BOP Program Statement 1490.06 § 17

for ensuring all notification and filing procedures comply with

policy requirements.

a. Once notification(s) have been completed, staff will

retrieve a Notification Report from VNS which lists the victims

who received notification. This report will be maintained in the

Privacy Folder, Section I of the Inmate Central File. Unit

Managers will verify and document on Attachment B, that all

notifications have been completed.

b. When sending certified mail, the inmate's name and register

number must not be noted on the certified mail return receipt

requested (green and white card). Once the receipt has been

returned to the institution, it must be filed in the Privacy

Folder, Section I of the Inmate Central File.

b. Unit staff must document all communication (e.g.,

telephone, certified mail return receipt requested,

correspondence, etc.) with a victim(s), including unsuccessful

contact attempts, on the Victim Notification Record,

Attachment B. The Victim Notification Record must be filed in

the Privacy Folder, Section I of the Inmate Central File, and may

not be disclosed to the inmate. This information may only be

disclosed to court officials or law enforcement agency personnel

on a need-to-know basis.

c. An inmate's inclusion or the victim's participation in VNS

must not be disclosed to the inmate or any unauthorized third

party. This condition is not to preclude staff who manage

mental health cases or other potentially dangerous inmates from

taking actions that are intended to protect victims and the

community.

d. Material that indicates an inmate's VWP status (markings,

rosters, notations, etc.) must not be filed in the disclosable

sections of the Inmate Central File. If staff believe this

information has been compromised, the Correctional Programs

Branch, Victim/Witness Program Section, Central Office, must be

notified immediately.

A careful review must be conducted when inmates request to

correspond with their victims/witnesses (for example, a family

member or spouse). In the event staff become aware that a VWP

inmate is corresponding inappropriately with his or her

victims/witnesses, the Unit Manager must notify the

institutions’s Special Investigative Supervisor (SIS) and request

that the inmate be placed on the institution’s mail monitoring

list. The Unit Manager will also follow the procedures contained

PS 1490.06

5/23/2002

Page 16

in the Program Statement on Correspondence if it is deemed

necessary to place the inmate on Restricted General

Correspondence status.