College Instructor Handbook

NC Department of Adult Correction logo

NC Department of Adult Correction

Instructor Handbook

WELCOME TO THE NORTH CAROLINA DEPARTMENT OF ADULT CORRECTION!

Thank you for your willingness to be an instructor in our institutions. We highly value the important contribution you make in helping us fulfill our commitment to assist offenders in their reentry to society.

This handbook has been specifically designed to assist you in becoming familiar with the correctional environment in which you will teach. It will provide the knowledge and tools you will need to effectively and safely manage instruction in a NC Department of Adult Correction (NCDAC) institution.

While providing educational services is usually a safe endeavor, we must always be cognizant of the fact that anything can happen. This is true in all education settings, including the correctional setting. Rules and regulations are put in place to minimize the possibility of violence and prioritize the safety of staff and students.

VALUE OF INSTRUCTORS

As an instructor you serve as a positive role model from whom students can learn to behave and communicate pro-socially. You bridge the gap between them and the community. The value and impact you have on the lives of your students cannot be measured.

Additionally, you are of tremendous assistance to NCDAC by supplementing the programs offered to offenders or providing new services, thereby increasing the offender options to gain new skills.

We trust that your time as an instructor will be a positive and rewarding experience for you.

NCDAC

MISSION STATEMENT

All divisions of the North Carolina Department of Adult Correction will protect the public by collaboratively focusing on rehabilitation, protection, innovation, accountability, and professionalism.

VISION STATEMENT

The divisions of the Department of Adult Correction work collaboratively to create a safer North Carolina.

CORE VALUES: PRIDE

  • Protect
  • Respect
  • Integrity
  • Diversity
  • Excellence

Note: Each institution has specific characteristics, procedures, expectations, etc. Follow guidelines of institution wardens and/or designees at each institution. This handbook serves as a general overview.

THE INSTRUCTORS’ LINE OF SUPERVISION AND COMMUNICATION

Providing instruction in a correctional environment is a unique experience. Since this environment is unfamiliar to most people, a line of supervision and communication has been established to help you function in your new role.

Institution-based Program Supervisor or Education Coordinator – A staff member of a correctional institution, designated by the warden, responsible for the coordination of programs offered in the institution. This person is your direct contact within the institution. This staff member may also a case manager.

A case manager is a staff member who provides various supports designed to move an offender through the rehabilitation process during their sentence in an organized manner with a goal of successful community reintegration. Case managers assist offenders on their caseload in resolving day-to-day issues that may arise, using a variety of methods, such as individual or group counseling, crisis intervention, motivational interviewing, and referral services which require contact with staff and offenders both on and off the unit. Consequently, case managers regularly monitor the work and program sites of the offenders on their caseload, and, when necessary, provide assistance to both offenders and work/program supervisors. Additionally, case managers:

  1. develop both a general knowledge about offenders in their units as well as gather detailed information concerning offenders on their specific caseloads,
  2. interview and provide orientation to newly admitted offenders,
  3. serve as a staff sponsor of on-unit offender program groups, and
  4. attempt informal resolution of offender complaints.

Associate Warden of Programs - The individual designated by the warden to coordinate and supervise all programming and instructional personnel at the institution.

Warden - The chief administrator of the institution. These individuals are responsible for all operations and programs within a particular institution.

Correctional Officer/ CO/ Corrections Professional – Primary responsibilities are offender security and accountability. They are the first-line consultant to the unit staff regarding unit/institution related security matters. A correctional officer is usually regularly assigned to a unit, to better know the offenders and staff with whom they work and, therefore, can better contribute to the mission of the unit.

Officer in Charge (OIC) – The officer in charge will normally be a captain or lieutenant who has responsibility for the overall daily custody and security operations of the institution. The OIC serves as an advisor, consultant, and monitor for other department heads in matters pertaining to security. The OIC will be responsible for formal offender counts, maintaining logs of events, and monitoring security systems to include fire/smoke alarms, intrusion detection systems, surveillance systems and other monitoring systems.

Regional Education Coordinator (REC) – The Regional Education Coordinator is a liaison between institution-based education and program staff, instructors, NCDAC Education Services, and pertinent postsecondary and vocational education partners. The REC is support to the successful implementation of education programming in the institutions, as well as being an avenue of communication between stakeholders. RECs identify and solve problems and support program improvements where possible.

ENTRY/EXIT PROCEDURES

The North Carolina Department of Adult Correction is charged not only with public safety, but also with the safety of the offenders in our care. In order to maintain the orderly running of the institution and to facilitate instructor participation, it is necessary that all rules and regulations be followed.

All instructors shall:

1. Be at least 21 years of age and present themselves at the control center or gate house for identification and sign-in purposes. Information provided when signing in shall include:

  1. full name
  2. residence
  3. reason for visit [name of program]

Valid identification shall include full name, photograph, date of birth, identification number w/ expiration date, and social security (optional). A current driver's license or passport will be sufficient. The shift commander in charge has the right to deny any individual entry who cannot produce sufficient identification or whose purpose for entry may be suspect.

While on the property, all vehicles must be locked with windows rolled up. Refrain from carrying into the institution unnecessary, unapproved, or illicit items – known as “contraband” – that have not been previously approved. Items allowed into a specific institution are dictated by the institution’s standard operating procedures pursuant to the custody level of the institution and at the discretion of the institution warden or designee. Any item not expressly allowed by institution policy is considered contraband.

Cell phones, pagers, and other electronic devices cannot be brought into the institutions. Please secure all items not essential for your program in your car or, if a locker is provided in the gatehouse, in the provided locker. The security staff will inspect all items brought into the institution. The introduction of any item (contraband) into the institution without prior written authorization, or removal of same from the institution, may result in criminal prosecution.

Prescribed medication should not be brought into the institution without explicit permission of institution leadership. If you have a condition that requires the regular taking of medication, you should keep your medication locked in your car. If you have medication that requires it be kept on your person (such as nitroglycerin pills, sugar tablets, and inhalers) or that must be refrigerated or kept in a temperature-controlled environment, you must notify the Associate Warden of Programs so that he/she can obtain prior written approval on your behalf from authorized staff. If permitted, employees will only be authorized to carry the necessary dosage needed during the time spent inside the institution in the original prescription container.

Personnel will use only clear containers (plastic, nylon, or silicon coolers, lunch boxes, purses, bags, or backpacks of reasonable size) for food and other necessary items. All bags will be emptied and all items examined upon each entry into a institution. Food and beverages will not be allowed into the institution in glass containers.

At any time that the correctional staff suspects that you may be under the influence of drugs or alcohol, your entry into the institution may be suspended or terminated.

All personnel are expected to use a DAC-issued identification card to scan in and out of the institution every time they enter and leave through the gatehouse.

If it is necessary to stay after normal hours, be sure to communicate your intention with the Officer in Charge. To ensure your safe exit from the institution, make yourself aware of institution procedures and do not stay later than correctional supervision is available in your area.

2. Submit to a search:

Anyone entering a correctional institution is searched before being allowed entry. Vehicles also may be searched. Searches may include the use of a metal detector, pat/frisk search, or inspection by trained canine. Be aware that metal in clothing (as in an underwire) or in many shoes (a steel shank) will set off the metal detector. We suggest that you avoid wearing these types of attire if at all possible as you will not be allowed to enter if the source of the alarm cannot be detected or removed. These are all considered normal correctional procedures. All instructors must successfully pass through a metal detector and a cell phone signal detector before being allowed to enter the institution.

Upon entering the institution, each instructor may be asked to remove his/her belt, shoes, and outerwear (i.e., coats, sweaters, etc.). An officer will inspect the collar, sleeve cuffs, waistband, and pants cuff/hemline.

If you are unwilling to allow a search to take place, you will be asked to leave the property and your continued participation as an instructor may be affected.

3. Locate your workstation:

Once you have signed in, you will be advised as to what area has been designated for your use. In some institutions, you will be escorted by a designated staff member to your assigned room or area, while in others, you will not be escorted. Room assignments may change depending upon the need of the institution. If you have any concerns with your room assignment, you should notify the Associate Warden of Programs. It is important that you do not move to another area during the time of your program without the authorization of correctional staff.

In the event of an emergency, the correctional staff will expect you to be in your assigned area.

The following are some precautionary procedures you must follow:

  1. NCDAC personnel must accompany a first-time instructor to the program.
  2. Do not go into or remain in a dark room.
  3. Do not close the door if you are the only instructor or correctional staff in the room.
  4. If you must leave the room, let another instructor or correctional staff member know where you are going and for how long.
  5. Do not be in a classroom alone or one-on-one with a student. If it is necessary, ensure the nearby presence of an officer.

Other things to note:

Program Materials:

All materials brought into the institution for programming must be pre-approved including, but not limited to, videos, audio CD's, books, written materials and handouts. The Associate Warden of Programs will make the necessary arrangements for clearance of supplemental materials. If your program requires distribution of materials to offenders, they must be pre-approved by the Associate Warden of Programs.

Institution Counts:

Official offender counts are conducted at predetermined times throughout the day and evening hours at each institution. Once the count has begun, there is no offender movement. Staff and instructor movement is also limited during count times.

Census/accountability counts, those that occur at unscheduled times, will occasionally be taken throughout the institution. Offenders found out of place during the census/accountability count may be subject to disciplinary action. When a census/ accountability count is called, all movement is frozen until the count is cleared. Offenders cannot enter or leave any program area during this time. This means that offenders who “just stop by for a minute” or “need to ask one question” may be in violation of policy. When security staff announces counts, instructors must adhere to the procedures regarding offender accountability explained in this handbook.

Offender Movement:

The amounts of time in which offenders are allowed to enter and exit controlled areas within the institution are strictly adhered to. Each movement period coincides with the work and program schedules.

All offenders must have a NCDAC picture ID. Any offender who does not have a NCDAC picture ID will not be allowed to leave his / her unit. The only exception will be if an offender is issued an authorized movement pass.

Offenders are to retain their picture ID on their persons at all times. Picture IDs are to be available to staff upon request at all times.

Custody staff is required to view each offender’s picture ID prior to allowing access to any building or area. At some institutions, when an offender wants to move from one destination to another, he/she is required to return to his/her housing unit to receive authorization to do so during movement times only.

EMERGENCY PROCEDURES

Each institution utilizes emergency codes that may or may not be standard across institutions; instructors should acquaint themselves with the codes used at any institution in which they provide instructional services.

Staff is trained to deal with emergencies ranging from fires to medical problems, fights, riots, escapes, disturbances, institution failures, etc. Instructors must not interfere with implementation of emergency procedures.

Your first step in any emergency is to notify the nearest correctional staff member. He/she will instruct you from there.

In the event of a fire:

Familiarize yourself with the evacuation routes and areas in the building or room in which you are located. In the event of a building evacuation, you may also be required to evacuate, especially if security staff is conducting a count to ensure that the fire was not started to divert attention from an escape or other type of disturbance.

In the event of a medical emergency:

NCDAC institutions utilize the term Code Blue to designate a life-threatening medical emergency. Even if you have been trained in CPR or First Aid, you should first notify correctional staff before attempting to perform lifesaving measures on an offender. This is for your safety as the offender population has a higher potential for exposure to communicable diseases, and correctional staff have been trained in the proper handling of these situations. Staff are aware of the location of protective equipment.

In the event of any emergency:

Your program may have to be moved or cancelled. Please immediately follow the instructions given to you by staff. Please refrain from asking questions until the emergency is under control and the institution has returned to normal operations. It may be necessary to detain you temporarily if an offender is unaccounted for. This is for your safety. Your safety, as well as that of all employees, is paramount.

In the event of inclement weather:

There may be rare instances in which the institution is locked down during severe inclement weather. In the event of a heavy snowfall, etc., you should contact the institution prior to traveling to work to ensure that entry will be allowed upon your arrival. In any situation in which you feel road conditions may be hazardous for driving, please remain home. Your safety is of primary importance and programming can be re-scheduled if time allows.

INTERACTION WITH THE MEDIA

Due to the privacy rights of both staff and inmates and the serious nature of correctional issues, each request from the media for access to any employee or instructor with the Department shall be directed to the institution warden who will reach out to appropriate Department personnel to address the issue. Appropriate NCDAC personnel shall coordinate any interviews requested by media outlets deemed appropriate or necessary upon the approval of the Department and any personnel involved. The result of an interview should not:

  1. Violate any employee's privacy rights;
  2. Violate any offender’s privacy rights; or
  3. Interfere with the orderly operation of a correctional institution.

INTERACTION WITH STAFF

Interaction with staff must be professional at all times. Please do not have a confrontation with or challenge a staff member's authority in front of offenders. If you have an issue with a staff member that you cannot resolve privately with him/her, you will need to discuss it with the Associate Warden of Programs. If it cannot wait, you should ask to speak with the Officer In Charge (OIC). Also, please be sensitive to the fact that conversations may be overheard.

It is best to address staff using formal titles, for example: Warden, Sir, Officer, Mr./Ms., or Mrs., Captain, Lieutenant. Staff always go by last name and should never be addressed by their first name due to safety and security.

INTERACTION WITH OFFENDERS

From Division of Institutions Policy and Procedure Chapter J .0100 | Conduct of Employees

(f) Personal Dealings with Offenders

(1) Inappropriate relationships between DOI employees and offenders have a significant potential for creating disruption at the workplace, including generating complaints of favoritism and unequal treatment by other offenders, giving rise to allegations of harassment, and causing potential loss of job and criminal prosecution.

(2) Employees will maintain a quiet but firm demeanor in their dealings with offenders and will not indulge in undue familiarity with them. Whenever there is reason for discussing an offender’s problems with them, employees will exhibit a helpful but professional attitude. No employee will discuss their personal affairs with an offender.

(3) Employees will not borrow anything from or lend anything to nor accept gifts or personal services from, nor barter or trade with any offender, except as specifically authorized by law, regulations, or directive. Employees will not tip an offender. Employees will not make gifts or perform personal services for offenders not in keeping with authorized operations. It is a criminal offense for any person to sell or give any offender any intoxicating drink, barbiturate or stimulant drug, or any narcotic, poison or poisonous substance, except upon the prescription of a physician, or to convey to or from an offender any letters or oral messages or any instrument or weapon by which to effect an escape, or that will aid in an assault or insurrection, or to trade with an offender for clothing or stolen goods or to sell or give an offender any article forbidden by DOI rules to include tobacco and mobile cellular devices. Employees committing a criminal offense will be dismissed from the service and their appropriate superior officer will initiate proceedings for the prosecution of the offenders. (See NCGS 14-258.1)

(4) No employee will engage in acts of horseplay or joking with offenders or deliver or send messages or engage in written personal correspondence or conversing with offenders via telephones or electronic devices.

(5) An employee shall not knowingly make or maintain contact with or in any way associate with a member of an offender’s family or close associates, unless their assigned duties require such an association or unless they have been specifically authorized to do so by the Deputy Secretary of Institutions or designee. If an employee is contacted by the family or close associates of an offender, the employee will report this fact to their superior at the earliest practicable time.

(6) An employee shall not engage in sexual misconduct or harassment with an offender as outlined in the DOI policy F .3400, Offender Sexual Abuse and Sexual Harassment.

(7) An employee shall not knowingly enter into a personal relationship with an offender, an offender under supervision, their family members, or close associates.

(8) Any employee who learns that a person with whom they have or have had a personal relationship, including a family member, has come under supervision of or is incarcerated by the DAC shall report in writing to their supervisor within 48 hours of learning that the person is under supervision or incarcerated. Supervision includes incarceration, probation, post-release supervision, and parole in any state, federal, or territorial United States jurisdiction.

(9) Any employee involved in such personal dealings with offenders as outlined in section .0102(f) will be subject to disciplinary action up to and including dismissal.
Note: Employees shall be responsible for bringing the above-cited situations or any other situation that could be considered personal to the attention of their supervisor and when in doubt about a particular situation, the employee shall be responsible for asking questions to seek clarification of their obligations under policy.

(9) Language. The use of abusive, indecent, or profane language in the presence of offenders is forbidden. Any employee who curses an offender will be subject to disciplinary action up to and including dismissal. A person so dismissed will not be eligible for reinstatement (see NCGS 148-23).

Suspension from Programs:

In any instance where the safe and controlled functioning of the institution is thought to be affected, any supervisory staff member may temporarily suspend an instructor. Any suspension or limitation of entry will be reported via an incident report. Only the warden has the right to permanently suspend an instructor. Please remember you are held to the same standards as NCDAC employees regarding your conduct with offenders. The following are a number of specific violations that may result in suspension (this list is not all inclusive):

  1. Violation of institution rules or regulations;
  2. Failure to provide services agreed upon with the institution;
  3. Participating or encouraging activities that are determined to be a threat to the security of the institution;
  4. Corresponding with an offender via mail;
  5. Telephoning an offender. Instructors cannot be on an offender’s PIN list (Department-approved list of offender contact telephone numbers);
  6. Sending money or gifts to offenders;
  7. Accepting phone calls, making phone calls, texting, or messaging on behalf of an offender.
  8. Bringing anything into or outside of the institution that is considered contraband.

Duty to notify:

Any traffic tickets or arrests incurred by any employee during off-duty hours must be reported to the Officer In Charge (OIC) or Associate Warden of Programs (AWP) within twenty-four hours of the incident.

PRISON RAPE ELIMINATION ACT (PREA)

The North Carolina Department of Adult Correction is committed to a standard of zero-tolerance of any undue familiarity or personal misconduct between employees and offenders. We make a commitment to provide appropriate services to all stakeholders we serve and support to staff for their roles in accomplishing these responsibilities. PREA's mission is to promote public safety by the administration of a fair and humane system which provides reasonable opportunities for offenders to develop progressively responsible behavior. The Prison Rape Elimination Act (PREA) of 2003 fits perfectly with that mission. Each employee is vital to the prevention and detection of undue familiarity in order to protect offenders and safeguard our communities.

We envision a safe and humane environment free from the threat of any act of undue familiarity, sexual abuse, or sexual harassment. We see ourselves working collaboratively with others to develop programs and strategies that safeguard the well-being of the offenders we serve.

UNDUE FAMILIARITY

Professionalism with offenders is critical to maintaining a healthy culture and safe environment. No job classification is immune to undue familiarity and all staff have a responsibility to maintain professional boundaries. A staff member who engages in undue familiarity with an offender jeopardizes his/her career as well as his/her livelihood in the community.

Familiarity means knowing the habits, behavior, demeanor, and/or routine of offenders; it makes for better supervision and keeps everyone safe. Undue familiarity is taking familiarity to an unhealthy level where a correctional officer, employee, or volunteer is putting their own safety or the safety of others at risk.

All employees, volunteers, and agents of the Department should treat offenders in a firm, fair, consistent and professional manner, and refrain from inappropriate and improper contact with them. In all dealings with offenders, it is important to maintain a professional demeanor consistent with roles and responsibilities.

As an employee, volunteer, or agent, you should not:

  • Borrow anything from an offender,
  • Lend anything to an offender,
  • Accept any gift or personal service from an offender,
  • Make gifts to or perform personal services for an offender,
  • Use abusive, indecent, or profane language in the presence of an offender,
  • Knowingly enter into a business relationship with an offender or his or her family member or close relatives,
  • Engage in any actions or behavior that you would not want someone else to know about.

It is a criminal offense for any person to sell or give any offender any intoxicating drink, barbiturate or stimulant drug, or any narcotic, poison/ poisonous substance, except upon the prescription of a physician. It is also a criminal offense to convey to or from an inmate any letters or oral messages or any instrument/ weapon by which to affect an escape, or that will aid in an assault or insurrection. Finally, it is a criminal offense to trade with an inmate for clothing or stolen goods or to sell an inmate any article forbidden by institution rules.

Some “red flags” of undue familiarity are:

  • Deviating from agency policy for the benefit of a particular offender
  • Changes in appearance of a justice-involved individual, staff, or agent
  • Changes in behavior of a justice-involved individual, staff, or agent
  • Overlooking infractions of a particular offender
  • Spending a lot of time with a particular offender
  • Taking up an offender’s cause or grievance
  • Doing favors for an offender
  • Getting into conflicts with Department staff over an offender
  • Withdrawing from staff and/or other offenders
  • Consistently volunteering for a particular assignment or shift to be close to an offender
  • Coming to work early and/or staying at work late without adequate cause
  • Flirting with an offender

This overview of undue familiarity is not all-inclusive. When in doubt, one should seek clear guidance from an agency representative before engaging in what could be viewed as misconduct later. If it “exceeds” professional standards of conduct and/or deviates from agency policy, it may be undue familiarity.

GUIDELINES FOR INSTRUCTORS TO COMBAT INSTANCES OF UNDUE FAMILIARITY

  1. Divide your attention among many offenders. An individual may misinterpret your attention. Also, by making an offender “special,” you subject him/her to potential harm in the general prison population.
  2. Turn the conversation away from intimate subjects or personal details immediately. If the conversation persists, excuse yourself and go talk with someone else. Report the conversation if needed.
  3. Do not initiate or allow physical contact of any kind.
  4. Resist the ego trip you can get from an offender’s attention. Be careful not to lead the offender on with your words or actions.
  5. Do not share personal information with any offender.
  6. Do not give out your home address, organizational address, post office box, contact phone numbers, or any personal email addresses.
  7. Do not correspond with an offender through letters or electronic communications.
  8. Be suspicious of your motives and re-examine them carefully. If you discover that you are unwilling to share what has gone on between you and an offender with custody staff, institution leadership, or with your significant other, the relationship may be damaging to you and the offender.

While not all offenders are manipulative, many have become experts at storytelling. Problems do occur. These situations are best handled by staff. Do not allow your integrity or purpose to be compromised. No favors should be accepted. Any compliments should be deflected. While it is often a natural impulse to trust and believe in the good intentions of others, please be mindful of the fact that our work takes place in a correctional setting where the intentions of others cannot always be taken at face value. Therefore,

  • Do not let anyone convince you to mail letters.
  • Do not let anyone convince you to carry correspondence between offenders in the same or different institutions.
  • Do not let anyone convince you to bring packages from "families" in/out of institutions.
  • Do not add money to offenders' accounts or setup or participate in an offender’s GoFundMe or any other account.
  • Do not contact offenders or their representatives (including family, attorney, friends, etc.) outside of the institution, unless authorized and/or supervised by DAC staff.

One of the best ways to avoid manipulation is to never say or do anything you would not want to be made public information. As an instructor, it is likely in your nature to want to help people - especially your students. Your role is to help your students by providing them with skills and knowledge that will enrich their lives, develop cognitive skills and abilities, and enable them to find employment upon release.

It is important not to discuss an offender’s crimes. It is not our job to judge or punish. It is our job to help students maximize their skills through education. It is our job to provide our students custody and care. Please be assured there are other staff members whose job it is to help offenders address personal issues and other concerns they may have. When an offender begins to discuss something personal, it is best to refer him/her to his/her case manager, chaplain, or other trusted staff member.

Please realize that, through no fault or encouragement on your part, an offender may still:

  1. See you first as a partner and second as a representative of the institution;
  2. Consider you as a potential girlfriend/boyfriend, even if you are married;
  3. Discuss your words and actions with friends after class;
  4. Fantasize about the scope and extent of your relationship or;
  5. Label you “his/her property,” threatening others who try to talk to you.

Remember that at the end of your instructional time in the institution, you return to a full, busy life. The offender must return to his/her restrictive world. Do not allow his/her memories of you to override the message that you bring with your program.

Furthermore, some offenders may demonstrate a strong need for affection. Many offenders may view your expression of concern or continued employment as an instructor as a personal friendship or even a romantic signal. Should you sense an inappropriate interest developing in you on the part of an offender, you should report it immediately. If you are perceived to continue developing a personal relationship, your work arrangement will be terminated.

APPEARANCE AND GROOMING EXPECTATIONS

From NCDAC Personal Appearance Policy, Number DAC-HR-600-01 (effective 12/12/2024)

  1. It is the policy of DAC that each employee’s dress, grooming, and personal hygiene be appropriate for the workplace location and situation.
  2. Uniformed Positions: In addition to the general requirements described in this policy, employees in uniformed positions shall adhere to their own applicable Division-specific uniform dress code and/or personal appearance standards or policies (e.g., safety/security-related).
  3. Non-Uniformed Positions
    1. The standard workplace dress for employees in non-uniformed positions is business professional or business casual attire. However, Division Heads or their designee(s) have the authority to determine the appropriate attire based on their employees’ responsibilities and/or work location.
    2. All non-uniformed employees at the level of Director or equivalent and above, including Judicial District Managers, Assistant Judicial District Managers, Wardens, and Associate Wardens, are required to adhere to business professional attire as standard workplace dress. This requirement ensures a professional image, reflecting the responsibilities and visibility associated with these roles.
    3. Additionally, Division Heads or their designee(s) have the authority to establish casual attire schedules appropriate for their employees’ workplace location and situation. Regardless of the workplace location and situation, employees are expected at all times to present a professional image.
  4. Supervisors are responsible for ensuring that employees are aware of and comply with any safety, health and/or security standards such as personal protective gear, equipment, clothing, and/or shoes required by safety and health regulations for their work environment. This includes onsite visits where an employee may need to comply with another work unit’s safety, health, and/or security policies and procedures.
  5. Employees shall comply with Division-specific personal appearance policies and/or dress codes when visiting other DAC work units, such as a prison facility.
  6. Employees meeting with the general public, DAC management, or representing DAC at an event or external meeting should wear business professional attire unless otherwise specified by the sponsoring organization or DAC management.
  7. Shoes should be neat, clean, in good condition, and appropriate for the workplace environment. Athletic shoes are generally prohibited but may be allowable under special circumstances as approved by the Division Head or designee.
  8. The following attire is not appropriate at any time unless the nature of the work assignment or training activity dictates otherwise:
    1. T-shirts;
    2. Sheer clothing;
    3. Shorts or skorts;
    4. Skirts or dresses shorter than knee length;
    5. Any clothing item with advertisements and/or derogatory or offensive language;
    6. Leggings, stirrup pants unless worn under a dress or knee length shirt;
    7. Sexually suggestive or revealing attire;
    8. Athletic clothing including sweatpants, sweatshirts, spandex clothing, and work-out clothes;
    9. Clothing which is frayed, faded, threadbare or has holes; and
    10. Flip flops.
  9. Face coverings with derogatory or offensive language are not permitted.
  10. Fragrances should be worn in moderation to be considerate of other employees.
  11. If an employee requests an exemption to this policy due to medical or religious reasons, refer to the DAC-HR-200-02 Americans with Disabilities Act and DAC-HR-200-03 Religious Accommodation policies for request and approval procedures.
  12. Depending on the nature of the attire and at the discretion of the supervisor, any employee who fails to meet the standards of this policy may be sent home to change their attire in order to meet the guidelines set forth in this policy. If an employee is sent home to change, they may be required to use leave for the time away. Further instances of violating this policy may subject the employee to disciplinary action, up to and including dismissal.

From NCDAC Appearance and Grooming Regulations Policy, Number J.0200 (effective 8/6/2024)

It is the policy of North Carolina Department of Adult Correction, Division of Institutions that uniformed and non-uniformed personnel represent a professional and dignified image, commensurate with their responsibilities, in order to instill public confidence and establish respect of the general public and from those offenders under the supervision of DOI.

Appearance and grooming standards are based on several elements including safety and security, neatness, cleanliness, safety, and uniformity in appearance and standards. The standards established here are not intended to be overly restrictive nor are they designed to isolate DOI personnel from society. The limits set forth are reasonable, enforceable, and ensure that personal appearance promotes a professional image.

  1. All DOI Personnel
    1. The general attire of uniformed and non-uniformed personnel staff reflects a dignified and professional image. All clothing must fit properly and be in good repair. Shorts, sweatshirts, sweatpants, and see through clothing are prohibited. Appropriate undergarments must be worn. Clothes that expose cleavage, midriff and/or have plunging necklines and/or are backless are prohibited. The wearing of jeans is limited to approved jeans/casual dress day events as designated and approved by the Warden/designee. In addition to fitting properly, jeans must be in good repair, to include, but not limited to, no rips, holes, or tears.
    2. Uniformed and non-uniformed personnel shall present a professional and dignified image when attending meetings, conferences, or other business functions as a representative of DOI.
    3. Wearing of political badges, buttons, shirts, pins, etc., is always prohibited.
    4. Jewelry shall be limited to small items worn in moderation. Female staff may wear earrings which represent a professional appearance and are not excessive. Pierced jewelry will be limited to ears and should not be in quantity to delay prison entrance procedures. Any damaged or lost personal jewelry is not reimbursable by the State.
    5. Except as otherwise permitted by this policy, while on duty, the wearing of any object inserted into an exposed body part that has been pierced is also prohibited. Examples include the tongue, nose, lip, eyebrow(s), etc. Prohibited objects include, but are not limited to jewelry, posts, straw, or toothpick material.
    6. All hairstyles must be kept in a neat, clean manner, not to detract from one’s personal appearance as a professional and shall not provoke undue personal attention. Patterns or designs cut into the hair are not permitted. Coloring of the hair is permitted, but the color must be a naturally occurring hair color. Staff will not be restricted as to the length of their hair. However, for safety and security reasons, certified staff must have long hair secured at the top of the collar or above. This also applies to Program staff when manning a security post. Wigs, hairpieces, or weaves should be of a good quality and fit, present a natural appearance, and conform to the grooming standards set forth above. Hair, wigs, hairpieces, weaves, etc. are subject to search per DOI policy SM .3700, Prison Accessibility. Additionally: b) Non-Uniformed Personnel – Hair must be well groomed and neat and worn in such a way that quick and easy identification is not impeded. The style of the hair shall not present a ragged, unkept or extreme appearance. Certified non-uniformed staff shall maintain their hair length to top edge of collar with hair longer pulled up to top edge of collar.
    7. A wig or hairpiece lost or stolen while at work or on duty, on or off grounds, shall be immediately reported.
    8. Beards, goatees, and sideburns may be no more than 1/2" in length and should be neatly trimmed and groomed. Mustaches, by themselves, may not extend beyond the corner of the mouth or upper lip line on the ends. Handlebar mustaches are not authorized. Managers may require clean shaven appearance based on certain duty assignments requiring the use of personal protective equipment such as Scott Air Packs, or other personal protective equipment in compliance with standards and proper facial fit test for the equipment that they are expected to use.
    9. Makeup may be worn in moderation and must be of natural skin tone.
    10. The Warden/designee shall make the final decision regarding appropriate attire and appearance. If the Warden/designee determines the attire is inappropriate, the individual shall be sent home on their own time and expense to change their clothing. The employee may be required to return to work at the discretion of the Warden/designee.
    11. The Warden/designee may approve occasional dress down days for special events or fund raisers so long as it does not present a safety and security issue with any DOI policy.
    12. Uniformed and non-uniformed personnel staff shall dress in a manner distinguishable from the offender uniforms at their work site. Additionally, any attire and/or appearance that may pose a security risk, to include, but not limited to, the wearing of attire made of camouflage or camouflage-like material may be prohibited at the discretion of the Warden/designee.
    13. Uniformed and non-uniformed personnel must observe good habits of grooming and personal hygiene. If an employee is responsible for an unpleasant or distracting fragrance/odor, a supervisor may ask the employee to leave the workplace until the problem is resolved. If the problem persists, an employee may be subject to disciplinary action, up to and including dismissal.
  2. Non-Uniformed Personnel
    1. All non-uniformed personnel shall dress in either business casual or business professional attire and report to work in clean and neat clothing. Shirts and pants must be free of wrinkles.
    2. Jewelry shall be limited to small items worn in moderation. Non-uniformed personnel may wear earrings that present a professional appearance and are not excessive.
    3. Fingernails shall be reasonable in length. Nail polish must maintain a professional appearance.
    4. The following is a list of acceptable clothing for non-uniformed personnel.
      1. Khakis, dress slacks, dress shirts, blouses, sweaters, turtlenecks, etc. must be business casual or dress. Blouses must cover the midriff and cleavage. Capri pants must extend to the middle of the calf or longer.
      2. Business casual in the office. Business professional for meetings.
      3. Skirts and dresses shall be no shorter than the top of the kneecap.
      4. Shoes may be dress or business casual and shall be appropriate for a professional office atmosphere. Flip-flops and shower clogs may not be worn. Dress sandals may be worn dependent upon the safety considerations and at the discretion of the Warden/designee.
      5. Non-Uniformed staff can be approved to wear a hat for outside assignments. The hat must be present a professional non-offensive image and must be worn straight and not tipped forward, backwards or to the side.
      6. Belts may be dress or casual. Metal or chain like belts are prohibited. Buckles must be reasonable in size and shall not bear messages that are offensive or inflammatory.
      7. Appropriate under garments must be worn. Tight to form fitting apparel such as leggings, or compression garments may be worn as undergarments, e.g., under skirt or pants, but are prohibited when worn as an outermost garment.
    5. Exception to the clothing lists may be made for special circumstances, such as training and unusual work environments, at the discretion of the Warden/designee.

SUMMARY

These policies and procedures were developed to foster the safe and efficient operation of NCDAC institutions and to emphasize and promote the need for rules and norms for everyone who works within the correctional environment. All instructors are required to read, study and agree to the policies and procedures prior to beginning service. In the event of a rule violation, ignorance of policies and procedures will not be an acceptable excuse.

The NCDAC staff looks forward to working with you to create and continue programs that will assist the offenders in experiencing and leading more productive and meaningful lives. As always, we appreciate your work. You play a valuable role in NCDAC’s overall rehabilitative effort, and we thank you for your willingness to serve.

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INSTRUCTOR HANDBOOK ACKNOWLEDGEMENT

I, _______________________________________ , an employee at _____________________an educational institution within North Carolina, have read, understood, and was provided with a copy of the foregoing Instructor Handbook for all instructors or education staff employed to work in NCDAC institutions. I have read, understood, and agree to comply with the Prison Rape Elimination Act of 2003 (PREA) and the NCDAC zero-tolerance policy regarding unduly familiar or sexually abusive behavior either by another inmate or by staff, volunteer, offeror, contractor, vendor, or agent. Furthermore, I have read, understood, and agree to the following:

  1. Pre-Service Requirements. Instructors are expected to abide by all NCDAC policies and procedures and all facility-specific policies and procedures. Additionally, Instructor shall complete the following before providing Services:
    1. Criminal Background Check. NCDAC shall perform a criminal background check/ DCI PIN check on all prospective instructors. NCDAC Facility will provide the Request for DCI Check form to Instructor to complete. If NCDAC is informed that the prospective instructor has been disapproved pursuant to NCDAC security requirements, the prospective instructor shall not be permitted to teach in the Facility.
    2. Orientation. The instructor shall attend orientation provided by NCDAC prior to teaching classes in the facility, including the Prison Rape Elimination Act (PREA) orientation and any institution-specific or Education Services-specific orientation.
  2. Use of Student Work-Products. Instructor understands that the sole purpose of this agreement is to provide educational opportunities and services to students, consistent with the rehabilitative mission of NCDAC. Instructor acknowledges that Instructor may not utilize any student-created work-product for any purpose outside of the classroom without first obtaining the written permission of both the student who created the work-product and the Superintendent of NCDAC Education Services.
  3. Classroom Books, Materials, and Tools. Certain tools and items used during course instruction may pose a threat to facility safety and security and must be carefully monitored at all times. The instructor will defer to institution supervisors for approval of any required or requested classroom books, materials, and tools before bringing said items into the institution and shall be responsible for control and accountability of all tools and equipment used for courses taught or supervised. Special care must be taken when using tools classified by NCDAC as hazardous or Class A. Class A tools pose an imminent threat to the facility and must be used under the supervision of appropriate Prisons staff. Any offender using a Class A tool must be under direct supervision. Missing tools shall be reported immediately to facility staff. Instructors shall remove or secure all tools to the satisfaction of the facility representative at the end of each class.
  4. Computers and Laptops. If employed by an education partner, the College shall be responsible for procuring and maintaining personal computer hardware (PC) for education staff. The College faculty/staff will be permitted to carry NCDAC-cleared laptop computer hardware and encrypted hard drives into and out of the facility for the purpose of updating on-site computer hardware and delivering presentation-based lectures and electronic copies of course materials. If employed by NCDAC Education Services, educators will use computer hardware (PC) provided by NCDAC Education Services and will be governed by the same permissions as instructors employed by education partners. All inmates, whether students or inmate school assistants, are to be denied access to computers connected to the NCDAC network unless access is limited by firewall to the satisfaction of NCDAC.

I acknowledge that I have read and understood the NCDAC Instructor Handbook.

_________________________________________________________ _________________________

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