Commissioner's directive 714: Community Correctional Centre Standards

Responsibilities

1. The Assistant Commissioner, Correctional Operations and Programs, will authorize the development of guidelines pertaining to the safe storage and access to offender medications in Community Correctional Centres (CCC).
2. The Director General, Security, and the Director General, Offender Programs and Reintegration, will provide direction and support to regions and CCCs in relation to procedural requirements and interventions for the safe operation of facilities.
3. The District Director will ensure:
   1. CCC rules for offenders are established and communicated to them. Any Parole Board of Canada or Correctional Service of Canada (CSC) special conditions regarding curfews or access to the community will take precedence over these rules
   2. written procedures for staff members for the safe operation of the CCC are established and communicated
   3. staff members and contractors record all offender activities into the duty log (e.g., to monitor and control the movement of offenders and visitors in the CCC and on the property perimeter)
   4. staff members and contractors involved in offender case management, supervision, and surveillance are made aware of offender activities through regular meetings and communication at shift changes
   5. search plans for the searching of offenders, rooms and other areas that meet the specific needs of the CCC are developed and approved in accordance with Commissioner’s Directive (CD) 566‑7 – Searching of Offenders and CD 566-9 – Searching of Cells/Rooms, Vehicles and Other Areas
   6. a staff member is identified to develop the CCC written contingency plans (including up‑to‑date floor plans) to respond to fire, medical emergencies, security incidents, and natural disasters
   7. staff members are made aware of the written contingency plans and apply the protocols detailed in them, when required
   8. a plan is developed and implemented to accommodate Indigenous spirituality and culture, as well as other spiritual, religious and cultural practices, if required, and
   9. a “Handbook for Offenders in CCCs” is developed and maintained up-to-date.
4. The CCC Manager will coordinate activities and/or provide direction in relation to fire safety, contingency planning, the observation and video recording system, keys, and access cards.

Procedures

Prior to arrival

5. Prior to the arrival of an offender at the CCC, staff members and contractors who have a need to know will be informed, verbally or in writing, of the following information in order to facilitate the immediate implementation of any required intervention for an offender:
   1. who has been convicted of an offence causing death or serious harm to others
   2. who has been assessed as having a high potential for violent or suicidal behaviour
   3. whose physical or mental health indicates a need for attention
   4. whose conviction has attracted considerable public attention, and
   5. who has committed an offence set out in Schedule I of the CCRA.

Upon admission

6. Upon admission of an offender to a CCC, a staff member will provide them with:
   1. an overview of policies, procedures to access services and expected behaviours
   2. a copy of the “Handbook for Offenders in CCCs” developed by the CCC
   3. an explanation of the CCC’s rules contained in the Handbook, and
   4. an opportunity to ask questions regarding any of the above.

Initial interview

7. During the initial interview, the Parole Officer will, in accordance with CD 715‑1 – Community Supervision:
   1. complete the Initial Interview Checklist (CSC/SCC 1331e), and
   2. ask the offender to review and sign the Initial Interview Checklist (CSC/SCC 1331e) which will be maintained on the offender’s file.

Orientation

8. Staff members responsible for intake procedures and providing orientation information to offenders, in accordance with CD 705-4 – Orientation, will also provide the following information:
   1. supervision requirements
   2. procedures to obtain medical care (including dental and vision care) and mental health/psychological services, procedures to have access to medications and cannabis for medical purposes, and procedures for the storage of traditional Indigenous medicines (including tobacco), in accordance with Guidelines (GL) 714‑2 – Safe Storage and Access to Offender Medications in Community Correctional Centres
   3. procedures relating to room searches in accordance with CD 566-9 – Searching of Cells/Rooms, Vehicles and Other Areas, exposure to second hand smoke in accordance with CD 259 – Exposure to Second Hand Smoke, use of cellular telephones, and offenders' access to personal assistance to read and write their correspondence if required
   4. sign-in and sign-out procedures, curfews, and leave privileges (including overnight and weekend passes)
   5. procedures regarding visits and visitors, including information concerning visits to offenders in a CCC by persons who have not reached the age of majority (see Annex B)
   6. the offender’s daily incidental allowance and the amount that will be provided (if any), in accordance with CD 870 – Maintenance Allowance for Offenders, as well as any applicable deductions in accordance with CD 860 – Offender’s Money
   7. rules on personal effects, including handling of funds and property left at the CCC, as well as storage of personal possessions, in accordance with CD 566-12 – Personal Property of Offenders
   8. procedures relating to claims for personal effects as well as the Offender Accident Compensation Program, in accordance with CD 234 – Claims for Staff Personal Effects and Inmate Personal Effects and the Offender Accident Compensation Program. A copy of the Guide to Accident Compensation for Federal Offenders will be available to offenders
   9. information on fire safety, evacuation and emergency procedures, and any other local hazards or their control measures, as necessary
   10. information on access to justice for alleged violations of their human rights, and
   11. any additional information or rules specific to the facility.

Housing of offenders

9. CCCs have bedrooms for single and shared occupancy.
10. CCCs that accommodate both men and women offenders will ensure there are separate areas designated for men and women.
11. The needs of gender diverse offenders will be met in accordance with CD 100 – Gender Diverse Offenders.
12. Accessibility requirements for designated offender bedrooms and support spaces, such as interview rooms, program rooms, cultural spaces and staff offices, will conform to the National Standard of Canada B651-18 – Accessible design for the built environment.
13. All interior doors and spaces have unique identifying numbers.

Clothing, bedding, toiletries, and other articles

14. Clothing will not be distributed to offenders in CCCs.
15. Bedding, toiletries, and other articles necessary for personal health and cleanliness may be provided to offenders, depending on availability at the CCC.

Duty log

16. Staff members and contractors involved in offender case management, supervision, and surveillance will:
    1. keep the CCC duty log up to date by recording all offenders’:
       1. activities
       2. incidents
       3. movements, and
       4. behaviours
    2. at the beginning of their shift, be briefed verbally or in writing, using the duty log, before assuming responsibility for the shift, and
    3. from the information in the CCC duty log, take appropriate measures to manage offenders when necessary, without delay.

Counts, searches, and personal property

17. The procedures applicable to counts, searches, and personal property in CCCs are outlined in CD 566-4 – Counts and Security Patrols, CD 566-7 – Searching of Offenders, CD 566-8 – Searching of Staff and Visitors, CD 566-9 – Searching of Cells/Rooms, Vehicles and Other Areas and CD 566‑12 – Personal Property of Offenders.
18. To ensure all residents are accounted for, the CCC Sign In/Sign Out Sheet (CSC/SCC 1297) will be used and duly completed to record each offender’s departures and arrivals.

Management of seized items and highly toxic substances protocol

19. The procedures applicable to the management of seized items and the handling and disposal of highly toxic substances are to be followed in accordance with CD 568-5 – Management of Seized Items and the Highly Toxic Substances Protocol.

Health care and medications

20. The provision of health care services for offenders residing in CCCs is in accordance with CD 800 – Health Services.
21. Storage and access to offender medications are in accordance with GL 714-2 – Safe Storage and Access to Offender Medications in Community Correctional Centres.

Cleaning contaminated surfaces, areas and objects

20. The procedures applicable to cleaning surfaces, areas, and objects that have been contaminated with biological fluids are outlined in GL 800-7 – Cleaning Blood and/or Other Body Fluid Spills.
21. The procedures applicable to post-exposure prophylaxis when staff, contractors or offenders have been exposed to blood and/or other body fluids are outlined in GL 800-8 – Post-Exposure Prophylaxis Protocol for Managing Significant Exposure to Blood and/or Other Body Fluids.

Death of offenders

24. Procedures in the case of the death of an offender residing in a CCC are outlined in CD 530 – Death of an Inmate: Notifications and Funeral Arrangements.

Offender consultation

25. The establishment of Inmate Committees is not required in CCCs; however, pursuant to section 74 of the CCRA, offenders are to be provided with the opportunity to contribute to decisions that affect offenders residing in CCCs, except decisions relating to security matters.

Telephone communications

26. Access to telephones must be provided to offenders residing in a CCC to help them maintain ties with family and community members and other entities that support their transition, as well as to provide a direct access to their close personal relationships in the event of an emergency.
27. Emergency numbers, as well as the telephone numbers of the Offender Redress Division, the Canadian Human Rights Commission, and the Correctional Investigator will be posted near each telephone.

Written correspondence

28. Normally, staff members will distribute incoming mail to offenders within the first working day of receipt.
29. In the case where an offender’s parole or supervision has been suspended, and the suspension has not been cancelled, the Case Management Assistant will forward the offender’s mail to the federal institution where they are incarcerated.
30. Offenders who have difficulty reading or writing or are unable to read or write are entitled to the assistance of a person to aid them in reading and writing correspondence.
31. Inspection of correspondence and contents of envelopes/packages (except from persons listed in the Schedule of the CCRR) may be done by CCC staff members who can:
    1. ask offenders to hand over the letters they wish to send, unsealed, and
    2. open letters sent to an offender to verify the content, but the correspondence is not to be read.

Privileged correspondence

32. Correspondence between an offender and a person set out in the Schedule of the CCRR will be forwarded unopened to the addressee pursuant to subsection 94(2) of the CCRR.

Correspondence to and from the Regional Victim Services Unit

33. The regional Victim Services Unit will:
    1. send an email to the offender’s Parole Officer to inform them that the offender registered themselves as a victim, in accordance with CD 784 – Victim Engagement, and that correspondence will be sent to them directly, and not to the offender, and
    2. place the mail correspondence into two envelopes. The outer envelope will be addressed to the offender’s Parole Officer, and the inner envelope will be addressed to the offender.

34. The Parole Officer will:
    1. collaborate with the regional Victim Services Unit to manage the offender’s mail correspondence
    2. make a storage space available only to the offender for the safe keeping of regional Victim Services Unit correspondence
    3. deliver the inner envelope to the offender unopened
    4. advise the offender to not keep the correspondence in their room to ensure confidentiality of its contents
    5. store the correspondence in a place where the offender has access
    6. not read the correspondence between the regional Victim Services Unit and the offender, and
    7. record all interactions and communications with the regional Victim Services Unit in a Casework Record entitled “Consult with Victim Services.”

Tobacco products and ignition sources

35. In addition to following the procedures outlined in CD 259 – Exposure to Second Hand Smoke, the District Director will ensure a Standing Order is established to specify the procedure for storing offenders’ tobacco products within the CCC, including tobacco, ignition sources, and wick (Arctic cotton) for the lighting of an Inuit lamp (qulliq), used for the purpose of Indigenous and other religious and spiritual practices.

Fire safety

36. The District Director will ensure:
    1. in accordance with CD 345 – Fire Safety and the Fire Safety Manual:
       1. appropriate fire safety programs are implemented in CCCs, including the development of a fire safety plan, and
       2. all staff members and contractors receive information and awareness sessions on fire safety. These sessions will include the operation and use of portable fire extinguishers and fire hoses, as applicable, as well as fire safety equipment such as fire alarm systems, fixed automatic extinguishing systems, and any fire doors within the CCC
    2. a fire evacuation drill is conducted once a year and a report is issued, in accordance with the Fire Safety Manual
    3. fire alarm systems and equipment (e.g., smoke/heat detectors, pull stations, sprinklers) in all areas of the CCC are maintained, inspected, and operational, in accordance with the Fire Safety Manual, and
    4. where geographically feasible, assistance is obtained from Technical Services resources from Regional Headquarters or another nearby CCC facility, for the maintenance of the CCC fire safety system and equipment in order to comply with national requirements. Contractual services will be used if support is unavailable.

37. The CCC Manager will remind staff members to identify potential fire hazards when conducting routine searches and to take appropriate action in accordance with CD 345 – Fire Safety.
38. The CCC Manager or the Crisis Manager will assign specific fire safety responsibilities to staff members and contractors, in accordance with the CCC fire safety plan.
39. In CCCs, the Municipal Fire Chief is in charge of controlling fires and similar emergencies. There is no requirement for a firefighting services agreement with the local fire department outlining actions where firefighter services could be withdrawn.
40. Candles and combustible materials are prohibited in CCCs, except if they are used in designated areas as part of a strategy established to accommodate Indigenous and other religious, cultural, and spiritual practices, such as the lighting of an Inuit oil lamp (qulliq), in accordance with the Fire Safety Manual.

Contingency plans

41. The person identified by the District Director for the contingency planning will:
    1. ensure appropriate emergency responses are in place, in accordance with CD 564-6 – Business Continuity Program and CD 600 – Management of Emergencies in Operational Units
    2. regularly discuss the CCC contingency plans during staff meetings, and
    3. review the CCC contingency plans on an annual basis.

42. The CCC Manager will:
    1. ensure there is at least one staff member or contractor on each shift with a valid first aid and cardiopulmonary resuscitation/automated external defibrillator certification
    2. ensure an automated external defibrillator and a first aid kit are available for each shift, with an inventory of medical contents approved by the St. John Ambulance, the Canadian Red Cross, or an equivalent organization
    3. inspect and replenish the contents of the first aid kits monthly
    4. inspect the automated external defibrillator monthly to ensure it is operational, and
    5. ensure the applicable licenses and certificates are posted in an accessible and visible area.

43. The CCC premises and equipment will conform to applicable zoning, health, safety, building, and fire codes and regulations.

Electronic security systems

44. The maintenance of electronic security systems of each CCC will be managed in accordance with CD 340 – Electronic Security Systems.

Fixed-point and personal portable alarms

45. The District Director will:
    1. determine the operational feasibility and ability of response for fixed-point alarms and personal portable alarms on a site-specific basis, in collaboration with the Regional Security Administrator, and
    2. ensure a Standing Order is established, which will include:
       1. the location of permanently assigned personal portable alarms and/or fixed-point alarms
       2. the frequency and procedures for regular testing of personal portable alarms and fixed-point alarms, and
       3. the process staff members and contractors will follow to respond to alarms.

46. Fixed-point alarms will be installed in locations determined on a site-specific basis (e.g., program rooms, interview rooms, offices) and be operational.

47. All staff members and contractors will be issued and must wear a personal portable alarm at all times while in the CCC.

Intrusion detection alarm system

48. All CCC exterior doors are monitored by an intrusion detection alarm system.
49. Room entrance doors, such as CCC file room, information technology room, staff offices and entry and exit identified on a case-by-case basis, are monitored by an on-site central alarm station.

Intercom

50. An intercom will link the CCC main entrance to the office or workstation where the entry and exit control is located.

Observation and video recording system

51. In accordance with CD 566-15 – Close Circuit Television Systems, each CCC will be equipped with  an observation and video recording system that allows for the additional surveillance of:
    1. offender common areas that are not directly visible from the security office or the area where the entry and exit control and perimeter door monitoring system is located, and
    2. all exterior doors of the CCC.

52. In accordance with CD 568-8 – Authority for Use of Surveillance Equipment, the CCC Manager will ensure:
    1. overt recordings obtained from the observation and video recording system are retained on site for a minimum of 10 days, and
    2. where video surveillance is conducted, notices are posted to indicate that the area may be subject to such surveillance.

53. Staff members and contractors:
    1. may use video surveillance as a supervision tool for areas where there is no direct observation from the security office or workstation, and
    2. will prioritize dynamic security by conducting rounds during each shift in accordance with  CD 566‑4 – Counts and Security Patrols.

Control of keys and access cards

54. The CCC Manager will establish procedures for:
    1. the identification of anyone accessing the CCC
    2. the issuing and control of keys or access cards (in CCCs where such cards are used)
    3. the repair of damaged locks and/or access control hardware
    4. the quick access to emergency keys and their operating performance, and
    5. the necessary operational and security measures following the loss of keys or access cards.

Community liaison and outreach

55. Staff members and contractors will:
    1. as needed, assist the offender with their reintegration, and liaise with local community partners and stakeholders, such as police, CSC’s volunteers and advisory bodies, Citizen Advisory Committees, advocacy groups, Indigenous organizations, victims groups, citizens, and other persons or agencies, that reflect the offender’s specific needs and cultural interests. Information sharing will be in accordance with CD 701 – Information Sharing, and
    2. where possible, encourage offenders residing at the CCC to participate in activities that involve giving back to the community and provide them opportunities to do so.

56. The District Director will:
    1. complement the resources available to the offenders in the CCC through activities with CSC volunteers, and community partners and stakeholders, and
    2. encourage volunteer involvement to assist and interact with individual offenders with regard to their reintegration, as appropriate.

Information management

57. Policy direction with regard to the management of all related information, records, source documents and data throughout their life cycle will be in accordance with CD 228 – Information Management.

Enquiries

58. Strategic Policy Division
    National Headquarters
    Email: Gen-NHQPolicy-Politi@csc-scc.gc.ca

Commissioner,
Anne Kelly

Annex A

Cross-references and definitions

Cross-references

• CD 001 – Mission, Values and Ethics Framework of the Correctional Service of Canada
• CD 003 – Peace Officer Designations
• CD 023 – Citizen Advisory Committees
• CD 024 – Management of Correctional Service of Canada Volunteers
• CD 081 – Offender Complaints and Grievances
• CD 085 – Correspondence and Telephone Communication
• CD 100 – Gender Diverse Offenders
• CD 228 – Information Management
• CD 234 – Claims for Staff Personal Effects and Inmate Personal Effects and the Offender Accident Compensation Program
• CD 259 – Exposure to Second Hand Smoke
• ISD 335 – Fleet Management
• CD 340 – Electronic Security Systems
• CD 345 – Fire Safety
• CD 530 – Death of an Inmate: Notifications and Funeral Arrangements
• CD 564-6 – Business Continuity Program
• CD 566 – Framework for Safe and Effective Correctional Environments
• CD 566-1 – Control of Entry to and Exit from Institutions
• CD 566-4 – Counts and Security Patrols
• CD 566-7 – Searching of Offenders
• CD 566-8 – Searching of Staff and Visitors
• CD 566-9 – Searching of Cells/Rooms, Vehicles and Other Areas
• CD 566-10 – Urinalysis Testing
• CD 566-12 – Personal Property of Offenders
• CD 566-13 – Detector Dog Program
• CD 566-15 – Closed Circuit Television Systems
• CD 568-2 – Recording and Sharing of Security Information and Intelligence
• CD 568-5 – Management of Seized Items
• CD 568-8 – Authority for Use of Surveillance Equipment
• CD 600 – Management of Emergencies in Operational Units
• CD 701 – Information Sharing
• CD 702 – Indigenous Offenders
• CD 705-4 – Orientation
• CD 706 – Classification of Institutions
• GL 714-1 – Consultation Guidelines for the Establishment and/or Relocation of Community Correctional Centres
• GL 714-2 – Safe Storage and Access to Offender Medications in Community Correctional Centres
• CD 715 – Community Supervision Framework
• CD 715-1 – Community Supervision
• CD 715-2 – Post-Release Decision Process
• CD 715-3 – Community Assessments
• CD 719 – Long-Term Supervision Orders
• CD 800 – Health Services
• GL 800-7 – Cleaning Blood and/or Other Body Fluid Spills
• GL 800-8 – Post-Exposure Prophylaxis Protocol for Managing Significant Exposure to Blood and/or Other Body Fluids
• CD 860 – Offender’s Money
• CD 870 – Maintenance Allowance for Offenders

• CSC parole offices and community correctional centres
• Community Supervision
• Fire Safety Manual
• Guide to Accident Compensation for Federal Offenders
• Highly Toxic Substances Protocol

Definitions

Age of majority: the age at which a person is considered to be an adult by the province or territory where the CCC someone wishes to visit is located.

Close personal relationship: families can include relations not defined by blood or legal bonds, as well as such strong friendships and communities where unrelated persons serve as chosen or community families. These relationships may be particularly important for Indigenous persons, newcomers to Canada, and members of Two-Spirit, lesbian, gay, bisexual, transgender, queer, intersex or additional sexually or gender diverse (2SLGBTQI+) communities.

A close personal relationship between two individuals can be characterised by situations in which:

1. both individuals shared a close familial bond (includes extended family members for Indigenous offenders)
2. one of the individuals contributed significantly to the moral or spiritual development of the other
3. both individuals were engaged in a long-term living arrangements or partnership
4. both individuals shared significant life experiences that resulted in an enduring bond of friendship and trust
5. for Indigenous offenders, extended family members may include family relations that exist by birth, as well as significant others who are not related by birth, but are given the title of grandparent, parent, brother, sister, aunt, uncle or other relative.

Community Correctional Centre (CCC): a federally operated community-based residential facility that provides a structured living environment with 24-hour supervision, programs and interventions for the purpose of safely reintegrating offenders into the community. These facilities, which may also have an enhanced programming component, accommodate offenders under federal jurisdiction who have been released to the community on unescorted temporary absences, day parole, full parole, work releases, statutory release, as well as those subject to long-term supervision orders.

Contingency plan: a plan developed for a specific event or incident.

Contingency planning: an assessment of the vital elements of plans for resolving emergencies; a review of internal and external resources; and the establishment of command, control, communications and deployment procedures.

Dynamic security: regular and consistent interactions with offenders and timely analysis of information and sharing through observations and communication as well as proactive practices that mitigate security incidents. Dynamic security is the action that contributes to the development of professional, positive relationships between staff and offenders, and is a key tool to assess an offender’s adjustment and stability.

Fixed-point alarm: a permanently installed security device that triggers an alarm when activated.

Gender diverse: an umbrella term for gender identities or gender expressions that differ from dominant cultural or societal expectations based on sex assigned at birth, which encompasses all gender identities (e.g., non-binary, transgender, two-spirited, etc.).

*Other common terms associated with the term gender diverse are “gender variant” and “gender non‑conforming”. Someone who is gender diverse may or may not also identify as transgender.

Intrusion detection alarm system: system designed to detect unauthorized access and to activate appropriate responses from:

• a central alarm station that centralizes information sent by the detectors and decides to launch the alarm
• detectors
• a device (siren, call system) designed to sound the alarm
• control devices (remote control, keyboard) from which users can activate or deactivate the system.

Personal portable alarm: a mobile security device that triggers an alarm at a central control centre when activated, and identifies the specific alarm unit and its designated location.