Commissioner's directive 083: Inmate committees

Applies to staff who engage inmates through the management of Inmate Committees

1. The Institutional Head will:
   1. ensure reasonable opportunities exist for inmates to assemble and associate within the institution
   2. ensure that an Inmate Committee is established and operates on a continual basis
   3. ensure that inmates have the opportunity to contribute to institutional decision-making affecting them, including consultations on policies, through the Inmate Committee, with the exception of security-related matters
   4. designate a staff member to serve as the Inmate Committee Liaison Officer
   5. ensure that voting and selection processes are in place to elect Inmate Committee members
   6. ensure that the composition of the Inmate Committee takes into account the number of inmates incarcerated at the institution, as well as incompatibles, and represents the diversity of the inmate population
   7. have the discretion to waive some eligibility criteria for inmates to run in Inmate Committee elections and serve on the Inmate Committee, taking into consideration the associated risks and the potential benefits of waiving any or some of the eligibility criteria
   8. ensure that members of the Inmate Committee, and their sub-committee(s) do not benefit from any special privileges and are subject to all regulations and directives in the same way as other inmates
   9. approve or deny Inmate Committee proposals to implement sub-committee(s), special projects and/or activities.
2. The Assistant Warden, Interventions, will:
   1. meet with the Inmate Committee at least once per month
   2. ensure that the Inmate Committee elections occur
   3. establish the date of the elections and inform the Inmate Committee Liaison Officer.
3. The Correctional Manager/Unit Supervisor and the Inmate Committee Liaison Officer will:
   1. upon consultation with the Security Intelligence Officer and the inmate’s Parole Officer, approve or deny the nominees to be candidates in the Inmate Committee elections
   2. review issues and concerns submitted by the range/living unit/house representatives.
4. The Inmate Committee Liaison Officer will:
   1. be the liaison between institutional management and members of the Inmate Committee and their sub-committee(s)
   2. participate with the Institutional Head in all meetings related to the Inmate Committee and their sub-committee(s)
   3. review the proposals submitted by the Inmate Committee and provide recommendations to the Institutional Head for their approval.

5. The composition of the Inmate Committee should be reflective of the inmate population and should represent all inmates, including those in a Structured Intervention Unit (SIU) or a Secure Unit.
6. The Inmate Committee will:
   1. include at least two elected executive members:
      1. Chair
      2. Secretary-Treasurer
   2. normally include at least one elected representative from each range/living unit/house.
7. The Institutional Head may authorize:
   1. a third elected executive member of the Inmate Committee in the position of Vice-Chair
   2. additional Inmate Committee members where necessary
   3. a limited number of range/living unit/house representatives on the Inmate Committee. These members may represent up to two ranges/living units/houses, taking into consideration the size of the inmate population and operational requirements.

8. Elections will be held at least once a year, unless there are exceptional circumstances.
9. The Inmate Committee Liaison Officer will advise inmates of elections by posting the dates in each range/living unit/house at least 60 days prior to an election.
10. All members of the Inmate Committee are elected by secret ballot.
11. The executive members of the Inmate Committee will be determined through the polling of all eligible inmates residing within the institution.
12. Non-executive members of the Inmate Committee will be determined through the polling of inmates living in the same range/living unit/house as the candidate.
13. The Inmate Committee Liaison Officer and the Correctional Manager/Unit Supervisor will supervise elections of Inmate Committee members.

14. Any inmate is eligible to serve as an executive member of the Inmate Committee who:
    1. meets the requirements identified in the section Criteria to Serve on the Inmate Committee
    2. has demonstrated the capacity to resolve conflicts in a conciliatory and reasonable manner, in collaboration with the institution’s management team and the other members of the Inmate Committee.

15. Any inmate is eligible to be a candidate for the Inmate Committee who:
    1. is willing to work varied hours
    2. has been residing at the institution for at least three consecutive months within the last year prior to the date of the elections
    3. has at least four months to serve prior to their release date or, if known, approved transfer date
    4. has not resided at the Special Handling Unit during the past six months
    5. is compliant with their Correctional Plan
    6. is not a member of or associated with a criminal organization, as outlined in CD 568-3 - Identification and Management of Security Threat Groups
    7. agrees to accept the roles and responsibilities of an Inmate Committee member
    8. has been approved to participate in the Inmate Committee elections.

16. Inmates who wish to serve as a member of the Inmate Committee will inform the Inmate Committee Liaison Officer of their intent to be a candidate and the position they are seeking, at least two weeks prior to the date of the scheduled elections.
17. By virtue of submitting their names for candidacy, inmates agree to abide by the roles and responsibilities of the Inmate Committee.
18. The Inmate Committee Liaison Officer will provide the Correctional Manager/Unit Supervisor with a list of nominees for the Inmate Committee elections.
19. The Correctional Manager/Unit Supervisor will review the list of nominees to determine their eligibility, and provide the list of approved candidates to the Inmate Committee Liaison Officer. Upon approval, a nominee will be deemed a candidate and able to participate in the elections.
20. Where an inmate has been denied eligibility as an approved candidate, the Correctional Manager/ Unit Supervisor will advise the inmate, in writing within five working days, of the reason(s) for denial.
21. In situations where there are no nominees, the range/living unit/house will be given the opportunity to select a nominee.
22. Should no other nominees be identified, the Correctional Manager/Unit Supervisor has the discretion to select a nominee.
23. The Inmate Committee Liaison Officer will:
    1. advise successful nominees of their candidacy
    2. ensure that the final list of candidates is posted in ranges/living units/houses at least one week prior to the elections
    3. place the names of the approved candidates on the ballot.

24. Scrutineers will consist of a Correctional Manager/Unit Supervisor and an inmate who will be responsible for monitoring each voting station.
25. The inmate scrutineer selection process is as follows:
    1. inmates will submit their name to the Inmate Committee Liaison Officer one week prior to the date of the elections
    2. selected inmate scrutineers may not be election candidates
    3. only one inmate scrutineer will be permitted at each voting station.
26. The Inmate Committee Liaison Officer will:
    1. select the inmate scrutineers
    2. at least three days prior to the elections:
       1. provide the final list of inmate scrutineers to the Correctional Manager/Unit Supervisor
       2. inform inmate volunteers of their selection as inmate scrutineers.

27. On election day, the Inmate Committee Liaison Officer will provide a ballot to each inmate.
28. Inmates will indicate the candidate of their choice for each of the executive positions and the range/living unit/house representative positions to be filled.
29. Inmates will place their ballot in a sealed box under the supervision of the scrutineers.
30. Once the poll is closed, the scrutineers, under the supervision of the Inmate Committee Liaison Officer, will count votes.

31. Candidates are elected to the position that they were seeking, if they have been approved by the Correctional Manager/Unit Supervisor and received the most votes:
    1. from the overall inmate population for executive positions
    2. from their range/living unit/house for other Inmate Committee positions.
32. The Correctional Manager/Unit Supervisor will:
    1. in the event of an election tie, conduct another vote where only the names of the candidates who tied for first place will be placed on the ballot. In the event of another tie, the Correctional Manager/Unit Supervisor will choose the winner
    2. in situations where there is a sole or unopposed candidate, conduct a “Yes” or “No” vote as follows:
       1. the candidate who receives a majority of “Yes” votes will be declared the winner
       2. conduct follow-up elections should the “No” vote be the majority
       3. in the event that the “No” vote remains the majority, designate an inmate as the representative for the range/living unit/house
       4. if the inmate designated for the position refuses to accept, the position will remain vacant.
33. Elected candidates may refuse a position. In such cases, the candidate with the next greatest number of votes and the Correctional Manager/Unit Supervisor’s approval will be offered the position.

34. The Assistant Warden, Interventions, will conduct by-elections to fill vacant positions within two months of the vacancy.
35. The Institutional Head may assign an inmate to a vacant position, on an interim basis, pending the next elections.

36. Inmate Committee membership is limited to two consecutive terms, unless the Institutional Head approves an extension.
37. The extension of Inmate Committee membership must be documented on the Inmate Committee file and that of the applicable member(s).

38. The Institutional Head may dismiss a member of the Inmate Committee where:
    1. the committee member’s activities pose a threat to the safety and security of the institution, staff, inmates or the public
    2. the committee member abuses their position to achieve ends which are inconsistent with the Inmate Committee’s mandate
    3. the committee member fails to adhere to their Correctional Plan or demonstrates behaviour that is inconsistent with their Correctional Plan.

39. Where an Inmate Committee member is dismissed, the Institutional Head will:
    1. inform the member in writing within 10 business days of the reason(s) for the dismissal
    2. provide the inmate an opportunity to respond verbally or in writing within 10 days of being informed of the reason(s) for dismissal.

40. Any Inmate Committee member may resign at any time if they feel that it would be in their best interest, or in the best interest of the inmate population, and submit their notice of resignation to the Inmate Committee Liaison Officer.
41. The Inmate Committee Liaison Officer will submit the inmate’s notice of resignation to the Correctional Manager/Unit Supervisor, and the Institutional Head.

42. The Inmate Committee’s Chair, Vice-Chair, and Secretary-Treasurer will normally be paid as full‑time paid positions, pursuant to CD 730 - Offender Program Assignments and Inmate Payments.
43. The range/living unit/house representatives on the Inmate Committee may be paid at the discretion of the Institutional Head.

44. Executive members of the Inmate Committee will:
    1. organize and lead the meetings of the Inmate Committee
    2. meet once a month with its members prior to meetings with the Assistant Warden, Interventions, and the Inmate Committee Liaison Officer
    3. determine topics to be discussed at monthly meetings with the Assistant Warden, Interventions, and the Inmate Committee Liaison Officer
    4. ensure that an annual report is submitted to the Institutional Head
    5. consult with the Institutional Head to attempt to resolve inmate-related matters before they are added to a meeting agenda
    6. meet with the sub-committee(s) of the Inmate Committee once a month
    7. make recommendations to the Institutional Head regarding:
       1. operations that impact the inmate population, except those relating to security matters
       2. consultations on policies
       3. the use of the Inmate Welfare Fund, pursuant to CD 860 - Offender’s Money

45. Inmates will communicate their issues and concerns relating to institutional operations and policies to their range/living unit/house representatives.
46. The range/living unit/house representative(s) will:
    1. be the liaison between inmates on their range/living unit/house and the Inmate Committee
    2. liaise with the Correctional Manager/Unit Supervisor and the Inmate Committee Liaison Officer to discuss issues and concerns that involve their respective range/living unit/house
    3. ensure that information from Inmate Committee meetings is communicated to inmates on their range/living unit/house
    4. apprise inmates of decisions that have been rendered by the Inmate Committee
    5. provide the Inmate Committee with a list of topics that inmates have identified for discussion.
47. When necessary (such as when there are conflicts between inmates and their range/living unit/ house representative), inmates can raise issues and concerns directly with the Correctional Manager/Unit Supervisor, or the Inmate Committee Liaison Officer.
48. The Correctional Manager/Unit Supervisor, or the Inmate Committee Liaison Officer will:
    1. review the issues and concerns raised by the range/living unit/house representatives and/or inmates, and liaise with the Assistant Warden, Operations, to resolve them as required
    2. inform the Inmate Committee of the decision(s) taken to address the issues and concerns raised.

49. Executive members of the Inmate Committee will meet with:
    1. institutional management, including the Institutional Head, at least four times per year
    2. the Assistant Warden, Interventions, at least once a month to discuss institutional programs, activities and Inmate Committee expenditures
    3. other Inmate Committee members to identify topics to be discussed at the monthly meetings.
50. The Secretary of the Inmate Committee and the Institutional Head will normally exchange agenda items at least five working days before the meetings.

51. To meet with the Chair or Vice-Chair of the Inmate Committee, inmates in an SIU or a Secure Unit will submit a written request to the unit’s Correctional Manager, the Unit Supervisor, or the Correctional Manager, Intensive Intervention Strategy.
52. The unit’s Correctional Manager, the Unit Supervisor, or the Correctional Manager, Intensive Intervention Strategy, will approve or deny the request in accordance with the institution’s threat and risk assessment procedures.
53. The approval will specify whether both the Chair and the Vice-Chair or any one of the two will meet with the inmate.
54. The Chair or Vice-Chair:
    1. may meet with one inmate at a time in an SIU or a Secure Unit
    2. upon their arrival and departure from an SIU or a Secure Unit, will be subject to a frisk search pursuant to CD 566-7 - Searching of Offenders
    3. will not be authorized to meet with inmates in an SIU or a Secure Unit for the purposes of an administrative investigation (e.g., questionable use of the Inmate Welfare Fund) without written permission from the Institutional Head.

55. Minutes are required for each meeting between the executive members of the Inmate Committee, the Institutional Head and the Inmate Committee Liaison Officer. The minutes will:
    1. be transcribed by the staff member designated by the Institutional Head to record the discussion concerning each agenda item
    2. be reviewed and approved by the Institutional Head and the Chair of the Inmate Committee
    3. include all supporting documents and be maintained in accordance with CD 228 - Information Management.
56. The Inmate Committee Liaison Officer will, within 10 working days of the meeting, distribute the minutes to:
    1. the Institutional Head
    2. each executive member of the Inmate Committee
    3. institutional staff, or make the minutes available to them on the institution’s Hub page
    4. the Chairperson of the institution’s Citizen Advisory Committee.
57. Executive members of the Inmate Committee will ensure that the minutes are posted in ranges/living units/houses.

58. The executive members of the Inmate Committee may submit, to the Inmate Committee Liaison Officer, written proposals for special projects and/or activities that will benefit the inmates and institutional operations, while contributing to a safe and secure institutional environment.
59. New special project and/or activity proposals must be developed in a format that includes:
    1. the objective of the project and/or activity
    2. a description of the project and/or activity
    3. the anticipated financial and human resource costs
    4. the timeframe for implementation.
60. The Inmate Committee Liaison Officer will provide a written recommendation for the proposed special project and/or activity to the Institutional Head.
61. The Institutional Head will:
    1. approve or deny the special project and/or activity proposal submitted by the executive members of the Inmate Committee
    2. provide the executive members of the Inmate Committee with a written notice of the decision within 10 working days.
62. Projects and/or activities may not be initiated prior to the Institutional Head’s approval.

63. Sub-committee(s) of the Inmate Committee are comprised of a maximum of five Inmate Committee members, who are nominated by the executive members and approved by the Institutional Head.
64. The executive members of the Inmate Committee:
    1. may request that a sub-committee(s) be established if:
       1. there is an ongoing need to address a specific issue that impacts institutional operations for which inmate input is required
       2. a proposal or activity that has been approved is anticipated to require specific attention due to its scope and required resources
    2. will submit proposals for the creation of Inmate Committee sub-committee(s) to the Inmate Committee Liaison Officer.
65. The Inmate Committee Liaison Officer will:
    1. ensure that executive members of the Inmate Committee include in their proposal the following information:
       1. the reason why the sub-committee is required
       2. the mandate of the sub-committee
       3. a list of Inmate Committee members who will sit on the sub-committee
    2. provide the Institutional Head with a written recommendation for approving or denying the proposal, and the rationale for the recommendation.
66. The Institutional Head will render a written decision within 10 working days of receiving the proposal from the Inmate Committee Liaison Officer.
67. The Inmate Committee Liaison Officer will advise the Inmate Committee of the Institutional Head’s decision upon receipt of the decision.
68. The Inmate Committee Liaison Officer will ensure that members of the sub-committee:
    1. meet at least every two weeks
    2. provide updates of their activities to the executive members of the Inmate Committee
    3. report their issues and concerns to the executive members of the Inmate Committee prior to any institutional management meetings.
69. Sub-committee members will represent the interests of inmates residing at the institution.

70. The Inmate Committee Liaison Officer will ensure that:
    1. the Chair of the Inmate Committee submits an annual report to the Institutional Head by March 1st of each year. The report will be used as a planning and evaluation tool with respect to Inmate Committee activities
    2. the executive members of the Inmate Committee include the following information in their annual report:
       1. an evaluation of the activities undertaken by the Inmate Committee during the previous year
       2. an outline of any new special project/activity and/or proposed changes to existing ones for the following year
       3. details on how changes to the special projects and/or activities can be achieved and how they will benefit the inmate population.
71. The Institutional Head and the Chair of the Inmate Committee will review and approve the annual report.
72. The Inmate Committee Liaison Officer will share the Inmate Committee’s annual report to:
    1. the Institutional Head
    2. each member of the Inmate Committee
    3. institutional staff, or ensure it is available on the institution’s Hub page
    4. the Chairperson of the institution’s Citizen Advisory Committee.

73. The Inmate Committee Liaison Officer will:
    1. ensure that executive members of the Inmate Committee have an office workspace
    2. advise the executive members of the Inmate Committee to secure the office at all times
    3. ensure that the materials required for the normal operations of the Inmate Committee are provided.
74. The office will be subject to searches in accordance with CD 566-7 - Searching of Offenders.

75. On behalf of an executive member of the Inmate Committee, the Inmate Committee Liaison Officer and/or authorized staff may place:
    1. external telephone calls for committee-related activities
    2. internal telephone calls to staff members in specific departments. In all cases, the calls must be made from a list of departmental numbers, which are authorized by the Institutional Head.
76. With the exception of telephone calls to privileged correspondents for matters of direct concern to the Inmate Committee, and of internal telephone calls, telephone conversations of the Inmate Committee member may be recorded pursuant to CD 568-10 - Interception of Inmate Communications.

77. Strategic Policy Division
    National Headquarters
    Email: Gen-NHQPolicy-Politi@CSC-SCC.gc.ca

Commissioner,

Original signed by:
Anne Kelly

Annex A
Cross-References and Definitions

CD 001 - Mission, Values and Ethics Framework of the Correctional Service of Canada
CD 023 - Citizen Advisory Committees
CD 081 - Offender Complaints and Grievances
CD 087 - Official Languages
CD 228 - Information Management
CD 566-7 - Searching of Offenders
CD 568-3 - Identification and Management of Security Threat Groups
CD 568-10 - Interception of Inmate Communications
CD 578 - Intensive Intervention Strategy in Women Offender Institutions/Units
CD 702 - Indigenous Offenders
CD 711 - Structured Intervention Units
CD 726 - Correctional Programs
CD 730 - Offender Program Assignments and Inmate Payments
CD 760 - Social Programs and Leisure Activities
CD 767 - Ethnocultural Offenders: Services and Interventions
CD 860 - Offender’s Money
CD 890 - Inmate Owned Canteens

Candidate: an inmate who is seeking a position on the Inmate Committee and who has been approved to participate in the elections.

Executive members of the Inmate Committee: at least two members consisting of a Chair and a Secretary-Treasurer. The Institutional Head may authorize a Vice-Chair as a third executive member of the Inmate Committee. The executive members are responsible for the management of the Inmate Committee and the issues for which the Committee is accountable.

Inmate Committee: a forum for inmate engagement through which inmates are able to provide input on institutional operations except for those relating to security matters.

Inmate sub-committee: a committee that provides input to the Inmate Committee on issues or approved activities that have implications on institutional operations and which are anticipated to require specific attention due to their scope and/or required resources.

Nominee: an inmate who is seeking a position on the Inmate Committee but has not yet been approved to participate in the elections.

Non-executive member of the Inmate Committee: an inmate who was selected by those residing on the same range/living unit/house to represent their interests in regards to the provision of input on institutional operations.

Scrutineers: a Correctional Manager/Unit Supervisor and one inmate who will monitor each voting station to ensure a fair administration of the voting process for Inmate Committee elections.