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DEPARTMENT ORDER MANUAL |
DEPARTMENT ORDER: 103 CORRESPONDENCE/ RECORDS CONTROL |
SUPERSEDES: DO 103 (09/01/96) |
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| EFFECTIVE DATE: JULY 19, 2002 |
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DEPARTMENT ORDER MANUAL |
DEPARTMENT ORDER: 103 CORRESPONDENCE/ RECORDS CONTROL |
SUPERSEDES: DO 103 (09/01/96) |
|||
| EFFECTIVE DATE: JULY 19, 2002 |
TABLE OF CONTENTS
| PURPOSE | |
| APPLICABILITY | |
| PROCEDURES | |
| 103.01 | CORRESPONDENCE CONTROL |
| 103.02 | MAIL PREPARATION AND DISTRIBUTION |
| 103.03 | ORGANIZATIONAL UNIT ASSIGNMENT CORRESPONDENCE |
| 103.04 | CONTROLLING DOCUMENT ISSUANCE, DISTRIBUTION AND RETENTION |
| 103.05 | MANAGEMENT OF ADMINISTRATIVE RECORDS |
| 103.06 | REQUIREMENTS FOR POSTING INFORMATION |
| DEFINITIONS | |
| AUTHORITY | |
| ATTACHMENTS |
103.01 CORRESPONDENCE CONTROL
1.1.1 References to the Department shall be as follows:
1.1.1.1 The Arizona Department of Corrections (the Department). Subsequent references in the same document shall use the term - "the Department."
1.1.1.2 Where an acronym for the Department is desired, "ADC", shall be used.
1.1.2 The accountability line of any correspondence prepared for the Director's signature shall contain the initials of the Director, the person who authored the correspondence and the typist (e.g., TLS/GWP/kl).
1.1.3 The project control number, if any, shall be included at the end of the last page of the correspondence/response using font sizes as outlined in the style guide.
1.2 Incoming Correspondence
1.2.1 All incoming correspondence addressed to the Director or to the "Department" shall be forwarded to the Director.
1.2.2 The Director may delegate the response.
1.2.3 Transmittal memorandums shall:
1.2.3.1 Be attached to all delegated correspondence.
1.2.3.2 Contain a project control number and a due date.
1.2.3.3 Instruct the recipient to either prepare a response for the Director's signature or respond on the Director's behalf.
1.3 Delegated Correspondence
1.3.1 When the Director delegates correspondence with instructions to prepare a response for his signature, respondents shall:
1.3.1.1 Forward the originals of the complete correspondence file to the Director's office by the designated due date.
1.3.1.2 Retain a copy of the complete correspondence file in their office.
1.3.2 When the Director delegates correspondence with instructions to prepare a response on his behalf, respondents shall:
1.3.2.1 Forward a copy of the complete correspondence file to the Director by the designated due date.
1.3.2.2 Retain the original complete correspondence file in their office.
1.4 National/State Official Mail
1.4.1 Employees who receive national/state official mail shall forward the mail, within 24 hours of receipt, to the Legislative Liaison who shall handle requests for general information in accordance with sections 1.4.2 and 1.4.3.
1.4.2 The Director shall sign all correspondence to the Legislative leadership and/or involving Agency level written instruction issues.
1.4.3 Deputy Directors and Assistant Directors shall sign correspondence related to areas for which they are responsible and provide a copy of the complete correspondence file to the Director and to the Legislative Liaison. (Except as indicated in section 103.01, 1.4.2.)
1.5 Local Official Mail
1.5.1 Within 24 hours of receipt, employees receiving local official mail shall forward the mail to the appropriate person in accordance with applicable written instructions.
1.5.2 When a local official questions the Department's position on an issue, the recipient shall:
1.5.2.1 Prepare a response for the Deputy Director or Assistant Director's signature.
1.5.2.2 Forward the complete correspondence file to the Deputy Director or Assistant Director within five work days of receipt.
1.5.3 The Deputy Director or Assistant Director shall forward a copy of the complete correspondence file to the Legislative Liaison.
1.6 Internal Documents and Routine Correspondence - Routine internal documents and correspondence shall be handled in accordance with the applicable written instructions and Attachment A, except when a local official has questioned the Department's position(as indicated in section 103.01, 1.5.2.) Examples include:
1.6.1 Non-confidential information or action pertaining to inmates.
1.6.2 Director's Instructions. Specific format information may be found in Department Order #101, System of Written Instructions.
1.6.3 Complaints on treatment, property or conditions.
1.6.4 Visitation requests.
1.6.5 Outstanding warrants issues.
1.6.6 Detainer issues.
1.6.7 Interstate compacts.
1.6.8 Correspondence with attorneys after dispositions.
1.6.9 Intra- or inter-institution correspondence.
1.6.10 Procedural requests on intake, reception, transportation, radio communications.
1.6.11 Work program information.
1.6.12 Testing/educational processes and other programs internal and external to the institution.
1.6.13 Personnel promotions.
103.02 MAIL PREPARATION AND DISTRIBUTION
1.1.1 Employees shall not overstuff envelopes. Employees shall use an appropriately-sized envelope based on the size of the contents.
1.1.2 When sending large quantities of mail, employees shall:
1.1.2.1 Separate internal from external mail.
1.1.2.2 Place large, same-sized envelopes upright in boxes with all envelopes facing the same direction.
1.1.2.3 Fold bulletins/newsletters in half, tape/staple them closed and write the address directly on the document. Employees do not have to use envelopes for such documents.
1.2 Internal, Interagency and Department Courier Mail
1.2.1 Employees shall use reusable, standard interoffice envelopes or blank manila envelopes.
1.2.2 Employees shall address internal mail as follows:
1.2.2.1 Full name and/or title of addressee.
1.2.2.2 The Department mail code, available from the Department telephone directory.
1.2.3 Employees shall address interagency mail as follows:
1.2.3.1 Full name and/or title of addressee, or agency name.
1.2.3.2 Street address, including suite number if applicable.
1.2.3.3 City.
1.2.4 Employees shall address Department courier mail in accordance with the destination of the mail.
1.3 External Mail
1.3.1 Addressing - Employees shall address external mail as follows:
1.3.1.1 Return Address.
1.3.1.1.1 The sender's name and/or title.
1.3.1.1.2 The agency name and sender's mail code, e.g., Arizona Department of Corrections M/C 606.
1.3.1.1.3 Street address or post office box.
1.3.1.1.4 City, state and zip code.
1.3.1.2 Addressee.
1.3.1.2.1 Full name and title of addressee if applicable.
1.3.1.2.2 Name of business or state agency.
1.3.1.2.3 Street address or post office box.
1.3.1.2.4 City, state and zip code.
1.3.2 Classes of Mail - The Department uses the following three classes of mail:
1.3.2.1 First Class - Postcards and sealed matter, including handwritten and typed material, bills and statements, weighing up to 12 ounces.
1.3.2.2 Third Class - Circulars, printed matter or merchandise weighing less than 16 ounces which does not require being mailed first class.
1.3.2.3 Fourth Class - All other mail.
1.3.3 Sorting
1.3.3.1 Employees shall sort external mail into local and out-of-town bundles.
1.3.3.2 Prestamped/Metered Mail - Employees shall sort prestamped/metered mail, by size, with all envelopes facing the same way. Same-sized envelopes shall be rubber banded together.
1.3.3.3 Mail Requiring Postage:
1.3.3.3.1 Employees shall seal all manila envelopes.
1.3.3.3.2 For all other envelopes, employees shall either arrange the envelopes, by size, with all envelopes facing the same way and rubber banded together or seal and rubber band them together by size. Unsealed envelopes shall have the flap up.
1.3.3.3.3 Employees shall seal packages and boxes securely and properly prior to sending them to the mailroom.
1.3.4 External Mail Security - To ensure appropriate security, inmate couriers shall not be allowed to deliver or transport external mail.
1.4 Special Mail Services
1.4.1 The services available include:
1.4.1.1 Certified mailings.
1.4.1.2 Insured mailings.
1.4.1.3 Registered mailings.
1.4.1.4 Express mailings.
1.4.1.5 U.P.S. deliveries.
1.4.2 Since special services are expensive, employees shall use such services only when they are absolutely necessary.
1.4.3 Employees shall contact their mailroom staff to determine which service best meets their needs.
1.5 Employee Location Changes
1.5.1 Employees shall notify their current mailroom staff, in writing, of their name and new mail code prior to transferring to a different location.
1.5.2 Personnel office staff shall notify the mailroom staff at their respective locations, in writing, of the name and mail code of newly-hired employees.
1.6 Incoming Mail - Since incoming external mail is considered business-related material, the mailroom staff shall open the material in order to identify the addressee when the addressee cannot be determined from the outside address.
103.03 ORGANIZATIONAL UNIT ASSIGNMENT CORRESPONDENCE - Administrators at all levels may find it necessary to communicate with staff who are not in their chain of command.
1.1 Written Communications to Individuals Assigned to Institutions - When staff assigned to an organizational unit at Central Office need to communicate with institutional staff, and the communication requires follow-up action or accountability on the part of the institution or institution staff, they shall:
1.1.1 Address the correspondence to the Warden of the institution.
1.1.2 Send the staff member with first-line responsibility for the task an informational copy.
1.2 Written Communications to Individuals Assigned to Divisions - When staff assigned to an organizational unit at Central Office or an institution need to communicate with Division staff and the communication requires follow-up action or accountability on the part of the Division or Division staff they shall:
1.2.1 Address the correspondence to the Deputy Director or Assistant Director.
1.2.2 Send the staff member with first-line responsibility for the task an informational copy.
103.04 CONTROLLING DOCUMENT ISSUANCE, DISTRIBUTION AND RETENTION
1.2 When preparing distribution lists for correspondence and other documents, the sender shall ensure that all persons and agencies who need the information are included, but that copies are not provided to persons who do not need an individual copy.
1.2.1 Employees whose names are on a distribution list for documents they do not need shall request that the sender remove their names from the distribution list.
1.3 Copies of documents shall be two-sided to conserve paper, except:
1.3.1 Single-addressee original correspondence shall be one-sided.
1.3.2 Documents for the Office of the Governor, the legislature or other dignitaries shall not be two-sided, unless the document to be copied was originally two-sided.
1.3.3 A supervisor may specify other documents for which two-sided copying is not appropriate.
1.4 Staff receiving written documents that contain information applicable to their work areas shall disseminate the information to all appropriate staff, but shall take the following conservation measures:
1.4.1 Make copies only when necessary.
1.4.2 Avoid issuing single copies to all affected staff, whenever possible, by:
1.4.2.1 Routing a single copy of the document to appropriate staff.
1.4.2.2 Posting important general information on official bulletin boards.
1.4.2.3 Making copies of reports and reference information used by a number of staff available in an accessible work area.
1.5 Other conservation measures that staff shall use include:
1.5.1 Using facsimile (FAX) machines only when less expensive means of delivering or transmitting information are not feasible or time is of the absolute necessity.
1.5.2 Participating in the Department's paper recycling program.
1.5.3 Maintaining files and determining record retention schedules in accordance with section 103.05.
103.05 MANAGEMENT OF ADMINISTRATIVE RECORDS
1.1 Administrative Records Manager's Function - The Administrative Records Manager shall:
1.1.1 Act as a liaison to the Department of Library, Archives and Public Records (LAPR), and ensure that the Unit Administrative Records Managers are issued individual copies and current revisions of the State Records Management Manual.
1.1.2 Assist Unit Administrative Records Managers:
1.1.2.1 As they conduct inventories of their unit's administrative records.
1.1.2.2 And other staff to determine lawful and appropriate retention schedules for records.
1.1.2.3 By obtaining approval of their unit's records retention schedules by LAPR.
1.1.2.4 And other staff to appropriately dispose of records purged in accordance with an approved retention schedule.
1.1.3 Provide training sessions, on an as-needed basis, for Unit Administrative Records Managers.
1.2 Appointment of Unit Administrative Records Managers - Deputy Directors, Assistant Directors, Regional Operations Directors, Regional Health Administrators, Wardens, Deputy Wardens, and Bureau Administrators shall:
1.2.1 Maintain current appointments of Unit Administrative Records Managers for their organizational units.
1.2.2 Submit the appointees' names to the Policy and Research Bureau Administrator each time an appointment is made.
1.3 Unit Administrative Records Management
1.3.1 The Unit Administrative Records Manager shall:
1.3.1.1 Serve as their organizational unit's representative for records management.
1.3.1.2 Conduct records inventories of all administrative records retained by their unit.
1.3.1.3 Prepare and maintain a current records retention schedule for each type of record or file and submit it to their Deputy Director or Assistant Director for approval.
1.3.2 The Deputy Director or Assistant Director shall forward approved records retention schedules to the Administrative Records Manager.
1.3.3 The Administrative Records Manager shall forward the records retention schedules to the LAPR for approval and, when approval is received, notify the Unit Administrative Records Manager.
1.4 Records Retention Schedules - The Policy and Research Bureau Administrator shall:
1.4.1 Maintain a compilation of current Department records retention schedules, revised as needed.
1.4.2 Publish and distribute the retention schedules to Unit Records Administrative Managers and their supervisors.
1.5 Staff Responsibilities - All staff shall properly document, retain, disseminate and/or dispose of the Department's records and information in accordance with this Department Order and the appropriate records retention schedule.
103.06 REQUIREMENTS FOR POSTING INFORMATION - Several federal and state laws require that advisory information be posted on official bulletin boards. Attachment B provides a list of required notices.
1.1 Employees and others are prohibited from removing required information from bulletin boards (except that employees may remove it for a few minutes for the purpose of reading and/or duplicating a document).
1.2 Supervisors at all levels, and assigned bulletin board coordinators, shall ensure that required information is:
1.2.1 Obtained or duplicated and then permanently posted on the premises of each work site, as required by statute, where it can be readily seen and read by employees, applicants for employment, visitors and others.
1.2.2 Posted in a timely manner and kept current.
1.3 The posting of other information shall be conducted in accordance with Department Order #111, Solicitation.
Attachment A - Correspondence Style Guide (REPRESENTATIONS ONLY)
Attachment B - List of Notices
ACCOUNTABILITY LINE - The line that shows who signed the letter/document, who authored the letter/document and who typed it.
ADMINISTRATIVE RECORDS - Documents, other than inmate records and inmate medical records, which relate to the Department's management, administrative and support services.
ADMINISTRATIVE RECORDS MANAGER - A staff member assigned to the Policy and Research Bureau who coordinates the decentralized management of administrative records by Unit Administrative Records Managers.
COMPLETE CORRESPONDENCE FILE - The incoming correspondence, the transmittal memorandums, if any; the Department's response and supporting documentation, if any.
COURIER MAIL - Mail sent from one Department location to another Department location or to another state agency and delivered by a Department courier.
EXTERNAL MAIL - Sealed mail processed through the United States Postal Service or other commercial carrier.
INTERAGENCY MAIL - Mail sent from a Department location to another state agency through a Department or DOA mailroom.
INTERNAL MAIL - Mail sent from one Department location to another Department location through a Department mailroom.
LEGISLATIVE LEADERSHIP - The Senate President, the Speaker of the House, the Majority and Minority leaders, the Chairpersons of the Appropriations Committees.
LOCAL OFFICIAL MAIL - Any mail signed by a city/county-elected official or agency head.
NATIONAL/STATE OFFICIAL MAIL - Any mail signed by a national/state-elected official or agency head.
PROJECT CONTROL NUMBER - A number assigned to a project by the Director for tracking purposes. The number generally consists of two alpha characters, 5 numbers, and one or two alpha characters designating the division or bureau receiving the delegated project. For example, Project #DO12301PO indicates: "DO" - issued from the Director's office, "12301" - 123 is the project number and 01 is the year, and "PO" - the project is assigned to Prisons Operations. "A" is used for Administration and "HS" for Health Services.
PUBLIC INFORMATION RECORDS - Information contained in public records that was collected by staff for dissemination to the public, or which would serve as a memorial of official transactions for public reference.
RECORDS - Books, papers, letters, documents, maps, plans, photographs, audio or video recordings, management information systems, or other documentary material, regardless of physical form or characteristic, which were lawfully made or received by the Department. Records are preserved as evidence of the Department's organization, functions, written instructions, decisions, procedures, operations or other activities. Reference books; extra copies of records; and stocks of publications or documents, which are intended for distribution or sale are not considered records.
UNIT ADMINISTRATIVE RECORDS MANAGERS - Staff designated by Deputy Directors, Assistant Directors, Regional Operations Directors, Regional Health Administrators, Wardens, Deputy Wardens and Bureau Administrators to coordinate inventories of records used by their organizational unit and assist in determining appropriate retention schedules and disposition of purged records.
A.R.S. 39-121, Public Records.
A.R.S. 41-1346, State and Local Public Records Management.
A.R.S. 41-1347, Preservation of Public Records.
A.R.S. 41-1350, Definition of Records.
A.R.S. 41-1351, Determination of Value; Disposition.
State Records Management Manual, Department of Library, Archives and Public Records (LAPR).
Department Order 103
ARIZONA DEPARTMENT OF CORRECTIONS
STYLE GUIDE
(Director's Correspondence)
DEPARTMENT GUIDELINES FOR CORRESPONDENCE AND MEMORANDUMS
STYLE -Except where there is a different, pre-approved project format, the default style will use Times New Roman, 12 point pitch font with "FULL" Justification. Font variations will include fine, small, large, very large and extra large.
MARGINS - The default margin is 1 inch on all sides. You may adjust the bottom margin - no smaller than 0.5 inch. The right and left margins may be adjusted as well. When preparing correspondence, which you expect to print on letterhead, the top margin will be 2.6 inches. Subsequent pages will use a 1 inch default margin. The appearance of the document should be the main consideration.
Assistant Director and Deputy Directors may approve a specific format for a particular project or report. Such approvals will not include letters prepared for the Director's signature. Individual letters and memos that the Director signs, will always use the font and style outlined in this guide.
REFERENCE LINE - As shown in the examples, it may be necessary to include a reference line written as "RE:" - On a memorandum, a "SUBJECT" line is used.
PAPER - For letters the Director will sign, the first page will be buff bond letterhead, subsequent pages are to be plain buff bond. Use the buff for Deputy Directors and the Chief of Staff as well. Letters signed by other agency managers will use white bond letterhead with copper seals, subsequent pages are white bond. Memorandums and routine intra-agency correspondence will be on regular grade white paper. Envelopes will correspond in color and paper grade.
ACRONYMS - The use of acronyms is discouraged, except in cases where the usage has become accepted language. Where an ACRONYM is used, the first use in a letter or memorandum will spell the item out, the acronym is identified in parenthesis. For example - The Arizona Department of Administration (ADOA) will determine. . ., is an acceptable use.
BEGINNING A LETTER - When responding to a specific inquiry begin the letter - "Thank you for your recent [identify the letter, e-mail or other document], dated [actual date of correspondence], regarding. . ." or "Thank you for your telephone call concerning. . ." The second sentence will be a variation of this sentence. "I asked [describe who, including full name and position] to research your concern and s/he advised accordingly." As an alternate, " . . . advised me of the following information," is acceptable.
CLOSING - When appropriate, a correspondent may be referred to a specific staff member for further assistance. Include the person's name, title, phone number and address.
ENCLOSURE/ATTACHMENT - For letters or other correspondence any document(s) included with the letter is "Enclosure(s)." For a memo such documents are "Attachment(s)."
COMMON PROBLEMS - Following are some common issues and acceptable solutions.
| The Honorable Randall Grant,
President
Arizona State Senate 1700 West Washington Phoenix, Arizona 85007
Dear President Grant: |
The Honorable Jim Weiers
Arizona House of Representatives 1700 West Washington Phoenix, Arizona 85007
Dear Representative Weiers: |
Addresses in General - Correct examples may be found in the Gregg Reference manual or in the sample letters included in this guide.
Where practical, letters and memorandums should not exceed one page. If necessary, font sizes may be adjusted using an 11 or 10 point font. Adjust the margins not line spacing.
If a second page is necessary, use a pleasing page break. Never break and leave the closing alone. Splitting a sentence or paragraph usually is not appropriate. At least two sentences of a paragraph should remain on page one and two on the top of page two.
"Enclosed herewith please find" - concisely put - "Enclosed is."
"Needless to say." - Why say it?
"Be advised." - Stiff and somewhat rude!
TITLES - In general, titles are to be treated as a proper noun when referring to a class or to a specific individual. For example Correctional Officer will begin with capital letters. Individual units or work area titles are to be capitalized as well i.e., the Stiner Unit or the Offender Services Bureau. Non-specific uses are to be lower case, for example, "prison units," or "shift supervisors."
STAFF WORK/BACKGROUND INFORMATION -
For certain items, for example a Director's Instruction, distribution is an issue and it may be best to leave the date blank until actual distribution.
Courtesy Copies (cc:) - Keep copies to a minimum. Usually, only those staff who have had a direct interest in the specific case will get a copy along with the inmate involved.
In most cases, when responding on behalf of the Governor, we will not send a copy directly to the Governor. Instead, the copy goes to the Governor's Office for Constituent Services. (See the examples.)
SAMPLE MEMORANDUM AND CORRESPONDENCE
GENERAL
Current Date[HRt) FONT: TIMES NEW ROMAN, 12 POINT
[HRt]Wordperfect symbol for hard return
[HRt]
[HRt]
Mr. Dave Peterson[HRt) Top margin: 2.6
Manager[HRt) Bottom margin: 1" standard adjustable to 0.5"
Westfield Research and Consultation[HRt) Left margin: 1" standard adjustable to 0.5"
3672 West McClintock Drive, Suite 1413[HRt) Right margin: 1" standard adjustable to 0.5"
Dayton, OH 50585[HRt]
[HRt]
Dear Mr. Peterson:[HRt]
[HRt]
Thank you for your e-mail dated April 16, 2001 to Governor Jane Dee Hull regarding employment opportunities with youth in Arizona. Governor Hull's office has forwarded your e-mail so that I may respond on her behalf.[HRt]
[HRt]
The Arizona Department of Corrections (ADC) employs personnel to work with adult offenders. Accordingly, I must refer you to the Arizona Department of Juvenile Corrections if you wish to pursue a career dealing entirely with juvenile offenders. I have enclosed job specifications for your review and information. You may contact Chris Benetos, Arizona Department of Juvenile Corrections Recruitment Unit at (602) 364-0909 for additional information, or you may access their website at www.state.az.us/juvenile. [HRt]
[HRt]
Sincerely,[HRt]
[HRt]
[HRt]
[HRt]
John J. Jones [HRt]
Director[HRt]
[HRt]
TLS/MM/lls[HRt] Accountability initials. The typist's initials will be lower case.
[HRt]
Enclosures[HRt]
[HRt]
cc: Governor's Office of Constituent Services, Agency Action Form #111173[Hrt] Governor's project number
[HRt]
A4100H[HRt] Department project number using a smaller font
[HRt]
Web page http://www.adc.prisoninfo.az.gov centered
Current Date[HRt) FONT: TIMES NEW ROMAN, 12 POINT
[HRt]
[HRt]
[HRt] Top margin: 2.6
MaryAnn Davis[HRt) Bottom margin: 1" standard adjustable to 0.5"
Post Office Box 1671[HRt) Left margin: 1" standard adjustable to 0.5"
Chatsworth, California 91313-3726[HRt) Right margin: 1" standard adjustable to 0.5"
[HRt]
Re: Inmate Darwin Jones, ADC #2001235[HRt]Reference Line, if appropriate
[HRt]
Dear Ms. Davis:[HRt]
[HRt]
Thank you for your faxed letter dated February 21, 2001, addressed to the Office of Governor Jane Dee Hull concerning inmate Darwin Jones. Your letter was forwarded so that I may respond on behalf of the Governor.[HRt]
[HRt]
At my request, Marilyn Wilkens, Acting Deputy Director, Health Services Division, Arizona Department of Corrections (ADC), has reviewed inmate Jones' medical record. She has advised me that inmate Jones has had surgery and that recovery is expected.[HRt]
[HRt]
I appreciate the opportunity to respond to your concerns and wish to assure you that ADC remains committed to the provision of appropriate health care for the medical needs of inmates. Should you have any questions or concerns please contact Ms. Wilkens at 2205 N. Central Avenue, Phoenix, AZ 85004 or by phone at 602-255-4222.[HRt]
[HRt]
Sincerely,[HRt]
[HRt]
[HRt]
[HRt]
John J. Jones [HRt]
Director[HRt]
[HRt]
TLS/CSS/raz[HRt]
[HRt]
Enclosures[HRt]
[HRt]
cc: Governor's Office of Constituent Services, Agency Action Form #01-12796[Hrt]
Inmate Darwin Jones, ADC #2001235
[HRt]
Project Control #: d003201ihs[HRt]
[HRt]Web page http://www.adc.prisoninfo.az.gov centered
ARIZONA DEPARTMENT OF CORRECTIONS[HRt]
[HRt] COMMUNITY CORRECTIONS DIVISION[HRt]
[HRt]
MEMORANDUM[HRt]
[HRt]
[HRt]
[HRt]
TO: SEE DISTRIBUTION[HRt]
[HRt]
FROM: James E. Kirsch, Administrator, Planning and Development Bureau
[HRt]
DATE: April 21, 2001[HRt]
[HRt]
SUBJECT: Sample Memorandum Form[HRt]
[HRt]
[HRt]
This is a sample of what a memorandum should look like. All bureaus/units should use a memo format that is synchronized in appearance. Your font will be TIMES NEW ROMAN 12 POINT.[HRt]
[HRt]
The margins should be 1 inch on all sides. The bottom, left and right margins may be adjusted to no less than .05 inch. All of the italicized, large and bold words on the left are hard returns with the exact number you should see in your memorandum. Type the date, do not use the automatic feature.[HRt]
[HRt]
Be sure that when you are including copy recipients (cc:) to your memorandum you use the person's name, title and work location.[HRt]
[HRt]
NEH/RLS/s[HRt]
[HRt]
Attachment[HRt]
[HRt]
DISTRIBUTION[HRt]
[HRt]
Ron Zuniga, Assistant Director, Human Resources/Development[HRt]
Joe Smith, Administrative Assistant, Prison Operations[HRt]
Debbie Jones, Program and Projects Specialist I, Community Corrections[HRt]
[HRt]
cc: Janette Gonzales, Engineer, Goodwill Corporation[HRt]
[HRt]
A00500H Department project number
Mr. Leo Jones[HRt]
April 21, 2001[HRt]
Page Two[HRt]
[HRt]
[HRt]
[HRt]
This is exactly how the second page of a letter should look, when a second page is needed. Your margins will be 1 inch from this point on.[HRt]
[HRt]
If you have a two page letter, the closing, accountability initials, enclosure, cc's and project number go at the end of the second page.[HRt]
[HRt]
Sincerely,[HRt]
[HRt]
[HRt]
[HRt]
John J. Jones[HRt]
Director[HRt]
[HRt]
TLS/AMZ/s[HRt]
[HRt]
April 23, 2001[HRt] FONT: TIMES NEW ROMAN, 12 POINT
[HRt]
[HRt]
[HRt]
Mr. Dave Peterson[Hrt) Top margin: 2.6
Manager[Hrt) Bottom margin: 1" standard adjustable to 0.5"
Westfield Research and Consultation[Hrt) Left margin: 1" standard adjustable to 0.5"
3672 West McClintock Drive, Suite 1413[Hrt) Right margin: 1" standard adjustable to 0.5"
Dayton, OH 50585[HRt]
[HRt]
Dear Mr. Peterson:[HRt]
[HRt]
Thank you for your letter dated April 16, 2001 regarding the delivery of Christmas packages. This issue has been investigated by my staff.[HRt]
[HRt]
When drafting a letter for the Director's signature use buff letterhead. Use the buff for a Deputy Director and the Chief of Staff as well. For all other letters use the white paper with copper decals.[HRt]
[HRt]
Since the information you provided was limited, the findings of my investigation are inconclusive. Therefore, no action will be taken at this time.[HRt]
[HRt]
Good Luck in your future endeavors.[HRt]
[HRt]
Sincerely,[HRt]
[HRt]
[HRt]
[HRt]
Ann B. Sullivan [HRt]
Operational Planning Division [HRt]
[HRt]
ABS/RLS/s[HRt]
[HRt]
Enclosure [HRt]
[HRt]
cc: Amanda Spock, Engineer, Goodwill Corporation [Hrt]
James Anderson, Program and Project Specialist, Policy and Research Bureau [Hrt]
[HRt]
DO00500A[HRt]
http://www.adcprisoninfo.az.gov
Mr. Adam Johnson
1831 Brandon Iron Road
Willcox, Arizona 85643
Dear Mr. Johnson:
Thank you for your recent letter regarding reconsideration of your disqualification from the Correctional Officer hiring process.
After a review of this matter, I find that you have been appropriately disqualified from the Correctional Officer hiring process. In accordance with rules promulgated by the Arizona Peace Officer Standards and Training Board, your arrest in 1995 automatically renders you ineligible to hold a position as a Correctional Officer with the Arizona Department of Corrections.
I appreciate the opportunity to respond to your concerns and wish you the best of luck in future endeavors.
Sincerely,
John J. Jones
Director
TLS/DL/rh
D022800A
http://www.adcprisoninfo.az.gov
DIRECTOR'S APPOINTMENT LETTERS
All uncovered position appointments must be approved by the Director
Post-date letters by two or three days
Include the candidate's resume (whether internal or external)
Prepare and include a transmittal memorandum addressing the background of the candidate and why he or she has been chosen. Include a justification for salary recommendation
Consider the length of time it may take to receive approval when deciding the effective date
April 23, 2001[HRt]DIRECTOR'S APPOINTMENT TO
[HRt]AN UNCOVERED POSITION
[HRt]SAMPLE
[HRt]
[HRt]
[Inside Address][HRt]
[HRt]
[Salutation]:[HRt]
[HRt]
Congratulations! Effective [DATE], you are appointed to the position of [TITLE OF POSITION] IN THE [of area, i.e., Human Resources/Development Staff], position number[#], grade[#]. This is an uncovered position, and your annual salary will be [AMOUNT].[HRt]
[HRt]
In this position, you serve at the pleasure of the Director of the Arizona Department of Corrections. This position is not subject to Personnel Rules in accordance with Arizona Revised Statutes §41-771.[HRt]
[HRt]
Sincerely[HRt]
[HRt]
[HRt]
[HRt]
John J. Jones[HRt]
Director[HRt]
[HRt]
TLS/RLS/s[HRt]
[HRt]
cc: Alan Jones, Deputy Director, Administration[HRt]
John Smith, Administrator, Personnel Services Bureau[HRt]
Ellen Andrews, Administrator, Personnel Administrative Services
STANDARD RESPONSE TO ARIZONA TAXPAYERS WHO ARE NOT RELATIVES OF INMATE
Date
Name
Street
Address
RE: Inmate John Doe, ADC #98765432
Dear:
Thank you for your recent letter concerning inmate [name] regarding [refer to circumstance]. As you can imagine, the Arizona Department of Corrections (ADC) receives an inordinate amount of mail regarding inmates and has only limited resources to respond to these inquiries.
The ADC will determine if the issues contained in your correspondence have merit. If the issues do have merit, an investigation will be conducted and appropriate corrective action will be taken. However, unless additional information is required from you, this letter will be the final response regarding this matter.
Sincerely,
John J. Jones
Director
TLS/VAB/v
EXAMPLE
STANDARD RESPONSE TO LETTER FORWARDED FROM THE GOVERNOR'S OFFICE TO ARIZONA TAXPAYERS WHO ARE NOT RELATIVES OF AN INMATE
Date
Name
Street
Address
RE: Inmate Jon Doe, ADC #98765432
Dear:
Thank you for your recent letter to Governor Jane Dee Hull concerning inmate Doe regarding [refer to circumstance]. The Office of the Governor has forwarded your letter so that I may respond on her behalf. As you can imagine, the Arizona Department of Corrections (ADC) receives an inordinate amount of mail regarding inmates and has only limited resources to respond to these inquiries.
The ADC will determine if the issues contained in your correspondence have merit. If the issues do have merit, an investigation will be conducted and appropriate corrective action will be taken. However, unless additional information is required from you, this letter will be the final response regarding this matter.
Sincerely,
John J. Jones
Director
TLS/VAB/v
cc: Governor's Office of Constituent Services, Agency Action Form #01-12796
EXAMPLE
STANDARD RESPONSE TO REPEAT AMNESTY INTERNATIONAL LETTER WRITERS REGARDING DEATH ROW INMATES
Date
Name
Street
Address
RE: Inmate Jane Doe, ADC #98765432
Dear:
Thank you for your recent letter concerning inmate [name]. Because of the large number of letters the Arizona Department of Corrections (ADC) receives from outside Arizona, both within and outside the United States, it is the policy of the ADC to not respond to letters except those from relatives of inmates, Arizona taxpayers, and legal counsel. Therefore, the specifics of your correspondence will not be addressed.
Thank you for noting this Department policy.
Sincerely,
John J. Jones
Director
TLS/VAB/v
EXAMPLE
STANDARD RESPONSE TO ATTORNEY CONCERNING CLIENT'S COMPLAINTS
Date
Esq.
, AZ 85000
RE: Inmate ADC #
Dear:
Thank you for your recent letter concerning complaints from your client, inmate [name]. I asked Marilyn Wilkens, Acting Deputy Director, Health Services to research the [medical] concerns and she advised as follows.
The Arizona Department of Corrections (ADC) has addressed inmate [name]'s [medical condition] needs in a timely and professional manner.
I asked [name] Warden, ASPC- [location] to research inmate [name]'s complaint concerning [complaint]. Warden [name] provided the following information.
If you require additional information, please contact Ms. Wilkens at 602-255-4222 or Warden [name] at [telephone).
Sincerely,
John J. Jones
Director
TLS/vab
cc: Marilyn Wilkens, Acting Deputy Director, Health Services
[name],Warden, ASPC-
I/M CO File
EXAMPLE
STANDARD RESPONSE TO FAMILY MEMBER CONCERNING COMPLAINTS REGARDING INMATE'S TREATMENT
Date
RE: Inmate Jane Doe, ADC #4445555
Dear:
e] Warden, ASPC- [location] to research inmate [name] complaint concerning [complaint]. Warden [name] provided the following information.
If you require additional information, please contact Warden [name] at ASPC-[Iocation, with mailing address] or telephone [--].
Sincerely,
John J. Jones
Director
TLS/vab
cc: [name], Warden, ASPC-
I/M CO File
EXAMPLE
STANDARD RESPONSE TO LETTER REGARDING MOVING AN INMATE CLOSER TO PHOENIX/HOME
Date
Name
Street
Address
RE: Inmate Jon Doe, ADC #98765432
Dear :
Thank you for your recent letter in which you inquired about having your [relation] moved to [name prison] which is closer to your home. I empathize with your wish to have your [relation] placed closer to your home. However, because of the large number of inmates in our system, we do not have the resources to relocate inmates for the reason of family hardship, when inmates are already housed at the appropriate custody level. Therefore, we are unable to accommodate your request.
You may contact Ms. Lynn Wieser, Family Assistance Coordinator for the Arizona Department of Corrections, at telephone (602) 542-3148. Ms. Wieser will be happy to work with you in contacting community organizations that can assist with your transportation or other issues.
Sincerely,
John J. Jones
Director
TLS/VAB/v
EXAMPLE
STANDARD RESPONSE TO REPEAT AND ABUSIVE LETTER WRITERS
Date
Name
Street
Address
RE: Inmate John Doe, ADC #98765432
Dear :
Thank you for your recent letter concerning your [relation, inmate's name]. As you know, the Arizona Department of Corrections (ADC) has devoted considerable resources in the past to respond to your numerous letters regarding your [relation]'s well being. Regrettably, rather than satisfying your inquiries and requests, our responses to your correspondence seem only to stimulate further letters and complaints from you. Although I can sympathize with the difficulties and worries associated with having a [relation] in prison, I hope that you will understand in turn my responsibility to use the ADC's resources efficiently. Additionally, I have reviewed our response to your last letter, and I believe that it adequately addressed your questions and complaints.
Your future letters to the Department will be read and given due consideration. However, please be informed that henceforth the Department will not reply to your correspondence unless your concerns are found to have merit. Of course, you and your [relation] can still avail yourselves of legal remedies in the court, if you believe that your claims have merit and you have not received appropriate ADC attention.
Sincerely,
John J. Jones
Director
TLS/VAB/v
Department Order 103
LIST OF NOTICES
Title of Poster; Authority; How to obtain
Americans with Disabilities Act (ADA) Notice. Federal Equal Employment Opportunity Commission, Phoenix Field Office at (602) 640-5000 or (800) 669-4000. A copy of the ADA Notice is attached to Department Order #108, Americans With Disabilities Act (ADA) Compliance.
Equal Employment Opportunity is the Law. Including the Americans with Disabilities Act. Federal Equal Employment Opportunity Commission, Phoenix Field Office at (602) 640-5000 or (800) 669-4000
Notice to Employees of Rights Under FMLA. - From Department Order #519, Employee Health - Assessment, Accommodation, Alternate Assignment. This notice provides an explanation of the FMLA's provisions and information concerning the procedures for filing complaints of violations of the FMLA with the Wage and Hour Division of the U.S. Department of Labor.
Discrimination Prohibited poster. State Non-Discrimination poster and Handicap Discrimination poster. Arizona Civil Rights Division, Office of the Attorney General, at (602) 542-5263.
Minimum Wage/Overtime/Child Labor/Equal Pay poster. Federal Wage Hour Division, Employment Standard Administration, U.S. Department of Labor, at (602) 640-2990.
Occupational Safety & Health Act poster. Industrial Commission of Arizona, in Phoenix at (602) 542-5795, and in Tucson at (520) 628-5478.
Occupational Safety & Health Act. U.S. Department of Labor, Office of Occupational Safety & Health, in Phoenix at (602) 640-2006, or the Federal OSHA in Washington, D.C., at (202) 523-9667. Note: A summary poster (Form 200) is required to be posted each February for one month, listing all illnesses and injuries the prior year. Posters are available from the Industrial Commission of Arizona, in Phoenix at (602) 542-5795, and in Tucson at (520) 628-5478.
Unemployment Insurance poster. Arizona Department of Economic Security, in Phoenix at (602) 255-4807, and in Tucson at (520) 628-6820.
Workers' Compensation poster. Must also have the rejection forms available, as indicated in the notice. Risk Management Section, in Phoenix at (602) 542-2177.
Polygraph Protection Act poster. U.S. Department of Labor and Employment Standards Administration, Wage Hour Division, at 640-2990; or the EEOC (602) 640-5000 or (800) 669-4000.
Hazardous Material Information required for work-sites where chemicals are used, which notes emergency phone numbers and locations of the Material Safety Data Sheets. Available from the chemical provider, on MSDS forms that comply with OSHA's Hazard Communication Standard, 29 CFR 1910.1200.
All announcements of transfer and promotional opportunities in State government. The Arizona Department of Corrections Personnel Administrative Services Unit, at (602) 542-3197.
