Inmate Correspondence
and Mail Regulations

POLICY

A. All legitimate mail sent to and from persons incarcerated in Contra
     Costa County Sheriff's Detention Facilities shall be delivered to
     addressees without undue delay.

B. All mail will be delivered in accordance with security regulations of the
     Detention Division.

C. Policies and procedures governing inmate correspondence shall be
     made available to all inmates and staff, and shall be reviewed annually
     and updated as necessary.

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DEFINITIONS

1. PRIVILEGED CORRESPONDENCE: Mail between an inmate and attorneys, legal aid services, other agencies providing legal services to inmates, or para-professionals having a bona-fide association with such agencies; attorneys, judges, and clerks of federal, state and local courts; public officials and their authorized representatives acting in their official capacities; and the Facility Commander and higher ranking Sheriff's Office officials.

2. CONTRABAND: Any item that is not issued by the facility in which the inmate is being housed, or has been issued by the facility or purchased through commissary but is not being used for it's intended purpose, is a threat to the security of the facility, is in excess, or is no longer in it's original form.

3. JAIL MAIL: Correspondence between inmates housed in a Contra Costa County Sheriff's Detention Facility.

4. FOREIGN NATIONAL: Any person not having United States citizenship.

5. DIPLOMATIC REPRESENTATIVE: An official representative of a government who conducts relations with another individual, official or government.

6. LEGAL MAIL: Correspondence between an inmate and his/her attorney, the court or other legal agency.

7. SEXUALLY EXPLICIT MATERIAL: Material including, but not limited to, professional publications, personal photographs or drawings, that shows frontal nudity of either gender, including the exposed female breast (s) and/or the genitalia of either gender. (CCR3006 (c) (17(a)).

8. UNSOLICITED COMMERCIAL MAIL: Mail that is not ordered or paid for that includes advertisements for the sale of goods and services, including, but not limited to, advertising fliers or circulars, mass mailed solicitations, catalogs, credit card applications, real estate brochures, or other mail soliciting the sale of goods or services.

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INCOMING INMATE MAIL

1. All mail received for inmates at county detention facilities must have the following
    information on the face of the envelope:

          a. The full first and last name of the inmate.

                    Note: Religious names may also be included, but may not substitute
                               the name under which the inmate was booked.

          b. The inmate's booking number.

2. Mail without an identified sender, to include name and address, will be returned
    to the U.S. Post Office.

3. Mail is to be received through regular channels only.

a. No deputy or employee will accept incoming mail for any inmate.

4. Inmates may receive correspondence from any non-incarcerated person and
    in any language.

         a. The number of correspondents for an inmate should be unlimited, and there
             should be no limit on the number of letters an inmate may receive from
             approved correspondents except when there is reasonable beliefs that
             limitation is necessary to protect public safety of facility order and security. 

         b. Use of inmate mail for business purposes shall be only with the prior
              written approval of the Facility Commander.

5. There is no limit on the number of pages in each letter.

6. Mail and packages received will be delivered to the inmate within 48 hours
    receipt at the facility in which the inmate is housed.

          a. Note:  Excluding weekends and holidays

7. Mail addressed to an inmate who has been transferred or released will be
    returned to sender within 48 hours of receipt at the facility to which the mail
    is addressed.

8. All non-privileged incoming mail will be opened without the inmate being present
    and inspected for contraband.

9. With the approval of the Facility Commander, all non-privileged incoming mail may
     be read by custody staff to ensure inmate communications do not pose a threat
     to the safety of staff, other inmates, or the security of the facility, or if reasonable
     suspicion exists that it, the correspondence is being used in the furtherance of
     illegal activity.

a. A "Mail Watch" may be requested by the District Attorney's office
    and will monitored by the Classification Unit.

• The Mail Watch form will be completed and maintained by the
  Classification Unit.

           b. Inmate Legal Mail may not be read for any reason.

10.  Incoming certified or registered mail for inmates shall be processed as all other
      mail.

            a. The Facility Commander or designee will be responsible for signing for the
                certified/registered mail and will ensure the mail is properly delivered to
                the inmate without delay.

11. Any special delivery, such as Federal Express, UPS, overnight express mail, etc.,
       will be accepted if the inmate has been verified to be in custody and a return
       address is included.

12. Mail that is not returned to sender or provided to the inmate will be placed into
       the inmate's personal property.

1. The staff member shall place the material and one copy of the receipt into an envelope or box with the inmate's name, booking number and property location clearly marked on the outside.
    

2. The staff member shall attach the prepared envelope or box onto any existing property bag or box the inmate might have and return the property to the correct bin or shelf assignment.
    

3. The staff member will update the inmate's property history through JMS to reflect the addition.
    

4. Additional copies of the material receipt will be placed in the inmate's booking.

13. Incoming Mail Delivery to Housing Unit

1. The housing unit deputy is responsible for picking up mail from the facility mailroom at the beginning of each shift and after meal breaks.
    

2. The housing unit deputy will distribute mail to all inmates as close to the beginning of the shift as practical.
    

3. The housing unit deputy will deliver mail to the addressee only.
    

4. Inmates must identify themselves by their wristband or through other means of positive identification before any mail may be delivered to them.

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OUTGOING INMATE MAIL

1. All mail sent from inmates housed at county detention facilities must have the
    following information on the face of the envelope:

1. The full first and last name of the inmate.
   
   Note: Religious names may also be included, but may not
              substitute the name under which the inmate was booked.
    

2. The inmate's booking number.

2. Mail is to be sent through regular channels only.

1. No deputy or other employee will mail outgoing mail for an inmate.

3. There is no limit on the number of letters an inmate may send, except as indicated
    below:

1. Indigent inmates may send a maximum of two (2) letters per week (Monday through Sunday). There is no limit on indigent inmate legal mail.
    

2. Inmates may have an unlimited amount of correspondents.
    

3. Use of inmate mail for business purposes shall be only with the prior written approval of the Facility Commander.

4. There is no limit on the number of pages in each letter.

5. Inmates may send correspondence to any not-incarcerated person in any language.

6. Foreign nationals held in custody in Contra Costa County Sheriff's Facilities may
    write the diplomatic representatives of their county of origin, utilizing U.S. Mail.          

1. In the case of indigent foreign nationals, where regularly provided postage is insufficient to cover postage to a foreign county, Accounting will provide sufficient additional postage to cover the postal costs of such correspondence.

• Indigent foreign nationals may send a maximum of two (2) letters per week (Monday-Sunday). There is no limit on indigent inmate legal mail.

              b. Foreign nationals needing assistance in contacting their diplomatic
                  representative, particularly is accessing appropriate addresses or
                  telephone numbers, shall receive assistance from the Inmate Library.

7. Outgoing mail will be forwarded to the U.S. Post Office within 48 hours of removal
     from the inmate's housing unit.

1. Note: Excluding weekends and holidays.

8. Envelopes, stamps and writing material will be purchased through commissary.

1. Indigent inmates will receive correspondence materials for writing to family and friends in the indigent inmate kit through commissary.
    

2. Envelopes, stamps and writing material may not be received through U.S. Mail.

9. All inmate must meet all rules and regulations for mailing letters. Deliberate violations
    may result in disciplinary action or referral for prosecution to appropriate authorities.

10. With the approval of the Facility Commander, all non-privileged outgoing mail may
      be read by custody staff to ensure inmate communications do not pose a threat to
      the safety of staff, other inmates, the security of the facility, or if reasonable
      suspicion exists that it, the correspondence is being used in the furtherance of illegal
      activity.

1. A "Mail Watch may be requested by the District Attorney's office and will be monitored by the Classification Unit.

• The Mail Watch form will be completed and
  maintained by the Classification Unit.

    b. Inmate Legal Mail may not be read for any reason.

11. All non-privileged outgoing mail may be opened if a reasonable suspicion exists that
      illegal contraband may be contained within the envelope or package.

1. Outgoing mail will only be opened with the approval of the Facility Commander or designee.
    

2. The individual opening the outgoing mail will complete an incident report and crime report, if necessary.

12. Outgoing Mail From Housing Unit

1. Housing unit deputies will ensure that all outgoing mail has the inmate's full name, booking number and housing address and assignment.

• Housing unit deputies will return all incomplete envelopes to inmate for correction.
   

• Magazine "pull-outs" will not be accepted for mailing.
   

• Housing unit deputies will return all unsealed envelopes to inmates for sealing.
   

• Housing unit deputies will return  all envelopes with any writing on it other than the name and address information of  the sender and receiving party.

b. Housing unit deputies will stamp all outgoing mail with the "Inmate
    Mail" stamp.

13. Housing unit deputies will place all outgoing mail into the mail pick-up bin in the mail
      room at the completion of their assigned shift.

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PRIVILEGED CORRESPONDENCE

1. All inmates are permitted to have unlimited postage paid correspondence with their
    attorney and the courts.

2.  Privileged Correspondence may be opened only to inspect for contraband, and
     only in the presence of the inmate.

            a. Staff may not read privileged correspondence at any time.

             b. Contraband items located within privileged correspondence will result in
                  the immediate removal of the item and, dependent on the nature of the
                  offense, could result in the temporary hold or placement of the legal
                  material into evidence.

                       Note: The placement of legal material into evidence will be for the sole
                                  purpose of preserving the evidence of contraband.

3. Deputies will forward all outgoing indigent inmate legal mail to Accounting.

1. Accounting staff will verify the indigent status, band all legal mail together and place it in the outgoing mail bin.
    

2. Accounting staff will place the proper amount of postage on all legal mail, placing no limit on the number of envelopes being mailed.

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PROHIBITED MAIL

1. Staff shall not permit inmates to receive any mail which:

1. Contains instructions for the manufacturing of explosives, weapons, drugs, or other unlawful substances.
    

2. Advocates, encourages, depicts, or otherwise condones violence, the use of weapons, gang related activities, or other conduct which jeopardizes jail security.
    

3. Advocates racial, religious, or national hatred or which otherwise contains matter of a character tending to incite murder, arson, riot, or any other form of violence.
    

4. Contains sexually explicit images that depict frontal nudity in personal photographs, drawing, magazines or other pictorial format.

Explicit Material Exceptions:

• Departmentally purchased or acquired educational, medical/scientific or artistic material for the purpose of inclusion in facility libraries or educational areas.
   

• Inmate purchased educational, medical/scientific or artistic materials, including anatomical medical references books, general practitioner reference books and or guides. National Geographic Magazine, or artistic reference material depicting historical,
  modern and/or post modern era art.
   

• All inmate publications are subject to a case-by-case review and approval by the Custody Services Bureau Commander or his/her designee.

      e. Is oversized and not likely to reasonably fit in an inmate's personal
          storage drawer/bin.

     f. Contain Polaroid photographs.

     g. Have envelopes with any writing on it other than the name and
         address information of the sender and receiving party.

     h. Contain any writing/drawing in crayon, marker or colored pencils.

      i. Contain any stains or unidentifiable marks.

2. Unsolicited Commercial Mail

1. Mail deemed to be unsolicited commercial mail, as defined in this policy, will not be accepted for distribution in any Contra Costa County Detention Facility.

2. Unsolicited commercial mail will be returned to the sender if it can be done without cost to the Office of the Sheriff.
   
                    • Any unsolicited commercial mail that cannot be
                       returned without cost will be recycled or destroyed.

3. Questionable materials will be referred to the shift supervisor for review and
     approval on a case-by case basis.

4.  Sexually explicit drawings on the outside of mailing envelopes will not be accepted
     by U.S. Postal authorities and will be returned to the sender.    

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INMATE JAIL MAIL

1. Inmates are not allowed to correspond:

a. From facility to facility within Contra Costa County
    (inter facility)

b. To other inmates within the same facility (intra facility)

c.  To other inmates at any other facility (county or state)
     outside Contra Costa County.

2. Inmates may not use the United State Postal Service or any other third party to
    facilitate writing to each other while incarcerated.

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PROCESSING INMATE MAIL

1. With the approval of the Facility Commander, all non-privileged incoming/outgoing
     mail may be read by custody staff to ensure inmate communications do not pose a
     threat to the safety of staff, other inmates, or the security of the facility.

a. Inmate Legal Mail may not be read for any reason.

2.  Inspection of Mail: All general correspondence shall be opened by staff and
     examined for money or contraband.

3.  Contraband

a. Incoming mail containing contraband

•  When contraband is found which is not
    otherwise illegal, the entire contents shall
    be returned to the sender in the original
    envelope or package and marked as
    "Rejected."

•  Prior to re-sealing the envelope or package,
    a Return of Unauthorized Correspondence
    Form will be completed advising the sender
    of the reason it was returned.

•  A copy of the notice will be sent to the
    inmate and a copy will be filed.

b. Incoming Mail containing illegal contraband

•  When illegal contraband is found, the shift
     supervisor will be notified.

•  A deputy will take control of the contraband
    and letter and initiate the appropriate
    reports.

4. Processing money received through incoming mail

a. Money to inmates will only be accepted in the following 
    forms:

•  Money Orders

•  Cashiers checks

•  Local, state and federal government checks, 
    including check from other detention and
    prison authorities.

•  Traveler's checks.

b. Personal checks or cash will result in the envelope and all
    its contents being returned to sender.

• The rejected envelope shall be accompanied
    with the Return of Unauthorized
    Correspondence form.
 

c. Money Orders must be made out to:
         Contra Costa County Sheriff's Office

• The inmates' name and booking
   number must be on the face of
   the money order.

d. Money orders that have only first initials instead of a first
    name will be accepted if there is a legible booking number
    on the money order.

e. The account copy of the receipt shall be forwarded with
    the money to the accounting office, where the money will
    be credited to the inmate's account.

5. Padded Envelopes

a. Prior to opening, ascertain if the inmate is in fact in
    custody.

•  If the inmate is not in custody, return the
     envelope to the Post Office.

•  If in custody, open the envelope and transfer
    contents to a plain envelope.

b. Write the name, booking number and housing location of
     inmate on the front of a plain envelope.

•  The name of the sender should also be
    written on the envelope.

c. Throw away the empty padded envelope.

d. Process the mail in the prescribed manner.

6. Packages and reading material

a. Packages, parcels, and mail exceeding 11"x14" in size are 
    prohibited and will be returned to sender by the mailroom
    staff.

b. Softbound books will be accepted if they are mailed
     directly from the publisher or a reputable bookstore.

c. No hardbound books will be accepted.

d. Unmarked packages will be rejected and returned to the
    U.S. Post Office for disposition.

e. Exception to restrictions:

•  Textbooks (hard or soft bound), periodicals,
    magazines and books approved by the
    U.S. Postal authorities for movement
    through the mail that are legitimate legal
    references and cannot reasonably be
    made available by the facility through other
     means.

•  The Facility Commander shall review and
    approve each item on case-by-case basis.

f.  Staff shall maintain a daily Publication log.

•  This log will be available for staff members to
    view via the CSB Records Log located on
    the Facility's computer server and shall
    included the following information:

1. Name and booking number of
    inmate.

2. Name of bookstore and
    location (if applicable).

3. Number of books, magazines
    and/or newspapers

4. Book, magazine and/or
    newspaper titles.

g. All books, periodicals and magazines delivered to Contra
    Costa County Sheriff's Detention Facilities shall be secured
     in lockable, bulk mail drawer located in the reception
     lobby.

• The key to the bulk mailbox shall be
   controlled and maintained through Central
   Control.

• The staff member inspecting the mail shall
   be responsible for checking the key out at
   the beginning of the shift and returning the
   key to Central Control after the bulk mailbox
   has been locked at the end of shift.

7. All mail marked "Not in Custody" will be set-aside in a separate stack for
    crosschecking in the JMS computer after all other mail has been processed.

 a. If the computer check shows the inmate is assigned to
     another Contra Costa County Sheriff's Detention Facility,
     their mail will be routed to that facility for delivery.

 b. All other "Not in Custody" mail will be returned to sender.

8. All mail that is not deliverable to the addressee and has not return address on the
    envelope will be returned to the U.S. Post Office for delivery to the dead-letter
    office.

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DETENTION FACILITY MAILING ADDRESS

Martinez Detention Facility
901 Court Street
Martinez, Ca. 94553

West County Detention Facility
5535 Giant Highway
Richmond, Ca 94806

Marsh Creek Detention Facility
12000 Marsh Creek Road
Clayton, Ca. 94517

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