Mail System Coordinators Panel The Mail System Coordinator's Panel (MSCP) is designed to assist in the maintenance and coordination of the Uniform Offender Mail System. Mission Statement: To provide for the rehabilitation of offenders by assisting in keeping in touch with family and friends and facilitating offender access to the courts by ensuring uniformity of mailroom operations and the processing of offender correspondence in accordance with established correspondence rules.

BOARD POLICY 03.91 www.tdcj.texas.gov The Texas Board of Criminal Justice approves the offender correspondence rules. The rules are contained in Board Policy 03.91 and are available for review on our website: www.tdcj.texas.gov

Special Correspondence Offenders are allowed to send sealed and uninspected correspondence to special correspondents. Examples of special correspondents are: members of Texas Board of Criminal Justice, TDCJ leadership, any court or district or county clerk, FBI, judges, any official of any federal, state, or local law enforcement. What is considered a minor? Anyone under the age of 17

Special Correspondence Continued Outgoing special correspondence is logged and stamped by mailroom prior to mailing. What are some examples of serious violations that could result in be placed on NML? Continuos third party violations Sending in concealed drugs, money Ex-employee who was terminated due to establishing relationship

I-158 Outgoing Mail Log ______________________ Unit OUTGOING LEGAL, SPECIAL AND MEDIA MAIL LOG   ______________________ Unit Check One Date Received in Mailroom Date Delivered to USPS Legal Special Media Offender's Name Offender's Number Addressee Name and Address Employee's Initials *I-158 (Rev 09/12)

Example of Envelope Privileged Offender Mail Not Inspected by Texas Harold Gilmore #1383537 Ramsey Unit 1100 FM 655 Rosharon, TX 77583 Office of the Inspector General PO Box 13084 Austin, Texas 78711-3084 FRONT Privileged Offender Mail Not Inspected by Texas Department of Criminal Justice – Correctional Institutions Division BACK

Special Correspondence Restrictions Permissible Correspondence- Offenders may write sealed and uninspected letters directly to special and media correspondents. All incoming correspondence from any special or media correspondent may be opened and inspected for contraband, except under special circumstances noted in BP03.91.

Special Correspondence Restriction continued Exceptions: In individual cases, where reasonable suspicion exists to believe the correspondence rules or the law is being violated, incoming or outgoing special or media correspondence may be opened and inspected for contraband and content upon obtaining written permission of the Director of the CI Division. The inspection shall be in the presence of the offender.

Special Correspondence Restriction continued Offenders who send letters containing threats or uninspectable substances to special correspondents can be placed on special correspondence restriction.

Special Correspondence Restriction Continued If unit administration or mailroom staff receive a phone call from an outside entity stating threats or an unidentifiable substance has been received, the unit should instruct the individual to contact Jennifer Smith, MSCP, P.O. Box 99, Huntsville, TX 77342-0099, (936)437-6336.

Special Correspondence Restriction Continued The unit mailroom will receive written notification (mainframe e-mail) from MSCP stating the mailroom is to begin opening and inspecting outgoing special or media correspondence for the referenced offender. The inspection does not have to be conducted in the presence of the offender

Special Correspondence Restriction Continued Once the OIG completes their investigation, the offender will be notified in writing of the decision to continue the special correspondence restriction.

Responding to Offenders Only respond to a legitimate request. Do not respond if an offender is requesting information on behalf of another offender. If an offender submits legal paperwork on behalf of another offender contact MSCP. Offenders must have permission to assist another offender with legal matters.

Responding to Offenders continued Contact MSCP if an offender sends you a request to forward mail to others on their behalf. Offenders trying to become a sovereign citizen.

CONTACT INFORMATION JENNIFER SMITH (936)437-336 Jennifer.smith@tdcj.texas.gov TAMMY SHELBY (936)437-6336 Tammy.Shelby@tdcj.texas.gov