This Department Order authorizes private citizens to participate as volunteers within the Department and its prisons for the purpose of assisting in the operation of its programs. Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Department as outlined in Department Order #108, American with Disabilities Act (ADA) Compliance. Requests shall be made as early as possible to allow time to arrange the accommodation.

The above Substantive Policy Statement is advisory only. A Substantive Policy Statement does not include internal procedural documents that only affect the internal procedures of the agency and does not impose additional requirements or penalties on regulated parties or include confidential information or rules made in accordance with the Arizona Administrative Procedure Act. If you believe that this Substantive Policy Statement does impose additional requirements or penalties on regulated parties you may petition the agency under Arizona Revised Statues section 41-1033 for a review of the statement.

1.1    Management of Volunteer Services - Wardens, Deputy Wardens, Administrators or designee shall:

1.1.1    Designate a Volunteer Coordinator.

1.1.2    Arrange for employees serving as Volunteer Coordinators to receive an initial orientation to their assigned duties and refresher training thereafter, as outlined in Department Order #509, Employee Development and Training.

1.1.3    Maintain a file on each volunteer processed at the institution, including all forms required by this Department Order, with the exception of the Fingerprint card, and a Department issued photograph of the volunteer.

1.1.3.1    Where a volunteer serves more than one institution, a complete file and TB test information shall be maintained only at the institution that processed the applicant.

1.1.4    Coordinate specific volunteer activities, such as where volunteers can be used and the specific tasks assigned to each volunteer. The Manager of the specific program shall monitor the program content to ensure appropriateness.

1.1.5    In conjunction with the Staff Development and Training Bureau, provide required volunteer orientation and training to volunteers prior to delivery of services.

1.1.5.1    Processing and orientation sessions shall be scheduled at least every 60 days.

1.1.5.2    Scheduled sessions may be canceled if no applicants are available or scheduled.

1.1.5.3    Orientation schedules shall be forwarded to all volunteer organizations that serve the institution.

1.1.6    Ensure that no volunteer has access to information concerning the security of any Department facility.

1.1.7    Instruct volunteers to ask staff when they require assistance.

1.2    Recruitment of Volunteers - Wardens, Deputy Wardens, Administrators or designee shall:

1.2.1    Consider community groups, city or county volunteer bureaus, religious organizations and the community at large as sources for potential volunteers.

1.2.2    Recruit volunteers without regard to age, disability, race, religion, sex, creed, national origin or political affiliation.

1.2.3    Ensure that the number of active volunteers does not exceed the number of approved volunteer assignments or the volunteer coordinator's ability to manage volunteer activities.

1.2.4    Volunteer groups shall be authorized three to five badged volunteers per scheduled service, dependent upon the nature and frequency of the service, for example:

1.2.4.1    Study-related services authorized up to three.

1.2.4.2    Worship services and activities involving music involving music up to five.

1.1    Prospective volunteers shall be scheduled to meet with the program or volunteer coordinator for completion of the application process and an orientation. The process shall include:

1.1.1    Completion of the proper forms:

1.1.1.1    A Volunteer Application, Form 204-4.

1.1.1.2    A Background Questionnaire, Form 602-1.

1.1.1.3    Ex-offender Certification and Employment Recommendation, Form 504-6, if applicable.

1.1.1.4    Written verification of license or certification when professional services are to be provided, example: psychological counseling.

1.1.1.5    An approved Fingerprint Card.

1.1.2    Fingerprinting.

1.1.3    Completion of a Volunteer Interview, Form 204-5, by the interviewer.

1.1.4    Training, as described in section 204.03, 1.2.

1.2    The appropriate Warden, Deputy Warden, Administrator or designee shall, within five days of processing and orientation:

1.2.1    Clear prospective volunteers through an NCIC/ACIC check, in accordance with Department Order #121, Arizona Criminal Justice Information System (ACJIS).

1.2.2    Review the volunteer's application, and approve or disapprove the selection of each volunteer, in consultation with the Administrator or designee managing the specific program where the volunteer is to serve, for example, the Counseling and Treatment Services or Pastoral Administrator.

1.2.2.1    Volunteer Applications for ex-offenders shall be processed as outlined in 1.3 of this section.

1.2.2.2    Ex-offenders are eligible to serve as volunteers after:

1.2.2.2.1    Completion of probation or parole, with no subsequent arrests or charges.

1.2.2.2.2    A minimum of three years of post-release community service involvement specific to the program area for which the applicant is requesting to volunteer.

1.2.2.2.3    A written recommendation from the organization served in the community.

1.2.2.2.4    Evidence of gainful employment and payment of State and Federal taxes, unless deemed physically unable to work.

1.2.2.2.5    Capability to present the tenets of the program for which the applicant is applying in a positive message and informed dialog.

1.2.3    Make selection of volunteers based upon:

1.2.3.1    Experience and background commensurate with the service to be provided and the competency to perform the service.

1.2.3.2    Favorable references.

1.2.3.3    Appropriate reasons for volunteering.

1.2.3.4    Appropriate license or certification when professional services are to be provided.

1.2.4    Provide written notification to applicants who are rejected or whose application is held until a suitable placement as available. Notices shall:

1.2.4.1    Be sent within five working days.

1.2.4.2    Specify the reason for the rejection or delay.

1.3    Ex-offender volunteer applications shall be processed in accordance with Department Order # 504, Recruitment and Hiring.

1.3.1    Ex-offenders shall serve as volunteers only at the sole discretion and with the written approval of the appropriate Division Director.

1.3.2    Ex-offenders who apply as volunteers shall:

1.3.2.1    Submit all forms listed in section 204.02, 1.1 through 1.1.1.4.

1.3.2.2    Complete and submit an Ex-Offender Certification and Employment Recommendation, Form 504-6, for review in the selection process.

1.3.2.3    List all felony convictions or misdemeanors involving moral turpitude on the Background Investigation form. Failure to respond accurately shall result in:

1.3.2.3.1    Rejection of the application.

1.3.2.3.2    Removal from further consideration.

1.3.2.3.3    Disqualification from future volunteer services.

1.3.3    If the Warden, Deputy Warden, Administrator or designee determines that the ex-offender volunteer applicant is suitable for the position, the Volunteer Coordinator shall:

1.3.3.1    Sign the recommendation portion of the Ex-Offender Certification and Employment Recommendation, including the tasks to be performed and why this person is suitable for the position.

1.3.3.2    Submit the form and all related forms, conviction documents and investigation reports to the appropriate Regional Operations Director, who shall:

1.3.3.2.1    Review the application and related documents to determine the applicant's suitability to assume the position.

1.3.3.2.2    Forward the packet and a recommendation to the Division Director for Offender Operations.

1.3.4    The Division Director for Offender Operations shall:

1.3.4.1    Review the application and related documents to determine the applicant's suitability to assume the position.

1.3.4.2    Either approve or disapprove the recommendation provided by the Regional Operations Director.

1.3.4.3    Forward a recommendation, the application and the related documentation to the Division Director for Program Services, who shall forward recommended applications and placement assignments to the Director for final approval.

1.4    For each applicant selected to serve as a volunteer, the Warden, Deputy Warden, Administrator or designee shall forward all volunteer applications, supplemental documentation and fingerprint cards to the Background Investigations Unit within five work days of selection. The Background Investigation Unit shall:

1.4.1    Utilize the same pre-employment screening for volunteers as used for correctional staff, in accordance with Department Order #602, Background Investigations, and other applicable written instruction, which may include military discharge status.

1.4.2    Forward the results of the background check to the Warden, Deputy Warden, Administrator or designee within 45 days of receipt.

1.1    The appropriate Warden, Deputy Warden, Administrator or designee shall, within five work days of NCIC/ACIC clearance and Drug-Free screening, provide written notification to each individual accepted into the Department Volunteer Program. Notification shall include:

1.1.1    Specific task assignment.

1.1.2    Initial report date.

1.1.3    Contact person (Volunteer Coordinator).

1.1.4    Activity schedule, as applicable.

1.1.5    Indication that the continuation of service is contingent upon completion of the background investigation.

1.2    Prior to the delivery of services, volunteers shall complete required orientation and training including at a minimum:

1.2.1    Review of the Volunteer Handbook and completion of the Acknowledgment of Receipt of Volunteer Handbook, Form 204-1. Volunteer Handbooks may be obtained through the Staff Development and Training Bureau.

1.2.2    Coverage of the volunteer orientation curriculum from the Staff Development/Training Bureau.

1.2.3    Additional training as required by the appropriate Warden, Deputy Warden or designee.

1.2.4    Information about preventing disease transmission and steps to avoid contracting Hepatitis A, Hepatitis B (HBV), Tuberculosis and Human Immunodefiency Virus (HIV), including the practice of universal precautions and information about HBV vaccinations.

1.2.5    Issues concerning exposure and confidentiality.

1.2.6    Information relating to the Prison Rape Elimination Act and the consequences of inappropriate behaviors and sexual conduct with an inmate or offender.

1.2.7    Complete annual in-service training as required.

204.04    VOLUNTEER COORDINATOR'S DUTIES - Volunteer Coordinators shall:

1.1    Acquaint volunteers with the institution, Written Instructions and Department personnel where they will be assigned.

1.2    Advise volunteers of the possibility of exposure to blood borne pathogens and infectious or communicable diseases, and inform them of the means to access Department Order #116, Employee Communicable Disease Exposure Control Plan.

1.3    Be accessible to volunteers to resolve any concerns and issues that may arise.

1.4    Ensure properly updated lists of active volunteers are maintained at each prison entry that volunteers use to allow:

1.4.1    Proper admittance of authorized volunteers.

1.4.2    Retrieval of identification cards for volunteers who have resigned or have been suspended/dismissed.

1.5    Schedule annual volunteer appreciation events.

1.5.1    All active volunteers shall be invited to attend.

1.5.2    Selected volunteers shall be recognized with appropriate recognition.

1.5.3    Volunteer length of service pins shall be awarded based upon five year increments of service.

1.6    During the first two weeks of each calendar year, generate a list of volunteers who have completed more than five years of service during the previous year, and submit the list to the Central Office Volunteer Services Coordinator by January 15^th. The Central Office Volunteer Service Coordinator shall:

1.6.1    Verify the length of service for all volunteers and adjust as necessary.

1.6.2    Submit an approved list through the Religious and Volunteer Services Administrator to the Division Director for Program Services.

1.6.3    Order service pins from an approved source.

1.6.4    Forward service pins to institutional volunteer coordinators.

1.7    During the first four weeks of each calendar year, solicit nominations for candidates to be considered for selection as a complex Volunteer of the Year from program areas served by volunteers.

1.7.1    Each program area may submit one name for consideration.

1.7.2    Final selection shall be made by a committee consisting of the Volunteer Coordinator and one representative each from:

1.7.2.1    Each program area submitting nominations.

1.7.2.2    Complex Administration.

1.7.2.3    Correctional Officer series.

1.7.2.4    Other areas as determined by the Volunteer Coordinator.

1.7.3    The person chosen as Volunteer of the Year for the complex shall be appropriately recognized at the annual volunteer appreciation event as outlined in 1.5 of this section.

1.7.4    Each nomination letter received by the complex Volunteer Coordinator shall be forwarded to the Central Office Volunteer Coordinator for consideration in the selection of the Department Volunteer of the Year, which shall be determined by a committee consisting of the Central Office Volunteer Coordinator and one representative from:

1.7.4.1    Each program area submitting nominations.

1.7.4.2    Complex Administration.

1.7.4.3    Correctional Officer series.

1.7.4.4    Other areas as determined by the Volunteer Coordinator.

1.8    Maintain appropriate documentation on all volunteers and their compliance with sections 204.02 and 204.03, and conduct annual surveys to determine program effectiveness and need.

1.9    Assume other duties as assigned by the appropriate Warden, Deputy Warden, Administrator or designee.

1.1    General Responsibilities - Volunteers shall:

1.1.1    Abide by all Department Written Instructions and directions they received during orientation.

1.1.2    Log in and out with the Control Officer at the Unit Main Control Center.

1.1.3    Wear an official volunteer identification card when performing volunteer services for the Department. The volunteer identification card shall be:

1.1.3.1    Maintained in the possession of the volunteer. Volunteers are not required to pick up or surrender their volunteer identification cards each time they enter or exit of the facility.

1.1.3.2    Valid for one year from the date of issuance.

1.1.3.3    Returned to the Warden, Deputy Warden or Administrator upon termination of service.

1.1.4    Report their days and hours of service to the Volunteer Coordinator on a monthly basis using the Time Ticket, Form 204-3.

1.1.5    Report changes of home phone numbers to the Volunteer Coordinator within ten days.

1.1.6    Confine their relationships with inmates to those activities that are officially sanctioned as an integral part of their duties. Unauthorized contact with inmates or their families is prohibited in accordance with Department Order #501, Professionalism, Ethics, Conduct and Equal Opportunity.

1.1.7    Terminate and/or reschedule the service when only one inmate is in attendance, unless two or more volunteers are present.

1.1.8    Notify the Warden, Deputy Warden or designee at the institution where they provide services if they are cited, arrested or indicted. (See Department Order #501, Professionalism, Ethics, Conduct and Equal Opportunity.)

1.2    Volunteer Prohibited Activities - Volunteers shall not:

1.2.1    Transfer from one volunteer position to another without the written permission of the appropriate Warden, Deputy Warden, Administrator or designee.

1.2.2    Act as escorts or transport inmates at any time.

204.06    DISMISSAL OF VOLUNTEERS - Volunteers may be dismissed for violations of Written Instructions or for just cause as determined by the appropriate Warden, Deputy Warden, Administrator or designee. Dismissals shall be in writing. The volunteer may appeal in writing to the appropriate Division Director.

204.07    DEATH OF A VOLUNTEER - A $10,000 benefit shall be paid from the Workers Compensation Revolving Fund to the estate of a deceased volunteer upon proof of death while in the course and scope of duties as defined in A.R.S. 41-621, Subsection P.

EX-OFFENDER - Any person convicted in a court of competent jurisdiction of a misdemeanor or felony crime, the punishment for which could have been or was, imprisonment in a county jail, federal penitentiary or a state prison, excluding those persons who have been pardoned by the President of the United States or the Chief Executive of a state.

VOLUNTEER COORDINATORS - Staff members designated by a Warden, Deputy Warden, Administrator or designee to supervise one or more volunteers. Coordinators when acting in this capacity report directly to the Warden, Deputy Warden, Administrator or designee.

VOLUNTEER SERVICES - Services provided without pay to the Department which may include any of the following activities:

Dora Schriro

Director

204-1, Acknowledgment of Receipt of Volunteer Handbook

204-3, Time Ticket

204-4, Volunteer Application

204-5, Volunteer Interview

A.R.S. 41-621, Purchase of Insurance; Coverage; Limitations; Exclusions; Definition.

A.R.S. 41-622, Revolving Funds for Self-Insured Losses and Administrative Costs; Budget Requests.