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DIRECTIVE DIRECTIVE

VIEWS: 4 PAGES: 19

  • pg 1
									                                               STATE OF NEW YORK          TITLE                                  NO.
                                         DEPARTMENT OF CORRECTION
                                                       CORRECTIONS                                               4500
                                          AND COMMUNITY SUPERVISION
                                                                          Family Reunion Program                 DATE

                                           DIRECTIVE                                                             4/21/2011

 SUPERSEDES                                                               DISTRIBUTION          PAGES            DATE LAST REVISED
             DIR# 4500 Dtd. 08/31/07                                       A B                  PAGE 1 OF   19
 REFERENCES (Include but are not limited to)                              APPROVING AUTHORITY




I.     DESCRIPTION: The Family Reunion Program (FRP) is designed to provide approved inmates and their
       families the opportunity to meet for an extended period of time in privacy. The goal of the program is to
       preserve, enhance, and strengthen family ties that have been disrupted as a result of incarceration.
II.    RIGHT TO APPLY: Any inmate has the right to submit an application for participation in the FRP if their
                                                                                                          F
                acility
       current facility of residence offers the program. Eligibility for the FRP is to be determined during the
                                   application.
       processing of the inmate’s application
III. INMATE ELIGIBILITY
     A. Preconditions: An inmate must meet the following preconditions to be eligible to participate in the family
        reunion program:
                1.       Time:
                                                                      Department’s                             months
                         New Inmate: The inmate has been in the Department custody for at least six months, excluding
                         initial reception, and is at the time of application a resident of a facility that offers the program.
                         Transferred Inmate:
                                                                                 FRP      ne
                         An inmate who has successfully participated in the F at one facility and is transferred to another
                         facility where the program is offered may apply immediately for participation. An inmate who has
                                                                                                              program
                         not participated at his/her previous facility must wait 30 days to apply for the program. This will
                         give the inmate time to have an assessment at the new facility.
                2.       Adjustment: The inmate has exhibited a pattern of good institutional adjustment and has not
                                                                problems,
                         recently had any major disciplinary problem chronic disciplinary problems or severe disciplinary
                         problems.
                         a.        ajor             problem: hall
                                Major disciplinary problem Shall be defined as any Tier II or Tier III disciplinary
                                proceeding, in the eight weeks prior to the application, resulting in confinement to cell, room
                                or dorm continuously, on certain days or during certain hours, for longer than 14 days; or any
                                                      atisfactory
                                loss of good time. Satisfactory behavior must be maintained throughout the duration of
                                application processing and the visit. Reapplication can be made eight weeks from the
                                confinement release date, or date of misbehavior report if loss of good time is the only
                                sanction imposed.
                         b.         hronic              problem: hall
                                  Chronic disciplinary problem Shall be defined as three or more Tier II or III disciplinary
                                                                                                              keeplock
                                  proceedings in the six months prior to the application imposing any term of keeplock/SHU,
                                  any loss of privileges, or any loss of good time.
                         c.         evere             problem:
                                  Severe disciplinary problem Shall be defined as one that includes a Tier II or III disciplinary
                                  report which includes:
                                  (1) A conviction for a federal or state crime while incarcerated;
                                  (2)                  offense;
                                           A penal law of
                                  (3)      Rioting;
                                  (4)      Escape;
                                  (5)       se                                              FRP; or
                                           Use or possession of drugs or alcohol during the F
                                                                                 NO.   4500, Family Reunion Program
                                                                                DATE 4/21/2011 PAGE 2 of 19
                (6)   Unauthorized group activities.
          A conviction or disciplinary finding for any of these will result in a one year ban from the Family
          Reunion Program beginning after any disciplinary confinement is over. Substance abuse
          disciplinary sanctions will require the completion of the Alcohol and Substance Abuse Treatment
          (ASAT) program or equivalent before reapplication. Sanctions for assault, fighting, or weapon
          possession will require the completion of the Aggression Replacement Training ART program. If a
          newly developed need occurs due to a disciplinary sanction, the program plan will be changed to
          reflect this new need. The new need will have to be addressed prior to review of the Family
          Reunion Application.
          Facility Family Reunion Correction Counselors, Superintendents, and the Division of Ministerial,
          Family and Volunteer Services will exercise discretion in determining whether or not an inmate
          with disciplinary problems may participate in the Program.
     3.   Program participation: The inmate applicant must have participated in, or pursued required
          programs as identified on his or her Program/Earned Eligibility Plan. Program/Earned Eligibility
          Plan refusals, negative removals, or regressions make an applicant ineligible until that need is
          addressed. Formal therapeutic programs sanctioned by the Department, such as the ASAT program
          or other approved Department treatment programs (including CASAT, DWI, and other specialized
          substance abuse programs approved by the Department) for substance abuse, and the ART program
          for aggression/violence, are the standards that must be met. Inmates who have actively pursued
          their plan, yet who have not completed programs and satisfied their needs, will be evaluated
          according to their entire record. However, dependent on his/her criminal, disciplinary, and
          programming history, active participation or actual completion of a specific therapeutic or treatment
          program may be required to satisfy this precondition.
B.   Disqualifying conditions: An inmate is not eligible to participate in the Family Reunion Program if any
     of the following conditions exist:
     1.   The inmate is eligible for the Temporary Release Program (unless that inmate’s application for
          Temporary Release has been denied).
     2.   The inmate has a higher security designation than permitted at the program site.
     3.   The inmate is assigned to a special housing unit for disciplinary reasons or is in administrative
          segregation or in a mental health unit with concurrent SHU time (Behavioral Health Unit,
          Therapeutic Behavioral Unit, or Regional Mental Health Unit).
     4.   An inmate participant found in violation of the FRP regulations/standards is ineligible to participate
          for one year from the date of the disciplinary hearing finding or after disciplinary confinement, if
          any, is completed. A new application must be reviewed and approved by Central Office prior to the
          inmate’s future program participation.
C.   Special review/Inmate: A special review will be conducted by Central Office staff that will include
     consideration of the specifics of the crime, the age of the inmate at the time of the offense, progress in
     programs, custodial adjustment, victim impact and the entire case record to determine eligibility if an
     inmate:
     1.   Has been designated a Central Monitoring Case;
     2.   Has any outstanding warrants, show cause order (e.g., Bureau of Immigration & Customs
          Enforcement);
     3.   Has been convicted of a heinous or unusual crime;
     4.   Has been convicted of a sex offense, including a sexually motivated felony, or any other offense
          where behavior of a sexual nature occurred during the commission of the crime;
     5.   Has been convicted of a violent crime against an elderly person, family member or a child;
     6.   Has been convicted of escape or attempted escape;
                                                                                        NO.   4500, Family Reunion Program
                                                                                       DATE 4/21/2011 PAGE 3 of 19
           7.    Has a history of domestic violence or order of protection;
           8.    Is a returned parole violator;
           9.    Is in protective custody;
           10.   Is in a special program such as Merle Cooper, APPU, or assigned to a Mental Health Unit;
                 NOTE: Review must include consideration of evaluation by psychiatric staff; or
           11.   Is diagnosed as having a communicable disease.
                 NOTE: Such special review shall be conducted only for those inmates who have been otherwise
                 approved in accordance with the process set forth in Section V-A below. Facility Health Services
                 staff will notify the facility Family Reunion Correction Counselor of any inmate approved for the
                 FRP who is diagnosed as having a communicable disease that may pose a health risk to the visitor.
                 A Family Reunion Visit will not be denied solely on the basis of the HIV status of the
                 inmate/applicant.
IV. FAMILY PARTICIPATION
    A. Eligible Relations: Applications for participation in the FRP may be made for the following family
       members, all of whom must have established a recent visiting pattern. A recent visiting pattern is defined
       as three visits, not including Family Reunion Visits, within the past year. Discretion can be used in
       situations where a family member is elderly, a minor, infirmed or resides out of state.
           1.    Legal spouses: The husband or wife of the inmate to whom he/she has been married for at least 6
                 months, and who is not himself/herself a resident of a New York State Correctional Facility.
                 Spouses must possess documentation of a valid marriage license or a declaratory judgment stating
                 the validity of an out of state common-law marriage.
                 In addition, for purposes of this directive the term “spouse” shall also include a person who is the
                 same sex as the inmate if the same-sex marriage or civil union was performed in an outside
                 jurisdiction that recognizes such marriages or civil unions. Counsel’s Office may be consulted to
                 determine whether the outside jurisdiction does authorize same-sex marriages or civil unions.
           2.    Children of the inmate, 18 years of age and older.
           3.    Minor Children of the inmate (under 18 years of age) may participate:
                 a.    When accompanied by the inmate’s spouse, parents or grandparents provided:
                       (1)   The accompanying adult is otherwise eligible for the FRP, and
                       (2)   Written notarized permission has been received from the child’s legal guardian, if that
                             person is not the accompanying adult.
                 b.    Unaccompanied:
                       (1)   If written permission is received from the child’s non-incarcerated parent or legal
                             guardian, and
                       (2)   Subject to special review and the approval of the Superintendent, and
                       (3)   Provided the child will be escorted to and from the facility by their nonincarcerated
                             parent or legal guardian, another adult designated by the nonincarcerated parent or legal
                             guardian, or an adult in an official capacity with proper identification, and such escort
                             will remain available via telephone for the duration of the visit; or
                       (4)   If married, and proof of age and marriage have been provided.
           4.    Parents or step-parents (one parent biological).
           5.    Grandparents.
           6.    Foster parents/Guardian: When legal documentation is provided and verification can be assured.
                                                                                          NO.   4500, Family Reunion Program
                                                                                         DATE 4/21/2011 PAGE 4 of 19
     B.       Special review/Family: The following family members, all of whom must have established a recent
              visiting pattern, may be considered for participation after a special review:
              1.   Nieces and Nephews: Eighteen (18) years of age and under when accompanied by an approved
                   parent or legal guardian. Individual cases may receive special consideration in the review process
                   of nieces and nephews over age 18.
              2.   Ancestral Aunts and Uncles: An adult may be accompanied by his/her spouse.
              3.   Brothers and Sisters: Adult siblings may be accompanied by their legal spouses. Step-siblings must
                   have a biological parent in common.
              4.   Cousins are not allowed.
              5.   Step children of the inmate with permission from noncustodial biological parents and accompanied
                   by the custodial parent if they are alive.
              6.   Grandchildren and step grandchildren of the inmate when accompanied by an approved parent or
                   legal guardian.
V.   APPLICATION PROCESSING/FULL CYCLE: The following full-cycle procedures are to be used in
     processing applications of:
          •   Inmates who have not successfully participated in the program
          •   Prior participants, who have been transferred, have received a disapproval recommendation at the facility
              level, or wish to add new family participants
     A.       Processing of Application
              1.   Facility Family Reunion Correction Counselor
                   a.   Receives application: Form #4201, “Family Reunion Program Application” from inmate.
                   b.   Obtains DOCCS Form #3124, “Authorization for Use or Disclosure of Protected Health
                        Information Including Confidential HIV Related Information,” (See Pages 2 and 3 of
                        Attachment A) from every applicant who is applying for a Family Reunion Visit with his/her
                        spouse. This authorization needs to be completed only once for a particular spouse at the
                        current facility.
                        (1)    Reads and/or explains the “Notice of Authorization for the Release of Medical
                               Information for Family Reunion Applicants” (See Page 1 of Attachment A) to the
                               applicant if the applicant cannot read, cannot understand, or has questions concerning
                               the authorization.
                        (2)    Explains that this authorization in no way implies that the applicant is HIV positive or
                               has AIDS.
                        (3)    Files the notice of authorization in the inmate’s Family Reunion Folder.
                   c.   Logs receipt of application on log of applications (Form #4211).
                   d.   Prepares acknowledgment of application and forwards to inmate.
                   e.   Forwards application to inmate’s designated Correction Counselor.
              2.   Counselor
                   a.   Checks to make sure inmate has been at the facility for the required period of time.
                   b.   Checks temporary release eligibility.
                   c.   Reviews inmate’s institutional program participation and adjustment (as in Sect. III-A).
                   d.   Verifies that all requested visitors are on inmate’s approved visiting list. (Only individuals
                        listed on specific application for specific visit will be allowed. Each must be processed for
                        specific visit and each visit must be accompanied by an application.)
                   e.   Recommends approval or disapproval - including reasons for recommendation.
                                                                            NO.   4500, Family Reunion Program
                                                                            DATE 4/21/2011 PAGE 5 of 19
     f.   Returns application to facility Family Reunion Correction Counselor, who forwards it to the
          Deputy Superintendent for Security Services.
3.   Deputy Superintendent for Security Services or designee (not below the rank of Captain)
     a.   Checks inmate’s security file for major, chronic or severe disciplinary problems.
     b.   Checks for outstanding warrants; indicates if inmate is an escape risk.
     c.   Recommends approval or disapproval - including reasons for recommendation.
     d.   Forwards application to facility Family Reunion Correction Counselor.
4.   Facility Family Reunion Correction Counselor
     a.   Reviews inmate’s Guidance Unit records.
     b.   Reviews family data from probation report and checks for psychiatric evaluation.
     c.   Attaches pertinent supplemental data for Superintendent’s evaluation and review.
     d.   Recommends approval or disapproval - including reasons for recommendation.
     e.    Forwards application to Superintendent.
5.   Facility Superintendent (or designee)
     a.   Reviews application in its entirety.
     b.   Recommends approval or disapproval. If recommending disapproval, must state reason(s).
     c.   Returns application to Facility Family Reunion Correction Counselor, who forwards it to
          Central Office.
6.   Director of Ministerial, Family and Volunteer Services (or designee)
     a.   Reviews application and facility recommendations.
     b.   Makes final decision; if the application is disapproved, sets forth the reason(s).
     c.   Returns the application to the Facility Family Reunion Correction Counselor.
7.   Facility Family Reunion Correction Counselor: Upon approval of the Deputy Commissioner for
     Program Services (or designee) or the Superintendent, transmits the names of approved applicants
     to the Facility Health Services Unit. Approved spousal visit applicants shall be clearly highlighted.
     For initial spousal visits, Form #3124 shall be provided to the Health Services Unit. A copy of this
     form shall be retained on file in the inmate’s guidance unit record.
8.   Facility Health Services Unit: Upon receiving the name of a spousal visit applicant, verifies the
     existence of the signed Form #3124, and reviews the inmate’s medical record, and:
     a.   Licensed health services staff will review the inmate’s medical record and screen for
          communicable diseases. A determination of the inmate’s medical clearance will be
          documented in the medical record for each Family Reunion Program visit. For initial visits
          only, staff will document in the medical record the completion of the notification letter to the
          inmate’s spouse.
          The notification letter will include educational materials and shall be placed in a sealed
          envelope with the spouse’s name written on the envelope. The envelope is returned to the
          Family Reunion Correction Counselor who will forward it with the seal unbroken to the
          spouse in an interview prior to the visit.
     b.   If an inmate is HIV positive or known to have HIV disease, chronic hepatitis B, or chronic
          hepatitis C disease, the notification letter of known chronic diseases (Attachment B) will be
          utilized.
     c.   If an inmate has no known communicable diseases, the notification letter of NO known
          chronic diseases (Attachment C) will be utilized.
                                                                                  NO.   4500, Family Reunion Program
                                                                                  DATE 4/21/2011 PAGE 6 of 19
          d.    The inmate may have a medical condition other than HIV infection, chronic hepatitis B, or
                chronic hepatitis C disease that is communicable or otherwise prevents a Family Reunion
                Visit. The licensed health services staff shall notify the counselor that the Family Reunion
                Visit is denied “for medical reasons,” but that the inmate may reapply at a later date.
B.   Processing Approval for Inmate to Participate: The facility Family Reunion correction Counselor shall:
     1.   Notify the inmate and/or family of their approved application. During the notification process the
          FRP Correction Counselor will inform the inmate which family members were approved.
     2.   For the first time (initial) visits only, forward a notification packet to each adult that has been
          approved for participation in the Family Reunion Program. Family members will be informed of
          the need for a photo identification interview, and verification of documents by the facility Family
          Reunion Correction Counselor.
          The notification packet should consist of the following forms:
             • Approval Letter (See Attachment D, “Sample” Approval Letter)
             • Document Verification Form (See Attachment E)
             • “Guidelines – Family Reunion Program” (See Attachment F)
C.   Processing Approvals of Family Members to Visit
     1.   First Time Visitors: The Family Reunion Correction Counselor shall: Upon receipt of the required
          documents, schedule a photo identification interview, described below for each first time visitor age
          13 or older, and for previously approved children at the time they become 13.
          Note: Close relatives from out-of state may be scheduled for this identification interview on the
          first day of an approved visit.
          a.    Visitors shall be advised to bring with them two forms of identification to be presented during
                the interview. Spouses must bring marriage licenses, and brothers and sisters their birth
                certificates. Other relatives (aunt, uncle, etc.) must bring proof of relationship.
          b.    Visitors shall be informed that a full front face photograph will be taken, which will be signed
                and dated by the visitor, and countersigned and dated by the facility Family Reunion
                Correction Counselor or Assistant.
          c.    Visitors shall be informed that the photograph will be retained in the inmate’s Family Reunion
                file and will be utilized only for identification purposes at the time of the visit.
          d.    If a photograph is lost or destroyed, or if the facility’s Superintendent, Deputy Superintendent
                for Security Services or Family Reunion Correction Counselor determines that there is a
                demonstrably essential need for an additional photograph, it shall be taken.
     2.   Processing for Interview/Photo Identification Interview: The Family Reunion Correction Counselor
          shall:
          a.    On the scheduled day, meet family members, collect and review all of the hard-copy
                documents requested for verification. Interview family members and address all concerns,
                and conduct a review of Attachment F.
          b.    Ensure that a full front face photograph is taken for the photo identification that is required for
                each of the approved family members. The identification shall be signed and dated by the
                family member visitor, and countersigned and dated by the Family Reunion Correction
                Counselor or assistant.
          c.    Schedule the visit for the first available date and inform the inmate that the verification
                process has been completed and approved.
                                                                                         NO.   4500, Family Reunion Program
                                                                                        DATE 4/21/2011 PAGE 7 of 19
           3.   Prior to the FRP Visit: The Family Reunion Correction Counselor shall:
                a.    Place communicable disease educational material in unaddressed envelope and gives it to an
                      adult visitor that is not the inmate’s spouse. Gives each visiting spouse the addressed
                      envelope prepared by Health Services containing communicable disease educational material,
                      (which will be distributed at the commencement of the scheduled FRP visit).
                b.    Provide support and referral to family members who request assistance.
                c.    Complete Security Card (Form #4210) one day before visit and gives to member of security
                      staff.
     D.    Processing Disapproval of Inmate to Participate: Facility Family Reunion Correction Counselor shall:
           1.   Inform inmate of disapproval, and counsel the inmate regarding the reason(s) for disapproval and
                the steps that may be taken to obtain approval in the future. Also, advise the inmate that he/she may
                appeal the disapproval by letter to the Director of Ministerial, Family and Volunteer Services, with a
                copy to the facility Family Reunion Correction Counselor, mailed within ten (10) days of
                notification of disapproval. The inmate’s letter must state the reason(s) for challenging the
                disapproval.
                The Director of Ministerial, Family and Volunteer Services will respond within four (4) weeks of
                receipt of the letter of appeal stating the reason(s) for sustaining or reversing the approval. The
                Director’s decision shall be final.
          2.   Prepares interview/disapproval form for inmate’s Family Reunion file.
VI. PROCESSING INSTITUTIONAL APPROVALS: Once an inmate has successfully participated in the
    program, subsequent applications may be processed and approved at the facility level unless one of the
    following occurs:
     A.    The inmate has been transferred from one Family Reunion Program facility to another.
     B.    The facility Family Reunion Correction Counselor or Superintendent recommends disapproval.
     C.    New family participants are added.
           In the event of A or B, the inmate’s application must be reviewed by the Director of Ministerial, Family
           and Volunteer Services.
           In the event of C, the inmate’s application must be processed completely as set forth in Section V above,
           with the new visitors being subject to the completion of the document verification report and photo
           interview.
VII. SANCTIONS FOR USE OF DRUGS
     A. A urine sample will be obtained from a participating inmate at the following times:
        1.   Between two to ten days prior to a FRP visit;
           2.   Immediately prior to a FRP visit; and
           3.   Immediately after a FRP visit.
                  A urinalysis will be required at points (1) and (3); the sample drawn at (2) may be analyzed
                  immediately or if the inmate tests positive at point (3).
     B.    If the inmate tests positive for drugs at point (1), the FRP visit will be cancelled. Security will inform the
           Family Reunion Correction Counselor, who will be responsible for advising the inmate’s family of the
           cancellation. If the inmate is found guilty at the time of the disciplinary hearing, he/she, in addition to
           being subject to penalties under the Standards of Inmate Behavior, 7 NYCRR Chapter V, will also be
           suspended from the Family Reunion Program for one year. As a condition of reapplication, the inmate
           must have completed the ASAT program or equivalent in the interim, and must present documentation of
           same at the time of reapplication. If the inmate is found not guilty, the FRP visit will be rescheduled for a
           date that is acceptable to both the family and the facility.
                                                                                          NO.   4500, Family Reunion Program
                                                                                         DATE 4/21/2011 PAGE 8 of 19
     C.    If the inmate tests negative at point (1) and positive at point (3), the urine sample taken at point (2) will be
           tested to determine if the inmate ingested drugs between points (1) and (2). If the (2) sample is positive,
           the family cannot be implicated. However, if the (2) sample is negative, it can be concluded that the
           drugs were ingested during the Family Reunion visit, with the family, therefore, being involved at some
           level. In this situation, the inmate will be subject to the sanctions outlined in B (above); additionally, the
           family will be required to participate in a drug education program at some point during the one-year
           suspension, and present documentation of same at the time of reapplication.
     D.    The sanctions outlined in B and C above will be discussed in the context of a counseling session
           conducted by the Family Reunion Correction Counselor subsequent to the inmate’s disciplinary
           proceeding. At that time, drug education alternatives will be presented, e.g. ASAT and Narcotics
           Anonymous (for inmates) and community-based programs (for inmates’ families), with referrals being
           made to appropriate personnel and organizations as needed.
VIII. TERMINATION OF VISIT: An orderly, humane, and dignified procedure for the departure of families and
      for the return of inmates to the facility is expected at the cessation of all visits. The initial time and closing
      time for visitation should be clearly understood by inmates and family participants. It is the responsibility of
      the officer in charge to notify all visiting families one hour before the time of the visit’s termination via
      telephone.
     A.    Normal Termination: It is the responsibility of the family and inmate participant to abide by the rules and
           regulations governing the termination of the visit.
     B.    Unusual Termination: A visit may be terminated before the designated time upon the request of the
           participants. It may also be terminated by the judgment of the Family Reunion Correction Counselor with
           the Officer of the Day (for example, if there is a family disturbance or a weather emergency). The visit
           will be terminated immediately if any participants are found to be under the influence of alcohol or
           drugs.1
     C.    Emergency Termination: Illness, deaths, immediate family problems or a facility emergency. 1
     D.    Visitation Denial: Family can be denied entrance if found in the possession of drugs, alcohol, or
           dangerous and lethal weapons.1

           1
            In all cases, thorough documentation is required with an Unusual Incident Report filed with local
           institution, Family Reunion Office, and Director of Ministerial, Family and Volunteer Services.
                                                                                NO.   4500, Family Reunion Program
    Attachment A
                                                                                DATE 4/21/2011 PAGE 9 of 19


  NOTICE OF AUTHORIZATION FOR THE RELEASE OF MEDICAL INFORMATION FOR
                      FAMILY REUNION APPLICANTS


Human Deficiency Virus (HIV)/Acquired Immune Deficiency Syndrome (AIDS), chronic hepatitis B, and
chronic hepatitis C are viral diseases that can cause serious, even life-threatening illnesses. These diseases
can be spread by sexual activity or other activities involving the exchange of body fluids.

As a condition to participation in the Family Reunion Program, applicants must consent to disclose
personal health information to their spouse related to these diseases. The HIV/AIDS, hepatitis B, and
hepatitis C, status of the applicant will be disclosed to the spouse only if the applicant is laboratory
confirmed positive for one of these communicable diseases. The authorization disclosure DOCCS Form
#3124, will allow the release of disease related information to the spouse only.

The consent does not authorize HIV testing for an individual whose HIV status is unknown. A signed
authorization for disclosure of personal health information and confidential HIV related information will
not be released to anyone other than the spouse with whom an applicant desires to participate in a Family
Reunion visit.

If an applicant is confirmed positive for HIV/AIDS, hepatitis B, or hepatitis C and applies for a Family
Reunion Visit with their spouse, the spouse will be informed of the disease status of the inmate. All Family
Reunion Program spouses will receive educational materials and counseling regarding the danger of these
diseases, how they are transmitted and how to prevent transmission, regardless of the inmate’s health
status. A Family Reunion Visit will not be denied solely on the basis of the HIV/AIDS, hepatitis B, or
hepatitis C status of the inmate/applicant.

Notification to the spouse shall be made by the Facility Medical Director by letter and shall be strictly
confidential.




4500 A1 (3/11)
                          NO.   4500, Family Reunion Program
Attachment A Continued   DATE 4/21/2011 PAGE 10 of 19
                          NO.   4500, Family Reunion Program
Attachment A Continued
                         DATE 4/21/2011 PAGE 11 of 19
                                                                                                NO.   4500, Family Reunion Program
    Attachment B
                                                                                              DATE 4/21/2011 PAGE 12 of 19

       Sample Letter for Family Reunion Program for known chronic communicable diseases
    Facility Letter Head (See Directive #0008, “Use of Department Stationery & Business Cards”)

                                                              Date

Name and Address
of Spouse


Dear _____________________________:
                Name of Spouse

Your spouse, _________________________________, has recently applied for
                                   Name of Inmate
the privilege of having a Family Reunion Visit with you at this facility. The Family Reunion Visit will
allow you to spend several days with your spouse in privacy.

I believe it is important that I inform you that your (spouse) is a known carrier of the virus that causes the
following disease(s):

          ____ HIV/AIDS

          ____ Chronic hepatitis B

          ____ Chronic hepatitis C

Your spouse has given me permission to share this information with you.
These viral diseases can cause serious, even life-threatening illness, which can be spread by sexual activity,
as well as through other means. The risk of transmitting any of these diseases can be minimized. We have
supplied your spouse with condoms. Properly using a condom every time you have sex decreases the
chance of transmission of each of these diseases.
I have enclosed several educational brochures about communicable diseases. I urge you to take the time to
read the information, and to call the toll free numbers provided on the back of the brochures if you need
more information.

                                                           Sincerely,


                                                            Facility Health Services Director

This information has been disclosed to you from confidential records which are protected by state law. State law prohibits you
from making any further disclosure of this information without the specific written consent of the person to whom it pertains, or
as otherwise permitted by law. Any unauthorized further disclosure in violation of state law may result in a fine or jail sentence
or both. A general authorization for release of medical or other information is NOT sufficient authorization for further
disclosure.

4500 B (4/11)
                                                                                             NO.   4500, Family Reunion Program
  Attachment C
                                                                                           DATE 4/21/2011 PAGE 13 of 19

         Sample letter for Family Reunion Program for NO known chronic communicable diseases
       Facility Letter Head (See Directive #0008, “Use of Department Stationery &Business Cards”)


                                                               Date

      Name and Address
      of Spouse


     Dear ______________________________:
                      Name of Spouse

     Your spouse, ____________________________________________ has recently applied for the
                                              Name of Inmate
     privilege of having a Family Reunion visit with you at this facility. The Family Reunion Visit will
     allow you to spend several days with your spouse in privacy.

     Although your spouse has not been diagnosed with a communicable disease, I believe it is important
     to provide you with information about preventing the spread of HIV/AIDS, hepatitis B, hepatitis C,
     and sexually transmitted diseases.

     These viral diseases can cause serious, even life threatening illness, which can be spread by sexual
     activity, as well as through other means. The risk of transmitting any of these diseases can be
     minimized. We have supplied your spouse with condoms. Properly using a condom every time you
     have sex decreases the chance of transmission of each of these diseases.

     I have enclosed several educational brochures about communicable diseases. I urge you to take the
     time to read the information, and to call the toll free numbers provided on the back of the brochures if
     you need more information.


                                                            Sincerely,


                                                            Facility Health Services Director




     This information has been disclosed to you from confidential records which are protected by state law. State law prohibits
     you from making any further disclosure of this information without the specific written consent of the person to whom it
     pertains, or as otherwise permitted by law. Any unauthorized further disclosure in violation of state law may result in a
     fine or jail sentence or both. A general authorization for release of medical or other information is NOT sufficient
     authorization for further disclosure.

4500 C (4/11)
Attachment D “Sample” Approval Letter    NO.   4500, Family Reunion Program
                                        DATE 4/21/2011 PAGE 14 of 19
                NO.   4500, Family Reunion Program
Attachment E
               DATE 4/21/2011 PAGE 15 of 19
                          NO.   4500, Family Reunion Program
Attachment E Continued
                         DATE 4/21/2011 PAGE 16 of 19
                                                                               NO.   4500, Family Reunion Program
Attachment F
                                                                             DATE 4/21/2011 PAGE 17 of 19

     NEW YORK STATE DEPARTMENT OF CORRECTIONS AND COMMUNITY SUPERVISION
                     GUIDELINES - FAMILY REUNION PROGRAM

A. Transportation - Visitors scheduled to participate in a Family Reunion Program (FRP) visit must
   arrange their transportation to and from the FRP site.
B. Identification - At the time of the scheduled visit, adult participants must present a valid
   form of identification containing a picture and/or signature (driver’s license, non-driver
   identification, social services card, etc). The adult participant is responsible to present identification
   (birth certificate, baptismal certificate or other creditable means of identification) for any minor
   infant or child participant under 18 years of age.
C. Personal Items - Participants are allowed to bring only a minimum amount of personal property as
   necessary for the duration of the visit including personal clothing and items of personal hygiene,
   including sanitary pads and tampons. Please Note: the facility shall provide pillows, blankets, bed
   linens, towels, soap and condoms.
D. Clearance - All visitors to enter the FRP site shall be subject to search in accordance with the
   provisions outlined in Directive #4403, “Inmate Visitor Program” and consistent with Departmental
   policy. This shall include a metal detector search. All packages and articles accompanying the
   visitors will also be searched.
E. Participants may not bring in any alcohol, illegal narcotics, dangerous drugs, weapons, cellular
   phones, wireless phones, pagers, laptop computers, personal digital assistants, any device with
   global positioning (G.P.S.) capabilities, any device with audio recording capabilities, radios,
   cameras or other similar electronic devices, or valuables such as credit cards, large sums of money,
   stamps or expensive articles of jewelry.
F. Medication:
   1. All medications (including needles/controlled substances): Must be declared and relinquished to
      the gate officer, shall be identified as indicated below and stored in a secure area. If
     needed during the visit, it may be obtained in accordance with facility procedures.
   2. Medication (Prescribed) - Must be in original container with label showing patient’s name, name
      of medicine, dosage, administering information (how and when), pharmacy, and doctor’s name.
   3. Medication (Non-prescribed) - Aspirin, vitamins, non-alcohol cold medications, etc. must be in
      the original container.
G. Each residential unit contains cooking and refrigeration appliances, cookware, utensils, dishes, and
   silverware.
H. Visitors are responsible for bringing a supply of food, limited to an amount that will be readily
   consumed by themselves and the inmate during the course of the visit, subject to the following
   restrictions:
   1. Food or beverages containing alcohol or hemp, in any content, is prohibited.
   2. Glass containers are prohibited.
   3. Prepared foods must be commercially packaged in airtight hermetically sealed containers
       impervious to external influence (i.e., sealed cans, heat sealed plastic bags, and vacuum sealed
       pouches). Containers with paper or foil seals are not allowed (e.g., tubular potato chip container
       or coffee creamer plastic jar with a paper or foil seal). A food item contained within a
       commercially packaged glued outer paper or card board box does not, standing alone, make the
       item disallowed, if the item inside the box is further commercially packaged in a heat sealed
       plastic bag.
                                                                                NO.   4500, Family Reunion Program
Attachment F - Continued
                                                                              DATE 4/21/2011 PAGE 18 of 19

                GUIDELINES - FAMILY REUNION PROGRAM - Continued
I. Foods allowed – Although this list covers the basic categories, please be
   mindful that it is not all inclusive:
   1. Beverages:
          sodas, juice, etc.
          powdered drink mixes - Kool-Aid, etc.
          coffee
          teas - regular, herbal (no loose)
          milk - formula, fresh, powdered (boxed, plastic, canned containers)
          bottled water (sealed plastic container)
   2. Bread (no clips or twist tie)
   3. Butter, margarine, etc.
   4. Cereal
   5. Cheese and other cheese products
   6. Condiments
          salt - kosher, sea, regular, seasoned
          pepper - black, lemon mix
          ketchup
          mustard
          sauces and gravies - barbeque, steak, hot, etc. (powdered, packaged or liquid)
          dressings and salad oils - mayo, Miracle Whip, Italian, French, blue cheese, etc
          dried herbs - parsley, sage, etc. in original unopened container
          spice – cinnamon only
          seasoning - poultry, steak, fried chicken, Italian, Spanish, garlic, etc.
          marinades
          creamers - powdered or liquid
   7. Eggs and egg substitutes
   8. Tofu
   9. Fruits - fresh, frozen, canned, or dried (including raisins)
   10. Jell-O, puddings, yogurt
   11. Meat, Poultry and Seafood:
            Meat - Beef, Pork, Lamb
            Poultry - Chicken, Turkey, Duck, Goose (no wild game - home prepared)
            Seafood - no hard- shell
        NOTE: “commercially packaged items” (i.e. from legitimate or readily recognizable sources such as a
        grocery stores etc.) requiring cooking shall be allowed so long they are in their original packaging.
        These items shall be thoroughly inspected by processing staff.
   12. Pastry - cakes, rolls, pies, donuts, etc.
   13. Nuts - without shells
   14. Shortening and cooking oils
   15. Snacks - candy, chips, cookies, crackers, cheese twist, and other similar items
   16. Sugar and sugar substitutes
   17. Vegetables - fresh, frozen, or canned
   18. Others - flour, meal, cake mixes, pie crust and fillings, etc.
J. Once the FRP visit has begun, no participant (inmate or visitor) will be permitted to leave the site,
   except for an emergency situation.
                                                                             NO.   4500, Family Reunion Program
Attachment F - continued
                                                                           DATE 4/21/2011 PAGE 19 of 19

                GUIDELINES - FAMILY REUNION PROGRAM - Continued
K. Parents are responsible for supervising children at all times.
L. No pets are allowed at the FRP site.
M. Participants (inmate and visitors) are responsible for ensuring that the residence is left clean and
   orderly and that all utensils are accounted for. The inmate will be held financially responsible for
   any lost or damaged items.

								
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