A.05.02 Mail Procedures (Incoming)

Procedure Standard

• Procedures relating to the efficient handling of inward correspondence.

Necessary Forms and Requirements

• Seized/Inspected Mail Register
• Inward Mail Register
• Parcel Approval Form

Procedure

Inmate Entitlements

1. Prisoners may receive as much mail as they wish.

Parcels

1. Any prisoner requiring a parcel to be received by post must obtain prior written approval from the Unit Manager or delegate.
2. A copy of the approval is to be forwarded to the Receiving Office and Mail Clerk.
3. Upon receipt, the parcel will be inspected by the Mail Clerk and the contents verified by a witness.
4. The parcel is to be forwarded to the Receiving Office for processing.

Mail Collection

1. The mailbox will be cleared every day with the exception of weekends and public holidays.

Delivery of Mail to the Inmates

1. The Drug Detector Dogs shall also be utilised in random searches of incoming mail.
2. Checked mail will be delivered to the respective unit daily.
3. Upon receipt in the unit, the unit officer shall be responsible for the distribution of prisoners’ mail.

Other Mail

1. Inward mail, other than that addressed to a prisoner is to be sorted handled and delivered into relative pigeon holes expeditiously.

Mail Register

1. A register is to be maintained by the Crime Prevention Manager containing:
   • details of every letter read, or withheld and parcel inspected or withheld under regulations sections 107 and 108, Corrections Act 2004;
   • 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.

Flowchart

Key Roles and Responsibilities

Prison Manager

1. Deal with mail referred by the Mail Clerk and decide if it is to be:
   • Opened, read or withheld
   • Put into the prisoner’s property
   • Referred to Crime Prevention Manager and/or Police
   • Discussed with the sender

Crime Prevention Manager

2. Maintain a Mail Register in accordance with this procedure.
3. Deal with mail referred by Mail Clerk or designated Manager.
4. Liaise with police if necessary.

Mail Clerks

5. From IOMS print out, sort prisoner mail into their respective accommodation units.
6. Do not open mail if there is a covering letter from an Official agency or Legal adviser.
7. If there is strong suspicion that mail from a legal adviser may contain an unauthorised article refer the mail to the Unit Manager.
8. Open all other prisoner mail and look for non-authorised items.
9. Do not read mail routinely, but mail may be read or withheld in accordance with PPM A.05.
10. Log in to the Inward Mail Register any item of value; cheques or money orders will be referred to accounts.
11. Refer any unauthorised items to the Crime Prevention Manager if the item is prohibited.
12. Reseal envelopes after search.
13. Place in unit in tray for collection.