Bureau of Justice Assistance (BJA)
Unmanned Aircraft Systems (UAS) Requirements
Public safety agencies across the country and worldwide are beginning to use Unmanned Aircraft
Systems (UAS) as a low-cost alternative to manned aviation assets, such as helicopters and
fixed-wing aircraft. UASs offer a promising technology tool to support the public safety mission.
However, UAS technology is not a “buy and fly” technology. There are laws, regulations and
extensive training that is required prior to the use this technology.
Recent national events have highlighted the importance of strong, collaborative relationships
between law enforcement and the communities they serve. The introduction of new law
enforcement technologies in communities is often of interest to community members and public
advocate groups. In many jurisdictions, where law enforcement agencies have implemented
sound and promising technologies, it is because they collaborated with the communities they
serve. It is imperative that law enforcement officials work with their respective communities to
determine if UAS is a viable tool to support their law enforcement mission in their specific
jurisdictions. Community engagement is essential throughout the purchase and implementation
of UAS technology to ensure community acceptance.
Because of the unique challenges posed by UAS operations BJA requires adherence to the
following requirements in order to ensure the grantee/awardee is cognizant of the operational
issues that must be addressed prior to expending federal funds for the purchase of UAS
technologies. Any request for an unmanned aerial system utilizing BJA grant funds must be
approved by the BJA Director. Please provide/attach additional documents that support each
point on the list and reference the documents by point number. For example, any documents
supporting “Knowledge of Airspace” would be referenced with the number “4”.
____

1. Must follow presidential memorandum on UAS: "It is required that State, local, tribal,
and territorial government recipients of Federal grant funding for the purchase or use of
UAS for their own operations have in place policies and procedures to safeguard
individuals' privacy, civil rights, and civil liberties prior to expending such funds."
Please provide your policies and procedures that you have in place to safeguard
individuals’ privacy, civil rights, and civil liberties.
https://www.whitehouse.gov/the-press-office/2015/02/15/fact-sheet-promoting-economiccompetitiveness-while-safeguarding-privacy

____

2. Knowledge of the process to obtain a Certificate of Authorization (COA) for UAS flights
(Both training and operational) from the FAA. Please attach a statement that describes
how you will obtain your COA and the estimated time for receipt. The COA must be kept
on file for review upon request by the granting agency.
https://www.faa.gov/about/office_org/headquarters_offices/ato/service_units/systemops/aa
im/organizations/uas/coa/

____ 3. FAA Certified pilots and observers with required FAA medical certificates. Please
provide copies of required certificates.

____ 4. Knowledge of the airspace that they will be operating in (Class A, B, C, D, E, G) to
include special flight restricted areas to determine the legality of UAS operations in your
specific jurisdiction. Please provide a copy of the aviation sectional (map) that you plan on
operating a UAS. Please confirm that you have checked Notices to Airmen (NOTAMs) at
http://notams.aim.faa.gov/notamSearch/nsapp.html and Temporary Flight Restrictions at
http://tfr.faa.gov/tfr2/list.html for your planned UAS area of operation. This is to ensure
that there are restrictions to your planned UAS operations.
____ 5. Provide a written operational justification for use of the UAS that should include:
a. the type of missions the UAS will be used for;
b. why this technology is essential to the maintenance of public safety and good order in
your jurisdiction; and
c. demonstrated community/constituents support for the use of this technology
(statements of support from community groups/transcripts from public meetings etc.)
Please note that this justification is in addition to the required controlled equipment
justification required under the Justice Assistance Grant. BJA recognizes the operational
need for this type of equipment, but requires detailed justification in order to consider the
request for approval.
____ 6. Upon request, the jurisdiction must provide a copy of your Standard Operating
Procedures (SOPs) for the use of the UAS both in training and operational environments.


U.S. Department of Justice
Federal Bureau of Prisons
PROGRAM STATEMENT
OPI:
CPD/CPB
NUMBER: 5140.43
DATE:
April 21, 2015

Unescorted Transfers and Voluntary Surrenders
/s/
Approved: Charles E. Samuels, Jr.
Director, Federal Bureau of Prisons
1. PURPOSE AND SCOPE
§522.30 Purpose and scope.
When the court orders or recommends an unescorted commitment to a Bureau of
Prisons institution, the Bureau of Prisons authorizes the commitment and
designates the institution for service of sentence. The Bureau of Prisons also
authorizes furlough transfers of inmates between Bureau of Prisons institutions
or to nonfederal institutions in appropriate circumstances in accordance with 18
U.S.C. 3622 or 4082, and within the guidelines of the Bureau of Prisons policy on
furloughs, which allows inmates to travel unescorted and to report voluntarily to
an assigned institution.
Title 18 U.S.C. § 4082 applies to inmates whose offense(s) occurred before November 1, 1987.
For inmates whose offense(s) occurred on or after November 1, 1987, the statutory authority for
furloughs is Title 18 U.S.C. § 3622, which was added by the Comprehensive Crime Control Act
(CCCA).
In this Program Statement, unescorted commitments are referred to as “voluntary surrenders.”

Federal Regulations from 28 CFR are shown in this type.
Implementing instructions are shown in this type.

For identification purposes, the Bureau and the U.S. Marshals Service (USMS) use the
Authorized Unescorted Commitments and Transfers (BP-A0385). Instructions for completing
this form are in Section 4.
a. Summary of Changes
Policy Rescinded
P5140.37
Unescorted Transfers and Voluntary Surrenders (1/31/03)
■ Eliminates the requirement for unescorted transfer packets to be forwarded via certified mail.
■ Eliminates the preparation of the Authorized Unescorted Commitments and Transfers card
for inmates transferring between Bureau institutions.
b. Program Objectives. Expected results of this program are:
■ Inmates will be moved between institutions expeditiously and cost-effectively, with regard
for public safety.
■ Staff will have appropriate procedures when an inmate fails to report to a Federal institution,
contact facility, or Residential Reentry Center (RRC) as an unescorted transfer or voluntary
surrender.
c. Institution Supplement. None required. Should local facilities make any changes outside
the required changes in the national policy or establish any additional local procedures to
implement the national policy, the local Union may invoke to negotiate procedures or
appropriate arrangements.
2. PROCESSING PROCEDURES
a. Voluntary Surrenders. When a court orders or recommends a voluntary surrender
commitment, U.S. Courts, U.S. Probation, and USMS electronically transfer sentencing
documents and information to the Designation and Sentence Computation Center (DSCC), which
enters the designation.
Once designated, Correctional Systems staff access designation material through the e-Designate
website and forward it to appropriate staff.
Correctional Systems staff execute the Judgment in a Criminal Case (J&C) upon receiving the
inmate. The original executed J&C is returned to the USMS per 18 U.S.C. § 3621(c).

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2

If an inmate surrenders to a facility which is not the designated institution, the DSCC is
contacted to obtain commitment documentation. Correctional Systems staff identify the inmate
with this documentation, assume custody, and coordinate movement to the designated institution.
If factors are present which would preclude staff from assuming custody, the Regional
Correctional Programs Administrator should be contacted for guidance.
b. Unescorted Transfer to a Federal Institution or Contract Facility. The sending
institution’s unit staff forward the following documents to the receiving institution at least 14
days before transfer:
■ Original Transfer Order (BP-A0399).
■ Bureau Electronic Medical Record (BEMR) Exit Summary or Medical Summary of Federal
Prisoner/Alien in Transit (BP-A0659).
■ Copy of Furlough Application − Approval and Record (BP-A0291), which includes the
inmate’s travel schedule.
■ Authorized Unescorted Commitments and Transfers (BP-A0385) with recent photograph
attached, when transferring to a contract facility.
Unit staff record the preparation and mailing of these documents in the inmate’s Central File and
ensure they are at the receiving institution before the inmate’s departure.
After the inmate leaves the institution, Correctional Systems staff at the sending institution notify
Correctional Systems staff at the receiving institution by telephone of the inmate’s departure and
document notification in the Judgment and Commitment file:
■ Date and time of notification.
■ Name of staff member contacted.
■ Name of staff member making contact.
If unable to reach staff by telephone, GroupWise is used.
All files (J&C, Inmate Central File, Medical Record, etc.) remain at the sending institution until
the receiving institution notifies the sending institution or SENTRY confirms the inmate’s
arrival. Upon confirmation of arrival, Correctional Systems staff forward the files immediately
by trackable mail with signature confirmation.
c. Unescorted Transfer to an RRC or Community-Based Program. Sending institution unit
staff forward the following to the RRC at least 14 days before transfer:

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3

■ Authorized Unescorted Commitments and Transfers, with recent photograph attached.
■ Copy of Furlough Application − Approval and Record, which includes the inmate’s travel
schedule.
■ Original Transfer Order.
■ Receipt of facility rules and regulations and signed subsistence agreement, if applicable.
The unit team ensures SENTRY drug, parole hearing, and custody level assignments are
accurate.
The Supervisory Correctional Systems Specialist (or designee) at the sending institution
monitors SENTRY to confirm the inmate’s arrival at the RRC or community-based program.
Residential Reentry Management staff admit the inmate to the receiving facility in SENTRY on
the day of arrival (or the next workday if arrival is after normal business hours). If SENTRY is
inoperable, Correctional Systems staff must be notified by GroupWise or telephone.
Ordinarily, within 24 hours of confirmation of the inmate’s arrival, staff forward required release
paperwork, completed as much as possible by unit staff and reviewed by the CMC or
Supervisory Correctional Systems Specialist for accuracy.
3. FAILURE TO REPORT
If a voluntary surrender or unescorted transfer fails to report on the designated date as instructed,
the following procedures apply:
a. Voluntary Surrenders. Correctional Systems staff at the designated institution notify the
USMS from the committing district by telephone when a voluntary surrender fails to arrive.
Notification is by the end of the workday of the scheduled date of arrival and is documented in
the intake folder, including:
■ Date and time of contact.
■ Name of staff member contacted.
■ Name of staff member making contact.
Any problem or question arising from the inmate, such as a request for a delay in reporting, must
be referred to the USMS from the committing district and documented as noted above.
b. Unescorted Transfer to a Federal Institution or Contract Facility. The receiving
institution’s Correctional Systems staff or designee at the contract facility notifies the sending
Correctional Systems staff of the inmate’s failure to report. The sending institution will:
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4

■
■
■
■
■
■

Retain the inmate’s files.
Update SENTRY to change release assignment to “escape.”
Notify the DSCC of the inmate’s escape.
Write an incident report and conduct a disciplinary hearing in absentia.
Notify parties as required in the Program Statement Escapes/Deaths Notifications.
Notify parties as required in the Program Statement Victim and Witness Notification
Program, if applicable.

c. Unescorted Transfer to an RRC or Community-Based Program. RRC staff or an
appropriate official notify the Residential Reentry Manager (RRM) within 24 hours of an
inmate’s failure to arrive. The RRM notifies the sending institution who completes the tasks
identified in Section 3.b.
4. BP-A0385 – AUTHORIZED UNESCORTED COMMITMENTS AND TRANSFERS
This form is self-explanatory. Elements that may cause confusion are explained below:
AUTHORIZED BY: Title and signature of authorizing official.
DOJ MNEMONIC: Mnemonic code established for the JUSTICE teletype system – the
standard for abbreviating agency facilities and offices.
NAME OF PRISONER: Committed name as it appears on the J&C Order.
REPORT DATE: Date the inmate is scheduled to report. This item is essential and must
always be completed. Space is provided for numeric entries; e.g., August 1, 1990, is written
08-01-90.
REPORT TO: Use the DOJ mnemonic code for the receiving institution. For an RRC, use the
facility location.
PHOTOGRAPH: Attach an updated photograph in this block.
FINGERPRINT BLOCKS: Two blocks are provided. The discharging authority takes a rolled
print of the inmate’s right thumb. If, because of amputation or injury, a finger other than the
thumb is used, it is identified in the block. The receiving facility takes a rolled print of the right
thumb or other finger.

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5

REFERENCES
Program Statements
P1490.06 Victim and Witness Notification Program (5/23/02)
P5100.08 Inmate Security Designation and Custody Classification (9/12/06)
P5280.09 Furloughs (1/20/11)
P5500.11 Correctional Services Manual (3/31/15)
P5553.07 Escapes/Deaths Notifications (2/10/06)
P6010.05 Health Services Administration (6/26/14)
P7300.09 Community Corrections Manual (1/12/98)
Federal Regulations
Rules cited in this Program Statement are contained in 28 CFR 522.30.
ACA Standards
■ 4th Edition Standards for Adult Correctional Institutions: 4-4096.
■ 2nd Edition Standards for Administration of Correctional Agencies: 2-CO-1E-04.
Records Retention Requirements
Requirements and retention guidance for records and information applicable to this program are
available in the Records and Information Disposition Schedule (RIDS) on Sallyport.

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6


U.S. Department of Justice

Civil Rights Division
Office o/Special Counsel/or Immigration-Related
Urifalr Employment Practices - NYA
950 Pennsylvania Ave, NW
Washington, DC 20530
Main (202) 616-5594
Fax (202) 616-5509

April 15, 2015

BY EMAIL Gmonty@montyramirezlaw.com)
Jacob Monty, Esq.
Monty & Ramirez LLP
150 W. Parker Road, Third Floor
Houston, TX 77076

Dear Mr. Monty:
This is in response to your email dated March 30,2015, to the Office of Special Counsel
for Immigration-Related Unfair Employment Practices ("OSC" or "Office"). In your email, you
express concerns about the possible conflict between the obligations that Texas state contractors
and certain Texas state agencies have under federal E-Verify rules, on the one hand, and their
obligations pursuant to Texas Executive Order RP-80, issued in December 2014, on the other
hand. You also raise a concern about a potential violation of the anti -discrimination provision of
the Immigration and Nationality Act ("INA"), 8 U.S.C. § 1324b, which this office enforces.
First, you express concern that RP-80's requirement that state contractors use E-Verify
for "all persons employed during the contract term to perform duties within Texas" conflicts with
federal E-Verify rules. As you point out, as a general matter, federal E-Verify rules require that
E-Verify users create E-Verify cases only for newly-hired employees, whereas I'RP-80 requires
Texas contractors to use E-Verify on all their current employees performing duties in Texas,
whenever hired." Second, you raise concerns about RP-80's requirement that certain Texas state
agencies use E-Verify for "all current and prospective agency employees." As you also correctly
observe, besides prohibiting employers from creating E-Verify cases for current employees,
federal E-Verify rules bar all employers from creating E-Verify cases for an individual before the
individual accepts ajob offer and completes a Form 1-9. Finally, you express concern that under
RP-80, a nationwide employer may seek "to root out employees" by I\transferring some
complainers into Texas after winning a Texas project" and rtllming them through E-Verify,
potentially violating the anti-discrimination provision of the INA.
You seek clarification on the following two issues:
1. Whether \ITexas state contractors (who are not federal contractors) may disregard the
terms of Executive Order RP-80 by choosing to E-Verify only new hires;" and
2. Whether "a Texas state agency may E-Verify current and prospective employees."

OSC cannot provide an advisory opinion on any set of facts involving a particular
individual or entity. However, we can provide some general guidelines regarding employer
compliance with the anti-discrimination provision of the INA. The anti-discrimination provision
prohibits four types of employment-related discrimination: (1) citizenship or immigration status
discrimination; (2) national origin discrimination; (3) unfair documentary practices during the
employment eligibility verification (Form 1-9 and E-Verify) process ("document abuse"); and (4)
retaliation for filing a charge, assisting in an investigation, or asserting rights under the anti
discrimination provision. 8 U.S.C. § 1324b. For more information about OSC, please visit our
website at: http://www.justice.gov/crt/about/osc.
Regarding the apparent conflict between federal E-Verify rules and the provisions ofRP
80, we note that U.S. Citizenship and Immigration Services ("USCIS"), the agency that
administers the E-Verify program and issues guidance on proper E-Verify procedures, has
advised employers in Texas that federal E-Verify requirements are in effect at all times. Under
federal E-Verify rules, most employers using E-Verify may only create E-Verify cases for new
hires. See E-Verify Memorandum of Understanding ("MOU") Art. LA, paras. 10-11, available at
http://www.uscis.gov/sites/default/files/USCIS/Verification/E-Veri fy/EVerify Native Documents/MOU for E-Verify Employer.pdf; see also 8 U.S.C. § 1324a note,
Sec. 403(a)(3)(A) (providing that an employer enrolled in E-Verify should create a case for an
individual "by not later than the end of 3 working days" after hiring the individual). However,
federal E-Verify rules provide an exception for employers enrolled in E-Verify as federal
contractors. These federal contractors must create cases in E-Verify for new hires and for
existing employees performing work under the federal contract (if the employer has not already
created a case for the employee), and may choose an option to create cases in E-Verify for all
employees of the contractor. See E-Verify MOU, Art. LB, para. 2; E.O. 13465 (June 11,2008).
Federal E-Verify rules also prohibit all employers from creating an E-Verify case for an
individual who has not yet accepted ajob offer and completed a Form 1-9. See E-Verify MOU,
Art. 1.A, para. 10; 8 U.S.C. § 1324a note, Sec. 404(d)(4)(B) (providing that E-Verify shall have
reasonable safeguards to prevent unlawful discriminatory practices based on national origin or
citizenship status including, among other things, creating an E-Verify case prior to ajob offer).
Consequently, employers using E-Verify for prospective employees or using E-Verify for
current employees when not enrolled in E-Verify as federal contractors would violate federal E
Verify program rules - the same rules that the employers agreed to comply with in their MOU
with USCIS. Failure to comply withE-Verify program rules could lead to possible termination
or suspension from the E-Verify program. For further information regarding these potential
MOU violations and their consequences, we recommend that you seek information directly from
USCIS. Employers and their representatives may call E-Verify's employer hotline at 888-464
4218 and may submit written inquiries to E-Verify@dhs.gov.
Regarding your concern that an employer may violate the anti-discrimination provision
of the INA when it uses E-Verify to improperly "root out employees," the anti-discrimination
provision prohibits discrimination on the basis of citizenship, immigration status, and national
origin in the employment eligibility verification (Form 1-9 and E-Verify) process. Under the
INA, an employer commits unfair documentary practices when it rejects valid Form 1-9
documentation, demands more or different Form 1-9 documentation, or requests specific Form 1
9 documentation based on an employment-authorized individual's citizenship, immigration
2

status, or national origin. An employer that uses RP-80 to assign an employee to work in Texas
for the purpose of reverifying the employee's employment authorization may raise concerns that
it is treating that employee differently in the employment eligibility verification process based on
perceived citizenship status or national origin. These concerns are heightened where an
employer requires an existing employee to provide new Form 1-9 documentation to run the
existing employee through E-Verify when not permitted to do so under federal E-Verify
requirements. 1
We hope this information is helpful. Thank you for contacting OSc.

Sincerely,

~

~~
Albelio Ruisanchez
/
Deputy Special Counsel

//

I Federal contractors must update Form 1-9 information and/or complete a new Form 1-9 to run existing employees .
through E-Verify in accordance with federal E-Verify requirements . See E-Verify MOU, Art. 2.B, para. 2.e-f. As
stated above, employers not enrolled in E-Verify as federal contractors may not run existing employees through E
Verify.

3


U.S. Department of Justice
Federal Bureau of Prisons
PROGRAM STATEMENT
OPI:
CPD/CPB
NUMBER: 5800.17
DATE:
April 3, 2015

Inmate Central File, Privacy Folder,
and Parole Mini-Files
CORRECTED COPY (replaces version dated January 9, 2015)

/s/
Approved: Charles E. Samuels, Jr.
Director, Federal Bureau of Prisons
1. PURPOSE AND SCOPE
The Bureau of Prisons maintains complete information on all inmates confined in Bureau
institutions. Staff use the Inmate Central File, Privacy Folder, and Parole Mini-file to maintain
pertinent information regarding detainees and unsentenced and sentenced offenders.
a. Summary of Changes
Policy Rescinded
P5800.11
Inmate Central File, Privacy Folder, and Parole Mini-Files (12/31/97)
This revision of the Program Statement includes the following changes:
■ Amended language and consolidated numerous sections to account for advances in
technology and changes in the agency since its last publication.
■ Amended Program Statement to include Federal inmates boarded in state facilities, juveniles,
and direct court commitments to Residential Reentry Centers (RRCs).
■ Eliminated previous Section 9 and created Attachment A, which outlines the Inmate Central
File order.
■ Updated to allow electronic submission of parole material to the U.S. Parole Commission.
■ Modified the section on Routine Uses of Inmate Central Files.
■ Clarified procedures for inmate review of Central File materials stored electronically.

■ Amended procedures regarding inmate challenges to Central File materials.
As part of the Reduction and Elimination of Duties Management Assessment Project
(REDMAP), the following procedural changes are approved:
■ Removed the requirement to file the following documents in the central file since they are
filed elsewhere as part of a permanent record:















Statutory Good Time Action Notice form, BP-389.
Good Conduct Time Action Notice form, BP-448.
Redesignation Approval – SENTRY-generated Clearance Data.
System-generated telephone list.
Telephone Number Request form, BP-505.
Acknowledgment of Receipt of Inmate Account Card, BP-480.
Request/Authorization to Mail Inmate Packages, BP-329.
Institution AIDS Training form.
Intake Screening (Medical), BP-354.
Education Data Transcript, SENTRY-generated.
Exception Memorandum from Warden done prior to 4/30/93.
Furlough Evaluation.
Victim/Witness Initial Notification Letter.
National Victim Notification System (VNS-generated) Notification Report (most
current).

■ Removed the requirement for the BP-A0327 (Returned Correspondence), BP-A0328
(Stamps, Negotiable Instrument and Other Returned to Sender), and BP-A0329
(Authorization to Mail Package) to be filed in the central file. These are retained in
Correctional Systems.
■ Approved the purging of old Admission and Orientation (A&O) forms. Only the most
current A&O form must be maintained in the Central File.
■ Removed the requirement for the Institution Supplement to identify specific local procedures
for an inmate to request review of his/her Central File. Procedures are outlined in the
Program Statement Release of Information.

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2

b. Program Objectives. The expected results of this program are:
■ Inmate files will be maintained with complete information on each inmate confined in a
Bureau of Prisons institution, Federal inmates who are boarded in state facilities, juveniles,
and direct court commitments in Residential Reentry Centers (RRCs).
■ U.S. Parole Mini-files will be completed and accessible to the U.S. Parole Commission for
all applicable inmates.
2. PRETRIAL PROCEDURES
File materials for pretrial inmates are kept in letter-size, straight cut, drop file folders. The
location of the folders and accountability procedures must be identified in the local Institution
Supplement.
Staff must adhere to the general requirements concerning the handling of inmate files addressed
in this Program Statement. Pretrial file material includes any documentation normally retained
for a sentenced inmate. FOI Exempt material is placed in the drop file folders stamped “FOI
Exempt.”
3. IMMIGRATION AND CUSTOMS ENFORCEMENT (ICE) DETAINEES
Institution staff maintain the Inmate Central File on an inmate who completes his/her sentence
and is reclassified as an ICE detainee. The existing Inmate Central File must incorporate any
documents accumulated during his/her status as an ICE detainee. The file is maintained until the
inmate is removed from the institution by ICE officials.
For inmates who are initially classified as ICE detainees and thus have had no previous Inmate
Central File created, institution staff follow Section 2 (Pretrial Procedures) of this Program
Statement for specific instructions on file materials for ICE detainees. The Institution
Supplement must address the location of the files and establish file accountability procedures.
4. WITNESS SECURITY FILES
Because of the sensitivity of Witness Security Cases, procedures for handling these files may
differ. For specific instructions, refer to the Program Statements Central Inmate Monitoring
Manual and Protective Custody Unit Manual.

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3

5. INMATE RECORD FUNCTIONS
Many inmate administrative and clerical functions are performed in the unit, while others are
appropriately performed in the Correctional Systems Department. Normally, the functions of
Central Files, Privacy Folder, and mini-files created for use by the U.S. Parole Commission are
separated by Unit Management and Correctional Systems staff in the following manner.
a. Unit Management Functions
■
■
■
■

Create and maintain Inmate Central Files.
Create Privacy Folders.
Monitor the filing/security of Inmate Central Files.
Create Parole Mini-files electronically as needed.

b. Correctional Systems Functions
■ Coordinate internal and external movement of Central Files/Central File materials.
■ Retire and retrieve inactive files.
c. Regional Correctional Programs Functions
■ Create and maintain state concurrence Central Files.
d. Residential Reentry Management Functions
■ Create and maintain Inmate Central Files for:
 Federal inmates being boarded in state facilities (State Boarders).
 Juveniles.
 Direct court commitments to community confinement.
6. INMATE CENTRAL FILE
a. Documents File. Part of the Inmate Central Records System is defined in the Federal
Register, September 16, 1976, Volume 41, No. 181, page 39918.
b. Creation. Each Unit Secretary reviews the SENTRY Daily Log for unit assignments and
creates the Inmate Central File and Privacy Folder immediately after assignment to a housing
unit at the designated institution. Inmates who were previously classified and transferred from

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4

other Bureau institutions ordinarily do not need to have another Inmate Central File created.
Former files on individuals recommitted under the same sentence are reactivated.
The six-part Inmate Central File Folder is used, along with a pressure-sensitive label.
c. Location. The Inmate Central File is maintained at the current or last institution or facility of
confinement. Once the inmate is released, see the Program Statement Correctional Systems
Manual for further instructions.
d. Categories of Individuals Covered. Current and former sentenced inmates under the
custody of the Attorney General of the United States, including Study and Observation cases.
e. Organization. The six-part Inmate Central File folder organizes filed material, topically, as
follows:
Section No.

Topic

1.
2.
3.
4.
5.
6.

Sentence Data/Detainers/IFRP
Classification/Parole Material
Mail, Visits, Property, etc.
Disciplinary, Work, and Education Reports
Release Processing
General Correspondence

In addition, a Privacy Folder, attached to the top of Section 5, provides a receptacle for storing
Freedom of Information Act (FOIA) Exempt material.
f. Standardization of Inmate Central File Material. Standardization streamlines the filing of
material, expedites accessibility and retrieval of data, and eliminates the need to rearrange files
of inmates transferring into the unit.
(1) Responsibilities. All institutions must comply with the standard system for organizing
material in the Inmate Central File and Privacy Folder. Unit Managers ensure Inmate Central
Files and Privacy Folders are organized per this Program Statement. At institutions retaining a
centralized file system, staff accountable for standardized filing of material are identified in the
Institution Supplement.
(2) Requirements. Detailed instructions for the order of routine filing and the filing of FOIA
materials in the Privacy Folder are included in Attachment A.

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5

(3) Storage. Files must be stored alphabetically.
g. Multiple Volumes. When it becomes necessary to establish a second volume of an inmate's
Central File, it must contain all the original core documents required for an initial file.
(1) Core Documents. Core documents include:
■
■
■
■

Central Inmate Monitoring (CIM) White Card.
Intact FOIA Exempt section from primary volume.
Judgment and Commitment Order (J&C) (if no electronic version is available).
Pre-Sentence Investigation Report (PSR) (if no electronic version is available).

(2) Privacy Folder. A new Privacy Folder is not ordinarily re-created. Staff remove the FOI
Section from the preceding volume and insert it in the newly created volume.
(3) Controls. Multiple volumes must be clearly identified on the check-out cards, file tabs, and
on the file cover (Volume I of III, Volume II of III, etc.)
■ An Inmate File Check-out Card (BP-387) must be used for each volume.
■ If all volumes of multiple files are not kept together in the regular Central File cabinet, the
current volume is marked with the location of the other volume(s).
■ Each volume must be accounted for daily. Thus, the total file count will exceed the inmate
count when multiple volumes exist.
■ Multiple volume files must be created chronologically, maintaining the six-part file’s order.
7. U.S. PAROLE COMMISSION MINI-FILES
Facilities must adhere to U.S. Parole Commission rules and regulations in creating and handling
these files.
a. Origin. The Unit Secretary creates the Parole Mini-file when requested by the U.S. Parole
Commission for all commitments who are eligible for parole and will eventually be released with
U.S. Parole Commission supervision to follow.
Files on inmates who do not receive a hearing or are not granted parole, but who have a
mandatory or special parole term after release, are sent immediately after the inmate’s release to
the U.S. Parole Commission.
b. Maintenance and Use. These files are maintained at the same institution at which the inmate
is confined. When requested, the files are provided to the U.S. Parole Commission office.

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c. Contents and Organization. The contents of the Parole Mini-files are limited to the items
listed below. Files not submitted electronically must be organized with applicable materials as
follows:
(1) Sentence Data
■
■
■
■
■
■

SENTRY Sentence Computation Record.
Prosecuting Agency Report.
Report of U.S. District Judge, AO-235 form.
Report of U.S. Attorney, 792 form.
FBI Fingerprint report (RAP Sheet).
Judgment and Commitment Order.

(2) Classification Material
■
■
■
■
■
■

Progress Report (most current).
Escape Reports.
Front Side of an Incident Report.
Medical, psychological, and psychiatric reports, if disclosable.
Classification Materials.
Presentence Report of USPO (Probation form 2a), if disclosable.

(3) General Correspondence
■
■
■
■
■
■
■
■

Correspondence regarding release planning and aftercare arrangements.
Correspondence regarding detainers.
Release Certificates where applicable.
Recommendations relative to RRC or home confinement transfer, including adjustment
reports.
Committed fine documents.
Other pre-release matters.
Correspondence Relative to Parole Consideration.
Any other material requested by the Parole Commission.

(4) Parole Material
■ Notice of Hearing – Parole Application (current and previous ones), Representative, and
Disclosable Request (Parole form I-24).
■ Background Statement of Inmate (Parole form I-32).

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Note: FOIA Exempt Material is not placed in Parole Mini-files.
d. Maintenance, Security, and Access, Responsibilities and Procedures. The same rules as
for the Inmate Central File apply. Institution staff file any material described above that is
received or generated prior to transferring the files to the U.S. Parole Commission. Routine
filing material received or generated after that time is forwarded to the U.S. Parole Commission
for filing.
e. Transfers. As inmates are transferred between institutions, Parole Mini-file materials are
included with the Inmate Central File.
f. Inmate Review of Parole Commission Files. Inmates may request review of the Parole
Mini-file through the U.S. Parole Commission, in accordance with 28 CFR 2.55 and 2.56.
8. MAINTENANCE, SECURITY, AND ACCESS PROCEDURES
a. Responsibility. The Case Management Coordinator (CMC) is the official custodian of
inmate records. He/she is responsible for file retention, disposal, certification, and for court
appearances when necessary. The Regional Correctional Programs Administrator has the same
responsibilities at the Regional Office level.
At institutions where inmate files are stored centrally, the Warden’s designee has supervisory
responsibility. At institutions where Inmate Central Files are decentralized, supervisory
responsibility belongs to the Unit Manager and his/her staff. Although some delegation is
necessary, the Unit Manager is accountable for file security, control, and maintenance.
b. Accountability Requirements. The following rules apply at every institution where inmates
are confined and files maintained, regardless of whether Inmate Central Files are centralized or
decentralized.
■ Files may never be left unsecured or handled in such a way as to be accessible to
unauthorized persons. Staff ensure that inmates do not transport files and confidential
materials.
■ During the course of the work day, Central Files must be maintained in a secure area. Active
Central Files must be returned to the appropriate file cabinet by the close of the business day.
This applies to all departments that handle Central Files (e.g., Correctional Systems, Health
Services, Unit Management). Fireproof cabinets will be used for Central Files stored in
housing units.

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■ Inmate Central Files for inmates not housed in the institution (e.g., on writ, home
confinement, or housed in RRCs) are accounted for in the same manner. These files must be
kept in a separate section of the file cabinet to facilitate accountability.
■ An Inmate File Check-Out Card (BP-387) must be prepared for each volume and remain with
that volume. The card is placed in the file cabinet with the volume, and each user signs and
dates the card when a volume is removed and leaves the card in the volume’s place. This
system provides a tracking device when files are missing or needed for other purposes and
improves the ability to take inventory.
■ Inmate Central Files must be counted any time the file cabinet is unlocked. For example, if
staff are on duty and open a file cabinet, all files must be counted that day. Conversely, if
staff are on duty but have no need to open the file cabinet, the files do not have to be counted.
Staff indicate “file not opened,” initial, and date the file count record. The following
information must be included on the Inmate File Accountability Log:





Date/time of the count.
Total volumes counted.
Initials of the counter.
Reasons for any changes since the previous day’s count.

A name roster and census count must be conducted at least weekly (weekly is defined as once
per calendar week, Sunday through Saturday). This count consists of accounting for each file by
securing a name roster printout from SENTRY and comparing the files in the file cabinet with
the name roster. After completion, the printout is initialed, dated, and maintained for 90 days.
The file count record is maintained for a period of two years.
c. Security Level Requirements. Inmate Central Files in Minimum, Low, and Medium
Security Level institutions may be maintained in either the functional unit with the Warden’s
approval or in a secure, centralized location.
Inmate Central Files in High Security or Administrative Level facilities may be maintained in
either the functional unit with the Regional Director’s approval or in a secure, centralized
location.
9. ROUTINE USES OF INMATE CENTRAL FILES
The routine uses of Bureau Inmate Central Files are periodically published in the Federal
Register. This information is posted on the Correctional Programs Branch Sallyport webpage.

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10. DISCLOSURE OF INMATE CENTRAL FILE MATERIAL
The Privacy Act of 1974 sets forth requirements governing Federal agency recordkeeping
practices intended to safeguard individuals against invasions of personal privacy. The Act
forbids release of information from agency records without a written request by, or without the
prior written consent of, the individual to whom the record pertains, except in specific instances
described in the Act. Civil sanctions and criminal penalties are prescribed for violation of the
provisions of the Privacy Act.
It is, therefore, imperative that each Bureau employee be knowledgeable about this Act’s
provisions, and conform his/her conduct to the Act regarding the maintenance of records and the
release of information contained in them. The Program Statement Release of Information
establishes procedures for the release of requested records in the Bureau’s possession.
11. INMATE REVIEW OF INMATE CENTRAL FILE MATERIALS
An inmate has the option to look at Central File materials. This procedure is not required by
either the Freedom of Information Act or Privacy Act. A request submitted under FOIA, for
example, is processed formally under Department of Justice and Bureau guidelines for handling
such requests, per the specific statutory provisions. By contrast, the information contained in
this section establishes an administrative procedure for inmate access to records that can properly
be shown to the inmate in accordance with sound correctional practices.
a. Local Procedures. Each institution must adopt its own procedures and forms for submitting
and acknowledging requests and for logging and scheduling Inmate Central File reviews.
b. Inmate Request and Review. Any inmate seeking to look at his/her Inmate Central File
materials must make a request to a staff member indicating a particular need, as designated in the
local instruction:
■ The inmate’s request should be acknowledged.
■ The inmate should be permitted to review the file whenever practicable.
■ All file reviews must be done under constant and direct staff supervision. Central File
materials stored electronically are printed for inmate review as appropriate; protocols must be
in accordance with the Program Statement Information Security Programs.
■ Materials that have been determined to be non-disclosable are removed from the folder
before inmate review.
■ An entry is made on the Inmate Activity Record (BP-A0381) to show the date the inmate
reviews the file. The staff member monitoring the review initials the entry.

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c. Inmate Challenge to Information. An inmate may challenge the accuracy of Central File
materials. Unit staff take reasonable steps to ensure the accuracy of challenged information,
particularly when that information is capable of being verified. The inmate is required to provide
staff with sufficient information in support of a challenge (names of persons to contact,
government agency, etc.).
When an inmate provides such information, staff review the alleged error(s) and take reasonable
steps to ensure the information is correct.
For example, if an inmate challenges information in the PSR, staff instruct the inmate to prepare
a written challenge, which staff then forward to the appropriate U.S. Probation Office (USPO).
USPO procedures, however, do not allow changes or addendums to be made to the Presentence
Investigation Report after sentencing, since it is a court document.
If the USPO subsequently reports that the challenged information, or some part thereof, is not
accurate, staff attach the inmate’s inquiry and the USPO response to the challenged document.
Staff file this information in the applicable section of the Inmate Central File, and also make a
notation on the Inmate Activity Record (BP-A0381) to ensure that future decisions affecting the
inmate are not based on discredited information.
When the USPO verifies that the information in the PSR is inaccurate, as claimed by the inmate,
staff subsequently review, and, where indicated, correct Bureau-generated reports or data such as
the Inmate Load and Security Designation form (BP-A0337), the Custody Classification form
(BP-A0338), Progress Report, and any other reports that may have been based on the PSI.
Bureau reports, data, or SENTRY transactions should be corrected within a reasonable period of
time after identification of an inaccuracy.
If the information source provides a corrected document or data, it should be immediately
inserted in the file or data base and the inaccurate information or document removed. A notation
on the Inmate Activity Record form should acknowledge the insertion of the corrected
information or document.
d. Inmate Copies. Any inmate who wishes to receive copies of disclosable materials from the
file must make a request to institution staff. Within a reasonable time after the request,
institution staff provide the inmate copies of requested disclosable Inmate Central File materials.
Fees for copies are calculated in accordance with the Program Statement Release of
Information.

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e. Privacy Folder. Records that have been determined, under separately issued guidelines, to
be excluded from inmate review are placed in the Privacy Folder. Normally, actual placement of
documents in the Inmate Central File is the Unit Secretary’s responsibility. The Privacy Folder
is placed on top of section 5 in the Inmate Central File.
As materials from any source are submitted for placement in the Inmate Central File, they are
routed to an appropriate staff member. The Case Manager reviews the materials, to ascertain
whether to place them in the regular sections, place them in the Privacy Folder, or discard them.
Any document to be excluded from inmate review must be stamped “FOI EXEMPT.” At each
Program Review and before an inmate reviews his/her Inmate Central File, the Case Manager
reviews the file to ensure the proper location of forms and purges outdated or unnecessary forms
and documentation.
f. Parole Files. Parole Mini-files, examiner packets, and pre-hearing assessments are not
disclosable unless specifically authorized by the U.S. Parole Commission. The Parole Mini-file
and other hearing materials must be removed from the Inmate Central File prior to inmate
review. The inmate may seek review of those materials through the U.S. Parole Commission in
accordance with 28 CFR 2.55 and 2.56.
12. DOCUMENTATION OF DISCLOSURES
The Privacy Act of 1974 requires accounting for both written and oral disclosures of information
about inmates. Except for disclosures of information of records made to other Department of
Justice employees and components, and for disclosures required by the FOIA (i.e., public
information), an accounting of disclosures of any information concerning an individual contained
in a system of records maintained by the Bureau must be kept in accordance with the following
guidelines:
a. Oral Disclosures. Staff are to take the position that only public information is to be released
orally. Form BP-A0171, Record of Information Release, is designed to assist the person
receiving an oral request for information in accounting for the results of the request. The form
may also be used to document information that is released and not covered by the FOIA.
A memorandum must be prepared and retained in the file from which the record is disclosed, or
an appropriate notation is maintained in the file, attached to the recorded information disclosed.
b. Written Disclosure. Accounting for written disclosures is made in the same manner as for
oral disclosures, or may be made by retaining a copy of the correspondence requesting the
information and a copy of the response in the file from which the record is disclosed.

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13. TRANSFER OF RECORDS BETWEEN BUREAU FACILITIES
a. Transfer Out. Procedures for processing all records, including the Inmate Central File, are
outlined in the Program Statement Correctional Systems Manual.
b. Transfer In. Correctional Systems Department staff receive and process records on
transferring inmates and distribute documents and files (medical, central file, J&C, etc.) to the
respective departments.
For all other inmates returning to a Bureau institution where their file is not located, their files
are immediately requested. Files are mailed by trackable mail with signature confirmation and
processed upon receipt in the same manner as noted above.
14. REQUESTS FOR FORWARDING INMATE FILES
Requests for inmate files from individuals or agencies outside the Bureau are referred to the
Correctional Systems Department for review and action as required in the Program Statement
Correctional Systems Manual. Requests from Bureau facilities are also referred to the
Correctional Systems Department.
15. RETIREMENT OF INMATE CENTRAL FILES
a. Files on Expired Sentences. Files on these sentences are not combined with new sentence
files. However, they may be retrieved for review, then returned to the Federal Records Center
after the review is completed.
b. File Processing at Final Release. The following procedures are completed at the time of
each inmate’s release.
■ Inmate Central Files are retained for approximately two weeks after the inmate’s release.
Files for inmates housed in community release status (home confinement or RRCs) are
maintained until the final release paperwork is received. This allows for final release papers
to be consolidated and filed before the file is forwarded to the Correctional Systems
Department for inactive file storage. Unit Managers are responsible for ensuring all required
documents are in the Inmate Central File prior to retirement of the file.
■ Inmate Central Files must be preserved for 30 years after the sentence expiration. Therefore,
following release from service of the confinement portion of the sentence, medical, mental
health, and visiting records are forwarded to the appropriate unit for consolidation with the
Inmate Central File. The consolidated file is then sent to the Correctional Systems

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Department. The Judgment in a Criminal Case/Judgment and Commitment file is included in
the consolidated file at retirement.
The outside of the file folder is stamped with the year of expiration of sentence and files are
stored according to local procedures. Expiration of sentence for this purpose is defined as the
date supervision expires, plus any special parole term, probation, supervised release, or the
date released from confinement with no supervision to follow plus any special parole term.
■ Files designated for research purposes are forwarded to the Office of Research and
Evaluation (ORE), Central Office, and scheduled for disposal as ORE determines. A
notation is entered on the permanent alpha index card in each case to indicate to whom in
ORE the file was sent.
■ Material received regarding inmates who have been released from serving their sentences
must be destroyed, with the exception of death notices or certificates and copies of U.S.
Parole Commission correspondence to the U.S. Marshals Service transmitting warrants and
court orders or documents. Questionable material may be referred to the CMC or the
Regional Correctional Programs Administrator for a decision.
c. Retention and Disposal of Inmate Central Files. Specific procedures for the retention and
disposal of Inmate Central Files are contained in the Program Statement Correctional Systems
Manual.
16. INSTITUTION SUPPLEMENT
Each institution must develop an Institution Supplement that includes:
■ Procedures to ensure Inmate Central File maintenance, security, and access responsibilities.
■ The designated location and accountability procedures for pretrial and ICE files.
■ Staff accountable for standardized filing (only for institutions with centralized filing
location).
17. AGENCY ACA ACCREDITATION REFERENCES
(Staff can access ACA standards by contacting their facility’s accreditation manager.)
■ American Correctional Association Standards for Adult Correctional Institutions, 4th
Edition: 4-4095, 4-4096, 4-4098, 4-4099, 4-4245, and 4-4246.
■ American Correctional Association Performance Based Standards for Adult Local Detention
Facilities, 4th Edition: 4-ALDF-6C-15, 4-ALDF-6C-16, 4-ALDF-7D-20, and 4-ALDF-7D21.

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■ American Correctional Association Standards for Administration of Correctional Agencies,
2nd Edition: 2-CO-1E-01, 2-CO-1E-02, 2-CO-1E-03, 2-CO-1E-04, 2-CO-1E-06, 2-CO-1E07, 2-CO-1E-08, and 2-CO-1E-09.
REFERENCES
Program Statements
P1237.13
Information Security Programs (3/31/06)
P1330.17
Administrative Remedy Program (8/20/12)
P1351.05
Release of Information (9/19/02)
P5100.08
Inmate Security Designation and Custody Classification (9/12/06)
P5180.05
Central Inmate Monitoring System (12/31/07)
P5310.12
Psychology Services Manual (3/7/95)
P5321.07
Unit Management (9/16/99)
P5800.15
Correctional Systems Manual (1/1/09)
P7331.04
Pretrial Inmates (1/31/03)
TRM 5802.02

SENTRY General Use Technical Reference Manual (7/10/00)

Federal Register, Volume 41, Number 181 (9/16/76)
BOP Forms
BP-A0171
BP-A0337
BP-A0338
BP-A0381
BP-387

Record of Information Release
Inmate Load and Security Designation
Custody Classification
Inmate Activity Record
Inmate File Check-out Card

Records Retention Requirements
Requirements and retention guidance for records and information applicable to this program are
available in the Records and Information Disposition Schedule (RIDS) system on Sallyport.

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Attachment A. Inmate Central File Order
The six-position Inmate Central File provides for the organization of filed material. Material
must be filed in the following order (top to bottom) by sections when the document, report, etc.,
is appropriate, available, and disclosable to the inmate.
a. Section One: (Sentence Data/Detainers/Inmate Financial Responsibility Program)
(1) CIM White Card
(2) SENTRY Sentence Computation Record (most current)
(3) Copy of Judgment in a Criminal Case or Judgment and Commitment Papers (all)
(4) Financial Responsibility Contract (most current)
(a) Installment Schedule Agreement for Unpaid Fines form (if applicable)
(b) Cost of Incarceration Fee form (BP-546) (if applicable)
(c) Correspondence relating to IFRP (i.e. Financial Litigation Unit Correspondence)
(5) Extra Good time Recommendation (BP-390) (all)
(6) Detainer Action Letter (BP-394) (all)
(7) FBI Fingerprint Report (RAP Sheet) or request for RAP Sheet; no Bureau run NCIC/III
records in disclosable portion of File
(8) Disclosable AO-235/AO-245/USA-792, (with response, if applicable)
b. Section Two: (Classification and Parole Materials)
(1) Inmate Activity Record form (BP-381); new form for each institution (all)
(2) In-Transit Data form (most current)
(3) Copy of Transfer Order (BP-399) (all)
(4) Request for Transfer (all)
(5) Request for Management Variable Application/Updated Expiration Date or PSF Waiver (all)
(6) Custody Classification form (most current; all exception cases resulting in custody
reductions; all changes to or from MAX custody)
(7) Parole forms (in chronological order) (all)
(a) Parole Commission Appeals, National/Regional
(b) Notice of Action
(c) Notice of Action, Part II-Salient Factor
(d) Waiver of Notice, Representation or Disclosure Staff Representative form
(e) Notice of Hearing
(f) Parole Application/Waiver (I-24)
(g) Background Statement of Inmate (I-32)
(h) Attorney Witness Election forms (I-16) and (CJA 22)
(8) Related Correspondence to Parole Commission (all)

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(a) Parole Violation Warrant Application
(b) USPO packet excluding duplication
(9) Most recent signature page from progress report or program review
(10) Treaty Transfer Packet (copy, if applicable)
(a) Transfer Inquiry form (BP-297) (if applicable)
(b) Treaty Transfer Case Summary (if applicable)
(11) Executive Clemency Report (if applicable)
(12) Security Designation form (BP-337)
(13) Presentence Investigation Report (PSI) (U.S. District Courts Only)/Probation Violator
Report
(14) Correspondence relating to PSI (disclosable)
c. Section Three: (Mail, Visits, Property, etc.)
(1) Extra Photographs (most current)
(2) Identification (originals) (stored in envelope; send to R&D upon release)
(3) Approved Visiting List (most current)
(4) Correspondence relating to Visiting List (disclosable)
(5) Inmate to Inmate Correspondence Approvals (all)
(6) Acknowledgment of Inmate (BP-407) (all)
(7) Acknowledgment of Inmate (BP 408) (original signed)
(8) Inmate Personal Property Records (BP-383) (all)
(9) Confiscation & Disposition of Contraband forms (BP-402) (all)
(10) Authorization to Receive Packages or Property (BP-331) (maintain for two years)
(11) Injury Report – Inmate (BP-140) (all)
(12) Uniform Basic Safety Regulations (BP-169) (most current)
(13) Admission and Orientation (Institution and Unit) Program Checklist (current)
(14) Intake Screening form (Rights & Responsibilities) (all)
d. Section Four: ( Discipline, Work, Education Reports, etc.)
(1) Chronological Disciplinary Record for Incident Reports written prior to December 1, 1990
(2) Incident Reports, UDC Actions (all)
(3) Discipline Hearing Officer Packet; file each UDC/DHO action as a packet in chronological
order (all)
(a) Incident Report (BP-288)
(b) Inmate Rights at Discipline Hearing (BP-293)
(c) Notice of Discipline Hearing Before the DHO (BP-294)
(d) Duties of Staff Representative (BP-306)
(e) Waiver of Appearance (BP-307)

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(f) Discipline Hearing Officer (DHO) Report (BP-304)
(g) DHO Checklist (BP-447)
(h) Administrative Detention Order (BP-308)
(i) Special Housing Unit Record (BP-292)
(j) Special Housing Review (BP-295)
(k) Temporary Placement in Disciplinary Segregation Order (BP-321), including any
supporting disclosable Documentation
(4) SHU forms that are not part of a UDC or DHO packet (all)
(a) Administrative Detention Order (BP-A0308)
(b) Special Housing Unit (SHU) Record (BP-A0292)
(c) Special Housing Review (BP-A0295)
(5) Work Performance Rating forms, UNICOR and IPP (purged after incorporated into the
inmate’s progress report)
(6) Request for Vacation (most current)
(7) Education-Related Documents
(8) Drug Abuse Program correspondence (most current on top)
e. Section Five: (Release Processing)
(1) Institution/Unit Release Preparation Checklists (most current)
(2) Program Review Profile section page with notification information and corresponding
signature page
(3) Notification of Community Treatment Programs form (if applicable)
(4) USPO Plan Approval (most current)
(5) Parole Certificates, Parole form (H-13) (all)
(6) Parole Certificate Request form (most current)
(7) Release Correspondence (most current)
(8) Notice of Release and Arrival, Parole form (I-13) (all)
(9) Deportation Notice (Parole form 55) (all)
(10) Supervision Release Plan form (BP-522) (all)
(11) Certificate of Mandatory Release, Mandatory Release to Special Parole, Special Parole or
Court Designated Parole (Parole form I-33) (all)
(12) Release Authorization (BP-392) (all)
(13) Gratuity forms (BP-189 or BP-379) (most current)
(14) Notification of Prisoner Release Form (if applicable)
(15) Release of Immigration Detainee with Supervision to follow (BP-325) (all)
(16) Conditions of Probation and Supervised Release, (Probation form 7A) (if applicable)
(17) RRC Terminal Report (if applicable)
(18) RRC Packet (most current)
(a) Furlough Approval and Record form (BP-291) (RRC Only)

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(b) Institution Referral for RRC Placement (BP-210)
(c) Acceptance/Denial Documentation from RRM
(d) Memorandum from the Warden with rationale for exclusion from RRC and Home
Confinement/Inmate’s refusal to participate
(e) Community Based Program Agreement
(19) Prior Release Documents (file entire packet together)
f. Section Six: (General Correspondence) – Chronological
(1) Correspondence, General
(2) Furlough Packet (all)
(a) Furlough Questionnaire USPO (BP-302)
(b) Furlough Questionnaire
(c) Furlough Approval form (BP-291)
(d) Correspondence Regarding Furlough
(3) Record of Escorted Trip (most current)
(4) Inmate Request to Staff Member (BP-148) (all)
(5) Congressional Correspondence – Entire Packet (all)
(6) Consent forms – General (all)
Note: No Administrative Remedy Responses should be maintained in the Inmate Central File.
See the Program Statement Administrative Remedy Program for file maintenance.

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PRIVACY FOLDER. The Privacy Folder is located on the top of Section 5 of the Inmate
Central File. The Privacy Folder contains two sections:
■ FOIA Exempt material for Section I includes Central Inmate Monitoring documents and
Victim/Witness Information.
■ Section II includes other non-disclosable material from the Inmate Central File.
All material not considered FOIA Exempt is filed in the appropriate section of the Inmate
Central File.
a. Section One: Central Inmate Monitoring and Victim/Witness Notification Packet
(1) CIM (BP-339) (most current)
(2) CIM (BP-340) (all)
(3) CIM Documentation (all)
(4) Cover Memorandum to Appropriate Review Authority (all)
(5) CIM Approval Letter from Appropriate Review Authority (all)
(6) CIM Clearance Request with corresponding SENTRY Clearance Data Display
(7) Victim/Witness Protection Packet – Notification Log (all)
(a) All pre-VNS Victim/Witness Notification Documents (all)
b. Section Two: Miscellaneous Non-Disclosable Materials
(1) Secret Service Card
(2) Non-Disclosable PSI, AO 235, 245, USA 792 and Sentencing Memo/Transcript
(3) FOIA Exempt In-Transit Data form (most current)
(4) Psychological/Psychiatric Intake Screening form (BP-435 and 436) (Only FOIA EXEMPT)
documents determined by Psychology staff.
(5) Visitor Information form (BP-309) (all)
(6) Visitor Authorization for Release form (BP-310) (all)
(7) Request for Conviction Information form (BP-311) (all)
(8) Any Materials from the Central File which are FOIA Exempt are to be filed chronologically.
(9) Any other Materials that are FOIA exempt:
(a) Study and Observation Cases (all)
(b) Confidential Investigations (all)

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U.S. Department of Justice
Federal Bureau of Prisons
PROGRAM STATEMENT
OPI:
CPD/CSB
NUMBER:
5522.02
DATE:
April 1, 2015

Ion Spectrometry Device Program
/s/
Approved: Charles E. Samuels, Jr.
Director, Federal Bureau of Prisons
1. PURPOSE AND SCOPE
To provide instructions for the Bureau of Prisons (Bureau) Ion Spectrometry Device Program at
institutions.
The possession and use of illegal substances by prison inmates seriously jeopardizes the
Bureau’s mission. The ion spectrometry device is a minimally intrusive method for screening
the belongings, mail, and packages of inmates, contractors, visitors, and volunteers for the
presence of illegal substances:
■ Using the well-established scientific principles of gas chromatography and mass
spectrometry, the device detects trace amounts of illegal substances that may be present on
the person or thing tested.
■ The device is not used to detect an individual’s use of illegal substances.
■ The device manufacturer provides instructional and technical information on operation and
maintenance.
Bureau procedures for searching inmates and non-inmates are well established. Refer to the
Program Statements Searching, Detaining, or ArrestingVisitors to Bureau Grounds and
Faciltities and Searches of Housing Units, Inmates, and Inmate Work Areas. This Program
Statement supplements those policies insofar as the ion spectrometry device program is another
method for lawfully searching persons and things for the presence of illegal substances.
Operating the device requires strict compliance with the manufacturer’s specifications and this
Program Statement to ensure the test results’ accuracy, reliability, and overall integrity.

a. Summary of Changes
Policy Rescinded
P5522.01
Ion Spectrometry Device Program (2/24/2005)
■ Section 2. Clarified language regarding reasonable suspicion searches.
■ Section 5. Added: Searching staff with an ion spectrometry device is prohibited under this
policy. But the Agency reserves the right to institute such searches in the future after
fulfilling its bargaining obligations with the Union.
■ Section 6. Allowed use of powder-free latex gloves as well as cotton gloves.
■ Section 7. Removed “their hands (palm and back).”
■ Updated forms numbering to coincide with national form requirements.
b. Program Objectives. The expected results of this program are:
■ The amount of illegal substances entering Federal prisons will be reduced.
■ Decisions to deny visitors or property entry to Federal prisons will be based on accurate
device test results
■ Visitors denied entry to Bureau facilities will be able to appeal the decision(s) in their cases.
2. DEFINITIONS
a. A Confirmed Positive Test Result exists after the following three things have occurred:
■ An initial positive test for an illegal substance(s).
■ Followed by a “clear” test.
■ Followed by a positive confirmation test for the same illegal substance(s).
b. Reasonable suspicion exists if a staff member knows of facts and circumstances that warrant
rational inferences by a person with correctional experience that a non-inmate may be engaged
in, attempting, or about to engage in criminal or other prohibited activity.
“Hunches,” “gut feelings,” and “mere suspicion” alone do not meet the reasonable suspicion
standard. However, such “feelings” legitimately support continued observation, investigation,
and/or questioning, which may provide the necessary evidence to meet the reasonable suspicion
standard.

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3. PROGRAM MANAGEMENT
The following staff are responsible for managing the ion spectrometry device program:
a. National Program Coordinator. The National Program Coordinator is a Central Office
position assigned by the Assistant Director, Correctional Programs Division. This person is
responsible for drafting and implementing national policy, as well as assisting the regional and
institution coordinators with program training and implementation.
b. Regional Program Coordinator. The Regional Program Coordinators are regional positions
assigned by each Regional Director. These persons are responsible for assisting institution
program coordinators with program training and implementation.
c. Institution Program Coordinator. The Institution Program Coordinator is at the
supervisory level. The Institution Program Coordinators are institution positions assigned by
each Warden at institutions using the ion spectrometry device program. These persons are
responsible for the following:
(1) Assigning Operator Privilege Levels. Institution Program Coordinators assign operator
privilege levels as required and defined by the manufacturer’s specifications. These levels may
include:
(a) Administrator. The Institution Coordinator and at least one alternate are assigned
“Administrator” level privileges. Administrators can perform all functions of both the operator
and supervisor levels.
(b) Supervisor. Staff supervising daily operation of the ion spectrometry device program are
assigned “Supervisor” level privileges. Supervisors can perform all functions of the operator
level.
(c) Operator. Staff performing daily operation of the ion spectrometry device, who have been
properly trained, are assigned “Operator” level privileges. Operators can perform basic functions
such as analyzing samples and printing test results.
(2) Operator Training. Institution Program Coordinators ensure staff operating the device are
trained according to the device manufacturer’s specifications as well as this Program Statement,
prior to assuming a post assigned operator level privileges.
(3) Mobility and Storage. Institution Program Coordinators ensure the device is mobile, to
allow testing in various locations, and stored in an area inaccessible by inmates and non- staff
when not used.
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(4) Purchasing, Storage, and Accountability of Supplies. Prior to purchasing an ion
spectrometry device, institutions should check with the Office of Security Technology to ensure
the device will meet the needs of the agency. Institution Program Coordinators maintain an
adequate level of device supplies in a secure area, according to manufacturer specifications.
(5) Scheduled Maintenance. Institution Program Coordinators perform and document
necessary device maintenance and repairs according to manufacturer specifications. The Ion
Spectrometry Device Maintenance Summary (BP-A0728) for recording all maintenance and
repairs performed on the device.
(6) Oversight of Testing Procedures. Institution Program Coordinators ensure daily operation
of the ion spectrometry device program is performed in accordance with manufacturer
specifications and Bureau policy. This includes calibration of the machine.
(7) Use of Equipment by Non-Bureau Staff. Institution Program Coordinators ensure the
device is used by non-Bureau staff (e.g., loaned to other law enforcement agencies) only
pursuant to the terms of a Memorandum of Understanding with such agencies.
(8) Compliance with State Requirements. Institution Program Coordinators will ensure the
device is registered in accordance with state guidelines, if necessary.
4. STANDARD EQUIPMENT SETTINGS
This section prescribes standard settings and practices for the program in Bureau institutions.
The Regional Program Coordinator’s approval is required prior to changing these settings.
a. Positive Alarm Threshold Levels. To minimize positive test results based on a visitor’s
casual contact with an illegal substance(s), the device will be set at the manufacturer’s
recommended positive alarm threshold levels.
b. Audible Alarm Turned Off. Any audible alarms should be turned off to minimize possible
embarrassment and disruption when registering a positive test result. Depending upon the model
of the machine, this function may have to be performed by the Institution Program Coordinator.
Instead, a positive test result will only appear to the operator on the screen and computer
printout.
c. Printing Positive Test Results. The device should be set to print all positive test results
automatically for preservation.
The device will not be set to print negative test results.
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5. SELECTION METHODS FOR TESTING VISITORS
a. Visitor Testing. All visitors, including contractors and volunteers, except as noted below, are
subject to testing through the ion spectrometry device program:
■ Ordinarily, Department of Justice employees, state and local law enforcement personnel,
Members of Congress, and members of the Judicial Branch are not screened by the device.
However, the Warden reserves the right to test these individuals prior to entering the
institution.
■ Searching staff with an ion spectrometry device is prohibited under this policy. But the
Agency reserves the right to institute such searches in the future after fulfilling its bargaining
obligations with the Union.
■ The institution will inform all contractors and volunteers that they are subject to screening by
this device during their orientation. The Warden will ensure volunteers and contractors are
notified they may be subjected to ion spectrometry testing.
b. Random Selection Testing. While all visitors are subject to testing, institution resources and
time management will ordinarily make testing every visitor impractical. Consequently, random
visitor testing is recommended.
Random selection of visitors for testing must be conducted in an impartial and nondiscriminatory
method. While the daily method of random selection is within each institution’s discretion, the
following guidelines are recommended to ensure consistency and integrity.
A different random selection method must be determined each day prior to testing visitors. Once
determined, it must be recorded on the Ion Spectrometry Device Daily Pre/Post Operation Log
(BP-A0729) and the Ion Spectrometry Device Daily Testing Log (BP-A0730) in the spaces
provided. The Institution Program Coordinator, or designee, will be responsible for determining
what random selection method will be used.
Recommended random selection methods include, but are not limited to, the following examples,
using numbers between one and ten:
■ “Every third visitor.”
■ “Test four, skip two.”
■ “Test two, skip four, test three, skip four.”
c. Reasonable Suspicion Testing. Visitors may be tested out of random order when reasonable
suspicion exists, suggesting the visitor’s possible involvement with illegal substances.
Reasonable suspicion testing is permitted in the following situations:

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(1) Observed Suspicious Behavior. Staff may observe behavior of a visitor which suggests
possible involvement with illegal substances and meets the reasonable suspicion standard. For
example, the visitor may attempt to place him/herself in a processing order that would result in
no random testing, or the visitor may display excessive nervousness during questioning or
otherwise.
Staff must be able to define and articulate specific behavior that meets the reasonable suspicion
standard. However, if unsure such behavior meets this standard, employees will contact their
supervisor.
Additionally, intelligence information that meets the reasonable suspicion standard may justify
testing out of random order, even if unsupported by objectively observed behavior; e.g.,
information obtained from a reliable confidential informant shortly before a visit occurs. In
these circumstances, the supervisor or the Institution Program Coordinator will make the
decision to test out of random order. Ordinarily, this will be communicated in writing.
(2) Inmate Suspect List. Intelligence information may meet the reasonable suspicion standard
and suggest a particular inmate’s possible involvement with illegal substances; e.g., monitored
telephone calls, confidential informants, mail monitoring, financial transactions, urine
surveillance, etc.
Special Investigative Supervisor (SIS) staff should provide the Institution Program Coordinator a
list of inmates whose visitors should be tested out of random order due to the presence of
reasonable suspicion that the inmates are involved with illegal substances. The testing of
specific visitors of listed inmates is at the discretion of the Institution Program Coordinator.
The Institution Program Coordinator must provide this list of inmates whose visitors must be
tested out of random order to staff operating the device.
(3) Persons Accompanying a Visitor Who Tests Positive. If an inmate visitor produces a
confirmed positive test result for an illegal substance(s), and is accompanied by other person(s)
requesting to enter the institution, all persons accompanying that visitor should be tested prior to
their entering the institution.
(4) Visitors Previously Testing Positive. Visitors who previously produced confirmed positive
test results for an illegal substance(s) must be tested upon returning to visit for a period of one
year from the date of the last confirmed positive test result. After the one-year period, the visitor
should return to random testing. Procedures will be developed locally to determine how the
names of such visitors will be maintained to provide confidentiality and accessibility.

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6. PRE-TESTING PROCEDURES
Device operators must perform the following standard pre-testing procedures prior to daily
testing of persons or things.
a. Documentation. Use the Ion Spectrometry Device Daily Pre/Post Operation Log (BPA0729) to document completed pre-testing procedures.
b. Maintenance Review. Review the Ion Spectrometry Device Maintenance Summary (BPA0728) to ensure scheduled maintenance was performed.
c. Supplies. Contact the Institution Program Coordinator/Supervisor if additional supplies are
needed.
d. Random Selection Method. If preparing to test visitors contact the Institution Program
Coordinator/Supervisor to establish a random selection method.
e. Clean Test Area and Equipment. Clean the device and immediate work area with presaturated wipes to minimize the potential for contamination of test results.
f. Pre-Test Validation. Perform the manufacturer’s pre-test validation steps to ensure the
device is operating correctly. Successfully performing and documenting these steps is required
to support the test results’ validity. Print and save all validation test results. A complete copy of
the manufacturer’s handbook will be kept with the machine and/or otherwise readily available
for use.
If the device fails to complete any of the validation steps successfully, it should be assessed for
necessary troubleshooting, maintenance, or repair.
Upon correcting the situation, all pre-test procedures must be repeated successfully prior to
performing actual tests.
Device operators must wear clean white cotton gloves or powder-free latex gloves while
performing validation procedures. For cost effectiveness, institutions should wash cotton gloves
in the institution laundry and re-use them. The program coordinator will ensure a sufficient
quantity of clean gloves is on hand at all times.
Work Area Test. Conduct a sample test of the immediate surrounding work area, including the
gloves that are worn. This step ensures the absence of contaminants in the work area. Record
the results on the Ion Spectrometry Device Daily Pre/Post Operation Log (BP-A0729). If a

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positive test result is obtained, the area must be re-cleaned and tested until a negative result is
obtained.
7. VISITOR TESTING PROCEDURES
Use the following procedures for testing all visitors under the program.
a. Controlled Area. Conduct testing in a controlled area which, following each test, prohibits
contact between processed and unprocessed visitors. This minimizes the opportunity for visitors
to transfer illegal substances after testing.
b. Documentation. Document all visitor testing on the Ion Spectrometry Device Daily Testing
Log (BP-A0730).
c. Explanations to Visitors. Carefully explain the testing process to visitors, being certain to
cover the following points:
■ The device tests for the presence of illegal substances, not an individual’s use of illegal
substances.
■ Explain the manner in which the test will be conducted; e.g., “the hand-held device will be
passed over your, pants pockets, waist area, pants cuffs (or shoe area), and personal
identification.”
■ Visitors are free to refuse the test and depart the institution grounds immediately.
■ A visitor’s refusal to be tested, by itself, is not a sufficient basis for detaining the individual
or contacting Federal/local law enforcement for further investigation. This information,
however, should be relayed to the SIS office for intelligence purposes.
d. Testing Method. Test visitors by passing the hand-held device over:
■
■
■
■

The tops of the front pants pockets.
The visitor’s waist area.
The pants cuff (or shoe area).
Personal identification (both sides).

The visitor must remain directly in front of the testing station during all testing procedures.
e. Initial Test Results. All initial test results, whether positive or negative, must be recorded on
the Ion Spectrometry Daily Testing Log BP-A0730
Visitors testing negative should be permitted entry unless prohibited for other reasons.

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Visitors testing positive must remain at the testing station for further processing under Section 8.
8. CONFIRMATION TESTING PROCEDURES
Use these procedures to confirm a visitor’s initial positive test result:
a. Explanations to Visitors. Staff must carefully and professionally explain to the visitor that a
repeat test must be performed to confirm the initial test’s accuracy.
The visitor must remain directly in front of the testing station during the confirmation testing,
and may not use the restroom or otherwise attend to personal hygiene before confirmation
testing. Any violation of this rule will result in a supervisor being notified to determine if the
visitor will be allowed to visit on this date.
The visitor is free to refuse confirmation testing and depart the institution grounds immediately.
A visitor’s refusal to be tested, by itself, is not a sufficient basis for detaining the individual or
contacting Federal/local law enforcement for further investigation. This information, however,
should be relayed to the SIS office for intelligence purposes.
b. “Clear” Test Procedures. Perform the following “clear” test to eliminate the possibility that
equipment contamination caused an initial positive test result:
■ Remove original gloves and replace with new ones. Wipe the surface area of the testing
device with a pre-saturated wipe.
■ With a fresh testing device, test the actual gloves that will be worn by the operator. If this
test is positive, repeat the “clearing” process until a negative test is obtained. If a negative
test cannot be obtained, the Institution Program Coordinator should be contacted for possible
troubleshooting, maintenance, or repair of the device. Once a negative test is obtained,
proceed with the confirmation test.
■ If a negative “clear” test cannot be obtained and testing is halted for the day, visitors should
not be denied entry solely on an unconfirmed initial positive test result.
c. Confirmation Test. Conduct a confirmation test of the visitor similar to the initial test.
Confirmed positive test results must be documented on the Ion Spectrometry Device Positive
Alarm Log (BP-A0731). Visitors testing negative should be permitted entry unless prohibited
for other reasons.
A confirmation test that is negative for the substance(s) that initially tested positive, but is
positive for a new substance(s), must be treated as an initial positive test for the new

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substance(s). A confirmation test for the new substance(s) must be performed according to these
procedures.
9. CONFIRMED POSITIVE TEST RESULTS
Staff must take precautions to prevent illegal substances from entering Bureau institutions.
This includes the possibility that a visitor may conceal an illegal substance(s) in a body cavity, or
by oral consumption, which is expelled after gaining entrance to the institution.
Furthermore, delivery of an illegal substance(s) can occur directly to an inmate or other person,
or may be concealed on the institution grounds for later retrieval by an inmate or other person.
Consequently, to protect the safety, security, and orderly operation of Bureau institutions, a
confirmed positive test result for an illegal substance(s) may satisfy the reasonable suspicion
standard, warranting further investigation, searches, controlled visitation, or denied visitation.
Consistent with the Program Statement Searching, Detaining, or Arresting Visitors to Bureau
Grounds and Facilities, Wardens should assess every situation in which a visitor produces a
confirmed positive test on its own merits in reaching a final decision.
Pursuant to that Program Statement, Wardens possess broad discretion to require pat/visual
searches as a prerequisite to visitation, controlled or non-contact visitation, or a complete denial
of visitation.
a. Pat or Visual Searches. Refer to Program Statement Searching, Detaining, or
ArrestingVisitors to Bureau Grounds and Facilities.
b. Controlled Visitation. Visitors producing a confirmed positive test result may be subject to
restricted visiting in accordance with the Program Statement Searching, Detaining, or
Arresting Visitors to Bureau Grounds and Facilities. As indicated in that policy, the Warden
must authorize controlled visitation.
c. Denied Visitation. Visitors producing a confirmed positive test result may be denied
visiting in accord with the Program Statement Searching, Detaining, or Arresting Visitors to
Bureau Grounds and Facilities.
Denial of visitation must be authorized by the Warden or designee. If denied visitation based on
a confirmed positive test result, the visitor may seek a re-entry after 48 hours.

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Subsequent confirmed positive tests that result in denial of visitation will be handled as follows:
■ Second Occurrence. The visitor’s visiting privilege will be suspended for 30 days.
■ Third Occurrence. The visitor’s visiting privilege will be suspended for 90 days.
■ Fourth and Subsequent Occurrences. The visitor’s visiting privilege will be suspended for
180 days.
Another institution may use a visitor’s previously confirmed positive test results from one
institution as a foundation for increasing the consequences of the same inmate visitor
incrementally, as indicated above.
d. Explanations to Visitors. Staff authorized to deny a visit must explain carefully and
professionally to the visitor that he/she tested positive for the presence of an illegal substance,
and the resulting consequences. When denying visitation, staff must also observe the following
procedures.
If visiting is denied, the visitor will be given a completed Notice of Denied Visitation form (BPA0732). This form also instructs the visitor how to appeal a denial of visitation to the Warden
(see Section 12).
Visitors must be reminded the device tests only for the presence, and not the use, of illegal
substances.
Visitors must not be informed of the type of substance for which they tested positive. This is to
prevent the visitor from fabricating a physician’s verification that attempts to justify the presence
of the particular substance.
Staff must not explore or discuss with visitors the possible source(s) from which contact with an
illegal substance(s) may have occurred. Staff may inform visitors, however, that the device is
calibrated to register positive test results only at levels greater than would normally be
encountered through casual contact.
e. Documentation. Complete and accurate documentation is vital to the program’s integrity.
The following documentation must be completed and retained following every visitor’s positive
confirmation test for an illegal substance(s).
(1) Ion Spectrometry Device - Positive Alarm Log (BP-A0731, Page 1). This includes
recording pertinent information as defined on the form and attaching the device’s relevant
computer printouts.

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(2) Positive Alarm History (BP-A0731, Page 2). Once completed, this includes the visitor’s
prior history of confirmed positive test results, if any, obtained from the Inmate Visiting
Computer Program. Attach the visitor’s – Notice of Denied Visitation form (BP-A0732) to this
form.
(3) Inmate Visiting Computer Program “COMMENTS.” Ensure appropriate entry noting
the:
■
■
■
■

Date.
Time.
Positive alarm.
The consequence resulting from each positive test.

10. INMATE TESTING
Consistent with the Program Statement Searches of Housing Units, Inmates, and Inmate
Work Areas, the ion spectrometry device may be used to test for the presence of illegal
substances on inmates, their personal belongings, housing units, and work areas.
The following implementing procedures apply:
a. Pre/Post Testing Procedures. Staff must follow the pre- and post-testing procedures
described in Sections 6. and 12, including using an Ion Spectrometry Device Daily Pre/Post
Operation Log form (BP-A0729).
b. Testing Procedures. Staff must follow the manufacturer’s specifications for performing tests
of persons, places, and/or objects.
c. Positive Test Results. Positive test results must be documented and maintained by the
Institution Program Coordinator and include:
■
■
■
■

Date and time test was performed.
Person, place, or thing producing the positive test result.
Inmate name and register number (if any) associated with the positive test result.
Device operator’s name and signature.

An initial positive test result for an illegal substance(s) may be used to justify further
investigative activity; e.g., inmate interviews, placements in administrative detention, reasonable
suspicion urinalysis testing and placement on a suspect test list, visual search of inmate and

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living quarters, focused correspondence or telephone reviews, etc. Evidence obtained as the
result of further investigation may support inmate disciplinary proceedings.
An initial positive test result may also be used to support programming decisions reasonably
related to the inmate’s possible involvement with illegal substances; e.g., revocation of gate pass
or community program involvement.
Such administrative status changes should relate only to those programming aspects connected to
the suspected means of introducing, distributing, or using illegal substances. Such program
changes are not punitive in nature, but rather reasonably related to the legitimate penological
interests of preventing inmate use of illicit substances.
d. Inmate Discipline. Staff must not initiate inmate discipline proceedings based solely on a
positive ion spectrometry device test result for illegal substance(s). Under the Program
Statement Inmate Discipline Program, “possession” and/or “introduction” of illegal substance
charges are ordinarily understood to apply when usable amounts of illegal substance(s) are
confiscated; e.g., amounts visible to the unaided observer.
Consequently, evidence in addition to the positive ion spectrometry device test result itself must
exist to support inmate disciplinary proceedings; e.g., a usable amount of illicit substance or a
positive urinalysis test.
11. POST-TESTING PROCEDURES
The following standard post- testing procedures must be followed at each institution using an ion
spectrometry device. These procedures must be followed regardless of the type of testing
performed that day − visitors, inmates, or packages.
a. Post-Testing Validation Test. After completing the day’s testing, perform a validation test
identical to the one performed at the beginning of the day’s testing (see Section 6.f.). Record the
results on the Ion Spectrometry Device Daily Pre/Post Operation Log (BP-A0729).
b. Storage. When not used for testing, the Institution Program Coordinator must ensure the
device is stored in an area inaccessible by inmates and non-staff.
12. APPEALS
a. Visitors. Visitors denied entrance to an institution based on a confirmed positive test result
for the presence of an illegal substance(s) may appeal in writing to the Warden.

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Written appeals should indicate the visitor’s name, address, and purpose for visiting, including
the inmate’s name and register number, if applicable.
Written appeals should also indicate the location, date, and time of testing positive. Visitors
appealing the denial of a visitation may include a physician’s verification indicating a prescribed
substance(s), in an effort to explain confirmed positive test results.
If dissatisfied with the Warden’s response, visitors may further appeal to the appropriate
Regional Director. Wardens’ responses should inform the visitor of the identity and location of
the appropriate Regional Director.
If dissatisfied with the Regional Director’s response, visitors may further appeal to the Assistant
Director, Correctional Programs Division, Central Office. Regional Directors’ responses should
inform the visitor of the identity and location of the Assistant Director.
b. Inmates. Inmates may seek formal review of grievances through the Bureau’s
Administrative Remedy Program.
13. TRAINING
The Institution Program Coordinator will ensure staff operating the device are trained to the
manufacturer’s specifications. No staff will be expected to operate the device without proper
training.
14. RECORD KEEPING
The SIS will retrieve and maintain all records referred to in this Program Statement. The IPC
will ensure all required forms and notices were completed and forwarded to appropriate staff
member(s). All records will be retained for a minimum period of two years.
15. INSTITUTION SUPPLEMENT
Each institution using an ion spectrometry device will have an Institution Supplement indicating
the Institution Program Coordinator by title.
16. AGENCY ACA ACCREDITATION PROVISIONS
■ American Correctional Association Standards for Adult Correctional Institutions, 4th Edition:
4-4186 and 4-4503
■ American Correctional Association Performance Based Standards for Adult Local Detention
Facilities, 4th Addition: 4-ALDF-2A-13 and 4-ALDF-5B-04
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■ American Correctional Association Standards for Administration of Correctional Agencies,
2nd Edition: None.
REFERENCES
Program Statements
P1330.18
Administrative Remedy Program (1/06/14)
P5270.09
Inmate Discipline Program (7/08/11)
P5500.14
Correctional Services Procedures Manual (10/9/12)
P5510.15
Searching, Detaining, or Arresting Visitors to Bureau Grounds and Facilities
(7/17/13)
P5521.05
Searches of Housing Units, Inmates, and Inmate Work Areas (6/30/97)
BOP Forms (available on Sallyport)
BP-A0728
Ion Spectrometry Device Maintenance Summary
BP-A0729
Ion Spectrometry Device Daily Pre/Post Operation Log
BP-A0730
Ion Spectrometry Device Daily Testing Log
BP-A0731
Ion Spectrometry Device Positive Alarm Log
BP-A0732
Ion Spectrometry Device − Notice of Denied Visitation
Records Retention
Requirements and retention guidance for records and information applicable to this program are
available in the Records and Information Disposition Schedule (RIDS) on Sallyport.

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