Parolee Training Programs

  • 500.1 Food Services Manual — Almost Home Café

  • 520.1 Virginia Correctional Enterprises Administration

• 600

  Educational Services

  Academic and Career/Technical Education programs

  • 601.1 Educational Administration and Management

  • 601.2 Class Organization and Management

  • 601.3 Student Orientation and Information

  • 601.4 Educational Testing

  • 601.5 Academic Programs

  • 601.6 Career and Technical Education Programs

• 700

  Health Services & Mental Health and Wellness Services

  Administration and provision of medical and mental health services

  • 701.1 Health Services Administration

  • 701.2 Health Services Continuous Quality Improvement Program

  • 701.3 Health Records

    • Form 8: Consent for Release of Confidential Health and/or Mental Health Information
    • Form 11: Consent for Release of Confidential Health and/or Mental Health Information (Inactive Inmate Only)

  • 720.1 Access to Health Services

  • 720.2 Medical Screening, Classification, and Levels of Care

  • 720.3 Health Maintenance Program

  • 720.4 Co-Payment for Health Care Services

  • 720.5 Pharmacy Services

  • 720.6 Dental Services

  • 720.7 Emergency Medical Equipment and Care

  • 720.1 Psychiatric Services

  • 730.1 MHWS: Administration

  • 730.2 MHWS: Screening, Assessment, and Classification

  • 730.3 MHS: Levels of Service

  • 730.5 MHWS: Behavior Management

  • 730.6 MHWS: Confidentiality

  • 735.1 Sex Offender and Crimes Against Minors Registration

  • 735.2 Sex Offender Treatment Services — Institutions

  • 735.3 Supervision of Sex Offenders in Community Corrections

  • 740.1 Infectious Disease Control

  • 740.2 Infectious Waste Management and Disposal

  • 750.1 Advance Directive and Durable Do Not Resuscitate Orders

  • 750.2 Transplants

  • 750.3 Prostheses

  • 750.4 Naloxone Administration Program

• 800

  Offender Management and Programs

  Offender property, classification, correspondence, programs, visitation, discipline, grievances

  • 801.1 Facility Physical Plant and Sanitation

  • 801.3 Managing Inmates and Probationers/Parolees with Disabilities

  • 801.4 Privileges by Security Level

  • 801.5 Inmate Marriage Ceremonies

    • Form 1: Inmate Marriage Request

  • 801.6 Inmate and CCAP Probationer/Parolee Services

  • 801.7 Language Services for Limited English Proficiency

  • 802.1 Inmate and CCAP Probationer/Parolee Property

    • Attachment 2: Institutional Property Matrix — Males
    • Attachment 3: Institutional Property Matrix — Females
    • Attachment 4: Community Corrections Alternative Programs Property Matrix — Males
    • Attachment 5: Community Corrections Alternative Programs Property Matrix — Females
    • Attachment 6: Authorized Personal Property — Offenders Received From Jails

  • 802.2 Inmate and CCAP Probationer/Parolee Finances

  • 803.1 Inmate and Probationer/Parolee Correspondence

  • 803.2 Incoming Publications

  • 803.3 Offender Telephone Service

  • 803.4 Central Mail Distribution Center

  • 810.1 Inmate Reception and Classification

  • 810.2 Transferred Inmate Receiving and Orientation

  • 820.1 Inmate Case Management

  • 820.2 Inmate Re-entry Planning

    • Attachment 5: Restoration of Civil Rights Information

  • 830.1 Institution Classification Management

  • 830.2 Security Level Classification

  • 830.3 Good Time Awards

  • 830.4 Good Time Awards for State Inmates in Local Jails

  • 830.5 Transfers, Institution Reassignments

  • 830.6 Offender Keep Separate Management

  • 830.7 Work Release Programs

  • 841.1 Inmate Programs

  • 841.2 Offender Work Programs

  • 841.3 Inmate and CCAP Probationer/Parolee Religious Programs

    • Attachment 1: Religions Approved to Operate in DOC Facilities
    • Attachment 6: Approved Religious Items
    • Attachment 7: Master Religious Calendar
    • Form 1: Religious Item/Holy Day Observance Request
    • Form 2: Request for Recognition of a Religion
    • Form 4: Request for Chaplain Interaction with a Probationer/Parolee or Ex-Inmate

  • 841.4 Restorative Housing Units

  • 841.5 Inmate and CCAP Probationer/Parolee Substance Use Testing and Treatment Services

  • 841.6 Recreation Programs

  • 851.1 Visiting Privileges

    • Attachment 1: Inmate Visitor Information Brochure
    • Attachment 2: Central Visitation Unit Decline Notification
    • Attachment 3: Video Visitation Visitor Centers
    • Attachment 4: Video Visitation Rules & Dress Code
    • Form 3: Legal Visit Request
    • Form 4: Notarized Statement - Minor Visitor
    • Form 5: Video Visiting List

  • 851.2 Bereavement Visits

    • Form 7: Bereavement Visit Request — Institutions
    • Form 8: Bereavement Visit Request — Community Corrections Facilities

  • 851.3 Community Re-entry Visits

  • 861.1 Offender Discipline — Institutions

  • 864.1 Inmate and CCAP Probationer/Parolee Grooming and Hygiene

  • 866.1 Offender Grievance Procedure

    • Attachment 4: Offender Grievance Procedure Notification

  • 866.3 Inmate and CCAP Probationer/Parolee Legal Access

• 900

  Supervision and Management in the Community

  Probation and parole supervision

  • 910.1 Probation & Parole Office/Staff Safety/Security (Procedure not available online)

  • 910.2 Probation & Parole Use of Force (Procedure not available online)

  • 920.1 Community Case Opening, Supervision, and Transfer

  • 920.4 Interstate Transfer of Supervision

  • 920.5 Termination of Supervision

  • 920.6 Violation of Supervision Conditions

  • 930.1 Community Corrections Investigations

  • 930.2 Community Corrections Alternative Program Referral Unit

    • Attachment 2: Community Corrections Alternative Programs Pre-Admission Manual

  • 940.1 Community Residential Programs

  • 940.4 Community Corrections Alternative Program