Ministry of BOP Chaplains · PDF fileB-2 Accountability, ... TECHNICAL REFERENCE MANUAL THE...

Technical

Reference

Ministry of

BOP Chaplains

U.S. Department of Justice Federal Bureau of Prisons

OPI: CPD/RSB NUMBER: T5360.02 DATE: 11/18/2004SUBJECT: Ministry of BOP

Chaplains

Ministry of BOP Chaplains T5360.0211/18/2004

Index, Page i

TOPICAL INDEX

Topic Section

A&O.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-2Accountability, Inmate. . . . . . . . . . . . . . . . . . . C-16Administrative Leave. . . . . . . . . . . . . . . . . . . . C-10Annual Refresher Training.. . . . . . . . . . . . . . . . . C-14bAnnual Leave. . . . . . . . . . . . . . . . . . . . . . . . C-10Budget Equity.. . . . . . . . . . . . . . . . . . . . . . . C-18bBurials.. . . . . . . . . . . . . . . . . . . . . . . . . . . A-6Clergy Visits.. . . . . . . . . . . . . . . . . . . . . . . . B-8Collaboration.. . . . . . . . . . . . . . . . . . . . . . . . C-1Compensatory Time.. . . . . . . . . . . . . . . . . . . . . C-13Confession (Sacramental/Liturgical).. . . . . . . . . . . . A-2bConfidentiality.. . . . . . . . . . . . . . . . . . . . . . A-2aContinuing Education. . . . . . . . . . . . . . . . . . . . . C-5Contracts.. . . . . . . . . . . . . . . . . . . . . . . . . C-15aContractual Funds.. . . . . . . . . . . . . . . . . . . . . C-18dCopyrighted Materials, Use of.. . . . . . . . . . . . . . C-17e,fCost Center.. . . . . . . . . . . . . . . . . . . . . . . . C-18Credit Cards. . . . . . . . . . . . . . . . . . . . . . . . C-18cCrew Kits.. . . . . . . . . . . . . . . . . . . . . . . . . C-16aDeath/illness Notifications,. . . . . . . . . . . . . . . . . A-5Detail Rosters. . . . . . . . . . . . . . . . . . . . . . . C-16bDiets, Religious. . . . . . . . . . . . . . . . . . . . . . . B-5Disturbance Control.. . . . . . . . . . . . . . . . . . . . . C-8Donations, Acceptance of. . . . . . . . . . . . . . . . . . C-16eDonations, Inmate.. . . . . . . . . . . . . . . . . . . . . C-16eEmergency Plan. . . . . . . . . . . . . . . . . . . . . . . . C-9Emergency Notification. . . . . . . . . . . . . . . . . . . . A-5Equipment, Chapel.. . . . . . . . . . . . . . . . . . . . . C-17dEquity, Chapel Resources. . . . . . . . . . . . . . . . . . C-18bEquity Formula, Ceremonial Meals. . . . . . . . . . . . . . . B-6Escorted Trips, Religious.. . . . . . . . . . . . . . . . . . B-7Evening Coverage. . . . . . . . . . . . . . . . . . . . . . . B-3Families of Inmates.. . . . . . . . . . . . . . . . . . . . A-4bFasting.. . . . . . . . . . . . . . . . . . . . . . . . . . . B-5Firearms. . . . . . . . . . . . . . . . . . . . . . . . . . . C-8Former Inmates. . . . . . . . . . . . . . . . . . . . . . . A-4bFund Control. . . . . . . . . . . . . . . . . . . . . . . . C-18cFunerals. . . . . . . . . . . . . . . . . . . . . . . . . . . A-6Furloughs, Religious. . . . . . . . . . . . . . . . . . . . . B-7Holy Days.. . . . . . . . . . . . . . . . . . . . . . . . . . B-4Hospital Visits.. . . . . . . . . . . . . . . . . . . . . . A-3bHymns, Words and Musical Score. . . . . . . . . . . . . . . C-17eInmate Clergy.. . . . . . . . . . . . . . . . . . . . . . . . A-1Inmates in other Institutions.. . . . . . . . . . . . . . . A-4a


Index, Page ii

Topic SectionInstitutional Familiarization Training. . . . . . . . . . . C-14aLeave, Different Types of.. . . . . . . . . . . . . . . . . C-10Letters of Commendation.. . . . . . . . . . . . . . . . . . C-16dMarriages.. . . . . . . . . . . . . . . . . . . . . . . . . . A-6Media Contacts. . . . . . . . . . . . . . . . . . . . . . . C-16gMeetings, Staff.. . . . . . . . . . . . . . . . . . . . . . C-14dMemorial Services.. . . . . . . . . . . . . . . . . . . . . . A-6Military Leave. . . . . . . . . . . . . . . . . . . . . . . C-11Musical Instruments, Electronic.. . . . . . . . . . . . . . C-17fNeeds Identification. . . . . . . . . . . . . . . . . . . . . B-2Neutrality of Worship Space.. . . . . . . . . . . . . . . . C-17aNew Religions (Components). . . . . . . . . . . . . . . . . B-12Office Space. . . . . . . . . . . . . . . . . . . . . . . . C-17bOperational Review. . . . . . . . . . . . . . . . . . . B-13/C-7Outside Employment. . . . . . . . . . . . . . . . . . . . . C-12Pastoral Counseling.. . . . . . . . . . . . . . . . . . . . . A-2Presence, Pastoral. . . . . . . . . . . . . . . . . . . . . A-2,3Professional Development. . . . . . . . . . . . . . . . . . . C-5Program Reviews, Preparation of.. . . . . . . . . . . . . . B-13Program Reviews, Training Opportunity.. . . . . . . . . . . . C-7Property, Personal. . . . . . . . . . . . . . . . . . . . . . B-9Proselytizing.. . . . . . . . . . . . . . . . . . . . . . . . B-1Publications, Institutional.. . . . . . . . . . . . . . . . C-14cPurchase Requests.. . . . . . . . . . . . . . . . . . . . . C-18cR&I Projects. . . . . . . . . . . . . . . . . . . . . . . . C-18eReligious Rights of Inmates.. . . . . . . . . . . . . . . . . B-1Responding to Emergencies.. . . . . . . . . . . . . . . . . C-16hRetreats, Staff.. . . . . . . . . . . . . . . . . . . . . . . C-1Sacraments. . . . . . . . . . . . . . . . . . . . . . . . . . A-6Safety Talks. . . . . . . . . . . . . . . . . . . . . . . . C-16cSchedules, Posted.. . . . . . . . . . . . . . . . . . . . . . B-3Security Inspections. . . . . . . . . . . . . . . . . . . . C-16cSegregation (SHU).. . . . . . . . . . . . . . . . . . . . . A-3aSelf-defense Training.. . . . . . . . . . . . . . . . . . . . C-8Seven-day Coverage. . . . . . . . . . . . . . . . . . . . . . B-3Sick Leave. . . . . . . . . . . . . . . . . . . . . . . . . C-10Staff, Pastoral Care to.. . . . . . . . . . . . . . . . . . . A-7Storage Space.. . . . . . . . . . . . . . . . . . . . . . . C-17cStrategic Planning. . . . . . . . . . . . . . . . . . . . . C-18aSupervision, Department Head. . . . . . . . . . . . . . . . . C-3Supervision, Staff Chaplain.. . . . . . . . . . . . . . . . . C-2Supplements.. . . . . . . . . . . . . . . . . . . . . . . . B-11Teamwork. . . . . . . . . . . . . . . . . . . . . . . . . . . C-1Telephones. . . . . . . . . . . . . . . . . . . . . . . . . A-2cTitles, Denominational. . . . . . . . . . . . . . . . . . . . C-1Tools & Equipment.. . . . . . . . . . . . . . . . . . . . . C-16c


Index, Page iii

Topic SectionTraining. . . . . . . . . . . . . . . . . . . . . . . . . . . C-4Training, Inmate Beliefs and Practices. . . . . . . . . . . . C-6Video tapes, viewing. . . . . . . . . . . . . . . . . . . . C-17eVisitation (Closed Units).. . . . . . . . . . . . . . . . . . A-3Volunteers. . . . . . . . . . . . . . . . . . . . . . . . . C-15bVolunteers, Annual Recognition of.. . . . . . . . . . . . . C-15cVolunteer Coordinators. . . . . . . . . . . . . . . . . . . C-15bVolunteers, Training. . . . . . . . . . . . . . . . . . . . C-15bWearing Apparel.. . . . . . . . . . . . . . . . . . . . . . B-10Wine, Sacramental.. . . . . . . . . . . . . . . . . . . . . C-16fWorship Leader. . . . . . . . . . . . . . . . . . . . . . . . A-1Worship Space, Neutrality of. . . . . . . . . . . . . . . . C-17a


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TECHNICAL REFERENCE MANUALTHE MINISTRY OF BOP CHAPLAINS

INTRODUCTION

This Technical Reference Manual, (TRM) “The Ministry of Bureau OfPrisons Chaplains,” has been written to assist chaplains in theirministry to inmates and staff.

� This is in an era where religious issues faced bychaplains are more complex than ever before.

� The inmate population is at an all-time high with new

institutions opening with some regularity. The inmatesare serving progressively longer sentences.

It becomes imperative that chaplains implement the ChaplaincyServices’ mission in the institutions they serve. Supervisorychaplains are ultimately responsible for ensuring the overallintegrity of the mission. The mission of chaplaincy is:

....... to accommodate the free exercise of religion byproviding pastoral care to all Federal inmates andfacilitate the opportunity to pursue individual religiousbeliefs and practices in accordance with the law, Federalregulations and Bureau of Prisons policy. Chaplains willprovide religious worship, education, counseling, spiritualdirection, support and crisis intervention to accommodatethe diverse religious needs of inmates. When appropriate,pastoral care and subject matter expertise may be extendedto staff.

This TRM is divided into three sections following the VitalFunctions of the Chaplaincy Services Branch.

The three Vital Functions are:

1) Ensure chaplains are accessible and approachable forinmates and provide sensitive pastoral care.2) Ensure impartial religious leadership by providingresources and programs to accommodate the religious rightsand diverse needs of inmates. 3) Communicate the mission and goal of the department.

The TRM must be read in conjunction with the Program Statemententitled Religious Beliefs and Practices, other applicableProgram Statements, Operations Memoranda, and specific directiveswhich may be issued periodically.


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Wardens have emphasized that chaplains today will providepastoral leadership and presence in Bureau facilities. Chaplaincy Departments will run smoothly, function well, and meetthe religious needs of the inmate population, but, according tothe wardens, the key to pastoral leadership is having a visible,pastoral presence throughout the institution.

This Manual is intended to identify best practices and providepractical advise and guidance in the day-to-day responsibilitiesof chaplains in institutions.

A. Chaplains demonstrate pastoral care skills with sensitivity,approachability and availability to inmates and staff. This willinclude personal leadership of worship services and theadministration of sacraments/ordinances appropriate to his/herreligious tradition, counseling, crisis intervention, pastoralpresence throughout the institution and responsiveness toidentified needs.

1. WORSHIP PROGRAMS: Every chaplain is expected to personally lead prayer or worship on a regular basis. He/she shalldetermine appropriate celebrations and rituals for his/herown faith tradition.

a. It is not acceptable for any chaplain to deferthis leadership role to clergy from the community,except on special and rare occasions.

b. It is not acceptable for the chaplain to give toinmates the leadership role of the worshipingcommunity that properly belongs to the chaplain.

Normally inmates are not permitted to lead religiousprograms. However, when an inmate faith group is differentfrom the chaplains' faith, and when there is no communityrepresentative available to lead the group on a volunteer orcontractual basis, inmates may coordinate these programs butonly under the supervision of the chaplain. Thissupervision entails frequent visual surveillance of thegroup and at least intermittent in-room supervision.

In the leadership of worship, the chaplain must be sensitiveto and inclusive of the variety of tradition(s) within aparticular faith practice.

� The general Christian worship should includecomponents that address the diversity and theunity of Christians, denominational and non-denominational, liturgical and non-liturgical.


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� Worship services following the specific liturgyand faith of the chaplain will ordinarily beconducted on days other than Sunday in order topreserve the practice of providing the generalChristian service on Sundays.

� Inmates who are themselves legitimate or ordainedclergy are not permitted to practice theirprofession while incarcerated.

� Inmates may not preside, or lead inmate worship.

2. PASTORAL COUNSELING: The chaplain’s role as pastoralcounselor, both individual and in groups, is mostsignificant in humanizing the prison environment.

a. CONFIDENTIALITY, although central to pastoral care, maynot be absolute in a correctional setting.

� In a counseling situation, the chaplain shouldinform an inmate at the outset that issuesinvolving life and communal safety may not be keptin confidence.

� Should an inmate tell a chaplain something inconfidence, the chaplain may be morally obligatedto hand on the information to other staff for thesafety of others in the institution. Under mostcircumstances this can be achieved withoutrevealing the identity of the informing inmate. Custodial and security staff have always beenencouraged to accept and act on the informationgiven them by the chaplain without demanding thatthe chaplain reveal the source of the information.

b. RITUAL REQUIREMENTS OF CONFIDENTIALITY: Specific tothe regulations and ecclesiastical requirements of sometraditions, ministers who receive information inconfessional disclosures are bound by the religiouslaws of their faith not to divulge any informationexchanged in that setting. Chaplains bound by suchregulations of their own faith group are obligated tofollow their tradition. Chaplains should be aware ofand abide by specific reporting laws of the statewherein they minister and the Standards of EmployeeConduct Program Statement.


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� Remember, inmates may not know the different lawsguiding these ritual requirements of thechaplains; they may assume that all suchecclesiastical rules and regulations are the same.

c. TELEPHONE CALLS. Individual pastoral care includescounseling inmates and/or their families in personalcrises and family emergency situations. Withappropriate authorization from the warden, chaplainsmay facilitate inmate telephone calls in emergencycircumstances.

� Communication with unit teams will limit abuse ofthe telephone by manipulative inmates.

3. PASTORAL VISITATION WITH CONFINED INMATES includesministering to those housed in special housing units, prison andcommunity hospitals, jails, witness protection units and otherareas of confinement.

� This pastoral visitation is an integral part ofthe duties of every chaplain and will not besubordinated to other responsibilities.

a. SPECIAL HOUSING: Pastoral rounds in special housingwill be a time for listening and showing concerns. Attention must be directed to those inmates who may bedepressed. � Pastoral rounds will be made by all chaplains

weekly under normal operations.

� Supervisory chaplains will visit all specialhousing units each week to determine the level andquality of pastoral care being provided by theChaplaincy Services Department.

� Communion should be provided to requesting inmatesregularly. Requests for other sacred rites orrituals should also be accommodated taking intoaccount the special confines and concerns of SHU.

� Appropriate reporting of depression or markedbehavioral changes will be made to the Psychologystaff.

b. COMMUNITY HOSPITALS: Inmates and staff in localhospitals are part of the chaplains' pastoral focus. Chaplains should visit hospitalized inmates during duty


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hours. The chaplains will coordinate with theirsupervisors whenever they leave the institution onofficial business (hospital visits, funerals, communitymeetings, etc.). There may be times and circumstanceswhen other responsibilities supercede hospital visits,but particular attention should be given to inmates andstaff who have prolonged hospital stays or terminalillness.

4. AREAS OF SENSITIVE CONTACT: The chaplain's pastoral role isnot confined solely to inmates incarcerated in his or herinstitution.

a. A chaplain’s contact with INMATES IN OTHER INSTITUTIONSis strongly discouraged and will be coordinated withthe chaplain there and with the knowledge of theappropriate Associate Wardens in both institutions.

� Any correspondence will be written on officialBureau stationery.

� As soon as possible, the chaplain will initiate atransfer of the pastoral relationship to thechaplain presently charged with the inmate’s care.

b. Any contact with FORMER INMATES OR THEIR FAMILIES willbe routinely reported in writing to the Warden as amatter of information. Sound judgment will helpprevent inappropriate entanglements, while facilitatinglegitimate pastoral care.

c. Off-duty contacts with FAMILIES OF CURRENTLY HOUSEDINMATES must also be reported for the reasons citedabove.

5. EMERGENCY NOTIFICATIONS: In traumatic situations involvinginmates or staff, a chaplain will be notified as soon aspossible. Written procedures will be in place to ensurethat this notification is carried out. These procedureswill be included in the Institution Duty Officer’s (IDO)briefcase.

� In case of the death of an inmate, the chaplainwill consult the SENTRY profile for religiouspreference and be prepared to make arrangementsfor appropriate religious rites of death andburial if necessary. The chaplain will likewisebe ready to assist the Warden in notifying theinmate's family.


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� The chaplain must be ready to advise the Wardenregarding religious factors which may influencedecisions concerning the performance of autopsieson deceased inmates and the proper disposition ofthe remains.

� Reporting inmates' deaths or serious illness offamily members is ordinarily the chaplain'sresponsibility. As with the notification issuesdescribed above, clear written procedures on thesematters are required in the appropriateInstitution Supplement.

It is expected that the chaplains will continue to beavailable to inmates for ongoing counseling and spiritualsupport in these traumatic situations.

Because of the sensitivity of such circumstances and thepossibility of litigation, the chaplains will maintain filecopies of notes and notification documents.

6. RITUALS AND SPECIAL CEREMONIES: Rituals such as marriages,funerals, burials and memorial services, deserve specialattention.

Funerals, burials or memorial services for inmates arepastoral opportunities for the chaplain to minister to thebereaved and grieving.

� Often, for security reasons, inmates cannot attendthe funerals of loved ones in the community. Ifthe funeral service is video-taped, the chaplainwill obtain the necessary authority to allow thefamily to send the tape to the chaplain forviewing by the inmate.

� The chaplain is expected to view the video withthe inmate. This will assist the inmate in thegrieving process.

� After the tape has been viewed, it will bereturned to the family. At no time will the tapebe in the possession of the inmate or outside thechapel area.

� If the deceased is of a different faith traditionfrom that of the chaplains, every effort should bemade to seek the ministry of appropriate communityclergy.


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Inmate marriages are permitted by Bureau Policy.

� Marriages are civil ceremonies; only for some doesit have religious significance.

� The chaplain's responsibility is to verify thecredentials of the officiating person.

� Chaplains may choose to perform the ceremony ifrequested to do so and if permitted by their faithtradition.

� Chaplains may not be required to performmarriages. Therefore, the BOP is not responsiblefor licensure.

� Chaplains, contractors and volunteers may notaccept a stipend or a gift of any kind from theinmate or family for performance of the wedding.

7. PASTORAL CARE TO STAFF: Chaplains provide pastoral care to

inmates as their primary duty. Occasionally, opportunitieswill arise to provide pastoral care to staff as well. TheBureau regards those who work in its institutions as itsmost valuable asset. Staff's spiritual well-beinginevitably impacts on their interaction with inmates and co-workers. Chaplains, then, are called on to be "care giversto the caretakers."

� Among the forms this pastoral care to staff takesis the Employee Assistance Program (EAP). Whilepreferring not to be named EAP counselors,chaplains will nonetheless have the opportunity tointeract in helpful ways with psychology staff forthe benefit of other staff members. Issues ofconfidentiality will always be discussed andagreed upon prior to counseling staff.

� Under the EAP program, chaplains cannot assurestrict confidentiality unless they are authorizedto do so through the EAP program. An exception tothis would always be the necessity ofconfidentiality as part of a sacramentalconfessional matter between staff and chaplain.

Other opportunities for ministering to staff includemarriages, baptisms, divorce counseling and in general beingavailable with a listening and supportive presence to staffin all areas of the institution.


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� The staff chaplain should never assume the role ofthe pastor of a staff member, but rather act in anancillary role in the absence of a pastor or incrisis situations that may impact the staffmember’s emotional or spiritual health.

B. Chaplains ensure impartial religious leadership toaccommodate the religious rights, the diverse religious needs andthe provision of opportunities for spiritual growth and maturityfor inmates. This will include scheduling of services andprograms, special holy day activities, religious diet andceremonial meals, and study and education opportunities.

1. RELIGIOUS RIGHTS OF INMATES: The mission of the ChaplaincyServices Branch states, in part, that chaplains are “toaccommodate the free exercise of religion by providingpastoral care to all Federal inmates and facilitate theopportunity to pursue individual religious beliefs andpractices in accordance with the law, Federal regulationsand Bureau of Prisons policy.”

� A significant aspect of pastoral care is toaccommodate the religious rights of inmates. Since all religions are constitutionallylegitimized and protected, it follows that theyare viewed as being equal before the law.

� No one religion is considered to be better than orinferior to any other religion. Preferentialtreatment may not be extended to one religion anddenied to another.

Although all religions are viewed as being equal, not allexpressions of those religious tenets are necessarilypermissible in BOP institutions.

� Procedures outlined in Section B(12) will befollowed to request the introduction of newreligions to the Bureau or new religious practicesto an already approved religion.

All religious practice is voluntary. The voluntary natureof participation in religious services limits any form offavoritism. Religion can and should be exercised freely–-free of compulsion, coercion and even implied rewards. As aresult, chaplains are expected to respect the beliefs andtraditions of those to whom they minister.


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� Placing inmates on the daily call-out sheet forreligious programs for which they have not askedto participate, obligates them to attend due tothe inmate accountability associated with thedaily call-outs. This may be a form of coercion. That is why inmates are expected to makeindividual requests to participate in religiousprograms, through copouts, sign-up sheets, etc...

The Bureau of Prisons does not authorize or support thepractice of proselytizing by chaplains, contractors,volunteers, other staff or inmates. For the purposes ofthis manual and BOP Chaplaincy policy;

� Proselytizing is defined as using any form ofcoercion, real or implied, to compel or undulypersuade inmates to attend services, programs orspecial activities in the Chapel or to makeinmates follow a particular religion because itsvalue is seen as significantly greater, moreimportant and more rewarding than the faithcommitment, or lack thereof, currently held bythem.

The chaplain has a constitutional responsibility toaccommodate the religious beliefs and practices of inmates.Chaplains may not be required to participate in services orrituals that contradict their own personal religiousbeliefs. They may be required to supervise these groupsduring their studies, services and rituals.

The pastoral office of chaplains is also a position ofpower. The power imbalance that exists between chaplainsand inmates may not be used to violate their personhood,including their beliefs. Chaplains are to use their officeonly for that which is best for those to whom they minister.

2. NEEDS IDENTIFICATION: In order to adequately meet inmates'spiritual needs, various means of identification are used: A&O presentations, cop-outs, referrals, and the religiouspreference of inmates as reflected in the inmate's SENTRYprofile.

A chaplain is required to participate in the Admission andOrientation Program (A&O). Chaplains will be encouraged to provide the A&O lecture as a team, when practicable.

The chaplains will keep a current A&O lesson plan on file. It should include such topics and themes as:


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# taking advantage of spiritual resources whileincarcerated;

# tolerance and understanding of people of all racesand religious traditions;

# the chaplains’ duty and Chapel activity schedule(handout);

# what community resources are available to inmates;# procedures for acquiring religious items,

literature and personal property;# explanation of the Bureau’s Religious Diet

Program, called the Alternative Diet Program;# clarification of the religious rights of inmates;# Life Connections Introductory Video presentation;

and,# procedures for family to contact the institution

in case of an emergency.

Chaplains are encouraged to have the handouts translatedinto Spanish.

The chaplains may wish to use a brief questionnaire toascertain the present needs and specific faith backgrounds(denominations) of the inmates, but this is not required,since the essential religious information is recorded inSENTRY.

3. CHAPLAINS' POSTED SCHEDULES: Developing and posting dutyand activity schedules are matters of good teamwork andeffective time management.

Current program schedules will be posted in English andSpanish on inmate bulletin boards in the units and thechapel.

Chaplains will ordinarily be on duty on the weekly andseasonal holy days of their faith tradition. This preservesand defines the primary role of the chaplain as pastor andreligious leader.

� The schedule of religious activities will beupdated at least quarterly and reflect a balanceddistribution of time and space for all religiousgroups authorized to meet at the institution.

� Each faith group will ordinarily have onedesignated time for worship or prayer and one forstudy each week. A clearly designated beginningand ending time to each activity is necessary toavoid scheduling conflicts.


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4. OBSERVANCE OF RELIGIOUS HOLY DAYS may involve workproscription, special ceremonies and additional chapel time.

� The BOP does not establish days of work

proscription. Days of work proscription areestablished by each faith group for theircommunity of believers. Inmates are entitled todays free from work only when the religiousgoverning body establishes this practice for alladherents of the tradition.

While not knowing all the details of the great variety ofobservances, chaplains will be able to research the natureof the holy day and advise institutional staff of its properobservance.

� An Operations Memorandum entitled Religious HolyDays Calling for Work Proscription and Public FastDays is published annually and provides a list ofapproved dates. Keep this document on file forready reference. Legitimate requests for otherreligious holy day observances should also behonored. Before implementing, chaplains shouldcheck with their Regional ChaplaincyAdministrator.

� Specific guidelines for unusual holy dayobservances will be issued by the Central OfficeChaplaincy Branch on an as needed basis.

Chaplains will use written forms to document those inmateswho request approval to take days off to observe religiousholy days.

� Inmates will be approved individually-–not on thebasis of lists of names submitted by otherinmates.

� Each inmate must specifically request the timeoff. Participating inmates will have the specificreligion identified as their official religiouspreference on SENTRY.

� As a pastoral consideration, chaplains areencouraged to remind the inmates of the holy daywell in advance, and coordinate with theappropriate Associate Warden and Warden for workproscription. This may be accomplished by generalmemoranda displayed in appropriate places.


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5. RELIGIOUS DIETS: The current Religious Diet approvedthroughout the Bureau is the Alternative Diet Program, whichconsists of two separate components:

� the no-flesh component on the main line; and, � the religiously certified processed foods

component.

Chaplains will familiarize themselves with current policy onreligious diets. An ongoing spirit of cooperation andcommunication with Food Service staff will help ensureinmate compliance, accuracy of content, and properadministration of the religious diet program.

Fasting is a common practice in many different faithtraditions. Some fasts are required of all adherents whileother fasts are observed for reasons of personal, spiritualgrowth.

� Required public fasts usually begin and end atspecific times.

� Arrangements with Food Service need to be made toprovide for adequate meals, nutritionallyequivalent to the missed meals, upon completion ofthe fast.

� When inmates observe personal fasts, arrangementsfor meals upon completion of the fast areordinarily not made.

6. CEREMONIAL/COMMEMORATIVE MEALS may be authorized as a once-per-year accommodation for each religious group. Thesacrament or the Lord’s Supper, as celebrated or practicedby various religions, is not to be considered part of theceremonial/commemorative meals discussed in this section ofthe Technical Reference Manual.

� Chaplaincy Services and the Food ServiceDepartment will ensure that the meal is providedand conducted in an appropriate manner.

� Inmates may attend only the meal of their ownreligious group.

� Inviting inmates from other groups as guests atthe annual ceremonial meal is not permitted.


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� Special cultural or inmate organization mealsdiffer in this respect, because the nature of theobservance is different.

� All ceremonial/commemorative meals will be servedin the Food Service facilities, unless otherwiseapproved by the Warden.

� The Food Service Department will be the solesource of procurement for all food items, and thefood served will be limited to the items on theinstitution master menus.

� Chaplains may, but are not required to, use asmall portion of the annual Chaplaincy Servicesbudget to acquire ritual/traditional foods tosupplement the mainline foods served for theceremonial meal.

� If chaplaincy funds are used to supplement oneceremonial meal menu, the per capita equityformula will be applied and monies will be spentfor all ceremonial meals.

� Use or non-use of chaplaincy funds to complementceremonial meals with ritual/traditional foodswill be documented in the InstitutionalSupplement.

Kosher-for-Passover meals are purchased by Food Service. Additional Kosher-for-Passover foods for the Seder may bepurchased using the equity formula if the local institutionis using the formula.

The equity formula for ceremonial meals is applied usingthese steps:

a) Estimate the total number of inmates (include allfaiths) who will participate in the scheduledceremonial meals throughout the fiscal year. This isdone by using the actual number of participants fromthe previous year. For example, 471 inmatesparticipated in a ceremonial meal during the previousyear.

b) Determine the total amount of money that will beavailable for all ceremonial meals during the fiscalyear, for example, $350.


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c) Divide the total amount of money available forceremonial meals by the total number of inmateparticipants, e.g., $350/471 = $.74 (471 includes 10Jewish, 120 Muslim, 16 Rastafari and 325 Christians)

d) Determine the number of inmates signed up for aspecific ceremonial meal, for example, Islamic: 120 inmates x $0.74 = $88.80 Rastafari: 16 inmates x $0.74 = $11.84.

The $88.80 is the amount of the total that will be spent forextra ritual or traditional foods for the Islamic inmates. The amount of $11.84 is the total that will be spent foradditional Rastafari ritual and traditional foods. Consultthe Program Statement entitled Religious Belief andPractices to determine minimum amounts used for smallgroups.

� The ritual/ceremonial foods for each faith groupwill adhere to dietary laws for the group, even ifindividuals within the group choose not to abideby the dietary laws.

7. RELIGIOUS FURLOUGHS AND ESCORTED TRIPS are opportunities forinmates to study, worship or render service to thecommunity, as outlined in the Program Statement entitledFurloughs.

� Since trips into the community are highly visibleand potential causes of competition or resentment,chaplains will make recommendations with regardsto fairness in administration of these trips.

� The chaplain will document the legitimacy of theprogram and convey this information to the unitteam in a timely manner.

� Religious furloughs for programs or communityprojects are not considered social furloughs, nordo they count against an inmate's furlougheligibility.

� Furloughs approved to accommodate inmates’presence at home for religious holidays, such asChristmas, Easter, Yom Kippur, etc., are socialfurloughs and should be counted as such indetermining future eligibility.


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8. COMMUNITY CLERGY VISITS: Inmates may receive visits fromcommunity clergy. The chaplains will assist in arrangingthe visits. These clergy visits provide opportunities forinmates to receive pastoral care and serve to maintaincommunity ties with the inmates’ faith traditions.

� Refer to the Program Statement entitled ReligiousBeliefs and Practices for the current regulationsgoverning pastoral visits.

� When the request for a clergy visit initiates withthe community clergy, it is appropriately pastoralfor the chaplain to inquire of the inmate whetheror not he/she wish to visit the requesting clergy.

9. PERSONAL RELIGIOUS ITEMS: Items which become the personalproperty of inmates will not be purchased with departmentalfunds.

� Items such as kufis, yarmulkes, plastic rosariesand plastic prayer beads, prayer rugs, shawls,oil, statues, religious books, icons, tefillin,crosses and medals, LDS garments, etc., will bepurchased by inmates out of their own funds.

� Chaplains assist by making catalogues available

for their use and approving special purposeorders.

� Chaplains will advise staff of the legitimacy of

unfamiliar religious items and seek documentationfor the Warden when necessary.

� Personal attire includes those items worn againstthe skin or hair.

� A list of these religious items transferable with

the inmate is included in each chapter of theReligious Beliefs and Practices TechnicalReference Manual.

� For security reasons, some items (such as bow

ties) may be purchased using appropriated funds. These items will be stored in the Chapel area atall times and used only during services.

10. WEARING APPAREL


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Items include--but are not limited to–prayer shawls androbes, medals and pendants, plastic beads, medicine pouchesand various types of headwear.

� Ordinarily, an inmate is permitted to wear theseitems during devotional services in the chapelarea. Chaplains will consult the ProgramStatement entitled Religious Beliefs and Practicesfor further guidance regarding religious apparel.

The most important rule of thumb is that approval ordisapproval of legitimate religious items should be clearlylinked to considerations of security and good order, orother compelling government interests.

� Personal religious items will ordinarily not bestored in the Chapel area. This is an issue ofliability as well as equity and fairness.

11. INSTITUTIONAL SUPPLEMENTS

Chaplains are responsible for preparing InstitutionSupplements for the Warden to issue to implement nationalProgram Statements in those areas where religious practiceneeds further clarification. The Institution Supplementswill be reviewed and certified as current or revisedannually by the Religious Services department head.

� Refer to the Program Statement entitled DirectivesManagement Manual for further information.

12. NEW RELIGIONS (RELIGIOUS COMPONENTS): Chaplains areencouraged to work closely with inmates who are requestingapproval of a new religion (i.e. new to the Bureau) or a newreligious component to an already authorized religion.

a. Preparation. It is extremely important to havedocumentation verifying the specific requests forworship, study programs, personal religious property,religious accouterments, etc. the inmates believe areneeded for proper observance of their religion. Wherever possible try to include documentation fromcommunity religious resources.

� The chaplain’s task is to ensure that sufficientdocumentation is included so that the correctrecommendation can be made on the basis of thedocumentation provided.


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� Information concerning any unusual circumstancessurrounding the request should become part of thedocumentation.

b. When all the documentation has been collected, thechaplain will make a recommendation to the Warden forapproval, denial or requesting the Bureau’s ReligiousIssues Committee to review the material and make arecommendation for a final decision by the Warden.

� This request will be routed through the RegionalDirector. The Regional Director can make arecommendation to the Warden or forward therequest to the Assistant Director, CorrectionalPrograms Division, for review by the ReligiousIssues Committee.

c. Once the Warden has made a final decisionconcerning the request, the institution chaplain willinform the Regional Chaplaincy Administrator of thedecision.

13. PROGRAM REVIEW PROCESS: As with all other Bureaudisciplines, Chaplaincy Services programs are reviewed on aregular basis by the Program Review Division.

� Program Reviews are carried out by a team ofreviewers from the Central Office and the fieldevery two or three years. In the years when aProgram Review is not scheduled, OperationalReviews are conducted.

� The time frames for conducting Operational Reviewsare specified in the Program Statement entitledManagement Control and Program Review Manual.

� Failure to conduct Operational Reviews in a timelyfashion may negatively impact the outcome of theProgram Review and result in a serious deficiency. Both of these reviews follow the objectives andsteps established in a management assessmentprocess.

� These guidelines are published as Program ReviewGuidelines for Chaplaincy Services, Institution.

In preparation for Religious Services reviews, chaplaincystaff should work together in gathering the documentationneeded to demonstrate that the overall program complies with


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Bureau policy and expected pastoral standards. If abargaining unit staff member is assigned to do anOperational Review, their work load will be considered.

C. Chaplains effectively integrate the department’s mission intothe overall operation of the institution. This is done throughcommunication and training, developing collaborative teamworkamong chaplains, establishing positive working relationships withstaff, contractors and volunteers, managing the fiscal resources,and contributing regularly to institution publications.

1. COLLABORATIVE TEAMWORK is one of the most vital elements ofthe chaplains' pastoral effectiveness. Religious ServicesAssistants may not act in a chaplain’s professional role,nor may they be required to act in a pastoral capacity. Unique to the Bureau is the fact that chaplains, regardlessof their own faith backgrounds, are expected to minister toall who live and work in the institution.

In other words, there are no "Protestant, Muslim, Jewish,Catholic, etc." chaplains in the Bureau--only chaplains whoare Protestant, Muslim, Jewish, Catholic, etc. Thedistinction here is more than semantic.

� Chaplains' shared ministry will reflectsensitivity to the universal needs of thereligious community. They will neither compromisetheir own religious traditions nor will they allowthem to interfere with a healthy interfaithapproach to correctional ministry.

Some ways of ensuring a healthy spirit of collaborationamong all the members of a chaplaincy team are:

# regular staff meetings in which the contributionsof all are reviewed;

# on-going daily communication; # the expectation of cooperative follow-through for

one another; # maintaining flexibility in planning duty and leave

schedules; # delivering A&O and staff training presentations

together; and,# providing coverage for one another to maximize

each chaplain’s opportunity for family time andfor institution programming.


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Among good practices which foster and convey a healthy teamspirit are praying and taking retreat time together,planning and conducting interfaith services at appropriatetimes, such as Thanksgiving, Memorial Day, etc., co-leadingworship and prayer activities, and not insisting on specificdenominational titles exclusively ("Reverend," "Father,"Imam," Rabbi," "Sister," etc.) in favor of the more generaltitle "Chaplain."

The expected model is that of a team of professionals led bythe department head.

� Chaplains will share the clerical as well as thepastoral responsibilities of the department. Thissharing can be extended to attendance at meetings,signing memoranda, responsibility for specificfaith and volunteer groups, touring specialhousing units and delivering lectures and trainingpresentations together.

� A clear and written division of responsibilitiesis generally helpful in assuring sharedresponsibility and accountability.

2. SUPERVISION OF CHAPLAINS and other staff in the Chaplaincy Services Department is an integral part of the mission andministry of the department. The programs offered and thegeneral pastoral care provided will demonstrate sensitivityto various faith groups, the chaplains’ knowledge as areliable subject matter expert, their trustworthiness, andtheir compassion. How chaplains relate to each other andsupport each other will validate them as people who livetheir faith.

� Supervisory styles will be applied with the samesensitivity, knowledge, trustworthiness andcompassion that the chaplain uses in developingprograms or providing pastoral care. This willensure complete congruency regarding the missionand ministry of the department in the minds ofstaff and inmates.

Since the impact of supervision is critical to thedepartment’s overall effectiveness, chaplains will need toconsider their willingness to make the supervisory role anextension of their ministry before seeking thisresponsibility.


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3. RESPONSIVENESS TO SUPERVISION is reflective of thechaplain’s ability to minister in a culturally diverseenvironment. Ministering to people from culturally diversesituations requires knowledge, skill, and willingness tounderstand the other person, find the best in that personand build on the best they find in developing programs andproviding pastoral care.

� Chaplains will demonstrate the highest level ofcongruence in their ministry if they apply thesame knowledge, skill, and willingness to theirapproach to receiving supervision. Over timesupervisors and supervisory styles will change.

� The chaplains’ ministry and the mission of thedepartment will be best served where the chaplainsseek to understand the style and purpose of theirsupervisor, identify the best in this style, andeffectiveness of the department.

Many chaplains come to the Bureau of Prisons from otherministries where they had little or no direct dailysupervision. Their ability to respond positively to regulardirect supervision may present a notable challenge to theirlong term ministry in the Bureau of Prisons. Thoseexperiencing difficulties might benefit from discussingtheir concerns with the Regional Chaplain, a mentor, or alocal union representative.

4. PROFESSIONAL AND PERSONAL TRAINING: Besides being resourcesand trainers of other staff, chaplains are expected to keepthemselves professionally current and personally renewed. In addition to the required Institutional Familiarization,Annual Refresher, New Chaplains' and Inmate Beliefs andPractices Training, chaplains are required to foster theirecclesiastical relationship and endorsement on a yearlybasis.

� The process for facilitating this ecclesiasticalrelationship is normally accomplished throughattendance at an annual conference or spiritualretreat conducted by or under the auspices of theendorsing body. Even when such attendance is notrequired to maintain religious endorsement, as istrue with some denominations, the expectation ofclose ties and annual contact remains.

� Chaplains are entitled to five days ofadministrative leave for these annual programs.


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However, participation in the annual retreat orconference cannot entail any additional expense tothe Bureau.

� Refer to the Program Statement entitled Chaplains’Employment, Responsibilities, and Endorsement formore information.

5. CONTINUING EDUCATION is a hallmark of development of anyprofessional person. Chaplains should seek opportunities toenhance their professional skills by requesting trainingtime and funds for programs which can be legitimatelyconsidered work-related. Department Head chaplains willconsult with their Regional Chaplaincy Administrator insecuring support and approval for such opportunities. Chaplains are able to use the Annual Training Needs reportto request time and funding for training. Department Headand Supervisory chaplains will discuss training needs withthe staff chaplains and other staff in the ChaplaincyServices Department annually and in conjunction withperformance log and performance review discussions.

6. INMATE BELIEFS AND PRACTICES TRAINING is scheduled annuallyand will ordinarily be held at the MSTC in Aurora, Colorado. This training will consist of in-depth reviews of many ofthe religions practiced by the inmate population. Thetraining is mandatory and all chaplains will participate inthe training at least once every four years.

7. OPERATIONAL REVIEW and PROGRAM REVIEW participation are important training opportunities for chaplains. During achaplain’s trial period s/he will actively participate in anOperational Review. To enhance experience for the newchaplain and to provide an opportunity for an additionalreview of the department, the new chaplain may be appointedreviewer-in-charge. Concerns such as work load, training,vacations, etc. will be considered before making thesetraining assignments.

Chaplains who have completed their trial period will benefittheir own professional growth through participation on aProgram Review team at another institution. This giveschaplains an opportunity to examine alternative approachesto common issues which arise from the complexity of thereligious environment in the Bureau of Prisons. Prior tomaking such an assignment the supervisor will considerwhether or not the chaplain desires to participate in aprogram review.


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8. FIREARMS, DISTURBANCE CONTROL AND SELF-DEFENSE TRAINING

The role of the chaplain in emergency or disturbancesituations will remain primarily a pastoral one.

� Chaplains are expected to be present and availableto inmates and to staff wherever needed.

� Chaplains will not participate in firearmstraining, at GLYNCO or in the institutional AnnualRefresher Training.

� The Warden may exempt a chaplain from activeparticipation in disturbance control trainingbecause of its combatant aspects. In the event ofan actual disturbance the professional skills of achaplain will be applied in another way.

� At a minimum, chaplains are expected to observethis training to increase their understanding ofemergency procedures and their sensitivity to workconditions and responsibilities of other staff. Ordinarily chaplains are expected to take part inself-defense training.

9. INSTITUTION EMERGENCY PLAN: The chaplains’ roles inemergency situations will be clearly defined in theinstitution’s emergency plan.

� The pastoral aspect of the chaplains' availabilitywill be emphasized above all else. Thisavailability of ministry may extend beyond inmatesand staff to their families as well.

� It is critical that the chaplains nurture ahealthy working relationship with Psychology staffa part of the overall crisis support plans andstaff debriefing sessions.

� All chaplains will complete the Crisis SupportTeam (CST) training within the first five years ofemployment.

10. LEAVE: Different types of leave are available for chaplainsto use: annual leave, sick leave, administrative leave fortraining, military leave to meet military obligations,family and medical leave to deal with family crises, andleave without pay to be requested as needed, when all otherleave options have been exhausted. If needed and upon


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approval, chaplains may become recipients of donated leaveat the institutional level and at the national level. Annual Leave for bargaining unit religious services staffwill be scheduled in accordance with the Master Agreementand local supplemental agreements. Contact the local HumanResource Department for details about leave.

11. MILITARY OBLIGATION: Chaplains in the Reserve Forces orNational Guard are entitled to military leave in accordancewith Title 38, United States Code, and other appropriatelaws, rules and regulations.

Contact the Human Resource Management Office for the latestguidance/regulations concerning military obligations.

12. OUTSIDE EMPLOYMENT: Prerequisites for outside employment are explained in the Program Statement entitled Standards ofEmployee Conduct. The publishing of articles or sermonsshall be in accord with Employee Speeches and PublicationsReview Process policy.

� Engaging in outside employment without the properauthorization is a violation of the EmployeeStandards of Conduct. Chaplains may request, andwill likely receive, permission to function asreligious leaders in community religiousorganizations of their faith tradition. Often,this implies leading worship services on theweekly holy day. Any alternative work scheduleswill be negotiated in accordance with the MasterAgreement.

13. COMPENSATORY TIME is time off from the chaplain's officialduty time instead of payment for an equal amount of worktime. Under certain circumstances, pastoral duties orcoverage of special religious programs, chaplains may beasked to spend significant amounts of time on duty beyondtheir normal work hours. When extra time is called for, aformal request authorizing compensatory time must besubmitted and authorized by the Warden in advance of theadditional coverage provided by the chaplain.

14. TRAINING OF STAFF: The uniqueness and variety of religiousbeliefs and practices of inmates and the religious andcultural diversity among employees are often sources ofconfusion or misunderstanding for staff. This maycontribute to inconsistencies in decisions and actions andresult in displays of intolerance and insensitivity.


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� The chaplains by their pastoral call, professionaltraining and ministerial experience will serve asresources for staff in religious and spiritualmatters.

The following are areas in which the chaplains may supportstaff in their efforts to effectively manage the diversityof inmates through increased knowledge, sensitivity andunderstanding of different religious expressions by staff ofthe complexities of religious experience in the correctionalsetting:

a. INSTITUTIONAL FAMILIARIZATION: New employees--especially new correctional officers--will benefit fromearly exposure to the complexity and richness ofreligious issues. They can likewise be reassured thatthe chaplains are available to answer questions aboutinmate religious activities as well as to serve asministers for them in a stressful environment.

b. ANNUAL TRAINING: Chaplains are often called on topresent segments on cultural diversity and religiousawareness and sensitivity. In so doing, they can helpstaff understand the close connections betweenreligious and cultural themes and address specificquestions regarding inmate religious practices whichare especially timely or controversial.

c. INSTITUTION PUBLICATIONS offer the chaplains uniqueopportunities to inform and instruct staff aboutreligious matters. Current events in the institution,seasonal religious holy days, or programs offered toinmates and/or staff are all material for stimulatingarticles in institutional news memoranda.

d. Attendance at regular STAFF MEETINGS gives chaplainsanother opportunity to keep staff informed aboutreligious programs and to solicit assistance in makingthem more successful. Warden's, Lieutenant's,Department Head, Affirmative Action and Unit StaffMeetings all offer opportunities to inform, network,provide and seek support. Occasional participationamong the chaplaincy team members at these regularstaff meetings will help increase chaplaincy exposureand communication skills. Care should be taken inmaking such assignments as these meetings may evolveinto formal meetings as outlined in the MasterAgreement. In these circumstances, the Union has aright to be notified and attend these meetings.


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Ordinarily this will not require a bargaining unitchaplain to adjust his/her shift unless assigned theresponsibility of acting department head.

15. COMMUNITY RESOURCES: Due to the complexity and largevariety of religions in the Chapel program, chaplains willrecruit and use contractors and volunteers to meet thereligious needs of the inmates. Using community resourceswill enable the chaplains to accommodate the free exerciseof religion in the institution.

a. NON-PERSONAL SERVICE CONTRACTS: Ministry that cannotbe performed directly by a staff chaplain may becontracted with religious personnel in the community. Providing for the department's contractual needs is anessential part of pastoral care and strategic planning.

Under special circumstances, contracts can be justifiedand established or terminated during the course of afiscal year to meet unforeseen pastoral needs. Theprocedures for processing contracts outlined in theProgram Statement entitled Budget Execution Manual must be scrupulously followed to avoid difficulties andgovernment contracting violations.

b. VOLUNTEERS are an integral part of Chaplaincy programs. The primary concerns for chaplains are diversity,variety, and balance. Ideally volunteers will offerinmates a presence that will complement, rather thanduplicate, the ministry of the chaplains or othervolunteers.

� To accomplish this goal, chaplains willstrategically plan to recruit qualifiedvolunteers that appropriately reflect thediverse needs of the inmate population.

Procedures for recruiting, vouchering, training,supervising, and showing appreciation for volunteersare outlined in the Program Statement entitledVolunteers and Citizen Participation Programs Manual. Level One volunteers must be under constantsupervision.

� Institution Volunteer Coordinators areappointed by the Warden in every institutionto manage these functions. Ideally, thisperson works in a full time position or is,


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at least, a person other than a chaplain. Chaplains are generally required to beinvolved in the training of volunteers.

� Frequent informal reminders to volunteers of

rules with respect to inmate contacts areencouraged.

At a minimum, the following topics should be addressedin the Volunteer Training:

# Introduction to Bureau of Prisons;# Introduction to Institution;# Introduction to Chapel Department;# Security and Contraband;# Key and tool control;# Freedom of Information and Privacy Acts;# Personal Safety;# Standards of Conduct; and,# Contacts with inmates, families of inmates

and the immediate written reporting of suchcontacts.

16. INMATE ACCOUNTABILITY AND SECURITY ISSUES: Chaplains areaccountable at all times for inmates detailed to work in theChapel or those in the Chapel area for scheduled programs oropen house. Listed below are some of the areas requiringdaily attention.

a. CREW KITS: Daily checks must be made to assureaccuracy of the picture ID's and the presence of theinmates assigned to the detail in accordance withpolicy. The chaplain is accountable for the crew kitat all times while on duty. Unauthorized absences mustbe reported to the Lieutenant’s office immediately.

b. DUTY ROSTER OF INMATE WORKERS will be posted andadhered to at all times. Because of the irregular workschedule of chaplains, a copy of the inmates’ workschedule will be forwarded to the Unit Officer.

c. SAFETY TALKS, SECURITY INSPECTIONS, CALLOUTS, CENSUSCOUNTS, INMATE PASSES, and TOOL CONTROL: Chapel staffwill be well versed in the inmate accountability andtool control procedures of the institution. Theycannot be taken lightly and deserve to be part of theongoing reminders chaplains give to each other.


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� Chapel staff are responsible for assuringthat inmates on SENTRY call-outs to theChapel are in the Chapel area at thedesignated times. They will attempt tolocate absent inmates, report their absenceto the Detail Supervisor and/or theLieutenant's Office.

Secure storage areas and/or shadow boards for sensitiveor "hot" items, such as tools, rakes and shovels andbin cards for toxic cleaning materials and wine arerequired by Bureau policy.

d. LETTERS OF COMMENDATION OR RECOMMENDATION on behalf ofinmates will only be addressed and forwarded to theUnit Team so that they may be formally included in theinmate's Central File and official progress reports.

� Letters of this nature are never givendirectly to the inmate or to any outsideindividual. Any questions about the ethicsof inmate-related correspondence should beaddressed to the chaplain's supervisor. Procedures governing letters of commendationare outlined in the Program Statemententitled Staff Correspondence About Inmates.

e. DONATIONS: Acceptance of donations from family,friends or associates of inmates is never authorized. This includes donations from religious organizationswhich are traced back to family, friends or associatesof inmates.

(1) There can be no solicitation of donations for anyprogram or institutional need in the Bureau of Prisons.

� The authority to accept donations is vestedin the office of the Assistant AttorneyGeneral for Administration.

� The Program Statement entitled Donations,

Acceptance of, provides guidelines for theestablished procedures in gaining approval ofany proposed donation.

� It is necessary that the chaplain be familiarin utilizing these guidelines in relation toacceptance of religious donations. No


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donations can be accepted unless they arepre-approved in writing by the warden.

� A report listing all donated materials must

be completed quarterly and forwarded throughthe institution to the Ethics Branch in thein the Central Office.

(2) Inmates may make voluntary donations to recognizedcharities or religious organizations, according to theguidelines described in the Program Statement entitledDonations, Acceptance of.

� Chaplains will take special care to monitordonations when inmates request theirassistance in filling out the trust fundaccount withdrawal forms (BP CMS 24 or 33).

� Any indications of inmates coercing otherinmates to donate or signs of inordinateamounts of inmate donations to a singlesource should be reported to CorrectionalServices immediately.

� Inmate donations to individuals or groupswith contractual or volunteer relationshipswith the institution are prohibited. Nodonations can be accepted unless pre-approvedin writing by the Warden.

f. SACRAMENTAL WINE is mandated for the worship experienceof several faith groups, e.g. Episcopal, Lutheran,Orthodox, Roman Catholic, etc. Small amounts of winemay be used and retained by the chaplain in a securearea of the chapel.

� Wine will be bin-carded.

� If ecclesiastical approval is given, Mustumis a good alternative to communion wine. Mustum is fresh juice from grapes or juicepreserved by suspending its fermentation bymeans of freezing or other methods which donot alter its nature.

� Unless mandated by church law, pure grapejuice will usually be substituted for wine.


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� Only small quantities of wine will bepurchased at a time, using appropriateprocurement procedures.

g. CONTACTS WITH THE MEDIA call for extreme sensitivity

and caution. Personal interviews and/or correspondencewith the media must follow the guidelines outlined inthe Program Statement entitled News Media Contacts.

� Generally, the institution’s PublicInformation Officer (PIO) handles all mediacontacts. It is important to remindvolunteers of this policy.

h. RESPONDING TO EMERGENCIES is the expectation of all Chapel staff on duty. It is important in responding toemergencies, however, to make sure the area left behindhas appropriate coverage and has been secured.

17. CHAPEL SPACE AND RESOURCES: The Chapel area should include aChapel, office space, classrooms and storage space toaccommodate the diverse religious needs of the inmatepopulation.

a. WORSHIP AREAS: The space assigned for group prayer andworship needs to be large enough for the congregation,functional and neutral in design. This neutralitypresumes that any religious group would feelcomfortable and not be affronted by symbols of otherfaith groups; it does not imply a space that is cold,bare, or unattractive.

� Tradition-specific adornments may beregularly displayed during services andprograms and removed after use.

In addition to the main assembly area or main Chapel,there need to be enough additional rooms to allow forsimultaneous religious programs. The outdoor worshiparea will also be maintained in a neutral, secure, andprivate area of the institution to accommodate thevarious religions requiring outdoor space for worship. Accountability and supervision of this area will bemaintained.

b. OFFICES will have privacy for counseling with inmates. Each staff chaplain needs to have a dedicated spacewith a telephone and computer.


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� Inmates will not work in the chaplain’soffice because of the possibility ofcompromising the security of counselingsessions, telephones, files and computers. Ideally there will be a designated area forthe inmate orderlies.

c. STORAGE AREA will be sufficient to secure the religiousaccouterments of the various religious inmate groupsreverently and equitably.

� These storage areas are only to be used tostore group property.

� Chapel staff have the responsibility tosearch the storage areas on a frequent andirregular basis. When custody staff aredoing routine area shakedowns, they should beassisted by chapel staff when practicable, toensure proper reverence for sacred items. Ifcombination locks are used, chaplains willhave the combination and a key to open thelocks.

d. EQUIPMENT: Chaplains will have easy access to thebasic equipment needed to perform their pastoral dutiesefficiently.

� The department inventory will include, butnot necessarily be limited to, the following: a telephone for each staff chaplain, personalcomputers, VCR's, audio cassettes, soundsystems, musical instruments for worship only(especially a piano or organ, or compact andportable electronic keyboards), filecabinets, and accouterments for worship andcommunal prayer (rugs, vestments, candles,communion vessels, altars, pulpits andpodiums, equipment for the sweat lodge,ceremonial Indian drums and pipes, etc.).

e. VIEWING OF VIDEO TAPES: Copyrighted video tapes maynot be shown in the Chapel area without writtenauthorization from the copyright holder. The CentralOffice Chaplaincy Branch maintains a list of allorganizations which have given written permission toshow their copyrighted video tapes in the Chapel area. These lists are distributed to the institutions on aregular basis. Similarly, copyrighted music, including


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the words and the musical scores, may not be copied inbulletins or on transparencies without express writtenpermission.

� The Zimmer Amendment prohibits inmate viewingof R rated videos. There are no exceptionsto this.

f. ELECTRONIC MUSICAL INSTRUMENTS: Electronic musicalinstruments and sound equipment are to be used in theChapel for worship services and practice for worshipservices only. The Chapel electronic musicalinstruments and sound equipment will not be used forChapel-sponsored recreational music programs.

18. COST CENTER MANAGEMENT: The primary issues in the area offinancial management are strategic planning, balance in theexpenditure of funds, timeliness and accuracy of purchaserequests, and fairness in contractual agreements.

a. STRATEGIC PLANNING implies that the chaplaincy teamplans ahead and budgets cooperatively for the quarterlyand annual needs of the entire department. Each chaplain should participate in the strategic planningprocess. When appropriate, contract and/or volunteerpersonnel may be included in the planning.

b. EQUITY IN FUNDS EXPENDITURES implies fairness ratherthan exact parity.

� Often inmates will complain that their groupreceived less money than another, or willdemand to see how the chaplaincy budget wasdivided up. Upon review, chaplains need tobe able to show that all groups are treatedfairly regarding supplies, receiving thoseitems necessary for their programs.

� As the great majority of chaplains areChristian, constant attention must always bepaid to supplying the ongoing needs--andmeeting the requests--of other-than-Christiangroups.

c. PROCUREMENT: Each chaplain will be familiar withcredit card procurement regulations, and be familiarwith the purchase request process. Chaplains areexpected to receive fund control, financial management,


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and COTR training. Department Head chaplains willensure that all chaplains receive appropriate trainingin these areas.

d. CONTRACT FUNDS are a very important part of thechaplaincy budget. Clergy and other religiouspersonnel from the community will be remunerated fairlyin accordance with their contributions to the program.Balance in equal pay for equal time will be observed,while taking into account such factors as experience,travel distance, and the standards for "clergy supply"in the local religious community. Chaplainsadministering contracts must be thoroughly familiarwith the provisions of the Program Statement entitledBOP Acquisitions Policy and be certified COTR’s.

e. R&I (RENOVATION AND IMPROVEMENT) projects involve majorremodeling or construction. Each department submitsrequests to the Warden who prioritizes them forsubmission for approval by the Regional Office. Constant watchfulness and strategic planning will helpensure that Chapel R&I projects get the attention theydeserve.

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