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April 2012

  • DOC 1.3.20, Nondiscrimination and Sexual Harassment has been revised to reflect current references and language changed for clarity.  References to Montana Operations Manual policies have been removed and the content refers directly to the Administrative Rules of Montana.  The revised version outlines responsibilities specific to the HR Bureau chief rather than to 'facilities' or the 'Department.' (04/24/12)
  • DOC 1.3.38, Employees Charged with Criminal Acts has been significantly revised to accurately reflect federal law.  This policy has been reorganized and reformatted and now includes greater supervisory responsibilities. (04/24/12)
  • DOC 3.1.7, Emergency Equipment and Armory Operations has been revised to remove excess procedural information and has been approved for public access.  This policy has undergone the following changes: 1) The restricted distribution classification has been removed.  2) Procedural content dictating where armory equipment must be stored has been removed by request and on the basis that the information was excessively procedural. 3) Section IV.L.e. previously stated that 'closed circuit TV to monitor staff and offender movement' it now states 'additional fixed security equipment as demeed necessary by the facility.'  4) Requirements set forth in other DOC policies has been removed.  (04/24/12)
  • DOC 4.3.2, Menu Planning has undergone the following changes: 1) The applicability has been altered removing the list of applicable facilities, the language now states 'any Department-owned or contracted facility, as specified in contract, with full-scale food operations.' 2) The definition for 'special diet' has been removed and the information is now included in the body of the policy.  3) Responsibilities that were previously assigned to the 'Department' or not assigned at all are now listed under Section IV.A.2. as the responsibility of the facility administrator, or designee.  4) The attachment outlining Dietary Reference Intakes (DRIs) has been removed as requested by subject matter experts and now links directly to the DRI website.  5) Vague and excessive procedural information has been removed.  (04/24/12)

March 2012

  • DOC 1.1.3, Organization and Responsibility has been revised to exclude "division training officer" under the YSD subheading and minor formatting and grammatical changes have been applied. (03/22/12)

  • DOC 1.1.15, Social Media is a new addition to the DOC Policy Index that outlines the Department's philosophy on use of social media. (03/26/12)

  • DOC 1.2.18, Fleet Vehicle Operations has undergone substantial and numerous revisions to include the following: 1) The title has been changed to Fleet Vehicle Operations and Management; 2) The policy now states that MSP and MCE are responsible for maintaining Vehicle Condition Reports; 3) To comply with insurance agreements established by the Risk Management & Tort Division, employees are now encouraged to use State-owned vehicles instead of personal vehicles; 4) Attending retirement functions has been added to the list of prohibited uses of State vehicles; 5) To comply with 61-5-103, MCA, Department employees possessing out-of-state driver's licenses must transfer or renew a Montana driver's license within 60 days; 6) Use of smokeless tobacco in a State-owned vehicle is now prohibited; 7) Employees are required to adhere to city ordinances prohibiting use of cell phones and/or electronic devices; 8) Unnecessary definitions have been removed; 9) The Personal Identification Number (PIN) definition has been added; 9) Language within definitions has been simplified; 10) The FMU responsibilities- Section IV.H.- have been revised to include additional responsibilities that were listed within the policy, but not within this section; 11) Excess examples have been deleted; 12) Sections for Permanent Vehicle Assignments and Commuting have been combined; 13) Reorganization of subsections for better flow; 14) Language has been changed for greater consistency throughout the policy.  (03/26/12)

  • DOC 1.3.8, Employee Time Management has been renamed from "Employee Leave and Absences" to "Employee Time Management" and combined with DOC Policy 1.3.40, Timekeeping in an effort to provide a single, overarching Department policy outlining timekeeping responsibilities.  Excessive language and references to repealed ARMs in the previously active DOC 1.3.40, Timekeeping have been removed and now refer to the Montana Operations Manual.  Content has not been changed, language has been simplified, and content has been arranged for consistency.  In the previously active policy, DOC 1.3.8, Employee Leave and Absences referred multiple times to the Montana Operations Manual HR webpage; this link is now listed a single time with more specific links embedded within the policy and references to MOM policies and guides have been adjusted for current numbering and titles. (03/26/12)

  • DOC 1.3.12, Staff Association and Conduct with Offenders has been revised for clarity and to mitigate redundancy.  Revisions delineating authority have been made.  Information already included in DOC Policy 1.3.14, Prison Rape Elimination Act (PREA) has been removed.  The definition for "undue familiarity" has been removed as well as unnecessary references to operational procedures. (03/26/12)

  • DOC 1.3.40, Timekeeping has been rescinded. (03/26/12)

  • DOC 1.5.9, Reporting Requirements for Criminally Convicted Youth has been rescinded. (03/26/12) 

  • DOC 4.2.3, Unit Management has been revised to refer consistently to offenders rather than using the terms "offender" and "inmate" interchangeably within the policy. (03/22/12)

  • DOC 4.6.3, DOC Commitments has been revised to include DOC Policy 4.6.4, Conditional Release of DOC Commitments.  Due to the common content, these two policies have been merged and DOC Policy 4.6.4 is rescinded.  References to youth offender DOC commitments and reporting requirements of criminally convicted youth have been removed and are addressed within DOC 4.6.9, Placement and Reporting of Youth with Adult Sentences.  Changes include: 1) Section IV.B.1. now outlines the financial responsibility of the Department regarding adult offenders sentenced in district court at the time of sentencing. 2) Section IV.B.2. has been determined unnecessary and was removed. 3) Section IV.B.3. was procedural information already included in P&P Operational Procedures, information has been removed and the operational procedures referenced. 4) Section IV.B. has been removed and the remaining statement within the section has been merged into Section IV.A. General Requirements. 5) Section IV.D.1. (now IV.C.) referred to 46-23-1023, MCA, which was inappropriate.  The language has been revised and now refers to P&P procedure. (03/26/12)

  • DOC 4.6.4, Conditional Release of DOC Commitments has been rescinded. (03/26/12)

  • DOC 4.6.9, Placement & Reporting of Youth with Adult Sentences is a new addition to the Department's Policy Index.  This policies clarifies the different procedures the Department must follow pertaining to youth under the age of 18 committed to the Department or sentenced to prison.  This policy outlines and improves upon existing requiremements previously set forth in DOC Policies 1.5.9, Reporting Requirements of Criminally Convicted Youth; 4.6.4, Conditional Release of DOC Commitments; and 4.6.3, DOC Commitments.  (03/26/12)

 

January 2012

     

  • DOC 1.5.10, Registration of Sexual and Violent Offenders revisions include: 1) Excess procedural information already included in local procedures has been removed regarding responsibilities of prerelease center staff, IPPOs, PO IIs, and probation and parole officers. 2) The SVOR change of Information form has been removed because to release from a prerelease or prison infers that adult offenders are affected and not youth, this form is already included in P&P Operational Procedure 60-12.  3) Other unsubstantial language and formatting changes have been made.
  • DOC 1.7.13, Offender Access to Computers has been minimally revised.  Division and position titles have been adjusted to reflect current practice, unnecessary definitions have been removed, language has been revised for clarity, and the DOC VLAN Request form has been updated.
  • DOC 1.7.14, Software Licenses has been minimally revised.  Division titles have been adjusted to reflect current practice and the definition for Acquisition has been added.
  • DOC 3.1.20, Offender Drug Testing Program has been adjusted to reflect current practice and standardized purchases for designated kits in divisions.  Our IT Division will be implementing an OMIS adjustment that allows for greater efficiency in entering and tracking information.  Many adjustments to the program are procedural, substantial policy changes include: 1) The Department drug testing coordinator is no longer required to collect statistics from divisions, facilities, and programs on a monthly basis.  2) Facilities and programs are now required to encourage self-admission.  3) Procedural information regarding the use of the Drug/Alcohol Screening Information form has been removed due to repetition or lack of necessity.  4) Excess procedural information has been removed to provide greater latitude to divisions, facilities, and programs in an effort to meet unique needs.
  • DOC 3.1.24, Security Threat Group ID and Management revisions include: 1) Standardization of terms for clarity.  2) Formatting and language changes have been applied.  3) The policy has been expanded to identify "street gangs" within communities in an effort to increase information flow between facilities and community corrections.  4) Job position titles have been altered.  5) The STG Review Request  is a new form that replaces the Security Threat Group Validation Worksheet when a staff member reports potential STG members to the STG coordinator.  6) Section IV.E. Adult Community Corrections Division Requirements is a new addition to the policy.  7) Section IV.F. Youth Services Division Requirements is a new addition to the policy.  8) Any mention of "intelligence" in reference to coordinators or files has been removed and replaced with "STG." 
  • DOC 3.1.33, Radio/Telephone Communication Systems has been significantly revised to designate responsibilities and for clarity.  Content remains unchanges with the exception of the deletion of unnecessary procedural information duplicated in other policies and guides. 
  • DOC 3.2.2, Tactical Teams is now available for public view, content has been updated to reflect current requirements and unnecessary procedure has been removed.  Significant changes include, but are not limited to, the following: 1) the Quick Response Team definition is no longer required to be designated at the onset of each shift; 2) Specialized Response Team members must now pass the POST certified Basic Swat course within the first year of participation; and 3) Section IV.B.4. "The team commander and scurity chief of a facility responding as emergency response support to a separate facility or program will determine specifics of activation according to team training and capabilities" is a new addition. 
  • DOC 3.2.3, Airspace Security is now available for public view, has been updated to reflect current requirements, and unnecessary procedural information has been removed. 
  • DOC 3.2.8, Facility Lockdown is now available for public view, excess procedural information has been removed.
  • DOC 4.5.34, Offender Death revisions include: 1) IV.B.1. "Progress notes" has been changed to "comprehensive documentation; 2) Guidelines for how information is released to the media now refers to DOC 1.1.8, Media Relations; 3) A new form is utilized, "Death in Custody: Inmate Death Report" to assist in proper reporting; 4) The period in which a mortality review is required has been extended from 30 days to 30-60 days; 5) The "Mortality Case Review" form has been revised; and 6) Job titles have been adjusted to reflect current practice.  

     

December 2011 

  • DOC 1.1.6, Priority Incident Reporting and Acting Director System has been slightly revised on page 3 of 5, Section IV.A.3.b.ii. to clarify that an absconder from a youth transition center will be reported as a priority I incident via City Watch only if the youth is a known sexual and/or violent offender.
  • DOC 1.2.12, Offender Welfare Accounts has been significantly revised, changes include: 1) the term "adult" has been removed from the title; 2) Pine Hills and Riverside Youth Correctional Facilities are now included in the scope of the policy; 3) forms have been altered to reflect current formatting; and 4) minor language and formatting changes have been applied.
  • DOC 1.3.15, Americans With Disabilities Act (ADA) has been minimally revised to include the addition of the ADA Accommodation form and information has been organized for clarity.  

November 2011 

  • DOC 3.1.8, Use of Force and Restraints has been significantly revised and careful review is recommended.  Changes include, but are not limited to: 1) The terms "lethal" and "less-lethal" have been replaced with "deadly" and "non-deadly" to comply with language provided by state statute.  2) Section IV.A.2.d. now permits use of force to prevent self harm and IV.A.2.g. to prevent an abscond. 3) Section IV.A.3. is a new statement requiring staff trained in the use of force to be able to recognize and apply force properly.  4) Section IV.I. Medical Requirements has been removed.  The policy now states under Section IV.B.2. that operational procedures must require a decontamination process and medical review requirements, allowing greater discretion for facilities in the manner with which they respond with medical provisions. 5) The Use of Force Control Continuum has been removed from this policy, but will still be used for training purposes. 6) Section IV.C.1.e. Medical personnel are no longer required to be in attendance, but involved staff must alert medical staff of planned use of force.  In addition, medical staff will review medical records prior to the use of chemical agents or conductive energy devices. 7) Section IV.F.1.c. the use of deadly force to defend against injury may be appropriate as determined by 3 criterion now described in the policy including ability, opportunity, and intent. 8) Only one Use of Force Evaluation Report will be utilized rather than two. 9) Section IV.J. Training Requirements has been removed. 10) Section IV.G. Use of Force Review has been significantly revised, close review is recommended.
  • DOC 3.1.28, Crime Scene and Physical Evidence Preservation has been revised to include the Adult Community Corrections Division, Probation and Parole Bureau.  Language and formatting changes have been applied.  The term "Incident Commander" has replaced Command Post in section IV.B.1.  Section IV.E. is a new addition. 
  • DOC 4.5.10, Level of Therapeutic Care has been revised to include: 1) Section IV.B.1.d. Medically mandatory healthcare may now be authorized by licensed health service practitioners instead of “any health care staff.”  2) Section IV.B.2.a. Medically necessary care may be authorized by any prescribing practitioner and no longer requires a utilization review prior to authorization.  3) A standard Therapeutic Level of Care form will now be used.

October 2011

  • DOC 1.1.6, Priority Incident Reporting and Acting Director System has been significantly revised.  Changes include, but are not limited to: 1) The term "escape" is defined for the purpose of this policy.  2) Priority I incidents are now designated as either requiring notification by phone and email immediately or by email within 8 hours. 3) Priority II incidents are no longer identified. 4) Designated positions have been revised to include the Emergency Planning and Preparedness Manager and the Youth Services Administrator.

  • DOC 2.3.1, Staff Housing has been updated to reflect current practice.  The Department Housing Lease Agreement is now an example and has been updated to include only two options for rental; either an employee is required to pay rent or is not required based on key management and supervisory responsibilities.
  • DOC 3.2.7, Emergency Perimeter Security is no longer restricted from public access.  It had not been updated since 2002.  Formatting changes have been applied and excess procedural information has been removed.  This policy now acknowledges that staff may detain an individual attempting to breach a perimeter using reasonable force as allowed by statute 46-6-502, MCA.
  • DOC 5.2.1, Montana Correctional Enterprises had not been updated since 1997.  Content and formatting changes have been applied.  Significant changes include: 1) The inclusion of programs added since the effective policy date. 2) Goals have been rewritten for clarity. 3) Funding sources for MCE are identified in policy.
  • DOC 5.2.2, Montana Correctional Enterprises Program Implementation Checklist had not been updated since 1997.  Changes include: 1) Significant procedural information has been removed.  2) Information included in existing DOC Policies has been removed. 3) Definitions have been updated.

September 2011

  • DOC 1.3.10 Reduction in Force has been revised to comply with the Montana Operations Manual.  Definitions have been updated in accordance with 03-0155, MOM and minor changes in language have been applied.  

  • DOC 1.3.22 Exit Interviews and Employee Satisfaction has been revised to comply with the Montana Operations Manual.  The new policy clarifies that a terminating employee may choose either the HR Bureau or the immediate supervisor to conduct an interview.  Unsubstantial language changes have been made.

  • DOC 1.3.52 Workplace Family Relationships is a new addition to the DOC Policy collection.  This policy outlines the responsibilities of Department employees and supervisors to mitigate the perception of preferential treatment and to maintain professionalism within the workplace.

  • DOC 3.1.2 Facility Security Manuals is no longer classified as "Restricted Distribution."

  • DOC 3.1.4 Perimeter Security is no longer classified as "Restricted Distribution."

  • DOC 3.1.6 Control Center Operations is no longer classified as "Restricted Distribution."

  • DOC 3.1.19 Investigations has been revised to include the language within section IV.C.8. "Department employees providing erroneous and/or malicious information in a complaint or statement, which they know or suspect to be false, may be subject to disciplinary or corrective action."  The Administrative Investigation Warning form now includes a signature line for an employee's representative.  The Request for Investigations form has clarified the "Comments" section is for Investigations Bureau use only and contains an area designated for the name of the division administrator notified upon request and the date of notification.

  • DOC 3.1.30 Offender Escorted Leave has been substantially revised.  Significant changes include: 1) Definitions have been adjusted. 2) Clarity between youth and adult escorted leave requirements has been increased.  3) Additional language to distinguish between the authority of Department-owned facilities and contracted facilities has been included.

  • 3.2.5 Internal Evacuation now includes a definition for "Internal Evacuation."  Excess procedural information has been removed and formatting and language changes have been applied.  This policy is no longer classified as "Restricted Distribution."

  • 3.2.6 External Evacuation now includes a definition for "External Evacuation."  Excess procedural information has been removed and formatting and language changes have been applied.  This policy is no longer classified as "Restricted Distribution." 

     

August 2011

  • DOC 1.1.13 Research Activities of Non-Department Agencies has been renumbered and moved (previously 1.6.3). 
  • DOC 1.6.1 Research and Evaluation has been rescinded.
  • DOC 1.6.2 Statistics and Data Quality Activities has been rescinded.
  • DOC 2.2.1 Facility Design / Capacity has a revised Notification of Facility at Emergency Capacity form.
  • DOC 3.2.12 Control and Use of Hazardous Materials had not been updated since 1999, this policy has been reformatted and language changes have been applied; annual training requirements are now in compliance with Montana Code Annotated and excessive evacuation information has been removed and replaced with links to the DOC Policies 3.2.5, Internal Evacuation and 3.2.6, External Evacuation.
  • DOC 3.3.8 Offender Visiting has been substantially revised.  Definitions have been updated to reflect changes in the current glossary.  Basic language changes have been made for clarity and to reduce repetition.  Section IV.F. Sex Offender Visiting is an entirely new addition.  The Department has now designated "contact" and "non-contact" visitation.  The Department has allowed for greater discretion for facilities to categorize visitor violations and determine appropriate restriction or suspension of visiting privileges. 
  • DOC 4.5.9 Continuous Quality Improvement Program has been slightly revised to comply with American Correctional Association standards.
  • DOC 4.5.39 Offender Participation in Research Projects has been renumbered and moved (previously 1.6.4).
  • DOC 5.1.5 Offender Community Presentations had not been updated since 2001 and significant changes in language, formatting, and requirements have been made.
  • DOC 5.6.1 Religious Programs had not been updated since 1999, the policy has been reformatting and language has been simplified.  In order to allow for youth facilities, the requirement for a Religious Activities Coordinator has been applied to facilities housing over 500 offenders.

July 2011

  • DOC 1.3.29 On-Call Status for Exempt and Non-Exempt Employees has been substantially revised, changes include: (1) Applicability now excludes division administrators, MSP positions, and some positions which provide for an enhanced salary for on-call responsibilities; (2) On-Call Leave is defined; (3) "Time accrued for on-call status is not considered hours worked for purposes of overtime accrual" has been added; (4) On-call leave may not exceed 120 hours and will not be approved until the balance is below 120; and (5) IV.C. Administration of On-Call Leave is an entirely new section.

  • DOC 3.3.9 Offender Marriages Has not been updated since 2001; excessive language has been removed and formatting changes have been applied.

  • DOC 4.4.1 Offender Clothing, Hygiene, Linen Supplies has been slightly reformatted and IV.C.1.e "prohibit use of colognes and perfumes that may prove offensive to others" has been removed because cologne and perfume is not permitted within the facilities. 

June 2011

  • DOC 1.3.16 Volunteer Services revisions include: (1) Volunteers may use state property including motor vehicles; (2) Volunteers receive no salary but may be reimbursed for incidental expenses such as transportation, lodging, meals, and other volunteer related costs, when necessary and approved for the performance of the volunteer activity; (3) The authorizing document for such reimbursement shall be the Volunteer Service agreement.  The State of Montana Travel Expense Voucher will be used for reimbursement.  The current state rules for travel and mileage reimbursement are authorized; and (4) A new Volunteer Service Agreement has been included.

  • DOC 1.3.14 Prison Rape Elimination Act (PREA) revisions include: (1) the definition for "Employee or Staff" has been removed; (2) the Applicability portion has been unsubstantially revised; and (3) IV.O.1. volunteers and contract employees are no longer required to complete the full training.
  • DOC 1.3.18 Employee Assistance Program has been rescinded 
  • DOC 1.5.9 Reporting Requirements for Criminally Convicted Youth the definition for criminally convicted youth has been updated and minor grammatical and formatting changes have been made.