HomeMy WebLinkAboutCorrectional Facility Daily Count ProceduresIdaho
Department of
Correction
Standard
Operating
Procedure
Title:
Correctional Facility Daily Count Procedures
Page:
1 of 6
Control Number:
501.02.01.001
Version:
4.0
Adopted:
07-14-2008
Idaho Department of Correction
Jefferey Zmuda, chief of the division of prisons, approved this document on
12/30/2015.
Open to the public: Yes
SCOPE
This standard operating procedure applies to all Idaho Department of Correction staff and
contractors at prison facilities and community reentry centers.
Revision History
Revision date (12/30/2015) version 4.0: Added provision for use of electronic copy of the master
count sheet
Previous revision date (05/05/2015) version 3.0:
TABLE OF CONTENTS
Board of Correction IDAPA Rule Number ...................................................................................... 1
Policy Control Number 501 ............................................................................................................. 1
Purpose ........................................................................................................................................... 2
Responsibility .................................................................................................................................. 2
Standard Procedures ...................................................................................................................... 2
1. Accountability ............................................................................................................................ 2
2. Count Standards ....................................................................................................................... 2
3. Formal Count ............................................................................................................................ 4
4. Informal Counts ......................................................................................................................... 5
Definitions ....................................................................................................................................... 5
References ...................................................................................................................................... 6
BOARD OF CORRECTION IDAPA RULE NUMBER
None
POLICY CONTROL NUMBER 501
Counts: Daily Offender
Control Number:
501.02.01.001
Version:
4.0
Title:
Correctional Facility Daily Count
Procedures
Page Number:
2 of 6
PURPOSE
This standard operating procedure establishes requirements for inmate counts to verify that
all inmates are accounted for by formal counts and informal counts at any other given time.
RESPONSIBILITY
Facility heads are responsible for implementing and ensuring that staff members follow the
standards and procedures provided herein.
STANDARD PROCEDURES
1. Accountability
The IDOC accounts for all inmates incarcerated in IDOC facilities and when inmates are in
locations away from their assigned housing unit s such as facility jobs, fire crew, work
release, education, recreation, transport. To ensure accountability of inmates, the
department tracks official housing assignments such as facility, unit, and bed number.
The central control officer (or designee) must ensure that all bed assignment changes and
moves are entered into the IDOC offender system and are maintained in a master count
sheet in a separate format (manual, written, or electronic ) in central control and the affected
housing unit. The electronic copy can be a device such as a flash drive. Bed assignment
changes must be documented imm ediately in the offender system and in the separate
format after the housing unit staff verifies the move has been completed.
Before each count, the central control officer must generate a vacant-bed count sheet for
the shift commander (or designee).
2. Count Standards
Staffing Required to Conduct the Physical Count
The minimum number of staff conducting the physical count of inmates in each specific
unit or area must be as follows:
Medium and close custody facilities : Two
Minimum : One
Off-site work projects: One
Required Observations to Confirm Count
When conducting count, staff must see the flesh of each inmate and confirm that each
inmate is alive.
Identification (ID ) Card Count
When conducting an ID card count, staff must match the ID photograph of the inmate
and the corresponding name, inmate number, and bed location on the facility count
sheet.
At least one ID card count must be conducted at random times each week. In addition,
facilities with lock-down cells must comply with SOP 325.02.01.001, Prison Rape
Elimination.
In addition, ID card counts are conducted when one or more of the following situations
occur:
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Procedures
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Whenever an inmate is believed to be missing.
When repeated recounts fail to verify the facility count.
Sitting Count
Inmates must sit on their assigned beds facing the officer conducting the count. Officers
must assess the inmate’s well-being. Officers must immediately report anything out of
the ordinary to the shift commander. Each day one count must be a sitting count.
Out-count
When an inmate is away from an institution on a work crew (see the note box below),
town hospital, court, or other assignment where the inmate will not return to the housing
unit during a formal count, the inmate must be on an out-count sheet. An out-count sheet
is used as the official representation of an inmate’s presence in IDOC custody for a
count procedure. Staff must ensure that out-count sheets are correct before inmates
leave the facility.
When an inmate is away from the housing unit on an institutional job or other
assignment and will not return to an official count area for count, the inmate must be on
an internal out-count sheet. Facilities must develop field memorandum s describing
internal out-count procedures.
Community reentry centers are not required to use an out -count sheet but must develop
methods for tracking the inmates who are in the facility and those who are out of the
facility.
For vocational work project crew, if the Off-site Work Crew Out-count Sheet (located in
the Corrections Integrated System) is not used, the facility must develop an out -count
sheet that contains the following: Name of the facility, unit, date, time, location, staff
name, and associate number(s). (See Appendix B, Example of a Work Projects Out-
count Sheet or Appendix C, Example of an Out-count Sheet.)
Recall
When recall is announced, all inmates must proceed immediately to their assigned living
area and bed or to their authorized count area. Each facility must establish the amount
of time given to arrive at the count area after recall is announced. Inmates not in an
approved count location or at their beds when count is announced may be written a
Disciplinary Offense Report in accordance with SOP 318.02.01.001, Disciplinary
Procedures and could be charged with the crime of escape or attempted escape.
Total Recall
All inmates, including inmates who are at the facility but listed on an internal out-count
sheet, must return immediately to their assigned bed or an area the shift commander
has approved. If necessary to clear count, those inmates who are away from the facility
listed on an out-count sheet must be counted by on-site staff and the count confirmation
sent to the shift commander (or designee) via radio, telephone, or cell phone (if
communication is possible). No movement is allow ed until the count has cleared and the
facility head, duty officer, or shift commander has authorized a return to normal
operations. In the event of an escape, follow procedures outlined in directive
507.02.01.001.01, Escape Response.
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501.02.01.001
Version:
4.0
Title:
Correctional Facility Daily Count
Procedures
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3. Formal Count
All IDOC correctional facilities must conduct at least five formal counts each calendar day.
Staff conduct counts at approximately five-hour intervals, and the interval must not exceed
six hours . Count times are defined in field memorandums. During a formal count, inmates
must be in their cells, on or in contact with their assigned beds, in an area approved for
count, or listed on an out-count sheet.
If the facility count sheets in the offender system are not used, the facility must develop
formal count sheets that contain the following information: Name of the facility, unit, date,
time, and count staff names (at least two lines) and their associate numbers (see Appendix
A, Example of a Formal Count Sheet).
Formal counts must be performed using the following steps:
Functional Roles and
Responsibilities Step Tasks
Central Control Officer
(or Designee)
1
Prepare the appropriate count sheets:
Sitting Counts:
A formal count sheet for the shift commander
A formal count sheet for each housing unit
ID Card Counts:
A “complete” facility count sheet from the offender
sys tem for the shift commander
A facility count sheet from the offender system for
each housing unit
2 Announce recall to staff and inmates using the facility
public address system.
Inmate s 3
Proceed immediately to their bed or specified count
location and remain quiet and cooperative during the count
process .
Staff 4 Prepare for count and ensure that inmates are in the
identified location for count.
Central Control Officer
(or Designee ) 5 Announce count time.
Count Staff 6
Designated staff member(s) conduct the count of your unit
or operational area:
Ensure that the inmate’s flesh can be seen and that
the inmate is alive.
Using black ink, mark the count sheet where the
inmate is physically present with a “1” and mark the
count sheet where the inmate is not physically
present with a “0”.
Mark the count sheet for each cell or bed before
moving to the next cell or bed.
Inform the unit staff of the total number of inmates
present in the unit.
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Functional Roles and
Responsibilities Step Tasks
Deliver count sheets and out-count sheets to the shift
commander.
Unit Staff 7 Enter the total number of inmates counted in the unit/area
in the unit logbook.
Shift Commander (or
Designee ) 8
Reconcile all unit count sheets , vacant bed sheets,
and out-count sheets with the official facility count.
If Unable to Reconcile Count
If unable to reconcile the count, repeat necessary
steps in an attempt to reconcile the count. If the
count cannot be reconciled, conduct a total recall
(see Section 2). If the count sheets and out-count
sheets match the official count, notify central control
(or equivalent) that count has cleared.
Central Control Staff
(or Equivalent) 9
Announce that count has cleared using the public address
system during waking hours , and using the radio system
between 22:30 and 06:30 hours
Central Control
Officers (or Unit
Officers) 10
Make any updates necessary to the offender system
and any manual tracking system.
Save a separate backup copy of the complete facility
master count sheet by manual, written, or electronic
format.
Remove the previous facility count sheets and
destroy them.
Document in the unit log (or central control log) the
date and time the count was conducted and cleared.
Staff and Inmate s 11 Resume normal operations.
4. Informal Counts
Staff must perform and document informal counts of inmates to ensure ongoing
accountability as defined by field memorandums and/or post orders.
DEFINITIONS
Formal Count: The scheduled or unscheduled physical tracking of inmates through the
reconciliation of the facility master count sheet against unit count or out -count sheets.
Identification (ID) Card Count: A count that requires the direct comparison of every inmate
against the inmate’s photograph to determine if any inmates are not in their assigned
locations.
Informal Count: The unscheduled count of inmates conducted for the purpose of inmate
accountability between formal counts.
Master Count Sheet: A document maintained by central control that indicates the housing
location (unit, cell, and bed) of each inmate within an institution.
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Version:
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Title:
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Procedures
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Sitting Count: A count that requires inmates to sit on their beds so that staff can assess the
inmates’ well-being.
REFERENCES
Appendix A, Example of a Formal Count Sheet
Appendix B, Example of a Work Projects Out-count Sheet
Appendix C, Example of an Out-count Sheet
– End of Document –
IDAHO DEPARTMENT OF CORRECTION
Example of a Formal Count Sheet
Appendix A
501.02.01.001
Date: Time:
Correctional facility: Unit:
Count staff (print): Associate #:
Count staff (print): Associate #:
01 B 24 B 47 B
A A A
02 B 25 B 48 B
A A A
03 B 26 B 49 B
A A A
04 B 27 B 50 B
A A A
05 B 28
B 51
B
A A A
06 B 29 B 52
B
A A A
07 B 30
B 53
B
A A A
08 B 31
B 54
B
A A A
09 B 32
B 55
B
A A A
10 B 33
B 56
B
A A A
11 B 34
B 57
B
A A A
12 B 35
B 58
B
A A A
13 B 36
B 59
B
A A A
14 B 37
B 60
B
A A A
15 B 38
B 61
B
A A A
16 B 39
B 62
B
A A A
17 B 40
B 63
B
A A A
18 B 41
B 64
B
A A A
19 B 42
B 65
B
A A A
20 B 43
B 66
B
A A A
21 B 44
B 67
B
A A A
22 B 45
B 68
B
A A A
23 B 46
B 69
B
A A A
70 B 91
B 112
B
A A A
71 B 92
B 113
B
A A A
72 B 93
B 114
B
A A A
73 B 94
B 115
B
A A A
74 B 95
B 116
B
A A A
75 B 96
B 117
B
A A A
76 B 97
B 118
B
A A A
77 B 98
B 119
B
A A A
78 B 99
B 120
B
A A A
79 B 100
B 121
B
A A A
80 B 101
B 122
B
A A A
81 B 102
B 123
B
A A A
82 B 103
B 124
B
A A A
83 B 104
B 125
B
A A A
84 B 105
B 126
B
A A A
85 B 106
B 127
B
A A A
86 B 107
B 128
B
A A A
87 B 108
B 129
B
A A A
88 B 109
B 130
B
A A A
89 B 110
B 131
B
A A A
90 B 111
B 132
B
A A A
Total in: Total empty beds:
IDAHO DEPARTMENT OF CORRECTION
Example of a Work Projects Out-count Sheet
Appendix B
501.02.01.001
[Housing Unit]
Bed Name Bed Name
[Housing Unit]
Bed Name Bed Name
[Housing Unit]
Bed Name Bed Name
Total
Signature : ______________________________
Count Date: __________________
Count Time: __________________
Crew Name: __________________
Leave Blank -To Be Completed At Each Count
Officers:
_________________________________________
_________________________________________
_________________________________________
_________________________________________
Cell Phone & Other Contacts:
_________________________________________
_________________________________________
Date & Time of Departure:
Date: _______________Time: _______________
Estimated Time & Date of Return:
Date: _______________Time: _______________
Vehicle Description & License:
Routes and Comments:
_________________________________________
_________________________________________
_________________________________________
_________________________________________
_________________________________________
_________________________________________
Date : ____________________________________
IDAHO DEPARTMENT OF CORRECTION
Example of an Out-count Sheet
Appendix C
501.02.01.001
Location of Count:
Date: Time:
Signature:
[Housing Unit]
Bed Name Bed Name
[Housing Unit]
Bed Name Bed Name
[Housing Unit]
Bed Name Bed Name
[Housing Unit]
Bed Name Bed Name
TOTAL
Location of Count:
Date: Time:
Signature:
[Housing Unit]
Bed Name Bed Name
[Housing Unit]
Bed Name Bed Name
[Housing Unit]
Bed Name Bed Name
[Housing Unit]
Bed Name Bed Name
TOTAL