OAR 291-121-0030
Procurement of Materials
(1)
General:(a)
Procurement of materials shall be handled in accordance with ORS 421.142 (Manufacture and sale of handiwork);(b)
An inmate will not be denied participation in a handiwork program merely because of lack of personal funds if donated property or materials are available. Trading of materials for labor or other trading between inmates will be prohibited.(2)
Mill Creek Correctional Facility: The method for procuring tools, supplies, and equipment must be approved by the facility commander or designee.(3)
Oregon State Correctional Institution:(a)
All materials must be purchased from an approved vendor. Inmates will be required to pay postage. Designated times during the week will be set aside for purchase of hobby craft materials and supplies. All projects must be approved by the hobby shop supervisor. Any inmate may appeal any negative decision on a proposed project to the Activities Manager; Assistant Superintendent, Program Services; and Superintendent, in that order;(b)
All incoming materials must be shipped through the warehouse with a Package Authorization Form (CD 948) attached to the outside of the package;(c)
All donated materials must be approved by the hobby shop supervisor and listed on a Recreation Property Transaction Form (CD 252);(d)
Inmates purchasing craft materials will complete and submit Hobby Shop Order Form (CD 753) to the hobby shop supervisor for approval and signature. Upon arrival, the hobby shop supervisor will turn the form in to the canteen officer during normal canteen operating hours. The canteen officer will verify the inmate has sufficient funds, debit the account appropriately and return the approved form to the hobby shop supervisor;(e)
Upon receipt of materials, the hobby shop supervisor will complete and submit Hobby Shop Transaction Form (CD 254) and submit one copy each to the hobby file and the inmate. Upon completion of this form, property will be subject to the Department of Corrections rule on Personal Property Control and Disposition (Inmate) and Oregon State Correctional Institution requirements. Proper procurement information such as receipts or Recreation Property Transaction Forms must be available for all inmate owned property.(4)
Oregon State Penitentiary:(a)
Materials and tools must be purchased from an approved vendor:(A)
The inmate will be required to pay postage;(B)
Donated items must be from a vendor and approved by the Assistant Superintendent, Security.(b)
Requests for purchasing of materials and tools will be submitted to the hobby shop supervisor for approval:(A)
Order forms will establish that finished articles are, in fact, projects completed from legitimately acquired materials;(B)
Tools and materials will be related to hobby shop assignment only;(C)
A signed Withdrawal Request Form (CD 28D) must accompany the request to pay for materials, tools, and required postage;(D)
The hobby shop supervisor will submit all orders to the Assistant Superintendent, Security or designee for final approval and then forward them to the Central Trust Accounting Unit;(E)
All materials received from vendors will be delivered directly to the receiving warehouse and stored in a secure area until signed for by the Operations Captain/Lieutenant or designee. On a weekly basis, the materials will be searched in the warehouse by the Operations Captain/Lieutenant or designee prior to delivery to the hobby shop;(F)
The Assistant Superintendent, Security will designate a time schedule to ensure the weekly delivery of supplies to the hobby shop.(c)
All tool orders will be reviewed by the Operations Captain/Lieutenant;(d)
A security staff member will be required to ensure the delivery of orders to the hobby shop:(A)
Upon receipt of the orders to the hobby shop, the supervisor will inventory the items received and personally re-inventory each item with the inmate;(B)
A notebook labeled “Supplies Received” will be kept by the hobby shop supervisor. All incoming orders will be noted. Information will include the inmate’s name and number, the shipper and order number, and the institution’s order number. Any items not shipped or on back order and any refunds or balances due will also be noted;(C)
All supplies received without appropriate shipping invoices will be returned to the shipper collect;(D)
Delivery of supplies can be made at any time designated by the Assistant Superintendent, Security (at least one time per week);(E)
An up-to-date inventory sheet will be posted on the inside of the cabinet doors at each work area. The inmates assigned to benches are responsible for keeping bench inventories current.(5)
Oregon Women’s Correctional Center:(a)
Inmates shall purchase all raw materials for personal use for arts and crafts projects with their own funds. State-owned property is not sold or given to inmates for handicraft purposes unless inmates are involved in a structured workshop or class. These items shall not be sold by the inmates;(b)
The Recreation Therapist may accept any approved donated materials to be distributed to interested indigent inmates;(c)
The Recreation Therapist may accept donated materials from approved vendors for inmates to be used in constructive handiwork programs. Handiwork manufactured from these materials become the property of the inmate participants;(d)
A volunteer conducting an approved handicraft program may donate materials for use in the program. These materials may become the property of the inmate upon completion of a handicraft;(e)
The Recreation Therapist shall maintain a Donated Materials Form (CD 802) showing the date, donor, type of material, and inmate receiving the material;(f)
Inmates with funds may obtain arts and crafts materials by submitting a Withdrawal Request (CD 28D) made payable to an approved vendor and a Ceramic Order Form (CD 621) or a Vendor’s Order Form to the Recreation Supervisor. The Recreation Supervisor will keep a copy of the vendor order to verify authorization of all incoming craft packages;(g)
The Recreation Supervisor will forward the Withdrawal Request (CD 28D) to the Education Services Manager for approval. The education secretary will send the request to the Superintendent’s assistant who will forward it to the Central Trust Accounting Unit. The Central Trust Accounting Unit shall send final approval notice to the inmate. Withdrawal Requests showing insufficient funds shall be returned to the Recreation Supervisor to be returned to the inmate;(h)
The Central Trust Accounting Unit shall send a check made out for the materials to the vendor;(i)
The Oregon Women’s Correctional Center is not responsible for damage to inmate handiwork, except for damage due to staff and assigned recreation clerk accident or negligence;(j)
All incoming craft packages shall be routed to the Recreation Supervisor to be searched and given to the inmate;(k)
Toxic, caustic, or flammable products shall be handled in accordance with the Department of Corrections rule on Hazard Communications.
Source:
Rule 291-121-0030 — Procurement of Materials, https://secure.sos.state.or.us/oard/view.action?ruleNumber=291-121-0030.