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Policy 516Santa Ana Police Department Custody Manual Copyright Lexipol, LLC 2025/05/23, All Rights Reserved. Published with permission by Santa Ana Police Department***DRAFT*** Staff and Incarcerated Person Contact - 1Staff and Incarcerated Person Contact 516.1 PURPOSE AND SCOPE Interaction with incarcerated persons allows for continual assessment of the safety and security of the facility and the health and welfare of the incarcerated persons. However, inappropriate interaction can undermine security and order in the facility and the integrity of the supervision process. This policy provides guidelines for appropriate and professional interaction between members and incarcerated persons, and is intended to promote high ethical standards of honesty, integrity, and impartiality as well as increase facility safety, discipline, and morale. Violation of this policy may result in disciplinary action up to and including dismissal. Members who seek information or clarification about the interpretation of this policy are encouraged to promptly contact their supervisor. 516.2 POLICY The Jail Administrator shall ensure that incarcerated persons have adequate ways to communicate with staff and that the staff communicates and interacts with incarcerated persons in a timely and professional manner. 516.3 GENERAL CONTACT GUIDELINES Members are encouraged to interact with the incarcerated persons under their supervision and are expected to take prompt and appropriate action to address health and safety issues that are discovered or brought to their attention. All members should present a professional and command presence in their contact with incarcerated persons. Members shall address incarcerated persons in a civil manner. The use of profanity, and derogatory or discriminatory comments is strictly prohibited. Written communication (e.g., request forms, incarcerated person communication, grievances, rules infraction forms, disciplinary reports) shall be answered in a timely manner. Such communication shall be filed with the person's records. Members shall not dispense legal advice or opinions, or recommend attorneys or other professional services to incarcerated persons. While profanity and harsh language are prohibited, the Department recognizes the necessity for staff to give incarcerated persons direction in a firm, determined, and authoritative manner in order to maintain proper supervision and control. Authoritative directions to persons are particularly instructed when activities or events pose a threat to the safety or security of this facility. 516.4 ANTI-FRATERNIZATION Personal or other interaction not pursuant to official duties between facility staff with current incarcerated persons, persons who have been discharged within the previous year, their family Santa Ana Police Department Custody Manual Staff and Incarcerated Person Contact Copyright Lexipol, LLC 2025/05/23, All Rights Reserved. Published with permission by Santa Ana Police Department***DRAFT*** Staff and Incarcerated Person Contact - 2members or known associates have the potential to create conflicts of interest and security risks in the work environment. Members shall not knowingly maintain a personal or unofficial business relationship with any persons described in this section unless written permission is received from the Jail Administrator. Prohibited interactions include but are not limited to: (a)Communications of a sexual or romantic nature. (b)Salacious exchanges. (c)Sexual abuse, sexual assault, sexual contact, or sexual harassment. (d)Exchanging letters, phone calls, or other similar communications, such as texting. (e)Exchanging money or other items. (f)Extending privileges, giving or accepting gifts, gratuities, or favors. (g)Bartering. (h)Any financial transactions. (i)Being present at the home of an incarcerated person. (j)Providing an incarcerated person with the staff member's personal contact information, including social media accounts. 516.4.1 EXCEPTIONS The Jail Administrator may grant a written exception to an otherwise prohibited relationship on a case-by-case basis based upon the totality of the circumstance. In determining whether to grant an exception, the Jail Administrator should give consideration to factors including, but not limited to: •Whether a relationship existed prior to the incarceration of the person. •Whether the relationship would undermine security and order in the facility and the integrity of the supervision process. •Whether the relationship would be detrimental to the image and efficient operation of the facility. •Whether the relationship would interfere with the proper discharge of, or impair impartiality and independence of, judgment in the performance of duty. 516.5 REPORTING Members shall promptly report all attempts by incarcerated persons to initiate sexual acts or any salacious conversations, and forward any correspondence from an incarcerated person or former incarcerated person to the Jail Administrator or the authorized designee. Members shall report all attempts by incarcerated persons to intimidate or instill feelings of fear to their supervisor. Members shall promptly notify their immediate supervisor in writing if: Santa Ana Police Department Custody Manual Staff and Incarcerated Person Contact Copyright Lexipol, LLC 2025/05/23, All Rights Reserved. Published with permission by Santa Ana Police Department***DRAFT*** Staff and Incarcerated Person Contact - 3•A family member or close associate has been incarcerated or committed to the custody of the facility. •The member is involved in a personal or family relationship with a current incarcerated person or with a person who has been discharged within the previous year.