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TN DOC - Northeast Correctional Complex (NECX) - Mountain City

State Prison

Last Updated: November 23,2019

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General Visitation Information

VISITATION RULES

Routine visitation is on Saturday, Sunday, and state holidays as designated by the Commissioner from 8:00 a.m. to 3:00 p.m., and Monday from 5:00 p.m. to 8:00 p.m. The Main Visitation Gallery will begin to close at 2:45 p.m. and Program B at 2:45 p.m. to ensure all visitors are out of the VG by 3:00 p.m. Visitors are asked not to access the parking lot before 7:30 a.m. and should not enter the Administration Building until 7:30 a.m. on weekends and 4:30 p.m. on Mondays. Any visitor who arrives on state property before 7:30 a.m. will not be allowed to visit.

Questions or comments relating to visitation may be directed to the NECX Visitation Sergeant by calling (423) 727-7387 ext. 1068 on Saturdays and Sundays from 8:00 a.m. to 3:30p.m., Mondays from 12:00 p.m. to 8:00 p.m. and Fridays from 8:00 a.m. to 4:00 p.m.

Only four adult visitors will be permitted per inmate. All visitors entering on one pass must leave together at the same time.

Visits occur in the visitation gallery and/or picnic area of the compound or annex. Inmates in punitive segregation will have restricted visitation access as approved by the Warden. Inmates housed at the Carter County Annex will visit in the visitation building or picnic area when open. Monday night visits will occur in the administrative part of the building.

Inmates assigned to the security management units will visit in Program Building B as follows:

  • Phase I: one (1) visit per week, non-contact, immediate family only
  • Phase II: one (1) visit per week, non-contact, anyone on approved list
  • Phase ill: Contact visit in Program Building A with anyone on approved list per policy
  • (i. Inmates in transient status shall not be allowed any visitation for two weeks (attorneys and clergy are exempt). The Warden may allow special visits at the end of the two weeks for immediate family members only.

Visitors under the age of 18 must be accompanied by an adult with notarized permission from a parent/ legal guardian. All visitors must have an application with picture ID on file.

Blank copies of Visitation Application Form CR-2152 shall be furnished to all inmates with written instructions that prospective visitors shall complete, and return the forms with a current photograph to the visitation department. Applications will be approved or denied within 30 days of receipt.

All applicants are subject to a NCIC (National Criminal Information Center) background check.

The length of the visit will depend upon space available. Should overcrowding occur, visitors who arrive first may be asked to leave to allow for others to visit.

Visitors found with contraband in violation of the law are subject to possible arrest by local law enforcement and visitation privileges may be suspended for up to 12 months.

No one under the influence of drugs or alcohol will be allowed to visit.

Any visitor found with drugs or firearms while on State property may be subject to loss of visitation privileges for a period of 12 months up to and including permanent restriction.

Inappropriate or socially unacceptable physical contact as deemed by staff will not be permitted between inmates and visitors.

Visitors may not sit on the inmate's lap or vice versa.

Visitors will not wear an inmate's jacket and inmates will not wear a visitor's jacket for any reason. Inmates must dress per TDOC Policy and in an appropriate manner.

Visitors and inmates may not sit with their legs crossed over each other. Couples will not be permitted to be hugged up while leaning against the walls or laying on each other while seated.

Visitor and inmate hands must be in view at all times and may not be underneath any clothing.

Visitors may not deliver correspondence, money, printed material, packages, etc. to inmates.

Visitors are responsible for controlling their children. Children are not allowed to run and play in the main visiting area. Discipline of children is strictly up to the visitor, not the inmate.

A playground area (weather permitting) is provided for children under 12years of age. Visitors and inmates are not to access the playground area unless they have children playing in that area.

Visitors may not leave the visiting area for any reason except to go to checkpoint to take prescribed medications.

No baby strollers are allowed except when used by disabled children.

Restrooms are located in each visitation area. At no time may a visitor access the inmate'srestroom, and at no time may an inmate access a visitor's restroom. When a child must use the restroom, the visitor with whom they came must accompany them, not the inmate or another inmate's visitor.

Visitors shall not accept any correspondence, package, printed material or personal property from an inmate. All items must be processed through the property room during regular business hours.

Ifvisiting on the weekend, a·visit on the following Monday night will not be permitted unless it is an official holiday of which the hours are 8:00 a.m. to 3:00 p.m.

Visits may be denied or terminated at any time for violation of any visiting rule.

Breastfeeding is not allowed in the visiting gallery but can be done in the ladies' restroom.

Excessive amounts of jewelry will not be allowed in. Only one ring per hand and one necklace.

Prosthesis, artificial limbs (plastic or other substances), and cardiac pacemakers and defibpllators shall be allowed. The visitor may be required to present a doctor's note.

Visitors are subject to random frisk searches throughout the day at the discretion of the officer in charge of the VG.

Prescription medications must be in the original prescription bottle and left in a locked locker at checkpoint. The medication must be logged in and out by staff. Visitors will be escorted to checkpoint to take the medication.


ARTS & CRAFTS

Arts and crafts items will not be routinely carried out through visitation. Ifan inmate has an item that needs to be sent out through visitation for some reason, written permission must be obtained through the Unit Manager's office. Upon approval, the items must be brought to the property room, Monday through Thursday, to be processed. Property Room staff will provide a list to visitation staff consisting of inmate name, TDOC #, and item(s) approved to be carried out through visitation. The visitor may sign for and pick up the item(s) after the visit is over. The NECX staff will not be held responsible for the loss or damage ofany item sent out through visitation. '

CHECKPOINT PROCEDURES

All visitors must be on the inmate's approved visiting list or have a pre-approved special visit. Identification will be verified. Before proceeding to any of the visitation areas, all visitors must pass through checkpoint. At times this area becomes crowded and waiting may occur. Please be patient as the officer's process visits as soon as possible. When accessing the NECX Main Compound; visitors must pass through the metal detector and will be frisk-searched by an officer with all items emptied from pockets. After the visitor has been searched, the left hand will be stamped in ultra violet ink. The visitor must show his/her hand under the ultra-violet light to the officer in Central Control or at the checkpoints at each annex before entering the visiting gallery and after exiting at the end of the visit.

NOTE: At checkpoint at Main Compound, visitors will be given a visitor's pass. This pass must be presented to an officer at the front desk in the visiting gallery. Visitors will be seated and wait for the inmate to arrive. When the visit is over, the pass is to be given to the checkpoint officer before leaving.

COUNTS

During count time, approximately 10:45 a.m., or anytime that a count may be called, visitors shall remain seated. Inmates in the inside visitation area must stand by the wall until count is complete. Inmates in the picnic area must stand on the sidewalk until the officers have completed the count. No movement of inmates or visitors is allowed. There should be no attempt to access the restrooms or move to or from the picnic area. Cooperation will aid in the least amount of interruption to visits. ·

DRESS CODE/ INMATES

TDOC uniforms (blue shirts and striped pants) only may be worn to the visitation area. All clothing must be in good repair with no holes, patches, or alterations. Only plain white or gray T-shirts (short or long sleeved) may be worn under the TDOC blue shirt. The t-shirt must be worn and cannot be removed in the visitation area. No stacking of clothing or excessive clothing will be allowed (i.e.: sweatpants under the TDOC blue pants or more than one pair of boxers/ briefs undergarment). Regular long-johns (thermals) will not be allowed in the visitation gallery. The white TDOC stripe on pants must be clearly visible and no bleached out pants will be allowed. Pants must be worn around the waist, no "sagging".S hirt must be buttoned and tucked in the waist of the pants. Sweatshirts are not allowed. One pair of socks may be worn with boots or shoes. No open toed shoes are allowed.

Coats maybe worn October through April and must be in good repair with proper stamping and color, no faded areas, rips, holes, homemade sewn areas. Coats will be inspected by staff when entering the VG.

DRESS CODE/ VISITORS

FEMALES: female visitor's visit may be denied for the absence of proper clothing such as shoes, bra, underclothing, and slip (when wearing a dress). All apparel must have sleeves. The visit may be denied for wearing improper clothing such as halter tops, miniskirts, long split skirts, tank tops, strapless sundresses, bare midriff, wind suits, spandex pants, shorts (no shorter than 3 inches above the knee in a standing position while being worn around the waist in the manner intended) and inappropriately tom garments or garments with offensive logos or any revealing attire. The following clothing items are prohibited: sweatpants, stirrup pants, camouflage attire of any pattern or color, body suits, skirts or dresses that button up the front, service or security uniforms, pants or jackets with stripes, water bras, thongs, and hoodies. Children age 6 and under, male or female, will be allowed to wear shorts but they must not be any shorter than the middle of the thigh. Only one shirt can be worn. Flip flops are not permitted and all sandals must have a back or heel strap.

MALES: A male visitor's visit may be denied for the absence of proper clothing such as shoes, shirt or underclothing. The visit may be denied for wearing improper clothing such as tank tops, shorts (no shorter than three inches above the knee in a standing position while being worn around the waist in the manner intended) and sweat suits. No camouflage attire of any kind, military or security uniforms, or shirts with offensive logos may be worn. Visitors may be required to remove clothing if found to have on excessive clothing such as two pairs of pants, a sweat suit, or an extra shirt on under the top clothing. No sleeveless shirts or pullover hoodies are permitted.

Once visitors have entered the visiting gallery, they are not allowed to modify their attire, i.e.
unbutton a shirt or blouse to be more revealing, pull skirt up to make it shorter or remove bra or any undergarment

FOOD iTEMS

The items listed below may be brought in by visitors. Food items will not be allowed outside in the picnic area. This list is subject to change at the Warden's discretion. Ifthe item is not on the approved list, it will not be allowed into the institution. No exceptions. Food items not allowed into the institution will be taken back to the vehicle. Food will not be stored at checkpoint.

  • Sealed Lunch Meat (No Deli Meat)
  • Sliced Sandwich Bread (White, Rye, Wheat, etc.) -No Buns or Rolls
  • Mayonnaise, Mustard, Ketchup (Factory sealed/Individual packets enough for one day only)
  • Tomatoes, Lettuce, Pickles, Onions -pre-sliced and placed in a Ziplock baggie
  • Cheese -Factory Sealed, pre-sliced and placed in a Ziplock baggie
  • SalUPepper (Sealed /Individual packets)
  • Items may be placed in a clear plastic baggie or container
  • Disposable paper plates only, No reusable plastic dinnerware/silverware
  • Drinks: From VG Vending Machine Only

PARKING

At NECX Main Compound, visitors are asked not to access the parking lot before 7:30 a.m. Visitors must park in the regular designated parking spaces. Parking in any reserved spaces is prohibited. The parking spaces directly in front of the Administration Building are for temporary parking only of fifteen minutes or less. Windows must be rolled up and doors must be locked on all vehicles.

Visitors going to the Mountain City Annex must park in the main parking area. Visitors arenot to engage in conversations and visit with inmates in the annex yard. Please observe these parking rules. Visits will be terminated for the day ifvehicles are parked where they must be moved. Once you leave the visiting gallery, you may not return.

Visitors for Carter County Annex will park infront of the visitation area located at the main entrance to the institution. On Monday nights, visitors will park in theupper main parking lot near the Administration Building since visitation is held outside the program center.

PERSONAL PROPERTY PERMITTED FOR INMATES

The following items only will be allowed on the inmate's person in the visiting area:
Identification card

  • Room key
  • Wedding ring 1 (ifmarried)
  • One religious necklace
  • Institutional Pass
  • White or gray cap/or religious headgear purchased through Union Supply Anything not listed is considered contraband and will be dealt with accordingly.


PERSONAL PROPERTY PERMITTED FOR VISITORS:

  • Car keys
  • Diapers - 6 disposable per child
  • Baby food 4 in plastic see-through original manufacturer's container with unbroken seal
  • Plastic baby bottles with milk/ juice -4
  • Identification cards
  • Vending debit cards (NECX & Carter County Annex)

PERSONAL PROPERTY PROHIBITED FOR VISITORS (NOT LIMITED TO)

  • No Tobacco/ tobacco products
  • No Billfolds or purses
  • No Steel-toed shoes
  • No Cell phones or media devices (lPods, MP3 Players, etc.)
  • No excessive jewelry as it Will set off the metal detector.
  • No chewing gum. Termlliation of visitmay occur, ..·
  • No Clothing with logos that' contain picti.Jres; slogans, profanity, or vulgmty. This includes any item associated with any Security Threat Group..
  • No Camouflage clothing or accesso:tjes Qfany pattern or color
  • No stripes of any kind on pants or jeans.

PICNIC PRIVELGES

Picnic privileges are only allowed. if approved by the Commissioner of Correction. If approved, the Warden/designee will issue a memo regarding guidelines and approved items for picnic visits.

SEARCHESI VEHICLE SEARCHES

All visitors entering NECX property shall be subject to search. Visitors entering the secure perimeter of the institution shall be :frisk-searched. Other searches may be authorized as deemed neeessary by the Warden/designee. All items carried by the visitor shall also be searched before entering the institution,
i.e. picnic items, etc.

Unannounced searches will be conducted of all vehicles entering state property.K-9 Drug Detection Units may be used during these searches. All persons shall be responsible for any contraband items found in their vehicles. Local or State Law Enforcement may issue written citations, make arrests, or confiscate visitor's vehicles and belongings in the event contraband is found. It is illegal to possess alcoholic beverages on State property, weapons, drugs, type medication that cannot be readily identified by being in original containers or producing a prescription. Visitors who are suspected of introducing contraband into the facility may be required to visit in a non-contact area as to prohibit any physical contact among inmates and visitors.

SPECIAL VISITATION

Special visits may be granted subject to approval of the Warden. Associate Warden of Security, or Associate Warden of Treatment. All requests for special visits must be made at least seven days prior to the requested visit unless exceptional circumstances exist.

Special visit requests must provide a detailed written explanation as to why the visit is necessary and provide full identifying information on the visitor. Special visits are normally reserved for those visitors who have traveled in excess of 200 miles. However, at the discretion of the Warden, Associate Warden of Security, or Associate Warden of Treatment exceptions may be made.

VISITATION
PURPOSE: To establish Departmental guidelines governing the visiting of inmates.

APPLICATION: To the Deputy Commissioner of Operations, institutional employees, employees of privately managed facilities, Tennessee Rehabilitative Initiative in Correction (TRICOR) employees, interns, practicum students, and inmates, excluding any offender assigned to and actively participating in a Special Alternative Incarceration Unit (SAIU) program or the parole/probation violator program.

DEFINITIONS:
A. Child: Anyone under the age of 18 years.
B. Contraband: Any item that is not permitted by law or is expressly prohibited by Tennessee Department of Correction (TDOC) or institutional policy(ies).
C. Guardian: A person authorized by a child's custodial parent or legal guardian to be responsible for a child while visiting a correctional institution. This authorization shall be evidenced by a notarized statement from the custodial parent or legal guardian submitted to the institution for file.
D. Immediate Family: Mother, father, husband, wife, children, grandchildren, brother, sister, grandmother, grandfather, half-siblings, son-in-law, daughter-in-law, sister-in-law, brother-inlaw, mother-in-law, father-in-law. Stepparents may be considered within this definition. Stepchildren may also be considered immediate family if the offender and his/her spouse were married prior to the current incarceration and the spouse's children were minors who resided in the home, shared by the inmate and spouse, on a regular basis at the time of incarceration.
E. Legal Guardian: A person appointed by the court to provide partial or full supervision, protection, and assistance of the person of a minor, as evidenced by a certified copy of a court order.
F. Official Visitor: Employees of the TDOC, other governmental agencies, or private sector who are conducting business at the institution.
G. Prostheses: Any artificial limbs, cardiac pacemakers or defibrillators, or any other related artificial devices intended to replace or augment a missing or impaired part of the body. H. Restrictive Housing: The purposeful separation of inmates from the general inmate population in confinement or housing where measures are taken to provide maximum security and/or to control their circumstances or circumscribe their freedom. This general status is for either punitive or administrative reasons.
I. Toddler/Infant: Any child age five or below.
J. Transient Inmates: Inmates who are temporarily (not exceeding 60 days) in the in-house count of a receiving institution and in the assigned count of a sending institution.
K. Valid Identification (ID): Any original method of identification with photograph issued by a local, state, or federal agency by which to identify a particular individual.
L. Visitor: Person who has completed application/approval process for permission to visit an offender.

POLICY:
TDOC supports visitation as a part of the overall rehabilitation process; and encourages positive involvement with the family. Eligible inmates shall be allowed visitation privileges within the following guidelines. Inmates in an SAIU, Technical Violator, Special Management Unit (SMU) are permitted visitation privileges under more restrictive arrangements as specified in the institutional policy as sanctioned by TDOC.

PROCEDURES:
A. Guidelines
1. Local rules pertaining to visiting shall be available to all staff, inmates, and visitors. a. In addition to continual posting in an area accessed by visitors, a visitor's handbook shall be produced and made available for new applicants who provide a self-addressed stamped envelope with their application. Additional copies will be available at checkpoint.
(1) The visitor's handbook shall include the following statement: "Title VI of the Civil Rights Act of 1964 states that “No person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance.”
(2) The visitors’ handbook shall contain information detailing available avenues of complaint regarding alleged Title VI violations, including methods for contacting the local Title VI Site Coordinator, the Human Rights Commission, and the U.S. Department of Justice.
(3) A poster regarding Title VI compliance and complaint information shall be posted on bulletin boards in visitation areas at each institution.
b. Whenever possible, visitation policies or procedural changes should be posted on bulletin boards, announced to inmate council, and published in inmate newspapers 30 days in advance.
2. Visitation areas should have facilities accessible to handicapped visitors, including restrooms and entrance ramps to the visitation area.
3. Each institution shall be responsible for providing information to visitors about possible transportation to the institution and directions on how to reach the facility
B. Approval and List
1. A list of approved visitors shall be recorded during each inmate's initial classification.
2. Blank copies of Visitation Application, CR-2152, shall be furnished to all inmates, with written instructions that prospective visitors shall complete and return the forms with a current photograph to the Deputy Superintendent/Associate Warden in charge of visitation within 30 days. Applications should be approved or denied within 30 days of receipt.
3. No visitor shall be admitted for visitation until the application is approved, except for immediate family visitors of newly committed inmates. In such instances, the Warden shall have the names of the inmate's immediate family members added to the approved visitor's list, until receipt and approval of the visitation application. (No more than 60 days from inmate intake date shall be allowed for this purpose.)
4. Inmates housed at the diagnostic centers awaiting classification and/or transfer to their assigned institution shall only receive visits from their immediate family members.
5. If the Warden’s/Superintendent’s designee approves the applicant visitor, the name shall be entered into TOMIS conversation (LIML) Visitor. The Warden/Superintendent shall make the final decision when an applicant is initially disapproved by a designated reviewer. The inmate shall receive notification within 30 days of receipt of the application as to whether or not his/her visitor is approved. If disapproved, a reason(s) shall be noted. It shall then be the inmate's responsibility to advise the visitation applicant of the approval or denial. The inmate may appeal disapproval through the grievance procedure. (See Policy #501.01)
6. Approval of visitors shall be at the discretion of the Warden/Superintendent, in accordance with the following guidelines:
a. All immediate family members who apply and eight additional adults may be approved to visit an inmate upon receipt of Visitor Application, CR-2152.
b. Every visitor, regardless of age, shall have an approved visitation application on file. All visitors who are currently on approved lists but do not have visitor applications on file, shall submit an updated application within 6 months of the effective date of this policy.
c. Children age six and older shall have a photograph (not a photocopy) attached to their visitor application. These photographs will be updated at ages 10, 14, and 18. Updated photographs may be requested more frequently if there have been significant changes in the child’s appearance
d. Children under 18 years of age may visit provided they are accompanied by their parent, legal guardian, or guardian who is also on the inmate's approved visiting list. Identification is not required for children under the age of 16 years: however, a copy of the birth certificate and CR-2152 with a recent picture must be on file. The custodial parent or legal guardian must provide a completed and notarized Parental Consent/Release for Minor’s Visitation Form (CR-2152, page 2), which designates permission for the assigned visitors (as guardians) to accompany the child to visit and consent for the child to be searched.
e. The requirements of (d) above do not apply if a visitor is under the age of 18 and legally married to the inmate they are visiting. Proof of marriage must be provided.
f. Members of the clergy, as recognized by the chaplain or Warden/Superintendent, need not be placed on the Approved Visitors List.
g. Attorneys of record need not be placed on the Approved Visitors List.
h. Persons the Warden/Superintendent determines could have a harmful influence on the inmate and/or may constitute a threat to the security of the institution shall not be approved for visitation. This information shall be entered on E-TOMIS conversation LIMM under Visitor Concerns.
i. The following will apply for persons with past criminal felony convictions:
(1) Only immediate family members with active felony conviction records may submit a visitor application for approval six months following release from incarceration or placement on probation/community corrections or parole supervision (written consent of supervising officer/counselor is required).
(2) The Warden/Superintendent may disapprove visitation applications of immediate family members with felony convictions if it is believed that the security of the institution or safety of individuals could be jeopardized. This information shall be entered on E-TOMIS conversation LIMM under Visitor Concerns.
j. The following will apply to former employees:
(1) Current or former employees of TDOC, TRICOR or contract agency service, or contract agencies (in Tennessee), interns, and practicum students shall not be approved unless they are immediate family members of inmate.
(a) If the person’s separation from TDOC/TRICOR or contract agency service was due to a violation of state law, e.g., trafficking in contraband whether or not prosecution occurred, visitation requests will not be considered, even if the employee has become an immediate family member.
(b) If the person’s separation from TDOC/TRICOR or contract agency service was the result of a violation of Policy #305.03, Employee/Offender Interaction, visitation requests will not be considered, even if that individual has become an immediate family member.
(c) If the person’s separation from TDOC/TRICOR or contract agency service was voluntary and not due to the events as described in (a) and (b) above, the individual may submit an application for consideration after 48 months from the date of TDOC separation.
(d) If a person’s separation from TDOC/TRICOR or contract agency service was completely voluntary with no policy violation and the person is currently married to the inmate, visitation requests shall also not be considered for a period of 12 months from the date of the marriage to the inmate, nor for a period of 48 months from the date of separation. If the former employee worked at the facility where visitation would occur, visitation will not be allowed.
(2) Former TDOC/TRICOR employees, on visitation list as of October 1, 1998, shall be allowed to remain on the list. k. All sections of the CR-2152 shall be completed. If any falsification of the CR-2152 occurs by a visitor applicant, the visitor applicant shall not be allowed to resubmit a visitor application for a minimum of six months. This information shall be entered on E-TOMIS conversation LIMM under Visitor Concerns.
l. Persons participating, or those who have participated, as volunteers may be considered for visitation approval following a period of 24 months from the conclusion of the volunteer effort.
m. Visitors may be approved for placement on only one inmate’s visiting list unless there are additional incarcerated immediate family members and the relationships can be substantiated. In the event that sibling inmates are incarcerated at the same facility, immediate family members may visit those inmates at the same time at the discretion of the Warden/Superintendent.
n. Additions or substitutions to the approved list shall be made at least quarterly by the same application and approval system cited above. Applications received seeking approval to visit an inmate, who is not yet eligible for a change to his/her list, shall be placed in the inmate’s visitation file with an explanation note regarding the eligibility date for re-submission. A copy of the explanation note shall be given to the inmate who then should notify the applicant. Applications shall be updated every two years (24 months).
o. When a visitor has been removed from a non-immediate family inmate’s list due to a request from the inmate or the visitor, there shall be a one year waiting period before that visitor may be placed on another non-immediate family inmate’s visiting list.
p. After inmates are released from TDOC custody or released to probation/parole, their currently approved visitors will be required to wait one year before being considered for placement on another inmate’s visitation list that is not an immediate family member.
C. Guidelines for inmates under conviction for sex-related offenses against children:
1. An offender with a current or previous conviction for a crime involving a sexual offense against a minor is restricted from having contact visits with children under the age of 18, except under the guidelines set forth in a duly signed and witnessed Contact Visitation with Minors Agreement, CR-3619. 2. The Warden/Superintendent/designee will ensure that this form is executed for all inmates with these types of convictions, regardless of the date they entered TDOC custody. The form will be completed as a part of the classification process.
3. Inmates who refuse to sign CR-3619 shall be restricted to non-contact visits with children.
4. Any observed or reported contact of a sexual nature with a child by an inmate shall be immediately reported by the Warden/Superintendent/designee to the local Department of Children’s Services, and Child Protective Services Division.
5. A victim of an inmate convicted of a sex offense will not be permitted to visit the inmate unless specifically approved by the Warden, and then only non-contact visits shall be allowed.
D. File 1. All application files received from visitor applicants shall be maintained in the visitation file, clearly marked approved or disapproved with the signatures of the Warden/Superintendent/designee. 2. All visitation files shall subsequently be transferred as a part of the inmate's institutional record whenever the inmate is assigned to a different institution. (See Policy #403.01.1) The receiving Warden/Superintendent shall contact the sending Warden/Superintendent if visitation files have not been received within 15 days. If these files have not been received within 30 days, the receiving Warden/Superintendent shall notify the Assistant Commissioner of Prisons via electronic mail. 3. Each institution shall maintain a record of the names of all visitors admitted to the institution to visit inmates. This record will be maintained in a bound logbook separate from the inmate’s visitation file and shall remain at the institution where visit occurred. The logbook will be maintained for a period of three years. Visitor arrivals and departures shall be entered into TOMIS conversation (LIMM) Visitor History.
E. Schedule
1. The Warden/Superintendent shall establish a routine schedule of visiting which shall include Saturdays, Sundays, and the following holidays that are recognized as being state holidays:
a. New Year’s Day
b. Martin Luther King Jr. Day
c. President’s Day
d. Good Friday
e. Memorial Day
f. Independence Day
g. Labor Day
h. Thanksgiving Day *
i. Christmas Day *
*Visitation on additional days accompanying Thanksgiving/Christmas Day will be determined by the Commissioner.
2. A schedule of state holidays shall be posted on a bulletin board that is accessible to visitors. 3. The visitation schedule shall also include one evening per week to allow visiting privileges for those inmates unable to visit on weekends. This should not be construed as allowing a visitor to visit both on the regularly scheduled weekend/holiday schedule and the evening visitation. Institutional space and personnel resources and schedule should be the only reasons to limit the number of visitors or length of visits. The Warden/Superintendent, or designee, may approve other times for visitation due to unusual circumstances. Hours of visits should not interfere with the inmate’s work, education, or vocational training schedules.
4. The Warden/Superintendent or designee may approve the following types of special visits for persons on or not on the inmate’s approved list. If absolutely necessary, they may be approved for hours other than those regularly scheduled for visitation. Approved/disapproved special visiting requests will be placed in the inmate's visitation file.
a. Visitors who have traveled 200 miles or more and/or do not visit on a regular basis (at the Warden’s/Superintendent’s discretion)
b. Children, as part of a special program to promote family bonding
c. Attorneys (See Policy #105.09). Privately managed facilities shall refer to their corporate policy regarding attorneys.
d. Prospective employers, sponsors, or parole advisors e. Physicians, psychiatrists, or other health professionals (See Policy #113.30)
f. Persons significant to the inmate for purposes of crisis intervention
g. Official visitors
h. Immediate family members who are under visitation suspension when the inmate is terminally/critically ill.
5. The visitation schedule for segregated inmates should accommodate the number of visitors, length, and frequency of visits mandated by Policy #506.16.
6. Inmates assigned to restrictive housing units may be allowed visits at the Warden’s/Superintendent’s discretion. These inmates may visit in an area within the unit or may visit as scheduled with the general population. Institutional policy or procedures shall also establish visitation guidelines for protective custody inmates.
7. During an institutional emergency, visitation may be canceled as deemed appropriate by the Warden/Superintendent.
F. Security
1. Inmates in the regular visiting gallery shall be allowed brief physical contact (i.e., holding hands, kissing, and embracing) at the beginning and end of visitation.
2. The TDOC recognizes the value of family bonding in regards to the development of children (especially toddlers and infants). Visitation rules of each facility should therefore make reasonable allowances for some physical contact between parents and toddlers and infants. This allowance would apply to the natural or adoptive parent who has legal rights as a parent of a visiting infant or toddler. All visitors should expect that consideration for security may at times require that physical contact between parents and child be limited.
3. Visitors shall not enter any areas of the institution except for approved visitation areas and approved routes to and from those areas.
4. All visitors shall be searched as specified in Policy #506.06.
5. If contraband is found in the possession of a visitor, the contraband shall be confiscated and the visitor may be detained for law enforcement officials. These visitors shall be subject to possible felony prosecution as per TCA 39-16-201. If the visitor refuses to be detained, force should not be used to accomplish this. Vital information such as name, address, phone number, automobile make and model, description, license plate number and state of issue should be documented and provided to law enforcement officials. An incident report shall be submitted. (See Policy #103.02)
G. Denial, Termination, and Suspension of Visits
1. Any visitor may be denied entrance to the visiting area for any reason including, but not limited to:
a. Refusing to show proper identification
b. Refusing to submit to a search
c. Appearing to be under the influence of drugs or alcohol
d. Insufficient space for visiting
e. Possession of contraband
f. Inappropriate dress
g. Displaying of security threat group (STG) symbols or affiliation
h. Failure to clear the walk-through metal detector at any facility
2. Visits may only be terminated by the shift supervisor upon recommendation by the officer in charge of the visiting area; however, less restrictive measures are encouraged, such as warning the inmate and/or the visitor(s). Examples of reasons for warnings or termination include, but are not limited to:
a. Inmates or visitors who violate visitation conduct rules
b. Failure by visitors to control their children
3. Whenever a visit is denied or terminated, a detailed written report, including the name of the employee who witnessed the violation, shall be prepared by the official taking the action. A copy of the report shall be forwarded to the Warden/Superintendent, who will determine whether the action is warranted.
4. Other than as specified in Policy #502.01, only the Warden/Superintendent can suspend visitation privileges. In addition to suspending a visitor involved in misconduct, the Warden/Superintendent may have cause to suspend all visitors from an inmate’s list if it is believed there may be risk to the institution’s security or to the safety of individuals. When such action is taken, the Warden/Superintendent shall provide written justification for the record and provide notice to the individuals suspended. Such notice may be limited to protect the security of the institution or safety of individuals. An action of total suspension shall be reviewed within six months to determine when and who among the visitors may be reinstated. Visiting privileges may be suspended in accordance within the timeframes listed below for any reason, including, but not limited to, the following:
a. Visitor(s) and/or inmate have become intoxicated during the visit - 12 months and up to termination (strong justification is required for termination.)
b. Visitor repeatedly violated visiting rules - six months
c. Visitor continually failed to control children - six months
d. Inappropriate sexual contact - 12 months
5. In the following cases, a visitor may be suspended for a period from 12 months up to and including permanent restriction:
a. Attempting to introduce controlled substances or firearms into the institution, including concealment of weapons or controlled substances, in such a manner in the visitor’s vehicle that gives an indication of a possible attempt to introduce the contraband into the facility. Mitigating circumstances, such as traces of a controlled substance found in a vehicle in such manner not appearing to be concealed, may warrant a lesser visitation suspension penalty.
b. A visitor, who is arrested, shall be suspended pending disposition of the case which may include any conviction, disposition, e.g., incarceration, probation, or parole. Reinstatement of privileges will require submission of a new application.
c. Visitor(s) who exhibit behaviors and actions, which, in the Warden’s/Superintendent’s opinion, could jeopardize the security of the institution
6. In all instances where inmates test positive for and/or are in possession of illegal drugs, or refuse to comply with a request for a drug screen, in addition to appropriate disciplinary actions, the Warden/Superintendent shall modify the inmate’s visits, with the exception of ministers and attorneys, according to the following:
a. First Offense - Visits shall be suspended for three months.
b. Subsequent Offenses - Visits shall be suspended for additional three-month periods.
c. Following a period of visitation restriction of 12 months, inmates who continue to violate rules regarding substance abuse and risk lengthy visitation restrictions shall be given consideration by the Warden/Superintendent for limited and restricted visits by one or two members of the immediate family (or significant friend in the absence of immediate family) who may be instrumental in convincing the inmate to seek help and to comply with substance abuse regulations. These procedures shall be incorporated into the facility’s visitation policy.
d. The penalty may also be considered for reduction if the inmate successfully completes substance abuse programming.
7. In all instances where an inmate’s visits are suspended for any reason, such as drug conviction, sexual misconduct, etc., Visitation (LIMM) shall be modified to reflect this action. The reason for the suspension will be properly coded on the Visitation (LIMM) “Offender Concerns” screen and the beginning and ending dates will also be entered. This will be completed for each approved visitor on the list. Should the suspension reason be associated with a specific incident, the incident number will also be entered.
8. Copies of written notices to inmates and visitors, in all cases of visitation suspension, shall be placed in the inmates’ visitation files
H. Institutional Clinic: Inmates who are patients in the institutional infirmary shall be allowed visits in a time, place, and manner as scheduled by the Warden/Superintendent/designee on a regular basis, provided that the attending physician/health provider allows it.
I. Outside Hospital
1. Inmates who are patients in community hospitals shall not be allowed visits, unless:
a. The hospitalization exceeds two weeks continuous duration, or
b. The inmate is in critical condition or terminally ill
c. The Warden/Superintendent/designee approves the visit
2. In accordance with hospital policy, children may be allowed to visit if accompanied by an adult who has been approved by the facility and it is in accordance with hospital policy.
3. Visitation shall be restricted to two visitations per week unless the inmate is critical and a maximum of one-half hour per day per approved visitor during established hospital visitation hours, unless further restricted by the attending physician.
4. Hospital visiting rules as well as TDOC rules are to be obeyed.
5. No gifts, food, or packages shall be allowed for inmate patients.
6. Visits shall be subject to termination and/or suspension under the same criteria as with institutional visits.
7. The officer(s) in charge shall maintain a log of names of each visitor, time of arrival, and time of departure. That log shall become part of the record referenced in Section VI.(D)(3) above.
J. Transient Inmates: Inmates who are in transient status, shall not be allowed any visitation for two weeks. (Attorneys and clergy are exempt) The Warden/Superintendent may allow special visits at the end of the two weeks but only for immediate family members.
K. Visitation Areas 1. All institution visits (to include persons with disabilities) shall take place in areas designated by the Warden/Superintendent. The area should allow reasonable ease of communication between inmates and their visitors.
a. Minimum custody inmates should be given the most flexibility and choices about areas for visitation.
b. Maximum and close custody inmates at Level 4 custody facilities shall be restricted to more secure areas for visiting due to supervision requirements.
c. Attorneys and inmate clients shall, upon request, be afforded privacy for their visits.
d. Cooking at minimum-security annexes may be permitted once a week (Saturday or Sunday) during these months. The Warden/Superintendent shall develop procedures that will specify food items and allowable amounts when cooking is permitted. These procedures must be approved by the Assistant Commissioner of Prisons prior to implementation. The amount of food permitted must be in proportion to the number of persons visiting the inmate. Inmates convicted of Class A disciplinary infractions shall not be allowed to visit in these areas for a minimum of two months subsequent to the conviction. e. At the Warden’s/Superintendent’s discretion, the outside visitation areas for minimum custody inmates may be operated from April 1 through October 31. No food items, except institutional vending machine food, are approved for consumption on the outside visiting area during this time period, except during weekends where cooking is permitted.
2. Vending machines may be furnished in visitation areas.
L. Property of Visitors
1. Except for privileged official visitors or as specified in Policy #507.02, visitors shall not be allowed to deliver any items to inmates.
2. Facilities utilizing the debit card system for vending machines will not permit any monies into the visitation area.
3. Electronic communication devices are prohibited.
4. Visitors shall not be allowed to bring any items into visitation areas except:
a. Baby items (i.e. diapers, formula, unopened sealed baby food, etc.)
b. Car keys
c. Identification card
5. All other items shall be placed by the visitor either in institution lockers, where provided, or in their private cars. M. Dress Code for Visitors, Official Visitors, and Volunteers
1. Persons entering TDOC facilities should be encouraged to dress comfortably and in casual attire; however, they shall be expected to comply with the following basic dress requirements. Wardens may further define these requirements in local policy.
a. Clothing shall fit in an appropriate manner. Clothing appearing to be too large or too small for the wearer, which creates obvious gaps or exposure, or would present a hazard to the wearer will be rejected by the shift supervisor.
b. Visitors must wear undergarments. (Examples of undergarments deemed inappropriate are thongs and water brassieres.)
c. Appropriate footwear to provide basic foot protection shall be required while on institutional grounds. Open toe shoes or sandals are permitted. Steel-toed shoes, shower shoes, and flip-flops, are prohibited. d. Shorts or skirts are permitted provided the leg is covered to within three inches above the knee in a standing position with the garment worn in the position in which it is intended to be worn.
2. The below listed types of clothing are specifically prohibited throughout the year:
a. Garments manufactured from spandex or spandex-type fabrics
b. Any clothing that is transparent or translucent in nature
c. Sleeveless shirts and blouses
d. Dresses or clothing exposing a bare chest or midriff
e. Camouflage attire
f. Worn or tattered clothing with holes
g. Clothing with logos that contain pictures, slogans, vulgarity, tobacco/alcohol references, or contain signs or symbols of security threat groups (STG), or any clothing determined by the processing officer to be associated with any STG. The association may be made by color combination, designs, or logos affixed to the clothing, or the manner in which the clothing is worn.
h. Splits in dresses or skirts that extend three inches above the knee, or slits which cause the entire dress or skirt to be above three inches above the knee, will not be permitted.
i. Bandannas
3. Visitors may not wear excessive clothing such as two pairs of pants or an extra shirt under their top layer of clothing. This is necessary to prohibit the exchange of clothing between inmates and visitors.
4. Prosthesis, artificial limbs (plastic or other substances), and cardiac pacemakers and defibrillators shall be allowed and the visitor may be required to present a doctor’s statement regarding the item.
N. Institutions with closed circuit television, with recording capabilities, shall operate the recorders continuously during visitation hours. All recordings will be retained at least one week. If the recordings reveal criminal activities, disciplinary offenses, or activities resulting in inmate grievances, those recordings will be maintained until the resolution of the disciplinary, criminal proceeding, lawsuit, or grievance. Recordings, along with Chain of Custody, CR-3255, shall be maintained/secured in the office of the Associate/Assistant Warden of Security or Deputy Superintendent where applicable. O. TDOC visitation supervisors shall attend a special training program once a year at the Tennessee Correction Academy. P. Each institutional visitation handbook shall be submitted to the Deputy Commissioner of Operations for approval on or before April 1 of each year. The handbook shall contain at a minimum the following information:
1. Visitation days and hours
2. Number of visitors allowed
3. Duration of visits
4. Facility directions
5. Lodging accommodations in the area
6. Children’s area and rules
7. Picnic area
8. Restrooms
9. Dress code
10. Access to visitation area
11. NCIC background check information
12. Visitation rules
13. Transportation services
14. Complaint referrals
15. Title VI 16. Searches and contraband
17. Prison Rape Elimination Act (PREA)
Q. Any visitor, volunteer, or invited guest participating in an event at the institution shall also adhere to all dress code expectations as mandated by this policy and institutional guidelines.
R. Inmate Kiosk Services (Video Visitation): Facilities with kiosk capabilities, inmates, and their visitor(s) shall follow the guidelines as set forth in Policy #507.03 for these services.