Handbook for the Families and Friends of New York State DOCS Inmates

Updated December 2007

The Handbook is also available in PDF format. 359 KB

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TABLE OF CONTENTS

ACKNOWLEDGMENT

This handbook was produced in collaboration with the New York State Department of Correctional Services’ Divisions of Guidance and Counseling, Ministerial, Family, and Volunteer Services, and the Osborne Association’s Family Resource Center.

The handbook was translated in its entirety, into the Spanish language to supplement the Department's English web site component by the Division of Hispanic and Cultural Affairs.

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INTRODUCTION

If you are a family member or friend of a person incarcerated in a state prison, your life has changed in many ways. Some call this “doing time outside.”

Whatever you may call it, this time can be painful and difficult for you. You may have lost the person who supported the family financially or who cared for your children. Relatives and friends may act differently, while others may act as if you are the criminal.

In addition, your relationship with the inmate has changed. Your contacts will be subject to the rules of the New York State Department of Correctional Services. The inmate loses choices about when he or she can make phone calls or have visits. Family and friends also lose the ‘freedom’ to have spontaneous and unsupervised contact with their incarcerated loved one. Changes have to be made in order to maintain the relationship.

This handbook was designed to help you understand more about the New York State correctional system. Hopefully, this will guide you as you cope with these changes in your life.

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UNDERSTANDING THE NEW YORK STATE DEPARTMENT OF CORRECTIONAL SERVICES

The New York State Department of Correctional Services (DOCS) is headed by the Commissioner of Correctional Services. The Commissioner is responsible for the overall management and operation of the New York State Department of Correctional Services to ensure the safe, humane incarceration of adult and young adult offenders committed by the judicial system to our custody.

The Commissioner administers an operating budget of $2.3 billion. The agency employs approximately 30,000 workers and houses approximately 63,000 inmates in 69 correctional facilities.

The Department is not responsible for inmates housed in city or county correctional facilities or local police lock-ups. For information about the local facilities, please contact the city or county facility.

Every correctional facility has an administration. These are people who manage the correctional facility. They make decisions and are in touch with Central Office in Albany. There is a Superintendent, and at most facilities, there are Deputy Superintendents for Security, Programs, and Administration. Security staff consists of Captains, Lieutenants, Sergeants, and Correction Officers. There is also a myriad of Program and Administrative staff from the civilian ranks including Correction Counselors, Senior Correction Counselors, Teachers, Education Supervisors, Recreation Program Leaders, Chaplains, Institution Stewards, Nurses, Principal Account Clerks, Maintenance Supervisors, Plant Utilities Engineers, Food Services Administrators and Stores Clerks, to name a few.

Many of these people are not accessible by phone, but in general, you can reach a Correction Counselor, Senior Correction Counselor, or a Chaplain. On weekends, holidays, and evenings, there is always a security staff person in charge of the prison. This person is called the Watch Commander.

Often, the Chaplains and the Correction Counselors are the most helpful with family issues. At Central Office in Albany, there are also Chaplains and Family Services staff who can be contacted about family matters.

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LOCATING AN INMATE

A Department Identification Number (DIN) is assigned to each inmate admitted to the New York State Department of Correctional Services (DOCS). It is an internal number used as an identifier for the inmate while he/she is in the custody of the Department. This number can be used to locate your loved one, and you need to know this number. If you do not know this number, you may find it by using our online Inmate Lookup service. You will need to know the inmate’s complete name and birth date for a successful search. The website will show you the name of the facility where the inmate currently is held. It is recommended that just prior to visiting the inmate, you should try to find their location by utilizing this website or by contacting the facility directly. Unscheduled transfers, although infrequent, could result in you traveling a long distance only to find that he/she is no longer at that facility. PLEASE NOTE: Inmates with Youthful Offender status are not listed on the Department’s website.

Inmates, including youthful offenders, can also be located by calling the DOCS Central Office at (518) 457-5000 during normal business hours. If an inmate is in the process of being transferred, his or her location will not be available until he or she arrives at the next destination. That may take a few days. It is the inmate’s responsibility to notify you of their new location.

Telephone calls upon transfer or return to a facility: Within 24 hours of arrival at a new facility an inmate will be permitted one collect telephone call to his/her family. If security precautions prevent the inmate from placing this call, a staff person designated by the Superintendent, usually from the Guidance and Counseling Unit, shall make the call to a person of the inmate’s choice.

This procedure does not apply to an inmate in “transit status”, or temporarily held at a transit facility overnight or for a weekend during transfer. It does apply to inmates in holding units in Auburn and Sing Sing.

An inmate who is “out to court” or in a hospital for a period of 5 days or more will be allowed to make a collect telephone call within 24 hours of returning to the correctional facility. Collect calls from an outside hospital, other than a secure ward, may be made only with the approval of the Superintendent or designee.

A parole violator who is returned to prison will be allowed to make one collect telephone call to a person of his/her choice within 24 hours after their arrival.

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SENDING MAIL TO AN INMATE

Generally, correspondence is allowed and encouraged. The sending and receiving of mail by inmates will be restricted only to the extent necessary to prevent a threat to the safety and security of the facility, or the safety or well being of any person, and to prevent unsolicited and unwanted mail. PLEASE NOTE: No inmate may correspond with any person who is on his/her negative correspondence list. No inmate may correspond with any person who is listed on a court Order of Protection which prohibits such correspondence.

People sending mail into the correctional facility are personally responsible for the contents of their mail. Inmates and all correspondents are advised that sending obscene, threatening, or fraudulent materials through the mail may be a crime under state and federal laws. The Department will urge prosecution whenever such mail is brought to its attention. Unauthorized items shall either be returned to the sender at the expense of the inmate, or otherwise disposed of. Such will be the choice of the inmate and accomplished at the inmate’s expense. PLEASE NOTE: Dangerous contraband will not be returned.

All mail sent to the inmate must be clearly marked with the inmate’s name and DIN. Envelopes may include your personal letters and photographs. Do NOT send nude photographs or Polaroid photos. Do NOT send postage stamps or letters from other people, except children. A limit of 5 pages of printed or photocopied materials (an individual newspaper clipping will be considered one page) may be received within a piece of regular correspondence. (Note the following exception in the next paragraph). In order to facilitate media review, pages or clippings must not be taped, glued, or pasted together or to other papers.

Not to exceed once every four months, an inmate may make a written request to the Superintendent to receive in excess of 5 pages of printed or photocopied legal papers specifically related to his or her current legal matter (e.g., legal brief or trial transcript relating to the inmate’s active case) within a piece of regular correspondence. If approved, the piece of correspondence must be received within 30 days thereafter.

All incoming mail will be opened and inspected for cash, checks, money orders, printed or photocopied materials, or contraband. Monies are credited to the inmate’s account. Please note that printed or photocopied materials may delay the inmate receiving the letter due to Media Review procedures. Again, postage stamps are not allowed.

All mail that you receive from an inmate should be well marked with the inmate’s DIN and correctional facility address and other clear indications that the letter is from a correctional facility.

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PACKAGES

This booklet was put together as a broad guideline. Each facility is different. For specific information, contact the facility in question. Generally speaking, inmates may receive a package through the mail or at a visit from anyone who is not on a negative correspondence or negative vendor list. A package which does not have a return address will not be delivered to the inmate.

At most correctional facilities, inmates are allowed two food packages per month, and the combined weight can not exceed 35 pounds (see exceptions for TV facilities). Food packages received from both visitors, and through the mail, shall be included in the two-package limit. Food items must be commercially or hermetically sealed and contain no alcohol. For exceptions, please review the list of allowable items.

Additional packages containing non-food items such as clothing, tobacco, etc. may be received by an inmate and shall not be counted against the food package limit.

Be advised, there are limits on the amount of personal property an inmate may accumulate based on physical and/or programmatic considerations. There are also restrictions on color of clothing.

Exceptions to the above package rules exist for inmates in Special Housing Units (SHU), inmates on “loss of package” sanctions, “reception”, or “in-transit” status, Shock, Drug Treatment Centers, CASAT, and Work Release Centers. For example, no packages may be received at any time by an inmate in SHU except books, periodicals, and legal materials. For specific information about these special populations, contact the facility in question.

Additionally, an inmate who is located in a “TV Facility” may only receive 2 food packages per calendar year from family, friends, or other personal sources, as well as items ordered directly by the inmate from approved vendors. These packages may only contain food items and may not exceed 20 pounds.

The following facilities are classified as “TV Facilities”:

LIST OF ALLOWABLE ITEMS

DIRECTIVE # 4911 – PACKAGE & ARTICLES SENT OR BROUGHT TO FACILITIES 340 KB

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TELEPHONE CALLS

The Department’s “Call-Home” program allows inmates to make phone calls as a way to maintain contact with family and friends. The inmate may only call you collect. This means you will have to pay for the call.

An inmate is only permitted to call persons on their approved telephone list and may only have up to 15 telephone numbers on their approved list at any time. Phone numbers may only be added or deleted at the request of the inmate. This is generally done on a quarterly basis when the inmate meets with his or her assigned Correction Counselor. If, however, you do not wish to receive telephone calls from an inmate, you need to notify the facility, in writing, and your name will be entered on the inmate’s Negative Correspondence and Telephone List. The inmate will be immediately notified in writing that you have been removed from his/her “Telephone List” and that disciplinary action may be taken if the telephone is used in any manner to contact you. In addition, your telephone number will be removed from the telephone system.

According to the type of facility, inmates are generally permitted to make phone calls every day, including holidays, between the hours of 7:00 AM to 11:00 PM. A schedule for phone calls will be established. Calls will automatically be terminated when the facility specific time limit has been reached, preceded by a warning. No call shall exceed 30 minutes. When other inmates are waiting to place calls, a 10 minute limit may be imposed.

PROHIBITED CALLS: The following rules are some of the restrictions you should be aware of regarding calls made by inmates:

No inmate may place a telephone call to the residence of a victim of the crime(s) for which he / she has been convicted, or is presently under indictment, regardless of whether immediate family members maintain the same residence, unless prior written authorization has been received from the Superintendent.

No inmate may call the phone number of any person listed on a court Order of Protection which prohibits telephone communication, unless the order specifically states that the inmate is not prohibited from communication by phone with another person at that same phone number.

Inmates are prohibited from making telephone calls for the purpose of harassing or intimidating any person. Staff and inmates are advised that such telephone calls may violate Federal and/or State laws. Facility Superintendents shall report serious and/or continuing telephone calls of this nature to the proper law enforcement authorities.

Inmate telephone calls and telephone conversations are restricted to the telephone number dialed or otherwise placed by or for the inmate. Telephone call forwarding, third party phone calls, and calls to 1-800 numbers are prohibited. Inmates are also prohibited from placing calls to wireless communication devices (i.e., cellular or PCS phone, pagers, etc.). Inmates will be subject to disciplinary action should they violate these rules.

PLEASE NOTE: All inmate telephone conversations are subject to electronic monitoring and/or recording by Department personnel.

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VISITATION

Visitation by family and friends is encouraged and can be a positive influence during an inmate’s time in prison, as well as after the inmate’s release. Research has shown that an inmate who receives regular visitation adjusts much better once he or she is released from prison.

Directions and Mileage

Correctional facilities are sometimes hard to find and may take longer to reach than you originally anticipated. Please refer to the addresses of state correctional facilities. The DOCS website gives directions to correctional facilities from Albany, New York. Directions may also be obtained through Map Quest on the internet or by calling the correctional facility.

Who can visit

With little exception, anyone can visit an inmate, as long as it is during visiting hours, the visitor has proper identification, and the inmate agrees to the visit. Visitors are required to sign a statement indicating that they have been advised of and agree to abide by the rules and regulations regarding visiting.

Make sure you know how many visitors may visit at one time. Each facility is different. Sometimes special arrangements for extra visitors can be made through the Superintendent’s Office, with several weeks or a month’s notice. You can call the facility to find out about special arrangements.

Special Permission Visitors

The following individuals can only visit with special permission:

If any of these conditions applies to you, permission should be sought by writing to the Superintendent well in advance. You must do this and receive approval before you can visit. The Superintendent may deny visiting privileges to visitors with criminal histories if they feel that the visitor’s presence could create a threat to the security and good order of the facility. Criteria to be considered shall include, but not be limited to, the purpose of the proposed visit, the former institutional adjustment of the ex-inmate, the nature of the pending criminal proceeding, and the time frame between release and the proposed visit. NOTE: In addition to the Superintendent’s approval, Probationers and Parolees also need written approval from their Probation or Parole Officer.

Visiting Days and Times

BEFORE YOU VISIT, MAKE SURE YOU KNOW THE VISITING SCHEDULE.

BE THERE ON THE CORRECT DAY !!!!!!!!!!

Except in cases of emergency and instances of termination, suspension, or revocation of the visitor’s privileges, the number, length and frequency of visits by each visitor will be limited only as necessary to accommodate all visitors who arrive during the scheduled visiting time.

Visiting days and times are different for each facility. They are influenced by the security level and population concerns of the facility. At many facilities, you may only visit on certain days of the week, for example, by last name (A-L) (M-Z) or by the inmate’s DIN. As a general rule, maximum security facilities have visiting on a daily basis. Medium and minimum security facilities have visiting on weekends and holidays. Work Release facilities have visiting for inmates in restriction units only. Shock Incarceration inmates have visiting every other weekend. PLEASE NOTE: Inmates designated as SHU status (Special Housing Unit) are limited to one visit per week, excluding legal visits that have been approved. Contact the facility for the specific visiting schedule.

Visiting hours vary by facility, but generally they begin at 7:30 am and end at 3:00 pm. Some may even include evening hours. Many visiting rooms become very crowded and often visitors are told they must leave because there are others waiting to get in. It is good to learn, in advance, as much as possible about the facility you are going to visit.

Contact the facility prior to your initial visit to determine the visiting policy.

Visitor Processing Areas and Visiting Rooms

Processing is slightly different at every correctional facility. Some facilities have a Visitor Hospitality Center where you can wait, change clothes, get a cup of coffee, and relax until you are called for your visit.

Visiting rooms vary. Some visiting rooms are like high school cafeterias with chairs, tables, and vending machines. Other visiting rooms have a counter that winds around the room where inmates sit on one side and visitors on the other side. The inmate will sit facing the Correction Officer’s desk. Often there are vending machines in the room or in a nearby room. There are restrooms in the area as well. It is always a good idea to bring change for the vending machines. Generally, once you are in the visiting room, you cannot leave without terminating your visit.

Depending on the correctional facility, activities for children vary. Most facilities have a specialized area where children can watch videos and play games. Normally, you can not take toys or stuffed animals into the visiting room.

AN INMATE HAS A RIGHT TO REFUSE A VISIT. SHOULD THIS OCCUR, YOU WILL BE NOTIFIED BY THE OFFICER IN CHARGE OF THE VISITING ROOM.

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VISITING GUIDELINES

The Superintendent may deny, limit, suspend, or revoke the visitation privileges of any inmate or visitor if the Superintendent has reasonable cause to believe that such action is necessary to maintain the safety, security, and good order of the facility.

  1. Identification: Visitors are required to furnish proof of identification, which includes the following: driver’s license/government issued ID card, passports, or a similar document that contains the visitor’s signature and/or picture. Make sure that the proof of identification is valid and has not expired. For minor children, but not for adults, birth or baptismal certificates may be used for identification purposes.
  2. Visitors Under 18 Years of Age:
    • All minors must be escorted by an adult who is approved to visit, or an adult in an official capacity with proper identification and the approval of the Superintendent or his/her designee. The adult escort will be responsible for the behavior and conduct of the minor while on facility property, as well as identification of the minor.
    • Children of inmates will be allowed to visit without written permission. The inmate’s name should appear on the child’s birth certificate as verification of relationship. No visit will be permitted if a court order prohibiting such visit is on file with the facility.
    • Children of inmates who are 16 years of age and older will be admitted without adult escort.
    • Unmarried minors under 18 years of age must have written permission from their parent or guardian to visit an inmate, if they are not accompanied by their parent or guardian. Written permission may be mailed to the facility in advance or presented by the accompanying adult at the time of the visit.
    • Married persons under 18 years of age who are related to an inmate do not need the permission of a parent, guardian, or an adult escort in order to visit an inmate. However, proof of age and marriage will be required.
  3. Small Children: If you arrive with a small child, you will be allowed to take a diaper bag, three (3) diapers, and plastic baby bottles into the visiting room. (Milk is not always available at the facility. It is a good idea to bring your own). All articles must be searched beforehand. A suitable area within the perimeter of the visiting room is provided for the changing of diapers.
  4. Contraband: The introduction of contraband to the facility is ABSOLUTELY PROHIBITED. Contraband is defined as:
    • Anything in possession that would constitute an offense under the law applicable to the public.
    • Anything which could be used to cause death or serious physical injury, including, but not limited to, a hand gun, shoulder gun, cartridge, knife, explosive, or dangerous drug (including marijuana).
    • Anything that is introduced into a correctional facility with the intent to transfer to an inmate without the permission of the Superintendent or designee.
    • Anything that is not specifically authorized to be possessed by an inmate in a state correctional facility according to the rules of the Department or local rules of the facility. (cell phones, alcohol and money are among the items inmates are not permitted to possess).

      If you are caught with weapons, drugs, passing drugs, or if there is reasonable suspicion that you are involved with drugs, your visits can be suspended forever, and criminal charges can be filed against you. If this happens, your loved one may have outside criminal charges pressed against them which could lead to a new sentence and more prison time. In a correctional facility, promoting prison contraband is a felony offense. Such a situation could result in your being arrested in a town far from home, your children (if they are with you) being taken by Child Protective Services, prison time, and other serious disruptions to your life.

  5. Searches:

    Normal Search Procedures: Except at correctional camps, every person entering a facility shall pass through a metal detector and all items (handbags, briefcases, etc.) shall be searched. A hand frisker may be used if there is difficulty clearing a visitor using the walk-through metal detector.

    • Some metal detectors go off if you have steel located in your body for medical purposes. If you have steel plates in your body, it is best to come with a medical letter of notification in order to verify your word.
    • You may be subject to an Ion Scan, a non-invasive procedure which is used to detect illegal substances.

    If the hand scanner is used and it fails to locate the problem, or if the Correction Officer feels there is probable cause for further processing, strip search procedures may be necessary, even if you offer to voluntarily remove items of clothing other than your coat, hat, or shoes. (See Strip Searches below).

    Items not permitted in the facility shall be stored in available lockers until you leave the facility. If, however, there is reasonable cause to believe that possession of an article would constitute an offense under any law, the contraband will not be returned to you. Instead, the appropriate law enforcement agency will be notified. Please note that storage lockers can also be searched by correctional staff.

    Other items of contraband that would not normally be deemed illegal (i.e. cigarettes, gum, clothing) would not be considered unlawfully introduced if the contraband is voluntarily surrendered to an employee in the visitor reception area of the facility.

    When undeclared contraband is found, your intent shall be controlling. At times, innocent oversights will occur (i.e., medication). Staff will use discretion in judging whether it was an intentional attempt to introduce contraband into the facility. Criteria to be considered include your past history, your demeanor, whether it appears that the contraband was for your personal use and was inadvertently left in a pocket or handbag, or whether an effort was made to conceal the contraband where it would not readily be found.

    Strip Searches: If the correctional facility has reason to believe that you are carrying contraband on your person, you may be told that in order to have a visit, you may be subjected to a strip-search. The Superintendent or his/her designee has the authority to determine if a strip search is warranted, based on reasonable cause to believe that contraband is concealed upon your person.

    If you refuse to submit to a strip search, the visit may be denied by the Superintendent or his/her designee. As an alternative, a non-contact visit may be allowed at the discretion of the Superintendent, if sufficient staff and a non-contact visiting area is available.

    Please be aware that:

    • Guilt is not to be assumed if you refuse to submit to a strip search.
    • Future visits may not be denied solely on the basis of refusing to submit to a strip search.
    • Your past refusal to submit to a strip search may not be used as a reason for future strip searches.

    If you submit to a strip search, a security supervisor must obtain your written consent on Form #2061 – Notice of Consent to Search. In the case of a minor child, the consent must be given by a parent, guardian, or a person in an official capacity regarding the minor.

    • Strip searches shall be conducted in locations heated to a level of human comfort for disrobed persons.
    • Strip searches shall be conducted by an officer of the same sex as you.
    • In unusual circumstances, you may be told that your child has to be strip-searched. In this case, the parent, guardian, or person in an official capacity who has escorted the minor to the facility shall be requested to be present, and, at the discretion of the officer, may participate in the strip search. If at any time during the procedure the minor objects to the strip search, the procedure shall be terminated immediately.

    It may take time for the person to come to where you are to do the search. If you pass the search, you will be allowed to visit. If you do not pass the search, your visit will be denied, future visits can be denied, and the State Police may be called to arrest you if illegal contraband is found. There may be other negative consequences.

  6. Cellular phones, pagers, personal digital assistants, cameras, recording devices, two way radios, laptop computers, or other similar electronic devices are prohibited from entering correctional facilities.
  7. Smoking: Due to the fact that smoking is not allowed inside our correctional facilities, tobacco products (including matches) for personal use are not allowed inside a facility.
  8. Prescribed Routine Medications: All medications must be declared and given to the processing officer. They shall be identified and stored in a secure area. If the visitor needs the medication during the visiting period, it may be obtained as directed by security staff.
  9. Clothing / Hair / Jewelry: Make sure you understand the dress code for visitors. It helps to take a change of clothes if you are not sure. Tight fitting and provocative attire is NOT acceptable. Short skirts, low tops, backless blouses or dresses, see-through clothing, bare midriffs, plunging necklines, short-shorts or athletic shorts, bare feet, bathing suits, etc. are NOT acceptable and may result in your visit being denied. If in doubt, you should not wear a questionable item of clothing. Under no circumstances will a visitor be allowed into the facility dressed inappropriately.
    • Please be advised, if your bra makes the metal detector go off, you will have to take it off and/or be searched by an officer. (See policy regarding searches).
    • If you wear many hair pins and the metal detector goes off because of them, you will be told that you have to take them out of your hair in order to visit. It is easier to do your hair another way.
    • Be aware that some head wraps may have to come off in order for you to pass through the metal detector successfully.
    • Many kinds of jewelry make the detector go off. It is easier to remove anything questionable and carry it with you in the processing area. Put it back on later.
    • Zippers, metal studs, and decorations can make the detector go off. If this happens, you may be asked to go into the bathroom, take off the clothing, put on an alternative article of clothing provided by the Department and kept there for those purposes, and go through the detector again until you make it through successfully. It is best to wear simple clothing so that you can become accustomed to the procedures at the correctional facility.
  10. Sobriety: Visitors who appear to be intoxicated or under the influence of drugs will not be admitted inside a correctional facility.
  11. Monies: Funds for deposit to an inmate’s account may be left before a visit, or they may be sent through the mail by check or money order. Money left at the visiting desk is limited to $50.00 per inmate per day. Checks or money orders must be made payable to the name under which the inmate is committed. It is also recommended that the inmate’s department identification number (DIN) be included on the check / money order. It is best to keep your receipts for your records.
  12. Cross-Visiting: Cross visiting is the participation of two inmates in a visit with one or more visitors. Cross visiting is permitted with the approval of the Superintendent, and, in the cases of immediate family members, is to be encouraged. Inmates wishing to cross visit must submit requests to their respective Correction Counselors at least one month prior to the proposed visit.
    • Only persons who are on both inmates’ visiting records may participate in cross visits.
    • Cross visiting may be limited when necessary in order to accommodate all visitors.
    • When a cross visit is taking place the two inmates may participate in a common photograph.
  13. Objectionable Behavior. Objectionable behavior may result in termination of a visit. Such behavior may include, but is not limited to: loud, abusive, or boisterous actions, disruptive or argumentative behavior, unacceptable physical contact or conduct. While visiting, use good judgment and discretion in dress and behavior so as not to offend others in the visiting room. You may be tempted to try to have more physical contact than what is allowed. This is upsetting to other visitors who have children with them, and can cause your relative or friend to be issued a misbehavior report, as well as your visiting privileges suspended.
  14. Families with Special Needs:
    • Accommodations: Procedures for acquiring reasonable accommodations are available at each general confinement facility.
    • Wheelchairs: For those visitors who require the use of a wheelchair, facilities have made provisions which allow reasonable accessibility.
  15. Special Events Visits: Each general confinement facility schedules “Special Events Programs” designed to celebrate cultural, religious, and ethnic affiliations. They also recognize individual and group achievements, and strengthen community and family ties. Under most circumstances, an inmate’s guest will only be allowed to participate if he or she has visited the inmate at least twice in a New York State Department of Correctional Services facility during the current incarceration. An exception may be made for an inmate’s legal child, under 18 years of age, who has not previously visited, provided that the child is accompanied by an adult visitor who has met the previous visiting requirement.
  16. Other Visits:
    • Legal Visits: For inmates and their legal representatives.
    • Outside Hospital Visits: For inmates in outside community hospitals.
    • Facility Hospital Visits: For inmates in facility hospitals.

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RULES SPECIFIC TO THE VISITING ROOM

  1. Posted Rules: All inmates and visitors shall follow posted rules and directions of the visiting room officers. Allowable items may vary according to facility policy. No large bags or packages will be allowed in the visiting room. Lockers are available in the front gate area for such items.
  2. Exchange: Visitors will not give anything to inmates, nor will inmates give anything to visitors, unless it is examined and approved by the officer.
  3. Kissing: A visitor and inmate may embrace and kiss at the beginning and end of any contact visit. Brief kisses and embraces are also permitted during the course of the contact visit. However, prolonged kissing and what is commonly considered “necking” or “petting’ is not permitted.
  4. Hand Holding: A visitor and an inmate may hold hands as long as the hands are in plain view of others.
  5. Seating: The officer in charge of the visiting room will make the seating arrangements. Seating arrangements will not be changed by the inmates or visitors.
  6. Food: Only food and beverages purchased in the vending machines will be allowed in the visiting room, and only visitors are allowed to use the machines.
  7. Pictures: Pictures of you and your loved one may be made available according to facility policy.
  8. Visitor’s Complaint: Visitors who wish to express a complaint against a staff member should request to see a security supervisor. Visitors who wish to lodge a complaint of unlawful discriminatory treatment shall send a written description outlining the particulars of the incident, including date, time, place, name(s) of person(s) involved, if known, and/or other documentation in support of the claim to:

    Director, Office of Diversity Management
    New York State Department of Correctional Services
    The Harriman State Campus - Building #2
    1220 Washington Avenue
    Albany, NY 12226-2050

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VISITOR CHECKLIST

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TRANSPORTATION

The Department provides free bus services for family visitors through the Family Visiting Program, also known as the “Free Bus Program.” This service provides transportation from New York City, Albany, Syracuse, Rochester, and Buffalo to various correctional facilities throughout the state. An inmate will be notified during facility orientation whether or not the “Free Bus Program” is offered at that particular facility. The inmate initiates the process at the facility with an application. Inmates are also responsible for notifying their family members when they have been approved for the “Free Bus Program”.

Any concerns regarding the quality of service provided by the “Free Bus Program” should be directed in writing to:

Office of Ministerial, Family, and Volunteer Services
New York State Department of Correctional Services
The Harriman State Campus - Building #2
1220 Washington Avenue
Albany, NY 12226-2050

There are privately operated bus lines, as well, that provide transportation to many correctional facilities. Seats must be reserved in advance. Transportation to facilities may vary according to facility location. Information pertaining to each facility’s busing services may be obtained by calling the bus company, or obtaining this information from your loved one. This information is provided solely as a convenience for visitors. Neither the facility, nor the New York State Department of Correctional Services, assumes any responsibility for the quality of the transportation services provided by privately operated bus companies.

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EMERGENCIES

If you are an immediate family member of the inmate, it is always good to keep the inmate informed of any change in your address and phone number.

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GRAVE ILLNESS or DEATH OF A FAMILY MEMBER

One of the unfortunate realities that may occur during your loved one’s incarceration may be the grave illness or death of a family member.

It is the family’s responsibility to notify the facility in the event of grave illness or death of an inmate’s relative. All information related to the illness or death should be provided as soon as possible. You should notify the Chaplain or Senior Correction Counselor if the event occurs during regular business hours. After hours, or on the weekend, contact the facility and ask for the Watch Commander.

If a family member is gravely ill, you may want the inmate to have a final visit with their loved one. If a family member passes away, you may want the inmate to attend the viewing or the funeral. The approval for a Funeral or Death Bed Visit rests solely with the facility Superintendent. The only persons with whom the inmate may visit for funeral or deathbed visits are: father, mother, legal guardian, or former legal guardian, child, brother, half-brother, sister, half-sister, spouse, grandparent, grandchild, ancestral uncle or ancestral aunt. All visitations of this type must be within New York State.

The relationship between the inmate and the deceased must be verified by Departmental records, and/ or by furnishing documents that clearly prove the relationship (i.e., birth certificates, obituary notice, marriage certificates). These documents must be provided in a timely fashion for a favorable decision to be considered.

Please remember that final approval for an inmate to attend the funeral or deathbed visit rests solely with the facility Superintendent. PLEASE NOTE: Deathbed visits may only occur at recognized healthcare facilities.

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INMATE MONIES / INMATE ACCOUNTS

Inmates are not permitted to physically possess money while they are incarcerated. This includes paper money and coins. In order to allow inmates to buy things they need or want, their money is held in their inmate account. Jobs, assignments and gifts from family and friends are the usual sources for these funds. The inmate can use the money in their account to buy items from the commissary or send money home.

You need to know that often there are court surcharges, fees, or other encumbrances that inmates may have that are unpaid. Monies coming in from the outside will be applied to those outstanding obligations. Other than the inmate’s incentive wage, funds may not be available for commissary and other items until these obligations are satisfied.

Preferably, money should be sent in the form of a money order or a certified check. It is recommended that you do not send cash or a personal check. Personal checks may take longer to clear. Please include the inmate’s DIN as well as your name and complete address on the check or money order. Unidentified money coming into the facility through the mail will be treated as contraband. Visitors may also leave money.

Inmates receive a monthly print-out of their account balances. Any questions that you may have regarding the inmate’s account should be directed to the inmate. He/she has access to that information in the facility. Facilities will not give information over the phone concerning the status of an inmate’s account.

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INMATE COMMISSARY

The facility commissary is a store located inside the facility specifically for inmates. It may carry a wide variety of items. This includes personal care items such as shampoo, soap, and toothpaste. An inmate is entitled to a “commissary buy” every 2 weeks if they have available funds and they are not otherwise restricted by disciplinary dispositions.

PLEASE NOTE: The facility provides personal hygiene items, such as toothpaste, toothbrush, and soap, if the inmate is in need and makes a request.

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INMATE MISCONDUCT

The Department has a disciplinary system in effect which inmates must follow at all times while in custody. When inmates arrive at a reception facility, they are given a handbook of appropriate behavior and the violations. Inmates are strongly encouraged to become familiar with these rules.

When a violation of a rule has occurred, the inmate will be issued a misbehavior report. These misbehavior reports are classified into three categories:

Once a misbehavior report is issued, the inmate will attend a disciplinary hearing for a Tier II or Tier III offense. If the inmate is found guilty, he / she will receive a disposition appropriate to the Tier system. The more severe instances of inmate misbehavior may result in the inmate being transferred to a more restrictive living condition.

Tier II and III disciplinary “tickets” (misbehavior reports) cost $5, if an inmate is found guilty. This will come out of the inmate’s account.

At the conclusion of the disciplinary process, if the inmate disagrees with the disposition or the process, they have the right to appeal the decision.

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INMATE COMPLAINTS/ GRIEVANCES

Inmates can speak to any supervisor regarding the conduct of correctional staff, unlawful discrimination, harassment, or unfair policy / procedures. There is also a formal grievance process which provides each inmate an orderly, fair, simple, and expeditious manner, with an appeal method of resolving grievances.

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GENERAL INFORMATION ABOUT PROGRAMS AND SERVICES

The Department offers an extensive array of programs and services which inmates may utilize to re-direct their lives to becoming productive, law-abiding members of society. Programs include educational and vocational training, substance abuse treatment, parenting skills, anger management, domestic violence counseling, health education, sex offender treatment, religious services, and many more. Following is a general listing of programs available.

Educational Programs:

Guidance and Counseling Programs:

The main purpose of counseling in the Department is to assist inmates in adjusting to facility life and to establish a foundation for successful re-integration into the community upon release from custody.

Each inmate is assigned a Correction Counselor. The counselor is responsible for identifying the inmate’s needs, providing counseling and guidance services throughout the incarceration, and securing appropriate services. Inmates meet with their counselor within 5 business days of arrival at their facility. The counselor will seek information about family and emergency contacts at that time.

Inmates are encouraged to communicate any facility and interpersonal concerns with their assigned counselor who is in the best position to assist them. The inmate’s Correction Counselor is generally the primary person with whom you will have contact.

Ministerial Services:

The facility has Chaplains who work closely with the inmate population and provide religious counseling. There are weekly services in most facilities for the major faith groups and there are a variety of other religious activities as well. Ministerial Services is also responsible for meeting the religious needs of inmates who ascribe to less well-known religious faiths. If you would like to speak with a Chaplain during a visit, please notify the Visiting Room Officer or call in advance to schedule an appointment.

Transitional Services:

Preparation for community re-entry begins with the inmate’s arrival at their first general confinement facility. With this premise, the Department offers a three phase re-entry program entitled Transitional Services.

These phases are designed to progressively prepare the inmate for re-entry to the community. This includes employment readiness, money management, family re-integration, the obtaining of essential documents (i.e., birth certificate, social security card), decision- making skills, as well as preparation for parole and general life in the community.

Treatment Programs:

Most correctional facilities offer treatment programs. These programs focus on the treatment of alcoholism and addiction to drugs, sex offender counseling, aggression counseling, and domestic violence services. These treatment programs are recommended for inmates with a history of drug and/or alcohol abuse, sex offenses, violence, and domestic violence.

It is important to understand that an inmate’s refusal to participate in a recommended program may affect early release.

Inmates with a history of addiction and/or alcoholism with special needs such as mental health issues, sensorial disabilities, developmental disabilities, and long-term medical issues are provided specialized substance abuse treatment programs.

Veteran’s Services:

Facility staff work with Veteran’s Administration staff to make inmates aware of benefits and services available to him or her. Some facilities have residential programs specifically for veterans.

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MEDICAL/DENTAL/MENTAL HEALTH SERVICES

Every inmate in the custody of the New York State Department of Correctional Services has access to medical, dental, and mental health services.

PLEASE NOTE: Inmate health information is considered confidential and its release is protected by the Federal HIPAA Law (Health Insurance Portability and Accountability Act), the New York State Public Health Law, and the New York State Department of Correctional Services policies. Privacy requirements do not allow the disclosure of specific health information without inmate authorization. All requests for inmate health information should be directed to the health services unit at the facility.

Request for mental health information should be addressed to the facility/Satellite Mental Health Unit, to the attention of the Unit Chief. If the facility does not have a mental health presence, the request should be forwarded to the Office of Mental Health, Bureau of Forensic Services, 44 Holland Ave., Albany, NY 12229.

Separate written releases must be obtained for disclosing substance abuse treatment information in accordance with 42 CFR Part 2 and DOCS Directive #2010 162 KB – Departmental Records. In accordance with Department Directives, an inmate must sign a Release of Drug and Alcohol Abuse Records form #1079 or #1080 to authorize release of alcohol and drug treatment records.

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TRANSFERS

Questions with regard to transfers should first be directed to the inmate’s assigned Correction Counselor.

The Office of Classification and Movement in Central Office can also be contacted regarding transfer-related information. You may write to them at:

The Office of Classification and Movement
New York State Department of Correctional Services
The Harriman State Campus - Building #2
1220 Washington Avenue
Albany, NY 12226-2050

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RETURNING TO THE COMMUNITY - PAROLE/RELEASE

Inmates are encouraged to maintain a positive disciplinary record and participate in programs according to their individualized program plan. Inmates can lose good time for not participating in their recommended program plan and therefore may not be eligible for early release. Therefore, we encourage you to support them in maintaining a positive disciplinary adjustment so that they will be more apt to pursue and attend needed programs.

Generally speaking, there are four ways to be released from DOCS custody back to the community:

a) Parole Board Release
b) Conditional Release
c) Completion of the Maximum sentence (Max-out)
d) Presumptive Release/Merit Time

  1. Parole Board Release: Parole Board Commissioners may grant release after a minimum portion of the sentence is served.
  2. Conditional Release: A statutory type of release that the Board of Parole does not have discretion to grant or deny.
    • Indeterminate sentences, where there is a minimum and maximum sentence imposed, the inmate must serve 2/3 of their maximum sentence with no loss of good time.
    • Determinate sentences, where there is a flat length of time, the inmate must serve 6/7 of their sentence, and have no loss of good time.
  3. Max-out: An inmate is released from prison after serving the maximum term of their sentence. This can occur in the following instances:
    • The inmate is not paroled and lost all good time.
    • The inmate is returned to prison for violating the conditions of their release with less than one year remaining on the original sentence, and a Parole Board decision that they be held to the maximum expiration (ME) of their sentence, or, the inmate refuses conditional release.
  4. Presumptive Release/Merit Time: There are other avenues for release earlier than the court imposed minimum sentence. An inmate may be considered for presumptive release based on crime and sentence, satisfactory disciplinary and program participation, time already served, and prior criminal history. Questions should be directed to the inmate’s assigned Correction Counselor or to the facility Parole Officer.

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