Michael Hayes v. Idaho Correctional Center, et al

Filing

FILED OPINION (RICHARD A. PAEZ, JAY S. BYBEE and JON S. TIGAR)The judgment is AFFIRMED in part, REVERSED in part, and REMANDED. The parties shall bear their own costs on appeal. Judge: RAP Authoring, Judge: JSB Concurring, FILED AND ENTERED JUDGMENT. [10341443]

Case: 14-35078, 03/03/2017, ID: 10341443, DktEntry: 71-2, Page 1 of 38
Idaho
Department of
Correction

Open to the public:

Title:
Telephones and Electronic Communications:
Inmate

Page:
1 of 17

Control Number:
503.02.01.001

Standard
Operating
Procedure

Adopted:
08-15-1995

Version:
6.0

Yes

SCOPE
This SOP applies to all Idaho Department of Correction (IDOC) facilities to include central
office, inmate telephone system vendor, contract facilities (where applicable), correctional
facilities, and community reentry centers (CRCs).
Revision Summary
Revision date (09/30/2016): Version 6.0: Addition of section 5 Censored or Discarded Electronic
er
Content, changes to section 4 Electronic Communication System, andent other changes
l C a few17
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throughout
20
ction

28,
orre
ho C ebruaryentire document to include
a
Revision date (01/05/2015): Version 5.0:.Extensive revision of the
v Id d on F
e monitoring, attorney non-monitored telephone calls, and
changes to staff access to telephones
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electronic communication system. 8 arch
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14
No.

TABLE OF CONTENTS
Scope................................................................................................................................... 1
Table of Contents................................................................................................................. 1
Board of Correction IDAPA Rule Number 503 ...................................................................... 2
Policy Control Number 503................................................................................................... 2
Purpose................................................................................................................................ 2
Responsibility ....................................................................................................................... 2
Standard Procedures ........................................................................................................... 3
1. Overview of ICMS and ECS ........................................................................................... 3
2. Notification of Monitoring and Recording ........................................................................ 3
3. Telephone Call Rules ..................................................................................................... 4
4. Electronic Communication System ................................................................................. 4
5. Censored or Discarded Electronic Content..................................................................... 5
6. Suspending ICMS and ECS Access ............................................................................... 8

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Control Number:
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Title:
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Communication Systems: Inmate

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7. Purchase of Telephone Time and Refunds..................................................................... 9
8. Attorney Telephone Calls ............................................................................................... 9
9. Levels of Staff Access .................................................................................................. 11
10. Approving Staff Access to ICMS and ECS.................................................................... 11
11. ICMS and ECS Security ............................................................................................... 13
12. Information Security...................................................................................................... 13
13. Release of ICMS and ECS Files................................................................................... 14
14. Interception of Suspicious Telephone Calls or Email Activity ........................................ 15
15. ICMS and ECS Recording Retention............................................................................ 16
16. Requests for Blocking and Unblocking Access ............................................................. 16
Definitions .......................................................................................................................... 17
References......................................................................................................................... 17
BOARD OF CORRECTION IDAPA RULE NUMBER 503
Telephones

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POLICY CONTROL NUMBER 503
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Use of Telephones by Offenders
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PURPOSE
ived
in Haoperatinghprocedure (SOP) is to establish rules and
arc
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The purpose ofcitestandard 78
this
0
procedures for monitoring and recording inmate telephone calls using the IDOC inmate call
4-35
. 1(ICMS) and electronic communications system (ECS) to include rules
No
management system
regarding privileged communications between an inmate and an attorney.
RESPONSIBILITY
IDOC Leadership
The director of the IDOC, chief of the management services division, and chief of the
prisons division or their designees are responsible for implementing this SOP in their
respective areas of responsibility.
Chief of the Prisons Division
The chief of the prisons division is responsible to designate a staff member to serve as
the prisons intelligence coordinator assigned to the special investigation unit.
Chief of the Management Services
The chief of management services or designee is responsible for:
Providing oversight of the applicable vendor contracts
Identifying a contract administrator
Ensuring that the telephone vendor installs telephone-monitoring software that
informs the caller and recipient (a) from what facility the call originates, and (b) that
the telephone call may be monitored and recorded
Idaho Department of Correction

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Ensuring that the ECS vendor uses security filters and provides notices to the public
and inmates regarding rules and procedures
Ensuring all authorized attorney telephone numbers are properly configured as
privileged, do not record as set forth below
Managers and Facility Heads
Managers and facility heads or designees are responsible for:
Recommending specific staff members to be granted access to the ICMS and ECS
Ensuring IDOC employees and contractors are practicing the guidelines, standards,
and procedures provided herein
Special Investigations Unit (SIU) Intelligence Coordinator
The SIU intelligence coordinator (hereafter referred to as intelligence coordinator) is
responsible for:
Overseeing the inmate telephone and ECS monitoring practices
Maintaining a list of staff members approved to access the ICMS and ECS.
Contract Administrator
The contract administrator (located in the contract services bureau) is responsible for
ensuring the contract providers fulfill all obligations as required entercontract and
in the
al C 01
monitors all operational practices as defined within the scope of work. 7
tion

1.

,2
ec
Corr ruary 28
STANDARD ho
a PROCEDURES
v. Id d on Feb
yes
e
Overview of ICMS and ECS
in Ha 8 archiv
d
cite - Correction (IDOC) requires that the ICMS and ECS have
The Idaho Department of3507
4
monitoring andNo. 1
recording capabilities for safety, security, and investigatory purposes.

ICMS and ECS use is a privilege, not a right, and nothing in this SOP should be construed
to mean that such access or use is a right.
Staff violating the provisions of this SOP may be subject to corrective or disciplinary action
in accordance with Corrective or Disciplinary Action SOP 205.07.01.001.
2. Notification of Monitoring and Recording
Telephones
Inmates and members of the public must be informed that telephone calls are recorded
and may be monitored.
The telephone vendor must ensure that the ICMS software informs inmates and the
public that telephone calls are recorded and may be monitored.
The contract administrator must ensure that the ICMS vendor provides signage,
which states that calls are recorded, may be monitored, and that the signage is
posted near ICMS telephones.
Electronic Communication System
Inmates and members of the public must be informed that all types of ECS (email,
secure photo share, video messaging, etc.) are archived and may be reviewed at any
time.
Idaho Department of Correction

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The communications vendor must ensure that the ECS software informs inmates and
the public that forms of communications are archived and may be reviewed at any
time.
The contract administrator must ensure that the ECS vendor provides signage or
kiosk communication, which states that all ECS mediums are archived and may be
reviewed.
3. Telephone Call Rules
Inmates must adhere to the following when using the ICMS:
Follow the rules described in this SOP, facility rules, and Disciplinary Procedures:
Inmate, SOP 318.02.01.001
Only place a telephone call to the number dialed
Must not forward calls to another telephone number
Must not place three-way calls
Must not use another inmate’s personal identification number (PIN) to place a phone
call
Any attempted or actual violation of the telephone rules or any attempt to circumvent the
ICMS is prohibited and may result in one or more of the following:
r

ente

Taking disciplinary action in accordance with DisciplinaryC
al Procedures: Inmate
17
ctionin the violation
8, 20
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Temporarily blocking all telephone numbers involved ry 2
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daho n Febru
Restricting telephone call privileges
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es
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Restitution for stolenay
in H funds used ito pay for calls using another inmate’s PIN
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4.

cited -35078 a
Electronic Communication System
14
No. vendor-provided hardware and purchase ECS devices that support
Inmates may utilize
music, email, digital photographs, video messaging, and other services as approved and
authorized by IDOC.
Electronic communications via the ECS are not considered privileged or confidential.
Electronic communication services (ECS) are provided under contract with an outside third
party, and inmates must pay to utilize such services. The IDOC does not bear the cost of
ECS for on behalf of indigent inmates.
Inmates may not use the ECS to directly contact IDOC staff.
Electronic communication services automatically transfer with an inmate as they move
housing units or facilities. Services through the ECS solution are generally available to an
inmate within three working days of each transfer.
Once released from IDOC custody, communication services through the ECS stop
immediately. Inmates cannot continue to access the ECS or receive electronic
communications via the ECS solution after release.
Prohibited Content
Use of the ECS is subject to the same rules as other means of mailed communication.
The following uses and/or content are expressly prohibited:
Receiving any contraband or anything of an illegal or threatening nature

Idaho Department of Correction

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Soliciting or accepting any publication or item that has not been paid for in advance
Obligating oneself or others to time payments
Joining or participating in book, record, tape, or CD clubs, either personally or via a
third party
Using coercion, threats, or fraud to obtain money, favors, or anything of value
Sending or receiving email, photo share, or communications for another inmate
Sending or receiving email with coded messages
Directing or conducting any business operations, except as necessary to protect real
property or close out a business
Soliciting or receiving any information that describes the manufacture of weapons,
bombs, explosives, alcohol and drugs, drug paraphernalia, or escape materials
Role-playing games and related materials
Sending or receiving information related to the crime, sentence, or identity of another
inmate
Sending or receiving publications or items showing gang involvement or activities
ter
(enemy lists, constitutions, structures, codes, signs, symbols, photographs,
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drawings, training material, clothing, etc.)
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Sending or receiving information advocating that ruary
any ethnic, racial, or religious group
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is inferior or that make suchv
groups
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Sexually o. 14- nudity or pornographic material to include pictorial depictions of
explicit,
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nudity, graphic images, personal pictures, drawings, photocopies, or video

h
Sending ored in
8 arc
t receiving information that encourages violence
messages.

Nudity in this SOP means a pictorial depiction where male or female genitalia,
anus, or the nipples or areola of female breasts are exposed.
Sexually explicit in this SOP means a pictorial depiction of actual or simulated
sexual acts including sexual intercourse, oral sex, or masturbation.
Pornographic material in this SOP includes individual pictures, photographs, or
drawings of nudity or sexually explicit conduct to include digital photographs,
scanned images, or video messages.
Publications, drawings, photocopies, and other pictorial materials that meet
the description of nudity in this section, but the person has clothing or other
covering that is transparent or virtually transparent.
Note: The following are permitted: Written content of a sexual nature, publications that do
not feature nudity, but contain nudity illustrative of medical, educational, or anthropological
content may be excluded from this definition,
5. Censored or Discarded Electronic Content
The ECS automatically screens all electronic content for key words and phrases and for any
attachments. Any electronic communication which contains key words or phrases or which

Idaho Department of Correction

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has an attachment(s) is automatically flagged and held for IDOC staff review before it can
be delivered to its intended recipient.
Each facility must have adequate staff assigned to and responsible for reviewing all held
electronic communications. When reviewing electronic communication content, reviewing
staff must only discard those emails or attachments that violate content rules in this SOP. If
an email’s content is permitted but an attachment is not, only the prohibited attachment is
discarded and the balance of the email and other attachments, if any, are delivered
electronically to the inmate. However, if the email’s content is prohibited but the attachment
would otherwise be permitted, limitations of the ECS require that the email and the
attachments be discarded.
Each facility’s assigned ECS staff has the responsibility to review all flagged electronic
communications for content and to ensure that no contraband or prohibited content is
allowed to be sent through the ECS.
If contraband or prohibited content is identified, the assigned ECS staff member making the
determination must follow the process set forth below, including completion of the Electronic
Mail Contraband and Denial Form and delivering the form to the inmate. In addition to the
staff completing a hard copy of the Electronic Mail Contraband and Denial Form, the ECS
automatically notifies the inmate when electronic content has been discarded. The inmate is
not refunded for discarded content.
r

ente

Members of the public receive only the electronic notice that content was discarded and the
al C
7
ction 28, 201 that is censored
public is not refunded for discarded content. Any electronic communication
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or discarded due to content remains storedho the ECS. ruary months, content and emails
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may be archived by the ECS but s v. I
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No.
Functional Roles

c
Contraband--Electronic3507
- Communications
and
Responsibilities

Step

Tasks

1

On a daily basis, access the ECS to review all held or flagged
electronic communications.

2

View each digital photo or greeting card and watch each
VideoGram to determine if any of the content is prohibited.

Assigned Staff

Take the following actions based on the type of contraband
found in an electronic communication:

Assigned Staff

3

Approved content – release the electronic
communication for delivery to its intended recipient
(process ends here).
Prohibited content (no attachments) – select from the
available categories that indicate what or why the
content is prohibited and discard the entire email.
Complete the Contraband and Denial Form and

Idaho Department of Correction

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Functional Roles
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Communication Systems: Inmate

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Tasks
provide to inmate.
Prohibited content in attachments – (a) select the
attachment(s) that contains the prohibited content and
mark as “discard”, (b) select from the available
categories what or why the content is prohibited (c)
discard the prohibited content and release the
remaining electronic content (and attachments if any)
for delivery to its intended recipient. Complete the
Contraband and Denial Form and provide to inmate.
(process ends here).
Prohibited email (with attachments) - select from the
available categories what or why the entire content is
prohibited and discard the entire email and all
attachments. Complete the Contraband and Denial
Form and provide to inmate.

Assigned Staff

ter

Emails containing perceivedCen
al security or safety risks or
7
which are determinedon need further review are to be
cti to 28, 201
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rrsecurity”ry the ECS automatically
flagged o Co
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holds for further eb
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Anytime
in Ha 8 archiv an electronic communication or any
cited -3507 attachment is discarded due to prohibited content, the
14
staff member who took such action must print
No.
appendix A, Electronic Mail Contraband and Denial
Form, complete it as required, and provide a copy to
the inmate.
Within five business days, review electronic communication
flagged “sent to security”.
Approved content – release the electronic
communication for delivery to its intended recipient.
Complete the Contraband and Denial Form and
provide to inmate. (process ends here).
Investigations Staff
4

Prohibited content (no attachments) – select from the
available categories that indicate what or why the
content is prohibited and discard the entire email.
Prohibited content in attachments – (a) select the
attachment(s) that contains the prohibited content and
mark as “discard”, (b) select from the available
categories what or why the content is prohibited, and
(c) discard the prohibited content and release the
remaining electronic content (and attachments if any)
for delivery to its intended recipient. Complete the

Idaho Department of Correction

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Functional Roles
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Tasks
Contraband and Denial Form and provide to inmate.
(process ends here).

Investigations Staff

Prohibited email (with attachments) - select from the
available categories what or why the entire content is
prohibited and discard the entire email and all
attachments
Anytime an electronic communication or attachment is
discarded due to prohibited content, the staff member
who took such action must print appendix A, Electronic
Mail Contraband and Denial Form, complete it as
required, and provide a copy to the inmate.

6. Suspending ICMS and ECS Access
Facility heads or designees can temporarily suspend an inmate’s ICMS or ECS access or
block specific telephone numbers, or email addresses or inmate access for investigative
ter
purposes. Disciplinary hearing officers (DHOs) can suspend an inmate’s ICMS or ECS
l Cen 17
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0
privileges as a disciplinary sanction in accordance withctio
rre Disciplinary ,Procedures: Inmate. Any
28 2
ophone number without a hearing or
member of the public can request a blockaho C
on their
uary
Id
Febr
. the public can discontinue email by cancelling their
administrative action. Any member v
s of
on
account.
Haye chived
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ar
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0 or
To suspend an inmate’s 35
14
sanction, the IDOC. conducts an administrative hearing (the access restriction can be to one
No

or more methods of ECS or ICMS depending on the security risk or rule violation). The
administrative hearing is similar in structure to an inmate disciplinary hearing. The hearing is
recorded, the hearing officer must advise the inmate of the allegations and the department’s
intention to initiate long-term restriction of ICMS or ECS or both, and allow the inmate to
show cause why long-term restrictions should not be imposed. To initiate this process the
facility head or manager must contact the prisons division disciplinary coordinator and the
applicable deputy chief or CRC operations manager. The prisons division disciplinary
coordinator assists the facility with the hearing process and selection of the hearing officer.
A disciplinary hearing officer or similarly trained staff must conduct the hearing and provide
the prisons division chief with an audio recording of the hearing.
The prisons division chief or designee makes the final decision regarding long-term
restrictions in consultation with the facility head or manager.
Restrictions on ECS access would not generally include restrictions on commissary access
so if long term ECS restriction is approved, facility staff will provide the impacted inmate with
an alternative means of ordering commissary, acceptable to the contracted commissary
provider.

Idaho Department of Correction

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7. Purchase of Telephone Time and Refunds
For telephone time purchase and refund information, see Funds: Inmate SOP
114.04.02.001. For the purchase of ECS device and related products, see Commissary,
SOP 406.02.01.001.
8. Attorney Telephone Calls
Telephone calls between an inmate and an attorney, placed to the attorney’s business
telephone number as listed with the Idaho State Bar, are not monitored or recorded. Voice
messages left by an attorney using the inmate phone system for an inmate are not
privileged, are recorded, and can be monitored.
The contract administrator or ICMS vendor must obtain, from the Idaho Bar, the business
telephone numbers of all Idaho attorneys and provide the numbers to the ICMS vendor. The
ICMS vendor must program the ICMS so that calls made to Idaho attorney telephone
numbers cannot be monitored or recorded.
Any attorney may request to have his business telephone number added to the nonmonitored list. Requests must be sent to the contract administrator on the attorney’s official
letterhead. The contract administrator must use the appropriate state bar website to confirm
the attorney is active and in good standing with the bar, and verify the name, address, and
telephone number of the attorney. If the telephone number is verified, the contract
ter
administrator provides the name and contact information to the SIU chief investigator or
l Centhe ICMS. Once
designee and the prison division’s chief for review prior toona it to2017
ecti adding the
2 ,
approved by the SIU chief investigator and prisonorr
division’s chief, 8 contract administrator
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adds the number and notifies the attorney in writing eb
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ive number
An attorney can request to add a secondary d
request
in Ha 8 letterhead, signedto the non-monitored list. The the
dthe attorney’sarch
must be made using
by the attorney representing
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3507
inmate, and sent to the contract administrator. Proof of ownership by means of a billing
. 14No
statement for the number must be provided. Personal information can be redacted from the
billing statement, but name, date, account number, and telephone number must be visible. If
the number is a second office and the contract administrator can independently verify that is
the attorney’s place of business, the billing statement is not required. The contract
administrator forwards the request to the SIU chief investigator and the division of prisons
chief. The division of prisons chief approves or denies the request and notifies the contract
administrator who must take appropriate action, notifying the requesting attorney in writing
of the decision and actions taken.
Charges for Attorney Calls: Calls to an inmate’s attorney cost the same as calls to
members of the public. The inmate can pay for the call using their own funds or, if the
attorney has set up a prepaid account with the ICMS provider, use said prepaid funds.
Exception, Inmate calls to his public defender of record are free of charge if the public
defender has contacted the contract administrator and provided the required documentation.
Except for exceptional circumstances, telephone numbers of attorney agents are not
added to the non-monitored list. The request and approval process is the same as the
process for adding a second number. If the request is approved, a specific length of time
must be established. If the attorney needs additional time, he must submit another request.
The division of prisons chief approves or denies the request and notifies the ICMS contract
administrator who must take appropriate action, notifying the requesting attorney in writing
of the decision and actions taken.

Idaho Department of Correction

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If the ICMS vendor receives any requests to add numbers to the non-monitored list, the
ICMS vendor must forward the requests to the contract administrator. The contract
administrator must use the applicable process established in this section.
Non-Monitored List Management
The contract administrator audits the non-monitored list monthly to ensure that numbers
have been approved in accordance with this section. The non-monitored list is forwarded
to the SIU investigation chief and division of prisons chief monthly.
Unintended Recording of an Inmate/Attorney Telephone Call
If an inmate-attorney telephone call (to the attorney’s business number) is inadvertently
recorded, the staff member must not listen to the call or immediately stop listening when
the staff learns that the call is to an attorney and must not share any of the conversation
with other staff, except as noted in the next subsection. The staff member must
immediately notify his manager or facility head or designees. The manager or facility
head or designees must verify that it is an attorney’s authorized business number and if
verified, ensure the number is programmed as a non-monitored number in the ICMS.
Once verified that it was an attorney business number, any recorded call to that number
must be deleted from the ICMS.
If the attorney telephone call was to a number that was not an authorized business
number, the facility head or designee must notify the attorney of ntefollowing:
the r

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That the telephone number is not on the non-monitored list , 2017
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Suspected Misuse of Inmate/Attorney Telephone Call Privileges
No.
If a staff member has reason to believe that a conversation or call violates IDOC or
facility rules, jeopardizes the facility’s secure and orderly operation, or that a crime has
been or may be committed, the staff member must immediately report it to his manager
or facility head or designee. The staff member must describe how the information was
obtained. The manager or facility head or designees must discuss the issue with the
prisons division chief or designee (see Attorney and Professional Staff Access to
Inmates, SOP 604.02.01.002 for further information).

The prisons division chief or designee may take action, to include, but not limited to, one
or more of the following:
Advising the attorney that violating IDOC or facility rules may result in his telephone
number being blocked from receiving calls from the ICMS
Terminating telephone calls between the inmate and the attorney by having the
telephone number(s) blocked
Reporting the matter to the appropriate authorities, including law enforcement
Electronic Communication System
Attorney communications using email, digital photograph, and video messaging are not
privileged, are archived and may be reviewed.

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9. Levels of Staff Access
The ICMS and ECS have the following levels of access:
System Administrator
Full system access with the ability to perform all functions, services and applications
associated with the ICMS or ECS system at all other levels. System administrator
access is limited to the contract administrator, the intelligence coordinator, and others as
specifically approved by the prison division chief or deputy chief or designee.
Site Administrative
Site Administrative access includes monitoring and investigator level 1 access plus the
ability to reset personal identification numbers (PIN) and personal access numbers
(PAN), reset name recording, and restrict ICMS and ECS access.
Access to PIN-PAN is for basic functions such as managing PINs, restricting PAN, and
restricting calls to a personal telephone number at the owner’s request.
Monitoring
Monitoring includes PIN-PAN, PREA, telephone call monitoring, and ECS monitoring. In
addition, can monitor recordings at all sites, monitor live calls, forward live calls, review
calls from all sites, view notes made on individual calls.

r

te
Monitoring is for staff members who listen to ICMS conversations and review ECS email,
l Cen but
abusiness, 17 do not need
digital photographs, video messages, etc. for official tion
IDOC
20
system management functions.
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aho

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. Id
Investigators
es v ived on
ay PIN-PAN, monitoring, PREA, and monitoring, can listen to
Investigator level 2in H
d includes rch
restricted calls e
cit (numbers078 a restricted such as the facility informant line or other
35 marked
specialty numbers 4- tightly controlled access) create compact disk (CD) queues, and
. 1 with
No
burn calls and ECS information to a CD, or other storage device.

Investigator level 2 includes the ability to save telephone conversations as audio files. To
ensure security of recorded conversations, this position is limited to two individuals per
facility. The prisons division chief is the approval authority to any exception to the twoperson limit.
Prison Rape Elimination Act (PREA) Tip Line
This access is limited to monitoring PREA tip lines. Access is typically facility
administrative staff and on duty staff members such as shift commanders and assistant
shift commanders who can respond to potential victims of sexual assault.
Outside Law Enforcement
This access is limited to reviewing archived calls placed by IDOC inmates, download
calls and access to investigative or mapping tools. To ensure security of recorded
conversations, the prisons division chief (or designee) approves law enforcement
access.
10. Approving Staff Access to ICMS and ECS
Access to the ICMS and ECS is limited to individuals with a legitimate need such as
assigned staff, investigators, second in command, facility heads, and individuals with
administrative duties required to operate the system.
Idaho Department of Correction

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The chief of the prisons division may grant law enforcement agencies access to the ICMS
and ECS. To limit the number of people aware of such access, the prisons division chief
works directly with the intelligence coordinator when authorizing and implementing access.
When access is authorized, the intelligence coordinator either adds the authorized access or
contacts the contract administrator for implementing access. The intelligence coordinator
must provide the approved agencies with a Non-Disclosure Release Form. The IDOC may
revoke access if an agency violates the non-disclosure guidelines.
To change staff access during the year, the facility head notifies the intelligence coordinator
via email. In consultation with the chief of the prisons division, the intelligence coordinator
updates the authorized list and notifies the contract administrator to implement access.
The intelligence coordinator can have a staff member’s access removed when needed.
This process is used to establish access to ICMS and ECS initially and then used annually
for reauthorization. Access rights expire annually and reauthorization must be obtained each
year. Requests for initial authorization and reauthorization must be made using the following
steps:
Functional Roles and
Responsibilities

Step

Tasks

1

By December 1 each year, complete ICMS and ECS
ter
Access Request.
l Cen 17
ona
Include up tortwo investigator,level-2 staff.
recti ry 28 20
Co
a
Submit the completed information to the intelligence
daho n Febru
I
v. coordinator.
do

Facility Heads or
Designees

yes hive
in Ha 8 arcEnsure that each facility has submitted an ICMS and
cited -3507
ECS Access Request.
o. 14
N
Complete an Electronic Communication Access
Intelligence
Coordinator

DOP Deputy Chiefs
and CRC Operations
Manager

Intelligence
Coordinator

Idaho Department of Correction

2

Request for any additional staff who requires access.
Review each ICMS and ECS Access Request and
document any concerns.
By December 15, forward the E ICMS and ECS
Access Requests to the applicable prisons division
deputy chiefs and the CRC operations manager.

3

Review each applicable facility ICMS and ECS
Access Request
Resolve any concerns with the applicable facility
head.
Complete the ICMS and ECS Access Request.
Forward the completed ICMS and ECS Access
Request to the intelligence coordinator.

4

Develop a list of the authorized individuals including
the level of access authorized.
Forward the information to the contract administrator.
Notify facility heads of those authorized to access the

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Responsibilities

Title:
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Communication Systems: Inmate

Step

Contract Administrator

5

Page:
13 of 18

Tasks
electronic communication at their respective facilities.
File the signed request forms (maintain for two years
and then dispose of the forms).
Ensure that the vendor provides access to the authorized
individuals.

11. ICMS and ECS Security
To reduce risk of unauthorized access to the ICMS or ECS, monitoring staff members must
only use computers in secured locations that inmates cannot access and cannot use multiuser computers such as a control center, officer station, etc.
Staff members authorized must not allow anyone access to ICMS or ECS or give their
system login or password information to anyone.
When a staff member no longer requires access to the ICMS or ECS or both, the
intelligence coordinator or contract administrator removes the staff member from the
approved list and ensures that access to the applicable system is removed.

nter

12. Information Security
l Ce
on access and monitor ICMS and
ican a 8, 2017
Only staff members authorized as described in sectionct
orre 8
y2
ECS. Intercepted information that does not pose a riskbruar be shared or discussed
ho C e must not
da thatF
v. I
among staff members. Intercepted information on poses a risk to the safety or security of
ayes inmates,d is criminal in nature is only discussed or
the facility, safety of staff, H
or rchive or
d in public,are authorized to receive such information and have a need
shared with staff imembers5078
c te -3 who a
to know.
o. 14

N

With exception of the intelligence coordinator, contract monitor, and SIU investigators, staff
members must only monitor the restricted numbers (“tip line”) at the facility to which the staff
member is assigned (see Investigations and Intelligence Program SOP 504.02.01.001 for
further information regarding “tip lines”).
Public Access
Recorded conversations, data reports, call logs, email, digital photographs, video
communications etc., are not open to public disclosure and can only be released to the
individuals and agencies listed below. The prisons division chief or designee can
authorize individuals on a case-by-case basis to have access to the ICMS or ECS or to
receive messages or information recorded on the systems.
The following are authorized to receive ICMS and ECS files:
IDOC director
Deputy attorneys generals assigned to IDOC
SIU investigators
Prisons division chief
Prisons division deputy chiefs
CRC operations manager

Idaho Department of Correction

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Communication Systems: Inmate

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District managers (only when directly related to probation or parole violations)
Department disciplinary oversight coordinator(s) (only directly related to DORs)
Facility disciplinary hearing officers (limited to evidence presented at a DOR hearing)
Facility heads
Deputy wardens (second in command and DOR review and appellate authorities)
Serious incident review (SIR) committee
Staff authorized in accordance with section 8
Law enforcement agencies (for criminal investigation purposes)
13. Release of ICMS and ECS Files
ICMS and ECS used in IDOC administrative investigations, administrative hearings, or
criminal investigations that are provided to others are managed using the following steps.
(Caution: Anyone releasing information to an outside law enforcement agency, court, or any
other entity must follow the steps described in this section.)
Functional Roles and
Responsibilities

Requesting Staff or
Agency

Step

Tasks
Submit a request to a facility investigator, SIU investigator,
nter
or intelligence coordinator for al Ce conversation or
recorded
ion 8, 2017
ECS medium.
rrect
2

Co

ary

bru
State.the aho
request, such as administrative
v Id purpose of theDOR evidence or review, criminal
n Fe
investigationd o
or review,
es
ive
Hay investigation.
arch
1

in
cited -35078
Facility Investigators 14
Request a log number from the intelligence coordinator.
2
No.
or SIU Investigators
3

SIU Intelligence
Coordinator
4

Ensure the request meets the requirements of this
SOP.
Request additional information if necessary.
Request does not meet the requirements of this SOP:
Deny the request and notify the facility investigator
or SIU Investigator.
Do not download, save, or release the information.
Notify the requesting party that the information
cannot be released in accordance with IDOC policy.
(The process ends here.)
Request meets the requirement of this SOP:
Issue a log number and document the request.
Notify the authorized staff.

Idaho Department of Correction

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Control Number:
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Authorized Staff

Requesting Party

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Communication Systems: Inmate

Page:
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5

Identify the ICMS or ECS file.
Save the file(s) in an applicable format.
Forward the file(s) to the requesting party.
If the individual is not an authorized IDOC staff, also
forward a completed copy of Non-Disclosure Release
Form.

6

Destroy copies of files used for IDOC administrative
hearings and other administrative functions after the
hearing or issue is resolved.
Store copies of files used for IDOC investigations in
accordance with section 14.
Copies of files sent to law enforcement agencies are
retained in accordance with each agency’s policy.

14. Interception of Suspicious Telephone Calls or Email Activity
If while monitoring ICMS or ECS, a staff member learns of information that indicates criminal
activity, violation of department or facility rules, is a risk to facility safety or security, or
indicates staff misconduct, he must immediately notify the applicable authority in
ter
accordance with this section. If a contract provider or contract administrator learns of
l Cen 17
a
0
information related to criminal activity or that threatens ction
rre the safety or,security of a facility, or
28 2 coordinator.
o
safety of the public or staff, he must immediately contact the ry
oC
ua intelligence

r
ah
v. Id d on Feb
Staff at contract facilities and other contract staff must report information related to inmates
yes
e
under IDOC jurisdiction, IDOC facilities, iv staff to both the manager or facility head and
in Ha 8 arch and
d
cit oversight07 deputy warden or designee.
the contract prisone
35 unit
. 14Criminal Activity Not Involving Inmates under IDOC Jurisdiction
No
IDOC investigators learning of information about criminal activity that does not involve
inmates under the jurisdiction of the department must immediately notify the law
enforcement agency with jurisdiction. Requests for copies of the relative information
must be in accordance with section 12, Release of ICMS or ECS Files.
Activity Involving Inmates under IDOC Jurisdiction or IDOC Facilities
IDOC investigators must report to the facility head or appropriate manager information
about
Criminal activity
Activity presenting a risk or potential risk to the security or safety of an IDOC facility
Activity presenting risk to the safety of staff, public, or inmates
Information regarding behavior or activities that violate IDOC facility rules
The applicable manager or facility head takes one or more of the following actions
Immediately place a temporary block the inmate’s use of the ICMS or the inmate’s
ability to call certain numbers, restrict use of the kiosk, or specific functions of the
kiosk.
Initiate disciplinary action.
Request further telephone and ECS monitoring and investigation.

Idaho Department of Correction

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Refer to special investigations unit.
Authorize release of the intercepted information to an outside law enforcement
agency or court.
Staff Misconduct
Any information indicating possible staff misconduct must be reported immediately to the
applicable manager or facility head.
15. ICMS and ECS Recording Retention
ICMS recordings must be maintained in the system for three years or longer.
ECS video recordings are actively maintained for 60 days.
Emails are maintained for three years or longer.
Digital photographs are maintained for three years or longer.
Copies of recordings used in IDOC investigations become part of an investigative file and
maintained in accordance with Custody of Evidence, SOP 116.02.01.001; Custody of
Evidence: Office of Professional Standards, SOP 116.01.01.001, and Investigations and
Intelligence Program, SOP 504.02.0.001.

ter
l Cen 17
iona
0
rrect ry 28, 2
o
All IDOC facilities
ho C
rua
. Ida on Feb
v
Specific IDOC facilities ors
ye
ed
in Ha 8 archiv
Specific inmates
d
cite -3507
The Public
14
No. public may have their personal telephone numbers blocked or
Members of the

16. Requests for Blocking and Unblocking Access
Telephone numbers can be blocked as follows:

unblocked from receiving telephone calls by selecting the correct prompt through the
ICMS, contacting the ICMS provider, contacting the facility, or the contract administrator.
Requested blocks remain in place for a minimum of 30 days if the requesting person
asks to have the number unblocked. If the department suspects or experiences abuse of
the blocking or unblocking process, written requests may be required.
Members of the public may have their personal email address blocked by canceling their
ECS access account.
Staff Members
Staff members must not accept unauthorized telephone calls from the ICMS or initiate
ECS. If a staff member inadvertently accepts an unauthorized call from an inmate, he
must report it the next working day to the facility head, manager, or designee.
To obtain authorization to receive telephone calls or set up ECS with a specific inmate
such as a family member, staff members must report the relationship in accordance with
Non-Fraternization with Inmates, Policy 218 and request authorization.
Any staff member can submit a request to the facility head or designee to have his
personal telephone number blocked from the ICMS calls.

Idaho Department of Correction

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Communication Systems: Inmate

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DEFINITIONS
Attorney Agent: A person, qualified through education, training, or work experience
performing specifically delegated legal work, employed or retained and directly supervised
by an active attorney member of the Idaho State Bar, another state’s bar, or a government
agency. The supervising attorney must maintain a direct relationship with the inmate client
represented.
Attorney Telephone Call: A verifiable, unmonitored, and unrecorded telephone call
between an inmate and an attorney
Public: A person (of the public) that does not include inmates, contractors, vendors,
volunteers, interns, or the employees of the Idaho Board of Correction, Idaho Department of
Correction (IDOC), or Commission of Pardons and Parole.
Three-Way Call: A telephone call that adds a third person to a telephone conversation
between two people via a single phone line, thereby allowing all three people to hear and
speak to each other via that single call
REFERENCES
Appendix A, Electronic Mail Contraband and Denial Form
ICMS and ECS Access Request

ter
l Cen 17
iona
0
rrect ry 28, 2
116.02.01.001, Custody of Evidence
o
ho C
rua
. Ida on Feb
218, Non-Fraternization with Inmates
v
yes
ved
116.01.01.001, Custody of Evidence:chi
in Ha 8 ar Office of Professional Standards
d
cite -3 07
205.07.01.001, Corrective 5 Disciplinary Action
14 or
No.
318.02.01.001, Disciplinary Procedures: Inmate
Non-Disclosure Release Form

SOP 402.02.01.001, Mail Handling in Correctional Facilities
504.02.0.001, Investigations and Intelligence Program
– End of Document –

Idaho Department of Correction

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IDAHO DEPARTMENT OF CORRECTION
Electronic Mail Contraband and Denial Form
Inmate’s Name:

IDOC #:

Date Received:

Date Notice Sent:

Sender’s Name:

Housing:

Contents:

Email
Attachment
The above listed correspondence or publication was reviewed and denied in accordance with
SOP 503.02.01.001 Telephones and Electronic Communications: Inmate. This decision can be
appealed in accordance with SOP 316.02.01.001, Grievance and Informal Resolution
Procedure for Inmates.
Check one (1) or more reason(s) for denial:
Receiving any contraband or anything of an illegal or threatening nature
Soliciting or accepting any publication or item that has not been paid for in advance
Obligating oneself or others to time payments
Joining or participating in book, record, tape, or CD clubs, either personally or via a third
party
Using coercion, threats, or fraud to obtain money, favors, or anything of value
Sending or receiving email, photo share, or communications for another inmate
ter
Sending or receiving email with coded messages
l Cen to 17 real
Directing or conducting any business operations, except tiona
as necessary 0 protect
2
orrec ary 28,
property or close out a business
C
ru
aho
Soliciting or receiving any information. that describes the manufacture of weapons, bombs,
v Id d on Feb
s
e
explosives, alcohol and Hayedrug paraphernalia, or escape materials
drugs,
inrelated 8 archiv
d
Role-playing games and
cite -3507 materials
Sending or receiving 14
No. information related to the crime, sentence, or identity of another inmate
Sending or receiving publications or items showing gang involvement or activities (enemy
lists, constitutions, structures, codes, signs, symbols, photographs, drawings, training
material, clothing, etc.)
Sending or receiving information advocating that any ethnic, racial, or religious group is
inferior or that make such groups an object of ridicule and scorn
Sending or receiving information that encourages violence
Sexually explicit, nudity or pornographic material to include pictorial depictions of nudity,
graphic images, personal pictures, drawings, photocopies, or video messages
Note: Written content of a sexual nature is permitted
Other

Staff Member’s Signature
Staff Associate Number:

Appendix A
402.02.01.001
(Appendix last updated 09/13/2016)

Date

Case: 14-35078, 03/03/2017, ID: 10341443, DktEntry: 71-2, Page 19 of 38

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MICHAEL T HAYES #20633
Mailing Address:

IDAHO STATE CORRECTIONAL CENTER A BLOCK
PO Box 70010
Boise , ID 83707
208-331-2760

Status:
Age:

Inmate
61

ter
l Cen 17
Data
as of:
iona current20 4:14am Tuesday February 28th 2017
IDOC Sentence Information
rrect ryof28,Idaho Department of Correction only.
The sentence information shown is for active sentences under the jurisdiction, custody o
and/or supervision
the
C
rua
daho
. ISentencingon Feb Case No.
v
Offense
Sentence Satisfaction Date
yes SHOSHONE County
ed
LEWD AND LASCIVIOUS CONDUCT W/MINOR UNDER 16 a
CRF02-35798
09/30/2043
in H 8 archiv
Parole Eligibility Date: 10/01/2023
cited -3507
Next Parole Hearing Date: 04/2023
14
The Idaho Department of Correction updates this database regularly to ensure it is complete and accurate;
No. data can change quickly. Therefore, this site may not reflect the most current content,
however, offender
Phone Number:

location, status, scheduled termination date or other information regarding an offender.

This offender search service is designed to provide basic information about an offender. If you need additional basic offender record information, contact
[e-mail].
Send formal requests for copies of records to:
Records Bureau
Idaho Department of Correction
1299 N. Orchard Street, Suite 110
Boise, ID 83706

For more information:
Idaho Commission of Pardons & Parole
IDOC Visiting Information
IDOC Mail Rules

Print this page

ABOUT US

STATE & LOCAL AGENCIES

Agency Overview

Commission of Pardons & Parole

Accessibility

Correctional Industries

Careers with IDOC

Criminal Justice Commission

Contact Us

Department of Juvenile Corrections

History

Governor's Office

Idaho Cybersecurity

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Mission, Vision & Values

Idaho Meth Project

Policies & Forms

Idaho State Police

Case: 14-35078, 03/03/2017, ID: 10341443, DktEntry: 71-2, Page 20 of 38
Privacy & Security

Sex Offender Management Board

Publications

Sex Offender Registry

Research & Statistics

Staff Search

Site Map

State of Idaho

WBOR
background photo (Born Lakes) courtesy of Idaho Tourism

ter
l Cen 17
iona
0
rrect ry 28, 2
o
ho C
rua
. Ida on Feb
v
yes
ed
in Ha 8 archiv
d
cite -3507
14
No.

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Idaho
Department of
Correction

Title:
Mail Handling in Correctional Facilities

Page:
1 of 16

Control Number:
402.02.01.001

Standard
Operating
Procedure

Adopted:
01-01-1991

Version:
11.0

Jefferey Zmuda, chief of the division of prisons approved this document on
01/06/2017.
Open to the public:

Yes

SCOPE
This standard operating procedure applies to all department correctional facilities
(correctional facilities includes prisons and community reentry centers, issues specific to
either a prison or CRC will be cited as such), correctional facility staff, and inmates.
(Information regarding electronic communication can be found in Telephones and Electronic
Communications Systems: Inmate: SOP 503.02.01.001.)

ter
l Cen 17
iona
0
Revision date (01/06/2017) version 11.0: Further clarified definition of,indigent inmate
rrect ry 28 2
o
Revision date (11/08/2016) version 10.0: Changed definition of indigent inmate
ho C
rua
. Ida on Feb
v Removed references to electronic mail systems, added
Revision date (09/13/2016) version s
ye 9.0:
ed
in Ha 8 archiv legal mail), envelopes or letters that are
to section 4: colored or padded envelopes (except
d
cite -3507
stained or have unknown substances, lipstick, or lip balm on them, letters or envelopes with a
14
strong perfume-like or .
No unusual odor, colored pencil(s), markers, glitter, crayons, paint,
Revision History

watercolors or wax on any part of the envelope or the contents of the envelope, sexually explicit
and pornographic material, electronic media items, including but not limited to CDs, DVDs,
thumb drives, etc., added deadline for notification of contraband in section 23, minor editing and
formatting changes

TABLE OF CONTENTS
Board of Correction IDAPA Rule Number 402 ...................................................................... 2
POLICY DOCUMENT NUMBER 402 ................................................................................... 2
PURPOSE ........................................................................................................................... 2
RESPONSIBILITY................................................................................................................ 3
STANDARD PROCEDURES ............................................................................................... 3
1. Goals for Institutional Mail .............................................................................................. 3
2. Authorized Mail Items ..................................................................................................... 4
3. Prohibited Use of Mail .................................................................................................... 4
4. Prohibited Mail Items ...................................................................................................... 5
5. Prohibited Sexually Explicit and Pornographic Material .................................................. 6

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Control Number:
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Title:
Mail Handling in Correctional Facilities

Page Number:
2 of 16

6. Prohibited Outgoing Mail ................................................................................................ 6
7. Outgoing Mail Process ................................................................................................... 7
8. Outgoing International Mail............................................................................................. 7
9. Outgoing Confidential Mail.............................................................................................. 8
10. Inmate-to-Inmate Correspondence ................................................................................. 9
11. Probationer and Parolee Correspondence with IDOC Inmates ......................................10
12. Indigent Inmates............................................................................................................11
13. Statehouse Mail.............................................................................................................11
14. Internal IDOC Mail System ............................................................................................11
15. Incoming Mail ................................................................................................................11
16. Incoming Confidential Mail.............................................................................................12
17. Undeliverable Mail .........................................................................................................12
18. Publications ...................................................................................................................12
19. Incorrectly Addressed Incoming Mail .............................................................................13

ter
ion
017
21. Transfers within the IDOC .............................................................................................13
rrect ry 28, 2
Co
rua
daho ..................................................................13
22. Release from an IDOC Correctional Facility n Feb
v. I
yes
ed o
23. Contraband ...................................................................................................................13
in Ha 8 archiv
cited -3507
24. Monitored Mail Lists.......................................................................................................15
14
No.
25. Staff Mail .......................................................................................................................15
n
20. Correspondence Courses and Materials........................................................................13
al Ce

26. Legal Mail......................................................................................................................15
DEFINITIONS .....................................................................................................................15
REFERENCES....................................................................................................................16

BOARD OF CORRECTION IDAPA RULE NUMBER 402
Correspondence with Inmates
POLICY DOCUMENT NUMBER 402
Inmate Mail
PURPOSE
The purpose of this standard operating procedure is to establish guidelines for ensuring
inmate mail handling and delivery processes are managed consistently throughout Idaho
Department of Correction correctional facilities.

Idaho Department of Correction

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Control Number:
402.02.01.001

Version:
11.0

Title:
Mail Handling in Correctional Facilities

Page Number:
3 of 16

RESPONSIBILITY
Facility Heads
Facility heads are responsible for the following:
Implementing and ensuring that the guidelines are followed in their facilities
Ensuring that mailroom officers receive training on institutional mail procedures
before assuming mailroom duties (and annually thereafter)
Correctional Facility Staff
Correctional facility staff, at all levels of the mail handling and delivery system must
ensure that mail is delivered intact to inmates and is not tampered with, except as
necessary to determine compliance with this SOP.
STANDARD PROCEDURES
1. Goals for Institutional Mail
It is important that each inmate be allowed to communicate with family and friends and have
the opportunity to explore ideas, information, and concepts originating outside the institution.
It is equally important that the IDOC fulfill its duty to protect the public.

r

nte
The IDOC fulfills this duty by maintaining a safe and orderly environment while promoting
al Ce include, but are not
the rehabilitative process. The goals of the IDOC for institutional mail 2017
tion
limited to:
orrec ry 28,
C

a
daho n Febru
ye
ed o
in Ha 8withccourts and legal counsel
r hiv
Providing ted
communication a
ci
507
Sustaining a 14-3
. safe environment not compromised by the introduction of contraband
No
I
Maintaining family and community ties
s v.

Preventing inmates from tracking protective custody inmates or notifying other
inmates of their location or obtaining information regarding information related to the
crime, sentence, or identity of another inmate, emergency plans, command
structures, or similar information that could threaten the safety and security of
inmates or the operation of IDOC correctional facilities
Preventing escape
Reducing the risk of incarcerated inmates committing criminal acts
Protecting inmates' relatives, friends, staff, and the public from coercion and
harassment
Limiting inmate access to information that could jeopardize institutional safety and
security
Preventing the distribution of materials that could incite sexual assaults, inmate
disorder, or other violence
Reducing the ability of inmates to form prison gangs or security threat groups
Preventing the introduction of materials that would adversely affect treatment efforts

Idaho Department of Correction

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Control Number:
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Title:
Mail Handling in Correctional Facilities

Page Number:
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2. Authorized Mail Items
Inmates are authorized to use mail for the following:
General correspondence
New or used books from a book store or publisher
New magazines, newspapers, and other publications such as monthly or daily
calendars, journals, etc. that are mailed from the publisher or bookstore (items must
meet the standards described in section 3, section 4 and section 5)
Items such as catalogs, college information, newsletters, etc. that have a typical
IDOC address that includes the inmate’s name, IDOC number, facility, housing unit,
etc. Such mail that contains a typical IDOC address, but is no longer current will be
handled in accordance with section 19
Greeting cards 8” x 10” or smaller and must not be padded, laminated, multilayered,
or musical
Up to 20 loose photographs 5” x 8” or smaller, except instant photographs with layers
(such as ‘Polaroid type’ photographs), which are not allowed. Images printed on
copy-grade paper stock are not considered a photograph
Cashier checks, money orders, refund checks from vendors, nter of Idaho drafts,
Ce State
and US Treasury checks, which will be credited to onal
the inmate's 017 account. Must
trust
ti
8,
rrecthe envelope2
have the sender’s name and address printed on
Co
ry 2

aho

brua

Fe
. Id
Letter-size photocopies, including computer-generated documents are subject to the
es v iof ed on property and the prohibition against
ay amount v allowable
limitations regarding the
ch
in H
storing case d as excessar
ite law 5078 legal material described in SOPs 320.02.01.001,
c
-3
Property: State-issued and Inmate Personal Property, and 405.02.01.001, Access to
o. 14
Courts N
3. Prohibited Use of Mail
Inmates are prohibited from using mail for the following:
Receiving any contraband or anything of an illegal or threatening nature
Soliciting or accepting any publication or item which has not been paid for in advance
Obligating themselves or others to time payments
Joining or participating in book, record, tape, or CD clubs, either personally or via a
third party
Using coercion, threats, or fraud to obtain money, favors, or anything of value
Sending any item other than correspondence (written mail) out of the institution
without the written approval of the facility head or designee
Sending or receiving mail for another inmate (specifically a third party)
Sending or receiving mail with coded messages
Information related to the crime, sentence, or identity of another inmate

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Directing or conducting any business operations, except as necessary to protect real
property or close out a business
Receiving mail delivered collect-on-delivery (COD)
Sending mail by COD
Sending mail via any provider other than the U.S. Postal Service (such as United
Parcel Service [UPS] or Federal Express [FedEx])
4. Prohibited Mail Items
Items prohibited include, but are not limited to, the following:
Items in a letter or package not authorized by policy or standard operating procedure
Packages without prior authorization
Publications or items that describe the manufacture of weapons, bombs, explosives,
alcohol and drugs, drug paraphernalia, or escape materials
Role-playing games and related materials
Information related to the crime, sentence, or identity of another inmate.

r

nte
Promotional items such as fragrance packs, CDs, computer software, stickers,
al Ce periodicals etc.
handbags, T-shirts, baseball caps, in publications,on
magazines, 17
ecti y will 20
rrpublication 28,be forwarded so that the
(Promotional items will be destroyed and the
Co
uar
mail process is not delayed.) . Idaho
Febr
es v

on

Junk mail (mail that does not containd typical IDOC inmate mailing address
ive a
Hay
d in 078 arch
[inmate’s iname, IDOC number, facility, housing unit, etc.] and is similar to the
c te -35
following examples: direct marketing, mass mailings, sales flyers, credit card
14
No.
applications, coupons, etc.). Junk mail will be destroyed.
More than one subscription to the same periodical, magazine, etc.

Publications or items evidencing gang involvement or activities (enemy lists,
constitutions, structures, codes, signs, symbols, photographs, drawings, training
material, clothing, etc.)
Publications or items advocating that any ethnic, racial, or religious group is inferior
or that make such groups an object of ridicule and scorn. However, no publication
will be withheld solely because of its appeal to a particular ethnic, racial, or religious
group.
Publications or items that encourage violence between the recipients and members
of another group
Publications not mailed directly from the publisher or a bookstore.
Clippings from magazines, books, or newspapers
Postage stamps or envelopes. Postage stamps are allowed at CRCs if the CRC
does not have commissary service.
Greeting cards that are padded, laminated, multilayered, musical, or larger than 8" x
10".
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Photographs larger than 5" x 8" and instant photographs (such as ‘Polaroid type’ with
layers). Photocopies are not photographs and may be on standard 8.5” x 11” paper.
Hardback books. (See note box below for further details.)
Colored or padded envelopes (except legal mail)
Envelopes or letters that are stained or have unknown substances, lipstick, or lip
balm on them
Letters or envelopes with a strong perfume-like or unusual odor
Colored pencil(s), markers, glitter, crayons, paint, watercolors or wax on any part of
the envelope or the contents of the envelope.
Sexually explicit and pornographic material
Electronic media items, including but not limited to CDs, DVDs, thumb drives, etc.
Reminder: A hardback book legitimately obtained and in an inmate’s property before
October 1, 2010 is allowable property. Facility heads may make exceptions on an individual
basis for educational or religious hardback books that are not available in paperback or soft
cover. Such exceptions must be documented in the Corrections Integrated System
(CIS) property module.
r

5.

nte
al Ce 017
Prohibited Sexually Explicit and Pornographic Material n
tio
2
orrecpictorial28,
C
ry depictions of nudity in
Sexually explicit and pornographic material includes rua
daho othereb
books, pamphlets, magazines, es v. I
periodicals, anyon F graphic images, or any other
ived
Hay
publication or any personal pictures,rdrawings, or photocopies of any of these items.
d in 078 a ch
cite -3 means a pictorial depiction where male or female genitalia, anus,
Nudity in this SOP 5
14
or the nipples or areola of female breasts are exposed.
No.
Feature in this SOP means that a publication contains pictorial depictions of nudity
or sexually explicit conduct on a routine or regular basis or promotes itself based
upon such depictions in the case of individual one-time issues.
Sexually explicit in this SOP means a pictorial depiction of actual or simulated
sexual acts including sexual intercourse, oral sex, or masturbation.
Pornographic material also includes individual pictures, photographs, or drawings
of nudity or sexually explicit conduct that are not part of a book, pamphlet, magazine,
periodical, or other publication.
Publications, drawings, photocopies, and other pictorial materials that meet the
description of nudity in this section, but the person has clothing or other covering that
is transparent or virtually transparent are not permitted.
Reminder: Publications that do not feature nudity, but contain nudity illustrative of medical,
educational, or anthropological content may be excluded from this definition.
Written material of a sexual nature is permitted and is not included in this definition.

6. Prohibited Outgoing Mail
The facility head can prohibit outgoing mail that falls within the following categories:
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Correspondence with minors where the minor’s legal guardians object, in writing,
stating that they wish the correspondence to be discontinued
Correspondence with minors, except immediate family, unless the minor’s legal
guardian has granted permission, which is documented in writing
Correspondence with individuals who have filed a written request to have
correspondence discontinued
7. Outgoing Mail Process
Mail services may include certified, registered, and insured mail.
Outgoing mail that presents no procedural problems will be processed within 24 hours,
Monday through Friday, excluding weekends and legal holidays.
To ensure that undeliverable mail is returned to the sender, mail must be metered at the
first-class rate.
Inmates must use embossed pre-stamped envelopes marked ‘inmate correspondence’ for
all outgoing correspondence to include greeting cards. These envelopes are purchased
through the IDOC commissary. CRCs without commissary services do not use embossed
pre-stamped envelopes, but all correspondence must be marked ‘inmate correspondence’.
The exception to this rule is outgoing property items. Before property can be mailed out, a
ter
l CenSOP7
staff member must complete a property inventory in accordance with
iona 8, 201 320.02.01.001,
Property: State-issued and Inmate Personal Property. ct
rre
2
o

oC

uary

r
Outgoing mail must be clearly marked Idah sending inmate's first and last name (no
v. with the on Febliving unit, and facility address. Mail
nicknames or titles), institutional number,ved name,
facility
yes
n returned to the
ibe Ha 8 archi inmate. If the inmate’s name cannot be
not clearly markeded
will
cit
07
determined, the mail will-35destroyed.
4 be
o. 1

N
Altering any envelope (including drawings) may result in mail being returned to the sender.

Outgoing mail will be delivered to the mailroom sealed, except when there is a request for a
money order, which will be left open so the money order can be placed in the envelope for
mailing.
Outgoing mail may be opened, inspected, and read to make sure that it does not violate the
secure and orderly operation of the facility, does not adversely affect the rehabilitative
progress of the inmate, does not pose a threat to a specific individual or the public, or does
not conflict with the intent of the institutional mail procedures.
8. Outgoing International Mail
Mail and packages sent out of the United States require special handling and may cost more
than domestic rates.
When mailing an item outside of the United States the inmate must do the following:
Address the item clearly and correctly.
Attach a withdrawal form (do not fill in the amount) with a statement of what is in the
parcel and to what country it is being sent.

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Attach an accurate property inventory, completed by a staff member, to any item
other than a standard letter. This is needed so the mailroom officer can attach an
accurate customs tag.
The mailroom officer will weigh the parcel and affix the correct postage. The mailroom officer
will enter the postage amount on the commissary withdrawal form and then forward the
original to an account technician, and send a copy to the inmate sending the mail.
9. Outgoing Confidential Mail
Inmates can send confidential mail to the individuals and entities in accordance with this
SOP. For the purpose of this SOP, mail sent to the following will be considered confidential:
the president, the governor, the Idaho Legislature or U.S. Congress (except for bulk
mailings), the Board, the director, IDOC chiefs and deputy chiefs, facility heads, public
interest groups or government entities providing assistance for inmates, the Idaho
Commission of Pardons and Parole or any member thereof, or the Consulate or Embassy of
an inmate who is a foreign national.
While this mail is treated as confidential, it is monitored for contraband and other items that
might threaten the safety of the recipient.
Procedural Steps for Sending Confidential Mail

ter
l Cen 17
iona
0
Step
rrect Tasks 8, 2
2
o
ry
h C
Address the o clearly rua correctly.
1
. Ida itemn Feb and
sv
do
Haye archivethe return address is correct and legible.
in 2 Ensure that
cited -35078
14
Take the envelope to the unit officer or designated staff
No.
3
member.

Functional Roles and
Responsibilities

Inmate

4
5
Unit Officer

Inspect the envelope for contraband. Do not read the
correspondence. (If contraband is found, skip to step 15.)
Ensure that the envelope is sealed, unless there is a
request for a withdrawal.

6
7
8
9

Mailroom Staff

10
11

Idaho Department of Correction

Mark confidential.
Print own name, associate number, date, and cover with
clear tape on the back of the envelope.
Send to the mailroom.
Inspect the envelope.
Check that a staff member has inspected the envelope.
Open and inspect any envelope that appears to have not
been properly inspected.

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Step

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Tasks

12

Open and inspect any correspondence to the governor of
the State of Idaho.

13

If no contraband, weapons, or other inappropriate items are
found, reseal the envelope, write, ‘inspected by (prints
name)’ and the day’s date.

14
15

Mail the correspondence.
If contraband is found, write an information report, attach
the contraband items (including correspondence), and
immediately forward to the shift commander or designee.
Depending on the level of contraband take one (1) or more
of the following steps:
Contact facility heads.
Contact appropriate law enforcement agency.

Shift Commander or
Designee

16

ter
Complete a 105, Incident Report, (see SOP
l Cen 17 Investigation
105.02.01.001, General Reporting and
tiona 8, 20
of Major Correc
Incidents.)
y2

ar
o
Idah n Febru
. Take corrective or disciplinary action.
sv
do
Haye arcDocument the information in the c-notes section of
hive
in
cited -35078
the Corrections Integrated System (CIS).
. 14
No

Caution: Both legal mail and confidential mail are treated as confidential and are handled
in a similar manner such as they can be scanned but not read. Legal mail is handled in
accordance with section 26 of this SOP and SOP 405.02.01.001, Access to Courts, and is
processed through the resource center. (For those facilities without a resource center, follow
SOP 405.02.01.001, Access to Courts). Confidential mail is handled in accordance with this
SOP and is processed through the mailroom.
10. Inmate-to-Inmate Correspondence
Facility heads can approve inmate-to-inmate correspondence using appendix A, Inmate-toInmate Correspondence Request Form in the following circumstances:
When inmates are immediate family members, specifically, spouse, parents,
stepparents, natural child, stepchild, adopted child, siblings (of half [½] or whole
blood, by adoption, or stepbrother or stepsister), grandchildren of blood relation or
grandparents of blood relation. (See appendix A, Inmate-to-Inmate Correspondence
Request Form.)
When both inmates are the biological parents of a minor child (copy of birth
certificate required).

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When inmates write to inmates concerning legal work subject to the requirements of
SOP 405.02.01.001, Access to Courts
In all cases, facility heads (or designees) of both facilities must approve the
correspondence. Approvals must be documented in cautions in the Corrections Integrated
System (CIS). If the inmates are moved, and absent any other disqualifying circumstance,
previous correspondence approvals will be honored at any receiving IDOC or IDOC contract
facility. If Staff members at a receiving facility believe that any correspondence violates the
provisions of this SOP, the staff member must immediately notify the facility head. The
delivery of correspondence will continue pending the facility head’s decision. The facility
head can withhold correspondence if it poses a security threat to the facility or the public
until a decision to continue, restrict, or deny the correspondence is made.
Correspondence between inmates should be reviewed on an annual basis and can be
denied at any time if the correspondence is found to violate the provisions of this SOP.
Facility heads will only consider approving inmate-to-inmate legal correspondence when the
scope of the legal work requires extended correspondence between the two (2) inmates. If
approved, such correspondence is not confidential. If the correspondence becomes
personal instead of directly related to the legal claim, the approval will be withdrawn. Legal
issues that require limited communication, such as one (1) inmate completing an affidavit for
another, are handled by the paralegal in accordance with SOP 405.02.01.001, Access to
ter
Courts.
l Cen

iona
017
rrectInmates8, 2
o
11. Probationer and Parolee Correspondence with IDOC ary 2
ho C ebr
dafrom an inmateu
v. I
If staff determines that correspondence is
currently under IDOC probation or
on F
ayes chivedfollowed. Inmates may correspond with
parole supervision, thein H
following steps will be
r
probationers andited
that 8 not
c parolees 507area immediate family, absent any other disqualifying
circumstance, unless the3
14- probation and parole officer (PPO) does not approve the
No.
correspondence.
Functional Roles and
Responsibilities

Staff Member

Step

Tasks

1

Notify the facility head or designee of the correspondence,
the inmate’s name and IDOC number housed at the facility,
and the probationer or parolee’s name, IDOC number, and
supervising PPO (if available).

2
Facility Head or
Designee

3

Idaho Department of Correction

If no violations of this SOP exist, process the mail.
Notify the probationer or parolee’s supervising PPO of the
correspondence.

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Tasks
If the PPO responds stating that the correspondence
should not be allowed, notify the mailroom
supervisor and the inmate that the correspondence
will not be allowed, and withhold any future
correspondence as contraband.
Document the information in the c-notes section of
the Corrections Integrated System (CIS).

12. Indigent Inmates
Indigence does not reduce the importance of an inmates’ need to communicate with friends,
family, and others outside of the correctional facility. The IDOC will not bear the cost of
mailing packages for indigent inmates. However, indigent inmates will be given access to
the following in accordance with directive 114.03.03.011, Inmate Trust Account.
One standard mail envelope, domestic or international, a week

ter
l Cen 17
A writing instrument (pen, pencil, or security pen)tiona
0
rrec ry 28, 2
o‘confidential’ correspondence as defined
One additional mail envelope per week C
aho for Februa
in this SOP. (See section 9.) . Id
sv
on
Haye archived
Envelopes, postage, photocopies for ‘legal mail’ as defined in SOP 405.02.01.001,
ed in
8
Access citCourts 3507
to
41
No.
13. Statehouse Mail
Up to four sheets of paper a week

Inmates cannot use statehouse mail.
14. Internal IDOC Mail System
Inmates may use the internal IDOC mail system to contact IDOC staff and the Commission
of Pardons and Parole.
15. Incoming Mail
Incoming mail must be sent to the facility in white, legal or letter sized envelopes. Incoming
Legal Mail is exempt from the white envelope requirement.
Incoming mail that presents no procedural problems as identified in this SOP will be
processed and delivered within 24 hours of receipt, Monday through Friday, excluding legal
holidays.
Incoming mail will be opened, inspected, and may be read to ensure that it complies with
this SOP, is not sexually explicit, does not violate the secure and orderly operation of the
facility, and does not adversely affect the rehabilitative progress of inmates.
If staff have a reasonable suspicion that a stamp, label, or sticker is being used to conceal
contraband, such items may be removed before the mail is delivered.

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16. Incoming Confidential Mail
Incoming confidential mail must be delivered to the unit sealed. A unit staff member will
open and inspect the envelope in the presence of the inmate but will not read it. However,
incoming confidential mail may be scanned to ensure that it does not violate the provision of
this SOP. If contraband or materials are found that violate the provisions of this SOP, the
mail will be withheld and immediately forwarded to the facility head or designee.
17. Undeliverable Mail
Mail that the U.S. Postal Service (USPS) returns as undeliverable will be opened by prison
investigators, who will examine the contents. The investigator will ensure that the inmate
listed in the return address was the sender. If the mail appears to be that of the inmate
named in the return address and if no contraband or other violations of IDOC rules are
found, the mail will be returned to the inmate.
If evidence indicates that the inmate listed in the return address did not send the mail, the
mail is not given to the inmate listed in the return address. If the inmate that sent the mail
can be identified, disciplinary action will be taken in accordance with Disciplinary
Procedures: Inmate SOP 318.02.01.001.
If the sender cannot be identified, the mail will be destroyed.

r

te
Undeliverable Legal Mail
Cen 7
alundeliverable, will be sent to
Mail that is marked as legal mail, that the USPS returnsn
tio as
201
orrec IDOC28,
the resource center. In the presence of the C
an
ho inmate,bruary paralegal will open and
scan the mail to ensure that (1) v.is da mail, (2) the mail belongs to the inmate named
it I legal
Fe
n
in the return address, Hayes mail doeso contain contraband or violate IDOC
and (3) the
ived not
in
a ch
rules. If it is legal mail belonging rto the inmate named in the return address and does not
cited or violate IDOC rules, the paralegal will give the mail to the inmate.
078
contain contraband -35
4
o. 1

N
Mail marked as legal mail that (1) does not qualify as legal mail, (2) does not belong to
the inmate listed in the return address, (3) contains contraband, or (4) violates IDOC
rules, is withheld and forwarded to the facility head or designee for further investigation
or disposition. If the inmate that sent the mail can be identified, disciplinary action will be
taken in accordance with Disciplinary Procedures: Inmate.

18. Publications
Books, magazines, and newspapers can be new or used but must be sent by the publisher
or a bookstore with a paid receipt or invoice. Magazines may have a receipt or invoice or
may have a printed delivery label with the inmate’s name and address. If these, or similar,
proof of origin and purchase are not present, the item will be returned to sender.
Books are considered property, which will be logged in and marked on the inside front cover
using the following label.
Inmate:
IDOC #:

When books are received, they will be forwarded to the property officer within 24 hours.

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19. Incorrectly Addressed Incoming Mail
All incoming mail must be clearly addressed with the inmate's committed name (no
nicknames), IDOC number, institution, and housing assignment. Incoming mail that is
incorrectly addressed will be handled in accordance with the following guidelines.
If possible, incorrectly addressed mail will be delivered to the inmate with a note indicating
the need for address correction. If after being notified, the sender continues to send mail
incorrectly addressed, mail can be returned to the sender.
Mail should be returned to the sender if an inmate refuses to notify senders of his correct
address or encourages senders to use an incomplete or incorrect address.
20. Correspondence Courses and Materials
Correspondence and materials involved in a correspondence course may differ from the
limits set in this SOP. Therefore, in facilities where correspondence courses are allowed,
facility heads, in consultation with education staff members, will designate an employee to
approve correspondence courses.
The designated person must approve a correspondence course before an inmate can
participate. If the inmate and the course are approved, the designated person will notify the
mailroom supervisor of the inmate’s name and the name of the school or organization.
ter
Correspondence and materials between the inmate and the correspondence source will
l Cen 17
a
then be allowed.
20
ction

orre

28,

C
ary
If the mailroom has any concerns regarding a specific incoming or outgoing item, the
daho n Febru
. Iitem and discuss the concerns with the facility head
mailroom supervisor may withhold the
o
es v should not
or designee. The delivery Hay item chived be delayed more than two business days,
of the
in designee r
unless the facility thead or 078 a approves the withholding of the item. If the item is
ci ed -35
declared contraband, the processes for the handling of contraband outlined in this SOP will
. 14
be followed. No

21. Transfers within the IDOC
When an inmate is transferred to a different housing unit or institution, mail will be forwarded
for 60 days from the date of transfer. After 60 days, mail should be returned to the sender.
22. Release from an IDOC Correctional Facility
Inmates are responsible for filing a change of address with the U. S. Postal Service and
notify the facility mailroom of their new address before their release from IDOC custody.
When an inmate is paroled or released from the custody of the IDOC and the address is
known, mail will be forwarded for a period of 60 days. After 60 days, incoming mail will be
returned to the U.S. Postal Service.
23. Contraband
Mail Processed Through the Mailroom
The facility head must designate a staff member to serve as the mail review authority to
review items withheld as contraband.
Contraband received through the mail is handled using the following process steps:

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Step
1
2

Page Number:
14 of 16

Tasks
Determine whether or not the mail contains contraband.
Remove any contraband found and forward allowable items
to the inmate.
Take the following actions based on the type of contraband
found:

Mailroom Staff
3

Cash; personal or two-party checks; or greeting
cards that are padded, laminated, multilayered,
musical, or larger than 8” x 10”: Return to sender
using appendix B,
Correspondence/Publication/Item/Contraband Denial
Form, for explanation.
Promotional items: Destroy
Illegal: Forward to local law enforcement
All other contraband: Continue to step 4.
ter

Cen

Mailroom Staff

4

al
7
Within three working days, notify the inmate using appendix
ction 28, 201
rre
B, Correspondence/Publication/Item/Contraband Denial
Co
ary
Form. Idaho
ebru

v.
nF
e contraband to the property officer or designee.
ayes chithe d o
Forward
5
in H 8 ar v
ited
c
3507Handle the contraband in accordance with SOPs
. 14Property Officer No
or
320.02.01.001, Property: State-issued and Inmate Personal
Designee

6

Property and 316.02.01.001, Grievance and Informal
Resolution Procedure for Inmates.

Incoming Currency
If a cashier check, money order, refund check from a vendor, State of Idaho draft, or US
Treasury check is found in legal or first class mail in the unit, the staff members should
take the following action:
1. Accept the item from the inmate.
2. Log the item in the daily log. Place the following information in the daily log and on
an envelope:
3. Inmate’s name
4. Maker of the money order or check (Well Fargo, Traveler’s Express, etc.)
5. Serial number of the check or money order
6. Amount of the check
7. Staff’s name

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8. Take the money order or check in a sealed envelope to the control center, at the end
of the officer’s shift.
9. Place in a designated secured processing area such as lock box, control room, etc.
Either the mail staff or accounting will pick it up on the next business day.
The check will be deposited to the inmate’s account and a receipt will be attached to the
envelope and returned to the inmate.
24. Monitored Mail Lists
Any inmate can be placed on a monitored mail list for mail if there is a reasonable suspicion
of illegal activity, the introduction of contraband, or other issues that threaten the safe and
secure operation of an IDOC facility or rehabilitation of inmates. The facility head or
designee must approve an inmate’s placement on a monitored mail list. When placed on a
monitored mail list, all of the inmate’s mail will be reviewed for possible contraband. The
inmate’s mail may be delayed up to two business days to accommodate this process. If mail
is determined to be contraband, the processes in section 23, must be followed. If it is
determined that the mail does not contain contraband, it will be delivered to the inmate as
soon as possible but no later than the day following the two-business day period.

ter
l Cen apply to IDOC staff
To ensure that all mail is processed efficiently the following na
io procedures017
rrect ry 28, 2
and approved volunteers:
Co
b a
daho personal ru at work.
Staff and volunteers should v. Ireceiveon Fe mail
not
yes
ed
in Ha with archivagencies and individuals, staff and volunteers will
When communicating
outside
d
8
cite efforts to
take reasonable -3507 ensure the agency or individual has the staff’s correct
4 facility name, and address.
1
name, work. unit,
No

25. Staff Mail

Mailroom and administrative staff will make a reasonable effort to identify the staff
member or volunteer when the address on incoming mail is incorrect.
26. Legal Mail
Legal mail is handled in accordance with SOP 405.02.01.001, Access to Courts. Legal mail
that is processed through the resource center will be logged in the Access to Courts
database.
Legal mail, incoming and outgoing, that is not processed through a resource center will be
logged by mailroom staff. The mailroom will log the following information:
The incoming log – the received date, sender, and the inmate’s name and IDOC
number
The outgoing log – the date the inmate delivered each piece of mail to staff, the
date mailed from the institution, the addressee, and the inmate’s name and IDOC
number
DEFINITIONS
Contraband: Anything--of any kind--that is prohibited by Board, Department, or facility rules,
policies, directives, or standard operating procedures. Contraband also includes anything--of
Idaho Department of Correction

Case: 14-35078, 03/03/2017, ID: 10341443, DktEntry: 71-2, Page 36 of 38
Control Number:
402.02.01.001

Version:
11.0

Title:
Mail Handling in Correctional Facilities

Page Number:
16 of 16

any kind--that a facility head has not approved (1) for possession by an inmate or (2) to
bring into a facility or onto Department property.
Indigent Inmate: An inmate who has been housed at an IDOC correctional facility (including
a contract facility) for 30 consecutive days and whose trust account has a balance of $0.15
or less and has had no deposits for 30 consecutive days.
Legal Mail: Confidential communication directly between (1) an inmate and an attorney (for
the purposes of seeking or providing legal services only), (2) an inmate and the court, (3)
opposing parties for service of documents (pursuant to court rules), or (4) third parties for
service of documents (pursuant to court rules).
Statehouse Mail: The internal mail system for the State of Idaho that does not require
postage.
REFERENCES
Appendix A, Inmate-to-Inmate Correspondence Request Form
Appendix B, Correspondence/Publication/Item/Contraband Denial Form
Directive 114.03.03.011, Inmate Trust Account
Standard Operating Procedure 105.02.01.001, General Reporting and Investigation of Major
r
Incidents
ente

al C

Standard Operating Procedure 316.02.01.001, Grievance on Informal017
ti and
2 Resolution
orrec ary 28,
Procedure for Inmates
oC

Idah

ebru

v.
Standared Operating Procedure 320.02.01.001, n F
Property: State-issued and Inmate Personal
ayes chived o
H
Property
in
r
ited
78 a
1
No.
Standard Operating Procedure 503.02.01.001, Telephones and Electronic Communications:

c
0
Standard Operating Procedure 405.02.01.001, Access to Courts
4-35
Inmate
– End of Document –

Idaho Department of Correction

Case: 14-35078, 03/03/2017, ID: 10341443, DktEntry: 71-2, Page 37 of 38
IDAHO DEPARTMENT OF CORRECTION
Inmate-to-Inmate Correspondence Request Form

From:

Telephone:
(Insert Number)

Fax:
(Insert Facility Name and Address)

(Insert Number)

Date:
Our Inmate:

_____

IDOC #:

(Initiating Inmate’s Name)

Is requesting permission to correspond with
Your Inmate:

IDOC #:
(Inmate’s Name)

Located at:

(Name of Receiving Institution and Address)

r

Idaho Department of Correction standard operating procedure permitsente to correspond
C inmates
with immediate family (spouse, parents, stepparents, natural ichild, stepchild,17
onal , 20 adopted child,
ect or stepsister, grandchildren of
siblings (of half [½] or whole blood, by adoption, or Corr
stepbrotherary 28
ru
blood relation or grandparents of blood relation) and unmarried individuals who are the
daho n
v. IThe inmate Feb facility indicates the relationship is:
biological parents of the same minor s
aye child. ved o at our

hi
in H Parent/Child
8 arc
Sibling
ited
c
3507
. 14Additional Information:
No
Husband/Wife

Grandparent/Grandchild

Co-parent

Requesting Institution
Relationship:

Not verified
Verified by:

Approved
(Name and Title)

Denied

Document used:

Receiving Institution
Relationship:

Not verified
Verified by:

Approved
(Name and Title)

Document used:
Appendix A
402.02.01.001
(Appendix last updated 9/13/2016)

Denied

Case: 14-35078, 03/03/2017, ID: 10341443, DktEntry: 71-2, Page 38 of 38
IDAHO DEPARTMENT OF CORRECTION
Correspondence/Publication/Item/Contraband Denial Form
Inmate’s Name:
Date Received:

IDOC #:
Date Notice Sent:

Sender’s Name:
The item is located at the:

Housing:
Date to Return by:

Contents:
Mail Center

Property Office

This item was reviewed and denied in accordance with SOP 402.02.01.001, Mail Handling in Correctional
Facilities. This decision can be appealed (see SOP 316.02.01.001, Grievance and Informal Resolution
Procedure for Inmates). If you do not respond, the item(s) will be considered abandoned property and
handled in accordance with SOP 320.02.01.001, Property: State-issued and Inmate Personal Property.
Check one (1) or more reason(s) for denial:
Item received in a letter or package not authorized by policy or standard procedure
Package received without prior authorization
Publication or item describes the manufacture of weapons, bombs, explosives, escape materials, or
the manufacture of alcohol, drugs, or drug paraphernalia
Publication or item evidences gang involvement or activities such as enemy list, constitutions,
structures, codes, signs symbols, slogans, photographs, drawings, training materials, clothing, etc.
Publication or item advocates the inferiority of any ethnic, racial, or religious groups and/or makes
such groups an object of ridicule and scorn
Publication not mailed directly from the publisher or bookstore
Unauthorized magazine, book, or newspaper clipping
Sticker (paper or non-paper), postage stamps, or envelopes
nter
l Cex 10”17
nthan 20
Greeting card is padded, laminated, multilayered, musical, or larger a 8”
,
ectio
Photographs larger than 5” x 8” or instant photographs orr layers ry 28
with
ho C ebrua
Sexually explicit materials
F
. Ida
es v ived on
ay
Body fluids on letter
in H 8 arch
Unauthorized inmate-to-inmate correspondence or third-party correspondence of inmates
ited
c
3507
Colored or padded envelopes (except legal mail)
. 14No
Envelopes or letters that are stained or have unknown substances, lipstick, or lip balm on them
Letters or envelopes with a strong perfume-like or unusual odor
Colored pencil(s), markers, glitter, crayons, paint, watercolors or wax on any part of the envelope or
the contents of the envelope.
Sexually explicit and pornographic material
Electronic media items, including but not limited to CDs, DVDs, thumb drives, etc.
Other
If you are mailing out the item, attach a completed withdrawal form with a staff signature.
Mail Out:

Yes

No

Destroy:

Yes

No

Inmate’s Signature

Date

Staff Member’s Signature

Date

Staff Associate Number:
Date Mailed Out:
Date Destroyed:

Appendix B
402.02.01.001
(Appendix last updated 9/13/2016)