A.05.02 Mail Procedures (Outgoing)

Supporting Forms and Requirements

• Prisoner Outgoing Mail Register
• Seized / Inspected Mail Register
• Parcel Approval Form
• Prisoner Employment Sheets
• Applications for Leave of Absence

Procedure

Prisoner Entitlements

1. Prisoners may send as much mail as they wish.
2. ACRP will pay the postage of up to 3 standard letters per week sent within New Zealand. Prisoners will sign for and be issued with 3 blank envelopes per week that will be franked in the mailroom prior to being posted. Free issue envelopes will be distinguishable from envelopes available through inmate shopping.
3. ACRP will also pay for the postage for an additional 3 standard letters per week to an external agency (Inspector of Prisons, Visiting Justice, Ombudsman or Monitor). Prisoners requiring a free issue envelope for this purpose will acquire one from a unit staff member.
4. Postage for mail in addition to that provided by the prison will be at the expense of the prisoner.

Mail Collection

1. Prisoners will deposit mail at the Housing Control for their unit.
2. With the exception of mail addressed to an Official Agency or to the business address of their legal adviser, prisoners will not be permitted to seal envelopes prior to placing them at the Housing Control for posting.
3. With the exception of weekends or public holidays mail is to be cleared daily and processed by unit staff in accordance with the Unit Desk File.
4. All outgoing mail is to be stamped with the site name and postal address

Purchase of Supplies

1. All supplies for the posting of mail are to be purchased through the prisoner external shopping system and in accordance with Local Procedure ’Prisoner Purchases’
2. Any prisoner wishing to post mail to an overseas destination may purchase aerograms, which include postage, through the Prisoner External Shopping System, or the Mail Clerk may advise how much postage is required on particular envelopes to oversees destinations according to size and weight.
3. Within reason, there is no limit to the number of postal articles a prisoner may purchase.

Parcels

1. Any prisoner requiring a parcel to be posted must obtain prior written approval from the Unit Manager or PCO and meet the cost of postage.
2. A copy of the approval is to be forwarded to the Mail Clerk.
3. The parcel will be inspected by the unit staff prior to leaving the unit and the contents verified.
4. The parcel and the approval are to be forwarded to the Mail Clerk for processing and mailing.

Mail Register

1. A register is to be maintained by the Crime Prevention Manager containing:
   • details of every letter read, or with held and parcel inspected or withheld under the Corrections Regulations 2005;
   • the reason for the reading or seizure; and
   • details of any unauthorised substance or article found in the letter or parcel; and
   • details of any subsequent action taken.

Dispatch of Prisoner Mail – Outwards

2. Outgoing mail will be picked up and taken to New Zealand Post as contracted.

Flowchart

Key Roles and Responsibilities

Unit Manager

1. Deal with mail items referred by unit staff, determine if items are to be withheld.
2. Determine that there is sufficient reason to open correspondence between a prisoner and his legal adviser.
3. Ensure that prisoners are provided with adequate stationery.

Crime Prevention Manager

4. Maintain Mail Register.
5. Collect intelligence.
6. Deal with external agencies such as police.

Unit Staff

7. Clear unit mail in accordance with Unit Desk File.
8. Sort into relative destinations.
9. Sort prisoner mail for posting from internal mail.
10. Check that sealed prisoner mail is addressed to an official agency or the business address of the prisoner’s legal adviser. Do not open mail in this category unless something unusual can be felt in an envelope addressed to a legal adviser. Refer to Unit Manager unopened.
11. Return to the prisoner any sealed mail intended to be posted to people other than a legal adviser or Official Agency.
12. Check unsealed envelopes for unauthorised items, any unauthorised items found to be reported to the Crime Prevention and Unit Managers.
13. If a prohibited item is found, complete an incident report and misconduct report (if required) in accordance with PPM E.08 ‘Incident Reporting’ and PPM A.07 ‘Disciplinary Process’.
14. Seal checked envelopes with sellotape.
15. Place all mail to the Mail Clerk in the outgoing mailbag
16. Put internal mail in the internal system, and other mail into outward mail system to be franked (if necessary) and posted.

Mail Clerk

17. Check out going mail for postage.
18. Frank free issue envelopes.
19. Ensure mail is ready for courier collection by contracted time.
20. Stamp back of mail with institution name and postal address.
21. Ensure that internal mail is put into appropriate pigeonholes.