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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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